Caucus: December 1st 2014

MINUTES OF A COUNCIL CAUCUS
Monday, December 1, 2014 at 8:00 p.m.
Mayfield Village Civic Hall

The Council of Mayfield Village met in Caucus Session on Monday, December 1, 2014.  Council President Pro Tem Marrie called the meeting to order at 8:00 p.m. 

ROLL CALL: 

Present: Mr. Marrie, Mr. Saponaro, Mr. Marquardt, Mr. Jerome, Mrs. Mills, and Dr. Parker

Also Present: Mr. Wynne, Ms. Calta, Chief Edelman, Lieutenant Girbino, Mr. Metzung, Mr. Marrelli, Mr. Thomas, Mr. Cappello, Mr. DiNardo, Mr. Esborn, Ms. Wolgamuth, and Mrs. Betsa

Absent: Mr. Buckholtz and Mayor Rinker

IN COMMITTEE (STATUS):

Hillcrest Council of Councils

Mrs. Mills reported, the Nominating Committee met.  Nominations thus far are Patrick Ward from Lyndhurst for Chairman, Ann D’Amico from Highland Heights for Vice-Chairman, Eloise Henry from Richmond Heights for Secretary and Patsy Mills, Treasurer, from Mayfield Village.  They will be meeting either in December or January.

IT Committee – meeting schedule

Mr. Jerome talked to Bill about this the other day.  He said he talked to Jeff Thomas.  Jeff said if we are going to be meeting, he has a couple items website-wise that we might want to talk about.  The other thing we wanted to discuss was about the e-mail addresses.

Council President Pro Tem Marrie suggested that Bill get a hold of the Committee to set up a date and get this taken care of.

Mr. Jerome added, and talk to Jeff to see when he wants to meet.

Community Economic Development Committee

Mr. Saponaro reported, we have scheduled a meeting for December 15th at 6:30 p.m.

BUILDING DEPARTMENT:

Mr. Marrelli stated, Council should expect to see an appeal from Mr. Scasny’s attorney in the next week or so. At the Board of Appeals meeting, Mr. Scasny was turned down to put a cooking appliance in his garage.  I expect to see an appeal on that.  If they appeal to Council and you support the fact that he shouldn’t be cooking in his garage, we probably will be going to court after that.

Council President Pro Tem Marrie asked, so this will start all over again?

Mr. Marrelli replied, it’s kind of just a different avenue.  He’s turning an outbuilding into a dwelling is what it boils down to.  We stopped him from building a full kitchen in there. They are appealing that decision.

COUNCIL PRESIDENT:

Council Calendar – 2015

Council President Pro Tem Marrie suggested Council review the proposed calendar.  If there are any conflicts or questions, please let Mary Beth know.

ADMINISTRATION:

Community Room Update

Ms. Wolgamuth reported, after last Monday’s meeting which I believe all of you attended, it appeared that the consensus was that we should move forward with raze and rebuild rather than rehabbing the old Community Room. If that’s correct, I think the next steps are we will open the Community Room back up for rentals because currently they are closed as of March 2015.  The Law Department will be looking at the contract with ThenDesign because now that their scope will change, I imagine there is going to be a change to that contract.  We will then bring it back to Council.

Dr. Parker asked, are we looking at both increasing, not only moving the location and making a new building, but potentially increasing the size somewhat and determining the cost to benefit ratio on that?

Ms. Wolgamuth replied, I am going to say yes. I think we are going to consider there were a lot of good suggestions so we will go back. We have those Minutes and we will try to incorporate that and we will be coming back to Council with changed site plans and changed floor plans too.

Council President Pro Tem Marrie stated, there were a lot of good questions that came out of that. Any other questions or comments?

Mr. Jerome stated, a couple things I heard at the meeting was a couple of people liked the idea of having a better larger party room and a couple people said it’s not what we really want it for. We want to make sure that our committees and organizations have space.  I was talking to Ron DiNardo and mentioned if we did have larger space than we have currently if we were to go for the new building we could make room for both so everyone has their space. We could have a room specifically designed for Mayfield Village committees or groups. The party room could be a separate issue.  It’s a thought.

Ms. Wolgamuth stated, we will keep that in mind, absolutely.

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

FINANCE:

Mr. Wynne reported, these are our annual required housecleaning issues.  They will be on the December Council meeting.

Resolution to advance property taxes

Mr. Wynne stated, this is a Resolution to notify the County that for 2015 we want them to advance property tax receipts to us as received monthly versus receiving them twice a year at the end of each budget period.

Resolution requesting Cuyahoga County Fiscal Officer to Adjust the Amended Official Certificate of Resources for 2014

Mr. Wynne stated, this is a resolution that goes to the County to adjust our Amended Official Certificate of Resources for 2014 which is a report to them that lets them know what our revenues are.  It shows our beginning fund balance for this year plus our revenues for this year.

Advances and Transfers

Mr. Wynne reported, there will be motions on the agenda to approve all the year-end transfers that we typically make during the year.  I mentioned in the Finance Committee meeting that the transfers at this point are all going to be what we budgeted for at the beginning of the year with the exception of two. We are going to have to increase the transfer from the General Fund to the Street Construction Fund by $200,000 to cover the additional salt purchase requirements we had to make during the summer because our inventory was depleted at the end of last year and then also to cover the additional costs that were not budgeted for for the Civic Center driveway. Those additional costs of the driveway are offset by our corresponding increase in revenue we will be making with the grant money we are getting for the drive.  The other is a $75,000 increase in the transfer to the Drainage and Infrastructure Fund to cover the cost we had to incur as a result of the flooding issues we had this summer on Beta and the Wiley basin area.

Final Appropriations for January 1, 2014 through December 31, 2014

Mr. Wynne reported, this is our final budget. Council will be receiving in their packets this weekend a copy of the budget which will show the budget passed in March and the adjustments that are being proposed to be made and then the final budget for this year. The items that are changing will be highlighted with an explanation for the reason for the change.

Temporary Appropriations for January 1, 2015 through March 31, 2015

Mr. Wynne reported, we complete our budgeting process in March of every year so we have to pass a temporary budget for next year to allow us to do business for the first three months until the budget is approved in March.

MCIC – December 15, 2014 at 8:00 p.m.

Mr. Wynne reported, this is the annual meeting of the Mayfield Community Improvement Corporation which will be held at the Council meeting on December 15th.

Council President Pro Tem Marrie thanked Mr. Wynne. All of this was also covered by Bill Marquardt in the Finance Caucus. Are there any questions? There were none.

SERVICE DEPARTMENT:

Engine repair to Service Department Truck 3 (Valley Freightliner - $15, 681.52) (Straw vote approved 11-19-14)

Mr. Metzung reviewed the engine repair for Truck 3. The truck is undergoing a major engine overhaul in which they are resleeving the cylinders for the truck. We have been in contact with Cummings regarding this and with the vendor we are working with to get the truck repaired.  They have also made contact with Cummings regarding the repair. The truck is out of warranty but it is a 2009 and we took delivery in 2011.  It only has 13,000 miles on it. We are seeing what kind of relief we can get.

Council President Pro Tem Marrie asked, if need be, we can get our legal department involved like we are on the fire engine?

Mr. Metzung replied, depending on where we need to go with this, yes.

Mr. Metzung reported, we have gotten semi-caught up on leaf season that was suspended due to the snow.  We will probably have another week of clean-up.  A lot of limbs are down too, so we will be spending a majority of this week on this.  I think we will make it to the end of the year if the weather holds out.

Council President Pro Tem Marrie stated, it’s nice to see you back on the leaves again after all the snow and everything.  It was a bit of a mess for everyone. Any questions or comments, please?  There were none.

PLANNING DEVELOPMENT:

OneCommunity Contract Renewal

Mr. Esborn reported, we have a 5 year contract with OneCommunity for our internet bandwith that is coming to a close.  OneCommunity has informed us that the cost of the bandwith has decreased, so they have given us five different options, some that have the same bandwith at a lower cost, some that have more bandwith at the same cost.  I am going to send out a memo to Council that has that information plus information about our usage that Jeff Thomas looked at.  In talking to Jeff, Ron and Diane, there is an option for a 36-month contract, 45 megabytes broadband at the current rate of $15,000 that we are recommending.  I will detail all of that out in a memo to Council.

Mr. Jerome asked, so we are at 25 megabytes right now.  What are we paying?

Mr. Esborn replied, $15,000.

Mr. Jerome asked, so we would get more, but would be paying the same?

Mr. Esborn replied, right.

Mr. Saponaro added, you would get 20 megabytes more for the same price.

Dr. Parker asked, are there any log jams?  Do we ever experience it?  Are we anticipating greater need for larger bandwith substantially?

Mr. Esborn replied, the first thought is additional subscribers on our network. For a few years, we have had the same sort of core four or five subscribers. When Community and Economic Development meets in a couple weeks, we are going to talk about an opportunity that’s presenting itself with OneCommunty and its new subsidiary to add more subscribers and allow more companies to use the fiber. That’s the biggest concern. Jeff Thomas is concerned because we have voice-over IP phones that we have a strong enough connection. I don’t think we have had huge problems from overuse. When things have been down, it’s an explanation other than spikes in use.

2015 Trailhead Grants

Mr. Esborn reported, we talked about this in Finance.  I will be providing more information to Council in the coming weeks. The basics are that over the last two months, I have been researching two separate grants for the area around our trailhead. They separately address two different properties, one just to the north of the Fire Station and one a piece of land that the school is considering donating to us to the north of the trail on the Center School property. For each of these properties and for each of these projects, Jim McKnight has done preliminary drawings and a budget which is sort of our starting point for the applications. I didn’t include those in this week’s packets because I didn’t want to suggest those were final budgets. There’s a lot in the memo about these two grants.  The one north of the Fire Station being for a trailhead and the property that’s now part of Center School would be for pretty much conservation space with some passive trails and benches.  If there are any questions, we talked about it a bit in Finance.

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

PARKS & RECREATION:

Wildcat Sports and Fitness Rental for 2014 (Mayfield City Schools - $11,570 – pass through)

Mr. Thomas reported, this is our annual rental fee that we pass on to the school for Wildcat Sport and Fitness.  This is all our programs we hold there.  All this money goes back to the Wildcat Sport and Fitness to use for purchase of items that we may need, capital improvements or something like that. It’s basically a pass-through.

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

ENGINEER:

Mr. Jerome asked, I was looking at the new driveway and pervious pavers up against the apron on Wilson Mills.  It seems like the pavers are up an inch or so or more between the paver to the cement that was poured first.  I don’t know if it has been noticed, if it is what it is, if it’s going to be a problem.

Mr. Cappello asked, did you actually experience the bump?  Sometimes if they allot the gap between the concrete, there’s stone that blends itself to make it look like there’s a vertical difference.

Mr. Jerome stated, I didn’t actually get out and look at it.  I just noticed it.

Mr. Cappello stated, I noticed the same thing. Even around the turns I thought that they were lifted up and I looked to see it closely. The gap in the stone actually gives it the appearance that there is a difference in elevation. I will check.

Mr. Jerome replied, okay. It kind of looked like they tried diving down a little bit to meet it.

Mr. Cappello stated, the plows would have caught it.

Mr. Metzung stated, we haven’t plowed it yet.

Mr. Jerome stated, okay, I just wanted to point it out to make sure.

ANY OTHER MATTERS

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

There being no further business, the meeting adjourned at approximately 8:20 p.m.