President of Council Randy Danbury called Council to order on August 5, 1998 at 7:00 p.m.

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

Mr. Knox took roll call. Present were Council members Manis, McNear, Pollitt, Vanover, Wilson and Danbury. Mr. Galster was absent.

The minutes of July 15, 1998 were approved with 5 affirmative votes. Mr. Wilson abstained. Mrs. McNear said on page 6689, last paragraph, second sentence, add "told" between who and me.

COMMUNICATIONS

Letter from Bob and Pat Lux: "Thank you for recognizing all our hard work and efforts on our house and yard. Pat and I truly enjoy working outdoors and this year was particularly challenging since our basement waterproofing caused us to remove a great deal of our landscaping. Once again, we will be out of town during Councilís recognition but we did want everyone involved in the selection committee to have our thanks. Bob and Pat Lux, 792 Clearfield Lane"

COMMUNICATIONS FROM THE AUDIENCE - none

ORDINANCE 54-1998 "AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO ENTER INTO A CONTRACT WITH SEITZ BUILDERS FOR THE CONSTRUCTION OF A SALT DOME STORAGE BUILDING AND DECLARING AN EMERGENCY"

Mrs. McNear made a motion to adopt and Mr. Vanover seconded. Ordinance 54-1998 passed with 6 affirmative votes.

ORDINANCE NO. 55-1998 "AMENDING SECTION 94.11 OF THE SPRINGDALE CODE OF ORDINANCES REGARDING COLLECTION AT SOURCE"

First reading.

Ms. Manis said this is only intended to go after additional employees other than those spelled out, president, etc. who do not file this. Youíre not going after an employee who has no idea.

Mr. Knox replied at the moment, the way the ordinance is written, we can get the tax from the president or treasurer, and the employee has already paid the tax so they have no further liability. In this situation we missed putting in that the president or treasurer should be paying interest and penalties on the money. They could be holding the money, gaining interest.

Mr. Danbury asked is this precedent setting?

Mr. Schneider responded that other communities are including interest and penalties as specific obligations. We feel that is something that can be added and there are court cases supporting that as a proper claim as well.

ORDINANCE NO. 56-1998 "AUTHORIZING THE MAYOR AND CLERK OF COUNCIL/FINANCE DIRECTOR TO FILE A DRUG ABUSE RESISTANCE EDUCATION (DARE) GRANTS PROGRAM APPLICATION AND TO ENTER INTO AN AGREEMENT WITH THE OHIO ATTORNEY GENERAL, BETTY MONTGOMERY, TO CONTINUE A DARE PROGRAM"

Mr. Parham stated in a memo of August 4 to Council I described the grant application program. Chief Laage came across this information about a month ago and has been investigating it. The deadline for filing the application is August 17, a Monday. Hopefully this will be some found money for us. We currently have a full-time DARE officer. This in no way hinders that program whatsoever. In fact, it enhances the program because we are going to continue with our DARE program. The Ohio legislature through the Attorney Generalís Office, has made it possible for municipalities to request these dollars. The dollars will pay for 50 percent of our current DARE officerís salary over a nine month period. The amount we are applying for is just under $16,700. This does not require that we add any additional personnel. There are no additional strings attached. The Chief has contacted the Village of Glendale who received $12,000 last year as part of this program. They were quite pleased with the program. There are no additional burdens on them for receiving the dollars and we expect the same for the City of Springdale. According to the Chief there is about $3 million in this fund. Last year they gave away all the money and I can expect they will do the same this year.

Ordinance 56-1998 passed with 6 affirmative votes.

OLD BUSINESS

Mr. Knox said I have been trying to contact State Senator Howardís office about the berms along I-275. Ms. Burdette of that office called back and told me they are going to check with Ohio University and find out where the study stands. They also pointed out to me that when this was raised, there was no provision in the state law for natural barriers. State Senator Howard had that amendment made to the law. That enabling portion is done at this time and as soon as Ms. Burdette gets back to me with more information Iíll let you know where the scientists stand.

Mr. Parham stated at the July 1 Council meeting, Council passed an ordinance assessing the cost of the street lighting program in Glenview Subdivision. Weíve sent out the notices and the date to return payment ends August 10. We will need an ordinance certifying the names of those who did not come forward and pay the assessment up front, assessing those to the County Auditor for our next Council meeting.

My second item is to remind the public and elected officials of the 1998 Community Pride Yard Sale and Recycling Day event which will be held at the Community Center on August 15, 10:00 a.m. to 3:00 p.m. We will have manned stations at the Community Center on August 14, 8:00 a.m. to 4:30 p.m. for people to drop off recyclable materials. We also allow individuals to drop off paint. The employees of the Maintenance Department will separate that paint and put together paints that are similar. That paint will then be made available, free to the public, on August 28 and 29 between 8:00 a.m. and 4:30 p.m. at the Maintenance Garage.

Mr. Knox stated that 31 people had paid the lighting assessments, leaving 49 still to be assessed.

Mr. Danbury asked have we reached the goal of people who have committed to getting gas installed in their homes?

Mayor Webster replied we have not reached the number we need to break even. All the gas lines are in. For everyone who signs up in the next five years the City gets a rebate.

NEW BUSINESS

Mr. Parham said the Community Center will be offering two new childrenís classes this fall. The first is Kidsí Krafts and it will be open to 4-7 year olds and their parents. It is a requirement that the parents participate. It is a six week class that will meet on Tuesday evenings from 6:00 to 6:30 p.m. The cost is $12 for the session which begins September 15 and ends October 20. There is a maximum of 30 participants for the class. The deadline to sign up is September 13.

The second program is Kool Kreations for 8-12 year olds. It is a six week class beginning September 17 and ending October 22. The class time is 4:00 to 5:00 p.m. and the cost is $18. There is a maximum of 30 participants and the signup deadline is September 13.

Mr. Parham said as part of the continuing process of development for the Community Center remodeling, Mr. Osborn put together the Request for Qualifications that went out July 19. We received the qualifications back on July 27. There were four submittals. At the last Council meeting Mr. Osborn included a copy of the Request for Qualifications as part of his report to Council. Following that meeting we sat down to present a value to each of the items that are being requested of the architectural and engineering firms.

Criteria

Value

   

1. Location of office where the majority of work would be performed and the distance from their office to the Community Center

4

   

2. Description of architectural firmís facilities and equipment at the identified location in number 1

3

   

3. Staffing level of the offices noted in number 1 with a breakdown by professional architects, professional engineers, technicians, and other specialists

4

   

4. Number of years the firm has been in business

2

   

5. Background experience with design and construction administration of recreation facility projects over the past three years, i.e.,

5

   

A. Past projects similar in size and scope to this project

 

B. Experience in renovation projects where work was phased in since the facility needs to stay open

 

C. Indicate experience with Ohio Multiple Prime Contract Regulations for Municipal Projects. I think there is a dollar value required by law that requires that certain segments are bid out, such as plumbing, electric, etc.

 
   

6. Any particular information that the firm possessed which may expedite the project design and plans and specifications preparation

2

   

7. Any previous projects performed by the firm for the City of Springdale

2

   

8. Experience of the lead professional. We asked them to identify the lead professional who would serve as general manager for the project and background on other personnel who would be serving on that project team

4

   

9. Proof of professional liability coverage

3

   

10. References

3

   

For the past week or soI have been going through the RFQs. I excluded the references, primarily because of the shortness of time. It was my opinion that if the reference is listed, you will generally get a glowing recommendation from those individuals. The firms that presented qualifications were Architect 1, Inc.; CDS Associates; Champlin/Haupt; and Schear & Schear. After going through the documents thoroughly and looking at the qualifications and assessing them according to the criteria we laid down in the beginning, the recommendation is for CDS Associates. As I examined the qualifications, there were some that were presented that simply did not address the requests that were made in the document. There were two that pretty much addressed each item. In some it was hard to identify who was the lead on the project. In each of these, including CDS, they will hire subcontractors who will participate in the project with them. There seems to be a lot of skill, resources and experience that CDS brings to the table, along with the familiarity of the Community Center and other projects in the City. I recommend CDS as the architectural and engineering firm to proceed with the remodeling and expansion of the Community Center, and also request Council to authorize the Administration to proceed with negotiations of fees.

Mr. Danbury asked how close was the second firm being considered?

Mr. Parham replied there was a tie. The first one received a score of 14, two received 18 and CDS received 27 out of 29.

Mr. Danbury asked for CDS to get 1/3 more points, is there an area that they excelled or is it just overall?

Mr. Parham responded the biggest difference was on the experience of the lead professionals and their experience in doing recreational projects. I only found one that had performed a project that was similar but not the size of this project. There was no doubt when you look at CDS. You can identify what projects were performed, the individuals who have the experience in doing those. With some of the other firms it just wasnít that clear.

Mr. Wilson asked would we be doing those individuals a disservice by not asking for a clarification?

Mr. Parham replied I donít think we would be doing them a disservice. I think everyone had an equal opportunity. Everyone received the same documentation. The questions and requests were extremely clear. I think we can ask them for clarification; however, because of the short time stroke we are on with this project I just didnít think it was feasible at this point.

Ms. Manis made a motion to proceed with CDS and Mrs. McNear seconded. The motion passed with 6 affirmative votes.

MEETINGS AND ANNOUNCEMENTS

Board of Zoning Appeals August 18, 7 p.m.

Planning Commission August 11, 7 p.m.

Public Utilities - Ms. Pollitt said ICRC had their quarterly meeting July 23. They talked about continued commitment to education in the classroom. They also discussed additional cameras for Council meetings. They are looking at putting stationary cameras in and possibly having three cameras per Council meeting. They indicated that they have cameras set up in that configuration at other Council meetings and they would be working with the City Administratorís office to pull that through to other communities.

COMMUNICATIONS FROM THE AUDIENCE - none

UPDATE ON LEGISLATION STILL IN DEVELOPMENT

Regulating public newsracks in public right-of-way - open

Distribution of advertising materials - open

Design preparation of Community Center - August 19

Personal liability on taxes - August 19, second reading

RECAP OF LEGISLATIVE ITEMS REQUESTED

Glenview Subdivision assessment

Mayor Webster said I would like to ask, beg and plead for everyone out there who may be listening to this, to please respond to the questionnaire we put in the newsletter. Those need to be in by August 12. We hope to have a report for Council by the next meeting and we need your help.

Council adjourned at 7:40 p.m.

Respectfully submitted,

 

 

 

Edward F. Knox

Clerk of Council/Finance Director

Minutes Approved:

Randy Danbury, President of Council

 

 

__________________________, l998