Caucus: July 6th 2015

MINUTES OF A COUNCIL CAUCUS
Mayfield
Village Civic Hall
Monday, July 6, 2015 - 8:00 p.m.

The Council of Mayfield Village met in Caucus Session on Monday, July 6, 2015 at Mayfield Village Civic Hall. Council President Pro Tem Marrie called the meeting to order at 8:00 p.m.

ROLL CALL:

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

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

Absent: Mr. Buckholtz, Dr. Parker, Mr. Cappello and Mr. Esborn

GENERAL:

Swearing-in ceremony – Patrol Officer Steve Palka

Mayor Rinker stated, Steve has been working part-time since December 2013. The Chief speaks very highly of you. Your scoring has spoken well. We have gotten nothing but good feedback.

Mayor Rinker administered the oath of office to Patrol Officer Steve Palka.

Council took a break for refreshments at 8:03 p.m.

Council reconvened at 8:15 p.m.

IN COMMITTEE (STATUS):

  • The Grove Committee

Mr. Jerome reported, we held a couple events at the Grove. We had the Moody Blues Tribute on June 26th. In Cahootz did not play on Saturday night due to the weather. On Sunday, we had the Cleveland Shakespeare Festival. The crowd was okay with the fireworks being held on the same night. Thursday, July 2nd we had the Cleveland Civil War Roundtable like we have had in the past couple years. They held a debate. The Historical Society was there.

Mrs. Mills added, three other historical societies were also in attendance.

Mr. Jerome stated, it all went well.

  • Drainage and Infrastructure

Mr. Jerome reported, Drainage and Infrastructure was cancelled for this evening. We will hold it in August before Caucus.

BUILDING DEPARTMENT:

Mr. Marrelli reported, the school projects are on time. The elementary school is getting their air conditioning done for the kids for the late Fall and early Spring.   The STEMM building at the High School is about ready to wrap up in the next couple weeks. The stadium improvements are about half way done. Those will be wrapped up before the football season hopefully. I am working with the Law Department on the response to the Scasny second house issue. We have to submit to the Court by the end of July on their administrative appeal.   I read their take on how we approached over the years the building permits, etc. It’s pretty convoluted and fabricated. We have to try and put it to rest.

With regard to the STEMM program, Council President Pro Tem Marrie asked, how many children will be in that program, did they ever say?

Mr. Marrelli replied, they didn’t. It could fit easily 100 kids at a time. There’s all kinds of high tech stuff in there.

Mr. Jerome asked, what does the occupancy code say we can have?

Chief Carcioppolo replied, I don’t think the occupancy has been calculated yet, has it?

Mr. Marrelli replied, no.

Chief Carcioppolo stated, once it is filled with furniture, it will change it.

FINANCE:

  • Tax Budget 2016

Mr. Wynne reported, every July we are required to pass an Alternate Tax Budget for County purposes to submit to them so that they know how to divvy up our revenues from our property tax dollars to make sure we have enough to cover our debt payments that are due. That’s required to be passed by July 15th and sent to the County by July 20th. This will be on the Special Meeting this evening for passage.

  • Property and Casualty Insurance (Wichert Insurance - $82,365.00 – straw vote approved 6-29-15)

Mr. Wynne reported, we budgeted $85,000. Of the $82,365, approximately $3,000-4,000 of that we will be billing back to the Fire Investigation Unit and the Hillcrest Tech Rescue Team for regional vehicles that they use that are on our insurance policy, so the cost to the Village will be about $79,000, compared to $77,000 for last year.

  • RITA Cost of Collections

Mr. Wynne reported, every tax payment we get from RITA, they withhold 3% for administrative expenses on their end. At the end of the year, they reconcile what the actual expenses have been. We had budgeted to get a refund of $200,000. We got $299,000. The actual cost of the expenses was 1.1% versus the 3% they had withheld.

POLICE DEPARTMENT:

  • New Server (TAC Management Co. - $8,084)

Chief Edelman reported, the one we are using is operating on a Windows 2003 platform which is no longer being supported by either Microsoft or TAC computers. This is actually one of the items we were going to build into our dispatch upgrades that we budgeted for at the beginning of the year. This is one thing thought that I can’t wait to do. I need to have this done by the end of July so that we can maintain service.

  • Promotional testing for Police Sergeant (Ohio Association of Chiefs of Police – not to exceed $10,385.00)

Chief Edelman reported, as I mentioned last month, Sergeant Schutt retired in the middle of June. We have a vacancy. I sent a memo out to all of Council and the Mayor’s office explaining the cost breakdown on this. I am going to ask Council to vote on this tonight at the Special Meeting.

Council President Pro Tem Marrie stated, it was a very detailed report. Thank you.

  • Advertising for bids for sale of two police vehicles

Chief Edelman reported, we discussed this in Finance Caucus. We will be holding off on this.

Mr. Saponaro stated, we talked about aggregating not only your two, but the one from the Building Department, the Mazda and a couple pick-ups at Service.

Council President Pro Tem stated, we are going to combine them all.

FIRE DEPARTMENT:

Chief Carcioppolo reported, the ice machine is installed. The new fire engine should be shipped on Wednesday to a dealership in Ohio. It will be prepped there. We should be getting it next week. It will take time to move our equipment from our other vehicles and get it ready to be in service. My goal is to have it in service by August 1st.

  • Air compressor system and carbon monoxide monitor (not to exceed $28,000).

Chief Carcioppolo reported, for the past few years, I have had Ron maintain a capital budget in preparation for our air compressor because of its age and with us having repeated problems mechanically with it I knew it was going to break. Last year, we spent $1,500 on parts that took over a month and a half to get because they were stuck on a boat from overseas. This year it broke again. It’s time to replace it. I have provided three quotes to compare costs on the same units. The one that came in the lowest was $24,220. Instead of being not to exceed $28,000, it will be $24,200.

SERVICE DEPARTMENT:

  • New GMC Sierra 1500 (1/2 ton pick-up) for building maintenance (Collection Auto Group - $20,978.50)

Mr. Metzung reported, this replaces our old maintenance van. This will be outfitted with a cap on the back for tool storage.

Council President Pro Tem Marrie asked, the van is 10-12 years old?

Mr. Metzung replied, I believe it’s a 2004. It could be older.

  • Purchase and installation of plows and safety lighting for three new-pick ups (Best Truck Equipment - $18,374.91).

Mr. Metzung reported, as I noted in my memo, this is $8,000 over our budget. It’s well worth it. It’s the same set up we have been using.

  • Winter salt program (1,500 tons at $52.98 per ton – Cargill)

Mr. Metzung reported, this is significantly lower than the summer fill because Cargill bid this time. They did not bid the summer fill.

PLANNING DEPARTMENT:

  • Proposed legislation - incentive agreements

Ms. Wolgamuth stated, Ted will be back from vacation tomorrow and will be able to answer any questions on this.

PARKS & RECREATION:

  • Fireworks – 2016-2018 (American Fireworks - $10,000 for 2016; $10,250 for 2017; $10,500 for 2018)

Mr. Thomas reported, American Fireworks have been doing the fireworks for 2013-2015. I am recommending that we take out another three year agreement from 2016-2018. I will get another quote from Zambelli to see what they come in at. Last time, Zambelli came in about $5,000 more per year, but we will still check it out and I will report back to Council at that time.

SENIOR SERVICES:

  • Senior Snow Removal Program – 2015-2016

Mr. Thomas reported, this is an annual item. We will be going out to bid. The process takes about a couple months to have all the information for the seniors by September or October.

ARCHITECT:

Mr. DiNardo stated, we will be going out to bid this week for the softball restrooms and pavilion. The bids will be due back by July 31st.

ANY OTHER MATTER BEFORE COUNCIL

Mr. Wynne stated, usually at this time of the year our General Obligation Notes mature. We pay out a portion of that and rollover the difference. We currently owe $1.1 million on those. We budgeted to pay those off in full this year. That’s the intention. They will be gone in August.

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

There being no further matters, the meeting concluded at 8:25 p.m.

Respectfully submitted,

Mary E. Betsa, CMC

Clerk of Council