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Geauga Public Health District (GPHD) – Regular Meeting June 28, 2023

Meeting Details: The GPHD Board met in Regular Session at the Geauga County Administration Building, 12611 Ravenwood Drive, Suite B303, Chardon, OH, on June 28, 2023 at 5 pm.  The agenda was available on the GPHD facebook page.  Geauga County Automated Data Processing (ADP) live streamed this meeting and the recording is available here. At publication, the recording has been viewed 35 times.

Public Comment Policy: no separate written policy, but in practice, “Citizens’ Remarks” are included on the agenda and permitted as detailed there.

Board Attendance: (as seated, from L to R).

• Carolyn Brakey, President

• Dr. Ashley Jones, Pro Tem

• Lynn Roman

• Dr. Mark Rood  

• Dr. Mark Hendrickson

Staff Attendance:

• Ron Graham - Lake County General Health District Commissioner

• Adam Litke - Administrator

• Daniel Lark - Environmental Health Director

Legal Counsel: Not present

Call to Order: Called to order at 5:00 pm. The Pledge of Allegiance was recited. A quorum was declared and a certification of delivery of official notices of meeting.

Minutes: Approved May 24, 2023 regular meeting minutes by voice vote. Minutes now include a summary of public comments. Reviewer Comment: As of July 9, 2023, approved GPH minutes are posted online through March 22nd here.

Geauga Public Health Levy

Geauga County Auditor Chuck Walder attended the meeting to give a presentation about the levy. The levy discussion was moved up in the agenda so that Mr. Walder would not have to wait to give his presentation. He handed out presentation packets to board members and there were enough extra packets for most additional attendees (including this observer). 

• Reserves: Mr. Walder recommended the Board rescind the Capital Reserve fund that was created via GPH Resolution 2022-11 since it was never funded. Then the Board should use the appropriate “Request for Approval” form to create a new fund.

• Unencumbered Cash Carryover: The carryover on Jan 1, 2023 was $3,795,710.11. While this may seem like a large amount, the Budget Commission looks at the budget and determines whether the carryover is warranted. They realize that the current budget is in flux, with approximately $1 million in payouts for settlements upcoming. Mr. Walder mentioned that he watches the online videos of the GPH Board meetings as he does with other Boards in the county.

• Historical Scenarios: Mr. Walder ran scenarios regarding the GPH tax levy since 2013. He said that even though the millage is static, revenues increase by about 1% each year because of new construction and collection of past due taxes. GPH tax revenue has increased from $600,540 in 2013 to $649,450 in 2021.

• Mr Walder showed a 2024 estimate for tax Schedule B for the county. The estimated revenue for the GPH levy is $652,763. 

• GPH has until next year to renew their levy, but they can renew it any time starting now. Mr. Walder explained the advantages and disadvantages of renewing the levy now, waiting until next year, or other options. Advantages to waiting until next year include a possible improvement in the economy and having more experience as far as how the contract with Lake County is working out. The disadvantage to waiting is that next year the budget predictions cannot include levy income until it passes, meaning that  the budget would have to decrease expenditures by the levy amount.

• Mr. Walder described the steps the Board must take to put a levy on the ballot. His office will help with different scenarios to help the Board make its decision. (1) The Board, using form GCA-016 from the Auditor’s website as a guide and with advice from legal counsel, creates language for a formal “certificate of need resolution” declaring it necessary to levy a tax and this language must be approved by the Board; (2) The certificate is submitted to the auditor. Mr. Walder says his office is required to complete a form DTE 140R and return this to the Board. This can usually be done in a day, although it can be as long as 10 days; (3) The Board creates another resolution (Form GCA-017 may be used as a guide) declaring its intention to proceed with the ballot issue; (4) The Resolution must be submitted to the BOE by 4pm on the 90th day before the day of the election. 

• The bottom line is the Board needs to have two separate votes, with the certification by the auditor in between the two votes. Mr. Walder said he could possibly make his staff available at the next Board meeting in July so they could vote, have the Auditor’s certification on Form DTE 140R, and then the Board could take the second vote. However the Board decided it would be best not to rush things, and they could have a special board meeting in July to fit in both votes before August 7.

• Mr. Walder explained that levies prior to 2013 (like the current GPH levy) are “qualified”, meaning that 12.5% of the revenue collected comes from the state. Any change in the levy other than a renewal will mean the loss of the 12.5%.

• Dr. Rood mentioned that the Board has been very conservative with spending taxpayer dollars. He thinks the Board is under the impression that renewal will be enough, and will save the taxpayers the 12.5%.

• Mr. Walder mentioned he is not concerned about the carryover in the GPH budget because GPH no longer has employees to fund in the first 2 calendar months. Having the contract with Lake County makes the budget more predictable.

• Dr. Rood asked whether they can do another levy if needed next year, and Mr. Walder said yes that would be OK.  Mr. Litke said that it might be difficult to get approval from the voters for two levies a year apart. 

• Mr. Walder said the Budget Commission has to determine how much is too much carryover. He thinks $3.8 million is reasonable (and it will be $2.7 million after the HB110 refunds). Mr. Walder said that some county entities have carryover in the tens of millions.

• Mr. Litke said that the new Operation and Maintenance program for septics is the biggest challenge to predict.

• Dr. Rood said he thinks they should go ahead with a renewal levy now and not wait until Spring. If there is some type of crisis and the renewal levy did not provide enough funds, they would have to do another levy in the fall and that would be really difficult to get the voters to approve both.

• Ms. Brakey expressed concern about how many other entities will have levies on the ballot this November. Mr. Walder said between 6 and 12 entities have requested certificates from his office.

• Mr. Walder’s handout shared the guidelines for promoting a levy. He said the Board can only make neutral, factual, and verifiable statements. There was a discussion about the fear in some communities to say anything about their levies. 

• Ms. Brakey asked about the items on her personal tax bill. Mr. Walder said the GPH portion is in the “other” category, which is for smaller mills.

• Mr. Litke explained that GPH will be using their General Fund to do the refunds for HB110. The money will transfer to the vendor (claims administrator) who will then provide payments for each individual claim. There is still a question of how to handle unclaimed funds.

Operation and Maintenance Program/Discussion with Auditor Walder

• (Observer Note: This is an Environmental health program, but the discussion took place before the Health District Staff Reports section of the Agenda). There was a discussion of the new Operation and Maintenance program and how delinquent fees will be handled. Mr. Lark discussed this with the Auditor. The ORC allows GPH to place delinquent fees on individual tax bills. GPH will provide a list of delinquent fees to the Auditor by August first to be placed on the tax bill the following year. 

• Mr. Lark is also working with the Prosecutor on the timing and details for when the Health Department does the O&M inspection after the individual fails to get their own inspection done by a private contractor. Once GPH does the inspection, they will send a bill to the individual. Then, if the individual fails to pay their bill, as a last resort the fee will be placed on their taxes.

• Ms. Roman asked about educating the public. Mr. Lark said their first educational presentation is scheduled for August 2 this year. These educational sessions are required by the ORC. Mr. Litke says Geauga has the most septic systems of any county in Ohio (or close to the most). He said that it is more difficult to schedule education sessions with the Amish community because of the lack of telephones. For new homeowners, mailers will be sent.

• Mr. Walder made the point that the Auditor’s office adds the assessment to the tax bill, but the Treasurer’s office does the actual collection.

Health District Staff Reports Observer Note: The reports were available via the GPH Facebook Page the day before the meeting.

Population Health Update - Mr. Litke said he did not have much in addition to the written report. He said GPH is still offering Pertussis vaccines but there is slow uptake among the Amish community as expected. He said the Ohio Dept. of Health officials told him that Pennsylvania is seeing the same thing in their Amish populations. GPH and UH will be at the annual Amish safety event where they’ll offer vaccines.  

• Ms. Jones asked if there could be a calendar of events made available to the board and the public. Mr. Litke said this could be posted on the GPH facebook page. 

• Dr. Rood asked about the Pertussis outbreak and the increasing numbers of cases since the beginning of the year, and wondered if there was any concern about this among the Amish community. Mr. Litke said there has only been one hospitalization in the area, in Ashtabula county. Most cases in Geauga are Amish. Mr. Graham said the county models their techniques and interventions after the state. 

• Dr. Hendrickson said there is also an uptick in other parts of the country which are not among Amish populations.

Environmental Health Update (Operation & Maintenance Tracking Program Phase I) - Mr. Lark discussed aspects of gearing up for Phase I the O&M program (residential water and sewage program) involving about 1800 NPDES systems (National Pollutant Discharge Elimination Systems).

• Staff are working to clean up and standardize the data system before inspections begin. The improvements in the data system will allow for automated mailings and other time savers. Lake county staff who have already done similar work are assisting. 

• They would like to have a website for O&M where payments can be made online. 

• Mr. Lark showed several slides which were characterized as drafts. The slides showed the planning process for how the entire program will work, what staff and tasks will be required. 

• The program will involve a 7-year rollout plan. The rollout will be staggered by geographic area, with a new area every 4 months. Education efforts will be coordinated in each area being rolled out. They will start with Chester and Chardon.

Mr. Litke said they plan to start sending letters this year to affected homeowners. One staff person will probably be hired to assist, and the position should pay for itself. The goal is to have minimal impact on the homeowner. O&M is state mandated, and if GPH did not operate this program, the state would give the program over to another county, which might decide to charge higher fees to the homeowners.

A question was asked about software purchased by GPH that requires an annual $40,000 license fee. 

• Mr. Litke said Geauga purchased the software about 3 years ago, and has never used it. The discussion centered around the desire to not keep spending money on a system that wasn’t the best use of money, since there is now free software available from the state which is going to be used by Lake and other counties. The software will be available next April. 

Administration Division Update -  Mr. Litke said there were bills from January and February that had not been paid, which necessitated “Then and Now” resolutions that would be voted on later in the meeting. The Board passed around a “red file” with this information, that was not available to the public.

• Fiscal - The Board asked a few questions about items on the Accounts Payable report. There was a payment to the Sheriff’s office for about $880. Mr. Litke wasn’t sure what this was and said he would check on it. 

• Health District Advisory Council - Mr. Litke said about 8-9 people attended (not a quorum for HDAC). It was mentioned that only 2 GPH Board members could attend this meeting, since it wasn’t a GPH Board public meeting. An attendee at the HDAC meeting, Shelly Lewis of the Geauga League of Women Voters, asked GPH to detail  the cost savings generated by the Lake County contract and to share that information with the public. Mr. Graham is preparing something along these lines.

• Staffing - Mr. Litke said they are making small adjustments to staffing. They are using Lake County employees to fulfill various needs. The ability to do this is more cost effective (rather than having to hire new staff). It also gives more opportunities to Lake County staff to broaden their responsibilities.

Mr. Lark mentioned they are ahead of schedule on inspecting every commercial septic system in the county. They’ll be finished in July, one month ahead of schedule.  September 1st begins the new license year for that group. 

Health Commissioner Report - Mr. Graham did not discuss his report in detail. Mr. Graham has been discussing GPH accreditation with the State. It was difficult to understand Mr. Graham and this information was not included in his report. The current accreditation expires in 2027.

• Dr. Rood asked if Mr. Graham could explain the Social Determinants of Health Dashboard and how it is used. He wondered if it could help to better address the needs of the less fortunate in the county. 

• Dr. Hendrickson noted that Geauga has dropped in the health rankings, with the number one cause of death being Cancer. 

• Ms. Roman asked about the State Covid project mentioned in the report. This is a review of lessons learned during the Pandemic that can lead toward improvements in the future.

 

Old Business

• HB 110 Review: Mr. LItke stated that this was already discussed. Observer Note:  There have been many discussions at previous meetings. The only mention at this meeting was briefly during the tax levy discussion when it was stated that the current carryover would be decreased by about $1 million to pay for the refunds.

• Permission to Adopt Change to Home Sewage Treatment Rules, Third and Final Reading. The third reading was approved by roll call, with Ms. Jones abstaining.

New Business - Several motions were approved by roll call vote with little discussion:

• 7.01.01  Financial Reports, Resolution 23-06-07-01-01

• 7.01.02  Permission to Approve Appropriations for Increase/Decrease - there was a resolution to appropriate 1.1 million for the HB110 refunds and associated costs, and to appropriate $600,000 for the Parkman wells. Ms. Jones abstained.

• 7.01.03  Resolution 2023-7 Then & Now Purchase Order - to Conduent for $12,500 for community health improvement. The original bill was not paid and the purchase order was closed.

• 7.01.04  Resolution 2023-8 Then & Now Purchase Order - to DEX Imaging for $15,852. The original bill was not paid and the Purchase order was closed.

• 7.01.05  Resolution 2023-9 Then & Now Purchase Order - to Flannery Georgalis for $49,947.15. This was work done by the first law firm that worked on the HB110 audit. The work was contracted for but no purchase order was issued.

• 7.01.06  Resolution 2023-10 Then & Now Purchase Order - to McDonald Hopkins for $35,914.26. Observer note: There was no discussion, but this is also a law firm that did work on the HB110 audit.  There was one attorney, but he switched law firms midway through the work on this project. Reviewer Comment: The $1.148 million appropriation approved during the May 24, 2023 GPH Board meeting included $132,713.70 in legal fees payable to McDonald Hopkins.

Citizen’s Remarks- None

Executive Session - It was stated that no Executive Session was needed.

The meeting was adjourned at 7:01 PM.

Next regular  meeting: July 26, 2023 at 5 pm. In addition there may be a special meeting scheduled in July. All meetings at Geauga County Administration Building, 12611 Ravenwood Drive, Suite B303, Chardon, OH.

More Information: Geauga Public Health

Observer: Nina Lalich

Reviewer: Shelly Lewis

 The League of Women Voters of Geauga is a 501(c)(3) nonpartisan political organization that encourages informed and active participation in government, works to increase understanding of major public policy issues, and influences public policy through education and advocacy. They do not support or oppose individual candidates or parties. Learn more about the LWVG at www.lwvgeauga.org.