Finance - January 19th 2016

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

The Finance Committee meeting was held on Tuesday, January 19, 2016 in the Main Conference Room at the Mayfield Village Civic Center. Mr. 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. Jerome, Mr. Marrie, Mr. Wynne, Chief Edelman, Mr. Thomas, Chief Carcioppolo, Mr. Marrelli, Mr. Metzung, Mr. Esborn, Mr. Cappello, Ms. Wolgamuth, and Mrs. Betsa

1. Discussion of a motion to authorize expenditure in the amount of $6,713 to Creative Microsystems, Inc. for 2016 support for Finance and Payroll Systems.

Chairman Saponaro stated, this was discussed at Caucus. This is the annual fee. Are there any updates or things we need to know on this? Do they update the software or just the support for it?

Mr. Wynne replied, both. We get software updates throughout the year as the laws change. They also provide customer service and support.

Chairman Saponaro asked, does anyone have any questions for Ron on this? There were none.

The Committee recommended Item #1 for approval.

2. Discussion of a motion to authorize expenditure in the amount of $7,010 to ECN Intermediate Holding Co. for CodeRed extension for 1/13/16-1/12/17 ($4,510) and CodeRed Weather Warning extension for 1/13/16-1/12/17 ($2,500).

Chief Edelman stated, Mr. Jerome sent an e-mail this afternoon inquiring as to whether or not we can separate the weather warning cost from the rest of the contract. We cannot. It’s a three-year contract. We are locked into it until the end of the term. Once it is closer to the end of the term, we can bring it up for discussion again and if Council decides you do not want to do the weather warning, we will take it off then.

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

The Committee recommended Item #2 for approval.

3. Discussion of a motion to authorize expenditure in the amount of $7,884 to Camco Cleaning Co. for cleaning of police station – 2016.

The Committee recommended Item #3 for approval.

4. Discussion of a motion to authorize expenditure in the amount of $7,200 to Treasurer, State of Ohio for LEADS Access Fee with a DMVPN (Dynamic Multipoint Virtual Private Network) connection.

Chairman Saponaro stated, this was discussed during Caucus. Anything else to add to it?

Chief Edelman replied, no. It’s our user fees for LEADS.

Chairman Saponaro asked, questions from anyone? Has it changed at all?

Chief Edelman replied, in the past we contracted with Cuyahoga County, CRIS. We don’t do that anymore. LEADS provides the same service for a third of the cost.

The Committee recommended Item #4 for approval.

5. Discussion of a motion to authorize expenditure in the amount of $11,568 to TAC Management Co. for CAD System Maintenance in 2016.

Chairman Saponaro stated, we discussed this in Caucus. Are there any further questions? There were none.

The Committee recommended Item #5 for approval.

6. Discussion of a motion to authorize expenditure in the amount of $5,500 to Cuyahoga Soil and Water Conservation District for Euclid Creek Watershed Coordinator Annual Appropriation.

Chairman Saponaro stated, we discussed this in Caucus. Are there any further questions? There were none.

The Committee recommended Item #6 for approval.

7. Discussion of a motion to authorize expenditure in the amount of $35,832 to Camco Cleaning Co. for cleaning services for Civic Hall and Community Room in 2016.

Chairman Saponaro stated, we discussed this in Caucus. Are there any further questions? We did ask about the Community Room. The size is conceptually the same. That was taken into consideration when they came up with the pricing.

The Committee recommended Item #7 for approval.

8. Discussion of a motion to authorize an expenditure in the amount not to exceed $16,000 to Progressive Fitness Center for 2016 memberships for residents (pass-through).

Chairman Saponaro stated, previously the figure was not to exceed $13,000. That has been updated. It is a pass through.

The Committee recommended Item #8 for approval.

9. Discussion of a motion to authorize an expenditure in the additional amount of $1,584.03 to Progressive Fitness Center for balance of 2015 fitness center memberships (pass through).

Chairman Saponaro stated, we approved an expenditure for 2015. This exceeded that. That’s why we have to come back.

Mr. Thomas stated, it’s about 8 more memberships.

The Committee recommended Item #9 for approval.

10. Discussion of a motion to authorize expenditure in the amount of $5,000 to City of Mayfield Heights for Hillcrest Mobile Air Unit and Tech Rescue Team/MAUTRT Annual Fee for 2016.

Chief Carcioppolo stated, this is an annual fee to the Hillcrest Technical Rescue Team. This was added on. If you do not want to pass it tonight, you can wait. We just received the invoice after our Caucus meeting. I thought I would add it on so we could talk about it. If you want to wait, it doesn’t matter to me. This is an annual $5,000 fee that all of the communities in the Hillcrest area pay to our Regional Technical Rescue Team. The amount has not changed since its inception.

Chairman Saponaro asked, is this the technical team that we allow to use the room upstairs at Fire?

Chief Carcioppolo replied, that’s the CERT team.

Chairman Saponaro asked, is this housed out of Mayfield Heights?

Chief Carcioppolo replied, they are the fiduciary agent for the Hillcrest Technical Rescue Team. We have different vehicles staged around different departments. Highland Heights has a vehicle and a trailer. Mayfield Heights has a vehicle. Willoughby Hills has a trailer.

Chairman Saponaro asked, what do we have?

Chief Carcioppolo replied, we have nothing.

Chairman Saponaro asked, is everyone inputting dollars?

Chief Carcioppolo replied, every community puts in $5,000 including Beachwood, Lyndhurst, Mayfield Heights, Highland Heights, Willoughby Hills, Gates Mills, Pepper Pike.

Chairman Saponaro asked, when does this have to be approved?

Chief Carcioppolo replied, whenever you choose.

Chairman Saponaro asked, it could be next month?

Chief Carcioppolo replied, it could be.

Chairman Saponaro asked, can we get more information? Not for any other reason but just to give us the background. I would like to know who is involved and what it actually entails. Is there a website? Is there a brochure? Can you put together a quick memo? It’s better for us to always have those things. Even though it’s an annual, it makes sense.

Chief Carcioppolo stated, we are in talks right now about working on a potential larger regionalized team, combining the departments in the Heights area. For right now this has been how it has been for 15 years since about 2001 when the team started. Each department is supposed to have 3 members on it. Those members receive specialized technical rescue training, rope rescue, dive rescue, trench rescue. The $5,000 a year goes to maintain the specialized equipment.

Chairman Saponaro stated, I would like exactly what you said in a memo. Then it goes to the public if people question what HTRT is, what it means, etc. At least we are putting it out there and it’s in writing.

Mr. Jerome asked, do we have a contract with them?

Chief Carcioppolo replied, it’s a Council of Governments?

Mr. Jerome stated, it would good to get some more information, how much in revenue is received from the municipalities and how much is spent each year. $5,000 times 9 communities is $45,000. How much do they spend each year and what do they have left at the end of the day?

Chief Carcioppolo stated, we receive monthly reports. I can give it to you.

Chairman Saponaro stated, knowledge is power. It will be good to get the information. In light of that, we will defer this item and put it back on Caucus and it will be passed in February. Would that be a problem?

Chief Carcioppolo replied, no.

The Committee deferred Item #10 for further discussion at February Caucus.

11. Discussion of a motion to authorize expenditure in the amount of $6,700 to S.A. Communale for 5-year internal investigation for Police Department ($2,100) and Fire Department ($3900) and annual sprinkler inspection for Fire Department ($175), Civic Center ($175), Service Department ($175) and Police Department ($175).

Chief Carcioppolo replied, this is an annual charge and also a five year thorough inspection of the sprinklers. That’s why you have not seen it in this amount because it’s only every five years. Normally it would just be $175.

Chairman Saponaro asked, so every 5 years we pay the main amount split between the Police and Fire Departments?

Chief Carcioppolo replied, right.

Mrs. Mills asked, what about the new Community Room?

Chief Carcioppolo replied, that’s still being built. Once it is completed, it will have to pass a final acceptance test. It will then have to go through annual testing and a more comprehensive test on different intervals based on the system installed in the building.

Mr. Jerome asked, so this is not anything new? Any time you have a sprinkler system put in, it needs to be checked?

Chief Carcioppolo replied, yes.

Chairman Saponaro asked, so this company comes in and does the internal structure investigation on valves, piping and replacement of outdated gages and then provide you with a report noting what needs to be replaced or that everything checks out? The burden of liability is shifted to this company?

Chief Carcioppolo replied, they are certified licensed sprinkler installers.

Chairman Saponaro asked, are there any further questions? Would the Committee like to defer or pass this evening?

Mr. Marquardt suggested the item be deferred.

Mr. Williams recommended for approval.

Chairman Saponaro asked, Chief do you mind if this gets deferred or does it need to get paid?

Mr. Marrelli asked, how soon are they coming out?

Chief Carcioppolo replied, we have not scheduled it yet. If you want to defer it, that’s fine.

The Committee deferred Item #11 for further discussion at February Caucus.

12. Discussion of a motion to authorize expenditure in the amount of $8,357.80 to Cleveland Water Department for Annual Hydrant Fee for 2016.

Chairman Saponaro stated, at the last Caucus meeting this was discussed. Thereafter, we had a watermain break on Wilson Mills by Beta.

Chief Carcioppolo replied, if you have a watermain break like that, they will be all over it.

Mr. Metzung stated, they come out and assess and put it on their list, comparing it to what they have going on. If there is bitter weather, they can get hit pretty badly when the weather is cold. They have to prioritize their work.

Chairman Saponaro asked, from a municipality standpoint, there has been water breaks on streets that have gone on for weeks or months and then all of a sudden residents are getting bills that are huge, not true?

Mr. Marrelli replied, no. Because the meter is only at their house.

Chairman Saponaro asked, where does the cost of that get captured at?

Mr. Marrelli replied, Cleveland Water.

Chairman Saponaro stated, so then we pay for it later at some point.

Chief Carcioppolo stated, I also did look into the hydrant markers. I don’t believe we need them, but the cheapest one I could find that would actually be secured to the hydrants so no one can pick it up and walk away with it, is $16.95 apiece.

Chairman Saponaro asked Chief Carcioppolo to report this on the floor of Council as well.

Chief Carcioppolo stated, I will. The total cost to purchase all of them, and this does not include manpower to install, would be $5,400. I don’t know if it is free shipping.

The Committee recommended Item #12 for approval.

13. Discussion of a motion to authorize expenditure in the amount of $7,200 to All Covered for backup/disaster recovery for server.

Mr. Wynne reported, this is the second year of a three year contract that Council approved last year. This is the fee for this year. They do the daily back-ups of all of our systems, stores them offsite. They are also available to Jeff for technical issues when problems come up.

Chairman Saponaro asked, when does this have to be paid?

Mr. Wynne replied, we pay monthly. We get invoiced every month.

Chairman Saponaro asked, so this needs to be approved today, correct?

Mr. Wynne replied, yes.

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

The Committee recommended Item #13 for approval.

14. Discussion of a motion to fund the Medical Expense Reimbursement Plan for 2016.

Mr. Wynne stated, this is part of our package with the Cuyahoga County plan. This is the annual funding of the deductibles for the employees. It takes place every January.

Chairman Saponaro stated, we received a memo regarding this on November 30th with information that it is coming to fruition at some point. Does anyone need any further explanation?

The Committee recommended Item #14 for approval.

15. Discussion of a motion to acknowledge receipt of financial reports for December 2015 and to approve of same as submitted.

Chairman Saponaro asked, are there any questions? The one question I have is on the check register aspect of it, is there any easy way to figure out what type of expenditure it is, especially when you have like, Glen Hayashi. I know Glen is Snap on Tools. Is there a key?

Mr. Wynne replied, there’s a chart of accounts I can give you so you can see what account number it is being charged to.

Chairman Saponaro asked, can you give us a chart of accounts? Then it’s up to us to figure out what it is. I am fine with that. It will waylay any questions we might have. Does anyone have any other questions on this? There were none.

The Committee recommended Item #15 for approval.

16. Discussion of the First Reading of Ordinance No. 2016-01, entitled, “An Emergency Ordinance establishing the compensation of the Animal Warden for Mayfield Village, Ohio.” Introduced by Mayor Bodnar and Council as a Whole.

Chairman Saponaro pointed out, the Animal Warden is Ordinance driven. Everyone else is Resolution driven. This goes from January 1, 2016 to December 31, 2018. It’s at $715 per month. Do we have any data?

Mr. Wynne replied, their invoices are extremely detailed. They show every single call they made, every residence they went to, what they did at that resident’s home.

Chairman Saponaro asked, what is his name again?

Mr. Wynne replied, Greg Miller.

Chairman Saponaro stated, he has been doing this for a while.

Mr. Jerome stated, I asked Diane about this. The police department does their list of calls once a month and at the end of the year and I was basing it off that. But what Doug said was that Doug has to call him all the time for anything animal-related. For health reasons, the Service Department does not touch anything. Is there a way to get a number of how many times in the year you guys call? Is it recorded?

Mr. Metzung replied, it would be recorded in Filemaker. I will have to see if we can separate it out. Filemaker is great to put things in, but sometimes it’s hard to get it out.

Mr. Jerome stated, you said we are invoiced anyways, so we can get the information from there.

Mr. Wynne replied, yes. They are extremely detailed.

Chairman Saponaro asked, they deal with roadkill?

Mr. Marrelli replied, yes.

Mr. Wynne stated, with that $715 retainer we get so many calls per month. The charges for a call are significantly reduced. If you called for a trap for a raccoon, for example, they would charge $125 for that call. We get charged $15 for that call. The retainer is used to cover it.

Chairman Saponaro asked, are there any further questions? There were none.

The Committee recommended Item #16 for approval.

17. Discussion of Resolution No. 2016-01, entitled, “An Emergency Resolution confirming the appointment of Ronald Wynne as the Director of Finance for Mayfield Village, Ohio and establishing the terms, conditions and compensation.” Introduced by Mayor Bodnar and Council as a Whole.

Chairman Saponaro asked, are there any questions? There were none.

The Committee recommended Item #17 for approval.

18. Discussion of Resolution No. 2016-02, entitled, “An Emergency Resolution confirming the appointment of Mary E. Betsa, as Clerk of Council.” Introduced by Mayor Bodnar and Council as a Whole.

Chairman Saponaro asked, are there any questions? There were none.

The Committee recommended Item #18 for approval.

19. Discussion of Resolution No. 2016-03, entitled, “An Emergency Resolution establishing the terms, conditions and compensation for the services of the Director of Law and Assistant Director of Law for Mayfield village, Ohio.” Introduced by Mayor Bodnar and Council as a Whole.

Chairman Saponaro asked, are there any questions? Is the Assistant listed?

Mayor Bodnar replied, it does not list a name. It says that he has the ability to use other people from his office if he is unavailable.

Chairman Saponaro stated, Council at any time does have the right to appoint upon our approval an Assistant Law Director if we saw fit. Any questions on this? There were none.

The Committee recommended Item #19 for approval.

20. Discussion of Resolution No. 2016-04, entitled, “An Emergency Resolution providing for the employment of an Engineer for Mayfield, Village, Ohio.” Introduced by Mayor Bodnar and Council as a Whole.

Chairman Saponaro asked, are there any questions? There were none.

The Committee recommended Item #20 for approval.

21. Discussion of Resolution No. 2016-05, entitled, “An Emergency Resolution re-establishing terms, conditions and compensation for the services of the Prosecutor for Mayfield Village, Ohio.” Introduced by Mayor Bodnar and Council as a Whole.

Chairman Saponaro asked, are there any questions? There were none.

The Committee recommended Item #21 for approval.

22. Resolution No. 2016-06, entitled, “An Emergency Resolution authorizing the Mayor and President of Council to enter into a mutual exchange of services agreement with Mayfield Heights, Highland Heights and the Mayfield City School District for lifeguard services.” Introduced by Mayor Bodnar and Council as a Whole.

Chairman Saponaro asked, are there any questions? This helps at the beginning and end of the year for staff so we can open the pools.

Mr. Thomas stated, we added the schools to this because of Wildcat Sport and Fitness.

Mr. Jerome stated, one complaint from some residents is the pool not staying open late enough in the season. Do you get those kind of complaints too?

Mr. Thomas replied, not very many. We open when schools close. We close when schools open. The school opens this year on August 16th. We are closing on August 14th.

Mr. Jerome asked, what about on the weekends?

Mr. Thomas replied, this is part of that agreement. We work with Highland Heights and Mayfield Heights.

Mr. Jerome stated, I understand. But I have heard from some, we have a pool, we spent so much money on it, we close it. It’s sitting there.

Mr. Thomas replied, Highland Heights stays open until the weekend of Labor Day. Hardly anyone shows up. The weather is very iffy. My only suggestion would be that we need to rotate. The only reason why I am not recommending we do it at Parkview this year is because of the filtration system we have to put in. That’s part of the capital improvement.

Mr. Jerome stated, it might be a good idea to rotate it.

Mr. Thomas stated, we are the best pool in the school district. For this year, I recommend we not do it here. We have to get the project done.

Mr. Marrie stated, this covers for safety reasons also.

Mr. Thomas agreed.

Chairman Saponaro asked, do we have any numbers for pool usage between when school opens and the pool closes?

Mr. Jerome agreed. From years past maybe.

Chairman Saponaro stated, we know the pool loses money. It’s an amenity we provide but it loses money. Then it becomes how much money are we losing during those timeframes we are leaving it open because you have payroll and all the other things going with it.

Mr. Jerome stated, a staffing issue. We need to talk about adult lifeguard possibilities at Rec Board.

Mr. Thomas stated, it’s my recommendation that we don’t keep it open, we use $4,000-5,000 a week to keep the filtration system and heater system going. It’s not really worth it for the number of individuals we have using the pool.

The Committee recommended Item #22 for approval.

23. Resolution No. 2016-07, entitled “A Resolution in support of offering an economic development incentive program grant to Magnus Equipment, LLC and declaring an emergency.” Introduced by Mayor Bodnar and Council as a Whole.

The Committee deferred Item #23 for further discussion in subcommittee.

24. Resolution No. 2016-08, entitled “A Resolution confirming the appointment of special counsel for economic development.” Introduced by Mayor Bodnar and Council as a Whole.

Chairman Saponaro stated, this is something new. Any question or discussion on this?

Mayor Bodnar stated, this was not on the Caucus agenda. I had asked Diane Calta to work with Ted on economic development. We worked everything out. She will be at the same rate, $154.20. There’s no retainer.

Mr. Wynne asked, this will be billed through the firm she is working for, correct?

Mayor Bodnar replied, her work will be billed from her firm.

Mr. Jerome stated, Walter Haverfield.

Chairman Saponaro asked, when we do that with a firm, it would be Diane Calta. There’s no others from her firm approved, correct?

Mayor Bodnar replied, correct.

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

The Committee recommended Item #24 for approval.

ANY OTHER MATTERS

Chairman Saponaro stated, we will find out about the hydrant flags. Chief Carcioppolo, if you could bring that up on the floor that would be great. I will talk to Doug about stormwater. Is there anything else we need to talk about? If you have any view toward the future of what is going on, you can throw it on the agenda for Caucus discussion.

Mr. Williams, seconded by Chairman Saponaro moved to adjourn the meeting at 8:00 p.m.

Respectfully submitted,

Mary E. Betsa, Clerk of Council