Council - February 22nd 2016

MINUTES OF THE REGULAR MEETING OF COUNCIL
Mayfield Village Civic Hall
Monday, February 22, 2016 - 8:00 p.m.

The Council of Mayfield Village met in Regular Session on Monday, February 22, 2016 at Mayfield Village Civic Hall. Council President Saponaro called the meeting to order at 8:05 p.m.

ROLL CALL:

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

Also Present: Mayor Bodnar, Mr. Wynne, Mr. Guidetti, Chief Edelman, Chief Carcioppolo, Mr. Metzung, Mr. Cappello, Mr. Thomas, Ms. Wolgamuth, Mr. Esborn and Mrs. Betsa

Absent:  Mr. Marrie and Mr. Marrelli

The Pledge of Allegiance to the Flag was given.

OPEN PORTION:

For Public Comment (3-minute limit imposed by Chair).
There were no comments.

CONSIDERATION OF MINUTES:

Regular Council Meeting: January 19th, 2016

Dr. Parker, seconded by Mr. Jerome, made a motion to approve the minutes as written.

ROLL CALL:

AYES: All
NAYS: None

Motion Carried. January 19, 2016 Minutes Approved.

COMMENTS FROM MAYOR BODNAR:

Mayor Bodnar stated, I wanted to let everyone know that we are working on finalizing the budget for 2016. It’s pretty much in order but still has a little bit of tweaking. I have met with most Department Heads individually to get a baseline of the work all of their departments are doing and how they go about doing it and also to begin to explore ways that their department and we as a Village can improve the work we are currently doing.

I have a little assignment for Council and everyone here tonight. We are looking at putting some additional lighting in the parking lot adjacent to us. I would ask all of you on your way out tonight to look around and see what you think about the current lighting situation and get back to us tomorrow if you think we can use some more lights and where you think we should place them.

COMMENTS FROM COUNCIL PRESIDENT SAPONARO

Council President Saponaro stated, I am going to wait until the end of the meeting for my comments except for one which is on the agenda today is a repealing of Ordinance No. 2015-24. We will go into more detail on it as we get to that. That was an ordinance that was passed at the last meeting of 2015. I ask that this would go back to Ordinance Review and then come back to the floor to have a discussion and then vote on repealing it.

DEPARTMENT HEAD REPORTS:

Diane Wolgamuth (Administration) - Ms. Wolgamuth stated, the Community Room Committee has finalized the furniture, fixtures and equipment package. That will be advertised for bid starting this week. It will be in the paper for two weeks. We have scheduled a bid opening for March 16th. If all goes well, I will put it on the Caucus agenda for March and it will be ready to be voted on at the Regular Meeting.

Mr. Jerome asked, is there going to be any type of hardhat tour at all?

Ms. Wolgamuth replied, I have not scheduled one, but if you would like to, I can certainly ask them.

John Marrelli (Building)

  • Architectural Review Board
  • Board of Appeals

There was no report.

Mary Betsa (Council) - Mrs. Betsa stated, per the General Election, revisions were made to the Mayfield Village Charter. The Law Department has reviewed the revisions. It has been finalized. All of Council should have received a copy this evening. Pursuant to Section 9 of Article XII, every resident who would like a copy of it can contact me and I will make sure they receive a copy.

I have also forwarded information on a Newly-Elected Officials’ Training. This is a free training and will be held on Friday, March 4th and Saturday, March 5th. It is run by Cuyahoga County. It is not just for newly-elected. It’s for Council, Mayor and support staff who are interested in attending. Let me know if you would like me to sign you up.

Mr. Jerome asked, could you give a quick explanation for those in the audience with the Charter change on the distribution of the Charters? Before, the Charter stated that every resident had to get one mailed to them.

Mrs. Betsa stated, Charter Review Commission discussed this in detail. The amendment was to change the distribution to every resident and provide them with a copy on request as a part of going green. Copies are also available in Administration and on the website. If anyone in the audience would like a copy, let me know and I will send one to you.

Council President Saponaro stated, Mary Beth’s e-mail and direct dial number is at the bottom of your agenda if you need to get a hold of her.

Tom Cappello (Engineer) – Mr. Cappello reported, on Friday the 19th, we opened bids for the 2016 Road Program. We had 5 bidders. The low bid was $873,249.20. That was Chagrin Valley Paving, LLC. My estimate was $900,000. It is recommended for approval.

Ronald Wynne (Finance) – Mr. Wynne reported, our annual audit started today. The CPA firm came in and will probably be on-site for the next couple of weeks working on our year-end financial statements.

Chief Eugene Carcioppolo (Fire) – There was no report.

Mark Guidetti (Legal) – There was no report.

William Thomas (Parks and Recreation) – Mr. Thomas reported, we just finalized the Spring/Summer brochure. It will go to the printer tomorrow. I wanted to mention we have as part of our persons with disabilities program a Special Olympics Program. We offer track and field and bowling. This past November, we were approached by Gilmour Academy to sponsor a basketball team. Gilmour has wonderful facilities. We used their facilities. The Varsity Basketball Coach with his other assistants as well as the Varsity Basketball team worked with our individuals 15-40 years and older. It’s wonderful. We also wanted to thank Hillcrest Rotary and Kiwanis Club. They financially support the Special Olympics Program. I also left on the table an overview of our membership to Wildcat Sport and Fitness. What’s interesting is the bottom totals. We went from 50,294 to 64,208.   This is just membership. We have other programs we offer at Wildcat. We probably are well over 125,000 people that come through Wildcat Sport and Fitness each year. It also breaks down our membership as far as the community. Mayfield Village has 369, which is 10%. It obviously gets higher for the communities like Mayfield Heights and Highland Heights because of their population. We also break it down by age and total membership and family membership as well. It is a great overview of what we do at Wildcat Sport and Fitness.

With regard to the Senior report, the next Community Partnership on Aging Lunch and Movie is Wednesday, March 9th. The Martian is going to be shown. The March Foot Clinics will be on Friday the 11th and the 25th. Volunteers from AARP will be preparing tax returns. They held it today and will also hold them on March 21st, April 11th. Today’s and March 21st’s are completely booked. A Valentine’s Party for the Card Group was held on February 9th. This was their annual party.

Ted Esborn (Planning) – Mr. Esborn reported, some of you may have seen in the news earlier this month that the Freedonia Group on Beta Drive was acquired by a company called Marketresearch.com. The Freedonia Group is a company that we entered into a retention incentive agreement with last year. Freedonia negotiated into our agreement with them that if they were acquired, the company acquiring them could be assigned the rights under the agreement as long as that company continued to operate where Freedonia was, doing what Freedonia did. I talked to the CEO of Freedonia who indicated that there is no reason to believe that income tax generation at the location will go down as a result of the merger. In fact, there may be some opportunities for more personnel because of the merger.

Chief Richard Edelman (Police) - Chief Edelman reported, yesterday the Police Department held another Concealed Carry Class and Handgun Safety here in Civic Hall. We had 15 in attendance. Everyone passed. It was a good exchange. Our Prosecutor was here to help us to explain some of the legal aspects. We had a lot of positive comments about it.

Secondly, originally one of the items on the agenda tonight was to discuss the intersection at SOM and Sandalwood. I asked that be taken off the agenda tonight only so that I could get some additional information from the Traffic Engineer. There are some aspects to this that I just did not feel comfortable with until I had a chance to discuss this more with the engineer. I just wanted to vet this a little more thoroughly before I could give my endorsement to Council on this whole project. I am not trying to put the brakes on this at all. I just wanted to make sure I understood fully that this is right for the entire Village of Mayfield and not just for the schools. I wanted to have the opportunity to look at all the information thoroughly before I could recommend this to Council.

Douglas Metzung (Service) - Mr. Metzung reported, when we acquired the ODOT property, along with that property, they had three tanks for liquid de-icers. We gave away two of them to Highland Heights and kept the third. We have gotten that up and functioning and filled with calcium chloride. During the last real cold streak we were happy to apply some just to see how it worked. It is a tremendous tool that we will be able to use in the future. Not something we will use much of because it’s pretty potent stuff. We don’t need it very often, but when it gets down to the low teens and single digits and below, that’s a product that will save us and certainly make the roadways a lot better.

Council President Saponaro asked, any questions to any of the Department Heads? There were none.

Committee Reports:

Activities Committee – Mrs. Mills – Mrs. Mills reported, Activities met on January 13th. We discussed the past holiday events and reviewed the upcoming events. Mother’s Day Pancake Breakfast is May 10th; Cruise Night is June 13th and the Fireworks. Cruise Night and Fireworks will be moving to Parkview Drive along with the summer concerts that are usually held at the gazebo. Suggestions from this Committee have been referred to the Police and Fire Departments. Our next meeting is April 12th at 6:45 at the Civic Center.

Cemetery – Mrs. Mills – Mrs. Mills reported, all of the fees from the three communities have been paid in full.

Citizens Advisory Committee – Mr. Williams – Mr. Williams reported that the Committee met on January 25th. Mr. Bob Haycox was voted in as Chair. We had 16 members in attendance. We had a great collaborative discussion on policies for the new Community Room. There were a lot of suggestions and ideas. The next meeting is February 29th.

Commission on Aging - Mrs. Mills – Mrs. Mills reported, we met on January 14th. We discussed programs and trips offered. A special luncheon is planned on April 6th at the Community Room to learn about the various activities offered in the Village. The Senior Party is on April 8th at Noon at the Community Room. Community Partnership on Aging will have a Board meeting on February 29th at the South Euclid Community Room. That’s the new board that has been formed with representatives from the different communities. The only one I know about is Barbara Calamita who will represent Mayfield Heights. Do you know who it is for Mayfield Village?

Mr. Thomas replied, I don’t think they have anyone at this point.

Mrs. Mills stated, this Committee has been fluctuating back and forth. A meeting has been set. I will report after that. Diane will probably be talking to Stacy about it. Our next meeting is March 17th in the Community Room at 11:00 a.m.

Community Economic Development Committee - Mr. Saponaro – Council President Saponaro reported, we met this evening. We discussed Magnus Equipment. There is a Resolution on the agenda this evening for consideration to provide an Economic Development Incentive Program to their company to relocate here. They are currently working with the landlord. We also looked at 6655 Beta Drive. There was a collaborative effort between the two owners, Mayfran and the adjoining property to deal with a parking issue which was resolved through collaboration. Ted explained that to us as well. Our next meeting is scheduled for March 21st.

Drainage and Infrastructure - Mr. Jerome - Mr. Jerome reported, we met on February 1st. We discussed a couple projects open from last year. We talked about doing a working document of all of the projects we have done over the years, which ones we have finalized and which ones we are still working through, and which ones we have taken off of our committee’s agenda.

Finance Committee - Mr. Saponaro - Mr. Saponaro reported, we met this evening. All of the items on the agenda were recommended approved and are on this evening’s agenda.

Fire Department Dependent’s Fund - Mr. Marrie - There was no report.

Historical Society - Mrs. Mills - Mrs. Mills reported, our quilt is on display at the Lake Farmparks until the end of March. I have the honor of introducing our President, Al Muhle.

Al Muhle

I am from Chesterland. My daytime residence is 606 SOM Center Road which is the Historical House. Mayor Bodnar, Members of Council, on behalf of the entire membership of the Historical Society, I thank you again for your contribution to our organization.

I figured it out the other day from the contributions by the three communities, 91% of that money goes to the maintenance and upkeep of the Historical House and also for some expenditures we have for the children which we have just started again two weeks ago. Center School children came through.

Our other income that we get is from our quilt raffle and from the Fall raffle. They are both sell outs. Our ice cream social is successful. We could not get any more people in the pavilion for the ice cream and into the House afterwards. This year, because it’s our 40th Anniversary, we are going to have some type of an open house and some type of display at the Ice Cream Social. It may be in book form with information from when the House was moved up to date.

The last thing I have here came to us last week. It might be of interest to you. David Fisher, one of the grandsons of the Fisher family of Fisher Tavern put together a book with his cousins on their grandparents all the way down to the present day. I read it last week. It’s very very interesting. It’s about almost all of the businesses here in Mayfield Village, how they started, how they worked. David did a terrific job on this book. There’s a lot of American history in here. He brings American history into how Mayfield Village came about. It tells about Thornapple when his grandfather built the pond down there and the house and the first section of Thornapple by the bend down to Meadowood. Don Fisher lived on Glenview. There were only 4 homes at the time. It’s a fine reading book. It costs $30.00. We don’t have it anywhere on sale. I am going to take the responsibility of getting books to anyone I can out. We are going to buy some of these books. Whoever wants one, I will get it to you. I got this one from the Library. That Library is a very busy place up there. There’s a lot of information people come to ask about, like the Union Cemetery and other things.

Thanks again for your support for your organization. We thoroughly enjoy it.

Council President Saponaro thanked Mr. Muhle. We really appreciate it.

Mayor Bodnar stated, Mr. Muhle, on behalf of myself and the Administration and everyone who lives in Mayfield Village, thank you for telling us about the book tonight, but also, it’s us who owe you a great debt of thanks for all of the hard work you do for the Historical House. You provide not just children, but adults in the area with a fun living history of our particular area. We appreciate that very much.

Hillcrest Council of Councils - Mr. Jerome – Mr. Jerome reported, Hillcrest Council of Council has not met. Patsy, do you have any updates on the next meeting?

Mrs. Mills replied, we were talking about a meeting in April. I will keep you posted.

Mr. Jerome added, there’s another report that I would like to give and maybe we can put it on the agenda when there is a report. I attended the Northeast Ohio City Council Association Annual Meeting. The topic was planning for strong public safe initiatives. It was a great event. I met a lot of Council from around Cuyahoga County and outlying counties. The speakers were Frank Bova, a former Sheriff and currently the Chief of Community Safety and Protection, Duane Deskins, who is an Assistant Prosecutor with the Cuyahoga County Juvenile Justice Division, Edward Kraus, the Director of Regional Collaboration for the County and Sheriff Clifford Pinkney, a 25 year veteran of the Sheriff’s Department. They discussed great work the County is dong and how they are going to try to help municipalities in Cuyahoga County.

Information & Technology - Mr. Marquardt – There was no meeting. There is no report.

Ordinance Review Committee - Mr. Marquardt - Mr. Marquardt reported, Ordinance Review met on February 9th. We had 4 items on the agenda. Two of them were on stormwater management control and the second one was sediment control. These items are on the agenda for review. They will be settled by the end of the year. There were two other items. One had to do with last year’s passage of Ordinance 2015-24. Joe updated Council on this. The last item had to do with a change on the Drainage and Infrastructure Committee. It was not really clear to us exactly what was needed on that. We held off until we received more information.

Council President Saponaro stated, let us know who you need the information from.

Mr. Marquardt stated, it was just unclear as to what was required of Ordinance Review.

Council President Saponaro stated, the funding of the Committee had a particular amount. Our engineer talked to us about it. There are some years we don’t need it, and some we do. So instead of it being $25,000 and then having to up that or go outside of that limit, it would be approved as part of a budget.

Mr. Marquardt stated, there were no expenditures close to that on the Committee.

Council President Saponaro asked, didn’t we go over it last year?

Mr. Metzung replied, had we done the projects that were approved we would have then gone over.

Mr. Marquardt asked, so what’s the number?

Council President Saponaro stated, whatever the upcoming budget would be, that would be approved by Council as a whole instead of that Committee. We will get more information.

Mr. Jerome stated, basically we have built into the ordinance that we need to budget $25,000 a year for these specific projects. My question was is that enough money? I think we talked about it. A lot of it is going to be outside of our purview.

Council President Saponaro stated, we don’t know exactly.

Mr. Jerome stated, maybe it’s better to keep it as it is.

Council President Saponaro stated, or keep it away from that dollar amount and approve it through the budget process.

Mr. Marquardt stated, there was only one year where it went to $25,000.

Mr. Metzung stated, we had one year where it went way over. Typically, we don’t go over $25,000.

Council President Saponaro stated, I don’t think this is a pressing issue, but I think you need to get more information and then your Committee can make a determination of what your recommendation is and then we can go from there.

Planning and Zoning - Mr. Marquardt - Mr. Marquardt reported, Planning and Zoning met on February 18th. Premier Development Partners was on the agenda. It will be discussed at the next meeting on March 7th.

Records Commission - Mrs. Mills – Mrs. Mills reported Records Commission met February 17th. Jean Vitek was elected Chair. Marjorie Comella is the new member replacing Nancy Plastine. Off-site storage was discussed. Retention schedules have been revised. We discussed public records requests. Shred Day is May 14th from 9-12 at the Civic Center. House Bill 9 Training is May 27th in Reserve Hall from 10-1:15. The next meeting is April 13th at Noon at the Civic Center.

Recreation Board - Mr. Marrie - Mr. Thomas reported in Mr. Marrie’s absence. We met on Wednesday, February 17th. We discussed the Easter Party and Egg Hunt that will be held on March 19th. We are always looking for volunteers. The Debbie Hudacko Scholarship Interviews will be held on Wednesday, April 13th at 7:00 p.m. Three Recreation Board members volunteered for this. Mayfield Village Summer Camp replaces the former Sports N More Camp. We have a new camp director this year. We are going from 5 to 8 weeks. Parents can sign up for 2 week sessions instead of the entire camp to give flexibility. It will be held at the new Parkview Softball Field Pavilion. The next meeting is Wednesday, March 16th.

Mr. Jerome added, with the new summer camp, they are meeting at the Softball Pavilion. There was a good amount of discussion on parking, dropping off and picking up. We discussed using the softball parking lot and the need for paving.

Mr. Thomas stated, there will be discussion on that at the Department Head meeting tomorrow. There was more concern for safety and moving it down in case the pool parking lot was busy on hot days.

Safety and Service - Mr. Marrie – There was no report.

Sewer Liaison - Mr. Jerome – There was no report.

The Grove Committee - Mr. Jerome - Mr. Jerome reported, The Grove Committee will meet tomorrow at 7:00 p.m.   There will be an update on infrastructure improvements. We will be discussing the 2016 season schedule and the budget requests that go along with that. Also, Rosenberg Advertising, the company that worked with us last year, has prepared another proposal for marketing and mailings. We discussed use of the concession trailer and the 2016 summer staffing. We had an intern last year who was our point person during the day and attended all of the events to make sure everything was running smooth.

Wage Review - Mr. Saponaro – There was no report.

OLD BUSINESS:

  • Resolution No. 2016-07, entitled “A Resolution in support of offering an economic development incentive program grant to Magnus Equipment, LLC and declaring an emergency.” Introduced by Mayor Bodnar and Council as a Whole.

Mrs. Mills, seconded by Mr. Jerome, made a motion to adopt Resolution No. 2016-07.

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

ROLL CALL:

AYES: All
NAYS: None

Motion Carried. Resolution Adopted.

NEW BUSINESS:

  • Motion to authorize expenditure in the amount of $37,590 to Community Partnership on Aging for renewal of Senior Services for 2016.

Mrs. Mills, seconded by Mr. Jerome, made a motion to authorize expenditure in the amount of $37,590 to Community Partnership on Aging for renewal of Senior Services for 2016.

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

ROLL CALL:

AYES: All
NAYS: None

Motion Carried. Expenditure Approved.

  • Motion to authorize sale of property located at 6827 Thornapple Drive, Mayfield Village, Ohio, through the retention of a realtor.

Mrs. Mills, seconded by Mr. Jerome, made a motion to authorize sale of property located at 6827 Thornapple Drive, Mayfield Village, Ohio, through the retention of a realtor.

Council President Saponaro asked, any discussion?

Dr. Parker asked, when will we know exactly who that realtor will be?

Council President Saponaro replied, we already have the realtor.

Dr. Parker asked, who is it?

Mr. Wynne replied, a Mayfield Village resident that works for Howard Hanna here in town.

Dr. Parker stated, I just wanted to make sure if we could possibly have a Village represent us. That would be the best thing for us.

ROLL CALL:

AYES: All
NAYS: None

Motion Carried. Sale of Property located at 6827 Thornapple Authorized.

  • Motion to authorize the retention of a real estate agent from Howard Hanna and authorizing an expenditure in an amount equal to and for the customary realtor’s commission and closing costs in connection with the sale of the real property owned by the Village and located at 6827 Thornapple Drive in Mayfield Village, Ohio.

Mrs. Mills, seconded by Mr. Jerome, made a motion to authorize the retention of a real estate agent from Howard Hanna and authorizing an expenditure in an amount equal to and for the customary realtor’s commission and closing costs in connection with the sale of the real property owned by the Village and located at 6827 Thornapple Drive in Mayfield Village, Ohio.

Council President Saponaro asked, any discussion?

Mr. Jerome asked, we did an appraisal of the property last year and the numbers were $140,000? And the realtor came in and their original estimate was about $160,000?

Mr. Wynne replied, the recommended listing price is $164,900.

Mr. Jerome asked, do we have any idea what the customary realtor’s commission cost is going to be?

Mr. Wynne replied, 7%.

Mr. Jerome asked, plus closing costs?

Mr. Wynne replied, yes.

Mr. Jerome stated, we felt we didn’t want to have to deal with it in-house because who is going to go in there and show this house? Also, if it went to an auction, we might not get a good amount. So it is worth seeking a realtor if Council approves to move forward with this.

Council President Saponaro asked, any other questions, comments or discussion? There was none.

ROLL CALL:

AYES: All
NAYS: None

Motion Carried. Retention of Realtor Authorized. Expenditure Approved

  • Motion to authorize expenditure in the amount of $90,000 to Bureau of Workers’ Compensation for yearly assessment.

Mrs. Mills, seconded by Dr. Parker, made a motion to authorize expenditure in the amount of $90,000 to Bureau of Workers’ Compensation for yearly assessment.

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

ROLL CALL:

AYES: All
NAYS: None

Motion Carried. Expenditure Approved.

  • Motion to authorize entering into 2016 Maintenance Contract with Comfort Control Systems for HVAC maintenance at the police station and to authorize expenditure in the amount of $1989 for same.

Mrs. Mills, seconded by Mr. Jerome, made a motion to authorize entering into 2016 Maintenance Contract with Comfort Control Systems for HVAC maintenance at the police station and to authorize expenditure in the amount of $1989 for same.

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

ROLL CALL:

AYES: All
NAYS: None

Motion Carried. Maintenance Contract Authorized. Expenditure Approved.

  • Motion to authorize expenditure in the amount of $6,700 to SA Communale for 5 year internal investigation – Fire Department, 5 year internal investigation – Police Department and annual sprinkler inspections at Fire Department, Civic Center, Service Department and Police Department.

Mrs. Mills, seconded by Mr. Jerome, made a motion to authorize expenditure in the amount of $6,700 to SA Communale for 5 year internal investigation – Fire Department, 5 year internal investigation – Police Department and annual sprinkler inspections at Fire Department, Civic Center, Service Department and Police Department.

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

ROLL CALL:

AYES: All
NAYS: None

Motion Carried. Expenditure Approved.

  • Motion to authorize expenditure in the amount of $7,199.88 to North American Rescue for Rescue Task Force Personal Protective Equipment.

Mrs. Mills, seconded by Dr. Parker, made a motion to authorize expenditure in the amount of $7,199.88 to North American Rescue for Rescue Task Force Personal Protective Equipment.

Council President Saponaro asked, any discussion? We are looking for a grant. If the grant is successful, we can reimburse for the amount.

Chief Carcioppolo clarified, it’s a non-reimbursable grant. The grant will be awarded in May if we receive it. I would like you to vote on the total amount in the event we do not receive the grant. This is the second grant we applied for. The first one we were unsuccessful. If you approve this amount, I would like to purchase three sets of the gear now so that we can begin training now and then if the grant is received, we will use the grant money to purchase the rest at no cost to us or if we don’t get the grant, we will purchase the equipment. The expenditure is for 6 total sets.

ROLL CALL:

AYES: All
NAYS: None

Motion Carried. Expenditure Approved.

  • Motion to authorize acceptance of bid in the amount of $1,295 from Patrick Palmieri for 2003 Ford Van, VIN No. 1FTNS24273HA93063.

Mrs. Mills, seconded by Mr. Jerome, made a motion to authorize acceptance of bid in the amount of $1,295 from Patrick Palmieri for 2003 Ford Van, VIN No. 1FTNS24273HA93063.

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

ROLL CALL:

AYES: All
NAYS: None

Motion Carried. Bid Accepted.

  • Motion to authorize acceptance of the bid from Chagrin Valley Paving, LLC in the amount of $873,249.20 for 2016 Road Program.

Mrs. Mills, seconded by Mr. Jerome, made a motion to authorize acceptance of the bid from Chagrin Valley Paving, LLC in the amount of $873,249.20 for 2016 Road Program.

Council President Saponaro asked, any discussion? This is part of Mr. Cappello’s report.

Mr. Jerome asked, can you give a short explanation of what this will cover?

Mr. Cappello replied, the main part of this project is Hickory Hill Drive, Blueberry Circle, Woodbine Circle and Oakton Circle. We did that back in 2000. It was originally a concrete street. We ground the gutter. We repaired the concrete base and put back an asphalt overlay. It lasted for 16 years. It’s in pretty good shape. We are happy with it. We will do it again. We are also doing North Commons. We need to widen the road a little bit by approximately 5 feet. This will provide better parking to be used for The Grove and overflow for the pool. We are doing The Grove access drive off of SOM Center Road. Right now it is just a gravel drive. This will help the performers for their equipment and parking. It will be an asphalt drive and a new concrete apron at the street. There is also some concrete walk that will extend to this driveway. We are removing a portion of the grass median on SOM Center Road and putting in replacement of concrete to provide a left turn lane for the public library across from Hickory Hill. The salt storage annex, the old ODOT garage, we are going to be milling that existing asphalt surface and resurfacing it. It is in bad shape. It needs to be done. The small trail replacement by the soccer field is the path that goes from the pool parking area to the center of the softball fields. We will be reconstructing that.

Mr. Jerome asked, there was a section of the trail that was done next to Beta that was starting to cave in between the two buildings. Has that ever been fixed?

Mr. Cappello replied, that was fixed.

ROLL CALL:

AYES: All
NAYS: None

Motion Carried. Expenditure Approved.

  • Motion to authorize expenditure in an amount not to exceed $10,000 to Bright Idea Shops for picnic tables for new shelter.

Mrs. Mills, seconded by Dr. Parker, made a motion to authorize expenditure in an amount not to exceed $10,000 to Bright Idea Shops for picnic tables for new shelter.

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

ROLL CALL:

AYES: All
NAYS: None

Motion Carried. Expenditure Approved.

  • Motion to acknowledge receipt of financial reports for January 2016 and to approve of same as submitted.

Mrs. Mills, seconded by Dr. Parker, made a motion to acknowledge receipt of financial reports for January 2016 and to approve of same as submitted.

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

ROLL CALL:

AYES: All
NAYS: None

Motion Carried. Receipt of Financial Reports for January 2016 Acknowledged and Approved.

  • First Reading of Ordinance No. 2016-02, entitled, “An Emergency Ordinance amending Chapter 1335 of the Village’s Codified Ordinances adopting the International Property Maintenance Code, 2015 Edition.” Introduced by Mayor Bodnar and Council as a Whole.

Ordinance No. 2016-02 was left on First Read.

  • First Reading of Ordinance No. 2016-03, entitled, “An Emergency Ordinance appropriating funds for current expenses and expenditures for Mayfield Village, Ohio for the period from January 1, 2016 and ending December 31, 2016 and declaring an emergency.” Introduced by Mayor Bodnar and Council as a Whole.

Ordinance No. 2016-03 was left on First Read.

  • First Reading of Ordinance No. 2016-04, entitled, “An Emergency Ordinance amending Exhibit “1” to Village Ordinance Number 2014-11 as to the position of the IT Coordinator.” Introduced by Mayor Bodnar and Council as a Whole.

Ordinance No. 2016-04 was left on First Read.

  • First Reading of Ordinance No. 2016-05, entitled, “An Emergency Ordinance repealing Village Ordinance Number 2015-24 relative to the composition of the Drainage and Infrastructure Committee.” Introduced by Mayor Bodnar and Council as a Whole.

Ordinance No. 2016-05 was left on First Read.

Council President Saponaro stated, at the December meeting, we voted to change the make-up of the committee to not require At-Large Council but to allow any Council member to serve on the Committee. That should not have gone to the floor. It was not approved by Ordinance Review. Council is now looking to repeal it. We will have further discussion on this at Caucus.

ANY OTHER MATTERS:

  • Council Committee Assignments

Council President Saponaro referred to the draft adjustments. The floor was opened for discussion.

Mr. Jerome asked, should the members of Safety and Service be different from the Finance Committee?

Council President Saponaro replied no. These Committees should be treated separately. Safety and Service meets to discuss justification of the need for the item relative to service and safety to the residents and community. Then, Finance meets to discuss the expenditure for the item.

Mr. Jerome asked, should the IT Committee’s be expanded to reviewing the Village’s role in green infrastructure and energy efficient processes?

Council President Saponaro stated, we can look at that. We have to abide by the Committee’s structure and defer to the Mayor and Administration to see if that is something they would take on and bring to us as Council. Are there any other comments? There were none.

Council President Saponaro stated, if there are no further comments, the adjustments will be the Committee assignments for 2016.

  • Standing Rules

Council President Saponaro opened the floor for discussion. These proposed rules will assist in how we want to govern ourselves.

Mr. Marquardt raised concerns about the language relative to quorum requirements and the language concerning attendance by Council members at meetings.

Council President Saponaro stated, we can govern ourselves any way that we want to, but we want to make sure we are all present. We should have some sort of self-governance. It does not have to exactly be there.

Dr. Parker stated, this issue has come up in the past. We may be overstepping our jurisdiction on this.

Mrs. Mills stated, it used to be in the Charter.

Council President Saponaro stated, we don’t have anything in the Charter on it now.

Mr. Guidetti replied, the Charter provides that Council can regulate the conduct of its own members. Part of it is you do have the ability to promulgate rules and regulations for Council. Of course you are also subject to the voters.

Council President Saponaro stated, these Rules were drafted from language in the Charter, Codified Ordinances and samples from other municipalities. Do we want to regulate in any way?

Mr. Williams stated, I did like the idea of accountability, but I appreciate the argument that it is a voter perspective as well.

Council President Saponaro stated, with regard to the language on Council absence, voters in a particular ward or area are not necessarily at these meetings, and some do not read the Minutes, but they are expecting each of us to fulfill our duties. If anyone has any other suggestions for revision, let me know. But we should have something in here, it could be as generic or specific as we want it to be. I welcome opinions and suggestions.

Mr. Marquardt referred to the language concerning Chairman and Vice-Chairman on any committee.

Council President Saponaro explained, that would be if someone is absent, then someone else takes it over so the meeting continues to run.

Council President Saponaro dismissed Department Heads from the meeting. You can stay or you can go.

Mayor Bodnar asked for copies of the proposed Standing Rules and Committee assignments for herself, the Law Department and Administration. Council President Saponaro will provide copies.

Council President Saponaro stated, these Rules were drafted based upon individual conversations with Council. They are self-governing. We do not have to have them. They do not conflict with the Charter and Ordinances. They are a draft for your review, discussion and revision. We should have rules that we govern ourselves by. We can table this item for individual discussion.

Mr. Williams stated, this is a two-step process, the first one being, do we want rules?

Dr. Parker stated, I think this is a very good. The idea of us talking amongst ourselves and discussing it with you is good.   We can then discuss it at Caucus.

Mr. Jerome stated, some of these rules exist now in the Charter or in an Ordinance.

Council President Saponaro stated, portions of it.

Mr. Jerome stated, we need to see what is in there and what’s not in there.

Council President Saponaro stated, we have to go back to what George said, do we want these? I will talk to Tommy, but if everyone wants to mull this over and let me know your thoughts, that’s fine. We can then take it from there and see how we want to proceed.

Mr. Williams asked, are there current standing rules now?

Council President Saponaro stated, there are rules within the Charter and Ordinances, but there is not a document that has everything all together.

Mr. Williams asked, some references are based on the Charter?

Mr. Guidetti replied, the Charter has more broad adaptability. I have not read this draft, but I am assuming it is more specific and governs specific scenarios that the Charter or Ordinances do not go into that much detail.

Mr. Williams gave an example of the Committee assignments. They are made up before the voting in of Council President.

Council President Saponaro agreed. The way it should be is Council President gets voted in and he makes the Council Committee assignments after he has had an opportunity to discuss them individually with each Council member. That makes more sense.

Mrs. Mills stated, with regard to the standing rules, organizations that I belong to have standing rules. We try to live by those standing rules mainly because standing rules can be changed as a group.

Mr. Williams referred to the Term Expiration List which was prepared listing Council Committees and members of those Committees.

Mr. Guidetti stated, there is some difference between a Council Committee and a Committee discussed elsewhere in the Ordinance in some scenarios. That may be part of the discrepancy.

Mr. Jerome stated, we were so used to doing it the old way. Moving forward, Committee assignments should move forward through the end of the year and once the new Council President is elected or re-elected, they may change, they may stay the same.

Dr. Parker stated, there will be a transition point where they stay the same during the beginning of the year.

Council President Saponaro stated, it is important to give all of Council a choice as to which Committees they wish to sit on. The Council President for that year should go to each Council member individually after the organizational meeting.

Dr. Parker stated, because we had the same Council President so many years in a row, he would talk to us in December and find out what Committee we wished to serve on and make the decision based on those discussions. In reality, it should be a decision made by the current Council President.

Council President Saponaro agreed.   I will talk to everyone individually about the Rules and Assignments.

Mr. Jerome stated, if someone cannot attend a Council meeting or is running late, they should either call you or Mary Beth as the point person.

Council President Saponaro stated, Mary Beth is the point person that we all should contact.

Mr. Jerome mentioned transcription of Minutes and the format for same for consistency. It would be nice if there were rules on the transcription of Minutes.

Dr. Parker stated, it depends on who is there. If there are certain Committees we feel is essential to have recordkeeping, we should have Mary Beth or Debbie Garbo there. There are other Committees where there is not a need for that.

Council President Saponaro referred to the detailed Minutes of Citizen’s Advisory.

Ms. Wolgamuth replied, I do narrative style. I do not do verbatim. Mary Beth does verbatim for Council meetings. But when it’s an advisory committee, that level of detail is not necessary.

Mr. Jerome clarified, no I am talking about the formatting, not the actual transcription. A standard template.

Mayor Bodnar asked, are there any particular ones you are concerned about?

Mr. Jerome replied, I like consistency. It would be good to have them formatted similarly.

Council President Saponaro stated, maybe that is something that can be discussed in department meetings.

Council President Saponaro asked, are there any other questions? There were none.

ADJOURNMENT

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

The meeting adjourned at 9:35 p.m. The next Council meeting is scheduled for Monday, March 21, 2016 at 8:00 p.m.