FINANCE, ADMINISTRATION, SERVICE,
ENGINEERING and GORMAN FARM
COMMITTEE MEETING MINUTES
The Finance, Administration, Service, Engineering and Gorman Farm Committee met at 4:00 pm on January 13, 2015. Present were Councilmembers Hartman, Finan and Schaefer. Also in attendance during portions of the meeting were David Elmer, Cynthia Caracci, James Jeffers, Jim Bothe, Chris Patterson, Al Schutte, Rob Wight, Stiney Vonderhaar, and Jennifer Eismeier of the Millcreek Valley Watershed District.
The Finance and Engineering reports were submitted in writing and are attached. The committee did not request a written Gorman Farm report due to personnel changes at the Gorman Farm.
Finance
Cynthia Caracci presented the final Finance Report for 2014. For the year tax income revenues totaled $13,430,668.77. This was $30,668.77 more than the 2014 budget estimate. Total income in all funds (excluding transfers between funds) was $16,272,161.71. Total spending in all funds (excluding transfers between funds) was $14,611,145.89. The net surplus in all funds was $1,661,015.82. Excluding the Evendale Commons TIF Fund, the net surplus was $1,643,215.00. The year end encumbered funds total $818,638.13. It is expected that virtually all of the encumbered funds will actually be spent. The unencumbered balance is $19,156,112.96.
There will be a transfer ordinance on the January Council Agenda moving money from the General Fund to the various special funds.
Jennifer Eismeier presented a proposal from the Millcreek Valley Watershed District for Evendale to sponsor a grant for bank improvements along both sides of the Millcreek and on the south side of a tributary to the Millcreek located on the undeveloped Anchor Lots north of the Fifth Third Bank. The cost of the project will be between $250,000 and $300,000. The local match, which can be made up in in-kind contributions, is 25%. Anchor has tentatively agreed to donate land. Evendale’s Service Department can contribute some services which will make up a portion of the local matching in-kind funds. The rest of the 25% would be a cash contribution to the project.
The committee unanimously recommended that resolutions supporting the grant be placed on the January Council Agenda. If the grant is awarded, the contract with the local matching funds will have to be awarded during the summer. The committee unanimously recommended that the local matching funds required be spent from the Evendale TIF, so long as there are adequate funds in the TIF to meet its fixed obligation to pay principal and interest and the payment to Princeton City Schools.
Administration
David Elmer advised that a recommendation for making all floors of the Cultural Arts Center Handicapped Accessible should be completed for the February Committee Meeting.
The next issue was the proposed creation of the IT position and the methodology of filling the position. The committee unanimously recommended creation of the position. The committee also unanimously recommended that, if the methodology for filling the position is approved by the solicitor, that the methodology outlined by David Elmer be followed.
Stiney Vonderhaar reported that the Historical Commission’s collection of artifacts will be relocated to the TLC retail building within a week or so. There are continued discussions about other uses of the garage space no currently used by the Service Department.
David Elmer also agreed that the Village Administration will work on better communications to try to avoid the issues raised regarding the Bergen/Henry properties.
Service/Engineering
Jim Bothe described the new dump truck that will be purchased off of the state bid. This one will have a stainless steel dumping bed so it lasts longer. Jim Bothe asked whether the committee wanted the rest of the truck painted orange. The committee unanimously decided that since other departments have been able to select design and colors of their vehicles, the Service department should have the same prerogative.
The Engineers report is attached. James Jeffers noted the following concerning both ongoing and 2015 projects:
1. The Electrical work for the Duffy home on the Plateau Cul-de-sac is complete.
2. The work on the new picnic shelter will resume in March, weather permitting.
3. The Cooper Creek wall bids should be ready for acceptance in February.
4. James and Bill Mechley met with Duke about sequencing of the lighting project. Duke will try to sequence it so that whole neighborhoods are not without street lights for a long period of time. The work will probably be sequenced on a street by street basis.
5. The proposed property transfer for the Allen’s on Stanwin will not be considered until the neighbors get together to resolve the non-Evendale issues.
6. Design work on the Right Turn Lane at Plainfield and Glendale Milford is continuing. The committee unanimously recommended that the design mimic the Blue Ash side, but with a longer lane and a bigger island.
7. The Cooper Hill Subdivision storm sewer inlet work should begin next week, depending on weather.
8. The Fire Department is still using the Root house for training. The demolition of the Blaisdale and Root houses should occur in March.
Gorman Farm
Chris Patterson reported that both the Executive Director and Farm Manager resigned to pursue other employment opportunities. The Farm Board has appointed Jenny Funk, the Education Director to be the interim Executive Director. Al Schutte, a Board, member has agreed to be responsible for the Farm, Market Garden and the property management outside of the Interpretive Building area. He is coordinating work by volunteers in most areas.
Chris Patterson gave an update on various projects and contract obligations. The updates are as follows:
1. The annual reports will be late. The financial end of the reports will be the first to be done, but the Farm needs some more time to complete them.
2. The Bio Char project will resume in March, weather permitting. Pavers abandoned at the TLC property will be used to expand the paved area.
3. The replacement of the fence next to the Bio Char and fencing the Hillside previously proposed by Rob Wight and approved by the committee is the first fencing priority. The Hillside cleared by FECON will wait until more grass grows.
4. The Farm wants to start the new maintenance/equipment storage building in the Spring.
5. John Deere is making a service call to see if the corn planter can be fixed on January 15th. After that service call, the decision to replace or repair the corn planter will be made.
6. The Winnebago entrance work will probably not start until late summer.
Chris Patterson also indicated that the Farm Board has a search committee for a new Executive Director. The goal is to have a new executive director by April 15th. The Interim Executive Director may apply for the permanent position. Chris Patterson also would like to have the Contract Committee schedule its next meeting. Dick Finan indicated that the Mayor added him to the committee. Chris Schaefer will schedule another meeting of the committee once he has had the opportunity to speak with the mayor.
Fire Department
Chief Hauck indicated that there will be a hiring ordinance for a new firefighter/paramedic to replace one who will retire in the next few months. The committee was concerned about the necessity of a supplemental appropriation of the entire annual salary. Cynthia Caracci will be contacted about the issue before the January Council meeting.
The meeting adjourned at 5:45pm.
___________________________
Christian J. Schaefer
Committee Chairman
| 
