Minutes of the Meeting of Council November 5, 2007
These minutes are unofficial and must be formally approved by Council at the next meeting.
The Council of the City of Sylvania, Ohio met in regular session on Monday, November 5, 2007 at 7:30 p.m. with Mayor Craig A. Stough in the chair. Roll was called with the following members present: Dr. Read Backus, John A. Borell, Jr., Keith M. Haddad, Doug Haynam, Mark Luetke, Todd Milner, Barbara R. Sears (7); absent: 0	Roll call: all present.
Weeblos Pack 248 led the Pledge of Allegiance to the United States of America.	Pledge of Alleg.
Requests were made for the following additions to the agenda: 4a. Introduction of new police officer. 4b. Report on the discussion with Township officials on fire issues. 5. Ad Hoc Monroe Street Corridor Committee report. 5c. Ordinance 96-2007, Monroe Street construction inspection fees. 11a. Schedule a Finance Committee meeting. 11b. Streets Committee report. 11c. Zoning & Annexation Committee report. 13. Ordinance Nos. 97-2007 and 98-2007, prescription benefits agreements. 14. Report on SAJRD=s skate park meeting. 15. Council to adjourn to Executive Session to discuss the possible purchase of property, and a personnel issue. Ms. Sears moved, Mr. Milner seconded, to approve the agenda as amended; roll call vote being: Backus, Borell, Haddad, Haynam, Luetke, Milner, Sears (7) yeas; (0) nays. The motion carried.	Additions to the agenda.
Mayor Stough stated that Council will now consider agenda item 4.
Ms. Sears presented the October 15 meeting minutes. Ms. Sears moved, Dr. Backus seconded, that since the Mayor, members of Council, and others had been furnished copies of these minutes prior to this meeting, Council dispense with the reading of these minutes at this time, and the journal of the minutes of the meeting of October 15, 2007 be approved as submitted, provided there are no amendments from other members of Council. Mr. Haynam moved, Ms. Sears seconded, to amend the second line on page two by deleting Afire levy@ and adding A.5 mill general fund@ in its place; roll call vote being: Borell, Haddad, Haynam, Luetke, Milner, Sears, Backus (7) yeas; (0) nays. The motion carried. Ms. Sears moved, Dr. Backus seconded, to approve the minutes of the meeting of October 15, 2007 as amended; roll call vote being: Haddad, Haynam, Luetke, Milner, Sears, Backus, Borell (7) yeas; (0) nays. The motion carried.	Approval of the October 15 minutes as amended.
Police Chief Gerald Sobb introduced Chad Amstutz who was recently hired as a Sylvania Police Officer.	New police officer.

Law Director James Moan reported on his meeting with Sylvania Township officials to set up a potential framework if the 1.5 mill levy succeeds in both the City and Township. A portion of the funds will pay for fire dispatch, and a portion will go to repay the debt which was an advance from the General Fund to the Fire Fund. The Trustees are meeting on November 7 at 4:00 to further consider it, and Township officials will meet with the Mayor on November 8. City Council previously committed not to use the 1.5 mill funds to finance a City fire department if the levy passes in the City, and not the Township. If that happens, the City will not collect the funds.	Fire levy issues.
Mayor Stough stated that Council will now consider agenda item 5.
Mr. Borell reported that the Ad Hoc Monroe Street Corridor Committee met with JJR on October 22 to consider their two proposals. There were some modifications to the proposed landscape architecture, and JJR will submit a revised proposal. Mr. Borell presented proposed Ordinance No. 92-2007, a written copy of same having been previously furnished to each member of Council. Mr. Haynam requested that the Ordinance be amended to change the appropriation to $85,300. When those tasks are complete, Council will then authorize additional funds. Mr. Borell read aloud by title, as amended, proposed Ordinance No. 92-2007, AAuthorizing the Mayor and Director of Finance to accept the proposal of JJR, LLC to provide surveying, landscape architecture and engineering services through Task 2 of their proposal dated October 15, 2007 and revised October 22, 2007 for the Monroe Street Corridor Improvement Project; appropriating funds therefore in an amount not to exceed $85,300; and declaring an emergency.@ Mr. Borell moved, Mr. Luetke seconded, that Council dispense with the Second and Third Readings of said Ordinance; as amended; roll call vote being: Haynam, Luetke, Milner, Sears, Backus, Borell, Haddad (7) yeas; (0) nays. The motion carried.	Ordinance 92-2007, A...Accept the Proposal of JJR... Monroe Street Corridor...@
Mr. Borell moved, Mr. Haynam seconded, that Ordinance No. 92-2007, as amended, be enacted as an emergency measure as declared therein; roll call vote being: Luetke, Milner, Sears, Backus, Borell, Haddad, Haynam (7) yeas; (0) nays. The motion carried.

Mr. Borell presented and read aloud by title only, proposed Ordinance No. 93-2007, a written copy of same having been previously furnished to each member of Council, AAuthorizing the Mayor and Director of Finance to accept the proposal of JJR, LLC to provide planning consultation services relative to the Monroe Street Corridor Improvement Project; appropriating funds therefore in an amount not to exceed $11,000; and declaring an emergency.@ Mr. Borell moved, Ms. Sears seconded, that Council dispense with the Second and Third Readings of said Ordinance; roll call vote being: Milner, Sears, Backus, Borell, Haddad, Haynam, Luetke (7) yeas; (0) nays. The motion carried.	Ordinance 93-2007, A...Accept the Proposal of JJR...Planning Consultation Services to the Monroe..Corridor ...@
Mr. Borell moved, Mr. Luetke seconded, that Ordinance No. 93-2007 be enacted as an emergency measure as declared therein; roll call vote being: Sears, Backus, Borell, Haddad, Haynam, Luetke, Milner (7) yeas; (0) nays. The motion carried.
Service Director Jeffrey Ballmer=s report on the Monroe Street Project construction inspection was placed on file. Mr. Milner presented and read aloud by title only, proposed Ordinance No. 96-2007, a written copy of same having been previously furnished to each member of Council, AAuthorizing the Mayor and Director of Finance to approve the amendment to the City=s agreement with Tetra Tech, Inc. to reflect the additional time required to complete the inspection services for the Monroe Street Improvement Project; increasing the proposal amount by $20,700; appropriating funds therefore; and declaring an emergency.@ Mr. Milner moved, Mr. Haddad seconded, that Council dispense with the Second and Third Readings of said Ordinance; roll call vote being: Backus, Borell, Haddad, Haynam, Luetke, Milner, Sears (7) yeas; (0) nays. The motion carried.	Ordinance 96-2007, A...Tetra Tech...Additional Time...Inspection Services...Monroe ...Improvement...@
Mr. Milner moved, Mr. Haddad seconded, that Ordinance No. 96-2007 be enacted as an emergency measure as declared therein; roll call vote being: Borell, Haddad, Haynam, Luetke, Milner, Sears, Backus (7) yeas; (0) nays. The motion carried.
Mayor Stough stated that Council will now consider agenda item 6.
Mr. Milner reported that the Streets Committee met at 6:30 , and one topic was to determine if the City will do more sidewalk leveling projects. It was decided that this is strictly a pumping program, and if the walk cannot be pumped, the homeowner is responsible for any repairs. The program for next year will be reviewed when the committee meets again on December 17.	Streets Comm. report.
Mr. Milner presented and read aloud by title only, proposed Ordinance No. 94-2007, a written copy of same having been previously furnished to each member of Council, AAuthorizing the Mayor and Director of Finance to approve the amendment to the City=s agreement with A-1 Concrete Leveling to reflect the additional sidewalk leveling services requested; increasing the proposal amount by $21,400; and declaring an emergency.@ Mr. Milner moved, Mr. Luetke seconded, that Council dispense with the Second and Third Readings of said Ordinance; roll call vote being: Haddad, Haynam, Luetke, Milner, Sears, Backus, Borell (7) yeas; (0) nays. The motion carried.	Ordinance 94-2007, A...Approve ...A-1 Concrete Leveling... Additional Leveling Services...@

Mr. Milner moved, Dr. Backus seconded, that Ordinance No. 94-2007 be enacted as an emergency measure as declared therein; roll call vote being: Haynam, Luetke, Milner, Sears, Backus, Borell, Haddad (7) yeas; (0) nays. The motion carried.
Mayor Stough stated that Council will now consider agenda item 7.
The Service Director=s report on the 2007 Pavement Planing Project was placed on file. Mr. Milner presented and read aloud by title only, proposed Ordinance No. 95-2007, a written copy of same having been previously furnished to each member of Council, AAuthorizing the Mayor and Director of Finance to approve Change Order No. 1 (Final) to this City=s agreement with Gerken Paving, Inc. for the Pavement - Planing 2007 Project which reflects the actual area that was planed; increasing the contract amount by $20,101.28; appropriating the funds therefore; and declaring an emergency.@ Mr. Milner moved, Mr. Haddad seconded, that Council dispense with the Second and Third Readings of said Ordinance; roll call vote being: Luetke, Milner, Sears, Backus, Borell, Haddad, Haynam (7) yeas; (0) nays. The motion carried.	Ordinance 95-2007, A...Change Order...Gerken Paving... Pavement Planing ...@
Mr. Milner moved, Dr. Backus seconded, that Ordinance No. 95-2007 be enacted as an emergency measure as declared therein; roll call vote being: Milner, Sears, Backus, Borell, Haddad, Haynam, Luetke (7) yeas; (0) nays. The motion carried.
Mayor Stough stated that Council will now consider agenda item 8.
Mr. Haynam presented zoning ordinance amendment petition no. PD-2-2007, a request to construct a commercial development with more than one building on a lot, at 3780 N. King Road. Mr. Haynam moved, Mr. Borell seconded, to refer PD-2-2007 to the Municipal Planning Commission for review and recommendation; roll call vote being: Sears, Backus, Borell, Haddad, Haynam, Luetke, Milner (7) yeas; (0) nays. The motion carried.	PD-2-2007 to Planning Comm.
Mayor Stough stated that Council will now consider agenda item 9.
Mayor Stough presented the letter from the Sylvania Area Chamber of Commerce proposing a partnership with the City in seeking grants funding, and the Chamber has identified a grant writer. Mr. Luetke moved, Ms. Sears seconded, to authorize legislation appropriating up to $1,250.00 to share the cost of grant writing with the Chamber; roll call vote being: Backus, Borell, Haddad, Haynam, Luetke, Milner, Sears (7) yeas; (0) nays. The motion carried.	Legislation authorized, share grant writing with Chamber.

Mayor Stough stated that Council will now consider agenda item 10.
Mayor Stough noted that the 2008 Budget was distributed to Council, and he said the Capital Improvement Budget is being updated. Ms. Sears moved, Mr. Haddad seconded, to refer the 2008 Budget to the Finance Committee for review; roll call vote being: Borell, Haddad, Haynam, Luetke, Milner, Sears, Backus (7) yeas; (0) nays. The motion carried.	Budget to Finance Comm.
Mayor Stough stated that Council will now consider agenda item 11.
The Finance Committee will meet on Friday, November 16 at 8:00 a.m. in City Council Chambers to consider the 2008 Budget.	Finance Comm. Nov. 16, 8:00 am.
Mr. Milner reported that the Streets Committee considered the speed bump on Old Farm Lane at their 6:30 meeting. The bump will be milled down, and a traffic study is being done. The committee recommends that traffic studies be conducted for all speed bump requests. He also said that the Township Trustees are seeking a cooperative effort with the City to resolve traffic problems on Silica Drive and San Luis Rey.	Streets Comm. report.
Mr. Haynam said that the Zoning & Annexation Committee met on October 24 to discuss zoning enforcement in the City, and maintaining the housing stock. Current policy is complaint driven. The Committee agreed to request a policy change proposal from the Administration. The committee will meet on November 30 at 8:00 a.m. to consider a zoning and building code enforcement policy. Another topic will be a possible zoning code change to address the issue of electronic signs.	Zoning Comm., Nov. 30, 8:00 a.m.
There were no items for 12, and Mayor Stough stated that Council will now consider agenda item 13.
Director of Personnel George Eichenauer reported on the changes to the City=s drug coverage since the current company will no longer operate a prescription drug plan. Mr. Luetke presented and read aloud by title only, proposed Ordinance No. 97-2007, a written copy of same having been previously furnished to each member of Council, AAuthorizing the Mayor and Director of Finance to enter into a Participating Group Agreement, on behalf of the City of Sylvania, Ohio, with Caremark for a period of 36 months commencing January 1, 2008; and declaring an emergency.@ Mr. Luetke moved, Ms. Sears seconded, that Council dispense with the Second and Third Readings of said Ordinance; roll call vote being: Haddad, Haynam, Luetke, Milner, Sears, Backus, Borell (7) yeas; (0) nays. The motion carried.	Ordinance 97-2007, A...Group Agreement... Caremark...@

Mr. Luetke moved, Mr. Haynam seconded, that Ordinance No. 97-2007 be enacted as an emergency measure as declared therein; roll call vote being: Haynam, Luetke, Milner, Sears, Backus, Borell, Haddad (7) yeas; (0) nays. The motion carried.
Mr. Luetke presented and read aloud by title only, proposed Ordinance No. 98-2007, a written copy of same having been previously furnished to each member of Council, AAuthorizing the Mayor and Director of Finance to enter into a Participating Group Agreement, on behalf of the City of Sylvania, Ohio, with Ohio Mid East Regional Education Service Agency for Pharmacy Benefit Services for a period of 36 months commencing January 1, 2008; and declaring an emergency.@ Mr. Luetke moved, Mr. Milner seconded, that Council dispense with the Second and Third Readings of said Ordinance; roll call vote being: Luetke, Milner, Sears, Backus, Borell, Haddad, Haynam (7) yeas; (0) nays. The motion carried.	Ordinance 98-2007, A...Group Agreement... Ohio Mid East... Pharmacy Benefit ...@
Mr. Luetke moved, Mr. Haddad seconded, that Ordinance No. 98-2007 be enacted as an emergency measure as declared therein; roll call vote being: Milner, Sears, Backus, Borell, Haddad, Haynam, Luetke (7) yeas; (0) nays. The motion carried.
Mayor Stough stated that Council will now consider agenda item 14.
Mr. Haddad reported that the Sylvania Area Joint Recreation District Board of Trustees held a special meeting on October 29 to gauge public interest in a community skate park. He said that many supporters of a park attended.	Skate Park meeting.
Mayor Stough stated that Council will now consider agenda item 15.
At 9:10 p.m. Ms. Sears moved, Mr. Borell seconded, to adjourn to Executive Session of Council to discuss the possible purchase of property, and a personnel issue; roll call vote being: Sears, Backus, Borell, Haddad, Haynam, Luetke, Milner (7) yeas; (0) nays. The motion carried.	Executive Session.
At 9:25 p.m. Mr. Milner moved, Dr. Backus seconded, to return to Regular Session of Council; roll call vote being: Backus, Borell, Haddad, Haynam, Luetke, Milner, Sears (7) yeas; (0) nays. The motion carried.	Regular Session.

Mayor Stough reported that during the Executive Session Council discussed a land purchase issue, and no action is needed at this time. Council also discussed the creation of the temporary position of Assistant Director of Finance. Mr. Luetke presented and read aloud by title only, proposed Ordinance No. 99-2007, a written copy of same having been previously furnished to each member of Council, ARevising the Administrative, Departmental and Divisional Organization of the City and the Codified Ordinances thereof by creating the new position of >Assistant Director of Finance; amending Sylvania Codified Ordinance Section 129.01(d) to add the >Assistant Director of Finance= under the supervision of the Director of Finance from December 17, 2007 through January 28, 2008 at which time the position of >Assistant Director of Finance= shall be eliminated; amending Sylvania Codified Ordinance Section 139.03(e)(3) to set the salary of the >Assistant Director of Finance= at $93,100 annually; and declaring an emergency.@ Mr. Luetke moved, Mr. Haynam seconded, that Council dispense with the Second and Third Readings of said Ordinance; roll call vote being: Borell, Haddad, Haynam, Luetke, Milner, Sears, Backus (7) yeas; (0) nays. The motion carried.	Ordinance 99-2007, A...Creating New Position... Assistant Director of Finance...@
Mr. Luetke moved, Ms. Sears seconded, that Ordinance No. 99-2007 be enacted as an emergency measure as declared therein; roll call vote being: Haddad, Haynam, Luetke, Milner, Sears, Backus, Borell (7) yeas, (0) nays. The motion carried.
Mayor Stough reported that he, the Council President, and the Chairman of the Employee & Community Relations Committee interviewed Scott Smith for the new position. Mayor Stough announced that he has appointed Scott Smith as the Assistant Director of Finance for the period December 17, 2007 through January 28, 2008. Ms. Sears moved, Mr. Luetke seconded, to confirm the Mayor=s appointment of Scott Smith as Assistant Director of Finance; roll call vote being: Haynam, Luetke, Milner, Sears, Backus, Borell, Haddad (7) yeas; (0) nays. The motion carried.	Confirmation of Mayor=s appointment of Assistant Director of Finance.
Mayor Stough stated that all items on the agenda had been considered. Ms. Sears moved, Mr. Borell seconded, that this meeting adjourn. All present voting yeas (7); (0) nays. The motion carried and the meeting adjourned at 9:30 p.m.	Adjournment.

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Clerk of Council Mayor