Safety and Service - June 2nd 2014

MINUTES OF THE MEETING OF THE
SAFETY & SERVICE COMMITTEE
Monday, June 2, 2014 at 7:15 p.m.
Main Conference Room - Mayfield Village Civic Center

The Safety and Service Committee met on Monday, June 2, 2014 in the Main Conference Room at the Mayfield Village Civic Center.  Mr. Marrie called the meeting to order at 7:15 p.m.

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Present: Mr. Marrie and Mr. Jerome

Also Present: Mr. Wynne, Chief Carcioppolo, Mr. Marrelli, Chief Edelman, Mr. Metzung, Mr. Dinardo, Ms. Wolgamuth, Mr. Thomas, and Mrs. Betsa

POLICE DEPARTMENT:

In-car video system for police department cars

Chief Edelman reported, I have 7 patrol cars using 9 year old video systems. They keep breaking down. They are at the end of their life.  It’s getting to the point where they are not worth keeping.  This new system is state of the art and on State bid pricing. This is for 7 individual video systems plus a server which will be at the station.  The cars will automatically upload to the server.

Mr. Wynne asked, will these be used on motorcycles?

Chief Edelman replied, no.  It’s not worth it.  The cars are out every single day. The motorcycles aren’t.

Mr. Marrie asked, was this planned in the budget?

Chief Edelman replied, yes it was.

Mr. Wynne added, we budgeted $100,000 because we did not know what it was going to come in at.

Mr. Marrie asked, Steve, do you have any questions? 

Mr. Jerome replied, no.   This is in the budget. Chief said it is not going to be put on motorcycles which makes sense.  Let’s get with the times and get these changed out.

Mr. Marrie didn’t think it would go on motorcycles anyway. Any other questions?  There were none.  This item will be sent to Finance.

FIRE DEPARTMENT:

Replacement of Fire truck

Chief Carcioppolo reported, fire trucks are very expensive. We budgeted $450,000 in our capital budget for this.  However, after meeting with four vendors, as you can see on the sheets included in your packets, everyone was basically giving us a spec that looks very close to this.  After getting four estimates, I narrowed it down based on their warranties. The EOne and  Rosenbauer warranty exceeded the Sutphen and Pierce warranty by a substantial amount.  We came down to EOne and Rosenbauer.  This pricing that’s listed here on the sheets I provided you with the drawing is the exact number. That’s the final pricing for it.  It is over budget because we were expecting to get more for our trade-ins on our rescue engine 614 and our class A pumper 611.  Part of the reason we are combining those two vehicles into one is that there is no reason for us to have two engines, a ladder truck or a quint which has all of that.  We have a 2006 ladder truck that’s in very good condition that we use predominantly for our structure fires. Because of the 611’s age, we are technically not allowed to use it because it doesn’t have anti-lock brakes and it has a myriad of mechanical issues that have to be dealt with.

Mr. Jerome asked, what year is it?

Chief Carcioppolo replied, 1989.  The 614 is a 1997.  It has less mileage on it, but both of them together are only worth $30,000 to trade in. We looked at avenues to sell them outright on our own.  The problem with that is if we don’t sell them, right now $30,000 is the trade-in value for both.  They are going to let us maintain engine 614, our rescue engine until we take delivery of the new one.  They are going to let us keep engine 611 for two months. They will actively try to sell it. After two months, if they are able to sell it, we will have to release it to them.  If they don’t sell it, we will be able to keep using it until we take delivery of the new one as well. 

Mr. Marrie asked, do I understand also that once you agree to the deal, they won’t let you try to sell it?

Chief Carcioppolo replied, they won’t let us try to sell it on our own.  It’s hard to sell because it’s not really compliant with the NFPA Safety Standards. Technically we are not allowed to drive it for emergency purposes because it doesn’t have anti-lock brakes and it carries over 1,000 gallons of water.

Mr. Marrie asked, if you can’t technically use it, who would buy it?

Chief Carcioppolo replied, a smaller volunteer department that makes its money with pancake breakfasts and spaghetti dinners. They don’t have the financial means to purchase up to date equipment. They might be interested in it.

Mr. Marrie asked, are we going to wait for the EOne to come in before we make any decision?

Chief Carcioppolo replied, yes, we are waiting, but I am pretty positive it’s going to be a lot higher than this one because their price without the equipment that this has on it was $489,000. Once they add in the extras, that should push it well beyond.

Mr. Marrie asked, Ron are we okay with the extra $29,000?

Mr. Wynne replied, yes.

Mr. Marrie stated, I see a real need for this.

Chief Carcioppolo replied, there’s a lot of money that needs to be dumped into the pumper mechanically. For us to try to sell it on our own even if we sold it as is, we would have to disclose everything wrong with it and I would feel more responsible by fixing it before trying to sell it.

Mr. Marrie stated, I just wanted to make sure. When we sold the old ladder, that was supposedly outdated, but Highland Heights bought it before the lights went out. We don’t want a situation like that.

Chief Carcioppolo stated, there was a small brief window of time where Highland Heights wanted to buy this one to replace their back up engine, but that got shot down because it’s just not a responsible decision, to replace a backup engine with another old back up engine and spend another $20,000 on it.

Mr. Marrie stated, I had to ask the question, that’s all.

Chief Carcioppolo replied, that’s fine.  To be honest with you, I was on the fence of well, if they want to buy it, then sell it to them.  You can’t in good conscience use it as a first out pumper.  The main reason the 611 is here right now, the 25 year old pumper, is that it’s our class A pumper and that’s where we receive our pump credit that ISO rates us for.  Engine 614 is only a 500 gpm pump and it doesn’t count towards our pumping capacity.

Mr. Jerome asked, we are getting a top of the line?

Chief Carcioppolo replied, pretty much.  That’s what all of our trucks have been with the exception of the 614.  All of our trucks have been a pretty high end vehicle.

Mr. Jerome asked, so this is going to be equal and obviously better since it’s newer?

Chief Carcioppolo replied, it’s better. The technology they use now to build them is better so the warranties are better. 

Mr. Marrie replied, it’s 20 year.

Chief Carcioppolo added, and the coatings they put on the frame to deal with the corrosion they have up here is better than it was back then. 

Mr. Jerome asked, you are not seeing anything in the future?

Chief Carcioppolo replied, this is going to square us away for a while. You will see on that sheet I provided today there’s a $9,000 expenditure to Gruber Rescue. That’s for a hydraulic pump that runs off the generator on the vehicle.  It’s cheaper for us to buy it and have it shipped to the manufacturer than to have the manufacturer purchase it.  That’s saves us a couple thousand dollars by us purchasing it from Gruber Rescue and having it drop shipped there.  Aside from that, it has all of the tools.  Part of the reason we are a little higher is we are combining both the class A pumper that could be used for structural firefighting with the rescue engine into one vehicle.  To put all of the features we are used to using on both separate vehicles into one drove the price up a little. But the main thing that made us go over budget was the lesser amount on the trade-ins than we were expecting.

Mr. Marrie stated, I am fine with it. We will pass it along to Finance.

Mr. Jerome agreed.

Chief Carcioppolo stated, another item which is not on the agenda is the big emergency siren that we took down. It is sitting in our mezzanine. It’s basically not worth anything. There’s a guy that came and bought some old airpacks that were donated to us. He deals with old fire department equipment and he is willing to purchase this big old siren that weighs like 300 some pounds. It’s about 5 feet by 5 feet in size.  It’s a pretty big piece of equipment.  Our only option is to take it for scrap, which isn’t worth much or –

Mr. Marrie asked, is this the one used for tornado warnings?

Chief Carcioppolo replied, yes, it used to ring every day at 12:00.

Chief Carcioppolo continued, this guy is interested in purchasing it.  If Council would like to sell it and make a little money-

Mr. Marrie asked, how much is he going to give us for it?

Chief Carcioppolo replied, $450.

Mr. Jerome asked, we don’t want to hook it back up for old time’s sake?

Chief Carcioppolo replied, you are more than welcome to.  I know some people like having it go off at 12:00, but when they tore down the old police station, the power broke to it.

Mr. Marrie stated, this was kicked around pretty much when Code Red was introduced.  It was pretty well accepted that Code Red does more than this.  It gets to everyone at the same time.

Chief Carcioppolo stated, I am just asking what you want to do with the siren?

Mr. Marrie replied, I am going to take this item and push it to Finance and then on to Council.  I don’t see any need to put it back up.  It will probably cost a lot of money to put it back up.  Code Red has worked every time they have used it.  I think it’s one of the best things we have as far as getting notified.  Why don’t you put a proposal together in writing and present it to Finance?

Chief Carcioppolo replied, okay.

SERVICE DEPARTMENT:

Memorandum of Understanding with Cuyahoga County Soil and Water Conservation District for help with Phase II Storm Water Permit

Mr. Metzung reported, I am looking to do a Memorandum of Understanding that will allow Cuyahoga County Soil and Water to do our inspections for construction and post-construction BMPs which is Best Management Practices.

For example, when Deacon’s is out constructing their building, they have to apply a stormwater plan that they have to then follow. Every month it needs to be inspected.  We aren’t doing it as well as we should. By having the County come out and do it, they are trained, this is what they do, they will come out and do the inspections, supply the reports, make us EPA compliant, and do post-construction, inspecting the bioswales and things of that nature. They will do that for us and supply us with a report.  In the case of the post-construction, once a year, they will work with the companies pointing out what is wrong and what they need to do and how to maintain the project.  I don’t have the cost yet.  We met today and laid out what we have going on.  I will provide the number, I am guessing in the $18,000-20,000 range.  We use the Health Board to do another part of the Phase II stormwater where they go out and do the testing for the outfall, looking for sewers that are misconnected. This is going to be another one that at the end of the day it’s going to be cheaper to allow these people to do it than to do it in-house. 

Mr. Marrie asked, we should be doing it but we are not doing it?  Mr. Metzung replied, we are not doing it once a month.

Mr. Marrie asked, you are just not getting to it? Mr. Metzung replied, once a month, correct.

Mr. Marrie asked, when you say we, does the Service Department do this or does Tom do this? Mr. Metzung replied, the engineer.

Mr. Dinardo asked, some of the commercial projects, can you charge the owner for the yearly maintenance review?   Mr. Metzung replied, you can pass along the cost. 

Mr. Marrie asked, what are we paying Tom now, do you have a ballpark? Mr. Metzung replied, no.

Mr. Marrie asked, would it be anywhere near the $18,000? Mr. Metzung replied, I have no idea.  I could not even begin to guess.  I guess per hour that he is going to make a lot more than we are going to pay Soil and Water per hour.

Mr. Marrie stated, let’s get Tom involved in this when we do get the quote.  You probably would anyways but I want to make sure he is.

Mr. Metzung replied, okay.

Mr. Marrie stated, this item will be put on hold for now until we get the quote.

Crack Sealant

Mr. Metzung stated, this is routine.  I bumped it up another $5,000 this year. We usually go between $10,000 and $15,000. We are going to go $20,000 this year because of all of the asphalt that we did the last three years. Every street received a lot of stress. We will be hitting all of the neighborhoods paved in the last three years.

Mr. Jerome asked, the guys who did last year’s project, are they responsible for some of it?  Mr. Metzung stated, there’s some road work.

Mr. Jerome asked, you rent this machine every summer? Mr. Metzung replied, they roll it into the price of the material.

Mr. Jerome asked, it’s not worth buying? Mr. Metzung replied, no.  It’s used only once a year for a couple of weeks.

Mr. Marrie stated, this item will be passed along to Finance.

PARKS AND RECREATION:

Mutual Exchange of Services Agreement with Mayfield Heights and Highland Heights for lifeguard services

Mr. Thomas reported, every year we struggle to have lifeguards work our pool because they are all going back to school toward the end.  Not only does Parkview Pool experience that frustration, but also Mayfield Heights and Highland Heights.  I give credit to Dave Perout and Diane Calta for putting this together.  Last year, we had Mayfield Heights’ staff come over and help us because they didn’t have enough staff at their pool. They came over to Parkview the last week we were there with their staff and then we all helped Highland Heights because they stay open the longest. They stay open until Labor Day, at least on the weekend. No pools are open when school is in session.  The bottom line is Dave suggested we put this in writing. 

We are not going to pay out of our budget for Mayfield Heights’ lifeguards and vice versa for when we go over to Highland Heights.  The agreement basically states that you guys can work with us, you pay your people and we will be able to open and leave our pools open late in the season.  Diane drew this up. We needed to make sure we didn’t have to worry about paying them. It worked out great.  It’s a great cooperation we have.

Mr. Marrie stated, it’s something good to put in writing.

Mr. Thomas stated, we didn’t do it last year because it was last minute. This year we put it in writing.

Mr. Jerome stated, I am glad you are doing this. A lot of residents complain every year.

Mr. Thomas stated, we really can only keep one pool open.

Mr. Marrie stated, you have to do it safety-wise.

Mr. Thomas stated, we can’t open without lifeguards.

Mr. Jerome asked, so what you are saying will happen is Mayfield Heights will close and we will stay open for another week or so and then they can go to Highland Heights?  Mr. Thomas replied, you got it. When the schools open, we close.  We are closing on Sunday, August 24th. Schools open up that Tuesday. The week before that, Mayfield Heights closes and we allow their residents to come over.  If they have a pool pass, they can get in. If not, they pay $5 and we keep the money. 

Mr. Dinardo stated, Dr. Kelly said he is talking about moving the start date of school one week.  You may have to change this if the school opens earlier.

Mr. Thomas agreed.  You won’t have families there during the day because school has opened earlier.  That will be an issue that will be very interesting.  Not only for outdoor pools, but for family vacations, everything.

Mr. Marrie agreed.  But no matter what, the pool is also paid for by the residents and their taxes. We have to keep the residents in mind too, not just the school kids. They are the ones paying the bill.

Mr. Thomas replied, absolutely. We wouldn’t close.  We will deal with it when it comes. We did stay open years back until Labor Day. We were struggling for lifeguards, although in those years Ohio University and Ohio State would open up after Labor Day. Now they are on semester with every other state school.  The bottom line is, just for that one week we stayed open through Labor Day, we were spending probably $8,000-10,000 on the pool to keep the pool filtration and the boiler. We talked to the Service Department and said if we can close it down now, we are saving that money.  It’s not all about money.  It’s important. But we don’t have the crowds. We don’t have people.  When mid-August comes around, even if it’s 90 degrees, we are not going to have many people there. They are focusing on getting ready for school.

Mr. Marrie added, or on vacation. I don’t have any problem with that Bill.

ADMINISTRATION:

Transformer for The Grove Ampitheatre

Ms. Wolgamuth reported, we have been advised by First Energy that on their regular schedule they can’t connect The Grove until July 21st.  On an overtime basis for an extra $3,600, they will come in on Saturday, June 7th.    John called Shannon Electric. They assured us they are going to be ready. We were going to spend $1,900 on a generator so we can avoid that cost.  It would also have caused having more overtime with the Service Department to fill the generator, start and run it. 

Mr. Marquardt stated, the rental is caused by the fact that the scheduling is off. It’s not a delta. It’s $3,600 more.

Ms. Wolgamuth stated, but I am running budget.  I am running my programming budget. In that budget, I have the $1,900 for the rental. I can now take that out.

Mr. Marquardt, did you expect that they were going to be late hooking up the power?

Mr. Marrelli stated, it would not be on time for the show. We were going to have to rent a generator for four weeks.

Mr. Marrie asked, but that was planned?

Mr. Marrelli replied, if the Illuminating Company can come out sooner, then we would not have to rent any generators. 

Mr. Marquardt asked, that was in your original budget calculations?

Ms. Wolgamuth replied, I am adjusting the budget constantly.  This is the programming budget.  I had programming and rentals coming out of that budget. We have already exhausted and gone over the infrastructure budget. That budget is done.

Mr. Marquardt stated, but still it’s $3,600.

Ms. Wolgamuth replied, it is $3,600, yes, but I will not have to rent the generator then so in my mind I offset it by that, but I understand what you are saying.

Dr. Parker stated, if we have the programming scheduled, if you use the generators you are saving money but you are also paying for the Service Department.

Mr. Marrie stated, we will go to Finance with this.

FINANCE DEPARTMENT:

Sewer project at Eastgate and Meadowood Drive

Mr. Wynne reported, we have a meeting on Monday the 9th with the residents to talk about the project. At the Council meeting on Monday, June 16th, Council will need to pass the resolution of necessity which then records the project and we will send out notices to the residents notifying them that the assessment on the project is estimated to be $7,200 if they pay it in a lump sum or $480 a year if they pay it over 20 years on their property taxes.

Mr. Marrie asked, any questions?

Mr. Marrelli asked, how many houses?

Mr. Wynne replied 58.

Mr. Marrie stated, okay, we will send this to Finance.

ANY OTHER MATTERS

Mr. Marrie asked, any other matters?

There were none.

There being no further business, the meeting adjourned at 7:35 p.m.  The next Safety and Service meeting is scheduled for Monday, July 7, 2014 in the Main Conference Room of the Mayfield Village Civic Center.

Respectfully submitted,

Mary E. Betsa, Clerk of Council