Council Minutes - November 18th 2013

MINUTES OF THE REGULAR MEETING OF COUNCIL
Mayfield
Village Civic Hall
Monday, November 18, 2013

The Council of Mayfield Village met in Regular Session on Monday, November 18, 2013 at 8:00 p.m. at Mayfield Village Civic Hall. Council President Pro Tem Marrie called the meeting to order.

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ROLL CALL:

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

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

Absent: Mr. Buckholtz

The Pledge of Allegiance to the Flag was given.

Council President Pro Tem Marrie introduced and welcomed two students in the audience, John Lawler, a student from St. Ignatius and Rachel from Notre Dame Cathedral Latin.

PRESENTATION ON The Grove - Garry Regan

Mr. Regan provided a powerpoint and update to Council on The Grove.

The Committee worked well together on the events thus far and had a great time. We had the support of a terrific Service Department. We enjoyed working together and enjoyed the projects and events.

We are an informal Committee who works at the Mayor’s disposal. We are having a good time. We have met quite a bit. We meet monthly. We will be meeting next week to plan our upcoming events. We hope to present to the Mayor as professional a business plan as we can about what we think about our role and what it means. We will include a financial forecast. That will begin in earnest next week.

We work very hard at getting feedback. The Grove is on the Village website. We have done some surveys. There’s no criticism or complaints. The key thing for us is informing people, getting them there, getting feedback from them. Our most important success was proving we could do it and that The Grove is unique.

We have done some preliminary infrastructure work. We have a very nice and usable paver-based stage. We have a pathway. The Service Department did a great job of beautifying the area. It is a very unique and beautiful setting to do a lot more.

The Committee selected four programs. We all felt we could do a concert. What we wanted to do is experiment and see if we could do other things with this venue. Those of you that were there or heard about it, I think you would agree that they were unique events and they were successful.

Hopefully we will have snow this winter. Part of The Grove hill is designated as a sledding hill. The Service Department will be putting up signs to encourage people to use it and to use it carefully.

We had our Open House. There were about 125 people in attendance. We got good feedback.

We received over 80 responses from the survey. People took the time to fill them out. Some of the things are not surprising. We are going to look at answering some of those. Some of the suggestions were musical performances, Farmer’s Market, something in the arts. We have talked about movies. We had the Cleveland Shakespeare Festival already committing to us for a weekend in July. We have the opportunities.

We have done a yoga event. We are going to keep experimenting. I am convinced our local newspaper will join with us at some point in time with an insert or special that will result in a seasoned announcement and hopefully down the road there might be some corporate sponsorship of events. Diane did a great job with our fliers. We got some good press and good comments from the press as well.

There were also some informal events that took place at The Grove beyond the Committee. I am pretty sure someone got married there.

We prepared a billboard of events and placed them around the Village.

Dancing Under the Stars was successful. There are a lot of things we can do under the stars. This was our first event. We had perfect weather. We had a good turnout.

As we build infrastructure, costs will come down on a per event basis.

We looked for a dance floor to put on a recital type event. We had a perfect day. There were at least 250-275 people there.

We had a good turnout for the yoga event. It was a spectacular morning. We worked with the Metroparks for a nature walk before. Should we do this again, working with the Metroparks will enhance it. Bill is going to try to take the lead on offering yoga at The Grove on a regular basis. It’s a good venue for that.

We had a magnificent harpist. It created a nice atmosphere.

Lincoln at The Grove was a cold day. We had just come out of a miserable day. It turned out being a very unique event. We had great participation. Dale from the Service Department is a Confederate re-enactor. He wanted to be sure the Confederate side was represented. He came with all of his souvenirs that morning. We had the Soldier’s and Sailor’s Monument, the Mayfield Historical Society, the Cleveland Civil War Roundtable. It was a great event. The living historians were General and Mrs. Garfield and General Grant. Excluding what it cost from the Service Department, it was approximately $7,000.

One of the items the Committee decided to do was solicit the community for tree sponsorship. That is really taking off. The more we promote this, the nicer it will become.

We are in the process of saving a magnificent willow tree at the base of The Grove. There was some work done in late summer/early fall. Hopefully we will see some results in the Spring.

We put out a donation jar. People were happy to put some money in.

We made a lot of initial contacts with people. We have people we can go back to. More people have come and said they wanted to be a part of this.

One big agenda item for our next meeting, as I mentioned, is a business plan and financial forecast. We will probably look for help to put it together. We hope to be able to have something as a guide for potential future activity. If you know of anyone who would like to participate, the Committee is open to everybody, certainly anybody with an interest in the arts or recreation, music, dance or drama. We can use all the help we can get.

Thank you. You have copies of the presentation. There are a few extra lying around. We will be talking again soon.

Council President Pro Tem Marrie complimented The Grove Committee. You all did an outstanding job in such a short time. Thank you.

OPEN PORTION:

3-minute limit imposed by Chair. Those who wish to speak must first state their name and address. 

Art Hood

6682 Seneca

I have someone parking by my leaves on the front lawn. I have left them notes twice. I have called the police. The police said he is allowed to park there. It doesn’t make sense.

There’s a telephone pole on the corner of my property. There are no parking signs placed by two houses on the street, the dentist and the first house. This clown parks and when the leaf guys come up, he ties the traffic up. They come and have to angle in. They can’t get their machine in there right. They rake what they can and then they leave. This clown leaves at quarter to six at night. The next day I go out and rake up the leaves again. The Village, you do a helluva job on picking up the leaves and the snow. I have no complaints about that. It’s just I don’t know what to do. I leave the guy a note. He works at Deacon’s. He has no warrants, no nothing, he’s not wanted for nothing, so he’s allowed to park there.

Chief Edelman replied, the simplest way is for us to talk to him and ask him not to do that anymore. Mr. Hood stated, I left him a note.

Chief Edelman stated, I understand. Sometimes when the police ask cordially, it adds a little more impact. We have his name. I know where he is. I will ask him to be a good neighbor.

Mr. Hood stated, my neighbors next door even called Deacon’s. He works for Deacon’s. Why can’t Deacon’s rig up something so his so-called employees working at his place park there? Why do they have to park on my tree lawn?

Chief Edelman replied, that’s something that will have to be up to the ownership at Deacon’s.

Mayor Rinker stated, we will follow up.

Council President Pro Tem Marrie stated, the Chief said he would talk to him.

Mr. Hood continued, every time the leaves are being picked up, it goes on. The streets are too narrow for parking anyhow.

Chief Edelman stated, that’s something we can look into, but the immediate concern is to the person parking in front of your property. I will address that tomorrow morning.

Mr. Hood stated, well, we will see what happens.

Council President Pro Tem Marrie thanked Chief Edelman for following up. Council President Pro Tem Marrie thanked Chief Edelman for bringing it to our attention.

CONSIDERATION OF MINUTES:

Regular Council Meeting: October 21, 2013

Mrs. Mills, seconded by Mr. Delguyd, made a motion to approve the minutes as written.

ROLL CALL: 

AYES: All  
NAYS: None 

Motion Carried. Minutes Approved.

COMMENTS FROM MAYOR RINKER

There were no comments.

COMMENTS FROM COUNCIL PRESIDENT BUCKHOLTZ

Council President Pro Tem Marrie wanted to give a big thank you to The Grove Committee, to all of them for their outstanding job in putting all that together in such a short time and be so successful. I take my hat off to them. I think it is going to be a great asset for the Village.

Also, a thank you to the Service Department for their hard work during this past major storm. They took care of all of the downed trees. A tip of the hat to the Service Department. It was taken care of so fast. There are other places around that are still stuck with trees all over the place.

SERVICE – Douglas Metzung

Mr. Metzung thanked Council President Pro Tem Marrie for his nice compliment about the guys. They worked very hard. Leaf pick-up continues and we are still picking up limbs as we go. We are dealing with them this week. With the wind, we found some more. We will continue that. That is the focus of our work at this time.

SERVICE – Douglas Metzung

There was no report.

BUILDING – John Marrelli

There was no report this evening.

ENGINEERING – Tom Cappello

Mr. Cappello reported that the Greenway Trail construction has begun.

LEGAL DEPARTMENT – Diane Calta

There was no report.

FIRE DEPARTMENT – Interim Chief Eugene Carcioppolo

There was nothing to report.

FINANCE -  Ron Wynne

Mr. Wynne reminded Council that December is the month when we make the final approval of any changes to the budget as well as the temporary budget for 2014 and the approval for the year-end transfers. You will have a preview of that before the December Caucus meeting.

POLICE — Chief Edelman

Chief Edelman stated, you may have received a Code Red call this morning reporting on Wilson Mills Road. I have been told since then that CEI has changed their minds and will not be closing the road tonight. The latest information I have is that they planned to close it at 8:00 tomorrow morning which is right in the middle of rush hour. They expect to have it done within four or five hours. When I have final information from CEI, I will send out a Code Red tonight and let you know, unless it is 2:00 in the morning.

Mayor Rinker asked, is there any signage we can put up on River Road?

Chief Edelman replied, the Service Department has helped us with signage.

Mr. Metzung added, the Cuyahoga County Disaster Planning has been working for years pulling together a group. They have been going out and purchasing items in case of a disaster. One of the items they purchased years ago was message boards. We made a call to them to pick them up. They are at different locations throughout the County. This one happened to be in Pepper Pike. That’s the kind of cooperative purchasing and things that are going on in the County. This is just one example of being able to call and a half an hour later we have a message board that we can program and put up.

Mr. Delguyd asked, I am assuming Gates Mills knows about this? The concern is people coming up from Geauga County.

Chief Edelman replied, they are aware of it.

Chief Edelman also thanked everyone for their condolences on his father’s recent passing. My family appreciates it.

Council President Pro Tem Marrie stated, deepest sympathy from all of us.

PARKS & RECREATION - Bill Thomas

Mr. Thomas reported, there were over 75 people who attended the Third Annual Watercolor Artist Reception on November 9th.  The paintings are on display here at the Civic Center. The next Lunch N Movie is December 11th.  The movie is The Great Gatsby. Reservations are due by December 4th.  The next Foot Clinic is December 13th. The Annual Holiday Party will be Friday, December 20th. Reservations are due by December 11th.  We have received over 225 applications to opt in for the Senior Snow Removal program. The deadline to opt out is December 31st.

ARCHITECT - Ron Dinardo

There was no report.

PLANNING DEPARTMENT - Ted Esborn

There was no report.

ADMINISTRATION — Diane Wolgamuth

There was no report.

STANDING COMMITTEE REPORTS:

Activities Committee — Mrs. Mills reported, the Menorah Lighting will be on November 27th at 7:00 a.m. at the Community Room. The Tree Lighting will be December 8th  here at the Civic Center. The Santa Ride is December 14th. The children’s party is December 14th at the Community Room. We will not have a meeting until after January.

Architectural Review Board — Mr. Marrelli stated, there was no meeting. There is no report.

Board of Appeals — Mr. Marrelli stated, there was no meeting. There is no report.

Cemetery — Mrs. Mills reported, I am so proud we made the front page of the paper. Thank you for the article. I made some new friends on the internet. They called about doing some of this radar work. They have also called to see if we needed some repair to headstones which we did. The article has been very beneficial for me.

Citizen’s Advisory Committee — Mr. Marrie reported, we had a meeting on the 28th. They covered the CCPA that is going to be working with us here in the Village. They are hoping to bring more adults to get involved in the arts. The capital project, Mr. Wynne covered in detail in his usual fashion. I will just hit what was covered. I won’t go in to detail: road program, The Grove improvements, the Greenway Trail, the soccer field restrooms, the sidewalk replacement program, our tree maintenance and replacement, street signage, Parkview Pool, Parkview Playground and the Highland Road sidewalk. He went into complete detail for all of that for all of the members. We also talked about the sanitary sewer conversion for Eastgate and Meadowood. That was well received. There were questions about the Community Room and the traffic light infrastructure for the light poles. SOM sidewalk was brought up, that is the sidewalk from the trailhead from the Fire station down to the Library on the west side of the street. Last but not least, the Committee discussed Beecher’s Brook restoration. Unfortunately, that is tied up with the Court of Appeals. We will have to wait and see what is going to happen on that one. They are on hold right now. One other comment was made concerning the Civic Center parking lot. There are studies being done now regarding the traffic flow, changing the in and out section, entrance and exit so we can avoid the problem here right in front of the door and make it safer for people coming and exiting. We also covered the Halloween party.

Drainage and Infrastructure — Mrs. Cinco deferred to the Service Director. How are the projects coming? Mr. Metzung replied, the one project has not begun. We have received a couple more requests and another one on its way. We will be looking to have another meeting.  All is fairly quiet. Mr. Delguyd asked, can we do any of those in the winter? Mr. Metzung replied, yes, the small projects. Like that backyard we can get if it freezes. I will call the contractor. I don’t know why that one project has not gone forward.

Safety and Service — Mrs. Cinco reported, Safety and Service met on Monday the 4th. At that time we discussed the new ambulance which is on the agenda tonight, Community Room update and the lighting by the Library entrance.

Finance Committee — Mr. Delguyd reported, Finance met today. Everything is on the agenda.

Historical Society — Mrs. Mills reported, our next event will be December 11th. It is our Annual Holiday Buffet at the Community Room. It starts at 6:30. Everyone is welcome to come.

Hillcrest Council of Councils — Mr. Delguyd reported, the next meeting is on December 14th.

Ordinance Review Committee — Mr. Marquardt reported, Ordinance Review met on November 12th.   We had two items on the agenda. The first one was open burning for the Fire Department, portable outside fireplaces. The second one is a change in the Ordinance regulating the Department positions in the Fire Department. Both were approved for Council approval.

Planning and Zoning — Mr. Marquardt stated, there was no meeting. There is no report.

Recreation Board - Mr. Marrie reported, a meeting was held on November 15th The Halloween party was discussed. It was a great success. I thank all of the Committee members for their hard work. The same group of people are working on the Santa Ride and Christmas party which is the 14th.  Hopefully the restroom at the soccer field and softball field will be completely done by month’s end. We covered the pool pass rates which will stay the same for this year. They will be reviewed for possible raises every 5 years. They discussed capital request items, sort of a wish list and equipment that needed to be replaced. We have some replacement which needs to be done down at the pool. I don’t have a list of it now, but it will be presented for the budget. Our next meeting is on Wednesday, January 16th.  There is no meeting in December.

Commission on Aging — Mrs. Mills reported, the Commission on Aging will be meeting on December 3rd at 11:00 at the Community Room in the Senior Service office.

SPECIAL COMMITTEE REPORTS:

Information & Technology — There was no meeting. There is no report.

Records Commission Mrs. Mills reported, our next meeting will be November 20th at 12:00. Bill Lavin from Cuyahoga County will be presenting on records preservation and microfilming of documents.

Community and Economic Development - Mr. Delguyd there was no meeting. We are scheduling one for January after the holidays.

OLD BUSINESS:

Third Reading of Ordinance No. 2013-13, entitled, “An Emergency Ordinance to amend and supplement the Codified Ordinances of Mayfield Village, Ohio by amending Sections 505.11 and 505.13 relating to dangerous, nuisance and vicious dogs and enacting Codified Ordinance Section 505.13 1 regulating the maximum number of dogs permitted; prior acquisition not affected.” Introduced by Mayor Rinker and Council as a Whole. (First Reading — September 16, 2013; Second Reading — October 21,2013)

Mrs. Mills, seconded by Mrs. Cinco, made a motion to enact Ordinance No. 2013-13.

Council President Pro Tem Marrie asked if there was any discussion. There was none.

ROLL CALL: 

AYES: All  
NAYS: None 

Motion Carried. Ordinance Enacted.

NEW BUSINESS:

Motion to authorize expenditure in an amount not to exceed $15,000 to Tree Service Now for emergency tree service of tree lawn trees.

Mrs. Mills, seconded by Mrs. Cinco, made a motion to authorize expenditure in an amount not to exceed $15,000 to Tree Service Now for emergency tree service of tree lawn trees.

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

ROLL CALL: 

AYES: All  
NAYS: None 

Motion Carried. Expenditure Approved.

Motion to authorize acceptance of bid for 1991 Ford F 350 Horton Ambulance 643 (VIN 1FDKF37MSMNBOS619) from Mike Buzzard in the amount of $1,801.00.

Mrs. Mills, seconded by Mr. Marquardt, made a motion to authorize acceptance of bid for 1991 Ford F 350 Horton Ambulance 643 (YIN 1FDKF37M5MNBO86 19) from Mike Buzzard in the amount of $1,801.00.

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

ROLL CALL: 

AYES: All  
NAYS: None 

Motion Carried. Bid Accepted.

Motion to authorize expenditure in an amount not to exceed $216,800 to Horton Emergency Vehicles for the purchase of a new ambulance. (actual price $216,800, less $4,800 trade-in -  total price $212,000)

Mrs. Mills, seconded by Mrs. Cinco, made a motion to authorize expenditure in an amount not to exceed $216,800 to Horton Emergency Vehicles for the purchase of a new ambulance, (actual price $216,800, less $4,800 trade-in - total price $212,000)

Council President Pro Tem Marrie stated, this was discussed at length at Finance. It was in the budget and it is under budget.

Interim Chief Carcioppolo added, as we discussed, the 1999 ambulance is beyond its years in age. It is mechanically having some issues. Plus with the new safety compliance, this new squad meets the safety standards proposed to go in to effect in the year 2015. The ambulance will be compliant before it is even put in to effect. The safety features will make our crews and patients safer. We should also be able to yield a longer life out of this heavier duty vehicle than the current vehicles we have in service now. It should be an 18-20 year vehicle.

ROLL CALL: 

AYES: All  
NAYS: None 

Motion Carried. Expenditure Approved.

Motion to authorize expenditure to City of Bedford Heights in an amount not to exceed $4,999.99 for prisoner housing for the remainder of 2013.

Mrs. Mills, seconded by Mrs. Cinco, made a motion to authorize expenditure to City of Bedford Heights in an amount not to exceed $4,999.99 for prisoner housing for the remainder of 2013.

Council President Pro Tem Marrie asked, any comments?

Chief Edelman apologized for the late addition. We received the recent invoice from the City of Bedford Heights for prisoner housing. We did not budget enough money at the beginning of the year. Typically we have this problem at the end of the year. This past January, we budgeted $5,000 more than we had in the past. This year, there were some new arrest procedure guidelines that were enacted which caused us to require more prisoner housing time. Our arrest stats are up as well. It is going to cost a little bit more this year than it has in the past. I don’t anticipate using the entire $4,999.99, but just to be safe, that is what I am requesting.

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

ROLL CALL: 

AYES: All  
NAYS: None 

Motion Carried. Expenditure Approved.

Motion to acknowledge receipt of financial reports for October 2013 and to approve of same as submitted.

Mrs. Mills, seconded by Mr. Marquardt, made a motion to acknowledge receipt of financial reports for October 2013 and to approve of same as submitted. 

Council President Pro Tem Marrie asked, any comments or questions?

Mr. Wynne mentioned, our income tax collections like I mentioned in the past are still tracking very nicely and are on pace to hit around $15.5-15.6 million for the year which will be about $600,000 ahead of what we collected last year. Our revenues through the end of October have already exceeded our budget for the year. We are about 7% ahead of our total budget and will probably be about 15-20% over budget by the time the year’s over.

ROLL CALL: 

AYES: All  
NAYS: None 

Motion Carried. Receipt of Financial reports for October 2013. Acknowledged and Approved.

First Reading of Ordinance No. 2013-15, entitled, “An Emergency Ordinance adopting new Codified Ordinance Section 1353.075 relating to trimming and preservation of trees; removal of dangerous trees.” Introduced by Mayor Rinker and Council as a Whole.

This Ordinance will be left on First Read.

First Reading of Ordinance No. 2013-16, entitled, “An Emergency Ordinance amending Codified Ordinance Section 351.03 relating to prohibited standing or parking places and Section 1501.04 enforcement relating to the issuing of citations for violations in fire laws.” Introduced by Mayor Rinker and Council as a Whole.

This Ordinance will be left on First Read.

ANY OTHER MATTERS:

Council President Pro Tem Marrie asked if there were any other matters.

Council and Department heads wished everyone a Happy Thanksgiving.

Mr. Delguyd congratulated Mr. Marrie and Mr. Jerome.

ADJOURNMENT

Mr. Marquardt, seconded by Mrs. Mills, made a motion to adjourn the meeting.

The meeting adjourned at 8:40 p.m. The next Council meeting is scheduled for Monday, December 16, 2013 at 8:00 p.m.