CAC - September 23rd 2013

Mayfield Village
Citizens Advisory Committee
Meeting Minutes
Sept 23, 2013

The Citizens Advisory Committee met on Monday, Sept 23, 2013 at 7:00 p.m. at the Mayfield Village Community Room.

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Present: Brenda Bodnar (Chair), Lorry Nadeau, Steve Jerome, Carole Marrie, Marilyn LaRiche-Goldstein, Shirley Jay, Joan Catalano, Bob Haycox, and Kay Phillips

Absent: Joe Doran, Mary Singer, Merv Singer, and Sandy Batcheller'

Also Present: Tom Marrie (Council Representative) [arrived at 8:00 p.m.], Diane Wolgamuth (Director of Administration), John Marrelli (Building Commissioner), Ron Wynne (Finance Director), Patsy Mills (Council Representative), Residents: Ron Dinardo, Tom Piteo, and Carol Wessman

Approval of Minutes

The Committee approved the Minutes from the May 28, 2013 meeting, as written.

Community Room Discussion

Mrs. Bodnar asked Ms. Wolgamuth to give the Committee an update on the Community Room survey.  Ms. Wolgamuth advised that after the last CAC meeting in May, the survey was finalized and mailed to all residents of Mayfield Village—a total of 1,386 surveys were mailed.  Responses were received from 311 residents representing a 22% return.  There was no overwhelming consensus, however, the majority of those responding agreed that the facility needs to be upgraded, that they like the current size of the building, and that they would like to see improvements to the existing building.  There were many suggested improvements and amenities made by residents and copies of all responses can be found on the homepage of the Village’s website.  Ms. Wolgamuth stated that she and Building Commissioner John Marrelli reviewed all suggestions and created a handout with a list of suggested upgrades with a proposed timeline for construction.  The handout (attached) also provides basic information about the building layout and its uses.

Mr. Marrelli stated that, about a year ago, he completed a survey of the Community Room and gave his report to Administration.  He advised that the building needed repairs and upgrades and this brought up the discussion about how much money to spend and what improvements to make.  Council requested that the residents be surveyed and, as Ms. Wolgamuth stated, the majority responded that they like the size, don’t want the facility to be moved, and want something done with it.  Mr. Marrelli cautioned that he does not want tonight’s discussion to include re-designing the building as that needs to be done by a professional architect.  Mr. Marrelli advised that if we move forward, the building cannot be rented for 6 to 8 months during construction.  Since rentals are booked a year in advance, already through the fall of 2014, he recommends that that the Village suspend all rentals beginning in early 2015.

Mr. Marrelli stated that residents indicated they want nicer carpeting and paint, but he is thinking more about the roof and furnace.  He would like to sit down with someone qualified and lay out the parameters.  The Community Room fund currently has $300,000.  Mr. Wynne verified this amount and added that, based on preliminary discussions with Mayor Rinker, we will be adding another $200,000 in 2014.  Mr. Marrelli responded that we should then be ready to go out to bid in 2015.

Mr. Haycox asked if the current storage space would be maintained and Mr. Marrelli advised that we might reconfigure the interior of the building and possibly create two smaller rooms rather than one large room.  Ms. Wolgamuth advised that most of the storage area in the building is for storing the tables and chairs used for larger events.  Mrs. LaRiche-Goldstein asked if the offices can be moved to the Civic Center.  Mr. Marrelli responded that they could not, since the senior programs are held here and the facility must be populated.

Mr. Haycox asked about the kitchen and Mr. Marrelli explained that it would be very costly to change from a warming kitchen to a full commercial kitchen.  “We would need to add a hood, fire suppression, grease traps, a three-compartment sink—it changes everything.”  Mrs. Bodnar suggested that the Village purchase good appliances without going commercial.  Mr. Marrelli agreed and said that would avoid having to be licensed by the Board of Health.  Mrs. LaRiche-Goldstein stated that she did not think a commercial kitchen was necessary as caterers typically bring prepared food.  The Committee agreed.  Mr. Marrelli stated that we will purchase heavy-duty appliances.  Mrs. Bodnar suggested that maybe a second refrigerator would be helpful.

Mr. Haycox asked if the post in the middle of the room would be removed.  Mr. Marrelli responded that it will be looked at.  The Committee members agreed that gas logs in the fireplace would be a nice addition.  Mrs. LaRiche-Goldstein suggested sliding walls rather than creating two separate rooms with solid walls.

Mrs. Bodnar suggested new cabinets in the kitchen.  Mrs. Mills explained that most of the kitchen cabinets are used to store materials needed by the groups who use the facility regularly—like the quilters, Historical Society and Garden Club.  Mrs. Bodnar stated that when someone comes in for a party, they probably do not need to utilize the cabinets.  Mr. Marrelli stated that we can look into adding storage lockers elsewhere in the building and creating additional space in the kitchen.  He added that it is currently set up as a household kitchen.  “We can do better”.  Mrs. Bodnar stated that a dishwasher might not be necessary and that she liked the idea of an icemaker.

Mr. Marrelli advised that the bathrooms were updated in 2008 and might only need new paint, paper and new lighting.

Mr. Marrelli discussed moving the main entrance to the Wilson Mills side of the building with a double door entrance and an overhang.  Mrs. Mills stated that a handicap ramp is necessary and asked if separate HVAC would be installed for the offices.  Mr. Marrelli responded that there are three residential furnaces in the building and all need to be replaced.

The Committee discussed and agreed that they preferred that the partitioned walls be removed and the room be made larger, rather than creating two separate rooms.  They also agreed that the large built-in bar should remain as it was a good amenity.

Mr. Jerome asked about the possibility of moving the Community Room to the Civic Center.  Mr. Marrelli said that parking could be a problem.  Ms. Wolgamuth agreed and added that the Civic Center has a 180-seat theatre and parking could be challenging on Friday or Saturday nights if a show and a party were scheduled at the same.

Mr. Piteo stated that if the $500,000 budget were not enough to complete the renovations, perhaps the work could be done in phases.  Mr. Marrelli responded that once we got rolling, he would prefer to keep going.  Mr. Piteo commented that he was surprised to see that the building looked pretty good after the old Village Hall was torn down.

The Committee discussed adding a covered patio to the east side of the building and the Committee agreed that it would be a nice amenity and great place to sit to watch gazebo concerts.

 Mr. Haycox asked what material that would be used on the façade and Mr. Marrelli stated that he didn’t know, but it would have to compliment the Civic Center.  Mrs. Mills stated that better signage was needed.

 Mr. Jerome asked what the next step will be.  Mr. Marrelli responded that, if we decide to move forward, we must stop renting the facility as of January 2015 and hire an architect.  Mr. Marrelli suggested that he would prepare an RFP (Request for Proposal) for architectural services which will allow us to get a conceptual plan for a specific cost.  Once an architect is chosen, Mr. Marrelli will act as the owner’s representative during construction.  Other Village professionals will also be involved.

Mrs. Bodnar made a motion to move forward with the renovation of the Community Room and sending Mr. Marrelli to Council to request authorization to proceed with an RFP for architectural services, with the understanding that the building will be closed for six to eight months during construction.  The Committee agreed unanimously.

Grove Update

Mr. Jerome reported that the final of the four preliminary events was yesterday.   The Grove Committee worked hard to show that The Grove could be more than a music venue.  The survey results show that people want to see music performed there.  The Committee received some donations and some residents are sponsoring tree planting. 

Wildcat Center 

Mrs. Bodnar reported that she attended a tour of the new Wildcat Center given by Recreation Director Bill Thomas and stated that the facility is amazing.  “At a cost of only $32 per year and $12 per year for seniors, it is the greatest deal in town.”  Mr. Jerome commented that it is an added benefit that the facility can now be used during the day, while school is in session.

Council Update

Mr. Marrie provided an update on Council matters, including:

  • Construction of the restroom at the soccer fields is moving forward.
  • The house by the old Library, now owned by the Village, is being taken down.  The plan is to ultimately align the street there.
  • Ron Wynne made a presentation to Cuyahoga County regarding our TIF agreements (Tax Incremental Financing).  Ron’s report was outstanding and is now being used as an example for other municipalities.
  • Three new full-time firemen have been hired.
  • The new Wildcat facility is open and, in his opinion, is fantastic.
  • The Village is working on getting funding for the Eastgate/Meadowood sewer project, but the project will go forward with or without outside funding.
  • The Village finances are in great shape and revenue is up between $600,000 and $700,000 this year.
  • The smoke alarm program is being offered to residents for the third time.

 

The meeting was adjourned at 8:20 p.m.  The next meeting is scheduled for Monday, October 28.  The November meeting is on Monday, November 25.

Respectfully submitted,

Diane Wolgamuth, Director of Administration