CITY OF PICKERINGTON

                                           FINANCE COMMITTEE OF COUNCIL

                                               CITY HALL, 100 LOCKVILLE ROAD

                                                      THURSDAY, JULY 24, 2003

 

                                                          REGULAR MEETING

 

                                                                      7:30 P.M.

 

1.         ROLL CALL.  Mr. Wright called the meeting to order at 7:45 P.M., with roll call as follows: Mr. Wright and Mr. Fox were present.  Mr. Parker was absent.  Others present were: Mike Sabatino, Joyce Bushman, Lynda Yartin, Linda Fersch, Bob Mapes, Susan Crotty, Ray George, Dale Kocaruk, Frank Wiseman, Pat Shaver, Mike Cope, and others.

 

2.         APPROVAL OF MINUTES OF June 16, 2003, Regular Meeting.  Mr. Fox moved to approve; Mr. Wright seconded the motion.  Roll call was taken with Mr. Wright and Mr. Fox voting “Yea.”  Motion passed, 2-0. 

 

Mr. Wright stated several presentations were on tonight’s agenda, and if there were no objections he would start with these items. 

 

            Mrs. Fersch stated Mr. Pat Shaver of Willis Pooling is present this evening to provide a presentation on our self-insurance pool.  Mr. Shaver stated he would like to cover three basic areas, first to review how the CORMA program works, a comparison of how Pickerington’s premiums compare to the other members of the pool, and then briefly review Pickerington’s loss history over the past three years in terms of the property liability program.  Mr. Shaver stated CORMA is an invitation only pool and the members are Central Ohio communities that are well managed, well financed, and are good insurance risks.  He stated the coverage provided by CORMA is for property loss, general liability, law enforcement liability, public officials liability automobile liability, etc.  Mr. Shaver stated the Pickerington’s premium for 2002-2003 was $87,566 out of a total of $938,786 for the entire pool.  Mrs. Fersch stated we have not been able to get the amount of our premium for the next year, and Mr. Shaver stated the information has been provided to the underwriters, however, he has not received the renewal rates back as yet.  He stated he would be meeting with St. Paul representatives this week and he hoped he could get some information at that time.  Mrs. Fersch clarified that our policy renewal date is October 1st and with the Council schedule the third reading would be on September 2nd, and an effective date of October 2nd.  Mrs. Fersch stated she could not pay the premium until after the effective date.  Mr. Mapes stated if the rates are not received, the legislation could be written with an estimated amount and by the third reading we should have the actual premium to put in.  Mrs. Fersch stated she would like to note that we have also added several pieces of property so our rates will increase based on the increased property value.  Mr. Wright stated he would like to move this forward to Council with an estimated not to exceed amount.  He stated that could be adjusted if necessary when the actual premium rates come in.  Mr. Wright moved to forward to Council with an estimated not to exceed amount; Mr. Fox seconded the motion.  Roll call was taken with Mr. Fox and Mr. Wright voting “Yea.”  Motion passed, 2-0. 

 

            Mrs. Bushman stated Mr. Mike Cope was present to review the application for the State Infrastructure Bank Loan for the engineering construction services for the Diley Road project.  Mr. Wright stated the Committee would address this issue at this time. 

 

Mr. Cope stated he understood the Committee had received a draft copy of the application and Mrs. Fersch has been speaking to the ODOT Central Office about the State Infrastructure Bank (SIB) Loan process.  He stated the idea is to provide additional funding for the City for the gap situation to help expedite the construction of the project.  He stated the construction of the project is scheduled for 2005, and the desire is to move the project up and to try and find gap funding to help that happen.  He stated the SIB is an opportunity to do that, however, SIB funds cannot be made available until after the environmental documentation is approved.  Mrs. Bushman stated the process we would be using is to borrow the $1.6 million for the engineering and construction services, however, that money would not be released until probably sometime in January or February when the environmental documents cleared.  She stated in the short term we need to be able to pay the 2003 expenses for the engineering and we were going to do a short term note because those expenses would be around $300,000.  She continued in 2004 we will pay off that note once we can draw the money down.  Mrs. Bushman stated further after the project is moving forward, in 2004, we will explore the potential of a larger SIB loan for the construction dollars so we can shave a year or two off of the project.  She stated right now we need to move the engineering forward to meet the ODOT schedules.  Mr. Cope stated a small loan of this nature should not be difficult to acquire, and Stilson is working with R.D. Zande to expedite the environmental process.  Mrs. Fersch stated if this Committee wished to proceed with the short term note, she would recommend it be forwarded to Council at this time as well.  Mr. Wright stated he agreed it would be appropriate to start that legislation at this time.  Mr. Fox moved to approve the submission of the application for the State Infrastructure Bank Loan and forward to Council and to recommend the short term note for the 2003 engineering expenses; Mr. Wright seconded the motion.  Roll call was taken with Mr. Fox and Mr. Wright voting “Yea.”  Motion passed, 2-0. 

 

            Mrs. Bushman stated we also have the opportunity to apply for funds that became available to the Clean Ohio Conservation Fund for park improvements.  She stated the water tower site would qualify for these funds, so a draft preliminary application for these funds has been distributed to the Committee.  Mr. Kocaruk stated some funds in the Fund for 2002 have been deobligated and due to an insufficient number of applications for 2003, this has resulted in additional funds becoming available.  Mr. Kocaruk stated the project being recommended for submittal was for a bike path connecting Simsbury Park to S.R. 256.  He stated the path will also provide a connection to the Simsbury subdivision and a potential link to Sycamore Park.  Mr. Kocaruk stated the amount of the grant would be $137,857, with local resources of $49,953 making up the balance of the total project estimated cost of $183,810.  Mr. Kocaruk stated the deadline for the application is August 1st, and if this Committee authorized submission of the application a certified copy of the legislation could be forwarded when it is effective.  Mr. Wright moved to authorize submission of the application for the Clean Ohio Conservation Fund grant for the Simsbury Park bike path; Mr. Fox seconded the motion.  Roll call was taken with Mr. Wright and Mr. Fox voting “Yea.”  Motion passed, 2-0. 

 

            Mr. Kocaruk stated he had also provided the Committee with a draft application for the Ohio Water Pollution Control Loan Fund for the wastewater treatment plant project and other sewer improvements.  Mr. Kocaruk stated the costs listed are based on estimates that have previously been submitted to this Committee and he has added in a five percent contingency.  Mr. Kocaruk stated he had provided a checklist of documents required for the OWDA approval of the WPCLF financing agreement. He stated the Special Assessment legislation is not applicable and that would be indicated on the application.  Mr. Kocaruk stated he had also provided a timeline for the wastewater treatment plant expansion project.  Mrs. Bushman stated she would recommend this Committee schedule an open house for citizens to have the opportunity to come in review the project and provide comments. 

 

Mrs. Bushman clarified the public open house is a requirement for the loan application.  She stated this project is in two committees with the financing portion being in Finance Committee and the construction portion in Service Committee.  She stated if the public meeting is a function of the loan application it would be Finance Committee’s responsibility to set that meeting date.  Mr. Kocaruk stated the public meeting was what EPA called a facilities planning requirement, so it is essentially a part of the loan procedure.  Mrs. Bushman stated the open house should be scheduled prior to bidding the project.  Mr. Wright stated he was going to be on vacation on August 28th, which would be the regular Finance Committee meeting, and he stated he would ask to have the Finance meeting for August be rescheduled for August 20, 2003, at 7:30.  He stated he would like to see if we can schedule the open house on this project for 6:30 P.M., on August 20, 2003, with the Finance Committee meeting immediately following the open house.  Mr. Fox stated he concurred with Mr. Wright to schedule the open house for August 20, 2003, at 6:30 P.M., and the August Finance Committee be rescheduled for August 20, 2003, at 7:30 P.M.

 

            Mrs. Bushman stated we have a residual .12 acre in the Shawnee Crossing subdivision that is of no use to us because when they cut the pond in it sits way up there and is not connected to the park.  She stated she would like to advertise the land for sale, and based on the analysis it is valued at about $1,200.  She stated she would like authorization from this Committee to advertise that land for sale.  Mr. Wright moved to authorize the advertising for the sale of residual city land in Shawnee Crossing of approximately .12 acre; Mr. Fox seconded the motion.  Roll call was taken with Mr. Wright and Mr. Fox voting “Yea.”  Motion passed, 2-0. 

 

Mr. Wright stated he would return to the agenda at this time. 

 

3.         FINANCE DIRECTOR:

 

A.        Review and request for motion to approve draft ordinance amending appropriation ordinance 2002-142.  Mrs. Fersch stated a draft ordinance had been provided to the Committee and under General Fund she was requesting an increase of $3,186 for the Worker’s Compensation premium and enrollment fee, and an increase of $30,000 for the Building Department for plan review deposits.  She further stated under Street Capital Improvement Fund she was requesting an increase of $73,000 for release of prior year purchase order encumbrances.    Mr. Fox moved to approve and forward to Council; Mr. Wright seconded the motion.  Roll call was taken with Mr. Wright and Mr. Fox voting “Yea.”  Motion passed, 2-0. 

 

B.         Reports:

 

            (1)        Health Department.  Mrs. Fersch stated she had provided a written report to the Committee.  She stated Mr. Franklin Hirsch was selected as the new Health Commissioner. 

 

            (2)        CORMA.  (Presentation by CORMA Representative)  Mrs. Fersch stated the Committee dealt with this issue earlier in the meeting. 

 

Mrs. Fersch stated we have a Street Trust Fund for money that is received from developers for road improvements, and there is a requirement that we set up a fund for storm water when we receive money in escrow for storm water projects.  She stated the Committee had been provided a draft resolution creating the Stormwater Improvement Trust Fund, and a draft resolution creating the FEMA Fund.  Mrs. Fersch stated any monies we receive from FEMA must be deposited in the fund and then distributed to reimburse the other funds.  Mrs. Fersch stated we received $1,123 for the snow removal last year.  Mr. Wright moved to forward both resolutions creating the Stormwater Improvement Trust Fund and the FEMA Fund to Council; Mr. Fox seconded the motion.  Roll call was taken with Mr. Fox and Mr. Wright voting “Yea.”  Motion passed, 2-0. 

 

4.         PERSONNEL:   No report. 

 

5.         DEVELOPMENT DEPARTMENT:

 

A.        Reports

 

            (1)        Chamber of Commerce Report.  Ms Crotty stated at the July meeting the Board did take a position supporting the Allen Road interchange location. 

 

            (2)        Rt. 33 S.E. Regional Growth Alliance Report.  Ms Crotty stated approximately 400 people attended the ODOT public meeting and comments are being accepted through tomorrow. 

 

            (3)        Fairfield County Visitor’s and Convention Bureau Report.  Ms Crotty stated she had minutes of the June meeting were provided to the Committee.   

 

            (4)        Mid-Ohio Regional Planning Commission Report.  Ms. Crotty stated she had attended a Transportation Advisory Committee meeting and the representative from the Franklin County engineer’s office brought up a proposal that they were coming forward with to coordinate a regional traffic signal system. 

 

B.                 Project Updates

 

            (1)        Business Retention and Expansion Study.  Ms Crotty stated a meeting has been scheduled to discuss developing a program to address business needs and concerns.   

 

6.         LEGAL DEPARTMENT:

 

A.        Monthly review of law director services.  Mr. Wright stated the Committee had received a copy of Mr. Mapes’ monthly report. 

 

7.         CHAIRMAN:

 

A.        Review and request for motion to authorize City Manager to submit application for State Infrastructure Bank Loan.  Mr. Wright stated this was dealt with earlier in the meeting. 

 

B.         EPA DEFA WPCLF presentation by R.D. Zande.  Mr. Wright stated this was dealt with earlier in the meeting. 

 

            (1)        Review and discussion of preliminary draft EPA DEFA WPCLF amortization schedule and wastewater capacity fee analysis.  Mr. Wright stated he would ask this be continued on the agenda for the August meeting. 

 

8.         OTHER BUSINESS:   No other business was brought forward. 

 

9.         MOTIONS:  

 

            Mr. Wright moved for an executive session under Section 121.22(G)(3), conference with law director regarding pending or imminent court action; Mr. Fox seconded the motion.  Roll call was taken with Mr. Fox and Mr. Wright voting “Yea.”  Motion passed, 2-0. 

 

Finance committee adjourned into Executive Session at 9:25 P.M., and reconvened in open session at 950 P.M.

 

10.       ADJOURNMENT.  There being nothing further, Mr. Fox moved to adjourn; Mr. Wright seconded the motion.   Mr. Fox and Mr. Wright voted "Aye."  Motion carried, 2-0.  The Finance Committee adjourned at 9:52 P.M., July 24, 2003.

 

RESPECTFULLY SUBMITTED:

 

 

________________________________

Lynda D. Yartin, Municipal Clerk