Finance Caucus: April 3rd 2017

MINUTES OF THE FINANCE CAUCUS COMMITTEE
Main Conference Room – Mayfield Village Civic Center
Monday, April 3, 2017 – 7:30 p.m.

The Finance Committee met on Monday, April 3, 2017 in the Main Conference Room at the Mayfield Village Civic Center.  Chairman Saponaro called the meeting to order at 7:30 p.m.

ROLL CALL:          

Present: Mr. Saponaro (Council Representative-Chairman), Mr. Marquardt (Council Representative), Mr. Williams (Council Representative), and Mrs. Mills (Council Alternate)

Also Present: Mr. Marrie, Mr. Jerome, Mayor Bodnar, Mr. Metzung, Chief Carcioppolo, Chief Edelman, Mr. Guidetti, Mr. Cappello, Ms. Echt, Ms. Wolgamuth, and Mrs. Betsa

Absent: None

ADMINISTRATION:

  • Concrete Furnishings for Community Room patios ($9,999.44)

Ms. Wolgamuth reported, we provided a memo for the purchase of 7 concrete tables, 2 of them would be ADA tables and 6 concrete benches to put on the patios outside the Community Room. We budgeted $10,000.  We came in at $9,999.44.  I think everyone agrees we need something out there.  We are going to be doing Gazebo concerts and we hope to use the concession area more.  Having this seating available will be great.

Mrs. Mills asked, do you have a delivery date on them?

Ms. Wolgamuth replied, they said 6 weeks, so if I order it as soon as it is approved at the Council meeting, we should have it in place before Cruise Night.

Mrs. Mills asked, you won’t have them before?

Ms. Wolgamuth stated, it will be 6 weeks from when I place the order.  Why, what do you have?

Mrs. Mills replied, Garden Club is going to have a luncheon. That would be nice if they would be out there.  It’s June 7th.

Ms. Wolgamuth replied, it’s possible.  They may arrive by then.  If not, you can always use some of the indoor tables and take them out.  Shane and I actually went and looked at the patios and measured them.  We think we can put two on the east side patio and five on the south side patio.

Mr. Jerome asked, what about the north?

Ms. Wolgamuth replied, we are not planning to put anything there.  At least not for now.  We can always supplement later.

Mr. Jerome stated, I think we need something thing there for more of an aesthetic thing.  They are not the coolest thing out there, but I think for practicality.

Ms. Wolgamuth replied, we looked at some things that were a little edgier or funky looking.  The difficulty is, a lot of them, they have to attach into the ground.  Then they are stationery and if we have an event we want to move them we can’t.  These seemed more versatile.  I agree, they are not gorgeous.

Mr. Jerome stated, if we could get a couple bistro tables for the north side, more of like an aesthetic thing that could be stored.

Ms. Wolgamuth asked, the north side on the back of the building?

Mr. Metzung stated, I don’t know where you would put them.

Mr. Jerome asked, inside somewhere?

Mr. Marrelli replied, but there is no patio in there.

Ms. Wolgamuth stated, it’s like a porch.

Mr. Jerome stated, yes, it’s like a porch.  Rocking chairs?

Ms. Wolgamuth replied, we can put something small there, yes.

Mr. Jerome stated, something for decoration or aesthetics.

Ms. Wolgamuth replied, yes, or we could do a bench.

Mr. Jerome stated, something.

Mayor Bodnar asked, would you cover it at the end of the night?

Ms. Wolgamuth replied, it depends on what they are made out of.

Mr. Jerome stated, they make them plastic.

Mayor Bodnar stated, if it is rocking chairs, you will have to bring those in every night.

Mr. Jerome stated, they make rocking chairs out of plastic material.  I have seen them.

Chairman Saponaro asked, but it’s more for security, right?

Ms. Wolgamuth replied, right.  That would be a separate purchase from this.  If we go ahead with this concrete, we can always supplement with more.

  • Legislation authorizing filing an application with ODNR for financial assistance with public recreation areas through the Natureworks Grant Program

Ms. Wolgamuth reported, this is the project we refer to as the trailhead that would be next to the Fire Station.  That kind of morphed into making it more of a park because Chief Carcioppolo got that piece from the World Trade Center and we wanted to display that and have it be like a Fire memorial park and then the Women’s Club are doing their flag retirement ceremonies so they need a fire pit to burn the flags so we thought this would all tie together being at the Fire Station.  It has been in the budget for several years and it always kind of ends up not happening.  I think that’s where we are at again this year because other things take priority.  We have also always thought that it was a project that should be eligible for funding of some sort.  It is eligible for a Natureworks Grant.  The downside to doing the grant is we would not know if we got the grant until the end of the year. It would necessitate that we would not do anything until next year.

Chairman Saponaro asked, because you can’t do it beforehand and get reimbursed?

Ms. Wolgamuth replied, exactly. You have to wait until you have received the grant.

Chairman Saponaro asked, what is the cost on this, estimated?

Ms. Wolgamuth asked, the cost of?

Chairman Saponaro replied, not the grant.

Ms. Wolgamuth replied, to do it is about $250,000.

Chief Carcioppolo replied, but that’s not just for the Fire memorial.  It’s for parking, etc.

Ms. Wolgamuth stated, we have the plan. We have the cost estimate.  We just kind of have been waiting to do it.  The Natureworks Grant is a State grant. They only have $217,000 available for the entire County.  The odds are we might not get it or we might not get much, but it’s the same grant that Ted got $91,000 for the tennis courts.  Again, that might be a downside because they just gave us a grant last year.  We don’t know.  But we thought it was worth trying.  We have not been able to find another grant.

Mr. Jerome stated, are you going to ask for less than before?

Ms. Wolgamuth replied, I don’t know yet what we are going to ask for.  I think when Ted was doing the one for the intergenerational park, he backed it down and only asked for tennis court money because I think he thought if you asked for too much, you were not likely to get it.  Same thing here.  They only have $217,000 available.  I don’t want to ask for $250,000.  We may piece out a piece that we want to apply for.  If we get $50,000, we get $50,000.

Chairman Saponaro stated, so that does not stop us from going forward with it if we want to.  A piece of it can be designated.

Ms. Wolgamuth replied, if we designate it that way, but what really qualifies for the grant is that it is a trailhead and amenities for a trail.  We could go ahead with the Fire memorial thing, but we would not want to do parking until we knew about the grant.  It’s a little funky, but we thought it might be worthwhile.  I don’t think we were looking to do it this year.  We are probably going to hold it until 2018 anyway.

Mr. Jerome stated, I think we should go for the grant obviously, but budget for next year.

Ms. Wolgamuth replied, it’s in the budget for this year.

Mr. Marrie stated, it’s just been rolled over and rolled over.

Mr. Jerome stated, budget money for it.  Go for the grant one more time and plan on 2018 regardless.

FINANCE DEPARTMENT:

  • Wage Ordinance
  • General Terms and Conditions of Employment
  • Collective Bargaining Agreement – Police
  • Collective Bargaining Agreement – Fire

Chairman Saponaro stated, I don’t think there’s any more discussion.  What we decided last meeting was, Tommy you weren’t there, but we wanted to make sure everyone was there to have a voice regarding any questions or concerns and put it on the floor.  We can talk about it tonight.  We can also talk about it at our next meeting.  The consensus was for timing purposes that we would want to pass it at the next Council meeting this month.  This was just a thought process of making sure we are not running something through.

POLICE DEPARTMENT:

  • Range Cleaning (Best Technology Systems, Inc. - $12,290)

Chief Edelman stated, this is for the cleaning of the shooting range at the Police Department.  This is the first time we have done this since we have opened up the Police station.  As you  know, at the shooting range, we throw a lot of lead, solid lead, lead particulates, gets into the filter system, into the walls, into the trap and lead is a hazardous material.  This is not something we can take a broom and sweep it out.  It has to go through a process where it has to be cleaned professionally.  It’s nothing something I can ask Doug and his staff to do. I can’t put the onus on the Service Department to do something like this.  I sought a couple of quotes. There are these companies that professionally clean shooting ranges.  This company Best Technology, uses a 7 step process that is outlined in the memo.  The reason they do a 7-step process is because their agencies throughout the country actually have certain facilities that mitigate certain steps.  We don’t.  We would have to go through all 7 steps in the process. That’s why it is so costly.  It’s a professional thing.  We have never had it done before.  It’s something we need to do.

Chairman Saponaro asked, how often should we be doing this?

Chief Edelman stated, under the manufacturer’s guidelines, they recommend 5-8 years.

Mr. Jerome asked, how long has it been?

Chief Edelman replied, 6 years.  It takes about 2 weeks to do.

SERVICE DEPARTMENT:

  • Solid Waste and Recycling Services (Bid Opening April 7, 2017)

Mr. Metzung stated, we will be opening these bids on Friday.  I hope to receive good news. All four vendors were at the pre-bid, so I expect to have 4 bids.

  • Dude Solutions Tracking and GIS Software (Dude Solutions - $16,101.66)

Mr. Metzung stated, this is software that will allow us to better track our day-to-day work scheduling and costs that go with it.  The GIS component of this allows for Village mapping.  It ties in with the tracking software.  It all goes together all at one time so if we put a new speed limit sign up in front of someone’s house, that can be logged in right at that moment, the day and the date and it automatically puts a little sign pin on that location for the GIS.  We are pretty excited about it.  We will also be looking at the maintenance edge which is for our buildings.  It allows us to track maintenance costs and time and with that comes the fleet maintenance, the fleet costs. As you can see, the first part of it is the $16,000 for the first year, getting up and running and then $7,000 after that.

Mr. Marquardt asked how much do you expect to save on this kind of software?

Mr. Metzung replied, nothing.  But at least I will know what I am spending.

Mr. Cappello stated, this will also give us the opportunity to track any work done on properties, any road improvements, we can now have all the improvement plans linked to that GIS.  It also helps me for Phase II of the sewer project.  We can have sanitary sewer systems on there.  We can have all of the as-builts.  If there were ever a house call for a backup that data can get put in to an address on the street.  When we had that flood, the Mayor had Susan put together a really nice binder with the survey we put out.  This is a one-stop shop.

Chairman Saponaro asked, anyone else?

There was no further discussion.

  • Fertilizer for Sports Fields (Walker Supply - $8886.62)

Mr. Metzung stated, this is what we have done the last 4-5 years.  Same program.  Hybrid approach with organic materials and the least toxic weed and bug control.

  • Lawn care of Village properties (EcoLawn, Inc. - $14,244)

Mr. Metzung stated, we are changing from Good Nature to EcoLawn.  EcoLawn will use an organic fertilizer.  They do the same exact program we do on our sports field.  They are going to the Village properties.

  • LED Lighting at Fire and Service Departments (Leff Electric Co. - $13,245)

Mr. Metzung stated, we are working with First Energy grant money that goes into the purchase of the bulbs.  The payback of the energy use.  As you saw from the ones from MARS Electric, it showed a little over a year for a payback. 

Chairman Saponaro asked, any questions on this?

There were none.

ANY OTHER MATTERS:

Ms. Wolgamuth stated, I would only mention that as you go into Civic Hall this evening, you will notice it is all done.  What is not done is the window treatments.  We are contemplating only putting the cornices back up.  There are two up.  The rest are just empty right now.  We called the woman who did the drapes originally to see about recovering them with the new fabric.  There will be some costs to that, but I don’t think it should be that much.  We do have to fire treat them again, right, even if it is just cornices?

Chief Carcioppolo replied, it depends on big it is.

Ms. Wolgamuth replied, we will look into it.

Mrs. Mills stated, she insists on that.  I think more or less for her own protection.  She has her own workshop.  She is a designer.

Chief Carcioppolo stated, they probably just spec that out of the gate.  If it comes from a label from the factory, there is no reason to do it.

Mrs. Mills stated, when the fabric is chosen, she has to send it out to have it treated.  Then she can work with it.   That’s the way she was when she did the other ones.

Chairman Saponaro stated, it can’t hurt.

Ms. Wolgamuth stated, the large screens are up, but they are not operational yet.

Chairman Saponaro asked, Danielle, your report?

Ms. Echt replied, no report.

There were no further matters.

There being no further business, the meeting adjourned at 7:45 p.m.  The next Finance Committee meeting is scheduled for Monday, April 17, 2017 at 7:30 p.m. in the Main Conference Room at the Mayfield Village Civic Center.