Finance: April 17th 2017

MINUTES OF THE FINANCE COMMITTEE MEETING
Monday, April 17, 2017 – 7:30 p.m.
Main Conference Room – Mayfield Village Civic Center

The Finance Committee meeting was held on Monday, April 17, 2017 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. Marquardt

Also Present: Mayor Bodnar, Mr. Jerome, Mr. Marrie, Mr. Wynne, Mr. Diemert, Mr. Metzung, Chief Edelman, Mr. Marrelli, Mr. McAvinew, Asst. Fire Chief Girbino, Mr. Cappello, Ms. Wolgamuth, and Mrs. Betsa

Absent: Mr. Williams and Mrs. Mills

Approval of Minutes of Meeting of March 20, 2017

Mr. Marquardt, seconded by Chairman Saponaro, moved to approve the Minutes of the Meeting of March 20, 2017.

ROLL CALL:

Ayes: All
Nays: None

Motion Carried. Minutes Approved.

1. Discussion of the Second Reading of Ordinance No. 2017-14, entitled, “An Emergency Ordinance pertaining to the wages, benefits and other terms and conditions of employment for employees of Mayfield Village, Ohio for the calendar years 2017-2019, repealing all ordinances inconsistent herewith.”  Introduced by Mayor Bodnar and Council as a Whole. (First Reading – 3/20/17) (Administration)

Chairman Saponaro stated, we will not have a quorum this evening in order to pass this.  I don’t know if we have any other discussion items, but I would rather leave it on for our May 15th Finance Committee agenda.

The Committee deferred Item #1.

2. Discussion of the Second Reading of Ordinance No. 2017-15, entitled, “An Ordinance amending Chapter 153 of the Codified Ordinances of Mayfield Village, Ohio pertaining to employment provisions, repealing such ordinances as are inconsistent herewith and declaring an emergency.”  Introduced by Mayor Bodnar and Council as a Whole. (First Reading – 3/20/17)  (Administration)

Chairman Saponaro stated this will also be deferred.

The Committee deferred Item #2.

3. Discussion of the Second Reading of Ordinance No. 2017-16, entitled, “An Emergency Ordinance ratifying the collective bargaining agreement between the International Association of Firefighters, Local 2619, and Mayfield Village, Ohio.” Introduced by Mayor Bodnar and Council as a Whole. (First Reading – 3/20/17) (Administration)

Chairman Saponaro stated this will also be deferred.

The Committee deferred Item #3.

4. Discussion of the Second Reading of Ordinance No. 2017-17, entitled, “An Emergency Ordinance ratifying the collective bargaining agreement between the Fraternal Order of Police, Lodge #57, and Mayfield Village, Ohio.” Introduced by Mayor Bodnar and Council as a Whole.  (First Reading – 3/20/17) (Administration)

Chairman Saponaro stated this will also be deferred.

The Committee deferred Item #4.

Chairman Saponaro stated, if anyone would like to discuss the above items, feel free to jump in.  We are deferring these items based on the fact that we do not have enough members of Council that will be present to suspend the rules in order to pass.   

There were no further comments.

5. Discussion of a motion to authorize expenditure in the amount of $9,999.44 to Belson Outdoors for concrete furnishings for Community Room patios.  (Administration)

Chairman Saponaro stated this was discussed at our Caucus.  We were provided information.  Are there any other questions or comments anyone has?

There were none.

The Committee recommended Item #5 for approval.

6. Discussion of a motion to acknowledge receipt of financial reports for March 2017 and to approve of same as submitted. (Finance Department)

Chairman Saponaro asked, any questions regarding this?

There was none.

The Committee recommended Item #6 for approval.

7. Discussion of a motion to authorize acceptance of bid in the amount of $1,375.03 from Mike Buzzard for 2003 Crown Victoria, VIN 2FAFP71W13X181719 pending further review and approval by the Finance Director.  (Finance Department)

Mr. Wynne stated, the reason I put that language in is the price seemed low compared to the condition of the car and the mileage on the vehicle.  I want to do some research on this.

Chairman Saponaro asked, do you want us to defer action on this?

Mr. Wynne replied, I would like you to approve it provided the research I do says the price is good and I can’t do better.

Mr. Marquardt asked, where did this number come from, .03?

Chairman Saponaro stated, that is kind of bizarre.

The Committee recommended Item #7 for approval.

8. Discussion of a motion to authorize expenditure in the amount of $12,290 to Best Technology Systems, Inc. for range cleaning.  (Police Department)

Chairman Saponaro asked, any other questions on this?

Mr. Marquardt stated, it should say “shooting” range.

The Committee recommended Item #8 for approval.

9. Discussion of a motion to authorize acceptance of bid from Kimble in the amount of $1,055,504.25 for automated solid waste and recycling services.

Mr. Metzung stated, this is not the number we want to use.  What we want to use are the numbers in the bid packet.  The bid sheets came with the amount per home to be picked up.  In the first year it is going to be $9.92 for solid waste to be picked up and then you have a disposal cost of $43.85 per ton to dispose of it.  Those two numbers would go together.

Chairman Saponaro asked, don’t you want to do it as one number?  That’s what this is, $1,055,504.25.

Mr. Metzung replied, those are based on historical.  If rubbish goes up, the cost goes up, but if the amount of rubbish goes down, the cost goes down.  It’s based on disposal costs in tons.

Chairman Saponaro stated, that you have to dispose and how many times you have to collect.

Mr. Marquardt asked, what do you have to support to back it up?  You have to have a number.

Mr. Metzung replied, I don’t really have to have a number. Can’t you just have an agreement with Kimble per household and per ton?  There are other numbers involved too for dumpsters and things of that nature.

Mr. Wynne stated, the existing contract had fixed pricing per household.

Mr. Metzung replied, right.  But we did not do that this time.  Last time it was broken down.  It didn’t matter how much trash.  It was that number.  Solid Waste says this is a better way to do it.  That’s how it was done.

Chairman Saponaro asked, do we want to give an amount not to exceed?

Mr. Marquardt stated, I would think we would have to do something.

Chairman Saponaro asked, even if we say, $1,055,000, just so we have an amount not to exceed?

Mr. Wynne stated, the bid was for five years.  Each year is priced per household.

Mr. Metzung added, and then per ton also.

Mr. Wynne stated, I would think a motion would have to detail the price per year.

Chairman Saponaro stated, we are going to have to say, acceptance of bid from Kimble as follows:  Year 1 - $9.92 collection price per unit per month; disposal at $43.85 disposal price per ton; total cost household per month $13.80 per month.  I don’t know.  Tell me how we can do this.

Mr. Marquardt asked, reference the sheet?

Chairman Saponaro stated, we have to have some numbers in there.

Mr. Marquardt stated, reference the sheet with the numbers that are on it.

Chairman Saponaro stated, that’s what is so confusing.  If we use this number – your concern is if we go above that number.  Is that what your concern is?

Mr. Metzung replied, yes.

Chairman Saponaro stated, I would say let’s use the number and if we go above it, we will have to address it.

Mr. Diemert stated, that would be in year 5?

Mr. Wynne replied, yes.

Chairman Saponaro asked, is that a problem?

Mr. Diemert stated, unless they want a contract for five years that covers all of the money right now.

Mr. Metzung stated, their contract is for so much a house, so much a ton.

Chairman Saponaro stated, we could approve up to $1,055,504.25 and then if it goes above that –

Mr. Marrie stated, Joe, for a figure, what you said before made sense.

Mr. Metzung stated, I don’t need this tonight.  I talked to them.  Why don’t we just hold and defer it?

Mr. Diemert asked, why don’t we take the sheet and put it into an Ordinance for the next meeting that everyone can live with?  It’s a good amount of money.

Chairman Saponaro stated, we have to make sure we say the annual costs are estimated on previous years.  They are based on the bid, so it could be above that.  How do we do that, Joe?

Mr. Diemert replied, we will do the gross sum with an estimated amount per year that can be adjusted by approval.

Chairman Saponaro stated, perfect.  That works.  Okay?

Mr. Wynne asked, Doug, is there a fuel price adjustment like the current contract?

Mr. Metzung replied, that’s out altogether.  Half the vendors use natural gas.  We just said, we are not going there.

Mr. Wynne asked, so that won’t change the pricing at all if the price of diesel goes up?

Mr. Metzung replied, no.

The Committee deferred Item #9.

10. Discussion of a motion to authorize expenditure in the amount of $16,101.66 to Dude Solutions for tracking software with GIS. (Service Department)

Chairman Saponaro asked, any other discussion items on this?

There were none.

The Committee recommended Item #10 for approval.

11. Discussion of a motion to authorize expenditure in the amount of $8886.62 to Walker Supply for fertilizer for sports fields. (Service Department)

Chairman Saponaro asked, any other discussion?

There was none.

The Committee recommended Item #11 for approval.

12. Discussion of a motion to authorize expenditure in the amount of $14,244 to EcoLawn, Inc. for fertilization and weed/insect control of Village properties. (Service Department)

Chairman Saponaro asked, anything additional?

There was none.

The Committee recommended Item #12 for approval.

13. Discussion of a motion to authorize expenditure in the amount of $13,245 to Leff Electric Co. for conversion to LED lighting at the Service and Fire Departments. (Service Department)

The Committee recommended Item #13 for approval.

14. Discussion of the First Reading of Ordinance No. 2017-19, entitled, “An Emergency Ordinance authorizing and directing the Mayor to file an application with the Ohio Department of Natural Resources for financial assistance with public recreation areas through the State of Ohio Natureworks Grant Program.”  Introduced by Mayor Bodnar and Council as a Whole.  (Administration)

Chairman Saponaro asked, this is for the trailhead?

Ms. Wolgamuth replied, next to the Fire Station.  The application is due May 1st.

Chairman Saponaro stated, we can’t suspend this to pass it this evening.

Mr. Metzung asked, do they need an Ordinance, or do they need a Resolution?

Mr. Diemert stated, we are not spending any money.  You are only making an application.  Why don’t we just do it by motion authorizing it?

Chairman Saponaro stated, so it is not going to be an Ordinance. Would it be a Resolution?

Mr. Diemert stated, do you want to leave it with a number and just make it a Resolution?

Ms. Wolgamuth asked, can we do that?

Chairman Saponaro asked, do you have a number, Mary Beth?

Mrs. Betsa replied, Resolution 2017-05.

Chairman Saponaro stated, this will be amended to:  Discussion of Resolution No. 2017-05.

Mr. Diemert stated, we will change the caption and take out emergency because that’s not necessary.

Chairman Saponaro stated, it will read as follows:

  • Discussion of Resolution No. 2017-05, entitled, “A Resolution authorizing and directing the Mayor to file an application with the Ohio Department of Natural Resources for financial assistance with public recreation areas through the State of Ohio Natureworks Grant Program.”  Introduced by Mayor Bodnar and Council as a Whole.  (Administration)

Chairman Saponaro stated, for discussion, this is regarding the trailhead.

Mr. Diemert stated, there will be no suspension needed.

Chairman Saponaro asked, are there discussion points on this?

There were none.

The Committee recommended Item #14 for approval.

15. Discussion of Resolution No. 2017-04, 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 2017-2018 season (018-18).”  Introduced by Mayor Bodnar and Council as a Whole.

Mrs. Betsa stated, this must also pass this evening.

The Committee recommended Item #15 for approval.

ANY OTHER MATTERS

Chairman Saponaro asked, are there any other matters that need to come before the Finance Committee at this time?

There were no further matters to discuss.

There being no further matters, the meeting adjourned at 7:47 p.m.