WEDNESDAY, NOVEMBER 4, 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: Mrs. Hammond, Mr. Smith, Mr. Fix, Mr. Sauer, and Mr. Wisniewski were present. Mr. Sabatino and Mrs. Sanders were absent. Others present were Mayor O’Brien, Chief Taylor, Lynda Yartin, Linda Fersch, Chris Schornack, Ed Drobina, Greg Bachman, Phil Hartmann, Sabra Kershaw, Daryl Reynolds, Helen Mayle, Charlotte Akers, Tony Barletta, Gavin Blair, and others.

2. A. APPROVAL OF MINUTES OF October 7, 2009, Regular Meeting. Mr. Sauer moved to approve; Mr. Wisniewski seconded the motion. Roll call was taken with Mrs. Hammond, Mr. Fix, Mr. Smith, Mr. Sauer, and Mr. Wisniewski voting “Yea.” Motion passed, 5-0.

B. APPROVAL OF MINUTES OF October 14, 2009, Special Meeting. Mr. Sauer moved to approve; Mrs. Hammond seconded the motion. Roll call was taken with Mr. Sauer, Mr. Fix, Mrs. Hammond, Mr. Smith, and Mr. Wisniewski voting “Yea.” Motion passed, 5-0.

3. Presentation by Chamber of Commerce on the Joint Marketing Campaign. Mr. Fix stated members of the Chamber were present to address this issue with the Committee. Ms Kershaw and Mr. Reynolds gave a presentation to the Committee regarding some additional funding being requested by the Chamber. Ms Kershaw stated they were requesting and additional $4,500 to be used toward the ongoing economic development efforts specifically designated to attract and retain businesses, organizations, and associations to the City of Pickerington. Ms Kershaw stated a proposal had been provided to the Committee and she would answer any questions anyone might have. Mr. Fix clarified that the activities of the Chamber benefit both the City and the Township, and questioned if the Township was being offered the same opportunity to participate. Ms Kershaw stated the Township has not been approached at this time and Ms Mayle stated the Chamber does plan to approach the Township as well. Mr. Smith clarified the Chamber works with the staff of the City on a daily basis and when an economic development director is hired, they would work closely with them on development issues. Mr. Wisniewski clarified the $4,500 amount is in addition to the annual membership and it would be used for this particular program. Mr. Fix stated in past years the City has funded the Chamber with $10,000 annually, but that has not occurred for the past few years. He stated the membership dues are a part of our budget and this donation would be to help the Chamber help the area in economic development. Mr. Smith stated he felt this would be money well spent and it would pay dividends in the future. Mr. Fix stated with the consensus of the Committee the $4,500 would remain in the $40,000 overall membership and dues category that had been discussed early in the budget work sessions. All Committee members present agreed they would approve this amount remaining in the budget.

4. 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. Mrs. Fersch stated she had contacted Mr. Fix and he had asked her to discuss one issue this evening. She stated Mrs. Yartin has about 80 hours of vacation time that she cannot use this year, and she would therefore lose it. Mrs. Fersch stated there is a provision in the personnel manual that states in special circumstances only and with the approval of the City Manager and the concurrence of Council, an employee may request monetary payment of accrued vacation. Mr. Fix stated since Mrs. Yartin does not have a deputy and with the demands of her job and the times she must be available for meetings, it has been difficult for her to schedule time off. Mr. Fix further clarified that Mrs. Yartin has used 80 hours of vacation time already this year. Mr. Fix clarified that Chief Taylor agreed with the payment of this time. Mr. Fix moved to forward this request to Council; Mr. Smith seconded the motion. Roll call was taken with Mrs. Hammond, Mr. Sauer, Mr. Smith, Mr. Fix, and Mr. Wisniewski voting “Yea.” Motion passed, 5-0.

B. Review and request for motion to approve draft ordinance amending the 2009 appropriation, Ordinance 2008-92. Mrs. Fersch reviewed the appropriation request and stated she would answer any questions regarding these appropriations. Mr. Wisniewski questioned the appropriation for the City Manager’s payout because the full year of salary for this position has already been appropriated. He stated since we are not at the end of the year, he questioned why we were increasing it by three months. Mr. Schornack stated Mr. Wisniewski is correct, there are still two months remaining in this year, but $26,000 is the salary portion, but there is also the vacation and sick leave payout that was not budgeted. Mrs. Fersch stated the manager is one of the employees that is paid out of the General Fund, Water, and Sewer. She stated she had taken it upon herself to pay the whole amount out of General Fund instead of dividing it out between the other funds and there would be money left in the other funds for the manager’s wages. She stated it was 15 percent of his time in water and 15 percent in sewer. Mr. Wisniewski stated she had not decreased those funds and she stated she had not; the money would die in the appropriation. Mr. Wisniewski stated, however, it appeared the budget was being increased by this amount to pay out the contract when that is not really the case. Mr. Wisniewski stated he would like to see the decreases from the other funds reflected in this appropriation ordinance. Mrs. Fix requested Mrs. Fersch make the changes Mr. Wisniewski had requested and to also add the appropriation for the vacation payout just discussed. Mr. Sauer moved to approve and forward to Council with the requested amendments; Mr. Smith seconded the motion. Roll call was taken with Mr. Smith, Mr. Wisniewski, Mr. Fix, Mrs. Hammond, and Mr. Sauer voting “Yea.” Motion passed, 5-0.

C. Review and request for motion to approve draft resolution creating a Stormwater Debt Retirement Fund. Mrs. Fersch stated we have never had any debt in stormwater and since we do now with the outfall, when we go to repay the loan we need to have the Stormwater Debt Retirement Fund created. Mr. Sauer moved to approve and forward to Council; Mr. Fix seconded the motion. Roll call was taken with Mrs. Hammond, Mr. Smith, Mr. Fix, Mr. Wisniewski, and Mr. Sauer voting “Yea.” Motion passed, 5-0.

D. Review and request for motion to approve draft ordinance appointing Finance Director. Mr. Fix stated this was discussed during the budget work sessions last week and a transition process has been put together by the Mayor, the former City Manager, and himself, with the concurrence of several members of Council. Mr. Smith ascertained that Mrs. Fersch felt she has been dealt with fairly on this. Mrs. Fersch stated she has been training Mr. Schornack, but there is still a lot that needs to be done. She stated there is still a need for a Deputy Finance Director as the work load will not decrease. She stated Personnel has increased a lot, but she does plan to continue working with Mr. Schornack, and while she would be Personnel Director she would also be Deputy Finance Director. Mr. Wisniewski clarified that Mr. Schornack had worked with Schottenstein in preparing the contract and he looked forward to working with Council. Mr. Fix stated he thought that this was a win/win situation that allows a transition time for Mr. Schornack and allows Mrs. Fersch time to focus on the Personnel position as she gets ready to retire, yet still be able to help Mr. Schornack. Mr. Smith moved to approve and forward to Council; Mr. Wisniewski seconded the motion. Roll call was taken with Mrs. Hammond, Mr. Smith, Mr. Fix, Mr. Sauer, and Mr. Wisniewski voting “Yea.” Motion passed, 5-0.

5. PERSONNEL DEPARTMENT.

A. Personnel Director’s Report. Mrs. Fersch stated she had provided a report to the Committee and she would answer any questions. Mrs. Fersch stated the City Manager position has been advertised and the deadline is November 13^th. Mrs. Fersch further stated we had received a quote on health insurance and the quote received last week with a 37 percent increase. She stated we had also received a quote from Anthem and our broker is working with two other carriers and hopefully we can get a quote for a lower cost. Mrs. Fersch stated should we change carriers we need to make sure the coverage is acceptable to the unions. Mrs. Fersch stated she would request Finance schedule a special meeting prior to the next Budget Work Session so she can present a health insurance plan in order to move it forward to Council. Mr. Fix stated if there were no objections he would schedule a Special Finance Committee for Wednesday, November 11, 2009, at 6:00 P.M., with the Budget Work Session occurring immediately thereafter. Mrs. Fersch stated she would also present the Pay Plan and Authorized Strength at that special meeting. Mrs. Fersch stated they have had the first meeting on FOP negotiations and the first meeting with AFSCME will occur later this month, and both contracts expire on December 14, 2009.

B. Review and request for motion to approve draft ordinance authorizing the City Manager to enter into a one-year contract with Delta Dental of Ohio for dental insurance for City employees. Mrs. Fersch stated this reflects a two percent increase. Mr. Sauer moved to approve and forward to Council; Mrs. Hammond seconded the motion. Roll call was taken with Mrs. Hammond, Mr. Fix, Mr. Smith, Mr. Sauer, and Mr. Wisniewski voting “Yea.” Motion passed, 5-0.

C. Review and request for motion to approve draft ordinance authorizing the City Manager to enter into a two-year contract with Lincoln Financial Group for life insurance for city employees. Mrs. Fersch stated the cost had decreased from $.21 per $1,000 to $.17 per $1,000 of life insurance coverage. Mr. Sauer moved to approve and forward to Council; Mrs. Hammond seconded the motion. Roll call was taken with Mr. Sauer, Mr. Fix, Mrs. Hammond, Mr. Smith, and Mr. Wisniewski voting “Yea.” Motion passed, 5-0.

D. Review and discussion regarding Interim City Manager compensation. Mayor O’Brien stated in the past anyone that has acted as Interim City Manager has been compensated, and this would be doing the same for Chief Taylor. Mr. Wisniewski inquired if this would bring it up to the salary level of the manager, and Mrs. Fersch stated in the past we have given them $2,500 per month compensation. Mr. Fix clarified that all of Council and Chief Taylor felt that $2,500 per month was an appropriate amount. Mr. Smith stated he felt this was an expression of the respect Council had for what they were asking Chief Taylor to do. Mr. Wisniewski moved to compensate Chief Taylor with an additional $2,500 per month during the time he is acting as Interim City Manager; Mr. Sauer seconded the motion. Roll call was taken with Mr. Sauer, Mrs. Hammond, Mr. Wisniewski, Mr. Fix, and Mr. Smith voting “Yea.” Motion passed, 5-0. Mr. Fix clarified that Mrs. Fersch would include this amount in the amended appropriation ordinance just approved.

E. Review and discussion regarding appointment of Personnel Director. Mr. Fix clarified that Mrs. Fersch would resign as Finance Director and be appointed as Personnel Director by the City Manager. Mr. Fix stated that would all take place as this moves forward. Mrs. Fersch stated that was correct, and no action was required by the Committee this evening.

6. CHAIRMAN:

A. Review and request for motion to approve draft ordinance for Law Director contract. Mr. Fix stated the Committee had received a proposed contract that is exactly the same as the previous one, with the exception it was for a two-year term instead of a one-year term. Mr. Hartmann stated it was for the same monthly retainer with the same services. Mr. Fix stated everyone had been given the opportunity to perform a performance evaluation on the law director and he had received one. He stated based on the lack of feedback that there is no negative feedback to provide to Mr. Hartmann and that everyone was satisfied with his work. Mr. Smith moved to approve the contract and forward it to Council; Mr. Wisniewski seconded the motion. Roll call was taken with Mrs. Hammond, Mr. Sauer, Mr. Smith, Mr. Fix, and Mr. Wisniewski voting “Yea.” Motion passed, 5-0.

B. Strategic Plan Goals – Update. Mr. Fix stated he did not feel a discussion this issue was necessary this evening, but would like to keep it on the agenda.

7. OTHER BUSINESS:

A. Pickerington Local School District Board Meeting – Update. Mr. Fix stated there was no update this evening, but with the recent election there is a new member to the School Board.

B. Review and discussion regarding proposed changes to the Functional Organizational Table. Mayor O’Brien stated as he had informed staff last week, this is on hold until after we hire a new City Manager and get them on board. Mr. Fix stated he would like to have this remain on the agenda under the Chairman section until they are ready to act on it.

8. 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.

9. ADJOURNMENT. There being nothing further, Mr. Sauer moved to adjourn; Mr. Wisniewski seconded the motion. Mr. Smith, Mr. Wisniewski, Mr. Fix, Mrs. Hammond, and Mr. Sauer voted "Aye." Motion carried, 5-0. The Finance Committee adjourned at 8:10 P.M., November 4, 2009.

RESPECTFULLY SUBMITTED:

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Lynda D. Yartin, Municipal Clerk