Council Meeting

MINUTES OF MEETING INDIAN HILL VILLAGE COUNCIL March 17, 2025 A meeting of the Indian Hill Village Council was held on March 17, 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. 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. Scott D. Phillips, City Solicitor Mr. Ron Freson, City Water Works Superintendent Ms. Monique Sewell, City Comptroller Officials absent: Mr. Jeffrey G. Gibson, Council member Mrs. Elizabeth C. Isphording, Council member Visitors Present: Ms. Rachel Baker, Ohio Statehouse Ms. Kathy Cain, 7400 Given Road, Cincinnati, OH 45243 Ms. Mary Joseph, 7400 Given Road, Cincinnati, OH 45243 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 February 18, 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 discussing property acquisition and/or sale of property, including real, personal, tangible and intangible. The motion was seconded by Council member Stern, and passed by unanimous roll call vote (5-0). Council then entered into Executive Session. Council returned from Executive Session. Minutes of Council Meeting March 17, 2025 Page 2 FINANCE COMMITTEE REPORT: Council member Byer reported that the Finance Committee met on March 12, 2025. He then directed Council’s attention to the complete meeting minutes in the Council meeting packet. (See memo titled, “Finance Committee Meeting” alongside the February 28, 2025 financial statements prepared by Comptroller Sewell.) Council member Byer then highlighted the following key points: 1. Investment advisors from Bahl & Gaynor provided an annual update on the 70% of Rowe Arboretum Fund investments placed in equities. The Village received a bit more than $101 thousand in annualized income in 2024, equating to a 4% yield. Importantly, since 2005, the Fund market value has grown from just under $2 million to $4 million after withdrawals of $3.2 million for Rowe Arboretum operations during the past 20 years. Net, the fund is covering operations while growing its principal. This shows the investment objectives of maximizing current income coupled with minimizing downside risk continue to be sound. 2. Financial highlights: a. Income Tax Receipts: The Village received just over $110 thousand, which is ~$12,000 more than February, 2024. Year to date cash receipts are 4.7% of budget. b. Operating Disbursements: Operating expenditures equate to $1.266 million which is ~$5,000 more than February, 2024. c. CIRF: Disbursements totaled just over $186 thousand with expenditures including Camargo Road culvert, Sycamore stream restoration and truck uplifts. d. Water works receipts: Water usage receipts were just over $415 thousand which is ~$57,000 more than in February, 2024. The surcharges requested by Madeira, Terrace Park and Hamilton County for Indian Hill Water Works to invoice, collect and transmit to these municipalities have been placed in separate funds for accounting purposes. e. Water works disbursements: Total operating disbursements were just over $482 thousand which is ~$6,000 less than February, 2024, with the difference tying to timing. f. Water work CRF: Disbursements totaled $41 thousand. Expenditures included purchase of replacement meters. g. Long Term Debt: No material update because no payments were made in Feb, 2025. h. Cash and Investments: Total month end cash and investments were $47.7 million, essentially flat vs. January, 2025 and up from $46.2 million in February, 2024. i. Rowe Funds: Reviewed with nothing material to report j. Green Areas Funds: Reviewed with nothing material to report. Minutes of Council Meeting March 17, 2025 Page 3 LAW COMMITTEE REPORT: Vice Mayor Hidy reported that the Law Committee met on March 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. Staff provided an update on the Village Advisory Committee that was formed to assist Council during the community engagement process for the water tower under consideration. We are all very grateful for their expertise and for their service. 2. Mr. West presented an Ordinance amending Section 152 of the Code of Ordinances, Land Use Plan, summarizing mostly minor adjustments to the Plan, Land Use Objectives and Policies, and the Future Land Use Map. The map, as revised, now includes Village owned properties that were annexed a few years ago along SR 126 in Symmes and Columbia Townships. These adjustments have been reviewed and approved by the Planning Commission which agreed to recommend a first reading of the Ordinance (Ordinance 05-25 is included in the Council meeting packet). 3. The Committee agreed to present a second reading of the Ordinance amending Chapter 133 of the Codified Ordinances (this governs Offenses against persons) (Ordinance 03-25 is included in the Council meeting packet). 4. The Committee agreed to present a second reading of the Ordinance amending Chapter 11 of the Codified Ordinances (this governs Publication Regulations) (Ordinance 04-25 is included in the Council meeting packet). 5. Mr. West presented a request from Turner Farm Preservation Foundation, Inc. to place a 1.674 acre parcel located at 7400 Given Road in an Agricultural District. Note, this request has no bearing on tax revenue for The Village. The Committee agreed to proceed with the request, which requires Council to hold a public hearing. Public notice requirements were posted to announce the hearing scheduled to take place momentarily. (Resolution 04-25 is included in the Council meeting packet). 6. On motion, with Council present, the 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. Once discussions were completed, they exited the Executive Session. Following his report, Vice Mayor Hidy presented the first reading of Ordinance 05-25: AN ORDINANCE AMENDING SECTION 152 OF THE CITY OF THE VILLAGE OF INDIAN HILL CODE OF ORDINANCES (LAND USE PLAN) Minutes of Council Meeting March 17, 2025 Page 4 Vice Mayor Hidy then presented the second 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 second 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 then requested a Public Hearing to review an application to place 1.674 acres into an Agricultural District. Mayor Krehbiel officially opened the Public Hearing. Guests, Kathy Cain and Mary Joseph of Turner Farm discussed how the transfer of this property (known as “Parcel 11”) from a Trust to the Turner Farm Preservation Foundation, Inc. had necessitated the application for Agricultural District status. Mayor Krehbiel then requested additional comments and questions before closing the Public Hearing. Vice Mayor Hidy concluded by making a motion to approve Resolution 04-25: RESOLUTION TO APPROVE THE APPLICATION OF THE TURNER FARM PRESERVATION FOUNDATION, INC. FOR PLACEMENT OF FARMLAND IN AN AGRICULTURAL DISTRICT PER ORC SECTION 929.02 FOR THE PROPERTY LOCATED AT 7400 GIVEN ROAD, PARCEL ID NO. 629-0230-0011-00 CONTAINING 1.6740 ACRES Council member Manning seconded, the motion passed by unanimous voice vote (5-0), and Resolution 04-25 was approved. BUILDINGS & GROUNDS COMMITTEE REPORT: Council member Byer reported that the Buildings and Grounds Committee met on March 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”, contained within Council’s meeting packet. Council member Byer proceeded to highlight key points for Council’s awareness, beginning with 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 Minutes of Council Meeting March 17, 2025 Page 5 ensures that facilities meet both resident expectations and operability needs of Village employees working at Village facilities. Council member Byer proceeded to report that: a. This past month’s activities included a range of building repairs, playground inspections, website updates for Livingston Lodge rentals, and preps at recreation fields ahead of spring sports. b. Across an array of project work is continuous progress and on-track timing, with one specific follow being pursued for South Given stream restoration repairs via the Village Solicitor with Beavercreek Hydrology’s insurance provider. c. Amy Avenue – this subdivision is on the western edge of the village in Cincinnati. The village purchased some of the land to be part of the greenbelt, with Indian Hill owning about 60% of the properties. A group with family-owned land in the subdivision is proposing to convert this area into a national park to recognize that specific subdivision’s black history. They have been working with the University of Cincinnati Archaeology program and have a graduate student that would like to perform a surface study (with no digging) to document artefacts found in the area. The committee agreed to support this surface study pending signed waiver agreements. d. Basketball court update – this ties to resident interest in having a full-court outdoor basketball court available (recall the prior one at Stephan Field was repurposed for pickleball.) This resident group would like the court centrally located e.g. Stephan Field. Staff received an estimated cost of $94,000 to place it south of the pickleball court, with this estimate not including fencing. Village staff is exploring grant opportunities and will also meet with the interested residents to explore other funding opportunities. e. The Indian Hill Shooting Club has two vacancies on its Advisory Board, and proposed a resolution to recommend qualified residents Jeff Woodward and David Brockwell be appointed to complete these Board terms. Council member Byer concluded by making a motion to approve Resolution 05-25: A RESOLUTION APPOINTING MR. JEFF WOODWARD AND MR. DAVID BROCKWELL AS MEMBERS OF THE CITY OF THE VILLAGE OF INDIAN HILL SHOOTING CLUB ADVISORY COMMITTEE Council member Stern seconded, the motion passed by unanimous voice vote (5-0), and Resolution 05-25 was approved. PUBLIC WORKS COMMITTEE REPORT: Council member Stern reported that the Public Works Committee met on March 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” contained within Council’s meeting packet. Minutes of Council Meeting March 17, 2025 Page 6 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 concrete slab at Radio Range in preparation for new pavilion c. Guardrail repair on Drake and Given Roads, d. Repaired damaged berms and broken blacktop on several streets throughout the Village e. Fourteen snow events: i. 27.75” snow ii. 1,409 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 – Two bids were received and John R. Jurgenson Co submitted the lowest bid at $1,105,064 which is $94,000 under budget. The program includes ten streets as well as the parking lot at Camp Dennison. b. Varner Road – The contractor continues with the geotechnical engineering design work. A road closure for 2-3 days will begin on March 25, 2025 (during Spring Break) for soil boring and other underground work. WATER WORKS COMMITTEE & UTILITY DEREGULATION COMMITTEE REPORT: Vice Mayor Hidy reported that the Water Works Committee met on March 11, 2025 to review several items in advance of the Council meeting. He then directed Council’s attention to detailed minutes contained within a memo titled, “Water Works Committee Meeting” included in the Council meeting packet. Vice Mayor Hidy then mentioned several routine updates and focused upon key highlights from the Departmental Activity Report and Project Management Report (included in the Council packet), including: a. Water Tower – The first of three community engagement Town Halls occurred on March 13. b. PFAS – Currently awaiting feedback from the OEPA. (Note, OEPA approval for the Work Plan for the Rapid Small Scale Column Test that is required for the General Plan submittal to EPA in September. Application has been submitted with OEPA for 0% interest loans and principal forgiveness for beginning stages of engineering.) Vice Mayor Hidy also shared that staff had provided the Committee with information for the annual review of the Village’s water rates which included a ten-year cash flow analysis that represents anticipated operating and capital expenditures through 2034. The revenues and expenditures were adjusted in 2027 for possible customer base changes. Minutes of Council Meeting March 17, 2025 Page 7 The Committee reviewed benchmarking material which compared Indian Hill’s current rate to other local water distribution systems as well as their anticipated 2025 rate increases. The Committee also discussed the process of moving from quarterly billing to monthly billing in 2025. The need for a new water tower and an EPA-mandated PFAS facility has been included in the ten- year capital projections. The ten-year capital program has been adjusted to account for the inclusion of the two infrastructure projects. The Committee would like to share information and continue discussions with the Finance Committee to determine the appropriate increase necessary to maintain the water fund’s viability, and keep it well funded as we move into the future. The overall goal is to establish a rate that is not a burden to the water customer, that creates sufficient funds that allow for safe and efficient water distribution operations and allows for the replacement of significantly aging infrastructure that ranges from 50 to 100 years old. PUBLIC SAFETY COMMITTEE REPORT: Mayor Krehbiel reported that the Public Safety Committee met on March 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” included in the Council packet. Mayor Krehbiel reported the following highlights. 1. Chief Oughterson presented the Fire/EMS reports. EMS had 235 runs in February. (Report attached). 2. Chief Oughterson highlighted two minor fire incidents – a brush fire in Indian Hill and garbage truck fire in Madeira. No injuries or severe damage were reported. 3. Chief Oughterson indicated that the Fire District will be test driving 75’ and 100’ aerial ladder trucks as it works to replace its aging quint. Its first test drive was a Clemson University fire truck recently built in Columbus. 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 attached). 5. Chief Dressell indicated that Mr. Caleb Kaminsky will begin as a new Ranger on March 15, 2025. He currently works in Evendale and was praised by his co-workers and supervisors. Caleb is filling one of the two new Ranger positions budgeted for in 2025 due to the Village’s northern corridor growth. A testing process will commence over the next several weeks for the second open position. PLANNING COMMISSION REPORT: Council member Manning noted that the Village of Indian Hill Planning Commission met on March 12, 2025. Their discussion centered on a second six-month extension for a property on Walton Creek Road, required because the size of the building necessitated septic system updates. Minutes of Council Meeting March 17, 2025 Page 8 CITY MANAGER’S REPORT: City Manager Minneci introduced Ohio State Representative Rachel Baker, and thanked her for her attending and observing Council’s meeting. Mayor Krehbiel then thanked Representative Baker for honoring Indian Hill Athletes, as she recently hosted the men’s soccer and ladies’ tennis teams. City Manager Minneci and Vice Mayor Hidy also thanked Representative Baker for her responsiveness on various matters. City Manager Minneci then announced the following: 1. A Ceremonial Swearing-In will take place for Mr. Caleb Kaminsky, the newly hired Ranger, during Council’s meeting on April 21, 2025. 2. The Village’s 2024 Annual Report was completed by Village staff and circulated to Council along with this meeting’s packet. Questions are welcome. 3. Two more Community Engagement Town Halls are scheduled for April 15 and May 14. The Village website is being updated with FAQs raised at Town Halls. 4. Key 2025 Dates: a. April 15 - Tax Filing Deadline b. April 26 - Rowe Arboretum Plant Sale c. May 23 - Meet the Fleet d. June 8 - New Resident Open House e. August 8 - Movie in the Park 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