Council Meeting

MINUTES OF MEETING INDIAN HILL VILLAGE COUNCIL October 21, 2024 A meeting of the Indian Hill Village Council was held on October 21, 2024 at 5:00 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 Mr. Shayne O Manning, Council member Mrs. Pat Stern, Council member Ms. Dina C. Minneci, City Manager Mr. Scott D. Phillips, City Solicitor Mr. Paul C. Riordan, Clerk/Comptroller Officials Absent: Mrs. Elizabeth C. Isphording, Council member Visitors Present: Mr. Dan Hickey D.J. Hickey Mrs. Emily Hickey Ms. Ena Hickey Mr. Grant Grooms Ms. Janet Grooms PLEDGE OF ALLEGIANCE: Council opened the meeting with the Pledge of Allegiance. EXECUTIVE SESSION: Council member Stern made a motion to go into Executive Session for the purpose of discussing property acquisition and/or sale of property, including real, personal, tangible and intangible and for the purpose of conferencing with attorney for public body concerning disputes involving it that are subject of pending or imminent court action. The motion was seconded by Council member Manning and was passed by unanimous roll call vote 6-0. Council entered into Executive Session. Council returned from Executive Session and entered the regular session. MINUTES: The minutes of the regular meeting of September 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. CITIZEN PARTICIPATION: Mayor Krehbiel swore-in new patrol officer William Hickey. Council welcomed Patrol Officer Hickey to the Indian Hill Rangers and to the Village of Indian Hill. FINANCE COMMITTEE REPORT: Council member Gibson directed Council’s attention to a memo titled, “Finance Committee”. He reported that the Finance committee met on October 16, 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 directed Council’s attention to the September 2024 financial statements, which were also included in the Council packet. Council member Gibson provided the following financial highlights: Minutes of Council Meeting October 21, 2024 Page 2 a. Income Tax Receipts: The Village received approximately $510,000 which was $27,000 more than received in September 2023. Year-to-date cash receipts were 87% of budget. b. Operating Disbursements: Operating expenditures equated to approximately $1,100,000 which was approximately $236,000 less than September 2023. This is due to timing of payments. c. CIRF: Disbursements totaled $19,284. This includes pickleball construction. d. Water Works Receipts: Water usage receipts were approximately $167,000 and year-to- date cash receipts were 68% of budget. e. Water Works Disbursements: Total operating disbursements were approximately $608,000 which was about $44,000 more than September 2023. This is due to timing of payments. f. Water Works CRF: Disbursement totaled $6,100. This is for meter purchases g. Long Term Debt: Interest payments are made in May and November, and the annual principal payment will be made in November. h. Cash and Investments: Total month end cash and investments were approximately $51,700,000 compared to approximately $51,650,000 in August 2024 and $52,000,000 in September 2023. i. Rowe Funds: The market value as of September 30th was approximately $5,200,000 which was approximately an 11% increase since December 31, 2023. The total unrecognized gain was approximately $1,624,000. Total monthly operating receipts, including dividends/interest, were $14,344 with monthly operating expenses totaling $14,871 and net investment gain of $19,893. j. Green Areas Funds: The total market value for investments and cash as of September 30th was approximately $5,482,000. The total unrecognized gain for investments and cash was approximately $3,850,000. Total monthly earnings equated to $679 with monthly expenses totaling $6,014. Council member Gibson reported that the Finance committee reviewed a summary of the significant changes made to the overall 2025 preliminary budget since last month’s budget meetings with Council committees. Council member Gibson reported that the Finance committee reviewed the Operating Overage (Shortfall) Summary Statements for the General Fund and the Water Works Funds. No significant changes were highlighted since last month’s review. Council member Gibson reported that Ms. Minneci provided an update on the search for a new Comptroller and Clerk of Council due to the upcoming retirement of Mr. Riordan. LAW COMMITTEE REPORT: Council member Hidy directed Council’s attention to a memo titled, “Law Committee”. He reported that the Law committee met on October 10, 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 Law committee reviewed an emergency Ordinance to accept the dedication of roads in The Meadows of Peterloon subdivision, Phase 1A which includes a portion of Schoolhouse Lane, Old Orchard Lane and a portion of Saddlewood Lane. Final acceptance will only occur when all street maintenance and bond requirements have been met. Council member Hidy said that after discussion, the Law committee indicated they would recommend the Ordinance on an emergency basis to provide the snow plowing services for this upcoming winter season. Minutes of Council Meeting October 21, 2024 Page 3 Council member Hidy reported that the Law committee reviewed an emergency Ordinance to accept and dedicate the portion of Drake Road right-of-way located in front of the Drake Road subdivision. He said that after discussion, the Law committee recommended the Ordinance on an emergency basis to provide maintenance services. Council member Hidy requested a suspension of the rules and enter into emergency session for the deliberation of the following Ordinances. The request was moved by Mayor Krehbiel and was passed by unanimous roll call vote 6-0. Council entered into emergency session. AN ORDINANCE APPROVING THE PLAT OF THE MEADOWS OF PETERLOON SUBDIVISION PHASE 1A RECORDED IN PLAT BOOK 486, PAGES 13-17 OF THE HAMILTON COUNTY RECORDER’S OFFICE, AND ACCEPTING THE DEDICATION OF SCHOOLHOUSE LANE, OLD ORCHARD LANE AND SADDLEWOOD LANE CONTAINED THEREIN PARCEL ID NO. 619-0320-0135 AND DECLARING AN EMERGENCY was presented and read. Council member Hidy made a motion to waive the three readings of the above Ordinance. The motion was seconded by Council member Byer and was passed by roll call vote 6-0. Upon motion by Council member Hidy seconded by Council member Byer the above Ordinance was passed by unanimous roll call vote 6-0. Mayor Krehbiel declared Ordinance 12-24 enacted. Council member Hidy presented the following Ordinance. AN ORDINANCE APPROVING THE PLAT OF DRAKE ROAD SUBDIVISION RECORDED IN PLAT BOOK 480, PAGE 28 OF THE HAMILTON COUNTY RECORDER’S OFFICE, AND ACCEPTING THE DEDICATION OF DRAKE ROAD CONTAINED THEREIN PARCEL ID NO. 529-0091-0137 AND DECLARING AN EMERGENCY was presented and read. Council member Hidy made a motion to recommend waiver of the requirements for three readings. The motion was seconded by Council member Byer and was passed by unanimous roll call vote 6-0. Upon motion by Council member Hidy seconded by Council member Byer the above Ordinance was passed by unanimous roll call vote 6-0. Mayor Krehbiel declared Ordinance 13-24 enacted. Council returned to the regular meeting from the emergency session. Council member Hidy reported that the Law committee convened into Executive Session for the purpose of discussing the monthly legal activity report that included conducting a conference with an attorney for the pubic body concerning disputes involving the public body that are subject of pending or imminent court action. Minutes of Council Meeting October 21, 2024 Page 4 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 October 15, 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, as always, an update was provided on routine maintenance on all facilities, green areas, parks, bridle trails and recreational fields to keep these at the standard expected by Village residents. 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, seasonal activity included prepping Clippinger Field for the Hunter Trials and repainting lines for sports fields. Unplanned activity included the department addressing the impacts of Hurricane Helene, including inspecting sump pumps and clearing debris. Council member Byer reported the following highlights from the project management report: • A reminder of the generosity of Village residents. This generosity showed up in an 8.547-acre gift from Meadows of Peterloon Phase 2 which is in process – awaiting partial releases – and generosity also showed via donations of $27,806 for this year’s “Reforest the Hill” program (this converts to 24 trees, to be planted at Rheinstrom and Camp Dennison Parks and Stephan Field). • Forestry management work continues with treatment of green areas adjacent to Rheinstrom Park and Rowe Arboretum will be treated, plantings are planned for NW corner of Buckingham and Cunningham, and planned invasive removal at Redbirdhollow Lane and Annesdale Drive / Miami Road. • South Given stream restoration repairs remain active – with the consultant taking bids for repair work and working with its insurance provider to obtain funding for the warranty work. • A new feature for Village residents are the pickleball courts at Stephan Field, now open to the public. An online scheduling system is being finalized that will allow reservations at certain times, alternating between open play and reserved times. Once the system is ready, staff will communicate to inform the residents. 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 October 15, 2024 to review several items before the Council meeting. Copies of the meeting minutes are included in the Council packet. Council member Stern presented the departmental activity highlights, a complete copy of the departmental activity report is included in the Council packet. a. Cleaned and inspected catch basins, gutters and pipes along Village roadways. b. Tree trimming, trimmed honeysuckle and repaired berms along various Village roadways. c. Significant tree work was performed due to remnants of Hurricane Helene. d. Assisted Water Works with blacktop repairs from water main breaks. e. Prepped for snow season. f. Repaired guardrail on four road. Minutes of Council Meeting October 21, 2024 Page 5 Council member Stern presented the project management highlights, a complete copy of the departmental activity report is included in the Council packet. a. 2024 Street Resurfacing Program – Spooky Hollow Road was completed. Application of pavement markings will complete the scope of this year’s program. b. Given Road Evaluation/Maintenance – Project has been completed. c. Sycamore Creek Restoration & Habitat Enhancement – Landslide remediation was completed. Work began on the upstream crossvane structures. d. Varner Road – Stream restoration has been postponed to pursue pier wall extension which is a high priority. Mrs. Klopfenstein submitted for an Ohio Public Works Commission (OPWC) grant application to extend the pier wall, replace/extend the water main, improve storm sewer system, curb replacement and paving in 2025. e. Camargo Culvert Replacement – Project has been completed. f. Kugler Mill Culvert Replacement Phase #1 – Construction began and is expected to be completed in 60 days. Road will be closed between Whitegate Lane and Camp Road throughout project. g. Kugler Mill Culvert Replacement Phase #2 – This work will commence after completion of Phase #1 and will have minimal impact on traffic. It also will include repairs of the culvert at the end of South Given Road. h. Public Works Roof – Project has been completed except for the replacement of two damaged new roof panels. i. Spooky Hollow Road – Mrs. Klopfenstein submitted an OPWC grant application to replace the water main, improve drainage and roadside conditions on Spooky Hollow from Loveland-Madeira to the hill at Green Acres. Mrs. Klopfenstein also is submitting a Municipal Roads Fund (MRF) grant for paving Spooky Hollow. j. Shawnee Run Road/Adams Road – Mrs. Klopfenstein submitted an OPWC grant application to upsize the water main and replace/extend the storm sewer system. It includes reconstructing the curb and roadway pavement on Shawnee Run and installing detention on Adams. Council member Stern reported that Mrs. Klopfenstein recommended revisions to Chapter 153: “Soil Erosion and Sediment Control” of the Code of Ordinances for better consistency with OEPA permit requirements. A summary of the changes are as follows: a. Minor language changes and new definitions were added for better consistency. b. New sections were added to address compatibility with other permits and Ordinance requirements, severability, disclaimer of liability and compliance with State and Federal regulations. c. Additional details for the required components of erosion and sediment control plans (with reference to the Village’s Storm Water Drainage Manual) and inspection procedures were included. d. The bond requirement section is proposed to specify rates based on State Prevailing Wage labor rates as these may apply to work contracted by the Village and not the developer. e. To provide clarification regarding the Village’s use of the bond for erosion and sediment control, Notice of Violation and correction of work language was added. f. To show the Village has an additional option to enforce the erosion and sediment control regulations, a section for holds on Certificates of Occupancy was added. Minutes of Council Meeting October 21, 2024 Page 6 Council member Stern reported that the Public Works committee discussed and agreed to present a first reading for an Ordinance to amend Section 153. AN ORDINANCE AMENDING SECTION 153 OF THE CITY OF THE VILLAGE OF INDIAN HILL CODE OF ORDINANCES was presented and read for the first reading. WATER WORKS REPORT: Council member Hidy in Council member Isphording absence, directed Council’s attention to a memo titled, “Water Works Committee”. He reported that the Water Works committee met on October 15, 2024 to review several issues in advance of the Council meeting. Copies of the meeting minutes are included in the Council packet. Council member Hidy presented the departmental activity highlights, a complete copy of the departmental activity report is included in the Council packet. a. Repaired 20 main breaks for a total of 84 this year. Forty-one of the breaks were over the past two months during the drought. b. Installed new tap on Cunningham Road. c. Performed inspections on Miami Road water main installation in Madeira. d. Dirt and blacktop restoration due to water main breaks. Council member Hidy presented the project management highlights, a complete copy of the departmental activity report is included in the Council packet. a. Water Tower – Staff continues to work with consultants on updated water tower needs assessment. b. PFAS i. Mr. Freson and Mrs. Klopfenstein attended a forum and roundtable discussion regarding PFAS. Each program included information sharing with other local jurisdictions pursuing remediation and discussions about funding resources. ii. A kick-off meeting occurred with the consultant. Information gathering has begun for the EPA mandated regionalization study. iii. Mrs. Klopfenstein applied to the Ohio EPA to receive funding from the Water Supply Revolving Loan Account (WSLRA) Council member Hidy reported that staff presented the Water Works Summary Statement which includes 2024 year-end estimates, 2025 Budget recommendations (still under consideration) and a three-year forecast. Council member Hidy reported that Mr. Gully presented an additional Appropriation Ordinance to ensure compliance with State and County Auditor budget requirements. The Ordinances recommends the following: a. Madeira Surcharge Fund – increase by $280,000. This is due to placing the Madeira 41% surcharge into a separate fund. b. Terrace Park Surcharge Fund – increase by $85,000. This is due to placing the Terrace Park 25% surcharge into a separate fund. Minutes of Council Meeting October 21, 2024 Page 7 c. PFAS Remediation Fund – increase by $140,000. This is to accommodate the start of engineering and design for the PFAS remediation facility. d. Retirement Benefit Reserve – increase by $77,000. This is to accommodate an unanticipated retirement in 2024. e. Rowe Arboretum Fund – increase by $45,000. This is to accommodate capital losses which are offset by capital gains. Council member Hidy reported that after discussion, the Water Works committee agreed to recommend passage of an emergency Ordinance to accommodate auditor requirements. Council member Hidy requested a suspension of the rules and enter into emergency session for the deliberation of the following Ordinance. The request was seconded by Council member Byer and was passed by unanimous roll call vote 6-0. Council entered into emergency session. AN ORDINANCE AMENDING ORDINANCE 08-23 AND MAKING APPROPRIATIONS FOR THE EXPENSES OF THE CITY OF THE VILLAGE OF INDIAN HILL FOR THE FISCAL YEAR 2024, AND DECLARING AN EMERGENCY was presented and read for the first reading. Council member Hidy made a recommendation to waive the requirement of three readings of the Ordinance. The motion was seconded by Council member Byer and was passed by unanimous roll call vote 6-0. Upon motion by Council member Hidy seconded by Council member Byer the above Ordinance was passed by unanimous roll call vote 6-0. Mayor Krehbiel declared Ordinance 14-24 enacted. Council returned to the regular meeting from the emergency session. Council member Hidy reported that the Water Works committee discussed Professional Services Agreements with Evans CivilPro (for water main design) and Fishbeck (for a variety of water system engineering services). These contracts both have 5-year terms with reference to future task orders for scope/schedule/cost for water engineering services from the RFQ process. Staff recommended, and the Water Works committee agreed to recommend approval of these contracts through their respective Resolutions. A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH EVANS CIVILPRO ENGINEERS, LLC FOR WATER TRANSMISSION AND DISTRIBUTION ENGINEERING SERVICES was presented and read. Upon motion by Council member Hidy seconded by Council member Stern the Resolution was passed by unanimous voice vote 6-0. Mayor Krehbiel declared Resolution 26-24 adopted. Minutes of Council Meeting October 21, 2024 Page 8 A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH FISHBECK FOR WATER SYSTEM ENGINEERING SERVICES was presented and read. Upon motion by Council member Hidy seconded by Council member Stern the Resolution was passed by unanimous voice vote 6-0. Mayor Krehbiel declared Resolution 27-24 adopted. SAFETY COMMITTEE REPORT: Mayor Krehbiel directed Council’s attention to a memo titled, “Safety Committee”. He reported that the Safety committee met on October 10, 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 presented the fire/EMS reports. EMS runs were 112 compared to 143 in September 2023. 2. Chief Oughterson highlighted the Fire District’s mutual aid efforts with a styrene leak in Whitewater Township. He also discussed USAR and extrication training. 3. Chief Oughterson discussed the Fire District’s participation in the Hunter Trails where the department was crowned Grand Champions. 4. Colonel Dressell gave an overview of the monthly report. A copy is included in the Council packet. 5. Colonel Dressell gave a debriefing on the recent storm activity due to Hurricane Helene. Dispatch received over 300 calls. He complimented Dispatcher Mark Milliron for coming in on his off time to assist with the phone and dispatching. 6. Colonel Dressell provided an update on the most recent burglaries. He also indicated he will place an article in the Bulletin reminding residents of things they can do every day to assist in deterring criminals. He emphasized such due diligence needs to occur at all times and not just in the aftermath of a burglary. Proactive measures included utilizing alarm systems all the time, installing motion lights, locking doors and closing garage doors. He also is working with Mr. Henderson to place a Safety Tip link on the website. PLANNING COMMISSION REPORT: Council member Manning directed Council’s attention to a memo titled, “Planning Commission Meeting Actions September 18, 2024. A copy of these minutes are included in the Council packet. Council member Manning reported the following: • A request for authorization to construct a new single-family residence on a non- conforming lot of record per Section 81 of the Zoning Ordinance was approved. The subject property is located at 6165 Miami Road. • A request for Resource Protection Area swap was approved. The subject property is located at 2 Markin Lane. • A request for revised Concept Plan approval for Phase 3 of Twin Fences at Peterloon Farm Subdivision was conditionally approved. The property is located east of the terminus of Larking Drive. Minutes of Council Meeting October 21, 2024 Page 9 Council member Manning directed Council’s attention to a memo titled, “Planning Commission Meeting Actions October 16, 2024. A copy of these minutes are included in the Council packet. Council member Manning reported the following: • A request for authorization to construct a new single-family residence on a non- conforming lot of record per Section 81 of the Zoning Ordinance was approved. The subject property is located at 5240 Miami Road. CITY MANAGER’S REPORT: City Manager Minneci reported the following in her Manager’s report: a. October 31, 2024 – Halloween – 6:00 – 8:00 p.m. b. November 5, 2024 – Election Day – Issue 8 is on the ballet c. November 11, 2024 – Veterans Day observance – 11:00 a.m. at Veterans Memorial 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