President of Council Kathy McNear called Council to order on January 19, 2000, 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 January 5, 2000 were approved with seven affirmative votes.
Committee and Official Reports
Charter Revision - Judy Simmons reported that Charter met January 10. We will be studying six issues to see if they require Charter amendment. They are: changing the requirement for blanket purchase orders from three months to one year in length; raising the limit from $1,000 to $3,000 on Then And Now certificates; better defining Council membership on the Planning Commission, making it the same as BZA; a temporary replacement for the Clerk of Council/Finance Director; redistricting; and a better mechanism for disaster funding. The next meeting will be February 22. Legal counsel will be present to assist with some issues.
Rules and Laws - no report
Public Relations - no report
Public Health, Safety & Welfare - no report
Public Works Ė Mr. Wilson stated I passed out the proposed 2000 street program flier. The committee approved the 2000 budget this evening. We have an engineering proposal award on February 2. Mr. Osborn will talk about that. Hopefully the plans will be completed by March 31; April 11 is advertisement of the bids; open bids are April 25; award contracts on May 3; start construction May 22; and hopefully complete construction on September 15. The grand total for the construction and design for the year 2000 is $805, 415.
Public Utilities - no report
Capital Improvements Ė Mr. Danbury said we were going over agendas for what we were going to be doing in the coming year. We were turned down by ODOT for the West Kemper Road bike path. Mr. Osborn said we were going to apply to O-K-I and try to reprioritize this. The SR 747 CSX grade separation will be discussed tonight by Mr. Shvegzda. This project is a $1 million total and our portion will be $200,000. Kemper Road Storm Sewer Phase II has been completed. It appears that we will be $22,000 under budget. We came in under budget on the Sharon Road project. We are looking at a July 1 begin date for the East Kemper Road widening. The cost is now $1.5 million, increasing our share from $650,000 to $850,000. Work is in progress on the Community Center.
Finance Committee - no report
Planning Commission Ė Mr. Galster said the only thing on the agenda was Gold Star Chili. They had painted their building an improper color according to what they had submitted. By the time we would have told them to repaint the building, the finished look we would have had would have lost the stucco look, so it was approved to allow it to remain the color that it is. The White Castle annexation of the Precision Tune parking was tabled at the applicantís request. Hopefully we will see that next month.
Board of Zoning Appeals Ė Mr. Squires said Alterations of Springdale was the first item on the agenda. The business is currently located at the Burns property at 366 West Kemper. Due to the litigation of that property, they have obtained a lease at 11627 Springfield Pike. They requested a variance for window signs giving them a total of 98 square feet where only 91 square feet is allowed. The variance was granted 7-0. Stan Kennedy, 807 Ledro Street, was seeking a variance to allow parking of a truck in excess of ĺ ton on his driveway. Mr. Kennedy uses the truck for both business and personal use. The board granted Mr. Kennedy a two year temporary variance. Betty Hardesty, 1129 Terrytown Court, requested a variance to allow an above ground pool 13 feet from the property line. The variance was granted 7-0.
Mr. Galster asked how big is the truck? Mr. Squires replied they donít know but the variance is for not larger than one ton.
Board of Health Ė Ms. Pollitt reported that Pam Willis, new member of the board was introduced. Regulation R1-2000 to raise the fees on non-commercial food service operations was passed.
Civil Service Commission - no report
O-K-I - no report
Mayorís Report Ė Mayor Webster stated that Roberds Grand is closing their doors no later than March 18. We received a letter from Lt. Koonce informing us that he will retire at the end of his normal shift, May 6, 2000. Lt. Koonce has been with us for 26 years and will be sorely missed.
Mayor Webster said he had a copy of a complimentary letter from a resident to the Fire Department written by a resident who had called 911. He also had another letter from Wimbledon Plaza commending the exceptional effort by Mike Hoffman, Chief Fire Inspector. They had had a fire and did not have the proper alarms installed, which they did not have to have by code. A police officer detected the blaze and called the Fire Department. Mike followed up and gave them some advice for which they were very appreciative.
Mayor Webster reported so far this winter, the Maintenance Department has spent $19,000 in labor and material to take care of snow removal.
Mr. Danbury said occasionally we hear complaints that people say the snow plow may block in the end of a driveway. I know our drivers donít go out there and intentionally try to block them in but it does happen from time to time. I just hope people bear with us.
Mr. Danbury asked do you know how many officers are eligible for retirement within the next couple of years?
Mayor Webster replied I could look those numbers up. The siege has somewhat passed. There may be three or four people eligible but not the eight to ten police officers we had retire in the past few years.
Clerk of Council/Finance Director Ė Mr. Knox said the W-2 forms were passed out this evening.
Administratorís Report Ė Mr. Osborn said there will be legislation this evening for the purchase of police vehicles. Three of them have been budgeted as part of the 2000 budget. The fourth is a replacement vehicle for the vehicle that was destroyed in the accident on Thanksgiving. We are making these purchases through the state purchasing agreement. The total of the cars will fall within the budget we have set aside for replacing vehicles this year. When we get done with all the things we are doing this year our fleet will increase by one year. The idea is to get ourselves in a position to replace the vehicles once every three years instead of once every two years.
Mr. Osborn passed out a copy of fees that they would like to implement at the Community Center for 2001. We will have Mr. Burton at the next meeting to give you a fuller explanation of the fee structure and how the numbers were arrived. This is the first increase we have seen since 1993. We donít come close to recovering our operating costs, let alone capital costs for the Community Center facilities, and we donít intend to.
We joined the Millcreek Watershed Council last year when it was formed. The annual fee is $150. We are looking to renew our membership this year. They have asked us to designate a voting representative and an alternative voting representative. Our recommendation is that at least one of those positions be held by an Administrative person such as the Assistant City Administrator or me, and if Council chooses, both of them. Quite a number of activities for this organization occur on week days and I know it would be hard for anyone to commit to the type of schedule he/she would have to fulfill in order to attend all of the meetings. The Watershed Council has been a very aggressive organization in bringing about improvements to water quality at the Mill Creek as well as the Greenbelt Program. They have also been very successful in getting the Army Corps of Engineers Report back into an active mode. They have taken the lead in a project that is going to have a direct impact on Springdale; that is, the Total Maximum Daily Load Study Process that is mandated by EPA for the Mill Creek. This analyzes the water quality in the stream, traces the sources of contamination back to jurisdictions and will create a plan for requiring the reduction of the contamination occurring in the creek. This is critical because it may affect such things as how and what types of materials our residents use to fertilize their lawns. It may affect something as fundamental as how we perform snow removal. It may be that we may have to reduce the amount of salt we use. David Butsch is going to a conference in April and this is one of the topics heíll be focused on. Phase I of the Water Quality Act of 1983 affected cities over 100,000. Phase II extends that to cities under 100,000. We need to stay close to the issue and the way to do that is through the Watershed Council.
Mr. Vanover said when the Watershed Council first started, the meetings were in the evening and a little easier to attend. I recommend that we put Mr. Osborn and Mr. Parham in there unless one of us wants to be the secondary so that we can stay active in that Council.
Mr. Danbury asked do they have a list of things they are looking at?
Mr. Osborn replied no, first they have to do the analysis of the water quality and identify what components fall outside the standard parameters, and then theyíll identify those specific chemicals and go after the source of those chemicals. I would suggest that Council stay involved if possible as a voting member, and we have the opportunity to add non-voting members as well. I encourage Council to appoint at least one person to stay in touch with this organization.
Mr. Danbury asked if there were any fines levied, whom would that be through? Mr. Osborn replied the normal channel would be the Ohio EPA.
Mayor Webster said I donít think we want both Cecil and Derrick on the Council. I think we want a Council person also.
Mr. Danbury and Mr. Vanover will be the Council representatives with Mr. Danbury the voting member.
Mr. Osborn continued that Jeff Witte, the DARE officer, reported that on January 14 the City was presented with a check for $1,000 from our local Wal-Mart. Wal-Mart also presented a similar amount to the programs in Sharonville, Forest Park and Green Hills. This is the second year that Wal-Mart has done this. Officer Witte, on behalf of the Ohio Attorney Generalís Office presented Wal-Mart officials with a certificate of recognition. We would like to take this opportunity to publicly recognize Wal-Mart for their kind donation. This money will supplement our current DARE money. We will add $1,000 to whatever we have budgeted this year.
The City received notice from the Hamilton County Emergency Management Agency that they are holding training sessions in February to re-educate severe weather spotters. This program is co-sponsored by the Hamilton County Emergency Management Agency, the National Weather Service and the Weather Amateur Network. The training itself will be presented by the National Weather Service representatives. These are two hour sessions and the schedule is: Springfield Township Community Center, 9158 Winton Road, February 15, 7-9 p.m.; Courtroom in the City of Montgomery, 10150 Montgomery Road, February 17, 7-9 p.m.; Whitewater Township Senior Center, 6125 Dry Fork Road, February 24, 7-9 p.m. For additional information or to register for these nights, call the Hamilton County Emergency Management Agency at 851-7080,
8 a.m.-4 p.m., Monday through Friday. If anyone is interested in storm formation and being alert and prepared this is a free opportunity to get some first class training.
The last item deals with the 2000 street program. In order to keep the 2000 program on schedule we are requesting that Council consider legislation at the next meeting authorizing an agreement with CDS in the amount of $33,780 for the 2000 street program. This would be under the rates and standards that can be found in their master agreement with the City.
Mr. Squires asked if the Community Center fees are for Springdale residents only or for everybody.
Mr. Osborn responded the basic membership is currently $5. We are looking to take that to $15 for an individual. The fitness membership would include the activity membership. That is $50 per family or $30 for an individual. The pool membership would include everything above with pool privileges for $90 per family, $70 individual. Because racquetball use is rather specific, we have that as a separate fee. The family rate is $25 and the individual rate is $15. The annual fee for a family membership of the entire package would be $115. Any resident 62 or over is covered under our Senior Citizen membership and there is no charge. For people who do not live in the City but are employed in the City, it is $200 for a family membership and $150 for an individual membership. These fees have been reviewed and approved by the Recreation Commission. I recommend that we postpone any major discussion of this until Mr. Burton is here because he is far more prepared in the exercise they went through to get these numbers.
Mr. Danbury asked is the card system that allows access to various areas in place now?
Mr. Osborn replied the equipment to make the cards is in place. The card readers have to be built into the new building. When we issue the cards in 2001, those cards will have the capability to access different areas.
Law Directorís Report - no report
Engineerís Report - presentation
Presentation Ė CSX Grade Separation Project
Mr. Shvegza said weíre now at the point of final detail plan preparation of this project so we figured this would be a good time to update Council on the upcoming construction and the status of the design on the project. February 1994 is when we started the environmental process. We had a public involvement meeting in August 1996. In September 1997 we concluded the environmental process. In January 1998 we began the final plan development and weíll be submitting the final plans for the final ODOT review in June 2000. Iíd like to introduce Dave Emerick, the project manager.
Mr. Emerick said the project is ODOT funded. We are lowering SR 747 twenty feet under the railroad. A two span railroad bridge will be built over the underpass. The proposed road will be wider than the existing road. There will be three through lanes northbound, three through lanes southbound and an additional center lane. Just north of Progress Place there will be a southbound left turn lane into Staples parking lot. Just north of the railroad there will be a two way left turn lane in the center. At the north end of the project, there will be a northbound left turn lane onto Crescentville, and the outside northbound lane will convert to a right only lane as you approach Crescentville Road to transition into Butler County. There will be curbs and gutters constructed from Progress Place north to Crescentville Road with a 5 foot grass strip behind the curb and then a 7.5 foot sidewalk behind that. The westbound off ramp to SR 747 will be widened to two lanes. Currently there is a slip lane to southbound SR 747 that would be eliminated by providing a double right turn to southbound SR 747 at a fully signalized intersection. In addition to replacing the signal and providing a full signal at the westbound ramps, there will also be a replacement signal at the Progress Place intersection and one at Crescentville Road/SR 747. There will be new lighting for the entire length of the corridor, including lighting under the new railroad bridge.
Mr. Emerick said there is a seven foot wide solid concrete center pier to support the railroad bridge and concrete abutments approximately 20 feet high outside each edge of the roadway. These abutments will taper down to ground level as quickly as possible outside the bridge limits. We are looking to do aesthetic treatments to the faces of the abutments. It will be designed for a 100-year frequency storm.
Mr. Emerick showed photographs of a similar project constructed a few years ago.
Mayor Webster asked is there a way we can separate the street from the sidewalk and give our pedestrians some protection?
Mr. Emerick replied we had originally intended to provide a ten foot width. Mr. Shvegzda said typically through the City when we have a sidewalk against the curb it is only six feet wide. This provides 7.5 feet.
Mr. Osborn said this has been a real contentious design issue with the Ohio Department of Transportation. Not only did we have the wider ten foot section in there for the sidewalk area, but we also had enough area for a bike lane. ODOT, for a number of reasons, declined to approve those items; the bike lane because it was not a part of the original project and O-K-I declined to fund it. One of the things we are facing with the sidewalk is that we donít have a good plan yet for getting pedestrians across the interstate ramps.
Mr. Emerick said ODOT had a couple of questions, such as how do you get pedestrians and bicycles safely across the ramps. Another concern is that there are only curbs from Progress Place north. South of there the profile is very flat and if you install curbs it would be very difficult to drain the water. It would have a tendency to sit at the edges of the road. ODOT did not see any way there to separate the roadway from pedestrian traffic.
Mr. Shvegzda said we had previously received information from ODOT where they had agreed to a plan to provide a crossing over the continuous movements onto the ramp, but later they backed off of that. There are other ways to get around this but not through ODOT funding.
Mayor Webster asked is that something we can do after the project is built and ODOT is out of the picture? Can we put up guard rails?
Mr. Shvegzda replied I donít know specifically about putting guard rails in those areas. That gets into the issue of how to treat the blunt ends.
Mr. Osborn stated even if we use our own funds to do anything of any significance, itís within the limited access right-of-way and weíd probably have to get a permit from ODOT to do the work. We have positioned ourselves to put in a sidewalk after the grade separation is in place. We have a sidewalk in the underpass. Our thinking is we will try to extend that sidewalk north and south to connect this ultimately. However, at this point, I donít know how weíre going to overcome the interstate problem.
Mr. Emerick said managing the traffic on this project is going to be complex. Everything is very compact there. Our solution is to construct a temporary roadway located to the east of the existing SR 747, which will actually have temporary at-grade crossings located east of the existing ones. There will be a detour railroad track constructed north of the existing railroad track. This roadway will have two lanes northbound and two lanes southbound, similar to the lane layout you have now without the center lane. Obviously, while this road is in place, these two softball fields at the GE complex will be closed. The intersection with Progress Place has to be lowered six feet and will take five different traffic layouts to rebuild all the sides of that intersection. It also involves shifting temporary traffic signals five different times to get that built over a two year period.
Mr. Danbury said there has been a lot of discussion and studies on the light rail. Is this wide enough that they can accommodate an additional track?
Mr. Emerick replied they would have to widen the abutment walls and build another section of bridge to do that. CSX might be somewhat resistant to mixed use of their line. Thatís a very heavy tonnage line. They have approximately 40 trains a day.
Mr. Vanover asked has there been any thought given to banning semi tractor trailer traffic during construction?
Mr. Emerick responded no. Even though weíre maintaining the same number of lanes during most of the construction period, there is going to be changing traffic patterns, a lot of distractions. A certain amount of traffic is going to find an alternative route and that may be the case with some of the trucks as well.
Mr. Vanover asked are we going to advertise alternative routes?
Mr. Emerick answered once the plans are completed and turned over to ODOT, they are in charge of the construction process. Traditionally, they coordinate very closely with John Phillips and try to make public announcements.
Mr. Wilson asked will there be synchronization of lights to allow the tractor trailers heading north to turn left?
Mr. Emerick replied there will not be any kind of signal; however, there will be some temporary driveway paving extending from the temporary road across the existing road into Amoco. There is some phasing of shifting these driveways to facilitate constructing the road while maintaining the through traffic in and out of Amoco. The intent is to maintain traffic on Progress Place throughout construction.
Mr. Shvegzda said we can bring the ban of truck traffic up to ODOT and see what their concerns would be. The geometrics on the temporary roadway is to accommodate the same size trucks that are on SR 747 today, but the varying shifts in traffic may be a problem for some of the trucks during those shift changes.
Ms. Pollitt asked what type of safety rail do you have planned for this?
Mr. Emerick said instead of a concrete bridge, it is going to be a steel bridge. The girders will be nine feet tall and only about three or four feet will be below the tracks.
Mrs. McNear asked what is the expected life span of the road when it is put in?
Mr. Emerick said itís designed for a certain number of axle loadings. Itís designed so that the base will not fail for a long period of time. Itís just a matter of wear on the surface, oxidation on the surface and rutting of the surface by some of the truck movements. They are looking at using some modified types of asphalt on the surface. We approached ODOT about using concrete in the underpass and that was not approved. We plan on having to resurface the road at least every ten years if not sooner, but the base will hopefully hold up for a minimum of 25 years.
Mr. Emerick said the City has obtained 80% Federal Surface Transportation Program Funding for construction with a 20% match from O-K-I. For the right-of-way there is an 80% O-K-I commitment and 20% local match. The right-of-way was estimated at $1 million so the local share is $200,000. We plan to turn in our plans to ODOT in June for final review. ODOT is supposed to call us about acquiring easements by June 2001. In all we need about ten acres worth of easements; two acres of permanent easements and eight acres of temporary easements. ODOTís schedule calls for sale of the project in the fall of 2001. Construction could begin in November 2001. There is a tremendous amount of utility relocation that must be done. Project completion time is December 2003.
COMMUNICATIONS FROM THE AUDIENCE - none
ORDINANCE NO. 2-2000 "AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO ENTER INTO AN AGREEMENT WITH MEDICOUNT MANAGEMENT FOR THE PROVISION OF BILLING SERVICES FOR LIFE SUPPORT SERVICE RUNS AND DECLARING AN EMERGENCY"
Mr. Vanover made a motion to adopt and Mr. Galster seconded.
Ms. Pollitt asked about the billing procedure for Medicount Management.
Mr. Knox replied the insurance company is usually billed first and then the resident is billed for what the insurance company does not pay. The resident is only billed twice.
Mr. Osborn said the resident would not be billed more than twice. They may receive a copy of the statement as we continue to bill the insurance companies.
Mr. Danbury said I hope no one does not call the Life Squad because they may not have insurance or may feel that they do not have adequate funds. People should take care of their health and weíll deal with the insurance companies. The goal the City set forth is not to harass people. We want to get payment if possible, but the most important thing is to make sure everyone is healthy.
Ordinance 2-2000 passed with seven affirmative votes.
ORDINANCE NO. 3-2000 "ACCEPTING A BID AND AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO ENTER INTO A CONTRACT WITH RPC MECHANICAL, INC. FOR MAINTENANCE OF THE HEATING, VENTILATING AND AIR CONDITIONING SYSTEMS LOCATED IN ALL CITY BUILDINGS AND DECLARING AN EMERGENCY"
Mr. Vanover made a motion to adopt and Mr. Wilson seconded.
Ordinance 3-2000 passed with seven affirmative votes.
ORDINANCE NO. 4-2000 "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 32 FORD MERCURY, INC. FOR THE PURCHASE OF THREE 2000 FORD CROWN VICTORIA POLICE INTERCEPTORS AND DECLARING AN EMERGENCY"
Mr. Galster made a motion to adopt and Mr. Vanover seconded.
Ms. Pollitt asked what does it cost to outfit one police car after we make the purchase?
Mr. Osborn replied itís in the magnitude of $2,000 a vehicle. The majority of it is changing the equipment over from the old vehicle to the new one. That includes the light bar, wiring for the light bar, siren, radios, mounts for the shotguns, cages separating the prison area from the patrol officer area. In addition, we have to buy the decals that go on the vehicle.
Mr. Vanover said I have gotten several comments on the new decals for the cruisers and they are very nice.
Mr. Osborn said I will pass that on to the department. We let the department design their own and this is something they came up with. This year we are going to change out all of the badges.
ORDINANCE NO. 5-2000 "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 CHEVROLET FOR THE PURCHASE OF A 2000 CHEVROLET MALIBU AND DECLARING AN EMERGENCY"
Mr. Squires made a motion to adopt and Mr. Danbury seconded.
Mr. Wilson asked have we ever thought about changing the color or something on the vehicle so that our unmarked vehicle is not so readily identifiable?
Mr. Osborn replied we do have a lot of different colored vehicles. This one we are buying will look like a regular civilian vehicle. We have a few covert vehicles that are totally unrecognizable as police vehicles.
Mr. Danbury said I know the police package that we use is usually one vender. Is the Malibu basically the only model approved by the State for unmarked cars?
Mr. Osborn responded we get a catalog for all kinds of vehicles. Under the police package unmarked vehicle, there typically is only one. Thatís because they go through the bidding process, lowest and best and assign the contract to that particular company.
Mr. Squires said the car has no markings. Does the police officer wear a uniform?
Mr. Osborn replied no, and the car has civilian license plates also.
ORDINANCE NO. 6-2000 "AMENDING THE ZONING CODE OF THE CITY OF SPRINGDALE, CHAPTER 153 IN ITS ENTIRETY"
Mrs. McNear said I want to thank Tom Vanover for filling in at the last meeting while I was out of town.
Mr. Danbury said I want to commend the clean-up crew for the Rec Center. I went down there to play walleyball and the place was spic and span. They really did a good job. Itís a lot cleaner than it was before.
Mrs. McNear said we have a notice for a new liquor license for Dawson Oil Company. There was no opposition.
Mayor Webster said for some time I have had a dialog with the Solicitorís office regarding compensation for elected officials. I have received a legal opinion dated January 10. I am passing out a copy and asking everyone to read it in its entirety. I also would like the Finance Committee to take a look at the issue and see what the recommendation might be there. The last time this topic was acted upon was 1985.
MEETINGS AND ANNOUNCEMENTS
Finance Committee - January 25
Mayorís Night In - January 26, 6-8 p.m.
Board of Zoning Appeals - February 15
COMMUNICATIONS FROM THE AUDIENCE - none
UPDATE ON LEGISLATION STILL IN DEVELOPMENT
Ordinance 6-2000 - February 16
Ordinance Vacating McClellans Lane - February 2 (tentative)
RECAP OF LEGISLATIVE ITEMS REQUESTED
CDS agreement for street program - February 2
Council adjourned at 9:04 p.m.
Edward F. Knox
Clerk of Council/Finance Director
Kathy McNear, President of Council