FINANCE, ADMINISTRATION, SERVICE,
ENGINEERING and GORMAN FARM
COMMITTEE MEETING MINUTES
February 7, 2012
The Finance, Service, Engineering and Gorman Farm Committee met at 6:00 pm on January 3, 2012, immediately after the Special Council meeting. Present during all or portions of the meeting were Council Committee members Albrinck, and Schaefer. Councilmember Hartman was ill and could not attend. Also at the meeting were Jack Cameron, George Snyder, James Jeffers, Jim Bothe, and Mayor Apking.
Mayor Apking:
Mayor Apking presented certain personnel issues in the Fire Department. Essentially there are three openings for Firefighters and the Fire Chief is retiring. Councilmembers Albrinck and Schaefer agreed that the three vacancies should be filled through the hiring committee process. The Mayor proposed that new Chief’s position be filled from within the ranks of the Department. The Mayor indicated that the Council as a whole would conduct the interviews. Councilmembers Albrinck and Schaefer concurred in both suggestions by Mayor Apking so long as the door is left open for consideration of candidates not from the Department if Council, after the interviews, finds no suitable candidate.
Finance:
George presented the financial reports for January, 2012. For the month, there was a cash surplus of $321,515. The earnings tax receipts were $1,167,595, $25,000 more than January 2011.
There will be an ordinance regarding appropriations for the Traffic Signal Project. Because the bids were below the budgeted amount, the state will provide a lesser amount of funding for their potion of the project (which is income to the Village). Additionally, the initial transfer of funds into the project was over the amount that the Village needs for the Village portion of the project. The Ordinance will adjust the appropriation to the amount of money needed for the project. After some discussion, Councilmembers Albrinck and Schaefer requested that the amount of initially budgeted funds no longer needed for the project, along with any Prior Excess, be listed in the monthly reports. This is so that we can make certain that future appropriations during the year
do not exceed the initial budget.
Next George indicated that we needed a depository agreement. These are non-exclusive agreements. They will be set up to allow the use of any of the three banks in Evendale. Additionally, the committee concurred in the concept of putting sufficient funds in the checking account to avoid payment of fees so long as the avoided fees are greater than the amount that the money could be made in the investment accounts.
With regard to the investment issue, George Snyder has inquired as to whether the County Treasurer could hold the investments so that the investment strategy previously approved by Council could be employed. This suggestion was made at the suggestion of State Auditor Yost. The County Treasurer has not yet made the determination.
George then presented the excess property list compiled by Gorman Farm. With the exception of the two Oliver Tractors, the committee recommends that George takes whatever actions necessary to dispose of the excess property at a reasonable price.
Finally George presented his final year end report for 2011 and ideas for bidding property/casualty insurance coverage and banking services. The banking services are not required to be bid and the administrative staff is comfortable with the service provided by 5th /3rd Bank. Councilmembers Albrinck and Schaefer recommended that the banking services not be bid. The decisions on bidding property/casualty insurance – which is currently provide by Ohio Risk Management—was put off until next month.
Service / Engineering
Jim Bothe presented a recommendation that the purchase of the new dump truck, which is in the budget, be authorized. The State bid for the Body and Chassis is $97,756 with Miami Valley International. The rest of the work is to be done by Kaffenberger $19,885. There will be an Ordinance authorizing this purchase on the February Council agenda.
There will be a hiring Ordinance for Steven Knebel to replace Jerry Schappacher.
Jim Bothe also reported that a resident on Acton Court requested that two street lights be installed. The committee recommended that the department determine the price and survey the other residents on the street. With that information, the committee will make a recommendation next month.
James Jeffers reported that the Traffic Signal Project is set to begin in March. The thru the Valley project is delayed until 2026. There is some thought that this might change and the engineering work is continuing.
Administration
Jack Cameron reported that a lot near an entrance to Evendale may become available. Councilmembers Albrinck and Schaefer suggested that Jack pursue the matter. The committee made no commitment to make the purchase.
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