Council Meeting

MINUTES OF MEETING INDIAN HILL VILLAGE COUNCIL March 18, 2024 A meeting of the Indian Hill Village Council was held on March 18, 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 Mrs. Elizabeth C. Isphording, Council member Mr. Shayne O Manning, Council member Mrs. Pat Stern, Council member Ms. Dina C. Minneci, City Manager Mr. Paul C. Riordan, Clerk/Comptroller Mr. Scott D. Phillips, City Solicitor Visitors present: See Attached PLEDGE OF ALLEGIANCE: Council opened the meeting with the Pledge of Allegiance. MINUTES: The minutes of the regular meeting of February 20, 2024 had previously been distributed to each Council member. There being no changes or corrections noted, Mayor Krehbiel declared the minutes accepted as issued. CITIZEN PARTICIPATION: Mayor Krehbiel made a motion to approve a Resolution of Appreciation to Dr. Edward Miller for his service to the City of the Village of Indian Hill, Ohio. The motion was seconded by Council member Byer and was carried by unanimous voice vote 7- 0. Mayor Krehbiel declared Resolution 09-24 adopted. Mayor Krehbiel invited Dr. Miller to front of the meeting hall and presented this reading of the Resolution to him. A RESOLUTION OF APPRECIATION TO DR. EDWARD MILLER FOR HIS SERVICE TO THE CITY OF THE VILLAGE OF INDIAN HILL, OHIO WHEREAS, Edward H. Miller, M.D., is a mechanical engineering and Krannert School of Industrial Management graduate of Purdue University, and received his medical degree from the University of Cincinnati in 1961; WHEREAS, Edward H. Miller, M.D., was appointed in 1969 as the Director of the combined divisions of Fractures and Orthopedics at the University of Cincinnati College of Medicine; WHEREAS, in 1975, Edward H. Miller, M.D., became Acting Director of the Division of Orthopedics at the University of Cincinnati College of Medicine; WHEREAS, in 1976, Edward H. Miller, M.D., was appointed Director and Professor of the Department of Orthopedics at the University of Cincinnati College of Medicine; Minutes of Council Meeting March 18, 2024 Page 2 WHEREAS, in 1982, Edward H. Miller, M.D., was instrumental in introducing the Mittelmeier Modular Ceramic Hip replacement to the practice of orthopedic surgery; WHEREAS, in 2000, Edward H. Miller, M.D., was named Professor Emeritus of the Department of Orthopedics at the University of Cincinnati College of Medicine; WHEREAS, Edward H. Miller, M.D., has become one of the longest serving members of the Indian Hill Shooting Club since first joining in 1969; WHEREAS, since 1969, Edward H. Miller, M.D., acquired his Range Safety Officer certification from the Nation Rifle Association as part of his commitment to safety at the Indian Hill Shooting Club and generally in the community; WHEREAS, Edward H. Miller, M.D., served as a member of the Indian Hill Shooting Club Advisory Committee starting in 2015, and made significant and multiple contributions of his time, treasure and talent to the Indian Hill Shooting Club, to the Youth Rifle Program, and to preserving the memory of area history dating back to Camp Dennison during the American Civil War; WHEREAS, Edward H. Miller, M.D., has served as a confidant, mentor, and sage for many years, often being consulted by Indian Hill Shooting Club members for advice on his vision for the future of the Club, safety, medical matters, history, and enjoying life; NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF THE VILLAGE OF INDIAN HILL, STATE OF OHIO: Section 1. That there be spread upon the records of the City of the Village of Indian Hill this Resolution of special thanks and sincere appreciation to Dr. Edward Miller for his valuable service as a member of the City of the Village of Indian Hill Shooting Club Advisory Committee for nine (9) years. His valuable contributions will be forever woven within the Indian Hill Shooting Club. Section 2. That a copy of this Resolution be given to Dr. Edward Miller in recognition of his contribution of tireless efforts, time and leadership in the best interest of the City of the Village of Indian Hill and its Shooting Club members. A copy of the Resolution was presented to Dr. Miller. Dr. Miller gave a very gracious thank you to Council members for the Resolution. Amanda Seifert – Children’s Librarian at the Madeira branch of the Cincinnati Library System appeared before Council. Ms. Seifert gave a history of the Madeira branch and provided a summary of the large numbers of the programs that are operated at the branch and the large number of people that it serves in the community. They had over 400 programs and provided services to over 20,000 people with attendance increasing 37% over the prior year. Council thanked Ms. Seifert for her presentation. Minutes of Council Meeting March 18, 2024 Page 3 Council member Manning made a motion to enter into Executive Session for the purpose of discussing property acquisition and/or sale of property, including real, personal, tangible and intangible. The motion was seconded by Council member Byer and was passed by unanimous role call vote 7-0. Council entered into Executive Session. Council returned from Executive Session to the regular meeting. FINANCE COMMITTEE REPORT: Council member Gibson directed Council’s attention to a memo titled, “Finance Committee”. He reported that the Finance committee met on March 13, 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 also directed Council’s attention to the February 2024 financial statements which were also included in the Council packet. Council member Gibson provided the following financial highlights: a. Income Tax Receipts: The Village is 17% through its year and receipts are behind where they were for the same period year-to-date last year. This is not a concern because the April tax collections will make-up the deficit. Year-to-date cash receipts are 6% of budget which is not atypical for this time of year. b. Operating Disbursements: Operating expenditures were $156,000 more than February 2023; however, this is mainly due to the timing of payments. c. CIRF: Disbursements were approximately $400,000 spent mostly on the Spooky Ridge and Loveland-Madeira culverts and Sycamore Creek stream restoration projects. d. Water Works Receipts: Water usage receipts were approximately $350,000 which is approximately $8,000 more than February 2023 receipts. Year-to-date cash receipts are 17% of budget. e. Water Works Disbursements: Total operating disbursements were approximately $490,000 which was approximately $102,000 more than February 2023. This is due to well repair and electrical panel upgrade. f. Water Works CRF: The water main repairs continue and the expenditures total approximately $265,000. g. Long Term Debt: No particular news for long term debt for the month as payments are made in May and November, which includes the annual principal payment made in November. h. Cash and Investments: Total month-end cash and investments were approximately $46,000,000 compared to $47,400,000 in February 2023. i. Rowe Funds: The market value as of February 29th was approximately $4,754,000, which is a 3% increase since December 31, 2023. The unrecognized gain was approximately $1,300,000. Monthly operating receipts were in-line with what they should be with total receipts of approximately $11,000 with monthly operating expenses totaling approximately $8,000 and with a net investment loss of approximately $9,500. j. Green Areas Funds: As of February 29th, the market value for investments and cash was $5,144,000. The unrecognized gain was $3,345,000. Total monthly earnings equated to $612 with monthly expenses totaling $19,095. This includes an invasive removal project at Buckingham Road which is included in the Forestry Management Master Plan. Minutes of Council Meeting March 18, 2024 Page 4 Council member Gibson reported that the Finance committee will meet with Bahl & Gaynor in May to review its recommendation to increase the Rowe Arboretum portfolio’s small to mid-cap investments but limiting it to less than 20%. Council member Gibson reported that Mr. Henderson provided an update on the Village’s mobile app. There are two changes that are in process and those will be reviewed by the Finance committee by the end of the month and they will be pushed out to the app store by the end of April. LAW COMMITTEE REPORT: Council member Hidy directed Council’s attention to a memo titled, “Law Committee”. He reported that the Law committee met on March 7, 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 staff presented the agenda for the first Charter Review Committee on March 8, 2024. Updates on the meeting will be provided next month. When the process is completed, Council will consider any recommended changes and will be included in the November ballet. Council member Hidy reported that the Law committee agreed to present a second reading of an Ordinance to update Chapter 150; Building Code of the Village’s Code of Ordinances. AN ORDINANCE AMENDING SECTION 150 OF THE CITY OF THE VILLAGE OF INDIAN HILL, OHIO CODE OF ORDINANCES was presented and read for the second reading. Council member Hidy reported that Mr. West presented a request from Turner Farm Preservation Foundation to place the 45.7052-acre property located at 7405 Given Road into an Agricultural District, pursuant to Ohio Revised Code (ORC) 929.02(B). Mr. West stated that per the ORC, Council is required to hold a public hearing on this request. Mr. West also noted that the Turner Farm property on the east side of Given Road is in an approved agricultural district as is Greenacres Foundation property. A draft Resolution was distributed to the Law committee to be recommended to Council after the public hearing. 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. Council member Hidy requested a public hearing to present and discuss the Turner Farm application for agricultural district. Mayor Krehbiel opened a public hearing on the Turner Farm application. Mr. West explained that the Turner Farm Preservation Foundation is filing an application to place 45.7052 acres property located at 7405 Given Road into agricultural district pursuant to Ohio Revised Code (ORC) 929.02(B). He said that there are several advantages: Minutes of Council Meeting March 18, 2024 Page 5 1. Deferment of special assessments 2. Protection from civil actions for nuisances and criminal action Mr. West introduced Mary Joseph, from Turner Farm, for possible questions from Council. Ms. Joseph explained to Council that the property would be used for agricultural purposes and they have taken out all of the invasives. They will also be fixing up buildings on the property. There being no further questions or comments, Mayor Krehbiel declared the public hearing closed. A RESOLUTION TO APPROVE THE APPLICATION OF THE TURNER FARM PRESERVATION FOUNDATION, INC. FOR PLACEMENT OF FARMLAND IN AN AGRICULTURAL DISTRICT PER ORC SECTION 929.02 FOR THE PROPERTY LOCATED AT 7405 GIVEN ROAD, PARCEL ID NO. 629-0221-0016 CONTAINING 45.7052 ACRES was presented and read. Upon motion by Council member Hidy seconded by Council member Gibson the Resolution was passed by unanimous voice vote 7-0. Mayor Krehbiel declared Resolution 10-24 adopted. 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 March 14, 2024 to review several items prior to 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, lighting repairs were made at the Administration building in multiple locations, work was done at the Stephan Field retaining wall and baseball fields were prepped. Council member Byer reported that we continue to gratefully accept Green Areas gifts from generous Village residents with current activity including a 2.26-acre donation from 9675 Cunningham, a 1.9-acre gift from Abbey Place and a 2-acre donation from 8890 Camargo Road. Council member Byer reported that the unusually mild February led to a spike in Grand Valley usage, with nearly double the number of visitors compared to January. Council member Byer reported that consistent with our Forestry Management Plan, a contractor completed removal of invasives from the westside of corner of Buckingham Road, north of Cunningham and a contractor was approved for Redbirdhollow invasive removal Minutes of Council Meeting March 18, 2024 Page 6 Council member Byer reported that the Indian Hill Garden Club has generously donated money to enable tree planting in both of these areas. He said that relatedly, we are preparing for the 2024 Reforest the Hill program with Rheinstrom Park and adjacent green area as the chosen featured area. Council member Byer said that moving to the Recreation department, reinforcing a point I made 2 months back. We make a lot of decisions, so it’s important we look back at decisions taken, and assess results. As such, I’d like to call Council’s attention to the overall vibrancy of work in the Rec. department tying to the decision we made to move the Rec Director role to full- time and hiring Sarah Fink. He said that Sarah Fink has been a wonderful asset to the Recreation program. Spring sports registration numbers are quite strong (and might even be a record high). We also expect the Rec department to lead events, and we have a few coming up. The Annual Easter Egg Hunt will be March 23rd. This move to hold it on a Saturday is to hopefully mitigate the overlap with the Indian Hill Schools spring break. This year an Easter Bunny will be attending! And importantly, Village Resident, Steve Hilmer will be recognized for his truly long- term (e.g., roughly 35 years) as volunteer leader of this event that annually brings joy to Village children. We will plant and dedicate a tree in his honor. Some new Village events are also scheduled to help with engagement – a “Meet the Fleet” event May 31st at Livingston Park and an outdoor movie on August 9th at Stephan Field. Council member Byer stated that there is great governance work going on at the Indian Hill Shooting Club. Dick Steuerwald has led work to reframe the terms of the Advisory committee members to better stagger these terms to enable optimal continuity. Council member Byer stated that the Buildings and Grounds committee recommends passage of the following Resolution. A RESOLUTION APPROVING THE APPOINTMENT AND REAPPOINTMENT OF MEMBERS TO THE CITY OF THE VILLAGE OF INDIAN HILL SHOOTING CLUB ADVISORY COMMITTEE was presented and read. Upon motion by Council member Byer seconded by Council member Gibson the Resolution was passed by unanimous voice vote 7-0. Mayor Krehbiel declared Resolution 11-24 adopted. Council member Byer reported that a Resolution was passed and presented to Dr. Edward Miller earlier in the Council meeting. PUBLIC WORKS COMMITTEE REPORT: Council member Stern, directed Council’s attention to a memo titled, Public Works Committee”. She reported that the Public Works committee met on March 14, 2024 to review several items in advance of the Council meeting. Copies of the meeting minutes are included in the Council packet. Council member Stern reported that Mr. Adkins presented the departmental activity report, a copy of which is included in the Council packet. The following are highlights: a. Cleared trees from right-of-way throughout Village Minutes of Council Meeting March 18, 2024 Page 7 b. Trimmed streetside honeysuckle in several locations c. Improved drainage way on Given Road and Camargo/Kugler Mill Roads d. Repaired guardrail on Hopewell Road e. Removed temporary traffic light at the Drake Road emergency landslide site upon project completion. f. Eight snow events with 7.5 inches of snow compared to eight events and 12.5 inches of snow in 2023. Council member Stern 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: a. Drake Road Emergency Landslide – Project is complete and the road was opened to full traffic on February 23rd. b. 2024 Street Resurfacing Program – Two bids were received on February 27th with John R. Jurgenson awarded the lowest and best bid of $1,507,206. This amount is higher than the $1,400,000 budgeted to fully pave all Given and Blome Roads now that both watermain projects are complete. c. Given Road Evaluation / Maintenance – The contractor has received material for pier wall maintenance and is providing a work schedule. d. Sycamore Creek Restoration & Habitat Enhancement – The consultant is continuing to advance the drawings past the 30% review. Staff worked with the Metropolitan Sewer District (MSD) to ensure proper coordination and collaboration on the project. e. Spooky Ridge Lane Culvert Replacement – The contractor continues to address punch list items. f. Camargo & Kugler Mill Culvert Replacement – The engineer completed site surveying and is working on design. WATER WORKS REPORT: Council member Isphording directed Council’s attention to a memo titled, “Water Works Committee”. She reported that the Water Works committee met on March 14, 2024 to review several items in advance of the Council meeting. Copies of the meeting minutes are included in the Council packet. Council member Isphording reported the following departmental activity report: a. Repaired four water main breaks b. Replaced fire hydrant on Kugler Mill Road c. Installed two new water service taps d. Completed electrical repairs in water treatment plant e. Rebuilt check valve for high service pump #4 Council member Isphording reported the following project management report: a. $5,600,000 Water Works Bond – Project #1 (Given Road water main replacement – Shawnee Run Road to Camargo Road) – The contractor has completed the project. Staff began working on final payment. Minutes of Council Meeting March 18, 2024 Page 8 b. $5,600,000 Water Works Bond – Project #2 (Given Road water main replacement – Camargo Road to Spooky Hollow Road) –The contractor has completed punch list items. Staff is working on close-out documents. c. Miami Road Water Main Replacement Engineering – The engineer has completed field survey and is working on final designs for review. Council member Isphording reported there will be a tour of the Public Works / Water Works facility on Tuesday, March 19, 2024 at 11:00 a.m. Council member Isphording reported that staff reviewed the information from February’s Water Works Committee. Information included water rate benchmarking which showed how Indian Hill ranks amongst water distribution communities throughout Ohio, Indiana and Kentucky. The information also highlighted past and present water rate increases for other local communities. Council member Isphording reported that the Water Works committee reviewed the budgetary effects of implementing different water rate increases to determine what is needed to efficiently run the Water Works department while evaluating how any potential increase financially impacts various types of water customers – from minimum to high usage. The Water Works committee was very cognizant of the increases that have occurred over the years due to the active capital replacement program that has been needed to replace extremely old and inefficient infrastructure. She said that in addition, the Water Works committee reviewed the ten-year capital improvement plan which includes the need for a new water tower. The Water Works committee also discussed the upcoming directives associated with PFAS remediation that still have not been defined by the EPA, but most likely will involve significant financial commitments by the Village. The Water Works committee’s goal is to establish a rate that is not a burden to the water customer, creates sufficient funds that allow for safe and efficient water distribution operations and the appropriate replacement of significantly aging infrastructure that, in some cases, is 100 years old. Council member Isphording reported that after a very thorough discussion, the Water Works committee recommended that a 6% rate increase is necessary to ensure sufficient means of replacing significantly old infrastructure, to maintain the integrity of the ten-year capital plan and to ensure safe and effective water distribution. This increase would commence on July 1, 2024 and is comparable to other area-wide water system rate increases. This recommendation is based on understanding that annual rate reviews will continue to be performed as revenues and expenditures can vary significantly from budget due to weather conditions throughout the year. She said that in addition, future rate reviews will include more defined expenditures related to the water tower and PFAS remediation. Council member Isphording reported that as the recommended rate increase is read over the next three Council meetings, staff will work to effectively communicate the details to all Water Works customers. AN ORDINANCE INCREASING RATES BY SIX PERCENT (6%) TO BE CHARGED FOR WATER SUPPLIED TO CUSTOMERS BY Minutes of Council Meeting March 18, 2024 Page 9 AMENDING SECTION 51.55 RATES OF THE CITY OF THE VILLAGE OF INDIAN HILL, OHIO CODE OF ORDINANCES was presented and read for the first reading. SAFETY COMMITTEE REPORT: Mayor Krehbiel directed Council’s attention to a memo titled, “Safety Committee”. He reported that the Safety committee met on March 7, 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 February Fire/EMS report, a copy is included in the Council packet. He said that EMS runs were 107 compared to 111 in February 2023. Mayor Krehbiel reported that Chief Oughterson highlighted the department’s response to two car accidents – Loveland-Madeira Road and Miami Road. Each accident had ambulance transport, but there were no major injuries. Mayor Krehbiel reported that Chief Oughterson reviewed the various training courses attended by staff – live fire training, reviewing how to use an upgraded video laryngoscope device, cardiac arrest presentation and reviewing protocol for the administration of calcium. Mayor Krehbiel reported that Colonel Schlie presented the Rangers’ February report, a copy is included in the Council packet. He said that activities include: 1) wanted person from Warren County found through Flock camera; 2) OVI and 3) General Information. He also discussed submitting the updated active shooter plans for the new Indian Hill Middle School to the State of Ohio. Mayor Krehbiel reported that Colonel Schlie discussed Captain Dressell’s meeting with the Ohio Organized Crime Unit regarding the Chilian burglaries, and the Rangers update distribution to the residents on the local task force group formed to assist with the nationwide burglaries. Mayor Krehbiel reported that Colonel Schlie reminded the Safety committee about the annual Indian Hill Rangers Hockey Tournament that will take place the last weekend in April. PLANNING COMMISSION REPORT: Council member Manning directed Council’s attention to a memo titled, “Planning Commission Meeting Actions February 21, 2024”. Council member Manning reported that a request for special exception and variance approval for the construction of a new indoor sports/recreation fieldhouse from the Indian Hill Exempted Village School District was approved. The subject property is located at 6865 Drake Road. CITY MANAGER’S REPORT: City Manager Minneci presented the following in her Manager’s report: Minutes of Council Meeting March 18, 2024 Page 10 a. The 2023 Annual Reports were distributed to Council members for them to read at their leisure. b. March 23, 2024 – Easter Egg Hunt at Stephan Field – 2:00 p.m. c. April 15, 2024 – Income Tax due date d. April 27, 2024 – Rowe Arboretum Annual Plant Sale at Stephan Field – 10:00 a.m. ~4:00 p.m. (includes Green Areas Advisory Committee Earth Day event: 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  March 18, 2024 Council Meeting Visitors Jason Adkins 6525 Drake Road, 45243 Matt Borneman 6868 Drake Road, 45243 Kim Burke 6750 Camaridge Lane, 45243 Kathy Cain 7400 Given Road, 45243 Carl Clippinger 7127 Euclid Avenue, 45243 Ryan Conner 8125 Shawnee Run, 45243 Paul Cowens 7425 Hosbrook Road Ron Freson 6525 Drake Road, 45243 Mary Joseph 7400 Given Road, 45243 Cindy Klopfenstein 6525 Drake Road, 45243 Doug Marsh 7813 Shawnee Run, 45243 Edward Miller 9795 Fox Hollow Lane, 45243 John Rost Indian Hill Shooting Club Doug Sayre Indian Hill Shooting Club Amanda Seifert 7200 Miami Ave., 45243 Dick Steuerwald 6525 Drake Road, 45243 Chris White 811 Timberwood Lane, 45245 Paul Wilson 7630 Given Road, 45243