M IN U T E S
The Village of Evendale
Regular Council Meeting
October 12, 2006
The Village of Evendale held a public discussion 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. Chris Schaefer, Mr. Doug Lohmeier, Mrs. Carolyn Smiley-Robertson and Mr. Jeff Albrinck. Also present were: Chief Fiscal and Accounting Officer, George Snyder; Village Engineer, James Jeffers; Recreation Director, David Nichols; Fire Chief, John Vail; Police Chief, Gary Foust; Public Works Director, Joe Wiehe; Assistant to the Mayor, Jack Cameron; Village Solicitor, Tim Burke; and Village Clerk, Michelle Ficke.
Mayor Apking presented the consent calendar. Mayor Apking asked for a motion to accept the consent calendar consisting of the September 14, 2006 Council Meeting Minutes; CFO Report for September, 2006; Tax Administrator’s Report for September, 2006; current Departmental Reports and Treasurers Report for September 2006. A motion was made to accept the consent calendar by Mr. Vonderhaar, seconded by Mr. Lohmeier and unanimously approved.
Jeff Albrinck gave the Financial Report. Revenues were just over $1.12 million dollars, expenses were about $1.2 million dollar and we are on target for a half million dollar deficit for year end 2006.
Doug Lohmeier gave the Recreation Commission Report. The Halloween Fest will be held at the recreation center on October 21. There will be an adult Halloween party on October 28 as well. Sign up at the Recreation Center to attend these events.
Chris Schaefer said his committee met. Park Hills residents attended the meeting. They plan to construct a trail from Giverny to old Schappacher Farm lane and asked if council would support connecting the trail at some point along Glendale-Milford Road so that people would have access to the Recreation Center. It is not certain how this will occur. Mr. Schaefer asked that some money be put in the budget to show support for construction of a sidewalk for this project. It was the committee’s recommendation to coordinate construction with the Park Hills trail completion.
The entranceway park on the south end of Reading Road will not occur in 2006. There is $50,000 in grant money for landscaping and maintenance of the plants. Bob Richardson will develop three proposals for the park. Mr. Schaefer suggested that Planning Commission and the Beautification Committee come to their next council committee meeting to give input into this project.
Mr. Schaefer also said that new street signs are needed. Council postponed moving ahead with this to see what MDI’s report results were. Residents are calling the Service Department regarding street signs that are down. He feels there is a need to act on this now and requested money be put into the budget for street signs.
Mayor Apking reported that paving of Carpenter’s Creek and Fawn Run should take place in the next few days and be completed by early November.
Mr. Dave Harwood presented the Charter Review Committee Report to council. He explained that Council received from the Charter Review Committee three pieces of information: 1) Letter with a 4 to 1 recommendation to the Mayor and Council to continue the present form of government; 2) a letter from Fritz Greulich, the one member opposing the current form of government; and 3) Letter from the Charter Review Committee urging the Mayor and Council to consider creating a committee to consider the expansion of the duties and responsibilities of the Administrative Assistant to the Mayor under Article IV, Section 4 of the Village of Evendale Charter.
Mr. Harwood said that splitting the Village Clerk position into two positions, one of which included a Chief Financial Officer who could reside outside of the Village, was a positive structural move. The committee was in favor of a strong Mayor with Council’s role as legislators. Mr. Harwood stressed the importance of better management in the form of a restructured Assistant to the Mayor position.
Mayor Apking presented Ordinance #06-51, APPROVING ADDITIONAL APPROPRIATIONS TRANSFERRING FUNDS AND DECLARING AN EMERGENCY. A motion to read Ordinance #06-51 by title only was made by Mr. Lohmeier, seconded by Mr. Albrinck and unanimously approved on roll call. A motion to suspend the second and third readings of the ordinance was made by Mr. Vonderhaar, seconded by Mr. Albrinck and unanimously approved on roll call. A motion to adopt Ordinance #06-51 as an emergency was made by Mr. Albrinck, seconded by Mr. Vonderhaar and unanimously approved on roll call. Mayor Apking declared Ordinance #06-51 adopted as an emergency.
Mayor Apking presented Ordinance #06-52A, ORDINANCE GRANTING WORLDWIDE EQUIPMENT ENTERPRISES, INC. A SIGN VARIANCE FOR A SECOND POLE SIGN AT 10649 EVENDALE DRIVE AND DECLARING AN EMERGENCY. Mr. Sam Huffman from Worldwide Equipment Enterprises, Inc. addressed council. The Sign Variance Committee voted 2-1 against Mr. Huffman’s request for a second pole sign at their business entrance on Evendale Drive. It is difficult to see the entrance from either direction. Mr. Albrinck said he understood the need for the sign at the entrance. He asked Mr. Huffman about the public service aspect of the sign. Mr. Albrinck said the sign they are asking for on I-75 he perceives as an advertising sign and not a public service sign just because time and temperature is on it. Mr. Huffman explained that in the past they have advertised St.
Rita’s festival, Mike Albert’s open house events, and Sysco had an open outing. Mr. Huffman said he would be happy to open the use of the sign up to other businesses in Evendale. Worldwide Equipment went into business in May of 1992. Jeff Albrinck stated that for an exemption to be granted the sign must be used for public service and Council has to justify it as such. Is the dual signage something we want to permit with the level of public service that you are giving. Mr. Huffman stated that there were six standards for variances written in the code that he felt they met.
Mr. Puthoff asked if the sign must be 50 feet high for visibility to the property. The code states that regular sign height is fifty-five feet high. Mr. Schaefer said that the interstate is a benefit to the properties that back up to it because of exposure. When the interstate is changed GE will want a sign along the interstate as well. Instead of granting exceptions, Mr. Schaefer suggested that the Planning Commission look at the regulation to see if it is reasonable for businesses that back up to the interstate to have signage on I-75 and Evendale Drive. Mr. Albrinck agreed and said he preferred to see the issue go to Planning Commission to review. Mr. Schaefer said November would be the earliest time that Planning Commission could address it because of a full agenda in October. Mr. Huffman said as long as it is within a six month time
frame he was okay with it.
Mr. Huffman said that his company generates $25-50 million dollars a year with 800-1000 trucks entering their facility every month. A motion to table Ordinance #06-52A and #06-52B until January so that Planning Commission can address this issue was made by Mr. Schaefer, seconded by Mr. Albrinck and unanimously approved on roll call. Ordinances #06-52A and #06-52B were tabled until approximately January.
Mayor Apking presented Ordinance #06-53, ORDINANCE GRANTING A LICENSE TO EVENDALE COMMONS, LTD. TO LOCATE AND MAINTAIN A PRIVATE SEWER LINE UNDER CUNNINGHAM DRIVE AND DECLARING AN EMERGENCY. James Jeffers explained that every residence has a private sewer line that crosses the right of way if the sewer is on one side of the street or the other. This deals with the existing line in the old Auto Entertainment building where Starbucks now is going to be. MSD did not see the original tap being installed and this is what they require in the event it potentially fails that Miller-Valentine controls the access of them getting in to repair it. The contractor has to get permission from the Village for a street opening permit before they can go in to do any work to ensure that the road is restored in the manner consistent with the public roadway
repairs.
The tap already existed so MSD will sign off once they see there is integrity to the line. MSD will not sign off unless there was an agreement or some vehicle in place for them to secure that if the line collapsed in the future there was a way for the Village to be protected. Tim Burke said that this is the approach that the Hamilton County Engineers office uses consistently now and this is modeled on their licensing program.
Mr. Schaefer said that since they are tapping into an existing sewer Anchor saves the tap fee of $20,000 per building. A motion to read Ordinance #06-53 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 the ordinance was made by Mr. Puthoff, seconded by Mr. Vonderhaar and unanimously approved on roll call. A motion to adopt Ordinance #06-53 as an emergency was made by Mr. Puthoff, seconded by Mr. Vonderhaar and unanimously approved on roll call. Mr. Albrinck said that it was the reasonable thing to do because Miller-Valentine would be responsible if the line collapses whether it was an old line or new line. Mayor Apking declared Ordinance #06-53 adopted as an emergency.
Mayor Apking presented Ordinance #06-54, ORDINANCE APPROVING WATER MANAGEMENT AND SEDIMENTATION CONTROL PLANS FOR REPUBLIC SERVICES OF OHIO HAULING, LLC AND AUTHORIZING BUILDING COMMISSIONER TO ISSUE PERMIT AND DECLARING AN EMERGENCY. The bond amount needed to be inserted into the ordinance. A motion to amend Ordinance #06-54 to include the bond amount of $40,000 was made by Mr. Puthoff, seconded by Mr. Vonderhaar and unanimously approved. Mr. Lohmeier asked James Jeffers if this ordinance basically covers the movement of all dirt and grading for this location. Mr. Jeffers said the bond insures that if the project is abandoned and the site is left unfinished, the bond allows us to go back in and try to restore the ground to the original condition or complete the storm water improvement so it does not adversely affect adjourning properties. A
motion to read amended Ordinance #06-54 by title only was made by Mrs. Smiley-Robertson, seconded by Mr. Vonderhaar and unanimously approved on roll call. A motion to suspend the second and third readings of the ordinance was made by Mrs. Smiley-Robertson, seconded by Mr. Albrinck and unanimously approved on roll call. A motion to adopt Ordinance #06-54 as amended as an emergency was made by Mr. Lohmeier, seconded by Mrs. Smiley-Robertson and unanimously approved on roll call. Mayor Apking declared Ordinance #06-54 adopted as an emergency.
Mayor Apking presented Ordinance #06-55, ORDINANCE AMENDING CHAPTER 850, PEDDLERS AND SOLICITORS, OF THE CODIFIED ORDINANCES OF THE VILLAGE OF EVENDALE AND DECLARING AN EMERGENCY. Mr. Albrinck explained that some restrictions needed to be modified. We could not prohibit them entirely so we had to come up with a formula so people could solicit. Some changes included formalizing and extending the application process where everyone who solicits within the Village will have to apply for an application with the Chief with some requiring fees and some not. The Police will now know when someone is going door to door. It was not intended to include Girl Scouts. The license is limited for ninety days. There is a time restriction from 5:00 pm to 9:00 pm and no soliciting on Sundays. Residents can put a no solicitation notice on their residence
and this restricts solicitors to come to that residence. A motion to read Ordinance #06-55 by title only was made by Mr. Puthoff, seconded by Mr. Vonderhaar and unanimously approved on roll call. The ordinance will be placed on the website for residents to view and comment on. Mayor Apking declared this the first reading of Ordinance #06-55.
2007 Budget Discussion
Mr. Albrinck said that the 2007 budget, based on as presented, shows a deficit for the year of $398,000 as proposed.
Mr. Schaefer said that his committee recommended that money be put into the budget for Cooper Creek which continues to be an issue. Mayor Apking said that there is some money left over for Cooper Creek that they have not spent.
Mr. Schaefer also indicated that money must be allocated in the budget for Street Signs. There is a request from Park Hills and his committee would like to give some commitment to connect the end of their trail to a sidewalk or something. The entrance park at south Reading Road needs money allocated to it as well. The Access Management traffic signals that will have to be adjusted will require money.
Mr. Albrinck agreed that these variable expenditures each need to be addressed separately. We do have those variables in the budget. We must focus of items by priority. Mr. Schaefer said these items are upcoming and need to be considered.
POLICE DEPARTMENT
Mr. Schaefer asked what reason we are going from $110,000 to $140,000 for overtime. George Snyder explained that we are already down one police officer from medical retirement and another will retire in March. September 2007 is when this police officer will be replaced so our overtime will be up to cover the shifts. Chief Foust explained that there are currently twenty police officers allocated. We are currently down one officer. The Police Department is loosing one police officer position and only increasing overtime by $30,000 but saving the salary of a police officer. Mayor Apking said that the overtime comes from our officers going downtown for court. Every time the judge postpones a case it adds to the overtime. Chief Foust said we are trying to reduce overtime costs by hearing first time offender DUI cases at Mayor’s Court rather
than downtown.
FIRE DEPARTMENT
Mr. Albrinck asked Mr. Schaefer to share with us what the $19,000 for web improvements included. Mr. Schaefer said that it was his understanding that they need the software to provide necessary information so that when they are on a fire scene they know what is exactly going on in a particular place where the scene is. This upgrade would keep it as current as possible. Mr. Schaefer’s committee felt it was a safety issue and if Chief Foust needs this software update as a safety issue to have this information we did not want to second guess him. They moved the 1998 Ford Expedition down to second priority.
Mr. Lohmeier said he had a problem with the color copier request. He felt it was unnecessary to have $15,000 in the budget for a digital color copier and he saw it as excessive. He suggested consolidating the color copier to have one in the Village. Mr. Lohmeier said that if the current copier breaks come back to council to appropriate the money and not put it in the budget as a necessary item. Chief Vail said they are trying to plan for the “what if” to ensure that if it happens there will be money to replace the copier. Color copies are available by using the copier at the Administration Building. Mr. Albrinck said that we do not need to purchase a color copier for $4000 more than a black and white if we already have color copies available.
Mr. Albrinck asked if anyone was at risk for getting hurt with the chairs that are in the budget. Chief Vail said that if you are looking to cut they could use four chairs now out of the nineteen requested.
Changes to the account, Fire 102 – Line item 52511 – Equipment, Furniture and Fixtures – reduced by $15,000 0 Digital Color Copier Cut.
REACREATION DEPARTMENT
Mr. Albrinck asked about the request for a portable generator. Mr. Lohmeier said it would get a lot of use for functions that are away from some of the buildings. Mr. Nichols stated that a perfect example was that in 1999 they hosted the swim team championship and lost power and had to get a generator to the pool to fire up the scoring system. The league championship will be at Evendale next year. Mr. Nichols said that we do have a permanent back up generator at the Recreation Center that will power up half of the building in emergencies.
Changes to account Recreation 301 – Line item 525211 – Department Equipment, Furniture & Fixtures – Shade system covering Rec Center patio area, $25,000, cut by Dave Nichols – work completed in 2006.
Changes to Swimming Pool 304 – Line item 523520 – Repair, Maintenance Buildings and Pool – Added $29,000 for additional work at Swimming pool including refinishing floors inside men’s and women’s locker room, manager’s and lifeguards rooms, paint exterior portion of slide, repair the slide platform and steps, and replace wading pool sand filter.
Mr. Lohmeier suggested cutting the Historical Commission budget in half. He could not justify paying $9,000 for plaques and felt that the naming of the bridge over the Mill Creek was unnecessary. Mr. Albrinck agreed. Mr. Albrinck made a motion to reduce the historical commission budget to $12,000, The motion was seconded by Mr. Lohmeier. Mr. Schaefer, Mrs. Smiley-Robertson and Mr. Vonderhaar voted no and Mr. Lohmeier, Mr. Puthoff and Mr. Albrinck voted yes. Mayor Apking broke the tie by voting yes to reduce the Historical Commission budget to $12,000.
Changes to Community Environment 499 – Line item 523409 – Historical Commission is decreased from $15,000 to $12,000.
Changes to Mayor and Administration 701 – Line item 523920 – Economic Development cut by $16,200. $10,000 for membership in Cincinnati Regional USA (now in Membership line) and $6,200 reduction in payments to LSR as Jack Cameron is to pick up those duties. Line item 525211 – Department Equipment, Furniture and Fixtures – cut $11,000 for new laser printer for checks.
Mayor Apking stated that a better evaluation of LSR Consultants was needed. He also said it would benefit the Village to have a list of businesses coming into the Village and leaving the Village reported to Council on a regular basis from the Economic Developer.
PUBLIC WORKS DEPARTMENT
Changes to Building Maint 705 – Line item 523300 – Rents and Leases cut $10,000 for rental of bucket truck which is budgeted to be purchased. Line item 525300 – Buildings and Other Structures cut by $10,600 Amphitheater wall.
Changes to Village Engineer 706 – Line item 53471 – Engineering Other – add $40,000 for engineering of sidewalks on Glendale Milford Road.
Changes to Miscellaneous 799 – Line item 59999 – Transfer Out increased by $35,000 for Capital Improvement sidewalks for Glendale Milford Road.
Changes to Municipal Mtr 25 – Line item 526070 – Signs Markers and Lights - $75,000 added for new street signs.
Changes to Capital Improve Fund 400 – 400.000.49999 Transfer in increased by $25,000. 400.201.525200 – increased b $35,000 for sidewalks on Glendale Milford in cooperation with Park Hills walking trail.
Changes to Transfers – Transfers In and Transfer Out increased by $35,000.
Mayor Apking asked for a motion to adjourn into Executive Session to discuss personnel issues. A motion was made by Mr. Vonderhaar, seconded by Mr. Albrinck and unanimously approved on roll call. Council adjourned into Executive Session at 10:20 pm.
There being no further business to come before Council, a motion to adjourn was made by Mr. Vonderhaar, seconded by Mr. Puthoff and unanimously approved. Council adjourned at 11:05 pm.
_______________________
Mayor
Attest:
__________________________
Village Clerk
|