City of Aurora, Ohio COMMITTEE OF THE WHOLE MEETING MINUTES February 27, 2012 The Committee of the Whole of the City of Aurora, Ohio met in Council Chambers at City Hall on Monday, February 27, 2012 for the purpose of holding a regular public meeting. Committee Chair John Kudley, Jr. called the meeting to order at 6:00 p.m. ROLL CALL Present: Also Present: James Fisher Harold Hatridge George Horvat Joseph Kastelic Dennis Kovach John Kudley Carl Rausch James Vaca Ann Womer Benjamin Mayor Lynn McGill Alan Shorr, Law Director Robert Paul, Finance Director John Trew, Service Director Richard Wehrenberg, Director of Planning, Zoning & Building James Kraus, Director of Parks and Recreation David Barnes, Fire Chief Seth Riewaldt, Police Chief Tracy Humbert, Clerk of Council Donna Hawks, Deputy Clerk of Council CONSIDERATION OF MINUTES MOTION: Approval of the February 13, 2012 meeting minutes. Mr. Kovach moved; Mr. Hatridge seconded. The motion carried on a unanimous voice vote. FEBRUARY FINANCIAL REPORT Mr. Paul reviewed the monthly Fund Balance Report including revenue and expenses. He also reviewed the attached monthly summary report that was included in the meeting packet. NEW BUSINESS Employees Generally Mr. Paul explained the contents of the Employees Generally. He said included are step increases for a full-time police officer and dispatcher and a replacement employee for the Water Department. Mr. Hatridge asked if it is required to have a resume attached. Mr. Paul said it is not necessary, but previously Council has requested them. Mr. Fisher asked if a Service Technician II is an introductory level job. Mr. Paul stated that it is. Mr. Kastelic moved; Mr. Kovach seconded. The motion carried on a 9-0 roll call vote.
City of Aurora, Ohio Page 2 02/27/12 Committee of the Whole Minutes Employees Generally Non Union Mr. Paul said the Employees Generally addresses increases for all full and part-time non union employees that are to receive a 2.25% increase. Mr. Paul proceeded to explain the increases for those that are an exception to the 2.25%. Mr. Vaca moved; Mr. Kovach seconded. The motion carried on a 9-0 roll call vote. Water Rate Increase Mayor McGill explained an unexpected emergency situation in Walden with a waterline being attacked by the acid in the soil making the pipe unusable. He said the city has enough funds to cover the expense of replacement in the Capital Fund but the funds will need to be replenished. He said in order to do this the operating rate must be raised by 4% effective January 2012. He said each year the 4% of receipts will be placed in the Capital Fund. Mr. Rausch said he has no trouble with maintaining a good balance in the Capital Fund and thinks the 4% is a reasonable number. He said the city should have a more definitive list document that forecasts when things will need to be replaced and how much should be in reserve based on those needs and timeline. Mr. Rausch said it doesn t seem right to have an increase without a good plan. He suggested referring this item to the Finance Committee to put together a definitive of where the capital needs to be year by year based on expected replacements or additions. He stated if the tie-in fees do not exceed the city s expectations then it needs to be dealt with in terms of a capital portion of the water rate. Mr. Trew said the GIS of all the lines are not yet complete. He said there is a 20 and a 25 year plan that is submitted to the EPA every couple years for waterline replacements. He said the city is in this predicament today because rates haven t been raised and nothing has been done by way of Capital because there has been a long run without major capital improvements. Mr. Fisher said there should be a target number that is satisfied through tie-in fees and rate increases. He said as the city moves forward knowing that there is a complexity that is going to be faced in terms of infrastructure replacement, the value of the statement needs to be considered with itemizing what the residents quarterly payment represents. He feels it s time to start educating the water and sewer users that infrastructure could be an issue, it is a huge capital investment, and the city is now trying to build a reserve. He said then let the residents know how much they are paying towards that. Mr. Paul said that he has asked Mr. Trew to investigate what the cost of programming would be to change the bill to reflect the operating charges as well as capital charges to the consumer. Mr. Kovach asked Mr. Trew if he is able to do some type of sampling. Mr. Trew said there is a map that indicates the areas with this type of soil. Mr. Trew said there are not many of these areas left. Mr. Kastelic asked if a 4% increase is enough to cover painting the water towers along with the waterline. Mayor McGill said that it is. Mr. Hatridge asked if there are any more pipes affected by the acids. Mr. Trew said not that he s aware of.
City of Aurora, Ohio Page 3 02/27/12 Committee of the Whole Minutes Mr. Kudley asked if funds were available. Mr. Paul said yes, but it will wipe out the Capital Fund. Mr. Kudley asked if the 4% increase is to replenish the Capital Fund. Mr. Paul said that is correct, and that the Administration would like the first billing of the year to reflect the increase. Mr. Kudley asked that the Finance Committee supply Council with a comparison of our city s water rates with other communities. He said the last time this was discussed Mr. Kastelic suggested a $24.00 a year maintenance fee and asked that the Finance Committee look at that. Mr. Kudley suggested this go forward to Council but still have a Finance Committee meeting to further look at the issue itself. Mr. Fisher stated he is not sure a 4% increase is enough. He said anytime there is a rate increase more time should be spent to determine an appropriate amount. Therefore, he suggested this item go the Finance Committee for further discussion first before going on to Council. MOTION: To forward to the Finance Committee for additional exploratory and bring it back the first meeting in March Mr. Fisher moved; Mr. Kastelic seconded. The motion carried on a 9-0 roll call vote. At the original roll call Mr. Vaca voted against the motion then later changed his vote because of a previous misunderstanding. CRA III Tax Abatement 695 Sherwood Drive Mr. Paul explained a Sherwood Drive Resident has made improvements to their home and has requested tax abatement under the CRA III. He said the recommendation of the Administration is to proceed with 100% abatement for 10 years on the improvements valued at $20,000. Mr. Vaca moved; Mr. Kastelic seconded. The motion carried on a 9-0 roll call vote. Harmon Homestead Restoration Proposal Award Mr. Wehrenberg said that five proposals were submitted and he recommends awarding the contract to RiverWorks. Mr. Wehrenberg said RiverWorks has worked extensively with Chagrin River Watershed Partners and they are the city s contracted consultant on the project. Mr. Kudley asked if the restoration will have an impact on any of the proposed uses for passive or active recreation on the property. Mr. Wehrenberg replied that the conservation easement area which will be part of the grant basically allows passive uses only. He said it s possible to do some agricultural under certain parts of that conservation easement. Mr. Hatridge asked if this will have a negative effect on the Bartlett Road residents. Mr. Wehrenberg said it should not; the work is not that extensive that it would provide any inconvenience to the residents. Mr. Kovach moved; Mr. Vaca seconded. The motion carried on a 9-0 roll call vote.
City of Aurora, Ohio Page 4 02/27/12 Committee of the Whole Minutes Appropriation of Funds Landmark Signs Mr. Paul said at the request of Mr. Kudley the $10,000 included in last year s budget for Landmark is being carried over. Mr. Fisher moved; Mr. Kastelic seconded. The motion carried on a 9-0 roll call vote. Appropriation for Fishing Derby Mr. Kraus said the City has received a $500 grant from the State of Ohio for the Fishing Derby and asked that the funds be appropriated. Mr. Fisher moved; Mr. Kovach seconded. The motion carried on a 9-0 roll call vote. Replacement of Sport Utility Vehicle for Police Department Chief Riewaldt stated as part of the vehicle replacement plan 3 vehicles are slated to be replaced this year. He said the 2005 sport utility vehicle has over 109,000 miles on it. He said several dealers where contacted but he found the best price to be the state bid winner Taylor Chevrolet. Mr. Fisher moved; Mr. Kovach seconded. The motion carried on a 9-0 roll call vote. Replacement of (2) Police Sedans Chief Riewaldt said the 2 police cars being replaced are no longer made. He said after much research with Chrysler, Chevy and Ford it was decided to stay with the new Ford interceptors. Chief Riewaldt said several dealers in town were contacted and no one wanted to submit a bid because the state bid was so low. He said Germain Ford of Columbus was the state bid holder. He said they gave trade-ins on the cars making the purchase well within the budget with enough left over to set up the cars. Mr. Kovach moved; Mr. Fisher seconded. The motion carried on a 9-0 roll call vote. Create Emergency Capital Fund (Fund 65) Mr. Paul explained creating Fund 65 is a housekeeping matter. He said last year at Council s request funds were transferred to create the account but the word create was omitted from the ordinance. Mr. Paul stated this will formally create the fund and put it on the books.
City of Aurora, Ohio Page 5 02/27/12 Committee of the Whole Minutes Ms. Womer Benjamin asked what the money is used for. Mr. Paul stated it will be used on whatever Council wishes. Mr. Paul explained that $500,000 was part of the reserve at the end of last year and put into a separate fund for emergency purposes only. Mr. Paul said it is a fund available for Council to appropriate dollars from. Ms. Womer Benjamin asked if a limit was set for the dollar amount or a goal. Mr. Paul said no, it was not determined as to exactly what Council would deem it to be used for. Mr. Kudley stated depending on the financial status at the end of the year more can be added to that fund. Mr. Paul said he agreed. Mr. Kovach moved; Mr. Vaca seconded. The motion carried on a 9-0 roll call vote. Emergency Pump Repair Barrington Lift Station Mr. Trew stated the number one pump at the Barrington lift station failed. He said it was imperative to replace the pump immediately. Mr. Trew said the cost for the replacement parts and pump is $11,118.00. He said funds exist for payment and asked that they be appropriated. Mr. Fisher moved; Mr. Kovach seconded. The motion carried on a 9-0 roll call vote. OLD/PENDING BUSINESS MISCELLANEOUS Discussion on Cost to Extend Waterline to Bartlett Road Mr. Trew stated an extension of the waterline involves an additional 8,000 ft. of line that could cost up to $3 million. He said the line on Bartlett Rd. is a county line. Mr. Trew stated if the City went to a Cleveland system for that area all the lines must be replaced and pump stations are needed at an additional cost. Mr. Trew assured Council the water is safe and very stable. Ms. Womer Benjamin asked how the decision was made to exclude part of the City from getting Cleveland water. Mayor McGill stated that it was modeled and determined by an engineering company how much of the Cleveland water system could supply Aurora. Mayor McGill said the flow rate and the pressure were insufficient and without big changes in the infrastructure it would not have been possible. Ms. Womer Benjamin stated obviously there was some benefit to switching to Cleveland water and asked if there is a benefit that the Bartlett Road people are somehow missing. Mayor McGill stated the biggest benefit is softer water. Mr. Fisher asked where the funds would come from to extend the waterline. Mr. Paul said the residents would be charged, or there would have to be a bond applicable to the city s water operations. ADJOURNMENT MOTION: To adjourn Mr. Rausch moved; Mr. Fisher seconded. The motion carried on a 9-0 roll call vote.
City of Aurora, Ohio Page 6 02/27/12 Committee of the Whole Minutes Fisher, Hatridge, Horvat, Kastelic, Kovach, Kudley, Vaca, Rausch, Womer Benjamin The meeting was adjourned at 6:53 p.m. John Kudley, Jr., Committee Chair Donna Hawks, Deputy Clerk of Council