Council Meeting

MINUTES OF MEETING INDIAN HILL VILLAGE COUNCIL April 15, 2024 A meeting of the Indian Hill Village Council was held on April 15, 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 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 Officials absent: Mr. Jeffrey G. Gibson, Council member Visitors present: Max Ackermann, 5007 Argentine Court, Cincinnati, OH 45244 Ryder Bischoff, 579 Common Wealth Drive, Cincinnati, OH 45244 Denise Driehaus, Hamilton County Commissioner Sloan Gormley, 1093 Westchester Way, Cincinnati, OH 45244 Nicholas Henke, 5088 Nature Trail, Cincinnati, OH 45244 Cameron Owens, 690 Bostwick Court, Cincinnati, OH 45244 Micah Perry, 5717 Linda Way Drive, Milford, OH 45150 Wyatt Simones, 1556 Georgetown Road, Loveland, OH 45140 PLEDGE OF ALLEGIANCE: Council opened the meeting with the Pledge of Allegiance. MINUTES: The minutes of the regular meeting of March 18, 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: Ms. Denise Driehaus, Hamilton County Commissioner introduced herself and distributed to Council members a booklet titled, “Hamilton County Menu of Opportunity – a resource for local governments and communities”. She presented an update on large projects in Hamilton County which included: Hamilton County is working with the Bengals on the facility renovations. In the past, renovations were paid approximately 95% by the County; while the current renovations of approximately $80,000,000 will be split approximately 50% to the Bengals and 50% to Hamilton County. The facilities are in good shape and if they had to be replaced it would be possibly a $2,000,000,000 expenditure so the renovations are deemed the correct way to go at this time. The second big project is the FC Cincinnati team. They built their own stadium; however, they asked how the public can participate in this project and the City said that they would do infrastructure work – sidewalks, roadways and different things that would accommodate the program. The County said that it would build a parking lot to accommodate fans. The parking would be near the stadium but there has to be a community benefit through 800 parking spots which were put in the west-end and another 200 parking spots which were put in the Findlay Market garage. The third big project is working with the City of Cincinnati to renovate the Convention Center. Hamilton County is contributing with the Minutes of Council Meeting April 15, 2024 Page 2 City of Cincinnati and the State of Ohio participating. Work will be done to bring the facility up to standard and in the future, an addition will be made to the facility. Ms. Driehaus also reported that the Village has participated in the County recycling program since 2021 through 2024. She encouraged the Village to consider other programs, including small event programs. Council member Hidy questioned Ms. Driehaus if the City of Cincinnati was planning on spinning-off the water works to a regional entity. Ms. Driehaus said that the City is considering such a move; however, she said that the current program with MSD is fraught with management problems; therefore, she is going to be following it closely as they move forward. Mayor Krehbiel questioned if the Bengals stadiums could be used for other events. Ms. Driehaus explained that it is used for concerts. As an example, the Taylor Swift concerts were held there for two nights bringing in over $90,000,000 to the economy. She said that the work they are doing with the Bengals will help other types of projects such as high school games. She said that they are working closely with the Bengals with these types of projects moving forward. Council thanked Ms. Driehaus for her presentation. FINANCE COMMITTEE REPORT: Council member Hidy, in Council member Gibson absence, directed Council’s attention to a memo titled, “Finance Committee”. He reported that the Finance committee met on April 10, 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 Hidy also directed Council’s attention to the March 2024 financial statements, which were also included in the Council packet. Council member Hidy provided the following financial highlights: a. Income Tax Receipts: The Village received $449,323, which was $6,000 more than received in March 2023. Year-to-date cash receipts were 8.8% of budget. b. Operating Disbursements: Operating expenditures equated to $1,168,505, which was $412,000 less than March 2023. This is due to the timing of payments and March 2023 having three pay periods. c. CIRF: Disbursements totaled $327,581. These expenditures included Drake Road emergency landslide repair, McCane Lane Bridge replacement and gravel storage pits at Grand Valley. d. Water Works Receipts: Water usage receipts were $234,714 which was approximately $41,000 less than March 2023 receipts. Year-to-date cash receipts were 22% of budget. e. Water Works Disbursements: Total operating disbursements were $558,276 which was approximately $38,000 less than March 2023. This is due to timing of payments and March 2023 having three pay periods. f. Water Works CRF: Disbursements totaled $772,141. This is for water main repairs on Given Road. g. Long Term Debt: Interest payments are made in May and November, and the annual principal payment is made in November. h. Cash and Investments: Total month-end cash and investments were $44,841,799 compared to $46,268,638 in February 2024 and $46,127,192 in March 2023. i. Rowe Funds: The market value as of March 31st was $4,868,279, which was a 2.4% increase since December 31, 2023. The unrecognized gain was $1,420,828. Total monthly operating receipts, including dividends/interest, were $15,694 with monthly operating expenses totaling $35,521 and net investment loss of $3,731. Minutes of Council Meeting April 15, 2024 Page 3 j. Green Areas Funds: Total market value for investments and cash as of March 31st was $5,262,650. The total unrecognized gain for investments and cash was $3,464,605. Total monthly earnings and expenses are as expected. Council member Hidy reported that Ms. Minneci highlighted a FEMA check in the amount of $32,907 that the Village received as reimbursement for the Public Works’ mutual aid efforts in Goshen Township during the 2022 tornado. Council member Hidy said that we are very appreciative of this check and we appreciate the efforts of Goshen Township to secure this reimbursement for the Village. LAW COMMITTEE REPORT: Council member Hidy directed Council’s attention to a memo titled, “Law Committee”. He reported that the Law committee met on April 4, 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 an update on the work of our Charter Review Committee who met on March 8, 2024 and reviewed possible changes to the Charter. The Charter committee will further evaluate these revisions when it convenes in April. The Charter Review Committee is expected to make its formal recommendations to Council in May and also to make them to their related committees. Council member Hidy reported that the Law committee agreed to present a third reading and recommendation for passage of an Ordinance to update Chapter 150: Building Code of the Village’s Code of Ordinances. 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. AN ORDINANCE AMENDING SECTION 150 OF THE CITY OF THE VILLAGE OF INDIAN HILL, OHIO CODE OF ORDINANCES was presented and read for the third reading. Upon motion by Council member Hidy seconded by Council member Manning the Ordinance was passed by unanimous voice vote 6-0. Mayor Krehbiel declared Ordinance 03-24 enacted. 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 April 11, 2024 to review several items prior to the Council meeting. Complete meeting minutes are included in the Council packet. Council member Byer reported that, as always, 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 the Livingston Lodge hillside was cleared of invasives, recreation fields were prepped for spring activity and a very successful Easter Egg Hunt was prepped for and held with potentially record participation. Minutes of Council Meeting April 15, 2024 Page 4 Council member Byer reported that we continue to gratefully accept Green Area gifts from generous Village residents, with current activity including a 2.26 acre donation from 9675 Cunningham Road, a 1.9 acre gift from 2 Abbey Place and a 2 acre donation from 8890 Camargo Road. Council member Byer gave an update on Rowe Arboretum: • Former GAAC leader, Liz Tilton has joined the Rowe Arboretum Advisory Committee • The annual plant sale is April 27th at Stephan Field from 10:00 am – 4:00 pm Council member Byer reported that consistent with our forestry management plan, a contractor completed removal of invasives from Muchmore and Arboretum drive. Council member Byer reported that the Indian Hill Garden Club is donating to invasive removal project at Miami/Annesdale Drive green area. Council member Byer reported that the 2024 “Reforest the Hill” program is underway with a notice in the Bulletin. To date, $8,966 in donations have been received. Council member Byer reported that Grand Valley water elevations have been reviewed in light of the recent drought/lower water levels. The highest recorded elevation was 526.77 feet in April 2008, with the lowest being 517.42 in December 2023. Since December, rain events have raised the level to 519.09 feet. Aside from the concern about water levels, having this water level data shows the diligence of Village staff in daily work. Relatedly, usage of Grand Valley grew in March as spring arrived a bit early. Council member Byer reported that Mr. Donovan presented an Ordinance recommending a job title change for Rowe Arboretum for the part-time position to meet ANSI standards for performing tree care operations. Mr. Donovan is requesting the job title change from Arboretum Laborer to Groundskeeper/Horticultural Technician. The Ordinance is being requested as an emergency to accommodate the recent filling of the position. He said that after discussion, the Buildings and Grounds committee agreed to recommend to Council emergency passage of the Ordinance. Council member Byer requested a suspension of the rules and to move into Emergency Session. Mayor Krehbiel approved the request and it was passed by unanimous roll call vote 6-0. Council entered into Emergency Session. Council member Byer presented the following Ordinance. AN ORDINANCE TO AMEND SECTION 35.20 OF THE CITY OF THE VILLAGE OF INDIAN HILL CODIFIED ORDINANCES TO ESTABLISH RATES OF COMPENSATION FOR ALL OFFICES AND POSITIONS IN THE CITY SERVICE, AND DECLARING AN EMERGENCY was presented and read for the first reading Council member Byer requested a waiver of the required three readings. The motion was seconded by Council member Stern and was passed by unanimous roll call vote 6-0. Minutes of Council Meeting April 15, 2024 Page 5 Council member Byer made a motion that the Ordinance read above be passed. The motion was seconded by Council member Manning and was passed by unanimous roll call vote 6-0. Mayor Krehbiel declared Ordinance 04-24 enacted. 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 April 9, 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 the Village b. Trimmed streetside honeysuckle in several locations c. Improved drainage way on Blome Road d. Repaired guardrail in several locations Council member Stern reported that Mrs. Klopfenstein presented the following highlights on the project management report. A copy of the report is included in the Council packet. a. 2024 Street Resurfacing Program – Curb replacement, culvert repair and base repairs have been done in preparation for the paving program. b. Given Road Evaluation/Maintenance – Project will begin in late April weather dependent. c. Sycamore Creek Restoration & Habitat Enhancement – The contractor mobilized in March to begin tree clearing to facilitate the proposed grading work needed for the project. The downed trees will be utilized as part of the restoration project. Design drawings are being finalized. d. Varner Road – The contractor is preparing a quote for survey and engineering services needed to remove deteriorated culvert pipe located in creek bed. e. Spooky Ridge Lane Culvert Replacement – Project has been closed. f. Camargo & Kugler Mill Culvert Replacement – Staff is reviewing the 30% design plans for Camargo with the Kugler Mill plan still being designed. g. Public Works Fence – Four bids were received with the lowest and best submission being Burcor Fencing in the amount of $114,880. h. Public Works Roof – Bids are advertised and will be opened on April 23rd. Council member Stern reported that staff discussed the after effects of the previous week’s significant rainstorm throughout the Village. 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 April 9, 2024 to review several issues 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 22 water main breaks b. Replaced fire hydrant on Old Stable Road c. Installed two new water service taps Minutes of Council Meeting April 15, 2024 Page 6 d. Toured water treatment plant with Council e. Publicized 2023 Consumer Confidence Report on website 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 to Camargo Roads) – Project has been closed. b. $5,600,000 Water Works Bond – Project #2 (Given Road water main replacement – Camargo Road to Spooky Hollow Road) – Project has closed. c. Miami Road Water Main Replacement Engineering – Contractor is finalizing the construction plans. d. Water Tower – Waiting on details on the FY25 Community Project Funding and Appropriations process through Congressman Greg Landsman’s office Council member Isphording reported that staff reviewed the PFAS Removal Evaluation report which evaluated three systems available to the Village for PFAS remediation. The three options evaluated were: 1) Reverse Osmosis; 2) Anion Exchange, and 3) Granular Activated Carbon (GAC). Overall, the report recommended the GAC system as the most effective and efficient system to be incorporated into the Village’s treatment plant – including capital, operating and maintenance costs. This information will be utilized in future discussions and decisions related to the water distribution system once the EPA releases its final regulatory mandates related to significantly decreasing maximum contaminant levels (MCL) and stringent implementation timelines. Staff also will continue reviewing future financial impacts, grant opportunities, funding availability from PFAS-related court settlements, zero-low interest loans and legislative engagement. She said that drastic financial and operational impact of this first-of-its-kind regulation will be felt nationwide, not just within the Village. Council member Isphording reported that the Water Works committee agreed to hold a second reading on the recommendation to increase the water rate by 6% beginning on July 1, 2024. AN ORDINANCE INCREASING RATES BY SIX PERCENT (6%) TO BE CHARGED FOR WATER SUPPLIED TO CUSTOMERS BY AMENDING SECTION 51.55 RATES OF THE CITY OF THE VILLAGE OF INDIAN HILL, OHIO CODE OF ORDINANCES was presented and read for the second reading. Council member Isphording reported that the Water Works committee discussed a request to engage a consultant to update the water tower model studies performed in 2008 and 2011. She said that the Water Works committee felt this would aid in the continued discussion regarding the water tower needs and inefficiencies. The final report will be completed over the next 2-3 months. Council member Isphording stated that after discussion, the Water Works committee agreed to recommend a Resolution for the consultant engagement not to exceed $30,000. A RESOLUTION AUTHORIZING THE CITY MANAGER TO APPROPRIATE FUNDS FOR AN UPDATED WATER TOWER NEEDS ASSESSMENT IN AN AMOUNT NOT TO EXCEED $30,000 was presented and read. Minutes of Council Meeting April 15, 2024 Page 7 Upon motion by Council member Isphording seconded by Council member Byer the Resolution was passed by unanimous voice vote 6-0. Mayor Krehbiel declared Resolution 12-24 adopted. SAFETY COMMITTEE REPORT: Mayor Krehbiel directed Council’s attention to a memo titled, “Safety Committee”. He reported that the Safety committee met on April 4, 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 the following: 1. Chief Oughterson reviewed the March Fire/EMS report. EMS runs were 125 compared to 159 in March 2023. 2. Chief Oughterson highlighted the departments’ response to a house fire on South Clippinger and in Miami Township. No injures were reported. He also reported that spring hydrant flushing has begun which includes private hydrant inspections. 3. Chief Oughterson reviewed the various training courses attended by staff – live fire training, urban search & rescue (USAR) at the Purple People bridge and drug administration. 4. Colonel Schlie presented the Rangers’ March report. Activities include: a) natural death; b) OVI; and c) theft from auto. 5. Colonel Schlie indicated the local task force has been approved by the Attorney General’s office to assist with the national burglary ring that has occurred within the Village. There are thirteen people assigned to the task force with its home base being set up in the Ranger’s training room. All funding will come from the State of Ohio. 6. Colonel Schlie reminded the Safety committee about the annual Indian Hill Rangers Hockey Tournament that will take place the last weekend in April. 7. Staff provided an update on the hiring timeline within the Ranger department due to two upcoming retirements and a vacant dispatcher position. PLANNING COMMISSION REPORT: Council member Manning directed Council’s attention to a memo titled, “Planning Commission Meeting Actions”. He reported that the Planning Commission met on March 20, 2024 to review two cases. A request for variance approval to increase the height of a berm in the front yard from three feet to six feet for the Camargo Club was approved. The subject property is located at 8605 Shawnee Run Road. The second request for resource protection area swap for the construction of a new home was approved. The property owner will not be able to use this property for construction for the septic tank or anything else. They want to swap this property, which is not controversial, except that it is in this case. The Commission hopes that the property owners will work something out between them. The subject property is located at 9925 Lakewood Lane. CITY MANAGER’S REPORT: City Manager Minneci presented the following in her Manager’s report: It has been a very active day with income tax receipts coming in and the Administrative employees have been handling this all day long. She said that receipts will be coming into the mailboxes until midnight. Minutes of Council Meeting April 15, 2024 Page 8 Ms. Minneci reported that on April 27, 2024 the Rowe Arboretum Annual Plant sale will be held at Stephan Field from 10:00 a.m. – 4:00 p.m. in collaboration with the Green Areas Advisory committee. Saplings will be handed out to children for them to plant. Ms. Minneci reported that on May 31, 2024 the Village will hold its first annual “Meet the Fleet” at Livingston Lodge from 10:00 a.m. – 12:00 p.m. This event will be held the next day after school is let out. Mayor Krehbiel asked if the 4th of July celebration could include a drone show. Ms. Minneci explained that Mrs. Fink has been in touch with Rozzi who does the fireworks for the Village. She is going to put together some ideas and costs associated with a drone show. Ms. Minneci said that she does not picture the drone show being available for this year, possibly for next year. 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