Council Meeting

MINUTES OF MEETING INDIAN HILL VILLAGE COUNCIL December 16, 2024 A meeting of the Indian Hill Village Council was held on December 16, 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. Scott D. Phillips, City Solicitor Mr. Paul C. Riordan, Clerk/Comptroller Visitors Present: See attached PLEDGE OF ALLEGIANCE: Council opened the meeting with the Pledge of Allegiance. MINUTES: The minutes of the regular meeting of November 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: Mayor Krehbiel introduced Senator Steve Wilson – Ohio’s 7th District. Mayor Krehbiel explained that Senator Wilson is currently serving in his second term. He serves both Hamilton County and Warren County. Senator Wilson was previously appointed Senator in 2017. He is a long-time Ohio resident and resides in Warren County. Senator Wilson would like to present an Accommodation to our Indian Hill High School Boys’ Soccer Team. Senator Wilson said that on behalf of the members of the Senate – 135th General Assembly, they are pleased to pay tribute to the Indian Hill High School Boys’ Soccer Team on winning the 2024 Division 3 Soccer State Championship. Their performance included an undefeated 23-0-2 season which reflects an outstanding effort of a gifted group of athletes. Without exception, the team has devoted countless hours to practice and devotion to peak conditioning and a demanding regiment has paid handsome dividends. The Accommodation was signed by the Chairman of the Senate and himself. The Accommodation was presented to the Indian Hill High School Soccer Team Coach, Mr. Bryan Daniel. Mayor Krehbiel addressed the Indian Hill High School Soccer Team Members who were in attendance at this Council meeting. Mayor Krehbiel said that on November 10th the Indian Hill Varsity Boys Soccer team achieved a historic milestone by completing an undefeated season and winning the Ohio Division III championship. Their thrilling victory against Twinsburg High School represented more than just a trophy – it celebrates decades of dedication, passion and resilience in the Indian Hill Soccer program. Coach Bryan Daniel recently named “Ohio Division III Coach of the Year” has cultivated a culture of unity and leadership, enabling a team to integrate seven new starters seamlessly. Senior players, Connor Wilkes (Ohio Division III player of the Year) and Brady Evans, along with their teammates demonstrated exceptional skill and determination. This team has sought a new standard of excellence proving that success comes from teamwork and collective effort. They created lasting memories. Minutes of Council Meeting December 16, 2024 Page 2 Mayor Krehbiel presented a Proclamation to the Indian Hill Boys’ Soccer Team to recognize their impressive 23-0-2 record and securing the title of 2024 Ohio High School Athletic Association (OHSAA) Division III State Champions. A copy of the complete Proclamation is attached to the Minutes. Senator Wilson said that on behalf of the members of the Senate – 135th General Assembly, they are pleased to pay tribute to the Indian Hill High School Girls’ Tennis team for winning the 2024 Ohio Tennis Coaches Association (OTCA) team state championship. The unwavering commitment of the players is without exception. A copy of the Proclamation, signed by the Chairmen of the Senate and himself, was presented to the Tennis team. Mayor Krehbiel addressed the Indian Hill High School Girls’ Varsity Tennis Team Members who were in attendance at this Council meeting. He said that tonight we honor the Indian Hill High Varsity Girls’ Tennis Team who achieved back-to-back Ohio Tennis Coaches Association Team (OTCA) State Championships on October 21, 2024 at the College of Wooster. This remarkable accomplishment highlights their dedication, unity and hard work solidifying their reputation as a dominant force not only in Cincinnati but across Ohio. Their success stems from a unique blend of skill, determination and camaraderie exemplifying the spirit of sportsmanship with a strong line-up, unwavering support from families and coaches and year-round commitment. The team achieved greatness while fostering a sense of fun and unity. Mayor Krehbiel said that on behalf of the Village and Village Council, we extend our heartfelt congratulations to the players, coaches and family. He thanked them for representing Indian Hill with such grace, determination and pride. Mayor Krehbiel presented the Indian Hill High School Girls’ Varsity Tennis Team with a Proclamation which highlights that the Indian Hill High School Varsity Girls’ Tennis Team won the Ohio Tennis Coaches Association Team (OTCA) State Championship on Saturday, October 21, 2024 at the College of Wooster. The Indian Hill Varsity Tennis Team includes Nayla Azarbeygui, Brooke Arington, Caroline Brown, Lilly Dwyer, Cassie Larsen, Lexi Larsen, Mckenzie Stoddard and Sophia Thompson. A complete copy of the Proclamation is attached in the minutes. Mayor Krehbiel recognized the Indian Hill Charter Review committee for significant assistance in the successful passage of the Village Charter amendments (77.67%) placed on the November 5, 2024 ballot. Members of the committee included: Mrs. Jessica Chaney, Chairperson, Mrs. Lawre Bonekemper, Mr. David Burleigh, Mr. Karl Grafe, Vice-Mayor Rich Hidy, Ms. Dina Minneci, Mr. Scott Phillips, Mr. Jon West and Mr. George Zamary. Mayor Krehbiel said that Council gives a special thank you to Mrs. Jessica Chaney and expressed their gratitude to everyone for their work on this issue. Mayor Krehbiel presented the following Resolution of Appreciation to Paul C. Riordan for his 43 years of service. RESOLUTION NO. 28-24 A RESOLUTION OF APPRECIATION TO PAUL C. RIORDAN FOR HIS INVALUABLE AND DEDICATED SERVICE TO THE CITY OF THE VILLAGE OF INDIAN HILL, OHIO Minutes of Council Meeting December 16, 2024 Page 3 WHEREAS, Mr. Paul C. Riordan began his employment with the City of the Village of Indian Hill on September 10, 1981 as the second Clerk/Comptroller for the Village and is set to retire on December 31, 2024 after forty-three (43) years of dedicated service; and WHEREAS, Paul C. Riordan provided valuable direction and insight throughout his years as he served alongside fifty-one (51) council members, four (4) City Managers, four (4) Finance Directors, and hundreds of co-workers in many departments; and WHEREAS, Paul C. Riordan attended over 500 Council meetings where he mastered the art of documenting comprehensive meeting minutes. He also attended approximately 470 Finance Committee meetings and many Audit Committee, Records Commission and Board of Review meetings. Mr. Riordan attended these meetings and committed thousands of hours to this part-time position all while working full- time and raising a beautiful family; and WHEREAS, the Village benefited greatly from Mr. Riordan’s astute financial oversight of forty- three (43) annual budgets which have grown from hundreds of thousands to multi-millions of dollars. Mr. Riordan’s perspective and opinions often were sought out by council members and staff, so much so that he was secretly known as E.F. Hutton because when he spoke, everyone listened; and WHEREAS, Paul C. Riordan’s interpersonal skills make him exceptional. He is soft-spoken, genuine, respectful and caring. Mr. Riordan has always been and will always be recognized as a true gentleman and an extremely proud resident of Indian Hill. He impresses all those who meet him, and he continually placed the residents’ interest first when pursuing his financial and clerical responsibilities; and WHEREAS, Paul C. Riordan is retiring from the Village, and it is appropriate to recognize his unprecedented and valuable service to the Village as he defines what it means to be an outstanding public servant and Indian Hill resident. Mr. Riordan’s legacy will always be woven into Indian Hill’s fabric and will continue as his daughter, TaraLyn Riordan, becomes the Village’s third Clerk of Council. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF THE VILLAGE OF INDIAN HILL, 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 Paul C. Riordan for forty-three (43) years of impactful and respected service and to wish him the very best on this meaningful life milestone. Section 2. That a copy of this Resolution be presented to Paul C. Riordan’s in recognition of the extraordinary contribution of time, dedication, passion and expertise given in the interest of the City of the Village of Indian Hill and its residents and to wish Mr. Riordan and his phenomenal wife Cynthia many happy and healthy years in his retirement. May they enjoy their time with their beautiful family and friends. Upon motion by Mayor Krehbiel, seconded by Council member Gibson, the Resolution was passed by unanimous voice vote 7-0. Mayor Krehbiel declared Resolution number 28- 24 adopted. Mr. Riordan then thanked the Mayor, Council and Ms. Minneci for their confidence and trust over the past 4 decades. He also noted what a great city Indian Hill is to work for. Mayor Krehbiel addressed Mr. Rick Wiggers. Mayor Krehbiel said that tonight we honor Rick Wiggers for his 23 years of dedicated service to the Village of Indian Hill, including 3 years as Minutes of Council Meeting December 16, 2024 Page 4 Chair of the Planning Commission. He said that Rick’s leadership, architectural expertise and commitment have left a lasting legacy on our community. His ability to balance vision with the attention to detail has set a high standard ensuring the Village remains a special place to live. On behalf of the Village Council, he thanked Rick for his exceptional service and leadership and he congratulated him on his remarkable contributions. Mayor Krehbiel presented the following Resolution of Appreciation to Richard C. Wiggers for his service to the City of the Village of Indian Hill. RESOLUTION NO. 29-24 A RESOLUTION OF APPRECIATION TO RICHARD C. WIGGERS FOR HIS SERVICE TO THE CITY OF THE VILLAGE OF INDIAN HILL WHEREAS, Richard C. Wiggers was appointed to the City of the Village of Indian Hill Planning Commission on January 1, 2002, and has served as a dedicated member for twenty-three (23) years; and WHEREAS, Richard C. Wiggers is in his third, eight-year term, as a member of the City of the Village of Indian Hill Planning Commission; and WHEREAS, Richard C. Wiggers has served as Chairman of the Village of Indian Hill Planning Commission for three years after being elected by his peers on October 19, 2021; and WHEREAS, Richard C. Wiggers has represented the City of the Village of Indian Hill in a highly professional, ethical and courteous manner; and WHEREAS, Richard C. Wiggers has presided over several hundred Planning Commission cases and diligently ensured each of his decisions relayed the intent of Indian Hill’s Land Use Goals and Objectives with comprehensive, responsible and pragmatic insight; and WHEREAS, Richard C. Wiggers will be retiring from the City of the Village of Indian Hill Planning Commission, and it is appropriate to recognize his respected and selfless service to Indian Hill; 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 Richard C. Wiggers for his passionate, genuine, dedicated and valuable service as a member of the City of the Village of Indian Hill Planning Commission for twenty-three (23) years. His effective and valuable contributions will be forever woven within the Indian Hill community. Minutes of Council Meeting December 16, 2024 Page 5 Section 2. That a copy of this Resolution be given to Richard C. Wiggers in recognition of his tireless efforts, time and leadership which represented only the best interest of the City of the Village of Indian Hill and its residents. Upon motion by Mayor Krehbiel, seconded by Council member Hidy, the Resolution was passed by unanimous voice vote 7-0. Mayor Krehbiel declared Resolution number 29-24 adopted. Ms. Minneci introduced Mr. Scott Gardner, the new Information Technology Manager replacing Nate Henderson who is moving on to a new profession. Ms. Minneci said that Scott Gardner has 29 years of experience with 4 years of network administration. She added that he is very familiar with software systems, like ours. She also said that he is very experienced in cyber security. Council welcomed Mr. Gardner to his new position. Mayor Krehbiel welcomed Indian Hill Historical Society leaders, Rosemary Welsh and Chip Hunter to present a 2024 update for the Historical Society. Mrs. Welsh presented a PowerPoint presentation to Council. She first acknowledged 3 leaders, Society members, the Board of Trustees and staff. She then explained that there are 7 programs which cover various historical topics about local families, homes, events and other subjects of interest. She said that highlights of the year included the 150th anniversary celebration of the Little Red Schoolhouse, the 3rd Authors Series with author Dr. Jonathan White at Indian Hill High School and Cincinnati Country Day School, and the Cincinnati Chamber Orchestra Quartet, Summermusik. Mrs. Welsh reported that the Indian Hill Historical Society had 5 community activities: 1. One Room Schoolhouse Experience for 4th graders 2. Village Christmas Party – 44th year 3. 4th of July parade 4. Village Dialogue meeting 5. Student awards Mrs. Welsh explained that as part of the preservation work that the Historical Society has done are the following projects: 1. Little Red Schoolhouse roof – replaced the cedar shake roof with a synthetic shake tile 2. Little Red Schoolhouse shutters – replaced the rotting wooden shutters with new wooden shutters 3. Buckingham Lodge – renovation work – started in December 2024 Mrs. Welsh explained that Buckingham Lodge is the office of the Historical Society and its activities include a host of projects including history, archive and research. Mrs. Welsh also reported that on March 16, 2025, a History of the Bengals will be presented and on April 13, 2025 a Green Acres Tour will be held. A complete copy of the presentation is included in the Council packet. Council thanked Mrs. Welsh and Mr. Hunter for the presentation and update on the Historical Society. Minutes of Council Meeting December 16, 2024 Page 6 FINANCE COMMITTEE REPORT: Council member Gibson directed Council’s attention to a memo titled, “Finance Committee”. He reported that the Finance committee met on December 11, 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 November 30, 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 received approximately $165,000, which was $15,000 more than received in November 2023. Year-to-date cash receipts were 92% of budget. b. Operating Disbursements: Operating expenditures equated to approximately $1,100,000 which was $51,000 more than November 2023. This is due to timing of payments. c. CIRF: Disbursements totaled approximately $326,000. These expenditures included Kugler Mill culvert, Sycamore Steam restoration, Stephan Field Pickleball fence and retaining wall. d. Water Works Receipts: Water usage receipts were approximately $699,000. The surcharges for Madeira, Terrace Park and Hamilton County have been placed in separate funds for accounting purposes. e. Water Works Disbursements: Total operating disbursements were approximately $490,000 which was approximately $259,000 more than November 2023. This is due to timing of payments and sewer reimbursement. f. Water Works CRF: Disbursement totaled $512,000. This is due to semi-annual bond payments. g. Long Term Debt: Interest payments are made in May and November, and the annual principal payment will be made this month. h. Cash and Investments: Total month end cash and investments were approximately $50,000,000 compared to approximately $50,000,000 in October 2024 and $49,000,000 in November 2023. i. Rowe Funds: The market value as of November 30th was $5,210,408 which was a 12.9% increase since December 31, 2023. The total unrecognized gain was approximately $1,692,000. Total monthly operating receipts, including dividends/interest, were $10,426 with monthly expenses totaling $8,025 and net investment gain of $0. j. Green Areas Funds: The total market value for investments and cash as of November 30th was $5,767,814. The total unrecognized gain for investments was $4,118,397. Total monthly earnings equated to $409 with monthly expenses totaling $2,808. Council member Gibson reported that the Finance committee reviewed a summary of the changes to the preliminary budget since last month’s committee meetings. Council member Gibson reported that Mr. Gully presented the 2025 Appropriation Ordinance which highlights total expenditures for each fund. Council member Gibson said that after discussion, the Finance committee agreed to recommend emergency passage of the 2025 Appropriation Ordinance for it to be effective as of January 1, 2025. Minutes of Council Meeting December 16, 2024 Page 7 Council member Gibson reported that Mr. Gully presented an Ordinance amending the fees and charges set forth by the Village. This Ordinance centralizes all fees and charges into one Ordinance that is reviewed on an annual basis. This all-encompassing Ordinance ensures the Village is accounting for changes in costs, inflation and associated tax updates each year. Council member Gibson said that after discussion, the Finance committee agreed to recommend emergency passage of the Fees and Charges Ordinance to be effective January 1, 2025. Council member Gibson reported that Mrs. Chaney presented an Ordinance to amend Section 35.20 of the Code of Ordinances to establish rates of compensation for all offices and positions within the City. The amendments clarified the general schedule of compensation, revised the Rowe Arboretum Manager position to include Village Arborist and recommend a 4% increase to both the minimum and maximum salary ranges to non-contract classifications. He said that after discussion, the Finance committee agreed to recommend emergency passage of the Ordinance to establish Rates of Compensation for it to be effective as of January 1, 2025. Council member Gibson stated that from prior Finance committee discussion, the Finance committee agreed to recommend emergency passage of the Ordinance to maintain the income tax rate at 0.45%. This is based on the following: 1) lower than anticipated income tax receipts in 2024; 2) accommodating upcoming infrastructure improvements required by the EPA; 3) accommodating additional services and needs associated with Village expansion in the northern territory; and 4) economic volatility associated with higher pricing on goods and services. Council member Gibson reported that due to the upcoming retirement of Mr. Paul Riordan after 43 years of dedicated service to the Village as Clerk/Comptroller, Mayor Krehbiel and staff interviewed candidates for the Clerk of Council position. Per the Charter, the Council appoints this position. After several interviews, a Resolution recommending the appointment of TaraLyn Riordan as the next Clerk of Council was presented to the Finance committee. Due to Ms. Riordan’s accomplished resume, the Finance committee agreed to recommend passage of a Resolution accepting her appointment. Council member Gibson reported that the Finance committee discussed and agreed to recommend passage of a Resolution requesting advance tax payments from the County Auditor. This Resolution allows the Village to receive estimated real estate revenues in advance of the semi-annual payments. This Resolution is done on an annual basis to ensure the County Auditor forwards any tax distributions due to the Village in a timely manner. Council member Gibson reported that the Finance committee discussed and agreed to recommend passage of a Resolution to accept the Madeira-Indian Hill Joint Fire District appropriations for 2025. This Resolution is required by the Joint Fire District contract. It is passed by both Madeira and Indian Hill to verify the Fire District’s 2025 budget and permit monthly disbursements to the Joint Fire District based on a 50/50 contribution from both cities. Council member Gibson reported that Mrs. Chaney presented a Resolution expressing the intent of the Village to sell surplus property via Internet auction for the 2024 calendar year. Mrs. Chaney reported that the Ohio Revised Code §721.15 requires Council to adopt, during each calendar year, a Resolution expressing the Village’s intent to sell surplus property via Internet auction. Since 2022, the Village has used GovDeals to expand opportunities for increasing revenues without fees. Mrs. Chaney reported in 2024 that the Village acquired approximately $201,000 in revenues from Minutes of Council Meeting December 16, 2024 Page 8 auctioned items. After discussion, the Finance committee agreed to recommend the Resolution for approval. Council member Gibson requested a suspension of the rules and enter into emergency session for the deliberation of the following Ordinances. The motion was seconded by Council member Hidy and was passed by roll call vote 7-0. Council entered into emergency session. Council member Gibson said that he would like to present the first reading of the Ordinance making appropriations for the expenses of the City of the Village of Indian Hill for the fiscal year 2025 and also make a motion to waive the three readings of the Ordinance. The motion was seconded by Council member Manning and was passed by roll call vote 7-0. Council member Gibson presented the following Ordinance. AN ORDINANCE MAKING APPROPRIATIONS FOR THE EXPENSES OF THE CITY OF THE VILLAGE OF INDIAN HILL FOR THE FISCAL YEAR 2025 AND DECLARING AN EMERGENCY was presented and read. Upon motion by Council member Gibson, seconded by Council member Hidy, the Ordinance was passed by roll call vote 7-0. Mayor Krehbiel declared Ordinance 19-24 enacted. Council member Gibson said that he would like to present the first reading of the Ordinance amending Ordinance 10-23 and adopting revised fees and charges for 2025 for the City of the Village of Indian Hill and declaring an emergency and waiving the three readings of the Ordinance. The motion was seconded by Council member Manning and was carried by roll call vote 7-0. Council member Gibson presented the following Ordinance. AN ORDINANCE AMENDING ORDINANCE 10-23 AND ADOPTING REVISED FEES AND CHARGES FOR 2025 FOR THE CITY OF THE VILLAGE OF INDIAN HILL, AND DECLARING AN EMERGENCY was presented and read. A motion by Council member Gibson, seconded by Council member Hidy the Ordinance was passed by roll call vote 7-0. Mayor Krehbiel declared Ordinance 20-24 enacted. Council member Gibson said that he would like to present the first reading of the 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 also make a motion to waive the three readings of the Ordinance. The motion was seconded by Council member Hidy and was passed by roll call vote 7-0. 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. Minutes of Council Meeting December 16, 2024 Page 9 A motion by Council member Gibson, seconded by Council member Byer the Ordinance was passed by roll call vote 7-0. Mayor Krehbiel declared Ordinance 21-24 enacted. Council member Gibson said that he would like to present the first reading of the Ordinance to amend Chapter 93 of the City of the Village of Indian Hill, Ohio Code of Ordinances by adopting the current definition of adjusted gross income in section 5747.01 of the Ohio Revised Code, and by setting the rate of 0.45% provided in Section 93A-03 for the tax years 2024 and 2025 and declaring an emergency and also made a motion to waive the three readings. The motion was seconded by Council member Hidy and was passed by roll call vote 7-0. Council member Gibson presented the following Ordinance. AN ORDINANCE AMENDING CHAPTER 93 OF THE CITY OF THE VILLAGE OF INDIAN HILL, OHIO CODE OF ORDINANCES BY ADOPTING THE CURRENT DEFINITION OF ADJUSTED GROSS INCOME IN SECTION 5747.01 OF THE OHIO REVISED CODE, AND BY SETTING THE RATE OF 0.45% PROVIDED IN SECTION 93A-03 FOR THE TAX YEARS 2024 AND 2025 AND DECLARING AN EMERGENCY was presented and read. Upon motion by Council member Gibson, seconded by Council member Hidy the Ordinance was passed by roll call vote 7-0. Mayor Krehbiel declared Ordinance 22-24 enacted. Council returned from emergency session and entered into regular session. A RESOLUTION APPROVING THE APPOINTMENT OF MRS. TARALYN M. RIORDAN AS CLERK OF COUNCIL TO THE CITY OF THE VILLAGE OF INDIAN HILL was presented and read. Upon motion by Council member Gibson, seconded by Council member Manning, the Resolution was passed by unanimous voice vote 7-0. Mayor Krehbiel declared Resolution number 30- 24 adopted. A RESOLUTION REQUESTING THE COUNTY AUDITOR TO MAKE ADVANCE PAYMENTS OF TAXES was presented and read. Upon motion by Council member Gibson, seconded by Council member Hidy, the Resolution was passed by unanimous voice vote 7-0. Mayor Krehbiel declared Resolution number 31-24 adopted. A RESOLUTION ACCEPTING THE 2025 APPROPRIATIONS FOR THE MADEIRA-INDIAN HILL JOINT FIRE DISTRICT was presented and read. Upon motion by Council member Gibson, seconded by Council member Stern, the Resolution was passed by unanimous voice vote 7-0. Mayor Krehbiel declared Resolution number 32-24 adopted. Minutes of Council Meeting December 16, 2024 Page 10 A RESOLUTION DECLARING INTENT TO CONDUCT INTERNET AUCTIONS FOR THE SALE OF UNNEEDED, OBSOLETE OR UNFIT PERSONAL PROPERTY OF THE CITY OF THE VILLAGE OF INDIAN HILL EFFECTIVE FROM JANUARY 1, 2025 UNTIL DECEMBER 31, 2025 was presented and read. Upon motion by Council member Gibson, seconded by Council member Hidy, the Resolution was passed by unanimous voice vote 7-0. Mayor Krehbiel declared Resolution number 33-24 adopted. LAW COMMITTEE REPORT: Council member Hidy directed Council’s attention to a memo titled, “Law Committee”. He reported that the Law committee met on December 5, 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 adopting the 2024 S-17 Supplement to the Code of Ordinances. The Village worked with American Legal to integrate all Ordinances enacted between January 17, 2022 through December 18, 2023 as well as any changes to the law of the State of Ohio through February 28, 2024. This helps to maintain all of the Ordinances and places them in one place. He said that after discussion, the Law committee agreed to recommend emergency passage of this Ordinance. Council member Hidy reported that the Law committee reviewed an Ordinance enacting a new Chapter 38 (Contracting and Competitive bidding) in the Code of Ordinances. After Discussion, the Law committee agreed to recommend a first reading of the Ordinance. Council member Hidy reported that the Law committee reviewed a Resolution to appoint Mr. Donald C. McGraw to the Planning Commission to fill the term of Chairperson Rick Wiggers who is retiring at the end of the year. The term begins on January 1, 2025, with the term expiring December 31, 2026. Council member Hidy reported that the Law committee reviewed a Resolution to appoint Mr. Robert Schilling as an alternate member of the Planning Commission. The term will start on January 1, 2025 and expire on December 31, 2032. 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 suspension of the rules and enter into emergency session for the deliberation of the following Ordinance. The motion was seconded by Mayor Krehbiel and was passed by unanimous roll call vote 7-0. Council entered into emergency session. AN ORDINANCE ENACTING AND ADOPTING THE 2024 S-17 SUPPLEMENT TO THE CODE OF ORDINANCES FOR THE CITY OF THE VILLAGE OF INDIAN HILL, OHIO, AND DECLARING AN EMERGENCY was presented and read. Minutes of Council Meeting December 16, 2024 Page 11 Council member Hidy made a motion to waive the three readings of the above Ordinance. The motion was seconded by Council member Manning and was passed by unanimous roll call vote 7-0. Upon motion by Council member Hidy, seconded by Council member Manning the Ordinance was passed by unanimous roll call vote 7-0. Mayor Krehbiel declared Ordinance 23-24 enacted. Council returned to the regular Council session. AN ORDINANCE ENACTING NEW CHAPTER 38, CONTRACTING AND COMPETIIVE BIDDING, OF THE CODIFIED ORDINANCES OF THE CITY OF THE VILLAGE OF INDIAN HILL was presented and read for the first reading. A RESOLUTION APPOINTING MR. DONALD C. MCGRAW A MEMBER OF THE CITY OF THE VILLAGE OF INDIAN HILL PLANNING COMMISSION was presented and read. Upon motion by Council member Hidy seconded by Council member Manning the Resolution was passed by unanimous voice vote 7-0. Mayor Krehbiel declared Resolution 34-24 adopted A RESOLUTION TO APPROVE APPOINTING MR. ROBERT SCHILLING AS AN ALTERNATE MEMBER TO THE CITY OF THE VILLAGE OF INDIAN HILL, OHIO PLANNING COMMISSION was presented and read. Upon motion by Council member Hidy seconded by Council member Manning the Resolution was passed by unanimous voice vote 7-0. Mayor Krehbiel declared Resolution 35-24 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 December 10, 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 them 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. Council member Byer presented selected highlights from the project management report. The following is a recap: • Indian Hill’s green areas grew by 8.547 acres as a gift from Meadows of Peterloon Phase 2 had partial releases completed and a deed executed this month. • The Rowe Arboretum will be participating in the Ohio America 250 program which is celebrating the US semi-quincentennial in 2026. • Forestry management – green areas adjacent to Rheinstrom Park and Rowe Arboretum will be treated. Of note, the combination of cleaning-up Rheinstrom Park and the adjacent green areas is quite impactful and reflects a job well done by Minutes of Council Meeting December 16, 2024 Page 12 Village workers. He said that the deed from Mr. Rheinstrom to the Village stipulated that the land be maintained at a similar standard to other parks – we are back at that standard. Council member Byer suggested that if you haven’t been to Rheinstrom Park lately, it’s really worth a look. • The Radio Range picnic shelter replacement will be rebuilt in 2025, supported by a $48,000 Nature Works grant the Village was awarded. Council member Byer said thanks to the great work of Mrs. Cindy Klopfenstein for securing this grant. • The Indian Hill Shooting Club 2025-2029 strategic plan was presented. This is a well-thought through plan by Dick Steuerwald and the Advisory Council. The presentation allowed Council members to provide their input. • Participation in the Village Recreation Commission programs has continued to rise, growing 5% vs. 2023 (which also was up similarly vs. 2022). Sarah Fink and the Recreation Commission leaders and members have truly been doing an outstanding job. Council member Byer requested to read a Resolution confirming the appointments to the 2025 Recreation Commission, which is required by the Village’ Code of Ordinances. A RESOLUTION CONFIRMING THE CURRENT APPOINTMENTS TO THE INDIAN HILL RECREATION COMMISSION was presented and read. Upon motion by Council member Byer seconded by Council member Stern the Resolution was passed by unanimous voice vote 7-0. Mayor Krehbiel declared Resolution 36-24 adopted. 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 December 10, 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. Guardrail repair on Loveland-Road d. Two snow events: i. 1.25” of snow ii. 45.27 tons of salt iii. 78 overtime hours Council member Stern presented the project management highlights; a complete copy of the departmental activity report is included in the Council packet. a. Sycamore Creek Restoration & Habitat Enhancement –The contractor expects work to be completed by mid-January. b. Kugler Mill Culvert Replacement Phase #2 – Contractor completed the project; however, additional repairs had to be done due to water infiltration which is a common occurrence with older culverts beings sealed from the interior only. Minutes of Council Meeting December 16, 2024 Page 13 c. OPWC Funding Application – Mrs. Klopfenstein provided updates on the rankings for OPWC funding for Shawnee Run/Adams Roads, Spooky Hollow Road and Varner Road. Although the projects ranked low for SCIP funding, the projects ranked #3-5 for LTIP funding. Currently only #1 and #2 projects will be funded, but the Village may benefit from excess funding as other projects close out. Even if LTIP funding is not available, the Village will still replace the pier wall on Varner Road in 2025. d. OEPA Grant – An application was submitted to assist in costs associated with park security cameras and the replacement of a pick-up truck that are budgeted in 2025. Council member Stern reported that the Public Works committee discussed a City of Loveland solar panel project performed on the roof of its Public Works facility. The Public Works committee discussed continuing the need to evaluate solar due to the growing demand on the electric grid. A structural engineer would need to be consulted to determine if the Village’s Public Works facility could sustain solar panels as well as discussions with solar consultants to determine the solar’s efficiency and return on investment. She said that the Public Works committee suggested solar panels be evaluated during the design/engineering of the PFAS facility. Council member Stern reported that the Public Works committee agreed to present a third reading and recommend passage of 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 third reading. A motion by Council member Stern, seconded by Council member Byer the Ordinance was passed by unanimous roll call vote 7-0. Mayor Krehbiel declared Ordinance 24-24 enacted. 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 December 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 Isphording presented the departmental activity highlights, a complete copy of the departmental activity report is included in the Council packet. a. Repaired 3 main breaks for a total of 91 this year b. Installed new tap on Laurel Avenue (Madeira) c. Performed hydrant work d. Interviewed candidates and offered System Maintenance position. Mr. Donald Justison will start on December 16th. Council member Isphording presented the project management highlights; a complete copy of the departmental activity report is included in the Council packet. a. Water Tower – Consultant is finalizing the water model study report b. PFAS – Consultant is reviewing and analyzing records for regionalization study Minutes of Council Meeting December 16, 2024 Page 14 c. OPWC – Mrs. Klopfenstein provided updates on the rankings for OPWC funding for Shawnee Run/Adams Roads, Spooky Hollow Road and Varner Road. Although the projects ranked low for SCIP funding, the projects ranked #3-5 for LTIP funding. Currently only #1 and #2 projects will be funded, but the Village may benefit from excess funding as other projects close out. d. Well Abandonment – Staff applied for a $7,500 grant to abandon an inactive well in Grand Valley. Awards will be announced in April 2025. Council member Isphording reported that staff provided an update on discussions regarding property acquisition for the water tower and with Madeira to provide additional information related to current and future water rates. SAFETY COMMITTEE REPORT: Mayor Krehbiel directed Council’s attention to a memo titled, “Safety Committee”. He reported that the Safety committee met on December 5, 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 presented the fire/EMS reports. EMS had 119 runs in November compared to 146 in November 2023. Mayor Krehbiel reported that Chief Oughterson highlighted a CPR lifesaving event. In addition, the Fire District was included in welcoming Vice President-Elect JD Vance to Madeira to attend a private family event. The event also involved multi-local law enforcement, including the Rangers and US Secret Service. Mayor Krehbiel reported that Chief Oughterson discussed the Fire District’s training – Baby respiratory illnesses and safety inspection seminars. Mayor Krehbiel reported that Captain Shannon gave an overview of the Rangers’ monthly activity report. Mayor Krehbiel reported that staff presented a Resolution renewing the three-year contract between the Village and the Ohio Patrolman’s Benevolent Association (OPBA) – the Rangers’ collective bargaining unit – that expires on December 31, 2024. Changes included in the contract are salary increases of 5%, 5% and 4% over the next three years, the addition of super holidays and clarifying C Shift. Mayor Krehbiel said that after discussion, the Safety committee agreed to recommend passage of the Resolution to renew the contract. A RESOLUTION AUTHORIZING THE MAYOR, CITY MANAGER AND POLICE CHIEF TO ENTER INTO A RENEWED COLLECTIVE BARGAINING AGREEMENT WITH THE OHIO PATROLMEN’S BENEVOLENT ASSOCIATION (OPBA) was presented and read. Upon motion by Mayor Krehbiel seconded by Council member Manning the Resolution was passed by unanimous voice vote 7-0. Mayor Krehbiel declared Resolution 37-24 adopted. Mayor Krehbiel reported that staff presented a Resolution to renew the expiring five-year agreement amongst the Joint Fire District, Madeira and Indian Hill for fire and emergency services. The current contract expires on December 31, 2024. Changes to the contract are grammatical and Minutes of Council Meeting December 16, 2024 Page 15 updated statistics. Both Madeira and the Joint Fire District Board will approve the new contact at their respective meetings. Mayor Krehbiel said that after discussion, the Safety committee agreed to recommend passage of a Resolution renewing the contract with the City of Madeira and the Madeira & Indian Hill Joint Fire District. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXTEND THE THREE PARTY CONTRACT FOR THE FURNISHING OF FIRE PROTECTION AND LIFE SQUAD AMBULANCE SERVICES WITH THE CITY OF MADEIRA AND THE MADEIRA-INDIAN HILL JOINT FIRE DISTRICT was presented and read. Upon motion by Mayor Krehbiel seconded by Council member Gibson the Resolution was passed by unanimous voice vote 7-0. Mayor Krehbiel declared Resolution 38-24 adopted. PLANNING COMMISSION REPORT: Council member Manning directed Council’s attention to a memo titled, “Planning Commission Meeting Actions November 20, 2024. A copy of the memo is included in the Council packet. He reported that the Planning Commission met on November 20, 2024 to review three requests. Council member Manning reported the following: • A request for variance approval to reduce the front yard setback for a garage, second floor and front portico additions was approved. The subject property contains a non-conforming home which is located at 9080 Hoffman Farm Lane. • A request for a Resource Protect Area Swap was approved. The subject property is located at 3 Abbey Place. • A request for variance approval to reduce the front yard setback for an addition to the rear of the home was approved. The subject property contains a non- conforming home on a non-conforming lot which is located at 8590 Given Road. Council member Manning reported that there would be no December meeting. CITY MANAGER’S REPORT: City Manager Minneci reported the following in her Manager’s report: a. The 2025 Council – Committee Calendar is included in the Council packet. She said that she would be sending out meeting requests over the next several weeks so that everyone can have them on their calendar b. Administrative Offices closed on December 24, 25 and January 1, 2025 c. Discussion – Village messaging and marketing. She explained that there have been discussions on communicating with residents on the Water Works issues, including such items as the water tower and PFAS and also holding meetings with the residents to further explain these situations. She said that there were also discussions on hiring a consultant to help out on these issues. After discussing the Village messaging and marketing issues, Council decided the following: 1. Council member Gibson would provide a list of possible consultants. 2. The forum with the Residents would take place in February. Minutes of Council Meeting December 16, 2024 Page 16 3. The possibility of using the Indian Hill TV Network would be considered. The message to the Residents should be very clear and concise. 4. Consider using the Indian Hill High School auditorium for the forum with the residents. 5. Determine which consultants were used by Indian Hill School Board. Council also asked Ms. Minneci to review the Indian Hill Bulletin for improvements to make it more modern. Mayor Krehbiel made a motion to go into Executive Session for the purpose of discussing the compensation of a public employee. The motion was seconded by Council member Gibson and was passed by unanimous roll call vote 7-0. Council entered into Executive Session. Council returned from Executive Session. 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 Minutes of Council Meeting December 16, 2024 Page 17 City of the Village of Indian Hill Proclamation WHEREAS, the Indian Hill Boys’ Soccer Team concluded their season with an impressive 23-0-2 record, securing the title of 2024 Ohio High School Athletic Association (OHSAA) Division III State Champions on Sunday, November 10, 2024 at the Historic Columbus Crew Stadium where the Braves defeated Twinsburg High School 1-0 to earn the first ever state championship for the Indian Hill Boys’ program; and WHEREAS, the team’s outstanding performance is exemplified further by their remarkable defense – including fourteen (14) shutouts and only allowing nine (9) goals the entire season, paired with their unstoppable offense - with the team scoring one hundred two (102) goals throughout the season, averaging 4.3 goals per game; and WHEREAS, the team was recognized nationally for its achievements, ending the season ranked #17 in the United States (and importantly, this ranking was irrespective of school size); and WHEREAS, several individuals were recognized for their successes on the field, including Coach Bryan Daniel being named All State, All-CHL and Southwest Division III Coach of the Year, Connor Wilkes being named All State, All CHL and Southwest Division III Player of the Year, two (2) players named All State, five (5) players named All-CHL First Team and All Southwest District, three (3) players named All-CHL Second Team, and two (2) players named All-CHL Honorable mention; and WHEREAS, Coach Daniel eloquently described the team as follows: “This team is a perfect example of what a team can achieve when they play not just alongside one another, but for one another. This season was obviously historic from a soccer standpoint; however, anyone who witnessed this team in action will tell you that what these young men achieved this year was much, much bigger than just soccer. They were warriors every game. They overcame adversity. They thrilled us with their skill. They showed up, game after game, and delivered incredible results. And all of Braves Nation was lucky enough to get to come along for the ride." and WHEREAS, the City of the Village of Indian Hill sincerely appreciates the dedication, determination, teamwork and leadership undertaken by every member of the Indian Hill Boys’ Soccer Team in pursuit of its mission to secure its first ever State Championship; NOW, THEREFORE, I, STEPHEN H. KREHBIEL, MAYOR OF THE CITY OF THE VILLAGE OF INDIAN HILL, on behalf of the entire community, do hereby express congratulations and recognize the Indian Hill High School Boys’ Soccer program for their exceptional achievements and outstanding contributions to the City of Village of Indian Hill community. Proclaimed this 16th day of December, 2024 Stephen H. Krehbiel, Mayor Minutes of Council Meeting December 16, 2024 Page 18 City of the Village of Indian Hill Proclamation WHEREAS, the Indian Hill High School Girls’ Varsity Tennis Team won the Ohio Tennis Coaches Association Team (OTCA) State Championship on Saturday, October 21, 2024 at the College of Wooster. The Indian Hill varsity tennis team includes: Nayla Azarbeygui, Brooke Arington, Caroline Brown, Lilly Dwyer, Cassie Larsen, Lexi Larsen, Mckenzie Stoddard, and Sophia Thompson; and WHEREAS, Indian Hill beat Maumee Valley Country Day, 3-0 and Gilmour Academy, 3-1 to win the Division II championship; and WHEREAS, the Braves also participated in the Ohio High School Athletic Association (OHSAA) singles and double state tournament October 19-20, 2024 at the College of Wooster. Sophia Thompson finished as the state runner-up in singles, Brooke Arington/Lilly Dwyer finished third in the doubles state championship, and Lexi Larsen/Cassie Larsen finished tied for fifth in doubles; and WHEREAS, Coach Wade Ward proudly described the season as follows: “I knew our team was strong and deep. It’s not uncommon to have a couple good players, but our entire team was stacked with eight strong players. These girls not only have talent, but they also have heart. They wanted the state title as much as myself, Coach Adam Wolter, and Coach Mike Piergalski. These student-athletes worked hard, won 21 straight matches, and accomplished what they set out to achieve in August; the D2 State Title. Our team is extremely proud of their year-round hard work, and we will all remember this experience and this team forever,”; and WHEREAS, the City of the Village of Indian Hill sincerely appreciates the dedication, determination, teamwork and leadership undertaken by every member of the Indian Hill Girls’ Varsity Tennis Team in pursuit of its mission to secure a State Championship; NOW, THEREFORE, I, STEPHEN H. KREHBIEL, MAYOR OF THE CITY OF THE VILLAGE OF INDIAN HILL, on behalf of the entire community, do hereby express congratulations and recognize the Indian Hill High School Girl’s Varsity Tennis program for their exceptional achievements and outstanding contributions to the City of Village of Indian Hill community. Proclaimed this 16th day of December, 2024 Stephen H. Krehbiel, Mayor