City Council

Oakwood Village – Finance Meeting 2021-05-27 VILLAGE OF OAKWOOD FINANCE MEETING May 25 2021 AGENDA 6:00 pm ............................................................................................................................................................ Call meeting to order Pledge of Allegiance Roll Call Mayor ~ Gary V. Gottschalk Law Director ~ Jim Climer Finance Director ~ Brian Thompson Council President ~ Johnnie A. Warren Council At Large ~ Elaine Y. Gaither Councilman Ward 1 ~ Chris Callender Councilperson Ward 2 ~ Eloise Hardin Councilperson Ward 3 ~ Melanie Sanders Councilperson Ward 4 ~ Patricia Rogers Councilperson Ward 5 ~ Candace Williams 2021 April Summary Other matters deemed appropriate. Adjournment 1  THIS IS A VILLAGE OF OAKWOOD VIRTUAL COUNCIL MEETING MEETING May 25, 2021 VIA 7:00 p.m. WEBEX AGENDA Scan to view Agenda online 1. Call Meeting to Order 2. Pledge of Allegiance 3. Roll Call Council President Johnnie A. Warren Mayor Gary V. Gottschalk Council-At-Large Elaine Y. Gaither Law Director James Climer Ward 1 Councilman Chris C. Callender Finance Director Brian L. Thompson Ward 2 Councilperson Eloise Hardin Service Director Tom Haba Ward 3 Councilperson Melanie Sanders Chief of Fire Jim Schade Ward 4 Councilperson Patricia Rogers Police Chief Mark Garratt Ward 5 Councilperson Candace S. Williams Building Inspector Daniel Marinucci Housing Inspector N/A Engineer Ed Hren Recreation Director Carlean Perez 4. MINUTES – May 11, 2021 Records Commission May 11, 2021 Council May 18, 2021 Records Commission 5. Correspondence to Clerk 6. Departmental Reports MAYOR - GARY GOTTSCHALK FIRE CHIEF - JIM SCHADE LAW DIRECTOR – JAMES CLIMER BUILDING INSPECTOR – DANIEL MARINUCCI FINANCE DIRECTOR – BRIAN THOMPSON HOUSING INSPECTOR – N / A SERVICE DIRECTOR - TOM HABA POLICE CHIEF – MARK GARRATT ENGINEER REPORT- ED HREN RECREATION DIRECTOR – CARLEAN PEREZ 7. Floor Open for Comments from Village Residents on meeting agenda and comments in general Village residents, please state your name, address and the subject you wish to discuss for the record. Please limit your comments to five (5) minutes. Thank you! Please sign-in to speak 8. Legislation Ord 2021-06 AN ORDINANCE DECLARING IMPROVEMENTS TO CERTAIN PARCELS WITHIN THE Read 1-20-2021 & VILLAGE TO BE A PUBLIC PURPOSE, EXEMPTING THE IMPROVEMENTS TO SUCH 1-21-2021 PARCELS FROM REAL PROPERTY TAXATION FOR A PERIOD OF THIRTY YEARS, Tabled 1-26-2021 AUTHORIZING THE MAYOR TO ENTER INTO AN AGREEMENT WITH THE BOARD OF EDUCATION OF THE BEDFORD CITY SCHOOL DISTRICT REGARDING SUCH EXEMPTION, REQUIRING THE OWNERS OF SUCH PARCELS TO MAKE SERVICE PAYMENTS IN LIEU OF TAXES, ESTABLISHING AN URBAN REDEVELOPMENT TAX INCREMENT EQUIVALENT FUND FOR THE DEPOSIT OF SUCH SERVICE PAYMENTS PURSUANT TO OHIO REVISED CODE SECTIONS 5709.41, 5709.42 AND 5709.43, AND DECLARING AN EMERGENCY 9. Adjournment  VILLAGE OF OAKWOOD WORK SESSION AGENDA May 25, 2021 1. Call Meeting to order 2. Discussion by Mayor and Department Heads of matters to be brought to the attention o f Council if present. 3. Questions of Mayor and Department Heads concerning Legislation or potential Legislation to be considered at future Council meetings. 4. Discussion of items of draft Legislation or potential Legislation to be considered at future Council meetings. Legislation: Fiscal Officers Certificate Present Ord 2021-WS-05 AN ORDINANCE AUTHORIZING THE ESTABLISHMENT OF AN EXTERIOR Introduced 1-29-2021 by HOME REPAIR ASSISTANCE PROGRAM FOR SINGLE FAMILY PROPERTIES Mayor & Council as a whole LOCATED IN THE VILLAGE 2021-09 Moved to WS 2-23-21 Ord 2021-WS-06 AN ORDINANCE AMENDING ORDINANCE 2019-22 AUTHORIZING THE Introduced 1-26-2021 by ESTABLISHMENT OF AN EXTERIOR HOME REPAIR ASSISTANCE PROGRAM FOR Mayor (Ward 4) SINGLE FAMILY PROPERTIES LOCATED IN WARD 4 2021-10 Moved to WS 2-23-21 Ord 2021-WS-16 AN ORDINANCE AMENDING SECTION 125.01 OF THE CODIFIED ORDINANCES OF Introduced 5-11-2021 by THE VILLAGE OF OAKWOOD RELATING TO THE COMPOSITION OF THE POLICE Mayor DEPARTMENT Landbank sale request – 7221 Glenshire – what is the process? New Resident Packets Procedure Municipal Complex Hardin Disaster Recovery Plan Hardin Human Resources Hardin Five-Year Plan Hardin Employee Service Awards (every five years) Council Committee Assignments 5. Matters Deemed Appropriate 6. Adjournment To Codifiect NO 1st Read 01-20-2021 2nd Read 01-21-2021 3rd Read __ Under Susp. 01-26-2021 2_ ORDINANCE NO. -2021-06 INTRODUCED BY MAYOR AND COUNCIL AS A WHOLE AN ORDINANCE DECLARING IMPROVEMENTS TO CERTAIN PARCELS WITHIN THE VILLAGE TO BE A PUBLIC PURPOSE, EXEMPTJNG THE IMPROVEMENTS TO SUCH PARCELS FROM REAL PROPERTY TAXATION POR A PERIOD OF THIRTY YEARS, AUTHORIZING THE MAYOR TO ENTER INTO AN AGREEMENT WITH THE BOARD OF EDUCATION OF THE BEDFORD CITY SCHOOL DISTRJCT REGARDJNG SUCH EXEMPTION, REQUIRING THE OWNERS OF SUCH PARCELS TO MAKE SERVICE PAYMENTS IN LIEU OF TAXES, ESTABLISHING AN URBAN REDEVELOPMENT TAX INCREMENT EQUIVALENT FUND FOR THE DEPOSIT OF SUCH SERVICE PAYMENTS PURSUANT TO OHIO REVISED CODE SECTIONS 5709. 41, 5709.42 AND 5709.43, AND DECLARING AN EMERGENCY. WHEREAS, the Village of Oakwood (the "Village") has acquired title to certain parcels of real property located in the Village, tnore folly described as Pertnanent Parcel Nos. 795-50- 0 I 4, 795-50-013, 795-49-0 I 0, 795-15-048, 795-50-012, 795-50-011, 795-49-005, 759-49-006 and 795-49-007 (coJlectively referred to as the "Property"), as shown on Exhibit "A" attached hereto and incorporated herein, for the pwpose of urban redevelopment of the Property pursuant to a Development Agreement approved by the Oakwood Village Council in furtherance of the City's policy of urban redevelopment as evidenced by the Village of Oakwood Community Reinvestment Area Housing Survey performed by Chagrin Valley Engineering and elated December 201 S which was approved by the Oakwood Village Council on or about January 19, 2019 in Ordinance No. 2019-09; and WHEREAS, Interstate-McBee, LLC (the "Owner") is interested in redevelopment of the Property by the construction of a commercial real estate project consisting of buildings and other commercial real estate components consistent with the applicable zoning code, along with related landscaping and improvetnents, as fmther described in ExJiibit "B" atlached hereto and incorporated herein, thereby creating jobs and employment opportunities for the residents of the Village and Cuyahoga County; and WHEREAS, cerlain public infrastructme itnprovements are required in order for Owner to proceed with the development of the Property, which include infrastructure described in more detail on Exhibit "C" attached hereto and incorporated herein (collectively, the "lmprovetnents") which Itnprovements include improvements to cerlain portions of lhe Property; c111d WHEREAS, Ohio Revised Code Sections 5709.41, 5709.42 and 5709.43 authorize this Council to declare all of the Improvements (as defined in Ohio Revise• Code Section 5709.41)  Deleted: Ward 4 Formatted: Font: 20 pt Exterior Maintenance Program Deleted: Four Formatted: Font: 20 pt Oakwood Village Building Department, 23035(B) Broadway Ave. Formatted: Font: 20 pt Formatted: Font: 12 pt Deleted: Council Person Patricia Rogers: 440-439-2059 ¶ Property Owner’s Full Name: ______________________________________ Email: ___________________ Deleted: 4800 Property Address: ___________________________________________ Phone Number: _________________ Deleted: , Oakwood Village, Ohio 44146 Have you received Exterior Maintenance Grant fund in the past? ________ Yes _______ No Deleted: Attn: Debbie Hladky, Council Clerk Deleted: ______________________________________________ _________________________________________________ Moved down [1]: Note: Program limited to Single Family Homes // Project Deadline April 30, 2019 ¶ Oakwood Village wants to encourage its Three Bids Required!¶ homeowners to invest in your properties by Deleted: ___ assisting with improvement to the exterior of Formatted: Font: 12 pt Deleted: ___: your homes. The “Exterior Maintenance Formatted: Font: 12 pt Program” make grants available for you to Formatted: Font: 12 pt improve the appearance of your home Deleted: ___ exterior while making our community more Deleted: ___ Formatted: Indent: Left: 0" attractive and inspire a greater sense of Deleted: Ward 4 neighborhood pride. Deleted: ¶ Oakwood Village wants to encourage homeowners to invest in their properties by assisting with Project Description: improvement to the exterior of your homes. The “Exterior Maintenance Program” make grants __________________________________________________________________________________________________ available to the homeowner to improve property __________________________________________________________________________________________________ maintenance of your homes. ¶ __________________________________________________________________________________________________ Formatted: Font: Lucida Calligraphy, Bold __________________________________________________________________________________________________ Deleted: ¶ __________________________________________________________________________________________________ __________________________________________________________________________________________________ Contractor Cost Award Date Date Certificated Formatted Table by Building Dept Deleted: ion Deleted: by Deleted: artment Date Deleted: ¶ ¶ Deleted: ¶ Signature: ___________________________________ ________________________ Home Owner: Date:  Moved (insertion) [5] Deleted: Oakwood Village wants to encourage homeowners to ... Project Requirements: Formatted ... Formatted ... Formatted ... Formatted ... Moved (insertion) [1] 1: Program limited to owner-occupied single family homes and owners of rental properties Council decision: Deleted: Note: Proof of ownership is required. Please attach copies of “mortgage or deed to property” or “2023 property Deleted: , or tax bill” or “water bill.” Formatted ... 2: Owners must be current with all Oakwood taxes and property taxes to be eligible. Deleted: …rogram limited to owner-occupied sS…ngle fF…mily hH ... 3: Your application with supporting documentation must be received by June 2024. Formatted ... 4: Hand deliver your application to the Oakwood Building Dept at 23035(B) Broadway Ave. Deleted: residential …ental properties*. ... 5: Please allow 7 – 10 business days for Village Council to review and to make a determination if the Formatted ... project qualifies. You will be contacted by phone and followed up by mail and/or by email of Council’s Deleted: ; decision to award your project. Deleted: 18 6: Two (2) bids are required. Please attach the bids to your application. Deleted: . Contractors must be licensed, bonded, insured & registered with the Village of Oakwood. Deleted: …: Owners must be current with all Oakwood d... 7: Funding for the Exterior Maintenance Program lasts for five (5) years. The total to be expended is Deleted: 2 $80,000 for the years 2024 thru 2028. Formatted ... 8: Oakwood Village will reimburse the homeowner seventy-five (75%) percent of the construction cost of your Deleted: A project up to a maximum of $4,000.00. Formatted ... 9: Village Council will approve applications based upon “need and necessity.” Deleted: Friday …uneMay…17, …019 ... 10: Contractors shall not start work until the Building Dept. issues all necessary permits. The Village will waive Formatted ... the cost of your building permit. All construction work must be completed within sixty (60) days of the Deleted: 3 contract award date. Formatted ... 11: Upon receipt of your application, the Oakwood Building Dept. will inspect your property, photograph the issues Deleted: s associated with the workscope and forward all information to Village Council. Formatted ... 12: When the contractor completes the project, you will contact the Building Dept. for its final review and Deleted: Village…Building Depar…ment,…at 23035(B) ... inspection of the contractor’s work. Upon the Building Department’s acceptance and approval of the work, Formatted ... you will be issued a “Certificate of Project Completion and Acceptance.” Deleted: 4… Please allow 7 – 10 business days for review and... 13: Attached to this application is a “Release of Lien” form which must be executed by you when you pay the Deleted: Applicant…will be contacted by phone and followed... contractor for the complete work; a copy of this executed “Release of Lien” form is to be provided to the Formatted ... Building Dept. Deleted: committee’s …ecision to award your the ... 14: A check for the reimbursement amount will be mailed to you within two (2) weeks after the Inspection Formatted ... Confirmation and Contractor’s Release of Lien has been submitted to Oakwood Building Dept. Deleted: 5 Formatted ... Deleted: , identify both bidders in the table above;…and ... Formatted ... Deleted: this Deleted: 6: Formatted ... Formatted ... Deleted: Ward 4 Deleted: Four…Exterior Maintenance Program is limited each... Formatted ... Deleted: a Formatted ... 2 Deleted: period….… The total to be expended is Funding for ... Formatted ... Deleted: in 2019 ; funding for years 2020 through 2023and ... Formatted ... Formatted ... Formatted ... Formatted ... ... Formatted ... ...  Deleted: Release Waiver of Lien: Formatted: Font: 12 pt Deleted: the Deleted: Construction Company¶ I, ______________________, owner of __________________________________________ hereby certifies hereby certifies that H that Homeowner: _________________________________ located at __________________________ Formatted: Font: 12 pt Deleted: Oakwood Village, Ohio 44146 has paid my company in full for the work perform pursuant to the Ward Four Formatted: Font: 12 pt Exterior Maintenance Program in the amount of ______________________ and that all labor and materials Formatted: Font: 12 pt associated with this project has been paid in full . Formatted: Font: 12 pt Moved up [2]: Application Instructions:¶ In consideration of the foregoing payment and other good and valuable consideration, the receipt of which is Application Information: ¶ Fill in the property owner’s name, property address and a phone acknowledged, I expressly waive any right that my company or I now have, or in the future will have, to a number¶ ¶ mechanic’s lien against the foregoing real property and improvements on account of materials or labor Project Description: ¶ Fill in contractor’s WorkscopeRequired Attachments:¶ furnished or to be furnished. Homeowner to submit this application along with the bids of each of the contractors who submitted bid for the work.¶ ¶ ¶ Contractors: ¶ ________________________ _____________________________________ Moved (insertion) [4] Date: Contractor: Moved up [4]: Required Attachments:¶ Moved (insertion) [3] Deleted: Page Break ... Formatted: Font: Not Bold Formatted: Left, Space After: 10 pt Moved (insertion) [2] Deleted: Application Instructions:¶ Criteria:¶ ... Moved up [5]: Oakwood Village wants to encourage properties by assisting with improvement to the exterior of their Moved down [3]: Parameters of the Grant:¶ Property must be owner occupied.¶ 3  ORDINANCE NO. 2021-WS-06 Deleted: 19 INTRODUCED BY MAYOR AND COUNCIL AS A WHOLE AN ORDINANCE AMENDING ORDINANCE 2019-22 AUTHORIZING THE ESTABLISHMENT OF AN EXTERIOR HOME REPAIR ASSISTANCE PROGRAM FOR SINGLE FAMILY PROPERTIES LOCATED IN WARD 4. Deleted: AND DECLARING AN EMERGENCY WHEREAS, it is the finding of the Mayor and Council, based upon a variety of information and factors including a Housing Study performed by Chagrin Valley Engineering dated December 2018 and significant economic development planned for Ward 4, that it would be beneficial to the residents of Ward 4 and the Village as a whole to provide incentives and assistance to owners of single family housing units within Ward 4 in performing exterior repairs and maintenance to their properties; and WHEREAS, Council has determined that economic circumstances and other Formatted: Font: Bold developments within the Village have necessitated modifications to the Exterior Home Repair Assistance Program for residents of Ward 4 established in Ordinance 2019-22; NOW, THEREFORE, BE IT ORDAINED by the Council of the Village of Oakwood, County of Cuyahoga , and State of Ohio that: SECTION 1: That Ordinance 2019-22 which presently reads as follows: SECTION 1: The Mayor and Council hereby authorize the Formatted: Indent: Left: 1" establishment of the Ward 4 Exterior Home Repair Program (hereinafter "the Program") for the years 2019 through and including 2023 to be administered by the Mayor or his authorized designee. SECTION 2: Participants eligible for the Program shall be owners of single family residences in Ward 4 who shall submit applications on forms developed by the Administrator for reimbursement of 75 % of qualifying expenses for exterior upgrades or repairs up to a total reimbursement of $3,000.00 (75% of total project costs of $4,000.00). Participation shall be limited to 27 applications and a total yearly expenditure of $80,000.00 for the year 2019 and thereafter 40 applications per year and total yearly expenditures of $135,000.00. All applications and expenditures shall be subject to approval by Council. Further criteria are set forth in Exhibit “A” attached hereto. SECTION 3: Council hereby appropriates sufficient funds to effectuate the provisions contained in Section 2 hereof and the Director of Finance is hereby authorized to transfer the funds necessary to complete this expenditure from the available funds of the Village. The Director of Finance be and is hereby further authorized to issue the fiscal officer’s certificate necessary to make the expenditures as described in Section 2 hereof and is further directed to issue  vouchers of the Village in the amounts and for the purposes expressed in Section 2 hereof, said amounts to be charged to the appropriately designated Fund. SECTION 4: This Ordinance is hereby declared to be an emergency measure immediately necessary for the preservation of the public peace, health, safety and welfare of the inhabitants of the Village or Oakwood being that the foregoing repairs and upgrades are necessary to preserve the environment and economic well-being of the Village and therefore this Ordinance shall take effect and be in force immediately upon its adoption and approval by the Mayor provided it receives at least five affirmative votes of the members of Council; otherwise, it shall take effect and be in force from and after the earliest period allowed by law. be and hereby is amended to read as follows: Formatted: Indent: Left: 0.13", First line: 0" SECTION 1: The Mayor and Council hereby authorize the establishment of the Ward 4 Exterior Home Repair Program (hereinafter "the Program") for the years 2022 through and including 2025 to be administered by the Mayor or his authorized designee. SECTION 2: Participants eligible for the Program shall be owners of single family residences in Ward 4 who shall submit applications on forms developed by the Administrator for reimbursement of 75 % of qualifying expenses for exterior upgrades or repairs up to a total reimbursement of $3,000.00 (75% of total project costs of $4,000.00). Participation shall be limited to 27 applications and a total yearly expenditure of $80,000.00 per year. All applications and expenditures shall be subject to approval by Council. Further criteria are set forth in Exhibit “A” attached hereto. SECTION 3: Council hereby appropriates sufficient funds to effectuate the provisions contained in Section 2 hereof and the Director of Finance is hereby authorized to transfer the funds necessary to complete this expenditure from the available funds of the Village. The Director of Finance be and is hereby further authorized to issue the fiscal officer’s certificate necessary to make the expenditures as described in Section 2 hereof and is further directed to issue vouchers of the Village in the amounts and for the purposes expressed in Section 2 hereof, said amounts to be charged to the appropriately designated Fund. SECTION 4: The present version of Ordinance 2109-22 be and hereby is repealed. SECTION 4: This Ordinance shall take effect at the earliest time permitted by law. Formatted: Indent: Left: 1", First line: 0.56"  PASSED: Johnnie A Warren, President of Council Deborah L. Hladky, Clerk of Council Presented to the Mayor Approved: Mayor, Gary V. Gottschalk I, Debra L. Hladky, Clerk of Council of the Village of Oakwood, County of Cuyahoga and State of Ohio, do hereby certify that the foregoing Ordinance No. 2021 - was duly and regularly Deleted: 19 passed by this Council at the meeting held on the _____ day of ________________, 2021. Deleted: 19 _________________________________ Debra L. Hladky, Clerk of Council POSTING CERTIFICATE I, Debra L. Hladky, Clerk of Council of the Village of Oakwood, County of Cuyahoga and State of Ohio, do hereby certify that Ordinance No. 2021 - was duly posted on the _____ day of Deleted: 19 ________________, 2021, and will remain posted for a period of fifteen (15) days thereafter in Deleted: 19 the Council Chambers and in not less than five (5) of the most public places in the municipality as determined by the Council of the said Village. ____________________________________ Debra L. Hladky, Clerk of Council DATED: ______________________________ 2021-__ Police Compensation ORDINANCE NO. 2021 – WS-16 INTRODUCED BY MAYOR AND COUNCIL AS A WHOLE AN EMERGENCY ORDINANCE AMENDING SECTION 125.01 OF THE CODIFIED ORDINANCES OF THE VILLAGE OF OAKWOOD RELATING TO THE COMPOSITION OF THE POLICE DEPARTMENT WHEREAS, The Council of the Village of Oakwood has decided to amend the composition of the Village Police Department: NOW THEREFORE, BE IT ORDAINED by the Council of the Village of Oakwood, County of Cuyahoga, and State of Ohio that: SECTION 1. Section 125.01 of the Codified Ordinances of the Village of Oakwood which presently reads as follows: 125.01 COMPOSITION. (a) The Police Department of the Municipality shall consist of a Chief of Police, not to exceed one Captain, not to exceed three four Sergeants, not to exceed twelve full- time Patrolmen. One of the Sergeants may be designated by the Mayor to be the head of the Detective Bureau. (b) Patrolmen shall be further classified as 1st, 2nd, 3rd Class Patrol Officers, as follows: (1) 3rd Class - First twelve months of continuous service after original appointment. (2) 2nd Class - First twelve months of continuous service after serving as a 3rd Class Patrol Officer. (3) 1st Class - All service as a Patrolman after service as a 2nd Class Patrol Officer. be and the same is hereby amended and, as amended, shall read as follows: 125.01 COMPOSITION. (c) The Police Department of the Municipality shall consist of a Chief of Police, not to exceed one Captain, not to exceed three four Sergeants, not to exceed twelve full-time Patrol Officers. One of the Sergeants may be designated by the Mayor to be the head of the Detective Bureau.  (d) Patrol Officers shall be further classified as 1st, 2nd, 3rd Class Patrol Officers, as follows: (4) 3rd Class - First twelve months of continuous service after original appointment. (5) 2nd Class - First twelve months of continuous service after serving as a 3rd Class Patrol Officer. (6) 1st Class - All service as a Patrolman after service as a 2nd Class Patrol Officer. SECTION 2. The existing version of Oakwood C.O. Section 125.01 be and hereby is repealed. SECTION 3. The Codifier is hereby instructed to substitute the adopted version of Oakwood C.O. Section 125.01 in place of the previous version of said ordinance. SECTION 4. This Ordinance is hereby declared to be an emergency measure necessary for the immediate preservation of the public peace, health, safety and welfare of the inhabitants of the Village, the reason for the emergency being that the same relates to the daily operation of a municipal department and urgent staffing needs to maintain the peace in the Village, therefore, provided it receives two-thirds (2/3) of the vote of all members of Council elected thereto, said Ordinance shall be in full force and effect immediately upon its adoption by this Council and approval by the Mayor, otherwise from and after the earliest period allowed by law. PASSED: Johnnie A. Warren, President of Council Debra L. Hladky, Clerk of Council Presented to the Mayor Approved: Mayor, Gary Gottschalk I, Debra L. Hladky, Clerk of Council of the Village of Oakwood, County of Cuyahoga and State of Ohio, do hereby certify that the foregoing Ordinance No. 2021 - was duly and regularly passed by this Council at the meeting held on the ______ day of _______, 2021.  Debra L. Hladky, Clerk of Council POSTING CERTIFICATE I, Debra L. Hladky, Clerk of Council of the Village bf Oakwood, County of Cuyahoga and State of Ohio, do hereby certify that the foregoing Ordinance No. 2021- was duly posted on the ______ day of _______, 2021, and will remain posted for a period of fifteen (15) days as provided in the Village Charter. Debra L. Hladky, Clerk of Council DATED:  VILLAGE OF OAKWOOD COUNCIL MEETING MINUTES May 11, 2021 ATTENDED Johnnie A Warren III, Council President Gary Gottschalk-Mayor* Elaine Gaither-Council-at-Large Jim Climer-Law Chris Callender-Ward 1 Mark Garratt-Police Eloise Hardin – Ward 2 Brian Thompson-Finance Melanie Sanders-Ward 3 Tom Haba – Service Patricia Rogers – Ward 4 Daniel Marinucci– CBO Candace Williams – Ward 5 Dave Tapp-Fire Dept. ABSENT: James Schade-Fire Dept Ed Hren – Engineer *=Late Arrival_ Carlean Perez-Recreation Meeting opened by Gaither at 7:00p Pledge of Allegiance was recited, and attendance taken. Motion to approve minutes of April 27, 2021 Council meeting made by Sanders seconded by Callender 7 YES: Gaither, Callender, Hardin, Sanders, Rogers, Williams Abstained: Warren Motion passed Motion to approve minutes of April 27, 2021 Finance meeting made by Gaither seconded by Sanders 7 YES: Gaither, Callender, Hardin, Sanders, Rogers, Williams Abstained: Warren Motion passed Departmental Reports Police-Garratt: I contacted Ms. Williams on an event which happened in her Ward last week. There was a domestic situation on April 29th at a house we are familiar with. Two brothers were outside and the one on the porch shot the brother with a 9mm who was working on a car in the driveway. He didn’t hit him. We had officers on scene and were able to take the individual without incident. He is a convicted felon who shouldn’t have a firearm. He was charged with domestic violence, tampering with evidence, discharging a firearm in an occupied structure, and having weapons on a disability. The incident was handled well, and nobody was hurt including the suspect and alleged victim. We cleared the scene. Secondly, in 2015 Governor Kasich started the Ohio Collaborative with a 12-person panel with a variety of expertise which dictates standards for policing. It is voluntary but there are very stringent standards. Each standard met has 39 specific requirements in testing and training each officer. A provisional certification was awarded to OVPD. They met with OVPD and administration over a three-hour evaluation. The representative was impressed with our agency. Lexipol policies and other policies are put into place by the OVPD on a continual basis. Niki was part of the process as was Captain Freeman. I should receive the official certification when it arrives. Also, we need to change our radios. We have a grant for 37 800-MHz portable radios for Police and Fire. We are one of the last departments to get on board with the new communication system. It is expensive. The County assisted us in getting the grant. This narrow band is the way communication is going. Our officers and Fire Dept. radios are useless. They can’t communicate with dispatch or each other. We saw this coming, and we applied for the grant which we received two years ago. I didn’t come to you at that time since we were waiting on the grant approval. It takes up to two years. Covid hit and the County had other appropriations to make. On March 5, 2021 we got our grant. They will program the radios. However, the grant does not provide for police car radios and chargers. That is what we are looking to fund. It is dangerous when the officers can’t communicate. I have worked with Page 1 of 7 the Finance Director on funding. It can be funded in 2022 through a lease with $1 buy-out. We have not switched radios in over 28 years. We will not have to do this again. Also on the Work Session is legislation to add two full-time patrol officers to bring up from 10 to 12. I won’t necessarily fill those right now. All Police Depts. are having an issue finding good officers. Under the current circumstances of the nation, it is not a desirable position. We don’t have those issues directly. We have five part-time of which two have been here a long time. My concern is they will leave. They are being offered full-time positions as I speak. I want to keep these officers here. We have six officers who could leave right now. If they do, it could be detrimental if we don’t secure these officers in now. I need to secure more full-time officers so I can replace them when the manpower is up. Mayor: You will not be spending any more money on an annual basis, correct? Garratt: I made a lot of cuts this year including auxiliaries. When the Finance Director asked us to make cuts, we did that. I don’t plan on bringing the auxiliaries back at this time. We have such a great team right now. I don’t want to lose anyone. Other departments are taking officers from other departments with signing bonuses. That legislation is on the Work Session tonight. Williams: What are the auxiliary primary responsibilities. Garratt: They do vacation checks, parking enforcement, inspect for junk cars in yards, any emergencies in which we don’t want to tie up officers (when the power goes out, etc.), they do walk throughs at the Villas, and much more. Williams: Will that be encompassed by the full-time officers then? Garratt: Correct. It is more daunting. We cut back on traffic stops to reduce exposure, but we have picked up recently. We haven’t had concerts which the auxiliaries do for us. We don’t want to pay overtime for our officers either, so the auxiliaries are a big help. We are creative with scheduling. Williams: Do our auxiliaries get healthcare benefits? Garratt: No they don’t. Williams: This will balance out then. Garratt: The full-time officer coming on this year and possibly next year and having less auxiliaries, I save more on a full-time officer even with benefits. Sanders: Back to the radios is it just one option for getting the radios through what the Finance Director suggested? Warren: The Finance Director can address that after the Chief gives his report. Sanders: Did you hear that question? Warren: He will answer that when he is called to do his report. Fire -Dave Tapp: We are looking at getting the radios. We are not able to talk to any mutual aid departments let alone dispatch and other areas. We cannot reach out when we are in the basement of the hospital. Chief Garratt is helping us with the radios. Another big issue is the need for new air packs. They are quite expensive. We haven’t ordered them in 15 years. They have a 15-year lifespan so by next month we will retire them. That is a huge concern. We saved a ton of money on this. We are hoping to get 24 bottles. Warren: Are the air pack purchases staggered or do they have to be purchased at one time. Tapp: We staggered over the past couple years, buying two each year, but the majority were bought 15 years ago. The 14 we want to purchase will get us through the next 15-years. They are used in every fire. Warren: Contingent on getting these. Tapp: Correct. Service-Haba: Yesterday we had a glitch with rubbish pick up due to workers calling off. They didn’t finish until early this morning. I called the supervisor for our area and he said he wasn’t aware that Mentor is getting the recycling bins and we were bumped. He said Oakwood will have all theirs by the end of the month, but we have heard that before. Hardin: We have a contract just like Mentor does and to say we don’t know what they are going to do, either we have a contract or we don’t. We don’t pay them for the level of service we are getting at this time. We pay timely and we expect the same from them. At the end of Lynbrook, the truck lowers the bin at the same spot and every time he does, he leaves soil on the concrete and in the summer it smells. He says he has to do that before he goes back to the yard. Haba: I will talk to the supervisor about that tomorrow. Also, about the bins, that has nothing to do the contract. Hardin: I am talking about the level of service. It is not acceptable. Warren: We do not pay for the recycling services. Rogers: You are correct, we do not. Haba: Yesterday guys were brought in from other cities to try to get the rest of Oakwood picked up. They didn’t finish Richmond, Lynbrook, Somerville and Glenshire. Warren: We do not pay for the recycling, that is why the Page 2 of 7 other community is being focused on. We get our service for free. Haba: I assume they want to give us the recycling containers, so it is quicker and easier for the drivers to use automation. Finance-Thompson: We are getting close to closing out the audit. I will inform Council once that is complete so they can bring their report. Covid slowed them down. Referring to Ms. Sanders question – I addressed that during the Finance meeting. Mr. Haba is in the discovery mode for the equipment. In light of the threshold, I secured the balance from the bank via a traditional lease with a buyout for $1 at the end of the lease. No payments will be made this year but in 2022. Once discovery comes back with prices we can update Council. Building-Marinucci: On the Village Market-Mr. Bugarcic made an offer on the adjoining property which I believe was accepted. Liens have tied it up. A commercial appraiser has to agree with the amount he offered. That is on hold and hopefully it will be resolved quickly, or he will miss this year’s construction time schedule. Empire Tree project was sent to Planning Commission when it was tabled due to the Village Engineer’s requirement on four issues. Rogers: When you say he bought the parcel, is it the white building? Marinucci: No, it involves an unbuildable lot with a creek. When he consolidates this his drainage system will work. It is very expensive to put in a drainage system on the current lot so by purchasing this property it makes it cheaper. Rogers thank him for the explanation. Building Dept. Reports Gaither: When can we expect to receive monthly reports from you. Marinucci: I sent the Point of Sales report and today there was a lot of activity getting letters out for violations. You will get an updated report at the next meeting. Overall, it isn’t a large number. Gaither: That can be part of your monthly report. Marinucci: Ok. Bugarcic-Macedonia Road Rogers: At the last meeting we discussed the Bugarcic property on Macedonia regarding the sea gulls. Marinucci: The sea gulls are most likely due to the corn he is feeding the chickens. We drove by the property and noticed some trash cans. Most of that has been cleaned up. I do not know what to do about the sea gulls. Rogers: How is he going to correct the issue with the sea gulls. Marinucci: I don’t think he is going to. The trash issue is being dealt with. Rogers: You are aware of our chicken legislation are you not? Marinucci: Yes, but he has the legal right to have them. Rogers: There are rules he has to abide by. Marinucci; I will talk to Ross on that. Warren suggested the Law Director address that during his report. Housing Inspector Callender: Is there any update on the Housing Inspector? Marinucci: The hold up is money. The person I am looking at is looking for a salary more than I am comfortable paying. Once we get beyond the pandemic I will see where we are financially. Warren asked about Robert Harris’ RBI. Marinucci: It is a long way away. The Board of Building Standards has changed the requirements. Warren: He won’t have to test until two years after he gets his interim. Marinucci: They will not give him interim status until he has two full years of experience with a contractor working in the field. He owns several properties, and he is fixing them up but they will not count that time. I am working with him. Warren: If he has to work with a building contractor, he will never get his RBI. It is hard to believe they narrowed it down to having to work with a building contractor. If he works for the Village, he will have to work with a contractor two years, then come back. Marinucci: That is part of what I am saying. We are also trying to get him on the books with a Village contractor one day a week. Warren: He can’t do that can he, that is a conflict of interest. Climer: He can as long as he is not working on a contract for the Village. Warren: A contractor works for the Village. Climer: That could be a problem, yes. Marinucci: Actually, nobody is going to know, a lot of these contractors are all over northeast Ohio. A couple years ago it was easy to get an interim, but they won’t do that now. Warren: That isn’t my experience and I have 11 Page 3 of 7 inspectors working under me. Up until a few months ago, you submit your application and resume and although they do require hands-on experience in construction with a contractor there are other exceptions to that. Some being, if you work for a municipality that will vouch for you that you are confirmed working for them. That is a different classification. We will look into it. Marinucci: I looked at every project Oakwood did and I gave him responsibilities on each one. Warren: So, you submitted for it and he was rejected? Marinucci: Yes. Warren: When was that? Marinucci: In October 2020. Warren: They will have a record of it, thank you. Finance questions – Williams: Did you say we already secured the loan for the equipment? Thompson: Yes. Williams: Are those amounts we still have to approve? Thompson: I have a level on the lease line. The legislation will be coming to you on the Police and Fire radios, the air packs for another piece and Service Dept for his. There will be three coming. Payments will commence in 2022. Williams: So we will need to approve them. Thompson: Yes. Williams asked the amount of the grants. Thompson: I believe $550,000. We received grants for the radios and funds in CARES money since the air packs and equipment are for public use but we have a higher line out there. If we don’t need it, we will give it back to the bank. Clerk of Council Position Williams: I saw an email for the position of the Clerk of Council. I didn’t see the process. Thompson referred the question to the Clerk. Hladky: The process is like any other hire in the Village since we are a public entity. We advertise publicly which is at Cleveland.com, Indeed.com and on the Village website. We receive the resumes, review them by a committee and from there the resumes will go to Council. Council will review and decide who is to be hired. Williams asked who is on the review committee. Hladky: Council President, myself since I know the job well and the Finance Director. Warren: There will be short list. Clerk: Background checks and drug testing will take place as well. Williams: There is a process before it comes to Council? Hladky: We don’t want to waste Council’s time. Your time is important. Warren: After those who apply, a short list will be compiled after background checks are done as we have done in the past as we did for a Council member similar to what you experienced at the time. Williams: It sounds like a selection process will take place before they get to us. Warren: Yes. Law-Climer: Regarding the chicken ordinance enforcement, he is grandfathered in the number of chickens. We can enforce the remainder of the ordinance regarding enclosures, etc. I will review it and will have something by the next meeting. On the agenda tonight you will see 2021-29 which refers the transfers for McBee to the Planning Commission for review and report. That is the preliminary we need to accomplish to act on the 2021- 06 ordinance which is the TIF. We need to enter those contacts for the transfer of Interstate McBee properties to Oakwood then back to McBee. Warren: Once the transfers are secured, the TIF can be awarded back to the developer. Climer: We can transfer it back to the developer prior to the passage of the TIF as long as the property is in the lands of Oakwood at some point prior to the passage of the TIF. Mayoral Report-Mayor: We are receiving a $49,500 grant for the 6’ wide concrete all-purpose trail on Oakwood Commons from Broadway to the cul-de-sac at Quality Inn. The only expenditure will be $10,000 for engineering and inspections. We don’t make money on the employees working there but we do make money on the bed tax. In 2015 the bed tax was $29,600, 2016 it was $26,300, 2017 $23,000 in 2018 it was $75,000, in 2019 it was $75,750 and covid hit in 2020 so it was $35,000. We expect $75,000 on average when things open up. This more than handles this improvement. The importance of this enhancement is because of the companies in the Village. We have four companies publicly traded and there is a lot of traffic coming in. They need to have a place to stay and this fits in well. Rogers: Will we get lights on that path? Mayor: Yes. Getting this grant is fantastic to upgrade amenities for any company coming into the Village to house their people from out-of-state. Showgrounds Mgmt Company Page 4 of 7 Mayor: A development on Free Avenue in Ward 5 is the Showgrounds Management Company which bought Secure Recycling computer operation. The buildings are 24,000 sq. ft and 10,000 sq. ft. They are one of the top landscapers and rapid snow and ice removal for over 20 years exclusively serving commercial properties in northeast Ohio from Cleveland to Canton and west of Sandusky to East Erie shore communities. In three years, they anticipate sales to $6.5 million from its Oakwood site with 65 employees and annual payroll of $1.9 million. That is about four times the amount the computer operation brought in. They intend to reroof, renovate the interior, repave the parking lots and landscape at a cost of $450,000. It will look a lot nicer there. At the next meeting I will have a CRA and TIF legislation for 49% CRA and 33.5% TIF. It brings money in and doesn’t require School Board Approval. We have done these for other companies in the Village. There are 7 million jobs open in Ohio right now with only 260,000 people who got jobs. On the East Coast there are lines like we had in 1980 for gas. The Chief didn’t mention the fear and depression. In the last two weeks in this area, we had seven DUI from women drivers on I-271. I have never seen anything like this in my 30 years. It is time to open up this country. It is getting worse. A 2x4 at 8’ high cost $1.98 three months ago. That same lumber is now $8.00 and in South Carolina is $20. Warren: There is a shortage of materials when you have an increase in demand. Mayor: There is an increase in costs of iron ore, copper, and other materials. Let’s just hope it doesn’t slow down the developments we have in Oakwood. Legislation 2021-06 An ordinance declaring improvements to certain parcels within the Village to be a public. purpose, exempting the improvements to such parcels from real property taxation for a period for thirty years, authorizing the Mayor to enter into an agreement with the Board of Education for the Bedford City School District regarding such exemption, requiring the owners of such parcels. to make service payments in lieu of taxes, establishing an Urban redevelopment Tax Increment Equivalent Fund for the deposit of such service payments pursuant to Ohio Revised Code Sections 5709.41, 5709.42 and 5709.43 Climer: This has been read twice and tabled. We request this remains tabled. 2021-29 A resolution referring to the Planning Commission for report and recommendation a proposed ordinance authorizing the Mayor to enter into a contract with Oakwood Center LLC to transfer and retransfer title to certain real property in the vicinity of Oakleaf Road in the Village Motion to suspend made by Gaither seconded by Rogers VOTE: YES-Warren, Gaither, Callender, Sanders, Rogers, Williams Motion to adopt made by Rogers seconded by Callender VOTE: YES-Warren, Gaither, Callender, Sanders, Rogers, Williams Motion passed 2021-30 A resolution of condolences to the family of Wanda Faye Sledge Motion to suspend made by Sanders seconded by Rogers VOTE: YES- Warren, Gaither, Callender, Sanders, Rogers, Williams Motion to adopt made by Gaither seconded by Sanders VOTE: YES-Warren, Gaither, Callender, Sanders, Rogers, Williams Motion passed Gaither asked if the Clerk spoke with Ms. Sledge’s son. Hladky: Yes, he was very appreciative. Page 5 of 7 2021-31 A resolution authoring change order no. 1 for RMH Concrete and Foundations Inc. decreasing the contract by $8,904.34 for the Oakwood ADA improvement project phase 1 located within the Village of Oakwood Warren: Did Council receive an explanation for the decrease in the contract? Rogers: Yes, Ed talked about it. Motion to suspend made by Sanders seconded by Gaither VOTE: YES-Warren, Gaither, Callender, Sanders, Rogers, Williams Motion to adopt made \by Gaither seconded by Callender VOTE: YES-Warren, Gaither, Callender, Sanders, Rogers, Williams Motion passed 2021-32 A resolution authorizing change order no 1 for Dunlop and Johnson Inc increasing the contact by $25,433.00 for the Oakwood ADA improvement project phase 2 located within the Village of Oakwood Warren: I am sure you reviewed this as well. Motion to suspend made y Rogers seconded by Callender VOTE: YES-Warren, Gaither, Callender, Sanders, Rogers, Williams Motion to adopt made by Gaither seconded by Rogers VOTE: YES-Warren, Gaither, Callender, Sanders, Rogers, Williams Motion passed Open Floor Comments-hearing none-the floor was closed. Bedford Student Involved Shooting Sanders: Has anyone heard about the event which took place between two high school students on May 1at at Bedford High School? Is Council in agreement with sending a letter of condolences to the family? Obviously, the students were not Oakwood residents, but this is our school system. Warren: I am in full support. Williams agreed, Gaither had no objection, Rogers said that is fine, Callender: this is fine. Gaither: Do we have the names of the family? Sanders: I can get the information and get it to Deb. Hladky: Thank you. Motion to adjourn made by Gaither seconded by Rogers VOTE: YES-Warren, Gaither, Callender, Sanders, Roges, Williams Motion passed. Adjourned 8:11p Approved ___________________ _________________________________ _____________________________ Johnnie Warren, Council President Debra L. Hladky, Clerk of Council VILLAGE OF OAKWOOD COUNCIL WORK SESSION MINUTES May 11, 2021 ATTENDED Johnnie A Warren III, Council President Gary Gottschalk-Mayor* Elaine Gaither-Council-at-Large Jim Climer-Law Page 6 of 7  Chris Callender-Ward 1 Mark Garratt-Police Eloise Hardin – Ward 2 Brian Thompson-Finance Melanie Sanders-Ward 3 Tom Haba – Service Patricia Rogers – Ward 4 Daniel Marinucci– CBO Candace Williams – Ward 5 Dave Tapp-Fire Dept. ABSENT: James Schade-Fire Dept Ed Hren – Engineer *=Late Arrival_ Carlean Perez-Recreation Meeting opened at 8:11pm Warren: Since Ms. Hardin isn’t here at this time and had to leave the meeting, if everyone is in agreement, may we put off the two items on the agenda until Ms. Hardin is in the meeting. Is there any urgent business we need to address at this time? Hearing none, meeting was closed. I see the pandemic beginning to lift and appreciate working with each of you. Adjourned 8:12 pm Minutes approved ___________________________ _______________________________________ ___________________________________ Johnnie Warren, Council President Debra L. Hladky, Clerk of Council Page 7 of 7 Village of Oakwood Records Commission Minutes 2021-05-11 ________________________________________________________________________________________ VILLAGE OF OAKWOOD RECORDS COMMISSION MEETING MINUTES May 11, 2020 Johnnie Warren – Council President Debra Hladky-Clerk of Council Jim Climer-Law Director ABSENT: Gary Gottschalk – Mayor Brian Thompson- Finance Director * Arrived after roll call Hladky opened meeting at 6:48pm We have to meet twice a year to be in compliance with the State of Ohio. The only thing I have is the Law Dept. The Law Director indicated changes to the record keeping at the firm in which all are kept electronically. No hard copies will be kept. If it is the commission’s pleasure, that can be accepted. The updated RC-2 will then be sent to the State of Ohio for approval. Climer: The background entails the firm will quit storing massive amounts of paper. Going forward when a file is closed it will be maintained electronically. Copies will be disposed of within 60 days unless it is specifically requested. I requested the change so our internal policy will not put us at odds with the Ohio Historical Society. This is simply a request for the maintenance of records to be electronically. Warren: We are saying, with you changing the files to be electronic, the Village will also store the files electronically which we receive from you. Is there more than one place these records are stored? Climer: As far as I know, the only Law Dept. records which exist are kept in our office unless there is communication with the Village which will be kept according to the other retention schedules. If I communicate with the Police Chief, those records of correspondence will be kept according to his retention schedule. We have multiple back ups with our files, and they are maintained on the cloud. Warren: I don’t have a problem with it. Motion to accept the new RC-2 method of storing files under the new retention schedule for the Law Dept made by Climer and seconded by Hladky. VOTE: Warren, Climer, Hladky Motion approved. Commented [DH1]: Motion to adjourn by Climer seconded by Hladky VOTE: Warren, Climer, Hladky Adjourned 6:55pm _____________________________________ _________________________________ Gary Gottschalk, Mayor Debra Hladky, Clerk of Council 1