Post on 07-Feb-2022
Ca量萱to Order:
Com血i請ee Members Present:
Com血i録ee Members Absent:
Hiram O飾lcials Present:
Others:
Village o重Hiram
Fi血ance Committee Meeting Minutes
June 30, 2015
Chaiman Tom Wadkins called the meeting to order如7‥22 pin immediately following
the Special Council meeting.
Tom Wadkins, Chaiman
Lou Be巾紬d, Mayor
Rob Dempsey, Councilman
Paul Spencer, Councilm紬
Frank Hemphil量, Councilman
Susan S血ovan, Fiscal O飾cer
Robe巾W○○d, Village Administrator
James McGee, Asst. Village Administrator
Bill Byers, Fire Chief
Mark Kozak, Fire Captain
Dave Smith, Councilman
Jennifer Syx & Jordan Warfield with Insite Advisory Group
Agenda: A motion to approve the agenda as submi償ed was made by Mayor Be巾rand with a second血om Mr.
Dempsey・ Motion passed un紬imously.
Minutes: A motion to approve the meeting minutes of May 26, 2015 as submi請ed was made by Mayor Bertrand
with a second丘om Mr・ Wadkins・ Motion passed unanimously・
Guests佃ublic: Ms. Syx thanked the Mayor and Chaiman for allowing them to speak, introduced Mr. Warfield and her
and passed out a packet for review by members・ The packet is an oveⅣiew of the seⅣices they o鴨r.
Their organization represents cities like New Franklin and Nofton. They develop tax incentives in order
for communities to create economic development. Their organization represents cities like New Franklin
and Norton as well as the City of Aurora and Bainbridge Township. In order to develop a business
co正dor, a community really needs the availabi砂ofw加er and sewer. Their organization has
comections with the State of ohio, Jobs Ohio and ODOT to help secure grant珊nds in order to improve
in鮒s巾cture needs・ They also work with the pla皿ing and zoning to help develop their community the
way the community wishes it to be developed・ Ifpeople狐e leaving your Village to dine, go to the
grocery store, the phamacy or the dry cleaners; you have a leakage of dollars going out of your Village.
Jordan Warfield spoke on House Bill 203 which is the Startup Ohio Initiative, if passed, it would provide
$ 1 00 million dollars to spur economic enrichment and create tax free zones surrounding college campuses
for entrepreneurs and businesses to grow. Mr. Spencer and Mr. Wadkins spoke about our community's
comprehensive pla皿・ Our Village simp量y宣acks紬y紬ancial tools to help someone. Chaiman Wadkins
spoke on the Vi‖age's assets including a large w如er and sewer鳥・cility as wel重as having money in the
bank; we are in fairly good shape. Finance asked Jennifer and Jordan how they get paid for their services.
Jem挽r said they are paid by a retainer and t肋would include甜ending meetings, in-house work and
conference calling. Jennifer went on to provide a brief overview of the services they could provide.
Mayor Be直rand noted our Village is very dependent on resources舟om Hiram Co=ege・ The Village ●
picked up the Hike & Bike prqiect which the College sta請ed in order to see it to completion. The Mayor
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added we do have some opportunities here even though we do not oun the property; we have 35 acres in
an industrial area and there are 88 acres amexed to the Village which is ouned by Hiram College.
We, as a Village, should be looking into this for the next five years and beyond that into the future. Paul
wanted to talk dollars and cents; he asked Jemifer what their hourly rate would be. Jemifer said,
typically they do not have an hourly rate; it is by the project. Their range is between $175-225 per hour
for both Jemifer and Jordan. The Finance meetings would be the proper forum for this type of
interfacing with Insite Advisory Group or any others before any recommendation to Council.
Future Business : None
Old Business: None
Now Business: None
Depa巾me皿t Updates:
PoⅡce De脚血e皿t: Po重i∞ Chief則S皿∞ was not preseⅡt皿s even血g・ Chai血劃Wadkins血fb血ed members he had
spoken with Chief Samec regarding the Reverse 91 1 ; there was no additional feedback from hin.
Fire Department: Fire chiefBill Byers reported there are write「)ffs tonight.
ChiefByers spoke on the Reverse 91 1 system. Bill forwarded an email he received from the
Director of Homeland Security; Poriage County has a program that you pay to play with no
contracts. Bill contacted 34 companies; the most economical one he found is the sane company
Mant脚Villnge is using. The Chief did not release that number until he knows what direction the
Cormittee would like to take on this. Chaiman Wadkius noted the Committee was merely
looking for infomation; he does not believe they are ready for any action at this tine. Hiram
Tounship is cunently with the Sheriffs o飾ce through the IT department at the County. Chief
Byers has been in contact with Mant脚Village's Service Direetor; she said most of the time it is
used for water/sewer outages and boil alerts. Bob Wood felt it would be a good tool but added that
it probal]ly would not be used often. Bill was asked to inquire at the College and Tounship.
Chief Byers brought up for discussion with regard to the passage of the two levies; the department
brought forward a new payroll structue which included overtine pay for holidays. The Village
handbook contradicts the SOG's of the Fire Department. Chaiman Wadkius questioned paying
holiday pay to part-tine employees. The Chief reminded everyone this was discussed as part of the
new payroll structue due to di締iculty filling holiday shifts. We may want to consider this type of
pay "incentive pay�&�F�"�F�����ニ芳����W'F蒙R���停�f匁��6R�ヨVヨ&W'2�vW&R�6�6W&觀B�v友�
setting precedence and asked about the Police Department? Chief Byers checked with our solicitor,
Mr. Reitz; he is not aware of anything that would prohibit this other than our Village handbook.
Susan asked Bill whether that would be an 8 hour holiday pay at overtime or the 24 shift they are
scheduled on? The Chiefsaid this would be 24 hous at time and a half. There was discussion
regarding the Fire Department wanting to pay an individual for 24 hours at overtime pay for
working a holiday; others felt it could not be more than 8 hours. Dave Smith understood Bill's
concems over血e di飾cu吋血釧血g血e sh脇s du血g holidays; it is incen血e, Dave劇t maybe
伽s should be c○鵬idered血∞n鉦e pay・ Chaim紬Wadkins asked if it has been budgeted・ Chief
Byers said that Mark Kozak put the numbers together following the levies; it was plamed for.
Finance wondered whether our Police Department has the sane problem of filling shifts during
holidays. We promised 24 hour coverage to the electorate if the levies passed for Fire and EMS.
The Mayor did not want to treat the two departments differently; they are both safety forces.
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Chaiman Wadkins said he would like to take a look at the Standard Operating Guidelines; SOG's
for the Fire Department and review the Police SOP's. Typically, your SOG's would trump because
they are your safety forees. The Mayor added that our handbook is by ordinance. The Finance
Co皿i請∞劇t the Mayor should make a detem誼ation on∞ he has a ch紬∞ to坤eak w肌仙e
Polioo Ch癌Once a detemi咄ion is made, we c細山en up抽e our h紬dbook.
The Fire Department received a "Thank You" card.
My Life Plan has reached out to the College and the Mayor; in the past they had been a飾liated with
many other fne d印artments; Bill is not aware of any departments they are affiliated with right now.
Ma庇said仙ey w針e誼Stow for a sho部血e;仙ey had issues w地心e正bus誼ess pmcti∞s紬d
misrepresenting themselves. My Life Plan has a biometric reader to display the medical history of
an individ脚l. This is a fee based service. Whether or not to participate in this program would be
oompletely up to each血divid肋1 depa巾ment.
Vilぬge Ad血相tilitie±: Bob Wood reported hiring his new Assistant Village Administrator, James McGee. James
provided some background on hinself.
There is no change in the status of the Hike & Bike Trall project.
Regarding the building expansion; Bob contacted the engineering fim of Manfress. Bob suggests
sticking with our original plan to have two new bays, keep it simple and to go with a block
structure, 30'x 60'. We will need engineering and arohitectural work. We are looking at
approximately $8,000 for engineering, which would be paid out of our Capital Improvement funds.
We also need to put together a 3-5 year capital plan for our vehicles/equipment. Bob added he is
looking to squeeze out of our budget for a new skag mower. Susan will work on reports for the
Depa血ents on仙e正Capital Funds.
Fiscal O飾cer/Adl垂E: !聖n Sh叩p wanted to ask Chief Byers about a call from Airgas regarding a lease renewal for a
cylinder and if he knows anything about it. Bob Wood said we do not have any leased bottles for
acetylene. This bill is a non-issue and Bob said he would take care of it.
Regarding the new copier; we did receive infomation about our current copies. We average 2,900
copies a month. Our contract was for 6,700 copies. Susan will be getting more infomation for
quo調ions・ She should have皿ee quotes total・ D00s F血紬∞ w紬t鵬FO to ch紬ge o皿c○p宣er
early and pay the buyrout of our cunent machine, or wait until our lease is up? Finance members
felt Susan should bring the cost options for both to their next meeting for a decision.
The Village Administrator and she are still looking at rates for our electric and gas suppliers.
蓋u.S:eirs鵠曇豊:eetx?uc::n:]葦霊e,#4thTy changes from the deparment heeds
Mayo r: Mayor Be巾and repo巾ed on the le請er sent to Marilane Spencer regarding the possibi均of her
donating property to expand our cemetery along Ryder Road. She wrote back to the Mayor
t抽she was not interested血don如ing the血nd; she was looking at餓r market value. Finance
Committee members reviewed the County property tax appraisals and suggested offering her
$30,000 for 10 acres of her property and see if we can get her a tax credit for the rest of the value.
The Mayor provided members with details about the upcoming 4th of July festivities.
Page3of4
Bills List:
Regarding the Park Board; the Mayor felt the position of Village Administrator should be
considered a full voting member on this board. Paul Spencer does not feel "employees" should be
voting members; he does not think it is proper・珊e VA can ce血inly a鵬nd the meetings,
pa血cip如e and have input, but with no voting rights・ Bob W○○d commented th加he is鯛ne with
having input on bo仙the P紬k Board and Beau佃c加ion meetings without voting rights・
A motion to approve the bills list was made by Mr・ Spencer with a second by Mr・ Hemphi‖・ Finance
members questioned the CT Consultant invoice on the bill's list and asked Sus紬whether we have been
reimbursed fbr叩′ments we have made on the Hike & Bike prqiect. Susan said she has not yet received
a珂hing back缶om ODOT紬d would look into when we miかbe reimbursed缶om the grant. Doug
McGee infbmed her th如ODOT has not yet鯖nalized血e fbm to be submi請ed for reimbursement,
Finance discussed further what projects are 80/20 payments and what projects are 1 00% up front and then
reimbursed・ Motion passed 5-1 with紬abstention血om Mr・ Dempsey・
HMS Collections: Reviewed and signed off on with no further corments.
Any Other Business:
The next Finance Committee meeting will be Tuesday, July 28, 2015 beginning at 6:00 pin.
Adjournment: A Motion to adjoun the meeting was made by Mr. Hemphill with a second by Mr. Spencer. Motion
passed unanimously. Meeting adjouned at 9: 17 pin. There was no Safety meeting.
Respect血Ily Sub血i筒ed by:
Susan J. S血ovan, Fiscal O飾cer
Attest :
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