Safety & Service-December 5th 2016

MINUTES OF THE SAFETY AND SERVICE COMMITTEE
Main Conference Room – Mayfield Village Civic Center
Monday, December 5, 2016 - 7:00 p.m.

The Safety and Service Committee met on Monday, December 5, 2016 in the Main Conference Room at the Mayfield Village Civic Center.  Chairman Marrie presided and called the meeting to order at 7:00 p.m.

ROLL CALL:          

Present: Mr. Thomas J. Marrie (Chairman), Mrs. Patsy Mills (Council Representative)

Also Present: Mayor Bodnar, Mr. Wynne, Mr. Diemert, Chief Carcioppolo, Chief Edelman, Mr. Thomas, Ms. Wolgamuth, and Mrs. Betsa

Absent: Mr. Jerome and Dr. Parker

FIRE DEPARTMENT:

  • Formation of Heights-Hillcrest Technical Rescue Team for Special Rescue Services

Chief Carcioppolo reported, this basically re-establishes the working arrangement that has been in place for approximately the last 15 years.  Mayfield Village has been supporting the Hillcrest Technical Rescue Team for all these years financially and Mayfield Heights has been the fiduciary agent for that.  The services we provide are all services that are highly technical.  Mayfield Village couldn’t support those on an individual basis because there’s just too many requirements and too much training for us to comply with as well as our staffing doesn’t really give us the opportunity to provide those services, so the Regional Team is the only way that we can provide those.  It’s a collaborative effort.

This Agreement basically re-establishes what we have been doing for all these years.  It’s also inclusive of the Heights area departments. This is 14 community departments that would all be agreeing to this contract agreement and the terms that are referred to in the agreement. That’s why we need to do it.

Chairman Marrie stated, I agree.  There’s no problem as far as I am concerned. I think it’s a wonderful thing.  I didn’t know South Euclid and University Heights were in this group.  I always thought it was just Highland Heights and Mayfield Heights.

Chief Carcioppolo replied, the Hillcrest Technical Rescue Team was originally started to share the use of an air trailer and air truck so that we could bring it to the scene of an emergency.  That was Mayfield Village, Mayfield Heights, Highland Heights, Lyndhurst, Richmond Heights, Beachwood, Gates Mills and Pepper Pike.  Willoughby Hills ended up joining with us because we neighbor them and they wanted to be a part of our team because it was robust and operational.

Cleveland Heights, Shaker Heights, University Heights, South Euclid and Euclid made up the Heights area region.  They were duplicating everything that we have had. We have been doing joint training with them for approximately the last 6 to 8 years.  The concept was explored a few years ago but there were obstacles in the way that prohibited all of us joining into one team at that time. Since then, the concept was re-explored because there is operational efficiencies if we are all functioning under the same policy structure and same SOP’s and we wouldn’t be duplicating equipment so we would not be buying a technical rescue truck for the Heights area and an additional one in the Hillcrest area.  With discovering that the Shared Services Agreement was never formally executed back in the beginning of the early 2000’s, it was a perfect time to get one that articulated what we are doing now and put it in place.  That’s why it’s here.

Chairman Marrie stated, the reason I questioned it is I had read that University Heights, South Euclid and Shaker had their own.

Chief Carcioppolo replied, yes.  They were called the Heights Area Special Rescue Team and we were always called the Hillcrest Technical Rescue Team.

Chairman Marrie asked, so it’s just a merger of the two?

Chief Carcioppolo replied, we are combining both of them and we are identifying the shared services in a contractual form, similar to what we have been doing, but this encompasses all of that.  It’s basically representative of approximately 25% of the Cuyahoga County Fire Departments.

Mrs. Mills asked, are the other communities doing the same with the contract?

Chief Carcioppolo replied, everyone’s going through the process of getting Council approval right now.  Once that’s all complete then they will pass around the final document for final execution with the Mayor and Council President.

Chairman Marrie asked, everyone shares costs?

Chief Carcioppolo replied, yes.  We have been paying $5,000 a year for the technical rescue team.  We pay the same next year in 2017.  In 2018, it would go up to $5,200.  It would cap out at $6,000.  There’s a $200 increase per year until we get to $6,000 which would be in the year 2022 because to balance all of the departments out, some were paying $12,000 and some were paying $2,400.  This makes it all even.

Chairman Marrie asked, was that based on size only?

Chief Carcioppolo replied, I don’t know how the Heights area was.  The Hillcrest area always paid $5,000.  Each city paid the same amount.  The Heights area had different scales.

Chairman Marrie stated, I think it’s a wonderful idea.  Any questions?

Mr. Wynne asked, do you have one Law Director to quarterback this whole thing?

Chief Carcioppolo replied, Shaker Heights’ Law Department drafted the document.  He has been the one that has been drafting any changes.  When he was done with that, they pushed it out and we gave it to all of our respective law departments to review for commentary.  Shaker Heights would end up being the fiduciary agent for the team.  I gave Mark the contact information for Shaker’s Law Department.  The final draft of this contract came out November 7th.  It has already been approved by several of the communities involved.  It’s going through the final processes with a lot of them right now.  Part of it was we needed something because we were functioning under something that didn’t exist.

Chairman Marrie stated, thank you.  Any other questions?

There were none.

Chairman Marrie stated, let’s pass it on to Finance.  I think it’s a winner.

POLICE DEPARTMENT:

  • 911 Cellular Services, LLC

Chief Edelman reported, this was a software product that was developed by one of our residents.  I have known Chad Salashour for a number of years and he has a company that actually develops safety software for police and fire. This is a unique product.  It goes along with what we have been working on over the years to try to keep our dispatch in Mayfield Village.  I think this is going to go a long way with that effort.  It’s a smartphone app for Android and Apple products that will give you an icon on your smart phone that if you have an emergency, whether it’s police, fire, EMS, you tap the app and it sends a phone call to the dispatch center in Mayfield Village that says I need help and it connects you with our dispatch center.  It does not go to CECOMS like a 911 call does.  The unique thing about it is it will give your complete geolocation, longitude, latitude and the actual building, room and floor that you are in.

Chairman Marrie stated, I read that.  That amazed me.

Chief Edelman agreed. It’s very unique.  We have demo’ d the product and it’s unbelievable how it works.  It’s all done through a satellite locator.  When you call dispatch, a screen comes up on the dispatcher’s computer that has the caller’s information, any medical history that they want to put in to the system and a map, like a google map.  It will show the location of the person and it will give their coordinates.  They have a flashing icon.  If a person is moving, like if they are traveling along 271, every three seconds that flashing icon will move right along with that person.  So if someone is having trouble on the freeway, that flashing icon will move right along with wherever that person’s cellphone is.  Even if they leave Mayfield Village, once it captures that person’s cellphone, it goes with them wherever they are.  So if they leave Mayfield Village and they are heading north, our dispatcher can contact the next agency and say, hey, this person’s in trouble, we need to get them some help, this is where they are right now.

The software would be hosted in Mayfield Village at our dispatch center.  It is free to whoever wants to download the app.  The cost for us is $6,000 a year plus the support fee.  I wish Chad could have been here tonight.  I know he’s traveling.  If Council would like to speak with him directly, he said he would be more than happy to come and talk to Council at the December 19th meeting.

Chairman Marrie stated, I think it might be a good idea to have him show up at the Council meeting and just give a little presentation for the people that might be at the Council meeting.  Patsy, what do you think?  Do you think it might help?

Mrs. Mills stated, like I said to the Chief before the meeting, there have been citizens that don’t understand the technology today like everybody.  They think if they call 911, everything is taken care of which is not true.

Chief Edelman stated, let’s review what we all know about 911.  If you call 911 from a cellphone, what happens?  It goes to CECOMS.

Chairman Marrie stated, I will be honest with you.  I always thought when you did it before we were told about that that it went right to our dispatchers.  I think a lot of people do.

Chief Edelman asked Chief Carcioppolo, how long does it take CECOMS to redirect that phone call?

Chief Carcioppolo replied, anywhere from 1-2 minutes.

Chief Edelman stated, with this technology, the phone call would go right to Mayfield Village dispatch.  That’s through the app.  If you call from a landline, it does not use this technology.  It still comes through the 911 system and it comes to us.

Chairman Marrie stated, I think it would be a good idea to have him here.  It doesn’t have to go into great detail.  I think pointing out the big fact that this is going to be local to local.  It’s going to be our people answering the phone.  I remember when we talked about this before when we were in Bedford, there were some questions about, they don’t know anything about the Village. We have a person outside the Village answering the phone.

Chief Edelman stated, that’s always been a concern.

Mrs. Mills asked, what about the other communities?  How are they set up?

Chief Edelman replied, that’s a whole other thing.

Mrs. Mills replied, that’s not your problem, but that question could come up.

Chief Edelman replied, this is something unique to Mayfield Village. The other communities aren’t even considering this at this point.

Mrs. Mills stated, we all know at this table that Mayfield Village is the leader on everything.  We do it before, not after.

Chairman Marrie stated, let’s pass this on to Finance.

Mr. Wynne asked, what if a resident has the app and let’s say they are in Mentor?

Chief Edelman replied, if they are outside of Mayfield Village and they hit the icon it will go to wherever the closest PSAP is.  Even if they are in California and they tap the icon, it will go to wherever the closest PSAP is to their phone.

Chairman Marrie asked, just an off the wall question, does he get this kind of thing patented?

Chief Edelman replied, it is patented. He can talk to you about that.

Chairman Marrie asked, any other questions?

There were none.

Chairman Marrie stated, we will pass this on to Finance.

SERVICE DEPARTMENT:

Chairman Marrie stated, Doug is tied up in the other meeting, so Mary Beth is going to report on the Service Department items.

Mrs. Betsa stated, Doug will be reporting on these items in further detail at the Finance Committee meeting.

  • Tree lawn trimming along Aintree Park, Hunt Circle and Wildwood Trail

Tree lawn trimming is an annual item.

  • PIPE program under MS4 Storm Water Permit (provided by Cuyahoga Soil and Water)

The Law Department will be preparing legislation for the Memorandum of Understanding on this item.

  • Cloud Based Tracking Software for service requests, building/fleet maintenance and GIS mapping.

Doug will be going into further detail on this item at Finance.

ANY OTHER MATTERS

Chairman Marrie asked, any other matters?

There being no further business, the meeting adjourned at 7:15 p.m.