Council - April 20th 2015

MINUTES OF THE REGULAR MEETING OF COUNCIL
Mayfield Village Civic Hall
Monday, April 20, 2015 - 8:00 p.m.

The Council of Mayfield Village met in Regular Session on Monday, April 20, 2015 at Mayfield Village Civic Hall.  Council President Buckholtz called the meeting to order at 8:00 p.m.

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ROLL CALL:

Present: Mr. Buckholtz, Mr. Jerome, Mr. Marquardt, Mr. Marrie, Mrs. Mills, Dr. Parker, and Mr. Saponaro

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

Absent: None

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.

There were no comments.

CONSIDERATION OF MINUTES:

Regular Council Meeting – March 16, 2015

Mrs. Mills, seconded by Mr. Marquardt, made a motion to approve the minutes as written. 

ROLL CALL:

AYES: All         
NAYS: None

Motion Carried. March 16, 2015 Minutes Approved.

COMMENTS FROM MAYOR RINKER

There were no comments.

COMMENTS FROM COUNCIL PRESIDENT BUCKHOLTZ

There were no comments.

DEPARTMENT HEAD REPORTS:                          

SERVICE – Doug Metzung

There was no report.

BUILDING – John Marrelli

There was no report.

ENGINEERING – Tom Cappello

There was no report.

LEGAL DEPARTMENT – Mr. Diemert

There was no report.

FIRE – Chief Eugene Carcioppolo

Chief Carcioppolo reported, we just received a portion of our AFG Grant Self-Contained Breathing Apparatus that we received off of the Assistance to Firefighters’ Grant last year.  It is not complete. We are still waiting on two rapid intervention crew packs.

FINANCE – Ron Wynne

Mr. Wynne reported, we have a tenant interested in the property on Highland Road.  Pending the results of the background check, we will have a draft of the Lease Agreement for Council to look at next month. They are looking at occupancy on June 1st.

POLICE – Chief Richard Edelman

There was no report.

PARKS & RECREATION – Bill Thomas

Mr. Thomas reported, we are gearing up for summer and getting the pool ready.  We are working on the special events, soccer and softball. Depending on good weather we will hopefully get to those and work on them. 

With regard to our Senior program, the Anniversary Party for Village seniors ages 60 and over is Friday, May 1st from 12:00-3:00.  Residents should contact Donna to make reservations.  The next Lunch N Movie is May 13th.  The movie is The Theory of Everything.  Reservations are due by May 6th. Foot clinics will be held on May 8th and May 22nd from 1-3.  The cost is $20.00. Call Donna to make an appointment.  There are still openings for the trip to Tour of the State House with State Representative Marlene Anielski on May 8th.   An AARP Safe Driving Class will be held on June 24th from 12:00-4:30 at the Civic Center.

ARCHITECT – Ron DiNardo

There was no report.

PLANNING DEPARTMENT - Ted Esborn

There was no report.

ADMINISTRATION – Diane Wolgamuth

Ms. Wolgamuth reported, the Conservatory for Performing Arts has changed their name to the Comedy Partnership Alliance. They wanted to keep the CPA part. They have another stand-up comedy night scheduled for April 25th at 7:00 p.m. The headliner’s name is Jeff Blanchard. We have had him before. He performed at The Grove last summer. 

The Town Hall meeting on the Village finances has been scheduled for May 19th. A notice will be going out to all residents.  With that mailing, as requested by Safety and Service, we are going to include a mailing on Code Red reminding everyone to sign up. There will be a form in there for them to fill out and drop off or mail if they are not comfortable doing it on line.

STANDING COMMITTEE REPORTS:

Activities Committee – Mrs. Mills reported, Danielle left me a message. She is short on pancake cookers.  We may have to switch people around.  Our next meeting is on July 7th. We are all ready for 50’s Night and the Fireworks.

Architectural Review Board – Mr. Marrelli reported, Architectural Review Board met on the 9th and tabled a room addition until this Thursday.

Board of Appeals – Mr. Marrelli stated, there was no meeting. There is no report.

Cemetery – Mrs. Mills reported, I am trying to get our annual meeting together.  Roger Remec and his grandson have agreed to act as part-time sextons.  They will be there working in the cemetery for us.

Citizen's Advisory Board – Mr. Marrie reported, we met on the 23rd of March.  Don Mitri of the CPA gave a presentation and came in to ask for suggestions to get bigger crowds and how they could improve.  Attendance has not been that good.  There were four or five suggestions, one of which Diane talked about.

Ms. Wolgamuth stated, one of the suggestions was for them to change their name because they said Conservatory for Performing Arts really didn’t seem to have anything to do with comedy. They very quickly changed their name. That was interesting.

Mr. Marrie continued, that was a good point because everyone said, what does it really mean?  It doesn’t sound like a comedy show.  Garry Regan also made a presentation. When The Grove first opened in 2013, there were 4 events.  It grew to 19 in 2014.  Garry is hoping to get more.  He made an interesting comment.  “In order for the Village to enjoy the benefits of The Grove we need people from other communities. We can’t survive just on our residents.”  He said, when you come to the show, put a hook in one of your neighbors and drag them in there. The help and support of everyone is needed, especially from our community. There was also a Council presentation made. Mrs. Bodnar made a comment about the article she read concerning all the money other Mayors were making. She was quite surprised. Diane said, for what it’s worth, the Mayor and Council have not had a raise in 15 years.  Everyone was floored.  There were a couple comments that he did not come in this for money. He was here because he wanted to do it.

Mr. Saponaro asked about something he saw in the minutes where a member asked why we support The Grove but we don’t support Reserve Hall. That was interesting. I don’t know if we have any theory behind that or thought process.

Ms. Wolgamuth stated, as we were talking about the CPA; they are pretty much on their own, we don’t support them except what I put in the VOV for them.  But The Grove is pretty much all Village-supported. The question was why the difference?  I think the only thing I said was that I think it’s how Reserve Hall evolved with Fairmount. Fairmount was on their own.  They were separate from the Village. Since then we have never budgeted anything for Reserve Hall.  It’s something we might want to revisit.

Council President Buckholtz mentioned, there was actually some radio advertisement on the last comedy night.

Ms. Wolgamuth stated, that would have been done by them.

Mr. Saponaro asked, are they a for-profit or not-for-profit?

Ms. Wolgamuth replied, I do not know how they are set up.

Mr. Saponaro stated, because the other thing came up about serving alcohol and what that would do. Someone brought up that they don’t believe this can be done by the Village, but you can get special permits.

Ms. Wolgamuth replied, I would think they are not set up as a non-profit.

Mr. Saponaro stated, I think it’s something we have to at least look at when we are hiring someone maybe for The Grove, if there’s any opportunity to do cross-over, because it does benefit our residents.

Council President Buckholtz stated, as the seasons change, the venues could cross-over.

Mr. Saponaro stated, sure.  And CPA is not exclusive, meaning no one else can be there anyways.

Ms. Wolgamuth replied, right.

Mr. Saponaro continued, we are still doing programming, but we want to help support the people coming in, right?

Ms. Wolgamuth replied, right.

Drainage and Infrastructure Committee – Mr. Jerome reported, we met before Caucus on April 6th.  We have not scheduled our next meeting yet, but we are going to try to continue the trend of meeting at 6:00 before Caucus, tentatively May 4th. We will schedule that and we will keep going with Doug and Tom.  They are working on several properties and residents to take care of issues or make recommendations.

Safety and Service –.Mr. Marrie reported, Safety and Service met two weeks ago prior to Finance Caucus. All of the items on our agenda were forwarded to Finance and are on the agenda tonight for a vote.

Finance Committee – Mr. Saponaro reported, we met on April 6th for Caucus and for regular meeting tonight. There were 17 items on the agenda. All were recommended for approval.

Historical Society – Mrs. Mills reported, tomorrow evening we will be going to Columbia Station Historical Society to visit them. We still have two schools to do, Lander Road and Gates Mills and then we will be through with our tours for the 3rd grade school system.

We have Arbor Day coming up this Friday at 9:00 a.m.  Meet at Center School.  We are trying to decide if the weather is bad whether we should go inside or not.  I will have to talk to the ladies in charge and see what their feelings are. We can send out an e-mail if the weather is bad.

Mayor Rinker asked, what about the tree?

Mrs. Mills stated, we will be planting the tree.

Hillcrest Council of Councils – Mr. Jerome stated, we have a meeting coming up on April 25th at 9:00 at the Hilton Garden Inn.  It’s on deer culling. 

Ordinance Review Committee – Mr. Marquardt reported, Ordinance Review met on April 14th. We discussed Chapters 137 and 138 which was the splitting of Chapter 137, Building and Service Departments. They were combined. This is not up for vote tonight yet. They probably will be at the next Council meeting. 

Planning and Zoning – Mr. Marquardt reported, Planning and Zoning met on April 6th for our regular meeting. There was one item on the agenda which was the Haymer Royal Cheer Athletics for a conditional use permit.  Planning and Zoning recommended approval. 

Mr. Saponaro asked, whatever happened to the bouncy place?

Mr. Marquardt replied, they withdrew.

Mr. Saponaro asked, do you know why, what the issue was?

Mr. Marquardt replied, they were not ready for it.

Recreation Board - Mr. Marrie reported, Recreation Board met on April 8th.  The two biggest things we talked about were the evaluation of the Easter Party for the kids.  There were 85 children there. There were about 200 in attendance total.  It was quite a crowd.  One of the recommendations was to use a young man named Lou Kerver, his mom is on a couple committees in the Village, as our magician next year instead of Rick Smith who has done it for years but who backed out about a week before the party. I think it’s a good idea to have someone else.  He’s accomplished.  It’s nice to have someone from the Village do it. The interviews for the Debbie Hudacko Scholarship took place on April 15th

Commission on Aging – Mrs. Mills reported, Bill already mentioned a lot of things that are happening.  Our next meeting is June 18th at 11:00 at the Community Room office.

SPECIAL COMMITTEE REPORTS:

Information & Technology – There was no meeting. There is no report.

Records Commission – Mrs. Mills reported, the Commission is meeting this Wednesday, April 22nd at 12:00.

Community and Economic Development - Mr. Saponaro stated, there was no meeting. There is no report.

The Grove Committee – Mr. Jerome reported, Diane is finalizing the schedule to be put in the Voice of the Village.  We should receive it by the end of May, beginning of June. Rosenberg Advertising is doing the marketing. They came up with a pretty nice schedule. We will put that in the VOV.  They will also print up a postcard to be mailed to the residents like last year.  The schedule is set with the summer kick-off on Friday, June 16th with the Chagrin Falls Orchestra. Same as last year we will have a comedy night, movie night, yoga. The one nice thing was Cleveland Institute of Music, which is pretty sought after, will be doing a show at The Grove. We are trying to see if they can do a series for us at Reserve Hall.  We have the resumes for a part-time summer programming coordinator. We are hoping to purchase a portable light tower to set up at the top of the hill and turn on when we want, specifically when people are leaving The Grove. We can have a light on for safety and security.

Community Room Committee – Mr. Saponaro stated, there was a meeting last week.  I could not make that meeting.  I had Ms. Betsa attend on my behalf.  There was a memo in our packet this past week.  The traffic impact study was discussed.  I don’t know if the next meeting has been planned at this point.

Ms. Wolgamuth replied, no.

Mr. Saponaro stated, so the Planning and Zoning Commission and Citizen’s Advisory will be reviewing the plans.  In terms of the Committee, a Council member is being added, there’s no other person being added? 

Council President Buckholtz stated, there’s not going to be a separate committee.  It’s kind of melding.

Mr. Saponaro stated, more of an input as we go along.

Mrs. Mills asked, who is on the Committee?

Mr. Saponaro replied, they are going to go in front of Citizen’s Advisory. They are going to talk to people in the community that use it and anyone that wants to talk to any of us specifically can. They can talk to you about it.  You can bring your concerns.  They can talk to Diane about it. According to Bill, we were not setting up a separate Committee. They were just placing one of us on that Committee.  That Committee is Diane, Ron DiNardo, John Marrelli, Ron Wynne and the Mayor.

Council President Buckholtz stated, it’s like the difference between the 2020 Vision Committee and the Implementation Committee. It’s just in another phase.   Things will be expedited and smoother for everyone if we have Council representation.  Joe was the original person that took an interest in it.  You are definitely the rep, but we would need a second rep. Mrs. Mills, if you are interested?

Mrs. Mills replied, I am very much interested.

Council President Buckholtz stated, okay.  We will make it non-legislative. 

Mr. Saponaro agreed. The point is to keep things moving without bogging it down with an additional process. It’s coming before a regular committee process anyways. 

Sewer Meeting  - Council President Buckholtz asked for an update following the sewer meeting.  Mayor Rinker reported, the whole neighborhood attended.  The turnout was huge. 

Council President Buckholtz asked, how did it go?

Mayor Rinker replied, it went very well. We will probably have another meeting around July once the system is in. That’s when people are going to start looking pretty critically at their hook-ups. As a neighborhood group, they are well organized.  They are coordinating amongst themselves selecting a group power purchase of contractors to do the connecting work.

Council President Buckholtz asked, so they understood pretty much what we went through before with lateral connections versus the tie-ins?

Mayor Rinker replied, we had hoped to get someone from Regional Sewer. At the next meeting we will try to do that just so people have a better handle on the different service charges they are going to be looking at down the road.  It was very well attended.  It was about a 2 hour meeting.

Council President Buckholtz asked Mrs. Betsa, when there are meetings, let’s make sure we put it under Special Committee Reports.

OLD BUSINESS:

There was no old business.

NEW BUSINESS:

Motion to approve recommendation from Planning & Zoning Commission for Conditional Use Permit for Haymer, LLC dba Royal Cheer Athletics, 760 Beta Drive, Weber Wood Medinger Properties.

Mr. Marquardt, seconded by Mrs. Mills, made a motion to approve recommendation from Planning & Zoning Commission for Conditional Use Permit for Haymer, LLC dba Royal Cheer Athletics, 760 Beta Drive, Weber Wood Medinger Properties.

Council President Buckholtz asked, discussion? There was none.

Roll Call:        

AYES: All                 
NAYS: None             

Motion Carried. Recommendation Approved.

Motion to authorize expenditure in the amount of $7,071.46 to Larson Electronics for the purchase of a 600 watt portable light tower for The Grove and other outdoor Village events.

Mrs. Mills, seconded by Mr. Jerome, made a motion to authorize expenditure in the amount of $7,071.46 to Larson Electronics for the purchase of a 600 watt portable light tower for The Grove and other outdoor Village events.

Council President Buckholtz asked, any questions? There were none.

Roll Call:        

AYES: All                 
NAYS: None             

Motion Carried. Expenditure Approved.

Motion to authorize expenditure in the amount of $5,340 to TMS Engineers, Inc. to perform a traffic impact study for Wilson Mills Road between Miner and Lander Roads.

Mrs. Mills, seconded by Mr. Saponaro, made a motion to authorize expenditure in the amount of $5,340 to TMS Engineers, Inc. to perform a traffic impact study for Wilson Mills Road between Miner and Lander Roads.

Council President Buckholtz asked, any questions? 

Mr. Saponaro asked, when do we expect this to commence and then be completed?

Ms. Wolgamuth replied, as soon as we give them the go-ahead, I think it’s 30 days.

Mr. Saponaro replied, terrific.

Roll Call:        

AYES: All                 
NAYS: None             

Motion Carried. Expenditure Approved.

Motion to authorize expenditure in the amount of $14,000 to Suburban Police Anti-Crime Network for 2015 SPAN dues.

Mr. Saponaro, seconded by Mr. Marrie, made a motion to authorize expenditure in the amount of $14,000 to Suburban Police Anti-Crime Network for 2015 SPAN dues.

Council President Buckholtz asked, any questions?

Mr. Saponaro stated, this was a budgeted item that the Chief thought would be $17,000, but they were able to work it down to $14,000.  It did not increase from last year.

Council President Buckholtz replied, great. Any other questions?  There were none.

Roll Call:        

AYES: All                 
NAYS: None             

Motion Carried. Expenditure Approved.

Motion to authorize expenditure in an amount not to exceed $7,600 to Ohio Fire Chiefs Association for promotional examination.

Mrs. Mills, seconded by Mr. Marrie, made a motion to authorize expenditure in an amount not to exceed $7,600 to Ohio Fire Chiefs Association for promotional examination.

Council President Buckholtz asked, any questions? There were none.

Roll Call:        

AYES: All                 
NAYS: None             

Motion Carried. Expenditure Approved.

Motion to authorize expenditure in an amount not to exceed $19,000 to Rain Drop Products for raindrop/mushroom replacement and tumble bucket replacement (includes installation and freight) (Straw Vote approved 3/20/15)

Mr. Marrie, seconded by Mr. Jerome, made a motion to authorize expenditure in an amount not to exceed $19,000 to Rain Drop Products for raindrop/mushroom replacement and tumble bucket replacement (includes installation and freight) (Straw Vote approved 3/20/15)

Council President Buckholtz asked, any questions? There were none.

Roll Call:        

AYES: All                 
NAYS: None             

Motion Carried. Expenditure Approved.

Motion to authorize expenditure in an amount not to exceed $13,000 to AstroPool for pool turtle replacement and installation. (Straw Vote approved 3/20/15)

Mr. Marrie, seconded by Mr. Jerome, made a motion to authorize expenditure in an amount not to exceed $13,000 to AstroPool for pool turtle replacement and installation. (Straw Vote approved 3/20/15)

Council President Buckholtz asked, any questions? There were none.

Roll Call:        

AYES: All                 
NAYS: None             

Motion Carried. Expenditure Approved.

Motion to authorize expenditure in the amount of $9,000 to Kapton Caulking and Building Restoration for removal and replacement of expansion joints at Parkview Pool.

Mr. Saponaro, seconded by Mrs. Mills, made a motion to authorize expenditure in the amount of $9,000 to Kapton Caulking and Building Restoration for removal and replacement of expansion joints at Parkview Pool.

Council President Buckholtz asked, any questions? There were none.

Roll Call:        

AYES: All                 
NAYS: None             

Motion Carried. Expenditure Approved.

Motion to authorize expenditure in the amount of $7,475 to O.P. Aquatics for one PC 2100 Chemtrol and one PC 3000 Chemtrol.

Mr. Saponaro, seconded by Mrs. Mills, made a motion to authorize expenditure in the amount of $7,475 to O.P. Aquatics for one PC 2100 Chemtrol and one PC 3000 Chemtrol.

Council President Buckholtz asked, any questions? There were none.

Roll Call:        

AYES: All                 
NAYS: None             

Motion Carried. Expenditure Approved.

Motion to authorize expenditure in the amount of $15,841 to Deluxe Heating and Cooling for boiler at Service Department.  (Straw Vote approved 3/31/15)

Mr. Saponaro, seconded by Mr. Marrie, made a motion to authorize expenditure in the amount of $15,841 to Deluxe Heating and Cooling for boiler at Service Department.  (Straw Vote approved 3/31/15)

Council President Buckholtz asked, any questions? There were none.

Roll Call:        

AYES: All                 
NAYS: None             

Motion Carried. Expenditure Approved.

Motion to authorize going out to bid for the demo and site work at 734 SOM Center Road (ODOT)

Mrs. Mills, seconded by Mr. Marrie, made a motion to authorize going out to bid for the demo and site work at 734 SOM Center Road (ODOT)

Council President Buckholtz asked, any comments or questions? There were none.

Roll Call:        

AYES: All                 
NAYS: None             

Motion Carried. Bidding Approved.

Motion to authorize expenditure in the amount of $79,553.75 to Collection Buick-GMC through the State Co-Operative Purchasing Program for three pick-up trucks for the Service Department.

Mrs. Mills, seconded by Dr. Parker, made a motion to authorize expenditure in the amount of $79,553.75 to Collection Buick-GMC through the State Co-Operative Purchasing Program for three pick-up trucks for the Service Department.

Council President Buckholtz asked, any questions? There were none.

Roll Call:        

AYES: All                 
NAYS: None             

Motion Carried. Expenditure Approved.

Motion to authorize the Mayor to enter into a Memorandum of Understanding with the Cuyahoga County Health Department for stormwater outfall monitoring and testing.

Mr. Saponaro, seconded by Mrs. Mills, made a motion to authorize the Mayor to enter into a Memorandum of Understanding with the Cuyahoga County Health Department for stormwater outfall monitoring and testing.

Council President Buckholtz asked, any questions? There were none.

Roll Call:        

AYES: All                 
NAYS: None             

Motion Carried. Memorandum of Understanding Authorized.

Motion to acknowledge receipt of financial reports for March, 2015 and to approve of same as submitted.

Mr. Saponaro, seconded by Dr. Parker, made a motion to acknowledge receipt of financial reports for March, 2015 and to approve of same as submitted.

Council President Buckholtz asked, any highlights or questions?

Mr. Wynne stated, in the report, I mentioned that the March collections were low by $461,000 and year to date we were below by $327,000. Those have reversed in April.  April right now we are high by $555,000 so on a year to date basis, our collections are $228,000 higher than they were last year.

Council President Buckholtz replied, any questions? There were none.

Roll Call:        

AYES: All                 
NAYS: None             

Motion Carried. Receipt of Financial Reports for March 2015 Acknowledged and Approved as Submitted.

Motion to authorize expenditure in the amount of $99.98 to Ameriscape Land Design for snowplowing services with regard to the Senior Snow Removal Program for the 2014-2015 winter season (Change order – original amount not to exceed $12,000).

Mr. Saponaro, seconded by Mr. Marrie, made a motion to authorize expenditure in the amount of $99.98 to Ameriscape Land Design for snowplowing services with regard to the Senior Snow Removal Program for the 2014-2015 winter season (Change order – original amount not to exceed $12,000).

Roll Call:        

AYES: All                 
NAYS: None             

Motion Carried. Expenditure Approved.

Motion to authorize expenditure in the amount of $235.00 to Arnold’s Landscape for snowplowing services with regard to the Senior Snow Removal Program for the 2014-2015 winter season (Change order - original amount not to exceed $11,000).

Mr. Saponaro, seconded by Mrs. Mills, made a motion to authorize expenditure in the amount of $235.00 to Arnold’s Landscape for snowplowing services with regard to the Senior Snow Removal Program for the 2014-2015 winter season (Change order - original amount not to exceed $11,000).

Council President Buckholtz asked, any questions? There were none.

Roll Call:        

AYES: All                 
NAYS: None             

Motion Carried. Expenditure Approved.

Motion to authorize expenditure in the amount of $199.99 to Interlock Paving for snowplowing services with regard to the Senior Snow Removal Program for the 2014-2015 winter season (Change order – original amount not to exceed $10,000).

Mr. Saponaro, seconded by Mrs. Mills, made a motion to authorize expenditure in the amount of $199.99 to Interlock Paving for snowplowing services with regard to the Senior Snow Removal Program for the 2014-2015 winter season (Change order – original amount not to exceed $10,000).

Council President Buckholtz asked, any questions? There were none.

Roll Call:        

AYES: All                 
NAYS: None             

Motion Carried. Expenditure Approved.

Motion to authorize expenditure in the amount of $150.00 to MJO Lawn, Inc. for snowplowing services with regard to the Senior Snow Removal Program for the 2014-2015 winter season (Change order – original amount not to exceed $11,500).

Mr. Saponaro, seconded by Mr. Marrie, made a motion to authorize expenditure in the amount of $150.00 to MJO Lawn, Inc. for snowplowing services with regard to the Senior Snow Removal Program for the 2014-2015 winter season (Change order – original amount not to exceed $11,500).

Roll Call:

AYES: All                 
NAYS: None             

Motion Carried. Expenditure Approved.

ANY OTHER MATTERS:

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

ADJOURNMENT

Mrs. Mills, seconded by Mr. Marquardt, made a motion to adjourn.

The meeting adjourned at 8:30 p.m.  The next Council meeting is scheduled for Monday, May 18, 2015 at 8:00 p.m.