Caucus - July 11th 2016
MINUTES OF A COUNCIL CAUCUS
Mayfield Village Civic Hall
Monday, July 11, 2016 - 8:00 p.m.
The Council of Mayfield Village met in Caucus Session on Monday, July 11, 2016 at Mayfield Village Civic Hall. Council President Pro Tem Williams called the meeting to order at 8:00 p.m.
Present: Mr. Jerome, Mr. Marquardt, Mrs. Mills, Dr. Parker, and Mr. Williams
Also Present: Mayor Bodnar, Mr. Guidetti, Mr. Cappello, Chief Edelman, Chief Carcioppolo, Mr. Marrelli, Mr. Metzung, Mr. Thomas, Ms. Wolgamuth, and Mrs. Betsa
Absent: Mr. Marrie, Mr. Saponaro and Mr. Wynne
Council President Pro Tem Williams stated, Council President Saponaro is ill and could not make the meeting tonight so I have the opportunity and privilege to lead our meeting today. Bear with me.
- LED signs for Civic Center driveway and corner of Wilson Mills and SOM
Ms. Wolgamuth reported, the LED sign that is going to go at the corner of Wilson Mills and SOM and the monument sign for the Civic Center driveway both are out to bid and the bid opening is Friday at 10:00 and we intend to bring the results to Council next Monday. The results will also be in your packets this Friday.
Dr. Parker asked, as far as the LED lights, the color, when will that decision be finalized?
Ms. Wolgamuth replied, the color of the screen?
Dr. Parker replied, the color of the screen.
Ms. Wolgamuth replied, I think it’s full color. It’s not just a particular color.
Mr. Jerome stated, I asked Diane the other day and she said it’s something we can still look into. I know we don’t want to do two of the same signs 100 feet from each other, but I had mentioned to her possibly doing a real small sign at the Civic Center where all it would say would be like “Council meeting 8:00 p.m.” Whatever is scheduled that night so people can drive by and see it right there. It’s a thought.
Ms. Wolgamuth stated, after the bids are in, that’s something we can do with a change order if we wanted to add it after. But we were already out to bid. We can wait and talk about that next Monday.
Council President Pro Tem Williams asked, any other questions? There were none.
CLERK OF COUNCIL:
Mrs. Betsa reminded everyone that due to the July 4th holiday, the Council meeting this month is next Monday, July 18th.
Audible Pedestrian Signal Improvement-SOM and Aintree Park Dr./Seneca Dr., SOM and Wilson Mills Rd. and SOM and Sandalwood Rd.
Mr. Cappello reported, this is to help visually impaired know when to cross the street. The bids are going to be open this Friday for this project.
Mr. Jerome asked, where are we at with the crosswalk and changing over that light at Sandalwood and SOM?
Mr. Cappello replied, that’s part of this.
- Tax Budget 2017
Council President Pro Tem Williams stated, this is scheduled for consideration at the Special Meeting this evening. It must be passed by July 15th.
- Property and Casualty Insurance – 7-1-16 to 6-30-17 (Wichert Insurance - $92,000)
Council President Pro Tem Williams stated, this is scheduled for consideration at the Special Meeting after this meeting.
- Street Lighting Assessments 2016 and 2017
Ms. Wolgamuth reported, this is a two-year assessment that expires at the end of this year. It must be passed and submitted by September. Mr. Wynne is hoping it will get passed by Council in August. It’s a .4 mill assessment. It’s .40 for every $1,000 of taxable market value. On average, an annual assessment for a home with a $250,000 market value would be $35 annually. The assessment generates approximately $85,000 per year. Half of this amount is paid by employers with the other half being paid by residents. The cost to residents averages $30 annually. I believe this is an assessment to cover all of the street lights throughout the Village. All neighborhoods pay for it equally.
Mr. Jerome stated, depending on your property value.
Ms. Wolgamuth replied, right.
Council President Pro Tem Williams asked, just for two years?
Ms. Wolgamuth replied, it’s a renewal, so it’s every two years.
Mr. Jerome stated, it covers the bill and then puts a little money aside for any bulb replacement and such.
Chief Carcioppolo stated, at the next Council meeting, Firefighter John Lisy will be receiving a Resolution on his retirement after 33 years of service.
Chief Carcioppolo stated, this was discussed at Finance and Safety and Service about the creation of an Assistant Chief/Fire Prevention Officer position. I can answer any questions if anyone has any more questions.
Mr. Jerome stated, I have talked to Chief Carcioppolo about this a couple of times. I am all for this. I think it is something Mayfield Village needs. The only question I have is the salary. Where did that come from?
Chief Carcioppolo replied, that was what was budgeted for this year. Going off of our rank differentials, if you were to follow Lieutenant up through the ranks to that level or if you were to go reverse from my salary down, it would be an 11.5% pay differential, it would actually be right around there. That’s the budgeted number. We would be working out a range for that position and comparing the comps in the area to get in line with exactly where it should be.
Mr. Jerome asked, are there any other communities with this position for comparison?
Chief Carcioppolo replied, yes we do. We didn’t actually get into making the range yet. Just to give you an idea of other communities that have a similar position, this concept was to create two positions into one because I believe that’s the most economically feasible way for us to handle it so if you were to compare Highland Heights and Mayfield Heights, they have an Assistant Chief position and a Fire Prevention Officer’s position. So they have two separate full-time positions. This position would carry the responsibility of taking fire prevention on as their primary duty but they would also be able to assess the command operations and departmental operations as an officer so by combining it, it’s the best bang for your dollar. With the growth of our community over the last two decades, it’s next to impossible to complete all our commercial occupancy inspections every year which was identified in our ISO inspection that happened in 2014. We only get about a third of our occupancies inspected annually and we should be doing all of our commercial occupancies. Other communities that do one position for both is Bedford, Bedford Heights, Berea, Broadview Heights, Maple Heights, Middleburg Heights, Parma Westlake. There’s a lot that has separate. But the point is that fire prevention is something that is, out of Cuyahoga County, I have a list of 30 fire departments that have it done on a full-time basis. If we are not doing that, I am not carrying my load how I need to do it and we are deficient. That’s why I brought it to the floor here so that I can explain to you where we are deficient and bring ourselves up to where I believe Mayfield Village needs to be to be providing the best services we can.
Mrs. Mills stated, this was discussed in Finance and it was referred to here.
Mr. Guidetti stated, once the position is created by Council, it will go to Civil Service for the examination.
Mr. Jerome asked, it will be an ordinance to create the position and that will include a salary range?
Mr. Guidetti stated, we will do the salary range most likely the same way we do the other salaries. The ordinance will be an amendment to Chapter 141 of the Code.
Council President Pro Tem Williams asked, any other discussion on this item?
There was none.
- Proposed revisions to amendments to Codified Ordinance Chapter 155 relative to the Senior Center and Community Room building (Ordinance No. 2016-15).
Mr. Guidetti stated, I believe Council has already reviewed the proposed changes to Chapter 155 relative to the Community Room building. There has just been one small modification to allow some flexibility in setting security deposit amounts, if any, for certain groups.
Council President Pro Tem Williams asked, any questions? There were none.
PARKS & RECREATION:
Mr. Thomas stated, the fireworks went pretty well. The Police Department did a great job of getting people out.
Council President Pro Tem Williams stated, it was a great atmosphere. We got there before dark. Kids were playing. People were talking to each other. It was a beautiful environment.
Dr. Parker asked, is there any way to incorporate music if we were to have it there again?
Mr. Thomas stated, we have done that in the past with Billy James in the gazebo.
Dr. Parker stated, I don’t know what the plans are for the future. It’s such a more expansive area. That could potentially be difficult. It was a spectacular performance. It might be nice to do that. I don’t know if it can be done.
Chief Carcioppolo stated, if you want it choreographed with music, it would be appropriate to do that. The fireworks company would do that for us for a fee, I am sure. I would not recommend trying to get Billy James to do it. Everything they do is choreographed. They set everything up. It’s electronically discharged. They have a method of choreographing.
Mr. Thomas stated, we will look into that.
Mayor Bodnar asked, Dr. Parker, you were talking about choreography? I thought you were just talking about background music.
Dr. Parker stated, in the past, we had it close to the center of town. The music from the gazebo was very appropriate patriotic music that kind of filled in the background. It was nice.
Mayor Bodnar agreed, it was very nice.
Dr. Parker stated, it could be choreographed. It’s not that we couldn’t provide it, it’s a matter of logistics of, is it going to be impossible if we go back there next year to create that atmosphere with such a large area? Obviously this is a smaller area.
Mrs. Mills stated, you could do it where the Grove is. We had some comments about the fact that some people thought we should have had a more patriotic band there. Monica Robbins was wonderful but they just thought it should have been more in-tune with patriotic, like John Phillips Sousa music and things like that. When they started the fireworks, if they had the band playing then, there was so many people on that Grove hill.
Mr. Thomas stated, we will look into it and see what other options we have. All in all, considering it was the first time ever doing it down there as well as Cruise Night, it went really well.
Dr. Parker stated, the only negative was it got started on the late side. Obviously they were trying to let a lot of the cars in that were arriving when it should have been starting. Not necessarily for myself, but there might have been some people who felt like the night was getting late and they would have liked it to get moving along, whether they were young kids or older.
Mr. Williams stated, it was listed at 10:00.
Mayor Bodnar stated, in some place it does say 10:00. I don’t think people anticipated there would be a backup of cars or any difficulty with parking. The other thing we thought of doing is if it is still there next year, approaching it from the other hand, taking the concert and moving it from 7:45 to 9:45 so that there is a very short gap from the time the concert ends and the fireworks begin so people don’t have a half an hour. Fifteen minutes maybe in case they want to leave the Grove and go north of there to get a better view of the fireworks, but not too much time in between.
Mr. Thomas asked, Gino, what time did we shoot the fireworks off, 10:07, 10:08?
Council President Pro Tem Williams stated, it was definitely after 10:00.
Dr. Parker stated, it seemed well after 10:00.
Chief Edelman replied, we actually asked them to postpone it for a little bit so we could get some of the cars off SOM because the traffic back up was so heavy.
Mr. Thomas added, and we really wanted it dark. There was still some light by 9:55. We felt the effect would have been better. We will look at all these comments. Dr. Parker, where did you sit?
Dr. Parker replied, near the front. The open grassy area next to SOM Center Road between Northcommons Drive. It was pretty open. That was a nice area. I thought the view was excellent from there. I don’t know the other areas, if we get feedback from other people closer to the Grove how the views were from those areas.
Mrs. Mills stated, we sat at the Grove. It was really good.
Mr. Thomas stated, someone mentioned they saw them on Beta Drive.
Mrs. Mills stated, friends of mine were on Beta at Alfredo’s. They could see them very well.
Dr. Parker stated, the only other thing I would say is that it was very nice and I was happy to see it was nice especially since we had to move 50’s Night to another location which I don’t know ended up being as good a location but in the past we were able to involve the merchants and restaurants and everything, so that’s kind of missing there. I don’t know if it’s that important for that. That was kind of nice when we had the community, merchants, and restaurants.
Mrs. Mills stated, with 50’s Night, the drivers who cruise their car missed the fact that there are restaurants. They liked the choice of going to different restaurants to get food. That was a comment that came up.
Chief Edelman stated, I don’t necessarily agree with that. I heard exactly the opposite. I heard a lot of people say they were very happy with where it was.
Dr. Parker stated, I heard the same restaurant comments. Unless they can coordinate food better, a lot of people sit around a long time there. Unlike with fireworks, they are there a long time. They are visiting the merchants. Merchants like that, so there’s a plus in terms of supporting our local businesses too. That was my feedback.
Chief Edelman stated, the only comment I heard about the food was that they ran out of food.
Mrs. Mills stated, that’s what the car people were saying. If they would have been here, they could have gone to Yours Truly.
Dr. Parker stated, this year it was more like truck-like food. It did not seem the same in that respect.
Mr. Thomas stated, we lost two food establishments when we went from Saturday to Sunday. When we went from Saturday to Sunday, I said to myself, if we have 1,000 people, I would be surprised. I was unbelievably surprised when 6,000 people showed up. We know we need to have more food merchants, if we do it in that area again.
Council President Pro Tem Williams stated, there was more room.
Mr. Thomas stated, there was more room to park and cruise cars. I think we had 700 cruise cars. I don’t think we have enough parking spaces in the center of town. That’s the comments I have heard. We will evaluate in the next couple months.
Council President Pro Tem Williams stated, I felt like I was leaving the old Coliseum parking lot after a CAVS game which took a little time but people were patient.
Mr. Thomas asked, for fireworks?
Council President Pro Tem Williams replied, fireworks.
Mr. Thomas stated, it was a steady stream all the way down SOM Center Road.
Dr. Parker added, there was a lot of pedestrian traffic on the Greenway Trail behind the library and that whole area. It was nice that people were using that.
Mr. Thomas asked, walking up from the Library?
Dr. Parker replied, yes.
Council President Pro Tem Williams stated, it was a great environment, it really was. Any other discussion on this?
There was none.
Compressor replacement – rooftop HVAC Unit (Comfort Control Systems –$9,828.71)
Chief Edelman stated, a modification to the maintenance contract goes along with this.
Council President Pro Tem Williams asked, any questions?
There were none.
- Winter salt program (1,980 tons at $29.23 per ton – total $57,875.40 – Cargill)
Mr. Metzung stated, the bids came in at $29.23 for this year, Cuyahoga County being the lowest amount in the State. This will be quite a significant savings over last year when we were over $50 a ton.
- Purchase of used John Deere 40450 80 hp Diesel engine ($9,500.00)
Mr. Metzung stated, we are looking to purchase a used John Deere 80 hp diesel motor for one of our leaf machines. The old one was damaged by water getting into its fuel system. We looked at several different choices on what to do. This seemed to be the most appropriate choice using a machine that is 80 hours old. It’s like new. It’s a better engine than what was in it originally. We could have done a new block, we could have done some things, but this made the most sense to us.
- Crack Sealing Program (not to exceed $25,000.00 – DJL Material and Supply Inc)
Mr. Metzung reported, we have done this program in the past where we purchase the materials from DJL. They supply the crack sealing machine. We use our own forces. We hope to cover all of the streets we have paved in the last few years and get those tightened up. Time be willing, we have some areas on SOM that we need to address, so we are going to look to do that also.
- Update on bid process for Service Garage Roof
Mr. Metzung reported, we did get some preliminary budget number at $415,000 for that work. We budgeted $450,000 to begin with. The $415,000 has over $50,000 in contingency for decking material and skylights. If we need to replace that, we can. We will see where that takes us. Next week we will have the final number tied up but that seems to be a good place to be.
Council President Pro Tem Williams asked, any questions for the Service Department?
Mr. Marquardt asked, where did this John Deere engine come from?
Mr. Metzung asked, the engine itself we are looking at?
Mr. Marquardt replied, yes.
Mr. Metzung replied, the gentleman that was working on the machine, TNT, they are out of Hartsgrove. Just through our general knowledge working with people and even with Murphy Tractor, this gentleman was the John Deere doctor in the area. We did not want to replace the motor. We were hoping to rebuild the existing motor in it. That’s why we were referred to this gentleman. When he broke it down and got into it and saw what we had, he gave us the four options.
Mr. Marquardt asked, where did the one that you are looking to pick up come from?
Mr. Metzung replied, I don’t know. Why does he have a used motor with 80 hours on it? I don’t know.
Dr. Parker asked, how old is it?
Mr. Metzung replied, I don’t know what year it is, but it only has 80 hours in it.
Dr. Parker asked, does it have a warranty still?
Mr. Metzung replied, it will have a 6-month warranty. The other options did have a one year warranty but it’s essentially the same warranty as the one year because we only use the machine for two months out of the year. Any of the machines are only going to be warrantied for that first season.
Dr. Parker stated, 80 hours seems like nothing.
Mr. Metzung stated, that’s what we thought for a machine that isn’t used-
Dr. Parker asked, how much would a new one have been?
Mr. Metzung replied, $13,000. That was one of the options, to purchase a new motor. Getting a new block and building the old motor back up again as I mentioned it apparently was not one of John Deere’s best motors. The engine we are looking to purchase we have in another machine and we have never had an ounce of trouble with it. We are more comfortable with this other engine. That $9,500 does include some modifications that we need to make to the housing around the engine because it’s a little bigger engine so we do have to have some modifications done to that to make it work. We just think this is the best route for us to go.
Council President Pro Tem Williams asked, any other questions?
There were none.
IN COMMITTEE (STATUS):
Mr. Jerome stated, the Grove is going strong. We have had 5 events that went pretty well. A lot of happy people and good weather. We will keep reporting from this year if we hear any updates of any complaints. The only complaint is maybe the bathrooms at the pool. Just something I heard from two people.
Ms. Wolgamuth stated, we had a little bit of conversation today about maybe putting some port-a-potties there because the walk from the Grove to the pool is a little far.
Mr. Jerome stated, Bill and I did talk about that especially for fireworks. It was more or less that the bathrooms were tired. We built them 18 years ago. I don’t know if we have done anything to them. I don’t know if it is something we should look into for next year. Painting, tiling.
Mr. Thomas asked, but look at port-a-potties too you are saying, at the Grove?
Mr. Jerome stated, that I don’t know about, but if you think that’s a good idea, I have not heard any complaints about the bathrooms being too far.
Mr. Thomas stated, for Fourth of July.
Mrs. Mills stated, when you look at our audience at the Grove, they are mostly older people. A lot of people there are in wheelchairs, walkers, canes. They can’t walk that far. One man said if I have to walk that far, I am going to my car and I am going home. I think the way port-a-potties are constructed today, they are much different than they used to be and if we can just find a reasonable place to place them that would help. Diane and I talked about this today. It seems like people just don’t want to walk that far.
Mr. Jerome stated, even if it was just one, maybe two, something to kind of alleviate. If there’s a line for it, people have the choice of waiting in the line or walking.
Mr. Thomas stated, we looked at getting a handicapped one too.
Mr. Jerome stated, you probably want to put it on the other side.
Mrs. Mills asked, Tom, where do you think we could put port-a-potties?
Mr. Cappello suggested, the drive turn around in the parking area where the bands or whoever brings their equipment into the park. That makes sense. It’s out of sight of everything. The entrance off of SOM over there might be the best place. It would not be too far from the concessions. Far enough away.
Mr. Thomas stated, good suggestions.
Mr. Jerome stated, other than that, the concession stand has been doing well. I am trying to promote that. Everything else has been working well. Maybe some more lights next year.
Council President Pro Tem Williams asked, any other in Committee reports?
There were none.
ANY OTHER MATTER BEFORE COUNCIL
Council President Pro Tem Williams asked, are there any other matters before Council this evening?
There were no further matters.
There being no further matters, the meeting concluded at 8:35 p.m.