M I N U T E S
The Village of Evendale
Special Council Meeting
November 3, 2004
The Village of Evendale held a Special Council Meeting at 7:00 November 3, 2004. The meeting was called to order by Mayor Don Apking. Upon roll call, the following members were present: Mr. Jeff Albrinck, Mr. Chris Schaefer, Mrs. Carolyn Smiley-Robertson, Mrs. Catherine Hartman, Mr. Bill Puthoff Jr. and Mr. Stiney Vonderhaar. Also present were: Village Chief Fiscal and Accounting Officer, George Snyder; Assistant to the Mayor, Jack Cameron, and the Village Clerk, Michelle Ficke.
There was extensive discussion on the proposed 2005 budget. The budget was scrutinized line item by line item. Mr. Albrinck stated that there is misunderstanding among the public with regards to the budget. Mrs. Smiley-Robertson stated that council needs to be able to better articulate what has been done to reduce costs. Mr. Schaefer stated that it would be helpful to separate operating and discretionary funds so that council can easily see what is a one time expense vs. an on going operating expense and that operating must be tied to revenue. George Snyder stated that the State Accounting Systems is set up in a specific manner and is not set up to show what is going to be spent and what is coming in. What the public looks at is the Annual Report of the Village and the Audit Report. Mr. Albrinck stated that 48% of the voters said that
the earnings tax increase was not justified and that council needed to look at operations and should not increase items unless it is justified. Mayor Apking stated that council needs to determine specifics. For example Recreation is spending approximately $600,000 - $700,000 more per year. It must be determined whether or not the programs are used more or not. The Recreation Budget is more controllable than the other departmental budgets.
Mr. Albrinck stated that some residents he spoke with are concerned that we are giving the Recreation Services away and they are willing to pay an increased fee for the programs. Raising costs of programs to meet budget needs sends a fiscally responsible message. There was some discussion on this topic. Mrs. Smiley-Robertson stated that for some programs the Recreation Department spends $50 per person to offer the program. Mr. Puthoff said that it is important to be careful to look at what we are offering as far as programming and justify the costs. This is an area that can be controlled. Mayor Apking said they have already looked at the amphitheatre programming and will have ten events scheduled all on Saturdays. This will reduce the budget by $7,000. They plan to advertise more and have ICRC tape the events. They are also evaluating
outside vendors for trips scheduled by the Recreation Department.
Another idea to help reduce costs is changing the Newsletter. $3800 a month is spent in printing and mailing the newsletter to residents. Mayor Apking feels that can be reduced by use of the website. Different options are being explored.
George Snyder stated that John Vail received a grant for $10,795 more than they thought they would receive for a compressor and training. He also stated that the earnings tax projects a $1.3 Million increase in income for the 2005 budget only because we will not see the full income from the increase until 2006. The Village actually has $10.1 million dollars, but after expenses will have a $900,000 deficit. The earnings tax increase will eliminate the deficit and leave a surplus of $400,000.
Mr. Schaefer said that it is necessary to get a global look at constant expenses, for example dental and optical operating costs. Mr. Albrinck asked if there is a way to show Revenue and Expenses. George Snyder stated that Transfers vary from year to year and the bottom line numbers are what is important. The Budget is a tool or guideline and not an actual account of income and expenses. We anticipate spending $1 million dollars less in 2005 that in 2004. This is the proposed budget that the Mayor and Mr. Snyder formulated. A comparison of actual expenses in 2004 and past years, going back to 1999, was used to evaluate the budget. Mayor Apking stated that the 2005 proposed budget projects expenses of $11 million dollars and an income of $10.7 million dollars leaving a deficit of $960,000. In 2004 expenses were $13.4 million dollars
with an income of $10.7 million dollars leaving the Village with a $2.6 million dollar deficit.
Mrs. Smiley-Robertson raised a question about overtime for Police Officers. Overtime comes primarily from training and court time. Officers appear in court for DUI’s which can be several time for one DUI case. With our new policy, first time DUI’s can be heard at Evendale Mayor’s court which increases our income. Mayor Apking stated that we just started hearing first time DUI’s in Mayor’s Court in the past three months and there is not enough history there yet to make any determinations. Police overtime is down from $116, 288 in 2003 to $100,000 in 2004. The proposed budget for 2005 was determined to be $90,000 for police overtime. Police overtime, fire overtime and mayor’s court were referred to council committees to be addressed.
Mr. Albrinck stated that the Historical Commission’s budget two years ago was $5,000. They asked for $10,000 in additional funds in 2004 to print the Gorman Heritage Farm History Book. They were given $15,000. He stated that he understands the importance of preserving the history of Evendale, however, their budget should be reduced to the original $5,000. After some discussion it was determined to reduce the Historical Commission budget to $10,000.
There was a discussion on the expense of Legal Council. Mr. Schaefer believes that the Village could hire a part time solicitor and pay him far less. Most communities do it this way. He said the OPERS benefit would be leverage to find someone willing to do this. He felt that the Village could hire a part time solicitor and then hire a firm when necessary for legal council. Mrs. Hartman agreed with this. Mr. Albrinck stated that when they interviewed for a new solicitor years ago none of the top four candidates were willing to work for a salary but insisted that they would only work for an hourly rate. Mr. Albrinck also stated that times have changed and the Village needs a firm with a vast array of services and not just a guy with municipal experience. This factor was discussed extensively when they hired the current solicitor. Mrs.
Smiley-Robertson said that with the new development coming up and the Village Crossing Shopping Center not responding to our requests that it would be to our advantage to keep the current solicitor. Mrs. Hartman stated that we could hire a big attorney when needed.
Mayor Apking stated that the Village is overpaying the current Economic Development Director for what they are currently doing. Mr. Schaefer stated that CIC and the Economic Director need specific tasks to accomplish. Mr. Albrinck agreed and also stated that it might be a good idea to form a broker relationship with the Economic Development Director in order to get a return on our investment. Catherine Hartman suggested an hourly rate on an as needed basis. Mr. Schaefer stated that we cannot utilize the Reading Road Revitalization Plan until we see Anchor’s plan for development so they can complement or contrast Anchor’s plans. It was determined that CIC, Planning Commission and Council need to look at the land on Reading Road and determine how it will best be used to bring income to the Village.
Mr. Albrinck questions clothing allowances for the four Administration Employees. He suggested raising their salary by $500 each to cover this rather than giving the allowance since it is already taxable. Mrs. Hartman agreed. After discussion it was determined to leave it as is.
Gorman Heritage Farm capital budget is $40,000 for 2005. Mayor Apking noted that Cincinnati Nature Center spent $100,000 per year when they were running the farm.
Mayor Apking asked for a motion to adjourn. A motion to adjourn was made by Mr. Puthoff, seconded by Mrs. Hartman and unanimously approved. Council adjourned at 10:10 pm.
_______________________
Mayor
Attest:
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Village Clerk
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