Finance: December 21st 2015

MINUTES OF THE FINANCE COMMITTEE MEETING
Monday, December 21, 2015 – 7:30 p.m.
Main Conference Room – Mayfield Village Civic Center

The Finance Committee meeting was held on Monday, December 21, 2015 in the Main Conference Room at the Mayfield Village Civic Center. Mr. Saponaro called the meeting to order at 7:30 p.m.

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

Also Present: Mrs. Mills, Mr. Williams, Mr. Jerome, Mr. Wynne, Chief Edelman, Mr. Thomas, Chief Carcioppolo, Mr. Marrelli, Mr. Metzung, Mr. DiNardo, Mayor-Elect Bodnar, Mr. Esborn, Ms. Wolgamuth, and Mrs. Betsa

1. Discussion of a motion to authorize expenditure in the amount of $9,900 to Mayfield City Schools for Wildcat Sports & Fitness Rental for September 2014 through August 2015 (pass through).

The Committee recommended Item #1 for approval

2. Discussion of a motion to authorize expenditure in the amount of $17,040 to Agile Networks for backup MARCS connectivity in the new dispatch center (12 months - $14,880.00; installation for primary dispatch - $1,080; installation for secondary dispatch - $1,080).

Chief Edelman stated, nothing new since the backup connectivity from MARCS that we discussed at Safety and Service and Caucus.

Mr. Jerome asked, any possibility of getting those fees reduced like we talked about?

Chief Edelman replied, we have not contacted anyone from MARCS yet.

Mr. Wynne stated, I wanted to mention too that this is a 2016 budgeting item. This is also a 5-year contract, so I don’t know if there’s any kind of special change that needs to be made to the motion because it’s an extended term agreement.

Mr. Saponaro stated, not here, but on the floor of Council, the motion there would have to be adjusted because of the length of the contract and because it is 2016. But we can approve it at this level and then Mary Beth talk to legal about correcting the language of the motion.

The Committee recommended Item #2 for approval.

3. Discussion of a motion to authorize expenditure in the amount of $68,721.00 for purchase of 3 2016 Dodge Chargers for the police department. 

Mr. Saponaro stated, this was item #9 on the Finance Caucus agenda. We had a full discussion on this. Anything else that you wanted to add?

Chief Edelman replied, nothing to add. Just reiterate this a replacement of the cars that we go through in cycles every year.

The Committee recommended Item #3 for approval.

4. Discussion of a motion to authorize expenditure in the amount of $8,700 to VanCuran Services, Inc. for tree lawn tree maintenance on Chase and Beechers Brook Drive.

Mr. Saponaro stated, Doug, you provided us with this memo. Is there anything else we have added to it? Any questions that have arisen as a result? There were none.

The Committee recommended Item #4 for approval.

5. Discussion of a motion to authorize expenditure in the amount of $6,590.90 to Best Truck for bed cap and warning lights for new truck.

Mr. Saponaro stated, this is for the Service Department. Does anyone need any other information? Questions? There were none.

The Committee recommended Item #5 for approval.

6. Discussion of a motion to declare 2003 Ford Van 1FTNS24273HA93063 surplus and to authorize its sale.

Mr. Saponaro stated, this is Service. Any questions on this? There were none.

The Committee recommended Item #6 for approval.

7. Discussion of a motion to acknowledge support of the renewal of Cuyahoga County Business Attraction and Anti-Poaching Protocol.

Mr. Saponaro stated, this is something that was discussed at Finance Caucus. We received a memo from Ted dated December 4th which went into detail and attached the protocol. Does anyone have any questions other than what we discussed already on this? There were none.

The Committee recommended Item #7 for approval.

8. Discussion of a motion to authorize expenditure in an amount not to exceed $10,000 to ThenDesign Architecture representing funds needed to cover the cost of reimbursable expenses incurred during the Community Room Project (blueprints, mileage, etc.)

Mr. Saponaro stated, we discussed this in Finance Caucus. Purchase order dated December 3rd. Does anyone have any questions on this? It’s an amount not to exceed $10,000, not necessarily meaning that it will be $10,000.

The Committee recommended Item #8 for approval.

9. Discussion of a motion to acknowledge receipt of financial reports for November 2015 and to approve of same as submitted.

Mr. Saponaro stated, we received this on December 7th. As usual, Ron has outlined and detailed everything very well. Any questions? Anything to add? There were none.

The Committee recommended Item #9 for approval.

Mr. Saponaro stated, Items 10-26 were outlined in a memo received from Ron on November 25th. Unless there is a specific reason to discuss something, I would like to do this all in one here. On the floor of Council, we cannot. These are the 2015 year-end advances and transfers. The items correspond to the memo. I would like to open it up for discussion regarding any of these items. Does anyone have any questions regarding any of these items? There were none.

10. Discussion of a motion to authorize transfer from the General Fund to the Street Construction Maintenance and Repair Fund to cover salt purchases, traffic signal mast arms, the Civic Center parking lot and the 2015 road program the sum of Two Million Six Hundred Thirty Thousand Dollars ($2,630,000)

The Committee recommended Item #10 for approval.

11. Discussion of a motion to authorize transfer from the Sanitary Sewer Conversion Fund to the Sanitary Sewer Relief Fund of excess funds to provide for future projects the sum of Eight Hundred Twenty Two Thousand Four Hundred Sixty Nine Dollars ($822,469).

The Committee recommended Item #11 for approval.

12. Discussion of a motion to authorize transfer from the General Fund to the Infrastructure Improvement Fund to cover future costs relating to addressing Village flooding issues and various D&I projects the sum of One Million Two Hundred Thousand Dollars ($1,200,000).

The Committee recommended Item #12 for approval.

13. Discussion of a motion to authorize transfer from the General Fund to the Community Room Fund to cover the cost of construction the sum of Nine Hundred Seventy Five Thousand Dollars ($975,000).

The Committee recommended Item #13 for approval.

14. Discussion of a motion to authorize transfer from the General Fund to the CivicCenter Fund to cover future capital needs the sum of One Hundred Thousand Dollars ($100,000).

The Committee recommended Item #14 for approval.

15. Discussion of a motion to authorize transfer from the General Fund to the Capital Improvement Fund to cover the cost of building renovations (Fire and ODOT), neighborhood entryways and the SOM sidewalk project the sum of Four Hundred Thirty-Five Thousand Dollars ($435,000).

The Committee recommended Item #15 for approval.

16. Discussion of a motion to authorize transfer from the General Fund to the Parkview Ballfields Fund to cover costs associated with the softball field restrooms the sum of Four Hundred Fifteen Thousand Dollars ($415,000).

The Committee recommended Item #16 for approval.

17. Discussion of a motion to authorize transfer from the General Fund to the General Bond Retirement Fund to cover current and future debt payments not funded by T.I.F., Special Assessment and Property Tax Revenue the sum of Three Hundred Thousand Dollars ($300,000).

The Committee recommended Item #17 for approval.

18. Discussion of a motion to authorize transfer from the North Commons T.I.F. Fund to the General Bond Retirement Fund to offset debt payments the sum of Nine Hundred Eight Thousand One Hundred Sixty-Two Dollars and Thirty-Eight Cents ($908,162.38).

The Committee recommended Item #18 for approval.

19. Discussion of a motion to authorize transfer from the Governor’s Village T.I.F. Fund to the General Bond Retirement Fund to offset debt payments the sum of Fifty Thousand Three Hundred Sixty-One Dollars and Twenty-Four Cents ($50,361.24).

The Committee recommended Item #19 for approval.

20. Discussion of a motion to authorize transfer from the Heinen’s T.I.F. Fund to the General Bond Retirement Fund to offset debt payments the negative sum of Twenty-Four Thousand Four Hundred Eighty-Eight Dollars and Sixty-Five Cents (-$24,488.65).

Mr. Wynne stated, the reason there is a negative on this is that Heinen’s went back to the County on the value of their property for tax purposes. It dropped significantly.    

Mr. Saponaro asked, does that make sense to everybody? Reappraisal lowered the taxes. We had to recalculate. Any questions? There were none.

The Committee recommended Item #20 for approval.

21. Discussion of a motion to authorize transfer from the Skoda, Minotti T.I.F. Fund to the General Bond Retirement Fund to offset debt payments the sum of Fourteen Thousand Seven Hundred Seventy-Three Dollars and Forty-Six Cents ($14,773.46).

The Committee recommended Item #21 for approval.

22. Discussion of a motion to authorize transfer from the OMNI Hotel T.I.F. Fund to the General Bond Retirement Fund to offset debt payments the sum of One Hundred Nineteen Thousand Eight Hundred Fifty-Seven Dollars and Eighty-Five Cents ($119,857.85).

The Committee recommended Item #22 for approval.

23. Discussion of a motion to authorize transfer from the Police Pension Fund to the General Fund to offset pension costs the sum of Fifty One Thousand Dollars ($51,000).

The Committee recommended Item #23 for approval.

24. Discussion of a motion to authorize transfer from the Police Operating Fund to the General Fund to offset operating expenses the sum of Sixty Five Thousand Dollars ($65,000).

The Committee recommended Item #24 for approval.

25. Discussion of a motion to authorize partial and final return of 2013 advance to the Green Corridor Construction Fund from the General Fund the sum of One Hundred Thirty-Five Thousand Six Hundred Fifty-Three Dollars and Fifty-One Cents ($135,653.51).

Mr. Wynne stated we were awarded the grant for the Greenway Trail but it was a reimbursable grant so we had to pay for the construction costs first and then get reimbursed, so in order to have enough money in the Green Corridor Construction Fund to cover the encumbrance from the construction project, we had to transfer money from the General Fund to cover it. When the money comes in from the grant, we pay it back to the General Fund.

Mr. Saponaro asked, any questions on that? There were none.

The Committee recommended Item #25 for approval.

26. Discussion of a motion to authorize transfer from the M.C.I.C. Fund to the Mayfield Community Improvement Corporation Fund to merge funds (Resolution 2015-10), the sum of One Thousand Nine Hundred Ninety-Five Dollars ($1,995).

The Committee recommended Item #26 for approval.

27. Discussion of the First Reading of Ordinance No. 2015-32, entitled, “An ordinance appropriating funds for current expenses and expenditures of Mayfield Village, Ohio for the period from January 1, 2016 and ending March 31, 2016 and declaring an emergency.” Introduced by Mayor Rinker and Council as a Whole..

Mr. Saponaro stated, this is housekeeping where we can have funds available to us before we have the final budget approved. We discussed this at Finance Caucus and on the floor of Council.

Any other questions or comments? There were none. This needs to be passed this evening.

The Committee recommended Item #27 for approval.

28. Discussion of the First Reading of Ordinance No. 2015-33, entitled, “An ordinance appropriating funds for current expenses and expenditures of Mayfield Village, Ohio for the period from January 1, 2015 and ending December 31, 2015 and declaring an emergency.” Introduced by Mayor Rinker and Council as a Whole.

Mr. Saponaro stated, this is a housekeeping measure required to be passed this evening.

Mr. Wynne stated, I gave Council a copy of the budget and highlighted line items that changed with explanations. I don’t know if anyone has any comments on that.

Mr. Saponaro asked, does anyone have any comments on these?

Mr. Marrie replied, I had some questions and I met with Ron this afternoon.

Mr. Wynne stated, there’s only one change. I have increased the line item for the rubbish and recycling collection by $5,000.

The Committee recommended Item #28 for approval.

29. Discussion of Resolution No. 2015-16, entitled, “A Resolution Requesting the Cuyahoga County Treasurer to advance from the proceeds of tax levies for the collection year 2016.” Introduced by Mayor Rinker and Council as a Whole.

Mr. Saponaro stated, this is something we do on an annual basis to get the funds advanced to us up front. Any questions? There were none.

The Committee recommended Item #29 for approval.

30. Discussion of Resolution No. 2015-17, entitled, “An emergency resolution authorizing the continuance of the Memorandum of Understanding with the Cuyahoga County Soil and Water Conservation District for providing technical assistance in implementing soil and water conservation measures.” Introduced by Mayor Rinker and Council as a Whole.

Mr. Saponaro stated, this was discussed at Finance Caucus. Anything to add? Any questions? There were none.

The Committee recommended Item #30 for approval.

31. Discussion of Resolution No. 2015-18, entitled, “A Resolution Requesting the Cuyahoga County Fiscal Officer to adjust the amended official certificate of estimated resources for 2015.” Introduced by Mayor Rinker and Council as a Whole.

Mr. Saponaro stated, again, based on the final numbers we received, we are now asking the County to make those adjustments. Any questions? There were none.

The Committee recommended Item #31 for approval.

32. Discussion of Resolution No. 2015-20, entitled, “A Resolution authorizing the Mayor to enter into a continuance of the Memorandum of Understanding with the Chagrin River Watershed Partners, Inc. for providing assistance to Mayfield Village relative to fulfilling obligations under its stormwater management program.” Introduced by Mayor Rinker and Council as a Whole.

Mr. Saponaro asked, do we have any additional information on this one?

Mr. Metzung replied, as the soil and water are used as part of our Phase II Stormwater Program, Chagrin River Watershed is one of the leaders in the area of stormwater management. We have been using them for at least 20 years.

Mr. Saponaro asked, anything else to add? Any questions? Stormwater management is becoming a real big item. Recently in my private practice, a company had to pay $1,500 a month in stormwater management fees because the County is doing the calculations this way. It’s based on how big their property is in front of their parking lot. Whatever their building and parking lot is they can charge for all of that. If the building is vacant, they get charged for the entire building. You could be a 200 square foot tenant, it doesn’t matter. The property owner gets charged and passes it along to the tenant. These are big hefty numbers. We have to keep an eye on this and look at it and keep it in mind when we are seeing what our County is going to end up doing when it comes to fees and costs.

Mr. Metzung added, the Phase IV Stormwater that we have to do every year has steps within that. Should we not fulfill those steps, the person that signs the paper can be held criminally liable.

The Committee recommended Item #32 for approval.

ANY OTHER MATTERS

Mr. Saponaro asked, are there any other matters to discuss? Ron DiNardo, I want to thank you for your services to the Committee and being part of it and meaningful contributions. Very much appreciated. Anything else? There was no further discussion.

There being no further business to discuss, the meeting adjourned at 7:50 p.m.

Respectfully submitted,

Mary E. Betsa, Clerk of Council