PZ - October 3rd 2016

Mayfield Village
Oct 3, 2016

The Planning and Zoning Commission met in regular session on Mon, Oct 3, 2016 at 7:00 p.m. at the Mayfield Village Civic Center, Civic Hall. Chairman Syracuse presided. 

Roll Call

Present: Mr. Vetus Syracuse (Chairman), Mr. Bill Marquardt, Mr. Garry Regan, Mr. Paul Fikaris, and Mr. David Hoehnen

Also Present: Mr. Joseph Diemert (Law Director (7:05 pm)), Mr. John Marrelli (Building Commissioner), and Ms. Deborah Garbo (Secretary)

Absent: Mayor Bodnar, Dr. Sue McGrath (Chairman Pro-Tem), and Mr. Tom Cappello (Village Engineer)

Consideration of Meeting MinutesAug 1, 2016

Mr. Regan, seconded by Mr. Fikaris made a motion to approve the minutes of Aug 1, 2016 as corrected.


Ayes: Mr. Syracuse, Mr. Marquardt, Mr. Regan, Mr. Fikaris, Mr. Hoehnen

Nays: None                          

Motion Carried. Minutes Approved As Corrected.


  1. Conditional Use Permit
    Hattie Larlham Community Services
    New Constant Companions Program
    700 Beta Dr. Unit A
    Payto Architects


Chairman Syracuse called the regular meeting of the Planning & Zoning Commission to order. Everyone on the Commission should have received copies of correspondence and documents that were submitted by the applicant since our workshop meeting. If there’s anyone here on behalf of the applicant or anyone else who would like to say anything further, please step forward and state your name for the record.

Jeffery Foster, RA with Payto Architects introduced himself. I just wanted to entertain any additional questions that the Board may have.

  • Mr. Diemert arrived at 7:05 p.m.

Mr. Hoehnen states, I don’t have any questions, but I’d like to make a comment. I was unable to attend the workshop meeting on Sept 15th, but I have reviewed the minutes and all the attachments. Today I went out to the Middleburg Hts site, and I was impressed. I arrived at 1:20 pm, I walked in and all of the clients were assembled in one large room. I saw at least four staff people, three of whom I spoke to. They were working diligently in reviewing buildings and sites that they had visited in the community. There was some introductory remarks by one of the staff people there who is in attendance tonight.

I didn’t see a single cell phone the entire hour I was there. I asked one of the staff people about the use of cells phones. She told me that the clients were all encouraged to keep their cell phones with their personal belongings in a different room. I raise this issue because at the workshop meeting there was a lot of discussion about inappropriate use of cell phones in a different facility (Koinonia) calling 911 inappropriately and causing Police cars & Fire trucks showing up unnecessarily. That does not appear to be a problem in Middleburg Hts, which we were told at the workshop meeting would be a comparable facility to what’s being proposed in Mayfield Village.

I talked to several of the clients, I found them warm, friendly and eager to talk to me. One young man in a wheelchair would not let me go. I had to struggle a little bit in a friendly way of course to disconnect myself.

I even met the pets, three of the friendliest cats I’ve ever seen. A guinea pig and a rabbit both of which were in cages, a tortuous also in a cage. It was very clear to me that these animals are very well taken care of. There were some older adults but most of the people were young, High School age and a little bit older. They obviously adored the animals. There were a couple of the children off by themselves. One young lady was doing a puzzle.

I stayed about an hour and left thinking this is a worthwhile program and if the one in Mayfield Village were to be run like the one that was run today in Middleburg Hts, it would be an asset to our community.

Mr. Marquardt states, I was looking at the copies Mr. Marrelli provided on the frequency of Police and Fire ‘run calls’ to Koinonia Homes and this proposal being parallel to Koinonia. I wonder if we need something in the agreement that limits the amount of calls.

Mr. Regan states, I had foreign visitors in town and couldn’t attend the workshop. I’m familiar with the programs they do. I have a special needs Son as you know. I like the fact that Mayfield Village has welcomed others with these kinds of projects and programs. This is a name that I’m very familiar with and the good work that they do. My only concern and I raised the issue with John is if the adjoining tenants were aware there are animals involved. I like the program, anything that brings this population together with the rest of the population is a good thing.

Chairman Syracuse said, unless anything has changed the applicant has stated the standard hours of operation would be Mon – Fri 8 am – 4 pm. Is that accurate?

Sarah Rager, Assistant Director with Hattie Larlham replied, that’s correct.

Mr. Regan asked Mr. Marquardt, what was your point on the calls?

Mr. Marquardt replied, Koinonia gets a lot of calls. We should have a note in there to say if we get this amount of excessive calls, then we have a problem.

Mr. Marrelli addresses the ‘run calls’ issue. Since the workshop meeting, I met with the Director and the Assistant Director of Koinonia Homes in my office. I found out that their office staff had to dial 9 to get out and the extension started with 11, etc. They realized what was going on and hadn’t any knowledge that there were so many Police responses to the facility. Within that day they had changed their phone system so you didn’t have to dial 9 to get out. They also changed their procedures for checking in for the employees, to do it on the internet instead of on the phone. To make a long story short, they put two or three different business practices in place within 24 hours to completely stop that. As far as the client cell phones, they were not aware of any calls from the clients. That seems to be a corrected situation. Both Police and Fire Chief’s made it clear to me that not to tell anybody not to call if they’re needed. You can’t really say is one call too many, is ten too many? If there’s an emergency or somebody’s hurt, you can’t tell them not to call. If they’re needed, they have to go and they will go. I guess the Middleburg Hts. situation is different than the Bedford Hts. and Twinsburg locations. I don’t know how you could put a condition on this company that would guarantee that level of client. I don’t know if you could do that. When I talked to the Bedford Hts. Fire Inspector who did these inspections, he mentioned to me that the clients when he first was there are different than the ones that are there now. How you control that I don’t know. I don’t know how you put levels on the abilities of individuals and who controls it.

Mr. Diemert states, the Administration after the last meeting did look into this. We do have within our own codes ways to protect against abusive 911 calls. It’s just an oversight that that was never communicated to the Law Department. We’re going to work with them to make sure that doesn’t happen anymore and those kind of precautions John’s already overseen may be further supplemented through enforcement.

Chairman Syracuse said, my understanding is that the conditional use permit would be for a period of two years. If there were any problems with this permit in that two years, it could be brought to our attention and be brought back for reconsideration when it’s up for renewal in two years.

Mr. Marquardt said, it should be mentioned as a condition in the approval of the permit.

Mr. Marrelli said, also we haven’t had any confirmation one way or another that the property owner has spoken with any of the adjoining tenants in that building about the animals. 

Mr. Hoehnen said, I stopped at the Engineering’s office and spoke to the woman who staffs the desk. A gentleman came out who I think was the office manager, I didn’t get his name. I asked them if they were aware of this proposal tonight. They both said no. I briefly explained there might be as many as 30 people who suffer from one form of disability or another and maybe 4 staff people. Their only concern was parking. I told them I didn’t foresee any more than 4 cars coming to this site. The more I explained, the more they seemed to nod in agreement that this would not be a problem. I encouraged them to call you John if they had any questions or to show up at the meeting tonight if they had any concerns. I don’t see them here tonight.


Mr. Regan, seconded by Mr. Hoehnen made a motion to approve the Conditional Use Permit for Hattie Larlham Community Services New Constant Companions Program at 700 Beta Drive as noted:

  1. Hours of operation Mon – Fri 8:00 am to 4:00 pm.
  2. Impact on the Village Safety Services to be reviewed every two years when permit is up for renewal.


Ayes: Mr. Syracuse, Mr. Marquardt, Mr. Regan, Mr. Fikaris, Mr. Hoehnen
Nays: None                          

Motion Carried. Recommendation to Council.



Mr. Fikaris, seconded by Mr. Regan made a motion to adjourn the meeting.


Ayes: Mr. Syracuse, Mr. Marquardt, Mr. Regan, Mr. Fikaris, Mr. Hoehnen 
Nays: None                          

Motion Carried. Meeting adjourned at 7:15 p.m.