Safety & Service: April 3rd 2017

MINUTES OF THE SAFETY AND SERVICE COMMITTEE
Main Conference Room – Mayfield Village Civic Center
Monday, April 3, 2017 - 7:15 p.m.

The Safety and Service Committee met on Monday, April 3, 2017 in the Main Conference Room at the Mayfield Village Civic Center.  Chairman Marrie presided and called the meeting to order at 7:15 p.m.

ROLL CALL:          

Present: Mr. Marrie, Mr. Jerome, and Mrs. Mills

Also Present: Mayor Bodnar, Mr. Jerome, Mr. Metzung, Chief Carcioppolo, Chief Edelman, Ms. Wolgamuth, Ms. Echt, and Mrs. Betsa

Absent: Dr. Parker

Chairman Marrie stated, we are very happy to see that the Recreation Department is here on time.  Danielle is here.

ADMINISTRATION:

  • Concrete Furnishings for Community Room patios

Ms. Wolgamuth stated, we all agree that we would like tables and chairs outside on the patio of the Community Room. We think concrete makes sense because it will match the pieces out there.   For the reasons I put in the memo, they won’t disappear.  They should wear very well.  We have been doing some looking.  These were the ones we came up with.  If we do 7 tables, 2 of them would be ADA tables and 6 concrete benches to put around the small circles, we are just under our budget number of $10,000.

Chairman Marrie stated, I was going to comment. How close. A $10,000 budget and you are at $9,999.44.

Ms. Wolgamuth stated, when I sent this to Ron, he wrote back and said, thank you for putting .56 cents in the General Fund.

Chairman Marrie stated, very good.  Any questions from anyone?

There were none.

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

SERVICE DEPARTMENT:

  • Solid Waste and Recycling Services (Bid Opening April 7, 2017)

Mr. Metzung reported, we will be opening the bids on Friday.  Hopefully we will get some good bids.  We had our pre-bid meeting.  Four vendors were there. All the major players.  We anticipating getting four bids.

Chairman Marrie asked, are you working with Highland?

Mr. Metzung replied, no. Highland is in the middle of a 5-year agreement with Kimble.  We actually looked at that with Kimble, whether or not we could piggyback with them, but it would not have made sense for them or us.

Chairman Marrie stated, fine.  Any other questions?

There were none.

  • Dude Solutions Tracking and GIS Software

Mr. Metzung stated, I am pretty excited about this.  This is a tracking software for all of our complaints and all of the work we do.  It’s a software program that logs everything.  It’s easy to make reports out of.  It can be sent out to the field immediately and someone in the field can immediately respond and fill it out in the field and it goes right back into the computer.  Also with that, there is a GIS component which is all the mappings you see today where you can click on a house and everything about that house comes up, where the sewer is, all the work we have done there, if there have been any flooding issues, anything you want to know about that house can be brought up instantly by clicking on that house.

Mrs. Mills asked, past history?

Mr. Metzung replied, yes.

Mrs. Mills stated, good.

Mr. Metzung stated, that then ties in with the first part, the 311 which will automatically tie into that GIS mapping.  GIS mapping is going to be really big for engineering.  Tommy anticipates using that a lot.  Also with that, we looking at a program that will be for facilities so any work we do on those facilities, it tracks it and keeps track of the cost per year, however you want it, to lay it out.  It keeps track of that.  Inside of that program is a fleet maintenance program that then keeps track of all of our trucks, cars and equipment.

Chairman Marrie stated, I am assuming you have nothing like that right now.

Mr. Metzung replied, no.

Chairman Marrie asked, what do you do for logging in and keeping records?

Mr. Metzung replied, right now we do have Filemaker that we use.  If we input everything into it, it’s difficult to get reports out of it.  That’s why we are not giant fans of it.  The Building Department got a better grade Filemaker that they use and they are happy with it.  God bless them.  This will be mostly for the Service Department use and Engineering use.

Chairman Marrie asked, was this the only bid?

Mr. Metzung replied, it’s a professional service type of thing.  I did go out and check their references.  Berea was just going to it.  He described himself as an analytical geek.  He is very excited about getting started into this.  I think we are making a good choice.  Also, the gentleman that runs the buildings for Willoughby-Eastlake has one.  This company started doing school buildings.  Willoughby-Eastlake said it was a great program and great people to work with. I am pretty excited about this. It’s $16,000 for the first year and after that it’s $7,000 a year.

Chairman Marrie asked, any other questions?

Mr. Jerome stated, will this help keep better track for employees and much certain things cost?

Mr. Metzung replied, it certainly can.  We don’t have that now.  The ability now is to really cost out projects.  It can be done better.

Mr. Jerome stated, whatever it costs, if we can save ‘x’ amount of dollars, this thing would be worth every penny.  I was also thinking of the customer service aspect of it for keeping residents happy.

Mr. Metzung stated, just knowing and having it at your fingertips.  When somebody goes, what is the history of the flooding in this area?  We can pull the map, you press the button and it all pops up on the map.

Chief Edelman stated, it’s your version of our CAD.

Mrs. Mills stated, that would be good for new residents when they come in and all of a sudden there is a problem.

Mr. Metzung stated, right.  You can look back and go, here’s what’s going on.  We can do that now with the history that we have.  It’s just not as convenient.  We can also have what their infrastructure is on that property.

Chairman Marrie asked, anything else? 

There were no further questions.

  • Fertilizer for Sports Fields

Mr. Metzung stated, this is yearly.  It’s something we have done now for 5 or 6 years.  We do our sports fields in-house.  We like to do that because we fertilize more often with less material each time.  To be able to do that and to maintain the fields at the standard we want to keep them at, that works for us.

Chairman Marrie asked, any other questions or comments?

There were none.

  • Lawn care of Village properties

Chairman Marrie stated, this is an outside source.  I noticed that you moved away-

Mr. Metzung stated, we are moving away from the all-organic.  This company does do organic fertilizing and they do all their pest and insects and all that kind of stuff.  Their weed control is done with the lowest, safest material that is on the market.  It’s actually the exact same material we use on our sports fields.

Chairman Marrie asked, you were not very happy with the organic results, were you?

Mr. Metzung replied, we did not get the results we wanted, no.

Mrs. Mills stated, too many dandelions.

Mr. Metzung stated, there were a lot of dandelions and the median down by the soccer field which has been devastated by insects.

Mr. Jerome stated, that is what I have seen from the organic.  It just can’t control insects.

Mr. Metzung stated, it’s terrible.

Mrs. Mills asked, is that going to include the cemetery?

Mr. Metzung replied, yes.

  • LED Lighting at Fire and Service Departments

Mr. Metzung reported, the Fire Department started this.  There is a program that is up and running from First Energy to allow for some rebate for converting to LED lighting.  As you can see by the quote I got from MARS, although they are not the low bidder, you can see that there was a 1 year payback time between the rebate and the amount of dollars saved in energy.  It’s kind of a no-brainer.

Chairman Marrie agreed.  Any questions or comments?

Mr. Jerome asked, is there install in that?

Mr. Metzung replied, we are going to do that.  Lenny can do that.

Mr. Jerome asked, the Fire Department has already done theirs?

Mr. Metzung replied, no.  This is combined.  This is 45 lights.

Mr. Jerome asked, what about the old fixtures?

Chief Carcioppolo replied, no one wants them.

Mr. Jerome asked, what about the materials.  Is it safe to get rid of them?

Mr. Metzung replied, we will find out from Solid Waste if that is something they collect.  I don’t know.  I know fluorescents are a pain to get rid of.  We have a hazardous waste day.  I will check it out.

Chairman Marrie asked, any other comments?

There were none.

ANY OTHER MATTERS:

Chairman Marrie asked, any other matters?

There were none.

There being no further business, the meeting adjourned at 7:25 p.m.