Council Meeting

MINUTES OF MEETING INDIAN HILL VILLAGE COUNCIL May 19, 2025 A meeting of the Indian Hill Village Council was held on May 19, 2025 at 6:30 p.m. The meeting was held in the Council Chamber of the Village Administration building. Council 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 Staff present: Ms. TaraLyn M. Riordan, City Clerk of Council Ms. Monique A. Sewell, City Comptroller Mr. Charles Galvin, City Solicitor Ms. Dina C. Minneci, City Manager Mr. Jon West, Assistant City Manager Mrs. Jessica Chaney, City Director of Administrative Services Mr. Ron Freson, City Water Works Superintendent Ms. Cindy Klopfenstein, City Engineer / Project Manager Visitors Present: Mr. Grayden Benedic, 6051 Winnetka Dr., Cincinnati, OH 45236 Mr. Joseph J. Carroll, 6265 Hunters Trail, Cincinnati, OH 45243 Ms. Kristin Carroll, 6265 Hunters Trail, Cincinnati, OH 45243 Ms. Anne McCarren, 7885 Shawnee Run Rd, Cincinnati, OH 45243 Ms. Christin Spurr, 6435 Hunters Trail, Cincinnati, OH 45243 1. PLEDGE OF ALLEGIANCE: Council opened the meeting with the Pledge of Allegiance. 2. CALL TO ORDER & ROLL CALL: The Pledge was followed by Mayor Krehbiel’s call to order and a roll call by Clerk Riordan. 3. COUNCIL MINUTES: The minutes of the regular meeting of April 21, 2025 had previously been distributed to each Council member. Upon confirming that no Council members had submitted change requests to City Manager Minneci, Mayor Krehbiel declared the minutes accepted as issued. 4. CITIZEN PARTICIPATION: Residents Anne McCarren and Joseph Carroll delivered prepared statements pertaining to the PFAS and water tower projects, and the status of Camp Jim B respectively. Ms. McCarren addressed Council first, opening with her professional background before sharing her perspectives on how well-run organization handle complex, high-stakes decisions. Among other points, she noted how municipalities managing projects of this scale, cost, and long-term consequence, bring in qualified, unbiased experts. Emphasizing, that due diligence and fiduciary responsibility require it. While questioning the evidence of Indian Hill’s consultation of such expertise, Ms. McCarren requested that the Village expand their ongoing evaluation to specifically address the following: • What are the water needs of the Village? • What is the most efficient, responsible method for water supply and distribution? • Should the Village continue to manage a public utility? • Does the Village need a water tower? Minutes of Council Meeting May 19, 2025 Page 2 Ms. McCarren then urged Council to take particular actions: • Commission an independent evaluation to assess the viability of using Greater Cincinnati Water Works (GCWW) for supply and/or distribution. • Engage a third-party expert to assess the feasibility of construction at the current water tower site. • Provide a third-party outlook on Indian Hill Water Works. • Suspend all 3D modeling efforts until the Village has actionable site plans. • Review accuracy of Village website content that pertains to these projects, & correct any misinformation. Ms. McCarren concluded with additional views on specific Village reports and related matters. Mayor Krehbiel and Council Member Gibson thanked Ms. McCarren for attending and providing well-prepared feedback. Council member Gibson then invited Ms. McCarren to share her thoughts with Council in writing, before clarifying that Council was still considering all feedback received during three Town Halls, and emphasizing that no decision had yet been made. Council member Gibson further shared that Council had deliberately sought feedback before engaging in activities such as site planning, and acknowledged the tremendous work that lie ahead, while assuring Ms. McCarren that Council was with her and directionally aligned. Mr. Joseph Carroll, an attorney, then shifted the conversation to the legal status of Camp Jim B. He expressed concern over Village Administrators’ recent declarations that Camp Jim B is not part of the Green Areas Trust. Mr. Carroll claims this is a reversal based on a paperwork anomaly (i.e. Title papers) and misrepresentations (namely pertaining to structures on the property). Mr. Carroll had previously emailed members of Council regarding this matter, but took this opportunity to respectfully ask the Village Council to publicly and unequivocally reaffirm that Camp Jim B is, and always has been, part of the Green Areas Trust. He then went into the background of recent discussions that led him to make this request, including comments made at a small group meeting on April 30th, a subsequent Green Areas Advisory Committee, and the May 14th Village Town Hall. Mr. Carroll also walked through historic legislative Acts (i.e. Ordinance 11-80), Green Areas maps dating back to 1985, Historical Society records, email correspondence and other documentation that consistently refer to Camp Jim B as part of the Green Areas Trust. Before reiterating his request of Council, Mr. Carroll pointed out that residents are galvanized and passionate about this topic, flagging legal and civil risks that the Village would be exposed to if Council does not act decisively and fulfill his request. Lastly, in response to a query by Vice Mayor Hidy, Mr. Carroll clarified that his request stands, even if Camp Jim B is not selected as the site for the potential new tower. Mayor Krehbiel thanked Mr. Carroll, and spoke to the benefits of having hosted three Town Halls plus a smaller meeting with Hunters Trail residents. Before concluding the portion of this meeting dedicate to Citizen Participation, City Manager Minneci and Mayor Krehbiel acknowledged Mr. Grayden Benedic, a Boy Scout who was in attendance to simply learn more about these topics. 5. FINANCE COMMITTEE REPORT: Council member Gibson reported that the Finance Committee met on May 14, 2025. He then directed Council’s attention to the complete meeting minutes in the Council Meeting Packet. (See memo titled, “Finance Committee Meeting” alongside financial statements prepared by Comptroller Sewell.) Minutes of Council Meeting May 19, 2025 Page 3 Council member Gibson then delivered the following headlines from the financial statements dated April 30, 2025: a. Income Tax Receipts: April receivables were $620k (5.6%) above April, 2024. They totaled $11.6MM. Year to date cash receipts are 86% of planned budget. b. Operating Disbursements: Operating expenditures equate to $1.35MM which is about 3% more than April, 2024. c. CIRF: Disbursements were $47k, including notably, investments in dumpsters and truck upfitting. d. Water Works Receipts: The surcharges for Madeira, Terrace Park and Hamilton County have been placed in separate funds for accounting purposes. Excluding those, the Village’s water usage receipts were $291k which is minorly above (~$1,200) April, 2024. e. Water Works Disbursements: Total operating disbursements were $253k, which was $43k more than April, 2024. This is due to timing of payments. f. Water Works CRF: There were no disbursements to report. g. Long Term Debt: There was no activity to report since 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 $58.4MM compared to $47.4MM in March, 2025 and compared to $54.8MM in April, 2024. i. Rowe Funds: The market value was down minorly (~ 0.8% since December 31, 2024) which was understandable given market volatility. The total unrecognized gain being carried is $1.33MM. Total monthly operating receipts, including dividends/interest, were $13.2k with monthly operating expenses totaling $3.3k and net investment gain of $13.6k. j. Green Areas Funds: The total market value for investments and cash as of April 30, 2025 was $5.37MM. The total unrecognized gain for investments and cash was $3.7MM. Total monthly earnings equated to $16.7k with monthly expenses totaling $4.7k. Mr. Gibson then shared that Mrs. Chaney had led the Finance Committee through a review of the health insurance renewal for all Village employees. The initial renewal estimate included an 8.6% increase. Mrs. Chaney and the team carefully reviewed this estimate and made several changes to the prescription drug list. They also had conversations with the primary provider, UnitedHealthcare. In combination, these efforts, reduced the 8.6% renewal increase to 5.5%. Indian Hill is part of the overall pool, and the projected ending reserves are ~$5.2MM (the required reserves are ~$3.2MM). This is a fundamental and very positive change from the past few years. Mrs. Chaney also discussed the employee premium contribution levels for coverage and the initial indication for dental insurance. The dental insurance increase looks to be slightly less than 3% for the next two years, and it is capped at an overall 7% rate increase in year three. Mr. Gibson added his opinion, that the Village is providing wonderful insurance coverage at below market increase rates. The Finance Committee then reviewed a Fund Balance tracker which will be incorporated into the Village Bulletin and/or the Village website. This comprehensive overview, led by Mrs. Sewell and Mr. Gully, shows the management of the Village’s Fund Balance over the past twenty years (2004 – 2024). It provides visibility into how Funds have been managed and how they increased and changed due to variables during that time period. 6. LAW COMMITTEE REPORT: Vice Mayor Hidy reported that the Law Committee met on May 8, 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: Minutes of Council Meeting May 19, 2025 Page 4 a. The Committee agreed to proceed with the third and final reading, and recommend approval, of the Ordinance amending Section 152 (Land Use Plan) of the Codified Ordinances. Ordinance 05-25 was included in the Council Meeting Packet. b. The Committee reviewed a resident’s request to institute a noise ordinance due to excessive barking issues caused by a neighbor’s dog. Since the Rangers have received various complaints about this particular dog, Chief Dressell will contact the neighbor and work with him to find solutions to remedy the issue. If no solution is forth coming, the Village will consider additional steps to resolve this problem. c. 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, the Law Committee exited their Executive Session. Following his Law Committee report, Vice Mayor Hidy presented the third and final reading, plus recommended approval, of Ordinance 05-25: AN ORDINANCE AMENDING SECTION 152 OF THE CITY OF THE VILLAGE OF INDIAN HILL CODE OF ORDINANCES (LAND USE PLAN) Council member Byer seconded the recommendation, and the Ordinance passed by unanimous roll call vote (7-0). Ordinance 05-25 was then enacted. 7. BUILDINGS & GROUNDS COMMITTEE REPORT: Council member Byer reported that the Buildings and Grounds Committee met on May 13, 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 ensures that facilities meet both resident expectations and operability needs of Village employees working at Village facilities. This past month’s activities included repairs at parks, inspecting all playgrounds, maintaining sports fields and building maintenance and repairs, and clearing fallen trees. Council member Byer proceeded to report that: a. Across an array of Buildings & Grounds project work, Council member Byer was pleased to report continuous progress and on-track vs schedules, with one specific follow- up being pursued for South Given stream restoration repairs via the Village Solicitor with Beavercreek Hydrology’s insurance provider. Grand Valley attendance and water levels both increased. On Reforest the Hill, which this year features Drake Road in front of the Indian Hill Middle and High schools, nearly $15k in donations have been received to date. Within this, $11,585 was donated in memory of Emmy Elizabeth Morgan. Mrs. Klopfenstein met with the Morgan family to determine planting locations and tree selection. b. The Indian Hill Shooting Club leader Dick Steuerwald presented a follow-up from last month’s discussion on a pilot program to eliminate the resident vs. non-resident ratio at the club. This pilot will begin by adding 25 non-residents from the waiting list and assessing the financial and scheduling impacts. In addition, pro-rating will only be allowed for first year members if they join after September. Mr. Steuerwald will discuss with the club’s Advisory Committee its request to add a total of 75 non-resident members during the year. c. Recreation Commission: The committee recommended a second reading on an Ordinance to amend chapter 33.10 of the Codified Ordinances regarding the Recreation Commission. Minutes of Council Meeting May 19, 2025 Page 5 Council member Byer then presented the second reading of Ordinance 06-25: ORDINANCE AMENDING CHAPTER 33.10 OF THE CODIFIED ORDINANCES OF THE CITY OF THE VILLAGE OF INDIAN HILL REGARDING ESTABLISHMENT, POWERS AND RESPONSIBILITIES OF THE RECREATION COMMISSION 8. PUBLIC WORKS COMMITTEE REPORT: Council member Stern reported that the Public Works Committee met on May 13, 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. Council member Stern then proceeded to present the Public Works’ Departmental Activity Report highlights. She also noted that a complete copy of the Report is included in the Council Meeting Packet. The Departmental Activity Report highlights included: a. Cleaned and inspected catch basins, gutters, and pipes along Village roadways b. Removed honeysuckle and performed berm repair on several roads c. Tree work performed on several streets throughout the Village d. Guardrail repairs on Camargo Road e. Continued GIS mapping of Village storm water system Council member Stern then presented the Public Works’ Project Management Report highlights and noting that a complete copy of the Report is included in the Council Meeting Packet. The Project Management Report highlights included: a. Street Resurfacing Program: Weather has delayed the start schedule. Once roadways are dry enough, Public Works will begin base repairs. b. Varner Road: Lab analysis of soil samples has been completed. Ninety percent drawings are expected this month and then submitted to Duke Energy to begin relocation efforts for overhead utilities. Finally, Ms. Stern shared that Public Works Committee had discussed revisiting the placement of a roundabout at Drake/Shawnee Run Road. The project was reviewed between 2005-2010. With roundabouts being more prominent, the Committee asked staff to commence an initial analysis to determine feasibility. 9. WATER WORKS COMMITTEE & UTILITY DEREGULATION COMMITTEE REPORT: Council member Isphording reported that the Water Works Committee met on May 13, 2025 to review several items in advance of the Council meeting. She then directed Council’s attention to detailed minutes contained within a memo titled, “Water Works Committee Meeting” included in the Council Meeting Packet. 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 23 water main breaks for the year b. Concluded fire hydrant flushing program and performed repairs c. Inspected private water main extension on Shawnee Run Road d. Attended pre-construction meeting for watermain installation on Camargo Road in Madeira 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. Minutes of Council Meeting May 19, 2025 Page 6 a. Water Tower: Preparing for upcoming May 14th Town Hall. Held a meeting with residents from Hunters Trail and Chumani regarding their concerns about a new water tower. The Mayor and Vice Mayor were in attendance, and a recording of the meeting was sent to all Council members. Initiated system flow modeling on Given Road b. PFAS: Awaiting 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. Council member Isphording also shared the following: a. The Water Works Committee agreed to recommend a second reading of the Ordinance establishing an 8% water rate increase that would commence on July 1, 2025. Please refer to the April 15, 2025 Water Works Committee meeting for details (Ordinance 07- 25 attached). b. Following the meeting, the Village received an update from OEPA about the Water Supply Revolving Loan Account (WSRLA) nomination form that the Village submitted in February for $405,550. Nomination of the Village’s PFAS planning for WSRLA funding has made it past the first round of evaluations by OEPA. The next step is to submit to OEPA a signed loan application form with supplemental documentation. OEPA emailed a list with their current template forms and asked that the Village submit the documents by June 1, 2025 for them to be able to award the loan agreement on July 1, 2025 (beginning of the State fiscal year). At this time, it is unknown if OEPA will approve a partial or full amount of the 0% interest loan funding request, nor if/how much principal forgiveness will be offered. OEPA expects to have a draft Program Management Plan (PMP) with anticipated funding awards available in the next couple weeks and finalize the PMP in mid-June. This should allow a couple weeks to learn the terms and determine whether the Village wants to accept a loan before the agreement is issued in July. To meet the June 1st application deadline, Mrs. Klopfenstein presented a Resolution which authorizes the application process and ability to enter into a loan agreement if awarded (Resolution 09-25 is attached). c. Mrs. Spurr expressed concerns regarding the legality of placing a water tower at the Camp Jim B site. She indicated that research shows intent was for the parcels to be transferred into the Green Areas Trust and previous documents erroneously presented the areas within the Green Areas Trust. As with all other feedback from the Community Engagement process, Council will take these concerns under consideration as they work through the decision-making process. Council member Isphording then presented the second reading of Ordinance 07-25: AN ORDINANCE INCREASING RATES BY EIGHT PERCENT (8%) TO BE CHARGED FOR WATER SUPPLIED TO CUSTOMERS BY AMENDING SECTION 51.55 RATES OF THE CITY OF THE VILLAGE OF INDIAN HILL, OHIO CODE OF ORDINANCES Council member Isphording then made a motion to approve Resolution 09-25: A RESOLUTION AUTHORIZING THE CITY MANAGER TO APPLY FOR, ACCEPT, AND ENTER INTO A WATER SUPPLY REVOLVING LOAN ACCOUNT (WSRLA) AGREEMENT ON BEHALF OF THE CITY OF THE VILLAGE OF INDIAN HILL FOR PLANNING, DESIGN, AND/OR CONSTRUCTION OF WATER FACILITIES; AND DESIGNATING A DEDICATED REPAYMENT SOURCE FOR THE LOAN Council member Manning seconded, the motion passed by unanimous voice vote (7-0), and Resolution 09-25 was approved. Minutes of Council Meeting May 19, 2025 Page 7 10. PUBLIC SAFETY COMMITTEE REPORT: Mayor Krehbiel reported that the Public Safety Committee met on May 5, 2025. He then shared the following updates with Council: a. Chief Oughterson presented the Madeira & Indian Hill Joint Fire District (MIGJFD) Fire/EMS reports (included in the Council Meeting Packet). (EMS had 469 runs in April.) b. Chief Oughterson highlighted that the District had participated in structure training with soon to be demolished homes on Algonquin and Indian Ridge. The District also attended training at Greenacres that focused on handling horses, livestock and other farm animals during a fire. c. Chief Oughterson and his team are working on developing specifications and determining pricing for a future ambulance and ladder truck. d. Chief Dressell gave an overview of the Rangers’ monthly case report (included in the Council Meeting Packet). e. Chief Dressell indicated that the annual Indian Hill Rangers Hockey Tournament resulted in over $75,000 that was distributed to several public safety families with medical needs. 11. PLANNING COMMISSION REPORT: Council member Manning had previously reported on the Village of Indian Hill Planning Commission’s most recent meeting. That meeting took place on April 16, 2025, and the Committee had not yet reconvened. As such, Council member Manning spoke to the two items on the Agenda of the Commission’s upcoming meeting, which is scheduled to take place on May 21, 2025: a. Case #25-006: Blackwelder Custom Homes is requesting authorization to permit construction of a new dwelling on a non-conforming lot that already contains a non- conforming home. b. Case #25-005: The City Manager is requesting that the Planning Commission review and make a recommendation to City Council on proposed text amendments to the Zoning Ordinance. Case updates / outcomes will be shared with Council in June. 12. CITY MANAGER’S REPORT: City Manager Minneci shared the following with Council: Key 2025 Dates: • May 23 – Meet the Fleet (@ Livingston Lodge) • May 26 – Memorial Day Observation (@ Armstrong Church) • June 8 – New Resident Open House (@ Livingston Lodge) • July 4 – Independence Day Parade, Festival & Fireworks (@ various locations) • August 8 – Movie Night in the Park (Wicked) (@ Stephan Park) After elaborating upon the events listed above, City Manager Minneci took a moment to reflect upon on the many recent conversations had at Town Halls and similar meetings, including earlier this evening. She expressed her respect and understanding of residents’ concerns, as well as her appreciation for people taking time to provide well thought-out, organized feedback on matters of such importance. Similar to Mayor Krehbiel and Mr. Gibson, she too emphasized that this sort of engagement and provision of bi-directional transparency was precisely what Council and she had set out to achieve at the start of this process. She did however, take exception to one comment voiced by Ms. McCarren, pertaining to the Site Consideration Report. City Manager Minneci acknowledged that the referenced report was not put together by a third party as Ms. McCarren would have preferred, but rather it was prepared by internal individuals with appropriate expertise. She then spoke to the high qualifications and extensive experience of the leaders within her staff who had prepared this report (e.g. experience with infrastructure, operations, distribution, Village parcels, risk management policies, project management principles, and more). In concluding, City Manager Minneci expressed her desire to see a decision that is in the best interest of the entire community, and her team’s willingness to help support the process required to reach that decision. Minutes of Council Meeting May 19, 2025 Page 8 Mayor Krehbiel, Vice Mayor Hidy and Council member Stern expressed support and appreciation for the City Manager’s comments, and complimented the work her team was doing on behalf of the Village community. 13. 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 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. 14. ADJOURNMENT: 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