FINANCE, ADMINISTRATION, SERVICE,
ENGINEERING and GORMAN FARM
COMMITTEE MEETING MINUTES
The Finance, Administration, Service, Engineering and Gorman Farm Committee met at 3:00 pm on February 3, 2015. Present were Councilmembers Hartman and Finan. Councilmember Schaefer joined the meeting at 3:30 pm. Also in attendance during portions of the meeting were Mayor Apking, David Elmers, Cynthia Caracci, James Jeffers, Jim Bothe, Chris Patterson, Jenny Funk, Stiney Vonderhaar, Carolyn Duffy, and the Lang family.
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 January 2015. For January, 2015 tax income revenues $1,185,996.71. This was $92,156.71 more than the January, 2014. Since most purchases are made at the beginning of the year, the Village spent $428,792.43 more than its income in January. Because of transfers from the General Fund to special funds, the General Fund shows a deficit of $2,274,226.36. This will be erased as the year progresses and income is added to the General Fund. Excluding Evendale Commons, the unencumbered balance is $15,047,569.26.
There will an ordinance on the February Council Agenda setting the impressed cash amounts for the various departments.
Administration
David Elmers discussed the status of the Allen encroachment on the Lang property and the Village Green belt. The Lang’s are not willing to sell a portion of their back yard to the Allen’s. The Allen’s will have to remove the items that are encroaching on the Lang property. The other encroachment is into the Village owned Greenbelt. The Lang’s expressed concerns that sale of Greenbelt land to the Allen’s to correct the encroachment has some adverse impact upon their property, especially because the Allen’s have shed in the green belt area. The potential of trees falling on to the sheds instead of what otherwise would be green belt could lead to liability of the Lang’s. The committee members also received email from the Stroh’s expressing concerns about a possible transfer of Greenbelt land
to the Allen’s. Committee member Hartman suggested a different configuration than that presented by David Elmers which would entail moving the storage sheds. There are three storage shed, instead of the two allowed by the zoning code. The Councilmember Schaefer suggested that the committee members look at the Allen property before making any recommendation. Councilmember Hartman and Schaefer agreed to look at the property before making a recommendation, so none was made by the committee.
David Elmers advised that the Mayor has not approved the $3,500 fee for Kent Jones Architects to perform the Cultural Arts Center Handicapped Accessible study. It remains incomplete although Med Mart has suggested some internal chair lifts could relieve some accessibility issues.
David Elmers also reported (a) that FEMA approved the Bergen/Henry waiver, (b) the due diligence is completed and the closing can occur on the Fibelmann property, (c) that Evendale is being considered by HCDC for the relocation of their offices and /or a business incubator; and, (d) that Enable Injections, a pharmaceutical device manufacturer seeking to relocate to the old Cincinnati Color Graphics building, received a favorable recommendation from HCDC. They expect to hire a total of 100 employees at the site. The tax abatement, if approved, will require revenue sharing with Princeton City Schools. The tax abatement will be considered by the CIC at the next meeting and by the Council in March.
Stiney Vonderhaar reported that the Historical Commission’s collection of artifacts has been relocated to the TLC. The Mayor has given the Historical commission until the end of the year to complete sorting the collection and relocation into the remodeled space in the Cultural Arts Building from TLC retail building. The upper floor of the TLC retail building is being used by the Gorman Farm to grow vegetable seedlings for their vegetable gardens.
The negotiations have begun with the Architecture Firm for the Thru the Valley Project and are expected to be completed shortly along with a scope of work and concept plan for council consideration.
The Millcreek grant application has been submitted and the award will be made in May.
Service/Engineering
Jim Bothe reported that the new dump truck purchase has been approved under the state bid. It is for a cab and chassis only. The dump bed and snow removal equipment will be added by another contractor. The Committee is allowing the Service Department to pick the new truck color scheme. Jim also reported that the mayor will have the Service Department remodel the Historical Commission area of the cultural arts building. It is to be completed by the end of the year. Finally, Cynthia and Jim explored the amount of refund that could be recouped from the state for fuel taxes on equipment not used on roadways. The estimated savings would be approximately $200 per year. The committee unanimously agreed with the recommendation by Cynthia and Jim Bothe that this not be pursued because the cost of tracking and
documenting usage will cost more than the potential savings.
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. However, Carolyn Duffy reported that the landscaping is not completed and a pile of dirt remains in her yard. James reported that Jeffery Allen will complete the landscaping when the weather allows. He will request that the dirt pile be removed as soon as possible.
2. The work on the new picnic shelter will resume in March, weather permitting.
3. The Cooper Creek wall bids were not completed. They should be ready for acceptance in March. Wayne Mosely has been notified of the delay.
4. James and Bill Mechley met with Duke about the lighting project. Duke is assembling the light poles and will begin installation shortly.
5. James presented two proposals for the turn lane from Glendale Milford to Plainfield Road. One would result in taking more than half the corner lot. The other would be closer to the design used across Plainfield Road by the City of Blue Ash. Carolyn Duffy questioned whether adjusting the timing on the light could correct the issue. James reported that while the camera and emergency by pass equipment, the light belongs with Blue Ash. He and Bill Mechley have worked with Blue Ash, but the issue remains. The traffic counts from the camera system indicated that at rush hour, the new right term lane will move a significant number of cars through the intersection reducing the delay. Carolyn also suggested that the village maintain a small island between the straight
lane and the right turn lane to avoid relocation of utilities. Carolyn also suggested that stamped concrete be used in the island areas. The committee unanimously approved the design plan submitted by James that takes less adjoining property as modified by Carolyn Duffy’s suggestions. Carolyn also questioned whether the sign should be a yield or stop sign. James reported that the type of roadway and speeds make the yield sign the one preferred by the state. James will try to have this completed in time so that it is part of the road project contract.
7. Carolyn Duffy also raised an issue concerning Plateau Place. There is an area that needs reconstruction of the base of the roadway. James indicated that that roadway is going to be put on the small repair project along with several catch basins on Medallion Drive. The Cooper Hill Subdivision storm sewer inlet work is nearing completion.
8. The Fire Department is still using the Root house for training. The demolition of the Blaisdale and Root houses should occur in March. If there is a closing on the Fibelmann property, that demolition of those structures would be added.
9. James reported that the roadway resurfacing project bids should be ready to be awarded in March. Councilmember Schaefer suggested that James contact the Gorman Farm to see if they are far enough along in the planning to have the additional pavement included in the road project.
10. James has been working with Cincinnati Bell on a location for their Fioptics above ground unit where Twilight and Carpenter’s Creek come together. The connection between the two streets is on a lot owned by Evendale, not public right of way. Chris Patterson commented that the location suggested by James will not interfere with the Carpenter’s Creek entrance feature. Additionally, it is hidden by foliage from neighboring properties. The committee unanimously recommended that the Village grant an easement to Cincinnati Bell for this facility.
Gorman Farm
Chris Patterson and Jenny Funk presented the report of the Gorman Farm. Jenny reported that the Summer Camp signups will begin on February 9th at 9:00 am. Chris Patterson reported that the search for a new executive director is ongoing. The Farm Board is considering using a consultant used by the Boy Scouts for grant writing. The Board is considering reconfiguration of the responsibilities of the Executive Director because the Executive Director may have too many.
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. He is currently discussing whether Rick Herzog wants to be involved. The expectation is that the council committee will have input early in the design process.
5. John Deere will repair the corn planter for $1,800 and give a guarantee for a year. This will be paid from the Village appropriation for capital improvements
6. The Winnebago entrance work will probably not start until late summer.
Dick Finan suggested that the farm consider creating more garden spots because several residents have applied for them only to find they are sold out.
The meeting adjourned at 5:30 pm.
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Christian J. Schaefer
Committee Chairman
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