Finance - March 17th 2014

MINUTES OF THE FINANCE COMMITTEE MEETING
Monday, March 17, 2014 – 7:30 p. m.
Main Conference Room – Mayfield Village Civic Center

The Finance Committee meeting was held on Monday, March 17, 2014 in the Main Conference Room at the Mayfield Village Civic Center.  Mr. Delguyd called the meeting to order at 7:30 p.m.

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

Also Present: Chief Edelman, Mr. Metzung, Mr. Marrell, Mr. Wynne, Mr. Thomas, Ms. Wolgamuth, Mr. Dinardo, and Mrs. Betsa

1. Discussion of a motion to authorize expenditure in the amount of $4,390.00 to Walter Drane Co. for updating Codified Ordinances to February 2014.

The Committee recommended Item #1 for approval.

2. Discussion of a motion to authorize software service agreement between TAC Computer, Inc. and Mayfield Village Police Department.

The Committee recommended Item #2 for approval.

3. Discussion of a motion to approve recommendation to accept bid from O.P. Aquatics in the amount of $8,520.30 for sodium hypo chlorite and muriatic acid for Parkview Pool for 2014.

Mr. Thomas stated, I made a mistake, if you got your memo I sent to you explaining everything.  Superior Pool and Products, you are probably wondering, wait a minute, Bill, they were $7,801.50.  I forgot to add, we had the liquid chlorine there but I did not have the muriatic acid which came to $840 and the sodium bicarbonate.  When you add that up, it comes to $8,698.50.  I wanted to make sure you understand we are going with O.P. Aquatics.

Mr. Delguyd asked, same amount as last year? Did we have an issue last year?

Mr. Thomas replied, no.  We are very pleased with Sal Chemical or O.P. Aquatics. The bottom line is we are dealing with a whole bunch of communities now. We have to look at the entire picture.  Just like Doug does for salt.  O.P. Aquatics is a local company. Their service has been very good. I have been dealing with them for 25-30 years.

The Committee recommended Item #3 for approval.

4. Discussion of a motion to authorize expenditure in the amount of $5,700 to CEI for replacement of awnings above concession and pool manager’s office.

The Committee recommended Item #4 for approval.

5. Discussion of a motion to authorize expenditure in an amount not to exceed $18,000 from Anchor Industries for installation of new umbrellas on grass and replacement of old fabric on existing umbrellas of Parkview Pool.

Mr. Delguyd asked, how many umbrellas is this?

Mr. Thomas replied, four umbrellas that are 20 footers and the four umbrellas that exist. The existing ones are 12 feet in diameter and the other ones are 20 feet. 

Mr. Delguyd asked, four new ones?

Mr. Thomas replied, correct.  The colors have been adjusted. 

Mr. Metzung asked, they are going to install?

Mr. Thomas replied, I do not believe so.  Our staff is doing it. They have pulled out the old shade structures.  Scott is able to do it.  They will not be installing it.

The Committee recommended Item #5 for approval.

6. Discussion of a motion to authorize expenditure in an amount not to exceed $18,000 to J.R. Sbrocco Plumbing for removal and installation of new pool heater at Parkview Pool.

The Committee recommended Item #6 for approval.

7. Discussion of a motion to authorize expenditure in an amount not to exceed $6,000 to Maxine Shrontz for geese control at fields.

Mr. Thomas stated, they have been with us for 15 years.  The problem we have now is we have The Grove.  It’s a mess with the geese droppings. We have to do our due diligence.  They will control it for five months, from April through the end of August.

Mr. Marrie asked, what do they do?

Mr. Thomas replied, they have border collies that chase the geese away.  I am going to try to maintain the expense at less than $6,000, but at this point we need to start taking care of it pretty soon.

Mr. Delguyd asked, why is The Grove an issue?

Mr. Thomas replied, we have activities scheduled there. We have people sitting on the grass and on the sidewalk.  The two areas we had before The Grove was built was the soccer fields and the pool and the softball complex.  Now we have added The Grove.  It’s important to keep that clean.  They work 7 days a week.

The Committee recommended Item #7 for approval.

8. Discussion of a motion to authorize expenditure in an amount not to exceed $8,500 to Klyn Nurseries for the purchase of spring tree plantings.

The Committee recommended Item #8 for approval.

9. Discussion of a motion to authorize expenditure in the amount of $15,262.34 to Good Nature for fertilization of Village-owned lands.

Mr. Metzung reported, this is the fertilization that they will do on our lands.

Mr. Marrie asked, is this up from last year?

Mr. Metzung replied, yes.  We added the Community Room area and the Police Department.

The Committee recommended Item #9 for approval.

10. Discussion of a motion to authorize expenditure in the amount of $9,715.17 for fertilizer products for Village sports fields.

Mr. Metzung reported, this is the product we purchase from them and we apply it on our sports field.

The Committee recommended Item #10 for approval.

11. Discussion of a motion to authorize expenditure in the amount of $12,800 to North Union Realty for demolition of home at 6128 Wilson Mills Road.

The Committee recommended Item #11 for approval.

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

The Committee recommended Item #12 for approval.

13. Discussion of the First Reading of Ordinance No. 2014-06, entitled, “An Emergency Ordinance establishing the Parkview swimming pool employee’s salary for the 2014 season.”  Introduced by Mayor Rinker and Council as a Whole

The Committee recommended Item #13 for approval.

14. Discussion of the First Reading of Ordinance No. 2014-07, entitled, “An Emergency Ordinance creating certain positions and compensation related thereto for the Village’s 2014 Summer Camp program.” Introduced by Mayor Rinker and Council as a Whole

Mr. Delguyd asked, will Items 13 and 14 go on First Read?

Mr. Thomas replied, I need to send the contracts out soon.  It would be great if Council considers those items for passage this evening.

The Committee recommended Item #14 for approval.

15. Discussion of the First Reading of Resolution No. 2014-07, entitled, “A Resolution requesting the Cuyahoga County Fiscal Officer to adjust the amended official certificate of estimated resources for 2014.”  Introduced by Mayor Rinker and Council as a Whole.

The Committee recommended Item #15 for approval.

16. Discussion of the Third Reading of Ordinance No. 2014-05, entitled, “An ordinance appropriating funds for current expenses and expenditures of Mayfield Village, Ohio for the period from January 1, 2014 and ending December 31, 2014 and declaring an emergency.” Introduced by Mayor Rinker and Council as a Whole.

17. Discussion of a motion to accept proposal and authorize expenditure in the amount of $15,520.00 to TMS Engineers, Inc. for Traffic Signal Update Project Purpose and Need Study.

Mr. Delguyd asked, this is the study we need in order to get any type of grant money?

Chief Edelman replied, correct.

Mr. Delguyd asked, and we have no idea when it would come in but if we don’t do this then there’s no grant money?  Does this then get built into the grant?

Chief Edelman replied, no.  It’s separate.

The Committee recommended Item #17 for approval.

18. Discussion of a motion to authorize the Village Engineer to prepare plans and specifications and to go out to bid for the 2014 Road Program.

Mr. Delguyd asked, this is Eastgate and Meadowood?

Mr. Metzung replied, no, that’s the sewer program.

Mr. Delguyd asked, we are not going to redo the roads when we do the new sewers?

Mr. Metzung replied, that’s not part of the Road Program. That’s in the Sewer Program.  We will be doing Hanover Woods, Village Trails, Village Circle and Echo and parts of Wilson Mills.

Mr. Delguyd asked, how’s that work on Wilson Mills?

Mr. Metzung replied, we requested help from the County and they said no. 

The Committee recommended Item #18 for approval.

ANY OTHER MATTERS

Mr. Delguyd asked if there were any other matters.

Mr. Thomas stated, thanks to Doug we did some research on the restrooms we were looking at, the trailers.  For one month, the three door one is $3,000 a month. That would be $21,000 we would be spending for the year because we use it for seven months. We now spend $2,100 a year on port-a-potties.  My recommendation is we stay with the port-a-potties at $2,100, but I am strongly recommending for 2015 that we look at restrooms at the softball complex.

Mr. Delguyd asked, so a single port-a-potty costs?

Mr. Thomas replied, $75 a month. The handicap is $150 a month. The trailers are $3,000 a month, or $21,000 for the seven months. We are paying $2,100 now for the port-a-potties for two seasons.  The 9 station trailers would be $27,000 for the year and $29,000 for an 11 station trailer.

Mr. Delguyd asked, what’s in there right now, just a single?

Mr. Thomas replied, two regular at $75 each and one handicapped at $150.  We have three port-a-potties, one handicapped and one regular.

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

There being no further business, the meeting adjourned at 7:49 p.m.

Respectfully submitted,

Mary E. Betsa, Clerk of Council