CAC - November 5th 2014

Mayfield Village Citizens Advisory Committee
Meeting Minutes
November 5, 2014

The Citizens Advisory Committee met on Wednesday, Nov 5, 2014 at 7:00 p.m. at the Mayfield Village Civic Center.

Printable/PDF documents:

 

Present: Brenda Bodnar (Chair), Shirley Jay, Kay Phillips, Carole Marrie, Sandy Batcheller, and Mary Singer

Absent: Matthew Dickard, Joan Catalano, Merv Singer, Tom Piteo, Bob Haycox, Marilyn LaRiche-Goldstein, Loretta Williams, and George Williams

Also Present

Bruce G. Rinker, Mayor
Thomas J. Marrie, Council Representative
Steve Jerome, Council Representative
Diane Wolgamuth, Director of Administration
Ron Wynne, Director of Finance
Ron DiNardo, Village Architect

Approval of Minutes

The Minutes from the Sept 22, 2014 meeting were unanimously approved as written.

Community Room Update

Mrs. Bodnar introduced Mayor Rinker and stated that the Committee has been anticipating receiving an update on the Community Room.  Mayor Rinker provided some background, stating that the Village has been looking at this area for some time.  We recognized several years ago that the old Village Hall was beyond its useful life.  We had previously moved the Fire Dept. out of the building and more recently, the Police Dept.  When the Police Station was going to be built next to the Fire Station, no bids received were under $8 million.  After we moved the location to Wiley Park, we were able to build the Police Station for $4 million.  That was a bonded project.

Once the old Village Hall came down, we started looking at the Community Room.  ThenDesign Architecture is the firm that was selected to provide architectural services and be the general contractor for the project.  They are from Willoughby and have done a lot of work with the Mayfield School District. 

Mayor Rinker stated that he is here tonight to advocate for a new building despite knowing that the charge was to rehabilitate the old building.  Many people feel strongly that it works well and shouldn’t be changed, however, we need to remember the original structure was a salt shed and was “homemade work”.  The interior was remodeled in the early 1990s.  The office section was added and was used as a Council caucus room.  Now the office is used primarily as the Senior Services office.  Building Commissioner John Marrelli had done a preliminary assessment of the building and the charge to TDA was to give us a remodeled building that included taking out the divider and post. 

Mayor Rinker stated that he created a Committee made up of himself, John Marrelli, Architect Ron DiNardo, P&Z Chairman Jim Farmer, Landscape Architect Jim McKnight and Diane Wolgamuth.  The Committee met with TDA and talked about adding a new entry on the south side of the building, providing for outdoor access to a deck, replacing the HVAC, etc.  We found that, structurally, the wall and post can be removed, but when retrofitting, money is spent dealing with pre-existing issues.  We need to determine what it is worth to retrofit; $750,000 has been budgeted, however, the cost to rehab is closer to $1.1 million.  To build a new building will likely cost an additional $400,000 to $500,000.

Mayor Rinker reviewed TDA’s renderings of the retrofitted building and site plan with the Committee (copies attached).

During further discussion with TDA, the architects pointed out that the building is in the middle of a parking lot and suggested that a new building could be built south of the existing footprint to allow the building to have a nice front yard and put the parking behind the building.

Mayor Rinker reviewed TDA renderings of the proposed new building and site plan with the Committee (copies attached).  The Mayor stated that he believes that building a new state-of-the-art Community Room has many advantages and is worthy of consideration.  The new building would allow more separation from Center School and safer bus traffic.  If the School District agrees, the two driveways off of SOM Center Road could be consolidated.

Mrs. Bodnar asked if the square footage of the building would be increased.  She suggested that a second floor could be added or perhaps the Community Room could be moved to another site.  Mayor Rinker responded that we have not discussed that as we were charged to not make a radical change.  Mr. Marrie agreed that there has been lots of conversation about keeping the building where it is.  Mayor Rinker added that going to two floors adds substantial cost to comply with ADA requirements.  Mrs. Bodnar stated that she suggested it because it is hard to rent a room unless you plan at least six months ahead and a larger Community Room could have multiple rooms for rent.  Mayor Rinker agreed that separate spaces in the Community Room, as shown in the renderings, would be helpful.  Mr. Jerome added that he thinks people would certainly take advantage of the outdoor space.

Mrs. Singer asked if there is an entrance directly into the kitchen from the outside.  She suggested that this is helpful when a caterer is involved.  Mrs. Batcheller noted that there is a separate kitchen and concession stand in the rendering and suggested they be combined.    Mrs. Bodnar suggested that the kitchen be located closer to the party room.  Mrs. Jay agreed, adding that an island for serving food would be useful.  Mayor Rinker agreed that all opportunities to take advantage of space will be considered.  He stated that a new building would have a longer useful life, would take advantage of natural lighting and would not cost substantially more.  An outdoor window to the concession area would allow it to be used during events on the green and we could get rid of the concession trailer.

Mr. Marrie asked about the likelihood of adding a traffic light at the entry driveway and Mayor explained that traffic lights are subject to warranting and other ODOT requirements.  The Committee discussed the traffic flow, curb cuts, etc. 

Mrs. Bodnar asked Mr.Wynne about funding.  Mr. Wynne advised that we currently have about $650,000 in the Community Room fund at the end of the year.  If the Village keeps putting away $300,000 a year and delays construction until 2016, no loans will be necessary. 

Mayor Rinker stated that an added benefit to constructing a new building is that the old building could stay open during the construction.  Rentals could be opened up again and there would be no disruption to programming during the construction period.  There is additional cost to this approach, but TDA has included it in their cost estimates.

Mayor Rinker reviewed the Budget Analysis provided by TDA (copies attached).  The cost to rehab the old building with removal of the post is approximately $1.15 - $1.2 million.  The cost for a new building is approximately $400,000 to $450,000 more.  Mayor Rinker reminded the Committee that these are preliminary plans and are open for discussion.  He wanted to see this Committee’s reaction and will now plan a presentation to Planning & Zoning and Council.  Mrs. Jay stated that she thinks it is a big plus to keep the old building open during construction.  Mr. Jerome added that we want to build something that we will be proud of.

Council Update

Mr. Marrie reported on the following items:

  • The Grove had a great year and plans are beginning for 2015.  Garry Regan made a presentation to Council.  He advised that the Greek, Irish and Shakespeare nights were the most successful events.
  • The Trail Ribbon-Cutting was held.  The trail is a great asset to the community.
  • The new driveway at the Civic Center was partially covered by a grant.
  • Work has begun on the Eastgate/Meadowood sewer conversion.
  • Finance Director Ron Wynne has done a great job with employee health care.  This year’s increase was only 1-1/2%.
  • The Police Dept. is purchasing three new cars.
  • Improvements have been made to the exterior of the Fire Station.
  • The new Fire Truck is being built.
  • The light poles at the Library are up and will be illuminated by next week.
  • A sidewalk to the Library is also being considered.
  • The Halloween party was a great success.
  • Governor’s Village is expanding and adding 45 additional beds.

 

Upcoming Events

Ms. Wolgamuth stated that the VOV has just been mailed out and includes all the upcoming holiday events, except one.  Don Mitri of the Conservatory for the Performing Arts is trying to arrange a date with the High School to have the Jazz Band and Show Choir do a holiday performance in Reserve Hall.  The tentative date is Dec. 12.  Details will be provided as they become available.

Open Portion

Mrs. Jay stated that additional lights are needed for the Civic Center parking lot, particularly now with the new driveway. 

Mrs. Bodnar thanked Mayor Rinker for the lovely Appreciation Dinner.  She stated that she really enjoyed the evening and hoped we would considering using the same venue next year.

The next CAC meeting is scheduled for Monday, Nov 24.  [Since this meeting, a Joint Meeting of Planning & Zoning, Council, Architectural Review Board and Citizens Advisory has been scheduled for Nov 24 at 7:30 p.m.]

The meeting was adjourned at 8:40 p.m.

Respectfully submitted,

Diane Wolgamuth, Director of Administration