President of Council Marjorie Harlow called Council to order on February 15, 2012 , at 7:00 p.m.

    The governmental body and those in attendance recited the pledge of allegiance. Mrs. McNear gave the invocation.

    Mrs. McNear took roll call. Present were Council members Diehl, Emerson, Hawkins, Knox, Squires, Vanover and Harlow.

    The minutes of February 1, 2011 were approved with seven affirmative votes.

    COMMITTEE AND OFFICIAL REPORTS

Civil Service Commission – Mr. Thamann said on February 2, 2012 the Commission certified the eligibility list for the top ten candidates for the firefighter position. The Commission also approved a timeline for the recruitment of the Senior Administrative Assistant’s position. They also met on February 7 in a special meeting to affirm the eligibility list regarding the Senior Administrative Assistance position regarding any internal candidates we may have, as well as the external recruiting process. We wanted to make sure that the motion they made on February 2nd was clear and would allow internal candidates to be added to the top ten list according to the Civil Service Rules. On February 11th the physical fitness test was conducted for patrol officer candidates. The top twenty-five candidates will start to go through the CVSA process.
   
Rules and Laws        -    no report    
Finance Committee        -    no report
   
Planning Commission – Mr. Vanover said they had one item, a revision to the PUD plan for Hobby Lobby in Princeton Plaza. This was tabled for the third time per the applicant’s request. There was a vote for Zoning Code text amendment extensions for the special events signs and that will be recommended to Council.
   
Board of Zoning Appeals        -    no report
   
Board of Health – Mr. Squires reported the pool fees will remain the same fee for 2012. The Health Department received a Public Health Emergency Response (PHER) grant for $9498 and a Cities Readiness Initiative grant for $5,000. The mammography van will visit the Springdale Community Center on March 6. The Diabetes Management Healthy U Workshop has begun again and there are sixteen people in the program. The State has provided the Health Department with Tdap to give to seniors who have contact with young children.
   
Public Utilities –Mr. Vanover said we have legislation tonight for the electric aggregate and I urge your support.
           
Public Relations        -    no report    
Capital Improvements        -    no report
Public Welfare, Safety & Education        -     no report

Housing Board – Mr. Squires said we met tonight for an organizational meeting.
       
O-K-I – Mr. Knox stated OKI met on February 9. That morning the Enquirer announced that Duke wanted to bill the City $18.6 million to move the utilities so the street car tracks can go in. If that’s not resolved in the favor of the City of Cincinnati, the project becomes doubtful and if it fails, there is $4 million that OKI was going to put into the project that will have to go somewhere else. Representative Davis of Northern Kentucky introduced a bill into the US House making contributions to regional infrastructure improvements tax deductible. That doesn’t sound like it has anything to do with us but what they are aiming at is encouraging private partnerships on large projects such as the Brent Spence Bridge. There are a lot of people in Kentucky who believe that this is a move towards making the bridge a toll bridge which would affect almost all of us. Somebody in Kentucky has introduced a bill which would make toll roads and toll bridges illegal in the State of Kentucky.
   
Mayor’s Report – Mayor Webster said Jo Roberts had started a “Senior Breakfast” program at Springdale Elementary years ago. This year she was transferred to Heritage Hill and put this together there. She was able to get sponsors such as Macy’s who provided financial assistance and sent people to serve food, and IHOP who provided some of the food. The kids had prepared valentines for the seniors. The school had asked the children to ask their grandparents and other seniors. They came back empty handed so there was concern that there would be very few seniors. I sent some e-mails and made some phone calls and much to my surprise we had a pretty good representation. Mr. and Mrs. Knox, Mr. Diehl, Mr. and Mrs. Squires, Mr. Parham, Jeff Tulloch and Barbara Thetford came. We had a great turn out and it was a great event. If you get an invitation next year, it’s well worthwhile to attend.

Mayor Webster said I also had the opportunity to visit Springdale’s Big Dig at Cameron Park. I don’t know how many tons of dirt they pulled out of that hole but there’s mounds of dirt on Chamberlain field. That’s a massive project. After that we toured the Humana facility. In four months since they signed the lease on the building, they totally gutted all four floors and they have totally rebuilt it with the latest and greatest communications, electrical hookups, and furniture. They will start moving several hundred people in this weekend and by the end of summer they are supposed to have upward of 1000 people. That’s well ahead of the schedule we were given. We welcome Humana to our community.

Mayor Webster said I received an e-mail from Megan Sullivan Wisecup about the annual Springdale Cinema Night at the Races to be held February 25. The opening day parade will be April 21.
   
Clerk of Council/Finance Director – Mrs. McNear reported that the outside auditors are here this week. We discovered we had an issue with the tax forms that were mailed out. The front part of the form was fine but the back was blank. Initially we thought it was an isolated incident but it’s all the ones we sent out so the printer will be sending out a letter as well as the corrected side of the form. All expenses will be paid by the printer since the error was attributed to the printing company.

Mrs. Harlow asked can that form be downloaded from the website? Mrs. McNear replied yes. We’ll double check to make sure the back side is there. When they ran those forms they said they had done a check on it. It was the same printer we’ve used for years and years.

Mayor Webster said I failed to introduce a guest we have this evening. He is Joseph Abner who is a field representative for Congressman Steve Chabot. He doesn’t have anything to share with us this evening but he promises us he will return and will probably want the floor at that time.
   
Administrator’s Report – Mr. Parham said we have the legislation for the electrical aggregate and I'll have some comments when we get to that item on the agenda. This week we received notification from the Ohio Public Works Commission confirming that we will receive the $195,000 for Merchant Street project. In the Pending Legislation Report, on page 4, item VI, rental permit program, we indicate that this program is a part of the Property Maintenance Code. It is not part of the Property Maintenance Code. The rental program has its own section.

Mrs. Harlow said I talked with Mr. Parham the other day about Duke Energy coming out and changing our electric meters. They had called and made an appointment for me to be home so that they could also change out my gas meter. I know we didn’t let any of our residents know that there was a possibility that they would have to be home. It was understood that Duke Energy might be leaving a door hanger or they would be contacting you if you had an inside meter. Well, the gentleman who came to our home stated that there are six different gas meters in our subdivision. The older gas meters do not have the ability to be modified for digital read so they have to change those out. They have to have access to your home in order to do that because they have to shut off the gas supply to your water heater, furnace, etc. When they switch the meter out, they will have to come inside and make sure that your pilot lights are working for your gas appliances. I wanted to let the residents know that if you get a call and they are trying to schedule you, it’s probably because you have a gas meter that is outside but could not be modified or you have one inside. I was a little confused about why they were calling because my meters were outside and didn’t understand why we would need to give them access to the house.

Mr. Parham said while they are out there on this project they do have and should have proper identification. So if someone approaches your home make sure you see their identification.

Mrs. Harlow said it was a contracting company that called the home and that made me a little leery. They did show proper identification and were in a Duke truck.    

Law Director’s Report             -no report

Engineer’s Report – Mr. Shvegzda said the SR 747/I-275 ramp project is out to bid by ODOT. Construction is anticipated to begin in later spring and finish by September 30, 2012. They have placed the rock foundation for the terrace walls for the Beaver Run Creek Riparian Restoration. We met with many of the businesses and the Vineyard Church on Century Circle N. The original intent was to detour traffic one way through the Vineyard Church property. That will now not take place. We’re looking at doing an alternating flow via a temporary traffic signal at each end of the construction zone. That should begin in May and be complete in late August. The Merchant Street construction is scheduled for August to October.    

    COMMUNICATIONS

    Mrs. McNear said I have a letter from Hamilton County Recycling and Solid Waste District. They have completed their documents for this year. It’s their management plan update. They have opened it up for comments between January 31 and February 29. To review a copy of the plan update, the closest place to Springdale is the Sharonville Library at 109804 Thornview Drive. You are welcome to go look at that and make any comments.

    Mrs. McNear stated the second letter is from the Cincinnati Metropolitan Housing Authority and it gives quick facts, highlights and accomplishments for the year. If anyone is interested in looking at that they can see me after the meeting.

    COMMUNICATIONS FROM THE AUDIENCE         -    none

    UPDATE ON OUTDOOR ADVERTISING DEVICE         -    Jeff Tulloch

    Jeff Tulloch gave an update on the disposition of the outdoor advertising device. He said in 2011 two ordinances passed; one which permitted outdoor advertising devices generally and the second one allowed for advertising devices at Beltway Center and modified their Planned Unit Development. At that time the designs were pretty rudimentary and we really thought more about functionality of the unit than what it would look like. Due to the influence of Planning Commission, it moved more from a typical billboard pylon into something that has special character to it. There are two 48’ x 14’ electronic boards, one facing east and one facing west. The overall height of the sign is 54 feet. It will be very visible on the interstate. Engineering drawings have been submitted as of yesterday for the building permit. The billboards have been placed on order. The device should be up and operating by April/May. The covenants and policies alluded to in the ordinance have been executed. The covenants and policy requires that one-sixth of the usage of the sign be used for three purposes; that is, local business advertising, community service announcements, and retail district promotion. They generally have six advertisers on each side. The marketing of that advertising time of that one-sixth will be undertaken by the Springdale Chamber of Commerce under direct contract with Lamar. They don’t have people who can go out and talk to individual businesses in the community. We’ve had an initial meeting with them and we are just working through details as to how this will get marketed, what it will look like. There is no financial investment on the part of the City. I have talked to a whole host of people who view this sign as a real positive for the retail district. They realize that an eight second segment may only be up there every eight minutes, but still it’s promoting the retail district. It’s promoting Springdale, Tri-County. I think we will get advertisers who simply want to do it as an economic stimulus for the community as opposed to getting your name up there.

    Mayor Webster said I couldn’t be happier to see this come to fruition. It’s something we’ve worked on for four or five years. Initially we thought the City would have to put up money to make this happen. Maybe we could run it and make money off it. It became pretty evident that we couldn’t operate it and didn’t want to add staff to market it. The deal we struck with Lamar is a great one for the City. I think we are going to get everything we wanted out of it. We’re going to get everything we wanted for our business community and we’re going to get the ability to put public service announcements up there and at the end of the day it will cost the City zero. A lot of people had a hand in this, Jeff, Derrick, the Law Department, Planning Commission and the private sector. It’s one of the best things that has happened to this City in a long time and I’m very excited about it.

    ORDINANCES AND RESOLUTIONS

ORDINANCE NO. 9-2012
ORDINANCE AUTHORIZING AN AMENDED AGREEMENT WITH THE CENTER FOR LOCAL GOVERNMENT JOINT SELF-INSURANCE BENEFITS POOL AND DECLARING AN EMERGENCY

Mr. Vanover made a motion to adopt and Mr. Squires seconded.

Ordinance 9-2012 passed with seven affirmative votes.

ORDINANCE NO. 10-2012
AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO ENTER INTO A CONTRACT WITH CONTRACT SWEEPERS AND EQUIPMENT FOR THE PURCHASE OF A NEW STREET SWEEPER UNDER THE STATE OF OHIO JOINT PURCHASING PROGRAM AND DECLARING AN EMERGENCY

Mr. Vanover made a motion to adopt and Mr. Squires seconded.

Mr. Knox said in Section 1 it uses the term “equal to the best bidder.” Is this one of those cases where somebody bid lower but didn’t give a trade-in so it all works out the same?

Mr. Parham replied, no, this bid process is one in which vendors participate with the State of Ohio and they will supply their best bid that will be part of the State of Ohio’s joint purchasing program. We then have the ability to enjoy the opportunity that the State has taken this out to bid. The staff looked at a number of those vendors on the State bid list. They test drove a number of them and involved just about each member of the department, and identified this as being the best unit that meets our needs. Based on that, as I look through the document the vendor (Contract Sweepers) provided, they have set their prices and then they offer you a discount on their prices. After that, they took a look at our unit and offered a trade-in of $8,000. We didn’t think we would get $8,000 for it.

Mr. Knox said I only asked because it is unusual terminology. I wanted to find out why it was used.

Mrs. Emerson asked what kind of warranty comes with this? Is it like a car warranty where they offer so many years bumper to bumper?

Mr. Parham replied I don’t have the answer but we can provide that at the next meeting.

Mrs. Harlow asked would you address the City’s need to buy this sweeper so the general public understands the requirement the City is under?

Mr. Parham said our current sweeper is nineteen years old. Within that nineteen year period of serving the community we did experience a fire in the coach of this unit. We were able to restore it and continue to operate. As part of our NPDES (National Pollutant Discharge Elimination System) permit, we are required to sweep our streets on a quarterly basis in order to comply with the requirements of that permit. The unit we have now provides challenges in meeting that requirement. We also use that unit to assist with cleaning catch basins. Almost a year ago I observed one of our employees driving near Osborn Way, I noticed as he would depart, there were particles left behind. I contacted the director and he said they were experiencing problems and it’s not picking up the debris as well as we need it to.

Mrs. Harlow said I just wanted the public to understand that we were under an obligation to the federal government to purchase this at this economic time.

Mr. Vanover asked does that quarterly requirement apply to ODOT on I-275?

Mr. Parham replied I don’t know if ODOT falls under the same regulation of having an NPDES permit. I think most jurisdictions have to since we manage the water quantity and quality in the communities.

Ordinance 10-2012 passed with seven affirmative votes.

ORDINANCE NO. 11-2012
ORDINANCE AUTHORIZING THE CITY OF SPRINGDALE, OHIO TO ENTER INTO A LEASE-PURCHASE AGREEMENT BY AND BETWEEN FIFTH THIRD BANK AND THE CITY OF SPRINGDALE, OHIO TO FINANCE THE PURCHASE OF A STREET SWEEPER FOR THE CITY OF SPRINGDALE AND AUTHORIZING OTHER DOCUMENTS IN CONNECTION THEREWITH; AND DECLARING AN EMERGENCY

Mr. Knox made a motion to adopt and Mr. Vanover seconded.

Mr. Parham said the only information that perhaps was in question is the interest rate. In Section 4 it says not to exceed 2 percent. The scenario we provided in the pending legislation is 1.78 percent. That number was confirmed today.

Mrs. Harlow said we have three equal payments on that, right?

Mr. Parham responded if we borrow $200,000 at 1.78 percent, the equal payments would be $68,752. The cost for us to finance this over three years beginning with the first payment of November 15, 2012 would be $6,256.

Mrs. McNear said I have family members who work at Fifth Third Bank. Neither one has been involved in any of these contracts nor do they benefit from this.

Mayor Webster stated this is a process we have used a couple of times in the past. I think it’s ideal for large purchases like this. One time we used it on the yearly allotment of police cruisers because we had an extreme shortage of cash that year. I don’t think it’s really ideal for that situation since we replace about three of those a year. For something like this or a fire truck, the interest rate is extremely low so it will cost us $6,000 not to have to write a check out of our general fund for $200,000 right a way. It’s not counted as a debt against the City. It’s a lease payment and I encourage Council to support this.

Ordinance 11-2012 passed with seven affirmative votes.

ORDINANCE NO. 12-2012
AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO ENTER INTO A CONTRACT WITH MORROW BROTHERS FORD FOR THE PURCHASE OF THREE (3) 2011 CROWN VICTORIA POLICE CRUISERS AND DECLARING AN EMERGENCY

Mr. Vanover made a motion to adopt and Mr. Squires seconded.

Ordinance 12-2012 passed with seven affirmative votes.

ORDINANCE NO 13-2012
AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO EXECUTE A MASTER AGREEMENT WITH DPL ENERGY RESOURCES TO PROVIDE ELECTRICAL AGGREGATION DISTRIBUTION SERVICES TO THE CITY OF SPRINGDALE AND DECLARING AN EMERGENCY

Mr. Vanover made a motion to adopt and Mr. Knox seconded.

    Mr. Parham said this has been a huge learning experience and a unique process. We entered into a partnership with Eagle Energy to serve as our consultant to guide us through this process. They led us through the two public hearings and helped to bring together a number of jurisdictions so that we can all partner together and go to the market in an attempt to get the best and lowest possible costs for the residents of our communities. Eagle Energy provided Requests for Proposal to eight businesses in alternative energy. The lowest bid was a subsidiary of Dayton Power and Light which is called DP & L Energy Resources. We just received the master agreement early this morning. I was hoping to have the document prior to now but there have been a lot of e-mails and discussions going back and forth. When we place things out to bid, once we place it out and receive the number, that is the number. We ask Council to pass legislation and we move forward. In this industry, once you pass the legislation, they still have the ability to come back and adjust their number. However, if they adjust their number to something we’re not agreeable to, we don’t have to use them. We can go to the next bidder. In this particular instance, we received an e-mail this afternoon to give me their final number. The Duke Energy original price to compare, which was last year, was 9 cents per Kwh. A number of us with Duke Energy Retail paid about 6 cents. The new Duke Energy price to compare is 5.79 cents. The new bid for the residents will be 4.55 cents per Kwh. We’ve also been able to secure with DP & L that as long as the City adopts the legislation tonight and we have the appropriate signatures on the contract and get it to them by February 24, they will not adjust their number. The agreement calls for a two-year agreement to expire May 2014. Our certificate has been approved by PUCO. Eagle Energy will contact each community and provide us with a contact name with Duke Energy. We are then to contact Duke Energy and ask them to release the list of residents that are currently part of Duke Energy. Only those residents who did not make a switch from Duke Energy will be on our list. We have to find another method to get the information out to the other residents to let them know that we now have a rate and they can take advantage of the opportunity to join the program. We will get the list to DP & L who will send out the notices to the residents and let them know that they are the new alternative energy supplier for electric for Springdale’s aggregate program. They will also identify the rate. Residents will have twenty-one days before a second notice will come out from Duke Energy. As long as the resident is in agreement, the process will move forward. Partnering with the other jurisdictions, allowing Eagle Energy to work with us and guide us through this process will prove pretty beneficial for the residents of Springdale. This also includes an opportunity for small business owners as well as our City facilities. We still anticipate a time around March or April before the program will be up and running.

    Mrs. Harlow said our initial term is 2012 to 2014.

    Mr. Parham replied it is only going through May 2014 because at that time Duke Energy is scheduled to go back out to the market for 100 percent of their program and the market will determine the Duke Energy rates at that time. At the same time, DP & L has the ability to provide us with a quote. If we think it is advantageous to stay with them we can take the opportunity to stay with them, or go back out to the market.

    Ordinance 13-2012 passed with seven affirmative votes.

OLD BUSINESS                         -     none

    NEW BUSINESS

    Mayor Webster said Item VI of the Pending Legislation introduced a new topic dealing with the City’s rental program. It is not a part of the Property Maintenance Code. I just want to give Council a little background. Last fall as I was touring the City, I ran into several folks, landlords and tenants, who understood the value of the rental program, but the complaint was where you have existing tenancies for several years, why does someone have to be there to escort someone through the premises. If you stop and think about that, we don’t do that with anyone else. We’re still going to inspect these properties on the outside. The property owner will still have to pay a $50 fee to operate a rental in the City. This will not allow us to go inside the residence. That’s the only thing that’s changed. That’s why I asked Derrick and Jeff to bring that forth.

    MEETINGS AND ANNOUNCEMENTS

    Planning Commission                         -     Mar 13
Board of Zoning Appeals                     -     Mar 20

   
COMMUNICATIONS FROM THE AUDIENCE        -      none

UPDATE ON LEGISLATION STILL IN DEVELOPMENT

Rental Program                         -     Mar 7

RECAP OF LEGISLATIVE ITEMS REQUESTED        -     none

Council adjourned at 8:10 p.m.

                        Respectfully submitted,




                        Kathy McNear
                        Clerk of Council/Finance Director

Minutes Approved:
Marjorie Harlow, President of Council



__________________________, 2011