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Regular Council Meeting 05/13/10

MINUTES

The Village of Evendale
 Regular Council Meeting
May 13th, 2010



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: Mr. Stiney Vonderhaar, Mr. John Ranz, Jr., Mr. Bill Puthoff, Mr. Chris Schaefer, and Mr. Doug Lohmeier.   Ms. Carolyn Smiley-Robertson was absent.  Also present:   Mayor Don Apking, Village Engineer, James Jeffers; Village of Evendale Fire Chief, Rick Cruse; Police Chief, Niel Korte; Village Clerk, and Village Solicitor, Tim Burke.


Mayor Apking presented the consent calendar.   Mr. Vonderhaar made the motion to accept the consent calendar, seconded by Mr. Lohmeier and unanimously approved.

Report of Mayor and Council Committees
Mayor Apking addressed council looking for approval to replace the lights and receptacles on the main ground around the recreation center and administration building.  The cost would be approximately $85,000.  This would also update all the receptacles for the Christmas lights.  This is not a budgeted item in 2010.   Mr. Lohmeier stated that since revenues are down $234,000 that he would like to see it budgeted for in 2011.    The amount of money left in the contingency fund depends on the Glendale Milford Rd. project and the possibility of completing Monet Drive this year.  The lighting project would take two months and Mr. Schaefer would like to see if the status of the Village’s budget in July and then consider committing to approving it in 2010.
Police- Fire Council Committee- The Fire code is still being revised. Some members of the committee attended the “Thru the Valley” public meeting.   

Finance-Administration -Recreation-Service-Engineering and GHF Council Committee- Mr. Schaefer reported revenues to date are down approximately $200,000.  Revenues exceed expenses by $453,000.   The Recreation committee minutes reflect a possible change in the shelter house rental policy in January 2011.  The changes will be a “no refund” cancellation policy and renting one year in advance instead of six months.  Mr. Vonderhaar said that this would allow for residents to have the option to schedule an event one year out.  It is proposed that the refund policy may also be adjusted because of a few residents renting the shelter house for multiple dates and then canceling.  Mr. Schaefer suggested there should be a policy that a person can only rent the shelter house a certain amount of times per year to avoid this problem.   Mr. Ranz wanted to know if Mr. Schaefer’s committee looked at the Recreation Commission’s recommendation of policy change of Evendale paying the difference if their child plays sports in another community because it could be a significant impact the recreation department’s budget. This is mainly a softball and baseball issue.  Evendale has always paid the difference up until this year.  It was changed this year to the resident paying the difference and is proposed to be changed back to the Village paying the difference because of complaints.

Mr. Vonderhaar mentioned current events.
Every council member should have the CAC report.

Mayor Apking stated that there have been property maintenance complaints.  Every council member should have a rough draft of a proposed property maintenance code.  It will be discussed at the next council meeting. These changes will apply to both businesses and residential.  

Presentation of Ordinances and Resolutions:

The Mayor presented    Ord.  #10-25 ORDINANCE MAKING VARIOUS APPOINTMENTS TO BOARDS AND COMMISSIONS WITHIN THE VILLAGE OF EVENDALE AND DECLARING AN EMERGENCY.  A motion to read Ord. #10-25 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 Ord.  #10-25 was made by Mr. Puthoff, seconded by Mr. Vonderhaar and unanimously approved on roll call. A motion to adopt Ord. #10-25 as an emergency was made by Mr. Lohmeier, seconded by Mr. Puthoff and unanimously approved on roll call. Mayor Apking declared Ord.  #10-25 adopted as an emergency.
        
Mayor Apking presented Ord. #10-26  APPROVING TRANSFER OF APPROPRIATIONS IN THE GENERAL FUND  AND DECLARING AN EMERGENCY.  Discussion:  Mr. Puthoff questioned the “contractual service transfer” and the purpose of the money.  Mayor Apking stated that it is to contract for the Director of the Cultural Arts Center (CAC).  This person is not an employee of the Village.  Mayor Apking stated that originally this position was going to be an employee and come out of “part-time salaried employees” recreation department budget and there was enough money in that line item.  The Village saves money to contract for this position but needed money in the “contractual service” line item.  Mr. Puthoff stated that he has always felt that the Recreation Department should be handling the CAC and their programs so he against the transfer of funds. Mayor Apking does not thing the Recreation Department is qualified to run the CAC.  The contracted position reports to the Mayor.   A motion to read Ord. #10-26 by title only was made by Mr. Vonderhaar, seconded by Mr. Lohmeier and with “yes” votes from Mr. Lohmeier, Mr. Vonderhaar, and Mr. Schaefer.  A “no” vote from Mr. Puthoff.  A motion to suspend the second and third readings of Ord.   #10-26    was made by Mr. Vonderhaar, seconded by Mr. Schaefer and with “yes” votes from Mr. Lohmeier, Mr. Vonderhaar, and Mr. Schaefer.  A “no” vote from Mr. Puthoff.  The second reading will take place at the next council meeting.


The Mayor presented  Ord.   #10-27   ORDINANCE AUTHORIZING MAYOR TO HIRE SEASONAL EMPLOYEES AND SETTING PAY RATES AND DECLARING AN EMERGENCY.  Discussion:    A motion to read Ord.   #10-27 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. #10-27    was made by Mr. Lohmeier, seconded by Mr. Schaefer and unanimously approved on roll call. A motion to adopt Ord. #10-27 as an emergency was made by Mr. Vonderhaar, seconded by Mr. Puthoff and unanimously approved on roll call. Mayor Apking declared Ord. #10-27    adopted as an emergency.

The Mayor presented  Ord #10-28 ORDINANCE APPOINTING MAUREEN ANNE FLAVIN AS VILLAGE TREASURER AND DECLARING AN EMERGENCY.   Discussion:    Mrs. Wilkins has resigned. Mr. Lohmeier asked if this position was advertised.  According to the Village Charter the Village Treasure can be appointed by the Mayor and does not have to be advertised. The Mayor has interviewed Maureen Flavin in the past and feels comfortable that she is qualified. A motion to read Ord. #10-28 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. #10-28 was made by Mr. Lohmeier, seconded by Mr. Puthoff and unanimously approved on roll call. A motion to adopt Ord. #10-28 as an emergency was made by Mr. Vonderhaar, seconded by Mr. Puthoff and unanimously approved on roll call. Mayor Apking declared Ord #10-28 adopted as an emergency.


The Mayor presented  Ord.  #10-29  ORDINANCE AUTHORIZING THE MAYOR TO ENTER INTO CONTRACT WITH THE LOWEST AND BEST BIDDER FOR THE 2010 STREET IMPORVEMENT PROJECT AND DECLARING AN EMERGENCY.  Discussion:   Jurgensen Company was the lowest bidder at $1.125 million. This is paid for by a $500,000 grant from the State of Ohio and the remainder from the Village funds.  Monet Drive was not re-bid but will possibly be re-bid later in the year depending on Village revenue.   A motion to read Ord. #10-29 by title only was made by Mr. Schaefer, seconded by Mr. Puthoff and unanimously approved on roll call. A motion to suspend the second and third readings of Ord. #10-29 was made by Mr. Vonderhaar, seconded by Mr. Lohmeier and unanimously approved on roll call. A motion to adopt Ord. #10-29   as an emergency was made by Mr. Puthoff, seconded by Mr. Lohmeier and unanimously approved on roll call. Mayor Apking declared Ord.  #10-29   adopted as an emergency.


Other Business
Form of Government review committee will be appointed in June.

Mr. Schneider addressed council stating that he felt the Mayor should of  advertised for the Village Treasure position.  

A motion to adjourn was made by Mr. Vonderhaar and seconded by Mr. Lohmeier and unanimously approved on roll call.  Meeting was adjourned at 8:10.




                                                        _______________________
                                                       Mayor
Attest:

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Village Clerk