VILLAGE OF GLENDALE 80 E. Sharon Road Glendale, OH 45246 Minutes Regular Council Meeting April 3, 2017 Attendees: Don Lofty Mayor Present Dr. Jenny Kilgore Vice Mayor Present Dr. William Aronstein Council Present Mike Besl Council Present Alan Hoeweler Council Absent Dave Schmid Council Present Marilyn Duke Council Present Mike Burnham Acting Clerk-Treasurer Absent Loretta Rokey Village Administrator Present Craig Walsh Police Lieutenant Present Mike Reenan Assistant Fire Chief Present Laura Abrams Solicitor Present I. Call to Order, Establishment of Quorum, and Approval of Agenda Call to Order: Mayor Lofty called the Council to order at 7:00 pm and led all assembled in the Pledge of Allegiance. Quorum: The Mayor determined that a Quorum of the Council was present; The acting Clerk/Treasurer is absent and Mr. Schmid moved to appoint Vice Mayor Kilgore as acting Clerk/Treasurer. Mr. Besl seconded the motion and it passed unanimously. Mayor Lofty introduced Ms. Rebecca Fenner-Terrell as taking minutes. Approval of Agenda: Without objection the agenda was approved. II. Minutes from the Council s March 6, 2017 Regular Meeting Motion to approve the minutes of the March 6 th meeting was moved by Dr. Aronstein and seconded by Dr. Kilgore and unanimously approved by a Council voice vote. Page 1 of 10
III. Public Presentations / Public Comment Proclamations: New Births in the Village Commemorated with Baby Trees Mayor Lofty stated that 4 children, who were born in 2016, will be commemorated with Baby Trees planted in the Village and read the dedication for Graham Uehlin birth. Graham and his parents were present for the dedication. Dedications for Parker Charles Jeffries, Elijah James Fatade, and Charlotte Anne Phipps will be delivered to the families Arbor Day Mayor Lofty stated that as a Tree City, Glendale gives special recognition to Arbor Day. A proclamation celebrating Arbor Day was read Mr. Alfred Nippert stepped forth to speak about the Quiet Zone resolution. He stated that Council should consider an exit provision in the event that the Village financial requirement may change relative to the Quiet Zone. He would like to see the financial plans and statements. IV. Old Business Resolution 2017-05: A Resolution Estimating the Aggregate Maximum Amount of Inactive Funds to be Deposited by Council and Declaring an Emergency. Motion for the Ordinance 2017-05 was moved by Mr. Besl, seconded by Mr. Schmid. Mr. Besl, Finance Chairman stated that the question regarding fund designation definitions was clarified in the Committee meeting. The Village has long term investments and the Ohio Revised Code (ORC) provides governing rules, to which Glendale must adhere. The chosen approach is to designate a maximum of seven million dollars as inactive funds. Ms. Duke spoke against the resolution and prefers no funds be designated inactive. Dr. Aronstein expanded upon Ms. Duke s comments, stating that the Village investment strategy was to have funds available every 6 months, but that required some investments extended beyond the mandatory 5 year period. Ms. Duke asked about the resolution verbiage, Page 2 of 10
which Solicitor Abrams stated that this is a maximum and an estimate and further stated that a new estimate would be required for every period. Motion to dispense with three reads was moved by Mr. Besl, seconded by Dr. Aronstein, and unanimously passed by a Council roll-call vote. Motion for Ordinance 2017-05 was passed by a Council roll-call vote with Dr. Aronstein, Mr. Schmid, Mr. Besl and Dr. Kilgore voting in favor and Ms. Duke voting against. V. New Business Ordinances: Ordinance 2017-22: An Ordinance Ratifying the Participation with other Ohio Municipalities in Litigation Challenging the Constitutionality of Ohio Senate Bill 331 as it Relates to Micro Wireless Cellular Towers and to Ratify the Mayor and village Solicitor s Engagement of the Services of the Law Firm of Ice Miller, LLP to Serve as Special Counsel in Suck Litigation and to expend Two Thousand Dollars (2,000.00) in Village Funds for Such Purpose and Declaring an Emergency. Motion for the Ordinance 2017-22 was moved by Dr. Kilgore, seconded by Mr. Schmid. Mr. Besl gave a summary of the issue and stated that Glendale would join 50 other municipalities to challenge the bill. Solicitor Abrams stated that the challenge would be to declare the bill unconstitutional. Mayor Lofty provided background regarding how the bill came to be passed and why it is being challenged. The only challenge is against the micro-towers and not the other components of the bill. Solicitor Abrams provided background regarding the benefits Glendale is receiving by joining the lawsuit after Dr. Aronstein asked if this was optimal use of taxpayer funds. Motion to dispense with three reads was moved by Mr. Schmid, seconded by Ms. Duke, and unanimously passed by a Council roll-call vote. Page 3 of 10
Motion for Ordinance 2017-22 was passed unanimously by a Council roll-call vote. Ordinance 2017-23: An Ordinance Amending 31.03 of the Codified Ordinances of Glendale Pertaining to the Duties of the Clerk and the Treasurer of the Village of Glendale and Declaring an Emergency. Motion for the Ordinance 2017-23 was moved by Ms. Duke, seconded by Mr. Schmid. Motion to dispense with three reads was moved by Dr. Aronstein, seconded by Mr. Besl, and unanimously passed by a Council roll-call vote. Motion for Ordinance 2017-23 was passed unanimously by a Council roll-call vote. Resolutions: Resolution 2017-07: A Resolution Amending the Council Rules of the Village of Glendale and Declaring and Emergency. Motion for the Resolution 2017-07 was moved by Dr. Aronstein and seconded by Dr. Kilgore. Ms. Duke thanked Council and Solicitor Abrams for their input and for reviewing the ORC. Dr. Aronstein stated that the changes create no new authority, just clearly divide the duties between Clerk and Treasurer. Motion to dispense with three reads was moved by Ms. Duke and seconded by Dr. Aronstein Motion for Resolution 2017-07 was passed unanimously by a Council roll-call Page 4 of 10
vote. Resolution 2017-08: A Resolution Approving the Update of the Solid Waste Management Plan of the Hamilton County Solid Waste Management District and Declaring an Emergency. Motion for the Resolution 2017-08 was moved by Ms. Duke, seconded by Dr. Aronstein. Dr. Kilgore introduced the Resolution and indicated that there are no additional costs. Ms Duke stated that the Rumpke relationship will not be impacted. Motion to dispense with three reads was moved by Dr. Kilgore, seconded by Ms. Duke, and unanimously passed by a Council roll-call vote. Motion for Resolution 2017-08 was passed unanimously by a Council roll-call vote. Resolution 2017-09: A Resolution Authorizing the village Administrator to Prepare and Submit the Application to the Ohio Departme3nt of Natural Resources for a NatureWorks Grant in the Amount of $45,375 and Local Funds in the Amount of $15,125 for Improvements to Recreational Equipment at Washington Park and Declaring and Emergency. Motion for the Resolution 2017-09 was moved by Dr. Kilgore, seconded by Ms. Duke. Dr. Kilgore introduced the Resolution for the grant application which has a May deadline, necessitating the emergency action. The grant is awarded in the fall and covers basic recreational equipment improvements. Mr. Schmid asked which budget this will impact and Village Administrator Rokey stated that this will impact Fiscal Year 2018 and is a reimbursement grant. Motion to dispense with three reads was moved by Dr. Kilgore, seconded by Ms. Page 5 of 10
Duke, and unanimously passed by a Council roll-call vote. Motion for Resolution 2017-09 was passed unanimously by a Council roll-call vote. Other New Business There was no Other New Business. VIII. Reports from the Mayor, Standing Committees and Special Committees Births: None reported Deaths: Mary Katherine (Gore) Isaacs, age 91, March 1, 2017 Ann Bidwell, age 87, March 21, 2017 Diane Warman, age 71, 31 March 2017 There is a Special Council Meeting on Monday 24 April to interview for Village Clerk and Village Treasurer; this is a public meeting but moves to Executive Session during the interviews. Mr. Burnham has withdrawn his name from consideration for personal reasons but will continue to act as Clerk/Treasurer until a Clerk and Treasurer are identified. Informal notice has been received that a grant will be approved to expand the Village historic time period in the Historic District to 1966. It allows the inclusion of 20 th Century homes and could open the availability of grants and tax credits to these home owners. The Glendale Planning and Historic Preservation Commission has approved a Resolution for the Quiet Zone that will be passed to Council. A draft had been distributed to Council; the resolution passed has a minor modification in Section 4 to include a traffic impact study. One issue is the financing and Mayor Lofty stated that a QZ sub-committee will report to Council and the Finance Committee regarding their fund raising status when the campaign concludes. Mr. Schmid asked if there is an end date or interim reporting period and Mr. Lofty replied that none is known. Mr. Schmid Page 6 of 10
then asked if the Quiet Zone work will be broken across committees or if a single committee will be convened. Mayor Lofty is seeking options, but prefers addressing as a Committee as a Whole. Dr. Aronstein concurred with working as a Committee as a Whole, but questioned how fundraising could be conducted when there is no known total cost. Mayor Lofty stated that a basic outline of expenses and how they will be shared is outlined in a letter from the Ohio Rail Development Commission, stating that the total Village cost estimate is $265K. The fundraising goal is $300K. Mr. Schmid stated that one of the cost estimates not considered is the water line boring and easement cost estimates. Dr. Aronstein suggested that Council look to moving forward to working with the ORDC in principle without committing to costs and then start moving to costs and actions. Mayor Lofty stated that the action has just been received by Council and action is just beginning. Planning has taken it to the length of their authority and has made the recommendation to Council to proceed. Ms. Duke also agrees with working as a Committee as a Whole and not necessarily under the Finance Committee, given that the decisions are broader than finance. She further stated that there may be a requirement to reach out to the Federal railroad governing body before action can be taken. Dr. Aronstein cited Rules 21 and 22 of Council Rules should be observed as this is a protracted conversation. Dr. Aronstein motioned to establish the Council as a Committee as a Whole to discuss the QZ with the first meeting to be used to select a Chairperson and set organizational structure. Dr. Kilgore seconded the motion and it passed unanimously by voice vote. The meeting is established for Wednesday 19 April at 6:30m at the Village Offices to appoint a Chairperson and to have a listing of documents provided by and available from the QZ Committee. Village Administrator Rokey stated that the documents are available on the Glendale website. Committee Reports: Finance Committee: Committee Chair Mr. Besl reported that they meet Monday 13 March at 6:30pm. They discussed funds, cell towers and capital projects. Some necessary (infrastructure), some preferred (fire department and quiet zone). Reviewed several ways to finance the projects including borrowing funds, levy increases or special levies. Bond issuance and low/no interest loans, grants/fundraising and increased Page 7 of 10
water/sewer rates are all options discussed. A meeting on April 27 at 6:30pm was scheduled to fine tune fundraising options. Fire Committee: The Fire Committee did not meet in March and there is no need to meet in April. Next meeting will be determined by Finance Committee. Assistant Fire Chief Reenan provide the March report. This included 12 Fire responses, 12 EMS responses and 3,459 volunteer hours and a series of meetings and other efforts. He also noted that the Pancake Breakfast is on April 22 starting at 7:30am until noon and looking for resident volunteers.. Laws, Claims & Miscellaneous: Ms. Duke stated that the Laws Committee met on 22 March discussing revising the Rules of Council that reference the Clerk and Treasurer positions. The PDO moratorium which expires June 30 2017 was discussed and a subcommittee was created to explore that. Another sub-committee to promote Glendale in a sustainable manner was created but not yet enacted. A subcommittee was created to explore Glendale s boundary lines as it came about from the Laws committee last year but had not been followed up on until now. There will be no meeting in April. Police Committee: Committee Chair, Dr. Aronstein reported no meeting in March and extend their sympathies and condolences to Chief Warman. Lieutenant Craig Walsh delivered the March police report which included no residential burglary reports, two thefts and numerous traffic incidents. Additionally, he reported on a 5 week program in April helping young boys grown into men that was recently completed locally. Mayor Lofty stated that we have a signed agreement with Rod Sidley Architects to create bidquality drawings to start gathering bids for the proposed Police Station improvement work. Public Buildings: Mayor Lofty reported for Committee Chair Mr. Hoeweler. The meeting discussed the status of work to help make the Eckstein building a cultural arts Page 8 of 10
center. During the meeting, a discussion regarding the preference of a loan vs. purchase occurred and is progressing. Work on the Police Station was discussed and Rod Sidley was contracted with to create bid ready drawing so bids can be created. The Fire Station work is ongoing and in the hands of the Finance Committee. Recreation and Playgrounds: Committee Chair Dr. Kilgore reported a meeting in March, with the grant to improve recreational facilities being discussed earlier in the meeting. Ms. Megan Holtz is spearheading a resident effort to analyze the needs at Washington Park that will accompany the grant application. Ms. Duke recommended that the Parks Board give a presentation on the Glendale tree restoration program and provide a summary of the tree inventory, which received strong support. Streets, Public Improvements & Lights: Committee Chair Mr. Besl reported no meeting in March and there are no plans to meet. Utilities Committee: Committee Chair Dr. Kilgore reported a meeting 27 March with the discussion of the Hamilton County Solid Waste Management Plan and improvement priorities. During the meeting, an interactive computerized map with the pipe sizes and hydrant locations and operational status and parts availability was examined. There was also discussion about the water main under the Albion crossing. The water system is very old and some of the pipes are 150 years old. Glendale does have a Cincinnati water main that runs the length of Sharon and Congress in case of emergency due to water source issues. Mr. Bell discussed the location of some valves that would isolate water flow when there is a main break, limiting the residents impacted. IX. Miscellaneous Business and Reports a. Report from the Clerk-Treasurer Mayor Lofty stated that since the month closed Friday, the usual financial reports are not available.. X. Review of Expenditures a. 2017-04 General Fund Page 9 of 10
b. 2017-04 Enterprise Fund XI. Adjournment Motion to adjourn was moved by Mr. Schmid seconded by Ms. Duke, and unanimously passed by a Council voice vote. The meeting adjourned at 8:42 pm. Next regular meeting May 1, 2017 at 7:00 pm ATTESTED BY: Mayor Donald A. Lofty Vice Mayor Dr. Jenny Kilgore Acting Clerk-Treasurer Page 10 of 10