Finance - April 18th 2016

MINUTES OF THE FINANCE COMMITTEE MEETING
Monday, April 18, 2016 – 7:30 p.m.
Main Conference Room – Mayfield Village Civic Center

The Finance Committee meeting was held on Monday, April 18, 2016 in the Main Conference Room at the Mayfield Village Civic Center.  Chairman Saponaro called the meeting to order at 7:30 p.m.

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

Also Present: Mayor Bodnar, Mrs. Mills, Mr. Jerome, Mr. Marrie, Mr. Wynne, Chief Edelman, Mr. Thomas, Chief Carcioppolo, Mr. Metzung, Mr. Cappello, Mr. Diemert, Mr. Esborn, Ms. Wolgamuth, and Mrs. Betsa

Approval of Minutes of Meeting of: March 21, 2016

Mr. Marrie, seconded by Mr. Williams, moved to approve the Minutes of the Meeting of March 21, 2016.

ROLL CALL:

Ayes: All
Nays: None

Motion Carried. Minutes of meeting of March 21, 2016 Approved.

1. Discussion of a motion to authorize expenditure in the amount of $8,710 to Shannon Electric for installation of three-headed light pole near the west driveway of the Civic Center Parking Lot..

Chairman Saponaro stated, you should have received information from John Marrelli and Diane Wolgamuth on April 1st.  There’s an invoice on the back.  Does anyone have any questions regarding this?

There were none.

The Committee recommended Item #1 for approval.

2. Discussion of a motion to authorize expenditure in the amount of $12,490 to TMS Engineers, Inc. for SOM Center Road & Aintree/Wilson Mills Audible Pedestrian Signal Design.

Chairman Saponaro stated, this is also something that we received based on a quote of March 11th.  You should have had an opportunity to review this and ask questions.  Are there any other discussion items on this?

There were none.

The Committee recommended Item #2 for approval.

3. Discussion of a motion to authorize expenditure in the amount of $24,897 to Slide Renu for resurfacing the interior and exterior of the Parkview Pool slide.

Chairman Saponaro stated, this is different.  We have a huge reduction from almost $32,000 to $24,000 based on taking advantage of a situation where we don’t have to have more.

Mr. Thomas stated, they are working in Lakewood so they are doing two jobs but they have crews that will come in.

Chairman Saponaro stated, so we don’t have to pull them back in and do anything like that.

Mr. Thomas replied, correct.

Chairman Saponaro stated, so that’s a huge savings for us.

Mr. Thomas replied, we don’t have to go out to bid because they are really the only company around.  We don’t want to deal with painters.  We want to deal with this company.

Chairman Saponaro stated, sure.  So everyone has this in their packets.  Do we have any questions on it besides the fact that we just saved a lot of money?

There were none.

The Committee recommended Item #3 for approval.

4. Discussion of a motion to authorize expenditure in the amount of $22,200 to MELD Architects for preparation of designs and specifications for Parkview Pool Filtration/Heater Room..

Chairman Saponaro stated, based on our continuing discussion on this and I spoke with Bill Thomas asking for more information on it, I am going to recommend that we defer this action right now until we get some additional information on it and have further discussion on it. Does anyone object to that or have any questions on it?

There were none.

The Committee deferred Item #4 pending receipt of additional information.

5. Discussion of a motion to authorize expenditure in the amount of $10,150 to OP Aquatics for two new diving boards at Parkview Pool.

Mr. Thomas stated, I just went out and got two more bids so you can see that the price is the lowest.

Chairman Saponaro stated, very good.  Anyone have any other discussion or thoughts on this? We got new information in our packets on it. 

There were none.

The Committee recommended Item #5 for approval.

6. Discussion of a motion to authorize expenditure in the amount of $7,838.25 to Health & Fitness Equipment Center to replace personally owned equipment in Fitness Room at Police Department.

Chairman Saponaro stated, we had a discussion at Caucus.  Lieutenant Jablonski was here.  The only question I had is I know that this is over the original budgeted amount.

Chief Edelman replied, it is.  That was my mistake.  I asked one of my officers to put together that quote and he didn’t factor into account shipping and unfortunately I didn’t follow up on that so my mistake.

Chairman Saponaro asked, so Ron, what do we need to do in that situation?  Do we need to change anything?

Mr. Wynne replied, no, by Council approving it this evening, that will automatically adjust it.

Chairman Saponaro stated, that will adjust it.  It will be one of the adjustments.  Does anyone have any questions, discussion points, comments?

There were none.

The Committee recommended Item #6 for approval.

7. Discussion of a motion to authorize expenditure in the amount of $9,210.45 to Taser International for six X26P CEW’s, six holsters, two cases of cartridges, one case of batteries XPPM, and the data download kit.

Chairman Saponaro stated, again, this was part of the information provided through the Chief.  Does anyone have any questions on this or need clarification on anything?

There were no comments.

The Committee recommended Item #7 for approval.

8. Discussion of a motion to authorize expenditure in the amount of $14,000 to SPAN for 2016 dues.

Chairman Saponaro stated, any discussion?

There was none.         

The Committee recommended Item #8 for approval.

9. Discussion of a motion to authorize expenditure in the amount of $19,834.60 to Northcoast Two-Way Radio, Inc. for body-worn cameras.

Chairman Saponaro stated, again, this is all part of the original memo that was provided by Chief Edelman.  Does anyone have any questions on this?  Any new information on this Chief?

Chief Edelman replied, just to comment on some of the remarks from the Minutes that I reviewed when I got back.  We are not the first department in the SPAN Hillcrest area to be using these.  There are a number of other departments that are using them and have been using them for over a year.  There are model policies in place that I can review and the Law Department will help me put something together.  They will not be in use before a policy is in place.

Chairman Saponaro stated, thank you.  I appreciate that update.  Anything else?

There were no further comments.

The Committee recommended Item #9 for approval.

10. Discussion of a motion to authorize expenditure in an amount not to exceed $200,000 to Motorola Solutions, Inc. for MARCS portable radios.

Chairman Saponaro stated, originally this was $242,278 which was adjusted down to $200,000 which is within our budget so it’s a budgeted item.  Is there anything else we need to add to this?

Chief Edelman replied, yes, I have another comment based on the discussions from the Minutes.  This should have been on as a not to exceed and I can’t remember if it did or not, but the reason I didn’t have an exact dollar amount on this is because there are certain incentives from Motorola as well as a trade-in value on our current radios and I don’t know what that is at the moment.  It changes periodically so when we get the final quote, once this is approved and I get the final numbers from Motorola, I will have a better idea.  But it will be under $200,000.

Chairman Saponaro stated, right. And we have approved it as a not to exceed, so thank you. Anything else?

Mr. Jerome stated, so we were talking at the last meeting about going out for a grant and I guess we can’t because we are within a 10-year period from the last time.  One other question, and I heard this from somebody that the Police Department could have been a part of the grant last time but we opted not to?

Chief Edelman replied, that’s really a two-part discussion.  It’s kind of a lengthy discussion so if you want, I can bring it up on the Council floor so we aren’t taking too much time.

Mr. Jerome stated, no, that doesn’t matter.

Chief Edelman explained, whether we participated in the grant last time, I wasn’t Chief at that time so I can’t speak for that.

Mr. Jerome stated, correct.

Chief Edelman continued, as far as the period of time that we can apply for the grant, the SPAN communities did in fact apply for a grant.  We were awarded a grant through the County with State money that funneled through the County for administration.  We were awarded a grant.  When the memo of understanding came down to us for signature, the terms were substantially different from the application for the grant and it called for going to the MARCS platform immediately and none of the 6 cities that were in the SPAN could do that.  So because of that, and we appealed it to the County and to the State level and they said, well, too bad, if you can’t do that, we are going to go to the next person in line.  They changed the terms of the grant basically so we said, well, we would like you to reconsider.  We were very interested in going on the MARCS platform, we just can’t do that this time. So they said too bad, the money’s going to someone else.  That’s what happened.

Mr. Jerome stated, okay. Thank you.

Chief Edelman stated, so we did apply for the grant. 

Chairman Saponaro stated, thanks for that explanation.  It’s much appreciated. Any other comments or questions?

There were none.

The Committee recommended Item #10 for approval.

11. Discussion of a motion to authorize expenditure in the amount of $16,575.50 to Good Nature for 2016 fertilizer program.

Chairman Saponaro stated, again, this was brought up at our last meeting and discussed.

Mr. Metzung stated, I did attempt to find a second vendor that does all organic.  They don’t exist.  I did find someone who would do all organic, just fertilizer, but he won’t do it unless they can do some weed control.

Chairman Saponaro asked, any questions on this at all? 

There were none.

The Committee recommended Item #11 for approval.

12. Discussion of a motion to acknowledge receipt of financial reports for March 2016 and to approve of same as submitted.

Chairman Saponaro asked, does anybody have any questions of Ron?  Ron, do you have anything that you want to talk about?  It’s self-explanatory, but the floor is yours.

Mr. Wynne stated, on the floor of Council, I am going to comment on our tax collections for the year because they have been extraordinary.  At the end of March, they are almost $1.4 million above what they were last year.  For the month of April, part of it’s timing, for the month of April our collections were about $1.3 million which is about $377,000 below last year so on a year to date basis, at the end of April, the total will be $988,000 ahead of what we were last year. This is after bonus season for the corporations so now it’s kind of flushed out so the year’s really off to a really strong start and something to be optimistic about as far as the year goes.

Chairman Saponaro stated, excellent.  Any questions or comments?

There were none.

The Committee recommended Item #12 for approval.

13. Discussion of the First Reading of Ordinance No. 2016-09, entitled, “An Emergency Ordinance to approve current replacement pages to the Mayfield Village Codified Ordinances.”  Introduced by Mayor Bodnar and Council as a Whole.

Chairman Saponaro stated, I am going to defer this item.  I have gone through the ordinances.  They are incorrect.  They do not have the current information in there.  They have errors so we have to go back to Walter Drane.  They don’t have the updated salaries for Mayor or for Council.  They have incorrect references.  We are going to keep this on deferred until we get it corrected.

Mr. Jerome asked, was it our fault?

Chairman Saponaro replied, theirs.  They get the ordinances. They are supposed to do it. This is what they do.  They didn’t cross-reference them.

Mr. Jerome stated, we should ask for our money back

Chairman Saponaro stated, no.  Just ask for it to be corrected. That’s the best.

The Committee deferred Item #13 pending further research.

14. Discussion of the First Reading of Ordinance No. 2016-10, entitled, “An Emergency Ordinance authorizing and directing the Mayor to file an application with the Ohio Department of Natural Resources for financial assistance for public recreation purposes through the State of Ohio Natureworks Grant Program.”  Introduced by Mayor Bodnar and Council as a Whole.

Chairman Saponaro stated, this is for the-

Mr. Esborn stated, for the intergenerational park.

Chairman Saponaro stated, thank you.  Intergenerational park.  Does anyone have any questions regarding this?

There were none.

The Committee recommended Item #14 for approval.

15. Discussion of the First Reading of Ordinance No. 2016-11, entitled, “An Emergency Ordinance authorizing the sale of 6827 Thornapple Drive, Mayfield Village, Ohio for the sum of $162,000.” Introduced by Mayor Bodnar and Council as a Whole.

Chairman Saponaro stated, the Mayor and I went and signed all the paperwork today. The sale will close on Wednesday?

Mr. Wynne replied, Wednesday.

Chairman Saponaro asked, does anyone have any questions?

Mr. Wynne asked Joe Diemert, are there any restrictions on the receipt of those proceeds?  Do they have to be returned to the Fund that purchased the property or can they go into the General Fund just as a general sale?

Mr. Diemert replied, General Fund is fine.

Chairman Saponaro stated, and they need to know the date that we purchased it because there may be a rating and we will get money back from the title work if it’s within 10 years so we need to get them that information.  Anything else on this?

There were no further comments.

The Committee recommended Item #15 for approval.

16. Discussion of Resolution No. 2016-12, entitled, “A resolution in support of offering an economic development incentive program grant to Wireless Environment, LLC and declaring an emergency.”  Introduced by Mayor Bodnar and Council as a Whole.

Chairman Saponaro stated, this has been discussed in CEDC.  It’s been on the floor of Council and here.  Does anyone have any questions?  Is there anything to add to this at all?

Mr. Esborn replied, this is just following the steps that we laid out in the letter last month.

The Committee recommended Item #16 for approval.

ANY OTHER MATTERS

Chairman Saponaro asked, are there any other matters before this Committee?  I know Chief Carcioppolo wants to talk about the-

Chief Carcioppolo stated, station exhaust.

Chairman Saponaro stated, the station exhaust system.

Chief Carcioppolo reported, the station exhaust went out to bid.  The bid opening is later this week and I had asked Council President Saponaro if it was possible to do a straw vote to expedite having the system, the vendor install the system because they are still going to have to order the materials and schedule the service and our system is currently not operational and it is a concern for the firefighters because of the exhaust fumes so I don’t know if it’s possible to do a straw poll vote or not to exceed amount.

Chairman Saponaro stated, you had said to me that the amount was going to be less than-

Chief Carcioppolo stated, it will be less than what was budgeted.

Chairman Saponaro continued, less than the budgeted amount, greater than 60, less than 90 and I think 80 was budgeted if I’m not mistaken, but I don’t remember exactly, but the straw vote couldn’t take place here.

Chief Carcioppolo replied, right.

Chairman Saponaro continued, just so you know.  We will wait until the bid opens and then you would go to Mary Beth and then Mary Beth would go to Council and ask them for approval.  So because of the emergency nature of it because it’s affecting health and welfare of our employees and our firefighters, obviously this is something that we don’t want to wait on.  Does anyone have any objections to that or think we should be doing things differently?  Any concerns from anyone?

Mr. Wynne replied, the budget was $90,000. 

Chairman Saponaro stated, thank you for bringing that up. So when the bid opens, talk to Mary Beth and she will go out for a straw vote.

Chief Carcioppolo replied, all right.  Thank you.

Chairman Saponaro stated, not a problem. Any other matters that we need to discuss here?  View toward the future?

Mr. Metzung stated, just an fyi, the budget included the purchase of a front end loader for Service.  We have now begun to demo machines in the last couple weeks. I don’t know if we will be ready by next month even.  It will probably be another month by the time we demo them all and get all the numbers together.  I just wanted to let you know that we have begun that process.

Chairman Saponaro stated, all right.  Very good. Anybody else?

A gentleman from the audience asked, Mr. Chairman, may I ask a question? 

Chairman Saponaro replied, generally no, but go ahead.

The gentleman asked, item 15, the sale of the property on Thornapple, I presume we had it appraised before we sold?  By whom was it appraised and what was the appraisal value?

Chairman Saponaro replied, everything is in the Minutes of the last meeting. I don’t have all that information to give you but we can certainly get that information for you.

The gentleman asked, the last Council meeting?

Mr. Wynne stated, I can answer that.

Chairman Saponaro asked, you do have the information?

Mr. Wynne replied, yes.  We had it appraised, I believe it was in February or March of last year for $140,000. Andrzejczyk did the appraisal.  Since the appraisal of $140,000 we put in a new driveway and replaced the bay window in the front which increased the value to about $150,000. The realtor when they went and looked at it to put it on the market recommended a listing price of $164,900.  We wanted to do $169,900.

The gentleman replied, thank you.  Thank you, Mr. Chairman.

Chairman Saponaro asked, what is your name, sir?

The gentleman replied, David Hoehnen.

Chairman Saponaro asked, and where do you reside, sir?

Mr. Hoehnen replied, 750 Robley Lane, for almost 50 years.

Chairman Saponaro stated, thank you.  You don’t look a day over 50.  Mary Beth, can you notate that for the Minutes?  Thank you.  Anybody else?

Mr. Diemert asked, so the straw vote, I assume you mean Mary Beth’s going to call around?

Chairman Saponaro replied, yes.

Mr. Diemert stated, but we still need the legislation.

Chairman Saponaro stated, yes, we will still do what we normally do with a straw vote, and in case you don’t know this Chief, even though it’s a straw vote, you will be able to start the process.  It will still go through Committee.  It will still go through approval. We will still go through everything, but it won’t hold up the process because it’s very important to have that in place as soon as possible.  Thank you for the clarification.  Anybody else? 

There were no further matters. 

There being no further matters, the meeting adjourned at 7:50 p.m.