Council Workshop Minutes Monday, October 8, 2018
Mayor Redfern called the meeting to order. Present were Chris Rice, Scott Locke, Bill Hampton, Billie Smith, Chris Mohler, and John Loomis. Tom Collins was present. Police Chief Walters was present as well. Fire/EMS Chief Ralph Hill was absent.
- First item on the agenda was a Community Service report from Jerry Marks that Mayor Redfern has given a copy to Council.
- Next on the agenda is Buckeye Hills who are present to go over the Comprehensive Planning Program. This is a pilot program for them and Mayor Redfern introduced Bret Allphin, Melissa Zoller, and Michelle Hyer. Mr. Allphin explained that the Mayor has been working with them for the past couple of years. Buckeye Hills is to help Rural Communities in Southeast Ohio to address the challenges they are facing. They are there to help administer a grant funded project as well as data research analysis, as well as a lot of other services that most communities don’t know about. Bret Allphin explained the reasons behind having a plan and what can be gained from having this in place. This will be the first of four meetings to walk through a mini comprehensive plan. This is to introduce Council to the process and provide a needs assessment analysis at the end. This is a service that Buckeye Hills provides and would like to help more communities. Four main reasons were given for planning. This includes allowing citizens to share input directly, to help the community identify opportunities and challenges, to ensure prioritized activities, goals and projects success, and to provide a basis for local policies. This was discussed in further detail on the main steps of how to plan. Determining the purpose, identifying key participants and groups, gathering information, assessing the situation, set priorities, and distributing tasks and action items were these six steps. He asked Council to individually complete a SWOT analysis for the Village in order for them to gather data that Council would like to see. Michelle explained the reasoning for each individual to complete this SWOT separately. They would like to collect the data for water and sewer information by GIS for the Village as well. He asked Council what they feel would be beneficial to them after this process is complete and what they would like to get help with. Mayor Redfern asked to explain the importance of zoning. Bret Allphin explained this and recognized that a lot of the problems controlled by zoning, the Village already controls by Ordinance. Bill Hampton explained that Council would like to have clarity with the plan, as there are three or four items that are brought up that are in each member’s top five projects. Chris Mohler explained this would include infrastructure improvements, sidewalks, and street repairs. Tom explained that most communities have these infrastructure problems and he looks at housing because he does not believe there is not enough housing and the vacant homes are a problem. This was discussed in further detail. They will provide a general map, traffic volumes, crash locations within the Village, and one that shows sidewalk status. Council gave some ideas on projects and goals they would like to see. Buckeye Hills discussed their involvement with ODOT and their Transportation Alternatives program. The SWOT (Strengths, Weaknesses, Opportunities, and Threats) was given to all of Council to fill out and explained what is needed. This will help Buckeye Hills determine what is the most meaningful to the Village. The next workshop meeting, they will be back with the maps and if there is any other information that Council would like to see on these maps to let them know and they will try to provide. Tom explained that it has been looked at for some time by Council on what they would like to see done but help is needed to get this done. Bret Allphin explained that when you want to do a project, you have to have a cost estimate in order to fill out the application. If they are not competitively procured, they are not eligible to bid on the work from the resulting grant. If you receive federal funds, this is how it has to be done. The way to do this is to put out a RFQ or request for qualifications and the financial side will be determined later with the RFP. This should be the first thing done at the beginning of the year if you know you have a project coming up. Bret Allphin explained how grants work and Michelle Hyer explained that in kind contributions can still be done with some funding sources.
- Council was given a Fund Summary report that was updated at the end of the day with most transfers done and all bills paid.
Mayor Redfern stated that he is still reviewing the Municipal Court data and will present once he has all of the information. There is still a few things to look at.
Council went into executive session per ORC 121.22 (G) (1) for Personnel.
Council is out of executive session with no decisions made.
Chris Mohler wanted to let Council know that Shelly & Sands will be replacing the sidewalk in front of the Lodge on Main Street in the next ten days or so.
Bill Hampton asked if the paving crew was still in town because he received a complaint up by Sand Street. It is washing out.
Mayor Redfern explained that the progress on the Main Street Bridge is on its way. At the moment they are only a day behind. They are having problems hitting rock. They are working Saturdays to try and get this bridge open on time.
Scott Locke asked Tom to put out a clarification for this Thursday regarding the meetings that are scheduled for the water and then one for security. Tom explained that he will take care of this. The second meeting is cancelled, the Water Project meeting is still on Thursday.
Scott Locke explained that he feels that the garbage truck should be made to go to a single axle going throughout the city on the alleys. He had seen a tri-axle on a garbage truck that was turning into the alley. This was discussed in further detail.
Mayor Redfern adjourned the meeting.
Brittany Ross Fred Redfern
Fiscal Officer Mayor