FINANCE, ADMINISTRATION, SERVICE,
ENGINEERING and GORMAN FARM
COMMITTEE MEETING MINUTES
August 6, 2013
The Finance, Service, Engineering and Gorman Farm Committee met on August 6, 2013 at 5:00 pm at the Council Chambers in the Evendale Administration Building. At the meeting, were Councilmembers Schaefer, and Hartman. Councilmember Albrinck was absent and excused. Also in attendance were Chris Schuermann, Rob Wight, Jim Bothe, James Jeffers, Jack Cameron, Mayor Apking, Cynthia Caracci and Carolyn Duffy.
Deer Cull Program
Carolyn Duffy arrived as the meeting started looking for the committee meeting dealing with the deer cull program recommended by the police department. She was directed to the meeting of the Police Fire and Recreation Committee meeting. About a half an hour later she left that meeting and briefed Councilmembers Schaefer and Hartman that she was concerned that the program would allow hunting on Village owned property in the vicinity of residential neighborhoods. She suggested that hunting be limited to industrial areas. Later, Chief Korte explained the program to the committee. Essentially, it is identical to programs established in Indian Hill and Wyoming. DNR regulations would apply. The program would limit the hunting to bow hunting on Evendale property.
Service Department / Engineering
Jim Bothe noted that the pick-up truck and dump trucks are nearly ready to be built. Originally, the purchases were to be on 2013 chassis. Due to the termination production of the 2013 chassis, the trucks will be built on 2014 chassis. Jim Bothe will also work with Farm Volunteers- Rob Wight, Chris Schaefer and maybe Catherine Hartman) to put wood chips on the Evendale trail on August 13.
James Jeffers gave the engineering report. The status of the road and repair projects was submitted in writing and is attached. The Wyscarver project in the area Sharonville has half the road is being delayed because of the need to co-ordinate with Sharonville. If the co-ordination is not solved, a change order reducing the contract by $35,000 to $40,000 will be executed. There is a substantial savings over the estimate for the roofing project because the materials were available from the state bid.
Councilmember Schaefer had asked James to determine whether the white trim around the Cultural Art center windows could be painted to match the trim on the building. The manufacturer indicated that they could. This may be a project for next year.
James also discussed the Cooper Creek wall. Replacing and completing it with gabion baskets will cost $400,000. James is exploring what could be done in the near term to protect the area which supports the Central Fuel tanks.
Finally, James indicated that the line painting will be done shortly. The painting will include a Stop Bar at the intersection in Evendale Common recently changed to a three way stop. Also, the bike trail along Glendale-Milford will be painted to the standard used by Cincinnati.
Gorman Farm
Chris Schuermann highlighted the farm report which was submitted in writing and is attached. The Farm has applied for a Community Benefit grant to enable the Farm to expand the school visits to districts such as Cincinnati which are without funds to pay for the transportation and Farm visit. It also would fund room dividers so the UAW Hall could be used for programming space. The Row by Row event is September 7, 2013. The Mayor is going to organize the purchase of a table for the Village.
Chris Schuermann will also meet with the Mayor to see if it is possible to co-ordinate the Green Market Event held the first weekend of August. It is currently held in Ault Park, but is looking for a new location. Concern was also raised about after hours use of the overlook. The Farm is considering lighting and a security camera to discourage the activity.
The capital items are almost completed. Rick Herzog co-ordinated the jobs and along with the Harness Club members donated a tremendous amount of labor to the projects. They projects came in about $5,000 under budget.
The Farm is requesting that the bridge and area near the Market Garden be paved as well as an area on the west side of the bank barn so that the area is more accessible to wheel chairs. It also would reduce the chances of a washout. After the recent storm the area inaccessible to the gator the farm uses until it could be repaired. Additionally, the Farm needs an additional source of water for the Market Garden. The suggestion is that a well be drilled in the farmyard area. This would save the expense of using city water. The water service in the area is only residential service and inadequate for the Market Garden.
After some discussion Mayor Apking indicated that, assuming paving of the potion of Wyscarver shared with Sharonville cannot be co-ordinated for this year, he would meet with James Jeffers and the Wyscarver contractor to determine the feasibility of adding the proposed Farm paving to the Wyscarver contract. This may entail transferring some on the funds to the well project as well. If something can be agreed upon, the supplemental appropriation and transfer ordinance will include the transfers necessary.
Finance
Cynthia Caracci presented the finance report. The earnings tax generated in July 2013 was $924,770.68. This is about $224,000 lower than last year. The tax collections are $492,240.59 ahead of last year. This month the Village has a deficit of $470,415.29. This year to date, the surplus is $1,029,495.56. This has dropped off by about $610,000 over the last two months as the costs of capital projects are paid. These figures exclude the Evendale Commons TIF.
Cynthia reported that the audit report will be delivered shortly. When it is released she will provide the mayor and council copies. There will be some issues discussed. One is that certain costs for income generation were tracked as a “net.” These had no appropriation. The other issue was that the traffic light project was not tracked as a federal project. Because of the issue of reporting “net” results for income generation, there will be a supplemental appropriation for the “costs” of the investment program. This is the Fifth/ Third fee which will fluctuate based upon results and the principal. The appropriation will be an estimate of the annual Fifth/Third fee.
Finally, the supplemental appropriation will include money for the tuition reimbursement program. Cynthia will meet with the Chief Hauck and Chief Korte to fix the amount.
Administration
The committee recommends suspension of the tuition reimbursement program, but allowing those currently in the program to continue until under the current ordinance.
The meeting adjourned at 6:45 pm.
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Christian J. Schaefer
Committee Chairman
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