President of Council Marjorie Harlow called Council to order on
October 19, 2011, at 7:00 p.m.
The governmental body and those in attendance recited the pledge of
allegiance. Mr. Vanover gave the invocation.
Mr. Vanover asked for a moment of silence for Melissa Hoffman, deceased
wife of Assistant Fire Chief Mike Hoffman.
Mr. Vanover took roll call. Present were Council members Diehl,
Emerson, Galster, Hawkins, Squires, Vanover and Harlow.
The minutes of October 5, 2011 were approved with seven affirmative
votes.
COMMITTEE AND OFFICIAL REPORTS
Civil Service Commission
-
no report
Rules and Laws no
report
Finance Committee – Mr. Diehl gave a recap of the City’s financial standing
through the end of September. We have collected $12.5 million, which is 82 percent of what
we anticipated. Our expenditures were just under $11 million which is 68 percent of the
total budgeted at $16.7. We’re a little ahead on projections for income and
we’re below projections for expenses year to date.
Planning Commission - Mr. Galster stated there was a request for a variance to the Tree
Preservation Ordinance by Cassinelli Square Property at 333 East Kemper Road. The
applicant had taken out trees in front of the old Party City location and according to the
Tree Preservation Ordinance, they are required to replace those at 100 percent caliper
inches plus pay a fine. This was tabled at the request of the applicant. Nationwide
Insurance at 11497 Springfield Pike has a monument sign out front that is a little tough
to read. The applicant wanted to put up two 4’ x 8’ signs on each side of the
building. Given the fact that it is in the corridor, that wasn’t permitted. We had
discussion about modifications to their monument signs to give them visibility and the
request was withdrawn by a 7-0 vote. Cincinnati Mattress at 11750 Commons Drive requested
minor improvements. This would be a co-tenant inside Front Room Furniture. A beam sticks
out from that building and there was discussion about having it removed. Ultimately, it
was allowed for them to keep it in hopes that a sign for any additional tenant would be
mounted on that beam. They are going to erect a temporary banner on that beam at the size
they want and come back to Planning for approval for a full sign so this was tabled.
Board of Zoning Appeals – Mr. Hawkins said the owner at 538 Smiley applied for a
variance to allow them to park a recreational vehicle on their driveway. A neighbor was
present in favor of granting the variance and it passed 7-0. The resident at 534 Smiley
requested a variance for an addition to the front of the residence. This was granted with
a 25’ setback. The owner of 260 Northland Boulevard requested a variance to allow
them to install additional flag poles for international flags on their property. That was
denied 7-0.
Board of Health – Mr. Squires reported the board had the first reading of the 2012
food license fees. The annual Health Fair was held and 220 flu vaccines were given. A
resident was bitten on the hand by a bat. The nurse does blood pressure readings at the
Community Center and she has alerted a number of citizens about high readings.
O-K-I - no report
Mayor’s Report – Mayor Webster stated there were two outstanding community
events in the past ten days. On October 8 the Fire Department held an open house. It was
one of the most well-attended ones they had and the cost for supplies and education
material was $759.83. Food and water as well as material to build fire simulators were
donated by local businesses. Yesterday we had our seventh annual Business Expo. The past
several years we have been combining that with the Health Fair and that has worked out
very well. The Business Expo reports it’s one of the best they’ve ever had. Last
year Mr. Tulloch initiated a chili cook off. I think the businesses who participated felt
they got their money’s worth. Besides flu shots at the Health Fair, the Lions Club
did glucose screenings, and blood pressure checks were also available. Today we had our
monthly SOS meeting and a good deal of time was spent talking about the Christmas program.
We are looking for donor families so if you’d like to adopt a family this Christmas
season please call 346-5725. If you are a family in need, call that same number.
Mayor Webster said Issues 59 and 60 are the gas and electric aggregates that are on the
ballot. We think these are very important to the general public. Last year the City joined
eight other municipalities to get bids for alternate suppliers from Duke. We have saved
about 40 percent on our electric bill over the last year. I’m not suggesting that
residents will save that much but I do think it will be a substantial savings with your
gas and electric bill if these issues pass. We need the residents to vote yes on issues 59
and 60. The City makes nothing on this. This is strictly to benefit the residents of the
City. If you don’t want to save money you can opt out of the program. If you have an
alternate supplier now, once your contract expires you can join this group or you can stay
where you are.
Clerk of Council/Finance Director -
no report
Administrator’s Report – Mr. Parham said about a year ago we were trying to
organize a CodeRed announcement for the residents in order to encourage more residents to
sign up with our CodeRed program. You can sign up using your home number, your cell number
or even your e-mail address. You can also receive text messages. If we send out a text
message or e-mail there is no charge to the City. However, anytime we need to send a voice
message, a charge will be assessed to the City for those calls. We have not had to use it
for any emergency but we have used it on a few occasions. We are gong to have a CodeRed
announcement scheduled for Wednesday, October 26 at 12 noon. Our preference was to send
the call out by the time residents would be at home. Unfortunately at 12 noon, not many of
us will be at our residences; however, we have been limited by the folks from Code Red to
send the message out no later than 5:00 PM. Because CodeRed is not going to charge us for
this call, we have agreed to their time frame. This is also an opportunity for them to
test the system as well as to help them recruit more persons to sign up on the system.
Mr. Thamann stated Parks and Recreation will have their Halloween carnival on October 29
from 1 to 3 p.m. It’s free for all of our residents and Community Center members from
ages 2 through the fourth grade. They will have various activities.
Halloween will be celebrated on October 31, 6-8 p.m.
Law Director’s Report -
no report
Engineer’s Report – Mr. Shvegzda said there is legislation to award the Beaver
Run Phase II project on the agenda tonight.
COMMUNICATIONS
Mr. Vanover said Sunday sales for Costco in District 4, Precinct E will
be on the ballot. I thought that passed a couple of years ago but evidently not.
Mayor Webster asked does that have to be decided on for every store or
if the people in Precinct E vote for Sunday sales does that apply to every store in the
district?
Mr. Schneider replied I’m not sure but you have to have it
approved by the voters in that district.
Mr. Galster said Wal-Mart was approved by a separate ballot issue.
Mayor Webster said I thought the State did away with the blue law years
ago.
Mrs. Harlow stated we get the liquor license transfer requests. Why
does a retailer have to go to ballot?
No one knew the answer.
COMMUNICATIONS FROM THE AUDIENCE
Steve Moore, Evendale, thanked Mayor Webster and those who attended the
groundbreaking last week. Mr. Moore said I am here to represent myself and the other two
board members who are also up for re-election and ask your support. Last year, for the
first time ever, the district as a whole received a rating of Excellence. Four of our
elementary schools, including Springdale Elementary, that received an Excellence with
Achievement. The high school and middle school also received Excellence. Lincoln Heights
has gone from Academic Watch to Continuous Improvement up to Effective. The economic
environment has been challenging for us. We are proud of the progress but are sad at the
number of employees we have had to cut over the last two years. We reduced our cost per
student, our pay and benefits have been frozen for the next three years and we negotiated
a half million dollar reduction in health care benefits. I ask you to support me and my
fellow members Sandy Leach, a Springdale resident and Bob Maine.
PUBLIC HEARING – COMMUNITY DEVELOPMENT BLOCK GRANT
Mrs. Harlow opened the public hearing.
Mr. Parham said the discussion for tonight’s Public Hearing is to
identify the recommended projects for the Community Development Block Grant Program (CDBG)
covering the years 2012 through 2014. Under the current three-year funding program, the
City received $100,300 for our CDBG programs and projects. We received $20,000 in years
2009 and 2010 for the Home Improvement Project. We received an additional $30,000 in 2011.
We also received funding in the amount of $30,300 this year for the Chamberlain Park
Playground Upgrade project. During a conversation earlier today with the Hamilton County
Community Development Department, they have estimated at this point that the City will be
eligible for between $50,000 and $55,000 over the entire three-year period. A great deal
for this reduction is based on projections of a fifteen percent reduction in funding from
the Federal Government for 2012. They have no idea what’s going to happen in 2013 and
2014. If the funding comes in at less than fifteen percent, that would make us eligible
for additional dollars. We have identified a number of projects during our discussion at
the last meeting, one being the continuation of the home improvement program. We talked
about $20,000 funding each year for that program. Another project we discussed was the
resurfacing of the outdoor basketball and tennis courts at the Community Center. The
estimated cost of that project would be $21,000. The third item is to replace the tennis
court fencing at the Community Center for $22,000. To resurface the Ross Park basketball
court and add court markings to that project, would cost $11,500 and to repair and seal
coat the walking path around the Community Center it is estimated to cost $21,000. Those
are five projects that we internally have been able to identify. I’m sure there are a
number of others. There are some that staff and I have had discussions on that were far
greater than $50,000 to $55,000. That would have taken the entire amount we have talked
about for the three year period. Nothing prohibits us, if Council so chooses, from
shooting for it all in one year. Then maybe, hopefully, the additional dollars will come
in from the Federal Government. We could always spread the funding request over multiple
years, as previously discussed.
Hearing no comments from the audience about these projects or any other
possible projects, Mrs. Harlow closed the public hearing.
Mr. Galster asked are the projects in order as you gave them?
Mr. Parham replied I would probably suggest that the tennis court
fencing be done under some other funding.
Mr. Galster said so we’d have the Home Improvement Program funded
at $20,000 for three years as number one, the resurfacing of the tennis and basketball
courts as number two.
Mr. Parham said at this point I am submitting the projects to you in
hope that you will have a preference on which projects you would like to see take place.
If Council wants Administration to come up with the priority list, I can always do that
but the hope was to get feedback from you. I did receive an e-mail from Mr. Diehl on a
preferred project and I believe it was the tennis and basketball courts.
Mr. Galster said at the last meeting I believe I said the Home
Improvement Project was my number one project. Resurfacing was number two and I thought it
was important to break the fencing out of that.
Mr. Hawkins agreed that from his perspective the Home Improvement
program would be number one and the resurfacing of the courts second.
Mr. Diehl asked Mr. Parham to elaborate on what needs to be done with
the walking path.
Mr. Parham responded Mr. Karle felt, based on the longevity of the
walking path around the Community Center and the condition of that path, it would be
prudent for us to add a new seal coat to the path and make any repairs as needed.
Mr. Vanover stated he also thought the Home Improvement Project and
then the resurfacing of the courts were his priority.
Mayor Webster said I would echo that. Speaking of the outdoor walking
track, there have been lots of repairs. Every year they repair potholes on the track. I
think that’s pretty important. I don’t know how many people use the tennis
courts and I’m not quarreling with that being number two but I think we should try
somewhere along the way to do a seal coat on that walking track to try to cut down on the
maintenance they have to do on that. That is used quite a bit and it is used year round.
Mrs. Harlow said it would make sense for us to seal it.
Mayor Webster said we can list it on here and if we don’t get the
money, we need to look at some other source.
Mrs. Emerson said I also agree with the Home Improvement project as
number one but I had the same comment Mrs. Harlow had about resurfacing or sealing the
walking trail. We use that year round and I don’t know how much we use the tennis
courts.
Mrs. Harlow asked Mr. Parham, are you looking for a resolution from
Council to move the application forward?
Mr. Parham stated a couple of things are required. One is that we must
submit a copy of the minutes from both public hearings along with our priority list. What
I hear indicated is that you want to proceed with number one, very clearly the Home
Improvement Program over three years at $20,000 each. A majority of you have indicated
that you’d like to look at the tennis courts, perhaps then maybe we can include the
walking trail as the third priority. I think a motion of Council would be appropriate to
put it in the record in case there is something we need as we begin to submit this to the
County.
Mr. Vanover said I move that we have a vote of confidence from Council
naming the top three preferred projects under the submittal of our application for the
Community Block Grant program to be as follows: First priority is the Home Improvement
project at $20,000 each year; second priority is the resurfacing of the outdoor tennis and
basketball courts at the Community Center in the amount of $21,000; and third, the
resurfacing and seal coat of the outdoor walking track around the Community Center in the
amount of $21,000. Mr. Galster seconded.
Mr. Galster said the tennis and basketball courts need to be
resurfaced. The walking path just needs a sealer. Is that correct?
Mr. Parham stated I believe that Mr. Karle’s indication is to
repair and put a seal coat on it. I understand that there may be a number of potholes out
there that need to be repaired.
Mr. Galster said for $21,000 we are not going to resurface that whole
thing.
Mr. Shvegzda said we will patch any significant cracks and seal coat
the whole thing to provide additional life.
Mr. Parham said I’ll read the comment from Mr. Karle that he
submitted to me several weeks ago: “fifty-six square yards of the outdoor walking
path at the Community Center are in need of repair. These repairs of cracks and uneven
areas are necessary to maintain a safe surface for pedestrian traffic and to prolong the
life of this highly used and important asset of the recreation complex. The entire surface
of the walking path should also be seal coated including the path adjacent to the tot lot
and the vehicle entrance to the pool compound.”
Mrs. Harlow stated I do notice, living right next to the park, that
generally at least once a night, maybe more, we have a patrol car drive through the park.
That is probably adding to the wear and tear to the surface as well. I know they have the
little gators they use on the fields but they aren’t nearly as heavy as a patrol car.
The motion passed with seven affirmative votes.
ORDINANCES AND RESOLUTIONS
ORDINANCE NO. 43-2011
ACCEPTING A BID AND AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO ENTER
INTO A CONTRACT WITH EVANS LANDSCAPING, IN AN AMOUNT NOT TO EXCEED $277,417.50, RELATED TO
THE CHAMBERLAIN PARK BEAVER RUN PHASE II RESTORATION PROJECT, AND DECLARING AN EMERGENCY
Mr. Squires made a motion to adopt and Mrs. Emerson seconded.
Mr. Parham reported, as we had mentioned at the previous meeting, Evans
Landscaping was the lowest bidder for this project. One of the challenges they have is
that of $36 million in the business they generate; only $2 million is in landscaping but
because the owner started the business in landscaping, they refuse to change their name
from landscapers. At the same time, they don’t really get away from it. They do
perform these types of projects as well as other demolition type projects.
As a part of our application, we identified the design engineering to
account for a portion of the City’s twenty percent matching cost. Unfortunately,
because that work had been completed prior to March 1, 2011, we are unable to use the
total design engineering amount. There was some work performed by the engineers that was
post March 1, 2011. We can use those dollars towards our twenty percent match. Also, we
may be able to capture other work that has been performed by the Public Works Department
as well as any meetings or so that Mr. Thamann or I may have participated in for this
project. We are trying to identify those costs in an effort to reduce our out-of-pocket
number. The City’s twenty percent share, based on the results of the bid would be
$55,484. We had previously anticipated paying $40,000 for our share of the construction
costs. Therefore, if we can identify at least $14,000+, we’ll still be at that
$40,000 but our goal and hope is that there will be identified costs associated with this
project that will be greater than the $14,000.
Ordinance 43-2011 passed with seven affirmative votes.
OLD BUSINESS
Mr. Parham said as part of the grant for the Beaver Run project we are
required to have a public meeting. We are in the process, in conjunction with the
contractor, of establishing that meeting for November 1, 2011. Following that meeting we
will hold the pre-construction meeting. The purpose of the public meeting is to allow the
general public to have a sense and view of what the project entails. As soon as we
finalize that we will notify the residents in the adjacent area. We are trying to identify
a location to hold the meeting on that day.
NEW BUSINESS
-
none
MEETINGS AND ANNOUNCEMENTS
Planning Commission
-
Nov 8
Board of Health
-
Nov 10
Board of Zoning Appeals
-
Nov 15
COMMUNICATIONS FROM THE AUDIENCE -
none
UPDATE ON LEGISLATION STILL IN DEVELOPMENT - none
RECAP OF LEGISLATIVE ITEMS REQUESTED -
none
Council adjourned at 7:58 p.m.
Respectfully
submitted,
Kathy
McNear
Clerk
of Council/Finance Director
Minutes Approved:
Marjorie Harlow, President of Council
__________________________, 2011