Council Meeting

MINUTES OF MEETING INDIAN HILL VILLAGE COUNCIL February 18, 2025 A meeting of the Indian Hill Village Council was held on February 18, 2025 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 Ms. TaraLyn M. Riordan, City Clerk of Council Mr. Jack Hemenway, City Solicitor Mr. Ron Freson, City Water Works Superintendent Mr. Scott Gully, City Tax Commissioner Ms. Monique Sewell, City Comptroller Mr. Jon West, Assistant City Manager 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 January 21, 2025 had previously been distributed to each Council member. Mayor Krehbiel declared the minutes accepted as issued. 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. The motion was moved by Vice Mayor Hidy, seconded by Council member Manning, and passed by unanimous roll call vote (7-0). Council then entered into Executive Session. Council returned from Executive Session. Minutes of Council Meeting February 18, 2025 Page 2 FINANCE COMMITTEE REPORT: Council member Gibson reported that the Finance Committee met on February 12, 2025 to review several items in advance of the Council meeting. Besides The Mayor, Vice Mayor, various Council members and Village employees, the Finance Committee meeting was attended by representatives from Bartlett and Secure Cyber. Council member Gibson directed Council’s attention to the memo titled, “Finance Committee Meeting” and the January 31, 2025 financial statements, prepared by Monique Sewell. (Copies of both were included in the Council meeting packet.) Council member Gibson then shared the following updates: 1. Bartlett financial advisors provided the Committee with its annual update on the investments for the General Fund as well as its 30% portion of the Rowe Arboretum Fund. Due to the restrictions placed on public investments per the Ohio Revised Code, the General Fund portfolio consists only of fixed income - treasury notes, agency notes, municipal bonds, certificate of deposits, and money market funds. Moreover, maturities are limited to five years. In 2024, the General Fund’s average asset maturity was 1.71 years and had a yield to maturity average of 4.23%. Bartlett also presented its Rowe Arboretum fixed income portfolio that was created in March 2019 with the transfer of 30% of the Rowe fund balance from the Bahl & Gaynor account. As this portfolio is not based on tax dollars, it can include a broader range of investments than the General Fund, such as corporate bonds and longer-term issuances. However, Council wishes for it to be managed with a conservative approach. The portfolio consists of investments with maturity rates ranging from 1-10 years with the average maturity of 4.22 years. This equated to a yield to maturity average of 4.59% in 2024. 2. The Village’s cyber security consultant provided updates on the use of Artificial Intelligence (AI) in local governments. 3. Financial highlights: a. Income Tax Receipts: The Village received $600,651 which is approximately $238,000 less than received in January 2024. Year to date cash receipts are 4% of budget. b. Operating Disbursements: Operating expenditures equate to $1,458,000 which is approximately $219,000 less than January 2024. This was reflective of January 2024 having three pay periods. c. CIRF: Disbursements totaled $261,000, including expenditures for Kugler Mill culvert, Sycamore Steam restoration and waste collection trucks. d. Water Works Receipts: Water usage receipts were $487,000 which is $40,000 more than 2024. It was confirmed that the line-item surcharges for Madeira, Terrace Park and Hamilton County have been placed in separate funds for accounting purposes. Minutes of Council Meeting February 18, 2025 Page 3 e. Water Works Disbursements: Total operating disbursements were $269,000 which was approximately $80,000 less than January 2024. This was due to timing of payments. f. Water Works CRF: Disbursements totaled $0. g. Long Term Debt: No material updates as no payments were made in January, 2025. h. Cash and Investments: Total month end cash and investments were $47.7 million compared to $47.9 million in the prior month and $47.4 million in the same period of the prior year. i. Rowe Funds: Reviewed with nothing material to report. j. Green Areas Funds: Reviewed with nothing material to report. LAW COMMITTEE REPORT: Vice Mayor Hidy reported that the Law Committee met on February 6, 2025, and directed Council’s attention to detailed minutes in the memo titled, “Law Committee Meeting” (included in the Council meeting packet). Vice Mayor Hidy then provided the following Law Committee updates: 1. Mrs. Chaney reported that she worked with Chief Dressell to evaluate updates to Chapter 133 of the Village’s Code of Ordinances. This Chapter pertains to various criminal and theft offenses. These updates ensure that local code provisions adopted in 1996 match identical provisions of the Ohio Revised Code. The changes are considered to be mostly minor in nature. The Committee agreed to recommend a first reading of Ordinance 03-25 (Ordinance 03-25 is included in the Council meeting packet). 2. Mrs. Chaney then reviewed updates to Chapter 11 of the Code of Ordinances, which governs Village publications. This chapter had not been updated since 1950. The revisions addressed matters such as digital publications, the status of the Indian Hill Bulletin as the official newspaper of the Village, the role of our Clerk in this area, and other items to better conform to state law. They also permit more flexibility for the publication of legal and other notices. The Committee agreed to recommend a first reading of Ordinance 04-25 (Ordinance 04-25 is included in the Council meeting packet). 3. The Committee agreed to present the third reading and recommend the approval of Ordinance 02-25 enacting a new Chapter 38 (Contracting and Competitive bidding) in the Code of Ordinances (Ordinance 02-25 is included in the Council meeting packet). 4. 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. Minutes of Council Meeting February 18, 2025 Page 4 Following his report, Vice Mayor Hidy presented the first reading of Ordinance 03-25: AN ORDINANCE AMENDING CHAPTER 133 OF THE CODIFIED ORDINANCES OF THE CITY OF THE VILLAGE OF INDIAN HILL REGARDING OFFENSES AGAINST PERSONS Vice Mayor Hidy then presented the first reading of Ordinance 04-25: AN ORDINANCE AMENDING CHAPTER 11 OF THE CODIFIED ORDINANCES OF THE CITY OF THE VILLAGE OF INDIAN HILL REGARDING PUBLICATION REGULATIONS Vice Mayor Hidy concluded by presenting the third reading and recommending approval of Ordinance 02-25: AN ORDINANCE ENACTING NEW CHAPTER 38, CONTRACTING AND COMPETITIVE BIDDING, OF THE CODIFIED ORDINANCES OF THE CITY OF THE VILLAGE OF INDIAN HILL Council member Manning seconded, and the Ordinance passed by unanimous roll call vote (7- 0). Ordinance 02-25 was then enacted. BUILDINGS & GROUNDS COMMITTEE REPORT: Council member Byer reported that the Buildings and Grounds Committee met on February 11, 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 Meeting”. For Council’s awareness, Council member Byer shared 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. Council member Byer then spoke to several Departmental Activities completed in January, including normal checks, repair work at a Public Works building and parks, new signs for the Shooting Range, and preparations at recreation fields ahead of Spring sports. Before closing, Council member Byer touched upon a key announcement from Buildings and Grounds’ Project Management Report: the selection of a feature location for this year’s Reforest the Hill efforts. The location is the highly visible strip along Drake Road in front of the Middle and High Schools. Donation forms have been updated and donations have already started being received. Minutes of Council Meeting February 18, 2025 Page 5 PUBLIC WORKS COMMITTEE REPORT: Council member Stern reported that the Public Works Committee met on February 11, 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 departmental activity highlights and noted that 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. Removed ice dams from gutters in several areas due to extreme cold weather c. Guardrail repair on Graves and Hopewell Roads d. Took down holiday display at Shawnee Run/Drake Roads e. Began pot hole repair f. Nine snow events: i. 17.25” snow ii. 955 tons of salt Council member Stern then presented the project management highlights; and noted that a complete copy of the Project Management Report is included in the Council packet. a. Street Resurfacing Program – Bid opening is February 20, 2025 b. Varner Road - The contractor is completing the geotechnical engineering design work. Duke anticipates 6-9 months to relocate utility poles and overhead utilities. WATER WORKS COMMITTEE & UTILITY DEREGULATION COMMITTEE REPORT: Council member Isphording reported that the Water Works Committee met on February 11, 2025 to review several items in advance of the Council meeting. She then directed Council’s attention to a memo titled, “Water Works Committee Meeting”. Council member Isphording presented departmental activity highlights and noted that a complete copy of the Departmental Activity Report is included in the Council packet. a. Repaired eleven main breaks b. Upgraded water tap on Spooky Ridge c. Replaced fire hydrant on S. Clippinger d. Installed Booster Pump #2 replacement e. Repairing and cleaning Wells #6 & #7 Council member Isphording then presented the project management highlights; and noted that a complete copy of the Project Management Report is included in the Council packet. a. Water Tower – updated timeline by incorporating the community engagement process b. PFAS – Mr. Freson and Mrs. Klopfenstein toured a PFAS facility at Wright-Patterson Air Force Base. The consultant will begin work on the Rapid Small Scale Column Test that is required for the General. Plan submittal to EPA in September. In addition, Mrs. Klopfenstein is working on applications for 0% interest loans and principal forgiveness. Minutes of Council Meeting February 18, 2025 Page 6 PUBLIC SAFETY COMMITTEE REPORT: Mayor Krehbiel reported that the Public Safety Committee met on February 6, 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. 1. Chief Oughterson presented the Fire/EMS reports. EMS had 116 runs in January. (Report included in the Council packet.) 2. Chief Oughterson highlighted the department’s response to a tanker rollover on Loveland Madeira Road. There were minor injuries to the driver and the leakage was contained. Chief Oughterson also talked about a brush fire incident in the Village and mutual aid runs in Milford and Norwood. 3. Chief Oughterson indicated that the Fire District, after a yearlong study, will be replacing its aging quint. The order will be placed in 2025; however, the vehicle will not be delivered until 2028-2029. 4. Chief Dressell gave an overview of the monthly report. (Report included in the Council packet.) 5. Chief Dressell discussed how the Jurgenson and Farmer families donated the funds for an ATV emergency response vehicle. The vehicle can be used for various purposes including, but not limited to, missing person searches, school ground patrol, Grand Valley/Bridle trail searches. The Village is greatly appreciative of the extreme generosity of the Jurgenson and Farmer families. Their donations have made a significant impact on the community. PLANNING COMMISSION REPORT: Council member Manning noted that the Village of Indian Hill Planning Commission has not met since November, but that is will meet on February 19, 2025. The purpose of tomorrow’s meeting is to appoint a Chairman and Vice Chairman of the Commission (necessary due to retirements), plus review updates to Chapter 152 of the Code of Ordinance (regarding the Village’s Land use Plan). Once reviewed by the Commission, any changes will come to Council for review and approval. CITY MANAGER’S REPORT: City Manager Minneci reported the following: 1. Community Engagement process has been enacted and communication is occurring via email, letters and website postings. Hometown Strategies and The Village Advisory Committee and are already working hard. The Committee will convene for the first time on March 5 th. Three Town Halls are scheduled: Minutes of Council Meeting February 18, 2025 Page 7 a. March 13, 2025 at 6:00 p.m. – Council Chambers b. April 15, 2025 at 6:30 p.m. – Livingston Lodge c. May 14, 2025 at 6:00 p.m. – Indian Hill High School Auditorium Content will be identical at each Town Hall and RSVPs are already high. 2. April 13, 2025 at 2:00 p.m. – Easter Egg Hunt - Stephan Field (April 19th rain date) 3. April 26, 2025 at 10:00 – 4:00 p.m. – Rowe Arboretum Plant Sale – Stephan Field 4. June 8, 2025 at 2:00 – 4:00 p.m. – New Resident Open House – Livingston Lodge 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