Finance: October 23rd 2017

MINUTES OF THE FINANCE COMMITTEE MEETING
Monday, October 23, 2017 – 7:30 p.m.
Main Conference Room – Mayfield Village Civic Center

The Finance Committee meeting was held on Monday, October 23, 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. Williams, Mr. Marquardt, and Mrs. Mills

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

Absent: None

Approval of Minutes of Meeting of September 25, 2017

Mr. Williams, seconded by Mrs. Mills, moved to approve the Minutes of the Meeting of September 25, 2017.

ROLL CALL:  

Ayes: All
Nays: None
Abstain: Marquardt

Motion Carried. Minutes of Meeting of Seotember 25, 2017 Approved As Written.

1. Discussion of the Second Reading of Ordinance No. 2017-34, entitled, “An Emergency Ordinance Amending Sections 1301.03, 1301.04 and 1301.05 of the Codified Ordinances relating to the Village Architect.” Introduced by Mayor Bodnar and Council as a Whole. (First Reading – 9/25/17) (Building Department)

Chairman Saponaro asked, does anyone have any questions or comments?  Discussion points?  Clarification?  Everyone has read the Ordinance itself and all of the changes?  This will go to Third Read at Council, but we can recommend approval here.  Is everyone in a position to approve it?

The Committee recommended Item #1 for approval.

2. Discussion of the Second Reading of Ordinance No. 2017-38, entitled, “An Ordinance amending Section 1309.04 of the Codified Ordinances relative to the lump-sum permit fees associated with the construction of new dwellings.”  Introduced by Mayor Bodnar and Council as a Whole. (First Reading – 9/25/17) (Building Department)

Mr. Marrelli stated, we have doubled the fees.

Chairman Saponaro asked, for new construction?

Mr. Marrelli replied, yes.

Chairman Saponaro asked, anything else major?

Mr. Marrelli replied, no.

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

There were none.

The Committee recommended Item #2 for approval.

3. Discussion of a motion to authorize expenditure in the amount of $9,900 to GPD Group for detailed engineering design services proposal (SOM Center Road/Hickory Hill Drive Traffic Signal Design). (Engineer).

Chairman Saponaro stated, this came up at Caucus.  Are there any further discussion items or clarification needed?

There was none.

The Committee recommended Item #3 for approval.

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

Chairman Saponaro asked, any questions regarding this?

There were none.

The Committee recommended Item #4 for approval.

5. Discussion of a motion to authorize the Finance Director to advise the Cuyahoga County Fiscal Office that Mayfield Village will be continuing with the Cuyahoga County Regional Health Care Plan for calendar year 2018. (Finance Department)

Mr. Wynne reported, we are required to let the County know by November 1st of our intention to either stay with the plan or to leave the plan.  I asked our insurance consultant to get some competitive pricing. He contacted Medical Mutual directly which is who we have our coverage with through the County and asked them for a quote of our group as a stand-alone.  Medical Mutual said we would be wasting our time because the rates are going to come in at least 10% higher than what you are getting through the County plan.  He also has pricing from an organization called BORMA, the Buckeye Ohio Risk Management Association.  It’s a self-insured pool.  There would be about a $30,000-40,000 upfront entry fee to join the pool.  The pricing they gave us for a year was about what we are paying now.  That’s 6.5% and with the increase with the County we would save that.  But with this plan we have to pay $40,000 upfront which is about 60% of that increase.  We would only have the existing plan we have for one year and then we would have to join one of the other plans they have in their consortium which is not in compliance with our collective bargaining agreements which means we have to go back and meet with the unions and renegotiate the contract.  So at this point, with a 6.5% increase, I would like to inform the County that we will stay with them for another year.

Chairman Saponaro asked, we don’t need a resolution?  We just need approval on the floor?

Mr. Wynne replied, yes, the County will prepare an agreement.

Chairman Saponaro stated, okay.  So this is the first step?

Mr. Wynne replied, this is just letting me tell them we are going to stay with them.

Chairman Saponaro asked, any questions?

Dr. Parker stated, 6.5% today seems very reasonable.

Mr. Wynne replied, since we joined the County plan, our average annual increase has been 5.6% so for the past 6 years, that’s pretty good.

Chairman Saponaro stated, that’s pretty amazing.

The Committee recommended Item #5 for approval.

6. Discussion of a motion to authorize expenditure in an amount not to exceed $7,400 to Ohio Fire Chiefs Association, Inc. as testing agency for entrance examination and assessment center for Assistant Fire Chief/Fire Marshall.  (Fire Department)

Chief Carcioppolo reported, we have no current full-time list for Firefighter/Paramedic.  It exceeded its one-year limit so we don’t have an active list so if we needed to hire someone we couldn’t, so we will be holding an entrance examination.  With the Assistant Fire Chief/Fire Marshal position, Assistant Chief Girbino may retire as soon as December of next year or he may go up to May of 2019.  This is to get the ball rolling and tests given in March of next year because it will take a little time to get the results back and certified.  That will give us time to make a decision and prepare someone for the position.

Mrs. Betsa confirmed that the Civil Service Commission met and approved both the testing agency and examination dates.

Chairman Saponaro asked, any questions?

There were none.

The Committee recommended Item #6 for approval.

7. Discussion of a motion to authorize expenditure in the amount not to exceed $10,835 to Ohio Association of Chiefs of Police for assessment and written testing for Police Sergeant promotion.  (Police Department)

Chief Edelman reported, as I discussed somewhat at Caucus, I have an opening for Police Sergeant due to a Sergeant retiring. We met with Civil Service last week.  They concurred with my recommendation for OACP to conduct the assessment and testing for that promotion.

Chairman Saponaro asked, any other questions?

Mr. Wynne stated, I just wanted to mention that Items 6 and 7 were not contemplated when putting together the budget for this year so there will be about an $80,000 adjustment to the budget.

Chairman Saponaro stated, thank you.  Anything else?

There were no further comments.

The Committee recommended Item #7 for approval.

8. Discussion of a motion to authorize acceptance of bid of police vehicle - 2013 Dodge Charger – VIN 2C3CDXAG0DH590910 in the amount of $7,000.  (Police Department)

Chief Edelman replied, this was our old police car that we sold on Govdeals.com

Chairman Saponaro asked, any other questions on this?

There were none.

The Committee recommended Item #8 for approval.

9. Discussion of a motion to authorize acceptance of bid of police vehicle - 2013 Dodge Charger – VIN 2C3CDXAG0DH590909 in the amount of $7,150.  (Police Department)

Chief Edelman stated, this is also an old police car that we had to relist on Govdeals.com. It did not sell the first time.  We relisted it and it sold today.

The Committee recommended Item #9 for approval.

10. Discussion of a motion to authorize demolition of 570 SOM Center Road and to authorize expenditure in the amount of $10,400 to North Union Realty for demolition of 570 SOM Center.  (Service Department)

Chairman Saponaro asked, any questions on this?  We discussed this at our last meeting.

There were none.

The Committee recommended Item #10 for approval.

11. Discussion of Resolution No. 2017-11, entitled, “An emergency resolution of support and acknowledgment of authorization for the Mayor and Director of Finance to prepare and submit an application for the 2018 Cuyahoga County Supplemental Grant Program.”  Introduced by Mayor Bodnar and Council as a Whole.  (Administration)

Ms. Wolgamuth reported, this is the grant for The Grove Bandshell Phase II.  The grant application is due November 30th.   As an update, bid specs are being prepared.  We are planning to take this to bid in November and then we will have results for Council in December.

Chairman Saponaro asked, any other questions on this?

There were none.

The Committee recommended Item #11 for approval.

ANY OTHER MATTERS:

Chairman Saponaro asked, any other matters?

Ms. Wolgamuth stated, I assume Council saw the memo that we provided on the update on the Beecher’s Brook stabilization project and the trail.  I know that the cost came in much higher than we were originally anticipating.  I did mention to the Council President that the estimate of $150,000 was not the sewer district’s estimate at the beginning.  That was ours.  That was the number we had put together for them.  I just wanted to make sure that was clear.  The Council President has asked that the Sewer District come to the November Caucus so they can make a presentation and answer any questions that you might have.

Chairman Saponaro asked, in the spirit of discussion at this point, does anyone have any questions on this based on the memo that they have read?

Mr. Marquardt asked, how come it is so much higher?

Ms. Wolgamuth replied, the Geotechnical results, apparently the soils were much worse than they thought.  I know the Sewer District, their cost has risen to $1.4.  I don’t know exactly what their estimate was for their piece of it, but I think it was in the $600,000 range, so their cost has gone up substantially and so has ours.

Mr. Marquardt stated, maybe they should answer that when they present.

Ms. Wolgamuth replied, yes.

Chairman Saponaro stated, again, the $150,000 was based on internal.

Ms. Wolgamuth stated, the length of the trail and some other things.

Chairman Saponaro stated, yes, without knowing any of the underlying.  It was a best guestimate at the time?

Ms. Wolgamuth replied, yes.

Chairman Saponaro stated, I am glad you clarified that.  any other questions on this?

There were none.

Chairman Saponaro asked, are there any other matters that need to come before us?

There were none.

There were no further matters to discuss.

There being no further matters, the meeting adjourned with Mr. Marquardt moving and Mr. Williams seconding at 7:40 p.m.