Ashland City Council

MINUTES FOR THE REGULAR SESSION OF COUNCILTuesday, May 2, 2017 at

7:00 p.m.Council Chambers

ROLL CALLCouncil at Large Matt Miller PresentWard 1: Steve N Workman PresentWard 2: Robert M Valentine PresentWard 3: Ruth G Detrow PresentWard 4: Sandra Hedlund Tunnell Present

PLEDGE OF ALLEGIANCE

PRESENTATION OF MINUTES

Moved by Mrs. Tunnell and seconded by Mr. Valentine that the minutes of the Regular Session of City Council held Tuesday, April 18, 2017 be approved.Ayes: Mr. Miller, Mr. Workman, Mr. Valentine, Mrs. Detrow, Mrs. Tunnell

Mrs. Detrow stated we are scheduled to have a Public Hearing at 7:10 p.m.; however, we are going to start it a bit early.

Mrs. Detrow asked Mr. Bush if there was a problem with that.

Mr. Bush stated no, no problem.

Mrs. Detrow stated we have to have the hearing before the first ordinance.

Mr. Bush stated that is fine.

LEGISLATIONOrdinances:Ordinance No. 38-17Item a.)AN ORDINANCE REZONING A CERTAIN AREA OF THE CITY OF ASHLAND, OHIO FROM “R-S” RESIDENTIAL DISTRICT TO “M-4” INDUSTRIAL AND BUSINESS PARK DISTRICT.

Moved by Mrs. Tunnell and seconded by Mr. Valentine to invoke Section 113.01 of the Codified Ordinances as the distribution of the Ordinance has satisfied the requirements of said Section and that a further reading be dispensed with at this time.

Ayes: Mr. Workman, Mr. Valentine, Mrs. Detrow, Mrs. Tunnell, Mr. Miller

Mrs. Detrow asked if anyone had anything additional to say.

There were no further questions.

Moved by Mrs. Tunnell and seconded by Mr. Valentine that the Ordinance be passed on the first reading.Ayes: Mr. Valentine, Mrs. Detrow, Mrs. Tunnell, Mr. Miller, Mr. WorkmanMoved by Mrs. Detrow and seconded by Mrs. Tunnell that the rules requiring the reading on three separate days be suspended and that the Ordinance be passed on the second and third readings.Ayes: Mrs. Detrow, Mrs. Tunnell, Mr. Miller, Mr. Workman, Mr. ValentineMoved by Mrs. Tunnell and seconded by Mr. Valentine that the Ordinance be passed.Ayes: Mrs. Tunnell, Mr. Miller, Mr. Workman, Mr. Valentine, Mrs. Detrow

Ordinance No. 39-17Item b.)AN ORDINANCE CREATING ADDITIONAL APPROPRIATIONS; AND DECLARING AN EMERGENCY

Moved by Mrs. Tunnell and seconded by Mr. Valentine to invoke Section 113.01 of the Codified Ordinances as the distribution of the Ordinance has satisfied the requirements of said Section and that a further reading be dispensed with at this time.Ayes: Mr. Miller, Mr. Workman, Mr. Valentine, Mrs. Detrow, Mrs. Tunnell

Testimony provided by Larry Paxton.

Mr. Paxton stated this ordinance allows additional appropriations to be created for the Service Division for additional property taxes that are going to be collected and some additional interest on the 2013 bonds.

There were no further questions.

Moved by Mrs. Tunnell and seconded by Mr. Valentine that the Ordinance be passed on the first reading.Ayes: Mr. Workman, Mr. Valentine, Mrs. Detrow, Mrs. Tunnell, Mr. MillerMoved by Mrs. Detrow and seconded by Mrs. Tunnell that the rules requiring the reading on three separate days be suspended and that the Ordinance be passed on the second and third readings.Ayes: Mr. Valentine, Mrs. Detrow, Mrs. Tunnell, Mr. Miller, Mr. WorkmanMoved by Mrs. Tunnell and seconded by Mr. Valentine that the Ordinance be passed.Ayes: Mrs. Detrow, Mrs. Tunnell, Mr. Miller, Mr. Workman, Mr. Valentine.

Ordinance No. 40-17Item c.)AN ORDINANCE AUTHORIZING AND DIRECTING THE DIRECTOR OF FINANCE TO MAKE THE FOLLOWING TRANSFERS WITHIN 2017 APPROPRIATIONS; AND DECLARING AN EMERGENCY

Moved by Mrs. Tunnell and seconded by Mr. Valentine to invoke Section 113.01 of the Codified Ordinances as the distribution of the Ordinance has satisfied the requirements of said Section and that a further reading be dispensed with at this time.Ayes: Mrs. Tunnell, Mr. Miller, Mr. Workman, Mr. Valentine, Mrs. Detrow

Testimony provided by Larry Paxton.

Mr. Paxton stated this ordinance allows us to fill a couple of empty spots that during the 2017 appropriations some of the departments used some lines that did not have money appropriated to them.

Mr. Paxton stated this is an effort to fill in those by moving monies from other lines within the appropriations.

Mr. Paxton stated there is a third revision that you all received this evening.

Mr. Paxton stated on that revision sheet one item being moved is the Sewer fund to the Sewer Capital Improvements System which is $400,000.

Mr. Paxton stated they are moving $25,000 from the Water Fund to the Water Systems Capital Improvements Fund.

Mr. Paxton stated these were appropriated in your appropriations.

Mr. Paxton stated unfortunately the State Auditor asks that I get permission before I make these transfers.

Mr. Paxton stated he apologizes for not getting the most recent revision to you sooner.

There were no further questions.

Moved by Mrs. Tunnell and seconded by Mr. Valentine that the Ordinance be passed on the first reading.Ayes: Mr. Miller, Mr. Workman, Mr. Valentine, Mrs. Detrow, Mrs. TunnellMoved by Mrs. Detrow and seconded by Mrs. Tunnell that the rules requiring the reading on three separate days be suspended and that the Ordinance be passed on the second and third readings.Ayes: Mr. Workman, Mr. Valentine, Mrs. Detrow, Mrs. Tunnell, Mr. MillerMoved by Mrs. Tunnell and seconded by Mr. Valentine that the Ordinance be passed.Ayes: Mr. Valentine, Mrs. Detrow, Mrs. Tunnell, Mr. Miller, Mr. Workman

Ordinance No. 41-17Item d.)AN ORDINANCE AUTHORIZING AND DIRECTING THE MAYOR, DIRECTOR OF PUBLIC SERVICE, TO ENTER INTO A CONTRACT FOR PROFESSIONAL ENGINEERING SERVICES RELATED TO THE CLEVELAND AVENUE BRIDGE REHABILITATION PROJECT; AND DECLARING AN EMERGENCY.

Moved by Mrs. Tunnell and seconded by Mr. Valentine to invoke Section 113.01 of the Codified Ordinances as the distribution of the Ordinance has satisfied the requirements of said Section and that a further reading be dispensed with at this time.Ayes: Mrs. Detrow, Mrs. Tunnell, Mr. Miller, Mr. Workman, Mr. Valentine

Testimony provided by Shane Kremser.

Mr. Kremser stated last year we had applied as our Ohio Public Works Commission Issue 1 Application Project.

Mr. Kremser stated this was to rehabilitate Cleveland Avenue Bridge.

Mr. Kremser stated pictures are included in your packet.

Mr. Kremser stated the bridge was built in 1970, so it needs rehabilitated to make the needed repairs to it.

Mr. Kremser stated the bridge is safe but it needs to be rehabilitated because of the failures at the end of the decking.

Mr. Kremser stated 80% would be funded through the Ohio Public Works Commission Grant, even the consultant fees, as well as 80% of the construction cost.

Mr. Kremser stated this is a great opportunity.

Mrs. Detrow stated the bridge looks bad, but the underneath looks safe.

Mr. Kremser stated the bridge gets rated and it is a safe one.

Mr. Miller thanked Mr. Kremser for the photo album; the pictures were extensive.

There were no further questions.

Moved by Mrs. Tunnell and seconded by Mr. Valentine that the Ordinance be passed on the first reading.Ayes: Mrs. Tunnell, Mr. Miller, Mr. Workman, Mr. Valentine, Mrs. DetrowMoved by Mrs. Detrow and seconded by Mrs. Tunnell that the rules requiring the reading on three separate days be suspended and that the Ordinance be passed on the second and third readings.Ayes: Mr. Miller, Mr. Workman, Mr. Valentine, Mrs. Detrow, Mrs. TunnellMoved by Mrs. Tunnell and seconded by Mr. Valentine that the Ordinance be passed.Ayes: Mr. Workman, Mr. Valentine, Mrs. Detrow, Mrs. Tunnell, Mr. Miller

Mrs. Detrow stated to the lady that just walked in late that she didn’t know her, but asked if she came for something special.

The lady stated she was her for the rezoning meeting.

Mrs. Detrow stated it is done.

The lady was identified as Mrs. Beth Anne Weidenhamer, who stated it was supposed to be at 7:10 p.m.

Mrs. Weidenhamer asked if she missed it.

Mrs. Detrow stated yes, you missed it.

Mr. Workman stated it was quick but we are happy to hear your concerns.

Mrs. Detrow stated it was her fault for hurrying this and they would all be glad to .listen to what she had intended to say.

Mrs. Weidenhamer stated she was here tonight to find out more information because she lives on George Road.

Mrs. Weidenhamer was concerned because she said the zoning looks like it will come right up to her back yard.

Mrs. Weidenhamer stated she was just hoping to get more information about it.

Mr. Kremser repeated what he said earlier in the meeting about how the current owner wants to extend Commerce Parkway a thousand feet to business and industrial uses along that extension.

Mrs. Weidenhamer asked if this was approved already.

Mr. Kremser stated the first step just requested that the land be rezoned.

Mr. Kremser stated the Planning Commission made this recommendation to change the zoning from “R-S” to “M-4”.

Mrs. Tunnell asked Mr. Kremser to explain what “M-4” entails.

Mr. Kremser stated is an Industrial and Business Park.

Mr. Kremser went over to Mrs. Weidenhamer with a map and showed her what was going to be rezoned.

Mrs. Weidenhamer again asked if this was a done deal.

Mrs. Detrow stated there is a lot of work to be done yet that involved the Planning Commission yet.

Mrs. Detrow stated so this is not a totally done deal.

Mrs. Detrow stated no one opposed the ordinance tonight and there were people here from the neighborhood.

Mr. Bush asked if they have to turn in site plans.

Mr. Kremser stated yes.

Mr. Bush stated he doubts a factory would get approved to go in right behind your property.

Mr. Bush stated there is a lot of land back there but he understands her concern.

Mrs. Tunnell stated this is just the first step and there is a lot that can happen between now and then.

Mrs. Tunnell stated not to worry just yet.

Mr. Miller asked if we could give Mrs. Weidenhamer the developer’s name and phone number so she could call and ask them some questions.

Mr. Kremser stated yes we could do that, but he is not sure what they are willing to share.

Mr. Kremer stated a lot of it is not finalized but he will get that information to Mrs. Weidenhamer.

Mr. Miller stated the developer doesn’t reveal their intentions to us either.

Mr. Miller stated tonight was just to get the rezoning approved.

Mayor Fishpaw asked if she lives within the city.

Mr. Kremser stated no, she got the letter as a courtesy from us.

Mr. Kremser stated the letter did say if you have any questions or concerns to call in.

Mr. Kremser stated he didn’t get any calls in regards to this and Jody had a few, but nothing specific.

Mrs. Detrow asked Mr. Bush if we need to do anything since we had the Public Hearing 6 minutes early.

Mr. Bush stated no.

Mr. Kremser stated he will get her number after the meeting to give to the developer.

Mr. Kremser stated you have a lot of back yard that would act as a buffer is what we were thinking.

Ordinance No. 42-17Item e.)AN ORDINANCE AUTHORIZING THE ISSUING OF A “THEN AND NOW” CERTIFICATE FOR THE FOLLOWING ATTACHED EXPENDITURE FOR THE CITY OF ASHLAND, OHIO; AND DECLARING AN EMERGENCY

Moved by Mrs. Tunnell and seconded by Mr. Valentine to invoke Section 113.01 of the Codified Ordinances as the distribution of the Ordinance has satisfied the requirements of said Section and that a further reading be dispensed with at this time.Ayes: Mr. Valentine, Mrs. Detrow, Mrs. Tunnell, Mr. Miller, Mr. Workman

Testimony provided by Larry Paxton.

Mr. Paxton stated these expenditures are ongoing ordinary operating expenses.

Mr. Paxton stated unfortunately the purchase order did not get issued before the expense was incurred

Mr. Paxton stated this exceeds the $3,000 limit so I need your approval in order to pay the bill.

There were no further questions.

Moved by Mrs. Tunnell and seconded by Mr. Valentine that the Ordinance be passed on the first reading.Ayes: Mrs. Detrow, Mrs. Tunnell, Mr. Miller, Mr. Workman, Mr. ValentineMoved by Mrs. Detrow and seconded by Mrs. Tunnell that the rules requiring the reading on three separate days be suspended and that the Ordinance be passed on the second and third readings.Ayes: Mrs. Tunnell, Mr. Miller, Mr. Workman, Mr. Valentine, Mrs. DetrowMoved by Mrs. Tunnell and seconded by Mr. Valentine that the Ordinance be passed.Ayes: Mr. Miller, Mr. Workman, Mr. Valentine, Mrs. Detrow, Mrs. Tunnell

RESOLUTIONS: Resolution No. 8-17Item a.)A RESOLUTION REQUESTING THE COUNTY AUDITOR’S TAX LEVY CERTIFICATION PURSUANT TO REVISED CODE SECTION 5705.3 (B).

Moved by Mrs. Tunnell and seconded by Mr. Workman to invoke Section 113.01 of the Codified Ordinances as the distribution of the Ordinance has satisfied the requirements of said Section and that a further reading be dispensed with at this time.Ayes: Mr. Workman, Mr. Valentine, Mrs. Detrow, Mrs. Tunnell, Mr. Miller

There were no questions.

Moved by Mrs. Tunnell and seconded by Mr. Valentine that the Resolution be passed on the first reading.Ayes: Mr. Valentine, Mrs. Detrow, Mrs. Tunnell, Mr. Miller, Mr. WorkmanMoved by Mrs. Detrow and seconded by Mrs. Tunnell that the rules requiring the reading on three separate days be suspended and that the Resolution be passed on the second and third readings.Ayes: Mrs. Detrow, Mrs. Tunnell, Mr. Miller, Mr. Workman, Mr. ValentineMoved by Mrs. Tunnell and seconded by Mr. Valentine that the Resolution be passed.Ayes: Mrs. Tunnell, Mr. Miller, Mr. Workman, Mr. Valentine, Mrs. Detrow

Resolution No. 9-17Item b.)A FINAL RESOLUTION AUTHORIZING AND DIRECTING THE MAYOR, DIRECTOR OF PUBLIC SERVICE, TO ENTER INTO A CONTRACT WITH THE OHIO DEPARTMENT OF TRANSPORTATION FOR THE TRAFFIC SIGNAL INSTALLATION AND/OR UPGRADES AT THE INTERSECTIONS OF US 250/SUGARBUSH DRIVE, US 250/GEORGE ROAD, AND US 42/KING ROAD (CR995); TO BE FUNDED BY ACCOUNT NO. 204-1201-55501 WITH AN ESTIMATED COST OF $28,815.50; AND DECLARING AN EMERGENCY.

Moved by Mrs. Tunnell and seconded by Mr. Valentine to invoke Section 113.01 of the Codified Ordinances as the distribution of the Ordinance has satisfied the requirements of said Section and that a further reading be dispensed with at this time.Ayes: Mr. Workman, Mr. Valentine, Mrs. Detrow, Mrs. TunnellAbstain: Mr. Miller

Testimony provided by Shane Kremser.

Mr. Kremser stated if remember there was a preliminary resolution that authorized the district to move forward on coming up with the final cost estimate and to prepare plans for bid.

Mr. Kremser stated this is in regards to the upgrade of traffic signals at George Road, US 250 and to add a new signal outside the corporation at County Road 995 and US 42.

Mr. Kremser stated the district has graciously taken over the maintenance responsibilities of Sugarbush, US 250, and George Road.

Mr. Kremser stated they reached out to us to here at the city and we asked if we could add pre-emption to those signals.

Mr. Kremser stated they said yes, but you may but you have to pay 100% of that cost.

Mr. Kremser stated pre-emption will be added to the new signal out in the township as well.

Mr. Kremser stated the portion is $28, 815.00 for the pre-emption on all three signals.

Mr. Miller stated this new signal at 995 and 42 is where we did lose a young person fairly recent so people have spoken up saying we need a signal at that location.

Mr. Miller stated when ODOT experiences a traffic death on our roads; we immediately take a look at it and evaluate it to see if a signal is merited at that location.

Mr. Miller stated they deemed it is for safety purposes.

Mr. Kremser stated the ODOT safety fund is paying for this.

Mr. Workman agreed and said this was justified.

Mr. Kremser stated traffic signals can be annoying just like stop signs but safety prevails.

There were no further questions.

Moved by Mrs. Tunnell and seconded by Mr. Valentine that the Resolution be passed on the first reading.Ayes: Mr. Workman, Mr. Valentine, Mrs. Detrow, Mrs. TunnellAbstain: Mr. MillerMoved by Mrs. Detrow and seconded by Mrs. Tunnell that the rules requiring the reading on three separate days be suspended and that the Resolution be passed on the second and third readings.Ayes: Mr. Valentine, Mrs. Detrow, Mrs. Tunnell, Mr. WorkmanAbstain: Mr. MillerMoved by Mrs. Tunnell and seconded by Mr. Valentine that the Resolution be passed.Ayes: Mrs. Detrow, Mrs. Tunnell, Mr. Workman, Mrs. ValentineAbstain: Mr. Miller

Resolution 10-17Item c.)A RESOLUTION AUTHORIZING AND DIRECTING THE MAYOR TO APPLY TO THE OHIODEPARTMENT OF TRANSPORTATION FOR TRANSPORTATION ALTERNATIVE PROGRAM (TAP) FUNDING; AND DECLARING AN EMERGENCY.

Resolution read in full by Shane Kremser.

WHEREAS, the Ohio Department of Transportation administers the Transportation Alternative Program Grant, which provides funding for projects defined as transportation alternatives, including off-road pedestrian and bicycle facilities, infrastructure projects for improving non-drive access to public transportation and enhanced mobility, community improvement activities, and environmental mitigation; recreational trail program projects; and safe routes to school projects; and

WHEREAS, the Transportation Alternatives Program Grant provides up to 95% of the cost of qualifying improvements; and

WHEREAS, the City of Ashland, Ohio, desires to participate in and receive financial assistance for the construction of a multi-use paved trail along US-42 which begins at Center Street (SR-60) and ends at North Davis Road, said project otherwise known as the Center Street Trail Project; and

WHEREAS, said application must be submitted to the Ohio Department of Transportation on or before May 15, 2017, therefore this Resolution is declared to be an emergency measure immediately necessary for the preservation of the public peace, property, health, safety and welfare; now therefore,

BE IT RESOLVED by the Council of the City of Ashland, State of Ohio, ____ members thereto concurring:

Section 1. That the Council of the City of Ashland, Ohio, hereby approves filing of an application for financial assistance under the 2017 Ohio Department of Transportation’s Transportation Alternatives Program.

Section 2. That Duane Fishpaw, Mayor and Director of Public Service, be and he is hereby authorized and directed to execute and file an application with the Ohio Department of Transportation and to provide all information and documentation required in said application.

Ordinance No: __________Page 2

Section 3. That for the reason that said application must be filed on or before May 15, 2017; this Resolution is declared to be an emergency measure immediately necessary for the preservation of the public peace, property, health, safety and welfare.

Section 4. That this Resolution shall take effect and be in force from and after its passage by Council and approved pursuant to Section 12 of the Charter of the City of Ashland, Ohio.

Testimony provided by Shane Kremser.

Mr. Kremser stated Planning Commission is looking at long range planning.

Mr. Kremser stated one of the plans in the past was to install a 10 foot wide multi use path from Center Street on the west side of 42, all the way down 42.

Mr. Kremser stated this multi-use path would be located 20 feet off the pavement.

Mr. Kremser stated we submitted a letter of interest to ODOT, with a preliminary plan for the project, and it was approved.

Mr. Kremer stated so they authorized us to submit a formal application.

Mr. Kremser stated the grant funding is 95% paid through the Transportation Alternatives Program.

Mr. Kremser stated the other 5% will be paid through University Hospitals.

Mr. Kremser stated the reason this is all coming late is because when I was going through the online application I saw it said you need a resolution from the legislative authority; that’s why I didn’t have this on previously.

Mr. Kremser stated he apologizes for that.

Mr. Kremser stated University Hospital has pledged to finance that 5% and to pay for the environmental assessment that is required by ODOT.

Mr. Kremser stated they won’t cover engineering costs and neither will the grant so we will have to do it.

There were no further questions.

Moved by Mrs. Tunnell and seconded by Mr. Valentine that the Resolution be passed on the first reading.Ayes: Mrs. Tunnell, Mr. Workman, Mr. Valentine, Mrs. DetrowAbstain: Mr. MillerMoved by Mrs. Detrow and seconded by Mrs. Tunnell that the rules requiring the reading on three separate days be suspended and that the Resolution be passed on the second and third readings.Ayes: Mr. Workman, Mr. Valentine, Mrs. Detrow, Mrs. TunnellAbstain: Mr. MillerMoved by Mrs. Tunnell and seconded by Mr. Valentine that the Resolution be passed.Ayes: Mr. Workman, Mr. Valentine, Mrs. Detrow, Mrs. Tunnell

Abstain: Mr. Miller

PUBLIC HEARING ITEMS: Request for Change of Zoning- Commerce Parkway, 7:10 p.m.

Mr. Kremser stated the first public hearing is in regards to a public rezoning.

Mr. Kremser stated this recommendation came from Planning Commission.

Mr. Kremser stated Panning Commission recommended this part of Commerce Parkway be rezoned from “R-S” to “M-4”.

Mr. Kremser stated there will still be a portion of “R-S” that remains.

Mr. Kremser stated the previous developer that developed Commerce Parkway had sold the land when the recession hit and now there is a new owner that is looking to extend Commerce Parkway.

Mr. Kremser stated the current developer is looking at more industrial and business.

Mr. Kremser stated the plan is to extend Commerce Parkway another thousand feet.

Mr. Workman asked if the letters went out about this to the property owners.

Mr. Kremser stated yes, through council.

Mr. Workman asked if there were any returned comments.

Mr. Kremser stated the council clerk got a couple of questions but he did not.

Mrs. Ann Schar stated they are one of the neighbors and they are fine with it.

Mrs. Detrow stated the Planning Commission has recommended that we go ahead with this.

Mr. Kremser stated yes.

Mr. Kremser stated there may be someone from the developer here tonight.

The developer stated they are supporting the recommendation of Shane but if you have any questions he would be happy to answer them.

OLD BUSINESS: None

NEW BUSINESS: None

FINANCE DIRECTOR:

Mr. Paxton stated since the last council meeting we did receive our first donation for the tennis courts which was $500.

Mr. Paxton stated we have put a special revenue line in the parks funding so it can be tracked.

COUNCIL COMMENTS:

Mrs. Detrow stated she has been hearing from residents that their neighbor’s grass is too high; a lot of this is going on.

Mrs. Detrow stated we have an inspector who will go out, measure the grass, and write letters so that it gets taken care of.

Mrs. Detrow stated we need to be a little bit kinder to our neighbors right now with that issue.

Mrs. Detrow stated she also had a call about the Reagan Elementary crossing.

Mrs. Detrow stated this person said we really need a cross walk there.

Mrs. Detrow thanked Jerry Mack for telling her this been in the works for some time.

Mrs. Detrow asked if he or Mr. Kremser know when this will happen.

Mr. Kremser stated it is in the works for this year; we still need to get pricing on concrete and solar power.

MAYORS COMMENTS:

Mayor Fishpaw stated he has been receiving some complaints on people leaving their trash cans out.

Mayor Fishpaw stated this really needs to be addressed because when the wind blows we end up with trash cans all over street.

Mayor Fishpaw stated we really need to push to the citizens that they need to get their trash cans off the tree lawn as quickly as possible after their trash gets picked up.

Mr. Mack updated us on spring clean-up by stating they are in their 5th week.

Mr. Mack stated normally we are done in 5 weeks but it seems like it takes longer every year.

Mr. Mack stated we should be done by the end of this week; there has been an enormous amount of material this year.

Mr. Mack stated there are still televisions lying around, some broken and he wishes he had an answer for where to take them.

Mr. Mack stated the guidelines are online for spring clean-up and if you follow them then spring clean-up will go smooth.

Mrs. Detrow stated the guidelines are on the internet.

Mr. Mack stated yes they are.

Mr. Mack stated the guidelines were in the paper as well.

Mayor Fishpaw stated people tearing buildings and garages down wasn’t the intention of spring clean-up.

Mayor Fishpaw stated that is almost an abuse of the system.

Mayor Fishpaw stated our city grass is a little high some places because they have been busy with spring clean-up, so try to be patient.

Mayor Fishpaw stated we had a $45,000 purchase order submitted and anything over $25,000 has to be brought before council.

Mayor Fishpaw asked Mr. Burgess to address this.

Mr. Burgess stated the directors recognized a number of years ago that the way we do time keeping could use some improvement.

Mr. Burges stated they talked with Mayor Stewart about this and he challenged us to come up with a solution.

Mr. Burgess stated February of 2016 the Mayor named a selection committee and we came up with a solution.

Mr. Burgess stated the funds were appropriated for this and our best option was Kronos Inc.

Mr. Burgess stated the Mayor signed the agreement and the purchase order has been approved.

Mr. Burgess stated we have started introductory meetings about this.

Mr. Burgess stated we need to make sure finance gets what they need for payroll.

Mr. Burgess stated the goal is to have this fully implemented by January 1, 2018.

Mr. Burgess stated we ask your permission to proceed.

Mr. Miller stated ODOT uses this system and it is a good system once you get used to it.

Mrs. Tunnell stated it will make everyone so much more efficient.

Mrs. Tunnell asked if we need a motion.

Mayor Fishpaw stated I don’t think we need a motion; we just needed you to approve it.

Mr. Bush stated we don’t need a motion; they just needed to be advised.

Mr. Paxton stated he prefers a motion since it exceeds the $25,000.

Moved by Mrs. Tunnell and seconded by Mr. Valentine to approve the $45,000 Purchase Order to Kronos Inc.Ayes: Mr. Miller, Mr. Workman, Mr. Valentine, Mrs. Detrow, Mrs. Tunnell

Mayor Fishpaw stated he asked Terry Valentine to come tonight and address a concern with Brookside Golf Course.

Mr. Valentine stated back in 2010 the City of Ashland purchased 60 refurbished carts with the trade-in in June of 2010.

Mr. Valentine stated the cost was $120,137.20 and the carts were three years old at the time.

Mr. Valentine stated the carts were delivered in August of 2010.

Mr. Valentine stated these carts are currently in their sixth to seventh season and battery life of a cart is usually 4-5 years.

Mr. Valentine stated as of May 2017, about a third of the course’s carts, are not able to make a 9 hold round and more will continue to cease working as the season progresses.

Mr. Valentine stated we also have 20 chargers that are no longer working.

Mr. Valentine stated if we were to replace the current batteries in the carts then that would cost $25,500 and to replace the current chargers would cost an additional $9,000.

Mr. Valentine stated when we are done fixing up all these carts; we still have 11 year old cart fleets.

Mr. Valentine stated cart revenue from 2011 to 2016 was about $575,000; about 90 to 95 percent of players rent a cart when playing at Brookside.

Mr. Valentine stated the course charges $14 cart rental fee for 18 holes and $7 for 9 holes.

Councilman Valentine and Councilman Miller both expressed a rate increase if the carts are leased, even if it is just a dollar or two.

Mr. Valentine stated the proposal he presented calls for leasing 60 2017 Yamaha gasoline-powered carts.

Mr. Valentine stated these carts are equipped with tops and windshields, and come with a four-year warranty.

Mr. Valentine stated gas carts engines are more efficient and require less maintenance.

Mr. Valentine stated Lake Erie Golf Cars of Warrensville Heights has proposed a lease payment for the remainder of 2017 of $23,756.

Mr. Valentine stated lease payments for the next four years through 2021 would be $35,634 per year.

Mr. Valentine stated that includes a trade-in value of $39,600 for Brookside’s current carts.

Mr. Valentine stated Lake Erie Golf Cars also included a clause in the proposal that would alow the city to terminate the lease if the club closes or is sold.

Mr. Valentine stated the city would be responsible to make all lease payments through October 2018; the company would then pick up the carts at no charge to the city.

Mr. Valentine stated the course also needs to replace its fleet of 10 year-old utility carts.

Mr. Valentine stated the lease proposal from Lake Erie is for three 2017 Cushman Hauler 1200X utility carts all equipped with lights, brush guard, top and windshield and 12 cubic foot electric dump bed.

Mr. Valentine stated the agreement lists $300 per month payments for August through October 2017 and $884 a month payments in May through October for years 2018 through 2021.

Mr. Valentine stated is also contains the opt-out clause after 2018.

Mr. Valentine stated the agreement for 2017 offers a $600 rebate, leaving a net cost for the year of $300.

Mr. Valentine stated we were planning on purchasing one utility vehicle in 2017 for the maintenance department so since we planned on this purchase; the money for the lease already is in our 2017 budget and will continue in the budget forward.

Mayor Fishpaw asked what council wants to do about this.

Mrs. Tunnell asked what he would like council to do about it.

Mayor Fishpaw stated there will be an ordinance at the next council meeting on this.

COMMENTS FROM THE AUDIENCE:

Mr. Fred Pryor stated his first complaint is part of Myers Street has some big holes in it; he would like to get some gravel for these holes.

Mr. Pryor stated he is the only house that is on that part because it is an exit to the junk yard.

Mr. Pryor stated his second complaint is some inspector came by and gave notices to a couple of people in the neighborhood about messes.

Mr. Pryor stated one neighbor took care of it right away and the other has ignored it.

Mr. Pryor stated it look like crap; there is junk cars, garbage, and trash all over the place.

Mr. Pryor stated it has a month and nothing has been done and it has gotten worse.

Mr. Kremser asked if he was talking about the actual savage yard.

Mr. Pryor stated no, it’s a garage.

Mr. Kremser stated we will check on that for you.

Mrs. Detrow asked Mr. Mack how long till your guys are able to do anything with gravel.

Mr. Mack stated a few weeks at least.

Mr. Miller asked Mr. Mack what the short term solution is for some of these streets with big holes.

Mr. Mack stated it would be fixed with coal patch.

Mr. Dave Yanchunas stated tonight when you moved the hearing ahead after you said it would be at a specific time reflects very negatively on council and he is surprised that council people didn’t say something.

Mr. Yanchunas stated it doesn’t look good when people come for a specific hearing and it is already over when they get here.

Pastor Bouquet asked if he could update on the tennis courts.

Pastor Bouquet stated they are having a public meeting on May 16th at 7:00 p.m. at Wenco Wendy’s Franchise on Claremont Avenue.

Pastor Bouquet stated the purpose is to launch the final campaign because the price tag has gone up.

Mr. Kremser stated what was originally discussed was what was conveyed to the contractor, not what should be done to properly restore the courts.

Mr. Kremser stated the intent is to fix the drainage issue, and get all the old, cracked asphalt out.

Mr. Kremser stated they are looking at getting better seating, proposed lighting, and fencing.

Mr. Kremser stated now we are looking at an additional two hundred thousand dollars; so now we are looking at $450,000.

Mr. Kremser stated this is to do it properly.

Pastor Bouquet stated not to be discouraged because there has been some really good feedback and if council supports us in this then that will help.

Pastor Bouquet stated they have reached out to the schools and 3 out 5 school board members agree they should be a part of this.

Pastor Bouquet stated he is not discouraged by this, if we all work together this is not out of sight to raise another couple thousand dollars.

Pastor Bouquet stated they are going to launch a public campaign for funding and they would like to get something in the newspaper for people to see a visual.

Pastor Bouquet stated we may not complete this project this year, but it won’t happen if we don’t start it.

Mr. Miller stated you shouldn’t rule out completing it this year.

Pastor Bouquet stated he is not and if we continue to think about giving people name recognition then that is going to invite some serious money.

Mr. Paul Stevenson stated that the city schools have the most to gain here so he is not sure why they are not committing to some money, other than the maintenance.

Mr. Stevenson stated they can’t commit tax dollars and the city is already picking up over two hundred thousand of it.

Mayor Fishpaw stated he has talked to some of the school people and they are trying to figure out a way to help finance it; that is not out of the question.

Pastor Bouquet stated they are open to it and Mayor Fishpaw agreed.

ADJOURNMENT FROM REGULAR SESSION: p.m. 8:36 p.m.Moved by Mrs. Tunnell and seconded by Mr. Valentine to end the meeting.Ayes: Mr. Miller, Mr. Workman, Mr. Valentine, Mrs. Detrow, Mrs. Tunnell

Respectfully Submitted by,Jody Toms, Clerk of Council

(Word-Mins 5-2-17 RS.doc)