Finance - August 17th 2015

MINUTES OF THE FINANCE COMMITTEE MEETING
Monday, August 17, 2015 – 7:30 p.m.
Main Conference Room – Mayfield Village Civic Center

The Finance Committee meeting was held on Monday, August 17, 2015, in the Main Conference Room at the Mayfield Village Civic Center. Mr. Saponaro called the meeting to order at 7:30 p.m.

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

Also Present: Mrs. Mills, Mr. Jerome, Mr. Wynne, Chief Edelman, Mr. Thomas, Chief Carcioppolo, Mr. Marrelli, Mr. Metzung, Mr. DiNardo, Mr. Esborn, Ms. Wolgamuth, and Mrs. Betsa

1. Discussion of a motion to reject all bids submitted on August 7, 2015 for the Mayfield Village Community Room.

Mr. Saponaro stated, everyone should have received the memo prepared by Diane and John giving us information concerning rejection of the bids as we are required to do by the Law Department. That will be on the agenda for this evening. We will then go back out to bid again.

Ms. Wolgamuth updated the Committee. We are back out to bid. August 28th is the next bid opening.

Mr. Saponaro asked, any questions on this? There were none.

The Committee recommended Item #1 for approval.

2. Discussion of a motion to authorize expenditure in an amount not to exceed $7,500 for Volunteer Appreciation Event.

Mr. Saponaro stated, this was discussed at Caucus. We don’t have things finalized, but this is the number we have used in the past. We do not see this exceeding $7,500, correct?

Ms. Wolgamuth replied, yes. We have managed to stay within that number for the last few years.

The Committee recommended Item #2 for approval.

3. Discussion of a motion for authorization to go out to bid for Police Department dispatch upgrade.

Mr. Saponaro thanked Chief Edelman for the update e-mail and information in packets regarding the two options. If you recall, it is budgeted at $340,000.

Chief Edelman stated, that is what we budgeted for at the beginning of the year. What we are looking for right now is just to remodel what we have, not to expand at this point. Any expansion we will talk about in 2016. For right now, we need to upgrade what we have now which is 2 stations, not 4. We will see what the cost estimates are. I need some guidance on this. This is specialized equipment. This was constructed by Motorola through B&C. It is very detailed. Do we need to go out for bid on this since it is specialized equipment?

Mr. Wynne asked, are they on State pricing?

Chief Edelman replied, yes. It also says that in the quote.

Mr. Wynne stated, as long as it is State minimum pricing.

Mr. Saponaro stated, we will get an opinion from legal.

Chief Edelman asked, that being the case, can I get a final quote from B&C and submit it next month at the next Council meeting?

Mr. Saponaro stated, if you are looking for $285,000 for the 2 stations which is under budget, there’s nothing more. This is a final quote?

Chief Edelman replied, it’s not. There are discounts built into that. We don’t know what they are until we get the final numbers from them. It may come in less than that.

Mr. Saponaro asked, from a time perspective, does it hurt you to wait longer?

Chief Edelman replied, no.

Mr. Saponaro stated, we could do a not to exceed.

Chief Edelman stated, there is going to be some time lapse between the time we order. They have to build all this before they bring it into the station. They will come in and construct it when it’s there.

Mr. Saponaro asked, what is your lead time on it?

Chief Edelman replied, I don’t know that yet. That’s why I would prefer to wait until next month to get more information.

Mr. Saponaro replied, that’s fine. If you are okay waiting for it, that’s fine. We just don’t want to hold you up if there is a lead time and now you are not going to get the equipment and get this taken care of until November versus October.

Chief Edelman stated, I would rather have all of the information and put it all before you and then we will go from there.

Mr. Saponaro stated, because it’s State pricing, we will get an opinion from legal at Council to make sure it is okay to do. Other than that, get everything together and we will go from there.

Mr. Jerome asked, how many work stations are there now?

Chief Edelman replied, 2. We will stick with the same. I have been approached by South Euclid because they are looking for a solution too. They were going to go with Beachwood. They backed out of that for whatever reason. So there are other agencies around here looking for a solution. At the beginning of the year, once we have the upgrades in and the 2 work stations, I will see how everything’s functioning and then put together a business model and then approach the other cities.

Mr. Jerome stated, so the pictures are 6 work stations?

Chief Edelman replied, that’s the maximum we can fit in there is 6.

Mr. Jerome asked, so it would be 2, but if we move forward with other municipalities?

Chief Edelman replied, we will go to 4. Putting 6 in there is going to be a tight squeeze. I am not sure I could come up with a realistic business model that would enable us to pick up that many cities and jam that many people into that room. I will work on that between now and the end of the year, but for right now, we need to upgrade.

Mr. Wynne asked, are there any other costs involved for the upgrade besides just this?

Chief Edelman replied, just the portables. I will budget for that next year.

Mr. Wynne asked, but nothing else, no power or TAC or anything like that?

Chief Edelman replied, no.

Mr. Jerome asked, MARCS radio?

Chief Edelman replied, I will budget for that in 2016, but for right now this is the cost.

Mr. Saponaro stated, all right. We will wait to hear back from you on that. So you don’t have to go out to bid?

Chief Edelman replied, we will get the final word from the Law Department.

Mr. Saponaro stated, okay. We will defer this until the next meeting.

The Committee deferred Item #3 for pending Law Department response.

4. Discussion of a motion to authorize expenditure in the amount of $8,991 to Advantage Equipment for National Fire Protection Agency (NFPA) compliant turnout gear dryer.

Mr. Saponaro stated, this was discussed at length at our last meeting. We also received a memo on this. Does anyone have any questions, concerns or need any clarification? There were no questions.

The Committee recommended Item #4 for approval.

5. Discussion of a motion to accept bid and to authorize expenditure in the amount of $20,250 to American Fireworks for fireworks on July 2, 2016 (rain date July 3, 2016); and July 1, 2017 (rain date July 2, 2017).

Mr. Saponaro stated, everyone should have received the proposed contract from American Fireworks.   Bill provided us with the information we requested regarding obtaining a second quote. He received a second quote from Zambelli. The American Fireworks’ contract has an option to go to a third year. Has legal seen this?

Mr. Thomas replied, yes.

Mr. Saponaro asked, any other questions?

Mr. Jerome asked, what was the amount from the last three years? Under $10,000?

Mr. Thomas replied, $9,500. $10,000 was the highest. This contract would be $10,250 for 2016 and $10,500 for 2017. There’s a savings between American Fireworks and Zambelli of about $20,000 for two years and over $30,000 for three.

Mr. Marrie stated, he was more than double.

Mr. Saponaro asked, we are only approving two years with an option?

Mr. Thomas replied, yes. Also, Dr. Parker had asked the question of why their prices were so much lower than Zambelli. We discussed the supplier and the location. Also, in the past, they have offered a discount for not shooting them off on the 4th of July.

The Committee recommended Item #5 for approval.

6. Discussion of a motion to authorize expenditure in the amount of $11,545 to City of Mayfield Heights for Teen Adventure Camp Co-Op (pass through).

The Committee recommended Item #6 for approval.

7. Discussion of a motion to acknowledge receipt of financial reports for July, 2015 and to approve of same as submitted.

Mr. Saponaro stated, Ron did a nice job on this report. He also gave us charts regarding collections as well as revenue and expenditure. Is there anything you would like to highlight? It’s pretty self-explanatory.

Mr. Wynne replied, nothing unusual.

Mr. Marquardt asked, why don’t we make a year to date on this chart? It would make more sense That’s more important than month to month because they vary.

Mr. Saponaro asked, you want a year to date?

Mr. Marquardt replied, I think it makes more sense.

Mr. Wynne stated, I can do that.

Mr. Saponaro asked, any other comments? There were none.

The Committee recommended Item #7 for approval.

ANY OTHER MATTERS

Mr. Saponaro stated, we have another item on the agenda. We are going to revisit the Fire Department windows.

Chief Carcioppolo distributed an update to the Committee.   Ron was able to receive another quote from another contractor who was able to come in under the $25,000 mark. Legal was consulted and they said we could cancel the bid process because we were under that amount and just accept that. There are two proposals for the windows. One was Mark Ange Builders. His quote for the same Anderson windows was $29,173. This quote from Cornice came in at $24,976.

Mr. Marquardt asked, the budget was $25,000?

Chief Carcioppolo replied, it was actually budgeted for $60,000.

Mr. Marrie asked, these are Pella?

Chief Carcioppolo replied, these are Anderson 400 Series. They will be wood finished inside and stained and matched. The outside will be a vinyl.

Mr. DiNardo stated, my recommendation is Anderson versus Pella.

Mr. Saponaro asked, any more discussion on this? Approval recommended? We would like to place this on Council agenda? The Committee agreed.

Mr. Saponaro asked Mary Beth to amend the agenda for the Council meeting and move it on for approval.

The Committee recommended approval for The Cornice Company for replacement windows for the Fire Station in the amount of $24,976.

Mr. Saponaro reported, we did not hold the Community Economic Development Committee meeting this evening due to interviews for the open Council position. The next meeting will be September 21st. The Incentive Agreement with QED has been finalized. The Freedonia Agreement is in the process of being revised.

Mr. Esborn added, Freedonia is reviewing it now.

Mr. Jerome asked, what was changed in the QED Agreement?

Mr. Esborn replied, the Suite number was added.

Mr. Saponaro stated, thank you Ted for the memo. It was very helpful.

Mr. Saponaro asked, are there any other matters?

Mr. Marrie asked, with regard to the Community Room, did Panzica bid?

Mr. Marrelli replied, they did not bid.

Mr. DiNardo replied, they were too busy.

Mr. Saponaro stated, we went out to bid again for the Community Room. Those bids will be opened on August 28th. We will find out the results of those shortly thereafter. Hopefully we will be pleased.

Mr. Jerome asked, you can still stay on the same timeline?

Ms. Wolgamuth replied, yes.

Mr. Saponaro asked, anything else? There were no further matters.

There being no further business to discuss, the meeting adjourned at 7:44 p.m.

Respectfully submitted,

Mary E. Betsa, Clerk of Council