Village Manager's Report

For the July 18th, 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:

Backflow Prevention Ordinance: Enclosed is the proposed Backflow Prevention Ordinance for public hearing and final reading. The ordinance is a result of a recommendation from the OEPA.

Noise Ordinance: The Village recently attempted to enforce the noise ordinance, however the Greene County Courts ruled that we had deficiencies in the ordinance. The Village Solicitor reviewed the court documents and proposed an ordinance for Council discussion. However, the Village Solicitor stressed that these types of ordinances are very individualized for each community, and encouraged the Council to evaluate the changes, and make adjustments as needed.

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. I have included the pay grid in the packet for your information. 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. Included are the job descriptions for the two positions.

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.

Interim Manager Recommendation: I am recommending the selection of Phil Hawkey as the Interim Manager for the Village. The Interim Manager duties would be added to his duties as Village Planner and Capital Improvement Coordinator. I would recommend a contract be agreed upon before the term begins, so a clear employment arrangement can be established. If authorized by Council, I will work with the Village Solicitor to develop a contract immediately. Ed Amrhein would work 40 hours per week as a temporary full-time employee for the remainder of the year, with a pay rate to be negotiated. Also, I would recommend the professional services line item be increased to allow for specific professional assistance on a project-by-project basis. I have increased certain department supervisors responsibilities, which I believe can be permanent adjustments. For example, the Street, Sanitary Sewer and Parks Supervisor will be in charge of the hiring and coordination of the lifeguard staff. Further, he will be in charge of facilities at the public works area. The Electric and Water Distribution Supervisor will be in charge of employee safety programs and record keeping, as well as making sure the Village is in compliance with the drug-testing program, established by the Village. Job descriptions are included in the packet for your information. The Police Chief will be in charge of distributing the Solicitors and Itinerant Vendor permits, however, this will require an ordinance amendment. Along with the creation of the foreman positions, I believe the transition can cover the duties of the Manager nicely, and allow projects to continue as scheduled.

Employee Representatives to Village Manager Search: I am recommending Sharon Potter, Finance Director and John Grote, Police Chief as the employee representatives to the Village Manager Search Committee. Both volunteered and I believe will provide a unique perspective in evaluating candidates.

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.

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. The item is scheduled for the August 1, 2005, meeting.

C. Additional Issues:

2005 Pool Season: Formal evaluations of lifeguard staff are nearly complete. The plan is to provide both mid-year and final year evaluations. The Warner Cable Day is rescheduled for July 20, 2005, from 1:00 to 3:00pm. because of rain on the scheduled day. The day will involve give-aways and free admission to be paid by Time Warner to the pool for children who are non-members. Further, I am working with Mary Anne Blazer on her efforts to organize Red Cross and Water Walking classes. 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.

Final Thoughts…

The last couple weeks involved review of financial information in preparation of the supplemental appropriations budget to be presented in August. Also, I have met with the Design Advisory Committee, as well as the public works supervisors in weekly meetings. I met with Antioch University and a representative of AACW regarding the Blues Festival. Further, I am working with individual supervisors on transitional issues as a result of my departure. If you have any questions, please feel free to give me a call at 767-1279.