CITY OF HIGHLAND HEIGHTS

MINUTES OF A COUNCIL MEETING

HELD: JANUARY 8, 2008

President of Council Mills presiding.

PRESENT:      Mayor Coleman, Councilmen Anderson, Hargate, Legan, Lombardo, Mills, Murphy, Pilla; Clerk of Council Buchak; Fire Chief Bencin; Police Chief Cook; Service Director Evans; City Engineer Blackley; Finance Director Ianiro; Law Director Paluf.

ACTION ON MINUTES:   The reading of the Minutes of a Council Meeting held December 11, 2007 was dispensed with.  Mr. Pilla moved to accept the Minutes as written; seconded by Mr. Hargate.  Ayes all; motion carried.

The reading of the Minutes of a Special Meeting held January 2, 2008 was dispensed with.  Mr. Lombardo moved to accept the Minutes as written; seconded by Mr. Legan.  Ayes all; motion carried.

DEPARTMENT HEAD REPORTS:

Fire Chief's Report:  Fire Chief Bencin reported two items:

· Two Council appointments to the Volunteer Fire Fighters' Dependents Fund Board are on the agenda this evening.  Chief Bencin recommended approval.

· An invoice has been received from the City of Cleveland Water Department.  This is a standard amount which they receive every year and requires Council approval.  Chief Bencin asked that the invoice be added to the agenda this evening.  

Police Chief's Report:  Chief Cook reported as follows:

· Parkhill Roofing has completed the repair of the roof on the Police/Fire Building.  It is good that this work was completed before the heavy weather in January and February. 

· Statistics for the month of December:  They responded to 962 calls for services and 56 residential alarms.  Also they handled 11 motor vehicle accidents of which 4 involved personal injuries.

· Annual statistics for the year of 2007:  They responded to 11,873 calls for service and responded to 615 residential alarms.  They handled 175 motor vehicles accidents of which 37 involved injuries. 

· Jail statistics:  for 2007, they held 375 prisoners for approximately 12,000 hours and for December they held 31 prisoners.

Service Director's Report:   Service Director Evans advised there are two items on the Council table and reported. 

· One in a large binder is the Cuyahoga Sanitary Engineer's Sanitary Sewer Evaluation and Study they did of the Highland Road area.  This has been a topic of discussion with the Drainage Committee for a long time now.  It is for Council review.  Contact him with any questions. 

· Another item is a landscape design for our freeway interchange.  Last Year Mayfield Village approached the State about doing a beautification project at the freeway interchange.  The State has agreed to do some planting and landscaping there.  The Village retained the services of a landscape architect who did a landscape design for all four quadrants of the interchange.  The northwest quadrant is in the City of Highland Heights.  Mr. Evans recognized Mayfield Village and thanked them for providing the services for that.  He is hopeful the work will be done this year. 

· Item No. 2 on the agenda is a resolution authorizing the purchase of a chipper for the service department to replace one that is broken down and is no longer in service.  Mr. Evans requested approval this evening so that equipment can be ordered which will enable them to receive that piece of equipment in time for chipping season.

In response to Mr. Mills' inquiry regarding purchase of the chipper, Mr. Evans explained the purchase is under the state contract; there were two venders on the state contract; and, this is the one they selected.  He also advised this purchase was reviewed by the Safety & Service Committee and the money will come from the 401 Capital Fund.   Mr. Mills asked if this equipment would help with chipping Christmas Trees.  Mr. Evans stated it will help with disposal and right now they are stock piling the trees behind the service department because their chipper is broken. 

Building Commissioner's Report:  No report.

City Engineer's Report:  No report.  

In response to Mr. Mills' inquiry regarding the status of the Highland Road Pedestrian Pathway Project, City Engineer Blackley reported the plans are under review by ODOT and right now there is an issue with ODOT regarding the environmental impact of the sidewalk within the right-of-way.  The city's consultant, CT Consultants, is dealing with that. 

In response to Mrs. Murphy's inquiry regarding a map of the wetlands in the park, Mr. Blackley advised he has prepared the maps, and was going to make them available to a committee whenever they met. 

Council President Mills requested that Mr. Blackley distribute copies of the wetlands map to Council Members.

Finance Director's Report:  Finance Director Ianiro reported the Finance Department is working on closing out the year.  Council can expect to see December reports this weekend. 

Mr. Ianiro requested Council approval this evening of Agenda Items 6, payment to Swagelok and 7, authorizing audit services.  

In response to Mr. Mills' inquiry regarding bids for the audit services, Mr. Ianiro advised this is done under the guide of the Auditor of State's office.  The city does have input as far as rating the firms they have chosen.  A list of the proposals was provided in a memo to Council over the weekend.  Based on their technical evaluation, they recommended Zupka as the lowest and best bid to perform the audits. 

COMMITTEE REPORTS:

Park and Recreation Commission:  No report.  Mr. Anderson reported a meeting is scheduled for January 17th.

Mayfield Area Recreation Council (MARC):  No report.  Mr. Anderson reported MARC does not meet in January.

Planning and Zoning Commission:  No report.  Mr. Pilla advised P&Z did not meet; their next meeting is January 14th.

Legislative & Finance Committee:   Mr. Lombardo reported the action taken in a meeting held this evening: 

· Mr. Lombardo was elected Chairman and Cathy Murphy is Secretary. 

· They reviewed the compensation ordinance referred to them at the last meeting.  The only difference is the addition of the new position of Assistant Building Commissioner.  In this case the addition will not increase the budget because we do not have a Building Commissioner but have an Interim Building Commissioner.  The sum of the two salaries will not increase the budget.  The Committee recommended approval this evening of Proposed Ordinance 1-2008. 

· They discussed purchase of the chipper and recommended approval this evening. 

· They also discussed the street lighting in the park that the Illuminating Co. is going to do and the $6,900 for that project. 

In response to Mr. Anderson's inquiry as to why an assistant building commissioner position is provided, Mayor Coleman advised they did not renew the contract of Larry Stouffer as full time building commissioner.  At the last meeting Tom Jamieson was hired to be the Interim Building Commissioner.  The intent of that was to certify the department; Tom has the certification needed to certify the department with the state.  As a result of that they are short a person in the building department.  Mayor Coleman stated he would like to bring another person into the building department that is in the process of gaining the certification that he needs to eventually be in the position to become Building Commissioner.  He explained Jim Austin was a candidate for the Building Commissioner position when Tom Jamieson left the department and has been pursuing the certifications for that position.  Mayor Coleman advised, should Council pass this ordinance this evening, he will offer him the position.  Mayor Coleman further advised when Jim Austin has completed his certifications, he will recommend Council appoint him as Building Commissioner.  Then Council can amend this ordinance and eliminate the assistant position.  He stated he is not looking to increase the complement of the department.

Safety & Service Committee:  Mr. Hargate reported a brief meeting was held this evening to elect a chairman.  He will be serving as Chairman. 

Drainage Committee:  Mrs. Murphy reported they did have an organizational meeting tonight.  She was elected chairman and Mr. Lombardo will serve as secretary.  They called their first meeting for Tuesday, January 22nd at 7:00 p.m. 

Commission on Aging:  No report.

President of Council's Report:  Mr. Mills reported all Council members have email through the city and suggested doing communications through email. 

Council President Mills also advised there is a new law regarding meeting minutes and that it is imperative that all committees prepare minutes.  The minutes are to be submitted to Jean for filing. 

The Ohio Ethics Commission form has been distributed to Council this evening.

Mayor Coleman noted that, historically email has not been a real effective way of communicating with all members and that the way he preferred to communicate is he would give information to the Council President and rely on the Council President to disseminate the information to Council.  Also if something can wait for the packet, he has Diana write a memo and distribute it that way.

Law Director's Report:   Law Director Paluf reported yesterday afternoon the title transferred on the property in front of city hall; the city now owns that property. 

Law Director Paluf suggested Council discuss the Aberdeen Development Plan in the Committee of the Whole next week as well as the gas wells.

MAYOR'S REPORT:  Mayor Coleman reported he distributed two documents.  The first is to show the new logo with the tag line for the city that will be used on various forms of communication throughout the city -- the letter head, business cards, etc.  The second page is showing a prototype of the two electronic signs that are on order, one in front of the Community Park and one in front of the Municipal Complex.  Mr. Evans has been working with several venders as well as the Brown Flynn group to look at the signage at the Municipal complex to create a common theme throughout the city.  The city will soon have some enhancements to the web site as well as a welcome packet for residents and visitors. 

Mayor Coleman reported the 2008 budget document will be prepared by the end of next week for Legislative & Finance to start working on. 

Mayor Coleman reported Mr. Evans, Mr. Blackley and he met with County Engineer Bob Klaiber today to discuss a project relating to Miner Road.  It was mentioned at some time that they might want to look at a long term reconstruction of Miner Road with a total reconstruction of the road and storm sewers.  If they were to do that they should apply for Federal Aid.  That was one of the options they could look to for Miner Road.  But there is another option, Andy had drawn some plans that would address the drainage in a more cost effective manner; and, wouldn't necessarily have the road changed to a concrete street with curbs but it would be a way to keep the residential character as it is.  It would also require planning.  Mayor Coleman stated he thought they would probably opt for that and will propose that to Council in the near future.  They will do some cost estimates and perhaps look for Issue II funding and see if the County can participate in that.  It is a shorter term to get a solution to that area as well as a more cost effective way to do it.  Mayor Coleman reiterated that it is a joy to work with Bob Klaiber, County Engineer and that he is an advocate for our community.  They are grateful that he is in that position and that he helps the city the way he does.

ITEMS TO BE ADDED TO THE AGENDA:

1.         Motion authorizing payment to the Division of Water in the amount of $16,321.60 for the annual charge for water based on the number of hydrants.

Mr. Anderson moved to add the above motion to the agenda; seconded by Mr. Pilla.  Ayes all; motion carried.

1.         Second Reading Proposed Ordinance 1-2008 amending Ordinance 4-2007 establishing compensation for certain employees of the City of Highland Heights, Ohio, commencing January 1, 2007, repealing all ordinances inconsistent therewith and declaring an emergency.

Mr. Lombardo moved to add the above item to the agenda; seconded by Mr. Pilla.  Ayes all; motion carried.

MEETING OPENED TO THE PUBLIC:

Mrs. Sue Groszek, 450 Lowell Drive and Mr. Al Hess, 5880 Highland Road, members of the Mayfield Board of Education, appeared before Council.  Mrs. Groszek read a Proclamation recognizing the City of Highland Heights for their ongoing support of the Mayfield City School District; and, advising of many awards earned by the Mayfield City School District.  

NEW BUSINESS:

MOTION AUTHORIZING PAYMENT TO THE DIVISION OF WATER:  A motion was made by Mr. Hargate authorizing payment to the Division of Water in the amount of $16,321.60, which is an annual charge for water based on the number of hydrants; seconded by Mr. Anderson.  Ayes all; motion carried.

ENACTMENT OF ORDINANCE 1-2008:  Council listened to the Second Reading in title only of Proposed Ordinance 1-2008 which description is:  "An Ordinance amending Ordinance 4-2007 establishing compensation for certain employees of the City of Highland Heights, Ohio, commencing January 1, 2007, repealing all ordinances inconsistent therewith and declaring an emergency."  Mr. Pilla moved to suspend the Third Reading; seconded Mr. Hargate.  Ayes all; motion carried.  Mr. Anderson moved to enact; seconded by Mr. Legan.  Ayes all; motion carried.

COUNCIL APPOINTMENT VOLUNTEER FIREFIGHTERS DEPENDENTS BOARD: Ed Hargate. Frank Legan.  It was moved by Mr. Pilla to confirm the appointments of Ed Hargate and Frank Legan to the Volunteer Firefighters Dependents Board; seconded by Mr. Lombardo.  Ayes all; motion carried.

ADOPTION OF RESOLUTION 2-2008:  Council listened to the First Reading in title only of Proposed Resolution 2-2008 which description is:  "A Resolution authorizing the Mayor to execute a contract with Vermeer Sales and Service, Inc. for the purchase of a Vermeer BC1000XL Brush Chipper pursuant to the Ohio Cooperative Purchasing Act in the amount of Twenty Five Thousand One Hundred Twenty Four Dollars ($25,124.00) and declaring an emergency."  Mr. Anderson moved to suspend the Second and Third Readings; seconded by Mr. Pilla.  Ayes all; motion carried.  Mr. Hargate moved to adopt; seconded by Mr. Pilla.  Ayes all; motion carried.

FIRST READING PROPOSED RESOLUTION 3-2008:  Council listened to the First Reading in title only of Proposed Resolution 3-2008 which description is:  "A Resolution establishing compensation and other terms of employment for the Police Prosecutor and declaring an emergency."  Council President Mills referred Proposed Resolution 3-2008 to the L&F Committee for review.

FIRST READING PROPOSED RESOLUTION 4-2008:  Council listened to the First Reading in title only of Proposed Resolution 4-2008 which description is:  "A Resolution establishing the terms, conditions and compensation for the Law Director's services."  Council President Mills referred Proposed Resolution 4-2008 to the L&F Committee for review.

FIRST READING PROPOSED RESOLUTION 5-2008:  Council listened to the First Reading in title only of Proposed Resolution 5-2008 which description is:  "A Resolution providing for the employment of an Engineer for the City of Highland Heights and establishing the compensation of the City Engineer for 2008, repealing all legislation inconsistent herewith and declaring an emergency."  Council President Mills referred Proposed Resolution 5-2008 to the L&F Committee for review.

ADOPTION OF RESOLUTION 6-2008:  Council listened to the First Reading in title only of Proposed Resolution 6-2008 which description is:  "A Resolution authorizing the Finance Director to make a payment to Swagelok Company from nontax revenues in the amount of Ninety Eight Thousand, Six Hundred Three Dollars ($98,603.00) pursuant to the Economic Development Grant Agreement dated June 30, 2005 and declaring an emergency."  Finance Director Ianiro requested approval this evening.  Mr. Legan moved to suspend the Second and Third Readings; seconded by Mr. Pilla.  Ayes all; motion carried.  Mr. Hargate moved to adopt; seconded by Mr. Pilla.  Ayes all; motion carried.

ADOPTION OF RESOLUTION 7-2008:  Council listened to the First Reading in title only of Proposed Resolution 7-2008 which description is:  "A Resolution authorizing the Mayor to enter into an agreement with James G. Zupka, C.P.A., Inc. for audit services for the biennial periods ending December 31, 2007 and December 31, 2009 and declaring an emergency."  Finance Director Ianiro requested approval this evening.  Mr. Lombardo moved to suspend the Second and Third Readings; seconded by Mr. Hargate.  Ayes all; motion carried.  Mr. Legan moved to adopt; seconded by Mr. Anderson.  Ayes all; motion carried.

SECOND READING PROPOSED RESOLUTION 53-2007:  Council listened to the Second Reading in title only of Proposed Resolution 53-2007 which description is:  "A Resolution authorizing James G. Zupka, Inc. to assist the City in preparation of its Basic Financial Statements (GPFS) in accordance with GASB Statement 34 and all other GASB Statements for the Calendar Years 2007 and 2008, and declaring an emergency." 

ADOPTION OF RESOLUTION 52-2007:  Council listened to the Third Reading in title only of Proposed Resolution 52-2007 which description is:  "A Resolution requesting the Cuyahoga County Auditor to advance taxes from the proceeds of tax levies and declaring an emergency."  Mr. Legan moved to adopt; seconded by Mr. Pilla. Ayes all; motion carried. 

AGENDA FOR COMMITTEE OF WHOLE OF JANUARY 15, 2007:

1.         Discussion -- Gas Wells

2.         Discussion -- Stonewater Appeal

ADJOURNMENT:   A motion was made by Mr. Pilla and seconded by Mr. Anderson to adjourn the meeting.  Said meeting adjourned at 8:35 p.m.

Clerk of Council

President of Council