Finance - March 21st 2016

MINUTES OF THE FINANCE COMMITTEE MEETING
Monday, March 21, 2016 – 7:30 p.m.
Main Conference Room – Mayfield Village Civic Center

The Finance Committee meeting was held on Monday, March 21, 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. Wynne, Chief Edelman, Mr. Thomas, Chief Carcioppolo, Mr. Metzung, Mr. Cappello, Mr. Esborn, Ms. Wolgamuth, and Mrs. Betsa

Approval of Minutes of Meeting of February 22, 2016

Mr. Williams, seconded by Mr. Marquardt, moved to approve the Minutes of the Meeting of February 22, 2016.

ROLL CALL:

Ayes: All
Nays: None

Motion Carried. Minutes of Meeting of February 22, 2016 Approved.

1. Discussion of a motion to authorize expenditure in an amount not to exceed $21,725 to The R.J. Platten Contracting Company to install an additional 810 sq. ft. of permeable pavers at The Grove.

Chairman Saponaro stated, this was the subject of a March 4th memo from Ms. Wolgamuth. Does anyone have any questions on this? There were none.

The Committee recommended Item #1 for approval.

2. Discussion of a motion to authorize expenditure in the amount of $8,000 to Rosenberg Advertising for marketing and promotion for 2016 Grove season.

Chairman Saponaro stated, this was again a memo from Ms. Wolgamuth of March 4th.  Are there any questions or comments?  There were none.

The Committee recommended Item #2 for approval.

3. Discussion of a motion to approve bid from APG Office Furnishings for Furniture, Fixtures and Equipment for the new Community Room and to authorize expenditure in the amount of $87,011.00.

Chairman Saponaro stated, this was in our Council packets. Thanks for putting this together Diane.  It sets forth what happened with the bid and the acceptance of the bid from APG.

Ms. Wolgamuth stated, we have to change the amount.  The Alternate #1 for the benches has to be rejected because they only bid one bench instead of two.  We will have to purchase those at a later date.  Alternate 2 is an area rug that is an option if Council wanted to approve that.  Otherwise, we could approve package 1 and 2 which is the office furniture and all the rest of the furnishings and then in April I could come back with the benches, potentially a different area rug if we want something less expensive and there was some concrete pieces of outdoor furniture that we talked about purchasing.  I can bring those up in April too.

Chairman Saponaro stated, $11,000 for a rug seems like a really special rug.

Ms. Wolgamuth replied, it seemed high to us too. It’s a very nice rug.  They are going to look for something else.  If we want package 1 and 2, the total amount is $75,375.

Chairman Saponaro stated, obviously Alternate #1 is rejected. I don’t recommend we approve Alternate #2 because of the price. We will amend this item to read:

Discussion of a motion to approve bid from APG Office Furnishings for Furniture, Fixtures and Equipment for the new Community Room and to authorize expenditure in the amount of $75,375.

Chairman Saponaro asked, any other discussion?  There was none.

The Committee recommended Item #3 for approval.

4. Discussion of a motion to authorize expenditure in the amount of $15,000 to OneCommunity for annual subscription fee.

The Committee recommended Item #4 for approval.

5. Discussion of a motion to authorize expenditure in the amount of $7,000 to OneCommunity for annual fiber ring maintenance fee.

The Committee recommended Item #5 for approval.

6. Discussion of a motion to authorize expenditure in an amount not to exceed $5,150 to Walter Drane for updating Codified Ordinances to 1-2016.

Chairman Saponaro asked, any discussion on this? 

Mrs. Betsa replied, today I received the adopting legislation accepting the amendments to the Codified Ordinances.  That will be on next month’s agenda for consideration by Council.

The Committee recommended Item #6 for approval.

7. Discussion of a motion to authorize expenditure in the amount of $7,370 to TMS Engineers, Inc. for SOM Center Road and Sandalwood Drive pedestrian crosswalk traffic signal conversion plans.

Chairman Saponaro asked, does this include the audible signals?

Mr. Cappello replied, this is just the conversion.  He said he would include the design of the audible signal in that price for Sandalwood and SOM.

Chairman Saponaro asked, any other discussion on this?  There was none.

The Committee recommended Item #7 for approval.

8. Discussion of a motion to accept recommendation of bid by Sal Chemical for sodium hypo chlorite and muriatic acid for Parkview Pool in an amount not to exceed $8,000.

Chairman Saponaro stated, Mr. Thomas gave us a memo on this on March 2nd.  Any questions on this?  There were none.

The Committee recommended Item #8 for approval.

9. Discussion of a motion to authorize expenditure in the amount of $6,676.21 to Southeastern Equipment for bellcrank (front lifting arm) for 621 case loader (emergency purchase – straw vote approved 3/4/16).

The Committee recommended Item #9 for approval.

10. Discussion of a motion to authorize expenditure in an amount not to exceed $12,000 to Walker Supply for fertilization program.

Chairman Saponaro stated, Mr. Metzung forwarded a memo explaining the program to us.  Are there any other questions on this?  There were none.

The Committee recommended Item #10 for approval.

11. Discussion of a motion to authorize expenditure in the amount of $7,599 to Klyn Nurseries for tree planting at various areas in the Village.

Chairman Saponaro stated, this is something discussed by Mr. Metzung.  We also received an e-mail on it.

Mr. Metzung stated, we only received one quote.  The one supplier did not want to supply it and the other one could only supply a portion of it.  Klyn is a good company.

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

The Committee recommended Item #11 for approval.

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

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

The Committee recommended Item #12 for approval.

13. Discussion of the First Reading of Ordinance No. 2016-06, entitled, “An Emergency Ordinance authorizing an agreement with Metlife as and for an employee AD&D and life insurance program.” Introduced by Mayor Bodnar and Council as a Whole.

Chairman Saponaro asked, any questions on this?

Mr. Wynne asked that Council consider for passage this evening.  Our current contract expires at the end of this month.  There’s no change in the terms or pricing.

The Committee recommended Item #13 for approval.

14. Discussion of the First Reading of Ordinance No. 2016-07, entitled, “An Emergency Ordinance establishing the Parkview Recreation Complex Wages for the 2016 season.”  Introduced by Mayor Bodnar and Council as a Whole.

Chairman Saponaro asked, any questions or comments on this?

Mr. Thomas replied, I would like to have this considered for passage this evening so I can send out agreements.  There has been no change.

The Committee recommended Item #14 for approval.

15. Discussion of the First Reading of Ordinance No. 2016-08, entitled, “An Emergency Ordinance creating certain positions and compensation related thereto for the Village’s 2016 summer camp program.”  Introduced by Mayor Bodnar and Council as a Whole.

Chairman Saponaro asked, do you want this passed as well?

Mr. Thomas replied, yes.

Chairman Saponaro asked, does anyone have any questions or comments? There were none.

The Committee recommended Item #15 for approval.

16. Discussion of the Third Reading of Ordinance No. 2016-03, entitled, “An Emergency Ordinance appropriating funds for current expenses and expenditures for 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.

Chairman Saponaro stated, this is the budget.  Does anyone have any questions on this?  There were none.

The Committee recommended Item #16 for approval.

17. Discussion of Resolution No. 2016-09, 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.

Chairman Saponaro stated, this has been modified from $21,710,000 to $21,635,000.  The two changes are the Ballfield Construction Fund which went from $175,000 to $10,000 and the Community Room Fund that went from $100,000 to $140,000.  Are there any questions or concerns?

The Committee recommended Item #17 for approval.

18. Discussion of Resolution No. 2016-10, entitled, “An emergency resolution authorizing the donation of certain Community Room property to Habitat for Humanity or other non-profit organization.”  Introduced by Mayor Bodnar and Council as a Whole.

Ms. Wolgamuth stated, the old Community Room is on schedule to be demolished pretty much on May 1st.  The last use in that room is the weekend of April 15th.  Doug and Donna Heath and I went through the old Community Room looking at all of the materials and things we have in there.  Many of the things will be put in a POD that will then be transferred to the new building. There are some items that we will bring over here and use in the basement. This remaining list of items are things we don’t have any use for.  Most of them are pretty old.  Doug and I thought maybe Habitat for Humanity might be interested in coming and taking some items.  They might also take some of the old light fixtures and things that are attached.  In order to do that, this resolution must be passed by Council.

Chairman Saponaro asked, are there any questions or comments?

Mr. Jerome replied, we don’t need to do any specifics on that.  Is that what this is preventing?

Ms. Wolgamuth replied, it has specifics.  Mark put in other miscellaneous small items.

The Committee recommended Item #18 for approval.

Chairman Saponaro stated, we are amending the agenda to add the following item:

19. Discussion of Resolution No. 2016-11, entitled, “An emergency resolution authorizing the Village to enter into an Agreement with the State of Ohio to pay 100% of the additional work requested by the Village and in excess of ODOT’s payment of the required resurfacing from curb to curb costs.”

Mr. Cappello stated, back in November, we passed Resolution 2015-14 authorizing us to put money towards the items the Village wanted in addition to what ODOT was willing to pay 100% for which was additional slab repair after they grind the road and also curb repair.  They sent us a contract but the number was not what they originally told us so they redid it and the due date now is April 4th.  If we can pass this in title tonight, that would be great.  We would receive a corrected contract and have everything in order.

Chairman Saponaro stated, and there is a cooperation statement that says that the entire cost and expense of this improvement will be provided by the department, meaning the Department of Transportation.  No financial participation will be required with the local public agency, which is Mayfield Village.  Mayfield Village agrees to pay 100% of the cost of those features requested by Mayfield Village which are determined by the State and Federal Highway Administration to be unnecessary for the project.  Anything we are doing is above, which we have estimated at $77,000?

Mr. Cappello replied, ODOT is responsible to resurface from face of curb to face of curb. Their standard practice is come in, grind the old asphalt off, do some partial depth repairs if they are bad.  They won’t fix any curb.  They don’t go above and beyond what we have done on our streets that we feel prolongs the life of the job.  They will pay for the grinding, resurfacing and partial depth repairs.  Anything else we want which is curb repair and some additional base repair, that’s what the escrow funds and $77,000 are for. We might not use that. It’s a contingency. 

Mr. Metzung stated, the contingency they are asking for is higher.

Mr. Cappello replied, it was.  But we adjusted our quantities, so it is back to below what we passed in November.

Mr. Jerome asked, how is it set up?  You do the engineering or they do it?

Mr. Cappello replied, it’s an ODOT-let project.  What will happen is they will contact us when they do the work.  If there is additional curb we want repaired or base repair, we mark it, as long as we keep it under our number.

Mr. Jerome asked, they will figure that out and send us a bill?

Mr. Cappello replied, correct.  Based on the quantity we allow. We will not go over the amount.

Chairman Saponaro asked, does anyone else have any questions?  This item will be added to the Council agenda this evening for consideration.

The Committee recommended Item #19 for approval.

ANY OTHER MATTERS

Chairman Saponaro asked, are there any other matters? 

Chief Edelman stated, I will not be at Caucus next month.  I will have a couple of items for the agenda.  I plan to send all of you a detailed e-mail with a description of each item. Lieutenant Jablonski will be here to present.  I will ask some of the department heads to help out with explanations.  I would ask if anyone has any questions or concerns, please call me. I would be more than happy to answer their questions. 

Chairman Saponaro asked, you will be at the Council meeting in April?

Chief Edelman replied, I will.

Chairman Saponaro asked, anyone else?  There were no further matters.

There being no further matters, the meeting adjourned at 8:00 p.m.

Respectfully submitted,

Mary E. Betsa, Clerk of Council