FINANCE, ADMINISTRATION, RECREATION, SERVICE,
ENGINEERING and GORMAN FARM
COMMITTEE MEETING MINUTES
February 2, 2010
The Finance, Recreation, Service, Engineering and Gorman Farm Committee met at 6:00 pm on February 2, 2010. Present were Councilmembers Vonderhaar, Smiley Robertson, and Schaefer. Also in attendance during portions of the meeting were George Snyder, James Jeffers, Susan Van Amerogen, Sandra Murphy, Tricia Wilkins, Ted Sumnar, Jack Cameron, and Mayor Apking. Dave Nichols and Jim Bothe provide information by e-mail.
I. Finance
Investment policy
Investment Advisor, Ted Sumnar, presented a description of the investment policy to the committee members, Tricia Wilkins, the Village Treasurer, and George Snyder. Essentially, the bulk of Village funds are invested in Fannie Mae, Freddie Mac and Federal Home Loan Bank Bonds. These are all Federal Agency Bonds backed implicitly by the federal government. They are not directly backed by the federal government so the interest rates are 2 or 3 basis point higher than treasury notes. The balance of the Village funds are invested in a series of $100,000 CD’s backed by the FDIC. Because of some criticism in the last audit about whether the CD’s are appropriate investments, the Village has not been investing in them pending further clarification by the State Auditor. Since the amendments to Ohio Law
concerning investment policy, the Village has spread the due dates of the investments with an amount coming due every few months. None of the investments are for a term exceeding three years. The system used to decide upon new investments within the guidelines of the village investment policy is for Ted Sumnar to contact George. George the sends an e-mail to committee members with his recommendation. George makes the investment only after at least one committee member concurs. Should multiple members of the committee respond, the majority of the committee members must concur. Tricia Wilkins the treasurer is provided the information as well to assure that the guidelines are followed.
Tuition Reimbursement
Mayor Apking presented the committee members with a proposed ordinance approving a contract between Jack Cameron and the Village concerning the executive MBA program. No committee action was taken as the proposed ordinance will be on the February Council Agenda.
Overtime Pay
Councilmember Smiley-Robertson had raised certain issues concerning overtime pay. George Snyder presented as spread sheet showing the overtime pay received by Village employees. The employee names were not associated with the amounts. Instead the were grouped by position within each department. Most overtime was fairly consistent by throughout positions and departments. Where anomalies occur, the department head would have to identify the reason. The problem identified in the Enquirer for Cincinnati Police overtime does not occur in Evendale because the employees are not permitted to carry unpaid compensatory time or overtime from year to year.
Change in Petty Cash Fund
George Snyder presented an ordinance altering the Police Department’s petty cash funds to meet accreditation standards. The committee supports enactment of this ordinance.
Ohio Department Insurance change in unmarried adult children
George noted that there was a change in health insurance requirements for coverage of uninsured adult children. Additionally the HIRT committee through Jack Cameron requested a meeting with the committee to understand what the committee expects of them on an ongoing basis. A meeting was tentatively set for Monday, February 8, 2010 at 2:00pm.
Worker’s Compensation.
The cost of Worker’s compensation has gone up about $80,000 dollars. George presented a proposed ordinance appropriating additional funds. After a discussion the committee noted that the 2010 budget contains a contingency fund for this type of expense. The committee requested that the proposed ordinance be amended to use part of the contingency fund rather than a supplemental appropriation.
Ordinance Transferring Funds
George also noted that there will be other transfer required to be accomplished by Ordinance between the General Fund and several other funds. The Highway improvement fund is probably adequately funded for the time being.
April and May Council Meetings
George is going to miss the April and May Council meetings because of a conflict with two training sessions.
January Financial Report
George noted that the earnings tax receipts were higher than expected for January. On the net we spent about $35,000 less than we took in. But, as our analysis of earnings tax receipts showed, monthly totals follow no recognizable pattern.
II. Recreation
Dave Nichols did not attend the meeting but noted the following in writing:
1. URL (the consultant company) is developing a test survey concerning the bike
trail which will be distributed to "random" residents households. After the
test survey results have been analyzed, the survey will (possibly) be modified
and then distributed via mail, email, or both methods to residents. The data
will be analyzed from the survey which will help with the Phase II strategy. In
addition, during Phase I a "stakeholder" committee will be formed.
2. The roof material was delivered this week, and the HVAC units will be
delivered in 2 or 2 1/2 weeks. The units will be replaced first as this will
prevent less leaks and penetration in and to the roof.
3. Concerning the pool boiler, Dave Nichols has received one verbal quote under $24,000, and one verbal quote over $25,000. He is still trying to obtain one more verbal
quote. The company that has given a quote under $24,000 has done work in the
past at the pool.
III. GHF
Sandra Murphy and Susan Van Amerongen presented the Gorman Farm Financial Statements for the last 5 years for use of the committee. Sandra Murphy also presented the Farm’s Six Strategic Planning Goals being developed with the help of Social Ventures Partners. Additionally Sandra and Susan noted that the Gorman Farm is celebrating its 175th year. The kick off event is a Farm Walk on Saturday February 20, 2020 from 9:00 to 11:00 am. There is a $20.00 donation.
Finally after some discussion on how to proceed with the renewal of the Farm Contract with the Village, the Committee decided to have a series of special meetings on Wednesday evenings. The exact time place will be coordinated with the Gorman Heritage Farm Foundation Board so that the necessary people can be present. It is anticipated that the location of the meetings will be at the Farm or other mutually convenient site.
IV. Administration.
SAEC progress
Jack Cameron reported that all Evendale actions for the project have been completed.
CIC Input Meeting Dates
The consultant to the development plan will conduct two input meetings open to the public. One will start at 9:00am and the other at 7:00pm. Jack and Councilmember Vonderhaar will endeavor to contact members of the business community and CIC to get input from those parties.
Gas and Electric Aggregation
Jack Cameron presented an alternate concept using an opt – in rather than an opt-out participation system. Golf Manor apparently has explored this system. Mayor Apking noted that he had reassigned this issue to the other committee so no further discussion took place.
Salary Structure- Mayor and Council
Councilmember Smiley-Robertson brought up this issue because, like many surrounding communities, the Mayor and Council salaries are linked to the County Commissioner salaries. The issue was whether Evendale should consider revising the ordinance setting these salaries to maintain the current salary level in the event that current economic conditions force the General Assembly to reduce the Hamilton County Commissioner salaries. The consensus of opinion was that the ordinance should not be changed.
V. Service
Jim Bothe did not attend the meeting but sent an email with requested information.
Truck purchase. The specifications are ready for an ordinance authorizing the purchase. The price works out to be about $14,000 under budget.
Jim Bothe also noted that the street signs for Evendale Commons Drive and Cunningham Drive have been ordered and will be installed when they arrive.
VI. Engineering
2010 Street Project
James Jeffers noted that he is waiting on information from the Railroad to complete the bid package. He now expects it to be ready for Council action by the March Council meeting.
2011 Street Signal Project
James indicated that the state grant application has been completed for this project.
Recreation HVAC Roof Project
James also provided additional information on this project. The installation will be done unit by unit so the entire building will not be without heat while the units are installed. Instead, a location of the building will be cold while the unit for that location is installed. Once the first unit is installed and running properly, the next unit will be installed. And, so on until all the units are replaced. The new HVAC system will be able to reduce heat or cooling to unused portions of the building and the power up a half an hour or so before the scheduled use. Additionally, there will be manual override thermostats in each area in the event that the system is not programmed properly for an event.
VII. Other Items:
Councilmember Vonderhaar received a letter from Ralph McSwain concerning Cooper Creek. Essentially, Mr McSwain complained to MSD about the MSD Sewer in the creek bed that has altered the flow of the creek damaging his property. It appears after some communication through Karen Ball that MSD will attempt some remedial measures. Jack Cameron has agreed to be a contact person to help facilitate any issues that may arise.
The meeting adjourned at 8:30pm.
___________________________
Christian J. Schaefer
Committee Chairman
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