FINANCE, ADMINISTRATION, SERVICE,
ENGINEERING and GORMAN FARM
COMMITTEE MEETING MINUTES
August 5, 2014
The Finance, Administration, Service, Engineering and Gorman Farm Committee
met at 5:00 pm on June 3, 2014. Present were Councilmembers Finan, Hartman, and
Schaefer. Also in attendance were Mayor Apking, Chris Schuermann, Cynthia Caracci,
Jim Bothe, James Jeffers, Chris Patterson, Al Schutte, and Stiney Vonderhaar
Finance
Cynthia Caracci presented the financial report in writing. The income tax revenue
was for July was $1,010,328.36. This is $85,558.68 more than July, 2013. Year to date
the income tax in 2014 has generated $8,016,928.23. That is $59,356.92 less than that
collected through July, 2013. July ended with a deficit of $86,251.12 excluding the
Evendale Commons TIF. Year to date, the Village has a net surplus of $1,817,952.98
excluding the TIF. The unencumbered balance is currently $17,055,121.60.
There is a transfer Ordinance on the Council agenda moving money from the
Recreation Department budget to the Pool budget to cover salaries. The primary reason
for the transfer is that a seasonal worker was hired for the pool this year rather than for
the Fun in the Sun program. This should carry an emergency clause. The Ordinance was
scheduled consideration by Council at a Special Meeting Immediately following the
committee meeting.
Administration
The committee again discussed the need for a landscape architect to work with
ODOT on the Thru the Valley landscaping. James Jeffers presented a proposed request
for proposals from a Landscape Architect. The committee recommended changing the
proposed scope from the Glendale-Milford Road interchange to the Thru the Valley
project in Evendale.
Gorman Farm
Chris Patterson requested that the Capital Funds appropriated for the Farm and
not needed for purchase of the original equipment specified in the 2014 Budget be used
for the purchase of a bush hog and to pave the floor in the building used for equipment
storage. The committee recommended that the request be approved. An emergency
clause will be necessary in order to have the improvements and purchase occur so they
can be used this year.
The written report of the Gorman Farm is attached. Chris Schuermann indicated
that in excess of 3000 visitors attended the Green Market, the vendor enjoyed the facility
and there was room for additional vendors should the event be held next year at the Farm.
The Village Service Department and Police Department were of great assistance in
preparing for and managing the event. The landscaping along Reading Road received
compliments from the Green Market organizers and those in attendance. The Farm was
aided in preparation for the event by 5 GE volunteer groups, a group from U.D
Engineering, and a youth alliance volunteer group from Chicago. The Farm is going to
discuss having the event next year with its sponsors.
Cincinnati Bell has also provided a gift to the Farm to upgrade its communication
and computer systems. The Farm’s “Building Health Futures” slogan was granted a
trademark.
Engineering/Service
The Engineers report was submitted in writing. James indicated that the Street
Striping will be accomplished in the next 30 days, Duke Energy is drawing plans to
complete the electrical work on Plateau Place cul-de-sac, and the Wyscarver grinding and
leveling course will be laid after Labor Day and then the curbs and other work on the
Wyscarver project will begin. James presented a report on the Cooper Wall project. Jim
Bothe reported that the consortium that Evendale joined to purchase salt is expecting the
price to be much higher. One Vendor, Morton Salt does not expect to bid for Ohio salt
sales. There is some question as to whether the vendors remaining will allow the
municipalities involved to order salt than then only pay for the amounts actually received
for delivery.
The meeting adjourned at 5:30 pm.
___________________________
Christian J. Schaefer
Committee Chairman
GORMAN FARM CONTRACT
COMMITTEE MEETING MINUTES
July 15, 2014
The Gorman Farm Contract Committee met at 6:45 pm on July 15, 2014
immediately following the Planning Commission meeting. Present were
Councilmembers Albrinck, Hartman, and Schaefer. Also present were Chris Patterson, Al
Schutte, Garret Ellsworth, and Joe Ratterman representing the Gorman Farm.
The committee members and farm representatives discussed the information
requested on income and costs set out in the minutes of June 25, 2014. After a fairly
lengthy discussion, the Farm Representatives agreed to break out information on income
and costs for a couple of topics listed in the June 25, 2014 minutes from the 2013
financial reports. It is hoped that this information can be supplemented with information
from the first two quarters of 2014. Additionally, the Farm representatives will develop a
rating system about the quality of various services performed under the contract.
The parties agreed to meet on September 16, 2014 immediately following the
Planning Commission meeting. Most likely that will be at 6:45 pm. Chris Patterson will
advise the meeting participants if it appears the Planning Commission meeting will last
beyond 6:45 pm.
The meeting adjourned at 7:30 pm.
___________________________
Christian J. Schaefer
Committee Chairman
Engineering Monthly 2014 Council Update
1. Traffic Signal Project - The contractor has finished the punchlist and we have submitted the final
paperwork to the State 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 final inspection of the recreation center was completed Monday and the
contractor is fixing some of the issues raised. It is anticipated that this project will be closed
within this month.
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 continues with the maintenance and upkeep.
4. Cooper Creek Drainage - I have received the report from Mr. John Kerr of Cardino/ATC. I will
forward the report to you in a separate email. The options for remediation is discussed on page
5.
5. Residential Lighting Project - The sample fixture has been installed next to the mailboxes at the
municipal complex. We are still waiting for the sample poles and bases to be sent from Duke
Energy. However, the new lights that were installed on the eastern portion of Margate Terrace
have the fluted poles and Type C base.
6. Street Striping - I have received the proposal from the contractor and we are coordinating a
start date.
7. 2014 Street Improvements - The waterline portion of Wyscarver Road has been completed and
the road work should be starting shortly. In addition, Prus construction will be starting with in
the next couple of weeks and we are currently coordinating the curb replacements with the
various businesses on Makro and Exon.
8. Outdoor Picnic Shelter - The shelter has arrived and currently the contractor is completing the
underground plumbing and electric. We anticipate that the shelter will be completed around
Labor Day, weather permitting.
9. Plateau - Duke will be issuing the working drawings for the relocation work this week. I will have
the work completed as soon as this is received.
10. Brendamour parking lot - This work is nearing completion.
11. Village Landing Foundation removal - Jack has received this report and has been discussing this
with CIC.
12. Thru the Valley/I-75 Landscape RFP - I have a rough draft of the RFP and have included it with
this email.
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