Council - January 26th 2015

MINUTES OF THE REGULAR MEETING OF COUNCIL
Mayfield Village Civic Hall
Monday, January 26, 2015 - 8:00 p.m.

The Council of Mayfield Village met in Regular Session on Monday, January 26, 2015 at Mayfield Village Civic Hall.  Council President Buckholtz called the meeting to order at 8:00 p.m.

 

ROLL CALL: 

Present: Mr. Buckholtz, Mr. Jerome, Dr. Parker (8:12), Mr. Marquardt, Mr. Marrie, Mrs. Mills, and Mr. Saponaro

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

Absent: Mr. Esborn

The Pledge of Allegiance to the Flag was given.

OPEN PORTION:

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

Dona Kless
Thornapple

What are we going to do about lighting the parking lot?  It’s dark. It’s icy. It’s a fracture waiting to happen. It’s hard for me to find the entrance and when I get in, it’s hard to find a place to park. It’s dark, snowing and icy and dangerous.

Mayor Rinker replied, lighting is coming this year.

Ms. Kless stated, it’s important.  The second issue is, I am on one of the Committees.  I am here tonight for that.  Is there a reason it has to be in January?  A lot of us are old. We come here in the dark and ice.  I understand there are other things, but do the Committees have to run January to January?

Mayor Rinker replied, yes.

Council President Buckholtz stated, it’s an annual thing.

Ms. Kless stated, but annual can be April to April too.

Mayor Rinker stated, a lot of these started with the Charter.  Historically, we would do this en masse with the organizational meeting at the first meeting of the month, but it changed over time and was put later into the month of the January to allow committee assignments to be vetted a little more thoroughly. It’s always been the beginning of January.

Council President Buckholtz asked, any other comments?

John Michalko
Wilson Mills

After the proposal is given, is there going to be time for questions and answers?

Mayor Rinker, that is the province of Council, but using this to segue from that, the presentation tonight is intended to start conversation. We have not had this discussion with Council. We thought it appropriate with a captive audience to have as many people on hand for this introduction.  With a matter as important as this, it’s easy for rumor and gossip and misunderstanding to prevail.  I can’t guarantee that we are going to anticipate or answer all of the questions. That’s really not the intention tonight, but the goal will be to try and give people some good food for thought. Council will be looking at this during the weeks ahead.  Fundamentally, the decision ultimately is something we would anticipate being made later this year. Whatever option is considered would not begin until the Fall at the earliest. That’s the understanding. I will leave it at that. I think it’s really up to how Council wants to pursue any Q&A tonight. There will be further discussion about this.  Tonight is not a one-shot deal.

Mr. Michalko stated, Council is going to look at this and vote on it.  With such a big proposal coming up that would affect everyone in the Village, is there any possibility of putting it on the ballot?

Mayor Rinker replied, that’s not the intention. But Council ultimately has to make the decision.

Council President Buckholtz stated, we will all be looking at this presentation for the first time. 

Mayor Rinker stated, there is no legislation proposed.

Council President Buckholtz added, this is going to go through a lot of vetting processes which will involve you guys as well.

CONSIDERATION OF MINUTES: 

Regular Council Meeting – December 15, 2014

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

ROLL CALL:

AYES: All          
NAYS: None

Motion Carried. Minutes Approved.

Organizational Council Meeting – January 12, 2015

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

ROLL CALL:

AYES: All          
NAYS: None

Motion Carried. Minutes Approved.

COMMENTS FROM MAYOR RINKER:

Presentation by Mayor Rinker, Chief Edelman and Chief Carcioppolo regarding proposed regional dispatch.

The powerpoint presentation is attached to these Minutes.  The following is a summary of the presentation.

Mayor Rinker stated, the focus is not to advise you of a decision that has been made as much as to bring everyone up to speed as best we can with discussion that has been ongoing in a variety of ways across the County predominantly with our safety forces, our fire and police departments.  It has been evolving and picked up pace more rapidly.

Our 5 full-time and 3 part-time dispatchers cover both police and fire calls for emergency and non-emergency calls.  It also includes Gates Mills for fire and EMS services.  We are anticipating just over $500,000 for operational purposes.  Dispatch equipment and MARCS radios for police will need to be upgraded.

We are a SPAN (Suburban Police Anti-Crime Network) Community.  Generally speaking SPAN is a sharing. It’s not so much a mutual aid in the strict sense of that phrase. We share resources and information. It has worked very well as a collaborative effort between our neighboring communities for a few decades.  It’s an important inter-relationship. 

Starting several years ago with the move toward County government and as we have seen changes in Columbus and our tax base, a lot of other communities are affected far more adversely than we are, but we are not immune. Generally speaking, municipalities in Cuyahoga County have been looking at ways they can consolidate resources in a way that works. By 2013, Cuyahoga County funded a feasibility study with the understanding that there was a consensus between police and fire that some form of consolidation was now in order. The big question is how best to do it. That’s still a work in progress. 

Cuyahoga County Emergency Communications (CECOMS) objectives – to create anywhere from 4 to 5 consolidated dispatch centers called Public Safety Answering Points (PSAPs) with the goal to have the first call center in Broadview Heights by May 2016. 

From our standpoint, our objective has been to provide equal or improved level of service.  There’s no doubt in my mind that this Council will certainly be looking very carefully at how the quality of services are delivered. The onus will be placed on both of our Chiefs to address those this evening and in the discussion going forward.  Our aim is not to compromise service. We can look to our record of how we provided service. 

A motivating factor is the economic sustainability of providing high quality, high caliber service. Our goal has been to try to keep the Hillcrest and SPAN communities together.  We were hopeful that could be our regional model.  One of the problems was funding is harder that way. Another problem is that each community has certain constraints that make that type of plan very difficult.  For example, Mayfield Heights, Highland Heights and Lyndhurst has jails. Between the operations of those with staffing, equipment, the whole 9 yards, those constraints make certain consolidation moves harder than others.  Our goal had been to keep this local regional collaborative nucleus together.  It still remains there, but the question is how extensive can that really be? I don’t have the answer for that.

We provide the best opportunity for our current dispatch staff to be rehired.  We recognize that the personal contact that residents have with our dispatch is something very important. A lot of our employees in the Village take back a lot from the satisfaction they have in working in a smaller community.  The immediate concern is that you are getting into something larger, farther flung, remote and impersonal.  It scares people.  This is something that will be constant in our discussion – keeping the quality of our services there.  The other part is moving at such a time and in such a way that we maximize the opportunity for our dispatch personnel to maintain their employment and have a stronger voice in the implementation of regionalization of dispatch services.  We have made it very clear that both from a design standpoint and a job security standpoint we want to have more say than not.

Options:

  • Chagrin Valley Dispatch – essentially it is a PSAP.  It is currently comprised of a dozen communities. The City of Euclid just joined.  It has grown gradually.  It is a Council of Governance for operations and capital expenditures.  It is more regional, southeast and east side of Cleveland suburbs.
  • SPAN Dispatch – we constructed our police station in 2010 giving ourselves some flexibility and expandability in the space if we needed it. We did not invest in equipment but looked at if the day were to come where we would act as the hub for a dispatching center, we would be able to do it.  However, there are issues Lyndhurst, Highland Heights and Mayfield Heights that are different from Mayfield Village that make that consolidation a little difficult
  • CECOMS – the mother of all proposals.  A work in progress.  We are looking at the quality, scope and timetable of CECOMS.

 

Roughly 70% of 911 calls are made from cellphones. Today a 911 landline would go directly to Chagrin Valley if Mayfield Village were to join Chagrin Valley.  The 911 cellular goes to CECOMs regardless and then is routed to Chagrin Valley.  The non-emergency calls would go to Chagrin Valley and we would look to creating a non-emergency call back to Mayfield Village. We would be looking at a 24/7 staffing.

If we joined CECOMs, all would go to CECOMs.  The big concern would be once it gets there, who is answering it and how does it get redirected?  Issues of time and effectiveness of response are key considerations. 

Cost comparison was discussed, broken down over a three year period. 

A comparison of what CVC and CECOMS are offering was outlined.

The fact of the matter is that every community in the Hillcrest area is looking very seriously at some form of consolidation.  Ultimately, Mayfield Village would be the hub if this were to work out.  Both Mayfield Heights and Lyndhurst has staffing and operational issues with jails that we do not have to deal with. 

With CECOMs there would be no capital cost assuming all of the communities came into that fold. If Mayfield Village were to do it individually, CECOMs has more recently said there would be no capital charge. 

With Chagrin Valley, we are looking at an annual operating cost of just under $165,000 a year.  Spread out over the next several years along with the capital cost, the total capital and operating projected through 2017 would be just under $560,000. 

With just Mayfield Village and Lyndhurst, it would be just over $836,000, assuming that could work.  With SPAN dispatch in Mayfield Village, it would be just over $900,000. Again, that is looking at us as a hub.  Both of these SPAN proposals are not likely.  We do not think they are very efficient ways to work. We have not precluded them. That’s something Council needs to look at.  We feel it is legitimate to include them in the discussion.  Part of the reason we are in this broader discussion is because we looked at these models and saw they were much more challenged.

If we did nothing else but continued on the course we are alone, we are looking at a significant cost, along with the radios, of just over $400,000. Between our operating and capital, we are just under $2 million, so when you look at the cost comparison column on the right hand side, it’s pretty evident those dollars add up.  Other communities are looking at different numbers but they are looking at comparable relationships between maintaining a status quo.  The stated policy is we are not going to be saying it’s status quo. It’s not a question of whether, it’s a question of when and how consolidation is effectuated.

To reiterate, there have been no decisions made.  Ultimately it is a decision Council needs to make.  My recommendation is next Monday night there is both a Safety and Service and Finance meeting. What we would like to do is invite, for example, Representative Jack Schron; he is out of State this week, a spokesperson for CVD and CECOMs be present as well so that in a smaller setting; it’s still a public meeting, so it could get larger, but the idea would be that the Council Committees that are charged between the Safety and Service substance and dealing with the Finance Committee as well would be a good nuts and bolts starting point. Between now and that time, we will make this powerpoint available. There’s other information we could make available. CVD has provided documentation to us. We will post this on-line so that it makes it much easier for people to access it.  We will also have hard copies as well in the days ahead.  I know you had a lot of questions.  I am deferring to the Council President. I just want people to start sifting through this. We will be prepared to answer the questions as best we can as we move forward. Everyone can appreciate there is a certain amount of complexity. This is not a black and white. There is a lot of gray. There are a lot of variables between communities, so there are a lot of hurdles that we have to deal with. But at the end of the day, between technology, operations and delivery of services, consolidation is something that has been championed by police and fire. With that, if there are any comments from Chief Edelman and Chief Carcioppolo, what is important for residents to know, I would appreciate that.

Chief Edelman stated, sharing services is nothing new. Since the inception of SPAN in 1973, the Chiefs and various city leaders have been talking about consolidating jails, radios, dispatch centers, so it’s nothing new.  There was a different mindset back then where communities for whatever reason wanted to remain on their own and remain independent.  Over the last 5 to 10 years there has been a paradigm shift. That has happened for a number of reasons, one of which is technological. Technology has increased where voice data information sharing can be done faster and more accurately now than ever before.  It enables us to take advantage of regional dispatch centers that will enable us to have interoperability with other police departments, fire departments and emergency management centers.  Another part of that paradigm shift was financial obviously. There’s far less Federal, state and county money available to sustain individual dispatch centers.  In Mayfield Village, we are fortunate to have a very strong financial base.   But the fact is it’s not just money. We currently operate on a radio system that is rapidly becoming outdated. The FCC is requiring us to narrow band. We have already gone through one series of that in 2013 and we will be doing that again. Each time we narrow band, we are actually taking the frequency we speak on and push it together.  What happens then is that other frequencies in that area bleed into ours and we bleed into theirs.  It makes for a more inefficient voice and data communication system. Because of that, we are going to eventually need to migrate to the 800, the MARCs system, which is something the Fire Department has been on for a number of years.  The bottom line is we recognize we give Mayfield Village residents a service they have come to expect from us. We are not going to leave anyone hanging. Whatever it takes, we are going to make the effort to do that for our residents.  If its means having to come up with a way to staff our phones in such a way we can answer those non-emergency lines, we are going to do that.  Procedurally, we have a lot to work out. As far as which dispatch center we think is best, we still have to work that out.  This is something that’s evolved very rapidly since the holidays. Almost daily things change. We are looking at them very detail oriented and are trying to find what’s best for our community and our neighboring communities.

Chief Carcioppolo agreed with Chief Edelman.  I understand the reservations some of you may have.  This is a nationally-accepted model for consolidated dispatch efforts and it’s something that has been happening for decades.  We utilize mutual aid every day due to our staffing. It’s something that will help with our response to you on a daily basis. The only way to achieve the operational and economical benefits is from having consolidated services at that level.  If there are any other questions, we would be happy to answer them.

Council President Buckholtz thanked the Mayor for the presentation.  We are just getting our feet wet with this.  The Mayor indicated the powerpoint will be available on the website. There may be other documentation that will be up there as well.  We always get breakdowns from the safety forces on calls that have come in. One of the things I would be interested in would be a breakdown of those 11,000 calls; what are fire, what are police, what are immediate emergency calls; what are lesser tier; and what are informational calls or calls passed on to other entities.   We will be asking those kinds of questions before we move forward with anything.  The reports would serve us better in light of what’s coming down the path.

Mr. Saponaro stated, I would need to understand on more than a financial level because if it’s financial, we could always look at the budget and see where we need to make other changes. I need to understand where we are going to benefit and what we are going to actually gain. This is new.  I don’t understand it and I need to understand from your perspective where the community is going to benefit.  It may be behind the scenes which is fine to help keep our community safer, but we have control right now and we are giving control up to a certain extent. I know it is not black and white.  From my perspective in order to start vetting this, I really want to understand the comparison and the cost benefit analysis of what our community is gaining and what you are gaining for your forces.

Chief Edelman stated, you are really not relinquishing control.  When you call 461-1234, you are calling a dispatch center. Whether it’s being dispatched from my building or Kansas, you are still going to get that response right away, so you are not relinquishing any control.  What you may be talking about, and correct me if I am wrong, is you may not know that person, they may not know you when you call and that’s very important to Mayfield Village. We recognize that. That’s why one of the steps we have taken with the various centers we are looking at is we want them to bring in our people that know Mayfield Village, our residents and the community and not just Mayfield Village but the whole SPAN Hillcrest area.  We recognize that. We want that to happen. We don’t want you to be left out in the cold.  It may be non-emergency, you are calling to say my snowplow driver did not show up, can you help me with that. We want to help you with that. We want to still be able to do that even if we are not dispatching out of my building.  I don’t know if that answers your question or not.

Mr. Saponaro stated, I understand.  But you talk about the non-economics of it and that’s really what I want to understand to really expand on as part of the dialogue.

Chief Edelman stated, service to the community will not be diminished.  If anything it will increase. We want it to increase. You will not see lesser services.

Council President Buckholtz stated, I worked with CECOMs at the County.  It’s just where all the unified messaging, radios work with each other.     I don’t want to get into the details tonight. We have way too much stuff to absorb and a long agenda to get through.

Mr. Marrie stated, I agree that this shouldn’t be and isn’t a totally financial one.  Most residents like the warm and fuzzy feeling that when they call 461-1234 that they feel that their own is taking care of them instead of someone different. The fear of being the small fish in a big pond is what most people have, that they won’t get the same personal treatment. The timeline if someone calls, it has to go through one center and then through us.  Is there a loss of time in there?  Is the response time to the residents longer?

Chief Edelman stated, if you call from a cellphone right now, there is a time lapse. It has to go to CECOMs first. They have to determine where you are and then they would notify Mayfield Village to respond to your emergency.

Mr. Marrie stated, that part I understood.  Let’s say anyone in the Village calls from the house. What is the comparison of time now?  How much time would it take for them to call the County one and then it has to go back to the Village?  Is there a loss of time in there for the response time?

Chief Edelman replied, the simple answer is no. If you call 1234 from a landline, it wouldn’t come back to Mayfield Village. It would be dispatched right there at the time you call.  I have representatives here tonight that I invited from CECOMs who may be able to answer technological questions better than I can.  Ms. Brandy Carney is the Manager of CECOMs and Mr. DiCicco is the Manager of Chagrin Valley Dispatch.  Brandy, can you give the insight to that question?

Brandy stated, as the Chief said, specific to your question, if in fact you were to go with the County, that landline call would then come directly to us. We would dispatch those services out. There would not be a lapse. The reason for the lapse in the cellphones is because of the way the cellphone towers are positioned throughout the County.  Cellphone calls are required to go out of CECOMs and then be dispatched.

Mr. Marrie stated, thank you.  I guess chief, we as a Village are very very proud of the service we give our residents.  Mayfield Village is outstanding services not only in police and fire but in all areas of administration to our residents.  Most people that have called me have really voiced the opinion they don’t want to lose that personal or fast or outstanding service we have now.  There has to be a lot of explanation for us to understand exactly what this is going to entail. This is all brand new to every one of us.

Chief Edelman replied, the Fire Chief and I will do everything we can to answer all of your questions.

Mr. Marrie stated, I have no doubt you will.  I have the greatest faith in both of you.  People want to feel safe and personal.

Council President Buckholtz stated, as Jeff Thomas mentioned to us before, he would like to see us convene an IT Committee meeting very soon. We have some website issues to discuss. This is really a telecommunications issue. We don’t lose any of our services. This has nothing to do with that. This is a telecommunications issue of routing phone calls. My suggestion would be that we may start, depending on when we have that meeting, meeting more regularly and including this technology conversation on the IT Committee.  If we can, I would like to move forward with the agenda. We have a lot of stuff to get through. Thank you everyone for coming.

Motion to approve the Committee selection for 2015

Mrs. Mills, seconded by Mr. Marquardt, made a motion to approve the Committee selections for 2015.

ROLL CALL:

AYES: All         
NAYS: None                                  

Motion Carried. Committee selection approved.

Council President Buckholtz welcomed Committee members aboard.

Resolution No. 2015-01, entitled, “An Emergency Resolution providing for the employment of an engineer for Mayfield Village, Ohio.”  Introduced by Mayor Rinker and Council as a Whole.

Mr. Saponaro, seconded by Mrs. Mills, made a motion to adopt Resolution No. 2015-01.

ROLL CALL:

AYES: All         
NAYS: None                                  

Motion Carried. Resolution Adopted.

Resolution No. 2015-02, entitled, “An Emergency Resolution re-establishing terms, conditions and compensation for the services of the Prosecutor for Mayfield Village, Ohio.”  Introduced by Mayor Rinker and Council as a Whole.

Mr. Saponaro, seconded by Mr. Jerome, made a motion to adopt Resolution No. 2015-02.

ROLL CALL:

AYES: All         
NAYS: None                                  

Motion Carried. Resolution Adopted.

Administration of Oaths of Office for 2015 Committee Members

Mayor Rinker administered the oaths of office to the following Committee members present:

Activities Committee

Mary Singer, Debbie Thomas, Jean Britton, Patti Fioritto, Chris Barni, and Terrie Haycox

Architectural Review Board

Mary Ann Wervey, Josh Klein, and Vetus Syracuse

Charter Review Commission

Vetus Syracuse, Stivo DiFranco, Merv Singer, and Ron DiNardo

Citizen’s Advisory Committee

Merv Singer, Mary Singer, Carole Marrie, Shirley Jay, Brenda Bodnar, Bob Haycox, Loretta Williams, and George Williams

Planning and Zoning Commission

Sue McGrath

Council took a break in order for the Committee members to sign their oaths and for refreshments at 8:45 p.m. 

Council reconvened at 8:55 p.m.

COMMENTS FROM COUNCIL PRESIDENT BUCKHOLTZ

There were no comments.

DEPARTMENT HEAD REPORTS:                          

SERVICE – Douglas Metzung

Mr. Metzung thanked Council and the Mayor and anyone else who had a part in getting us the ODOT salt building.  What a pleasure it is to have the ability to store 1500 tons of salt as opposed to 500.  It makes life much much better. We have gone through every storm and have not had to limit salt or worried about delivery.  Thank you and everyone who made that possible.

BUILDING – John Marrelli

There was no report.

ENGINEERING – Tom Cappello

There was no report.

LEGAL DEPARTMENT – Diane Calta

There was no report.

FIRE – Chief Eugene Carcioppolo

There was no report.

FINANCE – Ron Wynne

Mr. Wynne reported, I know Council will be approving the financial report in a few minutes. I want to highlight some of the key points for this past year.  Our General Fund balance reserves at the end of the year were $11,638,000.  That’s an increase of $1,296,000 over last year’s balance.  Our revenues exceeded our initial budget by about $2.2 million and our operating expenses were under our initial budget by $200,000.  With some of that extra money we took in during the year, we transferred $1 million into the Community Room Fund to help with the cost of construction of the new Community Room. We transferred $600,000 to the Sanitary Sewer Relief Fund for the next sewer project. We transferred $900,000 to the Debt Retirement Fund so we will be able to fully pay off the bond anticipation notes that come due in August.  Our debt for the year decreased from $10,011,000 to $7,881,000.  If you can recall, our debt at the end of 2009 was $16,317,000, so our debt in five years has decreased by $8,436,000.  Last year we refinanced our bonds so that over the next 12 years we will have saved $371,000 in interest expense.  Major capital projects we undertook last year and some continuing this year are the Eastgate/Meadowood sewer conversion project for $2.5 million, our road program, $1.3 million, $500,000 for a new fire engine, $500,000 for the traffic signal mast arms that will go on the intersections of Wilson Mills and SOM and Seneca, and $1.3 million for the construction project for the Greenway Trail, 80% of which was funded with the grant we got through NOACA.

Council President Buckholtz stated, excellent job, Ron. That’s a great financial picture you presented. Thank you.

POLICE – Chief Richard Edelman

Chief Edelman assured everyone that we look forward to working with you on the proposed regional dispatch to come up with a solution that is valuable to all residents in Mayfield Village. Gino and I will be working night and day on this.  Be assured we will do whatever is necessary to take care of the Mayfield Village residents.

PARKS & RECREATION – Bill Thomas

Mr. Thomas stated, we are about five months away from opening up Parkview Pool.   We are putting together the brochure. It will be coming out in early March.  We had 115 middle school students at our Annual Dodgeball, DJ and pool party on January 16th. We had 12 dodgeball teams from 6th through 8th grade.

The Senior Report – next Lunch N Movie is February 11th.  The movie is Jersey Boys. Reservations are due by February 4th. Volunteers from AARP will be doing taxes on February 23, March 16 and April 6. Residents should contact Donna to make an appointment.

ARCHITECT – Ron DiNardo

There was no report.

PLANNING DEPARTMENT - Ted Esborn

There was no report.

ADMINISTRATION – Diane Wolgamuth

Ms. Wolgamuth wanted to mention that we now have a full complement of members for the Charter Review Commission. Their first meeting is February 4th at 7:00 p.m.  Stivo DiFranco will be replacing Ralph Tarsitano. Albert Hehr will be replacing Danielle Gisondo.

STANDING COMMITTEE REPORTS:

Activities Committee – Mrs. Mills reported, we evaluated the winter programs and reviewed the plans for opening of Spring and Summer. We request you approve the $9,500 for the fireworks.  Our next meeting is April 7th.

Architectural Review Board – Mr. Marrelli reported, Architectural Review Board met last week and approved a dormer addition on a home.

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

Cemetery – Mrs. Mills reported, Mrs. Betsa has sent out the invoices for the fee for the maintenance of the Cemetery.

Citizen's Advisory Board – Mr. Marrie reported, we met on the 20th. Brenda Bodnar was re-elected as our Chair. We had a presentation by Claire Posius from Euclid Creek Watershed concerning water conservation, education and programming.  We also discussed in detail how to get more public involvement in the programs and workshops. The next meeting is February 23rd.

Drainage and Infrastructure Committee – Mr. Jerome reported, we met tonight at 6:30.  We are going to try to meet on a more regular basis at the same time before February’s Council meeting. We will keep on reviewing the applications and try to move forward with getting a decision on something we can do or try to help the residents through the next step whether with the County or a private contractor.

Safety and Service –.Mr. Marrie reported, Safety and Service met.  All of the items on the agenda were discussed and approved and is on this evening’s agenda.

Finance Committee –  Mr. Saponaro reported, we met this evening. We had 24 items to discuss. We approved 21 of them. We approved 3 Resolutions and an Ordinance. We ask that Ordinance No. 2015-01 be put on the agenda tonight for a vote.

Historical Society – Mrs. Mills reported, the Historical Society hosted the Citizen’s Advisory’s last meeting in January.  Our tours for the children start in February.

Hillcrest Council of Councils – Mr. Jerome stated, there was no meeting.  There is no report.

Ordinance Review Committee – Mr. Marquardt stated, there was no meeting.  There is no report.

Planning and Zoning – Mr. Marquardt reported, Planning and Zoning met on January 15th. We went through the annual review of conditional use permits. There were 20 of them as well as one additional new conditional use permit at the workshop meeting. We will have a meeting on Monday to review final considerations and vote on those.

Recreation Board - Mr. Marrie reported, Recreation met on the 21st of this month. One of the discussions was the evaluation of the Santa Ride and Christmas Party for the children. Also, Parkview Pool fees were discussed. The committee agreed not to raise the price for 2015 but will allow school district residents a 50% reduction if purchased after July 20th which is what the residents have now. The next meeting is February 18th.

Commission on Aging – Mrs. Mills reported, we had 240 residents opt in for snow removal this year.  We evaluated our winter programs and different sessions we have.  We reviewed the programs for Spring and Summer. The luncheon for the seniors is May 1st.  Our next meeting is March 26th.

SPECIAL COMMITTEE REPORTS:

Information & Technology – Council President Buckholtz reported, we will wait to hear from Jeff Thomas about putting together a meeting.

Records Commission – Mrs. Mills reported, all of the requests that departments had for information have been satisfied. Revisions to handbook should be completed soon.  House Bill 9 Training will be here in May.  Shred Day is May 16th.

Community and Economic Development - Mr. Saponaro reported, there was no meeting. There is no report.

The Grove Committee – Mr. Jerome stated, I was unable to attend the meeting.  Ms. Wolgamuth will provide the report.

Ms. Wolgamuth reported, the Grove Committee met. We talked about programming for the coming season. We have two proposals from a couple marketing companies that would help us with promotion for the season. We agreed to meet again after Council looks at the budget and we have some indication of what we can expect for a programming and infrastructure budget.  The first event is June 26th, during 4th of July weekend.

OLD BUSINESS:

There was nothing under Old Business.

NEW BUSINESS:

Motion to affirm the Board of Zoning Appeals decision of November 25, 2014 in Case No. 2014-04 and deny the appeal to Council.

Ms. Calta reported, I received a call late in the day, slightly after 5:00 from the attorney requesting this item be tabled.  He would like to be here for Council’s action on that motion.  I let him know it would be on the next Council agenda which is Tuesday the 17th.

This item was tabled until the Council meeting of February 17, 2015.

Motion to authorize termination of the Agreement approved by Council on August 18, 2014, entered into with ThenDesign Architecture for rehabilitation of the Community Room and authorization to enter into an agreement in substantially the form attached and approval of an amount not to exceed $95,000 for architectural services and construction management in connection with the design and construction of the Community Room.

Mr. Saponaro, seconded by Mr. Marrie, made a motion to authorize termination of the Agreement approved by Council on August 18, 2014, entered into with ThenDesign Architecture for rehabilitation of the Community Room and authorization to enter into an agreement in substantially the form attached and approval of an amount not to exceed $95,000 for architectural services and construction management in connection with the design and construction of the Community Room.

Council President Buckholtz asked, any discussion?  We went over this in Caucus.  We will be rebuilding instead of remodeling.  Any other questions?  There were none.

Roll Call:        

AYES: All
NAYS: None

Motion Carried. Termination of Agreement Authorized. Expenditure Authorized.

Motion to authorize expenditure in the amount of $37,044 to Community Partnership on Aging for renewal of Senior Services for 2015.

Mr. Saponaro, seconded by Mr. Marrie, made a motion to authorize expenditure in the amount of $37,044 to Community Partnership on Aging for renewal of Senior Services for 2015.

Council President Buckholtz asked, any discussion?  There was none.

Roll Call:        

AYES: All
NAYS: None

Motion Carried. Expenditure Authorized.

Motion to approve a gift to Lieutenant Kenneth D. Shrefler of his Fire Helmet in recognition of over 34 years of service to the Mayfield Village Fire Department.

Mr. Saponaro, seconded by Mr. Jerome, made a motion to approve a gift to Lieutenant Kenneth D. Shrefler of his Fire Helmet in recognition of over 34 years of service to the Mayfield Village Fire Department.

Council President Buckholtz asked, any discussion?  There was none.

Roll Call:        

AYES: All
NAYS: None

Motion Carried. Gift Approved.

Motion to authorize expenditure in the amount of $8,357.80 to Division of Water for Annual Hydrant Fee for 2015.

Mrs. Mills, seconded by Mr. Marquardt, made a motion to authorize expenditure in the amount of $8,357.80 to Division of Water for Annual Hydrant Fee for 2015.

Council President Buckholtz asked, any discussion?  There was none.

Roll Call:        

AYES: All
NAYS: None

Motion Carried. Expenditure Authorized.

Motion to authorize expenditure in the amount of $5,000 to City of Mayfield Heights for Hillcrest Mobile Air Unit and Tech Rescue Team/MAUTRT Annual Fee for 2015.

Mr. Saponaro, seconded by Mr. Marrie, made a motion to authorize expenditure in the amount of $5,000 to City of Mayfield Heights for Hillcrest Mobile Air Unit and Tech Rescue Team/MAUTRT Annual Fee for 2015.

Council President Buckholtz asked, any discussion?  There was none.

Roll Call:        

AYES: All
NAYS: None

Motion Carried. Expenditure Authorized.

Motion to authorize expenditure in the amount of $11,520 to Treasurer of State (Fund 5C2) for MARCS Annual Fees for 2015.

Mrs. Mills, seconded by Mr. Saponaro, made a motion to authorize expenditure in the amount of $11,520 to Treasurer of State (Fund 5C2) for MARCS Annual Fees for 2015.

Council President Buckholtz asked, any discussion?  These are the same fees as last year, or are they up a little bit?

Chief Carcioppolo replied, they are up a little bit. There was a price increase this year.

Roll Call:        

AYES: All
NAYS: None

Motion Carried. Expenditure Authorized.

Motion to declare ambulance 677 surplus.

Dr. Parker, seconded by Mrs. Mills, made a motion to declare ambulance 677 surplus.

Council President Buckholtz asked, any discussion?  This was discussed at Caucus.

Roll Call:        

AYES: All
NAYS: None

Motion Carried. Ambulance 677 Declared Surplus.

Motion to authorize an expenditure in the amount not to exceed $13,000 to Progressive Fitness Center for 2015 memberships for residents (pass-through).

Dr. Parker, seconded by Mrs. Mills, made a motion to authorize an expenditure in the amount not to exceed $13,000 to Progressive Fitness Center for 2015 memberships for residents (pass-through).

Council President Buckholtz asked, any discussion?  There was none.

Roll Call:        

AYES: All
NAYS: None

Motion Carried. Expenditure Authorized.

Motion to authorize expenditure in the amount of $9,500 to American Fireworks for 2015 Fireworks.

Mrs. Mills, seconded by Mr. Marquardt, made a motion to authorize expenditure in the amount of $9,500 to American Fireworks for 2015 Fireworks.

Council President Buckholtz asked, any discussion?  This is for one year?

Mr. Thomas replied, this is the last year of a three year contract.  I will be recommending we use them again for another three year contract.

Council President Buckholtz asked, but not tonight?

Mr. Thomas replied, correct.

Roll Call:        

AYES: All
NAYS: None

Motion Carried. Expenditure Authorized.

Motion to authorize expenditure in the amount of $1,579.56 to City of Bedford Heights for additional amount due for housing of prisoners in 2014.

Dr. Parker, seconded by Mrs. Mills, made a motion to authorize expenditure in the amount of $1,579.56 to City of Bedford Heights for additional amount due for housing of prisoners in 2014.

Council President Buckholtz asked, any discussion?  There was none.

Roll Call:        

AYES: All
NAYS: None

Motion Carried. Expenditure Authorized.

Motion to authorize expenditure in the amount of $18,000 to City of Bedford Heights for housing of prisoners in 2015.

Mrs. Mills, seconded by Mr. Marquardt, made a motion to authorize expenditure in the amount of $18,000 to City of Bedford Heights for housing of prisoners in 2015.

Council President Buckholtz asked, any discussion?  There was none.

Roll Call:        

AYES: All
NAYS: None

Motion Carried. Expenditure Authorized.

Motion to authorize expenditure in the amount of $11,568 to TAC Management Co. for CAD System maintenance in 2015.

Mrs. Mills, seconded by Mr. Marquardt, made a motion to authorize expenditure in the amount of $11,568 to TAC Management Co. for CAD System maintenance in 2015.

Council President Buckholtz asked, and this covers?

Chief Edelman replied, the police records management system and CAD system.

Mr. Jerome asked, and this cost is every year?

Chief Edelman replied, yes.

Roll Call:        

AYES: All
NAYS: None

Motion Carried. Expenditure Authorized.

Motion to authorize expenditure in the amount of $7,200 to Treasurer, State of Ohio, for LEADS Access Fee with a dynamic multipoint virtual private network connection.

Mrs. Mills, seconded by Mr. Marrie, made a motion to authorize expenditure in the amount of $7,200 to Treasurer, State of Ohio, for LEADS Access Fee with a dynamic multipoint virtual private network connection.

Council President Buckholtz asked, any discussion?  There was none.

Roll Call:        

AYES: All
NAYS: None

Motion Carried. Expenditure Authorized.

Motion to authorize expenditure in the amount of $7,884 to Carlson Service Co. for cleaning of police station in 2015.

Dr. Parker, seconded by Mrs. Mills, made a motion to authorize expenditure in the amount of $7,884 to Carlson Service Co. for cleaning of police station in 2015.

Council President Buckholtz stated, we discussed this in Caucus, any other questions?  There were none.

Roll Call:        

AYES: All
NAYS: None

Motion Carried. Expenditure Authorized.

Motion to authorize expenditure in the amount of $26,220 to Carlson Service Co. for cleaning of Civic Center and Community Room in 2015.

Mrs. Mills, seconded by Mr. Marquardt, made a motion to authorize expenditure in the amount of $26,220 to Carlson Service Co. for cleaning of Civic Center and Community Room in 2015.

Council President Buckholtz asked, any discussion?   There was none.

Roll Call:        

AYES: All
NAYS: None

Motion Carried. Expenditure Authorized.

Motion to authorize expenditure in the amount of $5,500 to Cuyahoga Soil and Water Conservation District for 2015 Annual Appropriation of Euclid Creek Watershed Coordinator.

Mrs. Mills, seconded by Mr. Marquardt, made a motion to authorize expenditure in the amount of $5,500 to Cuyahoga Soil and Water Conservation District for 2015 Annual Appropriation of Euclid Creek Watershed Coordinator.

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

Roll Call:        

AYES: All
NAYS: None

Motion Carried. Expenditure Authorized.

Motion to authorize expenditure in the amount of $8,000 to Kayline Company for replacement LED light bulbs for North Commons Boulevard.

Mrs. Mills, seconded by Mr. Jerome, made a motion to authorize expenditure in the amount of $8,000 to Kayline Company for replacement LED light bulbs for North Commons Boulevard.

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

Roll Call:        

AYES: All
NAYS: None

Motion Carried. Expenditure Authorized.

Motion to authorize expenditure in the amount of $6,392 to Creative Microsystems, Inc. for 2015 support for Finance and Payroll Systems.

Mr. Jerome, seconded by Mr. Saponaro, made a motion to authorize expenditure in the amount of $6,392 to Creative Microsystems, Inc. for 2015 support for Finance and Payroll Systems.

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

Roll Call:        

AYES: All
NAYS: None

Motion Carried. Expenditure Authorized.

Motion to authorize expenditure in the amount of $14,400 to Chapman & Chapman, Inc. for health insurance consulting services in 2015.

Mrs. Mills, seconded by Mr. Marrie, made a motion to authorize expenditure in the amount of $14,400 to Chapman & Chapman, Inc. for health insurance consulting services in 2015.

Council President Buckholtz asked, any discussion?  There was none.

Roll Call:        

AYES: All
NAYS: None

Motion Carried. Expenditure Authorized.

Motion to fund the Medical Expense Reimbursement Plan for 2015.

Mrs. Mills, seconded by Mr. Saponaro, made a motion to fund the Medical Expense Reimbursement Plan for 2015.

Council President Buckholtz asked, Ron, what kind of dollars are we talking?

Mr. Wynne replied, the funding right that will take place right now is $190,250 and there might be some additional funding during the year if people leave or we hire people.

Council President Buckholtz asked, any other questions or discussion?

Mr. Jerome asked, is this something we fund every year?

Mr. Wynne replied, yes.

Roll Call:        

AYES: All
NAYS: None

Motion Carried. Expenditure Authorized.

Motion to acknowledge receipt of financial reports for December 2014 and to approve of same as submitted.

Mr. Saponaro, seconded by Mrs. Mills, made a motion to acknowledge receipt of financial reports for December 2014 and to approve of same as submitted.

Council President Buckholtz asked, any questions? That was an excellent report. Thank you, Mr. Wynne.

Roll Call:        

AYES: All
NAYS: None

Motion Carried. Financial Reports for December 2014 Acknowledged and Approved.

First Reading of Ordinance No. 2015-01, entitled, “An Emergency Ordinance amending Chapter 175 of the Village’s Codified Ordinances relating to the imposition of municipal income tax and specifically adding a definition for pension at Codified Ordinance Section 175.03131.”  Introduced by Mayor Rinker and Council as a Whole.

Dr. Parker, seconded by Mr. Saponaro, made a motion to suspend the rules of Council requiring an Ordinance to be read on three separate occasions.

Roll Call:        

AYES: All
NAYS: None

Motion Carried. Rules Suspended.

Mr. Saponaro, seconded by Mr. Marrie, made a motion to enact Ordinance No. 2015-01.

Council President Buckholtz asked, discussion?

Mr. Wynne stated, right now our income tax legislation treats pensions to be non-taxable for municipal income tax purposes.  It defines a pension as a qualified retirement plan in which an individual usually receives a 1099 for at the end of the year. There was a case within the past year or two where an executive of a corporation, in this case National City/PNC, a lot of the big companies have what is called a SERP or a Supplemental Executive Retirement Program for their key executives and when the individual retires, that money is included on their W-2 as other compensation as opposed to a 1099.  There was a question in the courts as to whether that was a pension or not.  The individual treated it as a pension and felt it wasn’t taxable in the municipality where they lived. RITA disagreed and said it is taxable and it went to court. The court agreed with the individual, not with the municipality.  Under the advice of RITA, they have advised their municipalities to change their definition in their tax law of pension to specifically exclude a non-qualified retirement plan where the compensation is shown on a W-2 versus on a 1099. That’s what this is all about.

Council President Buckholtz asked, our vote is not commenting on that issue.  That issue has been decided by the court and we are just amending our codified ordinances?

Mr. Wynne replied, no.

Ms. Calta added, it’s a clarification. That’s how I would term it.  There probably are arguments on both sides to say that these SERPs have some characteristics of a pension but other characteristics of not being a pension.  So this clarifies that they clearly are not pensions and they are taxable. The individual in that case, his SERP was $25 million.  They are typically very highly compensated employees and they are supplemental to pensions.

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

Roll Call:        

AYES: All
NAYS: None

Motion Carried. Ordinance Enacted.

Resolution No. 2015-03, entitled, “An Emergency Resolution authorizing and directing the Mayor and Director of Finance to file an application with the Ohio Department of Natural Resources for funding through the Recreational Trails Program.” Introduced by Mayor Rinker and Council as a Whole.

Mr. Saponaro, seconded by Mr. Marrie, made a motion to adopt Resolution No. 2015-03.

Council President Buckholtz asked, this is just the application for grant funding, 80/20 and it is for a sidewalk sized snow vehicle, correct?

Mr. Saponaro replied, yes.

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

Roll Call:        

AYES: All
NAYS: None

Motion Carried. Resolution Adopted.

Council President Buckholtz restated that all of the above agenda items were discussed at Caucus for in-depth discussion. The items were run through our Committees.

ANY OTHER MATTERS:

Council President Buckholtz asked if there were any other comments.

Mr. Saponaro suggested that with the Community Room, as we have in the past with SOM widening, form a Committee so that we can be actively involved in that process.

Council President Buckholtz stated, I don’t see anything wrong with it. I think it could be interesting to have residents on.  Have you thought it through as far as what you see? Should this be discussed at Caucus?

Mr. Saponaro stated, sure. I am just putting it out there to further discuss. 

Council President Buckholtz asked, are all the design specs already decided of what the building is going to look like?

Mr. Saponaro replied, no.

Council President Buckholtz stated, it’s an excellent idea, absolutely. We will pick that up at Caucus. Anything else?

Mr. Jerome stated, I wanted to thank Diane, Doug and the Mayor. Residents were stressing for a while about the sidewalk on Wilson Mills if it could be snowplowed.  They were able to get that done.  I appreciate it.  Thank you.

Council President Buckholtz asked, anyone else? There were no further comments.

ADJOURNMENT

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

The meeting adjourned at 9:24 p.m.  The next Council meeting is scheduled for Tuesday, February 17, 2015 at 8:00 p.m.