FINANCE, ADMINISTRATION, SERVICE,
ENGINEERING and GORMAN FARM
COMMITTEE MEETING MINUTES
March 5, 2013
The Finance, Service, Engineering and Gorman Farm Committee met on March 5, 2013 at 5:00 pm at the Council Chambers in the Evendale Administration Building. At the meeting, were Councilmembers Albrinck, Schaefer, and Hartman. Also in attendance were Chris Schuermann, Rick Herzog, Joe Ratterman , Jim Cole, Chris Patterson, Cynthia Caracci, James Jeffers, Jack Cameron, Mayor Apking, and Jim Brockschmidt.
Gorman Farm
The Gorman Farm monthly report was submitted in writing and is attached. Chris Schuermann highlighted several items in the 2012 report including that the Third Grade Princeton field trips to the Gorman Farm were saved by donations from Gold Medal and KDM. The following events were highlighted:
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• SWOEFFA Regional Conference State of the Plate is scheduled at GHFF on Saturday, April 13, 2013 from 8:30 am to 4:00 pm.
• Whole Foods in Mason will be the Corporate Sponsor for the Savor the Season event scheduled for 5-4-2013 at GHFF.
• GHFF Square Dance Hoedown is scheduled for Saturday, March 16, 2013 in the UAW Hall.
• Friday, May 17, 2013 will be the Annual GHFF First Greens Dinner. Council Members are welcome and encouraged to attend the First Greens Dinner.
The primary request presented was for a commitment of matching funds should the Gorman Heritage Farm be the recipient of an Impact 100 grant. While unsuccessful last year, the Farm has successfully made it through the initial screening process. The purpose, an enclosed education facility, is the same as last year. Several local businesses have agreed to participate in the donation of goods and services. The Farm is looking for a commitment of $150,000 from Evendale should the grant be awarded. The committee recommends that, should the grant be awarded to the Farm, the Village will match the amount raised up to $150,000 as it did last year.
Service Department/Engineering
Because of a snow storm, Jim Bothe could not attend the meeting. James Jeffers submitted a status report for major projects for 2013. It is attached. The Phase III plans for the part of the Through the Valley Project have been submitted to James. The committee decided to have a special meeting to review the plans with James Jeffers on Tuesday March 26 at 5:00pm. If the shelter house is open that night the committee will meet their and also discuss shelter house renovations. If it is not open, we will have the special meeting at the Administration Building.
Finance/Administration
Cynthia Caracci presented the financial report. The February Income tax receipts were $849,420.04. That is down about $1,000 from 2012. For February 2013, excluding Evendale Commons, the net surplus was $23,560.65. The year to date surplus is $133,933.66 The unencumbered balance for 2013 is $11,915,791.38. That will rise during the year as the income is realized.
Because of our previous bidding of Financial Services, First Financial cannot be used. Cynthia explored the options available under our current bid and recommended that Investments be split between Fifth Third’s managed investments and Fifth Thirds Bond service. Both carry identical restrictions, but the Fifth Third Managed Investments has an ability to invest in the secondary market. Assuming that the contract is appropriate, the committee recommended investing 5 million in each Fifth Third service. The goal in each is to build a three year ladder of bond maturities. The recommendation is to retain the current amounts in Star Ohio Plus and the amounts needed for immediate availability in other Fifth Third accounts.
Cynthia presented an Ordinance that will be on the Council Agenda authorizing the capital items in the budget to be purchased off of the State Bid as provided in the Charter.
There will be an appropriation Ordinance to pay Princeton the amounts due under the TIF agreement from the TIF funds.
Cynthia presented a spreadsheet showing the amounts income tax revenue paid by the Boy Scouts as $ $29,233.46. That exceeds the CPI adjustments to the base rent. Cynthia will track this annually and sent correspondence to the Boy Scouts annually with the calculations and whether rent is due.
Cynthia also indicated that she has been working with the Department head to develop a pay schedule for Part Time and Seasonal Employees. Mayor Apking did not have the opportunity to review it so no council action was recommended by the committee.
Cynthia also brought up the TIF bond that will have to be issued. To make it a General Obligation Bond, the Charter would have to be Amended. This option has a return of about 1.7 million dollars higher than a Revenue Bond. The Village, however assumes the risk that the property taxes will remain at their current levels or above.
Mayor Apking advised the committee of the status of the Real Estate acquisitions presented at the February Council Meetings. The Shriners has bought the Union Hall for a price exceeding that offered by the Village. The Ordinances for the Remaining two properties will be presented at the March Council Meeting.
It was suggested that there be an Ordinance authorizing the CIC to lease, on an annual, basis the TLC building at Fair Market Value. The Mayor advised that other committee thought that to be $2500. It is recommended that the CIC be given the authority to act as agent for the Village to find a lessor for the TLC property.
The CIC has suggested that, once the New Zoning Code is in place, it be authorized to sell the Village owned property along South Reading Road and at St. Rita Lane for development in the same manner the Medallion Drive Properties were sold.
Next mayor Apking indicated that the use of the Cultural Arts Center is increasing and the alterations are being made to create more usable space. He also suggested that he would like to look into replacing the Windows on the building since the Ceilings have been restored to their original height. The committee suggested that this be brought back to the committee once there is a recommended window design and some cost estimates.
Mayor Apking presented a recommendation concerning implementation of Obamacare. Two employees have consistently worked more than 30 hours per week. The committee concurred in the Mayor’s recommendation of making them both full time employees. The rate of pay will remain unchanged, but they will receive the other Full Time benefits. The Committee recommended calling the positions Temporary because both have expressed an intention to retire within the next two or three years. At that time the need for full time employees in these positions will be re-evaluated.
The Committee brought up the issue of work hours for part time and seasonal employees to avoid Obamacare penalties. Jack Cameron recommended that a one year look back period be established and that Horan will present specifics in the near term. Jack also suggested that the committee ask Cynthia to create a month report showing the weekly part-time hours worked for each part-time and seasonal employee along with the annual weekly average of hours worked. Hours worked include any sick pay or vacation pay given to the employees. The committee concurred in this recommendation.
Jack Cameron indicated the new website should be ready to go online in the next two months.
Personnel Code Updates
Jim Brockschmidt presented proposed changes to the personnel code concerning FMLA. The committee examined this and suggested that if someone is off for sick leave for a period of a weeks, they have to submit a statement signed by a Physician indicated the length of time the will be unable to return to work. If the time period is more than two weeks, FMLA would have to be used. Cynthia Carracci mentioned that most expectant mothers have wanted to have as much time off as possible and this change restricts their time off. The committee also wanted to have the final COBRA and FMLA policy added to chapter 258 so that the employees all know about it.
The meeting adjourned at 8:20 pm.
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Christian J. Schaefer
Committee Chairman
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