Council Meeting Minutes - July 9, 2008

The Council Meeting of the Village of Moreland Hills was called to order by Mayor Renda at 7:05 p.m.

PRESENT AT ROLL CALL: Mrs. Ovsek, Mr. Richman, Mr. Wortzman, Mr. Buczek, Mrs. Cooper, Mr. Newman.

ALSO PRESENT: Mayor Susan Renda, Law Director Margaret Cannon, Assistant Law Director Vesna Mijic-Barisic, Engineer Jeff Filarski, Building Commissioner Greg Potts, Service Director Ted DeWater, Police Chief Tom Flauto, Clerk of Council Mary Catherine Knight.

Mr. Richman distributed copies and read an addition he proposed for the June 11, 2008 Council minutes.


A motion was made by Mr. Buczek seconded by Mr. Richman to approve the Council meeting minutes of June 11, 2008 with the additions.

ROLL CALL:
AYES: Richman, Wortzman, Buczek, Cooper, Newman
NAYS: None
ABSTAIN: Ovsek
Motion carried.


REPORTS OF COMMITTEES

Utilities
Mr. Buczek reported that the committee met and recommended awarding AKE Laboratories with the Cableknoll Force Main replacement project. The next meeting is 7/11/08 at 8:30am.

Mr. Richman commented about the Pebblebrook power outage on 7/8/08 due to the storm. Mr. Richman commended CEI (The Illuminating Company) for responding quickly and efficiently. He was impressed that when calling to report an outage you actually get a real person’s voice. Mr. Richman urged everyone to call 1-888-544-4877 to report power outages.

Mayor Renda complimented The Illuminating Company for calling to notify her of the storm situation and she complimented the Wastewater Department and Service Department for quickly starting the generators at the plants so that a spill would not occur.


Safety Committee
Mr. Richman reported that the committee did not meet this month. There is a striping ordinance on the agenda.

Service Committee
Mrs. Cooper reported that the committee meeting minutes recapture the last meeting. There are two items on the agenda for passage, NEO/SO Salt agreement and a change order for the road program.

Buildings & Grounds
Mrs. Ovsek thanked Susan Saltzman for designing the new banners hanging throughout the Village. The committee discussed the Kandra house and the possibility of a tear down. This will be looked into further at the next meeting on Tuesday, July 29, 2008 at 2pm. The committee will also look at the I.T. issues the Village is experiencing with outdated equipment. An evaluation will be performed.

Finance
Mr. Wortzman reported that the committee did not meet this month. There are two ordinances on the agenda; the bills ordinance and the appropriations ordinance.

Mayor Renda announced that the State Auditors’ audit should be complete by the end of next week.


Planning Commission
Mr. Newman reported having two items from the Planning Commission meeting for Council’s approval.

The Dix-Schuster residence is requesting a 6 foot variance due to the enclosure of a front porch. They have 2 letters from their neighbors. Plans were distributed and reviewed by Council.

A motion was made by Mr. Newman seconded by Mr. Buczek to grant a 6 foot front setback variance to 52 Hickory Lane.

ROLL CALL:
AYES: Ovsek, Richman, Wortzman, Buczek, Cooper, Newman
NAYS: None
Motion carried.


Mr. Newman introduced the preliminary plans for the Meadows subdivision off Chagrin Blvd. The sight distance was an issue with the plans. The Village Engineer as well as the Building Commissioner reviewed the plans. This subdivision will have 7 lots. The developer is confident that they will obtain Chagrin Falls ’ water system, and each lot will have a septic system.

Mrs. Ovsek questioned the sight distance standards. Village Engineer Jeff Filarski explained that a sight distance study was evaluated based on ODOT standards. The study met those requirements. There will be a clearing of trees to the right of Chagrin Blvd. for better sight lines.

Mr. Richman questioned the process that the preliminary plans go through. Mr. Filarski explained that the preliminary plan gives the developer documentation of the approval of the concept. Detailed plans will follow and are submitted for review by the Planning Commission. This will be a dedicated road. The water lines will be owned by Moreland Hills but serviced by Chagrin Falls.

Mrs. Ovsek asked what school system would service the area and Mr. Newman stated Chagrin Falls Schools.

Mr. Block, the developer of this property, explained how they will keep the natural views that this property offers. Mosses, big trees and nature views are all throughout the property. Mr. Block welcomes everyone to walk the property to see this. Mr. Block has built in Moreland Hills previously but has never put a street in Moreland Hills before. He will also build all 7 homes in the development.

A motion was made by Mr. Newman seconded by Mrs. Cooper to approve the Preliminary Plans for the Meadows subdivision.

ROLL CALL:
AYES: Ovsek, Richman, Wortzman, Buczek, Cooper, Newman
NAYS: None
Motion carried.


ORDINANCES AND RESOLUTIONS

*Ordinance 2008-7 introduced by Mr. Wortzman. An Ordinance for payment of the bills in the month of July in the amount of $329,934.69.

Mr. Wortzman reviewed and recommends approval of the bills ordinance for July. He discussed it with the Treasurer. There was a typo on line item 18; it should read Chagrin Fire & EMS.

Mr. Richman inquired about line item 59, janitorial services, and asked why it is so high and can the Village do something about this cost? Mayor Renda had notified the law department to read the contract to see if we can move services and it is possible. Mr. Potts posted an ad in the Chagrin Valley Times for inquiries.

Mrs. Cooper inquired about line item 14. Chief Flauto explained that this is a speed sign that can be posted throughout the Village to monitor speeds of vehicles on certain roads. Mr. Richman asked if it has a memory chip capability so a study can be conducted? Chief Flauto said it can be read with the Police Department computers for review.

Mrs. Cooper inquired about line item 44, Equifax. Chief Flauto said the Police Department uses this credit report service for investigations in criminal cases. It is a one time fee.

A motion was made by Mr. Wortzman and seconded by Mr. Buczek to suspend the rules for Ordinance 2008-7.

ROLL CALL:
AYES: Ovsek, Richman, Wortzman, Buczek, Cooper, Newman
NAYS: None
Motion carried.


A motion was made by Mr. Wortzman and seconded by Mr. Buczek for passage of Ordinance 2008-7.

ROLL CALL:
AYES: Ovsek, Richman, Wortzman, Buczek, Cooper, Newman
NAYS: None
Motion carried.


*Ordinance 2008-59 introduced by Mr. Newman. An Ordinance amending existing section 123.01, posting places designated, of Chapter 123 of the codified ordinances of the Village of Moreland Hills to change the method of posting ordinances, resolutions, statements, orders, proclamations, notices and reports and declaring an emergency. First Reading

Mr. Buczek presented an issue he has with some residents not having a computer and not being able to get everything online. He feels at least one box should be kept on Village Hall property.

Currently, Service Director DeWater said there is no box on Village Hall property; it would have to be made or purchased and installed. Law Director Cannon agreed that Council could amend this ordinance to include one posting box at Village Hall.

A motion was made by Mr. Buczek seconded by Mrs. Cooper to amend Ordinance 2008-59 to include one posting box at the Village Hall parking lot.

ROLL CALL:
AYES: Ovsek, Richman, Wortzman, Buczek, Cooper, Newman
NAYS: None
Motion carried.


A motion was made by Mr. Buczek seconded by Mrs. Cooper to suspend the rules for Ordinance 2008-59.

ROLL CALL:
AYES: Ovsek, Richman, Wortzman, Buczek, Cooper, Newman
NAYS: None
Motion carried.


A motion was made by Mr. Buczek and seconded by Mr. Wortzman for passage of Ordinance 2008-59.

ROLL CALL:
AYES: Ovsek, Richman, Wortzman, Buczek, Cooper, Newman
NAYS: None
Motion carried.


*Ordinance 2008-61 introduced by Mr. Wortzman. An Ordinance providing additional appropriations, transferring items already appropriated and declaring an emergency.

Mr. Wortzman explained that this is just a transfer of monies for general financial “housekeeping”.

There was a question regarding the “Engineer’s Study”. Mr. Filarski will look into what particular study that is referring to and notify Council.

A motion was made by Mr. Wortzman seconded by Mr. Buczek to suspend the rules for Ordinance 2008-61.

ROLL CALL:
AYES: Ovsek, Richman, Wortzman, Buczek, Cooper, Newman
NAYS: None
Motion carried.


A motion was made by Mr. Wortzman seconded by Mr. Buczek for passage of Ordinance 2008-61.

ROLL CALL:
AYES: Ovsek, Richman, Wortzman, Buczek, Cooper, Newman
NAYS: None
Motion carried.


*Ordinance 2008-62 was introduced by Mrs. Cooper. An Ordinance authorizing the Mayor on behalf of the Village of Moreland Hills to participation in the Northeast Ohio Sourcing Office’s (“NEOSO’S”) 2008-2009 Salt Program, to delegate the responsibility for the competitive bidding for the purchase of salt, to establish the Village’s tonnage commitment for the 2008-2009 season and declaring an emergency.

Mrs. Cooper explained that this ordinance will provide the Village with the ability to have 2 different providers for salt. The cost will be up about 10% from last year. The Village budgets for 4000 tons of salt per winter season; however, last year the Village used 2800 tons.

A motion was made by Mrs. Cooper seconded by Mr. Buczek to suspend the rules for Ordinance 2008-62.

ROLL CALL:
AYES: Ovsek, Richman, Wortzman, Buczek, Cooper, Newman
NAYS: None
Motion carried.


A motion was made by Mrs. Cooper seconded by Mr. Buczek for passage of Ordinance 2008-62.

ROLL CALL:
AYES: Ovsek, Richman, Wortzman, Buczek, Cooper, Newman
NAYS: None
Motion carried.


*Ordinance 2008-63 was introduced by Mr. Richman. An Ordinance authorizing the Mayor to enter into a contract with J.D. Striping & Serv. Inc. in an amount not to exceed eleven thousand four hundred fifteen dollars ($11,415) for the 2008 Road Striping Program and declaring an emergency.

Mr. Richman explained that the striping company was the best bidder and was recommended.

Mr. Newman asked if this would include the side lines on Pebblebrook? Chief Flauto said that is not on the list for striping this year. Mr. Newman noted that he gets a lot of phone calls asking why the Village does not strip the middle of Pebblebrook. Mr. Newman would like to know when the striping is scheduled? Chief Flauto said they like to strip on weekends and at night so there is the least amount of traffic.

A motion was made by Mr. Richman seconded by Mr. Buczek to suspend the rules for Ordinance 2008-63.

ROLL CALL:
AYES: Ovsek, Richman, Wortzman, Buczek, Cooper, Newman
NAYS: None
Motion carried.


A motion was made by Mr. Richman seconded by Mr. Buczek for passage of Ordinance 2008-63.

ROLL CALL:
AYES: Ovsek, Richman, Wortzman, Buczek, Cooper, Newman
NAYS: None
Motion carried.


*Ordinance 2008-64 was introduced by Mrs. Cooper. An Ordinance authorizing a change order with Specialized Construction, Inc. for the 2008 Asphalt pavement maintenance program and declaring an emergency.

Mrs. Cooper explained that there has been a change order request for the replacement of monument box castings and one man hole cover.

A motion was made by Mrs. Cooper seconded by Mr. Wortzman to suspend the rules for Ordinance 2008-64.

ROLL CALL:
AYES: Ovsek, Richman, Wortzman, Buczek, Cooper, Newman
NAYS: None
Motion carried.


A motion was made by Mrs. Cooper seconded by Mr. Wortzman for passage of Ordinance 2008-64.

ROLL CALL:
AYES: Ovsek, Richman, Wortzman, Buczek, Cooper, Newman
NAYS: None
Motion carried.


*Ordinance 2008-65 was introduced by Mr. Buczek. An Ordinance authorizing the Mayor to enter into a contract with AKE Environmental LLC. in an amount not to exceed Twenty-Three Thousand Four Hundred Ninety-Nine Dollars and Eighty Cents ($23,499.80) for the Cableknoll Pump Station Force Main Replacement using trenchless technology and declaring an emergency.

Mr. Buczek explained this replacement is due to the number of repairs. AKE Environmental was the low bidder and is using a different technique rather than drilling. A presentation by AKE was done a few months back. Mr. Filarski added that Avon Lake and Bedford had excellent references for AKE and it is a great price.

Mr. Newman inquired about the condition of the current pipes and if roots were obstructing the pipes? Mr. Filarski stated that there are no roots in the pipe now because it is cast iron not plastic.

A motion was made by Mr. Buczek seconded by Mr. Richman to suspend the rules for Ordinance 2008-65.

ROLL CALL:
AYES: Ovsek, Richman, Wortzman, Buczek, Cooper, Newman
NAYS: None
Motion carried.


A motion was made by Mr. Buczek seconded by Mr. Richman for passage of Ordinance 2008-65.

ROLL CALL:
AYES: Ovsek, Richman, Wortzman, Buczek, Cooper, Newman
NAYS: None
Motion carried.


*Ordinance 2008-66 was introduced by Mayor Renda. An Ordinance amending Ordinance No. 2008-16 passed by the Village Council on January 16, 2008, which fixed the compensation of various officers and employees of the Village of Moreland Hills, and which was amended by Ordinance 2008-30 passed by the Village Council on March 12, 2008, which provided for the position and compensation of Council Clerk, to change the position title of Finance Director to the position title Finance Specialist and to provide compensation, to add the position title and compensation of Assistant to the Treasurer and declaring an emergency.

Mayor Renda announced the retirement of Finance Director Claudette Pesti and the hire of new Assistant to the Treasurer Trisha Ingrassia. Mayor Renda thanked Claudette for her 20 plus years of dedicated service to the Village. Claudette will stay on as part time Finance Specialist during this transition.

A motion was made by Mr. Wortzman seconded by Mrs. Ovsek to suspend the rules for Ordinance 2008-66.

ROLL CALL:
AYES: Ovsek, Richman, Wortzman, Buczek, Cooper, Newman
NAYS: None
Motion carried.


A motion was made by Mr. Wortzman seconded by Mr. Buczek for passage of Ordinance 2008-66.

ROLL CALL:
AYES: Ovsek, Richman, Wortzman, Buczek, Cooper, Newman
NAYS: None
Motion carried.


MICELLANEOUS BUSINESS

Mia Moore of The Illuminating Company was present in the audience. Mayor Renda thanked her for her phone call during the storm to update her. Mia thanked everyone for their patience during the power outages. Mr. Richman extends his thanks and appreciation. Mia explained that there was a large tree down on Pebblebrook and Aspenwood that caused the power outage. She mentioned calling 1-800 589-3101 or 1-888-LIGHTSS. Mayor Renda will notify residents of these two important numbers in the next Moreland Hills at a Glance newsletter.

Mrs. Ovsek thanked Council members for contacting her regarding the Employee Appreciation Dinner.

Mrs. Cooper would like to come up with something catchy for the Police Department’s phone number that is easy to remember like the 1-888-LIGHTSS number.

Mayor Renda informed Council that Service Department employee Bob Cooke’s mother passed away and the Mayor, Council & Staff sent a deli tray and flowers. Mr. Cooke sent a thank you note that Mayor Renda shared.

A motion was made by Mr. Buczek seconded by Mr. Wortzman to adjourn the Council Meeting of July 9, 2008.


Adjourned 8:15 pm