Caucus Minutes - July 1st 2013

MINUTES OF A COUNCIL CAUCUS
Monday, July 1, 2013 at 8:00 p.m.
Mayfield
Village Civic Hall

The Council of Mayfield Village met in Caucus Session on Monday, July 1, 2013.  Council President Buckholtz called the meeting to order at approximately 8:00 p.m.

(Click here for a print friendly/pdf document)

ROLL CALL:

Present: Mr. Buckholtz, Mr. Marrie, Mrs. Cinco, Mr. Marquardt, Mrs. Mills, Dr. Parker, and Mr. Delguyd

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

Absent: Mayor Rinker and Mr. DiNardo

IN COMMITTEE (STATUS)

Safety and Service/Finance Caucus
Mrs. Cinco reported, we held a combined Safety and Service and Finance Caucus meeting this evening. All of the items are on the agenda this evening for Caucus.

ADMINISRATION

Ms. Wolgamuth reported, the surveys went out for the Community Room. We have already gotten 116 back.  Response is going to be good.

Mr. Delguyd asked, electronic too? Ms. Wolgamuth replied, all paper.

Mr. Delguyd asked, is it on the website? Ms. Wolgamuth replied, it’s only available on the website for them to print.  It’s all going to be paper.

FINANCE

Property and Casualty Insurance
Mr. Wynne reported, we got our renewal about a week and a half ago from Wichert Insurance for our property and casualty insurance which is also our employer liability and law enforcement liability coverage. The annual payment is going to be about $75,000 which is an increase of about 5% over last year  Even though it went up, you might recall about six or seven years ago the cost of this insurance was into the six figures and the market got extremely soft.  It is starting to head into the other direction.

TIRC Meeting
Mr. Wynne reported, this is the Tax Incentive Review Committee.  It is run by Cuyahoga County.  We get together every year and discuss the status of our TIFs and any problems that there might be with them. The County approves them to continue on for another year.  That meeting is scheduled for Monday, July 22nd.  I will be going down there with one of our representatives, being Ron Dinardo. Eric Jochum is not available.  We will go over the status of our TIFs.

2014 Tax Budget
Mr. Wynne reported, this is required by the County. It needs to be approved by Council by the 15th of every July and submitted by the 20th. This is a really rough preliminary estimate of what our receipts are going to be for the next fiscal year.  It really just serves two purposes, one is for the County to prepare the Official Certificate of Estimate Resources at the start of the year and more importantly they want to take a look at our revenues to make sure that we have enough monies coming in to meet our debt obligations for the coming year. The assumptions that I put together in preparing that budget are exactly the same assumptions we used in preparing the budget for 2013, so there are no significant changes.

Various Purpose Improvement Note – due August 29, 2013
Mr. Wynne reported, our Note is $2.4 million.  It matures on August 29th at which time we pay it off.  We will be paying it off and at the same time selling additional Notes as planned with the budget for $1.9 million.  The net effect is to pay down $500,000 on that this year.  In discussions with our bond counsel on this as well as our investment advisor, the interest rate based on current market conditions should be again like the last year when we sold it somewhere between ¾ of 1% and 1%.

RITA Cost of Collections
Mr. Wynne reported, we pay RITA 3% every month for the income tax dollars they collect on our behalf.  After a year’s timeframe, they go through an analysis to see what their actual costs of providing those services were.  We paid the 3% of the $15 million we collected last year or about $450,000.  The actual cost of services was a little bit over 1%. We received last week a refund of $282,000.  Of those costs we had budgeted $200,000 so we came in at $82,000 above what we had projected.

Council President Buckholtz asked, anyone have any questions?

Mr. Delguyd replied I just have one. On the Various Purpose Improvement Notes, I forgot to ask this in Finance, but do we have any sense of where interest rates are coming in on?  I know other interest rates throughout the country are projected to increase.  Has bond counsel said anything about maybe those going up as well?

Mr. Wynne replied, no. They anticipate that our Notes, based upon what they are selling them for now will be right in the same ballpark as what we sold the Notes for last year, between ¾ of 1% and 1%.

Mr. Delguyd asked, but the long term Notes, next year and the year after, they anticipate those going up?  Is there any risk of such a high interest rate in the future that it makes sense to do this on longer than a one year renewal?

Mr. Wynne replied, no, the rates on the short end of the curve are staying pretty compressed. The long end of the curve is where they are going up a little bit.

Council President Buckholtz asked, did I just hear that the interest rate on college loans are doubling?

Mr. Wynne replied, yes, they are going from 3.4 to 6.8% but Congress when they come back from break can retroactively do away with that. They just did not address it before they went on break.

Council President Buckholtz asked, is that something going into effect immediately?  Is it for new loans?

Mr. Wynne replied, it’s effective July 1st.  It’s on everything, existing and new.  The Stafford loans.

Mrs. Mills stated, supposedly they are addressing it on Monday when they come back from their vacation, to rescind it back to June 30th. We will see what happens.

Council President Buckholtz asked, anything else?  There were no other questions.

SERVICE DEPARTMENT

Mr. Metzung reported that we have received our final authorization from the Federal Government to proceed with the Greenway Trail. We will be advertising that for bid this month and asking Council for a Special Meeting August 5th to hire the contractor to begin work.

Mr. Delguyd asked, would that be done this year or start next year?

Mr. Metzung replied, it will go in to next year. We hope to start this year.

Council President Buckholtz asked, when you say authorization from the Federal Government, what is that?

Mr. Metzung replied, to go through all of the steps you have to go through Corps of Engineers and EPA and that all gets sent to the State, then the State sends it to the Feds, the Feds finally go, you are good to go since it is run through the State of Ohio. They have done that.

Council President Buckholtz asked, any questions? There were none.  Anything further? There was no further matters to report.

SENIOR SERVICES

Senior Snow Removal – 2013-2014
Mr. Thomas reported, this is our annual request to go out to bid for our Senior Snow Removal program. We need to start this process now to get the bids back in order for our seniors to receive letters, give them time to respond and be assigned a contractor if they choose to opt in.

Mrs. Cinco stated, this was discussed in Safety and Service and Finance.  The program is fine where it is.

Mr. Delguyd added, no major complaints.

Council President Buckholtz asked, no changes or issues?

Mr. Delguyd replied, no.  Last year we worked on the opt-in versus opt-out costs and a couple of minor property issues, typical snow plowing issues, but the contractor fixed it.

Mrs. Mills asked, Bill, do you want to talk about our Senior program last Friday? 

Mr. Thomas asked, how many did we have total?

Mrs. Mills replied, I think it was like 40 some people.

Mr. Thomas reported, we had all our Department Heads and other organizations there for an Open House.  All in all, I think it went really well. I  think the residents that were there appreciated everybody and got information. The comment that I got was why do we just have it for our Seniors? Why not open it up to everybody in the Village as far as our offerings of departments and what we have to offer?  I thought that was a good suggestion. Obviously if we are going to do that, we are going to have to change the day from Friday to possibly a Saturday for people that are working that couldn’t get there from 9:00-12:00. The Committee will discuss that further. All in all, I think it was worth our time.

Mrs. Cinco stated, I heard very good things about it. A lot of people that went learned something new.  They were like, I didn’t know this existed, this plan, even from Department Heads and the Fire Department, what they offer our Seniors.

Mrs. Mills stated, both Police and Fire had a good response on information safety-wise from residents. They were very pleased when they came over to the Garden Club table and talked about it.  They were impressed on how the men presented themselves.

Council President Buckholtz stated, we were able to provide information that people didn’t know.

Mrs. Mills agreed. Definitely.

Mrs. Cinco agreed.

Mr. Thomas stated, we do advertise that, but unfortunately they may not have seen it.

Mrs. Cinco stated, it was one-stop shopping. That made it real easy.

Mr. Thomas stated, we are doing an Open House for our Wildcat Sport Fitness Center which is formerly the Field House and pool.  We are going to do that in September. There will be food.  That was discussed at the Commission on Aging.  It will be between 11:00 and 1:00.

Mr. Marrie stated, Bill, I think the suggestion you received about opening it up to everyone, is a very good suggestion.  If there’s that many seniors that don’t know, there’s a whole ton of people in this Village that don’t know what the Fire Department can do, or the Police Department can do for them that they maybe even thought of but were afraid to ask about it. It should be open to the public.

Council President Buckholtz stated, seniors are typically the people most in the know of programs.

Mr. Delguyd stated, you could do it on a weeknight from 7:00-9:00 too.

Mr. Thomas replied, good suggestion. We would not get our seniors out.

Mrs. Cinco stated, you already got them.  You want to get the rest.

Mr. Marrie stated, some of them would come.

Mrs. Mills stated, we have 1,029 seniors in the Village and only 40 showed up. Some of them were not seniors.

Mr. Thomas replied, maybe we should offer it in early June when there’s light hours in the evening. We wouldn’t do it in the winter.  We would have it sometime in June.

Mr. Marrie stated, I think you should give it some thought.

Mr. Thomas stated, we will talk about it.

Mr. Thomas asked, how many individuals saw the fireworks this past weekend?

Everyone agreed they were fabulous.

Mrs. Mills stated, a lot of comments from people that saw them.

Mrs. Cinco stated, they were the best ever.

Mr. Thomas stated, that was a new company this year.

Mrs. Eisenberg stated, absolutely wonderful.

Mr. Thomas stated, the Police and Fire Department were pleased with the safety of those individuals that shot them off. They were pleased with the way they did it.  Gino, do you have any other comments?

Interim Chief  Carciopollo replied, it was very safe and it was a nice show.

ENGINEER

Mr. Cappello reported, tomorrow they will be finishing the final coat of asphalt on the Kenwood neighborhood. 

Mr. Delguyd asked, I noticed that they paved the road and then they did cutouts around the manholes.

Mr. Cappello they adjusted the manholes.

Mr. Delguyd asked, that’s normal?

Mr. Cappello replied, yes.

ANY OTHER MATTERS

Mr. Marrie complimented The Grove Committee for the really neat Open House they had for how The Grove could look in the future.  What I thought was outstanding was what might be simple but it was really done well, having the signs up everywhere of where things were going to be.  If you just stand on the hill and it’s just grass, you have no idea of what you are looking at.  It gets lost.  I think they did a really good job of putting it on.

Council President Buckholtz apologized for missing that.  I was there yesterday and walked all the way up the hill as Mr. Marrie suggested I do.  It is a magnificent view up there. There should be box seats.

Council President Buckholtz asked, anything else?

Mrs. Cinco replied, I want to give all of you the courtesy of telling you I am not seeking re-election. I  am doing it so that whoever else is out there can contact me and find out what’s going on and do their thing. After 26 years I have appreciated it all and you are family. It’s time to let democracy take over and maybe get some young blood and new faces.

Council President Buckholtz asked, anything else? There were no further matters.

There being no further business, the meeting adjourned at approximately 8:30 p.m.

Respectfully submitted,

Mary E. Betsa,
Clerk of Council