April 14, 2015

4:30 PM







Mayor Mary Schneider called the meeting to order.




Attorney Singler conducted the roll call.  A quorum of the Commission was present.


Present:                 Mary Schneider, Mayor

Earl Hubbuch, Commissioner


Lois Wagner, Commissioner

Rusty Wells, Commissioner


Others              John Singler, City Attorney

Present:  Faye Tanner, Recording Secretary

The Pledge of Allegiance was led by Mayor Schneider.




There were no guests in attendance who wished to speak to the Commission.




Commissioner Jackson made the motion to approve the minutes of the March 24, 2015 regular meeting of the Commission.  His motion was seconded by Commissioner Wells; motion carried.


TREASURER’S REPORT – Treasurer Bennett


No Treasurer’s Report.




No Business Items.


ATTORNEY’S REPORT – Attorney Singler


Attorney Singler reported on the 2014 tax liens that will soon be filed.


Attorney Singler reported that City Barbeque will be coming to the City for approval to construct a restaurant at 329 Whittington Parkway.  He distributed a draft of a Municipal Order to be adopted in the event the Commission approves this plan.  The Municipal Order would approve the Detailed District Development Plan and Binding Elements for this property.


There was discussion of an electronics and physical data back-up policy for the City in case of a disaster.  This will be discussed further with adoption of a policy at a future meeting of the Commission.


CITY ENGINEER’S REPORT – Engineer Crumpton


No Report.




C.A.O. Leidgen reported he received a reply to his recent communication to the Mormon Church in which they requested more information regarding the plan for landscaping around the proposed entrance sign on Hurstbourne Lane at Linn Station Road.  Mr. Leidgen has again responded to them, and since this matter has been going on for a number of months he has asked for an immediate answer to Hurstbourne’s request.


Since the next Hurstbourne Herald is to be distributed in May, C.A.O. Leidgen asked for articles from the Commissioners to be included in that edition.


Mr. Leidgen distributed a rough draft of the 2015-2016 City budget with many areas still to be determined.  This draft included audited figures from the last three years and the projected final figures for the 2014-15 budget.  He asked the Commissioners to be working on the budgets for their individual departments and to present those numbers to him as soon as possible.


Mr. Leidgen reported on the grounds maintenance and electrical inspection performed at the new City Hall property.


Attorney Singler and C.A.O. Leidgen will follow up on the status of the sound barrier wall.


There have been 540 residents to date who have signed up for the Reach Alert program.  This will be tested by sending out the first notice regarding the Junk Pickup Day on April 25.



MAYOR’S REPORT – Mayor Schneider


Mayor Schneider distributed a draft of an article for the next newsletter pertaining to the recent tour she and Commissioner Wells made of the Rumpke Recycling Center in Cincinnati.


PUBLIC WORKS REPORT – Commissioner Wells


Commissioner Wells presented the three bids that were received for irrigation materials for Phase I and Phase II of the irrigation project.  The bids were: John Deere Landscaping $34,493, Wolf Creek Company $37,372 and Kenney Outdoor Solutions $36,842.  After a discussion, Commissioner Wells made the motion to accept the low bid pricing of $34,493 from John Deere for the specified materials required for irrigation projects Phase I and Phase II while authorizing the purchase of materials at this time for the Phase I project.  His motion was seconded by Commissioner Jackson; motion carried.


Commissioner Wells will be meeting with Engineer Chris Crumpton to look over the condition of the streets in order to bid out the next resurfacing project.


Some of the contracts for contractors used by the city will soon be up for renewal.  Commissioner Wells will be working on those specifications using November 1 as the expiration date.


Junk pickup day is April 25.


The City horticulturist has made recommendations for improvements in the landscaping at the new City Hall building.  There was discussion about measures that must be taken to make the new building ADA compliant.  Engineer Crumpton will be asked to research this.


PUBLIC SAFETY REPORT – Commissioner Hubbuch


No report.




Commissioner Jackson asked C.A.O. Leidgen to examine the lease on the current City Hall building to make sure everything is done to insure that all notices are properly given.


Since the new building will have space to lease, Commissioner Jackson asked who the Commission would like to use as a leasing agent.  After discussion, Commissioner Jackson said he would research various agents, including their rates, and report back to the Commission.


Commissioner Jackson asked Commissioner Wells if the small lights at the entrance at Oxmoor Woods and Lyndon Lane could be switched to the large lights which the city has recently had refurbished.  Commissioner Wells will look into this.


Commissioner Wells thought it might be better to move the picnic to late summer on a day and time that would be most convenient for residents.  This will be discussed further at another Commission meeting.


Commissioner Jackson asked if the Commission should look into the current personnel procedures, including a review process that includes Commission expectations of City employees and what employees expect of the Commission. He also mentioned the inclusion of annual evaluations.  The Commission will receive a copy of Personnel Ordinance No. 11-11 a/k/a Chapter 37 of the Codified City Ordinances. After further review, the Ordinance will be discussed at a later meeting.


To a question from Commissioner Jackson, Attorney Singler brought the Commission up-to-date on the status of the homes which have been given notice regarding insufficient landscaping.




To a question from Commissioner Wagner, Attorney Singler stated that security deposits for the new building should be placed in a separate bank account.


The current sanitation contract expires June 30, and Commissioner Wagner and Attorney Singler are working on the specifications for bidding for the new contract.








At 6:10 p.m. Commissioner Hubbuch made the motion to adjourn.  His motion was seconded by Commissioner Jackson; Motion carried.