Finance: September 25th 2017

MINUTES OF THE FINANCE COMMITTEE MEETING
Monday, September 25, 2017 – 7:30 p.m.
Main Conference Room – Mayfield Village Civic Center

The Finance Committee meeting was held on Monday, September 25, 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, and Mrs. Mills

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

Absent: Mr. Marquardt

Approval of Minutes of Meeting of August 21, 2017

Mrs. Mills, seconded by Mr. Williams, moved to approve the Minutes of the Meeting of August 21, 2017.

ROLL CALL:  

Ayes: All
Nays: None

Motion Carried. Minutes of Meeting of August 21st, 2017 Approved as Written.

Motion to amend the agenda to add:   “Discussion of a motion to authorize an expenditure in the amount of $6,500 to Green Vision Materials for the grinding of wood and removal in the Village.”

Chairman Saponaro, seconded by Mr. Williams, moved to amend the agenda to add:  “Discussion of a motion to authorize an expenditure in the amount of $6,500 to Green Vision Materials for the grinding of wood and removal in the Village.”

ROLL CALL:  

Ayes: All
Nays: None

Motion Carried. Agenda Amended.

1. Discussion of a motion to authorize expenditure in an amount not to exceed $8,000 for Volunteer Appreciation Event.  (Administration)

Ms. Wolgamuth reported, plans are moving along.  I hope that Council will approve the expenditure because RSVP’s are already coming in.

Chairman Saponaro asked, any discussion or questions on this?

There were none.

The Committee recommended Item #1 for approval.

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

Chairman Saponaro asked, any discussion or questions regarding this?

There were none.

The Committee recommended Item #2 for approval.

3. Discussion of a motion to extend the TIF for Progressive for property tax year 2017. (Finance Department)

Chairman Saponaro asked, Items #3-7 are annual approvals for the TIFs?

Mr. Wynne replied, yes.  The Tax Incentive Review Committee met with the County in August.  They approved all of the TIF Agreements as being in compliance and approved them to be continued for another year.  This is just mirroring locally what they did at the County level.

Chairman Saponaro stated, okay. Items #3-7 are the result of that meeting and approval by the County.

The Committee recommended Item #3 for approval.

4. Discussion of a motion to extend the TIF for Governor’s Village for property tax year 2017. (Finance Department)

Chairman Saponaro asked, discussion?

There was none.

The Committee recommended Item #4 for approval.

5. Discussion of a motion to extend the TIF for Skoda Minotti for property tax year 2017. (Finance Department)

Chairman Saponaro asked, discussion?

There was none.

The Committee recommended Item #5 for approval.

6. Discussion of a motion to extend the TIF for Heinen’s for property tax year 2017. (Finance Department)

Chairman Saponaro asked, discussion?

There was none.

The Committee recommended Item #6 for approval.

7. Discussion of a motion to extend the TIF for 700 Beta Drive for property tax year 2017. (Finance Department)

Chairman Saponaro asked, discussion?

There was none.

The Committee recommended Item #7 for approval.

Mr. Wynne stated, just to mention, in round numbers, for the five TIFs - for Progressive, we received $890,000; Governor’s Village was $116,000; Skoda was $12,000; Heinen’s was $4,000; and 700 Beta Drive which is the Hilton Garden Inn was $83,000.

Mr. Marrie asked, what was the total?

Mr. Wynne replied, about $1.1 million.

8. Discussion of a motion to authorize entering into an agreement with Everstream for a period of 60 months and to authorize expenditure in the amount of $19,000 per year, in payment of Annual Subscription Fee for Internet/Ethernet ($12,000) and maintenance on the dark fiber ring ($7,000). (Finance Department).

Chairman Saponaro asked, discussion?

Mr. Wynne replied, our Agreements used to be with OneCommunity which no longer exists.  This is changing our Agreement to be with the new entity.  We were paying $22,000 a year, $15,000 for internet and ethernet service and $7,000 for maintenance of the ring.  They reduced that price by $3,000, so it will be $12,000 for internet and ethernet service and $7,000 for maintenance.  Council has already approved and paid the $12,000 expenditure for this year.

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

There were none.

The Committee recommended Item #8 for approval.

9. Discussion of a motion to authorize expenditure in the amount of $7,031 to Independence Office for the purchase of new tables and chairs for fire station training room (Fire Department)

Chairman Saponaro asked, discussion on this?   The Chief explained it pretty well.  These are collapsible tables.  They give a lot of flexibility to the training room.  Is there anything anyone needs to add or ask?

Mr. Wynne stated, our budget for that is $7,000, so it is slightly over.

Chairman Saponaro stated, okay, so it is over budget by $31.  Anything else?

There was no further discussion.

The Committee recommended Item #9 for approval.

10. Discussion of a motion to authorize expenditure in the amount of $6,976.90 to Paladin for Mayfield Fire Paging System “Head End” Upgrade.  (Fire Department)

Chairman Saponaro asked, discussion?

Chief Carcioppolo replied, we have $35,000 budgeted for station alerting.  As part of that, the station alerting is tied into our PA station.  We started looking into replacing some of the speakers that were not working.  In doing that, we discovered there was a lot more wrong with it.  The system was degraded because people with the appropriate know how weren’t working on it.  In order to correct the PA system, we have to upgrade the amplifier system.  We are having failures with it.  Fortunately, because of how we are dispatching and toning out over the radio system, we haven’t missed any calls, but the optimal way to receive a call when you are in the station is through the PA system in the building.  That’s why I asked to put it on as an emergency because it is intermittently working and it needs to be repaired as soon as possible.

Chairman Saponaro asked, are there any questions generally regarding the system and what we are looking to repair?

Chief Carcioppolo stated, I tried to get an additional quote.  These guys came in multiple days to troubleshoot all of the issues.  They figured it out.  They are a sound company that takes care of that.  This other company would have to start to redo all that they did to try to figure everything out.  They were not going to be able to produce a quote.  I told them to stop wasting their time because I had to get it done.

Chairman Saponaro asked, any other questions?

There were none.

The Committee recommended Item #10 for approval.

11. Discussion of a motion to authorize expenditure in the amount of $9,735 to City of Mayfield Heights for co-op of Teen Adventure Camp (pass through). (Recreation Department)

Chairman Saponaro asked, any discussion or questions on this?

There were none.

The Committee recommended Item #11 for approval.

12. Discussion of a motion to authorize additional expenditure to Showtime Sound Company in the amount of $1,150 for additional equipment rental and sound technicians for The Grove 2017 Season.  ($9,950 previously approved by Council on May 15, 2017). (Recreation Department)

Chairman Saponaro asked, any discussion on this at all?

There was none.

The Committee recommended Item #12 for approval.

13. Discussion of a motion to authorize expenditure in the amount of $46,807 to Murphy Tractor & Equipment for 317G Compact Track Loader (State purchasing) (Service Department)

Chairman Saponaro asked, discussion?

Mr. Wynne stated, our budget was $80,000.

Chairman Saponaro stated, so we are far below budget.  Great.  Any other comments or questions?

There were none.

The Committee recommended Item #13 for approval.

14. Discussion of a motion to authorize expenditure in the amount of $16,500 to Premier Patching, Inc. for spray patching of Wilson Mills Road east of SOM Center. (Service Department)

Chairman Saponaro asked, discussion?

Mrs. Mills asked, when will you start this, Doug?

Mr. Metzung stated, there is other work they are doing in the Cleveland area, so they want to schedule this pronto because of the time of year.

Mrs. Mills asked, this will be very soon?  Citizen’s Advisory was asking about Wilson Mills at their last meeting.

Mr. Metzung replied, yes.

Chairman Saponaro asked, any other questions?

Mr. Wynne stated, this was not specifically budgeted for, but the hope is that there will be enough contingency money left from the Road Program to cover the cost of this.  If not, we will have to make a budget adjustment.

Chairman Saponaro asked, and if at that time we have to make a budget adjustment, we will go back to this specific item as a reason why?

Mr. Wynne replied, yes.

Chairman Saponaro stated, very good.  Thank you.  Anything else?  Any other discussion or questions?

There were none.

The Committee recommended Item #14 for approval.

15. Discussion of the First 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.

Chairman Saponaro asked, are there any questions or discussion on this?

There were none.

Chairman Saponaro stated, we are not going to vote on this.  We are going to wait and make sure we have all the information here.

The Committee Deferred Action on Item #15 for further discussion

16. Discussion of the First 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.

Chairman Saponaro asked, discussion on this?  Again, this will go on three readings, but as we saw, they did change the new construction costs.

Mr. Marrelli stated, doubled it.  It’s about 20 years old.

Chairman Saponaro asked, any questions?

There were none.

The Committee Deferred Action on Item #16 for further discussion.

17. Resolution No. 2016-10, entitled, “A Resolution accepting the amounts and rates as determined by the Budget Commission and authorizing the necessary tax levies and certifying them to the County Fiscal Officer.”  Introduced by Mayor Bodnar and Council as a Whole..

Chairman Saponaro asked, discussion on this?

Mr. Wynne reported, this is an annual requirement.  This makes it official with the County, when we get our portion of the property tax dollars, how they get split up amongst the different funds.  Historically, it has been split between the General Fund, the Debt Retirement Fund, the Police Pension and Police Operating Funds.  The one change that we can make this year because we paid our debt down so much and we have so much money accumulated in the Debt Fund, we used to have $400,000 go into the Fund. We have now put it back into the General Fund for regular operations.

Chairman Saponaro stated, thank you.  Any questions on this?  This is something we can as a Resolution recommend approval of.

The Committee recommended Item #17 for approval.

18. Discussion of a motion to authorize an expenditure in the amount of $6,500 to Green Vision Materials for grinding of wood and removal in the Village.

Chairman Saponaro stated, Mary Beth is passing out the quotes.

Mr. Metzung stated, this is our annual grinding of wood that we collect throughout the year.  I apologize for the late notice.  Typically it is under the Mayor’s spending limit.  When it came in, the Village had been trying to scramble to find other vendors to do this.  We were unsuccessful.

Mrs. Mills asked, is this more than we usually have paid?

Mr. Metzung replied, this is about as much as we paid last year when they had to double grind it and we kept the grinding.  Typically it is around $4,800.

Mr. Wynne stated, last year it was $5,600.  This year it is a little bit higher.  Like Doug said, years prior to that it was about $3,600.

Chairman Saponaro asked, so this is removal of wood from site after it is ground, this is not what you use for the mulch?

Mr. Metzung replied, we have enough from last year when we did it that we don’t want to keep piling it up.

Mr. Marrie asked, so he just takes it away when he is done grinding?

Mr. Metzung replied, yes.

Dr. Parker asked, if we kept it, it would be what it cost last year?

Mr. Metzung replied, $5,600, right.

Chairman Saponaro asked, any other questions or discussions?

There were none.

The Committee recommended Item #18 for approval.

Any Other Matters

Chairman Saponaro asked, any other matters?

Chief Edelman replied, I received an offer on our old K-9 car from the City of Bedford Police Department.  This is from one municipality to another so we didn’t have to go out to bid on it.  He contacted me today and said they are ready to write the check.  I told him I am meeting with Council tonight.  I would like to ask Council to approve the sale and finalize this.

Chairman Saponaro stated, we would have to amend the agenda to include this.

Mr. Wynne stated, Council approved the disposition of this vehicle about a year and a half ago.  You can approve the acceptance of the bid of $8,000, but you don’t need to approve the sale of it.

Chairman Saponaro asked, Joe?

Mr. Diemert replied, that’s good enough, yes.

Motion to amend the agenda to add:   “Discussion of a motion to authorize the acceptance of bid in the amount of $8,000 from the City of Bedford on the 2011 Ford Crown Victoria (VIN No. 2FABP7BV0BX135690).

Mrs. Mills, seconded by Mr. Williams, made a motion to amend the agenda to add:   “Discussion of a motion to authorize the acceptance of bid in the amount of $8,000 from the City of Bedford on the 2011 Ford Crown Victoria (VIN No. 2FABP7BV0BX135690).”

Roll Call:

Ayes: All
Nays: None

Motion Carried. Agenda Amended.

19. Discussion of a motion to authorize the acceptance of bid in the amount of $8,000 from the City of Bedford on the 2011 Ford Crown Victoria (VIN No. 2FABP7BV0BX135690)

Chairman Saponaro asked, any discussion or questions on this item?

There were none.

The Committee recommended Item #19 for approval.

Chairman Saponaro asked, any other matters?

Mrs. Mills asked, Tom, do you have a date for the freeway completion at all?

Mr. Cappello stated, they have to be done by October 15th.

Chairman Saponaro asked, anything else?

There were no further matters to discuss.

There being no further matters, the meeting adjourned at 7:54 p.m.