Finance: February 17th 2015
MINUTES OF THE FINANCE COMMITTEE MEETING
Tuesday, February 17, 2015 – 6:30 p. m.
Main Conference Room – Mayfield Village Civic Center
The Finance Committee meeting was held on Tuesday, February 17, 2015 in the Main Conference Room at the Mayfield Village Civic Center at 6:30 p.m.
Present: Mr. Saponaro, Mr. Marrie, and Mr. Marquardt
Also Present: Mrs. Mills, Mr. Jerome (7:17 p.m.), Mr. Wynne, Chief Edelman, Mr. Metzung, Mr. Marrelli, Mr. Thomas, Chief Carcioppolo, Mr. DiNardo, Mr. Cappello (7:15 p.m.), Mr. Esborn, Ms. Wolgamuth, and Mrs. Betsa
1. Discussion of a motion to authorize expenditure in the amount of $7,000 to Advantage Contracting for new windows and repairs to 6827 Thornapple.
The Committee recommended Item #1 for approval.
2. Discussion of a motion to authorize expenditure in an amount not to exceed $23,000 to Northcoast Two Way Radio, Inc. for new car changeovers and equipment.
Mr. Saponaro asked, when will this be completed?
Chief Edelman replied, if I get approval tonight, I will call them tomorrow morning and order parts. It will take about 6 weeks. With the old parts we are harvesting off the old cars, I plan to put them on police auction sites and sell them to get some money for them.
The Committee recommended Item #2 for approval.
3. Discussion of a motion to authorize expenditure in the amount of $99,867.74 to Bureau of Workers’ Compensation for yearly assessment for 2015.
The Committee recommended Item #3 for approval.
4. Discussion of a motion to authorize an expenditure in the amount of $5,500 to TMS Engineers, Inc. to perform a traffic impact study for the proposed Community Room project and a pedestrian crosswalk study at SOM Center Road and Sandalwood Drive.
Mr. Marrie stated, I asked a few years back about getting a light at Sandalwood. It was explained that it couldn’t because of the State and so forth. Is that an actual fact? Because if we are looking at this, I would much rather see a workable light in the morning, noon and at night. Not during the day.
Chief Edelman replied, as far as whether there is a need for a traffic light there, I would have to defer to the engineer. He would be more knowledgeable about that. That discussion came up before I was the Chief.
Mr. Marrie stated, yes it did. You are right.
Chief Edelman stated, my concern is that if you put a light there, it’s going to back up traffic on SOM during rush hour. Rush hour time is when people want to come in and out of Sandalwood. Those are the calls I get. Those are the specific times we need traffic to flow on SOM.
Mr. Marrie stated, and that would just back it up.
Chief Edelman agreed. Whether or not there is a need, I would have to defer to Tom Cappello.
Mr. Saponaro asked Diane, the study we are performing there does not entail the possibility of a light?
Ms. Wolgamuth replied, my understanding is it would be a light that would be that someone would walk up and push a button and it would turn red to allow them to cross the street. I think that’s different than just a traffic light that’s functioning all the time.
Mr. Marrie replied, totally different. I just thought if we were discussing this, I would bring that back up again.
Ms. Wolgamuth stated, this study is going to be looking at how many people are trying to cross there. It should provide us with what we need to answer either question. We can specifically ask him that.
Chief Edelman replied, I would think that if the study yields the results saying there’s enough pedestrian traffic that they need a light, then that would somehow go further.
Mr. Saponaro stated, if we are doing something where you push a button to cross, then there’s got to be a light to stop traffic.
Ms. Wolgamuth replied, right. And we would have to add the crossing and flashers on both sides.
Chief Edelman stated, I think once the study is done, we could have more information to discuss this.
Mr. DiNardo stated, let’s talk about this study. You are looking for pedestrians. You are not going to have any pedestrians for several months, so how are we going to complete this study?
Ms. Wolgamuth agreed. Unless you are doing it in the summer.
Mr. DiNardo stated, but we need information now in order to continue with the Community Room. Is this a two-stage?
Ms. Wolgamuth replied, no, this would be to expand the study going on now.
Mr. Saponaro asked, why can’t we make it a two-phased study?
Ms. Wolgamuth replied, if we don’t do it at the same time, we had gotten quote to do it separately at $4,300, so the $600 is a much reduced price because they are already going to be there doing the traffic study. So if we wait and do it in the summer, it will be $4,300.
Mr. Saponaro asked, in addition to the $5,500.
Ms. Wolgamuth replied, we would go back to $4,900 which would be the traffic study for the Community Room. We could do that now. If we wanted them to do it again in the summer for the pedestrian traffic, it would be $4,300, not $600.
Mr. Saponaro stated, I think we have to do it that way. Why would we do a study during a timeframe that they are not going to be able to provide us with the information?
Ms. Wolgamuth replied, we could remove this from the agenda completely. The $4,900 is under the Mayor’s spending limit.
Mr. Saponaro stated, I understand that. From a practical standpoint, it doesn’t make sense.
Ms. Wolgamuth replied, we could choose to do the other in June or July.
Mr. Saponaro stated, okay. Obviously through the Community Room Committee we will be discussing that.
Ms. Wolgamuth replied, the $4,300 is under the Mayor’s spending limit. We could plan to go ahead with that.
Mr. Saponaro stated, we will remove Item 4 as a voting matter. It’s just open for discussion.
Item #4 was removed from the agenda.
5. Discussion of a motion to acknowledge receipt of financial reports for January 2015 and to approve of same as submitted.
Mr. Saponaro asked, the net profit, we are showing in 2013 it was $39,000 then it went to $75,000 and it is projected at $25,000 for January. Any idea about the disparagement?
Mr. Wynne replied, no. It’s too early to tell.
Mr. Saponaro asked, so we have no idea why we would lose $50,000 in a month?
Mr. Wynne replied, it could be timing. Companies could have paid too much tax in 2014 and have a credit carryforward that they are applying to 2015. It’s too early in the cycle to be able to tell.
Mr. Saponaro stated, we will keep reviewing that to determine if there is a trend. Were there any other questions on this?
Mr. Marrie replied, no questions.
The Committee recommended Item #5 for approval.
6. Discussion of the First Reading of Ordinance No. 2015-03, entitled, “An ordinance appropriating funds and expenditures of Mayfield Village, Ohio for the period from January 1, 2015 and ending December 31, 2015 and declaring an emergency.” Introduced by Mayor Rinker and Council as a Whole.
Mr. Saponaro asked, this will be on First Read?
Mr. Wynne replied, yes, in title only.
7. Discussion of the First Reading of Ordinance No. 2015-02, entitled, “An emergency ordinance authorizing an agreement with Delta Dental as and for an employee dental program.” Introduced by Mayor Rinker and Council as a Whole
Mr. Saponaro asked, this will remain on First Read?
Mr. Wynne replied, we could do it today and get it done with, or we can do it on three reads. That will still give us enough time.
Mr. Saponaro asked, this is nothing new? This is just a renewal of what we currently have?
Mr. Wynne replied, yes.
Mr. Marrie asked, so you want it done tonight then?
Mr. Wynne replied, if we can.
The Committee recommended Item #7 for approval.
ANY OTHER MATTERS
Scheduling tour of Regional Dispatch Centers
Mr. Saponaro stated, I know we have CECOMS and CVD. But we also have another one that Lyndhurst is looking at called The Edge Group. I have been having some discussions off-line. It has come to my attention that CVD and CECOMS, one or both may not be what we are looking for. If you two Chiefs came together, you would say, I definitely don’t want this one, but I want that one. We need you to tell us.
Chief Edelman stated, I am glad you brought that up. I was going to ask Council tonight to give us some direction if you want to move forward. If you do, Gino and I will put together a recommendation.
Mr. Saponaro stated, I don’t think we really have a choice but to move forward and vet this process. We have to look at everything. We are still trying to figure it out. If you guys don’t like one of these places, I don’t want to waste our time with it.
Chief Edelman agreed. What I am saying is if Council does not want to move forward with this, then –
Mr. Saponaro stated, I don’t think we are at a point to say we do or we don’t right now.
Chief Edelman replied, the alternative is to add another $400,000 to my capital budget and refurbish my dispatch center.
Mr. Saponaro stated, I don’t think we are at that point right now. None of us can say move forward or don’t move forward. We need more information. If CVD or CECOMS is not an option, I don’t want to waste our time looking and taking a tour of a place we are not interested in to begin with. If Beachwood is a place we are considering but we have not put it on here because they have not come to a table with anything for us yet at this point, but it’s something you guys want to discuss and look at, then we need to look at that as well.
Mr. Marrie stated, what they need from us is an okay to move forward so we know all this. They can’t give us these answers unless they move forward. I don’t mean selecting it, but getting all the information from all of the other ones.
Mr. Saponaro stated, what they are asking for is we approve that this is the course of action they are going to take, so we are going to get rid of our dispatch and do this.
Mr. Marrie asked, is that what you are asking?
Chief Edelman replied, yes. One or the other. Are we going to go to a regional dispatch, or keep what we have now?
Mr. Saponaro stated, they are looking for that answer right now. I don’t know. I am not prepared to give that answer tonight.
Chief Edelman stated, the only reason I bring it up is because we are in budget talks right now.
Mr. Saponaro replied, I understand.
Chief Edelman added, there’s a huge discrepancy in my capital budget if we go one way or the other.
Mr. Saponaro replied, I get where you are coming from. We have had one main discussion on it at Caucus. That’s it. I know it is has been brought up, but we have never really had a fully vetted conversation or at least more than one. Bill’s not here to give his input. I know what your recommendations are. I respect that. So, we say, yes, what does that look like, what does that mean? We say no, what does that look like, what does that mean?
Chief Edelman stated, moving forward means that Gino and I will investigate all three options. We will come to Council next month.
Mr. Saponaro stated, but moving forward means that he doesn’t have to worry about changing the budget because he wants to put capital expenditures in here. I can’t tell you that. You may come back to us with a recommendation and we may say we decided we want to stay where we are at.
Mr. Marrie stated, it puts us between a rock and a hard surface.
Mr. Saponaro stated, I understand where you are coming from. You need to look at your book from a budgetary standpoint. I would say if I were in your shoes I would be including it in the budget.
Mr. Wynne stated, the budget’s fine. The budget is put together assuming everything is status quo. If we decide to move and regionalize, it’s only going to improve it.
Mr. Marrie stated, I think they should move ahead. I want them to move forward.
Chief Carcioppolo asked, what do you feel Council needs to make this decision along the lines of what Chief Edelman and I are looking for direction on? What is it going to take for Council to feel they have been informed completely as to the operational efficiencies, technological benefits or comparatively the cost to lose the current dispatch we have and go to a regionalized type center?
Mr. Saponaro stated, that’s a good question. Based on our last Caucus, a lot of information was provided. Nothing was talked about definitively. CVD said we are going to hire these people. We don’t know that to be 100% true.
Chief Carcioppolo replied, I can tell you that it is 100% not true.
Mr. Saponaro stated, obviously we have a problem with that. We are looking at it from an employee’s standpoint. We have a company that says they are going to do this and they are not going to do it. What is CECOMS telling us that they do when they really don’t do it and what is Beachwood telling us they do and they don’t do it that so we are going to make a decision based on a lot of assumptions. There was a lot of information put out there. I don’t see you both being definitive like this is where the rubber meets the road. We have to move to this because this is why it makes sense. I am talking about drilling it down.
Chief Carcioppolo replied, drilling it down is going to take some form of a commitment for us to start working.
Chief Edelman replied, the reason we have not done that is quite frankly we don’t know which way Council wants to go. We are willing to sit down with you.
Chief Carcioppolo stated, we are telling you that yes, absolutely, there’s no sound argument that we shouldn’t regionalize dispatch.
Mr. Saponaro stated, but even if we say to you today, move forward, give us all the information, we don’t have to vote on it to approve it. So if you are asking us to go ahead and approve something before we have all the information, we can’t do that. If you are saying, hey, are we interested and we need to find out more information on it so we can make a good decision, yes. I think we have to. There’s a difference. I want to make sure that’s where we are distinguishing it. We are not going to approve it.
Mr. Marrie stated, get all the information so we can make a decision.
Chief Carcioppolo asked, so you would like us to make a recommendation as to which center and why we would recommend?
Mr. Saponaro replied, yes. You have to live with it. We will be beneficiary of it. We look at it from a different perspective. You are the experts. We rely on you to tell us what you are looking for. If you tell me that CVD is off the table, take them off the table. We don’t need to entertain it just because they happen to be a game in town. You are the experts. You come to us definitively and say this is what we want. Because if we are only looking at the chart and it’s only about dollars, it’s not only going to be about that. You may pick one of these that may be a little higher than the lowest one but the reason you picked it is because of the benefits they have. As you move forward, some things that come to light are our residents and their concerns. I have never gotten calls, being on Council since 2003, more than probably a dozen calls until this. I have gotten at least a dozen calls on this alone with concerns. We have to waylay the fears of response time. There was some confusion in the last meeting because we had someone saying, if you go to CECOMS, it goes direct, but if you go to another place, you have to go there and there is a delay time. Delay is such an ominous word. It doesn’t mean a delay in 30 seconds, 3 seconds or 3 minutes. Why would we entertain any other place than the place that takes us directly to and gives us the greatest response? Maybe because it’s the County. I don’t know. We have Fear Factor getting brought into this. Residents are concerned. I have been telling residents no one is going to be making any rash decisions. We are trying to improve, not hurt the way we conduct our dispatch right now to get you what you need in the quickest time possible. Those are the things. Do you want to move forward and give a recommendation? We will make it an agenda item and as the Finance Committee approve that you guys go and make a recommendation. Absolutely, do it. We need to know what you want. I am not making that decision. I will ultimately be a part of the vote, but you are the experts on it.
Chief Edelman replied, that answers my question. Real quickly, you mention employee retention. I just want to go over with you where we are at right now. Of my 5 full-time dispatchers, two have gotten conditional offers from Willoughby Hills and will be leaving shortly within the next couple weeks. One has been courted by Chagrin Valley ever since she started working here. She will more than likely be going there. The fourth one is going to retire as soon as we close our center if that is what we do. The fifth one has not shared her plans with me. I don’t know what those are. I don’t think employee retention is the greatest concern we have right now. Four out of five of them have already made plans. We are running into a scheduling problem. When the two leave, I will not have enough people to sit in those chairs. I am going to have to get creative with the manpower.
Mr. Saponaro stated, okay. But when you guys first came to us, you told us that you didn’t expect anything to be finalized until end of the year. You set us up for that. If that’s not the case, you need to also set that up.
Chief Edelman replied, my dispatchers are looking out for themselves. With the handwriting on the table that we are going to be going somewhere, they are all looking.
Mr. Saponaro stated, right. All I am saying to you is if you have now changed your scheduling of this because of what’s immediately going on, then you have to also tell us that. Because if you tell us four out of the five have already made other plans, I am not sure what the fifth one is doing at this point, that tells us that the biggest concerns are employees. That’s not as big of an issue than it was.
Chief Edelman replied, I will have to move the timetable up. The problem is I don’t have a timetable and I won’t until we make a recommendation and Council approves that recommendation.
Mr. Saponaro stated, okay, when you make the recommendation, there should be a timetable. Lay it out for us. Here’s what we are doing. We are going to make a recommendation. You will get it by March Caucus. From there, we need a decision made by the March meeting, or if we say that may be too quick we need to vet it, then we will say April meeting. If we have to have a special meeting, we will have a special meeting in between. But I need to have this done, Council, by this date, April 1, why? Because from April 1, I need eight to twelve weeks to do this this and this so that we are up and running on August 1, June 1, whatever the timeframe is that you lay out for us.
Chief Carcioppolo stated, we will get you that. We just wanted to know if we can do that.
Chief Edelman stated, we just wanted the question answered of are we going to go that route? You have answered that question, so now that is what we will do.
Mr. Saponaro stated, it makes the most sense. I understand what you need. Keep us in the loop. When things change, pull us all in and say, I know we have said ‘x’, but we have changed that and here’s the revision and here’s the reason why. Things change all the time. That’s not an issue.
Mr. Saponaro stated, I will begin the conversation. Tom, if you want to jump in at any time questions, let me know. Part of it may be more of how it is categorized depending on what department I am in.
Mr. Saponaro asked, how many part-time police do you have in terms of salary?
Chief Edelman replied, 6.
Mr. Saponaro asked, is that expected to go up?
Chief Edelman replied, yes.
Mr. Saponaro asked, how many are we looking for in this?
Chief Edelman replied, I have to hire three more.
Mr. Saponaro asked, when you do your hiring, you do a cost benefit analysis with Ron of part-time versus bringing in a full-time person and weighing out full-time benefits and part-time?
Chief Edelman replied, I have gone through that for a number of years now. As much as I would like more full-time officers, we are staying with part-time.
Mr. Saponaro asked, the overtime we have with the police which is covered around the $90,000-100,000 mark, what is the biggest thing comprised of that?
Chief Edelman replied, that’s actually a little high. It’s because we are short on manpower. With shift coverage. We try to keep a minimum of three officers.
Mr. Saponaro asked, by hiring three additional part-time, we should see that number go down?
Chief Edelman replied, we should. With the Affordable Care Act especially, we are limited to under 30 hours a week for part-timers.
Mr. Saponaro asked, when are you looking to hire?
Chief Edelman replied, I have an interview tomorrow. I am still looking for more applicants.
With regard to tuition reimbursement, Mr. Saponaro stated, I know a lot of this is part of the educational benefits through the wage ordinance, but generally, across the board for every tuition benefit, the question has come up someone gets reimbursement and they get done and they leave. Do we have any recourse?
Mr. Wynne replied, the legislation in the union contracts state that if someone takes advantage of the tuition reimbursement program and decide to leave within two years after being reimbursed, they have to pay the Village back in its entirety.
Mr. Saponaro stated, what about for the non-union? Is it across the board?
Mr. Wynne replied, yes, it is in the wage and benefit ordinance.
With regard to clothing and gear, what is the difference between this and what you are doing in terms of someone getting reimbursed for uniforms?
Chief Edelman replied, the reimbursement is for the union employees.
Mr. Saponaro asked, only union employees? The union employees are not covered under clothing and gear, this would be for everyone else?
Chief Edelman replied, right.
Mr. Saponaro asked about Vans Outdoors. What does that deal with?
Chief Edelman replied, pistols, ammunition, tasers, that kind of thing.
Mr. Saponaro asked, last year we used $6,300. This year we have $12,000?
Chief Edelman replied, this year we are doing a lot more training.
Mr. Saponaro asked, when we are training, we are not training anyone else’s force, correct?
Chief Edelman replied, no.
With regard to School Resource Officer, Mr. Saponaro asked, is that a full-time position?
Chief Edelman replied, yes.
Mr. Saponaro asked, so they are not in a squad car, they don’t do anything else? All they do is deal with the school?
Chief Edelman replied, Monday through Friday, 7-3. In the summertime, they are on patrol.
Mr. Saponaro asked, we don’t get any reimbursement of that from the school?
Mr. Wynne replied, no. For the line item that says part-time school guards, that we get fully reimbursed for from the school.
Mr. Saponaro asked, who is the School Resource Officer now that Bill retired?
Chief Edelman replied, Stuart Galicz.
Mr. Saponaro asked, his salary will be the same?
Chief Edelman replied, yes.
Mr. Saponaro asked, we are still expecting there to be double the overtime from last year? I have $12,000 versus $6,000.
Mr. Wynne replied, Stu was still doing warrants.
Chief Edelman replied, that’s not part of the regular duties. That’s overtime.
Mr. Saponaro asked, you have hired two more?
Chief Carcioppolo replied, one position has been extended. The additional upon passing a psychological and state pension physical and upon receiving the background investigation and polygraph results, assuming there are no problems with that, there will be a second offer made. Those will fill my position and Ken’s position. I also have another guy leaving in a few months. It would be my recommendation to hire someone now.
With regard to uniforms, Mr. Saponaro asked, you have uniform purchases and uniform reimbursement. Uniform reimbursement is for union?
Chief Carcioppolo replied, yes.
Mr. Saponaro asked, and clothing and gear?
Chief Carcioppolo replied, clothing and gear is structural firefighting gear, turnout sets, bunker kits, bunker coats, structural firefighting boots, helmets, unique to each individual. They cost about $2,600 a set. They have a life span of 10 years. We never really had a schedule to monitor. Any expired gear was destroyed.
Mr. Saponaro asked, you are catching up and going on the program?
Chief Carcioppolo replied, yes. It’s all documented in our departmental emergency reporting system by serial number, date of manufacture so we can track the gear appropriately.
Mr. Marrie asked, both police and fire buy their own and we reimburse them?
Chief Carcioppolo replied, union.
Mr. Saponaro asked, Life Force Management?
Chief Carcioppolo replied, that’s our EMS billing company. They handle the actual billing portion paperwork.
Mr. Saponaro asked, is there a reason they are going up?
Chief Carcioppolo replied, our call volume has gone up.
Mr. Wynne explained, I put the budget together initially. You only have one or two years of information on what I give you. I take a look at a five or six year trend. Going back five or six years, there might be some years on that particular line item we might have spent $15,000 and then another year we spent $10,000. I don’t just look at the last year in preparing next year’s budget. I look at what the trend has been in determining what number to put in there for this year.
Mr. Saponaro asked, so you put the budget together. Everyone looks at it and says, yes, no, high, low?
Mr. Wynne replied, right.
With regard to the educational benefits, Mr. Saponaro asked, is it tuition reimbursement?
Mr. Thomas replied, it’s a fee we get.
Mr. Wynne replied, in the wage and benefit ordinance, for non-union employees, if they take so many credit hours of education during the year, there’s a $1,500 stipend.
Mr. Saponaro asked, everyone’s taking their continuing education?
Mr. Thomas replied, yes, all of my staff does. Me too.
Mr. Saponaro asked, how many staff?
Mr. Thomas replied, Danielle and Sean are my full-time staff.
Mr. Saponaro asked, that’s a $1,500 benefit?
Mr. Wynne replied, there’s two parts in that account. There’s $1,500 per year for employees that take the continuing education and then there’s a part that talks about individual employees with a degree. There’s a 2/4/6% stipend for Associates, Bachelors and Masters. We stopped that quite a few years ago. People in that program are grandfathered going forward. That’s also part of that line item.
Mr. Saponaro asked, do you break down your programs by revenue and expenses?
Mr. Thomas replied, I have a spreadsheet that we have prepared for the last 20 years.
Mr. Saponaro stated, I would like to see that.
Mr. Thomas replied, sure.
Mr. Saponaro stated, that makes it easier. Some things we know we are going to lose money on, but it is part of what we provide as services. We understand that. It’s more of what is reimbursed and what is not.
Mr. Thomas stated, most of our programs make money. There are about four items where we don’t make money, such as concession and summer camp, but my plan is to at least break even on that program this year.
Mr. Saponaro will come back to questions relating to the Building Department, but did want to ask a couple questions about the historic preservation program which offers the low interest loans.
Mr. Marrie stated, there are not that many who take advantage of it.
Mr. DiNardo stated, it’s specific to a certain type of house.
Mr. Marrie agreed. There are a lot of what if’s. Even so, I don’t think there are that many people who have tried for it. Maybe we could send out a notice in the next Voice of the Village about the availability of this. It’s like the smoke alarms. We went along and thought everyone know about it and there were tons of people who didn’t know about it.
Ms. Wolgamuth can’t remember the numbers. I will have to go look in my file. There was a recent report from the Heritage Home. I thought the usage was up. Not a lot of people were getting the loans, but more were calling to ask for help or with questions. I don’t think it’s all that easy to get the loans. I don’t think they ever said it would be. They just said they are available if you meet their criteria.
Mr. Saponaro will discuss this with John.
With regard to the professional services category, Mr. Saponaro asked, how do we categorize them?
Mr. Metzung replied, repair work. Some is clustered. Sometimes it hard to categorize. Typically for our professional services, it’s the plumber, electrician, that kind of thing.
Mr. Wynne added, if we have to use an outside service to repair any vehicles, it goes to that.
With regard to clothing and gear, Mr. Saponaro asked, is it all Cintas?
Mr. Metzung replied, no. There is a Cintas component to that, but there’s a clothing allowance that is broken out of that.
Mr. Saponaro asked, we don’t put it in the uniform reimbursement? We put it in clothing and gear?
Mr. Wynne replied, the uniform reimbursement line item for Service is -0-. At one point in time there was an allowance that they received. We did away with that about three or four years ago. Now, we figure a budget of roughly $700 per guy for full-time and permanent part-time and put that in the clothing budget. Dick’s, Hemley, Red Wing, those are all expenses where the guys go and get their outdoor wear, boots, things like that.
Mr. Saponaro asked, how many people are getting this?
Mr. Metzung replied, 13.
Mr. Saponaro asked, your overtime is obviously large. I can understand why it is from my perspective, but I don’t if that’s the reason why. Is it snowplowing?
Mr. Metzung replied, it’s certainly seasonal.
Mr. Saponaro asked, is it activities events we do?
Mr. Metzung replied, yes, Cruise Night, Mother’s Day, things like that.
Mr. Saponaro asked, is it fair to say seasonal and activities comprise most of it?
Mr. Metzung replied, yes.
Mr. Saponaro asked, in terms of your part-time wages and in terms of your hiring needs, are you maintaining what you have? I know you hire extra in the summer.
Mr. Metzung replied, our staffing at this point is what it is going to remain.
Mr. Saponaro asked, how many part-time do you have now?
Mr. Metzung replied, 5.
Mr. Saponaro asked, how many do you hire in the summer?
Mr. Metzung replied, about 5.
Mr. Saponaro asked Diane, who is part of the Mayor’s office?
Ms. Wolgamuth replied, myself, Debbie, Ted and Jeff.
Mr. Saponaro stated, Ron, one of the questions I have I can sit down and talk with you about. It’s under legal with the additional legal fees for outside counsel and bond counsel.
Mr. Saponaro asked about professional services.
Mr. Wynne replied, it’s things that come up during the year, property demolition, appraisals of property, traffic studies, landscape architect fees as opposed to contractual services where we have an arrangement in place to pay someone so much per month or per quarter for the services they provide.
Mr. Saponaro asked, in looking at professional services, we can break down what they did and the project they worked on?
Mr. Wynne replied, yes. Almost a year ago, the Council President asked for that specific kind of breakdown by project of every single expenditure for a project. He was provided with that. I update it monthly so it is always current.
Mr. Saponaro asked, on professional services?
Mr. Wynne replied, most of the expenses that show up there are going to be professional services, any kind of project we had going on.
Mr. Saponaro asked, how do COBRA expenses work?
Mr. Wynne replied, it’s a wash. When an employee leaves and they want to keep our insurance, that’s where we put the expense.
Mr. Saponaro asked, in your budget for small equipment, you need to add tablets for Council to whoever wants one. No one is required to have one, but we need to add it in.
Mr. Saponaro asked, Bill with the pool, you are replacing items?
Mr. Thomas replied, yes, the mushroom, the turtle, the buckets. They are beyond their life. They are replacement. That facility is 17 years old.
Mr. Saponaro asked, who is in charge of The Grove lighting and pavers?
Ms. Wolgamuth replied, I can speak to that best.
Mr. Saponaro stated, we have $100,000 put in there.
Ms. Wolgamuth replied, for infrastructure. The Committee would like to do more lighting of the hill area so when an event is over, we can light the hill so as people are leaving they are not in the dark. The original plans we did included uplighting in the trees. We could use some light in the service drive always. There’s going to be ongoing infrastructure. That $100,000 would be lighting and expanding the paver area and possibly one row of seating in the front.
Mr. Saponaro asked, you will be breaking all this down? Who will be doing plans and putting it all in place?
Ms. Wolgamuth replied, Tom’s working on the wall part. John Marrelli is working with me on the lighting.
Mr. Saponaro asked about the path on Wilson Mills. Do we take the equipment on the path and plow?
Mr. Metzung replied, we plow all the paths and sidewalks.
Mr. Saponaro asked, the equipment we are trying to get the grant for will replace what we currently have here?
Mr. Metzung replied, correct.
Mr. Saponaro asked, to do the path on Wilson Mills, we use a snowblower?
Mr. Metzung replied, right, we use an all-wheel drive sidewalk plowing machine. That’s what the grant is for.
Mr. Saponaro asked, will that help with the path too?
Mr. Metzung replied, the path on Wilson Mills is only four foot wide. That has to be done by hand.
With regard to roadway improvements, Mr. Saponaro asked, there’s not lighting in the other two underpasses besides Highland?
Mr. Marrie replied, no.
Mr. Saponaro asked about the underpass cameras.
Chief Edelman replied, cameras going both directions in each tunnel. Six cameras total with wireless browser units to monitor. It will go back to dispatch wherever they are.
With regard to Fire Station, Mr. Saponaro asked what do we want to utilize the attic space for?
Chief Carcioppolo replied, right now it is open on the one side of our stairwell. It was where all of our files were being stored but they were not secured. I took all the files and put them in the evidence room and locked them in there. We also have the CERT team functioning out of our building. They are utilizing space in the attic. It’s unfinished. It really needs to be finished into secure rooms separated. It was originally designed to be partially a union office. The space was built so that it could be expanded and finished at some point. We have reached that point now. I need the one room for secure file storage, one for the CERT team, one for the union office and then we can leave a portion of it for expansion if we ever needed to expand the dormitory and leave one room for the quartermaster for the gear.
Mr. Saponaro asked, how does the CERT team work? Do they reimburse us for anything?
Chief Carcioppolo replied, they have file cabinets there right now. They don’t pay for the use. We all pay to have the CERT team. They assist us if there is a big event such as Cruise Night.
Mr. Saponaro asked, are we charging any of the other municipalities for expenses or administrative aspect of using our building?
Chief Carcioppolo replied, no.
Mr. Saponaro asked, should we be?
Chief Carcioppolo replied, they use it for training occasionally. It doesn’t inconvenience us.
Chief Edelman replied, they use our building too.
Chief Carcioppolo replied, the service they give back outweighs. They use other communities’ services too. They just have stuff stored in our building.
Mr. Saponaro asked, it’s part of the way it works?
Mr. Jerome replied, yes. If we told them we couldn’t do it, they would find another municipality that would let them do it right?
Chief Carcioppolo replied, right. It’s something they have been doing forever. It makes sense they have a room to put their items in.
Chief Edelman replied, I would rather have them using our facilities than to be at somewhere else.
Mr. Saponaro asked, Tom, you are on retainer, then the ARB examiner, then every project with engineering on it that you are involved in is a percentage of the total?
Mr. Cappello replied, construction cost.
Mr. Saponaro asked, that percentage can change depending on the project?
Mr. Cappello replied, right. It’s a graduated schedule based on the construction costs.
Mr. Saponaro asked, we don’t have to hire outside of you?
Mr. Cappello replied, correct. Unless there’s something special beyond that scope that we would perform. We got paid for the traffic signal on Wilson Mills and SOM but we hired a subconsultant for that.
Mr. Saponaro asked, yes, but they worked through you?
Mr. Cappello replied, yes.
Mr. Marquardt asked, is that scale your scale? Or is that standard?
Mr. Cappello replied, it’s in the ordinance.
Mr. Marquardt asked, who establishes it?
Mr. Cappello replied, it’s the same contract we have had for over 20 years.
Mr. Wynne stated, I compared it to multiple municipalities. It’s competitive.
With regard to the sewer fees, Mr. Saponaro asked, what is anticipated with that?
Mr. Wynne replied, there will be some legal fees involved when we get to the point where we have to assess all the homeowners with the County. There have already been some legal fees paid on the front end in helping to get the project ready that were not classified.
Mr. Cappello stated, there are also some easements.
Mr. Wynne stated, I think the project is going to come in considerably under that number when it is all said and done with.
Mr. Saponaro asked Mr. Marquardt, do you have questions?
Mr. Marquardt apologized for being late. I do have a question on the big jump in the part-time recreation salary from $10,000 versus $1,000.
Mr. Wynne replied, that is for the part-time intern to help with Grove events during the summer.
Mr. Marquardt asked, a $9,000 part-time intern?
Mr. Wynne replied, I just put a number in the budget.
Mr. Thomas replied, that’s for another recreation intern too that we have had in the past.
Mr. Wynne replied, we have the one from the past year or so at the Wildcat. That’s what the $1,000 was from last year. It’s split between us and Mayfield Heights. That person is paid minimum wage. The one for the Grove will be a college student.
Ms. Wolgamuth added, that’s what we were hoping, to hire a college student for the 8 week period of the program. We talked about maybe $8-10 an hour.
Mr. Saponaro stated, you were not here to receive an explanation, but Ron’s putting the numbers in. It’s up to each individual to yes, no, up or down it. They are not at that stage where they have made their adjustment yet.
Mr. Saponaro stated, in the capital equipment improvements infrastructure, we are looking at the Civic Center which includes the Community Room project, lighting, parking and signage. What signage are we talking about? The marquee?
Ms. Wolgamuth replied, it doesn’t include that.
Mr. Saponaro stated, we need to include that.
Ms. Wolgamuth asked, with another marquee?
Mr. Saponaro replied, no, with something within character. We cannot have a sign that half the people can’t read, it’s covered with snow, or when we were lighting the gazebo and the lights were turned off, the light on the sign got turned off. We have to look at this. We have talked about it.
Mr. Jerome replied, we can discuss this at the Community Room Committee meeting.
Mr. Saponaro asked about the restrooms at the Parkview softball complex, the Grove and picnic shelter. Have we vetted any of this at Citizen’s Advisory?
Ms. Wolgamuth replied, we went to Rec Board and Activities.
Mr. Marrie stated, it’s been a while since they have done that.
Mr. Metzung stated, when you are going to a game and have the next game, a shelter is a nice place to congregate.
Mr. Saponaro stated, if it’s a picnic area that’s another picnic area for our residents to utilize as well as a benefit to the people at the ballfield, it’s a matter of how it is put together. But, we are talking a lot of money to spend. These are numbers based on a quote back in 2013. Ron, what is your involvement in these quotes and how you are looking at things.
Mr. DiNardo stated, when we did the soccer restrooms, we packaged the softball design into it. That was a good basis to come up with that number.
Mr. Saponaro asked, is this the design we are looking at?
Mr. DiNardo replied, it is 99% of what we would like unless something has come up within the last year.
Mr. Saponaro asked about the infrastructure.
Mr. Thomas replied, sewer and water are already there. We didn’t have that with the soccer fields.
Mr. Jerome asked, the intergenerational plan, is that located near the softball fields?
Mr. Thomas replied, yes, near the Zako property.
Mr. Jerome stated, this bathroom isn’t just going to be for softball, but for these other items too.
Mr. Thomas agreed. Bocce and volleyball.
Mr. Saponaro replied, and general use by residents who want to use the picnic area.
Mr. Thomas stated, there is grant money out there. I think Progressive would be willing to contribute.
Mr. Wynne mentioned, this item has been on the budget for the past couple years. At the request and direction of Council we removed it and took the moneys and put it in the debt fund to pay down the debt or the Sanitary Sewer Relief Fund to start the sewer project early.
Mr. Saponaro stated, this is good historical information we need. We have fulfilled obligations and now are coming back. Again, we don’t know for sure these are the numbers?
Mr. Wynne replied, correct.
Mr. Saponaro asked, with everything else, we seem a little higher. Are we too low on these numbers?
Mr. DiNardo replied, the numbers are sufficient. Based on the utilities being there.
Mr. Saponaro asked about the Washington Extension, what are we going to do?
Mr. Metzung replied, we are going to put a layer of asphalt on it. That and North Aintree.
Mr. Jerome asked, we have budgeted almost $3 million for roads.
Mr. Wynne replied, this is twice what we usually budget for road mainly because on Glenview, Bonnieview and Beech Hill they are also replacing the waterlines.
Mr. Marquardt asked, do we have anything in here to address Beta drainage issues?
Mr. Wynne replied, right below that. $1,250,000.
Mr. Saponaro asked, what is the home septic sewer conversion?
Mr. Wynne replied, the Eastgate/Meadowood.
Mr. Jerome asked, why haven’t we started to budget some money for the next couple streets, Thornapple and Robley?
Mr. Wynne replied, we have. The budget for the Sewer Relief Fund will have $1.5 million in it by the end of 2015.
Mr. Saponaro asked, questions on anything?
Mr. Marrie replied, most of mine were answered and then some.
Mr. Wynne replied, since Council received a copy, I have met with everyone. We had adjustments. I will get you revised copies. We added about $30,000 in expenses to the General Fund mainly because of increases in MARCS fees we know are coming in the middle of the year, SPAN dues will go up because Gates Mills is no longer a member of that group. We had to add $35,000 to the salt budget because the budget I put together was based on $35 a ton. It has gone up to $50 a ton. There have been some changes to what you have seen, but nothing of great significance.
The Mayor has seen a copy. I have met with all the Department Heads. We went through and vetted it entirely. We are in a good place depending upon feedback from you guys.
Mr. Saponaro stated, at the end of the day, Council sits here and approve the budget. We go through the whole year and things get approved. If we don’t sit here and ask the questions, no one is testing anyone’s integrity, if we don’t know, it’s hard for us to approve it and we should not approve it until we know it. Once we know it, we can say with certainty, this is what we believe is in the best interest or I did not necessarily agree with it, but Council did in totality. That’s the whole point of this. No one is looking to jam anyone up. It’s more about doing our job and making sure we know where money is going and that Department Heads are looking at this and saying, okay, where can we shave this off? When you have an initial budget and come back and are in a budget, I would rather be under budget. Ron, I will have questions for you and will sit down and talk with you. There may be some other questions Council may approach any of you guys on. Take it in the spirit of where it’s intended. Are we doing a first read tonight?
Mr. Wynne replied, yes.
Mr. Saponaro asked, then we are going to do this again at?
Mr. Wynne replied, we will have a Special Meeting at Caucus.
Mr. Saponaro asked, then we want to approve it at the March Council meeting?
Mr. Wynne replied, on the 16th yes.
Mr. Saponaro stated, Council that is here, whatever questions, go to Ron or the Department Heads and ask them. It’s an important thing to do.
Mr. Jerome asked about the ODOT improvements.
Mr. Metzung replied, they are tearing down the one building and improving the other building.
Mr. Saponaro asked, is that the property when you are on the trail that you can see it sitting far back there?
Mr. Metzung replied, yes. We are tearing down the first building and improving the other to fix it up. We use it. It’s a Godsend.
Mr. Jerome asked, last year we budgeted $100,000 and only spent $20,000. So that leaves $80,000 that we never spent last year, but now we have another $70,000 we want to add to this year?
Mr. Metzung replied, that money not spent last year is gone. It doesn’t carry over.
Mr. Jerome replied, I know. I am saying from what we want to do.
Mr. Saponaro stated, what Ron explained, but you may not have been here yet, he is looking at not only last year to this year, but over a number of years and taking an average. He is setting the initial budget. We may be higher and able to adjust it down.
Mr. Wynne replied, last year with the $100,000 for the ODOT, $70,000 of that was to reshingle the salt dome. The $20,000 spent was work we had to do to avoid having to reshingle the whole thing.
Mr. Saponaro asked, are there any other matters? There were none.
There being no further business to discuss, the meeting adjourned at 7:55 p.m.
Mary E. Betsa, Clerk of Council