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Minutes approved at the July 12th meeting
MINUTES OF THE
COUNCIL OF THE WHOLE
June
28, 2010
The meeting was called to order by Council President, Gary Corcoran with all
Council members in attendance with the exception of Mergy. The meeting was
called to present the 2011 Tax Budget (EXHIBIT
A). Corcoran turned the meeting over to Shultz, Chair of the Finance
Committee.
Shultz first presented to Council the information handed out by Balyeat. There
will be a motion to send the proposed budget to the City Auditor where it can be
reviewed by the public until July 12 at the regular Council meeting this
evening. A Public Hearing will be scheduled for July 12 for comments from the
public. Shultz then turned the
meeting over to Balyeat.
Balyeat proceeded to review the General Fund revenues. Corcoran stated that
according to the STATEMENT OF FINANCIAL STRATEGY the 10% reserve is based on the
prior year’s expenditures which according to the documentation presented it was
being based on the revenues. Balyeat stated that she based it on the revenues
was because of the reserve balance fund within the General Fund was based on a
percent of revenues. Corcoran noted that it wasn’t according to the STATEMENT OF
FINANCIAL STRATEGY that was approved at the last council meeting. Balyeat asked
if it was the 5%. Corcoran read “balance as a percent of prior year expenditure
General Fund 10%”. Balyeat stated
that it wasn’t in the actual policy but was in the explanation of where the 5%
would come from being the 888 Fund and the other 5% would come from
un-appropriated General Fund balance.
Balyeat was sure that the actual reserve balance fund according to the
O.R.C. allowed you to establish according to prior year revenue but she was
going to check to verify. Shultz stated that he thought that was correct.
Corcoran stated that the policy then should be corrected to state that.
Balyeat stated that you could make it anything that you want but if the
policy stated expenditures then it needed to be expenditures.
Balyeat noted that the proposed budget would not change that much,
roughly $9,000.00.
Balyeat then reviewed the special revenue funds. She noted that few things have
changed. There were two changes from last year and those being an increase in
the water and sewer fund anticipating a rate increase. In the expenditures the
changes were capital expenditures which were estimated.
She then reviewed the estimated 10% needed from the funds to maintain the
Reserve Fund. Water and Sewer Funds
posed a problem with maintaining this. Balyeat also voiced her concern with
Funds 201 Street Maintenance & 301Street Construction with the use of a portion
of these funds being for salaries and fringe benefits some of which come from
the.50 income tax fund. Balyeat called for a reduction in government so that the
Street Construction Fund is used for its intended use but also noted that this
was her opinion which she has shared with the administration.
Corcoran noted the unencumbered balance on 12/31/11 for Fund 888.
Balyeat stated she had not made a change with that since legislation has
not been passed to transfer this into the General Fund. If this should happen
then the revenue would show a reduction of $296,165.19.
The amount showing in the 2011 Tax Budget being $639,076.75 needed to be
changed to $296,165.19. The remaining pages were the Police/Fire Pension Fund
and also the Woodland Cemetery Fund which are taken in and then immediately
used.
Shultz asked if the County considered any short falls or excesses. Balyeat
stated to the best of her knowledge it wasn’t.
The County just has to be presented with a report showing that we need
the percentage of funds that they share with the City. Balyeat stated that the
County has a formula to determine how much is distributed where and remembered
when former Mayor Gehres challenged this but without any success. Agler stated
that a ruling was set by then Judge McNeil in the 60s which is different than
the State Statute. Balyeat then explained
to Tomlinson how the budget process for the City was done in regards to the Tax
Budget and also the Temporary and Permanent City Budget since this is his first
year with this process.
The meeting was adjourned by Shultz at 7:08 p.m.
MINUTES OF THE
VAN WERT
CITY COUNCIL
June 28,
2010
The meeting was called to order at 7:30 p.m. by Council President,
On call of the roll, Shultz, Agler, Tomlinson, Kelly, Marshall, Farmer were
present. Mergy had asked to be excused because of visitors from out of town.
Agler made a motion to excuse Mergy from council, seconded by Shultz,
with all concurring.
Farmer made a motion to approve the
agenda of the 6/28/10 meeting as presented, seconded by Shultz, with all
concurring.
Shultz made a motion to approve the minutes of the 6/14/10 Council of the Whole
Meeting as presented, seconded by Marshall , with all concurring.
Tomlinson made a motion to approve the
minutes of the 6/14/10 Council meeting with an amendment from Farmer that the
STATEMENT OF FINANCIAL STRATEGY be attached to the minutes as they were
presented and also that Council receive a copy of them as they were presented
without any corrections or deletions, seconded by Kelly, with all concurring.
COMMENTS, COMMUNICATIONS & PETITIONS
Corcoran presented to Council the minutes of the Convention and Visitors Bureau
for the last 2 months which all members should have a copy of. Also an
application was received from the Ohio Department of Liquor Control from Hong
Kong Buffet for a class D2 liquor license. This was passed onto the Judiciary
Committee.
ADMINISTRATIVE REPORTS
MAYOR: Ehmer
reported that the Van Wert County Hospital held the Grand Opening of the new
Emergency Service Wing. Ehmer
reported that the Streetscape Project had fallen behind with the concrete work
due to all the rain. The stamping in
the concrete work is still being done and hopefully that would be completed by
the time the Holiday At Home festivities begun.
SAFETY SERVICE DIRECTOR:
Fleming was absent with questions fielded to the Mayor. There were no questions.
AUDITOR:
Balyeat reported receiving from the Van Wert County Commissioners the approval
of the annexation for the Van Wert County Agricultural Society property.
This would now sit in her office for 60 days from today before Council
would be able to take any further action on it.
LAW DIRECTOR:
Unterbrink reported that the final ordinance accepting the annexation of the Van
Wert County Agricultural Society property would the first meeting in September.
A Judiciary meeting would have to be held by September 13th.
COMMITTEE REPORTS
PARKS AND RECREATION:
Kelly had no report.
HEALTH, SERVICE AND SAFETY:
Marshall
had no report.
PROPERTY AND EQUIPMENT:
Kelly had no report in Mergy’s absence.
JUDICIARY AND ANNEXATION:
Farmer had no report. A Judiciary
meeting was scheduled for 9/13/10 at 7:15 pm for the purpose of the final
approval of the Van Wert County Agricultural Society property annexation.
Also if Council has any input to the request for Hong Kong Buffets liquor
license application they should be submitted in a timely manner.
FINANCE:
Shultz reported on the Council of the Whole meeting held earlier in the
evening concerning the proposed 2011 Tax Budget for submission to the Van Wert
County Commissioners. Shultz made a
motion to send the proposed budget to the City Auditor where it can be reviewed
by the public for 10 days, seconded by Marshall, with all concurring.
Shultz then requested a Public Hearing be scheduled on 7/12/10 at 7:15 p.m. for
public comment on the proposed Tax Budget.
A Finance Committee meeting was also scheduled for 7/12/10 at 6:30 p.m.
for the purpose of requesting legislation be prepared for establishing a Reserve
Balance account in accordance with the O.R.C. 5705.13 and also to request
legislation to transfer the balance of Fund 888 Hospitalization account into the
Reserve Balance account up to the 5% as allowed.
WATER AND SEWER:
Tomlinson had no report.
STREETS AND ALLEYS:
Agler reported on the letter from Habitat For Humanity requesting an alley be
vacated adjacent to a property that was purchased along the railroad on Burt
Street. A Public Hearing in regards to this may have already been scheduled by
the Administration. Tomlinson
commented on the 2 new “No Turn On Red” signs that are now mounted with the new
traffic signals on Main Street. This
was a stipulation that was from ODOT in order to receive that grant money. He
wanted to let the public be aware.
Marshal stated that vision be blocked of oncoming traffic was the verification
for that from ODOT as he had inquired earlier.
The intersections are Jefferson/Main and Market/Main that were added at
all 4 corners.
OLD BUSINESS
There was no Old Business.
NEW BUSINESS
Corcoran presented a proposed ordinance regarding
Contracts and Income Tax. Ehmer
recommended that this be presented to the Judiciary Committee.
RESOLUTIONS AND ORDINANCES
No pending legislation.
Agler made a motion to adjourn at 7:51 p.m., seconded by Tomlinson, with all
concurring. Corcoran adjourned the
meeting.
MINUTES OF THE
COUNCIL OF THE WHOLE
July
7, 2010
The meeting was called to order by Council President, Gary Corcoran with all
Council members in attendance. The meeting was
called to consider a request from the Ohio Department of Development
concerning a grant for the job ready site.
Corcoran gave a
brief review of when this grant was first presented to Council in 2009. He then
turned the meeting over to Nancy Bowen, Van Wert County Economic Development
Director.
Bowen first wanted to thank Council and also George Brooks of the Business
Development Corp., D.J. Muse of the Community Improvement Corp., and Ken Maag
from Poggemeyer Design Group for attending. All the Council members had received
information prior to the meeting containing a letter of intent for commitment
(EXHIBIT A) and also a breakdown of
the expenses and sources (EXHIBIT B)
concerning the Job Readiness Site (JRS). Bowen then reviewed the information and
also the achievements that had been made at reducing some costs since the last
presentation in 2009. Bowen stressed the importance of moving quickly in order
to move forward and meet the deadlines set in place.
Maag gave a presentation on the application process and other deadline
requirements.
Shultz noted that in the letter of intent it stated that the CIC would retain a
project overseer and he thought that this was very important also.
Balyeat had some concerns with no
representation being present from either the VW Co Port Authority or the VW Co
Commissioners Office and them being listed on the letter of intent. Bowen made
assurances that all agencies on the letter were on board and that also the
letter would not be sent if all signatures were not obtained.
Agler wanted to know if a vote would be taken at this meeting with which
Unterbrink stated that this was only a committee meeting although a motion
should be made to approve authorizing the mayor to sign the letter of commitment
on behalf of the City at the 7/12/10 Council meeting. Corcoran wanted to know
that there was enough consensus to pass that motion as this needed to be done in
a timely manner.
Since the JRS grant would be issued to the City, Balyeat had some concerns with
the State Auditors costs. Fleming asked how much this would cost. Balyeat stated
that she had no way of knowing but it had been her earlier notion that the money
would be filtered through the CIC. Balyeat had concerns with grant
administration issues. Fleming stated that he would be the project manager as
far as for the City. Shultz stated that he felt that the project overseer would
be the key to this. Balyeat stated as long as proper documentation was issued
there shouldn’t be any problem but with as many agencies as there are being
involved she was a little skeptical that all would go smoothly when it comes to
being audited and that cost would be taken care of thru the City.
Marshall asked if the project manager would be responsible for making
sure all documentation was correct.
D.J. Muse stated that there currently was no job description for this position
but that he thought it would seem logical to have that requirement among the
other duties.
Farmer asked if there were any other Council actions needed. Corcoran stated
that all other resolutions necessary had been taken care of in earlier
Committee/Council meetings so that now all that would be needed was a motion.
Corcoran asked if Shultz would be taking care of that at the 7/12/10 Council
meeting to which Shultz said that he would.
The meeting was adjourned by Corcoran at 7:37 p.m. |
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