Council Minutes - May 20th 2013

MINUTES OF THE REGULAR MEETING OF COUNCIL
Mayfield
Village Civic Hall
Monday, May 20, 2013 - 8:00 p.m.

The Council of Mayfield Village met in Regular Session on Monday, May 20, 2013 at 8:00 p.m. at Mayfield Village Civic Hall.  Council President Buckholtz called the meeting to order.

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ROLL CALL: 

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

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

Absent:   Mr. Dinardo

The Pledge of Allegiance to the Flag was given.

OPEN PORTION:

5-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 – April 15, 2013

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

ROLL CALL: 

AYES:  All      
NAYS:  None                                           
Motion Carried. Minutes Approved

COMMENTS FROM MAYOR RINKER

There were no comments.

COMMENTS FROM COUNCIL PRESIDENT BUCKHOLTZ

There were no comments.

DEPARTMENT HEAD REPORTS:                            

SERVICE – Douglas Metzung

Mr. Metzung reported, I have two quick requests for an authorization to go to bid, one for street striping and one for the completion of the Highland Road sidewalk. The other matter is on the motion to purchase the lawnmower.  When we get to that, I have one request to make on that.

Council President Buckholtz asked, are the requests for authorization to go to bid on tonight’s agenda?

Mr. Metzung replied, no, but I am requesting the agenda be amended to put those on.

Council President Buckholtz stated, okay. We will amend the agenda at that time.

BUILDING – John Marrelli

There was nothing to report.

ENGINEERING – Tom Cappello

Mr. Cappello updated everyone on the road program.  The concrete base repair is about 60% done.  Once that is completed, they will start doing the asphalt resurfacing.  They should be done with the concrete replacement by mid-June. The asphalt will be done in early July, weather permitting.

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

LEGAL DEPARTMENT – Joe Diemert

There was nothing to report.

FIRE – Acting Chief Shrefler

There was nothing to report.

FINANCE – Ron Wynne

There was nothing to report.

POLICE – Chief Edelman

Chief Edelman reported, on April 20th, we participated once again in the prescription drug give-back. We collected approximately 15 pounds of prescription medication which we will turn over to the VA for destruction. 

PARKS & RECREATION – Bill Thomas

Mr. Thomas reported, the last project for Parkview Pool was completed on Saturday. We finished the painting of the pool. We need 3 days now to cure the paint job.  If we don’t get any more rain, hopefully we can start filling the pool by Thursday at the latest.  Keep your fingers crossed on the weather.

I do want to report on our senior activities. We had 60 people attend our Annual Anniversary Party on May 18th.  It was well received.  Marlene Anielski, our State Representative, did a wonderful job talking about Veteran’s benefits.  We are setting up a tour to go down with our seniors to Columbus for a lunch and tour of the Statehouse.  We are going to have that some time in the Fall. We will set that up with Marlene.  The next Lunch N Movie is June 12th.  The movie is Lincoln. Reservations are due by June 5th. There is an AARP Safe Driving Class which will be held on June 12th from 12:30 to 4:00 in the Community Room. The next foot clinic is June 14th.  Our next trip will be a tour of Cleveland on June 19th.  We encourage all Villagers to attend the Senior Information Open House that will be held on Friday, June 28th from 9:00-12:00 in the Community Room.

Council President Buckholtz stated, thank you Bill, any questions?  There were none.

ARCHITECT – Ron Dinardo

There was nothing to report.

PLANNING DEPARTMENT  - Ted  Esborn

Mr. Esborn stated, I am reporting tonight on two of the Old Business agenda items on behalf of myself and Diane Calta who I discussed both of these with.

The first one, the Ordinance dealing with the Development Agreement with East Commons, Ltd., we are suggesting keeping that on Second Read because we are still revising that Development Agreement with the developers of that property. 

The Ordinance dealing with the Purchase Agreement with Governor’s Village, LLC, we are recommending passage of that Ordinance this evening. We kept it on read because Governor’s Village was still in the process of getting financing through the Department of Housing and Urban Development.  Governor’s Village is still in that process, but Diane and I spoke with their President today. We really don’t see any reason why we wouldn’t go forward with the Purchase Agreement.  It is contingent upon Governor’s Village getting their approval. We figured moving forward with the Purchase Agreement would be wise.  They look to get their financing in order with HUD in late Summer or early Fall.

The final item I have this evening, there is a new business moving into 701 Beta Drive, a building owned by the Geis Company.  This is Koinonia Enterprises, a group that does occupational training for people with disabilities.  Aside from providing that service in the broader community, they are bringing 20 jobs and a good amount of payroll and income tax. They are having their Grand Opening, the ribbon cutting for their new Mayfield Village facility, on Friday, May 31st at 10:00 a.m. at 701 Beta Drive. Anyone interested in attending can contact me.

ADMINISTRATION – Diane Wolgamuth

Ms. Wolgamuth reported, at the last meeting we talked about preparing a survey for residents, people who use the Community Room.  I have taken a shot at preparing the survey.  I am going to talk to the Citizen’s Advisory Committee about it next week at their meeting.  I will attach it to their agenda which will be in your packets this Friday.  I also have copies with me if anyone is interested in taking one with you tonight.  I would appreciate any feedback.

I also wanted to mention that Firefighter Gino Carciopollo and Sergeant Rick Whitehead have offered to do a half an hour presentation for employees of the Village on terrorist activity awareness.  It’s called, See Something, Say Something.  We are also going to invite CERT team members.  We are looking at scheduling that for June 4th at 11:00 in Reserve Hall.

Council President Buckholtz stated, very good. I would like to see that survey.  I don’t know if anyone else does, but I would like a copy in my packet.  How did you go about distributing the survey?

Ms. Wolgamuth replied, I have not yet.  This is just a draft for your review at this point.

Council President Buckholtz replied, thank you.

STANDING COMMITTEE REPORTS:

Activities Committee – Mrs. Mills reported, I went to the Meals on Wheels 30th Anniversary Party on the 16th and then I went to the Friends of the Library Luncheon on the 18th.  The Friends’ luncheon was very well attended. There were about 160 people there at Landerhaven. Betsy Kling from Channel 3 was the speaker. She was very very enlightening.  Our next meeting for Activities is May 21st. We will be talking about the Pancake Breakfast and Cruise Night.  Anyone that can fill in some blank spaces for Cruise Night, we need some help.  I need the sign up sheet returned by tonight before I go home.

Architectural Review Board – Mr. Marrelli reported, the Architectural Review Board will meet this Thursday to review a new sign for the Village of Mayfield Apartments. 

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

Cemetery – Mrs. Mills stated, there is no report.

Citizen's Advisory Board – Mr. Marrie stated, our next meeting is on the 28th. We will meet at the Library at 7:00 p.m.  It will center around a Community Room discussion, and getting ideas from the group.

Safety and Service –  Mrs. Cinco reported, Safety and Service met on Monday, May 6th. At that time, the Service Department brought forth the idea of the new riding motor. We also discussed Community Room repair update.

Finance Committee –Mr. Delguyd reported, the Committee met just before Council.  All matters are on the agenda tonight with one additional change for a boiler for the pool. That will be discussed when we get to it.

Historical Society – Mrs. Mills reported, our tours with the Mayfield schoolchildren, the third graders, we hosted about 364 children who went through. We have one more tour with Gesu Parochial School. They will be coming on May 30th. The woman that is a teacher of these classes came to one of our regional historical meetings and was so impressed with the house that they are coming at 3:30.  I don’t know how all these kids are going to get there, but the parents are bringing them.  That should be a good thing.  The Garden Club and the Mayfield Women’s Club were working in the garden today. Some of our Garden Club members also went down to the butterfly garden by the pool.

Hillcrest Council of Councils –  Mr. Delguyd stated, there was no meeting. There is no report. The next meeting is in September.  We will distribute the information when we receive it.

M.A.R.C. Mr. Thomas reported, the Minutes of the meeting of May 9th were not completed as of this update, but the next meeting will be held on Thursday, June 6th at 7:00 p.m. at the Board office.

Ordinance Review Committee – Mr. Marquardt reported, Ordinance Review met on May 13th and finalized the Riparian Setback Ordinance and recommended it for approval. We also discussed golf carts on Village streets and determined we have adequate ordinances in place.  We also discussed the State change in pit bull laws and determined that we will retain our current ordinances relative to pit bulls.

Planning and Zoning – Mr. Marquardt stated there was no meeting.  There is no report. 

Recreation Board -  Mr. Marrie reported, there are no meetings during the summer. See you in September. 

Commission on Aging – Mrs. Mills reported, Commission on Aging met on Tuesday, May 7th.  At that time they discussed the Anniversary Party and the Senior Informational Open House and activities at the Fieldhouse.  Our next meeting is June 4th

SPECIAL COMMITTEE REPORTS:

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

Records Commission – Mrs. Mills reported, the department heads are working on revisions to the schedules.  Once they get that done, the Commission will review them to be forwarded to the Historical Society.    Shred Day was held on May 18th. We shred 7200 pounds which equals 235 boxes.  Everyone who shred documents received a shredding certificate.   The House Bill 9 training session is scheduled at Reserve Hall this Friday from 10:00-1:00. Mary Beth informed the Commission that we have received many compliments on our seminars and our recordkeeping.  We have a hard working group. The departmental representatives are very efficient in what they do.

Community and Economic Development  - Mr. Delguyd stated, Ted covered just about everything.

OLD BUSINESS:

Second Reading of Ordinance No. 2013-01, entitled, “An emergency ordinance authorizing and directing the Mayor to enter into a Development Agreement with East Commons, Ltd.”  Introduced by Mayor Rinker and Council as a Whole.  (First Reading – January 22, 2013; Second Reading – February 19, 2013)

Ordinance No. 2013-01 was left on Second Read.

Second Reading of Ordinance No. 2013-07, entitled, “An Emergency Ordinance authorizing and directing the Mayor and President of Council to enter into a Purchase Agreement with Governor’s Village, LLC.”  Introduced by Mayor Rinker and Council as a Whole.  (First Reading – March 18, 2013; Second Reading – April 1, 2013)

Mrs. Mills, seconded by Mrs. Cinco, made a motion to enact Ordinance No. 2013-07.

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

ROLL CALL: 

AYES:  All  
NAYS:  None
Motion Carried. Ordinance Enacted

Second Reading of Ordinance No. 2013-08, entitled, “An Emergency Ordinance amending Codified Ordinance Section 1185.14(e) relating to temporary signs permitted in any District.”  Introduced by Mayor Rinker and Council as a Whole.  (First Reading – April 15, 2013)

Ordinance No. 2013-08 will remain on Second Read.

NEW BUSINESS:

Motion to authorize expenditure in the amount of $9,062.00 to Marshall Power Equipment for riding mower.

Mrs. Mills moved to authorize the expenditure.

Mr. Delguyd asked Doug to talk about the amendment to this motion.

Mr. Metzung reported, Marshall Power Equipment came to us late today. They had been providing us with their newer model mower. The basic difference between the mower that we inspected and the mower that they had demo’d is the deck.  It’s got integrated wheels.  It is a better built deck.  It is about $1,000 difference between this mower.  Marshall said they will sell us that mower for the $9,062.00 plus the old mower.  That would require Council to declare it surplus so that we can trade it in.  They will take our old broken mower and sell us the better mower.

Mr. Delguyd stated, we weren’t doing anything with the old mower anyway.

Dr. Parker asked, so they are giving us a $1,000 discount?

Mr. Metzung replied, correct.  $1,000 trade-in for the old one. 

Council President Buckholtz stated, that doesn’t sound like a problem at all.

Mr. Metzung stated, you do need to amend the motion so that the old mower is declared surplus.

Mrs. Mills withdrew her motion.

Motion to authorize expenditure in the amount of $9,062.00 to Marshall Power Equipment for updated riding mower and to declare the existing mower surplus and trade it in to Marshall Power Equipment.

Mr. Mills, seconded by Mr. Marrie, made a motion to authorize expenditure in the amount of $9,062.00 to Marshall Power Equipment for updated riding mower and to declare the existing mower surplus and trade it in to Marshall Power Equipment.

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

Roll Call:         

AYES: All                                                             
NAYS: None                                           
Motion Carried. Expenditure Approved. Existing Mower Declared Surplus

Motion to authorize expenditure in the amount of $5,500.00 to J.R. Sbrocco for  replacement of boiler for pool.

Mrs. Mills, seconded by Mr. Marquardt, made a motion to authorize expenditure in the amount of $5,500.00 to J.R. Sbrocco for replacement of boiler for pool. 

Mr. Delguyd reported, the boiler for the diving well is shot.

Council President Buckholtz asked if there were any questions. This is the going price?

Mr. Metzung replied, the company that maintains it is Brennan & Associates. They are the ones that found the trouble. We asked for a quote from them and from Mastrangelo.  Neither company got us a quote and we really need to get this done now. This is the only quote that came through.

Council President Buckholtz asked, it will be done in plenty of time for the season?

Mr. Metzung replied, yes.  It has to go in almost immediately.

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

Roll Call:         

AYES:    All          
NAYS:  None
Motion Carried. Expenditure Approved

Motion to authorize expenditure in the amount of $6,538.75 to J.R. Sbrocco for repair to pool.

Mrs. Cinco, seconded by Mr. Delguyd, made a motion to authorize expenditure in the amount of $6,538.75 to J.R. Sbrocco for repair to pool.

Council President Buckholtz asked, this is the leak repair?

Mr. Metzung reported, this is mostly opening the pool and getting it prepared.  These are cost overruns of what we typically anticipate.  More things went wrong. As Bill mentioned in Finance, the heater for the pool and hot water tank for the main building went. There were many miscellaneous items that needed to be addressed.  It went over the Mayor’s spending limit, so we had to bring it to Council.

Council President Buckholtz asked, are these the only two expenditures to J.R. Sbrocco? 

Mr. Metzung replied, yes.

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

Roll Call:         

AYES:    All
NAYS:  None
Motion Carried. Expenditure Approved

Motion to authorize expenditure in the amount of $5,371.00 to City of Mayfield Heights for money owed for memberships and swim programs at the Fieldhouse (pass through) (straw vote approved – May 8, 2013).

Mrs. Mills, seconded by Mr. Marrie, made a motion to authorize expenditure in the amount of $5,371.00 to City of Mayfield Heights for money owed for memberships and swim programs at the Fieldhouse (pass through) (straw vote approved – May 8, 2013). 

Council President Buckholtz asked, any discussion?  There was none.

Roll Call:         

AYES:    All     
NAYS:  None                                          
Motion Carried. Expenditure

Motion to acknowledge receipt of financial reports for April 2013 and to approve of same as submitted.

Mrs. Mills, seconded by Mr. Delguyd, made a motion to acknowledge receipt of financial reports for April 2013 and to approve of same as submitted.

Council President Buckholtz asked, any discussion?

Mr. Wynne wanted to make sure everyone noticed that back in 2009, we got that $810,000 estate tax settlement at the very end of the year.  At the time, the County told us that the estate was going to file a request for an amendment and contest the settlement and that we should reserve about $200,000 towards a potential refund.  We reserved $200,000 in the budget each year since then.  It finally came through during the month of April for about $180,000. That’s done.  It’s behind us.  That’s it.

Council President Buckholtz asked, where does that money go?  Do we know that?

Mr. Wynne replied, it goes back to the Estate.  We send it to the County who in turn returns it to the Estate.

Council President Buckholtz asked, any other questions on the financials? There were none.

Roll Call:

Ayes: All
Nays: None
Motion Carried. Receipt of Financial Reports for April 2013. Acknowledged and Approved

First Reading of Ordinance No. 2013-09, entitled, “An Emergency Ordinance to approve current replacement pages to the Mayfield Village Codified Ordinances.”  Introduced by Mayor Rinker and Council as a Whole.

Mrs. Mills, seconded by Mrs. Cinco, made a motion to suspend the rules of Council requiring an Ordinance to be read on three separate occasions.

ROLL CALL: 

AYES:  All
NAYS:  None
Motion Carried. Rules Suspended

Mrs. Mills, seconded by Mrs. Cinco, made a motion to enact Ordinance No. 2013-09.

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

ROLL CALL: 

AYES:  All                        
NAYS:  None 
Motion Carried. Ordinance Enacted

Motion to amend the agenda for the purpose of adding two items, going out to bidfor the remainder of the sidewalk on Highland Road and for street striping for 2013.

Mrs. Mills, seconded by Mr. Delguyd, made a motion to amend the agenda for the purpose of adding two items, going out to bid for the remainder of the sidewalk on Highland Road and for Street Striping 2013.

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

Roll Call:         

AYES:    All      
NAYS:  None
Motion Carried. Agenda Amended

Motion to go out to bid for street striping for 2013.

Mr. Delguyd, seconded by Mrs. Cinco, made a motion to go out to bid for street striping for 2013.

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

Roll Call:         

AYES:    All 
NAYS:  None
Motion Carried. Bidding Approved

Motion to go out to bid for the remainder of the sidewalk on Highland Road.

Mrs. Mills, seconded by Mrs. Cinco, made a motion to go out to bid for the remainder of the sidewalk on Highland Road.

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

Roll Call:         

AYES:    All    
NAYS:  None
Motion Carried. Bidding Approved

Motion to go into Executive Session relative to personnel to discuss employee appointment matters.

Mrs. Mills, seconded by Mrs. Cinco, made a motion to go into Executive Session relative to personnel to discuss employee appointment matters. 

Roll Call:         

AYES:   All     
NAYS:  None                               
Motion Carried. Adjournment Authorized

Council President Buckholtz advised the audience and Department Heads that there will not be any further matters voted on or any further discussion involving Department Heads. 

Council adjourned for Executive Session at approximately 8:46 p.m.

Council readjourned at approximately 9:29 p.m.

ANY OTHER MATTERS:

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

ADJOURNMENT

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

The meeting adjourned at 9:29 p.m. The next Council meeting is scheduled for Monday, June 17, 2013 at 8:00 p.m.