DRAFT

CITY OF ROCKY RIVER

DECEMBER 1, 2003

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

Council Members Present: Mr. Gollinger, Mr. Potterfield, Mr. Frost, Mr. Malling,

Mrs. Bartolozzi, Mr. Hurtuk, Mrs. Bobst

Administration: Mayor Knoble, Mr. Linden

Assistant Law Director: Mr. Hotz

Press: Mr. Dzurick

The meeting was opened with the Pledge of Allegiance.

MAYOR'S REPORT:

The Mayor indicated that he had distributed a draft of a monthly financial summary which has been reviewed by Ms. Wollenzier, as well as a status report of capital projects which will be updated monthly by Mr. Lesiecki. He invited Council comments on both forms and noted that distribution will begin following such comments and necessary adjustments.

The City has received a NOPEC letter which discusses opt-out notifications for electric aggregation. The Mayor foresees fewer problems with this program than with gas aggregation. Any questions should be forwarded to the Mayor's office.

An ordinance has been distributed concerning a centralized Fire/EMS dispatch system operated by the Westshore Council of Governments (COG), except Lakewood, which has its own system. In order to have full information on costs and staffing, it is necessary to go to bid and receive proposals. This ordinance will authorize our Mayor to participate in that process. The proposed system will be located in the newly expanded St. John-Westshore emergency facility which is expected to be completed in January. Because of that impending completion, the COG would like to act as quickly as possible, and the Mayor requested passage this Monday. He noted that no funds are being authorized at this time.

A letter from Cox Cable announces a rate increase, effective January 1, 2004. Expanded basic service will go from $36.75 to $39.25, and other services will be increased proportionally.

Mayor Knoble then discussed fire hydrant damage and repair which is the City's responsibility if it does not apprehend the vehicle which damaged the hydrant. At present, two hydrants, at 2666 Dale and 20041 Riverwood have sustained damages which will cost $3500 to $5000 to repair. He asked residents to notify police if they see such damages being done so that the person responsible pays for the repairs instead of taxpayers. We lose approximately 12 per year, recovering payments from very few.

Dr. Anthony Iezzi, a resident and active participant and volunteer for many City committees, including Charter Review, has lost his wife Rita after a long illness.

Discussion:

Mr. Gollinger asked about the Cox increases. The Mayor stated that the last increase was for high speed internet access. Mr. Gollinger further suggested that the fire hydrant issue would be a good article for the newsletter, informing residents that reporting persons who damage hydrants is a good way to save taxpayer dollars.

Mr. Hurtuk thanked the Mayor for the financial summary forms and volunteered to gather Council comment and relay it to the Mayor.

Mrs. Bobst asked about Resolution 213-03, wondering if there was any estimate on the cost as to equipment and staffing of the dispatch center. The Mayor responded that there were no estimates at this time. As to her question about applying for grants to help offset these costs, the Mayor said that there had been discussions, but as yet, no decisions.

UNFINISHED BUSINESS:

Ordinance No. 155-03: Although the handbook has run into some delays, the Mayor indicated that he has formulated language for this ordinance and it will be forwarded to Council this week.

Amended Ordinance No. 182-03: Mrs. Bobst thanked Dr. Schieda for forwarding guidelines used by the school board to determine rates and regulations. Mrs. Bobst will review this information and discuss it with the Mayor and Director Patterson. She noted that the guidelines are similar to the City's.

Ordinance No. 204-03: Mrs. Bartolozzi reported that she had contacted Mr. Lesiecki with several questions. He indicated that some storm water regulations required the street sweeping done. The contractor was on the job for 65 days, which makes the cost seem more reasonable. Mr. Lesiecki has contacted Great Lakes for a review of the refund amount in the ordinance.

• •Mr. Malling asked about an independent survey of the land. He said he did not know if the refund was the right number or not, but that he did not favor a survey being done by a certified employee of the company, likening it to a situation in which a city-employed CPA does an audit of his employer's books. He asked if the figure given was close to the City's estimate. The Mayor explained that topographic changes made during the moving of the soil made it difficult to get accurate figures. Mr. Lesiecki says that the figures are accurate. An independent survey would cost about $1,000.
• •Mr. Gollinger asked what an independent survey could show, since the contours of the site had been drastically changed.
• •Mr. Malling pointed out that the City took the word of the vendor as to the amount of the credit.
• •With the knowledge of the Mayor, Mr. Hurtuk talked to the contractor, hoping to increase the credit.
• •Mr. Potterfield pointed out that this was a contract for a specific amount of money; there was no definitive amount of soil to be removed.

Mrs. Bartolozzi indicated that the ordinance will have its second reading next week.

MISCELLANEOUS BUSINESS:

City Insurance Bids: Mrs. Bobst noted that information requested of Dawson Insurance about the Ohio Municipal Joint Self-Insurance Pool (OMJSIP) has not yet been received.

• •Mr. Hurtuk asked if there are other pools, particularly without deficit, that we might wish to pursue. Mr. Linden indicated that the PEP pool was the only other of which he had knowledge, and that pool maintained that 4 weeks was an insufficient time for their response. Mr. Hurtuk wondered if more bids would be forthcoming if more time were to be given. Mr. Linden pointed out that the specifications are clear, and that he saw no problem with the time frame. Mr. Hurtuk will research the St. Paul pool.
• •Mrs. Bobst pointed out that there is no ordinance at this time, and that she has three areas of concern about the OMJSIP:

1. The $5000 deductible on each claim.
2. Assessibility in the future, and how to plan for it. It has never been tested as the Board of Directors has chosen to increase premiums instead.
3. The financial condition of the pool. Although it cannot be bankrupt, the deficit is increasing.

At the same time, the City is making efforts in terms of hiring a human resources

coordinator and training employees to diminish or eliminate the number of claims, and

hopefully, other members of the pool are doing the same.

• •Mr. Frost asked if demographics requested by the Law Director have been provided. Mrs. Bobst responded that the information has, as yet, not been received.
• •The Mayor commented that the City has a month to decide. He will bring two ordinances for first reading next week, one with each company. He said that if any Council member needs more information, the Administration is ready, willing and able to cooperate. He praised the job done by Mr. Linden, and voiced his opinion that time was not a factor in the number of bids. He said that the insurance market is hard, as evidenced by the significant increase required by the existing carrier.
• •Mr. Malling asked if there was a reason that we did not get comparable deductibles in the quotes. He said that might have made comparison easier. Mr. Linden indicated that this was how the bids were received. It was noted that these deductibles apply to general liability claims.
• •Mrs. Bobst asked about the number of claims and ascertained that there have been 14-16 per year. She commented that the Administration has given Council time to consider a different way to look at insurance and urged Council members to address questions about the pool to the Mayor or to Dawson Insurance.
• •Mr. Gollinger asked the Administration to provide a dollar figure showing the impact of the pool deductible on the City for 2002, based on the number of claims, so that Council can compare the actual costs. Last week's savings figures were based on premium savings only. Also requested was a figure for this year to date.
  
  

Consent Agenda: Mrs. Bobst has researched consent agendas and has found that they are in widespread use with several communities adopting them not only for Council, but for Boards and Commissions. Using them would require amending rules 7 and 14 of Section 121.01, Rules of Council. A legislative draft should be available this week.

Preparation of the consent agenda is done between the President and the Clerk of Council. Any single member, for any reason, may request that any item be removed and considered under the regular agenda. Residents may still comment on any item of this agenda. After public comment, items are read by title only with a one or two sentence summary by the sponsor of the legislation. When all have been read, a motion is made to suspend the three-read rule; passage must be unanimous. The time saved by this method would allow more time for focus on non-routine questions. Included in the consent agenda can be ordinances, resolutions, minutes and appointments.

Also discussed was a memo from Building Commissioner Kevin Beirne regarding play structures. He is working with the Mayor's assistant, Mrs. Burt, on an ordinance limiting the size of such structures to 40 sq. ft.

• •Mr. Potterfield thought that skateboard ramps were the driving force behind this change, and wondered why the problem was not addressed through the noise ordinances.

Mrs. Bobst noted that those regulations, as well as lighting would be in force, but

the problem goes beyond that, to the structures themselves.

Mayor Knoble commented that the concern is about more than the sound, which

would take time and require a complaint.

The Mayor responded that complaints are currently handled through the Building

Department. Both units which were the subjects of complaints are oversized and

should be subject to rules limiting their size.

COMMITTEE REPORTS:

Environmental Committee: Mr. Gollinger recalled that earlier in the year, the Administration was queried about the possibility of an additional inspector time to investigate complaints of property maintenance. Unfortunately, no funds were available. A report has been submitted by the Building Department outlining the number of rental units in the City and suggesting appropriate increases in inspection fees. This would provide financial support for increased inspection hours. Mr. Gollinger duplicated this report for members of his committee, and will schedule a meeting to discuss it shortly.

Mrs. Bobst asked if the City is using police officers to enforce the code. The Mayor said that it is not, except for instances noted in routine patrol, i.e. a car parked on a lawn where they will ask the resident to move it instead of the former practice of photographing it for the Building Department.

NEW BUSINESS:

Ordinances No. 210-03 and 211-03: These ordinances address sign questions raised during this year's elections. The Mayor commented that they clarify where signs can be placed in terms of a public facility zoning, e.g churches, school board property, or libraries. If a person who controls the property gives permission, signs may be place outside the limits established by the Board of Elections.

Mr. Gollinger commented on whether the permission needed to be given in advance.

Mr. Linden added that these ordinances were based on calls received on election day.

Ordinance No. 212-03: This ordinance amends the cap, but not the rate of compensation of the Council clerk. Mr. Gollinger pointed out that the term "salary" should be changed to "compensation".

Ordinance No. 213-03: This ordinance added for discussion this evening, authorizes the Mayor to participate in the process of bidding for equipment for the proposed centralized dispatch system.

Mr. Gollinger stated that although the topic had been discussed periodically, support for this ordinance would not be support of the concept. He did not have sufficient information on whether or not this would reduce the need for manpower in the Fire Department or result in any cost savings or benefits to the citizens.

• •The Mayor indicated that this would not be cost saving, but would benefit the community and enhance services. At present, if both squads are on calls, a 911 call would be received by the Police Department which would try to find a squad close by to respond. Under the centralized dispatch system, a dispatcher knows the location of all the squads in the area and can assign the closest to respond immediately. The dispatchers will be trained to stay on the line and given interim assistance until the vehicle arrives. This is a service our department is presently unable to supply.
  
  
  
  

COMMUNICATIONS AND ANNOUNCEMENTS:

Mr. Hurtuk said that he understood that the ownership of the Shell station at Wooster and Hilliard had changed, and wondered if that would impact the liquor hearing scheduled for January. The Mayor said that the hearing will go forward as scheduled.

Mr. Gollinger commented on the phrasing of a letter from the interim principal of Coffinberry to parents asking them not to use Westover Drive during the survey to count cars using that entrance.

• •Mayor Knoble indicated, that, in an attempt to promote harmony, he would try to give everyone involved the benefit of time to resolve the situation on Westover. He would like to have a number of conversations and meetings to give everyone adequate notice before gates are erected to end the heavy traffic on the street.
  
  

Finally, Mrs. Bobst mentioned the wonderful tree-lighting ceremony on Saturday evening. Joyce Umerley was the mistress of ceremonies and Linda Bartolozzi threw the switch which lit the trees. Everyone enjoyed the hot chocolate, cider and cookies at the Civic Center and admired the wonderful decorations at the Senior Center.

The Festival of Trees has 23 business participants. All the trees have themes, some matching the business.

• •Mr. Gollinger complimented the high school choir which added a great deal to the festive atmosphere.

As there was no further business by Council members, the meeting was adjourned at 9:06 p.m.

____________________________ _______________________________

Pamela E. Bobst Misao Kurokawa

President of Council Clerk of Council

Please note: this is a draft copy of the minutes of the Committee-of-the-Whole of December 1, 2003. These minutes may be amended or revised at the next Legislative Meeting.