Safety and Service - May 5th 2014

MINUTES OF THE MEETING OF THE
SAFETY & SERVICE COMMITTEE
Monday, May 5, 2014 at 7:15 p.m.
Main Conference Room - Mayfield Village Civic Center

The Safety and Service Committee met on Monday, May 5, 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. Delguyd, Chief Carcioppolo, Mr. Marrelli, Mr. Metzung, Mr. Dinardo, Ms. Wolgamuth, Mr. Thomas, Mr. Wynne, and Mrs. Betsa

FIRE DEPARTMENT

Fuel system repair

Chief Carcioppolo reported, the fuel system was in need of repair.  I called them to come and try to repair it but because the parts are obsolete, they don’t repair it any more.   The only way to fix it is to replace it.  When they replace it with this new system, each individual will be issued a PIN number individual to them so there is a tracking method of who pumps what gas.  The former system had a card that was velcroed in each vehicle so if you took the card you could just turn the pump on and pump gas.  This is a little bit more of a secure means and better way to track the usage of fuel.  It is $500 more because we don’t have any copper lines in the Fire Station. They submitted a new quote for an additional $500 for parts because instead of using a dial up modem, they have to use an IP internet based modem for it. 

Mr. Marrie asked, should we then change the amount of the expenditure to $7,100? Mr. Wynne stated, it’s not being voted on tonight.  We can leave it as is.  You can comment on it and then increase it at the next meeting.

Mr. Jerome asked, is it gas and diesel or just diesel? Chief Carcioppolo replied, we have both.  It will only allow you to pump the appropriate fuel depending on what vehicle you are pumping it into.

Mr. Jerome asked, who uses it, just the Fire Department? Chief Carcioppolo replied, other people can use it.  I believe if Doug puts the same system in, I believe the PINs would work the same with either of them.

Mr. Jerome asked, what is the fee per year item? Chief Carcioppolo replied, they take care of the maintenance and they manage the usage of it off-site and send reports monthly.

Mr. Jerome asked, so the two facilities are the Fire Department and Service?  It should be the same system and same company doing it all.  That’s good.

SERVICE DEPARTMENT:

Fuel management system

Mr. Metzung stated, ditto what Gino said.

Mr. Marrie stated, fine with me.  These items will be passed on to Finance.

Concrete repairs
-Wilson Mills at Progressive Drive
-Wildwood at Thornsway

Mr. Metzung stated, there are two locations.  We got another quote today.  The one project in front of Progressive is a sewer that is caving in and a hunk of concrete that needs to be redone and the other is a water break at Wildwood and Thornsway which is the little road that takes you over to Bramblewood.

Mr. Marrie asked, any questions?  There were none.

Dump body for new truck

Mr. Metzung stated, this is the bed part.  You will notice that the bid had an option for an air compressor.  I am not going to go forward with that.  It was interesting to look at and see, but it’s only 75 cfm and when we do our big work we want to run a 90 pound that would not handle it.  At some point we will have to replace our trailer mounted unit but we will do that at such time. 

Mr. Marrie asked, this is in the budget? Mr. Wynne replied, that’s correct.

Mr. Marrie stated, I meant to ask about the fuel system also. That’s in the budget? Mr. Wynne replied, yes.

PARKS AND RECREATION

Repair and refurbish – Parkview Pool Slide

Mr. Thomas stated, we need to repair and refurbish our slide at Parkview Pool.  I put a memo in everyone’s packet.   We really have not done much with it since 1999 which was when it opened up.  It’s in pretty bad shape. 

Mr. Marrie asked, I see you did do work through the Service Department? Mr. Thomas replied, two years ago we fixed the structure underneath.  This is the fiberglass, the actual slide.  What you are referring to is the metal structure.  We really need to do this.  It’s a safety issue. 

Mr. Jerome stated, it’s a lot of money.  I am all for fixing up the slide.  What I don’t understand is the slip resistant tape.  It’s $6,500 to do that?  They are not replacing the whole step, they are just taking them off? Mr. Thomas replied, that’s correct. They have to get everything cleaned up on the steps before they put new on it.  It takes time.  It’s a big job.  I will give you a picture of it right here.

Mr. Jerome asked, is this the only company around? Mr. Thomas stated, that specialize in this.  That is correct.  This is a specialized company that does this.  They are very good. We have worked with them.  O.P. Aquatics is our pool person.

Mr. Marrie asked, do you know of everyone else that has had this done by them? Mr. Thomas replied, I can find out. Mr. Marrie stated, I think that would be worth it.

Mr. Jerome asked, this lasted 15 years, is there a better product? Mr. Thomas replied, we have not done anything to that slide.

Mr. Marrie stated, I am assuming this is not in the budget? Mr. Wynne replied, it is not in the budget, no.  Mr. Marrie stated, Bill, you are going to have to do some begging.

BUILDING DEPARTMENT:

Electrical System for The Grove Ampitheatre

Mr. Marrelli stated, we opened the base electrical bid for The Grove.  Shannon Electric came in the lowest at $37,700. Our landscape architect reviewed the bids and on the 3rd page of the memo, he mentions a contingency amount of $2,250 in case we run into debris and soil like we did with the restrooms.   We had them account for that. The base bid then comes in to $39,989.  That $39,900 will get us through Phase 1, the base bid which gives us power to the panels and receptacles to the stage. If we go with Alternate 1 which is more trenching and the bollard lights which will get all the trenching done out to the pool, if we can get an additional $11,500, then we will have used our $75,000 budget and we would have completed the alternate and Phase 1 which would be everything but putting lights in the trees and the towers.

Mr. Delguyd asked, so it’s basically all of Phase 1 and part of Phase 2? Ms. Wolgamuth stated, things kept changing as we went along.

Mr. Marrie stated, we talked about it as being Phase 1 Mr. Marrelli stated, the deal is once guys out there are trenching and making ditches, I would like them to finish the ditches instead of coming back next year and tearing the place up again.   We are $11,000 away from that. Ms. Wolgamuth stated, we are $13,000 away from it with the contingency of $2,200.

Mr. Marrelli stated, we are so close. For another $13,000 we can finish it.  We will have all the trenching done so the Service guys don’t have to go in there and replant stuff and clean up.

Mr. Jerome stated, I have been saying that ever since we started looking at this. We want to do as much as we can now to avoid having to keep going back.

Mr. Marrie stated, makes sense to me.  Ron, we are okay dollar-wise? Mr. Wynne replied, yes.

Mr. Dinardo asked, John when they trench, are they going to be pushing it through a sprinkler line? Mr. Marrelli replied, you mean a boar? Mr. Dinardo stated, yes.  Just so we are not disrupting it so much. We have these events coming up fairly quickly.  It’s going to take a while.

Mr. Marrelli replied, we have a 35 day window to get this done. Mr. Jerome stated, I would imagine they would do it that way. Mr. Metzung stated, they will have a hoe. Mr. Marrelli stated, or they will use a ditch witch because they are only running one inch conduits down the path.  Once they get going, I would rather have them out there and keep going.  Mr. Dinardo agreed. Mr. Marrie stated, I agree.

Mr. Marrie asked, so what’s our total? Ms. Wolgamuth replied, that would be our second option. Mr. Marrelli stated, base bid and alternate 1 which ends up being $65,245.

Ms. Wolgamuth asked, do we amend the budget now? Mr. Wynne replied, we do catch up at the end of the year.

Ms. Wolgamuth asked, so all we would have to do is have approval of the $65,000 tonight? Mr. Wynne replied, right.

Mr. Marrie asked, and you will just pick it up at the end of the year then?  Mr. Wynne replied, right.  John, will there be any engineer fees? Mr. Marrelli replied, no we are not going to have Hovanscek out there watching them.  It’s going to be all open trench. It’s not that long anyways.

FINANCE DEPARTMENT:

Sanitary Sewer Engineer Fee

Mr. Wynne stated, I did not request these on here.  Mr. Jerome, you have questions?

Mr. Jerome stated, Ron Dinardo and I have been talking about this for a while. We want more of a schedule. We talked a little about what money is put into it, what money is spent every year and we want to see if there is a 5 year plan of what they think is going to have to be spent. We have been talking about the fact that it seems like maybe there’s more money in this fund than needs to be.

Mr. Dinardo stated, I think we want to make sure that any money in surplus is used for Mayfield Village. Mr. Metzung replied, it has to be.

Mr. Dinardo stated, we want to make sure that the money coming in, what is it being spent on?

Mr. Jerome stated, and if the piggy bank is getting so big, maybe it can be reduced.

Mr. Metzung replied, I don’t know that it’s grown expedentially.  There are some projects that need to be looked at.  You want to be somewhat careful on that piggy bank because if something goes awry, a sewer collapses or something, that’s for that.

Mr. Marrie stated, I would not worry about having a fat piggy bank for a while. 

Mr. Metzung stated, we do use that money for things that are outside our contract with them, such as storm work that comes out of the account. Mr. Jerome stated, that’s fine.  That’s great.  I did not know that.

Mr. Wynne stated, right now with the Mayor and Department Heads, we are working on a five year capital budget. We are going to take our time doing it.  It’s going to be thorough.  Any projects that involve use of this money will be identified on that budget. The rest basically is just a rainy day fund in the event anything catastrophic happens that we have money to handle it.

Mr. Jerome stated, that sounds fair.  It seems the past 5-6 years the bill for the sewer department was like $500,000.  I thought you said maybe we were bringing in $700,000-800,000 a year. Mr. Wynne stated, our balance is pushing a million bucks. Mr. Jerome stated, but if it is used for other stuff, that’s great. We need money for that kind of stuff. That’s fine then.

Mr. Metzung stated, the County is after us on Joyce Road and Lander to do a joint project. Mr. Jerome stated, that makes sense then. Mr. Marrie added, that’s why you need a cushion on it then.

Mr. Dinardo asked, it keeps building, whatever you have, until you find a project? Mr. Metzung replied, yes. But it is a maintenance project.  It’s not build a new sewer, it’s a maintenance. Mr. Marrie added, or a catastrophe of some kind.

Mr. Wynne stated, the Department of Public Works have a history of repair needs in a lot of communities. We don’t set the rate. They set the rate based upon their experience and what they feel a municipality should have in the bank in the event there is something catastrophic.  Once they feel there is enough built in it, they decide to reduce the rates.

Mr. Jerome stated, at the end of the day, it is our money. They are thorough looking for reports of sections that have been cleaned and cameraed and repaired and all that.  Makes sense.

Street Light Tax

Mr. Jerome stated, I know this is one of those things where, well this is how it has always been done so why am I questioning it.  I want to see what everyone else’s thoughts were. To me, the street light tax does not seem like a fair tax because people that don’t have street lights are paying towards it.  Like me, I don’t have street lights, but I have my lights on at night because I don’t have any street lights. My street is very dark.  That does not say that I need street lights, but it seems like an archaic odd way to charge everyone the same if they are not getting what they are putting in and what they are putting out.

Mr. Wynne replied, in August, when the assessment is up for review by Council as to whether or not you want to pass it again, it can be discussed on the floor.

Mr. Jerome asked, so bring it up then? Mr. Wynne replied, yes, this is not the place for it. Mr. Jerome stated, it’s just something I have thought about for years.

Mr. Wynne clarified, it’s not specifically about the street light that might happen to be in front of your house. From the streetlights, you get the benefit throughout the whole community as you are driving around.

Mr. Jerome stated, we talked about this a month ago.  It makes sense.  I was talking to someone from North Olmsted and they don’t do assessments. They just pay it out of their fund.  It’s something we can look at then.

Mr. Marrie stated, we can discuss it again in August.

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, June 2, 2014 in the Main Conference Room of the Mayfield Village Civic Center.

Respectfully submitted,

Mary E. Betsa, Clerk of Council