THE CITY OF STREETSBORO, OHIO SERVICE COMMITTEE MEETING MINUTES. Monday, April 10, 2017

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1 THE CITY OF STREETSBORO, OHIO SERVICE COMMITTEE MEETING MINUTES Monday, April 10, 2017 This Service Committee Meeting was called to order on Monday, April 10, 2017 at 7:01 p.m. by Jeff Allen, Chairman. Mrs. Pavlick welcomed the high school students in the audience and invited them to ask questions if they had any. PRESENT: ABSENT: Jeff Allen, Tim Claypoole, Steve Michniak, John Ruediger, Bridget Pavlick, Jessica Timmons, Julie Field None. ALSO PRESENT: Glenn Broska, Mayor Paul Janis, Law Director Robert Reinholz, Fire Chief Darin Powers, Police Chief Jenny Esarey, Finance Director Joe Ciuni, City Engineer [joined the meeting at 7:06 p.m.] Bill Miller, Service Director Rob Peters, Economic Development Director Greg Mytinger, Parks and Recreation Director Caroline Kremer, Clerk of Council Disposition of Minutes MOTION: TO ACCEPT THE REGULAR SERVICE COMMITTEE MEETING MINUTES OF FEBRUARY 13, 2017 AND MARCH 13, Moved by Mrs. Field, seconded by Ms. Timmons. Upon voice vote, motion carried. Old Business Discuss Indoor Facility for Parks Mr. Michniak did not have any update at this time; he had not been able to speak with Mr. Mytinger yet. He asked the Council Members to think about having the City build or fund a structure near the City Park grounds as a facility to be used for an indoor workout/practice facility for youth soccer, baseball, and/or softball. He was thinking of a building about 100' x 120' to hold indoor turf and maybe some batting cages with a ceiling high enough to kick a soccer ball and throw a baseball. He knew a lot of the youth teams rented facilities outside the City and was considering having such a facility in town. He understood there was some discussion recently about a parks levy and he wanted to meet with Mr. Mytinger and learn more about what the administration s plans were. He would bring this topic back to the agenda when he was ready. Mr. Allen agreed with Mr. Michniak s thoughts and looked forward to hearing more. [Joe Ciuni joined the meeting at 7:06 p.m.]

2 New Business Portage County Treasurer s Report Mr. Cromes thanked Council for letting him present tonight on what was happening in the County Treasurer s Office. He liked to make this presentation once a year to Council so they would have a sense of what he was working on so that they could all work together. He had distributed a handout for Council s review. He went over the activities expected in 2017 including setting up a new credit card/debit card paying process and electronic billing by this summer to be a lot more efficient and cost effective. They would also look into financial wellness programming to be more effective, and they would look at systemizing their internal office processes. He said the Land Bank had an important role to play in addressing delinquent and blighted property in the community; they did get an allocation of the delinquent tax dollars. The Land Bank had demolished 129 blighted units so far which benefited the community. They wanted to roll some of the Land Bank s activity into rehab and resale to leverage more of their dollars. Rehabbed properties were put back on the tax rolls and also generated some revenue which ultimately helped the Land Bank potentially reduce the burden on the delinquent tax collection fees. About 5% - 7% of the total tax collection was delinquent every cycle, which was commensurate with other counties of the same size, but the Treasurer s Office was still working to reduce that. They tried to employ whatever tools were available to them and tried to be as efficient as possible about collecting the tax dollars. The tax lien sales were for smaller delinquencies of shorter duration. For the Treasurer s Office to do any collection activity, the property owners had to be at least two years behind in their taxes, and usually that s where they would catch people with the tax lien sales. The idea with that was that the Treasurer s Office could get them, get some revenue in for the County that takes care of the burden and hopefully get the taxpayer remediated so they wouldn t end up with a situation where the Treasurer s Office had to do a foreclosure through the courts because that was a much more expensive process which generally dispossessed the taxpayer of their property if they were unable to pay, and the Treasurer s Office tried to avoid that if possible. He said the current collections report showed there was $1.5 million in total outstanding collections of which the Treasurer s Office had only collected about $740,000, but that was just the first half of the year. He asked for any feedback and welcomed reports of any properties the Land Bank could work on. T-6306 Authorize Contract for CHIP Program Erica Sadaj and Liz Atkinson, of NDS, asked to have an ordinance passed for a Community Housing Improvement Program (CHIP) partnership agreement with Ravenna and Portage County for owneroccupied rehab and home repair projects. They would apply for $1.2 million with $400,000 allocated to Streetsboro. Mrs. Pavlick confirmed this was the same type of contract that had been done in the past. Ms. Sadaj confirmed that they expended all the funds they received in this program and none went unused. She would ask her finance department to forward a summary/year-end report to Council. Page 2 of 5

3 Ms. Esarey commented that this past year was the first year Portage County was handling everything. The grant was now run through the County instead of through Streetsboro, so it wasn t as easy to see the money in the City s financial reports. Ms. Esarey said NDS had sent periodic reports that were color coded for each community involved and she would forward the last one to Council and also forward the year-end report when she received it. This time the City of Ravenna would be handling everything as the lead applicant because it was decided by the committee that would streamline the financials and it would be easier that way. If Streetsboro was to get $400,000 this time, Mr. Allen asked how much Streetsboro got last time (2 years ago). Ms. Sadaj wasn t sure but didn t think it had changed drastically. Ravenna would get $350,000 this time, and the County was eligible for $450,000. This program was very competitive and by joining together in this partnership agreement it bettered the partners chances of getting funding. MOTION: TO FORWARD THIS TO TONIGHT S REGULAR COUNCIL MEETING AS EMERGENCY LEGISLATION. Moved by Mrs. Pavlick, seconded by Mr. Ruediger. Upon voice vote, motion carried. Discuss Frost Road/Greenhaven PRV Replacement Mr. Miller said a couple months ago a hydrant was hit in the Greenhaven area and the flow of water disrupted the pressure reducing valve (PRV). Comunale attempted to adjust it, but the PRV was years old, outdated, and needed replaced. There were two quotes acquired from Trumbull and they needed to go with the Zurn because of the size. There were two PRVs in that area, but with the Frost Road widening project, the one on David Drive would be lost soon, so they only needed to replace the one by Greenhaven. Mr. Miller had received a quote of $30,000 for installation, which he thought was too much, so the Water Department crew would install the 4 and would work with the contractors to reduce the $30,000 cost. Mr. Ruediger asked if Mr. Miller had attempted to get more quotes and Mr. Miller said there were not that many people that make what we need and all the local vendors buy off the same manufacturer and we couldn t go to the manufacturer directly. Mr. Miller asked for this to be forwarded to the Regular Council Meeting in two weeks. If Mr. Miller received quotes from the contractors by the next meeting he would have Mr. Janis include that information in the ordinance. MOTION: MEETING. TO FORWARD THIS TO THE APRIL 24, 2017 REGULAR COUNCIL Moved by Mrs. Field, seconded by Mrs. Pavlick. Upon voice vote, motion carried. T-6307 Authorize Plan, Specs, Bidding and Contract for 2017 Road Program Mr. Ciuni said the road program plans and specs were ready for bid. He requested authorization to advertise for quotes. The roads to be resurfaced were Fairacres Avenue, Rodney Street, Edmond Avenue, and Kickapoo Pass. The budget for this was $250,000. Mr. Ciuni s estimate for this work was $257,000, but his estimates were usually high and they hoped the bids would come in under the Page 3 of 5

4 estimate. The remainder of the 2017 road paving budget was tied up with Frost Road and Diagonal Road (which was an OPWC project that could not be bid or awarded until after July 1) and the City s share of SR 303 and the City s share of Frost Road. Mrs. Field asked if the administration had reached out to the City of Hudson regarding paving of Stone Road, which was on the border of Streetsboro and Hudson. She said it was getting quite rough after this recent winter. Mr. Ciuni would look into it and also find out how long ago Stone Road was paved. He later checked his list and reported that it was last paved in 1999 and the roads to be done this year were last paved in 1992 and 1994, so there were roads older than Stone Road that may come first. Mayor Broska commented that the administration was trying to go down the list of roads and take care of the 1s first and then move on to the 2s. He didn t know what rank Stone Road was. He said he got calls every day from people about their roads, but there was only so much money each year. This year should take care of all the 1s plus Frost Road and Diagonal Road. He got calls constantly for Elliman Road, Ferguson Road, Ravenna Road and others. Mrs. Field was just interested to see what timeframe Hudson may be looking at since Stone Road was a shared road. Ferguson Road would not get chip and seal this year. Mrs. Pavlick wondered if this project was being bid a little late. She thought it was best to bid at the beginning of the year for the best prices and then do the work in the spring. Mr. Ciuni said the asphalt plants just opened on April 1, but agreed that earlier was better. There would be no time problem getting the work completed this year, but he was concerned that because this was a smaller program this year, there may be less competition for it because some of the bigger vendors may not bid for this smaller project. MOTION: TO MOVE THIS TO TONIGHT S REGULAR COUNCIL MEETING. Moved by Mr. Ruediger, seconded by Mrs. Pavlick. Upon voice vote, motion carried. Agricultural Placement Renewal Requests of Twin Lakes Sand and Tacke Mrs. Kremer said these were two renewal requests that had come in the mail. She had already arranged for their Public Hearings to be held at the next meeting night in two weeks. These were just on the agenda as an opportunity for discussion for Council, if any. MOTION: TO MOVE THESE TO THE APRIL 24, 2017 REGULAR COUNCIL MEETING. Moved by Mrs. Field, seconded by Mrs. Pavlick. Upon voice vote, motion carried. The Public Hearings would precede the Regular Council Meeting that night. Citizens Comments None. Page 4 of 5

5 Announcements The Safety Committee Meeting will immediately follow this meeting. There being no further business to be addressed by this committee, and upon motion by Mr. Ruediger, seconded by Mrs. Pavlick, this meeting adjourned at 7:31 p.m. ATTEST: Caroline L. Kremer, Clerk of Council Jeffrey M. Allen, Chairman ck Page 5 of 5