Caucus - October 6th 2014

MINUTES OF A COUNCIL CAUCUS
Monday, October 6, 2014 at 8:00 p.m.
Mayfield Village Civic Hall

The Council of Mayfield Village met in Caucus Session on Monday, October 6, 2014.  Council President Pro Tem Marrie called the meeting to order at 8:00 p.m.

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ROLL CALL: 

Present: Mr. Marquardt, Mr. Marrie, Mr. Jerome, Mrs. Mills, Dr. Parker (8:05 p.m.) and Mr. Saponaro

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

Absent: Mayor Rinker, Mr. Buckholtz, and Mr. Esborn

IN COMMITTEE (STATUS)

Mrs. Mills reported on the Memorandum sent to everyone by Mary Beth on behalf of the Records Commission regarding a recent public records request for information from the newspaper which required listing all employees’ names and salaries.  Did she ever disclose why she wanted that information?  Mrs. Betsa replied, no.  Mrs. Mills stated, as long as she got it. We are in compliance.

LAW DIRECTOR

Legislation authorizing entering into first amendment to Site License Agreement.

Mr. Diemert reported, this is an amendment to the agreement we have for the Licensing Agreement for the radio communication set-up that we had for the WiFi.  They have made an adjustment to the tower, a new system and an annual maintenance program which the manufacturers, the Information and Technology Multi-Agency Radio Communication System is going to be paying 50% of the annual maintenance. We, as the licensor, will pay 50%.  It is a two-year agreement. It is going to be a modest cost as far as maintenance is concerned. Someone has to have authority to go out there and do it.

Mr. Jerome asked, what were you doing before? 

Mr. Diemert replied, I don’t think there was any maintenance.  It’s pretty new.

Chief Carcioppolo stated, this is only because of me. We have a UPS system in the basement.  Our building was using a smaller one. Because we host the MARCS radio system, a State-run radio system; we host the prime tower site. They needed a UPS system that was bigger and capable of carrying our loads plus theirs.  There was a deal struck previously with grant money and they put in this larger UPS system.  Something happened and I ended up receiving a bill for an annual fee for $6,000. This was something no one knew about. I contacted MARCS and told them that we have to work out something because I thought that was too much money for us to absorb on our own. We were fine with our old system. We didn’t need the new system. They did.  I felt they needed to share in the cost. I asked for a meeting between us and Diane Calta.

Mr. Diemert asked, so it would be about $3,000?

Chief Carcioppolo replied, it should be about $3,000.

Mr. Diemert stated, our 50%. Every year or just the two year period?

Chief Carcioppolo replied, it’s every year.  But it does run our critical infrastructure. We don’t have a choice but to have the UPS system.

Mr. Diemert asked, you and the police benefit from it?

Chief Carcioppolo replied, the entire Hillcrest area uses our radio system. If it were to go down, it would be very bad for everybody.

Mr. Marquardt asked, why are we paying it? 

Chief Carcioppolo replied, our whole building runs on it.  Because it’s posted on our building, all of our power outlets, computers, everything in our building is run off of it as well. In talking with MARCS legal counsel and with ours, it was hard to decipher what the actual plan was originally when it was executed.  It’s hard to decipher what power is utilized by each portion.  It runs the whole building.  It’s hard to really say this only uses this much power and the rest uses this much. That was how we came up with the 50%.

Mr. Diemert stated, if Diane from my office was involved in that, before you consider this, I will get Council an e-mail explaining in more detail why we are paying 50% and why it isn’t shared by the whole Hillcrest area.

Chief Carcioppolo stated, oh, I see what you are saying, why isn’t the whole Hillcrest area paying?  It has everything to do with the tower being posted at our building.   The Hillcrest area doesn’t have to utilize that radio system. They can switch and go to Cleveland radio system.  It has everything to do with the relationship that was made between us and the MARCS radio system and our building being a prime site. 

Mr. Saponaro asked, so there is no exclusive use by anyone in the Hillcrest area?  It’s optional for them to use it or not?

Chief Carcioppolo replied, it is. They are all using it currently, but the site itself with our building being the prime host building, that’s where the relationship comes in to us and them. Anyone can pull off at any time and switch to a different vendor.

Mr. Jerome asked, is there an advantage we have that we are hosting it ourselves?

Chief Carcioppolo replied, we have less reception issues than someone else because the prime site is at our building and it is relatively centrally located. Aside from that, it gets really technical and I am not an expert on radio technical stuff.

Mr. Marrie asked, you will have Diane send out a memo to Council?

Mr. Diemert replied, yes.

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

ANY OTHER MATTER BEFORE COUNCIL

Council President Pro Tem Marrie asked, any other matters?

Mrs. Betsa reported, on Thursday through Saturday of this past week, I attended the International Institute of Municipal Clerks’ education sessions sponsored by the Ohio Municipal Clerks’ Association, for which I am Assistant Treasurer.  Clerks from Ohio, Michigan, PA, Tennessee, Illinois, Kentucky, Indiana, Virginia and Connecticut were in attendance.  During the Crucial Conversations roundtable sessions, clerks were asked what their municipality offers to its residents as a service to the community.  Clerks replied by stating that their municipality offers a few items during the year, such as prescription drop-off day, Garden Club, clean-up day, leaf pick-up at a discount, mulch to residents at a discount, computer drop off, but you have to drive a far ways to drop them off, Knox Box at a cost, and other services.  Most municipalities only offered only one or two of these services.  I began to comprise a list of responses from the Clerks and checked off everything that Mayfield Village offered. Of that list, there were probably only 5 services that the Village does not offer, but they offered all of the rest of the services on the long list.  It was great to see that in comparison to communities like Nashville, TN, we provide superior services, going above and beyond, not just one or two days in the year, but every day 24/7.  Clerks were impressed to see that.

Council President Pro Tem Marrie stated, we do offer a number of services, I agree.  Thank you.  Any other questions or comments?

Mr. Wynne stated, if you remember, two and a half years ago, we joined the Cuyahoga County Regional Plan for Health Insurance for employees. As a result, over the past two and a half years, we have had no increases in our health care costs.  That contract expires the end of this year.  We met with the representatives from the County and their insurance consultants. They presented us a three year renewal for the contract. The increase for next year is only going to be 1.5%. We would share in whatever the County increases were for the two years after that.  The Task Force has met and we are still doing our due diligence going to market and getting quotes from other insurance carriers so we can compare it to the cost of the County plan. Once we get those quotes in and evaluate them, we will make a final recommendation to Council as far as what to do for next year.

Council President Pro Tem Marrie stated, that’s outstanding. Any other questions or comments? There were none.

There being no further business, the meeting adjourned at approximately 8:13 p.m.

Respectfully submitted,

Mary E. Betsa, Clerk of Council