Caucus - September 2nd 2014
MINUTES OF A COUNCIL CAUCUS
Tuesday, September 2, 2014 at 8:00 p.m.
Mayfield Village Civic Hall
The Council of Mayfield Village met in Caucus Session on Tuesday, September 2, 2014. Council President Buckholtz called the meeting to order at 8:00 p.m.
Present: Mr. Buckholtz, Mr. Marquardt, Mr. Marrie, Mrs. Mills, Dr. Parker, and Mr. Saponaro
Also Present: Mayor Rinker, Mr. Wynne, Mr. Diemert, Chief Edelman, Chief Carcioppolo, Mr. Metzung, Mr. Thomas, Mr. Cappello, Mr. DiNardo, Mr. Esborn, Ms. Wolgamuth, and Mrs. Betsa
Absent: Mr. Jerome and Mr. Marrelli
IN COMMITTEE (STATUS):
Mr. Marquardt reported, Finance Caucus met this evening. All items are on the agenda.
Mayor Rinker stated, as you know, we had a major storm event three weeks ago tonight and felt the effects Village-wide. We are still gathering information and doing some testing. One of the toughest hit areas was in Beta with significant flooding. The area is being reinspected. Camera work has been done. Dye testing will be done. They are trying to look at the whole infrastructure. A storm event like that unfortunately tests the limits of capacity for some of our systems. I wanted everyone to be aware. That’s a work in progress but it’s something we are going to have to pay attention to. There may be some budgetary infrastructure issues down the road that we may have to address that we did not think we were going to have to focus on quite so soon.
Ms. Wolgamuth stated, at the last meeting I mentioned that the ribbon cutting for the trail would be on September 24th. At this point, it looks like we are going to push that to October. The final boardwalk just north of the Library will not be completed until the end of September. As soon as we determine the date, I will let everyone know.
Replacement copiers for Building, Finance and Police Departments
Mr. Wynne stated, we were informed in April by Lake Business Products that four of our copy machines were no longer being serviced because of their age. They were all purchased within a six to 10 year ago timeframe. When we received the notice, we were planning on putting them on the budget for next year and replacing them at that point in time. As luck would have it, three of them have died in the meantime. We met with Lake Business Products and got pricing on a piece of equipment similar to what we got for Administration about a year, year and a half ago. The price is 18% cheaper now than it was when we got it last time. We are requesting three machines, one for Building, one for Finance and one for the Police Department which is being used in Dispatch.
Tax Rate Resolution for tax year 2015
Mr. Wynne reported, this is our annual requirement to notify the County how we want our property tax dollars allocated amongst our different funds. There will be no change in allocation for 2015.
Council President Buckholtz asked, are there any questions or discussion on either of those items? There were none.
Chief Edelman stated, I wanted everyone to know that we now have a prescription drug drop off box in our lobby that’s available 24/7 for anyone who needs to drop off pills.
Change order to original D&I project from 2013 at 905 Beecher’s Brook
(Anselmo Landscape and Design - $325.00)
Mr. Metzung reported, I added a little catchbasin on what was the north side of the driveway. There was one on the south side. This is a change order.
Clean-out of Wiley Retention Pond (Mr. Excavator – $15,913.01)
Mr. Metzung reported, we came up with a final total on this of $15,913.01. As the Mayor stated, it was a very large rain. This was the beginning of the exploratory to start looking in these areas. One of the things we needed to do was dredge the channelway through the retention pond.
Hanover Woods entryway
Mr. Metzung reported, earlier we had done a change order to put a median aisle into the entry. This is a depiction of what we are going to use to fill that island with. There will be lighting and trees and everything that goes with it.
Mr. Metzung continued, one other item. We met with the Cuyahoga County Sanitary Engineer on Friday to begin to map out a plan for more investigation of this flooding throughout the Village. They will be setting up a plan to put meters in sewers. We will be doing dye testing. We are going to work from pump stations where levels were bad. That’s how we are going to move throughout the Village from pump station to pump station reaching out for those areas to look for where we are finding problems and what we can do to correct those problems. In doing that, we will be expending money from our surplus funds from the Sanitary Sewer Fund. I don’t know what the rules are. I don’t believe we need to come back to Council each time we do that, but I am just letting you know that we will be expending dollars. It will certainly be more than $5,000 at that time. As we come up with a more detailed plan of where we are moving meters and where we are dye testing, I will keep Council abreast of movement.
On a better note, Mr. Metzung stated, in July we budgeted $10,000 for repair of the front end loaders. I stated at that time that if they could repair the parts, it would be cheaper. They were able to do that and it came in at under $5,000.
Council President Buckholtz asked, any questions?
Mr. Marquardt asked, is that program going to identify both infrastructure and homeowner responsibility?
Mr. Metzung replied, we are going to start with Village right-of-way infrastructure. They are going to start to fill storm sewers to see if it leaks into the sanitary and work from there. We are going to look to see Village infrastructure first and then if need be expand into the private side.
Council President Buckholtz asked, backing up, the Wiley Retention Pond, this is the first time we are cleaning it out, that’s the large area adjacent to Skoda or the Racquet Club?
Mr. Metzung replied, yes.
Council President Buckholtz asked, that’s been doing fine? We have had no problem until this rain? Or it’s been building up with stuff?
Mr. Metzung replied, it has been building up. We have checked it throughout its time period. Vegetation took off the last couple years. What we saw was in the channel way from behind Skoda. We noticed a great deal of debris after this last storm. We went in to go check the storm sewer where it runs underneath Skoda and it was under a couple feet of water. We needed to get that out before we could even check the sewers to make sure they were okay. That’s what started that.
Mr. Saponaro asked, can you take pictures of these areas? We can all go visit it, I understand that, but it’s just easier.
Mr. Metzung replied, I have pictures. I will certainly forward those to you.
Council President Buckholtz asked, so it will be an ongoing maintenance thing?
Mr. Metzung replied, correct. We will be meeting with Rachel Webb to discuss retention pond maintenance and things of that nature.
Council President Buckholtz asked, who’s Rachel Webb?
Mr. Metzung replied, she’s with the Regional Sewer District and formerly with Chagrin River Watershed Partners.
Council President Buckholtz asked, have there been any problems in the Worton Park area from the retention basin?
Mr. Metzung asked, by the high school?
Council President Buckholtz replied, yes.
Mr. Metzung replied, no. It appears that Worton Park got through this storm fairly well from the reports of flooding. We really didn’t receive anything from there.
Council President Buckholtz asked, with regard to the sanitary engineer, what are the meters going to measure?
Mr. Metzung replied, they will measure the flow of water. As we get a storm, they will put a flowmeter in a storm sewer and sanitary sewer. They will see what the correlation is during a storm, how much storm water is getting in to the sanitary. Typically it has this much water and given time when it rains how does it go up.
Mr. Cappello added, they determine through infiltration during a storm event and try to quantify it.
Council President Buckholtz asked, what is I&I?
Mr. Metzung replied, inflow and infiltration.
Council President Buckholtz asked, do we know if any of the flooding involved any affluent backing up in terms of houses or property?
Mr. Metzung replied, certainly there was sanitary water that backed up,
Council President Buckholtz asked, any questions? Dr. Parker have you seen the drawings for Hanover?
Dr. Parker replied, yes, sir. They did a great job. It’s wonderful. The response and feedback has been very positive.
Senior Snow Removal Program - Award of one additional section to Arnold Landscape for 2014-15 season (50-100 drives at $215.00 per driveway – total for two sections not to exceed $21,500.00)
Mr. Thomas reported, after we awarded the bids for all our driveways, we found the need for an additional 50. As a result, we contacted the lowest bidder. They were unable to take on an additional 50 as they were booked to do other driveways. We moved on to the next low bid. That was Arnold’s Landscaping. They are able to help out. Their 50 drives went to 100 drives at $215 a drive.
Council President Buckholtz asked, any questions? There were none
Bid Results – Civic Center Stormwater Retrofit Demonstration Project
Mr. Cappello reported, last Friday we opened bids for the Civic Center Stormwater Retrofit Project. We had three bidders. The first two bidders were very close. It was decided at Safety and Service and Finance to go with the base bid and add alternate. The project will be awarded to R.J. Platten Contracting for $182,255.60. I am not sure if everyone’s familiar with the project. Basically we had a SWIF Grant for $126,000. We are going to be putting the entire driveway in pervious pavers to help with the stormwater. We will be removing part of the parking lot in the front and creating mounds and landscaping and adding walks.
Council President Buckholtz asked, obviously the two companies are equal and qualified?
Mr. Cappello replied, yes.
Additional sanitary connection – Eastgate/Meadowood project (not to exceed $19,000)
Mr. Cappello reported, Councilwoman Mills contacted me. She was contacted by Mrs. Smakula who lives on Thornapple. It came to her attention that the septic system on Mrs. Smakula’s property exited the rear of the house instead of the front on Thornapple. In order to pick up her septic, we would need to extend the sanitary sewer down Meadowood approximately 75 feet, add another manhole connection and site restoration.
Mr. Saponaro asked, it exits on Meadowood?
Mr. Cappello replied, correct. We have unit prices for all those items, so it’s just an extension of the contract. It’s approximately $19,000, of which she is now added to the assessment. She will be paying the roughly $7,200. If we would have known this, we could have designed it with the project, but it came later. The neighbor to the east, the northeast corner of Thornapple and Meadowood, her septic goes out the front. That will be taken care of in the future when we do the sewer down Thornapple.
Mr. Saponaro stated, plus, if we waited, the amount of money it would have cost to go from Thornapple back would be far more than it is right now.
Council President Buckholtz asked, it has nothing to do with her lateral? This is strictly extending the main sewer?
Mr. Cappello replied, we are giving her a sanitary connection so she can tie in.
Council President Buckholtz asked, she is still doing the tie in?
Mr. Cappello replied, yes.
Council President Buckholtz asked, you are saying there’s one more person to divide the project by, but the project’s costing more?
Mr. Cappello replied, it’s going to cost the project another $19,000 of which now we have one more benefit unit of a person being assessed.
Council President Buckholtz asked, how many are being assessed?
Mr. Cappello replied, 58. This will now be 59.
Council President Buckholtz asked, any questions or comments?
Mrs. Mills thanked Tom for his due diligence. He was on this like 1, 2, 3.
Mayor Rinker added, it was good to be able to add this to the contract.
ANY OTHER MATTER BEFORE COUNCIL
As Mr. Jerome was unable to attend this evening’s meeting, Council President Buckholtz shared a report he provided. He apologized for not being able to make the meeting, but there are three items he wanted to let everyone know. There are pamphlets and information on the table as we walked in which reference the presentation he gave at last month’s Council meeting. We are encouraged to take as many as we would like and hand them out. They will reside in a spot in Administration. Secondly, he attended the sewer meeting with Doug, Tom, Diane and Diane and representatives from the County Department of Public Works. He confirms that working on a master Village plan is the place to start after the clean-up. There are also talks to develop a mailing to get a better census of whom and where the flooding problems were. Thirdly, he wanted to report that the final Grove event is this Saturday, the High School Battle of the Bands. He encourages everyone to attend.
Council President Buckholtz asked, any other matters? There were none.
There being no further business, the meeting adjourned at approximately 8:25 p.m.
Mary E. Betsa, Clerk of Council