TUESDAY, SEPTEMBER 30, 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, September 30, 2014, with the following members present: Mr. Jay H. Wippel and Mr. Brian S. Stewart. Mr. Harold R. Henson was absent for the morning session. Brad Lutz, County Administrator, was also in attendance. Minutes Approved: Commissioner Stewart offered the motion, seconded by Commissioner Henson, to approve the minutes of September 23, 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 1, 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 $190, on the County Treasurer to satisfy the same. Emergency Management Agency Report: The following is a summary of the report provided by Dave Conrad, Emergency Management Agency Director: Laurelville Emergency/Tornado Siren: The new antenna for the Laurelville Emergency/Tornado siren has been installed and will be tested. EmergiTech Follow-up Meeting at City Dispatch Center: Mr. Conrad will be attending a followup meeting with EmergiTech regarding 911 on Wednesday morning. The supervisor console will be programmed with the ability to set-off the countywide emergency/tornado sirens. EmergiTech Run Card Workshop: EmergiTech held a run card workshop last Wednesday with five fire departments represented. Assistant County Administrator Report: The following is a summary of the report provided by April Dengler, Assistant County Administrator: 1

2 Govdeals.com: The county engineering department s 2001 Chevrolet Silverado C1500 truck sold on the govdeals.com website for $1,700 and the department is preparing to place another vehicle on the website. This makes a total of 3 vehicles that have been sold in that manner so far. Brad Lutz reported that the PCSO may have some items to sell on the online government auction website. Radiators from the Courthouse and Memorial Hall, along with marble slabs, which were removed during the HVAC upgrades, may be placed on the auction site as well. Assistant County Administrator Job Description: The updated County Administrator job description was presented for Commissioner Wippel s signature that includes duties supervising the Building Department employees related to scheduling, payroll, leave requests, etc. Building Department Part-time Permit Technician Position: Six applications were received for the advertised part-time Building Department Permit Technician. One interview has already been conducted and more are scheduled for later in the week. It was reported that some very good applications were received. Driving Record Reports: Ms. Dengler will be trained on how to obtain the driving reports through the company that is affiliated with the County Risk Sharing Authority (CORSA) that offers this service at no cost. Reports will only be obtained for employees that drive county vehicles. Rabies Clinic: The Health Department will be offering a rabies shot clinic for dogs and cats that will be held in the Pickaway County Service Center parking lot on Saturday. The rabies shots will be administered by a veterinarian. County Administrator Report: The following is a summary of the report provided by Brad Lutz, County Administrator: Bill Toole, Chief Building Official (CBO): Mr. Lutz reported that Bill Toole will be coming in later in the day at 2:00 p.m. to discuss a county homeowner that has been in contact with Mr. Lutz regarding over the past several weeks about a matter related to the Heating, Ventilation, & Air Conditioning (HVAC) duct work installed his new home that was built by Schumacher Homes. Pickaway County Historical & Genealogical Society: In discussing the letter from the Pickaway County Historical & Genealogical Society s president requesting an appropriation from the county s general fund towards the society s operations, it was determined that a letter will be sent explaining that no appropriation can be provided at this time; however, the Commissioners are considering the establishment of a fund, with a pre-determined amount, similar to what the previous Board of Commissioners did in Non-governmental agencies possessing a not-for-profit status were able to submit applications for what was titled Community Enhancement Funds for a project that would have a countywide impact on the quality of life in Pickaway County. The funds should not be requested to support current operation costs such as salaries, benefits, and costs supported by the organization s 2015 budget. Bureau of Motor Vehicles: The Deputy Registrar that manages the Ohio Bureau of Motor Vehicles office housed in the Pickaway County Annex has been notified that the Commissioners provided permission for the office to remain open past its normal business hours during Pumpkin Show. It will be explained that the Commissioners have the right to withdraw their permission if staying open causes any issues. The county Maintenance Department is working on a barricade to prevent the public access to other areas of the building during the extended hours. Radios in School Buildings: The EDAC radios have been installed in all of the public school building throughout the county. Downtown Historical Review Board: Mr. Lutz attended an evening meeting of the Downtown Historical Review Board and the Roundtown Players Theatre group received approval to display the vinyl temporary sign on the wrought iron fence in front of Memorial Hall before and during productions are held for the community four times a year. Proposal from J&J Painting Approved to Clean, Seal, and Caulk Sandstone on Back of Courthouse: Mr. Lutz provided pieces of sandstone that has flaked off of the back of the Courthouse along the roof line and fallen onto the parking lot. A proposal from J&J Painting was presented for the Commissioners consideration in the amount of $7,400. After discussing the matter, Commissioner Stewart offered the motion, seconded by Commissioner Wippel, to approve the proposal from J&J Painting, 456 2

3 Wingate Place, Mt. Sterling, Ohio 43143, in the amount of $7,400 to clean, seal, and caulk the sandstone on the back of the Courthouse. Decision Regarding the Adoption of Pit Bulls or Part Pit Bulls to the General Public: After again discussing the request from the Pickaway County Dog Warden for the Commissioners to reconsider the Dog Shelter s policy of not adopting pit bulls or part pit bulls to the public, it was their consensus that the shelter will continue to transfer these dogs to recue organizations where they can be adopted. The Commissioners feel that this is an avenue that provides the public the ability to adopt pit bulls or part pit bulls that have seen at the Dog Shelter. Conversation was also held about attempting to provide the ability for a person to make direct arrangements between the Dog Shelter and the rescue organizations if they have found pit bull or part pit bull at the local facility that they would like to adopt. The Commissioners also agreed that if circumstances were to drastically change at the Dog Shelter some time in the future, the matter can be revisited. Resolution of Support for Application to Ohio Public Works Commission-District 17: Chris Mullins, Pickaway county Engineer, met with the Commissioners related to their support of his application to the Ohio Public Works Commission (OPWC) for funding for the North Court Street Resurfacing/Drainage Improvements Project and the Ashville Pike Resurfacing Project. The drainage project is related to the railroad overpass that experiences flooding during heavy rain events. The location of Ashville Pike Resurfacing Project will begin at the Village of Ashville s corporation limits and end at St. Rt Pickaway County is in OPWC s District 17 and applies for infrastructure funding along with Delaware, Fairfield, Knox, Licking, and Morrow Counties. Funding is also applied for by cities, villages, and townships in the district. The Licking County Planning Commission administers the funding for approved projects in the district and conducts the preliminary scoring for all applications, which are due on Friday, October 3, Following a brief question and answer session regarding the application, Commissioner Stewart offered the motion, seconded by Commissioner Wippel, to adopt the following Resolution: Resolution No.: PC BE IT RESOLVED that the Pickaway County Board of Commissioners hereby supports the North Court Street Resurfacing/Drainage Improvements Project and the Ashville Pike Resurfacing Project, and does hereby authorize Jay H. Wippel, President of the Pickaway County Board of Commissioners, to enter into any agreements as may be necessary for Issue II and/or LTIP Funding being submitted to the Ohio Public Works Commission. Mr. Mullins reported that he is still trying to gain cooperation from Columbia Gas regarding the transmission and distribution lines at the location of Dunkle Road and Shawnee Trail. A ditch petition was previously filed by the Washington Township and Circleville Township Trustees, DS Drainage Project, regarding ongoing drainage issues at the intersection and gas lines need to be placed at a different elevation. He is hoping to hear from Columbia Gas in the next few weeks. 3

4 Mr. Mullins reported that his department is completing its second round of mowing county ditches this year and the process has gone well. Change Order Approved for the 2014 Pavement Marking of Various County & Township Roads: Commissioner Stewart offered the motion, seconded by Commissioner Wippel, to approve and sign Change Order #1 in the amount of $1,798.58, for the 2014 Pavement Marking Project, increasing the original contract amount with Dura Mark, Inc., P.O. Box 868, Chamberlain Road, Aurora, Ohio 44202, to $246, Earnhart Hill Regional Water & Sewer District Sewer Billing Services Annual Agreement Signed: Pickaway County Engineer/Sanitary Engineer, Chris Mullins, presented the annual agreement with Earnhart Hill Regional Water & Sewer District (EHRWSD) for the Commissioners consideration in continuing to provide monthly billing services for the Pickaway County General Sewer District, Darby Sewer Sub-district, and the Derby Sewer Sub-district, at the rate of $1.50 per utility bill per month. The agreement is in effect for a period of one (1) year, with a termination date of September 30, After reviewing the contract, Commissioner Stewart offered the motion, seconded by Commissioner Wippel, to approve and sign The EHRWSD Sewer Billing Agreement. Note: Commissioner Henson was present for the remainder of the day. Nicole Young Hired as Part-time Custodial Worker I: With Commissioner Henson now in attendance, Ms. Dengler informed the Commissioners of the new Custodial Worker II, Nicole Young, which began her part-time position on Monday, September 29 th, and requested the Commissioners official approval of the hiring and hourly pay rate. Therefore, Commissioner Stewart offered the motion, seconded by Commissioner Wippel, to hire Nicole Young, Justus Road, Mt. Sterling, Ohio 43143, as a part-time Pickaway County Custodial Worker I, at the rate of $10.00 per hour, effective September 29, Voting on the motion was as follows: Commissioner Wippel, yes; Commissioner Henson, yes; Meeting Regarding CDBG Revolving Loan: 4

5 Ryan Scriber, P3 Economic Development Director, and Chad Davey, who assists P3 with grant writing, met with the Commissioners to talk about the Community Development Block Grant (CDBG) Economic Development Program federal funding that provides up to $500,000 per project for gap-funding for for-profit businesses for fixed-asset financing. Mr. Scribner explained that the Ohio Development Services Agency [formally known as the Ohio Department of Development] has CDBG set-aside funding for local revolving loan funds for communities to apply for to use in their economic development repertoire and loan money to existing or new businesses to invest in infrastructure improvements, such as land/building acquisition, machinery and equipment and other capital needs associated with job creation. At least 51% of the jobs must be taken by or made available to low- and moderate-income (LMI) persons and the businesses cannot directly apply for the CDBG funding. He stated that there is an established business that is interested in coming to the community with a project that could create as many as 30 jobs. This will allow the LMI population to obtain jobs with benefits and retirement. The company s project has a $12 million capital investment and equals about a $1 million annual payroll. Low-interest loans are only made available for projects in which gap financing is required. In all cases, private financing should be maximized before considering CDBG assistance that is limited to providing $$25,000 per job created and is limited to more than half of the total financing required for the project. A borrower must be prepared to provide cash equity of at least 5% of the total fixed asset cost. At least 15% of the project s fixed asset cost must be privately financed. Mr. Scribner explained that the state will provide grants to communities that can be loaned to companies and paid back to the community in principal and low-interest payments. Rather than the funds going back to the state as when a company pays back the loan, it remains in the community and is administered locally to be reused in a revolving loan fund to re-lend to other businesses as a way to facilitate and leverage private capital investment in the community for businesses that have a quantifiable, demonstrated, and confirmed job creation. A community in the state that has utilized the program for years has about $20 million in its CDBG revolving loan fund. Mr. Davy said that this is not money that is being taken from anyone else and it is not taking taxes. Mr. Scribner added that the program is not competing with local banks because this is money is used to fill the gap for what a company is able to do out-of-pocket for private equity and what a traditional lending institution is willing to lend for a project. If a bank is willing to loan 50% of the money needed Mr. Davy said that this gap financing and the business provides 20%, the program can provide the gap in the middle. Mr. Davy said that this allows companies to get over the hump that may not have access to the capital they need. The county would first apply for a specific project that meets the program s criteria that would be deposited into county funds that could not be used for any other purpose and could be administered by a third party, such as P3. Mr. Scriber stated the company that is interested in coming to the community would ask the county to apply for the $500,000 maximum allowed that the company would paid back over a 5-year period, though loans can be approved for longer periods and for smaller amounts. The money can then be lent to other companies for the same purpose can have lessstringent guidelines; however, there are safe-guards in place to ensure that the money is used for its purpose and the LMI component always remains. Mr. Scribner said that the company that is interested in starting a new business in the community is ready to acquire property this fall and break ground in the spring and the project be completed in Following a question and answer session, Commissioner Wippel stated that they have discussed this in the past and it is another tool in the tool box to be able to offer small to moderate sized companies to either expand or come into the county. Mr. Scriber stated that as a next step, he could make arrangements for the company s president or CFO to come in and meet with the Commissioners in the near future, and in the meantime if the Commissioners have any questions regarding the information that was provided they can contact him and/or Mr. Davy. The Commissioners agreed that a meeting would be a good idea to better understand what the company is proposing. Meeting with Chief Building Official Regarding Resident Requesting Contractor Bond to be Pulled Related to Heating, Ventilation & Air Conditioning (HVAC) Duct Work Installed: Bill Toole, Pickaway County Chief Building Official, met with the Commissioners regarding a resident that had a new home built by Schumacher Homes and the resident is claiming the duct work for the HVAC system in the home is too small in diameter. Mr. Toole said that he and Geoff Davis, another county building inspector, made inspections of the home as it was being built and confirmed that all of the work by Schumacher met the minimum standards required by the State of Ohio. 5

6 Discussion was held about the homeowner that has sent s and placed calls to the Commissioners office about his home that was built on Huber Hitler Road. The homeowner wants the bond of the subcontractor that installed the HVAC unit to be pulled for another contractor to install larger duct work because he feels the home is not being heated and cooled as it should be throughout. Mr. Toole stated that since the home meets all of the state s minimum building requirements, the bond cannot be pulled. He also pointed out the Building Department performed the initial plan review, and sent the HVAC plans to a third party engineer to review, who stated that it met all of the preliminary requirements. The state s HVAC minimum requirement is for heat only. (There is no state requirement for cooling.) Mr. Toole stated that he has been in the home during extreme cold after it was occupied by the owners and it was comfortable. It was again pointed out that the proper inspections were done and all minimum state residential building code requirements were met. Following the detailed discussion, it was determined that the county administrator, who has been in communication with the homeowner over the past several weeks, will draft a letter for the Commissioners review stating that with no outstanding code violations, there is no action the Commissioners or Building Department can take against the contractor, making this ultimately a matter between the homeowner and contractor. Update Regarding Generator and Diesel Tank at the Pickaway County Sheriff s Office: Mr. Toole reported that the temporary generator and diesel tank has been in place at the Pickaway County Sheriff s Office (PCSO) since last week and a hole has been dug for the new permanent one. The extension of the existing concrete pad will be poured on Wednesday. The old tank has been filled with absorbent materials by Dave Conrad, EMA Director. The new generator and tank, that is being manufactured by Buckeye Power Sales, is expected to ready next week and Mr. Toole and Grant Clifton of the County Maintenance Dept. will pick it up and deliver it to the PCSO to be placed the impound lot until Buckeye Power Sales hooks up the equipment and tests it. Mr. Toole and the County Maintenance Dept. will remove the old tank and have it properly disposed of. Month of October Proclaimed Domestic Violence Awareness Month: The month of October is National Domestic Violence Awareness Month. Haven House, a women s domestic violence shelter in Pickaway County, will be conducting its 16 th Annual Silent Victims March on Monday, October 6 th, that will begin at 10:00 a.m. at the Community United Methodist Church and will conclude at the Courthouse steps where a brief ceremony will take place to honor those lost and to celebrate the survivors of domestic violence. In recognition of Domestic Violence Awareness Month, Commissioner Henson offered the motion, seconded by Commissioner Stewart, to adopt the following Resolution: Resolution No.: PC WHEREAS, domestic violence is a serious crime that affects people of all races, ages, income levels, and sexes; and WHEREAS, the crime of domestic violence violates an individual s privacy, dignity, security, and humanity, due to the systematic use of physical, emotional, sexual, psychological, and economic control or abuse; and WHEREAS, children who grow up in violent homes are believed to be abused and neglected at a rate higher than the national average; and WHEREAS, domestic violence costs the nation billions of dollars annually in medical expenses, police, and court costs, shelters and foster care, sick leave, absenteeism, and non-productivity; and 6

7 WHEREAS, only a coordinated community effort will put a stop to this heinous crime; then NOW, THEREFORE BE IT RESOLVED that we hereby proclaim the month of October to be Domestic Violence Awareness Month in Pickaway County, Ohio Creation of New Line Item Approved: Commissioner Stewart offered the motion, seconded by Commissioner Henson, to approve the following request for the CREATION OF A NEW LINE ITEM: Juvenile-Dept. of Youth Services-Drug Abuse Equipment Voting on the motion was as follows: Commissioner Wippel, yes; Commissioner Henson, yes; Appropriations Approved: Commissioner Stewart offered the motion, seconded by Commissioner Henson, to approve the following requests for the APPROPRIATION OF FUNDS: 5, to Sheriff-Commissary-Other Expenses 110 to Orient Water Fund-PERS 770 to Orient Water-Employees Salary 1,000 to Victims of Crime Advocacy-State SVAA-Travel & Expense to Sheriff-S.P.L. Grant-Supplies Transfer Approved: Commissioner Stewart offered the motion, seconded by Commissioner Henson, to approve the following request for the TRANSFER and RE-APPROPRIATION OF FUNDS: 500 FROM Juvenile-Drug Abuse Supplies To Juvenile-Drug Abuse Equipment Voting on the motion was as follows: Commissioner Wippel, yes; Commissioner Henson, yes; 7

8 Weekly Dog Warden Report Filed: The weekly report for the Wright-Poling/Pickaway County Dog Shelter was filed for week ending September 27, A total of $1, was reported being collected as follows: $400 in adoption fees; $12 in boarding revenue; $180 in sale of tags; $15 late tag fee penalties; $20 in redemptions; $ in private donations; $60 owner turn-ins; $60 in transfer out-rescue. Ten (10) dogs were adopted; and no (-0-) dogs were euthanized. No firearms were discharged. With there being no further business brought before the Board, Commissioner Stewart offered the motion, seconded by Commissioner Henson, to adjourn. Voting on the motion was as follows: Commissioner Wippel, yes; Commissioner Henson; yes. Commissioner Stewart; yes. Voting No: None. Motion carried. Jay H. Wippel, President Harold Henson, Vice President Brian S. Stewart BOARD OF COUNTY COMMISSIONERS 8