Finance Caucus - June 6th 2016

Main Conference Room – Mayfield Village Civic Center
Monday, June 6, 2016 - 7:15 p.m.

The Finance Committee met on Monday, June 6, 2016 in the Main Conference Room at the Mayfield Village Civic Center.  Chairman Saponaro called the meeting to order at 7:15 p.m.


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

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


  • LED signs for Civic Center driveway and corner of Wilson Mills and SOM

Ms. Wolgamuth stated, we just quickly reviewed them at the Safety and Service meeting and I believe consensus is to go with the monument sign like this at the Civic Center driveway and do the LED screen to replace the marquee.

Chairman Saponaro asked, so we are going to go down to one marquee-type sign versus the two?

Ms. Wolgamuth replied, if everyone agrees with that then we can go ahead with the bid spec.

Mr. Marrie stated, good.

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

There were none.

  • Showtime Sound - Sound Tech for The Grove – 2016 Season

Ms. Wolgamuth stated, Showtime Sound is the sound company that has done all of our Grove events from 2013 when we started. They are also the company that installed the sound system in Reserve Hall. So what they have been able to do is they take some of the equipment from Reserve Hall down to the Grove every season and so we have less rental costs because we are able to use our own equipment.  In the past years, all of the events that they did for us were under the Mayor’s spending limit so we have not had to bring it to Council before but this year they are doing 21 events verses there was 13 last year so their cost is projected to be $9,350.  Now that also includes some recreation events because we’ve moved the Gazebo concerts to the Grove and not all of them are utilizing Showtime Sound but some are.  It just gets complicated so I would be happy to do a memo this week and get it in Council’s packets.  I apologize because I only got the numbers on Friday but then I can give you the detail and it’s mostly each event ranges from $300 to $600 per event but that includes set-up, take-down, a technician at the entire event. I think we think it’s a pretty reasonable cost.

Chairman Saponaro asked, and this is within the budget?

Ms. Wolgamuth replied, yes, it’s within our programming budget.

Chairman Saponaro asked, does anyone have any questions or discussion points? 

There were none.


  • Depository Resolution

Mr. Wynne reported, at the end of last year, we do this every 5 years where Council passes a Resolution that lists the names of the banks that I am authorized to put Village funds with if we wanted to do so.  We passed this last year. Since that time there has been two others, one bank and one investment company that has come to me and met and asked to be included in that list if we wanted to use them.  That was Dollar Bank and Meeder Investments.  I met with both of them and they requested that if we could just include them on the list they would appreciate it so it’s just adding two additional financial institutions to the ones we can do business with.

Mr. Marrie asked, but that won’t be done formally?

Mr. Wynne replied, it would be done now and it will be in place until the end of 2020.

  • Legislation amending Resolution 2015-10 changing the Fund Name of “Mayfield Community Improvement Corporation Fund” to “Mayfield Economic Development Fund”, authorizing the deposit of funds into such account, and merging all related funds.

Mr. Wynne stated, this is what I talked about at Council.  We had the issues with the State Auditor’s office as far as how we did the MCIC transaction last year.  To better reflect how we actually handle out funds and the MCIC’s role in it and to avoid having to have a separate audit done for another entity that really doesn’t exist, the State instructed us to just change the name of the MCIC Fund to the Mayfield Economic Development Fund and that will take care of clarifying any kind of misconceptions as to what the role of the MCIC is.

Chairman Saponaro asked, any discussion, questions, comments?

There were none.


  • Brass handles (add on) Additional amount due of $133.00 for remodel – original approval to Bella’s Remodeling for $13,331.00 November 2015.

Chief Carcioppolo reported, they went to finish but the specified handles did not match the rest of the building and I don’t know why that is but in order to get the matching hardware, it was an add-on. 

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

There were none.


  • Round tables for concession stand (Bright Idea Shops - $6,000)

Mr. Thomas stated, this is the same company that we purchased the picnic tables back in February or March. These are the concession tables that would go inside the pool concession area. The picnic tables we purchased were for the new picnic shelter that we use, actually today was our first day for our summer camp.  This is the company that also assembles these tables.  It’s very difficult for the Service Department to find the time to put 10 tables together and so this is the company that I favor because they assemble.  The subtotal with our discount is $5,558.  With shipping and handling it comes to $5,898.40.  We have had these picnic tables or the concession tables probably for at least 15 years down at Parkview concession stand so I think that we need to replace these since we bought new umbrellas this year to go with these new tables.

Chairman Saponaro asked, does anyone have any questions or comments?

There were none.

  • Senior Services
    • Senior Snow Removal – 2016-2017

Mr. Thomas stated, this is just our annual request to go out to bid so Donna can really start advertising a little bit earlier to our seniors.


  • Roof at Service garage

Mr. Metzung stated, John and I have met with two vendors.  Really what they are are material vendors and they put together the specs and bid the job out for us as part of the package.  John and I have not had a chance to discuss it.  We met with both of them.   Friday we met with the second one.  We have not had a chance to go through this with us and then Administration so I am not going to make any recommendations here tonight. 

As you can see by the material I gave you from Garland how much detail goes into their proposals for doing the roofing.  It’s certainly a big number. You are talking $300,000 to tear out the roof and redo it, but that’s the kind of money we are talking about.  We will be looking at the next meeting with our recommendation for which vendor we would like to use.

Mr. Marrie asked, have we used this company before?  Did they do the Fire Department or Police Department?

Mr. Metzung replied, no, I don’t think we have used them for anything before, but you can see that I have checked with other people that I know on the list that have used them and they are very happy with the results.

Chairman Saponaro asked, questions?  Comments?

There were none.

  • Purchase of multi-purpose hydraulic sprayer (Lamphear Supply - $14,255)

Mr. Metzung stated, this was a request from our arborist to use for fertilization of the trees as the biggest reason.  It’s also just a multi-purpose sprayer and can be used for watering plants and things. We were not able to locate another provider of this equipment. We did check with I think it’s Site One and with Chagrin Pet Supply who are people that sell equipment of this nature and both of them referred us to this Lamphear Supply.

Chairman Saponaro stated, check with Mantua. It’s across from Aurora Farms.  Talk to Charlotte over there.  If you are looking for another one.

Mr. Metzung stated, this machine, one of its big perks is it has an agitator in the tank itself to keep whatever fertilizer and whatever material he is using to inject into the trees and then the pump can pump this type of material.

  • Memorandum of Understanding with Cuyahoga County Board of Health for 2016 Phase II Stormwater ($4,102)

Mr. Metzung stated, this is to come out and do our Phase II dry weather testing of our outfalls looking for illicit discharges.

Chairman Saponaro asked, any questions on any of these? 

There were none.


Chairman Saponaro asked, are there any other matters?

Mrs. Mills stated, I was looking at the documents on the Community Room. Are you going to require a deposit from some of these groups like Garden Club and the Women’s Club?

Ms. Wolgamuth stated, that’s what is contemplated.  Having them fill out the application and do a security deposit that would just stay on file.

Mrs. Mills stated, I need to know that for sure because everybody is going to be budgeting for this coming year.  So if you could let me know so I can tell them.

Ms. Wolgamuth stated, I think you can tell them that was the plan.

Chairman Saponaro asked, anything else? 

There were no further matters.

There being no further business, the meeting adjourned at 7:29 p.m.  The next Finance Committee meeting is scheduled for Monday, June 20, 2016 at 7:30 p.m. in the Main Conference Room at the Mayfield Village Civic Center.

Respectfully submitted,

Mary E. Betsa, CMC
Clerk of Council