Finance - August 15th 2016

MINUTES OF THE FINANCE COMMITTEE MEETING
Monday, August 15, 2016 – 7:30 p.m.
Main Conference Room – Mayfield Village Civic Center

The Finance Committee meeting was held on Monday, August 15, 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. Marrie, Mr. Wynne, Mr. Diemert, Detective Sergeant Miller, Mr. Thomas, Mr. Marrelli, Chief Carcioppolo, Mr. Metzung, Mr. Cappello, Ms. Wolgamuth, and Mrs. Betsa

Approval of Minutes of Meeting of July 18, 2016

Mr. Williams, seconded by Mr. Marquardt, moved to approve the Minutes of the Meeting of July 18, 2016.

ROLL CALL:

Ayes: All                      
Nays: None         

Motion Carried. Minutes of Meeting of July 18, 2016 Approved.

1. Discussion of Third Reading of Ordinance No. 2016-15, entitled, “An Emergency Ordinance amending Codified Ordinance Chapter 155 relative to the Senior Center and Community Room Building.”  Introduced by Mayor Bodnar and Council as a Whole.  (First Reading – June 20, 2016; Second Reading – July 18, 2016).

Council President Saponaro stated, we deferred this to get clarification.  This was discussed at Caucus.  Diane, do you want to do a quick recap of that?

Ms. Wolgamuth replied, I think the only change was to make sure it was clear the Mayor had discretion when it comes to groups using the room and whether or not they need to pay a security deposit or rental fees.  We made it very clear that it is under the Mayor’s discretion.

Council President Saponaro asked, anyone have any questions on this?  There were none.

The Committee recommended Item #1 for approval.

2. Discussion of a motion to authorize acceptance of bid from Akers Identity, LLC and to authorize expenditure in the amount of $56,500 for monument sign at Civic Center Driveway and LED sign at Corner of Wilson Mills and SOM Center Road.

Council President Saponaro stated, we took the tour and saw the monument sign.  Is there anything else to add?

Ms. Wolgamuth stated, I would only say that the base bid was for the 6 millimeter.  The alternative was plus $5,000 for the 10 millimeter.  We have not yet been able to see the 10 millimeter and the size that it would be.  My recommendation would be to accept that alternate bid.  Between now and when they start work, we can have them bring the 10 millimeter and the 6 millimeter and then we can still make a decision to approve the screen even more.

Council President Saponaro asked, does the $56,500 cover-?

Ms. Wolgamuth replied, the 10 millimeter.  That is the base bid and the alternate.

Council President Saponaro stated, thank you. Okay.

Mr. Jerome asked, we are going to at least go with –?

Ms. Wolgamuth replied, we are going to at least go with the 10 and we still may decide to go with the 6, but I think we want to see it first.

Council President Saponaro asked, does anyone else have any questions or comments?

There were none.

The Committee recommended Item #2 for approval.

3. Discussion of a motion to authorize expenditure in the amount of $50,000 to MELD Architects for The Grove Ampitheatre – Band Shell, Storage/Green Room and Signage (Phases I and II).

Ms. Wolgamuth stated, on this one, I would defer the first part of the conversation to the Mayor and to Mr. Regan who went to the County’s meeting on Friday.

Mayor Bodnar stated, Garry and I both went.  There was a large group in attendance.  Pretty much all Mayors and the Finance Directors in the region who were interested in getting these grants were there.  We put in your packets on Friday the handout that we were given.  They talked about Community Development Block Grants and then this new project which is a Community Development Supplemental Grant.  The supplemental grant does not have all of the restrictions and issues we have with the block grant.  It was unclear in some cases as to which requirements apply.  They are going to revise that and get back to us with better information.  Basically they have asked us to submit any comments or questions this week.

Next week, on the 28th, there will be applications ready.  They want them back in two months, the end of October, with the hope of making announcements in November.  They have allocated $1 million a year for two years.  This money comes from casino revenues.  They will issue grants up to $50,000. We were led to believe that we could possibly get a grant for each year of the two years but that is another point we need to clarify.  They told us what they want us to submit.  Basically, the farther along we are, the better they can see what is going on and the more likely we are to get the grant.  One of the things they did ask for was engineer drawings.  They wanted letters of support from your municipality stating you are committed to this project.  Also the fact that we are so far along already and have been putting money into The Grove consistently shows that we are ready to go forward with the project.  The deadline is a very short one, but I think it puts us ahead of the pack.

Chairman Saponaro stated, the other thing of note is that it’s relative to only 51 communities and those are the ones that signed the cooperation agreement as a Cuyahoga Urban County.

Mayor Bodnar clarified, we are not in the 51.  We are in the 59.  That’s the supplemental.  It’s not clear from this but I assume they are talking about the block grants there.

Chairman Saponaro stated, okay.  I thought it was between both of them.

Mayor Bodnar stated, it would be nice to be able to get the municipal grant because there’s a lot more money.  You can get both if you qualify, but we would only qualify for supplemental.

Mr. Marrie asked, $50,000 for each year?

Mayor Bodnar replied, we are trying to pin it down.  That is what we have been told.

Mr. Regan stated, they would give us in 2016, $100,000 spread over two years.  What they probably will do hopefully is approve the project and say we will welcome your reapplying for next year.  It’s unlikely, since there’s only $1 million to give away, if in 2016 for 2017 they will commit $100,000 right now. But they made it clear you can go for two years.

Chairman Saponaro stated, the motion on the floor right now is dealing with the first part of this which is to determine what the total cost of everything is going to be.  Truly the only way to do that is to get –

Ms. Wolgamuth stated, to start the design.  This proposal is for Phases I and II.  We could just approve Phase I, but I spoke to Mr. Wynne and we only have about $18,000 I believe left in this year’s budget for infrastructure.  He said we would be amending the budget for this item whether we just approve Phase I or we approve Phase I and II.  These amounts would only get paid out as the work is done.  It is not that we would pay it all right away.  It would be over the next two years.

Chairman Saponaro asked, who has questions on this?

Mr. Jerome asked, we don’t have to go out for bid for this?

Ms. Wolgamuth replied, this is to prepare all of the bid documents and all of the drawings.

Chairman Saponaro stated, you don’t have to go out to bid for professional service, is that what you are asking?

Mr. Jerome replied, no.  If we have asked any other companies?  Why are we going to Meld again without looking at other options?

Ms. Wolgamuth replied, because we had Meld in the conceptual so if you wanted to go back and start from scratch, we could look at other architectural firms, but if you want to proceed with a design that we have already been shown we would have to have another architect prepare the plans for a design Meld has already prepared.

Mr. Jerome stated, I understand, but this is a lot of money to just have this company come and do this. I am just worried that it might not look great to the residents and I know some people who are against the amphitheater which I am not, but I am just worried.  This is a lot of money to just throw out there without getting some more ideas.

Chairman Saponaro replied, just to be clear, this is not money that is being expended today.  This is money that is being expended over both phases of the project?

Ms. Wolgamuth replied, correct.  This includes construction oversight through the two years.

Chairman Saponaro stated, it’s the whole thing.  Okay.

Mr. Regan stated, that concept prepared by this architectural firm has been up at the Grove for 6 weeks. With no exceptions, there has been positive feedback, terrific feedback.  The other thing, when the Mayor was talking about what is going to help us, projects have to stand on their own, but what is going to help projects receive these grants are, do they benefit the community?  The bandshell, the Grove, everything, is a benefit to this community and the surrounding communities.  This will leverage other funds.  I must tell you that what you are doing today, whether you set a timeline for this $50,000 or say let’s go for it, you are making a statement to the County which will go a very long way.  We will be able to demonstrate that the Village is already taking action and that their funds are being leveraged with Mayfield Village.  You have to like the project.  So far everybody likes the project that I have heard from.

Chairman Saponaro stated, and to add to that, if we are unhappy with any of our professionals as we go down the road, we always have the option to terminate them and move forward in a different direction.  Or if we decide at some point we are not going to move forward with this project, we only pay what we have spent.

Mr. Jerome asked, we don’t need a contract with them to do any of this work?

Ms. Wolgamuth replied, the contract is attached to the memo.

Mr. Jerome asked, we don’t need an ordinance for a contract?

Mr. Diemert replied, if you authorize this, we will enter into an agreement with them.

Chairman Saponaro asked, this would then turn into an ordinance or resolution?

Mr. Diemert replied, this can be done by motion and we would execute something in conformance.

Chairman Saponaro asked, are there any other questions? 

There were none.

The Committee recommended Item #3 for approval.

4. Discussion of a motion to authorize acceptance of bid from R.J. Platten Construction Company and to authorize expenditure in the amount of $14,300 to R.J. Platten Construction Company for rear yard drainage easement maintenance improvement – 860 Hardwood Court.

Chairman Saponaro stated, I would add, caused by erosion over time and thereby the responsibility of the Village.  That was one point everyone wanted to be clear on.  This is not something caused by the property owner.  If it was and we had a different situation like that, they would have to contribute and be a part of it. We certainly would not take on that role.  But because of the situation and the erosion and it being our responsibility, that is why we are taking it on.  Does anyone need to add anything to this?

There was no further discussion.

The Committee recommended Item #4 for approval.

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

The Committee recommended Item #5 for approval.

6. Discussion of a motion to authorize expenditure in the amount of $9,500 to City of Mayfield Heights for Teen Adventure Co-Op (pass through).

The Committee recommended Item #6 for approval.

7. Discussion of a motion to authorize expenditure in the amount of $3,995 to Ohio Geese Control for geese control at soccer fields and Grove (August-November 30, 2016).

The Committee recommended Item #7 for approval..

8. Discussion of a motion to approve the opt-out subsidy for the 2016-2017 Senior Snow Removal Program – up to 50% of the paid invoice, not to exceed $75.

Chairman Saponaro asked, any questions on this?  It has not changed in the last years?

Mr. Thomas replied, it has not.

The Committee recommended Item #8 for approval.

9. Discussion of a motion to authorize acceptance of bid and to authorize expenditure in an amount not to exceed $20,000 to MJO Lawn for snowplowing services with regard to the Senior Snow Removal Program for the 2016-2017 winter season.  (Two sections, approximately 80 drives, at $235 per driveway - $50 additional for circular).

The Committee recommended Item #9 for approval.

10. Discussion of a motion to authorize acceptance of bid and to authorize expenditure in an amount not to exceed $30,000 to Ameriscape for snowplowing services with regard to the Senior Snow Removal Program for the 2016-2017 winter season.  (Three sections, approximately 120 drives, at $225 per driveway - $50 additional for circular).

The Committee recommended Item #10 for approval.

11. Discussion of a motion to authorize acceptance of bid and to authorize expenditure in an amount not to exceed $20,000 to Arnold Landscaping for snowplowing services with regard to the Senior Snow Removal Program for the 2016-2017 winter season.  (Two sections, approximately 80 drives, at $225 per driveway - $50 additional for circular).

The Committee recommended Item #11 for approval.

12. Discussion of the First Reading of Ordinance No. 2016-19, entitled, “An Emergency Ordinance amending Exhibit “1” to Village Ordinance Number 2014-11 as to the Position of Assistant Fire Chief/Fire Marshall.” Introduced by Mayor Bodnar and Council as a Whole.

Chairman Saponaro stated, we talked about this at Caucus.  Is there anything additional we are adding to this?

Chief Carcioppolo stated, this approves the salary.

Mr. Diemert stated, it was run through Finance and the Mayor.

Chairman Saponaro asked, does anyone have any questions on this?

There were none.

The Committee recommended Item #12 for approval.

13. Discussion of the First Reading of Ordinance No. 2016-21, entitled, “An Emergency Ordinance authorizing and directing the Mayor and President of Council to enter into a lease Agreement with Eric J. Blake for the purpose of leasing the real estate located at 6434 Highland Road, Mayfield Village, Ohio 44143.” Introduced by Mayor Bodnar and Council as a Whole.

Mr. Wynne stated, at the last Council meeting, Council approved a Lease Agreement with another individual who, within a half hour of the time he was supposed to meet with the realtor to sign the final papers backed out so that Lease terminated. This is a new applicant who has been vetted and approved.  We requested $1,550 a month for the rental.  He proposed $1,500 which we have accepted. He has already paid the security deposit and signed the Lease and is accepting keys on August 26th.

Chairman Saponaro asked, does anyone have any questions?

There were none.

The Committee recommended Item #13 for approval.

14. Discussion of Resolution No. 2016-17, entitled, “An Emergency Resolution declaring the necessity for providing for the payment of street lighting and the improvement or installation of additional lighting by special assessment of all parcels benefitted, determining to proceed with the assessment and levying the assessment for said purpose.”  Introduced by Mayor Bodnar and Council as a Whole.

Chairman Saponaro asked, Ron, this is an assessment that we talked about on the floor at Caucus.  $85,000, what does that cover?  What is the timeframe that is covering?

Mr. Wynne replied, it’s per year.

Chairman Saponaro asked, does this come about each year that we have to create a Resolution?

Mr. Wynne replied, every two years.

Chairman Saponaro asked, so it covers the two year period and it’s $85,000.

Mr. Wynne stated, it’s a millage calculation based upon the market value of a piece of property.  It will fluctuate a little bit as the market value goes up and down.  Of the $85,000, a little bit more than half of that is paid for by the businesses because it applies to commercial as well as residential property and then the balance is residential.

Chairman Saponaro asked, does anyone have questions regarding this?

There were none.

The Committee recommended Item #14 for approval.

15. Discussion of a motion to authorize additional expenditure in an amount not to exceed $2,800 to Sal Chemical for sodium hypo chlorite and muriatic acid for Parkview Pool.  (Initial amount of not to exceed $8,000 approved 3/21/16).

Mr. Thomas stated, this relates to weather.  We have had a very hot and dry summer.  As a result of that, we needed to increase our usage. I made sure I don’t have to come back to you for a third time.  The bill was about $2,600 something.  I am asking not to exceed $2,800.

Chairman Saponaro asked, does anyone have any questions?  There were none.

The Committee recommended Item #15 for approval.

ANY OTHER MATTERS

Chairman Saponaro asked, any other matters?

There were no further matters.

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