WEDNESDAY, SEPTEMBER 2, 2009

REGULAR MEETING

7:00 P.M.

1. ROLL CALL. Mr. Fix called the meeting to order at 7:00 P.M., with roll call as follows: Mr. Sabatino, Mrs. Hammond, Mr. Smith, Mr. Fix, and Mr. Wisniewski were present. Mrs. Sanders and Mr. Sauer were absent. Others present were Mayor O’Brien, Tim Hansley, Lynda Yartin, Linda Fersch, Chris Schornack, and others.

2. APPROVAL OF MINUTES OF August 5, 2009, Regular Meeting. Mr. Sabatino moved to approve; Mr. Smith seconded the motion. Roll call was taken with Mr. Wisniewski abstaining, and Mrs. Hammond, Mr. Fix, Mr. Sabatino, and Mr. Smith voting “Yea.” Motion passed, 4-0.

3. FINANCE DEPARTMENT.

A. Finance Director’s Report. Mrs. Fersch stated she had provided a written report to the Committee and she would answer any questions. Mayor O’Brien stated he would like to clarify a statement that was made last month regarding delinquent tax collections through Mayor’s Court. He stated it was stated that we did not become aggressive on collecting taxes until the RITA proposal was brought up, and that is not correct. He stated since the Mayor hired a part-time administrative assistant it has freed up the Clerk of Court to allow her to increase the caseload from 10 to 120 cases per month, and that was before the RITA proposal was brought to the table.

B. Review and request for motion to approve draft ordinance amending the 2009 appropriation, Ordinance 2008-92. Mrs. Fersch stated the Committee had received an amended draft appropriation ordinance this evening that now includes an appropriation in the Police Fund as their share of the cost of new equipment for a gasoline monitoring system. She stated she would answer any questions regarding the remaining appropriations. Mr. Smith moved to approve and forward to Council; Mr. Wisniewski seconded the motion. Roll call was taken with Mr. Fix, Mrs. Hammond, Mr. Smith, Mr. Wisniewski, and Mr. Sabatino voting “Yea.” Motion passed, 5-0.

C. Review and request for motion to authorize Finance Director to solicit proposals for the City’s active funds. Mrs. Fersch stated she had provided a draft of the request for proposals and it is very similar to the one we sent out five years ago for our active checking account and also for our interim funds, where we invest in CDs. She stated she is requesting active checking account proposals only from banks that are in the City. Mrs. Fersch further stated for interim funds, US Bank is not in the City, however, they have given us good interest rates in the past and she would like to know if Council would want her to send them a proposal even if they are not located in the City. Mrs. Hammond stated it was her feeling that we would be doing a disservice to the citizens if we do not go out and get the best rates that we can get. Mr. Fix stated he concurred with Mrs. Hammond. Mr. Sabatino stated that is a consideration, but he felt we also need to look at it from the perspective that those who do have a physical presence here help support the City by the taxes they are paying. Mrs. Fersch stated she would like to point out that when we invest, we do not invest with the local banks we invest with the main branch and that is located in other cities. Mr. Smith stated he would not mind US Bank being solicited, however, it would have to be a significant difference in the rate before he would support some sort of exemption to give them our business. Mr. Wisniewski stated he felt we should solicit proposals from wherever and then when we receive the results we can see what the differences are. Mr. Fix stated then, the majority of this committee would like to have Mrs. Fersch send a proposal to US Bank. Mrs. Fersch stated she would do that, and reminded everyone this was only for investing in CDs. Mr. Wisniewski clarified that at this time you can come in and pay your income tax with your credit card, however, you cannot walk in and pay your utilities, that must be done on line. Mrs. Fersch stated the payment center for our utility department is Official Payments and they keep $3.50 per transaction and deposit the actual cost of the utility bill into our account. Mrs. Hammond further clarified that you cannot pay Parks and Recreation fees by credit card at this time. Mr. Wisniewski stated he felt we needed to have some sort of standardization as a city as to how you pay your bills that are due the City. Mrs. Hammond stated she agreed we needed one system where residents can pay all of their fees. Mr. Fix stated this was a significant technology issue that he felt everyone recognized as needing to be addressed, and he would suggest that this be made part of the strategic plan discussion later this evening. Mrs. Hammond moved to authorize the Finance Director to solicit proposals for the City’s active funds including US Bank; Mr. Wisniewski seconded the motion. Roll call was taken with Mr. Sabatino and Mr. Smith voting “Nay,” and Mrs. Hammond, Mr. Wisniewski, Mr. Sabatino, and Mr. Fix voting “Yea.” Motion passed, 3-2.

4. PERSONNEL DEPARTMENT.

A. Personnel Director’s Report. Mrs. Fersch stated she had provided a report to the Committee and she would answer any questions.

5. CHAIRMAN: Mr. Fix stated he would like to introduce the 2010 Budget Schedule, and if we follow this schedule by the December 15^th Council meeting we should be able to do the second and third reading of an approved budget. Mr. Smith questioned if the budget was completed earlier if it could be moved forward to Council earlier, and Mr. Fix stated there are two work sessions on the schedule that are listed if they are necessary. Mr. Fix stated if they are not necessary it would be possible to move the budget forward earlier. Mr. Schornack pointed out there were two minor conflicts with meeting dates, and Mr. Fix stated he felt those could be worked around. Mr. Fix stated there being no objections to the schedule, this would be staff’s time line.

6. OTHER BUSINESS:

A. Pickerington Local School District Board Meeting – Update. Mr. Fix stated there was no update this evening.

B. Review and discussion regarding proposed changes to the Functional Organizational Table. Mr. Fix stated we were not prepared to discuss this at this time, and he felt it would be ready for discussion at the next meeting.

C. Review and request for motion to approve draft resolution adopting the 2009-2010 Strategic Plan for the city of Pickerington. Mr. Fix stated he would like to thank all involved in putting this together. Mayor O’Brien stated Governing Dynamics was going to provide a Gant Chart to show the dates, to whom it was assigned, etc. He stated now that there is a budget schedule, that should probably be taken into account as well so staff is not overloaded with tasks. Mr. Fix stated he felt it would be reasonable to forward the Strategic Plan to Council for adoption with the dates left out since we are already a little late getting started. Mr. Fix stated he would suggest the Plan be passed, without the dates, and when the Gant Chart comes out, at either Finance or a Work Session, go through that Chart and fill in appropriate dates, and add that to the ordinance as it goes through Council. Mr. Sabatino inquired if there was a specific date that we wanted to have a plan in place, and Mayor O’Brien stated if Council wants to refer to it the sooner it was done the better. Mr. Fix stated he would like to have it in place by October 1^st if possible. Mr. Sabatino stated rather than pass something that doesn’t accomplish anything; we should wait until we have something that everyone agrees on. Mayor O’Brien stated we have the plan, and questioned if anything other than the dates would change tonight, and Mr. Fix stated he thought the dates would be the only change. Mr. Hansley stated there were a couple of things in the plan that were mutually exclusive. He stated in his opinion, and also that of Mrs. Fersch and Mr. Schornack, you could not adopt the five-year financial plan and also keep in the cars and two officers per year for five years. He stated you cannot do both of those. Mr. Fix stated he felt they should define the process to be used to get this through Council and then talk about specific issues. Mayor O’Brien stated then if the dates are taken out and this is sent to Council, and when Mr. Hansley gets the Gant Chart, then he can make some sound decisions to advise them on changes and by the next Council meeting we should have something. Mr. Fix stated that was correct, so when it came to Council they would have the ordinance as amended tonight, with the Gant Chart with dates. Mr. Fix stated then by the time it got to Council at their second meeting in September they would have what was agreed to tonight and all the dates with the Gant Chart. Mr. Wisniewski stated Mr. Hansley’s concern is about things Council already knew as budgetary constraints, and there were not a lot other than the officers and the cars. Mr. Hansley stated those two are the most expensive ones long term. Mr. Wisniewski stated he thought everyone agreed during the strategic planning session that would all be dependent upon additional sources of income. He further stated if we want to amend it to reflect something like “when additional sources of income become available.” He stated this was never supposed to be set in stone; it was more of a wish list that he thought everyone recognized. Mr. Hansley stated Council may understand that, but others reading the plan may not. Mrs. Hammond stated she agreed with Mr. Hansley that even though it is the plan or hope of Council to hire two officers per year for the next five years, that is not what people will read. She stated she would recommend adding language that it would be subject to availability of funding. Mr. Sabatino stated he agreed there should be some type of caveat regarding that this was subject to available funding. Mr. Hansley stated perhaps we need something in the financial plan to reflect it is a high priority goal and it will be reviewed annually, and it must be in balance to do the things on the list. Mr. Hansley stated we have our financial advisor working on that five-year look, and when you start compounding the costs of adding these new officers the numbers don’t work. Mr. Sabatino stated one thing we could look at would be to have an offsetting income producing source for that and compute what it would take to fund those officers through a special police levy and that would be our mechanism to make that happen, and if it does not pass then we couldn’t do it. Mr. Wisniewski stated he still felt on the financial related items, there should be added language that it was depending on additional sources of income. Mr. Fix stated he would simply add, “as allowed for in the budget process.” Mr. Smith stated in the end, this is a plan, it is not an executable document any more than the Capital Improvement Plan, the execution document is the budget. He stated if it is not in the budget it does not happen, you cannot execute off of this unless you budget for it. Mr. Fix stated he agreed with that, but his concern was that when this became a public document if it states that we will hire two officers per year for the next five years, the public does not know the difference unless we put in something that it was subject to funding in the budget process. Mr. Sabatino stated that is why he felt the beginning of the adopting resolution should have something to that effect. Mr. Smith stated in Section 1 of the Resolution we could put in language such as, “Council of the City of Pickerington hereby adopts the results of the Strategic Planning Session of July 10-11, 2009, subject to available funding.” Mr. Hansley clarified that the summary that was attached to the draft resolution was prepared by Mr. Sauer and was only attached for use at this meeting. Mrs. Yartin clarified that the Strategic Plan is the document that is attached to the Resolution. Mr. Smith stated we do not add the funding availability language to the CIP, the access plans, etc., and those are plans just as this is. Mr. Fix stated he agreed, and whether it was in the cover resolution or wherever, the statement regarding the availability of funds should be added. Mr. Wisniewski stated he would recommend getting rid of the summary, attaching the plan, and amending the draft resolution to reflect the funding language. Mr. Wisniewski moved to include in the final resolution, that Section 1, would read: “Council of the City of Pickerington hereby adopts the results of the planning session of July 10-11, 2009, as the City’s 2009-2010, Strategic Plan, subject to available funding;” Mr. Fix seconded the motion. Mr. Sabatino questioned if the strategic plan was supposed to be for one year or what, and Mayor O’Brien stated it would be voted on every year. Mr. Sabatino stated then he felt language should be added in showing it should be reviewed annually or whatever. Mr. Smith stated an additional Whereas could be included that states the plan is reviewed at least every two years. Mr. Hansley stated because we are just getting started, we should do another retreat early in 2011 and do a plan for 2011-2012. Mr. Sabatino stated then perhaps we should then add that it would be reviewed in odd numbered years. Mr. Fix stated language could be added that the City’s Strategic Plan would be reviewed in odd numbered years. Mr. Wisniewski moved to amend his motion to include an additional Whereas be included in the cover resolution that states the Strategic Plan shall be reviewed by Council every two years, in odd numbered years; Mr. Fix amended his second. Roll call was taken with Mr. Smith, Mr. Wisniewski, Mr. Fix, Mrs. Hammond, and Mr. Sabatino voting “Yea.” Motion passed, 5-0.

7. MOTIONS:

A. Motion for Executive Session under Section 121.22(G)(1)b, Matters involving an employee’s or public official’s employment, Section 121.22(G)(2), Purchase or sale of public property, Section 121.22(G)(3), Conference with law director regarding pending or imminent court action, and Section 121.22(G)(4), Matters involving bargaining sessions with public employees. Mr. Fix stated an executive session was not necessary this evening.

8. ADJOURNMENT. There being nothing further, Mr. Smith moved to adjourn; Mr. Wisniewski seconded the motion. Mrs. Hammond, Mr. Smith, Mr. Fix, Mr. Sabatino, and Mr. Wisniewski voted "Aye." Motion carried, 5-0. The Finance Committee adjourned at 8:09 P.M., September 2, 2009.

RESPECTFULLY SUBMITTED:

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Lynda D. Yartin, Municipal Clerk