Finance - September 19th 2016

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

The Finance Committee meeting was held on Monday, September 19, 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 and Mr. Williams

Also Present: Mayor Bodnar, Mrs. Mills, Mr. Marrie, Mr. Jerome, Mr. Wynne, Mr. Diemert, Chief Edelman, Mr. Thomas, Mr. Marrelli, Chief Carcioppolo, Mr. Metzung, Mr. Cappello, Ms. Wolgamuth, and Mrs. Betsa

Absent: Mr. Marquardt

Approval of Minutes of Meeting of August 15, 2016

Mr. Williams, seconded by Mr. Saponaro, moved to approve the Minutes of the Meeting of August 15, 2016.

ROLL CALL:

Ayes: All
Nays: None

Motion Carried. Minutes of Meeting of August 15th, 2016 Approved.

1. Discussion of a motion to authorize change order and additional expenditure in the amount of $13,300 to Akers Identity, LLC for upgrade of LED sign to 6 millimeter.  ($56,500 initially authorized 8/15/16 – total expenditure with change order - $69,800).

Chairman Saponaro asked, did anyone have any questions on why we moved from the 10 to the 6?

Ms. Wolgamuth stated, no, but I did get some clarification to the questions we had.  The sign company said, yes, the 6 millimeter would be much better in the dark in a storm.  I asked about life expectancy and they said typically 7 to 14 years, but this particular screen has a 7-year warranty which I did not realize, so that’s good.  That’s actually a better warranty than any of the other bidders.  He said kind of like a television, it may at some point, like a module, will wear out and need to be replaced, but they will replace it under that warranty.

Chairman Saponaro asked, would it also depend on how we house it, how we get it sealed and other things?  Are they doing installation?

Ms. Wolgamuth replied, they are doing the installation.

Mr. Marrelli stated, if it rains, snows, you name it, there won’t be a problem.

The Committee recommended Item #1 for approval.

2. Discussion of a motion to authorize additional expenditure to Showtime Sound Company in the amount of $1,475.00 for additional equipment rental and sound technicians for The Grove 2016 Season.  ($9,350 previously approved by Council on June 20, 2016).

Chairman Saponaro asked, any additional discussion on this item?

There was none.

The Committee recommended Item #2 for approval.

3. Discussion of a motion to authorize expenditure in an amount not to exceed $8,000 for Volunteer Appreciation Event.

Chairman Saponaro asked, any updates as of yet?

Ms. Wolgamuth replied, no.  We still expect to keep it under that budget.  Depending on the RSVP’s, we may add a tent that goes out over one of the patios.  Even with that rental, I think it will still be under this budget.

The Committee recommended Item #3 for approval.

4. Discussion of a motion to reject all bids submitted on July 15, 2016 for the Traffic Signal Improvements - SOM Center Road and Sandalwood Road, SOM Center Road and Wilson Mills Road and SOM Center Road and Aintree Park Drive project.

Chairman Saponaro asked, any discussion?

There was none.

The Committee recommended Item #4 for approval.

5. Discussion of a motion to authorize acceptance of bid from Signal Service Company and to authorize expenditure in the amount of $89,349.10 to Signal Service Company for the Traffic Signal Improvements - SOM Center Road and Sandalwood Road, SOM Center Road and Wilson Mills Road and SOM Center Road and Aintree Park Drive project. (Bid re-opening – August 26, 2016).

Chairman Saponaro asked, any discussion?

There was none.

The Committee recommended Item #5 for approval.

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

Chairman Saponaro asked, any discussion?

There was none.

The Committee recommended Item #6 for approval.

7. Discussion of a motion to extend the TIF for Progressive for property tax year 2016.

Chairman Saponaro asked, any discussion?

There was none.

The Committee recommended Item #7 for approval.

8. Discussion of a motion to extend the TIF for Governor’s Village for property tax year 2016.

Chairman Saponaro asked, any discussion?

There was none.

The Committee recommended Item #8 for approval

9. Discussion of a motion to extend the TIF for Skoda Minotti properties for property tax year 2016.

Chairman Saponaro asked, any discussion?

There was none.

The Committee recommended Item #9 for approval.

10. Discussion of a motion to extend the TIF for Heinen’s for property tax year 2016.

Chairman Saponaro asked, any discussion?

There was none.

The Committee recommended Item #10 for approval.

11. Discussion of a motion to extend the TIF for 700 Beta Drive for property tax year 2016.

Chairman Saponaro asked, any discussion?

There was none.

The Committee recommended Item #11 for approval.

12. Discussion of a motion to reject all bids submitted on August 19, 2016 for the Parkview Pool Filter/Heater Room Addition.

The Committee recommended Item #12 for approval.

13. Discussion of a motion to reject all bids submitted on September 16, 2016 for the Parkview Pool Filter/Heater Room Addition.

Chairman Saponaro asked, discussion?  What happened?

Mr. Thomas replied, Diane prepared a memo on this.  The bottom line is we were trying to save money on Phase 1 which was just strictly the heater building, with prevailing wage.  It was just too close as far as that.  We are recommending putting the whole project together and obviously we are going to have to do prevailing wage at that time.  We budgeted approximately $327,000.  We feel very confident we are going to come under that.

The Committee recommended Item #13 for approval.

14. Discussion of a motion to authorize expenditure in the amount of $5,563 to PM Graphics for Fall/Winter Community Rec Brochure.

Chairman Saponaro asked, discussion?

There was none.

The Committee recommended Item #14 for approval.

15. Discussion of a motion to go out to bid for the sale of police vehicles.

Chairman Saponaro asked, any discussion?

There was none.

The Committee recommended Item #15 for approval.

16. Discussion of a motion to declare 1997 Case 621B wheel loader surplus and to offer as trade-in to Murphy Tractor & Equipment Company for $25,500.

Chairman Saponaro asked, any discussion?

There was none.

The Committee recommended Item #16 for approval.

17. Discussion of a motion to authorize expenditure in the amount of $153,537 to Murphy Tractor & Equipment Company for purchase of a new wheel loader.

Chairman Saponaro asked, any discussion?

There was none.

The Committee recommended Item #17 for approval.

18. Discussion of the First Reading of Ordinance No. 2016-22, entitled, “An Emergency Ordinance authorizing and directing the Mayor and President of Council to enter into a Grant Agreement with the Ohio Development Services Agency for financial assistance through the Local Government Safety Capital Grant Program.” Introduced by Mayor Bodnar and Council as a Whole.

Chairman Saponaro asked, any discussion?

Chief Edelman stated, this is the dispatch improvement.

Chairman Saponaro asked, this is the dispatch we discussed at the last meeting.  Does anyone have any questions, comments, concerns?  Is this something we need to leave on First Read and have it go through three readings, or is it something that needs to be approved?

Chief Edelman replied, first read is fine with me.  Ron?

Mr. Wynne replied, it needs to be approved.  We have been going back and forth on this for a while.  Not here.  They want the agreement signed and back to them.

The Committee recommended Item #18 for approval.

19. Discussion of the First Reading of Ordinance No. 2016-23, entitled, “An Emergency Ordinance authorizing and directing the Mayor to enter into a Partnership Agreement among the communities of the Euclid Creek Watershed Council in accordance with the Memorandum of Understanding between the Cuyahoga Soil and Water Conservation District and the Euclid Creek Watershed Council.” Introduced by Mayor Bodnar and Council as a Whole.

Chairman Saponaro asked, any further discussion on this?  It was discussed at length at our last meeting.  Should we leave this on First Read?

Mr. Metzung replied, sure.  It doesn’t begin until the first of the year.

The Committee recommended Item #19 for approval.

20. Discussion of Resolution No. 2016-18, entitled, “A Resolution authorizing the Mayor to seek financial assistance from the State Issue I Infrastructure Bond Program for funding of Phase II of the sewer project on Thornapple, Robley and a portion of Wilson Mills Road and declaring an emergency.”  Introduced by Mayor Bodnar and Council as a Whole.

Chairman Saponaro asked, any discussion on this?

Mr. Wynne stated, I just wanted to update you on the numbers we are submitting.  The total cost of the project is estimated to be $3.8 million.  We are putting in the sanitary sewer lines for 63 homes, replacing the waterlines on Thornapple and Robley and replacing the stormwater sewers on Thornapple and adding supplemental stormwater lines on Robley.  There are 50 homes involved with the project on Thornapple and Robley.  Of those 50, when Doug and Tom did a survey of various areas of the Village for flooding problems, 36% of those 50 homes responded that they had flooding problems at one point in time or another.  That’s why we decided to include the stormwater replacement.  Of that $3.8 million, we are paying $2.8 million of it and applying for $1 million in funding - $350,000 in grant and a $650,000 interest free loan which will be paid back by the assessments to the homeowners involved with the sewer project.

Chairman Saponaro asked, does anyone have any questions?

Mrs. Mills asked what would happen to the roadbed on Wilson Mills, would they tear up that part too?

Mr. Wynne replied, Wilson Mills is included in the project for road and sewer.

Mr. Cappello stated, just the sanitary.

Mr. Wynne continued, Wilson Mills is the sanitary sewer and then the road paving, but that’s all.

Mr. Metzung stated, only the road paving that would be disrupted by the sewer project.

Chairman Saponaro asked, do they already have water, the hook up there?

Mr. Cappello replied, we weren’t going to replace the water.

Chairman Saponaro asked, does that answer your question?

Mrs. Mills replied, yes.

Mr. Marrie asked, compared to the Eastgate/Meadowood, what was that?  Was it over $3 million?

Mr. Cappello replied, it didn’t come in that high.

Mr. Marrie stated, that’s okay.  That’s close enough.  I was just trying to run a comparison.

Mr. Wynne stated, the total cost for this project of $3.8 million, the total cost estimated when we applied for the money.

Mr. Cappello stated, I remember construction was $2.3 million.  That was just construction, not engineering or observation.

Mr. Wynne stated, I can give you those numbers.

Mr. Marrie stated, I was just curious.  Thank you.

Mr. Wynne stated, about $400,000-500,000 of this is for the storm sewer that was not in the other project.

Mr. Marrie stated, that accounts for part of it.

Mr. Wynne stated, yes, that’s a chunk of it.

Mr. Marrie stated, okay. Thanks.

Chairman Saponaro asked, any other questions?

There were none.

The Committee recommended Item #20 for approval.

21. Resolution No. 2016-19, entitled, “A Resolution accepting the amounts and rates as determined by the Budget Commission and authorizing the necessary tax levies and certifying them to the County Fiscal Officer.”  Introduced by Mayor Bodnar and Council as a Whole.

Chairman Saponaro asked, anything additional or discussion on this?

There was none.

The Committee recommended Item #21 for approval.

22. Discussion of a motion to authorize expenditure in the amount of $5,600 to Green Vision for grinding of wood waste.

Mr. Metzung reported, this is a yearly item that we do.  We collect the wood and have the grinder come in and grind it.  This year we are asking the grinder to come back and run it through a second time.  Typically this is under the Mayor’s spending limit so you do not necessarily see this.  We are asking to grind it again this year because the arborist wants to use it for our trees.  The last several years we have actually had them grind it and take it with them because we have had an overabundance.  Now we need it again. That’s why I am coming to Council at this late date to ask that this be passed.

Chairman Saponaro asked, does anyone have any questions?

Mr. Jerome asked, what are the other options?

Mr. Metzung replied, typically we grind it.  This time he said if we can regrind it, fine. I can use it instead of going out and buying more.

Mr. Wynne asked, did we get any other quotes since it is over $5,000?

Mr. Metzung replied no, I didn’t.  This guy has always been the cheapest.  There is Sagamore, but they were over $5,000 last time just to come and grind it once.

Mr. Jerome asked, they don’t do it themselves, they have to hire someone?

Mr. Metzung replied, everyone does it, like Highland Heights and Mayfield Heights grind their stuff at the curb.  They bought a chipper years ago and they just grind it as they go.  We are not fans of that because now you have to handle each and every piece of wood that you get.  Now we just grab it with a front loader, throw it in a dump truck, bring it back here and someone comes in and grinds it up.

Mr. Jerome stated, that’s quicker.

Mr. Metzung replied, yes, and a lot less handling.

Chairman Saponaro asked, any other questions?

There were none.

The Committee recommended Item #22 for approval.

ANY OTHER MATTERS

Chairman Saponaro asked, any other matters?

Ms. Wolgamuth stated, I wanted to give you an update on the County Supplemental Grant program.  This is the $50,000 grant that we want to seek for the band shell.  The application is due December 23rd which is later than we expected.  There is a requirement for a public meeting and a Resolution of Council.  We will be scheduling that in November and then asking for the Resolution in November.

Chairman Saponaro stated, excellent.  Very good.  Anybody else?

There were no further matters.

There being no further matters, the meeting adjourned at 7:50 p.m.