Finance - June 20th 2016

DRAFT
MINUTES OF THE FINANCE COMMITTEE MEETING
Monday, June 20, 2016 – 7:30 p.m.
Main Conference Room – Mayfield Village Civic Center

The Finance Committee meeting was held on Monday, June 20, 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. Jerome, Mr. Marrie, Mr. Wynne, Chief Edelman, Mr. Thomas, Mr. Marrelli, Lieutenant Girbino, Mr. Metzung, Mr. Cappello, Mr. Diemert, Mr. Esborn, Ms. Wolgamuth, and Mrs. Betsa

1. Discussion of the Third Reading of Ordinance No. 2016-09, entitled, “An Emergency Ordinance to approve current replacement pages to the Mayfield Village Codified Ordinances.”  Introduced by Mayor Bodnar and Council as a Whole.  (First Reading–4-18-16; Second Reading – May 16, 2016).

The Committee deferred Item #1 pending receipt of replacement pages.

2. Discussion of a motion to authorize an expenditure in an amount not to exceed $9,350 to Showtime Sound Company for equipment rental and sound technicians for the 2016 summer season at The Grove.

Chairman Saponaro asked, do you have anything to add to this?

Ms. Wolgamuth replied, I don’t.  I provided a memo with the itemization for each of the events.

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

There were none.

The Committee recommended Item #2 for approval.

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

The Committee recommended Item #3 for approval.

4. Discussion of a motion to authorize expenditure in the amount of $133 to Bella’s Remodeling for additional amount due for satin brass handles for doors to the second floor remodel of the Fire Station (original expenditure of $13,331 approved November 16, 2015).

The Committee recommended Item #4 for approval.

5. Discussion of a motion to authorize expenditure in the amount of $120 to North American Rescue to cover freight for deliveries of Rescue Task Force Personal Protective Equipment. (original expenditure of $7,199.88 approved February 22, 2016).

The Committee recommended Item #5 for approval.

6. Discussion of a motion to authorize expenditure in the amount of $6,000 to Bright Idea Shops for 10 round tables for concession stand.

Chairman Saponaro asked, any questions?

Mr. Thomas replied, the amount is about $5,870.

The Committee recommended Item #6 for approval.

7. Discussion of a motion to authorize going out to bid for Senior Snow Removal program for 2016-2017.

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

There were none.

The Committee recommended Item #7 for approval.

8. Discussion of a motion to authorize expenditure in an amount not to exceed $450,000 to the Garland Company for Service garage roof.

Chairman Saponaro asked, is this going forward as planned or are there some changes to this?

Mr. Metzung replied, it’s going forward as planned.  The ultimate numbers will be, once they go out, bid the job and come back with the recommendations for the 30-40 year roof.

Mr. Wynne stated, seeing as they are going out to bid, I don’t know at this point whether Council wants to do a motion to approve the expenditure or a motion to go out to bid.

Chairman Saponaro stated, I think we do a motion to go out to bid.

Mr. Marrelli stated, to authorize the bid.

Mr. Wynne stated, and then when the bid results come in, they will authorize the expenditure.

Chairman Saponaro, seconded by Mr. Williams, made a motion to amend the agenda.

ROLL CALL:

AYES: All
NAYS: None

Motion approved. Agenda amended.

Chairman Saponaro, seconded by Mr. Williams, made a motion to authorize going out to bid for the Service garage roof with an anticipated amount of $450,000.

ROLL CALL:

AYES: All
NAYS: None

Motion approved. Bidding Authorized.

Mr. Metzung stated, it’s kind of different in that it is a cooperative purchasing, kind of like you would through the State. When they bid the project out to the laborers and to everyone else, they pass those savings back.  In other words, they could just pocket that but that isn’t how they do it.

The Committee recommended Item #8 for approval as amended.

9. Discussion of a motion to authorize expenditure in the amount of $14,255 to Lamphear Supply for a multi-purpose hydraulic sprayer.

Chairman Saponaro stated, the Chief explained this to us.  Does anyone have any questions? 

There were none.

The Committee recommended Item #9 for approval.

10. Discussion of a motion to authorize the Mayor to enter into a Memorandum of Understanding with the Cuyahoga County Board of Health for stormwater outfall monitoring and testing and to approve expenditure in the amount of $4,102 for sampling and monitoring services for 2016.

The Committee recommended Item #10 for approval.

11. Discussion of the First 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.

Chairman Saponaro stated, this is making changes in the structure of the fees as well as other changes to the Ordinance itself. Are we keeping this on three reads? 

Mrs. Mills asked, Mr. Chairman, have we decided on a cost?

Ms. Wolgamuth replied, yes, it’s going to be a $200 security deposit.

Mrs. Mills stated, that’s going to be tough for some of the groups, like ABC Quilters.  They really have no funds.

Ms. Wolgamuth asked, and they haven’t had a deposit on file in the past?

Mrs. Mills replied, no.  None of the groups have that I am involved in.

Ms. Wolgamuth stated, I will ask the Law Department but I would think that we can waive the fee in certain circumstances.  Why don’t I look into it?

Mrs. Mills stated, the Women’s Club has already budgeted and that’s not in the budget. Garden Club has budgeted and it wasn’t in the budget.  The only thing I can say is all of their money we generate for these different projects we do goes back into the community, especially ABC Quilts.  They have no fundraisers.  Whatever they get is free will, material, batting and things like that. 

Ms. Wolgamuth asked, why don’t we leave it on First Read and then meanwhile we can talk to the Law Department and see if there’s a way to waive those fees given the current language?

Chairman Saponaro stated, we will just defer it right now.

Mr. Jerome suggested, even if there’s a way to say, if the community group has been in good standing for over 5 years and if a new group comes in, they have to show good faith for so many years.

Mrs. Mills stated, most of the money that is generated, especially Women’s Club and Garden Club all goes back into scholarships.  Garden Club gave $4,500 scholarships. We work hard for our money.

Ms. Wolgamuth stated, the Community Room is not opening until August so this gives us some time.

Mrs. Mills stated, please check into it. Thank you.  I really appreciate it.

The Committee deferred Item #11 pending further review.

12. Discussion of Resolution No. 2016-14, entitled, “An Emergency Resolution designating certain financial institutions as depositories for interim funds of Mayfield Village, Ohio for the five (5) year period commencing with January 1, 2016, and authorizing depository agreements with said institutions.”  Introduced by Mayor Bodnar and Council as a Whole.

Chairman Saponaro stated, Ron had told us about this.  He wanted to add two more funds. Does anyone have any questions?

There were none.

The Committee recommended Item #12 for approval.

13. Discussion of Resolution No. 2016-15, entitled, “An Emergency Resolution amending Resolution No. 2015-10 changing the fund name of “Mayfield Community Improvement Corporation Fund” to “Mayfield Economic Development Fund,” authorizing the deposit of funds into such account, and merging all related funds.” Introduced by Mayor Bodnar and Council as a Whole.

Chairman Saponaro stated, this is based on the auditor recommendation.  Does anyone have any questions?

There were none.

The Committee recommended Item #13 for approval.

ANY OTHER MATTERS

Chairman Saponaro asked, any other matters?

Mr. Wynne stated I have a couple of things.  First, at this time of the year, we are required to start preparing an Alternative Tax Budget for the County which is required to be passed by July 15th and then submitted to the County by July 20th.  All of this is just a preliminary estimate of what we think our revenues and expenses are going to be for 2017 for their purposes so that they can make sure that we have enough property tax dollars allocated to cover debt payments when they come due.  I will be finalizing that this week but generally we have a Special Meeting right after the July Caucus meeting that same night to pass it because of the timeline that the County requires it to be passed by. 

The second item is, I met with our property and casualty insurance consultant today.  He delivered the quote for our insurance renewal which is July 1st.

Chairman Saponaro asked, is this Wichert?

Mr. Wynne replied, yes.  The renewal date is July 1st.  Last year we were at $82,000 for the base coverage. This year their quotes came in at $85,000.  It’s a minor increase.  Also last year we had an additional policy that we took out for $4,500. It’s a construction policy for while the Community Room was being constructed. Once that’s done then we will have to add that to our basic coverage so the cost should be approximately the same.  We will be looking at approximately $90,000 for insurance for this year versus $86,500 last year.  I am also working with the consultant looking at the possibility and the impact on the change in the coverage limitations on our umbrella coverage and employee payroll coverage which might increase the premium cost a little bit also.

Chairman Saponaro asked, when is the last time we tested the market?

Mr. Wynne replied, probably about 3 years ago.  He goes out to bid for us.

Chairman Saponaro asked, on the Alternative Tax Budget, is there a way we can get this in a situation where we don’t have to have a Special Meeting?  I am not saying this year.  How do we do this in the future where we don’t have to have Special Meetings?

Mr. Wynne replied, I would just have to make sure it’s done and prepared in time for this meeting.

Chairman Saponaro asked, are you waiting to receive something from the County in order for you to be able to prepare it?

Mr. Wynne replied, yes, which I have received.  You get a template that you have to submit.

Chairman Saponaro asked, they submit it in June?

Mr. Wynne replied, yes.

Chairman Saponaro stated, so you are running up against it by the time you even get it.

Mr. Wynne replied, yes.

Chairman Saponaro asked, they want it to be approved by July?

Mr. Wynne replied, yes.  Plus we have to have it advertised twice in the newspaper.

Chairman Saponaro asked, but it does not require three reads?

Mr. Wynne replied, no.  It just needs to be approved before July 15th.

Mrs. Betsa added, and Caucus is scheduled for July 11th due to July 4th falling on a Monday.

Chairman Saponaro asked, anyone else?

Ms. Wolgamuth replied, I just wanted to mention that the bids for the Civic Center signage and the sign at the corner, we are advertising this week.  The bid opening will be July 15th.  I will put it on the July 18th Council agenda.

Chairman Saponaro asked, anyone else?

There were no further matters.

There being no further matters, the meeting adjourned at 7:45 p.m.

Respectfully submitted,

Mary E. Betsa, CMC

Clerk of Council