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 August 4, 2015. Present were Councilmembers Hartman, Finan and Schaefer. Also in attendance during portions of the meeting were Mayor Apking, Cynthia Caracci, David Elmers, James Jeffers, Chris Patterson, Tricia Watts, Al Schutte, Jim Bothe, Diane Redden, and Stiney Vonderhaar.
The Finance, Administration and Engineering reports were submitted in writing and are attached.
Finance
Cynthia Caracci presented the July Financial Reports. The July earnings tax receipts totaled $1,033,308.26. That is $22,979.90 more than July, 2014. Year to date earnings tax receipts through July, 2015 are $8,569,589.57. That is $561,638.27 more than 2014 receipts through July. The net surplus, excluding the Evendale Commons TIF, through July, 2015 is $736,443.44. Excluding the Evendale Commons TIF, the unencumbered balance is $17,691,827.85. The cash balance including all funds is $21,604,384.99.
The Cooper Creek wall and the Road project have started billing. This has substantially reduced the net surplus for 2015 from the June report. The following Ordinances will be on the August Council Agenda with support of the committee:
1. There will be a “Then and Now” ordinance from the auditor’s fee, the Millcreek grant local match, and the purchase of road salt.
2. The supplemental appropriation in the Drug Law Enforcement Fund will remain on the Council agenda.
3. There will be a Supplemental Appropriation in the Evendale Commons TIF for the Millcreek Grant local match of $52,091. This may be reduced by in-kind contributions.
4. There will be a supplemental appropriation in the MMV fund for street light replacement in the older areas of the Village without underground wiring.
5. There will be a supplemental appropriation in the SHIF fund to repair street rippling near Cunningham on Glendale-Milford Road.
6. The fire department hiring ordinance will contain a supplemental appropriation.
Administration
David Elmer submitted a written report which is attached.
1. The committee reviewed the proposal from the Architect to make the Cultural Arts Center more accessible. The part of the plan approved unanimously by the committee would create a new entrance on the rear of the building to the mid-level of the building with a wheelchair ramp and a 4foot by 5 foot elevator to access all floors. The projected cost is $350,000 plus incidental costs such as putting three phase wiring in the building for the elevator. This will be recommended for inclusion in the 2016 Budget.
2. A second meeting for Council with IBI was scheduled to commence after this meeting ended.
3. Stiney Vonderhaar reported that the Historical Commission’s collection will be returned to the Cultural Arts Building after an event scheduled for the area in the Cultural Arts Building is over next week.
4. David Elmers informed the committee that the next step in the Electric Aggregation Program for Evendale to be given pricing. An ordinance establishing pricing will be prepared for the August Council meeting leaving the price blank so it can be inserted at the meeting.
5. David Cynthia and Barb have suggested that regulations for employee use of the internet and for travel reimbursement be established. The Committee unanimously recommended that these be inserted by Ordinance in the personnel Code.
6. David also reminded the committee of the Evendale Chamber of Commerce picnic scheduled September 9th.
Service/Engineering
The Engineers report is attached. James Jeffers noted the following concerning both ongoing and 2015 projects:
1. The demolition work on the three recently purchased properties is complete.
2. The Cooper Creek wall project is nearly completed. An issue arose when a sewer line not marked by OUPS was punctured. The cost of the repair of the sewer line is being discuss with MSD.
3. The contract with for installation of the LID lights in the residential area overhead lights will be on the Council Agenda. The estimated cost is $70,000 which would come from the License Fee fund. This will include additional lights on Plateau Place. Councilmember Finan suggested using the same type of lights in the areas with overhead wiring as were used in the areas with underground lighting. James will ask Duke for this cost.
4. The 2015 Street project has begun with work on Inwood Drive.
5. Jim Bothe reported new utility vehicle approved in the budget will arrive has arrived. The control tower in the new Dump Truck is currently being configured.
6. The Village obtained 800 tons of Road Salt from a joint purchase with Cincinnati. Half has been delivered. The Village must receive the remainder during the year. The cost was $75 a ton.
7. Resident Tom Blandford reported that water collects behind the Racket Ball courts on two sidewalk squares. Jim Bothe advised that this does not impact the building and the Service Department will address the issue at some point in the future depending upon their workload.
8. There will be an ordinance granting a Water Management and Sedimentation Control permit to Gold Medal will also be on the agenda.
Gorman Farm
Tricia Watts, Chris Patterson, and Al Schutte represented the following concerning the Gorman Farm:
1. The first issue was siting for the new equipment storage building. The area chosen is on the Cincinnati Bell property donated to the farm. The committee unanimously approved the site because it is in an unused area and does not obstruct the site lines to the older farm structures. The Mayor and service department are helping with clearing brush and grading. The Village work being done is within the existing appropriation.
2. The bio-char kiln is operational.
3. The farm hired Holland Construction Co. to repair the Alfalfa Barn. It will be started in mid-August.
4. The construction of the Winnebago farm entrance walls by Rick Herzog with the help of Chuck Melampy and Jerry Schappacher is nearly complete.
5. The hillside pasture fence is nearly complete.
6. Upcoming events at the farm include Row by Row August 22, the 5K race September 19th, and the Sunflower festival October 5th. The sunflowers are planted and growing.
The meeting adjourned at 4:20 pm.
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Christian J. Schaefer
Committee Chairman
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