Finance Caucus: April 6th 2015

MINUTES OF THE
FINANCE CAUCUS COMMITTEE MEETING
Monday, April 6, 2015 – 7:30 p.m.
Main Conference Room
Mayfield Village Civic Center

The Finance Caucus Committee meeting was held on April 6, 2015 in the Main Conference Room at Mayfield Village Civic Center.  Mr. Saponaro called the meeting to order at 7:31 p.m.

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Present: Mr. Saponaro, Mr. Marquardt and Mr. Marrie

Also Present: Mrs. Mills, Mr. Jerome, Mr. Wynne, Chief Edelman, Mr. Metzung, Chief Carcioppolo, Mr. DiNardo, Mr. Thomas, Ms. Wolgamuth, and Mrs. Betsa

1: Portable Light tower for Grove (Larsen Electronic, LLC - $7,071.46).

Mr. Saponaro stated, we received the memo with information on this. Anything we want to add?  There was some discussion in Safety and Service. We are going to look at another alternative type of arrangement that is going to then be brought to John Marrelli?

Mr. Marrie stated, Steve is going to forward it to John.  John will bring it back to us.

Ms. Wolgamuth added, the additional cost for installation to run conduit to the top of the hill to be able to plug that in is $2,570.

Mr. Saponaro asked, the total from Larsen Electronic is just to purchase the tower?

Ms. Wolgamuth replied, right.  That’s just the tower.  Shannon Electric will install the conduit.

Mr. Saponaro asked, didn’t we run conduit?

Ms. Wolgamuth replied, we ran conduit around the stage and to the pathway where the bollards are. One of the things we wanted to do was run power all the way to the top of the hill but we didn’t do that last year.  We didn’t have enough budget to do it.  That was a future improvement.  We still wouldn’t run it all the way around. We would just run it up the one side to the top so that we could plug in the tower light.

Mr. Jerome asked, are we going to be digging every other year if we keep adding things?  We are trying to avoid that.

Ms. Wolgamuth replied, they told me all they would do is trenching.  It is a fairly narrow trench up the side.  It won’t be that disruptive.

Mr. Jerome stated, we aren’t doing the large built in poles.

Ms. Wolgamuth stated, it would have been over $40,000 to be permanent poles. We don’t want to do that yet.

Mr. Saponaro asked, any other questions?  There were none.

2. Traffic Impact Study for Wilson Mills Road between Miner and Lander Roads (TMS Engineers, Inc. - $5,340)

Mr. Saponaro stated, everyone should have the information on this. Anything to add?

Ms. Wolgamuth replied, no.  This is a project that has not gotten on to the capital budget because we don’t have the information we need to know as to what it will cost. As Mr. Marrie suggested, we will be talking to Highland Heights about participation. There may be funding available, so that would change it.

Mr. Saponaro asked, is the other traffic study on here too for SOM?  We have already approved it.  I know that there’s a meeting tomorrow at 5:00.  I can’t go to that meeting, but I will have someone there in my absence.  I want to make sure everyone has looked at the recommendations.  If there are any concerns, we should bring them up here and then we can address them at the meeting tomorrow. Is there anything that was outside of your understanding of what they were going to be doing?  Combining the two drives into one drive, keeping the SOM Center Drive the way it is and making Sandalwood fully functional are the recommendations.  Do you have issues with any of that?  Fire or Police Department? 

Chief Edelman replied, I think it is going to cause traffic on Sandalwood to back up.  Especially during rush hour.

Chief Carcioppolo asked, can’t it just be as needed?

Ms. Wolgamuth replied, we talked about it being a flasher during certain times and then a functional light at other times.

Chief Carcioppolo stated, now we can control it from the station to leave on an emergency call.  It will turn red.  I don’t know as far as the impact it will have.  The only thing our guys were concerned about with the trailhead being there was that people wanted to cross the street and they were playing frogger to get across the street to get to the trailhead.  If you just have a button that you push, they can walk across the street.

Mr. Jerome stated, we are waiting on that study.

Ms. Wolgamuth stated, I thought because of this study we would end up putting a fully functional crosswalk there.  I didn’t think we would have to do the other stuff.

Mr. Saponaro stated, we don’t.

Ms. Wolgamuth continued, because now we have already accomplished what we thought that study was going to do.

Mr. Saponaro stated, it’s important to get input on this from the Chiefs, if you don’t believe it should be fully functional at certain times, if it should only be a flashing or however you see it, you need to provide your input.

Ms. Wolgamuth asked, did you look at the study?

Chief Edelman replied, I did. At the end of the day, it’s really what the traffic engineer determines is the best path.

Mr. Saponaro stated, we can determine what we think it is, but you guys have to actually –

Chief Carcioppolo stated, we still would have the ability to actually override the signal.

Mr. Marrie stated, that’s what the study said.  You can shut it down any time you want.

Ms. Wolgamuth stated, I think he mentioned that the traffic light would then create gaps that would be helpful gaps to people getting out of Center School.

Mr. Saponaro stated, you have the ability to change it from an active light, make it intermittent, make it certain times, you don’t need to come to us.

Chief Edelman replied, we can adjust the programming.

Mr. Saponaro stated, you can adjust the programming any way you need to.

Mr. Marquardt stated, Diane, I thought you said that activating that light would create gaps.

Ms. Wolgamuth replied, he mentioned in the report that putting a signal there would –

Mr. Marquardt stated, he said that the one at Wilson Mills and SOM already creates gaps.

Mr. Saponaro read from the report, “It should be noted that there is a traffic signal to the north of the site along SOM Center Road at the Fire Station and Sandalwood Drive.  The signal currently operates in a flashing yellow mode. . .In order to provide additional gaps in the southbound SOM Center traffic flow for the existing traffic it is recommended to upgrade the traffic signal to a full-time functioning operation that would be pre-empted for exiting emergency vehicles.”  [ref. pg. 19 of report]  They view that it is going to create that.  If it is fully functioning then it can be.  But you can alter the program if it’s not working.  It at least gives us the full capability.

Mr. Marrie stated, it’s there to use.

Mr. Saponaro agreed, it’s there to use. If we went with it. I don’t have an idea what the cost of upgrading that is.

Ms. Wolgamuth replied, I don’t either.

Mr. Saponaro stated, we will have to figure that out.

Mr. Jerome stated, the light’s already there. It would be more or less changing it.

Mr. Marrie stated, there’s no real light there.  It might end up to be a ton.  I have talked to the Chief before on this. It would help tremendously for a lot of people on Kenwood. I don’t know what it would do with the rush hour traffic. That of course is the hard time to get out.

Chief Edelman stated, remember, the lights operate on a finite cycle.  The more lights you put into that cycle, the less time you are going to get for each successive light.  You can increase the cycle, overall timing, but what you are going to be doing essentially is the same thing.  You are just going to make that red light longer for each light down the road.

Mr. Marrie stated, I understand.  What I was looking at Chief is the safety of it. I still have to go with you and the survey. You are the experts on it.

Chief Edelman stated, like I said, the traffic engineer recommended it.

Mr. Marrie stated, when I saw it I was pleased.

Chief Edelman stated, it’s not a matter of getting emergency vehicles through there.  We always have the ability to do that.

Mr. Marrie stated, I never thought it was. You always had the ability to run them.

Chief Edelman stated, I am more concerned with traffic in the middle of town during rush hour.

Mr. Saponaro stated, let’s cost it out. See what the cost is.  It may be something that is great, but we don’t need to do it, because we are already managing it. We will adjust it differently. At least it’s on there.

3. SPAN Dues - 2015 ($14,000)

Chief Edelman reported, this is an annual expense. It’s the same as last year.

4. Boiler for Service Department (Deluxe HVAC - $15,841 – Straw Vote approved 3.31.15)

Mr. Saponaro stated, we talked about this. Any questions? There were none.

5. Parkview Pool turtle replacement and installation (Astro Pool - $13,000 – Straw Vote approved 3/20/15).

6. Raindrop/mushroom and tumblebucket replacement at Parkview Pool (Rain Drop Products - $19,000 - Straw Vote approved 3.20.15)

Mr. Saponaro stated, we have discussed these items. They have already been approved. Nothing has changed.  Any other questions?  There were none.

7. Chemtrol PC 2100 and Chemtrol PC 3000 units for Parkview Pool (O.P. Aquatics - $7,475)

Mr. Saponaro stated, this is an annual.

8. Remove and replace with new sealant expansion joints at Parkview Pool (Kapton Caulking & Building Restoration - $9,000)

Mr. Saponaro asked, did we have issues with it?

Mr. Thomas replied, it’s a maintenance thing we have to do every so often.

9. Demo and Site work at 734 SOM Center Road (ODOT)

Mr. Saponaro stated, this was discussed in Safety and Service.

Mr. Marrie stated, this is for bid only.

Mr. Metzung stated, this is to prepare the specifications to go out to bid.

10. Purchase 3 Pick-up trucks for Service Department (Collection Buick-GMC – $79,553.75)

Mr. Saponaro stated, this is to replace current trucks.  This is the total cost?

Mr. Metzung replied, yes.

Mr. Marquardt asked, how old are the trucks?

Mr. Metzung replied, they would have to be, if not over 10 years old right at 10 years old.  I will e-mail the information for you on Wednesday.

Mr. Jerome asked, there will be an additional expense to put plows back on it?

Mr. Metzung stated, I am not sure if the old plows can be fitted. If they can, they certainly will.

11. Promotional Examination (Ohio Fire Chiefs Association – not to exceed $7,600).

Chief Carcioppolo reported, we have a current Lieutenant’s position that has been vacant. The Commission has approved utilizing Ohio Fire Chiefs.  The amount is dependent on how many candidates take the examination.   It may be lower.

ANY OTHER MATTERS

Mr. Saponaro asked, any other matters?

Chief Carcioppolo stated, it took a long time to get this information. You had asked me about upgrading the tornado sirens.  After many many e-mails and prodding, I was able to receive a quote.  Our area would require approximately three sirens in different locations.  Without actually coming out and doing an actual site evaluation for what utilities they would have to put to the different sites, it would be about $80,000 plus to outfit with a traditional siren you push a button on.   There might be more specific sitework that needs to be done.

Mr. Jerome stated, I think you said last time if we go with what’s recommended we might be able to get grant money?

Chief Carcioppolo replied, no. 

Mr. Jerome stated, I had asked, what if we did it just for a nostalgic purposes, because there’s some people who don’t care about the tornado, they just want that thing to go off at 12 Noon.  I asked about the old one and you said it would be silly.

Chief Carcioppolo stated, I wouldn’t recommend putting up something that isn’t designed for that purpose. The requirements to put them up are based upon decibal penetration for a certain geographic area so one isn’t enough to cover our geographic area. Those are guidelines that are set by FEMA. To go against that and say we are going to just put this one back up to satisfy a sense of security, I don’t know that I would recommend it is a good idea.  I do believe that the Code Red and technology based notification systems where you get a phone call, e-mail, text message, that gets out and it gets out quicker. We don’t have any special knowledge of a tornado coming. It comes from meteorologists because that’s their job.  Just because we have the siren doesn’t mean we have any pre-emption.

Mr. Marrie stated, Code Red would know it a lot faster than you would.

Mr. Marquardt stated, for anybody that has Code Red.  Some of them don’t have it.  I got something today that I did not think was an emergency.

Mr. Jerome stated, about the coyotes.

Chief Edelman stated, it didn’t go out as an emergency. It went out as a general information.

Mr. Jerome asked, so if we want tornado sirens, it would cost $80,000?

Chief Carcioppolo replied, I will forward the e-mail.  It took me a very long time to procure that information.

Mr. Saponaro stated, I am confused by one thing you said, if you have Code Red.

Mr. Marrie stated, a lot of people don’t.

Mr. Marquardt asked, what if someone drives through the Village and they don’t have Code Red?

Mr. Marrie stated, there’s a lot of people in the Village that don’t have Code Red too.

Chief Edelman replied, if they have a published number, they have it.  It’s if they want their cellphone or other phone connected to it.  If they don’t they don’t, it’s their choice.

Mr. Saponaro stated, but if you do, there’s a process for getting it connected.

Chief Carcioppolo stated, the other thing is, it’s not going to be specific there’s a tornado coming to Mayfield Village. It will be there’s a tornado warning in Cuyahoga County or Northern Ohio.  No one is going to predict it is going to come here.

Mr. Saponaro stated, so if someone’s driving through the Village and they don’t have Code Red, and we have tornado sirens going off, they may not necessarily know what it is.

Chief Carcioppolo stated, they probably wouldn’t stop and get out of their car.

Mr. Marquardt asked, all 3,000 employees at Progressive have Code Red?

Chief Edelman replied, it’s up to them.

Chief Carcioppolo stated, it would be my recommendation if the concern is people aren’t getting it, then maybe there needs to be more information. I know there’s already been numerous public notifications that have gone out to inform people they can get it.

Mr. Marrie stated, many times people have said, what is this Code Red?  Even though it’s been publicized and pushed. I think it’s fantastic, but there’s a lot of people that don’t have it. We don’t know how many.

Mr. Saponaro stated, they don’t even know if they have it or not. 

Chief Edelman asked, what do you suggest?  We could go door to door, but other than that-

Mr. Saponaro stated, I am not suggesting you go door to door.

Mr. Thomas stated, we did direct mail too.

Mr. Saponaro stated, I am not saying that we have failed in any way whatsoever. All we are saying is there is still going to be people out there that assume they have it and they don’t have it for whatever reason. There’s people out there that have it because they have proactively done it.   You can only do so much. With the tornado sirens, what I don’t like about it is it requires a person who is not the National Weather Service to press a button. Code Red makes more sense because it’s coming directly.  It takes the liability away from the person pushing the button.  I don’t think it’s worth the $80,000.  I would rather spend it on getting people hooked up to Code Red than I would to put the sirens up there. That’s just me.  But I think that we have to continue as part of our programming.  We have to make sure that we are constantly talking about Code Red and how you sign up for it.  We have done the cycle of it.  It has to be just a matter of course. Every time we have the Voice of the Village come out, we should have a page that basically says, here’s how you sign up for Code Red.  This is what it is.  It could be ad nauseum  but at least someone’s going to keep looking at it. That’s really the best way of doing it.  I don’t think we need to put more manpower or your people to go out there and do it.

Mr. Marrie stated, I would go one more step. I agree with everything you said. I think Code Red is super but there’s so many people that I think don’t have it. Could we do one more mailing?  We have had it in the Voice of the Village over and over, but maybe a direct?

Ms. Wolgamuth asked, do you think it’s effective when we piggyback a couple of different pieces of paper in a mailing? We are going to be sending a Village-wide mailing for the Town Hall meeting on finances which will be scheduled somewhere in late May. We could do a separate sheet and put that in.

Mr. Marrie stated, that would be a perfect time.  A reminder or warning. Catch their eye. 

Mr. Saponaro stated, it should be brought up at meetings. Donna should incorporate it into the programming for the seniors.  It’s incumbent upon us to do it that way.  We need to get the word out.

Mr. Jerome stated, we don’t want to overload.  You don’t want to send 30 things in an envelope, but if it’s one item, one more is fine.

Ms. Wolgamuth stated, right now I don’t have anything except the Town Hall meeting notice. I can include it there.

Mr. Saponaro asked, are there any other matters?  There were none.

There being no further business, the meeting adjourned at 7:40 p.m.  The next Finance Committee meeting is scheduled for Monday, April 20, 2015 at 7:30 p.m. in the Main Conference Room. 

Respectfully submitted,

Mary E. Betsa, Clerk of Council