Council of the Village of Yellow Springs

MINUTES

IN COUNCIL CHAMBERS November 7th, 2005

CALL TO ORDER
Vice President Denise Swinger called the meeting to order at 7:02 p.m.

ROLL CALL
Denise Swinger, Mary Alexander, Jocelyn Hardman, Bruce Rickenbach and Jeff Singleton were present. The Interim Village Manager, Phil Hawkey was also present.

ANNOUNCEMENTS
Hawkey read aloud two resolutions from AMP-Ohio commending the electric crew for their participation in mutual aid assistance.

Swinger reminded the audience that tomorrow is Election Day and she urged voters to participate.

The family of Denise Swinger presented her with flowers and gave appreciation to her for her hard work while on Council. This was Swinger’s last Council meeting. Phil Hawkey and other Council members also offered thanks and commended Swinger and Jeff Singleton for their tenure on Council.

Hawkey introduced Mitch Clark from Wright Patterson Air Force Base who has been designated the Village’s Liaison Officer.

Hawkey announced that the Street Restoration Project has begun with work on Corry Street.

REVIEW OF THE MINUTES.
Review of the minutes from October 17, 2005 regular meeting. Rickenbach MOVED and Alexander SECONDED a MOTION for APPROVAL of the minutes as amended. The MOTION PASSED UNANIMOUSLY.

REVIEW OF AGENDA
Council agreed to move the presentation by Marilyn Reid prior to Public Hearings/Legislation.

PETITIONS/COMMUNICATIONS
The Clerk will receive and file:
AMP-Ohio Newsletter
Peck, Shaffer & Williams LLP re: Renewal Note Certificate
Auditor of State re: Village Audit
YS Schools- Tony Armocida re: Parking
Time Warner Cable re: Rate Adjustment
Joseph Giardullo re: BZA Application (Executive Session)
Wright Pat Commander Andrew Weaver re: Liaisons

(New Business)
Suzanne Clauser re: Dispatch (Send Acknowledgement)
Jennette Bradley Ohio Treasurer re: Treasury Programs
Ed Amrhein Memo to Birgitta Valey re: Dumping of Paint
Mayor’s Monthly Statement
Tecumseh Land Trust re: Jacoby Creek (New Business)

SPECIAL REPORTS
Marilyn Reid, President-County Commissioners. Reid made a short presentation regarding the First Annual Commissioner’s Charity Ball. The Ball will be held at the Hope Hotel, Saturday, January 21, 2006 with a social hour, dinner and dancing. Proceeds will benefit the Green Giving and Green Wood Manor. The Greene County Commissioners, Ralph Harper, Rick Perales and Marilyn Reid will host the event. Tickets are $50.00 per person. Reid also asked Council to support the proposal regarding a countywide central dispatch. Council agreed to invite Reid back to meet the incoming Council members.

PUBLIC HEARINGS/LEGISLATION
2nd Reading and Public Hearing on ordinance #2005-25 Conservation Easement Agreement w/Greene County Soil and Water. Hardman MOVED and Rickenbach SECONDED a MOTION for APPROVAL. Council agreed to strike the word historic from Page 1. Section B of the agreement, add sixty (60) in the next to the last sentence in section 3.2 page 2 of the agreement and there would be language provided that would allow for a transfer of the easement to the Tecumseh Land Trust at some future time if it was agreeable.

Swinger opened the public hearing. Former Council member Tony Arnett thanked Council and the Greene County Soil and Water for their working together on this easement agreement. The pubic hearing was closed. The roll was called. The MOTION PASSED UNANIMOUSLY.

1st Reading and Public Hearing on an emergency ordinance #2005-26 Transfer of Funds to Sewer Fund and Coat & Supplies Fund. Rickenbach MOVED and Alexander SECONDED a MOTION for APPROVAL. Hawkey explained that the $6,000.00 from the general fund to the sewer fund was to cover the emergency at the treatment plant. . Hawkey further explained that there would be a claim filed with the insurance company for the lightning damage once the Village received the statement from the contractor.

The transfer from the Police Fund to the Coat and Supplies Fund was previously allocated but not transferred. Swinger opened the public hearing. Having no comments, the pubic hearing was closed. The roll was called. The MOTION PASSED UNANIMOUSLY.

1st Reading and Public Hearing on ordinance #2005-27 Supplemental Appropriations as Emergency. Rickenbach MOVED and Hardman SECONDED a MOTION for APPROVAL. Hawkey reviewed the corrections and adjustments in the Supplemental Appropriations. Swinger opened the public hearing. Having no comments, the pubic hearing was closed. The roll was called. The MOTION PASSED UNANIMOUSLY.

Resolution #2005-48 Approve Expenditure for eGov2Web Software-Jay
Rettig from Software Solutions. Alexander MOVED and Hardman SECONDED a MOTION for APPROVAL. Jay Rettig from Software Solutions reviewed the software program. Finance Director Sharon Potter explained that the $7500 was the total support and hosting fee for the first year after which the fee would be $3000. Section 2 of the resolution was amended to include the previous information. The vote was 1-4. The MOTION to APPROVE FAILED. Alexander voted yes.

Resolution #2005-50 Award Bid: Storm Water Detention Basin and Stream Restoration. Rickenbach MOVED and Hardman SECONDED a MOTION for APPROVAL. Ed Amrhein reported that Laura Construction was very reliable and would also be working on the Ellis Park Spur. Theirs was the lowest bid of $116,225. He added that if approved the company would start on this project tomorrow. The MOTION PASSED UNANIMOUSLY.

Resolution #2005-51 Surplus Equipment Donation-Katrina Relief. Council agreed to postpone the discussion regarding this resolution until they receive input from the Village Solicitor.

Resolution #2005-52 Transportation Subcommittee. Rickenbach MOVED and Singleton SECONDED a MOTION for APPROVAL. Through a friendly amendment, Council agreed to add the Chamber of Commerce to Section 3 (d). Various commissions, committees and village organizations will be represented on this subcommittee. The MOTION PASSED UNANIMOUSLY.

Resolution #2005-53 Amend Clerk of Council Employment Agreement. Rickenbach MOVED and Hardman SECONDED a MOTION for APPROVAL. The Clerk’s employment agreement was continued. The changes to the agreement included an 85% contribution to the core health insurance plan by the Village and a 3% pay increase. The MOTION PASSED UNANIMOUSLY.

Alexander MOVED and Hardman SECONDED a MOTION for APPROVAL for an additional 30 hours of vacation and 30 hour of sick time in this year’s agreement. Benning was eligible for this additional time beginning 2005 because she had completed five years of service in 2004. The MOTION PASSED UNANIMOUSLY.

CITIZENS CONCERNS
Former council member and president Tony Arnett stated words of thanks and appreciation to Singleton, Rickenbach and Swinger for their tenure on Council.

OLD BUSINESS
Village Manager Search Committee Update. The committee’s chair Al Schlueter reported that of the top five names being submitted to Council three of those candidates were recommended to Council for personal interviews. He added that the committee had sent letters of regret to those who were no longer being considered. There still remains an additional pool of two for a total of five candidates that could be considered if necessary. Council agreed to continue the discussion in Executive Session.

NEW BUSINESS
Wright Patterson Air Force Base Liaison Officer to the Village, Mitch Clark introduced himself to Council. Clark is the Director of Education and Training. Clark reported that the enlisted personnel numbers had decreased, outside contractors had increased and civilian personnel had been reduced. Clark would be attending Council meetings whenever possible.

Village Treasurer. Singleton MOVED and Rickenbach SECONDED a MOTION to ACCEPT the letter of resignation from Village Treasurer Charlotte Collins effective after a replacement is secured. Council added “certification requirement” in the advertisement. Hardman would rewrite the ad and forward it to the Clerk. The MOTION PASSED UNANIMOUSLY.

Planning/Zoning Quarterly Report. Council accepted the report as submitted.

Central Dispatch-Letter of Intent. Police Chief John Grote distributed a copy of his letter to Howard Poston, Office of the County Administrator regarding the Village’s intent in the advent of a Central Dispatch for Greene County. In the letter Grote explained that although the Village supports a countywide collaboration of a central dispatching center, the Village’s participation would be based on multiple criteria not just cost. Grote is committed to continual discussions on this program. Council authorized Grote to send the letter to Poston.

MANAGER’S REPORT
Hawkey reported that ODOT staff is working with the village to assure the operation of the new traffic signals serves the community. The library’s southeast entrance is completed. In answering Alexander regarding new library doors, Hawkey explained that the doors would be requested in the 2006 budget.

AGENDA PLANNING
The next meeting of the Council of the Village of Yellow Springs will be held at 7:00 p.m. on Monday, November 21, 2005 Council Chambers, John Bryan Community Center, 100 Dayton Street.

Swearing in of Mayor and new Council members
Election of Council President
Election of Council Vice President
Appoint Council reps to commissions, committees and boards
Budget Workshop Dates
Review of 5-Year Financial Plan
Ordinance: BZA Quorum
Policy re: Surplus Items under $1000
WASG Master Service Agreement Update

FUTURE AGENDA ITEMS
Guidelines for Utility Resolution Dispute Commission
Municipal Credit Card
Caboose Task Force Report
Noise Ordinance
2006 Annual Appropriations
Pole Contact Agreements
Amending Noise Ordinance
Marking State Route 68 Bikeway
Conservation Easement-Well fields
Annexation Policy Review
Parks & Recreation Master Plan
Charter Review Committee

EXECUTIVE SESSION
Hardman MOVED and Rickenbach SECONDED a MOTION to go into an Executive Session in accordance with the Ohio Revised Code #121.22 (G)(1) Personnel-Appointment and #121.22 (G)(3) Court Action-Pending for discussions on Personnel-Village Manager Candidates, Appointment to BZA, Personnel-Employment and the Economic Revolving Loan Fund. The MOTION PASSED UNANIMOUSLY. Rickenbach MOVED and Alexander SECONDED a MOTION to return to the General Session. The MOTION PASSED UNANIMOUSLY.

GENERAL SESSION
Hardman MOVED and Alexander SECONDED a MOTION to APPOINT Joseph Giardullo to the Board of Zoning Appeals. The MOTION PASSED UNANIMOUSLY. The Council agreed to invite Smith, Swansen and Ryan to Yellow Springs after the Thanksgiving holiday for an interview for the Village Manager vacancy.

ADJOURNMENT
Having no further business, Rickenbach MOVED and Singleton SECONDED a MOTION to ADJOURN. The MOTION PASSED UNANIMOUSLY.