Village Manager's Report

For the August 1st, 2005 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:

Solicitors and Itinerate Vendors: The Village Council is holding a public hearing and final reading on the proposed Solicitors and Itinerate Ordinance. The basic change is to formally allow the Chief of Police to issue permits, instead of the Village Manager.

Wage Adjustments: As part of the transition of the public works department over the last year, I am recommending wage increases for two individuals who have taken on significant responsibilities, and have truly made noticeable differences in the improvement of the department operations. These individuals are Kelley Fox and Dave Conley. For the last year, they have taken on significant foreman-type roles, and made significant improvements in their respective departments. Kelley has worked tirelessly in the Electric/Water Distribution Activities, working on projects as the foreman, and most recently on his own initiative, studied and passed the backflow prevention course offered by the State. This will be crucial in the implementation of the backflow prevention ordinance, since Troy Slone has announced his retirement in December, 2005. Dave has taken the foreman role in the Street/Sanitary Sewer/Parks Activities. He has worked hard to be a leader in the department that was required when the responsibilities were increased last year. He provides a foreman role over the expanded activities yet, still accomplishes drainage work, mowing, and many other duties. Further, he still provides support to the Electric Activity when staffing is low, or when emergency help is needed.

In terms of the cost, the replacement of two retirees will easily pay for the increase. Both employees will likely start at 12D, and in the future will no longer receive supervisor pay, which is given when the department supervisor is not available for more than three days.

Furtherance of Justice Fund: The State authorizes municipalities to establish a fund referred to as the Furtherance of Justice Fund, which allows the Police Department to expend funds to stop criminal activity. In order to utilize funds in this manner, a fund shall be established and procedures must be outlined. The funds are used at the discretion of the Chief of Police. Included in the packet is the procedures which would be followed if Council approves the ordinance.

Employee Representatives to Village Manager Search: I have asked Kelley Fox, an electric/water distribution employee to be an additional representative to the Village Manager search committee, as requested by Council. He accepted.

Sanitary Sewer Collection Study: The Planning Commission is recommending the Village conduct a sanitary sewer collection study. The purpose is to help further define the Urban Service Boundary around the Village. The cost of the study is estimated at $14,500, and would be taken from the General Fund. On August 1, 2005, the item is scheduled for discussion. Because the item was not budgeted, I will be recommending the funding within the Supplemental Appropriations Budget.

Solid Waste Annual Clean-up Fee: Per ordinance 2004-29, the Village Council is to set an Annual Clean-up Fee, based on the actual cost of the service. A resolution has been prepared to set this fee at 6.80 per year, with a review to occur in 2006.

General Insurance Coverage: Enclosed is a resolution accepting the proposal from the Municipal Insurance Alliance – Arch Insurance for the general liability coverage for 2005/06. The premium is a $1,419 decrease from last year’s premium. This includes a recent property appraisal, which reflected an additional $1,866,685 in property values. The other quote is from the Public Entities Pool (PEP), which would save the Village approximately $12,000 annually for the next three years. However, the comparison of the two is what I would refer to as an apple and orange comparison. The PEP has some downsides, which should be considered carefully before a decision is made in changing the basics of the Village’s insurance. I am not comfortable at this time making this change to PEP because of some tail coverage issues. The premium may be lower at this time; however, the liability obtained may be substantial if we are not in the PEP in the future. The decision should be made at this meeting, but if the Council would like to pursue this issue, it can make a change in insurance during the year. As of this report, I understand the Municipal Insurance Alliance – Arch Insurance is pro-rated, and can be cancelled with the balance of the premium returned to the Village. Dan Driskell, agent from Acordia-Baldwin Whitney will be present at the meeting to answer questions.

B. Agenda Planning:

Library Bids: The Village is soliciting bids for the improvements at the Library. The bids will be due August 15, 2005, and a recommendation will be presented at the September 6, 2005, Council meeting. Copies of the bid are available in the Village Planner’s Office.

C. Additional Issues:

2005 Pool Season: The Warner Cable Day was July 20, 2005, from 1:00 to 3:00pm. The event was very successful. Time Warner gave away over 80 prizes, and received positive reports. If individuals have suggestions for the pool, please feel free to speak with the Jen Malone, Pool Manager 767-9064, or me at 767-1279.

Noise Ordinance: After review of comments I have received over the last week, I have referred the proposed Noise Ordinance to the Environmental Commission for a recommendation. I believe they can better evaluate the proposed ordinance, and research the 45 dba night time limits as suggested by Antioch University. Apparently, the Environmental Commission developed the Noise Ordinance in the 1970’s. (Tracy Logan, a member of the Commission, was a member when the ordinance was developed) Ed Amrhein will work with the Commission on this project, as a staff resource.

Final Thoughts…
The last couple weeks involved much work regarding the Supplemental Appropriations. Presently, the Department Supervisors are reviewing a specific recommendation from me and will make comments for the August 15, 2005, meeting. I also gave a presentation to the County Auditor regarding the 2006 Tax Budget. Sharon Potter, Finance Director was in attendance. The County did approve the budget as presented. I met with Speedway regarding the service we are receiving for fuel. Within the last year, they have established a 24/7 card service, provided an easy access diesel pump, provided an emergency phone number of the District Manager in case of emergencies. I reviewed the account with them to better understand the effects of the fuel prices. Because of the fleet program, we can better track the use of fuel, and better charge to each fund the actual use. Even with the significant progress, I am preparing a multi-year document in order to bid the service. I met with the Natural Gas Communities through Amp-Ohio program and will hopefully meet with them again in August to provide a recommendation on the future of the natural gas program. I met with the Human Relations Committee in this reporting period as well. If you have any questions, please feel free to call me at 767-1279.