Council Meeting Minutes - August 13, 2014

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

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

Also Present: Ted DeWater, Service Director, Margaret Cannon, Law Director, Jeff Filarski, Village Engineer, Prashant Shah, Treasurer, Sherri Arrietta, Clerk of Council


Mayor Renda asked if there were any additions or corrections to last month’s meeting minutes. Mr. Richman stated that for Ordinance 2014-49, the phrase “except for the years of acquisition” should be added after the word “taxes” in the second sentence in the second paragraph. Mr. Buczek stated that in the Roads & Safety Committee report, the phrase “which would entail the installation of a drainage pipe across the property” in the fifth line, should be removed and replaced with the following: “to alleviate the runoff problem. This biocell will be evaluated for its effectiveness and, if necessary, a drainage pipe will be installed across the property.”

Mr. Richman made a motion seconded by Mr. Buczek to approve the minutes of the last Regular Council Meeting of July 9, 2014, as amended.

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


Reports from the Mayor & Other Municipal Officials

Police
Chief Canter stated that the evidence room has been cleaned out and inventory was taken. They have received a court order to destroy old weapons which was done through Charter Steel in Cuyahoga Heights. The weapons were put in a steel vat last Friday and were disintegrated. He stated that there is still some unclaimed property for which they will put an advertisement in the paper (90 days) to give anyone the chance to claim it before they get rid of it. Chief Canter stated that the Police Department had an opportunity to use the Hummer tonight. They had to go down a trail in the Metroparks to treat a victim with a head injury which was sustained while skateboarding. He stated that the road striping project bids have gone out and reported that 450 calls were received in the month of July.


Finance
Mr. Shah stated that every year an audit is done for the Ohio Bureau of Motor Vehicles to determine registrations that should actually belong to Moreland Hills. He stated that last year $1300 was recovered and it only costs $200.00 to have the audit performed, therefore he is going to recommend to the Mayor to renew that contract for the years 2013-2014. Mr. Shah informed Council that the Village will be getting a group rate from the Bureau of Worker’s Comp which will save $12,500.00; the cost to belong to this program is $1,100.00.


Building Department
Mr. Filarski reported that in the month of July, 52 inspections were performed; 9 of which were exterior maintenance inspections. 50 Permits were issued with construction values totaling 5.2 million; one project alone was over 3 million dollars.


Engineer
Mr. Filarski reported that Chagrin River Road was opened this weekend. He stated that there was an issue with the culvert; they had to replace more than what was originally anticipated, which is why the project took a little longer than planned.


Service Department
Mr. DeWater stated that Forest Ridge trail signage has been installed and includes maps and emergency locator signs. Trail repairs are being done currently as well. He stated that the Service Department did some extensive planting around Potts Pier with donated plants. The drainage crew has done 7 culvert pipes in the past month; there was only minimal damage and no wash outs with the heavy rains, except for a blocked culvert on Chagrin River, which has been cleaned out. Mr. DeWater stated that there will be a motion tonight regarding the Hazardous Tree Removal Program. He stated that the Community Building demo is complete; the contractor will start on Monday.


Law Department
Mrs. Cannon stated that at the last meeting, Mr. Thornton stated that he would submit a proposal to provide additional architectural supervision during the course of the Community Building Project. She stated that Mr. Thornton has made that submittal and the Mayor and Mr. DeWater met with Mr. Thornton to further refine it. The Mayor is prepared to accept this proposal which includes 88 hours of additional specific supervision allocated over the course of the project, not to exceed $6600.00; with a greater level of supervision at the beginning and the end of the project. There is also an option of getting additional hours of service on an hourly basis. Mrs. Cannon stated that when the Village engaged in the retainer contract for legal services for 2014, it stated that retainer services would be provided not to exceed 500 hours in a year and also that a monthly total of hours expended would be provided to the Village. She stated that as of the end of June, 210 hours have been expended; therefore at this point the Village is well within the 500 hours allowed for the year.


Mayor
Mayor Renda asked Council Members if they would agree to changing the date of the September Council Meeting, which is scheduled for September 10, because she will not only be out of town but also because she would like extra time to get everything in order to enable Council to appoint a new Chief and other position(s) within the Police Department in September. She stated that she, Mr. Incorvaia, and Ms. Sturgis, will be starting the interview process for the new Chief next week with internal candidates. If an internal candidate is hired, that will then create other open positions, which she would like to be able to receive Council’s approval on in September. It was decided to move the Council Meeting to September 24 at 7:00pm.


REPORTS OF COMMITTEES

Roads & Safety:
Mr. Buczek reported that the Roads & Safety Committee met on July 22, 2014 and Ms. Sturgis chaired the meeting since he was not able to attend. He stated that the Chagrin Blvd. resurfacing project has started and should be complete by October; South Woodland is finished. The 2014 Road Program is progressing, however, it has slowed down and is a little behind schedule due to the weather. The new rubbish collection program is continually gaining more participants and is at around 70% participation. The August meeting is cancelled and therefore the next meeting will be September 23, 2014.


Facilities:
Mr. Richman reported that the Facilities Committee met on July 22, 2014. He stated that Mr. DeWater reported that two residents informed the Service Department of a waterline break on Park Lane and as a result the Village will be applying to Cleveland Water for the eventual replacement of that line. Quotes are being sought to remove concrete walls from the old Greentree waste water plant; if they are not removed they will eventually fall into the river valley. Updates were given on the Community Building project as well as for the Forest Ridge signage. Mr. Richman stated that he particularly likes the trail signage at top of every hill which informs you where the trail will end up. The August meeting is cancelled and therefore the next meeting will be September 23, 2014.


Board of Zoning Appeals:
Mr. Stanard reported the Board of Zoning Appeals met on July 9, 2014. He stated that Mr. John Conomy of 320 Chagrin Blvd. was seeking a 35 foot front setback variance. It was determined and agreed upon that this was the most favorable location on his lot for a structure. This structure (new dwelling) would still be further from the road than both neighbors’ homes on either side of Mr. Conomy. The board approved this variance request.


Planning Commission:
Mr. Stanard reported that the Planning Commission met on July 9, 2014, immediately after the BZA Meeting. The Brown Family at 60 Basswood Lane, who came before the Commission last month for a pool and spa, came back before the board for a 2500 square foot addition to their 3500 square foot home, which was approved. There was also discussion about the trees that were removed and the Browns’ did indicate that they are going to do what they can to try to screen the pool from the rest of the neighborhood. Mr. Kawalek also appeared before the board requested to build a garage on his property on Miles Road. The garage was approved. The next meeting will be August 25, 2014.

Mr. Buczek stated that he had overlooked one thing when he gave his report. Mr. Buczek made a motion seconded by Mr. Richman to allow the Service Director to develop specs for the removal of hazardous trees throughout the Village of Moreland Hills and to advertise for competitive bidding. Mr. DeWater stated that he spoke with the Mayor regarding replacing some of the trees that are removed as part of the program this year. Mayor Renda stated that they discussed developing a policy and will need someone to help guide them in the creation of that policy.

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


ORDINANCES AND RESOLUTIONS:

Ordinance 2014-52 – Introduced by Mr. Stanard
an ordinance levying special assessments for the improvement of river mountain drive and mountain view drive in the river mountain estates subdivision and the necessary appurtenances thereto between certain termini; and declaring an emergency.

Mr. Stanard stated that a number of years ago, a majority of the residents of River Mountain Drive and Mountain View Drive requested that the Village dedicate their streets. The process was to ask the Village for the dedication, the Village then assessed the condition of the roads and infrastructure facility and determined what measures are needed to bring it to the standards of acceptance for the Village. Once that was done, an estimate was made of the work that will be required and its’ value, in the amount of $93,000. The assessments are made to each parcel holders that have frontage on that property.

Mr. Stanard made a motion seconded by Mr. Buczek to suspend the rules for Ordinance 2014-52.

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


Mr. Stanard made a motion seconded by Mr. Buczek for passage of Ordinance 2014-52.

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


Ordinance 2014-53 – Introduced by Mr. Stanard
an ordinance accepting the dedication of river mountain drive and mountain view drive, including appurtenant drainage improvements, within the river mountain estates subdivision as public streets.

Mr. Stanard stated that this ordinance will take the assessments that were made in the previous ordinance and make the property eligible for the Village to obtain the property and for the streets to become dedicated.

Mr. Stanard made a motion seconded by Mr. Buczek to suspend the rules for Ordinance 2014-53.

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


Mr. Stanard made a motion seconded by Mr. Buczek for passage of Ordinance 2014-53.

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


Ordinance 2014-54 – Introduced by Mr. Richman
an ordinance authorizing change order nos. 1 and 2 with fioritto construction, llc for the winterberry lane water main replacement project and declaring an emergency.

Mr. Richman stated that Change Order No. 1 is for the increase amount of $650.00 to repair a sprinkler line that was cut and Change Order No. 2 is in the decrease amount of $14,727.44 to reconcile and close out the project.

Mr. Richman made a motion seconded by Mr. Stanard to suspend the rules for Ordinance 2014-54.

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


Mr. Richman made a motion seconded by Mr. Stanard for passage of Ordinance 2014-54.

ROLL CALL:
AYES: Mr. Buczek, Mr. Fritz, Mr. Richman, Mr. Sherck, Mr. Stanard
NAYS: NONE

MOTION CARRIED


Ordinance 2014-55 – Introduced by Mr. Buczek
an ordinance authorizing change order no. 1 with eclipse co. llc for the 2014 culvert & drainage program and declaring an emergency.

Mr. Buczek stated that Change Order No. 1 is the increase amount of $8,455.49 for the addition of one catch basin on Giles Road and a storm sewer pipe and headwall to River Mountain Drive, which were not part of the original contract.

Mr. Buczek made a motion seconded by Mr. Fritz to suspend the rules for Ordinance 2014-55.

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


Mr. Buczek made a motion seconded by Mr. Fritz for passage of Ordinance 2014-55.

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


Ordinance 2014-56 – Introduced by Mr. Sherck
an ordinance providing additional appropriations, transferring items already appropriated and declaring an emergency.

Mr. Sherck stated that two items from the Property Improvement Fund were amended; $175,000 for contract services for the Community Building Project and $2,000 for capital for a sidewalk at Forest Ridge. There is also a $20,000 increase to the originally budgeted $100,000 for the sewage treatment system and the work done by United Survey. The transfers are as follows: $200,000 to property improvement fund and $34,000 to the sewage treatment fund to cover deficits that are in these two funds.

Mr. Sherck made a motion seconded by Mr. Stanard to suspend the rules for Ordinance 2014-56.

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


Mr. Sherck made a motion seconded by Mr. Buczek for passage of Ordinance 2014-56.

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


Miscellaneous
Mr. Buczek informed Council Members that he is having surgery on September 16th; however, it should not affect his attendance at the next meeting.

Mayor Renda informed Council Members that Ms. Sturgis is out of town celebrating her 40th birthday with her family.

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
NAYS: NONE
MOTION CARRIED


The meeting was adjourned at 7:45p.m.

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