Finance Caucus: September 11th 2017

MINUTES OF THE FINANCE CAUCUS COMMITTEE
Main Conference Room – Mayfield Village Civic Center
Monday, September 11, 2017 – 7:30 p.m.

The Finance Committee met on Monday, September 11, 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, Dr. Parker, Mayor Bodnar, Mr. Wynne, Mr. Metzung, Chief Carcioppolo, Chief Edelman, Mr. Diemert, Mr. Cappello, Mr. McAvinew, Ms. Wolgamuth, and Mrs. Betsa

COUNCIL CLERK:

  • Digitizing permanent records with searchable capacity

Mrs. Betsa reported, this is something we have been looking at initially.  We have records dating way back to the early 1900’s.  There’s a lot of history.  It seems like lately I have had to perform a lot of searches.  I figured we might want to revisit digitizing once again, perhaps have a representative come to the Records Commission to present.  I have received information from two companies, AssureVault and one which I received late today.  This is basically a computer program which scans all documents in with search capability.  For example, if you want to come up and check the history on white-tailed deer, you can type it in and every scanned document which has that word in it would show up and you can click on it.

Mr. Marrie asked, who would be the people who would ask you for all of these old records?

Mrs. Betsa replied, sometimes public record requests. Sometimes, for example, the history of a certain tax levy.  Debbie was recently looking for something.  It is fascinating to go back and read Minutes and legislation.  But if you can’t pinpoint where a certain issue was discussed, it’s hard to locate.

Mr. Marrie asked, so you spend a lot of time manually sifting through it?

Mrs. Betsa replied, yes.  Not just myself, but departments.

Chairman Saponaro asked, any other questions?

There were none.

Chairman Saponaro stated, Mary Beth get more information from the company that just responded and share it with us and we will go from there.

Mrs. Mills stated, the Records Commission will be meeting on October 18th.  Maybe you could get someone to come in then and talk to us.

Chairman Saponaro asked, is everyone in agreement that there is interest to pursue it?

The Committee agreed.

Chairman Saponaro asked, Mayor, are you in agreement?

Mayor Bodnar replied, yes, I am.

ADMINISTRATION:

  • Volunteer Appreciation Event (not to exceed $8,000)

Chairman Saponaro stated, this will occur on October 27th.

Ms. Wolgamuth stated, I don’t have a lot of detail. It is on October 27th across the street at the Community Room again.  It was very successful last year.  It’s an annual event.  An annual expenditure.  I do expect we will come in actually way under the $8,000.  We have a caterer that Patsy Mills suggested that has come in very reasonably priced.

Chairman Saponaro asked, anything else on that?

There were no further comments.

FINANCE DEPARTMENT:

  • Everstream Agreement

Mr. Wynne reported, Everstream is what OneCommunity used to be.  They have been our internet provider as well as handling the maintenance on the fiber ring on Beta.  We have been paying them since I have been here $22,000 a year; $15,000 for internet service for 25 meg and $7,000 for the maintenance.  They finally put together a new agreement reflecting the new entity now.  They met with Jeff Thomas and I. The new agreement is for $19,000 versus $22,000.  $12,000 will be for service.  They have increased the service from 25 meg to 50 meg.  $7,000 is for maintenance. Council has already approved the $12,000 which we paid earlier in the year.  This is just a formality to put the agreement in place.  It’s in the hands of the law department right now to review.

Chairman Saponaro asked, does anyone have any questions on this?

There were none.

  • Tax Rate Resolution for tax year 2017

Mr. Wynne reported, this is an annual requirement with the County.  Back in July we passed the Alternate Tax Budget.  The next step with that budget is passed and accepted by the County to formalize our property tax rates how much of the money that we collect goes to the General Fund, the Debt Service Fund, the Police Pension Fund and the Police Operating Fund.  That’s what this resolution is.

  • Tax Incentive Review Committee Meeting - Approval of TIFs

Mr. Wynne replied, we had the meeting back in August down at the County.  They approved all of our TIFs for being in compliance.  We pass the same motions they passed at our meeting a month after the County meeting.

  • Monthly Financial Report – August 2017

Mr. Wynne reported, I will review the details of this report at the Council meeting.

Chairman Saponaro asked, any questions on any of these items?

There were none.

FIRE DEPARTMENT:

  • Purchase of new tables and chairs for training room (Independence Office - $7,031)

Chief Carcioppolo stated, we obtained other pricing from Epic Office Furniture.  That came in at a little over $8,000.  Walmart came in at about $7,500.  Cheryl got pricing from Independence.  They came in at $7,031 for new tables and chairs.  Like I said in the letter, it helps us be able to facilitate different types of training so it’s not always just sitting at a desk but being able to move this up and pull it up and push it out of the way makes it a lot easier for it to be more of a multi-purpose room rather than a seating room.

Chairman Saponaro stated, okay.  And it looks like the budget for this was $7,000.  This came in at $7,031, so you are over budget by $31 on that.  Does anyone have any questions on this?

There were none.

LAW DEPARTMENT:

Legislation:

  • Municipal Architect, along with its exhibit in Word and PD
  • Amend. Sect. 1309.04 – Lump Sum Permit Fees

Mr. Diemert reported, these are Building Department recommendations for changes.

Chairman Saponaro asked, does anyone have any questions on either of these Ordinances that they want to discuss?

There were none.

PARKS & RECREATION:

  • Equipment rental and sound technicians for The Grove 2017 season ($9,950 previously approved 5-15-17 - $1,150 additional expenses – Showtime Sound Company)

Mr. McAvinew reported, one of the reasons for the additional expenses was a rainout reschedule.  The sound company had already set up.  The other one that was an additional expense was unforeseen costs with Karamu House and the Movement Project.  They needed an additional dress rehearsal that was not known at the beginning.  We also did receive a credit because we were able to cancel the Shakespearean Times.  The total amount to settle up with Showtime is $1,150.

Chairman Saponaro asked, were we able to collect from any of these other three or from Karamus House?

Mr. McAvinew replied, no, we were not able to collect because the rider was misunderstood of what was due for them.  Both of those individuals wanted rehearsals.  The sound company, concert coordinator and myself did not catch that until the week of the show.

Chairman Saponaro asked, the same with the Movement Project?

Mr. McAvinew replied, the Movement Project was a dress rehearsal also.

Dr. Parker asked, what’s the plan to avoid that from happening again?

Mr. McAvinew replied, the plan to hopefully avoid that from happening again, you have to make a decision on the rainouts first of all.  If you cancel a rainout in not enough time you are going to either cancel the band, pay the band, or you are going to end up paying for the rainout.  That one would have had to have been made in enough time.  With the rehearsals and things like that, I myself will be sitting down with the bands this time versus going through an intermediate in the middle to make sure all that is checked off.

Dr. Parker asked, who was the intermediator?

Mr. McAvinew replied, Garry Regan was the intermediator who handled all the contracts.  I will be sitting down with him at this point and make sure they are checked with the sound company.  I wasn’t aware of them until the very end of the season, that there were extra items outside of Michelle Romary, which was a rainout.

Dr. Parker stated, rainouts are understandable, but obviously the rehearsals and things are something different.

Mr. McAvinew stated, they should be in the contract from the beginning.  I agree.

Chairman Saponaro asked, any other questions?

There were none.

SERVICE DEPARTMENT:

  • 317G Compact Track Loader (State purchasing – Murphy Tractor & Equipment - $46,807)

Mr. Metzung stated, first of all, we did demo three of the machines.  One we liked the best.  Between them, there was just a double hundred dollars.  It is State purchasing.  The track loader is a piece of equipment that we rent twice a year, spending anywhere between $5,000 and $10,000 a year depending on how long we have had the machine.  It became a point where we should be purchasing the machine as opposed to renting it all the time.  We will use it more when we own it then we do now.  We only rent it probably about 6 weeks out of the year but we will use it constantly when we have one.  That’s the plan with that.

Chairman Saponaro asked, any questions on this?

Mr. Marquardt asked, what does this thing do?

Mr. Metzung replied, it’s a small front-end loader.  It has tracks on it.  You can attach multiple attachments to it.  We put a big auger on it and use it for planting trees.  We use it for grub clearing.  We get a big mower for it and things of that nature.

Chairman Saponaro asked, anyone else have any questions?

There were none.

  • Spray patching of Wilson Mills Road east of SOM Center (Premier Patching, Inc. - $16,500)

Mr. Metzung reported, we are looking to, if anyone’s familiar with Wilson Mills east of SOM Center, it’s in not great repair.  A lot of cold patches on it and some rattling going on.  What we hope to do this year as opposed to chasing it every time it snows, going out and patching it.  This is an economical way to go out and seal those patches in place.  They are going to grind the top of it off so when they seal it up, it’s a nice level seal coat.  It will be messy for a couple of days because it’s kind of a chip seal application.  Hopefully it will get us through this winter and next winter until we can put together funds to repave the road.

Chairman Saponaro asked, any questions on this?

Mr. Marquardt asked, how much would repaving cost?

Mr. Cappello replied, it depends on the scenario. If it is milling and filling, it’s expensive.  We were looking at actually widening it a little bit.

Mr. Metzung stated, it’s due for redoing all the berms and the ditching.  Even if we were just to mill and fill, you have to be looking at about $100,000.

Mr. Cappello stated, oh no, multiple of that.

Mr. Marquardt asked, how much?

Mr. Cappello replied, I don’t have it at the top of my head.  I can get it for you though.  I think we did a cost estimate for the County.

Mr. Wynne replied, around $1.8 million.

Mr. Cappello stated, that is widening it too.

Mr. Wynne stated, next year will be finishing of Worton Park and then the 2019 Road Program will be the Wilson Mills road project.

Mr. Jerome asked, whatever happened with looking into expanding the sidewalk and widening it?  We talked about that two years ago.  If we can still keep that in the back of our minds.

Mr. Cappello stated, we were looking to extend it from Hanover to Village Trails, correct?

Mr. Jerome replied, right.  And possibly widening the existing section.

Mr. Cappello stated, I believe widening the existing section, we thought about doing concrete.  The other section, the issue became, we did a survey of people who wanted it on Wilson Mills.  The thing was if you did Wilson Mills, there are a lot of people who have their landscaping in the right of way.  So by rights they would have to remove it, so do we want to go through that?

Mr. Metzung stated, it would be a major impact to those residents along there.

Mr. Jerome stated, and I don’t disagree.  That’s why we don’t want to do it.  I still would like to see our options.

Dr. Parker stated, the last time we did it, we tried to be as non-invasive as possible.  Obviously it was well received.  I think the people who lived over there were okay as long as two stipulations were maintained which was they didn’t have to pay anything extra for it and they didn’t have to maintain it.  Obviously if you are going to be doing an entire project, then I think you have to consider that aspect of it too because you are tearing up the road and everything.  It gets a lot of use.

Mr. Cappello stated, from Doug’s perspective, I think widening the one section.

Mr. Metzung stated, it would make maintenance a lot easier for me.

Mr. Jerome stated, we have the trails.  We have everything we do.  There are a lot of residents over there that should have a little better access to get to those.  So, I think it’s something we should look in to.

Dr. Parker stated, the concept behind it originally was that we wanted to connect those people to the center of the Village and other aspects.  People on the other side can work their way over across the street to the sidewalks toward the parks and the pool.  There wasn’t a walkway at the time and their kids had to walk across Wilson Mills. That was always a concern with lots of kids and everything but I think one of the things we can look at and maybe you have, there is some overgrowth at this point so we might be able to get in there and maybe trim some of the bushes and some of the overgrown grass and maybe make it more established back to where it was.

Mr. Metzung stated, to try and get it back to the four foot.

Dr. Parker stated, yes. To where it was.  Some of the areas have overgrown with weeds.   That’s a temporary thing for now.

Mayor Bodnar asked, I am trying to think, on the north side of Wilson Mills, do all of those people in the Village have access somewhere?

Mr. Cappello stated, there’s sidewalks on Kenwood.

Mayor Bodnar stated, to get to Kenwood or Oakwood.

Mr. Cappello stated, no.

Dr. Parker stated, not Wilson Mills, no.  But they can walk away from Wilson Mills and walk toward SOM.

Mayor Bodnar, stated north and go that way.  Okay.

Dr. Parker stated, I don’t think the people on the north side of Wilson Mills Road were too excited about it.  There was already an existing walkway anyway on the other side of Beech Hill. It made sense at the time to just extend that one.  It wasn’t that big of a deal to do really.  On the other side, I don’t think that people wanted sidewalks on the north side at the time.

Chairman Saponaro asked, are there any other discussion items?

There were none.

There being no further business, the meeting adjourned at 7:53 p.m.  The next Finance Committee meeting is scheduled for Monday, September 25th at 7:30 p.m. in the Main Conference Room at the Mayfield Village Civic Center.