Finance Caucus - September 12th 2016

MINUTES OF THE FINANCE CAUCUS COMMITTEE
Main Conference Room – Mayfield Village Civic Center
Monday, September 12, 2016 - 7:15 p.m.

The Finance Committee met on Monday, September 12, 2016 in the Main Conference Room at the Mayfield Village Civic Center.  Chairman Saponaro called the meeting to order at 7:15 p.m.

ROLL CALL: 

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

Also Present: Mrs. Mills, Mr. Marrie, Mr. Jerome, Mayor Bodnar, Mr. Wynne, Mr. Diemert (7:44) Mr. Metzung, Mr. Cappello, Chief Carcioppolo, Chief Edelman, Mr. Thomas, Ms. Wolgamuth, and Mrs. Betsa

ADMINISTRATION:

  • Sound services provided at The Grove (Showtime Sound Company– additional $1,475)

Ms. Wolgamuth reported, Showtime Sound is the company that provides all the sound services at The Grove. They have some additional billing besides what they anticipated, mostly caused by our request for additional lighting. We had asked them to stay later one night because it rained and they moved the program inside. There were also some different events that caused the additional billing. Next year I think we are going to have to look more closely at how we do it because this is now over $10,000 for the year so we are going to have to look at whether we have to get multiple quotes and ultimately bid it or maybe we have the performers hire their own sound and we don’t necessarily provide it.  There’s different ways we can do it. We would pay each performer more because they would be providing their sound.  We will have to figure that out.

  • Appreciation Dinner – October 7, 2016 (not to exceed $8,000)

This is our usual annual event.  This year it is across the street at the Community Room.  It is October 7th.  We are moving fast to get all of the details together.

  • Monument Sign at Civic Center Driveway and LED Sign at Corner of Wilson Mills and SOM Center Road – Update

Ms. Wolgamuth reported, there is a 6 millimeter and a 10 millimeter sign outside right now.  The 6 millimeter is small.  The 10 millimeter is large.  The images are the same size so you can compare.  We got the pricing.  For the 6 millimeter it is another $13,300 on top of the $56,500. That would be $69,800.  That includes a $5,000 contingency.

Chairman Saponaro asked, is the gentleman going to talk to us?

Ms. Wolgamuth replied, no.  They sent a technician.

Chairman Saponaro asked, does anyone have any questions?

Ms. Wolgamuth stated, if you would like him to, we can ask him to be here next week.  This item is not on the agenda unless you choose to put it on the agenda.  We have accepted the 10 millimeter.

Chairman Saponaro stated, I didn’t know if he was slated to talk. It’s not a problem. That would only occur if you think that it is required.  We certainly can make a decision. We don’t need a presentation.  We can go out there and look. That’s about the best thing we can do.

Mr. Jerome asked, we are definitely at the 10?

Ms. Wolgamuth replied, we are at the 10.

Mr. Jerome asked, we are still under budget?

Ms. Wolgamuth replied, the total budget was $80,000.

Mr. Wynne replied, we budgeted $40,000 per sign.

Mr. Jerome asked, it would be $69,800?

Ms. Wolgamuth replied, $69,800.  We already spent $4,000 on something else prior.

Mr. Jerome asked, is that with the structure or just the sign?

Ms. Wolgamuth replied, that’s for all.

Chairman Saponaro asked, any other questions?  There were none.

ENGINEER:

  • Traffic Signal Improvements – SOM Center Road and Sandalwood Road; SOM Center Road and Wilson Mills Road; SOM Center Road and Seneca Road/Aintree Park Drive (Bid opening – 7/15/16; Rebid – 8/26/16) (Signal Service Company - $89,349.10)

Chairman Saponaro stated, Mr. Cappello provided us with all the materials on this.  You have looked at the units?

Mr. Cappello replied, yes.  I took all their numbers and checked them.

Chairman Saponaro asked, do we foresee any type of add-ons or things of that nature?

Mr. Cappello stated, I have added $10,000 in case something comes up.  Once we approve this, it’s not going to be happening right away.  There’s a lot of lead time on traffic signal items.  In this case, the audible traffic signal, it’s an audible system so there’s things that have to go back and forth.  We have to approve the actual voice because there’s pronunciations and things like that.  It will probably be done next spring to summer.

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

Mr. Jerome asked, you will not be able to do anything now?

Mr. Cappello stated, the main part of it is the audibles.  I don’t know if they want to keep coming back out.

Mr. Jerome asked, what about the other light at Sandalwood?

Mr. Cappello stated, that’s also going to audible signal.  I imagine when they are going to do it, they will do it all.  When we get the pre-construction meeting, we will get all that tied down.

Mr. Wynne stated, the budget for the whole project was $150,000.  $90,000 here and TMS Engineers, who did the preliminary work was $20,000.  We will have some engineering costs from Tom’s firm.  It should come in well under the $150,000 number.

Chairman Saponaro stated, terrific. Anyone have any further questions to ask?

There were none.

FINANCE DEPARTMENT:

  • Tax Rate Resolution for tax year 2016

Mr. Wynne reported, this is an annual requirement to notify the County once we start collecting our 2016 property taxes in 2017, money to be distributed between the Funds. There have been no changes in how it has been distributed. The main point of this is to make sure there is enough money allocated to the Debt Retirement Fund to pay our debt payments.

Chairman Saponaro asked, does anyone have any questions?

There were none.

  • Tax Incentive Review Committee Meeting - Approval of TIFs

Mr. Wynne reported, I went down to the County on August 18th for the annual meeting.  We went over all of the TIF Agreements.  They approved them for continuing.  They said they were all in compliance and approved them for another year.

Chairman Saponaro asked, can you walk us through a little bit, a snapshot of that process?  Are you by yourself or in a group with other people at the same time?

Mr. Wynne replied, we have representatives from the Village who are on the TIRC Committee who were not able to attend.  This year, I was by myself.  It’s usually myself and two representatives appointed by the Mayor and Council and a representative from the School District.  Usually there is a group of us.  This year it was just me.  There’s generally four or five people from the County that are there.  We go over the history of each TIF, what they are in place for, what the expectations were, what its performance has been to date.

Chairman Saponaro asked, does anyone have any questions?

Mr. Jerome asked, if a municipality comes in for this TIF every year, they don’t have an issue with it?

Mr. Wynne replied, ours are pretty clean.  The Development Agreement is based upon the project to build the facility involved.  There are a lot of TIFs out there in other municipalities where they guarantee the employment numbers.  If the employment numbers are not met, that is not a qualified TIF.

  • Monthly Financial Report – August 2016

Mr. Wynne reported, tax collections are still really strong. October 1st will be the large payment from Progressive based upon their quarterly executive payments.  We get a handle on how the year will end up.  We are tracking $1 million ahead of where we were last year which was a record year.  That’s still going strong.  We got our last TIF payment in during the month of August too. Our TIF collections for the year were $5,036,000 which is ahead of budget also.

Chairman Saponaro asked, anyone have any questions?

There were none.

LAW DIRECTOR:

  • Legislation authorizing entering into a Grant Agreement with Ohio Development Services Agency for financial assistance through the Local Government Safety Capital Grant Program to purchase (2) MCC 7500 IP Dispatch Consoles for the Mayfield Village Police Department.
  • Legislation authorizing seeking financial assistance from the State Issue I Infrastructure Bond Program for funding of Phase II of the sewer project on Thornapple, Robley and a portion of Wilson Mills Road

Mr. Diemert reported, these are just two routine matters of legislation. One authorizes a Grant Agreement with the Ohio Development Services for the Local Government Capital Grant Program.  Chief Edelman has talked about it already.

Chief Edelman stated, it’s something that Gino and I have been working on. Ted helped us apply for it last year. We really did not think we were going to get this grant.  This was back when we were looking at upgrading our dispatch center.  It turns out we did get the grant.  It’s $100,000 with a certain amount of match. I don’t recall what the match was.

Chairman Saponaro stated, $196,000.

Chief Edelman stated, it’s for upgrades and additions to the technology in our dispatch center.

Chairman Saponaro stated, terrific. Congrats.  Does anyone have any questions or need clarification?

There were none.

With regard to the second piece of legislation, Mr. Diemert stated, this authorizes our application for Issue I infrastructure grant programs.  We have not received it yet. There is no money being committed here.  It’s just a matter of applying for it and seeing what we can get.

Mrs. Mills stated, we have hopefully not a problem on Wilson Mills. What portion of Wilson Mills would that be sewered?

Mr. Cappello stated, top of Robley, we are going to be going west almost to Beech Hill.  Most of those people are not sewered.  I think the corner house on Beech Hill is sewered on the east side of Beech Hill and Wilson Mills, Mr. Michalko’s.  There’s a few houses on the north side too on Wilson Mills that don’t have sewers.

Mrs. Mills asked, what about on the south side, that’s my concern?

Mr. Cappello replied, pretty much after that first house on Beech Hill and then all the way to Hanover and then we are going to probably extend the sewer a little bit further east to pick up a couple houses if we have the elevation.

Mrs. Mills stated, there’s a new owner on Wilson Mills.  It’s a unique piece of property.

Mr. Cappello asked, the one that is kind of behind the other house?

Mrs. Mills replied, right.  That lady is telling the lady in the front house that she’s got to get her septic tank off her property.

Mr. Cappello stated, I talked to Heather from the Board of Health about that.

Mrs. Mills stated she was informed by the Board of Health that we were going to put sewers in.

Mr. Cappello stated, we told her the plan is to put sewers in.  We didn’t tell Heather it’s happening next year.

Chairman Saponaro asked, which property are we talking about?

Mr. Cappello asked, where the Russo house used to be, there’s a drive back there.  There’s another house. The lots are split.

Mrs. Mills stated, where Russo lived, that piece of property is like a big bowling alley and there’s a house in the front and then a driveway that runs parallel with that house.  That house sits in the middle between the front house and Russo’s house.  This is a new resident.  That existing septic tank has always been on that middle property.  It’s on the title that it’s a perpetual thing from way back when.  You don’t want to see new neighbors get into it right away quick.

Chairman Saponaro asked, so trying to make the connection, in a situation like that, how does that work?

Mr. Cappello replied, the middle house had a new septic system put in.

Mrs. Mills stated, they just put a new one in.

Mr. Cappello continued, they put a new one in because they would be hard to sewer.  They are outside the range.  Now, in the process they found out that the person on Wilson Mills’ tank is on their property.  Heather was saying, I am not sure how this is going to work, but since we are going to be putting sewer down in the near future, I think she was going to force them to take it off.  I am not sure if it becomes a legal issue.

Mrs. Mills stated, I think the new resident was interested in getting this lady off her property is what I am understanding.

Chairman Saponaro asked, is there a cost to the Village?

Mr. Cappello replied, this is not the Village, no.

Mrs. Mills stated, this is not something we would be doing right away quick anyway.  We have some time on that.

Mr. Cappello stated, again, this goes back to, I am not sure, legally, can the two neighbors fight and one neighbor say, you have to get your tank off.

Mr. Diemert stated, so the lady on Wilson Mills will probably have to abandon and follow the legal process to close up the septic tank which could involve just breaking it and filling it, right?

Mr. Cappello replied, but there’s no place to tie in yet.

Mr. Diemert stated, when it’s done, everything’s completed, she’s tapped in to the new system, then she will get a notice from the Board of Health to close up the septic.  That might be the time that she would want to just have it dug up and taken away.

Mr. Cappello stated, I don’t know legally what happens now with the neighbor who just bought the new house.

Mr. Diemert replied, right now she’s got an argument that this lady is encroaching on her property. She should go to her title company where she bought the house.

Mrs. Mills stated, I think that’s where it all came up Joe.  They found it when they did the title search.

Mr. Diemert stated, if she agreed to buy the home anyway.

Mrs. Mills stated, she paid cash for it.

Mayor Bodnar stated, it doesn’t matter.

Mr. Cappello asked, was there an agreement or easement?

Mrs. Mills replied, yes, there is an agreement.

Mr. Cappello stated, then at that point, it’s not –

Chairman Saponaro stated, it’s a permitted encumbrance.

Mrs. Mills stated, it’s a permitted encumbrance on the Deed.  You know how people are. It will be interesting.

Mr. Diemert stated, they should have to put up with it because there’s a prior easement for use of it.

Mrs. Mills asked, wouldn’t that be a perpetual thing, even on a transfer, if it’s on the Deed?

Mr. Diemert replied, it would be in the title report.

Chairman Saponaro stated, unless the use of it is no longer required and then you can remove it.  If it is required, you won’t.

Mr. Marrie stated, wouldn’t you vision this might happen, the sewers?

Mr. Cappello replied, we are applying for Issue 1 money.  If we get that, we cannot start the project until after July 1st, construction.  We can do design stuff before.  That’s if we get the money.

Mr. Marrie asked, like on Meadowood?

Mr. Cappello replied, right.

Mr. Wynne stated, right now we have about $1.8 million set aside for this project.  I will be talking with the Mayor after the 1st of October once we get the final Progressive payment I was talking about, with the excess tax monies we would have this year, what our expectation is as to how we want to handle that to present to Council.  I would imagine a big chunk of that would go towards putting aside the funding for this project.  We are trying to get ourselves into a position where we can do it even if we don’t get the Issue 1 funding.

Mr. Jerome asked, how much do we need?

Mr. Cappello replied, right now it is $3.2 million. That doesn’t include engineering or anything like that.

Mr. Wynne stated, about $3.5 million.  We have $1.8 right now.

Mr. Cappello stated, some of the money does come, I can’t remember how many units.

Mr. Wynne replied, 59?

Mr. Cappello stated, let’s say 60 times what, $7,000?

Mr. Wynne replied, the majority will always put it on their taxes.

Mr. Cappello asked, so it’s maybe half a million assessment?

Mr. Wynne stated, yes.

Mrs. Mills stated, I think then what our answer to these people in case any of the Councilpeople do get calls is we don’t know when it’s going to happen.

Mr. Wynne stated, tell them to call me. I get calls on this all the time.  Just tell them to call me.

Chairman Saponaro asked, anything else on this?

Mrs. Mills stated, thank you very much.

PARKS & RECREATION:

  • Parkview Pool Filtration/Heater Room
    Update on bid opening (8/19/16); Rebid (9/16/16)

Mr. Thomas reported, we had a bid opening for the pool heater building on August 19th. The bids came in higher than what we had anticipated.

Chairman Saponaro asked, remind us of what we thought the price should be.

Ms. Wolgamuth stated, $70,000.  The low bid came in just over 10%.  We immediately went right back out to bid after making some adjustments to the plans.  We removed some masonry from the interior and replaced it with wood and put it right out to bid.

Mr. Thomas stated, the opening is this Friday, September 16th.

  • Fall/Winter Community Rec Brochure – Printing (PM Graphics - $5,563)

Mr. Thomas reported, this is our biannual printing cost we have for the brochure.  We mailed out 19,100.  Last year it came in around 18,000, so it is a little bit higher cost, about a couple hundred dollars more, but pretty similar.  The only thing I will say is I will put a not to exceed. I did not know exactly how much this was going to cost, but it was very close.  It was just a couple hundred dollars more than last year.

Chairman Saponaro asked, what was the other company’s name that used to do this?  Is it the same company?

Mr. Thomas replied, the same company, but he is my broker.  His name is James from Digest Media.

Chairman Saponaro stated, thank you.  They are still a part of it?

Mr. Thomas replied, yes. They are very active with our VOV and Rec brochure.  He does a great job.

Chairman Saponaro stated, okay.  I will make a reminder on the floor of Council as well, butVOV articles are due October 7th.

Mr. Jerome asked, is this just us or all school communities?

Mr. Thomas replied, the entire School District.

Mr. Jerome asked, do we pay for everything?

Mr. Thomas replied, we split the cost with Mayfield Heights. Gates Mills contributes a little bit.

Mr. Jerome asked, the school pays for postage?

Mr. Thomas replied, no, they give us their rate which is $1,000 lower than our rate.

Mr. Jerome asked, we are paying it but we are getting their rate?

Mr. Thomas replied, correct.

Mr. Wynne added, we pay everything up front and then we invoice back Mayfield Heights, Gates Mills and Highland Heights.

Chairman Saponaro asked, anything else?

There were no further questions.

POLICE DEPARTMENT:

  • Advertising for bids for sale of two police vehicles

Chief Edelman reported, I am requesting Council approval to advertise for bids for the sale of two police cars.  I actually have three but one is the K-9 car and I have been told that there are a couple of cities interested in buying the old fully-equipped K-9 car.  I am going to hold off on that one for now.

Chairman Saponaro asked, any idea of the value?

Chief Edelman replied, I do not know.

Chairman Saponaro asked, any questions on this?

There were none.

SERVICE DEPARTMENT:

  • Euclid Creek Watershed Program Renewal (2017-2020)

Mr. Metzung reported, this is a typical renewal of their program.  The cost is the same.  We use them for our public education and public information part of our Phase II.  They are indispensable in that regard.  We work with two watershed groups, Chagrin River and Euclid Creek.  They each do their own individual.

  • Purchase of a new wheel loader (Murphy Tractor & Equipment Company - $153,537 – after declaring 1997 Case 621B surplus)

Mr. Metzung reported, this is replacing the 1997 Case wheel loader.  As I said in my memo, we demo’d 4.  On the 3 we seriously considered, this was the most expensive, but we just felt it was clearly the best machine for various reasons.

  • Discussion of NEORSD stabilization of Beechers Brook and possible trail connection

Mr. Metzung reported, the Regional Sewer District is moving forward with stabilization of the Beechers Brook in what is referred to as the old Faulkner property to the south of SOM Court.  This will allow if we so choose, we are hoping to put a trail linkage between the south underpass and the new Greenway Trail all at one time.

Chairman Saponaro asked, from a financial standpoint, does anyone have any questions on dollars or what is going on with any of these projects because I am sure we will talk about them again on the floor?

Mr. Jerome, I am excited for the possible trail connection at Beechers Brook.  Do we know any kind of cost it might run for us to move forward with that?

Mr. Cappello replied, they asked me to come up with a preliminary for now.  Again, when we originally did it, before I had some information, I can kind of give a rough estimate, but after we had our meeting, we ballparked.  Again this is very preliminary because we don’t know what their design is going to be.  We just said, $150,000 construction, $22,500 engineering.  Like Doug was saying before, I think what they will be looking for us to do would be the engineering portion.

Mr. Metzung stated, the initial engineering portion.

Mr. Cappello replied, yes. They go through it.  They go over the design and then they come up with a cost.  If the cost is not acceptable to us, we are only out the engineering.  This is a really good opportunity.  This gets incorporated with the design of the restoration.

Chairman Saponaro asked, any other questions?

There were none.

ANY OTHER MATTERS

Chairman Saponaro asked, any other matters?

There were no further matters.

There being no further business, the meeting adjourned at 7:40 p.m.  The next Finance Committee meeting is scheduled for Monday, September 19, 2016 at 7:30 p.m. in the Main Conference Room at the Mayfield Village Civic Center.