Board of Aldermen Meeting

CITY OF WILLARD BOARD OF ALDERMEN REGULAR MEETING April 10, 2023 7:00 p.m. Staff present: Interim City Administrator, Steve Bodenhamer; Director of Finance, Carolyn Halverson; City Planner, Scott Hayes; Director of Parks and Recreation, Jason Knight; Police Officer, J.D. Landon; and City Clerk, Dona Slater. City Attorney Ken Reynolds was present. Citizens in attendance: Bradley Mowell, Kathy Stewart, Debbie Ihrig, Marsha and Scott Swatosh David Keene, Aaron Clinton, Terry Kathcart, Jim Vaughn, Matt Kelley, and Allen Collins. Call to Order. Mayor Snider called the meeting to order at 7:00p.m. Roll Call. The City Clerk conducted the Roll Call. Alderman Hendrickson-present, Alderman Whitman- present, Alderman Hall-present, Alderman Simmons-present, Mayor Snider-present, Alderman Baird-not present. Agenda Amendments/Agenda Approval. The Agenda was amended to add item 2a, the acknowledgment of the election results presented by the Greene County Clerk, item 9, to discuss donating the Park’s dunk tank to Camp Character, item 9a, to call a Special meeting to administer the Oath of Office to new and incumbent elected officials, and item 9b, to conduct a tour of facilities and assets for new and incumbent elected officials. Motion was made by Alderman Simmons and seconded by Alderman Hall to approve the amended Agenda. Motion carried with a vote of 4-0. Voting aye: Aldermen Simmons, Hall, Whitman, and Hendrickson. Acknowledgment of Election Results presented by the Greene County Clerk. The City Clerk read the top two candidate names and votes received for Mayor and the open Aldermen seats for each ward. Consent Agenda. Alderman Simmons asked if we had someone to do inspections since Chris Straw is stepping away. Mr. Bodenhamer said Randy Brown will be utilized for residential inspections. Mr. Hayes stated the City will be searching for a commercial inspector. Alderman Simmons asked if there are resources from the county or state to help with inspections. Mr. Bodenhamer said other jurisdictions will not help and we need someone with international building code certification. Motion was made by Alderman Whitman and seconded by Alderman Simmons to approve the Consent Agenda. Motion carried with a vote of 4-0. Voting aye: Aldermen Simmons, Hendrickson, Whitman, and Hall. Discussion/Vote on current Outstanding Invoices, Draft and Check Paid Invoices for March/April 2023. Mr. Bodenhamer stated the Foxfire lift station issue was settled by Ordinance and the City took responsibility for the lift station. Alderman Hendrickson asked it the Pyrotechnic payment paid for everything. Mr. Knight said it did. Motion was made by Alderman Hall and seconded by Alderman Simmons to approve the current Outstanding Invoices, Draft and Check Paid Invoices for March/April 2023. Motion carried with a vote of 4-0. Voting aye: Aldermen Simmons, Hendrickson, Whitman, and Hall. Administrator’s Report. The Interim City Administrator presented his report. Citizen Input. None Re-approval of Hoffman Hills Preliminary Plat and Development plan. Mr. Hayes stated the preliminary plat and development plans had been presented over a year ago but the plat expires after twelve (12) months per City Code. The preliminary plat needs to be re- approved since it has been over twelve (12) months. There have been no changes to the plat and everything is moving along. Alderman Whitman asked if the Planning and Zoning Commission had any concerns about the re-approval. Mr. Hayes said no and that it is impossible to get a final plat in a year so he is looking to change the City Code. Motion was made by Alderman Whitman and seconded by Alderman Hall to re-approve the Hoffman Hills Preliminary Plat and Development plan. Motion carried with a vote of 4-0. Voting aye: Aldermen Simmons, Hendrickson, Whitman, and Hall. Approval of ATM Commercial Subdivision Phase 3 Preliminary Plat. Mr. Hayes presented the minutes and maps from the Planning and Zoning Commision meeting. He stated the developer is working on floodplain revisions and needs curbs and gutters in place. He said there will be four (4) commercial lots. Mayor Snider asked if the property is inside the FEMA floodplain map. Mr. Hayes said the developer reached out to FEMA on his own. FEMA is still working on revising the floodplain maps and is still one (1) to two (2) years out. The Mayor asked if the owners will have to carry flood insurance. Mr. Hayes said no because the revisions will pull them out of the floodplain. Motion was made by Alderman Simmons and seconded by Alderman Hendrickson to approve the ATM Commercial Subdivision Phase 3 Preliminary Plat. Motion carried with a vote of 4-0. Voting aye: Aldermen Simmons, Hendrickson, Whitman, and Hall. Approval to declare the Parks Department Dunk Tank as surplus. Mr. Knight stated Parks has had the tank for several years but due to the changing attitudes of people, litigation it is too much of a liability. The Parks department would like to donate the tank to Camp Character. Alderman Hendrickson asked City Attorney, Mr. Reynolds if the City is liable for any incidents. Mr. Reynolds stated we need to ask Camp Character to add the City as co-insured on their liability insurance. Mr. Bodenhamer said he will visit with the Chief of Police to see if he will add the City as co-insured. If he can’t the dunk tank will be scrapped. Motion was made by Alderman Hendrickson and seconded by Alderman Whitman to declare the Parks Department dunk tank as surplus and to donate it to Camp Character contingent on the City being listed as co-insured on the liability insurance. Motion carried with a vote of 4-0. Voting aye: Aldermen Simmons, Hendrickson, Whitman, and Hall. Mr. Bodenhamer made a recommendation to move forward with a Special meeting of the Board of Aldermen to administer the Oath of Office and to present an orientation on the operation of municipal governments to incumbent and newly elected board members. After discussion it was agreed to convene a Special meeting Wednesday, April 19, 2023 at 7:00 p.m. Mr. Bodenhamer would like to set up a date and time to familiarize incumbent and new Board members with City assets so they understand what is being discussed at Board meetings. It was decided to table this item until after the next regular session of the Board of Aldermen. New Business. Alderman Hendrickson stated there was a lot of activity in the mural building over the weekend from approximately 10:00 a.m. until mid-afternoon. Mr. Knight said he was unaware of this and will check with his staff and address this issue. Alderman Whitman said he was watching the election results and there are a lot of communities approving the 3 per-cent sales tax for cannabis. He suggested the City think about adding this to the next election ballot. Mr. Bodenhamer said this is on the to-do list for the new Board. There was confusion on the provision of stacking taxes. We have medical marihuana but not recreational marijuana on the books. Mr. Reynolds stated that any tax must go to a vote of the people. Unfinished Business None. Close Open Session Motion was made by Alderman Hall and seconded by Alderman Simmons to recess the Open Session. Motion carried with a vote of 4-0. Voting aye: Aldermen Simmons, Hendrickson, Whitman, and Hall. The Open Session was closed at 7:50 p.m. Open Executive Session Motion was made by Alderman Simmons and seconded by Alderman Whitman to Open the Executive session. Motion carried with a vote of 4-0. Voting aye: Aldermen Simmons, Hendrickson, Whitman, and Hall. The Mayor opened the Executive Session at 8:00 p.m. Close Executive Session Motion was made by Alderman Hendrickson and seconded by Alderman Simmons to close the Executive Session. Motion carried with a vote of 4-0. Voting aye: Aldermen Simmons, Hendrickson, Whitman, and Hall. The Executive Session closed at 8:21 p.m. Adjourn Meeting Motion was made by Alderman Hall and seconded by Alderman Simmons to adjourn the meeting. Motion carried with a vote of 4-0. Voting aye: Aldermen Simmons, Hendrickson, Whitman, and Hall. The meeting was Adjourned at 8:22 p.m. ________________________________ __________________________ Dona Slater, City Clerk Samuel Snider, Mayor