Caucus - February 1st 2016
MINUTES OF A COUNCIL CAUCUS
Mayfield Village Civic Hall
Monday, February 1, 2016 - 8:00 p.m.
The Council of Mayfield Village met in Caucus Session on Monday, February 1, 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. Marrie, Mrs. Mills, Mr. Marquardt, Dr. Parker, Mr. Saponaro and Mr. Williams
Also Present: Mayor Bodnar, Mr. Wynne, Mr. Guidetti, Mr. Cappello, Chief Edelman, Lieutenant Girbino, Mr. Marrelli, Mr. Metzung, Mr. Esborn, Ms. Wolgamuth, and Mrs. Betsa
Absent: Mr. Thomas
IN COMMITTEE (STATUS):
Drainage and Infrastructure
Mr. Jerome reported, Drainage and Infrastructure met tonight. We discussed doing a spreadsheet of projects that can be a working document. We are talking with the Engineer about projects from last year, were they approved, were they completed, where are we at for 2016? The other item we brought up was potential review of the Ordinance, changing the Ordinance to allow more money to be set aside for these projects. That’s something we are still looking into. My question for Mr. Wynne, the Ordinance says we budget every year, we put $25,000 in simply for this. That fund builds up? Does it stay in for the next year if we don’t use it?
Mr. Wynne replied, yes.
Mr. Jerome stated, going back to this year we are close to spending more than $25,000 for 2015 but there was more money in the fund that we could have gone to? What was the scenario?
Mr. Wynne replied, I don’t have the numbers off the top of my head of what was in there but I know part of that money besides being used for individual projects that your Committee works on is also for Village-wide products. We used a bunch of that money for the work that had to be done on the Wiley basin when we cleaned that out. Quite a good chunk of that money was used for that as well as the expansion of the Palermo basin.
Council President Saponaro asked, are you talking about the money that accumulated over a period of time?
Mr. Wynne replied, there’s never been much that has accumulated. For a period of time, Council was not contributing the $25,000 because from a financial standpoint we were not in the position to do that. We only started doing that in the past couple years. Last year we spent pretty much most of it through a couple of projects that are still in the books that have not happened. I think they were about $17,000-18,000.Whether those are going to go forward or not, I don’t know, but that money is still in there for those projects. The year before, some of the funds left over plus some additional money we transferred in was to clean out the Wiley basin because there were flooding issues going on.
Mr. Jerome stated, we will continue to discuss that. Thank you.
Council President Saponaro stated, I know that part of the discussion was regarding the Ordinance. I want to move that to the Ordinance Review Committee to look at the funding mechanism. They talked about it’s limited to $25,000, not to increase it or create a different number but to have the funding mechanism look a little bit differently where it can be approved but not a specific dollar amount. If we can put that on the agenda for Ordinance Review, that would be great. Any other Committee reports? There were none.
Council President Saponaro stated, the budget hopefully will be coming to us in draft form substantially complete by Friday. That’s the goal. Council members should go through the budget. I encourage everyone to come to the Finance Committee meeting on the 22nd. Certainly anyone on Council can talk to Ron and discuss this with him. I encourage you to do that with him individually, but if you can, come to the meeting on the 22nd with questions, comments, anything you may think of that you want to understand a little bit better.
I am also planning on setting up meetings with Ron and each of the Department Heads so that I understand what the budgets are and looking at them comparatively from last year so that we can have a smooth process and one that is transparent and make sure that we ask and get in all of the questions answered.
We have to have it on the agenda for the First Read on the 22nd. We need to discuss the timing. We need three reads in order to pass the budget before March 31st. Everyone needs to look at this when they receive it with a fine tooth comb. You can certainly contact me and I can take any questions up. You can reach out to Ron directly. I prefer that you come through one of us on Finance so we keep track of what is being asked so we are not duplicating efforts. We need to get everything asked and answered and everyone feeling comfortable so hopefully by February 22nd it can be to ordinance and we can put it on First Read. If we don’t get there, we are going to have to have two special meetings in order to get it completed in time for approval by the end of March.
Mrs. Betsa said, in the past sometimes when you have discussion at the Finance Committee meeting, you have scheduled the meeting a half hour before the regular time.
Council President Saponaro stated, we most likely will do that so we can vent this and go through the process.
Mr. Jerome stated, last year we met on a different day for about an hour and went through everything. If we can move the meeting forward and discuss it on the 22nd, that’s fine.
Council President Saponaro stated, CEDC is normally that night. We could possibly move the time up. Other than that, I am not sure if there are any other Committee meetings scheduled. Everyone should be prepared to go through this and look at it carefully.
- Upcoming seminars for Council
- House Bill 9 Training – Reserve Hall
Mrs. Betsa reported, the Newly-Elected Council Training is March 19th. All Council is invited to attend. George Williams will be going to the session. If anyone else would like to attend, let me know by this week. The Local Government Officials’ Conference is March 22-24th. If you wish to attend, let me know. House Bill 9 Training is scheduled for Friday, May 27th in Reserve Hall from 10:00-1:15. Also, I attended a meeting with the State Auditor representative and Cleveland Liaison. They have a Fraud Protection Seminar coming up on April 6th in Parma. They will be sending information shortly.
- Renewal of services for 2016 (Community Partnership on Aging - $37,590)
Ms. Wolgamuth reported, the renewal for the Village’s membership in the Community Partnership on Aging is up. This year’s renewal number is $37,590 which is about $546 over last year’s cost. We discussed this in Finance. I will pull some of the historical information from 2012 when we first joined so we can compare what it looked like then, what we were paying for and what we are offering now. Mayor Bodnar will be going to her first Council of Government’s meeting. She can talk to them about their 501(c)(3) Foundation and how they intend to apply for grants through that Foundation and how that might affect our contribution in the future.
I also wanted to mention the Community Room Committee is going to meet on Monday at 5:00. We are going to be looking at the final furnishings package. From that, we should be going to bid in March because we would like to have the furnishings in place when the building opens in August. I am not sure how long it takes to get all those things in.
Council President Saponaro asked, any questions? There were none.
- 2016 Budget
Mr. Wynne stated, this has been discussed.
- Sale of Thornapple Property
Mr. Wynne stated, this property was rented by Mr. Deacon. It is now in a position where we can sell it. The easement has been filed. The fence has been put up. The sewer project is done. We had that property appraised back in February of last year at $140,000. We made a couple of improvements to it by creating a new driveway and new windows. The market price for sale would be between $150,000-160,000. Per instruction from the Law Department, we are not required to competitively bid the sale of municipal property because it is not provided for in our Charter or our Ordinances. Based upon conversation in the Finance Committee meeting, we will place the property with a realtor. Five specific individuals have already expressed interest in that property. Once Council passes the legislation, we will contact them and give them first dibs at the house. If the transaction cannot be finalized with them, we will move forward with the realtor.
Council President Saponaro asked, what is the address for that property?
Mr. Wynne replied, 6827.
- Yearly Assessment – Bureau of Workers’ Compensation ($90,000)
Mr. Wynne reported our annual assessment for the Bureau of Workers’ Compensation is going to be $90,000 which is about $10,000 less than last year. As I mentioned in the Finance meeting, we are actually saving. The way the Bureau is changing the way their billing company is now for this insurance, we are saving about $90,000. What we pay now is for 2015. They are also requiring companies to pay what they owe for 2015 and pay in advance for 2016 but giving 50% off in the process so we are paying $90,000 for two years which would generally cost $180,000.000
Mr. Wynne reported this is something the State rolled out about a year ago. It is more of an on-line detailed accounting for schools and municipalities that want to have every single transaction they do posted on the website. We have looked at it and discussed it in the past with Mayor Rinker and felt that based upon the level of transparency that we afford everyone on our website and the fact that we would rather have people coming to our website instead of going to somewhere else to see what the Village does and see what else we have to offer at this point in time it was not something we were going to pursue but we will stay on top of it to see what changes they might make to it down the road.
Council President Saponaro asked, does anyone have any questions or comments? There were none.
Chief Edelman stated, before I get into the agenda items, I just wanted to make a couple comments about last week’s threat at the High School. You may or may not be aware that there was a bomb threat last week at Mayfield High School. My comments are of a positive nature. I am very pleased with the cooperation we saw between the School Administration, the High School employees and the safety forces of Mayfield Village, Mayfield Heights and Highland Heights. The cooperation was amazing. It was a very positive outcome. Unfortunately we had to come together to do something like this but the way it came together and the level of efficiency we saw was just tremendous. I just wanted all of you to know that it worked. What we planned for and tried to do, it worked.
Council President Saponaro stated, thank you so much. I appreciate the update.
- New car changeovers and equipment (Northcoast Two-Way Radio, Inc. – $16,254.38)
Chief Edelman reported, this is a cost for our three new cars. This includes the cost of new equipment for our new K-9 vehicle which is going from a Crown Victoria to a new Charger. It is going to be unfortunately new equipment that is going to have to go in there because the Crown Vic equipment will not fit it.
- HVAC maintenance contract – 2016 (Comfort Control Systems, Inc. - $1,989.00)
Chief Edelman reported, we are changing from Geauga Mechanical who actually installed the equipment in our building four years ago. We have not been very satisfied with the service they provided. At the suggestion of the Service Department, we have been looking for a different contractor to provide our maintenance. Comfort Control Systems provided a quote for us. They were able to answer most of our questions satisfactorily. We are going to try them this year for our maintenance contract.
- Request for additional manpower
Chief Edelman reported, this is actually revisiting an item I discussed with you at the end of last year. I provided a report in your Council packets this past week. What we did last year and Council was good enough to convert one of my part-time positions to full-time back in October. The purpose of this request is because of the Affordable Care Act which limits the ability of my part-time officers to work more than 28 hours a week. What that does is causes me to incur overtime. We have minimum staffing because of safety concerns of three officers on the road at a time. Any time I go below three officers, I need to call someone in on overtime. Sometimes that’s patrolmen, sometimes that’s a Sergeant. Due to contractual obligations, it goes by seniority. I don’t know who that is going to be until we get the calls back once we send out a page. We never know when that is going to happen. By increasing our manpower, we can keep our minimum staffing where it is. We can have our daily staffing at an optimal level which is a Sergeant, two full-time patrolmen and a part-time patrolmen on each platoon. This way the only time we would have to incur any kind of overtime is if we go below our minimum staffing which would be minimally which would mean that two officers would have to call off at the same time on any given platoon. What I am asking for Council to do is consider offering a full-time entry level Civil Service position. We don’t have a current list available so we would have to start from scratch. The test itself would be a wash. The cost is $25 per person and we charge that back to the applicant. Once that process is completed, I would then come back to Council with a report on who the top 10 applicants would be and after conferring with the Mayor, we would come back to Council with a report. I am trying to plan for the future in addition to taking care of the needs of this Department at present day. I am not going to be here forever as much as I would like to be. Part of my job is to make sure that the Village of Mayfield and my Police Department is taken care of for generations to come. This is one of the ways I am doing that.
The other part of this equation is dispatch. Two years ago, we terminated a dispatcher. We never filled that position. If we fill that position now it will allow us to practice emergency medical dispatching during our busiest times which are 11:00 a.m. to 11:00 p.m. Monday through Friday. We can’t do that on a consistent basis at this point. We have four full-time dispatchers and six part-time dispatchers that cover a 24/7 slot. There will always be someone there to answer your phones, no matter what but I need two people to practice emergency medical dispatching and I just don’t have the manpower to do that right now. So what I am asking Council for is to allow me to fill that open position that we vacated two years ago.
Council President Saponaro asked, more than two years ago that position was filled so you could practice the medical dispatching?
Chief Edelman replied, during our busiest times we could.
Council President Saponaro asked, due to the review and our discussion regarding the regionalizing of the dispatch at the time and going through all that, is that when that position became open?
Chief Edelman replied, not exactly. That position became open because that person displayed lack of performance. That had nothing to do with it.
Council President Saponaro asked, so we did not do it from that perspective?
Chief Edelman replied, correct.
Council President Saponaro asked, why particularly haven’t we refilled that position?
Chief Edelman replied, there were other concerns that happened. During that time we were looking at CECOMS.
Council President Saponaro asked, so just more of a budgetary and what our future plan was more than we are just going to hire someone else in here and have to deal with the aftermath of that.
Mr. Jerome asked, you also mentioned that you are talking to a couple of communities about possibly bringing them in under our dispatch?
Chief Edelman replied, that’s another part of this whole equation. I have already talked to Richmond Heights and Highland Heights. They have expressed an interest in coming to Mayfield Village for dispatch services. If that happens, there would have to be an increase in manpower. We would need to have emergency medical dispatching around the clock, two dispatchers on duty at all times 24/7. The negotiations have not begun yet. They have just expressed an interest in coming here and we have not really discussed any kind of dollar amount yet.
Mr. Jerome asked, let’s say we went through and Richmond Heights joined us, we might need two additional full-time to get to that two at all times then or it depends?
Chief Edelman replied, I do not have that matrix worked out yet. It would not be on us to provide that. It would be something we would have to work out with the other cities.
Mr. Jerome stated, we would not go ahead and have this and then have them back out and then we are stuck with the bill.
Council President Saponaro asked, any other questions on the dispatch aspect of the hiring? There were none.
Regarding the additional officer, Council President Saponaro asked, you have part-tome right now?
Chief Edelman replied, I have four part time right now.
Council President Saponaro asked, you are not utilizing taking a part-time and making him full-time, you are now going to go out and do an entry level position to fill that fourth full-tome position?
Chief Edelman replied, we can’t convert any more into full-time because I don’t have an active eligibility list. It would have to be from scratch. I would have to give a test for entry level. Whether one of those four would be in the top 10 at that point, that remains to be seen.
Council President Saponaro asked how the eligibility list generally works.
Chief Edelman replied, they take a written test. They have to achieve a score of 70 or better, then they take an agility test and then a medical exam and a background investigation and then once all of those tests are completed and accumulated and computed, then the top 10 scorers go from the Civil Service Commission to the Mayor’s office for certification and then the Mayor is able to pick from that top 10 however many openings there are and then we bring it back to Council.
Council President Saponaro asked, the remaining people on that list remain on that list so if in the future there is another opening, now you do have a list that has been complied, correct?
Mr. Jerome asked, how long is that good for?
Chief Edelman replied, up to 2 years.
Mr. Jerome asked, would you be actively looking to get more part-time or once we get the full-time we are okay?
Chief Edelman replied, the problem with hiring more part-time people, it’s great to have someone starting their career and coming in part-time but it becomes a revolving door. There’s no incentive for them to stay in Mayfield Village if I can only give them 28 hours. What they do is they look for full-time jobs elsewhere. They come here for training. We have great equipment. We have a great training program, but there’s no reason for them to stay here if they are out looking for a full-time job. If I have a young kid who is 25 years old who has a family, why would he work 28 hours a week if he is trying to feed his family? I am continually looking for new people whereas if I can bring in one more full-time person, keep my part-time staff where they are, that fills my needs.
Mr. Jerome asked, so you think you will be able to keep the part-time level at what you are at?
Chief Edelman replied, yes.
Council President Saponaro asked, does anyone else have any questions or comments regarding this matter? There were none. Council President Saponaro thanked Chief Edelman. I appreciate you putting this in front of us.
Lieutenant Girbino reported, the Fire Department was recognized today by the Northeast Ohio Fire Prevention Association. The Chief and I were both there to accept the award. It was given to us for our work with photoelectric smoke alarms. A copy of the award will be in packets this week and will be placed on the website.
- 5 year internal investigation (Police Department - $2,100; Fire Department - $3,900); annual sprinkler inspection (Fire Department, Civic Center, Service, Police Department - $175 each) (S.A. Communale)
Lieutenant Girbino reported, these are inspections required by Fire Code to do a 5 year inspection as well as an annual inspection. If you look at the amounts, you will see that the price for the 5 year is quite a bit higher than the annual. That’s because it’s a fairly involved inspection. Crews that come out to do this inspection have to utilize special equipment. For example, with the Fire Station, they are going to need a lift. They have an access pipe at the apparatus bay which is fairly high up from the floor. They need to have a certain number of crew members to meet OSHA requirements. That inspection involves disassembly of some of the pipe, access to the sprinkler where the water comes in. they have to inspect the check valves and look at the condition. They are looking for signs of corrosion within the pipe. They see signs of corrosion, they will generate a report and make recommendations for repair. The annual inspection is typically a visual inspection but there is also an operational component to that. When they do the operational portion, they have to operate different valves, flow water through the system to make sure the system is operating properly.
Council President Saponaro asked, does anyone have any questions regarding this? There were none.
- Rescue Task Force Personal Protective Equipment (North American Rescue - $7,199.88)
Lieutenant Girbino reported, the Rescue Task Force concept is something that applies to Fire and EMS providers. The Hillcrest Area and area SPAN departments have decided to go with this. This is special tactical gear for Fire and EMS personnel to utilize when we have an incident like Chief Edelman mentioned that we had last week at the Schools. We are asking for 6 sets of gear, 3 sets for each squad. Included in the gear will be a ballistic vest, ballistic helmet and then different components to go along with the vest which allows you to carry different pieces of medical gear. It will give us the ability to access injured parties in a critical event like an active shooter event with the police and allow us to get care to that injured party in a hurry.
Council President Saponaro stated, it’s worth repeating that last year, we tried to get the Assistance to Firefighter’s Grant to acquire the equipment. Unfortunately we were not selected, however, based on the memo from the Chief, this should not stop us from providing our community with this level of service which is in his estimation required.
Mr. Jerome asked, if we didn’t have these like we have right now, it creates a situation where for the EMS worker, it’s harder for them to get to someone who is injured because the police have to clear the scene. This can speed time up, correct?
Lieutenant Girbino replied, yes. In order to be compliant with the other communities, we would have to have the gear, otherwise we cannot make entry as rapidly. In order to be compliant and actually work with all of the other Hillcrest communities, we need it. We are all together. We need to be consistent.
Council President Saponaro asked, does anyone else have any questions or comments? There were none.
- Bid Results: Sale of 2003 Ford Van
Mr. Metzung reported, the bid came in at $1,295.
- 2016 Road Program
Mr. Metzung reported, this is out to bid. Mr. Cappello can provide us with the details.
Mr. Cappello reported, the project is out to bid. Bids should be opened on February 19th. Hopefully we will have a positive recommendation for Council on the 22nd. The Engineer’s Estimate is $900,000. It includes doing rebuild of the existing asphalt surface on Hickory Hill, Blueberry, Oakton and Woodbine Circles, doing base repair and adjusting catchbasins and castings and resurfacing the road. As Doug mentioned at Safety and Service, this was the original overlay that we have done in the Village of a concrete street. It has performed very well. It’s about 15 years old. We are happy with its performance.
This year’s project also does some various other improvements. We are expanding the east lane of North Commons between Parkview and the pool drive to accommodate angled parking. That will also help The Grove situation as far as parking goes. The Grove access drive off of SOM Center Road will be paved. We will be providing a turnaround at the parking area for the equipment or events as far as bands if they have trucks. In the left turn lane on SOM Center Road into the Library, we will be removing part of the grass median and paving that. The Village salt storage annex which is formerly the ODOT service garage will get a resurfacing. Trail replacement for the softball field restrooms from the pool to the softball fields will be done. We are doing some other various patching on Wilson Mills and some water work repairs and curb repairs on SOM Center Road.
Council President Saponaro asked, are there any questions?
Mr. Marquardt asked, is there any action on the driveway next to the baseball diamond?
Mr. Jerome asked, the extra softball parking?
Mr. Marquardt replied, the one off of SOM.
Mr. Metzung replied, we were not looking at any improvements there.
Mr. Cappello replied, not this year.
Mr. Marquardt stated, we are violating their access to their property.
Mr. Metzung stated, we have that joint driveway we put in many years ago for them to get into their property. We have been in contact with them. We have not heard another complaint in that regard. I don’t know that is an issue. One of the things we are looking at is now that we have taken down the Zako house, there may be some extension to the parking in that area. In that case, we may want to make some improvements to that drive. As far as the median in that area, I have not heard.
Mr. Marquardt stated, I suggest you talk with them on that topic.
Mr. Christian asked to comment. When the road was widened, I complained that the median was not cut out for my driveway. They said there was nothing they could do about it.
Council President Saponaro asked, who’s they?
Mr. Christian replied, the Mayor, Mr. Rinker. He says that median has to be there. Everybody else on the street has a cut through right directly into their driveway except for me.
Mr. Jerome stated, there is a couple of them.
Mr. Christian replied, not too many. The median in front of my house is extra long just so they can block that one little bit of my driveway. I can’t pull straight out.
Council President Saponaro stated, I don’t believe they did that just to block your driveway.
Mr. Cappello stated, the Village actually went well beyond standard practice as far as openings for driveways. Normally you have them at intersections and maybe midpoint through a long stretch. Medians were designed for that type of boulevard process. People would just have to make a right turn and turn left or make a u-turn. What the Village has done in the past as part of the SOM project was to provide an extreme amount of openings in the medians.
Council President Saponaro stated, my understanding with a median and you can correct me if I am wrong is you can’t just make a cut-through. You have to have a stacking. Otherwise you are going to stop the traffic on the side of the median when someone is turning left. Is that correct?
Mr. Cappello replied, I think I know what you are talking about, but no, you can have an opening. For a driveway no. Let’s say for the Library in this case, you probably are going to have stacking with the turn lane.
Council President Saponaro stated, Mr. Christian, I would suggest you talk with Mr. Cappello.
Mr. Christian stated, another thing is the cut through is to Metro Park Drive but when there is a car coming in to go into Metro Park Drive, I can’t get into the cut through to get to my driveway. I have to wait for them to pull through and turn before I can get into that cut through to my driveway. There’s a median 100 yards up the road that has one tree in it and it’s two driveways. The driveways are fairly close together and yet the median in front of my house is long.
Council President Saponaro replied, I wish I can answer that. I don’t know why. Tom, will you have a conversation with Mr. Christian?
Mr. Cappello replied, sure.
Mr. Jerome asked, the Library median removal, thank you, I have been asking for this for a while, people will be happy; I thought we said there was some median that could be put back in?
Mr. Cappello asked, at 500 SOM, the old Costanzo property?
Mr. Jerome replied, yes.
Mr. Cappello stated, there’s no curbcut there.
Mr. Jerome asked, what is the difficulty of doing that? Is it worth it?
Mr. Cappello replied, pavement removal and expanding the curb. That’s something we can do. I have contingency money in the project. That’s something we can do as the project proceeds.
Mr. Jerome stated, I just remembered talking about taking some from one spot and adding to another.
Council President Saponaro asked, in that case, if there was an opportunity to add, there would possibly be an opportunity to create another cut-through?
Mr. Cappello replied, I can’t think of it off the top of my head. Let me look at it.
Mr. Jerome asked, The Grove, we are going to pave from SOM all the way up?
Mr. Cappello replied, concrete apron off of SOM and asphalt drive that goes over the gravel drive. Once we bypass the electric panel, we are going to put a walk there.
Mr. Jerome asked, that will match the other side like we have been talking about?
Mr. Cappello replied, correct. There’s a little island. We are going to go around that.
Mr. Jerome stated, excellent. It’s going to look great. Thank you.
Council President Saponaro asked, does anyone else have any questions on this? There were none.
- Relocation Assistance to Magnus Equipment
Mr. Esborn reported, we had a Resolution of Support back in January for an incentive package for Magnus Equipment that included an income tax rebate grant of 5 years of 30%. We tabled that last month at Magnus’ request. They wanted to request an increased grant which was the purpose of the letter everyone received this week. It was discussed in Finance. The Finance Committee is inclined to stay at 5 years and 30%. The request from Magnus was for 8 years and 35%. If there is no additional feedback from Council between now and the Council meeting on the 22nd, I think we will put Resolution 2016-07 back on the agenda for a vote at that meeting.
Council President Saponaro asked, any questions or comments on this?
Mr. Williams asked, is he looking at other locations do you know?
Mr. Esborn replied, the company is looking at other locations within Lake County that I know of.
Mr. Williams referenced Mr. Esborn’s letter of January 15, 2016, Resolution of Support. You list two items we would offer to help with finding a loan and to help with connecting their internet. Is there anything else we could come up with? I agree to stand our ground at 30% for 5 years, but is there anything else we can offer in good faith? I am not necessarily looking for an answer now, but can we build upon this list?
Mr. Esborn replied, it’s a good question. I put together these three to really try and do exactly what you are asking about. I added the last piece of a fiber connection really trying to put together a package of everything we can do for the company. There’s nothing I can think of right now. It’s certainly worth thinking about more.
Mr. Williams stated, find out if there’s something that they need that we could help with.
Mr. Esborn stated, I am trying to think of municipal services. It’s an interesting question. Sort of combing through again for other things we can do is worth it.
Mr. Williams stated, we can give it a try, seeing that he is a Village resident and the fact they are putting up good faith to make it happen.
Mr. Jerome stated, the only thing I was going to ask is, the 30% is what the rubric says. Would it make any sense to do 30% for the 8 years? Does that help them at all?
Mr. Esborn replied, we have looked at that. That would be a compromise between the request and what we were prepared to offer with the Resolution. The trouble with that is we are developing a pretty consistent approach to these grants. We have done the 5 years 30% with Freedonia and MARS Electric. For both of them, the rubric supported that. We thought about a measure of compromise but we were shying away from it for that reason.
Mr. Marrie agreed. You should be consistent. Otherwise we are making exceptions. Will we be making exceptions every time someone comes in with something different? It’s proven itself that the two companies that came in at 30%, 5 years have both gone through. They are going to become paying taxpayers. I think making exceptions just leaves the door wide open for all kinds of criticism. Plus, we did this in good faith with the two companies before. Now they are going to sit there and say, well, wait a minute. It just opens up a can of worms.
Dr. Parker stated, it might be interesting since we have negotiated with some companies if we could go back and speak with them and see if they might be willing to discuss with us their process through which they came to the conclusion that we were the place to be. Sometimes it’s difficult to understand what other communities have to offer or why someone would look in Lake County as opposed to our Village. If we have some success stories, these companies may be willing to give us some insight as to how other communities are attracting them and trying to develop agreements with them.
Council President Saponaro asked, is that something we have done?
Mr. Esborn replied, whenever I get the chance when I am actively dealing with a company or talking with a company that has moved here, I do ask about incentives in other places, for that reason. I am glad to hear that a lot of other communities have similar structures for grant programs. We stack up in that way.
Dr. Parker stated, what they tell you at the time might be very different. They would be less willing to tell you afterwards once the deal is done. Help us out. We have tried to help them out. They can help us out. Make us more competitive or know where we stand.
Mr. Esborn replied, it is easier to get those answers when it is not in the works.
Council President Saponaro stated, we should put together some sort of spreadsheet so we can do a comparison while we are looking at what other communities are offering. To Mr. Williams’ point, are there other offerings that may not be specifically monetarily, however there could be other services or some other thing we can offer them as an incentive? There may be some options that other communities utilize that we might not be aware of.
Dr. Parker stated, we might find that while they are offering greater incentives, they may not have as good services as we have. We also have to balance it with what those communities offering services, not just in incentives and such because with our fiber and location and other things, those have to be balanced against it. It might be a good idea for you to create a spreadsheet and an item list of questions of what we want to focus on to figure that out. We will then become very competitive. It can be used against other communities as well, not just the ones in Lake County. Just a thought.
Council President Saponaro stated, I think that’s a great idea. I am not trying to put you on the spot, Dr. Parker but I am sure if you call Dr. Parker he can help you as well. You have good thoughts on it. Thank you.
Mr. Jerome asked, I agree with Tom. It is a double edge sword. How much do you give them? Do they come back again? My initial thought was to offer them 5 years and restrict them where they have to wait another 5 years before they can apply again. We didn’t do that. What might happen is these other companies can theoretically come back to us after our 5 year agreement and ask for another 5 years. It’s not leaving it closed. We haven’t gotten to that yet.
Mr. Esborn stated, how we structure the end of the grant with a company is sort of an opportunity for us. That’s a place where we could make it more advantageous for them.
Mr. Esborn provided an update to Council on Mars Electric. Last week, they signed their Lease at 6655 Beta. Council approved an incentive grant for Mars in November. The company has also signed that Agreement. Mars will be moving in late Spring of this year behind QED. QED has had some regulatory delays. That is about when they will be moving too. Both companies will be moving in in late Spring, April and May. Mars is taking 107,000 square feet of the building. QED is taking 77,000 and has an option for 14,000 more. This building is now under lease for the next 10 years.
Council President Saponaro stated, thank you very much. Are there any other comments? There were none.
- Traffic Engineering Services - SOM Center and Sandalwood Drive Pedestrian Crosswalk (TMS Engineers, Inc. - $7,370).
Mr. Cappello reported, TMS Engineers is a traffic engineering company. They did a study. It showed they can convert the existing Fire Department emergency signal to a standard traffic signal with a pedestrian crosswalk. This came up basically when the trail went in. There were some questions and concerns about not being able to cross SOM Center Road especially from Sandalwood right where the trailhead was. There was also some talk of why the signal can’t be converted. Based on the study they can. This is the fee for TMS Engineers to prepare the plans and specifications for the conversion of that signal which will be approximately $35,000.
Council President Saponaro asked, does anyone have any questions or comments?
Mr. Marrie stated, I am very glad to see it. There are so many close calls from people crossing that street. It’s scary.
Mr. Jerome agreed. It seems like a lot of money just to engineer it, but it is what it is. This is what the process is.
Mr. Cappello replied, I wouldn’t say it is a lot based on what has to be done.
Mr. Jerome replied, it’s what needs to be done. It’s the right move.
Council President Saponaro asked, Chief Edelman, do you have any say in terms of how the program works for the light?
Chief Edelman replied, I would like to hope so. We do have a lot of input.
Council President Saponaro asked, how do you look at that?
Chief Edelman replied, I have never been a big proponent in making that a regular crosswalk. It’s going to have an impact on SOM Center traffic, but the traffic engineer doesn’t agree with me, so we are going with this. At the point where it’s going to be programmed, I would like to think the Police Department is going to have a lot of input into it.
Council President Saponaro asked, can it be programmed such that if I am standing there and I push the button it would stop so I could walk safely versus that it would be on a timer where the light’s turning?
Chief Edelman replied, it’s computer controlled.
Council President Saponaro asked, so if it is going to be that way, would the light on Sandalwood be a flashing yellow or red?
Mr. Cappello replied, it can be activated. It can be a loop detector or a radar so if a vehicle does pull up, it would sequence timing and allow them to make a left turn. We need to have that on the signal because otherwise they would be stuck there. You would make it a regular signal and then if someone comes up to it, it will activate it. Rich, we can work that out with Signal Service or Mike Schweickart. I don’t know if you have to put it on a timer. Normally you do.
Chief Edelman replied, we do that with some of the intersections at night. When traffic comes to the intersection, it activates.
Mr. Cappello stated, you can make it a longer period before it activates.
Mr. Metzung stated, they run in cycles. You pull up to the light but the light has to be in the right sequence for it to turn green. Probably a 90 second cycle on SOM, I would guess. You could pull up to the light and sometimes it will trip like this and sometimes you sit there for a while because when you pulled up that light sequencing with traffic up and down the street doesn’t allow it to go to green for the side street.
Council President Saponaro stated, as the Chief was saying, I would hope that we would have input. Who makes the ultimate decision on that?
Mr. Cappello replied, as long as it meets the uniform traffic control manual. I am sure we have the ability to tweak it.
Mr. Metzung replied, I would imagine a program will be run that sequences those traffic lights.
Chief Edelman stated, they are not going to do something we don’t want them to do.
Council President Saponaro stated this is just in the discussion portion as far as I know. We haven’t approved it. I know certainly at Finance we haven’t. It makes sense. It’s right in front of Fire. Fire might have a completely different viewpoint on that or could care less, I don’t know. We need to understand what that is so that before we go through and spend the dollars if essential services says we have an issue, we want to know what that issue is.
Mr. Cappello stated, it will still be sent up as a Fire signal too. They can get out just like they would get out today.
Council President Saponaro stated, I encourage you guys to look at that and bring it back to us and let us know if there are any concerns so we can address those.
Ms. Wolgamuth stated, part of the reason for doing this was also to improve the traffic for Center School. The plan was to have that light be functional when parents are dropping off children in the morning and then after school and then have it be flashing during the day. There’s a lot to talk about.
Council President Saponaro agreed. It seems to me there has to be a pretty complex program to meet all those needs.
Ms. Wolgamuth agreed. That was why we did the traffic study.
Mr. Jerome stated, because there’s no turning lane to get into Center School.
Ms. Wolgamuth stated, they said this will create that gap in traffic so people can get out of Center School to go north on SOM.
Council President Saponaro asked, any other questions? There were one.
- Legislation amending Chapter 1335 adopting the International Property Maintenance Code, 2015 Edition
Mr. Guidetti reported, this is the requested amendment from the Building Department. It’s largely a housekeeping measure adopting the International Property Maintenance Code. The most current version. There’s some revisions to the Code. John, do you have anything to add?
Mr. Marrelli replied, no. It’s housekeeping. The version we are using now is 9 years old. It’s changed twice. There’s no substantive changes, but we need to adopt the most recent edition.
Council President Saponaro asked, any comments on this? There were none.
ANY OTHER MATTER BEFORE COUNCIL
Council President Saponaro asked, any other matters to be discussed? There were none.
There being no further matters, the meeting concluded at 9:05 p.m.
Mary E. Betsa, CMC
Clerk of Council