MINUTES
The Village of Evendale
Regular Council Meeting
May 8th, 2008
The meeting was opened with a Public Hearing regarding Ord # 08-30 ORDINANCE AMENDING SECTION 1258.04 AND TABLE 1258.07-A OF THE CODIFIED ORDINANCES OF THE VILLAGE OF EVENDALE.. This ordinance would change the minimum parking space dimension from 10 x 20 to 9 x 18 and would also reduce the aisle size. No one addressed council. Motion to adjourn the public hearing was made by Mr. Albrinck, seconded by Mr. Puthoff and unanimously approved on roll call.
The Village of Evendale Regular Council Meeting was called to order by Mayor Apking at 7:00 pm.
Roll call- The following council members were present: Ms. Carolyn Smiley-Robertson, Mr. Stiney Vonderhaar, Mr. Bill Puthoff, Jr., Mr. Jeff Albrinck,. and Mr. Doug Lohmeier. Mr. John H. Ranz, Jr was excused. Also present were: Village Engineer, James Jeffers; Chief Fiscal and Accounting Office, George Snyder; Village Solicitor, Tim Burke; Fire Chief Rick Cruse and Village Clerk, Barb Rohs.
Oath of Office:
Michael K. Hauck was sworn in as Village of Evendale Fire Department- Fire Lieutenant. Rick G. Cruse was sworn in as Village of Evendale Fire Department- Fire Chief. Each introduced family members and photos were taken. Chief Cruse thanked Council and Fire Department for their continuing support.
Mayor Apking presented the consent calendar. Ms. Smiley-Robertson made some changes to the minutes and presented them to Barb Rohs. Mr. Albrinck made the motion to accept the consent calendar as corrected, seconded by Mr. Vonderhaar and unanimously approved.
Report of Mayor and Council Committees:
Mayor Apking reported that the Cultural Arts Center will be opening this weekend. Twenty-five different teachers and classes will be offered. The open house is May 9 and 10, followed by a sampler week. Sign up for all classes are being held at the Evendale Recreation Center.
Mayor Apking spoke about the cost involved with renovating the Cultural Arts Center. Vendor cost is currently $74, 814. Asbestos abatement cost is approximately $60,000. The labor cost of Evendale employees including overtime pay is currently $56,000. Through May 2, the service department has worked 869 hours of regular time and 261 hours of overtime.
The total cost was roughly $190,000. Mr. Lohmeier stated that if you don’t include the asbestos, because it was unforeseen, then the renovation project is $30,000 over budget. Mayor Apking stated that both the cost of the Village Employees and vendor cost had come in more than budgeted.
Mr. Albrinck asked what caused the project to go over budget. Mayor Apking stated that even though the renovation was over budget the Village Engineer, James Jeffers, thought the cost to renovate the Center would be $200,000 which didn’t include the asbestos abatement. Mayor Apking estimated that if the Village did most of the work the estimated cost would be $100,000. By using Village Employees the cost is still under the projected Village Engineer estimate. Mayor Apking went through the large $$ items on the renovation and spoke about the ones that went over budget. Asbestos abatement added $60,000. Plumbing cost went $5000 over budget because a new handicap bathroom was added. A new basement door, which was not in the plan, cost $3200. Unanticipated cost of new ceiling and carpeting added $5000. Also, the overtime of employees was not anticipated.
Mr. Albrinck stated that more homework should have been done before Council committed to the renovation. Mayor Apking disagreed and felt that this would of added to the total cost of the project.
Mr. Albrinck stated that even though he did not vote to approve the Cultural Arts Center that once the decision was made to commit to the Center that he approved the expenditures.
Ms. Smiley-Robertson stated that she understands that projects can run over budget. It would have been appropriate for the Mayor to inform Council on large changes.
Mayor Apking informed council that the Police Department would like to start advertising for hiring police officers. The Department could possibly be losing 1-2 officers and possibly the Chief in the next year. The advertising, testing and hiring of new officers could take 3-4 months. No official word has been given on retirements. Mayor Apking knows that in the first six months of 2009 there will be one opening. Chief Faust stated that the academy class starts in January 2009. The hiring of additional officers was an anticipated expenditure and is included in budget. Last year the Police Departments calls went up 13% and they continue to increase. To increase our applicant poll size and be more representative of our community, qualified applicants must have a two year degree and
working toward certification. The Council Committee is in agreement of starting the hiring process. The Police Department is proposing to start advertising in June for 30 days, and then begin to qualify the candidates which would take a few months.
Erickson Community Open House was held and well attended. Mayor Apking has had mainly favorable conversations with residents. Mayor Apking would like for the planning commission of both villages to meet to start to work out their arrangement.
Jack Cameron stated that he intentionally has not involved everyone up to this point. Now the next step is to look at the zoning changes and agreement with Glendale. Jack Cameron did not want to engage Tim Burke’s time without letting the council know he was taking the next step. Glendale is ready to sit down and start to put the agreement together.
Ms. Smiley- Robertson stated that she been in contact with 20-30 people and the majority were not in favor of the Erickson Retirement Community.
Mr. Albrinck would like to know where the other council members stand about the project.
Mr. Puthoff stated that people have been questioning the traffic but it would be far worse with the offices.
Mayor Apking stated that he has heard some comments from people for the Village to purchase the property and let it remain a green zone. The property is too expensive to buy.
Mayor Apking stated that the decision has to be in the best interest of Evendale. The Village should also consider what Glendale wants. Years ago Glendale was not interested in retail.
Mr. Albrinck asked Jack to find out what Glendale’s thought if the Village of Evendale does not approve this project or zoning changes. Mr. Albrinck also stated that when the master plan was drawn up it did not look at Glendale, only Evendale was considered.
Ms. Smiley-Robertson wanted to share with residents that Erickson would be a good community partner to have if the retirement community is what Council decides to move forward.
Report of the Police-Finance-Administration Council Committee
· Mr. Albrinck stated that April’s receipts were 1.300, 000; Expenditures 1,000,000; Year to Date the Village is up 1,000,000.
· Mr. Albrinck stated that Committee met with 3 potential insurance brokers. A new broker will represent the Village effective June 1, 2008. Thank you to Tom Stautberg for the years he has given to the Village.
Report of the Fire-Recreation-Service-Engineering-GHF Council Committee
· Mr. Lohmeier reported that the GHF Foundation is still in the running for the SVP grant, membership is at it all time highest at 550 members.
· Chief Cruse reported on the viability of the ladder truck and age and it should be looked at to be a capital item for 2009.
· Playground equipment should be installed by Memorial Day.
· The committee decided not to move forward with Integrys Utility Brokerage Company.
· Cable/TV ordinance- Tim Burke discussed that recent changes in state law appear to have taken away some of the local powers of municipalities to regulate cable television in the future. The idea behind this ordinance is to give the Village a different level of control over companies coming to the area like cable franchises or wired communication. This ordinance has not been tested but a number of communities in Hamilton County have chosen to adopt the ordinance. Mr. Lohmeier asked what would happen if we do not adopt this ordinance. Tim Burke stated that if a competitor cable company came into town there is an argument that the Village would have no way of regulating them. If they came in before the ordinance is in place the cable company may be
grandfathered in and the Village could not regulate them.
· Guy Manning is retiring from the Fire Department.
· Fine Arts Exhibit had a big crowd.
· Tennis courts have been resurfaced. Pool Slide has been repainted.
Presentation of Ordinances and Resolutions:
Mayor Apking presented the SECOND READING of #08-17 ORDINANCE APPROVING WATER MANAGEMENT AND SEDIMENTATION CONTROL PLANS FOR DAN BEARD COUNCIL, INC AND AUTHORIZING BUILDING COMMISSIONER TO ISSUE PERMIT AND DECLARING AN EMERGENCY.
Mayor Apking presented. #08-22 ORDINANCE REPEALING ORDINANCE #08-19 REGARDING A TAX INCREMENT FINANCING AND DECLARING AN EMERGENCY. Discussion: The wrong amount was approved in Ord. # 08-19. A motion to read Ordinance #08-22 by title only was made by Ms. Smiley-Robertson, seconded by Mr. Albrinck and unanimously approved on roll call. A motion to suspend the second and third readings of Ordinance #08-22 was made by Mr. Lohmeier, seconded by Mr. Puthoff and unanimously approved on roll call. A motion to adopt Ordinance #08-22 as an emergency was made by Mr. Lohmeier, seconded by Mr. Albrinck and unanimously approved on roll call. Mayor Apking declared Ordinance #08-22 adopted as an emergency.
Mayor Apking presented # 08-23 PROVIDING FOR THE ISSUANCE OF NOT TO EXCEED $4,260,000 OF TAX INCREMENT REVENUE RENEWAL NOTES BY THE VILLAGE OF EVENDALE, OHIO, IN ANTICIPATION OF THE ISSUANCE OF REVENUE BONDS, FOR THE PURPOSE OF FINANCING CERTAIN PUBLIC IMPROVEMENTS, AND DECLARING AN EMERGENCY. A motion to read Ordinance #08-23 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 #08-23 was made by Mr. Puthoff, seconded by Mr. Albrinck and unanimously approved on roll call. A motion to adopt Ordinance #08-23 as an emergency was made by Ms. Smiley- Robertson, seconded by Mr. Puthoff and unanimously approved on roll call. Mayor Apking declared Ordinance #08-23 adopted as an emergency.
Mayor Apking presented # 08-24 APPROVING ADDITIONAL APPROPRIATIONS IN VARIOUS FUNDS AND DECLARING AN EMERGENCY. Mr. Lohmeier asked what would the additional $5000 be used for the Cultural Arts Center. Mayor Apking stated that it would be for a piano and incidental items for the Center. Must of the furniture was purchased from Relis. A motion to read Ordinance #08-24 by title only was made by Mr. Vonderhaar, seconded by Lohmeier and unanimously approved on roll call. A motion to suspend the second and third readings of Ordinance #08-24 was made by Mr. Puthoff, seconded by Mr. Albrinck and unanimously approved on roll call. A motion to adopt Ordinance #08-24 as an emergency was made by Ms. Smiley- Robertson, seconded by Mr. Albrinck and unanimously approved on roll call. Mayor Apking declared Ordinance
#08-24 adopted as an emergency.
Mayor Apking presented # 08-25 ORDINANCE AUTHORIZING MAYOR TO HIRE SEASONAL EMPLOYEES AND SETTING PAY RATES AND DECLARING AN EMERGENCY. Mr. Puthoff recused himself from this vote. This is a first reading of this ordinance because there were not enough Council members present to pass as an emergency. A motion to read Ordinance #08-25 by title only was made by Mr. Lohmeier, seconded by Mr. Vonderhaar and unanimously approved on roll call.
Mayor Apking presented # 08-26 ORDINANCE AUTHORIZING MAYOR TO HIRE SEASONAL EMPLOYEES AND SETTING PAY RATESAND DECLARING AN EMERGENCY. A motion to amend the ordinance to add Ashley Hale, Instructor II at 11.73 an hour was made by Ms. Smiley-Robertson, seconded by Mr. Puthoff and unanimously approved on roll call. A motion to read Ordinance #08-26, as amended, by title only was made by Ms. Smiley-Robertson, seconded by Mr. Albrinck and unanimously approved on roll call. A motion to suspend the second and third readings of Ordinance #08-26 was made by Mr. Lohmeier, seconded by Mr. Albrinck and unanimously approved on roll call. A motion to adopt Ordinance #08-26 as an emergency was made by Mr. Vonderhaar, seconded by Mr. Lohmeier and unanimously approved on roll call. Mayor Apking declared Ordinance #08-26 adopted as an emergency.
Mayor Apking presented #08-27 ORDINANCE AUTHORIZING MAYOR TO ENTER INTO CONTRACT WITH THE LOWEST AND BEST BIDDER FOR THE STREET SIGNAGE PROJECT AND DECLARING AN EMERGENCY. Discussion: Mayor Apking wanted to hire seasonal help to do the installation. James Jeffers concern was it takes 6-8 weeks to get the signs and they come in parts. The signs would not be in until the middle or end of July and summer help may not be available. The concern is also the utilities that are buried and so the Village may not want to assume the liability. Mayor Apking stated that it would cost $250 a pole to install by a contractor. The utility concern was discussed. A motion to read Ordinance #08-27 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 Ordinance #08-27 was made by Mr. Lohmeier, seconded by Ms. Smiley-Robertson and unanimously approved on roll call. A motion to adopt Ordinance #08-27 as an emergency was made by Mr. Vonderhaar, seconded by Mr. Puthoff and unanimously approved on roll call. Mayor Apking declared Ordinance #08-27 adopted as an emergency.
Mayor Apking presented # 08-28 ORDINANCE AUTHORIZING MAYOR TO ENTER INTO CONTRACT WITH THE LOWEST AND BEST BIDDER FOR THE 2008 TRAFFIC ISLAND LANDSCAPE MAINTENANCE PROJECT AND DECLARING AN EMERGENCY. Discussion: Mayor Apking only wants to bid the maintenance of the islands for one year and next year a landscape architect will look at the islands and make major changes. Mayor Apking recommends that we accept the bid of Jeffery Allen. A motion to read Ordinance #08-28 by title only was made by Mr. Puthoff, seconded by Mr. Lohmeier and unanimously approved on roll call. A motion to suspend the second and third readings of Ordinance #08-28 was made by Mr. Puthoff, seconded by Mr. Vonderhaar and unanimously approved on roll call. A motion to adopt Ordinance #08-28 as an emergency was made by Mr. Albrinck, seconded by
Mr. Vonderhaar and unanimously approved on roll call. Mayor Apking declared Ordinance #08-28 adopted as an emergency.
Mayor Apking presented Res. #08-08 RESOLUTION APPOINTING UNIT 1 INSPECTOR SPECIALIST FOR THE VILLAGE OF EVENDALE FIRE DEPARTMENT FOR THE LAST THREE QUARTERS OF 2008 AND DECLARING AN EMERGENCY. A motion to read Ordinance #08-08 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 #08-08 was made by Mr. Vonderhaar, seconded by Mr. Puthoff and unanimously approved on roll call. A motion to adopt Ordinance #08-08 as an emergency was made by Mr. Vonderhaar, seconded by Mr. Lohmeier and unanimously approved on roll call. Mayor Apking declared Ordinance #08-08 adopted as an emergency.
Other business: Tracy Techau, Executive Director of the Dan Beard Council, stated that the final schematic design will be handed in tomorrow. Mr. Techau has been working with Peggy Paff on signage and parking for the Boy Scout property.
Motion to move into executive session is made by Mr. Vonderhaar, seconded by Mr. Albrinck and unanimously approved on roll call.
A motion to adjourn was made by Mr. Vonderhaar, seconded by Mr. Albrinck and unanimously approved. Council adjourned at 8:45 pm.
_______________________
Mayor
Attest:
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Village Clerk
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