Finance - September 15th 2014

MINUTES OF THE FINANCE COMMITTEE MEETING
Monday, September 15, 2014 – 7:30 p. m.
Main Conference Room – Mayfield Village Civic Center

The Finance Committee meeting was held on Monday, September 15, 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

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

1. Replacement Copiers for Building, Finance and Police Departments. (Passed at September 2, 2014 Special Meeting of Council.)

2. Discussion of a motion to authorize assignment of approximately 50-100 additional drives to Arnold’s Landscape and Design at $215.00 per drive, not to exceed $21,500 for snowplowing services with regard to the Senior Snow Removal Program for the 2014-2015 winter season.
Mr. Marquardt stated, this was covered in Finance Caucus.
The Committee recommended Item #2 for approval.


3. Change order to original Drainage and Infrastructure Project from 2013 at 905 Beecher’s Brook (Anselmo Landscape and Design - $325.00). Passed at September 2, 2014 Special Meeting of Council.

4. Bid Results – Civic Center Stormwater Retrofit Demonstration Project. Passed at September 2, 2014 Special Meeting of Council.

5. Hanover Woods entryway. Discussion and update during September 2, 2014 Special Meeting of Council.

6. Clean-out of the Wiley Retention Pond (Mr. Excavator - $15,913.01). Passed at September 2, 2014 Special Meeting of Council.


7. Discussion of Resolution No. 2014-27, 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 Rinker and Council as a Whole.

Mr. Wynne reported, this is letting the County know for collections next year how that money is to be divvied up between the General Fund, Bond Retirement Fund, Police Pension and Police Operating Fund. There is no change in the distribution from what we have had in the past.

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

The Committee recommended Item #7 for approval.

8. Discussion of a motion to authorize expenditure of $20,525.00 to Euthenics, Inc. for the preparation of a drainage study for the Beta Drive, Wiley Detention Basin and Palermo Detention Basin areas as more fully outlined in the proposal dated September 2, 2014.

Mr. Diemert reported, I am here this evening to discuss this item. Euthenics was our expert in the litigation that went on the last couple years with Skoda. Their charge during that litigation was to merely present evidence that the basin behind Skoda Minotti was on our property but was not the cause of the flooding they incurred. We didn’t ask them to go any further because we didn’t need them to, we just needed to defend ourselves.

As you know, we settled that matter and shortly thereafter this new flood came in August which Doug had already reported on was one of the worst ever.  Mayfield appeared to be the epicenter of that whole thing.  Beta Drive was so flooded that cars stalled in the middle of it and had to be rescued by search and rescue people through the roofs of their cars. The water was so extensive on Beta and flooded so badly it went through the parking lots and we believe for the most part went through the front doors of Skoda Minotti.  It flooded the whole first floor. Their accusation is that 80 people have been displaced from their positions on that first floor. Extensive damage has occurred.  We don’t know why. 

The purpose for this study is going to be more for our legal defense in the future because we expect fully that Skoda will bring another action now because of this new flooding. Euthenics has some good theories of how it could have been caused other than our own problems.  One of the main things behind the Skoda building on our property was a steel wall so to speak in the retention area that had already been removed and they claim that’s what caused the other flooding. This was not in there at the time. We had already done some excavation in the area.  The cause of this, we need to find out.  It was so bad that the water was coming back through the stormwater relief sewers popping up manhole covers and gushing out. There are certain things we are going to learn through this study, for instance, some of the drainage on their property that is supposed to go into sanitary was actually going into storm when it shouldn’t have been.  I am not sure that would have caused this all by itself but there are other things that we need to resolve. 

Mayfield has, going back to the 60’s and 70’s, had some major problems with litigation and surface water drainage through this whole area up to the Upper 40.  For some reason it has developed again, either because of construction or the number of parking lots, or something in the way of drainage, not to mention that when this storm area was designed, which Ron might give us more information on, it was under different standards, the 25-year, 100-year flood type things which are no longer valid because rains have increased dramatically and surface water drainage from upstream from here even dramatically.  It is our hope that Euthenics, who has some good ideas and a game plan to figure out what the problem is and how to fix it, is an important investment for our legal defense as well as for our planning for the future. We would hope that this could get passed first reading rather than spending too much time on it.  Does anyone else want to pipe in on this?

Mr. Marquardt stated, weather patterns are getting worse.  Private and public infrastructure is getting old.  We are going to have to devote more to this type of thing. Any other comments?  There were none.

The Committee recommended Item #8 for approval.

9. Discussion of a motion to authorize expenditure in the additional amount of $19,000 to Di Gioia-Suburban Excavating, LLC for sanitary connection for 6691 Thornapple Drive as part of the Meadowood Drive and Eastgate Drive Infrastructure Improvement Project (change order).

Mr. Marquardt stated, this was discussed at Finance Caucus.  Any other comments on it? There were none.

The Committee recommended Item #9 for approval.

10. Discussion of a motion to extend the TIF for Progressive for property tax year 2014.

11. Discussion of a motion to extend the TIF for Governor’s Village for property tax year 2014.

12. Discussion of a motion to extend the TIF for Skoda Minotti properties for property tax year 2014.

13. Discussion of a motion to extend the TIF for Heinen’s for property tax year 2014.

14. Discussion of a motion to extend the TIF for 700 Beta Drive for property tax year 2014.

Mr. Marquardt stated, we will take Items 10-14 in a bundle.  This is an annual event?

Mr. Wynne replied, yes.

The Committee recommended Items #10, 11, 12, 13 and 14 for approval.

15. Discussion of a motion to authorize expenditure in the amount of $5,672.00 to Digest Media for printing of Fall/Winter 2014 Parks and Recreation brochure.

Mr. Thomas reported, this is an annual. We started this combination with the entire community based on the Wildcat Sport and Fitness.  I just wanted to let you know we had four quarter page ads, two half page ads and a full page ad on the back which totaled $3,825.  Our real printing cost is only going to be $1,847.  $5,672 will be paid to Digest Media, but we offset it with ads we have like this which is $1,000 ad. That helps keep our cost down.

Mr. Wynne stated, we allocate that cost amongst the communities that are represented in the brochure.

Mr. Thomas replied, that is correct.

Mr. Marquardt asked, we charge them back?

Mr. Thomas replied, correct.

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

The Committee recommended Item #15 for approval.

16. Discussion of a motion to authorize expenditure in the additional amount not to exceed $1000.00 to O.P. Aquatics for sodium hypochlorite and muriatic acid for Parkview Pool through 2014 season (change order).

Mr. Thomas reported, we were keeping the pool open due to the fact that we were looking at leaks. We need to maintain the chlorine.  I just got word from Scott Sipos today that they will be draining the pool.  We still have some costs, approximately $800, so we need to cover that cost, which goes over the original expenditure approval received by Council earlier this year.

The Committee recommended Item #16 for approval.

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

Mr. Wynne reported, you might have noticed that our collections in August were $329,000 below where they were last year.  This is due to a timing difference primarily on Progressive’s part of the payment of some of their quarterly bonuses.  Our collections for September are over by $320,000.

The Committee recommended Item #17 for approval.

18. Discussion of First Reading of Ordinance No. 2014-21, entitled, “An Emergency Ordinance amending Codified Ordinance Section 141.01 by adopting new Codified Ordinance subsection 141.01(h) relating to the appointment of fire fighters at or below their 32nd birthday.”  Introduced by Mayor Rinker and Council as a Whole.

Mr. Marquardt stated, this was discussed in Ordinance Review.

Chief Carcioppolo stated, it was also discussed and approved by the Civil Service Commission.

Mr. Marquardt asked, are you in a hurry for this, or can we put it on three reads?

Mr. Diemert replied, we have a bunch of retirements coming up.

Chief Carcioppolo added, we are down two right now. One was unexpected. We were hoping to give a test soon.

Mr. Diemert stated, this has been vetted for so long. It’s probably something we could suspend the Rules on and get it going. It had been examined by everyone and their brother.

The Committee recommended Item #18 for approval.

19. Discussion of Resolution No. 2014-28, entitled, “An Emergency Resolution authorizing and directing the Mayor and President of Council to enter into an Agreement with the Chagrin River Watershed Partners for administration of the Ohio Environmental Protection Agency (Ohio EPA) Surface Water Improvement Fund (SWIF) grant reporting for the Mayfield Village Civic Center Stormwater Retrofit Demonstration Project.” Introduced by Mayor Rinker and Council as a Whole.

Mr. Esborn reported, in our application for the SWIF Grant, Chagrin River Watershed Partners was to manage the Grant.  $5,000 of the Grant dollars would go to them for grant management. This is all within the grant money. The reason I didn’t have it on Caucus was we originally went to bid for the Civic Center Entryway project and then had to go to rebid and I pulled back on our agreement with Chagrin River Partners. They brought it to my attention last week that I never brought the agreement with them back to Council for authorization, so that is what I am doing now.

Mr. Wynne asked, the Wiley Park Project, that was a SWIF grant also, right?

Mr. Esborn replied, it was a 319.  I think it was technically different.

Mr. Wynne asked, we didn’t have a requirement for that Grant, did we?

Mr. Esborn asked, was it the same situation with that one where they managed the Grant for us?

Mr. Wynne replied, Susan did all the reporting and reimbursement requests.

Mr. Esborn stated, for this one, from the beginning they helped us prepare the application.  The plan all along was they would do the required technical reporting and that it would be $5,000 from the Grant.  I am not sure if we had a same arrangement with them for the 319.  The biggest part is there is a requirement for technical reporting having to do with reporting how much the change in stormwater. That’s a piece of it that if we were doing the reporting ourselves, we would probably have to find someone to help us with it anyway.

The Committee recommended Item #19 for approval.

ANY OTHER MATTERS

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

There being no further business, the meeting was adjourned.  The meeting concluded at 7:42 p.m.

Respectfully submitted,

Mary E. Betsa, Clerk of Council