Finance Caucus - August 5 2013

MINUTES OF THE FINANCE CAUCUS MEETING
Monday, August 5, 2013 – 7:30 p. m.
Main Conference Room – Mayfield Village Civic Center

The Finance Caucus meeting was held on Monday, August 5, 2013, in the Main Conference Room at the Mayfield Village Civic Center.  Mr. Delguyd called the meeting to order at 7:30 p.m.

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Present: Mr. Marrie, Mr. Delguyd and Mr. Marquardt

Also Present: Mr. Wynne, Chief Edelman, Mr. Metzung, Mr. Thomas, Interim Chief Carcioppolo, Mr. Dinardo and Ms. Garbo

1) Sale of 2007 Crown Victoria (White) Model 2FAFP71W07X147468 – Mileage 100,954

Mr. Delguyd asked, are there any questions?  Mr. Wynne stated, this is the old police car that the Building Department used for a while. 

Mr. Delguyd asked, is this one of the ones that we decided not to sell because it was below blue book value?  Mr. Wynne replied, no. The bids on this one came in reasonable compared to the Kelley Blue Book value.  The high bid was $2,275.00. 

Mr. Delguyd stated, okay, any other questions? There were none.

2) Steering Piston Replacement on large front-end loader (Southeast Equipment – not to exceed $6,000.00)

Mr. Delguyd asked, is this just wear and tear?  Mr. Metzung replied, yes.  It’s part of the pins and pistons. 

Mr. Delguyd asked, how is the machine doing in general?  Mr. Metzung replied, it has a couple more years before we will need to replace it.   

Mr. Delguyd asked, any questions?  There were none.

3) Contract for Sodium Chloride for 2013-2014 Winter Season (Morton Salt - $29.40 ton)

Mr. Metzung stated, this is our contract for the salt for this year. 

Mr. Marrie asked, what was last year’s?  Mr. Metzung replied, $34.40.  The program is the same. We put in for 2,200 this year.  Last year we only asked for 1,800 because we had some left from the previous year.   Our bin is full this year.  Mr. Marrie stated, so this is actually the second year we have had some left over.  Mr. Metzung replied, typically we always have some left over.  Mr. Delguyd asked, how much is in the bin right now?  Mr. Metzung replied, probably about 500 tons.  Our bin is small. We will order 150-200 a ton at the time we order.  When you get repeated storms, delivery becomes stretched out and it becomes a little sketchy as to whether or not you might get it by the end of the day.

4) Crack Sealing Materials for Various Village Streets (DJL Materials – not to exceed $10,000.00)

Mr. Metzung stated, this is a program we have used where we purchase the material and they supply the machine.  We go out and crack seal in-house.  It’s not a huge amount of crack sealing but we go out to, for example Bramblewood, where they made repairs. We will also go to Hickory Hill and some of the other streets where they have been paved recently to make sure there are not any cracks. We want to get those sealed up before winter.  Mr. Marrie stated, this is done annually.

Mr. Marquardt asked, it is an asphalt patch?  Mr. Metzung replied, it’s not a patch.  It’s a rubberized tar.  We spray a material that we purchase through them to keep it from getting on the tire.

5) New Fuel Dispensing Controller (Petroleum Maintenance Electronics - $8,566.00)

Mr. Metzung reported, when we filled our above ground tanks, we put in a dispensing system.  It’s a card system that uses tape, like cash register tape, to record it on.  It’s beginning to foul up continuously.  It’s time to get a new one.  It’s probably 12 years old. We are going to go to a more modern computer-based system.  Everybody will get a code. It will be wireless, transmitted right to the computer at the Service Department. 

Mr. Marrie asked, does the School Board ever use this?  Mr. Metzung replied, yes, the School Board purchases their gas from us.  Mr. Marrie asked, all of it?  Mr. Metzung replied, they don’t use very much gas. They use diesel. They have their own diesel. What they do have in gas, they purchase from ours.

6) Results of Bid Opening – Cuy-Greenway Trail, State Project No. 89721

Mr. Metzung reported, the bid results came in. They were above the Engineer’s estimate.  Those are being analyzed. 

Mr. Delguyd asked, how far over?  Mr. Metzung replied, a couple hundred thousand.  NOACA has stated that they will step up and extend their funding.  They will give the typical 80%. 

Mr. Delguyd asked, do we know a reason why they were so high?  Mr. Metzung stated, it was underestimated.  The boardwalk came in at a much higher number than anticipated, where it goes over the wetlands.  That came in significantly higher per linear foot than what was anticipated.  Overall, the asphalt number probably was higher than anticipated by URS.  We will have those facts and actual figures down to the last nickel after we have verified everything we have.  We will report at the next Council meeting. 

Mr. Delguyd asked, did NOACA give us a verbal that they will step up?  Mr. Metzung replied, they have a Board meeting set for the 15th.

7) Money owed for Teen Adventure Camp (City of Mayfield Heights - $21,145.00 – pass through)

Mr. Delguyd stated, this is a pass through.  Mr. Thomas added, this is the annual fee that we pay.

8) Fire Department Smoke Alarm Program

Interim Chief Carcioppolo wanted to make sure everyone is okay with us sending out letters for the smoke alarm purchase program.  We subsidize one detector and then the residents buy two.  They pay $44.00.  We pick up the $22.00 for the third detector. We would install them. Before we send out the letters, we wanted to make sure everyone is okay with that.  They are battery operated and wireless.

Mr. Marrie asked, one goes off, they all go off?  Interim Chief Carcioppolo replied, one goes off, they all go off. They give a location. The only thing we are changing is that we are going to install all of them because we have been having problems with people that pick them up themselves and install them without programming them appropriately and not connecting them.  They are not really serving a purpose to the best means that they can. 

Mr. Dinardo asked, do we have a liability issue then with going in to somebody’s house?  Interim Chief Carcioppolo replied, no.  That’s part of our role. We should be doing that.  Mr. Marrie stated, well, you have done it too.  Interim Chief Carcioppolo stated, we have been.  We had fire not too long after I was put into this position where the homeowner purchased these and installed them in the wrong locations in their home and they weren’t connected wirelessly.  The one didn’t go off because it was not installed appropriately.  It’s a better idea to install them ourselves and make sure they are done appropriately. 

Mr. Marquardt stated, the electrical code calls for wiring.  Interim Chief Carcioppolo replied, in new construction.  I just wanted to see if you guys were okay with this.  Mr. Marrie replied, I’m okay with it. 

Mr. Delguyd replied, we are all okay?  Any other questions?  Interim Chief Carcioppolo added, every time we go out to install the alarms, we will generate a report.  It’s a good program. Everyone agreed.

ANY OTHER MATTERS

Mr. Delguyd asked, any other matters?  There were none.

There being no further business, the meeting adjourned at 7:40 p.m.

Respectfully submitted,

Taken by: Debbie Garbo

Transcribed by:  Mary E. Betsa, Clerk of Council