Bishop releases Greenfield city manager's report for 2011

Greenfield City Manager Betty Bishop has released the city manager's yearly report for 2011, noting accomplishments of the village and its employees. 

The 35-page reported, which encompasses information from the city administration, police department, finances, ongoing village projects, and more, was presented last week to the Greenfield Village Council. Bishop encouraged area residents to read the report. 

Bishop concluded the report by saying, "The future of this community looks a lot brighter today than it did a year ago." 

The following is the report in its entirity: 

VILLAGE OF GREENFIELD, OHIO

CITY MANAGERS 2011 YEARLY REPORT

January 17, 2012  

Greenfield 2011: What a year!  There have been many good things happen and we have had some catastrophic weather conditions causing extra expenses you as citizens have incurred and also expenses for which the village government did not plan.  Like you we have to balance our budget and we as village employees vow to you we have done our very best this past year and will continue to plan and work to the best of our ability. 

First of all I want to thank God for giving each of us the abilities we have, secondly I want to thank you as citizens for providing the resources that allow the work to be done, and thirdly I want to thank each employee of the village of Greenfield for giving their all. 

Throughout this report you will see the many good things that have happened but I am going to start off with three barriers we have had to overcome as a community in 2011;  the hail storm, the flood waters, and financial transitions. 

      In awe we watched out our windows at the large hail stones bouncing in our yards and up on our streets later to find out they were doing extreme damage to our homes, our vehicles, and our places of business.  Storm chasers from over a hundred mile radius converged upon our community looking for work and the roofs of hundreds of homes were repaired or replaced.  These were catastrophic losses for our insurance industry.  Most of you know many years ago our city leaders initiated a requirement for every contractor to register with the city to do work in the community.  Contractors do not like this legislation but I want to make you aware that this protects many citizens and we witnessed this several times over this last year.  Over 100 permits were issued, (double over previous years) inspections were made by the Ross County Building Department and investigations were done by the Greenfield Police Department. 

      In the mid night hours of May 9/10^th a severe storm occurred.  By the time most of us woke up you could barely see any damage occurred but to many residents, business people, and public service workers the night was a nightmare.  Local business people and your village government are still working through disasters that occurred that night.  Some have reported 3.2 inches of rain within a 45 minute period that night.  That is not official but we do know heavy rains came down quickly, causing a dyke to break in a pond sending a lot of water through this town, several trees fell and a lot of limbs came down, people had to be evacuated out of their homes and their cars, storm sewers collapsed, basements were flooded, and a lot of storm damage occurred all over the community.  Local crews were called out, crews from neighboring Hillsboro were called in to help, local  business men came with heavy equipment when called, and most of you were able to drive safely on our streets the following morning.  

      There is one thing constant in the finance department and that is change.  Every day changes with paying of different bills, working on different reports, meeting payroll obligations, keeping everything recorded, and keeping everything in order for the operations and  protection of the community and it’s citizens.  2011 saw major changes in the finance department and along with that comes major challenges.  Finance Director Karen Daniels resigned on May 15.  We want to publicly thank Karen for her years with the city and the work she did in the finance department.  Upon recommendations from Karen earlier in the year council voted to upgrade and change the finance software programs in the Finance office, income tax office, and the water/sewer office.  We knew we had a big job before us to start with but now our job was enormous.  I had worked with Roberta Karnes on finances in the late 90’s and knew what a vast knowledge she had of city operations and also knew how thorough she was in her work.  I also knew Carolyn Snodgrass and Becky Stuckey and how efficiently they ran the water/sewer office and also how easily it is for Carolyn to learn new procedures.  I had only worked with Margaret Mobley a year and a half but I quickly came to appreciate her knowledge and work ethic.  On several occasions in past years Roberta and Carolyn have stepped forward and helped in like situations.  We were scheduled to start training on the new finance system on May 19.  Our administrative team decided to stay in house if possible.  Carolyn and Roberta immediately recommended Margaret be appointed the leader going through the training and they would work as support and guide us all through the transition.  Margaret agreed but told us up front she would probably ask to return to Income Tax. We took the recommendation to council the following Tuesday replacing one and adding an employee in the finance office and replacing one in the water/sewer office.

      We knew going in we had to keep dual files.  What we did not expect was the computer crashing on one of the systems not only once but three times.  At the time of the first crash we immediately assigned Roberta to keep a manual set of books throughout the entire conversion now using three files.  We have had a lot of extra work to do over the last 7 months but we felt the citizens of Greenfield deserved to have the assurance we could give, knowing all is well with the finances in the finance department.  We also called the State Auditors Office and they came in and did what they called an “agreed upon procedure” to make sure bottom line finances were ok.  Shortly after the conversion was finished Margaret moved back to the Income tax office and we interviewed for the Finance director position.  We had four applicants: two from inside and two from outside.  All four were worthy candidates.  Carolyn Snodgrass was chosen as the Finance Director. We are in a new year now and on the new system so things should get easier in the near future.  

**************************************

Our work force is comprised of: 

        3  Waste Water Treatment

        2 ½   Water Treatment (plus 1 part time)

       1 ½   Meter Department

        2  Street (plus 1 contract)

        1  Cemetery (plus 1 contract)

       1  Water Office (plus 1 contract)

        1   Income Tax Office

        2  Finance Office

        1  Administrative Office

      12  Police Department

            1 chief

            3 Sergeants

            5 Patrolmen

            3 dispatchers

        1 Public Service Director

        1 City manager

  29 total (plus 3 contract and 1 part time) 

We also utilize community service workers, jobs and family service workers, and workers from other agencies as available.   

**************************************

      The following reports were given to me by the lead person in each department and this will give you an idea of how each department works and what their duties are.  The itemized list of accomplishments that the administrative staff has prepared enhances all the hard work of the Greenfield Village work force.     

**************************************

Greenfield Income Tax Bureau

2011 Year End Report

Income Tax Administrator

JANUARY 4, 2012 

      ANNUAL REPORT OF CITY INCOME TAXES COLLECTED FOR TAX YEARS 2010 AND 2011: 

                        2010      2011  

WITHHOLDING:      $  847,435.43         $  914,624.12 

BUSINESS:       $    71,543.63         $    60,161.49 

INDIVIDUALS:      $  124,000.09         $  115,495.75 

TOTAL:       $1,042,979.15         $1,090,281.36 

•  
  •  
    •  
      •  
        •  
          •       Respectfully submitted, 

•                                     _____________________________

•                                     Margaret Mobley

•                                     Tax administrator 
  

•       ************************************** 
   
  

Greenfield Water Department

Plant Operation and Distribution Maintenance

Greenfield Year end of 2011 
 

Leaks and water digs:  72

Fire Hydrant replacement: 6

New hydrant installation: 12

Over 1,500 OUPS locate requests. 

Important Projects:

Well # 2 rehab redrill

North & North Eighth Street water main replacement and paving.

New energy efficient lighting installed at water pumping station.

Assist with 24” storm sewer replacement at south 4^th and Mckell.

Gis mapping of water system continued from 2010 and ongoing.

Mausoleum at cemetery.

Assisted in planting 52 trees throughout the community. 

Major Purchases:

We struck a deal with Stevens’s hardware and traded a small tractor and a zero turn mower for a brand new Zero turn commercial Bushog mower.

We made another deal trading off our old unused dump truck to Bingers’ Auto and truck sales for a newer but used full sized utility truck.

We have purchased several pieces of Safety equipment including Safety Harness, Traffic cones and Traffic control devices, Safety Vests, Hard hats, Portable gas detector and a Chlorine leak alarm and detection equipment. 

Annual Contracts’ and memberships: 

Corpro:  for inspections of water tower and cathodic protection conditions.

Ohio EPA license to operate

Ohio Utility Protection services: Call before you dig notifications.

American Water Works Association: Management and operational assistance

Ohio Rural Water Association:  Management and operational assistance 

Telemetry controls for the pump station operations has been an ongoing problem this year resulting in low pressure on several occasions, water main breaks, and even a boil advisory to be issued for the entire town. Early in 2012 we hope to replace the 40 yr. old system and have a full upgrade to our operations. During our annual well field evaluation, we concluded that well number two had collapsed. Contracting with H.D. Water we were able to redevelop this well and get this high performance well back online. We assisted the street department on several storm sewer issues including evaluation needs for Hearth and Care Rehab center, and the replacement of a 24” storm sewer at S. 4^th and Mckell Ave. We also assisted on many occasions with street repairs and patching including our own water digs.  With grant assistance through the Ohio Public Works Commission, a water main project that replaced several feet of old undersized waterlines with a new 6” plastic main, services and installed new fire Hydrants to improve protection throughout the area. In addition to that project we received new asphalt in this area stretching ten city blocks of streets. We resolved an issue in the township area of an uncovered well and possible cross connection with the public water supply. Along with the water main project we were able to abandon over one thousand feet of old two inch water main in the Hillcrest area. We installed an antenna on top of City hall to improve radio communication for the police department. Flooding issues Easter weekend resulted in using a Boat and Canoe to reset and repair electrical issues on all the wells in order to get water to the residents. A new motor installed and electric service repairs were made to well no. 8. Well no. 5 was refitted with motor starter and rewiring. During a storm we were repairing a water main that DP&L drilled through while repairing an electric pole. A large water main at Smith and MacArthur destroyed the asphalt in the entire intersection. A Water main on North Washington resulted in production disruption at RR Donnelly publishing. 

A water main break in the 400 block of pine during the hydrant flush this spring. A water main break on Franklin drive that was over 7’ deep destroyed a concrete driveway and created a large mess in the area.  The concrete repair was done by Detwiller masonry.  Due to traffic and safety concerns water crews replaced a hydrant working third shift in the center of town. A fire hydrant hit by a car in front of Johnson Controls blew off of the line during repairs resulting in an estimated 150,000 gallons lost. A very large excavation was made on Janice Street this summer to repair a 2” water main feeding Sunshine drive. The line was over 11’ deep.  Damage was caused to a 6” waterline on 2^nd street while the home owner was attempting to replace a sewer line. Due to neglect of owner responsibilities, Village crews also replaced the sewer line for the resident and charged the homeowner/landlord for the cost of performing these repairs. The water department has also worked with the administration on economic development research and will continue on with that throughout 2012. The addition of Charles Davis to the Water department team has assisted greatly in resolving issues and reducing the work load on fellow employees. The addition of a good employ is always a highlight of accomplishments. 

Respectfully submitted,

Nathan Campbell,

John Hilliard, & Tim Beach  

•                   ************************************** 
  

•  
  •      Greenfield Wastewater Treatment Plant

•  
  •  
    •       2011 Yearly Review 
      

Collection

Manhole project completed 

Sewer calls (57) Ran sewer jet (18), Ran cable cutter (8)

Sanitary sewer overflows (11)

Applied copper sulfate (3)

Laterals inspected (6) 

Hillsboro service dept, used camera at South St. and Forth St. locations.

Tele-Vac cleaned and used camera at both locations. Provided CD 

Assisted water dept. (12)

Assisted street dept. (17)

Assisted with stocking pond at park 

Lift Station:

Guardrail in place

Installed auto dialer

Pump A 1852.8 hrs. Daily average 5.1 hrs.

Pump B 2461.78 hrs. Daily average 6.7 hrs.

Diesel pump 190.5 hrs. Daily average 0.5 hrs. Exercised (5)

Cleaned (3) 

WWTP

Phase I completed

Phase II started

Vent fan motors replace press room and sludge return room.

Replaced old dump truck with old street dept. dump.

Belt press conveyor motor rebuilt, rewired supply

Security system completed

Relocated influent sampler location

Repaired bar screen rake

New trailer for UV light storage

Cleared grounds around stone quarry and 30 inch pipe 

OEPA violations

6 Plant By-passes

2 Monthly concentration, total solids (ts) and nitrogen ammonia (NH3n)

4 Weekly concentration,  ts, NH3n, total phosphorus and CBOD

2 Daily, dissolved oxygen

5 Monthly loading, ts (3) CBOD (2)

2 Weekly loading, ts

1 fecal

Almost all violations were caused by the 6 by-passes due to heavy rainfall as the plant design is 1.6 mgd and the flows during these by-pass events exceeded 5-10 mgd. 

2011 Summery

    2011 brought many challenges here at the treatment plant and with the collection system. The significant amount of record breaking rainfall we had during 2011 caused us to have multiple violations, plant by-passes (tank overflow) and several sanitary sewer overflows (SSO) and also caused some equipment damage (bar screen) We currently are experiencing problems with the aeration pumps (Flygt) as Mass Transfer Systems (MTS) and the Flygt company cannot come to an agreement on the cause of the issues we are having. We are currently using 1 aeration basin at this time to limit the damage to the pumps. The size of sump areas in the aeration tanks had to be enlarged to allow more flow to the suction of the pump (Downing). But the problem is still with us.

    Phase I has been signed off on and phase II is currently underway. Having had Tele-Vac clean the tanks scheduled for demo and dumping it contents into an empty aerobic digester tank has created it own problems as the sludge is loaded with trash and other debris from years of neglect.

    One can only hope that 2012 brings us a better operational environment.  

Prepared by: Jim McCoy- Chief Operator, Chuck Duff-class I operator, Jim Faulconer-laborer. 
 

************************************* 
 
 
 

STREET DEPARTMENT 2011 YEAR END REPORT 

      In January of 2011 we started the year by finishing the leaf pick up and taking down of Christmas decorations. We then started working in the shop redoing the sign storage area and building 20 new barricades. We also continued salting and plowing the city streets as the snow fell. 

      February brought much of the same work along with starting of patching alleys with grindings and streets with cold mix. 

      In March we purchased a much needed, new 2011 International WorkStar 7400 Dump/Plow/Salt truck. We continued to patch holes and take care of streets and started repairing catch basins around town. 

      April, May, June and July of 2011 brought much storm sewer work with the collapse of a system on 4^th and McKell, and the overflows at Hearth & Care. Along with working on these systems we started helping at the cemetery taking marble down in the Mausoleum and the disinterment of those resting in there. We also put up the new Johnny Paycheck signs and hung the new Greenfield banners. We also started replacing stop signs around town to meet the new minimum Retroreflectivity standards. 

      With summer in full we started patching the streets with hot mix. Worked on all of our mowing, weed eating, and bush hogging, both around town and on the rail road. We installed a barricade on the rail road crossing on Second St. that need closed off. We also worked on the clean up of yards around town. In July we had the set up and tear down of the Greene Countrie Towne Festival.  

      August, September and October continued to bring work with the painting of crosswalks around the school and on S. Washington St. The set up and tare down of the first Oktoberfest. We saw the paving of St. Rt. 41 and 753 through town with the state and Cox Paving. 

      In November we had Gradco Paving come in and pave 6^th St. from Jefferson to McKell. We also started picking up leaves and finished them in December. We also put up the Christmas decorations and oversaw the Cross Buck project on the rail road. 

      We helped other department through out the year totaling 55 times. 

      Water and Sewer  = 22

      Cemetery  = 33 
 

Submitted by Tate Wagner and Justin Brewer 
 

                  *************************************

Greenfield Police Department

TIMOTHY W. HESTER, Chief of Police

300 Jefferson Street * Greenfield, Ohio 45123

Phone (937) 981-7777 * Fax (937) 981-5400 * Emergency 911 

January 10, 2012

Re:  2011 Annual Police Department Report 

      It is time again to report to you on the activities and efforts of the police department in addressing and suppressing crime in our community.  The year was very busy for us and we tried to adapt our strategies to tackle some large and serious issues.  We became more collaborative with other law enforcement agencies and successfully made a major impact on the local drug problem that is plaguing communities everywhere.  By joining forces, we were able to reach across our corporation limits and pursue offenders that were feeding drugs into our town.  We also were able to utilize resources and manpower that we normally would not have.  We also worked hard on addressing the theft issue, which goes hand in hand with the drug problem.  Because of obstacles like overcrowded jails and changes made by the General Assembly that lessened punishments on theft crimes, we had mixed results on that issue.  The following is a narrative description of the yearly statistics of the department.

      Overall, the number of service calls to the department rose 13% from the previous year to 8213, while the number of actual criminal offenses declined 24%, to 1084.  Traffic crashes also dropped to 147, a 24% decline.

      Most violent crimes in the town decreased.  Assaults dropped by one third from the previous year and reported rapes dropped 75%.  The number of robberies increased by two over last year for a total of seven.  Although the total amount of property stolen decreased by 12%, the number of individual petty theft incidents rose 21%, to 319.   The number of stolen vehicles also rose by ten to a total of fifteen for the year.  This is a more average number for previous years, as the number reported in 2010 was unusually low.  Burglaries and break-ins dropped 13% in 2011 for a total of 91.  This would account for the decrease in the stolen property, as most the most valuable items are taken in these crimes.

      The number of arrests recorded dropped 8%, but this is due to a change in the way felony crimes are handled and not because fewer people were charged.  The prosecuting attorney’s office has directed that whenever possible, felony crimes are to be submitted to grand jury for indictment instead of charges being filed in County Court.  The indictments are then issued to the sheriff’s office for service and we have no way to track them, so they are not recorded in our system.

      Even with the increased activity and service calls, we were able to decrease overtime again this year by 18%.  Auxiliary officers volunteered a total of 921.5 man hours, a 55% increase over 2010.  240 inmates were housed in the city jail in 2011.

      2011 saw the prosecution of several major crimes, which required a great deal of investigation and resources.

       In March, the drowning death of a ten month old child resulted in the mother being charged and convicted of manslaughter and is serving seven years in prison.  Also in March, officers executed two search warrants on Mill St. and Mirabeau St. based on reported drug activity.  Several persons were charged and convicted of various crimes.

      In April and again in August, a task force consisting of numerous law enforcement agencies concluded months of work and indicted nineteen individuals in a heroin trafficking ring that centered around the Greenfield area.  Our officers contributed countless hours in this investigation, which was one of the most successful operations we have had.  All of the defendants were prosecuted for felony offenses and several sentenced to many years in prison.

      In July, officers served a search warrant in the 600 blk. of N. Fourth St. and seized a sizable amount of crack cocaine.  The case was developed after an investigation of complaints for drug activity at the home.  The suspect was indicted and the case is still in court.

      Also in August, a 22 yr. old man was arrested after he robbed a local Flagway.  He was convicted and sentenced to four years in prison.

      In September, a 16 yr. old male used a tack to injure the hand of twenty-seven members of the McClain High School football team at the conclusion of a game.  All twenty-seven victims were interviewed and the 16 yr. old was prosecuted for assault in a case that drew nation-wide attention.

      Another drug bust was conducted in September after a search warrant was served at a home on S. Seventh St.  Four people were arrested, including two from Dayton, and charged with trafficking and possession of heroin.  Their cases are still pending in court.

      Also in September the police department was called upon to assist in providing security at the Highland County Fair.  Thanks to the cooperation of all the agencies involved, the fair went smoothly and the officers and department were complimented for their efforts.

      In October the department investigated a report of a lady being robbed at 200 N. Eleventh St. in a parking lot.  After an investigation, a 25 yr. old man was charged and convicted of aggravated robbery and sentenced to five years in prison.

      In November a man was arrested after he was found by an officer destroying a central air conditioner unit to obtain the copper from it.  This individual is believed to be responsible for a rash of several other similar incidents causing tens of thousands of dollars in damages, and the case is still pending in the courts.

      Thanks to very generous donations from local individuals and businesses, the department added two canine units to the force in 2011.  Dexi, a Dutch shepherd, is assigned to Patrolman Jason Havens and Sando, a Belgian malinois, is partnered with Patrolman Jim Leeth.  Both dogs and handlers completed forty hours of training in various areas including narcotics detection, tracking, and patrol work.  They have already had a significant impact on the discovery of drugs during traffic stops and suspect apprehension.

      The Greenfield and Hillsboro Police Departments formed a joint Special Response Team in 2011.  The purpose of the unit is to carry out police operations in dangerous situations such as hostage or barricaded subjects, mass assaults, and high risk search warrants.  The departments share resources and manpower and the officers on the team train frequently for their duties.  The unit has developed into a professional and disciplined group with precise manner and function.  The utilization of this team increases safety for not only the officers, but for the public and everyone involved.

      We will continue working in 2012 to do our best to make the lives of our citizens better and Greenfield a safer place.

                                                      Respectfully, 

                                                      Chief Tim Hester 

Type of Crime

2007

2008

2009

2010

2011

10 to 11

Assault

61

53

27

51

34

-33%

Burglary/B&E

93

66

108

105

91

-13%

Rape

1

7

3

4

1

-75%

Robbery

6

5

9

5

7

40%

Theft

336

326

291

263

319

21%

Theft of Vehicles

28

15

27

5

15

200%

Serious Crime Index

525

472

465

433

467

8%

Incidents

Traffic crashes

203

189

189

194

147

-24%

Offenses reported

1683

1228

823

1433

1084

-24%

Criminal arrests

1139

924

700

952

873

-8%

Service calls

8498

7927

5618

7250

8213

13%

Value of Property

2007

2008

2009

2010

2011

10 to 11

Stolen Property

$410,008

$217,378

$314,035

$291,807

$256,732

-12%

Recovered Stolen Property

$157,164

$84,310

$74,024

$94,865

$63,182

-50%

% of Property Recovered

38%

39%

24%

33%

25%

-8%

*Note: All percentages are rounded off to the nearest whole number.

POLICE DEPARTMENT 2011 YEAR END REPORT

Respectfully submitted,

Chief Tim Hester representing Sgt. Gary Schraw, Sgt. Jerome Oyer, Sgt. Kevin Little, Ptl. Jennifer Lowe, Ptl. Jason Havens,  Ptl. Jim Leeth, Ptl. Charles Mick, Dispatcher Jackie Johnson, Dispatcher Misty Breakfield and Contract Dispatcher Lynn Evans. 

•  
  • 2011 WATER AND SEWER REPORT 
    
    
                      
                                    
    2011
       
                                                    
    2010 
     
    
    
    New Wat
    er Service Taps          
          1                                                          4                                                                              
    
    New Sewer Service Tap
    s
     
             0                                                          2  
     
    
    
    Consumer Service Tickets
    
    Processed
     
                                1,373                                                    1,179
    
    Consumer Bills Processed        24,289
     
                  
                            24,487 
     
    
    
    Remote Meters Installed                 16                                                           5 
    
    
    Touch Read Meters
    
    Installed/Replaced              16              41
          (Total in System 831)                    (Total in System 815)           
    
    
    
    Meters Replaced                             25                                                         21 
    
    
    Consumer Water Gallons
    
    Billed                           106,978,000                                     108,716,000 
    
    
    Consumer Sewer Gallons
    
    Billed                           102,838,000                                     104,647,000 
    
     
  •  
  •  
  • 
          COLLECTIONS
     
  •  
  • 
    Water                                 $    606,665.99                                     $ 582,301.30  
    
    Misc. Water                                 7,526.78                                            9,276.44
     
  • 
    Water Total                       $    614,192.77                                     $  591,577.74  
     
  • 
    Sewer                               $  1,143,376.68                                    $ 1,116,028.80
    
    Misc. Sewer                                7,474.63                                              7,577.50
    
    Sewer Total                      $   1,150,851.31                                 $  1,123,606.30
     
  •  
  • 
    GRAND TOTAL          $   1,765,044.08                                     $ 1,715,184.04
     
  •  
  •  
  •  
  •       
                               2011                                                    2010
    
                                              
     
  • 
    Delinquent Finals
    
    (Assessed)                         18,670.85                                               13,174.9
     
  • 
    Increased Water and Sewer rates in January
    
    Prepared and Mailed EPA Mandated Consumer Confidence Reports
    
    Completed Annual Backflow Prevention Notification and Monitoring
     
  •  
  • 
    Water Pumped
     
  • 
                                    2011                                              2010                               January                  14,192,000                                   16,756.000
    
    February               12,128,000                                   14,950,000                            March                    11,270,000                                   14,200,000
    
    April                      15,253,000                                   14,705,000
    
    May                       14,811,000                                   18,022,000
    
    June                       15,529,000                                   20,049,000
    
    July                        12,533,000                                   18,987,000
    
    August                   14,772,000                                   19,700,000
    
    September              14,874,000                                   20,540,000                                        
    
    October                   14,772,000                                   15,600,000
    
    November               14,772,000                                   14,303,000
    
    December               14,874,000                                   13,733,000
     
  • 
    Gallons Pumped   169,780,000                                 201,545,000    
     
  •  
  •  
  • 
    Discharge Flow – Wastewater Treatment Plant
     
  • 
                                    2011                                            2010
    
    January                20,207,000                                 25,944,000
    
    February              39,434,000                                 25,884,000
    
    March                  44,365,000                                 45,266,000
    
    April                    68,561,000                                 21,888,000
    
    May                     56,526,000                                 33,639,000
    
    June                     19,398,000                                 34,788,000
    
    July                     18,410,000                                 20,338,000
    
    August                15,541,000                                 15,541,000
    
    September          16,745,000                                 10,803,000
    
    October             22,250,000                                 10,412,000
    
    November            22,250,000                                 18,321,000
    
    December            46,685,000                                 19,565,000
     
  • 
    Total Gallons     390,372,000                               282,389,000
     
  •  
  • 
    Respectfully submitted by:
    
    Rebecca Stuckey, Finance Clerk                            
     
  •                   
    **************************************
     
  •  
  •  
  •  
  •  
  •  
  •  
  • 
    YEAR END REPORT 2011
    
    PUBLIC SERVICE DIRECTOR
     
  •  
  •  
  • 
    Water Dept.
     
  • 
    1. North/N 8^th Water main replacement project, funding was by a OPWC Loan/Grant, Permit to install was applied for and received from OEPA, project was advertised for bids and a contract awarded to Distel Construction of Portsmouth Ohio
     
  • 
    2. Worked on obviate formal bidding process for repairs to Well #2
     
  • 
    Sewer Dept.
    
    1. Negotiated completion of WWTP Phase 1 project with Woolpert & Downing Construction
    
    2. Manhole project completed
    
    3. WWTP Phase 2 project, awarded funding for project OWDA loan CDBG grant, advertised for bids Peterson Construction Company of Wapakoneta Ohio was awarded contract.
    
    4. PSI of Columbus Ohio was contracted to perform soil and concrete testing for the WWTP Phase 2 project
    
    5. Put together plan of action for wastewater overflows with Woolpert as required by the OEPA
    
    6. Put together storm water pollution plan update with Woolpert as required by the OEPA
    
    7. Working with plug smart and solar vision to install solar panels at the WWTP
    
    8. Foill Construction repaired two manholes on 30”line on WWTP SIDE OF Paint Creek
    
    9. Requested permission from USACOE to tie parallel piping in to there pump station at the WWTP
    
    10. Prepared Quarterly reports for OWDA planning loans
    
    11. Attended construction meetings
     
  • 
    Street Dept.
    
    1. Entered in to co-op agreement with ODOT to purchase road salt for 2011 winter season
    
    2. Received 2011 International 7400 dump truck with snow plow
    
    3. Worked with Hearth& Care on storm water drainage issues
    
    4. Worked with Horizon to install fiber optics into the hospital
    
    5. ODOT had SR. 41 (N Washington Street) and SR 138 (S7th Street) paved, Cox paving was awarded contract from ODOT
    
    6. GradeCo of Sabina Ohio paved S6th Street
    
    7. Worked with ODOT on maintenance agreement on state routes
     
  • 
    Cemetery Dept.
    
    1. Disinterment of remains from mausoleum
    
    2. Advertised for bids for the demolition of mausoleum, no contract was awarded.                3. Had trees removed
     
  • 
    Railroad
    
    1. Advertised for RFQ/RFP for inspection, maintenance, operations of railroad I&ORY was awarded contract
    
    2. Entered in to cross buck agreement with ORDC/ODOT
    
    3. Was awarded grant from ORDC for the Greenfield Rail Line Bridge Rehabilitation Project, in the amount of $235,000 with Greenfield having a match of $58,000, ORDC awarded up to $35,000 more on the project
    
    4. George Wehner was contracted to be project engineer for the cross tie project and the bridge rehabilitation project
    
    5. Railroad crosstie project advertised for bids and contract was awarded to Atlas Railroad Company
    
    6. Railroad bridge rehabilitation project advertised for bids and contract was awarded to Clayton Railroad Company
    
    7. George Wehner did study of railroad line per shipper’s request
    
    8. RelTek was contracted with to manage railroad property corridors
    
    9. Worked with Horizon and Time Warner Cable to run there utilities on railroad property
    
    10. Worked with P.U.C.O. inspector to correct violations at railroad crossings
    
    11. Seymour Excavation & Track Maintenance was contracted to install new cross buck signs and post and to brush cut along rail
    
    12. Attended railroad shippers meetings
    
    13. Attended ORDC meetings
    
    14. Attended construction meetings
    
    15. Attended ODOD meeting
    
    16. Went out on several rail inspections
    
    17. Worked with Peg Beekman on grant application for ODOD (CDBG, 629)
    
    18. Entered into agreement with P.U.C.O. to upgrade flashing light heads to 12” LED
     
  •  
  • 
    Other
    
    1. Worked with engineer & contractor on new Dollar General Store
    
    2. Worked with engineer & contractor on Lafayette Street Sidewalk project
    
    3. Sidewalk & Curb inspections
    
    4. Attended G 3 Meeting
     
  • 
    Respectfully Submitted
     
  • 
    Brian Smith
    
    Public Service Director
    
    Village of Greenfield
     
  • 
     
     
  •                   
    ***********************************
     
  •  
  • 
    2011 ANNUAL REPORT-CEMETERY DEPT
     
  • 
    There were a total of 78 funerals in 2011.  154 cornerstones were ordered and placed on grave sites.  84 cemetery lots were purchased.  18 deeds were typed and mailed to lot owners. Payments were received for opening and closings of cemetery lots and also for lot purchases.
    
    The City of Greenfield and Pioneer cemeteries were mowed and maintained.  Cleaned up Pioneer Cemetery after rock wall was completed.
    
    Repaired monuments and footers damaged by vandalism.  Filled in several lots with dirt that had depressed due to weather.
    
    Removed 42 bodies from mausoleum and reinterred.
    
    Performed routine maintenance on buildings and equipment. 
    
    Purchased new mower and leaf bagger to replace old mower.
    
    Cleaned up rocks from old cemetery that was left by the historical society
    
    Report Submitted by Jonathan Brewer and Margaret Mobley
     
  •  
  •                   
    ************************************  
     
  •  
  • 
    Community Housing Improvement Program
    
    2011 Yearly Report
     
  • 
    Our office was involved in several projects in 2011. They are as follows:
     
  • 
    FY09 CHIP – Beginning in September, 2009 – Closing Out in December, 2011
     
  • 
    Community Housing Improvement Staff:
    
    Administrator:                                        Peg Beekman
    
    Asst. Administrator/Housing Specialist:   Joel Sims
    
    Housing Specialist:                                    Mark Main
     
  • 
    The City of Greenfield was awarded a $520,000 Community Housing Improvement Program (CHIP) Grant in the fall of 2009. The CHIP provides assistance to Low & Moderate Income Households and is designed to run for 24 months, with Closeout in December, 2011. The program was up and running early in 2010, taking numerous applications for assistance with both housing and homelessness prevention issues and continued throughout 2011.
     
  • 
    Project Activity Goals,      Actual Goals Accomplished
    
    Per CHIP Grant Agreement
    
    Were: 
    •  
      • 4 Private Rehabilitations   5 Private Rehabilitations
      • 11 Home Repairs    16 Home Repairs
      • 26 Homelessness Preventions  73 Homelessness Preventions
      • 1 Habitat Assistance    1 Habitat House Assistance, Located at 714 Jefferson
  •  
  • 
    Private Rehabilitation
    
    Some of these projects were extensive, also, receiving coordinating assistance from either Highland County Community Action or USDA Rural Development.  One project would have been determined a Walk-A-Way if not for an integrated effort with other agencies.
     
  • 
    Home Repair
    
    Roofs, electric, HVAC, and plumbing were the priority within the Home Repair Program.
     
  • 
    Homelessness Prevention
    
    Due to the economy and lose of jobs within the City, the Homelessness Prevention portion of our program was hit extremely hard. This portion of our CHIP funding was expended in it entirety in 2010.
    
    .
    
    A total of $179,247.71 in Community Housing Improvement Program Funds were expended in 2011, bring the total expended for the FY09 CHIP to $520,000.
     
  • 
    FY11 CHIP – Beginning September, 2011 – Completion will be December, 2013
    
    Community Housing Improvement Staff:
    
    Administrator:                                        Peg Beekman
    
    Housing Specialist:      Joel Sims
    
    Administrative Assistant:   Melissa Sims
     
  • 
    The City of Greenfield was awarded a $520,000 Community Housing Improvement Program (CHIP) Grant. The CHIP provides assistance to Low & Moderate Income Households and is designed to run for 24 months, with Closeout in December, 2013. The program was up and running early October, taking numerous applications from LMI households for assistance with sub-standard housing issues.
     
  •  
  • 
    Project Activity Goals,      
    
    Per CHIP Grant Agreement Are:
     
    •  
      • 6 Private Rehabilitations   
      • 12 Home Repairs    
      • 2 Down Payment Assistance/Rehab  
      • 1 Habitat Assistance
  •  
  • 
    We took 21 applications for this new CHIP in 2011 and initials inspections were made on 11 of those.
     
  • 
    A total of $15,000 of the FY11 Community Housing Improvement Program’s $520,000 was expended in 2011, leaving the majority of the funds to be expended in 2012-2013.
     
  • 
    It should be noted this is the last opportunity Greenfield has to receive this type funding since dropping to Village status.  In the “eyes of the State,” Greenfield remains at “city” status until June 2012, allowing us to be funding in 2011. After June, we will no longer have the opportunity to apply for several grants, including the CHIP.  The CHIP has assisted over 260 LMI households; eliminating substandard housing conditions and 73 LMI households with Homelessness prevention in Greenfield since 1981.
     
  •  
  •  
  •  
  •  
  •  
  • 
    Prevailing Wage Coordinator
     
  • 
    We acted as Prevailing Wage Coordinators for the Village in 2011, monitoring the following projects by taking on-site Employee Interviews and reviewing/approving Certified Payrolls on the following projects:
    • Formula Project – Lafayette Street Sidewalk Project
    • Clayton Rail Line Project
    • Atlas Rail Line Project
    • N. 8^th Street Water Main Project
    • WWTP Project
  •  
  •  
  • 
    Greenfield Rail Line
     
  • 
    We have worked extensively with Betty, Brian, Representative Cliff Rosenberger, Commissioner Jeremy Shafer, Ohio Department of Development, OVRDC, ORDC, Johnson Controls, Candlelite, and Huthamaki to secure funding for rail line improvements.
     
  • 
    Grants filed for and awarded in 2011:
    • CDBG   $494,000
    • ODOT 629   $500,000
  •  
  • 
    Grants in process at end of year and hoping to be awarded in 2012:
     
    • EDA    $2,000,000 - $3,000,000
    • ARC   $250,000
  •  
  • 
    Grants applied for not receiving funding:
    • Tiger II  (assisted Brian)
    • Federal Rail Administration Grant
  •  
  •  
  • 
    Respectfully Submitted,
     
  • 
    Peg Beekman
     
  •                   
    ************************************
     
  • 
    Greenfield City Council
    
    2011 Clerk’s Annual Report
     
  • 
    City Council held (28) clerked council meetings as follows:
     
    • 24  Scheduled regular meetings
    •   4  Called special meetings (1 work session mtg.)
  •  
  • 
    City Council addressed (69) new pieces of legislation; breakdown as follows:
     
    •  
      • 27  Ordinances – 27 duly adopted, 0 tabled, and 0 failed.
  •  
  • 23 of the 27 introduced ordinances were passed by emergency measure.  1 of the 27 was fully repealed due to the ordinance being voted down by the voting public at the general election held November 8, 2011.  
    
    
     
    •  
      • 42  Resolutions –  39 duly passed, 0 tabled and 0 failed.
  •  
  • 37 of the 42 introduced resolutions were passed by emergency measure.  3 resolutions were carried forward into 2012 for additional readings.
    
    
     
  • 
    City Council held (20) committee meetings as follows:
     
    • 15 Finance   
    •   5 Ordinance   
  •                               
    Respectfully submitted,
                                  
    _______________________________
                                  
    Roberta Karnes, Clerk of Council
     
  •  
  •                   
    ************************************  
     
  •  
  • 
    City Manager and Public Service Director Office - 2011 Year End Report
     
  •  
  • 
    PROPERTY MAINTENANCE
    
    (i.e. high grass/weeds, trees/tree limbs, brush, vegetation overgrowth, junk, trash, garbage, building code violations, etc.)
    
    Est. (193+) Inspections and compliance inspections (follow-ups may comprise of 2 or more)
    •  
      • Est. (88) 30-day & 10-day notices prepared and sent certified mail 
      • *3 of those were 2^nd letters issued
      • (8) Properties were cleaned up by private contractor 
      • (5) Properties were cleaned up by city crews
      • (20) Properties were cleaned by contracted workers 
      • $3,141.13 Fees collected and Received from the Highland County Auditor for Property Tax Assessments filed 2010 & 2009 
  •  
  •  
  • 
    CONTRACTOR REGISTRATION
    
    (111) Registered Commercial/Residential Contractors (3-void due to non-compliance)
    
    $2,337.50  Fees collected    
     
  •  
  • 
    CONSTRUCTION PERMITS
    
    (i.e. demolition, sidewalk, street openings, etc.)
     
  • 
    (13)   Construction permit applications submitted; permits issued as follows:
    •  
      •       (8)  Sidewalk Fees collected  $175.00  (1 fee waived) 
      •       (4) Demolition Fees collected  $200.00 
  •  
  • 
    COMMERCIAL & RESIDENTIAL BUILDING PERMITS
    •  
      • (356)  Building permit applications submitted to Ross County Building Dept.; permits issued as follows:
  •             
    (49)  Commercial/Business
      
    Improvement values
     
    $607,271.00
    •  
      • (307) Residential permits    Improvement values  $9,333,776.10
      • Commercial/Residential permit breakdown as follows: 
      • (20) New structures (i.e. garage, storage building, new porch, etc.)
      • (66) Electrical (i.e. upgrades, shut-off inspections, new wiring, etc.)
      • (13) Gas
      • (237) Roofing
      • (4) HVAC
      • (2)  Framing
      • (1) Fire alarm system
      • (1)  Sign
      • (1)  Change of use
      • (8) Other (random permits that didn’t fall under any other category)
  •  
  •  
  •  
  • 
    BUSINESS LICENSE
    
    (6) Businesses submitted application and were licensed as follows:
    •  
      • (5) Trash/Garbage Collection Service Total fees collected $640.00
      • Trash/Garbage licenses breakdown as follows:
      • G01-11    2 trucks Fees collected $120.00
      • G02-11    3 trucks Fees collected $130.00
      • G03-11    2 truck Fees collected $120.00
      • G04-11    6 trucks Fees collected $160.00
      • G05-11    1 trucks Fees collected $110.00
  •  
    •  
      • (1) Recycling Collection Service Total fees collected  $25.00
      • Recycling licenses breakdown as follows:
      • R01-11 Fees collected $25.00
  •  
  •  
  • 
    CITY INDUSTRIAL PARK 175 ACRES OF CROPLAND
    
    $14,875.00  Cash rent collected 2011 (paid bi-annual April & November)
    •  
      •  
        •  
          • $2,347.58  Tax collected  (payment of Highland County Real Estate 2011 tax statement; increased $49.86 from previous annual payments)
  •  
  •  
  • 
    Respectfully submitted,
    
    Jessica Ross, Clerical Assistant
     
  • 
    Finance Department  2011 Year End Report
    
    Carolyn Snodgrass, Finance Director
     
  •  
  • 
    The City began the year with positive carryover balances in all funds.  The carryover balance for all funds into 2012 is $1,391,002.00 with special emphasis on the carryover for the General Fund of $566,949.32.  Every effort was made to keep all 2011 expenditures in the year 2011.
     
  • 
    All departments and personnel have worked diligently to keep expenses to a minimum and stay within their budgets. 
     
  • 
    We converted to new Payroll software in July, 2011 and new Finance software the end of August, 2011.  There is a lot to learn and we are all working hard and learning new applications of the system every day.
     
  • 
    We have done some cross-training and hope to do a lot more in 2012.
                                 ****************************************
     
  • Summarizing 
    •  
      •  
        •       2011 Accomplishments
  •  
    • Celebrated Arbor Day with first graders
    • Census re-count done of entire town
    • Utilized assistance of several contractual employees
    • Also using workers from Job & Family Services
    • G3+ committee was created
    • Annual clean-up day in May & a 2^nd clean-up day in September
    • Approximately 80 property maintenance letters sent out & a majority of them cleaned up
    • Over 100 contractors registered this year (more than double of any previous year)
    • Took approximately 3 times more Ross Co. Building Dept. applications than last year (majority of them for roofs)
    • Calhoun’s on Jefferson-new restaurant
    • Delaney’s Dream Internet Café-new shop
    • New Dollar General Store
    • Another “safe trick or treat” night held in downtown area
    • Finance Dept. changed to a new computer system
    • Replaced fire hydrants at N. Washington & Lafayette, Jefferson & N. Washington, 8^th & McClain
    • GIS mapping of the water mains, valves and meters
    • Trade in and purchase of an additional service truck
    • Trade in purchase of new zero turn lawn mower
    • Water fun days July 22^nd & August 5^th
    • New metal roof over office at pumping station
    • New energy saver lights at pump station
    • Well #2 rehab/rebuild
    • Well #8 new motor service and service wire
    • Pump room and water tower telemetry
    • Dive inspection of water tower
    • North & N. 8^th street water main replacement & paving
    • Assist Street Dept. with S. 4^th & McKell storm sewer
    • Assist Street Dept. with 8^th street storm sewer
    • Assist Street Dept. with pothole patching
    • Assist Cemetery with mass burial and many other graves throughout the year
    • Purchase of safety equipment, two SCBA air packs, safety harness with lanyard, portable gas detector and chlorine gas detector with audible alarm
    • Demolition of abandoned 250,000 gallon storage tank done free of charge
    • Treated 319,479 million gallons of waste water
    • Removed 2,675,351 gallons of solids
    • Field applied sludge 44,846 dry tons
    • Rainfall was 47.06 inches
    • Phase II construction work has began
    • Sludge removed from old clarifiers and primary tanks scheduled for demolition
    • Security system installation completed
    • Flow alarm added to scada system
    • Cleared land adjoining stone quarry for solar panels
    • Achieved 94.6% + average CBOD removal efficiency
    • Achieved 94.7% + average suspended solids removal efficiency
    • Entered into a crossbuck assembly agreement with Ohio Rail Development Commission. Crossbuck signs to be installed on railroad by Seymour Excavating by December 31, 2011
    • Advertised and entered into contract with Atlas Railroad for cross tie project
    • Secured grant funding Ohio Rail Development Commission for bridge rehabilitation in amount of $235,000 with a city match of $58,000 & was also granted an additional sum of $35,000 for the project from ORDC
    • Advertised and entered into a contract with Clayton RR for railroad bridge rehabilitation  and wash out project
    • Requested RFQ’s/RFP for operation, inspection and maintenance of railroad and entered into an agreement with I&O to do the job
    • Entered into agreement with ReLTEK to manage railroad property and find encroachments on railroad right-of-ways
    • Held several RR shippers meetings over the year
    • Retrieved val maps from county recorders office of railroad
    • Hired Seymour Excavating to do brush cutting of railroad, per FRA inspection
    • Actively seeking and applying for grants for the railroad
    • Built 20 new barricades
    • Purchased new 2001 International dump/plow truck
    • Repaired catch basins
    • Cleaned out storage loft and built new sign storage area
    • Repaired and relocated storm sewer on 4^th and McKell
    • Put up barricades on S. 2^nd Street at railroad crossing
    • Started on “retro-reflectivity” sign replacement
    • Paved 6^th Street from Jefferson to McKell
    • Patched pot holes in streets and alleys
    • Cleaned up multiple properties with trash and high grass
    • Painted crosswalks around the school
    • Participated in a multi-county operation that charged 11 people with engaging in organized drug dealing in the Greenfield area
    • Continued work with the Major Crimes task force to prosecute numerous other drug dealers
    • Joined with Hillsboro PD to form the Hillsboro/Greenfield Special Response Team. The SRT team carried out several operations throughout the year, including many search warrants. They train often and are available for many situations, including hostage, barricaded subjects, active shooter, etc.
    • Obtained state certificate of both K9 units, Ptl. Havens and Dexi and Ptl. Leeth and Sando. Both K9’s were purchased with donated funds. They are certified in narcotics, tracking, article search and suspect apprehension
    • Greenfield PD was one of several agencies chosen by the Attorney General’s Office to assist the Ohio Peace Officer Training Academy to update their curriculum. Officers completed reviews of the teaching materials and submitted their recommendations back to OPOTA
    • Received a new traffic radar unit for participating in a state sponsored traffic enforcement program
    • Completed the application for a USDA grant for an emergency weather siren
    • Joined with other Highland County police departments to provide security at the Highland County fair
  •  
  •  
  • ********************************
     
  •  
  • Greening Greater Greenfield
     
  • Also known as G3 is an informal organization dedicated to improving life in and around Greenfield, Ohio. The group first convened on Nov. 18, 2010 as part of a project with the George Voinovich School of Ohio University called REAP (Regional Economic Adjustment Program). The brainstorming was particularly interesting as we discovered or rediscovered many wonderful qualities about the Greenfield area. With its rich history, natural beauty and easy access to recreational sites, it became apparent that Greenfield is a special place and has qualities that a lot of communities lack.
     
  • We determined that the best description of the community would not be the city limits but rather the borders of the Greenfield Exempted Village School District.
     
  • G3 established five goals to strive for. Those goals involve the following:
     
  • 1. IDENTIFY A GREENFIELD “BRAND” (Greenfield, Ohio – “A Greene Countrie Towne Since 1799.”).
    2. MAKE GREENFIELD GREEN & CLEAN.
    3. DEVELOP A BUSINESS READINESS PLAN.
    4. DEVELOP A TOURISM PLAN.
    5. EXPLORE FUNDING PARTNERSHIPS.
     
  • G3 approved the following vision and mission statements to help articulate what we’re trying to achieve:
     
  • VISION STATEMENT
    GREENFIELD: a Great Rural Economical and Environmental Neighbor to all
     
  • MISSION STATEMENT
    Greenfield, Ohio: An historic community preserving the past while moving forward in an opportunistic and innovative way; developing “Green” technology to enhance business, education, and recreation; creating a harmonious living environment for both residents and visitors.
     
  •  
  • GREENFIELD ENERGY SOLUTIONS
                  Founded in 2011, GES is a local grassroots non-profit organization dedicated to maximizing the energy efficiency of Greenfield residences. The goal of the partnership of OPEA and GES is to complete 167 residential walk through assessments by the end of the grant that lasts through the end of September and outreach to 350 people through community meetings and other engagement activities from March thru September 2012. . Being a subcommittee of G3, GES has the same goals only with a more specific task.  GES mission statement: To educate and promote the ideas of saving energy, money and protecting the environment of Greater Greenfield to the citizens of Greenfield.
              Both the Greening Greater Greenfield and Greenfield Energy Solutions committees consist of all volunteers, and each committee consists of 25 people.  Both committees are revolving in a sense that not everyone on the committee can attend every meeting but are encouraged to be in attendance as often as possible.  When you have 50 volunteers with a passion to try to make their community a better place, it creates excitement and we are seeing that excitement in Greenfield, Ohio.  
     
     
  • ********************************
     
  •       We continue to follow the guidelines set out for us in 2009 by Greenfield City Council in the comprehensive plan for the city.  Many of those ideas and suggestions were used in 2010 and again in 2011.  Working along the same path in 2012 and since that is a working document; we will work with council to update the report as needed.
     
  •       I ask God each day for wisdom to do what is needed for the citizens of Greenfield, I ask him to keep me alert as we search for new business and new jobs.  The future of this community looks a lot brighter today than it did a year ago.  Johnson Controls returning to town is a very big boost.  They have returned 120 jobs in 2011 and projections for 100 more in 2012.  When they grow other business and industry grow also.
     
  •       Phase I of the Waste Water Treatment facility, the Manhole project, North/Eighth Street Water Line Replacement project, and the Front Street up-ground sewer line repair project were all completed in 2011.  Phase II WWTP project is underway and most of the old demolition work is already done.  Two railroad improvement grants were completed.  One was done by Clayton Railroad and the other by Atlas.  We have received confirmation of $1,000,000. from ODOD and CDBG for future rail work and will be using those grants for match money for an EDA application.  The Met tower is to be taken down within the next few days and we will continue the feasibility study looking for ways to complete our wind and solar projects.  We removed several severely damaged and some dead trees throughout the community and planted 50 young trees around town.  We are still actively working toward implementing a Tree City USA program.
     
  •       We will celebrate Arbor Day again this year by giving small trees to all first graders in all of the Greenfield Schools on April 27th.  Beautification week is scheduled for May 7 - 12.  We encourage all residents, business and industries to continue Fix up - Paint up - Spruce up - Clean Up all structures within the city and ending the week with free trash drop off at the Industrial Park site on May 12. 
     
  •       Last but not least I continue to give God all the Glory for everything that has been accomplished.   Each day He has gone before us and paved the way to meet new people and to promote this community in many parts of the world.  With your help, we can make it happen!
     
  • Respectfully submitted,
    Betty Bishop, City Manager