Finance - July 18th 2016

MINUTES OF THE FINANCE COMMITTEE MEETING
Monday, July 18, 2016 – 7:30 p.m.
Main Conference Room – Mayfield Village Civic Center

The Finance Committee meeting was held on Monday, July 18, 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. Wynne, Chief Edelman, Mr. Thomas, Mr. Marrelli, Chief Carcioppolo, Mr. Metzung, Ms. Wolgamuth, and Ms. Garbo

Approval of Minutes of Meeting of June 20, 2016

Mr. Marrie, seconded by Mr. Marquardt, moved to approve the Minutes of the Meeting of June 20, 2016.

ROLL CALL:

Ayes: All
Nays: None                          

Motion Carried. Minutes of Meeting of June 20, 2016 Approved.

1. Discussion of Second Reading of Ordinance No. 2016-15, entitled, “An Emergency Ordinance amending Codified Ordinance Chapter 155 relative to the Senior Center and Community Room Building.”  Introduced by Mayor Bodnar and Council as a Whole.  (First Reading – June 20, 2016).

Chairman Saponaro stated, this was brought up at Caucus.  Is there any other discussion?

Mr. Marrie asked, is this the rental and the rules and regulations?

Ms. Wolgamuth replied, the only change was to allow the Mayor to waive the security deposit for certain longstanding groups.

Mr. Marrie asked, the one where it says Community Room can be rented for a single vendor or a scheduled event on a regular weekly, monthly or bi-monthly, etc. meetings.  Would that just be Village organizations?  Should it say that?

Chairman Saponaro asked, where are you at?  What section?

Mr. Marrie replied, second page right at the break, halfway down.

Chairman Saponaro stated, 155.03(C).

Mr. Marrie asked, shouldn’t that be in there?  Otherwise it leaves it open for outsiders?

Ms. Wolgamuth replied, there are groups like Nar-Anon and Gambler’s Anonymous.

Mr. Marrie stated, but that’s freebies.

Ms. Wolgamuth replied, right, but they schedule regular monthly or bi-weekly meetings at the Community Room.  I think that’s what they are referring to.

Mr. Marrie asked, I always thought like AA, that those were courtesies given by the Village.  I just think that it should say for Village organizations.  Otherwise it leaves it wide open.  If we say okay, it’s all right for AA, but that doesn’t eliminate someone to come in and do a regular pardon the expression, business meeting or whatever they are doing.

Mrs. Mills stated, but it says at the discretion of the Mayor.

Mr. Marrie stated, not this particular thing. That’s what I am saying.

Chairman Saponaro stated, it says it can be.  It doesn’t mean it shall be.

Mr. Marrie stated, I understand.  It says can be.  Okay if you don’t want it, that’s fine.  That’s just my thoughts.  To nail it down.

Mayor Bodnar asked, isn’t there an omnibus clause in there somewhere that everything’s at our discretion?

Mr. Marrie stated, it is in here somewhere where it is at the Mayor’s discretion.  I don’t know.  I just thought we should nail it down.

Mayor Bodnar stated, let’s take another look at it and make sure that the discretionary applies to this section.  That’s a good point, Tom.

Mr. Marrie stated, thank you.

Chairman Saponaro stated, we want to make sure that on the other side of it too that we don’t exclude committees or groups that have been coming here.

Mr. Marrie stated, no. That’s what I am saying.

Mayor Bodnar asked, is this on for passage tonight?

Ms. Wolgamuth replied, it doesn’t have to be because we are not really renting it until September so if it passes in August, I think we are fine.

Chairman Saponaro asked, so leave it on Second Read?

Mr. Marrie replied, yes.

Chairman Saponaro stated, so then it stays here since we are going to make another change to it and then we will come back.

The Committee deferred action on Item #1.

2. Discussion of a motion to acknowledge receipt of financial reports for June 2016 and to approve of same as submitted.

Chairman Saponaro stated, Ron provided those on July 11th. Does anyone have any questions or comments?

There were none.

The Committee recommended Item #2 for approval.

3. Discussion of a motion to authorize expenditure in the amount of $9,828.71 to Comfort Control Systems, Inc. for one Trane OEM Scroll Compressor on the roof top unit.

Chief Edelman stated, that is the air conditioning compressor.  This should also include the maintenance contract.

Chairman Saponaro asked, the preventative maintenance?

Chief Edelman replied, yes.

Chairman Saponaro asked, so the $9828.71 is for the compressor?

Chief Edelman replied, correct.

Chairman Saponaro asked, so in addition to that, the investment for two inspections annually is $1989 to be paid quarterly in advance beginning on August 1, 2016?  The total is $1989 or is that the quarterly payment?

Chief Edelman replied, the total.

Chairman Saponaro asked, that’s the total and then it is split up?

Chief Edelman replied, yes.

Chairman Saponaro asked, are you saying you want to amend this to add the maintenance?

Chief Edelman replied, add the maintenance, correct?

Chairman Saponaro stated, we are going to amend this to add the maintenance contract in addition to the $9,828.71, adding $1989 as the annual maintenance.  We will have to do the same thing with the Council agenda.  Has everyone had an opportunity to look at this program?  Does anyone have any questions?  There were none.

The Committee recommended Item #3 for approval as amended.

4. Discussion of a motion to authorize expenditure in an amount not to exceed $377,445.88 to Garland/DBS, Inc. for replacement of Service Department Roof.

Chairman Saponaro stated, we received information on this.

Mr. Metzung stated, I am recommending that we go with the 40 year coated roof surface.  This will also include replacement of all of the skylights.  Only one of them is cracked today, but they would not last another 40 years.  So, I think we should just put the new skylights in and be done with it.

Chairman Saponaro asked, any other questions or comments on this?

There were none.

The Committee recommended Item #4 for approval.

5. Motion to authorize expenditure in the amount of $9,500 to T&T Heavy Equipment Repair, LLC for the purchase of a used John Deere 40450 80 hp Diesel Engine.

Mr. Metzung reported, I did get a second quote from Murphy Tractor which they were looking to put in a remanufactured machine.  We are going with an older more durable one.

Mr. Marquardt asked, what did they use it for?

Mr. Metzung replied, I asked.  I do not recall.  It wasn’t 80 hours.

Chairman Saponaro asked, this is not correct?

Mr. Metzung replied, that’s correct.

Chairman Saponaro stated, so in the July 7th memo?

Mr. Metzung stated, I apologize for that.

Chairman Saponaro asked, Debbie, if we could let the record reflect that the July 7th memo from Doug to Mayor Bodnar, Council and Department Heads, the second item on that talks about John Deere. We need to note that the 80 hours is inaccurate.  This does not have 80 hours of used hours on that machine.

Mr. Marquardt asked, how many hours is it?

Mr. Metzung replied, I don’t know, but it’s not 80.

The Committee recommended Item #5 for approval.

6. Discussion of a motion to authorize expenditure in an amount not to exceed $25,000 to DJL Material and Supply, Inc. for crack sealing program.

Chairman Saponaro stated, this was also on that memo.  We talked about how it includes the purchase of crack sealing material, use of the crack sealing machine.  Cost is 86 cents per pound.

Mr. Metzung stated, this is through the State Purchasing Program.

Chairman Saponaro asked, so Aintree, Sandalwood, Aintree North and Hanover Woods and parts of SOM Center?

Mr. Metzung replied, parts of SOM Center.

Mr. Wynne stated, this was not in the capital budget.  It is coming out of the 2016 Road Program budget.

Chairman Saponaro asked, so this would come out of the 2016 Road Program budget?

Mr. Wynne replied, correct.

Chairman Saponaro asked, anybody have any questions?  Anything to add?

There were no further comments.

The Committee recommended Item #6 for approval.

7. Discussion of a motion to authorize the purchase of 1,800 (+/- 10%) of salt from Cargill Inc. at $29.23 per ton in an amount not to exceed $57,875.40.

Chairman Saponaro stated, that is a very different price than what we have seen.

Mr. Metzung replied, last year it was $52.80.  It was $80 in the summer.

Chairman Saponaro stated, I remember the $80 one.  That was crazy for the summer one.  Does anyone have any questions on that?

There were no questions.

The Committee recommended Item #7 for approval.

8. Discussion of the First Reading of Ordinance No. 2016-17, entitled, “An Emergency Ordinance authorizing and directing the Mayor and President of Council to enter into a lease Agreement with Kyler Smith for the purpose of leasing the real estate located at 6434 Highland Road, Mayfield Village, Ohio   44143.” Introduced by Mayor Bodnar and Council as a Whole.

Chairman Saponaro asked, Ron, do you have any updates or information?

Mr. Wynne replied, this will need to be passed tonight if it could so that he can get the keys this weekend. We had hired the same realtor we used for the Thornapple house to market this property and do the vetting of all the applicants.  They performed a credit check and all that.  They recommended this individual.  He is paying the asking price of $1,550 a month.

Chairman Saponaro added, plus a security deposit as well. Very good.  Does anyone have any questions or comments?

There were none.

The Committee recommended Item #8 for approval.

9. Discussion of the First Reading of Ordinance No. 2016-18, entitled, “An Emergency Ordinance amending Codified Ordinance Section 141 relative to the Fire Department by adding the new position of Assistant Fire Chief/Fire Marshall.” Introduced by Mayor Bodnar and Council as a Whole.

Mrs. Mills stated, Safety and Service referred this to Finance for further discussion when we had our meeting.

Chairman Saponaro asked, what did you want us to look at specifically, Patsy?

Mrs. Mills stated, there was a question on the procedure and what we were supposed to do because this has to be a Civil Service matter.  They will be testing, etc. if this position goes.  I understand it’s in the budget, right, Ron?

Mr. Wynne replied, correct.

Chairman Saponaro asked, what is the range?

Chief Carcioppolo replied, we have not come up with a range yet.  This would just create the position so we can move forward with going to Civil Service and administering a test.  Before that, there will be a separate resolution for the wage.

Mr. Wynne stated, I am surveying my peers for a comparable position so we can get an idea of what the ranges are in the County.  Once we have that information, we will provide it to the Mayor.

Chairman Saponaro asked, do you want us to say okay for you to go out and do it or is it required to have an Ordinance.

Chief Carcioppolo stated, I don’t know if it is required.  I think you have to ask the Law Department.

Mr. Wynne asked, required for what?

Chairman Saponaro replied, to do a Civil Service test.  If there’s not a position that is created –

Chief Carcioppolo stated, then you can’t test for it.

Chairman Saponaro asked, do you need an ordinance to create the position?

Chief Carcioppolo stated, I don’t know.  I believe that’s why they need it, so the ordinance reflects the actual position because right now by ordinance, the only positions that exist is Chief, Lieutenant and full-time firefighter and part-time firefighter.

Chairman Saponaro asked, you are talking about the 2011 wage ordinance?

Chief Carcioppolo replied, I am talking about Chapter 141.

Chairman Saponaro stated, itself.  Okay.

Chief Carcioppolo stated, in the packet forwarded to everyone last week, it had powerpoint presentation slides that talked about how many inspections we are currently completing and how many we need to be completing for me to comply with the duties I am charged with the Fire Code.  It also listed the comparables.  It listed Mayfield Heights and Highland Heights with the positions they currently have in their Fire Department and the lack in ours.

Chairman Saponaro asked, would this person be a part of the bargaining unit?

Chief Carcioppolo replied, this would be outside of the bargaining unit. At that level, it’s more appropriate for that person to not be a part of the collective bargaining unit.

Mr. Marrie asked, is the ordinance just really creating a new position so you can move on with the other parts of doing this, is that correct?

Chief Carcioppolo replied, correct.

Chairman Saponaro stated, it’s not really something we can discuss here.  I don’t think it’s something we can vote on because just creating a position doesn’t mean you have to actually fill the position.  It’s something that we as Council discuss as a whole versus going to this Committee.  Does anyone disagree?

For discussion purposes only, this Ordinance is not up for this Committee’s vote.  It will be moved to the floor of Council for their consideration.

ANY OTHER MATTERS

Chairman Saponaro asked, any other matters?

Chairman Saponaro stated, for the record, committee members for the Finance Committee are myself, Bill Marquardt and George Williams. Dr. Parker is the alternate.  I just wanted to be clear on that, that I did make that change. George is aware of it.

Chairman Saponaro asked, any other matters?

There were no further matters.

There being no further matters, the meeting adjourned at 7:48 p.m.