FINANCE, ADMINISTRATION, RECREATION, SERVICE,
ENGINEERING and GORMAN FARM
COMMITTEE MEETING MINUTES
March 2, 2010
The Finance, Recreation, Service, Engineering and Gorman Farm Committee met at 6:00 pm on March 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, Jack Cameron, Jim Bothe and Bill Mechley. Dave Nichols provided information by e-mail.
I. Finance
Investment policy
George Snyder discussed a bond that was recently called. Instead of putting the funds in a longer term bond, George is exploring investing the funds in a short term brokered FDIC backed CDs.
Additionally, George reported that the Center for Local Government is exploring the hiring of a common investment advisor for multiple communities. George is on the committee to explore this proposal and will report back after additional meetings.
Because the Mayor moved the April Council Meeting, George will only miss the May Council Meeting.
Tuition Reimbursement
The matter was deferred until the next meeting.
Service Department Overtime
Based upon historical overtime needs, the current budgeted amounts appear to be adequate at this time. The committee recommended that no action be taken.
Property Taxes on Entrance Property
George filed the necessary paperwork to remove the entrance feature property at the border with Reading for the tax duplicate. Evendale will receive a refund of about $12,000.
Online Backup
George Snyder also presented a proposal for an electronic backup system for the Village Computer records. The current system uses a tape that is stored in-house and at Fifth Third Bank. The on-line system would cost about $3,000 initially and an annual fee of about $2,300 in ensuing years. The committee deferred action on this proposal until the next meeting.
January Financial Report
George noted that the February earning tax receipts were much lower than January. We are now about $177,000 over the 2010 projected earnings tax receipts. So far we are running a $128,000 surplus. It is too early in the year to detect any pattern.
II. Recreation
Dave Nichols did not attend the meeting but noted the following in writing:
1. URS is developing the test questionnaire that will be distributed to select residents next month. The next BAGERS meeting is March 24. Michele and Stiney are planning to attend a conference, promoting safety and "Complete Streets" as a path to building healthy communities and transportation choices, on March 30 (in Columbus) hosted by the Ohio Department of Transportation. Please see the Recreation Commission minutes, as Jim Cole (from Gorman Heritage Farm) attended the February 18th meeting with insight from the farm's perspective on trails. Councilmember Vonderhaar noted that the group will meet on May 15 for a ride through Evendale.
2. A couple of HVAC units have been installed, and additional units are
planned to be installed this Friday (Feb 26.) As soon as the final unit is
installed, the roof project will follow.
James Jeffers attended our meeting and noted that 7 of 10 HVAC units were in place at the time of our meeting. He expects that project to be done at the beginning of April.
3. Feldcamp Enterprises, Inc., was the low quote on the replacement of the pool
boiler. I received two quotes (another company told me they would quote, but I
never received anything in writing), and Feldcamp's quote was $19,750 and
O'Brien Pools was $22,500. (The capital budget for this item was $25,000.) Feldcamp
KNOWS that the boiler must be operating by the first of May. (Swim team
practice begins Monday, May 24.)
III. GHF
Susan Van Amerongen attended the meeting instead of Sandra Murphy. Susan indicated that 50 campers had already signed up. The school tours are all full. 37 people participated in the walk and the Rummage Sale generated $1,800. The spring event is going to be Farm Babies and will run the second, third and fourth weekends in April.
The contract discussions will begin at a meeting scheduled for March 24, at 6:00 pm.
IV. Administration.
Health Insurance
Horan is the Health Insurance consultant. The manner in which the industry works is that they are paid a commission by the insurance carriers. Councilmember Schaefer suggestion that, at minimum there should be a letter agreement between the Mayor and Horan setting out expectations of the services provided and the term of any agreement.
Ohio Self Insurance Pool
George Snyder reported that, a meeting he attended, information was provided that local governments in Ohio were exploring setting up a true insurance pool. After some discussion, the committee suggested that any information on this option be referred to the HIRT Commission.
HIRT Commission
Jack Cameron reported that the HIRT Commission has met and is attempting to write a mission statement in an effort to stay more focused on their responsibilities. The committee thought that this would be useful in ongoing discussions in July.
V. Service
Traffic Signal Timing
Bill Mechley attended the meeting and indicated that he is going to rest the timing on the traffic lights at Inwood Drive, PG Graves, Evendale Commons Drive, and at Glendale Milford and Reading Road. On weekdays, from 7:00 am to 7:00 pm the traffic lights will be on a synchronized 120 second cycle. On weekends, the 120 second cycle will run between 11:00am to 7:00 pm. At other times the lights will be triggered solely on loop activation. This should allow most cars to make it through all the lights in each direction without stopping. If there are no cars tripping the loop activator on a side street, the light will not cycle. If there is one, it will go green in the proper order of the 120 second cycle.
Street Signs
The street signs for Evendale Commons Drive and Cunningham Drive will be installed shortly.
Road Salt
Jim Bothe noted that Road Salt is still available at the 2009 price. Currently our salt bin could handle another 300 tons. On Motion of Councilmember Vonderhaar seconded by Councilmember Smile-Robertson the committee recommended that the purchase of additional salt be made.
VI. Engineering
2010 Street Project
James Jeffers noted that the state must also examine the bids because of the grant so we do not expect to have the contract approved until the April Council meeting.
2011 Street Signal Project
TEC was selected as the traffic consultant for the 2011 signal project. A contract will be presented by Ordinance at the April Council meeting.
Stop Signs in Evendale Commons Streets
After researching the issue further, it was determined by the engineer in consultation with the police department and service department that the best solution is the installation of “Incoming traffic does not stop” signs and a stop bar at a location closer to the intersection.
Stormwater management meeting
Councilmember Vonderhaar attended the Hamilton County Storm Water Management district meeting and reported that, while no guidelines have yet been set, the EPA through the Clean Water Act is pushing communities to “clean up” storm water run off. One of the concerns expressed is the salt runoff in winter.
This led to a discussion of using beet juice and brine to augment the salt. Some communities reported saving up to 30% of the salt by using the liquid system in conjunction with salt for their snow removal. While there is a savings in salt there is an additional cost in setting up the equipment for the liquid systems. Additionally, the systems are very high maintenance because the brine used is a corrosive and nozzles easily clog.
The discussion ended with the recommendation that additional information be provided on costs and savings.
The meeting adjourned at 7:30pm.
___________________________
Christian J. Schaefer
Committee Chairman
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