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Council Meeting Minutes - February 12, 2014


The Regular Council Meeting of the Village of Moreland Hills was called to order by Mayor Renda at 7:00PM.

PRESENT AT ROLL CALL: Mr. Buczek, Mr. Fritz, Mr. Richman, Mr. Sherck, Mr. Stanard, Ms. Sturgis

Also Present: Ted DeWater, Service Director, Dale Canter, Chief of Police; Margaret Cannon, Law Director, Prashant Shah, Treasurer, Jeff Filarski, Village Engineer, Dave Strichko, Building Inspector, Sherri Arrietta, Clerk of Council


Mr. Stanard made a motion seconded by Mr. Fritz to approve the minutes of the last Organizational & Regular Council Meeting of January 15, 2014.

ROLL CALL:
AYES: Mr. Fritz, Mr. Richman, Mr. Sherck, Mr. Stanard, Ms. Sturgis
ABSTENTIONS: Mr. Buczek
NAYS: NONE
MOTION CARRIED


Reports from the Mayor & Other Municipal Officials

Police Department
Chief Canter reported that all his officers have completed their State mandated fire arm qualifications for 2014.

He stated that currently the Police Department will accept prescription drugs from residents wanting to dispose of them. Generally, they are kept until the department has other contraband to destroy. Chief Canter stated that he did some research and discovered that the Cuyahoga County Sherriff’s Office has a program for this and will provide a drop-box for the police department, at no cost. He stated that he has received approval and is waiting for the box to be delivered. The drop-box will be installed in the lobby of the Police Department and the County will send Deputy Sherriff’s to collect the contents on a regular basis.

Chief Canter commented on the wonderful job that the Service Department is doing keeping the roads clear.

Mayor Renda asked Chief Canter to update Council on the implementation of 12-hour shifts for the Police Department. Chief Canter stated that when he first started as Interim Chief, he asked all the officers via a survey what their suggestions would be for improvement. The overwhelming response was the request to go on 12-hour shifts. He stated that he did not plan to implement it while he was here thinking it would be better for a permanent Chief to do so, however, he decided that the beginning of the year would be an optimum time to make that change. It is done on an 80 hour basis instead of a 40 hour, so they each work 3 12-hour shifts, and 1 8-hour shift. So far, the feedback has been tremendous and they seem to be enjoying it. Chief Canter stated that they plan on testing it out until June, then the (new) Chief, can determine whether or not it is working. He stated that he has seen a definite morale boost.

Chief Canter stated that he has instituted a “Chief’s Challenge” which is a shooting competition. If an officer can get over 90% on the special courses, which is above and beyond what the State mandates, then they will earn a ribbon for their uniform. This challenge will be offered once a year, so if they do not earn it initially, they can keep trying until they do.


Service Department
Mr. DeWater reported that last March the ODOT contract was approved for salt. While it has worked out well over the years, this year it has not. He stated that he estimates every year the amount of salt we want the supplier to supply us with. They do an 80%, 100%, and 120% commitment back to us. Mr. DeWater stated that it was estimated that the Village would use 2700 tons based on the fact that the salt barn was full on the previous year’s contract. He stated that we would be able to purchase up to 3200 tons from Morton with the 120% option. Since the winter began, the Service Department has ordered 1950 tons of salt. The most recent order was placed on January 24. Morton has only delivered 1233 tons of that order. There is still 717 tons still owed to us to meet our commitment. Mr. DeWater stated that in talking with Morton Salt today, ODOT is at their 120% maximum and therefore will not be receiving anymore salt from Morton which should improve our deliveries. Morton Salt bid this contract extremely low this year and our understanding is that they are making $1.00 per ton, which is why they are not allowing any overtime at the mine or for trucking which ultimately results in slow deliveries. Mr. DeWater stated that since we are able to buy up to 3200 tons we will order the maximum because it is ultimately a savings for the Village.

Mr. DeWater stated that he has been in contact with the City of Solon. He stated that he is going to ask Council in March or April to allow the Service Department to work with the City of Solon for bids as a consortium contract. The suggestion was to split the contract with both Cargill and Morton, that way we have two different salt suppliers. If one cannot deliver, we can go to the other one.

Mr. DeWater reported that he has used 10,000 gallons of liquid de-icer, to date, and will be receiving another 5,000 gallons tomorrow. He stated that that will be used on the hills before the snow starts. 100 tons of ice grits (gravel) have been purchased to be mixed in with the salt to help stretch the limited salt supply a little further. This week, Pepper Pike brought 20 tons of salt to us. When we receive our shipment from Morton, we will give the 20 tons back to Pepper Pike. The ice grits were not added to those 20 tons just in case there is an ice storm; straight salt would be needed for that.

Mr. DeWater reported that he has had a mailbox repair crew out for two weeks. He stated that the potholes are starting to show up, however, it needs to be at least 40 degrees before the product to repair them can be put down. The potholes that can cause tire damage are being repaired currently. Once the temperature goes up, all the other ones will be repaired.


Finance Department
Mr. Shah updated Council on the Village’s insurance policies. He stated that the renewal date for the property and casualty insurance is March 1. Generally, the renewal information is received before the February Council meeting; however, the shareholders are waiting until the last minute before they give out quotes. Mr. Shah stated that he expects to get the quote by mid-February, so when it is approved at the March meeting, it will be approved retroactive to March 1st. He stated that it is his understanding that the quotes will be good, since we do not have a big loss history.


REPORTS OF COMMITTEES

Roads & Safety:
Mr. Buczek reported that the first meeting of the year was on January 27. He stated that Chief Canter discussed the need for a firewall between the new Dispatch Center and here in the amount of $600.00, which was not included in the original contract. Mr. Buczek stated that Chief Canter also discussed a program being set up that will give a description of items brought into pawn shops which will help the police to identify stolen property easier. The SOM Center Storm Sewer Project was discussed, which is on the agenda tonight. He stated that a request for the dedication of Old SOM Lane was made. It appears that it will be difficult to bring it up to Village standards. Additional grant funds were received from the State to put in additional plantings and bio swales on Hickory Lane, as part of the Stream Restoration Project. A Service Department equipment purchase was discussed, which is also on the agenda tonight. The Service Department will be repairing vehicles for the Village of Woodmere. The next meeting is February 24 at 7:30am.


Facilities:
Mr. Richman reported that the meeting was held on January 27. He stated that there was $25,000 left over from the Stream Restoration Project and Mr. Filarski was able to apply the balance for additional landscaping and bioswales at Hickory Lane. Potts’ Pier and the landscaping project at SOM/Miles are on hold because of the weather; however, the valve box for the sprinklers at SOM/Miles was able to be installed this winter. The following are building maintenance projects proposed this year: replace Village Hall carpet, replace restroom floors, and install a secure key system for Fire Department access on Village Hall campus. Mr. Richman stated that Mr. Filarski is waiting on information for the Creekside Pump Station regarding revised fees and assessments. He stated that the Winterberry Water Main plans have been completed.

Mr. Richman made a motion seconded by Mr. Buczek to allow the Village Engineer to advertise for bids for the Winterberry Water Main Project.

ROLL CALL:
AYES: Mr. Buczek, Mr. Fritz, Mr. Richman, Mr. Sherck, Mr. Stanard, Ms. Sturgis
NAYS: NONE
MOTION CARRIED


Mr. Richman stated that in order to provide an alcohol-free venue for the kids after prom, the Village has always contributed to the After-Prom Committees of Orange and Chagrin Falls High Schools.

Mr. Richman made a motion seconded by Ms. Sturgis to donate $500.00 to the Orange After-Prom Committee and $500.00 to the Chagrin Falls Schools After-Prom Committee.


ROLL CALL:
AYES: Mr. Buczek, Mr. Fritz, Mr. Richman, Mr. Sherck, Mr. Stanard, Ms. Sturgis
NAYS: NONE
MOTION CARRIED


Planning Commission:
Mr. Fritz reported that the Planning Commission met on January 27. He stated that the Pavlidis residence, located at the corner of River and South Woodland, was approved for a complete renovation of the structure of the home. They are adding an elevator in the home, and will be adding outdoor planters to help prevent some erosion that has been taken place. Once Mr. Pavlidis receives his approval from the Army Corps. of Engineers, a conditional use request for work in the riparian setback to prevent erosion will be coming before Council for approval. Mr. Fritz stated that a lot split request was approved for 34000 Hiram Trail, which is the property that was purchased from the Village last year. The original 5.4 acre lot configuration is being flipped in order to make it a more advantageous design for the current owner to build a home on. All setback requirements were met and both lots have the appropriate access for sewers.

Mr. Fritz stated that in speaking with Mrs. Cannon prior to the meeting, it is his understanding that since there is some uncertainty whether or not the lot split only requires Planning Commission approval, a motion will be made for Council’s approval.

Mr. Fritz made a motion seconded by Mr. Buczek to approve the lot split located at 34000 Hiram Trail, as approved by the Planning Commission.

ROLL CALL:
AYES: Mr. Buczek, Mr. Fritz, Mr. Richman, Mr. Sherck, Mr. Stanard, Ms. Sturgis
NAYS: NONE
MOTION CARRIED


ORDINANCES AND RESOLUTIONS:

ORDINANCE 2014-10 – Introduced by Mr. Stanard
AN ORDINANCE TO APPROVE AND ADOPT CURRENT REPLACEMENT PAGES TO THE CODIFIED ORDINANCES, AND DECLARING AN EMERGENCY.

Mr. Stanard stated that this is essentially a housekeeping item. The Walter H. Drane Company is contracted to amend our Codified Ordinances to conform with State law as it is adjusted.

Mr. Stanard made a motion seconded by Mr. Fritz to suspend the rules for Ordinance 2014-10.

ROLL CALL:
AYES: Mr. Buczek, Mr. Fritz, Mr. Richman, Mr. Sherck, Mr. Stanard, Ms. Sturgis
NAYS: NONE
MOTION CARRIED


Mr. Stanard made a motion seconded by Mr. Buczek for passage of Ordinance 2014-10.

ROLL CALL:
AYES: Mr. Buczek, Mr. Fritz, Mr. Richman, Mr. Sherck, Mr. Stanard, Ms. Sturgis
NAYS: NONE
MOTION CARRIED


ORDINANCE 2014-11 – Introduced by Ms. Sturgis
AN ORDINANCE AMENDING EXISTING CHAPTER 703, PEDDLERS, SOLICITORS AND CANVASSERS, OF THE CODIFIED ORDINANCES OF THE VILLAGE OF MORELAND HILLS BY ENACTING A NEW CHAPTER 703, PEDDLERS AND CANVASSERS, AND REPEALING CERTAIN ORDINANCES.

Ms. Sturgis stated that the original Chapter was enacted in 1969 and is now being revised to provide door to door solicitation regulations that balance first amendment rights with the Village’s interests and prevention of crime.

Ms. Sturgis made a motion seconded by Mr. Stanard to suspend the rules for Ordinance 2014-11.

ROLL CALL:
AYES: Mr. Buczek, Mr. Fritz, Mr. Richman, Mr. Sherck, Mr. Stanard, Ms. Sturgis
NAYS: NONE
MOTION CARRIED


Ms. Sturgis made a motion seconded by Mr. Richman for passage of Ordinance 2014-11. Mr. Stanard asked if someone running for public office trying to get petitions signed would be considered a canvasser. Mayor Renda stated that they would be. Mr. Stanard stated that that would mean that it would cost $35.00 and also one could not canvass for signatures on Sundays. He mentioned that the Do Not Knock Registry is only good for one year and therefore people will have to remember to do it every year.

ROLL CALL:
AYES: Mr. Buczek, Mr. Fritz, Mr. Richman, Mr. Sherck, Mr. Stanard, Ms. Sturgis
NAYS: NONE
MOTION CARRIED


ORDINANCE 2014-12 – Introduced by Mr. Fritz
AN ORDINANCE TO ESTABLISH THE VILLAGE OF MORELAND HILLS BUILDING DEPARTMENT, AND DECLARING AN EMERGENCY.

Mr. Fritz stated that in order for us to proceed with the next ordinance, we have to first officially “establish” our Building Department.

Mr. Fritz made a motion seconded by Ms. Sturgis to suspend the rules for Ordinance 2014-12.

ROLL CALL:
AYES: Mr. Buczek, Mr. Fritz, Mr. Richman, Mr. Sherck, Mr. Stanard, Ms. Sturgis
NAYS: NONE
MOTION CARRIED


Mr. Fritz made a motion seconded by Mr. Richman for passage of Ordinance 2014-12.

ROLL CALL:
AYES: Mr. Buczek, Mr. Fritz, Mr. Richman, Mr. Sherck, Mr. Stanard, Ms. Sturgis
NAYS: NONE
MOTION CARRIED


ORDINANCE 2014-13 – Introduced by Mr. Fritz
AN ORDINANCE AUTHORIZING A REQUEST TO THE OHIO BOARD OF BUILDING STANDARDS TO ENFORCE THE OHIO STATE BUILDING CODES WITHIN THE VILLAGE OF MORELAND HILLS, OHIO WITH RESPECT TO NON-RESIDENTIAL BUILDINGS.

Mr. Fritz stated that this ordinance will allow us to apply to the State so that MBIS can enforce the State Building Code for non-residential buildings. If approved, the Village can provide this service directly instead of applying for permits and receiving inspections from the State. Mr. Strichko will have to go to Columbus on behalf of the Village to request our ability to do this.

Mr. Fritz made a motion seconded by Mr. Buczek to suspend the rules for Ordinance 2014-13.

ROLL CALL:
AYES: Mr. Buczek, Mr. Fritz, Mr. Richman, Mr. Sherck, Mr. Stanard, Ms. Sturgis
NAYS: NONE
MOTION CARRIED


Mr. Fritz made a motion seconded by Mr. Richman for passage of Ordinance 2014-13.

ROLL CALL:
AYES: Mr. Buczek, Mr. Fritz, Mr. Richman, Mr. Sherck, Mr. Stanard, Ms. Sturgis
NAYS: NONE
MOTION CARRIED


ORDINANCE 2014-14 – Introduced by Mr. Buczek
AN ORDINANCE AUTHORIZING THE MAYOR TO PURCHASE A CATERPILLAR SKID STEER LOADER FROM OHIO CAT THROUGH THE STATE OF OHIO DEPARTMENT OF ADMINISTRATION SERVICES/STATE TERM SCHEDULE CONTRACT; WAIVING COMPETITIVE BIDDING AND DECLARING AN EMERGENCY.

Mr. Buczek stated that this is a replacement of a twelve year old skid steer. It will also include a planer, which can be used for small asphalt and water main repairs that we currently pay for under contract, which will in turn save the Village money. Mr. DeWater stated that they may consider selling the old skid steer to a surrounding community, but if that does not work out, he stated they will put it on the Gov Deals website. He stated that he would like to try to get as close to the retail value as possible. Mr. Stanard asked if there was enough work to warrant the $20,000 expenditure for the planer. Mr. Filarski stated that he typically spends $25,000 on those types of asphalt repairs.

Mr. Buczek made a motion seconded by Ms. Sturgis to suspend the rules for Ordinance 2014-14.

ROLL CALL:
AYES: Mr. Buczek, Mr. Fritz, Mr. Richman, Mr. Sherck, Mr. Stanard, Ms. Sturgis
NAYS: NONE
MOTION CARRIED


Mr. Buczek made a motion seconded by Mr. Richman for passage of Ordinance 2014-14.

ROLL CALL:
AYES: Mr. Buczek, Mr. Fritz, Mr. Richman, Mr. Sherck, Mr. Stanard, Ms. Sturgis
NAYS: NONE
MOTION CARRIED


ORDINANCE 2014-15 – Introduced by Mr. Richman
AN ORDINANCE AUTHORIZING THE MAYOR TO ENTER INTO A CONTRACT WITH ECLIPSE CO., LLC FOR THE SOM CENTER ROAD STORM SEWER EXTENSION PROJECT AND DECLARING AN EMERGENCY.

Mr. Richman stated that this work will prevent water from flowing onto SOM and flooding the right-of-way, by extending the sewer connections onto that portion of the roadway. Eclipse had the lowest and best bid of $83,841.32.

Mr. Richman made a motion seconded by Mr. Buczek to suspend the rules for Ordinance 2014-15.

ROLL CALL:
AYES: Mr. Buczek, Mr. Fritz, Mr. Richman, Mr. Sherck, Mr. Stanard, Ms. Sturgis
NAYS: NONE
MOTION CARRIED


Mr. Richman made a motion seconded by Mr. Buczek for passage of Ordinance 2014-15. Mr. Stanard asked Mr. Filarski if he plans to perform the alternates. Mr. Filarski stated that since the lowest bid with the alternates was about $101,000, he is going to stick with the base bid which is four connections. Mr. Stanard asked if the easements are required for the bore pits. Mr. Filarski stated that was correct and the bore pits are going to be 30’x15’ in size and they will run from the right-of-way back towards the front yard of the houses in order for the bore machine to be set up. He stated that the main run is on the east side of the road to provide connections for three homes that are currently going into a private sewer which is very old.

ROLL CALL:
AYES: Mr. Buczek, Mr. Fritz, Mr. Richman, Mr. Sherck, Mr. Stanard, Ms. Sturgis
NAYS: NONE
MOTION CARRIED


ORDINANCE 2014-16 – Introduced by Mr. Richman
AN ORDINANCE AUTHORIZING THE MAYOR TO ACCEPT A TEMPORARY WORK EASEMENT FROM MITCHELL BASS FOR THE INSTALLATION OF A STORM SEWER CONNECTION AT THE PROPERTY KNOWN AS 4830 SOM CENTER ROAD, AND DECLARING AN EMERGENCY.

Mr. Richman stated that this ordinance as well as the next two are temporary work easements. The easements are required for the installation and maintenance of the sewer connection (Ordinance 2014-15) to be performed on private property.

Mr. Richman made a motion seconded by Mr. Buczek to suspend the rules for Ordinance 2014-16.

ROLL CALL:
AYES: Mr. Buczek, Mr. Fritz, Mr. Richman, Mr. Sherck, Mr. Stanard, Ms. Sturgis
NAYS: NONE
MOTION CARRIED


Mr. Richman made a motion seconded by Mr. Fritz for passage of Ordinance 2014-16.

ROLL CALL:
AYES: Mr. Buczek, Mr. Fritz, Mr. Richman, Mr. Sherck, Mr. Stanard, Ms. Sturgis
NAYS: NONE
MOTION CARRIED


ORDINANCE 2014-17 – Introduced by Mr. Richman
AN ORDINANCE AUTHORIZING THE MAYOR TO ACCEPT A TEMPORARY WORK EASEMENT FROM MUSHTAQ AHMED FOR THE INSTALLATION OF A STORM SEWER CONNECTION AT THE PROPERTY KNOWN AS 4870 SOM CENTER ROAD, AND DECLARING AN EMERGENCY.

Mr. Richman made a motion seconded by Mr. Buczek to suspend the rules for Ordinance 2014-17.

ROLL CALL:
AYES: Mr. Buczek, Mr. Fritz, Mr. Richman, Mr. Sherck, Mr. Stanard, Ms. Sturgis
NAYS: NONE
MOTION CARRIED


Mr. Richman made a motion seconded by Mr. Fritz for passage of Ordinance 2014-17.

ROLL CALL:
AYES: Mr. Buczek, Mr. Fritz, Mr. Richman, Mr. Sherck, Mr. Stanard, Ms. Sturgis
NAYS: NONE
MOTION CARRIED


ORDINANCE 2014-18 – Introduced by Mr. Richman
AN ORDINANCE AUTHORIZING THE MAYOR TO ACCEPT A TEMPORARY WORK EASEMENT FROM ANGELA HUANG FOR THE INSTALLATION OF A STORM SEWER CONNECTION AT THE PROPERTY KNOWN AS 4850 SOM CENTER ROAD, AND DECLARING AN EMERGENCY.

Mr. Richman made a motion seconded by Mr. Buczek to suspend the rules for Ordinance 2014-18.

ROLL CALL:
AYES: Mr. Buczek, Mr. Fritz, Mr. Richman, Mr. Sherck, Mr. Stanard, Ms. Sturgis
NAYS: NONE
MOTION CARRIED


Mr. Richman made a motion seconded by Mr. Buczek for passage of Ordinance 2014-18.

ROLL CALL:
AYES: Mr. Buczek, Mr. Fritz, Mr. Richman, Mr. Sherck, Mr. Stanard, Ms. Sturgis
NAYS: NONE
MOTION CARRIED


ORDINANCE 2014-19 – Introduced by Mr. Stanard
AN ORDINANCE ESTABLISHING APPROPRIATIONS FOR THE CURRENT EXPENDITURES OF THE VILLAGE OF MORELAND HILLS, OHIO FOR THE PERIOD ENDING DECEMBER 31, 2014, AND DECLARING AN EMERGENCY.

Mr. Stanard stated that this is a fiscal housekeeping item to ensure that all funds are in the appropriate place.

Mr. Stanard made a motion seconded by Ms. Sturgis to suspend the rules for Ordinance 2014-19.

ROLL CALL:
AYES: Mr. Buczek, Mr. Fritz, Mr. Richman, Mr. Sherck, Mr. Stanard, Ms. Sturgis
NAYS: NONE
MOTION CARRIED


Mr. Stanard made a motion seconded by Ms. Sturgis for passage of Ordinance 2014-19.

ROLL CALL:
AYES: Mr. Buczek, Mr. Fritz, Mr. Richman, Mr. Sherck, Mr. Stanard, Ms. Sturgis
NAYS: NONE
MOTION CARRIED


Miscellaneous

Ms. Sturgis shared with Council the book she received from Tri-C which highlights their accomplishments over 50 years and she also pointed out that a resident of Moreland Hills is featured in the book.

Mr. Buczek made a motion seconded by Mr. Fritz to adjourn the Regular Council Meeting.

ROLL CALL:
AYES: Mr. Buczek, Mr. Fritz, Mr. Richman, Mr. Sherck, Mr. Stanard, Ms. Sturgis
NAYS: NONE
MOTION CARRIED


The meeting was adjourned at 7:55p.m.

Attest:
Sherri Arrietta, Clerk of Council 
Monica Sturgis, Council President



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