Finance Caucus: May 1st 2017
MINUTES OF THE FINANCE CAUCUS COMMITTEE
Main Conference Room – Mayfield Village Civic Center
Monday, May 1, 2017 – 7:30 p.m.
The Finance Committee met on Monday, May 1, 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 (Council Representative-Chairman), Mr. Marquardt (Council Representative), Mr. Williams (Council Representative), and Mrs. Mills (Council Alternate)
Also Present: Mr. Marrie, Mr. Jerome, Mayor Bodnar, Mr. Wynne, Mr. Metzung, Chief Carcioppolo, Mr. Marrelli, Sergeant Miller, Mr. Diemert, Mr. Cappello, Mr. McAvinew, Ms. Wolgamuth, and Mrs. Betsa
- Professional Services with the Cuyahoga County Planning Commission to assist with development of a new Master Plan
- Community-Wide survey to be utilized during the Master Plan process
Mayor Bodnar stated, to build on what we said in Safety and Service, Diane and I met with Mr. Coyne and Mr. Sonnhalter of the County Planning Commission on Thursday. They went through the 5 phases with us. It is anticipated this would end around June of next year. We were very impressed with their professionalism and the steps that they took us through. You received everything in your packet over the weekend. The first part would be them putting together the Plan for us which is all covered under the grant we got. According to them, it would range between probably $40,000-60,000 for each Plan that they do. We are anxious to work with them and have that taken care of by the grant.
They also recommended that we do a comprehensive survey. Normally what they do is a sampling of 1300 people in the community but that’s approximately the same number of households we have. We would send the survey to everyone. They would prepare it with our input. They do a very professional job. It’s very extensive. It’s very large. It is sent out in a large envelope. They would compile the results. They would look at them with fresh eyes, compile with the trends and give it back to us. We would use that as an important tool in our planning process. That would cost us money.
We would need to approve a Memorandum of Understanding for the project and then if we decided to and if we recommend this, and I talked to Mayor Gordon from Beachwood over the weekend, they utilized this and thought it was an excellent tool for them, the cost would be not to exceed $18,000 for the survey component. Part of that would be the fees of the professionals putting it together but much of that would be the hard costs of the survey. We would recommend going forward on both ends and then we would have Mr. Diemert put together Resolutions to be approved for the next meeting.
Chairman Saponaro asked, any questions on this?
Mr. Jerome asked, what is the Master Plan really going to lay out for us? We are a pretty built out community. What are you hoping to see gaining from it on an overall perspective?
Mayor Bodnar replied, it will be long and short term planning. Goals for the future. There’s a lot of different things that we can look at, like what are we doing with our senior population, do we have adequate housing? We would look into all of the areas. That’s something the survey would help us determine in part.
Mrs. Mills asked, when is the last time we did a Master Plan?
Ms. Wolgamuth replied, it was adopted in 2004.
Chairman Saponaro stated, the 2020 Plan.
Mrs. Mills stated, that’s a long time.
Ms. Wolgamuth stated, right. And part of what we said in the grant application was that most of the objectives and goals in the 2020 have either been achieved or have been rejected, just not something we are going to do, so we don’t really have much left in the 2020 that has to be done. It’s kind of coming up with a new group of items to be done. New goals.
- Request by Councilman Jerome to attend the Empowering Local Leadership Conference in Washington, D.C.
Chairman Saponaro stated, Mr. Jerome requested to attend the Empowering Local Leadership Conference in Washington D.C. I had some concerns, so I figured it would be good to put it on the floor here in Finance for discussion. This is my understanding of it. There’s a lot of meet and greets in D.C. with our Congress people, but there is no training per our Charter that is being attained that is recognized. This is different from our Local Government Officials’ Conference where people have the opportunity to go to in Columbus. This one is much more costly in terms of getting there and so forth. I think last year it was $1,100. This year I am not really sure what it is going to cost, but it is expensive. I felt that we should bring this on the floor and have a conversation.
Mrs. Mills asked, is it necessary to go to this? Can’t you communicate with these Congresspeople? We have things on the computer all the time from them.
Mr. Jerome stated, and we go to other events. I have gone to this for four years. I have talked to a lot of people from around here from the State and Federal government. Presentations, like a couple years back, before it really hit home, on heroin epidemic, fraud and such. I brought information back from that. They were good presentations. A lot of people were there from other communities and such. It’s a good thing. The conference itself is free, so that helps. I found the least expensive way to get there. I also got an inexpensive hotel which is hard to find in D.C. I found something less expensive that would be comparable to when anybody from any department goes to any kind of an event. It’s a good learning experience with useful information. Every year they have different topics and good meet and greets with a lot of people, NOACA, Mayor’s Association all sponsor it, a couple other local organizations.
Mrs. Mills asked, don’t we have all that here? Those conferences here are more in-depth and probably longer sessions like we had at the Hillcrest Council of Councils the other day. It was a very good conference. The Water Department and Sewer District were there. It was very comprehensive.
Mr. Jerome stated, right. Mayfield Village being represented there bodes well for when we need help from the State or the Federal government. I reached out to Congressman Dave Joyce on many occasions and know him personally. I have gone to his events. I think it is good for Mayfield Village and good for the residents. I feel it is important to have a face there. I have been doing that for several years now and have been able to bring the costs down. I think from the grand scheme of things-
Mrs. Mills asked, how many years have you been going?
Mr. Jerome replied, about 4 years now.
Mrs. Mills stated, I don’t recall, and I could be wrong, that you have ever given us a report on this in-depth.
Mr. Jerome replied, the first year I did it in a powerpoint presentation. The last couple years I did it in the Voice of the Village. To do another powerpoint presentation at a Council meeting would not be a problem. The one year with the Voice of the Village, I was able to obtain a bunch of pamphlets and such about fraud from the Consumer Affairs Commission with information they discussed there. I talked to other communities about fraud issues they deal with. It’s more of an expense with me flying there, but if I was to drive there, it would actually be more expensive with mileage. I think for $500, it’s money well spent when we spend hundreds of thousands of millions of dollars on other aspects. This is just one kind of piece of the pie that I feel is important. It helps the residents.
Chairman Saponaro stated, my concern is this. The expense as I look in the past has been $1,200, $1,100, $800, $800, but it’s really the benefit that it brings back to the Village. The expense is one thing but it’s also, we don’t want to be looked at as sending our Council people to places that is not a benefit. That was the concern I have.
Mr. Jerome stated, right. I understand that. The cost is barebones.
Chairman Saponaro stated, but beyond the cost, it’s really the benefit that it brings because really, when you go to the local meetings, even the ones in Columbus, you are dealing with people like the Auditors and other communities that help you out. Mayor, I don’t know what conferences you have been to or not been to or your dealings with the representatives at the State level.
Mayor Bodnar stated, that’s very very important. Last Tuesday, the Mayors all had the opportunity to get on the bus to Columbus. It did not cost us anything. We went down to Squire Patton & Boggs. All the State representatives were there. In fact, the extra ones came in at lunchtime and I was able to talk to Matt Dolan and Marlene who I keep in touch with anyway. I keep in touch with David Joyce for that matter too. That was a one on one. I sat with Matt and said, hey Marlene was talking about this capital grant. How can I get this? What’s this all about? He sat with me and talked to me about it. There’s a stronger connection between local and State than there is between local and Federal. There is a connection, I am not going to deny it, but the budget, there’s a lot of things going on in Columbus right now that are very crucial to what’s going on here including the budget, what they are going to do with unitization, what they are going to do with central collection. That’s changing on a minute by minute basis. That’s something we have to keep in touch with. I try to keep in touch with Federal representatives as well as State, but the State people are the ones who can make the most difference in our lives, I think.
Chairman Saponaro asked, do you feel there should be representation at a conference like this from the Village’s standpoint?
Mayor Bodnar replied, I have looked at it. This is in Council’s budget. I would defer to your decision. I made the decision personally that for me to go and pay all that money, the Village would not get enough bang for its buck, so I personally have decided not to go to these conferences.
Chairman Saponaro asked, does anyone else have any comments on this?
Mr. Marrie stated, Steve, it’s not the cost, but I just think that we get more and closeness doing it at all the local meetings rather than going to Washington.
Mr. Jerome stated, right. This is just another piece of it. I have been able to go to it and represent Mayfield Village.
Mr. Marrie stated, you already said, and I am glad you are, very close to Joyce, so I think you have accomplished that. It’s much better dealing with him one on one than you could going to the conference. That’s just my opinion.
Chairman Saponaro asked, any other comments on this?
There were none.
- Bid results – 2017 Water Main Replacement Project
DiGioia-Suburban Excavating, LLC ($1,540,829.50)
Mr. Cappello stated, we held the bid opening on April 28th. There were 6 bidders. The low bidder was DiGioia-Suburban. We have worked with them before. They are a good contractor. It was $1,540,829.50. The first three bids were all within $51,000 of each other. I was pretty happy about that.
Mr. Jerome asked, what other work have they done for us?
Mr. Cappello replied, they did Eastgate/Meadowood.
Mr. Jerome stated, I am not a fan of them.
Mr. Cappello stated, there are always issues in every job. We had some issues, but at the end of the day, they did a really good job. My recommendation is to award it to them.
Chairman Saponaro asked, any other questions or comments?
There were none.
- Former Recreation Director’s vehicle - 2006 Ford Taurus
(1FAFP53276A253602 126,384 Miles)
Mr. Wynne stated, we had no bids on this the last time we advertised. It is worth less than $1,000. We would like to declare this surplus so we can either donate it or use it in training for Fire. Whatever the best way is to get rid of it.
- Legislation authorizing sale of 2003 Crown Victoria to Willowick Auto Wholesale
(2FAFP71W13X181719 - 69,671 Miles)
Mr. Wynne stated, at the last Council meeting, I mentioned that I was going to investigate the value of this.
Chairman Saponaro stated, we approved it, so it doesn’t need to be reapproved.
Mr. Wynne stated, correct. Based upon doing some Kelly Blue Book analysis and a referral by Mr. Meyers, we found someone willing to buy it for about $700 more than the last bid, Willowick Auto Wholesale. That price is right there with the Kelly Blue Book value for that vehicle. There will be legislation to reject all bids received previously and accept this bid.
- DS-75i Folder Inserter (Neopost)
Mr. Wynne reported, the folder we currently have, we bought in 2002 for around $12,000.00. It’s shot and worn out. It is no longer serviceable. There aren’t parts available for it anymore. We are looking to replace it. The two departments who use it the most, Administration and Recreation, went out and looked at a model that we would like to get through Neopost. The cost is approximately $11,600 to buy it outright which is a cheaper route to go than leasing it. For budget purposes, this was not in the budget but in the budget we had $20,000 budgeted for a website upgrade for on-line registration for the Parks and Recreation program and between our Parks and Recreation Director and IT Coordinator, they found a way to get that done with the existing software for $2,100, so we want to use some of those funds left to replace this insert.
Chairman Saponaro stated, just to be clear on the Crown Vic, we did accept the bid, right? But now we are going to go back and reject it.
Mr. Diemert stated, we accepted it subject to the Finance Director reviewing it. He reviewed it and found we could have gotten more on it.
Chairman Saponaro stated, so at the next Council meeting we will reject that bid and accept this one. That’s all we need to do, correct?
Mr. Diemert stated, we could do it tonight and get the money in quicker.
Chairman Saponaro asked, has the car been brought over there and the money paid?
Mr. Wynne replied, no. There has been no contact either with the one person we got a bid from. They don’t even know how many bids there were or where they stand in the process.
Mr. Wynne stated, with the folder inserter, the pricing is State contract price.
Chairman Saponaro asked, does anyone have any questions on any of these?
There were none.
PARKS & RECREATION:
- Equipment Rental and Sound Technicians for The Grove and other Special Events 2017 (Showtime Sound Company – not to exceed $9950).
Mr. McAvinew stated, this is a recommendation for Showtime. The highest bid was $21,000. There was one lower, around $8,400. My concern is that anyone that has sound equipment and is a D.J. with 10-15 years’ experience tends to try to become a sound company. I don’t think their price is any more comparable to the service you are going to get if we stay with Showtime at $9,950.
Chairman Saponaro asked, does anyone have any comments or questions?
There were none.
- Rubbish and Recycle Service Legislation (5-year contract with Kimble)
Mr. Metzung stated, we have legislation clarifying this. There is no set dollar amount. It is the amount for pick up and the amount to dispose.
Chairman Saponaro asked, is there an exhibit that is not attached?
Mr. Diemert stated, there should be an exhibit attached to the contract.
Chairman Saponaro asked, Joe, we clarified on the Exhibit, Council authorizes the Mayor to enter into an executed Agreement with Kimble for a five year term commencing on June 15, 2017 and expiring on June 14, 2022 for the automated collection price per residents per month and disposal price per ton. This is incorporated in Exhibit 2 attached. Basically, whatever is on this sheet –
Mr. Diemert stated, the first draft of the ordinance had a not to exceed amount which was the total they estimated based on the tonnage we gave them. As you discussed at Finance, it was cleared up with me that that could go above $1,000,000 but it was not something we wanted to lock anybody into. The Finance Director will make sure the per ton numbers are used every year.
Chairman Saponaro asked, so for Kimble, the collection price per unit per month for year 1 is $9.92. That’s what’s going to be used regardless of the collection annual cost.
Mr. Diemert stated, tonnage.
Chairman Saponaro stated, exactly. For the first year, the disposal price per ton is $43.85 despite the disposal annual cost and then the total household cost for the household per month is $13.87.
Mr. Diemert replied, right. It varies if there were some government fees added on in the contract
Chairman Saponaro stated, sure, okay. Understood. Does everyone else understand how we clarified this?
Mr. Marquardt asked, how do you set a budget for it for the year?
Mr. Metzung stated, you can only estimate.
Mr. Marquardt asked, how do you put it in your budget?
Mr. Metzung stated, you can estimate by typical tonnage. It’s not going to vary greatly.
Mr. Marquardt asked, where is it in the budget?
Mr. Metzung stated, it’s under waste disposal, I am sure.
Mr. Wynne asked, what do you mean, where is it in the budget?
Mr. Marquardt asked, where is it in the budget, the cost of this?
Mr. Wynne replied, it’s based upon historical data.
Mr. Marquardt asked, so you just have a figure in there?
Mr. Wynne replied, we have the actual contract figures through the first six months of the year for the current contract. I factor in a 5% increase based upon historical numbers.
Mr. Marquardt stated, that’s what I wanted to know. All right.
Mr. Diemert stated, and then when we amend the appropriations at the end of the year, Ron will have a better idea.
Chairman Saponaro stated, and adjust it up or down. Very good. Okay. Did we answer everyone’s questions?
There was no further comment.
- Purchase of Ex-mark Lazer 60” riding mower and attachments (Marshall Power Equipment - $12,674.00. (State purchasing)
- Declaring a 2004 60” riding mower as surplus and using it as a trade-in for $1,000. (currently the 2004 mower is in need of $2,381.85 worth of repairs.)
Mr. Metzung stated, this is on State purchasing. The old one is in need of some significant work. It was in the budget to replace this year anyhow so I am asking to purchase a new mower and declare the old mower surplus and get $1,000 for it which I think is wonderful.
- Authorization to seek bids for the purchase of a new/certified remanufactured sidewalk plow replacing 1997 sidewalk plow. (Budgeted amount - $75,000).
Mr. Metzung stated, this is in the budget.
Chairman Saponaro asked, there’s no State purchasing on this?
Mr. Metzung replied, I will look to find out exactly what’s out there.
Chairman Saponaro asked, any questions on this?
There were none.
ANY OTHER MATTERS
Chairman Saponaro asked, anything else?
Mr. Marquardt asked, what happened to the grant for the bandshell?
Ms. Wolgamuth replied, it’s not on the agenda, but the issue is we need to pass legislation to accept the grant but I don’t have the contract from the County yet. I am hoping to have that by the 15th. We just need to accept the $50,000.
Chairman Saponaro asked, so we are not doing that tonight?
Ms. Wolgamuth replied, no.
Chairman Saponaro stated, because we don’t have a contract.
Ms. Wolgamuth stated, we don’t have a contract, yes.
Chairman Saponaro asked, any discussion or comments?
There were none.
Chairman Saponaro stated, thank you for bringing that up. Anything else?
There was no further discussion.
There being no further business, the meeting adjourned at 7:58 p.m. The next Finance Committee meeting is scheduled for Monday, May 15, 2017 at 7:30 p.m. in the Main Conference Room at the Mayfield Village Civic Center.