Finance - December 19th 2016

MINUTES OF THE FINANCE COMMITTEE MEETING
Monday, December 19, 2016 – 7:30 p.m.
Main Conference Room – Mayfield Village Civic Center

The Finance Committee meeting was held on Monday, December 19, 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. Jerome, Mr. Wynne, Mr. Diemert, Chief Edelman, Mr. Thomas, Chief Carcioppolo, Mr. Metzung, Mr. Marrelli, Ms. Wolgamuth, and Mrs. Betsa

Absent: Dr. Parker

Chairman Saponaro asked for an update on Tom Cappello.

Mr. Metzung replied, he is home.  Tom Cappello was in a very serious car accident last Saturday in the Huntsburg area.  He suffered a pretty severely broken ankle, surgery, pins, the whole nine yards.  Unfortunately, the gentleman that hit him did not make it.  It was a pretty bad accident.  Tom was home last I talked to him.  He is going to be out a little while.  His office is attempting to keep him home.  Tommy is Tommy.  He is ready to go.

Chairman Saponaro stated, thank you for keeping us up to date.  If there is anything going around, we should send something.

Ms. Wolgamuth stated, we have not done anything yet.  We should be.

Approval of Minutes of Meeting of November 21, 2016

Mr. Williams, seconded by Mr. Marquardt, moved to approve the Minutes of the Meeting of November 21, 2016.

ROLL CALL:

Ayes: All
Nays: None

Motion Carried. Minutes of Meeting of November 21, 2016 Approved.

1. Discussion of a motion to accept bid of Skoda Construction and to authorize expenditure in the amount of $284,268 to Skoda Construction for The Grove Ampitheatre Band Shell. (Administration)

Chairman Saponaro stated, we received memos on this.  Diane, do you want to walk us through this?

Ms. Wolgamuth replied, we hired Meld Architecture to do the bid spec for Phase 1 and 2.  We approved his contract a couple months ago for $50,000.  We have been going through the process.  The only thing that has really changed is we did remove the signage because we realized we can’t do an LED down there because we don’t have a way to hook up to the server, so it would be an additional $2,000 a month fee to have an LED, so we have to rethink that.  We had some conversation that maybe we should be doing signage closer to the soccer fields because we don’t have entry signage there announcing that as our recreation area and a lot of people think it is Progressive’s recreation area rather than ours, so we backed away from the signs.  This is the first phase which includes the shell, the back wall and the southern wall.  It does not include the northern wall which would be part of Phase 2 and the green room and storage room.  I think we are pretty much on track.  We had originally thought about $250,000 per phase. This phase is a little higher, but the next phase is going to be a little bit less because all that will be left is that green room.  So I think we are anticipating between $200,000-225,000 for Phase 2.

Chairman Saponaro stated, okay. So obviously besides yourself, have you gone through and looked at specs?

Mr. Marrelli replied, yes.

Chairman Saponaro asked, do you want to talk about that and tell us what your thoughts are?

Mr. Marrelli replied, there’s not a whole lot to talk about.  The bandshell is kind of intricate in the steel work that is going to have to be done.  Other than that, it’s mostly simple masonry construction.

Chairman Saponaro asked Mr. Metzung, anything to add?

Mr. Metzung replied, no.

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

Mr. Jerome asked, what about some of the stormwater?  Was that considered in this design?  It comes off the roof and everything?

Mr. Metzung replied, it comes off the roof into an area that was already over the pervious pavers.  It has no affect.

Mr. Marrelli added, there’s no impact from the roof water.

Mr. Jerome asked, Meld has an acoustical consultant?

Ms. Wolgamuth replied, yes, they have an acoustical engineer.  We actually made a lot of adjustments based on the recommendations of the acoustical engineer.

Mr. Jerome asked, with all of the buildings we have over there, we are doing an asphalt instead of a metal roof?  Is there a reason why we are changing what we are doing?

Ms. Wolgamuth asked, aren’t the metal roofs more expensive?

Mr. Marrelli replied, oh yes.  A lot more expensive.

Ms. Wolgamuth asked, a lot more expensive?  It’s probably just budgetary.  We had given them a pretty defined budget.  They are trying to stay within that budget.

Chairman Saponaro asked, anyone else?

There were no further comments.

Item #1 was recommended for approval. Mr. Marquardt dissented.

2. Discussion of a motion to authorize expenditure in the amount of $13,564 to Bella Remodeling for drywall project in Civic Hall. (Building Department)

Chairman Saponaro stated, we received a memo on this for Caucus and then received the breakdown.

Mr. Marrelli added, I confirmed the month of March we are going to vacate that space and turn it over to the drywallers and hopefully the last week of March the carpet installers.  I will be bringing the carpet bids to you shortly.  I have one of three in place right now.  The other two I am waiting for.

Chairman Saponaro asked, does anyone have anything to add or any questions or discussion on this?

Mr. Jerome asked, did you guys pick a paint color?

Mr. Marrelli stated, no.  It’s our choice.

Mr. Jerome stated, as long as it’s not white.

The Committee recommended Item #2 for approval.

3. Discussion of a motion to acknowledge receipt of financial reports for November 2016 and to approve of same as submitted. (Finance Department)

Chairman Saponaro asked, any questions or discussion?

There was none.

The Committee recommended Item #3 for approval.

4. Discussion of a motion to authorize expenditure in the amount of $111,747.22 to the Bureau of Worker’s Compensation for yearly assessment. (Finance Department)

Chairman Saponaro asked, any further discussion on this?

Mr. Wynne stated, this is a 2017 expense.  I am requesting it be passed now so we can pay it on January 3rd to take advantage of the 2% discount.

Mr. Jerome asked, I know the Bureau of Worker’s Compensation offers five or six different ways to reduce our cost.  Are we participating in any of those or are we eligible for any of those?

Mr. Wynne stated, we have looked at them in the past.  I have gotten an e-mail from our representatives.  They look at it every couple years. We are getting the 2% discount for paying it by January 3rd.

Mr. Jerome stated, okay.

Chairman Saponaro asked, anything else?

There were no further comments.

The Committee recommended Item #4 for approval.

5. Discussion of a motion to authorize expenditure in the amount of $22,500 to Northeast Ohio Regional Sewer District for design services agreed to reimburse as part of the Beecher’s Brook Project. (Finance Department)

Chairman Saponaro stated, we received information on this in our packet regarding the obligations of the Village versus the obligations of the NEORSD.

Mr. Metzung stated, it’s a project that is going forward to restore the bank to the south of the new development, Parkledge, to reestablish that bank.  As part of that, we are looking to put a final segment of the trail in to link the underpass with the Greenway Trail.  This is for the path part.  The bank stabilization will be done by the Regional Sewer District.

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

There were none.

The Committee recommended Item #5 for approval.

6. Discussion of a motion to authorize expenditure in the amount of $7,557.65 to Mayfield City School District for rent for Wildcat Sport & Fitness (September 2015-August 2016 – pass through).  (Recreation Department)

Chairman Saponaro asked, does anyone have any questions on this?  Bill has provided us with the information on the back of the requisition.

Mr. Thomas stated, last year it was around $9,000.  The reason why it is less this year is we did not have our summer camp which was Sports ‘N More.  That came to about $3,500.   We are now doing our camp out at Parkview.

Chairman Saponaro asked, anything else?

There were no further comments.

The Committee recommended Item #6 for approval.

7. Discussion of a motion to authorize expenditure in the amount of $18,360 to Forest City Tree Protection for pruning and thinning of treelawn trees at Aintree Park, Hunt Circle and Wildwood Trail. (Service Department)

Chairman Saponaro stated, we received the information on this in our packet.

Mr. Metzung stated, this is just a continuing yearly program.  This is good winter work.  That’s why we did it so late in the year.

Chairman Saponaro stated, very good.  Does anyone have any questions?

There were none.

The Committee recommended Item #7 for approval.

Chairman Saponaro stated, Items 8-23 are part of the memos we have been receiving from Mr. Wynne regarding the different transfers.  We will go through each one of them.  If anyone has any questions on them, jump in.

8. Discussion of a motion to authorize transfer from the General Fund to the Street Construction Maintenance and Repair Fund to cover the 2016 road program the sum of One Million One Hundred Thousand Dollars ($1,100,000).

Chairman Saponaro asked, any discussion or questions? 

There were none.

The Committee recommended Item #8 for approval.

9. Discussion of a motion to authorize transfer from the General Fund to the Sanitary Sewer Relief Fund to provide for future projects the sum of One Million Five Hundred Thousand Dollars ($1,500,000).

Chairman Saponaro asked, any discussion?

There was none.

The Committee recommended Item #9 for approval.

10. Discussion of a motion to authorize transfer from the Sanitary Sewer Conversion Fund to the Sanitary Sewer Relief Fund of excess funds to provide for future projects the sum of Four Hundred Seven Thousand One Hundred Fifty-Four Dollars and Thirty Cents. ($407,154.30)

Chairman Saponaro asked, any discussion?

There was none.

The Committee recommended Item #10 for approval.

11. Discussion of a motion to authorize transfer from the General Fund to the Infrastructure Improvement Fund to cover future costs relating to addressing Village flooding issues and various D&I projects the sum of One Million One Hundred Thousand Dollars ($1,100,000).

Chairman Saponaro asked, any discussion?

There was none.

The Committee recommended Item #11 for approval.

12. Discussion of a motion to authorize transfer from the General Fund to the Community Room Fund to cover the cost of construction and signage the sum of One Hundred Fifteen Thousand Dollars ($115,000).

Chairman Saponaro asked, any discussion?

There was none.

The Committee recommended Item #12 for approval.

13. Discussion of a motion to authorize transfer from the General Fund to the Capital Improvement Fund to cover the cost of building renovations (Fire, Service Garage and ODOT), neighborhood entryways and underpass lighting the sum of Four Hundred Thousand Dollars ($400,000).

Chairman Saponaro asked, any discussion?

There was none.

The Committee recommended Item #13 for approval.

14. Discussion of a motion to authorize transfer from the General Fund to the Parkview Ballfields Fund to cover costs associated with the softball field picnic shelter the sum of Ten Thousand Dollars ($10,000).

Chairman Saponaro asked, any discussion?

There was none.

The Committee recommended Item #14 for approval.

15. Discussion of a motion to authorize transfer from the General Fund to the Parkview Pool Improvement Fund to cover the costs of filters, pumps and an addition to the existing building the sum of Three Hundred Twenty Seven Thousand Dollars ($327,000).

Chairman Saponaro asked, any discussion?

There was none.

The Committee recommended Item #15 for approval.

16. Discussion of a motion to authorize transfer from the North Commons T.I.F. Fund to the General Bond Retirement Fund to offset debt payments the sum of Eight Hundred Fifty-Five Thousand Six Hundred Sixty-Two Dollars and Eighty-Two Cents ($855,662.82).

Chairman Saponaro asked, any discussion?

There was none.

The Committee recommended Item #16 for approval.

17. Discussion of a motion to authorize transfer from the Governor’s Village T.I.F. Fund to the General Bond Retirement Fund to offset debt payments the sum of Eighty-Four Thousand Seven Hundred Sixty-Nine Dollars and Thirty-Six Cents ($84,769.36).

Chairman Saponaro asked, any discussion?

There was none.

The Committee recommended Item #17 for approval.

18. Discussion of a motion to authorize transfer from the Heinen’s T.I.F. Fund to the General Bond Retirement Fund to offset debt payments the sum of Three Thousand Nine Hundred Four Dollars and Forty Four Cents ($3,904.44).

Chairman Saponaro asked, any discussion?

There was none.

The Committee recommended Item #18 for approval.

19. Discussion of a motion to authorize transfer from the Skoda, Minotti T.I.F. Fund to the General Bond Retirement Fund to offset debt payments the sum of Eleven Thousand Seven Hundred Ninety-Six Dollars and Ninety Cents ($11,796.90).

Chairman Saponaro asked, any discussion?

There was none.

The Committee recommended Item #19 for approval.

20. Discussion of a motion to authorize transfer from the OMNI Hotel T.I.F. Fund to the General Bond Retirement Fund to offset debt payments the sum of Seventy Nine Thousand Six Hundred Eighty-Five Dollars and Ninety Cents ($79,685.90).

Chairman Saponaro asked, any discussion?

There was none.

The Committee recommended Item #20 for approval.

21. Discussion of a motion to authorize transfer from the Police Pension Fund to the General Fund to offset pension costs the sum of Fifty One Thousand Dollars ($51,000).

Chairman Saponaro asked, any discussion?

There was none.

The Committee recommended Item #21 for approval.

22. Discussion of a motion to authorize transfer from the Police Operating Fund to the General Fund to offset operating expenses the sum of Seventy Thousand Dollars ($70,000).

Chairman Saponaro asked, any discussion?

There was none.

The Committee recommended Item #22 for approval.

23. Discussion of a motion to authorize partial and final return of 2013 advance to the Green Corridor Construction Fund from the General Fund the sum of Sixteen Dollars and Fifty-Three Cents ($16.53).

Chairman Saponaro asked, any discussion?

There was none.

The Committee recommended Item #23 for approval.

24. Discussion of the First Reading of Ordinance No. 2016-27, entitled, “An Emergency Ordinance authorizing and directing the Mayor and President of Council to enter into a Stormwater Project Agreement with the Northeast Ohio Regional Sewer District.” Introduced by Mayor Bodnar and Council as a Whole. (Village Engineer)

Chairman Saponaro asked, Joe do you want to talk about this at all or is there someone else to report on this?

Mr. Metzung reported, this is basically the agreement we agreed to earlier with the $22,000. This is the total.

Chairman Saponaro asked, this is the Ordinance that goes with the Beecher’s Brook project?

Mr. Metzung replied, the Beecher’s Brook project.

Chairman Saponaro stated, thank you.  Does anyone have any questions or discussion?  This is on First Read.  Do we want it to go through all three reads?

Mr. Metzung replied, the Sewer District is looking to get an answer.  We need to pass it tonight.

Chairman Saponaro stated, okay, so we will need to suspend and then pass for this evening.

The Committee recommended Item #24 for approval.

25. Discussion of the First Reading of Ordinance No. 2016-29 entitled, “An Emergency Ordinance authorizing and directing the Mayor and President of Council to enter into an Agreement with 911 Cellular Services, LLC for mass notification system services.” Introduced by Mayor Bodnar and Council as a Whole.  (Police Department)

Chairman Saponaro asked, any discussion?

Mr. Diemert stated, we talked about this at Caucus.

Chief Edelman added, we discussed this at Caucus.  Mr. Salashour, the President of the Company will be at Council tonight to answer any questions anyone might have.

Chairman Saponaro stated, very good. We appreciate that.  Does anyone have any questions here?

There were none.

Chairman Saponaro asked, does this need to be passed this evening?

Mr. Diemert replied, it should. We want to start January 1st.

Mr. Jerome stated, we are paying from January 1st.

Chairman Saponaro stated, okay, so we will have to do a suspension.

The Committee recommended Item #25 for approval.

26. Discussion of the First Reading of Ordinance No. 2016-30, entitled, “An Emergency Ordinance authorizing and directing the Mayor and President of Council to enter into an agreement for the formation of the Heights-Hillcrest Technical Rescue Team for special rescue services.” Introduced by Mayor Bodnar and Council as a Whole. (Fire Department)

Chairman Saponaro stated, we had a discussion on this at Caucus.  Is there anything Chief that you want to add?

Chief Carcioppolo replied, I know that Gates Mills and Mayfield Heights, most of the majority has now passed the Resolution.

Chairman Saponaro asked, any other discussion?

There was none.

Chairman Saponaro asked, does this need to go through three readings or does it need to be completed before the end of the year?

Chief Carcioppolo replied, I don’t believe it has to be.  They will have to get the contract to you and to the Mayor to sign.  We are the only community that needs both of your signatures on it.  We don’t actually have it here.

Chairman Saponaro stated, the Ordinance gives us the authority to do it.

Chief Carcioppolo stated, correct.  I would say I think we should just move forward so we are not holding up everyone else.

The Committee recommended Item #26 for approval.

27. Discussion of the First Reading of Ordinance No. 2016-32, entitled, “An Ordinance appropriating funds for current expenses and expenditures of Mayfield Village, Ohio for the period from January 1, 2017 and ending March 31, 2017 and declaring an emergency.” Introduced by Mayor Bodnar and Council as a Whole.  (Finance Department)

Chairman Saponaro asked, everyone is familiar with the reasoning for this?  Ron, this needs to be passed tonight as well, correct?

Mr. Wynne replied, correct.

Chairman Saponaro stated, for the record, this allows us to advance expenditures for the first quarter of 2017.  That is why we pass it now as we are working through the budget.

The Committee recommended Item #27 for approval.

28. Discussion of the First Reading of Ordinance No. 2016-33, entitled, “An Ordinance appropriating funds for current expenses and expenditures of Mayfield Village, Ohio for the period from January 1, 2016 and ending December 31, 2016 and declaring an emergency.” Introduced by Mayor Bodnar and Council as a Whole.  (Finance Department)

Chairman Saponaro asked, this as well needs to be completed before the end of the year?

Mr. Wynne replied, yes.  This is an amendment to the legislation that was passed in March.  It is finalizing some things that Council approved during the year and the final numbers for the transfers.

Chairman Saponaro asked, any other discussion?

There was none.

The Committee recommended Item #28 for approval.

29. Discussion of the First Reading of Ordinance No. 2016-34, entitled, “An Emergency Ordinance authorizing and directing the Mayor to enter into a State/Local Project Agreement with the Ohio Department of Natural Resources.”  Introduced by Mayor Bodnar and Council as a Whole.  (Recreation Department)

Chairman Saponaro asked, did everyone get a chance to look at this?  Is there any discussion on this?  Bill, do you have anything to add?  Is everyone comfortable and aware of what is going on with this?  This is the NatureWorks grant?

Mr. Thomas replied, right.

Chairman Saponaro asked, does this need to be passed?

Mr. Thomas replied, I think so.

The Committee recommended Item #29 for approval.

30. Discussion of the First Reading of Ordinance No. 2016-35, entitled, “An Emergency Ordinance authorizing an Independent Contractor Agreement with Garry Regan for consulting on programming and activities at The Grove, The Gazebo, and Reserve Hall.”  Introduced by Mayor Bodnar and Council as a Whole.  (Administration)

Chairman Saponaro asked, any discussion?

Mayor Bodnar stated, we talked about this at Caucus.  Garry has agreed to stay on.  Basically, it would be similar to the situation he has now.  He has also agreed to take on the Gazebo and programming for Reserve Hall.  Council would approve a budget and give that budget to Garry and then he will work within those parameters to schedule acts and programming.  He wants to and we want to keep it an Independent Contractor Agreement so Mr. Diemert has put that together and we would ask for approval tonight.

Chairman Saponaro asked, in terms of the budget itself, as an independent contractor, he is going to work within whatever budget we require?

Mayor Bodnar replied, yes.

Chairman Saponaro asked, anything more, he is going to come back to you directly or someone in Administration to request changes, if any?

Mayor Bodnar replied, yes. He has been able to pretty well work within our parameters.  We expect that he would be able to stay within the parameters we give him.

Chairman Saponaro stated, just to put it out there so it is out there, we don’t want kind of an open Pandora’s box.

Mayor Bodnar stated, oh no.

Chairman Saponaro continued, and I know that’s not what you want either.

Mayor Bodnar replied, that’s correct. We don’t want that.  He will be given a budget and he will need to work within that.  He’s been really good with negotiating with the different acts and programming.

Chairman Saponaro asked, and this is a one year contract?

Mayor Bodnar replied, yes, a one year contract.

Chairman Saponaro stated, obviously if something changes or we want to tweak this or do something differently, we have the option.

Mayor Bodnar replied, sure.  We anticipate with a new Rec Director coming on board next year it is going to be kind of a transitional year and we will see how things work out.

Chairman Saponaro stated, very good.  Does anyone have any other questions or concerns?

Mr. Jerome asked, from a financial standpoint, how did this number get figured?

Mayor Bodnar replied, we went back and forth and looked at hours that he spends during the different functions.  He would also be managing the operation, coordination, planning, programing and fundraising.  We took all of the hours for each and added them to the amount and it came to the figure to be paid on a monthly basis.

Mr. Jerome asked, as in like an hourly rate or how many hours worked?

Mayor Bodnar replied, both.

Mr. Jerome asked, do you have any of those numbers?

Mayor Bodnar replied, I don’t have them in front of me.

Ms. Wolgamuth stated, when we first started talking about an hourly rate, he was looking for $30 an hour. That was a much higher number than where we ended up with the $1,500 a month.  Even though it’s all year long -

Mr. Jerome asked, so it’s every month, even on the off season?

Ms. Wolgamuth replied, yes.

Mr. Jerome asked, I sent you an e-mail on this too, what about the intern?

Ms. Wolgamuth replied, I don’t know the answer.  The question was will we still be hiring interns during the summer for The Grove?  Maybe not.  If Garry is truly going to be at every event, we probably don’t need interns.

Chairman Saponaro asked, any other discussion points?  Is this something we are going to keep on three readings or are we looking to suspend this?  What is our goal?

Mayor Bodnar replied, to suspend. The contract commences on January 1st.

Item #30 was recommended for approval. Mr. Marquardt dissented.

31. Discussion of the First Reading of Ordinance No. 2016-36, entitled, “An Emergency Ordinance authorizing and directing the Mayor to enter into a Memorandum of Understanding with the Northeast Ohio Regional Sewer District and the Cuyahoga Soil and Water Conservation District for the implementation of the Public Involvement and Public Education (“PIPE”) under the Ohio EPA Municipal Separate Storm Sewer Discharge (MS4 Permit).” Introduced by Mayor Bodnar and Council as a Whole.  (Engineer)

Mr. Metzung reported, this is the program that we talked about that kind of replaces the Euclid Creek portion of what they were doing for us.  This will be a pass-through.  The Regional Sewer District will reimburse us for the amount that we pay for this.  They are looking for signatures by January 15th.

Chairman Saponaro asked, so we need to pass this this evening?

Just as housekeeping, 2016-23 was the Ordinance that was dealing with Euclid Creek.  We tabled it.  Joe, you can tell us if this is appropriate. I don’t want to just let it sit there. I would rather bring it up and have it voted down versus just letting it sit out there.  Is that something we can add to the agenda tonight?

Mr. Marrelli replied, it’s on the agenda.

Chairman Saponaro stated, thank you. Any other discussion points?

There were none.

The Committee recommended Item #31 for approval.

Mr. Metzung added, Euclid Creek will be back with a revised agreement.

Chairman Saponaro stated, okay, and when they do we will address it again.

32. Discussion of the First Reading of Resolution No. 2016-21, entitled, “A Resolution requesting the Cuyahoga County Treasurer to advance from the proceeds of tax levies for the collection year 2017.”  Introduced by Mayor Bodnar and Council as a Whole.  (Finance Department)

Chairman Saponaro asked, any discussion?   This is housekeeping for 2017.

There was none.

The Committee recommended Item #32 for approval.

33. Discussion of the First Reading of Resolution No. 2016-22, entitled, “A Resolution requesting the Cuyahoga County Fiscal Officer to adjust the amended official certificate of estimated resources for 2016.” Introduced by Mayor Bodnar and Council as a Whole.  (Finance Department)

Chairman Saponaro asked, any more discussion on this?

There was none.

The Committee recommended Item #33 for approval.

ANY OTHER MATTERS

Chairman Saponaro asked, are there any other matters that need to come before the Finance Committee at this time?

There were none.

There being no further matters, the meeting adjourned at 7:57 p.m.