Caucus: August 7th 2017

MINUTES OF A COUNCIL CAUCUS
Mayfield Village Civic Hall - Mayfield Village Civic Center
Monday, August 7, 2017 - 8:00 p.m.

The Council of Mayfield Village met in Caucus Session on Monday, August 7, 2017, at Mayfield Village Civic Hall in the Mayfield Village Civic Center.  Council President Pro Tem Williams called the meeting to order at 8:10 p.m.

ROLL CALL:          

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

Also Present: Mayor Bodnar, Mr. Diemert, Mr. Wynne, Chief Edelman, Chief Carcioppolo, Mr. Marrelli, Mr. Metzung, Mr. Cappello, Mr. McAvinew, and Mrs. Garbo

Absent: Dr. Parker and Mr. Saponaro

Council President Pro Tem Williams stated, thank you everyone for your attendance at this evening’s meeting.  Council President Saponaro could not be here today, so I am stepping in for him.

MAYOR:

Mayor Bodnar stated, the good news is we have supposedly have gotten all our microphones fixed.  They should be working better than they have in the past.  The only caveat is that they all have to be turned on, so if you don’t have yours turned on, please turn it on.  Thank you.

BUILDING DEPARTMENT:

  • Signage Regulations

Mr. Marrelli stated, we spoke of the signage regulations in Committee.  Council came to the conclusion that we are going to maintain our present signage regulations through this next election year and revisit that sometime in the future.

Council President Pro Tem Williams stated, thank you.  Questions?

There were none.

ENGINEER:

  • Bid Results:  Asphalt Trail Maintenance Program

Mr. Cappello stated, we received the bid results last Friday.  We received one bid. It was from Penn-Ohio for $49,175.00.  They are an approved contractor.  This is for the asphalt trails along SOM Center Road, White, Road, North Commons and Parkview.  It’s basically liquid road.  It’s a thicker pavement treatment.  It gives better protection to the trails which have not been addressed since their installation about 18 years ago.  Any questions?

There were none.

  • Bid Results:  Intergenerational Park Project

Mr. Cappello reported, received these bids last Friday as well.  That project entailed the construction of tennis courts, bocce courts and sand volleyball as well as the expansion of the paved parking lot which doubles the parking spaces from 63 to 126.

Per Council’s request, I prepared two bid documents, one for the entire project if we were to install two tennis courts and one if we were to install three tennis courts.  The parking lot, sand volleyball and bocce courts basically remains the same.

As you can see, we had 6 bidders.  The low bidder was low for both the two tennis court option and the three tennis court option.  We also received a cost to do the light poles, wiring and fixtures.  The low bid for the two tennis court combined was $696,209 and the low bid for the three tennis courts combined were $727,759.

Council President Pro Tem Williams asked, comments or questions?

Mr. Jerome asked, what will we do with stormwater runoff?

Mr. Cappello replied, since it is more than an acre, we will be required to treat water quality.  We are using what is called an enhanced swale.  It’s basically a wide bottom swale so the runoff from the parking lot will travel through that.  That’s how that is treated.  We are expanding an area behind the softball fields.  It will be a very shallow retention area.  You might get some water ponding.  That’s where the retention will take place.

Mr. Jerome asked, but no need for anything more on that?

Mr. Cappello replied, no.

Council President Pro Tem Williams stated, thank you Tom.

FINANCE DEPARTMENT:

  • Monthly Rental Increase:
    • 6500 Wilson Mills Road
    • 6536 Wilson Mills Road

Mr. Wynne stated, we will be preparing legislation on this.  Two of our rental properties have not had a rental increase for quite some time.  The rent will be increased on 6500 Wilson Mills and 6536 Wilson Mills both by 10%.  6500 Wilson Mills will be going to $715 a month and 6536 to $605 a month.  Also, with 6536, we will be changing the terms of the Agreement where the tenant will be responsible for water and sewer to bring it more in line with our rental agreements.

Council President Pro Tem Williams stated, thank you.  Any questions?

There were none.

LAW DEPARTMENT:

  • Legislation:   Establishment of an Emergency Operations Plan

Mr. Diemert reported, this to help coordinate our Village to participate and protect against any catastrophic incident that may occur as a result of adversarial attacks or natural attacks or technological disasters that may occur within the Village.  It will facilitate coordinating support from the County, the State and the Federal government, including FEMA.  It is a Master Plan for major disasters.  There is no cost to the Village.  This just coordinates with other communities and the County.

Council President Pro Tem Williams asked, what is the impetus for this?

Mr. Diemert replied, since 9/11, most communities have been starting to coordinate on a regional basis to be prepared for any natural disaster or emergency that may occur.  It helps each of the safety departments.  They are always ready anyway but not all other departments are, such as Service and Finance and Law.  All departments in a real disaster really need to be involved.  Telephone numbers, coordination, who’s in charge on what day and at what time.  This all needs to be worked out to put into a major plan coordinated with the County with the input from State, Federal and County.

Council President Pro Tem Williams asked, are we early or late?

Mr. Diemert replied, we have always been prepared in Mayfield Village.  This is a more widespread preparedness in order to facilitate maybe getting emergency funding and things like that which sometimes can run into walls on a bureaucratic level.  This is going to help eliminate the bureaucracy hopefully and not create more.

Council President Pro Tem Williams stated, thank you.  Any other questions?

There were none.

PARKS & RECREATION:

  • Increase in chemical usage at Parkview Pool ($2,400 – Sal Chemical)

Mr. McAvinew stated, we talked about increasing the amount by $3,000 in Committee.  We will be leaving the pool open for two extra weekends this year to the last week in August, so we will have to increase this to $3,000.

  • Bid Results – Senior Snow Removal Program – 2017-2018

Mr. McAvinew stated, we received the bid results for the Senior Snow Removal Program.  They came in favorable.  I will get more information sent out comparable to last year.

  • Opt-Out Program – Senior Snow Removal Program

Mr. McAvinew stated, I will get more information out on this.

  • Fall/Winter Parks and Recreation Brochure (P/M Graphics – not to exceed $7,000.00)

Mr. McAvinew reported, this is a collaborative effort between Mayfield Village, Mayfield Heights and Gates Mills.  We initially pay the cost forward and then we receive funds back from Mayfield Heights and Gates Mills along with different advertising that we do receive funds back to help cover that cost.

SERVICE DEPARTMENT:

  • 2017-2018 Winter Salt Fill (Cargill - $29.12 – 2,000 tons)

Mr. Metzung reported, the low bid from ODOT was from Cargill at $29.12.  This is essentially the same dollar amount as last year, probably within .10.

  • Siding of ODOT building (Garland/DBS - $67,296 - $80,313)

Mr. Metzung reported, several years ago, we took possession of the ODOT property where we used the salt dome. There is a building on that site that is a good solid building, but it is kind of ugly.  We are looking to put some siding on it and keep it forever.  The total cost of that project is $70,545.

Council President Pro Tem Williams asked, questions for Doug?

Mr. Jerome asked, the siding we are putting in will be a very high quality galvanized?

Mr. Metzung replied, it’s actually an aluminum product.

Mr. Jerome asked, it is going to be low maintenance?  It’s going to make the building look better up against the trail?

Mr. Metzung replied, right. Yes. It’s a high quality industrial siding.

Mr. Jerome stated, thank you.

Council President Pro Tem Williams stated, you said something at the prior meeting that this is the first upgrade?

Mr. Metzung replied, to this property, yes.  The State essentially gave the property to the Village and we have torn down a couple of buildings on-site.  This one and the salt dome we decided to keep.  We use this building to store the loader in the winter for the salt operations.  It has a washout bay which is really a nice feature for us to wash the trucks out in the winter.  That’s why we kind of kept that building around.  We also use it for cold storage all year long.  It’s a pretty handy building to have.

Council President Pro Tem Williams stated, thank you Doug.

ANY OTHER MATTER BEFORE COUNCIL:

Council President Pro Tem Williams asked, are there any other matters before Council this evening?

Mr. Jerome asked if everyone could keep the family of Beverly Jamieson in your thoughts and prayers. Robert Reed Jamieson was a long-time Village fireman and resident who just passed this past week.

Mrs. Mills added, there will be a Memorial Service at the Botanical Garden on Sunday, August 20th.

Mr. Jerome added, at 2:30 p.m. at the Cleveland Botanical Gardens.  They are finalizing it.  I am 95% sure that is what they are going to do.  It is a Celebration of Life event.

Council President Pro Tem Williams stated, thank you.  If there are no other matters, our next scheduled Council meeting is Monday, August 21st at 8:00 p.m.

There being no further matters, the meeting concluded at 8:25 p.m.