Finance Committee

Office of the Clerk of Council City of Gahanna 200 South Hamilton Road Gahanna, Ohio 43230 Meeting Minutes Finance Committee Michael Schnetzer, Chair Brian D. Larick Jamie Leeseberg Karen J. Angelou Ryan P. Jolley Stephen A. Renner Thomas R. Kneeland Kimberly McWilliams, CMC, Clerk of Council Monday, August 10, 2015 Council Committee Rooms Immediately Following Committee of the Whole CALL TO ORDER Chair Schnetzer called the meeting to order at 7:51 p.m. Additional Attendees: Sue Wadley, Rory Gaydos, Jennifer Teal, Joann Bury, Kim McWilliams, Lt. Jeffrey Spence, Dottie Franey, Rob Priestas, Troy Euton, Anthony Jones, Niel Jurist, Jeannie Hoffman, Diana Redman, Press. Present 6 - Brian D. Larick, Jamie Leeseberg, Karen J. Angelou, Stephen A. Renner, Thomas R. Kneeland, and Michael Schnetzer Absent 1 - Ryan P. Jolley ITEMS FROM THE DIRECTOR OF FINANCE 1. Year-End Budget Adjustments – Supplementals/Transfers/Unappropriation of Funds Teal said items are being brought forward to get us through the end of the year; all routine in nature; Bury said we do a mid-year projection to see where we come in; have a hotel/motel tax that we see increase each year; also see some other increases that need appropriations; first half real-estate settlement had fees that have accumulated from delinquent payments; also we did not budget for the mosquito control and are requesting appropriations for that; were also awarded funds for Hamilton Road Project and requesting an appropriation to use those funds on that project; the Police Department also received a reimbursement that needs a supplemental as it is required to be set aside in its own fund; another grant was awarded that requires its own fund; will need to transfer funds as matches come in; Creekside TIF make-up payments were posted to the general fund in error and those City of Gahanna Page 1 Finance Committee Meeting Minutes August 10, 2015 funds need to be transferred. Renner asked about the mosquito control; Franey said the west side was sprayed once and the north and south side will be sprayed tonight; Renner asked about how it works for budgetary process; Franey said it is administered by the Franklin County Board of Health; they want communities to contract directly with Vector; this year it simply got missed; every year we go into contract with them but this year the appropriation was missed; Angelou asked if there were more findings of the West Nile Virus; Franey said they are not aware of any additional; Larick said they are spraying his area tonight; Kneeland asked why the pilot payments were delinquent; Teal said if a property owner is delinquent the county does not see the difference as they charge a fee for going after these payments on our behalf; Kneeland asked about the supplemental for the storm water fees; Priestas said it was not anticipated; Bury said we will still have a healthy balance. RECOMMENDATION: Consent Agenda. 2. Transfer Appropriations - Motion Resolution Bury said looking at staffing and benefit allocations, there have been changes throughout the year; requesting a motion resolution to cover the shortfalls from these changes. RECOMMENDATION: Consent Agenda. 3. Amend ORD 148-91 OP&F and OPERS Salary Reduction Pick-up Plan Bury said in 1991 an ordinance was passed for OP&F and OPERS for a salary reduction pick up plan; the language is specific to full-time employees; the new language will be standard and state it is for all employees; we currently have two different reports we have to do that this will eliminate; Kneeland confirmed this is a wash and it will not impact the city; Bury believes this is just state and federal, and local taxes are exempt. RECOMMENDATION: Consent Agenda. 4. Q2 Report Bury said nothing out of the ordinary for the second quarter; all revenue streams are above 50%; in comparison revenue is up about 4%; mostly due to income taxes; expenditures are about 40%; lower than we anticipated; budgeted for a lot of positions that have been vacant for a lot of the year or remain vacant; transfers in and out are where they should be; capital improvement fund is up about 16% but that is anticipated; Kneeland said it is nice to see a 4% increase; Teal said withholdings are up; net profit swings each year; withholding side City of Gahanna Page 2 Finance Committee Meeting Minutes August 10, 2015 we see a 5% increase; watch these carefully; first quarter showed it was down which caused some concern; will keep watching; quarter three will show a better view of 2016; Schnetzer asked if we are seeing a greater number of withholdings; Teal said we do not see the number of employees from RITA when we get these numbers; Schnetzer asked if we can request the information from RITA annually; Teal said the data is there but it not in a standardized reporting form; we can ask for this; Angelou said it would seem RITA would have that information; Teal said yes but it is not in the pile of things we see; Jones said we track annually the number of jobs from companies in the city; we do not have an accurate number of all companies here; we can calculate annually how many jobs we have from those who receive incentives from us; we have a rough average of how many jobs we have in the City; Angelou asked for that information. Teal said we have been provided big promises from the ICMA measurement tool; our experiences with it have been positive up until about a month ago; have been getting all of our data in there; it crashed and they lost all of our data; as of today they have found our data but not in time to present it; the dashboard presented today is similar to what has been seen in the past; will continue to provide information to Council; welcomes other options as we discuss strategic planning. Teal said she spoke with several of you on the strategic planning firms; have been asked if we can hire two firms for public engagement and another firm for management and data output; asking if they may be willing to work together; looking into scope and costs for that; hope to have something next committee meeting. 5. LEAN Gahanna Update Teal said the LEAN Gahanna initiative will begin shortly; participated with Tony last year; focusing on three components: training, improvement projects, and a lean culture among the City; said it is our goal to train a lot of people in the City to help save money and increase transparency; received grant funds for this training program; will continue to provide updates to Council and the public; our reporting will grow and we welcome ideas and input. Angelou said she is pleased to have served on this Council that has made this happen. 2015-0157 Finance Supporting Documents ADJOURNMENT: 8:15 p.m. City of Gahanna Page 3 Finance Committee Meeting Minutes August 10, 2015 Kayla Holbrook, Reporting City of Gahanna Page 4