Finance Caucus: December 7th 2015

Monday, December 7, 2015 – 7:15 p.m.
Main Conference Room -
Mayfield Village Civic Center

The Finance Caucus Committee meeting was held on Monday, December 7, 2015 in the Main Conference Room at Mayfield Village Civic Center. Mr. Saponaro called the meeting to order at 7:15 p.m.

Present: Mr. Saponaro and Mr. Marrie

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

1. Resolution to advance property taxes.

Mr. Saponaro stated, this is self-explanatory. It’s a housekeeping item that we do every year.

2. Resolution requesting Cuyahoga County Fiscal Officer to Adjust the Amended Official Certificate of Resources for 2015.

Mr. Saponaro stated, attached to the Resolution is the Fund, description and amount that has been highlighted to be adjusted. It’s pretty self-explanatory. Ron, do you want to add anything?

Mr. Wynne replied, no.

3. Advances and Transfers

Mr. Saponaro referred to the Memorandum prepared by Ron regarding the 2015 year end advances and transfers. The changes are highlighted. Does anyone have any questions? There were none.

4. Final appropriations for January 1, 2015 through December 31, 2015.

Mr. Saponaro asked, was this in packets?

Mr. Wynne replied, late this afternoon, I closed the month of November. I will work on the final budget numbers this week. You should have a copy in your packets this weekend. Changes will be highlighted with an explanation of why the change was made.

Mr. Saponaro stated, excellent. Thank you.

5. Temporary Appropriations for January 1, 2016 through March 31, 2016.

Mr. Saponaro stated, this again is something we need every year. Does anyone have any questions on this? There were none.

6. Cuyahoga County Medical Plan Renewal for 2016.

Mr. Saponaro referred to the memo from Ron regarding the renewal for 2016. It’s about a 12.92% increase which is pretty decent comparatively.

Mr. Wynne stated, I was a little bit surprised to see the amount, but knowing that for the past several years we have had no increases at all and the Plan has to start complying with the Affordable Care Act, they mentioned that they would have to eventually start passing the costs on to the companies that are part of the Plan.

Mr. Saponaro asked, so the Plan and choices are not changing?

Mr. Wynne replied, right.

Mr. Saponaro asked, none of these are HSAs?

Mr. Wynne replied, no. It’s not a true HSA.

Mr. Saponaro asked, so after the $2,000 deductible, is it covered 100%?

Mr. Wynne replied, yes.

Mr. Saponaro asked, any other questions?

Mr. Wynne stated, that increase is the same increase that all the other municipalities that are part of the Plan got also. It’s across the board.

7. Reimbursable expenses – Community Room Project (ThenDesign - $10,000).

Mr. Wynne stated, this is a housekeeping measure for me for year-end. When we went out to bid the first time for the Community Room, all of the bids came back too high and we had to go back out. The decision was made that because of what the contractors had to pay in order to get a bid package that they were probably not going to pay that again to come back a second time so we would eat the cost of the new blueprints and the printing of the bid packages. That came to about $7,500. I made the requisition for $10,000 in case anything else might pop up in relation to the project.

Mr. Saponaro asked, any questions or further discussion? There was none.

8. Backup MARCs connectivity in new dispatch center (primary and secondary dispatch) (Agile Networks - $17,040).

Chief Edelman stated, this cost reflects the first 12 months of the contract plus the two circuit installation costs.

Mr. Saponaro asked, has everyone had a chance to look at this? Any questions? There were none.

9. Purchase of 3 Dodge Chargers (Greve Chrysler - $68,721).

Chief Edelman stated, I have three cars approaching the end of their life. One is a little over 100,000 miles, one is about 97,000 and the third one is in the low 80’s.

Mr. Marrie asked, we will put them up for sale again as we have done before?

Chief Edelman replied, yes.

Mr. Jerome asked, will this put all our cars as Chargers then?

Chief Edelman replied, no, I still have a couple Crown Vics.

Mr. Saponaro asked, is this a part of the schedule?

Chief Edelman replied, yes. The price went down from last year.

Mr. Saponaro asked, is this budgeted?

Chief Edelman replied, yes. And it’s under State contract also.

Mr. Wynne asked, next year you will have to transfer the equipment?

Chief Edelman replied, for two of them we will be able to transfer the equipment but one of them is one of the old Crown Vics and I will have to get new equipment for that.

Mr. Saponaro asked, but that won’t be until 2016?

Chief Edelman replied, correct.

Mr. Saponaro asked, there will be new equipment on one vehicle and the other two vehicles will have the equipment transferred over?

Chief Edelman replied, yes.

10. Tree Lawn Maintenance on Chase and Beechers Brook Dr. (VanCuran Services – $8,700).

Mr. Jerome stated, this is half the price of Forest City. VanCuran is a good company.

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

11. Bed Cap and Warning Lights for new truck (Best Truck - $6,590.90)

Mr. Metzung stated, the original quote we received for the bed cap was under the Mayor’s spending limit but it did not include the lights. That put us over the Mayor’s spending limit so I need Council authorization.

Mr. Marrie asked, that covers everything?

Mr. Metzung replied, yes.

12. Declare 2003 Ford Van 1FTNS24273HA93063 surplus and authorize its sale.

Mr. Metzung stated, that’s what this new truck is replacing.

13. Legislation continuing services of Cuyahoga Soil and Water Conservation District.

Mr. Metzung stated, this is an agreement we have with Cuyahoga Soil and Water to do our construction and post-construction inspections. The annual cost is $13,000. They have not raised the rates. It’s based on how many projects they anticipate throughout the year.

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

14. Annual renewal of fiber subscription (OneCommunity/Everstream).

Mr. Esborn reported, the only way to continue the internet service we have had through the years and do so under contract is for the new contract to be with Everstream. That’s because OneCommunity went through an organizational change. It is the same contract approved in March but with Everstream.

Mr. Marrie stated, they came and gave a presentation also.

Mr. Esborn replied, yes, at CEDC.

Mr. Saponaro asked, this is the annual renewal with the new named Company?

Mr. Esborn replied, yes.

Mr. Jerome asked, will QED be on this?

Mr. Esborn replied, QED is using Everstream to connect. It will be in their new space. They will be on the fiber. They are using Everstream to connect between the two spaces now.

Mr. Jerome asked, would Mars be interested?

Mr. Esborn replied, that building is currently not connected. They may have a use for it.

15. Cuyahoga County Business Retention and Attraction Protocol Renewal.

Mr. Esborn stated, this is the same protocol we entered into back in 2012. The only reason it is being renewed is because it expired. The main focus of this protocol is predatory practices, trying to woo businesses not looking to move. We don’t do that, but it’s worthwhile to have this. There are other parts to it to, like having a central one-stop shop. I can work with Cuyahoga County on business leads.   I think the main objective is the poaching. If you don’t sign on, the County doesn’t have to consider you in economic development.

Mr. Jerome asked, have you thought to seek funds from them for anything?

Mr. Esborn asked, not yet. I have talked to the County on numerous occasions. Most of the times I have talked to them, they have been interested in helping to finance development. They have told me in the past give us a structure going up, like a parking garage, that’s the role we play. They may not exclusively do that kind of development assistance.

Mr. Saponaro asked, how do we measure the County not giving deferential treatment over one community or another when both participate in the program? You have a company looking at communities that are part of this protocol. How does the County keep it even?

Mr. Esborn replied, their structure now is we broadcast these leads to all of the directors. That’s how we keep it even. What’s tough for communities like ours and Bay Village that are bordering on other counties is that if you get a business that comes in from that other county, are we necessarily inclined to say you should really go to Cuyahoga County? The protocol does not say we have to do that. If the protocol wants there to be a central hub for new businesses to the County, that’s not always going to work out best for communities out of the County.

Mr. Saponaro stated, my concern is we don’t want to put anyone in a seat that causes undue influence over a new business’ decisionmaking. In terms of the community, when does the County step in and when do they step out? If you can find out those steps, that would be great.

Mr. Jerome stated, the original idea is switching from city to city in the County. Companies bordering contiguous counties in Northeast Ohio as a whole, it isn’t good for that to happen.

Mr. Saponaro stated, I understand. My concern is you have a company moving that is going to leave its home community and go to another place and goes to the County for assistance. When does the County step in and when do they step out? What type of influence do they have over that process in the decisionmaking?

Mr. Saponaro asked, anything else to discuss? There were no further comments.

16. Wildcat Sports and Fitness Rental from Sept. 2014-August 2015
(Mayfield City Schools - $9,900.00 - pass through)

Mr. Thomas stated, this covers all the programs we have, like basketball, camps, different things. We get the lowest rate of anyone. It’s $20 an hour.

Mr. Saponaro asked, from a budgetary standpoint, does this cause any problems since it isn’t for the year, but goes from September to August?

Mr. Wynne replied, no.

Mr. Williams asked, what other communities use this?

Mr. Thomas replied, Mayfield Village and Mayfield Heights manage the facility for the school. We get a discount. With regard to the summer camp, we will be moving that program to the softball fields in June. It looks like they are on schedule with the pavilion and bathrooms. They don’t have the roof up yet in the bathrooms, but they are close to it.

Mr. Saponaro asked, will you give an update on the pavilion and restrooms at the softball fields during Caucus this evening?

Mr. Thomas replied, yes.

Mr. Jerome stated, by getting a lower rate, it is a benefit?

Mr. Thomas replied, yes. We help the school manage it. There’s a lot of work involved. It is a benefit to do this. We would be outsiders if we did not.


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

There being no further business, the meeting adjourned at 7:34 p.m. The next Finance Committee meeting is scheduled for Monday, December 21, 2015 at 7:30 p.m. in the Main Conference Room.

Respectfully submitted,

Mary E. Betsa, Clerk of Council