Caucus Minutes - May 6th 2013

MINUTES OF A COUNCIL CAUCUS
Monday, May 6, 2013 at 8:00 p.m.
Mayfield
Village Civic Hall

 The Council of Mayfield Village met in Caucus Session on Monday, May 6, 2013.  Council President Pro Tem Marrie called the meeting to order at approximately 8:00 p.m.

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ROLL CALL:

Present:

Mr. Marrie, Mrs. Cinco, Mr. Marquardt, Mrs. Mills, Dr. Parker (8:05 p.m.) and Mr. Delguyd

Also Present:

Mayor Rinker, Ms. Calta, Mr. Cappello, Lieutenant Jablonski, Mr. Metzung, Mr. Marrelli, Acting Chief Shrefler, Mr. Thomas, Mr. Esborn, Mr. Dinardo, Ms. Wolgamuth, and Mrs. Betsa

Absent:

Mr. Buckholtz

IN COMMITTEE (STATUS)

Safety & Service

Mrs. Cinco reported, Safety and Service met tonight. The one item is on the agenda for this evening. Additionally, we had a discussion on the Community Room.  Decisions need to be made, not a super big rush, but the cost would be roughly $350,000 to get it up to snuff, inside and outside.

Council President Pro Tem Marrie asked, repair, you mean? 

Mrs. Cinco replied, yes. The structure is very good, foundation is good, other than the new little area that they put on which does not have the same foundation.  Do we want to keep it?  Don’t we?  If we don’t want to keep it, do we want to move it?

Mayor Rinker asked, on the third page of the Memorandum, “Attached is a copy of the Building Commissioner’s repair update of February, $85,000 in near term repairs, long term of $175,000,” is that stacked?

Mrs. Cinco replied, it says, if we were to embark on a major addition and alteration plan for the building, a budget of $250,000-350,000 needs to be set aside for hard and soft costs.

Mr. Marrelli replied, right. That would be just to get everything polished up, that’s siding, roofing, mechanical.

Mayor Rinker stated, so basically, you make it look the same, only nicer looking, but no different.

Mr. Marrelli replied, yes, bring it up to today’s standards, siding, roofing.  That’s no additions, that’s just what is there.

Mayor Rinker asked, that’s just cleaning up the existing skin.  There’s no new materials.

Mr. Marrelli replied, call it a refresh if you will.

Mrs. Cinco stated, the other side of the coin, I asked Ron a price for a new build.  They have figured $1.4 to $1.7 million for a new building.  He said there would be no bonds, this would be notes.  He feels it would be paid for in roughly three to five years.

Mayor Rinker asked, that’s a raze and rebuild?

Mrs. Cinco replied, tear down.

Council President Pro Tem Marrie asked, same size?

Mr. Marrelli replied, yes. We are going by square foot at a price of about $300 per square foot. So, same size, $300 a square foot times $5,000.

Mayor Rinker does not think this is something any of us has an immediate answer to.  It has been hanging out here for about two years.  Once we knew we were tearing down Village Hall, we knew that even though with the landscaping, there’s a certain way to dress it up. At the end of the day, it’s kind of a lipstick on a peg proposition for what we have. 

I guess the question is more process.  I am throwing this out to Council in general. It would seem to make sense to me to try to get some kind of either a Town Hall meeting, a canvassing, a combination of trying to get feedback from residents, maybe it’s a questionnaire that we give to users if you could change it.  I am throwing that out more as not so much a challenge as a suggestion that we should try to solicit some real input from the community in a way that makes it plausible, makes it tangible, in other words, it’s constructive.  If we talk about it in general, some people say, well, I want to keep it, we are going to get a whole spectrum of opinions, but if we can gear people toward understanding if you could change it, what would you change, what would you keep the same.

Mrs. Cinco stated, this is what we discussed in Safety and Service.  Maybe we should get another committee set up specifically to research this idea or take it to Citizen’s Advisory and see what they have to say.  My understanding is immediately the only thing needed over there is a new refrigerator.  This is not anything that has to be on a fast track, we know that, but again, depending on what we are going to do, we all understand it’s a tough decision.

Council President Pro Tem Marrie suggested, I don’t think it’s just a poll of the residents or a Town Hall meeting, I think a poll should go out to all residents asking their opinions on do’s and don’ts and so forth, what they think, but also very important, have they used it and for what, to get a feel for what it has been used for.  Also, after you have that, you could go ahead and have the Town Hall meeting where people could be very vocal about it one way or the other but at least we can get full input from everyone who uses it. You can also get input from the people who rent it who are not Villagers.  Maybe you can, I don’t know. There’s groups that go in there on a regular basis, but most of those groups are not paying.

Mrs. Cinco stated, Diane got a good start on this. We have a lot of information. We know how often it is used and by whom.

Council President Pro Tem Marrie stated, I think the people should have a say-so, at least the opinion that they had their say-so in it.

Mayor Rinker suggested we try to set up some kind of a questionnaire that we vet by Council with the suggestion that we then send it out to residents, put it on-line.  It can be open to anybody, kind of like the Survey Monkey type thing.  On-line we are going to get a lot of feedback and then we can filter it in some way.  If we cover those bases, it might surprise us. 

The first thought is, what are the questions we really want to ask?  Now that we have a handle on what the dollars are, Council can be looking at setting it up with the budget, whatever we need to do this year, but looking more toward next year and kind of get a timeline together and really get a consensus.

The other thing I would caution against is the concern about whether people are paying rent or what the cost is.  I really encourage people to consider that there are certain services we provide.  That is just what government does.  Part of what a community enjoys is the opportunity to have things where it really doesn’t cost a lot of money. We have a ton of recreation programs where people are paying and we are actually making a small profit at the end of the day. We are doing it because we are going outside of our borders and we are generating a lot of revenue in that regard.  Programs that are richer, more diverse and a variety so that residents have something to choose from. Something like this where we look at it as more directly tied to the community, our philosophy has been historically to be very very liberal in not charging a lot of money. We want to make it something accessible.  We make the community really easy.    One of the questions I would want to have answered is validation of that or not.  It is very easy to say that we should just charge rent for things and make money but sometimes penny wise and pound foolish there is a certain amount of good will and a sense of this is an asset that the community enjoys.  I really think the Community Room is one of those facilities.  It’s always kept under the radar.  It’s not anything really controversial but it is used a lot because I think it is very accessible. Those are the kinds of things I think we ought to be looking at. We may be considering whether it should be a bigger facility, is the size just right, are there features about it that the physical plan itself should be changed?  I think there’s a whole spectrum of questions that we really ought to try to answer from the community. We have some time.

Mrs. Mills stated, the organizations that I have worked with, Historical, the Garden Club and the Mayfield Women’s Club, their main thrust is they love the room, they like the idea they don’t have to pay rent because we are non-profit and it’s very difficult for us to raise monies and the monies that we raise usually go back in to the community anyway. The Garden Club just gave over $5,000 in scholarships to the Horticulture Center and we couldn’t do it if we didn’t have the abilities that you and Council have provided for these groups. The Mayfield Women’s Club was scrounging around looking for a place because everybody, Highland Heights and Mayfield, were charging them so much money that they would have had to abandon their group.  You took them on.  When I say you, I mean Council and yourself.  You gave them the opportunity to stay. They do give scholarships and they put a lot in to the community that people do not realize. 

Mayor Rinker stated, I think, how much anecdotally we can add to that, that’s a stand-alone, but those are the kinds of things where I think it’s frequently asked questions, do you know that the community room does the following things? 

Mrs. Mills stated, what really bothers the women is the way people treat the Community Room. They don’t treat it well sometimes. 

Mr. Delguyd asked, the people that are renting it?

Mrs. Mills replied, yes.  It’s a shame that even if you are paying a nominal fee for rent, you think they would leave the place clean and take care of the facility itself.

Dr. Parker asked, doesn’t someone go in and check?

Mayor Rinker stated, I am not so sure that’s exactly true.  I think that’s a hyperbole, but there’s no question that some people are slobs and other people are much better about it. It has been some time since I have heard anything where we have had people that have abused it and we have caught them and have had them pay.  That’s not that common. That doesn’t mean it doesn’t happen. 

Mrs. Mills stated, I guess what I am trying to say is we are proud of the ability we have to be there and not have that expense of paying rent.  We appreciate it.

Council President Pro Tem Marrie stated, this might seem off the wall, but in addition to polling people who use it, I would poll the person who cleans it, whether it be the Service Department or Bill or whoever it is and they would have a say whether somebody’s charged for cleaning up or not.  Because who here is there when they leave?  Nobody.  Somebody should be polled.  I bet if you ask the Service Department people who clean it and/or Bill if he is the one that is doing it, you find out a lot more than you think you know.

Ms. Wolgamuth stated, that is historically how it works. They pay $100 for rent. They pay a $150 deposit that is returned if everything is in order.  It was always the Service Department would go in.  Now I am not sure if Bill is doing it or the Service Department. I have not heard anything for a while.

Mr. Metzung replied, Service is doing it.

Council President Pro Tem Marrie asked, out of curiosity if you could, how many people have had their deposit revoked?

Ms. Wolgamuth replied, it doesn’t happen often. It has been quite a while since I have heard of anyone not getting their deposit back.

Council President Pro Tem Marrie asked, any other comments?  There were none.

Building Department

Mr. Marrelli reported, this Friday we will be opening bids for the bathrooms and pavilions for the soccer fields and the baseball diamonds. We are hoping to get a good turnout of contractors submitting bids. We will know Friday afternoon.

Council President Pro Tem Marrie asked, the comments that were made before about the costs, the current and the ongoing add up to about $260,000, where we were talking $350,000. Which would be the better figure then?  Joanne said the Committee discussed it was $350,000.

Mr. Marrelli replied, there are levels.  Do you want level A, do you want level B? We can put a roof on it and polish it up for $85,000, we can refresh everything for maybe $350,000.  If you want to start putting additions on it, new fronts, putting new porches and things, it depends on how much gingerbread you want to try to stick on it.

Council President Pro Tem Marrie replied, all right. The Committee can kick that one around.

Mr. Wynne added, the $350,000 that you are talking about, we budgeted $50,000 for this year going in for any kind of work that needed to be done. Before the budget was approved, Council directed us to put another $300,000 aside for future improvements.

Council President Pro Tem Marrie asked, so the kitty we have to work with is $350,000?

Mr. Wynne replied, yes.

Council President Pro Tem Marrie responded, okay, thank you.

Mr. Marrelli stated, you can do a lot with $350,000.

Council President Pro Tem Marrie replied, I would think so.

Mayor

Mayor Rinker reminded everything this weekend is Mother’s Day.  Make sure everyone has signed up for the breakfast.

Finance

Mr. Wynne reported, the Finance report will be out at the end of this week in your packets.

Service Department

  • Purchase of new riding mower (Marshall Power Equipment - $9,062.00)

 

Mr. Metzung reported, we are looking to purchase a new lawn mower. The current one we have is 10 years old.  It blew a hydraulic pump.  That sent shards of trash through the hydraulic system.  To repair that would be over $2,300.  In lieu of doing that, we will be purchasing one.

Council President Pro Tem Marrie asked, did Finance discuss it?

Mr. Delguyd replied, yes.  It is budgeted at $8,500 for this year.  It’s a little bit over.

Council President Pro Tem Marrie asked about the work on Kenwood.  Is it going well?

Mr. Metzung replied, yes, it is going forward. We are finding more repair than anticipated.  So far we have not broken the budget. 

Mr. Delguyd asked, is that just a crapshoot that there are more repairs or are there things we have not done in the past for that street that we have done to other streets?

Mr. Metzung replied, no, I don’t think the level of service beforehand, it’s a little older than some of the other neighborhoods.  The concrete that was poured at the time wasn’t as good.

Parks & Recreation

  • Money owed for memberships and swim programs at Fieldhouse
    (City of Mayfield Heights - $5,371.00 – pass through)

 

Mr. Thomas reported, this is the same concept as Progressive Insurance Fitness Center. 

Council President Pro Tem Marrie asked, a pass through?

Mr. Thomas replied, correct. The other two things I wanted to mention is the pool painter, he is our last step in fixing up Parkview Pool.  If the weather holds up this week which we hope it does, he will be done on Friday. That’s two weeks ahead of schedule. 

The other thing, if you have an opportunity to go out to Parkview Playground, you approved rubber curbing for that. After that was put in, it looks like a brand new playground. Scott in the Service Department and Doug’s crew did a tremendous job of restructuring and building the frames over the seats where people can sit and watch their kids and have shade. They redid that over the winter months. They repainted, stained and then the sandbox, we had curbing that was buried about 4 feet deep.  You couldn’t even see it.  Now parents can sit on the curbing around the playground and watch their kids in the sandbox.  I was really impressed with the contractor as well as Doug’s staff. They are doing a great job of reshaping that whole playground.

Senior Services

Mrs. Mills reported, the Commission on Aging will be meeting tomorrow at 11:00.

Law Director

  • Codification Legislation (Walter Drane Company)

 

Ms. Calta reported, the update from Walter Drane will be on for Council’s approval. There is one addition that came up today with the Police Department. We are going to have that included. There’s a section under the General Offense Code that has been pre-empted by State law that is no longer enforceable. We are going to get that repealed.

Mayor Rinker stated, I have a request. They have different formats on-line. One is a printer easy format and another is, you get a whole chapter, you can print the one chapter instead of each individual section.  We have always had the slow boat to China version. I  don’t know what it costs to get the more efficient version.

Ms. Calta asked, so you can print just the section?

Mayor Rinker replied, some have an icon where you can go to print and pick out all the sections, doing one simple printing.  Another feature is, if you want to print a chapter that has 10 sections, ours you have to print each individual separate so you have two lines for a full page.

Ms. Calta replied, I will call him tomorrow and ask him about that.

ANY OTHER MATTERS

Council President Pro Tem Marrie asked if there were any other matters.

Mrs. Mills reminded everyone that Shred Day is May 18th from 9:00-12:00 here.

Mrs. Cinco passed along congratulations to Ted. He is getting his first of many degrees, with his MPA.

Mr. Esborn announced, on Saturday, I am graduating from Cleveland State with my Master’s of Public Administration.

Mayor Rinker stated, but you did not tell us about the first degree.

Mr. Esborn replied, this is part of a dual degree, a Master’s in Public Administration and a law degree which will come down the road a bit.

Mayor Rinker stated, well, that’s impressive, but that is not what I am referring to.

Mr. Esborn announced, I am engaged to be married.

Mayor Rinker stated, we had our Town Hall meeting last Monday. Ron again knocked the socks off of everyone.  It’s always a nice story to tell but he tells it so effectively.  I think for even the most skeptical person in the audience, the information provided really is galvanizing and solid.  Good factual information. We put it on our web.  I encourage Council to let people know that if they have questions about where the dollars are coming from or where they are going, or where we are using them, refer to the powerpoint.  It’s very comprehensive.  People can look at it on-line.

Council President Pro Tem Marrie agreed.  It was a very good one.  Any other comments?

Ricky Christian

510 SOM Center Road

I’ve got a couple issues.  I am starting to get foot traffic through my front yard cutting in to the Library.  When I confront the people, and I try to confront them nicely and say, hey, there’s no sidewalk here, go down to the other end to the library where you are supposed to, I am getting comments like, I am a taxpayer, I will walk where I damn well please.

Mayor Rinker stated, it is private property, but just so you know, Council has already looked at putting a sidewalk there eventually, so it’s in the plans.

Mr. Christian asked, on my side?

Mayor Rinker replied, correct.  So you don’t have to worry about them on the yard.   There will be a sidewalk. 

Mr. Christian stated, no, but they are walking through the yard. They are walking clear through the yard to the Library.  I had one guy pull in my driveway and park.  He was going to go to the Library.

Mayor Rinker asked, so what did you tell him?

Mr. Christian replied, I told him he had to move.  He said, “I will park where I damn well please.” I said, “Well, you better bring a shopping cart with you because when you come back, your car is going to be in pieces.” So, he moved.

Mayor Rinker stated, well, I imagine it takes people a while to get used to it, but clearly if there are problems, you should let the police know.

Mr. Christian stated, I just seeded the whole lawn and people are cutting through it which is going to create a path through whatever bushes and everything they have planted there. There’s going to be a problem down the road.  I don’t know if they can put a fence up temporarily to keep people from going through there, but something should be done.

Mayor Rinker stated, we will convey that.  How often has it happened?

Mr. Christian replied, it has happened 5, 6, 7 times already since the Library opened, that I have seen.  I am not there all the time.  They are walking down the west side of SOM and cutting through my yard to get to the Library instead of walking across the street, going down the bike path to the Library entrance and going across there.  They don’t want to take the bike path.

Mayor Rinker stated, they don’t want to take the sidewalk.  We probably need one on the west side.

Mr. Christian replied, then put a sidewalk there. If you take it down to the Library entrance, they are going to still cut through my yard to get to it.

Mayor Rinker stated, I think that would be the idea.  It’s something that has come up previously.

Mr. Christian continued, another thing is the Library exit. When I am coming south on SOM to my driveway, I am in the right hand lane, I am slowing down because my driveway is there.  I have had to slam on my brakes three or four times because a line of traffic is coming out of that Library. They don’t stop. There is no stop sign there. So they don’t stop. They don’t think they have to. They don’t look. They just pull right out.

Mayor Rinker stated, we have Lieutenant Jablonski here. We will definitely follow up on that.

Council President Pro Tem Marrie asked, Lieutenant?

Lieutenant Jablonski replied, they have a duty to stop before the end of the road, clearly.

Mr. Christian replied, well there’s no stop sign, so they figure it’s a driveway, they don’t have to.

Lieutenant Jablonski stated, there doesn’t need to be a stop sign.

Mayor Rinker stated, you don’t have a stop sign in your driveway.

Mr. Christian stated, yes, I know, but I stop anyway.  They don’t.  People coming out the Library don’t.  I am just telling you what’s going on.

Mayor Rinker stated, let’s be candid. The fact is it’s something new.  People have to adapt to it. Things are happening. This is good information and we will try to adapt. We can’t resolve all of the problems.

Mr. Christian stated, I am just letting you know what’s going on.

Council President Pro Tem Marrie replied,  thank you.

Mr. Christian continued, one other thing. The Library planted a tree in my backyard which was very nice of them, except they planted a pine tree in a swamp.  It’s just going to die.

Council President Pro Tem Marrie stated, if it doesn’t I think you should send them a thank you note.

Mr. Christian stated, I already called them and told them thank you very much for planting it there but they planted it in the wrong spot.

Mayor Rinker asked, south of the ditch?

Mr. Christian replied, yes.  My side of the ditch, inside my property line. They said, yeah, we know we put it on your property. But it looked like a nice place to put one.

Mayor Rinker asked, who’s they? Who said this to you?

Mr. Christian replied, Rob Nardy.  He said yeah, we cut one of your trees and we are going to replace it.

Mayor Rinker asked, do you want the tree there or do you want it removed?

Mr. Christian replied, it’s just going to die there. That’s what I am saying.

Mayor Rinker stated, maybe if you take care of it.  Do you want it there or do you want it removed?

Mr. Christian replied, it’s in a swampy area.

Mayor Rinker, do you want it removed or not? 

Mr. Christian replied, it’s in a swampy area.

Mayor Rinker replied, I heard that five times, do you want it removed or do you want it there?

Mr. Christian replied, no, I am thinking about having it moved into my yard if they are going to leave it there.

Mayor Rinker asked, I thought it was in your yard?

Mr. Christian replied, I mean, further up in to the yard.

Mayor Rinker replied, okay.  Well, Tom, Doug, if you guys can follow up, let’s try to pin this down.  That sounds like an unintended consequence to me.

Mr. Marrelli replied, it was a peace offering.

Mr. Christian agreed. Yeah, it was a peace offering.  They cut one of our trees down.

Mr. Metzung stated, when we were going through some of the landscape issues, I talked to the Library people about contacting Mr. Christian about planting trees on his side of  his property to help shield that.

Mayor Rinker asked, you never had any discussion beforehand?

Mr. Christian replied, yeah. We talked about the trees.  Yeah, we talked about the trees, but they didn’t say where they were going to put them.  On this side of a ditch.  That’s another thing, the ditch they dug for the water drainage to replace a 2 foot section of pipe that was crushed exposed all of the tree roots.  You saw that.  And it holds water.  It finally dried up today.

Mr. Metzung stated, it runs pretty good.

Mr. Christian replied, yeah, it runs pretty good, but there’s standing water there four or five days after it rains.

Mayor Rinker stated, my recollection was the idea was to make sure the drainage is good.  If the ditch itself needs to be addressed or to be tended differently, that’s something that certainly needs to be followed up on.  The trees, if you had discussion about planting a tree and they didn’t do it right, then I think there needs to be follow up there if we can facilitate that.  Beyond that, I am not sure what else. And then, the sidewalk is not something that’s happening right away, but I know that there have been discussions. That’s something that I think Council has looked at as a budgetary item long-term.  There were also some questions about whether we are going to need a traffic light there. We are trying to gage what the traffic will be pedestrian and otherwise.  It’s a new use.  It’s something very different in that location. We will gage it.

Council President Pro Tem Marrie stated, thank you Rick. Any other comments?  There were no other comments.

There being no further business, the meeting adjourned at approximately 8:30 p.m.

Respectfully submitted,

Mary E. Betsa, Clerk of Council