Finance: January 23rd 2017

MINUTES OF THE FINANCE COMMITTEE MEETING
Monday, January 23, 2017 – 7:30 p.m.
Main Conference Room – Mayfield Village Civic Center

The Finance Committee meeting was held on Monday, January 23, 2017 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. Marquardt, Mr. Williams, and Mrs. Mills

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

Also Present: Mr. McAvinew

Election of Chair of the Finance Committee for 2017

Mrs. Mills, seconded by Mr. Marquardt, moved to elect Joseph Saponaro as Chair of the Finance Committee for 2017.

Mr. Saponaro asked, are there any other nominations?

There were none.

ROLL CALL:

Ayes: All
Nays: None

Motion Carried.

Mrs. Mills, seconded by Mr. Marquardt, moved to close the nominations.

ROLL CALL:

Ayes: All
Nays: None

Motion Carried. Nominations Closed. Mr. Saponaro elected Chair for 2017.

Election of Vice-Chair of the Finance Committee for 2017

Mr. Williams, seconded by Mrs. Mills, moved to elect William Marquardt as Vice-Chair of the Finance Committee for 2017.

ROLL CALL:

Ayes: All
Nays: None

Motion Carried.

Mrs. Mills, seconded by Mr. Marrie, moved to close the nominations.

ROLL CALL:

Ayes: All
Nays: None

Motion Carried. Nominations Closed. Mr. Marquardt Elected Vice-Chair for 2017.

Approval of Minutes of Meeting of December 19, 2016

Mr. Marquardt, seconded by Mr. Williams, moved to approve the Minutes of the Meeting of December 19, 2016.

ROLL CALL:

Ayes: All
Nays: None
Abstain: Mills

Motion Carried. Minutes of meeting of December 19, 2016 Approved.

1. Discussion of the First Reading of Ordinance No. 2017-02, entitled, “An Emergency Ordinance confirming the appointment of Shane McAvinew as the Director of Parks and Recreation for Mayfield Village, Ohio.”  Introduced by Mayor Bodnar and Council as a Whole.

Chairman Saponaro introduced Shane McAvinew.  Welcome.  Are there any discussion items on this or Bill, is there anything we need to know?

Mr. Thomas replied, I guess I have to go.

Mayor Bodnar stated, we would ask to suspend readings on this one.

Chairman Saponaro asked, anything else?

There was no further discussion.

The Committee recommended Item #1 for approval.

2. Discussion of Resolution No. 2017-01, entitled, “An Emergency Resolution providing for the employment of an Engineer for Mayfield, Village, Ohio.”  Introduced by Mayor Bodnar and Council as a Whole.

Chairman Saponaro asked, any discussion on this?

Mr. Wynne reported, same terms as 2016.

Chairman Saponaro stated, thank you.  I know Mr. Cappello cannot be here with his injuries; it’s hard for him at night.

Mrs. Mills asked, how is he doing?

Ms. Wolgamuth replied, better.

Chairman Saponaro stated, he’s definitely doing better, but by this time of night, it’s hard for him.  He seems to be moving in the right direction.  Any other discussion?

There were no further comments.

The Committee recommended Item #2 for approval.

3. Discussion of Resolution No. 2017-02, entitled, “An Emergency Resolution re-establishing terms, conditions and compensation for the services of the Prosecutor for Mayfield Village, Ohio.”  Introduced by Mayor Bodnar and Council as a Whole.

Chairman Saponaro asked, any discussion?

Mr. Wynne reported, same terms as 2016.

Chairman Saponaro asked, anything else?

There were no further comments.

The Committee recommended Item #3 for approval.

4. Discussion of a motion to authorize expenditure in an amount not to exceed $12,000 to All Covered for backup/disaster recovery and miscellaneous support for the server. (Administration)

Mr. Wynne reported, we pay approximately $7,500 a year in multi-support for backup and disaster recovery services and then occasionally throughout the year Jeff needs to call on them for things that are outside the scope of the contract.  The $12,000 covers the multi-contract as well as any additional needs we might have throughout the year.

Chairman Saponaro asked, any other discussion?

There were no further comments.

The Committee recommended Item #4 for approval.

5. Discussion of a motion to authorize expenditure in the amount of $6,916 to Creative Microsystems, Inc. for 2017 support for Finance and Payroll Systems. (Finance Department)

Mr. Wynne reported, this is the annual charge from Creative Microsystems, Inc. for our customer service support and software updates throughout the year on our Finance and Payroll systems.  It’s about a 3% increase over last year’s amount.

Chairman Saponaro asked, anything else?

There were no further comments.

The Committee recommended Item #5 for approval.

6. Discussion of a motion to acknowledge receipt of financial reports for December 2016 and to approve of same as submitted. (Finance Department)

Chairman Saponaro stated, everyone has had an opportunity to look at this.  Any questions?

There were none.

The Committee recommended Item #6 for approval.

7. Discussion of a motion to fund the Medical Expense Reimbursement Plan at the level of $1,000 single/$2,000 family and the Health Reimbursement Arrangement at the level of $2,000 single/$4,000 family for 2017. (Finance Department)

Chairman Saponaro asked, discussion?

Mr. Wynne replied, based upon current enrollment, the funding for the Medical Expense Reimbursement Plan in January will be $30,000 and then the Health Reimbursement Plan, I believe we are going to be able to fund quarterly throughout the year.  It is going to be based upon usage.  Based upon current enrollment, the maximum amount that it would be right now would be $166,000.  The hope is based on the statistics of the Health Reimbursement Plan, the actual expenditures we will have during the year will be about 60%-70% of that number but we really won’t know that until the year progresses.

Chairman Saponaro asked, does everyone understand what this entails?  Does anyone have any questions?

There were none.

The Committee recommended Item #7 for approval.

8. Discussion of a motion to authorize expenditure in the amount of $9,020.98 to Cleveland Water Department for Annual Hydrant Fee for 2017. (Fire Department)

Chief Carcioppolo replied, this is our annual service fee to Cleveland Water to maintain the water distribution system for the hydrants.  It’s not a negotiable figure.  The water structure that is here is owned by them.

Chairman Saponaro asked, any other discussion or questions?

There were none.

The Committee recommended Item #8 for approval.

9. Discussion of a motion to authorize expenditure in an amount not to exceed $7,600 to Ohio Fire Chiefs Association for Fire Lieutenant Promotional Examination and Assessment. (Fire Department)

Chief Carcioppolo reported, the Civil Service Commission and Mary Beth did most of the legwork in setting up this, but this is to fill an officer’s vacancy.

Chairman Saponaro asked, and that is going to take place when?

Chief Carcioppolo reported, they are signing up now. The written examination is scheduled for March 8th and the assessment is scheduled for March 25th.

Chairman Saponaro asked, any other discussion?

There was none.

The Committee recommended Item #9 for approval.

10. Discussion of a motion to authorize an expenditure in the amount not to exceed $13,000 to Progressive Fitness Center for 2017 memberships for residents (pass-through). (Parks and Recreation)

Mr. Thomas reported, this an annual expenditure.  Members pay us and then we pay Progressive.  It is basically a pass-through.

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

There were none.

The Committee recommended Item #10 for approval.

11. Discussion of a motion to authorize expenditure in the amount of $12,000 to Anchor Industries for funbrellas for Parkview Pool. (Parks and Recreation)

Chairman Saponaro asked, how many are we talking about?

Mr. Thomas replied, two.  It is needed shade for skin cancer and other things.

Chairman Saponaro asked, these have not been replaced since when?

Mr. Thomas replied, we are not replacing them.  These would be add-on’s.  We have 4 or 5 that are down there.  This would basically cover pretty much all of Parkview Pool.

Mr. Marquardt asked, are they blue and yellow?

Mr. Thomas replied, it has to be scarlet and grey, right? 

Mr. Marquardt replied, or green and white.  Does not matter.

Mr. Jerome asked, are these all the same size like the ones we have now?

Mr. Thomas stated, there are different sizes.  These are the big ones.

Chairman Saponaro asked, any other discussion?

There was none.

The Committee recommended Item #11 for approval.

12. Discussion of a motion to authorize expenditure in the amount of $9,460 to Ohio Geese Control for geese control at soccer fields and Grove for 2017. (Parks and Recreation)

Mr. Thomas reported, I sent a memo in packets.  Our Council President had a very good question regarding why we did not have July coverage.  Hopefully you read the memo where it said we did not want any dogs to eat the geese alive.  They avoid going out in July to do that.

Chairman Saponaro asked, any other discussion or questions?  Thank you for clarifying that, Bill.

There was no further discussion.

The Committee recommended Item #12 for approval.

13. Discussion of a motion to authorize expenditure in the amount of $10,250 to American Fireworks for 2017 Fireworks.  (Parks and Recreation)

Mr. Thomas reported, this is their cost for this year.  This is the second year of a three-year contract.  They do a great job.  I strongly recommend we go with them again.  Actually, Shane mentioned to me today that he also hired American Fireworks in Barberton.

Chairman Saponaro asked, any other questions?

There were none.

The Committee recommended Item #13 for approval.

14. Discussion of a motion to authorize expenditure in the amount of $280 to Greve Chrysler Jeep Dodge representing change order to original invoice in the amount of $45,276 approved by Council on 11/21/16. (Police Department)

Chief Edelman stated, there was an error in the original order for the police cars.

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

There were none.

The Committee recommended Item #14 for approval.

15. Discussion of a motion to authorize expenditure in the amount of $7,010 to ECN Intermediate Holding Co. for CodeRed extension for 1/13/17-1/12/18 ($4,510) and CodeRed Weather Warning extension for 1/13/17-1/12/18 ($2,500). (Police Department)

Chief Edelman reported, this is for CodeRed for 2017.  Once again, we are going to be phasing out CodeRed at some point this year once we get 911 Cellular up and running.

Mrs. Mills asked, how soon will that be, do you know?

Chief Edelman replied, we are hoping for an April 1st kick-off date.

Chairman Saponaro asked, any other discussion or questions?

Mr. Jerome asked, did you say we have to have both; we have to have the weather one too?  You can’t get one and not the other?

Chief Edelman replied, you can get it either way.  I think we are under contract for both though.  If the contract was coming up for renegotiation, we can get one or both.

Mr. Jerome stated, at this point we are phasing it out.

Mr. Wynne added, this is worded as an extension.  It’s really not.  It’s just the final year of the contract.

Mr. Marrie stated, the new 911 is so much better.

Chairman Saponaro asked, any other questions or discussion?

There was none.

The Committee recommended Item #15 for approval.

16. Discussion of a motion to authorize expenditure in the amount of $7,884 to Camco Cleaning Co. for cleaning of police station – 2017. (Police Department)

Chief Edelman stated, we are happy with our cleaning services.

Chairman Saponaro asked, any discussion or questions regarding this?

There were none.

The Committee recommended Item #16 for approval.

17. Discussion of a motion to authorize expenditure in the amount of $7,200 to Treasurer, State of Ohio for LEADS Access Fee with a DMVPN (Dynamic Multipoint Virtual Private Network) connection. (Police Department)

Chief Edelman reported, LEADS is the Law Enforcement Automated Data System.  It is a national database that we use in the Police Department.

Chairman Saponaro asked, any questions on this?

There were none.

The Committee recommended Item #17 for approval.

18. Discussion of a motion to authorize expenditure in the amount of $12,020.04 to TAC Management Co. for CAD System Maintenance in 2017. (Police Department)

Chief Edelman reported, TAC is our records management system that we use in the Police Department. This is for the care and feeding of our CAD system.

Chairman Saponaro stated, this is an annual item?

Chief Edelman replied, yes.

Chairman Saponaro asked, any other questions or discussion?

There was none.

The Committee recommended Item #18 for approval.

19. Discussion of a motion to authorize expenditure in the amount of $14,880 to Agile Network Builders, LLC for back-up connectivity in the new dispatch center for 2017. (Police Department)

Chief Edelman reported, it’s not just the back-up, it’s the main connectivity for our MARCs radio system.

Chairman Saponaro stated, so it should say main and back-up connectivity for the MARCs radio system?

Chief Edelman replied, correct.

Mr. Jerome asked, is this an every year expense?

Chief Edelman replied, this will be an every year expense.

The Committee recommended Item #19 for approval.

20. Discussion of a motion to authorize expenditure in the amount of $122,746.68 to Kimble Recycling & Disposal for rubbish and recycling from January-June, 2017. (Service Department)

Chairman Saponaro asked, when is the contract up?

Mr. Metzung replied, June 2017.

Chairman Saponaro asked, so you are in the process of talking with everyone?

Mr. Metzung replied, I am meeting with the County next Tuesday.

Chairman Saponaro asked, any other questions?

Mr. Metzung stated, I am looking for any input from anyone who wants to see any kind of a change or are satisfied.

Mr. Jerome asked, custom recycle bins with Mayfield Village on them?

The Committee recommended Item #20 for approval.

21. Discussion of a motion to authorize expenditure in the amount of $39,419.40 to Camco Cleaning for janitorial services at the Civic Center and Community Room. (Service Department)

Chairman Saponaro asked, this is an annual?

Mr. Metzung replied, yes.

Chairman Saponaro asked, these are the same folks that clean the police station?

Mr. Metzung replied, correct.  We have used them for 4-5 years.

Chairman Saponaro asked, does anyone have any questions?

Mr. Jerome asked, have we ever looked at any other options?

Chief Edelman replied, we went out to bid when we first opened our station.  They were by far the cheapest. They do a very good job.

Mr. Jerome asked, so because they do such a good job there, they are used here?

Mr. Metzung replied, correct.  Their price is extremely low.

Chairman Saponaro asked, anything else.

There were no further comments.

The Committee recommended Item #21 for approval.

22. Discussion of a motion to authorize entering into a Memorandum of Understanding with the Cuyahoga County Board of Health for authority and consent to provide Phase II Stormwater Services in 2017-2018. (Service Department)

Mr. Metzung reported, in the past the Board of Health has assisted us in doing our dryweather screening for our outfalls.  They have now added some additional services that they are going to provide. In the past, this cost was around $5,000.  That money now is going to be picked up by the Regional Sewer District.  More service, no money outlayed.

Chairman Saponaro asked, any other discussion?

Mrs. Mills asked, does this have to be passed tonight?

Mr. Metzung replied, yes.

The Committee recommended Item #22 for approval.

23. Discussion of the First Reading of Ordinance No. 2017-03, entitled, “An Emergency Ordinance appropriating funds for current expenses and expenditures for Mayfield Village, Ohio for the period from January 1, 2017 and ending December 31, 2017 and declaring an emergency.” Introduced by Mayor Bodnar and Council as a Whole.  (Finance Department)

Mr. Wynne reported, we are beginning the budgeting process.  This is the preliminary draft.  It was provided to Department Heads last week and Council over the weekend in your packets.  The numbers in this Ordinance today are the ones that were in the budget that you received.  I will be meeting with Department Heads this week and next week to review their budget.  We will need to discuss how you want to handle it from a Council standpoint.  It needs to be passed by the March meeting.

Chairman Saponaro asked, does anyone have any questions regarding what they received from Ron?  Anything to be discussed here?  Certainly you can reach out to Ron and discuss it with him.

Mr. Wynne stated, I do want to mention from a passage standpoint, after the Caucus in March, I will be going out to surgery and will be out for about 3-4 weeks.  I will be working from my home so I will not be here for the actual Council meeting in March.  If you want it passed while I am here, there will have to be a Special Meeting after March Caucus, or assuming there’s no adjustments after the Caucus meeting, you can just pass it at the Regular Council meeting without me being there.

Chairman Saponaro stated, but obviously, if anyone has any questions, they need to deal with you prior to the March Caucus because you will be out?

Mr. Wynne replied, right.  What is presented at the Caucus will have to be the final version from my standpoint.

Chairman Saponaro asked, any other discussion on this?

There was none.

Chairman Saponaro stated, that will stay on First Reading.

The Committee recommended Item #23 for approval.

24. Discussion of the First Reading of Ordinance No. 2017-04, entitled, “An Emergency Ordinance creating Chapter 1505 of the Codified Ordinances mandating automated external defibrillators in certain institutional facilities and amending the title of part fifteen of the codified Ordinances to be known as the “Fire Prevention and Life Safety Code.” Introduced by Mayor Bodnar and Council as a Whole.  (Fire Department)

Chairman Saponaro asked, has this gone to Ordinance Review?

Chief Carcioppolo replied, not to my knowledge.

Chairman Saponaro stated, this will be moved to Ordinance Review so they can weigh in on it.  Ordinance Review meetings are the second Tuesday of the month.

The Committee referred Item #24 to Ordinance Review Committee.

25. Discussion of Resolution No. 2017-03, entitled, “A resolution requesting the Cuyahoga County Fiscal Officer to adjust the amended official certificate of estimated resources for 2017.”  Introduced by Mayor Bodnar and Council as a Whole. (Finance Department).

Mr. Wynne reported, this is the revenue part of the budget.  Even though it is a Resolution, we should leave it out there.

Chairman Saponaro asked, to be passed the same time as the budget?

Mr. Wynne replied, yes.

Chairman Saponaro asked, and this is where you have gone in June and put estimates there and then adjust them in December and then do a final adjustment after the budget?

Mr. Wynne replied, yes.  We did a preliminary in June.  This is updating that preliminary based upon what our actual budget will be and then we will finalize it again in December.

The Committee recommended Item #25 for approval.

ANY OTHER MATTERS

Chairman Saponaro asked, are there any other matters that need to come before the Finance Committee at this time?

There were none.

There being no further matters, the meeting adjourned at 7:51 p.m.