FINANCE, ADMINISTRATION, SERVICE,
ENGINEERING and GORMAN FARM
COMMITTEE MEETING MINUTES
January 7, 2014
The Finance, Service, Engineering and Gorman Farm Committee met on January 7, 2014 at 3:00 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, Al Schutte, Chris Patterson, Chiefs Hauck and Korte, Dave Nichols, Lynn Thole, Jim Bothe, James Jeffers, Cynthia Caracci, Barb Rohs, Cindy Vaske, and Jack Cameron.
Administration
Website
The first issue to come before the committee concerned the Village website. Jack Cameron took the Committee step by step through the website. Essentially the system in place is for each department or committee to update the portion of the website for which the department is responsible.
In going through the process, three areas had not been updated in a timely. Two of these were the Historical Commission and Cultural Arts Committee parts of the website. The information from planning and zoning was sometimes tardy. Catherine Hartman agreed to contact the Historical Commission and Cultural Arts Committee about these issues. Al Schutte and Barb Rohs discussed the planning and zoning issue and it was resolved.
Additionally the Committee recommended three changes in the layout of the website. On the Recreation Page, the calendar was no longer being kept up to date. The reason is that the Evendale website links to the websites of the various leagues in which the sports teams are competing. Those websites have updated scheduling information. Since it is not being used, the committee recommended that the calendar be eliminated from the Recreation page. Next the committee requested that the website be changed to include a blue banner on the left side of the Recreation Page for Village Recreational Facilities. This would, in turn, link to the information about the Shelterhouse, Pool, Tennis Courts, Racket Ball Courts, Field and Room rentals, Griffin Nature Preserve and the
Founder’s Pavilion. Finally, in the Village Services page, it was recommended that the link to trash collection also include both the garbage and recycling contractor as well as the Service department supplemental item pick up information.
Tuition Reimbursement
Jim Bothe, Chiefs Hauck, and Chief Korte discussed the Tuition Reimbursement program with the committee. After some discussion, the committee recommended that section (a) of the Ordinance be deleted. This covers requests for an employee to take a single course on a subject rather than entering a degree program. The police and fire departments handle these types of courses with continuing education and training funds. These could be inserted in the Service Department as well. These courses are typically directly tied to work requirements. With that change, the committee requests that it be placed on the January Council agenda for a first reading. The committee sees no reason for the draft ordinance to include an emergency clause.
Dead Trees
The committee reviewed the proposed amendment to the Property Maintenance code as well as the background information provided by the solicitor. The Committee recommends that an Ordinance Amending the Property Maintenance Code to require removal of dead trees threatening adjoining property of the right of ways be added to the January Council Agenda for a first reading. There is no need for an emergency clause on this ordinance.
The committee also recommends that a letter be sent to property owners adjoining Village owned property asking them to report any dead trees that could potentially damage their property. The Village should also administratively establish a system to track and respond to these notices. Jim Bothe reported that he has been personally speaking with owners of property with trees that might fall onto the public right of way. All have agreed to allow removal of trees that threaten the right of way.
Residential Leases
Based upon the information provided by the solicitor, the committee requests that a formal ordinance be drafted and submitted for review at the February Committee meeting limiting leases to a minimum of 30 days and not more than 3 different tenants per year. The proposal would also requiring landlords to notify the Village when they have each new tenant. This would be a business regulation.
Gorman Farm
Rob Wight and Chris Schuermann attended the committee meeting for the Gorman Farm.(It is attached). In addition to the monthly report submitted in writing, Chris Schuermann indicated that the annual appeal set a record with nearly $50,000 donated. There have been $15,000 in grants received. There are now 700 paying non-Evendale farm members. The number of volunteer hours donated is beyond any recorded for any other non-profit in the area. This will all be finalized and reported in the annual report. It is expected to be presented at the next committee meeting.
Additionally, Chris Schuermann is quite hopeful that the Edible Ohio Green Market event will be held at the Gorman Farm the weekend of August 3, 2014. If it is selected, the Farm will be featured on the PBS Victory Gardens show
.
The Farm has again begun the process to qualify for an Impact 100 grant. The focus will be on education space and kitchen. The Committee supports the application and, if award the grant, the committee recommends that the Village agree to match the grant in the 2015 budget, as has been done the last two years. At some point in the process, the Village Council may be called upon to pass a resolution in support of the grant as has been done in previous years.
Rob Wight brought a map of the Farm to respond to the concerns by Councilmember Hartman about honeysuckle removal. The map explained the proposed fencing areas and trails that will be kept open. As weather permits, with the help of the service department, more wood chips will be spread on the trails to help remedy complaints of some residents who regularly use the trails. Additionally, Rob explained the possible location of the education facility to be on a flat area above the pavilion. The Farm has investigated existing space in neighboring facilities as well.
The primary issue seems to be better communication concerning changes to the physical make up of the property that are not funded by the Village. All concerned agreed to try to make certain that changes are specifically brought to the council’s attention before they are made.
Finally, Jim Bothe and James Jeffers explained the problems that have been plaguing the HVAC system in the interpretive building. Essentially, the two original units will be replaced with three to provide additional heating in some areas. The cost is still expected to be within the amount appropriated for the project and encumbered in 2013.
Service Department / Engineering
James Jeffers gave the engineering report in writing. (It is attached). Because the numbers on the cost of the traffic signal project assumed a state payment that had not yet been made, the numbers will be adjusted on the next reports from the engineer. Council member Finan suggested that the engineer contact the county engineer about road striping as it was his understanding that the county engineer has been providing this service, at perhaps a lower cost, to other communities. James indicated that due to the weather, he has not been able to set up a meeting concerning the Cooper Creek wall. That will be accomplished by the next committee meeting.
Finally, there was only one bidder for the maintenance of the Landscape Islands. An ordinance with an emergency clause should be drafted to accept this bid. Councilmember Finan suggested that this be passed on the second reading at the February Council meeting. The committee agreed in that another company picked up a bid package, but submitted no bid. The short delay will not impact the apparent successful bidder.
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Finance
Cynthia Caracci presented the finance report in writing. December tax receipts were $1,204,827.71. That is about $146,000 less than last December. For 2013, income tax collections were $13,168,802.51. That is $420,739.03 more than 2012. It should be noted that in April 2013, the Village received $755,249 more than it had received in any prior April since 2007.
Excluding the Evendale Commons TIF, December expenses exceeded revenue by $4,370.91. 2013 revenue exceeds expenses by $1,138,240.99. It should be noted that a large unencumbered balance of $750,380.24 shows in the TIF Fund. The December 31, 2013, unencumbered balance is $17,447,276.25 excluding the TIF Fund.
Finally, the Council needs to pass a transfer of money from the general funds to certain special funds in January. The committee recommends that this accounting procedure be done on an emergency basis to fund certain operations of the Village for 2013.
Engineering Report
1. Traffic Signal Project The contractor is working on the punch list and the final timings being calculated.
Original Contract – $2,517,673.80
Change Orders - $145,900.09
Changes in Work - $79,296.68
Current Contract - $2,742,870.57
Paid to Date – $2,692,870.57
Retainage - $50,000.00
Balance to Completion - $50,000.00
Total Amount Paid to date by the State - $1,534,959.69
Total Amount Paid to date by Evendale - $1,124,735.87 (Alternate Items = $466,896.00)
Total Amount expected to be paid by the State - $1,589,419.70
Total Amount expected to be paid by Evendale - $1,148,075.87
2. Shelter House – The shelter house is nearly finished. The only items that remain are the roof installation and the board replacements on the walkway.
Original Contract – $153,000
Change Orders - $16,400.00
Current Contract - $169,400
Paid to date – $145,801.00
Balance to be paid - $25,599.00
3. Roofing – Due to the continuing snow, rain and ice the roof at the firehouse is nearly completed. Once this has been completed they will move to the recreation center.
Original Contract – $181,452.54
Change Orders - $0.00
Current Contract - $181,452.54
Paid to date – $109,393.56
Balance to be paid - $72,058.98
4. Traffic Island Maintenance - The bids results for this project are attached. We only had one bidder, who has performed the maintenance of the islands since the islands were reconstructed. It appears that the other interested bidder was unable to secure the bond required for the project. The successful bidders' proposed amounts are a slight reduction from previous years. I will have an ordinance at the January's council meeting and will be requesting the emergency clause for two reasons; 1) The bids were received on December 9, 2013 and the bids are valid for 60 days and 2) The contractor will need to place orders for planting materials and begin pre-emergent treatment by the end of February for the islands.
5. Braewood Drainage - I have met with Mr. Hill and the contractor and we have worked out the proposed repair. Jeffrey Allen will perform the drainage improvements as weather permits.
6. Plateau - We have completed the plat and have forwarded it to the owners for their approval. We are coordinating the removal of the electric with Duke Energy and Elex and hope to have this accomplished shortly.
7. Cooper Creek Drainage - Due to the ongoing rain/snow and holidays, I haven't scheduled a site review with an engineering group for this project.
8. Residential Lighting Project - Currently Duke Energy is putting together a proposal for the proposed lighting options for replacement of the existing fixtures.
9. Street Striping - Due to the current temperatures, the striping will be performed in the spring. This will include the bicycle striping that we have been trying to get installed.
10. 2014 Street Improvements - Since the Village was unsuccessful in the process for issue II funding the 2014 Road Improvements will go back to the proposed streets in the 5 year capital improvements. This includes the following streets: Exon, Makro, PG Graves, and Access Place. In addition, I have been in discussions with Sharonville to complete the northern end of the Wyscarver Road that is shared by the communities.
The meeting adjourned at 6:20 pm.
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Christian J. Schaefer
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