Council was called to order on August 7, 1996 at 7:08 p.m. by President of Council Randy Danbury.
The Pledge of Allegiance was recited by the governmental body and those in attendance.
Roll call was taken by Mrs. Boice. Present were Council members Boice, Galster, Manis, McNear, Vanover, Wilson and Danbury.
Mr. Knox was absent.
The minutes of July 2, 1996 were approved with 7 affirmative votes.
The minutes of July 17, 1996 were approved with 7 affirmative votes.
Letter addressed to City of Springdale: "Thank you very much for my award. Recent surgery prevented me from attending the meeting. The award is beautiful. Thanks again. Madell Johnson"
Letter dated July 19, 1996 addressed to Springdale City Council: "Dear Council Members: This letter will serve as notification of my resignation from my position on the Planning Commission and as Chairman of the Board of Zoning Appeals. As many of you know there have been major changes in my life over the past several months and I will be leaving the community of Springdale as a result. The departure is not easy but necessary for me at this time.
It has been my honor to serve the residents and businesses of the City of Springdale in these capacities since December 1991. In the time I have served there has been a great change and promise of change throughout this City. We have seen some changes for the good and some changes not as good as we would have liked. We know that change is constant and unavoidable, but through the efforts of the elected and appointed bodies, the Administration and the staff, direction can be given to the changes by manner, foresight and planning. I hope that I have done my job well in being integral part of that foresight and planning.
I would like to commend and thank each of the members of City Council for their participation in this system of government that is thankless most of the time. I would also like to express my gratitude to the Administration, Mayor Webster, my fellow board and commission members, Bill McErlane and Betty Webb for their professionalism and friendship. I wish the best for each of you and your families. Sincerely, Barry P. Tiffany"
COMMUNICATIONS FROM THE AUDIENCE - none
Mr. Danbury introduced Pam McDonald, Manager for Government Affairs for Warner Cable and Keith Bowman, Project Manager for the new converter swap-out that will be happening very shortly in our community.
Ms. McDonald said thank you for inviting me out to give a brief presentation of the benefits of your cable service. As you know, this has been something that has been promised and in progress for quite some time, and we're happy to say the City of Springdale is scheduled for converter deployment in early October this year, which is well ahead of schedule. Some of the benefits of the new service will include a wireless remote control for all cable converters, built in parental control by pass code, volume control on the cable remote control which will do away with having to use more than one remote, and conversion to a single cable system. That will eliminate some of the past consumer electronic compatibility issues that customers have experienced with the cube system. Some of the new channels will be the cartoon network, a sci-fi channel and America's Talking. Also we will be multiplexing HBO, Showtime and Cinemax for subscribers so they'll actually have more than one screen of premium services for one monthly cost.
Mr. Ken Bowman explained the presentation approach. We require our field sales personnel to wear uniforms. They also carry ID badges. We call ahead and make appointments. This is a hands on demonstration of the home communication terminal. This presentation involves going over all the new channels that are being offered; the new tier structure, because some of the packaging is going to be a little different from what our customers are used to seeing; the prices and rates. There are a lot of features and functions of this new converter that will be new and different for our customers that we go over with the customers. After we do this we leave a pretty detailed handbook that shows how to work all the functions of this converter. Our customers can also call us. We are making some calls now into the community where we are being a little more proactive to see how the process went. We also offer a service guarantee that is described in the handbook you all have. We leave the presentation piece as well as the manual I just mentioned and a customer handbook with the customer when we leave. We also offer the Sega channel. We offer a service of Sega which is 50 games a month. Another item that is coming is Music Choice, 30 channels of digital quality music, commercial free, very affordably priced and packaged and we feel people will be pleased with that. It is CD quality. We've done some surveys recently of upgraded homes and we found the courtesy ratings on our field service associates, the rating was 9.35 out of 10; appearance rating was 9.43; presentation was 9.55 and 90% of the customers mentioned improved picture quality. Part of the fiber optic upgrade is people really do realize a difference in the picture quality. We were hoping to be able to demonstrate that tonight but because this area isn't ready to be deployed until October it's not quite up to where it needs to be where we're receiving the signal.
Ms. Manis asked if the new channels will be phased in determined on the signal.
Will they be available before October?
Mr. Bowman replied the Home and Garden service is already available. The standard services will be part of the package of the full basic service.
Mr. Galster said I assume in order to get all these new channels every house has to get a converter. Does anyone have the option of keeping with their old system if they don't want to go through the learning process? I know a lot of people don't want to worry about even programming the time on their VCRs.
Mr. Bowman responded there is an option on having the converter at all. If people go with the converter the good news is this is a much more consumer friendly piece of equipment where it's single cable. They can do all the things they found hard to do previously with a VCR, for example. Certainly there is a level of service you can have and not have a converter.
Mr. Galster asked if people can keep what they have in their homes presently.
Mr. Bowman said that would not be an advisable option because of the picture quality. We are trying to phase out the old cube technology. The cube uses a dual system and we are abandoning one of those. When we bring the new system in, the cube technology is obsolete. If they wanted to still have a converter this media deck is not that complicated and we're there to get people through the learning process. Plus they have the option of not having a converter at all.
Mayor Webster said the channel guide and the channel line up are different.
Ms. McDonald said during the negotiations with ICRC and Time Warner Cable several years ago, we agreed there would be seven channels available for public access. The company would program those channels unless ICRC had community programming to put on. The ICRC channel card actually has the ICRC channel spots on your channel line up where the other one you see is what is being delivered downstream from us if there is no community programming on those channels.
Mayor Webster said one says CNN on channel 2 and the other says TBS on channel 2. Ms. McDonald explained one is what you have today and the other is for the service guarantee.
Mr. Danbury asked Ms. McDonald to go over some of the features of the new converters. For the record I work for Warner Cable. I'm not trying to sell anything.
Ms. McDonald said as I mentioned before it is a single cable so you don't have the A/B side situation if you want to do VCR taping. There is parental control by code so you can block out channels by special number. The new remote controls are all wireless and have volume control. Also the unit is very small, half the size of the cube converter.
Mr. Vanover said we have a price sheet with two different prices. One says first choice, MediaPack $31.19/month and the other side says $30.20/ month.
Ms. McDonald said one includes the Music Choice Digital service that is not available yet and the other one does not. Mr. Bowman said we are just about 45 days from rolling out Music Choice. We are going to offer Music Choice for $1 in package form and for $1.99 if you order Music Choice as a stand alone music item.
Ms. Manis asked if people will have to worry about digging up in their yards or anything of that nature.
Ms. McDonald replied that phase of the construction project has basically already moved through Springdale. That happened some time ago and we have replaced any bad cable on the main transportation trunks. We go to each subscriber's home and put a meter on the outside to test their signal. If we feel it's not going to meet the new 750 MHz requirements we will approach the homeowner and discuss this with him/her. He/she makes the choice as to whether to allow us to rerun their drop. We also caution them that their new equipment may not work once the new system is actually installed. Most people allow us to do that. We are running at about a 10% drop replacement rate.
Mrs. Boice had one more communication that was not with Mr. Knox's material. This letter was originally addressed to Mr. Robert Wilson. If you recall, he spoke about it at the last meeting and copies were given to Council.
Letter dated 7/3/96 addressed to City Council, City of Springdale, Ohio - "Dear People: The attached newspaper article states I-275 in Springdale might be the only stretch on the northern belt of
I-275 with a 60 mph speed limit. I must assume that there is something very unique about our City which has convinced "some officials" that we must have the unique speed limit 5 mph slower than all or most of all others. Therefore, I am requesting a copy of the report which generated this decision be sent to me so that I may explain this uniqueness to any visitors who may be more familiar with our unique laser speed measuring devices. Since I cannot have pride in our common sense, then I will attempt to generate pride in our unique characteristic. Sincerely," (the signature is unclear but is on stationary from the John R. Myers Company and I would assume the signature is John R. Myers).
Mr. Danbury said once I received this I tried to contact Mr. Myers and I got his answering machine. I explained the fact that we have more traffic here than anywhere with the exception of I-75 across the bridge and I felt it was prudent on our part to maintain the lower level speed limit. I did give my work number and home number if he wanted to follow up on this but I have not heard back from him.
Mayor Webster said we asked Chief Freland to respond to that. He went back and dug out all the facts and figures, dates, what we had done in preparation for this. Had we done nothing it would be 65 mph and I also pointed out there is a long stretch of I-275 that is 60 mph so Springdale is not unique. It starts at Winton Road and goes over to Montgomery Road. Chief Freland encouraged Mr. Myers to respond if he had any further questions and we have not heard from Mr. Myers.
Mr. Wilson said I passed the response down that Chief Freland sent to Mr. Myers explaining why we are doing what we are doing and that we're not unique as the Mayor said. The letter is in Mr. Vanover's hand now. We did respond to him and gave him all the information we had on why we elected to go the 60 mph route and others did the same. I have not heard anything else from him and I would encourage him to call me as well if he has further questions.
Ms. Manis said I'm proud to be unique. I don't think it's a bad thing to be. In Chief Freland's letter I like where he said "we are concerned it might be an acceleration ramp to get to the 65 mph speed limit.
ORDINANCE NO. 20-1996 "AMENDING THE CODE OF ORDINANCES OF THE CITY OF SPRINGDALE, TO ENACT NEW SECTION 155.067 LOCATION, CONSTRUCTION AND MAINTENANCE OF HOUSEHOLD COMPOSTING OPERATION; AND TO AMEND SECTIONS 91.05 DUMPING OF REFUGE IN CITY PROHIBITED WITHOUT LICENSE; 153.022(B)(9) ONE-FAMILY DWELLING (R1-A) DISTRICTS; 153.023(B)(9) ONE-FAMILY DWELLING (R1-B) DISTRICTS; 153.024(B)(9) ONE-FAMILY DWELLING (R1-C) DISTRICTS; 153.025(B)(9) ONE-FAMILY DWELLING (R1-D) DISTRICTS; 153.026(B)(9) TWO-FAMILY DWELLING (R2) DISTRICTS; 153.027(B)(9) MULTI-FAMILY CONDOMINIUM, CONDOMINIUM TOWNHOUSE AND LANDOMINIUM (RMF-1) DISTRICTS; 155.042 WASTE DISPOSAL; 155.057(A)(6) EXTERIOR PROPERTY AREA HAZARDS AND NUISANCES; 155.0592(C) RUBBISH AND GARBAGE DISPOSAL"
Ms. Manis made a motion to adopt and Mr. Galster seconded.
Ms. Manis said in regards to littering this was our means to control people who swept their grass into the street.
Ordinance 20-1996 passed with 7 affirmative votes.
ORDINANCE NO. 48-1996 "AMENDING THE ZONING CODE OF THE CITY OF SPRINGDALE, SECTIONS 153.005, 153.083, 153.084, 153.087 AND 153.193 TO AMEND THE DEFINITIONS OF AUTOMOTIVE SERVICES, AND TO REGULATE THE LOCATION AND PLACEMENT OF BUILDINGS WHICH USE OVERHEAD DOORS IN THE ROUTE 4 CORRIDOR DISTRICT, AND TO ESTABLISH NOISE LIMITATIONS FOR USES IN THE ROUTE 4 CORRIDOR DISTRICT"
Mrs. McNear made a motion to adopt and Mr. Wilson seconded.
Ordinance 48-1996 passed with 7 affirmative votes.
ORDINANCE NO. 49-1996 "AMENDING THE ZONING CODE OF THE CITY OF SPRINGDALE, TO ENACT NEW SECTIONS 153.142 THROUGH 153.147 TO REGULATE CELLULAR OR WIRELESS PERSONAL COMMUNICATION SYSTEMS"
Mrs. McNear said I am employed by USA Mobile which is a wireless communication company so I will be abstaining on this issue.
Mr. Danbury said I will be abstaining also due to the nature of the company I work with. We could be getting into this in the future.
Ms. Manis made a motion to adopt and Mr. Vanover seconded.
Ms. Manis said I assume our new tower conforms to the new ordinance.
Mr. Galster replied they didn't need to comply with it because they had brought in their request for the tower before this was enacted. We would have liked to have had more control and forced them to allow us to do our own engineering research to see if that was the best location, the only location, the only height, etc. We didn't have that opportunity with that tower. We did get a lot of concessions that will allow us to use that tower for future tenants which is one of the major things we wanted to get with this legislation. However, when this tower will be built and will it meet somebody else's needs remains to be seen.
Ms. Manis asked if the lawsuit is over.
Mr. Schneider responded the lawsuit is still pending. We are seeking to get the information for our expert we have now hired to review, and to date we have not received that. If we can get that perhaps we can resolve it that their technical experts are correct and they need to locate where they said or we can determine that perhaps they had some latitude they are not willing to air for one reason or another.
Ms. Manis asked if where they are proposing the tower meets everything spelled out in this ordinance.
Mr. Schneider said I do not know that off hand. I do not expect that it will. But again, it does not have to because their application was in prior to the passage and effective date of this ordinance.
Ordinance 49-1996 passed with 5 affirmative votes. Mrs. McNear and Mr. Danbury abstained.
ORDINANCE NO. 57-1996 "AMENDING CHAPTERS 153.083, 153.084, 153.085, 153.101 AND 153.102 OF THE CODE OF ORDINANCES OF THE CITY OF SPRINGDALE TO REGULATE AND CONTROL THE OPERATION OF SEXUALLY ORIENTED BUSINESSES SUBJECT TO LICENSING"
A public hearing has been set for August 21, 1996.
ORDINANCE NO. 58-1996 "ACCEPTING DEDICATION OF CERTAIN RIGHT-OF-WAY, REPLAT OF LOT 9 OF THE CROSSINGS OF SPRINGDALE AND DECLARING AN EMERGENCY"
Mr. Galster made a motion to adopt and Mr. Wilson seconded.
Mayor Webster said the West Shell Corporation has agreed to donate the right of way to the City which will enable us to add the additional lane on Yorkhaven. On behalf of the City I take this opportunity to publicly thank them for that. It's very refreshing to see businesses step up and do what they are doing here. The only thing they have asked for and we've agreed to is for us to pay for an appraiser stating the value of the land for tax purposes. It's very vital that we have this. We would not be able to go ahead with the project without this.
Ordinance 58-1996 passed with 7 affirmative votes.
Mr. Danbury said we have new copies of Ordinance 59-1996 due to the fact that this is repealing one of our earlier ordinances and we would have to enact this with an emergency clause to be able to get it on the ballot.
Mr. Schneider said the clerk has the revised copies with the emergency clause. The only difference is the emergency clause and one word change. We are dropping out "non-public".
ORDINANCE 59-1996 "REPEALING ORDINANCE NO. 52-1996 AND SUBMITTING TO THE ELECTORS OF THE CITY OF SPRINGDALE, OHIO, AN AMENDMENT TO THE CHARTER TO REVISE ARTICLE II, SECTION D(1)"
Mr. Galster made a motion to adopt and Mrs. McNear seconded.
Mrs. McNear made a motion to add a comma after "such" under 1. Meetings. "Any member of Council who answers to the roll call of any special meeting shall be deemed to have waived the written notice of such required.
Ordinance 59-1996 passed with 7 affirmative votes.
ORDINANCE 60-1996 "ORDINANCE SUBMITTING TO THE ELECTORS OF THE CITY OF SPRINGDALE, OHIO, AN AMENDMENT TO THE CHARTER TO REVISE ARTICLE II, SECTION D(3)(C)
Mrs. McNear made a motion to adopt and Mr. Galster seconded.
Ordinance 60-1996 passed with 6 affirmative votes. Mr. Vanover had to leave the meeting for personal reasons.
RESOLUTION NO. 23-1996 "AUTHORIZING THE CITY ADMINISTRATOR TO FILE AN APPLICATION AND ENTER INTO AN AGREEMENT WITH THE OHIO DEPARTMENT OF NATURAL RESOURCES FOR THE PURPOSE OF ACQUIRING FUNDS PURSUANT TO CHAPTER 1502 OF THE OHIO REVISED CODE"
Ms. Manis made a motion to adopt and Mr. Galster seconded.
Mr. Osborn said this authorizes our application for a 50% match grant for a two day recycling program much like we did in 1995. The amount of the grant we are applying for is $7,191 and we in turn would match that with a like amount of money. Again, we plan to use the funds to generate interest in recycling on a broader basis than is typically available to us through our fixed point pick-up and curbside recycling. It would be household materials, paints, and other types of materials that typically do not get collected as part of the routine recycling effort. As you know much of this will occur this coming Saturday at our event at the Community Center. But this is looking forward to 1997 and is our effort to get outside funding to assist us in a similar program in 1997.
Resolution R23-1996 passed with 6 affirmative votes.
Mr. Wilson said for the record he votes aye on Ordinance 60-1996.
Mr. Osborn said I would like to remind the public and public officials of the public meeting on the St. Rt. 747 grade separation project. This public meeting will be held here in the Springdale Municipal Building, 5-8 p.m. on August 15, 1996. It's essentially an information opportunity for people directly or even indirectly affected by this project. We'll have representatives from our engineering firm present to answer questions as well as other public officials familiar with the project. If you are familiar with anyone who would like additional information about the grade separation project, please direct them to the public meeting that evening.
Ms. Manis asked if we sent letters directly to anyone who is affected.
Mr. Osborn replied we are sending letters to a list of businesses along the St. Rt. 747 corridor as well as other businesses in the industrial subdivision off of Crescentville Road. We are sending the same information to businesses in Butler County.
Mr. Parham said at the last meeting I indicated to you that I would be meeting with the representative, Mr. Gale Petersen, from the Cincinnati Historical Society relative to the history update. I did hold a meeting with Mr. Peterson and a young lady by the name of Susan Redman-Rengstorf who he is recommending as the individual to take over for Dr. Janet Steinberg who prepared the original draft for the Springdale history. I had an opportunity to speak with Ms. Rengstorf and also Mr. Petersen. We talked about the direction the City wishes to head with the history update. She's given me a quotation for her performing the copy editing of the current draft, bringing the document up to date and also doing some visual search, i.e., picking out photographs and other relevant documentation she may be able to find for a cost of $4,050. She estimates she can complete the project somewhere between three to four months as part of Phase I. The Historical Society at this point would not play a part in that phase. Phase II is the design, printing and production of the actual product itself. We've received some rough estimates on a number of issues. The Historical Society would play a significant role in this. They would serve as manager for the project and their fee would be roughly 10% of approximately $3,000. There is also an individual Mr. Peterson has identified who could handle the overseeing of the production of the document as well as doing some design work. That fee is $5,600. About two or three years ago when we met with Mr. Petersen, they sent out for a number of estimates from publishers and the prices ranged from $15,000 to $25,000. He feels pretty comfortable that he can come in somewhere in that range. Also since that time there are many more who perform this service. These numbers are based upon 250 hardback books and 1,000 paperbacks. The grand total using these numbers is roughly $37,600.
Mr. Danbury said we have already expended tax dollars towards the effort so far. We should put it to rest somehow. Could we look into trying to pre-sell some of these? We may find people would like to have more copies than we are having printed up.
Mayor Webster said the last time we talked about this we came away with the idea to do this in two phases. I still hope we will hold onto the concept of getting the update now even if we don't go to press right away. In the meantime, I think this would be a great topic to include in our City-wide survey. We got a proposal on 500 families for the survey. That's a pretty high percentage when you're doing a survey. One of the questions could be if the residents are interested. I would not want to wait to do Phase I until we get this feedback because realistically, we are going to get something back, but let's not plan on paying for the project with what we're going to get back. I think it's terribly important to have some feel for the desire for these so we know how many to print but don't think we're going to get our money back because we're not.
Mr. Wilson said Mrs. Boice and I were just talking about putting it in the newsletter as well.
Mr. Danbury said I'd like to make an appeal to anyone watching on television. I spoke with a person who's been in the City for a long time and she said she has a lot of old photographs. If anybody out there has boxes they haven't looked at in years, take a look at it. If they'd like to lend them to the City we'd be happy to include them in the publication if appropriate.
Mayor Webster said the next newsletter deadline is October 11 with a mail date of November 15-21.
Ms. Manis said I agree we should do the first $4,000 and hold up on the rest.
Mrs. Boice said there was a tax review board meeting this evening. I commend the members of the board.
Mayor Webster said on the Community Pride Program we received 170 requests for trucks for debris removal. We have inspected 2,304 properties plus had 135 referrals. That has resulted in 251 violation letters being sent out. We have yet to hear the first case in Mayor's Court so I'd say this is getting done without us having to resort to the court system. The same type things continue to appear: garbage cans not concealed; paint trim, garage doors, etc.; campers, RVs, boats parked in drives; weeds; trash and debris; gutters and downspouts in need of repair; and a few inoperable cars.
Mr. Danbury asked if we are going to put anything in the newsletter to let people we know we won't have all the trucks available when snow season comes. Some people may think they will wait until later in the year to get the truck.
Mr. Galster said when you apply for the truck and sign the agreement, they inform you that they have the right to recall the truck if inclement weather seems to be approaching.
Mayor Webster stated we can do that in the October 11 edition of the paper. We can talk about the number of people and mention the fact that we may have to pull in our horns during the winter season.
Mrs. McNear said I think the requests for trucks will drop drastically as we get into the winter months. People are now into cleaning up their yards, basements, garages, etc.
Mr. Osborn said we only use five vehicles in this program so we have already set a ceiling on the number of vehicles that can go out at any one time; that's 2 dump trucks and three pick up trucks. Just for our own needs we've had to set that limit. Even if we had all those vehicles out and a surprise storm should come up we'd still have a very good fleet of vehicles on hand to make an initial attack on the snow removal and we could retrieve the trucks that are out as well.
Mr. Danbury said we have a request for a liquor transfer from Barleycorn's to Waza Park Restaurant. It's at the same location and is a D-2, D-2X, D3, D-3A and D-6 license. There were no objections.
Mr. Danbury continued I spoke with a resident just recently and he told me he felt the City should try to control the noise coming out of the amphitheater at the Rec Center because it gets pretty loud at times. The theater is used for the enjoyment of the residents and that's the first complaint I have heard about it.
Mr. Danbury said we have a vacancy in the Planning Commission as Mr. Tiffany has resigned. His term will expire November 30, 1999. I did contact everyone and the press that I am looking to possibly fill that position tonight. We have one person who will be on vacation for this month's meeting and I want to have a full complement for this board. Mr. Tiffany was also Planning Commission's delegate to the Board of Zoning Appeals. I will accept nominations.
Mrs. Boice said I would really like to delay this business until the next Council meeting. I am aware there are five individuals who have signed their names and are interested in this position. All of you probably received a piece of correspondence from one of the people involved. Because it has been stated we are advertising and a lot of people are showing a great deal of interest, I would like to see this delayed and a letter go out to these people asking them to come in, present their resumes, have short interviews at the next Council meeting and give everybody that opportunity.
Mr. Danbury said I just want to make sure everyone is aware that with the Rules of Conduct for the Planning Commission we will have five people seated unless someone else doesn't show up and we would have to have a unanimous decision for any type of legislation brought before them. I spoke with Mr. Osborn earlier and he didn't anticipate any major applicants coming in. It may not affect the outcome of any decisions from Planning Commission but it would have to be unanimous.
Mr. Wilson said my concern as a member of Planning is that we are only going to have five seated members and if anyone, for whatever reason, is not present we cannot conduct business. I will listen to what everyone else has to say and business will go on but I am concerned we may not have the five people we need to conduct business and those individuals who are preparing to meet us next week will have to wait another month. There is a sense of urgency but I'm one voice.
Mrs. Boice replied I understand what you are saying. BZA for years and years worked with only five members. I think to worry about one meeting when one is making an appointment that will extend into 1999, to me is totally unreasonable. I think we have made a point of putting the list up here and advertising in the paper. I personally have not been contacted other than this letter. I have talked to one other person on the list but I have had no contact from the other three. I think they should be given that opportunity. This gentleman, in his letter, said he would like to meet with other members of Council to discuss his qualifications. In past years names were brought in by individual Council members who are out and about in the City and were familiar with people who might be interested or who had a particular expertise in a certain field. It was decided the first of this year that we were now going to list these and for us to now ignore that list and not give everybody an opportunity, I've got a problem with that.
Mrs. McNear said I think it's wonderful that so many people are interested. From time to time we don't have a lot of people who are interested or want to stick their necks out because some of these boards can be very difficult. I think we need to expand upon the list instead of people just writing down their names. Some may know to contact us and some don't. It gives some people an unfair advantage and some are left out without being able to present their qualifications. An interview process may be more formal than what we want to do. Perhaps we need a form with their name, what kind of work they do, their qualifications for the board. Some people do not perform well in front of an audience like they would have to do here and I think we could give them some other consideration besides guessing at names or going with people we know.
Mr. Danbury said they would have to be able to perform. I understand where you are coming from but we are not looking for someone who can work unsupervised. This is someone who has good people skills and can stand up and say what they want.
Mr. Galster said it used to be we'd bring a name in and vote on it and I didn't like that. Personally I check the list every other day. If I haven't been contacted, I've made contact with the people on the list. I think that process is working. I don't like the idea of bringing in 5, 6, 7, 10 candidates and having them go through an interview process where they are being pitted against each other. I think there is an evaluation that happens but I think that can be done more on a one to one basis with Council members. I agree with Mr. Wilson that we are going to be a little tight on the board. We have professional people who do travel. Right now we know there will only be five people there. It's very possible we won't have all five. I agree with Mrs. Boice that this is an important decision. As these names have come on I've had the opportunity to make the phone calls if they haven't called me myself.
Mr. Wilson said I agree with Mrs. McNear that we need to set some kind of criteria such as a form. I do feel, however, that timing is of the essence. One individual I was interested in had to decline because of job conflict. I think I've talked with just about every individual but one and I got his letter as all of us did. I don't want to say we're making a big issue. We're not hiring the president of a company but it's very important that we put the right people in the right position. I do have a concern about the timeliness. We're in a dilemma. We have five people who should be there next week and six if everyone shows up for BZA. If one or two people don't show up then we have a problem. I think we need to make a decision. From now on are we going to have a standard form the applicant fills out? Is that legal? We can't have an interview session. That's not our format. We've got to establish something and then move on. Yes I feel we should vote tonight but Mrs. Boice made some good points. There may be some other individuals who are better qualified but do we always want the "best qualified" in terms of the person who has the most experience or do we want some fresh blood? Do we want a new perspective? Do we want all seven people thinking the same way all the time or do we want individuals who says "I'm not in business, I'm not in sales, I'm not a male." Some times one vote can change the whole thing and make it right.
Mr. Danbury said as far as qualifications it doesn't make any difference to me how many degrees somebody has, how much experience they have in the business world. I look at judgment, being able to stand up. This person may be the delegate to BZA as well and you need someone with backbone who may tell his/her next door neighbor that he/she barbecues with, no you can't build that shed. You need someone who will tell a New York lawyer who's trying to intimidate you through a lawsuit, no. I look at a lot of different things. I haven't spoken with two people. I'll do whatever Council wants to do to fill this position.
Mrs. Boice said I make a motion to delay until two weeks from this evening. Mrs. McNear seconded.
The motion to delay passed with 5 affirmative votes.
Mrs. Boice asked could we send a letter out to the five people involved and ask them to submit some type of resume?
Mr. Danbury said he would call each person. Unfortunately, we were caught off guard because we were only able to get this in the press one week in advance. Some people saw this and put their name on the list and we couldn't get hold of everybody.
Mrs. McNear said perhaps we can ask everyone to submit something or ask them to contact us or we can contact them so we can all at least speak with each person.
Mrs. Boice said she thought a little background is important; what they're interested in. I would encourage someone who is really interested in a position to call me. I have found in previous times that is what people have done.
Mr. Danbury said I think Mr. Wilson had a valid point. We may want to come up with some kind of standards in the future.
Mr. Wilson asked Mr. Osborn how long it would take to draft a letter and put some criteria on it such as how long have you been a resident, why do you want to be on this board, what's your background, what's your extra-curricular activities, community involvement, and let them fill in the spaces so we can have some kind of regularity. Some people write very eloquent resumes and some don't but that doesn't make them the lesser candidate. Maybe if we determine some criteria and get that information from the individuals, if we have questions we could call them and ask them to explain or expand on it.
Mr. Danbury said he could put it together. Mr. Osborn said we can work with you on it and have it in the mail by Friday with a response date of the next Friday.
Ms. Manis said I have a problem with this whole thing. I think maybe we need a sub-committee of Council people who want to work on it. Have we decided if you're not on the list you can't be nominated? If you didn't get the letter are you out of contention? I think there are a lot of things we have to look at instead of just jumping in and saying we're going to send these five people a letter this weekend and we'll vote on them. If we have something up here, fine. They can call you. There are just too many factors involved for us to make a decision like that tonight.
Mrs. McNear said if any of the Council people get a call from someone who is interested but not on the list, we could ask them to call the City and the City can get the information on the form. If someone calls at the last minute it's going to be difficult for everyone to speak to that person. I think we can cover everyone in the next several weeks who may decide they want to be included in the process.
Mr. Danbury said I would like to make it public that just because you are not on the list and don't go through the procedures, you can still be considered. It's not inclusive just for the people who follow these procedures.
Mr. Galster said if we draft this questionnaire and keep it at the front desk, the only thing we have to do is call the five people now but in the future that questionnaire is there. All you have to do is fill it out but I think the contact with the Council members still needs to happen. You can have it hold different weight based on whether they call you or you call them but that's totally up to you.
Mayor Webster said one lady on the list called in and talked to one of the receptionists. She was nominating somebody else and she wanted to know why the receptionist did not want more information about this person. She wanted to give the receptionist all this information so I think if we had a form, the response we could give is that we will mail you this questionnaire and you can return it.
Mr. Galster said I would like to find out what we need to do to form a committee that would look at the comprehensive evaluation of our Community Center needs now and the future. I know right now our five year budget plan shows an expansion five years from now. I think realistically the time it will get built is 7-8 years down the road. I know that presently we have a time crunch problem as far as open gym time, in addition to the fact that a lot of other communities are in the middle of expansion/construction of their facilities. I think it would be prudent to put together a committee that would start evaluating and looking into that in detail.
Mr. Danbury said I believe Parks and Recreation Committee is dealing with the recreation center as it is. We have various members on various committees up here that deal with capital improvements in the City. We do have a five year plan.
Mr. Galster said I think it should be more inclusive than just the Parks and Recreation Commission; the Community Center staff, Parks and Recreation Commission, Finance, Planning, Capital Improvements, Council members, residents; just to get the ideas as opposed to let's put a batting cage up here, let's put this up here. It would be nice to have enough people who have thought about it together to come up with a master plan.
Mayor Webster said I agree all these people are going to need input but I don't think you could ever get a committee of all those people around the same table. You won't find a common night where everyone could make the meeting. The Parks and Recreation Commission has made one field trip. They visited three different sites. There's a report of that visit that they'll be more than happy to share with you. If there is a desire on Council to move this $2-$3 million project from 2000 forward, then I think Mr. Galster raises a good point. We need to get some more people. We need to broaden beyond the Parks and Recreation Commission and I'll yield to Council as to who you would want on that committee. We certainly would like to have some participation from City Council if you would like to see that moved up. One alternative to this does involve real estate acquisition and I really would like to talk about that under Executive Session.
Mr. Osborn said I think we can look at the proposed survey we plan to do in the fall. We will have probably 60-65 questions. We were going to parcel those out based upon what we anticipate some of the key issues might be. This is clearly one of them. We could take a substantial number of questions and have this survey oriented not only towards how well are we doing, but what would you like us to be doing. What other services would you see the Community Center providing for you? What would get you interested in participating? I think we could generate some additional knowledge for all parties, the elected officials, staff, etc. if we were to make this a key part of the survey we're going to do this fall. I'm not saying Mr. Galster's idea shouldn't follow as a next step but I think we have a good opportunity coming just over the hill here to gather more information as to what the interests are in our community for our recreation.
Mayor Webster said we should have a proposal ready for Council next month from the Institute of Governmental Research for the State of Ohio as to what it's going to cost us to do a city-wide survey (a sample of 500 hundred households).
Mr. Osborn said we have a number of surplus City vehicles that have accumulated since our last sale. You may recall that back in 1994 we sold these vehicles through the Cincinnati Auto Auction. That was probably the most effective way we've ever disposed of those vehicles. We have nine City vehicles on hand that we'd like to dispose of and that will require legislation on the part of Council so I'm going to be asking for legislation at your next meeting to consider the declaration of these vehicles as surplus and no longer needed for City services. In addition, we'll have three confiscated vehicles. The proceeds from these vehicles will go back to the Drug Law Enforcement Fund or the Law Enforcement Fund depending on what court action caused their confiscation. We'll have 50-60 bicycles to sell. Our costs selling through the auto auction are $90 per vehicle and 40 bicycles for $100 plus $2 for each additional bike. This has worked out very well for us in the past so our intention is to bring in legislation at the next meeting getting authorization for disposal of the City vehicles and contracting with Cincinnati Auto Auction for the sale. We will promote the date and time those vehicles will be sold at the auction.
Mr. Wilson asked why can't we just take the bikes to the Rec Center and put a for sale sign up and sell them for $5 or $10 to the residents. Is that too time consuming?
Mr. Osborn replied it is easier to do it the way we have been doing it. We've held that in the past at the Municipal Building where we sold the bicycles at auction. It is time consuming. Frankly we can do it that way if Council chooses. We feel the most effective way to dispose of the bicycles is through mass sales. Many of the bikes are in disrepair. They have been abandoned. Some are probably in good shape but the majority are not. We will be having a garage sale coming up Saturday. If we sell them this weekend we would have to pay someone to staff the booth.
MEETINGS AND ANNOUNCEMENTS
Planning Commission August 13, 7:00 p.m.
Board of Zoning Appeals August 20, 7:30 p.m.
COMMUNICATIONS FROM THE AUDIENCE
Bernard Doctor, 82 Yorkhaven Road said I have one questions. I put my name down for certain positions in January. I inquired if my offer was accepted and was told they didn't know yet. I never heard anymore about it. I think if people apply for a position, voluntary or whatever, they should get a response. Secondly, are there job descriptions for those positions? Do people know what they are supposed to be doing?
Mr. Wilson asked Mr. Doctor if he remembered Mr. Wilson calling him last week? Is that the first time anyone has called you? This is the first opening we have had this year after the appointments in December.
Ms. Manis said that adds more to the whole conversation. If the people are on the list once do they have to sign again or are they considered all the time for that position? I think there are a lot of questions. Even if you want the form I think it needs more discussion.
Mr. Danbury said there was a request from Administration to go into executive session for possible land acquisition and personnel issues. Mr. Galster made a motion for Council to go into executive session as a committee of the whole. Mr. Wilson seconded.
The motion was approved with 6 affirmative votes.
Council went into executive session at 9:05 p.m. and resumed at 9:39 p.m.
Mrs. McNear made a motion to add Ordinance 61-1996 and Mr. Galster seconded.
The motion was approved with 6 affirmative votes.
ORDINANCE NO. 61-1996 "AMENDING THE CODE OF ORDINANCES OF THE CITY OF SPRINGDALE, OHIO SECTION 32.02(B)(3) OVERTIME AND ADDITIONAL COMPENSATION AND DECLARING AN EMERGENCY"
Mrs. McNear made a motion to adopt and Mr. Galster seconded.
Mr. Osborn said we are proposing to modify the City's regulation as it relates to compensating overtime for non-sworn personnel in the Springdale Police Department. This is also intended to accommodate a practice that has been in place for several months. We have authorized our clerks in the department to begin working a four day week/ten hour day schedule. It has worked to their advantage and to the department's advantage. Recently, however, we determined the schedule as being executed did not square with a clause in the City's codification. In order to allow this work schedule to continue we're asking City Council to modify Section 32.03(B)(3) to allow for a ten hour workday for the police clerks. Again, this has been a process that all parties feel is beneficial and we would like Council's cooperation in modifying the code to allow this schedule to continue.
Ordinance 61-1996 passed with 6 affirmative votes.
Mr. Danbury said I was just informed that Mr. Vanover's mother passed away so I would like to ask for a moment of silence.
Council adjourned at 9:43 p.m.
Acting Clerk of Council
Randy Danbury, President of Council