TUESDAY, OCTOBER 21, 2014 OFFICE OF THE BOARD OF COMMISSIONERS PICKAWAY COUNTY, OHIO

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1 The Pickaway County Board of Commissioners met in Regular Session in their office located at 139 West Franklin Street, Circleville, Ohio on Tuesday, October 21, 2014, with the following members present: Mr. Jay H. Wippel and Mr. Brian S. Stewart. Mr. Harold R. Henson was absent. Brad Lutz, County Administrator, was also in attendance. Minutes Approved: Commissioner Stewart offered the motion, seconded by Commissioner Wippel, to approve the minutes of October 14, 2014, with corrections. Payment of Bills: Commissioner Stewart offered the motion, seconded by Commissioner Wippel, to adopt the following Resolution: BE IT RESOLVED, that the bills have been found to be properly filed and their respective vouchers shall be cross-referenced to the approving pages dated October 22, 2014, in the Commissioners Voucher Journal, the date in which checks will be cut; then, BE IT FURTHER RESOLVED, that the Board of Pickaway County Commissioners orders the Auditor of Pickaway County, Ohio, to draw her warrant on this entry in the amount of $433, on the County Treasurer to satisfy the same. Fiscal Specialist Report: Waivers: The following is a summary of the report provided by Erica Tucker, Fiscal Specialist: Health & Safety Committees Pumpkin Show Challenge: A total of 61 county employees turned in their Pumpkin Show Challenge participation forms that challenged employees to walk 50,000 steps throughout Pumpkin Show and complete other challenges to earn bonus point to be able to participate in a Kroger gift card drawing for a $50, $30, $20 gift card. The drawing results will be announced October 22 nd. AEP Rebate: The county maintenance department recently replaced new energy efficient light bulbs in the lobby area of the Courthouse which earned a rebate in the amount of $ as part of AEP s rebate program. Payment to Kingston National Bank: Mrs. Tucker requested a waiver of the waiting period to issue payment to the Kingston National Bank for the interest and principal payments for the Clarks Run Ditch construction loan. The original voucher was submitted to and rejected by the county auditor s office which sent a notice stating the system showed an insufficient cash balance in the fund; however, it was ultimately discovered that the proper budget action had been entered into the system and the funds were available. The waiver is needed to make a timely payment. Therefore, Commissioner Stewart offered the motion, seconded by Commissioner Wippel, to make payment to the Kingston National Bank in the amount of $18,

2 State of Ohio Dept. of Health-Crippled Children Fund: In researching why the amount of the county s formulated state mandate payment in total so far in 2014 for the State of Ohio Dept. of Health-Crippled Children s fund, a, was extraordinarily high, it was reported that a 2013 year-end invoice had been carried over to this year; therefore, reflecting a misleadingly high amount paid in Commissioner Stewart offered the motion, seconded by Commissioner Wippel, to waive the waiting period to issue payment to the Ohio Department of Health in the amount of $12, A third waiver was requested for Darby Creek Excavating s payment request in the amount of $312, for the Ohio Department of Transportation and Ohio Christian University s (OCU) Rt. 22 East Turn Lane project. The project is funded in collaboration between ODOT, OCU, and the City of Circleville, and the county s sole role is to serve as the fiduciary agent per an MOU previously entered into by the Commissioners, County Engineer, ODOT, and OCU. Mr. Lutz said the county invoiced the City of Circleville for its $25,000 portion, but would not be received for at least 2 weeks. ODOT s portion of funding is based on a reimbursement system and paperwork has been submitted by the county engineering department, but it will take approximately 3 weeks to receive reimbursement. Therefore, this will require the county to advance the funds in the meantime to be able to pay the contractor. Mr. Lutz stated that he had been under the impression that this project was the same as the US Rt. 23 Turn Lane & Traffic Light Modification project in that ODOT s funds would be paid directly to the contractor. In discussing the matter, Commissioner Stewart said he understands ODOT s reimbursement requirement process, but indicated that he does not want the county to be in the position of advancing all of the funds and then pursue repayment. In discussing the matter, it was determined that OCU will be contacted right away about receiving its portion and an advance would be made for the difference owed by the City of Circleville. Assistant County Administrator Report: The following is a summary of the report provided by April Dengler, Assistant County Administrator: Part-time Maintenance Worker I Position: An interview is scheduled for Thursday, October 23 rd for the part-time maintenance position, and telephone calls have been placed to 3 other applicants regarding an interview. Govdeals.com: The county engineering department s Ford Explorer that was placed on the govdeals.com government auction website sold for $1,300, and a sewer-rodding machine that was posted on the website closes today with the highest bid so far of $135. The department s Silverado has been re-posted on the site because when it was previously posted and sold, the highest bidder of $1,700 did not make the payment. New Hire Packets & Healthcare Insurance Forms: Mrs. Dengler, who serves as the HR Coordinator as part of her duties, informed the Commissioners that she was contacted by Lisa Burroughs of the county auditor s payroll department, and informed her that the healthcare forms are not thoroughly explained to new employees by several departments who prefer to distribute their own new hire packets. There is a 30-day window for new hires to sign up for their healthcare benefits and this information needs to be stressed at the time the packets are reviewed. New employees need to be informed that they will be receiving a letter in the mail from county s healthcare consortium with instructions on how to sign up by the deadline; otherwise, this causes the need for auditor s payroll department to contact the county s healthcare consortium asking for exceptions. Therefore, a meeting is scheduled to take place on Friday, October 24 th, that will be attended by the various departments that prefer to distribute their own hire packets along with Mrs. Burroughs where it will 2

3 be Mrs. Dengler will review the paperwork. The Commissioners stated that as the county s HR Coordinator, Ms. Dengler should be reviewing the healthcare selection process and submission deadlines. In discussing the matter, it was determined that it will be a topic for discussion at the upcoming elected officials luncheon. Unemployment Claim: It was reported that a former County Dog Warden, who previously resigned the position to take another job, filed for unemployment against the county. Mrs. Dengler stated that she received paperwork from the Ohio Department of Unemployment that a weekly benefit of $418 agreed upon, which means the county is listed as ultimately paying a total $5,672 in unemployment charges. The immediate former employer was listed in the paperwork as well. Mrs. Dengler has filed an appeal on behalf of the county, and will report back to the Commissioners with the results. Worker s Compensation Refund: The county has received its refund check from the Ohio Bureau of Workers Compensation in the approximate amount of $124,000. County departments will be reimbursed accordingly for their respective portions of the refund. Job Descriptions/Classified & Unclassified Positions: Mrs. Dengler and Mr. Lutz are reviewing all job descriptions of employees that fall under the Commissioners authority and have found that some changes will need to be made to some of them to being considered classified and unclassified positions relative to the number of allowable clerical and administrative unclassified exception positions determined is based on the Ohio Revised Code (ORC) (A)(8). Mr. Lutz explained that every elected official receives 4 administrative classified exception and the Board of Commissioners receive an extra 3, one for each Commissioner, for a total of 7 of clerical and administrative unclassified exception positions under their authority. Mr. Lutz stated while performing research, he has found that there is 1 classified employee under the Commissioners authority that holds a partisan office, which is in violation of the ORC. With only 3 of the 7 unclassified exception positions under Commissioners being used, Mr. Lutz recommended that this employee s position be changed to an unclassified exception position. Mr. Lutz will be explaining this change to the employee, which will be required to sign written documentation regarding being agreeable to the change in job classification. Mr. Lutz stated that he and Mrs. Dengler will be speaking with an inspector in the county building department about modifying his position from classified to unclassified per ORC Pickaway County Service Center Parking Lot Pumpkin Show Fundraisers: Mrs. Dengler reported that one of the organizations, Touching Lives for Christ Church, that worked the PCSC parking lot as fundraisers, money was stolen when a female approached one of the, provided a first name and said she was there to take over for the shift change, and ultimately left with the money bag. A police report was filed. Job Description for Part-time EMA Assistant Job Description Signed: A job description for the part-time EMA assistant position was presented and signed for approval by Commissioner Wippel. Waiver Approved: Mrs. Tucker reported that the Ohio Christian University hand delivered a check in the amount of $135, for its portion of the payment request from Darby Creek Excavating related to the turn lane project. This did not include the $25,000 from the City of Circleville. Commissioner Stewart offered the motion, seconded by Commissioner Wippel, to waive the waiting period to issue payment to Darby Creek Excavating in the amount $312, from line item # for contract services related to the US 22 Turn Lane Project. Emergency Management Agency Report: The following is a summary of the report provided by Dave Conrad, EMA Director: 3

4 Community Emergency Response Team (CERT): The local CERT put in hours of time working the Circleville Pumpkin Show last week. August Sales Tax Collection Allocation: Commissioner Stewart offered the motion, seconded by Commissioner Wippel to allocate the August 2014 Sales Tax collections in the following manner: 24,924 to Capital Fund 598, General Fund July through September Casino Revenue Allocation: Commissioner Stewart offered the motion, seconded by Commissioner Wippel to allocate the July through September 2014 Casino revenue in the following manner: 6,867 to Capital Fund 164, to General Fund County Administrator Report: The following is a summary of the report provided by Brad Lutz, County Administrator: 2014 Appropriations to Cover 2% Pay Raises: Mr. Lutz will be preparing the numbers related to what amount of additional appropriations general fund departments will received before the end of the year to 2% employee pay increases and any insurance changes for presentation at the elected officials luncheon scheduled for next Tuesday. Budgetary Meeting with Elected Officials & Department Heads: The date of December 9 th was discussed to hold the annual year end and budgetary meeting provided the room at Brooks Yates Center on South Pickaway Street is available. The 2015 budget worksheets will be distributed and asked to be returned to Mr. Lutz before Thanksgiving break in order for those numbers to be available when discussing the 2015 budget at the meeting. Installation of New Diesel Fuel Tank/Generator at Pickaway County Sheriff s Office (PCSO): The new diesel fuel tank/generator was installed on Monday, October 20 th and is waiting on the fuel. Once the fuel has been delivered, Buckeye Power will connect the new tank/generator since the company disconnected the old tank/generator. Meeting with Jason Wiseman: Mr. Lutz and Mrs. Dengler are scheduled to meet with Jason Wiseman, a homeowner who has contacted the Commissioners office about his dissatisfaction with the size of the HVAC duct system installed and other issues related to their home that was built by Schumacher Homes. Bill Toole, Chief Building Inspector, will also be in attendance for the meeting. Pickaway County Service Center (PCSC) Sprinkler System Inspection: As part of the annual fire inspection, the sprinkler heads at the PCSC are outdated and need to be replaced at an approximate cost of $10,000. The maintenance supervisor is in the process of obtaining 3 quotes. 4

5 TUESDAY, OCTOBER 21, 2014 Ohio Bureau of Motor Vehicles (OBMV) Office Extended Hours during Pumpkin Show: No issues were reported related to the extended hours the BMV stayed open during Pumpkin Show. The BMV office is housed in the Pickaway County Annex and the Deputy Registrar previously requested to stay open in the evenings throughout Pumpkin Show week. Commissioners approved the request as long as the public did not have access to the remaining area of the building, for which the maintenance department provided a barricade. No issues were reported for any of the county buildings or problems related to county employee parking. P25 Sub-committee Meeting: The county s 800 MHz Committee s P25 Sub-committee will be meeting Friday, October 24 th. It was reported that Tom Swisher, part-time Countywide Communication Systems Coordinator, scheduled the meeting for an update on any new information regarding options the county will have on the direction it will take when technical support for the 800 MHz system will no longer be available in a couple of years; however, it has always been emphasized that this does not mean that the county s 800 MHz system will cease to operate in a couple of years. IT Cyber Security Initiative Kick-off Meeting: Robert Adkins, the county s contracted IT Manager, attended a Cyber Security Kick-off meeting and reported to Mr. Lutz via that it was very beneficial and plans to attend the upcoming quarterly meetings. Storage Garage behind Courthouse: The maintenance supervisor is finishing the base board heating installation in the lower level storage garage behind the Courthouse at the approximate cost of $300. Public Records Request from Fairfield County Dog Shelter: A public records request from Fairfield County Dog Shelter was forwarded to Marc Rogols, Pickaway County Dog Warden. A request for information related to the total numbers of dogs, adoptions, redemptions, etc. Mr. Rogols was requested to provide the information to Mr. Lutz as well so the public record request and information can be appropriately recorded. Roundtown Players (RTP) Theatre Group-Access to Electrical Panel Request: RTP has made a request to have access to the electrical breaker panels behind a locked door that services its area in Memorial Hall. As it is currently, if a breaker happens to trip, either Mr. Storey or Mr. Clifton of the maintenance department has to go to the building to reset it. Mr. Lutz asked Mr. Storey, who is a certified electrician, if allowing RTP access to the breaker panels would present any type of safety issues at all, he stated that he believed it would not as the panels are easy to access, are simplistic in nature, and everything is clearly marked. It was determined that Mr. Storey and a member or members of RTP will arrange a time to review the breaker panels and Mr. Storey can provide them a key with the understanding that if a breaker trips a second time after being reset, RTP is to stop what they are doing. Mr. Lutz also reported that nothing has been heard from Signs of Distinction yet related to RTP s new temporary vinyl sign that will be publically displayed during productions. YMCA Rental Lease: Conversation was held about negotiating the rental lease with the YMCA for dance studios that Jeff Phillips, Pickaway County YMCA Director, have been discussing. Recently, the county provided approximately $12,000 in custom renovations and added some additional space to the areas the organization rents in Memorial Hall, and additional capital funds were spent on HVAC upgrades to the building. The organization has been paying $721 per month for the last number of years. After discussing the topic it detail, it was ascertained that a 3-year lease will be proposed, with rent amounts of $750 in 2015; $800 in 2016; and $850 in Chamber of Commerce; Downtown Business Association (DBA): Mr. Lutz, who is currently serving as Vice President of the Pickaway County Chamber of Commerce, informed the Commissioners that its board s sitting vice president now has a seat on the DBA board. The chamber is also planning to become more active, with resources available through the Columbus Chamber of Commerce, by making more small business consultants locally available, free of charge, to people contemplating starting a business in downtown Circleville. Signage Permit Fee: Commissioner Stewart mentioned the county building department s $350 permit fee for a sign, no matter how small or large, is charged to businesses throughout the county, which he feels is rather excessive. It was ascertained that the matter will be explored. Dog Shelter Volunteer Policy: An updated volunteer policy for the county dog shelter continues to be worked on. Bulen Pierce Road Homeowner s Request Related to Relocation of Road: Mr. Lutz, Chris Mullins, County Engineer, and Anthony Neff, Deputy County Engineer, met with Judy Wolford, County Prosecutor, regarding whether the county can sell, by public auction or otherwise, or transfer the property between the road s old location and its new location when it was moved west as part of an ODOT project. The land will eventually become owned by the county. Mr. Lutz reported that replatting of the already platted subdivision would eliminate the need for the public sale process. As part of the platted subdivision, 35 ft. off the centerline of the road was already right-of-way owned by 5

6 the county and there is also a utility easement that runs along the road. Mr. Mullins is suggesting that the subdivision be re-platted to extend to the new road with the same amount of offsets for right-ofway and the utility easement. This will bring the subdivision s offsets to the same as they were before the road was moved. The land will have to be surveyed, and it was stated in the meeting with the prosecutor that the surveyor s cost should be paid by the landowners. Mr. Lutz stated that he spoke with Terry Frazier, Director of Development & Planning, who stated that the land could be surveyed and granted to the landowners without having to re-plat the subdivision. Mr. Lutz stated that Mr. Frazier will contact Chris Mullins to discuss the matter; however, nothing can be done until a current law suit filed by a different landowner regarding the settlement amount ODOT gave him for a portion of his property is settled. Pickaway County Investment Advisory Committee Meeting and Presentation of the Pickaway County Quarterly Investment Report Provided by Dennis Yacobozzi: The county s investment advisor, Dennis Yacobozzi, of United American Capital Corporation, met with the Pickaway County Investment Advisory Committee, to provide a quarterly investment report. Mr. Elick, Chairman of the Pickaway County Investment Committee, called the meeting to order and stated that the Pickaway County Quarterly Investment Portfolio for the third quarter of 2014 would be reviewed, and turned over the meeting over to Mr. Dennis Yacobozzi of United American Capital. Mr. Yacobozzi first provided an overview of the current national economy, the stock market, and the recent decline in yields that appear to be slowly bouncing back and recommended that the county remain in its conservative strategy, and new maturities not being extended for more than 2½ years. Also reviewed was the county s investment portfolio analysis, inventory, transactions, income, assets by type/maturity analysis, market analysis, and the US Treasury yield curve. At the conclusion of the presentation, with a near $12 million balance in the county s Money Market Account and in an effort to slightly increase interest income, Commissioner Wippel recommended that Mr. Elick purchase some short-term CDs. Discussion Regarding Combining the Pickaway County and City of Circleville Public Safety Answering Points (PSAP): Conversation was held regarding the exploration of combining the Pickaway County and the City of Circleville PSAP/911 dispatch centers. There are a number of matters and plans that need be addressed before potentially making a presentation to Circleville City Council. Review of Information Prepared For Public Records Request: Mr. Lutz and the Commissioners thoroughly reviewed the spreadsheets he prepared for information related to a public records request from the Circleville Herald. First reviewed was the comparison of number of employees and on the Commissioners organization chart on January 1, 2013 and the number of employees as of October 15 th of this year, with the associated general fund payroll costs for each year. This includes employees in the Commissioners office, Building Department, Maintenance Department, GIS office, Development & Planning office, and the Dog Shelter. As of January 1, 2013, there were 16 full-time employees and 3 part-time. It was pointed out that some employees are paid from a combination of special revenue funds and the general fund. For 2013, the amount of payroll from the general fund under the Commissioners authority was $675, This number included the cleaning contract spread over the 12- month period because in 2014, an in-house cleaning staff was hired to replace the cleaning contracted services. As of October 15 th, there are 15 full-time employees, and 12 part-time employees, whose total amount of payroll from the general fund projected to the end of the year was $680, Mr. Lutz pointed out that if the July 1, 2013 and July 1, 2014 pay increases of 2% were not given, the total general fund projected payroll expenses under the Commissioners would be even less, for a total of $658,

7 Also reviewed as part of the public records requested information was the total general fund revenues, expenditures, and carryovers from 2003 through the 2015 Tax Budget requests. Items noted were from 2003 through the 2014 projections, revenues increased 20.9% while expenditures increased 20.4%. There were no wage increases in 2009, 2010, 2011, and 2012; however, there was a one-time special pay in lieu of raises provided in Since a 2% raise provided to all general fund employees increased expenses by approximately $110,000 in 2013, and $120,000 in 2014, it is safe to assume that even if only 1% raises were provided in those years, the percentage increases in expenditures between 2003 and 2014 would have exceeded the percentage increase in revenues. In 2014, the general fund carryover balance is projected to be $866,428 greater than the 2003 carryover balance. This is an average of $78,766 a year meaning, on average, revenues have been greater than expenses each year since 2003 by $78,766, or the equivalent of saving that amount each year for the last 11 years. The 2015 Tax Budget (requested operating budget from the various departments for 2015) currently shows an increase in expenditures of $821,319 over the projected 2014 expenditures. Of this increase, $549,389 (66%) is related to the Sheriff s Office tax budget request. The $549,389 is the difference between the budget requested ($6,566,209) and the Sheriff s 2014 budget ($6,016,821). Lastly reviewed was the information requested related to the Commissioners offices general fund line item expenses from 2003 through the 2015 Tax Budget. Since 2003, the following departments have been added to the offices under the Commissioners authority: Development & Planning; EMA; County Building Dept.; and the Recycling Outreach through the Joint Solid Waste District. Each of these services either generate revenue or the costs are reimbursed to the county and, consequently, this information was factored in. Net expenditures between 2003 and 2014, as projected, have increased $72,300. Since 2006, the medical insurance rates have increased 68.7%. There were no increases to employees contributions in 2009, 2010, 2011, or 2012, as all increases in the medical insurance rates were absorbed by the county. Mr. Lutz stated that all of this essentially shows, particularly in light of the fact that amount the county absorbed medical insurance increases in 2009 through 2012 more than exceeds $72,300, that the actions taken by the Commissioners in decreasing utilities, keeping payroll expenditures flat, not replacing some employees or hiring part-time employees, etc., have had a positive effect on the budget. The Commissioners mentioned that would like to sit down with Trish Bennett of the Circleville Herald to present the public record request information and that they plan to speak with her about determining a convenient time she might be able to meet with Commissioner Stewart and Mr. Lutz to thoroughly review the data. Amended Certificate Approved: Commissioner Wippel offered the motion, seconded by Commissioner Stewart, to adopt the following Resolution: Resolution No.: PC WHEREAS, the Pickaway County Budget Commission approved an AMENDED CERTIFICATE in the amount of $325, for the Collaborative Projects Fund #917; then, THEREFORE BE IT RESOLVED, that the Pickaway County Board of Commissioners hereby appropriates the following sum for expenditure for period ending December 31, 2014: Collaborative Projects Fund #917 $325, Creation of New Line Items Approved: 7

8 Commissioner Stewart offered the motion, seconded by Commissioner Wippel, to approve the following requests for the CREATION OF A NEW LINE ITEM: US Rt. 22 Turn Lane Project-Local Funds-Revenue US Rt. 22 Turn Lane Project-State Funds-Revenue US Rt. 22 Turn Lane Project-Advances In US Rt. 22 Turn Lane Project-Contract Services US Rt. 22 Turn Lane Project-Advances Out Line Item Name Changes Approved: Commissioner Stewart offered the motion, seconded by Commissioner Wippel, to approve the following requests for a LINE ITEM NAME CHANGE: High Visibility Enforcement Overtime Grant-Sheriff-Salary-IDEP/HVEO High Visibility Enforcement Overtime Grant-Sheriff-PERS-IDEP/HVEO High Visibility Enforcement Overtime Grant-Sheriff-Medical IDEP/HVEO High Visibility Enforcement Overtime Grant-Sheriff-W.C.-IDEP/HVEO High Visibility Enforcement Overtime Grant-Sheriff-PERS-IDEP/HVEO-State Share High Visibility Overtime Grant-Sheriff-State Share High Visibility Overtime Grant-Sheriff-PERS-STEP/HVEO High Visibility Overtime Grant-Sheriff-Medicare-STEP/HVEO High Visibility Overtime Grant-Sheriff-Workers Comp.-STEP/HVEO High Visibility Overtime Grant-Sheriff PERS LE-STEP/HVEO Appropriations Approved: Commissioner Stewart offered the motion, seconded by Commissioner Wippel, to approve the following requests for the APPROPRIATION OF FUNDS: to Countywide Sewer-Equipment to Darby Sewer Sub-district-Equipment to Derby Area Sanitary Sewer-Equipment Orient Sewer -Equipment to Orient Water-Equipment 10,000 to Unplanned Capital 25, Contingencies 160, to US Rt. 22 Turn Land Project-Local Funds 165,000 to US 22 Turn Lane Project-State Funds 325, US Rt. 22 Turn Lane Project-Contract Services 10,000 to Unplanned Capital 8

9 Transfers Approved: Commissioner Stewart offered the motion, seconded by Commissioner Wippel, to approve the following requests for the TRANSFER and RE-APPROPRIATION OF FUNDS: 25, from Contingencies To Crippled Children 500 from Sheriff-Equipment To Sheriff-Supplies Cash Advance Approved: Commissioner Stewart offered the motion, seconded by Commissioners Wippel, to approve the following CASH ADVANCE: 190,000 from Advances Out To US Rt. 22 Turn Lane Project-Advances In Weekly Dog Warden Report Filed: The weekly report for the Wright-Poling/Pickaway County Dog Shelter was filed for week ending October 18, A total of $456 was reported being collected as follows: $200 in adoption fees; $90 in sale of tags; $15 in tag late fees; $120 in private donations; $6 in boarding revenue; and $25 in redemptions. Five (5) dogs were adopted; and no (-0-) dogs were euthanized. No firearms were discharged. 9

10 With there being no further business brought before the Board, Commissioner Stewart offered the motion, seconded by Commissioner Wippel, to adjourn. Voting on the motion was as follows: Commissioner Wippel, yes; Commissioner Henson, absent. Commissioner Stewart; yes. Voting No: None. Motion carried. Jay H. Wippel, President ABSENT Harold R. Henson, Vice President Brian S. Stewart BOARD OF COUNTY COMMISSIONERS 10