Caucus: November 2nd 2015

MINUTES OF A COUNCIL CAUCUS
Mayfield Village Reserve Hall
Monday, November 2, 2015 - 8:00 p.m.

The Council of Mayfield Village met in Caucus Session on Monday, November 2, 2015 in Mayfield Village Reserve Hall. Council President Marrie called the meeting to order at 8:00 p.m.

ROLL CALL:

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

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

Absent: None

GENERAL:

  • Video submitted by Rick Hall of Mayfield Village

Ms. Wolgamuth shared a video prepared by Rick Hall, a resident of Mayfield Village involved in creating this facility. He is also a member of The Grove Committee. I thought it was great to show this because of the presentation being given by URS on the Trail. This video focuses a little bit on the trail. It’s only 1:46. I hope you enjoy it.

Council President Marrie stated, very nice. Did he do that himself?

Ms. Wolgamuth replied, yes.

Council President Marrie stated, very nice. Thank you.

  • Presentation of award by Tom Evans and Christian Lynn of URS from Ohio Chapter of ASLA on the Mayfield Village Greenway Trail.

Mr. Evans and Mr. Lynn presented an award to Mayor Rinker from Ohio Chapter of the American Society of Landscape Architects on the Mayfield Village Greenway Trail. Mayor Rinker was thanked for putting it all together.

Mayor Rinker stated, as you all know, it does take teamwork. We especially appreciate the input you all have had through the planning stage, the finishing touches by Diane Wolgamuth and overall community efforts. People really like to use it and we all enjoy it.

  • Swearing-in of Officer Zachary Reiland to full-time police officer position.

Chief Edelman thanked Council and the Mayor. This is just step one in the process. This is something we would like to continue into next year, another piece of the puzzle. Officer Reiland came to us about 2 years ago as a part-time officer. He took our full-time test back then. He was born in India. He came to the United States when he was 2 years old. He received a Bachelor’s Degree in Criminal Justice from his home state. He has since moved to Ohio. We are lucky to have him here because he’s really been an integral part of our Police Department.   He has helped Officer Cross in getting Leo fit for duty. Without further ado, I would like to introduce Zach.

Mayor Rinker called Officer Reiland up and administered the oath of office to Officer Reiland.

Mr. Jerome stated, I would like to add something. I think 2 years in a row, Zach came to our block party with Officer Cross and Leo. We appreciate having him on the force now.

Council took a break for refreshments at 8:10 p.m.

Council reconvened at 8:20 p.m.

IN COMMITTEE (STATUS):

  • Presentation by Garry Regan on The Grove.

Mr. Regan provided a powerpoint presentation updating on The Grove. Copies of the presentation are attached to these Minutes.

Council President Marrie sincerely thanked Mr. Regan and his staff for all they have done for The Grove. It has turned out to be a great asset for Mayfield Village.

ADMINISTRATION:

  • Civic Center parking lot entryway signage (Wilson Mills entrance)
    (Rustbelt Welding - $38,753)

Ms. Wolgamuth reported, we discussed this at Finance. Essentially this is two arcs, masonry walls with two steel die-cut signs that say “Mayfield Village Civic Center” on both sides of the entryway. They will be lit between the masonry and metal sign. We got a quote from Rustbelt Welding. It is over the $25,000 bidding threshold, but the Law Department has advised that the work is of a specialized nature and does not need to go to bid. The Finance Committee requested we get something in writing from the Law Department. They also asked to see the size and length of the signs. I will also check on the size of the lettering.

Council President Marrie asked, the money is there?

Mr. Wynne replied, yes.

FINANCE:

  • Extension Agreement with James G. Zupka, CPA., Inc. for annual audits from January 1, 2015 to December 31, 2018.

Mr. Wynne reported, in a couple weeks, on Council’s agenda will be the extension agreement with our CPA firm. As I mentioned before, we had a 4 year agreement which expires at the end of this year. The State Auditor’s office has approved us with them for another 4 years. This is the finalization of that process.

  • Special Assessment legislation – Eastgate and Meadowood sewer project.

Mr. Wynne reported, there will be legislation on Council’s agenda regarding the assessment to the residents on Eastgate and Meadowood for the sewer project. The assessment amount will be $7,200. Residents have the option to pay that in full or they can add it to their property taxes at an interest rate of 3% which will amount to $480 a year for the next 20 years.

There will also be legislation, every 5 years, Council is required to approve what banks are designated depositories for public monies. That legislation expires at the end of this year so we will need to pass additional legislation for the next 5 years.

Lastly, we have a few final things to do with the property, but will be coming back to Council in the near future on the 6827 Thornapple rental property to sell that property once the easement has been filed and recorded on that property.

Mr. Jerome asked this is the one on Thornapple? Why is there not an easement from Meadowood? Is there an easement on both sides now?

Mayor Rinker replied, yes.

Mr. Jerome asked, there’s not a way to just have it from Meadowood?

Mr. Cappello replied, we own the property in title.

Mayor Rinker replied, they tie together.

Mr. Jerome asked, so the easement has to come from Thornapple?

Mr. Cappello replied, there was a pump station. The drive was actually Cuyahoga County property. That house accesses off that driveway. It wasn’t their property. The County transferred the old pump station property. An easement needs to be granted now over that house up to the driveway to have access to the garage.

Mr. Williams asked, the assessment itself, is that across the Village?

Mr. Wynne replied, that is just for the homeowners on Eastgate and Meadowood.

Mayor Rinker stated, it’s a good question. It bears repetition for all of us that as we have done all these projects, from the beginning the fact that an assessment would only be apportioned to the properties that benefit directly was a big stumbling block because most of these projects are anywhere from 5 dozen houses maybe up to 85 which was the largest number we had. The burden would be disproportioned on each property owner. On each of these projects what we have done is look for outside money. It’s kind of a mix of contribution of dollars to these multi-million dollar projects so at the end of the day every homeowner ends up with a comparable assessment in his or her neighborhood as their neighbors in other neighborhoods have had. In the areas around the Village what we have done is everyone has a comparable assessment where they have converted from septic to sanitary system. Eastgate/Meadowood we tried for over a decade to get outside funding. We were not successful for the longest time. We finally took matters in hand and asked for a very modest outside contribution and ended up loading up much more from our General Fund in order to make sure that for each property owner it stayed the same. That’s why it took a little bit longer.

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

POLICE DEPARTMENT:

Council President Marrie congratulated the department on Zachary.

FIRE DEPARTMENT:

  • 2nd Floor Buildout
    • HVAC Services – Denton - $7,350
    • Remodel – Bella’s Remodeling - $13,331.00

Chief Carcioppolo referred to the pictures in Council’s packet. We currently need the space to store all of our paper files and run reports, along with the CERT stuff that there is really no room for. The CERT team utilizes that space as well. I had to change the lock on the door, so I have the only key to that room. I moved the CERT stuff out. It’s not really secured. By our finishing it, we will have more storage as well as the CERT team will have their own room that they will have access to as well as myself. The room will also be used for storage.

Mr. Jerome asked, the reason for the furnace is to make it more of a comfort space?

Chief Carcioppolo stated, there really wasn’t any air there, so by putting an HVAC unit, it will function.

SERVICE DEPARTMENT:

  • Resurfacing by the Ohio Department of Transportation of SOM Center Road from south corporation line to Wilson Mills Road as part of larger State project.

Mr. Metzung reported, we received a complaint and Mr. Cappello got a hold of ODOT who advised that they will be doing some resurfacing. There are some areas we need to be cognizant of as I spoke to Finance. They are going to mill and fill which means they will grind and resurface. We are meeting with them tomorrow to go over their plan. The Village may want to look to have some contingency money set aside in case we want to do some of the extras such as curbing.

Mayor Rinker asked, is the milling work diagnostic?

Mr. Cappello replied, it’s a straight curb to curb.

Mayor Rinker asked, will it expose areas of weakness we would want to be able to have a contingency to cover backfill?

Mr. Cappello replied, they do have it in their contract that address those. But what we believe should be addressed they might now.

Mayor Rinker asked, do they control all the contract work?

Mr. Cappello replied, yes. At the end of today, I got a call from them. They went with their maintenance people today. Tomorrow they will be starting the southbound lane. There are a few bumps that they are actually going to address this year to alleviate the bumps. Hopefully they will do the northbound the next day.

Council President Marrie asked, tomorrow you will have a better idea of what you want for contingency?

Mr. Cappello replied, we will meet with them tomorrow to go over a plan.

Mayor Rinker stated, basically, we have to have pocket change.

Mr. Cappello replied, if we decide to go above and beyond what is scheduled.

Council President Marrie asked, any other questions?

Mr. Jerome stated, we have talked about this in the past. I see a bigger vision of one day finishing that one section in concrete that we did further down. I think that final little piece could match everything.

Mr. Metzung stated maybe go back to ancient history when we redid SOM and got a lot of grant money. There was a lot of Village money involved in that also.
Council President Marrie asked, any other questions or comments? There were none.

  • Tree Maintenance/Replacement

Mr. Metzung reported, we planted a lot of trees. We are trying to do a continuing project on getting out trees and cutting out deadwood. We have been working in the Aintree area and saw a couple more streets back there that we want to get into. Our Finance Director suggested we move $20,000 from the sidewalk repair program into the tree maintenance program. We have not used any of the sidewalk money this year.

Mr. Jerome asked, what is the number for the current tree fund?

Mr. Wynne replied, this year it was $50,000.

Mr. Jerome stated, it’s good that we are spending more money on trees. We talked about this last year. A couple residents on Aintree had asked when are you going to get to us? I am glad the work is being done.

Mr. Metzung stated, we may have to enhance that account to move the process along. We might have to bite the bullet and put some money into it. We would like to do it incrementally. We are trying to get a schedule together.

Mr. Jerome replied, with the big storms of a couple years ago, it helps.

Mr. Metzung agreed. There is maintenance to young and old trees.

Council President Marrie asked, any other comment or questions? There were none.

PLANNING DEPARTMENT:

  • Mars Electric Incentive Grant

Mr. Esborn stated, Mars is seeking financial assistance from all the cities they are looking at. I proposed to CEDC that we offer the company a 5 year annual grant in the amount of 30% of the prior year’s income tax revenue like what we have for Freedonia where we don’t make any payment until we actually receive income tax revenue. CEDC helped me to write a revised letter that we sent to Mars last week. That’s also in packets. The purpose of that letter is really to tell Mars what I am proposing to Council as an incentive grant for them. Right now, I am keeping in very close contact with Mars Electric. I am working with the Law Department. We actually have an initial draft of an agreement with Mars. When the Law Department is okay with that draft, I will send it to Mars to see if there’s anything to add or revise. At that point, I will send it to Council. Are there any questions?

Dr. Parker asked, how much do they project in terms of revenue for us?

Mr. Esborn replied, their 2014 payroll was $4.1 million generating $83,000. They project they will get up to $5 million at this location.

Mr. Esborn continued, one last item. Unfortunately we did not get ODNR funding for our trailhead. We can keep our applications on file there and try next year. There are only 14 projects in the State that got funded this year and as far as I can tell, there are only two in Cuyahoga County in the last 5 years.

Mrs. Mills asked, how long has Mars Electric been in business in Willoughby? They are in a very dead spot in Willoughby. I can see why they want to get out.

Mr. Esborn stated, they have many locations throughout the region. Willoughby is their headquarters. They have about a dozen locations.

Mrs. Mills stated, I bet they have been in business for 50 years.

Mr. Jerome asked, they have warehouses and offices there?

Mr. Esborn replied, yes. It would be offices with the headquarters.

Mr. Jerome asked, do they have the square footage?

Mr. Esborn replied, they are still narrowing that down. I can crunch the density.

Council president Marrie asked, any other questions or comments? There were none.

  • Freedonia Incentive Grant

Mr. Esborn reported, Council approved an incentive agreement in August. The company made revisions to the agreement and sort of took it too far beyond what Council approved. We have revised the agreement so we address the company’s concerns while bringing it back in the spirt of the approved agreement. When I receive it back from them, I will put it in Council’s packets.

PARKS & RECREATION:

Mr. Thomas reported, we had 32 senior citizens participate in our First Annual Pickelball Tournament at the High School. As a result of that, the Mayfield Schools will be painting permanently lines for 9 Pickelball courses in the Fieldhouse.

As part of our Healthy Mayfield Program, we have Mayor Rinker leading a walk at 10:00 a.m. this Saturday. We hope to have weather just like today.

We are working with the Mayfield Schools and Wildcat Sport and Fitness with an organization called Girls on the Run. They work with girls 3rd through 8th in the schools and all through Northeast Ohio. A culmination of this program is a 5K run. We had over 1000 girls participating in the program. We are working with our Police Department. We will be closing Lander Road for a short time into the High School. They will be proceeding toward Ridgebury and then we will make a left all the way to SOM Center Road. So, approximately 40 minutes or so, we will be closing the road. The date is November 15th from 9:30 to 10:15. We will be sending notices out to all homeowners along those routes.

SENIOR SERVICES:

Mr. Thomas reported, the Art Show is this Saturday.

Mrs. Mills stated, Meet the Artist is from 1:00-3:00 at the Civic Center. The pictures are hung up right now. Refreshments will be served.

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

ENGINEER:

Reporting on the 2015 Road Program, Mr. Cappello reported that the Beech Hill watermain has been installed. They did the connection across Wilson Mills. They are putting the connections on Beech Hill too. The watermain on Glenview is installed but they are chlorinating, so it will be a while. They are halfway down Bonnieview. Hopefully in the next week or two, the mains will be installed. They are going to button up for the winter and then in the spring will continue the work.

ARCHITECT:

Mr. DiNardo reported, the window replacement at the Fire Station is complete. They did a great job. They look very nice.

LAW DIRECTOR:

Mr. Diemert reported, at the next meeting, I will be recommending an Executive Session on a personnel issue. We will make a decision between now and then, but as Council knows, most Villages, perhaps all Villages, do not have collective bargaining but Mayfield Village amended its Charter years ago to allow Police and Fire to have collective bargaining. We are in the middle of a grievance procedure per that contract. One of the employees retained outside counsel who wrote a letter to all of Council, the Mayor and myself trying to look into resolving these administrative issues. They have to go according to contract. Council is not part of that bargaining grievance procedure but the attorney chose to seek out Council and write the letter. I have given a few copies to Mary Beth. If anyone is interested in looking at them ahead of time, otherwise, I will probably communicate in an e-mail and explain it to everyone and then we can talk about it at Executive Session next week.

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

ANY OTHER MATTER BEFORE COUNCIL

Council President Marrie asked, any other matters to be discussed?

Mr. Jerome referred to the closure of Wilson Mills on Saturday. I am so indebted to Code Red that I was surprised I did not get a Code Red message. I know we sent out a letter, but I never even saw it. Forget the direct mailing, Code Red works. Whatever we can do to keep that going is great.

Chief Edelman stated, Code Red was intended for emergency use and for emergency situations. That’s why a mailing was sent out. It was not appropriate to use Code Red for this situation.

Mrs. Mills thanked Diane Wolgamuth and staff for the event on Friday night. Everyone that came dressed up got a prize. I had a lot of compliments. We enjoyed the Mayor’s speech too.

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

There being no further matters, the meeting concluded at 9:08 p.m.

Respectfully submitted,


Mary E. Betsa, CMC
Clerk of Council