Council Meeting

MINUTES OF MEETING INDIAN HILL VILLAGE COUNCIL January 21, 2025 A meeting of the Indian Hill Village Council was held on January 21, 2025 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 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 Mrs. Jessica Chaney, City Director of Administrative Services Mr. Ron Freson, City Water Works Superintendent Mr. Scott Gully, City Tax Commissioner Ms. Cindy Klopfenstein, City Engineer / Project Manager Ms. TaraLyn M. Riordan, City Clerk of Council Ms. Monique Sewell, City Comptroller Mr. Jon West, Assistant City Manager Mr. David Yeager, City Public Works Superintendent Visitors Present: no visitors in attendance 1. PLEDGE OF ALLEGIANCE: Council opened the meeting with the Pledge of Allegiance, followed by Mayor Krehbiel’s call to order and a roll call by Clerk Riordan. MINUTES: The minutes of the regular meeting of December 16, 2024 had previously been distributed to each Council member. Mayor Krehbiel declared the minutes accepted as issued with one name change. CITIZEN PARTICIPATION: None noted. EXECUTIVE SESSION: Mayor Krehbiel requested a motion to go into Executive Session for the purpose of conferencing with attorney for public body concerning disputes involving it that are subject of pending or imminent court action and discussing property acquisition and/or sale of property, including real, personal, tangible, and intangible. The motion was moved by Council member Stern, seconded by Vice Mayor Hidy and passed by unanimous roll call vote (7-0). Council then entered into Executive Session. Council returned from Executive Session. Minutes of Council Meeting January 21, 2025 Page 2 WORK SESSION - HOMETOWN STRATEGIES CONTRACT RESOLUTION: City Manager Minneci directed Council’s attention to a contract with Hometown Strategies. This item was added to the Agenda as a result of conversations had during the Executive Session. RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH HOMETOWN STRATEGIES FOR COMMUNITY ENGAGEMENT Mayor Krehbiel made a motion to approve a Resolution authorizing the City Manager to enter into an agreement with Hometown Strategies for community engagement. The motion was seconded by Council member Manning, and passed by unanimous voice vote (7-0). Mayor Krehbiel declared the Resolution approved. Resolution 01-25 was then adopted. WORK SESSION – REVIEW COUNCIL GOALS: Mayor Krehbiel opened the Council meeting for a review of the 2024 Council Goals and a discussion on the Draft 2025 Council Goals. A copy of “The Village of Indian Hill 2024 Council Goals” (as of December 31, 2024) and the “The Village of Indian Hill 2025 Council Goals” (Draft – for discussion) were included in the Council packet. City Manager Minneci explained that the Draft 2025 Goals were based upon Council’s August, 2024 Strategic Planning session; conversations had with Mayor Krehbiel and Vice Mayor Hidy; as well as matters surrounding the Village’s water distribution system and associated community engagement. Vice Mayor Hidy expressed his support of the Draft 2025 Goals, before several other Council members suggested additions. First, Council member Stern requested the addition of a discussion on The Indian Hill Bulletin. Then, Council member Byer requested several amendments, starting with the “Water Distribution Systems” goal. Specifically, he asked to change the title of this first goal such that it incorporates water “treatment”, as well as “distribution”. He also requested that the Village’s response to EPA violations be mentioned explicitly in the associated sub-goals. Council member Byer’s third suggestion pertained to the final goal. Here, he proposed replacing “New Resident Party” with “Maintain Resident Engagement”. This broader verbiage would include not only the New Resident Party, but also Meet the Fleet, Fourth of July, Movies in the Park and similar events. City Manager Minneci agreed to make the changes discussed by Council members Stern and Byer, and welcomed Council member Byer to send an email, proposing his further edits to the first goal. Council member Byer will send a detailed change in language to City Manager Minneci. Minutes of Council Meeting January 21, 2025 Page 3 Before concluding the discussion on the Draft 2025 goals, Mayor Krehbiel inquired about the “Full Review of Code of Ordinances”. City Manager Minneci explained that this is a requirement which must be met every ten years, and thus Council Clerk Riordan and Mrs. Jessica Chaney will be conducting this full review with American Legal and the support of City Solicitor Phillips. FINANCE COMMITTEE REPORT: Council member Gibson reported that the Finance Committee met on January 15, 2025 to review several items in advance of the Council meeting. Copies of the Finance Committee Meeting minutes are included in the Council packet. Council member Gibson directed Council’s attention to the memo titled, “Finance Committee Meeting” and the December 31, 2024 financial statements, which were also included in the Council packet. Those financial statements were prepared by Monique Sewell. Council member Gibson provided the following financial highlights: a. Income Tax Receipts: The Village received about $168,000 which is approximately $90,000 less than same period a year ago. Year to date cash receipts are at 93% of budget. b. Operating Disbursements: Expenditures were at $1.9 million which is approximately $526,000 more than same period last year. This is due primarily to December 2024 having three pay periods compared to two pay periods in December 2023. c. CIRF: Disbursements totaled $780,000. The majority factors were the Kugler Mill culvert, Sycamore Steam restoration and a collection packer uplift. d. Water Works Receipts: Water usage receipts were $414,000 which is approximately 9% more than prior year. The Madeira, Terrace Park and Hamilton County surcharges are shown separately, with those funds being placed in separate accounts for accounting purposes. e. Water Works Disbursements: Total disbursements were $1.1 million which is approximately $2 million less than same period a year ago due to timing of payments and higher year end transfers to the Water Works CRF in 2023 to accommodate upcoming year projects. f. Water Works CRF: Disbursements were de minimis at $1,350 for water main engineering. g. Long Term Debt: Interest payments are made in May and November, and the annual principal payment was made in November. h. Cash and Investments: Total month end cash and investments were $48 million compared to $5 million in November 2024 and $47.5 million in December 2023. i. Rowe Funds: Reviewed with nothing material to report. j. Green Areas Funds: Reviewed with nothing material to report. Minutes of Council Meeting January 21, 2025 Page 4 Council member Gibson reported that Mr. Gully presented a list of purchase change orders that will carryover from year-end 2024 into budget year 2025. The total of those carryovers is $721,067. These were reviewed in detail. Council member Gibson reported that Mr. Gully presented the Annual 2024 General Fund Revenue Detail Report for the Committee to review. LAW COMMITTEE REPORT: Vice Mayor Hidy directed Council’s attention to a memo titled, “Law Committee Meeting”. He reported that the Law Committee met on January 9, 2025 to review several items in advance of the Council meeting. (Copies of the meeting minutes are included in the Council packet.) Vice Mayor Hidy then provided the following Law Committee updates: a. Village Staff presented an emergency Ordinance amending the Civil Service Rules and Regulations. These amendments implement many of the Charter changes approved by Indian Hill voters on November 5, 2024. After discussion, the Committee agreed to recommend emergency passage tonight. (This Emergency Ordinance may be found in the meeting pack.) b. The Committee agreed to present the second reading of an Ordinance enacting a new Chapter 38 (Contracting and Competitive bidding) which also implements charter changes. (This Ordinance may be found in the meeting pack.) c. Mr. West distributed a draft Resolution accepting the 2024 Green Area donations which equated to 14.4907 acres. This compares to about 17.5 acres in 2023. The Committee agreed to recommend passage of a Resolution accepting these donations which are much appreciated by all. (This Resolution may be found in the meeting pack.) d. Upon motion of Council present, members of the Law Committee entered into Executive Session for the purpose of discussing the legal and property related matters. When that discussion was completed, the Committee exited the Executive Session. Following his report, Vice Mayor Hidy requested a suspension of the rules and enter into emergency session. Vice Mayor Hidy’s request was moved by Mayor Krehbiel, and passed by unanimous roll call vote (7-0). Council entered into emergency session. ORDINANCE AMENDING THE CIVIL SERVICE RULES AND REGULATIONS OF THE CITY OF THE VILLAGE OF INDIAN HILL Vice Mayor Hidy presented the first reading of the Ordinance Amending the Civil Service Rules and Regulations of the City of the Village of Indian Hill and also made a motion to waive the three readings of the Ordinance. Minutes of Council Meeting January 21, 2025 Page 5 Council member Gibson seconded the motion to waive the three readings, and the motion was passed by unanimous roll call vote (7-0). Vice Mayor Hidy then recommended passage of an emergency Ordinance Amending the Civil Service Rules and Regulations of the City of the Village of Indian Hill. Council member Manning seconded Vice Mayor Hidy’s motion, and the Ordinance passed by unanimous roll call vote (7-0). Ordinance 01-25 was then enacted. ORDINANCE ENACTING NEW CHAPTER 38, CONTRACTING AND COMPETITIVE BIDDING, OF THE CODIFIED ORDINANCES OF THE CITY OF THE VILLAGE OF INDIAN HILL Vice Mayor Hidy presented the second reading of the Ordinance enacting new Chapter 38, Contracting and Competitive Bidding, of the codified Ordinances of the City of the Village of Indian Hill. RESOLUTION AUTHORIZING THE CITY MANAGER TO ACCEPT 2024 GREEN AREA GIFTS Vice Mayor Hidy made a motion to approve a Resolution authorizing the City Manager to accept 2024 Green Area gifts. Council member Byer seconded Vice Mayor Hidy’s motion. The motion was passed by unanimous voice vote (7-0) and Mayor Krehbiel declared the Resolution approved. Resolution 02-25 was then adopted. BUILDINGS & GROUNDS COMMITTEE REPORT: Council member Byer reported that the Buildings and Grounds Committee met on January 14, 2025 to review several items in advance of the Council meeting. He then directed Council’s attention to a memo titled, “Buildings and Grounds Committee”. For Council’s awareness, Council member Byer highlighted updates on routine maintenance completed on facilities, green areas, parks, bridle trails and recreational fields. He emphasized that this work, though labeled as routine, is important work, as it ensures that facilities meet both resident expectations and operability needs of Village employees working at Village facilities. He also mentioned December’s activities, including improvements at Administration facilities, park repairs, and the planting of a tree in honor of long-term Village Clerk/Comptroller, Paul Riordan. Council member Byer put a continuing spotlight on the generosity of Indian Hill’s residents. He reiterated that the Village’s Green Areas grew by 14.4907 acres thanks to gifts completed in 2024. He Minutes of Council Meeting January 21, 2025 Page 6 also spoke to the completion of the John Bentley tree grove at Radio Range (which was funded thru donations reported in 2024), several donations by the Indian Hill Garden Club, donations to Reforest the Hill, and individual contributions such as a traffic counter for Rowe Arboretum and a plaque for the bird sanctuary. In recognition of particularly generous residents, Council member Byer cited the donation of a bench for Rheinstrom park. This bench will help residents better enjoy this recently enhanced venue. Village workers poured a concrete pad ahead of installation of this bench, which was donated by the Isphordings. Council member Isphording applauded the incredible Village staff who coordinated with her family to enable this bench, noting their efficiency, generosity and kindness. Council member Byer shared that Village residents are expressing continued interest in replacing the full court basketball set-up that was removed to create pickle ball courts. While the prior basketball courts did not garner consistent use, and there are half court options at the schools, a hardy band of residents has traditional full court competitions (typically around the holidays, etc.) As such, the Village agreed to fund a feasibility study to include construction estimates, which can be used to embark on a fund-raising campaign. Finally, Council member Byer confirmed receipt of another request to install picnic shelters at the Kugler Mill fields. The main goal is to provide immediate shelter for kids in case of lightning during soccer practice/matches. However, the agreement that allowed creation of these fields also stipulated no permanent structures be constructed at the site. PUBLIC WORKS COMMITTEE REPORT: Council member Stern reported that the Public Works Committee met on January 14, 2025 to review several items in advance of the Council meeting. She then directed Council’s attention to a memo titled, “Public Works Committee Report”. 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. Leaf removal from ditches and concrete gutters along various Village roadways c. Guardrail repair on Kugler Mill Road d. Removing Christmas trees from Stephan Park drop off and from individual homes e. Erected holiday display at Shawnee Run/Drake Roads f. Six snow events: i. 13” snow ii. 658 tons of salt iii. 423 overtime hours Council member Stern presented the project management highlights; a complete copy of the project management report is included in the Council packet. a. Sycamore Creek Restoration & Habitat Enhancement: The project has been completed. b. Varner Road: The contractor is completing the geotechnical engineering design work. Duke anticipates 3-5 months to relocate utility poles and overhead utilities. Minutes of Council Meeting January 21, 2025 Page 7 c. Grant Applications: Mrs. Klopfenstein reviewed the status of funding applications submitted in 2024. Finally, Council member Stern shared that Village Staff had distributed a Resolution authorizing the City Manager to prepare plans, specifications, and the bidding process for 2025 projects, equipment, vehicles, and supplies that exceed the amount defined in the Ohio Revised Code or are not on the state bid list. The projects and purchases are listed within the Resolution. After discussion, the Committee agreed to recommend to Council a Resolution authorizing the City Manager to proceed with the steps necessary for these projects and purchases. RESOLUTION AUTHORIZING THE CITY MANAGER TO EMPLOY AN ENGINEER TO PREPARE PLANS AND SPECIFICATIONS FOR STREET REHABILITATION, EQUIPMENT, VEHICLES, SUPPLIES AND OTHER SPECIAL CAPITAL IMPROVEMENT PROJECTS, ADVERTISE FOR BIDS, AND AWARD CONTRACTS FOR THE CONSTRUCTION OF SAID WORK AND PURCHASE OF SAID EQUIPMENT, VEHICLES, AND SUPPLIES. Council member Stern then made a motion to approve a Resolution Authorizing the City Manager to Employ an Engineer to Prepare Plans and Specifications for Street Rehabilitation, Equipment, Vehicles, Supplies and Other Special Capital Improvement Projects, Advertise for Bids, and Award Contracts for the Construction of Said Work and Purchase of Said Equipment, Vehicles, and Supplies . Council member Manning seconded Council member Stern’s motion. The motion was passed by unanimous voice vote (7-0) and Mayor Krehbiel declared the resolution approved. Resolution 03- 25 was then adopted. WATER WORKS & UTILITY DEREGULATION COMMITTEE REPORT: Council member Isphording reported that the Water Works Committee met on January 14, 2025 to review several items in advance of the Council meeting. She then directed Council’s attention to a memo titled, “Water Works Committee Report”. Council member Isphording presented the departmental activity highlights; a complete copy of the departmental activity report is included in the Council packet. a. Repaired 5 main breaks for a total of 96 this year. b. Installed three new water taps c. Performed hydrant work d. Made offer for system maintenance position e. Worked on water softener valving f. Completed monitoring well sampling except for water main #6 g. Held water softening salt bids – received 4 bids with $123.49/ton from Compass Minerals being the lowest ($4.08/ton decrease from 2024). Minutes of Council Meeting January 21, 2025 Page 8 Council member Isphording presented the project management highlights; a complete copy of the project management report is included in the Council packet. a. Water Tower: (see below) b. PFAS: The consultant is reviewing and analyzing records for the General Plan, which includes the required regionalization study. The Committee also reviewed the updated PFAS Compliance schedule. Lastly, Council member Isphording reported that the Committee reviewed the updated Burgess & Niple water distribution master plan report that was updated from the 2008 and 2011 reports. It reiterated previous reports that called for the need to replace the existing water tower. In addition, the report identified the most optimum locations and size for a water tower placement. PUBLIC SAFETY COMMITTEE REPORT: Mayor Krehbiel reported that the Public Safety Committee met on January 9, 2025 to review several items in advance of the Council meeting. He then directed Council’s attention to a memo titled, “Public Safety Committee Meeting”. Mayor Krehbiel reported the following highlights. a. Chief Oughterson presented the Fire/EMS reports. EMS had 113 runs in December compared to 129 in December 2023. Total runs for all of 2024 were slightly down, at 1,371 compared to 1,650 the year before. (A complete copy of the activity report is included in the Council packet). b. Chief Oughterson highlighted a garage fire in Madeira where no injuries were reported. In addition, the department responded to a person trapped under a tree on Rock Hill Lane. Mariemont responded as well; however, their response unit became stuck when making the turn onto Rock Hill Lane. Fortunately, the patient transport was able to be adjusted, and injuries were minor. c. Chief Oughterson discussed the department providing mutual aid to fires in Norwood and Deerfield Township. In addition, three part-time positions and a full-time vacancy were filled. d. Chief Dressell gave an overview of the monthly report (complete copy of the report is included in the Council packet). e. Chief Dressell discussed how the South American Theft Group (SATG) task force, led by Indian Hill Rangers, met with other law enforcement officials regarding recent burglaries of high-profile individuals. City Manager Minneci shared that a press release had just been sent regarding arrests which were made possible through investigations by the SATG task force. f. Chief Dressell indicated that background checks are being performed on patrol officer candidates to fill the two new Ranger positions that were added in the 2025 budget to assist with coverage in the growing northern portion of the Village. Minutes of Council Meeting January 21, 2025 Page 9 PLANNING COMMISSION REPORT: Council member Manning reported that the December 18, 2024 and January 15, 2025 Planning Commission meetings were both cancelled due to lack of agenda items. CITY MANAGER’S REPORT: City Manager Minneci reported that Administrative offices will be closed on February 17, 2025 for President's Day. City Manager Minneci communicated the need to find a date for the upcoming New Resident Party. She shared that the last occurrence of this party took place on June 6, and was attended by approximately 120 people at Livingston Lodge. In order to plan properly and ensure a complete list of invitees, April would be the earliest possible month for this year’s celebration. Mayor Krehbiel suggested that City Manager Minneci propose several dates for consideration. In turn, City Manager Minneci agreed to send dates for Council’s consideration. There being no further business to come before Council, Mayor Krehbiel declared the meeting adjourned. Respectfully submitted, Stephen H. Krehbiel, Mayor ATTEST: TaraLyn M. Riordan, Clerk