CITY OF HIGHLAND HEIGHTS

MINUTES OF A COUNCIL MEETING

HELD: NOVEMBER 25, 2008

President of Council Mills presiding.

PRESENT:      Mayor Coleman; Councilmen Anderson, Hargate, Legan, Lombardo, Mills, Murphy, Pilla; Clerk of Council Buchak; Fire Captain Molnar; Police Lieutenant Visoky; Service Director Evans; Assistant Building Commissioner Austin; Finance Director Ianiro; Law Director Paluf.

ACTION ON MINUTES:   The reading of the Minutes of a Council Meeting held November 11th was dispensed with.  Mr. Lombardo noted a typo on page 5, first item, change December 13 to December 23.  Mr. Legan moved to accept the Minutes as corrected; seconded by Mr. Anderson.  Ayes all; motion carried.

STUDENTS AT MEETING:  Council President Mills welcomed two students, Clare Wilson and Kevin Kruse, from Notre Dame-Cathedral Latin High School who were present at the meeting for a class project.  

DEPARTMENT HEAD REPORTS:

Fire Chief's Report:  Captain Molnar reported the Fire Department applied for a FEMA Grant in April to replace an air compressor.  They have received the grant in the amount of $39,500.00; the City's share is 5%, or $1975.00; the actual grant will be $37,525.00.  They hope to replace the system sometime in the first quarter of 2009.

Police Chief's Report:  Lieutenant Visoky reported the capital expenditure for a new recording system was discussed in the Safety & Service Committee Meeting this evening.

Service Director's Report:  Service Director Evans reported the Service Department was picking up leaves this morning and plowing and salting again this afternoon.  He reported the snow started on Saturday the 15th so they switched over from leaf collection to plowing and since that time they have been doing a combination thereof.  From that date which is the last time people raked, they are about 3/4 of the way around the city for leaf collection.  Mr. Evans stated he is hoping that in three or four more days they will be able to complete that circuit.  He estimated about 60% of the leaves or about 2/3 of the program is complete.  A lot of overtime has been put in on the leaf collection program. 

Mr. Evans also provided updates on the Community Center: 

· The masonry contractor has finished with the tuck pointing.  They will return to clean brick work and seal windows.  Pending warmer weather they will finish that contract. 

· The interior contractor has been working in the low roof area of the building on the west side trying to get some of their work finished.

· Shoring Contractor.  The shoring contractor was on site this morning to begin erecting the shoring.  The shoring is not complete so Mr. Evans recommended Council not tour the building this evening.

· Regarding the structural work, CT Consultants expects the Requests for Proposals will go out Tuesday, December 2nd and proposals will be received either Friday, December 5th or Tuesday, December 9th.  Mr. Evans recommended a Committee of the Whole Meeting be scheduled prior to the Regular Meeting of Council on December 9th to review the bids.  Possibly contracts can be awarded that evening. 

Mr. Mills asked how their equipment is holding up while picking up the leaves with the snow mixture.  Mr. Evans reported they had a leaf machine go down the second day out because it needed a new clutch.  A new clutch was put in and so far equipment and manpower are holding up.  He added that the weather with wet leaves and ice has been very difficult and heavy on the equipment.  They have had several major repairs with the big trucks; however, all of the plow equipment is up and running.  They have a new medium duty truck on order and expect to take delivery on that before the end of the year. 

Mr. Mills asked if all the leaf collectors are trailer mounted.  Mr. Evans advised, yes, and added that they have three main line units and one that is ten years old that they use as a backup.  So when they lost the one unit because of the clutch they were able to hook another unit up and get the crew back out.  Mr. Evans stated they really appreciate the expenditures that Council has made over the years in buying new equipment.  He remembered his first year with the City, they ended up finishing the leaf season with a borrowed piece of equipment from the Village. 

Building Commissioner's Report:  Assistant Building Commissioner Austin reported Osborne and the Shoppes at Alpha Place have paved in front of the new 18,000 SF building so they can start parking some of their equipment there as they are working around Key Bank which they will pave next.  The paving will be the base coat and they will come back in the spring; redo any of the bad spots in it; and, put the final coat in it.  This way once the buildings are finished they will be operational. 

Mr. Austin also reported he talked with Mike Occhionero briefly today about MARC'S and the Giant Eagle Building, 5612 Wilson Mills Road.  Two Giant Eagle stores found out that MARC's was going to go into that facility and they talked with Corporate Headquarters.  Mr. Occhionero is in litigation now with Giant Eagle.  MARC'S did sign a lease agreement for one year with Mr. Occhionero so MARC'S is still planning on coming in even though Giant Eagle is holding it up.   

Mrs. Murphy asked if Mr. Austin had received phone calls from residents in the Williamsburg and Miner Road area who have been approached regarding signing gas well leases.  Mr. Austin reported he has received three phone calls.  He advised the area that they are looking at is on Miner Road, he believed it was Bass Energy that is looking in that area at the Kerek Building, 685 Miner and the S. G Morris Building, 699 Miner, where the well would be located.  They would include the property on the west side of Miner Road to put together the minimum 20 acres.

Mrs. Murphy suggested the City reach out to the residents to provide resources for them to be informed as some cities have when they receive unsolicited offers and leases.  She has seen information in newsletters and on web sites, taking a totally unbiased position but saying, we are aware and if you do receive such an offer we advise you to become fully informed.  Mrs. Murphy advised that the County Soil and Conservation District has a pamphlet of frequently asked Questions that land owners should look at in leases before they sign and ODNR provides information. 

City Engineer's Report:  No report.

· Finance Director's Report:  Finance Director Ianiro addressed a couple items on the agenda:  Item No. 2 is a Resolution asking the County to advance funds to the City. Upon its passage, it will be sent to the County so that the County will send monthly distributions as property taxes are collected as opposed to waiting until the final installment some time in the spring.  That happens every year at this time.

· Item No. 3 is the temporary appropriation ordinance which would encompass the first three months of 2009.   That has to be in place to allow the city to operate and spend any funds.  Both items could receive first reading this evening.

COMMITTEE REPORTS:

Park and Recreation Commission:   Mr. Anderson reported a meeting was held last Thursday.  Recreation Director David Ianiro advised Whiteford Park is complete.  They would like top dressing where the old equipment was located.  Mr. Anderson advised Mr. Ianiro is looking at getting a second bench for Whiteford Park.  The Children's Christmas Party was cancelled because the Community Center is closed. 

Mr. Anderson also reported they received a few phone calls to put a dog run in at Whiteford Park where the old equipment was.  Some complain that the park is used as a dog park now and this way they would keep it isolated.  Mr. Ianiro is looking at that.  A fall-spring chemical program was started on the grass in the pool area to keep the bees out.

Mr. Mills advised that current rules don't allow dogs in the parks.

Mayfield Area Recreation Council (MARC):  No report.

Planning and Zoning Commission:  Mr. Pilla reported in a meeting held November 24, 2008 the Shoppes at Alpha Place received sign approvals to refurbish the existing signs that they have.  Mr. Pilla provided pictures of the signs and circulated them for Council to view.  There was discussion regarding ground signs however ground signs create safety issues so the applicant was allowed to keep the existing pole signs and refurbish them.  They will have two signs on Wilson Mills; one closer to I-271 and the other where there is an existing sign.  The reason for two signs is because there will be 15 different businesses in that complex so they could not put 15 names on one sign.  They had an agreement that they could have both signs as long as there are different names on each sign. 

Legislative & Finance Committee:   Mr. Lombardo reported a meeting was held this evening at 7:00 p.m. to discuss health insurance for the upcoming year.  They whittled it down to two contenders right now and they are presently waiting for final quotes from both.

Safety & Service Committee:  Mr. Hargate reported a meeting was held this evening with department heads to discuss several matters:  

· With the Safety forces they discussed the recording system and the need for an emergency expenditure.  That system is designed to record communications over emergency phone lines, non-emergency phone lines and radio communications.  They need to make this emergency purchase because the existing system which is about eleven years old is not working property.  Safety & Service recommended approval and asked that a motion be placed on this evening's agenda authorizing a purchase from Stephen Campbell and Associates for $19,995.  This is under state bidding contract.  Mr. Hargate asked that Council add that motion to this evening's agenda. 

· Another item they discussed, as indicated earlier, the Fire Department received a FEMA grant for $39,500 for purchase of an air compressor for air tanks.  Under the grant the City is required to pay 5% of the cost.  The Fire Department will have some proposals for Safety & Service to look at in their meeting on December 9th and maybe a recommendation to proceed. 

· Also discussion was held with the Service Director regarding the refuse contract specifications.  That will be discussed further in a meeting on December 9th at 6:30 p.m. 

Mayor Coleman requested that they address in the discussion of the refuse hauling specifications, the issue of increased tipping fees and tax on tipping fees.  He advised in the past they have had the contractors come back when those fees are increased and there is a question of whether or not we are responsible for that.  He suggested that should be spelled out in the specifications.

Commission on Aging:  No report.  Mr. Hargate advised no meeting was held this month.

Hillcrest Council of Councils:  Mr. Hargate announced that a meeting is to be held Saturday, December 6th at 9:00 a.m. at Landerhaven.  He encouraged the Mayor and members of Council to attend.  Sherry Feldman the executive Director of the Cuyahoga Public Library System is going to speak.  Mr. Hargate advised that the Mayfield Library is high on the list for some possible work in the future, whether a new building or an addition to the existing building and that issue may be discussed.  He encouraged everyone to attend to show support for the library. 

Drainage Committee:  No report.

Law Director's Report:   Law Director Paluf reported he attended the NOPEC Annual Meeting on Thursday, November 13th.  They re-elected officers and there was some change to the bi-laws.  The most important thing was that First Energy which effects about 450,000 residents in this area is applying for a permit for different rates.  As of December 31st, First Energy has the power to stop the 5% discount that the residents receive so NOPEC has requested everyone to pass legislation in opposition.   Mr. Paluf will provide legislation to consider at the next meeting. 

MAYOR'S REPORT:  Mayor Coleman reported two items

· He has asked the Law Director to look into legislation that he would like to sponsor, in support of a Silver Alert Program.   It is similar to Amber alert but it is for elderly and targets those with Alzheimer's who sometimes find their way away from home and need assistance.

· Also, he and Mr. Evans, at the request of the Drainage Committee, met with Swagelok people.  Swagelok has agreed to take care of all the stream cleaning issues within the next few weeks.  Mayor Coleman added that they are a great company to deal with.

Council President Mills asked that Mayor Coleman provide Council members with the deadline for the next newsletter so they will have time to get their thoughts and articles together.

ITEMS TO BE ADDED TO THE AGENDA:

            Motion authorizing an emergency contract with Stephen Campbell Associates for the purchase and installation of a Dynamic Digital Communications Recording System for the Police and Fire telephones and radios at a cost not to exceed $19,995.00

A motion was made by Mr. Pilla to add the above item to the agenda; seconded by Mrs. Murphy.  Ayes all; motion carried.

ITEMS TO BE DELETED FROM AGENDA:

1.         Executive Session to discuss pending litigation; Bass Energy vs. City of Highland Heights.

2.         Possible site visit to Community Center.

A motion was made by Pilla to delete the above items from the agenda; seconded by Mr. Legan.  Ayes all; motion carried.

MEETING OPENED TO THE PUBLIC:      No one spoke.

NEW BUSINESS:

MOTION AUTHORIZING A CONTRACT WITH STEPHEN CAMPBELL ASSOCIATES:  A motion was made by Mr. Hargate authorizing an emergency contract with Stephen Campbell Associates for the purchase and installation of a Dynamic Digital Communications Recording System for Police and Fire telephones and radios at a cost not to exceed $19,995.00; seconded by Mr. Anderson.  Council President Mills noted that this purchase will come out of the 2009 appropriations and also Lieutenant Visoky will look into a lease-purchase option for L&F to review.  Ayes all; motion carried.

MOTION AUTHORIZING CONTRACT WITH CT CONSULTANTS:  A motion was made by Mr. Anderson authorizing the Mayor to enter into an agreement with CT Consultants for design, bidding and construction management services related to structural repairs in the Community Center in an amount not to exceed $12,500.00; seconded by Mr. Pilla.  Ayes all; motion carried.

FIRST READING PROPOSED RESOLUTION 60-2008:  Council listened to the First Reading in title only of Proposed Resolution 60-2008 which description is:  "A Resolution requesting the Cuyahoga County Auditor to advance taxes from the proceeds of tax levies and declaring an emergency."

FIRST READING PROPOSED ORDINANCE 24-2008:  Council listened to the First Reading in title only of Proposed Ordinance 24-2008 which description is:  "An Ordinance appropriating funds for current expenses and other expenditures of the City of Highland Heights, Ohio, for the period commencing January 1, 2009 and ending March 31, 2009, and declaring an emergency."

AGENDA FOR COMMITTEE OF THE WHOLE -- DECEMBER 2, 2008:

1.         Review Five Year Plan from Park & Recreation Commission.  Mayor Coleman will confirm if Recreation Director David Ianiro and Park & Recreation Commission Chairman Tony Valentino can be present.

2.         Sidewalk Repair Program.

3.         Discussion on communicating with residents regarding gas well lease solicitations. 

4.         Refuse Collection Specifications.  Council President Mills noted that Safety & Service will discuss this on December 9th and possibly Council will discuss it on December 16th.

ADJOURNMENT:   A motion was made by Mr. Pilla and seconded by Mr. Anderson to adjourn the meeting.  Said meeting adjourned at 8:40 p.m.

Clerk of Council

President of Council