Finance - April 21st 2014

Monday, April 21, 2014 – 7:30 p. m.
Main Conference Room – Mayfield Village Civic Center

The Finance Committee meeting was held on Monday, April 21, 2014 in the Main Conference Room at the Mayfield Village Civic Center.  Mr. Delguyd called the meeting to order at 7:30 p.m.

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Present: Mr. Delguyd, Mr. Marrie and Mr. Marquardt

Also Present:  Chief Edelman, Mr. Wynne, Mr. Metzung, Mr. Thomas, Ms. Wolgamuth, Chief Carcioppolo, Mr. Dinardo, Mr. Esborn, and Mrs. Betsa

    1. Discussion of a motion to authorize expenditure in the amount of $14,000 to Suburban Police Anti-Crime Network for 2014 member contribution.

       Chief Edelman stated, our portion is the same as it has been in the past.

      The Committee recommended Item #1 for approval.

      2. Discussion of a motion to authorize expenditure in the amount of $28,926.20 to Physio-Control for purchase of chest compression system.

      Mr. Marrie stated, this was discussed at Safety and Service and Caucus.

      The Committee recommended Item #2 for approval.

      3. Discussion of a motion to authorize the Service Director to prepare specifications and go out to bid for roof repair of the salt dome at the former ODOT property (estimate - $60,000).

      The Committee recommended Item #3 for approval.

      4. Discussion of a motion to authorize the Service Director to seek bids for removal of the old pole barn located at the former ODOT property.

      Mr. Delguyd asked, do we have an estimate on this?

      Mr. Metzung replied, no, I do not have an estimate at this time.

      The Committee recommended Item #4 for approval.

      5.  Discussion of a motion to authorize expenditure in the amount of $26,135.50 to Valley Ford for purchase of F-450 Truck.

      Mr. Marrie asked, this is the first part of it, right Doug?

      Mr. Metzung replied, yes.

      Mr. Delguyd asked, what is the second part?

      Mr. Metzung replied, the bed and hydraulics. This is just the cab and chassis.

      The Committee recommended Item #5 for approval.

      6. Discussion of a motion to authorize match of funding commitment of $50,000 for Ohio EPA SWIF grant application for Mayfield Village Civic Center Stormwater Retrofit Demonstration Project (total project cost of $176,500, grant request of $126,500).

      Mr. Esborn wanted to leave this on the agenda because we talked about it at Caucus.   At that point, the application had not gone out yet.  We have requested $126,500.  The $50,000 would just be what Mayfield Village would spend on the project along with the grant funding. The thing about the $50,000 is that there is not any specific expenditure that goes with it right now. If we were to get this grant, we would execute the Grant Agreement with the Ohio EPA and then we would determine what work we are going to do on it as our share. That would be how the $50,000 is spent.  It doesn’t need to be approved at this point, but I just wanted to leave it on to close the loop because it was on for Caucus.

      Mr. Delguyd asked, so should we defer action?

      Mr. Esborn replied, yes, I think so.

      Mr. Marquardt asked, are you certain on the $176,500?

      Mr. Esborn replied, yes, that is the total project cost.

      Mr. Delguyd asked, so $50,000 is what we are given to get the grant of $126,000 for a total of $176,000?

      Mr. Esborn replied, right.

      Mr. Delguyd asked, if that goes down, is it just the grant amount that goes down or does the $50,000 also go down?

      Mr. Esborn stated, we said we are going to put $50,000 into the total project.  The budget for the grant request spells out what the $126,500 is for. The money from Ohio EPA will go towards those specific things.  Our $50,000 might go towards the landscaping of the project or other parts of it that are not these specific items.

      Mr. Marrie asked, but we are committed to $50,000?

      Mr. Esborn replied, right.

      Mr. Marquardt asked, can we spend it on our own labor?

      Mr. Esborn replied, the $126,5000 is for design construction by the Village Engineer, that’s grant; project construction by others is grant; Grant Management is covered by the grant; and an educational sign and print materials.  Landscaping would be a cost that we would cover.  I would have to look at our original estimate of the project. We would cover other costs with our $50,000.

      Mr. Marquardt asked, could it be our own labor, or does it have to be subcontractors?

      Mr. Metzung stated, I know the walkway leading into the building, where that’s falling apart, that can all get redone as part of that money.

      Mr. Marquardt asked, but if we do it on our own labor, does that account for the $50,000?

      Mr. Metzung replied, I don’t know.  I will have to see.

      Mr. Esborn stated, if we did parts of the overall project or outside of the specific things covered under the grant that would be part of our $50,000, even if we did it with our own labor.

      Item #6 was Deferred. 

      7. Discussion of a motion to authorize expenditure in the amount of $5,560 to CMI for Finance Department work station server upgrade.

      Mr. Wynne reported, this was not on Caucus.  It just came up last week.  Jeff Thomas and I are working on trying to find a way to not have to do this, but we wanted it on here for approval in the event we have to.  Jeff knew this was going to be a problem and we thought we could work around it.  It’s ending up we might not be able to.  Our current workstations and servers were purchased back in 2008 and run our payroll and finance and payable system.  We have been told by CMI because of recent changes to Microsoft, the operating system is no longer being supported.

      Mr. Delguyd asked, what system are you on?

      Mr. Wynne stated, we bought it back in 2008 or 2009, it could be Vista or XP.

      Mr. Delguyd stated, XP is definitely not being served.  There’s nothing they can do for you.

      Mr. Wynne stated, I am pretty sure it was XP and we were hoping we could upgrade with the existing equipment.  It’s looking like we can’t.  This is the cost of the hardware as well as the outside company that would be hired by CMI to install all of our back data to get us up and running again.

      The Committee recommended Item #7 for approval.

      8. Discussion of a motion to acknowledge receipt of financial reports for March 2014 and to approve of same as submitted.

      The Committee recommended Item #8 for approval.


      Mr. Delguyd asked if there were any other matters.

      There were none.

      There being no further business, the meeting adjourned at 7:38 p.m.

      Mary E. Betsa, Clerk of Council