Caucus Minutes - October 7th 2013

MINUTES OF A COUNCIL CAUCUS
Monday, October 7, 2013 – 8:00 p.m.
Mayfield Village Civic Hall

The Council of Mayfield Village met in Caucus Session on Monday, October 7, 2013.  Council President Pro Tem Marrie called the meeting to order at approximately 8:00 p.m.

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ROLL CALL: 

Present: Mr. Buckholtz, Mr. Marrie, Mr. Marquardt, Mrs. Mills, Dr. Parker (8:15), and Mr. Delguyd

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

Absent: Mrs. Cinco and Mr. Wynne

BUILDING DEPARTMENT:

Mutual Assistance Agreement – Building Inspection Services

Mr. Marrelli reported, this is a mutual aid agreement between Mayfield Village and Highland Heights.  The State of Ohio requires Building Departments to have a back-up for each person.  In the past, we have backed each other up.  We need to file an Agreement with the State to be in compliance and make it formal.  The need would come in to play if we or they are overwhelmed with a project and need assistance.  We would also cover for each other in the event someone in either municipality is out due to illness or vacation.  This would occur only if the need is determined to be of high importance where rescheduling would cause a hardship on a project due to lengthy wait times.  Mutual aid would be provided back and forth when necessary.  No equipment is involved.

Mrs. Mills asked about whether or not the Service Department has an agreement like this with other cities.  Mr. Metzung replied, the Service Department has no formal agreement, but provides assistance during emergencies or if the need arises.

POLICE DEPARTMENT:

2014 Harley Davidson motorcycle with trade-in value (trade in:  2004 and 2005 Harley-Davidson FLHP motorcycles – Harley-Davidson Sales Company - $2,210)

Chief Edelman reported, we need to replace our 2005 Harley-Davidson.  Earlier in the year, we replaced the 2004 Harley-Davidson and put it out for bid.  The bids came in much lower than the blue book value.  We did some research and found another dealer willing to trade both the 2004 and 2005 motorcycles at $15,000 total.  The 2014 Harley-Davidson motorcycle would cost $17,210.  Our total expenditure would be $2,210.

Code Red Updates

Chief Edelman reported, when we took out our three-year contract with Code Red there was a limit on the amount of minutes available.  In the last two months we went over our minutes twice and were charged $300.00 each time for the rollover minutes.  I called Code Red to see if there was anything we could work out.  The annual cost to increase to unlimited minutes would be $4,500 per year. We were paying $3,700 annually.  We would still be responsible to pay the $600 for the additional rollover minutes, but they will charge us a discounted bridge fee of $60 for unlimited minutes for the remainder of the year from this point on.  Beginning January 1st, we would pay $4,500 instead of $3,700.  We continue to use Code Red as much as possible to notify residents of emergencies.  It has worked very well.

FIRE DEPARTMENT:

Acting Chief Carcioppolo reported, we have hired three full-time firefighters.  On October 21st, we will have a formal swearing in.  It will be a formal event, with bagpipers at the door.

Old 643 ambulance
Old FIU ambulance

Acting Chief Carcioppolo reported, our old 1989 ambulance that was being used by the Hillcrest Area Fire Investigation Unit has been returned as they no longer need it.  We will be letting SPAN use it for their Traffic Investigation Unit.  There will be no title change and they will return it when they no longer need it.  We are not using the old 1991 643 ambulance due to safety issues.  I would like to have that declared surplus and go out to bid to see if we can sell it.

SERVICE DEPARTMENT:

Mr. Metzung stated, as reported at the Council meeting in August, the Engineer will begin preparing plans and specifications for the sewer project.  We are looking to next year to start the project.  This allows us to get a jump on things.

Drainage and Infrastructure met this evening. There were three projects on the agenda.  We are also looking to move forward with three of the projects on the Regional Sewer District project list since the stormwater program is on hold.

Discussion ensued regarding the status of the Regional Sewer District stormwater control program which at this time has been put on hold due to the ruling by the Eighth District Court of Appeals.  The decision may be appealed to the Ohio Supreme Court. 

Mayor Rinker explained that the Regional Sewer District was dealing with water pollution and stormwater control.  The problem still needs to be taken care of.  We now have to look to our tax base.  Flooding during a heavy rain event creates pollution and erosion from run-off. 

Council President Buckholtz stated, we will have to pay more attention to stormwater control and dust off Drainage and Infrastructure.

PLANNING DEPARTMENT:

Application for DOPWIC Funding (Sewer projects:  Eastgate, Meadowood, Ravine (connection), Thornapple, Robley, a piece of Wilson Mills Road)

Mr. Esborn stated, as reported in August, we will be submitting an application seeking State funding again this year for this project.  I have started to craft the application seeking grant monies.  Legislation has been drafted for consideration during the October Council meeting. Tom is doing the specifications

Ms. Calta asked, when will they make their decision? Mr. Esborn replied, by December.  If we are going to get funding, we will not know for sure until May.  We will know on the local level whether we will get funding in a couple of months. 

Mayor Rinker stated, we could get approval at the lower level, but then it would get turned down at the next level.

Council President Buckholtz asked, when would we start?

Mayor Rinker replied, we have to wait until July 1st since that is out of the fiscal year.

PARKS & RECREATION:

Fireworks 2014-2016 (American Fireworks)

Mr. Thomas reported, everyone should have received my memo in their packets about fireworks for next year.  We used American Fireworks for the first time last year.  We received quotes for next year’s fireworks.  Compared to Zambelli, we would only be spending $28,500 for three years (2014-2016). Zambelli was going to charge us $43,800 for three years. Fire Marshall Girbino is satisfied with American Fireworks’ safety procedures.  I recommend we sign the contract with American Fireworks for the next three years. This item will be on October Council agenda for vote so that the law and fire departments can review the contracts and American Fireworks can get back to their vendors to lock in their prices.

Dr. Parker asked, why such a big difference? 

Mr. Thomas replied, I do not know.  It could be his supplies are cheaper.

LAW DIRECTOR:

Ms. Calta asked if there were any additional questions regarding the issue with the Regional Sewer District.  At this time, the program is on hold.  The Northeast Ohio Regional Sewer District will be appealing.  They have to ask the Supreme Court to take jurisdiction over the case.  The Court will take the appeal if it is determined that the case is one of general public concern.  I will keep everyone posted on the developments.

Mrs. Eisenberg asked, will we receive a refund of the money we have already paid to the Sewer District?

Mr. Delguyd replied, it is frozen at this time.  Don’t hold your breath for a refund.

ANY OTHER MATTER BEFORE COUNCIL

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

There being no further business, the meeting adjourned at approximately 8:25 p.m.

Respectfully submitted,

Mary E. Betsa, CMC

Clerk of Council