FINANCE COMMITTEE AGENDA Monday May 20, 2019 At 6:00 P.M

FINANCE COMMITTEE AGENDA Monday May 20, 2019

At 6:00 P.M.

Solon Finance Committee

ROLL CALL APPROVAL OF MINUTES

Regular Meeting of April 15, 2019 MORAL CLAIM APPEALS

Allair Linebarger 35550 Timberlane Drive Solon, OH 44139 Darrin Kresevic 37201 Deer Run Solon, OH 44139

ITEMS REQUIRING LEGISLATION

1. Authorizing the Director of Finance to advertise a request for proposals (RFP) for an enterprise planning system (ERP) and implementation services

2. Approving an amendment to §234 of the Solon Code to add the position of Business

Operations Administrator as section 234.017

3. Adopting the 2020 Tax Budget of the City of Solon, Ohio, for the fiscal year beginning January 1, 2020, and submitting the same to the Cuyahoga County Budget Commission

4. Budget amendments to the General Capital Improvement Fund

a. General Capital Facility Maintenance & Repair Fund (No. 435) - Increase in appropriation

CORRESPONDENCE

• Update on Solon ERP Project

FINANCE COMMITTEE AGENDA Monday May 20, 2019

At 6:00 P.M.

Solon Finance Committee

REPORTS TO COMMITTEE

• Monthly Financial Summary – April 2019 • Income Tax Update – May 2019

ADJOURNMENT

FINANCE COMMITTEE MEETING

April 15, 2019 – 6:00 p.m.

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

Director Holub, Mr. Parker, Councilman Shimits, Councilman Magill

Councilwoman Meany presided

APPROVAL OF MINUTES

Motion by Councilman Pelunis, second by Councilman Zelwin to approve the minutes of

March 18, 2019 as submitted.

ROLL CALL: AYE: Meany, Pelunis, Zelwin

NAY: None

Motion Carried

ITEMS REQUIRING LEGISLATION

1. ACCEPTANCE OF A PROPOSAL FROM PALMER EVENT SOLUTIONS LLC FOR EVENT

PLANNING SERVICES FOR THE SOLON BICENTENNIAL CELEBRATION

Mr. Parker explained that he is seeking approval for the proposal from Palmer Event

Solutions for the planning of Solon’s bicentennial celebration to happen in 2020. This

would be an 18 month contract beginning immediately and going through 2020. Four

proposals were received and a committee not only reviewed the proposals but also met

with all four vendors and unanimously chose Palmer Event Solutions. The cost would be

$27,000. This is requested on first reading and under emergency.

Councilman Zelwin asked Mr. Parker if there is any expertise with the Recreation Center

staff for planning these Bicentennial events. Mr. Parker replied that even though

previous Home Days or individual events have been planned internally there is no one

on staff that is a Certified Event Planner and something of this magnitude, with a series

of significant events, really requires a higher level of expertise from a professional

planner like Palmer Event Solutions can provide. This is a great opportunity to celebrate

how great Solon is so this really needs to be special. There will also be opportunities for

members of the community to get involved.

Councilman Pelunis noted that he only agreed to put this activity out to bid but

ultimately feels this is an irresponsible use of tax payer money. When looking at the

events many could be handled by current staff such as a time capsule opening, or

holiday tree lighting, (which is done by City employees every year) or bicentennial video

production, (which could be handled by our current video vendor on contract), the Solon

Speaks series is already budgeted for within the annual budget, the black tie event

noted is not much different than other events we have held at City Hall or the

Community Center, so it seems most of the planned events could be handled in-house.

When looking at the contract and using a market average per hour cost this expense

equates to 1,100 hours of vendor services. Councilman Pelunis addressed Councilman

Shimits and Director Holub, who were both working for the City during the last major

anniversary celebration, to ask if there was a professional event planning company hired

in the past. Councilman Shimits replied that information can be provided but there is no

additional manpower to address what should be done for this special event. Councilman

Shimits went on to say that this is not just a little festival or small celebration. Solon

keeps saying it is a premiere city and we need to show off the City and promote what we

Finance Committee Meeting

April 15, 2019

Page 2

have to offer and do this in a big, professional way through social media and other

newer technologies. Doing this in house would take away from other work activities and

programs. Councilman Pelunis stated that during an upcoming meeting with The Impact

Group it can be discussed as to how they could help with these activities as part of their

current contract.

Councilman Zelwin did not feel the current scope of The Impact Group contract would

cover this and went on to inquire about the possibility of hiring a part time person to be

dedicated to these activities. Mr. Parker replied that he has a concern with hiring a part

time person because of the limitations put on that employment grade such as limited

hours allowed per week, etc. Councilman Zelwin stated he felt it would be unfair to add

all this special activity to already busy City staff. Councilman Pelunis noted that most of

the activities are events the City already does on an annual basis so there would not be

a lot of incremental work required.

Mr. Parker clarified that the list of events is only a rough draft and the actual events and

full list has not yet been determined and would be refined with the help of this event

planning vendor. More ideas are yet to be determined.

Councilman Zelwin asked if Mr. Parker has looked into getting resident volunteers to

help and Mr. Parker replied that getting volunteers is definitely part of the overall plan

but there is no expectation that community members are going to step up and run all

these activities for free.

Councilman Shimits noted that for the last big City celebration in 1970 all the schools

were involved and commercial and industrial companies were involved to build floats or

financially support events. All the Civic organizations (which there were many more in

1970) were also involved.

Councilwoman Meany said she looks at this as a once in a lifetime, generational event

that deserves a lot of attention. A choice must be made to put on a good year long

event or else this must be scaled way back. She stated she supports showcasing the City

to have a year long great celebration for this great City. The $27,000 would be a

significant investment, which does seem like a lot, but there are no available resources

to step up to do this given the vast amount of time that would be involved to have a

year long celebration. She did state it would be important to get the schools and

community involved. In this day and age people work a lot so there are less people who

would have the time to step up and donate their time to help with this.

Mr. Parker did note that he reached out to East Side Roundtable, a group of local

community representatives, to see how they had supported recent city celebrations

similar to this and stated that some did use a consultant (Aurora, Bath) and others did

not (Twinsburg).

Councilwoman Meany asked if Mr. Parker had plans to reach out to local businesses

(such as Nestle) for support and financial sponsorships. Mr. Parker stated that the

consultants would help create promotional packages for City employees to approach

local businesses.


April 15, 2019

Page 3

Councilman Zelwin moved to create legislation to accept a proposal from Palmer Event

Solutions LLC for services surrounding the Solon Bicentennial celebration under

emergency. Second by Councilwoman Meany

ROLL CALL: AYE: Meany, Zelwin

NAY: Pelunis

Motion Carried

2. BUDGET AMENDMENTS TO VARIOUS SPECIAL REVENUE AND CAPITAL IMPROVEMENT

FUNDS

a. An increase in appropriation of $9,095 in Fund 270

Director Rubino explained this is correcting a budget error. The City of Solon became

a sponsor of the PACE program (Property Assessed Clean Energy) the later part of

2018. Through this program an energy efficient upgrade was sponsored for a Solon

business. This required creating a fund and the fund was included in the budget

process but inadvertently left out of the appropriation measure. This is only a pass

through fund.

a. A decrease in appropriation of $15,000 in Fund 491

Director Rubino explained this reduction was necessitated due to the swapping of

two projects between years. The Recreation Director wants to move the indoor water

slide from 2020 into 2019 and the project for weight equipment will move from 2019

to 2020. This will reflect the accurate expenses by year in the budget.

Councilwoman Meany stated her concern about the funds for the water slide as it has

required constant maintenance and continues to be a problem. She suggested that the

water slide be removed completely but defers to the Recreation Director for the final

decision. Director Holub explained the problem is not the slide but the steps that continue to

rust. He is planning to remove and completely replace the steps and upper waiting area with

a different type of material. He is currently looking for an alternative solution but has not

yet found the right product. He will continue to look. Director Holub estimated about

$25,000 – 30,000 has been spent over the past 15 years to address this issue.

Councilwoman Meany asked what the plan was if a vendor with an acceptable material to

solve this issue cannot be found. Director Holub stated that the complete removal of the

slide unit would be the last resort.

Councilman Zelwin clarified that as part of the voting of this reappropriation there is the

permission to bid but approval of any purchase would still be required. Director Rubino

confirmed this is only a budget amendment.

Councilman Zelwin moved that legislation be prepared for Council to approve the proposed

fund amendments for the increase in appropriation of $9,095 in Fund 270 and the decrease

in appropriation of $15,000 in Fund 491 on first reading and under emergency. Second by

Councilman Pelunis.


April 15, 2019

Page 4


NAY: None

Motion Carried

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

HAS ISSUED THEN AND NOW CERTIFICATES

Director Rubino stated that there are three items of which all were within budget and paid

off purchase orders.

Councilman Pelunis moved to approve the three Then and Now Certificates as listed:

Sherwin-Williams for $4,812; Katom Restaurant Supply for $4,509 and Kinzua

Environmental for $3,976 and have these items forwarded to Council and approved on first

reading and under emergency. Second by Councilman Zelwin


NAY: None

Motion Carried

CORRESPONDENCE

Update on Solon ERP Project

Director Rubino explained the current status is in RFP development and pre-

implementation. There is work being done to develop the scope and develop

documentation listing the needs and criteria that will be required. It is important that

this be portrayed as a business improvement project with a strong IT component.

Once this is sourced and put in place it will likely be around for ten or fifteen years.

This will be much more robust than the current system that is now twenty years old.

The new system will not only address accounting and financial needs but will be

much stronger on HR support with performance management features and additional

dashboards. The plan is to have the RFP ready for release in May.

REPORTS TO COMMITTEE

Monthly Financial Summary – March 2019

On track with where we expected the City would be at this time

Income Tax Update – April 2019

The City is a bit below where we should be but are starting to catch up. The receipts are higher for April 2019 compared to April 2018.


April 15, 2019

Page 5

Quarterly Investment Report – First Quarter 2019

There is a new format for this report that shows more detail. This report includes

more in depth statistics on the portfolio as well as information on projections of

investments based on where interest rates appear to be heading compared to

where they are now. This also shows projected inflation rates and yield curve

inversion information.

Quarterly Healthcare Expenditure Summary – First Quarter 2019

ADJOURNMENT

Motion by Councilman Pelunis, second by Councilman Zelwin to adjourn the meeting at 6:32

p.m.


NAY: None

Motion Carried

__________________________________

K Nelson, Secretary

TO: Members of Council Finance Committee FROM: Matt Rubino, Director of Finance CC: Mayor Edward Kraus DATE: May 13, 2019 RE: RFP for Solon Enterprise Resource Planning (ERP) Project We are starting to gear up for the planned replacement of the City’s current financial system known as CMI with a comprehensive ERP application. The new project has been tentatively named Solon Next Generation (SoNG). This endeavor is a business improvement project with the intent of upgrading our administrative, financial, and operational capacity with a new comprehensive system. The end result will be more than a one‐for‐one replacement of the current system and it will incorporate new abilities for the City government to monitor performance and plan strategically. The budget for the project was included in the 2019 capital plan budget for 2019 and 2020. The actual design and implementation will most likely be a 12 to 18 month project in two or more phases. The initial activity in 2019 has been focused on business process review and gathering comparable information for the project scope. The pre‐implementation work has revolved mostly around working on an RFP document that will be used to define the project scope and describe to prospective vendors the requirements and other functionality the City will be considering. The authorization to advertise for the ERP project RFP will be brought to the Finance Committee at the May 20th meeting for approval. We are now ready to release an RFP to request proposals for ERP systems and related implementation services. A nearly complete draft of the RFP document has been included as Exhibit A. I am requesting that Council prepare legislation to authorize the Finance Director to advertise a request for proposals for enterprise resource planning (ERP) systems and implementation services. Approval is requested on first reading on an emergency basis so the solicitation for proposals can began before the end of the month.

THE CITY OF SOLON FINANCE DEPARTMENT

34200 Bainbridge Road Solon, OH 44139‐2955 Phone: (440) 349‐6300

Fax: (440) 349‐6320

Exhibit A

CITY OF SOLON

NOTICE TO CONTRACTORS, PROPOSAL DOCUMENTS, GENERAL CONDITIONS, SPECIFICATIONS, ADMINISTRATIVE DATA AND CONTRACT FORMS

ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM AND IMPLEMENTATION SERVICES RFP NO. 19022

OFFICIALS

Edward H. Kraus Mayor

Matthew J. Rubino Director of Finance Nancy Stolarsky Director of Human Resources Jim Gibbs Director of Information Technology Thomas G. Lobe Director of Law

COUNCIL

Nancy E. Meany – Vice Mayor

Douglas A. Magill Marc R. Kotora

Robert N. Pelunis William I. Russo

Jeremy Zelwin Robert Shimits

City of Solon RFP No. 19022– Enterprise Resource Planning (ERP) System and Implementation Services

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I. GENERAL INFORMATION

A. Introduction

The City of Solon is seeking proposals from professional agencies, and firms (Firm) to assist in the development, training and implementation of an integrated solution to primarily replace the City’s existing accounting, payroll, and financial reporting system. With an Enterprise Resource Planning system (ERP) the City seeks a qualified vendor who can demonstrate that they possess the organizational, functional, and technical capabilities, along with experience, expertise, and qualifications necessary to provide and support a complete system change. Vendors should have a background in process streamline efficiency, best practices and possess a strong background specific to complete the ERP implementation and support the system post implementation. The primary goal of this RFP is to implement an integrated software solution(s) and process implementation that will enable the City to meet the needs of a growing community and internal workforce. The successful vendor(s) will seek to establish an integrated solution which will satisfy the specifications contained in this RFP.

B. Background Information

The City of Solon has a population of roughly 23,000 and is located 20 miles southeast of Cleveland, Ohio. The organization is comprised of multiple Departments in various locations throughout the City. With this RFP the City intends to improve business processes, simplify and standardize its approach with an update of systems and processes. To increase continuity across multiple Departments implementing an ERP solution unique to not only the public sector but our specific requirements is essential. The City currently employs approximately 500 full and part time employees and has an annual operating budget of approximately 45 million dollars. Each Department is responsible for their specific public application while working congruently with cross-departmental functionalities. The City takes pride in collaborative improvements and the responsibility of insuring proper use of residential and local business contributions. The below item lists the current City Departments located in various parcels of the City:

1. Solon City Hall

• Mayor’s Office

• Building Department

• Planning Department

• Business & Development Department

• Clerk of Council

• Engineering & Construction Department

• Finance Department

• Public Works


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• Human Resources Department

• Information Technology Department

• Legal Department

2. Solon Center for the Arts

3. Dance Studio (Leased Space)

4. Fire Station #1

5. Fire Station #2

6. Fire Station #3

7. Grantwood Golf Course

8. Solon Police Department

9. Recreation Department/Community Center

10. Senior Services Department

11. Service Department

12. Water Reclamation Department

I. City Functions Below is a listing of Departmental specific functions broken down into five (5) operating

categories; Safety, Public Works, Community Development, Community Life and Administration: 1. Safety Police Department – The Police Department is responsible for protecting the City’s residents,

property, owners and businesses. The Department covers a population over 23,000 which inflates over 60,000 during the day, including those who commute to the City from work, recreation or commercial purposes. Under direction of the Mayor, as Safety Director, and the Chief of Police Christopher Paul Viland, the Department strives to serve the community in various and interdependent roles including crime prevention, investigation, public relations, incident planning and management. This Department excels in service, protection and enforcement while preserving the peace of the community through their dedication and professionalism.

Fire Department – The Fire Department is an organization of dedicated, community service-

oriented individuals who serve the City, businesses and residents. The Department responds to all emergencies and hazards with the exception of those that are the responsibility of law enforcement. Some of the Fire Department responsibilities include:

• Fire Suppression • Ambulance transport services • Lifesaving methodology and training


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• Confined space services • Advanced life support • Fire prevention & investigation • Disaster relief • Water rescue • Community outreach • Compliance inspections

2. Public Works Office of Public Works– This Division is comprised of four (4) Departments: Engineering

Department, Service Department, Water Reclamation Department and the Facilities Division. The Commission provides a wide variety of services and is committed to doing so in the most efficient manner possible. Services range from managing billing for sanitary sewer services, ensuring code compliance, infrastructure replacement, facilities support and operation, the treatment of approximately 6 million gallons of waste water per day and a wide range of other City service activities.

Engineering & Construction Department – The Engineering Department is responsible for the

preparation of plans and specifications, construction, administration, inspection and supervision for all infrastructure projects within the City. These projects include work that takes place on City right of way and other City owned properties. City engineers and inspectors also approve and inspect all street and improvements installed by private developers in new residential, industrial and commercial subdivisions. This work includes the inspection of public utilities to new houses and buildings as well as sewers, drives, grading, and drainage structures which are part of the development.

Personnel from the Engineering Department regulate, or assist in the regulation of FEMA’s

National Flood Insurance Program, Federal and State environmental regulations, work done by private utilities in public right of ways, and traffic engineering. In addition, the Department understands and articulates its assurance that Solon’s development is implemented with the strategy necessary to provide for the future needs of the City and its residents.

Service Department – The Service Department is responsible for the day-to-day operations,

maintenance and repair of public infrastructure. This division of Public Works is responsible for ensuring external Public Health and Safety is being maintained throughout the City. The major areas of direct responsibility include tree removal, mowing, landscaping, road maintenance, rubbish (solid waste and Recycling collections), clean ups, vehicle(s) and/or maintenance, street striping, land maintenance, cemeteries and sewer(s)/drainage.

Water Reclamation Department – The Water Reclamation Department is responsible for the

operation and maintenance of the City’s Wastewater Treatment Plant. The Department also maintains 75 miles of sanitary sewers and 22 lift stations that transport wastewater to the facility. The plant was originally built in 1962 and sits on a 36 acre site on the City’s southwester boarder. The plant has been updated/expanded twice since origin and is designed to treat 5.8 million gallons of wastewater per day.


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Facilities Division– This Department is responsible for the City-wide services of all building

related issues of maintenance, HVAC, roofing, cleaning, renovations and beautification projects. This Department monitors, evaluates and maintains all relations between technical support of maintenance equipment, contracts, and vendors on behalf of the City. The Department also maintains and asserts process improvements, administrative oversight and sets/achieves project goals.

3. Community Development Business Development Department – The Department coordinates activities for the recruitment

and retention of businesses within the City. The Department works closely with the Solon Chamber of Commerce to support activities of Solon’s commercial and industrial sectors. Primary functions of the Department include:

• Managing the City’s business incentive programs • Assisting business prospects • Serving as the City’s liaison to existing industries

Building Department – The Building Department is certified by the State of Ohio Board of

Building Standards to exercise enforcement authority, to accept/approve plans & specifications and to make inspections for all residential and non-residential (commercial) buildings in the City of Solon. The Department is trusted and committed to encouraging and maintaining quality development and building within the City parameters. Through proper permitting, inspection and development process understanding the Department maintains production accountability. The major priority of the Department is to protected and maintain the life safety, health and welfare of the citizens and the general public in any building authorized (permitted) and inspected by the City.

Planning Department – The Planning Department’s primary responsibility is to administer the

City of Solon Master Plan and the Zoning Code, which regulates private land uses through established minimum area, setback, and design requirements. Other responsibilities of the department include but are not limited to:

• Site plan reviews of non-residential uses (commercial buildings,

offices, public properties, industrial sites, etc.) for design standards relating to architecture, landscaping, lighting, parking etc.

• Preparation of amendments to the Zoning Code, Building Code, and any other city ordinances as assigned

• Economic development activity • Site plan review of residential uses (new homes, additions, storage

buildings, fences, driveways, etc.) • Maintenance of GIS databases and mapping interfaces • Zoning violation enforcement • Inspection of non-residential projects for compliance with approved

plans • Review of Certificate of Occupancy applications for new businesses


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• Creation of various planning studies and maps 4. Community Life Recreation Department – This diverse Department includes Grantwood Golf Course, Arts Center,

Dance Studio, Community Center, and the Blue Ribbon program. This Department provides places and programs for youths, adults, seniors, families and the local community through multiple divisions and events/amenities such as:

• Athletics, Gymnasium & Fitness Classes • Golfing • Classes and Camps • Programs & Workshops • Community Events • Banquets & Facility Rentals • Picnic & Facility Rentals • Sports & Sporting Events • Swimming Indoor & Outdoor • Parks, Fields & Playgrounds • Walking Trails • Afterschool & Summer Programs • Music, Theater & Art Programs

The Mission of the Solon Recreation Department is to provide for the leisure needs of all citizens of Solon. The Department strives to enhance the quality of life in Solon by offering active and passive recreation programs in a clean, safe, and appealing environment.

Senior Services Department – The Department of Senior Services strives to enrich, assist and

engage the lives of the older adults throughout the local community. The Senior Center provides a variance of programs and support services to accomplish its mission in enriching senior’s lives.

5. Administrative City Council – The council approves the City budget and spending of the funds, the award of

contracts, site plans for non-residential improvements, major subdivisions, authorizes agreements, and has various other responsibilities prescribed by the Charter and Codified Ordinances of the City of Solon as well as the State of Ohio. The City has seven (7) ward representatives.

Office of the Mayor – The Mayor’s office is responsible for the oversight of all internal and

external business and professional functions of the City. Through collective cooperation between the City, schools, businesses, civic organizations and residents the Mayor and his administration remain to be the voice of the City. The office of the Mayor oversees projects and initiatives set forth by businesses, residents and all inner governmental Departments.


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Legal Department/City Prosecutor – Selected by the Mayor and approved/appointed by City Council this official advises on all legal matters involving the City. The City attorney represents the City in any and all legal preparations and/or actions including land use, personnel, contracts, real property transactions, elections, community development, and oversees outside counsel handling matters on behalf of the City.

Clerk of Council – The Clerks Department is appointed by the City Council and provides

administrative support for all City obligations, retention and formal communications requested by the Council and/or Mayor. This Department prepares Council meeting agendas in coordination with multiple Department Heads and/or Mayor. The Clerk also maintains official City records that reflect the actions of the governing body and administers general and special municipal requirements in compliance with state and local regulations.

Finance Department – The Finance Department is responsible for all financial related activities

throughout the organization. This includes the receipt of all money owed to the City, and the payment of all money the City owes to suppliers, contractors, employees, lending institutions, and other governmental units. The major areas of direct responsibility include, but are not limited to:

• Accounting, General Ledger • Assets • Benefits • Budget development & management • Debt management • Revenue collection • Treasury management • Fiscal operations • Financial reporting • Insurance • Investments • Payroll • Miscellaneous billing • Purchasing & accounts payable • Audit & State mandated reporting • Special projects

The Department assists the Office of the Mayor and other Departments in the preparation

of annual budget requirements, budget monitoring, coordination of investments both short and long term, leasing, business process and various other predatory and cash/asset monitoring requirements. Finance closely works with all Departments in processing money collected, records, deposits and ensures proper records are being collected. The Department acts under fiduciary obligation in accordance with the laws governing the expenditure of taxpayer money.

Human Resources Department – The Human Resource Department is responsible for a variety of tasks related to employee relations, training, recognition, benefits, compensation, recruitment, selection and retention. This Department provides leadership to the administration in the management, recruitment, selection and retention of an empowered


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workforce which enhances and improves the value of the community. Additional responsibilities include services, programs, policies and procedures that recognize employees as the organizations greatest resources. This Department strives to promote and maintain a positive labor relations climate between employee bargaining units, employees and the City.

Information Technology Department – The IT Department is responsible for planning,

developing and maintaining the City’s infrastructure hardware and software, installing and supporting desktop systems, supporting Departments with technology initiatives and projects, as well as their operational applications and associated hardware, and telecommunication. IT uses and maintains a variety of hardware and software systems, including desktop PCs, Redundant Wide Area Network and Wireless systems, File and Application servers, SAN array, and a VOIP phone system. Main services provided by the IT department are:

• Central processing and network hardware, security, operating

systems, data and voice communications • Maintains integrated computer system applications • Provider of internet, intranet, and email services • Provider of wide area network, fiber-optic, and wireless services to

City Departments • Provides audio visual support for council meetings and distant

education seminars • Provides hardware and software installation, upgrades,

troubleshooting and repair for all City Departments • City oversight of own websites and mobile applications

The Information Technology Department provides technical support across all City Departments in support of operations and network security. IT is responsible for

determining the best means of utilizing technology to address the needs while increasing efficiency, effectiveness while simultaneously reducing costs where applicable. The City’s IT environment initiatives forecast include:

• Virtual Desktops (12 month projection) • City Website upgrade/update (12 month projection) • City wide Phone System upgrade (24 month projection) • CRM (24 month projection)

The City intends to make substantial advancements with the help of modern technology by increasing internal and external business processes. To increase public sector proficiencies, improve processes, assert best practices and modernize current applications the ERP system should meet the following minimum objectives: • Streamline business process with best practices, integrations and workflows • User friendly dashboards, defined reporting, and tiered preferences • Reduction of redundant data entry, paper, internal control processing


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• Unified time & attendance entry system • Reduces and/or eliminates the need for manual inputs when preparing various financial,

payroll, and HR documents including but not limited to the annual budget and statements • Interface capabilities with current and/or third party systems • Solutions for finance, payroll and human resources systems • Best practices guidance, training, project management and implementation/integration • Customizable workflows

II. Current Working Environment & Current Usage Statistics

The table below provides information regarding usage statistics (approximations) to aid the proposer(s) in preparation of their proposed solutions and pricing. The City’s current reporting system is a Civica CMI Group application.

Functional Area Volume/Statistics Frequency (if applicable)

Human Resources Full-Time Employee 290 N/A Part-Time Employee 500 Seasonal Position Classifications 2 N/A Employee Forms (new hire, pay changes, employee separation, misc. pay assignments and status, etc.)

30 As needed (majority during seasonal times)

Position Titles 112 N/A (not including collective bargaining)

Paygrades 15 N/A (only non-union employees; other departments not included)

Finance Purchase Orders 3150 Yearly Invoices 315 Weekly (increases with seasonal

independent contractors) Journal Entries 36 Monthly Number of Funds 52 N/A Miscellaneous Bills 600 Yearly Number of Bank Accounts 11 N/A Payroll Checks Issued 550-800 Bi-weekly (seasonal times

increase) Active Capital Projects 15-20 Yearly Vendors 12239 N/A (active/inactive listing)

Table 1

C. Public Records

After proposals are opened and certified by the Finance Department, they are available for public review by interested parties. After proposals are opened they are public records as defined in Ohio


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Revised Code 149.43. Contractors may request that certain information, such as trade secrets or proprietary data, be designated as confidential and not considered as public records. Material so designated shall accompany the proposal and be in a sealed envelope duly marked, and shall be readily separable from the proposal in order to facilitate public inspection of the non-confidential portion. Prices, makes, models, catalog numbers of items offered, deliveries and terms of payment shall not be considered as confidential.

D. RFP Amendments

The City reserves the right to change the RFP schedule or issue amendments to the RFP at any time. The City also reserves the right to cancel or reissue the RFP, to reject any and all proposals, to waive any irregularities or informalities in the selection process, and to accept or reject any item or combination of items. The City reserves the right to request clarification of information from any vendor or to request supplemental material deemed necessary to assist in the evaluation of the proposal. The City reserves the right to effect any agreement deemed by the City to be in its best interest. This RFP does not obligate the City to accept or contract for any expressed or implied services. The City reserves the right to reject any or all proposals, to waive any irregularities or informalities in any proposal or in the proposal procedures, and to accept or reject any item or combination of items when determined to be in the best interest of the City to do so. In the event of a material modification, all known and/or potential Contractors will be notified of an amendment to this RFP. If deemed necessary by the City, Contractors will be given an opportunity to modify their proposal in the specific areas that are affected by the modification.

E. Proposal Questions

To ensure that all prospective respondents accurately and completely understand the RFP requirements, the City will accept written questions via email to the procurement contact, [email protected], by the date and time listed in the RFP timeline. Replies to all questions will be sent blind copy to all responding vendors through the addendum. Only one point of contact is offered to respondents for this procurement and all communication must be accomplished exclusively by email submission of questions to the procurement contact. No other direct or indirect contact is to be made during this RFP period with the procurement contact or with any other member of the City concerning this project. Violation of these project rules may be cause for rejection of any submitted proposal. Should a Contractor require clarification or have questions regarding this RFP, the City must be notified in writing no later than Wednesday, xxxxx 2019. Questions are to be sent to the Finance Department at [email protected].

F. Proposal Submission

Each Contractor must submit one (1) original and four (4) copies of their proposal. In addition submit an electronic copy of the proposal and any supporting documentation on a CD-ROM or a flash drive. The complete proposal package must be submitted in a sealed envelope, clearly identified as “City Wide Non-Specific Program RFP” The proposal may be mailed or delivered to:

mailto:[email protected]





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Matthew Rubino, Director of Finance City of Solon 34200 Bainbridge Road Solon, Ohio 44139

Proposals must be submitted by

Friday, xxxxx, 2019 at 4:00 p.m. Cleveland local time (EST)

Each proposal must be submitted in a sealed envelope or similar container with the RFP name and number clearly marked on the exterior. If a Contractor uses an express mail or courier service, the proposal name and number must be clearly marked on the exterior of the express mail or courier service envelope with the proposal name and number also marked on the inside of the envelope. A proposal that is not properly and clearly marked and is inadvertently opened before the scheduled proposal submission deadline may be disqualified without additional consideration. Contractors accept all risks of late delivery of mailed proposals regardless of fault. Facsimile and other electronically transmitted proposals will not be considered. All proposals and accompanying documentation will become the property of the City and will not be returned. Proposals shall be good for 180 days following the date of submission.

G. NON-COLLUSION CERTIFICATION AND VENDOR CONFLICT OF INTEREST AND DISCLOSURE

STATEMENT

a) Non-Collusion Certification (Attachment A)

By the signature affixed on the proposal, the Contractor certifies that he/she is (sole owner, partner, president, secretary, etc.) of the party submitting the foregoing proposal; that such proposal is genuine and not collusive or sham; that Contractor has not colluded, conspired or agreed, directly, with any Contractor or person, to put in a sham proposal; or colluded or conspired to have another not submit a proposal and has not in any manner, directly or indirectly, sought by agreement or collusion, or communication or conference, with any person to fix the proposal price of its proposal or any other proposal, or to fix any overhead, profit or cost element of the proposal price, or that of any other Contractor, or to secure any advantage against any Contractor or any person or persons interested in the proposed contract and that all statements contained in the proposal are true; and further, that the Contractor has not directly or indirectly, submitted this proposal, or the contents thereof, or divulged any related information or data to any association or any member or agent of any association.

b) Vendor Conflict of Interest and Disclosure Statement (Attachment B)

Each party submitting a proposal must submit as part of its proposal, a completed, signed and notarized Vendor Conflict of Interest and Disclosure Statement. This form is to be includes in the RFP packet. The City reserves the right to waive this requirement when it is believed to be in the best interest of the City to do so.


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H. RFP Timeline

The City reserves the right, at its sole discretion, to adjust the RFP Timeline as it deems necessary.

RFP EVENT DATE/TIME

Issuance of RFP/Legal Notice TBD Deadline for Proposal Questions TBD Response by City to Questions TBD Proposal Submission TBD Evaluation Cycle TBD Completion of Evaluation TBD Notification of Selectees TBD Capabilities Demonstration(s) TBD Contract Negotiations/Terms TBD Announcement of Selected Proposer TBD Presentation of Selectee to Finance Committee TBD Award of Proposal & Contract Execution TBD

Table 2 I. Proposer Understanding

• Proposer(s) will undergo a preliminary phase evaluation and if selected as a top vendor be prepared for a secondary demonstration and evaluation phase.

• Proposer(s) must be prepared to invest the time and resources during their demonstrations as indicated in their proposals to be successful in this procurement.

• Proposer(s) must demonstrate all pertinent modules and provide scenarios/scripts articulated

towards the City’s specific needs, not a general product demonstration.

• Proposer(s) must be prepared to answer business process, technical functionality and other miscellaneous questions during said presentation.

• Proposer(s) during demonstration, must provide reasonable understanding of interfacing

capabilities with current software and their compatibilities.

• Proposer(s) must, during demonstration, clearly delineate their approach to implementation and training.

• Proposer(s) are expected to be available for demonstrations between the dates identified on

the RFP Timeline (I., H). Proposer(s) that cannot demonstrate their software by the time(s) requested may be eliminated. Proposer(s) will be notified no later than two weeks in advance of the demonstration request.

II. Terms and Conditions


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A. For purposes of indemnification requirements, the following terms shall have the meanings set forth below: The “Contractor” means and includes the person or entity submitting a proposal in response to this RFP, all of its employees, agents and assignees, and all of its affiliates and subsidiaries, its subcontractors and/or assignees and their respective servants, agents and employees; and “Loss” means any and all loss, damage liability or expense of any nature whatsoever, whether incurred as a judgment, settlement, penalty, fine or otherwise (including attorney’s fees and the cost of defense).

B. In the event that the Contractor to whom the services are awarded does not execute a contract within thirty (30) calendar days after City Council approval, the City may give notice to such Contractor of intent to award the contract to the next most qualified Contractor or to call for new proposals and may proceed to act accordingly.

C. The City will not reimburse any vendors for any costs involved in the preparation and submission

of responses to this RFP or in the preparation for an attendance at subsequent interviews. D. The information in this RFP indicates an estimate of the average number of transactions. This

number is the City’s best estimate of the average volume and the City in no way guarantees these as minimum or maximum volumes.

E. Contractors shall thoroughly examine and be familiar with these specifications. The failure or

omission of any Contractor to receive or examine this document shall in no way relieve any Contractor of obligations with respect to this proposal or the subsequent contract.

F. The contract may be terminated by either party by giving written notice to the other party at least

ninety (90) days before the proposed termination date. This provision may be exercised only after the contract has been in effect for at least six (6) calendar months. The Contractor shall be entitled to just and equitable compensation for any satisfactory work completed to the termination date. Under no circumstances will any damages be paid as a result of the termination of this contract.

G. The City also reserves the right to cancel the contract without a 90-day written notice if the

Contractor is sold or merged with another entity. However, an automatic continuation of all terms of the agreement in the event of a merger or acquisition may occur as long as the new entity guarantees in writing that they will continue to meet all required terms of the agreement and the City agrees in writing to the continuation of the agreement.

H. The City also reserves the right to terminate the contract without a 90-day written notice if the awarded Contractor fails to comply with any of the terms and conditions of this RFP.

I. Equal Employment Opportunity. During the term of the contract, the Contractor shall comply in

all respects with the Equal Employment Opportunity Act. The Contractor shall have a written equal employment opportunity policy statement declaring that it does not discriminate on the basis of race, color, religion, sex, national origin, disability, or age. Finding of non-compliance with applicable state or federal equal employment opportunity laws and regulations may be sufficient reason for revocation or cancellation of the contract.

J. The Contractor shall comply with the provisions of the Americans with Disabilities Act.


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K. Jurisdiction, Venue, Choice of Law. The RFP and contract shall be governed by and construed

according to the law of the State of Ohio. Jurisdiction and venue shall be exclusively found in the Court of Common Pleas of Cuyahoga County, Ohio.

L. Non-Enforcement by the City. The Contractor shall not be excused from complying with any of the

requirements of the RFP or contract because of any failure on the part of the City, on any one or more occasions, to insist on the Contractor’s performance or to seek the Contractor’s compliance with anyone or more of said terms or conditions.

M. Contractor shall comply with all applicable laws, regulations and rules promulgated by any federal,

state, local or other governmental authority or regulatory body pertaining to all aspects of the Work, now in effect, or which may become in effect during the performance of the Work.

III. Scope of Service The scope of this RFP will be divided three (3) sections required (A), compatible (B) and interested items (C) a firm should cover in their proposal. The required portion (A) should be set as a project baseline of minimal requirements. The compatible portion (B) should be addressed based on functionality of integration between current systems and/or proposed ones. Interests (C) will be optional/additional items the City has considered to be beneficial to internal business process. The City reserves the right to select or not select the “interests” portion of a vendor’s proposal. General functionality for both Finance and Human Resource applications are expected in addition to the identified requirements. Proposer(s) are required to annotate functions utilizing attachment’s E, F, G and H in this RFP document.

A. Required

1. Finance solution modules include the following:

• General Ledger/Accounting • Budget Development & Tracking (self-service applicable) • Grant Accounting • Project Accounting • Business Mapping • Custom Reporting • P-Card Capabilities • Vendor Management • Procurement/Purchasing • Purchase Orders • Vendor Management • Cash Receipts • Utility Billing & Collection • Accounts Receivable/Miscellaneous Billing • Accounts Payable • Asset tracking (fixed, capital, etc.) • Dashboard (user defined)


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• Report Capability • Customizable Work Flow • Tiered Profiles • Forecasting • Employee Self-Service • Exporting Reports Capabilities (excel, access, word, etc.) • Data Solution (for access of reporting legacy data, 5 years) • Sales Reporting • Data Conversion (from current systems)

2. Payroll/Human Resources mandatory solution modulus include the following:

• Recruitment • Onboarding and Job Description(s) • Position Control • Class Plan (class series level and PCN for each employee) • Employee Master File • Employee Benefits Administration & Reporting • FMLA • Pension • Workers Compensation • Leave Administration • Training and Certification • Employee Performance Reviews • Personnel Files (actions) • Employee Self-Service • Pay Administration • Time and Attendance • Employee Time Entry Field • Direct Deposit • Separation • Workflow & Organizational Charting • Reporting • Dashboard (user defined) • Tiered profile • Custom Reporting • Differentiation of Position Classifications

B. Compatible 1. Proposed system(s) must be compatible with the existing technical environment or accessible

from it. Proposers are required to confirm compatibility is applicable to the current system(s).

Technology Current Application Server OS

Windows Server 2003


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Desktop OS

Windows 7 & 10

Server Hardware

VM ware

Email Distribution

Microsoft Outlook

Laptop/Mobile Hardware

Dell laptops, apple and android mobile devices

Internet Browsers

Google Chrome, Firefox & Safari

Internet Bandwidth

50MB x 50MB

Scanners, Printers, Multi-function Devices

Primarily Konica Minolta MFDs, HP’s and various

Table 3 2. Proposer(s) must identify compatibility of proposed system(s) with the current City Business applications listed below. If proposed system(s) can absorb current lines of business, indicate in proposal by itemization and workflow.

City Department Line of Business Application Description Service RTA Fleet Maintenance – some PO

management capabilities

Service

Directives Database

Work Order management

Service, Recreation, Arts & Engineering

Time Force

Timekeeping

Grantwood

GolfNow

Manages all aspects of Golf course

Recreation & Arts

MaxGalaxy (Active Networks)

All registration, facility booking, memberships, online registration, payment tracking

Senior Center

My Senior Center

Membership, registration, payment tracking

Fire

EMS Charts

EMS run management and reporting

Fire

Reporting Systems

Emergency Reporting

Fire

Callback Staffing

Payroll


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Police

TAC

Dispatch, Records Management,

Engineering, Building & Planning

Tyler – Energov

Contractor Registration, Permit and Land management

Water Reclamation

Antero

Maintenance

Water Reclamation

SCADA

Supervisory control

All City Departments

CivicPlus

Website Content Management system

All City Departments CMI Current Finance/HR application – listed for legacy data purposes

All City Departments Outlook Emailing System

Planning GIS Used by residents and employees

Police Evidence Management Used to catalog

Finance Online Banking Applications Various banking and escrow accounts & related reporting; payroll, accounts payable; ACH & electronic funds; Lockbox deposits; etc.

Table 4 C. Interested Proposer(s) must itemize and establish integration capabilities of each listed interest (if items of

interest are not compatible to proposed system(s), proposer(s) must identify those items appropriately):

• Document and Agenda Management • Scheduling (employee shifts) • Online Bidding • Performance Management, Treasury & Management • Contracts Administration • Leasing Data • Work Order System • E-Signature in Workflow • File Retention Schedule • Project Management & Tracking • Real Time Customer Inquiry • Improved Service Levels (by managing own data structure) • Cloud Storage


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• Mobile Application Capability • Share Point

The City’s preference in proposed client software is for it not to be licensed by installation. If the client software component is licensed, the proposal must include a site license so that the City can install client software on all workstations. If the proposed software system(s) is licensed by connections it will be required to be done by either concurrent connections or by named users within the ERP system(s) selected.

IV. Key Statistics

This section identifies user(s) projected and the volumes of frequency as applicable. Proposer(s) should use this section as aid in the preparation of their proposed solutions and pricing.

Functional Area Volume Frequency (if applicable) Human Resources Users 10 Daily Payroll 100 Daily Finance Application 100 Daily General Users for Dashboard purposes

30 N/A not in current use

Table 5

V. Proposal Format and Content

The Contractor is responsible for preparing an effective, clear, and concise proposal. To be considered for selection by the City, vendors must submit a complete response to this Request for Proposal that includes the following mandatory information and/or requirements in the following format. Responses must be in the same order as the questions presented, stating acceptance of, modifications or additions to, or a statement of the inability to provide, said service. Failure to provide any of the information requested below may be cause for the proposal to be rejected.

A. The City of Solon will review and evaluate all proposals submitted by firms responding to the RFP.

The proposals will be evaluated and ranked based on the Selection Criteria. The City of Solon may ask top ranked firms to attend a presentation interview as part of the evaluation process. Firms invited to interview should be prepared to have general discussions on non-binding estimates of cost to provide requested services.

B. Proposal Format

a) Cover Page: Which must include the RFP name, title, and the complete contractor name and mailing address.

b) Cover Letter: Proposals must include the telephone number of the individual the City must

contact regarding the proposal. Proposals must confirm that the organization will comply


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with all provisions of this RFP, and include: a Non-Collusion Affidavit, Vendor Conflict of Interest Disclosure Statement, and City of Solon Proposal Document.

The contractor must provide a brief description of the organization including history; number of years the organization has been in business; type of services provided; legal status of contractor organization, i.e. corporation, partnership, sole proprietor; Federal Tax ID number. A contractor representative authorized to make contractual obligations must sign the cover letter.

c) Table of Contents: All sections should be identified and pages consecutively numbered.

d) Executive Summary: Provide a high level overview of the approach, the distinguishing

characteristics of the proposal, and the impact this project will have to your overall operation.

Section 1: Identifying Information The name of the proposing organization, address, name of contact person & project lead, telephone numbers, email addresses, etc. should be clearly defined.

Section 2: Provider Experience & Qualification

This section must demonstrate the provider’s previous experience in delivering similar services. Provide references with client names, addresses, phone numbers, contact person(s) and length of service. Describe proposer(s) familiarity with public sector ERP systems and business processes, specifically in a municipal setting. Proposer(s) must also provide information as applicable, using Attachment D, Client References.

Section 3: Description of Proposed Service/Solution

Provide a detailed description of the services/solution and software(s) to be provided by the Contractor, including any assumptions made regarding work to be performed by the City, as described in this RFP. A defined coverage area should be outlined in this section. This section should be subcategorized and itemized by: Solution overview Application integration/interface Data storage and backup Access and security Business continuity Service level agreements Transition – specific to exit strategy at contract transition Additional Information

Section 4: City Interests

Provide a detailed description of the services/solution for items of interest defined


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in the Scope of Service in this RFP. Proposal should include if items identified are applicable and/or compatible with proposed solution and how they could affect business process and efficiency.

Section 5: Key Functionality

This section should identify all automated tools that support best practices. Such areas would include, but not limited to the minimum items described in this RFP.

Section 6: Project Team & Supporting Staff

This section should include all project team members and profiles. This section should identify the individuals who will be both technical leads and project leads.

Section 7: Implementation and Work Plan; Modularity and Phased Approach

This should be defined by phases, project goals, timelines and actions required to ensure contract objectives are met and completed within the budget and appropriate timeline. Each phase should be broken down by management structure, processes, tools, etc. and how performance will be evaluated through each objective. These phases should also include implementation training, on-going training, database conversions and project risk management/mitigation. This section must also identify the proposer(s) plan to implement and evaluate phases through “status reporting” for key stakeholders. Information must include information related to but limited items dressed above and: Knowledge Transfer Reporting Forms Interface Development (if applicable) Testing Environment(s) Process Improvement Change Management (Pre and Post Go-Live)

Section 8: Requirements on behalf of the City

Incorporate the requirements of the City in this section and the proposer(s) responses of contract and negotiation(s) including final agreement.

Section 9: Hosting and Support In this section describe ongoing hosting and support services including help desk processes and procedures. Fully describe post-implementation evaluation including the identification of when the report will be completed. Identify any continuing education and or conference opportunities for software solution(s).


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Section 10: Software Licensing and Maintenance Agreements The proposer must provide any software licensing and maintenance agreements that will be required to implement such proposed solutions. Section 11: Proposed Pricing

This section requires a clear and comprehensive understanding of all costs associated with implementation, training, and ongoing maintenance of the proposed system(s). Proposer(s) must itemize all costs associated with the entire implementation and support system identified. Proposer(s) must identify all cost requirements required to be successful throughout a full implementation including (but not limited to): Licensing and Costs Services – category break down:

a. Project Management b. Implementation, installation, configuration, and testing c. Data conversion/transfer and migration (broken down by level

of involvement) d. Interface development e. Training and Documentation, on and off-site

Travel – associate breakdown Hosting Support On-going Training, on and off-site Other Expenses

Proposer(s) must clearly identify the annual costs associated with proposed solution(s). If proposal is based on cooperative program pricing proposer(s) must identify the cooperative, include original contract terms (most recent if amended), pricing and schedule awarded by the organization.

Section 12: Additional Information Proposer(s) should identify how proposed system(s) will offset current operational prices in terms of updates to business process, system upgrades and future efficiencies. This section should forecast potential cost savings and provide identification of how such savings would be found internally.

Proposer(s) may also use this section to include additional information about their product(s) and service(s) not covered in other sections of the proposal.


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e) Supporting Documents:

i. Signed W9 form ii. Completed RFP packet, including attachments A – G

C. Evaluation and Selection Process Phase 1 a) The following criteria will be used as the basis for evaluation of the proposals and the award

recommendation:

35% Operation Evaluation - Organization’s experience and capabilities to provide proposed services.

25% Personnel – Organization’s staff expertise and overall experience for proposed services outlined in the RFP.

25% Approach and Methodology - Depth of understanding of the City of Solon’s requirements and overall quality of work plan.

15% Cost Proposal – Evaluation of the organization's proposed fees, terms and conditions.

Evaluation Category Breakdown – Each percentage will be broken down using the below standardized criteria:

1. Operation Evaluation – 35%

Project Comprehension of Objectives Functional & Non-Functional Requirements Strategy Technical Considerations Vendor Viability Required Modules Overall Responsiveness Completeness of RFP

2. Personnel – 25%

Executive Summary Experience Exposure to Government Sector Company/Personnel Qualifications Comparable References Past Performance Organizational Chart

3. Approach and Methodology – 25%

Methodology Deliverables, Milestones & Key Decision Points


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Implementation Approach and Work Plan Pre/Post Implementation Plan Knowledge & Training Hosting and Support Help Desk Processes & Tools Ongoing Performance Measurements

4. Cost Proposal – 15% (Must be Itemized)

Pricing (fees, training, & other expenses) Software Package Data Strategy Software Licensing and Maintenance (Agreements) Timeline Quality of Service Configuration Management Contract Expectations

b) A selection committee comprised of City staff will evaluate each submitted proposal to

determine the responsible Contractor whose proposal is most advantageous to the City based on the evaluation process and evaluation criteria outlined in this RFP. The City will select the highest ranked responsive Contractor to move onto Phase 2 (two) of the selection process.

Proposer(s) will be contacted indicating whether they have been selected to advance to the next phase of the selection process or not. If selected, the proposer(s) will be given material for scenario based lived demonstrations, specified questions (if required), a template of dates available for demonstration and any other additional information required by the City. The City reserves the right, at its sole discretion, to reasonably adjust proposer required information for Phase 2 (two) of the selection process as it deems necessary.

D. Evaluation and Selection Process Phase 2 a) For those Vendors whose proposal(s) pass the minimum criteria covered in phase 1 (one) and

are selected as top Vendors, will proceed to an additional level of due diligence that will include the following activities:

Follow-up questions, answers and interviews On-site Vendor demonstrations to include module/functionality

demonstrations, technical demonstrations, service presentation, and other due diligence

Scenario based live demonstrations specific to the City’s needs (provided by the City if selected for Round 2)

Information Technology specific questions and group discussion Viability Ability to Deliver product(s) as specified in this document


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Reference checking with comparable entities using the Vendor’s proposed solutions/products

Implementation approach, plan and requirements

b) A selection committee comprised of City staff will evaluate each submitted proposal to determine the responsible Contractor whose proposal is most advantageous to the City based on the evaluation process and evaluation criteria outlined in this RFP. The City will award the contract to the highest ranked responsive Contractor.

c) The City reserves the right to share with any consultant of its choosing this RFP and proposal

responses in order to secure a second opinion. The City may also invite said consultant to participate in the Proposal Evaluation process.

d) The company’s understanding of the scope of services required includes demonstrated abilities

to coordinate delivery of the services and understanding of the needs and operational requirements of the City of Solon. An award may not be made to the organization submitting the lowest price proposal. The City of Solon will choose the firm submitting the proposal that is the overall most responsive to the needs identified within this RFP.

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


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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: ________________________________________________________ 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: ________________________________________________________


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________________________________________________________ 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 Contractor had not, directly or indirectly, induced or solicited any other Contractor has not, directly or indirectly, induced or solicited any other Contractor to put in a false or sham proposal, and has not, directly, or indirectly colluded, conspired, connived or agreed with any Contractor or anyone else to put in a sham proposal, or that anyone shall refrain from providing a proposal, that said Contractor 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 Contractor, 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 Contractor 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 other individual, except to such person or persons as hereinabove disclosed to have a partnership or other financial interest with said Contractor in his general business; and further that said Contractor will not pay or agree 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 other individual, for aid or assistance in securing said contract above referred to in the event the same is awarded to


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__________________________________________________ (Name of Individual, Partnership of Corporation) __________________________________________________ Signature of Affiant Sworn to and subscribed in my presence the __________ day of ___________, 2018. Notary Public Submit to the Owner By: _____________________________________________________ Principal Officer: _________________________________________ The signatory of this questionnaire guarantees the truth and accuracy of all statements and all answers to interrogatories hereinafter made.


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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:

http://www.solonohio.org/


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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


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ATTACHMENT C

CITY OF SOLON PROPOSAL FORM

RFP NO. 19XXX - CITY WIDE NON-SPECIFIC PROGRAM

CO

MP

AN

Y I

NF

O

Company Contact

Company Name

Company Address

City State Zip Code

Telephone # Fax #

Email 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:______________________________________________________________

________________________________________________________________________________________________________________________________________


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ATTACHMENT D CLIENT REFERENCES

NOTE: Proposer(s) must complete this governmental reference list as indicated below. Copy of attachment shall be placed in “Section 2: Provider Experience & Qualification” of the proposal document.

SITE #1 Government Name Address

State, Zip Government Population Contact Person Contact’s Title Contact Phone Software Application

Installed Date Installed Software Application

Installed Date Installed

1. 10. 2. 11. 3. 12. 4. 13. 5. 14. 6. 15. 7. 16. 8. 17. 9. 18.

Hardware Platform Was Hardware Purchased from Vendor? YES NO

SITE #2

Government Name Address State, Zip Government Population

Contact Person Contact’s Title Contact Phone Software Application



1. 10. 2. 11. 3. 12. 4. 13. 5. 14. 6. 15. 7. 16. 8. 17. 9. 18.

Hardware Platform Was Hardware Purchased from Vendor? YES NO


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SITE #3

Government Name Address State, Zip Government Population

Contact Person Contact’s Title Contact Phone Software Application



1. 11. 2. 12. 3. 13. 4. 14. 5. 15. 6. 16. 7. 17. 8. 18. 9. 19.

10. 20. Hardware Platform

Was Hardware Purchased from Vendor? YES NO


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ATTACHMENT E Section III, A., Required

Proposer(s) are required to fill in the attached document using the provided fillable document.

Finance Application Included Not Included General Ledger/Accounting Budget Development & Tracking (self-service applicable) Grant Accounting Project Accounting Business Mapping Custom Reporting P-Card Capabilities Vendor Management Procurement/Purchasing Purchase Orders Vendor Management Cash Receipts Utility Billing & Collection Accounts Receivable/Miscellaneous Billing Accounts Payable Asset tracking (fixed, capital, etc.) Dashboard (user defined) Report Capability Customizable Work Flow Tiered Profiles Forecasting Employee Self-Service Exporting Reports Capabilities (excel, access, word, etc.) Data Solution (for access of reporting legacy data, 5 years) Sales Reporting Data Conversion (from current systems)


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ATTACHMENT E (CONT.) Section III, A., Required


Human Resources Application Included Not Included Recruitment Onboarding and Job Description(s) Position Control Class Plan (class series level and PCN for each employee) Employee Master File Employee Benefits Administration & Reporting FMLA Pension Workers Compensation Leave Administration Training and Certification Employee Performance Reviews Personnel Files (actions) Employee Self-Service Pay Administration Time and Attendance Employee Time Entry Field Direct Deposit Separation Workflow & Organizational Charting Reporting Dashboard (user defined) Tiered profile Custom Reporting Differentiation of Position Classifications


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ATTACHMENT F Section III, B., 1, Compatible


Technology Current Application Compatible Not Compatible Server OS

Windows Server 2003

Desktop OS

Windows 7 & 10

Server Hardware

VM ware

Email Distribution

Microsoft Outlook

Laptop/Mobile Hardware

Dell laptops, apple and android mobile devices

Internet Browsers

Google Chrome, Firefox & Safari

Internet Bandwidth

50MB x 50MB

Scanners, Printers, Multi-function Devices

Primarily Konica Minolta MFDs, HP’s and various


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ATTACHMENT G Section III, B., 2, Compatible


City Department Line of Business Application Compatible Not Compatible

Other Additional Notes

Service RTA

Service

Directives Database

Service, Recreation, Arts & Engineering

Time Force

Grantwood

GolfNow

Recreation & Arts

MaxGalaxy (Active Networks)

Senior Center

My Senior Center

Fire

EMS Charts

Fire

Reporting Systems

Fire

Callback Staffing

Police

TAC


Page 37 of 39

ATTACHMENT G (CONT.) Section III, B., 2, Compatible


City Department Line of Business Application Compatible Not Compatible


Engineering, Building & Planning

Tyler – Energov

Water Reclamation

Antero

Water Reclamation

SCADA


CivicPlus


CMI


Outlook

Planning GIS

Police Evidence Management

Finance Online Banking Applications


Page 38 of 39

ATTACHMENT H Section III, C., Interested


Functional Interest Compatible Not Compatible


Document and Agenda Management

Scheduling (employee shifts)

Online Bidding

Performance Management, Treasury & Management

Contracts Administration

Leasing Data

Work Order System

E-Signature in Workflow

File Retention Schedule

Project Management & Tracking


Page 39 of 39

ATTACHMENT H (CONT.) Section III, C., Interested


Functional Interest Compatible Not Compatible


Real Time Customer Inquiry

Improved Service Levels (by managing own data structure)

Cloud Storage

Mobile Application Capability

Share Point

TO: Members of the Finance Committee

FROM: Matt Rubino, Director of Finance

CC: Mayor Ed Kraus

DATE: May 14, 2019

RE: Business Operations Administrator Position

As part of my ongoing plan to refine the staffing configuration in Finance I had filled the Administrative Coordinator position internally. That appointment was presented to the Committee at the meeting of April 23, 2018. In furtherance of this objective I am recommending to create the position of Business Operations Administrator in the Finance Department section of the Solon Code. This position will replace the Adminstrative Coordinator position in Finance. The language for the new code section (§234.017) is provided in Exhibit A.

This requested addition will not increase the staffing in Finance but will more accurately define the primary tasks and responsibilities of the position as currently required.

The title of Administrative Coordinator was created under the Mayor’s Office (§230) and intended to be responsible for special projects and other administrative duties as assigned by the Mayor of Finance Director. The updated description of this position (attached as Exhibit B) will allow for an enhanced focus on improvement of financial policy implementation and business process improvement within the Finance department and other City departments.

In addition to business operations, the position is primarily responsible for coordination of City procurement processes, cooperative purchasing, shared services, City credit card program, and other administrative functions as required by the Finance Director. The other major focus of the position is the role of project lead for the implementation of the new enterprise resource planning (ERP) system. The ERP project is primarily a business improvement undertaking for the City and the current occupant of the position is poised to assume that significant administrative role on behalf of the Finance Department.

I am requesting that the Committee request legislation be prepared for City Council authorizing the creation of the position of Business Operations Administrator in the Department of Finance as §234.017 of the Solon Code. The legislation to create the position can be placed on first reading at the May 20, 2019 City Council Meeting.


34200 Bainbridge Road Solon, OH 44139-2955

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

Solon Finance Committee May 20, 2019 Business Operations Administrator

2

Exhibit A

§ 234.017 BUSINESSS OPERATIONS ADMINISTRATOR

(a) There is hereby established the position of Business Operations Administrator. The Business Operations Administrator shall be appointed by the Mayor pursuant to Article V, § 5, of the City Charter. The Business Operations Administrator shall report directly to the Director of Finance and shall perform such duties as may be required by the Mayor and/or the Director of Finance pursuant to the position’s job description.

(b) The Business Operations Administrator will assist the Director of Finance in the administration, direction, planning and implementation of policies, procedures and business operations in the Finance department and other departments as directed.

(c) The Business Operations Administrator shall also be responsible for coordinating the procurement policies of the City on behalf of the Director of Finance and other departments to ensure compliance with federal, state and local laws.

Exhibit B

JOB TITLE: Business Operations Administrator

WAGE SCHEDULE: I

DEPARTMENT: Finance CLASSIFICATION: Unclassified

REVISED DATE: May 2019 FLSA STATUS: Exempt/Salary

JOB SUMMARY Responsibilities include assisting the Director of Finance and City Departments in the administration, direction, planning and implementation of policies, procedures and business operations in the Finance department and other departments as directed. Performs high level operational support for various City Departments and City functions including procurement, administration, shared services, financial management and other responsibilities as assigned. Assists in the identification, administration, training, and continuing education of operational efficiencies as delegated by the Director of Finance and/or Mayor.

PRIMARY TASKS AND RESPONSIBILITIES • Serves as a primary point of direct administrative contact and liaison with other departments,

individuals, and external institutions and agencies on a range of specified issues; organizes and facilitates meetings, training, and other special events as required

• Gathers, enters and/or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the department

• Monitors and coordinates accounting activities as appropriate and prepares internal reports for management; participates in budget and capital planning as required

• Assists with project development and planning to ensure more efficient service and organization of the Finance department and other departments as directed

• Assists the Director of Finance in developing and administering various financial policies, procedures and internal controls of the City to ensure their compliance with pertinent federal, state and local regulations, as well as to align them with operational goals of the City

• Performs evaluations of City business processes as they relate to Finance and other applicable departments of the city and recommends improvements to existing processes

• Assists in preparation of the operating budget/capital plan, including: compiling data, making revenue projections and recommending service levels and enhancements; monitors and tracks expenditures, ensuring that departments remain within approved budget allocations

• Attends to a variety of administrative details such as keeping informed of departmental activities, transmitting information, developing, implementing and interpreting policies and procedures and monitoring the day-to-day operations of the department

• Oversees procurement function to insure that policies and procedures are formulated and followed in accordance with state law and local ordinances

• Provides technical assistance to staff on operational issues such as bid/RFP, government purchasing cooperatives, standard purchasing methods, record keeping, training, operational issues and contracts administration

• Identifies as the subject matter expert (SME) for all purchasing related functions in accordance with state law and local ordinances

Exhibit B

• Coordinates the procurement of various shared services on behalf of City departments including facility maintenance, uniforms, cellular devices, and multi-function copier leases

• Coordinates tracking of city assets, equipment, and inventories for City departments

• Serves as Finance Director’s designee for City credit card program and is responsible for managing City credit card authorizations, internal controls and proper usage of online accounts used for supply ordering

• Assist Director and departments in decision making regarding the commitment of funds with information on operating budgets and capital projects

• Performs project research and report preparation related to the activities of the department; may prepare and update a variety of periodic and special narratives, reporting databases and operational analyses

• Assists in the training and evaluation of certain Finance department personnel on pertinent topics as determined by the Director

• Prepares special reports or research as requested by elected officials, City boards and commissions, Finance Director, and other organizations

• Project lead for City ERP project and related integration, monitoring, education, and training

• Remains competent and current through professional development courses and/or training

• Represents, on behalf of the City, active board membership in The Cooperative Council of Governments, Inc. (CCOG) and other appointments as assigned by the Director of Finance

• Performs other duties as assigned by the Director of Finance and/or Mayor OTHER TASKS AND RESPONSIBILITIES • Assist auditors with necessary documentation needed during annual financial audit

• May require project visits, field inspections or other job site related activities

• Attend and participate in professional group meetings and/or city-wide public meetings

• Manage the sale of government assets through online auctions and authorized organizations

• Manage, advertise, schedule, track, write and/or edit bid documents, RFPs, RFQs on behalf of various City Departments as required

• Assist and/or complete credit applications on behalf of the City

• Monitors changes in authorized governmental purchasing cooperative programs

• Monitors vehicle and asset titles in cooperation with the Fleet Manager and/or Accounting Supervisor

• Monitor and adjust Finance Department records and storage as applicable, coordinates the records storage of other Departments in City Hall

SUPERVISION RECEIVED Works under the supervision of the Director of Finance as directed under Codified Ordinance Section 234.017

Exhibit B

SUPERVISION EXERCISED Initially this position will not have supervisory authority over employees; however, may have in the future.

LEVEL AND TYPE OF EDUCATION REQUIRED A four (4) year Bachelor’s degree is required. Degree in Accounting, Finance, Business-related field or Public Administration is preferable.

RELATED WORK EXPERIENCE REQUIRED Five (5) years in a setting performing accounting, budgeting, finance, business process and purchasing related work or a government agency is required.

SPECIALIZED TRAINING, KNOWLEDGE, SKILLS AND ABILITIES • Training and familiarity of fund accounting, general ledgers and procurement best practices

• Knowledge of advanced computer applications used within the finance department including the ability to create advanced spreadsheets within Excel and other reporting tools

• Knowledge of project management techniques and tracking aptitudes

• Ability to create written reports including the ability to interpret and explain financial data in a clear and concise manner

• Ability to establish and maintain effective working relationships and a cooperative approach with employees, supervisors, other agencies and the public

• Integrity, sense of responsibility and independent judgment

• Ability to compose written communications and other written and online correspondence

• Ability to problem solve and develop solutions

• Ability to understand contractual terms and conditions

• Ability to work with and maintain confidential information

TOOLS AND EQUIPMENT USED The employee is expected to freely operate the following tools and equipment; personal computer (including word processing, budgetary accounting and spreadsheet software), calculator, telephone, fax machine and photocopier.

WORKING ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters when performing the essential functions of this job. While performing the duties of this job the employee typically works in a normal office environment. The noise level in the work environment is usually quiet to moderate.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job the employee is regularly required to use hands to finger, handle, feel, carry or operate objects, tools or controls, and reach with hands and arms. The employee frequently is required to stand, talk, hear, walk and sit. Specific vision abilities required by this job include close vision and the ability to adjust focus.

TO: Members of Council Finance Committee FROM: Matt Rubino, Director of Finance CC: Mayor Edward Kraus DATE: May 13, 2019 RE: Adoption of the City of Solon’s 2020 Alternative Tax Budget 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 (2020). 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 2020 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. 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. In the tax budget the additional need is demonstrated 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 disbursements could exceed estimated operating revenues. The 2020 Tax Budget operating expenditures were based on the 2019 operating budget with increases applied to revenue and expenditures based on recent annual averages. These expenditure estimates will be refined when development of the 2020 Operating Budget commences in September and should not be construed as the actual



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

Solon Finance Committee May 20, 2019 2020 Tax Budget Approval

2

operating budget for 2020. The additional need in excess of anticipated General Fund resources for budget year 2020 of $231,992 is summarized in Figure 1.

The proposed 2020 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 (1.0 mills) to finance City operations to fund the City’s share of Police and Fire pension costs (2.0 mills). The City will continue to levy the voted 0.50 mills in 2020. The voted 0.50 mills is expected to generate $480,330 in 2020 to be used towards the acquisition of service and safety equipment. The actual property tax rates for 2020 will be presented for approval under a separate resolution in August.

Ohio budgetary law stipulates that the tax budget be made available for public inspection. Therefore, a copy of the proposed 2020 Tax Budget is available on the City’s website and at the main counter in the City’s Finance Department prior to adoption and submission to the 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. An ordinance and the attached schedules will be provided to the County Fiscal Office upon passage by Solon City Council.

It is recommended that an ordinance adopting the 2020 Alternate Tax Budget be approved by the Finance Committee and recommended to City Council for approval on May 20, 2019 on first reading and subsequent transmittal to the Cuyahoga County Budget Commission after such approval has been adopted.

General Fund Operating 2020 EstimateTotal Estimated Revenue $ 46,506,555 Total Estimated Expenditures $ 46,738,547 Shortfall (Additional Need) $ (231,992)

Figure 1

Tax Budget Summary

Allocation of Property Tax Millage - 2020 Rate %(mills) Allocation

100 - General Fund Inside 1.00 30.3%204 - Police Pension Inside 0.80 24.2%205 - Fire Pension Inside 1.20 36.4%300 - Bond Retirement Inside 0.30 9.1%Total Unvoted 3.30 100.0%421 - Service & Safety Equipment Outside 0.50 Total Property Tax Levied 3.80

Figure 2

Fund / Purpose

ALTERNATIVE TAX BUDGET INFORMATION Exhibit A

Political Subdivision/Taxing Unit_________City of Solon, Ohio _____________________________________

For the Fiscal Year Commencing_________January 1, 2020_______________________________________

Fiscal Officer Signature_____________________________________________Date_______________________

COUNTY OF CUYAHOGABackground

Ohio Revised Code Section 5705.281

County Budget Commission Duties

County Budget Commission Action

Alternative Tax Budget Information Filing Deadline

Therefore, when a budget commission is setting tax rates based on a taxing unit's need, for purposes of ORC Sections 5705.32, 5705.34, and 5705.341, its determination must be based on that other information the commission asked the taxing authority to provide under ORC Section 5705.281, when the tax budget was waived. Also, an official certificate must be based on that other information the commission asked the taxing authority to provide.

________ Cuyahoga County Budget Commission meeting, the commission with an affirmative vote of all members waived the requirement for taxing authorities of subdivisions or other taxing units (Including Schools) to adopt a tax budget as provided under ORC Section 5705.281, but shall require the filing of this Alternative Tax Budget Information document on an annual basis.

For all political subdivisions excluding school districts, the fiscal officer must file one copy of this document with the County Fiscal Officer on or before July 20th. For school districts the fiscal officer must file one copy of this document with the County Fiscal Officer on or before January 20th.

Substitute House Bill No. 129 (HB129) effective June 3, 2002, was enacted by the 124th General Assembly in part to allow a county budget commission to waive the requirement that a taxing authority adopt a tax budget for a political subdivision or other taxing unit, pursuant to Ohio Revised Code (ORC) Section 5705.281.

Under the law in effect prior to June 3, 2002, the budget commission could only waive the tax budget for a subdivision or other taxing unit that was receiving a share of the county undivided local government fund or the county undivided local government revenue assistance fund under an alternative method or formula pursuant to ORC Sections 5747.53 and 5747.63. Thus, tax budgets could be waived only for counties, municipalities, townships, and park districts. This restriction is now removed.

Under the amended version of this section pursuant to HB 129, a county budget commission, by an affirmative vote of a majority of the commission, including an affirmative vote by the county auditor, may waive the tax budget for any subdivision or other taxing unit. However, the commission may require the taxing authority to provide any information needed by the commission to perform its duties, including the division of the tax rates as provided under ORC Section 5705.04.

The county budget commission must still certify tax rates to each subdivision or other taxing unit, by March 1 for school districts and by September 1 for all other taxing authorities under ORC Section 5705.35, even when a tax budget is waived. Also, the commission is still required to issue an official certificate of estimated resources under ORC Section 5705.35 and amended official certificates of estimated resources under ORC Section 5705.36.

DIVISION OF TAXES LEVIED Exhibit A

(Levies Inside & Outside 10 Mill Limitation, Inclusive Of Debt Levies)For the Fiscal Year Commencing_________January 1, 2020_______________________________________

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/A01-01-2019 12-31-2019

01-01-2020 12-31-2020

1.00 1,230,371$

204 - Police Pension Inside N/A N/A01-01-2019 12-31-2019

01-01-2020 12-31-2020

0.80 999,045$

205 - Fire Pension Inside N/A N/A01-01-2019 12-31-2019

01-01-2020 12-31-2020

1.20 1,498,567$

300 - Bond Retirement Inside N/A N/A01-01-2019 12-31-2019

01-01-2020 12-31-2020

0.30 369,111$

421 - Service & Safety Equip Outside 11/8/2016 Renewal 5 years01-01-2019 12-31-2019

01-01-2020 12-31-2020

0.50 480,330$

TOTALS 3.80 4,577,423$

$ AMOUNT Requested Of Budget

Commission

City of Solon - 2020

Maximum Rate

AuthorizedPurposeFund

SCHEDULE 1

STATEMENT OF FUND ACTIVITY Exhibit A

City of Solon - 2020 (List All Funds Individually) SCHEDULE 2

For the Fiscal Year Commencing_________January 1, 2020_______________________________________II III IV V VI

Beginning Total Total EndingEstimated Resources Estimated Estimated

Unencumbered Available For Expenditures & UnencumberedFund Balance Expenditures Encumbrances Balance

100 - General Fund 18,194,038$ 46,506,555$ 64,700,593$ 46,738,547$ 17,962,047$

101 - Budget Stabilization Fund 7,500,000$ 250,000$ 7,750,000$ -$ 7,750,000$

GOVERNMENTAL: Special Revenue Funds

201 - Street Maintenance. & Repair 66,331 992,600 1,058,931 985,000 73,931

202 - State Highway 15,369 80,000 95,369 75,000 20,369

204 - Police Pension 722,744 918,900 1,641,644 939,575 702,069

205 - Fire Pension 621,163 1,403,200 2,024,363 1,434,772 589,591

209 - Cable TV 250,977 312,200 563,177 312,200 250,977

211 - Tree Planting Deposits 15,144 75,000 90,144 50,000 40,144

217 - Emergency Medical Service 252,834 526,688 779,522 756,806 22,716

240 - Police Department Training 37,775 15,000 52,775 15,000 37,775

241 - Police Corrections Training 2,623 1,800 4,423 1,800 2,623

242 - D.A.R.E. Program 16,824 40,500 57,324 40,500 16,824

263 - Economic Incentive Fund 512,634 2,451,250 2,963,884 2,700,000 263,884

264 - Police Food Drive 1 450 451 450 1

267 - Homedays Festival 10,973 120,800 131,773 120,800 10,973

270 - PACE Assessment Fund - 9,095 9,095 9,095 -

TOTAL SPECIAL REVENUE FUNDS 2,525,393$ 6,947,483$ 9,472,876$ 7,440,998$ 2,031,878$

300 - Bond Retirement Fund 777,101$ 694,111$ 1,471,212$ 766,293$ 704,920$

Fund By TypeTotal

Estimated Receipts

City of Solon - 2020 SCHEDULE 2 (cont.)I II III IV V VI



CAPITAL PROJECT FUNDS

400 - Income Tax Capital Improvement 4,140,501$ 13,486,807$ 17,627,308$ 15,290,410$ 2,336,898

401 - Citywide Traffic Signal Improvement 9,597$ 9,597 - 9,597

421 - Service & Safety Equipment 278,547$ 1,180,330 1,458,876 1,137,396 321,480

435 - Facility Maint. & Repair - A 216,346$ 1,250,000 1,466,346 1,350,000 116,346

476 - Old City Hall Renovation 17,744$ - 17,744 - 17,744

491 - General Capital improvement 241,371$ 1,500,000 1,741,371 1,500,000 241,371

TOTAL CAPITAL PROJECTS FUNDS 4,904,106$ 17,417,136$ 22,321,242$ 19,277,806$ 3,043,436$

PROPRIETARY: Enterprise Funds

511 - Sewer Revenue 3,200,321$ 5,262,700$ 8,463,021$ 4,331,942$ 4,131,080

512 - Sewer Plant R&I 597,410$ 450,000$ 1,047,410 450,000 597,410

517 - Forest Hills Waterline Loop 8,603$ 8,603 8,603

550 - Grantwood 191,830$ 984,129 1,175,959 1,018,821 157,137

TOTAL ENTERPRISE FUNDS 3,998,164$ 6,696,829$ 10,694,993$ 5,800,763$ 4,894,229$

INTERNAL SERVICE FUNDS

601 - Workers' Compensation Fund 334,519$ 250,000$ 584,519$ 268,000$ 316,519

605 - Employee Medical Self Insurance 917,379$ 6,250,000$ 7,167,379$ 6,520,500$ 646,879

TOTAL INTERNAL SERVICE FUNDS 1,251,898$ 6,500,000$ 7,751,898$ 6,788,500$ 963,398$

Total Estimated Receipts

Fund By Type

City of Solon - 2020 SCHEDULE 2 (cont.)I II III IV V VI



FIDUCIARY: Trust and Agency Funds

702 - Inspection Deposit 111,567 10,000 121,567 25,000 96,567

703 - Cemetery Endowment 5,501 5,501 - 5,501

704 - Unclaimed Monies 27,264 5,000 32,264 5,000 27,264

705 - Guaranteed Deposits 259 259 - 259

720 - Traffic Violations - 115,000 115,000 115,000 -

731 - D.A.R.E. Scholarship 10,001 10,000 20,001 5,000 15,001

740 - Police Department Donations 2,801 3,000 5,801 3,500 2,301

741 - Comm Improv Corp (CIC) 4,000 4,000 - 4,000

743 - Law Enforc Trust Drug Money 10,155 1,000 11,155 10,000 1,155

744 - Law Enforcement Trust OMVI 1,237 12,000 13,237 12,000 1,237

745 - Law Enforcement Trust Other 92,710 5,000 97,710 20,000 77,710

747 - Police Dog Donations 1,294 300 1,594 1,000 594

748 - Law Enforc Trust Immobilization 545 500 1,045 1,000 45

749 - Fire Department Donations 8,760 2,500 11,260 2,000 9,260

750 - Fire Dept Guaranteed Deposits 8,910 1,500 10,410 2,000 8,410

751 - Finance Dept Guaranteed Deposits 8,721 8,721 8,721

753 - Building Dept Guaranteed Deposits 174,110 22,000 196,110 20,000 176,110

754 - Engineering Dept Guaranteed Dep 88,218 75,000 163,218 100,000 63,218

756 - Special Donations 1,664 1,664 1,000 664

757 - Senior Services Dept Donations 496 5,000 5,496 2,500 2,996

760 - Blue Herron Donations 1,848 1,848 - 1,848

771 - Accumulated Leave & Contingency 687,628 100,000 787,628 250,000 537,628

791 - JEDD Income Tax Fund 66,900 233,580 300,480 206,000 94,480

TOTAL TRUST AND AGENCY FUNDS 1,314,589$ 601,380$ 1,915,969$ 781,000$ 1,134,969$

SCHEDULE 2 TOTALS 40,465,289$ 85,613,494$ 126,078,783$ 87,593,906$ 38,484,877$

Total Estimated Receipts

Fund By Type

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, 2019_______________________________________

(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 1,470,227 338,675 144,000 (a)

Aurora East Sewer Project - OWDA 4222 2007 2026 2,705,399 427,618 181,000 (a)

TOTALS 4,175,626$ 766,293$ 325,000$

City of Solon - 2020

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

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, 2020_______________________________________

I II III IV V VI

Amount RequiredTo Meet

Budget YearPrincipal & Interest

Payments

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

TO: Members of Council Finance Committee FROM: Matt Rubino, Director of Finance CC: Mayor Edward Kraus DATE: May 13, 2019 RE: Budget Amendment Requests – May 2019 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 capital ordinance (2018-249) to increase appropriation in the General Capital Facility Maintenance Fund (No. 435) by $47,000. The 2019 Capital Improvement Plan (CIP) did not originally include an allocation for any of the city-owned buildings adjacent to the Solon Historical Society. A recommendation to make improvements to the Bull Home located at 34045 Bainbridge Rd. was brought forth at the May 8, 2019 Safety and Public Properties Committee meeting as part of a discussion pertinent to the Solon Master Plan directive for the property. The request to appropriate funding for various exterior improvements was referred to the Finance Committee for approval. The written communication to the Safety Committee and related background information on expected costs is included as Exhibit A. A summary of the requested budget amendments is provided in Figure 1.

It is requested that Council approve the additional appropriation in the General Capital Facility Maintenance Fund (No. 435) on first reading and under emergency in order to begin exterior improvements to the property located at 34045 Bainbridge Road without delay.

Summary of Budget Amendment - May 2018

Department Fund AmountExp. Category Description

General Admin.

435 47,000.00$ other expenditures

Increase in appropriation to fund the estimated cost of recommended exterior improvements to the Bull House located at 34045 Bainbridge Rd. Funding is from the available cash balance in Fund No. 435.

Figure 1



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

RECOMMENDATION

DATE:

TO:

FROM:

REGARDING:

May 9, 2019

Finance Committee, Chairperson Nancy Meany

Donna M. Bond, Secretary Safety & Public Properties Committee

Bull House, 34045 Bainbridge Road

At its meeting on May 8, 2019, the Safety and Public Properties Committee made therecommendation to refer the expenses of improving the exterior of the Bull House to theFinance Committee for appropriations.

ec: Carol McConoughey, Clerk of CouncilMr. William J. Drsek, Public Works CommissionerMr. John Busch, City EngineerMr. Rob Frankland, Planning DirectorSafety & Public Properties Committee

Exhibit A

City of Solon Public Works Department34200 Bainbridge Road

Solon, Ohio 44139440-248-1155

MEMO TO: Safety and Public Properties Committee

FROM: William J. Drsek, Public Works Commissioner

DATE: April 15, 2019

SUBJECT: 34045 Bainbridge Road (Bull House)

The City ofSolon Master Plan indicates that the property located at 34045Bainbridge Road (Bull House) should be repaired and renovated to as close toperiod correct design and color so the historical value of the Century Home'canbe preserved.

The repairs to the Bull House were not anticipated in the 2019 budget. Thefollowing request would be contingent on the Finance Committee and Councilappropriating the funds to make the necessary repairs to preserve the exterior ofthe home. The renovations for the inside of the house will bethe 2020 budget process.

Repairs that are needed in 2019 to preserve the structure's integrity are a newroof. exterior painting, and new windows. Listed befow and attached are goodfaith estimates for the above listed repairs:

1) A &B Roofing2) Whittington Painting3) Pella Windows

$8,000. 00 plus $50.00 per 4x8 sheeting$13, 900. 00 plus $1, 000. 00 for paint$19, 975. 69 plus Labor 'ttfT-'2»0

The Finance Director has been informed of the expense of this project. A C. lf>^° CJ^'consensus of the Safety and Public Properties Committee would be helpful tobring this to the Finance Committee for appropriations.

C. Mayor Edward KrausMatt Rubino, Finance DirectorJohn Busch P. E., City EngineerRob Frankland, Planning Director

Exhibit A

B. BUEHL INDUSTRIES INC.dba A&B Roofing

1595 Highland Road . TVrinsburg, OH 44087Phone: 330-405-9055

E-mail: aandbroofing@windstream. netWebsrte; www.aandbrooflng.net

Pro osal Submitted To

Name

Street

City

City f£ salon. Street

CityDate of PlansArchitect

Proposal No.

Sheet No.

Datq_9_ig

Work To Be Performed At

State34045 Bainbrid eso:l-on State ..., _.'

Telephone Number

CONSTRUCTION AGREEMENT

îsAg^n^^Bonthe_dayof^^20_between, ^ State of ?hio, rafter refe^to^-OWNER"and B. Buehl Induatnw7 hw. dba A&B Roofing & Construction. of 1S95 Hlshland Road, City of TWInsburg, County of Summit, and State

ofohio-ro ;,nêôtto.?_?^^^n^. ^^. e^^^^^CO'^^^RACT~DO-CUM1NT^Theconfractdocumente consist afthtsAgieemert. and any of the folk^

2) speciflcaTfons:3)'Si addends te'ued prior to executton af thfe Agreement; a;ddl_wntten ̂ ffi^^mu^^^to 6uchCTôn""Th e form'Uw'conând all are'aslufly a pan o( the coibact as If attached toftls AgreOT nt.OTrSeated herei"-

"2. DESCRIPTION OF WORK. CONTRACTOR shall perform all thewori< required by We contract documents^ "-- .-. - - Dollare($_aflfl0_). Such woiK shall consist of

Remove shin tesandNOTE: wood ao

towoodnt extra SSO.W r 4x01(1/2 InalaHad as needed

6 ft linedInstaB new Ice and water shiekt at (hi areaInstall new Ndden rid vent shin te VentNew 1-HetImeCertalnTeed Landmark dimensional sh les nailedNew c und nt and rrfladi walls and chbnnNewaanta boot collarsW B aluminum val and sh startersDri cd e an ends

Extra lee shield available 2.00 ft. extraHaul debris and dean

CTIFIED GAF CEmiMN D AND VB.UX INOTAL3. -nme"oTcommencement and completion. The work to. be^ perked ^nderftte^c^Brijhsl^ to JM^^C^W

~i~.^^^ '. -The contract dates may be axtended when there occure a delay of wori< in"pêss due to°ha"?lS^'8f"^r4"1 ̂ a%ri!!\?^î'S^ht^^N^^<£ ^f^"mwimrO w'neF'shdi'pay'tt. e' CortTOc^ for'the-perforinar>ce_o^thBOT^ s.u^6ct, t^cha^^d^^, ^^

s. Ten percent (10%) of the^contract price^shall be paiduporTBxecutionofthis agreement. Ftfty'peroentrttt. B' '^'"^.^~isd^T^Ô!m^. R^^yÎt^^Btit<u^têi^nâldbal^'^ltocontaSctsum. BhalTbepaldby'the Ownerto the Contractor on the day of substantial completion. 1.5%

wwc^^^^^^^^^^^^^^ê^^^s^^^^terms of ftea°g^B°ê~Owner'mayteminate'the^me-<:lnwnti^^^^^^t^'(^'ne;'te^l^tdhe ag'reeni'BnTanySm8'afte7thethr» day period, the Owner °0^toP^^tractoIm Blmwleq^°J,°%H^th^ ̂ZcTprice°â"c^cdlatton tee.'m'e Contractor limited ̂ ^"ty_">v°reu£toon. ^rrec^ l^^^LT^n0!,^w'ân^p"ltdow"not"cove!:any coliateraFdamage that may occur from any fautty work. The limited non-fransferabte warranty Is forT^^ct^hSb eônslbletorstress^rdâllcmcte^noranyothe^ntwnaldaês^^^^^^be°held'^pOTsibtefor''acts oTGod'nor'for ice buld up fn the hrture; Conbartor ^_"rtto heM responstoto^he^^^sh^^9^^'e'1i'on^^~9r~oâny'p»blern87r~defe^lntheshingl^_the

s, dumpster placement oraiulpment at the job sne._hcludin9a"yvehtete^^°dX:^y°fo^hrcomIpany:~ShVuyfte'hoôwner have concerns as'to^

^d^w^Ô^^~req^shaiTbeliêdaboveindescriptionof^^dany_^n, if applicable, or the H°m?°""e»s/OW"ers_dlrecuon, :n'B.ownCTIS

^^btefTs^^gallTntôrarticiândd^^rô^dTiri^^do'nêContractoris'nota^^lato^nsulstioncorn^^^ûr'roofdoes'not'assure ftat the vent system Is adequate. Further '"^rtlonâ_specialistjhouldêdo^^

'6" DlsAGRiE MEWre AND DISPUTES: Any controversy, dispute or îmarising_outôfthesa^^'be:u'bmMedfo7seUlemertbyaôat^na^^?;^t^n^>Sid"iti'dge"wnt'upon'theaw^d;rende'md' rr»y be e"te^"^yM urt^r^rf^Jtetl^BP^rols^1 ^pt:ew"nTuie"c'o'n ^tor'to^'hlsrig^rtto file a mechanirt lien to secure payment under this contract. In the result of nonpayment, the

^' î^Tntt Xd^ « not agreed to by both parties within 30 days. All balances shall be paid within 30 days or

shall be sê^ tô ̂ ^^^^ ̂ ^ ^^ ̂ ^^ Realignment of satdlrte dishes not included in ̂of estimate.Tt>e parties hereto have executed this agreemerrt on this ̂ -__dôf ^ ^ .._.,^,._2°-

Payment due the day of completion.

CONTRACTOR OWN BIBHT TO CaNCBL

YOU THE BUYER OR OWNER. WSf CANCB. nilS TRANSACTION » ANY TIME PRIOR TO NIDNIOHT OF THETHIRD BU81NBSS OM AFTER THE UCTB 0*' THIS TRANSACTION

Exhibit A

Whittington Painting & Staining Inc.9976 Fatten Road ""-"°"'~ PROPOSAL

Twinsburg, Ohio 44087 04/24/19216-513-5988 £9 whitty425@yahoo. com

City of Solon

Century Home

Bainbridge Rd/Across from Art Center

Exterior:

Power wash entire structure, including decks to remove loose dirt, peeling paint andany mold and mildew.

All siding, trim, decks, deck rails, porch ceilings, and porch floors are to Isanded, caulked, spot primed, and two finish-coats applied. ~ ~ ~ ~" -^w'Windows to be pre-finished.

Decks, porches, foundation, and entry doors are included.

New wood to be primed before finish coats are applied.City to be responsible for any carpentry repairs.

City of Solon to be responsible for cost of all paints.

Total... $ 13, 900.

Thank you/

Rod Whittington

Exhibit A

Proposal - Summary Quote Number: 11295489Quote Name: Solon (City of Solan)

Project Name: Solon (City of Solon)

Sales Rep Name: Amidon, SamSales Rep Phone:216-536-4861Sales Rep EMail: sam_amidon@gunton. comSales Rep Fax:

Pella Window and Door Showroom ofBedford Heights26150 Richmond Road

Bedford Heights, OH 44146-1438Phone Number: (216)292-2577Fax Number: (216)292-2811

Quote Information

Customer Name: 276 - Sam AmidonPrimary Phone: (216)536-4861Fax Number:Mobile Phone:Customer Number: 1006746271

Contact Name:Great Plains*: 1002192779Quoted Date: 4/26/2019Order Type: Non-lnstalled SalesCustomer Account: 1002192779

Customer Notes: 'ADD APPROX $2,520 TOTAL FOR NEW CONSTRUCTON INSTALL.ADD APPROX $7, 100 TOTAL FOR REPLACEMENT INSTALL

Line #

10

15

20

25

30

35

40

45

50

55

60

65

70

75

Qty Rou"h Onenin"

1

1

1

2

1

1

1

1

1

1

1

1

1

1

1

Deacri tion

Architect, Double Hung, White



Architect. Double Hung, White


Architect, 2-Wide Double Hung, White






Architect, 2-Wide Double Hung, White


Architecl, Double Hung, White


Location

KITCHEN

KITCHEN

KITCHEN

FAMILY

FAMILY

BED 1

BED 1

BED 2

BATH 1

BATH 2

CLOSET

BEDS

BED 3

BED 4

BED 4

Item Price

$1, 119.04

$1,018.14

$1, 138. 56

$1, 138. 56

$1,099.53

$2,247.62

$1, 138.56

$1, 138.56

$985.72

$1,203.06

$1, 119.04

$2,247.62

$1, 062. 04

$1, 062. 04

$1, 119.04

Ext'd Price

$1, 119.04

$1,018.14

$1, 138. 56

$2, 277, 12

$1,099,53

$2, 247, 62

$1, 138. 56

£1, 138. 56

$985. 72

$1,203.06

$1, 119.04

$2, 247. 62

$1, 062. 04

$1,062. 04

$1,119.04

" Indicates pricing for line is not complete. The product must be approved by Pella before final pricing will be calculated.

For more infomiation regarding the finishing, maintenance, service and warranty of all Pella® products, visit the Pella® website atwww.petla. com

Printed on 4/29/2019 Summary Proposal Page 1 of 2

Exhibit A

Customer: 276 - Sam Amidon Project Name: Solon (City of Solon) Quote #: 11296489

*Architect Series

*White exterior

*Factory white interior*Dual pane insulated glass w/ lowE & argon*White spoon style hardware*Half screens

*ILT (SDL grilles)*Nailing fins*No applied extension jambs*lnstall options highlighted above

Order Totals

axable Subtotal

Sales Tax @ 8%

Non-taxable Subtotal

otalDeposit Received

mount Due

$19.975. 69

$1, 598.06

$0.00$21, 573. 75

$0.00$21,573. 75

Thank You For Your Interest In Pella® Products

TERMS & CONDITIONS:This Quote is Good for 30 Days.

L^'

^/y, ct~!£. 6(f

^J/ ^3^0. 00 fE^Ll^ /^TACC //'y^

a//^ft^$ <^9£ ^7»w<^

f^TÎOfi CL/VO (^'^flt0U/5

J>JTZ7Z/c?/t y/^'â) ^.^Ttt?^ fiTt^fi

/ti^3i^

For more information regarding the finishing, maintenance, service and warranty of all Pelta® products, visit the Pella® website atwww.pella.com

Printed on 4/29/2019 Summary Proposal page 2 of

Exhibit A

TO: Members of Council Finance Committee FROM: Matt Rubino, Director of Finance CC: Mayor Edward Kraus DATE: May 16, 2019 RE: Update on Solon Enterprise Resource Planning (ERP) Project – May 2019 The initial activity in 2019 has been focused on business process review and gathering comparison information for the project scope. The pre-implementation work has revolved mostly around working on an RFP document that will be used to define the project scope and describe to prospective vendors the requirements and other functionality the City will be considering. Our engagement with Plante Moran kicked off on April 23rd with a project introduction meeting with all department heads. While the technical work is being completed by Finance Department staff, the high-level aspects of the project will rely on the involvement of Directors and key administrative staff. Some of the strategic components of the project plan are summarized in the draft ERP project charter (See Exhibit A) and include the formulation of a project vision, objectives and governance structure. The project’s progress will be measured to the benchmarks that were developed with assistance from Plante Moran The next major step in the project is the release of the RFP for the ERP system and implementation services. The RFP is a comprehensive formalization of what the eventual implementation could entail in terms of scope and functionality. The RFP will be advertised beginning May 23rd and will be up for one month before proposals are due. Proposal review will commence in early July and could take two to three months to complete. A final recommendation on the selected vendor(s) will be presented to Finance Committee. Updates on the status of the project will be conveyed to the Finance Committee each month via written correspondence or presentation. Please reach out to me or others on the City team with questions regarding the ERP project.



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

City of Solon, OH May 2019 – PLANTE MORAN DRAFT 27 | P a g e

Solon ERP ProjectCharter- DraftPROJECT NAME:

VISION STATEMENT:

The project will identify the future financial systems environment that will support City staff in the delivery of government services and activities, take advantage of best practices, and significantly improve the efficiency and effectiveness of City's customer service and business processes.

PROJECT OVERVIEW:

The City will conduct a financial technology systems needs assessment that will provide a future direction and business case for the City’s Financial Systems environment.

PROJECT OBJECTIVES:

City hopes to accomplish the following objectives with the successful completion of this project:

Identify challenges including people, process and technology with current City financial-related businessprocesses

Identify opportunities for process improvements without and with new technology

Identify system needs for a new financial systems environment

Identify options for the City to consider in moving forward with a new financial systems environment

Identify realistic budgetary costs associated with a new financial systems environment

Develop a business case for moving forward with a new financial systems environment

BUSINESS DRIVERS:

1. One current view of the data; a single source of the truth. Eliminate conflicting information, shadowsystems (spreadsheets, multiple systems with the same basic functionality, etc.)

2. Significantly reduce process time through business process reengineering and best practices in the financialsystem

3. Users & vendors can see where their transaction is in the process. Fewer phone calls for status.

4. Eliminate paper-based processes & forms

5. Quality is moved to the front of the transaction

6. Challenges and risks with maintaining a legacy AS/400 environment

PROJECT INFLUENCES:

Existing processes have been in existence for an extended period of time that are paper-based and are basedon existing technology

Inertia/resistance to change

Exhibit A


Budgetary challenges

Legal or Regulatory Constraints

CRITICAL SUCCESS FACTORS:

Ensuring that all of the needs of the City are thoroughly defined, documented, and understood by thevendors.

Business process reengineering takes place as appropriate in a timely manner

Obtaining buy-in from the departments on the process for defining their needs

Gaining ownership by the departments on the project

PROJECT CONSTRAINTS:

Staffing resources

Budgetary constraints

Legal restraints that impact City financial and human resources operations

PROJECT SCOPE:

In-Scope: This project will impact the business processes that the City employs to accomplish most financialand human resources related tasks including:

GeneralLedger/Accounting

Budget Development &Tracking (self-serviceapplicable)

Grant Accounting Project Accounting Business Mapping Custom Reporting P-Card Capabilities Vendor Management Procurement/Purchasing Purchase Orders Vendor Management Cash Receipts Utility Billing &

Collection Accounts

Receivable/Miscellaneous Billing

Accounts Payable

Asset tracking (fixedcapital, etc.)

Dashboard (user defined) Report Capability Customizable Work Flow Tiered Profiles Forecasting Employee Self-Service Exporting Reports

Capabilities (excel, access, word, etc.)

Data Solution (for accessof reporting legacy data, 5years)

Sales Reporting Data Conversion (from

current systems) Recruitment Onboarding and Job

Description(s) Position Control

Class Plan (class serieslevel and PCN for eachemployee)

Employee Master File Employee Benefits

Administration & Reporting

FMLA Pension Workers Compensation Leave Administration Training and

Certification Employee Performance

Reviews Personnel Files (actions) Employee Self-Service Pay Administration Time and Attendance Employee Time Entry

Field

Exhibit A


Direct Deposit Separation Workflow &

Organizational Charting

Reporting Dashboard (user defined) Tiered profile Custom Reporting

Differentiation of Position Classifications

Out-of-Scope: The following areas are deemed to be out of scope for this project: Document management system Customer relationship management (CRM

system) Most law enforcement processes Jail management system (jail & inmate

operations)

Land development and land managementprocesses and systems

Court specific processes and systems Maintenance management processes and

systems

GUIDING PRINCIPLES:

The City shall adhere to the following principles throughout the planning, design and implementation of the project:

a. We will embrace process improvement strategies and implementation of new and best business practices

b. Information is a City asset to the extent that it is not confidential or private.

c. Establish common processes & practices across the City.

d. Focus on process and transaction quality; build quality at the source.

e. Provide relevant, timely, and consistent management information.

f. Minimize resources allocated to transactional activities; focus more on information to sustain the business.

g. The Project Steering Committee shall be composed of City leadership staff who are committed to dedicatingappropriate staff resources to ensure the success of the project.

h. The City shall embrace financial accounting best practices.

i. Decisions related to project activities and system implementation shall be developed for the betterment of theentire City.

j. Department needs shall be given adequate consideration in the development of project policies andactivities.

k. The Project Steering Committee commits to maintaining communication throughout the project

l. The project shall strive to decentralize operational responsibilities and approvals to the degree reasonable andpossible.

m. The City’s IT architecture & standards shall be followed.

n. Investments in Technology shall improve capacity, efficiency, and reduce cost.

o. The City is committed to providing staff training to become proficient in their functions.

PROJECT MILESTONES AND DELIVERABLES: a. Financial Go-Live XX Date

b. HR/Payroll Go-Live XX Date

Exhibit A

TO: Members of Council Finance Committee


CC: Mayor Edward Kraus

DATE: May 15, 2019

RE: Monthly Financial Summary – April 2019

Overview The following monthly financial data includes revenue and expenditure results for the fiscal period ending April 30, 2019. All figures are presented on an unaudited budgetary basis. Through the end of April the results for the General Fund included:

• Operating revenue totaling $13.7 million collected or 30.1% of the 2019 revenue estimate is 1.7% lower than the prior year collections

• Operating expenditures (personal services and other expenditures) totaling $13.5 million at 32.6% of the approved 2019 budget is 4.5% higher than the prior year period

• Total expenditures (including transfers) exceeded revenue by $4.2 million at month’s end

Operating Revenue General Fund revenue accounted for approximately 60% of all funds revenue as of April 2019. The majority of that revenue was derived from local sources including income tax collections, charges for services and programs. A summary of General Fund revenue is provided in Figure 1 below.

Figure 1



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

General Fund 2017 2018 2018 2019 2019 % Chg 2019 % of Revenue by Source Total YTD Total YTD vs 2018-2019 Revenue RevenueAs of April 30, 2019 * Revenue Revenue Revenue Revenue 2018 Estimate Collected

Local Taxes 35,300,917 11,691,115 37,341,440 11,187,760 (503,355) -4.3% 38,448,130 29.1%State Shared Tax 227,308 54,824 202,880 57,923 3,099 5.7% 203,400 28.5%Charges / Fees 3,278,647 1,141,927 3,347,360 1,165,247 23,320 2.0% 3,319,607 35.1%Licenses, Permits & Fines 979,325 322,466 988,824 390,828 68,362 21.2% 904,895 43.2%Misc Revenue 703,940 338,860 1,138,563 498,128 159,268 47.0% 1,425,130 35.0%Reimbursements 2,125,425 406,691 1,264,735 412,728 6,037 1.5% 1,237,500 33.4%Total Operating Revenue 42,615,562 13,955,883 44,283,802 13,712,614 (243,269) -1.7% 45,538,662 30.1%* Prior YTD revenue as of comparable period.

Solon Finance Committee May 20, 2019 Monthly Financial Summary – April 2019

2

• Monthly General Fund revenue totaled $3.3 million compared to $3.1 million collected inthe prior month

• Total YTD operating revenue was 1.7% less than the same period in 2018 and is continuing to catch up with the 2019 estimate, last month’s YTD collection was 4.7% under 2018

• Local taxes including income tax receipts allocated to general operations totaled $11.2million or 81.6 % of operating revenue through April

• YTD income tax collections (General Fund) totaled $10.4 million through April and were 4.8%below the prior year collection as a result of a difference in timing of collections compared to last year and represents lower than expected net profit filings through the first quarter

• Income tax collections have continued to rebound to the expected levels in May andadditional months of collections data will be required to develop an accurate trend for thecurrent year collections (refer to the Monthly Income Tax Update – May)

• Revenue from charges for services and fees totaled $1.2 million and were 2.0% above theprior year collection

• Receipts from Community Life programming (Recreation, Senior Center and Arts Center)totaled $652,400 and were 3.1% lower than 2018 receipts

• Permit and license revenue ($390,800) was running 21.2% higher than 2018 YTD as a resultof building permit activity picking up during the first quarter of 2019

• Investment income totaled $417,200 and was up 67.9% from 2018 due to higher short-terminterest rates and changes to the City’s investment strategy

Additional detail on revenue collections by fund and department is provided in Exhibit A.

Operating Expenditures General Fund operating expenditures (excluding transfers out) through April were $10.4 million or 15.8% of the approved 2019 budget. The operating expenditures for April were 3.4% higher than the expenditures through comparable period in 2018. A summary of General Fund operating expenditures is provided in Figure 2 below.

General Fund 2017 2018 2018 2019 2019 % Chg 2019 % of Expenditure Summary Total YTD Total YTD vs 2018-2019 Approved BudgetAs of April 30, 2019 * Expenditures Expenditures Expenditures Expenditures 2018 Budget Committed

Personal Services 26,426,257 9,474,619 27,569,920 9,772,641 298,022 3.1% 29,699,395 32.9%Other Exp. 9,815,257 3,473,683 10,701,220 3,764,569 290,886 8.4% 11,778,823 32.0%Operating Exp. 36,241,514 12,948,302 38,271,140 13,537,210 588,908 4.5% 41,478,218 32.6%Transfers Out 4,900,700 3,811,000 5,395,020 4,375,000 564,000 - 4,375,000 100.0%Total Expenditures 41,142,214 16,759,302 43,666,160 17,912,210 1,152,908 6.9% 45,853,218 39.1%* Prior YTD expenditures including encumbrances as of comparable period.

Solon Finance Committee May 20, 2019 Monthly Financial Summary – April 2019

3

Figure 2

• Personal services expenditures including wages and fringe benefits for the first nine pays ofthe year totaled $9.8 million and were 3.1% higher than the prior year

• General Fund salary expenditures through April were $7.3 million and were 3.1% higher thanthe prior year period and in line with the budget for 2019

• Overtime salary expenditures totaled $463,000 through the current period, overtimeutilization for all departments combined is 9.7% higher through the same period in 2018.

• Other expenditures totaled $3.8 million and encumbrances for outstanding purchase ordersaccounted for an additional $4.8 million of obligated funds

• City-wide utility expenditures totaled approximately $669,200, fuel costs were at $110,500and $502,400 was expended on non-capital equipment and maintenance through April

• There were no amendments to the General Fund budget in April but an adjustment to theFacility Maintenance budget will be forthcoming in June

Exhibit B of the summary provides a summary of General Fund and other fund operating expenditures by department through April 30, 2019. 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 begin to increase as approved capital items are purchased and funds are expended. Through the first four months of the year $2.0 million or 41.1% of General Capital Funds have been expended or obligated.

Current Fund Balances Exhibit D includes a month-end summary of revenues, expenditures and ending balances by fund as of April 30, 2019. The YTD unencumbered balance in the General Fund was $9.8 million and the balance for all funds combined was $38.7 million. The General Fund balance will continue to grow monthly as ongoing revenues will fill in the funding that was obligated earlier in the year. Revenue exceeded total expenditures by $719,000 on an all funds basis. Refer to Exhibit D for the operating results of the General Fund and other City Funds.

Exhibt ACity of Solon Finance Department2019 Summary of Revenue by Department / Fund * Estimated Monthly Actual % RemainingAs of April 30, 2019 Revenue Revenue Revenue Collected Estimate

POLICE DEPARTMENT100.1100.456005 DEPT SALES - POLICE DEPARTMENT 900 416 768 85.3% 132 100.1100.489305 MISC RECEIPTS - POLICE DEPARTMENT 52,900 2,620 32,045 60.6% 20,855 100.1100.491009 REIMBURSEMENTS-POLICE DEPT 25,000 15,901 17,718 70.9% 7,282 100.1100.491109 S.E.A.L.E. REIMBURSEMENT 124,000 24,185 40,859 33.0% 83,141 100.1120.483407 INMATE REVENUE - JAIL ADMINISTRATION 501,700 60,383 208,738 41.6% 292,962 100.1120.489305 MISC RECEIPTS - JAIL ADMINISTRATION 2,400 343 2,297 95.7% 103 100.1120.491009 REIMBURSEMENTS-JAIL ADMIN 100 - - 0.0% 100 100.1160.469007 DOG FINES - POLICE ANIMAL CONTROL 195 40 100 51.3% 95 100.1401.491009 JUV DIV PROGRAM PART 1 5,000 700 2,100 42.0% 2,900 100.1401.491209 JUV DIV PROGRAM PART 2 - - - 0.0% - 100.1402.491209 JUV DIV PROGRAM PART 2 900 100 150 16.7% 750 240.1185.489307 POLICE TRAINING CLASS FEES 14,260 - - 0.0% 14,260 242.1186.483007 SPECIAL DONATIONS - D.A.R.E. PROGRAM 35,200 - 2,500 7.1% 32,700 242.9400.492000 CONTRIBUTION FROM FUND 743 4,500 - 2,306 51.2% 2,195 264.1189.483007 SPECIAL DONATIONS - POLICE FOOD DRIVE - - - 0.0% - 720.1100.469105 TRAFFIC VIOLATION FINES - TRAFFIC VIOLAT 113,400 11,243 43,141 38.0% 70,259 731.1186.483007 DARE SCHOLARSHIP DONATIONS - - - 0.0% - 740.1180.483007 SPECIAL DONATIONS - POLICE DEPT. 3,500 65 137 3.9% 3,363 740.1180.483507 VICTIM ASSISTANCE DONATION - - - 0.0% - 743.1181.483107 DRUG MONEY REVENUE - LAW ENFORC. TRUST D 1,500 50 50 3.3% 1,450 744.1182.483207 OMVI REVENUE - LAW ENFORC. TRUST OMVI 13,250 977 3,175 24.0% 10,075 745.1183.489307 MISC REVENUE - LAW ENFORC. TRUST OTHER 2,300 1,736 1,736 75.5% 564 745.1183.489507 FED EQUIT SHARING REV - - - 0.0% - 747.1181.483507 POL K-9 DONATIONS 300 - - 0.0% 300 747.1181.489307 POLICE DOG TRAINING RECEIPTS - - - 0.0% - 748.1184.489307 MISC REVENUE - LAW ENFORC TRUST IMMOBIL 600 105 210 35.0% 390

TOTAL POLICE DEPT 901,905 118,863 358,030 39.7% 543,875 FIRE DEPARTMENT

100.1200.487001 AMBULANCE BILLING 30 295 805 2683.3% (775) 100.1200.491009 REIMBURSEMENTS-FIRE DEPT 6,000 165 450 7.5% 5,550 217.1200.487001 AMBULANCE BILLING 555,200 62,273 187,852 33.8% 367,348 217.1200.489305 EMS MISC RECEIPTS 5,200 - - 0.0% 5,200 749.1280.483007 SPECIAL DONATIONS - FIRE DEPT. 2,500 - 2,501 100.0% (1) 750.1281.484007 REFUNDABLE DEPOSIT - FIRE DEPT GUARANT. 1,300 - - 0.0% 1,300

TOTAL FIRE DEPT 570,230 62,733 191,608 33.6% 378,622RECREATION DEPT

100.3300.483007 REC DEPT DONATIONS - - 235 0.0% (235) 100.3300.485003 REC DEPT RENTAL RECEIPTS 14,900 5,285 7,369 49.5% 7,531 100.3300.491007 REC DEPT REIMBURSEMENTS - - - 0.0% - 100.3320.489307 POOL MISC RECEIPTS 200 - - 0.0% 200 100.3321.462503 LEARN TO SWIM RECEIPTS 40,400 30 8,681 21.5% 31,719 100.3322.462503 POOL MISC PROG RECEIPTS 15,000 1,477 3,123 20.8% 11,877 100.3340.462503 YOUTH SUMMER CAMP REC 409,900 15,704 166,853 40.7% 243,047 100.3341.462503 BLUE RIBBON PROG RECEIPTS 44,200 1,824 8,328 18.8% 35,872 100.3346.462503 YOUTH CLINIC RECEIPTS 44,800 12,118 27,067 60.4% 17,733 100.3359.462503 YOUTH SPORTS PROGRAMS REC 111,300 15,534 53,051 47.7% 58,249 100.3375.462503 ADULT MISC PROG REC 6,600 200 245 3.7% 6,355 100.3382.489307 SPECIAL EVENT/JULY 4 RECEIPTS 8,100 - 3,242 40.0% 4,858

SUBTOTAL PARKS & REC 695,400 52,172 278,195 40.0% 417,205

Solon Department of Finance Monthly Financial Summary - April 2019

4

Exhibt ACity of Solon Finance Department2019 Summary of Revenue by Department / Fund * Estimated Monthly Actual % RemainingAs of April 30, 2019 Revenue Revenue Revenue Collected Estimate100.3400.462003 CC ANNUAL PASS SALES 715,100 52,114 231,284 32.3% 483,816 100.3400.462303 CC DAILY ADMISSIONS 38,400 2,295 9,604 25.0% 28,796 100.3400.469003 GIFT CERTIFICATES SOLD 240 - (165) -68.7% 405 100.3400.469100 GIFT CERTIFICATES REDEEMED - - - 0.0% - 100.3400.489103 CC CONCESSION & VENDING SALES 109,200 5,731 26,070 23.9% 83,130 100.3430.462503 CC AFTER SCHOOL PRGM RCPTS 120,000 1,192 41,408 34.5% 78,592 100.3440.462203 CC GYMNASIUM RECEIPTS 200 150 3,600 1800.0% (3,400) 100.3445.462403 CC FITNESS RECEIPTS 90,000 8,241 30,653 34.1% 59,347 100.3460.489003 CC BANQUET HALL RECEIPTS 140,200 11,883 43,383 30.9% 96,817 100.3470.455003 CC CHILDCARE RECEIPTS 14,600 1,192 5,603 38.4% 8,998 100.3490.483003 CC DONATIONS 3,000 - - 0.0% 3,000 100.3490.489303 CC PROGRAMS RECEIPTS 26,900 6,856 15,626 58.1% 11,274

SUBTOTAL COMMUNITY CENTER 1,257,840 89,654 407,066 32.4% 850,774 TOTAL RECREATION 1,953,240 141,826 685,261 35.1% 1,267,979

267.3394.483005 DONATIONS - HOMEDAYS FESTIVAL 10,000 500 500 5.0% 9,500 267.3394.485001 RENTAL RECEIPTS - HOMEDAYS FESTIVAL 19,200 50 100 0.5% 19,100 267.3394.489303 MISC REVENUE - HOMEDAYS FESTIVAL 59,500 - - 0.0% 59,500 267.9400.492108 TRANSFERS IN FROM GEN FUND 20,000 - 25,000 125.0% (5,000)

TOTAL HOMEDAYS FESTIVAL 108,700 550 25,600 23.6% 83,100SENIOR SERVICES DEPT

100.3511.455003 VAN CONSORTIUM REVENUE - - - 0.0% - 100.3511.462503 ACTIVITY FEES - SENIOR PROGRAMS 79,440 9,939 28,956 36.4% 50,484 100.3511.483007 SENIOR SERVICES DONATIONS - - - 0.0% - 100.3511.485003 SEN CTR BLDG RENTAL 1,200 298 1,821 151.8% (621) 100.3511.489307 MISC REVENUE - SENIORS - - - 0.0% - 100.3511.489407 ADMISSION & MEMBERSHIPS - SENIOR PROGRAM 10,000 660 3,099 31.0% 6,901 100.3511.489607 SEN NEWSLETTER RECEIPTS 4,900 175 1,197 24.4% 3,703 100.3511.491009 SENIOR SERV FUND REIMBURSEMENTS - - - 0.0% - 100.3512.462503 ACTIVITY FEES - SENIOR FITNESS PROGRAM 42,760 3,640 13,377 31.3% 29,383 100.3513.462503 ACTIVITY FEES - SENIOR LUNCHEONS - - - 0.0% - 100.3514.462503 ACTIVITY FEES - SENIOR TRIPS 40,767 3,698 6,176 15.1% 34,591

TOTAL SENIOR SERVICES 179,067 18,410 54,626 30.5% 124,441 757.3590.483007 SPECIAL DONATIONS - SENIOR SERVICES 7,700 - 3,288 42.7% 4,412 757.3590.483107 BENEVOLENT FUND RECEIPTS 1,500 - 1,000 66.7% 500

TOTAL SENIOR DONATIONS 9,200 - 4,288 46.6% 4,912 CENTER FOR THE ARTS

100.3850.456002 ARTS CENTER MISC RECEIPTS 1,400 10 63 4.5% 1,337 100.3850.469002 GIFT CERTIFICATES SOLD - - - 0.0% - 100.3850.483002 ARTS CENTER DONATIONS 500 - 35 7.0% 465 100.3850.485002 ARTS CENTER FACILITY RENTAL 7,500 (61) 1,545 20.6% 5,956 100.3851.462502 MISC PROGRAM RECEIPTS - 81 81 0.0% (81) 100.3852.462502 VISUAL ART SHOW RECEIPTS 1,000 168 1,954 195.4% (954) 100.3852.462602 VISUAL ART EDUCATION RECEIPTS 64,700 4,417 25,136 38.8% 39,564 100.3853.462502 MUSIC SHOW RECEIPTS 2,000 520 1,200 60.0% 800 100.3853.462602 MUSIC EDUCATION RECEIPTS 132,800 2,861 24,830 18.7% 107,970 100.3853.462702 SPO RECEIPTS 6,400 (5) 1,307 20.4% 5,093 100.3854.462502 THEATER SHOW RECEIPTS 43,800 2,620 18,598 42.5% 25,203 100.3854.462602 THEATER EDUCATION RECEIPTS 37,900 7,406 19,170 50.6% 18,730 100.3855.462502 DANCE SHOW RECEIPTS 17,500 1,987 17,095 97.7% 405 100.3855.462602 DANCE EDUCATION RECEIPTS 115,700 3,285 14,870 12.9% 100,830 100.3856.462602 Arts4Kids EDUCATION RECEIPTS 199,000 645 60,262 30.3% 138,738 100.3857.462502 FOCUS RECEIPTS 700 - 640 91.4% 60 100.3857.462602 SPECIAL EVENT RECEIPTS 1,500 (38) 8 0.5% 1,492

TOTAL CENTER FOR THE ARTS 632,400 23,895 186,794 29.5% 445,606 PLANNING DEPARTMENT


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Exhibt ACity of Solon Finance Department2019 Summary of Revenue by Department / Fund * Estimated Monthly Actual % RemainingAs of April 30, 2019 Revenue Revenue Revenue Collected Estimate100.4200.491009 REIMBURSEMENTS - PLANNING DEPT - - - 0.0% - 100.4250.462006 VARIANCE & ZONING FEES 3,600 970 3,100 86.1% 500

TOTAL PLANNING DEPT 3,600 970 3,100 86.1% 500 BUSINESS DEVELOPMENT

100.4330.489305 MISC RECEIPTS - DEVELOPMENT BOARD - - - 0.0% - TOTAL BUSINESS DEVELOPMENT - - - - ECONOMIC INCENTIVE

263.4280.489307 ENT ZONE PROGRAM REC 3,600 - - 0.0% 3,600 263.4280.489407 JOB CREATION PROGRAM REC 6,300 - - 0.0% 6,300 263.4280.489507 GRIP RECEIPTS 500 500 1,500 300.0% (1,000) 263.9400.492108 TRANSFER IN 1,250,000 - 1,250,000 100.0% -

TOTAL ECONOMIC INCENTIVE 1,260,400 500 1,251,500 99.3% 8,900 BUILDING DEPARTMENT

100.4400.456005 DEPT SALES - BUILDING DEPARTMENT 4,700 - 407 8.7% 4,293 100.4400.459005 INSPECTION FEES - BUILDING DEPT 1,000 - 100 10.0% 900 100.4400.462106 BLDG CONTRACTOR REGIST. - BLDG DEPT 84,900 8,820 35,990 42.4% 48,910 100.4400.462206 BUILDING PERMITS - BUILDING DEPT 491,300 63,552 236,657 48.2% 254,643 100.4400.462306 WATER TAPS - BUILDING DEPT 1,000 - 100 10.0% 900 100.4400.462406 ARCH. BD OF REVIEW FEES - BLDG DEPT - - - 0.0% - 100.4400.462506 RENTAL OCCUPANCY PERMITS 3,400 300 700 20.6% 2,700 100.4400.462706 TOWER/ANTENNA FEE - BUILDING DEPT 1,300 - 515 39.6% 785 100.4400.462906 SIGN, FENCE, MISC PERMITS- BLDG DEPT 22,800 3,327 8,694 38.1% 14,106

TOTAL BUILDING DEPT 610,400 75,999 283,163 46.4% 327,237 753.4480.484007 REFUNDABLE DEPOSIT - BUILDING GUARANTEED 8,600 - 900 10.5% 7,700 753.4481.484007 REFUNDABLE DEPOSIT - ANTENNA REVIEW DEPO 2,300 - 500 21.7% 1,800 753.4482.484007 REFUNDABLE DEPOSIT - ZONING/COMPLIANCE D - - - 0.0% -

TOTAL BUILDING DEPOSITS 10,900 - 1,400 12.8% 9,500 ENGINEERING DEPARTMENT

100.4500.456005 DEPT SALES - ENGINEERING DEPT 24,300 4,587 8,665 35.7% 15,635 100.4500.459005 INSPECTION FEES - ENGINEERING DEPT 4,800 1,000 2,400 50.0% 2,400 100.4500.491009 REIMBURSEMENTS-ENGINEERING 1,000 - 500 50.0% 500 100.4500.495009 ENG CAP PROJ REIMBURSEMENTS 396,600 28,618 76,040 19.2% 320,560

TOTAL ENGINEERING 426,700 34,206 87,605 20.5% 339,095 INFRASTRUCTURE FUND

400.7000.410000 INCOME TAX COLLECTIONS 8,768,475 699,302 2,801,952 32.0% 5,966,523 400.7000.410001 INCOME TAX- INDIVIDUAL 1,141,300 53,432 255,911 22.4% 885,389 400.7000.410002 INCOME TAX- NET PROFIT 2,059,425 103,351 358,689 17.4% 1,700,736 400.7000.410003 INCOME TAX- PENALTY & INT 80,600 8,219 39,413 48.9% 41,187 400.7000.410004 INCOME TAX- UTILITY MUNI NET PROFIT 19,375 - 17,175 88.6% 2,200 400.7000.410200 INCOME TAX RETAINER REFUND 223,910 - - 0.0% 223,910 400.7000.428004 ASSISTANCE/GRANTS-VARIOUS 1,641,661 - - 0.0% 1,641,661 400.7000.430102 BRIAR HILL SPECIAL ASSESSMENTS 21,800 - 10,551 48.4% 11,249 400.7000.465405 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 92,500 - 45 0.0% 92,455 400.7000.491109 RESTITUTION RECEIPTS 50,000 - 150 0.3% 49,850 400.7000.491309 REIMB FROM CLEVELAND WATER 25,000 95,138 129,066 516.3% (104,066)

TOTAL FUND 400 14,124,046 959,443 3,612,951 25.6% 10,511,095 754.4580.484007 REFUNDABLE DEPOSIT - ENGINEERING GUARANT 95,100 25,200 50,790 53.4% 44,310

TOTAL MISC ENG FUNDS 95,100 25,200 50,790 53.4% 44,310


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SERVICE DEPARTMENT100.5600.489005 ARBORETUM RECEIPTS - - - 0.0% - 100.5600.489305 MISC RECEIPTS - SERVICE DEPARTMENT 13,600 6,033 21,828 160.5% (8,228) 100.5600.489405 COUNTY LANDFILL FEE - - - 0.0% - 100.5600.489607 SERVICE DEPT. TRAINING RECEIPTS - - - 0.0% - 100.5600.491009 REIMBURSEMENTS-SERVICE DEPT - - - 0.0% - 100.5600.491019 SOLID WASTE DISPOSAL REIMBURSEMENT 13,900 - 6,340 45.6% 7,560 100.5617.457005 CEMETERIES - - - 0.0% - 100.5645.489105 RECYCLING BAG RECEIPTS 37,800 2,493 24,693 65.3% 13,107 100.5645.489205 COMPOST/MULCH SALES RECEIPTS - - - 0.0% - 100.5645.489305 RECYCLING MATERIALS RECEIPTS 16,200 3,463 4,887 30.2% 11,313

TOTAL SERVICE DEPARTMENT 81,500 11,989 57,748 70.9% 23,752 TREE PLANTING

211.6105.484007 REFUNDABLE DEPOSIT - TREE PLANTING 2,070 - 230 0 1,840 TOTAL FUND 211 - TREE DEPOSITS 2,070 - 230 11.1% 1,840 MISC GENERAL FUND ACCOUNTS

100.7000.410000 INCOME TAX COLLECTIONS 26,305,425 2,097,907 8,405,855 32.0% 17,899,570 100.7000.410001 INCOME TAX- INDIVIDUAL 3,423,900 160,296 767,732 22.4% 2,656,168 100.7000.410002 INCOME TAX- NET PROFIT 6,178,275 310,053 1,076,068 17.4% 5,102,207 100.7000.410003 INCOME TAX- PENALTY & INT 241,800 24,657 118,239 48.9% 123,561 100.7000.410004 INCOME TAX- UTILITY MUNI NET PROFIT 58,125 - 51,526 88.6% 6,599 100.7000.410200 INCOME TAX RETAINER REFUND 671,735 - - 0.0% 671,735 100.7000.410300 INC TAX- ELECTRIC LIGHT & LOCAL PHONE CO - - - 0.0% - 100.7000.411001 REAL ESTATE PROPERTY TAX 1,085,080 - 596,420 55.0% 488,660 100.7000.411101 PROPERTY TAX ROLLBACK/HOMESTEAD 58,811 58,811 40.5% 86,479 100.7000.412001 TANG PERSONAL PROPERTY TAX 145,290 - - 40.5% - 100.7000.415003 AMUSEMENT TAX 90,100 13,035 30,882 34.3% 59,218 100.7000.416003 LODGING TAX 248,400 23,899 82,226 33.1% 166,174 100.7000.421104 LOCAL GOV STATE (7069) - - - 0.0% - 100.7000.421204 LOCAL GOV COUNTY AUDITOR 172,300 10,667 51,884 30.1% 120,416 100.7000.422004 INHERITANCE TAX - - - 0.0% - 100.7000.423004 CIGARETTE TAX 400 - - 0.0% 400 100.7000.424004 LIQUOR PERMITS (066) 30,700 587 6,039 19.7% 24,661 100.7000.451005 ALARM MONITORING 18,900 1,440 5,405 28.6% 13,495 100.7000.461007 COURT FINES COST & FORFEIT. 278,700 31,103 100,451 36.0% 178,249 100.7000.464006 MISC PERMITS & LICENSE FEES 9,400 20 80 0.9% 9,320 100.7000.482000 INTEREST INCOME 1,250,000 86,980 417,211 33.4% 832,789 100.7000.483007 SPEC DONATIONS TO GEN FUND - - - 0.0% - 100.7000.485105 RENTAL FEES HISTORICAL SOCIETY BLDG - - - 0.0% - 100.7000.489007 MISC REVENUE EQUIP SALES 30,000 1,122 1,122 3.7% 28,878 100.7000.489305 MISC RECEIPTS - GENERAL GOVERNMENT 15,300 109 4,195 27.4% 11,105 100.7000.491009 REIMBURSEMENTS-CITY ADMIN 35,000 4,033 6,676 19.1% 28,324 100.7000.491209 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 100 - 13 12.6% 87 100.7300.485005 RENTAL RECEIPTS - FINANCE DEPARTMENT - - - 0.0% - 100.7300.491000 REIMB FOR JEDD EXPENSES - FINANCE DEPART 5,000 1,492 2,249 45.0% 2,751 100.7400.491009 REIMBURSEMENTS-LEGAL DEPT 1,000 - - 0.0% 1,000 100.7300.491200 CCOG REVENUE SHARING - - - - - 100.7610.461106 APPLICATION FEES - CIVIL SERVICE COMM 2,500 - 1,940 77.6% 560 100.7900.489305 HEALTHY SOLON RECEIPTS - - - 0.0% - 100.7900.491009 COURT ORDERED RESTITUTION 1,000 - - 0.0% 1,000


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Exhibt ACity of Solon Finance Department2019 Summary of Revenue by Department / Fund * Estimated Monthly Actual % RemainingAs of April 30, 2019 Revenue Revenue Revenue Collected Estimate100.7900.491309 SIG OF SOLON ST LT REIMB 23,000 2,158 6,472 28.1% 16,528 100.7900.495309 UTILITY REIMBURSEMENTS 600,000 90,268 253,172 42.2% 346,828

TOTAL MISC GENERAL FUND 40,921,430 2,918,640 12,044,671 29.4% 28,876,759 101.9400.492108 TRANSFER IN 200,000 - 200,000 29.4% - 201.6101.425002 GASOLINE TAX (68) - STREET MAINTENANCE 952,500 69,315 294,625 100.0% 657,875 201.6101.426002 VEHICLE LICENSE TAX (051) - STREET MAINT 54,400 4,205 16,924 30.9% 37,476 201.6101.482000 INTEREST INCOME 300 53 284 31.1% 16 202.6102.425002 GASOLINE TAX (68) - STATE HIGHWAY 77,200 5,620 23,889 94.5% 53,311 202.6102.426002 VEHICLE LICENSE TAX (051) - STATE HWY 4,400 341 1,372 30.9% 3,028 202.6102.482000 INTEREST INCOME 100 8 51 31.2% 49 204.7000.411001 REAL ESTATE PROPERTY TAX 894,440 - 477,128 50.6% 417,312 204.7000.411101 PROPERTY TAX ROLLBACK/HOMESTEAD 104,600 47,049 47,049 57,551 204.7000.412001 TANG PERSONAL PROPERTY TAX - - - 53.3% - 204.9400.492108 TRANSFERS IN - - - 0.0% - 205.7000.411001 REAL ESTATE PROPERTY TAX 1,341,660 - 715,700 0.0% 625,960 205.7000.411101 PROPERTY TAX ROLLBACK/HOMESTEAD 156,910 70,573 70,573 86,337 205.7000.412001 TANG PERSONAL PROPERTY TAX - - - 53.3% - 205.9400.492108 TRANSFER IN - - - 0.0% -

SUBTOTAL MISC FUNDS 3,786,510 197,164 1,847,594 48.8% 1,938,916 CABLE TV FUND CABLE TV FUND209.7630.464304 FRANCHISE FEES - CABLE TV 347,700 24,462 109,617 31.5% 238,083 209.7630.464404 CONTRACT AWARD FEES - CABLE TV - - - 0.0% - 209.7630.482000 INTEREST INCOME 3,100 335 1,588 51.2% 1,512 209.7630.487004 PENALTIES - - - 0.0% - 209.7630.491007 REIMBURSEMENTS - CABLE TV - - - 0.0% -

TOTAL FUND 209 350,800 24,797 111,205 31.7% 239,595 BOND RETIREMENTFUND

P.A.C.E. ASSESS MENT FUND270.7900.430000 SPECIAL ASSESSMENTS 9,095 - 4,593 1 4,502

TOTAL FUND 270 359,895 24,797 115,798 32.2% 244,097 300.7000.411001 REAL ESTATE PROPERTY TAX 325,520 - 178,932 55.0% 146,588 300.7000.411101 PROPERTY TAX ROLLBACK/HOMESTEAD 43,590 17,643 17,643 40.5% 25,947 300.7000.412001 TANG PERSONAL PROPERTY TAX 34,200 - - 0.0% 34,200 300.7000.430002 SPECIAL ASSESSMENT RECEIPTS 329,400 - 249,284 75.7% 80,116 300.7000.463003 RESTR. SEWER PERMIT FEES 3,000 - - 0.0% 3,000 300.7000.471006 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 300 735,710 17,643 445,859 60.6% 289,851 SAFETY & SERVICE EQUIP LEVY

421.7000.411001 REAL ESTATE PROPERTY TAX LEVY 407,680 - 223,534 54.8% 184,146 421.7000.411101 PROPERTY TAX ROLLBACK/HOMESTEAD 72,650 19,516 19,516 53,134 421.7000.412001 TANG PERSONAL PROP TAX LEVY - - - 0.0% - 421.7000.472006 BAN (NOTE) PROCEEDS - - - 0.0% - 421.7000.489305 MISC RECEIPTS SAF/SERV EQUIP - - - 0.0% - 421.9400.492307 TRANSFER-IN 700,000 - 700,000 100.0% -

TOTAL FUND 421 1,180,330 19,516 943,050 79.9% 237,280 FACILITY MAINT& REPAIR FUND

435.7000.472006 BAN (NOTE) PROCEEDS - - - 0.0% - 435.7000.491000 MISC REIMBURSEMENTS - - - 0.0% - 435.9400.492108 TRANSFERS IN 1,600,000 - 950,000 59.4% 650,000

TOTAL FUND 435 1,600,000 - 950,000 59.4% 650,000 GENERAL CAPITALIMPROVEMENT

491.7000.441004 FEMA GRANT - - - 0.0% -


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Exhibt ACity of Solon Finance Department2019 Summary of Revenue by Department / Fund * Estimated Monthly Actual % RemainingAs of April 30, 2019 Revenue Revenue Revenue Collected Estimate491.7000.441006 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 82,500 46,948 64,849 78.6% 17,651 491.7000.491005 REIMBURSEMENTS - CAPITAL IMPROVEMENTS - - - 0.0% - 491.9400.492107 TRANSFERS-IN 600,000 - 600,000 100.0% -

TOTAL FUND 491 682,500 46,948 664,849 97.4% 17,651 WASTE WATER TREAMENT FUND

511.5100.465001 SEWER SURCHARGES WR DEPT 480,000 4,724 203,748 42.4% 276,252 511.5100.465101 SEWER USAGE CHARGES WR DEPT 4,902,000 233,276 1,577,918 32.2% 3,324,082 511.5100.482000 INTEREST INCOME 75,000 3,488 15,933 21.2% 59,067 511.5100.489103 INTERNAL SERVICE CHARGES 200 - - 0.0% 200 511.5100.489303 MISC RECEIPTS WR DEPT 10,000 - 24,595 246.0% (14,595) 511.5100.491005 REIMBURSEMENTS WR DEPT 500 242 9,189 1837.7% (8,689) 511.5100.491105 EMPLOYEE HEALTH CONTRIBUTIONS - - - 0.0% -

TOTAL FUND 511 5,467,700 241,730 1,831,383 33.5% 3,636,317 SEWER PLANT R &I FUND

512.5150.465201 TAP-IN FEES - TREATMENT R & I 60,000 906 20,663 34.4% 39,338 512.5150.465301 TELEMETERING FEE - TREATMENT R & I - - - 0.0% - 512.5150.482000 INTEREST INCOME 40,000 6,885 32,077 80.2% 7,923 512.5150.489303 MISC REVENUE - TREATMENT R & I - - - 0.0% - 512.9400.492108 TRANSFERS-IN 1,749,000 - 1,749,000 100.0% -

TOTAL FUND 512 1,849,000 7,792 1,801,739 97.4% 47,261 GRANTWOOD GOLFCOURSE

550.5500.426103 SALES TAX - GRANTWOOD 9,400 336 586 6.2% 8,814 550.5500.482002 INTEREST INCOME - GRANTWOOD 2,000 143 1,132 56.6% 868 550.5500.489103 GAS DRILLING RECEIPTS 600 - - 0.0% 600 550.5500.489303 MISC REVENUE - GRANTWOOD 2,300 5,314 5,740 249.6% (3,440) 550.5500.489403 SKI REVENUE 2,300 - 60 2.6% 2,240 550.5500.491005 REIMBURSEMENTS - GRANTWOOD 100 - - 0.0% 100 550.5500.491105 EMPLOYEE HEALTH CONTRIBUTIONS 2,900 - - 0.0% 2,900 550.5500.499003 MISC DEPOSITS - GRANTWOOD (400) 205 953 -238.1% (1,353) 550.5510.464101 9 HOLE FEES - GRANTWOOD 169,900 11,217 13,444 7.9% 156,456 550.5510.464201 18 HOLE FEES - GRANTWOOD 220,200 9,616 16,159 7.3% 204,041 550.5510.464303 RAIN CHECKS ISSUED 4,100 93 93 2.3% 4,007 550.5510.464313 RAIN CHECKS REDEEMED (3,000) (84) (84) 2.8% (2,916) 550.5510.464601 GOLF LESSONS - - - 0.0% - 550.5510.464701 GOLF CLINICS 38,000 3,588 6,189 16.3% 31,811 550.5515.464601 DRIVING RANGE RECEIPTS 143,700 16,390 29,778 20.7% 113,922 550.5515.484007 REFUNDABLE DEPOSIT - GRANTWOOD - - - 0.0% - 550.5530.426101 SALES TAX - MERCHANDISE 18,900 1,341 1,590 8.4% 17,310 550.5530.456001 MERCHANDISE SALES 65,700 6,847 7,760 11.8% 57,940 550.5530.489503 GIFT CARDS ISSUED 11,200 497 1,227 11.0% 9,973 550.5530.489513 GIFT CARDS REDEEMED (8,900) (359) (359) 4.0% (8,541) 550.5530.489603 GIFT CERTIFICATES ISSUED (OUTINGS) 2,600 - 600 23.1% 2,000 550.5530.489613 GIFT CERT. REDEEMED (OUTINGS) (4,600) - - 0.0% (4,600) 550.5540.456101 BEER & WINE SALES - SNACK BAR 51,400 1,486 1,520 3.0% 49,880 550.5540.456201 FOOD SALES - SNACK BAR 52,100 984 1,100 2.1% 51,000 550.5550.485201 HAND CART RENTALS - GRANTWOOD 2,800 116 122 4.4% 2,678 550.5550.485301 POWER CART RENTALS - GRANTWOOD 145,200 7,158 7,885 5.4% 137,315 550.5580.485001 RENTAL RECEIPTS - GRANTWOOD 40,300 3,000 11,646 28.9% 28,654 550.5580.485401 PARTY SET-UPS - GRANTWOOD 3,500 - - 0.0% 3,500

TOTAL FUND 550 972,300 67,887 107,142 11.0% 865,158


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WORKERS COMPENSATION FUND601.7900.491009 WORKERS COMP REIMBURSEMENTS 935 - - 0.0% 935 601.9400.492108 TRANSFERS-IN 250,000 - 250,000 100.0% -

TOTAL FUND 601 250,935 - 250,000 1 935 EMPLOYEE SELF INSURANCE FUND

605.7900.491100 EMPLOYEE CONTRIBUTIONS 255,445 - 43,562 17.1% 211,883 605.7900.495200 EMPLOYER CONTRIBUTION 5,113,750 445,224 1,780,896 34.8% 3,332,854 605.7900.491000 REIMBURSEMENTS 10,000 754 957 9.6% 9,043 605.9400.492100 TRANSFER IN FROM GEN. FUND 250,000 - 150,000 60.0% 100,000

TOTAL FUND 605 5,629,195 445,978 1,975,415 35.1% 3,653,780 MISC 700 FUNDS

702.6104.484005 INSPECTION DEPOSITS - - - 0.0% - 703.6106.482008 INTEREST INCOME - CEMETERY PERPETUAL CAR - - - 0.0% - 703.6106.489305 MISC RECEIPTS - CEMETERY PERPETUAL CARE - - - 0.0% - 704.6107.490005 UNCASHED CHECKS - UNCLAIMED MONIES 1,900 - 2 0.1% 1,898 705.7000.489307 MISC DEPOSITS - - - 0.0% - 751.7300.484007 REFUNDABLE DEPOSIT - FINANCE DEPARTMENT - - - 0.0% - 756.7000.483007 SPECIAL DONATIONS - SPEC DONATION FUND - - - 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 250,000 - 250,000 100.0% - 791.7350.414102 JEDD INCOME TAX RECEIPTS 165,000 18,715 125,734 1 39,266 791.7965.482000 INTEREST EARNED - JEDD - 3 31 - (31)

TOTAL MISC 700 FUNDS 416,900 18,718 375,766 90.1% 41,134 GRAND TOTAL ALL FUNDS 84,833,063 5,481,540 30,211,575 35.6% 54,621,488 * Unaudited cash basis results (YTD).


10

Exhibit BCity of Solon Finance Department Current Current Year Current Year Current Current YTD YTD Current Year2019 Expenditure Budget Summary * Year Month-to-date Year-to-date Expend Year Combined % UnencumberedAs of April 30, 2019 Appropriations Expenditures Expenses Percent Encumbrances Expenditures Obligated Amount

GENERAL FUND -100Police & Corr Salaries $7,928,144 $580,499 $2,597,011 32.80% $3,231 $2,600,243 32.80% $5,327,901Police & Corr Other $1,415,878 $117,904 $482,003 34.00% $666,608 $1,148,610 81.10% $267,268Total Police Dept $9,344,022 $698,403 $3,079,014 33.00% $669,839 $3,748,853 40.10% $5,595,169Fire Dept Salaries $7,083,104 $584,960 $2,504,909 35.40% $4,513 $2,509,422 35.40% $4,573,682Fire Dept Other $316,805 $9,599 $77,957 24.60% $45,730 $123,687 39.00% $193,118Total Fire Dept $7,399,909 $594,558 $2,582,866 34.90% $50,243 $2,633,109 35.60% $4,766,800Recreation Pay $2,636,615 $168,451 $764,601 29.00% $0 $764,601 29.00% $1,872,014Recreation Other $873,700 $62,301 $223,378 25.60% $380,940 $604,317 69.20% $269,383Total Recreation $3,510,315 $230,752 $987,979 28.10% $380,940 $1,368,919 39.00% $2,141,396Seniors Services Salaries $703,197 $50,387 $215,787 30.70% $0 $215,787 30.70% $487,410Senior Services Other $235,700 $13,911 $54,044 22.90% $112,690 $166,734 70.70% $68,966Total Senior Services $938,897 $64,298 $269,831 28.70% $112,690 $382,521 40.70% $556,376Arts Center Salaries $777,173 $54,632 $243,042 31.30% $0 $243,042 31.30% $534,131Arts Center Other $184,200 $6,617 $47,473 25.80% $58,990 $106,463 57.80% $77,737Total The Arts Center $961,373 $61,249 $290,515 30.20% $58,990 $349,506 36.40% $611,867Planning & Boards Salaries $532,433 $42,536 $190,104 35.70% $0 $190,104 35.70% $342,329Planning & Boards Other $42,500 $3,289 $13,800 32.50% $15,849 $29,648 69.80% $12,852Total Planning Department $574,933 $45,825 $203,904 35.50% $15,849 $219,753 38.20% $355,180Business Dev Mktg Personal Svcs $176,709 $13,939 $54,778 $0 $0 $54,778 $0 $121,931Business Dev Mktg Other $135,000 $1,485 $5,101 $0 $9,508 $14,609 $0 $120,391Total Business Dev & Mktg $311,709 $15,424 $59,879 $0 $9,508 $69,387 $0 $242,322Building Dept Salaries $196,520 $12,230 $54,979 28.00% $0 $54,979 28.00% $141,541Building Dept Other $249,400 $16,290 $48,348 19.40% $84,678 $133,027 53.30% $116,373Total Building Department $445,920 $28,520 $103,328 23.20% $84,678 $188,006 42.20% $257,914Engineering Dept Salaries $1,298,873 $80,999 $349,790 26.90% $2,041 $351,831 27.10% $947,042Engineering Dept Other $177,450 $9,746 $28,239 15.90% $65,598 $93,836 52.90% $83,614Total Engineering Dept $1,476,323 $90,745 $378,029 25.60% $67,638 $445,668 30.20% $1,030,655Service Dept Salaries $5,620,113 $400,104 $1,899,589 33.80% $17,326 $1,916,914 34.10% $3,703,199Service Other $2,155,700 $97,603 $849,439 39.40% $834,971 $1,684,409 78.10% $471,291Total Service Department $7,775,813 $497,707 $2,749,027 35.40% $852,296 $3,601,324 46.30% $4,174,489Council Salaries $299,396 $23,601 $100,191 33.50% $0 $100,191 33.50% $199,205Council Other $40,500 $1,270 $5,520 13.60% $4,275 $9,795 24.20% $30,705Total City Council $339,896 $24,870 $105,711 31.10% $4,275 $109,987 32.40% $229,909


11

Exhibit BCity of Solon Finance Department Current Current Year Current Year Current Current YTD YTD Current Year2019 Expenditure Budget Summary * Year Month-to-date Year-to-date Expend Year Combined % UnencumberedAs of April 30, 2019 Appropriations Expenditures Expenses Percent Encumbrances Expenditures Obligated AmountMayor'S Office Salaries $284,922 $22,687 $101,561 35.60% $0 $101,561 35.60% $183,361Mayor'S Office Other $16,100 $225 $5,662 35.20% $3,020 $8,682 53.90% $7,418Total Mayor'S Office $301,022 $22,912 $107,223 35.60% $3,020 $110,242 36.60% $190,780Finance Dept Salaries $607,469 $48,139 $213,132 35.10% $0 $213,132 35.10% $394,337Finance Dept Other $1,835,900 $161,290 $537,653 29.30% $50,646 $588,298 32.00% $1,247,602Total Finance Department $2,443,369 $209,429 $750,784 30.70% $50,646 $801,430 32.80% $1,641,939Law Dept & Prosecutor Salaries $159,266 $13,252 $53,009 33.30% $0 $53,009 33.30% $106,257Law Dept & Prosecutor Other $242,000 $2,500 $39,728 16.40% $127,985 $167,713 69.30% $74,287Total Law Dept & Prosecutr $401,266 $15,752 $92,737 23.10% $127,985 $220,722 55.00% $180,544Human Resources Salaries $191,971 $10,847 $47,333 24.70% $0 $47,333 24.70% $144,638Human Resources Other $59,200 $3,757 $8,444 14.30% $38,182 $46,626 78.80% $12,574Total Human Resources $251,171 $14,604 $55,778 22.20% $38,182 $93,960 37.40% $157,211Information Tech Salaries $330,781 $26,394 $114,712 34.70% $0 $114,712 34.70% $216,069Information Tech Other $97,300 $1,699 $39,718 40.80% $14,003 $53,721 55.20% $43,579Total Info Tech Dept $428,081 $28,092 $154,430 36.10% $14,003 $168,433 39.30% $259,648Civil Service Personal Service $17,318 $811 $4,291 24.80% $0 $4,291 24.80% $13,027Civil Service Other $23,600 $600 $3,896 16.50% $9,096 $12,992 55.10% $10,608Total Civil Service $40,918 $1,410 $8,187 20.00% $9,096 $17,283 42.20% $23,635Facility Mgt Salaries $587,337 $41,013 $185,439 31.60% $0 $185,439 31.60% $401,898Facility Mgt Other $423,390 $99,912 $205,907 48.60% $238,247 $444,154 104.90% ($20,764)Total Facility Management $1,010,727 $140,924 $391,346 38.70% $238,247 $629,592 62.30% $381,135General Admin Salaries $268,054 $17,420 $78,381 29.20% $3,000 $81,381 30.40% $186,673General Administration Other $3,254,500 $353,583 $1,088,261 33.40% $1,862,450 $2,950,711 90.70% $303,789Total General Administration $3,522,554 $371,003 $1,166,642 33.10% $1,865,450 $3,032,092 86.10% $490,462Total Personal Services $29,522,686 $2,178,962 $9,717,864 32.92% $30,111 $9,747,974 33.02% $19,774,712Total Other Expenditures $11,643,823 $962,094 $3,759,468 32.29% $4,613,956 $8,373,424 71.91% $3,270,399Total Operating Expenditures $41,166,509 $3,141,056 $13,477,332 32.74% $4,644,067 $18,121,398 44.02% $23,045,111


12

Exhibit BCity of Solon Finance Department Current Current Year Current Year Current Current YTD YTD Current Year2019 Expenditure Budget Summary * Year Month-to-date Year-to-date Expend Year Combined % UnencumberedAs of April 30, 2019 Appropriations Expenditures Expenses Percent Encumbrances Expenditures Obligated AmountTrans To Fund 101 200,000 0 200,000 100.0% $0 $200,000 100.0% $0Trans To Pol Pens 204 Fd 0 0 0 0.0% $0 $0 0.0% $0Trans To Fire Pen 205 Fd 0 0 0 0.0% $0 $0 0.0% $0Trans To Rec Fund 230 0 0 0 0.0% $0 $0 0.0% $0Trans To Sen Ctr 235 Fd 0 0 0 0.0% $0 $0 0.0% $0Trans To Arts Ctr 238 Fd 0 0 0 0.0% $0 $0 0.0% $0Trans To Fund 263 1,250,000 0 1,250,000 100.0% $0 $1,250,000 100.0% $0Trans To Homedays 267 Fd 25,000 0 25,000 100.0% $0 $25,000 100.0% $0Trans To Bond Ret 300 Fd 0 0 0 0.0% $0 $0 0.0% $0Trans To S/S Equip 421 Fd 700,000 0 700,000 100.0% $0 $700,000 100.0% $0Trans To Fund 435 Facility Repair 950,000 0 950,000 100.0% $0 $950,000 100.0% $0Trans To Cap Imp 491 Fd 600,000 0 600,000 100.0% $0 $600,000 100.0% $0Trans To Work/Comp 601 Fd 250,000 0 250,000 100.0% $0 $250,000 100.0% $0Trans To Fund 605 150,000 0 150,000 100.0% $0 $150,000 100.0% $0Trans To Fund 771 250,000 0 250,000 100.0% $0 $250,000 100.0% $0Total Transfers Out 4,375,000 0 4,375,000 100.0% $0 $4,375,000 100.0% $0Total - General Fund 45,853,218 3,156,480 17,912,211 39.1% 4,653,574 22,565,785 49.2% 23,287,433Street Const Maint & Rep - 201 0 0 0 0.0% 0 0 0.0% 0S. C. M. & R. Salaries 735,000 61,250 245,000 33.3% 0 245,000 33.3% 490,000S. C. M. & R. Other 250,000 20,833 83,336 33.3% 0 83,336 33.3% 166,664Total S. C. M. & R. Fund 985,000 82,083 328,336 33.3% 0 328,336 33.3% 656,664State Highway Fund- 202 0 0 0 0.0% 0 0 0.0% 0Total State Highway Fund 75,000 6,250 29,000 38.7% 0 29,000 38.7% 46,000Police Pensionfund - 204 0 0 0 0.0% 0 0 0.0% 0Total Police Pension Fund 939,575 68,328 305,556 32.5% 0 305,556 32.5% 634,019Fire Pension Fund - 205 0 0 0 0.0% 0 0 0.0% 0Total Fire Pension Fund 1,434,772 107,105 480,093 33.5% 0 480,093 33.5% 954,679Cable Tv Fund -209 0 0 0 0.0% 0 0 0.0% 0Total Cable Tv Fund 312,200 7,052 82,197 26.3% 88,672 170,869 54.7% 141,331Tree Planting Deposit - 211 0 0 0 0.0% 0 0 0.0% 0Total Tree Planting Fund 50,000 0 0 0.0% 1,387 1,387 2.8% 48,613Ambulance Billing Fund - 217 0 0 0 0.0% 0 0 0.0% 0Ambulance Salaries 323,156 25,828 108,765 33.7% 0 108,765 33.7% 214,391Ambulance Other 433,650 9,010 37,125 8.6% 335,479 372,604 85.9% 61,046Total Ambulance Billing Fund 756,806 34,838 145,890 19.3% 335,479 481,369 63.6% 275,437


13

Exhibit BCity of Solon Finance Department Current Current Year Current Year Current Current YTD YTD Current Year2019 Expenditure Budget Summary * Year Month-to-date Year-to-date Expend Year Combined % UnencumberedAs of April 30, 2019 Appropriations Expenditures Expenses Percent Encumbrances Expenditures Obligated AmountPolice Trainingclass - 240 0 0 0 0.0% 0 0 0.0% 0Police Training Personal Serv 0 0 0 0.0% 0 0 0.0% 0Police Training Other 15,000 0 0 0.0% 0 0 0.0% 15,000Total Police Training Fund 15,000 0 0 0.0% 0 0 0.0% 15,000Pol/Correctionstraining - 241 0 0 0 0.0% 0 0 0.0% 0Pol/Corr Training Personal Ser 0 0 0 0.0% 0 0 0.0% 0Pol/Corr Training Other 1,800 0 0 0.0% 0 0 0.0% 1,800Total - Pol Training Class Fd 1,800 0 0 0.0% 0 0 0.0% 1,800Police D.A.R.E.Fund- 242 0 0 0 0.0% 0 0 0.0% 0D.A.R.E. Wages 31,500 0 0 0.0% 0 0 0.0% 31,500D.A.R.E. Other 9,000 0 0 0.0% 6,734 6,734 74.8% 2,266Total - D.A.R.E. Fund 40,500 0 0 0.0% 6,734 6,734 16.6% 33,766Economic Incentive Fund - 263 0 0 0 0.0% 0 0 0.0% 0Total - Economic Incentive Fnd 2,835,270 0 0 0.0% 1,430,854 1,430,854 50.5% 1,404,416Pol Dept Food Drive Fund - 264 0 0 0 0.0% 0 0 0.0% 0Total - Pol Food Drive Fund 450 0 0 0.0% 0 0 0.0% 450Homedays Festival Fund - 267 0 0 0 0.0% 0 0 0.0% 0Total - Pol Food Drive FundHomedays Festival Fund - 267Total - Homedays Fund 120,800 0 7,603 6.3% 32,719 40,322 33.4% 80,478General Bond Retirement - 300 0 0 0 0.0% 0 0 0.0% 0Total - Gen Bond Retirement Fd 777,101 0 384,918 49.5% 0 384,918 49.5% 392,183Infrastructurecap Imp - 400 0 0 0 0.0% 0 0 0.0% 0Total - Fund 400 23,290,410 696,884 1,010,770 4.3% 13,788,417 14,799,187 63.5% 8,491,223Citywide Traffic Signal Improv 0 0 0 0.0% 0 0 0.0% 0Total - Fund 401 0 0 0 0.0% 0 0 0.0% 0Safety & Service Capital - 421 0 0 0 0.0% 0 0 0.0% 0Total - Fund 421 1,137,396 147,538 148,572 13.1% 816,579 965,151 84.9% $172,245Facility Repair& Maint - A 0 0 0 0.0% 0 0 0.0% 0Total - Fund 435 2,260,845 6,592 23,289 1.0% 159,790 183,079 8.1% 2,077,766Facility Repair& Maint -B 0 0 0 0.0% 0 0 0.0% 0Total - Fund 442 0 0 0 0.0% 0 0 0.0% 0Old City Hall Renovation - 476 0 0 0 0.0% 0 0 0.0% 0Total - Fund 476 0 0 0 0.0% 0 0 0.0% 0General Capitalimprov - 491 0 0 0 0.0% 0 0 0.0% 0


14

Exhibit BCity of Solon Finance Department Current Current Year Current Year Current Current YTD YTD Current Year2019 Expenditure Budget Summary * Year Month-to-date Year-to-date Expend Year Combined % UnencumberedAs of April 30, 2019 Appropriations Expenditures Expenses Percent Encumbrances Expenditures Obligated AmountTotal - Fund 491 1,592,495 31,988 214,957 13.5% 679,520 894,478 56.2% 698,017Sewer Revenue Fund - 511 0 0 0 0.0% 0 0 0.0% 0Sewer Revenue Salaries 1,669,636 125,497 554,086 33.2% 4,852 558,938 33.5% 1,110,698Sewer Revenue Other 4,234,451 139,535 2,522,237 59.6% 669,431 3,191,668 75.4% 1,042,783Total - Fund 511 5,904,087 265,032 3,076,323 52.1% 674,283 3,750,606 63.5% 2,153,481Sewer Plant R &I Fund - 512 0 0 0 0.0% 0 0 0.0% 0Total - Fund 512 2,794,620 0 0 0.0% 5,000 5,000 0.2% 2,789,620 Forest Hills Water Loop - 517 0 0 0 0.0% 0 0 0.0% 0Total - Fund 517 0 0 0 0.0% 0 0 0.0% 0Grantwood Fund-550 0 0 0 0.0% 0 0 0.0% 0Grantwood Salaries 612,633 38,543 164,694 26.9% 0 164,694 26.9% 447,939Grantwood Other 382,280 19,431 50,620 13.2% 168,830 219,450 57.4% 162,830Total - Fund 550 994,913 57,974 215,314 21.6% 168,830 384,144 38.6% 610,769Workers Comp Fund - 601 0 0 0 0.0% 0 0 0.0% 0Total - Fund 601 190,000 5,255 47,324 24.9% 37,799 85,122 44.8% 104,878Employee Self Insurnance Fund - 605 0 0 0 0.0% 0 0 0.0% 0Total - Fund 605 6,503,051 290,693 1,654,273 25.4% 89,162 1,743,435 26.8% 4,759,616Various 700 Funds (702 To 791) 0 0 0 0.0% 0 0 0.0% 0700 Funds Salaries 375,075 252 198,131 52.8% 0 198,131 52.8% 176,944700 Funds Other 419,800 107,430 207,478 49.4% 154 207,632 49.5% 212,168Total 700 Funds 794,875 107,682 405,610 51.0% 154 405,764 51.0% 389,111Grand Total All Funds 99,660,184 5,076,321 26,476,827 26.6% 22,968,953 49,445,780 49.6% 50,214,404* Unaudited cash basis results (YTD).


15

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 April 30, 2019 Appropriations Expenditures Expenses % Encumbrances Expenditures % AmountSafety & Service Cap Improv Fund (421)Police Vehicles 110,000 3,399 3,399 3.1% 49 3,447 3.1% 106,553 Police Equipment 94.0%

Subtotal Police 110,000 3,399 3,399 11.4% 49 3,447 11.4% 106,553 Fire Trucks ` - - 0.0% - - 0.0% - Fire Vehicles - - - - - - - - Fire Equipment - - - 0.0% - - 0.0% - Fire Capital - Other - - - 0.0% - - 0.0% -

Subtotal Fire - - - 0.0% - - 0.0% - Service Dump Trucks 509,900 - 120,500 6.6% 445,407 479,275 94.0% 30,625 Service Dept Vehicles 194,400 - - 0.0% 143,097 143,097 73.6% 51,303 Service Equipment 323,096 72,282 - 0.0% 228,026 339,331 105.0% (16,235)

Subtotal Service 1,027,396 72,282 - 0.0% 816,530 961,703 33.4% 65,693 Total - Fund 421 1,137,396 75,681 260,846 22.9% 816,579 965,151 84.9% 172,245 Facility Repair & Maint Fund (435)Police Station Repair & Maint - - - 0.0% - - - Fire Station 1 Repair & Maint 500,000 - - 0.0% - - 0.0% 500,000 Community Ctr Repair & Maint 254,000 - - 0.0% 136,034 136,034 53.6% 117,966 Senior Center Repair & Maint 1,079,845 - - 0.0% 14,911 14,911 1.4% 1,064,934 Arts Center Repair & Maint 85,000 - - 0.0% - - 0.0% 85,000 Grantwood Repair & Maint 9,000 - 5,427 0.0% 3,521 8,947 99.4% 53 Serivce Complex Repair & Maint 173,000 - 125 0.0% - 125 0.1% 172,875 City Hall Interior Renovations 50,000 6,592 17,738 0.0% 5,324 23,062 46.1% 26,938 Misc Facility Repair & Maint 110,000 - - 0.0% - - 0.0% 110,000 Total - Fund 435 2,260,845 6,592 23,289 1.0% 159,790 183,079 8.1% 2,077,766


16

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 April 30, 2019 Appropriations Expenditures Expenses % Encumbrances Expenditures % AmountGeneral Capital Improv Fund (491)Pol Dept Equipment 300,500 7,301 7,301 2.4% 290,090 297,391 99.0% 3,109 Fire Dept Equipment 138,650 5,988 9,980 7.2% 65,147 75,127 54.2% 55,523 Recreation Pools-Other Equip. - - - - - - Recreation Equipment 140,000 7,266 8,156 5.8% - 39,200 28.0% 115,800 Recreation Playground Equip. - - - 1 - - Seniors Serv Dept Equipment 15,000 4,953 4,953 33.0% - 5,034 33.6% 9,966 Engineering Dept. Vehicles - - - - - - - - Arts Center Equipment - - - - - - Grantwood Capital 92,000 - - 0.0% 31,044 106,219 115.5% (6,219) Grantwood Golf Carts 87,000 - - 0.0% 86,112 86,112 99.0% 889 Service Dept Equipment 141,000 - 90,446 64.1% 81 90,446 64.1% 50,554 Info Technology Systems 225,000 - - 0.0% - 24,150 10.7% 200,850 Info Technology Equipment 398,345 6,479 94,121 23.6% - 170,798 42.9% 227,547 Info Technology Network 40,000 - - 0.0% - - 0.0% 40,000 Total - Fund 491 1,577,495 31,988 214,957 13.6% 472,474 894,478 56.7% 698,017 Total General Capital 4,975,736 114,261 499,093 10.0% 1,448,843 2,042,707 41.1% 2,948,029


17

City of SolonYTD Fund Balance Summary *As of April 30, 2019 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 19,281,076 13,712,614 18,379,549 14,614,141 4,790,755 9,823,386 (4,666,935) (9,457,690) 101 Budget Stabilization Fund 7,300,000 200,000 - 7,500,000 - 7,500,000 200,000 200,000 201 Street Maint & Repair 44,131 311,833 328,336 27,628 - 27,628 (16,503) (16,503) 202 State Highway Fund 8,669 25,311 29,000 4,980 - 4,980 (3,689) (3,689) 204 Police Pension Fund 709,983 524,177 305,556 928,605 - 928,605 218,622 218,622 205 Fire Pension Fund 627,430 786,273 480,093 933,610 - 933,610 306,180 306,180 209 Cable TV Fund 223,587 111,205 87,408 247,384 88,672 158,712 23,797 (64,875) 211 Tree Planting Deposits Fund 70,381 230 - 70,611 8,025 62,586 230 (7,795) 217 Emergency Medical Serv Fund 449,400 187,852 145,997 491,255 335,479 155,775 41,855 (293,624) 240 Police Dept Training 38,515 - - 38,515 - 38,515 0 - 241 Police Corrections Training Class 4,423 - - 4,423 - 4,423 - - 242 D.A.R.E. Program 17,624 4,806 - 22,430 6,734 15,696 4,806 (1,928) 263 Economic Incentive Fund 1,912,504 1,251,500 - 3,164,004 1,430,854 1,733,150 1,251,500 (179,354) 264 Police Dept Food Drive Fund 451 - - 451 - 451 0 - 267 Homedays Festival 31,172 25,600 11,786 44,986 36,018 8,967 13,814 (22,204) 270 PACE Assessment Fund - 4,593 4,593 - - - 300 Bond Retirement Fund 985,257 445,859 384,918 1,046,198 - 1,046,198 60,941 60,941 400 Income Tax Cap Improv Fund 19,146,919 3,612,951 2,082,145 20,677,725 17,460,539 3,217,186 1,530,806 (15,929,733) 401 Citywide Traffic Signal Improv 170,469 - - 170,469 - 170,469 - - 421 Service & Safety Equip Fund 740,110 943,050 363,521 1,319,639 1,066,191 253,448 579,528 (486,662) 435 Facility Maint & Repair Fund 1,814,294 950,000 216,057 2,548,237 240,067 2,308,171 733,943 493,877 476 Old City Hall Renovation 17,744 - - 17,744 - 17,744 0 - 491 General Capital Improv Fund 1,157,075 664,849 302,503 1,519,421 769,993 749,428 362,346 (407,647) 511 Sewer Revenue Fund 3,656,008 1,831,383 3,117,404 2,369,987 677,718 1,692,269 (1,286,021) (1,963,739) 512 Sewer Plant R&I Fund 3,277,785 1,801,739 608,540 4,470,985 1,130,841 3,340,144 1,193,200 62,359 517 Forest Hills Waterline Loop 8,603 - - 8,603 - 8,603 0 - 550 Grantwood Park Fund 215,758 107,142 215,315 107,585 168,830 (61,245) (108,173) (277,003) 601 Workers Compensation Fund 275,428 250,000 48,878 476,550 37,799 438,752 201,122 163,324 605 Medical Self Insurance 1,793,360 1,975,415 1,655,473 2,113,302 89,162 2,024,140 702 Inspection Deposit Fund 125,270 - - 125,270 - 125,270 0 - 703 Cemetery Endowment Fund 5,501 - - 5,501 - 5,501 - - 704 Unclaimed Monies Fund 32,210 2 - 32,212 - 32,212 2 2 705 Guaranteed Deposit Fund 5,259 - - 5,259 - 5,259 - - 720 Traffic Violations Fund - 43,141 43,141 - - - 0 - 731 D.A.R.E. Scholarship Fund 374 - - 374 - 374 - - 740 Police Dept Donations 6,542 137 - 6,679 40 6,639 137 97 741 Comm Improve Corp (CIC) Fund 4,000 - - 4,000 - 4,000 - - 743 Law Enforc Trst Drug Money 91,882 50 2,306 89,627 - 89,627 (2,256) (2,256) 744 Law Enforc Trst OMVI 22,367 3,175 1,820 23,722 - 23,722 1,355 1,355 745 Law Enforc Trust Other 47,278 1,736 - 49,014 - 49,014 1,736 1,736 747 Police Dog Donation Fund 8,175 - - 8,175 - 8,175 - - 748 Law Enforc Trust Immobil. 11,615 210 - 11,825 - 11,825 210 210 749 Fire Dept Donations 9,940 2,501 3,945 8,496 - 8,496 (1,444) (1,444) 750 Fire Dept Guaranteed Deposits 9,760 - 125 9,635 - 9,635 (125) (125) 751 Finance Dept Guaranteed Dep 8,721 - - 8,721 - 8,721 - - 753 Building Dept Guarant. Dep 177,510 1,400 500 178,410 - 178,410 900 900 754 Engineering Dept Guarant Dep 349,508 50,790 13,200 387,098 - 387,098 37,590 37,590 756 Special Donations Fund 3,664 - - 3,664 - 3,664 0 - 757 Senior Services Donations 14,918 4,288 156 19,050 114 18,936 4,132 4,018 760 Blue Heron Donations 1,848 - - 1,848 - 1,848 0 - 771 Accum. Leave & Contingncy 1,039,501 250,000 196,312 1,093,189 - 1,093,189 53,688 53,688 791 JEDD Income Tax 36,558 125,764 144,116 18,207 - 18,207 (18,352) (18,352)

Total All Funds 65,990,559 30,211,575 29,172,692 67,029,442 28,337,831 38,691,612 718,942 (27,529,727) * Unaudited cash basis results as of month-end

Total Operating Funds 37,653,761 21,755,793 25,194,305 34,215,248 7,670,047 26,545,202 (3,758,455) (11,339,339) Total Capital Funds ** 26,324,397 7,972,589 3,572,766 30,724,220 20,667,630 10,056,589 4,399,823 (16,267,807)


18

TO: Members of Council Finance Committee


CC: Mayor Edward Kraus

DATE: May 14, 2019

RE: Monthly Income Tax Collection Update – May 2019

Monthly Income Tax Overview

The following monthly income tax collection data includes all activity from December (2018) to April (2019) that was received by the City through May. 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 period totaled $6.2 million and were 16.7% higher than May of 2018

• YTD Gross income tax receipts collected totaled $20.1 million and were 1.0% over the2018 YTD collections through the same period

• Net collections (receipts less refunds issued) totaled $19.8 million and are now 3.4%higher than net collections through the same period in 2018



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

Solon Department of FinanceIncome Tax Collection Summary - May 2019

Income Tax Component Summary

2019 Budget

Estimate

2019 Monthly

Collection

2019 YTD Collection

% Chg from PY

YTD

2018 YTD Collection

2017 YTD Collection

Withholding 35,073,900$ 4,098,439$ 15,298,107$ 4.9% 14,585,088$ 14,261,558$ Individuals 4,565,200 926,762 1,950,405 3.7% 1,880,017 1,653,799 Business Net Profit 8,237,700 1,156,445 2,591,335 -21.5% 3,301,990 4,358,441 Utility Net Profit 77,500 - 68,701 424.9% 13,089 4,859 Penalty & Interest 322,400 38,220 195,873 65.8% 118,133 103,472 Gross Income Tax Receipts 48,276,700$ 6,219,866$ 20,104,421$ 1.0% 19,898,317$ 20,382,130$ Refunds & Adjustments (850,000)$ (76,190)$ (321,220) -58.5% (773,744)$ (255,303)$ Net Income Tax Receipts 47,426,700$ 6,143,676$ 19,783,200$ 3.4% 19,124,574$ 20,126,827$

Funding Allocation (Net Collections)General Fund (75%) 35,570,025 4,607,757 14,837,400 3.4% 14,343,430 15,095,120 Infrastructure Fund (25%) 11,856,675 1,535,919 4,945,800 3.4% 4,781,143 5,031,707 Net Income Tax Funding 47,426,700 6,143,676 19,783,200 3.4% 19,124,574 20,126,827 Figure 1

Solon Finance Committee May 20, 2019 Monthly Income Tax Update – May 2019

• Collections have continued to recover and realized a major rebound in the May receipts(April) with this period exceeding the prior year’s monthly collections by $892,300

• The YTD collections for withholding income tax totaled $15.3 million, and are 4.9% over2018 YTD on a very strong monthly collection (33.6% over May of 2018)

• Revenue from penalty and interest payments is now 68.5% over the prior year amount

• Refunds totaled $245,030 and were running well under 2018 YTD refunds as a result ofsome significant one-time refunds that were issued last year

• The YTD unadjusted cost of collections retained by RITA (retainer) totaled $589,410

• The YTD net revenue receipted by the General Fund and Infrastructure Fund totaled $14.8million and $4.9 million respectively

Current Trends and Other Considerations

• Collections have continued to build up to the expected levels after a slow start, total netcollections now exceed the prior YTD amount by 3.1%

• Withholding receipts have continued to exceed the prior year and are running 4.9% over the 2018 YTD

• Individual collections have continuedto recover from the start of the taxyear and the monthly receipts were up16.2% compared to the prior year‘smonthly collection

• Withholding comprised 76.1% of grosscollections. Business Net profits andIndivduals comprised 12.9% and 9.7%of collections respectively

• Refunds through April of $321,220were well below (-58.5%) the YTD refunds issued in 2018

• Net proift income tax receipts have recovered slightly but still lag 2018 by 20.1%

• Net profit filings administered by the State Department of Taxation totaled $67,482 anddistributions represent 2.7% of the total net profit income taxes receipted through May

Withholding76.1%

Individuals9.7%

Business Net Profit

12.9%

Utility Net Profit0.3%

Penalty & Interest

1.0%

2019 Solon Income Tax Revenue by Component (YTD)


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Exhibit B of the collection summary provides a monthly comparison of collections (gross) by total and by category to the same month in the prior year.

Exhibit B

$0

$1,000,000

$2,000,000

$3,000,000

$4,000,000

$5,000,000

$6,000,000

$7,000,000

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

Monthly Income Tax Collection Comparison

2019

- 500,000

1,000,000 1,500,000 2,000,000 2,500,000 3,000,000 3,500,000 4,000,000 4,500,000


Withholding

2019 2018

-

200,000

400,000

600,000

800,000

1,000,000


Individual

2019 2018

- 200,000 400,000 600,000 800,000

1,000,000 1,200,000 1,400,000 1,600,000 1,800,000


Net Profit

2019 2018

- 1,000,000 2,000,000 3,000,000 4,000,000 5,000,000 6,000,000 7,000,000 8,000,000 9,000,000


Net Profit

2019 YTD 2018 YTD

- 500,000

1,000,000 1,500,000 2,000,000 2,500,000 3,000,000 3,500,000 4,000,000 4,500,000


Individual

2019 YTD 2018 YTD

-

5,000,000

10,000,000

15,000,000

20,000,000

25,000,000

30,000,000

35,000,000

40,000,000


Withholding

2019 2018

$0

$10,000,000

$20,000,000

$30,000,000

$40,000,000

$50,000,000


Monthly Income Tax Collection Comparison

2019 2018