Council Meetings Information

Council Meeting Information

Agenda

December 4, 2017

 

Regular Monthly Council Meeting

7:00 P.M.

Council Meeting Information

 

Agenda

December 4, 2017

Regular Monthly Council Meeting

7:00 P.M.

Open Meeting – Call Meeting to Order

Pledge of Allegiance

Roll Call of Council by Fiscal Officer

Approval of November 6th Public Hearing Minutes

Approval of November 6th Council Meeting Minutes

Approval of November Bills Paid

Open to Audience

Mayor’s Report

Administrator’s Report

Fiscal’s Officer’s Report

Solicitor’s Report

Council Committee Reports

Council Business:

1. Resolution 2017-___, 2018 Temporary Appropriations.

2. Resolution 2017-___, A Resolution to Enter into ACH Origination Agreement with First-Knox National Bank.

3. Resolution 2017-___, A Resolution to Accept Transfer of Center Run Property.

4. Ordinance 2017-___. An Ordinance to Amend Ordinance 2015-17, An Ordinance of the Village of Gambier Regarding Municipal Income Tax, 1st Reading.

5. Ordinance 2017-___, An Ordinance Establishing a No Thru Truck Zone on Various Village of Gambier Streets, 1st Reading.

6. Ordinance 2017-___, An Ordinance to Remove one Parking Space on East Wiggin Street in Front of the Wiggin Street Coffee Shop, 1st Reading.

7. Ordinance 2017-___, An Ordinance To Establish Children At Play Zones Within The Corporation Limit Of The Village of Gambier, 3rd Reading.

8. Ordinance 2017-___, An Ordinance Amending Ordinance 2003-05 To Change The Intersection Of West Brooklyn Street And Ward Street To A Four Way Stop, 3rd Reading.

9. Ordinance 2017-___, An Ordinance Amending Ordinance 2003-05 To Change The Intersection Of East Woodside Drive and Allen Drive To A Three Way Stop, 3rd Reading.

10. Ordinance 2017-___, An Ordinance To Permit and Regulate The Operation Of Food Trucks Within The Village, 3rd Reading.

11. Approval of Contract Between the Village of Gambier and the Law Director for Legal Services for 2018.

12. Approval of Contract Between the Village of Gambier and Clint Bailey, Village of Gambier Solicitor for 2018.

13. Approval of Village Employee Insurance Coverage for 2018.

14. Approval of Transfers.

15. Approval of Expenditure to Bird + Bull, Inc., for Easement Work for the Relocation of the Main Sanitary Line, the Water Line and Ingress/Egress to the Gambier Wastewater Treatment Plant, $2800.

16. Approval of Expenditure to Bird + Bull, Inc. for Water Line Mapping for the Village of Gambier Contingency Plan, $8,250.

17. Approval of Expenditure to On Site Sanitation for the Pumping of Adler/Woehr Lift Station While We Waited for New Pump,$5,875.

18. Need to Set January 2018 Council Meeting.

December Meetings:

Buildings & Grounds Committee – Monday, December 18th, 6:00 P.M., Regular Monthly Meeting.

Cemetery Committee –

Planning Commission – Tuesday, December 19th, 7:30 P.M., Regular Monthly Meeting.

Library Board Committee –

Finance & Income Tax Committee –

Police & Personnel –

Streets & Utilities – Monday, December 18th, 6:30 P.M., Regular Monthly Meeting.

 

Mayor’s Report

Possible Additional Improvements at Rte 229, Rte 308 and Laymon Rd Intersection

The Village Administrator wrote to Ty Thompson, PE, the engineer we work with at ODOT, regarding ownership of a damaged catch basin near this intersection. As a follow on, I asked the engineer what he thought about a possible westbound turn lane on Rte 229 at this intersection, similar to the eastbound turn lane already in place. He told us that ODOT will restripe the road to install such a lane during the already scheduled Rte 308 resurfacing project next year if Rte 229 is long enough and wide enough at that point to accommodate it.

Village of Gambier Traffic Consultants

As Chair Betsy Heer will advise us, the Streets and Utilities Committee again discussed finding and hiring an appropriate traffic engineering consulting firm to analyze all aspects of vehicular and pedestrian traffic within the Village downtown. The study would roughly include the area from Ward St east to Acland St, from Brooklyn St south to Wiggin St and down the Rte 308 hill to Rte 229. The Committee and Council can determine additional areas of the Village to study if it would be helpful.

Professional analysis will give us the guidance we need to make good decisions for the future regarding traffic patterns, possible signs or lights, parking, pedestrian foot traffic, crosswalks and sidewalks, and related issues. Our goal is safety in the Village. This study would also help us determine the Village’s interests regarding possible partnership with Kenyon to implement shared improvements.

The Village Administrator and I are searching for possible candidates to receive a request for bids from the Village in fiscal 2018. I will meet with Mt Vernon City Engineer Brian Ball for suggestions because Mt Vernon is currently working with traffic consultants and has experience bidding out such projects. I also contacted Mayor Beck of Centerburg to see if he knows any firms and will ask the other Village mayors for leads as well. At a minimum, the winning firm must be affordable, technically qualified, sensitive to our unique size and population, and respectful of history and visual aesthetics.

Miscellaneous

Tree City USA. Thank you to the Village Administrator for completing the paper work to maintain our Tree City USA status for another year. On 11/29/17 the Village Administrator and I also attended a Tree City/Tree Campus program with Kenyon regarding a GPS system for mapping tree location and condition, including identifying disease and pest infestations.

Wayfinding Signs for the Village. Chair Donna Scott of the Building and Grounds Committee will give us an update regarding plans for directional and location signs around the Village. Chair Scott and Council Member Tom Stamp agreed to help Council complete this project next year after they retire from Council.

Computer Security Upgrades; Monthly Water Bills. The Village Administrator and Fiscal Officer continued their work upgrading our computer system by arranging to install Carbonite on all Village computers. Carbonite is an offsite backup system that increases protection of the Village’s computer records. The Village office staff also completed implementing monthly water billing. December will be the first monthly bill.

Solar Power in the Village. On 12/4/17 there will be a “Flip the Solar Switch” ceremony at the Village Market to celebrate the installation of solar panels on the Market roof.

Food Trucks for Gambier. If the proposed Food Truck Ordinance passes and is adopted by Village Council at this December Council meeting, we will figure out how to make the opportunities in Gambier known to food truck operators. I received one inquiry from a BBQ vendor so far. I asked him to come to the December Council meeting to find out if the ordinance passes. If he doesn’t attend I will contact him again.

All Knox County Village Mayors’ Meeting. We will have one more meeting before year end.

Office Hours: Wednesdays 10am-noon but I will be absent 12/6/17.

 

Village Administrator’s Report

FINAL LEAF PICK UP

The Village of Gambier is finishing final leaf pick up this week. We will do one whole village pass after the final just to give residents one more chance. The leaf equipment will be removed from the truck by the end of this week. Residents who do not have leaves out by the final pass will need to make arrangements to have their leaves hauled away.

ADLER’S LIFT STATION PUMP

The pump for the Adler/Woehr Lift Station finally came in and was installed on Wednesday, November 29th. The Village agreed to have the lift station pumped out while we waited for the new pump to be installed, we did not know it would take 2 months to get the new pump. The bill from On Site Sanitary is for $5,875.00.

PRE-CONSTRUCTION MEETING WITH CONTRACTOR

Keith and I had a pre-construction meeting with CT Consultants and Workman Construction regarding the replacement of the influent Bar Screen. The installation of the bar screen will take place in June 2018 when the sanitary flow to the plant is at the lowest point.

EASEMENT WORK

Bird + Bull, Inc. have put together a quote to complete the easement documents for the relocation of the sanitary line and the existing water line to the Wastewater Treatment Plant. They will also doing an easement document for Ingress/Egress to the Gambier Wastewater Treatment Plant.
No documents have been found for these so we are doing them now with the relocation of the sanitary sewer line.

CENTER RUN RIGHT-OF-WAY

Richland Engineering has finished the Right-of-Way document for Center Run. Clint has prepared the legal paperwork for Council to review and approve before it is recorded.

WATER LINE MAPPING

Bird + Bull, Inc. have put together a quote for Council’s approval for the start of GIS Mapping for the Village Utilities. The Village is required to have a map of water lines and valves for our Contingency Plan. The Ohio EPA made changes that take effect January 1, 2018 regarding Public Water Systems Contingency Plans that include a map. This will be the start of mapping all the Village utilities. Right now it will be for the water lines in the future we can add the sewer lines, storm water lines and other items.

 

Public Hearing Minutes
November 6, 2017

Council present: Kirk Emmert, Liz Forman, Betsy Heer, Donna Scott, Tom Stamp
Also attending: Kachen Kimmell, Mayor; Suzanne Hopkins, Village Administrator; Kathi Schonauer, Fiscal Officer; Clint Bailey, Solicitor, Mark Kohlman, Kenyon College;
Seth Millam, Kenyon College; Ron Griggs, Kenyon College; Joseph Klesner, Kenyon College; Janet Marsden, Kenyon College; Jill Grubb, Resident; Jim Lenthe, Resident; Leeman Kessler, Resident

Mayor Kachen Kimmell called the hearing to order.

Council discussed a height variance submitted by Kenyon College for new construction at 103 College Drive.

Council Donna Scott moved to approve the variance regarding height requirement, Council Kirk Emmert seconded, votes of Council, Council Kirk Emmert – yes; Council Liz Forman – yes; Council Betsy Heer – yes; Council Donna Scott – yes; Council Tom Stamp – recused. Variance request passed.

The public hearing was adjourned.

 

Council Meeting Minutes
November 6, 2017

Council present: Kirk Emmert, Liz Forman, Betsy Heer, Juan Pastor, Donna Scott, Tom Stamp
Also attending: Kachen Kimmell, Mayor; Suzanne Hopkins, Village Administrator; Kathi Schonauer, Fiscal Officer; Clint Bailey, Solicitor; Mark Kohlman, Kenyon College; Seth Millam, Kenyon College; Mark Hollinger, Aspen Energy; Jim Lenthe, Resident; Jill Grubb, Resident; Leeman Kessler, Resident.

Mayor Kachen Kimmell called the meeting to order.

The minutes of the October Council Meeting were presented to Council. It was moved, seconded and carried they be approved.

The paid October bills were presented to Council. It was moved, seconded and carried they be approved.

Guests:

Jim Lenthe questioned Council on the use of stop signs and the placement of a speed sign within the Village. Mayor Kimmell noted that Council is considering use of a traffic engineering firm for traffic studies in the future.

Mayor’s Report:

Mount Vernon Downtown Plan Workshop – Mayor Kimmell attended a workshop and provided the address of a website that allows you to enter your input about the planning process.

Village Emergency Management and Communications – Mayor Kimmell updated Council on the plans made for responding to emergency situations. She also met with Kenyon College to discuss communication lines between the Village and the College.

Village of Gambier Traffic Consultants – Mayor Kimmell discussed hiring a traffic engineering consulting firm to analyze vehicular and pedestrian traffic within the Village.

Miscellaneous – Mayor Kimmell updated Council on various meetings and events in the County she attended recently, including her meeting with Jerry Kelly to check the tree conditions in the Oak Grove cemetery.

The Mayor’s office hours continue to be Wednesdays, 10am to noon.

VA Report:

Fall Dumpster Day – filled 2 trash and 1 metal dumpsters.

Leaf Pick-Up – has started and the final pick-up schedule will be completed soon.

New Kubota Tractor – has been delivered after several repair issues with the other Kubota tractor.

Water/Sewer Billing – The V.A. updated Council on the new software and reminded them monthly billing will start with the December bill.

Village Aggregation for Electric – with Constellation will end in November. Mark Hollinger will update Council on new rates for approval. A new contract will begin in January, 2018.

Fiscal Officer Report:

Fiscal Officer Kathi Schonauer updated Council on the Fiscal Officers Training she attended with the State Auditor’s Office. This meets the requirements for the Fiscal Integrity Act. She also attended the Granville Council Meeting to present an award to their Clerk.

Solicitor’s Report:

Solicitor Clint Bailey updated Council that the contract with the Law Director needs to be renewed at the next Council Meeting. The contract will be the same as the current contract.

Committee Reports:

Council Donna Scott reported that the Cemetery Committee did not meet; however, she stated Wade & Gatton will be doing an assessment of one of the new trees that needs replacing. She also noted the stone posts at the south entrance of the cemetery need to be realigned.

Council Betsy Heer reported that the Streets & Utilities Committee met to discuss Food Truck Ordinance revisions, a traffic study at Ward Street and 308 and the West Quad Project. The Committee also recommends the temporary and occasional closing of Scott Lane as requested for Kenyon construction. She also mentioned that Maller and Drier will inspect the lift station at 202 W. Brooklyn Street.

Mayor Kachen Kimmell reported that Planning & Zoning Commission approved a bathroom addition at 110 Duff Street along with a solar roof application for the Village Market.

Council Actions:

Mark Hollinger with Aspen Energy presented to Council the rates of two companies offering service for the Village Electric Aggregation Program. Council Betsy Heer moved to accept a 47 month rate with Dynegy Electric. Council Liz Forman seconded. All approved except for Council Juan Pastor who abstained.

Mark Hollinger then presented to Council a rate for Village Gas Aggregation. Council Betsy Heer moved to accept Constellation Gas if a 12 month, fix rate of not more than 0.479 or a 12 month, variable rate of 0.1407 default could be met. If neither rate is available, no participation will take place. Council Liz Forman seconded, all approved.

Council Tom Stamp moved to hear by title only the 2nd Reading of An Ordinance to Establish Children at Play Zones Within the Corporation Limit of the Village of Gambier. Council Betsy Heer seconded, all approved.

Council Donna Scott moved to hear by title only the 2nd Reading of An Ordinance to Change the Intersection of West Brooklyn Street and Ward Street to a Four Way Stop. Council Betsy Heer seconded, all approved.

Council Tom Stamp moved to hear by title only the 2nd Reading of An Ordinance to Change the Intersection of East Woodside Drive and Allen Drive to a Three Way Stop. Council Liz Forman seconded, all approved.

Council Betsy Heer moved to hear by title only the 2nd Reading of the revised Ordinance to Permit and Regulate the Operation of Food Trucks Within the Village. Council Kirk Emmert seconded, all approved.

Solicitor Clint Bailey answered questions regarding the litigation after which Council Liz Forman moved to hear by title only An Ordinance to Authorize the Village Solicitor to Join a Coalition of Municipalities Retaining Special Counsel for the Purpose of Initiating Litigation to Challenge the Constitutionality of Amendments to Chapter 718 of the Ohio Revised Code Relating to Municipal Income Tax. Council Tom Stamp seconded, all approved.

Council Tom Stamp moved to declare an emergency and hear the 2nd and 3rd Readings of An Ordinance to Authorize the Village Solicitor to Join a Coalition of Municipalities Retaining Special Counsel for the Purpose of Initiating Litigation to Challenge the Constitutionality of Amendments to Chapter 718 of the Ohio Revised Code Relating to Municipal Income Tax. Council Kirk Emmert seconded, all approved. The Ordinance passed.

Council Kirk Emmert moved to approve the temporary and occasional closure of Scott Lane by the Kenyon College Bookstore for utility installation and exterior building construction. Council Donna Scott approved. All approved with the exception of Council Tom Stamp who recused.

Council Liz Forman moved to approve an expenditure to Blue Denim, up to $2,500, for removing pine trees on the Community Center property line. Council Betsy Heer seconded, all approved.

The meeting was adjourned. The next regular Council Meeting will be held on Monday, December 4, 2017.