Minutes of Committee Meeting
Fire Department, Village Engineer, Service Department
Gorman Farm
September 6, 2006
The meeting of the Evendale Council Committee for Fire Department, Village Engineer, Service Department, and Gorman Farm was called to order at 6:10 pm. Councilmembers Smiley-Robertson, Vonderhaar and Schaefer were present. Also present during portions of the meeting were Service Director Joe Wiehe, Jim Bothe, Chief Vail and Mayor Apking.
Cooper Creek
The first issue the committee considered was a method for resolving erosion issues along Cooper Creek. This issue had been discussed with the committee at the April 4, 2006 meeting. The assessment was presented by John Steinmetz and Sandy Camargo of CDP Engineers, Inc. The following residents along Cooper Creek attended the meeting: Joyce Phillips Young; Chuck Melampy; Wayne Mosely; JoAnne Hull; Jeff Ficke; Merl Whittaker; Colin McCormick; and Ralph McSwain.
The study indicated that Cooper Creek drains a 5.26 square mile area and the slope has increased from an average of .65% to 1.23% in some areas. The methodology discussed involved the installation of rock vanes and rock cross vanes. The banks would be graded with native vegetation installed. The goal is to reduce the slope of the stream and velocity of the water. The plan can be installed in segments and generalized cost estimates were presented with the plan. Councilmember Schaefer noted that while the creek washed out Reading Road bridge in the past and Evendale owns some property along Cooper Creek, Evendale does not have easements along the creek and most installations would have to be done in cooperation with the property owners along the creek. Most of the residents in attendance asked questions dealing with
specific areas adjacent to their properties. Although there was some skepticism as to whether the system would work, the general consensus of the residents was that the plan and methodology should be explored further.
The Committee deferred discussion of the plan and methodology until discussion of the Service Department budget.
Energy Alliances
Spence Faxon and David Fields gave the committee an update on joint purchasing of natural gas for residents. Green Township, Cheviot, and Union Township have placed issues on the budget. Sycamore Township and Columbia Township will put issues on the ballot in May. Since Evendale is not large enough to establish a program by itself, the committee has decided to defer any recommendation until the November election to see if other political subdivisions decide to participate.
Gorman Farm
Peggy Paff, Barb Rohs, and Jeff Ficke, representatives of the Gorman Heritage Farm Foundation presented the request for Evendale to continue the lease arrangement with the Gorman Farm for another two years. Chuck Melampy also attended this portion of the meeting. A binder with data to support the continued funding request was presented to the committee as well as all of council. The summary demonstrates that the Gorman Heritage Farm Foundation has taken in more money and spent less than their initial projections, they have had 22,000 visits, are supported by 500 members, have had 1,950 school children visiting the farm, and 430 attending summer camp. The foundation has fulfilled the requirements of the deed restrictions on the property, and has operated the farm, producing and selling, among other things, free range
chickens, produce, corn, soybeans, sunflowers, and hay. The capital requests of the foundation for 2007 were also presented at page 38 of the report. Those requests included more fencing, a bridge connecting the alfalfa field to the James A. Gorman Interpretive Building, a four passenger golf cart for transporting visitors, and some office space reconfiguration. The bridge is planned to be designed and built by Rhett McGregor.
Councilmember Schaefer suggested that the report be linked to the Evendale website so that it is easily accessed by the public. Peggy Paff suggested that the subject matters of the trustee meeting could also be posted. Chuck Melampy, who has volunteered at the Gorman Farm, offered a suggestion that the Website list the members of the Gorman Heritage Foundation Board and that the meeting be open to the public. Barb Rohs indicated that the meetings are open and that posting the board members’ names on the Gorman Farm Website along with staff members should be done. Finally there was a discussion concerning the need of the Gorman Farm for a large meeting area so that programs can continue in inclement weather. While several options have been discussed and not resolved, Chuck Melampy stated his belief that the
Farm should have the primary right to use the facility eventually established.
The final issue concerning the Gorman Heritage Farm Foundation was the replacement of the Gorman Heritage Farm Lane sign with a sign similar to the sign which is located along Cooper Road and changing the address of the Gorman Heritage Farm to a Reading Road address. Since the signs involved are to be on Village property, the committee suggested that this issue be taken up with the Mayor. The committee recommended that the Mayor approve the sign change. The committee had no objection to the Gorman Heritage Farm using a Reading Road address.
Fire Department
Chief Vail presented the Fire Department budget, highlighting the requested changes. Some highlights are:
The Clothing Allowance increased by $6,000 to begin replacing all of the protective clothing of the fire department to meet state and federal requirements. Most of the items are more than 5 years old and are showing wear.
An additional $1,000 was added for Fire Prevention and Public Education. Previously a lot of material was supplied by insurance companies. That is being reduced. Most of the printed public education materials is purchased from the National Fire Protection Association.
The Repair Maintenance Equipment line item is increased by $2,000. It in part covers the new PNN Alert program, as well as reprogramming and adding channels to radios.
Operating Expenses increased by $3,700; Office Supplies increased by $1,000; Vehicle Fuel by $8,000; Maintenance Supplies - Vehicles by $2,000. Most of these increases were due to increased costs for fuel and oil products and the increased need and cost for other supplies.
The Chief also presented a list of capital items. The greatest cost item is a replacement for the 1998 Ford Expedition. This would be purchased with the Fire Equipment Fund. The Chief indicated that the Squads and cars are on a 10 year replacement cycle, the Fire Trucks on a twenty year replacement cycle, and the ladder truck on a twenty-five year replacement cycle. The other item which drew some comment was a digital color copier for $15,000 and new chairs for $11,900. Chief Vail explained that the copier would be purchased if the existing one broke and the chairs are 10 years old and quite worn.
Chief Vail also presented a proposal to hire a full time, 8:00am to 5:00 pm Fire Inspector. Mayor Apking wanted to discuss the matter with Chief Vail before the committee considered it. The Committee deferred to the Mayor’s suggestion.
The committee did not make any specific recommendations, instead waiting for the budget meeting of the full council.
Service Department
Most of the line items in the public works budget have minor adjustments. The largest of these involve traffic signal maintenance and vehicle fuel. The biggest item is the Departmental Equipment Furniture and Fixtures. This includes a new dump truck, replacing a 1996 dump truck for $60,000, a new mower replacing a 1994 72 inch mower for $21,000, and a bucket truck for $65,000. Most of the discussion centered on the bucket truck because it has been suggested and rejected previously. Currently, the department rents a bucket truck when needed. The savings of the rental cost would pay for the truck in 3 years or so.
The building maintenance budget showed some minor adjustments. The biggest increase in the budget is the cost of utilities and waste collections. Vehicle fuel also increased significantly.
The road projects planned are LaMarc and the new part of Otterbein. Councilmember Schaefer suggested that the budget should contain money for implementation of parts of the access management study, including Inwood Drive, planting trees on Reading Road from Cooper Road to the new park that was recently purchased, street signs, and the Cooper Creek water issues.
Mayor Apking reported that he and Jack Cameron are working with a designer of the new park for which a grant has been obtained. Mayor Apking also suggested that some money be made available to put some type of planting in the islands that have only grass. This would not include walls at least for now. Councilmember Smiley- Robertson suggested that a sprinkler system would be necessary for any new planting to survive.
With regard to Cooper Creek, Mayor Apking said that there is still money in the 2006 budget for work at that location. Councilmember Schaefer suggested that we should try this new system in the most severely eroded areas, near Central Tool and the McSwain property. Councilmember Smiley-Robertson suggested that an area of less flow be added as well. Councilmember Vonderhaar suggested that we ask Jack Cameron to find areas where this system has been used to see if it was successful. The committee agreed to obtain this information from Jack Cameron before proceeding
There being no other business, the meeting adjourned at 9:30 pm.
Approved:
Councilmember Smiley-Robertson
Councilmember Vonderhaar
Councilmember Schaefer
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