February 27, 2007  Meeting Minutes

Members present: Chairperson Debby Curry, Joe Wielinski. Ryan Grant was absent.

Others present: Council members Bill May, Maridee Curry, Mayor Wielinski, Finance Director Michael Nolte, Public Works Director Mark Weber, Fire Chief Daryl McNutt, Police Lieutenant Tom Keel, Zoning/Building Clerk Barbara Knisely, Village Solicitor Phil Davis, Village Administrator Dennis Recker and citizen Jim Farthing.  

Chairperson Debby Curry called the meeting to order at 6:30 P.M. Chairperson Debby Curry made a motion to approve the February 20, 2007 minutes, Joe Wielinski seconded the motion. Motion passed 2-0.  

The Chair recognized the Village Administrator who provided an overview of the Administration’s proposal to establish a Contractor Registration Program in the Village of Whitehouse . After a brief discussion the Committee reached a consensus on adjusting the registration renewal fee schedule to $40.00 from the proposed $50.00, with no other changes the Committee referred the proposal to the Village Solicitor to prepare legislation for Council action.  

Next the Committee was asked to review an Administration proposal to amend the Villages Schedule of Rates and Fees. After a brief discussion the Committee referred the fee schedule as submitted with the same change on the registration renewal fee from $50.00 per year to $40.00 per year to the Village Solicitor to prepare legislation for Council action.  

On the next item of business, the Chair recognized the Finance Director, who briefed the Committee on the Administrations proposal to address the $78,000 shortfall transfer of income tax funds for 2007 and the on going projection of $200,000 in future years.  The first recommendation was the temporary elimination of the village tax credit; this will raise a minimum of $327,819 in a full year which would make-up the projected $200,000 annual shortfall in the General Fund beginning in 2009.  As there would still be the immediate $78,000 shortfall in 2007 and the tax credit revenues would not be available until 2009 two other options were recommended.  The first of these was to make the tax credit elimination retroactive to the current tax year 2007, which would bring in revenues effective with 2008 collections.  The second proposal was to initiate a $12.00 per month refuse pick - up fee to every Whitehouse household payable on the monthly water and sewer billing. This would begin an immediate cash inflow which would total $111,516 this year if it is initiated by May 1^st. This would be $191,000 in future whole years.  

The next discussion dealt with a policy decision to make all revenue (water & sewer) funds self sustaining. This means all operational and capital expenditures for water and sewer systems would come from water and sewer fund revenues and not Income Tax A as is the case now.  The Committee and council members that were present agreed that this is what they want to see done. The Village Solicitor also provided a legal assessment that revenue funds must operate in balance.  

With this consensus the Finance Director provided information explaining that since 2005 through this current year the operational sewer funds were being spent to provide operational services resulting in a declining cash carryover year end balance.  The Finance Director explained that if this issue is not addressed the sewer fund would be in deficit within the next two years.  This prompted the Administrations final proposal to increase sewer fees per 15,000 gallons from $29.07 to $37.79.  This would be an average increase per household of $8.72 per month. This led to in-depth discussion of sewer and water rate increases along with the tax credit elimination and the refuse service fee. The Committee Chairperson requested more information and asked the Village Administrator to schedule another Finance, Audit & Investment Committee meeting for Monday, March 5, 2007 at 6:30 P.M.  

With no other business before the Committee, the meeting was adjourned.

March 5, 2007   Meeting Minutes

Members present: Chairperson Debby Curry, Joe Wielinski and Ryan Grant. Others present: Council members Bill May, Maridee Curry, Herb Little, Mayor Stan Wielinski, Finance Director Michael Nolte, Fire Chief Daryl McNutt , Police Chief Ed Kaplan , and Village Administrator Dennis Recker.  

Chairperson Debby Curry called the meeting to order at 6:30 P.M. Chairperson Debby Curry made a motion to amend the February 27, 2007 minutes, Joe Wielinski seconded the motion. Motion passed 3-0.   Chairperson Debby Curry then made a motion to approve the minutes as amended, Joe Wielinski seconded the motion.  Motion passed 3-0.  The minutes however were later deemed to be correct and the original minutes will be approved as they are at the next Finance, Audit & Investment Committee.  

The first item of business was the approval of the 4^th Quarter 2006 Financial Reports.  The Committee signed off approving the reports as presented.  

 Next, the Chair recognized the Finance Director, who briefed the Committee on a new proposal jointly formulated by the Administration and the Committee Chairman Debby Curry. This proposal addressed the $78,000 shortfall of income tax funds in Income Tax B for 2007 for General Fund operations, and the on going projection of $200,000 in future years.  The proposal also addressed the projected need for addition revenue in Income Tax A for future capital projects.  The first recommendation was the reduction of the village tax credit to 25%, retroactive to 1-1-07 , and then a reduction to 0 beginning 1-1-08 .  This will raise a minimum of $218,545 starting in the tax 2008, and an estimated $327,819 in the tax year 2009.  These amounts would be primarily used to offset the shortage in Income Tax A for Capital Project needs.    The second proposal was to initiate a $12.00 per month refuse pick - up fee to every Whitehouse household payable on the monthly water and sewer billing. This would begin an immediate cash inflow which would total $111,516 this year if it is initiated by May 1^st. This would be $191,000 in future whole years.  This additional revenue would be used to support the General Fund shortfall and would result in no longer requiring the split of 45/55% of funds from Income Tax A and B in the year 2007.  

The Committee then reviewed various funding options and after a lengthy discussion agreed to a compromise in which the reduction in the tax credit would be as proposed, but the amount charged for refuse collection would be reduced to 9.00 per month beginning May 1, 2007 .  Chairperson Debby Curry made a motion, seconded by Joe Wielinski to forward this proposal to the Village Council at its next meeting on March 6, 2007 .  Motion passed 3-0  

The Committee then reviewed the need for public discussion on these changes and suggested the dates of March 27 and March 29, 2007 .  This public discussion would depend on Council action at the Council Meeting of March 6, 2007 .

A short discussion was held on the Water & Sewer Funds as to being self sufficient.  Since the Village has been made aware of a proposed increase in water rates by the City of Toledo and subsequently Lucas County , no action on rate increases was recommended by the Administration at this time.  

With no other business before the Committee, Chairperson Debby Curry asked for a motion to adjourn at 8:05 PM .  Joe Wielinski made the motion, seconded by Ryan Grant.  Motion passed 3-0

April 3, 2007 Meeting Minutes

Members present:  Chairperson Debby Curry, Ryan Grant, and Joe Wielinski.  Others present: Maridee Curry, Bill May, Herb Little; Staff: Village Solicitor Philip C. Davis, Police Chief Edward Kaplan, Village Administrator Dennis Recker, and Mr. Dan Holman, private citizen.  

Chairperson Debby Curry called the meeting to order at 6:30 p.m.  Chairperson Curry asked if everyone had an opportunity to read the Minutes.  Ryan Grant moved to approve the March 5, 2007, Minutes.  Seconded by Joe Wielinski.  Motion passed 3-0.  Debby Curry introduced the first business item:  Should the Village contribute a member sponsorship fee to the Chamber for the Cherry Fest Fund.  Debby Curry stated that due to the Villages current financial situation the Village should not make any contributions this year.  Councilmen Grant and Wielinski agreed.  The Committee unanimously decided to recommend to Council that the Village not make any new commitments to organizations in 2007 other than the one multi-year commitment made to the Anthony Wayne Youth Foundation which was for five years, beginning in 2006, ending in 2010.  

Next, the Committee reviewed a contract proposal to purchase three video cameras for use in three Village police cruisers.  Chairperson Curry said she believed the purchases could be delayed to a future year to save money.  Councilperson Maridee Curry agreed.  Councilperson Ryan Grant, Joe Wielinski, Bill May and Herb Little all stated they believed the cameras to be critical and might well save the Village a lot of money in the event of a future litigation incident.  The Village Solicitor also shared his opinion that in today’s society, law enforcement agencies need every protection they can get.  The cameras would serve as evidence of proper police procedure and conduct in the performance of their duties.  The Committee agreed to recommend Council approve the purchase of the video cameras.   

The final business item was a brief discussion of how the Committee should introduce the $9.00 refuse fee legislation, i.e., as an emergency or as a non-emergency 3 reading item.  The Committee agreed 2-1 to recommend Council have the legislation creating a $9.00 refuse fee be introduced for a first reading as a non-emergency measure at the April 3, 2007, Council Meeting. 

May 8, 2007 Meeting Minutes  

Members present: Chairperson Debby Curry, Joe Wielinski. Others present: Council members Bill May, Maridee Curry, Herb Little, Finance Director Michael Nolte, and Village Administrator Dennis Recker.  Robert Casaletta represented the Citizen’s Committee appointed by the Mayor.   Ryan Grant was absent.  

Chairperson Debby Curry called the meeting to order at 7:30 P.M.    Chairperson Debby Curry then made a motion to approve the minutes of April 3, 2007 , Joe Wielinski seconded the motion.  Motion passed 2-0.   

The first item of business was the approval of the 1^st Quarter 2007 Financial Reports.  The Committee signed off approving the reports as presented.  

 Next, the Chair recognized the Finance Director, who presented to the Committee the Village of Whitehouse Five Year Spending Plan document.  The Committee was briefed on the method used to forecast the revenue and expenditures in the Spending Plan document.  A review of the results of this document was presented as to the availability of funds to meet the projected needs of the Village on fund by fund bases.  

A short review of the Water and Sewer Funds projected funding needs was also discussed by the Committee.  The Committee again stated their desire to have these funds self sufficient as to capital spending requirements.  

A discussion also was held concerning the capital projects as defined in the Five Year Spending Plan for the remaining Village Funds..  The Committee decided to forward this document with the attached capital projects and equipment plans to the Citizens Advisory Committee meeting scheduled for May 10, 2007 .   

With no other business before the Committee, Chairperson Debby Curry asked for a motion to adjourn at 9:00 PM .  Joe Wielinski made the motion, seconded by Debby  Curry.  Motion passed 2-0

August 7, 2007 Meeting Minutes  

Chairperson Debby Curry called the meeting to order at 6:30 P.M.  

Members present: Debby Curry, Ryan Grant, and Joe Wielinski.  Others present: Council members Maridee Curry, Herb Little, Police Chief Ed Kaplan, Solicitor Phil Davis, Building Clerk Barbara Knisely and Administrator Dennis Recker.  

Chairperson Debby Curry moved to approve the May 8, 2007 minutes. Motion seconded by Ryan Grant. Motion Carried.  

Chairperson Curry recognized Administrator Dennis Recker, who gave an update on the second quarter Financial Report .  

The Police Department has budget short falls resulting from unusually high prisoner incarceration and prosecution cost, continuing education an unfunded mandate of the State and unusually high vehicle maintenance expenditures. Administrator Dennis Recker and Police Chief Ed Kaplan recommended an inter department fund transfer of $24,000.00 this resulted from purchasing only one of two appropriated police cursers in 2007 and an additional $7,000.00 transfer from Income Tax A Funds to cover deficits and provide funding in those line item to complete the current year.  The Committee was asked to recommend these transfers to Council for processing and appropriated legislation.  

The next item of business was a report from members of the Web Site Committee, Barbara Knisely and Councilman Ryan Grant. The Web Site Committee reviewed seven presentations from web site agencies.  The Committee selected four of these companies for further review. The Web Site Committee requested the Finance, Audit and Investment Committee to recommend Council to work with the Administrator to identify funds in the amount of $10,000.00 that might be transferred to this project. Some samples of work done by these competing companies  are to be sent to Council members for their independent review.  The Web Site Committee will wait for the results of the funding and site reviews before going to the next step with the four selected agencies.  

The next item was a proposal from the Administrator seeking Committee support for a Comprehensive Safe Routes to School Plan and authorization to apply for a $215,000.00 Safe Routes to School Grant.   The total cost of the Plan and the Safe Routes to School Project would be $219,500.00 If the grant is approved the  Village will be reimbursed $215,000.00  for costs associated with a pedestrian bridge over Blue Creek on Finzel Road which will enable safer walking and biking for students to and from their  homes and school.    

The last item was the Committee’s review of a proposed budget development process. This process was recommended by the Citizen’s Tax and Review Enhancement Committee.  The Committee decided to recommend this process for adoption by Council and Administration to use in the 2008 budgeting process.  

With no further business Chairperson Debby Curry moved to adjourn the meeting. Motion seconded by Ryan Grant. Motion carried. The meeting adjourned at 6:58 P.M.

September 4, 2007 Meeting Minutes

Members present:  Chairperson Debby Curry, Ryan Grant, and Joe Wielinski.  Others present: Village Solicitor Philip C. Davis, Village Administrator Dennis Recker, and Karen Berger, Mirror Newspaper.  

Chairperson Debby Curry called the meeting to order at 6:45 p.m.   Chairperson Curry asked if everyone had an opportunity to read the Minutes.  Debby Curry moved to approve the August 7, 2007 Minutes, seconded by Joe Wielinski.  Motion passed 3-0. 

Debby Curry introduced the business item:  Ryan Grant gave an overview of the Web Site Committee narrowing the eight companies down to two and that final interviews of them would be done on September 6, 2007 .  The final company would be designing the new web site and a pamphlet for the Village. The Web Committee would like to confirm the dollar amount they are allowed to spend.  The Finance, Audit & Investment Committee asked that the Web Site Committee confirm its top recommendation for the web site and then report back  at the  Economic Development Committee on September 18, 2007 with a final recommendation.  Debby Curry made a motion that funding would be from the Industrial Development Fund at a range of $10,000.00 to $11,000. 00 for the project. Joe Wielinski seconded the motion. Motion carried 3-0.  

With no other business the meeting was adjourned.

October 2, 2007 Meeting Minutes

Members present:  Chairperson Debby Curry, Ryan Grant, and Joe Wielinski.  Others present: Maridee Curry, Bill May, Herb Little; Staff: Village Solicitor Philip C. Davis, Village Administrator Dennis Recker, and Barbara Knisely.  

Chairperson Debby Curry called the meeting to order at 6:35 p.m.  Debby Curry moved to approve the September 4, 2007, Minutes.  Seconded by Ryan Grant.  Motion passed 3-0.  

Mr. Recker explained the advertising banner which will be designed as part of the home page on the new Village web site.  Discussion followed concerning the advertising fee to be charged by businesses who want to advertise.   

Debby Curry made the motion to charge $40.00 per month, with 3 businesses advertising per month.  Space will be sold in 3 month blocks, for a total of $120 per business.  The banner will rotate between the 3 businesses with each hit on the site.   

After several months, depending on the number of hits on the site, this number may be increased up to 6 businesses. Initially, the businesses will be limited to Whitehouse only, but may be opened up to the greater “Anthony Wayne community” if demand exists.  Ryan Grant seconded the motion.  Motion passed 3-0.  

There being no further business, Debby Curry made the motion to adjourn.  Ryan Grant seconded the motion.  Motion passed 3-0.  

Meeting adjourned at 6:45 p.m.

October 16, 2007 Meeting Minutes

Members present: Chairperson Debby Curry & Joe Wielinski.  Ryan Grant had an excused absence.  Others present:  Maridee Curry, Bill May, Herb Little, Administrator-Interim Finance Director Dennis Recker.  

Chairperson Debby Curry called the meeting to order at 8:00 P.M.   Debby Curry moved to approve the October 2, 2007 minutes, motion seconded by Joe Wielinski. Motion carried.  

Chairperson Debby Curry recognized the Administrator-Interim Finance Director Dennis Recker who provided an overview of the annual amendment to the 2007 Appropriations Ordinance.  A detailed summary of line items that exceeded appropriated amounts was explained.  The majority of the cost increases were items that are difficult to accurately predict.  Examples such as employee settlements, unfinanced police training mandated by the State of Ohio , work release expenditures dating back to 2006 cases where defendants were placed on probation and later due to probation violations serve portions of a suspended sentence.  One large expenditure for  fire fighter personnel protective equipment and a SCBA tank air fill  station and compressor was in deficit because  the Village has to pay the vendor and is later reimbursed for the purchase through Grant Funds.   The Committee had their questions answered and the consensus was to present the legislation to Council at the November 6, 2007 Council meeting.  

The next item of business was a review of the timeline for 2008 budget meetings that the Finance, Audit & Investment Committee will be conducting. Meetings are set for November 8^th and 13^th with additional meetings to be set at the November 6, 2007 Council meeting.  

With no further business to transact the Committee Chairperson moved to adjourn seconded by Joe Wielinski. Motion carried.  Meeting was adjourned at 6:49 P.M.

November 8, 2007 Meeting Minutes

Members present: Chairperson Debby Curry, Joe Wielinski, and Ryan Grant. Others present: Council members Bill May, Maridee Curry, Finance Director Jordan Daugherty, former Finance Director Linda Snyder, and Village Administrator Dennis Recker.   

Chairperson Debby Curry called the meeting to order at 7:15 P.M.   Chairperson Debby Curry then made a motion to approve the minutes of October 16, 2007 , Joe Wielinski seconded the motion.  Motion passed 3-0.   

The first item of business was the review of the 2007 Consumer Price Index ( CPI ) increase for 2008 Village employee wages.  The Committee was presented with spreadsheets detailing the impact of three rate increase options on the 2008 Step Scale.  The three different rates included the U.S. Department of Labor CPI rate of 3.5%, with a below average and above average rate of 3.25% and 3.75%, respectively presented for comparison.  It was decided to recommend to Council the approval of a rate increase of 3.5% for the 2008 budget.  Chairperson Debby Curry then made a motion to recommend such to Council, Joe Wielinski seconded the motion.  Motion passed 3-0.   

Second, the Committee discussed the Merit Service Payment for 2008.  The main topic related to seeking a way of tying job performance to the existing Merit Service Payment.  Due to the unknown ramifications relating to the Federal Labor Standards Act, the Committee recommended that the Finance Director continue researching the affect of alternatives to the existing Merit Service Payment.  Ryan Grant then made a motion to continue the current Merit Service Payment for 2007 and to direct the Finance Director to investigate alternatives for the future years. Chairperson Debby Curry seconded the motion.  Motion passed 3-0.  

Next, Linda Snyder and Jordan Daugherty presented the preliminary year-end fund balance projections.  A projected year-end surplus was communicated to the Committee with two months remaining in the fiscal year.  

With no other business before the Committee, Ryan Grant asked for a motion to adjourn at 7:55 PM , it was seconded by Debby Curry.  Motion passed 3-0

December 4, 2007  Meeting Minutes

Members present: Chairperson Debby Curry, Joe Wielinski, and Ryan Grant. Others present: Council members Bill May, Maridee Curry, and Herb Little.  Finance Director Jordan Daugherty, Fire Chief Daryl McNutt , Police Chief Ed Kaplan , Deputy Chief of Paramedics Marty Fuller, and Village Administrator Dennis Recker.   

Chairperson Debby Curry called the meeting to order at 7:58 P.M.   Chairperson Debby Curry then made a motion to approve the minutes of November 8, 2007 , Joe Wielinski seconded the motion.  Motion passed 3-0.   

The first item of business was the review of the Police Department’s proposed budget.  Chief Kaplan was asked to defend the request of adding a new full-time officer to the force.  He mentioned that the extra expenses of overtime could be addressed by the new officer.  Based on estimated costs, it is likely to be more cost effective to add the officer rather than pay the extra overtime wages and related expenses.  The requested purchase of a radar speed trailer was pushed back from 2008 to 2009 and traffic spikes were moved from an expected purchase in 2012 to 2008. 

Chief McNutt followed by presenting the Fire Department’s proposed budget.  The main discussion was on the request for a part-time office assistant to help with the increased burden of paperwork resulting in part from increased safety requirements.  There was then discussion on the status of the fire trucks and their remaining service life.  

Deputy Chief Fuller presented the Life Squad’s budget.  Questions were asked as to why there is a significant decrease in wages and related expenses after 2008.  Mr. Fuller informed the Committee that significant costs relating to employee retirements are expected in 2008 but not in 2009.  

Administrator Recker presented the proposed budgets for Administration, Tax, Building, and Community and Economic Development.  The Committee was informed that the decrease in 2008 Administration wages and related expenses has to do with retirements in 2007.  

After reviewing all proposed budgets except those of the Department of Public Service, it was decided to address those and the new health insurance rates at the 12/6/07 FAI meeting.  With no other business before the Committee, Ryan Grant asked for a motion to adjourn at 9:34 PM , it was seconded by Debby Curry.  Motion passed 3-0.

December 6, 2007  Meeting Minutes

Members present: Chairperson Debby Curry, Joe Wielinski, and Ryan Grant. Others present: Council members Bill May and Maridee Curry.  Finance Director Jordan Daugherty, Director of Public Services Mark Weber , and Village Administrator Dennis Recker.   

Chairperson Debby Curry called the meeting to order at 7:18 P.M.   Chairperson Debby Curry then made a motion to approve the minutes of December 4, 2007 , Ryan Grant seconded the motion.  Motion passed 3-0.   

The first item of business was the review of all proposed budgets under the Department of Public Services.  It was communicated that the Real Estate expense for the Park fund is no longer expected.  Also, the Finance Director indicated that $250 in estimated utilities for the soccer field within the Park fund was a more accurate estimate verses that of the first draft.  Further, Mr. Grant recommended that the Village contribute monies to the Anthony Wayne Youth Foundation rather than the AWABSA in order to benefit a broader range of the community.  

Secondly, the Committee reviewed the Department of Public Services Five Year Capital Improvements Plan.  The Committee asked if ODOT has responded to inquiries regarding their involvement in the Blue Creek Bridge .  The response was that as of yet, there has been none, but further communication with ODOT would be pursued.   The Heller Road Realignment project was discussed and talks of the Village’s interest in some vacant land ensued.  A request for Village staff to further investigate the land was made. 

Mr. Weber expressed the need to focus on building a new water tower toward the western end of the Village limits.  It would then provide the Village with water sources on the eastern, central, and western parts of the Village limits.  The Committee recommended an analysis should be made in the near future.  

The Finance Director presented the results of the 2008 health insurance request for bids.  Mr. Daugherty informed the Committee that a renewal of the Village’s current coverage would result in a 3.84% increase.  Mr. Daugherty also informed the Committee that all other programs that are less expensive also included a significant drop in coverage.  Debby Curry made a motion for the Committee to recommend to council the renewal of the current health insurance policy.  Joe Wielinski seconded. Motion passed 3-0.  

Due to the completion of the 2008 budget review, is was decided by the Committee to cancel the Finance, Audit & Investment Committee meetings scheduled for Tuesday, December 11, 2007 and Thursday, December 13, 2007.  

After reviewing all proposed budgets and with no other business before the Committee, Debby Curry motioned to adjourn at 8:45 PM ; it was seconded by Ryan Grant.  Motion passed 3-0.