Finance Caucus: February 6th 2017

MINUTES OF THE FINANCE CAUCUS COMMITTEE
Main Conference Room – Mayfield Village Civic Center
Monday, February 6, 2017 – 7:30 p.m.

The Finance Committee met on Monday, February 6, 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 (Chairman), Mr. Marquardt (Council Representative), Mr. Williams (Council Representative), and Mrs. Mills (Council Alternate)

Also Present: Mr. Marrie, Mr. Jerome, Dr. Parker (7:55), Mayor Bodnar, Mr. Wynne, Mr. Metzung, Chief Carcioppolo, Chief Edelman, Mr. Thomas, Mr. Diemert, Mr. Cappello, Mr. McAvinew, and Mrs. Betsa

Absent: None

FINANCE DEPARTMENT:

  • Renewal of employee AD&D & Life Insurance (MetLife)
  • Amended Official Certificate of Estimated Resources – 2017

Mr. Wynne reported, I met with all of the Department Heads last week and went over the budget line item by line item.  We have had some changes, nothing of any substance.  I would like to know how you would like to proceed through Council’s standpoint in either extending the Finance Department meeting or how you want to handle it for Council purposes.

Chairman Saponaro asked, you are not talking about just the capital budget, you are talking about the entire budget itself?

Mr. Wynne replied, yes.

Chairman Saponaro replied, last year we did a detail of expenses and revenues that was sent via e-mail.  It was about 500 pages.

Mr. Wynne stated, that’s not the budget.  It’s detailed transactions from last year.

Chairman Saponaro stated, from last year in order to look at the budget for the coming year.  Let’s back track for a second.  The Ordinance and Resolution we are talking about, do you want these to be approved at the next Council meeting?

Mr. Wynne asked, the budget?

Chairman Saponaro replied, the AD&D, Life and Dental?

Mr. Wynne replied, sure. If not, the March meeting is fine.

Chairman Saponaro stated, if it can wait until the March meeting, we will, unless you want it at the February meeting.  That’s kind of up to you.  You have to tell us.

Mr. Wynne replied, it’s a renewal, so as long as we pay the April premium, it kicks right in, so the March meeting will be fine.

Chairman Saponaro asked, Mary Beth, if you can note that.  In terms of the budget itself, I would like you to be able to provide, I know we have the capital budget, can you provide copies of the budget like you did last year to all members of Council?

Mr. Wynne replied, I have already.

Chairman Saponaro stated, I thought you said you made changes to it.

Mr. Wynne replied, I made a few changes.  Nothing of substance.

Chairman Saponaro stated, what you should basically say to Council on the floor is they are encouraged to come to you and talk to you if you have any questions and want to sit down and meet with you to discuss any questions, issues or problems.  Have it on the agenda for each Finance Caucus and Council meeting until we get to a point where we approve it and then it goes on March Council agenda for passage.

Mr. Wynne stated, like I said at the last meeting, I am going out for surgery on March 8th.  I want the budget to be in position at the March 6th Caucus that it is done and that passage at the March Council meeting is just a formality.

Chairman Saponaro stated, you can say that on the floor tonight for the benefit of any Council people that are not here.  Has anyone contacted you or sat down with you?

Mr. Wynne replied, no.

Chairman Saponaro stated, Council is encouraged to do that if there are any questions or anything that anyone wanted to address.  If you do, please do so with Ron.  Ron, if there’s anything of substance you can bring it back to us for full discussion, is that okay?

Mr. Wynne replied, sure.  And then as far as the Detailed Report, it is the same report you have been getting every month except you have been getting it on a monthly basis instead of cumulative.  I have had no questions on those when they have been issued.

Chairman Saponaro stated, no, there were not. So there is really no reason unless, and still, we can go back to, are those monthly reports on the website?  Where are they at?

Mr. Wynne replied, not the detailed, but the monthly finance report is on the website.

Chairman Saponaro stated, okay good.  And then the Amended Official Certificate of Estimated Resources, that’s just getting passed?

Mr. Wynne replied, that’s just the revenue budget.

Mr. Jerome asked, with the life insurance, do we have a policy on every employee?

Mr. Wynne replied, full-time employees.  $20,000 term policy.

Mr. Jerome asked, in case of death that could help us for any kind of reason, legal issues, if we get blamed for something.  That’s kind of protocol for cities to have life insurance for all of their employees.

Mr. Wynne replied, it doesn’t help us in any way.  It’s just a benefit.

Mr. Marrie stated, it’s a benefit like hospitalization.

Chairman Saponaro stated, we are not the beneficiary of it.

Mr. Jerome asked, if an employee dies outside of work, this would still pay them?

Mr. Wynne replied, yes.

Mr. Marrie stated, it’s a benefit.

Mr. Jerome asked, it’s part of their benefit to union and non-union?

Mr. Wynne replied, yes.

Mr. Jerome asked, that’s pretty standard for municipalities?

Mr. Wynne replied, yes, municipalities, corporations, private businesses, yes.

FIRE DEPARTMENT:

  • Service contract for maintenance and inspection of patient cots, loading systems and stair chairs for 2017 (Stryker Medical - $5,500)

Chief Carcioppolo stated this is for our EMS equipment. I did try to save money and switch to a different third party to do this over the last couple years.  Some of the technical stuff, they were not really capable of producing.  I reached back out to the manufacturer for their service contract.  They are better suited to handle that.  It’s not worth the difference in money.  The other plan was about $2,500 a year and then you covered parts if there is a problem. The $2,500 just covered preventative maintenance.  This is $5,500 but it’s more inclusive.

Chairman Saponaro asked, so the other was $2,500 but it couldn’t perform?

Chief Carcioppolo replied, yes.  They had some issues with fixing some of the stuff.

Chairman Saponaro asked, where this is the manufacturer?

Chief Carcioppolo replied, yes. Stryker Medical will be handling the service of Stryker products.

Mr. Jerome asked, how long have we had their equipment?  Have we always used theirs?

Chief Carcioppolo replied, we have used Stryker as long as I can remember.

Mr. Jerome stated, we got a new loading system that we didn’t have before a couple years ago.

Chief Carcioppolo replied, that was a while ago.    It was 5 or 6 years ago.

Mr. Jerome stated, I was going way back when it was all by hand.  Now this thing’s all automated which is better.

Chief Carcioppolo stated, yes. There was a grant that was received through Workers’ Comp. to cover the power load system.  Most of our injuries are lower back.  Workers’ Comp. covered that because one back injury cost more than them putting those power load systems in the vehicles.  The maintenance cost includes the power loads, the power cots and the stair chairs that go up and down the stairs.

Mr. Jerome asked, we have two of each?

Chief Carcioppolo replied, two of each.

Mr. Jerome asked, one for each, okay.  Thanks.

  • Service contract for cardiac monitors, AED’s and automated CPR machines for 2017 (Physio Control - $7,220)

Chief Carcioppolo reported, these expenditures have come out of my capital budget in the past.  This year they happen to be more.  The CPR machines’ company was acquired by Physio-Control last year.  They used to be two separate service contracts and then they were merged into one.  That’s why it is over the $5,000.  We also found an additional LifePac in our basement which we put in service on our engine.  That wasn’t being serviced.  I added that on the contract.  That’s now in service on our fire engine.

Chairman Saponaro asked, this is the service on this?

Chief Carcioppolo replied, this is the service on this.

Chairman Saponaro stated, it wouldn’t be part of the capital budget.

Chief Carcioppolo agreed. It’s the service, so this is just to calibrate all the units to make sure that they are working appropriately.

  • New vehicle for Fire Department (Lebanon Ford - State bid - $37,270)

Chief Carcioppolo reported, with the new Fire Prevention position, we need another vehicle.  Because we use our vehicles to chase on an ambulance call, that’s part of how we are able to function with four people, so we send two people on ambulance, one person in a chase vehicle.  With having the extra position, we can’t be down a vehicle.  This is to facilitate inspections.  The vehicles stay housed in the fire station and can be available for emergency response as well.

It will be outfit to be an Incident Command Vehicle.  I received two different pricing, one with a vehicle that was moderately equipped and then we would have to pay a company to come in and finish outfitting it with lights and siren. This is if we were to build it through Ford.  It’s about a $600 difference.  It comes pretty wired and pretty lit.

Chairman Saponaro asked, what kind of vehicle is it?

Chief Carcioppolo replied, a Ford Explorer.

Mr. Jerome asked, what do we use now, an Expedition?

Chief Carcioppolo replied, the Expedition and the pick-up truck.

Mr. Jerome asked, so is the Expedition, that couldn’t become this because it’s getting up there in years?

Chief Carcioppolo replied, I was looking at other vehicles that were larger, but they were more expensive.

Mr. Jerome asked, the current one that we own?

Chief Carcioppolo replied, right.

Mr. Jerome asked, that thing is getting later in years to making that this vehicle, we would still technically be down a vehicle?

Chief Carcioppolo replied, right.  Or if it is out.  Right now, I am driving my personal vehicle.  If a vehicle goes out for service, then there’s not enough vehicles to do what we do on a daily basis.

Mr. Jerome asked, but you said this one stays at the station?

Chief Carcioppolo replied, they are all going to stay at the station with the exception of the car I am driving.  It isn’t really good practice to be having guys put their gear in their personal vehicles.  Right now I am doing it because my gear is new and it’s not dirty, but that’s part of the reason we don’t.  I don’t want to have guys driving around with gear in their cars.

Mr. Marrie asked, the detail of the equipment on it, police brakes, that one kind of threw me.  What is it?  Completely different?

Chief Carcioppolo replied, this is a Ford police interceptor.  It’s their emergency response line of vehicles.  That’s part of how they can equip it at the factory with the lights and everything.  That comes with bigger brakes, more stopping power.

Mr. Marrie replied, okay.  I just never heard of it.

Chief Carcioppolo stated, that’s part of the police interceptor package.

Mr. Marrie stated, thank you.

Mr. Jerome asked, the 67H Road Ready.  What is that?

Chief Carcioppolo replied, that’s the actual package to have it lit with the emergency lighting.  That’s including all the lights and everything.  So if I were to have Ford build it, there’s a stripped out version and I would have to pay another company, the difference was negligible so I would rather just have them do it all.

Mr. Jerome asked, does this have a better warranty coming from the factory?

Chief Carcioppolo replied, it’s 3-years, 36.

Mr. Jerome stated, same difference, but better to come all at one place.  Okay.

PARKS AND RECREATION:

  • Pedestals for diving well (install and freight) (OP Aquatics – $11,000)

Mr. Thomas reported, I showed you the pictures of it deteriorating.  It is a safety issue.  We need to get that approved for sure by February 20th.  We did a p.o. for $11,000, but the actual price with installation comes to $9,889.  We are just covering ourselves for anything unforeseen that happens.

  • Summer Camp employee compensation

Mr. Thomas reported, this is our annual compensation that we do for our summer camps.  We do a joint collaborative effort with Mayfield Heights on the Teen Adventure Camp that we started about 12-13 years ago.  We get 25% of the profit after our bills are paid.  Then, we had our own camp, Mayfield Village Summer Camp which we moved from Wildcat Sport and Fitness down to our new picnic shelter.  The first time we did it was last year.  Tara Czaplicki is the Director. She is wonderful.  Last year, she was paid $6,000.  I am paying her $6,175 this year.  We took up all the counselors .05 because minimum wage now is from $8.10-8.15.

  • Parkview Recreation Complex employee compensation

Mr. Thomas reported, I made some changes here.  What I tried to do is not come back to Council every year with changes.  I put in a salary range.  The salary range for our Pool Manager and our Snack Bar Manager and some of the other positions are getting closer to the top range because they have been there for 17-18 years.  We went from $19 for the Pool Manager to $20.  Hopefully that will last for another at least two years so Shane won’t have to come back to Council.  We had $17 for our Assistant Pool Manager. I took it up to $18.  We are okay there for the next couple years.  Toni, our Concession Manager, was $18.50.  I took it up to $19.  That should last us another two years.  Anything that was $8.10 last year is now $8.15.  There are some positions that I tried to keep a .05 differential between minimum wage and then depending on their position, for example, Head Lifeguard was $8.15 last year.  I don’t want them to be the same $8.15, so I took it to $8.20.

POLICE DEPARTMENT:

  • Renewal of SPAN dues – 2017 ($18,000)

Chief Edelman reported, I did not get a chance to get this into your Council packets last week.  I apologize for that.  It is directed to the increase in the SPAN dues.  As you know, we have not had an increase in SPAN dues in quite some time.  It’s been $14,000 with the exception of 2010 where there was a temporary increase because of some radio equipment and then it went back down. Also, Gates Mills left SPAN a couple years ago to go with Chagrin Valley.

We have managed to keep the dues at $14,000 per city.  This increase represents supporting the Drug Enforcement Unit which started in 2013.  You can see by the statistics I have given you, this was compiled by the Commander of the Drug Enforcement Unit, the number of fatal and non-fatal overdoses in the SPAN communities between the years 2012-2016.  You can see that there has been a significant increase in drug activity in the SPAN communities, even in Mayfield Village.  We have had two fatals last year due to drug overdoses and just in non-fatal overdoses, you can see that in those five years, there has been a significant increase in non-fatal overdoses as well. The Drug Enforcement Unit is just overwhelmed. These statistics just include the overdoses but the caseload that the DEU is handling is sky high.  The SPAN Chiefs decided it is time to support them with a little bit more money.  That’s what this increase represents.

Chairman Saponaro asked, what is the nature of the support?

Chief Edelman replied, what we would like to do is get a full-time member.  Right now it is strictly part-time.

Mr. Jerome asked, everyone that’s in it is all off duty and that is part-time?

Chief Edelman replied, right.  They are all full-tome police officers but their duty in the DEU is part-time.  What would happen is Mayfield Heights would donate a full-time officer into the unit.  Two-thirds of that salary would be taken care of through the DEU itself.  They are almost self-supportive with the money that they bring in.  The remainder of that, the $20,000 that would be taken in through the extra money from the dues would be the remainder of what would support that.

Chairman Saponaro asked, is it an individual person or a position?

Chief Edelman replied, it’s a position, but it’s already earmarked for an officer in Mayfield Heights because they have an officer they are willing to give to the Unit.

Chairman Saponaro asked, that is what their responsibility is going to be?

Chief Edelman replied, correct.  The Unit has also applied for a grant from the State of Ohio.  This position would actually be an in-kind contribution to that grant.  If it is awarded, it would pay for an additional full-time member to the Unit. 

Chairman Saponaro asked, and that could come from Mayfield Village?

Chief Edelman replied, that could come from here or another city.

Chairman Saponaro asked, so right now, the first one coming through the doors is from Mayfield Heights?

Chief Edelman replied, yes.

Mr. Marrie stated, these numbers are so scary. You hear about it all the time, but when you see it in black and white it kind of hits you in the head.

Mr. Jerome asked, the officer from Mayfield Heights is in charge of the Drug Enforcement Unit?

Chief Edelman replied, he is not in charge.  The SPAN Chiefs oversee the Unit but there is an officer who is in charge of the Unit.

Mr. Jerome asked, but SPAN oversees them?

Chief Edelman replied, yes.

Mr. Jerome asked, the Mayfield Heights officer is doing it full-time?

Chief Edelman replied, he will be.

Mr. Jerome asked, but if we get this grant, we can have two full-time people?

Chief Edelman replied, yes.

Mr. Jerome stated, Mayfield Village, besides just these numbers here, there’s other things that we reach out to help to assist?  If it has to do with drugs, it immediately goes to them?  How does that work?

Chief Edelman replied, protocol is that anytime there is an overdose or anything that looks like it might be drug-related or something more than what the individual cities can handle on their own, they can call the Drug Unit in.  Let’s say my Detectives go to a scene and see heroin or drug paraphernalia and they feel it is more than their expertise can handle, they can call the Drug Unit.  They don’t have to, but it may snowball into something that’s more than they can handle.  That’s what SPAN was created to handle.  It’s multiple communities handling things that are outside their jurisdiction.

Chairman Saponaro asked, in terms of the officer, you have the SPAN Chiefs, then you have the oversight officer, where is that oversight officer from?

Chief Edelman replied, he’s a Sergeant in Lyndhurst.

Chairman Saponaro asked, in terms of the officer who is going to be full-time, he will be employed through Mayfield Heights, so collective bargaining and everything would be from Mayfield Heights?

Chief Edelman replied, yes.

Chairman Saponaro asked, you meet as an organization of Chiefs then you have the Lyndhurst supervisor then you have the full-time employee?

Chief Edelman replied, right.  He is still a Mayfield Heights employee, but his assignment, 40 hours a week would be for this.

Chairman Saponaro stated, being a resource officer.

Chief Edelman replied, correct.  Part of his duties is not just enforcement. He does outreach too.  He does education, other things too.  It’s not just handling cases.

Mr. Jerome stated, which I think is important.  With this, it is going to give him some more time to do that.

Chief Edelman replied, right.

Chairman Saponaro stated, we are moving towards a model where we are bringing in, as these monies get allocated more and more, we are going to be able to bring in more officers just to specifically deal with the drug issue. Then you still have to cover, if we use an officer from Mayfield Village, that’s what you are dedicated for, that may create a hole there and we have to now cover that shift or whatever they would be doing.  It’s creating more job opportunities.

Chief Edelman replied, it does.  We had two officers assigned to the Unit.  They are in it part-time.  Their full-time duties are at Mayfield Village and there is some reimbursement that is going to be coming back to the Village for the hours that they spend in the Unit.

Chairman Saponaro stated, just so we have it on the record, SPAN is Suburban Police Anti-Crime Network.  We call it SPAN all the time but I don’t think we ever say what the acronym means and so forth, so for the public, that’s what it means.  It represents the Police Departments of Highland Heights, Lyndhurst, Mayfield Heights, Mayfield Village and Richmond Heights.  Thank you.

Mr. Meyers asked, who covers the cost of Narcan?

Chief Edelman replied, so far the County.

Mr. Meyers said, I didn’t know because everybody’s using it.  Everybody has it. I wondered who covers the cost of that.

Chief Edelman replied, the county.  They have always provided it.  We have never gotten a bill for it.  We call them up and say we need more and they say come get it.  Chief Carcioppolo, do you guys get charged?

Mr. Meyers asked, do they use Narcan?

Chief Carcioppolo replied, no, we don’t get charged.  We use Narcan.  We have been using Narcan for years.

Mr. Jerome asked, what more could we do at this point?  Any more money we can spend anywhere else?

Chairman Saponaro stated, let’s talk about it on the floor.  It’s a good topic for all of Council to participate in.

SERVICE DEPARTMENT:

  • Authorization to go out to bid for solid waste and recycling

Mr. Metzung reported, I need authorization to go out to bid for rubbish pick-up.

Chairman Saponaro stated, we got our reports from them with the breakdowns.  Did anyone look at this?  Any questions regarding what Doug provided us?

There were none.

Chairman Saponaro stated, all right. So all you need is authorization.  We can do that at the Council meeting?

Mr. Metzung replied, yes, February will be fine.

ANY OTHER MATTERS:

Chairman Saponaro asked, any other matters?  Did everyone get the Lyndhurst Municipal Court reconciliation?  If you haven’t reviewed it, look at it, but what I thought was really interesting is of the traffic and criminal cases of 11,720, and I will bring this up again on the floor of Council, Mayfield Village had 2,139 cases traffic and criminal, Richmond Heights had 1,760 which I thought was a little shocking, Mayfield Heights had 1,964 and Gates Mills had 826 which you would expect them to be less, but we had 2,139.

Mr. Marrie stated, we are doing a better job.

Chief Edelman explained, the reason Richmond Heights is so low is because they don’t have time to do anything more than just run to calls.

Chairman Saponaro stated, that was my point.  There’s a budgetary issue.  When we talk about why are we doing the things we are doing, this is part of that budget that has been created where our office has the ability to get to the calls. I don’t know if everyone’s aware, after the November 22nd Council meeting, I was hit by a drunk driver at the top of my street coming home from the Council meeting.  I was in a loaner car, so it didn’t ruin my car, but it ruined a brand new car which was terrible.  The officers were responsive, they took care of everything.  The one officer came and the supervisor came.  We handle these things.  We put them through Court.  We take it serious because we don’t want that.  As a matter of fact, the young lady who was drunk thought she was in Euclid the whole time and didn’t know why the Mayfield Village police were stopping her.  Anyway, I will bring this report up on the floor of Council.  I think Judge Bozza does a nice job of putting this out so we can see what is actually going on.  There’s always questions.  If anyone has any questions regarding this as well, we certainly, as Council, and as a Village can ask questions.

Mr. Jerome stated, right.  They are self-sufficient.

Chairman Saponaro stated, they are self-sufficient but there is money coming back to the Village through the fines and everything.  They provided us with this report.  We should at least address it or accept it, do something in an official capacity with it.

Mr. Wynne stated, they are self-sufficient, but it is a COG.  Finance Directors meet every 6 months at the Court to review the financial results because if there is a year where there is a deficit, the municipalities make it up.

Mr. Jerome stated, I may have heard from a Mayor who may have a court in their city and they said it is the worst thing ever.

Chairman Saponaro asked, to have a court?

Mr. Jerome replied, to have a court in their city.  It costs them more than what it should.  I would like to know who that City is, but he said that years and years and years ago it was kind of a nice thing for courts to be in your city, but I would at least hope that everyone is paying their fair share for this.

Chairman Saponaro stated, the last thing is, Diane is not here, but Mayor, the Community Master Plan Grant.  Congratulations on that.  Is there any monies that could possibly be outlayed as a result of that?

Mayor Bodnar replied, I understand it is all going to be covered.  We are just awaiting further word on details from the County right now but they will provide and pay for all of the professional assistance to put a new plan in place.

Chairman Saponaro stated, the only thing I wanted to suggest is you may just want to put a line item on it just in case so that if there is something that needs to be covered that was unforeseen or they only go to a certain level that we have vetted it and talked about it. However you want to do that.

Mayor Bodnar stated, good idea.

Mr. Wynne stated, it was incorporated into the budget as if we were paying for the whole thing.

Chairman Saponaro stated, terrific. You are way ahead of the game.  That’s all I have. I just wanted to bring up those two things.  Is there anything else?

Mr. Diemert stated, Finance has already approved it, but we are expecting to have legislation on the next agenda for the purchase of the Palermo basin two properties, $225,000 each.

Chairman Saponaro stated, okay.  So that is now moving forward?

Mr. Diemert replied, yes.

Chairman Saponaro stated, okay.  When is that coming on?

Mr. Diemert replied, we will have the legislation to you within the week or so.  It will be on the next agenda.

Chairman Saponaro asked, are we looking to have it get approved at the next one?

Mr. Diemert replied, no, it’s driven by engineering, so I am not sure.  What’s our deadline on that, Tom?

Mr. Cappello replied, I am going to need the properties for the basin.  Obviously we are not going to need them right away.

Mr. Diemert asked, end of the summer or something?

Chairman Saponaro asked, if we could put it on Reads, that would be fine?  Or if you are saying it has to be done in the March meeting?

Mr. Cappello replied, no, it doesn’t have to be.

Chairman Saponaro stated, okay, just so we can have more discussion.

Mr. Diemert stated, so it would be the First Read then.

Mr. Jerome asked, can we talk about it on the floor at all?  I have some questions about it.

Mr. Cappello replied, sure.

Mr. Jerome stated, it’s a big chunk of change.

Chairman Saponaro stated, that’s why I want to get it back on the agenda so we can have a discussion on it and everyone can look at it.  We can talk about it at Council if you want to bring it up.  Certainly at Caucus and then have the ability to keep looking at it.  Anything else.

There were no further matters.

There being no further business, the meeting adjourned at 8:00 p.m.  The next Finance Committee meeting is scheduled for Monday, February 20, 2017 at 7:30 p.m. in the Main Conference Room at the Mayfield Village Civic Center.