Caucus - June 2nd 2014

MINUTES OF A COUNCIL CAUCUS
Monday, June 2, 2014 at 8:00 p.m.
Mayfield Village Civic Hall

The Council of Mayfield Village met in Caucus Session on Monday, June 2, 2014.  Council President Buckholtz called the meeting to order at 8:00 p.m. 

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ROLL CALL:            

Present: Mr. Buckholtz, Mr. Jerome, Mr. Marquardt, Mr. Marrie, Mrs. Mills and Dr. Parker                                           

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

Absent: None

MAYOR:

Mayor Rinker reminded everyone that on June 9th, there is a neighborhood meeting scheduled for sewer conversions which is always thrilling to behold.

ADMINISTRATION:

Installation of transformers at The Grove (First Energy – additional $3,600.20)

Ms. Wolgamuth reported, John Marrelli and I provided a memorandum about The Grove Electrical. For an additional $3,600, First Energy will come out to install the transformers on a Saturday. They can schedule it on June 7th.  John has spoken to Shannon Electric who is working at the site. They assure us they will be ready.

Council President Buckholtz asked, is that ahead of schedule, on schedule?

Mr. Marrelli replied, ahead of schedule.

Ms. Wolgamuth continued, it’s on the Special Meeting agenda this evening so if we receive approval, we can tell them to go ahead.

Volunteer Appreciation Event (not to exceed $7,500)

Ms. Wolgamuth stated, this is just our annual event. The last five years we have had it at the pool. We talked about holding it at The Grove.  I just don’t feel that we are ready. We don’t have enough infrastructure.  Mrs. Mills and I spoke about it and she was concerned that since a lot of the people are elderly, having to go to the pool to go to the restrooms could be difficult.  I would still like to do it there in the future, but this year we are looking at maybe moving it indoors and having it at the Hilton Garden Conference Center. I am asking for the usual budget. We will work with that.

Server backup and disaster recovery device (All Covered - $3,750 plus $570/month)

Ms. Wolgamuth deferred to Mr. Wynne on this item.

Mr. Wynne reported, we currently pay $805 a month to rent a back-up server.  That includes the cost of the disaster recovery and storage of all of the data.  Our agreement is up. They presented us with two options for renewal.  One would be to double the amount of storage capacity for our data and the price would drop from $805 a month to $750 a month. That would still be a situation where we rent the server. The second option would be to go to $570 a month for the same storage capacity, but we buy the server and it’s on us. If we did that the payback on us buying the server would be about 16 months. After that, the savings would be increased. Right now, Jeff Thomas and I are leaning towards option 2 because of the long-term savings.  The back-up server we currently have has lasted 6 years, but the liability of doing so is that it is our server versus theirs and if something happens to it, it’s on us.  Jeff and I still have to talk about it, but we are leaning towards option 2 where we would buy the server for $3,700.  The payback over the monthly savings would be about 16 months. After that, the savings would be a lot greater, but you run the risk of that is your piece of equipment if something goes wrong with it versus being on them.

Council President Buckholtz asked, what is the disaster recovery plan?  Do we save everything off-site?

Mr. Wynne replied, yes.  Here and off-site.

Council President Buckholtz stated, that sounds like a good way to go. Any comments, questions?  There were none.

FINANCE:

Workers’ Compensation Pooled Rating Program 2015 Enrollment Fee (Comp Management, Inc. - $5,830)

Mr. Wynne reported, this is our annual premium to CompManagement to be part of the Ohio Municipal League’s Workers’ Compensation pooled rating program. It’s based upon experience as well as payroll dollars.  Last year, it was $5,660. This year, it’s $5,830 mainly because of an increase in payroll dollars from last year to this year..

$1,900,000 Various Purpose Improvement Notes, Series 2013

Mr. Wynne reported, the Various Purpose Improvement Notes expire on August 31st at which time we pay down on those and roll over a portion of it. We are budgeted to pay down $500,000.  Council last year in the budgeting process requested, and we did so, put $300,000 into the Bond Retirement Fund just to have available for future debt pay downs.  It might make sense instead of paying down $500,000 this year to use that $300,000 seeing as it is just sitting there, and pay down $800,000 against the $1.9 million and roll over a Note for $1.1 million. That will all be coming up in the next month or two because it has to all take place by August 31st

Council President Buckholtz asked, is this one of the debt instruments that we typically talk about that we can’t pay down in midstream?

Mr. Wynne replied, it’s there for one year at a time.  Once we sell it at the end of August, we can’t pay down on it before the year expires.  Our other instruments like our bonds, there’s a call date on the bond structure. We are not allowed to pre-pay any bond payments until that call date ends which is the end of 2014.

Council President Buckholtz asked, because the purchasers are counting on the return on their investment?

Mr. Wynne replied, right.  These Notes are the one vehicle we have a lot of flexibility on how much we want to pay down or not pay down versus the other one which is somewhat limited and not as flexible.

Council President Buckholtz asked, did this run through Finance tonight?

Mr. Marquardt replied, it went through.  It’s just introductory.  We are not going to complain if you pay more down.

Council President Buckholtz asked, anything else?  There was nothing further.

POLICE DEPARTMENT:

In-car video system for police department cars (Northcoast Two-Way Radio, Inc. – not to exceed $52,123.15)

Chief Edelman stated, I am seeking approval from Council to purchase a replacement in-car video system for my patrol cars. The current units we have are about 9 years old and are in continual need of repair and maintenance.  It’s just not worth keeping them up to speed any more.  This system came in below what we budgeted originally.  It’s also right at State bid pricing.  It includes 7 units for the individual cars and a server which would be at the police station. Cars would automatically upload video into the server when they return to the station.

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

FIRE DEPARTMENT:

Replacement of Fire truck (Eone – price TBA or Rosenbauer - $465,397 estimated)

Chief Carcioppolo stated, we are looking to replace at 1989 Class A pumper and 1997 rescue engine with one vehicle. Currently, the mechanical condition of the 1989 engine requires a very large quantity of maintenance in order to fix some of the things.  However some of the repairs really can’t be made.  It needs anti-lock brakes.  It does not have those. There was $450,000 budgeted for this capital expenditure. We received less on trade-in value for both vehicles than we had expected.  That’s why it’s at $478,000 as a net price. The features it has are a little different than in the past because it is predominantly used for motor vehicle accidents.  This has what is called a top mount phone so you actually stand on top of the vehicle to operate the pump. For vehicle accidents, it keeps our pump operators not standing in the street, but on top of the vehicle. We would also be reducing our fleet size to have two large fire apparatus instead of multiple engines so we can utilize our bays as drive through bays as intended. 

Chief Carcioppolo continued, we started with four vendors.  I narrowed down our selection to the Rosenbauer and EOne based on the warranties provided by those manufacturers which exceed the other ones by a substantial amount. 

Mr. Marquardt asked, do you have a chance to sell the other trucks outright?

Chief Carcioppolo replied, I have looked at that.  I have asked the trade-in company. They flew people out from Alabama to look at our vehicles and took pictures.  Trying to sell it outright on our own, we have to contend with mechanical issues on one and its age and the fact that it does not comply with NFPA standards.  It has a market for a very limited group of people such as a volunteer organization that makes its money from pancake breakfasts and spaghetti dinners and can’t afford to buy anything else.  However, if we try to sell them outright we run the risk of not selling them and being struck with them.  We can try to do that. The trade-in company is allowing us to keep the rescue engine 614 until we took delivery of the new vehicle and they would permit us to keep the Class A pumper 611 for two months.  If they have a perspective buyer lined up, we would have to release it after two months.  In the event they don’t have a buyer, we would be allowed to use it until someone purchased it after 60 days.

Council President Buckholtz asked, is this trade in credit flexible?  In other words, if they have a buyer, could it be higher or this is the number?

Chief Carcioppolo replied, that’s the number they are willing to agree to. That took some finagling. 

Mr. Marquardt asked, how about a storage fee if they don’t sell the other one?

Chief Carcioppolo replied, we would use it until we took delivery of the other one. We would be having that benefit for our department.  We received ISO credit for it.

Mrs. Mills asked, what is the delivery date?

Chief Carcioppolo replied, they are estimating 270 days from the time of a signed contract.  It takes a while to build.

Council President Buckholtz asked, can you speak a little about going from two vehicles to one from a standpoint of what it saves in dollars? I know you talked about space in the station.  In terms of being able to go out and do your job effectively, you are losing a vehicle but at the same time you are saving insurance money, maintenance and fuel

Chief Carcioppolo replied, this vehicle is going to be very similar in driving characteristics to our ladder truck.  It’s not going to be like having one mini-pumper with a conventional cab and then having two other vehicles with cab over designs for driving. As far as the maintenance costs, I don’t have an accurate figure on what you are going to save on maintenance costs.  I can tell you that by combining our structural firefighting engine and our rescue engine into one vehicle, you’re going to be utilizing that vehicle more frequently, not just having it sit there.  In the even that you had one vehicle down for maintenance, this new engine could cover for the ladder truck and vice versa if one of them needed to be down for repairs.

Council President Buckholtz asked, any other comments?

Mr. Marrie replied, no.  It was discussed in Finance.

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

SERVICE DEPARTMENT:

Memorandum of understanding with Cuyahoga County Soil and Water Conservation District for help with Phase II Storm Water Permit

Mr. Metzung reported, this is part of our Phase II Storm Water program.  It will take care of when someone does construction work in the Village, build a house, or like Deacon’s, they are obligated to do a storm water plan. As part of that plan, the Village is required to inspect that once a month. That is what these people will do for us.    They will take care of the required paperwork and make us EPA complaint.  Post-construction will also take place. Once a year you have to go out and inspect their bmps when they have constructed a retention basin or a bio retention sell or something of that nature. They will go out once a year and inspect those and make recommendations for their maintenance. Should any need to be made, they make the recommendations for what needs to be done. They are full service for that part of the Phase II program. They will carry the weight, like when we go to Deacons and have to point out a storm water issue.  It’s nice to have an outside entity do that so you have a buffer.  We still have the enforcement obligation, but they will inspect for us.

Mr. Jerome stated, Mr. Dinardo brought up whether or not down the road we can charge the businesses a fee to do this.

Mr. Metzung replied, I think you would have to look into your building code structure.  It might be something you have to add.  I will leave that to Joe. We have things we charge people for when they hang a building permit. That could be something that could be added.

Mr. Jerome stated, hopefully this will save us some money and get us a better product in the long run.

Mayor Rinker stated, and the idea is you have a consistent methodology and will incentivize the builder.

Council President Buckholtz asked, this is a blanket permit for Mayfield Village?

Mr. Metzung stated, it’s our inspection arm. They will look at our history. We met with them today and went over how many construction projects we have this year and what we anticipate and how many post-construction items we have in the Village. They will base their fee on that.  If something happens and we have 10 more things come up, they won’t change that, but they will look at that next year and adjust according to the previous year history.

Crack sealant (DJL Materials - not to exceed $20,000)

Mr. Metzung reported, this is our once a year program we have done for several years where we purchase the material and they give us the machine to operate and put it down.  Typically we have ranged between $10,000-15,000 a year. We are going up to $20,000 this year. We are going to have to hit every neighborhood we have done in the last three years because of the winter.  We want to get in there and get those done.

Council President Buckholtz asked, we bought equipment a while ago where you do certain work?

Mr. Metzung replied, we bought an asphalt trailer many years ago.  That is to keep our asphalt hot and do patches with that. This is nice because they supply you with a machine that is typically one or two years old. You are always working with a new machine so you don’t have the breakdown or things of that nature.  It’s a really nice program.

Authorization to purchase 1,500 tons of salt through the ODOT summer salt program from Morton Salt at $47.90 a ton. $71,850.00

Mr. Metzung stated, back in the winter Council passed a resolution to go ahead with this program.  The numbers have come in.  It’s a significant jump from last year, but we are obligated to purchase the 1500 tons at that number.  That may turn out to be a bargain come winter, I don’t know. We will be back in that pool come winter for the remainder of our order for the year.

Council President Buckholtz asked, anything else? There were no further items to report.

PARKS & RECREATION:

Mutual Agreement – Lifeguard services

Mr. Thomas stated, this is regional collaboration at its best. Every year the three pools in the School District struggle to have lifeguards when they are all going back to school.  I have to give credit to Dave Perout.  Last year we did not have an agreement because it was a last minute thing.  Mayfield Heights came to Parkview Pool with their residents with pool passes.  They supplied some lifeguards because we did not have enough.  It made sense to us.  Then Highland Heights stayed open until Labor Day weekend and we helped out Highland Heights.

Diane Calta did a great job of putting this agreement together. We gave her the parameters.  When the staff from Mayfield Heights comes here or we go over to Highland Heights, we pay for our own staff.  Mayfield Village will not pay for any staff that comes from Mayfield Heights. It worked out very well. I thank Diane for putting this together.

Council President Buckholtz asked, is it clear which pool people are going to on which day?

Mr. Thomas replied, Mayfield Heights closes on August 17th. We are open from the 18th until the 24th. All of their pool pass holders will come to Parkview. We will not charge their pass holders, but will charge anyone that does not have a pass $5.00. When we close on the 24th, Highland Heights will be open on Labor Day weekend.  During that weekend, we will have our pass holders go to Highland Heights and use their pool.

Dr. Parker asked, will Mayfield Heights be going to Highland Heights as well?

Mr. Thomas replied, correct.

Council President Buckholtz asked, we will have signs up?

Mr. Thomas replied, yes.

LAW DIRECTOR:

  • Legislation entering into Environmental Covenant with the Ohio Environmental Protection Agency
  • Legislation amending Section 1321.01 adopting the 2013 edition of the Ohio Residential Building Code as promulgated by the Ohio Board of Building Standards
  • Legislation amending Section 1333.01 adopting the 2011 edition of the National Fire Protection Association – 70 National Electric Code

 

Mr. Diemert stated, this is legislation to update our Codes as requested by the respective departments.

Legislation of necessity – sewer project at Eastgate and Meadowood Drive

Mr. Wynne stated, as the Mayor mentioned, we have a meeting with the residents on Monday the 9th.  Once the resolution is passed by Council on the 16th that is when we send notices out to the residents with information on the project and their estimated assessment.  The estimated assessment is $7,200 if paid in a lump sum or $480 a year for 20 years if they pay it in installments. Once Council passes that resolution, we will send out notices to the residents. They have two weeks to voice an objection to the assessment.

Mayor Rinker stated, the timing of this was intentional so that we have a meeting with the residents to give them a heads up and try to field as many questions as we could so their first notification would not be getting this letter.

Council President Buckholtz asked, 7:00 here?

Mayor Rinker replied, in Reserve Hall.

Mr. Jerome asked, the residents have to make a decision whether to pay it up front or to do the installments?

Mayor Rinker replied, correct.

Mr. Jerome asked, we have done this for the other projects?

Mr. Wynne replied, I don’t have the information in front of me, but the Worton Park project and Highland, Metro Park, Zorn project assessments, the lump sum has varied a few hundred dollars here or there because on those previous two projects we had debt we incurred, so the calculation of the lump sum was calculated using that interest rate for that debt. There’s no debt for this project, so we went with the statutory rate with the interest rate a little bit lower. The goal was to keep the annual assessment the same and then we back into the lump sum price based on whatever the interest rates are at this point in time. The lump sum is a little bit higher than previous ones because interest rates are lower. The 20 year plan installment is about the same as the other two projects.

ANY OTHER MATTER BEFORE COUNCIL

Council President Buckholtz asked, any other matters?  I apologize for not making the Town Hall meeting. Was it attended well?

Mayor Rinker replied, we had a pretty good turnout actually.

There being no further business, the meeting adjourned at approximately 8:32 p.m.

Respectfully submitted,

Mary E. Betsa, Clerk of Council