FINANCE, ADMINISTRATION, RECREATION, SERVICE,
ENGINEERING and GORMAN FARM
COMMITTEE MEETING MINUTES
April 5, 2011
The Finance, Recreation, Service, Engineering and Gorman Farm Committee met at 6:10 pm on April 5, 2011. Present were Councilmembers Smiley-Robertson, Vonderhaar, and Schaefer. Also in attendance during portions of the meeting were Jack Cameron, Dave Nichols, James Jeffers, George Snyder, Chief Korte, Tom Bandford and Gene Powell. Sandra Murphy submitted a written report which is attached.
I. Finance Reports
The March financial report shows that the year to date net (without Evendale Commons) was ($ -640,995.07). This loss is continuing to be reduced and was primarily created by the Aerial Tower purchase. Earnings tax was $1,044,508.02, down about $94,000 from March 2010. Year to date we are at $2,973695.73, down about $76,150 from last year, but still ahead of the budget assumptions.
The committee voted to have George begin the process necessary to issue the TIF bonds as required by our TIF agreement. A complicating factor has developed because the valuation of the Walmart building has been reduced significantly. The actual numbers for the bond cost have not yet been run. The concern is that the TIF income will be inadequate to cover all TIF obligations.
Next George brought up the expiration of the garbage contract. There are still two option years. A consortium of local communities is exploring joint bid. It costs $2,000 to join and $9,000 to $11,000 for legal fees if we accept the bid. The committee unanimously recommends simply exercising the first option year because of the cost of participation in the consortium.
George finally advised that he is beginning work on the Tax Budget for 2012.
III. Engineering/Service
James Jeffers reported that Monet is almost complete. Glendale –Milford will begin when the temperature is consistently 50 degrees or above. Several small road repairs in the vicinity are also expected to begin shortly. The Phase I engineering for the Thru the Valley Project is getting to the stage where the design of the G.E. Boulevard is going to have to be agreed upon. Additionally, the design of the Glendale-Milford overpass will need decisions.
James also noted that Jeffery Allen is gearing up for the landscaping work on the Islands and reworking the landscaping in the area in the middle of the parking area 2
between recreation and fire buildings. Additionally, the Mohler/Twilight waterline work will begin shortly Mike Flavin is supervising that job for Ford Development.
Netherland Rubber will have a Water Management and Sedimentation Control permit on the agenda. They are bringing in fill to protect their parking areas from flooding.
Jim Bothe noted that the salt bin will need about 200 more tons to be full. This is part of last years bid. Additionally, David Simon will be hired as a summer seasonal employee.
IV. Gorman Farm
Sandra Murphy submitted a monthly report to the committee. Gene Powell suggested that the Gorman Farm look into growing corn at Formica and/or partner with Green Acres for their specialty beef project. These ideas will be forwarded to the Gorman Farm.
V. Recreation
Dave Nichols and Councilmember Schaefer met regarding recreation fees guidelines and developed the following:
Children's programs and youth sports: The recreation commission shall set nominal fees at a rate that will provide the recreation department a reasonable estimate of the numbers of children participating in each program or youth sport. A reasonable but nominal differential may be charged non-residents participating in the programs.
For Community Events: The recreation commission will provide community events either free of charge or set a nominal fee at a rate that will provide the recreation department a reasonable estimate of the numbers of residents participating in each program or event. A reasonable but nominal differential may be charged non-residents participating in the programs. The town meeting and Fourth of July events shall be free of an admission charge
Adult Leagues: The Recreation Commission shall set fees for adult sports leagues by taking the actual direct costs for the prior year and dividing it by the number of teams or participants for non- team sports in the prior year. Evendale residents or teams comprised of at least 51 % Evendale residents shall have the a 20% discount to the fee as calculated above. Evendale business owners and employees or teams comprised of at least 51% Evendale business owners, Evendale business employees and Evendale Residents shall have the a 10% discount to the fee as calculated above. These discounts are not cumulative. 3
Senior Services: The recreation commission shall set nominal fees at a rate that will provide the recreation department a reasonable estimate of the numbers of persons participating in each program or events. A reasonable differential may be charged non-residents participating in the programs.
Facility Rentals: The Recreation Commission shall set the fees for facility and field rentals based upon recreation department costs of: set up, clean up, the requirement for additional staff to be on duty for event. These costs should be based on the average time to set up room or clean up for events multiplied by the average hourly rate of employees usually involved. Additionally, the recreation commission should consider rates charged by other communities in the greater Cincinnati area for the rental of similar facilities. The Recreation Director may be given authority by the recreation commission to waive the rental fees for facility use for non-profit organizations or community groups or associations were minimal costs to Evendale are involved.
Facility Membership Fees: The current facility membership fee structure shall not be increased unless the total separate costs for the facility uses include in the facility membership fee exceed it by more than 50%. If that occurs, the Recreation Commission may increase it so that the sum of the separate costs of the facility uses included facility membership fee do not exceed it by more than 50%.
Racquetball and Tennis: The current annual racquetball and tennis fee structure shall remain in effect unless the recreation department costs increase. In such an event the Recreation Commission may impose a fee increase to cover the increase costs. Individual and Group Tennis lessons shall be provided a cost.
Pool, Fitness Center, and Travel: The fees for use of pool, Fitness Center, and for travel sponsored by the Recreation Department are to be set with approval of the Mayor because they are primarily performed by contractors of the Village.
Nominal Fees: Nominal fees shall not exceed $20.00 or 10% the actual direct cost of the particular program of event, which ever is greater.
Deposits: The recreation commission shall establish the amount of refundable deposits for both facility use and uniform rental.
Process to Establish Fees: In July or August of each year the Recreation Commission shall set fees for the ensuing 12 months. Two weeks prior to the Recreation Commission adopting fees the current and fees and proposed changes shall be posted by the recreation director in prominent locations at recreation facilities with and date and time of recreation commission meeting at which they to be considered. The fee proposals may be recommended to the Recreation Commission by the recreation director after consultations 4
with the recreation commission and/or recreation department staff. The fee proposals shall include the rationale for any change in fees. Fee calculations which result in a fee under $20.00 shall be rounded upwards to the nearest dollar. Fee calculations which result in a fee over $20.00 shall be rounded upwardly in $5.00 increments.
Fee Increases: No fee shall be increased over $50.00 shall be increased more than 20% in any one year.
Councilmembers Vonderhaar and Smiley-Robertson wanted to have time to review these proposed guidelines. Councilmember Vonderhaar will present them at the next Recreation Commission Meeting. They will be considered at the next meeting.
Dave Nichols also noted that the youth sports uniforms will need to be replaced. Additionally the treadmills need to be replaced. These decisions are being deferred until the Village income and expenses for 2011 become more certain.
VI. Evendale Commons
Chris Patterson updated the Committee on the latest proposal recommended by planning commission for this development. Tim Burke reviewed the general law regarding zoning issues for the committee members
VII. Other items
Chief Korte noted that he will be presenting a request for additional funds to respond to a possible strike at General Electric. Funds will likely be required for overtime and to pay for deputy sheriffs to police the strike. Finally, Dusty Rhodes will discuss reappraisals at Evendale School on June 16, 17, and 18.
The meeting adjourned at 7:30 pm.
___________________________
Christian J. Schaefer
Committee Chairman
Report to Village
April 5, 2011
Education
• Marketing and Development
• The Preliminary Questionnaire for the National Register for Historic Places has been completed. We should hear if we can proceed by mid-April. We have spoken to an independent contractor about completing the work of registering, sponsored by the Evendale Historic Commission. .
• Money continues to arrive for sponsoring schools-so far, about $2300.
• GHF has applied for a grant from General Mills for equipment for the cooking classes and gardening
Farm Babies! Every Saturday in April. With the reduction of farm staff, we are trying to find less labor intensive events.
April 9- Herd Dogs and Textiles
April 16-Plant Babies
April 23-Old Time Plow Day
April 30-Your Babies and Ours Photo Day
Gardens
• 14 rental beds have been reserved; this is all the space available inside our present deer fence. We are looking at a better system so we can expand this in the future in a cost effective manner
• The gardens are producing lettuces, spinach and arugula
Eagle Scout projects in process/spoken for
• sitting places behind pavilion-completed
• shed extension for tractor
• firewood processing/ storage area-almost complete
• shelter for cob oven
• fence replacement on farmyard
Volunteers
• men’s bathroom painting project complete-110 hours involved
• NCCC arrived March 17; they have started grounds work on trails. Other projects include repair of farm roads, fence cleanup, trail signs, fence building, farm house yard cleanup and more. Trosset Wildflower Sanctuary has been half renovated; another day is planned in April
• Hughes HS community service group coming in April
• Clark Montessori- 3 days in March-spread woodchips, prepared perennial beds, built market Garden beds, cleaned up Childrens Garden, weeded hoop house, cleaned out streams, cleared honeysuckle and more.
• 5/3 adult volunteer group- June
• GE volunteer group May 12
• Volunteers from Xavier Community Action Day-April 2
• A handy-person group will be formed to do odd maintenance jobs around the farm. Fix-it stuff, repairs, building small projects, etc.
Farm
• fence repair ongoing
• staff are updating machinery maintenance system
• staff is inventorying assets
• donations being sought for “farm babies.” So far, two Duroc pigs and one lamb have been purchased; Each animal costs about $75. Nice gift for someone who has everything or for Father’s Day. They will go to market when grown, however.
Administration
• 990 is complete
• The annual review is under way.
• Please track your volunteer hours for several reasons. The most important is that grantors are very interested in how much community support has been given to our organization. Often in cost-sharing situations for funding, volunteer hours can count as part of our cost. And, sometimes people call us and want to know what their hours were several years ago; this happens most often when people are nominated for awards.
• Work continues on policy development and formatting
• Pavilion shed has begun as collaborative effort from A. Neyer employees, Scarlet Oaks masonry, carpentry and electric classes, Village of Evendale and GHF volunteers. This will allow us to set up and take down and store tables and equipment efficiently
Internal operations –
• We will be completing the staff handbook and should have it ready for review by the board in April
• Floors have been cleaned; rest of administration building has been deep-cleaned
• Classroom carpet will be cleaned by outside contractor April 4.
Misc. Agriculture News
• World weather problems are resulting in very high prices for grains, hardship for livestock farmers and consumers, good for grain farmers.
• Oil prices a concern for growers and farmers who rely on transportation, fertilizers and other inputs.
• New interpretations of state laws have resulted in farmers being fined for animals that “get out,” even for reasons other than negligence (trespassing, weather). Farmers have been warned that second offences will result in jail time. Staff is discussing better farm security because we have some problems with trespassing and vandalism. Ohio SB will address this.
Upcoming events:
• ;April 7-First Greens dinner for Gorman Circle members
• April 9-Volunteer Appreciation Breakfast- we will need board help for this-it takes about 2 hours
• May 9-Dater Montessori coming-this is the group that triggered the scholarship program; we plan to invite all donors for a reception so they can observe what a school group does when it visits. Probably refreshments, too.
• Farm Babies every Saturday afternoon in April
Recommended Reading: Zilch; Nancy Lublin-an easy read, but an excellent explanation of how non-profits exist, manage assets and are able to produce results with creative thinking.
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