President of Council Kathy McNear called Council to order on April 19, 2006, 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, Pollitt, Squires, Vanover, Wilson and McNear.  Mr. Galster was absent.

 

            The minutes of April 5, 2006 were approved with six affirmative votes.

 

            Introduction of Assistant Recreation Director, Matt Beaty and Senior Programmer, Marty Garges

 

            Greg Karle, Community Center Director,  said Matt Beaty needs no introduction.  He has served as our Fitness Center manager since the opening of our new fitness center.  I had the pleasure of hiring Matt and also of promoting him to Assistant Recreation Director.  This will fill a position that has been vacant since 2003.  Matt has done a great job of the Fitness Center.  Matt’s new responsibilities will be sports programming and customer service.  I look at those as two of his greatest assets.  He brings a very energetic service oriented style.

 

            Mr. Karle said most of you know we have become heavily involved in senior programming since the first of the year.  Currently we are serving over 1,000 senior members with programs and special events.  It’s been a huge project and our Assistant Director, Sharon Casselman, as well as our entire staff, has done a great job in getting the program off the ground and running real well.  Our new Adult Senior Programmer is Marty Garges.  Marty was most recently employed with the City of Mason Recreation Department.  She served as their front desk manager in their Community Center.  Most of her experience previously was in senior programming.  She brings a lot of talent and background with her.  I think it will be a great fit for her and for us.

 

            Mr. Osborn stated prior to this year about 400 members of our community were participating in the Community Center at various levels, some in name only.  When we jumped into this we saw our numbers go up, not only from outside the City, but also residents in the City.  We have 500 active members from within Springdale and 500 that are non-residents. 

 

RESOLUTION R7-2006 “COMMENDING JOSEPH SCOTT FOR HIS DEDICATION AND SERVICE TO BOY SCOUT TROOP 164”

 

Ms. Pollitt made a motion to adopt and Mr. Wilson seconded.

 

Ms. Pollitt said I’ve known Joe for a long time and had two boys who went through his troop.  My one son made Eagle Scout under Joe.  I know that you taught them all the skills that were represented in the Boy Scout handbook such as building fires, blazing trails, pitching tents; but you taught them other things that were not in that book that has made a world of difference to a lot of young men.  You taught them fairness, integrity, honor and character.  You were a mentor to the boys who needed a male figure in their lives.  I know I am very proud to be part of that short span that my sons were in your troop and I thank you from the bottom of my heart.

 

Mayor Webster said I have known Joe as a neighbor since the early 70s and I’ve tried to attend most of the Eagle Scout presentations since I’ve been Mayor and Joe has always been there.  I think it’s pretty incredible when you thing about someone who has been a mentor and father figure at times to over 300 boys in this community.  A lot of times we honor coaches who win league championships and trophies and I doubt if we’ve ever had a coach before us who has coached over 300 young men the way you have, especially to mentor 21 to where they’ve become Eagle Scouts.  I think your contribution is unparalleled in this community.    On behalf of the entire City, thank you very much.  I’m sure your troop is going to miss you.

 

Resolution R7-2006 passed with six affirmative votes.

 

Mr. Scott said I appreciate this honor you are bestowing upon me but truthfully I’m not worthy of it.  You are giving it to me and there are so many men and women who are behind me that have contributed so much toward the way this troop has been run.  Joe Rudik has been with me since Day One.  Charles Hormann has sixty years in scouting and has been with me since Day One.  Bob Simmons gave his last year of life at summer camp dying of cancer to be with the boys.  These are people who give everything for the kids.  A lot of the high adventure trips and campouts wouldn’t have happened without Frank Gorman.  If you want to give a round of applause these people in the background deserve it. 

 

RESOLUTION R8-2006  COMMENDING MATTHEW JACKSON FOR RECEIVING THE DISTINGUISHED HONOR OF EAGLE SCOUT”

 

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

 

Mr. Scott stated Matt joined our troop and like a lot of new scouts was unsure of himself.  Matt turned out extremely well.  Matt has turned into a mentor.  He has been training the younger scouts for the last year and a half.  He’s helping the boys advance.  He has made Eagle and he’s over 18 so he’s no longer a scout.  He’s an assistant scout master.  He stayed with the troop and is in the process of training the next batch of scouts.  He’s going to go far.

 

Resolution R8-2006 passed with six affirmative votes.

 

RESOLUTION R9-2006  COMMENDING JUSTIN ROBINSON FOR RECEIVING THE DISTINGUISHED HONOR OF EAGLE SCOUT”

 

Mr. Danbury made a motion to adopt and Mr. Wilson seconded.

 

Mr. Scott said if you want to see Justin’s eyes light up tell him you are going on a high adventure trip somewhere.  He’s always the first one to raise his hand.  He’s also accomplished with several musical instruments.   He also has been helping out with the young scouts. 

 

Resolution R9-2006 passed with six affirmative votes.

 

RESOLUTION R10-2006 “COMMENDING ANDY GORMAN FOR RECEIVING THE DISTINGUISHED HONOR OF EAGLE SCOUT”

 

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

 

            Mr. Scott said Andy has a lot of respect for his elders.  He enjoys life a whole lot.  He has fun doing just about everything.  He always has a smile on his face and works hard at what he does. 

 

            Andy Gorman said I’d like to thank Mr. Scott, my parents and other leaders for getting me where I am today.

 

            The Mayor and members of Council offered their congratulations to the recipients.

 

            Resolution R10-2006 passed with six affirmative votes.

 

            Mr. Scott said I’d like to thank Ms. Pollitt. Because of her efforts, the troop was able to procure a trailer to haul all of our equipment to do these high adventure trips. 

 

            COMMITTEE AND OFFICIAL REPORTS

            Civil Service Commission                                                      -           no report

Rules and Laws                                                                      -           no report

Public Relations                                                                      -           no report

Public Health, Safety & Welfare                                              -           no report

 

Public Works – Mr. Wilson said all work on the 2005 street program has been completed.           

 

Public Utilities                                                                          -           no report

                                                                                           

Capital Improvements – Mr. Danbury said the report back from the contractor on the SR 747 grade separation was not satisfactory to ODOT so they have been found in default of the contract.   The meetings between the bonding company and ODOT are being held to verify the schedule and a new contractor.  Mr. Shvegzda said his best guess as to when the project will start again is mid June.  The remainder of the pavers and decorative wall for the Streetscape will be completed this month.   The SR4 at Crescentville project has no change.  Ordinances 25, 26 and 28 on the agenda tonight are concerning Kemper Road Phase III.  The Fire Department HVAC legislation is on the agenda tonight.  The project should be complete in late October.  Bids for the Fire Department roof will be open May 10.  The contract for the SR 747 pavement replacement project will be awarded in July.  The Peach Street storm sewer replacement construction is underway and should be completed at the end of this month.                                                                                     

 

Finance Committee                                                                -           no report

                                                                                           

Planning Commission – Mr. Vanover reported landscaping and building materials for Heritage Hill School were approved.  The rezoning of 1.524 acres at Kemper and Tri-County Parkway (Chick-Fil-A) from Support Service to PUD per the applicant’s request and owner’s approval was approved 7-0.  Jake Sweeney requested approval of a proposed showroom addition at 85 West Kemper Road.  Sweeney’s has picked up a Dodge franchise and are building a showroom to meet dealer requirements.  That was approved 7-0. 

                                                                                           

Board of Zoning Appeals – Mr. Squires said a request for an oversize utility building two feet from the property line was discussed.  The setback will be five feet from the property line and approval was granted for a 10 foot by 14 foot shed.  The second item was Jake Sweeney’s request for additional signage.  This was recommended to BZA by Planning Commission and was approved.

                                                                                           

Board of Health – Mayor Webster stated the major discussion was about Springdale having a POD (Point of Dispensing) to dispense prophylaxes if necessary for an emergency situation. 

                                                                                           

Veteran’s Memorial Committee                                              -           no report

O-K-I                                                                                       -           no report

                                                                                           

Mayor’s Report – Mayor Webster said the Police Department is trying to start two more neighborhood watch groups; one at The Willows and one at The Colony.  Twenty-five people attended the first meeting at The Willows.  They talked about the communication problems with people who can’t speak English.  If you can’t speak English you have to be able to at least give your address.  There is a process in place with Hamilton County Dispatch to have a call transferred to a translator in 10 to 45 seconds if the caller speaks Spanish.  They also had a meeting at The Colony and thirteen people attended that one.  The Police Department needs all the eyes and ears they can get in the neighborhoods.  It’s the best crime prevention we can institute.

                                                                                           

Clerk of Council/Finance Director                                          -           no report

                                                                                           

Administrator’s Report – Mr. Osborn stated I would like to request legislation at the next meeting authorizing an agreement with BP Oil to provide gasoline, diesel and bio-diesel to our City over the period July 2006 to June 2007.  The prices are based on the Oil Pricing Index Service (OPIS).  There is an average price at distribution points, gas stations, etc. published on a daily basis.  We then get a markup for transportation of that fuel to the City garage facilities.  We are for the first time, going to purchase bio-diesel at an 80% diesel/20% soy mix as a test program to see how some of our bigger vehicles do on that mixture.  I don’t think initially this will be a cost benefit to us.  It will be an environmental benefit, but as prices continue to grow for fossil fuels I think we need the experience on how to use the bio-diesel or other types of bio fuels and how we might incorporate their use on a larger scale. 

 

Mr. Osborn said we have a change order for the Springfield Pike Streetscape Phase II.  This would be change order number 1 to add the streetscape across the frontage of what was formerly Bing’s.  We did that orally with the State.   Mr. McErlane reports that the State of Ohio has adopted a new one, two and three family building code.  As a result we must amend our current Residential Building Code and change our reference to the State Building Code and eliminate any conflicts we have in our local code.  All of the local amendments we made in our old model are now supplanted by the new State Code.  I request a first reading of that legislation at the next meeting.

                                                                                           

Law Director’s Report                                                             -           no report         

Engineer’s Report                                                                   -           no report

 

            COMMUNICATIONS                                                               -           no report

 

            COMMUNICATIONS FROM THE AUDIENCE                        -           none

 

            ORDINANCES AND RESOLUTIONS

 

ORDINANCE NO. 23-2006  AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO ENTER INTO AN ADMINISTRATIVE AGREEMENT WITH UNITED MEDICAL RESOURCES (UMR) AS THE THIRD PARTY ADMINISTRATOR OF THE CITY’S SELF-FUNDED HEALTH INSURANCE PROGRAM AND DECLARING AN EMERGENCY

 

Mr. Danbury made a motion to adopt and Mr. Wilson seconded.

 

Mr. Parham stated last year we took a slight gamble by incorporating the Corridor Program with lower rates and more risks.  We were very fortunate in that we had one individual in the program who did exceed the numbers but it did not reach the numbers that we would have anticipated.  Therefore, we experienced a savings of $37,000 by accepting the Corridor Program.  We had a slight increase in our stop loss rates for singles by 12 cents but we actually had a decrease for the stop loss rate for families.  We experienced a reduction in our aggregate of six percent per employee per month.  When I published this report we had expended $951,000 with four weeks left to pay.  Right now we have one week left to pay and we are at $1.24 million.  I’m not sure if we will pierce the aggregate or not. 

 

Mr. Parham reported we had not had a rate increase by the third party administrator over the last year.  Our last increase came in 2004.  At this point they are requesting a 3.65 percent increase over the 2004 rates to 29.80 per employee.  Our access fee for the Health Span Preferred Network remains at $5.50.   We are going to look at ways to reduce the claims volume and take a closer look at the prescription program to see if there is a way to reduce costs in those areas.  I recommend Council approve both ordinances 23 and 24.

 

Ordinance no. 23-2006 passed with six affirmative votes.

           

 

ORDINANCE NO. 24-2006  “AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO ENTER INTO A CONTRACT WITH HCC BENEFITS CORPORATION TO PROVIDE FOR STOP-LOSS INSURANCE AND DECLARING AN EMERGENCY”

 

Ms. Pollitt made a motion to adopt and Mr. Danbury seconded.

 

Mr. Osborn said I’d like to compliment Mr. Parham for the excellent job he is doing with risk management, particularly this health insurance coverage.  It’s a very volatile field.  This plan does save us money.  Most of this contract fell during the first year that we had employee co-pay on our health insurance.  That has not been factored into our true cost because at this point it is not much more than token.  It’s $50 for a family per month and $25 for single.  We have opened that door with our unions and I think they appreciate the fact that health insurance is becoming a greater factor for an employer in terms of providing a full range of benefits.

 

Ordinance 24-2006 passed with six affirmative votes.

 

ORDINANCE NO. 25-2006  “AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO ENTER INTO A CONTRACT WITH CDS ASSOCIATES, INC., TO PROCEED WITH DESIGN SERVICES FOR THE EAST KEMPER ROAD IMPROVEMENTS AT TRI-COUNTY MALL AND DECLARING AN EMERGENCY”

 

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

 

Mr. Osborn stated these modifications come out of the Tri-County PUD that was recently approved by you and Planning Commission.  The cost of construction for this work will initially be born by the owner of the mall, but ultimately they will be reimbursed out of the Tri-County TIF proceeds once that gets on its feet.  The work covered by the ordinance this evening deals with the design of these improvements.  Because we did want to hold control of that design, we are contracting directly with our City Engineer to do that work.   Once the TIF is in place and has generated sufficient funds we will be able to reimburse ourselves from that TIF.  This is a project that is needed in a timely way.  That drawing you saw of the new location shows a new building which is a combination deli and Caribou Coffee that is served by this new intersection.  We would like to get this work started.  This improves access between Cassinelli and Tri-County Mall.  We ask Council to consider this favorably.

 

Ordinance 25-2006 passed with six affirmative votes.

 

ORDINANCE NO. 26-2006  “AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO ACQUIRE AND ACCEPT A RIGHT OF WAY EASEMENT AND A WATER MAIN EASEMENT AS PART OF THE KEMPER ROAD PHASE III PROJCT (JOHN MORRELL)”

 

      Mr. Danbury made a motion to adopt and Ms. Pollitt seconded.

 

            Mr. Osborn said this represents the purchase of four easements, two permanent and two temporary for the roadway work which would be our cost.  We are acquiring 13,591 square feet of permanent roadway and utility easements, and temporary easements of 15,807 square feet.  For the waterworks we are obtaining 8,550 square feet of permanent easement and 2,330 square feet of temporary easement.  As Mr. Danbury alluded to earlier, this is the first of three properties we need to settle for the construction of this project.  We are acquiring these easements at their appraised value.   Although we are going to pay John Morrell $43,542 for all four easements, we will be reimbursed by the Waterworks making our net cost $23,372. 

 

            Ordinance 26-2006 passed with six affirmative votes.

 

ORDINANCE NO. 27-2006  AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO ENTER INTO AN AGREEMENT WITH MCBRIDE DALE CLARION FOR PROFESSIONAL PLANNING SERVICES”

 

Mr. Wilson made a motion to adopt and Ms. Pollitt seconded.

 

Mr. Osborn said I might start out by saying we haven’t had an increase for this contract in seven years.   This is no more than a token increase.  The average increase for the different rate categories is 10.5% but if you break that out over the seven years she has been working under the original amount, that results to 1.1% increase per year.  I’m very glad to see us renewing our contract with Anne McBride.  She is a consummate professional.  She has a great deal of experience on the other side of the table, representing developers, as well as the City side.

 

Mr. Vanover stated I have had the pleasure of serving with Anne on Planning Commission.  Her reports as well as the other staff reports provide us with all the ins and outs we need so that we can walk through  our job fully knowledgeable.

 

Mayor Webster said I am very impressed with the detailed nature of staff comments.  I think it makes our planning process so much more professional.  Even though applicants may get grilled, I think they know where we are coming from and are impressed with what degree we go to to make sure that this City maintains a quality development.  Anne is an integral part of our process and we’re glad you’re on board for another year.

 

Mr. Osborn said I wanted to add that we have tried to refocus our rolls as support staff to Planning Commission.  Rather than just dwell on the negative with the project, we also want to sell to Planning Commission what’s right with the project.  We are not here to turn projects down.  We are here to help Planning and Council make decisions about projects.  We have to be more customer friendly if we want to stay competitive.

 

Ordinance 27-2006 passed with six affirmative votes.

 

ORDINANCE NO. 28-2006  “AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO ENTER INTO A CONSTRUCTION AGREEMENT WITH CSX TRANSPORTATION, INC. FOR THE PROPOSED BRIDGE WIDENING IN THE KEMPER ROAD IMPROVEMENTS, PHASE 3, PROJECT AND DECLARING AN EMERGENCY”

 

Mr. Danbury made a motion to adopt and Mr. Wilson seconded.

 

Mr. Osborn stated I distributed to the dais a copy of a report I asked the City Engineer to put together because we  don’t face this type of agreement with the railroad every day.  It’s very difficult for us to appreciate how they burn their money.  Mr. Shvegzda did a thorough review and audit of their proposal and I think what they are proposing is realistic in terms of cost.  We could not do the widening of the bridge without their participation.  The cost to us will be $190,578 but I wanted you to see the components of that cost explained by our City Engineer.

 

Ordinance 28-2006 passed with six affirmative votes.

 

ORDINANCE NO. 29-2006 “ACCEPTING A BID AND AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO ENTER INTO A CONTRACT WITH DEBRA-KUEMPEL FOR SPRINGDALE FIRE DEPARTMENT HVAC REPLACEMENT PROJECT

 

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

 

Mr. Osborn said we bid this same project in December.  We were fifty percent over budget so we broke it down into components to see what we can afford to do since we had budgeted $270,000.  We’re doing the bulk of the project but we are leaving out some of the alternates.  Those revolve mainly around the water circulation pumps that feed and remove water from the boiler through the hot water system.  We will look at replacing those next year.

 

Ms. Pollitt asked what we are looking at for the water re-circulating pump?

 

Mr. Osborn replied if you look at Alternate H3, H4, Alternate E3 and E4 you will see that the biggest item is Alternate H3, which is $93,480 so we are looking at around $100,000.  We can live without replacing this system until the next budget year.

 

Ordinance 29-2006 passed with six affirmative votes.

 

ORDINANCE NO. 30-2006  “ACCEPTING A BID AND AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO ENTER INTO A CONTRACT WITH SUNESIS CONSTRUCTION FOR THE KEMPER ROAD IMPROVEMENTS, PHASE 3, PROJECT AND DECLARING AN EMERGENCY”

 

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

 

Mr. Osborn said I’d like to direct your attention to the memorandum I just distributed that is actually issued by ODOT.  They had a meeting to discuss why their costs on contracts state-wide have increased so rapidly over the last two years.  They have seen an average increase of 26% from 2003 to 2005.  We are seeing a similar rapid increase in cost for projects.  The State thinks that is based primarily on the cost of fuel.  Asphalt is a petroleum based product and all the equipment runs on petroleum.   I give you that information as preparation for going through our status on East Kemper Road Phase II.  It’s one of the biggest projects we’ve ever entered into cost-wise.  Attached to your legislative update is a cost summary.  The low bid without alternates is $5,017,381.  Of that amount we can subtract $2,706,910 as direct cost to Cincinnati Water Works, and Water Works will deposit a sum in that amount with the City in order to pay for this project.  They will net some things out of that but their cost will be a little over $2.3 million.  Below that we have to add in the cost of our sixteen-inch water main relocation.  We had some water main work that we had to do that Water Works is charging us for.  The only alternate we want to put into this project is one that will pay for repairs to the existing bridge.  The City must also pay the Force Account that you just approved.  Cincinnati Water Works will owe us money for paying on the Tri-County Parkway extension because they agreed to pay for half the cost of repaving that street once their thirty-six inch line has been installed.  This gives us a subtotal of $2,628,519.  Because this is a two year project we have factored in a five percent contingency of $131,425 for expenses that we haven’t encountered yet.  That brings our cost up to $2,759,945.  When we budgeted for this project in 2004 and then 2005 we took on forty percent of the cost of that project.  Then the County Engineer’s Office came back and said they would pay for fifty percent of the project.  We failed to get any Municipal Road Fund money for this project.  We budgeted what we believed to be fifty percent of the project at $1,157,500.  If you look at half the number I gave you earlier, our responsibility would be $1,602,445.   We have a shortfall of just under $445,000.  The cost increase the State is seeing is affecting this project.  Secondly, we have approached the County Engineer personally and described the circumstances here.  He is very sympathetic to the situation and has agreed to give the project a strong recommendation if we should apply for 2007 Municipal Road Fund money, which we will do.  Because this is a two-year project and because the bridge work comes up the second year, that timing is advantageous to us because they are more likely to give us money for a bridge.  While Mr. Brayshaw cannot guarantee us money for next year, he did guarantee that he would give us a strong recommendation.  I feel confident that we will recover the majority of the shortfall through the Municipal Road Fund.  If we don’t have to use the five percent contingency or some part of that, that will help cover some shortfalls.  The project is important and we can’t back away from it at this point.

 

Ordinance 30-2006 passed with six affirmative votes.

 

OLD BUSINESS                                                                     -           none

 

            NEW BUSINESS

 

            Mr. Osborn said we request time on the second meeting in May to introduce new police officers.

 

            MEETINGS AND ANNOUNCEMENTS

 

            Opening Day parade                                                               -           April 29

 

            Mayor Webster reported that Mr. Osborn and I have been spending a lot of time working on the bicentennial.  We are trying to get some dates locked in and should be able to start giving you a bi-weekly report of where we stand, what we have planned, etc.

 

            Mr. Wilson asked have we received the check for the Veteran’s Memorial.  Mayor Webster replied yes, it has been receipted into the City treasury and the City has to cut a check for the Veteran’s Memorial committee.

           

COMMUNICATIONS FROM THE AUDIENCE                        -           none

 

UPDATE ON LEGISLATION STILL IN DEVELOPMENT       -           none

 

RECAP OF LEGISLATIVE ITEMS REQUESTED

 

Ordinance to buy gas                                                             -           May 3

Change order for streetscape                                                -           May 3

Building Code changes                                                           -           May 17

 

Council adjourned at 9:10 p.m.

 

                                                                        Respectfully submitted,

 

 

 

 

                                                                        Edward  F. Knox

                                                                        Clerk of Council/Finance Director

 

Minutes Approved:

 

Kathy McNear, President of Council

 

 

 

__________________________, 2006