finance committee - jun 21 2021 - agenda - pdf

AGENDA

City of Solon Finance Committee

Monday, June 21, 2021 - 5:30 PM

Council Chambers

A meeting of the Finance Committee will be held Monday, June 21, 2021 in the Council Chambers commencing at 5:30 PM.

Page ROLL CALL

ADOPTION OF MINUTES

1. Adoption of Minutes from May 17, 2021

FC 05172021

Finance Committee - May 17 2021 - Minutes - Pdf

3 - 21

PRESENTATION TO COMMITTEE

City of Solon Enterprise Resource Planning (ERP) Project

ITEMS REQUIRING LEGISLATION

2. Accepting a proposal from Tyler Technologies, Inc. for the provision

of an Enterprise Resource Planning (ERP) system and related project

implementation services Agenda Item Report - AIR-21-288 - Pdf

22 - 36

3. Accepting a proposal from The Impact Group Public

Relations/Marketing Communications Inc. for communications and

marketing services for City departments Agenda Item Report - AIR-21-289 - Pdf

37 - 60

4. Adopting the 2022 Tax Budget of the City of Solon, Ohio for the

fiscal year beginning January 1, 2022 and submitting the same to

the Cuyahoga County Budget Commission Agenda Item Report - AIR-21-282 - Pdf

61 - 68

5. Budget amendments to Operating Appropriations Ordinance 2020-

187 Agenda Item Report - AIR-21-286 - Pdf

69 - 70

6. Authorizing Cash Transfers from the General Fund (No.100) to Other

Funds Agenda Item Report - AIR-21-287 - Pdf

71 - 72

7. Authorizing the payment of amounts due for which the Finance

Director has issued Then and Now certificates Agenda Item Report - AIR-21-283 - Pdf

73 - 75

REPORTS TO COMMITTEE

8. Updates from Department of Human Resources – Yolanda Guzman,

Director

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9. Monthly Financial Summary - May 2021

Monthly Financial Summary 05.2021

76 - 94

10. Monthly Income Tax Collection Summary

Monthly Income Tax Update 06.2021

95 - 99

ADJOURNMENT

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FINANCE COMMITTEE MEETING

May 17, 2021 – 6:00 PM

Present: Councilwoman Meany, Councilman Pelunis, Councilman Zelwin, Director Rubino,

Mayor Kraus, Chief Vedder, Chief Tonelli, Director Frankel, Director Gibbs, Director Parker,

Mario Iacano

Councilman Zelwin presided

Councilman Zelwin stated that the Moral Claim appeal noted on the agenda for Szarka will

not be discussed at this meeting.

APPROVAL OF MINUTES

1. ADOPTION OF MINUTES FROM April 19, 2021

Motion by Councilwoman Meany, second by Councilman Pelunis to approve the

minutes of April 19, 2021 as submitted.

ROLL CALL: AYE: Meany, Pelunis, Zelwin

NAY: None

Motion Carried

ITEMS REQUIRING LEGISLATION

2. AMENDING ORDINANCE 2020-195, AN ORDINANCE APPROVING THE PARTICIPATION IN

VARIOUS GOVERNMENT COOPERATIVE PURCHASING PROGRAMS BY THE CITY OF SOLON

Director Rubino stated this is to amend the authorization for use of governmental

cooperatives. These are cooperatives aside from the State Department of Administrative

Services. This amendment is being done to include the Government Services Administration

(GSA) Government Cooperative Purchasing Program. In the past GSA had been restricted

for public safety and IT use but now the program is being made available to all levels of

local government. This request is to add GSA to the current authorization for cooperatives

for 2021.

Councilwoman Meany moved to have legislation prepared amending 2020-195 to add the

Federal General Services Administration (GSA) cooperative purchasing program to be listed

as an authorized cooperative under emergency. Second by Councilman Pelunis.


NAY: None

Motion Carried

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Finance Committee Meeting

May 17, 2021

Page 2

3. ACCEPTING A PROPOSAL FROM CIVICPLUS OFFERED THROUGH THE GENERAL SERVICES

ADMINISTRATION COOPERATIVE PURCHASING PROGRAM FOR A COMMUNITY LIFE

PROGRAM REGISTRATION SYSTEM

Councilman Zelwin summarized that during the April Finance Committee Meeting the need

was to either upgrade the current system or review other systems that would support online

program enrollment.

Director Parker stated this is the formal request to accept the proposal from CivicRec. This

system was reviewed by all Community Life departments and determined to be the system

that would best support all departments. This system would be purchased from the GSA

contract. The first year service fee is $39,030. This first year would be paid for from CIP,

the following years would be paid for out of each department operating budget.

Councilman Zelwin asked Director Parker to explain some of the details of the program and

implementation costs.

Director Parker explained that the evaluation process included all of the Community Life

divisions including the Senior Services and Active Adult department, the Center for the Arts,

the Recreation department and the IT department. A half dozen systems were evaluated,

some several times regarding different issues. There were several systems in the same

price range but CivicRec seemed to be the most robust. Negotiations did result in reduced

pricing with the first year costs of $39,000 and subsequent years at $28,000. This is due to

a $10,000 implementation fee during the first year.

Councilwoman Meany asked how many companies were reviewed. Director Gibbs stated

there were 8 companies in the review process.

Councilman Pelunis asked how much overlap there will be and how long the City will be

paying for two systems as the transition is being made. Director Parker stated there will be

overlap but is not sure exactly how long the implementation will take. He stated that the

conversion will include integrating the City system business processes of all three

departments into the new system as well as converting data such as membership data. The

contract date of July 1, 2021 is the renewal timing for the current provider and the new

system would need to be up for October so there would be approximately three months of

overlap. Councilman Pelunis asked what that time of overlap would equate to in monetary

amounts. Director Parker stated the negotiations have not been made for the last few

months of service for the current provider. The current contract is approximately $25,000

per year so on a monthly basis it would be about $2,000.

Councilman Zelwin stated that since the City is required to move off the contract due to the

servers being used, he advocates to make sure the City does not pay for any part of the

current agreement past the end of September since the current vendor “forced” the City to

change.

Director Parker stated that all contracts are being reviewed and will push back where

possible but will pay for services used. He assured everyone that due diligence will be done

but will also properly represent Solon and not have the City enter a compromising position

by not abiding by a contract.

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May 17, 2021

Page 3

Councilwoman Meany asked what the current system MaxGalaxy has been paid for 2021.

Director Gibbs confirmed they have not been paid yet this year. Councilwoman Meany noted

that in 2020 they were paid $22,840. She agreed a change is necessary but asked if

negotiations could be done with them to make sure the City only pays for the services we

used and push back on the fact that they are forcing the City to make this change due to

their lack of supporting the current system. Director Parker confirmed the contract renews

in July or near that time frame.

Councilman Zelwin said no matter what system the City moves to there will be overlap so

the City just needs to determine how to best hold down the costs during the transition

period. Director Parker confirmed that during the transition the power of the City will be

leveraged to hold costs down.

Councilwoman Meany asked about item #6 on the new contract regarding the annual

recurring service fees and then alluded to an additional charge if the City is over the stated

amount but there is no detail on what the additional charge would be if the City is over the

stated amount. Director Gibbs explained that the vendor said they are not set up to do the

audit and will go by a good faith estimate. This clause was inserted in case a City opens a

new facility and increases the volume substantially. A well established City that is growing

organically will not be affected by this clause. He confirmed that the City lawyers have

reviewed the proposed contract in detail.

Councilwoman Meany asked about merchant account services. Director Gibbs stated the

City currently pays a third party but moving forward with CivieRec the City would use a new

bank, the one that partners with CivicRec. Councilwoman Meany noted that the City is

looking at $39,000 to implement the system plus hosting fees, support and development of

new features, etc which come twelve months after the start of the contract so she asked if

this is actually a two year contract.

Director Gibbs explained the vendor was locking in the rate for two years. Director Parker

confirmed the costs included the first year initial fee and a second year annual fee.

Councilman Zelwin confirmed that the first year fee includes an $11,000 implementation

cost as well as the annual fee of $28,000. Councilman Pelunis stated that the contract calls

for a 3% increase in year four. Director Gibbs explained the increase was originally listed as

5% but was negotiated down to 3%.

Councilwoman Meany asked what the City would need moving forward if the system is up

and running. Director Gibbs stated CivicRec will host the site through the cloud.

Director Rubino stated that timing is important on the notice of termination. A termination

letter is ready to go now. The systems will not be running in parallel after the termination

notice because MaxGalaxy will be used while the new system is being installed and until the

new system is available for use, not in addition to the system. There is a need to engage

the new vendor for implementation and training and testing while the legacy system is still

in use. Regarding the question of merchant processing, one of the more unacceptable pieces

of the active system is that the current system also controls the merchant processing and

this is not a good scenario for the City. The City should not be bound by the vendor’s flat

fee terms. The City is starting a review of all merchant agreements. He also stated all

applications the City has undertaken are software of service; iCompass, EnerGov, ERP and

this new system. This is the new model – to dispense with equipment and go to a service

where the latest version is used and functionality is maximized.

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May 17, 2021

Page 4

Councilman Zelwin asked Director Frankel for input. Director Frankel stated that she

completely supports this new system and believes it will be much easier for the Senior

Center users. This system is very usable for the department as a whole and meets the last

goal of integrating what the Senior Services department does with the other Community Life

departments. She stated that Mario has been the Senior Services representative during the

review process and he is confident that this is a very good system.

Councilwoman Meany asked if the training process can be detailed in the contract to make

sure that all users are adequately trained and the system is completely functional for all

departments. Director Gibbs stated there is no current statement in the agreement for any

grievance that would surface based on training or user comprehension. CivicRec is going to

train the trainer who will then train the frontline employees.

Director Parker noted this process can be very rigorous and there is a wide range of

technical abilities with the user base. CivicRec does have an online library for training

applications for both current employees and also for new hires.

Mario stated that outside of the ease of use of the system and the great software features,

the City has experience with CivicPlus since this vendor was used for the City website. He

stated that their online training and support has been fantastic. Also, the company will not

get sold like the current vendor did.

Councilman Pelunis motioned to prepare legislation requesting approval under suspension

and emergency in order to begin implementation including data conversion and to reduce

the potential for service disruption for the CivicPlus system offered through the GSA

cooperative purchasing program for the Community Life Program registration system.

Second by Councilwoman Meany.


NAY: None

Motion Carried

4. BUDGET AMENDMENTS TO OPERATING APPROPRIATIONS ORDINANCE 2020-187 MAY

2021

Director Rubino explained there are two amendments for consideration, both are part of the

operating appropriations measure. The first is an additional $3,000 for the Police

department personal services budget for officers attending a crisis intervention training

program through the Cuyahoga ADAMHS Board. The ADAMHS Board offered $300 for every

officer who attended so this action reappropriates the money received from the Board back

to the Police department to replenish their budget.

The second amount is $30,000 for the Water Reclamation Operating Fund to cover the need

for additional testing to analyze toxicity events so this is being appropriated to

accommodate this additional testing.

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May 17, 2021

Page 5

Both items are part of the Operating Appropriations measure so this would be as first

reading under suspension.

Councilwoman Meany moved to have legislation be prepared approving the proposed

amendments to the 2021 operating appropriations as outlined in the memo from Director

Rubino and under emergency. Second by Councilman Pelunis.


NAY: None

Motion Carried

5. AUTHORIZING THE PAYMENT OF AMOUNTS DUE FOR WHICH THE FINANCE DIRECTOR

HAS ISSUED THEN AND NOW CERTIFICATES, MAY 2021

Director Rubino said there are four items that are $3,000 or more that need Council

approval. All were paid on a purchase order and were within the corresponding

departmental budget.

Councilman Pelunis moved to approve the four Then and Now Certificates under suspension

and to do this on first reading and under emergency. Second by Councilwoman Meany


NAY: None

Motion Carried

MORAL CLAIM APPEAL – Postponed

Szarka

35280 Pettibone Road

Solon 44139

Councilman Zelwin stated there was an item on the Then and Now Certificates that was

discussed during the April meeting that prompted a request by Councilman Zelwin to have a

review of contracts that have an autorenewal provision. This would ensure that the City

revisit a contract prior to it being auto renewed to confirm that the contract is still

acceptable or to renegotiate if necessary.

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May 17, 2021

Page 6

REPORTS TO COMMITTEE

Monthly Financial Summary – April 2021

Director Rubino said that through April both revenues and expenditures are fairly

stable. The revenue side is a little lower than hoped for but income tax withholding

receipts are still a bit soft. The numbers have stabilized and much of the year over

year variance is attributable to a couple of large withholders.

Councilman Zelwin asked Director Rubino if he thought any of the withholding

reduction is due to the timing based on the one month tax filing delay. Director

Rubino said the delay would not impact the withholding numbers but would impact

the individual numbers. In 2020 the filing deadline was pushed back to July but did

not appear to impact the withholding numbers. The collection has remained the

same month by month.

On the individual side there is a dip due to the one month delay but overall the

filings are strong. Net profit is strong year to date.

Charges for services revenue are low but going into the second half of the year the

charge fees for revenue should exceed 2020 as programs open up and the summer

and fall numbers increase moving forward. These numbers will not match the 2019

numbers but should be stronger than 2020.

The fees received for the jail are down as lower utilization was experienced. This

required the City to issue credits based on the contracts of the larger municipalities.

The reduced utilization and the credits paid have pushed the number lower than

normal.

Councilman Zelwin noted that the City was awarded money from the Federal

Government on the latest stimulus package and asked when that money will be

received. Director Rubino explained that the US Treasury issued guidelines that

include details regarding the money. Funds are to begin flowing to the local

governments that are part of the relief program. The City of Solon is in a category

known as Non-Entitlement which is designated based on the population of less than

50,000. This means the City will receive the first round of funding of approximately

$2.2 million through the State of Ohio (not directly). The State of Ohio has 30 days

to allocate the money. Director Rubino expects to have the first round by the

middle of summer.

When the money is received the first activity will be to replenish reserves that were

used in 2020. The action of offsetting revenue loss will also be reviewed. Also, the

hope is to amend budgets to restore some of the mitigation measures put in place

in 2020. Addressing items like the hiring freeze and other reductions implemented.

The other tier is looking at the second round of money expected to be received in

2022.

Councilman Pelunis asked where the City stands with the new investment policy.

Director Rubino stated that the City is on the sidelines waiting for good

opportunities. The first move to be made when it makes sense will be to look at

commercial paper. The City will look at very highly rated corporate bonds or notes.

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May 17, 2021

Page 7

Court fines are up. Property tax for 2021 includes one time revenue, the allocation

had been adjusted to leverage $1 million to the General Fund to provide a bridge

to 2022 to cover the gap. The money shown in this area of $1.3 million is a one

time number and represents almost twice the amount normally seen at this time

of year.

Councilwoman Meany asked how Community Life departments feel about the

current state. Director Parker stated he is cautiously optimistic. The summer swim

registration just surpassed the numbers expected. Any income for the rest of the

year will exceed the expected numbers. He believes activity moving into the fall

sessions will continue to increase.

Director Frankel also stated she is cautiously optimistic. The Senior Services

department has been able to make up some of the revenue that would have been

lost in 2021 with funding from the County. The Silver Sneakers program has also

remained strong. Outdoor programming began the first of April and the exercise

programs are still maintaining numbers at the same rate as 2020 if not higher.

Director Rubino explained that the operating expenditures for the General Fund in

2021 is still slightly reduced as compared to the first four months of 2020 which

was still mostly a normal period. 2020 still had a lot of part time costs through the

first quarter. It should come close to exceeding 2020. The variances should change

over the next few months due to good budget discipline. In the Other Expenditures

category the budget was very moderate for 2021 so numbers are much lower than

this point in 2020. This should change as expenditures get back to normal. The

numbers seen in the table do not include encumbrances which are up from last

year. When factored in, the number increases by approximately $4 million. The

$3.6 million transfers line will be accommodated moving forward by transferring

money out of the General Fund to cover additional retirements costs.

Monthly Income Tax Collection Summary – May 2021

Director Rubino emphasized the projected trend number which shows an

approximate 3.7% under budget on a net basis from the first five months of fund

receipt activity. The estimate has actually begun to pick up, the numbers showed

6-7% under budget a month or two ago. The estimate outlook has improved

slightly. The numbers are 3.5% lower than 2019 for all income related to

collections. The 2021 collections as compared to the 2019 month over month net

collections show the numbers are starting to even out.

In looking at the allocation between the three main types of collections, withholding

is almost 77% which is the normal amount (between 76 and 80). Business net

profit has increased and is exceeding 2020. Future refund requests may impact

that component.

Job creation grants for 2020 were just distributed to fifteen or sixteen companies.

The amount paid out was approximately the same as what has been paid in past

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May 17, 2021

Page 8

years. This indicates the companies on the grants are upholding their requirements

of job creation and maintaining job levels. This ultimately shows up in the income

tax withholding numbers.

Councilwoman Meany referenced a court case in Franklin County regarding the

withholding of taxes based on employee work location that ruled in the favor of the

City where the physical company headquarters resides to be the location receiving

the tax revenue.

Mayor Kraus stated he has had good conversations with Representative Robinson

and Senator Dolan’s office and stated that they were pleasantly surprised at the

outcome of the ruling and the amount of opposition by the companies in the

business communities. The companies support the revenues remaining in the city

of the business entity. The proposed changes would be very labor intensive to the

companies impacted in order to change the tax and reporting structure so many in

the business community spoke up regarding their concerns.

Councilman Zelwin announced he has invited Director Guzman to talk about the

HR department in the June meeting. Also, Director Gibbs was invited to present an

overview regarding the expansion of new systems and the vendors and contract

dates based in the full IT strategy.

ADJOURNMENT

Motion by Councilwoman Meany, second by Councilman Pelunis to adjourn the meeting at

6:58 PM


NAY: None

Motion Carried

__________________________________

K Nelson, Secretary

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MINUTES


Monday, May 17, 2021 Council Chambers 6:00

PM

COUNCIL PRESENT: Jeremy Zelwin, Councilman, Nancy Meany, Councilwoman, and Robert Pelunis, Councilman

COUNCIL ABSENT:

STAFF PRESENT: Matt Rubino, Finance Director, Ed Kraus, Mayor, Jill Frankel, Senior Services Director, Jim Gibbs, Technology Director, Mario Iacano, , Mark Vedder, Fire Chief, Rich Parker, Parks and Recreation Director, and Richard Tonelli, Police Chief

1. ROLL CALL

2. ADOPTION OF MINUTES 2.1. Adoption of meeting minutes from April 19, 2021

3. ITEMS REQUIRING LEGISLATION

Page 1 of 11 of 99

3.1. Amending Ordinance 2020-195, an ordinance approving the participation in

various government cooperative purchasing programs by the City of Solon

Director Rubino stated this is to amend the authorization for use of

governmental cooperatives. These are cooperatives aside from the State Department of Administrative Services. This amendment is being done to include the Government Services Administration (GSA) Government

Cooperative Purchasing Program. In the past GSA had been restricted for public safety and IT use but now the program is being made available to all

levels of local government. This request is to add GSA to the current

authorization for cooperatives for 2021.

Moved by Councilwoman Nancy Meany

Seconded by Councilman Robert Pelunis

Councilwoman Meany moved to have legislation prepared amending 2020-195 to add the Federal General Services Administration (GSA) cooperative

purchasing program to be listed as an authorized cooperative under

emergency. Second by Councilman Pelunis.

Ayes: Councilman Jeremy Zelwin, Councilwoman Nancy Meany, and Councilman Robert Pelunis

Motion carried 3-0 on a recorded vote

Page 2 of 11 of 99

3.2. Accepting a proposal from CivicPlus offered through the general services administration cooperative purchasing program for a community life program

registration system

Councilman Zelwin summarized that during the April Finance Committee Meeting the need was to either upgrade the current system or review other

systems that would support online program enrollment.

Director Parker stated this is the formal request to accept the proposal from

CivicRec. This system was reviewed by all Community Life departments and determined to be the system that would best support all departments. This

system would be purchased from the GSA contract. The first year service fee is $39,030. This first year would be paid for from CIP, the following years

would be paid for out of each department operating budget.

Councilman Zelwin asked Director Parker to explain some of the details of

the program and implementation costs.

Director Parker explained that the evaluation process included all of the Community Life divisions including the Senior Services and Active Adult

department, the Center for the Arts, the Recreation department and the IT department. A half dozen systems were evaluated, some several times

regarding different issues. There were several systems in the same price range but CivicRec seemed to be the most robust. Negotiations did result in reduced pricing with the first year costs of $39,000 and subsequent years at

$28,000. This is due to a $10,000 implementation fee during the first year.

Councilwoman Meany asked how many companies were reviewed. Director

Gibbs stated there were 8 companies in the review process.

Councilman Pelunis asked how much overlap there will be and how long the

City will be paying for two systems as the transition is being made. Director Parker stated there will be overlap but is not sure exactly how long the

implementation will take. He stated that the conversion will include integrating the City system business processes of all three departments into the new system as well as converting data such as membership data. The

contract date of July 1, 2021 is the renewal timing for the current provider and the new system would need to be up for October so there would be

approximately three months of overlap. Councilman Pelunis asked what that time of overlap would equate to in monetary amounts. Director Parker stated the negotiations have not been made for the last few months of service for

the current provider. The current contract is approximately $25,000 per year

so on a monthly basis it would be about $2,000.

Councilman Zelwin stated that since the City is required to move off the

contract due to the servers being used, he advocates to make sure the City does not pay for any part of the current agreement past the end of

September since the current vendor “forced” the City to change.

Director Parker stated that all contracts are being reviewed and will push back where possible but will pay for services used. He assured everyone that

Page 3 of 11 of 99

due diligence will be done but will also properly represent Solon and not have

the City enter a compromising position by not abiding by a contract.

Councilwoman Meany asked what the current system MaxGalaxy has been

paid for 2021. Director Gibbs confirmed they have not been paid yet this year. Councilwoman Meany noted that in 2020 they were paid $22,840. She

agreed a change is necessary but asked if negotiations could be done with them to make sure the City only pays for the services we used and push back on the fact that they are forcing the City to make this change due to

their lack of supporting the current system. Director Parker confirmed the

contract renews in July or near that time frame.

Councilman Zelwin said no matter what system the City moves to there will

be overlap so the City just needs to determine how to best hold down the costs during the transition period. Director Parker confirmed that during the

transition the power of the City will be leveraged to hold costs down.

Councilwoman Meany asked about item #6 on the new contract regarding the annual recurring service fees and then alluded to an additional charge if the City is over the stated amount but there is no detail on what the

additional charge would be if the City is over the stated amount. Director Gibbs explained that the vendor said they are not set up to do the audit and

will go by a good faith estimate. This clause was inserted in case a City opens a new facility and increases the volume substantially. A well established City that is growing organically will not be affected by this clause. He confirmed

that the City lawyers have reviewed the proposed contract in detail.

Councilwoman Meany asked about merchant account services. Director Gibbs stated the City currently pays a third party but moving forward with CivieRec

the City would use a new bank, the one that partners with CivicRec. Councilwoman Meany noted that the City is looking at $39,000 to implement

the system plus hosting fees, support and development of new features, etc which come twelve months after the start of the contract so she asked if this

is actually a two year contract.

Director Gibbs explained the vendor was locking in the rate for two years.

Director Parker confirmed the costs included the first year initial fee and a second year annual fee. Councilman Zelwin confirmed that the first year fee

includes an $11,000 implementation cost as well as the annual fee of $28,000. Councilman Pelunis stated that the contract calls for a 3% increase in year four. Director Gibbs explained the increase was originally listed as 5%

but was negotiated down to 3%.

Councilwoman Meany asked what the City would need moving forward if the system is up and running. Director Gibbs stated CivicRec will host the site

through the cloud.

Director Rubino stated that timing is important on the notice of termination. A termination letter is ready to go now. The systems will not be running in

parallel after the termination notice because MaxGalaxy will be used while the new system is being installed and until the new system is available for use, not in addition to the system. There is a need to engage the new vendor

Page 4 of 11 of 99

for implementation and training and testing while the legacy system is still in use. Regarding the question of merchant processing, one of the more

unacceptable pieces of the active system is that the current system also controls the merchant processing and this is not a good scenario for the City.

The City should not be bound by the vendor’s flat fee terms. The City is starting a review of all merchant agreements. He also stated all applications the City has undertaken are software of service; iCompass, EnerGov, ERP

and this new system. This is the new model – to dispense with equipment and go to a service where the latest version is used and functionality is

maximized.

Councilman Zelwin asked Director Frankel for input. Director Frankel stated that she completely supports this new system and believes it will be much

easier for the Senior Center users. This system is very usable for the department as a whole and meets the last goal of integrating what the Senior Services department does with the other Community Life departments. She

stated that Mario has been the Senior Services representative during the

review process and he is confident that this is a very good system.

Councilwoman Meany asked if the training process can be detailed in the

contract to make sure that all users are adequately trained and the system is completely functional for all departments. Director Gibbs stated there is no current statement in the agreement for any grievance that would surface

based on training or user comprehension. CivicRec is going to train the

trainer who will then train the frontline employees.

Director Parker noted this process can be very rigorous and there is a wide

range of technical abilities with the user base. CivicRec does have an online library for training applications for both current employees and also for new

hires.

Mario stated that outside of the ease of use of the system and the great software features, the City has experience with CivicPlus since this vendor was used for the City website. He stated that their online training and

support has been fantastic. Also, the company will not get sold like the

current vendor did.

Moved by Councilman Robert Pelunis

Seconded by Councilwoman Nancy Meany

Councilman Pelunis motioned to prepare legislation requesting approval

under suspension and emergency in order to begin implementation including data conversion and to reduce the potential for service disruption for the CivicPlus system offered through the GSA cooperative purchasing program

for the Community Life Program registration system. Second by

Councilwoman Meany.



Page 5 of 11 of 99

3.3. Budget amendments to Operating Appropriations Ordinance 2020-187- May

2021

Director Rubino explained there are two amendments for consideration, both are part of the operating appropriations measure. The first is an additional

$3,000 for the Police department personal services budget for officers attending a crisis intervention training program through the Cuyahoga ADAMHS Board. The ADAMHS Board offered $300 for every officer who

attended so this action reappropriates the money received from the Board

back to the Police department to replenish their budget.

The second amount is $30,000 for the Water Reclamation Operating Fund to

cover the need for additional testing to analyze toxicity events so this is

being appropriated to accommodate this additional testing.

Both items are part of the Operating Appropriations measure so this would

be as first reading under suspension.

Moved by Councilwoman Nancy Meany

Seconded by Councilman Robert Pelunis

Councilwoman Meany moved to have legislation be prepared approving the proposed amendments to the 2021 operating appropriations as outlined in the memo from Director Rubino and under emergency. Second by

Councilman Pelunis.


Motion carried 3-0 on a recorded vote 3.4. Authorizing the payment of amounts due for which the Finance Director has

issued Then and Now Certificates - May 2021

Director Rubino said there are four items that are $3,000 or more that need Council approval. All were paid on a purchase order and were within the

corresponding departmental budget.

Moved by Councilman Robert Pelunis

Seconded by Councilwoman Nancy Meany

Councilman Pelunis moved to approve the four Then and Now Certificates under suspension and to do this on first reading and under emergency.

Second by Councilwoman Meany



4. MORAL CLAIM APPEAL - POSTPONED

Page 6 of 11 of 99

4.1. Szarka

35280 Pettibone Road

Solon, OH 44139

5. REPORTS TO COMMITTEE

Councilman Zelwin stated there was an item on the Then and Now Certificates that was discussed during the April meeting that prompted a request by

Councilman Zelwin to have a review of contracts that have an autorenewal provision. This would ensure that the City revisit a contract prior to it being auto

renewed to confirm that the contract is still acceptable or to renegotiate if

necessary.

Page 7 of 11 of 99

5.1. Monthly Financial Summary - April 2021

Director Rubino said that through April both revenues and expenditures are fairly stable. The revenue side is a little lower than hoped for but income

tax withholding receipts are still a bit soft. The numbers have stabilized and much of the year over year variance is attributable to a couple of large

withholders.

Councilman Zelwin asked Director Rubino if he thought any of the

withholding reduction is due to the timing based on the one month tax filing delay. Director Rubino said the delay would not impact the withholding

numbers but would impact the individual numbers. In 2020 the filing deadline was pushed back to July but did not appear to impact the withholding numbers. The collection has remained the same month by

month.

On the individual side there is a dip due to the one month delay but overall

the filings are strong. Net profit is strong year to date.

Charges for services revenue are low but going into the second half of the

year the charge fees for revenue should exceed 2020 as programs open up and the summer and fall numbers increase moving forward. These numbers

will not match the 2019 numbers but should be stronger than 2020.

The fees received for the jail are down as lower utilization was experienced. This required the City to issue credits based on the contracts of the larger municipalities. The reduced utilization and the credits paid have pushed the

number lower than normal.

Councilman Zelwin noted that the City was awarded money from the Federal Government on the latest stimulus package and asked when that money will

be received. Director Rubino explained that the US Treasury issued guidelines that include details regarding the money. Funds are to begin

flowing to the local governments that are part of the relief program. The City of Solon is in a category known as Non-Entitlement which is designated based on the population of less than 50,000. This means the City will receive

the first round of funding of approximately $2.2 million through the State of Ohio (not directly). The State of Ohio has 30 days to allocate the money.

Director Rubino expects to have the first round by the middle of summer.

When the money is received the first activity will be to replenish reserves that were used in 2020. The action of offsetting revenue loss will also be reviewed. Also, the hope is to amend budgets to restore some of the

mitigation measures put in place in 2020. Addressing items like the hiring freeze and other reductions implemented. The other tier is looking at the

second round of money expected to be received in 2022.

Councilman Pelunis asked where the City stands with the new investment policy. Director Rubino stated that the City is on the sidelines waiting for

good opportunities. The first move to be made when it makes sense will be

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to look at commercial paper. The City will look at very highly rated corporate

bonds or notes.

Court fines are up. Property tax for 2021 includes one time revenue, the

allocation had been adjusted to leverage $1 million to the General Fund to provide a bridge to 2022 to cover the gap. The money shown in this area of

$1.3 million is a one time number and represents almost twice the amount

normally seen at this time of year.

Councilwoman Meany asked how Community Life departments feel about the

current state. Director Parker stated he is cautiously optimistic. The summer swim registration just surpassed the numbers expected. Any income for the rest of the year will exceed the expected numbers. He believes activity

moving into the fall sessions will continue to increase.

Director Frankel also stated she is cautiously optimistic. The Senior Services department has been able to make up some of the revenue that would have

been lost in 2021 with funding from the County. The Silver Sneakers program has also remained strong. Outdoor programming began the first of April and the exercise programs are still maintaining numbers at the same rate as

2020 if not higher.

Director Rubino explained that the operating expenditures for the General Fund in 2021 is still slightly reduced as compared to the first four months of

2020 which was still mostly a normal period. 2020 still had a lot of part time costs through the first quarter. It should come close to exceeding 2020. The

variances should change over the next few months due to good budget discipline. In the Other Expenditures category the budget was very moderate for 2021 so numbers are much lower than this point in 2020. This should

change as expenditures get back to normal. The numbers seen in the table do not include encumbrances which are up from last year. When factored in,

the number increases by approximately $4 million. The $3.6 million transfers line will be accommodated moving forward by transferring money out of the

General Fund to cover additional retirements costs.

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5.2. Monthly Income Tax Collection Summary - May 2021

Director Rubino emphasized the projected trend number which shows an approximate 3.7% under budget on a net basis from the first five months

of fund receipt activity. The estimate has actually begun to pick up, the numbers showed 6-7% under budget a month or two ago. The estimate outlook has improved slightly. The numbers are 3.5% lower than 2019 for

all income related to collections. The 2021 collections as compared to the 2019 month over month net collections show the numbers are starting to

even out.

In looking at the allocation between the three main types of collections, withholding is almost 77% which is the normal amount (between 76 and 80). Business net profit has increased and is exceeding 2020. Future refund

requests may impact that component.

Job creation grants for 2020 were just distributed to fifteen or sixteen companies. The amount paid out was approximately the same as what has

been paid in past years. This indicates the companies on the grants are upholding their requirements of job creation and maintaining job levels. This

ultimately shows up in the income tax withholding numbers.

Councilwoman Meany referenced a court case in Franklin County regarding the withholding of taxes based on employee work location that ruled in the favor of the City where the physical company headquarters resides to be the

location receiving the tax revenue.

Mayor Kraus stated he has had good conversations with Representative Robinson and Senator Dolan’s office and stated that they were pleasantly

surprised at the outcome of the ruling and the amount of opposition by the companies in the business communities. The companies support the revenues remaining in the city of the business entity. The proposed changes

would be very labor intensive to the companies impacted in order to change the tax and reporting structure so many in the business community spoke

up regarding their concerns.

Councilman Zelwin announced he has invited Director Guzman to talk about the HR department in the June meeting. Also, Director Gibbs was invited to

present an overview regarding the expansion of new systems and the

vendors and contract dates based in the full IT strategy.

6. ADJOURNMENT

Motion by Councilwoman Meany, second by Councilman Pelunis to adjourn the

meeting at 6:58 PM 6.1.

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CAO

Mayor

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Finance Committee

AGENDA ITEM REPORT

AIR-21-288

To: Finance Committee Subject: Accepting a proposal from Tyler Technologies, Inc. for the provision of an

Enterprise Resource Planning (ERP) system Meeting: Finance Committee - Jun 21 2021 Department: Finance Staff Contact: Matt Rubino, Finance Director

BACKGROUND INFORMATION:

The City of Solon formally embarked on a mission to upgrade and improve its business processes by selecting and implementing a City-wide Enterprise Resource Planning (ERP) system. A project team was created to guide the undertaking on behalf of the administration in 2019. The ERP Project team has completed the review, selection and vendor negotiation for the new ERP application. After a lengthy and comprehensive evaluation and negotiation, the project team has recommended the selection of the ERP proposal by Tyler Technologies, Inc. (Munis) for the Solon ERP implementation project. The Munis software solution proposed by Tyler offers the most functionality and potential for business process improvement of any of the proposals evaluated. The evaluation of vendor proposals commenced on July 23, 2019 and included the review of eight submissions received by the City. These eight vendors were identified in my August 13, 2019 status update to the Committee. The phase one evaluation was facilitated by the project lead in Finance and completed by the eight member employee evaluation team in mid-August 2019. A top tier of the three qualified vendors was culled from the original eight based on the evaluator scores and approval from the project lead. The top three vendors were moved to the second phase of the evaluation process. The demonstration phase consisted of each vendor working through predetermined functional scripts for their respective applications onsite. Each vendor covered twenty-nine different topics during their respective three-day demonstration. All eight members of the employee evaluation team were present for all presentations and each member compiled scores and notes on the respective vendor demonstrations. The resulting second set of scoring data was used to guide the final recommendation of an ERP solution for the City. The summary of the demonstration phase evaluations is provided in Figure 1 below.

of 99

The scoring of the capabilities demonstrations was conducted using a 3 point inverted scale, meaning a score of one was highest and three the lowest. The scoring data presented in Figure 1 are the average scores of the eight person evaluation team. Tyler’s Munis was the clear consensus selection from the three demonstration phase vendors. The proposal and capabilities demonstrated of Tyler’s Munis ERP system were superior to all of those proposed. The solution proposed by Tyler Technologies covers more of the required scope of the RFP and will enable the City to implement a hosted solution provided in a software as a service mode. In addition to expansive system functionality, Tyler’s Munis solution has the most potential to create an ongoing partnership with the City that optimizes the project vision of innovative business process improvement across all City departments. The Munis solution, when deployed as envisioned by the project team, will address many of the objectives enumerated in the project charter including:

• Business process improvement initiatives that use an iterative approach • Multi-phase implementation of selected system functionality • Inter-operability with other systems and existing processes • Cost effective by way of efficiency gains and quality of staff engagement • Shift from transactional to data driven • Foundation for follow-on initiatives and future process improvement initiatives • Maintain best practices that are exceptional amongst our local government peers • Increase data transparency and offer multiple avenues to experience our data • Imprint use of business intelligence and performance management on City departments

Tyler Munis is one of the preeminent ERP applications in the local government space. Solon will join forty-four other Ohio Munis clients and 468 users of other Tyler products. Currently Munis has over 2,000 clients in the U.S. FINANCIAL IMPACT:

The ERP project was formally initiated when the Finance Committee was notified at the January 21, 2020 meeting of the administration's selection of Tyler Munis as the ERP solution. The pre-implementation work and contract negotiation phase that was to commence shortly there after was postponed due to the COVID-19 pandemic. The pandemic created some operational challenges but the chief reason for the delay was due to the uncertainty of available funding. Pre-implementation work was revived in January of 2021 with the initiation of contract negotiations with Tyler. The negotiation process continued until the end of May and is now complete. Substantially complete project documents (SaaS and SoW) have been delivered to the City by Tyler and will be prepared for execution by the City upon Council approval of the project. The ERP project costs are identified in the attached project investment summary. The total maximum cost totalTheyears. fiveover $1,004,300maintenanceannual andimplementationfor is implementation cost ($320,010) and first year maintenance ($136,858) for the project totals $456,868. That amount is budgeted in the 2021 CIP budget for information technology. A budget allocation for the ERP project has actually been carried in the CIP since 2019. The annual maintenance fees and the implementation costs are dependent on the functionality selected for deployment by the City. Implementation services are billed as incurred and the annual SaaS fee (maintenance) will be billed quarterly for the first two years and annually there after through year five. POLICY IMPLICATIONS:

A revised project charter that outlines the guiding principles of the ERP project and defines the expected scope and objectives of the new system was developed. The highlights of the current working version of the charter will be presented to the Committee at the June 21st meeting. The charter will be the

Page 2 of 15 of 99

primary framework for conducting the project implementation and measuring the success of the Solon ERP project. The Committee has been provided additional documents that reference the various aspects of the ERP project:

• ERP Presentation provided to the Committee at the June 21st meeting • SaaS Agreement - software as a service agreement that governs the use of the ERP application

and the complete terms and conditions. • SOW - statement of work document that outlines all aspects of the project and the investment

by the City in the implementation • Investment Summary Detail - break out of all of the modules being implemented by the City and

the implementation cost and annual maintenance for each function. • ERP Project FAQs - answers to common questions about the project • ERP Project Terms - common terms used for the project

RECOMMENDATION:

The ERP Project team is requesting that the Committee recommend approval of legislation accepting the proposal of Tyler Technology, Inc. for the implementation and maintenance of Munis pursuant to the terms outlined in the final terms and conditions as agreed to by the CIty and Tyler. ALTERNATIVES:

The administration could elect to not implement an ERP system and upgrade the current financial management system (CMI). The current system falls short of the functionality that the City needs to elevate its operational intelligence though. Passing on the ERP project would create a significant missed opportunity for the City to modernize its business processes and analytical capabilities. ATTACHMENTS:

Tyler Pricing Revised 3.31.2021 Project FAQ

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Quoted By: Alban Michaud Date: 9/18/2020 Quote Expiration: 3/31/2021 Quote Name: City of Solon-ERP-Munis Quote Number: 2019-74838-2 Quote Description: Tyler Contract Pricing

Sales Quotation ForCity of Solon 34200 Bainbridge Rd Solon, OH 44139-2955 Phone +1 (440) 248-1155

SaaS One Time Fees Description # Years Annual Fee Impl. Hours Impl. Cost Data Conversion

Financial: Accounting/GL 5.0 $14,860.00 96 $16,800.00 $10,200.00

Accounts Payable 5.0 $4,371.00 24 $4,200.00 $0.00

Budgeting 5.0 $4,371.00 32 $5,600.00 $0.00

Capital Assets 5.0 $3,739.00 32 $5,600.00 $0.00

Cash Management 5.0 $2,428.00 16 $2,800.00 $0.00

Contract Management 5.0 $1,603.00 16 $2,800.00 $0.00

Inventory 5.0 $3,472.00 32 $5,600.00 $2,400.00

Project & Grant Accounting 5.0 $2,914.00 24 $4,200.00 $0.00

Purchasing 5.0 $6,167.00 56 $9,800.00 $0.00

Human Capital Management: ExecuTime Advanced Scheduling 5.0 $9,899.00 48 $8,400.00 $0.00

ExecuTime Advanced Scheduling Mobile Access 5.0 $2,589.00 0 $0.00 $0.00

ExecuTime Time & Attendance (500) 5.0 $14,665.00 128 $22,400.00 $0.00

ExecuTime Time & Attendance Mobile Access 5.0 $3,305.00 0 $0.00 $0.00

Human Resources & Talent Management 5.0 $9,470.00 112 $19,600.00 $0.00

Payroll w/ESS 5.0 $12,092.00 216 $37,800.00 $10,400.00

Revenue:

2019-74838-2 - Tyler Contract Pricing CONFIDENTIAL 1 of 10

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SaaS One Time Fees Description # Years Annual Fee Impl. Hours Impl. Cost Data Conversion

Accounts Receivable 5.0 $3,205.00 56 $9,800.00 $0.00

General Billing 5.0 $2,185.00 24 $4,200.00 $0.00

Tyler Cashiering 5.0 $5,342.00 32 $5,600.00 $0.00

UB Interface 5.0 $2,137.00 16 $2,800.00 $0.00

Utility Billing CIS 5.0 $10,441.00 128 $22,400.00 $15,300.00

Productivity: Citizen Self Service 5.0 $3,205.00 32 $5,600.00 $0.00

eProcurement 5.0 $2,428.00 24 $4,200.00 $0.00

Munis Analytics & Reporting (SaaS) 5.0 $2,905.00 64 $11,200.00 $0.00

Tyler Content Manager SE 5.0 $6,799.00 32 $5,600.00 $0.00

Tyler Notify 5.0 $6,000.00 0 $0.00 $0.00

Tyler ReadyForms Processing (including Common Form Set) 5.0 $3,773.00 0 $0.00 $0.00

Additional: 3rd Party IVR API Connector for Munis 5.0 $2,794.00 24 $4,200.00 $0.00

Sub-Total: $147,159.00 $221,200.00 $38,300.00

Less Discount: $10,301.00 $0.00 $0.00

TOTAL: $136,858.00 1264 $221,200.00 $38,300.00

Other Services

Description Quantity Unit Price Unit Discount Extended Price

Project Planning Services 1 $5,000.00 $0.00 $5,000.00

Tyler Notify - Implementation 16 $175.00 $0.00 $2,800.00

Tyler ReadyForms Processing Configuration 1 $1,500.00 $0.00 $1,500.00

VPN Device 1 $4,000.00 $0.00 $4,000.00

TOTAL: $13,300.00

3rd Party Hardware, Software and Services

Description Quantity Unit Price Unit Discount Total Price Unit Maintenance Unit MaintenanceDiscount

Total Year OneMaintenance

Tyler Notify IVR Plan (25,000 Minutes) 1 $2,500.00 $0.00 $2,500.00 $0.00 $0.00 $0.00


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3rd Party Hardware, Software and Services



Tyler Notify SMS Text Plan (25,000Messages)

1 $1,250.00 $0.00 $1,250.00 $0.00 $0.00 $0.00

Tyler Secure Signature System with 2Keys

1 $1,650.00 $0.00 $1,650.00 $0.00 $0.00 $0.00

3rd Party Hardware Sub-Total: $0.00 $1,650.00 $0.00

3rd Party Software Sub-Total: $0.00 $3,750.00 $0.00 $0.00

TOTAL: $5,400.00 $0.00 Summary One Time Fees Recurring FeesTotal Tyler Software $0.00 $0.00

Total SaaS $0.00 $136,858.00

Total Tyler Services $272,800.00 $0.00

Total 3rd Party Hardware, Software andServices

$5,400.00 $0.00

Summary Total $278,200.00 $136,858.00

Contract Total(Excluding Estimated Travel Expenses)

$962,491.00

Estimated Travel Expenses $17,810.00


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Detailed Breakdown of Conversions (included in Contract Total)

Description Unit Price Unit Discount Extended Price

Accounting - Actuals up to 3 years $1,000.00 $0.00 $1,000.00

Accounting - Budgets up to 3 years $1,000.00 $0.00 $1,000.00

Accounting Standard COA $2,000.00 $0.00 $2,000.00

Accounts Payable - Checks up to 5 years $2,200.00 $0.00 $2,200.00

Accounts Payable - Invoice up to 5 years $2,800.00 $0.00 $2,800.00

Accounts Payable Standard Master $1,200.00 $0.00 $1,200.00

Inventory Std Master $2,400.00 $0.00 $2,400.00

Payroll - Accrual Balances $1,500.00 $0.00 $1,500.00

Payroll - Accumulators up to 5 years $1,400.00 $0.00 $1,400.00

Payroll - Check History up to 5 years $1,200.00 $0.00 $1,200.00

Payroll - Deductions $1,800.00 $0.00 $1,800.00

Payroll - Earning/Deduction Hist up to 5 years $2,500.00 $0.00 $2,500.00

Payroll - Standard $2,000.00 $0.00 $2,000.00

Utility Billing - Balance Forward AR $5,600.00 $0.00 $5,600.00

Utility Billing - Consumption History up to 5 years $2,000.00 $0.00 $2,000.00

Utility Billing - Services $3,600.00 $0.00 $3,600.00

Utility Billing - Standard $4,100.00 $0.00 $4,100.00

TOTAL: $38,300.00


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Optional SaaS One Time Fees Description # Years Annual Fee Impl. Hours Impl. Cost Data Conversion

Financial: Bid Management 5.0 $1,603.00 16 $2,800.00 $0.00

Employee Expense Reimbursement 5.0 $1,942.00 24 $4,200.00 $0.00

Human Capital Management: Recruiting 5.0 $2,671.00 24 $4,200.00 $0.00

Risk Management 5.0 $2,914.00 24 $4,200.00 $0.00

Revenue: Central Property File 5.0 $1,202.00 8 $1,400.00 $0.00

Additional: Asset Maintenance (10) 5.0 $9,160.00 136 $23,800.00 $4,000.00

Asset Performance (10) 5.0 $3,020.00 80 $14,000.00 $0.00

CAFR Statement Builder 5.0 $5,160.00 32 $5,600.00 $0.00

Requestor Access License 5.0 $905.00 0 $0.00 $0.00

Socrata Open Finance 5.0 $12,000.00 0 $0.00 $0.00

Tyler 311/Incident Management 5.0 $2,515.00 40 $7,000.00 $0.00

Tyler Detect 5.0 $15,000.00 0 $0.00 $0.00

Tyler GIS (10) 5.0 $2,520.00 0 $0.00 $0.00

TOTAL: $60,612.00 384 $67,200.00 $4,000.00 Optional Tyler Software & Related Services

Description License Impl. Hours Impl. Cost Data Conversion Module Total Year One Maintenance

Additional:

Capital Assets Std Master - C $0.00 0 $0.00 $2,000.00 $2,000.00 $0.00

General Billing - Bills up to 5 years - C $0.00 0 $0.00 $3,500.00 $3,500.00 $0.00

General Billing - Recurring Invoices - C $0.00 0 $0.00 $1,680.00 $1,680.00 $0.00

General Billing Std CID - C $0.00 0 $0.00 $1,000.00 $1,000.00 $0.00

Human Resources - Certifications - C $0.00 0 $0.00 $1,400.00 $1,400.00 $0.00


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Optional Tyler Software & Related Services

Description License Impl. Hours Impl. Cost Data Conversion Module Total Year One Maintenance

Human Resources - Education - C $0.00 0 $0.00 $1,400.00 $1,400.00 $0.00

Human Resources - PM Action History up to 5years - C

$0.00 0 $0.00 $1,400.00 $1,400.00 $0.00

Human Resources - Position Control - C $0.00 0 $0.00 $1,400.00 $1,400.00 $0.00

Human Resources - Recruiting - C $0.00 0 $0.00 $1,400.00 $1,400.00 $0.00

Payroll - State Retirement Tables - C $0.00 0 $0.00 $1,400.00 $1,400.00 $0.00

Project Grant Accounting - Actuals up to 3 years- C

$0.00 0 $0.00 $1,000.00 $1,000.00 $0.00

Project Grant Accounting - Budgets up to 3years - C

$0.00 0 $0.00 $1,000.00 $1,000.00 $0.00

Project Grant Accounting Standard - C $0.00 0 $0.00 $2,000.00 $2,000.00 $0.00

Purchasing - Purchase Orders - Standard OpenPO's only - C

$0.00 0 $0.00 $1,800.00 $1,800.00 $0.00

Utility Billing - Assessments - C $0.00 0 $0.00 $1,200.00 $1,200.00 $0.00

Utility Billing - Backflow - C $0.00 0 $0.00 $1,200.00 $1,200.00 $0.00

Utility Billing - Budget Billing - C $0.00 0 $0.00 $3,600.00 $3,600.00 $0.00

Utility Billing - Flat Inventory/Containers - C $0.00 0 $0.00 $3,600.00 $3,600.00 $0.00

Utility Billing - Service Orders - C $0.00 0 $0.00 $2,300.00 $2,300.00 $0.00

TOTAL: $0.00 0 $0.00 $34,280.00 $34,280.00 $0.00

Optional Other Services

Description Quantity Unit Price Discount Extended Price

Install Fee - Socrata Open Finance 1 $3,200.00 $0.00 $3,200.00

Install Fee - Tyler Detect 1 $1,000.00 $0.00 $1,000.00

TOTAL: $4,200.00

Optional Conversion Details (Prices Reflected Above)


Asset Maintenance - Work Order Asset $4,000.00 $0.00 $4,000.00

Capital Assets Std Master $2,000.00 $0.00 $2,000.00

General Billing - Bills up to 5 years $3,500.00 $0.00 $3,500.00

General Billing - Recurring Invoices $1,680.00 $0.00 $1,680.00


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Optional Conversion Details (Prices Reflected Above)


General Billing Std CID $1,000.00 $0.00 $1,000.00

Human Resources - Certifications $1,400.00 $0.00 $1,400.00

Human Resources - Education $1,400.00 $0.00 $1,400.00

Human Resources - PM Action History up to 5 years $1,400.00 $0.00 $1,400.00

Human Resources - Position Control $1,400.00 $0.00 $1,400.00

Human Resources - Recruiting $1,400.00 $0.00 $1,400.00

Payroll - State Retirement Tables $1,400.00 $0.00 $1,400.00

Project Grant Accounting - Actuals up to 3 years $1,000.00 $0.00 $1,000.00

Project Grant Accounting - Budgets up to 3 years $1,000.00 $0.00 $1,000.00

Project Grant Accounting Standard $2,000.00 $0.00 $2,000.00

Purchasing - Purchase Orders - Standard Open PO's only $1,800.00 $0.00 $1,800.00

Utility Billing - Assessments $1,200.00 $0.00 $1,200.00

Utility Billing - Backflow $1,200.00 $0.00 $1,200.00

Utility Billing - Budget Billing $3,600.00 $0.00 $3,600.00

Utility Billing - Flat Inventory/Containers $3,600.00 $0.00 $3,600.00

Utility Billing - Service Orders $2,300.00 $0.00 $2,300.00

TOTAL: $38,280.00

Optional 3rd Party Hardware, Software and Services



Cash Drawer 1 $260.00 $0.00 $260.00 $0.00 $0.00 $0.00

Hand Held Scanner - Model 1950GSR 1 $450.00 $0.00 $450.00 $0.00 $0.00 $0.00

Hand Held Scanner Stand 1 $30.00 $0.00 $30.00 $0.00 $0.00 $0.00

ID Tech MiniMag USB Reader 1 $62.00 $0.00 $62.00 $0.00 $0.00 $0.00

Printer (TM-S9000) 1 $1,600.00 $0.00 $1,600.00 $0.00 $0.00 $0.00

3rd Party Hardware Sub-Total: $0.00 $2,402.00 $0.00

TOTAL: $2,402.00 $0.00

Unless otherwise indicated in the contract or amendment thereto, pricing for optional items will be held forsix (6) months from the Quote date or the Effective Date of the contract, whichever is later.

Customer Approval: Date:


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Print Name: P.O. #:

All primary values quoted in US Dollars


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CommentsTyler recommends the use of a 128-bit SSL Security Certificate for any Internet Web Applications, such as the Munis Web Client and the MUNIS Self Service applications ifhosted by the Client. This certificate is required to encrypt the highly sensitive payroll and financial information as it travels across the public internet. There are various vendorswho sell SSL Certificates, with all ranges of prices.

The Tyler Software Product Tyler ReadyForms Processing must be used in conjunction with a Hewlett Packard printer supported by Tyler for printing checks.

Conversion prices are based on a single occurrence of the database. If additional databases need to be converted, these will need to be quoted.

Tyler's quote contains estimates of the amount of services needed, based on our preliminary understanding of the size and scope of your project. The actual amount of servicesdepends on such factors as your level of involvement in the project and the speed of knowledge transfer.

Unless otherwise noted, prices submitted in the quote do not include travel expenses incurred in accordance with Tyler's then-current Business Travel Policy.

Tyler's prices do not include applicable local, city or federal sales, use excise, personal property or other similar taxes or duties, which you are responsible for determining andremitting. Installations are completed remotely, but can be done onsite upon request at an additional cost.

In the event Client cancels services less than two (2) weeks in advance, Client is liable to Tyler for (i) all non-refundable expenses incurred by Tyler on Client's behalf; and (ii)daily fees associated with the cancelled services if Tyler is unable to re-assign its personnel.

Implementation hours are scheduled and delivered in four (4) or eight (8) hour increments.

Tyler provides onsite training for a maximum of 12 people per class. In the event that more than 12 users wish to participate in a training class or more than one occurrence of aclass is needed, Tyler will either provide additional days at then-current rates for training or Tyler will utilize a Train-the-Trainer approach whereby the client designated attendeesof the initial training can thereafter train the remaining users.

In the event Client acquires from Tyler any edition of Tyler Content Manager software other than Enterprise Edition, the license for Content Manager is restricted to use with Tylerapplications only. If Client wishes to use Tyler Content Manager software with non-Tyler applications, Client must purchase or upgrade to Tyler Content Manager EnterpriseEdition.

Payroll library includes: 1 PR check, 1 direct deposit, 1 vendor from payroll check, 1 vendor from payroll direct deposit, W2, W2c, ACA 1095B, ACA 1095C and 1099 R.

General Billing library includes: 1 invoice, 1 statement, 1 general billing receipt and 1 miscellaneous receipt.

Includes digitizing two signatures, additional charges will apply for additional signatures.

Personnel Actions Forms Library includes: 1 Personnel Action form - New and 1 Personnel Action Form - Change.

Tyler's pricing is based on the scope of proposed products and services being obtained from Tyler. Should portions of the scope of products or services be removed by the Client,Tyler reserves the right to adjust prices for the remaining scope accordingly.

Project Management includes project planning, kickoff meeting, status calls, task monitoring, verification and transition to support.


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Comments

Tyler Content Manager SE includes up to 1TB of storage. Should additional storage be needed it may be purchased as needed at an annual fee of $5,000 per TB.

Financial library includes: 1 A/P check, 1 EFT/ACH, 1 Purchase order, 1099M, 1099INT, 1099S, and 1099G.

Utility billing library includes: 1 Utility bill, 1 UB receipt, 1 UB delinquent notice, 1 door hanger and 1 final utility bill.

The Munis SaaS fees are based on 32 concurrent users. Should the number of concurrent users be exceeded, Tyler reserves the right to re-negotiate the SaaS fees based upon anyresulting changes in the pricing categories.

Tyler Notify SaaS services will renew automatically for additional one (1) year terms at our then-current fee unless terminated in writing by either part at least thirty (30) daysprior to the end of the then-current term.

Utility Billing CIS includes the Graphing Agent.

Development modifications, interfaces and services, where applicable, shall be invoiced to the client in the following manner: 50% of total upon authorized signature to proceedon program specifications and the remaining 50% of total upon delivery of modifications, interface and services.

Any forms included in this quote are based on the standard form templates provided. Custom forms, additional forms and any custom programming are subject to additional feesnot included in this quote. The additional fees would be quoted at the time of request, generally during the implementation of the forms. Please note that the form solutionprovided requires the use of approved printers. You may contact Tyler's support team for the most current list of approved printers.

As a new Tyler client, you are entitled to a 30-day trial of the Tyler Detect cybersecurity service. Please reference https://www.tylertech.com/services/tyler-detect for moreinformation on the service and contact [email protected] to initiate the trial.

Each API Toolkit or Connector comes with 8 free hours of API Development Consulting hours. Each API Bundle comes with 16 free API Development Consulting hours.Additional hours can be purchased beyond this standard offering.

Estimated Travel Expenses assume 75% remote implementation due to COVID pandemic.


Page 13 of 15 of 99

1 | P a g e

THE CITY OF SOLON

34200 BAINBRIDGE ROAD

SOLON, OH 44139-2955

Solon ERP Project

Q1: What does ERP mean?

A1: ERP (Enterprise Resource Planning) is defined as the ability to deliver an integrated suite of business process improvements through a single application. This system is used to manage and integrate current business processes together through a shared and simplified workflow.

Q2: Why is ERP important to Solon?

A2: ERP software is used to manage a number of business processes by combining fragmented programs and databases and centralizing them under one application. While unifying systems we are able to achieve our objective of improving business processes by:

* Improving collaboration * Reducing cost burdens * Increasing analytics * Improving productivity * Improving customer relationships * Improving asset listings & monitoring * Improving internal/external workflows * Accurate & immediate financial data

Q3: How will ERP affect my department?

A3: ERP software will eliminate tedious redundant tasks from our day-to-day routines and processes. It will reduce the need for multiple databases, software and paper routing processes by replacing it with optimization, electronic workflow and high level visibility on tracking, reporting and analytics.

Q4: ERP, what it’s NOT.

A4: Though an ERP solution does provide a more efficient and standard (finance, human capital, purchasing, payroll) way to accomplish importation functions the purpose of deploying ERP is much, much more than that. It isn’t just a finance, human resources and purchasing application, it’s a collection of multiple business processes under one

Frequently Asked Questions

Page 14 of 15 of 99

2 | P a g e

THE CITY OF SOLON

34200 BAINBRIDGE ROAD

SOLON, OH 44139-2955

program. If ERPs were that simple it wouldn’t matter which software we chose to implement. The true purpose of ERP includes usability, flexibility, trainability and customer satisfaction. It doesn’t matter how accurate a system is if the user is unable to understand and communicate the data. ERPs allow for routine, urgent and important interdepartmental communication and collaboration as well as external operations/communication to flow seamlessly. The end result of an ERP solution is to steer organizations to success through predefined workflows and process while achieving departmental goals.

Q5: What ERP System is the City going to implement?

A5: After a thorough review of formal proposals, current municipal user questionnaires, on-site product demonstration evaluations, negotiations and additional performance reviews the City has selected Tyler Technologies Munis as its ERP solution. Tyler is one of the largest technology service providers to local governments in the United States and encompasses vast knowledge of best practices for municipal government operations.

Q6: When are we implementing the ERP? How long will it take?

A6: Once approved the project will commence within sixty (60) business days. The project timeline will be broken down into five phases and will span the course of two years, the first phase beginning the summer of 2021. The implementation will be specifically tailored to public sector and will require open communication between the City’s leadership team and the ERP project team.

Q7: What does all this mean for my department?

A7: It means change, understanding, forecasting, training and acceptance. This ERP will be a cultural change for the entire organization through means of transforming our everyday practices. As the implementation begins there will be cycles of training and regular meetings/updates to foster an adaptive knowledge of the ERP status. This isn’t an overnight change by any means, it will be an overtime change. We will all be responsible for the success of the new system and the transfer of communication/data during it. Every employee plays a vital role in the project and in the establishment of our updated business practices. You should anticipate a positive cultural change and an open line of communication on ERP expectations from your departmental leadership.

Page 15 of 15 of 99

Finance Committee

AGENDA ITEM REPORT

AIR-21-289

To: Finance Committee Subject: Approval Accepting the Proposal of The Impact Group for Communications

Consulting Services Meeting: Finance Committee - Jun 21 2021 Department: Mayor’s office Staff Contact: Ed Kraus, Mayor


An RFP for Communications Consulting Services was issued on May 21,2021. We had 4 Consulting Firms request the RFP. The Impact Group was the only group to submit a complete proposal. It is our recommendation to accept the proposal from The Impact Group. We have confidence in the ability of The Impact Group due to work performed in the past, including the comprehensive re-branding of the city and guiding the us through communications during the COVID-19 pandemic. We have an established relationship with this firm and will utilize their expertise to help us develop a comprehensive communications strategy. FINANCIAL IMPACT:

The Initial Proposal was submitted for $54,000.00 billed at $4,500 monthly. After negotiating with the Impact Group we settled on the amount of $48,000.00 billed at $4,000 monthly. POLICY IMPLICATIONS:

The approved budget for General Administration includes an allocation of $50,000 for Communication & Marketing Services. The City relies on this professional services to maintain effective and consistent communications for a variety of City programs, operations and events. RECOMMENDATION:

Requesting approval under suspension and by emergency in order to begin implementation and to reduce disruption of services. ATTACHMENTS:

Solon RFP 21020 - IGPR Solon Cost Proposal - IGPR Solon Cost Proposal - IGPR

of 99

Frank Corlett, Business Operations Manager

None

Sarah Kostura, Contract Compliance Officer

None

Matt Rubino, Finance Director None

Page 2 of 24 of 99

The City of SolonCommunications Services

THINK Are you out of ideas?We have some.

Page 3 of 24 of 99

of 19

ATTACHMENT A

NON-COLLUSION AFFIDAVIT

NOTE: This affidavit properly executed and containing all required information must accompany your

proposal. If you fail to comply, your proposal will not be considered.

STATE OF OHIO )

) SS

COUNTY OF _________________ )

_____________________________ being first duly sworn says:

Individual Only: That he is an individual doing business under the name of

__________________________ at ______________________ in the

City of __________________________________________________

State of _________________________________________________

Partnership Only: That he is the duly authorized representative of

________________________________________________________

at __________________________ in the City of ________________

State of _________________________________________________

Corporation Only: That he is duly authorized qualified and acting

________________________________________________________

of ______________________________________________________

a corporation organized and existing under the laws State of _______

and that he, said partnership or said corporation is filing herewith a

proposal or proposal to the Owner, is in conformity with the foregoing

specifications.

For Individual: Affiant further says that the following is a complete and accurate list

of the names and addresses of all persons interested in said proposed

contract:

________________________________________________________

Summit

Donald L. Polyak

Secretary

The Impact Group Public Relations/Marketing Communications, Inc.

Ohio

Page 4 of 24 of 99

of 19

For Partnership: Only Affiant further says that the following is a complete and

accurate list of the names and addresses of all members of said

partnership:

________________________________________________________

________________________________________________________

Corporations Only: Affiant further says that said partnership is represented by the

following attorneys:

________________________________________________________

________________________________________________________

Affiant further says that the following is a complete and accurate list

of the officers, directors and attorney of said corporation:

President: ___________________________________________

Vice-President: ___________________________________________

Secretary: ___________________________________________

Project

Manager: ___________________________________________

Attorney: ___________________________________________

Directors: ___________________________________________

and that the following officers are duly authorized to execute contracts on behalf of said corporation

__________________, __________________, __________________, __________________. Affiant

further says that the proposal filed herewith is not made on the interest of or on behalf of any undisclosed

person, partnership, company, association, organization or corporation, that such proposal is genuine and

not collusive or sham, that said proposer had not, directly or indirectly, induced or solicited any other

proposer has not, directly or indirectly, induced or solicited any other proposer to put in a false or sham

proposal, and has not, directly, or indirect colluded, conspired, connived or agreed with any proposer or

anyone else to put in a sham proposal, or that anyone shall refrain from providing a proposal, that said

proposer has not in any manner, directly or indirectly, sought by agreement, communication or conference

with anyone to fix any overhead, profit, or cost element of such proposal price or that of any proposer, to

secure any advantage against the Owner or anyone interested in the proposed contract; that all statements

contained in such proposal are true; that said proposer has not, directly or indirectly, submitted his price or

any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid or

agreed to pay, directly or indirectly, any money, or other valuable consideration for assistance or aid

rendered or to be rendered in procuring or attempting to procure the contract above referred to, any

corporation, partnership, company association, organization, or to any member or agent thereof, to any

Thomas J. Speaks

Donald L. Polyak

N/A

N/A

N/A

Thomas Speaks Don Polyak

Page 5 of 24 of 99

other individual, except to such person or persons as hereinabove disclosed to have a partnership or otherfinancial interest with said proposer in his general business; and further that said proposer will not pay oragree to pay, directly or indirectly, any money or other valuable consideration to any corporation,partnership, company, association, organization or to any member or agent thereof, or to any otherindividual, for aid or assistance in securing said contract above referred to in the event the same is awardedto


(Name of Individual, P�

ship of Corporation)

D- 2-Q Signature of Affiant

Sworn to and subscribed in my presence the ZlNotary Public

Submit to the Owner

The signatory of this questionnaire guarantees the truth and accuracy of all statements and all answers tointerrogatories hereinafter made.

Page 12 of 19

Page 6 of 24 of 99

of 19

ATTACHMENT B

VENDOR CONFLICT OF INTEREST DISCLOSURE STATEMENT

Disclosure Statement:

All vendors should be aware of the City of Solon’s Ethics Policy, which prohibits City employees and

officials from having certain relationships with entities conducting business with the City of Solon. City

employees and officials are also prohibited from accepting gifts from vendors. The City of Solon’s Ethics

Policy can be viewed on our website at www.solonohio.org.

If a vendor has a disclosable relationship, the Vendor should disclose any Conflict of Interest or potential

Conflict of Interest that may exist.

Conflicts of Interest (potential or actual) will be evaluated by the Director of Finance to determine a proper

course of action. Failure to comply with the provisions established above may render the Vendor ineligible

to participate in the City of Solon’s purchasing process.

Certification:

I hereby certify that, except as disclosed below, to Vendor’s knowledge, there is no conflict of interest

involving the Vendor named below that would violate the City of Solon’s Ethics Policy, including that

Vendor does not: (a) knowingly employ a City of Solon employee or family member of an employee, (b)

knowingly allow a City of Solon employee or family member of an employee to own or have material

personal financial interest (directly or indirectly) in the Vendor; or (c) knowingly engage in material

personal business transactions with a City of Solon employee or any employee’s family member.

Vendor Information:

Vendor Name:

Vendor Phone Number:

Vendor Address:

Federal ID#:

State of Incorporation of Domicile:


330-655-5522

5100 Darrow RoadHudson, OH 44236

11-3680886Ohio

Page 7 of 24 of 99

http://www.solonohio.org/

of 19

List below the name(s) and address(es) of all public officials/public employees with whom you, members

of your immediate family, or any of your employees have a family relationship and who may directly

personally benefit financially from the proposed transaction. Identify the department for which the public

officials/employees work. (Attach additional sheets if necessary).

NAME OF PUBLIC

OFFICIAL/EMPLOYEE

ADDRESS DEPARTMENT

List below the name(s) and address(es) of all family members of public officials/public employees with

whom you, members of your immediate family, or any of your employees have a family relationship and

who may directly personally benefit financially from the proposed transaction. Identify all public

officials/public employees and department for which the public officials/public employees work (attach

additional sheets if necessary).

NAME OF FAMILY MEMBER

OFFICAL/DEPARTMENT

ADDRESS NAME OF PUBLIC

EMPLOYEE

If you identified individuals in the items above, describe in detail below the direct financial benefit to be

gained by any public official, public employee and/or family member of the public official or public

employee as a result of the contract, request for proposal, request for qualifications or invitation to

PROPOSAL. (Attach additional sheets if necessary)

By signing below, I certify under oath and penalty of law that all statements on or attached to this form

are true and correct to best of my knowledge.

Signature Date

Notary’s Signature Date

N/A

N/A

N/A

Page 8 of 24 of 99

of 19

ATTACHMENT C

CITY OF SOLON

PROPOSAL DOCUMENT

RFP NO. 21020 – COMMUNICATIONS CONSULTING SERVICES

CO

MP

AN

Y I

NF

O

Company Contact

Company Name

Company Address

City State Zip Code

Telephone # Fax #

E-Mail Address:

Company Contact Signature Date

MANDITORY FIELD

1. How did you find out about this Bid opportunity? (Check One)

a. City of Solon Employee

b. City of Solon Website

c. News Media

d. Other:______________________________________________________________

____________________________________________________________________

____________________________________________________________________


Donald L. Polyak

5100 Darrow Road

Hudson Ohio 44236

330-655-5522 330-655-5552

[email protected]

x

Page 9 of 24 of 99

of 19

ATTACHMENT D QUESTIONNAIRE

Who is your target audience? What does your ideal client look like?

Will you provide a sample month-end status report?

Can you provide contact information

for clients you’ve done similar work

for?

What is your process for

communication with clients?

What marketing technology do you

use?

What analytics do you track?

What makes you different from other

marketing companies?

What is your process, typical model

strategy?

Who will be the lead and/or on the

team working for us?

How will reporting be presented to

showcase progress? What metrics

will you report on?

Please see attached for all questions on the questionnaire

Page 10 of 24 of 99

of 19

How will you familiarize yourselves

with our City?

Do you have a Google Partner Badge?(ABOVE)

Do you have experience managing

promotional campaigns on various

social channels?

What is your process for community

management across platforms?

Do you custom-design websites or

use templates? Will you use a

responsive design?

How will you help us stand out from

other cities?

What is your experience in working

with multiple departments to

develop and communicate goals?

What tools and equipment does your

company use? Are there associated

fees? Are they included or

additional?

What are your expectations for us as

a client?

Page 11 of 24 of 99

Solon RFP 21020 Questionnaire

#1: Who is your target audience? What does your ideal client look like? Our target audience is cities, schools, boards of developmental disabilities and organizations who serve these entities. Our ideal client is one that highly values communication, transparency and community engagement. Additionally, it is one who is highly collaborative and provides the needed information in a timely manner for our team. The ideal client displays a willingness to work with us to get projects accomplished and deadlines reached. #2: Will you provide a month-end status report? Yes. In our monthly client meetings, we provide data and analytics as part of quality control for all our clients. The status report will include the jobs that have been completed, the jobs currently being produced, the plan for the rest of the objectives and any statistics or analytics that apply. Our customer service model and availability provide multiple touch points throughout the month. Examples could include boosted post results, email blast results, etc. #3: Can you provide contact information for clients you’ve done similar work for? Yes, please see attached reference list. #4: What is your process for communication with clients? Our team will drive the marketing and communications plan proactively in an efficient and timely manner. The Impact Group is responsive to the needs and goals of our clients, and are available at any time. #5: What marketing technology do you use? Adobe Creative Cloud, BackBlaze, Dropbox, GoDaddy, Google Ads, Hubspot, Cision, Microsoft Office, Constant Contact, Survey Monkey, Wordpress, Final Cut Pro, Twitter, Instagram, Facebook and LinkedIn. #6 What analytics do you track? As a veteran agency of over 20 years, we always track the necessary analytics when running campaigns for our clients. We track a variety of analytics that range depending on the platform used or being evaluated. These analytics are customized in accordance with our clients’ needs and capabilities. For example, if tracking analytics for a website, we would track session duration, pages per session, bounce rate, contact conversions, etc. #7: What makes you different from other marketing companies? Our company’s key differentiator is an approach to marketing communications rooted in political campaign methodology (speed to market, hyper-targeted audiences, buying seasons, strategic messaging, use of creative technologies.) Our intellectual property resides in our ability to apply a

Page 12 of 24 of 99

proprietary messaging methodology to any and all forms of media – new and traditional. Our “3-30-3” messaging concept has revolutionized the industry and is being discussed in national business publications and online newsrooms around the globe. #8: What is your process, typical strategy model? We are a team of experts who all work in-house. Our experts focus on areas of writing, video, photo, design, strategy, communications and research. Our model includes placing an account manager that coordinates with our team of experts to service our clients’ objectives and needs. #9: Who will be the lead and/or on the team working for us? Your Account Lead will be Krista Rodriguez and your team members will include: Don Polyak, Tom Speaks, Aurora Wilson, Tyler Whidden, Roger Hoover, Joe Sausaman and Fernanda Frazier. Their profiles are attached. #10: How will reporting be presented to showcase progress? What metrics will you report on? We will have a monthly status meeting. At this monthly meeting, we will report on the following metrics (if applicable): e-blast results, web traffic, ad words, social media awareness and engagement, press release distribution, etc. #11: How will you familiarize yourselves with our city? Since 2019, we have been servicing Solon as the agency of choice for re-branding, marketing and communications. We also have the advantage of knowing the processes, personalities and communications within the department. Since this time, we have completed over 260 jobs for the City of Solon. Our team members are already familiar with the City of Solon Connectivity Master Plan. Our Account Lead, Krista Rodriguez, has been a resident of the City of Solon for 44 years. #12: Do you have a Google Partner Badge? No. Having worked in the city space for 20 years, we do not believe it is best for our clients to spend taxpayer’s money on Google Ads. Google Ads are very expensive and the ROI on ad spends are low when compared to the opportunity cost of investing in other tools. Google Ads also represent hard costs for you to incur, increasing your budget. However, we do have extensive experience working with Google’s tools and will have no problem executing a project for the City of Solon. #13: Do you have experience managing promotional campaigns on various social channels? Yes. We utilize a strategic messaging approach to engagement, and are considered as experts in this space. Because of our reputation as experts in running community engagement campaigns, we have been invited to speak at regional and national government functions and conferences. #14: What is your process for community management across different platforms?

Page 13 of 24 of 99

Our process for community management is as diverse as your community. We will utilize and manage multiple avenues that consider demographic factors in targeting our messaging. Avenues include: in-person focus groups, online focus groups, interviews, online surveys, social media, etc. #15: Do you custom-design websites or use templates? Will you use a responsive design? We have a vast amount of experience working with both custom-design and templated websites that will have a responsive design. We custom design our websites and graphics in-house in a timely manner. #16: How will you help us stand out from other cities? The Impact Group is a full-service integrated marketing agency based in Northeast Ohio, serving a full range of clients across the country. We have been helping clients achieve their goals for 20 years. Team members of The Impact Group are regularly sought out as experts in innovative communication/marketing tactics, to drive traffic, generate excitement and create awareness for clients. The Impact Group is constantly looking for new and distinct ways to get the message of its clients to the right audience in the right place at the right time. #17: What is your experience in working with multiple departments to develop and communicate goals? We have been doing this for 20 years. It is our "bread and butter" as some would say. We work with multiple departments every day when working with every client, whether it's a city, school, district, or non-profit client. #18: What tools and equipment does your company use? Are there associated fees? Are they included or additional? We work with highly advanced, technological equipment including Adobe Creative Suite, photo, video and drone footage. We mainly work with Apple products, but also use PC products for testing purposes. The general work in the RFP is included in the overall pricing model, except hard costs. Examples of hard costs would include, but not be limited to: printing, postage, stock photography, website licensing, hosting, ad spend, complex crisis communication issues, complex multimedia projects, etc. #19: What are your expectations for us as a client? Our main expectation is for the team at the City of Solon to provide two-way communication, remain open to new and innovative ideas, maintain clear expectations, remain in the reasonable scope of services, and cascade vital information. For production of communication deliverables and efficiency our goal is to stay within three revision rounds.

Page 14 of 24 of 99

2

Meet your team! The Impact Group is a talented team of full-service marketing professionals with diverse backgrounds and one thing in common: results. The Impact Group has a successful track record of driving results for school districts, municipalities, corporate clients, business-to-business clients and nonprofits through community engagement, messaging, branding, staff training and market execution. Our team is composed of individuals that specialize in areas such as Strategic Planning, Rebrands, Website Development, Digital Lead Generation Campaigns, Community Engagement Projects, Social Media, Organizational Development, Public Relations, Professional Speaking and more!

The Impact Team is subject to change based on overall needs of the client

Tom Speaks, Principal and Co-FounderCo-founder of The Impact Group, Tom is a strategic thinker, professional speaker, pollster and recognized expert in community engagement. No matter the problem or question that arises, he knows how to guide you through even the toughest of challenges. If Tom’s involved, you’re going to get results and achieve success.

Don Polyak, Principal and Co-FounderCo-founder of The Impact Group, Don is the architect for your campaign strategy. He is the person to go to whenever you need market insight. His approach to marketing provides a winning strategy for your campaigns.

Krista Rodriguez, Vice President of Client FulfillmentKrista is the brand guru. She has an incredible eye for the right look and feel to meet all of your needs. Her attention to detail is also conveyed in her approach to ensuring our content is appropriate for your goals and meets your expectations.

Aurora Wilson, Account Coordinator

Aurora is responsible for supporting Account Leads with client projects, assisting with writing and proofing content and working on strategic planning initiatives. With expertise in client relations and special project management, Aurora brings a high level of organization to her work and is dedicated to meeting client needs.

Joe Sausaman, Art Director

Joe is a builder. He sees each new project as an empty canvas and then hits the ground running. With expertise in design, Joe brings an air of enthusiasm to the group and can always lighten the mood. That, paired with his lightning fast turnaround, makes for an impressive combination for the benefit of all your design projects.

Roger Hoover, Creative Director

Roger’s vision for clients has helped to grow businesses and nonprofits, revitalize city blocks and inspire communities. Roger has dedicated himself full-time to a career in photography and videography. His genre-bending portfolio touches the worlds of art, advertising, portraiture and community activism.

Tyler Whidden, Copy Editor/Content Strategist

Tyler is Copy Editor and Content Strategist for The Impact Group, bringing a wide range of experience in creative and professional writing. A produced playwright and former comic, he adds the creativity and flair IGPR clients look for when adding a distinctive voice to their content. Tyler specializes in education, management, promotional development, and community engagement. He’s a dedicated partner who gets excited helping clients achieve their goals.

Fernanda Frazier, ControllerFernanda is our financial guru. She is in charge of anything that has a monetary impact, including billing and client audits. As a jack-of-all-trades, she will ensure your account is accurately managed and can answer any question relating to the finances and execution of each project.

Page 15 of 24 of 99

3

Available Services

Phase I Capabilities


The Impact Group is a team of experts who work with multiple municipalities and understand the government world. From providing excellent communications strategies to engage residents and providing extra help with your communication needs. The Impact Group has the experience and staff that you need. We will provide monthly communications services that encompass tactics, such as (but are not limited to):

Strategic planningContent development Social media strategy and updates

Content calendars Increased followers/audience

Targeted interaction and communication with digital audienceDigital marketing Brand awareness Event promotion E-newslettersCrisis communications support

Messaging On-site coordination and support Press releases Social media monitoring

Marketing collateral designEvent flyers PostersSignage

Public RelationsPress releasesTraining Content pitching

Website audit and update recommendations Audits Content development

Video/drone Conduct monthly and/or as needed with in-person communications meetings

Page 16 of 24 of 99

References

Ted Yates Anthony DiCiccoMayor, City of Twinsburg Mayor, City of Mayfield Heights10075 Ravenna Rd. 6154 Mayfield Rd.Twinsburg, OH 44087 Mayfield Heights, OH [email protected] [email protected]

David Basil Pat MoellerMayor, City of Hudson Mayor, City of Hamilton115 Executive Parkway 345 High St.Hudson, OH 44236 Hamilton, OH [email protected] [email protected]

Todd Younkin John PribonicDirector, Fairfield County Parks Mayor, City of Stow407 E. Main St. 3760 Darrow Rd.Lancaster, OH 43130 Stow, OH [email protected] [email protected]

Andrew Brown Ben GarlichDirector, Sandusky County Parks Mayor, Village of Middlefield1970 Countryside Place 14860 N. State Ave.Fremont, OH 43420 Middlefield, OH [email protected] [email protected]

Arnie Biondo Bill GoncyDirector, Centerville-Washington Park District Mayor, Village of Boston Heights 221 N. Main St. 45 E. Boston Mills Rd.Centerville, OH 45459 Boston Heights, OH [email protected] [email protected]

Larry Collins Nicholas Molnar City Manager, City of Louisville Mayor, City of Macedonia 215 S. Mill St. 9691 Valley View Rd. Louisville, OH 44641 Macedonia, OH 44056 [email protected] [email protected]


Municipal/Parks & Recreation/Park District

Page 17 of 24 of 99

5

Testimonials

“The Impact Group has a fantastic, high energy, creative staff who are a pleasure to work with. They are responsive and truly care about their clients. The work they have done for my organization has truly

been invaluable and I highly recommend them.”

President, Hudson Community Foundation - Amy Jordan

“The Impact Group is a great resource for public relations, strategic planning and crisis communication. The Impact Group employs a cadre of professionals skilled in all aspects of public

relations.”

Superintendent, Trumbull County Board of Developmental Disabilities - Ed Stark

“The Impact Group took our ideas and created an amazing brand for our business. They continue to come up with great ideas all the time. Would recommend their services to anyone!”

Owner, Mohr Stamping - Amber Mohrman

“Locking arms with the staff at The Impact Group who want to do the same and have fun doing it was nothing but advantageous for our organization in our strategic planning process. The Impact

Group delivered a sophisticated report, yet, simple for staff to create, share and implement.”

Director of Community Services - Jeannie Turner

EXCITELook at you.

You just got noticed.

Page 18 of 24 of 99

The City of SolonCost Proposal


1 Page 19 of 24 of 99

ATTACHMENT E COST PROPOSAL MATRIX

Please provide detailed information of management costs in the matrix below. In order for City staff

to adequately compare and evaluate proposals objectively, all proposals must be submitted in

accordance with this matrix format.

COST PROPOSAL

2. What expenses are covered under the fee schedule?

1. Provide a fee schedule that would apply to the City’s estimated portfolio over the next 2 years. Describethe methodology used (e.g., flat fee, tiered, percentage, etc. and how it is calculated). Flat fee is thepreferred method of fee schedule however, the City will entertain cost benefits for other methodologiespresented in this proposal.

A monthly invoice of $4,500 will be sent July 1, 2021 - June 30, 2023 fulfilling the contract. While working with the city for the past two years, we are targeting approximately 30-40 hours per month which is in line with our current working relationship.

Our value is bolstered by our current working relationship. We are uniquely prepared to work with your team in an efficient manner, having already gotten to work with them.

Graphic design, web design, video, photography, strategic plan, content writing, monthly meetings and media relations within the hours allocated.

2 Page 20 of 24 of 99

5. Include payment terms required for services rendered (e.g., monthly or quarterly).

3. Identify any fees and expenses that would not be covered under this fee schedule but may berequired.

Payment terms will be monthly, 30 days. The invoice will be generated the last day of every month.

4. Indicate what direct costs the City would be responsible for in the conversion. Indicate what conversioncosts, if any, would be absorbed by the firm as start-up costs.

Since the city of Solon has been a client for over two years and the administration has been said on record to be "very satisfied" with our services, there will be no conversion costs for either party.

Hard costs would include, but not be limited to: printing, postage, stock photography, website licensing, hosting, ad spend, complex crisis communication issues, complex multimedia projects, etc.

3 Page 21 of 24 of 99

The City of SolonCost Proposal


1 Page 22 of 24 of 99

ATTACHMENT E COST PROPOSAL MATRIX

Please provide detailed information of management costs in the matrix below. In order for City staff

to adequately compare and evaluate proposals objectively, all proposals must be submitted in

accordance with this matrix format.

COST PROPOSAL

2. What expenses are covered under the fee schedule?

1. Provide a fee schedule that would apply to the City’s estimated portfolio over the next 2 years. Describe the methodology used (e.g., flat fee, tiered, percentage, etc. and how it is calculated). Flat fee is the preferred method of fee schedule however, the City will entertain cost benefits for other methodologies presented in this proposal.

A monthly invoice of $4,000 will be sent July 1, 2021 - June 30, 2023 fulfilling the contract. While working with the city for the past two years, we are targeting approximately 30-40 hours per month which is in line with our current working relationship.

Our value is bolstered by our current working relationship. We are uniquely prepared to work with your team in an efficient manner, having already gotten to work with them.

Graphic design, web design, video, photography, strategic plan, content writing, monthly meetings and media relations within the hours allocated.

2 Page 23 of 24 of 99

5. Include payment terms required for services rendered (e.g., monthly or quarterly).

3. Identify any fees and expenses that would not be covered under this fee schedule but may berequired.

Payment terms will be monthly, 30 days. The invoice will be generated the last day of every month.

4. Indicate what direct costs the City would be responsible for in the conversion. Indicate what conversioncosts, if any, would be absorbed by the firm as start-up costs.

Since the city of Solon has been a client for over two years and the administration has been said on record to be "very satisfied" with our services, there will be no conversion costs for either party.

Hard costs would include, but not be limited to: printing, postage, stock photography, website licensing, hosting, ad spend, complex crisis communication issues, complex multimedia projects, etc.

3 Page 24 of 24 of 99

Finance Committee

AGENDA ITEM REPORT

AIR-21-282

To: Finance Committee Subject: Adoption of the City of Solon’s 2022 Alternative Tax Budget Meeting: Finance Committee - Jun 21 2021 Department: Finance Staff Contact: Matt Rubino, Finance Director


Ohio Revised Code requires that a City’s legislative body adopt a tax budget for the next fiscal year no later than July 15th of the current year and that the adopted tax budget be submitted to the County Budget Commission no later than July 20th. The tax budget represents the City’s preliminary estimate of anticipated financial resources by fund for the coming fiscal year. The primary purpose of the tax budget is to demonstrate the City’s need to levy property taxes, both inside and voted, for the coming fiscal year (2022). The Ohio Revised Code Section 5705.281 allows county budget commissions, if desired, to waive the adoption of the tax budget requirement. While not waiving the requirement completely, the Cuyahoga County Budget Commission implemented the prescribed alternate tax budget format in order to gather basic fiscal data from local taxing subdivisions while streamlining the process. The City of Solon’s 2022 Tax Budget has been prepared in the prescribed format and it is attached. The City of Solon has been submitting this alternate format since 2003 when the new requirement was implemented in Cuyahoga County. The alternate format includes four separate schedules and an ordinance adopting the tax budget. FINANCIAL IMPACT:

The primary purpose of the tax budget is to demonstrate the need to levy property taxes to fund the basic operations of the City of Solon. In any given budget year funding needs will always exceed current revenue. The tax budget demonstrates additional need by showing a shortfall between expected revenues and expenditures. If the need demonstrated was less than estimated revenues then the Cuyahoga County Budget Commission could elect to certify a decrease in the estimate. This need is expressed by showing that operating expenditures could exceed estimated operating revenues. The 2022 Tax Budget operating expenditures were based on the 2021 operating budget with estimates applied to revenue and expenditures based on the current forecast. These expenditure estimates will be refined when development of the 2022 Operating and Capital Budgets commences. The additional need in excess of anticipated General Fund resources for budget year 2022 of $1,855,977 is summarized in Figure 1.

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POLICY IMPLICATIONS:

The proposed 2022 Tax Budget assumes continuation of the current unvoted property tax rates or millage of 3.30 mills (see Figure 2). The tax budget allocates 0.30 mills of the 3.30 inside millage to fund the annual debt service for two water system improvement loans. The remaining inside millage is allocated to the General Fund (1.00 mills) to finance City operations to fund the City’s share of Police and Fire pension costs (2.00 mills). The City will continue to levy the voted 0.50 mills in 2022 if the levy renewal is approved by voters. The voted 0.50 mills is expected to generate approximately $460,000 in 2022 to be used towards the acquisition of service and safety equipment. The actual property tax rates for 2022 will be presented to the Committee for approval under a separate resolution at the August meeting.

Ohio budgetary law stipulates that the tax budget be made available for public inspection. Therefore, a copy of the proposed 2022 Tax Budget is available on the City’s website prior to adoption and submission to the County Budget Commission. In accordance with ORC 5705.30, a public hearing is not required prior to the City Council’s adoption of the tax budget. RECOMMENDATION:

It is recommended that an ordinance adopting the 2022 Alternate Tax Budget be approved by the Finance Committee and recommended to City Council for approval on June 21, 2021 on first reading and subsequent transmittal to the Cuyahoga County Budget Commission after such approval has been adopted. ALTERNATIVES:

There is no legal alternative to submitting the required tax budget information and reports to the County Budget Commission. ATTACHMENTS:

2022 Tax Budget Information Schedules

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DIVISION OF TAXES LEVIED Exhibit A

(Levies Inside & Outside 10 Mill Limitation, Inclusive Of Debt Levies)For the Fiscal Year Commencing_________January 1, 2022______________________________________

I II III IV V VI VII VIII IX

Authorized Number Tax CollectionBy Voters Levy Of Years Year Year

On Type Levy Begins/ Begins/MM/DD/YY To Run Ends Ends

100 - General Fund Inside N/A N/A 01-01-2021 12-31-2021

01-01-2022 12-31-2022 1.00 1,240,230$

204 - Police Pension Inside N/A N/A 01-01-2021 12-31-2021

01-01-2022 12-31-2022 0.60 744,140$

205 - Fire Pension Inside N/A N/A 01-01-2021 12-31-2021

01-01-2022 12-31-2022 1.40 1,736,320$

300 - Bond Retirement Inside N/A N/A 01-01-2021 12-31-2021

01-01-2022 12-31-2022 0.30 372,070$

421 - Service & Safety Equip Outside 11/8/2016 Renewal 5 years 01-01-2021 12-31-2021

01-01-2022 12-31-2022 0.50 456,486$

TOTALS 3.80 4,549,246$

$ AMOUNT Requested Of Budget

Commission

City of Solon - 2022

Maximum Rate

AuthorizedPurposeFund

SCHEDULE 1

Page 3 of 8 of 99

STATEMENT OF FUND ACTIVITY Exhibit A

City of Solon - 2022 (List All Funds Individually) SCHEDULE 2

For the Fiscal Year Commencing_________January 1, 2022_______________________________________II III IV V VI

Beginning Total Total EndingEstimated Resources Estimated Estimated

Unencumbered Available For Expenditures & UnencumberedFund Balance Expenditures Encumbrances Balance

100 - General Fund 17,091,446$ 43,037,399$ 60,128,845$ 44,893,075$ 15,235,770$ 101 - Budget Stabilization Fund 6,400,000$ 250,000$ 6,650,000$ -$ 6,650,000$

GOVERNMENTAL: Special Revenue Funds201 - Street Maintenance. & Repair 186,611 1,300,600 1,487,211 1,395,100 92,111 202 - State Highway 15,715 105,440 121,155 115,940 5,215 204 - Police Pension 427,274 744,140 1,171,414 987,036 184,378 205 - Fire Pension 75,303 1,736,320 1,811,623 1,507,009 304,614 209 - Cable TV 339,890 367,600 707,490 243,000 464,490 211 - Tree Planting Deposits 8,200 40,000 48,200 45,000 3,200 217 - Emergency Medical Service 364,265 591,460 955,725 626,760 328,965 240 - Police Department Training 24,655 600 25,255 15,000 10,255 241 - Police Corrections Training 2,550 400 2,950 2,000 950 242 - D.A.R.E. Program 114 30,000 30,114 30,000 114 263 - Economic Incentive Fund 168,657 2,750,000 2,918,657 2,600,000 318,657 264 - Police Food Drive 451 - 451 - 451 267 - Homedays Festival 24,455 100,000 124,455 112,000 12,455 270 - PACE Assessment Fund - 9,095 9,095 9,095 -

TOTAL SPECIAL REVENUE FUNDS 1,638,142$ 7,775,655$ 9,413,797$ 7,687,940$ 1,725,857$

300 - Bond Retirement Fund 642,510$ 697,070$ 1,339,580$ 766,293$ 573,287$

Fund By TypeTotal

Estimated Receipts

Page 4 of 8 of 99

City of Solon - 2022 SCHEDULE 2 (cont.)I II III IV V VI



CAPITAL PROJECT FUNDS400 - Income Tax Capital Improvement 2,045,490$ 19,000,000 21,045,490$ 20,591,000$ 454,490 401 - Citywide Traffic Signal Improvement 170,469$ - 170,469$ -$ 170,469 421 - Service & Safety Equipment 345,535$ 856,486 1,202,021$ 1,101,700$ 100,321 435 - Facility Maint. & Repair - A 577,852$ 750,000 1,327,852$ 1,200,000$ 127,852 476 - Old City Hall Renovation -$ - -$ -$ - 491 - General Capital improvement 96,055$ 2,650,000 2,746,055$ 2,700,000$ 46,055

TOTAL CAPITAL PROJECTS FUNDS 3,235,400$ 23,256,486$ 26,491,886$ 25,592,700$ 899,186$

PROPRIETARY: Enterprise Funds511 - Sewer Revenue 6,327,059$ 5,436,800 11,763,859$ 5,428,152$ 6,335,707 512 - Sewer Plant R&I 765,199$ 1,250,000 2,015,199 450,000 1,565,199 517 - Forest Hills Waterline Loop 8,603$ - 8,603 8,603 550 - Grantwood 609,137$ 982,657 1,591,794 1,151,302 440,492

TOTAL ENTERPRISE FUNDS 7,709,998$ 7,669,457$ 15,379,455$ 7,029,454$ 8,350,002$

INTERNAL SERVICE FUNDS601 - Workers' Compensation Fund 266,620$ 200,000 466,620$ 215,000$ 251,620 605 - Employee Medical Self Insurance 1,906,886$ 6,170,262 8,077,148$ 7,250,000$ 827,148

TOTAL INTERNAL SERVICE FUNDS 2,173,506$ 6,370,262$ 8,543,768$ 7,465,000$ 1,078,768$

Total Estimated Receipts

Fund By Type

Page 5 of 8 of 99

City of Solon - 2022 SCHEDULE 2 (cont.)I II III IV V VI



FIDUCIARY: Trust and Agency Funds702 - Inspection Deposit 170,000 10,000 180,000 5,000 175,000 703 - Cemetery Endowment 5,501 5,501 5,000 501 704 - Unclaimed Monies 50,055 5,000 55,055 5,000 50,055 705 - Guaranteed Deposits 5,259 5,259 - 5,259 720 - Traffic Violations - 125,000 125,000 125,000 - 731 - D.A.R.E. Scholarship 374 10,000 10,374 5,200 5,174 740 - Police Department Donations 14,426 3,000 17,426 3,500 13,926 741 - Comm Improv Corp (CIC) 4,000 4,000 - 4,000 743 - Law Enforc Trust Drug Money 70,000 1,000 71,000 22,300 48,700 744 - Law Enforcement Trust OMVI 25,700 12,000 37,700 12,000 25,700 745 - Law Enforcement Trust Other 49,214 5,000 54,214 20,000 34,214 747 - Police Dog Donations 10,587 300 10,887 1,000 9,887 748 - Law Enforc Trust Immobilization 12,420 500 12,920 1,000 11,920 749 - Fire Department Donations 10,543 2,500 13,043 2,000 11,043 750 - Fire Dept Guaranteed Deposits 10,360 1,500 11,860 2,000 9,860 751 - Finance Dept Guaranteed Deposits 8,721 8,721 8,721 753 - Building Dept Guaranteed Deposits 150,000 22,000 172,000 20,000 152,000 754 - Engineering Dept Guaranteed Dep 450,000 75,000 525,000 100,000 425,000 756 - Special Donations 3,664 3,664 500 3,164 757 - Senior Services Dept Donations 18,162 5,000 23,162 2,500 20,662 760 - Blue Herron Donations 1,848 1,848 - 1,848 771 - Accumulated Leave & Contingency 25,000 350,000 375,000 350,000 25,000 791 - JEDD Income Tax Fund 30,000 160,507 190,507 180,000 10,507

TOTAL TRUST AND AGENCY FUNDS 1,125,835$ 788,307$ 1,914,142$ 862,000$ 1,052,142$

SCHEDULE 2 TOTALS 40,016,837$ 89,844,635$ 129,861,473$ 94,296,462$ 35,565,011$

Total Estimated Receipts

Fund By Type

Page 6 of 8 of 99

UNVOTED GENERAL OBLIGATION DEBT Exhibit A

(Include General Obligation Debt To Be Paid From Inside/Charter Millage Only)For the Fiscal Year Commencing_________January 1, 2022_______________________________________

(Do Not Include Special Obligation Bonds & Revenue Bonds)

I II III IV V Added

Amount Required To Meet

Budget YearPrincipal & Interest

Payments

Aurora West Sewer Project - OWDA 3559 2004 2023 828,578 338,675 144,000 (a)

Aurora East Sewer Project - OWDA 4222 2007 2026 1,995,504 427,618 181,000 (a)

TOTALS 2,824,082$ 766,293$ 325,000$

City of Solon - 2022

Principal Amount Outstanding

At The Beginning Of The Year

Final Maturity

Date

SCHEDULE 3

(a) From special assessments

Amount Receivable From Other SourcesDate Of IssuePurpose Of Bonds Or Notes

Page 7 of 8 of 99

VOTED DEBT OUTSIDE 10 MILL LIMIT Exhibit A

(Bonds Or Notes Must Actually Be Issued In Order To Commence Collection Of Property Taxes For Debt Service)

For the Fiscal Year Commencing_________January 1, 2022_______________________________________

I II III IV V VI

Amount RequiredTo Meet

Budget YearPrincipal & Interest

PaymentsNone

SCHEDULE 4

Purpose Of Notes Or Bonds

Authorized By Voters

On MM/DD/YY

Date Of

Issue

Final Maturity

Date

Principal Amount Outstanding

At The Beginning Of The Year

Page 8 of 8 of 99

Finance Committee

AGENDA ITEM REPORT

AIR-21-286

To: Finance Committee Subject: Budget amendments to Operating Appropriations Ordinance 2020-187 Meeting: Finance Committee - Jun 21 2021 Department: Finance Staff Contact: Matt Rubino, Finance Director


As the City implements its yearly operating budget, certain items may require changes or corrections in order to provide adequate appropriations for all approved expenditures. Finance is requesting to amend the annual 2021 Operating Appropriations Ordinance (2020-187). Amendments are requested to the Solon Coronavirus Relief Fund and the Accumulated Sick Leave Fund. Refer to attached Figure 1 for a summary of the requested budget amendments.

FINANCIAL IMPACT:

• The Senior Center was awarded supplemental CARES Act funding as an Adult Day Service

provider or Senior Center who has experienced business interruptions and/or increased costs as a result of the COVID-19 pandemic.

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• The grant in the amount of $80,000 can be used for eligible expenditures incurred by the Senior Center to remain open and comply with COVID related measures.

• The receipt of the funding is authorized pursuant to ordinance 2020-92 that accepted allocations of CARES Act funding and established the Coronavirus Relief Fund. The entirety of the grant funding will be appropriated in the fund.

• Projected employee retirement payouts for the remainder of the year could total approximately $350,000 and will be paid out of the Accumulated Sick Leave Fund

• An increase to the General Fund budget in the same amount is required to fund the transfer of General Fund resources to the Sick Leave Fund.

POLICY IMPLICATIONS:

Amendments to fund budgets require Council approval to be enacted. The corresponding fund uses are consistent with approved budgets or previous authorizations. In addition, all budgeted fund expenditures require adequate resources per Ohio law. RECOMMENDATION:

It is requested that Council approve the proposed amendment to the 2021 operating appropriation ordinance on first reading and as an emergency in order to amend the budgets as outlined in the Financial Implications section. ALTERNATIVES:

The amendment is required to appropriate funding for the approved items. The changes in fund budgets are required if the revisions are approved as requested.

Page 2 of 2 of 99

Finance Committee

AGENDA ITEM REPORT

AIR-21-287

To: Finance Committee Subject: Approving Additional Transfers Out of the General Fund - June 21, 2021 Meeting: Finance Committee - Jun 21 2021 Department: Finance Staff Contact: Matt Rubino, Finance Director


As the City implements its yearly operating budget, certain items may require changes or corrections in order to provide adequate appropriations for all approved expenditures. Finance is requesting to amend the annual 2021 Operating Appropriations Ordinance (2020-187). An additional transfer of General Fund resources to the Accumulated Sick Leave Fund (No. 271) is being requested Refer to attached Figure 1 for a summary of the requested transfer.

FINANCIAL IMPACT:

• Projected additional employee retirement payouts for the remainder of the year could total

approximately $350,000 and will be paid out of the Accumulated Sick Leave Fund • An increase to the General Fund budget in the same amount is required to fund the transfer of

resources to the Sick Leave Fund • The requested transfer is in addition to the budgeted amount of $250,000 approved in the

original 2021 budget for a total of $600,000 POLICY IMPLICATIONS:

Interfund transfers require a legislative approval in addition to the appropriation of the resources that are transferred. RECOMMENDATION:

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It is requested that Council approve the proposed interfund transfer as outlined in Figure 1 on first reading and as an emergency in order to amend the budgets as outlined in the Financial Implications section. ALTERNATIVES:

The amendment is required to appropriate funding for the approved items. The changes in fund budgets are required if the revisions are approved as requested.

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Finance Committee

AGENDA ITEM REPORT

AIR-21-283

To: Finance Committee Subject: Authorizing the payment of amounts due for which the Finance Director has issued

Then and Now certificates Meeting: Finance Committee - Jun 21 2021 Department: Finance Staff Contact: Matt Rubino, Finance Director


Ohio Revised Code Section 5705.41 (D) (1) requires that at the time of entering into a contract or obligation by a government, the fiscal officer must issue a certificate stating that the amount required to be paid under the contract has been lawfully appropriated. The provision is intended to make sure that there will be money to pay any financial obligation of the City. However, there can be several reasons that an order is made for a good or service before a purchase order has been entered into the City’s financial system (CMI). FINANCIAL IMPACT:

To address these practical considerations Revised Code permits a purchase to be made if the fiscal officer can certify that at the time the obligation was incurred (invoiced) and at the time of the execution of the certificate, sufficient funds were appropriated to pay the obligated amount. This allows the payment of an invoice even if there was no fiscal officer’s certificate at the time the government became obligated to pay for the goods or service. This exception only applies to obligations for $2,999 or less. If the obligation is for $3,000 or more, the legislative body of the government must approve the execution of the Then and Now Certificate and the expenditure. Then and now payments are listed in the attached Exhibit A. POLICY IMPLICATIONS:

The Auditor of State has communicated set guidelines to maintain a process to identify occurrences and remain compliant with the Revised Code. The Finance Department has identified every purchase where the invoice date preceded the purchase order date. For all purchases of $2,999 or less a Then and Now Certificate has been executed by the Finance Director. An approval will be requested from Council for all Then and Now occurrences at or above $3,000. We have continued working with the departments to reduce the instances of commencing a purchase before creation of a purchase order. All payments were made from a purchase order. RECOMMENDATION:

It is requested that Finance Committee request that Council adopt legislation approving Then and Now Certificates presented and be authorized on first reading and as an emergency for the transactions listed on Exhibit A and the payments be approved.

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ALTERNATIVES: The City is required by provisions in Ohio Revised Code to procure approval of the payments from the legislative body of the City. There are no exceptions to this statutory budget requirement. ATTACHMENTS:

T&N Approval Summary Jun 2021 Ex A

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Exhibit A

Then & Now Payment Summary - May 17 - June 11, 2021 *

Vendor Name P.O. # Department Amount P.O. Date Invoice Date Check DatePRADCO RG216290 POLICE 3,300$ 4/23/2021 4/15/2021 5/13/2021SOUTHEAST AREA LAW ENFORCEMENT RG216256 POLICE 5,000$ 4/21/2021 1/15/2021 5/13/2021KONE INC RG216281 FACILITIES 4,064$ 4/21/2021 3/1/2021 5/13/2021CINTAS RG216452 ALL 3,641$ 5/17/2021 4/1/2021 5/27/2021IMPACT GROUP RG216431 MAYOR 4,500$ 5/17/2021 1/29/2021 6/10/2021IMPACT GROUP RG216431 MAYOR 4,500$ 5/17/2021 2/26/2021 6/10/2021IMPACT GROUP RG216431 MAYOR 4,500$ 5/17/2021 3/31/2021 6/10/2021IMPACT GROUP RG216431 MAYOR 4,500$ 5/17/2021 4/30/2021 6/10/2021Total Occurences 8

* All payments were made from a properly approved purchase order and were included in the approved budget.

Page 3 of 3 of 99

THE CITY OF SOLON

FINANCE DEPARTMENT

34200 Bainbridge Road Solon, OH 44139-2955

Phone: (440) 349-6300 Fax: (440) 349-6320

TO: Members of Council Finance Committee FROM: Matt Rubino, Director of Finance CC: Mayor Edward Kraus DATE: June 17, 2021 RE: Monthly Financial Summary – May 2021 Overview The following monthly financial data includes revenue and expenditure results for the fiscal period ending May 31, 2021. All figures are presented on an unaudited budgetary basis. Through the end of May the results for the General Fund included:

• Operating revenue totaling $18.7 million collected or 43.4% of the revenue estimate for 2021 and 1.1% above the prior year collections at the same point

• Operating expenditures (personal services and other expenditures) totaling $14.2 million

at 33.0% of the current 2021 budget and 10.1% lower than the prior year to date actual

Operating Revenue General Fund revenue has come in 3.0% slower as compared to 2020 but, starting to improve through the first four months of the year. The first quarter of 2020 marked the delineation between a normal fiscal period and the leading edge of the revenue impact caused by the COVID pandemic and resulting economic disruption. A summary of revenue results as of the end of first quarter is presented in Figure 1 below.

General Fund 2019 2020 2020 2021 2021 % Chg 2021 % of Revenue by Source Total YTD Total YTD vs 2020-2021 Revenue RevenueAs of May 31, 2021* Revenue Revenue Revenue Revenue 2020 Estimate Collected

Income Tax 34,237,379 15,457,151 34,390,546 15,195,279 (261,872) -1.7% 34,979,025 43.4%Property Tax 1,255,165 652,410 1,226,851 1,297,775 645,365 98.9% 2,462,746 52.7%Local Tax 386,896 95,780 197,879 76,257 (19,524) -20.4% 298,800 25.5%State Shared Tax 273,687 102,890 282,711 128,784 25,894 25.2% 350,370 36.8%Charges For Services 3,528,928 892,566 1,601,987 763,929 (128,636) -14.4% 2,100,427 36.4%Court Fines & Costs 281,809 80,022 197,601 106,317 26,295 32.9% 237,760 44.7%Lic, Permits, & Other Fines 743,014 260,004 782,011 287,318 27,314 10.5% 710,100 40.5%Interest Income 1,160,720 397,904 755,489 143,877 (254,027) -63.8% 375,000 38.4%Misc Revenue & Reimburs. 1,779,109 610,715 1,695,320 746,628 135,913 22.3% 1,679,300 44.5%Transfers In - - 1,200,000 - - - Total Operating Revenue 43,646,707 18,549,441 42,330,394 18,746,162 196,722 1.1% 43,193,528 43.4%* Prior YTD revenue as of comparable period. Figure 1

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Solon Finance Committee June 21, 2021 Monthly Financial Summary – May 2021

2

• Total YTD operating revenue has now surpassed receipts (+1.1%) for the same period in 2020, that trend should continue as the impacts of revenue loss that began to materialize in the 2020 collection numbers after April of last year

• As compared to the more typical revenue trends last seen in 2019, the 2021 YTD revenue is only 1.0% short of 2019 levels at the same point and has continued to improve

• Local taxes including income tax receipts allocated to general operations totaled $16.5 million or 81.1% of operating revenue through May

• The first half settlement is almost 100% higher than the 2020 YTD receipts as a result of a

temporary increase in the unvoted millage allocated to the General Fund • YTD income tax collections (General Fund) totaled $15.2 million through May (cash basis)

and were 1.7% lower as compared to the prior year collection (Refer to the May Income Tax Collection Summary Report)

• Income tax collections for withholding have continued to exhibit signs of softening beyond the first quarter of 2021, collections through May were 5.3% lower than collections in 2020

• Receipts from net profit are now 10.7% above the May receipts and are coming in at levels

similar to the 2019 collection period and the historic average

• Revenue from charges for services and fees totaled $763,929 and have remained suppressed due to the impacts of the COVID related reductions on City programs, receipts are now off by 14.4% from last year (an improvement) and lower by 40.5% from 2019

• Fees for Jail inmate housing are running 25.3% under 2020, the decrease is attributable

to credits issued to contracted cities in 2021 for the decrease in usage in 2020 • Fee revenue from Community Life programming (Recreation, Senior Center and Arts

Center) totaled approximately $579,340 through May and were $79,617 lower than the fees collected through May of 2020, as collections for summer camps and other programs have begun and the receipts will rebound from last year’s mark

• Permit and license revenue ($287,318) are now 10.5% over the 2020 YTD, building permit

revenue ($210,4275) was flat as compared to 2020 revenue • Court fine receipts have rebounded from last year and revenue from fines was 32.9%

higher than the comparable 2020 level

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3

• Investment income credited to the General Fund totaled $143,877 and was 63.8% under the earnings mark from 2020, a significant portion of investment holdings have been called by issuers and in turn reinvested at very low interest rates prevalent at this time

Additional detail on revenue collections by fund and department is provided in Exhibit A. Operating Expenditures General Fund operating expenditures (excluding transfers out) through May were $14.2 million or 33.0% of the current budget expended. The operating expenditures for May were 10.1% lower than the expenditures through the same period in 2020. The 2021 total expenditures (including transfers out) are 10.4% under the 2020 YTD expenditures. The decrease from the previous year is related to the continued reduction in some City operations and various cost mitigation measures carried in the 2021 budget. The first quarter of 2020 marked the delineation between a typical fiscal year and does not include the budgetary impacts that were implemented during the second quarter of 2020 to mitigate projected revenue losses. A summary of General Fund operating expenditures is provided in Figure 2 below.

• Personal services expenditures including wages and fringe benefits through ten pays of

the year totaled $10.35 million and were 10.5% lower than the prior year, the difference is partially attributable to there being one less pay through May of 2021 and the difference through the first ten pays is actually 3.5%

• General Fund salary expenditures through May totaled $7.7 million and were 10.2% lower than the prior year period as a result of a reduction of part-time hours, unfilled vacancies and retirements

• The average gross payroll during the first quarter of 2021 was $1.1 million per pay and is

1.3% below the average per pay figure as compared to 2020

General Fund 2019 2020 2020 2021 2021 % Chg 2021 % of Expenditure Summary Total YTD Total YTD vs 2020-2021 Approved BudgetAs of May 31, 2021* Expenditures Expenditures Expenditures Expenditures 2020 Budget Committed

Salaries & Wages 21,714,435 8,626,146 20,074,767 7,743,040 (883,106) -10.2% 21,717,391 35.7%Fringe Benefits 7,192,704 2,936,292 6,719,356 2,608,005 (328,287) -11.2% 6,431,854 40.5%Personal Services 28,907,139 11,562,438 26,794,123 10,351,045 (1,211,393) -10.5% 28,149,245 36.8%Travel & Education 88,397 22,171 55,126 24,031 1,859 8.4% 101,895 23.6%Professional Services 7,082,940 2,614,468 6,600,434 2,429,075 (185,394) -7.1% 7,785,716 31.2%Materials & Supplies 4,072,407 1,585,203 3,101,185 1,489,424 (95,780) -6.0% 4,047,340 36.8%Refunds/Chargbacks (27,353) 59,926 (207,052) (91,773) (151,699) -253.1% (269,220) 34.1%Operating Exp. 11,216,392 4,281,769 9,549,693 3,850,756 (431,013) -10.1% 11,665,731 33.0%Total Operating Exp. 40,123,530 15,844,208 36,343,816 14,201,801 (1,642,406) -10.4% 39,814,976 35.7%Transfers Out 5,405,296 3,800,000 4,900,000 3,665,364 (134,636) -3.5% 3,665,000 100.0%Total Expenditures 45,528,826 19,644,208 41,243,816 17,867,165 (1,777,042) -9.0% 43,479,976 41.1%* Prior YTD expenditures excluding current encumbrances as of comparable period. Figure 2Rev vs Exp (1,882,119) (1,094,767) 1,086,578 878,997 1,973,764 (286,448)

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4

• Overtime salary expenditures totaled $407,578 through May, overtime utilization for all departments is elevated (+40.8%) as compared to 2020 utilization, the increase in overtime has been driven by the inclement weather experienced at the end of the winter season and covering vacancies in Police and Fire

• Other expenditures totaled $3.0 million and encumbrances for outstanding purchase

orders accounted for an additional $4.7 million of obligated funds bringing the level of budget committed to 44.8% as of May

• Expenditures for utilities totaled approximately $776,370 and were 14.8% lower than the

expenditures as of May of 2020 • Operating budgets for other departments are currently running on track or under the

current 2021 operating budget by 2%-3% through May • All of the budgeted transfers out of the General Fund have been completed and an

additional transfer to the Sick & Accumulated Leave Fund is being submitted to Council for approval at the June 21st meeting

• The City was awarded an additional CARES Act grant through the Ohio Department of

Aging in the amount of $80,000 for the Senior Center

Exhibit B provides a summary of General Fund and other fund operating expenditures by department through May 31, 2021. The YTD combined expenditures including encumbrances are compared to the budget for each department by appropriation categories of Personal Services and Other Expenditures. Capital Improvement Fund Budgets Exhibit C provides the YTD actual expenditures for the capital project budgets in the Service & Safety Fund (421), Facility Repair & Maintenance Fund (435) and Capital Equipment Fund (491). The amount of expenditure activity and encumbrances will continue to increase as departmental projects are approved and commence. Through May of 2021, $1,434,396 or 44.8% of General Capital Funds have been expended or obligated on approved projects. Current Fund Balances Exhibit D includes a month-end summary of revenues, expenditures and ending balances by fund as of May 31, 2021. The YTD unencumbered balance in the General Fund was $14.5 million and $3.2 million higher than the same point in 2020. General Fund expenditures have exceeded operating revenue by $879,000 million through May. The combined General Fund balance which includes the Budget Stabilization Fund is $20.9 million. The balance for all funds combined was $43.3 million as of May 31, 2021 Refer to Exhibit D for the operating results of the General Fund and other City Funds.

of 99

Exhibt A

Estimated Monthly Actual % RemainingCity of Solon Finance Department2019 Summary of Revenue by Department / Fund * As of May 31, 2021 Revenue Revenue Revenue Collected Estimate

POLICE DEPARTMENT100.1100.456005 Dept Sales - Police Department 1,900 112 187 9.9% 1,713 100.1100.489305 Misc Receipts - Police Department 53,600 2,620 32,681 61.0% 20,919 100.1100.491009 Reimbursements-Police Dept 260,000 3,000 7,627 2.9% 252,373 100.1100.491109 S.E.A.L.E. Reimbursement 170,000 43,787 79,593 46.8% 90,407 100.1120.483407 Inmate Revenue - Jail Administration 494,349 53,952 160,230 32.4% 334,119 100.1120.489305 Misc Receipts - Jail Administration 5,200 635 3,113 59.9% 2,087 100.1120.491009 Reimbursements-Jail Admin - - - 0.0% - 100.1160.469007 Dog Fines - Police Animal Control 400 - 80 20.0% 320 100.1401.491009 Juv Div Program Part 1 2,300 - - 0.0% 2,300 100.1401.491209 Juv Div Program Part 2 - - - 0.0% - 100.1402.491209 Juv Div Program Part 2 1,200 - - 0.0% 1,200 240.1185.489307 Police Training Class Fees 600 - - 0.0% 600 242.1186.483007 Special Donations - D.A.R.E. Program 23,300 - 5,141 22.1% 18,159 242.9400.492000 Contribution From Fund 743 2,300 - - 0.0% 2,300 264.1189.483007 Special Donations - Police Food Drive - - - 0.0% - 720.1100.469105 Traffic Violation Fines - Traffic Violat 120,200 2,547 18,927 15.7% 101,273 731.1186.483007 Dare Scholarship Donations - - - 0.0% - 740.1180.483007 Special Donations - Police Dept. 9,200 50 145 1.6% 9,055 740.1180.483507 Victim Assistance Donation - - - 0.0% - 743.1181.483107 Drug Money Revenue - Law Enforc. Trust D 130 - - 0.0% 130 744.1182.483207 Omvi Revenue - Law Enforc. Trust Omvi 16,300 843 3,740 22.9% 12,560 745.1183.489307 Misc Revenue - Law Enforc. Trust Other 600 - 50 8.3% 550 745.1183.489507 Fed Equit Sharing Rev - - - 0.0% - 747.1181.483507 Pol K-9 Donations 300 1,500 1,550 516.7% (1,250) 747.1181.489307 Police Dog Training Receipts - - - 0.0% - 748.1184.489307 Misc Revenue - Law Enforc Trust Immobil 600 - - 0.0% 600

Total Police Dept 1,162,479 109,048 313,065 26.9% 849,414 Fire Department

100.1200.487001 Ambulance Billing - 10 20 0.0% (20) 100.1200.491009 Reimbursements-Fire Dept 1,000 - 714 71.4% 286 217.1200.487001 Ambulance Billing 529,460 45,191 229,288 43.3% 300,172 217.1200.489305 Ems Misc Receipts 2,000 - 1,500 75.0% 500 749.1280.483007 Special Donations - Fire Dept. 2,500 - - 0.0% 2,500 750.1281.484007 Refundable Deposit - Fire Dept Guarant. 1,000 150 150 15.0% 850

Total Fire Dept 535,960 45,351 231,672 43.2% 304,288Recreation Dept

100.3300.483007 Rec Dept Donations - - - 0.0% - 100.3300.485003 Rec Dept Rental Receipts 12,740 179 1,557 12.2% 11,183 100.3300.491007 Rec Dept Reimbursements - - 1,458 0.0% (1,458) 100.3320.489307 Pool Misc Receipts - - 210 0.0% (210) 100.3321.462503 Learn To Swim Receipts 8,720 12,568 12,628 144.8% (3,908) 100.3322.462503 Pool Misc Prog Receipts 10,050 2,668 3,733 37.1% 6,318 100.3340.462503 Youth Summer Camp Rec 211,421 31,314 87,738 41.5% 123,683 100.3341.462503 Blue Ribbon Prog Receipts 14,212 3,782 8,618 60.6% 5,594 100.3346.462503 Youth Clinic Receipts 40,520 10,040 68,929 170.1% (28,409) 100.3359.462503 Youth Sports Programs Rec 54,000 3,507 51,900 96.1% 2,101 100.3375.462503 Adult Misc Prog Rec 2,500 - - 0.0% 2,500 100.3382.489307 Special Event/July 4 Receipts 5,000 480 2,843 56.9% 2,157 100.3383.489003 Bicentennial Event Rev & Donations - - - 0.0% -

Subtotal Parks & Rec 359,163 64,538 239,613 66.7% 119,550

Solon Department of Finance Monthly Financial Summary - June 2021

5 of 99

Exhibt A

Estimated Monthly Actual % RemainingCity of Solon Finance Department2019 Summary of Revenue by Department / Fund * As of May 31, 2021 Revenue Revenue Revenue Collected Estimate100.3400.462003 CC Annual Pass Sales 347,405 32,731 109,523 31.5% 237,882 100.3400.462303 CC Daily Admissions 18,080 12 12 0.1% 18,068 100.3400.469003 Gift Certificates Sold 340 - (2) -0.5% 342 100.3400.469100 Gift Certificates Redeemed - - - 0.0% - 100.3400.489103 CC Concession & Vending Sales 30,000 6 6 0.0% 29,994 100.3430.462503 CC After School Prgm Rcpts 102,200 - 23,762 23.3% 78,438 100.3440.462203 CC Gymnasium Receipts 7,500 100 270 3.6% 7,230 100.3445.462403 CC Fitness Receipts 40,000 759 5,188 13.0% 34,812 100.3460.489003 CC Banquet Hall Receipts 87,270 6,629 20,606 23.6% 66,665 100.3470.455003 CC Childcare Receipts 7,000 - - 0.0% 7,000 100.3490.483003 CC Donations - - - 0.0% - 100.3490.489303 CC Programs Receipts 21,610 (2,274) (24,409) -112.9% 46,019

Subtotal Community Center 661,405 37,962 134,955 20.4% 526,450 Total Recreation 1,020,568 102,500 374,568 36.7% 646,000

267.3394.483005 Donations - Homedays Festival 10,000 500 500 5.0% 9,500 267.3394.485001 Rental Receipts - Homedays Festival 5,000 625 1,075 21.5% 3,925 267.3394.489303 Misc Revenue - Homedays Festival 25,000 - - 0.0% 25,000 267.9400.492108 Transfers In From Gen Fund 25,000 - 15,000 60.0% 10,000

Total Homedays Festival 65,000 1,125 16,575 25.5% 48,425Senior Services Dept

100.3511.455003 Van Consortium Revenue 480 - - 0.0% 480 100.3511.462503 Activity Fees - Senior Programs 63,470 1,843 30,447 48.0% 33,023 100.3511.483007 Senior Services Donations - - - 0.0% - 100.3511.485003 Sen Ctr Bldg Rental 1,000 20 60 6.0% 940 100.3511.489307 Misc Revenue - Seniors 10 - - 0.0% 10 100.3511.489407 Admission & Memberships - Senior Program 8,200 120 290 3.5% 7,910 100.3511.489607 Sen Newsletter Receipts 2,170 - 750 34.6% 1,420 100.3511.491009 Senior Serv Fund Reimbursements - - - 0.0% - 100.3512.462503 Activity Fees - Senior Fitness Program 23,800 320 3,528 14.8% 20,272 100.3513.462503 Activity Fees - Senior Luncheons - - - 0.0% - 100.3514.462503 Activity Fees - Senior Trips 31,400 - - 0.0% 31,400

Total Senior Services 130,530 2,303 35,075 26.9% 95,455 757.3590.483007 Special Donations - Senior Services 6,900 - 178 2.6% 6,722 757.3590.483107 Benevolent Fund Receipts 1,000 - 1,000 100.0% -

Total Senior Donations 7,900 - 1,178 14.9% 6,722 Center For The Arts

100.3850.456002 Arts Center Misc Receipts - 15 80 0.0% (80) 100.3850.469002 Gift Certificates Sold - - - 0.0% - 100.3850.483002 Arts Center Donations 400 - - 0.0% 400 100.3850.485002 Arts Center Facility Rental 2,000 1,378 2,280 114.0% (280) 100.3851.462502 Misc Program Receipts - - - 0.0% - 100.3852.462502 Visual Art Show Receipts 1,500 - 438 29.2% 1,063 100.3852.462602 Visual Art Education Receipts 40,000 5,316 30,299 75.7% 9,701 100.3853.462502 Music Show Receipts 1,850 460 1,310 70.8% 541 100.3853.462602 Music Education Receipts 125,000 3,362 30,359 24.3% 94,641 100.3853.462702 Spo Receipts 1,500 25 335 22.3% 1,165 100.3854.462502 Theater Show Receipts 20,000 275 9,859 49.3% 10,142 100.3854.462602 Theater Education Receipts 24,990 7,028 18,793 75.2% 6,197 100.3855.462502 Dance Show Receipts 13,350 794 9,499 71.2% 3,851 100.3855.462602 Dance Education Receipts 65,000 6,014 32,332 49.7% 32,668 100.3856.462602 Arts4Kids Education Receipts 100,000 1,508 33,689 33.7% 66,311 100.3857.462502 Focus Receipts 460 230 280 60.9% 180 100.3857.462602 Special Event Receipts 200 - 145 72.5% 55

Total Center For The Arts 396,250 26,406 169,697 42.8% 226,553 Planning Department


6 of 99

Exhibt A

Estimated Monthly Actual % RemainingCity of Solon Finance Department2019 Summary of Revenue by Department / Fund * As of May 31, 2021 Revenue Revenue Revenue Collected Estimate100.4200.491009 Reimbursements - Planning Dept - - - 0.0% - 100.4250.462006 Variance & Zoning Fees 6,200 435 2,535 40.9% 3,665

Total Planning Dept 6,200 435 2,535 40.9% 3,665 Business Development

100.4330.489305 Misc Receipts - Development Board - 2,300 2,500 0.0% (2,500) Total Business Development - 2,300 2,500 (2,500) Economic Incentive

263.4280.489307 Ent Zone Program Rec 3,100 - - 0.0% 3,100 263.4280.489407 Job Creation Program Rec 4,300 - - 0.0% 4,300 263.4280.489507 Grip Receipts 2,000 - 500 25.0% 1,500 263.9400.492108 Transfer In 2,850,000 - 2,850,000 100.0% -

Total Economic Incentive 2,859,400 - 2,850,500 99.7% 8,900 Building Department

100.4400.456005 Dept Sales - Building Department 2,100 200 1,600 76.2% 500 100.4400.459005 Inspection Fees - Building Dept 500 - - 0.0% 500 100.4400.462106 Bldg Contractor Regist. - Bldg Dept 88,100 4,380 50,465 57.3% 37,635 100.4400.462206 Building Permits - Building Dept 489,200 45,860 210,427 43.0% 278,773 100.4400.462306 Water Taps - Building Dept 300 - 100 33.3% 200 100.4400.462406 Arch. Bd Of Review Fees - Bldg Dept - - - 0.0% - 100.4400.462506 Rental Occupancy Permits 56,000 200 4,440 7.9% 51,560 100.4400.462706 Tower/Antenna Fee - Building Dept - - - 0.0% - 100.4400.462906 Sign, Fence, Misc Permits- Bldg Dept 27,500 2,316 10,721 39.0% 16,779

Total Building Dept 663,700 52,956 277,753 41.8% 385,947 753.4480.484007 Refundable Deposit - Building Guaranteed 8,000 - 4,500 56.3% 3,500 753.4481.484007 Refundable Deposit - Antenna Review Depo 2,000 - 500 25.0% 1,500 753.4482.484007 Refundable Deposit - Zoning/Compliance D - - - 0.0% -

Total Building Deposits 10,000 - 5,000 50.0% 5,000 Engineering Department

100.4500.456005 Dept Sales - Engineering Dept 31,800 2,115 9,321 29.3% 22,479 100.4500.459005 Inspection Fees - Engineering Dept 34,700 900 5,300 15.3% 29,400 100.4500.491009 Reimbursements-Engineering 4,100 - - 0.0% 4,100 100.4500.491109 Inspection Reimbursements - - 68,868 0.0% (68,868) 100.4500.495009 Eng Cap Proj Reimbursements 395,000 31,588 119,609 30.3% 275,391

Total Engineering 465,600 34,603 203,098 43.6% 262,502 Infrastructure Fund

400.7000.410000 Income Tax Collections 8,788,175 996,867 3,728,828 42.4% 5,059,347 400.7000.410001 Income Tax- Individual 1,063,150 124,667 366,995 34.5% 696,155 400.7000.410002 Income Tax- Net Profit 1,509,300 262,349 705,356 46.7% 803,944 400.7000.410003 Income Tax- Penalty & Int 70,525 7,009 47,806 67.8% 22,719 400.7000.410004 Income Tax- Utility Muni Net Profit 18,375 - 2,780 15.1% 15,595 400.7000.410200 Income Tax Retainer Refund 210,510 213,329 213,329 101.3% (2,819) 400.7000.428004 Assistance/Grants-Various 1,200,000 - 672 0.1% 1,199,329 400.7000.430102 Briar Hill Special Assessments 20,900 - 12,005 57.4% 8,895 400.7000.465405 Infrastructure Constr. Fee - Capital Imp - - - 0.0% - 400.7000.473005 Owda Receipts - - - 0.0% - 400.7000.489305 Misc Receipts - Capital Improvements - - - 0.0% - 400.7000.491009 Reimbursements 65,500 - 484 0.7% 65,016 400.7000.491109 Restitution Receipts - - - 0.0% - 400.7000.491309 Reimb From Cleveland Water 100,000 - - 0.0% 100,000

Total Fund 400 13,046,435 1,604,221 5,078,253 38.9% 7,968,182 702.6104.484005 Inspection Deposits754.4580.484007 Refundable Deposit - Engineering Guarant 119,000 6,500 56,227 47.2% 62,773

Total Misc Eng Funds 119,000 6,500 56,227 62,773


7 of 99

Exhibt A


Service Department100.5600.489005 Arboretum Receipts - - - 0.0% - 100.5600.489305 Misc Receipts - Service Department 27,000 - 17,064 63.2% 9,936 100.5600.489405 County Landfill Fee - 241 727 0.0% (727) 100.5600.489607 Service Dept. Training Receipts - - - 0.0% - 100.5600.491009 Reimbursements-Service Dept 9,200 - 626 6.8% 8,574 100.5600.491019 Solid Waste Disposal Reimbursement - - - 0.0% - 100.5617.457005 Cemeteries 45,440 3,901 20,409 44.9% 25,031 100.5645.489105 Recycling Bag Receipts - - - 0.0% - 100.5645.489205 Compost/Mulch Sales Receipts 3,400 3,605 8,040 236.5% (4,640) 100.5645.489305 Recycling Materials Receipts 6,300 - 2,100 33.3% 4,200

Total Service Department 91,340 7,747 48,965 53.6% 42,375 Tree Planting

211.6105.484007 Refundable Deposit - Tree Planting 2,000 - 1,150 57.5% 850 Total Fund 211 - Tree Deposits 2,000 - 1,150 57.5% 850 Misc General Fund Accounts

100.7000.410000 Income Tax Collections 26,364,525 2,990,601 11,186,484 42.4% 15,178,041 100.7000.410001 Income Tax- Individual 3,189,450 374,001 1,100,984 34.5% 2,088,466 100.7000.410002 Income Tax- Net Profit 4,527,900 787,048 2,116,067 46.7% 2,411,833 100.7000.410003 Income Tax- Penalty & Int 211,575 21,028 143,418 67.8% 68,157 100.7000.410004 Income Tax- Utility Muni Net Profit 55,125 - 8,340 15.1% 46,785 100.7000.410200 Income Tax Retainer Refund 630,450 639,986 639,986 101.5% (9,536) 100.7000.411001 Real Estate Property Tax 2,185,495 - 1,180,332 54.0% 1,005,163 100.7000.411101 Property Tax Rollback/Homestead 277,251 - 117,443 42.4% 159,808 100.7000.412001 Tang Personal Property Tax - - - 0.0% - 100.7000.415003 Amusement Tax 68,100 - 21,861 32.1% 46,239 100.7000.416003 Lodging Tax 230,700 3,373 54,396 23.6% 176,304 100.7000.421104 Local Gov State (7069) 135,000 9,372 47,777 35.4% 87,223 100.7000.421204 Local Gov County Auditor 181,800 17,276 77,800 42.8% 104,000 100.7000.422004 Inheritance Tax - - - 0.0% - 100.7000.423004 Cigarette Tax 370 - - 0.0% 370 100.7000.424004 Liquor Permits (066) 33,200 - 3,207 9.7% 29,993 100.7000.451005 Alarm Monitoring 13,690 420 3,950 28.9% 9,740 100.7000.461007 Court Fines Cost & Forfeit. 237,760 19,216 106,317 44.7% 131,443 100.7000.464006 Misc Permits & License Fees 4,700 10 70 1.5% 4,630 100.7000.482000 Interest Income 375,000 10,981 143,877 38.4% 231,123 100.7000.483007 Spec Donations To Gen Fund - - - 0.0% - 100.7000.485105 Rental Fees Historical Society Bldg - - - 0.0% - 100.7000.489007 Misc Revenue Equip Sales 45,200 60,822 94,614 209.3% (49,414) 100.7000.489305 Misc Receipts - General Government 1,200 - 1,039 86.6% 161 100.7000.491009 Reimbursements-City Admin 12,700 59 2,729 21.5% 9,971 100.7000.491209 Solon Foundation Reimbursement - - - 0.0% - 100.7000.491409 Refund - Workers Comp - - - 0.0% - 100.7000.491509 Property Tax Refunds - - - 0.0% - 100.7010.491009 Reimbursements - - - 0.0% - 100.4800.489305 Misc Receipts - Beautification Art Prog - - - 0.0% - 100.7300.456005 Dept Sales - Finance Department - - - 0.0% - 100.7300.485005 Rental Receipts - Finance Department - - - 0.0% - 100.7300.491000 Reimb For Jedd Expenses - Finance Depart 3,100 - 2,211 71.3% 889 100.7400.491009 Reimbursements-Legal Dept 40,000 - 10,000 25.0% 30,000 100.7300.491200 Ccog Revenue Sharing - - - 0.0% - 100.7610.461106 Application Fees - Civil Service Comm 2,500 3,140 3,180 127.2% (680) 100.7900.489305 Healthy Solon Receipts - - - 0.0% - 100.7900.491009 Court Ordered Restitution - - - 0.0% - 100.7900.491309 Sig Of Solon St Lt Reimb 27,000 - 11,048 40.9% 15,952


8 of 99

Exhibt A

Estimated Monthly Actual % RemainingCity of Solon Finance Department2019 Summary of Revenue by Department / Fund * As of May 31, 2021 Revenue Revenue Revenue Collected Estimate100.7900.495309 Utility Reimbursements 575,600 22,699 270,598 47.0% 305,002 100.9400.492509 Transfer In - - - 0.0% -

Total Misc General Fund 39,429,391 4,960,032 17,347,727 44.0% 6,903,624 101.9400.492108 Transfer In - - - - - 201.6101.425002 Gasoline Tax (68) - Street Maintenance 1,098,600 104,475 465,130 42.3% 633,470 201.6101.426002 Vehicle License Tax (051) - Street Maint 201,500 16,914 91,498 45.4% 110,002 201.6101.482000 Interest Income 500 57 769 153.9% (269) 202.6102.425002 Gasoline Tax (68) - State Highway 89,100 8,471 37,713 42.3% 51,387 202.6102.426002 Vehicle License Tax (051) - State Hwy 16,300 1,371 7,419 45.5% 8,881 202.6102.482000 Interest Income 40 5 71 177.0% (31) 204.7000.411001 Real Estate Property Tax 542,700 - 236,066 43.5% 306,634 204.7000.411101 Property Tax Rollback/Homestead 63,532 - 23,489 37.0% 40,043 204.7000.412001 Tang Personal Property Tax - - - 0.0% - 204.9400.492108 Transfers In - - - 0.0% - 205.7000.411001 Real Estate Property Tax 814,050 - 472,133 58.0% 341,917 205.7000.411101 Property Tax Rollback/Homestead 95,298 - 46,977 49.3% 48,321 205.7000.412001 Tang Personal Property Tax - - - 0.0% - 205.9400.492108 Transfer In - - - 0.0% -

Subtotal Misc Funds 2,921,620 131,293 1,381,265 47.3% 1,540,355 Cable TV Fund

209.7630.464304 Franchise Fees - Cable Tv 365,600 - 99,772 27.3% 265,828 209.7630.464404 Contract Award Fees - Cable Tv - - - 0.0% - 209.7630.482000 Interest Income 2,000 59 796 39.8% 1,204 209.7630.487004 Penalties - - - 0.0% - 209.7630.491007 Reimbursements - Cable Tv - - - 0.0% -

Total Fund 209 367,600 59 100,568 27.4% 267,032 PACE Assessment Fund

270.7900.430000 Special Assessments 9,190 - 4,593 50.0% 4,597 Total Fund 270 9,190 - 4,593 50.0% 271,629 Solon Coronavirus Relief Fund

271.7000.441000 Coronavirus Relief Aid 4,593 - 4,593 - 4,597 TOTAL FUND 271 - - 213,106 0.0%Bond Retirement Fund

300.7000.411001 Real Estate Property Tax 109,275 - 59,010 54.0% 50,265 300.7000.411101 Property Tax Rollback/Homestead 13,863 - 5,871 42.4% 7,992 300.7000.412001 Tang Personal Property Tax - - - 0.0% - 300.7000.430002 Special Assessment Receipts 363,500 - 123,834 34.1% 239,666 300.7000.463003 Restr. Sewer Permit Fees 1,500 - 1,244 82.9% 256 300.7000.471006 Bond Proceeds - - - 0.0% - 300.7000.472006 Ban (Note) Proceeds - - - 0.0% - 300.7000.491009 Reimburesments- Bond Issues - - - 0.0% - 300.9400.492108 Transfers In - - - 0.0% -

Total Fund 300 488,138 - 189,959 38.9% 298,179 Safety & Service Equip Levy

421.7000.411001 Real Estate Property Tax Levy 408,700 - 222,166 54.4% 186,534 421.7000.411101 Property Tax Rollback/Homestead 39,100 - 19,523 49.9% 19,577 421.7000.412001 Tang Personal Prop Tax Levy - - - 0.0% - 421.7000.472006 Ban (Note) Proceeds - - 353,993 0.0% (353,993) 421.7000.489305 Misc Receipts Saf/Serv Equip - - - 0.0% - 421.9400.492307 Transfer-In 260,000 - 260,000 100.0% -

Total Fund 421 707,800 - 855,682 120.9% (147,882) Facility Maint& Repair Fund

435.7000.472006 Ban (Note) Proceeds - - - 0.0% - 435.7000.491000 Misc Reimbursements 90,000 - 87,490 97.2% 2,510 435.9400.492108 Transfers In - - - 0.0% -


9 of 99

Exhibt A


Total Fund 435 90,000 - 87,490 97.2% 2,510 General Capitalimprovement

491.7000.441004 Fema Grant - - - 0.0% - 491.7000.441006 State Assistance/Grants - - - 0.0% - 491.7000.472006 Ban (Note) Proceeds - - - 0.0% - 491.7000.482506 Interest From Gross Bldrs - - - 0.0% - 491.7000.487007 Sale Of Land - - - 0.0% - 491.7000.489305 Misc Receipts - General Government - - - 0.0% - 491.7000.490009 Jedd Revenue Receipts 80,000 - 60,167 75.2% 19,833 491.7000.491005 Reimbursements - Capital Improvements - - 25,000 0.0% (25,000) 491.9400.492107 Transfers-In 140,000 - 140,000 100.0% -

Total Fund 491 220,000 - 225,167 102.3% (5,167) Waste Water Treament Fund

511.5100.465001 Sewer Surcharges Wr Dept 525,000 267 66,995 12.8% 458,005 511.5100.465101 Sewer Usage Charges Wr Dept 4,827,000 19,823 1,922,009 39.8% 2,904,991 511.5100.482000 Interest Income 39,150 1,128 13,877 35.4% 25,273 511.5100.489103 Internal Service Charges - - - 0.0% - 511.5100.489303 Misc Receipts Wr Dept 31,800 - 5,722 18.0% 26,078 511.5100.491005 Reimbursements Wr Dept 3,000 146 390 13.0% 2,610 511.5100.491105 Employee Health Contributions - - - 0.0% -

Total Fund 511 5,425,950 21,364 2,008,993 37.0% 3,416,957 Sewer Plant R &I Fund

512.5150.465201 Tap-In Fees - Treatment R & I 30,300 - 22,905 75.6% 7,395 512.5150.465301 Telemetering Fee - Treatment R & I - - - 0.0% - 512.5150.482000 Interest Income 45,000 629 8,505 18.9% 36,495 512.5150.489303 Misc Revenue - Treatment R & I - - - 0.0% - 512.9400.492108 Transfers-In - - - 0.0% -

Total Fund 512 75,300 629 31,410 41.7% 43,890 Grantwood Golfcourse

550.5500.426103 Sales Tax - Grantwood 8,900 889 1,297 14.6% 7,603 550.5500.482002 Interest Income - Grantwood 2,850 111 1,446 50.7% 1,404 550.5500.489103 Gas Drilling Receipts - - - 0.0% - 550.5500.489303 Misc Revenue - Grantwood 8,900 2,847 4,603 51.7% 4,297 550.5500.489403 Ski Revenue 1,155 - 973 84.2% 182 550.5500.491005 Reimbursements - Grantwood 420 - 30 7.1% 390 550.5500.491105 Employee Health Contributions - - - 0.0% - 550.5500.499003 Misc Deposits - Grantwood 500 (102) (124) -24.7% 624 550.5510.464101 9 Hole Fees - Grantwood 189,867 28,903 60,849 32.0% 129,018 550.5510.464201 18 Hole Fees - Grantwood 200,000 27,495 79,951 40.0% 120,049 550.5510.464303 Rain Checks Issued (4,500) 815 1,864 -41.3% (6,364) 550.5510.464313 Rain Checks Redeemed 5,880 (305) (385) -6.4% 6,265 550.5510.464601 Golf Lessons - - - 0.0% - 550.5510.464701 Golf Clinics 30,000 11,542 25,881 86.3% 4,119 550.5515.464601 Driving Range Receipts 200,300 27,381 94,421 47.1% 105,879 550.5515.484007 Refundable Deposit - Grantwood - - - 0.0% - 550.5530.426101 Sales Tax - Merchandise 18,795 2,731 5,759 30.6% 13,036 550.5530.456001 Merchandise Sales 53,905 6,145 12,747 23.6% 41,158 550.5530.489503 Gift Cards Issued 7,005 75 445 6.4% 6,560 550.5530.489513 Gift Cards Redeemed (6,720) (198) (579) 8.6% (6,141) 550.5530.489603 Gift Certificates Issued (Outings) 1,680 50 766 45.6% 914 550.5530.489613 Gift Cert. Redeemed (Outings) (1,995) (161) (228) 11.4% (1,767) 550.5540.456101 Beer & Wine Sales - Snack Bar 49,000 6,177 9,615 19.6% 39,385 550.5540.456201 Food Sales - Snack Bar 24,000 4,151 5,444 22.7% 18,556 550.5550.485201 Hand Cart Rentals - Grantwood 2,100 106 275 13.1% 1,825 550.5550.485301 Power Cart Rentals - Grantwood 147,315 20,482 41,125 27.9% 106,190


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Exhibt A

Estimated Monthly Actual % RemainingCity of Solon Finance Department2019 Summary of Revenue by Department / Fund * As of May 31, 2021 Revenue Revenue Revenue Collected Estimate550.5580.485001 Rental Receipts - Grantwood 40,000 2,450 5,850 14.6% 34,150 550.5580.485401 Party Set-Ups - Grantwood 3,300 705 1,505 45.6% 1,795

Total Fund 550 982,657 142,290 353,530 36.0% 629,127 Workers Compensation Fund

601.7900.491009 Workers Comp Reimbursements - - - 0.0% - 601.9400.492108 Transfers-In 150,000 - 150,000 100.0% -

Total Fund 601 150,000 - 150,000 100.0% - Employee Self Insurance Fund

605.7900.491100 Employee Contributions 237,500 - 44,759 18.8% 192,741 605.7900.495200 Employer Contribution 4,512,500 376,042 1,880,210 41.7% 2,632,290 605.7900.491000 Reimbursements 20,000 10,192 25,663 128.3% (5,663) 605.9400.492100 Transfer In From Gen. Fund - - - 0.0% -

Total Fund 605 4,770,000 386,234 1,950,632 40.9% 2,819,368 Misc 700 Funds

703.6106.482008 Interest Income - Cemetery Perpetual Care - - - 0.0% - 703.6106.489305 Misc Receipts - Cemetery Perpetual Care - - - 0.0% - 704.6107.490005 Uncashed Cks - Unclaimed Money 500 - (200) -39.9% 700 705.7000.489307 Misc Deposits - - - 0.0% - 751.7300.484007 Refundable Deposit - Finance Dept - - - 0.0% - 756.7000.483007 Special Donations - - - 0.0% - 760.7000.483007 Donations - Blue Heron Fund - - - 0.0% - 761.4800.483007 Special Donations - Beautification Fund - - - 0.0% - 771.9400.492008 Transfers-In 300,000 - 250,000 83.3% 50,000 791.7350.414102 Jedd Income Tax Receipts 144,600 68,017 143,971 99.6% 629 791.7965.482000 Interest Earned - JEDD 50 1 2 4.5% 48

Total Misc 700 Funds 445,150 68,018 393,774 88.5% 51,376 76,665,558 7,705,412 34,756,392 45.3% 41,909,166

* Unaudited cash basis results (YTD).GRAND TOTAL ALL FUNDS


11 of 99

Exhibit BCity of Solon Finance Department Current Current Year Current Year Current Current YTD YTD Current Year2020 Expenditure Budget Summary * Year Month-to-date Year-to-date Expend Year Combined % UnencumberedAs of May 31, 2021 Appropriations Expenditures Expenses Percent Encumbrances Expenditures Obligated Amount

GENERAL FUND -100Police & Corr Salaries $7,742,886 $565,847 $2,868,596 37.00% $13,409 $2,882,004 37.20% $4,860,882Police & Corr Other $1,334,407 $109,209 $566,021 42.40% $603,037 $1,169,058 87.60% $165,349Total Police Dept $9,077,293 $675,056 $3,434,616 37.80% $616,446 $4,051,062 44.60% $5,026,231Fire Dept Salaries $7,184,538 $550,713 $2,810,444 39.10% $5,628 $2,816,072 39.20% $4,368,466Fire Dept Other $288,000 $12,643 $80,218 27.90% $44,985 $125,204 43.50% $162,796Total Fire Dept $7,472,538 $563,356 $2,890,663 38.70% $50,613 $2,941,276 39.40% $4,531,262Recreation Pay $2,066,148 $102,813 $492,978 23.90% $0 $492,978 23.90% $1,573,170Recreation Other $890,104 $34,781 $116,725 13.10% $228,809 $345,533 38.80% $544,571Total Recreation $2,956,252 $137,594 $609,702 20.60% $228,809 $838,511 28.40% $2,117,741Seniors Services Salaries $667,094 $49,514 $245,742 36.80% $0 $245,742 36.80% $421,352Senior Services Other $248,135 $12,001 $42,557 17.20% $141,320 $183,877 74.10% $64,258Total Senior Services $915,229 $61,515 $288,300 31.50% $141,320 $429,620 46.90% $485,609Arts Center Salaries $790,935 $53,608 $257,100 32.50% $0 $257,100 32.50% $533,835Arts Center Other $157,250 $1,654 $23,629 15.00% $44,752 $68,382 43.50% $88,868Total The Arts Center $948,185 $55,262 $280,730 29.60% $44,752 $325,482 34.30% $622,703Planning & Boards Salaries $523,049 $40,381 $195,178 37.30% $375 $195,553 37.40% $327,496Planning & Boards Other $62,450 $186 $14,401 23.10% $14,040 $28,440 45.50% $34,010Total Planning Department $585,499 $40,566 $209,578 35.80% $14,415 $223,993 38.30% $361,506Economic Development Salaries $181,687 $13,874 $69,022 $0 $0 $69,022 38.00% $112,665Econimc Development Other $105,500 $7,055 $19,342 $0 $23,697 $43,039 40.80% $62,461Total Business Dev & Mktg $287,187 $20,930 $88,364 $0 $23,697 $112,061 $0 $175,126Building Dept Salaries $188,183 $14,877 $76,125 40.50% $375 $76,500 40.70% $111,683Building Dept Other $270,370 $13,815 $53,382 19.70% $132,765 $186,147 68.80% $84,223Total Building Department $458,553 $28,692 $129,507 28.20% $133,140 $262,647 57.30% $195,906Engineering Dept Salaries $1,204,617 $83,585 $407,307 33.80% $2,600 $409,907 34.00% $794,710Engineering Dept Other $99,190 $2,238 $12,739 12.80% $6,006 $18,744 18.90% $80,446Total Engineering Dept $1,303,807 $85,823 $420,046 32.20% $8,606 $428,652 32.90% $875,155Service Dept Salaries $5,124,203 $371,871 $1,971,122 38.50% $25,472 $1,996,594 39.00% $3,127,609Service Other $1,978,880 $132,964 $766,241 38.70% $638,634 $1,404,875 71.00% $574,005Total Service Department $7,103,083 $504,835 $2,737,363 38.50% $664,106 $3,401,469 47.90% $3,701,614Council Salaries $221,088 $17,042 $84,679 38.30% $0 $84,679 38.30% $136,409Council Other $34,000 $2,163 $5,543 16.30% $5,664 $11,207 33.00% $22,793Total City Council $255,088 $19,205 $90,222 35.40% $5,664 $95,886 37.60% $159,202


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Exhibit BCity of Solon Finance Department Current Current Year Current Year Current Current YTD YTD Current Year2020 Expenditure Budget Summary * Year Month-to-date Year-to-date Expend Year Combined % UnencumberedAs of May 31, 2021 Appropriations Expenditures Expenses Percent Encumbrances Expenditures Obligated AmountMayor's Office Salaries $293,503 $22,929 $116,067 39.50% $0 $116,067 39.50% $177,436Mayor's Office Other $18,100 $247 $4,593 25.40% $559 $5,152 28.50% $12,948Total Mayor'S Office $311,603 $23,176 $120,659 38.70% $559 $121,219 38.90% $190,384Finance Dept Salaries $608,923 $51,370 $253,381 41.60% $0 $253,381 41.60% $355,542Finance Dept Other $1,889,400 $168,678 $685,555 36.30% $25,389 $710,945 37.60% $1,178,455Total Finance Department $2,498,323 $220,048 $938,936 37.60% $25,389 $964,325 38.60% $1,533,998Law Dept & Prosecutor Salaries $159,033 $13,252 $66,261 41.70% $0 $66,261 41.70% $92,772Law Dept & Prosecutor Other $226,500 $22,229 $87,514 38.60% $98,460 $185,974 82.10% $40,526Total Law Dept & Prosecutr $385,533 $35,482 $153,776 39.90% $98,460 $252,235 65.40% $133,298Human Resources Salaries $171,473 $9,271 $51,596 30.10% $0 $51,596 30.10% $119,877Human Resources Other $15,700 $254 $2,230 14.20% $13,358 $15,587 99.30% $113Total Human Resources $187,173 $9,525 $53,825 28.80% $13,358 $67,183 35.90% $119,990Information Tech Salaries $229,334 $17,805 $89,271 38.90% $0 $89,271 38.90% $140,063Information Tech Other $109,225 $4,065 $67,775 62.10% $11,774 $79,550 72.80% $29,675Total Info Tech Dept $338,559 $21,870 $157,046 46.40% $11,774 $168,820 49.90% $169,739Civil Service Personal Service $17,318 $304 $3,591 20.70% $0 $3,591 20.70% $13,727Civil Service Other $32,770 $0 $5,829 17.80% $2,900 $8,729 26.60% $24,041Total Civil Service $50,088 $304 $9,420 18.80% $2,900 $12,320 24.60% $37,768Facility Mgt Salaries $544,159 $37,876 $198,655 36.50% $0 $198,655 36.50% $345,504Facility Mgt Other $458,650 $83,073 $193,555 42.20% $224,606 $418,161 91.20% $40,489Total Facility Management $1,002,809 $120,949 $392,210 39.10% $224,606 $616,816 61.50% $385,993General Admin Salaries $231,074 $17,345 $93,932 40.70% $405 $94,337 40.80% $136,737General Administration Other $3,447,100 $262,053 $1,103,271 32.00% $1,829,818 $2,933,090 85.10% $514,010Total General Administration $3,678,174 $279,398 $1,197,203 32.50% $1,830,223 $3,027,427 82.30% $650,747Total Personal Services $28,149,245 $2,020,403 $10,282,024 36.53% $48,263 $10,330,287 36.70% $17,637,271Total Other Expenditures $11,665,731 $862,253 $3,831,778 32.85% $4,066,877 $7,898,655 67.71% $3,661,576Total Operating Expenditures $39,814,976 $2,882,656 $14,113,802 35.45% $4,115,140 $18,228,942 45.78% $21,298,847


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Exhibit BCity of Solon Finance Department Current Current Year Current Year Current Current YTD YTD Current Year2020 Expenditure Budget Summary * Year Month-to-date Year-to-date Expend Year Combined % UnencumberedAs of May 31, 2021 Appropriations Expenditures Expenses Percent Encumbrances Expenditures Obligated AmountTrans To Fund 101 0 0 0 0% 0 0 0% 0Trans To Fund 263 2,850,000 0 2,850,000 100% 0 2,850,000 100% 0Trans To Homedays 267 Fd 15,000 0 15,000 100% 0 15,000 100% 0Trans To S/S Equip 421 Fd 260,000 0 260,000 100% 0 260,000 100% 0Trans To Fund 435 Facility Repair 0 0 0 0% 0 0 0% 0Trans To Cap Imp 491 Fd 140,000 0 140,000 100% 0 140,000 100% 0Trans To Work/Comp 601 Fd 150,000 0 150,000 100% 0 150,000 100% 0Trans To Fund 605 0 0 0 0% 0 0 0% 0Trans To Fund 771 250,000 0 250,000 100% 0 250,000 100% 0Total Transfers Out 3,665,000 0 3,665,000 100.0% $0 $3,665,000 100.0% $0Total - General Fund 43,479,976 2,882,656 17,778,802 40.89% 4,115,140 21,893,942 0.0% 21,298,847Street Const Maint & Rep - 201S. C. M. & R. Salaries 1,046,325 81,288 406,438 38.8% - 406,438 38.8% 639,888S. C. M. & R. Other 348,775 27,095 135,475 38.8% - 135,475 38.8% 213,300Total S. C. M. & R. Fund 1,395,100 108,383 541,913 38.8% - 541,913 38.8% 853,188State Highway Fund- 202Total State Highway Fund 115,940 8,450 46,250 39.9% - 46,250 39.9% 69,690Police Pension Fund - 204Total Police Pension Fund 987,036 69,129 346,473 35.1% - 346,473 35.1% 640,563Fire Pension Fund - 205Total Fire Pension Fund 1,507,009 113,358 567,576 37.7% - 567,576 37.7% 939,433Cable Tv Fund -209Total Cable Tv Fund 243,000 43,963 71,641 29.5% 35,494 107,135 44.1% 135,865Tree Planting Deposit - 211Total Tree Planting Fund 45,000 0 9,149 20.3% 352 9,501 21.1% 35,499Ambulance Billing Fund - 217Ambulance Salaries 457,486 30,215 163,291 35.7% - 163,291 35.7% 294,195Ambulance Other 169,274 9,193 43,000 25.4% 42,001 85,001 50.2% 84,273Total Ambulance Billing Fund 626,760 39,407 206,291 32.9% 42,001 248,292 39.6% 378,468


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Exhibit BCity of Solon Finance Department Current Current Year Current Year Current Current YTD YTD Current Year2020 Expenditure Budget Summary * Year Month-to-date Year-to-date Expend Year Combined % UnencumberedAs of May 31, 2021 Appropriations Expenditures Expenses Percent Encumbrances Expenditures Obligated AmountPolice Trainingclass - 240Police Training Personal Serv 0 0 0 0.0% - 0 0.0% 0Police Training Other 15,000 0 0 0.0% - 0 0.0% 15,000Total Police Training Fund 15,000 0 0 0.0% - 0 0.0% 15,000Pol/Correctionstraining - 241Pol/Corr Training Personal Ser 0 0 0 0.0% - 0 0.0% 0Pol/Corr Training Other 2,000 0 0 0.0% - 0 0.0% 2,000Total - Pol Training Class Fd 2,000 0 0 0.0% - 0 0.0% 2,000Police D.A.R.E.Fund- 242D.A.R.E. Wages 32,000 0 0 0.0% - 0 0.0% 32,000D.A.R.E. Other 9,000 0 0 0.0% - 0 0.0% 9,000Total - D.A.R.E. Fund 41,000 0 0 0.0% - 0 0.0% 41,000Economic Incentive Fund - 263Total - Economic Incentive Fnd 2,970,000 2,302,627 2,302,627 77.5% 25,000 2,327,627 78.4% 642,373Pol Dept Food Drive Fund - 264Total - Pol Food Drive Fund 0 0 0 0 - 0 0 0Homedays Festival Fund - 267Total - Home Days Festival 112,000 2,937 2,955 2.6% 7,695 10,650 9.5% 101,350PACE Assessment Fund - 270Total - PACE Assessment Fund 9,190 0 4,593 50.0% - 4,593 50.0% 4,597Solon Coronavirus Relief Fund - 271Total Solon Coronavirus Relief Fund 819 0 819 100.0% - 819 100.0% 0General Bond Retirement - 300Total - Gen Bond Retirement Fd 779,525 0 384,874 49.4% - 384,874 49.4% 394,651Infrastructure Capital Imp. - 400Total - Fund 400 18,119,200 649,234 953,258 5.3% 8,231,161 9,184,418 50.7% 8,934,782Safety & Service Capital - 421Total - Fund 421 956,548 0 524,081 54.8% 237,672 761,753 79.6% 194,795Facility Repair& Maint - ATotal - Fund 435 749,000 5,266 5,723 0.8% 199,473 205,196 27.4% 543,804Facility Repair& Maint -BTotal - Fund 476General Capitalimprov - 491


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Exhibit BCity of Solon Finance Department Current Current Year Current Year Current Current YTD YTD Current Year2020 Expenditure Budget Summary * Year Month-to-date Year-to-date Expend Year Combined % UnencumberedAs of May 31, 2021 Appropriations Expenditures Expenses Percent Encumbrances Expenditures Obligated AmountTotal - Fund 491 893,200 13,114 25,963 2.9% 171,440 197,403 22.1% 695,797Sewer Revenue Fund - 511Sewer Revenue Salaries 1,683,359 125,050 646,667 38.4% 4,326 650,992 38.7% 1,032,367Sewer Revenue Other 2,236,469 158,225 894,839 40.0% 502,137 1,396,976 62.5% 839,493Total - Fund 511 3,919,828 283,275 1,541,506 39.3% 506,463 2,047,969 52.2% 1,871,859Sewer Plant R &I Fund - 512Total - Fund 512 2,238,100 0 900 0.0% 8,398 9,298 0.4% 2,228,802 Forest Hills Water Loop - 517Total - Fund 517 0 0 0 0.0% - 0 0.0% 0Grantwood Fund-550Grantwood Salaries 532,527 40,442 156,423 29.4% 381 156,804 29.4% 375,723Grantwood Other 458,500 32,671 119,913 26.2% 165,147 285,061 62.2% 173,439Total - Fund 550 991,027 73,113 276,336 27.9% 165,529 441,865 44.6% 549,162Workers Comp Fund - 601Total - Fund 601 213,000 994 30,498 14.3% 27,380 57,878 27.2% 155,122Employee Self Insurnance Fund - 605Total - Fund 605 5,989,059 345,879 2,368,414 39.5% 113,095 2,481,509 41.4% 3,507,550Various 700 Funds (702 To 791)700 Funds Salaries 425,800 49,155 338,615 79.5% - 338,615 79.5% 87,185700 Funds Other 464,800 4,644 225,092 48.4% 825 225,917 48.6% 238,883Total 700 Funds 890,600 53,799 563,708 63.3% 825 564,533 63.4% 326,067Grand Total All Funds 87,288,917 7,016,512 28,642,712 32.8% 13,910,815 42,553,527 48.8% 44,735,390* Unaudited cash basis results (YTD).


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Exhibit CCity of Solon Finance Department Current Current Year Current Year Current Current YTD Current Current YearSummary of General Capital Expenditures Year Month-to-date Year-to-date Expend Year Combined Commit UnencumberedAs of May 31,2021 Appropriations Expenditures Expenses % Encumbrances Expenditures % AmountSafety & Service Cap Improv Fund (421)Police Vehicles 315,000 - - 0.0% 237,672 237,672 75.5% 77,328 Police Equipment 0.0%

Subtotal Police 315,000 - - 11.4% 237,672 237,672 11.4% 77,328 Fire Trucks ` - - 0.0% - - 0.0% - Fire Vehicles 29,000 - - 0.0% - - 0.0% 29,000

Subtotal Fire 29,000 - - 0.0% - - 0.0% 29,000 Service Dump Trucks - - - 0.0% - - 0.0% - Service Dept Vehicles - - - 0.0% - - 0.0% - Service Equipment 612,548 72,282 524,081 0.0% - 524,081 85.6% 88,467

Subtotal Service 612,548 72,282 524,081 85.6% - 524,081 33.4% 88,467 Total - Fund 421 956,548 72,282 524,081 54.8% 237,672 761,753 79.6% 194,795 Facility Repair & Maint Fund (435)Police Station Repair & Maint 160,000 - - 0.0% 44,544 44,544 115,456 Fire Station 1 Repair & Maint 200,000 - - 0.0% 126,550 126,550 63.3% 73,450 Community Ctr Repair & Maint 49,000 - - 0.0% - - 0.0% 49,000 Senior Center Repair & Maint - - - 0.0% 11,075 11,075 (11,075) Arts Center Repair & Maint 20,000 - - 0.0% - - 20,000 Grantwood Repair & Maint - - - 0.0% - - - Serivce Complex Repair & Maint - - - 0.0% - - - City Hall Interior Renovations 50,000 - - 0.0% 4,295 4,295 8.6% 45,705 Misc Facility Repair & Maint 195,000 5,266 5,266 0.0% 5,059 10,325 5.3% 184,675 Various LED Upgrades 75,000 - 457 0 7,950 8,407 0 66,593 Total - Fund 435 749,000 5,266 5,723 0.8% 199,473 205,196 27.4% 543,804


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Exhibit CCity of Solon Finance Department Current Current Year Current Year Current Current YTD Current Current YearSummary of General Capital Expenditures Year Month-to-date Year-to-date Expend Year Combined Commit UnencumberedAs of May 31,2021 Appropriations Expenditures Expenses % Encumbrances Expenditures % AmountGeneral Capital Improv Fund (491)Pol Dept Equipment 59,000 - - 0.0% - - 0.0% 59,000 Fire Dept Equipment 23,900 - 5,775 24.2% 6,604 12,379 51.8% 11,521 Recreation Pools-Other Equip.Recreation Equipment 25,000 1,718 1,718 6.9% 24,729 26,447 105.8% (1,447) Recreation Playground Equip.Senior Center Equipment - - - - 3,695 3,695 - (3,695) Arts Center Equipment 15,000 - - 0.0% - - 0.0% 15,000 Grantwood CapitalGrantwood Golf CartsService Dept Equipment 25,000 - - - 23,879 23,879 1 1,121 Capital Equipment 65,000 - - 0.0% 63,800 63,800 98.2% 1,200 Info Technology Systems 562,500 - 7,075 1.3% 44,030 51,105 9.1% 511,395 Info Technology Equipment 79,800 7,700 7,700 9.6% 8,398 16,099 20.2% 63,701 Info Technology Network 38,000 - - 0.0% - - 0.0% 38,000 Total - Fund 491 893,200 9,419 22,268 2.5% 175,135 197,403 22.1% 695,797 Total General Capital 2,598,748 86,966 552,072 21.2% 612,280 1,164,353 44.8% 1,434,396


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City of SolonYTD Fund Balance Summary *As of May 31, 2021 Exhibit D

Fund No.

Fund Name Beg Year

Balance ** Ytd Receipts Ytd Expense.

Unexp balance

Encumbrances Unencumbered Bal.

Rev vs Exp Change in Fund Bal.

100 General Fund 18,485,535 18,746,162 18,374,040 18,857,658 4,313,214 14,544,444 372,123 (3,941,091) 101 Budget Stabilization Fund 6,400,000 - - 6,400,000 - 6,400,000 - -

Combined General Fund 24,885,535 18,746,162 18,374,040 25,257,658 4,313,214 20,944,444 372,123 (3,941,091) 201 Street Maint & Repair 281,111 557,398 541,913 296,596 - 296,596 15,485 15,485 202 State Highway Fund 26,215 45,203 46,250 25,168 - 25,168 (1,047) (1,047) 204 Police Pension Fund 808,078 259,555 346,473 721,160 - 721,160 (86,918) (86,918) 205 Fire Pension Fund 672,964 519,110 567,576 624,498 - 624,498 (48,466) (48,466) 209 Cable TV Fund 286,536 100,568 138,753 248,351 39,399 208,952 (38,185) (77,584) 211 Tree Planting Deposits Fund 53,496 1,150 9,149 45,497 2,648 42,849 (7,999) (10,647) 217 Emergency Medical Serv Fund 466,201 230,788 210,516 486,473 42,507 443,966 20,272 (22,235) 240 Police Dept Training 39,055 - - 39,055 - 39,055 0 - 241 Police Corrections Training Class 4,150 - - 4,150 - 4,150 - - 242 D.A.R.E. Program 15,514 5,141 - 20,655 - 20,655 5,141 5,141 263 Economic Incentive Fund 410,257 2,850,500 2,415,467 845,291 43,160 802,130 435,033 391,873 264 Police Dept Food Drive Fund 451 - - 451 - 451 0 - 267 Homedays Festival 71,654 16,575 2,955 85,275 7,695 77,579 13,620 5,925 270 PACE Assessment Fund - 4,593 4,593 - - 0271 Solon Coronavirus Relief Fund 438,228 - 386,140 52,088 52,088 0300 Bond Retirement Fund 933,897 189,959 384,874 738,981 - 738,981 (194,915) (194,915) 400 Income Tax Cap Improv Fund 15,457,973 5,078,253 2,354,280 18,181,947 14,861,989 3,319,958 2,723,973 (12,138,016) 401 Citywide Traffic Signal Improv 170,469 - - 170,469 - 170,469 0 - 421 Service & Safety Equip Fund 300,962 855,682 584,060 572,583 237,672 334,912 271,621 33,950 435 Facility Maint & Repair Fund 1,694,731 87,490 164,657 1,617,564 458,062 1,159,502 (77,167) (535,229) 476 Old City Hall Renovation 17,744 - - 17,744 - 17,744 - - 491 General Capital Improv Fund 889,352 225,167 145,668 968,851 193,431 775,420 79,499 (113,932) 511 Sewer Revenue Fund 4,903,701 2,008,993 1,600,273 5,312,421 508,809 4,803,613 408,720 (100,088) 512 Sewer Plant R&I Fund 3,139,812 31,410 61,006 3,110,216 155,493 2,954,723 (29,596) (185,089) 517 Forest Hills Waterline Loop 8,603 - - 8,603 - 8,603 - - 550 Grantwood Park Fund 540,473 353,530 275,343 618,659 167,595 451,064 78,186 (89,409) 601 Workers Compensation Fund 329,620 150,000 30,498 449,122 27,380 421,742 119,502 92,122 605 Medical Self Insurance 3,128,070 1,950,632 2,370,539 2,708,163 113,095 2,595,067 (419,907) (533,003) 702 Inspection Deposit Fund 176,630 7,794 68,868 115,556 - 115,556 (61,074) (61,074) 703 Cemetery Endowment Fund 5,501 - - 5,501 - 5,501 0 - 704 Unclaimed Monies Fund 50,055 (200) - 49,855 - 49,855 (200) (200) 705 Guaranteed Deposit Fund 5,259 - - 5,259 - 5,259 0 - 720 Traffic Violations Fund - 18,927 18,927 - - 0 - - 731 D.A.R.E. Scholarship Fund 374 - - 374 - 374 0 - 740 Police Dept Donations 14,426 145 80 14,492 - 14,492 65 65 741 Comm Improve Corp (CIC) Fund 4,000 - - 4,000 - 4,000 0 - 743 Law Enforc Trst Drug Money 89,694 - - 89,694 - 89,694 - - 744 Law Enforc Trst OMVI 25,700 3,740 1,256 28,185 - 28,185 2,484 2,484 745 Law Enforc Trust Other 49,214 50 - 49,264 - 49,264 50 50 747 Police Dog Donation Fund 10,587 1,550 1,342 10,794 - 10,794 208 208 748 Law Enforc Trust Immobil. 12,420 - - 12,420 - 12,420 - - 749 Fire Dept Donations 10,543 - - 10,543 - 10,543 0 - 750 Fire Dept Guaranteed Deposits 10,360 150 500 10,010 - 10,010 (350) (350) 751 Finance Dept Guaranteed Dep 8,721 - - 8,721 - 8,721 0 - 753 Building Dept Guarant. Dep 186,010 5,000 1,800 189,210 1,000 188,210 3,200 2,200 754 Engineering Dept Guarant Dep 517,528 56,227 2,000 571,754 200 571,554 54,227 54,027 756 Special Donations Fund 3,664 - - 3,664 - 3,664 - - 757 Senior Services Donations 18,212 1,178 145 19,245 125 19,120 1,033 908 760 Blue Heron Donations 1,848 - - 1,848 - 1,848 - - 771 Accum. Leave & Contingncy 114,004 250,000 337,359 26,644 - 26,644 (87,359) (87,359) 791 JEDD Income Tax 67,436 143,974 131,430 79,979 - 79,979 12,544 12,544

Total All Funds 61,357,040 34,756,392 31,578,730 64,534,703 21,225,563 43,309,140 3,563,803 (17,609,672) * Unaudited cash basis results as of month-end

Total Operating Funds 38,303,810 27,989,857 27,705,351 38,588,316 5,317,592 33,270,724 670,646 (4,594,858) Total Capital Funds ** 21,671,044 6,278,001 3,309,671 24,639,374 15,906,646 8,732,728 2,968,330 (12,938,316)


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TO: Members of Council Finance Committee FROM: Matt Rubino, Director of Finance CC: Mayor Edward Kraus DATE: June 17, 2021 RE: Monthly Income Tax Collection Update – June 2021 Monthly Income Tax Overview The following monthly income tax collection summary includes all collections from December (2020) through May (2021) that were received by the City through June. All collection data are presented on a cash basis (Refer to Figure 1). The current monthly results of collections were as follows:

• Collections for the month totaled just under $4.9 million and were $2.1 higher than the same monthly collection period in 2020 - the difference is primarily a result of the difference in filing dates between this year (May 17th) and 2020 (July 15th)

• YTD gross income tax receipts collected totaled $24.3 million and are now running 7.7% above the 2020 YTD collections through the same period and 1.1% over the 2019 YTD

THE CITY OF SOLON FINANCE DEPARTMENT

34200 Bainbridge Road Solon, OH 44139-2955

Phone: (440) 349-6300 Fax: (440) 349-6320

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Solon Finance Committee June 21, 2021 Monthly Income Tax Update – June 2021

• Net collections (receipts less refunds issued) totaled $24.0 million and are now 9.0% above the net collections through the same period in 2020, the sharp drop in refunds from last year is driving the difference

• Net collections are running 1.5% over the collection trend for 2019 (refer to Figure 1) • Collections for withholding are down 1.2% when compared to 2020, the difference is

partially due to timing of payments of monthly withholding and the decrease in the collections received from several large withholders

• The current projection for withholding has improved from last month’s report and is now 3.4% below ($1.6 million) the 2021 estimate, the soft withholding numbers will be monitored closely in order to build out a reliable trend

• The other categories of individual and net profit are down 8.8% and up 9.1% respectively as compared to the 2019 receipts, some difference in individual is due to the timing of the filing dates for each of the tax years

• The net profit numbers are on track to meet the budget estimate and have benefited

from a large one-time payment ($240,000) received in the May distribution

• The YTD net revenue receipted by the General Fund and Infrastructure Fund totaled $18.0 million and $6.0 million respectively

Current Trends and Other Considerations

• Figure 2 provides the year over year change, as compared to 2019, in collections for each distribution, the trend for collections compared to that of 2019 is up by 1.4% for the first six months of collection, the comparison has improved now that the filing date has passed and equalized the comparison.

Figure 2

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• The monthly revenue from withholding showed signs of plateauing from the prior year monthly collection and is down by 1.2%, some of the difference could be related to timing of payments and the drop in payments from a few large employers

• The revenue from individual and net profit filings should exhibit some form of a rebound

once a stable recovery takes hold and tax payers return to reporting revenue and filing on time in lieu of filing extensions or entering into payment plans

• No formal changes have been made to the witholding provisions for businesses that have

employees working remotely (HB197), the withholding payments will continue to flow to the headquarter municipality, the current collection numbers do not include the impacts of changes in withholding policy or refunds related to work-from-home requests

• The Senate version of the State FY 2022 budget bill included a provision that would allow

refunds for remote work in 2020 that was not performed in the headquarter city, this provision could result in significant loss of revenue to Solon if it is enacted

• Revenue from penalty and interest is up 25.3%, a probable sign that individual collections

are beginning to normalize and taxpayers are able to “catch up“ on paying tax liabilities • Refunds to taxpayers have totaled $294,808, a decrease of 28.4% and equate to 1.2% of

gross collections • Withholding comprised 74.4% of gross collection, business net profits and individuals

comprised 15.3% and 9.4% of gross collections respectively (refer to Figure 3)

Figure 3

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finance committee - jun 21 2021 - agenda - pdf

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