M IN U T E S
The Village of Evendale
Regular Council Meeting
December 14, 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 a Public Hearing before Council on the 2007 Preliminary Budget. There was no discussion. A motion to close the public hearing was made by Mr. Lohmeier, seconded by Mr. Vonderhaar and unanimously approved.
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, and Mr. Jeff Albrinck. Mrs. Carolyn Smiley-Robertson was absent and excused. Also present were: Chief Fiscal and Accounting Officer, George Snyder; Village Engineer, James Jeffers; Recreation Director, David Nichols; Fire Chief, John Vail; Economic Director, Linda Firtzgerald; 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 November 9, 2006 Council Meeting Minutes; CFO Report for November, 2006; Tax Administrator’s Report for November, 2006; current Departmental Reports and Treasurers Report for November 2006. A motion was made to accept the consent calendar by Mr. Vonderhaar, seconded by Mr. Albrinck and unanimously approved.
There was a discussion on the Access Management Study. Jack Cameron explained that the revised Access Management Study was in council packets and the changes were in red for clarity. Jack Pflum from Edwards and Kelcey explained that Access Management Study is to be used by Council, Planning Commission from time to time as a guideline. There were no substantive changes in this updated document. It is consistent with the original contract that Edwards Kelcey had with the Village and the original discussions with the Access Management Committee. The changes result from conversations with Formica and some of the smaller businesses along Reading Road. There were some changes to maps and text indicated in red. No changes violated the intent of Council and the Access Management Committee. He wanted to ensure that all parties understand that
this report is a guideline for use in Planning Commission. Mr. Vonderhaar pointed out that on page two of the study report it actually states that the Access Management Study report is to be used as a guide and he liked that addition.
Jack Pflum explained that it was recommended that Formica’s existing driveway be realigned with Gorman Heritage Farm Lane, however the northbound left turn lane that Formica requested is not justified at this time. As things change in the future the conditions could be different. All parties will be informed and have an opportunity for input before any plans would be implemented. Formica also has a forty acre vacant parcel along Reading Road south of Formica. It would be possible for Formica to have a second entrance to that parcel of land, however, there is another business owner that controls part of the adjoining land and it would depend on the cooperation of the other businesses. They reflected this change in the study. On Map 2, Figure 8, it originally had a cross easement in front of Formica and paralleling Reading Road and it
was pointed out that it was not practical for a variety of reasons so we removed it. The future connection of Evendale Commons Drive and Formica as a potential access driveway was also considered and is shown on Figure 8 of Map 2. Truck and traffic issues would be a concern of the Village in this area.
Mr. Schaefer mentioned Inwood Drive and that there were no changes in this area made to the study. Gordon Geraci said that he did not know that a new plan came out of the Access Management Plan. It was clarified that no new changes were made to his property. Mayor Apking thanked Jack Pflum for his professionalism.
Mr. Schaefer said that we need to have a mechanism in place for those who come to Planning Commission meetings so they get a copy of the reports and some indication that they’ve seen it and their input and concerns regarding the reports. We could add this to a checklist as an administrative tool in Planning Commission. Legislatively, in the next couple of months, we need to adopt a current Hamilton County curb cut manual. We use a 1978 one now. As part of that there is a permitting system and we need to look at that. Mr. Puthoff asked if they needed official action to accept or approve the study. Mr. Schaefer said they only need to say that they approve the Access Management Plan for planning guideline purposes.
Mayor Apking gave the Mayor’s Report. He reported that there was a tree trimming company working on Sharondale that would come in with no written contract and do work for residents and then charge 9.5% tax on the work. He wanted people to be aware of the scam artists that are out there. It was recommended that they get referrals for such work from neighbors and friends that are satisfied with a company’s work and to beware of companies that come to their door soliciting work.
The new ambulance came in today. They received an estimate on the value of the old ambulance and it was $5,000 - $7,000. The Mayor recommended selling the ambulance to Elmwood Place for $1,000. Mr. Lohmeier pointed out that if we sell it we would not have to go out to bid on it. Council agreed to sell the ambulance to Elmwood Place for $1,000. There will be an ordinance in January.
Mayor Apking read a letter from Joe Wiehe, Public Works Director, stating that he will retire on February 28, 2007. Mayor Apking said they are looking at the job descriptions at the Public Works Department to see if they can do things better.
Mr. Albrinck gave the Financial Report. Receipts for November were approximately $1.253 million dollars and expenses were approximately $1.873 million dollars.
Mr. Lohmeier gave the Recreation Report. There will be a new ID system implemented at the Recreation Department in January. They are requesting that all residents get a new picture ID in order to use the new system. He also announced that the Rec Center will be closed on December 24th, 25th and 31st and January 1st.
David Nichols said that Kim Pielage is working on the directory and getting sponsors to fund it. They expect it to be ready in the first quarter of 2007.
Mr. Schaefer summarized his council committee meeting. They are exploring line painting for the new Anchor Development. Some lines are not as originally planned. Jack Cameron is looking into that. Mayor Apking mentioned that there are six street lights out on Glendale-Milford Road next to the highway and 7 out on Reading Road. The Service Department had to order ballasts. The service workers were replacing the lights on Reading Road today. Duke Energy is responsible for the lights on Glendale-Milford Rd. and will be notified. Mr. Schaefer asked who is responsible for maintenance of lights in the new development.
Mayor Apking said that the new section of Margate and parts of Park Hills are very dark at night and it is difficult to see. He suggested looking into new lighting over the next couple of years. Mr. Schaefer said that Duke Energy offers different options for lighting and open lamps would give off more light. It was suggested that the Mayor put in his newsletter the importance of wearing reflective clothing and light colored clothing after dark so cars can see you. Tom Stautberg asked if the Fire Department could supply reflective vests for residents to wear.
Mayor Apking presented Ordinance #06-55A, ORDINANCE AMENDING CHAPTER 850, PEDDLERS AND SOLICITORS, OF THE CODIFIED ORDINANCES OF THE VILLAGE OF EVENDALE AND DECLARING AN EMERGENCY. A motion to read Ordinance #06-55A by title only was made by Mr. Lohmeier, seconded by Mr. Puthoff and unanimously approved. A motion to adopt Ordinance #06-55A as an emergency was made by Mr. Puthoff, seconded by Mr. Vonderhaar and unanimously approved on roll call. Mayor Apking declared Ordinance #06-55A adopted as an emergency measure.
Mayor Apking presented Ordinance #06-59, ORDINANCE AMENDING SECTION 258.070, HEALTH INSURANCE, TO REQUIRE NEW EMPLOYEES TO COVER A PORTION OF HEALTH INSURANCE COSTS AND DECLARING AN EMERGENCY. A motion to read Ordinance #06-59 by title only was made by Mr. Lohmeier, seconded by Mr. Vonderhaar and unanimously approved on roll call. Mayor Apking declared this the second reading of Ordinance #06-59.
Mayor Apking presented Ordinance #06-63, ORDINANCE TO ESTABLISH FEES FOR CERTAIN EMERGENCY SERVICES BY THE EVENDALE FIRE DEPARTMENT AND AUTHORIZING THE MAYOR, CHIEF FISCAL AND ACCOUNTING OFFICER, OR THEIR DESIGNEES, TO EXECUTE ALL DOCUMENTS NECESSARY FOR THE COLLECTION AND PAYMENT OF SAID FEES, INCLUDING A CONTRACT WITH MEDICOUNT MANAGEMENT, INC., NECESSARY FOR THE COLLECTION AND PAYMENT OF SAID FEES AND DIRECTING THOSE OFFICERS TO ESTABLISH A SEPARATE FUND FOR THE RECEIPT OF MONEY GENERATED FROM EMERGENCY SERVICES BILLING AND EXPENDITURES OF SUCH MONEY FOR THE ENHANCEMENT OF THE FIRE DIVISION SERVICES PROVIDED BY THE VILLAGE AND DECLARING AN EMERGENCY. Mr. Albrinck made a motion to table Ordinance #06-63 indefinitely. The motion was seconded by Mr. Puthoff and unanimously approved on roll call. Mayor Apking declared Ordinance #06-63 tabled
indefinitely.
Mayor Apking presented Ordinance #06-64, ORDINANCE MAKING ANNUAL APPROPRIATIONS FOR CURRENT EXPENSES AND FOR THE FISAL YEAR ENDING DECEMER 31, 2007 AND DECLARING AN EMERGENCY. George Snyder said that there were two changes to the ordinance revised 12-14-06 which included two changes made at the last council meeting that he missed when he revised the ordinance originally. One was to Section 9 under signs for the new street signs and page 7 Section 10 under capital improvement funds for sidewalks along Glendale Milford Road to tie into the proposed Park Hills trail that was discussed last month at the council meeting.
A motion to read Ordinance #06-64 by title only was made by Mr. Vonderhaar seconded by Mr. Lohmeier and unanimously approved on roll call. A motion to suspend the second and third readings of Ordinance #06-64 was made by Mr. Lohmeier, seconded by Mr. Albrinck and unanimously approved on roll call. A motion to adopt Ordinance #06-64 revised on 12-14-06 was made by Mr. Vonderhaar, seconded by Mr. Puthoff and unanimously approved on roll call. Mayor Apking declared Ordinance #06-64 adopted as an emergency measure.
Mayor Apking presented Ordinance #06-65, APPROVING ADDITIONAL APPROPRIATIONS TRANSFERRING FUNDS AND DECLARING AN EMERGENCY. This ordinance was revised last on 12-12-06. A motion to read Ordinance #06-65 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 Ordinance #06-65 was made by Mr. Lohmeier, seconded by Mr. Puthoff and unanimously approved on roll call. A motion to adopt Ordinance #06-65 revised on 12-12-06 as an emergency was made by Mr. Vonderhaar, seconded by Mr. Puthoff and unanimously approved on roll call. Mayor Apking declared Ordinance #06-65 adopted as an emergency.
Mayor Apking presented Ordinance #06-66, ORDINANCE AUTHORIZING MAYOR TO HIRE PART-TIME EMPLOYEES AND SETTING PAY RATES AND DECLARING AN EMERGENCY. Mr. Puthoff recused himself from the vote due to conflict of interest. Mr. Vonderhaar made a motion to read Ordinance #06-66 by title only, and the motion was seconded by Mr. Albrinck and unanimously approved on roll call. Since Mrs. Smiley-Robertson was not present, there were not enough council members to vote on this ordinance. Mayor Apking declared this the First Reading of Ordinance #06-66.
Mayor Apking presented Ordinance #06-67, ORDINANCE AUTHORIZING MAYOR TO HIRE PART-TIME EMPLOYEES AND SETTING PAY RATES AND DECLARING AN EMERGENCY.
Mr. Vonderhaar made a motion to read Ordinance #06-67 by title only, and the motion was seconded by Mr. Puthoff and unanimously approved on roll call. A motion to suspend the second and third readings of Ordinance #06-67 was made by Mr. Puthoff, seconded by Mr. Vonderhaar and unanimously approved on roll call. A motion to adopt Ordinance #06-67 as an emergency was made by Mr. Lohmeier, seconded by Mr. Vonderhaar and unanimously approved on roll call. Mayor Apking declared Ordinance #06-67 adopted as an emergency measure.
Mayor Apking presented Ordinance #06-68, ORDINANCE AUTHORIZING THE MAYOR TO ENTER INTO A CONTRACT WITH JEFFERSON PILOT FINANCIAL INSURANCE COMPANY FOR GROUP LIFE INSURANCE FOR VILLAGE OF EVENDALE EMPLOYEES AND OFFICERS AND DECLARING AN EMERGENCY. Mr. Puthoff made a motion to read Ordinance #06-68 by title only, and the motion was seconded by Mr. Lohmeier and unanimously approved on roll call. A motion to suspend the second and third readings of Ordinance #06-68 was made by Mr. Lohmeier, seconded by Mr. Albrinck and unanimously approved on roll call. A motion to adopt Ordinance #06-68 as an emergency was made by Mr. Lohmeier, seconded by Mr. Albrinck and unanimously approved on roll call. Mayor Apking declared Ordinance #06-68 adopted as an emergency measure.
Mayor Apking stated that Anchor had written a letter dated December 14, 2006 requesting that Village Council table consideration of the Re-Plat of Lot C-4 and PBD Amendment for Evendale Commons Business Park until their January 11, 2007 Council Meeting. The Mayor asked for a motion to table Ordinances #06-69A and #06-69B, Ordinances #06-70A and #06-70B and Ordinance #06-72 all pertaining to above mentioned letter. A motion to table above mentioned ordinances was made by Mr. Schaefer, seconded by Mr. Vonderhaar and unanimously approved on roll call. Mayor Apking declared Ordinances #06-69A, #06-69B, #06-70A, #06-70B and #06-72 tabled until the January 11, 2007 Council Meeting.
Mayor Apking presented Ordinance #06-71, ORDINANCE APPROVING WATER MANAGEMENT AND SEDIMENTATION CONTROL PLANS FOR TRU WALL AND AUTHORIZING BUILDING
COMMISSIONER TO ISSUE PERMIT AND DECLARING AN EMERGENCY. A motion to amend Ordinance #06-71 to include the bond amount of $50,000 in Section 3 was made by Mr. Puthoff, seconded by Mr. Vonderhaar and unanimously approved on roll call. A motion to read Ordinance #06-71 by title only was made by Mr. Puthoff, seconded by Mr. Vonderhaar and unanimously approved on roll call. A motion to suspend the second and third readings of Ordinance #06-71 was made by Mr. Puthoff, seconded by Mr. Albrinck and unanimously approved on roll call. A motion to adopt Ordinance #06-71 as an emergency measure was made by Mr. Puthoff, seconded by Mr. Vonderhaar and unanimously approved on roll call. Mayor Apking declared Ordinance #06-71 adopted as an emergency measure.
Other items included:
Mr. Schaefer said that the Mr. Clean Performance Car Wash is not what we want for the development. He also mentioned that the Planned Development sequencing was not being followed. Phase I would include the development of not more than four lots in retail area C which is the frontage along Reading Road with seven lots there total. It also says that the development of retail services Area B (where Starbucks is) and Office Area D as market conditions and leasing dictates. Phase I leasing efforts in retail area C will focus on restaurants, financial institutions and service tenants that will provide amenities and desirable services to the perspective tenants of office area D.
Mr. Schaefer’s concern is that the Village income will come from the office areas and the purpose of the front lots is to support the offices in the other area. The sequencing language should be changed. He prefers limiting the front language to be consistent with the restaurants, banks and limit what they can put in the front because it is supposed to support the offices in back. The car wash would take up two lots, and Fifth Third Bank will be on Lot C. You are left with one lot and a pause until we get into the second phase of the development. To enhance this, the focus should be on those uses that will support the office use. We drift away from the focus on the office development. Planning Commissions other concern that has been voiced is a wetlands area that was relocated and sits behind the two lots that the car wash
would be on. They are deeper than any other lots in that location. Outdoor dining would be enhanced by the wetlands areas. Mr. Schaefer and one other member voted no on this in Planning Commission.
Mayor Apking said that Procter and Gamble has had ten million hits on a website of parties interested in the development of the car wash. Mr. Lohmeier said it warrants further discussion. Mr. Vonderhaar said that a two page letter full of statistics was reported to council and supplied by the owner of the Evendale Carwash on south Reading Road.
Mr. Albrinck said that he never envisioned a car wash going in the development, however, if it will help to get other companies interested in the development it would be an asset. If we say no to the car wash then what are permissible uses. A car parts store and low end grocery store were interested in those lots. We must keep the options in perspective.
Mr. Schaefer said that the Phase I sequencing says that it is supposed to support the office buildings. It was determined that this warrants further discussion as to what is the best of all of the alternatives.
Mr. Vonderhaar said that these are the least desirable lots. There is possible development of Formica’s front lot as well. Mr. Schaefer said that where the border between the front yard of Formica and where Anchor begins, they are recommending a traffic light to service A to Z Printing and the other businesses in that area. We need to have future discussion about this for everyone to share with them.
Mr. Lohmeier said he will be out of town January 17-20.
Chris Schaefer said that the Fire-Engineering-Service and Gorman Farm Council Committee will meet on January 2nd at 7:00 pm as usual.
Jeff Albrinck said that his committee, Police-Finance-Recreation-Administration, has nothing to meet on and will have no meeting on January 2nd.
Peggy Paff, Executive Director of Gorman Heritage Farm reported to Council. The Service Department was at the farm for an appreciation luncheon earlier in the day. She also congratulated them on their Beautification Award that they received at the Evendale Chamber of Commerce Dinner last week.
Mr. Lohmeier complemented Mrs. Paff on sending personalized cards to everyone and said that it was a great touch.
Upcoming events at the farm include Shear Excitement on April 14-15, Civil War re-enactment July 21-22 and the Sunflower Festival on October 6-7. Christmas tree sales will continue trough Saturday and Sunday December 16-17th.
Mr. Schaefer said there was a meeting with the Boy Scouts regarding leasing the former Imperial Lodge land in front of Gorman Heritage Farm. Tim recommended a request for proposals to see if there is any other interest out there. It is assumed that the Boy Scouts will submit an RFP in this regard. He also stated that if there is a lack of interest by Council to support this then they should not go to the trouble of going any further.
Mayor Apking said that the Boy Scouts of America want to move to Evendale where the old Imperial Lodge was. There are legal issues that need to be worked out and the Village must ask for requests for proposal (RFPs). The Boy Scouts have raised $2.5 million dollars and Carl Lindner will contribute $6 million dollars if the Boy Scouts can raise a total of $6 million by April. The Mayor said that it would add to the quality of life for the Village. Mr. Schaefer said that it would bring 10,000 people coming in and out and the projected income would be three time that proposed by the Anchor Development for payroll. He suggested leasing it to the Boy Scouts to ensure keeping the employees in the Village. The Village will continue to work with the Boy Scouts. We want them here.
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
8:03 pm.
_______________________
Mayor
Attest:
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Village Clerk
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