WEDNESDAY, OCTOBER 7, 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. Fix, Mr. Sauer, Mrs. Sanders, and Mr. Wisniewski were present. Mr. Smith was absent. Others present were Mayor O’Brien, Tim Hansley, Lynda Yartin, Linda Fersch, Chris Schornack, Ed Drobina, Greg Bachman, Carol Carter, Rachel Schofeld, and others.

2. APPROVAL OF MINUTES OF September 2, 2009, Regular Meeting. Mr. Sabatino moved to approve; Mr. Sauer seconded the motion. Roll call was taken with Mrs. Hammond, Mr. Fix, Mr. Sabatino, Mr. Sauer, Mr. Wisniewski, and Mrs. Sanders voting “Yea.” Motion passed, 6-0.

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.

B. Review and request for motion to approve draft ordinance amending the 2009 appropriation, Ordinance 2008-92. Mrs. Yartin stated the Committee had received an amended draft appropriation ordinance. Mrs. Fersch reviewed the appropriation request and stated she would answer any questions regarding these appropriations. Mr. Sauer moved to approve and forward to Council; Mrs. Hammond seconded the motion. Roll call was taken with Mrs. Sanders, Mr. Sauer, Mrs. Hammond, Mr. Wisniewski, Mr. Sabatino, and Mr. Fix voting “Yea.” Motion passed, 6-0.

C. Review and request for motion to approve a resolution designating Financial Institutions as Public Depositories. Mrs. Fersch stated she had provided a copy of the comparison to everyone. She stated she felt the best offer received was from Fairfield National, who we are currently with. Mrs. Fersch stated the active funds is a five year contract, however at the end of three years we could give notice that we will not continue or request them to continue for another two years. Mrs. Fersch further stated the maximum we can go out for a depository contract is five years. Mrs. Fersch stated her recommendation was to remain with Fairfield National Bank for active deposits, and for interim funds to approve the eight banks listed on the draft Resolution. Mrs. Fersch stated these banks would be used for the investment of CDs. Mr. Sabatino clarified that all of these banks with the exception of US Bank are located within the City. Mr. Sabatino moved to approve the draft resolution and forward to Council; Mr. Sauer seconded the motion. Roll call was taken with Mr. Wisniewski abstaining, and Mr. Sauer, Mr. Fix, Mrs. Sanders, Mrs. Hammond, and Mr. Sabatino voting “Yea.” Motion passed, 5-0.

D. Review and request for motion to approve a resolution of support for the Pickerington High School Central Marching Band’s participation in the 2010 Rose Parade. Mr. Fix stated this item is no longer necessary as it passed with a council manic waiver of committee action at the last Council meeting. Mayor O’Brien stated during the process of this donation to the school as well as the proposal for the Lancaster Transit System. Mayor O’Brien stated when we look at a 50-50 split with the Township, cost-wise it is really not a 50-50 split because city residents all pay taxes to the Township. He stated he wondered if we could look at asking staff to develop an equitable formula based on, for example, if we give $1.00 and they give $1.00, how much of their dollar was also our dollar. He stated he would like to see what that number was. Mr. Fix stated he agreed with Mayor O’Brien and he felt that it would be a good idea to understand the math on this issue, and stated with the committee’s concurrence he would ask Mr. Schornack to work on this and bring a formula back to committee. Mayor O’Brien stated he thought it would be good to know that number down the road so we know where we stand as we try to be conscientious with the taxpayer’s money. Mr. Fix stated he was pleased we were working with the Township on things like this and we have made a big step forward. Mr. Sauer stated it is always good to have the information in front of us, but he would stress we should be diplomatic about it since we are getting cooperation on things, such as the Fourth of July. He stated he just wanted to be careful this was done in a manner that was keeping them on board with it as well so we did not lose the cooperative spirit we have right now. Mayor O’Brien stated he just felt that as stewards of the money for the City so they should know this. Mr. Schornack stated he would try to have something for the next meeting.

E. Review and request for motion to approve draft ordinance accepting a donation from the American Legion, Post 283, to be used for the City’s K-9 Program. Mrs. Hammond clarified that this donation of $1,250 would bring us close to having the amount needed for the dog. Mayor O’Brien stated he understood we still are looking at donations to cover the upgrades to the vehicle for the dog. Mr. Sabatino stated he also understood there were several other things in the works as far as donors. Mr. Sauer moved to approve and forward to Council; Mrs. Sanders seconded the motion. Roll call was taken with Mrs. Hammond, Mr. Sauer, Mr. Sabatino, Mr. Fix, Mr. Wisniewski, and Mrs. Sanders voting “Yea.” Motion passed, 6-0.

F. Review and discussion regarding 2010 note renewals and proposed borrowings. Mrs. Fersch stated she was asking for guidance this evening as the notes are due February 4, 2010, and in order to have everything advertised and to have all the information out, the notes need to be effective January 1, 2010. Mr. Fix stated as the budget process is going to be discussed shortly, would it make sense to put the notes with the budget conversation. Mrs. Fersch stated that would be fine.

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 had nothing to bring forward.

6. OTHER BUSINESS:

A. Pickerington Local School District Board Meeting – Update. Mrs. Sanders stated she had no report this evening.

B. Review and discussion regarding proposed changes to the Functional Organizational Table. Mayor O’Brien distributed a proposed organizational chart to the committee members. Mayor O’Brien stated he had worked with Mrs. Fersch to come up with a form that was distributed to the supervisor level to try and get a handle on what everyone does, the duties, the functions, etc. He stated these forms were being returned to Mrs. Fersch, however, she is also working on the budget right now. Mr. Fix stated he felt this was a good start, but it was hard to envision how it would all fit together with just the top layer. Mayor O’Brien stated he did not feel it was fair for council to discuss or make any decisions without getting all of the data they need. Mr. Sabatino clarified that what they were looking at was the concept of four departments. Mayor O’Brien stated that was correct and it is not much different than what we have today except that it consolidates some functions. Mr. Fix clarified Mr. Hansley felt this was very workable. Mrs. Sanders inquired what the next step would be and Mayor O’Brien stated when Mrs. Fersch gets all of the data back and we take a look at that, the next logical step would be to work with Mr. Hansley because he must staff these positions. Mrs. Hammond stated she felt the logical way to do this would be hand in hand with the budget. Mr. Hansley stated he agrees with Mrs. Hammond, but a budget can be passed and then shortly after the first of the year reorganize it to reflect the changes that are adopted. Mr. Fix stated the chances of timing it really well are slim, and this is only the first step. Mr. Hansley stated he would remind Council that the Finance Director and Engineer are technically supervised by Council and some of that has been delegated to the Manager by Council. He stated further the Charter also provides that the City Manager will fill all of the non-Charter department heads, but all of those department heads are confirmed by Council, so it is with Council’s approval. Mr. Fix stated he appreciated Mayor O’Brien taking the leadership and working with all council members on this issue and he felt it was productive and positive. Mrs. Sanders stated she felt it was a good thing for the community to see that Council is catching up with the changes that have taken place in the last ten years. Mr. Sabatino stated he felt the whole purpose behind this was to build our structure based on efficiencies and hopefully we will end up with a more efficient product.

C. Review and request for motion to approve draft Resolution of Support for The Lancaster Public Transit System proposal. Mr. Fix stated Mr. Weltlich, a Violet Township Trustee, had stated they would be passing their version of this tonight with the $10,000 that was requested. He stated when Ms Woody came before Council she did not ask for a specific amount of money, only that she was looking for support. Mr. Fix stated this resolution does that without pledging any city money. Mr. Hansley stated if this is passed the way it is written, Ms Woody has used the informal feedback to apply for the grant, and any money would be budgeted through the normal budget process and would be in place the first of the year. Mr. Hansley stated this year the City spent $8,000 for the first quarter of service this year. Mr. Sabatino stated this model is much more efficient than what we have had in the past. Mayor O’Brien stated he had spoken to Ms Woody and she indicated the Township has asked for the same thing we are asking for, monthly matrix. Measure every month the ridership and everything else and be prepared to adapt it appropriately. Mayor O’Brien stated the Township feels the riders are coming from the City and the City feels the riders are coming from the Township. Mrs. Hammond stated the past service was very limited in who was able to use it, and this opens it up to anyone who needs a lift. She stated she felt this was a tremendous step in the right direction as far as mobility for our citizens. Mrs. Sanders stated she agreed with Mrs. Hammond 100 percent. Mr. Sabatino moved to forward the Resolution of Support to Council; Mrs. Sanders seconded the motion. Roll call was taken with Mr. Wisniewski, Mr. Fix, Mrs. Sanders, Mrs. Hammond, Mr. Sauer, and Mr. Sabatino voting “Yea.” Motion passed, 6-0.

D. Review and discussion regarding 2010 Budget process. Mr. Schornack stated at the Work Session on October 14^th, he would present the budget for the Service Department. He stated he understood Council also wanted to see the revenue side of departments such as Building and Parks, and he would be doing an analysis of those at the Work Session on October 28^th. Mr. Fix stated clarified the timeline is to be done by mid-November so the readings would progress in December. Mr. Schornack stated he felt that would not be a problem. Mr. Schornack stated we would be budgeting a 30 percent increase in health insurance premiums due to the information we received from our broker. Mr. Hansley stated he would emphasize that if Council needs anything in addition to what they are given, please let him know and staff would do their best to provide it. Mr. Hansley stated the only things that have been added to the budget would be normal increases, such as the health insurance, things that we know are going to grow, and things that Council has already previously decided. Mr. Fix stated the first budget work session is scheduled for next Wednesday and the departments to be reviewed will be streets, urban forestry, water, sewer, and stormwater. Mr. Schornack stated he may also schedule Parks for that work session as well. Mr. Sabatino clarified that packets will be provided to council on Friday. Mr. Sauer suggested that when the budget review is completed it might be a good idea to have a summary session so if anything came up after a department had been discussed, it could be brought up at that time. Mr. Schornack stated he could schedule that in.

Mrs. Fersch stated our bond anticipation notes are due on February 4, 2010, and our legislation must be effective January 1^st. She stated she was presenting them tonight so the readings can start at the next Council meeting. Mrs. Fersch stated she would have our Bond Counsel prepare the legislation and provide it to Finance. Mr. Fix stated since everyone will be present on the 14^th for the budget work session, he would suggest scheduling a Special Finance Committee meeting prior to that meeting and then they could have the legislation to review and move out to Council at that time. Mr. Wisniewski stated he would also like to see where our funds are for the non-General Fund issues. Mrs. Fersch stated she could have that information. Mr. Fix stated he would schedule a Special Finance Committee meeting for October 14, 2009, at 6:00 P.M. to review the bond anticipation notes legislation with the budget work session beginning immediately following that meeting.

Mrs. Fersch stated the more we borrow the better interest rate we get. She stated in the past few years we have done a one time borrowing at the beginning of the year for anything that we propose in the budget, and she has the water storage tower and the water treatment TDS projects to consider. Mr. Fix stated he did not want to borrow for the TDS at this time. Mr. Wisniewski stated he did not agree, and Mr. Fix stated at some point in 2010 we may decide we need to do this project, but he did not feel we needed to borrow for that at the first of the year. Mrs. Fersch stated another alternative is to do a short issue of six months or nine months so when it came due it would come due in 2011 with the whole group and it could be combined with the rest then. Mr. Fix stated what he was suggesting was rather than put that amount on the books right now when we don’t know when or if we will need it, that we hold off on it and not borrow it now. Mrs. Fersch stated then she understood she would include the borrowing for the water storage tower in the notes.

Mr. Sabatino stated discussion at Council had indicated the Finance agenda would include discussion about the items in the Strategic Plan. Mr. Fix stated that would be on the next Finance agenda and would be an on-going agenda item.

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. Sabatino moved to adjourn; Mr. Wisniewski seconded the motion. Mrs. Hammond, Mr. Fix, Mr. Sabatino, Mr. Wisniewski, Mr. Sauer, and Mrs. Sanders voted "Aye." Motion carried, 6-0. The Finance Committee adjourned at 8:13 P.M., October 7, 2009.

RESPECTFULLY SUBMITTED:

________________________________

Lynda D. Yartin, Municipal Clerk