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MINUTES REGULAR COUNCIL MEETING MARCH 14, 1996, 7:30 PM CALL TO ORDER - Mayor Harold A. Ries called the meeting to order with a Pledge of Allegiance and silent prayer. ROLL CALL - Roll was called by Judy Cox, filling in because of the illness of C.R. Monhollen, city clerk. Present: Beverly Draud, Ralph Laird, Joe Maloney, Paul Meier, and Peggy Sensel. Absent: John Drummey APPROVAL OF AGENDA - The agenda was approved with one addition. Under New Business the addition of item D. The Appointment of Cable Board Cluster Member. Motion to accept with addition made by Peggy Sensel, seconded by Paul Meier. Motion Approved Yes 5 No 0 Absent 1 APPROVAL OF MINUTES - The minutes of the February 8, 1996 meeting were approved as written. Motion to accept made by Ralph Laird, seconded by Beverly Draud. Motion Approved Yes 5 No 0 Absent 1 CORRESPONDENCE - Judy Cox reported on the availability of the following Northern Kentucky Chamber of Commerce Calendar of Events: 1) Small Business Nuts ‘N Bolts Seminar, Thursday, March 28, 1996 at 6:30 - 8:30 PM , Lookout Corporate Center, Ft. Wright. 2.) Environmental Forum, Tuesday, April 9, 1996, Four Seasons Sports Country Club, at 7:30 - 9:00 AM. 3) Congressional Forum, Friday, April 12, 1996, Metropolitan Club. 4) Eggs ‘N Issues Tuesday, April 16, 1996, 7:15 - 8:45 AM Quality Inn - Riverview. 5) Small Business Nuts ‘N Bolts Seminar, Thursday, April 18, 1996, Lookout Corporate Center, Ft. Wright. 6) Spring 1996 Brown Bag Seminars. Kevin Celarek read a correspondence from Recorder Newspapers. They are getting ready to begin new publications in specific Kenton County communities in early April They will be increasing news coverage within the city of Crestview Hills. Diane Goetz asked for a meeting to discuss new publication. CITY ADMINISTRATOR’S REPORT
Mr. Meier would like to mention that new recreational activities are planned for summer. OLD BUSINESS Law - Mr. Wehrman did a first reading of ordinance 1995-9-2 to establish a franchise agreement with ULH&P to operate and place electrical transmission and distribution facilities, plus gas transportation and distribution facilities in public streets and other places within our city. Engineering - Mr. Berling reported that on February 29, 1996 he accepted bids for the widening of Thomas More Parkway. Six bids were received ranging from $956,000 to $1,132,000. Donations of $44,500 have been received to satisfy 10% of the promised donations of contributors. Ashley Development, not a previously a donator, has promised $10,000. Mr. Berling stated that the Public Works Committee had named him Project Manager for the job and after consultation with that committee he wished to entertain a motion to accept low bid of $956,494.83 from Broome Paving. Mr. Maloney inquired of Mr. Berling whether Broome Paving had built any local roads and asked Mr. Berling to name those roads. Mr. Berling stated that Broome had laid many subdivision roads but not a major road. The company has just finished paving Meijers Square Parking lot in Florence. Mr. Berling further stated that Broome Paving is a spin-off company of Interstate Asphalt. He also pointed out that Broome would not be the designer of the road itself just the company laying the road. Mr. Berling further stated that he considered Broome Paving to be very capable. The company has done much work in Ohio. Mr. Berling will fax the city a list of references. Mr. Maloney stated that he did not think the city should have taken on the project in the first place. Mr. Maloney was most concerned that the project would cost much more money and take longer than the contract states. Mr. Meier stated that what concerned him most was the sub-contractors performance because the road is heavily traveled and will not be closed while construction is in process. He thinks that the project manager, Mr. Berling, should keep a close watch on the project to make sure materials and time were utilized to the fullest. Mr. Berling assured council that he, as project manager, would closely monitor the project. He also stated that much time had been put into coming up with the figures, materials, and time frame for the project. Mr. Berling said that he has collaborated with the State and Northern Kentucky Area Planning and every care has been taken in the estimation of materials and cost analysis of the project. With regard to traffic flow while construction is in process, Kentucky Department of Transportation standards are being adhered to and contractors are familiar with those standards. The contractor would not be allowed to incur extra costs without the approval of Mr. Berling. As to the time frame of the project, Mr. Berling stated that the prevailing wage law would affect the project if it were put off or the contractor could be subject to paying prevailing wage if the contractor went overtime and this is something that they wish to avoid. Mr. Berling further stated that the possibility of setting a turnkey price was not an option on this type of construction. Mr. Meier asked about the existence of a performance bond. Mr. Berling said that there is a 100% performance bond. Broome Paving would be liable for any costs of labor and materials used that were not officially authorized by Mr. Berling. Mr. Berling further stated that $44,500 in donations have been received. He says that there will be some additional costs such as interest on borrowed money or overruns on estimated quantities for roadway repairs. Monthly reports will be submitted identifying progress and costs to date and comparing actual costs to projected costs. If there is a cost overrun on the project, each of the contributors will be asked to share in these costs proportionate to their original contribution. He will hold a meeting of the contributors soon to make them aware of the situation. (See Attached Handout) Motion to accept the recommendation of Jim Berling that Broome Paving be awarded the contract in the amount of $956,494.83 to widen Thomas More Parkway and that Jim Berling be named project manager was made by Beverly Draud and seconded by Ralph Laird. Motion Yes 4 No 1 Absent 1 Vote Call
I-71 Corridor Study - Mrs. Draud reported that after careful review of the OKI I-71 Corridor Transportation Study alternatives, the Public Works Committee of Crestview Hills decided to formally endorse three of the alternatives and vigorously oppose one alternative. The committee recommends that OKI continue work on these three options as the "Locally Preferred Alternative" strategy for the I-71 Corridor. First, we favor the Transportation System Management (TSM) alternative because it can be implemented in a timely fashion with a modest amount of funding and be immediately effective. Second, we support further research on the Light Rail Transit (LRT) alternative because it would transport larger numbers of individuals with the maximum energy efficiency and minimum air pollution. The LRT alternative should also be a major benefit to the Northern Kentucky & Greater Cincinnati International Airport and the downtown area. Third, we support further research on the High Occupancy Vehicle (HOV) alternative but we prefer that I-71 traffic is not diverted along I-275 and I-471. We vigorously oppose the Highway Widening alternative that reroutes I-71 traffic along I-275 and I-471. This alternative is contrary to energy efficiency and air pollution goals because it increases total vehicular miles traveled by 7 miles. Currently the volume of traffic on I-275 and I-471 is near or over capacity. On I-471, in particular there is a huge, yet growing number of cars that come from eastern Hamilton County to downtown Cincinnati via I-471. To reroute more traffic from the I-75/I-71 corridor would create a daily traffic jam. From a safety point of view, rerouting traffic onto I-275 and I-471 is a major risk. The exit ramp from I-275 eastbound to I-471 northbound is also only one lane and enters the express lane. Both of these ramps are a major safety hazard that will surely create multiple accidents. If large trucks are also diverted along I-275 & I-471 there will be a significant increase in accidents, far more than are currently experienced on the I-75/I-71 route. Mrs. Draud pointed out that traffic merging at I-275 & I-75 also creates a hazard because of converging lanes. Motion was made by Beverly Draud to recommend that the above recommendations be submitted in writing to the OKI I-71 Oversight Committee at its next meeting on March 29, 1996. Motion seconded by Joe Maloney. Motion Yes 5 No 0 Absent 1 NEW BUSINESS Arbor Day - Mayor Ries declared April 5 as Arbor Day in Crestview Hills and the month of April as Earth Month. In honor of Arbor Day the city will announce in the April newsletter that 18" potted pine trees are available at the city building free of charge while supply lasts. Mayor Ries appointed Peggy Sensel, Tom Bernard, and Jim Connelly to the Tree Board Advisory Committee. Fiscal Agent - Kevin Celarek announced that in order to receive federal disaster funds the city is required by FEMA to appoint a fiscal agent. Mr. Celarek asked that council appoint him as that agent. Motion made to appoint Kevin Celarek as fiscal agent was made by Joe Maloney and seconded by Ralph Laird.
Yes 5 No 0 Absent 1 New City Parking Ordinance - The city parking lot has been used by Applebee’s patrons during city operating hours and evening hours through the week. This interferes with city business and meetings that are held in the evening. Council considered setting a fine and establishing a tow away zone. Mr. Wehrman informed council that when a traffic fine is levied, that money is sent to and held by the Fiscal Court instead of allowing the city to benefit. If a charge is enacted, it must be in the form of a civil penalty and be collected by the city at the city building. The city has the legal right to put up a sign saying that a fine will be charged and that vehicles will be towed at owners expense. Council decided upon a $25 civil penalty and to place signs in the parking lot. Ordinance 1996-3-2 shall be prepared by Mr. Wehrman. Mr. Wehrman asked that this be considered a first reading of that ordinance. Cable Board Cluster Representative - Mayor Ries asked that Council appoint Bob Pitts as the cluster representative to the Boone/Kenton Cable Board. A suggestion was made by Mr. Laird that Mrs. Sensel would be an excellent representative since she has been the Cable Board Representative and has prior knowledge. It was thought by some of council that an elected member could not serve. Mr. Laird said that an elected member could serve, though the 3 year turnover had been a problem in the past (council members serve 3 years). It had been encouraged but not manditory that a citizen serve. Mr. Celarek reported that he had approached Bob Pitts to see if he would be willing to serve. Mr. Pitts said that he would. Motion to accept the nomination of Bob Pitts as cluster representative to the Boone/Kenton Cable Board was made by Peggy Sensel and seconded by Beverly Draud. Motion Yes 5 No 0 Absent 1 COMMITTEE REPORTS Public Relations - Mr. Celarek reported that a newsletter will be put out April 1st. Council is asked to get in touch with the office a week in advance if you have anything you wish to see in the newsletter. Public Works - Mrs. Sensel inquired whether the city will be accepting bids for grass cutting on the west side of Dixie Highway. Mr. Celarek stated that he will be presenting possible solutions at the next meeting. Mrs. Sensel inquired whether the catch basin problem had been solved on the south side of Dixie Highway. Mr. Berling reported that the problem was caused by a wet weather spring. He must go in to replace a pipe in the area soon. At that time he will tap the spring. Mr. Maloney stated that the storm sewer drain at Woodspoint and Winding Way was still clogged with limbs and debris. The runoff water had come close to flooding the road during heavy rains. The water also freezes. Mr. Berling said that he would take care of the problem next week. Finance - Mr. Laird reported that the committee had met regarding the current proposed software package. The package contains general ledger, budget, property tax, and payables modules. The committee was split 50/50 on whether to purchase the package. For this reason the committee decided to bring the matter to council and let council decide the issue. Mr. Laird stated that the package would cost $12,500. Mr. Laird, having dealt with large companies in his capacity as a businessman, felt that the package is yesterday’s technology because it is DOS based. Mr. Laird stated further that he does, however, think that something needs to be done to make the office function as a modern office. The current financial operation involves the use of several different operations involving the transfer of numbers manually. This makes for more possibility of mistakes. The purchase would also cut down man hours in the office. This will free the clerk to devote time to other duties. Mr. Meier stated that he was in favor of purchasing the package. The committee has been discussing this for three years hoping that technology would improve and that the price would go down. This has not happened. Mr. Meier further stated that the city could wait for another two or three years and the technology still would not be available for this type of program. At this time six other area cities are purchasing the same program in a joint effort to keep cost down. That number of cities with the same programs would provide a support base. The package does not include a Payroll or a Net Profits module. Mr. Celarek stated that since the city is considering negotiating with the County and the possibility exists that the city would contract with the county for collection, it would not be in the city’s best interest to purchase those two modules at this time. Mr. Meier pointed out that the cost would be $4,000 at a later date versus $2,000 if the business tax modules were included at this time. Mr. Celarek’s research indicated that the cities of Blue Ash, Wyoming, and Woodlawn, Ohio use this program and are satisfied with it. Mr. Celarek reported that it would be necessary to upgrade the present computer system at a cost of approximately $1,000 for a total of $13,250 for the entire project. Mr. Maloney asked if the city should not go ahead and purchase now to take advantage of the cost savings. Mr. Meier and Mr. Laird both agreed that it would not be in the best interest of the city to purchase the Payroll and Net Profits modules at this time. Motion was made to purchase the software program from Creative Micro Systems, Inc. in corroboration with the other six cities - (Independence, Edgewood, Taylor Mill, Ft. Wright, Ft. Mitchell, and Villa Hills). The business tax modules are not to be purchased at this time. Motion made by Mr. Maloney and seconded by Mr. Meier. Motion Yes 4 No 0 Pass 1 Absent 1 Vote Call
Police Authority - Mr. Meier reported that the Crestview Hills/Lakeside Park Police Authority had returned $15,000, money left over from the 1995 budget, to the City of Crestview Hills. Mr. Meier reported that the tornado warning unit that is located in the office park was out of operation. Experts have been called to replace some parts. ADJOURNMENT Motion made to adjourn the meeting made by Mr. Laird seconded by Mrs. Draud. Motion Yes 5 No 0 Absent 1 Respectfully Submitted: _______________________ Judy Cox (secretary) Approval:
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