Finance Caucus: September 2nd 2014

MINUTES OF THE
FINANCE CAUCUS COMMITTEE MEETING
Tuesday, September 2, 2014 – 7:30 p.m.
Main Conference Room
Mayfield Village Civic Center

The Finance Caucus Committee meeting was held on Tuesday, September 2, 2014 in the Main Conference Room at Mayfield Village Civic Center.  Mr. Marquardt called the meeting to order at 7:50 p.m.

(Printable/PDF document)

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

Also Present: Mrs. Mills, Mr. Wynne, Chief Edelman, Mr. Metzung, Chief Carcioppolo, Mr. Thomas, Mr. DiNardo, Mr. Cappello, Ms. Wolgamuth, and Mrs. Betsa

1. Replacement Copiers for Building, Finance and Police Departments.

Mr. Wynne reported, we received a letter back in April from Lake Business Products informing us that parts for the four pieces of copy equipment we had were no longer available.  They would no longer be serviced after May 31st for these three departments and also the one in Human Services.  These were not on the budget.  At the time we said, let’s ride it out and plan on replacing them next year. As luck would have it, the machines for the three departments over the past few weeks have died.  They are not even in use anymore. We contacted the company. They have no parts to repair them so they cannot service them. We are proposing replacing them with the same machine that is in Administration.  When we replaced that one last year, we researched it thoroughly.  Lake Business is giving us an 18% discount on the cost of those machines.

Dr. Parker asked, have you checked anywhere else?

Mr. Wynne replied, no. We did that pretty thoroughly last time when we went through the process of buying the one for Administration and Parks and Recreation.  We were comfortable with Lake Business.

Dr. Parker asked, how long have we had these machines?

Mr. Wynne replied, anywhere from 6-10 years. 

Dr. Parker asked, what’s the dollar amount?

Mr. Marrie replied, $13,300.

Mr. Marquardt asked, any other comments? There were none.  The Committee agreed with the need for the expenditure.

2. Senior Snow Removal Program - Award of one additional section to Arnold Landscape for 2014-15 season (50-100 drives at $215.00 per driveway – total for two sections not to exceed $21,500.00).

Mr. Thomas reported, we have a need for 50 additional driveways to be serviced. As a result, we had to go back to the lowest bidder to see if they could take an additional 50 drives.  Interlock indicated that they could not do it as they were already booked.  We then contacted Arnold Landscaping who agreed to take on an additional section at $215 per drive.

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

3. Change order to original Drainage and Infrastructure Project from 2013 at 905 Beecher’s Brook (Anselmo Landscape and Design - $325.00).

Mr. Metzung reported, this is to add an additional catchbasin.  There was one designed for the south side of the driveway. We added one on the north side to alleviate some ponding water.  This is out by the street.

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

4. Bid Results – Civic Center Stormwater Retrofit Demonstration Project.

Mr. Cappello reported, the full amount would be $182,255.60.

Mr. Saponaro asked, of that, how much is the SWIF Grant?

Mr. Cappello replied, $126,000.00.

Mr. Marquardt asked, how much was budgeted and how much are we talking about over budget?

Mr. Wynne replied, we budgeted $50,000.00.

Mr. Cappello replied, so it would be roughly $33,000.00 more.

Mr. Saponaro asked, over the original estimate?

Mr. Cappello replied, yes.  Over the original budget.

Mr. Marquardt stated, $50,000.00 was budgeted and we are talking $83,000.00.

Mr. Cappello stated, as I went through the design, there were some more storm sewers I had to deal with and other items plus the cost of items have gone up a little bit.  It was a mixture of both.

Dr. Parker asked, the cost for us is going up another $33,000.00?

Mr. Wynne stated, the budget we put in place did not even contemplate tackling this project the way we were.  Initially, the thought was before the funding became available, we were going to just add this as part of our road program budget and have them come in and make some minor modifications and blacktop it. When this money became available, we talked about doing more.

Mr. Marquardt asked, this includes the $11,000.00 extra?

Mr. Cappello replied, the additional walk and the brick paved.

Mr. Saponaro asked, which was not a part of the original budget?

Mr. Cappello replied, there was something in there, yes. We broke it out to get an alternate number. That was part of it.

Mr. Marrie asked, so $83,000 is our cost?

Mr. Cappello replied, yes.

Mr. Marquardt asked, any other discussion?  There was none.  Any objections? There were none.

5. Hanover Woods entryway.

Mr. Metzung replied, this is a rough estimate of $13,200.00. That’s a pretty generous budget for this.  Things I don’t know is the electrical could be much less if CEI, there’s already a meter box there, if they will put back the 20 amp service, that will save us a lot of money, but they are saying they are not going to do that, so we are going to have to upgrade it to 100 amp service. That’s one of the reasons for the electric bill being what it is.  Most of the numbers are pretty generous.

Dr. Parker asked, why do they need 100 amps there?

Mr. Cappello replied, that’s standard.

Mr. Saponaro stated, they won’t put anything less than that.  Steve Jerome brought up a good point before.  Obviously that’s going to be lit.  How does that get paid for? 

Mr. Wynne replied, it gets metered by CEI. We get a monthly electric bill.  It’s not part of the street lighting assessments.

Mr. DiNardo asked, is that LED lighting?

Mr. Cappello replied, that would be pretty expensive.

Mr. Metzung replied, that would draw less power.

Mr. Marquardt asked, any objections to this? There were none.

6. Clean-out of the Wiley Retention Pond (Mr. Excavator – $15,913.01).

Mr. Marquardt stated, this was discussed before. Are there any objections?

Mr. Saponaro stated, this is already done.

Mr. Metzung replied, correct.

7. Tax Rate Resolution for Tax Year 2015.

Mr. Wynne reported, we are required to let the County know by the first of October how we want our property tax monies allocated amongst the different funds. There are no changes to 2015, so we have the same amount of money going into the General Fund and Bond Retirement Fund and Police Pension Fund.

Mr. Marquardt asked, any comments? There were none.

8. Additional sanitary connection – Eastgate/Meadowood project (not to exceed $19,000).

Mr. Saponaro stated, this is the Smakula property.

Mr. Marquardt asked, any comments? There were none.

ANY OTHER MATTERS

Mr. Marquardt asked if there were any other questions or comments.

There being no further business, Mr. Saponaro, seconded by Mr. Marrie, moved to adjourn at 8:00 p.m. The next Finance Committee meeting is scheduled for Monday, September 15, 2014 at 7:30 p.m. in the Main Conference Room. 

Respectfully submitted,

Mary E. Betsa, Clerk of Council