"MINUTES OF AGENDA MEETING"
MINUTES OF AUGUST 24, 2004 AGENDA MEETING Commissioner Bassitt opened the meeting at 9:15 a.m. on the 24th day of August, 2004 with the following members present: Commissioner Greg Sneary, Commissioner W. Dan Reiff, Commissioner Sam Bassitt, County Administrator Becky Saine, and Assistant Clerk of the Board Crystal Balo. David Louth led the Pledge of Allegiance. Commissioner Bassitt moved for the approval of the August 19, 2004 Agenda Meeting minutes. Commissioner Sneary seconded the motion. The minute s were approved as submitted. Resolution #596-04. Authorization for training, seminar and travel related expenses Commissioner Reiff moved to adopt the Resolution. Commissioner Bassitt seconded the motion. The roll was called and the Resolution was approved unanimously. Resolution #597-04. Authorize Warrant of Transfer from fund 173-005 to 173-002. Commissioner Sneary moved to adopt the Resolution. Commissioner Reiff seconded the motion. The roll was called and the Resolution was approved unanimously. Discussion Items: A. Lyle Gilbert, Allen County Regional Airport Authority, presented the following: 1) Request to adopt Resolution # 598-04, Authorize a Grant Agreement between Allen County Regional Airport Authority and the Allen County Board of Commissioners with the Federal Aviation Administration. This grant will fund the design only portion of the Runway Extension. The funding from the FAA will be in the amount of $199,500 and the local match from the county will be $ 10,500. Greg asked that the Regional Airport Authority provide future operational and maintenance costs to provide justification for the future costs before construction phase is entered into. Commissioner Bassitt moved to adopt the Resolution. Commissioner Sneary seconded the motion. The roll was called and the Resolution was approved unanimously. B. Lisa Merkle, CSEA, presented the following: 1) Request to adopt Resolution # 599-04, Approve the employment of Shelly Jordan as Business Officer within the Child Support Enforcement Agency. Alicia Bosch the previous Business Officer resigned her po sition on Wednesday, August 18, 2004, as her and her family now resides in Florida. After the interview process, the department feels that with Shelly’s previous knowledge of the county functions that she would be the best fit for the position. Her start date will be Wednesday, August 25, 2004, with a yearly salary of $ 29,000.00. Commissioner Sneary moved to adopt the Resolution. Commissioner Reiff seconded the motion. The roll was called and the Resolution was approved unanimously. 2) Request to enter into contract with Anthem Blue Cross/Blue Shield for Health Insurance coverage fro the Child Support Enforcement Agency and the Department of Job and Family Services. This year the two departments will have a decrease in premiums because of the bid process. A bid was received that was lower than the Anthem bid. Anthem did not want to loss their business, therefore matched the lower bid. There is a change in that there will now be two-party insurance coverage offered to employees. A Single plan will see a reduction of 9.1%, the new Two-Party option will see a reduction of 36%. The Two-Party reduction is so great because there has not been a two-party plan offered therefore two-party had to opt for the higher priced family plan. A Family plan will see a 1.6% increase, which is roughly $4.00 in premiums per month. C. Wayne Gerdeman , County Engineer, presented the following: 1) Request to enter into agreement with HDR Engineering, Inc. for Enginee ring Services for the preparation of the Allen County Access Management Plan. The original agreement for engineering services was approved by Resolution #32-03 and dated January 23, 2003. This will be a supplemental to the original agreement in the amount of $ 10,952.00. This amount will be paid out of the Allen County Motor Vehicle and Gasoline Revenue fund. 2) Request the approval of seven (7) Easement Deeds and thirteen (13) Temporary Right-of-Way Easements for County Road purposes for the Eastown Road Improvement Phase I Project. The phase I portion of the project is from Elm Street to Allentown Road. There is a total of 49 parcels in phase I and 24 have been utilized to date. The main purpose of the temporary easements is to provide work space, move fences, etc. Costs will be $ 53,438.00. David Louth, Design Engineer, presented the following 3) Request to accept grant from the Ohio Department of Development (ODOD) for the Reservoir Road and Mumaugh Road intersection Improvement Project and issue letter to ODOD stating same. This will commit $ 250,000 from the ODOD to the Allen County Commissioners for the improvements to the intersection of Reservoir Road and Mumaugh Road. P&G has been expanding their plant, these road improvements will allow for the widening turning radius, a new turn lane, and new lighting at the intersection. A letter needs to be to the ODOD by mid- September. 4) Request to execute grant from the Ohio Department of Development (ODOD) fro the Bible Road and Sugar Street intersection improvements project. The grant has already been approved and accepted. The grant is in the amount of $ 100,000 from the ODOD to the Allen County Commissioners fro the improvements to the intersection of Bible Road and Sugar Street. The Lima Ford Engine Plant is expanding their plant. This grant will provide for improved turning radius and new lighting to the intersection. D. Bruce Wells, Community Development, presented the following: 1) Request for authorization to seek a short term, nine-month note for two County Engineer intersection projects. Two intersection projects, Bible Road & Sugar Street and Mumaugh and Reservoir Roads, have received tentative approval for grants from the Ohio Department of Development for $100,000 and $250,000 respectively. Private sector and/or the County Engineer have committed any local funding necessary for these projects. As the grants are on a reimbursement basis, up front funding is required to contract and pay for the work. Both projects should be short term in duration and a nine- month note should be sufficient time for the cash flow to complete the projects and receive reimbursement from the ODOD. 2) Request for authorization to pay down and refinance the Berryman Waterline balance on a short term, nine month note. The Berryman Waterline Project has an outstanding balance of $158,000 that is currently included in a various purpose note that matures on September 8th . Funds from assessments are available to pay this note down by $28,000 leaving a balance to renew of $130,000. To time this maturity to match up with a proposed, long term bond issue that would include other similar assessment projects in the second quarter of 2005, the proposal is to seek financing for this project as part of the note for the two Engineer’s projects discussed above. Also, would like to include the same with the new funding discussed in Number 1 above. 3) Request for authorization to pay down and refinance the Industrial Park / Bath Township Ditch various purpose note that matures in September. The County currently has a one-year note for $3,455,000 that matures on September 8 th . The note is comprised of two Industrial Park related loans for a total of $3,068,000, the Bath Township Ditch #1169 for $229,000 and the Berryman Waterline Project for $158,000. Funds are available to pay down the Industrial Park portions by a total of $543,000 for a balance to renew of $2,525,000 and the Bath Township Ditch by $129,000 for a balance to renew of $100.000. The Berryman Waterline is proposed for removal from this note entirely as discussed in Number 2 above. The Industrial Park and Bath Township Ditch balances would result in a renewal balance of $2,625,000. This request is for authorization to seek financing for the Industrial Park and Bath Township Ditch projects not to exceed $2,625,000 for a period of one year. 4) Request for commitment of FY’03 Formula funds and award of contract for the Bath Township and Village of Spencerville Street Improvement Projects. The Board previously authorized the advertisement for bids for these two projects as parts A (Bath) and B (Spencerville) of a single offering. Two bids were received as follows: A B Total The Shelly Company $165,035.50 $51,869.00 $216,904.50 Bluffton Paving $149,359.00 $42,105.20 $191,464.20 Engineer’s Estimate $178,727.00 The Shelly Company bid exceeds the Engineer’s estimate plus 10%, $196,600, and is disqualified. The Bluffton Paving bid is within the range, has been reviewed by the Project Engineer, Kohli & Kaliher Associates, and has been recommended for contract subject to CDBG Formula funding requirements and acceptance by the Township and Village. The Formu la award for Spencerville is $39,200. The Village has agreed by Resolution to cover the $2,905.20 difference plus associated engineering costs. The Formu la award for Bath Township is $116,000. The Formu la application indicated that the Township would cover up to $24,100 for the project plus associa ted engineering costs. The bid exceeds that amount by $9,259. The Project Engineer has discussed the bid with the Township Trustees representative and the determination of how to address the difference has not yet been made. The probable options are to adjust the scope of the work or contribute the additional funds. Once a determination has been made and action taken by the Bath Township Trustees, a request will be made that the Board authorize a contract with Bluffton Paving for the projects with a total of $155,200 being committed from the FY’03 Formula Grant with the respective balances of the contract to be paid by the Village of Spencerville and the Bath Township Trustees. 5) Request to accept CORSA (County Risk Sharing Authority) checks for the full and final settlement of any and all claims for the Waste Water Treatment Plant Fire Loss. In April of 2004 the Shawnee II plant on 117 had an electrical fire. After a $2,500 deductible, checks were issued from CORSA. The checks were under what the Sanitary Engineer fund had already paid out for the repairs. Currently we are waiting on reconciliation from CORSA to see what was and what was not paid for before we cash the checks. Once the reconciliation has been received, an update will be provided to the Commissioners. Announce ments, Proclamations, Recognition and Comme ndations Russ Decker, Homeland Security and EMA Director announced : 1) On September 11, 2004 from 9:00 a.m. to 3:00 p.m., at the Memorial Hall in Lima, the LASER Security Task Force will hold a Demonstration and several events as related to the terrorist attacks. This marks the three year anniversary after the attacks and the community will have a chance to see where we are today and they can view some presentations on our Homeland Security. 2) The Associated Press released a story about the non-use of Homeland Security monies. He noted he just wanted to clear up some of the misrepresentation in that story and explain where Allen County Stood on the spending of said monies. To date Allen County has received $1,135,575.60 in Homeland Security Grants. We have expended $230,338.00 (20.2%) of th grants, however to date we have encumbered or committed $788,272.40 (69.4% of the granted monies. We currently have a remaining balance of $ 116,965.60 (10.4%) remaining. Part of the remaining monies is due to a better price on the warning sirens. We estimated costs to be about $400,000 and costs actually came in at $300,000. There is a homeland Security Advisory Committee comprised of 14 members that decide how and when to spend the granted monies. With no further business to come before the Board, Commissioner Sneary moved to adjourn. Commissioner Reiff seconded the motion. Meeting was adjourned. Submitted by: Approved by: __________________________ Crystal Balo Greg Sneary Assistant Clerk of the Board W. Dan Reiff Sam Bassitt