Caucus: May 3rd 2021
MINUTES OF A COUNCIL CAUCUS
MAYFIELD VILLAGE, OHIO
Monday, May 3, 2021 – 7:00 p.m.
Videoconferenced in Main Conference Room-Mayfield Village Civic Center
Present in Main Conference Room: Council President Schutt and Mrs. Betsa. All other members of Council, Mayor Bodnar, Ron Wynne, Mr. Coyne, Ms. Wolgamuth, Mr. Marrelli, Mr. Sipos and Mr. Cappello in attendance via ZOOM. The remainder of the Department Heads accessed the meeting via videoconference.
This meeting can be accessed by going to https://www.youtube.com/watch?v=Q-7J0mBTHoA
Council President Schutt stated, welcome to the May 3, 2021 Council Caucus meeting for Mayfield Village, Ohio. It is 7:00 p.m. This meeting has been duly noticed and will be held in accordance with Ohio Revised Code Section 121.22 specific to recent amendments made in light of the current COVID-19 declared emergency (House Bill 197-amended by House Bill 404). Under the orders of Governor DeWine and the Director of Health of Ohio, and pursuant to Ordinance 2020-08, adopted March 16, 2020, Council will be meeting remotely, via electronic means. No one will be in Council Chambers or able to access that space during the meeting. The public is invited to view the meeting live and can access the meeting through a link posted on the Mayfield Village website at www.mayfieldvillage.com.
Mayfield Village will conduct these proceedings in compliance with all applicable State Laws and regulations.
ROLL CALL:
Present: Mrs. Jurcisek, Mr. Marquardt, Mr. Meyers, Mrs. Mills, Mr. Murphy, Mr. Schutt, and Mr. Williams
Also Present: Mayor Bodnar, Mr. Wynne, Mr. Coyne, Ms. Wolgamuth, Mr. Marrelli, Mr. Cappello, and Mr. Sipos
PENDING LEGISLATION:
- Ordinance No. 2021-04, entitled, “An Ordinance amending Mayfield Village Codified Ordinance Section 1501.08 Unfriendly Fires in Building; Alarm Duties.” Introduced by Mayor Bodnar. (First Reading – April 19, 2021) (Fire Department/Building Department)
Council President Schutt asked, any questions?
There were none.
Council President Schutt stated, Ordinance 2021-04 will be moved to Second Read for the Regular Meeting of Council on May 17th.
- Ordinance No. 2021-05, entitled, “An Ordinance amending Mayfield Village Codified Ordinance Section 1183.10 Improvements to Parking and Loading Areas.” Introduced by Mayor Bodnar. (First Reading – April 19, 2021) (Fire Department/Building Department)
Council President Schutt asked, any questions?
There were none.
Council President Schutt stated, Ordinance 2021-05 will be moved to Second Read for the Regular Meeting of Council on May 17th.
- Ordinance No. 2021-06, entitled, “An Ordinance amending Mayfield Village Codified Ordinance Section 1501.12 Conflict.” Introduced by Mayor Bodnar. (First Reading – April 19, 2021) (Fire Department/Building Department)
Council President Schutt asked, any questions?
There were none.
Council President Schutt stated, Ordinance 2021.06 will be moved to Second Read for the Regular Meeting of Council on May 17th.
- Ordinance No. 2021-07, entitled, “An Ordinance repealing Mayfield Village Codified Ordinance Section 1383.06 Automatic Fire Detection Systems in existing buildings in its entirety.” Introduced by Mayor Bodnar. (First Reading – April 19, 2021) (Fire Department/Building Department)
Council President Schutt asked, any questions?
There were none.
Council President Schutt stated, Ordinance 2021-07 will be moved to Second Read for the Regular Meeting of Council on May 17th.
- Ordinance No. 2021-08, entitled, “An Ordinance amending Mayfield Village Codified Ordinance Section 1383.03 Buildings and Occupancies Requiring Automatic Fire Suppression Systems.” Introduced by Mayor Bodnar. (First Reading – April 19, 2021) (Fire Department/Building Department)
Council President Schutt asked, any questions?
There were none.
Council President Schutt stated, Ordinance 2021-08 will be moved to Second Read for the Regular Meeting of Council on May 17th.
MAYOR:
Thank you Council President. Good evening everyone. I just wanted to take a moment to recognize and give a shout out to our own resident Dona Kless. Dona was recognized in the May issue of the Community Partnership on Aging newsletter as a volunteer superstar. She volunteered over 116.25 hours of her time last year on behalf of the CPA. That’s quite a feat even in a non-COVID year, but given the pandemic last year that was quite an extraordinary contribution. So congratulations to Dona. You make us all proud.
That’s all I have for this evening.
Council President Schutt stated, thank you Mayor Bodnar. And thank you Dona Kless as well.
COUNCIL PRESIDENT:
I would like to say Happy Birthday to John Marrelli. His birthday is on May 20th. Happy early birthday John.
Mr. Marrelli stated, thank you.
Council President Schutt stated, you’re welcome. Our next Regular Meeting of Council will be on Monday, May 17th. We will be meeting virtually.
CLERK OF COUNCIL:
- Community Shred Day: June 19, 2021
Mrs. Betsa reported, Community Shred Day has been confirmed for Saturday, June 19th at the Mayfield Village Civic Center parking lot from 9:00-12:00. The event will be run the same way as it was last October where we will have the Service Department assist. Residents can remain in their vehicles and we will take out the boxes and bags to be shred. We will be wearing masks and social distancing.
Council President Schutt stated, thank you Mrs. Betsa.
ADMINISTRATION:
- Civic Center Restroom Renovation/Fee Agreement with Brandstetter Carroll
Ms. Wolgamuth stated, thank you Council President. Hello to Council. It’s a pleasure to be here with you all tonight. John Marrelli and I provided a memo in your packets on Friday with a free proposal from Brandstetter Carroll who is the architect group that we had hired previously to look at the Civic Center. We gave you an estimate of the probable cost to expand and upgrade the main restrooms and the kitchen here in the Civic Center to make them all ADA compliant. The State of Ohio is providing the Village with a $200,000 grant for this purpose. The project has to be completed by June of 2022 to be eligible for the funds. Brandstetter Carroll’s fee proposal is $30,000 and it includes the design, preparation of the construction documents, taking the projects through the bidding phase and performing construction administration. This fee represents less than 10% of the project cost, actually 9.8%, and we believe that’s a reasonable fee. If Council is agreeable to their proposal, an Agreement and Resolution will be prepared for approval at the May 17th meeting.
During the design phase which will begin this month, John and I will work through the details with the architects and we may look to include some additional work to expand some of the doorways in the building to make them ADA compliant as well. $500,000 was budgeted for the proposal for improvements to the Civic Center this year and part of that budget includes replacement of the building’s second boiler, but that purchase will be completely separate from this project. We are not including that here. As we finalize the design, we will share it with Council and we will welcome your comments on it at that time.
I did want to mention the schedule that was included in Brandstetter Carroll’s letter said construction could begin as early as August but I think it’s more realistic to plan for September or late September. If we do the bidding in July we will likely be coming back to Council in August for approval of the bid. John and I are both here to answer any questions that you might have and if you don’t have any, then we will proceed to have the Agreement prepared and bring that back to you at the Regular Meeting.
Mrs. Jurcisek asked, Ms. Wolgamuth, are you looking at doing any kind of renovations to the common room that’s right attached to the kitchen at all?
Ms. Wolgamuth asked, the Civic Hall? No, this would be strictly the restrooms and the kitchen.
Mr. Marrelli added, there will be a new roll down door put down the common wall.
Mrs. Jurcisek replied, okay
Mr. Murphy asked, does something like this typically go out to bid?
Ms. Wolgamuth replied, yes.
Mr. Marrelli replied, yes.
Mr. Murphy stated, I’m saying for the $30,000 fee.
Ms. Wolgamuth replied, no, because we had already gone through that process probably a year and a half ago. We did a Request for Proposals for Architects and we ended up hiring Brandstetter Carroll to do the work on the Civic Center, so they have already done so much preliminary work. They measured the entire building. I think if we went back to get another architect, we would be starting from scratch again.
Mr. Murphy stated, then my one follow-up question is in connection with the three different plans to making the Civic Center ADA compliant. Are we going to be doing it piecemeal from here on out? We are scrapping tearing down the building and building a new one as an option. Going about it that way, I don’t think I got that bridge between that and now this.
Ms. Wolgamuth replied, we had decided not to do the complete renovation and not really look at razing and rebuilding. I think we pretty much put everything on hold until we got these grants. When we got $200,000 in grants from the State of Ohio; we had gotten one last year and it got extended, the time period to use it got extended through next summer because of COVID. Then we got another $100,000 grant in January of this year so at that point we decided it made sense to use that money because we know no matter, unless we were razing and rebuilding, if we are going to keep this building, the restrooms really do need to be redone and they are not. We have no ADA-compliant restrooms in the building right now.
Mayor Bodnar stated, if I can chime in, Diane. I think we sent out a memo, maybe we could get another one of those to Mr. Murphy, that explained a couple of things and one of them was, before we plunged tons of money into a possible project where we would demolish the current building that we are in and build a new one, we really wanted to do a study on the intersection area at Wilson Mills and 91 to make sure we knew what was the best thing for that area before we started doing things piecemeal. The other thing that came up last year of course was the pandemic which also led to somewhat some uncertainty as to what the future would look like in terms of income for Mayfield Village. The dust is starting to settle but it has not settled fully yet, so those are some of the reasons we decided to go with this more compact project at this time. At this time, a lot of things have changed since we have seen those three proposals.
Mr. Murphy stated, I am not saying I am for tearing down the building and rebuilding it, it’s just that I may have missed that memo or didn’t see it and now I am seeing this pop up, you know. So thank you.
Ms. Wolgamuth stated, yes, I am happy to find that and I can resend it to everyone.
Ms. Wolgamuth stated, Council President if there are no other questions, I do have a short public service announcement.
Mayfield Village is hosting a Memorial Day Celebration at Whitehaven Memorial Park on Sunday, May 30th at 1:00 p.m. Resident Mary Singer is working with the Recreation Department on the details and Mayor Bodnar and Police Chief Matias have agreed to be this year’s speakers. I also understand that Council President Schutt will be serving as the Master of Ceremonies this year. Everyone is invited to attend. Social distancing protocols will be followed.
Also, each year, volunteers place 1,000’s of flags at the graves of all Veterans in the Village. If any of you can help or know of anyone who wants to help, they should meet at Whitehaven on Saturday, May 29th at 9:00 a.m. Further details can be gotten from the Recreation Department.
That’s all I have.
Council President Schutt stated, thank you, Ms. Wolgamuth.
Ms. Wolgamuth stated, thank you.
Council President Schutt stated, thank you Mr. Marrelli as well. Thank you for all of your time.
Mr. Marrelli stated, you are welcome.
- Lease of 6516 White Road (Resolution 2021-16)
Mr. Wynne reported, if you recall, we purchased this property at the end of last year and made a decision to try and rent it out while we wait to acquire further property in that area for potential commercial development. Over the winter months, we invested maybe I think under $5,000 and a bunch of manhours from our Service Department to get the property ready. Then we contracted with Patty Gaeta, a local Village resident and a realtor with Howard Hanna here in town who went out to work on our behalf to secure a tenant. She used a software program, a service called TenantMagic where they evaluate applicants based upon their credit as well as their income to rent ratio. When she went to market on it, within the first couple days, we had about 20 applicants. They were all screened and then we came down with the one who received a credit recommendation of yes with a five to one income to rent ratio. They were on a quick track. They needed to be out of their place. They were in by May 1st. We met with the Mayor and with the approval of the Mayor and contingent upon Council’s approval, we tentatively approved the Lease Agreement and they moved in on May 1st. I have requested the Special Meeting this evening to formally approve the Lease Agreement. It’s a one year Lease for $1,650 a month.
I will be happy to answer any questions anybody has on this.
Council President Schutt stated, if there are no questions, we will keep moving along. Thank you Mr. Wynne.
ENGINEER:
- Progressive Campus 1 Driveway (Estimated cost to Village - $175,000)
Mr. Cappello stated, good evening everybody. I just wanted to go over a memo I sent last Thursday regarding Progressive and Peter B. Lewis Drive. Progressive wants to do some improvements, some pavement repair on the concrete roadway and then resurface it with asphalt. They also would like to have the area on the west side in our right-of-way, there’s some slope issues that need to be repaired. So as I said in the memo you will see a little dedication plat that shows the Peter B. Lewis Drive. We don’t own the entire area. We just own this entrance part which is about 40 percent of the length of the improvement or area of the improvement. The estimated cost at this point is about $175,000 which includes all the pavement work and some design work. We will have better ideas of the exact numbers once Progressive receives their proposals or bids and then we review them.
Council President Schutt asked, are there any questions?
There were none.
Council President Schutt stated, thank you, Mr. Cappello.
Mr. Cappello replied, you’re welcome.
LAW DIRECTOR/POLICE DEPARTMENT:
- Mutual Aid Agreement with Metroparks (Resolution 2021-17)
Reporting for the Law Department and Police Department, Mr. Coyne stated, yes, Council President, the item I am going to address is actually listed on the agenda under the Police Department. I have spoken to the Police Chief about this so he is well aware of it.
We have been asked to enter into a Mutual Aid Agreement between Mayfield Village, the Mayfield Village Police Department and the Board of Commissioners of the Cleveland Metroparks District and the Cleveland Metroparks Police Department. The reason they are doing this is they have had these arrangements in the past but they have been very informal. A Mutual Aid Agreement is entered into between jurisdictions that have law enforcement officers. It can be done with other types of departments as well. This is being proposed as a written document that would be entered into and it would provide reciprocity for the Police Department of the Village to render services if needed in the Parks District and vice versa, so if for some reason we needed additional law enforcement support, they would also provide such service. If it’s not an emergency situation, it would be required that they get permission from the Police Chief, but if it were an emergency situation, it might be something that they’d have to make the decision quickly. There’s no indemnification between the departments. We are all self-reliant on our own insurance and we are also able to utilize Section 2744 which is the immunity statute of the State of Ohio if something would happen. So once we enter into this Agreement, it would accommodate what’s really often available to separate jurisdictions with law enforcement authority. It can be terminated on 30 days’ notice. It’s kind of a belts and suspenders between two political subdivisions. Are there any questions?
Mr. Meyers asked, does this have anything to do with the Fire Department also for mutual aid?
Mr. Coyne replied, it’s just law enforcement and the police. The Metroparks does not have a fire department so the Fire Department would provide services because of the coterminous boundaries between the two.
Mr. Meyers asked, so that wouldn’t be considered a mutual agreement?
Mr. Coyne replied, not really, although I haven’t really looked into it. I have not been asked to look into it. The Fire Department does the inspections for the Metroparks’ buildings and properties. They are in the service area for the Village so they have to comply with our Fire Code regulations. They can go the State as well. It’s sort of a complicated process for some of that but they do meet with the Fire Department for fire inspection for some of their facilities that are in the Park District within the Village.
Mr. Meyers stated, okay thank you.
Mr. Coyne stated, sure.
Council President Schutt asked, any other questions?
There were none.
Council President Schutt stated, thank you, Mr. Coyne.
SERVICE DEPARTMENT:
- Fertilization of Village Properties (TruGreen - $10,906.00)
Mr. Sipos stated, thank you, Council President. Hello to Council. I am requesting the hiring out of fertilization of our sports fields, baseball and soccer fields. The fertilization was previously done within our department by Paul Byrnes who has since retired. He held a license for pesticides as well, so we currently don’t have anybody who has that license within the department. I received three quotes from TruGreen, DynaGreen and EcoLawn. TruGreen came in considerably lower and they currently hold contracts for other properties. Due to the safety concerns with the storage and handling of this product, I feel much more comfortable to let the professionals handle it and take over the fertilization of those sports complexes. If anyone has any questions, I would be happy to answer them.
There were no questions.
Council President Schutt stated, thank you, Mr. Sipos.
Mr. Sipos stated, thank you.
ANY OTHER MATTER BEFORE COUNCIL:
Council President Schutt asked, are there any other matters to come before Council tonight?
There were none.
There being no further matters, the meeting concluded at 7:20 p.m.