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Village Council Minutes 01-13-05
M I N U T E S

The Village of Evendale
Regular Council Meeting
January 13, 2005


The Village of Evendale held a Public Discussion Session prior to the Regularly Scheduled Council Meeting. There was no discussion.

The Village of Evendale held its Regular Council Meeting. The meeting was called to order by Mayor Don Apking. Upon roll call, the following council members were present: Mr. Bill Puthoff, Jr., Mr. Stiney Vonderhaar, Mr. Jeff Albrinck, Mr. Chris Schaefer, Mrs. Catherine Hartman and Mrs. Smiley-Robertson. Also present were: Village Chief Fiscal and Accounting Officer, George Snyder; Village Engineer, James Jeffers;  Recreation Director, Dave Nichols; Public Works Director, Joe Wiehe; Fire Chief, John Vail; Economic Development Consultant, Linda Fitzgerald; Assistant to the Mayor, Jack Cameron; Village Solicitor, Tim Burke, Tax Administrator, Cindy Vaske and Village Clerk, Michelle Ficke.

Mayor Apking presented the consent calendar. Mayor Apking asked for a motion to accept the consent calendar consisting of December 9, 2004 Council Meeting Minutes; CFO Report for December, 2004; Tax Administrator’s Reports for December, 2004; current Departmental Reports and the Treasurer’s Report for December, 2004.  A motion to accept the consent calendar was made by Mr. Vonderhaar seconded by Mr. Albrinck and unanimously approved on roll call.

Mayor Don Apking stated that he has attended several meetings with the Princeton Superintendent and members of the board as well as attending a board meeting in December along with Mrs. Smiley-Robertson, Mr. Vonderhaar, Mrs. Hartman and Mr. Schaefer. Right now Evendale will have a school, however, it may be a renovated school. They are looking at how much money they will have left after they build the four or five schools that they are to build. We attended the Mill Creek meetings in the last week and there will be another Mill Creek meeting on January 28th beginning at 9:00 at the Sharonville Convention Center. All are welcome to attend to learn more about the Conservancy Group and what they are working on. The project is quite expensive and they anticipate it will cost each of the communities a significant amount of money.

Mr. Schaefer stated that the Army Corp of Engineers proposal includes taking out the Watson’s Building on Sharon Road, Watkins Manufacturing along Medallion Drive and would take two thirds of P.G. Graves subdivision and on the Anchor Development the proposal would limit the outbuildings along Reading Road. They plan to expand the Creek to 205 feet toward the East along that area.

The Mayor said that it may be a viable solution but it is such a costly solution and the small communities cannot afford this kind of money. Mayor Apking also thanked the Service, Police and Fire Departments for their excellent service during the last snow. Our guys worked 48 almost straight hours with just a little sleep. They can only work 16 hour shifts. It was a bad situation and the Fire and Service Departments worked together when the Fire Department would get a call.

Gary Goosman, Executive Director from Gorman Heritage Farm gave a report. We were not open for a full year last year but were pleased that over 7,000 people visited the farm; they managed to raise about $60,000 from farm sales and admissions. Next year we are planning to have several events: Founder’s Day in the spring, a culinary event in the summer, the Sunflower Festival in the fall, and a holiday event in the winter. We also will have Summer Camps for three age levels of one week sessions and will run eight weeks of sessions with a potential of five or six hundred kids over the course of the eight weeks on the farm. A 4-H Group has started and its first session was last Sunday and there were sixty people there interested in taking care of animals and showing animals at the County Fair. This part of the County has not had a 4-H group for quite a while. They will meet at Gorman Farm.  The 4-H Group would also help GHF with habitat restoration by pulling out brush, and have also agreed to help us on our new event called First Saturday. On the first Saturday of each month we will have a mini festival including hayrides and crafts. Announcements are in the Mayor’s Newsletter, in the GHF member newsletter that currently goes out to around 300 members. We do PSA to radio and media and RCIC is training us to be producers of our own TV show that shows the history and activities that are going on at the farm. Phil Schneider won the Watson’s Raffle.

Jeff Albrinck reported that the Village ended up with an eight percent increase over what we originally anticipated as far as income. We are still a little short, $750,000 and expect this year to be much better. Mr. Albrinck stated that the Recreation Center will be hosting a Family Pot Luck Dinner on Saturday, January 22 at 6:00, the Adult Services Travel Fair is Thursday, January 27 at 6:00, the first of three Cabin Fever Reliever Events is Saturday, January 29 at 7:00 and the Daddy/Daughter Dance is scheduled for February 5 at 6:30. Sign up at the Recreation Center.

Mayor Apking presented Resolution #05-01  RESOLUTION TO APPOINT POLICE OFFICERS TO THE POSITION OF POLICE SPECIALIST FOR 2005 AND DECLARING AN EMERGENCY. A motion to read Resolution 05-01 by title only was made by Mr. Vonderhaar, seconded by Mr. Schaefer and unanimously approved on roll call. A motion to suspend the second and third readings of Resolution 05-01 was made by Mrs. Smiley-Robertson, seconded by Mr. Vonderhaar and unanimously approved on roll call. A motion to adopt Resolution 05-01 as an emergency was made by Mrs. Hartman, seconded by Mr. Albrinck and unanimously approved on roll call. Mayor Apking declared Resolution #05-01 adopted as an emergency.

Mayor Apking presented Resolution #05-02 RESOLUTION TO APPOINT FIREFIGHTER OR FIREFIGHTER/PARAMEDIC TO THE POSITION OF FIRE SPECIALIST FOR 2005 AND DECLARING AN EMERGENCY. A motion to read Resolution 05-02 by title only was made by Mr. Albrinck, seconded by Mrs. Hartman and unanimously approved on roll call. A motion to suspend the second and third readings of Resolution 05-02 was made by Mr. Vonderhaar, seconded by Mr. Albrinck and unanimously approved on roll call. A motion to adopt Resolution 05-02 as an emergency was made by Mrs. Hartman, seconded by Mr. Vonderhaar and unanimously approved on roll call. Mayor Apking declared Resolution #05-02 adopted as an emergency.

Mayor Apking presented Resolution #05-03 RESOLUTION APPOINTING P. SHANNON LYNCH SPECIALIST FOR THE SERVICE DEPARTMENT OF THE VILLAGE OF EVENDALE AND DECLARING AN EMERGENCY. A motion to read Resolution 05-03 by title only was made by Mr. Vonderhaar, seconded by Mr. Albrinck and unanimously approved on roll call. A motion to suspend the second and third readings of Resolution 05-03 was made by Mrs. Hartman, seconded by Mrs. Smiley-Robertson and unanimously approved on roll call. A motion to adopt Resolution 05-03 as an emergency was made by Mr. Vonderhaar, seconded by Mr. Albrinck and unanimously approved on roll call. Mayor Apking declared Resolution #05-03 adopted as an emergency.

Mayor Apking presented Resolution #05-04 RESOLUTION APPOINTING JAMES BOTHE SPECIALIST FOR THE PUBLIC WORKS DEPARTMENT OF  THE VILLAGE OF EVENDALE AND DECLARING AN EMERGENCY. A motion to read Resolution 05-04 by title only was made by Mrs. Smiley-Robertson, seconded by Mr. Schaefer and unanimously approved on roll call. A motion to suspend the second and third readings of Resolution 05-04 was made by Mrs. Hartman, seconded by Mr. Vonderhaar and unanimously approved on roll call. A motion to adopt Resolution 05-04 as an emergency was made by Mr. Albrinck, seconded by Mr. Vonderhaar and unanimously approved on roll call. Mayor Apking declared Resolution #05-04 adopted as an emergency.

Mayor Apking presented Ordinance #04-69, ORDINANCE AUTHORIZING THE MAYOR TO EXECUTE A CONTRACT WITH ANCHOR ACQUISITIONS, LTD. TO PROVIDE FOR THE RELOCATION OF GRAVE SITES FROM THE ANCHOR PROPERTY TO VILLAGE OF EVENDALE PROPERTY ASSOCIATED WITH GORMAN HERITAGE FARM. Mr. Schaefer stated that at the last council meeting he suggested that the Village should make sure that the Gorman Heritage Farm Foundation was in agreement to doing this and asked for a diagram where the graves would be located. Both of these have been accomplished. Mr. Vonderhaar stated that at the last council meeting he had brought up the concern of the Village getting in the cemetery business. The Historical Commission met and has talked to the people at the Ohio Department of Commerce concerning the liabilities and responsibilities of creating a cemetery. He suggested that the Cunningham remains go to Rest Haven Cemetery rather than Gorman Farm to alleviate the liabilities associated with creating a cemetery at the farm. It would cost around $2,000 to place them at Rest Haven and a memorial could be placed at the farm stating that the graves are located at Rest Haven. Mr. Vonderhaar was concerned that the Village would be starting a precedence if they allowed the graves to be moved to Gorman Heritage Farm and was concerned about the Village being in the cemetery business. Mayor Apking stated that he did not understand why the Historical Society was concerned about moving the remains to Gorman Farm because the Cunninghams are recognized as the first settlers here in 1801. Mr. Burke stated that if a decision was made not to move the graves to Gorman Farm, he was not sure what the incentive would be there for Anchor to pay $50,000 to GHF and the current agreement does not provide for Anchor to pay $50,000 to GHF if the graves are not relocated at the farm. Mr. Vonderhaar felt that Anchor would cooperate with us. The Village has not talked to Anchor about this. Mayor Apking suggested that Anchor is not in a rush to move the bodies so we would have a second reading tonight. Mayor Apking asked Jack Cameron to contact Matt Griever at Anchor and discuss the issue and report back to council. A motion to read Ordinance #04-69 by title only was made by Mr. Schaefer, seconded by Mrs. Hartman and unanimously approved on roll call. The Mayor declared this a second reading of Ordinance #04-69.

Mayor Apking presented Ordinance #05-01, ORDINANCE AMENDING CHAPTER 890, EARNED INCOME TAX, OF THE CODIFIED ORDINANCES OF THE VILLAGE OF EVENDALE AND DECLARING AN EMERGENCY. Cindy Vaske, Tax Administrator stated that this revision will bring us up to date for 2005. A motion to read Ordinance #05-01 by title only was made by Mr. Vonderhaar, seconded by Mrs. Hartman and unanimously approved on roll call. A motion to suspend the second and third readings of Ordinance #05-01 was made by Mr. Schaefer, seconded by Mr. Vonderhaar and unanimously approved on roll call. A motion to adopt Ordinance #05-01 as an emergency was made by Mrs. Hartman, seconded by Mr. Albrinck and unanimously approved on roll call. Mayor Apking declared Ordinance #05-01 adopted as an emergency.

Mayor Apking presented Ordinance #05-02, ORDINANCE AUTHORIZING MAYOR TO EXECUTE THE OPTION FOR THE 2005 TRAFFIC ISLAND MAINTENANCE PROJECT AND ENTER INTO CONTRACT AND DECLARING AN EMERGENCY. James Jeffers stated that this is the third year of five in the contract. Mrs. Smiley-Robertson asked why we did not write the contract for five years rather than a one year renewable contract. Mr. Jeffers explained that it was bid as a five year program. At the time there was some discussion whether or not to do it as five years complete or in part. The work was ultimately bid as a one year contract with four annual options to renew. Mr. Puthoff stated that there had been a lot of issues with quality prior to this contract. Mrs. Hartman stated that it just gives us flexibility. Mayor Apking stated that he wants to be involved with this and that he wants to meet with the contractor, Adleta Construction, and see what they plan to do. James Jeffers stated that they will be meeting next week. A motion to read Ordinance #05-02 by title only was made by Mr. Vonderhaar, seconded by Mr. Albrinck and unanimously approved on roll call. A motion to suspend the second and third readings of Ordinance #05-02 was made by Mrs. Hartman, seconded by Mr. Vonderhaar and unanimously approved on roll call. A motion to adopt Ordinance #05-02 as an emergency was made by Mr. Albrinck, seconded by Mr. Vonderhaar and unanimously approved on roll call. Mayor Apking declared Ordinance #05-02 adopted as an emergency.


Mayor Apking presented Ordinance #05-03, APPOINTING MARY LOU ISAAC AND MICHELLE GOTTSCHLICH TO THE PUBLIC RECREATION COMMISSION  OF THE VILLAGE OF EVENDALE AND DECLARING AN EMERGENCY. Mayor Apking stated that he met with five candidates and he selected these two. He stated that he appreciated the fact that many people are interested in being a part of the Recreation Commission as well as a lot of the other appointments that we have available. A motion to read Ordinance #05-03 was made by Mr. Schaefer, seconded by Mr. Albrinck and unanimously approved on roll call. A motion to suspend the second and third readings of Ordinance 05-03 was made by Mr. Vonderhaar, seconded by Mrs. Smiley-Robertson and unanimously approved on roll call. A motion to adopt Ordinance #05-03 as an emergency was made by Mrs. Hartman, seconded by Mr. Vonderhaar and unanimously approved on roll call. Mayor Apking declared Ordinance #05-03 adopted as an emergency. Mayor Apking introduced Mary Lou Isaac and thanked her for volunteering.

Mayor Apking presented Ordinance #05-04, ORDINANCE MAKING APPOINTMENTS TO THE HISTORICAL COMMISSION OF THE VILLAGE OF EVENDALE AND DECLARING AN EMERGENCY. Mayor Apking stated that he was reappointing Diane Lemen and Mr. Stiney Vonderhaar to these positions. Mr. Vonderhaar recused himself from the vote. A motion to read Ordinance #05-04 by title only was made by Mr. Schaefer, seconded by Mr. Albrinck and unanimously approved on roll call. A motion to suspend the second and third readings of Ordinance #05-04 was made by Mrs. Smiley-Robertson, seconded by Mrs. Hartman and unanimously approved on roll call. A motion to adopt Ordinance #05-04 as an emergency was made by Mrs. Hartman, seconded by Mr. Albrinck and unanimously approved on roll call. Mayor Apking declared Ordinance #05-04 adopted as an emergency.

Mayor Apking presented Ordinance #05-05, APPROVING ADDITIONAL APPROPRIATIONS IN VARIOUS FUNDS, TRANSFERRING FUNDS AND DECLARING AN EMERGENCY. Mr. Schaefer asked for clarification that this is simply a transfer and not a new appropriation. Mr. George Snyder stated that the appropriation transfer is simply a transfer from the Recreation Communications Account to the Administrations Internet Website Account. We are not appropriating any more money and we still have the projected surplus at the end of the budget year. Mr. Albrinck stated that we are trying to change the format of the Mayor’s Newsletter and we are going to try to communicate more electronically and cut down on the expense of mailing out a several page mailing to every single resident on a monthly basis. However, we will make sure that everyone does have the appropriate information for all the activities. We are trying this in order to cut down the expenses significantly. Mrs. Hartman stated that the way she understands it the website will be much more complete and current than it has been in the past. Mayor Apking said that we will be putting a lot more information on the website such as business information and resident’s homes that are for sale and make it much more professional than what we have. We are trying to cut the cost of approximately $40,000 to mail out the newsletter. If you do not have a computer we will still provide a slightly different newsletter. Mrs. Smiley-Robertson suggested that in the future we have the title of the ordinance reflect what we are actually doing with the ordinance. Mr. Burke said that we could do that. A motion to read Ordinance #05-05 by title only was made by Mr. Vonderhaar, seconded by Mrs. Hartman and unanimously approved on roll call. A motion to suspend the second and third readings of Ordinance #05-05 was made by Mrs. Smiley-Robertson, seconded by Mr. Albrinck and unanimously approved on roll call. A motion to adopt Ordinance #05-05 as an emergency was made by Mr. Vonderhaar, seconded by Mrs. Hartman and unanimously approved on roll call. Mayor Apking declared Ordinance #05-05 adopted as an emergency.

Other Items included:

Mayor Apking talked with the Service Director, Joe Wiehe, about declaring a Snow Emergency if we have more than three inches of snow. During the last snow we had cars in the cul de sacs and on the streets instead of the drive ways which made it much more difficult to clear the streets and leaves a potential for the trucks to damage the cars parked on the streets. We are discussing having these cars towed if a Snow Emergency is declared as other communities do. Mayor Apking asked that residents to keep their cars in the drive ways when they know it is going to snow significantly and streets will need to be plowed.

Jack Cameron spoke about a grant received from ODOT regarding traffic studies for the Anchor Development and proposal but is not tied to that development. We were notified that our application for modifying the intersection of Glendale-Milford and Route 42 was granted to us and we received the 90% funding level. It was basically a safety application grant from ODOT. The project is around $550,000. We will have to pay for environmental and design work which will be around $60,000. The remaining part of the project is funded ninety percent by ODOT which means we would pay for ten percent of the construction costs. The time frame is 2008-2009. Mr. Schaefer asked who has the primary input into the design and stated that a lot of money has been put into landscaping at that intersection and will this change the character of the intersection. Jack Cameron said that we have control over the design and ODOT must approve it. The Village will select the design firm.

Mayor Apking asked for a motion to adjourn into Executive Session to discuss personnel issues. Mr. Vonderhaar made a motion to adjourn. The motion was seconded Mrs. Smiley-Robertson and unanimously approved on roll call. The meeting adjourned into Executive Session at 7:45 pm.

Council reconvened at 8:05 p.m. and there being no further business to come before Council, a motion to adjourn was made by Mrs. Smiley-Robertson seconded by Mr. Schaefer and unanimously approved on roll call.



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                                                Mayor
Attest:



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Village Clerk