Board Meeting Minutes, March 6, 2018
Commissioners’ Meeting
William F. Hutson called the meeting to order at 9:30 a.m. with Adam Friedrick and Patricia G. Geissman present. The meeting opened with the Pledge of Allegiance and a prayer.
The minutes of the February 27, 2018 Public Hearing and February 27, 2018 Commissioners’ meeting were emailed in advance. Mr. Friedrick moved to approve the two sets of minutes; Mrs. Geissman seconded the motion. Roll call showed all commissioners voting AYE.
Highway Administrative Assistant Doug King presented and reviewed the following resolutions: (1) approving the final plat for the Forest Glen Subdivision Phase II located in Sharon Township Lot 29, and (2) approving the annual assessment on improvements constructed under the authority of Section 6131.63 of the Ohio Revised Code on approximately 30.5260 acres in Lot 29 of Sharon Township known as Forest Glen Subdivision Phase II and establishing thereby said improvements as a public watercourse. Mr. Friedrick moved to approve the two resolutions; Mrs. Geissman seconded the motion. Roll call showed all commissioners voting AYE.
The commissioners reviewed the permits issued February 22-28, 2018.
Finance Director Mike Pataky presented and reviewed the following resolutions: (1) amending the 2018 Annual Appropriations Resolution by transferring appropriations; (2) cash transfers for various funds; (3) authorizing the county auditor to transfer funds for indirect costs; (4) authorizing the county auditor to transfer funds from various county department accounts to the Medina County Print Shop Revenue line item; (5) approval of Fair Housing Service Agreement with the City of Medina; (6) approval of a Memorandum of Understanding with the City of Medina for provision of Medina County public transit services; (7) renewing the Jail Medical Privatization Contract with Advanced Correctional Healthcare; (8) authorizing an agreement with Wadsworth Veterinary Hospital for dog spay and neuter services for the Medina County Animal Shelter; (9) authorizing Medina County Drug Task Force Agency to trade in a used vehicle on a new model vehicle from Pat O’Brien Chevrolet; (10) declaring Medina County property as excess property; (11) approving the transfer of Medina County inventory between various Medina County offices; (12) declaring Medina County property as excess property with attempt to refurbish; and (13) allowing expenses of county officials. Mr. Pataky requested payment of the weekly bills in the amount of $567,941.94. Mr. Friedrick moved to approve the 13 resolutions and to pay the bills; Mrs. Geissman seconded the motion. Roll call showed all commissioners voting AYE.
Human Resources Assistant Nicole Lee presented and reviewed a resolution approving personnel changes for the employees under the jurisdiction of the Medina County commissioners. Mr. Friedrick moved to approve the resolution; Mrs. Geissman seconded the motion. Roll call showed all commissioners voting AYE. County Administrator Scott Miller presented and reviewed a resolution authorizing the execution of an agreement with Gazebo Investment, LTD for the county’s purchase of property located at 60 Public Square in Medina. Mr. Friedrick moved to approve the resolution; Mrs. Geissman seconded the motion.
Mr. Miller noted that an architect will be hired to help renovate the building in preparation of the Prosecutor’s Office relocating there; Adult Probation would then move into the second floor where the Prosecutor’s Office is currently located. Manuscript debt will be issued; we will be borrowing from the County treasury at an interest rate determined by the investment advisor. That debt will be repaid over a period of five years; interest revenue from the debt will be paid back into the County account. In effect, we’re paying interest to ourselves. Mrs. Geissman noted that it is very important to pass the 0.2 sales tax as it will help everything. Mr. Friedrick thanked Scott for the work he put into this to make it happen.
Treasurer John Burke stated that this was the first time that the County will utilize manuscript debt. Legally, there isn’t an amount limit. It’s an agreement between the Commissioners and the Treasurer on taking some of the investments and investing in the County and paying interest to ourselves. It will be $2.5-3.0 million. The funds come from a portfolio that’s $85-90 million so he doesn’t mind investing that small percentage and investing back into the County. Issuing manuscript debt is much cheaper than issuing bonds (that could cost $90,000-100,000 for $2.5-3.0 million issued). In this case (by issuing manuscript debt), it looks like we’ll pay $3,000-12,000. He and Mr. Miller have talked to two bond counsels about it. The interest rate will be set at a rate good for the Commissioners and good for the Treasurer who is the investment officer. They will look at competitive rates (in the range of 2.5-2.65% currently). It can be amortized over a period of years; for his investments, it’s easiest to make it every five years. If it’s needed longer, the interest rate would be negotiated. It’s a win/win situation. From his research, there’s only six counties in Ohio that have issued manuscript debt. Mr. Burke was thanked for bringing this option to the Commissioners’ attention. Mr. Friedrick stated that we’re only able to do this because of the good financial position the County is in. That’s a tribute to Treasurer Burke and other officials. Roll call showed all commissioners voting AYE.
Sanitary Engineer Amy Lyon-Galvin presented and reviewed the following resolutions: (1) authorizing the Sanitary Engineering Department to advertise for bids for the hauling and disposal of cake biosolids and hauling of liquid waste-activated sludge and DAF float; and (2) authorizing continued consulting work under an agreement with Resource Recycling System (RRS). Mr. Friedrick moved to approve the three resolutions; Mrs. Geissman seconded the motion.
Mrs. Geissman stated that she was uncomfortable with RRS because, even though there may not be a conflict of interest, it appears so. Beth Biggins-Ramer had worked for RRS previously and RRS was already used once in the past. She also wasn’t sure that a consultant was needed as RRS had done work for the County previously and it wasn’t helpful.
Amy noted that the work that was done previously was helpful in understanding the credibility of the waste mall proposal a couple of years ago from Optiva. RRS helped them to recognize that it wasn’t something they wanted to move forward with. The continued services that she was requesting today is for the continuation of the services that they had been providing to them as part of the Request for Qualifications and Request for Proposals to discover what innovative technologies were available for increasing the volume of recovery and operations at the Solid Waste District. They are only at the contract negotiations stage and there’s still added value from that consistency in the project team until a contract can be negotiated. Their technical expertise and experience is still being relied upon in areas that they (Amy and Beth) don’t have. They are nationally recognized as a firm with that type of experience and have, in her opinion, successfully helped them in the past. Mrs. Geissman understood that RRS helped them put the proposals together and that they could answer any questions. Amy said that the original intent was that they would be part of the project team from its inception through contract negotiation and award. That also included Eastman and Smith as outside legal counsel who works with the county prosecutor’s office. Mr. Hutson said that he felt it was important to have that technical expertise. Mrs. Geissman stated that she wasn’t sure that RRS was the best company for that; she felt that there was an appearance of conflict (Beth used to work for them).
Roll call showed all commissioners voting AYE on the first resolution. Roll call showed Messrs. Friedrick and Hutson voting AYE on the second resolution and Mrs. Geissman voting NAY. The motion passed.
County Home Superintendent Joyce Giles reported that their current census is 46; two residents were released in February (one to Medina Metropolitan Housing and one transferred to Huron City to be closer to family) and one was admitted. There continues to be one female who uses the Adult Daycare on an intermittent basis. Following are activities at the County Home:
February 27 Southeast Fire Alarm inspection
February 28 & March 7 Volunteer orientation
March 3 Chatham Pancake Supper (provided free to charge)
March 25 Medina County hosts the Lafayette United Methodist Church’s East Egg Hunt (if good weather; otherwise, it will be held at the church). Residents will distribute free kites.
April 18 Annual Volunteer Luncheon
Upcoming Disaster Preparedness by the Lafayette Fire Department, County Home, EMA
There is a new Kronos timeclock system; they hope to have it implemented by the end of the month. Amy Perrine and she attended local workshops on adult protection services and cognitive behavior therapy; the workshops were sponsored by Medina County Job and Family Services and Alternative Paths. Ms. Giles met on site with the new Maintenance Supervisor Steven Bastean and retired Maintenance Superintendent Tom Maupin to review the 2018 capital improvement projects. There will be further discussion regarding the boiler, elevator, and generator. They will be working on the Beauty Shop and the Break Room. Funds will be used from donations collected within the past few years from families who bequest monies that are to be spent in a certain way; labor will be done by the Maintenance Department and Joyce will investigate what can be done by volunteers. Friends of Medina County Home will hold their quarterly meeting on March 21. In efforts of continuing to improve the quality of life for the residents, they will submit a request to the Friends of the Medina County Home for a new cross-trainer bicycle for residents; currently, residents go to the Medina Recreation Center and many use a step cross-trainer. Increasing mobility and stability will be invaluable; additionally, when exercise is increased, good endorphins are released which aids in good behavior.
In answer to a question, Joyce said that staffing is down. They are operating with about 20 staff (full capacity is 33). Shift staffing is very slim, but she is making it work. There are aids who cover shifts and she also covers shifts. Some staff is also aging out. While all of that was challenging, she noted that all of the healthcare industry is stretched. She noted that she would be attending the Friends of the Medina County Home meeting. That group also helps on a monthly basis with the cost of all of the bingo and bowling games and monthly birthday gifts; additionally, they also purchase transit passes as some residents aren’t eligible to receive services/discount services. County Transit isn’t always available to transport residents, but they do the best they can.
Department of Planning Services Director Rob Henwood reported that at the March 7 Planning Commission meeting, they will be reviewing a preliminary plan for Montville Township and a revised preliminary plan for Wadsworth. Combined, this will make 31 new units available. Activity level has remained consistent when compared to last year.
Economic Development Corporation Executive Director Bethany Dentler presented and reviewed a resolution approving an amendment to the Community Reinvestment Area Agreement for Medina HIE Real Estate, LLC. Mr. Friedrick moved to approve the resolution; Mrs. Geissman seconded the motion. Roll call showed all commissioners voting AYE.
Ms. Dentler noted that they will be celebrating their 30th anniversary at the Annual Dinner Meeting on March 15; this is the last week to make reservations.
With no further business to come before the Commissioners, the meeting recessed at 9:58 a.m.
Discussion Session
At 10:01 a.m., the Commissioners began the Discussion Session in the Commissioners’ Conference Room.
Master Plan for Buildings
Scott Miller noted that last week, he indicated that he had contracted with StudioTechne for the assessment of county-owned buildings and to help determine the location of offices. The cost was approximately $188,000; the Commissioners had asked him to “skinny it down” and it already was from approximately $270,000. Scott met with Bill Hutson last week to review the five-year Capital Maintenance Plan. It is being questioned if the footprints of the Administration Building and Courthouse were large enough to move the Medina Municipal Court and move the departments from the Professional Building into the Administration Building and the Courthouse.
Scott met with Jim Duber the day before and told him what the Commissioners wanted to do. Mr. Duber’s comment was “you’ll pay the piper now or pay the piper later.” He had some good arguments about why we need to do what he’s proposing, adding back in the Job and Family Services and the Human Services Building. At the Human Services Building (246 Northland Drive), there is a wall that is getting ready to fall over. There’s a patio with a ramp that goes down. With the thaws and freezes that have occurred and the loss of the brick mortar, the wall closest to the patio is getting ready to fall. Steven Bastean and Mr. Miller visited the site; when Steven pushed on the wall, it moved. The wall that’s holding up the parking lot also has problems. There is cracking and moving of the top cement rail and wall. That will cost approximately $150,000 or more to repair. Additionally, there are issues with the bridge going from the parking lot to the building; there’s some rust. Mr. Duber said that while rust can be seen, there is a question of what it looks like on the inside. There are many unknowns and we don’t know how to prioritize. Since there is a limited revenue stream (even if the sales tax passes, it’s limited), we need to know what to prioritize. Mr. Duber had said that he had a client who had issues with their brick façade and they postponed repairs. A $300,000 fix turned into a $5 million fix after 12 years.
Mr. Duber said that he’s been doing consultant work for a long time. They need help to prioritize the work. He understands that there are limited resources just as their other clients. They have yet to have a client, who after the assessment process was completed, that questioned why the assessment done. They present a better way of being able to start picking off projects that ultimately will cost less money in order to maintain and operate buildings. Short-term fixes can always be done, but the county will always be chasing that and it’s an expensive way to maintain buildings (by emergency repairs). The county’s been doing a good job of getting roofs repaired over the past several years and the old courthouse has had substantial improvements. He noted that they’ve never been able to start a project with the amount of data that’s been gathered by Steven and Tom Maupin; it’s an unusual and valued starting point. That information should now be taken and professional expertise applied to analyze and suggest priorities based on what’s seen, not based on the function of the building, and make sure that everyone understands the costs to bring the buildings to an agreed-upon standard. When there is a portfolio of buildings and talking about shrinking or expanding the footprint, it will give tools to start evaluating because if there’s a small building but it’s in good shape, one may want to use that building as opposed to a large building in terrible shape. We may need to look at replacement costs as opposed to repair costs. He will try to ascertain the tools necessary. After speaking with Scott the day before, the plan is to maximize the usage of the Administration Building and the Courthouse. In terms of the Master Plan aspects, that really shrinks what those required activities are and to make sure that they have an idea who will be moved. They will do the programming to ensure that departments can fit into the Administration Building. They still need to talk with the current departments’ personnel to discover if there’s square footage they actually need and whether there’s way to maximize the footprint. There are problems, but the building has good bones. They need to ensure that all of the systems that support the building (mechanical, plumbing, electrical, IT, etc.) are also able to support additional growth.
Mr. Hutson said that they went through the proposal. The one building that he would like to take out is the Professional Building. In his opinion, he didn’t want to spend money analyzing that building. The Commissioners agreed. Mr. Miller said that we’ve been reactionary in our repairs; at that point in time, it’s an expensive fix. Mrs. Geissman said that, unfortunately, there were plans and they had to be changed to the economics at that time. Mr. Duber said that all of their clients had the same experience. At this point, the County needs to look at the condition of buildings and make a list of priorities before making big, expensive decisions. Mr. Duber noted that there is documentation that states that if repairs exceed 2/3 the cost of building, they recommend demolition unless there are reasons not too, such as historic character. At some point, Medina County should place a dollar value of the old courthouse (as a community). This would provide the tools to talk about it. Mrs. Geissman noted that the group Historical Preservation makes the County use certain materials on the historic courthouse. She also said that it was imperative that the sales tax increase be passed or they won’t be able to do facility repairs and/or replacements. Mr. Miller noted that the revised proposal would be presented in the next week or so.
It was asked if the building of the parking garage was justified to the capital budget, was it because the courthouse would be expanded. The answer was unknown. Mrs. Geissman noted that at last evening’s joint meeting with Medina City personnel, someone made a comment that neither parking deck was needed; however, the rest of Council disagrees. Mrs. Geissman said that Councilman Dennie Simpson showed her the amended document for the parking deck; she never signed it and that’s why she didn’t know anything about the clause that specified that the County facilities had to remain on the Square.
Joint City/County Meeting
Mr. Hutson said that he thought that the joint meeting the previous night had gone well. Everyone seemed to appreciate the meeting and the conversation. It was good to have the dialogue and to plan for the future.
Veteran’s ID Card
Mr. Hutson noted that the Commissioners had received an email from someone having difficulty obtaining a veteran’s ID for his father. Ed Zackery is handling the paperwork so that the file can be requested. Then the Recorder’s Office can issue the veteran’s card.
Adjournment
There being no further business, Mr. Friedrick moved to adjourn the meeting; the motion was seconded by Mrs.
Geissman. Roll call showed all commissioners voting AYE. The meeting ended at 10:30 a.m.
RESOLUTIONS PASSED MARCH 6, 2018
18-0134 Allowing claims and authorizing issuance upon the treasurer in settlement of such list of claims
18-0135 Approving the final plat for the Forest Glen Subdivision Phase II located in Sharon Township Lot 29
18-0136 Approving annual assessment on improvements constructed under the authority of Section 6131.63 of the Ohio Revised Code on approximately 30.5260 acres in Lot 29 of Sharon Township known as Forest Glen Subdivision Phase II and establishing thereby said improvements as a public watercourse
18-0137 Amending the 2018 Appropriations Resolution by transferring appropriations
18-0138 Cash transfers for various funds
18-0139 Authorizing the county auditor to transfer funds for indirect costs
18-0140 Authorizing the county auditor to transfer funds from various county department accounts to the Medina County Print Shop Revenue line item
18-0141 Approval of Fair Housing Service Agreement with the City of Medina
18-0142 Approval of a Memorandum of Understanding with the City of Medina for provision of Medina County public transit services
18-0143 Renewing the Jail Medical Privatization Contract with Advanced Correctional Healthcare
18-0144 Authorizing an agreement with Wadsworth Veterinary Hospital for dog spay and neuter services for the Medina County Animal Shelter
18-0145 Authorizing Medina County Drug Task Force Agency to trade in a used vehicle on a new model vehicle from Pat O’Brien Chevrolet
18-0146 Declaring Medina County property as excess property
18-0147 Approving the transfer of Medina County inventory between various Medina County offices
18-0148 Declaring Medina County property as excess property with attempt to refurbish
18-0149 Allowing expenses of county officials
18-0150 Approving personnel changes for the employees under the jurisdiction of the Medina Countycommissioners
18-0151 Authorizing the Sanitary Engineering Department to advertise for bids for the hauling and disposal of cake biosolids and hauling of liquid waste-activated sludge and DAF float
18-0152 Authorizing continued consulting work under an agreement with Resource Recycling Systems (RRS)
18-0153 Approving an amendment to the Community Reinvestment Area agreement for Medina HIE Real Estate, LLC
18-0154 Authorizing the execution of an agreement with Gazebo Investment LTD for the county’s purchase of property located at 60 Public Square in Medina
All deliberations concerning official business and formal actions by this Board of Commissioners were conducted in an open public meeting this sixth day of March 2018.