Caucus - April 4th 2016

DRAFT
MINUTES OF A COUNCIL CAUCUS
Mayfield
Village Civic Hall
Monday, April 4, 2016 - 8:00 p.m.

The Council of Mayfield Village met in Caucus Session on Monday, April 4, 2016 at Mayfield Village Civic Hall.  Council President Saponaro called the meeting to order at 8:05 p.m.

ROLL CALL:

Present:  Mr. Jerome, Mr. Marquardt, Mr. Marrie, Mrs. Mills, Dr. Parker, Mr. Saponaro, and Mr. Williams

Also Present: Mayor Bodnar, Mr. Wynne, Mr. Diemert, Mr. Cappello, Lieutenant Jablonski, Chief Carcioppolo, Mr. Marrelli, Mr. Metzung, Mr. Thomas, Mr. Esborn, Ms. Wolgamuth, and Mrs. Betsa

Absent: None

ADMINISTRATION:

  • Planning
    • Wireless Environment Resolution of Support

Mr. Esborn reported, the effort with this company is going pretty smoothly.  At CEDC last month, the Committee recommended a grant for the company of 5 years, 30%.  I said that I would convey that to the company with a letter.  In your packets you got a copy of that letter signed by me and Wireless Environment’s CEO.  The letter also says at the end that the next step would be that we would seek a Resolution of support from Council at the next voting meeting.  That’s why we are looking at a Resolution of support this month.

Council President Saponaro asked, any questions on that?  Just to reiterate, we did receive the executed letter back from the Company? 

Mr. Esborn replied, correct.

Council President Saponaro asked, it will be on the agenda for the next Council meeting?

Mr. Esborn replied, correct.

BUILDING DEPARTMENT:

  • Civic Center Parking Lot Lighting

Mr. Marrelli reported, we had a quote for lighting the west end of the parking lot.  This was to finish off our two-year plan.   It’s a single pole with three heads.  The price came in at $8,710.  It will finish off our lighting plan and give us adequate lighting throughout the parking lot.

Council President Saponaro stated, very good. And this has gone to Safety and Service and on to Finance?

Mr. Marrelli replied, correct.

Council President Saponaro stated, very good.

CLERK OF COUNCIL:

  • Codification Legislation

Mrs. Betsa reported, we received the current replacement pages to the Mayfield Village Codified Ordinances.  That will be up for consideration by Council at the next Council meeting.

  • Upcoming Training Sessions

Mrs. Betsa reported the Fraud Detection and Prevention seminar is scheduled for April 13th in Parma.  There are 5 people registered.  If you are interested in attending, let me know.  The Ethics Training scheduled for June 1st in Strongsville, we have George Williams going.  They have added another session in Warrensville the next day.  The one in Strongsville has filled up.  If you are interested in attending the session in Warrensville, let me know. House Bill 9 Training scheduled in May in Reserve Hall is now open for registration.  If you would like me to register you, let me know. The speaker is a good one.  He captures your attention.

COUNCIL PRESIDENT:

  • ODOT Project (271 overpass bridge/Wilson Mills)

Council President Saponaro stated, we talked about the ODOT project at 271 and the overpass bridge at Wilson Mills in Safety and Service and Finance Caucus.  ODOT is going to be replacing the overpass bridge.  Administration asked Tom Cappello our Engineer to look into the possibility of a third lane.  What’s the possibility or probability of that and the costs associated with that, could it be a part of this project or a different project, how does that work?  Tom is going to go out and get that information and report back to us.  We appreciate that.

  • Report on Local Government Officials Conference

Council President Saponaro reported, myself, Bill Marquardt and Mary Beth attended the Local Government Officials’ Conference in Columbus.  It’s a three-day conference.  It’s excellent. There’s a lot of very useful seminars and programs.  A lot of good people to be with.  A lot of best practices to discuss.  We will get more information out to everyone.  I do have information that I do want to discuss with people individually and implement into action.

  • Standing Rules

Council President Saponaro stated, I got some information on Standing Rules and how we want to look at those and how we want to treat them.  Again, I will come back to you with more information on that.

  • Council Healthcare

Council President Saponaro stated, Council does not currently have healthcare and at the last meeting I had reported that the Mayor did have healthcare.  That wasn’t done by Charter but it was done by Ordinance.   So we did determine that it was done by Ordinance however our Mayor did not know that she had the ability to have insurance.

Mayor Bodnar replied, right.  I still don’t know that I do.  For what’s on the books that we have found, it’s not there.  There’s an old Ordinance from 1980.  I don’t know if it’s still applicable.  But I was neither offered it nor accepted anything.

Council President Saponaro stated, understood.  Joe, can we get some information this Ordinance?  Our previous Mayor had operated under that Ordinance for quite some time with receiving health benefits but the question I had was why was it never part of our codification?  How did that work?  Shouldn’t it have been part of it?

Mr. Diemert asked, you are saying the former Mayor did use it?

Council President Saponaro replied, yes.  Until recently he enjoyed medical benefits, healthcare benefits for a number of years.  I can’t tell you exactly how many.  But I know that was the Ordinance and I just don’t understand why the Ordinance wasn’t part of our codification.

Mr. Diemert replied, Diane found the 1980 Ordinance. We will take a look at it and see why it wasn’t put in the book.

Mr. Jerome asked, Mary Beth, you can add to this?  It was never in the Charter?

Mrs. Betsa replied, I contacted the codifier after the meeting.  He did indicate that way back then the way they operated was if we sent things to them, then they put it in.  But if it was something like that, it wasn’t seen as important, so it didn’t go into the codified ordinances.  Back then.  Now things have changed. 

Mr. Diemert replied, it doesn’t make it any less of a law.

Council President Saponaro stated, right.  It just wasn’t in there.

Mr. Diemert replied, it was just not in the books.

Council President Saponaro stated, but we could have them include it.  It’s been a law.  We just haven’t included it.  But it could be a part of the codified ordinances, correct?

Mrs. Betsa replied, if it is still existing.  We can research it more to make sure it is still in existence.

Mr. Diemert stated, I will take a look at it once we get it.

Council President Saponaro asked, that also then leads to the question, do we have other ordinances that are sitting out there that didn’t make it into the codified ordinances?  I am not really sure what’s the mechanism to figure that part out.

Mr. Diemert asked, and you will do a search also to make sure there’s nothing else on that since 1980?

Mrs. Betsa replied, I can look in the books.

Council President Saponaro stated, all right.  Great.  Thanks Mary Beth.  That’s all I have unless anyone has any questions.

ENGINEER:

  • Audible Pedestrian Signal Design at SOM Center Road and Aintree/Wilson Mills
    (TMS Engineers, Inc. - $12,490.00)

Mr. Cappello stated, this is the engineer’s proposal from TMS Engineers for the audible pedestrian signal design to modify the two signals that were put in at SOM and Wilson Mills and SOM and Aintree/Seneca to make them compliant with ADA for visually impaired.

Council President Saponaro asked, and this is in addition to what we already have going in for SOM and Sandalwood?

Mr. Cappello replied, correct.

Council President Saponaro asked, which has already been a separate line item that has been approved?

Mr. Cappello replied, correct.  And the plan is to bid these together as one project, all three intersections.

Council President Saponaro replied, very good.

Mr. Jerome stated, I know this is not on the agenda and I apologize, when you talk to TMS can you possibly ask them and get back to me off-line?  I talked a couple years ago about with the Library being moved to where it is now, there’s not a real way to get there besides the trail from the back.  What would be involved with doing a mid-intersection crossing like a flash button coming from the existing sidewalk on SOM Center to be able to cross to get to the Library?  What is the possibility?

Mr. Cappello replied, you are basically talking a traffic signal.

Mr. Jerome replied, no, like a flashing beacon where you press the button and the thing flashes.

Mr. Cappello stated, I am not sure, when you are saying it flashes, you are going to have to stop traffic for people to cross, correct?

Mr. Metzung stated, like what you have in Willoughby.

Mr. Jerome replied, like in the downtown areas they have these mid-intersection crossings where you can press the button.  It’s a crosswalk and there’s flashing lights.

Council President Saponaro stated, the crosswalk flashes there.  It’s not a traffic light that flashes.  It flashes right in the section so you are walking across, it’s very much delineated and there’s a light that flashes.

Mr. Jerome stated, just an inquiry.  Ask them and let me know.  Thank you.

Council President Saponaro stated, thanks Steve.  Anything else?

There was no further comment.

FINANCE DEPARTMENT:

  • Sale of 6827 Thornapple

Mr. Wynne stated, we have sold the property at 6827 Thornapple.   Initially the realtor suggested listing it at $164,900.  We requested they list it at $169,900.  We received an offer for $162,000, a cash deal, so there’s no financing or bank arrangement involved.  They agreed to accept the inspection we had done independently regarding the condition of the property as the sole inspection for that property.  It’s a pretty clean deal.  It’s set to close with the title company on April 20th.  It will be on the agenda for the 18th for Council to approve the sale for that amount.

FIRE DEPARTMENT:

Chief Carcioppolo stated, we are going to have a formal swearing-in ceremony for our newest full-time hire at the Council meeting.  I also wanted to give you an update, I should know by the next Council meeting if we are going to receive any more of the rescue task force ballistics gear with grants I entered into.  I should know that then.  I am fairly optimistic that we will be receiving some other gear so I will update you all at the next meeting.

Council President Saponaro asked, any questions?

There were none.

LAW DIRECTOR:

  • Application to rezone property – 730 SOM Center Road

Mr. Diemert reported, last year in the Fall we talked about Dr. Moyal wanting to rezone the front of the property there for assisted living. We talked about it briefly.  Planning and Zoning and I talked about it.  No one was thrilled with the plan the way it was with the number of stories and so on so they agreed to wait until the new Administration and the new Council was formed this year and go through the normal process rather than trying to rush it through.  They would like to get it on the November ballot.  The letter you have all received requests you to consider it.                        

As you know, Council kind of controls that. If you do not choose to put it on the ballot, then it does not go on the ballot but they have to pursue it through another process of initiative petition.  They are now asking you to consider it. The normal thing to do would be at the regular meeting just refer it to Planning and Zoning, ask them to get the appropriate plans and applications that are supposed to come in. They have 90 days to review it and make a recommendation to Council.  That’s the process I would recommend you go through before making that decision and then we can draft legislation for or against it or just not consider it at all. It’s Council’s choice.

  • Legislation Authorizing Natureworks Grant Application

Mr. Diemert stated, I think you are all familiar with this.  It’s just authorizing Administration to make an application for our grant monies for the Parkview area.

Mr. Diemert stated, lastly, Gary Busa has been a long-time employee part-time during the summer months with the Recreation Department. We are going to ask Council to approve a Resolution of Commendation upon his retirement from the pool and the recreation services that he has provided.  We are in the process of getting a plaque for him and then a nice resolution. We have asked him and his mother to be here for a resolution of Council on the 18th.

Council President Saponaro asked, any questions?

Mr. Jerome stated, about the rezoning, this is my thought.  If they want to do something and we fight them on it, it could turn into a legal battle at some point.  I guess the idea is to work with them to come to some kind of an agreement where we are all happy.

Mr. Diemert stated sure.

Mr. Jerome stated, so I guess that’s what you are saying, with Planning and Zoning going through it and looking at the nuts and bolts of it.

Mr. Diemert stated, better to let them do the vetting of the project first unless Council wants to be actively involved, but if you did, you could probably go to those Planning Commission meetings and give them your input.

Mr. Jerome stated, thank you.

Dr. Parker stated, I just want to understand, Steve, from what you said, I don’t see us getting into arguments or anything.  It sounded like it would become adversarial and I don’t see it that way at all.  But whether we support it or not I think there’s a process they can go through and these things have come before us in the past and there are times where we have been supportive and there are times where we have not been and that would be their prerogative to take it to the electorate.  I did not want any implication that we are feeling one way or the other quite frankly.

Council President Saponaro stated, correct me if I am wrong, Joe, but it’s our position to allow it to go to the ballot as long as we check the boxes that they have fulfilled these obligations.  It doesn’t support it one way or the other.  It just allows it to go to the electorate so that they can make those decisions.

Mr. Diemert stated, that’s often what we do even if we are not in favor of it, but again, it’s Council’s decision to put it on the ballot.

Council President Saponaro stated, sure, absolutely.  I don’t think there’s any reason.

Dr. Parker stated, I would say, it needs to be clear that Council placing on the ballot needs to be clear to people that it doesn’t mean we necessarily approve of it.  Oftentimes it’s considered an approval when that may not be the case.

Council President Saponaro stated, right.  It just allows them to put it on the ballot. When we get to that point, we will certainly discuss that.

Mr. Marrie asked, Bill or John, at the Planning and Zoning, do they bring their plans and come up with prints of what they’re going to look at?

Mr. Marquardt replied, they don’t have to, but we would accept that.

Council President Saponaro asked, John, do you have anything to add?

Mr. Marrelli replied, no, that was the same answer I would have given.  I am sure the Planning Commission is going to be asking questions about and want to have more information than just a wish to rezone, but for what.

Mr. Marrie stated, yes. What’s it going to be and what is it and what’s it going to look like?

Mr. Marrelli replied, I am pretty sure they are going to ask those questions.

Council President Saponaro stated, and I would imagine that the property owners that would be affected by that, the abutting or adjacent property owners are notified so that they have an opportunity to come and speak.

Mr. Marrelli replied, right.

Council President Saponaro stated, so it’s a whole process.

Mr. Marrelli stated, and that would be the first residential property rezoned to commercial in that area and I am sure it would open the eyes of other people in that area to potential issues.

Council President Saponaro asked, what is the intended purpose or use of the property?  Do we know?

Mr. Diemert replied, assisted living.

Mr. Marrelli replied, office.

Mr. Diemert replied, the same as Governor’s Village.

Dr. Parker stated, it’s a process.  Let’s face it.  They cannot zone it for what they want now and they can’t even, from my understanding from conversations, they would need to have a special –

Council President Saponaro stated, non-conforming use.

Dr. Parker continued, non-conforming use, conditional use permit on top of the rezoning to office and laboratory.

Mr. Marrelli stated, so it’s two steps.

Dr. Parker stated, so I think it needs to be clear to a lot of people because that can be lost in the shuffle that even if it’s rezoned it doesn’t necessarily conform.

Mr. Marrelli replied, if it’s rezoned if I could, if they rezone it office lab and they can’t get the conditional use permit for the facility, they can always come back and expand their medical buildings.  So you can use it for whatever would be permitted in an office/lab situation with those zoning requirements.

Dr. Parker stated, so I think it needs to be clear to the residents and obviously we will go through the three readings and obviously we will have meetings of residents to come to so it’s clear because it does have a, it oftentimes has a long term effect on other properties and such that we need to consider as well.

Mr. Diemert stated, we talked about the option of a new zoning district as well.

Council President Saponaro asked, who was talking about it?

Mr. Diemert replied, that had been discussed before and Administration has looked into it preliminarily about creating an assisted living district but that would be a whole new zoning district that Council would have to create.

Council President Saponaro asked, and I am not sure if that’s still on the books?

Mr. Diemert replied, not as far as Administration is concerned.

Mayor Bodnar replied, it isn’t at this point at all.

Mr. Marrie stated, before they were saying assisted living and now they are talking lab office.

Mr. Marrelli stated, who knows.

Council President Saponaro stated, lab office is the designation because we don’t have assisted living in our codification.

Mayor Bodnar stated, that’s what Governor’s Village is right?

Council President Saponaro replied, right.  Just like Governor’s Village.

Mayor Bodnar stated, Dr. Parker mentioned Council putting it on the ballot.  That’s one of the options. My understanding is that they can also put it on the ballot?

Dr. Parker replied, right. I wasn’t implying that we should.  I don’t even think I necessarily brought that aspect up.  I was just commenting on what was discussed prior.

Mayor Bodnar stated, Dr. Moyal can also put it on the ballot if Council doesn’t.

Dr. Parker stated, yes.  He doesn’t need us to do any of that quite frankly.  Obviously most people would like us to be involved and even endorse it but I think it comes down to a decision as to whether we feel it is something that they should go out and do on their own or if we want to get involved.

Council President Saponaro asked, anything else?

There were no further comments.

MAYOR:

Mayor Bodnar stated, I mentioned at the last meeting that RTA is having budget cuts and they were considering eliminating Bus Route 7 as far as it goes through Mayfield Village.  Right now all we have is that route and all we have is rush hour service. It goes down Wilson Mills through Beta Drive and a little bit of SOM Center Road.  What it does now and what I would like to maintain is it delivers employees to our business base and takes them home in the evening.  We sent a couple letters to RTA and had some feedback. Last Thursday night I went to an RTA town hall meeting at the Richmond Heights Library and spoke there.  We also contacted our businesses and asked them to voice their opinion to RTA and we have gotten some feedback. Some of them have given their feedback to RTA and this Wednesday morning I will be meeting with Mr. Calabrese from RTA and again advancing the case that they should not eliminate the only service that they have in Mayfield Village and the only service that provides employees a means of getting to and from work in Mayfield Village. 

The only other thing I mention is we are working on our State of the Union address and we will give that on April 18th at the regular Council meeting. Drink some coffee if you are coming to that Council meeting.  It looks like it might be a long one.  Thank you.

Mr. Jerome asked, have we had any residents that have voiced their opinion to Administration of the fact of this bus route being eliminated or just have business reached out to us saying that they are –

Mayor Bodnar replied, businesses have, yes, but I have not heard particularly from any residents. I don’t know how widespread the news is to our residents.

Mr. Jerome asked, do we know how many businesses might be affected, how many employees, does a company have to close up because their employees can’t get there, but I doubt that.

Mayor Bodnar replied, I don’t think that that would be the case.  However, I do think that that’s something that companies look for when they are going into a community is they need a ready and able workforce and people who are able to get to work and get back home.  That’s why we are fighting for it.

PARKS AND RECREATION:

  • Resurface Interior and Exterior of Pool Slide (Slide Renu - $31,482.00)

Mr. Thomas reported, all three of these items relate to Parkview Pool and upgrading our 18-year-old pool.  We want to resurface the interior and exterior part of the pool slide for $31,482.

  • Parkview Pool Filtration/Heater Room (MELD Architects - $22,200.00)

Mr. Thomas reported, we are definitely looking into replacing our pool filtration sand filters as well as the recommendation is putting in a separate heater and heating building to move our boilers out of the chemical area of our sand filters and have a separate building for them for longer life on the boilers.

  • Diving Boards for Parkview Pool (O.P. Aquatics – 2 diving boards - $10,500.00)

Mr. Thomas reported, we need two diving boards that have been there since 1999.

Council President Saponaro asked, are there any questions on any of these?

Mr. Jerome asked, I have a question about the Parkview Pool filtration heater room of bringing the architect.  I brought up in the Finance Committee meeting of possibly doing a design build.  I was questioning the need to spend $20,000 for an architect for an addition to a building so I guess I would like to see more avenues of possibilities for something that the building itself is going to cost $200,000 and I know Dr. Parker brought up the questions of what is this really the right way we want to go.

Mr. Thomas stated, again, it was more than just the building that we talked about.  It was coordinating all of the special plumbing, electrical, the O.P. Aquatics people, all the moving of our pipes and everything that has to happen in order to move the boilers.  So it isn’t just to design the building. 

Mr. Jerome stated, I understand that.

Mr. Thomas continued, we got two bids.  One was at $23,000, the other one was at $22,000.  Pretty comparable.  We can certainly look into design build.

Mr. Jerome stated, I would like to see some other options.  I still think it’s a good amount of money for this little; I will say the word little but obviously I understand that there’s more to do with it, but I just think that it’s something I would like to see a little more information on before we move forward with it.

Mr. Metzung stated, the construction and design of the building per se isn’t a whole lot, but there is quite a bit of mechanical that needs to be done.  There are retrofits to the existing structure that need to be addressed. We have to lower some flooring for our pumps, move some drains, things of that nature.  We have specific items that we want to use so when you get into that with your design build you get people that want to do things for less and a lot of times that’s using lesser materials.  So much of this project is retrofitting I think as much as building.  Building is probably a smaller part of the project as tearing the pumps out, putting new pumps in, things of that nature.  Plus, this also gets us a design.  He puts the specs together, puts it out to bid and then runs the project and does all of the work that we would have to do internally.  Frankly, we are not pool people.  He brings in pool people to do the mechanicals and understand that so that’s part of this bid. You have to go out and not only just design a building, but he has to go out and get mechanical people that do pipe sizes and pumps and all that kind of stuff to build a swimming pool.  So the fact that he has to draw other people in to do this work and then he will run the project from start to finish.

Mr. Jerome stated, I was looking at the pool rooms that we did.  Cornice Construction has their own in-house architects. 

Mr. Metzung stated, we did hire an architect to design this.  We didn’t do that ad hoc.  We had someone design those buildings.

Mr. Jerome stated, yes, but still a smaller amount of money.

Council President Saponaro asked, which buildings?

Mr. Metzung replied, the bathrooms. 

Council President Saponaro asked, okay, so Cornice didn’t do the architectural work on that?

Mr. Marrelli replied, they hired someone.

Mr. Jerome stated, it went the other way as opposed to us spending $22,000 to start off with to bring someone in.  That’s why I said I want to see the other options.

Mr. Marrelli stated, it probably got built into the cost of the building anyways.

Mr. Jerome stated, well, yes, but –

Mr. Marrelli stated, it might have been more.

Mr. Jerome stated, I would just like to see some option.  I know we had a municipal architect that we were paying $10,000 a year that we got rid of to save money and now we are spending $20,000 on one project.

Ms. Wolgamuth stated, he wouldn’t have done that under that.

Mr. Metzung stated, that’s apples and oranges.  That gentleman would not have been able to do pool specs.

Mr. Jerome stated, neither this gentleman either.  You are bringing somebody in.

Mr. Metzung stated, you would have paid for that whether Ron did the design or not.  You would have paid for that.

Dr. Parker stated, what we don’t know is how much it would have been.

Mayor Bodnar asked, that was not in Ron’s basic contract, was it?

Mr. Metzung replied, correct.

Mayor Bodnar stated, it would have been in addition to the $10,000.

Mr. Jerome stated, but I am saying it wouldn’t have been this large of an amount.

Mr. Metzung replied, yes it would have.  When we do a project and Tommy designs it you don’t see the soft costs.

Mr. Jerome stated, I understand, there’s a retainer, there’s additional costs.

Mr. Metzung stated, because those bills don’t necessarily come to Council, but those costs are there.

Mr. Jerome stated, but I am saying the cost of having this person oversee items.  I don’t think it’s a necessity.  I think it’s a lot of money to spend.

Dr. Parker stated, at Finance the question was also raised as to how do we solve the problem.  I am still not sure that there aren’t other alternatives to building an entirely additional building here or structure and I would like to find out.  I am sure there are experts in air handling and ventilation and bringing in fresh air and taking out soiled air and it might be much less expensive for us to set up a system that would do that with the existing structure and be very adequate and not be hundreds of thousands of dollars to do.  I don’t know, but I would like to know the potential.

Mr. Metzung stated, Steve, I would agree, but my initial to that was that somebody designed this building at some point and put these boilers in thinking, okay, this is great, but the more I heard the more I learned was that people, everybody’s having this problem with having the chemicals from the chlorine and the acids in the air are destroying their boilers so they have to move them out.  We are not unique there.  Other people are having the same problems we are.  But I thought the same thing, well that doesn’t make much sense.

Dr. Parker stated, I would still like to hear from someone in that area give us their opinion so that we know that we don’t have a solution that’s maybe $30,000-40,000 in air handling or whatever versus hundreds of thousands of dollars.  Even if the life expectancy instead of it being in half ends up being just a smaller percentage, maybe it doesn’t last quite as long but it’s still a major major shift.

Mr. Metzung stated, but understand, another portion of this project, that’s only a portion of it, the building, the other part is these things that need to get done in that room anyhow, the tearing out of the filters and putting new filters in, the lowering of the floor for the pump, those need to be done regardless because when the pool was constructed, as the water fills up the sump pit, it’s not high enough or the pump isn’t low enough, one or the other, to have the water come into the pump as opposed now the pump has to draw the water and it causes capitation and tears up all of our impellors constantly so that’s something that needs to be repaired.

Dr. Parker asked, but that’s not a boiler problem, right?

Mr. Metzung replied, no, but it’s in this package.  In other words, when we went to do this instead of piecemealing this pool, we said if you are going to start tearing things out and adding things, it’s going to be much more cost effective to do this as one package and let one contractor oversee this project as opposed to having separate entities.  Maybe when they tear a wall out, it’s better to tear the filters out and put them back in and then build the walls around them which is partially how this thing was built.  These things were slid in the door and then all the plumbing was put in around it.  We can’t exactly just take the filters out.  You have to knock the back wall out to get the filters out.  That’s why the thought was let’s just do it all as one big package, one unit and just do it all.

Dr. Parker stated, I would still like to know before I make a decision.

Council President Saponaro stated, Bill, it may be helpful and I can’t imagine in this industry there’s not articles and information.  This has been addressed elsewhere.  So if you can perform any research and provide any articles that may come about.  I know that there’s got to be something that’s sitting out there.  We are not the only Council that has contemplated this and had these same questions.  If we can come up with something that would be helpful to have it in writing and the other thing would be maybe there’s an expert from OP Aquatics that would not mind coming and talking to us about it as well.

Mr. Thomas replied, absolutely, we can work that out.

Council President Saponaro continued, something along those lines.  Industry standards are changing.  Something that tells us why this is important, okay?

Mr. Thomas replied, sure.

Council President Saponaro stated, and then we can kind of get that information and ask more questions and take it from there.

Mr. Jerome asked, Meld Architecture, that’s the same gentleman who is with, is he still with TDA?

Ms. Wolgamuth replied, he is no longer with TDA and he has started his own company.

Mr. Jerome asked, is there a conflict of interest in being a resident or him being on Architectural Review Board?

Ms. Wolgamuth replied, I don’t believe this would go to Architectural Review Board.

Mr. Jerome stated, not that it necessarily would, but I was just wondering, is there some kind of conflict of interest of not going out to bid, having him do it?

Mr. Diemert replied, I don’t know of any conflict.

Mr. Jerome stated, of being on Architectural Review Board?

Mr. Diemert replied, all those things, if they bother you, you can make a motion to have it done and if a majority of Council want to advertise it or do it differently, that’s your decision before you enter into a contract. Doug and the Administration are trying to find the most efficient and least costly way.  Once you advertise for bids now you are kind of committed to that process.

Mr. Jerome stated, I understand.   When these things happen, obviously, I understand that’s tough where you are trying to bring somebody in but I just don’t want people to appear that we are doing things that are, oh, he is on Architectural Review Board so let’s give him a job for something that’s $20,000.  Just something I just wanted to bring up.

Mr. Thomas stated, he was the low bid.

Ms. Wolgamuth stated, right.  Of the three bids.

Mr. Thomas stated, regardless if he’s Mayfield Village.  He was the low bid.

Council President Saponaro stated, Bill, maybe you can explain so we all understand when you go out to an informal bid, how do you reach people for this informal bid?  How do architects know that they can bid on this if it’s informal?  How does that work?

Mr. Thomas replied, I don’t know.  Doug knew one of the architects and Tom knew the other one.

Mr. Metzung stated, right.  We just used people we have worked with in the past.  I knew a gentleman and Tom worked with a gentleman, so we didn’t go out and advertise per se.

Council President Saponaro stated, so when we are doing an informal, it’s just based on whoever is around the table and knows someone versus (a) let’s just pick these three independent folks.

Mr. Cappello replied, someone you have a relationship with or you are familiar with.

Council President Saponaro stated, I understand. There’s nothing wrong with that.  I just want to understand how it works so that everyone understands when we are talking about an informal bid how that process actually works.  Where do the names come from?  Anyone else want to talk about that or chime in on that at all? 

Mr. Jerome stated, I just didn’t know if there are any other architects just to get some more ideas.  I am just trying to look at the whole project.

Council President Saponaro stated, understood. Again, O.P. Aquatics if they are the leader, they are certainly going to have the name of various architects as well I would imagine they maybe have good relationships with.  It seems to me there’s more information that people want to hear on this and we certainly can get more information on it.  I don’t think anyone’s ready to make the decision today.  It’s more of a fact-finding information.

Mr. Thomas stated, my goal was to try to start the work after the season is over anyway.

Council President Saponaro stated, understood.

Mr. Thomas stated, I am going to try to get this researched and in your packets before you normally have it.

Council President Saponaro stated, we appreciate that. Anything else to add to this?  There were no further comments.

POLICE DEPARTMENT:

  • Replace personally owned equipment in fitness room (Health & Fitness Equipment Centers - $7,838.25)

Lieutenant Jablonski stated, we need to replace our personally owned fitness equipment that was taken home.

  • Six X26P CEW’s, six holsters, two cases of cartridges, one case of batteries XPPM and data download kit (Taser International - $9,210.45)

Lieutenant Jablonski reported, we need to purchase six new X26 Tasers with the equipment that goes along with that.

  • 2016 SPAN dues (SPAN - $14,000.00)
  • Body-worn cameras (North coast Two-Way Radio, Inc. - $19,834.00)
  • MARCS portable radios (Motorola Solutions, Inc. – not to exceed $200,000)

Lieutenant Jablonski stated, these items were all talked about at Safety and Service and Finance.  If there are any questions, I will try to answer them.

Council President Saponaro stated, also everyone should have received in their packet detailed information regarding each of these but just for the sake of the audience, when we opened the police department, Chief Edelman took his own personal fitness equipment from his home and brought it in to supplement what we currently had. That has now met its natural life and he has removed it because it’s no longer safe to have it there.  That’s why it says replace personally owned equipment because the Chief basically allowed the Village to use that equipment to benefit the Police Department which obviously benefits us.

Council President Saponaro stated, the information on the other items, the Tasers, the SPAN dues which is an annual due, the body cameras and the MARCs, these are all budgeted items we will have more detailed discussion on them at our next Finance meeting as well as on the floor of Council so if anyone has any questions certainly bring those at that point or contact the Chief or call and you can talk with either of them about it in more detail.  Chief Carcioppolo as well.  Does anyone have any comments or questions?

Mr. Jerome asked, did you end up talking about all of the items?

Council President Saponaro replied, body cameras, the MARCs radios, we can discuss them in greater detail.

Mr. Jerome stated, the one thing I was going to talk about was the body worn cameras. I think they are great.  I just don’t know if we need to be so proactive that we are one of the first people jumping and using them.  I think we might get a little traction in maybe another year in seeing what other communities do.  I know there’s, I hear talk sometimes on the radio about policies and whether they are turned on.  It seems like there’s a lot there to jump into this.  I understand that the company we use for our dash cams is the same company, so it’s not a completely different system.  I just would maybe like to see a little more worldly use for them from other departments that are more into using them that might be a larger city or so.

Mr. Marrie asked, Steve, but aren’t you the one who suggested they get them?

Mr. Jerome replied, I had asked the question because it’s discussed weekly.

Lieutenant Jablonski replied, we wouldn’t be the first department in the Hillcrest area to have them. I believe Highland Heights and Mayfield Heights already have them and they are using them so we wouldn’t be the first.

Mr. Jerome stated, okay, I can talk to the Chiefs about it and maybe get some information on how long they have been using them, some of the issues they might have had or some issues that they are trying to work through.  So I will talk to the Chief and see if he can find some information from other cities.

Lieutenant Jablonski stated, I don’t know if there would be any issues. The body cameras are used to protect not only citizens but the officers themselves.  Even with our camera videos and audios we have currently we have had for 20 years now it has done nothing but help both parties involved.  A vast majority of any issue with a complaint I would say over 99% have been unfounded. It’s a great tool for everybody involved.

Dr. Parker asked, refresh my memory, is there one camera for each officer, correct?

Lieutenant Jablonski replied, yes.

Dr. Parker asked, okay, and there are 25 or so cameras?

Lieutenant Jablonski replied, yes.

Dr. Parker stated, I think it’s a good idea and I think the cost is relatively minimal considering I think the upscale to having such devices on our officers and I think it’s not a lot of money considering it could save a life and saves a lot of money.  I just wanted to mention that.

Mr. Jerome stated, I know that there’s a lot that has to go with it, the data storage, the rules and regulations of when the officers use them, public record requests, how does that go into it? There’s a lot to -

Lieutenant Jablonski stated, the Chief would put out a full policy before any officer was issued one.

Dr. Parker stated, usually I think we just tailor ours around other communities. We do research.  We find out what other communities have done or are doing.  We don’t try to reinvent the wheel. 

Mr. Jerome stated, no, we shouldn’t. 

Dr. Parker stated, we try to make it the best they can be. I am not too worried about that aspect of it.  I think that the Administration will take care of it.

Mr. Jerome stated, I just want to see what the other communities have drawn up with.  Like public records requests, if any of those are by ordinance, or if it is just an administrative policy.

Lieutenant Jablonski replied, it would be open to public records requests just like anything else in our department is.

Mr. Jerome stated, thank you.

Council President Saponaro asked, any other discussion regarding these? 

There was no further discussion.

SERVICE DEPARTMENT:

Mr. Metzung stated, I would like to mention, again as it was mentioned in Safety and Service, we are working on a fertilization program.  We also did get all of our salt successfully into our salt bin for this year. We don’t have that hanging over our head. 

Council President Saponaro stated, I know that Councilman Jerome was asking the question regarding a letter regarding removal of a dead tree from a property for a gentleman.

Mr. Jerome stated, I just wanted some information.  I had talked to this resident a couple times last year and I understand this is on his property, I am just trying to make sure that and I know we were going to get into it at the meeting and would bring it on the floor here that the road repair damaged the tree, waterman breaks, is this completely isolated from your finding? 

Mr. Metzung replied, well, I don’t want to say it was isolated, but there were trees across the street of the same vintage that were also dead.  No, the trees were, I believe they started before the road program started and pine trees, I received a call.  I went out.  The first thing I did was measure them to see where they were at, whether they were our property or his property.  I sent an arborist out to determine whether or not the flooding had anything to do with it.  He determined, no, the trees have succumbed to old age or whatever and are dead.  As I was saying earlier, in that, as I was out measuring those, I noticed the trees on the other side of the street in which I measured and those were inside the Village right of way so the Village did fix those trees because they were inside our Village right of way and they were considered a hazard but these are outside the Village right of way on the private property side.

Mr. Jerome stated, so the fact that they are on private property and we are showing that they didn’t, if we damaged them regardless of where they were, we should take care of it, but the fact that it was not our fault on private property it makes more sense as long as the resident understands that and I am sure you talked to him a couple times about this that the ones on their side of the street were in the right of way is a different situation.

Mr. Metzung stated, it puts you in a funny spot but there’s got to be a line.

Mr. Jerome stated, there’s got to be a line, okay.

Mr. Metzung stated, the right of way line.

Mr. Jerome stated, thank you.

Council President Saponaro stated, thank you for taking care of that.

IN COMMITTEE (STATUS):

There was no report.

ANY OTHER MATTER BEFORE COUNCIL

Council President Saponaro asked, are there any other matters before Council?  There were no further matters.

There being no further matters, the meeting concluded at 8:50 p.m.