Finance: March 20th 2017

MINUTES OF THE FINANCE COMMITTEE MEETING
Monday, March 20, 2017 – 7:30 p.m.
Main Conference Room – Mayfield Village Civic Center

The Finance Committee meeting was held on Monday, March 20, 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, Mr. Marquardt, Mr. Williams, and Mrs. Mills

Also Present: Mayor Bodnar, Mr. Jerome, Mr. Metzung, Mr. Guidetti, Sergeant Miller, Mr. McAvinew, Asst. Fire Chief Girbino, Mr. Cappello, Ms. Wolgamuth, and Mrs. Betsa

Approval of Minutes of Meeting of February 20, 2017

Mrs. Mills, seconded by Mr. Williams, moved to approve the Minutes of the Meeting of February 20, 2017.

ROLL CALL:

Ayes: All
Nays: None

Motion Carried. Minutes of Meeting of February 20, 2017 Approved.

1. Discussion of the Third Reading of Ordinance No. 2017-03, entitled, “An Emergency Ordinance appropriating funds for current expenses and expenditures for Mayfield Village, Ohio for the period from January 1, 2017 and ending December 31, 2017 and declaring an emergency.” Introduced by Mayor Bodnar and Council as a Whole. (First Reading – 1/23/17; Second Reading – 2/20/17)  (Finance Department)

Chairman Saponaro asked, are there any questions or discussions on this?  Hopefully everyone has had an opportunity to talk to Ron about any questions they have regarding the capital budget and the operating budget.

The Committee recommended Item #1 for approval.

2.  Discussion of Resolution No. 2017-03, entitled, “A resolution requesting the Cuyahoga County Fiscal Officer to adjust the amended official certificate of estimated resources for 2017.”  Introduced by Mayor Bodnar and Council as a Whole. (Finance Department).

Chairman Saponaro asked, is there any discussion on this?

There was none.

The Committee recommended Item #2 for approval.

3. Discussion of the Second Reading of Ordinance No. 2017-07, entitled, “An Emergency Ordinance establishing the Parkview Recreation Complex Wages for the 2017 Season.”  Introduced by Mayor Bodnar and Council as a Whole. (First Reading – 2/20/17) (Recreation Department)

Chairman Saponaro asked, is this going to go to a Third Read or does this have to be passed at a certain time?

Mr. McAvinew replied, they don’t start until June.  Part of the changes is that minimum wage went up, but you can still work with the scale and I still make the offer because the range is bigger than minimum wage.  That’s what I was trying to explain to Mr. Thomas that I still have play with it at any given time because no one is going to be at the bottom.

Chairman Saponaro stated, we can approve this and keep it on read at Council.  From our standpoint, does this Committee want to approve this?

Mrs. Mills stated, we had one adjustment with Head Lifeguard.  Other than that, there were no changes.

Chairman Saponaro stated, we will recommend approval.

Mrs. Mills asked, do you want to keep it on Second Read?

Chairman Saponaro replied, yes.  If we can go to three readings, I would like to go to three readings.

The Committee recommended Item #3 for approval.

4. Discussion of the Second Reading of Ordinance No. 2017-08, entitled, “An Emergency Ordinance creating certain positions and compensation related thereto for the Village’s 2017 Summer Camp program.”  Introduced by Mayor Bodnar and Council as a Whole.  (First Reading – 2/20/17) (Recreation Department)

Mr. McAvinew, same with this one.  They won’t start until June.

Chairman Saponaro asked, does anyone have any comments?

Mrs. Mills asked, we want this one on Second Read too?

Chairman Saponaro replied, yes, we will keep this on Second Read as well.

The Committee recommended Item #4 for approval.

5. Discussion of the Second Reading of Ordinance No. 2017-09, entitled, “An Emergency Ordinance authorizing and directing the Mayor and President of Council to enter into a Purchase Agreement to purchase the real estate located at 586 S.O.M. Center Road.” (First Reading – 2/20/17) Introduced by Mayor Bodnar and Council as a Whole. (Finance Department)

Chairman Saponaro asked, any questions on this?  This is the stormwater project properties.  We can keep this on Second Read but move it to Council.

The Committee recommended Item #5 for approval.

6. Discussion of the Second Reading of Ordinance No. 2017-10, entitled, “An Emergency Ordinance authorizing and directing the Mayor and President of Council to enter into a Purchase Agreement to purchase the real estate located at 570 S.O.M. Center Road.”  (First Reading – 2/20/17)  Introduced by Mayor Bodnar and Council as a Whole. (Finance Department)

Chairman Saponaro this is the stormwater project property as well.  Any questions on this?  This will remain on Second Reading as well.  This item and item 5 will be on April’s Council agenda for consideration.

The Committee recommended Item #6 for approval.

7. Discussion of a motion to authorize expenditure in an amount not to exceed $9,544 to Cleveland Vicon for automatic door operators for Community Room. (Administration)

Mrs. Mills asked, can we say for both doors on that?  We had discussed that.

Chairman Saponaro stated, this is for all of the doors.

Mrs. Mills stated, just for the two main entrance doors.

Chairman Saponaro stated, on both sides, yes.  It’s going to be automatic door operators for two main entrance doors in the Community Room.  Anyone else have any other comments on that?

There were none.

The Committee recommended Item #7 for approval.

8. Discussion of a motion to authorize expenditure in the amount of $37,590 to Community Partnership on Aging for senior services for 2017. (Administration)

Chairman Saponaro stated, Diane has provided us with copious information.  Thank you.  Is there other information that people want or are there questions that Committee members have regarding this matter that have not been already addressed?  The one thing I wanted to bring up, Diane is that, and maybe this was brought up at Caucus, but we have the numbers and the program participation has gone down, but then you have a number that talks about lunches.  I don’t know what that means in comparison to the other two years and if there is a comparable.

Ms. Wolgamuth replied, that would be difficult.  A lot of the reporting from them goes from year to year.  I only put in the chart what I can gather from the report received from the Community Partnership on Aging.  The participation is not extremely different.  It’s a little bit up in some areas and others down.  They keep adding new programs.  There are two new items.  They just started to offer them this year.

Chairman Saponaro asked, do they need to improve their reporting so we can have accurate numbers?  That’s what it sounds like.

Ms. Wolgamuth replied, I think so.  I think they need to do a little better on reporting and be a little more consistent.

Chairman Saponaro stated, I know we have had questions on a lot of this.

Mrs. Mills asked, that’s Meals on Wheels, isn’t it?

Ms. Wolgamuth replied, no.

Mrs. Mills asked, what is it?

Ms. Wolgamuth replied, the congregate meals where people just come to whatever community center is offering it to.  They come and have a lunch with other seniors.  None of that includes Meals on Wheels.

Chairman Saponaro asked, does anyone else have any comments on this?

Ms. Wolgamuth stated, I do want to mention that Stacy O’Brien, the Director is leaving.  There will be a new Director.  I know the Mayor has been pretty involved in that process.

Mayor Bodnar stated, there is a recognition that we should be improving our participation numbers and there is a perception that CPA is out there for just “poor people”, so people in Mayfield Village refrain from the services because they say they are not poor.  We have to do some educating and some better communication to increase our participation.  I think even as far as we are concerned, we can do probably a better job steering some people into those programs that need to be in them.

Mr. Jerome stated, what I mentioned to Diane was maybe doing a “bring a friend”, like a referral program.  Simple things.

Chairman Saponaro asked, anyone else?

There were no further comments.

The Committee recommended Item #8 for approval.

9. Discussion of a motion to authorize expenditure in the amount of $12,000 to OneCommunity for Annual Subscription Fee.

Chairman Saponaro asked, does anyone have any questions or comments?

There were none.

The Committee recommended Item #9 for approval.

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

Chairman Saponaro stated, everyone has had the opportunity to look at this.  Are there any questions that you want to bring up in Committee?  Just so everyone does know, I have spoken with Ron and I have spoken with the Mayor about professional services and other expenditures to look at this and make sure there is nothing out of whack or doesn’t make sense and everything is transparent.  We will always have those discussions because we have an open dialogue.  If there are any concerns about any expenditure you do see, certainly bring it up to Ron, you can bring it up to me, you can bring it to the Mayor, whoever.

The Committee recommended Item #10 for approval

11. Discussion of a motion to go out to bid for the sale of the former Parks and Recreation Director’s vehicle and the Building Department vehicle. (Finance Department)

Chairman Saponaro asked, any questions on this?

Mrs. Mills stated, it’s almost rusted out, the floorboard.

The Committee recommended Item #11 for approval.

12. Discussion of a motion to authorize expenditure in the amount of $5,560.63 to The Walter H. Drane Company for codification services for legislation passed in 2016. (Finance Department)

Chairman Saponaro stated, Mary Beth did provide us with a memo and a summary of the Code changes.  Does anyone have any questions or discussion points on this?

Mayor Bodnar asked, the $5,560, that includes the legislation we are passing now?

Mrs. Betsa replied, that includes only the legislation from 2016.

Mayor Bodnar asked, it does not include legislation for tonight?

Chairman Saponaro replied, right.

Mrs. Betsa stated, Mr. Kelly calls it 2017 replacement pages.  These replacement pages are legislation that was passed in 2016.

Mayor Bodnar stated, we are amending our Codes to conform to the Ohio Revised Code.

Mr. Guidetti replied, correct.

Mayor Bodnar stated, and we are doing that tonight?  This is for legislation that was passed in 2016 and also includes the Code changes.

Mr. Guidetti replied, this is the State legislation passed by the Ohio legislature in 2016 where necessary revisions to our local Code are needed.  That’s all this is doing.

Chairman Saponaro asked, we are not passing this by Ordinance.

Mrs. Betsa stated, the summary of the Code changes were provided as a result of an additional request made as to the State law Codes that were passed.  This list is all of the 2016 Codes which were passed.  They are in the replacement pages you recently received.  Why he calls it 2017 replacement pages, I don’t know, because it is for all of 2016.

Mr. Guidetti stated, they traditionally do that when we get them because that is the year you are actually replacing it.  When you call them, if you are missing a section, you say, hey, I need the 2015 replacement pages which are actually Code changes from 2014.  It’s always a year behind.

Chairman Saponaro stated, it’s just a little confusing because the Ordinance itself is a 2017 Ordinance that is including 2016 that is going into the codification.

Mr. Jerome asked, have we passed any of these locally?

Mr. Guidetti replied, this is just State.

Chairman Saponaro stated, that’s what this does.

Mrs. Betsa stated, this is done annually, however, that is not to say that if something very important passes in June that needs to get on the books, Walter Drane will put it in at our request.

Chairman Saponaro stated, we can have codifications quarterly if we want.  It’s truly up to us. This is the way that we have done it to save on costs. 

The Committee recommended Item #12 for approval.

13. Discussion of a motion to authorize expenditure in the amount of $15,000 to Shade Systems, Inc. for replacement coverings/cables for six player benches at Parkview Softball fields. (Parks and Recreation)

Chairman Saponaro stated, I was not at Caucus.  What is going on with this?

Mr. McAvinew reported, basically they are the one who installed this originally.  They are basically just deteriorating.

Chairman Saponaro asked, any questions on this?

There were none.

The Committee recommended Item #13 for approval.

14. Discussion of a motion to authorize expenditure in the amount of $12,500 to AquaSeal Resurfacing for poured in place repair at pool and playground. (Parks and Recreation)

Mr. McAvinew stated this is the Parkview Pool and Parkview playground area where the surfaces have come to the age where it just needs repaired, replaced and cleaned.  AquaSeal, out of Wadsworth, Ohio comes in and takes care of it.

Chairman Saponaro stated, okay.  Terrific.

Mr. Jerome asked, when was the last time we had this done?

Mr. Metzung replied, three or four years ago.

Mr. McAvinew stated, I have worked with the company before.  Between gaps, they will come and repair free of charge, small things.  But once it gets to be a large thing, the company wants to come in and revamp it.

Mr. Jerome asked, this is the best stuff out there?

Mr. McAvinew replied, it is.  He manufactures it.  All the other people in this area are getting the product from him anyways.

Mr. Marquardt asked, the pool is no longer leaking?

Mr. Metzung replied, we have not filled it up yet, but we believe it will not be leaking.

The Committee recommended Item #14 for approval.

15. Discussion of a motion to authorize expenditure in the amount of $8,000 to Rosenberg Advertising for marketing and promotion for 2017 Grove season. (Parks and Recreation)

Chairman Saponaro asked, any discussion?

There was none.

The Committee recommended Item #15 for approval.

16. Discussion of a motion to authorize expenditure in an amount not to exceed $8,000 to Sal Chemical for sodium hypo chlorite and muriatic acid for Parkview Pool. (Parks and Recreation)

Chairman Saponaro stated, this is an annual expense.  Anything else we need to know?

Mr. McAvinew stated, there were two companies who bid, Ohio Pools and Sal Chemical.

Chairman Saponaro asked, any other questions?

There were none.

The Committee recommended Item #16 for approval.

17. Discussion of a motion to authorize expenditure in the amount of $21,451.84 to Motorola Solutions for MARCS mobile radios. (Police Department)

Chairman Saponaro asked, does anyone have any questions on this?

Mrs. Mills stated, this was discussed in Safety and Service.  The Committee referred it to Finance.

Chairman Saponaro asked, is there anything you would like to add, Sergeant?

Sergeant Miller replied, not unless there are any questions.

There were none.

The Committee recommended Item #17 for approval.

18. Discussion of a motion to authorize expenditure in the amount of $20,800 to Physio-Control for AED’s for police cars and the station. (Police Department)

Chairman Saponaro stated, again this has been discussed.  Does anyone have any questions on this?  There were none.

The Committee recommended Item #18 for approval.

19. Discussion of the First Reading of Ordinance No. 2017-13, entitled, “An Emergency Ordinance repealing Ordinance Number 80-66 in its entirety which authorized the Mayor of Mayfield Village to receive medical coverage under the Village’s policy at Village cost.” Introduced by Mayor Bodnar and Council as a Whole.  (Administration)

Chairman Saponaro stated, this was discussed at Caucus.  Is there further discussion on this?  Mayor, do you want this on Three Readings?  Would you like it to be passed?

Mayor Bodnar replied, Three Readings are fine.

The Committee recommended Item #19 for approval.

20. Discussion of the First 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.  (Administration)

Chairman Saponaro asked, has everyone had an opportunity to review and discuss this?  Instead of recommending approval at this point – we can recommend approval as a Committee, and still have discussions on the floor for the next month.  Is this a three reading?

Ms. Wolgamuth replied, I think typically not.  I don’t think it ever has gone for three reads in the past.  Just because everyone’s increases are retro to January.  Three reads would put us to May.  It’s not typically what we have done, but we probably could.

Chairman Saponaro stated, I think we should just do another reading of it because we do not have all Council members.  I want them to be able to weigh in and make sure their voices are heard.  We will advance it to Second Reading and probably as a result of that, let’s defer this and then pass it at our next meeting.  Is everyone in agreement on the Committee?

Mr. Jerome stated, we should review it a little bit more to make sure things are where they should be.  There are a couple things I see that seemed out of whack.  I think we should look into it a little more.

Chairman Saponaro stated, okay.  We don’t want to rush anything like this through.  I think we need to have that opportunity.  When is Ron back?

Ms. Wolgamuth replied, 4 weeks was his hope.

Chairman Saponaro asked, so it would be the beginning of Aprilish?

Ms. Wolgamuth replied, yes.

The Committee deferred Item #20 for further discussion.

21. Discussion of the First 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.  (Administration)

Mrs. Mills stated, this probably should go on Second Read too.  It’s the same thing.

Chairman Saponaro stated, right.  And again, I don’t think that anyone is stating that there are big issues with either of these things.  It’s just to make sure we are dotting our i’s and crossing our t’s and doing everything correctly.  It’s not to rush through anything.

The Committee deferred Item #21 for further discussion.

22. Discussion of the First 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.  (Administration)

Chairman Saponaro asked, what is the expectation on this?

Ms. Wolgamuth replied, same. In the past, I don’t think we have gone through three reads.  But the only issue is retroactive increases.

Chairman Saponaro stated, okay. So if we can do all of them to make sure all Council is here, can we do two readings on this at least and if there is a reason to go any more, we will.?  Again, it is to just make sure everything is as it should be.  Mark, is there an issue with that?

Mr. Guidetti replied, no. It would be cleaner if you do these first read and suspend at the next meeting.

Chairman Saponaro replied, okay.  And that is what we would do.

The Committee deferred Item #22 for further discussion.

23. Discussion of the First 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.

Chairman Saponaro stated, keeping in line with what we have discussed previously, we will defer this item.

The Committee deferred Item #23 for further discussion.

24. Discussion of the First Reading of Ordinance No. 2017-18, entitled, “An Emergency Ordinance to approve current replacement pages to the Mayfield Village Codified Ordinances.”  Introduced by Mayor Bodnar and Council as a Whole.

Chairman Saponaro stated, this is the Ordinance approving replacement pages.  Is there any particular reason we have to have this not done in three readings?

Mr. Guidetti replied, theoretically it could impact prosecutions.

Chairman Saponaro stated, impacting prosecutions, I think is a good reason.  That makes sense to me.

Mrs. Mills asked, do you want it to pass tonight?

Chairman Saponaro stated, this is something we will pass tonight.

The Committee recommended Item #24 for approval.

ANY OTHER MATTERS

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

Mr. Metzung stated, rubbish bids are out.  We won’t be opening them until April 7th.  There will be a pre-bid meeting on March 24th.  We will be looking to pass this on the 17th, particularly if we get a new vendor because they are going to need lead time to gear up for it.  If it’s the same vendor, I am not worried about it.  The new vendor, we will have to go ahead and pass it right away.

Chairman Saponaro asked, what do you think is the likelihood?

Mr. Metzung replied, less than 50/50.

Chairman Saponaro stated, thank you for the update.  Does anyone else have anything they would like to bring up?

There were no further matters to discuss.

There being no further matters, the meeting adjourned at 7:55 p.m.