Caucus - August 1st 2016

MINUTES OF A COUNCIL CAUCUS
Mayfield
Village Civic Hall
Monday, August 1, 2016 - 8:00 p.m.

The Council of Mayfield Village met in Caucus Session on Monday, August 1, 2016, 2016 at Mayfield Village Civic Hall.  Council President Saponaro called the meeting to order at 8:00 p.m.

ROLL CALL: 

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

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

Absent: Dr. Parker and Mr. Wynne

ADMINISTRATION:

  • Monument Sign at Civic Center Driveway and LED Sign at Corner of Wilson Mills and SOM Center Road (Akers Identity, LLC - $56,500)

Ms. Wolgamuth reported, for those of you that looked at the sample signage on display prior to this meeting, the 16 millimeter was not bad.  The 10 millimeter will certainly be better and better from a closer view so as people are walking or if their cars are closer to the sign.

Council President Saponaro stated, I think he said the 16 was good if you were 30 feet away, the 10 is better if you are 15 feet away.  So you can still see it from the intersection as you are walking past it.  It won’t get blurry.  The 6 obviously is even better.

Ms. Wolgamuth stated, I can still ask them to bring a 10 if we want them to have it here perhaps at the Council meeting and then we are going to be voting on this.  Meanwhile we are still checking references and I will have something in packets that is a final recommendation.

Council President Saponaro asked, is there any opportunity for us to look at the 6 at all just to entertain it?

Ms. Wolgamuth stated, I can get a price on it.

Mr. Jerome asked, what is the size of the sign that is going to fit in our monument sign?

Ms. Wolgamuth replied, it’s a 4 x 8.  It’s a large.

Council President Saponaro asked, so you have the 4 x 8 that is going to replace the marquee and then we have what size?

Ms. Wolgamuth replied, just a monument sign here with no LED screen.

Council President Saponaro asked, but another 4 x 8?

Ms. Wolgamuth replied, I would have to check.  It won’t be that large.

Council President Saponaro stated, just to clarify.  We do have the two signs, but only one of them is the digital or LED sign. The other one is just a typical monument sign.

Ms. Wolgamuth stated, it will be the same design.  It just won’t have a screen.

Council President Saponaro asked, does anyone have any questions or anything to add?

There were no further comments.

  • Grove bandshell

Ms. Wolgamuth stated, we talked about moving ahead with the bandshell.  Mostly because there’s money available through the County.  They have a new grant program that is utilizing casino funds.  We think we can apply twice if we phase the bandshell.  So what we are proposing is we construct the bandshell in one year and then what we call the greenroom or the storage room in the second year and do it in 2017 and 2018, apply for the maximum $50,000 per year and then see how that goes.

We also have looked at a kit design so we would not do a custom design, but that is turning out to be close to as expensive as a custom and I think we would all prefer something that is unique to The Grove rather than something off the shelf.  With that said, we will go to the County’s grant meeting which is next Friday and get more detail on the grant and provide that to Council.  I will also finalize the proposal from Meld and bring that to Council and we will include the permanent signage at The Grove in Phase 1.

Council President Saponaro asked, does anyone have any questions?

There were none.

ENGINEER:

  • Update on 2016 Traffic Signal Improvements bid opening

Mr. Cappello reported, the rebid will go out this week.  The reason we had to rebid it was it was over the engineer’s estimate by 10%.  That will be advertised tomorrow.

  • Rear yard drainage easement maintenance improvement (860 Hardwood Court)

Mr. Cappello reported, the Village has a 20-foot drainage easement along the rear yard of the properties on Hardwood Court as well as Hanover.  There’s erosion happening at this rear yard.  It’s on a steep slope.  We received two estimates to do the work.  We are going to be armoring it this time so hopefully we will never have to go back and maintain this one again.

Council President Saponaro asked, does anyone have any questions on this?

There were none.

FINANCE DEPARTMENT:

  • Street Lighting Assessments 2016 and 2017 (Resolution 2016-17)

Mrs. Betsa reported, this was discussed last month.  Resolution 2016-17 is the legislation for street lighting assessments for 2016 and 2017.  Upon passage of this legislation, a notice of passage and filing of said estimated assessment will be published in the newspaper for two weeks and owners with any assessment that exceeds $250 will be notified by mail.   Notice of the levy of assessments are to be filed with the County by September 12th.

Mr. Jerome stated, I brought this up two years ago when we looked at this.  I wondered what other options are out there for this tax.  I am opposed to it. I think that there are residents who do not have street lights who pay this tax.  I know that is the norm and is how it has always been, but I just would like to see if there are any other options of how to fund it.  I would like more information on that.

Council President Saponaro asked, the concern is that the assessment is for areas that residents who don’t have lighting, it’s for other streets?

Mr. Jerome replied, yes, because the assessment is based on property value for every resident, no matter whether they have a street light or not.

Council President Saponaro asked, Joe, in terms of the street lighting, I thought much of what this assessment was for was for the main street lighting for our Village, not necessarily this residential street versus that one?

Mr. Diemert replied, I think the bulk of the cost is for the main streets, but it is for everything. The theory is that even though you may not have street lights on your street, you do drive through our main streets and all of the other streets from time to time and the street lighting is a benefit for everybody.

Council President Saponaro stated, right, safety and so forth.

Mr. Diemert replied, yes.

Council President Saponaro asked, Mr. Jerome, you are asking if there are alternates?

Mr. Jerome asked, what are the other options?  Unless I am wrong, other communities just cover it as part of their general funding as opposed to assessing a tax on the residents.

Council President Saponaro replied, that I don’t know.  I would find that hard to believe.  Not that it can occur.  I would think that we would need real data to make that determination.

Mr. Diemert stated, most of the cities I know do assess because it helps to operate your community, but I do know some also absorb it into the General Fund as part of their payments.  They have to raise money other ways. The city would just get one big bill for its lights and pays it.

Council President Saponaro asked, can we find out, are we similarly situated with the ones that would do that or not do that?  Does it even make any sense?

Mr. Diemert stated, I don’t know if there are any studies like that or comparisons other than somebody calling from city to city.  Maybe First Energy, Mary Beth, would be able to give you some kind of data on that.

Council President Saponaro stated, we will get some information on that.

Mr. Jerome stated, there’s probably not really any other option besides one of those two.  It would probably be very difficult a task to go street by street and charge each street differently, I would imagine. It might get kind of messy.  I understand both sides, but I just personally, I keep my light on all night because I don’t have street lights, so I am almost paying twice if you look at it that way.

Council President Saponaro stated, I think what we really need to understand is of the assessment, it’s $85,000.  If we are looking at it that the majority is for the main streets, how much are we really talking about and what is it really, I don’t know if it would be a doubling of any ones, I don’t know.  I don’t want to make an assertion that’s incorrect.  If we can just get some more information on it.  If you could find out Mary Beth, that would be great.

Mr. Jerome replied, okay, thank you.

FIRE DEPARTMENT:

  • Update on Assistant Fire Chief/Fire Marshall position

Chief Carcioppolo reported, we analyzed the comparables in the area as well as taking into account the pay differentials that currently exist within the department and came up with a range which was then drafted into resolution form for the position.

Council President Saponaro asked, Joe, is there anything you want to add to this?

Mr. Diemert replied, no.

Mr. Jerome asked, was there a range before?

Mr. Diemert replied, it had not been put in yet.  We did not have one.  It’s a brand new position.

LAW DIRECTOR:

  • Notice to Legislative Authorities re Permit Renewal Objections – Department of Commerce, Division of Liquor Control

Mr. Diemert reported, the State legislature some time ago amended the Department of Liquor Control criteria for approving permits.  It used to be everybody did it on their own individually and we would give notice that we object or we don’t object.  They have now divided the State into three segments.  They put it at different times of the year.  Our time of year now is October 1st.  We have to have any objections to any Class C or Class D permits in postmarked no later than September 1st so that they have it by October 1st.  Our thoughts were maybe the Chief of Police could have some input.  The Class C are carry out places, beverage stores, Heinen’s, whoever sells liquor.  The Class D are the hotels, bars, restaurants that serve in.  If we have any objections, we would have to file those objections so you have to vote on it sometime this month.  If there is an objection to anybody who has a liquor permit, we file that and then they have a hearing and a process they go through and we would have a chance to present our evidence.  I have not had much success when a community objects to a place unless there’s overwhelming evidence of some kind of violations, such as close to a school.

Council President Saponaro asked, in objecting, it’s not just objecting, it’s “I have a moral objection to this”, what’s the basis we are dealing with, the objections?

Mr. Diemert replied, it has to be criteria, like closer than 1,000 feet to a school.

Council President Saponaro asked, who is able to object?

Mr. Diemert replied, only the legislative body.  If you have an objection, you let us know.  We fill out the form and send it in.  We have the forms for that.  They will schedule it for hearings and follow up. The Department of Liquor Control has final say so.

Council President Saponaro asked, have we received any type of issues or complaints?

Mr. Diemert replied, the Chief would know.

Chief Edelman replied, no.

Council President Saponaro asked, but this is just a change in process?

Mr. Diemert replied, if you don’t tell me, then we won’t file any forms and we don’t need to do any more on this.

  • Additional revisions to Codified Ordinance Chapter 155 (Senior Center and Community Room Building – Ordinance 2016-15)

Mr. Diemert reported, this is just the application process.  Diane mentioned the only change from the last revisions you saw was the Mayor’s control over the permit process.

MAYOR:

Mayor Bodnar stated, on behalf of the Mayfield Village community and all of the employees here, I wanted to offer my sincere condolences to the Sipos family on the death of Michael.  As you know, Scott works for our Service Department and Michael’s parents, Bob and Karen live here in Mayfield Village.  I also want to thank all of our staff who have supported the family through the wake and Mass last week and have offered their continued support to the Sipos family. I know that it is much appreciated by them.  Thank you.

PARKS & RECREATION:

  • Teen Adventure Camp Co-Op (City of Mayfield Heights - $9,500 – pass through)

Mr. Thomas stated, we have our annual Teen Adventure Co-op program that we do with Mayfield Heights.  This is basically a pass through of the money we collect.  We had 15 campers that registered with us for a total of $9,500.

  • Geese control at soccer fields and Grove August-November 30, 2016 (Ohio Geese Control - $3,995)

Mr. Thomas stated, we have had this company since February.  We did a contract with them from February to July 31st.  We have been very pleased with what they have done as far as keeping the geese off our fields so we don’t have droppings.  We would like to renew this contract from August 1st to November 30th.  That is for $3,995

  • Senior Services
    • Results of bid opening – Senior Snow Removal Program
    • Opt out program

Mr. Thomas stated, we started this process for senior snowplowing early.  We have our three contractors back again, MJO, Arnold’s and Ameriscape.  Two of them will have two sections and one will have three sections.  This is based on our 248 residents that took advantage of it last year.  We anticipate anywhere from 210 to 280 individuals taking advantage of this program.

Mr. Thomas stated, we also have in there the opt-out.  That would be for $75.  We are recommending going with that again.

Council President Saponaro asked, does anyone have any questions?  There were none.

ANY OTHER MATTERS

Council President Saponaro asked, are there any other matters?

Mr. Jerome stated, the only thing I would like to discuss if I could, Council President, was a project that was with D&I and then it was bigger than D&I and we moved it to a Village-wide project.  The Law Department stated we were not going to go forward with it for various reasons.  I don’t know if the Law Department wanted to let everybody know where we are at with the project on Wildwood

Mr. Diemert asked, is this the Harris property?

Mr. Jerome replied, Harris property, yes.

Mr. Diemert stated, the drainage easement on the property is for the purpose of keeping the flow of water going through a community. The Village absorbed the easement for the purpose of doing that.  If someone obstructs that easement by putting debris into it or building a structure on it, we have the ability to seek redress against them and cause them to remove it or we can remove it and charge them back for it.  In this particular case, the property owner or the predecessor in title had built a mound or something in the drainage swale area and put rocks and so on that impeded the flow so the property owner now wants us to come in and take it out even though it was the person that bought it from’s deliberate act to put it in there.  It’s really a property owner issue not a Village issue that the taxpayers should not be obligated to pay for.

Council President Saponaro asked, wouldn’t that be a title issue, Joe?

Mr. Diemert replied, sure it could.  I believe she pursued the prior owner.

Council President Saponaro asked, through title insurance?

Mr. Diemert replied, I don’t know.  I do know she pursued the prior owner.  I don’t know what happened.

Mr. Jerome asked, do you know what the cost was to do it?

Mr. Cappello replied, $23,084.

Mr. Jerome stated, so I guess there’s reasons we shouldn’t be doing it. If people did that all of the time, and want us to come in and fix it.

Mr. Diemert stated, if they don’t like what the property owner did.

Council President Saponaro stated, and the concept of due diligence unfortunately.  They don’t know what they are expecting when they get into it.  Diane, you had something?

Ms. Wolgamuth replied, yes, thank you.  I just wanted to mention that the Community Room is still on schedule. The invitations went out last week.  Unfortunately we are going to wait to install the landscaping until after the Grand Opening because the weather has been so dry so that won’t happen until September.  The exterior is going to look like it does.  It will be cleaned up and maybe topsoil and seeded, but there won’t be any landscaping.

I could not remember if I mentioned, we did hire two Community Room coordinators, two women, Yolanda Frazier and Kim Bixler. Kim is from the Village and Yolanda is from Euclid, I believe.  We are having training this Wednesday at the new Community Room so that the contractors can show us how the building functions so we will all know how to work the HVAC and everything there.  Those two women will be part of that training along with Service and the Building Department some of us from Administration.

Council President Saponaro asked, what will they be doing?

Ms. Wolgamuth asked, the coordinators?

Council President Saponaro replied, yes.

Ms. Wolgamuth replied, they will actually be setting up for rentals and then they will be there through the rental to answer any questions or to help with anything, like if they want to use the gas, they will help them turn on the gas.

Council President Saponaro asked, so they will be at the facility on-site?

Ms. Wolgamuth replied yes. At the end of the night, they will make sure everything is cleaned up and closed up and locked.  They are part-time. We will see how it goes.  We are going to start with just two.

Council President Saponaro asked, what are we doing in terms of scheduling?  Where is it going to be handled?

Ms. Wolgamuth replied, Debbie Thomas.

Ms. Wolgamuth report, last but not least, I wanted to mention the Grove events this weekend.  Thursday night is Blue Lunch Band. Friday night is Irish night, Craic Brothers and Saturday night is the Jazz Fest with Cleveland Jazz Orchestra and another group from the Cleveland Institute of Music.  It should be a good weekend.

Mr. Jerome stated, I did get a complaint the other day.  An Italian person is still waiting for an Italian night.  I know we have been asking for it.

Mr. Marrie stated, the Godfather has not okayed it yet.

Council President Saponaro asked, is there anything else? 

There were no further matters.

There being no further matters, the meeting concluded at 8:26 p.m.