President of Council Kathy McNear called Council to order on May 1, 2002, 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, Wilson and McNear.
The minutes of April 17 were approved with seven affirmative votes with one change on page one. SR 4/Sharonville Road should have read SR 4/Sharon Road.
Mayor Webster read a letter from Bradley McCloud stating, "It is with great pleasure that I write this letter to commend the efforts of Lieutenant William Fields on the investigation of recovery of my stolen 1969 Pontiac Firebird. On April 6, 2002 my firebird which Iíve owned for eighteen years was stolen from the Dave & Busterís parking lot in Springdale. Lieutenant Fields was assigned to the investigation and I was extremely pleased with the effort he put forth in trying to recover my car. We had several leads, which although amounted to nothing, he thoroughly explored. My car was ultimately recovered by the Montgomery County Sheriffís Department on April 18. I was contacted immediately by Lieutenant Fields. When I arrived to retrieve my firebird from the tow lot in Dayton, they informed me that they barely had the car on the lot before Lieutenant Fields arrived to begin investigation and fingerprinting. Itís this kind of diligence that should not go unrecognized. I am the Chief Legal Counsel for the Office of Criminal Justice Services and the City Council President for the City of Reynoldsburg, a suburb of Columbus. As such, my experience with law enforcement has been primarily from a regulatory perspective. I would like to thank and commend Lieutenant Fields for his efforts and success with this, my first experience as a victim."
The second letter is notification from Chief Mike Laage: "We have been advised that Officer David Buschmann has been selected to receive the "Contribution to Law Enforcement Award" for his work with the senior community within Springdale and the regional Maple Knoll facility. Dave has done an outstanding job in this assignment and is most deserving of this recognition. Dave will receive this award at the annual dinner on May 19 at the Sharonville Convention Center. Cash bar is at 6 p.m., dinner at 7:15 p.m. and the ceremony is immediately following at 8 p.m. I would like to invite each of you to attend and to share this accomplishment with Dave, his family and the PD. Please advise and I will order tickets."
COMMUNICATIONS FROM THE AUDIENCE - none
PRESENTATION Ė LEAF COLLECTION PROGRAM Ė Dave Butsch
Mr. Butsch said after the end of the first pilot project we did in the Springdale Terrace/Royal Oaks subdivision and Heritage Hill, we surveyed the residents. We had a 42% response rate with 89% positive response. This year we expanded the program to include all single-family residential units. It expanded from 938 residences to 2,475 for the whole city. Initially we were looking at two 3-man crews, the two leaf machines we currently have and utilizing all four of our dump trucks. We did rent a truck as planned, from Hertz Rental, to fill in as needed because once the trucks are set up with leaf boxes they are very difficult to break back down to utilize for other jobs. The actual labor and equipment we used was one 4-man crew, which included two rakers, a hose operator and the truck driver. We only utilized one leaf machine and used the other as a backup and we used two large dump trucks. We kept on two of our seasonal workers and it worked very well.
The volume of leaves collected doubled from the first year to this year. We only increased the personnel by 50%. The schedule for collection ran nine weeks each year on a bi-weekly scheduled. We didnít have bad weather and the leaves came down pretty steadily.
Mr. Butsch said most of the leaves were disposed of at the Feed Barn (West Chester). Some went to Parkyís Farm, a couple of residents and the Village of Greenhills. We started dumping in Chamberlain Park right after we received the EPAís approval for the compost facility where the old tennis court is located.
We encountered a few problems with residents mixing brush with the leaves and with cars parked in front of the piles. The Springdale Terrace/Royal Oaks and Heritage Hill subdivisions were vastly improved over last year. I think the residents got the hang of it in those areas. We gave fliers to residents who mixed the brush in or parked cars in front of the leaves. They may have handed out 20-25 of them and it improved immensely in the second round.
Mr. Butsch said the local composting will allow us to dump for free. It eliminates the need for the rental truck. Weíll be able to keep one truck set up for the leaf machine which takes twenty-minutes to break down for snow removal. Weíre hoping to generate in-house mulch and weíre starting to get a nice-sized pile. Pretty soon weíll bring a tub grinder in and process the material down a little finer.
Mr. Butsch said we were tight on personnel. There were a couple of times that we were maxed and we had to shuffle things around but it still worked out.
Mayor Webster said thank you very much for an excellent, precise report. At the last meeting or two Jeff Williams was in giving his presentation. Hereís another area of the city that does an outstanding job for us. A year or two ago, when we first started talking about the leaf collection program, there were a lot of unknowns. In order to bring reality to the table we almost had to give Dave and his staff a blank check so to speak. Iím so proud of these guys that they have not used that blank check. They really tried to economize and make this work in a very economical manner. That saves the city some money. I heard a lot of positive comments on the leaf collection. The only negative that I heard was that the residents wished we could establish an exact day for pickup. I explained that we couldnít do that because we didnít know how many leaves were going to fall each day. I think the program has graded out to an A+ and most of the credit goes to Dave and his crew.
Mr. Osborn stated that Dave glossed over the item about composting in Chamberlain Park. It makes an incredible difference in the cost of the program. Otherwise, each trip is a minimum of 30 minutes each way, sometimes 45 minutes to an hour each way. So once a truck fills up it may be one to two hours in making the cycle and coming back again. By running to Chamberlain Park they can be back in a half hour or less. The only reason we have that compost facility is that Dave requested permission to apply for a compost license there and the numbers prove out to make that worthwhile. The only cost for the operation of the compost facility will be the rental of the tub grinder and incidental labor to operate that but we will be able to off-set that with money we save by not buying mulch. The department, particularly David, has tried to find every opportunity to make this program as efficient as possible.
Mr. Danbury said when we first started talking about this I had concerns about leaves blowing into the neighborís yard and going down into the gutter. Was that a concern?
Mr. Butsch replied no, not really. Sometimes small sticks will carry the leaves into the gutters and catch on top of the catch basin drain causing it to back up, but if we can keep them separate, it works fine. I really didnít see a problem at all. In the initial trips people were raking them into the street because they didnít want them to kill their grass. As the Mayor pointed out I wish we could get around on a specific day. We probably could but it would have a big drawback on labor. We would be committed to every day.
Mr. Danbury said the 45% response was great.
Mr. Galster asked do we have an actual dollar cost on the program?
Mr. Butsch replied actually no. The only cost we are incurring that we typically wouldnít get at that time of the year is the seasonals that we hired. I think it was around $12,000 to $15,000. There wasnít any overtime labor; the equipment was already on board. We did set up two more trucks for leaf boxes. Thatís a one time deal and it was $2,000 in material.
Mr. Galster said at some point I assume weíll be looking into whether we want to continue the program and we will have a better understanding of the cost. I have questions such as what is the life expectancy of the leaf machines.
Mr. Butsch answered based on the hours we have on the machine and based on the diesel engines we bought Iíll be long retired before we need to buy more machines.
Mr. Galster said my kids play in the leaves all the time. I donít know how many people put them in the street but that concerns me. How many people did we have actually put them in the street?
Mr. Butsch replied Heath Waxman was the full-time person and the one who handed the fliers out to residents if there was a problem. I think there were only 20-25 people who got fliers and I couldnít say how many of those were for leaves in the street. Once we told the residents once it was fine the next time.
Mayor Webster said we would like to come away with a nod from Council on what your preference is in going forward. Needless to say, we believe itís been a very successful and well received program and we would like to continue to offer it, whether itís a permanent decision or year-to-year call. If you need more information to make that decision weíd be more than happy to work that up for you. If we are going to offer it, remember that weíve had almost perfect weather conditions the past two years. We could have some extremely bad weather early and if that happens, the leaf program will have to take a back seat to clearing our streets and roads. I hope the residents realize that and will cut us some slack on our leaf program if we get hit with several big, early snowstorms.
Mr. Danbury stated I would like to propose that we go ahead with this.
Mr. Wilson said I would like us to continue this fall and look at it on an annual basis.
Mr. Galster said Iíd like to see it on a year-to-year basis but Iíd like to know the ballpark costs before I vote on it.
Mr. Osborn said Iíd like to know how detailed a cost breakout youíd like on this because the only truly identifiable cost right now is the cost for seasonal labor. We purchased the equipment last year so we have no equipment costs. Do we amortize that cost over the life of the equipment and figure that cost per year? We can give you the number of hours and what we paid for labor but we didnít incur expenses to redirect that labor to other places. I think when we do give you costs it may not give you the entire picture. The major investment occurred a year ago so the incremental cost we had to do to expand it to a city-wide operation was very minimal so I think thatís why David didnít go into a detailed cost estimate.
Mrs. McNear said perhaps you can give us the figures for the labor and life expectancy of the equipment.
Mr. Osborn replied, if you recall, we bought two of those leaf machines anticipating that we would be using two vehicles. David has found a way to use one so that means we are rotating that equipment. We are not putting all the time on one so we ought to sustain the life expectancy of those machines. I think weíll have ten to fifteen years on that equipment.
Mr. Butsch said at least fifteen years. The one machine has approximately 180 hours on it. The other one has twenty. The idea was if we needed to buy a third we would wait so many years and cycle it in.
Mrs. McNear said perhaps we should withdraw the motion and wait until we have the figures.
Mr. Danbury said if we are looking at costs we have to look at the whole picture. Weíll have to look at the cost of mulch that we are paying for right now, equipment, personnel, etc. If we donít do the program residents can compost, go to the sticker program from Rumpke, or the City can go to the program we had.
Mr. Osborn said there is a cost to the waste collection program in some form when Rumpke has to pick them up. Perhaps Mr. Parham could come up with how our bill would be affected if those were totally excluded. Even with the leaf vacuum program weíre not telling the residents that they canít put leaves out to the curb.
Mr. Danbury said Iím not saying we should just issue a blank check but it appears that it is cost efficient.
Mr. Wilson said I withdraw my motion and we should look at costs at the next meeting and make a decision at that point.
Mayor Webster said weíll work you up a document showing what the capital cost was, estimated life of the equipment, incremental costs and a list of benefits we see.
Mrs. McNear said if you would, pass on our thanks to your crew. You did a great job. For such a messy job itís surprisingly clean. I do a lot of walking and even the dust that comes off the truck is very minimal. There is not a lot of mess left in the street, on the sidewalks or the grassy area between the sidewalk and street. Itís quite amazing that they can do that messy a job and keep everything looking so nice.
ORDINANCE NO.22-2002 "AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO EXECUTE A CONTRACT TO PURCHASE WITH RON JASPER AND BECKY SUE JASPER FOR THE ACQUISITION OF PROPERTY LOCATED AT THE REAR OF 270 WEST SHARON ROAD, SPRINGDALE, OHIO, 45246, AND DECLARING AN EMERGENCY"
Mr. Squires made a motion to adopt and Mr. Vanover seconded.
Ordinance 22-2002 passed with seven affirmative votes.
ORDINANCE NO. 23-2002 "AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO EXECUTE A CONTRACT TO PURCHASE WITH VINCENZO MAZZOCCA AND ANDREA MAZZOCCA FOR THE ACQUISITION OF PROPERTY LOCATED AT 11125 SPRINGFIELD PIKE, SPRINGDALE, OHIO 45246, AND DECLARING AN EMERGENCY"
Mr. Vanover made a motion to adopt and Mr. Galster seconded.
Ordinance 23-2002 passed with seven affirmative votes.
ORDINANCE NO. 24-2002 "APPROVING THE RECOMMENDED AMENDMENTS TO THE BYLAWS OF THE MIAMI VALLEY RISK MANAGEMENT ASSOCIATION (MVRMA) AND DECLARING AN EMERGENCY"
Mr. Vanover made a motion to adopt and Mr. Wilson seconded.
Ordinance 24-2002 passed with seven affirmative votes.
ORDINANCE NO. 25-2002 "AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO ENTER INTO A CONTRACT WITH TEC ENGINEERING, INC., FOR SERVICES REGARDING OPERATIONS AND MAINTENANCE OF THE CITYíS TRAFFIC CONTROL SYSTEM AND DECLARING AN EMERGENCY"
Mr. Squires made a motion to adopt and Mr. Vanover seconded.
Mr. Danbury asked is this for a one-year contract?
Mr. Osborn replied itís a one-year contract with a one-year option.
Ordinance 25-2002 passed with seven affirmative votes.
ORDINANCE NO. 26-2002 "AUTHORIZING AN AGREEMENT BETWEEN THE CITY OF SPRINGDALE AND THE GREATER CINCINNATI CHAMBER OF COMMERCE PERTAINING TO "PARTNERSHIP FOR GREATER CINCINNATI 1999-2003"
Mr. Wilson asked is there ever a time that itís not $10,000? Are we always committed to that dollar figure? Do we have the option to go with a lower figure?
Mr. Osborn responded we certainly have that option but if you go back to the ordinance that we adopted in 1999, we made a commitment to donate $50,000 over a five-year period working out to $10,000 a year. We could amend that in the future.
ORDINANCE NO. 27-2002 "ACCEPTING A BID AND AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/ FINANCE DIRECTOR TO ENTER INTO A CONTRACT WITH BP PRODUCTS FOR GASOLINE AND DIESEL FUEL AND DECLARING AN EMERGENCY"
Mr. Galster made a motion to adopt and Ms. Pollitt seconded.
Mr. Squires asked do we have vehicles that require premium lead-free 93 octane?
Mr. Osborn replied yes, most of our gasoline is consumed by our police vehicles and they require premium. Itís actually more economical for us to only buy that one octane as opposed to another storage facility to have multiple-octane gasoline selections.
Mr. Wilson said the high octane has a lot of additives in it which cleans ejectors so the overall cost is less in terms of maintenance.
Ordinance 27-2002 passed with seven affirmative votes.
ORDINANCE 28-2002 "AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO EXECUTE A CONTRACT TO PURCHASE WITH ROGER E. FRIEDMANN, TRUSTEE, FOR THE ACQUISITION OF PROPERTIES LOCATED AT 11139 SPRINGFIELD PIKE AND 11147 SPRINGFIELD PIKE, SPRINGDALE, OHIO 45246, AND DECLARING AN EMERGENCY"
Mr. Galster made a motion to adopt and Mr. Squires seconded.
Ordinance 28-2002 passed with seven affirmative votes.
OLD BUSINESS - none
Mr. Knox reported that Mr. Williams and I attended the annual required financial training and from that we got another CD. This CD identifies all the information people need to know about the office of the Treasurer of State and the things that they can do for us. Itís also self-updating. It has addresses in it and if you hit those youíll get the latest information. There will be a copy of this available at the computer room in the Community Center and also with Ms. Dunfee in the Administrative offices.
Mr. Knox continued we will have to have the tax budget submitted no later than the second meeting in June.
Mr. Knox said the Taj Mahal request for liquor license has arrived. Council did not object.
Mr. Parham said we have to have our application into MVRMA and subsequently to the Bureau of Workers Compensation prior to the end of June to participate in the Miami Valley Risk Management Workers Compensation Group Rating Program. I would like to have legislation at the next meeting.
Mr. Parham said this is the second time I have come before you to request an extension to the fact finding process for the negotiations that are currently underway with the Fraternal Order of Police. The extension that you approved at an earlier meeting has since expired. The fact finding date was set for April 12. The fact finder had a medical issue related to his family and we now have a date of July 31.
Mr. Danbury made a motion to approve the date and Mr. Wilson seconded. The motion passed with seven affirmative votes.
MEETINGS AND ANNOUNCEMENTS
Board of Health - May 9
Planning Commission - May 14
Board of Zoning Appeals - May 21
Mr. Danbury said I want to commend the five students in the audience who stuck around for the entire meeting. Sometimes people look at this as a sentence they have to do. If you get involved you can really change a lot of things. Some days you guys will be up here and weíll rely on you to run the city.
COMMUNICATIONS FROM THE AUDIENCE - none
UPDATE ON LEGISLATION STILL IN DEVELOPMENT
Contribution to Partnership for Greater Cincinnati - May 15
Pictoria Island TIF - open
RECAP OF LEGISLATIVE ITEMS REQUESTED
MVRMA Workers Compensation Group Program - May 15
Agreement for funding for Sharon Road/Springfield Pike - May 15
Proposed change to paragraph 3903 of code - May 15
Banking depositories - May 15
Council adjourned at 8:10 p.m.
Edward F. Knox
Clerk of Council/Finance Director
Kathy McNear, President of Council