FINANCE, ADMINISTRATION, RECREATION, SERVICE,
ENGINEERING and GORMAN FARM
COMMITTEE MEETING MINUTES
August 3, 2010
The Finance, Recreation, Service, Engineering and Gorman Farm Committee met at 6:00 pm on June 29, 2010. Present were Councilmembers Vonderhaar, Smiley- Robertson, and Schaefer. Also in attendance during portions of the meeting were Chief Korte, George Snyder, James Jeffers, Jim Bothe, Jack Cameron, and Dave Nichols.
I. Recreation
Dave Nichols reported that the URS bicycling project, Phase I is completed. After discussions with Dave and the Committee members it was decided that the future of this project will be discussed at a special meeting set for August 24, 2010 at 6:00pm. Dave Nichols will see that all Councilmembers are given a copy of the Phase I report on the project.
Additionally, one of the proposed revisions to the Gorman Heritage Farm Foundation contract includes adding a Foundation representative to the Recreation Commission. Before making a recommendation on the proposed contract, the Committee asked that the Recreation Commission make a recommendation on the subject.
There was a meeting of Councilmember Vonderhaar, representatives of the Gorman Farm, the service department and a recreation commission member at the Farm concerning the trails. The idea is to set a uniform standard for trail construction, maintenance, and signage. Jim Bothe noted that a sign manufacturer may be able to provide appropriate signage. Councolmember Schaefer questioned whether a uniform standard for trail construction may not be appropriate for trails around the Griffin pond and the upper meadow.
II. Engineering/Service
The Glendale-Milford has been held up by the Railroad. James believes that the hold-up is being resolved. The amount of $30,000 was included in the project as an allowance for the railroad to post flagmen on the tracks during construction. The cost of that item is now estimated to be $38,000. There may be savings in other areas of the contract to make up the difference.
The Monet project is to begin in about a week. The meeting with residents has been held. When the exact beginning date is established, the residents will be notified by a door hanger and a letter. The concrete sub contractor will rotate between work on the Glendale-Milford Road median and the work on the Monet project.
The Thru-the Valley project representatives have responded to the Evendale concerns. There are some issues that need a follow-up meeting. The meeting probably needs ODOT, Evendale, and GE participation. Either James or Jack will co-ordinate the proposed meeting scheduling. Many of the issues involve traffic light co-ordination and maintenance so Bill Mechley may need to participate in the meeting. The committee members will also be available to participate as needed.
The proposed Gorman Heritage Farm Foundation Contract includes a provision that the Village will provide services of a custodian to the interpretive building and pavilion and also provide trail maintenance. Before making a recommendation on the proposed contract, the Committee wanted input from the Service Department and Mayor as to whether these items can be provided by the Village with existing manpower. Councilmember Schaefer agreed to contact the Mayor about these items.
Jim Bothe noted that the larger mower has made cut in half the time needed by the service department to complete their weekly mowing tasks. Jim also noted that the long awaited side walk installation between the pool area and the civic center is still dependent upon freeing enough man-hours to get the work completed.
The last item brought up by Jim Bothe is that Craig Morin will be hired to othe seasonal employees who are returning to college. Craig worked last year but could not work this year due to military obligations. He will work until mid-September when he will head back to college.
Finally James Jeffers reported that he has been working with Princeton concerning the division of the old driveway areas between adjoining lots. A discussion of costs was raised. Ideally, the costs could be divided four ways between the four property owners who would benefit.
III. Finance
July Financial Report
George reported that the July financial picture is somewhat brighter than the June report. The current year to date net cash is a positive $49,594.01. As road projects ramp up and funds encumbered last year are paid, this is expected to turn into a loss of $3,401,730.00. The original projection when the 2010 budget was adopted was that the cash deficit would be $3,393,612.23. The unencumbered balance on December 31, 2010 is projected to be $12,250,855.00. In most years, there is about $800,000.00 in the line items that is not spent. If this holds this year, the unencumbered balance will be $13,050,855.00.
On the agenda will be an appropriation transfer ordinance. From the contingency fund, $4,600.00 will be transferred to finish the Recreation HVAC project. The problem is that money was encumbered in the roof portion of the project instead of the HVAC portion of the project. The encumbered funds cannot be used for a purpose for which they were not encumbered. This will leave $72,650.00 in the contingency fund.
The Police Department proposes making purchases from restricted funds for a laptop computer, a radar unit, a laser unit, a property room refrigerator, breaching tools, patrol rifles and night vision goggles. These funds were not used by Chief Faust. Chief Korte assured the committee that the funds are being used for items which would otherwise have been requested in the 2011 budget.
There is also a transfer into from the General Fund to Street Repair and Maintenance Fund. This usually occurs at the beginning of the year in a higher amount. This year it was put off until now. It will have no effect upon the current budget projections.
Tuition Reimbursement
The Committee recommends that the entire council consider the following revisions to the Tuition Reimbursement program. It does two basic things. It codifies what we did for Jack. It also precludes the Mayor from approving any tuition reimbursement unless sufficient funds are appropriated for that purpose. The propose language is as follows:
A. Regular, full-time employees may qualify for full or partial tuition refund for the completion of educational job-related courses taken outside normal working hours in accordance with the following:
1) The employee must obtain a written recommendation from his or her department head which certifies that the proposed courses are job related and that the course schedule will not interfere with the regular work schedule of the employee or cause other employees to work overtime.
2) The employee then must obtain written approval from the Mayor. The Mayor shall not grant approval unless the Chief Fiscal Officer certifies that the sufficient funds have been appropriated by council.
3) The mayor’s approval shall be on a semester of quarterly 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 plan is for Tim to put this in Ordinance Form and present it at the September meeting.
Budget Process
George indicated that this will begin in September.
Health Insurance.
George indicated that for the 2011 budget he is estimating a 20% increase in health insurance costs. This is only an estimate. The actual costs will not be known until actual quotes are received by the consultant.
IV. Administration
Property Maintenance Code
Jack Cameron reported that the comparison of the proposed property maintenance code and the current codes has been completed by Kathy Farro. Jack distributed copies for the committee. Since the committee had no time to review it, there was no discussion.
HIRT Committee
The HIRT committee meeting with the Council Committee is now set for August 23, 2010 at 2:00 pm. The purpose is primarily informational in nature to discuss what insurance for which quotes will be obtained.
Well-care Incentive
At a prior HIRT committee meeting an incentive was requested for employees and spouses to get their annual physicals. Councilmember Schaefer proposed that a $100.00 refund of the insurance premium paid by the employee be made at the first pay check in December. Councilmember Vonderhaar thought it unfair to announce the incentive after the August 31 as deadline approaches. The cost will be, assuming 100% participation, will $12,500. The committee recommended that the Village proceed with this incentive. Councilmember Smiley Robertson agreed to explain the proposal at the August Council meeting. It is hoped that an Ordinance can be ready for the September meeting.
V. Gorman Farm
Sandra Murphy submitted a written report, it is attached.
The Committee discussed the various issues regarding the proposed Contract. The significant points of the new proposal are in the Minutes of the July 14, 2010 committee meeting. More information is expected from the Recreation Commission and Mayor concerning proposals in the contract for services to be performed by the Village. Some administrative issues were discussed. The committee hopes to discuss the matters further at its special meeting on August 23rd at 2:00pm. The redline version of the Farm’s proposal is available for all of Council to consider. The Committee has not yet taken a decision on whether to recommend the contract in its current form or seek other modifications.
The meeting adjourned at 8:40 pm.
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Christian J. Schaefer
Committee Chairman
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