President of Council Kathy McNear called Council to order on December 19, 2001, at 7:00 p.m.
The governmental body and those in attendance recited the pledge of allegiance. Mr. Knox gave the invocation.
Mr. Knox took roll call. Present were Council members Danbury, Galster, Pollitt, Squires, Vanover, Wilson and McNear.
The minutes of December 5 were approved with seven affirmative votes with a change on page 7488, sixth paragraph, second line. Remove one "Basic" from the line.
RESOLUTION R18-2001 "COMMENDING THEODORE TARTER FOR HIS DEDICATION AND SERVICE TO THE CITY OF SPRINGDALE"
Mr. Danbury made a motion to adopt and Mr. Vanover seconded.
Mr. Danbury said I just want to thank Ted for the many, many, many years of service. If you look at this we have a man who has been in one of the most vital parts of our city, the Civil Service Commission. The work they do is invaluable in getting us quality personnel. Some of the people Ted has been involved with in hiring have actually retired from the City. Thatís how long he has been here Ė 27 years. Iíve known Mr. Tarter and his family since 1966 and they have always been a great addition to the community. Thank you so much for all the years and countless hours.
Mayor Webster said I echo Mr. Danburyís sentiments. You canít say enough about someone who has the fortitude to stay with something like this for 27 years. I canít say enough about the quality of people we have working in the City. It all starts with the efforts that you and your committee give us to start with. On behalf of the City I would just like to say thank you very much. Ted and I were reminiscing before the Council meeting. I know for a fact that as far as tenure on boards and commissions Ted came on board right after Cecil and I did.
Mr. Tarter stated I appreciate it very much. The village has been very good to me.
Mr. Vanover said Civil Service, as important as it is, is one of the quiet operations that is so vital. It speaks volumes for the dedication. We speak highly of all of our forces and you have helped put a shape to that face. Thank you very much.
Resolution R18-2001 passed with seven affirmative votes.
Mayor Webster presented the resolution to Mr. Tarter.
Mr. Tarter said I really enjoyed my tenure. The village officials have been absolutely super. I have no complaints. Not one time in 27 years did anyone ask me to sway to a particular position. I think that speaks well. Thanks again for letting me serve.
COMMITTEES AND OFFICIAL REPORTS
Civil Service Commission Ė Mr. Coleman said Civil Service met November 12. We had been considering some rule changes. The changes involved Rule 9 of the Commission which involved examinations; Rule 7, appointments; and Rule 10, reductions, suspensions and removals. After considering this legislation for quite some time and having discussed it numerous times with the Assistant City Administrator, Mr. Tarter, Mr. Strange and I were able to review all this information. By unanimous vote we adopted the rule changes. In the short period of time I have been involved with the Civil Service Commission, Mr. Tarter has been one steady force and one guiding light within the Commission itself. When I received information regarding Mr. Tarter no longer participating in Civil Service I also responded to Tedís letter on behalf of the Commission and I want to thank Mr. Tarter for the opportunity to serve with him as a member of the Civil Service Commission. The countless hours he has given to Civil Service and the City over the past 27 years speaks of his dedication, not only to the task but his commitment to helping Springdale as a citizen and member of the commission. Sincerely your presence will be missed; however, it is hope that the example you set will continue.
Rules and Laws - no report
Public Relations - no report
Public Health, Safety and Welfare - no report
Public Works - Mr. Wilson had the proposed street program passed out. This is the itemized breakdown. The Public Works committee has discussed and recommends a 2002 street program that will include curb replacement, grinding and overlay of the majority of the Springdale Terrace subdivision. The only streets not included in the 2002 street program are Silverwood and Rosetta, which were completed in 1998; and Lawnview and Princewood that will be completed in 2003. Other areas of the 2002 street program would be the general city-wide repair work including sidewalk, curb and pavement repair, grinding and resurfacing of the portion of East Crescentville within the City. If Council approves the recommended program we would suggest legislation for engineering services be on the agenda for the January 2 Council agenda. This would allow an early bid of the project and provide a better bidding climate to achieve good unit prices and would allow a mid summer completion date. If you look at the bottom line on the handout we are looking at $879,200 for the street program for 2002.
Mr. Danbury ask do we anticipate that the price of asphalt will be lower now that the price of petroleum has dropped?
Mr. Shuler replied we donít know the specific answer to that but we are hopeful. Two years ago we saw a significant increase when oil prices when up. We are hopeful that we will see lower asphalt prices and that is another reason we would like to get out to bid as early in the year as possible.
Mr. Knox asked are we going to do both lanes of East Crescentville Road?
Mr. Wilson responded we will just do the Springdale side.
Mr. Shuler said Mr. Osborn, Mr. Butsch and I had a meeting in the Butler County Engineerís Office and part of the discussion was the East Crescentville Road. We wanted to see what the new County Engineerís position was on the reconstruction of that entire area. We found that there is interest on their part to continue to pursue that project. However, it is unfunded at this time and funding is key. Knowing itís going to be a number of years down the road we discussed with the committee the necessity of going ahead with the maintenance and repair work to keep that road in a serviceable condition until the project to completely reconstruct it is undertaken.
Public Utilities - no report
Capital Improvements Ė Mr. Danbury said there is no change for the CSX project. The streetscape program will be bid in the spring and construction in the fall of 2002. For Kemper Road Phase II, Old Commons Drive to Chesterdale, we will receive $660,000 in outside funding. Weíre looking to do right-of-way negotiations in two months, construction next summer, close down construction in November and December and finish in September 2003. The West Sharon Road bike path construction plans were approved, construction scheduled for next summer. The Glensprings Drive culvert extension cut-up plat for their property is complete. That construction is a year and a half off. The Heritage Hill School signal is a joint project with the City of Sharonville. The bid opening will be Friday, construction in February.
Finance Committee Ė Ms. Pollitt reported the 2002 budget work session is on the agenda tonight.
Planning Commission - Mr. Galster said Hobby Lobby had been tabled at the previous meeting. They are going to paint the whole building. The outside garden center and false wall close to Tri-County Parkway will be coming down. They will bring in final plans on how they will landscape that and possibly make additional parking area. That was approved 5-0. An exterior building elevation change was approved for Variety Wireless, 11512 Springfield Pike. They are removing a pole sign and putting up an awning. Final plan approval for the Pictoria sign package was about all the signs except the pole sign on the interstate for the restaurant sites. It was approved 5-0 except for one sign that will come back as a separate issue. Friends had a fascia change for the pump island canopy at 11144 Springfield Pike. The Shell station has now become a Exxon station. They have already replaced the faces of the signs. The actual canopy was not approved based on color and they are going back to the corporate office to try to come up with a color scheme that will comply with corridor standards. That was tabled 5-0. Springdale Elementary School requesting a temporary classroom in a trailer was tabled 5-0.
Board of Zoning Appeals Ė Mr. Squires reported that they met last evening. Howard Johnson did not show up and their variance was denied due to missing two consecutive meetings. Carolyn Peters, 690 Allen Avenue, had requested to enclose her garage, build a carpet and construct a very large front porch. This was the second visit and they decided they could maintain the garage. The board did allow them to extend their front porch construction more than six feet into their front yard. That variance was granted. Springdale Church of the Nazarene is requesting a significant building addition zero feet from the rear yard setback. They will have to have a variance for a dumpster in the side yard. The Administration asked to have a voice in this because the City owns the property behind the church and the variance was granted. Steak and Shake asked for a continuance for a variance that they had not used in the past six months. It was extended for another six months. Kerry Ford, 155 West Kemper Road, is going to change their sign from a rectangle to an oval. They withdrew the request pending further study.
Mr. Wilson said the reason I wasnít on the dais is because my term of office was up.
Board of Health Ė Ms. Pollitt stated there was a public hearing for establishing food service operations, food establishments, vending machine locations, mobile and temporary food operations. There was discussion again about the animal nuisance program. The board would like to see the opossums, raccoons, skunks and bats listed as nuisance because they could carry rabies and they would like them to be removed from the property inside or outside the home. Other animals that might be inside the premises on the property would be removed twice that the City would pay for. After that the owner would be responsible for their removal.
Mr. Danbury asked is the removal for eternity or for the ownership of the home?
Ms. Pollitt replied it would be for as long as a person owned that home. If an animal gets into the home the trapper would tell the homeowner how to take care of the property so that the animals cannot get in. After the animals have been removed twice itís the homeownerís responsibility to take care of the problem. We want to help the residents with this problem but also cut down on the amount of money we are spending for this service.
Mayor Webster said for clarification we will trap the animals that carry rabies inside or outside the house any time and it will not count against the rabies. The bats have to be inside the house. I think what the Board of Health came up with mirrors what we heard at the last Council meeting. We give the residents two bites of the apple free for the non-rabies animals. After that they are on their own.
Mr. Osborn asked if the resident calls us out, we provide the service and point out that there is a hole under their eave and they fail to repair that, and then they call us out again, are we still obliged to remove the animals?
Ms. Pollitt responded the trapper would come out and get them out twice regardless of whether they have done any repairs.
Mayor Webster said the change there is that we used to go out six or eight times. Now we cut it off at two.
Mr. Wilson said the report showed $22,000 for a two-year period. Do we have an actual cost to date? Are we over budget if we break it down for the year?
Ms. Pollitt replied very close. A lot of these are extreme repeat visits. I also heard that there was trapping of animals because they were in the yard and the people didnít want them there.
Mr. Wilson said the concern is more the repetitiveness of the visits and not so much the budget.
Ms. Pollitt said last year we spent $10,770 and we budgeted $12,500. Weíre over $3,000 this year and our proposed budget for next year goes up to $13,000.
Mr. Danbury said for the audience, the reason we are facing this issue is that Ms. Pollitt shared some information where we have had numerous, repeated calls back to the same residence for the same issues of removing cats, squirrels, etc. The City is there to help every citizen but there comes a point where we have to draw the line.
O-K-I - no report
Mayorís Report Ė Mayor Webster said I want to announce the winners of the Christmas awards. Weíd like to have them come in at the next Council meeting to receive their awards. I strongly urge anyone out there who hears this to make their way around Springdale and look at the lights. The City is really lit up this year. The community has done a good job of incorporating some patriotic messages in with the Christmas displays. As usual, we have seen a lot of yards where there were lights that werenít lit up. We just couldnít get back two or three times to some of those house. Some people were still putting their lights up on December 8, 9, 10. The winners were:
12065 BROOKSTON DR. TOLAR
1ST PLACE 804 CEDARHILL DRIVE THOMPSON
2ND PLACE 805 ASHCROFT COURT SMITH
3RD PLACE 866 CLEARFIELD LANE SVACH
HM 860 YORKHAVEN ROAD KORTANEK
HM 793 YORKHAVEN ROAD WILLIAMS
HM 12015 ELKRIDGE DRIVE HENDRICKSON
HM 819 YORKHAVEN ROAD PACKER
HM 12060 ELKRIDGE DRIVE WETTERER
HM 797 WEYMOUTH BAUER
12095 SPRINGDALE LAKE DRIVE VELDHUIS
1ST PLACE 11850 FAIRSPRINGS COURT JUDY COMPTON
2ND PLACE 11856 GLENFALLS COURT RAMSEY
3RD PLACE 11817 WOODVALE COURT RICKS
HM 699 GLENSPRINGS DRIVE FOSTER
HM 11811 WOODVALE COURT FLETCHER
HM 11833 KNOLLSPRINGS COURT LANDSOM
HM 486 MAPLE CIRCLE DRIVE ROHRIG
HM 335 GLENSPRINGS DRIVE REED
580 CLOVERDALE AVENUE PLUM
681 ALLEN AVENUE BOSKEN
1ST PLACE 567 SMILEY AVENUE SUNDERMAN
2ND PLACE 696 ALLEN AVENUE EMERSON
3RD PLACE 693 ALLEN AVENUE SINGER
HM 607 SMILEY AVENUE DAVID OSTERMAN
HM 517 CLOVERDALE AVENUE HAMM
HM 462 DIMMICK AVENUE WOLF
HM 686 CLOVERDALE AVENUE RUBY GRANT
HM 524 CLOVERDALE AVENUE SMITH
11551 MADISON AVENUE HECKMAN
1ST PLACE 585 GRANDIN AVENUE DI MARCO
2ND PLACE 583 LAFAYETTE AVENUE BRABBS
3RD PLACE 11530 MADISON AVENUE BECKHEM
HM 11490 WHALLON COURT WRIGHT
HM 530 OBSERVATORY DRIVE BAKER
HM 565 WEST KEMPER ROAD MILLER
HM 591 OBSERVATORY DRIVE STARCHER
1ST PLACE 10974 ASHLEIGH COURT SPRINGER
2ND PLACE 375 CAMERON ROAD STACY
3RD PLACE 403 VISTA GLEN KETRING
HM 423 VISTA GLEN BOSTIAN
HM 309 GLENSFORD COURT JONES
HM 489 VISTA GLEN WOLFF
11783 VAN CLEVE SALATOWSKI
1ST PLACE 249 RUSKIN DRIVE SHROYER
2ND PLACE 11813 NUESS AVENUE BRADY
3RD PLACE 11828 RAMSDALE COURT SHIRLEY FLYNN
HM 118 RUSKIN DRIVE MEECE
HM 249 DISTON LANE ANDREWS
HM 11667 VAN CLEVE SHELIA FISHER
HM 11718 VAN CLEVE SINGLETON
HM 105 HARTER AVENUE OWENS
HM 11772 VAN CLEVE REINHART
12122 AUDIE COURT RISH
1ST PLACE 829 CRESCENTVILLE ROAD E ROKISKI
2ND PLACE 1254 WAINWRIGHT BIRKHOFER
3RD PLACE 12003 MALLET WHITAKER
HM 777 CASTRO LANE BARBARA AKERS
HM 705 CASTRO LANE WILLIAM WOLSING
HM 877 TIVOLI LANE FARMER
HM 876 TIVOLI LANE MCKNIGHT
HM 978 TIVOLI LANE BALL
MOST DECORATED STREET AWARD Ė VAN CLEVE AVENUE
MOST DECORATED SUBDIVISION Ė SPRINGDALE TERRACE
Clerk of Council/Finance Director - no report
Administratorís Report Ė Mr. Osborn said I would like Council to consider an ordinance at your next meeting for the purchase of two police cruiser replacements. We have two budgeted for next year. The State bid was awarded to Planet Ford of Centerville and the unit cost is $21,070. On January 8 that price goes up. We have been contacted by Bond Counsel and Pictoria Island Phase II bonds will probably be coming before you in January. This bond will be for $10,000,000 and will cover the cost of the infrastructure improvements and Phase II of Pictoria Island, as well as the public parking garage. The office tower is now complete and is ready for move in. The first tenant, American Express, has taken occupancy. There are a few meetings coming up. The County had announced early this year that they were proposing to hold a meeting to review storm water issues throughout the County. That meeting is set for January 10, at 6 p.m. at the Sharonville Convention Center. This is important because it is directed at the elected officials. It is a meeting that is intended to try to formulate policy on what direction the county as a whole will be taking on this issue. Unfortunately, the matter has been made more complex by the additional issues that have been added to the table. The primary reason why we have been talking about some sort of storm water utility for the last eight months is because in March 2003 all jurisdictions in Hamilton County will have to file a permit with the USEPA for compliance under Phase II of the Clean Water Act. This process has been addressed in different ways in different parts of the country. The consultant that has been meeting with the jurisdictions and there have been monthly technical meetings where we have been represented by Mr. Butsch, has tried to develop some sort of framework on which to make a decision about how to create this utility. The options we have range from something like MSD where the County would control a budget and operate storm water utility for the entire county and we would have virtually no control or input. The other extreme is what I prefer, where we would be like a confederation and have a weak storm water utility that coordinates such things as common standards, provides coordination for advertising and other policy setting, but does not take over the responsibility of each local jurisdiction to implement and maintain the improvements and policies that are going to be required under Phase II. My concern is if we have a county-wide utility, we in Springdale, will be paying for improvements in other parts of the county. Here in this community we have been doing water detention, water management since the mid 1970s. The state law is set up so that it could be at either end of that spectrum or somewhere in-between. Mr. Butsch has advised me that more and more pressure is being brought to cause the selection of this utility to be more towards the strong model. The other factor that is making it even more complicated is, that while this is dealing with water quality, everyone wants to talk about flooding. So the meetings have been preempted in many cases with discussions about trying to control flooding, which is not really why we are reviewing this whole issue of storm water utility for compliance under Phase II, but itís been made an issue now. Even in this letter it says "in recent years flooding has become more and more an issue in most, if not all, local county jurisdictions. Hence the question of the moment is "should all the county jurisdictions bite the bullet and enact a county-wide storm water district?" Again, itís like this whole issue of clean water has been hi-jacked by issues related to flood control. Not to say that thatís not important, but it seems like weíve tried to put two people on the same horse here. Itís making things harder to deal with. I want to encourage you to attend that meeting on January 10 because I think the more elected officials we have present, the more input weíll be able to make over the long term with the County Commissioners.
Mr. Parham stated I have distributed to you a yellow card as well as two documents. Although this is to invite elected officials, the target is also to invite the residents of the community and Hamilton County to a county-wide town meeting that will be sponsored by the Planning Partnership of the County Regional Planning Commission. It is part of a COMPASS program to develop a vision for Hamilton County as well as to develop strategies for implementing that vision. The county-wide town meeting will be held on Saturday, January 12, 8:30 a.m. to 4:00 p.m. at the Cincinnati Music Hall ballroom. They are strongly encouraging participation, not only of elected officials but citizens of the community as well. There are a couple of methods of registering for the event. You can call 946-4505 or register on line atwww.communitycompass.org. The second document I have given you gives highlights on some of the issues they are proposing to discuss. Some of those are fragmentation, distrust, embracing race and equality, development and environment, balancing the built and natural environment and economic health investing in our prosperity. There was a representative from the Regional Planning Commission who attended this particular meeting and distributed this information to us. One of the things we suggested to them is that they begin to focus on particular issues to encourage more individuals to come out. If we have a broad enough subject that it affects the entire community but does not affect any individual specifically, it is difficult to get them to get them to come out and participate, particularly for something of this nature. Generally, if you have issues that affects you and me specifically, youíre more likely to get those individuals to come out and participate. If you have an opportunity on January 12 or you have others youíd like to encourage to participate, these are the ways they can register. They did indicate that they would be willing to have an individual come out and speak if Council is so inclined.
Mr. Osborn said I again would encourage participation. I plan to attend. I know itís an all day commitment on Saturday but the County is very serious about coming up with a comprehensive plan and this visioning exercise will serve as the basis for a lot of the policy that will be put into a comprehensive plan. I attended one of the focus group meetings at Scarlet Oaks in the fall. All the activist interest groups were well represented. It seemed to me that the people at that meeting were representing a very narrow issue. It was not attended by a large group of mainstream people who might have a general overall interest in whatís going on. I think the more people we can get to this exercise, the better prospects are that weíll have a truly balanced outcome. In the exercise I was involved in there were some very radical ideas put on the board. Fortunately, they didnít garner enough support but it was clear that this could be a device that could generate ideas that might not be consistent with how we see the County from our perspective.
Law Directorís Report - no report
Engineerís Report Ė Mr. Shuler said Mr. Shvegzda will be here in my place for the two meetings in January and the first one in February due to the surgery I have planned in January.
Mr. Knox said the first communication is from Todd Portune. It reads "Recently the Hamilton County Board of Commissioners passed a resolution to establish the Hamilton County Home Improvement Program (HIP). The program is designed to assist homeowners and investors of all income levels to enhance their property. The objective of this program is two-fold: curb the outward migration of Hamilton County residents and improve our aging housing stock. We think this will provide an important tool and allow us to partner with the State of Ohio when Treasurer Joe Deters unveils the statewide length deposit program. This program offers loans to home property improvement at 3% below market rates. All communities in Hamilton County are eligible providing they agree to participate in the program and provide some simple, routine monitoring to confirm the work done. To assist you in deciding whether to participate and to detail the program, we will hold two informative sessions on the home improvement program on Monday, January 7 at 8:30 a.m. and at 5:30 p.m. If you believe this program is something your community should have, you should have a representative from the City of Springdale in attendance to assure that you are properly informed and that you will be able to participate when the program begins. At the meeting we will discuss the details of the program, expectations of the County, the City of Springdale, the banks and the home property owner, marketing of the program and what your legislative body will need to do to be eligible by the launch of the program in late February. Please RSVP with my assistant. Attached you will find a summary of the program and a draft ordinance that the City would need to pass to be eligible." This is restricted to homes under $299,000, which would cover just about most of the City.
Mr. Knox said the second communication is an e-mail received on December 17 from Michael Brunck. He states, "I attended a Council meeting many years ago in which the topic of highway noise reduction for the Beacon Hills subdivision was discussed. Several options were proposed including planting pine trees to reduce the noise. It was decided to study the options. Has there been any progress? My wife and I take walks every night. The noise is not too bad from our house but it is unbearable from the houses bordering the highway. Thanks, Michael Brunck, 902 Cedarhill Drive"
Mr. Osborn said on the meeting that Mr. Portune has brought to our attention, Mr. McErlane and Beth Stiles, our Economic Development Director, are presently scheduled to attend. On the issue of the sound walls, at the meeting we had many years ago, the representatives on the sound walls at that meeting, confirmed that the use of trees is not allowable as a sound barrier device along the interstate. Essentially, itís a wall or nothing. Since that time it has gotten more severe in that the federal government will only pay 50% of the cost of the wall, with the local jurisdiction required to make up the other 50%. Iím certain that those of you who attended the meeting came away with the same understanding that I did, that the vast majority of people in attendance were here to say they didnít need a wall. We have not done anything further other than keep track of what the current policies are in relation to those walls.
Mr. Vanover said I find it amusing that they are going back along the I-71 corridor and are planting trees in front of the walls. If foliage isnít successful, why are we spending money unless itís to hide these ugly walls. Thatís probably part of it too. Iíve just recently been doing some work by the Michael Fox highway and my heart bleeds for some of those people, that their backyard view is this massive concrete structure.
Mrs. McNear said I remember that meeting. We were here until midnight and the people were here to say that they do not want those walls.
Mayor Webster said my recollection is the same. I also recall that the presenter from the State did not do an outstanding job. I can understand why some people may have left here with the understanding that maybe there was something else that could be done. We kept throwing up berms, trees, etc. A percentage of our population probably is waiting for the City to announce something. I know one of our constituents asked Mr. Wilson when he was campaigning why nobody got back to him with anything. I think maybe in the next newsletter we could have an article in there stating what the present situation is and that it hasnít changed as to whatís available. Hearing nothing to the contrary weíre not pursuing anything along those lines.
Mr. Wilson said the lady who brought that up lives on Glenfalls, which is one of the properties that backs up to the highway. I am going to report back to her that now we are looking at the municipality coming up with 50% of the cost of this project. Now itís up to us to come up with 50% of the cost that benefits those that are close to the highway but does not benefit those 200-300 yards away. There has to be another option. There was a gentleman named Doctor who brought up the issue that they used earthen barriers in Germany. The State wanted to have nothing to do with that.
Mr. Osborn said part of the reason that berms would be a problem is that to be 10-15 feet tall at a 3 to 1 slope, the base would have to be 60 feet wide. Thatís on a flat plane. If you are on a slope which all the expressways are, you try to put a berm on that type of slope, you have to move a great deal of dirt. Thatís why they are not suggesting that that is something that can be done. We truly are looking at walls if there is going to be anything.
Mr. Danbury said the issue of having walls doesnít diffuse the issue. It would dissipate the noise and bring the decibel levels in the immediate surrounding areas down a little bit, but it would bounce off and the noise level would encompass a larger area relative to the expressway. I think everybody knows somebody who lives around that area. I think the one thing the City can do is a lot of times trucks are downshifting instead of using brakes, but if there are any laws we can try to enforce on that.
Mr. Osborn responded Chief Laage is doing research into that and we havenít found any examples yet. Heís looking into whether there is some way to regulating how trucks use their brakes, but then you have a safety issue at that point.
Mr. Danbury said I know our speed limit is a little different than that surrounding us.
Mr. Osborn stated it changes to 65 mph well west to us.
COMMUNICATIONS FROM THE AUDIENCE - none
ORDINANCE NO. 65-2001 "AMENDING ORDINANCE NO. 104-2000 TO PROVIDE FOR WAGE INCREASES AND DECLARING AN EMERGENCY"
Mr. Vanover made a motion to adopt and Mr. Squires seconded.
Mr. Parham said prior to the start of the meeting I provided you with a new Exhibit C to cover 2001 and 2002 for the positions of firefighter, firefighter/paramedic and fire captain.
Mr. Osborn said this ordinance is our annual pay increase for our full-time employees. It does not contain a reference to the patrol officer position in that we are currently in negotiations with the FOP bargaining unit. The remainder of the work force that is on pay table 1 will receive a 3.5% increase. The pay table 2 salaried employees pay ranges will receive a 3.5% increase. Their individual raises will be subject to performance. The Fire Department also for the first time, is not part of pay table 1 but has been separated off to another pay table to reflect the changes in compensation resulting from the recently concluded labor negotiations. They will receive a 5% increase for 2001 retroactive for the whole year. We were in negotiations going into this very same meeting that night and those negotiations continued on until just recently. As a result the Fire Department personnel did not receive an increase. All those personnel subject to Exhibit C will receive a 5% increase for 2001 and then 3.5% for the first contract year in 2002. We also have worked it out so that the retroactive payment funds will be done in this year so as to not confuse any tax issues for the firefighters.
Ordinance 65-2001 passed with seven affirmative votes.
ORDINANCE NO. 66-2001 "AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO ENTER INTO A COLLECTIVE BARGAINING AGREEMENT WITH THE SPRINGDALE PROFESSIONAL FIRE FIGHTERS (IAFF LOCAL 4027)" AND DECLARING AN EMERGENCY"
Mr. Vanover made a motion to adopt and Ms. Pollitt seconded.
Ordinance 66-2001 passed with seven affirmative votes.
ORDINANCE NO. 67-2001 "SUPPLEMENTAL APPROPRIATION ORDINANCE TO MAKE APPROPRIATIONS FOR CURRENT EXPENSES AND OTHER EXPENDITURES FOR THE CITY OF SPRINGDALE, OHIO DURING THE FISCAL YEAR ENDING DECEMBER 31, 2001"
Mr. Vanover made a motion to adopt and Mr. Galster seconded.
Mr. Osborn said if you look at Exhibit A referenced in the ordinance it reflects the $1,068,814 figure that was read in Section 3. I might point out that these numbers will differ from the budget we will be discussing later this evening, because for purposes of accounting the County and State require that we bring in the insurance trust fund and the insurance fund and consolidate that with our general fund budget.
Mr. Knox said I might add that you will notice some disparities in some of the numbers. That is caused by, in some cases, going budget versus budget and in other cases we are going actual versus actual. There is yet a third criteria that we are answering in there to meet all the legal requirements. There is not quite as much moving back and forth, just rearranging the numbers in accordance with the law.
Ordinance 67-2001 passed with seven affirmative votes.
ORDINANCE NO. 68-2001 "ACCEPTING A BID AND AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO ENTER INTO A CONTRACT WITH DYNAMIC MECHANICAL SYSTEM FOR SERVICING HVAC, HOT WATER AND CONTROL SYSTEMS AND DECLARING AN EMERGENCY"
Mr. Knox noted that there is an error in Section 3.
Mr. Danbury made a motion to change the document to reflect the changes Mr. Knox said, that in Section 3 instead of Traffic Control Products the document should read Dynamic Mechanical Systems. Mr. Vanover seconded. The motion passed with seven affirmative votes.
Mr. Galster made a motion to adopt and Ms. Pollitt seconded.
Ordinance 68-2001 passed with seven affirmative votes.
ORDINANCE NO. 69-2001 "AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO AMEND THE AGREEMENT WITH WOOD & LAMPING LLP FOR LEGAL SERVICES TO THE CITY OF SPRINGDALE AND DECLARING AN EMERGENCY"
Mr. Vanover made a motion to adopt and Mr. Wilson seconded.
Ordinance 69-2001 passed with seven affirmative votes.
ORDINANCE NO. 70-2001 "AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO AMEND THE CONTRACT OF CDS ASSOCIATES, INC., FOR ENGINEERING SERVICES TO THE CITY OF SPRINGDALE AND DECLARING AN EMERGENCY"
Mr. Danbury made a motion to adopt and Mr. Vanover seconded.
Mr. Vanover said we have two effective dates, January 1 and January 2.
Mr. Schneider said that is a typographical error.
Mr. Vanover made a motion to amend and Mr. Galster seconded. The motion passed with seven affirmative votes.
Ordinance 70-2001 passed with seven affirmative votes.
Mayor Webster said Ordinance 69 also has a conflict of dates.
Mr. Schneider said that is a typographical error and a motion to amend does not have to be made. Council agreed to treat it as a typo.
Work Session Ė 2001 City Budget
Ms. Pollitt said the Finance Committee met last week and went over the budget page by page, line item by line item. The Administration did an excellent job in preparing this. Itís very well documented and easy to read.
Mr. Osborn said I have a few key points to make paraphrasing the cover letter I wrote. After that we can go department by department and if you have a question we can address it. This was a very difficult budget to put together. We were faced with two conflicting forces. The first is projected falling revenues and escalating costs, particularly capital costs. When I tried to summarize the critical issues in this budget I started by pointing out that there were three and now I have a fourth, the first being that the 2001 general fund is projected to come in over budget by $622,000, roughly 4%. Revenues for 2002 are projected to fall off by $1.1 million. Finally, in order to respond to these two forces it was necessary to cull quite a bit of expense out of the budget. I have a summary for you of items that have been removed from the budget.
Where did the extra costs come from in the 2001 budget? Primarily from the capital budget costs, either unbudgeted capital projects or real estate acquisition. We had to increase the transfer from the general fund to the capital improvements fund by $511,604. Thatís on top of the $1.1 million we already had in that transfer. As a result, in order to keep the capital improvements fund in the black we had to draw down on the general fund. A second line item that was extraordinary for this year was our tax refunds exceeded budget by almost $200,000. This is an incredible occurrence. I donít think any of us have seen it before but we just had a certain situation develop where we had multiple filings come in that resulted in significant refunds. Just those two line items together more than explain the overage weíve had in this budget.
In looking at the 2002 budget we project a budget that will be about 5.2% higher than the current year budget. Next yearís general budget is proposed at $16,702,473. Beyond that we will have a capital budget in excess of $6 million. There were several departments that will see a significant jump in expenses. The Recreation Department is leading the pack. They will see a 20% increase in their budget this year. Itís primarily related to a spike in capital spending in order to acquire needed equipment or make necessary repairs associated with the operations of the Community Center. The other two departments that will see significant increases are the Police and Fire Departments. We have chosen to not put any new positions in the budget in 2002 in order to hold costs down. We do, however, have three vacancies in the Fire Department. Those are positions that were authorized this year but not filled that we still intend to fill in 2002. In the Police Department we have one additional position that was authorized last year, and in addition, we had a resignation this year. We do expect to fill those five positions this year, but there wonít be any others added. The fact that we are increasing the strength of those two departments accounts for the increase in their budgets.
The 2001 general fund revenues are expected to be about 6.4% higher than 2000. The bad news is we are expecting the 2002 revenues to fall off by 7.4% or $1.1 million. This is due to a projected dip in the earnings tax revenues and some changes in tax law. We are seeing a good year in earnings tax; however, a big part of the money that has come in in excess of our budgeted number is a result of a one-time windfall. It was a settlement that went the other way for us in the magnitude of $480,000, where a major employer had multi-year filings that were being reviewed. However, when you take that away, the 2001 earnings tax collections grew at about 6%. Facing the economy we are experiencing right now, we have chosen not to show any growth in earnings tax revenue. In order to calculate that we netted out the big windfall we got from the one employer and froze the earnings tax at current year. Weíre showing that the earnings tax will fall off by $480,673. There are also some changes in state tax law. One important one is that the state has changed the rules regarding whoís responsible for paying tangible personal property taxes. They have exempted all utilities. We are projecting that our tangible personal property taxes will fall off by $111,000. The exemption for the estate tax has been increased and as a result we are expecting a fall-off in inheritance tax of $327,671. The state local government fund was frozen at year 2000 level mid year 2001 so we actually will see a fall-off of about $30,000. We will have collected more in 2001 than 2002 because they are freezing it at 2000.
Mr. Osborn continued, if you look at table 2 at the bottom of page 4 you can see that we have made the budget balance out in 2002 with a year end balance of $410,333. Thatís truly not enough money to operate the City for a month. I fully believe we will have more money than that but I donít feel confident predicting any more than that right now. We will know a lot when we close out 2001. It might be appropriate to look at the sheet I passed out to you on items removed from the 2002 budget. They have come from a number of departments. They involve capital projects. Iíve taken the opportunity to emphasize on the left column those items that we put priority on in the Administration and would like to restore to the budget if revenues perform better than we are currently anticipating. The first is a traffic surveillance system in the Police Department. The Police Department has been working on this for eighteen months, doing research and development and engineering. $100,000 was the installation cost. Another is a shower and restroom remodeling in the Fire Department. It was budgeted for this year but never happened. Itís now at an $80,000 estimate. The third item is the Glensprings ditch enclosure project. This was originally in our five-year budget for construction in 2002. We felt we had to move it because there was a lot of money there and we could move it whole. There wasnít any outside money involved. It would be our third priority for bringing something back to the budget. These three alone cover approximately $500,000.
Mr. Danbury said I am looking at the web site upgrade and AV system for Council Chambers. Iím not saying they arenít necessary but is it really necessary to invest in the web site upgrade?
Mr. Osborn replied no, these are items that have been removed. I am not recommending these.
Mr. Galster said this was a result of the Finance Committee meeting. It was a request to get a feel for the items that were taken out and what kind of priority there would be for putting them back in.
Ms. Pollitt said for the people watching on television, the items we removed from the 2002 budget were out of the Police Department, one additional patrol officer, one additional police cruiser, one replacement for an unmarked vehicle, the traffic surveillance system, which is the number one item to be put back in if funds become available, replace firing range mechanical equipment and the new traffic monitoring cameras reduced from two to one. Out of the Fire Department was the shower and restroom remodeling, number two to be replaced. One additional maintenance worker in the Public Works Department; the web site upgrade and AV equipment in Council Chambers were removed from the Administration; out of the Capital Improvements fund Ross Park bridge, Glensprings ditch enclosure and the veteranís memorial.
Mr. Osborn said that totals $1,159,457. The staffing changes we had contemplated this year had been an additional police officer and maintenance worker. The Community Center debt fund note we issued this year was $5.8 million, which we have paid down $1.2 million already. We are projecting the pay down of another $600,000 in principal in 2002 as well as $146,740 in interest, our current note being at 2.53 percent. There is also an additional $234,757 in construction expenses charged against this fund in 2001. This expense represents purchase orders or change orders for the Community Center that occurred in 2001. Anything that occurred in 2000 stayed in the capital improvements budget so any continuing expenses for the finishing of the Community Center then became part of this fund. This is where we can cover it by the note that we borrow.
Mr. Vanover said Mayor Webster and I were having a short discussion prior to the meeting this evening about the Community Center debt and with bond rates where they are now, it might be time to look at issuing the bonds and locking in.
Mr. Osborn replied our current note is not callable. That means we have to carry this debt until its maturity in September. At that point we certainly would be wise to look at our options.
Mr. Knox said we did look at this last September and we just couldnít refuse the 2.53%. It probably is going to change and we want to catch it on the upswing.
Mr. Osborn said Iíd like to move on to performance goals. The expense for the signal traffic safety has gone up about 90%. We are trying to get a handle of why that is. Mike Laage will be meeting with the consultant and try to analyze where these numbers came from. Ali started to give me some explanation. I think itís an aberration of some kind. The previous year we were at $95,000 and we havenít changed the system that much. We have had construction projects. While the construction of Kemper Road was in the capital budget, we had to retime all the signals. The Police Department came in under budget. We have taken out three vehicles in the Police Department.
Ms. Pollitt asked about the purchase of MDCs for the police cruises. She asked if that is our new form of voice communication. Mr. Osborn said that is a separate item. For the Fire Department in 2002 we are budgeting $15,000 to purchase some radios and another $15,000 in 2003. The County will also provide us with $30,000 worth of radios.
Ms. Pollitt asked does this allow our firefighters to talk to firefighters in other communities?
Mr. Osborn replied yes, once the towers are complete they will be able to create talk groups. The Springdale Fire Department will be a talk group. The Springdale Police Department will be a talk group. If we want we can ask the County to create a third talk group, which could be a command for the police and fire departments. If multiple groups respond they will be able to create a talk group for the jurisdictions responding.
Mr. Osborn said in Parks and Recreation there is a spike in their budget, mostly for capital items such as a dump truck, AVT replacement. You will see supply lines going up because of consumption. We budgeted $7,000 and weíre going to hit $13,000. Next year we have budgeted $15,000.
Mr. Squires said it says vehicle fuel oil has increased by $1,500 for rising fuel prices. Didnít we enter into a contract with BP recently to stabilize that?
Mr. Osborn said the contract we are under is subject to the index in the Wall Street Journal for the daily cost.
Ms. Pollitt said there is a line item for credit card fees. I know there was going to be a meeting with the bank to discuss that.
Mr. Knox stated the meeting took place and we expressed our deep displeasure with the rates. A gentleman from the bank is going to look into this and we are going to try to rectify the situation. If we canít, weíll find another bank that gives us a better rate.
Mr. Osborn stated we have increased special events by $10,000. This is the line item that funds the pool parties, teen dances, annual festival, Community Pride program. We are creating new events as we get more use out of the center.
Mr. Vanover asked how is the pool looking?
Mr. Osborn replied our people have done a great job of maintaining it. We are proposing to do a full sand blasting and re-caulking. We do that about every five or six years. Until you develop a leak you arenít going to have a problem and if you do this type of repair you shouldnít have leaks. We think the pool is still in sound shape.
Mr. Osborn said dues and subscriptions has gone up $3,000 for the Building Department. That is to be part of the Regional Planning Commission Planning Partnership.
Most departments in the City operate out of one fund. They have capital funds in the capital budget, but a big portion of the Public Works Department is supported by two other funds. The breakdown of personnel costs varies from year to year based upon how much revenue we have in those other two funds. For 2002 we are projecting personal services at $474,945 in the general fund. Thatís just one of the three funds. The true personnel costs for the Public Works Department next year is projected to be $929,945. You see a footnote that refers to the purchase of Gasby 34 software at $3400. You will see the term Gasby 34 elsewhere in the budget. Itís a total reformation of governmental accounting and accounting principals. We will have to start treating public infrastructure as fixed assets. Itís going to be a very difficult task. Public Works Department is gearing up for that by acquiring software to help them track some of these unique assets that the City has. We have tracked the value of buildings for 15 or 16 years but never before have we tried to account for streets, sidewalks, storm sewers, etc. The majority of that responsibility will fall to the Finance Department.
In the Administrative Department is where you see the position of Economic Development Director that we recently staffed. I want to direct your attention to the line item where weíve added $25,000 for economic development purposes. This will be for funding publications and brochures to promote the City, and costs such as the fee for a lease tracking service.
Under Boards and Commissions, other contractual services is well over budget. The big hit was environmental engineering services for the clean-up of the Burnsí property. The City has either expended or has under contract $145,619 in environmental service costs related to that property. We do anticipate trying to recover this money through litigation with the dry cleaning service that was located on that property.
There was a transfer to the capital improvements budget and Community Center debt fund of $1.6 million. Our transfer in 2002 will be even bigger. Our employee health insurance is self-funded. We do have re-insurance and we have attachment points that protect us from catastrophic loss, but we still have to absorb losses up to that point. We had budgeted for this year $500,000 for claims and contingencies. We are projecting $727,000 for the end of the year but weíve already taken that in. In 2002 the number has been taken back down to $550,000. We are treating 2001 as an aberration and weíre hoping the costs will level out. By law we have to keep a surplus in that fund. We didnít have to make an additional transfer this year because we were able to absorb this hit this year.
Mr. Osborn said weíre showing a capital budget next year of $6,062,000. A big part of that is the grade separation project. Another big part is the street program at $900,000. The grade separation is more than $2.5 million. We also have other major projects like the streetscape project. Of the $6 million budget, more than half of that is outside funding.
We will have the appropriation ordinance at the January 2 meeting and it will reflect the numbers before you this evening.
Mr. Parham said as a part of the Community Center issue, we received the check for $280,053.17 from King Wrecking and that concludes the fire issue.
Mr. Knox said we received a transfer of a liquor license this evening. It is a transfer to BP Products North America at 11580 Princeton Pike for a C-1 and C-2 which currently exists under the name of BP Exploration and Oil Company. Council had no objections.
MEETINGS AND ANNOUNCEMENTS
Board of Zoning Appeals - January 15, 2002
Volunteer Firefighters Meeting - by end of year
Nominations for BZA and Planning
Mr. Squires nominated Margie Pollitt for Board of Zoning Appeals. Ms. Pollitt was appointed by acclamation.
Mr. Galster nominated Tom Vanover for Planning Commission. Mr. Vanover was appointed by acclamation.
COMMUNICATIONS FROM THE AUDIENCE - none
Mr. Danbury made a motion that Council go into executive session as a committee of the whole to discuss real estate issues, personnel matters and possible litigation. Mr. Vanover seconded. The motion passed with seven affirmative votes.
Council went into executive session at 9:32 and reconvened at 10:22.
ORDINANCE NO. 71-2001 "AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO EXECUTE A CONTRACT TO PURCHASE WITH CARL DOUGLAS BURGJOHANN, JOHN STEPHEN BURGJOHANN, ANNETTE CATHERINE GLARDON, RICKY LANE BURGJOHANN, AND JAYNA ANN BURGJOHANN FOR THE QCQUISITION OF PROPERTY LOCATED 372 PEACH STREET, SPRINGDALE, OHIO 45246, AND DECLARING AN EMERGENCY"
Mr. Vanover made a motion to adopt and Mr. Squires seconded.
Ordinance 71-2001 passed with seven affirmative votes.
ORDINANCE NO. 72-2001 "AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO EXECUTE A CONTRACT TO PURCHASE WITH KAREN S. WILLIAMS-FARWICK FOR THE ACQUISITION OF PROPERT LOCATED 11531 WALNUT STREET, SPRINGDALE, OHIO 45246, AND DECLARING AN EMERGENCY"
Mr. Squires made a motion to adopt and Ms. Pollitt seconded.
Ordinance 72-2001 passed with seven affirmative votes.
ORDINANCE NO. 73-2001 "AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO EXECUTE A CONTRACT TO PURCHASE WITH MARK ANTUNA FOR THE ACQUISITION OF PROPERTY LOCATED 11533 WALNUT STREET, SPRINGDALE, OHIO 45246, AND DECLARING AN EMERGENCY"
Mr. Vanover made a motion to adopt and Mr. Squires seconded.
Ordinance 73-2001 passed with seven affirmative votes.
UPDATE ON LEGISLATION STILL IN DEVELOPMENT
2002 annual appropriation ordinance - January 2
Purchase of police cruisers - January 2
Pictoria Island bond - January
Mr. Danbury said Iíd like to comment on the last three ordinances we voted on. I know it seems like weíre just shuffling papers. We have residents who live there right now and I hope you continue to stay in Springdale. This is going to be a really nice project.
RECAP OF LEGISLATIVE ITEMS REQUESTED
Engineering ordinance for 2002 street program - January 2
Resolutions confirming Board of Health appointments January 2
Mr. Danbury nominated Mr. Galster to the Volunteer Firefighters Dependents Fund. Mr. Squires seconded. Mr. Galster was appointed by acclamation.
Mr. Galster nominated Mr. Danbury to the Volunteer Firefighters Dependents Fund. Mr. Vanover seconded.
Mr. Osborn said the board is held over from when we had volunteer firefighters and by law we have to hold the meeting.
Council adjourned at 10:40 p.m.
Edward F. Knox
Clerk of Council/Finance Director
Kathy McNear, President of Council