Finance Caucus: October 9th 2017

MINUTES OF THE FINANCE CAUCUS COMMITTEE
Main Conference Room – Mayfield Village Civic Center
Monday, October 9, 2017 – 7:30 p.m.

The Finance Committee met on Monday, October 9, 2017 in the Main Conference Room at the Mayfield Village Civic Center.  Chairman Saponaro called the meeting to order at 7:30 p.m.

ROLL CALL:          

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, Dr. Parker, Mayor Bodnar, Mr. Wynne, Mr. Metzung, Chief Carcioppolo, Chief Edelman, Mr. Diemert, Mr. Cappello, Mr. McAvinew, Ms. Wolgamuth, and Mrs. Betsa

COUNCIL CLERK:

  • Digitizing permanent records with searchable capacity
    Records Commission meeting – October 18, 2017

Mrs. Betsa reported, I met with John Humbach from Records Imaging.  He highlighted some of the benefits of the scanning program they have.  Mr. Humbach will present at the Records Commission meeting on October 18th at 12:00 in Civic Hall.  Along with the Commission and its members, Diane Wolgamuth, Jeff Thomas and Debbie Garbo will be present.

ADMINISTRATION:

  • Legislation of support to apply for a grant through the Cuyahoga County Supplemental Grant Program to assist with funding of Construction of Phase II of the Grove Amphitheatre Band Shell.

Ms. Wolgamuth reported, this is the legislation we need to send in with the grant application.  Phase II at this point is the green room/storage room and permanent signage on SOM and at the parking lot at the entry to The Grove.

Mr. Jerome asked, do we know any initial thoughts on if we can get it?

Ms. Wolgamuth replied, we don’t have a clue. I was talking to the Mayor about it today.  I think our odds are not as good as last year because we did get it last year.  There was a lot of complaining from the other cities that didn’t get the grant last year so I think the County is going to be a little leery about giving it to us again, but we have been very supportive of the County and they have been very supportive of us over the years, so they may.

Chairman Saponaro stated, this is a continuation of a same project, so that’s the other part of it.

Ms. Wolgamuth stated, the application will be very similar because they are always looking for public involvement.  We are not going to have a public meeting about the storage room.  It would be the same public meeting we submitted, the information from last year.

Mr. Jerome stated, I think the best route is it is free and open to the public, and the service we provide.

Ms. Wolgamuth agreed.  That’s really what we stressed last time, that we do open it up to the entire area and that the Village is really subsidizing all programming.  We will see.

ENGINEER:

  • Engineering Design Services Proposal
    SOM Center Road/Hickory Hill Drive Traffic Signal Design (GPD Group - $9,900).

Mr. Cappello reported, this is for a traffic signal by SOM, Hickory Hill and the Library.  It is for design services.

Chairman Saponaro stated, this is something we were contemplating and now it is time.

Mr. Cappello stated, the traffic volume has now warranted the signal where before it didn’t.

Chairman Saponaro asked, anything else to add?

There were no further comments.

FINANCE DEPARTMENT:

  • County Regional Health Plan Renewal

Mr. Wynne reported, I had a meeting down with the County a couple of weeks ago with all of the regional health care participants where they went over the results for the year and the increases effective January 1.  The range of increases were a low of 6.5% to a high of 19.3%.  We were the 6.5% based upon our experience this past year.  The County plan, which is strictly for County employees and is separate from the regional health care plan, their increase from what I was told was 12% and they were in the process of making changes to the plan benefits to try and knock that increase down to 7.5%.  So, we will get an increase of 6.5%.   Since we joined the County in 2012, from 2013 to 2018, our average annual increase has been 5.6%.  In a marketplace and industry that averages double digit increases annually, I think we are doing pretty good since we joined the plan.  I do have our insurance consultant looking at quoting other options just to have something to compare it to.  I hope to have that sometime in the middle of this month before final approval at the Council meeting.

POLICE DEPARTMENT:

  • Sergeant promotional testing (assessment and written) (Ohio Association of Chiefs of Police – not to exceed $10,385).

Chief Edelman reported, I mentioned this briefly at the last Council meeting.  I had a Sergeant recently retire so we are holding a promotional assessment. The Ohio Association of Chiefs of Police is an organization that is made up of retired professionals rather than just companies that do it for a profit.  They will build an assessment and a written exam based on what our needs are here in Mayfield Village rather than an off the shelf test.  We have used them before.  It’s well worth the expense.  The reason it is not to exceed is because at this point I don’t know how many of my officers will be taking the test and it is determined by number.

Mr. Jerome asked, this is only available to current employees?

Chief Edelman replied, yes.

Mr. Jerome asked, everyone?

Chief Edelman replied, they have to have two years as a patrolman.

Mr. Marrie asked, Chief, who retired?

Chief Edelman replied, Sergeant Whitehead.

  • Acceptance of bid of police vehicle - 2013 Dodge Charger – VIN 2C3CDXAG0DH590910 - $7,000

Chief Edelman reported, we sold one of our old Chargers on Govdeals.com for $7,000. The other one hasn’t sold yet.  We are going to relist it through the Fire Department.  I feel this is a fair price for that car.  It has close to $100,000 miles on it. I am asking Council to approve the sale.

SERVICE DEPARTMENT:

  • Demolition of 570 SOM

Mr. Metzung reported, this is the home that we purchased for the retention pond expansion project.  North Union Realty is the lower bid. I attempted to get the third bid today. I reached out to two other vendors for this and didn’t hear a reply.  We have our usual suspects of King Excavating and North Union to bid on it.  Their bid was $10,400.  The police and fire department will run exercises in the building before we tear it down.  We don’t want to have it vacant over the winter.

Chairman Saponaro asked, when is it scheduled for tear down?

Mr. Metzung replied, we discussed this internally that they would have the house for their disposal until the end of October and then we will make plans to get it torn down.

Mr. Jerome asked, so by the end of the year it will be gone, dirt, grass?

Mr. Metzung replied, yes.

Chairman Saponaro asked, does anyone have any questions?  You don’t have any other bids?

Mr. Metzung replied, no.  I reached out to Baumann and did not get a reply.

ANY OTHER MATTERS:

Chairman Saponaro asked, are there any other matters?

There were none.

There being no further business, the meeting adjourned at 7:35 p.m.  The next Finance Committee meeting is scheduled for Monday, October 23, 2017 at 7:30 p.m. in the Main Conference Room at the Mayfield Village Civic Center.