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Council Meeting Minutes - April 9, 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; Aimee Lane, Assistant Law Director, Jeff Filarski, Village Engineer, Prashant Shah, Treasurer, Sherri Arrietta, Clerk of Council, Pat Thornton, Sixmo Architects, Jeff Leikin, Orange School Board Member


Mr. Richman made a motion seconded by Ms. Sturgis to approve the minutes of the last Regular Council Meeting of March 18, 2014.

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. Stanard to approve the minutes of the Special Council Meeting of April 2, 2014.

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


Mayor Renda thanked Aimee Lane, Assistant Law Director for attending the meeting in Law Director Margaret Cannon’s place.

Mr. Jeff Leikin, Member of the Orange School Board took this time to introduce himself to Council. He stated that he is a new member to the School Board this year and he would like to have an open communication with everyone and to be approachable. Mr. Leikin informed Council that he would welcome them to contact him with any questions or concerns they may have. He invited them to the Mayor’s meeting tomorrow at 8:00am as well as the Facilities Meeting on April 22.

Community Building Project Update
Mr. Pat Thorton of Sixmo Architects was present at the meeting to give a presentation about the Community Building Project. He stated that a few alterations were made to the original design. The objectives of the project, as outlined in November’s presentation are as follows with the new updates added:
  • Make the 2nd floor ADA Accessible
  • Make a common room on the 2nd floor
  • Make a common area on the ground floor (new)
  • Improve the existing campus & remain sensitive to existing architecture

Mr. Thornton stated that one of the revisions was to keep the ground floor restroom by creating a new, larger handicap accessible entrance. The existing office space will be shortened, which will create a vestibule effect, and open up the interior to one large lobby. The lobby will have a reception area and coat room. The Historical Society will be relocated to the existing office on the east end. A larger utility room will be created as well. Mr. Thornton stated that the centerpiece of the whole project is the new ADA lift, which replaces the inoperable one that was removed. He stated that the lift provides access to the second floor office space, which opens ups to a large mutli-function room. The existing community room will remain the same but will have some new updated finishes made to it. The existing office will be opened up, and a storage room will be created. There will be partitions to make two smaller rooms, if necessary. Mr. Thornton stated that the existing cabinetry on the ground floor will be re-used for the second floor kitchen. The bathrooms will be updated to become ADA compliant. He stated that with these improvements, the building will meet all ADA standards . Mr. Thornton showed the members a colored rendering of the outside of the proposed Community Building.

Mr. Thornton stated that the total cost is estimated, by a professional estimator, at $239,841, which includes an amount of $8,000 for window replacement. There may potentially be a grant that could fund the cost of the window replacement. The Village will also save about $3,000 in demo-work because the Service Department will be performing that work.

Mr. Thornton laid out the timeline for the project as follows:
  • Submit for Plan Review – April 2014
  • Advertise Bids – late April 2014
  • Receive & Review Bids – early May 2014
  • Begin Construction – June 2014
  • Construction Complete – September 2014

Mr. Richman asked if the $239,841 includes hard and soft costs. Mr. Thornton stated that the only soft costs included are the contractor’s costs.

Mr. Richman made a motion seconded by Mr. Buczek for Pat Thornton to develop specs and advertise for bids for the Community Building Project. Mr. Buczek pointed out that Council only meets once a month, so the bids may not be back in time to approve them at the May Council meeting. Mr. Thornton stated that it will probably have to be approved at the June meeting, which will only push back his schedule 2-3 weeks.

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


Reports from the Mayor & Other Municipal Officials

Mayor Renda showed Council her new badge that she received, compliments of the Police Department. She stated that the original badge she received only said “Mayor.” Mayor Renda stated that Chief Canter said that her badge should have both her titles on it; “Safety Director” and “Mayor.” She thanked the Chief and the Police Department.


Police
Chief Canter stated that the new camera system has been installed and was completed today; one additional camera was added to the initial proposal. He stated that they are now in compliance with State mandates for jail standards according to the Attorney General Office. Chief Canter stated that the prescription drug box continues to be filled every week, and is in fact, filled up again today. He stated that they have arranged for the Sheriff’s Department to empty it once a week. Chief Canter stated that the forms for the Do Not Knock registry have been created and placed on the website. He stated that the Police Department received about 30 calls requesting the form, in the first few days after the newsletter went out. Chief Canter stated that he is aware that Council has requested that the form needs to be revised to include the expiration date for renewal on it. He stated that he wanted to commend the Law Department and specifically, Aimee Lane for doing the research on this Ordinance. Chief Canter informed Council that he had actually requested that this Ordinance be updated because of complaints received. The Village had one in place but it was outdated. He stated that they have also created an application for peddlers as well as the peddlers’ license form.


Service Department
Mr. DeWater stated that the Gateway Park project has started; stakes have been put in marking out the areas where trees and perennials will be planted. He stated that H&M Landscaping has applied to Cleveland Water for a permit to install an irrigation system. The House on the Hill has been pressure washed in order to prepare for the May 4th Dedication Ceremony of Potts’ Pier; further work is required to continue to prepare for the dedication. Mr. DeWater reported that the snow plow trucks are coming apart and chipping will start next week.


Building Department
Mr. Filarski stated that the application to the Ohio Board of Building Standards for Non-Residential Certification was approved contingent upon further staffing information. He stated that it will not be a problem to provide the additional information required. Mr. Filarski stated that we will receive the OBBS approval just in time to review the drawings, issue permits, and perform the inspections for the Community Building Project, instead of having to go through Columbus. He stated that for the month of March, the Building Department activity is as follows: 6 plan reviews, 25 permits, and 46 inspections.


Finance
Mr. Shah stated that the income tax was up 4.7% from last March, which is an increase of $36,000. He stated that he received a letter from the county that the Village owes them money on some estate taxes in the amount of $25,000. Mr. Shah explained that sometimes in the case of a settlement, an estimated estate tax amount is paid but once the estate settles, depending on the situation, sometimes a refund is owed. He stated that fortunately, the Village has received $178,000 in estate tax revenues so far which will be enough to provide that refund.

Mr. Shah informed Council that Finance Assistant, Tricia Ingrassia, has been working part-time for the Village of Northfield since November. He stated that since her husband works there, she was asked to help out since they are in a poor financial situation; reconciliations were not up to do date. Mr. Shah stated that per the Village of Moreland Hills handbook, as long as it does not interfere with her employment here and she does not work on Moreland Hills’ time, it is allowed. He stated that she has been working about 20 hours a week on the evenings and weekends. The Village of Northfield is in the process of interviewing candidates for the Finance Director position, so Mrs. Ingrassia’s commission there is coming to an end very soon.


REPORTS OF COMMITTEES

Planning Commission:
Mr. Fritz reported that the Planning Commission met on March 24. He stated that one issue of note was the request for the seasonal flower sales on Chagrin Blvd., which was a similar use, not a conditional use as originally thought. It was approved with a detailed list of requirements including a site plan, hours of operation, etc., to be submitted to the Village. Mr. Fritz stated a preliminary development plan came before the commission for the property on Berkeley Lane, which was the same property that went to the Ohio Supreme Court. He stated this proposal is for 3 homes to be built on the property, for a total of 5 dwellings on the approximately 18 acres. . One of those homes is not in the Open Space District like the other four homes; therefore it will not count toward the amount of homes that can be served by the private drive. There was also a preliminary discussion about the first of the three homes to be built on that property. Mr. Fritz stated that Mrs. Lane was very proactive in informing them of the requirement to create a homeowner’s association which will lay out who is responsible for the property and driveway maintenance.


Facilities:
Mr. Richman reported that the meeting was held on March 25. He stated that the Community Building Project highlights were covered thoroughly tonight by Mr. Thornton. Mr. Richman stated that the Winterberry Watermain Project is currently underway. He stated that Katie Martin, President of the Moreland Hills Historical Society reminded everyone of the grand opening of the cabin on June 7th at 10:00am.


Roads & Safety:
Mr. Buczek reported that the meeting was held on March 25. He stated that the Reverse 911 system is going to be changed to an upgraded system called Code Red. The bids for the resurfacing of Chagrin Blvd. and South Woodland have been awarded. Mr. Buczek stated that Mr. DeWater and Mr. Filarski have been working on the preliminary list for the 2014 Road Program, which will be finalized for the next meeting.

Mr. Buczek made a motion seconded by Mr. Richman to authorize the advertising for bids for the 2014 Road Program.

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


Mr. Buczek reported that the storm sewer work on SOM is almost complete, except for the final restoration. He stated that the guardrail ends have been replaced. The Village has the automated rubbish truck in its possession and the new program will be implemented the week of May 19. Mr. DeWater stated that all the residents will be receiving a letter this week informing them of that. Mr. Buczek stated that the next meeting will be April 29th and Ms. Sturgis will chair the meeting since he will be out of town.


ORDINANCES AND RESOLUTIONS:

ORDINANCE 2014-26 – Introduced by Ms. Sturgis
AN ORDINANCE ADOPTING, IN ACCORDANCE WITH SECTION 121.01(Q) OF THE CODIFIED ORDINANCES OF THE VILLAGE OF MORELAND HILLS, RULES OF CONDUCT AND DECLARING AN EMERGENCY.

Ms. Sturgis stated that this ordinance outlines Council meetings, organizational procedures, committees, and other related matters.

Ms. Sturgis made a motion seconded by Mr. Stanard to suspend the rules for Ordinance 2014-26.

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. Buczek for passage of Ordinance 2014-26.

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


ORDINANCE 2014-27 – Introduced by Mr. Buczek
AN ORDINANCE AMENDING EXISTING SECTION 951.02, SPECIAL SERVICE PICK-UPS, OF CHAPTER 951 OF THE CODIFIED ORDINANCES OF THE VILLAGE OF MORELAND HILLS, TO INCREASE THE NUMBER OF SPECIAL PICK-UPS AT NO CHARGE, AND DECLARING AN EMERGENCY.

Mr. Buczek stated that the Service Department will now provide three free special pick-ups per year instead of just one. This will help with the new automated rubbish pick-up so that residents will have more opportunity to discard larger objects which will not interfere with the regular pick-up schedule.

Mr. Buczek made a motion seconded by Ms. Sturgis to suspend the rules for Ordinance 2014-27.

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 2014-27.

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


RESOLUTION 2014-28 – Introduced by Mr. Buczek
A RESOLUTION URGING OHIO VOTERS TO SUPPORT STATE ISSUE 1, RENEWAL OF THE STATE CAPITAL IMPROVEMENTS PROGRAM, ON THE MAY 6, 2014 BALLOT.

Mr. Buczek stated that the Village has received 1.3 million dollars over ten years from this Capital Improvement Program, which is used for infrastructure repairs. It is up for renewal every five years.

Mr. Buczek made a motion seconded by Mr. Stanard to suspend the rules for Resolution 2014-28.

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 Resolution 2014-28.

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


RESOLUTION 2014-29 – Introduced by Ms. Sturgis
A RESOLUTION APPOINTING A CHARTER REVIEW COMMISSION AND DECLARING AN EMERGENCY.

Ms. Sturgis stated that the Moreland Hills Charter is reviewed every six years by a Commission consisting of nine electors of the Village; the Mayor chooses 3 and each Council Member chooses 1. The names of the members chosen are; Melanie Corcoran, Ruth Elliott, Stacy Feiner, Louis Fow, Jack Landskroner, Don Morrison, John Pogatschnik, Steve Rosenberg, and Sam Steinhouse. Mayor Renda stated that she decided to choose 2 previous members (Sam Steinhouse and Melanie Corcoran) in order to have some continuity.

Ms. Sturgis made a motion seconded by Mr. Buczek to suspend the rules for Resolution 2014-29.

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. Buczek for passage of Resolution 2014-29.

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


ORDINANCE 2014-30 – Introduced by Mr. Sherck
AN ORDINANCE PROVIDING ADDITIONAL APPROPRIATIONS, TRANSFERRING ITEMS ALREADY APPROPRIATED AND DECLARING AN EMERGENCY.

Mr. Sherck stated that the transfer amounts are as follows: $2,400 for the BP property tax, $5,525 for the Police Department cameras, $2,700 for the Storm Water Improvement Fund for engineering study at Forest Ridge, $8,000 for tree planting from the Storm Water Improvement Fund, $150,000 transfer from Police & Fire Levy Fund which is for the normal transfer that occurs every month for Fire and Dispatch services, and $237,000 for the Winterberry Watermain Project, which will be reimbursed to the Village by the City of Cleveland.

Mr. Sherck made a motion seconded by Mr. Stanard to suspend the rules for Ordinance 2014-30.

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


Mr. Sherck made a motion seconded by Mr. Stanard for passage of Ordinance 2014-30.

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


Miscellaneous:

Mayor Renda stated that the Garlic Mustard Eradication is Saturday, April 19th. She stated that she will be out of town and will unfortunately not be there, but she would hope that Council members will show up to support it.

Mr. Buczek made a motion seconded by Mr. Richman 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 7:53p.m.

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



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