The Village of Evendale
Special Council Meeting
June 12, 2007
The Village of Evendale held a Special Council Meeting at 7:00 pm on June 12, 2007. The meeting was called to order by Mayor Don Apking. Upon roll call, the following members were present: Mr. Chris Schaefer, Mrs. Carolyn Smiley-Robertson, Mr. Jeff Albrinck, Mr. Bill Puthoff, Jr., Mr. Stiney Vonderhaar and Mr. Doug Lohmeier. Also present were the Assistant to the Mayor, Jack Cameron; Economic Director, Linda Fitzgerald; Solicitor, Tim Burke; Electrician, Bill Mechley; and Village Clerk, Michelle Ficke.
Mayor Apking presented Ordinance #07-22, ORDINANCE AUTHORING THE MAYOR TO ENTER INTO A CONSTRUCTION AND LEASE AGREEMENT BETWEEN THE VILLAGE AND THE DAN BEARD COUNCIL, INC. AND THE GORMAN HERITAGE FARM FOUNDATION TO PROVIDE FOR THE LEASE OF A PORTION OF VILLAGE PROPERTY, THE CONSTRUCTION OF A NEW HEADQUARTERS FOR THE DAN BEARD COUNCIL, INC. AND COOPERATION WITH THE GORMAN HERITAGE FARM FOUNDATION AND DECLARING AN EMERGENCY. Mr. Schaefer stated that Dave Harwood, CIC member, shared with him a concern before the council meeting that CIC discussed issues regarding the Dan Beard Lease Agreement and Memorandum of Understanding. There was no CIC meeting this month and CIC members had not been notified of the changes to the drafts of the above mentioned documents. They do not know whether or not their concerns were addressed. Council was
concerned that CIC members are volunteers who spend time working hard for the Village and need to be kept in the loop of communication. Jack Cameron was responsible for keeping CIC updated.
Mr. Albrinck said that CIC members are not at the council meetings and it is important that they are kept updated on CIC recommendations. Mrs. Smiley-Robertson asked that the number of hours expected to be devoted to Gorman Heritage Farm be quantified. Mr. Vonderhaar stated that the address is 10078 Reading Road and not 10070 Reading Road and needed to be reflected in the first WHEREAS clause of Ordinance #07-22.
Linda Fitzgerald shared the CIC concerns. The first included three legal questions that Tim had answered and in the Memo of Understanding CIC wanted the benefits to the Village of Evendale clearly quantified. The memo did change to detail those, however, the CIC members had not seen the updated draft since the update. Linda offered to email CIC members copies of the most up to date documentation and invite comments
Mr. Lohmeier mentioned that the last draft that council had seen was Draft #6 of the Memo of Understanding. He asked to see Draft #7 and #8 and asked why council had not seen these versions. Council Packets included Draft #9 only which is the most up to date version as of today.
Interviews were conducted for Engineers for the Traffic Study redesign – Phase II. Included in the interviews were Jacobs, Edwards & Kelcey and TEC Engineering. Mr. Ralph Norman, Transportation Services Director, David Orr, Engineer/Project Manager and Tammy Schlezbom, Landscape Architect, presented for Jacobs, Edwards & Kelcey. Mr. Edward Williams presented for TEC Engineering. He said that turn lanes on Glendale-Milford Road would move traffic through the intersection much faster. Mayor Apking expressed a need to synchronize the lights along Reading Road and Glendale-Milford Road as well. Mr. Lohmeier added that the utilities located on the southwest corner of Reading and Glendale-Milford Road could add to the cost of intersection improvements.
Mr. Schaefer was concerned that the landscaping would be removed in order to add left turn lanes to east and west bound Glendale-Milford Road. He was not in favor of loosing the landscaped islands. Mr. Schaefer was also concerned that the size of the road that Evendale residents would have to cross to be dangerous after left turn lanes were added. Mr. Williams from TEC said that in Mason they have crosswalk signals that tell how many seconds are left to cross the street which would be helpful in this situation. It was determined that the final plan would have to include a balance of what makes the traffic flow best and keeping the landscaping aspects for aesthetics.
Currently Glendale-Milford and Reading Road intersection at peak hours has a grade level of “F” and at non-peak hours a grade level of “C”. The hope is to get the peak grade level to “D” and non-peak level to “B”. As far as cost is concerned the state is responsible for 90% and the Village of Evendale is responsible for 10%. Mr. Mechley said that Reading used TEC Engineering for their traffic work. Mr. Schaefer liked the fact that Jacobs, Edwards and Kelcey had their own Landscape Architect. TEC Engineering did not.
Mr. Lohmeier asked about the time frame of the project. The proposal states that design should be completed by October 26, 2007 and the work completed July2008. There was a concern about doing the study now before the Evendale Commons is completely built out because it will not give an accurate result.
A question was raised as to whether or not a public advertising was necessary for RFQs in phase II of the traffic study. Jack Cameron said he was not aware that advertising was necessary. Mr. Burke said that Chapter 302.02 of The Village of Evendale Code says that public announcement is required. After discussion council agreed to advertise for RFQs for phase II of the traffic study for two consecutive weeks and if they receive more interest would hold interviews again at a Special Council Meeting. Council will hire an engineer for phase II of the traffic study at the July Council Meeting.
Mr. Puthoff said that there is a problem with the eastbound traffic flow on Glendale-Milford Road near Plainfield Road. The traffic backs up going east from that light. Mr. Mechley will look at the report from Wagner Smith and get it straightened out.
Other Items:
Dave Hardwood wanted to thank the service department for pruning the pines.
There being no further business to come before council, Mayor Apking asked for a motion to adjourn. A motion to adjourn was made by Mr. Lohmeier seconded by Mr. Vonderhaar and unanimously approved. Council adjourned at 8:38 pm.
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Mayor
Attest:
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Village Clerk
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