Finance - May 16th 2016

MINUTES OF THE FINANCE COMMITTEE MEETING
Monday, May 16, 2016 – 7:30 p.m.
Main Conference Room – Mayfield Village Civic Center

The Finance Committee meeting was held on Monday, May 16, 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, Chief Carcioppolo, Mr. Metzung, Mr. Cappello, Mr. Diemert, Mr. Esborn, Ms. Wolgamuth, and Mrs. Betsa

Mr. Williams, seconded by Mr. Marquardt, moved to approve the Minutes of the Meeting of April 18, 2016.

ROLL CALL:

Ayes: All
Nays: None

Motion Carried. Minutes of Meeting of April 18, 2016 Approved.

1. Discussion of the Second 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).

Chairman Saponaro stated, we are going to defer this.  Walter, Drane is preparing the corrected replacement pages. We can go ahead and recommend the payment for it, but we will be receiving corrected replacement pages.

Mrs. Betsa stated, the expenditure was already approved.

Chairman Saponaro asked, this is just approving the replacement pages?

Mrs. Betsa replied, yes.

Chairman Saponaro stated, we need to defer this item.

The Committee deferred Item #1 for approval.

2. Discussion of a motion to add $1,241.82 representing change order to the previously approved expenditure of $75,375.00 to APG Furnishings for two benches for the new Community Room.

Chairman Saponaro stated, everyone received the original $75,375. There was this change order.

The Committee recommended Item #2 for approval.

3. Discussion of a motion to approve an expenditure in the amount of $10,576.90 to Teak Warehouse for six concrete chairs with outdoor cushions and one concrete coffee table for the new Community Room.

Chairman Saponaro stated, we were provided with the information.

The Committee recommended Item #3 for approval.

4. Discussion of a motion to approve an expenditure in the amount of $2,361.97 to Atlas Carpet Mills for a 10’ x 14’ area rug with stain treatment for the new Community Room.

The Committee recommended Item #4 for approval.

5. Discussion of a motion to approve expenditure in an amount not to exceed $75,000 to Seitz Builders representing additional contingency funds for the Mayfield Village Community Building (change order – straw vote approved 5/2/16).

The Committee recommended Item #5 for approval.

6. Discussion of a motion to authorize expenditure in the amount of $5,000 to City of Mayfield Heights for funding of the Hillcrest Technical Rescue Team (HTRT) and Hillcrest Mobile Air Unit (HMAU).

Chairman Saponaro stated, this has also been explained and discussed.  Any questions? There were none.

The Committee recommended Item #6 for approval.

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

Chairman Saponaro stated, I do have a couple questions, Ron.  I know that we have places to put remarks.  As I go through some of the different categories, and I will go through this with you more particularly, but I would like to see if it is a retainer situation in that type of project.  So just a little more detail on that. The other thing was, not everything that is over the spending limit goes through Finance to get approved.  So I just wanted to understand that because that was a question that came out.  Especially the Cuyahoga County Treasurer when it deals with medical, dental and that kind of stuff.  Can you just give us an explanation so we have it for the record?  Like for example,-

Mr. Wynne asked, give an explanation of where?

Chairman Saponaro replied, Service Department, Cuyahoga County Treasurer.  There’s a check for over $25,000 and why that wouldn’t go in front of us in terms of on a monthly basis to get approved.  Can you just explain why?

Mr. Wynne replied, yes.  It’s the Cuyahoga County Treasurer that we make our monthly payments for hospitalization coverage in the County Regional Plan which Council approved at the beginning of the year for the whole year.

Chairman Saponaro stated, right.  So the way that we approve certain expenditures is done in a way that it is broken up over the year?  I want it for the record because two people have asked me this question, so that’s why I’m asking it.  There’s going to be certain expenditures on here that are over the $25,000 spending limit but the reason why they don’t go before Council every month is because why?

Mr. Wynne replied, Council’s already approved them.

Chairman Saponaro stated, I know the answer. I want it for the record, that’s all I’m saying. Council’s already approved it, how did we approve it?

Mr. Wynne replied, you approved back in ’14 the three year renewal in the Cuyahoga County Regional Health Plan.

Chairman Saponaro stated, okay.  So just for the record, although it’s over the spending limit, it’s already been approved because it’s been approved per contract and that contract specifically for medical for example goes through 2016.  It was the original contract, correct?

Mr. Wynne replied, correct.

Chairman Saponaro stated, okay. I just wanted to put that on the record.

Mr. Wynne stated, tell them to call me.

The Committee recommended Item #7 for approval.

8. Discussion of the First Reading of Ordinance No. 2016-12, entitled, “An Emergency Ordinance authorizing and directing the Mayor and Village Council to approve the bid submitted by Hastings Air Energy Control, Inc. for the installation of the diesel exhaust ventilation system at the Mayfield Village Fire Station.” Introduced by Mayor Bodnar and Council as a Whole.    (Straw Vote Approved – 4-26-16)

Chairman Saponaro stated, this has been discussed.  Any questions on this?  There were none.

The Committee recommended Item #8 for approval.

9. Discussion of the First Reading of Ordinance No. 2016-13, entitled, “An Emergency Ordinance authorizing and directing the Mayor and President of Council to enter into an Agreement for the addition of a new pool heater room with Meld Architects, Inc.” Introduced by Mayor Bodnar and Council as a Whole.

Chairman Saponaro stated, this has been discussed.  Any questions on this?  There were none.

The Committee recommended Item #9 for approval.

10. Discussion of the First Reading of Ordinance No. 2016-14, entitled, “An Emergency Ordinance authorizing and directing the Mayor and President of Council to enter into an Economic Development Incentive Grant Agreement between the Mayfield Community Improvement Corporation, Mayfield Village, Ohio, and Wireless Environment, LLC.” Introduced by Mayor Bodnar and Council as a Whole.

Chairman Saponaro stated, again, this has been discussed and we had gentlemen come to our last meeting as well.  Any comments or questions on this?  There were none.

The Committee recommended Item #10 for approval.

11. Discussion of Resolution No. 2016-13, entitled, “An Emergency Resolution authorizing entering into a Purchasing Participation Agreement with the Ohio Department of Transportation for the purchase of sodium chloride (rock salt) for the 2016-2017 season.”  Introduced by Mayor Bodnar and Council as a Whole.

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

Mr. Metzung stated, I just wanted to say that this, as is typical, shows up, and it’s a little less than a two-week turnaround.  That’s why you didn’t see it earlier in the month.  They only give you until, I forget what day, Mary Beth, but it’s like, tomorrow.

Mrs. Betsa replied, next week.

Mr. Metzung continued, to have this approved and sent back.  This is just acknowledging our participation. In other words, we are putting in an order for 1,800 tons of salt.  By doing this we are saying we are into the program so no matter what the bid price comes back, we are accepting that, but we will at that time come back to Council, have that approved, but once we approve this, we have approved purchasing the salt.

Chairman Saponaro stated, okay, any other questions or comments?

Mr. Wynne asked, do we have any summer purchase requirements?

Mr. Metzung replied, we are not purchasing any summer this year so that saves us quite a bit from what was purchased last year.  And we have only put in for 1,800 tons for the winter and we typically do 2,500, so, we are going to live off of last year’s for a little bit.

The Committee recommended Item #11 for approval.

ANY OTHER MATTERS

Chairman Saponaro asked, any other matters?

There were no further matters. 

There being no further matters, the meeting adjourned at 7:40 p.m.

Respectfully submitted,

Mary E. Betsa, CMC

Clerk of Council