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HomeMy WebLinkAbout12/16/1985 RECORD OF PROCEEDINGS Minutes of Dublin Village Council Meeting ~ Meeting National Graphics Corp., Cols., O. Fonn No. 1097..... Held December 16, 1985 19_ "....., The regularly scheduled meeting of the Dublin Village Council was called to order by Mayor James E. Lewis at 7:30 P.M. on Monday, December 16, 1985. Mr. Thornton led the Pledge of Allegiance. ..... Members of Council present were: Mr. Amorose, Mr. Close, Mrs. Headlee, Mayor Lewis, Ms. Maurer, Mr. Sutphen, and Mr. Thornton. Mr. Smith, Law Director, and Mr. Sheldon, Village Manager were also present as were Mr. Bowman, Ms. Jordan, Ms. Prushing, and Mr. Warner of the Village Staff. Mrs. Headlee made a meeting of Council. unanimous in favor. motion to approve the minutes of the December 2, 1985 Mr. Thornton seconded the motion. The vote was Mr. Amorose made a motion to pay the bills. Mr. Sutphen seconded the motion. The vote was unanimous in favor. .... Ordinance No. 78-85 - $4,400,000.00 Village of Dublin I.D.R.B. (Erbamont Inc.) Project. Mr. Greg Stype, Village bond counsel, explained that it was discovered that there are a large number of capital expenditures for this project that may be attributable to their operations in the Village of Dublin. He further indicated that there has not been sufficient time to get a clear and definitive legal answer to that point; consequently, Erbamont Inc. asked that action with respect to the ordinance be withdrawn from the agenda this evening. The point being that if the I.D.R.Bs. are over one million dollars they cannot expend more than ten million dollars in capital expenditures over a six year period. If the expenditures that were discovered are attributable to the Dublin area they will have gone in excess of 10 million dollars and the interest on the bonds would not be tax exempt. Mayor Lewis noted that members of Council had not received any definitive information on the project and under those circumstances it would be difficult to continue with any discussion or conduct a public hearing. ,... A change in the order of the agenda was announced by Mayor Lewis (regard- ing Ordinance No. 79-85 - Discovery Systems Project). The item appeared on the agenda as a first reading, but it was intended to be a public hearing and was advertised as such. Ordinance No. 79-85 - Approving I.D.R.B. - Discovery Systems Project. First Reading. Public Hearing. Mrs. Headlee introduced the Ordinance. ,..... Mr. Phil Johnston registered as a proponent. there were no registered opponents. Mr. Johnston explained that this was the public hearing required for this and similar projects under the Internal Revenue Code. He noted that the request was considered by the Dublin C.I.C. in November of 1985, and that it was also presented before Council for inducement and passed on November 18, 1985. It is an industrial and commercial project for Jeffrey Wilkins and his company doing business as Discovery Systems where they intend to engage in a laser disc and optical services business. Mr. Mike Ward, Mr. Pat Meers, and Mr. Jack Ruscilli were also present at the meeting Mr. Smith, Law Director, commented regarding discussions held recently regarding the placement of the road and access to the property. Mr. Johnston said that it was his understanding that Mr. Wilkins and Mr. Ruscilli would remain flexible with regard to the final location of the road since the Village's planning process is not complete with regard to the location. ... -- RECORD OF PROCEEDINGS Minutes of Dublin Village Council Meeting ~ Meeting National Graphics Corp., Cols., O. Fonn No. 1097 ~ Held December 16, 1985 19_ Page Two ".... ...... Mr. Smith said that it was his understanding that if the Council would pass the ordinance with the caveat that the applicant satisfy Mr. Bowman on the placement of the road and/or the access to the building that that is satisfactory with the applicant. Mr. Johnston said that the applicant understands that the road may move from where it is presently outlined, but that does not affect their plans to locate the building to where it is supposed to be located. Ms. Maurer moved to do away with the three time reading rule and treat as an emergency. Mr. Sutphen seconded the motion. A condition was added that it be subject to the Planner's platting require- ments and the agreement reached with the applicant regarding placement of the road and closing of the other road. Ms. Maurer so incorporated the condition as part of the motion. The vote was unanimous in favor of the motion. The vote was 7-0 in favor of the ordinance. ".... Ordinance No. 75-85 - Approving I.D.R.B. - Metro Medical Park. Third Reading. Mayor Lewis noted that the ordinance had been up for a public hearing at the December 2nd meeting of Council. Mr. Dan Schoedinger, bond counsel, of Vorys, Sater Seymour and Pease spoke to Council with regard to the project. He said that since the December 2nd meeting, at the request of the Village's bond counsel, that there had been changes made to the form of the ordinance. Written amendments were provided to the Clerk of Council. He also noted that those amendments had not been incorporated into the form of the ordinance which Council members presently had. Mr. Smith reported that the Village's bond counsel had reviewed and approved the amendments. Mr. Schoedinger briefly reviewed the revisions. Mr. Close moved to accept the amendments as recommended by Dublin's bond counsel. Ms. Maurer seconded the motion. The vote was unanimous in favor of the motion to accept the amendments. The vote on the ordinance was 7-0 in favor. I ..... Ordinance No. 72-85 - Proposed Appropriations for Fiscal 1986. Third Reading. Mr. Close moved to do away with the 30 day requirement and treat as an emergency. Mr. Amorose seconded the motion. The vote on the motion was 7-0 in favor. The vote on the ordinance was unanimous in favor. r- , Ordinance No. 73-85 - Adopt 1984-1985 Amendments to Fire Prevention Code. Third Reading. The vote was unanimous in favor of the ordinance. ..... Ordinance No. 77-85 - Amending 1985 Annual Appropriations. first Reading. Mrs. Headlee introduced the ordinance. Mrs. Headlee moved to do away with the three time reading rule and treat as an emergency. Mr. Thornton seconded the motion. The vote was 7-0 in favor of the motion. The vote on the ordinance was unanimous in favor. _:~~ RECORD OF PROCEEDINGS 1"1 inutes of Dublin Village Council Meeting ~ Meeting National Graphics Corp., Cols., O. Fonn No. 1097..... 1I elcZ December 16, 1985 19 Page Three r ..... Ordinance No. 76-85 - Amending Income Tax Ordinance. First Reading. Mr. Sutphen introduced the ordinance. Mr. Close moved to do away with the three time reading rule and treat as an emergency. Mr. Amorose seconded the motion. The vote was unanimous in favor of the motion. The vote was 7-0 in favor of the ordinance. Ordinance No. 71-85 (Amended) - Rezoning of 8.637 Acres West Side of Frantz Road Midway Between Metro Place South and Blazer Parkway. First Reading. Mr. Thornton introduced the ordinance. Mr. Thornton moved to refer the ordinance to the Planning and Zoning Commission. Mr. Close seconded the motion. The vote on the motion was unanimous in favor. Mr. Close reminded the applicant of the "blanket condition" that Council pu on all future items referred to Planning and Zoning - that they not be placed on the Commission's agenda until the requirements of the Planner have been satisfied, including such requirements as he might make concernin a timely submission to him. ,..... i Resolution No. 31-85 - Ohio Public Employees Deferred Compensation Program. First Reading. Mrs. Headlee introduced the resolution. i ....... Resolution No. 32-85 - Consenting to Reacquisition by Warner Communications of 50% of Ownership of Warner Amex Cable Communications. First Reading. Mrs. Headlee introduced the resolution. Resolution No. 33-85 - Accepting Recommendation of Mayor's Council Regardin Proposal for Hospitalization Insurance. First Reading. Mr. Close introduced the resolution. Mr. Close moved to do away with the three time reading rule and treat as an emergency. Mr. Amorose seconded the motion. The vote was unanimous in favor of the motion. The vote on the resolution was 7-0 in favor. Resolution No. 34-85 - Resolution of Appreciation - Catherin Headlee. First Reading. ~ Resolution No. 35-85 - Resolution of Appreciation - L. E. Thornton. First Reading. Mayor Lewis introduced and read the Resolutions of Appreciation to those present at the Council Meeting. Mr. Close moved to waive the Council Rules of Order on both resolutions and add them to the agenda. Mr. Amorose seconded the motion. The vote was as follows: Mr. Close, yes; Mr. Amorose, yes; Ms. Maurer, yes; Mayor Lewis, yes; Mr. Sutphen, yes; Mrs. Headlee, sustain, Mr. Thornton,yes Mr. Close moved to adopt both resolutions. Mr. Amorose seconded the motion. The vote was as follows: Mr. Amorose, yes; Ms. Maurer, yes; Mr. Close, yes; Mr. Sutphen, yes; Mrs. Headlee, abstain; Mr. Thornton, "I agree". Mayor Lewis said that he felt he spoke for everyone in truly expressing appreciation for the dedication, work, thinking, effort, and contribution that both Mrs. Headlee and Mr. Thornton have made to the Village of Dublin. ...... -- RECORD OF PROCEEDINGS AI inutes of Dublin Village Council Meeting ~ Meeting National Graphics Corp., Cols., O. Fonn No. 1097 ~ Held December 16, 1985 19 Page Four ""..- Other .... r- Request for Waiver of Building Permits. Mayor Lewis commented on the two requests for waiver of building permits - one for Indian Run Meadow Section 3 and one for Hemingway West Section 2. The requests were made due to the change in the weather in November and the difficulty in paving certain sections of new roads that have already been laid out. The applications were asking for permission to continue with their building construction by adding additional stone to protect the base in the winter months until the spring, at which time they can then pave them in a proper manner. Mr. Warner recommended approval of the request, citing a conversation with Geo-Tech personnel (the firm that does compaction tests on the roads for the Village) and their recommendation for letting the stone base go in this winter, adding extra stone of 2~" and removing it in the spring. He noted that Geo-Tech feels that the Village will end up with a better road that way rather then letting them put the asphalt on in December. He also said that in the spring all the bad areas will show up and will have to be repaired before the Village lets them put the asphalt down. Mrs. Headlee mentioned the large clumps of mud on Brand Road, also mention- ing the ordinance regarding mud on the roads. Mrs. Headlee said that it was her understanding that it was the responsibility of the developer to clean up the mud from the roads nightly, and if that did not occur the job site would be closed down until the situation was corrected. She also mentioned the safety factor, or lack thereof, should the mud remain on the roads and a freeze occur. ..... .....- Mr. Amorose said that he had difficulty in allowing building to occur before the streets are in place, specifically mentioning the fact that Dublin has a gravel base for their roads, not concrete as in Columbus. Mr. Warner said that a fabric material would be put down before placing the stone - the stone is not being placed on top of mud. All three developments are putting down a fabric material before placing the stone. He noted that it is being done in Earlington, which was approved. Mr. Warner, responding to a question from Mr. Close, said that the nrocedure would not retard the water runoff - what it does is retards the water from pumping up into the stone base. Mr. Warner also said that it would be better to get the roads aspbalted in the summer months when it is good weather for paving prior to construction. He also said that in the spring, if there is mud all the way through the base, that the develope will be required to take it up and redo it. Mr. Warner told Mr. Amorose that it would probably be springtime before they need fire protection (before the wood framing is in place). Concern was expressed by several members of Council with regard to the fact as to whether or not the Village had sufficient personnel to adequately inspect the work in the spring. Mr. Warner said that the Village did. Mr. Close moved to approve the request for the waiver of building permits subject to the conditions recommended by the Village Engineer. Mr. Thornton seconded the motion. The vote was as follows: Ms. Maurer, no; Mr. Sutphen, no; Mr. Close, yes; Mayor Lewis, yes; Mr. Thornton, yes; Mrs. Headlee, no; Mr. Amorose, no. .... RECORD OF PROCEEDINGS Minutes of Dublin Village Council Meeting ~ Meeting National Graphics Corp., Cols., O. Fonn No. 1097..... Held December 16, 1985 .19 Page Five ~ ~' ..... Land Donation Mayor Lewis said that the Village has been offered a little more than a half of an acre of a piece of property in the west end of the Village to be used as green space and park land. The reason it is being offered in part is because it is a tract which is difficult to develop due to its configuration. He noted that the gift is being made with the donor having the right to name the park in the future if he chooses to do so. Mr. Amorose made a motion to accept the gift of land donation. Mr. Sutphen seconded the motion. The vote was unanimous in favor. Overpayment of Bond to a Defendant Mayor Lewis referred to a memorandum from Mr. Sheldon regarding a situatior that occurred in Mayor's Court. In refunding a bond, the amount paid, which was a substantial sum of money, was reimbursed to a defendant. He also noted that it-was the recommendation of the Village Manager that Council act upon a motion to "forgive" said error and allow the Finance Director to reimburse the Mayor's Court account from money available in the General Fund. ",. L Mr. Amorose moved to accept Mr. Sheldon's recommendation. Ms. Maurer seconded the motion. The vote was 7-0 in favor. ,.... \.... Staffing of Police Department - 24 Hours Mayor Lewis said that with regard to questions that have come up from time to time in dealing with the fact that after hours and during the night it is entirely by chance that a passerby or a local resident who wants to contact the Dublin Police whether or not they will find someone at the Police Department. Normally, after hours and during the night the business of the Police Department is handled through the Dispatcher's office at the Perry Township Police Department. Either new residents or strangers in the Village are sometimes frustrated by this circumstance, and Lt. Geis wrote a memorandum on November 26th indicating two options _ one being to hire a night clerk, and the second would be to install a telephone with a direct line to the Perry Township Dispatcher's Office so that people can get some assistance. Since that time Chief Mayer has been asked to investigate the cost of the direct emergency line and wrote a memorandum outlining those costs. The installation costs (including installation at both 6665 Coffman Road and at 7125 Sawmill Road) would be $378.40 plus a cost of approximately $34.00 per month at the Municipal Building. The additional installation at the Perry Township office would be between $90.00 and $150.00 with a cost per month of about $4.00. The other option (a night clerk) would cost in excess of $15,000.00 per year and would only cover certain hours, leaving eight hours of the day still uncovered. Mr. Sutphen moved to go ahead with the installation of the direct telephone line, in an enclosure, with appropriate signs. Mr. Close seconded the motion. The vote was unanimous in favor. Reimbursement of Acting Village Manager Mr. Sutphen moved that Mayor Lewis, as Acting Village Manager, be reimburse~, retroactively, in the amount of $500.00 per week until Mr. Sheldon can again assume his duties as Village Manager. Mr. Thornton seconded the motion. Mr. Amorose expressed his thanks and appreciation to Mayor Lewis for his assumption of the duties RECORD OF PROCEEDINGS l'-tinutes of Dublin Village Council Meeting ~ Meeting National Graphics Corp., Cols., O. Fonn No. 1097 ~ Held pecembe1:"n16_'n1985u 19_ Page Six [ The vote was as follows: Mr. Sutphen, yes; Mr. Thornton, yes; Mrs. Headlee, no; Mr. Amorose, yes; Mr. Maurer, no-commenting as follows _ "and on the same basis as I voted against the appointment"; Mr. Close, yes; Mayor Lewis, abstain. Mayor Lewis thanked persons for their kind comments and continued support, but said that he thought that all were interested in not only maintaining the operations in the Village but also looking forward to the time that Mr. Sheldon can return full time. ---- Administrative Assistant to the Manager - Discussiuon of Job Description Mr. Close said that he had no problem with the description of the position, but said that he thought that if the Village was going to advertise for a responsible position of Assistant Administrator that the Village needs to be looking at a salary that is commensurate with what the Village expects to get. He also noted that according to the job description, the Village will be advertising for an entry level employee - an inexperienced person supervising the City with little experience and making a much smaller salary being put in a position of supervising department heads who make substantially more money and have more experience. For that reason he said that he felt that if the Village were going to advertise that it should be advertised at a starting salary that at least would equal the salary of the highest paid department head. Mayor Lewis made some comments with regard to the job being considered. He discussed the difference between an Administrative Assistant and an Assistant Village Manager. He noted that an Administrative Assistant is a qualified position, but a position in which one takes over a great deal of the administrative responsibilities without necessarily having much of a management authority. Mayor Lewis noted that his concern with regard to a position of Assistant Manager and making a presumption that such a person is going to replace the Manager (either temporarily or fulltime, depending upon the circumstances). He invited members of Council to think about those two positions in this regard - the Village has several departments at present, as opposed to five years ago, all headed by very capable people and functioning very well, and a department head by their very nature has to be an independent manager, but still rp~nonsible to the Manager. Any position, either in a business or in municipal government, is going to be vacant from time to time. He indicated that a problem he has with the position of an Assistant Manager, especially on the assumption that that person would become Manager, is that the Village may be doing a disservice to the department heads. He suggested that thought be given to the following - a great deal of the work that needs to be done is administrative in detail - the maintenance of personnel records, the following of various insurance contracts and the renewal of those as well as general office management, acquisition of maintenance materials, the maintenance of the bUilding, etc. He said that he felt that an administrative assistant would be what the Village should pursue, and in order to make that practical, he suggested that when the Village Manager takes a vacation or is ill that the position of Acting Manager could be rotated among the various department heads. Ms. Maurer questioned whether this was what was discussed intially. She thought that that discussion centered around the fact that the Village would have someone who would be able to move into the position of Manager in the future at some time, someone who was, perhaps, from professional city management background or from a public administrative background, and questioned whether it made sense to have an administrative assistant. She also mentioned the fact that degrees are now being offered in public administration and city management and that should be where the Village should be considering getting such a person for the position of Assistant Vi llage Manager. ......' ........... ...... RECORD OF PROCEEDINGS Minutes of Dublin Village Council Meeting Meeting ~ National Graphics Corp., Cols., O. Fonn No. 1097 ~ Held December 16, 1985 -----.----------.--- .19 Page Seven ,.... "... Mr. Sheldon said that in considering the job description he tried to look at it from both an Assistant Manager's position and an Administrative Assistant's position. He indicated that he concurred with the mayor in that at the present time he is looking at the position from an Administra- tive Assistant point of view rather than an Assistant Manager. Mr. Close said that his concern with an Assistant Manager was one of supervision. He said that he felt that the Village Staff breaks up into two separate functions - support functions (Engineer, Planner, Finance Director, etc.) and line functions (service, police). An Assistant Manager could be responsible for one of those functions directly so that it would leave the Manager with only three or four people to supervise instead of seven or eight. Mayor Lewis said that then perhaps the Village should consider creating a new department, combining some of those functions rather than hiring an Assistant Manager. He also raised a question with regard to what actual authority the Assistant Manager has in the presence of the Manager. Ms. Maurer commented that in light of what Mr. Close said perhaps a division of responsibilities should be considered. Mayor Lewis responded by saying that perhaps a position of Director of Development should be considered. He said that he felt that there were a number of responsibilities that could be transferred to another individual from the Manager without creating an organizational disruption that would be difficult to "live with". --- .... Responding to a question from Mr. Close, Mr. Smith said that the Law Director's office would have available by the first meeting in January the possible revisions to the Charter in draft form. Ms. Maurer expressed concern with any delay in moving forward with filling a position to assist Mr. Sheldon. Mayor Lewis suggested that perhaps Mr. Close and Mr. Sutphen, since they had examined the Charter, could examine the job description in light of the activities that the Village is really concerned about covering, and perhaps even have some short conversations with each of the departments and come up with a recommendation for resolving the issue at the next Council meeting. Mr. Close and Mr. Sutphen agreed to do so. Christmas Luncheon Mayor Lewis reminded everyone of the Christmas luncheon for employees of the Village and the volunteers on the various Boards and Commissions and Committees. The luncheon will be held on Friday, December 20, 1985 from 11:30 to 2:30 P.M. ...... Mayor Lewis also referred to the memorandum from the Finance Director commenting on a concern expressed by Mr. Dave Elder, the Worthington City Manager, with regard to traffic on 1-270. Mayor Lewis called to the attention of members of Council two items of interest - 1) Through the efforts of Catherin Headlee, and donations from others as well, a piano has been donated to the Senior Citizens of Dublin. 2) The Village of Dublin in 1985 has issued over 100 million dollars in building permits ($100,376,000.00. Mayor Lewis extended his thanks to members of Council and all of the Boards Commissions, and Committees for the work they have done in maintaining standards of quality. -- -- RECORD OF PROCEEDINGS Minutes of Dublin Village Council Meeting Meetin(1 b ~ National Graphics Corp., Cols., O. Fonn No. 1097.... Held December 16, 1985 19_ Page Eight r \..... Council Roundtable Discussion Ms. Maurer and Mr. Smith wished everyone a Merry Christmas and a Happy New Year. Mr. Thornton said that he would wish that the Council that convenes in January would serve with wisdom, compassion, and foresight. Mrs. Headlee suggested that the newspapers publish the telephone numbers of the new Council members. She wished everyone a Merry Christmas, said that she had enjoyed "sitting in her chair" for twelve years, and would continue to serve the community in any way that she could. ".,- I Mayor Lewis suggested, for consideration, the following meeting dates: January 6, 1986 the regularly scheduled Council meeting. An executive session to be held on January 13th, followed by a public meeting at which time the appointments to the boards and commissions would be announced. A regular Council meeting to be held on January 20th at which time, if the Village Planning and Engineering and Finance Departments are prepared, that the major Capital Improvements Program be distributed (at least in draft form) and that consideration be given to holding a special meeting on February 24th for discussion of the Capital Improvements Program. I. ..... Mayor Lewis wished everyone a Merry Christmas and a Happy New Year. The meeting was adjourned at 8:56 P.M. . ~r...k~ (l~ n'\(ipAt<<"' ~\9- Mayor - Presiding Officer J~ '?21, L{~ Clerk of Council ..... .... ......~.