- City of Elyria - http://www.cityofelyria.org -

Nov 27, 2017 Finance Meeting Minutes

The tape of this meeting is on file in the Council Clerk’s Office.

TO THE HONORABLE COUNCIL OF THE CITY OF ELYRIA, OHIO:

The Finance Committee held a meeting on Monday, November 27, 2017 at 6:15 P.M. in Council Chambers.

PRESENT: Committee Chair Stewart, Members Tanner, Madison, Baird, Absent: Lotko

OTHERS PRESENT: Mayor Brinda, Safety Service Director Siwierka, Finance Director Pileski,

Law Director Serazin, Assistant Finance Director Farrell, City Engineer Schneider,

Assistant Safety Service Director Brubaker, WWPC Superintendent Korzan, Mayor’s Legal Counsel Smith, Police Chief Whitely, Parks Director Reardon

1. Approval of the November 13, 2017 Finance Meeting Minutes.

Baird moved and Madison seconded to approve the minutes of the November 13, 2017 Finance Committee Meeting. MOTION CARRIED

2. The matter of amending Chapter 165.04 (14) from two (2) personal days to seven (7) days.

REFERRED BY: SS Director Siwierka (This matter was tabled on 11/27/17 and to be put in pending items).

3. The matter of establishing a rental fee and amending the fee ordinance for the use of Pioneer Plaza. REFERRED BY: Parks Director Bowman

Mrs. Reardon explained that the Department wants to have some fees in place for usage of Pioneer Plaza.

Baird moved, Madison seconded to recommend an ordinance to amend the Parks & Rec fee ordinance #2016-69 to establish a rental fee for the use of Pioneer Plaza.

MOTION CARRIED COMMITTEE REPORT WRITTEN4. The matter of waiving any Elyria Building Permit Fees for demolition or construction for projects 2018 through 2020 in any City Parks REFERRED BY: Parks Director Bowman

Mrs. Reardon said that this would be a continuation of what is already in place.

Baird moved, Madison seconded to recommend to waive Building permit fees for any construction or demo projects in any City Parks during the years 2018 through 2020.

MOTION CARRIED COMMITTEE REPORT WRITTEN5. The matter of authorizing the Mayor to enter into a loan agreement through the Division of Environmental and Financial Assistance (DEFA) for the SSO/CSO/WWPCP Wet Weather Program. REFERRED BY: City Engineer Ujvari

Mr. Schneider explained this issue that the Division of Environmental and Financial Assistance is a division of the EPA for a zero interest loan of up to 13 million dollars. It will be used to complete some long term control projects on the Waste Water side. The funds are needed to keep projects moving forward. Mr. Madison asked what the breakdown is by year? Mr. Schneider said it typically is a 3 year period and we can use the money as we see fit. Though there are strings attached to some funds.

Mr. Pileski asked if the loan agency will pay the contractor directly? Mr. Schneider said yes, that is the intent. Mr. Pileski said that he would still need the information of all the payments that are paid by them so that he can record on the City’s books.

Madison moved, Baird seconded to authorize the Mayor to enter into a loan agreement through DEFA for the WWPCP Wet Weather Program at 0% interest for up to 30 years.

MOTION CARRIED COMMITTEE REPORT WRITTEN6. The matter of completing the installation of the new phone system in the Fire Department, Parks and Rec Department and all City Hall offices.

REFERRED BY: Assistant Finance Director Farrell

Mr. Farrell explained that the IT Department has been replacing all City wide phone systems. A list of all the departments and the annual savings for each department has been distributed. The balance that needs to be paid to complete the job is $91,560 which they are asking to be paid out of the Issue 6 money. When the project is completely finished it will reflect an annual savings of $69,501.00.

Mr. Madison asked where the initial cost of the project was paid from. Mr. Farrell said that costs for different departments came from a number of different funds. Majority was out of the enterprise funds.

Baird moved, Madison seconded to recommend authorizing to pay the balance of $91,560.84 for the phone system for the EFD, Parks Dept and all City Hall offices to be paid from Issue 6 monies.

MOTION CARRIED COMMITTEE REPORT WRITTEN7. The matter of updating Chapter 192 of the Elyria Codified Ordinances, which has been made necessary by the Ohio General Assembly’s passage of House Bill 49.

REFERRED BY: Law Director’s Chief of Staff Deery

Mr. Serazin explained that House Bill 49 forces the City to change it’s tax code. No rates will change, no internal procedures will change. It’s a technical amendment. Mr. Serazin asked the Council pass this and suspend the rules.

Mr. Pileski stated that a law suite has been filed by numerous cities to get an injunction on HB 49.

Mr. Serazin said this has to be passed by January 31st if the injunction doesn’t get granted.

Baird moved, Madison seconded to authorize an ordinance for the matter of updating Chapter 192 of the Elyria Codified Ordinances, which is necessary because of the passage of House Bill 49.

MOTION CARRIED COMMITTEE REPORT WRITTEN8. The matter of part-time/seasonal salary ordinance for the purpose of eliminating and adjusting certain salary steps and adding certain job grades to remain in compliance with the State of Ohio minimum wage. REFERRED BY: Assistant Finance Director Farrell

Mr. Farrell explained that the part-time or seasonal employees’ hourly rates that have steps below $8.30, those steps will be eliminated. And new grades on the higher pay scale for those employees that come back from year to year.

Madison moved, Baird seconded to recommend an ordinance amending the salary ordinance for seasonal and part time employees to remain in compliance with the state minimum wage.

MOTION CARRIED COMMITTEE REPORT WRITTEN9. The matter of forwarding to the Lorain County Auditor’s office a lien for unpaid utility charges at 113 Timber Ridge Dr. REFERRED BY: SS Director Siwierka

Mrs. Siwierka explained that this property at 113 Timber Ridge is an unusual situation because the City charges them for sewer charges and sanitation collection, but the resident get his water from Lorain County Rural Water. Therefore, when the customer is delinquent on payments, the water service cannot be turned off and sewer can’t be turned off either. We have stopped his sanitation collection. But the current outstanding bill on the account is in access of $670.06 and there has not been payment since June. Several attempts have been made to collect payment, all of which have failed. The recommendation by the dispute resolution board is that this bill be moved to the tax duplicate, the customer is aware of the decision.

Baird moved, Madison seconded to recommend a resolution certifying unpaid utility charges to the Lorain County Auditor’s Office.

MOTION CARRIED COMMITTEE REPORT WRITTEN10. The matter of forwarding to the Lorain County Auditor’s office a lien for unpaid utility charges at Waters Edge Apartment Complex; 1306, 1308, 1310 and 1312 East Avenue.

REFERRED BY: SS Director Siwierka

Mrs. Siwierka explained that this is a similar situation. The owner of these 4 apartment buildings, that have about 20 units in each building, has not paid the water bills since May. Numerous attempts have been made to collect payment all of which have failed. The water service cannot be turned off because the tenants are paying their water charges in their rent, but the owner is not paying the City for the water. Mrs. Conner has spoken to the owner of the property and the apartment caretaker multiple times. It came before the dispute resolution board and the decision was to move it to the Lorain County Auditor’s office to be added to the property’s tax duplicate. The amount that is currently due is $42,794.21. Mr. Baird asked if there will ever be any home of the City ever getting paid. Mr. Serazin said that bill sits on the property tax as a lien until it tries to get transferred. Mrs. Siwierka wanted it noted that there are multiple units in each building and the bills range from $5,000 to $20,000 per building. Also, the property has agreed to payment plans but has not followed through with those.

Madison moved, Baird seconded to recommend a resolution certifying unpaid utility charges to the Lorain County Auditor’s Office.

MOTION CARRIED COMMITTEE REPORT WRITTEN11. The matter of approving Amendment No. 1 for the Water and Sanitary Sewer Rate Study.

REFERRED BY: Engineer Ujvari

Mr. Schneider explained that they are asking for approval of Amendment No. 1 with Black & Veatch in an additional amount of $65,250 for water and sanitary sewer rate study. The reason for the additional funds is as a part of the long term negotiations and the long term control plan, additional work was performed by Black & Veatch above and beyond their original scope of services for the rate study and is also for future negotiations as well, which are still not complete. Mr. Madison asked what the initial scope of work is for this project. Mr. Schneider said it’s to look at the water & sewer rates. The EPA has brought in additional requests throughout the process and that is where the additional amounts come from. The rate study is an ongoing process.

Baird moved, Madison seconded to recommend authorizing the Finance Director to pay additional funds for Amendment No. 1 of the water and sanitary sewer rate study

MOTION CARRIED COMMITTEE REPORT WRITTEN12. The matter of approving Amendment No. 1 for the City of Elyria Capacity, Management, Operation and Maintenance Plan (CMOM). REFERRED BY: City Engineer Ujvari

Mr. Schneider explained that this is similar to the previous matter. Burgess & Niple were hired to perform a CMOM for the Waster Water Collection System. As part of their scope of service, a majority of the amount of this amendment is for future negotiations with the EPA.

They asking for approval for the Mayor to enter into amendment no. 1 for an additional $28,500.00.

Tanner moved, Madison seconded to recommend authorizing the Finance Director to pay additional funds for Amendment No. 1 for Capacity, Management, Operation and Maintenance Plan with Burges & Niple, Inc.

MOTION CARRIED COMMITTEE REPORT WRITTEN13A. The matter of approval and acceptance of the collective bargaining agreement with the FOP Supervisors and authorizing a change to the salary ordinance.

REFERRED BY: SS Director Siwierka

Mrs. Siwierka said the FOP Supervisors represent about 20 officers. This is the last contract to be settled. Mrs. Siwierka passed out 2 sheets; one that shows the wages and one that shows the changes within the contract. Everyone also received a redline copy of the proposed contract that shows changes.

Baird moved, Tanner seconded to recommend an ordinance authorizing the Mayor to sign a collective bargaining agreement with FOP Supervisors.

MOTION CARRIED COMMITTEE REPORT WRITTEN13B. The matter of approval and acceptance of the FOP Supervisors Contract and amending the salary Ordinance to increase wages. REFERRED BY: SS Director Siwierka

Mr. Farrell said that there are 2 separate salary ordinances that require an amendment. One for the FOP Supervisors and there is one Captain who is paid out of Chapter 165, non-bargaining classified. The rates are the same.

Baird moved, Madison seconded to recommend an ordinance to amend the salary ordinance to increase wages for the FOP Supervisors and Notary Administrative Captain that is covered by Chapter 165.

MOTION CARRIED COMMITTEE REPORT WRITTEN14. To amend 2017 Permanent Appropriations

Mr. Pileski said that there are a few in the General Fund and the overall appropriations is zero. Will need to move monies around in the General Fund to take care of some shortages as we get closer to the end of the year. The General Fund of the Fire Department will be about $204,000 short on their pension line item, but that $204,000 can be moved out of salary & wages. The Building Department needs $40,000 in Operations & Maintenance to pay the company that is doing the duties of the Chief Building Inspector and to pay some plans examiner bills. In the Legislation Department, which is the Council Office, they will be about $5,700 short which is mainly because of having 3 employees for that amount of time while the new person was being trained and learning the job. In Building & Lands Operating & Maintenance, the Electricity Account is running short, will need about $25,000 to get through the end of the year. In the CMG Department, they need about $40,000 for additional gasoline purchases in December. In Special Traffic Magistrate Funds, will need to move $3,200 from Benefits & Pensions to Salary & Wages Account. The effect on the appropriations is zero.

Baird moved, Madison seconded to authorize an ordinance to amend the 2017 Permanent Appropriations.

MOTION CARRIED COMMITTEE REPORT WRITTEN 

 

 

 

Madison moved, Baird seconded to adjourn the Committee Meeting at 7:38 P.M.

MOTION CARRIEDRespectfully Submitted by,

 

Colleen Rosado, Secretary