Village Manager's Report

For the November 1, 2004 Council Meeting

The following report is intended to supplement the information related to the upcoming Village Council meeting. If you have questions or comments about these or other issues, please feel free to give me a call at (937) 767-1279 , or e-mail me at rhillard(at)yso.com.

A. Council Items:

Salt Barn Bid Award : The salt barn bid award is scheduled at the next Council meeting. The due date for the bidis the morning of the Council meeting, so the results will be delivered that evening. The bid amount is projected to be significantly higher than the budget amount.

Supplemental Appropriations Ordinance: Enclosed is a revised supplemental appropriations ordinance for Council action. Over the last year, adjustments have been made to the adopted budget ordinance, which requires formal approval. Provided are detailed sheets which outline the expenditure changes. However, I will summarize in the Manager’s Report written details for your consideration as well. I still expect an additional supplemental appropriations budget will be presented to Council in December. If you have any questions, please give me a call.

Police Law Enforcement: The budget changes reflect the purchase of the police vehicle that was encumbered from 2003,. Which was the previous year. Also, the Police Department through grants and donations purchased body armor and Automatic External Deliberators (AEDs) for the police cars and the Bryan Center.

Administrative Offices: The Council authorized two studies that have been charged to this activity. The studies involved the retention pond study and the ordinance development related to Planned Unit Development. Further, extensive legislation has been developed and reviewed by the Village Solicitor, related to a number of topics including Sexual Oriented Businesses (SOB), Anti-Loitering, Public Space Permit, Earned Income Tax Revisions and more. Also, the Village Solicitor has assisted in developing a comprehensive hiring process for employees that complies with updated state and federal law. Further, the administrative activity accounts for the KWH tax that is transferred back to the electric fund.

Council: This activity reflects extensive codified ordinance changes, related to ordinance and state law changes to the uniform traffic code. Further, printing of the new ordinances has required an increase in publications in the newspaper.

Property Rental and Library: The Village installed a new boiler in the library, to replace a 30 plus year piece of equipment. Because of the change to this priority, the Village completed a modified Bryan Center roof project that cost less than the approved budget.

Street Maintenance: The Village Council authorized $100,000 in repaving projects. Certain storm sewer projects were completed in-house, which increased operating supplies for pipe, etc. This step saved the Village in certain capital expenses. Further, the Village did restructure the street department in 2004, which created increased productivity, and required additional expenses for supplies (Signs, striping, etc.)

Bryan Center Maintenance: The Village remodeled the downstairs restrooms, which was not anticipated at the beginning of the year.

Swimming Pool: The Village completed improvements at the pool, involving the pump house and the removal of the sundeck, which was rotting. Following the removal, the Village provided umbrellas and chairs to provide some protection from the sun. Further, the Village did purchase supplies for the concession that was reflected in the revenue.

Water Distribution: As a result of the street projects, the water crew proactively expanded some water mains from the right-of-way, to allow for future improvements without major disruption to the pavement. This required additional supplies for these in-house projects.

Electric Distribution: The Village purchased more wholesale electric and paid more KWH tax, which resulted from increased sales.

Transfers: The Village did not transfer funds from the income tax fund. Also, this activity reflects the increase transfer because of the increase in collection of KWH tax.

Gas Aggregation: The Village Solicitor reviewed the gas aggregation amendment that AMP-Ohio recommended, and stated because of the recommendation; the Village Council will need to pass additional legislation. The legislation will allow the Village to proceed on a month-to-month basis for purchasing natural gas through IGS, until a price is established that is more aligned with the historical natural gas market. November is the last month for the fixed one-year price established for the Village. Further, a letter will be sent to Village residents on Tuesday, once Village Council approves the legislation. If individuals have questions, please have them give me a call.

B. Agenda Planning:

C. Additional Issues:

Parking Subcommittee Update : The subcommittee met on Wednesday, and based on the information provided, they decided not to pursue a survey, but instead will review potential sites for additional parking in the downtown area. They will look at off-street and on-street parking, evaluate finances, and prioritize these options for Council recommendation. The next meeting will be held December 8, 2004, at 7:00pm at the Bryan Center Art Room.

Final Thoughts…

The last two weeks have involved preparing a 2004 proposed supplemental budget, as well as the proposed 2005 budget. I will be providing the 2005 proposed budget at the Monday Council meeting. The plan is to review general fund items at the November 3, 2004, budget workshop. (Police, Planning, Personnel, etc.) The November 11, 2004, workshop will involve utilities. (Electric, Water, Sanitary Sewer, etc) The December 1, 2004, workshop, if necessary, will involve any outstanding issues for Council consideration, with a first reading to be scheduled December 4, 2004. Included in the packet is a copy of a letter to the Chamber of Commerce regarding solid waste services for street fair. I am requiring that future street fairs arrange for their own solid waste services, including the cost of the supplies and contract service. The Village pays approximately $1,000 for this each street fair. This total does not include the cost of police and public works employee costs dedicated to the event. I attended a meeting related to Tax Increment Financing, sponsored by MVRPC this Wednesday, and have a better understanding of options related to development financing. If you have any questions, please feel free to give me a call.