Caucus: September 4th 2018

MINUTES OF A COUNCIL CAUCUS
Mayfield Village Civic Hall - Mayfield Village Civic Center
Tuesday, September 4, 2018 – 7:00 p.m.

The Council of Mayfield Village met in Caucus Session on Tuesday, September 4, 2018 at Mayfield Village Civic Hall in the Mayfield Village Civic Center.  Council President Saponaro called the meeting to order at 7:00 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. Wynne, Mr. Coyne, Chief Carcioppolo, Chief Edelman, Mr. Cappello, Mr. McAvinew, Mr. Marrelli, Mr. Sipos, Ms. Wolgamuth, and Mrs. Betsa

Absent: None

PENDING LEGISLATION:

Council President Saponaro stated, I did something different on the agenda which is going to be this way from here on out.  When we have pending legislation, we are putting it on the Caucus agendas because sometimes we do not have it listed underneath department heads and therefore we do not get a chance to talk about it here which is really where we need to make sure we are talking about it.  In doing that, I am basically going to read it.  I am going to ask for anyone’s thoughts, discussion or whatever on it.  If there’s none, then fine.  If there is, this is a good time to have that discussion.

  • Ordinance No. 2018-23, entitled, “An emergency Ordinance amending Chapter 955 of the Codified Ordinances relative to Drainage & Infrastructure.”  Introduced by Mayor Bodnar (Law Department) (First Reading – July 16, 2018; Second Reading – August 20, 2018)

Council President Saponaro stated, this has been on First and Second Read and at the next Council meeting it would be ready to be voted on if we all so choose.  Does everyone remember what we did here with Drainage & Infrastructure?  We made changes to the Ordinance to update it to make it be more conducive to actually how we are operating as a Committee. Diane, do you have anything to add?

Ms. Wolgamuth stated, we changed the forms, the application form, the evaluation form and then we wanted the Ordinance to correspond with the forms.  That was really the genesis of that.

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

There were none.

  • Ordinance No. 2018-25, entitled, “An Ordinance enacting Chapter 772 in order to regulate short term rentals.”  Introduced by Mayor Bodnar (Law Department) (First Reading – August 20, 2018)

Council President Saponaro stated, we had our First Reading in August.  This was introduced through the Law Department.  This was to deal with what specifically?

Mr. Coyne stated, it was really the advent of the Airbnb situation to have some notification.  Once this passes, we are going to be working on an application as well to make sure that the Fire and Police Department are aware that they are in fact short term rentals.  We would also charge a fee so that we can monitor that type of activity.

Council President Saponaro asked Chief Carcioppolo and Chief Edelman, have you had any issues with these where you have gone to a location and the people you think are there or own the place actually aren’t because it’s an Airbnb or short term rental?

Chief Edelman replied, I have not had any myself in my department as yet, but this is something good to touch upon.

Chief Carcioppolo replied, we have not.

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

Mr. Meyers asked, what do they designate as a short term rental?

Council President Saponaro replied, Airbnb, vacation, rental by owner.

Mr. Coyne replied, there’s no lease in effect.  Other communities have looked at this.  We have looked at some other ordinances, particularly communities where you have people who go south, the snowbirds.  It’s important that law enforcement and the fire department be aware that when the neighbors say, nobody’s home, they are in Florida, but it turns out there are people in the house. Also, frankly, there have been a few occasions that people have rented out homes and the people have had some pretty extravagant parties that were not even permitted under the Airbnb agreement, but then the police get called and they are unaware of why this is going on.

Council President Saponaro asked Mr. Meyers, did that answer your question?

Mr. Meyers replied, yes.

Council President Saponaro asked, anybody else?

There were no further questions or comments.

Council President Saponaro stated this will go on Second Reading on the 17th.

  • Ordinance No. 2018-26, entitled, “An Ordinance enacting Section 767.772 in Chapter 767 in order to provide for the permit fee for short term rentals.”  Introduced by Mayor Bodnar (Law Department) (First Reading – August 20, 2018)

Council President Saponaro stated, this is part and parcel to the short terms rentals you discussed.

Mr. Coyne replied, correct.

Council President Saponaro asked, any discussion on this?

There was none.

Council President Saponaro stated, this will move on to Second Reading at the next Council meeting on the 17th.

Mr. Marquardt asked, what happened to Ordinance 2018-22?

Council President Saponaro stated, that was asked to be removed at the last Council meeting by the Mayor. It was on the draft agenda and it was asked to be removed.  It was removed because you are still working on it and you may want to reintroduce it at a later date?

Mayor Bodnar replied, we plan on introducing it later.  It just needs some more tweaks.  We will work on that.

Council President Saponaro stated, thank you.  Anything else?

There were no further comments.

MAYOR:

Mayor Bodnar stated, we met with Rachel Webb and Kristen Buccieri from the Northeast Ohio Regional Sewer District at the Beecher’s Brook Stream Bank Restoration Project tonight.  They showed us all of their work.  Many of the residents in the area were there.  They were all very happy.  It’s beautiful.  It’s functional.  There are still some more plantings to be done.  They will maintain some areas and then be back in the Fall to plant some more and come back next year to check out everything and continue their maintenance obligations.

CLERK OF COUNCIL:

Upcoming Events:

  • Thursday, September 13, 2018
    Hall of Fame & VIP Celebration – Mayfield High School
  • Friday, September 14, 2018
    NOACA Annual Meeting
  • October 31st-November 2nd
    Ohio Municipal League Annual Conference

Mrs. Betsa stated, I have listed upcoming events.  If anyone is interested in attending or would like some further information, please let me know.

Council President Saponaro added, a Planning and Zoning Workshop will take place on Friday, November 2nd at the Hilton Garden Inn here in Mayfield Village.  It is the 30th Annual Workshop.  It is put on by the APA in Cleveland.  It is supposed to be an excellent workshop.  I encourage anyone who wants to participate, please let Mrs. Betsa know.  She will make sure she puts the information in our packets for next week. Debbie Garbo is taking the information for reservations.

ADMINISTRATION:

Ms. Wolgamuth stated, first, I wanted to thank all of you for your support during my Dad’s recent illness and passing. There have been so many cards and flowers and donations.  So many people came through the wake and to the funeral.  I really appreciate it.  I think halfway throughout the wake, my mother said, I think you brought half the Village and by the end of the wake she said, you brought the whole Village.  She could not believe how many people came.  Thank you very much for your support.

Ms. Wolgamuth continued, just two other items.  The Dedication of the First Responder’s Memorial is next Tuesday at 7:00 p.m.  It looks like we are going to be ready to go.  It won’t be completely done but it will be close enough.  We will have refreshments and speakers and I think the Pipe and Drum group.  It should be a very nice event.

Ms. Wolgamuth reminded everyone that the third public meeting for the Master Plan has been scheduled for September 25th at 7:00 p.m. at the Community Room.  Notices are going out to all the residents in tomorrow’s mail.

Council President Saponaro stated, great.  I am sure you saw my memo that went to the various Committees, Planning, Rec Board, Commission on Aging, Citizen’s Advisory as well as the Steering Committee that their attendance at that meeting is requested. We need to get their input.

Ms. Wolgamuth stated, we scheduled a Citizen’s Advisory meeting that same night at 6:00 p.m. so they can just stay for the public meeting.

Council President Saponaro stated, perfect.  Great.  Thank you.

Mrs. Mills added, we also have the Ice Cream Social next Wednesday starting at 6:30 at the Historical House and Wiley Park.

Council President Saponaro asked, any other discussion on this?

There was none.

ENGINEER:

Council President Saponaro asked, can you give a quick update on the sanitary sewer project?

Mr. Cappello replied, today the contractors installed the sanitary sewer, the force main and the storm sewers and all of the appurtenances.  They started at Robley with the water main installation. Hopefully that will be completed in approximately two weeks. Once that’s complete, there’s testing required and then they have to go back and start the connections.  Once that’s complete, by the end of the month we are hoping to have them start to begin with the Robley reconstruction.  Thornapple’s about a week, week and half behind that.

Council President Saponaro asked, the folks getting connections, the fees they are paying, everything’s part of the bid except for the fee, which is part of the assessment, right?

Mr. Cappello replied, the bid is everything up to the right of way.  They have a place to tie in their new sanitary.  The cost of tying in from their house to the connection is on them.

Council President Saponaro asked, through their own contractor?

Mr. Cappello replied, yes.  The assessment can either be paid in a lump sum or over 20 years.  There’s fees involved regarding sewer maintenance and treatment fees.  That’s a monthly bill they will receive once they have access to the sewer tie-in.

Council President Saponaro stated, I ask because I had a commercial plumber who asked me, if this is something that the Village is doing, did they go out to bid?  I said, no that’s a private homeowner’s responsibility and it’s up to them to do this or not do it.  I know he wanted to give information out to those homeowners, but I did not know if that was appropriate or not.

Mr. Cappello replied, if he’s licensed with the Village and the County to do installation, he could knock on these people’s doors because a lot of calls I get are, who can I have do this work?  Whoever’s soliciting needs to be registered with the County and with the Village.  I just want to be careful about endorsing anyone.

Council President Saponaro stated, thanks for the update.  Any update on Wilson Mills?

Mr. Cappello asked, as far as the restoration?

Council President Saponaro replied, yes.

Mr. Cappello replied, the reason why they haven’t done any restoration to date is once the final installation is done, the sewer needs to set for 60 days.

Council President Saponaro asked, it has to settle?

Mr. Cappello replied, the sewer has to settle so it does not cause it to buckle.  I did a deflection test.  You are allowed 5% deflection and then you have to air test.  The only thing we will repair prior to that is clean it up.

Council President Saponaro asked, what about Beta?

Mr. Cappello replied, two weeks ago they finished the stormsewer portion.  That’s done.  On SOM they are digging a pond.

Council President Saponaro asked, do we have a rendering of what it is going to look like when it is all said and done?

Mr. Cappello replied, I don’t have any rendering.  I have a plan I can show you.

Council President Saponaro stated, a couple of residents have asked, what’s it going to look like?  Is it going to look like just a field?

Mr. Cappello replied, at the present time we are planting grass.  It’s going to be a little different than the one to the south.  It presently is going to be looking like a depressed field.

Council President Saponaro stated, depressed is not the word of choice.

Mr. Cappello replied, a sunken field.

Council President Saponaro stated, a sunken field.  All right.  If there’s any opportunity to do any type of landscaping, I am sure we will look into that as well.    Thank you for those updates.

FINANCE DEPARTMENT:

  • Tax Rate Resolution – 2018

Mr. Wynne stated, as you recall, in July Council passed the Alternative Tax Budget for 2018 taxes that we will be collecting in 2019.  We submitted that budget to the County.  They have approved it.  As a formality they ask us to adopt a resolution formally adopting those tax rates dictating how those tax dollars will be allocated amongst the different funds of the Village.  This is an annual requirement with the County to formally adopt tax splits amongst our different funds.

  • Tax Incentive Review Committee – Approval of Minutes

Mr. Wynne stated, if you remember I went downtown in May and met with the County and went over all of our TIF Agreements.  They were all approved and approved to be in compliance.  In the past we have always put a motion on our agenda to approve each one of those TIF Agreements and then Mary Beth and I discussed it.  It’s really not necessary, but we felt it was important that Council acknowledge and approve the Minutes from that Committee meeting just for the record.   That is what this is for.  A copy of those Minutes were included in packets this weekend.

Council President Saponaro asked, did everyone have a chance to look at those?  Does anyone have any questions regarding them?

There were none.

  • Cuyahoga County Regional Health Care Plan

Mr. Wynne stated, I was contacted a couple of weeks ago by the County.  They came down and paid us a visit.  Long story short, they have decided to terminate the portion of the County plan that allows other governmental entities to participate so it is going to be strictly just a County plan.  If you recall, back in 2016, it was in the paper that there was a $9 million plus shortfall in their healthcare plan.  At that point in time they said, okay the County employees will be one pool, other governmental entities will be in your own pool and you have to cover your own deficit.  At that time, they raised rates significantly and the number of governmental entities dropped from 20 to 9 and then last year dropped 9 to 6 and they just felt there was not enough participation in that plan to make it sufficient so at 12/31/18 it is done.  We have already gotten the Healthcare Task Force together with our insurance consultants and we got the process moving.  We will be going to market and bidding out the healthcare and will be changing plans at the end of this year.

Council President Saponaro asked, do we have any restrictions on if we change plans in terms of deductibles or the type of plan we are required to have based on bargaining unit negotiations, anything along those lines?

Mr. Wynne replied, there are restrictions that are negotiable depending upon the marketplace at the time when you go to market.  We will go out and try to get a plan comparable to what we have now and based upon the cost effectiveness of that, the Healthcare Task Force might come up with a recommendation that this is no longer viable and look at a different option which we will bring to Council for their approval.

Council President Saponaro asked, will we also look at other similarly-situated communities to make sure?  I know we are rich in benefits, but are we in line?  Should we be looking at this as an opportunity for cost-saving measures?

Mr. Wynne replied, we are subject to limitations because of the collective bargaining agreement.  We will have to work within those limitations, but just as a matter of practice, every year we take a look at our benefit levels compared to others to make sure that we are in line and we have been.

Council President Saponaro asked, any questions on this?

There were none.

  • Approval to rescind the acceptance of the bid from Alexey Solyanik in the amount of $8,500 for the following police vehicle and to relist it on govdeals.com:
    • 2015 Dodge Charger; VIN: 2C3CDXAG3FH753694; mileage: 105,557

Mr. Wynne stated, at the August Council meeting, Council approved the acceptance of a bid for the sale of a 2015 Dodge Charger.  Part of the terms of that bid was the individual had to pay within 5 days.  He did not.  We are rescinding that bid.  We have already put the automobile back on govdeals.com to resell it.  I think Council needs to officially rescind the acceptance of the bid from that individual.

  • Server Backup and Disaster Recovery Device and back-up service
    (All Covered - not to exceed $15,150)

Mr. Wynne stated, Jeff Thomas provided a memo to everyone on this.  It’s really made up of two parts.  There’s the cost of $3,150; $2,300, which is the replacement of our server and $850 for the installation and transfer of all of the data.  Then there will be a $600 per month annual charge for back-up services and disaster recovery and then $150 an hour charge that would be assessed for anything we would incur outside the coverage of the maintenance contract. Council already approved that back in January 2018.  They approved $12,000 for this.  We put it on again just because of the new contract.  As a result of the new server, the pricing went down.  I will take a look at these numbers again before Council.  I don’t think we will need to come to Council for the $15,150.  It will be $3,150 for sure plus a couple three thousand dollars just to get us through the end of the year because we have $3,000 remaining on the first $12,000 that Council already approved back in January.

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

Mr. Meyers asked, in the memo that Jeff prepared, it said that after three years the cost would go down to $550.  Is that per month for the warranty?  Or is that a service charge?

Mr. Wynne asked, where is that?

Mr. Meyers stated, where it says we will have the option to renew the warranty at this time at a cost of $550.

Mr. Wynne replied, the new server comes with a three year warranty so after the three year expiration we can add on additional maintenance coverage which today costs $550.  Three years from now it might be a different price.  If the server is still good and we want to keep it for additional years, we might look at that maintenance contract and take it out at that point in time.

Council President Saponaro asked, any other questions?

There were none.

LAW DEPARTMENT:

  • Resolution No. 2018-41, entitled, “An Emergency Resolution Authorizing Mayfield Village to accept the bid of R.J. Platten Contracting Company for the Intergenerational Park Completion Project.”  Introduced by Mayor Bodnar

Mr. Coyne stated, as you know, we terminated the services of H&J that was doing the work for the Intergenerational Park Project.

Council President Saponaro asked, does everyone know that we terminated the services of the original contractor?  Let’s start there. Everyone does not know that.

Mr. Coyne stated, they fell way behind and did not meet the completion deadline.  We were working with them through the early part of this year but we really got concerned when some of the subcontractors were not being paid.  Subsequently what we did is we advised them that we were going to go a different direction.  We contacted the bonding company and have since entered into negotiations with the bonding company.  In doing that, what occurs with the bonding company is they look at your contract.  The original contract they want to cover.  We will make sure that the original contract amount will be covered through the insurance that they would provide.  We will always be obligated to pay to complete the project that which is in the original contract.  The problem with this and I don’t want to get into specific numbers, although Ron and I can give you the number for the original contract, but some of the work that was done we evaluated independently through Tokyo Marine by a company called CPS.

Council President Saponaro asked, Tokyo Marine being the bonding company?

Mr. Coyne replied, right.  They basically look at the work that was done and concerns that were raised by Mr. Cappello.  We want it to be done correctly.  They come out and basically evaluate the work done and if the work wasn’t done correctly, we want it corrected and want it corrected on their dime, not on the Village’s dime.  So Tom and our office met out at the site.  They walked the site. A report was prepared in July and that report includes items that were not done correctly and some items which were done but the subcontractors may not have been paid.  So basically what ends up happening is you try to get the project back on schedule.  We would have required the bonding company to take over but then they go with a different bidder that we don’t have control over so we worked with your engineer to send out bids to four other companies that could complete the work and complete the work properly.  We shared the results of that with Tokyo Marine’s legal counsel to make sure they understand the direction we are going.  So they have given us estimates or parameters about how much they will pay.  Right now it would cover pretty much what would be due the subcontractors who have not been paid and what the Village wanted to have completed.  The goal again is so the Village doesn’t have to pay any more than the original contract.  We do have some add alternates in play, in part because of the tennis courts, so that won’t be covered by the insurance.  That will be covered by the Village. We are trying to get it all done at one time.  The reason this item is on your agenda is a timing issue.  We would like to try to get Platten engaged sooner than later to start the work sooner than later. The bonding company will make sure that the subcontractors that have done work that have not been paid will be paid and that legal waivers will be received so that the Village won’t be exposed to any liability from any subcontractors.  That’s the reason for it being on the agenda.

Council President Saponaro asked, so to date, the work has stopped and has not continued?

Mr. Coyne replied, the work has stopped this summer.  We had the Service Department do some work to shore up some of the construction site and be put in place to have Platten take over.

Council President Saponaro asked, when did the work stop so we have a timeframe?

Mr. Coyne asked, the exact date of the work stoppage?

Council President Saponaro stated, not exact.

Mr. Coyne stated, it would have been in the Spring, I think.

Council President Saponaro stated, in the Spring.  So just for education purposes, why are we waiting until September to engage a new company?

Mr. Coyne replied, we did have a meeting with Council in Executive Session where we raised much of this.  I would rather not discuss that on the floor here but we did have a discussion with Council.

Council President Saponaro stated, we don’t need to discuss the legal aspect of it, but we need to discuss the timeframe.  Is there a reason why we are waiting?

Mr. Coyne replied, we didn’t do any waiting.  We advised Council in Executive Session.  We have advised Tokyo Marine and they got CPS Retaining to do the inspection and that took several weeks for them to do that.  They also have an engineer based out of Cincinnati, Ohio that does the evaluation.  They walk through the site.  They meet with the engineer.  That report was prepared in some detail and tendered to me for review.  Mr. Cappello and I have also reviewed it together.

Council President Saponaro asked, when was that?

Mr. Coyne replied, it was published on July 9th.

Council President Saponaro asked, and that was given to Council, you said?

Mr. Coyne replied, no, it was not given to Council.

Council President Saponaro asked, but then the bids went out, when did these bids go out?

Mr. Cappello replied, we opened the bids in early August, so approximately a month earlier.  A little bit after we received the report.

Council President Saponaro asked, who has questions on this?

Mr. Marquardt asked, will they be able to complete this project this year?

Mr. Coyne replied, that’s the goal.  It’s a good question Councilman Marquardt.  The goal is to complete it this year and that’s why we thought it was important to try to move this along as quickly as possible at this point in time with Platten.  The good news is our economy is doing well.  The bad news is construction companies are very busy.  The engineer can tell you that.  Also, when you get in the area of working with asphalt, you have certain time constraints and so we thought it would be most important to do this as efficiently as possible.  We have gotten cooperation from Toyko Marine’s counsel and we sent out for bids and received four bids.  Platten came in actually within the range.  I don’t want to give numbers, but within the range that the bonding company has indicated they would be willing to pay.  So that’s really good news.

Council President Saponaro asked, who else has questions regarding this?  This is the subject of the Special Meeting.

Mr. Marquardt asked, what if they don’t complete it this year?  What happens?

Mr. Coyne replied, it will still get completed.  It will be covered but we are trying to get as much done as possible because of how we financed it.  If not, especially with some of the sealing material, if that gets applied in the Spring, that’s a possibility.

Mr. Cappello replied, the intent is to get a majority of it done this year.  Obviously, they might have to come back and do some site restoration in the Spring.  Also, depending on the timing, the tennis court receives a two color three coat system.  That is temperature dependent.  So that portion of it might have to wait until Spring.  All the work at the tennis courts, the nets, the fencing, all that work will be done this year.

Council President Saponaro asked, the additional amounts above the base bid, that’s things we wanted to have?

Mr. Cappello replied, correct.  The way this had to be put together, we had to get a number and this was also to help us check what Tokyo Marine’s expert is saying so I had to set up the bid in such a manner that what does it take to complete the job as originally bid?  Then we had the add alternates.  So in the add alternates, a job this size, usually you throw about a 10% contingency so you there’s about $50,000 or so ballpark in there.  There’s another $10,000 in there for undercut and backfill.  So, $60,000 may not be used.  It’s a contingency in the project. The other stuff was stuff that we had.

Council President Saponaro asked, so the letter I have from you, was this given to all of Council or just to me?  Did everyone get it?

Everyone acknowledged receiving the referenced letter.

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

Mr. Wynne asked, can I just go over the budget impact of this?

Council President Saponaro replied, please.

Mr. Wynne replied, for the current contract with the terminated contractor, there’s $311,000 of unperformed work.  So that $311,000 is costing $588,000 with the new contractor so that differential of $276,000 is what the Law Director was saying that the majority of it is hopefully being covered by the bonding company for H&J.  Then the additional $146,000 is the alternates that were being added on.

Council President Saponaro asked, with the discretionary $60,000 as well?

Mr. Wynne replied, correct.  So the $733,000 is that $588,000 number compared to what is unperformed with the existing contract and the $146,000 additional.  So from a budget standpoint, approval of this contract will be adding approximately $425,000 on the expenditure side.  On the revenue side, some number from the bonding company hopefully will cover that $276,000 differential on the original contract so the net hopefully will only be $146,000 of alternates.

Council President Saponaro stated, all right.  Stay tuned.  Any other comments on this?

There were none.

  • Code Red Contract Settlement ($7,010)

Mr. Coyne stated, the CodeRed contract is being terminated.  We only have service through 911.  What occurred on this was the agreement entered into in 2013 had an evergreen provision so every three years it would automatically renew.  They had a 30-day notification provision to terminate it in advance of that if you didn’t want it to renew.  This would have been in December of last year.  At the time, that termination did not get advanced and the service being used now is superior to CodeRed so we are no longer using the CodeRed service. We spent a period of time negotiating with CodeRed on how to terminate the Agreement early.  They were resistant to doing that.  We were able to negotiate a payment of a lump sum to take care of this year but then to terminate this year as well as opposed to 2019.  It’s a compromise and it seemed to make sense given the nature of the amount of money involved.

Council President Saponaro asked, this is what was sitting at our seats this evening?

Mr. Coyne replied, yes.  We have an agreement and release and covenant we are proposing.  We will require CodeRed to sign that before we advance any funds.  Again, the amount of money would be $7,010.

Council President Saponaro stated, okay and I understand this is on the agenda for the Special Meeting.  Is there a particular reason why?

Mr. Coyne replied, the main reason is we had concluded negotiations at the end of July and it didn’t quite make the prior meeting and under the circumstances the representative of CodeRed had left and another representative was contacting us and asking us if we can move it along so it is simply moving it along more quickly.  I thought it would be worth doing so they don’t change their minds frankly.

Council President Saponaro asked, who has questions regarding this?  Anybody?

Mr. Wynne stated, I would just add that the $7,010 is the annual subscription cost we have been paying since 2013 so it’s not like it’s an additional payment being required.  They are just requiring us to subscribe for the year 2018 until they terminate the contract.

Council President Saponaro asked, and the contract looks like it is not terminated until January 12, 2019?

Mr. Coyne replied, correct.

Council President Saponaro asked, so what does that do from a budget standpoint?  Put this in the budget?  Do we have to deal with anything like that?

Mr. Wynne replied, no.

Council President Saponaro stated, because we are paying for it in 2018.

Mr. Wynne stated, correct.

Council President Saponaro asked, anyone else?

There was no further discussion.

PARKS & RECREATION:

  • Balance for 2018 Pool Chemicals (Sal Chemical – not to exceed $3,000)

Mr. McAvinew stated, the expense is actually closer to $1,379 but we buffered it just in case an additional bill comes in, mainly because we opened a week earlier this year and 90 degree weather is something that requires more chlorine.

  • Fall/Winter Program Guide – 2018 (combined with Mayfield Heights and Gates Mills) (PM Graphics - $6,087.52)

Mr. McAvinew stated, this is a shared cost that we will basically be reimbursed.  Half will be reimbursed from Mayfield Heights and half by Gates Mills.  Because of the collaborative effort, we are the ones that front it and then everything gets paid back. The Fall/Winter Program Guide has gone out.  If anyone needs a copy, we have plenty of copies for everyone.

  • Co-op Teen Adventure Camp (City of Mayfield Heights – $9,845 – pass through)

Mr. McAvinew stated, this is for the Co-op Teen Adventure Camp.  We will eventually receive some funds back from Mayfield Heights. We collect the funds for them and then we give it back to them and then a percentage of that balances out and comes back to us at the end of the year.

  • Additional sound cost for 2018 Grove Season (Showtime Sound - $950)

Mr. McAvinew stated, this came in a little higher because we added the Air Force Band and then because of some small things, like additional lights needed and shows that went on a little longer.

Council President Saponaro asked, any questions regarding any of these proposed expenditures?

There were none.

SERVICE DEPARTMENT:

  • Drive Apron and Drive Pipe – 814 Hanover (Estimates - $7,500)

Mr. Sipos stated, there are some large sinkholes that we felt needed to be investigated.  Nothing was found, but we wanted to make sure it wasn’t a broken sewer line.  We are going to get the apron and concrete fixed.  I am waiting for a third quote from John Agresta.

  • 2017 Trackless Snowplow Tractor Demo and Pick-Up Broom Attachment (Bell Equipment Co. - $98,700)

Mr. Sipos stated, we looked at a demo.  It only had 55 hours on it.  It was like brand new.  The demo with the plow and full warranty is $91,500.  We are also asking for a sweeper attachment.  It actually picks up as it sweeps. The sweeper attachment is $7,200.  The total would be $98,700.  That’s a savings of $27,300 if we went with the demo as opposed to a new one.  It is a machine we are familiar with.  We have gotten two previous machines with Trackless and we had good luck with them.

Council President Saponaro asked, so it picks it up and puts it where?  Do you have an attachment?  Is it picking it up and shooting it out or picking it up and dumping it?

Mr. Sipos replied, it’s a broom, but it’s a box.  A previous broom would just kick out the debris off to the side.  This will actually collect it in a box and then we will go and dump it.  Especially on the trail and having cars on either side in some areas, it’s better to pick it up than to shoot it into grills.

  • Fire Department LED’s (Estimated between $12,000-15,000)

Mr. Sipos stated, we did a count of the lights and what kind of lamps we are going to use.  We are estimating between $12,000-15,000.  We have to get three quotes.  When we know what we want, we will get them from three different companies.

  • Joyce Road Gateway Improvements

Mr. Sipos stated, that’s underway.  We have bricklayers there.  They finished the blocks today.  Next we are going to veneer it and put the caps on.  The sign has been ordered. We will put that in place when it comes.  We had leftover sandstone caps from a previous project and a veneer so we didn’t have to purchase that.  We already had them in storage.  We poured the footer, the concrete and did all the excavation work and then we will finish it.

Council President Saponaro asked, what is it going to say on the sign?

Mr. Williams replied, Worton Park Pinetree.

Council President Saponaro asked, that’s what that area is called?

Mr. Sipos replied, yes, it’s separate from Worton Park.

Council President Saponaro asked, anything else?  Any questions regarding any of these items?

Mr. Sipos stated, I also have two brochures for the attachments for the snowplow machine in case you would like to see it.

Council President Saponaro replied, you can provide those to Mary Beth and she can give them to Council so we have it.

With regard to the snowplow, Mr. Wynne stated, we had $125,000 budgeted for that purpose.  For the LED’s, we had $15,000 budgeted and we are also going to apply for energy efficiency financing from NOPEC to offset some of that cost and then on the Joyce Road project, we won’t be coming back to Council for approval on anything.  The total project is budgeted for $20,000, but it’s made up of a bunch of pieces, parts and different vendors, all under $5,000, but we just wanted to be transparent as far as the cost of the project goes and how it is progressing but there will be nothing requiring Council’s approval.

Council President Saponaro asked, any other questions?

There were none.

ANY OTHER MATTER BEFORE COUNCIL:

Council President Saponaro asked, any other matters before Council?  I have one other thing to say.  Department Heads should have received a memo regarding agenda items.  They must be submitted by Thursday at 10:00 a.m.  If there is an emergency, that’s an exception, but you have to let us know.  I don’t know what the protocol is.  I don’t know if everything goes through you before it gets to me, but at the end of the day the Mayor and I will approve anything after 10:00 a.m. on Thursday.  I don’t know how it works for you if you see anything anyways.

Mayor Bodnar stated, obviously not this time around.  I think we can develop some protocols where we can put something in writing so that we are all on the same page.

Council President Saponaro stated, the other part of that is any time we want an agenda item, most of you are very good at it.  It’s worth repeating.  We have to have the back up and support that goes with it. I remember we had this conversation in January about this, give us the information.  If you need Mary Beth to pull any Minutes or get any information for you, she is happy to do that, but that provides us with a great back up that we need in order to really make a good informed decision so we don’t feel like we are doing something at the last minute.  We appreciate that.  If anyone has any questions or wants to talk to me about that memo, please feel free to let me know.

Council President Saponaro asked, are there any other matters?

There were none.

There being no further matters, the meeting concluded at 7:45 p.m.