Board Meeting Minutes, March 27, 2018

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Commissioners’ Meeting

William F. Hutson called the meeting to order at 9:00 a.m. with Patricia G. Geissman present; Adam Friedrick was on vacation. The meeting opened with the Pledge of Allegiance and a prayer.

The minutes of the March 5, 2018 Joint Medina County Commissioners’ and Medina City meeting and the March 20, 2018 Commissioners’ meeting were emailed in advance. Mrs. Geissman moved to approve the minutes; Mr. Hutson seconded the motion. Roll call showed both commissioners voting AYE.

Highway Administrative Assistant Doug King presented and reviewed a resolution determining the necessity to close Garman Road (C.H. 91) between Avon Lake Road (S.R. 83) and Friendsville Road (C.H. 35). Mrs. Geissman moved to approve the resolution; Mr. Hutson seconded the motion. Roll call showed both commissioners voting AYE.

The commissioners reviewed the permits issued March 15-21, 2018.

Finance Director Mike Pataky presented and reviewed the following resolutions: (1) amending the Annual Appropriation Resolution; (2) amending the 2018 Appropriations Resolution by transferring appropriations; (3) authorizing a cash transfer for the Medina County ADAMH Board; (4) cash transfer to the Crippled Children’s Health Fund; (5) cash transfers for various funds; and (6) allowing expenses of county officials. Mr. Pataky requested payment of the weekly bills in the amount of $520,923.36. Mrs. Geissman moved to approve the six resolutions and to pay the bills; Mr. Hutson seconded the motion. Roll call showed both commissioners voting AYE.

Human Resources Director Holly Muren presented and reviewed a resolution approving personnel changes for the employees under the jurisdiction of the Medina County commissioners. Mrs. Geissman moved to approve the resolution; Mr. Hutson seconded the motion. Roll call showed both commissioners voting AYE.

County Administrator Scott Miller presented and reviewed the following resolutions: (1) approval for the conveyance of county property to the Lafayette Township Board of Trustees and (2) authorizing the county administrator to perform certain functions on behalf of the Medina County Board of Commissioners. Mrs. Geissman moved to approve the two resolutions; Mr. Hutson seconded the motion. Roll call showed both commissioners voting AYE.

Sanitary Engineer Amy Lyon-Galvin presented and reviewed a resolution establishing and amending charges and fees levied by the County Sanitary Engineering Department in all Medina County sewer districts. Mrs. Geissman moved to approve the resolution; Mr. Hutson seconded the motion. Roll call showed both commissioners voting AYE.

Transit Director Mike Salamone distributed the Medina County Public Transit Report for February 2018. The total year-to-date ridership through February was 12,123 trips; this included on-demand ridership of 5,851 and fixed route ridership of 6,272. There were 39 denials in February. In February, 338 clients were transported on the on-demand routes. The cost per trip was $17.46 and the cost per mile was $2.66.

Mr. Salamone reported that the triennial review has been submitted and that MCPT has been working on two new brochures – a Client General Information Guide and an ADA Complementary Paratransit Guide. He is also looking into redoing their website; the commissioners agreed that it needed to be done as to make it easier for people to locate their services and to optimize searches.

Mr. Hutson asked Mr. Salamone if finding drivers is an ongoing issue. Mr. Salamone answered that it is an issue with all CDL companies as 98 percent of CDL drivers are already employed. He is working to hire non-CDL drivers that they can train as about one-third of their busses do not require CDLs. This will allow time for the driver to train and have time driving; they are required to obtain their CDL within sixty days. Mr. Salamone stated that the best training is driving.

Mr. Salamone noted that the Transit Consortium meeting will be held Wednesday, March 28.

Soil & Water Conservation District Manager Jeff Van Loon reported that a soil testing program will be held this evening at Lafayette Town Hall. This program will explain how to do soil testing, where to take it, and what do the numbers mean. An equine event will be held next week. A veterinarian will be coming to discuss diseases and a nutritionist will also be in attendance.

Mr. Van Loon noted that the Chippewa Lake group has been meeting recently and they have put out some requests for proposals; they are currently reviewing them.

Mr. Van Loon stated that at a recent training regarding cybersecurity, he learned that hackers had dropped thumb drives around the Pentagon. One person had picked up one of the thumb drives and put it in their computer to see what was on it which enabled the hacker to get into the Pentagon’s system. Mr. Van Loon has instructed his staff to not accept thumb drives from anyone including vendors; they are to only get them from Staples and places like that.

Mr. Van Loon reported that he will be retiring after 44 years. They are currently advertising for the position; the deadline for submittals is April 6. Mr. Hutson thanked Mr. Van Loon for his service.

Economic Development Executive Coordinator Sherri Patterson presented and reviewed the following resolutions: (1) approving minutes and recommendations from the Housing Councils/Tax Incentive Review Councils representing Liverpool Township, Granger Township, Hinckley Township, Montville Township, and Sharon Township and (2) approving minutes and recommendations from the Housing Council representing Sharon Township. Mrs. Geissman moved to approve the two resolutions; Mr. Hutson seconded the motion. Roll call showed both commissioners voting AYE.

Job and Family Services Director Jeff Feltion presented and reviewed a resolution approving an agreement providing Domestic Relations Court pursuant to the requirements of Title IV-D of the Social Security Act. Mrs. Geissman moved to go into Executive Session following the Discussion Session to consider the appointment, employment, dismissal, discipline, promotion, demotion, or compensation of a public employee or official; Mr. Hutson seconded the motion. Roll call showed both commissioners voting AYE.

With no further business to come before the Commissioners, the meeting recessed at 9:47 a.m.

Discussion Session

At 9:50 a.m., the Commissioners began the Discussion Session in the Commissioners’ Conference Room.

Letters for Qualifications

Scott Miller noted that he would be sending letters for qualifications for architects this week. Mr. Hutson explained that at a previous Facilities Task Force meeting, there was discussion regarding obtaining an architect to assist with the planning process and there were some concerns expressed about the cost and about the selection of the architect. He stated that there is a provision in the Ohio Revised Code that directs how a public entity is to go about selecting an architect, an engineer or a landscape architect and the process is very specific. You have to get the word out that you’re looking for someone to provide those types of services and request statements for qualifications, then you have to go through a ranking process. Once you have them ranked, you begin with the first one and work to negotiate an agreement with them, and if you cannot negotiate an agreement with that one, you go to the second ranked firm to negotiate, etc.

Stan Scheetz asked how the RFQ will be advertised. Mr. Hutson answered that there is no requirement that it be advertised, you just have to get the word out through whichever media you choose. Mr. Scheetz asked how do you know what is reasonable versus what you just paid. He stated it appears to him that you pay almost two-thirds above what the private sector pays every time. Mr. Hutson answered that we have to follow the Ohio Revised Code.

Chuck Calvert stated that on the federal side, they had to do the same thing, but before they did that, they had to put out what the qualification requirements are going to be and also publish who was going to be the rating people. Mr. Hutson explained that there is no stipulation as to who the rating body will be or the actual rating criteria, but it does say you have to give some indication about what type of project it is and what type of requirements that you’re looking for. He stated that you cannot even ask for a fee proposal until you have gone through that ranking process. Mrs. Geissman said she doesn’t understand how you rank because it could be any number when you have two or three people together. Mr. Hutson stated that this will be discussed in the Facilities meeting today and they will figure out who may want to sit on the criteria committee and the ranking committee, then we will move forward. Mr. Calvert stated that part of the reason they did it that way on the federal side was to lessen the number of people that applied.

Animal Shelter Fees

Mike Pataky reported that he had been asked to do an analysis of some dog fees for the proposed increase. He distributed and reviewed the analysis which shows the expenses since 2010, receipt activity, and a breakdown of per dog cost. In 2010, the cost per day for a stray dog was $45.81 and in 2017, the cost was $51.88. The revenue fees reflect all fees associated with boarding the dog and the license fees. They broke down the cost per day when an owner turns a dog in, and the savings is very minimal. Mr. Pataky explained that the analysis was the first step prior to increasing fees with the next step being a public hearing; the hearing has been scheduled for April 10 at 9:00 a.m. After the public hearing, commissioners can decide to pass a resolution to increase the fees.

Mrs. Geissman asked if this is the result of the long-term license. Mr. Pataky answered that we have lost some fees in that long-term license because if someone purchases a lifetime license, fees won’t be received every year. Mr. Miller added that the permanent license is a ten year license at $100, and if you have a dog that lives 15 years with a permanent license, there are 5 years that are free, which results in lost revenues. It all hit at one time – fees were reduced and permanent licenses were offered. Revenues dropped the following years and expenses went up. Mrs. Geissman noted that years ago, she recalled that they always had a very healthy balance to keep the facility in good shape and other things that needed to be done in that program. Mr. Pataky stated that since the reduction in fees, the balance has dwindled. Mr. Hutson noted that between 2013 and 2015, revenue went down by nearly $100,000. He asked Mr. Saffle if there are fewer dogs; Mr. Saffle answered no.

Executive Session

At 10:01 a.m., the Commissioners went into the Executive Session that had been voted on earlier. The Executive Session ended at 10:43 a.m.

Adjournment

There being no further business, Mrs. Geissman moved to adjourn the meeting; the motion was seconded by Mr. Hutson. Roll call showed all commissioners voting AYE. The meeting ended at 10:43 a.m.

RESOLUTIONS PASSED MARCH 27, 2018

18-0229 Allowing claims and authorizing issuance upon the treasurer in settlement of such list of claims

18-0230 Determining the necessity to close Garman Road (C.H. 91) between Avon Lake Road (S.R. 83) and Friendsville Road (C.H. 35)

18-0231 Amending the Annual Appropriation Resolution

18-0232 Amending the 2018 Appropriations Resolution by transferring appropriations

18-0233 Authorizing a cash transfer for the Medina County ADAMH Board

18-0234 Cash transfer to the Crippled Children’s Health Fund

18-0235 Cash transfer for various funds

18-0236 Allowing expenses of county officials

18-0237 Approving personnel changes for the employees under the jurisdiction of the Medina County commissioners

18-0238 Approval for the conveyance of county property to the Lafayette Township Board of Trustees

18-0239 Authorizing the county administrator to perform certain functions on behalf of the Medina County Board of Commissioners

18-0240 Establishing and amending charges and fees levied by the County Sanitary Engineering Department in all Medina County Sewer Districts

18-0241 Approving minutes and recommendations from the Housing Council/Tax Incentive Review councils representing Liverpool Township, Granger Township, Hinckley Township, Montville Township and Sharon Township

18-0242 Approving minutes and recommendations from the Housing Council representing Sharon Township

18-0243 Approving an agreement providing Domestic Relations Court pursuant to the requirements of Title IV-D of the Social Security Act

All deliberations concerning official business and formal actions by this Board of Commissioners were conducted in an open public meeting this twentieth seventh day of March 2018.

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