Safety & Service: September 2nd 2014

MINUTES OF THE MEETING OF THE
SAFETY & SERVICE COMMITTEE
Tuesday, September 2, 2014 at 7:15 p.m.
Main Conference Room - Mayfield Village Civic Center

The Safety and Service Committee met on Tuesday, September 2, 2014 in the Main Conference Room at the Mayfield Village Civic Center.  Mr. Marrie called the meeting to order at 7:15 p.m.

(Printable/PDF document)

Present: Mr. Marrie, Mr. Jerome and Mr. Saponaro

Also Present: Dr. Parker, Mrs. Mills, Mr. Wynne, Chief Carcioppolo, Chief Edelman, Mr. Metzung, Mr. DiNardo, Ms. Wolgamuth, Mr. Thomas, Mr. Marquardt (7:20 p.m.), and Mrs. Betsa

SERVICE DEPARTMENT:

905 Beecher’s Brook – change order to original Drainage and Infrastructure Project from 2013

Mr. Metzung stated, this is a change order.  I added a catchbasin on the other side of his driveway.  It’s $325 above the original cost.

Mr. Marrie asked, why?

Mr. Metzung replied, it was ponding water over there, so we had to put one on the south side.

Mr. Saponaro asked, what was this from?

Mr. Metzung stated, this was one of the drainage and infrastructure projects.

Mr. Saponaro asked, why is this on Safety and Service?  Items for Safety and Service should be non-monetary issues.  This should go to Finance.

Mr. Marrie agreed.

Hanover Woods Entryway

Mr. Metzung passed around the cost breakdown and rendering of the new gateway.  This was all approved in the spring and is on our budget for the Aintree and Hanover Woods gateway.  It goes part and parcel from when we did the change order for the median island as part of our paving project.  This is what is going in. 

Mr. Saponaro, have there been any concerns raised?

Mr. Marrie stated, all of the comments I have had are not in a negative way.

Mr. Cappello once it’s all landscaped, it will be nice.

Mr. Marrie agreed.  It all looks like a big hole right now.  It will be pretty when it is done.

Dr. Parker stated, the only problem I foresee is early on people may not realize how much sooner they should slow down, so if the weather is bad or there is snow, it would be an issue with turning into Hanover and running into it.

Mr. Cappello stated, there is a wide turnout.

Dr. Parker stated, I think it will be an adjustment for sure.

Mr. Marrie asked, why don’t you have the homeowners send a note to all the people there with that comment?

Dr. Parker stated, there’s plenty of room to turn, especially in the good weather, but when the weather gets bad, it’s possible people might not realize that they need more time to turn.

Mr. Marrie stated, have the homeowners send a notice out and also put it in the VOV.

Dr. Parker stated, otherwise the overall response has been good.

Mr. Marrie stated, Mary Murphy was up last week and was very complimentary about the whole situation.

Mr. Jerome asked, it is going to be lit up?

Mr. Metzung replied, yes.

Mr. Jerome asked, who is paying for the power for the lights?  What is the timeline on this?

Mr. Metzung replied, Service will begin construction on it.  That’s our next project. We have to fix the cul de sacs in the Aintree area.  We are putting berming in. Then the guys will jump on that.

Mr. Jerome stated, one guy on Aintree put bricks on the curb because people were parking on his lawn so much because the curb is so low where the apartments are.

Mr. Metzung stated, that’s one of the issues we have.

Mr. Cappello stated, we tried to minimize the ground an inch and a half of the concrete out so we wouldn’t necessarily have that big of a rise.  Other streets, you lose it totally when you put three inches of asphalt on a four inch. We try to achieve at least two, two and a half.

Mr. Metzung stated, we try to do our best.  You have to balance what you are getting.  You don’t want to start to get in to replacing all the curbing. When you are doing this kind of work, you are into huge money.  It’s a balancing act.

Mr. Jerome stated, snow plows are going to have to go back and put more markers in now.

Mr. Marrie asked, any other questions?

Mr. DiNardo asked, what kind of tree is this? 

Mr. Metzung stated, a service berry.   It’s almost more a bush than a tree. 

Mr. DiNardo asked, it will be substantial when they plant it?

Mr. Metzung replied, if you are familiar with The Grove, along the walkway to The Grove, there’s several.  

Mr. Marrie asked, any other questions?  There were none.

Clean out of Wiley Retention Pond

Mr. Metzung reported, we had the large storm of August 13th where we had a great deal of flooding.  Substantial flooding was in the Beta Road area to Skoda Minotti and the Racquet Club.  Part of the investigation was to clean out the channel.  I hired out John Agresta to clean the channel out.  More than the channel got cleaned out at that point which meant we needed to clear the loose sediment out so that needed to get taken out of the pond so it didn’t go back into the pond and cause us some grief.  That’s what we did on an emergency basis. We also took the weir plate off of the driveway at Service so we have free flow there until such time that we can go back and restudy it.  We have an engineer digging into the weir plate and its measurements and things of that nature to advise us on that subject. When we get to that I will update you on that.  Right now I needed to get that material out of the hole immediately.

Mr. Marrie asked, silt?

Mr. Metzung replied, yes, and whatever comes up with the silt.

Mr. Cappello replied, vegetation.

Mr. Saponaro asked, are we going to be in a similar situation again in a sense of we didn’t take some sort of action which caused the flooding or is this an act of God where it didn’t matter really what happened, it was going to happen?

Mr. Metzung replied, the census is that this was an act of God which at first blush it was going to happen no matter what.  We couldn’t even investigate. From this storm and over time it pushed a lot of crud out into the basin right at the outfall.  As we went to investigate the pipe to make sure everything was clear behind it, no broken pipes or anything like that, it was full of water. We couldn’t truly do an investigation until we got the water out of it. That’s what started it. 

Mr. Saponaro asked, when does the weir plate go back on?

Mr. Metzung replied, I don’t know.

Mr. Cappello replied, the engineer is going to model starting down at the outfall of the SOM culvert through the bottom basin and through the upper basin and also look at the stormsewers on Beta.  He will be able to monitor the whole system and then he can manipulate the weir for a different size, or do we put it back or not put it back. Then we can tell based on that model what to do next.

Mr. Marrie asked, who is doing this?

Mr. Cappello replied, Rich Wasosky of Euthenics. 

Mr. Saponaro asked, if we had a storm like that again with the weir plate not being in place and having it dredged, it only can help us, it’s not going to hurt us?

Mr. Marrie asked, everything would flow?

Mr. Metzung replied, it would certainly help that situation.  We have to be careful down at SOM downstream.

Mr. Saponaro asked, how do we deal with it in the interim if something like that would happen again?

Mr. Metzung replied, we still do have the downstream with the weir plate. 

Mr. Saponaro stated, the weir plate is controlling the intensity of the flow of water?

Mr. Metzung replied, underneath SOM Center Road.

Mr. Saponaro asked, so from a safety perspective, we have a stop gap measure in place?  Not what we want ultimately. We have to get it fixed there, but it works.

Mr. Marrie stated, but we have a plan to do this.

Mr. Metzung replied, right.  We are working on that plan.

Mr. Marrie asked, any questions? There were none.

ENGINEER:

Civic Center Stormwater Retrofit Demonstration Project – bid results

Mr. Cappello stated, I am not sure if everyone’s familiar with the project and have seen the drawings or not, but basically it is the redesign of the entrance to the Civic Center.  The existing driveway is pretty close to the existing building on the east side.  We worked with Jim McKnight to look at future redesign of the entire parking lot eventually.  In the meantime, as a first phase, we can centralize this driveway and get it a little further away from the left turns on Wilson Mills  instead of having people playing suicide because we are telling people to turn right when they come in and you get everyone coming still down the exit lane.  This would be a two lane road in with a nice little cul de sac out. There will be a drop off.  You will now get a nice green area up front.  You eliminate that drive apron. We worked with Chagrin River Watershed Partners and got a SWIF grant for $126,000. This would be all pervious pavement in here. That was part of the SWIF grant. We are reducing the run-off and promoting infiltration.

Mr. Marrie asked, was that the main reason we got that grant, because of this?

Mr. Cappello replied, yes.  It wasn’t because of the driveway.  It was because it was a stormwater retrofit.  It’s been pretty popular in municipalities.  They have redone their parking lots.  Mayfield Heights and South Euclid have done it. We have done it over at Wiley. We are able to utilize that money effectively.  As part of this project, we had the base bid which is pretty much the entrance drive, the new apron, removing the old apron and then redraining this area. We are going to put mounds in front of here.  We will take the extra material to help save on cost and make better screening.  We had three bidders. The low bid on that was C.A. Agresta for $170,870.20. The next bid was $171,151.60.

Dr. Parker asked, who was that by?

Mr. Cappello replied, R.J. Platten.  They did a job in South Euclid very similar. That includes the main project. We did an add alternate which would be additional sidewalk.  Right now you will notice at the entrance the sidewalk curves into the parking lot and curves back out.  We would get rid of that and straighten it and then also add a straighter walk straight out to Wilson Mills and then you put in this patio, a circular brick paver area.  It will be kind of like a central hub for future walk or trail when this parking lot gets redesigned in the future.  So from this point forward is the add alternate. It also includes pavement removal and excavation.  Those numbers came in again fairly close to each other, roughly $11,600 and $11,100. If we were to take the base bid, the total would be roughly around $171,000. That would be C.A.Agresta.  If we were to go with the base bid and the add alternate, it actually switches over to the second bidder.

Mr. Saponaro asked, it doesn’t matter, either one is good?

Mr. Cappello replied, it doesn’t matter.  No, they are good.   The only other issue was we budgeted $50,000 plus the $126,000, we are at $176,000. That would also include engineering and inspection. To step back, the Village has the total project cost including SWIF grant money and Village money at $176,000 today.  If we accept the base bid only, we are looking at a total of roughly $195,000, so $20,000 more than what we have budgeted. If we accept the base bid and add alternate, which also includes engineering and inspection, we are going to be about $33,000 more than what was currently budgeted.

Mr. Saponaro asked, but on here it says the engineer’s estimate for the project is $185,000 and then for both it’s $197,000?

Mr. Cappello replied, we ended up having to rebid this. The engineer’s estimate went up higher than what the original estimate was.  There’s a couple issues. When you give an estimate, it is an estimate. You don’t go through the design process.  Usually in that case some other things have to happen.  Plus it seems this year all these contractors are busy which is a good sign. They are going after work but they can charge a little bit more.

Mr. Saponaro asked, what is going to be done with the pavement?

Mr. Cappello replied, the existing pavement that comes out will get removed off-site.

Mr. Saponaro asked, are we going to grind it?

Mr. Cappello replied, it depends on the contractor. They will probably grind it and haul it off.  It’s up to them. The nice thing about having the green area is this pervious pavement is not just brick on stone, it’s roughly 28 inches deep. The idea is to promote infiltration.  Also if you are going to have pervious pavement in this climate, the rule of thumb is two thirds of frost depth which ends up being a minimum of 28 inches, so you are going to have all this excavated material.  That saved us money.  We are also going to redo part of the entrance.  There is going to be a new entrance into the Civic Center. All that walk you walk on now will all be new.

Mr. Saponaro asked, you are not changing the entrance?

Mr. Cappello replied, no, new concrete padding.

Mr. Marrie stated, I for one feel if we are going to do this and spend this much, let’s redo the walkway. Get the whole ballgame done at one time.  Murphy’s Law, what’s going to happen two years from now we will be tearing that up again.

Mr. Jerome stated, it seems like that add on, if we did it down the road, it wouldn’t be like we would be doing something and then ripping it out to do it again.

Mr. Cappello replied, no you wouldn’t. Would you get a better price?  I couldn’t say yes.  The fact that the guy’s here, he has other work to do.  Is it double?  No.  But is it a few thousand more?  Probably.  Because you have to remobilize and things like that.

Mr. Saponaro stated, plus, the other part of it is you are going to be shutting this down already.  If you do this at a later date, you are shutting down part of it.  It’s more of an inconvenience.

Mr. Jerome stated, it would be nice to have that quadrant done.

Mr. Marrie agreed. The whole thing done at one time.

Mr. Cappello stated, to do that would be very positive. Again, the nice thing about it too is if you look at both these bids, they are so close.  From my perspective, I am pretty happy that I got good numbers.  You have the other guy who’s a little bit higher. Again, it just depends on how much work they have.

Mr. Jerome stated, it’s interesting looking at the different numbers.  On one thing they are less and on one thing they are way more. 

Mr. Saponaro asked, as we lose part of the parking here, nothing changes in this little parking lot here, right?  We still have this entranceway and for Heinen’s purposes, they still have parking here and along their building?  We are just going to be taking up probably this area more?

Mr. Cappello replied, right. 

Mr. Saponaro asked, what’s Heinen’s take on this?

Ms. Wolgamuth replied, I met with the manager of Heinen’s.  They looked at the plans and thought it was all fine. They have no objections at all.

Mr. Marrie asked, are they instructed to park all in the back rather than in the center?

Ms. Wolgamuth replied, yes. When we did the initial agreement, we looked at the spaces in the front.  It’s mostly employee parking. They have the employees park in the back. They try to leave the spaces near the door for customers.  We also found out that they don’t have truck deliveries on the western driveway so they are fine if at some point we decide to close that driveway.

Mr. Saponaro stated, this is a good thing from the standpoint of traffic control.

Chief Edelman agreed. The driveway as it is now, it’s impossible to make a left out of it.

Dr. Parker asked, any thoughts on 50’s Night impact?

Mr. Metzung replied, it will just be less cars.

Mr. Marrie stated, let’s pass this on to Finance.

Additional sanitary connection – Eastgate/Meadowood project

Mr. Cappello received a call from Mrs. Mills about a resident.   Mrs. Smakula, at 6691 Thornapple, actually has her sanitary exiting the rear of her property instead of the front. She’s on the northwest corner of the intersection of Thornapple and Meadowood. When we do these sewers, if you are stopping at the end of a lot, I don’t need to spend money to run a sewer to the end of the property when I can pick it up midway or halfway.  After finding this out, I looked at the plan and did a redesign. It’s about 75 additional feet of sanitary sewer.  One more additional manhole.  One more additional connection.   A little bit more site restoration, things like that.  I have unit prices on this.  What would end up happening in the project, he has 4,000 feet of sanitary sewer, now it’s 4,075 feet, so I pay him based on the unit price so I don’t have to negotiate any more costs.  What I do have to do is, I would like to put this as a change order because we are increasing quantities to the project.  I will talk to Diane Calta on how to work this, but she will get an assessment. She would be like everyone else on the project. Same assessment.  If I knew this, I would have included her in the first place.  It’s not like she’s getting special treatment. It just makes more sense for us to do it now than it is to do it later.

Mr. Marrie asked, you think it is the best thing to do now?

Mr. Cappello replied, for the resident, yes. 

Mr. Marrie asked, does it make sense to do it now?  It’s on the back of her property which is really facing Meadowood.

Mr. Cappello replied, correct.  You have to look at the topography. If it’s going out the back, do I have to make my sewer deeper in the front on Thornapple to do this?  Plus the other deal is the more people we can get on the sanitary sewers the sooner.  I am not sure when Thornapple will come on line.  Thornapple, Robley and parts of Wilson Mills are the last sewered areas we need to do in the Village.  We are adding another $19,000 to the project number.  What’s the assessment?

Mr. Wynne replied, I think $7,200 if they pay it in full or $9,600 over 20 years.

Mr.  Cappello stated, so it adds to the Village’s responsibility about $12,000.

Mr. Saponaro asked, if you wanted to extend an assessment, can you?

Mr. Cappello replied, I am not sure. I know the County offered some assistance on the connections, but I am not sure.

Mr. Saponaro stated, we need to at least point her in that direction.  She can talk to the County if she wants to try to seek assistance.

Mrs. Mills stated, I talked with Mrs. Petsche who is on the opposite side. Her septic cleanout is right in the front yard next to her driveway.

Mr. Marrie stated, I am fine with doing it now.

Mr. Saponaro stated, the bigger issue to me is the retention pond she has next to her. 

Mrs. Mills stated, that Fisher’s Pond.

Mr. Saponaro asked, that’s not her pond?

Mrs. Mills replied, that house was built by Mr. Fisher.  That’s the original farmhouse for that whole tract of land. That’s why the septic system is where it is. That was the Fisher property.

Mr. Marrie asked, isn’t it hers?

Mrs. Mills replied, it’s hers. Everyone calls the pond the Smakula pond, but it’s not, it’s the Fisher Pond.

Mr. Saponaro asked, she’s responsible for that?

Mrs. Mills stated, I don’t know. Doug, do you know?

Mr. Metzung replied, I don’t know.

Mr. Marrie stated, if it’s on her property, I would think it’s her responsibility.

SENIOR SERVICES:

Senior Snow Removal Program – additional section assignment for 2014-2015 season

Mr. Thomas reported, after we opened up our bids, we needed 50 additional driveways to be assigned. We went to the lowest bidder, Interlock and asked them if they could take 50 more drives and they said we already committed ourselves to other drives. We went to the second low bid, Arnold’s Landscaping and they said they would be willing to do it for us. 

ANY OTHER MATTERS

Chief Carcioppolo received a phone call from a resident right after the tornado warning we had about a month ago. She said she was concerned that we didn’t set the siren off. I informed her that Council voted to remove the siren about three years ago after the police station was torn down and the power was severed to that unit.  I still have the siren.  It’s in our station.  I wanted to bring it before you.   She called City Hall and someone told her that the only way that she could get the siren back was by having the Fire Chief bring it to Council.  I informed her I didn’t think that would be a likely possibility because we have Code Red.  She has Code Red and is aware of it. She received alerts from that. She said she had so many alerts about the tornado warning that she didn’t know if she should go in her basement and if we had the siren to set off, she would know that it was appropriate to go in the basement. I told her we would set that off based on the weather report.  I just wanted to bring this to everyone’s attention.

Mr. Marrie stated, I thought about that siren when we had all those warnings. You know how I feel about Code Red. I couldn’t be more strong about that. I gave the siren some thought and said, maybe it would help.  It’s been brought up before.  You still talk to people and they ask, what’s Code Red?  There’s still people out there that haven’t got it.

Mr. Saponaro suggested a VOV article be written on it stating that there is no longer a siren, but Code Red replaces what we had.  Just so we are covering everything.  It doesn’t make sense to put the siren back when we have Code Red.  It’s good to remind people.

Chief Carcioppolo stated, I just told her I would bring it to everyone. I will do an article on it.

Mr. Marquardt stated, for what it’s worth, the siren is better.  If someone has their phone in their pocket or don’t have it, they still hear the siren. 

Mr. Marrie stated, get a cost. What would it cost to put it back? Then you have all the answers.

Mr. Saponaro agreed. Get an estimate.

Dr. Parker stated, does it have to be so complicated in terms of what makes the noise?  Instead of putting the same thing back?

Chief Carcioppolo stated, I know they have a little bit smaller ones, but they are still very costly. The one we have weighs about 400 pounds.

Ms. Wolgamuth stated, what I remember hearing at the time we did it was that if the siren goes off, people don’t know what that means so they don’t know what’s going on. 

Mrs. Mills stated, the siren was used for lunch to bring all the children home.

Mr. Marrie stated, let’s not beat this anymore tonight.  You go ahead and do your study and bring it back.

Chief Carcioppolo asked, so you just want to know how much it costs to reinstall?

Mr. Saponaro replied, this one or get a brand new one.

Mr. Marrie asked, anything else?   There were no further matters.

There being no further business, the meeting adjourned at 7:50 p.m.  The next Safety and Service meeting is scheduled for Monday, October 6, 2014 in the Main Conference Room of the Mayfield Village Civic Center.

Respectfully submitted,

Mary E. Betsa, Clerk of Council