President of Council Kathy McNear called Council to order on June 7, 2000 at 7:00 p.m.
The governmental body and those in attendance recited the pledge of allegiance.
Mr. Knox took roll call. Present were Council members Danbury, Galster, Pollitt, Squires, Vanover, Wilson and McNear.
The minutes of May 17, 2000 were approved with seven affirmative votes.
COMMUNICATIONS - none
COMMUNICATIONS FROM THE AUDIENCE - none
CITY OF SPRINGDALE COMPREHENSIVE PLAN
Mayor Webster introduced Anne McBride from McBride Dale Clarion. She is here to talk about the Comprehensive Plan Proposal for the City of Springdale. This document was delivered to you six weeks ago.
Ms. McBride said we put together a proposal for a Comprehensive Plan for the City of Springdale at the request of the Planning Commission. Planning Commission felt it was a tool that they needed to be able to properly make land use decisions for the City; to make recommendations on to this body in terms of zoning map amendments, text amendments and those types of items that will be coming through Council. Iíd like to introduce Jonathan Wocher, Project Manager with our firm.
Mr. Wocher gave the presentation. Mr. Wocher stated that Anne will continue to be a managing partner of this project. She has served as City Planner for approximately six years in Springdale and will continue to be a key component of the process. I am a certified planner and will act as project manager for the Comprehensive Plan. McBride Dale Clarion is a planning firm that specializes in two types of planning expertise. One has to do with developer representation and City support where we would provide development plan review and or develop our representation for communities for private development projects. Our second area of expertise has to do with comprehensive plan preparation. We have projects in Milford, Ohio; Barstown, Kentucky; and Columbus, Indiana that either Anne or other members of our firm have worked on and completed comprehensive plans for. There are also national projects such as Las Vegas, Nevada and Norman, Oklahoma.
Mr. Wocher said a couple of important aspects of a comprehensive plan are that it is important to plan, evaluate where you are today and where you want to be in the future. Springdale is pretty much built out. This isnít a growth management plan. It will be a growth maintenance plan, or redevelopment plan or a sustainable community plan depending on what area of the City we are talking about. Itís also an opportunity to define a community vision, create cohesive development policies. The City currently has some strong policies in some areas; other areas need more study and evaluation. This is an opportunity for the City to define long-range goals and it becomes a good tool for the staff and Planning Commission to make good day-to-day decisions. The intent would be to have a land use plan that would show how each parcel is intended or planned for the future. A comprehensive plan is an important tool for your residents, your property owners, you as Council members and developers coming in.
At the beginning of the process we will review your existing documents. Obviously we are familiar with the status of planning reports, having served as your staff for the last several years, but we will prepare a more detailed analysis and identify issues that may result from that. We will do a physical survey of each parcel of land and record the existing use of that property. That will provide a data source for us to evaluate the current conditions and any opportunities such as vacant land, existing development patterns, etc. We will work with the staff to develop population housing demands. I donít expect that to be a large focus because of the built out status of Springdale. A key component of our proposal is to develop a series of focus plans. It will be important for us to look at character areas that have been created and try to develop policies and strategies for the future. We anticipate having a focus plan for the West Kemper Road Corridor, the Tri-County Mall and overall retail centers that have developed around that and also the residential neighborhoods. You have different characters and different demands for each type of area that has been established in the area. We will have an overall map in the end that will identify the recommended land uses for the City of Springdale and a Comprehensive Plan document.
One of the processes we recommend is the establishment of a steering committee. We would meet with the committee on a monthly basis to use them as a guiding force and sounding board to establish policies. It will not be McBride Dale Clarionís plan; it will be the City of Springdaleís plan. It is our job to present data, solicit response and to guide the process. Included in that will be a series of interviews and public workshops. We recommend having a public workshop near the beginning of the process and near the end as well before we finalize the report so we still have an opportunity for input and evaluation. We also encourage comments through e-mail, media relations, period newspaper articles and press releases. Some of the elements of success for a plan are defensibility, having a long-range vision, utilizing the technology that is available. I think it would be important to utilize the GIS system which is a computer mapping system that you have the base components of already in place in your Building Department. We would be able to work with the staff to evaluate how we can use that effectively. That can lead to other opportunities down the road to create maps and evaluate land. Community participation. infrastructure coordination and common sense are key. We anticipate this to be a 10-12 month process. We can accelerate it slightly. Any longer than twelve months tends to drag on; much shorter than eight months tends to be too short and not enough opportunity for input. We anticipate working with Planning Commission and keeping them informed.
Ms. McBride said weíve been very fortunate in Springdale with the development and redevelopment that has taken place. For the large part, it has been high quality developers who have wanted to work with us and responded to our comments in terms of landscaping, reduced signage, etc., particularly with our new zoning codes. Itís tough to make those decisions if you donít have a document to base that on. When you start making amendments to our zoning map, they become much more credible when there is a current document behind that. It is the Cityís plan. Therefore, we would want to involve as much of the citizen participation as we can, because if they donít buy into it, it doesnít mean anything.
Mayor Webster said I read the plan through and I have some questions on the make-up of the committee. Nineteen people on a committee seems like a large number. Itís been my experience over the years that the more people you have on the committee the less work you get done. Iím also concerned that you refer to City staff. I donít see the Administration represented unless thatís part of the City staff and if it is, I guess the number 19 could balloon.
Ms. McBride said nineteen is a recommendation. We have worked with committees as small as nine but we donít like to see them get any bigger than 21 for exactly the reason the Mayor was talking about. The size and composition of the steering committee is up to Council. Typically we like representatives from the Board of Zoning Appeals, Planning Commission, Council and City Administration and the Building Official. Again, to gather that information from all angles of the City we want to see residents and business owners involved. We want new residents; why did they come? We want long time residents and property owners. We want a mixture.
Mr. Knox asked how often will the plan have to be revisited?
Ms. McBride replied typically we say a plan is good for about five years. If Springdale was in the State of Kentucky it would be a law that you have to have a comprehensive plan in order to have your zoning. That plan, by law, would have to be updated every five years. I wish Ohio would adopt a law like that.
Mr. Wocher stated that would be the effectiveness of the plan. The range of the plan is generally ten to fifteen years. Youíre always looking ten to twenty years ahead understanding that you have to take another evaluation in five years. Generally, communities donít do a complete revision to their comprehensive plan every five years. Thatís more of a ten-fifteen year process. Every five years is an update of re-evaluation.
Ms. McBride said one of our cities to the east of us has one that is twenty years old. When you look at their recommended land use map, there are a lot of things that have taken place in the last five years that significantly impacts how they should be making their land use decisions.
Mayor Webster said I know for a fact that in 1969/70 the City had a very comprehensive land use plan done by Dalton, Dalton and Little. Weíve had focus plans like the Route 4 Corridor Study but I donít think we have had a comprehensive plan done since that time.
Mr. Galster said the only other thing I can think of was the GE Park area. If you remember the history, there was a pretty important aspect in the Cityís position on that particular piece of land. I think we are trying to come up with more proactive approaches instead of reactive. The Route 4 Corridor Study was done in 1989 and weíve tweaked it here and there, but it has allowed the corridor to happen in a way that we envisioned it. I think is more of a City-wide approach. Because we donít have a lot of vacant land, most of what is going to happen is redevelopment and uses will change. When those uses change I think it is important to have a handle on where weíd like to see it go.
Mayor Webster said if we havenít done a comprehensive plan in other thirty years, itís well past the time to do this.
Mr. Galster said the Comprehensive Plan doesnít really need to have a public hearing attached to it. Iíd like to make a recommendation that we have legislation at the next meeting on the Comprehensive Plan.
Mr. Danbury asked Mr. Schneider, do you think it would be appropriate to have a public hearing on the Comprehensive Plan?
Mr. Schneider replied thatís up to Council. Itís not a Zoning Code change. Weíre trying to seek input. This is just moving ahead to hire their company to do it. Then there will be input from various groups. There would probably be several public hearings in the process.
Mr. Galster stated once the committee has actually started creating an actual project, zoning map, etc. there would be a need for a public hearing to address those proposals.
ORDINANCE NO. 39-2000 "AMENDING ORDINANCE NO. 6-2000 WHICH AMENDED THE ZONING CODE OF THE CITY OF SPRINGDALE, CHAPTER 153 IN ITS ENTIRETY"
Mr. Danbury made a motion to amend the ordinance to change "Section 153.704" to "153.705" and Mr. Vanover seconded. The amendment passed with seven affirmative votes.
Mr. Galster made a motion to adopt and Mr. Danbury seconded.
Ordinance 39-2000 passed with seven affirmative votes.
ORDINANCE NO. 45-2000 "AUTHORIZING THE CITY OF SPRINGDALEíS PARTICIPATION IN THE MIAMI VALLEY RISK MANAGEMENT ASSOCIATIONíS WORKERSí COMPENSATION GROUP RATING PLAN FOR 2001 AND DECLARING AN EMERGENCY"
Ms. Pollitt made the motion to adopt and Mr. Wilson seconded.
Ordinance 45-2000 passed with seven affirmative votes.
ORDINANCE NO. 46-2000 "ACCEPTING A BID AND AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO ENTER INTO A CONTRACT WITH BP AMOCO COMPANY FOR GASOLINE AND DIESEL FUEL AND DECLARING AN EMERGENCY"
Mr. Vanover made a motion to adopt and Mr. Squires seconded.
Ordinance 46-2000 passed with seven affirmative votes.
ORDINANCE NO. 47-2000 "AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO ENTER INTO A CONTRACT WITH ALLIED BUILDERS FOR THE REPLACEMENT OF THE STEPS, HANDRAILS AND SIDEWALKS IN BEACON HILL PARK AND DECLARING AN EMERGENCY"
Mr. Wilson made a motion to adopt and Mr. Vanover seconded.
Mayor Webster said when we put the budget together we had someone go out with some of our Parks people and look at those steps and they gave us an estimate of $25,000. When we opened the bids we were somewhat shocked. This is the low bid. The other one was higher than this. We debated whether to put it off and bring it in next year, but after further examination of the steps, in good conscience we cannot do that. We apologize for missing the budget by that much money but I really think we have a situation where we better get them repaired as soon as we can. I think we did our homework before we put the budget together but unfortunately, the information we supplied was erroneous.
Mr. Squires said, Mr. Mayor, that is a huge difference between those two bids - $68,250, to $42,500. Is the Administration concerned that the work will be of Springdale quality?
Mayor Webster replied yes.
Mr. Wilson said there is a safety concern as well as what it would cost if we waited a year or two. Iím sure the City thought this was a prudent thing to do at this time rather than wait and risk injury to our residents or have to repair it later at a higher cost.
Mr. Galster asked how many access points are we talking about?
Mayor Webster responded there are two with steps. The other is a concrete ramp going out onto Yorkhaven.
Mr. Knox said to put Mr. Squiresí mind at ease, there are so many construction companies fully involved at the moment, to bid a thing like this, they probably figure they have to put more people on, lease more equipment, and therefore, the costs go up. They also build a lot of profit into it. I think the $25,000 estimate was probably accurate and $42,000 is about as cheap as we are going to get it right now. I do think we will get quality work.
Ordinance 47-2000 passed with seven affirmative votes.
ORDINANCE NO. 48-2000 "ACCEPTING CONVEYANCE OF RIGHT-OF-WAY ON STATE ROUTE 747 AT KEMPER ROAD"
Mr. Vanover made a motion to add the emergency clause and Mr. Galster seconded. The motion passed with seven affirmative votes.
Mr. Galster made a motion to adopt and Mr. Vanover seconded.
Mayor Webster said referencing Mr. Osbornís report, these two property owners graciously donated this right-of-way to the City and weíd like to take this opportunity to say thank you very much. We really appreciate it and think it will be a real improvement in that intersection. It will be a real improvement all the way across East Kemper Road.
Ordinance 48-2000 passed with seven affirmative votes.
ORDINANCE NO. 49-2000 "AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO ENTER INTO A CONTRACT WITH CERTIFIED RESTORATION FOR EMERGENCY FIRE CLEAN-UP OF CITY OF SPRINGDALE COMMUNITY CENTER AND DECLARING AN EMERGENCY"
Mr. Vanover made a motion to adopt and Mr. Wilson seconded.
Mr. Danbury said I asked Mr. Knox earlier why this wasnít covered with our insurance. As you recall, there are some issues outstanding but we feel we need to pay Certified; then weíll try to get reimbursements somehow. On behalf of Certified Restoration, I am not employed by them, but they have done an outstanding job right through the holidays. They were working non-stop and did an outstanding job. I think the least we should do is get it paid, then get reimbursement from some source in the future.
Mr. Wilson said I believe Mr. Osborn stated this is one of the things we were going to try to subrogate but we had to go through the contractor and subs and their insurance, and it would possibly be a lengthy situation.
Mayor Webster stated I can assure you itís going to be a lengthy process and itís not fair to Certified. They pulled people away from their homes on Christmas Eve to try to salvage what they could for us. I think the least we can do is pay them and then fight it out with the parties at fault in the proper format.
Ordinance 49-2000 passed with seven affirmative votes.
ORDINANCE NO. 50-2000 "AUTHORIZING A CHANGE ORDER IN THE AMOUNT OF $86,743.00 TO THE CONTRACT OF MARDIS & MEEHAN CONSTRUCTION, INC. FOR THE GENERAL CONSTRUCTION WORK FOR THE SPRINGDALE COMMUNITY CENTER EXPANSION AND DECLARING AN EMERGENCY"
Mr. Vanover made a motion to adopt and Mr. Galster seconded.
Ordinance 50-2000 passed with seven affirmative votes.
ORDINANCE NO. 51-2000 "AUTHORIZING A CHANGE ORDER IN THE AMOUNT OF $73,774.41 TO THE CONTRACT OF RPC MECHANICAL, INC. FOR THE HVAC REPLACEMENT WORK FOR THE SPRINGDALE COMMUNITY CENTER EXPANSION AND DECLARING AN EMERGENCY"
Mr. Galster made a motion to adopt and Mr. Vanover seconded.
Ordinance 51-2000 passed with seven affirmative votes.
ORDINANCE NO. 52-2000 "AUTHORIZING A CHANGE ORDER IN THE AMOUNT OF $15,449.00 TO THE CONTRACT OF EAGLE ELECTRICAL SYSTEMS FOR THE ELECTRICAL WORK FOR THE SPRINGDALE COMMUNITY CENTER EXPANSION AND DECLARING AN EMERGENCY"
Mr. Vanover made a motion to adopt and Ms. Pollitt seconded.
Ordinance 52-2000 passed with seven affirmative votes.
ORDINANCE NO. 53-2000 "AN ORDINANCE AUTHORIZING AN AGREEMENT RELATIVE TO THE IMPROVEMENT OF EAST AND WEST KEMPER ROAD BETWEEN THE CITY OF SPRINGDALE AND THE BOARD OF HAMILTON COUNTY COMMISSIONERS AND DECLARING AN EMERGENCY"
Mr. Danbury made a motion to read by title only. Mr. Galster seconded. The motion passed with seven affirmative votes.
Mr. Danbury said Mr. Osborn has talked about this before. Weíre going to the Hamilton County Commissioners to get reimbursements on some of the costs associated with this.
Mr. Danbury made a motion to adopt and Mr. Galster seconded.
Ordinance 53-2000 passed with seven affirmative votes.
Mayor Webster said for the benefit of the people watching so they can appreciate the magnitude of what we just approved here, we applied for assistance of this project of $1,525,000. The approved grants will get the local costs down to $787,000. We have $125,000 from the Municipal Road Fund and $608,606 from the LTIP program from the State which left us with the estimated cost of $787,000 so this is really a significant amount of money thatís going to be put up by other governments to help us redo the East Kemper Road project. I commend Cecil and his efforts on getting that money for us. These things donít just fall in our lap; they take some work but Cecil has become very adept at doing that over the years.
Mr. Knox said Mr. Osborn spends a lot of time and hard work and is very successful so we ought to be thankful for what he does for us yet again.
ORDINANCE NO. 54-2000 "DECLARING SEVEN VEHICLES AS SURPLUS PROPERTY AND AUTHORIZING THE CITY ADMINISTRATOR TO ADVERTISE, AUCTION AND TO ENTER INTO A CONTRACT FOR SALE OF SAID VEHICLES AND DECLARING AN EMERGENCY"
Mr. Wilson made a motion to adopt and Mr. Galster seconded.
Mr. Wilson said Section 2 states "paid by the highest bidder less a service charge of $105". In a previous paragraph it says "charge per vehicle". Should we put "per vehicle" down here.
Mr. Knox said that line reads "the City is to receive the full payment of the auction price paid by the highest bidder." Itís singular so to me it refers to each single vehicle. Weíd be redundant if we put "per vehicle."
Mr. Schneider said I think itís adequate the way it is but that absolutely makes it clear. Itís up to Council.
Mr. Galster made a motion for the second paragraph to read "The City is to receive the full payment of the auction price paid by the highest bidder of each vehicle less a service charge of $105". Mr. Danbury seconded the motion. The motion to amend passed with seven affirmative votes.
Ordinance 54-2000 passed with seven affirmative votes.
Mr. Danbury said the Spirit of Springdale is coming up. I went to the Rec Center last night and I hope we can get everything squared away. Hopefully a lot of people will be utilizing the busses or walking up there. It will be going on this year.
Mayor Webster said we have a liquor permit request for Bahama Breeze. There were no objections.
Mayor Webster continued the landscaping judging will take place June 19 through July 2. If anyone wishes to nominate himself/herself or any other yard, you have until June 16 to do that.
MEETINGS AND ANNOUNCEMENTS
Planning Commission June 13
Finance Committee June 15
Board of Zoning Appeals June 20
Employee Golf Outing August 11
COMMUNICATIONS FROM THE AUDIENCE - none
Mr. Danbury made a motion for Council to go into executive session as a meeting of the whole to discuss possible litigation. Mr. Galster seconded. The motion passed with seven affirmative votes.
Council went into executive session at 8:07 p.m. and resumed at 8:45 p.m.
UPDATE ON LEGISLATION STILL IN DEVELOPMENT
RECAP OF LEGISLATIVE ITEMS REQUESTED
Hiring McBride Dale Clarion for Comprehensive Plan June 21
Depository and Banking Account June 21
Pick up truck rejection bids June 21
Authorizing truck purchase June 21
Council adjourned at 8:50 p.m.
Edward F. Knox
Clerk of Council/Finance Director
Kathy McNear, President of Council