FINANCE COMMITTEE OF COUNCIL
CITY
HALL, 100 LOCKVILLE ROAD
WEDNESDAY,
AUGUST 6, 2008
EXPENSE
SUBCOMMITTEE
9:10
P.M.
1. Finance Committee of Council’s Subcommittee to review Expenses opened at 9:10 P.M., with Mr. Fix, Mr. Sabatino, and Mr. Sauer present. Others present were Mayor O’Brien, Cristie Hammond, Tim Hansley, Lynda Yartin, Chris Schornack, Ed Drobina, Brenda VanCleave, Mike McKinley, and others.
2. APPROVAL OF MINUTES OF July 16, 2008, Meeting. Mr. Sabatino moved to approve; Mr. Sauer seconded the motion. Roll call was taken with Mr. Fix, Mr. Sabatino, and Mr. Sauer voting “Yea.” Motion passed, 3-0.
3. SCHEDULED MATTERS:
A. Review and discussion regarding requested cost analyses for Engineering and Urban Forestry. Mr. Fix stated he understood Mr. McKinley was present to address urban forestry, and this was discussed at length at the last meeting. Mr. McKinley stated the Urban Forestry program pays for half of its budget annually. He stated a recent study done by the U.S. Forest Service regarding cost benefit analyses for urban forestry noted that for every tree a city plants, it gains revenue of $2.18 in savings for future generations. He stated that $2.18 comes in the increase of property values due to trees, and in general one tree equals over $336 in taxes for the city in terms of property values. Mr. McKinley stated trees also assist in the upkeep of the streets because the shade they provide lessens the degree to which the road deteriorates. Mr. Fix stated he appreciated the information Mr. McKinley was providing, and this Committee was not suggesting that street trees be eliminated or that the current street trees be neglected. He stated it is suggested that we put that responsibility on the individual property owners or that we find other ways within our service department to provide some or all of the services that we currently provide. Mr. Fix stated the suggestion is to take the responsibilities of the current arborist and moving those responsibilities into the service department. Mr. McKinley stated by eliminating the arborist you would also lose a pair of eyes looking for the Emerald Ash Borer. Mr. Fix stated it was his understanding that no one has found a way to stop the Emerald Ash Borer and it would eliminate ash trees wherever it goes. Mr. Fix further clarified that Mr. Drobina has not heard of any trees in the City with the Emerald Ash Borer other than a couple of trees at the interstate last year. Mr. Sabatino stated his concern was if we did not maintain the trees in our commercial area it could be a detraction to potential new businesses. He further stated he is not in favor of turning over the maintenance of the trees in the commercial district to the property owner because he did not feel they would give them the kind of attention they get now. Mr. Sauer stated he agreed with Mr. Sabatino regarding the trees in the commercial areas, however, he did feel the residents should be responsible for the trees just as they are the sidewalks on their property. Mr. Drobina stated he had not been able to get a quote from anyone on what they would charge to maintain the street trees as they would need specific information regarding how many trees they would trim, the size of the trees, the locations, etc. Mr. Fix stated this committee did not take this issue lightly, however, this is one area that is a very nice thing to have but is not something we cannot live without. He stated this would be brought forward for the full Finance Committee to look at and determine if it is something we have to have; we don’t have to have it, it should be cut; or it is something we would like to have so we will wait until November to see if the tax issue passes at the ballot. Mr. Sabatino stated he felt it is desirable that our commercial corridor be preserved and maintained, and he trusted that by the next time this committee meets Mr. Drobina would have something subjective for them to look at. Mr. Fix stated he would like this discussion on the next Finance Committee agenda for all of council to have the opportunity to provide input. Mr. Drobina clarified that to maintain the Tree City USA designation, you must have a Tree Commission, an ordinance in effect for tree preservation, you must spend $2.00 per capita, and you must have an Arbor Day with a proclamation. Mr. Fix stated he would like Mr. McKinley to know how much Council appreciated all of the work the Tree Commission did.
Mr. Fix stated the next review would be on engineering. Mr. Hansley stated the Committee had received a memorandum regarding the review of the engineering retainer contract. Mr. Hansley further stated he had contacted Jennifer Frommer and let her know this would be discussed this evening, however, due to the short notice she was unable to attend the meeting this evening. Mr. Fix stated she had contacted him to express her concerns about the information and wanted the opportunity to come before this committee to speak more in depth about what is contained in this memo. Mr. Hansley stated he felt it would be unwise to discuss the engineer’s contract without Ms Frommer present to explain how they deal with the contract. Mr. Fix stated as this memo was just distributed last night he would like to have time to review it thoroughly and at this committee’s next meeting in two weeks he would like to have this discussion on the agenda. He stated he had invited Ms Frommer to attend that meeting as well.
Mr. Hansley stated the vehicle inventory requested at the last meeting was also distributed last night. Mr. Sauer stated he had not had time to review this report and requested it be added to the next agenda for discussion as well. Mr. Sauer stated he had asked for this report so Council would have a better idea of exactly what we have in our fleet, have an idea of what the mileage on our vehicles is, and what the expected life span of the vehicles are. He stated this would give Council a better idea of when the vehicles would need replaced, etc. Mr. Hansley stated there are only two vehicles that individuals take home and that is the Chief of Police and one Police Commander. Mr. Hansley stated when we do the budget the vehicles will be reviewed as well.
B. Review and discussion regarding optional programs funded by the City. Mr. Hansley stated the Committee had been provided with a listing of the miscellaneous general government expenses. He stated he felt there were items on this list that were not optional, such as the annual audit. He stated there were also programs that we choose to do, but we are not required to do. Mr. Sauer clarified the paratransit subsidy provided transportation for senior citizens and some disabled transportation, but the per trip cost is very high. Mr. Fix stated we are required to have a Health Department, and we are exploring other options than the Fairfield County Health Department. Mayor O’Brien stated we will soon get the notification of our rate for next year, and it will be higher. Mr. Fix clarified that the Township built the Senior Center building and the City owns the land. He stated both the Township and the City contribute funds to the Senior Center. Mrs. Hammond stated the Senior Center is voting to put a levy on the ballot in November. Mrs. Hammond stated the City has gone out of the way to do our taxes so we do not place a burden on the senior citizens and they are now turning around and placing a burden on the senior citizens. Mr. Hansley stated that is correct, they are doing to themselves what we chose not to do by putting on a property tax levy. Mrs. Hammond clarified that the $5,000 to the Olde Pickerington Village Business Association was in addition to the personnel and everything that we give to other events. Mr. Sabatino stated it is in addition, and a few years ago it was more than that. He stated a few years ago we decided to partner some of our Parks events with the OPVBA and give less money to the organization. In reviewing the miscellaneous expenses it was discussed that the membership in the Chamber of Commerce could be discussed by Finance Committee during the budget process to see if we want to remain a Platinum member rather than gold level or whatever at a lower cost.
C. Review and discussion regarding projected revenue and expenses for 2009. Mr. Fix stated at the next meeting he would like to discuss a Plan B in case the income tax issue fails. Mrs. Hammond stated the budget process is going to begin earlier this year so the entire Finance Committee will have more time to review all items. Mr. Hansley stated he planned on preparing a budget based on the projected revenues if the income tax issue passes. He stated if that issue fails, then the review would be to redo the budget based on those figures. Mr. Hansley stated he felt the campaign on the income tax issue would focus on what the City will continue to do for the residents if the issue passes rather than what will be cut if the issue fails.
Mr. Fix stated at the next Subcommittee meeting on August 20th, he would like to have the discussion regarding the engineering budget, discussion regarding the outsourcing costs of the urban forestry program, and the review of the building department proposals requested at the last meeting. Mr. Hansley stated as requested by this subcommittee he would be sitting down with the law director to try to renegotiate their retainer. He stated he has met with Jennifer Readler and asked her to begin to meet with Mr. Hartmann to start this process so we can include more things in the retainer without raising fees. Mr. Fix stated then he would ask Mr. Hansley to report on that progress of that process at the next meeting.
Mr. Sabatino stated he would request a report giving the expenses for Schottenstein for the past five years on an annual basis. Mr. Schornack stated he would get that information together for Mr. Sabatino. Mr. Sabatino stated he would request the report to reflect the total amount, including the retainer, special projects, etc. Mr. Fix stated he felt it was incumbent upon this Committee to provide a summary to Finance Committee reflecting their findings, including a summary of the process used, the opportunities that were identified and what we did with those opportunities. Mr. Fix asked Mr. Schornack to have that summary for the first subcommittee meeting in September.
4. ADJOURNMENT. There being nothing further, Mr. Sauer moved to adjourn; Mr. Sabatino seconded the motion. Mr. Fix, Mr. Sauer, and Mr. Sabatino voted "Aye." Motion carried, 3-0. The Expense Subcommittee adjourned at 10:25 P.M., August 6, 2008.
RESPECTFULLY SUBMITTED:
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