President of Council Kathy McNear called Council to order on February 7, 2001, at 7:00 p.m.
The governmental body and those in attendance recited the pledge of allegiance.
Mr. Knox took roll call. Present were Council members Danbury, Galster, Pollitt, Squires, Vanover and McNear. Mr. Wilson was absent because of a family emergency.
The minutes of January 17, 2001 were approved with six affirmative votes.
Mr. Knox said there was one communication that they are going to hold until the next meeting to get clarification about what the person was speaking about.
COMMUNICATIONS FROM THE AUDIENCE - none
Mrs. McNear said the Springfield Pike Streetscape presentation has been postponed until the first meeting in March. Item 12 is an executive session to discuss a real estate matter. Ordinance No. 9-2001 will be postponed until after the executive session.
ORDINANCE NO. 4-2001 "AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO ENTER INTO AN AGREEMENT WITH MANAGEMENT PARTNERS, INC., TO EXTEND AND EXPAND THE DEPARTMENT TRAINING PROJECT FOR $28,830.00 AND DECLARING AN EMERGENCY"
Mr. Vanover made a motion to adopt and Ms. Pollitt seconded.
Ordinance 4-2001 passed with six affirmative votes.
ORDINANCE NO. 5-2001 "ACCEPTING A PROPOSAL UNDER THE STATE ADMINISTRATIVE PURCHASING PROGRAM AND AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO ENTER INTO A CONTRACT WITH INTERSTATE FORD, INC., MIAMISBURG, OHIO, FOR THE PURCHASE OF A 2001 FORD EXPEDITION AND DECLARING AN EMERGENCY"
Mr. Vanover made a motion to adopt and Mr. Danbury seconded.
Mr. Osborn said there will be several ordinances before you related to purchases under the State cooperative program. We are recommending that the Fire Department acquire a second Ford Expedition. We have found that the first one has been a very good vehicle for us. When we were looking at making the decision between an intermediate size utility vehicle such as an Explorer and the bigger Expedition, we found that our selection had been diminished as the Explorer was not part of the 2001 bid list. Instead, that size vehicle is represented by a Dodge Durango and the difference in cost is just over $2,000 to go to the Expedition. We feel that the additional space that we would be able to obtain by buying the Expedition is well worth the additional money.
Ordinance 5-2001 passed with six affirmative votes.
ORDINANCE NO. 6-2001 "ACCEPTING A PROPOSAL UNDER THE STATE ADMINISTRATIVE PURCHASING PROGRAM AND AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO ENTER INTO A CONTRACT WITH NASSIEF CHEVROLET, ASHTABULA, OHIO, FOR THE PURCHASE OF A 2001, 4-DOOR, CHEVROLET MALIBU AND DECLARING AN EMERGENCY"
Mr. Galster made a motion to adopt and Mr. Squires seconded.
Mr. Osborn said this vehicle is being purchased for the Police Department. We budgeted $20,000 for the purchase and we are well under budget. There will be some additional costs to install a radio but we will have a substantial savings from what was budgeted.
Ordinance 6-2001 passed with six affirmative votes.
ORDINANCE NO. 7-2001 "ACCEPTING A PROPOSAL UNDER THE STATE ADMINISTRATIVE PURCHASING PROGRAM AND AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO ENTER INTO A CONTRACT WITH PLANET FORD, CENTERVILLE, OHIO, FOR THE PURCHASE OF TWO 2001 FORD CROWN VICTORIA POLICE INTERCEPTORS AND DECLARING AN EMERGENCY"
Mr. Vanover made a motion to adopt and Mr. Squires seconded.
Mr. Osborn stated that these two vehicles collectively cost $42,340. We budgeted $46,000 for their purchase. There will be additional costs associated with markings and radios. These are replacement vehicles. I should have pointed out that the Chevrolet Malibu is an addition to the fleet because we have increased the staffing in the detective bureau in the 2001 budget.
Ordinance 7-2001 passed with six affirmative votes.
ORDINANCE NO. 8-2001 "AMENDING CERTAIN SECTIONS OF CHAPTER 94: TAXATION OF THE CODIFIED ORDINANCES OF THE CITY OF SPRINGDALE AND DECLARING AN EMERGENCY"
Mr. Vanover made a motion to adopt and Ms. Pollitt seconded.
Mr. Knox said most of these changes are typos. There is one place where we had taken the wording out of the State law and put it exactly into the ordinance, but it modified something we had worded in the reverse. This is a necessity in order to meet the State law. We apologize for the errors but we do need to correct them.
Ordinance 8-2001 passed with six affirmative votes.
ORDINANCE NO. 10-2001 "ACCEPTING A PROPOSAL UNDER THE STATE ADMINISTRATIVE PURCHASING PROGRAM AND AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO ENTER INTO A CONTRACT WITH TAYLOR MOTORS, ATHENS, OHIO, FOR THE PURCHASE OF A 2001 DODGE DURANGO AND DECLARING AN EMERGENCY"
Mr. Vanover made a motion to adopt and Mr. Squires seconded.
Mr. Osborn said we had budgeted $21,000 to replace the 1991 Dodge Spirit driven by David Butsch, Superintendent of Public Works. We had intended to purchase a Ford Explorer off the State bid list, but as I explained in the material sent out over the weekend, the bid list did not include the Ford Explorer and the Dodge Durango is a little higher in price. We have been offered a $6,000 trade-in for the Dodge Spirit, netting the cost down to $24,083. This puts us $3,083 over the budgeted amount, but in information Iím going to share with you under New Business, we have opened bids on another vehicle, a one-ton truck, in that department where we are saving considerable money that will off-set this cost.
Ordinance 10-2001 passed with six affirmative votes.
Mr. Parham stated I have distributed to you the financial statements for the Springdale Chamber of Commerce. Itís just for information purposes. They also recognize the pledge that Council has made will be based on their 2001 expenses.
Mr. Osborn said we had a bid opening on February 1 for a one-ton pick-up truck for the Public Works Department. We received four bids and one was disqualified because its motor did not meet the specifications. The low was submitted by Walt Sweeney Automotive. Itís an F350 four-wheel drive pick-up truck. We are recommending that the purchase be made from that vendor. The gross amount of the bid was $22,633. However, we are trading in two vehicles. The first is a 1991 Dodge three-quarter ton pick-up truck for which we have been offered $3,000; and the second is a 1987 Chevrolet one-half ton pick-up truck for which weíve been offered $1,500, giving us a net cost of $18,133. We had budgeted $35,910 for this vehicle. In addition to the $18,133, we will have to purchase all the hydraulics for the snow plow equipment that will be mounted on this truck. The director has anticipated the auxiliary equipment that we will have to add and that will bring the total cost up to $30,133. We are $5,077 to the good on this purchase. We are trading in two vehicles because last spring the superintendent asked if he could retain the 1987 pick-up truck when we bought a vehicle at that time because it was still running fairly well and he wanted to use it to help through the summer period. Itís at the point where he doesnít want to risk another year with it.
We opened the bids February 1 for a wood chipper. We received only one bid for $29,573 less a trade-in of two chippers; one for $3,000; one for $1,500. They are a 1988 and 1973 chipper. Again, we held the 1973 chipper back because of the age on some of our other equipment in order to serve as a backup for it. With a new piece of equipment we donít feel we need that deep a redundancy. However, the superintendent has requested that we reject the bid and seek a new bidding process. He would like to see a better representation of the market. Heís not familiar with this piece of equipment. We may end up with the same vendor but we have time and he would prefer to re-bid it to get more competitive bidding. We would like to bring in legislation at the next meeting rejecting the bid we received on the brush chipper.
Mr. Osborn continued the questionnaire for the leaf vacuum pilot project will be going out the end of this week. I have copies of that for you here. I think the department has done a good job putting together the questionnaire. There is a tear off, mail in post card for the people to respond regarding their opinion as to the service provided. We will be bringing the results of that survey back to City Council in the future.
Mr. Osborn said there is a provision under Chapter 32 of our Code of Ordinances, paragraphs B and C, that allows $100 per person for safety boots in the Public Works Department and the Parks and Recreation Department. This has become a bit of a problem for us because we do require the individuals to wear safety boots and the cost of those has increased over the years. I donít think we have increased this in six or seven years and weíd like to increase this from $100 to $125.
The State of Ohio has a landscape program for state owned properties, which would include interstate right-of-ways, for landscaping. Under this program the State of Ohio will provide a landscape architect and the materials necessary to undertake the project as long as the local jurisdiction provides the labor to install the material and commits to maintain the material. It is a little difficult at this point to predict what our long term costs will be because under the way this program is put together you donít know the true nature of what the landscape is going to look like until the architect gets done. We propose to file our application for the funding, and work this through with the landscape architect. This is in conjunction with the Springdale Garden Club and we have already talked to the Ohio Department of Transportation. All parties understand that we want to work towards a landscaping plan that would be low maintenance in terms of weeding, watering, etc. We really canít tell you what that means until we see the final design. We are suggesting that the City pursue the application process and then we can always decline to participate once we realize that the cost for maintenance long term might be more than weíre willing to undertake. However, at this point I have no way to suggest to you that thatís going to be the case. This is a multi-year program and the 2001 application is targeted at the southwest quadrant of the SR 4/I-275 interchange. Based on how we fair in this yearís application and execution we can then make decisions as to whether we want to pursue this program into other parts of the interstate right-of-way. I just wanted to alert Council that we will be filing this application this week.
Mr. Osborn said I also wanted to bring to Councilís attention that the fourth of July this year falls on a Council meeting date. The festival is on the third and fourth and if Council would like to start thinking about when youíre going to hold your Council meeting that would help us.
Finally, I have a notice from the Hamilton County Emergency Management Agency promoting a training session at the Glendale Town Hall on Monday, February 26, 7-9 p.m. for the Sky Warn Training Program. This is where the Hamilton County Emergency Management Agency brings in people from the National Weather Service to train weather spotters. If anyone in Council or the audience has any interest in participating in this program, you can contact the Hamilton County Emergency Management Agency at 851-7080 and enroll in this program.
Mayor Webster said I would like to share some numbers on participation at the Community Center. I think we have all been overwhelmed by the acceptance of the Center by the community and the usage. Last year from January 1 through the end of the year, we had 1,157 members. For the month of January 2001 we had 902 signed up for membership. The income for last January was $7,146.80. This year, the income was $30,006.55. The computer research lab attendance for the ten-week period since we opened through January, we had 440 individuals. I can attest that this is being used by all age groups. The fitness center membership for the month of January was 272 people. This does not include pool, senior or business memberships. We have had 300 youngsters in the child care center and the income there is $1,200. It certainly is refreshing to see so many people down there. Itís been a rousing success. We have chosen the date of Sunday, May 20 for the dedication around 1:00 to 2:00 p.m.
Mayor Webster said, as all of you know, Dave Okum has been involved with the City for many years. He was a two or three term Council member. He presently serves on Planning Commission and BZA. His son, Robbie Okum, was involved in a very serious accident a couple of weeks ago. I have exchanged several e-mails with the Okum family. Dave wants to pass along his appreciation for the magnificent job that our Police and Fire Department did on that evening to save Robbieís life. I donít think thereís any doubt about it, if it had not been for their swift reaction to the situation, getting the Air Care people here as promptly as they did, a bad situation would have been even worse. The last report I have is 48 hours old. Robbie Okum is doing well. He still faces a long, hard road with several operations. He is making progress and things are looking up. Once the Okums are back in circulation they probably will want to participate in some ceremony here that will honor those people that gave an extraordinary effort to save this young manís life.
Mr. Danbury said at the Community Center I think one of the more popular areas is the computer center. If you havenít had a chance to go to the Community Center, go down there. There is always somebody in the computer area. Mr. Osborn, where do we stand with the possible replacement of the floor in the dance studio?
Mr. Osborn replied that is an issue that is still being contested with the contractors. We believe the floor should be replaced. There is still some effort on the part of various contractors and subcontractors to deflect blame and responsibility but we are working through that. We are holding on to all the money we have until all issues are worked out. Mr. Parham can give you a better idea of the holdings.
Mr. Parham said the amount retained for the general contractor is $187,000. At the same time the responsible party for the floor in the studio is not the general contractor. Itís the HVAC contractor.
Mayor Webster said I would like Mr. Parham to share some more attendance figures with you.
Mr. Parham said if you will recall, a number of years ago we started a Friday night activity of basketball. Since the center has opened the staff has held two of those evenings. When we first started we probably averaged around 15 kids. I met with Mr. Burton on Monday evening and he reported that we had approximately 65 participants at the first meeting. Itís not just simply basketball. They open the gymnasiums, the game room and resource library. They provide pizza and soft drinks. There were no problems whatsoever. At the second evening there were about 160 participants. The goal is to attempt to have this type of program either on the first and third Fridays, or the second and fourth Fridays of the month. The kids were very pleased to participate.
The other program I want to share with you is the focus group. We gathered a number of individuals out of the community to come in and assist us with programming ideas, how to increase employment opportunities, etc. One of the things that came out of that focus group was the three-on-three basketball tournament. There were seven teams who participated last year. There were three age groups: 8-9, 10-11, 12-13 year olds. We tried to have girls teams as well as boys teams but we didnít get enough participants on the girls side. There were three teams in one division, four in another. We did have teams show up the day of the event but we had pre-registration and did not allow those individuals to participate. Each participant received a tee shirt donated by the Springdale Youth Boosters. We provided water for the participants and the first place team received medals. Because of the amount of spectators that were there last year, Mr. Henry Bradshaw who works with Gary Thompson on this project, believes we will have quite a few teams participating this year. We will run the same format with single game elimination. We have a tentative date but we donít want to conflict with the Pepsi Hoop It Up contest. We are going to hold it to the same age groups again this year. There were a number of other things that came out of the focus group. Another was a pool party that was held this past year. Again we tried to have pre-registration. It was just prior to the end of the school year. We used the school to advertise the program and we tried to cap it at 200 participants. We had a disc jockey come in. They had pizza and a lot of fun. We are going to do that program twice this year. The first outing will be on June 8 and the second will be August 17 to catch them just after they are let out of school in June and just before they go back in August. On Friday, February 16, we will hold a teen dance at the Community Center for ages 13-17. Again, we expect tremendous participation. I thank those individuals participating in the focus group.
Mayor Webster said while we are reporting on Community Center activities Iíd like to remind everyone that Marty Brenneman will be at the Community Center Monday, February 12 at 7 p.m. He will be introduced by Mr. Danbury and we will try to present Mr. Brenneman a few mementos of the City before he leaves. There is no charge to attend but you do need a ticket. They are going to cap it at 300 and it is approaching that now. The cinema horse races will be held at the Community Center on February 24. The doors open around 6:30 p.m.
MEETINGS AND ANNOUNCEMENTS
Board of Health - February 8
Planning Commission - February 13
Board of Zoning Appeals - February 20
Mr. Danbury made a motion that Council go into a executive session as a committee of the whole to discuss possible real estate acquisition. Mr. Vanover seconded. The motion passed with six affirmative votes.
Council went into executive session at 7:45 p.m. and returned at 8:42 p.m.
ORDINANCE NO. 9-2001"APPROVING THE REAL ESTATE AGREEMENT BETWEEN THE OHIO DEPARTMENT OF TRANSPORTATION AND THE CITY OF SPRINGDALE FOR THE SR 747/ CSX GRADE SEPARATION PROJECT; HAM-747-3.829, AND DECLARING AN EMERGENCY"
Ms. Pollitt made a motion to adopt and Mr. Vanover seconded.
Ordinance 9-2001 passed with six affirmative votes.
COMMUNICATIONS FROM THE AUDIENCE - none
UPDATE ON LEGISLATION STILL IN DEVELOPMENT
Amendments to Zoning Code - February 21
RECAP OF LEGISLATIVE ITEMS REQUESTED
Purchase of one top pick-up - February 21
Rejecting bids on wood chipper - February 21
Increase allowance on safety boots - February 21
Council adjourned at 8:46 p.m.
Edward F. Knox
Clerk of Council/Finance Director
Kathy McNear, President of Council