FINANCE, ADMINISTRATION, SERVICE,
ENGINEERING and GORMAN FARM
COMMITTEE MEETING MINUTES
May 6, 2014
The Finance, Administration, Service, Engineering and Gorman Farm Committee met at 4:00 pm on May 6, 2014.. Present were Councilmembers Finan, Hartman, and Schaefer. Also in attendance were Chris Schuermann, Chris Patterson, Cynthia Caracci, James Jeffers, Jim Bothe, Jack Cameron, Carolyn Duffy, Stiney Vonderhaar and Tim Kraft from the State Auditor’s Office.
Finance
Cynthia Caracci presented the financial report. The income tax revenue was for April was $1,372,234.66. This is $820,466.73 less than last April, 2013. Year to date the income tax in 2014 has generated $4,801,922.72. That is $349,914.13 less than that collected through April 2013. April ended with a surplus of $531,392.20 excluding the Evendale Commons TIF. Year to date, the Village has a net surplus of $919,875.71. The unencumbered balance is currently $15,208,657.91. Cynthia also indicated that she still believes that the earnings tax will meet her estimate. The Village capital fund will have a prior excess of $525,000 should the Hollywood purchase and demolition not take place.
There will be a transfer Ordinance on the Council agenda moving money within the General Fund from the recreation repairs and capital improvements object to the pool repairs and capital improvements object. This committee recommends that this ordinance be passed as an emergency because the repair must be made so that the pool can open in a timely fashion.
Tim Kraft, representing State Auditor Yost, presented a description of the efficiency analysis that they are offering to local governments. Tim indicated that this is an outgrowth from school districts around the state in fiscal emergency. The superintendents of some of those districts went to other districts and asked the auditor’s office for evaluations of their new districts. The auditor’s office has completed several around the state including an analysis of the Cincinnati Police Department.
The way it would work is that the Village identifies areas for the auditor to evaluate. The auditor will look at the recent audits and determine the fee. The auditor guarantees that more savings will be identified than the fee that will be charged. If not, the fee will be reduced. The team the auditor puts together includes various experts in the area being reviewed. The auditors will compare salaries, benefits, scheduling, overtime, equipment purchases, fees for services, and the like with similar communities and make recommendations for savings.
Because of the length of the agenda and Dick Finan’s need to attend a funeral, the committee did not have an opportunity to make any recommendation on the proposal.
Administration
Jack Cameron indicated that Kinetic Vision site visit and promotional addition to the website is scheduled for June 2, 2014 at 2:30.
Tim Hammond and James Jeffers are still exploring the options and costs of making the Cultural Arts Center Handicapped accessible.
Jack Cameron also indicated that the Park Hills Homeowners Association needed to clarify their ability to maintain certain landscaped islands within the roadways of Park Hills. The solution is a simple lease. The committee recommended approval of the lease at the next Council meeting.
The status of the TLC property was discussed. Essentially, the committee recommended that the buildings at TLC be used for temporary storage and the area cleaned up once TLC vacates the premises. The retail areas can be used by the historical commission on a short term basis to store and sort artifacts while the Historical Commission room at the cultural arts center is remodeled. The service department and Gorman Farm have items that could be stored in some of the covered areas. This would not be a permanent solution to storage issues and once the CIC sells some of the other properties for the Village, it is anticipated that the TLC property will be cleared and offered for redevelopment.
Councilmember Finan raised an issue about the requirement in the Charter that Councilmembers resign if they file to run for mayor. This was not enforced when he served as a councilmember in the late 1960’s and early 1970’s. Councilmember Finan requested that the Council put a Charter Amendment to eliminate this provision on the ballot at this year’s general election. Councilmember Hartman supported the request. Councilmember Schaefer did not. On a 2 to 1 vote, the committee recommended that an Ordinance repealing this provision of the Charter be on this May agenda.
Councilmember Finan also wanted a description of each item passed by council be listed in the Mayor’s newsletter. Jack Cameron explained that the newsletter was slimmed down several years ago when the website was established. There is a link on the website to that automatically generates an email to subscribers email with agendas, minutes and ordinances. Jack is going to provide additional information on the number of residents using this link. Additionally, Jack will work with Barb to make changes in the website to make these items more easily accessed on the website.
Service/Engineer
James Jeffers provided a written summary of the status of the ongoing projects. It is attached. Carolyn Duffy attended the meeting to call attention to the fact that the remaining work on the Plateau Place cul-de-sac project had not been completed. James indicated that he is working with Elex to complete the project by moving electrical boxes and removing an electrical pole. Duke Energy will need to do the electrical connections. James indicated he will also provide Carolyn Duffy a larger copy of the plans for the cul-de-sac project as she requested.
The next issue presented was the Thru the Valley project. The Village will have the opportunity to install landscaping and put the Village name on the three overpasses over I-75 located in Evendale. The next step is to request proposals from architectural firms to prepare the design and plans for the Village portion of this project. This will be coming within the next few months.
Duke Energy has not been responsive to the Village request for selection and prices of new street lighting in the residential areas. The committee recommended that a request for proposals for new lighting be advertised if Duke fails to respond by the end of May. Carolyn Duffy asked to be notified should a RFP be issued for a design professional for the lighting project.
Finally Jim Bothe advised that StreamKey (located on Reading Road) has donated $20,000 worth of drinking fountains. These have been distributed to Sharonville, Evendale, and the Gorman Farm.
Gorman Farm
The written report of the Gorman Farm is attached. Chris Schuermann highlighted several items. Most of the time was spent discussing the manner the Village Funds Capital Improvements at the Farm. Currently, the Village appropriates money and directly pays for items that are purchased. The Farm’s suggestion is that the money simply be appropriated to the Farm so that they can buy the items approved directly. Any savings between the estimate and actual cost of the work would then be available for other projects at the farm. Currently, the items purchased belong to the Village, but are used and insured by the Farm. This causes some confusion. The current system also makes disposal of out dated equipment more complex. Councilmember Schaefer identified some issues that arose in past years when the Village simple
appropriated capital funds directly to the Farm. The committee recommended that the matter be discussed by the Council as a whole at the budget hearings in the autumn. Until then the existing system will remain in place.
Catherine Hartman requested that the reports by the farm be changed to include a specific section dealing with proposed changes to the Gorman Farm Property, facilities, and/or equipment at the farm.
The waterline is being installed in the next few weeks. It will loop the Market garden and will also provide water to the area north and east of the pasture behind the Alfalfa Barn.
Chris Schuermann also indicated that McAllisters deli will host an event in the near future benefiting the farm.
The meeting adjourned at 6:10 pm.
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Christian J. Schaefer
Committee Chairman
May 2014 Council Update
1. Traffic Signal Project - The final inspection of the project should be completed this week. We have some coordination/timings resolutions to complete and the project should be finished within the next couple of weeks.
Original Contract – $2,517,673.80
Change Orders - $145,900.09
Changes in Work - $79,296.66
Current Contract - $2,742,870.55
Fiber work on Municipal Grounds - $65,035.00
Total Project Cost - $2,809,905.57
Paid to Date – $2,726,730.57
Retainage - $50,000.00
Balance to Completion - $83,175.00
Total Amount Paid to date by the State - $1,534,959.69
Total Amount Paid to date by Evendale - $1,191,770.87 (Alternate Items = $466,896.00)
Total Amount expected to be paid by the State - $1,593,182.20
Total Amount expected to be paid by Evendale - $1,216,723.37
2. Shelter House – The shelter house is finished.
3. Roofing – The firehouse is completed. The recreation center will take approximately 2 weeks to finish.
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 contractor has started on the spring plantings.
5. Braewood Drainage - Due to the wet weather we have had to delay this work. It is anticipated that the work shall begin next week.
6. Cooper Creek Drainage - I have the proposal for the geotech signed and the contactor is scheduling the work.
7. Residential Lighting Project - Currently Duke Energy is putting together a proposal for the proposed lighting options for replacement of the existing fixtures.
8. Street Striping - The weather is finally cooperating for this work to be completed this month
9. 2014 Street Improvements - We are currently working on preparing the bidding documents for the following streets: Exon, Makro, PG Graves, and Access Place. In addition, Sharonville is going to redo the northern end of Wyscarver Road.
I have the preliminary plans for the work to be performed on Wyscarver and will bring them to the meeting.
10. Outdoor Picnic Shelter - This project is out for bids and should have the results on Monday. We will have a ordinance on the agenda for acceptance next week.
11. Marquee Signage - The marquee sign was modified as per council's request.
12. I-75 - We have received the phase I drawings for the section of I-75 from Glendale Milford to I-275. This work shall be a separate project from the Thru the Valley project and is anticipated to be performed shortly after the Thru the Valley or during the construction.
Village of Evendale Report
May 6, 2014
Education
• 286 children are now registered for the 2014 Summer Camp which is a record number at this point in the registration process
• Spring School Groups continue now until the Memorial weekend. Several schools needed to reschedule due to mandatory testing schedules in various school districts.
• Students from St. Francis de Sales funded through the Marge Schott Foundation and these students really enjoyed their day at the Farm.
• A newly designed farm based environmental curriculum was launched with the 5th Grade Class from Summit Country Day. This program received great reviews from students, teachers and parents. Plans are underway to expand this curriculum for the 2014-15 school year.
• The GHF Education Committee met and plans to review all of the pedagogy and educational curriculum used for the GHF school programs. Additionally recommendations will be made to expand the STEM curriculum and adult education programs to the 2015 calendar.
• GHF is now partnering with Clarke Montessori for their 2014 STEM Project Plan. Students from Clarke will visit the Farm for the next six weeks to work in the market garden studying Ph levels in the soil and water and its effect on plant growth.
• The 2015 School Schedule for Fall and Spring semesters is filling quickly.
Development/Administration
• The Farm submitted a Grant to the Hatton Foundation to fund the 2014 Harness Club programs.
• Edible Ohio Magazine launched their Spring issue and there is a large ad about the Green Market event at Gorman Heritage Farm.
• Savor the Season was held on Saturday, May 3rd. The top local chefs and farms provided food and education seminars for the entire day. Feedback from visitors is all very positive.
• The 2014 Membership appeal with a discounted cost will run through the end of May. A special letter was sent to all Evendale residents encouraging them to become a member of the Farm.
• The 2014 Gorman Circle Dinner was held on April 30, 2014 at Cooper Creek in Blue Ash. Over 60 GHF supporters attended.
• Currently there are six weddings booked for Summer 2014 and five potential weddings for Summer 2015.
• Other Summer Rentals include; Dan Beard Boy Scout Family Picnic, Spring School Picnic, Catholic Residential Services Picnic, Messer Construction Picnic.
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Eagle Scout projects in process/completion
• Inventory and organize historic farm equipment – available
• Organize and digitize historical farm documents/records-available
• Paved path to fire pit- assigned
• Cover for the bee hive display-in process
• Pavers to bee hive display – available
• Pond fountain/waterfall construction-complete
• Expand golf cart path – assigned
• Retaining wall & drainage next to pavilion-complete
• Paved path to pavilion restrooms – assigned
• Pavers under new tent – assigned
• Design & construct memorial brick walkway – available
• Build the coolbot cooling structure - available
Farm/Garden
• First batch of chickens and pork was processed last week.
• Two new calves have arrived and have managed to eat an entire pasture in 7 days.
• The GHF Rental Gardens area sold out for 2014. A few CSA shares are still available for this summer.
• Site Solutions is the contractor selected to handle the installation of the new water line. Site Solutions has submitted permit requests from the Metropolitan Sewer District to begin this project.
• Cutting garden subscriptions are now available for the 2014 season.
• Plans are underway to start construction for the GHF Bio-Char Station.
• The new Cool Bot is built and the insulation and refrigeration unit will be added soon.
Staff News
• Jamie Stoneham completed the Leadership Institute at Children’s Hospital in Cincinnati. She will now start her mobile kitchen program with Price Hill Will.
• Kelsey Berger is applying for the National Agriculture Leaders Institute for Summer 2014
• Jenny Funk is on a personal leave of absence since her husband’s recent death.
• Christa Linz has increased her hours from 20 to 30 hours per week to handle the School Programs until the end of May.
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Volunteers
• GHF was selected once again for the Go Cinti Service Day on Saturday, May 17th. Over 75 volunteers are expected for this day to work on various projects throughout the Farm.
• Formica is now partnering with the Farm. Formica employees will do service learning and mentoring children in the Farms programs once a month.
• Four Eagle Scout projects are currently in process and will be completed by May 1st.
Calendar
• April 30 – Gorman Circle Dinner
• May 2 – Fox 19 News live remote for morning news show
• May 3 – Savor the Season
• May 6 – St. Rita School
• May 8 – Silverton Paideia School
• May 9 – Yoga at the Boy Scout Center
• May 12 – Group Cooking Class
• May 17 – Go Cinti at GHF
• May 17 – Bentley Wedding
• May 18 – Vitality of Cinti Graduation Picnic
• May 19 – Board Meeting
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