Finance Caucus - November 7th 2016

MINUTES OF THE FINANCE CAUCUS COMMITTEE
Main Conference Room – Mayfield Village Civic Center
Monday, November 7, 2016
Immediately Following Safety and Service

The Finance Committee met on Monday, November 7, 2016 in the Main Conference Room at the Mayfield Village Civic Center.  Chairman Saponaro called the meeting to order at 8:03 p.m.

ROLL CALL:         

Present: Mr. Saponaro (Chairman), Mr. Marquardt (Council Representative), Mr. Williams (Council Representative), and Dr. Parker (Council Alternate)

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

Absent: None

CLERK OF COUNCIL:

  • Update on Document Archival

Mrs. Betsa stated, as reported earlier, Jeff Thomas and I met with a company to take a look at Council Minutes, Ordinances and Resolutions only, permanent documents that can be scanned in electronically to preserve them in the event of a disaster.  We were also looking at the capability of having the documents searchable with access for everyone.  The proposal was pretty high so I checked into a couple of other companies.  I have also received comments from other municipalities on different document retention companies and what to look for, along with some of the disasters that have occurred at other municipalities with those companies.  Right now, we are still looking at that.  I will get back to you by Council with additional information.

Mr. Jerome asked, how is it set up now?  They are only electronic up to a certain date?

Mrs. Betsa replied we would go all the way back to the 30’s.

Chairman Saponaro stated, we are going to look at it from Council Minutes, Ordinances and Resolutions and then everything secondarily so that all documents are searchable in the event we have a public records request.

  • Update on NOPEC – Electric Program

Mrs. Betsa reported, we learned about a week ago from NOPEC that First Energy, the supplier has pulled out of their three-year contract with NOPEC.  Any Illuminating Company customer enrolled in the NOPEC program will no longer have First Energy as their supplier. That does not mean to say though that the resident will not still get the discount offered to them.  NOPEC is presently negotiating with other suppliers to get the same, if not better, discount.  First Energy sent a letter to all of the residents making it look like the resident has to go on-line right now and opt-out and select another supplier.  That’s not the case. Residents do not need to do anything right now. Once NOPEC retains another supplier, the resident can make their decision to either remain with their present contract or opt-out and select another supplier.  They are still with First Energy until the end of the year and will still continue to get the discount they have been receiving.  I will be attending a meeting of the NOPEC General Assembly next week and will update you after that time.  FAQ’s concerning this is available on the website and updates will be posted once I receive them.  Also, if any resident has further questions, they can contact me.

ADMINISTRATION:

  • Band Shell Structure – Grove Ampitheatre
    • Public Hearing November 14th at 7:00 p.m. in the Community Room
    • Legislation authorizing submittal of Application for the 2017
      Cuyahoga County Supplemental Grant Program

Ms. Wolgamuth stated, we are on schedule. We have a Public Hearing scheduled for next Monday evening at 7:00 p.m. in the Community Room. We will be presenting updated designs for the shell. The only thing on Council’s agenda for this month is the legislation authorizing us to go for the County grant, which was the $50,000 grant. The only change is, remember we talked about the phasing, Phase I which is the shell - when we talked about including permanent signage with that?  The only change we have made is we have a sign to put on SOM Center Road and a secondary sign to go at the pathway from the parking lot at the pool.  We have shifted the secondary sign to Phase II because it is less important and the phases were getting unbalanced.  It was getting very heavy on Phase I.  We are also going to bid the sign on SOM as an alternate so that we don’t have to accept it should we choose not to.

FINANCE DEPARTMENT:

  • 2017 Health Plan Renewal – Update on County Health Plan

Mr. Wynne reported, as you recall, we got our renewal letter from the County which reflected a 24% increase.  We have gone back to them and have been successful and it has been confirmed that they reduced that down to 14% which is about a $90,000 savings over what they initially put the renewal through as.  We went to Medical Mutual directly and got a quote from them outside of the County just for comparative purposes and the quote from Medical Mutual came back higher than the renewal numbers from the County at the 14% level.  We have informed them that we will stay with the contract.

Chairman Saponaro asked, what was the differential?

Mr. Wynne replied, I don’t have the information with me.

Chairman Saponaro asked, was it substantial?

Mr. Wynne replied, it was maybe $50,000 in total for the year.

Dr. Parker stated, that’s still substantial.

Mr. Wynne stated, we told the County we will be staying with them for the third year of the contract.  The Healthcare Task Force is meeting with our insurance consultants on Wednesday to review other possibilities that exist to reduce costs in the way we help the employees with the high deductible plans and funding those deductibles.  We will have more to report back on that later.

Chairman Saponaro asked who is that with?

Mr. Wynne replied, Chapman and Chapman.

Chairman Saponaro stated, thank you very much.

LAW DIRECTOR:

  • Legislation – Stormwater Project Agreement with the Northeast Ohio Regional Sewer District

Mr. Guidetti reported, this is an agreement that essentially adds on to the project for trail connection along Beecher’s Brook along with the NEORSD project. The District would actually be performing the work and organizing the design, etc.   It provides for reimbursement by the Village to NEORSD for their portion of the project.

Chairman Saponaro asked, are there any questions?

There were none.

PARKS & RECREATION:

  • Bid Results:  Parkview Pool – Heater Room Addition and Filter Replacement

Mr. Thomas reported, you should have received in your packet on Friday the memo showing the four quotes we received on Friday.  I believe the third time is the charm.  We had gone out to bid twice. This is the third time.  We will be giving a recommendation at the Council meeting on the 21st.

POLICE DEPARTMENT:

  • Purchase of two 2017 Dodge Chargers (Greve Chrysler Jeep Dodge - $45,276)

Chief Edelman reported, I am seeking approval to purchase two new police cars.  I have two cars that are approaching their usable life and as in year’s past, I would like to cycle them out.  These cars would replace those.

SERVICE DEPARTMENT:

  • Lights for tunnel by the swimming pool (Shannon Electric - $13,050)

Mr. Metzung stated, as reported in Safety and Service, we will be lighting the tunnel by the swimming pool.

ANY OTHER MATTERS:

Chairman Saponaro asked, any questions or comments on any of the agenda items?

There were none.

Chairman Saponaro asked, any other matters?

Mr. Wynne stated, I wanted to mention that the collective bargaining agreements expire at the end of this year. Diane and I had our initial meeting with the F.O.P. last week.  We will have an initial meeting with the I.A.F.F. tomorrow. We will review those two proposals with the Mayor on Friday and take it from there.  I would anticipate we are probably looking at having a discussion in Executive Session at the Council meeting on the 21st to review everything in detail with Council.

Chairman Saponaro stated, very good.  Any other matters?

There were none.

There being no further business, the meeting adjourned at 8:11 p.m.  The next Finance Committee meeting is scheduled for Monday, November 21, 2016 at 7:30 p.m. in the Main Conference Room at the Mayfield Village Civic Center.