Caucus: Janaury 8th 2018

MINUTES OF A COUNCIL CAUCUS
Mayfield Village Civic Hall - Mayfield Village Civic Center
Monday, January 8, 2018 – 7:00 p.m.

The Council of Mayfield Village met in Caucus Session immediately following the Combined Meeting of Safety and Service and Finance Caucus on Monday, January 8, 2018, at Mayfield Village Civic Hall in the Mayfield Village Civic Center.  Council President Saponaro called the meeting to order at 7:20 p.m.

ROLL CALL:

Present: Mr. Marquardt, Mr. Meyers, Mrs. Mills, Dr. Parker, Mr. Saponaro, Mr. Schutt, and Mr. Williams

Also Present: Mayor Bodnar, Mr. Coyne, Mr. Wynne, Chief Edelman, Assistant Fire Chief Girbino, Mr. Marrelli, Mr. Metzung, Mr. Cappello, Mr. McAvinew, Ms. Wolgamuth, and Mrs. Betsa

Absent: None

MAYOR:

  • 2018 Committee Assignments

Mayor Bodnar stated, there was a memo in your packets last week indicating the new Committee assignments and getting some background information on some of the candidates.  You should have had that and been able to review it.

Council President Saponaro asked, does anyone have any questions on the memo or any of the assignments?  If you do, bring them up to the Mayor or Diane.

COUNCIL PRESIDENT:

  • 2018 Council Committee Assignments

Council President Saponaro stated, I will discuss these with Council.

I would like to invite Rosemarie Fabrizio from SOM Court to address Council regarding the Beecher’s Brook bank stabilization project and specifically the proposed trail connector.

Rosemarie Fabrizio
SOM Court

Thank you for allowing us this opportunity.  We will be back on the 29th.  That was the original meeting.  We plan to come back.

We have been asking Council people to come out and look at the actual proposal.  We were very grateful to those of you who have already come and those of you who have not been there yet we will contact you.  We have held off because the weather has been so bad, but we decided we could not hold off much longer.  We will be contacting everyone. We appreciate the fact that you have been willing to do this.

Council President Saponaro asked, Tom, can you give a little bit of background?

Mr. Cappello asked, basic history?

Council President Saponaro asked, yes.

Ms. Wolgamuth stated, I can go and get the basic history.  I just was not prepared for this this evening but I can go get my file.  There was an e-mail I had sent to the people at SOM Court that kind of summarizes the history of the property.  I will make a quick copy of that for everyone.

Council President Saponaro stated, yes.  You can make a copy, give it to me and we can read it into the record.

Ms. Wolgamuth stated, yes, I will be right back.

Council President Saponaro stated, Diane has provided me with a memo dated November 17th.  It was sent to the members of SOM Court.  It says:  “Thank you for attending the meeting to review the plans for the Beecher’s Brook Stabilization Project and Trail Connection.  [She attached a copy of the Sewer District’s presentation.]  In response to your questions and concerns about the trail connector, I went back through our records to give you some history of the approximately 4 acres of Village property that abuts SOM Court on the south side and includes Beecher’s Brook.  The Village purchased this land in 2004 for $518,209 for the purpose of making it public greenspace.  As we tried to explain last evening, the Village is following through on its long-standing commitment to make this a park area to provide access to the public.  With this in mind, the Village spent over $750,000 to construct an underpass under SOM Center Road in 2005 as part of the widening project. Also in 2005 the Village entered into several easement agreements with ALK, Mayfield Village, LLC and SOM Court Development Corp prior to construction of SOM Court Development. A copy of the bike path easement agreement in place is attached and a second easement agreement that was a conservation bike path and bio detention agreement that covered the south side area of SOM Court Development.  These 3 easements specifically state that the Village intends to develop and use this Village property as a park which will include a bike path and walking trail.  The Beecher’s Brook trail connection was intended to be part of the construction of the main Greenway Trail in 2013, however, the severe erosion being caused by Beecher’s Brook delayed the work.  When we advised you that this had been the plan, we were trying to explain that public money and a lot of preliminary work and planning had gone into it making this property what it always was intended to be, a public park. That remains it as making it accessible to the public.”  It goes on from there.  It at least gives some background information.  Does that help, Mr. Williams?  Does that provide enough background information for our discussion purposes?

Mr. Williams replied, yes.

Council President Saponaro asked Mrs. Fabrizio to proceed.  Thank you for indulging us so we can set this up for everyone.

Mrs. Fabrizio continued, Parkledge is a neighborhood of cluster homes.  I am going to give a brief overview.  We are individually deeded, titled, insured and taxed just like all of your homes.  The main difference is that our properties are much smaller.  When you go into a cluster home community you give up the space.  There are 24 of us. Eleven of us would be impacted by the trail connector.

We knew about this from the beginning.  This is no surprise to any of us.  As we purchased our homes, most of us as you can imagine are not first time property owners but many of us lived in the Village for a long time.  Others of us came from neighboring communities.  All of us love Mayfield Village and try to utilize our talents to contribute to the Village as well as take advantage of the amenities.   With that in mind, when we looked at what would be behind the property on our side of the street, we were given all these pamphlets, all of the information about the Greenway Corridor which included the Beecher’s Brook trail connector.  So we had the information.

In every rendering, every drawing, every proposal, the trail connector was always south of Beecher’s Brook.  As a matter of fact, by 2009, when we had purchased our home, it was actually a proposal that was done with the community engaged and a bioconstruction engineering firm.  All of this was in place. So this was not just an artistic rendering.  This was done with a lot of detail.

Fast forward to 2017, with major erosion, there was actually erosion accounted for in the 2009 presentation, but apparently the erosion was even greater than they had intended.  Here we are now with a proposal for stream reconstruction and stabilization which we understand is going to be funded by the Sewer District and the trailway or as we call it the Beecher’s Brook trail connector which now is to the north side of the stream which abuts several backyards and is very close to our properties.  This is a great concern for all of us.

When we talk about a trail connector, at the time this was envisioned, we did not have the connection underneath SOM.  We did not have pathways that run north and south on SOM, so if I take my bicycle with my granddaughter and go underneath, I can go north and south on SOM, I can go to SOM Court if I wanted to because we now have sidewalks now that all of the units have been completed.  I can go to Beta Drive. I can go down Beta and behind the property and come up to the main trailhead by the Fire Station which was not envisioned at the time that this whole plan was envisioned.  I guess what I would say to you is well, we have this. Much has changed. The erosion has changed the whole landscape and the topography.

The stabilization can be completed without the connector trail. We feel that we are connected again by the Fire Station connection around to Beta up north and south on SOM Center and certainly with the underpass.  All of these things were part of the vision statement for this trailway.  We have a safety issue.  This proposed pathway is a pathway that is close to people’s homes.  There is no other place on the Greenway Trail that we know of that is this close or abuts residential property.

As we look at the surveys and even the most recent surveys from people in Mayfield Village, one of the most attractive things about living here is that people feel safe.  Our neighbors have expressed concern for their safety.  We understand the police have done a wonderful job and have not had issues with the Greenway Trail at all and we are most appreciative of that because many of us use the Greenway Trail.  However, again, it is not that close to people’s property as this proposal would be.  Safety is an issue.

The other issue we have that we have been discussing with the Sewer District is the erosion issue.  We will lose many trees.  Part of it has to be part of the stabilization process.  We have to lose trees for them to restructure the stream.  We know that.  But we are also going to lose trees because of the walkway.  There are large trees behind my home that they are not sure whether or not those trees will be a loss for us.  Erosion will be an issue as part of that.  This whole project may prevent some of the property owners from preventing erosion in our yards.  There is that issue.  The stream construction can be done without the walkway.  The walkway is tied to the stream construction.  Finally, there is the cost.  We do know that the Village spent money on this and we realize this.  We know that the original plan was around $480,000.  That does not include any green barrier that the Village has suggested that we might have to protect our properties.  That would be a separate cost.  There is also the maintenance of all of the plantings, the grass, the trees, everything.  That will all be part of what the Village will have to incur.  It is now reduced to $356,000 we are hearing.  To us that is still real money.  We would like you, as your neighbors and your constituents and some of us might even be your friends, we would like you to consider utilizing that money in another way that will best serve the community.

The homeowners of Parkledge are united against this walkway. We are a small community, but isn’t that what Mayfield Village is?  Aren’t we a group of small communities that compose the Village?  We would like you to take a step back and look at it from our point of view.

We are coming back on the 29th.  Thank you very much.

Council President Saponaro stated, thank you so much.  We really appreciate you taking the time.  Is there anyone who has any questions for Mrs. Fabrizio or her group or just generally that we can have a discussion on at this point?  Anyone need clarification on this?  I would like to further discuss this as well based on the information I have learned this evening and anyone who has not had the opportunity to meet with these folks you will be getting an e-mail or a phone call.  Be on the lookout.  That will be happening shortly.

Mrs. Mills asked, why don’t you have Mrs. Fabrizio give Council her telephone number so they can call her?

Council President Saponaro stated, if you would like that on the record, that is fine, or you can certainly just provide that information to Mrs. Betsa after the meeting.  We will provide it to any Council person looking to get a hold of you.  Thank you for clarifying your position.  We know you will be back here on the 29th as well to discuss this.

Mrs. Fabrizio stated, with a larger group.

CLERK OF COUNCIL:

Upcoming Events:

  • Local Government Officials Conference
    Columbus, Ohio - March 22-23, 2018
    This Conference is run by the State Auditor.  Joe Saponaro and Bill Marquardt have attended in the past.  There are a number of sessions offered and you can pick and choose which session you would like to attend.  Each session is an hour or so long.  It’s a great educational session.
  • Newly-Elected Council Training Program
    This program is scheduled for February and March at different locations.  I have made a copy of this for Mr. Meyers and Mr. Schutt.  This is also open to all veteran Council members.  Information will be in your packets.  Please feel free to let me know if you wish to attend.
  • Ethics Webinars
    Through the year, the Ohio Ethics Committee runs a one-hour webinar on different topics.  Let me know if you are interested in any of these webinars.
  • House Bill 9 Training

    All newly elected and re-elected Council are required to attend House Bill 9 Training or to designate a representative to attend in their stead.   It is a 3-hour session on Open Meetings and Public Records.  We have it scheduled in Reserve Hall in May.  You can either attend that or take the on-line session.  On-line is beneficial in that you can take it on your own pace and after each session, you are quizzed.  I can provide information to you on that as well.

    Council President Saponaro stated, for those who have not taken the training, I recommend that you do it.

ADMINISTRATION:

  • Back up/disaster recovery for server and miscellaneous support for server – 2018 (All Covered – not to exceed $12,000)

Mr. Wynne reported, this is the company that on a daily basis backs up all of our administrative systems, our Outlook system and also does the maintenance work on the servers that are housed at the Fire Station.  For that service, they charge us $660 a month which equates to about $8,000 a year and then in addition to that, we do have needs for their services when particular problems arise that Jeff Thomas utilizes them for and they charge $135 an hour for that.  We are requesting approval for $12,000.  It’s the same amount Council approved last year.  Of that $12,000 last year, we spent $10,300 of it

  • Beecher’s Brook Bank Stabilization Project – Amendment to Stormwater Project Agreement with the Northeast Ohio Regional Sewer District

Council President Saponaro stated, we had a discussion on this at length.  We talked about this in terms of the reduction in the price. Is there anything else to add that was not in the memo or would be beneficial?

Ms. Wolgamuth replied, no, I don’t think so.

Council President Saponaro asked, I do have a question though.  What is the Administration’s position or anyone’s position on this trail connector if there is one?

Mayor Bodnar replied, there is none. We are open to listening to the residents.

Council President Saponaro stated, very good.  Thank you.  Anyone else?

There was no further discussion.

FINANCE DEPARTMENT:

  • Support for Finance and Payroll Systems – 2018 (Creative Microsystems, Inc. - $7,123.48)

Mr. Wynne reported, Creative Microsystems provides us with customer service support throughout the year with questions we have on Finance and Payroll as well as various software updates through the year.  The charge for that for 2018 is $7,123.48 which represents a 3% increase over what we paid last year of $6,916.

FIRE DEPARTMENT:

  • Annual Hydrant Fee – 2018 (Cleveland Water Division - $9020.98)

Council President Saponaro asked, is there anything else you need to add to this?

Assistant Fire Chief Girbino replied no, that’s just for the maintenance of the 344 fire hydrants that we have.

  • Purchase of six new Automated External Defibrillators and one new Life Pak 15 Defibrillator (Physio Control - $45,963.83)

Assistant Fire Chief Girbino stated, this is to replace existing equipment that is no longer supported.

Dr. Parker asked, what will happen with the old units?

Assistant Fire Chief Girbino replied, I am not sure.  Typically in the past we have traded those in but I am not sure if the Chief has actually arranged to do a trade-in of the equipment or if the company will take it.

Dr. Parker stated, I didn’t know if there was any value to us in terms of either trading in or selling them on the market.

Assistant Fire Chief Girbino stated, typically in the past the manufacturer will take them and trade them in. I don’t know if the Chief has actually looked into that or not.

Council President Saponaro asked, if you could find that out that would be great. Anyone else?

There was no further discussion.

  • Lieutenant Promotional Examination and Assessment (Ohio Fire Chief’s Association – not to exceed $7,600).

Assistant Fire Chief Girbino stated, this will just allow us to move forward so we can establish a current list.

LAW DIRECTOR:

Legislation:

  • Amending Exhibit 1 to Ordinance 2017-15
    Creating position of “Program and Facilities Manager”
  • Amending Chapter 1501 of the Codified Ordinances
    Adopting the 2017 Ohio Fire Code
  • Amending Section 153.17
    Educational benefit for the Clerk of Council

Council President Saponaro asked, are there any questions on these?

There were none.

PARKS & RECREATION:

  • Fitness Center Memberships – 2018 (Progressive Insurance – not to exceed $12,000 – pass through)

Mr. McAvinew stated, this is an annual pass-through for Mayfield Village residents to get a membership at Progressive.  If they want a 6-month membership, it is $130.  A year membership is $260.  They do have an option for college students for $65 for the summer.  We collect the money and give it back to Progressive.

  • Geese control – soccer fields and The Grove – 2018 (Ohio Geese Control - $10,780)

Mr. McAvinew stated, this year we extended our coverage area to include The Grove along with the soccer and softball fields and adding tennis courts and the bocce ball court area.  Geese are attracted to tennis courts for one reason or another and no one wants to play on that court when geese are there.  That’s why there is a slight increase from 2017.

POLICE DEPARTMENT:

  • CAD yearly maintenance agreement (TAC Management Co. - $12,020.04)

Chief Edelman stated, this is for our computer aided dispatch and records management system through TAC Management.  It’s our annual maintenance agreement.

  • Back-Up Connectivity in the New Dispatch Center – 2018 (12 months – Agile Network Builders - $14,880.00)

Chief Edelman stated, Agile provides our connectivity for the MARCs radio system.

  • LEADS Access Fee with a DMVPN connection – 2018 (Treasurer, State of Ohio - $7,200.00)

Chief Edelman stated, this is the virtual private network that allows us to connect directly into the Law Enforcement Automated Data System.

Council President Saponaro asked, are there any questions or comments or any of these?

There were none.

SERVICE DEPARTMENT:

  • Janitorial Services – Civic Center and Community Room – 2018 (Camco Cleaning - $39,419.40)

Mr. Metzung stated, this is janitorial service for both this building and the Community Room.

  • Demolition of 586 SOM (King Excavating - $11,400)

This is for the basin enlargement project for the Upper 40.

Council President Saponaro asked, does anyone have any questions on these?

There were none.

ANY OTHER MATTERS BEFORE COUNCIL:

Council President Saponaro asked, any other matters before Council?

Dr. Parker stated, I just wanted to mention, some of the mics don’t seem to be picking up quite as well as others.  I am wondering if it might be a time for us to have someone come in and check the system out or if there is something we can do differently.  It seems like some of them are great and some of them don’t pick up as well.

Council President Saponaro stated, agreed.  We have been dealing with this on and off for a while. I know our cellphones do have an impact on them, the closer they are.  At some point it can be an interference, but I think it is time for us to really look at this.

Ms. Wolgamuth stated, I think we have done pretty much everything we can.  We had an extra antenna put on.  I think it has been much better. We don’t have as much static, but they are still cutting out, so we may need to just buy a new system.

Council President Saponaro asked, who is going to lead the charge on that?

Ms. Wolgamuth replied, John and I.

Council President Saponaro stated, thank you.

Council President Saponaro asked, any other matters before Council?  I would like to take the opportunity to welcome Mr. Coyne as Law Director for Mayfield Village.  We are happy to have you here.  We appreciate you accepting this invitation and this opportunity.  Other than that, any other matters?

Mrs. Mills asked, what time is our Caucus on the 22nd?

Council President Saponaro replied, Caucus on the 22nd is a workshop for Council scheduled at 7:00 p.m.

There being no further matters, the meeting concluded at 7:50 p.m.