FINANCE, ADMINISTRATION, SERVICE,
ENGINEERING and GORMAN FARM
COMMITTEE MEETING MINUTES
December 3, 2013
The Finance, Service, Engineering and Gorman Farm Committee met on December 3, 2013 at 5:00 pm at the large conference room in the Evendale Administration Building. At the meeting, were Councilmembers Schaefer, Hartman, and Finan. Also in attendance were Chris Schuermann, Rob Wight, James Jeffers, Mayor Apking, Cynthia Caracci, and Stiney Vonderhaar.
Service Department / Engineering
James Jeffers gave the engineering report in writing. It is attached. James also indicated that two potential bidders have taken bid packages for the Island Landscaping contract. It will be opened in December, but the contract cannot be awarded until January, 2014. James indicated that the Junior Hill water issue and the Plateau Place Cul-de-sac issues are being resolved.
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Gorman Farm
Rob Wight and Chris Schuermann attended the committee meeting for the Gorman Farm. In addition to the monthly report submitted in writing, Chris Schuermann indicated that the annual appeal set a record with $32,500 being donated on “Giving Tuesday.” $20,000 of that came from an Evendale Resident and the resident’s employer which is also and Evendale business. The seats for riding in the Lebanon Carriage Parade on the mule wagon were sold for $1200. Ninety-five turkeys were sold for Thanksgiving. The new Farm Manager is Kelsey Berger. The corn is not yet harvested because moisture level needs to fall another 2% while it’s in the field.
Finance
Cynthia Caracci presented the finance report in writing. November tax receipts were $901,640.23. That is about $23,000.00 more than last November. Excluding the Evendale Commons TIF, November revenue exceeded expenses by $194,690.73. Year to date, Revenue exceeds expenses by $1,142,611.90. It should be noted that a large unencumbered balance shows in the TIF Fund. That amount, $763,273.02 will be substantially reduced next year because it will be encumbered to pay the Evendale General Fund principle and interest on the bonds issued December 2, 2013.
An Appropriation Ordinance for additional funds to pay police salaries will be on the agenda. An Emergency Clause is needed because without it, the police department payroll fund will be inadequate for the December payroll.
The committee then discussed two adjustments to the 2014 budget. One is for about $5,000 in the police capital budget because the cost to transfer light bars and other items to the new cruisers was not included in the original request. . The capital budget for administration was reduced from the $67,000 that was planned for a complete software overhaul down to $10,000 for just the budget and financial reporting software.
Mayor Apking discussed salary issues for the 2014 Budget.
Administration
The committee deferred discussion of the tuition reimbursement program until January.
The use of Emergency Clauses was also discussed. A summary of the types of Ordinances considered in 2013 to date was also discussed. The Summary is attached. The Committee recommends that each time a Committee recommends an Ordinance to the Council to be considered, the committee should indicate whether and why an Emergency Clause is needed. The solicitor should only include an Emergency Clause in the proposed Ordinance if requested to do so by the Committee.
Finally, the committee recommended that a requirement for removal of dead trees be included in the property maintenance code in the same manner that mowing is required. There is no need for an Emergency Clause in this Ordinance.
The meeting adjourned at 6:15 pm.
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Christian J. Schaefer
Committee Chairman
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