Committee 6-2-081

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					                             City of Bay Village
Council Minutes, Committee Session                                   June 2, 2008
Conference Room                                                       7:00 p.m.

Brian C. Cruse, President of Council, presiding

Present:       Barbour, Cruse, Pohlkamp, Scott, Tadych, Young

Absent:        Paul Koomar, Mayor Sutherland

Others
Present:       Law Director Ebert, Finance Director Presley, Recreation Director
               Enovitch, Building Director Milburn, Director of Community Services
               Bock, Fire Chief Sammon, Operations Manager Don Landers, Police
               Chief Wright

Mr. Cruse called the meeting to order at 7:00 p.m. in the Conference Room of Bay Village
City Hall and the meeting was open to the public.

ANNOUNCEMENTS

Mr. Cruse stated that Mayor Sutherland will be joining Council later this evening after
her attendance at the Bay High School graduation ceremonies.

AUDIENCE

The following signed in this evening: Joe and Rita Hochman, Jerrie Barnett, Alex and
Karen Dade, Gerry Schreibman, Jeff Gallatin, Jennie & Marty Mace

Joseph Hochman, 304 Glen Park Drive, spoke regarding the structures behind his
property and his neighbor’s property. He stated that the structures are in bad condition
and the city may want to visit the site before Council convenes to summer session and
there will not be an opportunity for discussion. Mr. Cruse asked if Mr. Hochman feels
the conditions have changed since the last time the site was visited. Mr. Hochman stated
that the conditions are what they are and the situation is not getting any better. Mr.
Hochman will see Mr. Cruse after the regular meeting this evening to provide his
telephone number and Mr. Cruse stated he will again put wheels in motion.

Mr. Hochman suggested getting someone who is a hydraulic engineer familiar with these
types of structures as opposed to lay people. Mr. Hochman stated that the area that the
city did surrounding his property is in bad shape. Mr. Cruse stated that someone from the
city will look at the structures and if they feel that is necessary they will proceed from
there.
Minutes of a Committee Meeting              2
Bay Village City Council
Held June 2, 2008

ENVIRONMENT, SAFETY AND COMMUNITY SERVICES COMMITTEE

Mr. Young reported that an Environment, Safety and Community Services Committee
meeting will be held on Tuesday, June 3, 2008 from 6 p.m. to 7 p.m. in the conference
room of the Bay Village City Hall.

PUBLIC IMPROVEMENTS, STREETS, SEWERS, DRAINAGE COMMITTEE

Mr. Scott reported that a Public Improvements, Streets, Sewers and Drainage Committee
meeting will be held on Tuesday, June 3, 2008 at 5 p.m. in the conference room. The
committee is making progress on their study of a long term plan for city sewer
maintenance.

Wischmeyer Creek Sanitary Sewer Relining Project

Mr. Scott referred to a memorandum from Service Director James Sears and a proposal
from Michael Benza & Associates dated May 21, 2008 relative to this project. Mr. Scott
noted that the project has been reviewed by the Public Improvements, Streets, Sewers and
Drainage Committee and it was decided that relining was the only realistic option for this
project. Mr. Benza’s proposal is to provide professional services relative to the
preparation of the detailed plans and specifications for the rehabilitation of the existing
sanitary sewer in Wischmeyer Creek, and Mr. Sears has recommended proceeding with
this engineering phase so the city can submit an application to the county for Issue 2
funds for the project.

Mr. Sears commented that the Issue 2 applications are due by September with awards
being made in December of 2008 and July 2009. Mr. Sears added that if an award is not
received in December of 2008, the project will sit until July of 2009 but it is
recommended to move forward with the engineering and apply for the funds which will
be a commitment to still proceed and have the engineering in place. Mr. Young asked if
the Army Corp of Engineers and the Environmental Protection Agency will have their
work done before that time. Mr. Sears stated that it is a six to eight month turn-around
which will fit in the time frame for the application and award process. Mr. Pohlkamp
asked about the cost of the project and Mr. Sears stated that in 2006 the option for
rehabilitation was $375,000. Moving that forward to the present date at a 3% increase
would make the project about $400,000. Adding the $41,000 in engineering, a budget of
$500,000 for the project should cover all costs including inspection fees. An ordinance
will be prepared for the June 16 Council meeting authorizing a contract with Michael
Benza & Associates for the preparation of detailed plans and specifications for the
rehabilitation of the existing sanitary sewer in Wischmeyer Creek.

Mr. Presley will also prepare a supplemental appropriation ordinance to reduce the
improvement line item and increase the engineering line item.
Minutes of a Committee Meeting             3
Bay Village City Council
Held June 2, 2008


FINANCE AND CLAIMS COMMITTEE

Ordinance authorizing the Mayor to enter into an agreement with the McGowan
Insurance Agency, agents of St. Paul’s/Travelers and AAIC Insurance Companies
for general liability/property insurance coverage for a one year period beginning
June 15, 2008.

Finance Director Presley stated that McGowan Insurance Agency has presented a
renewal proposal which will lower the rate from the previous $115,000 to $113,000, even
though the value of our buildings and property has gone up 4 ½%. It was discussed in the
Finance Committee to review the limits of coverage and Mr. Presley distributed a list of
those limits.

Ordinance to provide for the issuance and sale of $2,300,000 Police Station General
Obligation Bond Anticipation Notes, Series 2008

Mr. Presley advised that this is a one year renewal of the $2,300,000 Police Station
General Obligation Bond Anticipation Notes. The city will begin paying off the debt in
2009. The note will be sold competitively with the lowest interest rate being the
successful bidder.

Ordinance to provide for the issuance of $300,000 Motorized Equipment General
Obligation Bonds, Series 2008

Mr. Presley advised that the proceeds of these bonds will go into the Equipment
Replacement Fund, Fund No. 240 to pay for those vehicles that were budgeted for and
purchased in 2008.

Ordinance to provide for the issuance of $600,000 Street Improvement General
Obligation Bonds, Series 2008

The proceeds of these bonds will be placed in Fund 270, Street Improvements which has
been budgeted for work being done in 2008.

Ordinance to provide for the issuance of $140,000 Municipal Equipment General
Obligation Bonds, Series 2008

Mr. Presley advised that these funds are for the Finance Department equipment
replacement project and also those appurtenances that were installed on the Fire
Department trucks and part of the fire grant that was received under the public
improvement fund.

Ordinance to provide for the issuance of $85,000 Park Improvement General
Obligation Bonds, Series 2008
Minutes of a Committee Meeting                4
Bay Village City Council
Held June 2, 2008

Mr. Presley stated that this ordinance is to provide funds for the removal of the railroad
trusses that are in the valley, in addition to other park improvements.

Mr. Presley advised that the Street Improvement, Motorized Equipment, Municipal
Equipment and Park Improvement bonds will be sold as one lot at a competitive bid at
the offices of Calfee, Halter & Griswold. The Street Improvement bonds are amortized
over a period of six years and the other amounts are amortized over five years. Mr.
Tadych asked if the bonds are callable and Mr. Presley stated that there are provisions to
be called but we have not historically called.

Jennie Mace asked if the debt structure is level debt. Mr. Presley stated that it is level
principal. Mrs. Mace stated that due to decreased assessed valuations level debt could
decrease millage on ten mill certificates. The ten-mill certificate reflects the indirect debt
limitation.

Nancy Brown asked if there were grants that could be sought for the removal of the
railroad trusses. Ms. Brown asked if the city has sold, scrapped, or traded any old
vehicles to generate revenue. Mr. Presley stated that he has not reviewed that but one
vehicle was scrapped because of a motor vehicle accident that was not the fault of the city
and the city was reimbursed by insurance. Mr. Sears and Mr. Presley stated that old
vehicles will be disposed of when new vehicles are delivered, fully equipped, and ready
to be put on the road. Mr. Sears noted that we will keep the old vehicles through leaf
season. Ms. Brown asked the determination for whether vehicles stay or go and Mr.
Presley stated that it depends on the condition of the vehicle. This process is overseen by
Fleet Manager Scott White.

PLANNING, ZONING, PUBLIC GROUNDS & BUILDINGS COMMITTEE

Mr. Tadych advised that the Planning, Zoning, Public Grounds & Buildings Committee
will meet Thursday, June 5, at 5 p.m. in the city hall conference room to continue its
study of public building rental fees.

Community House Exterior Paint Project

Mr. Tadych called upon Service Director Sears for comments about the specifications
provided to Council and prepared by the Engineering Inspection Group in conjunction
with the Cleveland Restoration Society. Mr. Sears stated that a one-price bid will be
sought for the painting, with the city providing the paint, and two alternate bids. One
alternate is to cover board replacement and the other is to see if the bidder will duplicate
their number for multiple colors in the event that Council wants to entertain the
possibility of looking at doing a color project. Mr. Sears is seeking authorization to
advertise for bids at tonight’s regular meeting of Council.
Minutes of a Committee Meeting                5
Bay Village City Council
Held June 2, 2008

Mr. Tadych asked if we have heard anything about the possibility of a donation of the
paint from any organization. Mr. Ebert stated that he has something in the works
regarding a donation.

Ordinance Amending Codified Ordinance Chapter 1127, Board of Zoning Appeals

Mr. Tadych stated that this ordinance is a housekeeping type ordinance and does not change
many things. The ordinance will be placed on first reading.

Ordinance Amending Codified Ordinance Chapter 1128, Architectural Board of
Review

Mr. Tadych stated that this ordinance will give the Architectural Board of Review additional
power of approval. Mr. Young asked why family and group homes were not taken out of
the ordinance. Mr. Milburn stated that one, two, and three family homes do not have to be
submitted to the Architectural Board of Review. The ABR basically reviews commercial
facilities. The ordinance will be placed on first reading.

Ordinance Amending Codified Ordinance Chapter 1129, Approval Process –
Commercial Structures, Public Facilities, Attached Housing and Cluster Development

Mr. Tadych advised that the revision to the ordinance adds additional wording for cluster
homes. Mr. Tadych noted that these ordinances were reviewed three years ago by the Ad
Hoc Rezoning Advisory Committee and there are no drastic changes. The ordinance will be
placed on first reading.

A memorandum dated May 23, 2008 regarding C.O. 1158, Attached Residence District
Zoning Regulations will be read by Mr. Tadych at tonight’s regular meeting of Council.
Mr. Cruse noted that the codified ordinance will be included for discussion on the June 9,
2008 committee session of Council.

RECREATION AND PARK IMPROVEMENTS COMMITTEE

Mr. Barbour advised that he will schedule a meeting of the Walker Road Park Ad Hoc
Committee in the near future.

SERVICES, UTILITIES, AND EQUIPMENT COMMITTEE

Mr. Pohlkamp had no report this evening.

MISCELLANEOUS

Mr. Tadych asked if any other members of Council have received complaints about deer
in the community. Mr. Tadych explained that a letter he received was from a resident
with a fenced in yard and the concern is leaving their small child out into the yard as
Minutes of a Committee Meeting              6
Bay Village City Council
Held June 2, 2008

there are deer in the yard that have jumped the fence. Mr. Ebert related the problems in
the City of Solon, Ohio, in their attempt to reduce the deer population, and Mr. Pohlkamp
stated that the problem with using firearms is putting people at risk. Mr. Tadych stated
that he has received several calls regarding deer and expressed concern regarding safety.
Mr. Cruse stated that it is his understanding that there are products you can purchase at
the Landmark Store to place on your property to keep deer away. Ms. Brown stated that
usually a deer will flee when they see a human.

MOTION by Barbour to convene to Executive Session for the purpose of discussing
litigation regarding the police station construction. Roll Call Vote: Yeas - Barbour,
Cruse, Pohlkamp, Scott, Tadych, Young, Nays – None. Motion carried 6-0.

The Executive Session convened in the Council Conference Room at 7:27 p.m. with the
following present:
              President of Council Brian Cruse
              Councilman Mark Barbour
              Councilman Scott Pohlkamp
              Councilman James Scott
              Councilman David Tadych
              Councilman Michael Young
              Law Director Ebert
              Police Chief Wright
              Building Director Milburn
              Finance Director Presley

The Executive Session adjourned at 7:38 p.m.

There being no further business to discuss the meeting adjourned at 7:39 p.m.




______________________________                      ________________________
Brian C. Cruse, President of Council                Joan Kemper, Clerk of Council

				
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