FINANCE, ADMINISTRATION, SERVICE,
ENGINEERING and GORMAN FARM
COMMITTEE MEETING MINUTES
March 5, 2015
The Finance, Administration, Service, Engineering and Gorman Farm Committee met at 2:00 pm on March 5, 2015. Present were Councilmembers Finan and Schaefer.
Councilmember Hartman was absent and excused. Also in attendance during portions of the meeting were David Elmers, Cynthia Caracci, James Jeffers, Wayne Mosely, and Stiney Vonderhaar,
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 February 2015. For February, 2015 tax income revenues $1,068,402.17. This was $115,244.73 more than the February, 2014. Since most purchases are made at the beginning of the year, the Village spent $310,192.04 more than its income in February. Because of transfers from the General Fund to special funds, the General Fund deficit remains, but was reduced to $1,930,999.04 from $2,274,226.36. The year to date deficit is $738,984.47. This is expected to be erased as the year progresses. Excluding Evendale Commons, the unencumbered balance is $14,986,690.49.
There four ordinances on the March Council Agenda are recommended for emergency passage. These are:
● Funding IBI contract - $80,000 appropriated from Motor Vehicle Fund. The
prior transfer of $25,000 will remain in the capital fund and will not be spent on this
project.
● Final Payment for police copying machine - $1,650 appropriated from Court
Computer Fund
● Funding IT position - $86,000 transferred from contingency line item in
General Fund
● Funding CIC -$75,000 transferred from contingency line item in General Fund
The 2014 Village Financial statements have been submitted to the Auditor of State and
are available for review in the Fiscal Office. An announcement regarding the availability
of the statements has been placed in the paper according to statute.
Administration
David Elmers discussed the following items with the committee. The mayor approved spending $3,500 with Ken Jones and Associates to evaluate making the cultural arts building handicapped accessible. The grant for the Millcreek Bank restoration project is preliminarily approved.
The grant award will not be until July 1, 2015. In the meantime, David Elmer will work with the Service Department to determine the part of the local match that can be contributed as services.
The Enterprise Zone agreement recommended by the CIC for Enable Injections will be on the Council Agenda in March for approval. David also reported that the agreement with IBI has been outlined for approval by the mayor. Rather than have the meetings with IBI be through a committee, it is recommended that the meetings be scheduled so the council as a whole can meet with IBI when necessary for various approvals.
David also presented the transfer ordinance proposed for the Allen issue. The Committee recommended that on Page 2 in part #1 referring to the existing number of sheds be changed from "two" to "three" and the sentence beginning with "The Zoning Code..." be deleted. In part #4 the committee recommended the last sentence dealing with replacement of existing structures beginning "Said covenant shall not prevent...." be deleted entirely.
David also discussed Electric Aggregation. After exploring an opt-out program, Duke Entergy Retail sent a letter offering a three year lower rate on an opt-in basis. David is exploring the opt-in proposal from Duke Energy Retail and the committee made
no recommendation. A resident of Plateau Place asked that the Village look into opening the connection on from the private drive at the end of Twilight Drive to Plateau Place. Originally this had been discussed as a secondary connection for emergency access. The resident wanted it opened so residents in the area could walk a circle rather than up and back both Streets. It was determined that in the Planning Commission process the proposed easement for emergency access had been removed. Since the Village has no access easement, the Committee recommended that no action by the Village be taken on
this suggestion. Obviously, if the neighbors on the private drive are in agreement with this proposal, they could allow the connection and initiate a request for help from the Village.
Stiney Vonderhaar reported work has begun on the remodeling of the Historical Commission’ area of the Cultural Arts Building.
Service/Engineering
Jim Bothe did not attend the meeting because of the snow storm on Wednesday night and Thursday morning.
The Engineers report is attached. James Jeffers noted the following concerningoth ongoing and 2015 projects:
The Cooper Creek Bids have been opened and are much lower than anticipated. The Committee recommends that the Village accept the bid of Advanced Contractors and Estimators, Inc., for $113,776.00. The bids were on an estimated quantities and price basis. Since there are adequate funds appropriated to complete the project to Reading Road, the committee also recommends that the entire wall be completed. James presented the final proposal for the turn lane from Glendale Milford to Plainfield Road. Blue Ash has sought ideas for improving the intersection, one of which was for a rotary to be installed. The Blue Ash planning is not near completion and no design has been selected. The committee recommends that the Village include thisproject in the 2015 road projects and that David Elmers contact the owner of the corner property
concerning the acquisition of the property needed for the project.
Gorman Farm
Chris Patterson asked that the meeting be delayed because he had to return to Virginia because of his mother’ illness. The items on the agenda will be taken up at the April Committee meeting.
The meeting adjourned at 3:40 pm.
___________________________
Christian J. Schaefer
Committee Chairman
March 2015 Council Update
1. Cooper Creek Drainage - The bids for this project have been received and I have forwarded the
results and recommendations in a separate email.
2. Residential Lighting Project - Duke Energy has begun to receive the lights and Bill Mechley and I
will be meeting with Duke to go over a schedule. Due to weather the project hasn't started yet,
but we anticipate work to start as weather allows.
3. Outdoor Picnic Shelter - Due to the weather and issues with MSD/CWW, we will complete this
project as weather permits.
4. Thru the Valley/I-75 Landscape RFQ - Dave and I have met with IBI to discuss this project and the
expected process. They have provided a schedule and scope of work and are currently pricing
this work. Due to the mayor being out of town we haven't had a chance to review this with him.
5. Small scale repairs - Jim Bothe and I have discussed other items to be worked on this year and
we have catch basins on Medallion. If there are other areas to be looked at, please let us know.
6. 2015 Street Improvements - This project will go out to bids this month and should have the bid
results for the April Meeting. The streets to be performed as part of this work will be Inwood,
PG Graves, Access Place and Rexford.
7. Right Hand Turn Lane on Glendale Milford/Plainfield - I will have an updated drawing for the
committee meeting.
8. Demolition of 3046 Inwood (Blasdale) and 9746 Reading (Root) Due to the weather the fire
department has been unable to train at these locations. They have requested additional time
and the demolition will happen after this training.
9. Mr. Allen - Tim Burke is preparing an ordinance for the Village to sell the property discussed and
the conditions in which he can have the land.
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