Caucus: October 7th 2019

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

The Council of Mayfield Village met in Caucus Session on Monday, October 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. Schutt, Mr. Saponaro, and Mr. Williams

Also Present: Mayor Bodnar, Ms. Weber, Mr. Cappello, Chief Carcioppolo, Mr. Marrelli, Mr. Marquart, Chief Matias, Mr. Metzung, Mrs. Echt, Ms. Wolgamuth, and Mrs. Betsa

Absent: Mr. Wynne

  • Introduction of Dave Conley, Regional External Affairs, The Illuminating Company

Council President Saponaro stated, I would like to introduce Dave Conley.   Dave is the Regional External Affairs person at the Illuminating Company. Dave would like to come to the podium and speak to us.  We welcome you.  Please, the floor is yours.

Mr. Conley stated, thank you very much.  I really do appreciate the opportunity to come out tonight.  I wasn’t quite ready to be top billing so that’s pretty exciting.  Thank you.  The reason for my visit tonight to Council is really an introduction of myself.  I know I’ve worked with Ms. Wolgamuth and some of the officers, Police, Fire, Service Department and so forth.  I work with the Illuminating Company in Regional External Affairs.  Really my goal is to be the liaison for the public officials back to the Illuminating Company.

I have been with First Energy for just about 9 and a half years and have been in this role since earlier this year.  A little bit new to the role but not really new to the company so really if you are working on projects or issues come up, I would be your person to go to if you can’t get what you need through our normal channels of customer service or things like that.  I can answer questions and help. I am that resource for the Village.

With that, I can never come empty-handed.  It’s just a bad habit of mine.  So I did bring a little pamphlet for folks.  There’s some on the back table there if anyone in the audience would like to take one with you as well.  It’s a really good resource.

So one of the reasons why you as Council may hear from residents about us unfortunately would be around outages. Some of the most important things with outages is just how to be prepared for them, how to manage through them.  So this little pamphlet shows a lot of that.  There’s some quick tips in there to kind of help folks out.  One of the most important things we need to know though is if there actually is an outage. So please if someone’s calling you or residents or yourself, if you are experiencing an outage, please report it.  There’s a number of ways to do that. You can call the 1-888-Lightss number which is lights with an extra “s”.  You can text.  You can go on Firstenergycorp.com which is one of my preferred methods.  I actually will use, not everybody has one of these, but many folks have a cellphone. That’s a smartphone.  It has internet capabilities.  So our mobile website, we put a number of resources into that.  You can report your outages there, link your account directly to it and then you can even track those outages.  They will send information back to you.  You may see the map on the news channels when you see that.  You will see the map that pops up.  You can get that same information for estimated times of restoration.  But, it’s really important that we know that the outages come through.  One piece with that too is that when we do go and we put the grid back together during storms we will first start with hazards and make sure things are safe.  Then we work largest to smallest, transmission down to subtransmission down to the neighborhoods down to your homes.  As people are reporting outages, it helps us kind of stack them into the queue.  So again, that communication back to us is helpful.  The technology just isn’t there that we may not always know that you are out of power so it is helpful that you let us know and we ask for that help from you.  So with that, that’s really my introduction.  Council, you have my information.  If there’s any questions from Council that I can address now I would welcome that.

Council President Saponaro stated, so you are our resource.  Are you a resource directly to our residents or do you work with the Village and then we reach out to our residents with questions or answers that they may need?

Mr. Conley replied, I would be your resource.  I am the liaison for the Village public officials, Police, Fire Department, the Mayor.

Council President Saponaro stated, so our residents, as residents if we need to call anyone we use this pamphlet or we call customer service and things of that nature, correct?

Mr. Conley replied, yes, for most concerns that a resident may have, most of that can be done either through the customer service line which can be on anyone’s invoice or if there’s an outage or concern they see, they can do that themselves.  So they may raise something to you, say a streetlight is out, they notify you. That can be done actually through the website, but if that comes to you or someone else on Council, you can route that to me and I can get that to the right person if needed.

Council President Saponaro stated, very good.  Thank you.  We appreciate you coming this evening. Does anyone have any questions?

Dr. Parker asked, so at what level, what is the minimal level where you’ll know there’s an outage?

Mr. Conley asked, as far as when the company does?

Dr. Parker replied, yes.

Mr. Conley replied, as soon as someone lets us know.

Dr. Parker stated, no, I mean, without someone letting you know, at what level of outage do you know there’s an outage?

Mr. Conley replied, I don’t know.  At a transmission level we have some predictability.  There is some predictability built into the system.  So if there’s a circuit out down the street and we know that it’s a radial feed meaning that there’s only one way to get power to that, there is some predictability built into the system that if the house at the beginning of the feed is out you can assume the rest of it is out, but I don’t have that specific number for you.  If that requires further information, I can try to find something for you as well, but I don’t have that answer.

Council President Saponaro asked, do you have a warning system-?

Dr. Parker stated, a matrix.

Council President Saponaro stated, a matrix if you will, or something that if an outage goes out in Mayfield, you see it on this big system where it blinks or does something like that?  That’s what I guess the question is.  Is it at that level, or do you really rely on us to tell you, hey, we have an outage?

Mr. Conley replied, for typical outages, yes.  We would definitely rely on you to notify us if there is an outage.  For major outages or system substation lockouts, those types of things or if an entire substation trips, we know that.

Council President Saponaro stated, okay.  Is that the question, Dr. Parker?

Dr. Parker replied, that was my question. So obviously there is a level that you know, but my other question is, are you working on a system, obviously with computerization and Wi-Fi and everything else, are you working on any kind of system that will help you to predict or see what’s going out and can you report back to us on any kind of progress or anything that’s being done in that area so we are not relying on homeowners to do it?

Mr. Conley replied, so the short answer is yes.  We are working on that. With modernization, smart grid is something that’s actually already out in some of our communities.  There’s communication there which communicates the mobile communication back to our systems, say if it trips, it will tell us between one reclosure to another, it can help in advance and move along restoration times faster.  Things like that.   So it will allow us to know if there is a fault.  It’s not out in all of our territories, really not out in most of it and the technology, while it’s coming along, is still in its infancy really as far as being put into our system.  And yes, I can follow up as we start to actually start implementing that.  I can let Council know.

Dr. Parker stated, that would be great.  Thank you.

Council President Saponaro stated, we also have the Voice of the Village which comes out four times a year and if there’s something that you want to convey to the residents, that would be something that you would work with Ms. Wolgamuth on with an article or you can provide a flier or whatever information you want, that would be a good source to do it as well.  So just know that that’s there so we can keep our residents informed.

Mr. Conley stated, excellent.  Thank you very much.

Council President Saponaro stated, you’re welcome.  Thank you for coming.  We really appreciate it. You are welcome to stay for the rest of the meeting or you are welcome to leave if you want.  We are not offended.  Thank you.

Mr. Connelly stated, thank you.

PENDING LEGISLATION:

  • Ordinance No. 2019-17, entitled, “An Ordinance revising the zone map of Mayfield Village so as to amend the zoning classification of land located at 730 SOM Center Road, Mayfield Village and known as Permanent Parcel Number 831-15-003 from its current classification to Office Laboratory District.” Introduced by Mayor Bodnar (First Reading – August 19, 2019; Second Reading – September 23, 2019) (Administration)

Council President Saponaro stated, this was on First and Second Reading.  I am going to ask Ms. Weber to give a report if you don’t mind about the P&Z meeting this evening and what we have discussed. Certainly, Mr. Marrelli, you are more than welcome to jump in.

Mr. Marrelli stated, I will let Katie take over.

Ms. Weber stated, this is a rezoning measure so per our Charter requirements, it did go to the Planning and Zoning Commission for their report and recommendation over to Council.  This evening they recommended Council to move forward with this and place it on the ballot in conjunction with the Development Agreement that the Administration has worked with the developer in order to craft, in order to ensure that moving forward with the development of the proposed medical offices as well as surgery center are keeping in line with the surrounding buildings and residences that are in that area.  To kind of place it in your minds, this would be on the front half in front of the Georgian Medical Arts Center.  So kind of the key terms of the Development Agreement which would most concern this Council are the restrictions and the development terms and conditions that we would cooperatively work with the developer in order to agree with.

Planning and Zoning was also presented with this this evening and voted to recommend it over to Council.  This would be coming up next month for vote as well after there is a public hearing on the rezoning measures.

To summarize the key development terms and conditions that we have placed in here, the developer would need to comply with not only all Village codified ordinances and regulations, but any other regulations that would be imposed upon them through State law.  The surgery center itself would not be greater than one and a half stories in height and have a maximum square footage of 7,000 square feet.  No accessory structures other than trash enclosures will be permitted.

Council President Saponaro asked, the surgery center is no more than 12,000 and medical offices are going to be no more than 7,000?

Ms. Weber stated, I apologize.  Correct.  The developer shall use its best efforts to design the development to create a campus-like site plan that features architecture that will be in harmony with the existing Georgian Medical Arts building.  In addition, the developer shall submit a detailed parking plan that only includes parking in the rear of the development and provides for no additional curbcuts on SOM Center Road.  Developer shall also submit a detailed landscaping plan.  In the event that it’s deemed after 12 months of issuance of the Certificate of Occupancy that this new development has created additional traffic congestion, the cost will be on the developer in order to create a detailed traffic study and complete any improvements recommended by that study.  That could be signalization or additional lanes.  Additionally, if any additional infrastructure is determined in the Village’s sole discretion that would be caused by this development, those costs would also be put on to the developer.  In terms of the surgery center itself, it shall be operated only as an outpatient surgery center and the developer shall use its best efforts to affiliate that surgery center with one of the major accredited medical institutions which will be subject to the approval of the Village.  In terms of operating hours, the surgery center as we said will be operated only as an outpatient surgery center meaning that there will be no overnight patients there and will be restricted to operating between the hours of 6:00 a.m. and 7:00 p.m. Monday through Friday to reduce noise and disturbance to the neighboring residential  properties and then lastly all non-emergency ambulance services will be performed by a private provider and developer will enter into an agreement with that private ambulance service.

Council President Saponaro stated, a copy of this Development Agreement will be given to each member of Council so that they can review it as well.  Just to reiterate, we will not be voting on this in October. We have to have a public hearing so the vote will not take place until November.  Is the public meeting and the vote going to take place on the same evening?  Is that the intention?

Mayor Bodnar replied, tentatively, yes.  They will both be on November 18th.

Council President Saponaro stated, on November 18th. So the public hearing and our Third Reading and vote will be on November 18th.  So we will send out copies of the Development Agreement to each member of Council and whoever else we need to provide that to so that you can be informed and look at it.  But I think you did a wonderful job. I know that you worked closely with Ken Fisher’s office to come up with the best results and I know that from my understanding Administration is pleased with how everything has transpired thus far.  Does anyone have any questions on this item?

There were none.

Council President Saponaro stated, thank you.

  • Ordinance No. 2019-18, entitled, “An Ordinance revising the zone map of Mayfield Village so as to amend the zoning classification of 0.379 acres of land located at 6625 Wilson Mills Road, Mayfield Village and known as a portion of Permanent Parcel Number 831-15-014 from its current classification to Small Office Building District.”  Introduced by Mayor Bodnar (First Reading – August 19, 2019; Second Reading – September 23, 2019) (Administration)

Council President Saponaro asked, Ms. Weber, if you could also speak about this which was at Planning and Zoning this evening as well.

Ms. Weber stated, absolutely.  So, Planning and Zoning also voted to recommend to Council to consider this rezoning effort.  They approved that effort.  I believe this may have been talked about too, but to give you a refresher, the old schoolhouse is located across the street.  It is a building that is on the historic register.  Fun fact is that I believe that the first graduating class in 1907 had 9 students and the first Mayor of Mayfield Village was part of that graduating class.

The school district has held that property for many years.  The way our zoning code is presented, it’s currently zoned as a residential property.  The school district or the Village would be exempt from those zoning requirements in a residential area.  The school district, in part of their goals for their property in moving forward, would like to sell that property.  However, it doesn’t make practical sense in order to sell that to someone looking to turn that into a residential home based on the placement of that.  So in conjunction they have requested to split off that parcel and rezone it to small office building district in order to allow a small tenant to come in and use it as office space and be able to sell that property.

Council President Saponaro stated, very good.  So what’s our course of action on this that we will need to take just to complete this?

Ms. Weber replied, you can think of it as kind of the same process as the other rezoning measure that’s in front of you right now.  Per our Charter requirements, it goes through two readings.  It goes to Planning and Zoning who then votes to have their report and recommendation to Council.  All of those steps have been completed.  The next step is to have a public hearing.  Notice of that hearing needs to be provided 30 days prior to that hearing.  Currently, it looks like the best way to do it is to have that public hearing on November 18th prior to the Council meeting which then it will come up for a vote on whether or not the Council would recommend placing it on the ballot.  No zoning change can actually be effectuated until it’s actually voted on by the electorate.

Council President Saponaro stated, very good.  Thank you, Ms. Weber.  I appreciate that.  Does anyone have any questions regarding this?

Mr. Marrelli stated, once the rezoning goes into effect, there will be a Board of Appeals hearing because the lot size will not meet our requirements for setbacks.  Just so everybody knows that the rezoning doesn’t end.  It has to go through Board of Appeals for setbacks.

Council President Saponaro stated, all right.  Thank you Mr. Marrelli.  Any other comments or questions?

Mr. Williams asked, what’s a setback?

Mr. Marrelli replied, the front yard setback, the sideyards, the rear yard.

Council President Saponaro asked, do you want to know what it is specifically?

Mr. Marrelli replied, our lot requirements for small office buildings is set out in our Code and this lot will not meet it so there will be sideyard variances.  In other words you need so many feet from the building to the property line.  They won’t meet the front, rear or sides or lot size.  We might need something on parking too but we haven’t gotten that far yet.

Mr. Williams stated, okay. Got it.

Council President Saponaro stated, so there’s more work to be done on this one?

Mr. Marrelli replied, yes, even after the voters make their decision, there’s still more work to be done.

Council President Saponaro stated, very good.  Thank you for the clarification.

  • Resolution No. 2019-51, entitled, “A resolution creating Fisher Park.”  Introduced by Mayor Bodnar (First Reading – August 19, 2019; Second Reading – September 23, 2019) (Administration)

Council President Saponaro stated, we had a First Reading on this on August 19, 2019, Second Reading on September 23, 2019 and we are slated to have our Third Reading in October at our next Regular Meeting of Council. Does anyone have any questions or comments on this?

There were none.

COUNCIL PRESIDENT:

Council President Saponaro stated, my only item is dealing again with the P&Z meeting.  At P&Z this evening, they recommend to allow the tree clearing and SWPP plan for Skoda Construction relating to Highland Road Planned Residential District.  Again, I am going to ask Ms. Weber if you don’t mind, you have done it so eloquently, to explain this to all of us so we can have an understanding of it as this is the subject of our Special Meeting of Council that immediately follows this meeting.

Ms. Weber stated, so previously Council may recall approving a preliminary development plan for Mr. Skoda and his subdivision.  Part of a planned residential development district is based on the preliminary plan.  A final development plan is put together that has kind of all the nitty gritty nuts and bolts requirements that goes before Planning and Zoning in order to approve.  Mr. Skoda’s in the process of putting forth that final final development plan.  A portion of that final development plan deals with the tree clearing and SWPP plan. In order to allow Mr. Skoda to begin work on clearing the trees for this project based on the weather here in Northeast Ohio, we wanted to allow him in order to get a jumpstart on that, so he can begin clearing those trees to get this project up and off the ground and moving.  So Planning and Zoning has considered that plan as a portion of that final development plan.  They voted tonight to recommend it to Council to move forward and tonight that will be on for vote.  As a caveat to that, there’s a couple additional approvals that you will need from the Board of Zoning Appeals which will be moving forward next week.  However, this portion can be voted on tonight in conjunction with the final development plan.

Council President Saponaro stated, as part of the Special Meeting of Council.  So, does anyone have any questions or comments regarding this?

There were none.

Council President Saponaro stated, okay.  Again, Ms. Weber, thank you so much for being so thorough. We appreciate that.

CLERK OF COUNCIL:

Upcoming Events:

  • A Special Fall Tea and Fashion Show (Commission on Aging and Community Partnership on Aging) – Sunday, October 20th at 12:00 p.m.
  • Annual State of the Cities Luncheon – Thursday, October 24th 11:30-12:00 at The Venue at Stonewater Golf Club
  • Hall of Fame and VIP Celebration (Mayfield High School) – Thursday, October 24th at 6:00 p.m.
  • Ohio Municipal League Annual Conference
    Wednesday, October 23-Friday, October 25th – Columbus

Mrs. Betsa stated, I have listed a number of upcoming events.  One event which I just received information on is the Annual State of the Cities Luncheon being sponsored by Mayfield Area Chamber of Commerce.  That’s on Thursday, October 24th from 11:30-12:00 at the Venue at Stonewater Golf Club.    Let me know if you would like to attend any of the listed events.

  • Election Day, Tuesday, November 5th – change in location of November 4th Caucus to Reserve Hall

Mrs. Betsa reminded everyone that Election Day is Tuesday, November 5th.  The Board of Elections will be setting up in Civic Hall on November 4th, so the location change for Caucus will be in Reserve Hall.

Council President Saponaro asked, any questions on this?

There were none.

FINANCE DEPARTMENT:

  • Audit Extension Agreement between the Auditor of State, James G. Zupka, CPA and Mayfield Village (1/1/19-12/31/20)

Reporting for Mr. Wynne, Mrs. Betsa stated, in 2011, the Auditor of State outsourced the Village’s financial audit and after an extensive bidding process conducted by the Auditor of State and the Village, a four-year contract was awarded to the Independent Public Accounting firm of James G. Zupka.  In 2015, the Auditor of State decided to continue with the outsourcing and the contract with James G. Zupka was approved for an additional four-year term.  In 2019, the Auditor of State has decided again to continue the outsourcing and waive the bidding process and for an additional and final two-year term awarded the audit to James G. Zupka.

  • Appropriations Legislation

Reporting for Mr. Wynne, Mrs. Betsa stated, in December, Council will pass the final budget for this year as well as a temporary appropriations budget for 2020 to get us through the first three months next year until the final budget for 2020 is approved.  Final numbers will be provided with the December read, but for right now, it’s just on the agenda in title only to meet the three read requirement.

Council President Saponaro stated, very good.  Does anyone have any questions regarding these items?

There were none.

LAW DIRECTOR:

Legislation:

  • Amending Codified Ordinance Section 1309.05 in order to provide for a tent permit fee (Ordinance 2019-19)

Council President Saponaro stated, we are going to remove this item from the agenda.

  • Update on Natural Gas Sales Agreement with NextEra Energy Services, Ohio, LLC
    • Resolution 2019-65 – repealing Resolution No. 2019-61
    • Resolution 2019-66 – Preferred NOPEC Municipal Pricing Program

Ms. Weber stated, last month, this Council approved a Resolution to enter into a Natural Gas Sales Agreement with NextEra Energy Solutions Ohio, LLC.  The basis of that Agreement is to lock in a preferred pricing over the term of two years for our natural gas supply for the Village.  The natural gas prices are variable.  The contract that was originally presented to Council and approved last month, the pricing has subsequently changed after being approved by Council and therefore not by very much but NOPEC can only guarantee gas pricing within a couple days of providing us with a contract so in order to allow this Council to properly approve that, we have Resolution 2019-65 which is going to repeal the Resolution passed last month regarding that Agreement and entertain new Resolution 2019-66 to authorize the Village to enter into the NOPEC municipal pricing program based on the pricing that is given to the Village on the day of the next Council voting meeting.

Council President Saponaro stated, very good.  Does anyone have any questions regarding this?  So we had to repeal one in order to enter back in again to make sure that we have the rates and the rates are what they say they are?

Ms. Weber replied I understand that’s a little bulky but at the end of the day the Village will see a savings overall.

Council President Saponaro stated, very good.  Thank you.

POLICE DEPARTMENT:

  • New Mobile Data Terminals (MDT’s)

Chief Matias stated, regarding my vehicle purchase authorized at the last Council meeting, at the last Council meeting I received approval for the purchase of three police vehicles, two Dodge Chargers and one Chevy Tahoe.  The order for the Chargers was accepted but the vendor forgot to include the price for the power seat option in the quote so I have to add an additional $925 per vehicle to that quote.  I apologize about that. 

Regarding the Chevy Tahoe, due to the GM strike, the dealership I was using to get the vehicle, can’t place the order because GM stopped taking all orders.  But I did find another dealership that has the vehicle so I have that quote and I am just working on a quote for installing the equipment.  I will have that for you at the next Council meeting ready to go.

  • Overage – equipment for new police vehicles (Greve Chrysler - $1,850; $59,416.00 approved by Council 9/23/19)

In your packet, you have the information on the MDT’s which are our computers we have in the patrol cars.  Effective in January Microsoft will no longer be supporting the Windows 7 program that’s in the MDT’s.  We have to upgrade to the Windows 10 and we can’t upgrade those MDT’s to the Windows 10.  We have had them for a long time and they have served us well but we can’t upgrade them.  So I received a quote from TAC Computers who does all of our hardware, software and records management support for the 5 MDT’s.  I am doing some research to make sure we are getting a good price on them.  So again for the next Council meeting will have all of that information.  It looks like it’s a good price.  I trust the vendor. We do a lot of work with TAC Computer Services.

The last item is we had our disaster preparedness class last Wednesday.  It went very well.  I got some great feedback on it.  Our next seminar is this Wednesday right here in Civic Hall which is our Women’s Self-defense class and then next week on Wednesday is our Drug Forum in Reserve Hall which should actually be very interesting. If anybody’s ever seen the speaker Jim Joyner talk, he puts on a great presentation, so I encourage everybody to come to that.

Council President Saponaro asked, so what are those dates?

Chief Matias replied, October 9th at 7:00 p.m. is the Women’s Self Defense class.  That’s right here in this room in Civic Hall.  The Drug Forum is October 16th at 7:00 p.m. and that’s in Reserve Hall.  And the final seminar is October 23rd at 7:00 p.m. and that’s our Crime Prevention seminar here in Civic Hall.  I look forward to seeing everyone there.  That’s all I have.

Council President Saponaro stated, thank you very much Chief.  Does anyone have any questions?

There were none.

SERVICE DEPARTMENT:

  • Winter Salt – 2019-2020 (Cargill, Inc. - $73.28 a ton in an amount not to exceed $183,200).

Mr. Metzung stated, the winter salt bid through the State of Ohio was awarded to the Cargill Company for $73.28 a ton which might be a record in my time.  Last year it was at $64.76.  The one other item is that we are only obligated to 1,800 tons this year which is down from the 2,500 that we made arrangements for last year.  At the end of the day, we will be purchasing less salt this year but it will be more expensive.

Council President Saponaro asked, any questions regarding this?

There were none.

ANY OTHER MATTER BEFORE COUNCIL:

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

Mr. Marrelli stated, one more Joe, sorry.

Council President Saponaro stated, please.

Mr. Marrelli stated, we have an ordinance enacting a tent fee.

Council President Saponaro stated, we removed that.

Mr. Marrelli asked, we will review that later?

Council President Saponaro stated, yes.

 Mr. Marrelli stated, okay, we’re cool.  Thanks.

Council President Saponaro stated, we removed that one at their request.  We will circle that at another meeting.  Anything else before Council?

There were no further comments.

There being no further matters, the meeting concluded at 7:38 p.m.