Caucus - January 13th 2014

MINUTES OF A COUNCIL CAUCUS
Monday, January 13, 2014 at 8:00 p.m.
Mayfield
Village Civic Hall

The Council of Mayfield Village met in Caucus Session on Monday, January 13, 2014.  Council President Buckholtz called the meeting to order at approximately 8:00 p.m.

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ROLL CALL: 

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

Also Present: Mayor Rinker, Mr. Wynne, Mr. Diemert, Mr. Cappello, Chief Edelman, Chief Carcioppolo, Mr. Metzung, Mr. Marrelli, Mr. Thomas, Mr. Dinardo, Mr. Esborn, Ms. Wolgamuth, and Mrs. Betsa

Absent: None

MAYOR:

Committee Appointments – 2014

Mayor Rinker reported, Council should have received the memorandum from January 10th for Committees.  We have a few additions and a couple replacements. There is one position yet to be filled on Civil Service Commission. I have to make an appointment there. Otherwise, I always look for names from Council representatives for suggestions.

COUNCIL PRESIDENT:

Council Committee Appointments – 2014

Council President Buckholtz will be talking to everyone this week and finding out good places for Mr. Jerome. 

I have discussed briefly with Law Director Joe Diemert, and had an extensive conversation with Garry Regan, and would like to run by the Mayor that I would like to assign a Council representative to The Grove Committee.  I think there is great potential there.  I have always believed in it.  I feel like there is somewhat of a disconnect.  The reports are great from Garry and I know that there are Council people that show up at that meeting, but I think it should be more official that we have it on our list if it suits the Mayor.

Mayor Rinker replied, that’s fine.

Council President Buckholtz stated, okay. We will decide that when we are talking about the Committee reports.

ADMINISTRATION:

Renewal of Senior Services for 2014 (Community Partnership on Aging - $38,175)

Council President Buckholtz stated, I understand the finances attached to this was brought up in Committee.  I think it’s a great program. We all talk about it. The thing I did not hear mentioned is, what are the other communities doing? What kind of accountability or information and participation?  Bill, you are the best at reaching out to other communities.  Part of any additional information you are going to provide in terms of breakout of expenses, I would like to know what is going on in those communities.  A little grid, nothing fancy, but, do we have more participation per our population or less?  What that leads to also for me is, this is a fairly new program.  I for one believe that these things take a little time to launch.  I agree with Dr. Parker and I know the Administration does a heck of a job getting the word out to people, but it’s never enough, you know that.  I would like to find out how long the other communities have been with this?  What is the community that has been with this program the longest?

Ms. Wolgamuth replied, I think it was founded in the 1970’s. The three original communities are still in it.

Council President Buckholtz suggested the communities around us be asked so that we have a relative geographic view of it.  Let’s talk to some long-standing communities.  Let’s find out what growth patterns happen and how they did it. 

Mr. Jerome stated, that would be a good idea.  Highland Heights has been a member forever.  Mayfield Heights is a new member like us.  Comparatively we should see if they both like it.

Council President Buckholtz asked, the last question that dovetails off of that is does our cost go up?  Is this a fixed price or does our cost go up with more participation? 

Mr. Delguyd replied, it wouldn’t go up this year. We have a contract this year.  It would just be a matter of, what value are you getting?

Council President Buckholtz asked, if there were 30 people on the trip instead of 15, does the price go up?

Mr. Thomas replied, for the value it is pretty good.

Council President Buckholtz stated, we should definitely look at a new community, old community and distant community.

Mr. Thomas will get back to everyone.

Mr. Jerome stated, I am sure their numbers are probably readily available also.

Mr. Thomas reminded everyone that they are larger communities.

Council President Buckholtz stated, we can also put that by percentage.  Maybe list the population and the participation.

Dr. Parker suggested that you look at the population and also the percentage of seniors.

Annual Subscription and Fiber Maintenance and Service Fee  (One Community – $15,000)

Council President Buckholtz stated, this has been discussed in Committee.  Are there any further questions? There were none.

FINANCE:

2014 Support for Finance and Payroll Systems (Creative Microsystems, Inc. – $6,090)

Council President Buckholtz asked Mr. Wynne, you are satisfied with the support? 

Mr. Wynne replied, their support is definitely lacking. Their customer service is not the best.  Nick asked if there are other companies in the marketplace. There are.  I have gotten information from one of them that I am going to meet and talk to.

Mr. Delguyd stated, I only asked in case they decide they are not going to do it anymore and then we are stuck.  Is there a back up plan?

Mr. Wynne replied, there are two main companies in Ohio.  Software Solutions, Inc. is one and Creative Microsystems the other.  I am going to talk to Software Solutions and get a price on that version to compare.

Council President Buckholtz asked, are you suggesting we move forward with this? Are they looking for payment? When does the contract expire?

Mr. Wynne replied, the contract expired at the end of 2013.  This is our charge for 2014.  We definitely have to move forward with it this year, but I might get a serious look at potentially changing.

Council President Buckholtz stated, with these two companies, you may hear it’s proprietary equipment or we are the only ones that deal with that. What you might want to think about is, how many times have they come out and what have they fixed?  If it does not have to do with the proprietary software, what do we need support for?  Is it hardware or software support? That might open the field to some other companies.

Dr. Parker stated, if there are only two companies, other communities must have experience with this other company that you might look at.  You mentioned conversion.   My assumption was when you said that,  is in order to use a different company, you are actually using a different software and they would have to convert that to their software?  That’s quite a process assuming that they have the conversion programming.

Mr. Delguyd stated, if there’s only two companies in the market, they can convert each other’s software, I can guarantee you that.  It works the same way with tax preparation.  If they want your business, they will have a conversion software and have it down to a science.  They could say it’s $20,000 to convert.  I don’t think so, but it doesn’t hurt to talk to them.

Council President Buckholtz stated, this definitely could use further investigation.

Medical Expense Reimbursement Plan – 2014 (not to exceed $175,000)

Mr. Wynne reported, there are two components to our medical plan. The premiums we pay to Medical Mutual and to the County Plan. This is the other subsidy piece that goes with it.  Last year, our funding was $167,000.  It’s a little bit higher this year because of the three full-time firefighters we have added to the roster.  Other than that, it’s exactly the same.

Mr. Jerome asked, is this the second year we have been doing this?

Mr. Wynne replied, third.

Mr. Jerome asked, what was the number we were paying before? This is with the County, correct?

Mr. Delguyd replied, we are saving about $100,000 with the County.  His question was when we moved from whatever our health care provider before was to join the County program, we saved around $100,000?

Mr. Wynne replied, yes.  Our medical costs have not gone up three years running.

Mr. Delguyd explained, in the wage ordinance, we committed to paying a certain amount for either healthcare premiums and/or deductibles. When we went to a high deductible plan, we saved a lot of money on premiums and everything else.  We agreed to cover it through the term of the wage ordinance.

Dr. Parker asked, the moneys are flex or health savings accounts?

Mr. Delguyd replied, health savings accounts.

Dr. Parker asked, so if they are not used, they get to keep them?

Mr. Delguyd replied, they roll over.  But we have to do it to comply with the ordinance.

Postage Meter Rental

Mr. Wynne explained, the postage machine expires at the end of April.  Neopost has come in and given us an aggressive offer to sign with them.  If Council approves it, we will sign with them now. They will pay our last three months of rent to Pitney-Bowes just to get their machine in the door.

Council President Buckholtz asked, do you need any kind of indication tonight on that?

Mr. Wynne replied, no.

FIRE DEPARTMENT:

- Hydrant fee for 2014 (Division of Water - $8,217.44)

- Hillcrest Mobile Air Unit and Tech Rescue Team (MAUTRT) Annual Fee - 2014 (Mayfield Heights - $5,000)

Chief Carcioppolo stated, this has been discussed in Committee.  Are there any questions? There were none.

SERVICE DEPARTMENT:

- Euclid Creek Watershed Coordinator Annual Appropriation – 2014 (Cuyahoga Soil and Water Conservation District - $5,500)

Council President Buckholtz stated, this has been discussed. Any questions? There were none.

PLANNING DEPARTMENT:

Mr. Esborn updated everyone on the effort to fund the sewers on Eastgate and Meadowood.  We are in a very similar position right now that we were in a year ago. Funding is still possible, but it depends on a review in Columbus. The difference this year is that I am meeting with Stan Kosilesky who is a member of the local board.  He is going to help me perfect the language when we get a chance to amend our application for the State review. That’s our effort to navigate these differences between a local review and the State review. Hopefully that can make a difference.  Overall, we are right where we were last year, but hoping for a better result.

Mr. Delguyd asked, out of curiosity, why do we have to amend our application?

Mr. Esborn replied, because the State reviewers treat septic to sanitary projects, using different language than the local reviewers do. Somehow that is able to happen with this program.  The goal for us now is to word our application in a way that will be reviewed favorably.

Mr. Jerome asked, how much are we asking for?

Mr. Esborn replied, $250,000 in grant money and somewhere between $750,000 and $800,000 in a zero interest loan.  The request this year is exactly $250,000 less in grant money than our request was last year.  We scored slightly higher this year, but it’s a really complicated process.

Dr. Parker asked, is it impossible to know the outcome?

Mr. Esborn replied, it is.  The way it works, Cuyahoga County has basically earmarked about $30 million for projects.  If we had gotten our way into that $30 million then we would be funded.  Not only are we going to a consolation round of review for small governments, which is what we did last year, this year also we are being told that at the local level we are a contingency project, so if projects that are in that top $30 million bail, then we could move up and get funded. We are not extremely high on the contingency list. The history from last year with the local government round isn’t encouraging, but we have both of those going on.  It’s impossible to say.  My take this year was we were really hoping to get into that local earmarked amount.  After that, it really is like a ping pong ball.

Mayor Rinker stated, because we are in Cuyahoga County. The decision gets made in Franklin County.

Council President Buckholtz stated, for the benefit of the people here, that was a great report, but I would also like to point out and thank Ron Wynne that we have the money in the bank to do the project either way.

Mr. Esborn stated, we have been moving on parallel tracks to try and put things in place so that if we don’t get funding, we can continue anyway.

Residents’ memberships to Progressive Fitness Center for 2014 ($17,200 – pass through)

Mr. Thomas stated, this was discussed.  It is a pass through.

LAW DRIECTOR:

Retention of Village Engineer for 2014

Retention of Animal Warden for 2014

Retention of Municipal Architect for 2014

Retention of Clerk of Council for 2014

Retention of Prosecutor for 2014

Retention of Finance Director for 2014

Retention of Law Director for 2014

Mr. Diemert stated, these items were discussed in Committee.  These are Ordinances for the various department heads, Clerk of Council, Prosecutor, Animal Warden, and Finance Director.

Pavilion at Soccer Field (pass through)

Mr. Diemert stated, this is a pass through.  Progressive will be making a donation to us for the cost that we incur constructing the pavilion at around $22,000.

Mr. Jerome asked, is Progressive asking for any kind of signage if they donated it?

Mr. Diemert replied, no.

Mr. Jerome asked, so because it is ours, they are giving us the money and letting us do it?

Mayor Rinker stated, they don’t like that kind of advertising.

Mr. Diemert replied, we went to them because we were building it in their front yard. We wanted to get their permission on the design. They not only said they liked the design, but they would like to donate to it.

Mr. Jerome replied, win-win.

Mr. Diemert agreed. They are that kind of company. They have been that way with us.

Council President Buckholtz asked, it’s their intention to use the facility as well?

Mr. Diemert replied, they didn’t make that a contingency of this, but I would expect it. They have used our other facilities. 

Council President Buckholtz asked, are we going through a more formal process of usage?

Mr. Thomas stated, we consider Progressive employees as residents of the Village. They would have priority.

Mr. Delguyd stated, they are probably going to use it during the day.

Mr. Thomas stated, they use the soccer fields during the day.

Mr. Jerome asked, do you know comparatively the size of this pavilion compared to Wiley?

Mr. Thomas replied, I think it’s pretty close to Parkview Pool Pavilion.

Mr. Diemert replied, 26 x 30 foot monoslope with three foot overhang.

Mr. Metzung replied, it’s closer to the pool pavilion.

Council President Buckholtz asked, any questions on these items from the Law Department? There were none.

ANY OTHER MATTERS:

Council President Buckholtz asked if there were any other matters.  There were none.

There being no further business, the meeting adjourned at approximately 8:24 p.m.

Respectfully submitted,

Mary E. Betsa,
Clerk of Council