President of Council Marjorie Harlow called Council to order on March 21, 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 March 7, 2012 were approved with seven affirmative votes.

COMMITTEE AND OFFICIAL REPORTS

Civil Service Commission -Mr. Potts said the Commission oversaw the testing for the senior administrative assistant’s position. There were 132 applicants and 83 sat for the test. In April we will bring back the top twenty candidates for computer testing. We’ve just wrapped up our testing for patrol officer candidates. This week we certified the top ten candidates list.
   
Rules and Laws    -    no report   
Finance Committee    -    no report

Planning Commission -Mr. Vanover said the Towne Center Mall signs were on the agenda and that was tabled at the applicant’s request. Mr. Diehl, Mr. McErlane, Ms. McBride, Mr. Tulloch and I are going to have a special meeting with the Gilharts in hopes to get this matter resolved.
   
Board of Zoning Appeals -Mr. Hawkins reported the owner of 876 Tivoli applied for a variance to keep a utility building less than five feet from the side lot line. That was granted. The owner of 11824 Neuss Avenue was granted a variance to erect a 40 inch tall fence on the property within the setback of a side street of a corner lot as long as the fence was two feet from the sidewalk.
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Board of Health - Mr. Squires reported that eight people received mammograms from the mammogram van on March 6. April 28 is National Drug Take Back Day at the Police Department. You can bring in your expired medicines, prescription and non-prescription. The Diabetes Healthy U Workshop is in progress with 10 to 12 attendees.

Public Utilities    -    no report
Public Relations    -    no report
Capital Improvements    -    no report
Public Welfare, Safety & Education    -     no report
Housing Board    -    no report

Public Works – Mr. Squires said they discussed the 2012 street program. We don’t have the dollars to do the entire city like we used to have. I have given you a packet and on the first page you will see an area of Oxford Hills including Yorkhaven to Kenn Road, Kenn Road back to Cedarhill to Harcourt. That is the major part of the 2012 street program. Public Works surveyed the City and that was the worst part of the City. They will be repairing the curbs as well as the catch basins. There will be a sidewalk project on Springfield Pike and some work on Cameron Road. There are 102 homes where we are doing the street repair. Twenty-four homeowners have been notified that the driveway apron has to be repaired. The driveway itself comes under the Building Department.

Mr. Parham stated we have not yet sent the letters to the residents. We wanted to present the information to the full body of Council before the letters go out notifying those residents who will be required to replace their apron and/or driveway. The Cameron Road project will be bid at the same time. It’s really the SR 4 sidewalk replacement project. It is south of the Public Works Department driveway on SR 4. The additional items under the street repair program are a number of city-wide sidewalk repairs. Over the last few years as we’ve reduced our street program budget we’ve not been able to address sidewalk improvements throughout the community and we’ve received concerns and complaints from residents. We have placed those locations on a list and now as part of the street program we will make the repairs to those sidewalks. In addition, there are small pavement repairs that will take place under the program but it is very limited. It’s primarily on Kemper Road in front of I Buffet. The additional item that will take place in the Oxford Hills subdivision will be improvements to the ADA curb ramps. We will also be making repairs to the catch basins within the identified area.

Over the past couple of years we have budgeted $100,000 for the street program. You can’t get much effective work completed with those dollars. We were able to budget $400,000 into this year’s budget which can be found on page 38 of the budget document. We recognize that there are many areas throughout the City that are in need of curb replacement and other improvements. Unfortunately, right now the budget limits us to what we are able to do. Quite frankly, as we began to look at the numbers, we actually thought with $400,000 we could get more accomplished. Unfortunately, that’s not the case so we are going to try to attack the streets that we identified for you this evening in the 2012 program. In 2013 we will have to look at the next subdivision in the community. The annual street budget for this year is $400,000; however, when we began to put the program together and look at the expenses, the total estimate for the program came in at $497,000. As I shared with the Finance Committee, we budgeted $400,000 in the street program but in order to get these things accomplished based on the estimates, we would need to include the $100,000 budgeted in the General Improvement line item under the Capital Budget. We have always budgeted those dollars each year; however, in my eighteen years at the City this will be the first time we need to access those dollars if Council is in so favor. That could finance the program we talked about today. The General Improvements budget number of $100,000 can be found on page 42 of your budget. If we’re able to accomplish these things the $500,000 should be able to address those concerns. The design for the project is $19,000. We may be able to save on the inspection part of $9,400 once we get our full-time Public Works Inspector position filled. The overall construction estimate cost is $469,000.

Mayor Webster said six or seven years ago we spent $700,000 a year in maintenance of the streets. When money’s got tight we pulled that out of the budget in order to balance it. If you had the opportunity to walk the streets you can tell that that is catching up with us. In the four or five years we haven’t done that it’s about $3.5 million of street repair work that we have not done. It’s somewhat of an embarrassment when you look at the streets. These are the worst ones but there are a lot of streets that need attention. Just to forewarn you, for the upcoming budget for 2013 we are going to have to get back to the point where we’re spending some sizeable money on our infrastructure.

Mrs. Harlow said I wonder if Public Works could review our overall budget in August and see if we can possibly get anymore funds out of this year’s budget and do some street repairs in the fall before the weather turns bad if we have better revenues than what we had anticipated.

Mayor Webster replied we could do that but I think we would be better off to start stockpiling those funds and do an bigger program next year if the money permits rather than try to go out for a $200,000 or $300,000 project.

Mrs. Harlow said I was all in favor of increasing this year’s budget. I know it hurt to do that but I thought it was important to do that.

Mr. Parham said if we were to add additional dollars after that program, you would be in a position where we were before with the small amounts we were budgeting. If you choose to have it added as a change order, you will get some really escalated prices. That would not be to our advantage.

Mr. Parham passed out some pictures. There are twenty-four driveway aprons that have to be repaired. It may not be the whole apron; it may just be one panel. Seven driveways have been identified as needing repair and again, it may not be the entire driveway. It may just be a panel or two or it may be the whole driveway. Using a unit price of up to $6.50 a square foot, for the driveways on Kenn Road the estimate is just under $5,300. The apron comes out to $2,600. The average for the driveways throughout the rest of subdivision would be $4,200
and the apron just a little over $1,000. Those are the costs some of the residents will have to bear as part of the project.

Mrs. Emerson asked when were the curbs and catch basins last done in that neighborhood and are they the oldest we are doing now?

Mr. Parham said I don’t think they are necessarily the first ones completed. It was more of the staff getting the chance to go out in the community and they identified that as being one of the worst. I remember the Mayor and others during the election last year talking about walking through the community and the condition of the curbs. When we originally began to look at the potential project, we identified Beacon Hills and Oxford Hills as probably 1 and 1A. However, based on what it would costs to make the improvements, we had to split them into two projects and then decided to focus on Oxford Hills at this time. I can probably find out how far back those were done but I don’t have the information now.

Mr. Hawkins said if the resident doesn’t take care of the work then we’ll do it and bill the resident back.

Mr. Parham replied under this process we will have a unit price. That way the resident has a sense of what it would cost them if they use this particular contractor but they have the ability to go out and find another contractor. If an individual does not make the repair, then we make the repair just as we do with grass cutting and then we put it on their tax bill.

Mr. Hawkins asked if we do not get a response from the resident taking the initiative, what’s the time frame before the City would act?

Mr. Parham replied we are trying to be positive and have not set a deadline but we would have to do so.

Mr. Diehl asked have we identified what neighborhood we’re going to do in 2013?

Mr. Parham responded we haven’t committed to it because we don’t make the final commitment. We make a recommendation to Council but I would say Beacon Hills will probably be next in line.

Mayor Webster stated normally we wait until after January/February, and then do a survey of the whole city but I’d say that’s a pretty good guess.

Mr. Knox asked do you have to repair the whole driveway, or if part of it is in good condition, can you just do part of it?

Mr. Parham replied that would be the same whether you replace the driveway or apron, which are your responsibility. The sidewalk is the City’s. If we just identified one panel, that’s the only one you would need to repair.

O-K-I - Mr. Knox said there were two things of interest to Springdale. They said by 2040 everyone of our interstates, I-275 and inward, will be in total gridlock so you will be hearing more about road programs other than the Brent Spence bridge. They also announced they will break ground late this summer on the Louisville bridge across the Ohio River in Indiana. They got to the point we are at right now in 2003. If everything runs on that same schedule it will be 2021 before we break ground on the Brent Spence bridge.

Mayor’s Report -Mayor Webster said I would like to announce to the public and Council that Jeff Agricola and Mike Hucksoll have completed a course of study and will be honored at the Tree Commission Academy on March 31. They are not certified arborists but they have completed a course of study dealing with forestry.

Clerk of Council/Finance Director - Mrs. McNear said just a reminder that income tax returns are due on April 17. Please include page 1 of your 1040 with the tax form. Tax Department hours are 8 a.m. to 5 p.m. Monday through Friday. They will also be open Saturday, April 14 from 9 a.m. to 1 p.m. and until 7 p.m. on 12, 13 and 16. The Tax Department will calculate your tax for you and fill out your form. Please do not wait until the 16th or 17th to do that. You would have a very, very long wait. If you come in now you may only have to wait one or two minutes.

Administrator’s Report - Mr. Parham reported the newsletters are beginning to arrive in the households. We were anticipating that the opt-out letter would arrive before the newsletter. Unfortunately, that did not occur. At the last Council meeting you approved the agreement with DP&L Resources to serve as the City’s electrical supplier. They have been working through the documents and the opt-out letter which has to go out to the residents. Once DP&L have been supplied with the Springdale resident list which is the customers that remained with Duke Energy, not Duke Retail, they have to mail the opt-out letter to those residents. The letter gives the resident the opportunity to decide if they wish to be included in the aggregate program. They have twenty-one days from the post mark date on that letter to decide whether they wish to participate in the City’s program. Following that twenty-one day period, Duke Energy will send out a second piece of correspondence confirming with those residents that they wish to change their service to DP&L. If you want to continue with the program, you do nothing. If you don’t want to be included that’s your second opportunity to pull your name out of the hat. We’ve had a number of calls from residents wanting to know when the program will begin. Seven days after the second letter based upon the date your meter is read is when your program will begin. If your meter reading date is April 10 and your seven days is up April 15, then you will begin the meter reading date following May 10. The program will start on the next meter reading date after the seven days have expired.

Mr. Parham said the City has been approached by Springfield Township to provide EMS service to their area called Hollydale which is just southwest of the Glenview Golf Course. They also provide service to the golf course which is owned by the City of Cincinnati but is in the township. Springfield Township’s Fire Station is located on Winton Road. For them to be able to provide effective service to the Hollydale area would take between ten and fifteen minutes to respond. For the past twenty plus years that area has been serviced by the City of Forest Park. Unfortunately, as communities have gone through their financial challenges where one needs to reduce their costs and the other needs additional revenues, these two communities have been unable to reach an agreement and continue their relationship. Springfield Township approached the City and asked if we would provide the service for them. We have been able to iron out an agreement with them; however, I have made it clear to them that it is contingent upon Council’s approval. The Hollydale area is 7.5 square miles. The farthest point from our fire station to Hollydale is about 2.5 miles. They currently have 234 households plus the golf course. In the last two years they averaged three EMS runs per month and five fire runs per year. They are looking for us to begin the service on May 1. The township will continue to pay the dispatch fees of $18.05. We will continue to bill at our current rates which are $700 for any advanced life support run, $450 for a basic life support run, plus we charge $7.50 a mile but we only charge when there is a patient in the ambulance. In cases where we do not transport a patient, then the township will pay us $500 for each non-transport. We will bill them on a monthly basis and they will compensate the City. The Fire Chief believes we have the capacity to provide the same level of service that we provide to Springdale residents as well Glendale under that contract and cover the homes in the Hollydale area. With your concurrence I would like to ask for legislation with an emergency clause at the April 18 meeting.

Mr. Knox said as you stated it, we will be billing the township and not the individuals at the homes that the EMS goes to.

Mr. Parham stated we will bill the township only for non-transports. We will continue to bill the health insurance, the individual, Medicare for the individual, just as we do now for Glendale and Springdale residents.

Mr. Hawkins said I know you don’t have a hard number but based on estimates do you have an estimate of what the financial gain would be for the City if we take this on?

Mr. Parham replied I guess if we calculate three runs a month at $600 to be $1800 times 12 months that would be $21,000.

Mrs. Emerson asked if our squads are out in Glendale or Springdale, then who would respond to the Hollydale area?

Mr. Parham responded mutual aid which could come from Forest Park, Woodlawn or Sharonville. We have a mutual aid agreement with all surrounding communities.

You notice I did not speak of fire runs in this agreement. If they can’t get to a life squad run from that location, I don’t know how fast they will get there with a fire run. We will more than likely be responding to one of those five runs they have. We’ll probably be called simultaneously. For example, on a structure fire in the City of Forest Park, they receive a call and we receive a call simultaneously.

Law Director’s Report             -    no report
   
Engineer’s Report -Mr. Shvegzda said on the SR 747/I-275 ramp modification project Mayer Construction was the low bidder at $138,594. The estimate ODOT had prepared for that was $166,000. We’re anticipating a late spring construction start with an end of September completion date. The base of the wall, the first five layers of the Beaver Run Riparian wall has been completed. They are probably halfway up the remaining section of the slope. They have a completion date of late April. The Century Circle North project is out to bid. Start of construction will be late May with completion in September. The street project will start in July with a completion date of September.

    COMMUNICATIONS

    Mrs. McNear had a letter from Liquor Control to let us know that all permits to sell alcoholic beverages in the City will expire on June 1st. It gives the procedure if we want to object to the renewal of a permit.

    Mrs. McNear read a letter from Representative Connie Pillich: “There has been some talk in Columbus and in the greater Cincinnati area about the possibility that the State of Ohio will assume collection of village and city income taxes. Although I know of no bill that has been introduced to do this, the prospect is alarming. I strongly oppose any attempt by the State of Ohio to take over the collection of municipal income taxes. Municipal income taxes are a significant source of revenue for the cities and villages in my district. By taking command of the way a municipality receives its duly earned revenue, the State unnecessarily places administrative burdens and costs on the local government. Moreover, the State cannot ever provide the personal service that the local municipal tax office can for its own residents. Centralized collections by the State is simply not a reasonable interference with local governments. I fully support your community’s rights to retain control of the collection of municipal income taxes. Please feel free to contact me if you have any further questions or concerns on this or any matter. Sincerely, Connie Pillich”

    Mrs. McNear stated the next letter is from Dr. Gary Pack, Superintendent: of Princeton Schools to the Mayor and Council dated March 15, 2012: “I wanted to take this time to personally thank you for endorsing our operating levy. The passage of this levy was an energetic effort that cannot happen without an army of dedicated people like yourselves. The $6.5 mil operating levy that passed on March 6 was about protecting our investment in our schools and in our students. These schools have always belonged to us, the Princeton community, and we have helped to make them the good value that they are today. Dollars from this levy will go to the classroom to support academic excellence. Going forward we will continue to communicate with our public and keep them highly informed and engaged in their schools. That’s important to us and part of what makes us Princeton. We will also continue with our solid fiscal stewardship. Doing so ensures that we have what it takes to make a great education happen for every Princeton student. Again, the Board, the district and I are very appreciative of your support of our schools and the Princeton community. I thank you, the Board thanks you, and most importantly, thank you on behalf of our students. Sincerely, Dr. Gary Pack”

    Mrs. McNear said the last letter is from the Ohio Ethics Commission and is a reminder that the annual financial report is due on Monday, April 16. Keep in mind that there was an increase in filing fees to $35.

    Mayor Webster said I’d like to comment on the Dr. Pack letter and thank all the voters of the City of Springdale. I think we supported it to the tune of 67 percent which was the highest of any community in the Princeton School District. I think that says a lot about the families and voters in this community, that they appreciate a good, strong school system. It’s an investment in our own future and the value of our homes. Good job Meagan Wisecup in getting out the vote.

    COMMUNICATIONS FROM THE AUDIENCE

    Meagan Sullivan Wisecup, 152 Silverwood Circle said I am representing the Springdale Youth Boosters. On April 21st we’re having the opening day parade on April 21. Participation by our elected officials is very important to us and we appreciate when you come. We understand that everyone can’t every year. Jake Sweeney will be providing the cars and they are donating two cars for a raffle.

    I was chairperson for the levy committee in charge of Springdale, Heritage Hill and Glendale. I want to thank you so much. The proclamation was huge. It was a great way for our elected officials to stand behind the school that serves the community and you made my job a lot easier by supporting it.

    RECOGNITION OF SPRINGDALE OFFERING SUPPORT CORPORATE SPONSORS

    Mayor Webster said I apologize to some of the sponsors. In fairness to everyone I wanted to give all of our sponsors time to show up. This year our Adopt a Family project served 61 families, up 25 percent from last year. There were 165 kids in those 61 families. We started with a hat, coat and glove drive and did that in late November/early December. Then in conjunction with Calvary Church 20 turkey dinners were delivered to 20 families and three additional families were helped through the Vineyard Church. Ten families were invited to shop with a police officer. Eight showed up and got approximately $100 worth of gifts each. This was sponsored partly by SOS and partly by Target. The 61 families were adopted and sponsored by numerous employees, business owners, residents of Springdale and SOS. In addition to their gifts they received meat and a box of canned goods. Thirty-four cases of meat and eleven turkeys were donated by John Morrell and GE. Canned goods were collected from the business and residential communities. SOUL Ministries received any remaining canned goods, meat and various staples. Monetary donations are still being received to kick off the 2012 Adopt a Family program. I can’t tell you how much it warms my heart to see the outpouring of support especially from the business community. It speaks very highly of the quality of businesses we have. Businesses do have a heart. We could not run a program like this without your support. We do have some plaques and with the help of Marsha Bemmes and Cammie Mitrione we’re going to present these plaques.

    Plaques were awarded to Anderson Hills Chiropractic, CMC Properties, Kemper Pond Office Park, Maple Knoll Village, Tri County Mall, Lions Club, Calvary Church, Springdale Community Center members, John Morrell, Dave and Busters, GE Aviation, APG Office Furnishings, First Impressions Dentistry, Cornetet, Meyer, Rush and Kirzner, Brooks and sons Auto Service, Fortress Safe and Lock, Springdale Club Rec, Springdale Church of Nazarene, Frame USA, Artists in Hair Design, CinCom Systems, Inc., Sam’s Club, First Watch Restaurant, Springdale PTA, Boys Hope Girls Hope, Newlife Outreach Church.

    Mayor Webster read a proclamation proclaiming Sunday, March 25, 2012 Atonement Lutheran Church day in Springdale

    Mayor Webster said over the years the church has been a pillar of religious guidance and strength of the community. I know you’ve opened your doors for the Boy Scouts and other social programs in the evenings. We’re certainly going to miss your contributions and what a way to go out with a donation of $10,000 to SOS. Thank you very much.

        Mr. Vanover said I know first hand the support you gave the Boy Scouts. Unfortunately, much like the church that program met its demise. It probably was one of the most successful boy scout troops. I believe there were about forty Eagle scouts that came out of that organization. Thank you.

        Mayor Webster said Atonement Church sold the property to the Autism Center of Greater Cincinnati. I’d also like to read another proclamation. Mayor Webster proclaimed Monday, April 2nd as Light Up Blue Day in Springdale.

    ORDINANCES AND RESOLUTIONS

ORDINANCE NO. 15 -2012

AMENDING SECTION 123.02 AND 123.04 OF THE SPRINGDALE CODIFIED ORDINANCES RELATED TO SINGLE FAMILY, RESIDENTIAL, RENTAL DWELLING PERMITS AND DECLARING AN EMERGENCY

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

Ordinance 15-2012 passed with seven affirmative votes.

OLD BUSINESS                             -     none

    NEW BUSINESS

    Mr. Vanover said we had a waterline leak in front of the house. They shut the water off about 11:30 this morning and that was the notice we got. If we could make contact, if they are going to do that, at least give us a fair warning. It came back on about 6:15 p.m. I know things happen but if they were bringing a crew in they knew they were shutting it down for some time and we could have gotten notice even late yesterday.

    Mr. Parham asked was it a leak or a water main break?

    Mr. Vanover replied it was a leak. When I left there was a near coffin size hole that was probably eight to ten feet deep in front. The street is still closed down and parking is at a premium anyway. We’ve had a water main break but this was a leak.

    Mrs. McNear said I have liquor license requests for Shades of Blue and Marcos Pizza.

    Mayor Webster said the license for Marcos was transferred in for economic development and I was contacted by the attorney who handles these asking if I would send a letter to her that they could use to get this transferred.

    Mrs. Harlow said I would like to tell people about Lucy and George’s, a new restaurant that is occupying the old Chi Chi’s. We’ve been there quite often. The food is great, the service is wonderful and the prices are very moderate. We always encourage you to patronize the businesses in our community. Give them a try. I think you will like them.

    Mr. Knox said their portions are very large. You won’t go away hungry.

    MEETINGS AND ANNOUNCEMENTS

    Board of Zoning Appeals                         -      Apr 17

    Mrs. Harlow will be absent April 4.
   
COMMUNICATIONS FROM THE AUDIENCE                 -      none


UPDATE ON LEGISLATION STILL IN DEVELOPMENT

Temporary Special Event Banners                     -     Apr 4

RECAP OF LEGISLATIVE ITEMS REQUESTED

Contract to supply EMS service to Hollydale                  -     April 4

Council adjourned at 8:17 p.m.

                            Respectfully submitted,



Kathy McNear
                            Clerk of Council/Finance Director

Minutes Approved:
Marjorie Harlow, President of Council



__________________________, 2012