FINANCE, ADMINISTRATION, SERVICE,
ENGINEERING and GORMAN FARM
COMMITTEE MEETING MINUTES
March 4, 2014
The Finance, Service, Engineering and Gorman Farm Committee met at 4:00 pm on March 4, 2014. Present were Councilmembers Hartman and Schaefer. Councilmember Finan participated by telephone. Also in attendance were Chris Schuermann and Chris Patterson from the Gorman Farm, Cynthia Caracci, James Jeffers, Jim Bothe, Jack Cameron, Chief Hauck, and Stiney Vonderhaar.
Finance
Cynthia Caracci presented the financial report. The income tax revenue was for February was $953,107.44. For 2014, the income tax is at $2,046,997.87. This is $139,826.53 higher than last year at the end of February. February also ended with a surplus of $142,451.91 excluding the Evendale Commons TIF. Because many capital items are purchase in the first months of the budget, the net loss for 2014 is $ 237,314.16. The unencumbered balance is currently $13,373,629.74.
There will be a transfer Ordinance on the Council agenda for $15,000 to fund a new server for the Finance department of the Village, the funds will come from the contingency fund. This Ordinance should have an emergency clause because the current server has no additional capacity. Additionally there will be a supplemental appropriation in the Fire department to fund new equipment. The appropriation is necessary to disburse state funds received as a grant for the equipment. Similarly, the Police department will have an appropriation from a special fund.
The representatives of the State Auditor were unavailable to discuss their proposed efficiency study, so that will be delayed until the April committee meeting.
Administration
Jack Cameron reviewed the status of the Dover property, the Root house, the TLC property, and the Hollywood Motel property with the Committee. James Jeffers indicated that some asbestos was found in the Dover house. Its remediation will delay demolition for a week or so. Chief Hauck added provided additional information concerning the status of the state Fire Marshall’s action regarding the Hollywood motel. The committee recommended that an executive session be scheduled following the March Council meeting on the Hollywood Motel potential litigation issues.
There also will be Ordinances concerning the use of some of the right-of-way between the Brendamour property and Glendale-Milford Road. The state transferred some of the right- of-way to Evendale when State Route 126 was moved to Cross County highway some years ago. Brendamour needs to use some of the area below the Glendale-Milford Expressway along the old Glendale-Milford Road that dead ends into railroad tracks for additional tenant parking. The need for the additional parking is to accommodate more that 200 G.E. employees who will be using office space in the Brendamour building. The ordinances will complete the right-of-way transfer, allow Brendamour tenants to use the parking and authorize a development agreement with Brendamour. The ordinances concerning
this issue will need an emergency clause so that the parking improvements can be completed by June.
Catherine Hartman raised the issue of water retention or detention for the new paved area. James indicated that there are technical difficulties in providing water retention or detention in the immediate area of the parking. He also indicated that the area involved will not be large enough to require a Water Management and Sedimentation control permit. Nevertheless, James will see if there is a possibility of retaining or detaining other water from the highway system to offset the run off from the new paved area.
Jack Cameron has contacted Kinetic Vision about the promotional guide that might be linked to the Village website. Kinetic Vision is working on a proposal that they will review with those who attend the planned site visit later this month or in early April.
Finally, an Ordinance repealing of the Type “A” Daycare provision of the zoning code will be on the agenda for a first reading. A public hearing will be required before the third reading. The Ordinance should not have an emergency clause.
Service/Engineer
James Jeffers provided a written summary of the status of the ongoing projects. It is attached.
There will be a Resolution of Co-operation with Sharonville for the Wyscarver Road project on the agenda for March. Essentially, one contractor will do the entire job, Sharonville will bid the project, and each municipality will separately pay for their portions of the project. The committee recommended that instead of just grinding and paving the Evendale portion of the project, that curbs be added on the west side of Wyscarver from Margate to the beginning of the downhill grade. James indicated that this would not be difficult because of the recent piping of the ditches that lined that side of the Wyscarver. The downhill portion of the road has the retaining wall, so curbs were not requested in that portion of the road. The committee recommended this change because it will better tie the houses west
of St. Joseph’s to Evendale.
James staked out the proposed new picnic shelter and the committee agreed that the size of the shelter appeared to be appropriate. With the addition of a standing seam roof to match the one on the Founders Pavilion, the committee recommended that the project proceed.
James also created a mock up of the proposed entrance signs. The committee raised some issues with the sign project. First, the sign is larger than that allowed by the zoning code. It also is proposed to a screen that can handle animation and graphics which is also prohibited in the zoning code. The committee then discussed the intended target of the sign messaging. Virtually all the messaging will be intended only for Evendale residents, not the General Public. Because of this, the initial thought was locate the sign on the interior of the Village grounds. After some discussion about placement and that it is intended as a reminder about information on the website and in the Mayor’s newsletter, the Committee recommended that it be placed in the entranceway to the
Recreation Building. That way, as people are walking in, they can be reminded of various events and can sign up for those events as the walk by the reception area.
Jim Bothe discussed the salt level. We had a delivery and now have adequate salt to handle about three more snow storms. Jim also indicated that the Village is part of a consortium of 70 governmental units to purchase salt. The price this year is $47 per ton. This is much lower than previous years. Jim recommended that if more salt becomes available on the current contract that we purchase as much as possible for next year. If this is to occur a transfer of money to the appropriate line item will be necessary in April or May.
The last issue brought to the committee by Jim Bothe was the leaf bag issue. The information provided is that the equipment needed would cost between $28,900.00 and $34,595.00. The manpower cost would be $43,000. The current Leaf bag system cost $16,020 annually. 528 households took part in the program. The other problem is that the systems take three people to operate. Unless additional staffing is provided, during the 12 weeks of the leaf vacuum program, the service Department could not provide chipper service, the mowing and maintenance of the grounds would have to be curtailed or reduced, and street and building maintenance would have to be put on hold. The other problem with the vacuum systems is that rain and early snows prevent collection and the
leaves find their way into the storm sewers or remain caked next to curbs. The conditions create additional maintenance problems. This year, some communities using vacuums could not complete the work before the winter weather set in and the leaves remaining are a frozen mess of ice, leaves and salt. Cul-de-sac and private drive homes could not be served by the vacuum system. Based on the information provided, the Committee recommended that the Village keep the current leaf bag system.
Gorman Farm
The written report of the Gorman Farm is attached. Chris Schuermann highlighted several items. The farm did not make the initial screening on the Impact 100 grant this year. The Farm changed accounting firms and the statements will be available in April. So far, 125 children have registered for summer camp programs.
The planning meeting for the Green Market event for the first weekend in August is to be held within the next two weeks. The Farm will likely be featured on PBS’s Victory Garden show in conjunction with this event.
With expenses paid by a grant from the Marge Schott Foundation, inner city students from St. Francis De Sales, St. Josephs, and Silverton Piediea will be able to visit the Farm this spring.
The new Farm equipment has been ordered at a cost $21,000. It should be delivered at the end of April. Finally a Civil Engineer will evaluate the plan and obtain the necessary Tap permit for the new water line. The goal is to have installation completed by June 1. The agreement to accept the used Bobcat was accepted by the Farm and it can now be transferred.
The meeting adjourned at 5:55 pm.
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Christian J. Schaefer
Committee Chairman
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