Caucus: January 7th 2019

MINUTES OF A COUNCIL CAUCUS
Mayfield Village Civic Hall - Mayfield Village Civic Center
Monday, January 7, 2019 – 7:00 p.m.

The Council of Mayfield Village met in Caucus Session on Monday, January 7, 2019 at Mayfield Village Civic Hall in the Mayfield Village Civic Center.  Council President Saponaro called the meeting to order at 7:00 p.m.

ROLL CALL:          

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

Also Present: Mayor Bodnar, Mr. Wynne, Mr. Coyne, Chief Carcioppolo, Chief Edelman, Mr. Cappello, Mr. Marrelli, Mr. McAvinew, Mr. Metzung, Ms. Wolgamuth, and Mrs. Betsa

Absent: None

PENDING LEGISLATION:

  • 2018-22: An Ordinance Amending Codified Ordinance Section 1157.09 Relating to home occupations (First Read-12/17/18)

Council President Saponaro stated, we had the First Read of this in December.  Is there anything we need to know about this or does anyone have any questions regarding this?

There were none.

  • 2018-31: An Ordinance adopting a credit card policy for Mayfield Village, Ohio. (First Read-11/19/18; Second Read-12/17/18)

Council President Saponaro stated, you should have received the information in your packet regarding this.  Are there any questions on this or additional information we need to discuss?

There were none.

  • 2018-32: An Ordinance Amending Codified Ordinance Section 1153.02 Relating to Classification of Uses (First Read-12/17/18)

Council President Saponaro stated, this relates to the classification of home occupation uses.  Are there any questions on this?

There were none.

MAYOR:

  • 2019 Committee Assignments

Mayor Bodnar stated, first I would like to welcome Sergeant Paul Matias this evening.  As you all know, Rich Edelman will be retiring as Police Chief on February 8th and we are going to miss you very dearly but we welcome Sergeant Matias and we are looking forward to working with you.

The Committee Assignments for 2019 are pretty much the same as they were for the previous year.  We had one resignation on Citizen’s Advisory but we were one person over our limit so we are back down to the right size for that.  Basically there’s no difference there.

Council President Saponaro stated, everyone should have the Committee list.  If you don’t Mary Beth can provide you with a copy of that.  These are the Mayor’s Committees, not Council Committees.  We have already given those assignments out and have approved them at our last Council meeting. In addition, I would also like to congratulate our soon-to-be Chief Matias. Welcome aboard.  We look forward to working with you. Council is here to answer any questions you may have or if we can assist in any way.

Sergeant Matias replied, I appreciate that.

CLERK OF COUNCIL:

Upcoming Events

  • Local Government Officials Conference – March 7-8, 2019

Mrs. Betsa stated, if you would like further information on attending this conference, please let me know.

Council President Saponaro added, if you have not attended this conference, it is excellent.  Please consider attending.

ENGINEER:

Mr. Cappello stated, a quick update on the Thornapple/Robley project.  The work is essentially done for this year.  The only thing left is the final course of asphalt, surface course and final site restoration which will be done in the Spring.

Council President Saponaro stated, very good. Thank you.

FIRE DEPARTMENT:

Chief Carcioppolo stated, just an update on our calls last year. We ended the year with 1,412 calls for service which is 108 calls over where we were in 2017.  It was our busiest year on record.

The written portion of the Assistant Chief’s test to replace Assistant Chief Girbino, will be Wednesday night.

We are going to have some food truck/mobile food unit legislation coming up.  We have been working on it for a pretty long time.  We will hopefully get that out soon.  The State Fire Code changed to require mobile food units to be inspected last year.  We worked through it the best we could but with the amount that we have coming into Mayfield Village, it’s too cumbersome for us to keep track of it so we need to have a process in place.  It’s basically like any vendor, basically just to identify themselves if they want to do business here.

Council President Saponaro asked, is this just for any events, private or public, it doesn’t matter?

Chief Carcioppolo replied, it doesn’t matter.  If it’s a truck that’s in our boundaries, we are required to inspect it.  We just can’t chase people around and not know they are there.  It just doesn’t work.  So that should be coming soon.

Council President Saponaro asked, is this State-wide?

Chief Carcioppolo replied, the legislation is State-wide that we have to inspect it.  Most other communities in the suburbs don’t have the quantity that we have here.  Because of Progressive and other areas here, we get a pretty good amount.

Council President Saponaro stated, the reason why I am asking is we don’t want people to think we are going above and beyond or being anti-

Chief Carcioppolo replied, it’s actually more of a streamlined process to do the inspection ahead of time rather than when they are cooking.  So it’s not above and beyond, it’s actually the best way for them to accomplish their business.

Council President Saponaro asked, so if I register as a vendor and I come in, then you inspect the truck every single time I come in or just through the regular process?

Chief Carcioppolo replied, basically the legislation would identify an annual inspection process and then they are subject to an inspection, but it isn’t as in-depth when they are doing their business.  So if they have never been inspected, the full blown inspection is a lot more intrusive and cumbersome, especially when they are trying to serve food. This would be ahead of time completed and then the only thing we would do if they are out in the city and mainly if they are at our events would be to walk by with a gas meter and check the distances from other things just to make sure there’s nothing leaking because it would be pretty dangerous.

Council President Saponaro stated, sure, absolutely.

Chief Carcioppolo stated, so that’s forthcoming.

Mr. Meyers asked, if they get the inspection done, will they get a form to show that it has been inspected?

Chief Carcioppolo replied, we would put a sticker on it with an annual number on it. It would be a special sticker.  So as long as they pass, we put the sticker on it, so that way our guys know that they have been inspected and that they are good to go. The problem is they are mobile vehicles so they are bouncing down the road and some of them are not necessarily constructed professionally so stuff is bouncing around and getting jarred loose.  That’s forthcoming and it’s something that I would like to get passed sooner than later just because once the food trucks start coming out of storage we would like to get it done prior to the season starting.

Council President Saponaro stated, what you are doing is exactly what we as Council appreciate.  You are telling us what’s coming up.  You are telling us the reason for it. We are having a discussion on it so that when it does come in front of us, it’s not something new. We understand the whole process of what you are trying to achieve and the law that you are trying to comply with so working this way is exactly what we need so we can be able to expedite that I am sure, barring anything unforeseen that is in the legislation that gives everyone pause which I don’t see happening.

Chief Carcioppolo stated, there won’t be.

  • Service Contract with Physio Control

Council President Saponaro stated, everyone should have gotten this at their seat tonight.

Chief Carcioppolo stated, I sent this last year, so it may have gotten lost in the shuffle.  At any rate, we approved two contracts last year, one for all of our new heart monitor equipment and new AED’s we purchased and one for all of the existing.  The reason we have it broken out is all of the new equipment we received a large discount on the service rate so that four year contract is still in place but all of the existing equipment we had here we had on a one-year contract which has expired so this Physio-Control contract adds all of them on to our existing four-year contract and there’s two additional AED’s that recreation purchased so those are also included on here, so that’s why the difference in price goes up by a couple hundred bucks.  So the annual installment would be $13,645.80.  That covers all of our heart monitors, all of the AED’s in the entire Village including Police, Recreation, all of our buildings and our Lucas CPR machines.  So that’s what this is.

Council President Saponaro asked, so we are not approving a portion of it, you are asking us to approve this as we move forward?

Chief Carcioppolo replied, part of it is actually already approved. We are just adding on the extra.

Council President Saponaro stated, I just wanted to make sure that the existing one-year contract, we are approving the right amount.  So the amounts that you are asking us to approve are what?

Chief Carcioppolo replied, so the addendum to our existing multi-year contract is $40,629.60.  Our existing contract is $13,953.60.  The $3,488.40 is the annual fee for that.  We add that to the $10,157.40, you end up with a $13,645.80, so each installment and the paperwork that goes with it that shows the breakdown, is $13,645.80 and it’s due in February of each year.  That is required because all of those devices need to be calibrated and it also includes the parts, so if anything breaks, they replace it.  So it is the cost of maintaining the medical equipment.

Council President Saponaro stated, okay, so we will add it for the next Council meeting and then you will look at it and make sure that we have it accurate. You will put a purchase order with it?  Is this what you submit and then they will take care of it?

Chief Carcioppolo replied, yes.

Council President Saponaro stated, I just wanted to make sure we get the right amount.

Chief Carcioppolo replied, it is on the actual contract broken down by the installment.

Council President Saponaro stated, okay.  Anything else?

Chief Carcioppolo replied, no, I think we are good.

Council President Saponaro stated, great.

FINANCE DEPARTMENT:

  • Building Inspector Services (not to exceed $36,000) (Ordinance 2015-27)

Mr. Wynne stated, in 2015, we entered into an Independent Contractor Agreement with Anthony Carbone for building inspector services in lieu of hiring someone as a part-timer in that department.  So he assists Mr. Marrelli with inspection services during the year so this is the just the annual $36,000.  It’s $3,000 a month, but we typically use about $30,000 of that throughout the year.  So this is just the annual request to budget for that particular agreement.

  • 2019 Health Reimbursement Account Funding (Enterprise Group Planning - $252,000.00)

Mr. Wynne stated, the portion of the employee healthcare is the funding of HRA accounts for the deductibles.  The total amount is $252,000.  Once Council approves it, we fund half of it after the January meeting.  The other half is funded in the second half of the year based upon actual utilization. In the past few years, we have only used about 75% of that dollar amount but we ask for approval for the full amount just in case we need it.

Council President Saponaro stated, okay, any questions?

There were none.

LAW DEPARTMENT:

Mr. Coyne stated, I was going to defer to the Mayor on the three points of legislation.  I do want to mention one item because the firm is involved in it. As Law Director, I was asked to participate in filing amicus brief on behalf of the Northeast Ohio Law Director’s Association and the American Planning Association concerning an unusually district decision that overruled a Planning Commission’s ability to govern their own subdivision regulations.  It said that State law controls, not the local communities.  Lo and behold it has been accepted by the Supreme Court so I just thought that was interesting.

Council President Saponaro asked, what’s the case?

Mr. Coyne replied, it’s Wesolowskii v. The Planning Commission of Broadview Heights.   We filed an amicus brief on behalf of the Planning Commission of Broadview Heights.  It is an unusual decision that the Planning Commission did not accept a subdivision plan.  Under 711.09 of the Revised Code, if you don’t send within 30 days a written letter of denial, it is deemed approved under State law.  But the municipal ordinances of the City are just the opposite.  You make the decision like we do here, if the Planning Commission does not approve it, it’s not approved.  It will affect a lot of cities. 

Mayor Bodnar stated, please keep us posted on that case.

Legislation:

  • Resolution 2019-05 – Prosecutor
  • Resolution 2019-06 – Animal Warden
  • Resolution 2019-07 – Engineer

Mayor Bodnar stated, we have three contracts for services that are up for renewal this year.  They were in your packets.  I can go through them with you briefly. 

The first one is for Prosecutor Mike Cicero and that is a two-year contract.  There are no changes from the prior term, so there are no increases or changes in that agreement.

The second one is our pest control agreement with A&S Animal Control.  There are no major changes in that one.  If you look at the schedule that’s attached, the prices went up a little bit.  Monthly went from $715 to $815. Some of the individual services went up about $5 per service.  That includes setting traps, checking and baiting traps, removal and disposal.  Those were $15 per location.  Now it’s $20.  The last item, disposal of animals over 25 pounds, that went up a little bit also.  Those are the only changes on that agreement.

The last one is our contract with the Engineer, Mr. Cappello.  There are a couple of changes in that one.  If you look at the second page of that one, under the percentage fee schedule for complex projects and non-complex projects, the percentage fees remain the same but we were clear in defining what projects fit under each category.  I think we removed a couple of things that nobody ever does and were not needed in the contract.  Also, on page 4, at the top, part (b), the hourly rate schedule that applies for additional services, those went up incrementally.  For example, registering with engineer was $97.50 per hour, now it’s $100.  The second category was $75, now it’s $77.50.  The initial payment in subparagraph (f) on that page was $12,300, now it’s $15,000.  We added into that a third bullet point, Attendance at weekly Department Head meetings so that is covered under the retainer.  Those are pretty much the major changes.  I would not even describe them as major, but those are the changes that are in that agreement.  Are there any questions?

Council President Saponaro stated, the only thing I would ask is if we can get a redline of anything that’s changed so we have it in writing, that would be great.  Does anyone else have any questions?

There were none.

PARKS & REC:

Mr. McAvinew stated, I have 7 pieces of legislation on here.

  • Community Partnership on Aging – 2019 Renewal (Resolution 2019-04 - not to exceed $31,000)

Mr. McAvinew stated, this is the 2019 renewal for services provided by the Community Partnership on Aging.   It went up a little bit from $28,879 to $30,146.  Wendy does a wonderful job.  She’s full of energy.  She’s done things very beneficial to keep that program going.  The seniors love it.  Does anyone have any questions on this?

Council President Saponaro asked, did everyone look at the memo that Shane had prepared dated January 3rd?  Our usage is usually in question, so it does show what the usage has been, transportation and otherwise.  I know there has been some increase in usage as well.  Any questions or concerns?

There were none.

  • Senior Snow Removal Opt Outs ($10,000 approved by Council 8/20/18 – additional amount requested - $1,500)

Mr. McAvinew stated, we approved $10,000 back in August for the senior snow removal opt-outs.  It is a great benefit for the aging population.  We fell short.  We need to increase that by $1,500 to provide that service.  Does anyone have any questions on this?

There were none.

  • Fitness Center Memberships – 2019 (Progressive Insurance – not to exceed $8,000 – pass through)

Mr. McAvinew stated, this is just a pass through for 2019.

  • Geese control – soccer fields and The Grove – 2019 (Ohio Geese Control - $10,780)

Mr. McAvinew stated, this is an annual expenditure.  There is no increase.  It covers the soccer fields, the Grove, the baseball fields, bocce, and all that to keep the geese down to a minimum.  Does anyone have any questions on this?

There were none.

  • Sound production for the Grove/Gazebo/July 4, 2019 (Lone Wolf Sound and Production - $13,550)

Mr. McAvinew stated, we had three proposals submitted.   The Entertainment Subcommittee for Parks and Recreation recommended Lone Wolf Sound and Production for $13,550.  Does anyone have any questions on this?

Council President Saponaro asked, do we have the schedule?

Mr. McAvinew replied, the schedule is 90% complete.  I should have it by the end of the month.  The contracts were sent out.  As we get them back and we look at them, sometimes when we have approached them in the fall, they come back and they want more and we are not going to give them more.

Council President Saponaro asked, but we do have roughly the same amount of events?

Mr. McAvinew replied, we actually probably have a couple more events.  We have more at the Gazebo.  All in the same budget.  One more at the Gazebo and probably two more at the Grove. We have 22 at the Grove right now scheduled.

Council President Saponaro asked, who in your department takes care of the Grove?

Mr. McAvinew replied, I take care of the Grove.

Council President Saponaro asked, that’s your baby?

Mr. McAvinew replied, yes.  One thing with this is Lone Wolf is providing lights in the path.  We did not have lights.  It did go slightly up.  We discussed whether we were going to install lights.  It was more economically a smarter idea to contract that service out and not put up additional lights at the Grove.  If we did, we would have to maintain it and replace those.  So just for another maybe $1,500, they would take them back and service them when they break.

Mr. Marquardt asked, how much did we pay for this last year?

Mr. McAvinew replied, we were around $12,500.  We had additional increases in the year.  This should be the number.  I would be very surprised if I would have to come back this year for an additional amount based upon talking with this individual.  I explained to him that the number he gives me needs to be the number, not having to negotiate in September about any increases.

Council President Saponaro stated, we appreciate that.

  • Positions and compensation for the Summer Camp program (Ordinance 2019-01)
  • Recreational positions and compensation (Ordinance 2019-02)

Mr. McAvinew stated, these are updated ordinances for 2019.  With regard to proposed Ordinance 2019-02, some of the changes on this particular ordinance, it was particular to Parkview Pool. This one would be for recreational positions for Mayfield Village.  We added the word “Ohio Minimum Wage” to that so that way every year we don’t have to come back to the bottom half for the increase.  As long as we don’t increase the upper half which I don’t see any time soon, we will not have to redo the ordinance. The same thing goes with the summer camp program.  We put the word “Ohio Minimum Wage” in and we put a range for the Director for the same reason.  Right now for 2019, that individual for the whole entire summer is $6,304 but I factored it out for five years for increase.  I don’t see it being that much, but that’s why I did it so we don’t have to come back every single year.  Does anyone have any questions?

There were none.

Council President Saponaro stated, and again, this is just trying to make things easier.  If we could do redlines of these to show the changes from last year to this year.  At least it is a comparison so if anyone has any questions, they can see the changes.  It just makes it easier for us to make a decision.  I appreciate your explanations and going through all of that.

POLICE DEPARTMENT:

Chief Edelman stated, I have a number of items relative to professional services.

  • Motorola Solutions – 2019 ($28,806.34)

Chief Edelman stated, this is a multi-year contract that was approved last year and the year before.  Motorola Solutions is the post-warranty service contract that was initiated.  This is the second year of a four year contract.

  • 911 Cellular Services – 2019 (911 Cellular, LLC - $7,000)

Chief Edelman stated, this is our cellphone app.  We have been using it for a year now. It’s been very successful.

Council President Saponaro asked, how are we measuring success with that?

Chief Edelman replied, I can get you the numbers of people who have subscribed. I don’t have that number off-hand, but I can get that number from Toni who is the supervisor.  It’s working.  We have had two or three glitches since its inception.  When we call their tech support, they help immediately and are able to track any errors, which are minimal. It’s worked quite well.

Council President Saponaro stated, great.  And we also determine the amount of residents utilizing it.

Chief Edelman stated, we can track numbers of subscribers.  I can get you that number.

Council President Saponaro stated, yes, because if we need to, we could put a call out to residents to remind them of what this benefit is and help establish numbers.

  • MARCS radios services – 2019 (Treasurer, State of Ohio - $7,560)

Chief Edelman stated, this is an annual fee of $7,560.

  • Back-Up Connectivity in the Dispatch Center – 2019 (12 months – Agile Network Builders - $14,880.00)

Chief Edelman stated, this is our back up connectivity to MARCs.  This is microwave connectivity.

  • LEADS Access Fee with a DMVPN connection – 2019 (Treasurer, State of Ohio - $7,200.00)

Chief Edelman stated, this connects us with the State of Ohio. It’s run by the Ohio State Patrol.  The cost for this is $7,200.

  • Service Agreement for CAD – 2019 (TAC Management Co. - $12,260.52)

Chief Edelman stated, this is $12,260.52.  It’s the service agreement we have.

  • Janitorial Services - Police Station – 2019 (Camco Cleaning Services, LLC - $7,884)

Chief Edelman stated, we have used Camco for a number of years now at the Police Department.  We have been very satisfied with them.

Council President Saponaro asked, don’t we utilize them here and across the street?

Chief Edelman replied, yes.

Council President Saponaro stated, terrific.  Does anyone have any questions regarding any of these items?  Anything coming up that we need to be aware of?

Chief Edelman replied, no, I don’t think so.  Paul, can you think of anything?

Sergeant Matias stated, I have nothing at this time.

SERVICE DEPARTMENT:

  • Resolution 2019-01 – Memorandum of Understanding with the Cuyahoga County Board of Health for authority and consent to provide Phase II Stormwater Services in 2019-2021.
  • Resolution 2019-02 – Memorandum of Understanding with the Cuyahoga Soil and Water Conservation District and Northeast Ohio Regional Sewer District for providing technical assistance in implementing soil and water conservation measures (Public Involvement and Public Education (“PIPE”) - amount not to exceed $5,500 to the SWCD – pass through).
  • Resolution 2019-03 – Memorandum of Understanding with the Cuyahoga Soil and Water Conservation District for providing technical assistance in implementing soil and water conservation measures (amount not to exceed $13,000 to the SWCD).

Mr. Metzung stated these resolutions all involve our stormwater Phase II MS-4 Permit.  It’s for all of our stormwater.  The first resolution is for the Health Department.  There are six different categories in our MS-4 Permit.  The first one is for the Health Department.  They cover the MCM #3 which is illicit discharge and detection which means they go out and inspect 1/5th of the Village each year looking for illegal connections and things of that nature.  There is no charge for this.  We used to pay $5,000 a year.  The Regional Sewer District now picks that cost up directly.

The next piece of legislation covers MCM #1 and MCM #2 which is our public education and public outreach.  We do a program or two during the year.  We have people come in that are involved in a rainbarrel or something of that nature.  It covers any additional educational services we provide throughout the year.  There is a $5,500 cost for this.  It’s basically a pass-through. We will be reimbursed from the Regional Sewer District.  They cannot directly bill Soil and Water because they are two entities of the same category.

The last piece of legislation is for our construction and post-construction run-offs.  For that one there is a $13,000 charge.  When we do construction work, they look at the plans and make sure that all of the stormwater things people need to do like putting out straw and making sure that all that kind of stuff is done.  They inspect all of that for us.  There is pollution prevention and good housekeeping which is what we have to do internally in Mayfield Village to keep our stormwater clean.  Are there any questions on any of these?  The $13,000 is reimbursable and it is based on usage.

Council President Saponaro asked, how does the Board of Health choose who they are going to inspect? How does that work?

Mr. Cappello replied, there’s about 120 outfalls in the Village.  They look along the creek, like Beecher’s Brook or any other streams. Then they look at culverts and pipe outfalls.  During dry weather, if it has not rained for 48 or 72 hours, they will go out and look for flows.  At that point if it has not rained, it would have dried up by then.  So they call it dry weather flow inspections and if they find something they will sample it to see if it is an illicit discharge. So there might be someone who has their sanitary sewage in the storm sewers.  That would be something we would then have to correct.

Council President Saponaro stated, thank you.  I appreciate you explaining it.

  • Janitorial Services – Civic Center and Community Room – 2018 (Camco Cleaning - $39,419.40)

Mr. Metzung stated, this is for the Civic Center and Community Room.

  • Tree Lawn Tree Maintenance

Mr. Metzung stated, we are out to bid at this time to have the trees trimmed, all of the trees in Aintree Park and in the North Aintree area, all of the oak trees.  We have to do this in the winter and it has to be done before March 1st because of the oak wilt disease.  It can be extended a bit longer, but we set a March 1st date for that to be done because of the oak wilt disease which is a spore that if it gets into an oak, it can be devastating because it then can be transmitted through the root systems. You can imagine in our neighborhoods all of the roots are all interconnected so it could be devastating.

Council President Saponaro asked, so when they cut a tree –

Mr. Metzung stated, when they limb the tree out now it’s dormant.  It will be okay by the time it starts to bud out again.

Council President Saponaro stated, okay, makes sense. Thank you Mr. Metzung.

ANY OTHER MATTER BEFORE COUNCIL:

Council President Saponaro asked, are there any other matters before Council?

Mr. Schutt asked, with the cleaning for the Fire Department, do we have that as well?  We have the Police Department and here.

Chief Carcioppolo replied, we do it.

Mr. Schutt asked, you do your own?

Chief Carcioppolo replied, yes.

Council President Saponaro asked, are there any other matters?

There were none.

There being no further matters, the meeting concluded at 7:34 p.m.