Board of Control

1 CITY OF TALLMADGE BOARD OF CONTROL Minutes of Regular Meeting Scheduled For: Thursday, January 9, 2014 Immediately following the council meeting. Members Present: Law Dir. Raber, Fin. Dir. Shanafelt, Svs. Dir. Esler, Pres. of Coun. Donovan, Mayor Kline Others in Attendance: None. Meeting Chaired by: Mayor Kline Minutes by: Karen Morgan Call to Order: Mayor Kline called the Board of Control meeting to order on Thursday, January 9, 2014 at 8:25 p.m. Item 1) Approval of Minutes: Svs. Dir.: I move to approve the minutes from the November 27, 2013 BOC meeting; seconded by Fin. Dir. Vote to approve: 5/0. Item 2) Acceptance of the bid from Eric’s Lawn Maintenance for the 2014-2016 lawn mowing and care of public land contract. The total base bid is $83,325.00 per year and will be subject to contract stipulations as approved in Ord. 94-2013. Svs. Dir.: We had 3 people pick up packets and only 2 bid. The 4 Seasons Company whom we’ve had and been very satisfied with was the high bidder at $85,000.00 and Eric’s Lawn Service (who we had several years back for a long time) had the lowest bid, $83,325.00. We were very satisfied with 4 Seasons and they did a lot of extra work that wasn’t even included in what they were supposed to be doing. Law Dir: Like what? Svs. Dir.: They did edging, they mowed areas on the soccer fields that hadn’t been done before, they mowed the soccer fields in different directions, there was never a single problem at the cemetery (and with Eric’s people, there were several incidences of damaged headstones, etc.) But, that being said, I can’t really deny Eric, we had him for a number of years and he did an adequate job and he is a local businessman. Mayor: Yes, I am happy to give business to a local person but I think we have to keep an eye on how he performs this time. We do have the ability to get out of the contract if he does not perform up to the standards we have come to expect for the last few years from 4 Seasons. Also, I am concerned about the attire his people work in. 4 Seasons had uniforms and looked professional as they went about their work. As I remember, Eric’s people wore cut-offs and sometimes no shirts, etc. Pres. of Coun.: What is the difference in what you paid 4 Seasons for their last contract? Svs. Dir.: It was about a thousand more. Pres. of Coun.: So 4 Seasons even came down in price this year? Svs. Dir.: Yes. Mayor: Is there any 2 more discussion? Svs. Dir.: I move we accept the bid from Eric’s Lawn Maintenance for the 2014-2016 lawn mowing and care of public land contract at a total bid of $83,325.00 subject to contract stipulations as approved in Ord. 94- 2013; seconded by Pres. of Coun. Vote to approve: 5/0. Item 3) Additional Items? Mayor: I do have one thing I need to bring before the Board. It’s the contract with Wichert Insurance for our liability insurance, property management, auto, general, public officials, law enforcement and the umbrella. The document in front of you shows what the contract covers and at a cost of $137,973 a year. I move to approve this contract with Wichert in the amount stated, we have had them for many years and they have been very good to work with; seconded by Pres. of Coun. Discussion: Pres. of Coun.: Do we bid this? Law Dir.: No. This is categorized as a professional services contract; Wichert specializes in insuring cities. Fin. Dir.: The state auditors asked me about my bond. Mayor: The contract reflects an increase of 6% and that was pretty much due to hail damage and vehicle damages from this past year. Wichert shops rates for us just as our health care provider does. Any other questions? Vote to approve: 5/0. Item 4) Adjournment. The meeting was adjourned at 8:30 p.m. Minutes distributed electronically and via interoffice mail Wednesday, January 22, 2014 km 3