THE CITY OF STREETSBORO, OHIO FINANCE COMMITTEE MINUTES. Monday, December 22, 2014

Transcription

1 THE CITY OF STREETSBORO, OHIO FINANCE COMMITTEE MINUTES Monday, December 22, 2014 This Finance Committee Meeting was called to order on Monday, December 22, 2014 at 7:01 p.m. by Bridget Pavlick, Chairman. Mrs. Field gave an invocation and then Mayor Broska led the Pledge of Allegiance. PRESENT: ABSENT: Regis Faivre, Jeff Allen, Bridget Pavlick, Tim Claypoole, Julie Field, John Ruediger, Steve Michniak None. ALSO PRESENT: Glenn Broska, Mayor Dave Maistros, Law Director Roy Mosley, Police Chief Robert Reinholz, Fire Chief Jenny Esarey, Finance Director Joe Ciuni, City Engineer John Kuklisin, Water Superintendent John Cieszkowski, Planning Director Sue Truby, Economic Development Director Clay Morris, Human Resources Director Caroline Kremer, Clerk of Council Disposition of Minutes MOTION: TO ACCEPT THE REGULAR FINANCE COMMITTEE MEETING MINUTES OF SEPTEMBER 22, 2014 AS PRESENTED. Moved by Mr. Allen, seconded by Mrs. Field. Upon voice vote, motion carried. Monthly Financial Report Ms. Esarey had provided the November 2014 financial report by on December 1, She said the General Fund expenses including encumbrances was 88% with a target of 91% and total expenses was 89%. 95% of the expected General Fund revenue had been collected and the income tax was at 94% with total revenue collected at 93%. She said November looked good and December was looking good also. She had distributed the final December RITA reconciliation which had come in above what was projected. She thanked the department heads for spending wisely and staying within their budgets. Page 1 of 6

2 Old Business Review 2015 Permanent Budget/T-6005 Adopt 2015 Annual Appropriations Ms. Esarey had provided a memo describing the 2015 permanent appropriations [see attached]. She had made all the changes Council authorized during the various budget discussions and asked that the annual appropriations be forward to tonight s Council meeting for adoption as emergency legislation. MOTION: TO FORWARD TO TONIGHT S REGULAR COUNCIL MEETING. Moved by Mr. Allen, seconded by Mr. Claypoole. Upon voice vote, motion carried. New Business Update on SR 303 Three ODOT representatives were present to provide the update regarding the eastern and western bowl on the western end of SR 303 near the railroad tracks and the SR 303 bypass. Tom Powell, from ODOT s Akron Office which oversaw Portage County and other northeast Ohio counties, provided a presentation [see attached]. He had last provided an update about one year ago. He said there were soil profiles and a lot of data on this section of the road going back to The project would include replacement of the three corrugated metal pipes that went under the roadway for Tinkers Creek. Mr. Powell said, based on the hydraulic analysis, the only solution was to raise the roadway profile above the flood elevation (approximately five feet above the roadway). Mr. Powell said the project approach had changed a little bit since last year when ODOT had presented information on this project due to the soil conditions and the condition of the peat (which was a lot worse than they had anticipated). They would build a surcharge (a lot of dirt) on top of the roadway, allow it to settle over time (approx. 12 months), then remove the surcharge and construct the final embankment using a lightweight material (to prevent future settlement). Once they construct the final embankment they would construct a new roadway, pavement, and guardrail, and replace the culverts. For this project SR 303 from the eastern tie in of the bypass to the railroad tracks would need to be closed for a maximum of 12 months. They would phase the construction work so people that lived in the communities off of SR 303 (Lakeside Terrace and Hickory Ridge) would be able to get to their homes. They expected to build the surcharge and let the areas settle and drain off the underground water over days which should compress the peat about 6 or 7 feet. They would not be able to put a temporary road on top of the surcharge because the soil would not be stable during that compression time. Mr. Michniak asked if ODOT had considered the impact to Frost Road if SR 303 to Hudson was shut down and if the City of Hudson had been informed of this. Mr. Powell said that had not started yet because they were still in the design phases, but the coordination would happen as the project progressed. Mayor Broska said the car traffic would still have access down Seasons Road to Ravenna Road or on Aurora-Hudson Road to Stow Road, but the biggest impact would be to the commercial vehicles. Commercial tractor-trailers could not detour over a local route, so they would be routed either onto SR 59 in Kent or SR 82 through Aurora. Construction was expected to start about April Page 2 of 6

3 Mr. Powell explained how the surcharge and compression would work. He said once the surcharge was taken away ODOT would install a 38 foot wide embankment with two 12 foot lanes, 4 shoulders and then guardrails on each side to keep the footprint small and keep the costs down. A wider shoulder at the standard 10 would increase the cost of the project by about $1.5 million. Mr. Powell reviewed the project impacts. He mentioned some legal issues they were working on regarding the covenants on the land on the south side of the road that the City purchased in Mr. Powell reviewed the timeline for this project, ODOT s contributions and Streetsboro s contributions. He also reviewed the funding. The estimated project cost was about $4.7 million and Streetsboro would contribute about $700,000. He thought last year the total cost was estimated at about $3.5 million, but even though the total cost increased, there were enough additional funding sources so that the City contribution had not gone up very much. At last year s presentation it was mentioned that the life span of the project would be about years before it would need some additional work; with the new design of letting the peat settle before the new roadway was built the project should last at least 50 years (although the roadway did have to be closed for a longer period of time). Under the previous plan the roadway would still have been closed for probably 8-9 months. Mayor Broska said the City had forecasted for $700,000 in the budget even though the earlier estimated City contribution was about $550,000. Mr. Powell said ODOT was confident in the design and that it would work for at least 50 years. Normal maintenance and repaving would be required every 10 or 12 years but the design would work for a long time. They were still refining the design and the costs. S&ME, a geotechnical consultant out of Columbus, was doing all the geotechnical work. They would coordinate the endangered species issues with ODNR, Fish and Wildlife, Army Corps of Engineers, US EPA, Ohio EPA, etc. Mr. Ruediger asked how many days a year SR 303 was closed because of flooding. Mayor Broska said he had a report on file and thought it was about 5-8 days a year, but when it was closed it was a significant delay for the safety forces to get to the other side. He added that this should have been done years ago but now the planned project would fix the issue for a long while. The road would be raised to the level of the railroad tracks which hadn t flooded in recent memory. Mrs. Field thanked Mr. Powell for the presentation. She thought having the road closed for a year or more was disconcerting, but was glad this would be a 50 year fix and that additional funding had been obtained. She felt this was something that had to be done because the problem had existed for way too long. Mr. Claypoole asked for clarification on when the money would be due from the City. Mr. Powell said the funding would be required by ODOT prior to sale of the project, which was scheduled for January 2017 for construction in spring 2017, so it would be needed at the earliest at the end of calendar year Mrs. Field asked the Finance Director how this would be accomplished. Ms. Esarey answered that she was told to have the money ready by January 2017, which would still allow for the project to be sold in February 2017 with construction in spring Page 3 of 6

4 Tom Seaman, 8957 Sandpiper Drive, asked if the City was getting AMATS or OPWC money for this project. He was told there was AMATS money and the City would apply for OPWC later when it was appropriate. Mr. Seaman asked why there would not be a box culvert. Mr. Powell explained that the box culvert required a good foundation and the soil conditions were not conducive to a box culvert that could start sinking over time; the corrugated metal pipes tended not to sink in such conditions. Other culverts crossing under the road in this project area would be replaced during this project. Mrs. Pavlick suggested this presentation be added to the City s website so the residents could see the timeline and rest of this update. She also suggested another update from ODOT in May or June 2015 to keep up to date and learn more about the environmental coordination. Mayor Broska said he would bring this back to Council when there was something significant to report. Mrs. Pavlick thanked the ODOT representatives for taking the time to keep Council up to date. Mr. Faivre said there were problems with the SR 43 widening project regarding cost overruns etc. and wondered what would prevent similar problems with this project since it was an ODOT project and the City Engineer may only be partially involved with the actual construction. Mayor Broska said the City would be involved and had been involved all along. He and GPD representatives had attended a few meetings and now there was significant enough information to present this update to Council tonight but the communication would continue between ODOT and the City. Mrs. Pavlick commented that one of the many reasons for the previous problems may have been because Streetsboro was in ODOT District 4 and District 11 took the project. Steve from ODOT said there was a process in place now where local communities had to be notified and had to sign off on change orders and everything else. Discuss Roof Maintenance/Repair Ms. Esarey said PrimeRoof Solutions had presented four different options and the administration thought it would not be financially beneficial, since the 2015 budget included the new roof on the back wing and significant fixes on the front wing, to enter any kind of on-going maintenance contract for She said no legislation was needed if the City would elect to go with the hourly as-needed plan for any issues that might arise before the roof project was bid. Mr. Miller had met with PrimeRoof Solutions last week and saw that there were significant issues with the roof. Annual CMI Service Contract Ms. Esarey had provided a memo and the quotes for the 2015 annual software and hardware CMI maintenance. The cost was a little higher than 2014 but had been included in the 2015 budget. This was for maintenance of the Finance Department equipment and software. MOTION: TO FORWARD THIS TO THE JANUARY 12, 2015 REGULAR COUNCIL MEETING. Moved by Mr. Ruediger, seconded by Mrs. Field. Upon voice vote, motion carried. Page 4 of 6

5 Authorize Expenditure to Repair Ladder Truck Chief Reinholz said the 1997 ladder truck needed the rear brakes replaced because of a seal leak. The cost estimate was $5,200 to $5,300 with the labor done in-house. The Fire Department didn t have the money in the budget, but worked with the Finance Director and found some money. Fire trucks were required to use original parts from the manufacturer, so there was no bidding. He hoped to get this authorized tonight, place the order tomorrow and get the work done right after Christmas, but the ladder truck was out of service until the repair was done. Ms. Esarey said there was an appropriation adjustment later tonight to move money from Fire Pension for this expenditure. The Council Clerk explained that legislation had not been prepared because the Finance Committee could approve the expenditure. MOTION: TO APPROVE THE EXPENDITURE TO REPAIR THE LADDER TRUCK. Moved by Mrs. Field, seconded by Mr. Claypoole. Upon voice vote, motion carried. T-6010 Resolution to Accept Vehicle from Portage County Drug Task Force Chief Mosley said the legislation had been prepared to accept a vehicle in lieu of the cash from drug seizures that was usually received annually from participation in the Portage County Drug Task Force. The Drug Task Force Board voted to purchase and to provide vehicles in lieu of each participating agency receiving a cash disbursement (about $19,000). He said he would have used the cash to buy a vehicle anyway because the vehicle currently in use by the Drug Task Force representative was in poor condition, but now the Drug Task Force was purchasing the vehicles for their participating departments. These were not seized vehicles; they were purchased with seizure funds by the Task Force. Mr. Michniak asked what the usual disbursement was because the Task Force had a lot of money come in this year and they were not real forthright in producing the books. Chief Mosley said each year was different depending upon what was taken in and what the Task Force Board decided to put back into their task force operations. The annual buy-in fee to participate in the Portage County Drug Task Force for the last couple of years was $4,000 per agency. MOTION: TO FORWARD THIS TO TONIGHT S REGULAR COUNCIL MEETING Moved by Mr. Ruediger, seconded by Mr. Faivre. Upon voice vote, motion carried. T-6004 Amend 2014 Appropriations Ms. Esarey had provided a memo and three exhibits and explained them all [see attached]. MOTION: TO FORWARD THIS TO TONIGHT S REGULAR COUNCIL MEETING Moved by Mr. Allen, seconded by Mr. Faivre. Upon voice vote, motion carried. Citizens Comments None. Page 5 of 6

6 Announcements The Regular Council Meeting will immediately follow this meeting. There being no further business to come before this Finance Committee, and upon motion by Mrs. Field, seconded by Mr. Faivre, this meeting adjourned at 7:59 p.m. ATTEST: Caroline L. Kremer, Clerk of Council Edith B. (Bridget) Pavlick, Chairman ck Page 6 of 6