Finance - March 18th 2013

MINUTES OF THE FINANCE COMMITTEE MEETING
Monday, March 18, 2013 – 7:30 p. m.
Main Conference Room – Mayfield Village Civic Center

The Finance Committee meeting was held on Monday, March 18, 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. Delguyd and Mr. Marrie

Also Present: Chief Edelman, Mr. Metzung, Mr. Wynne, Mr. Thomas, Acting Chief Shrefler, Ms. Wolgamuth, Mr. Dinardo and Mrs. Betsa

1. Motion to authorize expenditure in the amount of $5,735 to The Walter H. Drane Company for updating of the Mayfield Village Codified Ordinances to February 21, 2013.

The Committee recommended Item #1 for approval.

2. Motion to authorize advertisement for the sale of police vehicle.

The Committee recommended Item #2 for approval.

3. Motion to authorize advertisement for the sale of Service Department vehicle.

The Committee recommended Item #3 for approval.

4. Motion to authorize advertisement for the sale of Fire Department vehicle.

Mr. Delguyd asked, I know the last time we had a sale, we had a question about whether or not we were legally allowed to advertise within the Village first.   Mr. Wynne stated, we can’t. Mr. Marrie stated, but a Village person can bid on it.  It’s a sealed bid even for them.

The Committee recommended Item #4 for approval.

5. Motion to authorize expenditure in an amount not to exceed $30,000 to Germain Ford for vehicle for the Fire Chief (State bid).

Acting Chief Shrefler stated, this is the new Ford Explorer with the 6 cylinder.

The Committee recommended Item #5 for approval.

6.  Motion to authorize the Village Engineer to prepare plans and specifications and to go out to bid for 2013 Road Program.

The Committee recommended Item #6 for approval.

7. Motion to go out to bid for construction of the Greenway Trail.

The Committee recommended Item #7 for approval.

8. Motion to authorize expenditure in an amount not to exceed $18,000 to Northcoast Sign Works for the purchase of brackets and sign post for new street sign program.

Mr. Delguyd stated, those have already been going up.

Mr. Marrie stated, they look great.  Mr. Delguyd agreed.

Mr. Marrie asked, will you be able to put flags and flowers on them?  Mr. Metzung replied, yes.  As far as hanging things on it, they will be just as sturdy.  There’s a plastic sleeve over a 4x4 in the middle of it.

Mr. Marrie asked, those will be on all streets, not just the main streets?   Mr. Metzung replied, yes.

Mr. Delguyd stated,  are the signs off the telephone posts changing too?  Mr. Metzung replied, the signs themselves will change. We won’t put posts there.

Mr. Dinardo asked, what do you do on multiple streets as you come off of 91, for example Sandalwood.  Do you put two names on the street signs?  Mr. Metzung replied, no.  At this time we are not looking to do that.

The Committee recommended Item #8 for approval.

9. Motion to authorize expenditure in an amount not to exceed $8,000 to A&A Safety for street name signs.

The Committee recommended Item #9 for approval.

10. Motion to authorize expenditure in the amount of $8,730 to Klyn Nurseries for trees for various areas in the Village.

Mr. Delguyd asked, how many trees is this getting us?  Mr. Metzung replied, 72.

The Committee recommended Item #10 for approval.

11. Motion to authorize expenditure in an amount not to exceed $12,748.40 to the Good Nature Company for application of organic lawn care on Village properties.

Mr. Marrie asked, is organic really worth that?  I know it said in the notes that our neighbors are using it, but that doesn’t mean a thing to me.  Is it really worth that difference?

Mr. Delguyd asked, what is the difference?  Mr. Marrie asked, what does it do?  It’s a field. Mr. Metzung replied, the way it works is it amends the soil so that the plant draws from the soil and you don’t have all of the harmful chemicals.

Ms. Wolgamuth stated, more importantly, I think the point is not to have pesticides on the grass where the kids are playing.

Mr. Delguyd stated, it also reduces run-off into the sewer system.

Ms. Wolgamuth asked, will Alec be at Council this evening?  Mr. Metzung replied, yes.

Mr. Delguyd asked, what is the price difference?  Mr. Marrie replied, it was $7,100 last year.  It’s $12,728.  The sports fields are $15,000 and last year it was $3,000.  That doesn’t jive.

Mr. Delguyd asked, it was $3,000 and now it’s $15,000? Mr. Marrie replied, yes.

Ms. Wolgamuth asked, they also said that initially it is costly but after several years, the cost goes down and eventually is less than what you paid before?  Is Alec going to have those projections? Mr. Metzung replied, not that I am aware of. Mr. Marrie stated, I find that hard to believe. Ms. Wolgamuth stated, that was the presentation they gave. They had charts 1-5, here is your cost.

Mr. Marrie stated, personally I just can’t see the difference between $3,000 and $15,000. Mr. Metzung stated, with a sports field, if you are concerned about the chemical aspect of it, Johnny kicking the ball and licking his face, that’s where you really want to use it.   Mr. Marrie asked, do you know how many kids have been kicking the ball and licking their face?  Since 1776 or so.

Mr. Metzung stated, there are a lot of applications that go with this process.  You are not using a chemical. When you are trying to kill weeds, you are trying to do it through thickening up the grass and some types of weed killers that really don’t kill the weeds. The weeds will be there, as opposed to before when you shot a weed with roundup or that type of spray, it was gone, that went away.  You are trying to control things without using chemicals, so when you are trying to control grubs, you have applications of nematodes that are little microscoping something that eat grub larva, when you get in to that kind of thing, you have to do a lot of applications.

Mr. Marrie asked, you say he is coming tonight? Ms. Wolgamuth replied, yes.  Is he doing a presentation? Mr. Metzung replied, no.  He is only going to be here to answer questions.

Mr. Marrie stated, I am still hung up on the $3,000 versus $15,000.  This is 500% more. Mr. Metzung replied, it’s making the commitment to go organic.  It’s making that commitment to say, we want to get out of the pesticides and go to the more organic.

Mr. Marrie stated, okay, but I am still not happy with the difference and I want someone to explain what the difference is.  The other one is from $7,000 to $12,000 and this one is from $3,000 to $15,000.

Mr. Delguyd stated, that’s actually a good question.  Are both 11 and 12 the same applications, so if you are doubling one, you should double the other? Mr. Metzung replied, the materials used on the sports fields, we have purchased separately and applied separately in the past. We applied that ourselves. We used it very sparingly. To get the same results you have to use more of the organic material.

Mr. Delguyd stated, clearly this is not a Finance-driven notion, but it still has to come through us. Mr. Metzung stated, we did receive a note from a resident last year concerned about this issue.  Mr. Delguyd received that e-mail.  She was concerned and I agree with that.  The answer of why it has more than doubled is because we are not doing the applications. 

Mr. Metzung clarified, we are still doing the applications. It will just take more material to do what we are attempting to do.

Mr. Delguyd asked, if over time you are going to save money because it is healthier and you can apply it less, does it make sense then to ask for a contract instead of having to rebid this every year?   Mr. Marrie stated, the contract would show us that. Mr. Delguyd asked, would he be willing to do that? Mr. Metzung replied, right now, part of the problem is he is the only game in town.  I don’t think that helps at all. Mr. Delguyd stated, maybe then we don’t want to sign a contract. Mr. Metzung agreed.  TruGreen offers an organic program, but it’s not really organic. They still use chemicals to control the weeds.

Mr. Marrie would love to know what it was going to be in the future, but we will find out. Ms. Wolgamuth stated, maybe he can talk about the percentages it might go down.  You can certainly ask him that.

The Committee recommended Item #11 for approval.

12. Motion to authorize expenditure in an amount not to exceed $15,472 to Good Nature Company in purchase of organic lawn care products for use on our sports fields.

The Committee recommended Item #12 for approval.

13. Motion to authorize expenditure in an amount not to exceed $52,000 to State Wide Ford for the purchase of vehicles through the State Co-operative Purchasing Agreement for the Building Commissioner and Service Director.

Mr. Marrie asked, are those both Explorers?  Mr. Metzung replied, yes.  I apologize for not having it on an earlier agenda, but when I found out there was a deadline coming up, I had to move forward quickly.

The Committee recommended Item #13 for approval.

14. Motion to approve recommendation to accept bid from O.P. Aquatics in the amount of $6,959.00 for sodium hypo chlorite and muriatic acid for Parkview Pool for 2013.

Mr. Thomas asked, did you understand the memo I sent?  Mr. Marrie replied, yes.

The Committee recommended Item #14 for approval.

15. Motion to authorize expenditure in the amount of $22,548 to Aqua-Seal Resurfacing for Safety Surfacing for Parkview Pool 0-40” area around playwater.

Mr. Thomas added, plus resealing the outside playground as well as resealing the turtle in the preschool area of the pool.  We will put in a new surface around the water area and then reseal the outside playground and reseal the turtle in the pool.

The Committee recommended Item #15 for approval.

16. Motion to authorize acceptance of bid from Plastall Co. and to authorize expenditure in an amount not to exceed $58,896.00 to Plastall Co. for Sandblasting and Painting of Mayfield Village Municipal Pool.

Mr. Marrie asked, did we guess at this ahead of time?  Mr. Thomas replied, yes.  Pretty close.  I was off on the prevailing wage.  Mr. Wynne added, we got information and a quote for it, but it was quoted as if we weren’t going out to bid and the vendor did not have to post the bond.

Mr. Thomas replied, so it was about $4,000 more there.  Then, we are recommending that we go with 3 coats so that it will last longer plus a 3 year guarantee on the 3 coats.

The Committee recommended Item #16 for approval.

17.  Motion to authorize expenditure in the amount of $10,737.04 to Dave Williams & Associates for rubber playcurbs at Parkview Playground. 

Mr. Thomas thinks it is a safety hazard. This was brought to my attention by Scott.  I agreed.

The Committee recommended Item #17 for approval.

18. Motion to acknowledge receipt of financial reports for February 2013 and to approve of same as submitted.

The Committee recommended Item #18 for approval.

19. Third Reading of Ordinance No. 2013-03, entitled, “An ordinance appropriating funds for current expenses and expenditures of Mayfield Village, Ohio for the period from January 1, 2013 and ending December 31, 2013 and declaring an emergency.”  Introduced by Mayor Rinker and Council as a Whole.  (First Reading – February 19, 2013; Second Reading – March 4, 2013)

The Committee recommended Item #19 for approval.

20. First Reading of Ordinance No. 2013-04, entitled, “An Emergency Ordinance authorizing an Agreement with Delta Dental as and for an employee dental program.”  Introduced by Mayor Rinker and Council as a Whole.

Mr. Delguyd reported, a straw vote was taken on this and approved.

The Committee recommended Item #20 for approval.

21. First Reading of Ordinance No. 2013-05, entitled, “An Emergency Ordinance establishing the Parkview swimming pool employee’s salary for the 2013 season.”  Introduced by Mayor Rinker and Council as a Whole

The Committee recommended Item #21 for approval.

22. First Reading of Ordinance No. 2013-06, entitled, “An Emergency Ordinance creating certain positions and compensation related thereto for the Village’s 2013 Summer Camp program.” Introduced by Mayor Rinker and Council as a Whole

The Committee recommended Item #22 for approval.

23. First Reading of Ordinance No. 2013-07, entitled, “An Emergency Ordinance authorizing and directing the Mayor and President of Council to enter into a Purchase Agreement with Governor’s Village, LLC.”  Introduced by Mayor Rinker and Council as a Whole.

The Committee recommended Item #23 for approval.

24. First Reading of Resolution No. 2013-06, entitled, “A Resolution Authorizing the Mayor and President of Council to enter into a Council of Governments Agreement adding Mayfield Village as a member of the Governing Board of the Community Partnership on Aging.”  Introduced by Mayor Rinker and Council as a Whole.

Mr. Marrie stated, I think this is a good move.  That way, we have a home base sitting on the Board.

Mr. Delguyd asked, someone has already volunteered to do this?

Ms. Wolgamuth replied, the Governing Board would be the Mayor or myself as his designee and then Ralph Tarsitano from our Commission on Aging.

The Committee recommended Item #24 for approval.

25.  First Reading of Resolution No. 2013-07, entitled, “A Resolution requesting the Cuyahoga County Fiscal Officer to adjust the amended official certificate of estimated resources for 2013.”  Introduced by Mayor Rinker and Council as a Whole.

Mr. Wynne reported, this is the revenue portion of the budget with the County.

The Committee recommended Item #25 for approval.

26.  First Reading of Resolution No. 2013-08, entitled, “A Resolution opposing the passage of House Bill 5 by the Ohio General Assembly which proposes uniformity measures for municipal income tax in the form of unfunded mandates and a substantial loss of revenue and declaring an emergency.”  Introduced by Mayor Rinker and Council as a Whole.

Mr. Delguyd stated, it should be noted that we are not looking at substantial loss of revenue.  Mr. Marrie asked, this doesn’t affect us very much at all, right?  Mr. Wynne replied, based upon what we can gather at this point, it’s about $35,000-36,000, but there are pieces to this that RITA is trying to analyze for all of its municipalities that we will eventually get numbers on.

The Committee recommended Item #26 for approval.

27.  First Reading of Resolution No. 2013-09, entitled, “A Resolution Authorizing the Mayor and President of Council to enter into a Professional Services Agreement with Cleveland Restoration Society.”  Introduced by Mayor Rinker and Council as a Whole.

The Committee recommended Item #27 for approval.

ANY OTHER MATTERS

Mr. Delguyd asked if there were any other matters.

Mr. Delguyd asked if there were any further questions. There were none.

There being no further business, the meeting adjourned at 7:46 p.m.

Respectfully submitted,
Mary E. Betsa, Clerk of Council