Council Meeting

MINUTES OF MEETING INDIAN HILL VILLAGE COUNCIL February 20, 2024 A meeting of the Indian Hill Village Council was held on February 20, 2024 at 6:30 p.m. The meeting was held in the Council Chamber of the Village Administration building. Officials present: Mr. Stephen H. Krehbiel, Mayor Mr. Richard J. Hidy, Vice-Mayor Mr. Andrew A. Byer, Council member Mr. Jeffrey G. Gibson, Council member Ms. Dina C. Minneci, City Manager Mr. Paul C. Riordan, Clerk/Comptroller Mr. Scott D. Phillips, City Solicitor Officials absent: Mrs. Elizabeth C. Isphording, Council member Mr. Shayne O Manning, Council member Mrs. Pat Stern, Council member PLEDGE OF ALLEGIANCE: Council opened the meeting with the Pledge of Allegiance. MINUTES: The minutes of the regular meeting of January 16, 2024 had previously been distributed to each Council member. There being no changes or corrections noted, Mayor Krehbiel declared the minutes accepted as issued. FINANCE COMMITTEE REPORT: Council member Gibson directed Council’s attention to a memo titled, “Finance Committee”. He reported that the Finance committee met on February 14, 2024 to review several items in advance of the Council meeting. Copies of the Finance committee minutes are included in the Council packet. Council member Gibson reported that the Finance committee reviewed bond and equity performance, which are separately managed by Bartlett and Bahl and Gaynor. He said that the Finance committee meets once a year with the Investment Professionals from both Bartlett and Bahl and Gaynor. He said that the first presentation was by Bartlett and they provided the Finance committee with an annual update. Council member Gibson said that Bartlett has the majority of the General Fund investments and about one-third of the Rowe Arboretum investments under their advisement. Council member Gibson reported that the funds were preforming considerably better than they did in 2022, which was a down and challenging year. In the last quarter of 2023, the bond returns were well within the range of the bond indices. The overall yield to maturity averages 4.63%. Council member Gibson explained that the Finance committee had a lively conversation with the Bartlett representatives and it was evident that the results for 2022 were an anomaly with 2023 being right back on track for returns. Minutes of Council Meeting February 20, 2024 Page 2 Council member Gibson reported that Bahl & Gaynor gave the second report and they have approximately 70% of the Rowe Arboretum funds under their advisement. They have total investments under advisement of approximately $3,250,000. A total return from inception is a little less than 9%. The return for last year was within line with the comparison index. Council member Gibson said that both Bartlett and Bahl & Gaynor are within the investment guidelines which were given to them. Generally, all was good with both reports. Council member Gibson directed Council’s attention to the January 2024 financial statements which were included in the Council packet. He explained that the January results are typically one of the smallest amounts during the year. Income tax receipts were up from January a year ago, which is trending well and there were no material anomalies, either good or bad. There were several discussions on items in the statements and with that, he submitted the financial statements to Council. LAW COMMITTEE REPORT: Council member Hidy directed Council’s attention to a memo titled, “Law Committee”. He reported that the Law committee met on February 8, 2024 to review several items in advance of the Council meeting. Copies of the meeting minutes are included in the Council packet. Council member Hidy reported that due to the upcoming Village Charter Review, the Law committee discussed recommendations for filling the resident vacancies on the Charter Review Committee. Eight Indian Hill residents were considered for three open positions. All recommendations were strong and qualified candidates. The Law committee agreed to appoint Mrs. Lawre Bonekemper, Mr. George Zamary and Mr. David Burleigh. They will join Mr. Karl Grafe, Vice-Mayor Richard Hidy, Solicitor Scott Phillips and Village staff members. Village Charter Review committee will consider recommendations to Council that may include specific amendment language as well as suggestions to improve the Charter. Council will consider these changes to be on the ballot for the November 5, 2024 election. Council member Hidy reported that the Law committee agreed to present a third reading and recommend approval of the Ordinance amending the Civil Service Rules and Regulations to Council. AN ORDINANCE AMENDING THE CIVIL SERVICE RULES AND REGULATIONS OF THE CITY OF THE VILLAGE OF INDIAN HILL was presented and read for the third and final reading. Upon motion by Council member Hidy seconded by Council member Byer the Ordinance was passed by roll call vote 4-0. Mayor Krehbiel declared Ordinance 01-24 enacted. Council member Hidy reported that Mr. West presented a request for a Resolution to authorize the City Manager to convey a 15’sanitary sewer easement to the Indian Hill Exempted Village School District for the installation of a sanitary sewer line located across the green area parcel in front of the High Scholl baseball field for the proposed indoor athletic fieldhouse. He stated that it would be directionally drilled and would not disturb the green area property. The Green Areas Advisory Committee has reviewed the request and recommended approval to Minutes of Council Meeting February 20, 2024 Page 3 Council. Council member Hidy said that after discussion, the Law committee agreed to recommend approval of the Resolution to Council. A RESOLUTION AUTHORIZING THE CITY MANAGER TO CONVEY A 15’ SANITARY SEWER EASEMENT TO THE INDIAN HILL EXEMPTED VILLAGE SCHOOL DISTRICT FOR THE INSTALLATION OF A SANITARY SEWER LINE LOCATED ON GREEN AREA PARCEL NO. 529-0110-0062 was presented and read. Upon motion by Council member Hidy seconded by Council member Byer the Resolution was passed by voice vote 4-0. Mayor Krehbiel declared Resolution 04-24 adopted Council member Hidy reported that Mr. West presented a request for a Resolution to authorize the City Manager to convey a 20’sanitary sewer easement for the installation of a low- pressure sanitary sewer force main located across the green area parcel between Spooky Hollow Road and Sycamore Creek. He stated it would be directionally drilled and would not disturb the green area property. This will allow many homeowners who are currently on septic to utilize the sewer line. The Green Areas Advisory Committee has reviewed the request and recommended approval to Council. Council member Hidy said that after discussion, the Law committee agreed to recommend approval of the Resolution to Council. A RESOLUTION AUTHORIZING THE CITY MANAGER TO CONVEY A 20’ SANITARY SEWER EASEMENT FOR THE INSTALLATION OF A LOW-PRESSURE SANITARY SEWER FORCE MAIN LOCATED ON GREEN AREA PARCEL NO. 629- 0200-0055 was presented and read. Upon motion by Council member Hidy seconded by Council member Byer the Resolution was passed by voice vote 4-0. Mayor Krehbiel declared Resolution 05-24 adopted. Council member Hidy reported that the Law committee convened into Executive Session for the purpose of discussing the monthly legal activity report that includes conducting a conference with an attorney for the public body concerning disputes involving the public body that are the subject of pending or imminent court action. BUILDINGS & GROUNDS COMMITTEE REPORT: Council member Byer directed Council’s attention to a memo titled, “Buildings and Grounds Committee”. He reported that the Buildings and Grounds committee met on February 13, 2024 to review several items in advance of the Council meeting. Complete meeting minutes are included in the Council packet. Council member Byer reported that routine maintenance was performed on all buildings and grounds, green areas, parks and recreational fields. While we label this work as routine, it is important work. This maintenance ensures that our facilities meet both resident expectations and also operability expectations of Village employees working at Village facilities. In addition to routine maintenance during the past month, fixture repairs were made at multiple administration buildings, fallen trees were cleared and lacrosse fields were prepped. Minutes of Council Meeting February 20, 2024 Page 4 Council member Byer reported that a 1.9-acre Green Area gift from 2 Abbey Place has been completed and the plat has been approved. He said that the next step is the property owner is working on a partial mortgage release. Council member Byer reported that Grand Valley usage declined approximately 40%, which was related to colder weather. Council member Byer reported that consistent with our forestry management plan, invasives and dead trees were removed from the westside of the corner of Buckingham Road north of Cunningham. Relatedly, we are preparing for 2024 “Reforest the Hill” program with work underway to choose a featured area. Council member Byer reported that key projects are proceeding as per schedule. Work continues on the Sycamore Creek Restoration and Habitat Enhancement with the contractor completing the 30% design and work in process to get MSD, Ohio EPA and Hamilton County engineering inputs. Council member Byer reported that the Buildings and Grounds committee discussed a draft Resolution authorizing the City Manager to extend the agreement with Big Fish Farms, LLC. After discussion the Buildings and Grounds committee agreed to recommend passage of the Resolution. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXTEND THE AGREEMENT WITH BIG FISH FARMS, LLC FOR THE USE OF GRAND VALLEY PRESERVE LAKES FOR PADDLEFISH RANCHING was presented and read. Upon motion by Council member Byer seconded by Council member Hidy the Resolution was passed by voice vote 4-0. Mayor Krehbiel declared Resolution 06-24 adopted. PUBLIC WORKS COMMITTEE REPORT: Council member Byer, in Council member Stern’s absence, directed Council’s attention to a memo titled, Public Works Committee”. He reported that the Public Works committee met on February 13, 2024 to review several items in advance of the Council meeting. Copies of the meeting minutes are included in the Council packet. Council member Byer reported that Mr. Adkins presented the departmental activity report, a copy of which is included in the Council packet. The following are highlights: • Cleared trees from the right-of-way throughout the Village • Constructed a drainage pipe headwall on Loveland-Madeira Road • Repaired guardrails throughout the Village • Installed temporary traffic light at the Drake Road emergency landslide site • There have been 7 snow events with 4.25” of snow compared to 8 events and 12.5” of snow in 2023. Minutes of Council Meeting February 20, 2024 Page 5 Council member Byer reported that Mrs. Wade-Dorman presented the following highlights on the project management report. A copy of the report is included in the Council packet. The following are highlights: • Drake Road Emergency Landslide – A water main break resulted in the loss of a utility pole and significant embankment which caused Drake Road to be closed. Staff contracted to begin emergency stabilization and allow traffic to be maintained with traffic lights. The work is expected to take 2-3 months to complete. • 2024 Street Resurfacing Program – Bids are due February 27th. • Given Road Evaluation /Maintenance – The contractor has received material for pier wall maintenance. Construction will begin after the Drake Road emergency landslide is completed. • Sycamore Creek Restoration & Habitat Enhancement – The consultant has completed 30% of the design. • Loveland-Madeira Culvert Maintenance – The project is complete. • Spooky Ridge Lane Culvert Maintenance – The contractor is addressing punch list items. • McCane Lane Bridge – The project is complete and change orders are being finalized. Council member Byer reported that staff distributed a draft Resolution authorizing the City Manager to execute an agreement with JTM Smith Construction, Inc. to perform repairs and restoration for the Drake Road emergency landslide that occurred on January 16, 2024. He said that after discussion the Public Works committee agreed to recommend approval of the Resolution to Council. A RESOLUTION AUTHORIZING THE EXECUTION OF AN AGREEMENT BETWEEN THE CITY OF THE VILLAGE OF INDIAN HILL, OHIO AND JTM SMITH CONSTRUCTION, INC., IN SUBSTANTIAL FORMAT, RELATIVE TO THE EMERGENCY DRAKE ROAD LANDSLIDE was presented and read. Upon motion by Council member Byer seconded by Council member Gibson the Resolution was passed by voice vote 4-0. Mayor Krehbiel declared Resolution 07-24 adopted. WATER WORKS REPORT: Council member Hidy, in Council member Isphording’s absence, directed Council’s attention to a memo titled, “Water Works Committee”. He reported that the Water Works committee met on February 13, 2024 to review several items in advance of the Council meeting. Copies of the meeting minutes are included in the Council packet. Council member Hidy reported that the departmental activity report highlighted the following: • Water main break repairs • Fire hydrant replacements and inspections Minutes of Council Meeting February 20, 2024 Page 6 • A grant received from H2Ohio for a line locator and metal detectors to help the Water Works Council member Hidy reported that the project management report highlighted the following: • $5,600,000 Water Works Bond • Blome Road Watermain Replacement • Miami Road Watermain Replacement Council member Hidy reported that staff provided the Water Works committee with information for the annual review of the Village’s water rates, which included a ten-year cash flow analysis that represents anticipated operating and capital expenditures through 2033. The water revenues in the forecast are based on a three-year historical average of actual collections. The Water Works committee also reviewed water usage data from 2013 through 2023, including the effects of weather on usage. Council member Hidy reported that the Water Works committee reviewed benchmarking material which compared Indian Hill’s current rate to water distribution systems located throughout Ohio and Kentucky. In addition, anticipated 2024 rate increases for other local water jurisdictions were reviewed. The Water Works committee noted that comparable data is not always accurate because we do not charge for certain ancillary water works services for which many operations have separate billings. The Water Works committee discussed various philosophies, with the use of a water rate calculator, on how to achieve appropriate operating fund ending balances each year. He said that the goal is to establish rates that are not unduly burdensome to customers, create sufficient funds and allow for safe and efficient water distribution operations and to address our significant infrastructure. Council member Hidy reported that a new water tower has been included in the ten-year capital projections. The Water Works committee also discussed the upcoming directives associated with PFAS remediation which will involve significant financial commitments by the Village. He said that these factors will continue to be evaluated by the Water Works committee, along with the Finance committee, to determine recommendations for future rates. Council member Hidy reported that the Water Works committee agreed to present the third reading and recommend approval of the Ordinance amending Section 51.68 of the Code of Ordinances related to water works invoicing. AN ORDINANCE AMENDING CHAPTER 51, SECTION 51.68 OF THE CODIFIED ORDINANCES OF THE CITY OF THE VILLAGE OF INDIAN HILL REGARDING WATER WORKS was presented and read for the third reading. Upon motion by Council member Hidy seconded by Council member Byer the Ordinance was passed by roll call vote 4-0. Mayor Krehbiel declared Ordinance 02-24 enacted. Minutes of Council Meeting February 20, 2024 Page 7 Council member Hidy reported that the Water Works committee reviewed a Resolution to amend the contract between the Village of Terrace Park and Indian Hill for water service and infrastructure maintenance. The Village of Terrace Park Council approved the addition of a 25% surcharge to their residents’ invoices who are served by Indian Hill water. This surcharge will directly fund significant Terrace Park water main replacements that will be occurring in the future. After discussion, the Water Works committee agreed to recommend a first amendment to the contract to establish a surcharge increase as well as highlight the continued negotiations between Terrace Park and Indian Hill regarding a financially viable transfer of water mains from Terrace Park to Indian Hill. A RESOLUTION TO AMEND THE CONTRACT BETWEEN THE VILLAGE OF TERRACE PARK, OHIO AND THE CITY OF THE VILLAGE OF INDIAN HILL, OHIO was presented and read. Upon motion by Council member Hidy seconded by Council member Byer the Resolution was passed by voice vote 4-0. Mayor Krehbiel declared Resolution 08-24 adopted. Council member Hidy reported that the Water Works committee convened into Executive Session for the purpose of discussing property acquisition and/or sale of property, including real, personal, tangible and intangible. SAFETY COMMITTEE REPORT: Mayor Krehbiel directed Council’s attention to a memo titled, “Safety Committee”. He reported that the Safety committee met on February 8, 2024 to review several items in advance of the Council meeting. Copies of the meeting minutes are included in the Council packet. Mayor Krehbiel reported that Chief Oughterson reviewed the January Fire/EMS report, a copy is included in the Council packet. He said that EMS runs were 132 compared to 154 in January 2023. Mayor Krehbiel reported that Chief Oughterson highlighted the fire department’s response to an oven fire in Madeira. No injuries were reported. Mayor Krehbiel reported that Chief Oughterson reviewed the various training courses attend by staff – confined space, ACLS certification and ice training. In addition, the department took a tour of the Air Gas facility in Miami Township to become familiar with its layout for emergency response purposes. Mayor Krehbiel reported that Chief Oughterson announced that Firefighter/Paramedic John Haney has accepted a position with the department. He has ten years of experience and came from the Miami Valley Joint Fire District. He began work on February 1, 2024. Mayor Krehbiel reported that Colonel Schlie presented the Rangers’ January report, a copy is included in the Council packet. He said that activities include: 1) cyber fraud; 2) ID theft and 3) general information. Minutes of Council Meeting February 20, 2024 Page 8 Mayor Krehbiel reported that Colonel Schlie said that the department toured the new Indian Hill Middle School to become familiar with its layout for emergency response purposes. He also discussed Captain Dressell and Patrolman Trevor Jacob’s presentation to the Hamilton County Chief’s Association on the department’s collaboration with several local, state and federal agencies on the recent burglaries that have taken place in the Village and throughout the country. Mayor Krehbiel reported that Colonel Schlie discussed the annual Indian Hill Rangers Hockey Tournament that will take place the last weekend in April. Since its’ inception, the tournament has raised over $120,000 to distribute to emergency personnel with medical needs. PLANNING COMMISSION REPORT: Mayor Krehbiel, in Council member Manning’s absence, reported that there was no Planning Commission meeting this past month. CITY MANAGER’S REPORT: City Manager Minneci reported the following: a. March 23, 2024 – Easter Egg Hunt at Stephan Field – 2:00 p.m. Council member Byer noted that this year the Easter Egg Hunt will be held on a Saturday when in the past it has been held on a Sunday. This will accommodate residents who are going out of town for Spring Break. b. April 27, 2024 – Rowe Arboretum Annual Plant Sale at Stephan Field – 10:00 a.m. to 4:00 p.m. (in collaboration with Green Areas Advisory Committee). This will include giving saplings to children for them to plant. Ms. Minneci said that Nikki Daley, who is in charge of the Green Areas Stewardship Sub- Committee, has done a phenomenal job with the program. There being no further business to come before Council, Mayor Krehbiel declared the meeting adjourned. Respectfully submitted, Stephen H. Krehbiel, Mayor ATTEST: Paul C. Riordan, Clerk