Finance - August 18th 2014

MINUTES OF THE FINANCE COMMITTEE MEETING
Monday, August 18, 2014 – 7:30 p. m.
Main Conference Room – Mayfield Village Civic Center

The Finance Committee meeting was held on Monday, August 18, 2014 in the Main Conference Room at the Mayfield Village Civic Center.  Mr. Marquardt called the meeting to order at 7:30 p.m.

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Present: Mr. Marquardt, Mr. Marrie and Mr. Saponaro

Also Present: Mrs. Mills, Chief Edelman, Mr. Wynne, Mr. Metzung, Mr. Marrelli, Mr. Thomas, Chief Carcioppolo, Ms. Wolgamuth, Mr. Dinardo, Mr. Esborn, and Mrs. Betsa

1. Discussion of Resolution No. 2014-26, entitled, “An Emergency Resolution authorizing and directing the Mayor and President of Council to enter into a Memorandum of Understanding for the 2013 AFG Regional SCBA Grant, EMW-2013-FR-00097 with the Northfield Village Fire Department.”  Introduced by Mayor Rinker and Council as a Whole.

Chief Carcioppolo mentioned, there was a slight change in the cost.  The new cost is $11,627. At the last minute, there was extra money left in the grant and we were able to upgrade the packs to have a feature in it.  If we didn’t upgrade the packs now, it would cost a lot more at a later date to do so. This feature allows us, if we were to buy the computer and software, we can track the individual’s air pack remotely so we know how much air they have or if they activated their pass alarm.  Regionally we decided to add that in because it’s something we can all for a safety and accountability standpoint benefit from. If we waited until the packs were built and then have them retrofit it, because these are going to last another 15 years, it would have cost more than $250 per pack because it’s part of the components built into the pack.

Mr. Marquardt asked, any discussion?  There was none.

The Committee recommended Item #1 for approval.

2. Discussion of a motion to authorize expenditure in the amount of $11,605.00 to City of Mayfield Heights for money owed for Teen Adventure Camp (pass through).

The Committee recommended Item #2 for approval.

3. Discussion of Resolution No. 2014-24, entitled, “An Emergency Resolution declaring the necessity for providing for the payment of street lighting and the improvement or installation of additional lighting by special assessment of all parcels benefitted, determining to proceed with the assessment and levying the assessment for said purpose.”  Introduced by Mayor Rinker and Council as a Whole.

The Committee recommended Item #3 for approval.

4. Legislation – Tax Levy Renewal – passed at Special Meetings on August 4th and   August 6th, 2014

5. Discussion of a motion to accept recommendation of Architectural Selection Committee to authorize entering into an agreement with ThenDesign Architecture for architectural services and construction management in connection with the rehabilitation of the Community Room and to authorize expenditure in an amount not to exceed $29,400.00 ($24,500.00 plus 20% contingency).

Mr. Saponaro asked, what is the budget?

Ms. Wolgamuth replied, $700,000.

Mr. Saponaro stated, some came in over $90,000.

Ms. Wolgamuth stated, which is why we interviewed those four. We wanted to make sure it was apples to apples and that they understood the scope.

Mr. Saponaro stated, Bob Fiala is the owner.  He is also a Councilman in Willoughby.  He sat on the Board with me for Fairmount.  He’s pretty much adept at this stuff.  He is excellent.

Mr. Marrelli stated, we asked him a couple times if this included everything and he stated, yes, it’s all in there.

Ms. Wolgamuth stated, the school has used them also.

Mr. Marquardt stated, that’s a big difference, unless they change the scope.

Mr. Saponaro stated, they don’t operate that way.

The Committee recommended Item #5 for approval.

6. Discussion of a motion to authorize expenditure in the amount of $5,250.00 to Tree Service Now for tree removal at 6186 Norman Lane.

Mr. Marrie asked, why didn’t they just do it?  Why are we doing it?

Mr. Metzung stated, she doesn’t have the money. She had a tree hit by lightning.  Upon assessing that, there were several trees in the backyard that were dead ash trees that needed to be removed. They were dangerous. She doesn’t have the money to do it.  We went through the ordinance process with her and she stated that we should put it on her taxes as she cannot afford it.

Mr. Marrelli stated, this is abating the nuisance.

Mr. Saponaro asked, can we always abate the nuisance by doing this?

Mr. Marrelli replied, yes.

Mr. Saponaro stated, so it’s not treated as a loan.  For discussion purposes we have to make sure that is known. This is not a preferred method.  It is a last ditch effort in order to abate the nuisance.

The Committee recommended Item #6 for approval.

7. Discussion of a motion to authorize expenditure in the amount of $5,224.00 to Discovery Tours for Parks and Recreation overnight trip to Mackinac Island August 21-24 (pass through).

The Committee recommended Item #7 for approval.

8. Discussion of a motion to approve the opt-out subsidy for the 2014-2015 Senior Snow Removal Program – up to 50% of the paid invoice, not to exceed $75.00.

The Committee recommended Item #8 for approval.

9. Discussion of a motion to authorize acceptance of bid and to authorize expenditure in an amount not to exceed $11,500.00 to MJO Lawn for snowplowing services with regard to the Senior Snow Removal Program for the 2014-2015 winter season.  (One section, approximately 50 drives, at $230.00 per driveway).

The Committee recommended Item #9 for approval.

10. Discussion of a motion to authorize acceptance of bid and to authorize expenditure in an amount not to exceed $12,000.00 to Ameriscape for snowplowing services with regard to the Senior Snow Removal Program for the 2014-2015 winter season.  (One section, approximately 50 drives, at $240.00 per driveway).

The Committee recommended Item #10 for approval.

11. Discussion of a motion to authorize acceptance of bid and to authorize expenditure in an amount not to exceed $11,000.00 to Arnold Landscaping for snowplowing services with regard to the Senior Snow Removal Program for the 2014-2015 winter season.  (One section, approximately 50 drives, at $220.00 per driveway).

The Committee recommended Item #11 for approval.

12. Discussion of a motion to authorize acceptance of bid and to authorize expenditure in an amount not to exceed $10,000.00 to Interlock Paving for snowplowing services with regard to the Senior Snow Removal Program for the 2014-2015 winter season.  (One section, approximately 50 drives, at $200.00 per driveway).

The Committee recommended Item #12 for approval.i

13. Discussion of a motion to authorize acceptance of bid from Di Gioia-Suburban Excavating, LLC and expenditure in the amount of $2,295,002.41 for Meadowood Drive and Eastgate Drive Infrastructure Improvement Project.

Mr. Metzung stated, this is the Meadowood and Eastgate sewer stormwater job.  Septic to sanitary.  Some stormwater, waterline and road replacement.

Mr. Marquardt asked, any other questions?  There were none.

The Committee recommended Item #13 for approval.

14. Discussion of a motion to acknowledge receipt of financial reports for July 2014 and to approve of same as submitted.

The Committee recommended Item #14 for approval.

15. Discussion of the First Reading of Ordinance No. 2014-20, entitled, “An Emergency Ordinance authorizing and directing the Mayor and President of Council to enter into a First Amendment to Option and Tower Lease Agreement.” Introduced by Mayor Rinker and Council as a Whole.

Mr. Wynne stated, this is with Cingular Wireless.  They came in to make improvements to their tower. They wanted to put a generator on-site on our property.  We told them we would like to do it but we are going to charge them rent for using our space. We amended the agreement to charge them $500 per month.

Mr. Saponaro asked, where are we at with our monthly rent with them?

Mr. Wynne replied, about $2,505 a month.

Mr. Saponaro asked, we are adding another $500 to that?

Mr. Wynne replied, that’s correct.

The Committee recommended Item #15 for approval.

ANY OTHER MATTERS

Mr. Marquardt asked, any other questions?

Mr. Metzung stated, with regard to the sewer project, we got a nasty-gram from the Regional Sewer District about septic in-flow from the Eastgate, Meadowood and Thornapple area. We wrote back and notified them that we were doing the sewer project at Eastgate/Meadowood now. We will be looking to move forward fairly briskly with the Thornapple area.

Mr. Wynne reported, Ron and I attended the Tax Incentive Review Committee meeting at the County on Tuesday. They were fine with everything.  All of the TIFs were extended for another year.  On Wednesday of last week, we sold our $1.1 million Notes at a rate of .35%.

Mr. Marquardt asked, any other matters?  There were none.

There being no further business, Mr. Saponaro, seconded by Mr. Marrie, made a motion to adjourn.  The meeting concluded at 7:42 p.m.

Respectfully submitted,

Mary E. Betsa, Clerk of Council