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 6:00 pm on May 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, and Sandra Murphy. Jim Bothe was not in attendance as the service department was working late to try to catch-up on mowing.
I. Finance Reports
George presented the first projection for year end unencumbered balance. It is projected to be $13,467,867.00. In light of this projection, the committee considered additional spending on capital projects. After some discussion the committee agreed that that an unencumbered balance of $13,000,000 is an adequate balance to assure continued availability of funds for Village operations. Under the estimates of Chief Korte, a 10 week strike at GE would leave an unencumbered balance of $12,500,000.00. Council member Schaefer conveyed the Mayor’s recommendations on capital items and additional expenditures. These are:
Fire Department Tuition Reimbursement $2,000.00
Children’s Sports Uniforms $8,000.00
Treadmills $24,000.00
Lights in the Municipal grounds $125,000.00
New Margate road work $225,000.00
Wyscarver sidewalk (option #1 G/M to Griffin) $20,000.00
Wyscarver sidewalk (option #2 Griffin to Margate) $40,000.00
These amounts total $440,000.00. Without a strike, the unencumbered balance would be $13,023,000.00. The committee unanimously recommended that an ordinance added to the agenda so that funds for these expenditures can be transferred in to appropriated within the 2011 budget.
Other reports showed that the earnings tax collections are up $179,181.00 over last April. The Year to date tax collections are up $103,050. Without Evendale Commons, the April income was $676,358.64 over expenses. Evendale is currently running a year to date surplus of $35,363.57.
On other finance issues, the agreements with SJS are finally being completed. There was an issue as to how the federal, state and local regulations would work together. That has now been resolved. The Hylant group has and the governmental insurance industry appears to be changing from agents obtaining a fee from the insurance companies to consultants providing services and being paid directly paid by the governmental entity. Several surrounding communities – Sharonville, Montgomery and Princeton City Schools have made this change. Because the amounts involved are below the bid limit, no Council action is required. Nonetheless, the Committee recommended that Evendale make the change.
George also noted that with proposed changes to OPERS, all those eligible to retire in 2011, may take that opportunity. Additionally, the Village is responsible to produce waivers signed by students in the pre-1985 era in order to avoid back charges for seasonal and part time workers currently becoming eligible to retire in order to avoid back charges. The audit is complete. The only issue is that some contracts were executed prior to purchase orders being signed. George is working with thje various departments to avoid this issue in the future.
George finally advised that the Tax Budget for 2012 is complete but not in the final format.
Councilmember Schaefer noted that the TIF agreement requires that Evendale use good faith efforts to issue bonds to cover the cost of the improvements secured by a note by Anchor. Currently, there is insufficient revenue to issue bonds. Understanding that the bonds cannot be issued, Councilmember Schaefer asked George to check with Tim Burke to make certain that Evendale takes the steps necessary to demonstrate it is acting in good faith regarding this obligation.
III. Engineering/Service
James Jeffers reported that Monet is complete except for very minor issues. Glendale-Milford has been delayed by the rain. Hopefully it will start in the next few weeks. The Mohler Road waterline should begin soon.
The I-75 project is waiting for decisions by GE. After some discussion, the committee identified certain issues that need to be resolved. They are:
1. Landscaping and mowing responsibities.
2. Street Lighting
3. Bridge Design
4. Roadway name
5. Roadway cross section
6. Signal Control
7. Options for design of Glendale-Milford Bridge façade and fencing.
The committee’s preference is that the various options be presented so that the full council can have input on these issues. Jack suggested that the upcoming meetings with GE might be the opportunity to make certain the council knows GE’s position on these issues.
IV. Gorman Farm
Sandra Murphy submitted a monthly report to the committee and appeared in person. The report is attached. Sandra corrected the report to indicate that there are 18 gardens. She noted that the rain has put a damper on the weekend farm babies event in April. The next big event will be July 31. They are looking for row sponsors and will have a pig roast. The anticipated hours are 4 to 7. Carolyn suggested that the farm may want to get involved in the We Thrive initiative. It is an anti –obesity program which, among other things, focuses on community gardening.
V. Recreation
Dave Nichols indicated that he had presented the proposed guidelines for fees to the recreation commission and there were not suggested changes from the commission.
On motion by Council member Vonderhaar, seconded by Councilmember Smiley-Robertson it was unanimously recommended that the Council adopt the following fee guidelines:
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 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.
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 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 over $50.00 shall be increased more than 20% in any one year.
Dave Nichols indicated that there will be an ordinance hiring two part time employees replacing some of the duties of Adam knight and Lisa Marshall. Additionally, the seasonal employees will be hired at this meeting.
Dave also advised the committee that the Myrtle Beach trip was cancelled due to lack of adequate participation. The bike rodeo is set for May 14th. Finally, Dave Caracci has been named the Ohio Recreation coach of the year.
VI. Administration
Jack Cameron had several ordinances for the May agenda. They include a zoning map change for White Castle, water management ordinances for White Castle and Chase Bank, and a building coverage on a lot change. The last change was brought about by a request from Gold Metal. Additionally, the Boyd PBD needs an alteration in the time schedule and Duke Retail has proposed an electric rate contract to extend to the end of 2013 for Evendale owned buildings only.
Jack also participated and is taking the lead in the I-75 Thru the Valley Project discussions with GE and ODOT.
Finally, Jack brought up the recommendation from the HIRT committee that we provide an incentive for employees and spouses to get annual physicals. The committee, after some discussion is generally in favor of some incentive, but would like the HIRT committee be specific regarding their recommendation.
VII. Other items
Councilmember Vonderhaar mentioned that County Commissioner Monzel mentioned Evendale in his newsletter. Finally, Councilmember Schaefer noted that he will be out of town and miss the June Committee meeting and June Council meetings.
The meeting adjourned at 7:50 pm.
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Christian J. Schaefer
Committee Chairman
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