Safety & Service - April 4th 2016
MINUTES OF THE SAFETY AND SERVICE COMMITTEE
Main Conference Room – Mayfield Village Civic Center
Monday, April 4, 2016 - 7:00 p.m.
The Safety and Service Committee met on Monday, April 4, 2016 in the Main Conference Room of the Mayfield Village Civic Center. Chairman Marrie called the meeting to order at 7:00 p.m.
Present: Mr. Jerome, Mr. Marrie and Dr. Parker (7:25)
Also Present: Mrs. Mills, Mr. Williams, Mr. Saponaro, Mr. Marquardt (7:10), Mayor Bodnar, Mr. Wynne, Mr. Metzung, Chief Carcioppolo, Lieutenant Jablonski, Mr. Cappello, Mr. Thomas, Mr. Esborn, Ms. Wolgamuth, and Mrs. Betsa
- Community Room Rental Policy
Ms. Wolgamuth reported, the Community Room project is still on schedule. We are planning on moving Donna Heath over to this building on April 15th. The old building is coming down on May 1st. What I gave you in packets was the rental application we have been working on for a few months. I am looking for any feedback if anyone has commentary.
Chairman Marrie stated, the rates which you have in there are the same as the others versus the residents. I am just wondering why. If you feel we need more money, like the residents paying $200, I have no problem. Why don’t we make the non-residents pay $250? I don’t feel the non-residents should be renting at the same cost as the residents who are paying taxes.
Chairman Marrie stated, the smoking, I am not a smoker, so it’s not a big deal, but shouldn’t you have a designated area or could you have a designated area?
Ms. Wolgamuth replied, we probably could.
Chairman Marrie stated, someone is going to be smoking. Just a thought.
Mr. Saponaro asked, outside?
Chairman Marrie replied, absolutely.
Mr. Thomas replied, we have that problem here where they smoke at the front entrance of the Civic Center. There’s butts everywhere. It says not on the property. Go on the sidewalk by Wilson Mills Road.
Chairman Marrie stated, just a designated area. It might save some problems.
Ms. Wolgamuth stated, we talked about having it by the garbage cans and putting a butt dispenser there.
Chairman Marrie stated, in the permit application, we list other things. Should we list the maximum number of people on the actual application? It’s in the area of number of guests. It says 75 people.
Ms. Wolgamuth stated, it is in the rules, but I see what you are saying. Put it up there too.
Chairman Marrie asked, there’s no extra fee or charge on the extra items?
Ms. Wolgamuth replied, right.
Chairman Marrie asked about the gambling. It says check with your attorney. I would have him sign off on it and make him responsible for it if he says it’s not gambling so you are not cited.
Chairman Marrie stated, on #9 it says they have to have a proper permit if they are going to sell liquor. You might want to put in that the permit has to be presented to the officer who is there. It puts a little teeth in it.
Mr. Saponaro stated, for the amount of money that we are spending for the FFE, $150 to $200 seems like a low deposit for damage. If a table gets damaged, it’s certainly going to be more than that. That leads into the next thing. We want to make sure they have insurance. If I wanted to rent it, I could call my insurance agent and say I am going to rent this for a day. They put it on for the day. They charge me whatever minimal amount they charge me and I am covered. It’s not a hard thing to do. You can go through your homeowner’s insurance. From a risk standpoint, insurance needs to be a part of it. Going back to the damage deposit, it seems like $200 is low too.
Ms. Wolgamuth stated, we went back and forth on the amount a lot. That’s where we ended up.
Mr. Saponaro stated, on the application itself, I would put in under the caterer that on-site cooking is prohibited. It’s a warming kitchen only. I would also put the room they are going to rent. Room A is the entire meeting space, room B is the large room only and room C would be the small room only so that you and everyone knows what they are going to be renting. Plus we are having part-time people coordinate it so they will need to understand what they are actually getting here. So if I rent out the small room, does that mean I automatically can use the kitchen, etc.?
Ms. Wolgamuth asked, what if they are only getting the small room? Does that mean they should be paying less rent? We are only going to rent one event at a time. Even if they have the small room, they are still paying the same thing.
Mr. Saponaro stated, I would require a Certificate of Insurance because if someone gets hurt or you have the caterer there, what if something happens? They have to be covered if someone gets hurt.
Mr. Saponaro stated, in the rules and regulations, we use facility, premises, community room. I would do it consistent or define them. However you want to do it. The caterer should have a vendor’s license that allows them to cater and bring it on-site. Most caterers are going to have a vendor’s license. You just want to make sure they are covered with insurance.
Mr. Saponaro asked, are we doing a damage check-in, check-out procedure and an inventory?
Ms. Wolgamuth stated, the employee will be filling out the sheet and reporting it. The employee will be there through the whole event also.
Mr. Saponaro asked, will the renter sign it?
Ms. Wolgamuth replied, they sign the checklist as they leave. The employee goes through and then signs off.
Mr. Saponaro asked under the decoration item, I would tell them what they can use only because they won’t know. If they can use the tacky putty you can put on and pull off, that’s fine, but I don’t know.
Ms. Wolgamuth stated, we have used that here and sometimes it stains on the wall.
Mr. Saponaro stated, if you want them to be free-standing, make it free-standing. I would cut to the chase and not allow anything on the walls no matter how it is affixed.
Mr. Saponaro stated, with regard to (f), not bringing in anything like their own tables and chairs, are we allowing them to bring in other equipment?
Ms. Wolgamuth replied, items that are part of their party.
Mr. Saponaro stated, I would distinguish it.
Ms. Wolgamuth stated, like personal property.
Mr. Saponaro stated, personal property not otherwise listed here. Something along the lines where they can distinguish between what is prohibited and allowed, and that you bring it in at your own risk.
Mr. Saponaro stated, under the indemnity section, I would have them indemnify, defend and hold us harmless. We want them to pay for our attorneys if we get sued for whatever reason.
Mr. Saponaro stated, on the last part here, this is a clean and this is a red-lined, but this is the revised proposed one?
Ms. Wolgamuth replied, this is the revised proposed one.
Mr. Saponaro stated, the first one came through as clean and then it came through as the red-lined.
Mr. Jerome asked about the need for a part-time employee. I don’t know if we all feel we will need that or what it is going to cost. We talked about raising the rate from $150 to $200 more or less because the facility is that much better than what is there now. I am not opposed to it but I don’t know if $200 is good enough but maybe there’s some kind of cut-off where Friday and Saturday night they will be there for 6-7 hours, maybe charge $250. If you are paying a part-time employee for 6 to 7 hours as opposed to someone who has a Sunday party and it’s 3 to 4 hours, it’s going to turn into a lot of money. We should get some figures on that.
Ms. Wolgamuth replied, the theory was there is a Service Department part-time skilled and the range is $11-18 an hour depending on who we get and what we decide to pay them. It is hard. Some parties are going to be longer than others. We didn’t set it up to do a rental by time because say we just rent to someone for 4 hours, that doesn’t mean we are going to be able to rent to someone else. That’s why we ended up with a flat rate.
Mr. Jerome stated, we looked at all the other communities and even $200 seems to be still pretty low. Some of them have time limits. I would think especially Friday and Saturday if you are going to do a bigger event, you are going to be able to put forward a little more money. But I know we wouldn’t rent it out for two different events in one day. But if you are going to have a party that’s over 5-6 hours, it’s costing us $70 at least. There should be some kind of a cut-off time where you charge more for over 6 hours.
Mayor Bodnar stated, you mentioned the one day insurance rider. I just pulled a rider for a room at St. Francis. Just for point of reference, it was $50 for the party. That was without alcohol.
Chairman Marrie asked, anything else? There was no further comment.
- Civic Center Parking Lot Lighting
Mr. Marrelli reported, the west end of the parking lot, by the west drive, we don’t have any coverage back there other than a streetlight. Our initial lighting plan called for one or two poles back there. Tom put a drawing together with a heavy duty pole with three heads on it that will cover the driveway, the west parking lot and towards Heinen’s. We got a price of $8,700 to wire and install it. If you are up for it, I can go ahead and get that last piece in.
Chairman Marrie stated, I think it’s a great idea. If you go out there, it’s black.
Mr. Marrelli stated, that will finish it off.
Chairman Marrie stated, we have gone this far.
Mr. Saponaro stated, it’s a safety issue.
Chairman Marrie agreed.
Mr. Marrelli stated, we were picking away at it a little at a time.
Chairman Marrie stated, we will move this on to Finance.
- ODOT Project (271 overpass bridge/Wilson Mills)
Mr. Saponaro stated, this project came about a couple of years ago. I spoke with Mark Carpenter, the engineer for ODOT. We are playing telephone tag right now and I wasn’t here when this first came about. The question was and I sent an e-mail about the possibility of creating another lane and doing it at the appropriate time. It’s certainly a safety issue from a fire and police standpoint. We get a lot of traffic snarls in that area because of Progressive coming on and off the freeway. It would seem to me that this would be a good opportunity for us to deal with that piece.
Mr. Cappello stated, the project started about 2 years ago. The plans are done. They are selling it in July. I don’t believe they will stop the bridge project now. The work needed to widen the road can be done later. What they are going to do now is remove the outer bridges which are three span. When they did the dual/dual express lanes in the center, you will notice that they are steel bridges. They got rid of the outer bridge. Now it’s a two span bridge. If it was determined the need was there to add the third lane, the bridge is now going to accommodate that. You can then add the third lanes in the future.
Mr. Saponaro asked, so adding the third lane, is that something we would have to go to ODOT to do?
Mr. Cappello replied, it’s a County road. You would probably work with the County. Part of the recommendations were to add the northbound on-ramp and the southbound on-ramp a second lane. You know how some of these freeways have two lanes and then they merge into a third? The plans would have to be reviewed by ODOT. Can this work be done later? Yes. Does it have to be done now? No.
Mr. Saponaro stated, I guess the question was, does it make more sense for it to be done at the same time because you are already disrupting traffic flow and things of that nature.
Mr. Cappello stated, there’s truth to that but the amount of disruption of the traffic flow is only going to be when they remove the center peers for the bridge and then the outer peers. They are going to maintain the one lane. That shouldn’t be a very long time. If you were going to be adding lanes, it would be a lot longer and means traffic. What you are saying is true. Can you do it now? Yes. But it wasn’t set up that way. Does it make sense? Sure. But when the bridges were planned, there was no outcry to expand with a third lane.
Mr. Saponaro stated, even if there was, it wouldn’t be an ODOT project anyways?
Mr. Cappello stated, you would have to talk with the County. It’s a County road. Would ODOT be involved? Sure. They would go back and forth between who funds what.
Chairman Marrie asked, would that hold the project up?
Mr. Cappello replied, yes. This is April. It would postpone it.
Chairman Marrie stated, I think your idea Joe for a third lane is a real winner if you have been there during rush hour. Maybe we can just start the plans now of adding it at a later date with the County.
Mr. Cappello replied, the work they are doing now, you will notice, next time you drive underneath it, once they remove those other bridges, it’s going to look like the inner bridges. The peers will be gone. There’s going to be new concrete. When you add the third lane, the sidewalk would have to move and things like that. That would happen if the need was presented. If the Village decides they want the third lane, they will go through that process.
Mr. Saponaro asked, we could still go through that and try to get funding for it?
Mr. Cappello replied, but it would be after this is done.
Mr. Saponaro asked, and it would not then undo any of the work that was done?
Mr. Cappello replied, a minor part of it. The stuff between the curb and the sidewalk now obviously you would have to take that out. It’s only those little sections under the bridge. It’s not like they are redoing the whole length. Where they are removing the old bridges now they are redoing the concrete there and putting protection down. Would some work have to be redone? Yes. But they are not tearing down a bridge or doing anything that’s crazy.
Mr. Metzung asked, is this part of the traffic study being done on Wilson Mills?
Mr. Cappello asked, the signal? No, it wasn’t. Back in 1994 there was a Wilson Mills corridor study done. There were near term improvements recommended and future improvements. The near term was adding left turn lanes at Lander, both sides north and south. We added the right dedicated turn lane on Wilson Mills when you get off of 271 to Alpha. We extended the same thing on the other side from Progressive Drive to the southbound on-ramp. We got rid of a lot of the median. There was more concrete median between those freeway ramps and before you could turn left into Progressive. We removed that. Those were the improvements we did. There were other ones as far as traffic signal modifications. This study was done when the Front Row was still around. When they redid Home Depot/Builder’s Square, they aligned the driveway with Joyce. They prohibited left turns out of Worton Park. They did all that near term and then what they considered further out was adding the third lanes on Wilson Mills and widening the on-ramps.
Mr. Saponaro stated the reason I brought it up is it was brought to my attention. I see accidents and near misses constantly because people are stacked up. The lane stacks all the way back to the light. People want to go straight. Some people try to go straight but people are in the right lane going into the middle lane so they can get over and then you have accidents. It’s an issue. I guess from a safety standpoint, it doesn’t hurt to have the conversation with ODOT. Nothing stops anything. We should have a conversation. We should find out what this entails and how long it takes and maybe do a traffic study.
Mr. Cappello stated, I don’t know if we need another traffic study. We had a traffic study done. The police and fire department would probably be able to give you a better idea how many accidents.
Mr. Jerome stated, that was 20 years ago. We have grown with employees in Mayfield Village in population during the day. It’s only gotten worse.
Mr. Cappello stated, it was designed for a 20-year projection.
Mr. Jerome stated, we are at it.
Mr. Cappello stated, I have driven through there. Yes, it’s a little hairy during rush hour. Whatever you guys want to do.
Chairman Marrie stated, start looking into it then. Any other questions? There were none.
- Audible Pedestrian Signal Design at SOM Center Road and Aintree/Wilson Mills
Mr. Cappello stated, TMS Engineers gave us a proposal to modify the signals at Wilson Mills and SOM and SOM and Aintree and Seneca because of a person who is visually impaired. The audible signals help them know when to cross. This is additional work to modify the signals we just put in. At that time, there was no request for the audible.
Chairman Marrie stated, the Chief recommended this too safety-wise. Lieutenant, do you have any comments?
Lieutenant Jablonski stated, this was brought to our attention by a resident. That’s how it initiated.
Mr. Cappello stated what we are going to end up doing is we passed last month the Sandalwood signal at SOM. Via that proposal, he was going to automatically do the audible for that.
Mr. Saponaro asked, TMS?
Mr. Cappello stated, his proposal includes doing the audible there. What we are going to end up doing here if we pass this, he’s holding off the design on that. Once we pass this, we are going to do all three signals at once. Bid them as one package. It makes sense to do that.
Chairman Marrie asked, so you are saying we should approve this and then we will go to the other and do the two?
Mr. Cappello replied, if we approve this, he is going to go ahead and do all three. The one at Sandalwood is already approved.
Chairman Marrie asked, any other questions?
Mayor Bodnar asked, Joe, in that project, can you give to Tom your contact information for Mark Carpenter?
Mr. Saponaro replied, I know Mark. It’s on the September 5, 2013 letter. He’s the one that signed it. He talks about, Dear Property Owner, in his letter. It was sent to us.
Mr. Cappello asked, that was part of this job?
Mr. Saponaro replied, yes, 2013.
PARKS & RECREATION:
- Resurface Interior and Exterior of Pool Slide
Mr. Thomas reported, the three items you have down here are all safety issues for us. We started a systematic maintenance program for our slide. The water slide has been in since 1999. We have done very little over the years other than some of our Service Department and our college kids putting some time in. We were approached by Slide Renu a couple years ago. That’s their expertise in this area. We started last year with a maintenance plan which was $16,000 on repairing the seals and repairing non-skid tape and different things like that. This year we want to continue that maintenance plan with resurfacing the interior and exterior part of the whole body slide. That’s $31,482.
- Parkview Pool Filtration/Heater Room
Mr. Thomas reported, this is really a couple projects in one. You saw the picture that I put in. This is the sand filters and the corrosion. This is again 18 years of using that same filtration system and we need to get rid of them this year. We are hoping we can get through this season with them and then replace them when the season ends on August 14th.
Chairman Marrie asked, they are never cleaned?
Mr. Thomas replied, there is an element in there. Again, it’s over time. We have gotten to life expectancies for these. For 18 years we have done pretty well. They are due. Part of the other project is that it has been strongly recommended that we take our boiler system that we have and move that out into a separate building. We will double the life expectancy of our boiler system. What we did was we did an informal bid with three architects. I hope everyone read the packet that we put together. The bottom line is Ed Parker regardless of whether he is a Village resident or not, came in at $22,100 and the closest bid was almost a thousand dollars difference. The other company declined doing it because they felt for whatever reason, John, it was a liability issue he had?
Mr. Marrelli replied, yes, I think so.
Mr. Thomas stated, by having this architect, they would coordinate this entire project including the sand filters, the heater and all the pipes, electrical plumbing, everything, under one individual.
Chairman Marrie asked, are there any questions?
Mr. Jerome stated, I have a question on the pool slide. I know we kind of talked about this with the caulking. There’s no other companies that do this? Have you reached out to other municipalities that have pools?
Mr. Thomas replied, Slide Renu is the leader in the field. There are very few that do this.
Mr. Jerome stated, I understand they specialize in it, but it’s a lot of money.
Mr. Thomas replied, they do a good job.
Mr. Jerome stated, I understand it’s 16 years old, I just don’t know what other municipalities have done.
Mr. Thomas stated, 18 years old.
Mr. Jerome continued, if they had the same problem at 18 years and had to go through this process.
Mr. Thomas stated, if you want me to do further research on it, I can.
Mr. Jerome stated, a lot of communities have pool slides. I just want to know.
Mr. Wynne stated, along those same lines, I know we are not supposed to be talking about finances at this meeting, but it’s over $25,000.
Mr. Thomas stated, so we have to go out to bid.
Mr. Wynne stated, you are supposed to. Unless it’s something specialized. You will have to talk to the Law Department.
Mr. Thomas stated, I will report back.
Mr. Jerome stated, I know you set a lot of stuff up.
Mr. Thomas stated, right now we have them lined up if it is approved they are going to start the work on May 9th.
Mr. Jerome stated, just a little more information because it’s a good amount of money.
Mr. Thomas replied, okay.
Chairman Marrie asked, any other questions? There were none.
- Diving Boards for Parkview Pool
Mr. Thomas stated, these need to be replaced. These are the same ones we have had. They are losing their adhesiveness, a lot of spring and everything else. The bottom line is we need to get new diving boards.
Chairman Marrie asked, any questions? There were none. We will move this on to Finance.
- Six X26P CEW’s, six holsters, two cases of cartridges, one case of batteries XPPM and data download kit
Lieutenant Jablonski reported, we are requesting six new X26P CEW’s for our tasers. Our existing tasers are about 12 years old. The initial package was bought in 2003. This is better technology. It’s safer. It’s the latest and greatest thing. These are aging and are breaking down all the time. It would make sense to upgrade at this time. These are all digital tasers. The old ones were analog. They were harder to keep track of. These are able to track much better. They use less battery life. It’s a much better product and is safer.
Chairman Marrie asked, do you just scrap the old ones or trade them in?
Lieutenant Jablonski replied, they give us a small trade-in. The old ones are pretty much useless at this point.
Mr. Jerome asked, how long are these thing used? A couple times a month?
Lieutenant Jablonski replied, our officers will spark them at the beginning of every shift.
Mr. Jerome asked, to test and make sure they are ready?
Lieutenant Jablonski replied, to test and make sure they are working properly.
- Body-worn cameras
Lieutenant Jablonski reported, in today’s society, everyone’s going with these. We looked at these and thought it was time to go with this. We went with Custom Products. Custom currently is the manufacturer of our in-car video. It’s a seamless transition. We can use our current hard drive. The body cams will download on to our existing software. It doesn’t cost us any more money.
Chairman Marrie asked, and you are very satisfied with them now?
Lieutenant Jablonski replied, it’s a very good product.
- MARCS portable radios
Lieutenant Jablonski reported, these radios replace our existing portables which are again about 12 years old. They are constantly breaking down. They are past their life. Also on these radios it gives us the opportunity to transfer between 400 band and 800 band radio. The new 800 band radios gives us the chance to talk better at this point with our Fire Department. It’s a better radio system. We can transmit inside our school. We have a hard time now with the 400 band radio inside the schools. The 800 band radios are much better. This gives us a perfect time to transition.
Chief Carcioppolo stated, the Fire Department switched to digital 800 megahurst radio systems.
Chairman Marrie stated, so it’s kind of tongue in groove for the both of you then?
Lieutenant Jablonski replied, yes. The entire area is eventually going to be going to the 800 band radio. It’s time to do that now.
Dr. Parker asked, what will we do with the old radios?
Lieutenant Jablonski replied, they are giving us a trade in.
Chief Carcioppolo stated, they are digital. They are basically like computers. They have a life expectancy. The Fire Department is currently using ones that came off of a grant in 2008. Those are getting to the end of their life. They can’t be reflashed which is like updating the software in there. In a few years we are also going to have to replace our radio fleet to something like what they are going with now. That’s just an fyi for everyone to know.
Lieutenant Jablonski stated, currently when our guys leave when they have a portable radio on them they have to take a second radio with them to have the 800 band. It can be a real problem. If you are doing a job at the high school, you have to take a MARCs 800 radio because you can’t broadcast outside of the school. If there’s an emergency at the school, we can’t communicate with dispatch. It’s just the way the building is designed.
Chairman Marrie asked, any questions?
Mr. Jerome asked, you said we got a grant? We can’t go for a grant with these or did we try?
Chief Carcioppolo replied, originally we did in 2008. Because of that, I don’t believe we are able to get another grant. Our municipality is not allowed to get another grant for those radios for 10 years.
Mr. Jerome asked, how long have you had yours?
Chairman Marrie replied, 8 years.
Chief Carcioppolo added, 2008.
Mr. Jerome asked, do you think they could wait two more years and then go for the grant?
Chief Carcioppolo stated, the fire service will be going for a grant.
Dr. Parker asked, can’t you both do it together for a grant?
Chief Carcioppolo replied, I think they need to do it now because right now we don’t have the ability for us to talk to them on the radios. It’s all basically face to face.
Lieutenant Jablonski replied, we have been patching together for quite a while now.
Chairman Marrie stated, two more years would just put you in real deep trouble, I would think.
Mr. Jerome asked, why do we need 25 cameras and 25 radios?
Lieutenant Jablonski replied, that’s how many officers we have with a couple extras.
Mr. Jerome asked, so each officer would get their own body camera?
Lieutenant Jablonski replied, yes.
Mr. Jerome asked, the radio doesn’t get turned in at the end of their shift?
Lieutenant Jablonski replied, they all have their own radios also.
Mr. Jerome asked, they bring it home with them?
Lieutenant Jablonski replied, no, it stays at the station. Each guy has their own number.
Mr. Jerome asked, it’s not something you could switch off?
Lieutenant Jablonski replied, it’s programmed that way. They have their own number. Safety wise it shows up when they key the mic. We know which officer is keying the mic. It’s a safety issue.
Mr. Jerome asked, 25 officers? That’s including you, the Chief?
Lieutenant Jablonski replied, including part-time. Everybody.
Chairman Marrie asked, any other questions? There were none. This item will be moved on to Finance.
- Fertilization of Village-owned property in various locations
Mr. Metzung reported, this is for our non-sports properties. This will be an organic based fertilizer program. We currently are out for proposal from another vendor. Typically in the past the guy who brought this to the area was the only game in town. We have found at least one more. We are getting a price from him. I do not have anything for Finance for this but I will in two weeks.
Chairman Marrie asked, anything else?
Mr. Jerome asked, the gentleman on Glenview, who I talked to a couple times, I think what I am getting here is Mayfield Village is saying the tree was not damaged by any of the roadwork, any of the water main breaks wouldn’t be under us anyway.
Mr. Saponaro asked, can I interrupt? Your questions are well taken. You should put this on the agenda to talk about it or talk about it on the floor of Council. We are going to talk about it on the floor anyways. Everyone would want to participate in this conversation. Are you okay with that?
Mr. Jerome replied, yes, that’s fine.
Mr. Saponaro stated, just in the interest of time.
There being no further business, the meeting adjourned at 7:40 p.m. The next Safety and Service Committee meeting is scheduled for Monday, May 2, 2016 at 7:00 p.m. in the Main Conference Room at the Mayfield Village Civic Center.