CITY OF ROCKY RIVER

JUNE 15, 2009

The Committee-of-the-Whole was called to order by Mr. Moran, President of Council, at 8:00 p.m.

Council Members Present: Mr. Hunt, Mr. Shepherd, Mr. Mylen, Mr. Furry

Mrs. Arabian Whitman, Mr. Long, Mr. Moran

Administration: Mayor Bobst, Mr. Linden

Law Director: Mr. Bemer

Press: Ms. Pritchard

The meeting was opened with the Pledge of Allegiance.

MAYOR'S REPORT:

Mayor Bobst expressed her appreciation to all for the flowers and cards of sympathy at the passing of her father. She said the beautiful flowers from Council members were a comfort to the family and again thanked all for their support.

Superintendent Harrington of the WWTP was present to discuss a proposed ordinance to be included in Council packets Friday. This legislation would extend the I & I (inflow and infiltration) study and the hydraulic modeling study authorized by Ordinance No. 31-09 which has become necessary because of insufficient significant rainfall during the study period. Superintendent Harrington has sent e-mails to Council members explaining the situation.

On Wednesday, June 17:

• •The Records Commission will meet at 10:00 a.m.
• •The Development Code meeting will be at 6:30 p.m.
• •The Mayor will meet with residents interested in participating in a community garden at 7:00 p.m. in the David Cook Council Chambers.

The Greek Festival will open on Thursday, and the Mayor will be present to cut the ribbon celebrating the festival's 50^th anniversary, a significant achievement.

The County's recycling report has been received, and the Mayor was pleased to announce that the City's recycling efforts have resulted in an increase of more than 3%. Solid waste disposal is 9,823 tons and 5,455 tons of material were recycled, or almost 36% of the waste stream. She noted that this is well above the state and county average, but hoped to see it increase even more next year.

Yesterday, the recirculation pump broke down at the outdoor pool; fortunately the staff was able to shut it down immediately so there was no significant damage to the impeller. It will take 5-7 days to obtain a new part, but this morning, employees from the WWTP and the Service Department were able to make temporary repairs to allow the pool to reopen. Should the pump become inoperable again, outdoor pool passes will be honored at the indoor pool.

Speeding on residential side streets has become an issue, and complaints have been received from residents of several streets. The Mayor indicated motorists should be aware that police will be mobilized to curb speeding, using motorcycles as well as cars. She cautioned motorists to drive carefully, particularly since school is out and children will be playing outdoors.

Discussion: Councilwoman Arabian Whitman commented that the Greek Festival has become an event which involves all the surrounding communities. She said the food is "awesome", and church ladies have been cooking from scratch since February. With music and entertainment, the church promises a good time for all. Responding to a question from Councilman Moran, Mrs. Whitman explained that the takeout window will be open all weekend, and orders can be placed in advance for easy pickup.

Councilman Furry complimented employees of the WWTP and the Service Department who cooperated to make repairs so that the pool could be reopened.

Mr. Moran called upon Mr. Harrington, WWTP Superintendent, present to discuss the proposed Ordinance No. 41-09 mentioned in the Mayor's Report.

Mr. Harrington observed that the Sewer Flow and Strength Study, performed every four years, determines the fair share of operation and maintenance costs of each of the four cities which comprise the district. This year, the study was expanded to include an Inflow and Infiltration Study and a Hydraulic Modeling Study. This step was taken because cities are embarking on major sewer rehabilitation and replacement projects in response to EPA pressure, and the studies will provide a baseline on conditions in each city at present. If another study is done in eight years, it could show the results of improvements. Further, the US EPA recently performed an inspection on the collection system and was interested in I & I and flooding issues, encouraging the WWTP to perform this type of study.

The Sewer Flow and Strength Study was performed in April and May and included flow monitoring and sampling of the waste water. The other two studies are continuing, but in order to have accurate numbers, a sustained rainfall of 1" in four to six hours is necessary. The Superintendent has been in close contact with URS which has now requested an extension at least another month in the hopes of monitoring such a rain. Mr. Harrington mentioned that funds for the 30-day extension were included in his 2009 budget in case it was necessary. The Management Committee of the WWTP has agreed to the additional cost, except for Mayor Clough of Westlake who is out-of-town and will return soon. Passing an extension will allow flow meters to remain in place for a total cost for the month of $19,960. If a substantial rainfall is received prior to the end of the month, the studies can be terminated and funds saved. If not, the current thinking will be to end the project in view of the additional costs to continue and the downturn in the economy.

• •Mr. Furry, noting that a major expense in this type of study is installing the monitors, asked if it would be most sensible to find funds to finish the study even if it takes more than an additional 30 days. Mr. Harrington said that the 30-day extension is funded, and that if no significant rainfall occurs, then the matter may be discussed further.



• •Mr. Long asked, if sufficient rainfall does not occur this year, whether the studies will be done again next year. Mr. Harrington said that this is not under consideration, but that current numbers will be reviewed. With an extension and sufficient rainfall, more accurate numbers would be obtained.



• •Mr. Mylen said his question was similar: would the cities benefit from funds already spent if there is no more rain. Mr. Harrington said that it would; the modeling may not be on the basis of a one-year storm, but a smaller storm.

Mr. Furry commented that, based on this evening's discussion and the e-mails from the plant superintendent, he plans to seek passage of the coming ordinance on next Monday's agenda. The Mayor noted that, by that time, Mayor Clough will have been contacted for his endorsement.

UNFINISHED BUSINESS:

Ordinance No. 36-09: Mr. Hunt noted that this ordinance, read for the first time last week, is a part of the financing of the second phase of the Lake Road Project. As explained recently by Mr. Linden, Phase I is under way. This ordinance would authorize an agreement providing that ODOT will supply 80% of the funding for Phase II of the project. Ordinance No. 1-09 was the first step in acquiring rights-of-way for Phase II. Passage of this ordinance will help insure that there is no delay in the second phase of the project in 2010. He noted that everyone is already looking forward to the end of Phase 1. (Consent Agenda)

MISCELLANEOUS BUSINESS:

Mr. Moran reported that last week a D.A.R.E. graduation was held at the Don Umerley Civic Center for fifth-graders from Kensington School. Officer Tracy Hill presided at his first D.A.R.E. graduation. After medals were presented, the youngsters enjoyed their traditional pool party. The ceremony was attended by Judge Fitzsimmons and Judge Hagan, Julie Morron, Director Bemer, Prosecutor O'Shea, Chief Wagner, Dr. Shoaf and Mr. Moran along with many parents. Mr. Moran said the program went very well and a strong message was sent.

COMMITTEE REPORTS:

Buildings, Equipment and Technology Committee: Mr. Mylen presented the update on the work of his committee, noting that he has not yet called a meeting, but that one may be held later in the year.

Committee members are Mrs. Arabian Whitman, Mr. Hunt and Mr. Long.

The general purpose of this committee is to support the city's purchase of the many necessary vehicles and other equipment. Under technology, there are 96 computer stations with four servers and the separate Court system.

Mr. Mylen mentioned that, interestingly, tonight's ordinance for auto parts is the first purchase under his committee for 2009. Last year there were 21 ordinances which spent $1.129 million, and Mr. Mylen noted that this included only ordinances in excess of $15,000.

• •One reason is the economy; departments are delaying expenditures until absolutely necessary.
• •The second reason is that the maximum amount which can be spent without Council approval was increased at the last election from $15,000 to $25,000. Had this figure been in effect, half of last year's ordinances might have been eliminated.
• •According to the Finance Director, last year more equipment replacements were made compared to previous years.

Mr. Mylen acknowledged assistance from many Administration members:

• •Safety-Service Director Linden who calls to discuss proposed ordinances;
• •Finance Director Thomas who notes if a proposal is provided for in the budget,
• •Commissioner Winterich who conducted a tour of the garage including last year's purchases,
• •Ron Gottschalk who outlined a five-year spending plan for the City's computer systems,
• •Mike Bracken who reviewed plans for the Court system's computers.
• •Mary Kay Costello, when asked about future projects, noted that a 1986 tractor will need replacement at some point ($25,000-$30,000), and also at some point, the phone system ($100,000+).

Mr.Mylen noted that fewer ordinances are generated because of the increased maximum spending limit, so he is considering a committee meeting at some point before budget hearings to discuss purchases.

Mr. Moran asked if, in his communications with members of the administration, he had heard of new investments needed in the future, and whether Mr. Mylen agreed with those assessments..

• •Mr. Mylen responded that the largest expenditure discussed involved the City's phone system. Because it is a large purchase, its replacement must be planned. He said all agreed that the scooter purchase plan is on the right track, with a certain number being purchased annually. He feels residents like this program very much. Mr. Linden agreed, saying that if three per year are purchased, that will be sufficient.



• •Mr. Mylen agreed that buying a few each year is a better approach. Mr. Linden said that it is important not to wait too long to replace needed equipment. Otherwise, too many must be purchased at once, and it is difficult to catch up.

Mr. Shepherd asked about the phone system. Mr. Linden said that it is obsolete, and that replacement parts are difficult to find.

• •Mayor Bobst noted that Council receives a replacement schedule which shows redundancy as well. Other information includes when items were purchased and the age of current equipment. Also of interest is the computer five-year plan which shows when servers and computer stations need to be replaced. Cutbacks have been made, but care is being taken not to neglect replacement schedules because more will then need to be spent in subsequent years.
• •Maintenance is extremely important, both in computers and in vehicles including police cars, scooters, the Zamboni, the fire truck and all other equipment in the fleet. In the budget each year is a list of all the equipment purchases for the year listed under Tab 7. Directors provide lists of needed equipment to the Mayor at the start of the budget process in late August and September. Those lists are compared to the replacement schedules to eliminate redundancy and based on those discussions, those judged necessary are presented to Council in the budget.

Mr. Moran noted Council's role in watching the budget, indicating that not all that is provided for is purchased, and that the Administration has also been vigilant, buying only where advisable.

NEW BUSINESS:

Ordinance No. 39-09: Mr. Mylen noted that this ordinance will authorize the purchase of auto parts in a two-year contract not to exceed $40,000 per year. (Consent Agenda)

• •Mr. Linden explained that the City does not know how much will be spent for auto parts this year, and that this figure has been chosen based on last year's expenditures. He acknowledged, however, that when vehicles are kept for a long time, repairs are inevitable. It is still less expensive than buying new equipment.



• •Mr. Moran clarified the purchasing procedure when this ordinance is passed. It was noted that the entire amount may not be spent, but the $40,000 is the maximum under this ordinance. Mr. Linden indicated that with the ordinance, the best supplier with the best price is chosen. Further, $25,000 cannot be exceeded with any single supplier. Mr. Bemer added that a repair of an emergency nature is authorized by the Code without the bidding process. The Mayor commented that this ordinance locks in competitive prices for two years.



• •Mrs. Arabian Whitman asked how much was spent in each of the last two years. Mr. Linden said that last year, he thought the amount was about $37,000 and in the twenties the year before. The Mayor added that this company is very responsive and delivery is fast and efficient, so very few parts need to be kept in stock.

Ordinance No. 40-09: Mr. Hunt indicated that this ordinance which will implement the 2009 Street Repair Program, was distributed this evening, but was discussed last week by Director Linden. It authorizes a contract with Terrace Construction in an amount not to exceed $730,041.25, approximately $27,000 less than the Engineer's Estimate. (Consent Agenda)

• •Mr. Linden mentioned that the Goldengate water line project was passed last week. Allen Court, Parsons Court, W. Wagar Circle all require water line replacement and repaving. He said that the City has been waiting for the necessary permits and paperwork, and now he would like to get this project under way as quickly as possible because of the short construction season. Tomorrow there will be a pre-engineering meeting on the Goldengate water line with the same company. Since Terrace Construction has both jobs, it will work out well.

COMMUNICATIONS AND ANNOUNCEMENTS: NONE

As there was no further business by members of Council, the meeting was adjourned at 8:50 p.m.

______________________________ ______________________________

James W. Moran Misao Kurokawa

President of Council Clerk of Council