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FINANCE, ADMINISTRATION, SERVICE,
ENGINEERING and GORMAN FARM
COMMITTEE MEETING MINUTES
September 2, 2014
The Finance, Administration, Service, Engineering and Gorman Farm Committee met at 3:00 pm on September 2, 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, Cindy Lowman representing Carolyn Duffy, Wayne Mosely, Jack Cameron, and Stiney Vonderhaar.
Finance
Cynthia Caracci presented the financial report in writing. The income tax revenue was for August was $972,895.97. This is $70,959.25 more than August 2013. Year to date the income tax in 2014 has generated $8,989,824.20. That is $11,602.33 more than
that collected through August, 2013. August ended with a surplus of $70,791.36 excluding the Evendale Commons TIF. Year to date, the Village has a net surplus of $1,888,744.34 excluding the TIF. The unencumbered balance is currently
$17,502,075.28.
There will be a supplemental appropriation ordinance to meet the payment obligation to Princeton City Schools on the Council. More revenue is anticipated from the TIF tax payers increasing the required payment to Princeton City Schools. An Emergency Clause is necessary.
Administration
The Committee requested additional quotes for a chairlift rather than a large elevator for the Cultural Arts Center. The free standing elevator has a high cost due to need to contract a building addition to house it.
Mayor Apking indicated that TLC still occupies the property on a month to month basis. The committee suggested that November 1 be a target date for TLC to quit the premises. It was recommended that future actions be reviewed by the solicitor and that a forcible entry and detainer action be instigated if the issues cannot be amicably resolved.
The committee also suggested that the Request for Qualifications for a design professional for the Thru the Valley Project in Evendale be monitored by the Administrative Assistant.
Gorman Farm
The written report of the Gorman Farm is attached. Chris Schuermann highlighted several items. First, she is continuing to meet concerning the Green Market event. She is waiting for a discussion with the Master Gardeners who co-sponsored the event with Edible Ohio. There was a concern about scheduling. This year’s event conflicted with Luminosity in Washington Park and reduced the number of food vendors.
The School visit schedule for this school year should be filled by next week. Tuesday and Saturday winter programs are being established to give the Farm year round activities. And, a new competitor to Fresh Markets and Whole Foods is opening in the area. It is “Fresh Thyme.” It’s owned by Meijer’s and is going to have stores in Oakley and Montgomery. It is planning to be a regular supporter of the Gorman Farm.
Chris Patterson indicated that a private donor has provided funds to install a biochar station at the farm. It will be located at the end of the trail in the middle of the fields off Cooper Road north of the hedge row. This is far away from residences and most farm visitors. The Committee approved the location.
Chris Patterson also discussed the type of bush hog to be purchased. The current one working is a five foot one. It was recently repaired and is 40 or 50 years old. A six foot one is more efficient for use on larger tractors and for mowing fields. The five foot
one works on the four wheel drive Kubota tractor and is used for mowing hillsides. In the event the five foot one breaks and cannot be repaired, the committee recommends the farm purchase the six foot one and that the 2015 budget have funds for a five foot bush hog should it become necessary to purchase it.
Engineering/Service
The Engineers report was submitted in writing. Wayne Mosely of Central Tool Rental provided a history of the wall along Cooper Creek which is failing. James described the recommended solution is to imbed steel columns in the bedrock and put solid material between the columns much like the sound walls constructed on the interstate. The other option is gabion baskets. There is concern about the method to tie
to the bottom of the creek. The committee requested that James come up with more specific pricing for at least the part of the wall protecting the fuel tanks.
James still does not have the drawings from Duke to complete the Plateau Place project. Those were supposed to be provided prior to the meeting.
James guaranteed the mayor that the new shelter will be done by October 1. The committee recommended that a transfer Ordinance be on the September Agenda to provide for the purchase of picnic tables consistent with those in the Shelter House. James will get pricing to Cynthia. This money will come from the contingency fund. Since the picnic tables are need upon completion of the shelter, the Ordinance should
carry an emergency clause.
James indicated that the striping project, including bike lanes on Glendale Milford Road will begin this week. The detention device for the Brendamour Parking lot should be installed shortly, he is still working for pricing on the entrance signs, Duke Energy has
yet to provide a sample poles for the lighting project, and that the he has a sample request for proposals for the Land Scape Architect for the Thru the Valley Project.
The will be a resolution on the council agenda for Issue #2 money to repave part of Reading Road next year. The will also be an Ordinance for the repair to the Administration building roof to authorize a purchase from the State Bid. A resolution should also be on the Agenda regarding the Residential Lighting Project. The committee suggests that it the poles are unavailable the council use pictures to select the type of
poles.
Jim Bothe indicated that 100 community consortium which purchases road salt for this coming winter has received bids and let a contract. The problem is with available supply. Only 25,000 tons of the 250,000 tons ordered is available. The problem is that the salt vendors are still struggling to fill last year’s orders. Of that the Village request of 1500 tons, only 87 will be allotted in the first shipment. The Village currently has about
1200 tons and has ordered additional salt for a non-consortium vender. Jim Bothe recommended that the council make additional funds available to purchase salt should it become available. The committee concurred and recommended that a transfer Ordinance
be on the Council agenda to provide funds for another 200 tons of salt should it become available. This should also carry and emergency clause. It will come from the contingency fund and can be joined with the picnic table transfer ordinance.
Al Schutte explained that there are numerous dead Ash trees along the trail to the pond in Griffin Park. Mayor Apking has funds available and a contractor to remove dead trees and will have these dead trees removed.
The meeting adjourned at 4:30 pm.
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Christian J. Schaefer
Committee Chairman
September 2014 Council Update
1. Traffic Signal Project - All paperwork has been submitted to the State and I am waiting for final
confirmation of the project closeout.
2. Roofing – This project has been completed.
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 - 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 - The contractor is scheduled to begin this week.
7. 2014 Street Improvements - The contractor has begun the drainage improvements on the lower
end of Wyscarver. It is anticipated that the grinding and leveling course shall be completed
within the next week and then the curb work should commence. In addition, Prus construction
has sawcut the streets and will begin on catch basin repairs this week.
8. Outdoor Picnic Shelter - The contractor has poured the slab for the restrooms and should start
erection of the shelter this week.
In talking with Dave Nichols we discovered that we did not budget for picnic tables for the
shelter. I am providing a couple of samples for this at the end of this report. The tables would
match the ones at the Shelter House. For roughly the same cost we recommend that the ADA
tables be selected as these are 8 feet in length. We anticipate that 20 would be needed initially
and more could be added later.
9. Plateau - I have not received the drawing for this work as of yet. I anticipate that this will be
sent this week and we will have the work completed as soon as it 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 revised the RFP and have the final included in this
email.
13. Administration Roofing - I have received a proposal under the State Cooperative Bid Process for
replacing the roofing on the Administration Building. This work is budgeted under the Building
Maintenance Capital Improvement line item. Please find the proposal for the work attached.
We had budgeted $100,000 and the proposal is for $73,500.00.
14. Reading Road Issue 2 - We are submitting a State Issue 2 application for resurfacing of Reading
Road for the 2015 SCIP/LTAP funding program. The applications are due on September 19 and
we need a resolution that the Village is willing to participate in this project. This will be a 50/50
matching grant that will be in the range of $900,000, with the grant paying for half. We will hear
if this project is accepted by the end of November.
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