Special Council - June 3rd 2013

MINUTES OF THE SPECIAL MEETING OF COUNCIL
Mayfield
Village Civic Hall
Monday, June 3, 2013 – Immediately Following Caucus

The Council of Mayfield Village met in special session at Mayfield Village Civic Hall on Monday, June 3, 2013 immediately following Caucus.  Council President Buckholtz called the meeting to order at 9:25 p.m.

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ROLL CALL: 

Present: Mr. Buckholtz, Mrs. Cinco, Mr. Marquardt, Mrs. Mills, Mr. Marrie

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

Absent:  Dr. Parker, Mr. Delguyd and Mr. Dinardo

The Pledge of Allegiance to the Flag was given.

OPEN PORTION:

3-minute limit imposed by Chair. Those who wish to speak must first state their name and address. (The public is requested to limit their discussion to agenda items only.)

Council President Buckholtz clarified, usually we limit the items to what is on the agenda but since we have a lot of other issues this evening which may end up on the agenda, you are welcome to speak about anything you would like.

Mary Murphy
Hardwood Court

I am a member of the Parks and Recreation Committee.  I have been a member for years.  I am here to ask you to please consider building restroom buildings at the soccer fields this summer. 

I don’t know if you remember, but about 10 years ago our Committee had a Master Plan of that area between SOM and White and Highland.  Included in that area were the fields, tennis courts, picnic pavilions, bocce courts, a scorer’s tower in the middle of the three baseball fields and bathroom buildings. 

Now I understand some of these were extravagant and we pretty much stuck to the barebones which was two soccer fields and three baseball fields.  I am embarrassed that after 10 years there are still port-a-potties at those fields.  I feel the Village likes to move on to the next project and not finish up what’s going on.  We’ve got The Grove going on. We’ve got green corridors, we’ve got tunnels, we demolish buildings, we put in rolling hills, and are thinking of an ice rink.  I am asking you to please take it back to the original plan and at least give us restroom buildings and get rid of the port-a-potties at those fields.  Thank you.

Steven Hamilton
Wilson Mills Road

I am also advocating for the restrooms at the soccer fields.  I have lived in the Village for 5 months but I have played at those soccer fields for 5 years and paid a lot of money to the Village that I now live in. 

I don’t have a business plan to account for how much money I have provided you and how much has come out for mowing that place.  Forgive me for that.  However, I did move in to the Village for the amenities.  I love the proximity of the Metroparks.  I play on the fields.  I use the running paths.  I love everything about it.   I ride my bike to those fields.  I like going to the bathroom in a port-a-potty as much as the next guy which is not at all.  I think that the plan for putting in, spending the money to pay for the restrooms and having Progressive pay for the pavilion which is great when it rains because there’s nowhere to go out there when games get rained out, I think that’s a pretty good deal.  Paying in money with a company match on your 401k, that kind of idea.  Three minutes, I have no idea. Thank you.

Michael Horvat
Vice-President
Mayfield Soccer Club

I am pretty much reiterating what everyone else is saying. To put it into perspective, I am going to have over 300 families at that facility this coming Saturday.  That’s a lot of people to use two small stinky non-cleansed port-a-potties. We have been paying a good portion I believe for the last couple years in sharing with other organizations that come and use the facilities who are paying, as well as off-season they are still there for a good portion when we are not using them.  It just makes sense to have something clean.  It doesn’t have to be huge, just something nice and clean and respectful that shines good on the city.

Council President Buckholtz stated, I don’t usually comment when people are making comments, but I feel that I have to.  Before I get accused of complicating things or asking for a business plan, is it true that we have two stinky port-a-potties at that location for 350 families?  Is that the best we can do?

Mr. Marrie replied, we don’t want port-a-potties.

Council President Buckholtz stated, I’m not suggesting this as a replacement for this, but they make some really high-end port-a-potties now.  I don’t know what they cost, but the gentleman who stated that 350 families answer to you and we are the facility, the home ground field where you are playing, I am kind of shocked to hear that that is indeed an accurate description of what’s out there now.

Mr. Horvat stated, that’s only the rec side. We also have a travel end which you get people from many cities across Northeast Ohio.

Council President Buckholtz asked Mr. Thomas, is there a reason why we don’t have higher end or better or more port-a-potties there?

Mr. Thomas replied, we want flush toilets.  We need flush toilets.

Mr. Marrie stated, the Rec Board has been pushing to get restroom facilities up there for years because very honestly it’s a disgrace to have 300 families or 150 women and children using these port-a-potties.  It’s a disgrace. We have this beautiful facility and nowhere for them to go.  It’s ridiculous.

Council President Buckholtz stated, I just never heard it directly put that way, 350 people and two stinky port-a-potties.

Mr. Marrie stated, that’s it.  There was discussion also about getting one of those portable ones that come in on a van like they do for golf outings. It was decided and agreed that this would be much better as a permanent situation. This has been discussed for a couple of years now.

Council President Buckholtz stated, I know.

Mr. Marrie added, it’s not like this just came out of the wall. We need these now.

Council President Buckholtz asked, as  a matter of fact, what was the cost of moving the trailers?

Mr. Metzung replied, about $100,000.

Mr. Marrie added, $100,000 to move the old two trailers from the Fire Department which weren’t going to work much better.

Steve Hamilton
Wilson Mills Road

Very briefly about the potential to add more port-a-potties.  You are also competing with indoor complexes and other facilities.  I have played also at Lost Nation Sports Park and the Force indoor soccer facilities. They have flush toilets. Those are a big advantage.  No matter how many port-a-potties you put out there, I am going to wait in line for a flush one.

Council President Buckholtz stated, as I preface my remark, I in no way meant that to replace this.

Kathleen Sullivan
513 Zorn Lane

I am the parent of 4 travel soccer players. One of the points we soccer parents grade a complex on is not just the condition of the fields, but the restroom facilities and availability.  In Mayfield Village, we have been waiting patiently for over 10 years for these facilities.  So, on behalf of grandparents, parents, players and particularly little sisters and brothers, please seriously consider the need for these facilities. Thank you.

Sean Supler
Mayfield Village Recreation Department

I work in the Rec Department.  This is my 7th year here.  The work that Doug and these guys do on the fields between the softball and our soccer fields, they are probably the best fields that you can find anywhere in this area, probably in Cleveland.  The softball fields alone.  Those fields are in the best shape. The soccer fields are the exact same way.  For restroom facilities, we have port-a-potties.  It’s something we feel very strongly about, to have flush toilets because these fields are really the best fields around. The things you can bring to these fields in terms of having tournaments up there, full day, full weekend tournaments, it would be very good at this point.

Council President Buckholtz asked if there were any other comments. There were none.

Council President Buckholtz stated, then we can move on with the agenda or we can entertain the idea of amending the agenda. What I would prefer and would be in favor of would be amending the agenda to get the groundwork done.  I just see the urgency weather-wise and I see the necessity to any time we can do anything to drain the ground, I would see amending the agenda for that.  We don’t have a full Council.  This is really a lot of money. I am not suggesting, this is not to be interpreted that I am not for it and I have been on Rec Board 16 years ago and I would totally be for –

Mr. Marrie asked, are you asking for both The Grove and the restrooms?

Council President Buckholtz replied, I am saying that I would like to amend the agenda. 

Ms. Calta stated, just because we don’t have a full Council tonight and we have a special meeting, according to 121.01(f) “items can be added to the agenda by a majority of Council present”.  So, yes, you can make a motion to add items to the agenda tonight. We need to have a majority of those that are present to approve that addition to the agenda, so you need 3.

Motion to amend the agenda to consider the item of Phase I of The Grove.

Council President Buckholtz, seconded by Mr. Marrie, made a motion to amend the agenda to consider the item of Phase I of The Grove.

Roll Call:         

AYES:   Mr. Buckholtz, Mr. Marrie, Mrs. Cinco, Mrs. Mills
NAYS:  Mr. Marquardt
Motion Carried. Agenda Amended to include Phase I of The Grove                  

Council President Buckholtz asked Ms. Calta to read the motion in title.

Ms. Calta stated, someone will need to make a motion to vote.  You will have a first and a second.

Council President Buckholtz asked, will we need to suspend?

Ms. Calta replied, no.  It will be a motion.

Council President Buckholtz stated, you will have to read it first.

Motion to authorize the Mayor and the Finance Director to enter into a contract and accept the bid for The Grove Phase I Infrastructure Bid from F. Buddie Contracting in Cleveland, Ohio for the sum of $57,360.00.

Mr. Marrie, seconded by Mrs. Mills, made a motion to authorize the Mayor and the Finance Director to enter into a contract and accept the bid for The Grove Phase I Infrastructure Bid from F. Buddie Contracting in Cleveland, Ohio for the sum of $57,360.00.

Roll Call:         

AYES: Mr. Buckholtz, Mr. Marrie, Mrs. Cinco, Mrs. Mills
Nays: Mr. Marquardt
Motion Carried. Bid Accepted. Expenditure Authorized.

Motion to amend the agenda to include a vote on the restrooms.

Mr. Marrie, seconded by Mrs. Mills, made a motion to amend the agenda to include a vote on the restrooms. 

Roll Call:         

AYES:   Mr. Marrie, Mrs. Mills, Mrs. Cinco
NAYS:  Mr. Buckholtz, Mr. Marquardt
Motion Carried. Agenda Amended to include vote on restrooms.

Ms. Calta stated, this item will be added to the agenda.

Council President Buckholtz asked that the motion include the figures.

Motion to authorize the Mayor and Director of Finance to enter into a contract with and accept the low bids of The Cornice Company in the amount of $260,125 to construct the soccer field restrooms and to also authorize the Mayor and the Director of Finance to enter into a contract and accept the low bid of Eclipse Construction, LLC in the amount of $64,459.79 for utilities at the soccer field.

Mr. Marrie, seconded by Mrs. Mills, made a motion to authorize the Mayor and Director of Finance to enter into a contract with and accept the low bids of The Cornice Company in the amount of $260,125 to construct the soccer field restrooms and to also authorize the Mayor and the Director of Finance to enter into a contract and accept the low bid of Eclipse Construction, LLC in the amount of $64,459.79 for utilities at the soccer field.

Council President Buckholtz asked if there was any discussion.

Mr. Marquardt stated, I would like to just say that my objection to the vote in the first place is that this is out of sequence. We have a Caucus session for Council, we have a Caucus session for Finance, we have a Finance meeting and we have a Council meeting and I am not in favor of rushing things past those consideration points, particularly when we have two Councilpersons that are not here at the Caucus meeting.  That is my objection for holding the vote.

Council President Buckholtz asked if there were any other comments.  I echo the sentiments of Mr. Marquardt. Again, to further state that we were asked for a Special Meeting tonight for what purpose?  The mold at the Fire Station?  For health reasons for the firemen that have to work at the Fire Station. What is going to happen is if this passes, we are approving $325,709 for a facility that we are not actually sure, not that we need, but that we need this particular facility at this much money because, like I said, we started it at a lot different price.

Mr. Marrie stated, but Bill we went out to bid.  This is not like this just came out of the clouds overnight.

Council President Buckholtz continued, it’s not a full Council.  Just let the voting reflect that this was not the intention of this meeting.

Roll Call:         

AYES:  Mr. Marrie, Mrs. Cinco, Mrs. Mills
NAYS: Mr. Buckholtz, Mr. Marquardt
Motion Carried. Bid Accepted. Expenditure Authorized.

Motion to approve stipend in the amount of $350 per week to Gino Carcioppolo as Interim Fire Chief.

Mrs. Mills, seconded by Mrs. Cinco, made a motion to approve stipend in the amount of $350 per week to Gino Carcioppolo as Interim Fire Chief.

Council President Buckholtz asked if there was any discussion. All I can say is welcome aboard as Interim Chief.  I have heard wonderful things.

Mayor Rinker stated, I would stress that this was the primary reason for the Special Meeting.

Council President Buckholtz stated, yes, that’s what I thought. Thank you.  Any discussion? There were no further comments.

Roll Call:         

AYES:   All 
NAYS:  None 
Motion Carried. Stipend Authorized

Motion to ratify the Mayor’s discontinuance of the Memorandum of Understanding with IAFF Local 2619 dated February 19, 2013.

Mrs. Mills, seconded by Mrs. Cinco, made a motion to ratify the Mayor’s discontinuance of the Memorandum of Understanding with IAFF Local 2619 dated February 19, 2013. 

Council President Buckholtz asked if there was any discussion.

Mayor Rinker stated, this is something that Council was apprised of earlier, but for the record, as part of the process of dealing with an exam where we were unable to accept a replacement Fire Chief and for the purpose of Mr. Carcioppolo’s appointment as Acting Chief, the Village needs to know that the Civil Service Commission will be posting for another Chief’s examination, so we are following procedures according to our Charter and according to our Ordinances, but also, pursuant to this process, we had entered into an Agreement, a Memorandum of Understanding, with the Fire Union.  It is no longer, it’s basically moot by the circumstances we have been confronted with. So it’s kind of an emergency situation.  In order to effectuate this process of retesting and having an Interim Chief it is also necessary that we discontinue the Memorandum of Understanding that had existed as a transitional agreement when we had two Lieutenants acting in the Chief’s position on an interim basis.

Roll Call:         

AYES:   All
NAYS: None
Motion Carried. Discontinuance of Memorandum of Understanding Authorized

Motion to approve expenditure in the amount of $7,970.84 to Restoration Express for Mold Remediation at the Fire Station.

Mrs. Mills, seconded by Mr. Marrie, made a motion to approve expenditure in the amount of $7,970.84 to Restoration Express for Mold Remediation at the Fire Station.

Council President Buckholtz asked if there was any discussion. There was none.

Roll Call:         

AYES:   All
NAYS: None
Motion Carried. Expenditure authorized.

Motion to approve expenditure in the amount of $1,225.00 to JSS Construction and Painting for ceiling tile replacement at the Fire Station.

Mrs. Mills, seconded by Mr. Marrie, made a motion to approve expenditure in the amount of $1,225.00 to JSS Construction and Painting for ceiling tile replacement at the Fire Station. 

Council President Buckholtz asked if there was any discussion. There was none.

Roll Call:         

AYES:   All
NAYS: None
Motion Carried. Expenditure authorized.

Motion to approve expenditure in the amount of $6,686.85 to S & S Heating, Cooling & Sheet Metal, Inc. for installation of ductwork at the Fire Station.

Mrs. Mills, seconded by Mr. Marrie, made a motion to approve expenditure in the amount of $6,686.85 to S & S Heating, Cooling & Sheet Metal, Inc. for installation of ductwork at the Fire Station. 

Council President Buckholtz asked if there was any discussion. There was none.

Roll Call:         

AYES:   All
NAYS: None
Motion Carried. Expenditure authorized.

Motion to approve expenditure in the amount of $3,583.00 to R. Tagg Xteriors for installation of power vents to Fire Station.

Mrs. Mills, seconded by Mr. Marrie, made a motion to approve expenditure in the amount of $3,583.00 to R. Tagg Xteriors for installation of power vents to Fire Station. 

Council President Buckholtz asked if there was any discussion. There was none.

Roll Call:         

AYES:   All
NAYS: None
Motion Carried. Expenditure authorized.

ANY OTHER MATTERS

Council President Buckholtz asked if there were any other matters.

Mr. Thomas stated, I just wanted to let you know that Parkview Pool for the first time in 15 years has a water temperature at 81 degrees. This is the first time we have ever had that.  We open up on Friday.

Council President Buckholtz stated thank you.  Council President Buckholtz asked, anyone else?

Mr. Marquardt stated, I didn’t jump into the fray before on this business plan because I didn’t want to prolong that discussion.  We omitted the discussion portion in the vote.  I did want to point out that a business plan is not just dollars and cents.  A business plan looks at the upsides, the downsides, the risks and downsides for, like Mr. Christian brought up, looks at alternatives, it looks at mitigation, it looks at everything including the dollars forecast. That’s why I think that a business plan is important because of some of the objections that came up. They are not drawn together into something that says, yeah, we thought about all these things. Ancillary to just the programming and the dollars, there are other issues that need to be brainstormed and documented.  Let’s use that baseline to see how did we do on this, did we miss anything, do we have some changes, how are we going to address it in the future?  That’s my concern for having a business plan for a new start-up like this, not just the dollars and cents, but the overall thinking process documented so that it can be reviewed as you go along.

Council President Buckholtz stated, hopefully The Grove Committee will take that under advisement.

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

ADJOURNMENT

Mrs. Mills, seconded by Council President Buckholtz, made a motion to adjourn.

The meeting adjourned at 9:50 p.m.  The next Council meeting is scheduled for Monday, June 17, 2013 at 8:00 p.m.