Council: April 18th 2022

MINUTES OF THE REGULAR MEETING OF COUNCIL
MAYFIELD VILLAGE, OHIO
Monday, April 18, 2022 – 7:00 p.m.
Mayfield Village Civic Hall – Mayfield Village Civic Center

The Council of Mayfield Village met in Regular Session on Monday, April 18, 2022 in Mayfield Village Civic Hall. Council President Schutt called the meeting to order at 7:01 p.m.

ROLL CALL:

Present: Mr. Arndt, Mrs. Jurcisek, Mr. Marquardt, Mr. Meyers, Mr. Murphy, Mr. Schutt, and Mr. Williams

Also Present: Mayor Bodnar, Mr. Wynne, Ms. Calta, Chief Carcioppolo, Chief Matias, Mr. Cappello, Mr. Marquart, Mr. McAvinew, Mr. Russell, Mr. Sipos, Ms. Wolgamuth, and Ms. Garbo

Absent: Mrs. Betsa

Council President Schutt:

Welcome everyone to the Regular Meeting of Council for April. It is Monday, April 18, 2022 at 7:01 p.m.  

As Mrs. Betsa will be on medical leave for a couple of months, Council will need to appoint Ms. Garbo as Acting Clerk of Council.

  • Motion to appoint Deborah Garbo as Acting Clerk of Council for the months of April and May 2022.

Mr. Meyers, seconded by Mrs. Jurcisek made a motion to appoint Deborah Garbo as Acting Clerk of Council for the months of April and May 2022.

ROLL CALL:

AYES: ALL
NAYES: None

Motion Carried. Deborah Garbo appointed as Acting Clerk of Council for the months of April and May 2022.

The Pledge of Allegiance to the Flag was given.

Consideration of Minutes:

Regular Council Meeting: March 21, 2022

Mrs. Jurcisek, seconded by Mr. Meyers made a motion to approve the Minutes of the Regular Council Meeting of March 21, 2022.

Council President Schutt asked, any discussion?

There was none.

ROLL CALL:

AYES: All
NAYS: None

Motion Carried. Minutes of March 21, 2022 Regular Meeting Approved as Written.

Special Council Meeting: April 4, 2022

Mrs. Jurcisek, seconded by Mr. Marquardt made a motion to approve the Minutes of the Special Council Meeting of April 4, 2022.

Council President Schutt asked, any discussion?

There was none.

ROLL CALL:

AYES: All
NAYS: None

Motion Carried. Minutes of April 4, 2022 Special Meeting Approved as Written.

Comments From Mayor Bodnar

Mayor Bodnar stated, we had two holiday celebrations this past weekend with both Easter and Passover. I hope it was a meaningful celebration for everyone and everyone had time to celebrate with family and friends. And now, onto the State of the Village Address

  • State of the Village Address

Mayor Bodnar stated, as we all know, our Charter provides that, every April, the Mayor is to prepare and give an annual “State of the Village” report that advises Council and the citizens of Mayfield Village of our finances and administrative activities during the past year and those things that might be coming up in the current year. So, let’s begin with our financial position.

FINANCIAL POSITION.  2021 was a surprisingly decent financial year in Mayfield Village, given that virtually all employees of Progressive Insurance continued to work from home during the pandemic. Our income tax collections totaled approximately $19.3 million last year, a decrease of $1.7 million from 2020.

The vast majority of our revenues come from income tax dollars paid by those who are employed within Mayfield Village.  Beginning in August of last year, Progressive began sending income tax dollars to the communities where their employees were living and working. Although this hurt our 2021 bottom line somewhat, it was actually a benefit in that they began to change their withholding early. Our State legislature decided to allow employees who worked from home during the pandemic to seek  income tax refunds for all of 2021. It remains to be seen how many refunds will be requested of Mayfield Village, but at least we know that any refunds requested from Progressive employees will only be for the first eight months of the year, instead of the entire year. As I said, we don’t know what the impact of the refunds is going to be yet, but so far the refund impact has been minimal.

As for refunds for tax year 2020, the Ohio Supreme Court has recently declined to hear a case in which the appellate court upheld the extension of the 20-day rule, which is a positive for us, but there are other appellate courts who have yet to decide their cases. If there is a split among the appellate courts, it may force the Ohio Supreme Court to address the question directly.

Our total general fund revenues for last year, and that includes our income tax collections, as well as interest, land rental income, refunds of tax collection costs, miscellaneous revenues and reimbursements, property taxes and charges for sales and services that are provided by our Building, Recreation, Fire and Police Department, totaled approximately $23.4 million, a decrease of about $1.5 million overall from 2020, primarily due to the decrease in the income tax collections that I mentioned previously.

Our 2021 general fund expenditures, exclusive of year-end transfers, were $15.9 million. This amount represents an increase in spending of about $1.3 million from 2020. The increased spending was caused by final payments to several employees who retired, the return of special events and other recreational programs, and the hiring of three additional full-time firefighters in mid-2020. If you remember back then, we were having staffing issues because some part-time firefighters were not permitted by their full-time employers to work elsewhere due to Covid.

Our general fund balance as of Dec 31, 2021 was $41.1 million, that’s an increase of about $7.5 million over our balance of $33.6 million on Dec 31, 2020. We ended last year with total outstanding debt of $2.9 million, down from a high mark of $16.3 million in 2010. We currently have sufficient assets set aside in our debt retirement fund to pay off our remaining debt and will do so when it is economically beneficial and permissible to do so. Given the current Covid situation, our Finance Director Ron Wynne is considering whether it makes more sense to hold onto these funds rather than to pay off the debt early.

I would be remiss if I did not mention that Ron Wynne has done a stellar job of tracking our income and expenses, ensuring that we continue to tighten our belts, and keeping the ship steady as we work our way through these uncharted waters.

2022 CAPITAL PROJECTS. When Covid hit, most of our Capital Projects were put on hold or slowed down substantially, so this project list might seem very familiar to you.

Civic Center ADA Improvements.  As we have reported, two separate grants from the State of Ohio, each for $100,000, are being used to make improvements to the Civic Center. Construction is underway right now, expanding and upgrading the main restrooms in this building to make them ADA compliant. The restrooms are being expanded into the kitchen and the kitchen will receive a much-needed facelift as well.  Rycon Construction was the successful bidder on this project at $308,500 and with $200,000 from the State, we will get much benefit from this renovation at a pretty low cost to the Village. We budgeted $500,000 for renovations to this building this year, and that includes replacement of a boiler as well as some other smaller ADA improvements.

Worton Park Culvert Replacement Project. Designs for Phase 1 of the Worton Park Culvert Replacement Project are being finalized and the project is expected to go out to bid in the next several weeks. Phase 1 includes replacing two culverts - one on Worton Park and one on N. Woodlane Drive with larger box culverts. Channel improvements will also be made between these culverts and with the help of the Sewer District, a property that had experienced substantial flood damage over the years was purchased and the home razed. An expanded floodplain is being installed at this property to further improve drainage in the area. $1.2 million has been budgeted for this project and additional funds will be budgeted in 2023 for Phase 2 of this comprehensive improvement, which includes the replacement of three additional culverts. 

Aintree Park Sanitary Relief Sewer.  Another project that’s currently on hold is the Aintree Park Sanitary Relief Sewer. The budget for this project is $455,000 and will consist of construction of approximately 670 ft. of sanitary relief sewer to divert excess flow from the Aintree Park Drive sanitary sewer. This project is expected to help alleviate basement flooding in the area and will remain on hold while we monitor revenues.

DEPARTMENTAL REPORT. All of our Departments continue to run smoothly.

The Parks & Recreation Department is excited about the coming summer season as we all are. Although funding for summer concerts was decreased by half this year, our Director Shane McAvinew has worked his magic, booking bands to maximize this budget. All other Parks & Recreation program costs are essentially pass-throughs, so no additional budget cuts are needed and we are happily back to pre-Covid programming. After some underground renovations to repair leaks, Parkview Pool is expected to be up and running on June 3rd of this year, provided however that it stops snowing by then. The season will be extended on the weekends this year through Labor Day, September 4th. Covid has changed some of our Special Events, probably forever, but they are back and arguably some are even improved. Our Mothers’ Day Pancake Breakfast will remain at the Community Room this year, July 4th Fireworks are going forward on July 2nd, and Cruise Night is back to its original June timing, this year on June 11th with earlier hours from 3 to 7 p.m. to accommodate the classic car owners and to make the event more family-friendly. Residents should have received the Spring/Summer Recreation Guide filled with information on all these events, the summer concert series at The Grove and the Gazebo, and a variety of programs for all.

The Building Department reported 603 permits issued in 2021, up slightly from 593 in 2020. Work continues at the Montebello subdivision on Highland Road with seven new homes built and many more anticipated in 2022. The estimated value for residential construction increased substantially due to Montebello -- $3.8 million in 2001compared to $2.7 million in 2020. 

Not surprisingly, based on people focusing more on home improvement during the pandemic, permits for additions and alterations almost doubled from last year, increasing to 16 in 2021. On the commercial side, the number of permits issued held steady at 223.

Our new Building Commissioner Dan Russell is doing the great job that we anticipated and, with the help of long-time assistant Debbie Garbo, all is running smoothly. 

As always, our first responders and dispatchers of Police and Fire remain on the job and ready to respond as needed. They have done an awesome job in keeping us safe during these tumultuous times and I know we all appreciate their dedication and professionalism. 

During 2021, Chief Matias proposed and implemented a new Speed Photo Enforcement program during rush hours on I-271. Using Officer held cameras, Chief Matias continues to track motorist speeds to determine if the program is having the desired effect of reducing dangerous speeds of 80 to over 100 mph by too many drivers. 

Our Service Director Scott Sipos has been in place at the Service Department for almost a year and is doing an excellent job. Scott was lucky enough to recently go through his first Rubbish and Recycling bid process. Working with Highland Heights and the Solid Waste District, a new 5-year contract with Kimble is being recommended and put into place, with Council approval being sought this evening. 

On the ballot on May 3, 2022, is the Beta Commercial District Overlay. Our Economic Development Manager John Marquart worked long and hard to develop this Overlay District to support our growing companies and attract new businesses to Mayfield Village. If this Overlay is passed by voters on May 3, property owners on Beta Drive will have greater flexibility to manage their properties by reducing setbacks and increasing building height. I am hopeful that residents will recognize that this zoning change will strengthen our tax base and help preserve the level of services and amenities that we enjoy here. All without any negative impact on residential neighborhoods.

On another positive economic development note, the $1.4 million in renovations to the Holiday Inn will be complete this month. It’s wonderful to see re-investment in some of our older properties and we hope to continue that trend with the passage of the Beta Commercial District Overlay.

After serving as the Ward 2 Council Representative for 36 years, Patsy Mills did not run for re-election and she retired at the end of 2021. Patsy has been an outstanding public servant and truly a friend and a mentor to us all, working with many past Administrations and Councils. She will be greatly missed, and will never be replaced, but we were happy to welcome our new Ward 2 Representative Mark Arndt to Council. 

The coming year will continue to be one of financial uncertainty as we await the return of full on-site employment at some of our Village businesses. We will continue to do what we can to increase revenues and decrease expenses. While no one can know what the future holds, I believe that revenues will increase over the next few years and ultimately return to something near to pre-pandemic numbers. Meanwhile, we are in the best shape possible, with sufficient reserves to continue to operate as usual, and sufficient time to make changes, if and as needed. 

And, while we tend to think of our wealth as the dollars showing on our bank account statements, I am often reminded that those dollars are there because of the careful planning, prudent spending and intelligent, creative and dedicated leadership of our staff and our elected officials. Therein lies our true wealth.   

And so tonight I thank you Mr. Wynne, I thank all of our Department Heads and our Staff, and I thank our wonderful Council, for your efforts to keep us in a solid financial position. And no matter what challenges the future holds for Mayfield Village, I am confident that this community will continue to be the same strong and vibrant community that was in its first 100 years, through its next 100 years. Thank you.

Comments From Council President Schutt

Thank you Mayor Bodnar. We’d also like to thank you as well for navigating us through the pandemic over the last 25 months.

Mayor Bodnar replied, thank you.  

Council President stated, it’s hard to believe it’s been 25 months. Hopefully the worse has passed us and we get greener pastures ahead. So thank you.

Council President stated, also please keep Mrs. Betsa in your thoughts and prayers. Her surgery went well this past Friday. She’s at home as of this morning recovering and resting. So again, please keep her in your thoughts and prayers.

Our next Regular Meeting of Council is on Monday, May 16th at 7:00 p.m. 

Open Portion – For Public Comment (5-minute limit imposed by Chair)

Council President Schutt stated, I don’t think we’ll have any comments since we don’t have an audience tonight, so we’ll just keep moving along.

Department Head Reports:

Administration – Ms. Wolgamuth – Thank you, I have no report this evening.

Council President Schutt stated, thank you, Ms. Wolgamuth.

Building – Mr. Russell – No report this evening.

Council President Schutt stated, thank you, Mr. Russell.

Engineer – Mr. Cappello – Yes, as Mayor Bodnar mentioned, we are out to BID, it’ll be advertised this Thursday for the Worton Park Phase I Culvert Replacement Project.

Council President Schutt asked, any questions for Mr. Cappello?

There were none.

Council President Schutt stated, thank you, Mr. Cappello.

Finance – Mr. Wynne – No report this evening.

Council President Schutt stated, thank you, Mr. Wynne.

Fire Department – Chief Carcioppolo – Thank you Council President. I have no report this evening.

Council President Schutt stated, thank you Chief.

Law Department – Ms. Calta -  No report from the Law Department tonight.

Council President Schutt stated, thank you Ms. Calta.

Parks and Recreation – Mr. McAvinew – I have a brief report. Parks and Recreation Board met on April 6th and reviewed the up and coming events which was at the time Easter, Mother’s Day Pancake Breakfast, Memorial Day, Cruise Night entertainment and the Village Party on Aug 20th. The Easter event did go on as scheduled, it was a little cold outside, but the children didn’t know the difference, they were happy to be out there collecting eggs and playing games. So it turned out to be with some changes a very very successful day and a nice turnout. We do have the Mother’s Day Pancake Breakfast coming up. I encourage you if you are interested to register or let people know to register for the event. We’re a little bit up from last year but still not where I want to be with the numbers. That’s why you got an e-mail today encouraging to come out and get registered for that event. We also talked about Memorial Day and Cruise Night. As the Mayor spoke, we decided this year Cruise Day is 3 p.m. – 7 p.m. We’re having a great response on social media, probably the highest numbers to this point I’ve had since I’ve been up here. We also have for our Senior Services, The Commission on Aging on 5/26 will have the Appreciation Luncheon that gets very well attended and on 7/22 we’ll have the Senior Picnic down at Parkview. With that, does anyone have any questions?

There was none.

Council President Schutt stated, thank you, Mr. McAvinew. 

Police Department – Chief Matias – Thank you Council President. I just have one quick thing. Last week was National Public Safety Telecommunications Week. That’s where we recognize our Dispatch Staff for their great job. I just want to thank them for their dedicated service and the great job they do. That’s all I have.

Council President Schutt stated, thank you Chief.

Service Department – Mr. Sipos – Service has no report.

Council President Schutt stated, thank you Mr. Sipos.

OLD BUSINESS:

  • Third Reading of Ordinance No. 2022-02, entitled, “An ordinance amending Mayfield Village Codified Ordinance Chapter 147 Commission on Aging.”  Introduced by Mayor Bodnar (First Reading–February 21, 2022; Second Reading–March 21, 2022) (Administration).

Mrs. Jurcisek, seconded by Mr. Arndt, made a motion to enact Ordinance No. 2022-02.

Council President Schutt asked, discussion?

There was none.

ROLL CALL:

AYES: All                  
NAYS: None

Motion Carried. Ordinance 2022-02 Enacted.

  • Second Reading of Ordinance No. 2022-04, entitled, “An ordinance amending Mayfield Village Codified Ordinance Chapter 1519 Fireworks.”  Introduced by Mayor Bodnar (Fire Department) (First Reading – March 21, 2022) (Fire Department)

Council President Schutt asked, discussion?

There was none.

Ordinance No. 2022-04 will move to Third Read at our meeting on May 16th.

Chief Carcioppolo said, excuse me, did we get that updated?

Ms. Calta replied, for the May Caucus meeting we may have an amendment to 1519 that’s going to clarify a distinction between possessing and selling. We’ll get a memo into Council’s packets probably this week but we can discuss it further at the May Caucus before the May Regular Council date.

Council President Schutt asked, any other comments or discussion?

There was none.

Ordinance No. 2022-04 will move to Third Read at our meeting on May 16th.

  • Second Reading of Ordinance No. 2022-05, entitled, “An ordinance enacting Mayfield Village Codified Ordinance Section 1383.06 Automatic Fire Detection Systems.” Introduced by Mayor Bodnar (First Reading – March 21, 2022) (Fire Department)

Council President Schutt asked, discussion?

There was none.

Ordinance No. 2022-05 will move to Third Read at our meeting on May 16th.

NEW BUSINESS:

  • Motion for authorization to go out to bid for the 2022 Aintree Park Sidewalk Repair Program  (Administration)

Mrs. Jurcisek, seconded by Mr. Marquardt, made a motion to authorize to go out to bid for the 2022 Aintree Park Sidewalk Repair Program.

Council President Schutt asked, discussion?

Ms. Wolgamuth stated, Council President I just wanted to remind Council that authorizing this phase essentially means that we’re going to follow the program that we outlined in the memo that we provided where the Village will pay for all the blocks that are damaged by trees or utilities and then we’ll share our cost for the remaining blocks that are the responsibility of the residents. Then they will share in our cost in paying us before we make the repairs. I just want to make sure everything’s clear on that. Thank you.

Mr. Murphy asked, if they choose to opt into the program, correct?

Ms. Wolgamuth replied, correct. And if they do not and there’s still blocks that need repair next year, we’ll go through the normal process and we’ll assess them so they can pay for it over time.

Council President Schutt asked, any other comments or discussion?

There was none.

ROLL CALL:

AYES: All
NAYS: None

Motion Carried.

  • Motion to acknowledge receipt of financial reports for March 2022 and to approve of same as submitted. (Finance Department)

Mrs. Jurcisek, seconded by Mr. Marquardt, made a motion to acknowledge receipt of financial reports for March 2022 and to approve of same as submitted. 

Council President Schutt asked, discussion?

There was none.

ROLL CALL:

AYES: All
NAYS: None

Motion Carried.

  • Motion to authorize additional payment to the Bureau of Worker’s Compensation ($26,379) resulting from recalculation of 2022 Estimated Annual Premium (Finance)

Mrs. Jurcisek, seconded by Mr. Marquardt, made a motion to authorize additional payment to the Bureau of Worker’s Compensation ($26,379) resulting from recalculation of 2022 Estimated Annual Premium.  

Council President Schutt asked, discussion?

There was none.

ROLL CALL:

AYES: All
NAYS: None

Motion Carried. Expenditure Authorized.

  • Motion to authorize expenditure in the amount of $13,407 to Treasurer, State of Ohio, Keith Faber for the 2021 Village Audit.  (Finance)

Mrs. Jurcisek, seconded by Mr. Marquardt, made a motion to authorize expenditure in the amount of $13,407 to Treasurer, State of Ohio, Keith Faber for the 2021 Village Audit.   

Council President Schutt asked, discussion?

There was none.

ROLL CALL:

AYES: All
NAYS: None

Motion Carried. Expenditure Authorized.

  • Motion to authorize expenditure in the amount of $18,162 to Dyna-Green for fertilization of sports fields and Village properties. (Service Department)

Mrs. Jurcisek, seconded by Mr. Marquardt, made a motion to authorize expenditure in the amount of $18,162 to Dyna-Green for fertilization of sports fields and Village properties.    

Council President Schutt asked, discussion?

There was none.

ROLL CALL:

AYES: All
NAYS: None

Motion Carried. Expenditure Authorized.

  • Motion to authorize expenditure in the amount of $19,656 to Marshall Power Equipment for purchase of two (2) eXmark Vertex S Series 52 stand-on mowers  (State bid) (Service Department)

Mrs. Jurcisek, seconded by Mr. Marquardt, made a motion to authorize expenditure in the amount of $19,656 to Marshall Power Equipment for purchase of two (2) eXmark Vertex S Series 52 stand-on mowers.      

Council President Schutt asked, discussion?

There was none.

ROLL CALL:

AYES: All
NAYS: None

Motion Carried. Expenditure Authorized.

  • Motion to authorize an expenditure in an amount not to exceed $15,600 to Reliable Onsite Services for providing portable toilet units for special events and programs in Mayfield Village for 2022.  (Parks and Recreation)

Mrs. Jurcisek, seconded by Mr. Marquardt, made a motion to authorize an expenditure in an amount not to exceed $15,600 to Reliable Onsite Services for providing portable toilet units for special events and programs in Mayfield Village for 2022.

Council President Schutt asked, discussion?

There was none.

ROLL CALL:

AYES: All
NAYS: None

Motion Carried. Expenditure Authorized.

  • First Reading of Resolution No. 2022-19, entitled, “An emergency resolution authorizing entering into a contract with the Ohio Department of Transportation for its 2022-2023 salt participation program.” Introduced by Mayor Bodnar. (Service Department). 

Mr. Murphy, seconded by Mrs. Jurcisek made a motion to suspend the rules of Council requiring a Resolution to be read on three sperate occasions.

ROLL CALL:

AYES: All
NAYS: None

Motion Carried. Rules Suspended.

Mr. Murphy, seconded by Mrs. Jurcisek made a motion to enact Resolution No. 2022-19.

Council President Schutt asked, discussion?

There was none.

ROLL CALL:

AYES: All
NAYS: None

Motion Carried.  Resolution Adopted.

  • First Reading of Resolution No. 2022-21, entitled, “An emergency resolution authorizing and directing the Mayor and President of Council to enter into contract with Tim Lally Chevrolet, Inc. for the purchase of a 2023 Chevy Tahoe SSV 4X4 in an amount not to exceed Fifty Thousand Dollars ($50,000).”  Introduced by Mayor Bodnar. (Fire Department)

Mr. Murphy, seconded by Mrs. Jurcisek made a motion to suspend the rules of Council requiring a Resolution to be read on three sperate occasions.

ROLL CALL:

AYES: All
NAYS: None

Motion Carried. Rules Suspended.

Mr. Murphy, seconded by Mrs. Jurcisek made a motion to enact Resolution No. 2022-21.

Council President Schutt asked, discussion?

There was none. 

ROLL CALL:

AYES: All
NAYS: None

Motion Carried.  Resolution Adopted.

  • First Reading of Resolution No. 2022-22, entitled, “An emergency resolution authorizing and directing the Mayor and President of Council to enter into an Access and Retaining Wall Easement with Progressive Direct Insurance Co.” Introduced by Mayor Bodnar. (Administration).

Mr. Murphy, seconded by Mrs. Jurcisek made a motion to suspend the rules of Council requiring a Resolution to be read on three sperate occasions.

ROLL CALL:

AYES: All
NAYS: None

Motion Carried. Rules Suspended.

Mr. Murphy, seconded by Mrs. Jurcisek made a motion to enact Resolution No. 2022-22.

Council President Schutt asked, discussion?

There was none.

ROLL CALL:

AYES: All
NAYS: None

Motion Carried.  Resolution Adopted.

  • First Reading of Resolution No. 2022-23, entitled, “An emergency resolution authorizing and directing the Mayor and President of Council to accept the bid of and enter into a contract with Kimble Recycling and Disposal, Inc. for a five-year term with two one year renewal options for residential solid waste collection, disposal and recycling services.”  Introduced by Mayor Bodnar. (Service Department).

Mr. Murphy, seconded by Mrs. Jurcisek made a motion to suspend the rules of Council requiring a Resolution to be read on three sperate occasions.

ROLL CALL:

AYES: All
NAYS: None

Motion Carried. Rules Suspended.

Mr. Murphy, seconded by Mrs. Jurcisek made a motion to enact Resolution No. 2022-23.

Council President Schutt asked, discussion?

There was none.

ROLL CALL:

AYES: All
NAYS: None

Motion Carried.  Resolution Adopted.

ANY OTHER MATTERS THAT MAY COME BEFORE COUNCIL:

Council President Schutt asked, are there any other matters to come before Council tonight?

There was none.

ADJOURNMENT

Mrs. Jurcisek, seconded by Mr. Meyers made a motion to adjourn.

ROLL CALL:

AYES: All
NAYS: None

Motion Carried. Meeting Adjourned.

The meeting adjourned at 7:31 p.m. The next Regular meeting of Council will be on Monday, May 16, 2022 at 7:00 p.m. in Civic Hall at the Mayfield Village Civic Center.