FINANCE, ADMINISTRATION, SERVICE,
ENGINEERING and GORMAN FARM
COMMITTEE MEETING MINUTES
June 3, 2014
The Finance, Administration, Service, Engineering and Gorman Farm Committee met at 2:00 pm on June 3, 2014. Present were Councilmembers Finan, Hartman, and Schaefer. Also in attendance were Mayor Apking ,Chris Patterson, Cynthia Caracci,James Jeffers, Jim Bothe, Jack Cameron, Carolyn Duffy, Stiney Vonderhaar, the members of the H.I.R.T. committee, Karen Martin and Karie Novesl. Because of
Councilmember Finan’s need to attend a funeral, he did not participate in the Finance Discussions and the Gorman Farm Discussions.
Finance
Cynthia Caracci presented the financial report. The income tax revenue was for
May was $968,232. This is $78,616 more than last May, 2013. Year to date the income
tax in 2014 has generated $5,770,155. That is $271,201 less than that collected through
May, 2013. May ended with a surplus of $373,889.21 excluding the Evendale Commons
TIF. Year to date, the Village has a net surplus of $1,293,764.92 excluding the TIF. The
unencumbered balance is currently $15,296,560.20. Cynthia still believes that the
earnings tax collected will meet her estimate. The projected earnings tax was for a 1.75%
increase following positive increases the previous two years of 9.6% and 3.3%. There is
nothing to indicate a reversal of this trend as the economy continues to improve. The
first interest payment to the Village governmental accounts from the Evendale Commons
TIF Fund was $157,790.21.
There will be a transfer Ordinance on the Council agenda moving money within
the General Fund from the contingency line item to pay for street cleaner repairs.
Cynthia noted that a Recreation Department’s on-line sign up system “Blue Sombrero,”
is now operating. An ordinance will also be on the agenda authorizing the mayor to enter
into contract for the Fire Department breathing equipment which was appropriated for in
a previous meeting and is being funded by a grant.
Administration
The first issue discussed was renewal of the property and liability insurance
through the Ohio Plan administered by Hylant. Karie Novesl indicated that the cost
structure is different because we are not trying the consultant relationship suggested by
Adam Ball previously and because the Ohio Plan will cover the Village up to
$12,000,000 eliminating the need for an Umbrella Policy. The new cost is $59,002. That
is $5,118 more than last year. Part of the difference was a reduced credit. The credit is
based upon premiums in the last renewal period. Prior to the 2013/2014 the premiums
were $71,000. The last period, they were $53,884. That is part of the explanation of the
reduced credit. The premiums are also increase because the Value of some items
increased and more specific items, such as the Fire Departments turnout boots, are listed.
The committee recommended renewal of the Ohio Plan with an Emergency so that there
is no lapse in coverage.
The next issue discussed was the Health Insurance for 2104/2015. Karen Martin,
of Horan explained that in the prior period 100% of employees and spouses co-operated
with the requirements for the Village to obtain a 3% discount from Anthem ERC for the
renewal. Unfortunately, 2 claims exceeded the $75,000 pooling point. Additionally, the
ACA Health care tax of 4.1% started. The net was a16.60% increase in the renewal cost
should the Village renew with Anthem ERC.Horan obtained quotes from other Health Insurance providers.
The United Health Care Option 2 was a lower cost than the renewal with Anthem ERC. Assuming the same
number and types of plans are selected by the employees, the United Option 2 plan
reduces the Village premium costs from $721,041.91 to $587,043.40. Despite the fact
that overall the cap on out of pocket expenses by employees does not cover certain copayments,
the H.I.R.T. recommended that the United Option 2 plan be selected. When
the Village H.S.A. contribution is factored into the equation, the savings to the Village is
$133,998.52. The employee contribution will remain at 10% for both the HSA and the
Premiums. This benefit, on average, cost is $12,491.14 per fulltime employee per year.
The total projected Village cost is $799,443.40. If we plan to keep the participation
screening and health coaches previous provided as part of the Anthem E.R.C. program,
the cost will be another $10,000 to $12,000 dollars, depending on the vendor.
After some discussion the committee recommends that H.I.R.T committee
recommendation be accepted and that a contract for Untied Health Care Option 2 be
authorized by Ordinance at the June Council meeting.
Jack Cameron indicated that Kinetic Vision site visit and promotional addition to
the website is scheduled for June 12, 2014 at 2:30.
The contractor to demolish the Hollywood is in place.
The committee recommends termination of the TLC lease. The Service
Department could use the additional storage space. The Historical Commission could
relocate their items to that location while their room in the Cultural Arts Center is
remodeled. Eventually, Mayor Apking would like to expand the Service Department
Building near the lighted soccer field to provide inside storage for the Service
Department equipment currently stored outside.
Tim Hammond and James Jeffers met with one designer about the options and
costs of making the Cultural Arts Center Handicapped accessible. They are planning to
meet with another in the next few weeks. The Committee agreed to meet after 5:00 p.m.
on June 24, 2014, to discuss this issue.
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 recited the
progress made in completing the project and Carolyn Duffy believes that progress is
being made.
The Committee recommends that a Request for Qualifications be issued for an
Architectural Firm with experience designing signage and landscaping on Interstate Exits
in Ohio be issued so that they can begin working with O.D.O.T. on the ThruThe Valley
project.
Jim Bothe, James Jeffers and Bill Mechley met with Duke Energy on the new
street lighting plans. A plan should be formulated shortly.
There will be an Ordinance for a Water Management and Sedimentation Control
permit and bond for changes to the G.E. Fitness Center. This should include an
emergency clause.
Jim Bothe and Chris Schaefer investigated the area behind the Ostholhoff
residence on Margate. Essentially, the complaint is that the honeysuckle was not removed
from behind their property like it was removed in other areas. Unfortunately, the slope is
too unstable to remove the honeysuckle without causing additional problems. There is a
steep gulley, about 15 feet deep. Below that is an area that is sliding toward the ball field
behind the Shelter house.
Gorman Farm
The written report of the Gorman Farm is attached. Chris Patterson highlighted
several items. Chris Patterson indicated that Catherine Hartman’s suggestion that
Farm reports be changed to include a specific section dealing with proposed changes to
the Gorman Farm Property, facilities, and/or equipment at the farm will begin next
month. The waterline project should begin in the next few days.
Stiney Vonderhaar noted that the Georgia Bergen at the Recreation Committee
meeting noted a change in the membership cost for Village residents. This is in the
Recreation Commission minutes. The current contract calls for memberships to be free
to Village Residents. Chris Patterson will review the matter with the executive director.
There was some confusion regarding the sale of certain items used by the Farm.
There will be an ordinance confirming these sales. To avoid future confusion, items that
belong to Evendale under the contract and not needed for Farm use will be returned to the
Service Department for sale or disposal.
The Farm contract expires at the end of December, 2016. Chris Patterson
indicated that the farm would like to start negotiations to reach a new agreement in the
next year or so. Mayor Apking indicated that he will appoint a special committee to
meet with a committee of the Farm on the contract renewal.
The meeting adjourned at 5:30 pm.
___________________________
Christian J. Schaefer
Committee Chairman
June 2014 Council Update- ENGINEERING
1. Traffic Signal Project - The contractor should finish the remaining items this week and we will be
submitting the final paperwork to the state next week to close this project.
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 - $67,035.00
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. Roofing – The firehouse is completed. The recreation center membrane roof has been
completed and the coping should start this week.
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
3. Traffic Island Maintenance - The contractor has started on the spring plantings.
4. Braewood Drainage - This project has been completed with the exception of some landscaping
that should be installed within the next couple of days.
5. Cooper Creek Drainage - I have the proposal for the geotech signed and the contactor is
scheduling the work.
6. Residential Lighting Project - Jim Bothe, Bill Mechley and I shall be attending a seminar with
Duke Energy today regarding the options for new street lights. We will provide the committee
with the options.
7. Street Striping - The weather is finally cooperating for this work to be completed this month
8. 2014 Street Improvements - The City of Sharonville has bid the Wyscarver Road Improvements.
The Village portion shall be $130,000.00. I intend to bid the Village roadway improvements this
month and will have the results back prior to the next committee meeting. We anticipate that
with the remaining budget of the street fund to be able to perform the work on Exon and
Makro. If money is available we will add PG Graves and Access Place.
9. Outdoor Picnic Shelter - We have held the preconstruction meeting for the shelter and the
contractor is in the process of gather the materials to begin construction. I should receive the
final plans from the shelter manufacturer this week and delivery of the shelter is anticipated by
early July. The contractor is working out a process to begin work on the site and restrooms, so
that once the shelter arrives the shelter can be completed.
10. GE Wellness Center - There will be an ordinance on the agenda for a Water Management and
Sedimentation Control for the proposed GE Wellness Center. This building will be located at the
southwest portion of the parking lot near I-75.
11. Plateau - The contractor shall be relocating the conduits as required by Duke Energy this week
and I have reissued the plat and descriptions to the homeowner for their review.
12. Village Landing Foundation removal - Cardino/ATC has performed the test pits at the former
hotel site and is currently preparing the amended report for the abatement of this site. I will
forward this to the committee once it is received.
13. Brendamour parking lot - This work is nearing completion.
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