FINANCE COMMITTEE OF COUNCIL
CITY
HALL,
REGULAR
MEETING
7:00
P.M.
(OR IMMEDIATELY
FOLLOWING CITY ADMINSITRATION COMMITTEE)
1. ROLL CALL. Mr. Sauer called the meeting to order at 6:45 P.M., with roll call as follows: Mr. Blair, Mr. Barletta, Mr. Fix, Mr. Sauer, Mrs. Sanders, and Mr. Wisniewski were present. Mrs. Hammond was absent. Others present were Bill Vance, Lynda Yartin, Chris Schornack, Greg Bachman, Scott Fulton, Joe Henderson, Chris Schweitzer, Melanie Wollenberg, Helen Mayle, Dan Heitmeyer, Mark Matthews, Peggy Portier, Sandy Mellilo, Janet Thiede, Holly Mattei, Mike Pettit, Joy Davis, and others.
2. A. APPROVAL OF MINUTES OF October 5, 2011, Regular Meeting. Mr. Fix moved to approve; Mr. Blair seconded the motion. Roll call was taken with Mr. Fix, Mr. Blair, Mr. Barletta, Mr. Sauer, Mr. Wisniewski, and Mrs. Sanders voting “Yes.” Motion passed, 6-0.
B. APPROVAL OF MINUTES OF October 12, 2011, Budget Work Session. Mr. Fix moved to approve; Mr. Blair seconded the motion. Roll call was taken with Mr. Sauer, Mr. Fix, Mrs. Sanders, Mr. Barletta, Mr. Wisniewski, and Mr. Blair voting “Yes.” Motion passed, 6-0.
Mr. Sauer stated at this time he would request an update on the ADA pool issues discussed at the last budget work session. Ms Medinger stated she does not have a final determination on what we have to do; however, it is looking a little better. Ms Medinger stated we potentially will not have to do the filtration, we can just do the slopped entry. She stated she has also spoken to a pool construction company and he is looking into possible portable ramps we can use and she is still doing some research on that. Mr. Schornack stated the most recent the Committee received does have the pool operating with the two handicap lifts for the big pool and that would allow us to at least open the pool and have it operational by this next year. He stated if we cannot do something with the baby pool we would just shut that down at that point in time. He stated we would have to let the patrons know and do some type of reimbursement if they decide to cancel their membership because of that. Mr. Sauer stated Mr. Sabatino had contacted him and he had suggested we look into doing just the ramp and not the infiltration system, because it is his understanding that ADA has nothing to do with the filtration, just the ramp. Mr. Sauer stated our law director is looking into this issue and he hoped to have more information by December.
Mr. Sauer stated at this time he would move for an Executive Session under Section 121.22(G)(1)(b); Mr. Fix seconded the motion. Roll call was taken with Mr. Fix, Mr. Barletta, Mr. Blair, Mr. Wisniewski, Mrs. Sanders, and Mr. Sauer voting “Yes.” Motion passed, 6-0.
Finance Committee adjourned into Executive Session at 6:50 P.M., and reconvened in open session at 7:15 P.M.
3. PRESENTATION BY AGENCIES REQUESTING DONATIONS.
A. Olde Pickerington Village Business Association. Ms Sandy Melillo stated she had provided a request for funding and she would answer any questions the Committee may have. Ms Melillo stated she had also provided the OPVBA budget. Ms Melillo stated the 256 corridor and the Diley Road area are very important, but she hoped council would not lose sight of our history and the downtown area. Mr. Vance stated the amount of $2,500 for the OPVBA is currently in the 2012 budget, but that does not preclude the Finance Committee from increasing that to $5,000 if they so chose. Ms Melillo stated with the additional $2,500 they would be able to ramp up each of their events and they would like to add music and food for each event. She stated they would also like to add one additional event in the late fall and they would need the additional funding to be able to do that. Ms Melillo stated ideally it would be nice for people in the community to know that something would be going on in the old village on the first Friday of the month.
B. Pickerington Area Chamber of Commerce. Mr. Mark Matthews, Chairman of Pickerington Area Chamber of Commerce, stated he was present this evening requesting the City of Pickerington maintain the same membership level that they have in prior years. Mr. Sauer clarified that was $10,000 last year and the Chamber was requesting that same amount in 2012. Mr. Blair inquired what the $10,000 would provide the City that a platinum membership would not provide and Mr. Matthews stated it has always been a goal of the Chamber to obtain and retain businesses, their membership level is up, and based on their partnership with the City they are a vital business community. Mr. Fix ascertained the business community is growing and as an organization the Chamber is constantly striving to be better than they were the day before. Mr. Sauer stated he felt the Chamber’s efforts being made on behalf of both the City and Township to increase the business environment was very beneficial to the entire area. Mr. Matthews stated the Economic Development Team developed by Ms Mayle that includes both economic development individuals from the City and the Township as well as herself has been very successful in getting out there, visiting businesses, asking what is good and what is bad and what they can do to help, and has received very favorable comments. Ms Mayle stated she felt there would be a huge announcement in the next few weeks about something that is coming to Pickerington and the Chamber has been working with this organization for about three years. She further stated over the last few years they have been the person or persons working between the City and their businesses and the business atmosphere of the City has become very positive over the past several months.
C. Violet Festival. Mr. Mark Matthews, President of the Violet Festival Board. Mr. Matthews stated he was present this evening to ask that the City support the Violet Festival on the same level they did last year with miscellaneous services and police services. He stated it is an integral part of their budgeting that they receive this support from the city to make this event happen. Mr. Wisniewski clarified that last year there was about $11,500 in police overtime and there were support services from the Service Department and the Parks Department. Mr. Wisniewski further clarified the year before the City made a $5,000 cash donation. Mr. Matthews stated they appreciated the City’s time and consideration.
D. Fairfield Regional Planning Commission. Ms Holly Mattei stated she was present requesting the City’s continued membership in the Fairfield Regional Planning Commission and the dues this year would be approximately $4,500. She stated they have a good working relationship with the City’s staff and through that they have provided technical assistance to your development services team as they prepare solar regulations and they have worked on Fairfield Growing which is a development plan developed in working with the economic development directors throughout the county. She stated over the past few years they have also worked with the City’s engineering department on wellhead protection, flood plain matters, etc., and they worked closely with Mr. Bachman to make sure the letter coming out of the County supported the I-70 improvement. Ms Mattei also stated they administer the Transportation Improvement District for Fairfield County and worked closely with Mr. Bachman and provided a letter of support for the grant you just received for the S.R. 256 safety improvement. She further stated Mr. Bachman sits on their active Transportation Committee that meets monthly and they are working on reviewing different routes throughout the county to make sure they are linking and making the proper bikeways throughout the county. She stated they also meet monthly and that provides Pickerington a voice at the regional level on what is going on at the county level and what is going on just outside of your borders. Ms Mattei stated she would answer any questions anyone might have. Mr. Blair clarified that everyone in the county is a member of the FCRPC and Ms Mattei stated that last year every city, village, and township in the county paid their membership dues. Mr. Bachman stated he feels the returns on the investment of membership dues exceeds the expense. He stated their support on the S.R. 256 project was very helpful with the application and since he has been with the City Ms Mattei has been very helpful and gone out of her way to provide support. Mr. Henderson stated he has needed some professional assistance and Ms Mattei has always been there to assist him when he needed advice and has been a great resource for the City.
E. Route 33 Alliance. Mr. Mike Pettit stated he is the Economic Development Director for the City of Lancaster and is also the General Manager of Lancaster Municipal Gas and the Director of the Lancaster Port Authority. Mr. Pettit stated around 2005 the Route 33 Growth Alliance was formed over transportation issues. He stated a few years later he met with the mayors of Pickerington and Canal Winchester, and Mr. Yaple of Violet Township, and suggested they focus this group on marketing and they involve all of the Chambers with supporting services such as communication and job retention. Mr. Pettit stated they have about 45 percent of their funding through private support and the rest is public support; the City of Lancaster puts in $30,000, the County puts in $30,000 and the structure is set up with the Board being the Chambers and the large supporters from the private industry. Mr. Wisniewski clarified that the amount being requested of Pickerington is $6,000. Mr. Sauer ascertained the Alliance’s marketing budget for 2012 is $150,000. Mr. Pettit stated so far this year they have gone on 12-15 visits to site selectors to promote our area.
3. FINANCE DEPARTMENT.
A. Finance Director’s Report. Mr. Schornack stated he had provided a written report and would be happy to answer any questions anyone might have.
B. Review
and request for motion to approve draft ordinance amending the 2011
appropriation, Ordinance 2010-91. Mr.
Schornack reviewed the appropriations on the draft ordinance and stated he
would answer any questions anyone might have.
Mr. Fix moved to approve and
forward to
4. CHAIRMAN:
A. 2012 Budget Issues/Concerns.
(1) Pool Direction – 2012 Season. Mr. Sauer stated this was dealt with earlier in the meeting.
B. Strategic Goals – Update. Mr. Sauer stated he had no update.
5. OTHER BUSINESS:
A. Review and request for motion to approve draft ordinance authorizing the execution of a second amendment of Guaranteed Maximum Amount Construction Contract for the extension of Stonecreek Drive in the City. Mr. Sauer stated the Committee had received a presentation and held discussion at the last meeting and ascertained there was nothing further to add or any questions with regard to this issue. Mr. Fix moved to approve and forward to Council; Mr. Blair seconded the motion. Roll call was taken with Mr. Barletta, Mr. Fix, Mr. Blair, Mr. Wisniewski’, Mr. Sauer, and Mrs. Sanders voting “Yes.” Motion passed, 6-0.
Mr. Sauer stated the Committee had received several draft ordinances on our annual note renewals and the consolidation ordinance on those notes. Mr. Schornack stated he apologized for these being brought forward late, but they were just received late Friday afternoon. Mr. Schornack stated we do have one new one and that is our old TIF issue related to the old downtown road and that TIF is expiring this year and since the proceeds did not come in as anticipated we have a $370,000 note, but we are paying down $30,000 of that. Mr. Schornack stated on the remaining ones we are paying down $1.4 million, so we are at right about $5 million in notes now. Mr. Fix moved to approve the draft renewal ordinances and the consolidation ordinance and forward them to council; Mrs. Sanders seconded the motion. Roll call was taken with Mr. Blair, Mr. Barletta, Mr. Fix, Mr. Sauer, Mrs. Sanders, and Mr. Wisniewski voting “Yes.” Motion passed, 6-0.
Mr. Schornack stated we also received the Auditor of State awarded contract for our audit. He stated this is with Wilson, Shannon & Snow, and their bid came in at about $27,500 and this will be a three-year contract. Mrs. Yartin stated as this had also been received late she did not have the cover legislation prepared as yet; however, it would be forwarded to Council. Mr. Fix moved to approve and forward to council; Mr. Blair seconded the motion. Roll call was taken with Mr. Fix, Mr. Blair, Mr. Barletta, Mr. Sauer, Mr. Wisniewski, and Mrs. Sanders voting “Yes.” Motion passed, 6-0.
Mr. Schornack stated Mr. Bachman had a final draft of the Capital Improvements Plan he would distribute for Council to review and if there were no questions or changes he would request that it be forwarded to the Committee for action at the Special Finance meeting on November 15th.
Mr. Sauer stated he would like to finalize the decisions for contributions to outside entities at this time.
Mr. Wisniewski stated he did not see Violet Festival listed and Mr. Schornack stated the Violet Festival is not in the budget because it was in-kind contributions. Mr. Vance stated we are not even increasing the amount of the police overtime, we are actually saying that Council will provide an operational budget to work with and he is seeking the operational flexibility to provide the Chief the resources he needs to have adequate public safety services provided throughout the course of that event. Mr. Wisniewski stated his point was that we were basically donating $11,000 of police overtime to them and then they are paying $10,000 out in contributions to other entities in the community. Mr. Fix stated to clarify he did not know that those were cash outlays to other entities. He stated, for example, it shows money for the Pickerington Athletic Boosters and that is not a cash outlay, it is an opportunity for the Boosters to work. He stated for example running the parking and they got paid for that by either the Violet Festival or by the people parking. He stated it is not necessarily cash going out of pocket.
Mr. Sauer stated he felt the things that have been happening in the downtown during the past year has been very positive. Mr. Sauer moved to authorize the amount of $5,000 for the Olde Pickerington Village Business Association; Mrs. Sanders seconded the motion. Roll call was taken with Mr. Wisniewski voting “No,” and Mr. Sauer, Mr. Fix, Mrs. Sanders, Mr. Barletta, and Mr. Blair voting “Yes.” Motion passed, 5-1.
Mr. Barletta moved to authorize the Paratransit subsidy in the amount of $10,000; Mr. Fix seconded the motion. Roll call was taken with Mr. Blair voting “No,” and Mrs. Sanders, Mr. Sauer, Mr. Wisniewski, Mr. Fix, and Mr. Barletta voting “Yes.” Motion passed, 5-1.
Mr. Sauer stated the Fourth of July activities are budgeted at $30,000 with a fifty percent reimbursement from the Township. Mr. Fix moved to approve; Mrs. Sanders seconded the motion. Roll call was taken with Mr. Fix, Mr. Barletta, Mr. Blair, Mr. Wisniewski, Mrs. Sanders, and Mr. Sauer voting “Yes.” Motion passed, 6-0.
Mr. Sauer stated the Mid-Ohio Regional Planning Commission is budgeted at $8,462 for 2012, and Fairfield Regional Planning Commission is budgeted at $4,552. Mr. Wisniewski clarified that these two organizations provide different services and Mr. Bachman stated he would like to add that when we apply for grants to have regional cooperation really helps the application. Mr. Fix moved to approve both of these amounts; Mrs. Sanders seconded the motion. Roll call was taken with Mr. Sauer, Mr. Blair, Mr. Barletta, Mr. Fix, Mr. Wisniewski, and Mrs. Sanders voting ‘Yes.” Motion passed, 6-0.
Mr. Fix moved to approve the amount of $10,000 for the Pickerington Area Chamber of Commerce; Mrs. Sanders seconded the motion. Roll call was taken with Mr. Wisniewski voting “No,” and Mr. Fix, Mr. Blair, Mr. Barletta, Mr. Sauer, and Mrs. Sanders voting “Yes.” Motion passed, 5-1.
Mr. Fix moved to approve the amount of $6,000 for the Route 33 Alliance; Mr. Blair seconded the motion. Roll call was taken with Mr. Sauer, Mr. Fix, Mrs. Sanders, Mr. Barletta, Mr. Wisniewski, and Mr. Blair voting “Yes.” Motion passed, 6-0.
Mr. Sauer stated the next to be considered were the Ohio Municipal League and the National League of Cities, and he would like to know what we get from these two organizations. Mr. Fix stated he could not support these memberships. Mr. Barletta stated he did take advantage of the Ohio Municipal League training and as a new councilman it helped him understand a little better how government works and he felt they provided a valuable service to new council members. Mr. Vance stated he would recommend we seek some clarification as far as Pickerington is concerned and let them know the support from the City is in jeopardy and we are seeking some clarification and see what their response is. Mr. Sauer stated they would hold off on authorizing these two at this time.
Mr. Sauer moved to authorize the City
Manager to provide in-kind services to the Violet Festival for the year 2012
with no increase but to allow the operational flexibility to support the
Festival at the level he feels it needs to be supported to make it a successful
event and also from a public safety standpoint to ensure we have sufficient
police officers in place to make it a safe event; Mr. Blair seconded the
motion. Roll call was taken with Mr.
Wisniewski’ voting “No,” and Mrs. Sanders, Mr. Sauer, Mr. Blair, Mr. Fix, and
Mr. Barletta voting “Yes.” Motion passed, 5-1.
Mrs. Yartin clarified that Finance Committee would meet for a Special Meeting on November 15, 2011, at 6:30 P.M., and that agenda would contain the 2012 Budget, the Employee Pay Plan and Authorized Strength, the Capital Improvements Plan, and the health insurance, dental insurance, and life insurance legislation. Mrs. Yartin further stated that due to the necessity of enrolling individuals in the health insurance program she would request authorization to prepare this legislation with emergency language. Mr. Sauer stated that would be appropriate.
Mr. Wisniewski inquired when there would be discussion regarding an audit of City Hall. Mrs. Yartin stated that was on the agenda for the December Finance Committee meeting.
Mr. Sauer stated Mr. Wisniewski would like to have discussion regarding budgeted versus actual. Mr. Wisniewski stated it just seemed if we were going to show our five year projection off of one figure and then budget off a totally different figure, he did not see how you could make that comparison and have a fair association between the two. He stated as a worst case scenario to show that we are fine for five years and that we are not spending anything over what our actuals were for any given year, but then when we go into budget season we use another set of figures for a year-to-year basis. He stated he did not see how you could possibly tie the two together and show that you are giving the public an apples-to-apples comparison. He stated if we use the budgeted amount on our five year projection it would show a total different picture. Mr. Fix stated as he understood it, Mr. Wisniewski’s concern was that in going through the budgeting process they are looking at last year’s budget number to make decisions instead of looking at last year’s actual number which is what the five year projections were made on. He stated he agreed and felt that as we go forward, because as discussed earlier the budget moves around so much, they need to look at first of all what they are agreeing to in this budget in one column, regardless of what money is moved around; what they agreed to at the end of this year needs to be one column and then what we are actually spending in 2012 should be another column. He stated based on those two they should be able to make judgments on what should be spent in 2013. Mr. Schornack stated generally we end the year between 89 to 93 percent of what we budgeted. Mr. Wisniewski stated the five year budget was never adopted and the problem that was never discussed was they were going off of actual for a specific year and that five year projection was based on guesstimates on where we were at one particular year and a certain percentage growth. Mr. Schornack stated we will continue to update that each year after we have the actuals for the prior year. Mr. Wisniewski stated he was just saying that if our budgeted numbers were closer to what the actuals are that we would use if we ever pass a five year budget that would provide a better picture to council as well as to the public as to where we are financially. Mr. Sauer stated he felt that based on department what they would like is to see what is budgeted closer to what the actual expenses are at the end of the year.
6. 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. Sauer stated no further Executive Sessions were necessary this evening.
7. ADJOURNMENT. There being nothing further, Mr. Fix moved to adjourn; Mr. Blair seconded the motion. Mr. Fix, Mr. Barletta, Mr. Blair, Mr. Wisniewski, Mrs. Sanders, and Mr. Sauer voted "Aye." Motion carried, 6-0. The Finance Committee adjourned at 8:50 P.M., November 2, 2011.
RESPECTFULLY SUBMITTED:
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