MINUTES
The Village of Evendale
Regular Council Meeting
January 10, 2008
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: Mrs. Carolyn Smiley-Robertson, Mr. Stiney Vonderhaar, Mr. Bill Puthoff, Jr., Mr. Jeff Albrinck, Mr. John H. Ranz, Jr, and Mr. Doug Lohmeier. Also present were: Village Engineer, James Jeffers; Chief Fiscal and Accounting Office, George Snyder; Recreation Director, David Nichols; Village Solicitor, Tim Burke; Economic Director, Linda Fitzgerald, Village Fire Chief, John Vail and Village Clerk, Michelle Ficke.
The Village of Evendale held a public hearing on the 2008 preliminary budget. There was no discussion. A motion to close the public hearing was made by Mr. Puthoff, seconded by Mr. Vonderhaar and unanimously approved.
Mayor Apking presented the consent calendar. Mrs. Smiley-Robertson wanted to clarify that the December 4th minutes concerning the Gorman Farm should be viewed in the context of the farm expenses in general. Mayor Apking asked for a motion to accept the consent calendar, as corrected, consisting of the Regular Council Meeting Minutes from November 8, 2007December 10, 2007 and Special Council Meeting, December 29, 2007. and Special Council Meeting Minutes from December 4 and Organization Meeting Minutes from December 1, 2007; CFO Report for November, 2007; Tax Administrator’s Report for November, 2007; current Departmental Reports. Treasurer’s Report for November, 2007. A motion to accept the consent calendar as amended was made by Mr. Vonderhaar, seconded by Mr. Albrinck and unanimously approved.
There were no Council Committee Reports or Mayor’s Report.
There was no Finance Report.
Mayor Don Apking introduced the presentation made to council by University of Cincinnati Economics Center for Education and Research, regarding the Erickson Retirement Communities that potential ly could be located on the Landmark Baptist Property. Presenters were Jeff Rexhausen and Chris Auffrey. The Economics Center for Education and Research was asked to study the impacts of the Retirement Community on the Village of Evendale. This is the first step among several before a decision is made to see if the Village of Evendale is interested in participating and if it is in the best interest of Evendale. There will be a public hearing for the public to ask questions once there is a model to present.
Mr. Rexhausen and Mr. Auffrey presented the report that enables the Village to make an informed decision about the Erickson Retirement Community. Mr. Auffrey spoke on how information was collected from Erickson and other retirement communities in the Greater Cincinnati area, mainly Mapleknoll and The Seasons. Mr. Auffrey walked through the Executive Summary. This Executive Summary is also available on the Evendale Website.
Erickson Retirement Ccommunities are proposing a 69.1-acre campus located on the Landmark Baptist Property. The community would be located 28.9 acres in the Village of Evendale and 40.2 acres in Glendale. Landmark Baptist will still retain 90.6 acres of which 30.4 acres are in Evendale. Construction would begin in 2009, depending on the approval process.
Mr. Auffrey went through the study and hit on some highlights of which some generated discussion. Impact on Village services, mainly EMS, could go up 16-28%. The cost associated with this could be offset through a negotiated reimbursement agreement with Erickson, which they have done in the past. Service calls from police may increase 6.3%. Potential Income Tax would be $173,000, mostly from employees. Estate Tax is estimated to be $430,000 annually. Ohio is one of the few states that have an estate tax and there is the risk that the state legislature will change this tax.
The voting age will increase in Village of Evendale by 24% and the 65 and over by 135%. Mr. Auffrey stated that past experience have this population voting ed pretty much the same as the community where they are located. Mrs. Smiley- Robertson asked if these figures were compared against other communities that are similar to the size of Village of Evendale. Mr. Auffrey stated that all four communities explored were larger than Evendale. Mr. Rexhausen said that they applied the findings elsewhere to Evendale’s context. Mr. Vonderhaar asked if they looked at other communities and how the ????
The residents of the Erickson Retirement Community do not pay a property tax because they do not own the structure.
Mrs. Smiley- Robertson commented that the history in the Princeton School District, regarding the support of school levies, that if you draw from someplace other than the Princeton School district community thean they may not support the levies regarding Princeton school.
Other alternatives for the Landmark Property is #1 the development might go entirely on Glendale Property, #2 Landmark has been approached in the past to put an office development on the Evendale portion, and #3 nothing would become of the property. It is Mr. Auffrey and Mr. Rexhausen opinion that it is not attractive to Erickson and Landmark to have the project entirely in Glendale. The development would have to fit on the north portion of the property and there would be more freeway exposure and noise. There would also be no separation between the new development and the current Landmark facility.
Mr. Rexhausen stated that the study did not have all the answers but contains enough information for Council to understand the issues. There are a list of things that the Village could negotiate with the developer once it got that far.
Council decided to get CIC and Planning Commission involved.
The Fire Council Committee will look into EMS run questions and report to council. Mrs. Smiley-Robertson recommended that Department Heads review the Erickson Report and report the effects on the department to Council.
The study looked at the impact on the development of the Landmark property wilcould l have on the 1717 Glendale Milford Rd property, the former Travelodge Motel. That property has good highway access, well located and may have complimentary properties to the Erickson project that willcould make it successful.
Mayor Apking welcomed Glendale officials Mayor Joe Hubbard, Walter Cordes, Council People Deb. Grueninger, Ralph Hoop and Carol Muntz. There were also representatives from Landmark Baptist Church and Erickson Retirement.
Mr. Vonderhaar asked about the data collected on the EMS runs.
Mayor Don Apking brought up the hiring process of the Fire Chief. Dale Deurmont from Sharonville suggested that if we are pleased with the staff we have not to go outside for hiring. The Mayor would like to open up the hiring process to the two Captains eligible for Chief. Bill Knight, a current Captain, will be retiring. Only two2 Captains will be eligible, Rick Cruse and Greg Merz for Chief. The Department currently has three LieutenantsCaptains; Bill Knight (who is retiring with the next year), Guy Manning and Dennis Brown. Mayor Don Apking would like to restructure the Fire Department to includecreate one Chief, one Captain and 5 Llieutenants. spots, which includes the three current positions, The pool of Lieutenants would be eligible to take the Captains test. Mrs.
Smiley- Robertson questioned that if the Lieutenants would rotate in acting in the Captains capacity. Mayor Apking stated that if there is no Captain on duty that shift then one of the Lieutenants is the Officer in Charge. Both Captains are interested in interviewing for Chief. Jeff Albrinck questioned if we were creating additional supervisors. Chief Vail clarified the organizational changes as stated above.
Mayor Apking would like to hold a special council meeting to interview the two Ccaptains who are interested in becoming Chief and also start the testing process of 11eleven firemen who are interested in taking the test for Lieutenant. Mr. Lohmeier questioned if we need to create an ordinance to create two more Lieutenants positions. Chief Vail stated it would take 2two months to set up testing and assessment for the Lieutenants positions. Mayor Apking would like to have the structure set up before the Chief leaves to be one Chief, one Captain and five Lieutenants.
Chief Vail stated he has 11eleven Firemen that meet the requirements for testing.
Mr. Albrinck asked Mr. Burke if an ordinance could be drafted to read that the total of Captains and Lieutenants is 6. Mr. Burke stated yes, if carefully written.
A potential Special Council Meeting will be set for the week of February 3 to meet with Captains to interview for Chief. All council members are involved in the hiring process.
Mr. Vonderhaar congratulating Chief Vail on the article in the paper regarding his retirement.
Report of Mayor and Council Committees
Mr. Lohmeier thanked everyone for the support during his father’s funeralfrom the community upon the passing of his father.
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Mr. Vonderhaar congratulated Grace Ficke for receiving the Ohio Parks and Recreation Outstanding Leadership Award for Youths ages 12-18. Grace will be honored in February at Ohio Parks and Recreation Conference in Dayton, Ohio.
Mayor Apking thanked everyone for the cards during his knee surgery.
There was some discussion on the hiring process for the Fire Chief position that will be opening March 1, 2008 when Chief John Vail retires. Mayor Apking said that Mr. Lohmeier should be present for this discussion. He said that he would talk to the ex-fire chief from Sharonville to see if he would recommend in house or outside hiring of a new fire chief. Mayor Apking said that there is also a captain retiring in January and two lieutenants eligible to retire in 2008 so there will be a lot of movement in the fire department next year. Hiring would not take place until February or March after advertising and allowing four weeks as required by the NFTPA. The current eligibility list expires in January, 2008.
Mr. Albrinck asked why we would hesitate to look outside the Evendale Fire Department to fill the Fire Chief Position. Mayor Apking felt that it would be a waste of time and money to go outside and he personally feels there is no need to do so. Mr. Vonderhaar was concerned with moral if it was decided to look outside of the department for a chief. Mayor Apking said if we hire a consultant to go outside it would cost around $8,000-$12,000. He said you really need a professional when you go outside to hire. Mr. Albrinck said that longevity should not be the only requirement for fire chief. Significant weight and time in the department will be considered but we want to hire the very best applicant whether that be from inside or outside the department. We owe it to the residents and businesses to look for the absolute best person to fill this
position. Mayor Apking said that he would have data for council to consider in January regarding this issue. Mr. Burke said that only a resolution or motion of council is needed to expand the pool one level down or to the outside.
Peggy Paff, Executive Director of the Gorman Heritage Farm Foundation addressed council. Holiday at the Farm will be held Saturday, December 15 from 2:00-8:00 pm. The farm is all lit up and is a whole different experience in the dark. There will be crafts and food as well.
They have stepped up their marketing efforts. They have a full time events and marketing person. They have published press releases in a wider variety of newspapers to reach other communities in the city. They have redone all of their brochures in house to keep costs down. They participated in taste of Blue Ash and neighbor to neighbor and even some parades to expand marketing and reach out to communities beyond Evendale. They have a new farmer, Tim Smith. He has a great can-do attitude, a BS in Animal Sciences, MA in Agronomy and is working on his PhD. Three things they have asked him to explore is how to generate more revenue from farming, a five year plan for farming properties and that all animals have purpose on the farm, i.e., slaughtered, milked, eggs, etc.
Mayor Apking said that thus far there are four applicants for the Village Clerk position and the deadline for applications is Friday, December 14th.
Mayor Apking said that there is $100,000 in the 2007 budget for the Civic Center renovation. He will not spend it all in 2007, only about $20,000. He is meeting with the commission from 3:00-5:00 tomorrow to see how to best spend the money. He will come back to council to re-appropriate the money that they don’t spend for the 2008 fiscal year. The goal is to open in March or April of 2008.
Mayor Apking presented Resolution #08-01, RESOLUTION TO APPOINT POLICE OFFICERS TO THE POSITION OF POLICE SPECIALIST FOR 2008 AND DECLARING AN EMERGENCY. A motion to read Ordinanceresolution #08-01 by title only was made by Mr. Vonderhaar, seconded by Mr. Puthoff and unanimously approved on roll call. A motion to suspend the second and third readings of the ordinanceresolution was made by Mr. Vonderhaar, seconded by Mr. Albrinck and unanimously approved on roll call. A motion to adopt OrdinanceResolution #08-01 as an emergency was made by Mr. Albrinck seconded by Mr. Lohmeier and unanimously approved on roll call. Mayor Apking declared Resolution #08-01 adopted as an emergency.
Mayor Apking presented OrdinanceResolution #08-02, RESOLUTION TO APPOINT FIREFIGHTER OR FIREFIGHTER/PARAMEDIC TO THE POSITION OF FIRE SPECIALIST FOR 2008 AND DECLARING AN EMERGENCY. A motion to read OrdinanceResolution #08-02 by title only was made by Mr. Lohmeier, seconded by Mr. Puthoff and unanimously approved on roll call. A motion to suspend the second and third readings of the ordinanceresolution was made by Mrs. Smiley-Robertson, seconded by Mr. Ranz and unanimously approved on roll call. A motion to adopt OrdinanceResolution #08-02 as an emergency was made by Mr. Ranz seconded by Mr. Albrinck and unanimously approved on roll call. Mayor Apking declared Resolution #08-02 adopted as an emergency.
Mayor Apking declared Resolution #08-02 adopted as an emergency.
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Mayor Apking presented OrdinanceResolution #08-03, RESOLUTION APPOINTING SHANNON LYNCH SAFETY SPECIALIST FOR THE PUBLIC WORKS DEPARTMENT OF THE VILLAGE OF EVENDALE AND DECLARING AN EMERGENCY.
A motion to read OrdinanceResolution #08-03 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 the ordinanceresolution was made by Mr. Lohmeier, seconded by Mr. Puthoff and unanimously approved on roll call. A motion to adopt OrdinanceResolution #08-03 as an emergency was made by Mrs. Smiley Robertson and seconded by Mr. Ranz and unanimously approved on roll call. Mayor Apking declared Resolution #08-03 adopted as an emergency.
Mayor Apking presented second reading of Ordinance #07-73, ORDINANCE AUTHORIZING MAYOR TO HIRE PART-TIME EMPLOYEES AND SETTING PAY RATES AND DECLARING AN EMERGENCY. Mr. Puthoff recused himself from the vote. The ordinance was amended to include the sentence “ The rates of pay set forth above shall be retroactive to January 1, 2008.” At the end of section 1. A motion to amend the ordinance was made by Mr. Ranz and seconded by Mrs. Smiley-Robertson and unanimously on roll call. A motion to readadopt Ordinance #07-73 as amended by title only was made by Mr. VonderhaarRanz, seconded by Mr. LohmeierAlbrinck and unanimously approved on roll call. QUESTIONS Mayor Apking declared amended this a First Reading of Ordinance #07-73 adopted as an emergency.
Mayor Apking presented Ordinance #08-01, ORDINANCE APPOINTING BARBARA D. ROHS AS VILLAGE CLERK FOR THE VILLAGE OF EVENDALE AND DECLARING AN EMERGENCY. It was noted that the spelling of Barbara’s last name was incorrect. Correct spelling is Rohs.
A motion to read Ordinance #08-01 by title only was made by Mr. Lohmeier 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 Mr. Lohmeier seconded by Mrs. Puthoff and unanimously approved on roll call. Mr. Albrinck recused himself from the vote for possible conflict of interest. A motion to adopt Ordinance #08-01 as an emergency was made by Mrs. Smiley Robertson and seconded by Mr. Puthoff and unanimously approved on roll call. Mayor Apking declared Ordinance #08-01 adopted as an emergency.
Mayor Apking presented Ordinance #08-02, ORDINANCE AUTHORIZING MAYOR TO ENTER INTO CONTRACT WITH THE LOWEST AND BEST BIDDER FOR THE DEMOLITION OF THE FORMER TRAVELODGE MOTEL AT 1717 GLENDALE MILFORD ROAD AND DECLARING AN EMERGENCY. James Jeffers reported that the bids ranged from $107,000 to $264,000. The company awarded the contract is currently doing business in Hamilton and can start next week. They have 90 days to complete the job.
A motion to read Ordinance #08-02 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 the ordinance was made by Mr. Puthoff, seconded by Mr. Albrinck and unanimously approved on roll call. A motion to adopt Ordinance #08-02 as an emergency was made by Mr. Puthoff seconded by Mr. Vonderhaar and unanimously approved on roll call. Mayor Apking declared Ordinance #08-02 adopted as an emergency.
James Jeffers reported that the bids ranged from $107,000 to $264,000. The company awarded the contract is currently doing business in Hamilton and can start next week. They have 90 days to complete the job.
Mayor Apking presented Ordinance #08-03, ORDINANCE MAKING VARIOUS APPOINTMENTS TO BOARDS AND COMMISSIONS WITHIN THE VILLAGE OF EVENDALE AND DECLARING AN EMERGENCY. A motion to amend Ordinance #08-03 to remove Don Hils off the CIC Board, remover Bill Puthoff , Jeff AlbrinckDoug Lohmeier and Mayor Apking off Griffin Nature Preserve. Mr. Vonderhaar will sit on the Griffin Nature Preserve as council representative. Board. Motion to read Ordinance #08-03 as amended and by title only was made by Mr. Ranz and 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. Ranz and unanimously approved on roll call. A motion to adopt amended Ordinance #08-03 as an emergency was made by Mr. Vonderhaar seconded by Mr.
Albrinck and unanimously approved on roll call. Mayor Apking declared amended Ordinance #08-03 adopted as an emergency.
Mr. Vonderhaar said that January 14th at 7:30 Steve Moore will be sworn in as newly elected Princeton School Board Member in Room 524 at the Princeton High School.
Mr. Lohmeier mentioned that the bond levy for the Princton Schools will be on the March ballot.
Mayor Apking presented Ordinance #07-69, ORDINANCE APPOINTING/PROMOTING JOEL N. WARD AS PERMANENT VILLAGE OF EVENDALE POLICE OFFICER AND DECLARING AN EMERGENCY. A motion to read Ordinance #07-69 by title only was made by Mr. Vonderhaar, seconded by Mr. Puthoff and unanimously approved on roll call. A motion to suspend the second and third readings of the ordinance was made by Mr. Albrinck, seconded by Mrs. Smiley-Robertson and unanimously approved on roll call. A motion to adopt Ordinance #07-69 as an emergency was made by Mr. Ranz seconded by Mr. Puthoff and unanimously approved on roll call. Mayor Apking declared Ordinance #07-69 adopted as an emergency.
Mayor Apking presented Ordinance #07-70, APPROVING ADDITIONAL APPROPRIATIONS IN VARIOUS FUNDS, TRANSFERRING FUNDS AND DECLARING AN EMERGENCY. A motion to read Ordinance #07-70 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 #07-70 as an emergency was made by Mrs. Smiley-Robertson seconded by Mr. Albrinck and unanimously approved on roll call. Mayor Apking declared Ordinance #07-70 adopted as an emergency.
Mayor Apking presented Ordinance #07-71, ORDINANCE MAKING ANNUAL APPROPRIATIONS FOR CURRENT EXPENSES AND FOR THE FISCAL YEAR ENDING DECEMBER 31, 2008 AND DECLARING AN EMERGENCY. A motion to read Ordinance #07-71 by title only was made by Mr. Puthoff, 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. Ranz and unanimously approved on roll call. A motion to adopt Ordinance #07-71 as an emergency was made by Mr. Albrinck seconded by Mrs. Smiley-Robertson and unanimously approved on roll call. Mayor Apking declared Ordinance #07-71 adopted as an emergency.
Mayor Apking presented Ordinance #07-72, ORDINANCE AUTHORIZING THE MAYOR TO HIRE PART-TIME EMPLOYEES AND SETTING PAY RATES AND DECLARING AN EMERGENCY. A motion to read Ordinance #07-72 by title only was made by Mr. Puthoff, seconded by Mr. Ranz 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. Puthoff and unanimously approved on roll call. A motion to adopt Ordinance #07-72 as an emergency was made by Mr. Ranz seconded by Mr. Albrinck and unanimously approved on roll call. Mayor Apking declared Ordinance #07-72 adopted as an emergency.
Mayor Apking presented Ordinance #07-73, ORDINANCE AUTHORIZING MAYOR TO HIRE PART-TIME EMPLOYEES AND SETTING PAY RATES AND DECLARING AN EMERGENCY. Mr. Puthoff recused himself from the vote. A motion to read Ordinance #07-73 by title only was made by Mr. Vonderhaar, seconded by Mrs. Smiley-Robertson and unanimously approved on roll call. Since there were only four council members to vote on the ordinance and a majority vote of five is needed to suspend the second and third readings of the ordinance and adopt it as an emergency, Mayor Apking declared this a First Reading of Ordinance #07-73.
Mayor Apking presented Ordinance #07-74, ORDINANCE AMENDING CHAPTER 1612 OF THE CODIFIED ORDINANCES OF THE VILLAGE OF EVENDALE AMENDING THE FIRE PREVENTION CODE, PRESCRIBING REGULATIONS GOVERNING CONDITIONS HAZARDOUS TO LIFE AND PROPERTY FROM FIRE OR EXPLOSION AND DEFINING THE OFFICERS RESPONSIBLE FOR THE CODE’S ENFORCEMENT AND DEFINING THEIR POWERS AND DUTIES AND DECLARING AN EMERGENCY. A motion to read Ordinance #07-74 by title only was made by Mr. Albrinck, 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. Puthoff and unanimously approved on roll call. A motion to adopt Ordinance #07-74 as an emergency was made by Mr. Ranz seconded by Mrs. Smiley-Robertson and unanimously approved on roll call. Mayor
Apking declared Ordinance #07-74 adopted as an emergency.
Mayor Apking presented Ordinance #07-75A, ORDINANCE APPROVING SIGN VARIANCE FOR THE EVENDALE CHURCH OF CHRIST AT 3789 GLENDALE MILFORD ROAD and Ordinance #07-75B, ORDINANCE DENYING SIGN VARIANCE FOR THE EVENDALE CHURCH OF CHRIST AT 3789 GLENDALE MILFORD ROAD. James Jeffers explained that this was sent back to Planning Commission and they recommended to council that it be illuminated from 7:00 pm to 10:00 pm since it is in a residential area and that it be 35 ft from the curb. Sign Variance also recommended for this. It is comparable to the other church signs in the area. Mr. Vonderhaar recused himself from the vote for possible conflict of interest because he owns the property across the street. Mr. Burke explained that there is no conflict of interest if he is not living at the property. Therefore, Mr. Vonderhaar was not recused from
voting. Mr. Ranz made a motion to act on Ordinance #07-75A as amended by Planning Commission. The motion was seconded by Mr. Vonderhaar and unanimously approved on roll call. A motion to read Ordinance #07-75A by title only was made by Mr. Puthoff, seconded by Mrs. Smiley-Robertson and unanimously approved on roll call. A motion to suspend the second and third readings of the ordinance was made b Mr. Ranz, seconded by Mr. Puthoff and unanimously approved on roll call. A motion to adopt Ordinance #07-75A as an emergency was made by Mr. Puthoff, seconded by Mrs. Smiley-Robertson and unanimously approved on roll call. Mayor Apking declared Ordinance #07-75A adopted as an emergency.
Mr. Vonderhaar made a motion to table indefinitely Ordinance #07-75B, ORDINANCE DENYING SIGN VARIANCE FOR THE EVENDALE CHURCH OF CHRIST AT 3789 GLENDALE MILFORD ROAD. The motion was seconded by Mr. Puthoff and unanimously approved on roll call. Mayor Apking declared Ordinance #07-75B tabled indefinitely.
There were no other items to go before Council. A motion to adjourn was made by Mr. Vonderhaar, seconded by Mrs. Smiley-Robertson and unanimously approved. Council adjourned at 7:428:45 pm.
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Mayor
Attest:
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Village Clerk
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