Finance - May 19th 2014

MINUTES OF THE FINANCE COMMITTEE MEETING
Monday, May 19, 2014 – 7:30 p. m.
Main Conference Room – Mayfield Village Civic Center

The Finance Committee meeting was held on Monday, May 19, 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: Mr. Jerome, Chief Edelman, Mr. Wynne, Mr. Metzung, Mr. Thomas, Chief Carcioppolo, Mr. Dinardo, and Mrs. Betsa

ELECTION OF CHAIR

With the departure of Mr. Delguyd at the end of the month, Mr. Marrie, seconded by Mr. Delguyd, nominated Mr. Marquardt as Chairman for the Finance Committee. There was no opposition.

1. Discussion of a motion to authorize expenditure in the amount of $9,560.00 to Petroleum Maintenance Electronics, Inc. for Petro-Vend K-800 fuel system for the Fire Department.

Chief Carcioppolo called Petroleum Maintenance and asked them whether there would be a discount since another system was being considered for purchase for the Service Department. The representative advised that the price is already barebones and if we do approve the expenditure before he orders anything he wants to come to the Fire Station and try to pull a wire through the conduit to make sure there is no unforeseen problem with the conduit not being connected because if there is we are going to have to figure out how to get the electric out there. There is a piece of conduit.

Mr. Marrie asked, would it be additional instead of less?

Chief Carcioppolo replied, he doesn’t want to order anything because if he orders it we are going to have all this equipment and we are not going to be able to get it in.  He wanted to come and make sure we can pull a line through that conduit and get it to where it needs to be so we don’t have some giant expense afterwards.

Mr. Marquardt asked, is he baiting you for another price increase?

Chief Carcioppolo replied, I don’t disagree with him.  It runs out under the parking lot through a little conduit box in the wall. When we opened it, water was leaking out of it.  He said that is normal for underground conduit to have water in it.  This is an empty conduit with no wire in it.

Mr. Metzung stated, they will get it through. I feel pretty confident about it.

The Committee recommended Item #1 for approval.

2. Discussion of a motion to authorize expenditure in the amount of $9,560.00 to Petroleum Maintenance Electronics, Inc. for Petro-Vend K-800 fuel system for the Service Department.

The Committee recommended Item #2 for approval.

3. Discussion of a motion to authorize expenditure in the amount of $16,190.00 to Slidecare, LLC for repair and refurbishment to Parkview Pool slide structure.

Mr. Thomas stated, I was asked to get some recommendations.  They sent the customer references. There were three Ohio firms, one from the City of Groveport, one from the City of Kettering, and the one not on here is Bay Village.  Comments included, exceptional job. They did the speed slide for Bay Village and a corkscrew. They are spending $85,000 with them.  In Kettering, they commented, fabulous job, customer service #1. Grove City is very pleased. They are an exceptional company.

Mr. Marrie stated, good enough.

The Committee recommended Item #3 for approval.

4. Discussion of a motion to authorize expenditure in the amount of $9,900.00 to King Excavating for demolishing pole barn at 734 SOM.

The Committee recommended Item #4 for approval.

5. Discussion of a motion to authorize expenditure in the amount of $7,100.00 to T.C. Construction for repair to concrete at Progressive and at Thornsway Trail.

Mr. Marrie asked, is that just where the barrel is?

Mr. Metzung replied, yes.  The piece of concrete that comes out and across Wilson Mills. You’ve got the catch basin that has to be completely redone and there’s a hunk of concrete that needs to get redone. 

Mr. Delguyd asked, is this something new we anticipated happening this year? 

Mr. Metzung replied, it hadn’t been advertised. We hadn’t planned on having this, but it comes out of the road program.

The Committee recommended Item #5 for approval.

6. Discussion of a motion to authorize expenditure in the amount of $26,220.00 to Carlson Service Co. for cleaning of Civic Center and Community Room.

Mr. Marrie asked, is that for the whole year for both of them?

Mr. Wynne replied, yes.

Mr. Marrie asked, what are we paying for the Police Station?

Chief Edelman replied, I don’t remember offhand.

Mr. Wynne replied, we are paying them around $650 a month.

Mr. Delguyd stated, okay, that’s $7,200.

Chief Edelman stated, for two and a half days a week.

Mr. Delguyd asked, there’s more square footage here right?

Mr. Metzung replied, this is three days a week and the Community Room is also three days a week and that’s because of the events. We have to have someone come in between each event.

Mr. Marquardt asked, they come in whether there’s an event or not?

Mr. Metzung replied, no.  But in the Community Room, all three days of a weekend there’s an event.

Mr. Marrie asked, but the Civic Center is three days a week no matter what?

Mr. Metzung replied, correct.

Mr. Marrie stated, that turns out to be $110 a week and the Community Room is $70 a week.

Mr. Metzung replied, correct.  One is more general office space.

Mr. Wynne added, this cost is going to be offset by the savings of the individuals who retired.  It is covered 100%.  There are other options we are looking at too right now, so the rating for Carlson is only a month to month.  We will still pursue other avenues to see if something makes more sense.

Mr. Marquardt asked, is this less than the individuals who retired including benefits?

Mr. Wynne replied, yes.  They are both part-timers so there’s no benefits. They just get their hourly rate.

The Committee recommended Item #6 for approval.

7. Discussion of a motion to authorize expenditure in the amount of $13,002.11 to Concord Road Equipment Manufacturing, Inc. for dump bed for new truck.

The Committee recommended Item #7 for approval.

8. Discussion of a motion to accept bid of Burton Scot Contracting, LLC and to authorize expenditure in the amount of $959,439.00 for 2014 Road Program.  (Base bid $906,471.00 plus Alternate $52,968.00)

Mr. Marrie asked, who did ours in the Kenwood area?

Mr. Metzung replied, you had Carron. They did not bid this year.  They are still not done. They have to come back and make repairs.  We haven’t paid the bill.

Mr. Marquardt asked, what’s the alternate?

Mr. Metzung replied, at the corner of Hanover Woods to widen it to put in a gateway treatment.

Mr. Marrie asked, do the homeowners pay any of the gateway treatment?

Mr. Metzung replied, no.

Mr. Delguyd asked, what do you mean by gateway treatment?

Mr. Metzung replied, in this case it will be a median with a sign that says Hanover Woods.

Mr. Delguyd asked, they want it in the middle of the road?

Mr. Metzung replied, that’s what they asked for.

Mr. Dinardo asked, it’s a vertical sign?  How big is the median?

Mr. Metzung replied, 12 feet or so. It’s not real gigantic. The two residents on the corner brought it up. They wanted to go that way.

Mr. Dinardo replied, you have to remember, there were no pieces put in place for an existing sign. It was maintained by the homeowner. I am sure there’s a reason why the homeowners wanted it.

Mr. Delguyd stated, I don’t blame them.

Mr. Marquardt asked, is that the way it is in Aintree North?

Mr. Metzung replied, it’s the property owner.

Mr. Marquardt asked, is this going to be a visual obstruction for turning?

Mr. Metzung replied, no, it sets back.  We turned it some.  The concern was if you were heading westbound, being able to see the sign. That created more of this road realignment at the end so that there would be better visibility for people traveling Wilson Mills to see the signage.  It sits back enough so you can see around it.  It should help, not only in that regard, but right there at the corner as you are pulling out of Hanover there’s these gas lines in a green box. They are looking to move that back into the utility easement and put it in a structure of some sort.

Mr. Marrie asked, who does that, the gas company?

Mr. Metzung replied, yes.

Mr. Dinardo asked, is this going to have electricity?  Is it going to be lit?

Mr. Metzung replied, yes.

Mr. Delguyd asked, this $52,000 is in addition to the actual cost of the signage?

Mr. Metzung replied, this is just to do the roadway around it.  To widen it.

Mr. Marrie asked, not the sign or the median?

Mr. Metzung replied, no.

Mr. Delguyd asked, which is another $50,000, correct?

Mr. Metzung replied, it won’t be nearly that much, no.

Mr. Wynne added, I think we budgeted $50,000 for entryway signage which included Hanover and Aintree.

Mr. Delguyd asked, any additional questions? There were none.

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

The Committee recommended Item #9 for approval.

ANY OTHER MATTERS

Mr. Delguyd asked if there were any other matters.

There were none.

There being no further business, the meeting adjourned at 7:43 p.m.

Mary E. Betsa, Clerk of Council