Finance: August 21st 2017

MINUTES OF THE FINANCE COMMITTEE MEETING
Monday, August 21, 2017 – 7:30 p.m.
Main Conference Room – Mayfield Village Civic Center

The Finance Committee meeting was held on Monday, August 21, 2017, in the Main Conference Room at the Mayfield Village Civic Center.  Vice-Chairman Marquardt called the meeting to order at 7:30 p.m.

Present: Mr. Marquardt, Mr. Williams, and Mrs. Mills

Also Present: Mayor Bodnar, Mr. Marrie, Mr. Wynne, Mr. Diemert, Mr. Metzung, Chief Edelman, Mr. McAvinew, Chief Carcioppolo, Mr. Cappello, and Mrs. Betsa

Absent: Mr. Saponaro

Approval of Minutes of Meeting of July 24, 2017

Mrs. Mills, seconded by Mr. Williams, moved to approve the Minutes of the Meeting of July 24, 2017.

ROLL CALL:  

Ayes: All
Nays: None

Motion Carried. Minutes of the Meeting of July 24, 2017 Approved As Written.

1. Discussion of a motion to authorize acceptance of bid and expenditure in the amount of $49,175.00 to Penn-Ohio Sealing Company for Asphalt Trail Maintenance Program. (Engineer)

Vice-Chairman Marquardt asked, are there any questions on this?

There were none.

The Committee recommended Item #1 for approval.

2. Discussion of a motion to authorize acceptance of bid and expenditure in the amount of $727,759.00 to H&J Construction, Inc. for Intergenerational Park Project. (Engineer)

Vice-Chairman Marquardt asked, any discussion on this?  I will say that I thought it was overpriced and that we don’t have enough information on who is going to use this.  But, that’s an administrative problem.

The Committee recommended Item #2 for approval.

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

Vice-Chairman Marquardt asked, any questions or comments?

There were none.

The Committee recommended Item #3 for approval.

4. Discussion of a motion to authorize additional expenditure in the amount of $3,000 to Sal Chemical for chemicals for Parkview Pool.  (Recreation Department)

Mrs. Mills asked, do you want that to say “not to exceed $3,000”?

Mr. McAvinew replied, yes.

Mrs. Mills stated, maybe we ought to change it on Council agenda, George.

Mr. Williams replied, okay.

The Committee recommended Item #4 for approval.

5. Discussion of a motion to approve the opt-out subsidy for the 2017-2018 Senior Snow Removal Program – up to 50% of the paid invoice, not to exceed $75. (Senior Services)

Vice-Chairman Marquardt asked, any questions or comments?

There were none.

The Committee recommended Item #5 for approval.

6. Discussion of a motion to authorize acceptance of bid and to authorize expenditure in an amount not to exceed $20,400 to MJO Lawn for snowplowing services with regard to the Senior Snow Removal Program for the 2017-2018 winter season.  (Two sections, approximately 80 drives, at $255 per driveway - $50 additional for circular). (Senior Services)

Vice-Chairman Marquardt asked, any questions or comments?

There were none.

The Committee recommended Item #6 for approval.

7. Discussion of a motion to authorize acceptance of bid and to authorize expenditure in an amount not to exceed $30,000 to Ameriscape for snowplowing services with regard to the Senior Snow Removal Program for the 2017-2018 winter season.  (Three sections, approximately 120 drives, at $230 per driveway - $50 additional for circular). (Senior Services)

Vice-Chairman Marquardt asked, any questions or comments?

There were none.

The Committee recommended Item #7 for approval.

8. Discussion of a motion to authorize acceptance of bid and to authorize expenditure in an amount not to exceed $20,000 to Arnold Landscaping for snowplowing services with regard to the Senior Snow Removal Program for the 2017-2018 winter season.  (Two sections, approximately 80 drives, at $250 per driveway - $50 additional for circular). (Senior Services)

Vice-Chairman Marquardt asked, any questions or comments?

There were none.

The Committee recommended Item #8 for approval.

9. Discussion of a motion to authorize expenditure in an amount not to exceed $7,000 to P/M Graphics for Fall/Winter Parks and Recreation brochure (Recreation Department)

Vice-Chairman Marquardt asked, any questions?

Mr. Wynne asked, this will be offset?  We are billing the other communities?

Mr. McAvinew replied, yes.  It’s actually not just us.  It’s a combination of Mayfield Heights and Gates Mills.

Mr. Wynne asked, the net to us is about what?

Mr. McAvinew replied, the net to us is, I have it on a spreadsheet, after a deduction, about $3,200.  There were deductions involved of advertising and stuff like that.

Mrs. Mills asked, this is the format?

Mr. McAvinew replied, this is the format right here.  There is not color on the inside.  I just gave you an example in color.  Down the road, I am hoping to reduce one page and to create advertising in one page and that will pay for the color throughout the document.  That’s my goal for Spring.  It’s a completely new layout.  We met with Danielle and Mayfield Heights to talk about a new layout.  Something a little more attractive.

Mrs. Mills asked, this is all going to be in black and white?

Mr. McAvinew replied, this will be all in black and white on the inside for this year.

Mrs. Mills replied, I think that will be easier for the people to read.

Mr. McAvinew stated, it will also be done on a little more higher end paper.  Before it was newsprint.

Vice-Chairman Marquardt asked, any other questions?

There were none.

The Committee recommended Item #9 for approval.

10. Discussion of a motion to authorize the purchase of 2,000 tons of salt from Cargill Inc. at $29.12 per ton in an amount not to exceed $58,240.00. (Service Department)

Vice-Chairman Marquardt asked, any questions or comments?

There were none.

The Committee recommended Item #10 for approval.

11. Discussion of a motion to authorize expenditure in the amount of $70,545 to Garland/DBS for siding of the ODOT building. (Service Department)

Mr. Metzung stated, this is for siding of the old ODOT building.  Not much to say about that.  I provided a brochure in packets.

Vice-Chairman Marquardt asked, any other questions?

There were none.

The Committee recommended Item #11 for approval.

12. Discussion of the First Reading of Ordinance No. 2017-32, entitled, “An Emergency Ordinance Authorizing and Directing the Mayor to enter into a new Lease Agreement with John and Alyce Enkler for the purpose of continuing to lease the real estate located at 6500 Wilson Mills Road, Mayfield Village, Ohio  44143. Introduced by Mayor Bodnar and Council as a Whole. (Finance Department)

Mr. Diemert stated, this is just continuing the Lease Agreement for one of our properties.  We increased the rent a little.

Mr. Wynne stated, yes, by 10%.  We contacted them and let them know.  This is a formality before they sign a new lease.

The Committee recommended Item #12 for approval.

13. Discussion of the First Reading of Ordinance No. 2017-33, entitled, “An Emergency Ordinance Authorizing and Directing the Mayor to enter into a new Lease Agreement with Christa Olivo for the purpose of continuing to lease the real estate located at 6536 Wilson Mills Road, Mayfield Village, Ohio  44143. Introduced by Mayor Bodnar and Council as a Whole. (Finance Department)

Mr. Diemert stated, this item is the same as Item #12.

Vice-Chairman Marquardt asked, does 12 and 13 need to be passed tonight?

Mr. Wynne replied, no, we can go three reads.  They don’t go into effect until November 1st.

Vice-Chairman Marquardt asked, any other questions?

There were none.

The Committee recommended Item #13 for approval.

ANY OTHER MATTERS:

Chairman Marquardt asked, any other matters?

There were no further matters to discuss.

There being no further matters, the meeting adjourned at 7:39 p.m.