FINANCE, ADMINISTRATION, SERVICE,
ENGINEERING and GORMAN FARM
COMMITTEE MEETING MINUTES
March 6, 2012
The Finance, Service, Engineering and Gorman Farm Committee met at 6:00 pm on March 6, 2012 Present during the meeting were Council Committee members Hartman, Albrinck, and Schaefer. Also at the meeting were Jack Cameron, George Snyder, James Jeffers, Jim Bothe, Sandra Murphy and Fire Chief Cruse.
Finance:
George presented the financial reports for February, 2012. For the month, there was a cash loss of $210,208 due to the fact that the month was a three paycheck month. Year to date earnings tax receipts were $2,017,917, up $88,730 from this time in 2011. The year to date surplus is $111,206.
Last meeting we asked George to track the prior excess and the amounts budgeted for capital improvement projects, but exceeded the bid amount. So far the prior excess is $88,689. The savings on the Traffic Light Project is $82,919.20.
On the custodian agreement for SJS investments, there has been some movement. U S Bank is willing to act as custodian for 5 basis points. That means the total cost of the program to SJS and US Bank would be 15 basis points. Assuming current investment balance, the cost would be $22,392. At current rates for investments, the income generated would be $50,000 to $80.000 per year from which the cost would be deducted. George is still exploring more options.
There will be an ordinance updating the Credit Card policy and providing money for the cost of updating the codified ordinances and additional money from a restricted fund for the Mayor’s Court computer. Jeff Albrinck presented additional changes to clarify the credit card policy. Essentially, the policy changes codify the current practice regarding the need for purchase orders and making certain that credit card purchases do not supplant the normal purchasing system when not necessary.
George indicated that the research from Tim Burke indicated that Walmart has been successful in other areas in having the value of their buildings reduced. The committee decided not to proceed with the appeal unless it is done in conjunction with Princeton.
Finally Adam Ball presented his proposal for bidding property/casualty insurance – which is currently provide by Ohio Risk Management. Ohio Risk Management is a pool which does not require bidding. Adam indicated that he would provide greater services for the same fee that is currently paid as a commission of the premiums. He would be a consultant to the Village and the fees would be paid directly. He would prepare a bid package so that non-pool insurers could bid on Village Fire and Casualty Insurance. One concern is that, while Adam says his service would be unique, we have not sought other proposals. Adams fee is well below the bid limit so additional proposals are not legally required. The committee agreed to advance the proposal because, if
is not approved at our March Council meeting, it cannot be done until next year.
Service / Engineering
James Jeffers reported that the Traffic Signal Project is set to begin in about two weeks, starting on the far north of Reading Road and proceeding to the south.
The Thru-The-Valley engineering is still being developed in the hope that it may again be scheduled to begin in the next few years.
The only remaining item on the Glendale –Milford road project is the striping of the roadway. The committee thought that the bike lane striping looked confusing. James indicated that the current striping conformed with the URS suggestions. James, however, agreed to look further to see if there was a better method of striping in the vicinity of the Medallion Drive entrance ramps.
The Margate street lights were expected within the week, but may be set back because of the tornado clean-up around Moscow Ohio and other areas within the Duke service area.
James also indicated that the Boy Scouts want to put their irrigation system in our right of way so the grass and trees grow better. The committee did not object to the idea, so long as the Boy Scouts agree that they would relocate the system at their expense should the right of way be needed for roadway, sidewalk, lighting, or utility construction.
Finally, since the Traffic signal project is ongoing, and there was recently a serious accident at Glendale-Milford and Kingsport, the committee requested that the intersection be re-evaluated to see if it could be made safer. The committee’s concern is not for one accident. Instead, it is because the committee members are aware of three or four accidents there that were rather serious
Jim Bothe reported on the citizen request for street lights on Acton Court. 8 of the 13 residents responded. 7 favored it. The remaining one was split between husband and wife. The committee decided that James and/or Jim Bothe should proceed to contact Duke Energy about the request.
Finally, the committee approved of the Service Department sending a crew to help with the Clean-up in Moscow Ohio.
Administration
Jack Cameron reported that he had received prices to put a WiFi hot spot on the village grounds. It would cost about $3,000 plus $60 per months. If everyone at the pool or recreation department decides to use it at once, the system will be inadequate.
Gorman Farm
The Search Committee is in the process of hiring an new ED. Sandra Murphy is retiring. The report was submitted in writing. She indicated that the Shear Fest is now Spring Farm Fest. The sheep shearer they used retired. The event will span three weekends. For the next meeting with the new Director, the committee would like to go over the financial of the Farm for 2011.
Chief Cruse
Chief Cruse request $11,000 for testing to fill the vacancy in the Chief’s position, an vacancies in Captain and Lieutenant positions. The committee voted to ask George to put the request in the transfer ordinance.
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The meeting adjourned at 7:15 pm.
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Christian J. Schaefer
Committee Chairman
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