Caucus: September 9th 2019

MINUTES OF A COUNCIL CAUCUS
Mayfield Village Civic Hall - Mayfield Village Civic Center
Monday, September 9, 2019 – 7:00 p.m.

The Council of Mayfield Village met in Caucus Session on Monday, September 9, 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, Mr. Wynne, Mr. Coyne, Mr. Cappello, Chief Carcioppolo, Mr. Marrelli, Mr. Marquart, Chief Matias, Mr. McAvinew, Mr. Metzung, Ms. Wolgamuth, and Mrs. Betsa

Absent: None

PENDING LEGISLATION:

  • Third Reading of Ordinance No. 2019-15, entitled, “An Ordinance amending Codified Ordinance Section 131.10 relating to food and beverage purchases for meetings and fundraisers.” Introduced by Mayor Bodnar (First Reading – July 15, 2019; Second Reading – August 19, 2019)  (Administration)

Council President Saponaro stated, this Ordinance will be going to Third Reading at the September 23rd meeting.  Does anyone have any questions regarding this?

There were none.

  • Second Reading of 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) (Administration)

Council President Saponaro stated, this Ordinance had its First Reading in August.  This was referred to the Planning Commission.  We will make sure we have a vote at the next Council meeting to put on the record that it is being referred to the Planning Commission. Does anyone have any questions or comments, discussion points on this?

There were none.

  • Second Reading of 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) (Administration)

Council President Saponaro stated, this Ordinance was referred to the Planning Commission.  We will make it official on the record at our next Council meeting. Does anyone have any questions regarding this?

There were none.

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

Council President Saponaro stated, we will be going through three reads on this Resolution to allow opportunity for the public to speak about this as well.  Mayor?

Mayor Bodnar stated, thank you Council President.  I did want to report that on August 21st, I sent a letter to all of the residents on Thornapple, Eastgate and Meadowood.  In that letter, I explained the proposal and enclosed the Resolution.  I also asked residents to give us their questions or comments if they had any.

As of yesterday, we had one response, so I will go over that with you briefly.  It was from Mr. Haserodt on Thornapple Drive. Basically, Mr. Haserodt wrote to myself and members of Council saying that he liked the idea of a small park on the Northeast corner of SOM and Thornapple.  He thought it was a wonderful idea.  He said that the Village does an excellent job of maintaining its properties and the proposal would greatly beautify the entrance to the neighborhood.  It would be a great addition.  But he added on to that, I won’t read the whole paragraph, but he suggested that we recognize the history of Mayfield Village in that particular area in naming the park.  He proposes that the name of the park be changed to Fisher Park in honor of the Fisher family and their historical significance in the development of Mayfield Village.  I personally think that’s a wonderful idea so I would like it if Council would consider that as the name of the park.  Thank you.

Council President Saponaro asked, does anyone have any questions or comments on this as well?

Mrs. Mills stated, we still have some of the Fisher family living in the area.  I think they would appreciate something like that.

Council President Saponaro stated, very good.  Thank you Mrs. Mills. Anyone else?

There were no further comments.

COUNCIL PRESIDENT:

  • Update on Northeast Ohio City Council Association (Al Meyers)

Council President Saponaro stated, Councilman Meyers was named as an officer of the Northeast Ohio City Council Association.  I was wondering if you would give us a few words and tell us what’s going on with that organization and where things are at.

Mr. Meyers stated, most of what the organization does is it tries to intermingle the different communities and policies and what they do, what they try to do for the residents.  I printed a copy of their newsletter and provided it to everyone so they can read it to see.  They do four forums a year.  One is coming up next Thursday.  They pretty much meet in Independence.  They do these forums.  It’s just a matter of trying to get people together to share ideas and what communities do for their residents and what they can do for other communities. It’s a pretty good organization but it takes people getting involved to make it happen.

Council President Saponaro asked, what is your role on NOCCA?

Mr. Meyers replied, I am a member.

Council President Saponaro stated, of the Executive Board it looks like.  The next meeting is Thursday, September 19th at 6:00 p.m.

Mr. Meyers stated, it’s a forum.  NOPEC will be making a presentation.

Council President Saponaro stated, all right.  Very good. Does anyone have any questions on this?

There were none.

Council President Saponaro stated, I also want to wish Mr. Wynne a Happy Birthday coming up.

Mr. Wynne stated, thank you.

Council President Saponaro stated, you’re welcome.  His birthday is September 20th, so he already turns a new age by the time we have our next Council meeting.

CLERK OF COUNCIL:

Upcoming Events:

  • Northeast Ohio City Council Association Quarterly Forum
    Thursday, September 19th – Holiday Inn Cleveland South
    “How NOPEC can help residents be informed consumers”

Mrs. Betsa stated, as Councilman Meyers reported, the NOCCA Quarterly Forum is Thursday, September 19th.  It is at the Holiday Inn Cleveland South at 6:00 p.m.  Please let Councilman Meyers or myself know if you would like to attend.

  • Ohio Municipal League Annual Conference
    Wednesday, October 23-Friday, October 25th – Columbus

Mrs. Betsa reported, this conference is held in Columbus.  The agenda is packed with educational presentations, workshops, updates, networking.  Let me know if you would like to see a copy of the agenda and I will send it along.  Also, let me know if you are interested in attending.

  • Ohio Community Wildlife Cooperative Annual Conference
    Thursday, November 14, 2019 – Nationwide and Ohio Farm Bureau 4-H Center

Mrs. Betsa stated, this conference is also being held in Columbus at the Nationwide and Ohio Farm Bureau 4-H Center.  Let me know if you would like some additional information on this.

  • Designation - House Bill 9 Training

Mrs. Betsa reported, designations for House Bill 9 Training will no longer be accepted by letter.  It has to be reflected in the Minutes of the Regular Meeting of Council, so in order for me to attend on behalf of any Council member who cannot attend prior to the expiration of their term, we will need to do something at the next Council meeting.

Council President Saponaro asked, so it has to be done at Council?

Mrs. Betsa replied, yes.  The Law Department is checking to see if it has to be in the Minutes by motion or Resolution.

Mr. Coyne said, right.

Council President Saponaro asked, do we have individuals who are still required to take this?

Mrs. Betsa replied, yes.

Council President Saponaro asked, okay, so we will be preparing that?

Mrs. Betsa replied, yes.

Council President Saponaro asked, does anyone have any questions on any of these items?

There were none.

ECONOMIC DEVELOPMENT:

  • Proposed lease to Level 3 Communications for the purpose of installing fiber optic data transmission line

Mr. Marquart stated, thank you Mr. President.  There is a sketch in your packets this week showing the proposed lease area.  Essentially Level 3 Communications came to our Building Department some time ago seeking a permit for conduit which would run parallel to SOM Center from Highland to Parkview and then into the Progressive Campus.  We as a Department Head team thought that it made more sense perhaps to offer up some dark conduit that we have installed and never used as part of the SOM widening some years ago.  It basically covers the same real estate that they are looking for.  The Law Department is currently working on such a lease.  Level 3 is anticipating a review before the next Council meeting.  It’s essentially a win-win.  It saves us from having to deal with another street opening.  It should save money.  We will be putting this on the next Regular Meeting.

Council President Saponaro asked, does anyone have any questions or comments regarding this?

Mr. Williams asked, I may have missed it, but what’s the purpose?

Mr. Marquart replied, this would be fiber optic cable for broadband service to Progressive’s Campus II.  Additional capacity for them.

Mr. Williams asked, for their use?

Mr. Marquart replied, it would be.  However, we did confirm with the provider that it would be available for other users should they want to subscribe.

Mr. Williams stated, okay.  Thank you.

Council President Saponaro asked, and we will get details on how that subscription would work?

Mr. Marquart replied, yes. Absolutely.

Council President Saponaro asked, that will be forthcoming?

Mr. Marquart replied, yes.

Council President Saponaro stated, thank you. Any other questions?

There were none.

Council President Saponaro stated, thank you Mr. Williams. Thank you Mr. Marquart.

  • Proposed re-zoning of property located at 554 SOM Center Road (PPN 831-11-005) (Northwest corner of SOM Center Road and Highland Road) from single-family residential to planned residential development.

Council President Saponaro stated, I understand we have the applicant and the architect here. If you would like to come to the podium and state your name.  One or both of you, it doesn’t matter.  We are here to listen to what you have to say.

John Waddell
Erbach Waddell Architects

Mr. Waddell stated, Erbach is a small office in Cleveland.  What we are proposing here is, currently this is a single-family parcel with 3.8 acres roughly and we would like to get it rezoned for multi-family.  We would put 12 units, 6 duplex homes on the property.  The property used to be 4 acres and then when SOM was widened, the property owner lost a little bit of his land.  You can see on the diagram, there’s a single entrance off of Highland into the site.  There’s three homes on the one side of the road, three duplex homes on the one side and three on the other with a cul-de-sac on the end.  Two stories, two car garage.  It meets the square footage requirements of the Village.   The owner is very excited about wanting to develop the property.  Does anyone have any questions at this time?

Council President Saponaro asked, did everyone have an opportunity to look at the memo that Mr. Marquart provided to us dated September 4th with the renderings? Does anyone have any questions regarding anything provided to us?  I do have a concern about the style of the homes because we do have a particular look to the Village.  These are very modern.  I would like to refer this to Planning Commission so that they can look at this from that standpoint and do a study at their October workshop.

Mr. Waddell replied, okay.

Council President Saponaro stated, so that’s what we would do.  It would be referred to them in order to do that.  You may have to prepare materials.  I am not sure on that part who would be in contact.

Mr. Marrelli stated, you have to apply to the Planning and Zoning Commission for a workshop.  You have to pay an application fee and then present your documents to present to the Planning Commission.

Mr. Raddell asked, are those documents on-line?

Mr. Marrelli replied, yes, the application is on-line.

Council President Saponaro stated, if you have any questions, obviously John’s department can help you with that.

Mr. Waddell stated, all right.  Cool.

Council President Saponaro asked, anyone else?  Mr. Waddell thank you so much. We appreciate you coming.

Mr. Waddell stated, thank you for your time.

Mr. Williams asked, quick question.

Council President Saponaro asked, for Mr. Waddell?

Mr. Williams replied, yes.

Council President Saponaro stated, go ahead George.

Mr. Williams asked, is this design located anywhere else at the moment?

Mr. Raddell asked, pardon?

Mr. Williams asked, is this current design installed somewhere else at the moment?

Mr. Raddell replied, no.  It’s not like Cleveland who is doing very similar things all over the place.  This is a little bit different.  It is more unique.

Mr. Williams stated, thank you.

Council President Saponaro asked, anything else?  Anyone else?

There were no further comments.

Council President Saponaro stated, thank you sir. We appreciate your time.

FINANCE DEPARTMENT:

  • Amendment to AT&T Lease Agreement

Mr. Wynne reported, this is an amendment to our existing AT&T Lease Agreement with the space they occupy on the celltower at the Fire Station. As I mentioned back in August, the current Agreement we have was set to expire in 2022 and had one more 5-year option. AT&T approached us wanting to renegotiate and offer some terms as far as extension and cost per month. Between myself and the Law Department we went back and forth with them over quite a few months and got a couple hundred thousand dollars in total more out of them.  What is at your spots tonight, we finally got the final copies today, is the Second Amendment to the existing Lease providing for five 5-year renewal terms starting at $3,500 a month. After the first 5-year term, there is a 2% annual increase in revenue every year for the next 20 years.  That’s reflected in Exhibit A to the Agreement you have in front of you.

Council President Saponaro stated, when I was reviewing the Second Amendment, it looks as if, and it just could be verbiage but we may want to check it, in paragraph 2 it talks about rent and it says on August 1, 2027 and each year thereafter on August 1st including throughout any additional extension term exercise the monthly rent will increase by 2%.    I’m sorry, I just clarified my own question on that one.  So, the original Agreement was not ending until 2027, but yet we are now going to renew it and then make the rent stay static, it’s going to be fixed until 2027 and then go up every year at 2%?

Mr. Wynne replied, correct.

Council President Saponaro stated, sorry, it was a little confusing there. Does anyone have any questions on this?

There were none.

  • Tax Rate Resolution for tax year 2019 (Resolution 2019-60)

Mr. Wynne stated, this is an annual requirement with the County. Back in July, Council approved the Alternative Tax Budget for next year.   When we passed that budget, we proposed what our use of property tax dollars was going to be for next year. The County has approved that so this is just memorializing that allocation of property tax revenue between our different funds as we had suggested to them.

Mr. Wynne added, it’s not on the agenda but I do want to mention that last month after the Caucus we had our annual Tax Incentive Review Committee meeting down at the County where we reviewed the performance of our five TIF Agreements. All Agreements were deemed to be in compliance and approved for continuation for another year.  Once we get the recording of that meeting, we will transcribe the Minutes and provide Council with a copy of them.

Council President Saponaro stated, thank you. Does anyone have any questions on either of those two items?

There were none.

LAW DIRECTOR:

Legislation:

  • Natural Gas Sales Agreement with NextEra Energy Services, Ohio, LLC
    (Resolution No. 2019-61)

Mr. Coyne stated, this is a renewal, actually a new Agreement for the purchase and sale of natural gas.  This Agreement is a 24-month agreement. The contract price is $2.65 per mcf which is the unit used to sell our utility cost.  This, I am told through NOPEC, is about $1 per unit less than what you get out on the market so it is a very competitive pricing system.  It would be in effect for 24 months.  The contract is attached to the Resolution as Exhibit A.

Council President Saponaro asked, all right. And everyone understands this is for accounts for the Village itself?

Mr. Coyne replied, correct.

Council President Saponaro asked, does anyone have any questions regarding this?

There were none.

PARKS & RECREATION:

  • Parkview Pool Restroom Renovation Project

Mr. McAvinew stated, this is in the budget.  Currently we do not have dividers in the shower in the men’s restroom.  There will be three individual stalls plus we will have one shower in that area for handicapped accessibility.

  • Additional payment to sound company for 2019 Special Events (Lone Wolf Sound – not to exceed $500)

Mr. McAvinew stated, this year we did all-inclusive for all of the events.  I did not factor in Memorial Day and our upcoming events, so we are a little bit short by about $500 which is pretty close to what I originally thought it was going to be.

  • Landscape Project at the Grove

Mr. McAvinew stated this is to address some safety concerns at the Grove on the hill.

  • Printing cost for Winter Recreation Brochure (PM Graphics - not to exceed $7,000 – cost shared with Mayfield Heights)

Mr. McAvinew stated, every year we combine our brochure with Mayfield Heights.  It goes out to the entire school district. We will receive that cost share back from Mayfield Heights based upon the pages they use.

  • Co-Op Teen Camp (City of Mayfield Heights - $8,435 – pass through)

Mr. McAvinew stated, this is a pass through. We collect it and send it to them. We get a portion of that back

Mr. McAvinew asked, does anyone have any questions?

There were none.

Council President Saponaro stated, thank you very much.

POLICE DEPARTMENT:

  • Purchase of vehicles (Chevy Tahoe–Statewide Ford-$43,054 and potential purchase of two Dodge Chargers – State bid)

Chief Matias stated, this is my first round of buying new cars here.  I put a quote in your packet for a 2020 Chevy Tahoe. I am requesting that to replace a 2005 Ford Crown Victoria that we are ready to get rid of.  It is from Statewide. Statewide bid our Ford SUV’s which we are very happy with the work they did and their customer service.

Chief Matias stated, I am also working on replacing two Dodge Charger patrol cars for this year as well.  The reason I kind of rushed this a little bit was what I have learned is the State contract for vehicles expires in September and in October is when the new State contract comes out. So we are looking at 2020 cars, but we are still on 2019 pricing.  So, if I can get them done by the end of September, we will probably saving about 5% per car.

Council President Saponaro asked, so we are looking for not only the Chevy Tahoe but the two additional?

Chief Matias replied, the two additional I should have ready to go by the end of next week, so before the Council meeting.

Council President Saponaro asked, it will be in our packets?

Chief Matias replied, right.  I apologize for not having them done earlier. I didn’t understand how the State pricing is. Sometimes they’ll carry over until the new contract and sometimes you just can’t order them. So Statewide will be able to order the vehicles at the 2019 price. The Tahoe is good to go and I will have everything on the Chargers before the meeting.

Council President Saponaro asked, does anyone have any questions?

There were none.

Council President Saponaro stated, all right. Very good.  Thank you.

SERVICE DEPARTMENT:

  • Crafco Sealant and Melter/Applicator for crack sealing of Village streets (D.J.L. Material – not to exceed $10,000 - ODOT Co-operative purchasing program)

Mr. Metzung stated, this is our annual crack sealing program.  Again, this year we will concentrate in the residential neighborhood, asphalt and overlay of streets. We try to get those once a year.

  • Annual grinding of wood waste (Green Vision Materials – not to exceed $6,500)

Mr. Metzung stated, we collect this as the year goes on, pile it up and chop it up one time a year.

Council President Saponaro stated, all right. Thank you. Does anyone have any questions on these items?

There were none.

ANY OTHER MATTER BEFORE COUNCIL:

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

Mr. Marquart stated, I do have one item.  I apologize. I thought we were going to hit this under the Administration report.  In your packets you should have one of these postcards to an event that we are pretty excited about next week.  We are calling it the First Annual Beta Business Breakfast.  We are gathering all business owners and landlords up and down Beta before the work day from 7:30-8:30 to bounce ideas off of each other and get feedback from the business community, run some ideas past the businesses we have for sprucing up Beta.  We would certainly like Council’s attendance there if possible as well. We would love to have you guys there as part of that conversation.

Council President Saponaro stated, very good. I will definitely plan on attending.  Is there anything else?

There were none.

There being no further matters, the meeting concluded at 7:24 p.m.