FINANCE, ADMINISTRATION, SERVICE,
ENGINEERING and GORMAN FARM
COMMITTEE MEETING MINUTES
April 3, 2012
The Finance, Service, Engineering and Gorman Farm Committee met at 6:00 pm on April 3, 2012 Present during the meeting were Council Committee members Hartman, Albrinck, and Schaefer. Also at the meeting were, George Snyder, James Jeffers, Sandra Murphy and Fire Captain Hauck.
Finance:
George presented the financial reports for March, 2012. For the month, there was a cash surplus of $373,460. Year to date earnings tax receipts were $3,271,001 up $297,305 from this time in 2011. The year to date surplus is $484,767.
So far the prior excess is $142,938.39. That increases the unencumbered cash from December 31, 2012 to $16,243,597.10. The savings on the Traffic Light Project is $82,919.20 over the budgeted amount. Additionally because the debt from the Rinks/Churchill Purchase will be fully paid this year saving $228,000 annually and the conversion of five fulltime positions to four part-time positions will result in a $294,000 annual savings. For 2013 forward the total savings is $522,000. Because of (a) the strong revenues, if they continue at the same pace, would produce more than $1,200,000 in additional income ( $1,500,000 more than the budget estimate), (b) a surplus already exceeding the annual income of the village, and (c) $522,000 in ongoing savings, Councilmember Schaefer
suggested that the committee look into a tax holiday for 2013 of the 2/10 of 1% of voted earnings tax. This would reduce revenue by approximately $2,000,000. This would reduce taxes for Evendale residents who work in Evendale, it would reduce taxes for Evendale businesses, it would reduce taxes for employees of Evendale employers who live in townships. But, most of the money would likely go to surrounding communities who gives their residents credit for income taxes to Evendale. George indicated that if we are to adopt this proposal, we should do it no later than October. Committee members Hartman and Albrinck concurred that the committee should explore the idea as the year progreeses.
George additionally reported that an ordinance codifying changes to the Credit Card policy discussed last month and an ordinance setting a new 24 hour vehicle policy will be on the agenda. Changes are needed to comply with IRS regulations. There are four vehicles that go home with employees. The police chief, fire chief, the police detective and the service director take vehicles home. The committee supports both ordinances.
George reported the State Auditor now requires all employees to receive notice of the fraud hot-line. Each will sign an acknowledgement that they are aware of the hot-line.
George further reported that Tim Burke does not believe litigating the Walmart valuation will be successful. The committee agreed to follow the solicitor’s advice on the matter.
The final matter George brought to the committee was the proposed Southwest Ohio Regional Refuse program being advanced by the center for local government. Essentially, the proposal would have a multi-community bid for garbage collection. Since the current garbage contract has another option year and the committee is fully satisfied with the current contractor, the committee recommended against participation in the joint bidding process.
Service / Engineering
James Jeffers reported that the Traffic Signal Project is waiting for drawings for exact pole locations. It will begin when those are received.
The Thru-The-Valley engineering is completed. GE and the state have agreed upon what was called the GE Parkway – now an new Neuman Way. The committee decided to schedule a special meeting in Council chambers starting at 5:30 pm on April 17, 2012 to discuss the plan in detail with James and formulate comments.
New signage was added at the Kingsport / Glendale –Milford intersection. Additionally, the traffic lights are being repositioned to that they point lower to increase visibility.
James has received more information concerning the bike path markings on Glendale-Milford expressway. Hopefully that can be completed in the near term. Councilmember Hartman expressed concern that the lane markers are faded west of I-75. James indicated that he will look into lane reflectors when that area is re-striped.
The Margate street lights are expected shortly, but have not yet been installed. On Oxbow, the committee decided to recommend only one street light about half way between the Stanwin intersection and the cul-de-sac. At both ends of the street there were residents opposed to the lights.
James presented a change order for the Traffic Light project to install new poles at the Glendale-Milford Road and Evendale Drive intersection. Originally this intersection was not included in the project because of anticipated through the Valley construction. The total cost would be $221,490 with Evendale paying $114,204.50 of that cost. The committee decided not to agree with the change order. The best guess from ODOT is that the Through the Valley Project may actually happen in the next four years, the lights are closed to the interstate lights which will not be changed, and the proposed changes on the Through the Valley Project will widen the area where the poles are located so most, if not all of the cost will be lost when the Through The Valley Project is built.
Administration
Councilmember Schaefer indicated that Council will be receiving portions of the proposed new zoning code that have been tentatively approved by planning commission. They are presented for comment. Once the committee finishes all sections of the proposed new zoning code, the formal approval process with public hearings and an ordinance to vote upon will be presented to Planning Commission and Council.
Gorman Farm
Last month Sandra Murphy, who is retiring, was thought to have attended her last meeting as the Executive Director of the Gorman Farm. The Farm Board has not selected a new Executive Director so Sandra’s retirement is delayed for another few months.
Sandra Murphy initially sought clarification about the sale of items not needed by the Gorman Farm, but owned by Evendale. Three items were sold on the Hamilton County website and two more are being auctioned. The additional items are a large tractor and a combine that no longer is in working order. It is anticipated that the amount received will exceed the amount needed for the purchase of a new mower off of the state bid. The new mower replaces one that was auctioned on the county website. The committee recommends that when the sales are complete, the funds be appropriated to first cover the cost of the new mower and, secondly, to a line item to cover additional farm capital needs. It is anticipated that approximately $5,000 more than needed for the new mower will be generated from the sales.
Next Sandra indicated that the Farm will first put animals at the bottom of the hill leading to the upper meadow. The slope will be used for additional animals when the fencing is reconnected. The upper meadow itself is for now being used for grass hay.
Several residents in Carpenter’s Creek are working on a plan to connect the Kingsport trail to their subdivision. James Jeffers indicated that the Triangular concrete structure where Carpenter’s Creek and the Gorman Farm interface could be used as a head wall for a structure spanning the creek. Sandra indicated that if the plan gets approved, it would be ideal for an Eagle Scout project.
Finally, Sandra reviewed the Gorman Farm Financial Reports with the committee. The income, excluding the Evendale contribution, has remained in the $250,000 range during the last five years. 2009 seems higher, but $65,000 was contributed from several sources for the Pavilion Restrooms. The school programs are now mainly limited to preschoolers because of School District field trip restrictions. The net assets of the Gorman Farm continue to grow. This information will be forwarded to all of Council.
.
The meeting adjourned at 7:15 pm.
___________________________
Christian J. Schaefer
Committee Chairman
| 
