Finance: October 19th 2015

MINUTES OF THE FINANCE COMMITTEE MEETING
Monday, October 19, 2015 – 7:30 p.m.
Main Conference Room – Mayfield Village Civic Center

The Finance Committee meeting was held on Monday, October 19, 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. Williams, Mr. Wynne, Chief Edelman, Mr. Thomas, Chief Carcioppolo, Mr. Marrelli, Mr. Metzung, Mr. DiNardo, Ms. Wolgamuth, and Mrs. Betsa

1. Discussion of the Second Reading of Ordinance No. 2015-23, entitled, “An Ordinance creating new Chapter 176 of the Codified Ordinances of Mayfield Village, Ohio regarding municipal income tax.” Introduced by Mayor Rinker and Council as a Whole. (First Reading – September 21, 2015).

Mr. Saponaro stated, this has gone on First Read and it is on Second Read. We want to have it passed tonight?

Mr. Wynne replied, yes. We have to have it to RITA by November 15th, so it either has to pass tonight or we will have to hold a Special Meeting.

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

The Committee recommended Item #1 for approval.

2. Discussion of a motion to authorize expenditure in the amount of $6,200 to Cleveland State University, Levin College of Urban Affairs for attendance by Councilman Jerome and Chief Carcioppolo at Leadership Academy 2015-2016.

The Committee recommended Item #2 for approval.

3. Discussion of a motion to reject all bids opened on October 9, 2015 for the Civic Center Parking Lot Lighting.

Mr. Saponaro referred to the memorandum prepared by Diane and John regarding the bids. Anything else to add to it?

Ms. Wolgamuth stated, if we step back a little bit and go back to where we started, we were planning to do the lighting on the driveway. Before we went to bid, Tom Cappello suggested that we should look at the entire parking lot rather than doing it piecemeal. We had the photometric analysis done. Norris & Associates did the plan and then recommended where all the lights would go. We built all that as an alternate. Because all of the bids came in 10% over, we are required to reject them automatically but the Law Department said because the low bid of Shannon is under the $25,000 threshold, if we want to, we can go ahead and do the driveway lighting. This is more in tune with what we were planning budget-wise anyway. In the Spring we can rebid the rest of the parking lot and have that all done then. If we move forward now, we can at least get these light poles in hopefully before winter.

Mr. Saponaro asked, does anyone have any questions?

Mr. Marrie asked, so you will go ahead with it the driveway lighting then?

Ms. Wolgamuth replied, that’s up to you guys.

Mr. Saponaro stated, so we have on the table a motion to reject all bids opened on October 9th. Recommend approval to reject all bids? There was no objection.

The Committee recommended Item #3 for approval.

4. Discussion of a motion to authorize an expenditure in the amount of $24,821 to Shannon Electric to install five driveway light poles and two electrical boxes at the Wilson Mills entrance to the Civic Center parking lot.

Mr. Saponaro stated, this item coincides with Item #3. It is under the $25,000. They were the lowest bid.

The Committee recommended Item #4 for approval.

5. Discussion of a motion to authorize expenditure in the amount of $1,625 per month to Camco Cleaning Services for cleaning Community Room 7 days per week.

Mr. Saponaro stated this was discussed at Caucus. We are actually saving money in the long haul. Anything else to add to it or any other questions?

Mr. Thomas asked, is that the Company that cleans here too?

Mr. Wynne replied, yes.

Mr. Thomas stated, they are a good Company.

The Committee recommended Item #5 for approval.

6. Discussion of a motion to authorize donation of non-operational Ingersoll Rand-Air Compressor to Mayfield Heights.

Mr. Saponaro stated, Chief Carcioppolo discussed this at Caucus. Anything else to add? Any questions or comments? There were none.

The Committee recommended Item #6 for approval.

7. Discussion of a motion to authorize acceptance of bid from Pat Flowers, Inc. and to authorize expenditure in the amount of $25,098.63 to Pat Flowers, Inc. for 2015 Street Striping Program. (Straw Vote approved 10/5/15).

Mr. Saponaro stated, this was approved by straw vote on October 5, 2015.

The Committee recommended Item #7 for approval.

8. Discussion of a motion to authorize expenditure in the amount of $15,800 to North Union Realty for demolition at 470 SOM Center Road.

Mr. Saponaro stated, this is the Zako property. Any discussion on this? Doug, when are they planning on doing this? Do we know the timing?

Mr. Metzung stated, I don’t know. Pretty quickly.

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

The Committee recommended Item #8 for approval.

9. Discussion of a motion to authorize expenditure in the additional amount of $400 to Klyn Nursery for additional charge for shipping of Fall tree plantings. ($8,372 approved by Council on 9/21/15).

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

The Committee recommended Item #9 for approval.

10. Discussion of a motion to authorize expenditure in the additional amount of $1,428.27 to Morton Salt for balance on summer salt delivery.

The Committee recommended Item #10 for approval.

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

Mr. Saponaro asked, has everyone had the opportunity to look at the financials? Any questions for Ron? There were none.

The Committee recommended Item #11 for approval.

12. Discussion of the First Reading of Ordinance No. 2015-25, entitled, “An Emergency Ordinance authorizing and directing the Mayor and President of Council to enter into an easement agreement between Mayfield Village, Ohio, and the Mayfield City School District.” Introduced by Mayor Rinker and Council as a Whole.

Mr. Saponaro asked, are we passing this on three reads or this evening?

Ms. Wolgamuth replied, there are the three items, the easement, the reimbursement agreement and change order. The only thing we need is the change order. The other two can wait, but there’s really no reason to wait.

Mr. Saponaro asked, so they should probably all go together?

Ms. Wolgamuth replied, they can.

Mr. Saponaro asked, does everyone remember the scenario regarding these three ordinances? Any questions on this from anyone? There were none.

The Committee recommended Item #12 for approval.

13. Discussion of the First Reading of Ordinance No. 2015-26, entitled, “An Emergency Ordinance authorizing and directing the Mayor and President of Council to enter into a reimbursement and access agreement between Mayfield Village, Ohio and the Mayfield City School District regarding reimbursement for any and all monies paid by the Village with the performance of Alternate #1 of the contract with Seitz Builders, Inc.” Introduced by Mayor Rinker and Council as a Whole.

Mr. Saponaro stated this all coincides. Any comments or questions? There were none.

The Committee recommended Item #13 for approval.

14. Discussion of a motion to approve Change Order Number 001 in the amount of $75,000 to Seitz Builders for Community Room construction, bringing the total contract amount to $2,099,000.

Mr. Saponaro stated, this goes back to Ordinance Nos. 2015-25 and 2015-26. This is a pass through.

The Committee recommended Item #14 for approval.

15. Discussion of the First Reading of Ordinance No. 2015-27, entitled, “An Emergency Ordinance authorizing and directing the Mayor and President of Council to enter into an independent contractor agreement with Anthony Carbone to assist the Building Department in carrying out certain aspects of building inspections.” Introduced by Mayor Rinker and Council as a Whole.

Mr. Marrelli stated, I need this to be passed as soon as possible so I can get going. November 1st is the contract date.

The Committee recommended Item #15 for approval.

16. Discussion of the First Reading of Ordinance No. 2015-28, entitled, “An Emergency Ordinance authorizing an agreement with Gates Mills, Ohio for fire protection services for calendar years 2016, 2017, 2018, 2019 and 2020.” Introduced by Mayor Rinker and Council as a Whole.

Chief Carcioppolo stated, this is the EMS renewal. Every three years it has to be renewed. It was modified to more accurately reflect how we have been responding there for years.

Mr. Saponaro asked, and we are doing it for five years now instead of three?

Mr. Wynne replied, at the request of Gates Mills. The pricing is a five year term and reflects a 6% increase over what we charged for the past three years.

Mr. Saponaro asked, for the life of the contract or is it a step up?

Mr. Wynne replied, for the life of the contract.

Mr. Saponaro asked, anything else to add? It’s not going to change anything?

Chief Carcioppolo replied, everything will remain the same as it has been.

The Committee recommended Item #16 for approval.

17. Discussion of a motion to approve the hiring of an additional patrol officer in the Police Department.

Chief Edelman stated, when last we met, I brought up that this would be discussed in Executive Session. I have since found out that that is not an appropriate forum and should be discussed on the floor. This is part one of a multi-part incremental increase I am requesting for 2016. I have an eligibility list that expires November 8th, so I need Council to consider this tonight.

Mr. Saponaro asked, is this on Council’s agenda? Does Council need to approve the hiring?

Chief Edelman replied, it’s a new position. I need a new position created. That would need to be approved, correct?

Ms. Wolgamuth replied, the budget will need to be approved.

Mr. Wynne stated, we would do a budget adjustment for the balance of the year.

Mr. Saponaro asked, does it need to be approved now or when we adjust the budget later does it need to be approved?

Mr. Wynne replied, Council is saying okay to replacing a part-time, it’s really not an additional position.

Mr. Saponaro stated, it’s moving from part-time to full-time.

Mr. Wynne stated, if that’s approved, we just adjust the budget at the end of the year.

Mr. Saponaro stated, so we just approve it as written: Motion to approve the conversion of a part-time patrol officer to a full-time patrol officer in the Police Department effective upon passage by Council.

Mr. Marrie stated, this will go on Council this evening.

Chief Edelman stated, in 2016 I will be asking Council to approve the hiring of one additional individual on top of this and to refill a former position in dispatch that we had prior to two years ago that we never filled.

Mr. Saponaro asked, which is still open?

Chief Edelman replied, yes. That can wait until January.

Mr. Wynne stated, it also depends upon the new Mayor.

Chief Edelman replied, yes, right.

Mr. Saponaro asked, any other discussion on this? There was none.

The Committee recommended Item #17 for approval.

ANY OTHER MATTERS

Mr. Saponaro asked, anything else?

Ms. Wolgamuth stated, I think it’s worth mentioning, as you can tell, they have started digging and doing work at the Community Room. They did run into some difficulties with dirt which is not unusual obviously with things underground that we did not anticipate. It took more digging than expected, but I think they have resolved it all.

Mr. Saponaro asked, what was underground?

Mr. Marrelli replied, they found where a gas tank used to be. When they went down through the dirt it was going all over the place. They found some tree trunks, some soft areas. Apparently there was a house there at one time that does not show up on the pictures.

Mrs. Mills stated, there were two houses and a gas station there at one time.

Mr. Marrelli replied, we found one house.

Ms. Wolgamuth stated, it will cause us to dip into the contingency for that. It shouldn’t be a lot.

Mr. Marrelli stated, that’s why we put that money aside. You never know.

Mr. Saponaro asked, anything else? Chief Edelman we really appreciate you giving us a view towards the future. That is helpful for us in looking at planning and budgeting. Thank you. Anything else? Any other questions? There were none.

There being no further business to discuss, the meeting adjourned at 7:50 p.m.

Respectfully submitted,

Mary E. Betsa, Clerk of Council