MINUTES
The Village of Evendale
Special Council Meeting
December 21st, 2009
A public hearing was held regarding Village of Evendale 2010 budget. There were no comments made. A motion to close the public hearing was made by Mr. Vonderhaar, seconded by Mr. Lohmeier and unanimously approved.
The Village of Evendale Regular Council Meeting was called to order by Mayor Apking at 7:00pm.
Roll call- The following Council members were present: Ms. Carolyn Smiley-Robertson, Mr. Stiney Vonderhaar, Mr. John Ranz, Jr., Mr. Bill Puthoff, Mr. Jeff Albrinck, and Mr. Doug Lohmeier. Also present: Village Engineer, James Jeffers; Village of Evendale Fire Chief, Rick Cruse; Recreation Manager, Dave Nichols, Village Solicitor, Tim Burke; and Village Clerk, Barb Rohs.
A moment of silence was held for father of Mr. Puthoff who recently passed away.
Presentation of Ordinances
The Mayor presented Ord. # 09-63 APPROVING ADDITIONAL APPROPRIATIONS IN VARIOUS FUNDS AND DECLARING AN EMERGENCY. Discussion: Mr. Jeffers explained that the he forgot to encumber the retainage, so the funds were not available and was not released with the final payment to Jurgensen. The retainage is an amount withheld from a contractors payments that is paid at the end of a project. The retainage is withheld to ensure that the contractor completes the project. Normally, this is paid with the last pay request. In this instance, the contract with Jurgensen was encumbered at the end of 2008 for work to be accomplished in 2009. A motion to read Ord. # 09-63 by title only was made by Mr. Schaefer, seconded by Mr.Vonderhaar and
unanimously approved on roll call. A motion to suspend the second and third readings of Ord. # 09-63 was made by Mr.Vonderhaar, seconded by Ms. Smiley-Robertson and unanimously approved on roll call. A motion to adopt Ord. # 09-63 as an emergency was made by Mr. Lohmeier, seconded by Mr.Vonderhaar and unanimously approved on roll call. Mayor Apking declared Ord. #09-63 adopted as an emergency
The Mayor presented Ord. #09-58 ORDINANCE AMENDING SECTION 258.074, COURT TIME ALLOWANCE AND DECLARING AN EMERGENCY. Discussion: Mr. Burke presented an amended version of the ordinance. A motion to amend Ord. 09-58 was made by Mr. Ranz, seconded by Mr.Vonderhaar and unanimously approved on roll call. A motion to read Ord. #09-58, as amended, by title only was made by Mr. Puthoff, seconded by Ms. Smiley-Robertson and unanimously approved on roll call. A motion to suspend the second and third readings of Ord. #09-58, as amended, was made by Mr. Ranz, seconded by Mr.Vonderhaar and unanimously approved on roll call. A motion to adopt Ord. #09-58, as amended, as an emergency was made by Ms. Smiley-Robertson, seconded by Mr.Vonderhaar and unanimously approved on roll call. Mayor
Apking declared Ord. #09-58, as amended, adopted as an emergency
The Mayor presented Ord, #09-64 ORDINANCE SUSPENDING SECTION 258.076 TUITION REFUND, AND DECLARING AN EMEMGENCY. Discussion: Mr. Lohmeier wanted to know how this affects people currently participating in the plan. Mr. Schaefer stated there are two people in the police department and one in the administration currently approved for tuition reimbursement. Mr. Schaefer stated he would like to suspend the program in order to get a handle on the cost of the program. The money was left in the police budget and moved to another line for all other departments. Ms. Smiley-Robertson stated that she felt the intent was to have a revised version of this section in the first quarter. Also, anyone currently signed up for a program would be covered. If the employee has already incurred an obligation than
he/she can continue with this program. Mr. Burke will have a more complete report to all council members.
Mr. Ranz stated that council is talking about pulling an employee benefit off the table without really knowing how many employees this effects. Mr. Ranz stated that he feels that you are separating one employee out of the group of three. Ms. Smiley-Robertson stated that the minutes from her committee do not reflect her statement that the Executive MBA program should be in the training and education line not the tuition reimbursement. Mr. Burke is going to look in the matter. Mayor Apking stated that it is not fair to change the tuition reimbursement program if someone is already committed to a specific program. Mr. Lohmeier would like to know if the intent was to pay for the program or just the tuition of the program. Mayor Apking would like for this to be the first reading. Ms.
Smiley-Robertson stated that once a student signs up for the Executive MBA program then the student is obligated to the entire program. If the intent is to pay for books, trip etc then it should fall under the training line item not the tuition reimbursement line item.
A motion to read Ord, #09-64 by title only was made by Mr. Puthoff, seconded by Mr.Vonderhaar and unanimously approved on roll call. This is the first reading of this ordinance.
The Mayor presented Ord # 09-61A and Ord. #09-61B ORDINANCE MAKING ANNUAL APPROPRIATIONS FOR CURRENT EXPENSES AND FOR THE FISCAL YEAR ENDING DECEMBER 31, 2010 AND DECLARING AN EMERGENCY.
These are the same ordinances except A did not have the $1000 increase for some employees.
Mr. Puthoff would like to know the difference A and B. All changes made to the budget should be redlined so council members understand what has been changed. Mr. Ranz stated that a change list was issued in November and there are new changes to this budget. Both would like to know other changes to the budget. Ms. Smiley-Robertson stated that updated recommended changes were not able to be communicated to everyone mainly because of late timing and the absence of Mr. Snyder. Mr. Schaefer went though all the changes that the committee had made that are outlined in his committee report. There will also be a salary schedule, by position, attached to this ordinance.
Mr. Lohmeier feels that the Village has done a good job communicating to the employees, through the HIRT Committee, the need for participation in the health care cost. Also, the employees know they are not getting a raise. Changing the decision at the last minute would cause the council to lose credibility.
Mr. Schaefer stated the reason he wanted a $1000 raise was because the take home pay of a family is going down 2.5%. Mr. Lohmeier pointed out that the Villages revenues are also down.
Mr. Ranz stated that employee health care benefits in 2005 cost 600,000 and today they are $ 863,000. Combined salary benefits in 2005 were 5.16 M and 46% of revenues and in 2009 they have increased by 1.2 M to make a total of 7.3 M and 61% of revenues. The earning tax revenue is trending down and projected to be down $600,000 this year.
Ms. Smiley-Robertson feels that when the employee benefits are over 50% of the revenue then the Village is not in the position to approve a salary increase. Mayor Apking would like the additional compensation to be considered May.
Mr. Ranz asked if 09-61A allows Mr. Cameron to be reimbursed for his program. Mr. Burke stated that if Jack has committed to the entire program and the entire program has been approved by the Mayor then he feels he will be reimbursed for the program.
GHF was discussed. The Village put in the restrooms at the Pavilion for $60,000 in 2009. Mr. Lohmeier recollects that they Farm was going to forego some of the 2010 capital because of the Village funding the bathrooms. GHF asked for the Village to purchase a tractor from the state bid and reduce their capital by $10,000 a year over a period of time. An agreement needs to be made with the GHF regarding this matter.
A motion to read Ord # 09-61A 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 Ord # 09-61A was made by Mr.Vonderhaar seconded by Mr. Lohmeier and unanimously approved on roll call. A motion to adopt Ord # 09-61A as an emergency was made by - Mr. Puthoff, seconded by Mr. Ranz and unanimously approved on roll call. Mayor Apking declared Ord # 09-61A adopted as an emergency.
A motion to adjourn was made by Mr. Vonderhaar and seconded by Ms. Smiley-Robertson and unanimously approved on roll call. Meeting was adjourned at 8:30.
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Mayor
Attest:
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Village Clerk
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