FINANCE, ADMINISTRATION, RECREATION, SERVICE,
ENGINEERING and GORMAN FARM
COMMITTEE MEETING MINUTES
May 4, 2010
The Finance, Recreation, Service, Engineering and Gorman Farm Committee met at 6:00 pm on May4, 2010. Present were Councilmembers Vonderhaar, Smiley- Robertson, and Schaefer. Also in attendance during portions of the meeting were Mayor Apking, George Snyder, James Jeffers, Jack Cameron, and Jim Bothe. Dave Nichols could not attend because of a family illness. The Gorman Farm meeting is tomorrow so no representatives of the Gorman Farm attended.
I. Real Estate
The Mayor indicated that an owner of real property had indicated a desire to sell his property to Evendale. The committee, after some discussion, recommended that the information be given to the consultant working with the C.I.C. to implement the master plan to determine how or whether the inquiry fits into the Master Plan.
II. Service
Jim Bothe indicated that the street signs for Evendale Commons Drive and Cunningham Drive at Reading Road and Glendale Milford Road have been installed. Councilmember Vonderhaar mentioned that there is still the intersection by Chipolte that does not have a sign. Jim indicated that he will looking into the installation of that sign as well.
The next issue was the sidewalk from the pool to the Civic Center building in the next few weeks. Jim indicated that the timing of the work is dependent upon whether conditions. The Spring time seems to be good as far as the employees are concerned because it is not as hot and no one is on vacation. The down side is that the work load is fairly heavy with mowing and chipper demand.
Councilmember Schaefer mentioned that a suggestion from a small group session at the Bicycle Stake holders meeting. Essentially, it was a concern that because during the right turn from Glendale-Milford to Kingsport visibility is partially obstructed. A potential remedy would be to have a cross walk on both sides of Kingsport. That would make it less likely that pedestrians and bicyclists would be crossing the street near the intersection to get to the crosswalk. Jim Bothe and James Jeffers indicated that the most cost effective way to explore this idea would be as part of the 2012 signalization project. The committee accepted this recommendation.
Finally, Jim Bothe indicated that the new dump truck will be in service in about a week.
III. Engineering
James presented the new bids for the 2010 street project. Jurgenson Company is the apparent low bidder. It is about $19,314.90 higher. This bid includes reclamite sealer and painting the Railroad Bridge west of the Brendamour building. James reminded the committee that, for budgeting purposes, the bids are unit price bids times the engineers estimated quantities. The actual costs are the unit prices times the actual quantities. Once the upper layer of pavement is removed exposing the concrete base, more will be know about the accuracy of the estimated quantities. The state grant is paying 50% of these costs.
The next issue is the Monet sequencing. Assuming the engineering estimates hold, we have about $295,000 available if the remaining contingency fund and road fund is used. The committee anticipates bidding Monet in June.
The next issue discussed was the through the valley project. The plan is available in a large binder that was delivered to Jack Cameron. It is hard to see details of each new intersection because the maps are small. The ODOT public hearing is May 13, 2010 between 4:00pm and 7:00pm. Comments from the Village and others are due by June 12. One issue effecting Evendale will be the construction of G.E Blvd between Shepherd and Glendale-Milford Roads. This will become part of Evendale’s maintenance responsibility. The committee asked Jack to make certain that G.E. understands the impact of this public road will have on their security area, the potential of labor actions, and zoning (set backs, front yard requirements, landscaping etc.
on future changes to G.E. buildings). The other issue, about this road is the cost of maintenance to Evendale as well as how it will function with heavy traffic.
The committee suggested that the council, after getting as much feedback as possible, pass a resolution setting out the position of Evendale as well as any suggestions on this project as it affects Evendale.
IV. Administration
Jack indicated, as follow-up to an email to Council from a resident, regarding establishment of a 4G network is that to do so, the Village would have to operate a 4G utility. The advantage would be to have to 4G rollout in our area sooner. The downside is the idea of operating a utility. The committee recommended that, since the Village does not currently operate a utility to which the administration of this idea could be added, that the idea not be pursued.
V. Finance
Investment policy
George Snyder discussed another bond that recently was called. As with the funds from the bond that was called prior to the March 2, 2010 meeting, the committee agreed with the suggestion of putting about 2.5 million in shorter term investments. The longer term investments are going to be made avoiding FNMA or FHLMC investments.
Tax Budget
In June the Council will be required to enact the tax budget. Because Evendale does not collect property taxes, the tax budget is a mere formality. As presented by the Mayor and CFO, it contains a 3% salary increase and a new fire truck.
Tuition Reimbursement
The following was presented to the Committee (changes are in all capital letters):
258.076 TUITION REIMBURSEMENT PROGRAM
A. The Mayor may grant a full or partial tuition refund to regular, full-time employees for the completion of educational job-related courses taken outside normal working hours in accordance with the following:
1) The employee has the written approval from his OR HER department head.
2) SUFFICIENT FUNDS HAVE BEEN APPROPRIATED BY COUNCIL.
3) THE MAYORS APPROVAL SHALL BE ON A SEMISTER OF QUATERLY BASIS ONLY.
4) The Village’s level of reimbursement shall be at the rate of 100% if the employee achieves a final course grade of “B” or higher and 75% for a final course grade of “C”. When no grade is given, the REIMBURSEMENT RATE SHALL BE 100% upon THE EMPLOYEE DEMONSTRATING satisfactory completion of the course. Grades below “C” or failure to complete the course will result in no tuition REIMBURSEMENT.
B. SHOULD AN EMPLOYEE SEEK TO ENTER A MULTI-YEAR DEGREE PROGRAM FOR WHICH TUITION REIMBURSEMENT UNDER DIVISION (A) OF THIS SECTION BE IMPRACTICAL, UPON RECOMMENDATION OF THE MAYOR, THE COUNCIL MAY, BY ORDINANCE, AUTHORIZE THE MAYOR TO ENTER INTO A CONTRACT WITH THE EMPLOYEE.
THE CONTRACT SHALL, AT MINIMUM, INCLUDE THE FOLLOWING TERMS:
1. THE LENGTH OF TIME THE EMPLOYEE HAS TO COMPLETE THE DEGREE PROGRAM
2. THE EXPENSES FOR WHICH THE VILLAGE WILL PROVIDE REIMBURSEMENT AND THE CONDITIONS UNDER WHICH REIMBURSEMENT WILL BE PAID.
3. THE WORK SCHEDULE OF THE EMPLOYEE DURING THE DEGREE PROGRAM.
4. A SPECIFIC BENEFIT WHICH THE EMPLOYEE WILL PROVIDE TO THE VILLAGE IN EXCHANGE FOR THE VILLAGE PROVIDING FULL OR PARTIAL REIMBURSEMENT TO THE EMPLOYEE FOR COMPLETING THE DEGREE PROGRAM
The committee was concerned about whether the following language was adequate to make certain that commitments of reimbursement would not be made in excess of the annual appropriation. The committee determined to ask George Snyder to comment on this issue at the June committee meeting.
Online Backup
George Snyder reported that the on-line back up system is currently up-loading the current information. That should be done in the near-term. After that the system will update changes.
Appropriation transfer ordinance
An appropriation transfer ordinance will be on the May Council Agenda. It funds two items. Contract services including the Cultural Arts contract for the scheduling service and refunds for a canceled trip for the Villagers. George will not be at the May Council Meeting. If any one has questions about this ordinance they should contact George before the May Council meeting.
April Financial Report
April Financials show that the earnings tax collections are at the budgeted estimate for 2010, but that is $236,661.80 less than the amount collected through April of 2009. For the first four months of the year, expenditures are $453,414.74 less than the receipts to date.
VI. Recreation
Seasonal Employee Ordinance
At the May Council meeting the Seasonal Employee Ordinance for the recreation department will be on the agenda. The committee expressed interest in the selection process since this does not go through the hiring committee. Seasonal employees are hired by the Service Department and Recreation Department. At the next committee meeting the committee would like to discuss the protocol for this hiring process.
Boiler and Roof Projects
James Jeffers indicated that the boiler has been installed and is operating. The HVAC units are all installed. The remaining roofing will be completed within the week.
Cultural Arts
The committee would like to have information distributed to Council concerning the activities of the Cultural Arts Committee. These would include committee minutes and a monthly report showing events and participation levels. Additionally, the committee requested confirmation from the Cultural Arts Committee concerning where the Cultural Arts Committee stands on the multi-phase program initially adopted several years ago. Additionally the committee would like the Cultural Arts Committee to also delineate what metrics (e.g. measures of success) are being used to evaluate the various aspects of the program.
Bicycling Study
The first bike stakeholders’ meeting was held Thursday, April 29, 7 pm, at the Recreation Center, Flex Room. URS is finalizing the test survey, and the survey should be mailed early next month.
Ball field Naming
Councilmember Vonderhaar mentioned that a citizen suggested naming a ballfield after a deceased Village resident. The Committee suggested that before any recommendation is made, more aspects of this idea should be evaluated.
VII. National register of Historic Places
Brian Babb presented Councilmember Vonderhaar with information about listing the Gorman Farm Buildings on the National register of Historic Places. The committee recommends that the information be presented at the June Council meeting.
The meeting adjourned at 9:15 pm.
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Christian J. Schaefer
Committee Chairman
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