Minutes
West Carrollton City Council Meeting
September 14, 1999
PRESENT: Mayor Maxine Gilman; Council Members Bill Ennis, William Gordon, Jack Jensen,
Linda Lotspaih, Donald Mounce and Jeff Sanner; City Manager G. Tracy Williams; Assistant
City Manager David Watson; Law Director Patrick Carney; Service Director Don Hill;
Director of Planning and Economic Development David Humphreys; Deputy Police Chief Rick
Barnhart and Assistant Clerk of Council Patricia Replogle.
MINUTES
A motion was made by Mr. Gordon, seconded by Mr. Ennis, to approve the minutes of the
Regular Council Meeting of August 24, 1999. A unanimous roll call vote carried the motion.
PUBLIC HEARINGS
There were no Public Hearings.
COMMUNICATIONS AND PRESENTATIONS
There were no Communications or Presentations.
COMMENTS BY THE AUDIENCE
There were no Comments by the Audience.
UNFINISHED BUSINESS
There was no Unfinished Business.
NEW BUSINESS
LIQUOR LICENSE REQUEST - WINE & ROSES PARTY STORE, INC.
A motion was made by Mr. Jensen, seconded by Mr. Sanner, to not oppose a liquor license application for Wine & Roses Party Store, Inc. 2022 S. Alex Road, West Carrollton, Ohio. A roll call vote was taken. All members voted yes and the motion carried.
RESOLUTION NO. 20-99: ROBERT L. ALEXANDER
Resolution No. 20-99: A resolution acknowledging the appreciation of the citizens and
public officials of the City of West Carrollton for services rendered unto said City by
Robert L. Alexander.
Mr. Mounce introduced and made a motion to approve Resolution No. 20-99. Mrs. Lotspaih
seconded the motion. A unanimous roll call vote carried the motion.
ORDINANCE NO. 3140: RECYCLABLE BIDS
Ordinance No. 3140: An ordinance authorizing the City Manager to advertise for bids for
the collection and disposal of recyclables in the City of West Carrollton and to expend a
sum in excess of $10,000 therefore.
Mayor Gilman noted that the current contract expires on December 31, 1999.
Mr. Gordon made a motion, seconded by Mr. Mounce, to dispense with the second reading of
Ordinance No. 3140. All members voted yes to a roll call vote and the motion carried.
A motion was made by Mr. Gordon, seconded by Mr. Jensen, to approve Ordinance No. 3140. A
unanimous roll call vote carried the motion.
ORDINANCE NO. 3141: DAYTON/MONTGOMERY COUNTY PUBLIC LIBRARY
EXPANSION AND RENOVATION
Ordinance No. 3141: An ordinance authorizing the City Manager to advertise for bids for
the expansion and renovation of the Dayton/Montgomery County Public Library at the West
Carrollton Civic Center and to expend a sum in excess of $10,000 therefore.
Mayor Gilman said that this will be a 2800 square foot expansion and the City will be
reimbursed by the Dayton/Montgomery County Public Library. She also added that it is nice
to have the library so readily available to the citizens.
Mr. Jensen made a motion to dispense with the second reading of Ordinance No. 3141. Mr.
Ennis seconded the motion. A roll call vote was taken, all members voted yes and the
motion carried.
A motion was made by Mr. Sanner, seconded by Mr. Mounce, to approve Ordinance No. 3141.
All members voted yes to a roll call vote and the motion carried.
ORDINANCE NO. 3142: SALE OF POLICE DEPARTMENT VEHICLES
Ordinance No. 3142: An ordinance authorizing the sale of three (3) Police Department
vehicles not needed for any municipal purpose.
Mayor Gilman noted that the Police Department is selling the vehicles as new vehicles have
been purchased. She added that information for bids will be available at the Civic Center.
In response to a question from Mr. Jensen, Mr. Williams said that sealed bids would be
received.
Mr. Mounce made a motion, seconded by Mrs. Lotspaih, to dispense with the second reading
of Ordinance No. 3142. All members voted yes to a roll call vote and the motion carried.
A motion was made by Mr. Mounce, seconded by Mr. Sanner, to approve Ordinance No. 3142. A
roll call vote was taken, all members voted yes and the motion carried.
REPORTS BY OFFICERS
There were no Reports by Officers.
UNSCHEDULED BUSINESS
COMMENTS BY THE AUDIENCE
There were no Comments by the Audience.
COMMENTS BY COUNCIL
Mr. Jensen asked how the water supply is holding up with the drought. Mr. Hill said
that the water supply shows very little effect. He said that it is more of an agricultural
drought than a water line drought.
Mrs. Lotspaih thanked the Fire Department for the amount of money they raised for the MDA
telethon. She said that the City Beautiful awards were held last night and apologized for
the malfunction of the projector.
Mr. Mounce congratulated the City Beautiful Award nominees and winners. He also said that
he had driven on the new Route 35 expansion and that it is a good addition for travelers.
Mr. Gordon asked that our thoughts and prayers be with those in the Southern states who
are in the path of Hurricane Floyd.
Mayor Gilman thanked Ron Ziemkowski on cameras. She noted that the Citizens Academy will
be held on September 20th at 7:00 p.m. Mr. Williams said that anyone interested
in attending could contact the City. Mayor Gilman also complimented the nominees for the
City Beautiful Awards for their beautification efforts and added that a new projector is
needed.
The Mayor said that she was amazed at the amount of money that the Fire Department had
raised for the MDA telethon. She said that the Moraine-West Carrollton Safety Fest will be
held this Saturday at 11:00 a.m. at C.F. Holliday School, and that the Family Fire
Prevention Festival will be held on September 23rd, at 6:30 p.m. in the West
Carrollton Senior High School auditorium.
RECESS
Mayor Gilman made a motion, seconded by Mr. Gordon, to recess to a Work Session to
discuss the items on the agenda. A unanimous roll call vote carried the motion.
WORK SESSION
In addition to City Council, those present for the Work Session were David Humphreys,
Planning and Economic Development Director; Don Hill, Service Director; David Watson,
Assistant City Manager; and G. Tracy Williams, City Manager.
PRESENTATION OF LIBRARY ADDITION
City Manager Williams asked Don Hill to begin the presentation on the library
expansion. Mr. Hill introduced Tom Thickel and Patrick Hilary from Levin Porter, the
architectural firm hired for the project by the city of West Carrollton.
Mr. Hilary began his presentation on the library expansion, first covering the existing
conditions followed by what is proposed. He also discussed window details explaining that
the stacks for books would be along the addition's perimeter walls, and that the windows
seen in the elevations would be translucent only in the top portion of the light and
opaque in the bottom portion as there would be book stacks behind it. The purpose of the
window treatments and the details shown at the corners of the building was to continue the
architectural detail of the existing building.
Mr. Hilary then presented some of the mechanical system proposals, noting that the
existing heat pump systems would be disconnected, and that new HVAC systems would be
installed on the roof. The reason for the heat pump systems being vacated, and the design
of the new addition not including the use of heat pumps, is mostly because of the heat
load of the library. Under the building codes the heat pump system would not be sufficient
to meet the heat load.
Continuing his presentation, Mr. Hilary explained in detail the total remodeling of the
building. The existing facilities will be completely remodeled: new ceilings and lights
will be installed; walls will have new treatments and paint applied; carpet and other
fixtures will be replaced. The lights and the ceilings are being replaced to meet new
library standards. Those in existence now are insufficient based on today's standards.
Mr. Hilary's presentation continued to the exterior of the facility addition. He went over
the sidewalk configuration and the amount of trees and landscaping which Levin Porter
proposes. He also said that the traffic flow over the sidewalk configuration was not
completely finished at this time, and that there were some other ideas under
consideration, including installing an outdoor reading area adjacent to the entrance to
the office area off the parking lot.
Having concluded his presentation, Mr. Hilary asked if there were any questions.
Councilmember Don Mounce asked Mr. Hill if additional parking would be required or needed
for the project. Mr. Hill responded that staff had looked at that issue - the peak hours
of parking demand based on the ballfield and the library in the evening and additional
meetings in the Civic Center. Conclusion was that only in those extreme situations where
there is a ball game, a major library function, and meetings in Council Chambers or
Community Room on the same date would the parking lot be full. However, it was felt that
since there is additional parking on the other side and to the rear of the Civic Center
there is sufficient parking to accommodate even heavy traffic.
There were some other questions raised by council members as to the HVAC system. Mr.
Hilary and Mr. Hill responded to those questions. Other questions raised concerned whether
or not additional space for "phasing" would be needed. This had to do with the
availability of the Community Meeting Room for temporary use while different construction
areas are being phased in. In response Mr. Hill stated that staff had looked into that and
felt that the library could be accommodated during those times.
Library addition presentation concluded.
ENTERPRISE ZONE APPLICATION
for FINDLAY INDUSTRIES
Mr. Humphreys noted that the city had recently received an application from Findlay
Industries under the Enterprise Zone program. Mr. Humphreys explained the application
which had been included in council members' packets for the meeting, covering its main
components: number of current employees; number of proposed employees; income tax that
would be generated by the project; property and real property taxes that would be
generated from the project.
The project involves allowing a competitive edge for Findlay Industries to expand
approximately 20,000 to 30,000 square feet of industrial space at its current facility,
basically taking over an adjacent space currently vacant.
Mr. Humphreys stated that information in the application was complete; however,
analysis of the numbers has not been completed. He continued, that prior to action by
Council, an additional report would be forthcoming showing the amount of cash flow for the
project over the duration of the abatement.
Mr. Humphreys also noted the time frame in which City Council would need to act. A
negotiating team meeting is tentatively set for 1 p.m., Tuesday, September 21. Council has
been requested to make a final decision at their September 28 meeting.
In response to a question from Councilmember Jack Jensen, Mr. Humphreys said that yes, the
application and final action on it could be delayed due to the fact that the application
was in hand and the enterprise would encounter no problems with the state with regard to
notification prior to commencement of the work. (The reason for Mr. Jensen's question was
the indication of September 30 as the project's start date).
Mr. Humphreys stated that this was the first project under the Enterprise Zone program
which has been presented to Council. It meets the threshold for income tax sharing.
He and David Watson had met with Superintendent Rusty Clifford and Treasurer Steve
Hinshaw of the West Carrollton School District that morning to discuss the project.
Mr. Humphreys concluded his report and asked Council for the direction they would like the
negotiating team to take. In response to that question, some council members asked Mr.
Watson and Mr. Humphreys on what items was their direction needed. Item noted for
Council's discussion was the concept of setting the date for the tax abatement to end for
2006 rather than a full ten year abatement. The reason for doing so was that the project
is based on a contract with General Motors to deliver products, such as car seats and
interior headliners, for the new 2000 unit year for the Blazer products. Also, there was a
need for direction on sharing income tax because of a good deal of concern about how the
cash flow would be for this project. Following considerable discussion Council concluded
that staff and the negotiating team should pursue the agreement with Findlay Industries,
and that more discussion should take place with the school district with regard to sharing
taxes.
Mr. Watson then noted an additional item for Council's direction. Did Council wish to
negotiate an annual fee from the enterprise to offset the cost of managing and
administering the program? After some discussion it was the direction of Council that Mr.
Williams, as both a member of the negotiating team and city manager, negotiate with the
enterprise for an annual fee not to exceed the maximum allowed by state law.
Enterprise Zone application discussion concluded.
COMMENTS BY COUNCIL
Councilmember Mounce inquired about the status of cameras for the Council Chambers. Mr.
Williams replied that they were expected to arrive in the very near future. Councilmember
Mounce then thanked Mr. Williams for the status report on the Vision Statement. He stated
that he felt that the report was very thorough and was pleased with the progress made thus
far in the Vision Statement action items.
Councilmember Bill Ennis expressed his concern about paper delivery, particularly
telephone books and advertisements distributed to residents' homes. He is concerned that
these papers and periodicals are being haphazardly thrown in the yards rather than at the
front steps, and that they were in fact causing a litter problem which was evident in both
yards and streets. Some of the product that was being distributed did not make it to the
porch, but was actually found in the street, was getting wet, and becoming somewhat of a
nuisance in the neighborhoods. Councilmember Ennis noted that he believed all that needed
to be done was to have an ordinance passed to restrict delivery of this type of material
and that would take care of the problem as he saw it.
City Manager Williams responded that possibly instead of such an ordinance, better
enforcement could be applied to require where papers, etc. can be placed. City staff can
work with those service delivery companies to ensure that the product is being delivered
to the porch. The property owner can then properly dispose of the product if it is
unwanted.
Councilmember Bill Gordon inquired about the minimal amount of bid for the collection and
disposal of recyclables - cost and limit. City Manager Williams noted that the threshold
was established by the state and that it was not the cost of the bid, but rather the
minimal threshold; that the project was at a level where Council by this ordinance could
grant the city manager the authority to approve and sign additional contracts for the
collection and disposal of recyclables.
Mayor Maxine Gilman and Councilmember Jeff Sanner noted a problem or concern that they had
with truck noise disturbance along Alex Road. The concern involved trucks using a
"jake brake" to assist in slowing the vehicle. These "jake brakes" are
causing a considerable amount of noise and disturbance in the neighborhood. Mayor Gilman
noted that the police department cannot do anything at this time as it is not in conflict
with any ordinance on the books. However, Councilmember Ennis noted that in some
communities where he had been previously associated, there were specific ordinances that
restrict this type of equipment. City Manager Williams stated that staff would look into
the issue and prepare a report for Council.
Councilmember Gordon noted a concern about trucks on Elm Street, and his belief that Elm
Street is a non-truck route. He had followed a truck recently along Elm Street that
entered the paper mill. City Manager Williams indicated that he would look into that.
Councilmember Gordon also noted a concern with a property on Elm Street. City Manager
Williams responded that staff would look into the concern.
A motion to adjourn was made by Councilmember Mounce, seconded by Councilmember Gordon.
All voting in favor, the meeting was adjourned.
_______________________________ ____________________________
MAYOR CLERK OF COUNCIL