President of Council Kathy McNear called Council to order on December 20, 2000, 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, Galster, Pollitt, Squires, Vanover, Wilson and McNear.

The minutes of December 6, 2000 were approved with seven affirmative votes with one change. On page 7628, second paragraph, second line from the bottom, "fee" should be changed to "feel".


Civil Service Commission Ė Mr. Coleman reported that the Civil Service Commission met December 8. We discussed the violations bureau clerkís position and the frustrations with filling this position. It has been a revolving door scenario with this particular position. We donít really have an answer other than to continue to test for the position. We are concerned that individuals who have been selected continue to exit the position. We are trying to come up with some way to retain individuals. In the advertisements we certainly note that it is a shift work position and in all discussions we also emphasize it is a shift work position. That may be part of the reason for individuals not staying. Itís frustrating but we will continue to test and try to fill the position. The only other item of business was the certification of the top ten candidates for the position of patrol officer as well as certification for the top ten positions of firefighter.

Rules and Laws - no report

Public Relations - no report

Public Health, Safety & Welfare - no report

Public Works - Mr. Wilson stated the committee met December 14 to discuss the 2000 street program and the scope of the 2001 program. The committee will make recommendations on the 2001 street program this evening. If Council concurs weíd like to request legislation for the design work at the next Council meeting. You should have a copy of the proposed 2001 street program. The budget is $877,000. The first page gives you the general City-wide repair work; the total curb replacement, street resurfacing, Chesterdale Road resurfacing. Please note that Sharonville is going to pay a portion of that. Then we have a $5,000 miscellaneous catchall totally $877,000.

Mr. Squires asked do you require an emergency clause on that ordinance?

Mr. Vanover said the reason for the emergency clause is so we can get it out to bid earlier. Our track record has proven that the earlier we can get it to bid, the more favorable the bids end up being.

Public Utilities - no report

Capital Improvements Ė Mr. Danbury said the CSX grade separation was originally scheduled to start construction in 2002. ODOT is revising the project. They suggested revising the construction to take place in 2002 and 2003, but theyíve agreed to commence a title search. Mr. Shuler, is there any update on that?

Mr. Shuler said that covers it pretty well. We did have the meeting with the Department of Transportation. Mr. Osborn was in attendance and we did voice our concern about their suggestion to us to push this project back a year. I was not able to be there but itís my understanding that they were very cooperative. There was a discussion on alternatives that could be implemented to try to put the project back on schedule. In fact, this idea of them starting their work early before the right-of-way is released to them, will save about six months and then put it back into a bidding cycle that would allow it to get back to approximately the schedule that we have always been working on. We had good results from that meeting and will continue to stay in touch with them to make sure that they are staying on that schedule that they committed to us.

Mr. Osborn said we had a meeting with ODOT officials on another topic. One of the participants happened to be the director for the individuals we had met with earlier on the grade separation project so I took the opportunity to discuss with him what our concerns were and Iíd say Iím even more optimistic now. He has a very favorable view of trying to help us shorten this discrepancy in time. I was going to touch on this as part of the budget but I can just mention it now. We were hoping to see the project sold in December of 2001. They were looking at December of 2002 when we first heard about this. We are now working to try to get the project sold in March 2002. We are losing about three months if we can do that. If we can do that we are only losing some time through the winter. Don Shvegzda doesnít even feel like itís a two-three month period we are losing because it is through the worst of the winter season with very little construction. It does sound as though ODOT is supportive and is trying to help us to try to slide the construction project sale date forward into the first quarter of 2002.

Mr. Danbury continued the retaining wall at the East Kemper Road improvements at SR 747 is basically complete. The work is going to be suspended and the remainder of the project will be completed in 2001. The Walnut and Pear Street improvements construction plans are 95% complete. The right-of-way plans are 100% complete. Discussions are underway with the utilities regarding relocation. They will be advertising the project in January with a bid opening in February. Construction will be done at the end of the school year.

Finance Committee Ė Ms. Pollitt reported the Finance Committee met December 5. We reviewed the 2001 budget. The final revised budget is in our work session this evening.

Planning Commission Ė Mr. Galster said Planning Commission met December 12. In the election of officers all people presently seated will continue in the same capacities. The first item was the modification to and compliance with the conditional use permit for Creative Kids World, Inc., 111285 Springfield Pike. As Council members will remember, we had Mr. Sharkey and a few other residents come and make a presentation at our last Council meeting. The end result is that we are limiting the hours they are open. They are not open on Saturday. They will not be open on Sunday except for the church period she will have. We also restricted the outdoor hours from 9:30 a.m. to 12:00 p.m. and from 2:30 p.m. to 4:00 p.m. That will be Monday through Friday only. There will be additional plantings; two rows of trees. There will be a shadowbox fence put up and we are going to allow the City Planner to be out at the site to go over it with the property owners to strategically place those items. The owner has also agreed that sometime in the spring when the kids are outside again we will monitor the noise levels to try to get a reading to see if this has helped. The owner of the property is aware of the fact that these may not be the only remedies but for right now that is the start. That was approved 7-0 to approve that conditional use permit.

Under New Business we had approval of a final PUD development plan at Cassinelli Square redevelopment of Building D which is the old cinemas building. Itís going to retail type outlet, glass storefront. That was tabled 7-0.

Board of Zoning Appeals Ė Mr. Squires reported that the sitting officers were re-appointed to the same positions. Marian Allman, representing the Art Institute of Cincinnati originally came before the board in November requesting a variance for hanging flags on her building identifying the Art Institute as they could see it. I asked her to hold this in abeyance because I noticed on my way to observe her building that several other buildings in our city had flags, streamers and pennants on their structures, and I wanted to clear that with the City before we voted on her. After I talked with the City fourteen violation notices were sent out regarding pennants, streamers and flags. When Mrs. Allman came back we presented her with the letters that were sent out and said we had to be consistent. In the meantime we think she had consulted legal people because she was no longer requesting flags; she was requesting signs in the form of flags and these signs would be fixed. We voted to deny her request for pennants and streamers and told her she would be well within her rights to contact the Building Department for signage.

Mr. Joachimi, 511 West Kemper Road has a sign in his front yard advertising WAKW radio station. We informed him that our code did not allow advertising and commercial signs advertising a business on residential property. He is upset about that and thinks his free speech has been denied and he intends to return to the Board of Zoning Appeals with an attorney. We encouraged him to do that; however, we asked that he notified us if he does do that so that we can have legal representation there as well.

Ampac Plastics on TriCon Road has a very attractive wall sign on their building but they donít want to take down the monument sign. Our code does not permit two signs for a business so we denied his request.

Board of Health Ė Mayor Webster said Regulation R2-2000 was passed establishing a new fee structure for food service operations and food establishments. New categories have been established by the State and it appears that the total increase in fees will be 18.4% for next year.

O-K-I - no report

Mayorís Report Ė Mayor Webster read a letter of resignation from Carmen Daniels. "Thank you for appointing me to serve on the Parks and Recreation Commission. The time I have spent on this board has allowed me to understand the City that I live in a lot better and become a better servant to the people in my community. I hope I have added some value to the groupís overall mission which is to provide year-round leisure services programs that encompasses a wide spectrum of recreational, social and entertainment activities and events. I regretfully resign effective January 1, 2000 due to meeting conflicts with my sonís games. Hopefully, if there becomes a vacancy in the future I would again like to have your support." Carmen is a very proud mother of Eric Daniels who is playing basketball for the University of Kentucky. There were about three or four months she was going to have to miss. She felt bad about it and I did too but weíve had this discussion before about board members not being able to make three meetings and tendering their resignation. I regretfully had to accept that resignation. I do have people who have expressed an interest in that over the years. If there is anyone out there who would be interested in serving on the Parks and Recreation Commission please call me at 346-5700. We meet September through May, the first Tuesday of each month at 7:00 p.m.

Mayor Webster continued the debris removal program has been a huge success this year. We had 320 requests for services. A tremendous amount of manhours has been spent on that program but it does wonders for our community.

Mayor Webster stated Iíd like to follow up on Mr. Galsterís Planning Commission report. As you know, the Sharkeys were at the last Council meeting expressing concern about the problem with Creative Kids World Childcare Center. Council listened to that. Council was pretty clear in instructions to Mr. Galster as to what they would like to see happen there. I personally attended the meeting. Iíd like to tell Council that your representative to Planning Commission did an excellent job of hearing what you said. He did an excellent job of communicating that to the members. Also, at the last Council meeting Planning Commission took a few hits and so did the Administration, and I think rightfully so. Anyway, I donít think Iíve ever been more proud of a board in my life than I was of Planning Commission when I attended their meeting on the twelfth. They heard Mr. Galsterís request and acted accordingly. If any of you had been there you would have been very proud of the members you appointed; your two representatives, Mr. Vanover and Mr. Galster; and the people I had appointed to that board. They are truly attuned to the wishes of the residents with the full understanding that businesses also have their rights. They did an excellent job and the program that they outlined certainly should give the neighbors some relief. As Mr. Galster indicated, the property owner asked what if I spend all of this money and it doesnít work? The Commission made it very clear that, Mr. Property Owner, itís your problem. These are suggestions we are giving you and if it doesnít work youíll be back here again. The Sharkeys certainly appreciated it as indicated by the letter Council received. I would like to read that into the minutes at this time.

"We planned to attend the City Council Meeting on December 20 so that we could speak to you in person, but we have reservations for an event postponed from last Wednesday to the 20th. We will attend the meeting in early January.

We want to tell all of you that we very much appreciate your listening to our complaint about the Creative Kids World child care center.

Your concern was very reassuring to all of us because we were becoming very frustrated. We are sure that with your help we can resolve this problem. Very truly yours, Shirley and Mike Sharkey (also representing the other signers of the petition)"

Mayor Webster said Mr. Butsch gives us a report on snow and ice removal. Through December 19 the City has spent approximately $21,000 on snow and ice removal. We have used 475 tons of salt, 1,442 gallons of calcium, no sand to this point, and $7,782 in labor.

I would like to announce the winners of the Christmas awards and have the winners in at the next Council meeting. We have judged a best subdivision and also the most decorated street. The best holiday decorated subdivision is the Beacon Hills Subdivision and signs will be erected at the entrances to the subdivision. The best holiday decorated street is Allen Avenue and signs will be put up there. There are six families that do an outstanding job every year so we will give those families a special award. We started the judging on Saturday, December 11. We saw a lot of lights that people had up but didnít have plugged in. We tried to go back and pick up those but itís just impossible to do the whole street and redo the whole list. If you are one of those families who spent a lot of time decorating your home and didnít have your lights on, Iím sorry. Next year weíll try to announce the judging earlier and give everyone a chance to get plugged in.

The winners are:

AREA #1- Beacon and Oxford Hills

Kenn Rd.(north of I-275)

SPECIAL AWARD 12065 Brookston Tolar Family

799 Yorkhaven Road Runge Family

1st Place 808 Ashcroft Court Lee Family

2nd Place 805 Ashcroft Court Smith Family

3rd Place 866 Clearfield Lane Svach Family

HM 860 Yorkhaven Road Kortanek Family

HM 12180 Kenn Road Brooks Family

HM 804 Cedarhill Drive Thompson Family HM 894 Cedarhill Drive Striker Family

HM 12015 Elkridge Drive Hendrickson Family

AREA #2 Ė Springdale Lake Dr.

Ray Norrish Dr.

Glensprings Area(including five cul-de-sacs)

1st Place 12095 Springdale Lake Drive Veldhuis Family

2nd Place 699 Glensprings Drive Foster Family

3rd Place 11817 Woodvale Court Ricks Family

HM 12195 Springdale Lake Drive Steinke Family

HM 11985 Springdale Lake Drive Okum Family

HM 467 Maple Circle Drive Marshall Family

HM 11856 Glenfalls Court Ramsey Family

AREA #3 Ė Cloverdale Area, Smiley, Park, and Allen

West Kemper (west of Route 4) (north side)

Kenn Rd. (south of I-275)

S.R. 4 (north of Kemper)


SPECIAL AWARD 580 Cloverdale Avenue Plum Family

681 Allen Avenue Bosken Family

1st Place 567 Smiley Avenue Sunderman Family

2nd Place 693 Allen Avenue Singer Family

3rd Place 696 Allen Avenue Emerson Family

HM 607 Smiley Avenue Curry Family

HM 517 Cloverdale Avenue Hamm Family

HM 462 Dimmick Wolf Family

HM 686 Cloverdale Avenue Ruby M Grant

AREA #4 Ė Observatory Area, Grandin Area

Baldwin Subdivision

West Kemper (south side)

1st Place 11551 Madison Avenue Heckman Family

2nd Place 585 Grandin Avenue Di Marco Family

3rd Place 583 Lafayette Avenue Brabbs Family

HM 11493 Whallon Court Fenstermacher Family

HM 530 Observatory Drive Baker Family

HM 577 Observatory Drive Foster Family

AREA #5 Ė Glenview Subdivision

Cameron Road Area

West Sharon Rd.

Olde Gate

1st Place 375 Cameron Road Stacy Family

2nd Place 376 Cameron Road Williamson Family

3rd Place 482 Vista Glen Leach Family

HM 403 Vista Glen Ketring Family

HM 475 Rockcrest Drive Michael Jones

HM 361 Naylor Court Warken Family

AREA #6 Ė Springdale Terrace Subdivision

Royal Oaks Subdivision

West Kemper (east of Route 4)

SPECIAL AWARD 11783 Van Cleve Avenue Salatowski Family

1st Place 11718 Van Cleve Avenue Carroll Family

2nd Place 11813 Neuss Avenue Brady Family

3rd Place 249 Ruskin Drive Shroyer Family

HM 118 Ruskin Drive Meece Family

HM 249 Diston Lane Andrews Family

HM 16677 Van Cleve Avenue Shelia Fisher

HM 202 Diston Lane Sayegh Family

Area #7 Ė Heritage Hill Subdivision

McClellans Lane

East Crescentville Road

SPECIAL AWARD 12122 Audie Court Rish Family

1st Place 705 Castro Lane William Wolsing

2nd Place 829 Crescentville Road E Rokiski Family

3rd Place 876 Tivioli Lane McKnight Family

HM 777 Castro Lane Akers Family

HM 12158 Audie Court Monson Family

HM 877 Tivioli Lane Farmer Family



Clerk of Council/Finance Director Ė Mr. Knox said I would commend to Council Ordinance 105, the supplemental appropriation ordinance. Secondly, I received a letter from the Hamilton County Office of Economic Development asking the local legislative authority to appoint someone to represent the City at the annual meeting which is usually held in March. I have been attending that for the last four years and would certainly volunteer to attend again if you would like to appoint me to that position. Council appointed Mr. Knox again.

Administratorís Report - no report

Community Center Update Ė Mr. Parham stated we have opened the doors and everything is pretty much complete. The only room that is unavailable at this time is the arts and crafts room where the offices were relocated. The subcontractor who lays the tile is supposed to be in tomorrow. I am told that is the last thing the general contractor has to do inside the building. There are some things outside that need to be done that will probably be put off until spring. The only major issue still outstanding is the elevator. When we first allowed everyone to come in and enjoy the new parts of the facility, there was clear glass in the elevator shaft. Now there is an artistic glass. We are looking at putting additional glass from that point further up. We have asked for a quotation from the contractor and also from another glass company. The architect team ended it where it is because by law it must be at least ten feet high in order to keep individuals out of the guts of the shaft. I guess it was their artistic appeal that said we should put it a little higher. The issue that keeps it from being operable at this point is the State Inspector has come down and in the shaft where the elevator is located and that ledge is flat. That ledge is supposed to have an angle to it in case something drops down or someone is in there working, it will not hold that up. It should slide down into the area underneath. There may be some reconfiguring for that so we may not have use of the elevator for some time. The architects have been contacting the Inspection Bureau to see if we can get some relief. They have yet to return our call. The electrician is still working on odds and ends. They will probably be there longer than everyone else. For the most part everything else is up and functioning. We did have some leaks in the gymnasium over the weekend. Apparently when one of the contractors was on the roof, they did some scraping which caused some holes in the roof structure. What was Club Room A and B is now the beautiful Springdale Room. The units that were damaged by the fire are now in circulation so there is heat in that room. The seniors that currently meet here in the Municipal Building will move down there in the beginning of the new year.

Law Directorís Report Ė Mr. Schneider said there have been appeals filed by several of the defendants as to the distribution of the funds that Mr. Burns was awarded in the case. The Tepfs, who run the Subway, were the only ones awarded anything. They were awarded $26, 000 and they filed that that was inadequate. They feel they should have $44,130. They are asking for a new consideration of that issue and the other defendants who got nothing are asking for the same thing on the basis that the judge misapplied the law in their opinion. We have not filed an appeal and do not intend to. In the Springdale Cleaner case we are pursuing that. Basically, there is no action coming forth in the near future until we can determine what our actual cost is to the clean up.

Engineerís Report - no report

COMMUNICATIONS - both communications already covered



Mr. Galster made a motion to add the emergency clause and Mr. Wilson seconded. The motion passed with seven affirmative votes.

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

Mrs. McNear asked how we will determine how much will actually be paid to the Chamber?

Mr. Osborn replied we will monitor their financial situation. The treasurer for the Chamber is someone we know very well and have worked with for some time. He addressed you at the last meeting and I trust he will give us honest financials for them quarterly and we will make decisions as we go along as to whether or not they need assistance.

Ordinance 99-2000 passed with seven affirmative votes.


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

Ordinance 100-2000 passed with seven affirmative votes.


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

Ordinance 101-2000 passed with seven affirmative votes.


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

Mr. Osborn said on November 22 the City opened bids for this ambulance. There were seven submissions. I distributed to you a report by the Fire Department Assistant Chief Shroyer indicating that the lowest two bids failed to meet specifications. The lowest to meet specifications was Mid-Bus, and I would join the Fire Department in their recommendation that the contract be awarded to Mid-Bus. As a point of information to you, the Option 1 item you see is a diesel exhaust system. We are putting these on our vehicles as we purchase them. In fact, you will see in the budget that we are retrofitting one ambulance with a device like this. It captures the emission from a diesel engine during the first several minutes of its start-up. It doesnít exhaust into the building. It waits until the ambulance is out on the street, then releases the emissions. The idea is to keep the air quality in the station clean as you can appreciate with all the vehicles they have in there. The choices are to either put in a very sophisticated air circulation system that has an effective filter system or put these devices on each of the vehicles. With the purchase of this ambulance we will have two vehicles remaining that do not have these devices on them. One we will install next year on an ambulance. The third ambulance we are choosing not to do because it will be traded in in about two years and we didnít feel it was cost effective to do it. It is also our third bus out the door and it gets very little usage. With that, we recommend that the award be made to Mid-Bus Inc.

Mr. Wilson asked, is the equipment contained in the ambulance part of this bid or is that a separate line item?

Mr. Osborn replied we are trading in a unit so weíll just take the equipment out of that one and put it in this one.


First reading. Public hearing February 21, 2001.


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

Mr. Osborn said the general effect is to give a 3.5% pay increase across the board for most City employees. Exhibit A-1 is the table for full-time hourly employees. There is an exception in that the classifications of firefighter and fire captain have been deleted from the table. We are currently in negotiations with the IAFF. Itís been our past practice that when we are in negotiations we refrain from making any advances during the course of negotiations. I trust that that will be dealt with when negotiations are ultimately concluded. Table B-1 is for full-time salaried employees. This will advance their pay grades by 3.5%. It doesnít necessarily guarantee that the employees on Table 2 will get a 3.5% increase. They may get less; they may get more depending on the merit of their performance over the past year. Table C is part-time employees. The changes all affect the upper end. The temporary maintenance worker position has been altered from $8 to $10. The aquatic director has been advanced from $5,900 to $7,500. Thatís the first increase in that position in six years. In polling other jurisdictions with comparable facilities we found that this was an appropriate salary. Similarly, the assistant aquatic director went from $4,800 to $6,000. Again, that position has not been altered in six years. The child care worker is a position we have added and we have given it the same pay range as office worker. The instructorsí top end has been advanced from $15 to $20 an hour. We did this for the nature of some of the people we are employing such as instructors in the weight room. They are specifically trained to assist people in using the equipment. They have advanced training that you couldn't recruit someone off the street for and we want to be competitive with private facilities who are after their talents as well. The last change is for part-time sanitarian and the Health Commissioner had requested that the top end rate go from $17.50 to $19. We certainly endorse that because the longer we can hold on to our part-time sanitarians, the longer we can put off the day that we have to do something else, such as go to a full-time position. Finally, on pay table D, which is part-time firefighters, they have been advanced by 3.5%. They are included in the pay rate increase because they are not part of the bargaining unit and are not subject to the negotiations. The effective date of the ordinance is December 17 so that we can have these pay rates in place for the first pay check our employees receive in January.

Ordinance 104-2000 passed with seven affirmative votes.


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

Ordinance 105-2000 passed with seven affirmative votes.

Mrs. McNear said we have two resolutions. I talked to Mr. David Strange, who has been serving on the Civil Service Commission. He indicated that he would like to continue on this board. Mr. Don Fish has been on Charter Revision Commission and due to other obligations he will be unable to continue for another term so we have an opening for that position.

Mr. Danbury nominated David Strange for appointment to the Civil Service Commission.


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

Mr. Vanover said just a moment to say thanks to Mr. Strange and Mr. Coleman because I know the Civil Service Commission has been very busy this past year and itís a pleasure to have a professional operation. We need to include Mr. Tartar as he contributes just as much.

Mr. Danbury said we swear in various officers and firefighters and it starts with you getting the best people to interview. Your job is very well appreciated and I hope you convey that to the other members.

Resolution R21-2000 passed with seven affirmative votes.

Mr. Vanover suggested they table Resolution R22-2000 to allow them to contact a few people. If anybody is interested please contact the City.

Mr. Wilson said if I remember correctly, Mr. Galster said we should advertise these positions. Perhaps we should put this in the paper to let people know that the position is available.

Mr. Knox said he would take care of that.

Mr. Squires made a motion to table Resolution R22-2000 and Mr. Vanover seconded. The motion passed with seven affirmative votes.

Mrs. McNear said Iíd like to request a resolution for Mr. Fish honoring his years of service on the Charter Revision Commission.

Mayor Webster asked for a resolution for Mrs. Daniels.

Work Session Ė 2001 City Budget

Mr. Osborn said we can go through the cover letter, then go back to you, Madam President and you can go page by page if people have questions or I have a point to make.

Mrs. McNear said I would like to comment on what a wonderful document this is. This is the most detailed budget I have seen in all the years I have been working with the budget. Itís very self-explanatory; very detailed; more information than I have seen in any of the other ones. It took quite a few days to get through this. I want to thank the Administration, department heads and Finance Committee for the fine work they did on this. Mr. Osborn, if you would give us an overview, then Council, if you have questions you can put your light on and weíll ask Mr. Osborn by page rather than go page by page since it is a lengthy document.

Mr. Osborn said we will begin by reviewing the revenues and expenditures as outlined in the cover letter. As you will notice, we will see the 2000 budget come in at about 1.8% under the current appropriations. For 2001 we anticipate that our new budget will be about 5% higher than 2000 appropriations. Setting aside the Building Department which had a bit of an aberration on one expense, the department having the highest percentage increase was the Public Works Department. That can be explained by the fact that we are proposing two additional personnel in that department as well as the addition of some equipment needed for the leaf vacuum program if we are to continue that. Finally, that department is dependent on three funds: the general fund, the state highway maintenance fund and the street maintenance fund. For 2001 we anticipate less revenues available in those latter two funds and as a result, we have to absorb a greater amount of the Public Works budget into the general fund. Looking at the general government for 2001, you will see that it has taken a 2.5% decline which is unusual. This results from the fact that we have a strong balance coming out of 2000 in the capital improvements fund. As a result next yearís transfer to the capital improvements fund is proportionately reduced. We show the general fund showing a year end balance next year of $1.8 million. I would only suggest that we be prudent in looking at that balance as perhaps resources available, because I do believe the following year, 2002, will see the transfer of the capital improvements fund seek a more typical level and it will eat into that balance. In looking at our individual revenues, although more recent data may suggest that the current 2000 year revenues will perform better than what we show in the budget, we have based the budget on a 1% increase for 2000 over actual revenues for 1999 and we are again on the conservative side, making the budget based on a 1% increase in revenues between 2000 and 2001. In 2001 we will begin a different approach to accounting for our expenses. We had a situation with a finance officer that netted out these costs for purposes of trying to integrate the accrual accounting process with the cash based accounting process. Frankly, I found it confusing and our current finance officer has a very sound approach to the way he is addressing these issues. For projects where the City receives outside funding, we show the full cost of the project now as an expense. We show the revenue in the outside funding on the revenue side of the budget. Similarly, we have a note proceeds income of $6,400,000. We used to just net out the benefit of a note. In this case we are paying off a $7 million note. What we would have shown previously was a $600,000 principal payment plus the interest. Here we are showing the full numbers. I believe this is a more representative budget because people can truly see all the elements going into what makes up a project cost or revenue source.

We are recommending a substantial number of new employees for next year. We are proposing to add seven full-time personnel in 2001. If it any way mitigates that big bite, we are not anticipating substantial increases in employment over the next two or three years beyond 2001. We have police officers out there in 2002 and 2003. Looking at the Police Department specifically, in 1999 we talked about trying to increase the strength of our department in a more comprehensive way to deal with the diverse challenges that department is faced with. In 1999 we added a full-time officer to serve on DART, which is the regional narcotics unit. At that time we came to you with a proposal that we add six officers over a five year period. Five of those officers will be needed in order to add one slot to the rotation 24 hours a day, seven days a week, as well as one additional investigator. Those additional personnel are scheduled over that five year period as follows: one in 2000, one in 2001, one in 2002, one in 2003 and two in 2004. The individual we are proposing to hire in 2001 will be an investigator. In addition to that investigator we are also suggesting that the department needs an additional violations bureau clerk. Looking at the staffing in that department right now in terms of administrative support we have the office manager, one court clerk, and six violations clerks. While the court clerk and office manager can sometimes relieve the violations bureau clerk, it is hard to fill empty slots for long periods of time by robbing the time away from other positions such as clerk of court. That person has a very demanding schedule of her own. Looking at the overtime the department has been generating and the wear and tear on our existing clerks, we felt it was appropriate to recommend another violations bureau clerk. Costing it out we had $24,000 in overtime for the six violations clerks. If you look at the salary with pension benefits, itís around $30,000. While we wonít eliminate all of the overtime we will substantially reduce it and at the same time, provide more flexibility in scheduling and provide relief to the clerks who have a tough enough job without having to add up additional man-hours.

Mr. Danbury said looking at the Police Department and some other departments you can see that within five years we are going to have some retirements. Do we have any estimation as to how many people we will have to replace in the Fire Department and Police Department?

Mr. Osborn responded that is hard to do. Police officers are eligible to retire with 25 years. We have officers on staff right now who have more than 25 years. We have a few that are starting to approach that level. I have not been given any indication that the officers that have over 25 years plan to retire within the next year. We donít know when they will retire. We are going to have retirements and we have had retirements over the past two years.

Mr. Danbury said I bring that up because that obviously is going to affect our budget. Even though you have a headcount you have less years of service so that person could be making less.

Mr. Osborn replied there is some trade-ff. When you bring a new person in you have to equip them with uniforms, send them through training so there is some front end cost.

Mr. Osborn said in the Fire Department the most critical element is the line staff which consists of three crews made up of nine slots each. Those nine slots comprise a full-time captain, five full-time firefighters and three slots that are staffed by part-time personnel. Over the past several years there have been a number of full-time professional fire departments created in southwest Ohio and the pool of qualified part-time personnel is diminishing. The impact on our department has been the inability to attract adequate numbers of qualified people. When we are short we have to rely on the full-time firefighters to work overtime. Another problem we face is with nine people on duty, we have a tough time keeping our minimum staffing level at eight. We have tried through overtime to keep our minimum staffing level to eight but one of the consequences is that we are severely limiting how our full-time firefighters can take leave. We have to schedule them very tightly so we donít have more than one person off at a time, or one person away at training. We would like to increase each crew to ten slots by adding a sixth full-time firefighter position. We believe you can see some cost benefit in doing this. In 1999 just the fifteen full-time firefighters worked 3,344 hours at a cost of $106,000. When you factor in their pension that comes up to $132,000. The first year cost for three full-time firefighters with their pensions included would be $138,855. We donít propose this to be a break even situation but by adding the additional three firefighters, we will see the overtime reduced. We will see the ability to have more flexibility in granting leave. We will be more assured that we will meet our minimum staffing requirements.

We are experiencing a pretty high level of non-productive hours in the Pubic Works Department. The personnel are all very hardworking individuals but nine of the twelve maintenance workers out on the street were hired prior to 1982. They are all still as dedicated as they ever were but you just donít bounce back as quickly from injuries as you did in your twenties. As a result, we have experienced high numbers in sick leave and on-the-job injuries. From 1995 to 1999 we averaged just over 1300 hours of sick leave and on-the-job injury hours. This longevity also affects vacation leave. Those individuals receive 3,393 hours of vacation and floating holidays. Thatís over 4700 hours of non-productive man-hours which is more than two full-time slots. You will always have some of that but itís reached a pretty high factor here. When you add in the increased demands we are putting on the department, I think we are prepared to make some recommendations. The debris removal program requires 800 man-hours a year. Another example would be the landscaping. We are proud of the work the department does and we see it growing all the time. And finally, in 2001 we will make a decision on the leaf vacuum program. If that goes city-wide we would be adding about 1,280 man-hours. Weíd have about 640 hours in seasonal employment that we would have to cover by contract employees and if we had no success with that, those hours would have to be absorbed by our full-time people. If the City does elect to pursue the leaf vacuum program we would recommend adding two additional personnel to the department. If we decide to continue on a trial level or discontinue the program our recommendation would be to hire one additional person.

Mr. Danbury said I was the one who recommended we do a multi-year sample, but Iíve heard nothing but great things from the residents. Itís a very successful program. Are we going to have a discussion about making this a permanent thing?

Mr. Osborn replied we would like to wait until we get past the holidays to survey the residents.

There is a 3.5% increase for all employees. That is the rate identified in our contract with the FOP. Next year is the last year of the agreement.

We started an account for the cost of paying off a note and the funding from a note within the capital improvements fund this year rather than netting out those costs. It dramatically inflated the bottom line for the capital budget. It went from $7 million to $14 million. We have asked Council to create the Community Center debt fund. We do continue the same policy with this budget of paying down a minimum of $600,000 in principal plus the interest in 2001. That revenue will come as a transfer from the general fund. The revenues anticipated for the debt fund in 2001 is $6,705,040 and the expenses are $6,695,040. We would end 2001 with a balance of $10,000 in that fund.

We issued over $3 million this year in the TIF fund. We will be issuing $10 million in notes or bonds next year. Given the property values and construction schedule provided by the developer our projection showed this fund to be in good shape.

Mr. Osborn said each year we have tried to become a little more sophisticated in this effort. Several years ago we started incorporating our strategic planning process into the budget process. This year we brought in some outside training to assist us with that. The consultant worked with each department to rewrite their mission statement and goals and objectives so that they would be structured in a way that they would be subject to some sort of performance measurement. The most fundamental thing was to organize a mission statement. After that, weíre telling you how we are doing our job. Each program will be identified in the goals and objectives. Under the program will be goals, objectives and strategies. Under each objective you will see performance measures. Many of these are measures that are tied to citizen response. In some cases such as the Police Department, they do sampling on their own. We are proposing to do a city-wide survey in 2001. The Public Works Department will have completed their first year under a full blown performance measurement process. You will see that they are buying software to help them track their expenses better. I invite you to spend time with the mission statements for the various departments and their goals and objectives.

Mr. Wilson said on the Administrative Offices expenditure detail, line item 52170 I noticed the budget was $10,000. Looking at the other departments I donít see any dues and subscriptions at that level. Whatís the $10,000 for?

Mr. Osborn replied we pay for dues and subscriptions to such things as the Ohio Municipal League. Mr. Parham and I both belong to professional organizations. Those are paid for through this as well. There are other subscriptions the City takes for publication that come out of this line item.

Mr. Osborn said in the Police Department there are a few things that should be brought to your attention. On page 2 you will notice we are spending funds on non-lethal weapons. We replaced four shotguns and we intend to convert the old ones to beanbag type weapons. In addition to converting four of the shotguns to beanbag type weapons next year, we also intend to acquire six taser weapons at $500 each. We then recommend that this same process be repeated next year. Weíve been very fortunate in Springdale and have only had one instance where an officer had to use lethal force in the period I have been with the City. The department is very well trained. They have a great deal of responsibility in terms of shoot/donít shoot. We use a great deal of training to help them prepare for that. We use a simulator for training. The Chief has recommended, and I strongly agree, that we need an alternative to lethal force. We believe this minimal investment with proper training, provides our officers with another option before using lethal force. There is $50,000 proposed for a street surveillance system. This device would be used at major intersections. It would be optically designed to pick up license plates. If we knew a bank was robbed at 2:30 in the afternoon we could view the tapes of the intersection and hopefully pick up identification of the vehicle and possibly identification of the occupants of the vehicle. This is a first step in a broader approach. Below that, there is a proposal to spend $32,000 on a city watch system. It is a reverse 911 which allows a public safety agency to make multiple calls simultaneously to an identified group of people advising them of a problem such as an evacuation. It can also be used to check on the elderly. If we have a situation where we have identified a group of folks who do not have someone checking on them all the time we can set up a schedule to call them at a certain time. If they fail to pick up the Police Department can go by and check on them.

Mrs. McNear said on the Hamilton County radio there is a note that describes the cost per call in 2001 at $14 each at 1000 calls per month times twelve months is $168,000. We spent $168,000 in 2000.

Mr. Osborn said it may be that we paid the same rate in 2000; I donít know. We are well over what we budgeted for 2000. It could be that the rate of $14 began in 2000 and heís basing his numbers off of that.

Mrs. McNear said under strategies it says explore ways to reduce the response time to the eastern part of the City including the addition of a new station or joint venture with Sharonville. It was my understanding that that is not a possibility any longer.

Mr. Osborn answered the joint venture is not. This is a goal that is carrying over from the previous year. Programs are services that are not going to change. Goals and objectives can change. One of our objectives remains to improve our response capabilities.

Mr. Vanover said since the Sharonville venture has fallen through have you given any thought to investigating the potential with West Chester Township?

Mr. Osborn replied we have not done that. One of the issues would be that weíre not in the same communication system. That could be worked around but that would take us out of the City a substantial distance. We prefer to try to examine the option of finding a location within Springdale.

Mr. Osborn said there is an aberration in the Building Departmentís cost that made its expenses exceptionally higher than its budget. It was budgeted at $380,000 and they spent $470,000. Thatís because it had a cash performance bond of $111,000. Rather than come in with a surety bond, the person came in with cash. We have to pump through our accounting system and pay it out and thatís why it inflated his budget significantly.

In the Public Works Department we have additional costs related to the leaf program of $13,750 for an additional leaf machine and $66,800 for an additional dump truck.

In the Finance Department Jeff has noted that we will see additional fees for our audit. This is because we are going to report 2000 under the Comprehensive Annual Financial Reporting format (CAFR). This will be the Cityís first CAFR report. I would say we have been 90% there but there has been some additional statistical reporting that you have to do as part of this. This year 2000 will be our first CAFR report and will place the City in a better position of being reviewed by outside agencies.

Mr. Osborn said I think we need to draw attention to other contractual services. We spend a lot of money out of that line item that is unique to specific programs. This year we spent $50,000 for the Comprehensive Plan, performance management studies, sexual harassment training, etc. Next year we are looking at a city-wide survey. You will also find our partnership for a greater Cincinnati donation and the second of a two year commitment we made to O-K-I for the corridor study.

Mrs. McNear said under Workers Compensation in 1999 we show $107,000. The current budget for 2000 is $155,000 but the estimate for 2000 was $39,000. Why is there such a variance?

Mr. Parham said what has happened over a number of years is that the Bureau of Workers Compensation has given credits. In this particular instance they have given us a 75% credit for the public employers. They also have granted 75% two year premium for private employers. Each time we have gone through the budget you will see similar types of things. You donít know when they are going to give you the credit. I just received something in the mail that says in 2002 we are going to get a 75% credit but it doesnít say what will happen in 2001. They may make a decision later on to do that. In 1999 we received a refund as well.

Mr. Osborn said in 1999 our actual transfer from the capital budget was just under $3.7 million. This year we did $2.16. Next year we are looking at just over $1 million. It will probably be closer to $2 million. The Community Center debt transfer in the coming year will be $905,040. That would previously have been money that would have gone to the capital budget. Iím not sure we will see our capital transfers reach the level of 1999 for a while because we will have to dedicate on the magnitude of $900,000 a year to that Community Center debt transfer. I do expect the 2002 transfer to the capital budget to be more than $1.1 million.

We are proposing to change the name of the other special revenues fund to the grants fund. Right now we have eight active grants that we are tracking. In 2000 the City is receiving over $80,000 in grant funding for the 2000-2001 period. $62,000 is from the Police Department who has four of the eight grants. I think it is commendable on the part of our department directors that they are pursuing every opportunity to obtain operating grants that help reduce our budget.

Ms. Pollitt asked would you explain to Council the advances out so they have a clear understanding of that?

Mr. Osborn stated some of these grants are reimbursable grants. We have to spend the money first and then get a refund. We do an advance to the fund to allow the fund to spend the money so that it can get repaid with the reimbursement. Once it gets repaid by the reimbursement it returns the money to the general fund.

The City is separating our fire loss at the Community Center from the true cost of the Community Center. We will seek reimbursement through insurance

Mr. Osborn said we have covered the CSX grade separation in terms of timing. Our budget number is just a plug number. We donít have an appraised value for the properties. We have budgeted with the assumption that the right-of-way takes would total $1 million. We have a 20% share of that. We also have to compensate the State of Ohio for their time and expense in procuring the right-of-way. We have budgeted $200,000 for right-of-way expenses.

Mr. Galster said on the street repair program we have $850,000 in the budget for 2001. Today we saw an estimate of $877,000. Are there funds somewhere else?

Mr. Osborn stated the $877,000 is a budget estimate. We would like to put the project out to bid. Then we can make decisions about cutting back to fit our number.

I would like to bring your attention to the St. Rt. 4 streetscape program. You adopted legislation for the engineering at your last meeting. We would like to schedule a meeting with Capital Improvements for the first part of January and hopefully schedule a preliminary presentation to Council so we can get your input and direction on how that is coming together. We would then anticipate once we get your instructions we would make whatever changes we need to at the conceptual level and then go on to Planning Commission in the spring of 2001. This project has evolved a little bit from the program we applied for under the TIP funding. We have decided that there is a lot more we can do than just replace what we had in kind out there. Once we got into the review we concluded that rather than replace the bollards with new bollards weíd like to revamp the whole street by taking down the overhead Cinergy lights and replacing the bollards and replacing them with decorative lamp post type lighting along the Springfield Pike corridor. Phase 1 is from Kemper south to Northland. We would also propose to put that same type of architectural style into a mast arm system for Kemper and Route 4 as a first priority. We would probably spec it for Northland and Route 4 as well. We anticipate if we go over budget the Northland/Route 4 intersection would be the first one to fall out. I hope when you see this presentation that you will share our enthusiasm. I think it will make our village core very distinctive and some place you will recognize as different than the rest of the Springfield Pike corridor. Hopefully it will also help us attract redevelopment. The official word we heard from the State of Ohio was $294,000. Weíre now using a budget estimate of $800,000 for the project. Springdaleís share would be $505,954. Very close to that project is the Rt. 4/Glensprings ditch enclosure. We have applied for funding on this in the past and have not been successful for the same reason we were not successful on Kemper Road until we put the storm sewers in. They know what is going on there and they are not going to pay for our storm sewer. Weíre proposing to do the engineering on this in 2001 and do the construction in 2002.

Council discussed earlier this year a pedestrian bridge over Route 4. Weíre showing the engineering for this pedestrian bridge in 2001 and construction in 2002. When we come to you with the discussion regarding the advisability of entering into an engineering design contract, weíll first discuss the merits of the entire concept with you and give you additional thoughts that we have developed in that regard.

Mr. Osborn said the early redevelopment program for 2001 accounts for the $15,000 to do additional demolition on properties the City acquired this year; $100,000 to do an environmental clean up on properties the City acquired this year; and $500,000 for the continuation of our purchasing consolidation of property for redevelopment. Thatís just a budget number and it may or may not happen. We have had it in the budget for a couple of years. We do show the revenue for the sale of some property that is not concluded yet. For budgetary purposes we are anticipating that the City would sell some property back to the private sector for redevelopment in 2001.

Mr. Osborn said if you look in the 2000 column on page 46 you can see where we paid off the $2 million note. In 2001 we are showing physical improvements to Phase II of just over $9.3 million. This would be the parking garage and some other infrastructure associated with Tower 1 at Pictoria Island. Weíre projecting a $559,000 ending balance in 2001.

Mr. Danbury said one of the things on President Bushís platform is to eliminate estate tax. Would that affect us on a local level?

Mr. Osborn said that is on the federal level. The state legislature has more to say about that than the president. There are bills that will be introduced that will continue to eat away at the estate tax. The state legislature made some changes this past year. They essentially gave up their portion of estate tax. I think we can anticipate continued erosion in the future.

Mr. Knox said they are telling us it is going to be less and less. You better start preparing for it.

Mr. Vanover asked what is the length of the contract on the cable?

Mr. Osborn replied it was a 15 year contract.

Ms. Pollitt said we set up the insurance fund for fire damage. Under the Building Department you spoke of the performance bond refunds. Thatís money that we are just holding also.

Mr. Osborn replied itís different. This was a cash bond. The insurance companies give us a check. We hold the check and then cut a new check. The difference in this case is that we would get surety bonds for developers to meet our requirements in terms of bonding their construction. In this case the developer wanted to move faster than the surety could issue the bond so he walked in with a cashierís check for $111,000. We have to deposit that check and when they are prepared to issue a surety bond we have to give them their money back. And we have to track that money through our accounting system.

Ms. Pollitt asked is it necessary to establish a fund for this procedure?

Mr. Osborn replied no, that line item is adequate. We would like to have Ordinance 1 before you at the first meeting in January. One thing we are doing differently in 2001 is appropriate by department level as opposed to line item level. Our Finance Officer, being a former auditor, points out that technically if we appropriate by line item we could be held accountable for line item numbers. If we ran a line item into the red we need to make the balance work out. If we appropriate by department level and balance out by department we donít have to do a lot of line item changes that we have had to do in the past.

Ms. Pollitt said as chairperson of the Finance Committee I would like to extend a hearty thank you for this work. It was very well done. The missions, goals and strategies in front of each departmentís budget really helped us define where those expenses were being targeted and it was much easier reading. Your expert explanations make it much easier to absorb also. I recommend that Council review this for the next Council meeting.

Mr. Galster said the ordinance coming in January establishes budget numbers but then each item is an ordinance itself when it comes before us except for the staffing levels. Is that correct?

Mr. Osborn replied there are certain parts of the organization where we have staffing levels called out within the City code. We will have to amend those. We will be bringing in legislation to amend those.

Mr. Galster said when does the leaf program become a staffing level? Is that something we need to look at before our next meeting?

Mayor Webster said technically speaking when you pass the budget we would have the authority to go ahead and do it. We are not going to do that. We are going to survey and get back with you on exact costs and we are jointly going to make a decision. The two exceptions to this are police and fire.


Mrs. McNear said I have a letter from Connie Langhorst, Executive Director of the Springdale Chamber: "Dear Mrs. McNear: On behalf of the executive board of directors and staff of the Springdale Chamber of Commerce I thank you and the City of Springdale for the vote of confidence you bestowed upon the Chamber at the Council meeting of December 6. The unanimous vote of Council to provide a measure of funding support to the Chamber was most gratifying. Additionally, the Chamber is appreciative of the Chamberís ongoing support through the provision of office space and ancillary services. In aggregate, this support will provide the foundation for the Chamberís growth expectations in 2001. In recognition of this support it pleases the Springdale Chamber of Commerce to honor the City of Springdale as its newest charter member. This designation includes all the perks and considerations that come with the charter membership. It shall be renewable at the Cityís discretion for the next five years. Again, we wish to thank you and the City of Springdale for your vote of confidence and support. Looking ahead to December 2001 we look forward to returning to Council chambers to give a full account of our successes throughout the year. In the spirit of this holiday season I wish you peace, happiness and a prosperous new year."

Mr. Danbury said I would like to compliment Council, Administration, Mr. Shuler and Mr. Schneider for another very productive year. I was looking at the agenda and weíve had 105 ordinances before us, 22 resolutions. Thatís the most I can remember. Weíve accomplished a lot and I think we work well as a team. I compliment the president and vice-president on the job they did. I think it was run very effectively. The City is in the right direction again and it gets better and better.



Board of Health - January 11

Mrs. McNear said Ms. Pollitt and Mr. Danbury serve on the Volunteer Fire Dependents Board and those terms expire 12/31/00. It is a one-year term appointed by Council. I have spoken with both people and they are interested in continuing. Ms. Pollitt and Mr. Danbury were re-appointed to the board.

Mr. Danbury said Mrs. McNearís son is a member of Georgetown Universityís football team. Mrs. McNear said they won the NAIA national championship.



Ordinance 103-2000 - public hearing February 21

Ordinance 76-2000 - January 3

Ordinance 77-2000 - January 3

Ordinance 95-2000 - public hearing January 3

Ordinance 96-2000 - public hearing January 3

Ordinance 97-2000 - public hearing January 3

Ordinance 98-2000 - public hearing January 3

Resolution R22-2000 - tabled January 3


2001 street program - January 3

Resolution for Mr. Fish - January 3

Resolution for Mrs. Daniels - January 3

Budget Ordinance - January 3

Council adjourned at 9:40 p.m.

Respectfully submitted,




Edward F. Knox

Clerk of Council/Finance Director

Minutes Approved:

Kathy McNear, President of Council



__________________________, 2000