Minutes of Meeting of Council Committee for Fire Department,
Service Department, Gorman Farm, and Engineer
October 30, 2007
The meeting of the Evendale Council Committee for Fire Department, Village Engineer, Service Department, and Gorman Farm was called to order at 7:00 pm. Councilmembers Smiley-Robertson, Vonderhaar and Schaefer were present. Mayor Apking, Peggy Paff and Jack Cameron were present during portions of the meeting. Jim Bothe and James Jeffers were present during the entire meeting.
Gorman Farm - Budget Request
Peggy Paff reported that the total amount raised at the Sunflower Festival was $27,000. $18,000 of that amount came from the Gala event. The UAW donated the use of their hall in exchange for use of the Gorman Farm Chipper and Tractor. Progress has been made in enlarging the endowment with a pledge of amounts totaling $150,000 related to one donor and $5,600 from another donor. $4,000 was donated by gifts associated with the Irma Rolfes funeral. The endowment committee is led by John Fillion and the investment return is 7% to 8%.
Peggy also presented the Capital request for the 2008 budget. This includes $2,000 for an ice machine, $38,000 toward the cost of restroom facilities in the area near the bell south of the farm house, and $10,000 to put in new fencing around the upper meadow. The fencing project is a five year project to replace all perimeter fencing.
Report on Ongoing Projects
1. Glendale - Milford Reading Road Project - Status.
A) Moving Civic Center Entrance - ODOT will not pay for this item. We will have to put extra money in the budget to cover this item. Estimate about $25,000.
B) Landscaping After Road Work Completed - Recommendation to hire landscape architect for this item. It will involve the four corners of the intersection as well as a path to move from crosswalk to Burger King because ODOT is requiring a crosswalk at this location.
C) Island Maintenance Contract - This will have to be bid. Estimate is about $100,000 per year.
D) Expansion of Island Landscaping - this involves landscaping on the two remaining islands. It may involve electrical service and an irrigation system. We do not anticipate walls at this time. The estimate for this and item “B” above is about $25,000.
E) Road Projects - James Jeffers mentioned that he would recommend re-paving portions of Cooper Road, Reading Road and Evendale Drive next year. The Committee made no recommendation as to whether to proceed on these projects.
2. The length of the left turn lane from Reading Road into the Anchor project is incorrect as installed. This item has been completed.
3. Cooper Creek Project. - This project has been rebid. The estimate is about $150,000. It is anticipated that this will be in the 2008 budget with the bids being accepted at the January Meeting.
4. Island Lights - Install new style of fixtures. This was bid. The amount is $300,000. It should be accepted in January so that the amount can be in the appropriated in the 2008 budget.
5. Jewish Hospital Glendale_Milford Entrance Engineer's Report - Have recommendations from May Council meeting been installed. These have been completed.
6. Edwards/Kelsey (Al Neyer areas) Bridge and Road Project. Have necessary documents approved at May Council meeting been executed and recorded - These have not been completed. Tim Burke is working on these issues.
7. 2007 Street Improvements - update - will it be completed this year. James Jeffers reported that he expects completion by November 16, 2007.
There have numerous issues concerning this process. Carolyn Smiley-Robertson raised concerns expressed to her by various residents. These were the items listed:
A) Car Splashed With Concrete - Jack Cameron responded that the matter has been resolved. The person involved will have to have the car repainted; the body shop will bill the contractor directly.
B) Slow Utility Response - James Jeffers explained that the bid specifications require the contractor to notify the utilities if lines are cut. Cincinnati Bell and Duke Energy have responded promptly; Warner Cable has been slow because they have no construction division to take care of the items expeditiously. The incident with the gas going out for many homes was caused when Duke Energy cut off gas to repair a line and did not notify the home owners involved that their pilot lights needed to be lit after the repair. The cause of utility disruptions is that
many of the utility lines were not buried as deep as they were supposed to be buried.
C) Inadequate Notice - James Jeffers explained that the contractor has tried both verbal and written notice. The group mailboxes have cause problems as there is no way to leave the written notice at the mail boxes. (Perhaps with community mail boxes, taping or posting a sign adjacent to the community mail boxes listing the driveway closure information would help).
D) Driveway Aprons - James Jeffers explained that scheduling by the contractor has not allowed driveway aprons to be completed as the curb work is done. The contractor has agreed at its own expense to upgrade the concrete being used on the driveway aprons to help reduce the time that residents cannot use their driveways.
E) Level of Grief - Councilmember Smiley Robertson noted that the level of grief on the project seems extremely high. Councilmember Schaefer noted that part of the problem is the belief by some residents that the project was unnecessary because concrete repairs to the lower part of Lamarc would have been sufficient. This also has caused significant complaints about the contractor.
8. Gorman Farm - trails - Connection to Inwood - This will be completed next year when the summer help is hired.
9. Clean up and Re-seeding of Upper Meadow at the End of Carpenter's View Drive - This will be done next year. $30,000 should be appropriated in 2008 for this project.
10. Street Signs - Councilmembers Smiley-Robertson and Vonderhaar did not want further discussions on the issue. The committee recommendation is for blue sign blades. About $130,000 is needed in next year’s budget for this project
11. Sidewalk along Reading Road from End of Anchor Development to Formica Entrance -
Mayor Apking suggested that if sidewalks are to be done, Wyscarver is a better location to start. This project may be done by the service department or added to a street project. Before money is added for this project the matter will be discussed further.
12. Demolition of Three Houses - Jim Bothe reported that two of the three houses should be completed no later than early December. The third house will be used for Fire Training and is not yet scheduled.
13. New shelter on area of Old Parish House - restroom for amphitheater/upper fields - With this project, the committee recommends that we start the planning phase only in 2008. About $25,000 will be needed for a design firm.
14. Civic Center upgrades for Cultural Arts Center - status - Jim Bothe reported that the areas for the two rooms have been cleared of extraneous materials. The drop ceilings removed. The walls will be removed next.
15. Park at Reading Entrance - Once the house is demolished; the entrance wall will be re-situated on the site. The mayor and the committee hope to save the large tree near Reading Road. About $25,000 should be in the 2008 budget for items not covered by the grant for this project.
The meeting adjourned at 9:10 pm.
Approved:
Councilmember Smiley-Robertson
Councilmember Vonderhaar
Councilmember Schaefer
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