Council Minutes - October 21st 2013

MINUTES OF THE REGULAR MEETING OF COUNCIL
Mayfield
Village Civic Hall
Monday, October 21, 2013 - 8:00 p.m.

The Council of Mayfield Village met in Regular Session on Monday, October 21, 2013 at 8:00 p.m. at Mayfield Village Civic Hall.  Council President Buckholtz called the meeting to order.

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ROLL CALL:

Present: Mr. Buckholtz, Mr. Marquardt, Dr. Parker (8:30), Mrs. Mills, and Mr. Delguyd

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

Absent:  Mrs. Cinco, Mr. Marrie, and Mr. Esborn

SWEARING IN CEREMONY OF FIREFIGHTERS JASON M. BROTHERS, STEVEN M. CONTI AND MICHAEL J. PALUMBO

PRESENTATION OF THE FLAG BY THE HONOR GUARD

Council President Buckholtz called in the Honor Guard for the Pledge of Allegiance to the Flag.

The Pledge of Allegiance to the Flag was given.

Council President Buckholtz called Interim Chief Carcioppolo for the swearing in ceremonies of our new firefighters.

Interim Chief Carcioppolo stated, it is with great honor and respect to come before you this historic evening for the Mayfield Village Fire Department.  Thank you Mayor Rinker, Administration and Council for your dedication and support to the Fire Department and the services we provide. The commitment you have all made to move our department in this positive direction means to me that you cherish our department as much as we cherish serving you and your neighbors every day.

Tonight we are here to welcome three young men who are committing to serving everyone in this room for the better part of the next three decades.  Steven Conti, Jason Brothers and Michael Palumbo were chosen for their positions because of their experience, work ethic and integrity. They are the future of the department and I have no doubt that they will work together in maintaining our commitment to excellence. 

I would also like to thank the Beachwood Fire Department Honor Guard and the Cleveland Firefighters’ Memorial Pipes and Drums for making this evening a memorable one. 

I would now like to turn it over to Mayor Rinker to formally swear in our firefighters. Firefighters, welcome home.

ADMINISTRATION OF OATHS OF OFFICE BY MAYOR RINKER

Mayor Rinker called Steven M. Conti and administered the oath of office.

Mayor Rinker called Jason M. Brothers and administered the oath of office.

Mayor Rinker called Michael Palumbo and administered the oath of office.

Council President Buckholtz advised the audience that at this time we will take a quick break for cake and refreshments with all the family members and people who are supporting the new firefighters.  We will reconvene in about 5 minutes.

Council took a break at approximately 8:10 p.m.

Council reconvened at approximately 8:25 p.m.

OPEN PORTION:

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

There were no comments.

CONSIDERATION OF MINUTES:

Regular Council Meeting: September 16, 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

There were no comments.

DEPARTMENT HEAD REPORTS:                            

SERVICE – Douglas Metzung

Mr. Metzung reported, our favorite time of year is upon us, leaf season. We began last week and will be out until mid-December.

BUILDING – John Marrelli

There was no separate report this evening.

ENGINEERING – Tom Cappello

Mr. Cappello reported that the work at the crosswalk on Highland is now complete.  Also, today they started scalping and rough grading the Greenway Trail. 

LEGAL DEPARTMENT – Joe Diemert

There was nothing to report.

FIRE – Interim Chief Gino Carcioppolo

There was nothing to report.

FINANCE – Ron Wynne

Mr. Wynne reported, as you may recall, about a year and a half ago, the Healthcare Task Force recommended we join the Cuyahoga County Regionalization Medical Plan feeling it was better to join a plan that had thousands of participants instead of being in our own individual pool. We began with a 21-month rate freeze and would be subject to whatever increase the County Plan experienced in year three. We found out our increase for year three is going to be zero. The Plan has done a really nice job in managing it and maintaining costs. There will be no increase in hospitalization for 2014.

Council President Buckholtz asked, we are already on that Plan?

Mr. Wynne replied, yes. We signed on about a year and half ago.  It was a three-year commitment to be on the Regionalization Plan.

Mr. Delguyd asked, the zero increase was at the County level, but was there anything specific we did?  Are other people getting increased or is it zero percent across the board?

Mr. Wynne replied, it was zero percent across the board to all members in the Plan, so for County employees and the other municipalities that are a part of that Plan, everyone got a zero increase.

Council President Buckholtz asked, do you know how many municipalities are on that Plan?

Mr. Wynne replied, I want to say there’s about five or six.  Word is getting out.  I have had three or four Finance Directors from other cities contact me to talk about the Plan. That’s something they are starting to look at very seriously, Highland Heights being one of them.

Council President Buckholtz asked, this was originally rolled out as an on-line thing, where everything was going to be a web portal, is that how we do it? Do you have direct contact with people or are you at the mercy of the website?

Mr. Wynne replied, if an individual has a specific issue and they are trying to get it resolved, we have contacts. They can talk to our insurance consulting firm directly and maintain the one on one privacy aspect they are looking for. That person will work with them to resolve their issues. The only thing really on-line is the enrollment process. They can track their claims on-line.  If you have an issue, they have someone they can talk to.

Council President Buckholtz asked, we still maintain our own insurance consultant?

Mr. Wynne replied, yes.

Council President Buckholtz asked, that company has not gone away?

Mr. Wynne replied, correct.

Council President Buckholtz stated, I was very much in favor of that project when it was in the developmental stages. 

POLICE – Chief Edelman

Chief Edelman reported, in addition to the agenda items this evening, I wanted to report that our K-9 Leo continues to excel in his drug sniffing duties.  He was recently certified in hard surface tracking which as I understand is significantly more difficult than tracking on grass dirt or mud simply by virtue of the material he is trying to locate. About two or three weeks ago he subdued an assault suspect from the Village Park Apartments.  The person ran when he saw the police coming and was hiding in the woods behind Heinen’s.  Leo found him in about 30 seconds. As soon as the dog barked, the suspect said, “I give up.”

PARKS & RECREATION – Bill Thomas

Mr. Thomas reported, the annual Halloween Window Painting Contest is going on right now. We have 36 merchant windows this year and 50 students plus from the Middle School, St. Francis and St. Paschal’s.  This is the largest amount of students, painters and windows that we have had in the 15 years we have offered the program.  Judging will begin on Thursday.  On Thursday, October 17th, we had the 10th Annual Wildcat Teen Halloween for Mayfield Middle School students. We had 240 students there. We had games, DJ, photo booth, raffle and concessions. This was the largest amount of students we have had in the 10 years we have done it.  On Saturday, October 19th, the annual Preschool and Youth Halloween Party was held. We had more parents and grandparents than we had participants. A big Thank You goes out to our Recreation Board who planned the party with Danielle, decorated the Community Room inside and out and supervised the party. A special Thank You to our Mayfield High School Key Club who ran the games and the haunted house with Paul Lynch.  Also, a big special Thank You to Patsy Mills for her attendance and helping out.  Mayfield High School Key Club and Hillcrest Kiwanis will hold a Pancake Breakfast here on Sunday, November 17th from 8:30-1:00.

Reporting on Senior Services, the first annual Mayfield Art Show, formerly the MARC Art  Show was held October 13-20th. There were 45 pictures on display. The watercolor class will hold its third annual Art Show at the Civic Center in November. A reception will be held November 9th from 1:00-3:00. The next Lunch N Movie is November 13th. The movie is North by Northwest.  Reservations are due by November 6th.  The next Foot Clinic is November 8th. We took a trip to Covered Bridges and the Winery on October 18th. They are looking forward to going on Friday to Senior Legislation Day down in Columbus. There are still openings if you are still interested in going to Oglebay on November 20th.  Last but not least we have received over 200 applicants to opt in for snow removal. 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, we evaluated Cruise Night, Fourth of July, Summer Concerts and are in the planning stage of the Menorah Lighting at the Community Room, the Tree Lighting Ceremony which will be here at the Civic Center and the Singing Angels, who will be here December 14th. The Committee is recommending approval of American Fireworks.  They are doing a very excellent job.  Our next meeting is January 14th.

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

Board of Appeals – Mr. Marrelli reported, Board of Appeals met last week and approved the temporary sign on 271 for commercial property for lease.

Council President Buckholtz understands there was some activity with a business in the center of town violating the signage ordinance.  Has that all been resolved?

Mr. Marrelli replied, yes. The landlord stepped in and took care of it. 

Cemetery – Mrs. Mills reported, the Historical Society went on October 12th to the Chagrin Valley Consortium in Chesterland.  It was a very good meeting. What I learned there was we have been working a Beachwood group that is trying to start a Historical Society. They have an old cemetery in Beachwood, the Beachwood Cemetery, which is about 5 acres. At one time they had the same problem we have that we don’t know exactly where some of the people are interred.  They were able to find a company that has what is known as penetrating radar.  What they did was they showed these pictures, like x-ray films. 

Mayor Rinker asked, spectral photography?

Mrs. Mills replied, yes. They showed where each grave was which was very good. We have in our cemetery on the southeast corner a big plot. We don’t know who is in there, so I think maybe somewhere down the line we need to consider that. They did the 5 acres for $3,000.  It’s a very extensive study.  How we figured out where some of our graves were, we used a dozer.  They used a dozer at Beachwood and it was right on track as far as some of the graves that this penetrating radar did.

Citizen's Advisory Board – Mrs. Wolgamuth reported, the Citizen’s Advisory met on September 23rd at the Community Room.  Mr. Marrelli attended the meeting. The discussion was primarily about the Community Room.  We discussed the results of the survey and the amenities people listed on the survey that they would like to see.  The Committee agreed they would like to see it go forward. They understand the Community Room will have to be shut down probably for a period of six to eight months during construction.  The next meeting is scheduled for October 28th.

Drainage and Infrastructure – Mr. Delguyd reported, Drainage and Infrastructure met on October 7th.  There were six projects discussed.  One was funded and one is on this evening. We are looking into the other ones for better, cheaper alternatives to solve the problem.

Safety and Service –  There was no report.

Finance Committee – Mr. Delguyd reported, everything is on the agenda for this evening. 

Historical Society – Mrs. Mills reported, the next meeting will be November 14th. We are going to have a woman from the Sequesters who talks about the preservation of antiques and the restoration of properties. That should be an interesting meeting.

Hillcrest Council of Councils –  Mr. Delguyd reported, the next meeting is in December.  The location will be announced.

Ordinance Review Committee – Mr. Marquardt reported, Ordinance Review met on October 8th. There were four items on the agenda. The first one was the removal of dangerous trees which was recommended for passage to Council.  The second item was parking and fire lanes which is still under discussion. The third item is open burning, recreational fires and portable outdoor fireplaces. That is under discussion.  The fourth item is department and positions established for the Fire Department. That is awaiting legal documentation.

Planning and Zoning – Mr. Marquardt reported, Planning and Zoning had a workshop on October 17th. We discussed possible modifications and an update of the commercial uses for the Village. It will be an ongoing discussion for some time. 

Recreation Board -  Mr. Thomas reported, the next meeting has been moved from November 20th to November 13th at 7:00 p.m.

Commission on Aging – Mrs. Mills reported, the Commission on Aging is in the stages of planning our annual Holiday Party for the Seniors.  Our next meeting is December 3rd.

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.

Community and Economic Development - Mr. Delguyd there was no meeting. There is no report.

OLD BUSINESS:

Second 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 505.131 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)

Ordinance 2013-13 was left on Second Read

NEW BUSINESS:

Motion to authorize expenditure in the amount of $5,456 to BRK/First Alert for 248 smoke alarms at $22 apiece ($3,850 pass through; total cost to Mayfield Village - $1,606).

Mrs. Mills, seconded by Mr. Marquardt, made a motion to authorize expenditure in the amount of $5,456 to BRK/First Alert for 248 smoke alarms at $22 apiece ($3,850 pass through; total cost to Mayfield Village - $1,606).

Council President Buckholtz asked, any questions?  This is our very successful program from the Fire Department that just keeps going. Good.

ROLL CALL:

Ayes: All
Nays: None

Motion Carried. Expenditure Approved.

Motion to authorize additional expenditure in the amount of $660.00 to ECN Intermediate Holding Co. in payment of additional rollover minutes for Code Red.

Mrs. Mills, seconded by Mr. Marquardt made a motion to authorize additional expenditure in the amount of $660.00 to ECN Intermediate Holding Co. in payment of additional rollover minutes for Code Red.

Council President Buckholtz stated, this was discussed in Caucus. This is a no-brainer for this year.

ROLL CALL:

Ayes: All
Nays: None

Motion Carried. Expenditure Approved.

Motion to upgrade CodeRed to three-year unlimited license with a new annual cost of $4,510 per year for a total of $13,530.

Mrs. Mills, seconded by Mr. Delguyd, made a motion to upgrade CodeRed to three-year unlimited license with a new annual cost of $4,510 per year for a total of $13,530.

Council President Buckholtz asked, any comments?  There were none.

ROLL CALL:

Ayes: All
Nays: None

Motion Carried. Upgrade Approved. Expenditure Approved.

Motion to authorize expenditure in the amount of $2,210 to Harley-Davidson Sales Company for the purchase of a 2014 Harley Davidson motorcycle.  Total cost:  $17,210, less trade-in of 2004 Harley Davidson FLHP motorcycle at $7,300 and 2005 Harley-Davidson FLHP motorcycle at $7,700.

Mrs. Mills, seconded by Mr. Delguyd made a motion to authorize expenditure in the amount of $2,210 to Harley-Davidson Sales Company for the purchase of a 2014 Harley Davidson motorcycle.  Total cost:  $17,210, less trade-in of 2004 Harley Davidson FLHP motorcycle at $7,300 and 2005 Harley-Davidson FLHP motorcycle at $7,700.

Council President Buckholtz asked, any questions? 

Mr. Delguyd clarified, we actually have to pass this as a $17,210 cost because it is going to show a $17,210 cost and $15,000 trade in on the revenue side.

Council President Buckholtz asked, it’s a gross expense?

Mr. Delguyd replied, of $17,210.

Council President Buckholtz asked, and then we will be getting money back?

Mr. Delguyd replied, right. We are approving the $17,210 right now.

Council President Buckholtz asked, any other questions?  There were none.

ROLL CALL:

Ayes: All
Nays: None

Motion Carried. Expenditure Approved.

Motion to go out to bid for the sale of the 1991 643 ambulance (VIN No. 1FDKF37M5MMNB08619).

Mrs. Mills, seconded by Mr. Marquardt, made a motion to go out to bid for the sale of the 1991 643 ambulance (VIN No. 1FDKF37M5MMNB08619).

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

ROLL CALL:

Ayes: All
Nays: None

Motion Carried. Bidding Approved.

Motion to provide the 1989 ambulance (VIN No. 1FDKF37M5KNB58868), formerly being used and returned by the Hillcrest Area Fire Investigation Unit, to the SPAN Traffic Investigation Unit to utilize.

Mrs. Mills, seconded by Mr. Marquardt, made a motion to provide the 1989 ambulance (VIN No. 1FDKF37M5KNB58868), formerly being used and returned by the Hillcrest Area Fire Investigation Unit, to the SPAN Traffic Investigation Unit to utilize.

Council President Buckholtz asked, any comments?

Interim Chief Carcioppolo reported, this was in use for the Fire Investigation Team. They purchased a new vehicle and gave it back to us.  There is a need for it with the SPAN Traffic Accident Investigation Team.  It has been modified and stripped down from an ambulance into a work utility type vehicle. That’s why FIU was using it.  They transitioned it in to a SPAN vehicle.  We maintain the insurance on the vehicle because of our experience policy. We are not actually giving them the vehicle. We are letting them use it.

Council President Buckholtz asked, does it change departments or coding numbers as far as who is holding the vehicle?

Mr. Wynne replied, I am not sure the way the vehicle is held, but we retain title. We maintain the insurance and then bill SPAN back for the cost of the insurance. They pay for any maintenance that is required on the vehicle. When they are done using it, it will be returned to us for disposal.

Council President Buckholtz asked, it doesn’t matter whether it was allocated from one department to another?

Mr. Wynne replied, no.

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

ROLL CALL:

Ayes: All
Nays: None

Motion Carried. Approved.

Motion to accept proposal of American Fireworks for a two-year fireworks display contract and to authorize expenditure in the amounts as follows: 2014: $9,000; 2015: $9,500, with the option to renew in 2016 at $10,000.

Mrs. Mills, seconded by Mr. Marquardt, made a motion to accept proposal of American Fireworks for a two-year fireworks display contract and to authorize expenditure in the amounts as follows:  2014:  $9,000; 2015:  $9,500, with the option to renew in 2016 at  $10,000. 

Council President Buckholtz stated, so this is renewing for two years with an option for three.  Any questions?  There were none.

ROLL CALL:

Ayes: All
Nays: None

Motion Carried. Proposal Accepted. Expenditure Approved.

Motion to authorize acceptance of bid and expenditure in the amount of $5,200 to Anselmo’s Landscape and Design for Drainage and Infrastructure Project at 905 Beecher’s Brook.

Mrs. Mills, seconded by Mr. Marquardt, made a motion to authorize acceptance of bid and expenditure in the amount of $5,200 to Anselmo’s Landscape and Design for Drainage and Infrastructure Project at 905 Beecher’s Brook.

Council President Buckholtz asked, any comments? 

Mr. Delguyd replied, the resident already paid his 10% deposit. He is eager to get it done.

ROLL CALL:

Ayes: All
Nays: None

Motion Carried. Bid Accepted. Expenditure Approved.

Motion to authorize acceptance of bid and expenditure in the amount of $12,500 to North Union Realty for demolition of 6120 Wilson Mills.

Mrs. Mills, seconded by Mr. Marquardt made a motion to authorize acceptance of bid and expenditure in the amount of $12,500 to North Union Realty for demolition of 6120 Wilson Mills.

Council President Buckholtz asked, any comments or questions?

Mrs. Mills asked Doug, when are they going to do this?

Mr. Metzung replied, fairly quickly I hope.

ROLL CALL:

Ayes: All
Nays: None

Motion Carried. Bid Accepted. Expenditure Approved.

Motion to authorize expenditure in the amount of $8,868.14 to Signal Service Company for replacement of traffic light pole at SOM and Seneca.

Mrs. Mills, seconded by Mr. Marquardt made a motion to authorize expenditure in the amount of $8,868.14 to Signal Service Company for replacement of traffic light pole at SOM and Seneca.

Council President Buckholtz asked, any comments? There were none.

ROLL CALL:

Ayes: All
Nays: None

Motion Carried. Expenditure Approved.

Motion to authorize the Engineer to prepare plans and specifications for the Eastgate/Meadowood project.

Mr. Delguyd clarified, it should say “sewer project”.

Mrs. Mills, seconded by Mr. Marquardt made a motion to authorize the Engineer to prepare plans and specifications for the Eastgate/Meadowood project.

ROLL CALL:

Ayes: All
Nays: None

Motion Carried. Authorization Approved.

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

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

Council President Buckholtz asked, any comments or questions?

Mr. Wynne mentioned, our revenues and receipts do not take into consideration the month of October. We are on track to exceed budget by $2.7 million and exceed last year’s number by $700,000. We are on track to be at around $15.6-15.7 million in income tax receipts for the year.

Council President Buckholtz stated, excellent.  Nice work.

ROLL CALL:

Ayes: All
Nays: None

Motion Carried. Receipt of Financial Reports for September 2013. Acknowledged and Approved.

Resolution No. 2013-14, entitled, “A Resolution Authorizing the Mayor to seek financial assistance from the State Issue I Infrastructure Bond Program for funding of Phase I of the Sewer Project on Eastgate, Meadowood, Ravine, Thornapple, Robley and a portion of Wilson Mills Road and declaring an emergency.”  Introduced by Mayor Rinker and Council as a Whole.

Mrs. Mills, seconded by Mr. Marquardt, made a motion to adopt Resolution No. 2013-14.

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

ROLL CALL:

Ayes: All
Nays: None

Motion Carried. Resolution Adopted.

Resolution No. 2013-15, entitled, “An Emergency Resolution authorizing the Mayor and President of Council to enter into a Mutual Aid Agreement for the interchange of Building Commissioner and inspection services with Highland Heights, Ohio, on an as needed basis.”  Introduced by Mayor Rinker and Council as a Whole.

Mrs. Mills, seconded by Mr. Marquardt, made a motion to adopt Resolution No. 2013-15.

Council President Buckholtz asked, any questions?

Mr. Diemert stated, we have checked with our insurance carrier to make sure this will not cause a problem under our current coverage. They are okay with it.

ROLL CALL:

Ayes: All
Nays: None

Motion Carried. Resolution Adopted.

ANY OTHER MATTERS:

Council President Buckholtz asked if there were any other matters.   

Mrs. Mills commented, I thought that was a very very moving ceremony for these firemen.  Thank you.

Interim Chief Carcioppolo stated, thank you.  It is a pretty important day for everyone.

ADJOURNMENT

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

The meeting adjourned at 8:55 p.m.  The next Council meeting is scheduled for Monday, November 18, 2013 at 8:00 p.m.