President of Council Marjorie Harlow called Council to order on October 5, 2011, at 7:00 p.m.

    The governmental body and those in attendance recited the pledge of allegiance.

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

    The minutes of September 21, 2011 were approved with seven affirmative votes.

    COMMUNICATIONS                     -     none

    COMMUNICATIONS FROM THE AUDIENCE   

    Julie Matheny said I just wanted to let you know about the Business Expo that is taking place Tuesday, October 18, 11 a.m. to 2:30 p.m. at the Community Center. We are also having our second annual chili cook off.

    Ed Knox, 881 Yorkhaven Road, Springdale representative to the Convention Facilities Authority stated the tax money from the hotels is going not only for the Duke Center but also the Sharonville Center. The funding from the taxes on hotels is going quite well. We are also funneling money to the Sharonville Convention Center and some money is in reserve so things are looking pretty good in that respect. Duke Energy Center is beginning to get a lot of major conventions which is good for the entire area.

    Mr. Knox said at the entrance of the Community Center are two benches that have been contributed by the Springdale Senior Citizens Club. The money comes from a CD that has been sitting and gaining funds for about twenty years. They were put there to honor the founding members of the club.

    PUBLIC HEARING – COMMUNITY DEVELOPMENT BLOCK GRANT

Mrs. Harlow opened the public hearing.

    Mr. Parham said the next round of Community Development Block Grant Program is about to get underway. The City of Springdale has participated over the last three years. In 2009 we received $20,000 towards the Home Improvement Program, in 2010 another $20,000, and in 2011 we received $30,000 for the Home Improvement Program and another $30,300 for the Chamberlain Park playground upgrade. The next funding cycle is 2012 through 2014. I’ve had some conversation with the County’s Development Department trying to ascertain what we should expect over the next three-year cycle for funding. They said in 2011 they received a 16% reduction in funding from the federal government. Because they had already approved a number of projects for 2011, the County had a contingency fund that they used to supplement for those who would have possibly fallen short in their previously approved funding. That contingency fund is at zero now. They expect a 15% reduction in federal funding in 2012. At this time, they anticipate that Springdale may be eligible to receive between $50,000 and $55,000 for the next three-year period. As part of the public hearing, we are to provide different project options for the 2012 to 2014 program years. We have solicited ideas from the Department Directors, the Council and the general public. Originally we anticipated funding at around $100,000.

    As part of the advertisement for the public hearing, we listed the Home Improvement Program at $30,000 for each year, restoration of the outdoor tennis and basketball courts at the Community Center for $43,000. The resurfacing of the courts would cost approximately $21,000 with the replacement of the fence at a price of $22,000. We also identified a seal coat for the outdoor walking path of $21,000 and said other projects would be considered. Now that we are looking at $50,000 to $55,000, with the success we have had with the Home Improvement Program, we should look at focusing on that project with maybe $20,000 each year. In talking with Mrs. Susan Walsh, Director of the Hamilton County Community Development Office, she recommended asking for more. That way, if the dollars come greater than they anticipate, there may be more opportunity to receive additional dollars. We will have to do something at some point with the tennis court and basketball court at the Community Center and also the basketball court at Ross Park.

    Mayor Webster said as it stands right now we are going to request $20,000, $20,000, $20,000 for the Home Improvement Project. To be honest I’m a little disappointed that we have gotten zero recommendations from you folks on what you’d like to see this money spent for. If you have any suggestions between now and October 19, please get them to us. The walking track certainly needs attention and I’m surprised we can get that done for $20,000.

    Mr. Parham reiterated we will take suggestions from the general public as well.

    Mr. Galster said I assume our first priority would be the $20,000 for three years and additional projects would be second choice.

    Mayor Webster replied that would be Council’s choice. I think Administration would recommend that.

    Mr. Parham said we identify which projects we want to shoot for. If you think there is a better opportunity getting more funding, you can ask for more. With the success we’ve had with the Home Improvement Program, you can decide to go for $30,000. The numbers I’ve submitted are part of the recommendation.

    Mr. Galster said I would consider the tennis and basketball court resurfacing as the second project and that the fence drop below the walking trails or Ross Park court.

    Mrs. Harlow closed the public hearing and announced a second public hearing for October 19, 2011
   
    ORDINANCES AND RESOLUTIONS

ORDINANCE NO. 38-11
AMENDING SECTION 155.0592 OF THE SPRINGDALE CODIFIED ORDINANCES REGARDING RUBBISH AND GARBAGE DISPOSAL

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

Mr. Parham stated, at the last meeting as we were discussing the dumpster/roll-off, the one challenge I identified for you that we have found difficult to resolve is when someone abandons the residence and also the dumpster. When they abandon the residence they are also abandoning that dumpster/roll-off. The property owner, who owned the home at the time and rented the roll-off, is probably not going to pay for the roll-off. Mr. Forbes has performed some research to determine how we would be able to have the dumpsters removed in these situations. Unfortunately, he was unable to find anywhere where we would have the ability to charge or direct the leaser of the dumpster to remove it. He has drafted language for you to consider tonight on how we can best address this situation. The language we have distributed to you tonight could be considered as replacement language that would provide the Building Department or Building Inspector the ability to give the property owner notice that the dumpster has to be removed. If the dumpster is not removed, the City then has the ability to use any means necessary to remove that dumpster. It may simply mean that we have to pay the bill to the owner of the dumpster to have it removed. Whatever costs we incur, this language would provide us with the ability to place a tax lien on the property. That would be our way of making sure we reach our goal of getting the dumpster removed from the property.

Mrs. Harlow asked could we ask for a deposit when the owner gets the permit for the dumpster.

Mr. Parham replied 90 to 95 percent of the folks making improvements may not need a dumpster and not all residents come in and get a permit.

Mayor Webster stated I view this the same as doing other home improvements. We issue permits but charge no fee. I would not be in favor of levying a fee but I think this is a good ordinance.

Mrs. McNear polled Council and the ordinance passed 7-0.

Mr. Parham stated this is the first reading was the original and now we’ve changed the exhibit.

Mr. Forbes stated it would at least be appropriate to have a motion from Council to amend the ordinance by referencing the new exhibit. It would then be appropriate to have a motion to accept the amendment and then adopt the ordinance as amended.

Mr. Vanover made a motion to remove the prior vote on Ordinance 38-2011. Mr. Squire seconded. The motion passed with seven affirmative votes.

Mr. Vanover made a motion to approve the new Exhibit A of Ordinance 38-2011 as distributed this evening. Mr. Squires seconded. The motion passed with seven affirmative votes.

Mr. Vanover made a motion to adopt Ordinance 38-2011 as amended. Mr. Squires seconded.

Ordinance 38-2011 passed with seven affirmative votes.

ORDINANCE NO. 39-2011
 AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO ENTER INTO A CONTRACT WITH P. L. CUSTOM EMERGENCY VEHICLES FOR THE PURCHASE OF ONE 2012 CLASSIC TYPE I AMBULANCE ON A FORD F-350 CHASSIS AND DECLARING AN EMERGENCY

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

Mr. Parham said each of you should have a total of three pages as part of the exhibit. The first page identifies the information from P.L. Custom on the Command Seagrave ambulance that shows in the middle of the page the total amount of the base bid of $126,000.86. It also shows the options that are part of their base bid in the amount of $14,488.04, the Ford FIN number of $5,400 and the items that will not be performed at $387. We’ve tried to identify those items on the next two pages. I also thought it was appropriate to have them because our original discussion was looking at another vendor who only listed a base bid and did not list the other options. The expected turnout date is between 120 and 150 days.

Ordinance 39-2011 passed with seven affirmative votes.

ORDINANCE NO. 40-2011
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 AN AMBULANCE FOR THE CITY OF SPRINGDALE AND AUTHORIZING OTHER DOCUMENTS IN CONNECTION THEREWITH; AND DECLARING AN EMERGENCY

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

Mrs. Emerson asked what is the final interest rate.

Mr. Parham replied the final interest rate is 1.78 percent. The first payment for the financing of this lease/purchase will be made October 15, 2012. Equal payments of $46,631.80 will be made each year on October 15, 2012 through October 15, 2014. The cost for financing this purchase is $4,895.41. The total cost for the squad is $134,787. We have been working with the number of $135,000 so that will be the number that will be placed in escrow until we give Fifth Third the direction to pay P. L. Custom.

Mrs. McNear said as an item of full disclosure I do have two family members who work in the call center at Fifth Third Bank.

Ordinance 40-2011 passed with seven affirmative votes.

ORDINANCE NO. 41-2011
DECLARING CERTAIN CITY EQUIPMENT AS SURPLUS PROPERTY AND AUTHORIZING THE CITY ADMINISTRATOR TO DISPOSE OF SAID SURPLUS PROPERTY THROUGH THE HAMILTON COUNTY ENVIRONMENTAL SERVICES RECYCLING PROGRAM AND DECLARING AN EMERGENCY

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

Mr. Thamann stated the attachment to the ordinance lists three pages of obsolete computer equipment and electronic components we have stored in the basement. The Hamilton County Environmental Services has given Springdale as well as other Hamilton County municipalities the opportunity to dispose of the equipment and components by recycling the items. The city would like to take advantage of this program and dispose the items in an environmentally friendly way verses landfilling the items. The County’s program ends the end of October.

Ordinance 41-2011 passed with seven affirmative votes.

ORDINANCE NO. 42-2011
ACCEPTING AN OHIO PUBLIC WORKS COMMISSION GRANT FOR THE CENTURY CIRCLE NORTH RECONSTRUCTION PROJECT, AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO EXECUTE A RELATED PROJECT GRANT AGREEMENT AND DECLARING AN EMERGENCY

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

Mr. Parham said the exhibit can be found in the Clerk’s office. We’ll provide a copy of the exhibit if anyone would like one.

Mayor Webster asked how much is the grant?

Mr. Parham replied the grant is $374,500. The estimated construction cost is $535,000. The City’s estimated cost for the project is $160,500.

Ordinance 42-2011 passed with seven affirmative votes.

RESOLUTION R12-2011
RESOLUTION ACCEPTING THE AMOUNTS AND RATES AS DETERMINED BY THE BUDGET COMMISSION AND AUTHORIZING THE NECESSARY TAX LEVIES AND CERTIFYING THEM TO THE COUNTY AUDITOR

Mayor Webster said the amounts in here are the County Auditor’s estimates. How does that compare to last year’s?

Mrs. McNear replied I don’t have last year’s with me but I can get that.

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

Resolution R12-2011 passed with seven affirmative votes.

    OLD BUSINESS

    Mr. Parham said the bids for the Chamberlain Park Beaver Run Riparian Restoration project were opened on September 29th. There were three bidders. The low bid was Evans Landscaping in the amount of $277,417.50. The Engineer’s estimate for this project was $404,000. The Engineer is in the process of evaluating the references and work history/experience of Evans Landscaping. We are not familiar with Evans performing this type of work so before we make a recommendation to Council to accept them as our lowest and best bidder, we want to make sure that we are comfortable that they can perform the task. We received OEPA grant funds in the amount of $362,929. It is an 80/20 split project. With the original estimate our share was $90,000 where we were able to calculate in to our contribution the design engineering costs of $42,250. If we’re still able to count that $42,250, twenty percent of $277,417 is $55,483, it means that our construction costs would be $13,234. Even if Evans does not prove to have the experience to perform this, the next bidder was $308,000 which is still lower than the estimate was and we know they have experience.

    Mr. Vanover said I have different numbers on my document.

    Mr. Parham said the Engineer found that the $279,051 was the number when they opened bids but when they checked the tabulations, they found that it was $1,600 less than what appeared on the document.

    NEW BUSINESS                     -     none
   
    MEETINGS AND ANNOUNCEMENTS
   
    Mr. Thamann announced that the Fire Department will be wearing pink shirts all month in honor of breast cancer awareness.

Fire Department open house                 -     Oct 8
    Planning Commission                     -     Oct 11
Board of Health                     -     Oct 13
Annual Health Fair                     -     Oct 18
Board of Zoning Appeals                 -     Oct 18
Halloween Carnival                     -     Oct 29
Halloween trick or treat                 -     Oct 31

COMMUNICATIONS FROM THE AUDIENCE    -     none

UPDATE ON LEGISLATION STILL IN DEVELOPMENT

Beaver Run restoration                 -     Oct 19

RECAP OF LEGISLATIVE ITEMS REQUESTED    -    none

Council adjourned at 8:02 p.m.

                        Respectfully submitted,




                        Kathy McNear
                        Clerk of Council/Finance Director

Minutes Approved:

Marjorie Harlow, President of Council



__________________________, 2011