April 4, 2007
The meeting was called to order at 9:25 a.m. with the following members present: E. Davis, J. Jemison, and C. Hofstetter.
Also present: D. Weir – Administrator, C. Osborne – Fiscal Officer, T. Lee – Solicitor, Police Chief Stehlik, Bob Troyer – Middlefield Township Trustee, and B. Provost – Village Engineer.
Agenda: delete #1 in New Business – Gold Key Tax Abatement Application.
Minutes of Feb. 28, 2007 were presented for approval. Hofstetter moved to approve the minutes as presented, seconded by Jemison. Roll Call: 2. Abstain: Davis – absent due to back surgery.
OLD BUSINESS
1. Ambulance Contract – Lee stated the contract has a 5 year term from Jan. 1, 2008 – Dec. 31, 2012. The last contract made a substantial number of changes from the way we have done it the previous 5 years. The last contract was bid in conjunction with Middlefield Township Trustees and they are interested in bidding the same proposal. The bid must be accepted by both entities, and the levy must pass. Currently we need to get the bid amount determined so we can determine the amount of the levy to be placed on the ballot. The last renewal levy passed and, because the ambulance contract changes instituted cut the contract by 80%, we were able to request a rollback from the County Auditor. Lee stated the Township Trustees didn’t request a rollback on their ambulance levy collections, and they must determine if they need the levy. Lee prepared bid documents and the goal is to have the contract costs similar to the current contract. The former Council was concerned by allowing third party billing where the ambulance company can bill the insurance company of our residents for transport, if that were to occur there would issues with excessive billing. Both the Village and the Township have had very few complaints regarding this process. Lee invited both bidders from the last contract to meet, and Rural Metro declined. Community Care Ambulance was asked if they had any suggestions for changes to the contract that would benefit all parties, and they stated they did not. Lee prepared bid documents with 3 bid items: 1- cost to the Village of bidding to provide free to Village residents, 2- rental amount to Middlefield Township for the township garage. Lee and Troyer discussed this and will modify the lease to provide square footage and various other issues. Lee to discuss with Middlefield Township lawyer, Joe Weiss, and 3- bid an amount to pay the Village for dispatch services. This is a value to the ambulance company. Lee stated does the Village put the levy on the ballot as a renewal or a replacement at a lower amount. Troyer stated the Trustees have enough to cover the next five years and needs to decide whether or not to place the issue before the voters. Troyer stated their next meeting is Apr 9, and strongly feels this contract bid will pass. Davis moved to recommend to Council to authorize the Village Administrator to advertise for bids, seconded by Hofstetter. All in favor.
NEW BUSINESS - the committee chair deviated from the agenda.
1. Resolution 07-13: Authorizing the Village Administrator to Enter into an Agreement with the Geauga County Sheriff’s Office/Spillman Technologies for the Provision of Training and Project Management for the New Geauga Computer Aided Dispatch and Records Management System, at a Total Cost Not to Exceed $27,755.00. Chief Stehlik stated the Geauga County Sheriff’s Department has already purchased this records management system. It’s a county-wide system and computer-aided dispatch system. The Village currently has an in-house records management system, and it can’t access arrest information to the State. This is a countywide system open to all law enforcement. At no time will any law enforcement agency be cut off due to personnel issues. Also, the Village needs this type of system to participate for grants in the future. Chief stated the original cost of this system was $220,000.00, and he explainedto the software representative that cost wasn’t budgeted for this year. Because the Sheriff’s Department has already purchased the system, the Spillman representative and Chief negotiated a lower cost agreement. Chief Stehlik advised our responsibility is to maintain our equipment in our office, and the Sheriff’s department will have programmers who will come to our site if necessary. Chief stated he will discuss this purchase with the safety committee. Davis moved to recommend this resolution to Council for approval, seconded by Hofstetter. All in favor.
2. Eagle Park Improvements - Weir stated the contracts for infrastructure were received. In the meantime, we have solicited for bids for other segments of the park. All bids came in within the engineer’s estimate, with the exception of splashground. The recreation committee requested costs on adding a few extra features. The walking path and the landscaping contracts will still need to be advertised for bids. The engineer’s combined cost of those projects is $180,000.00. Mayor Poole questioned if the 3 small BAK parcels could be purchased for the park. Weir stated originally the partners wanted $140,000.00, but now requesting $80,000.00. Weir had the properties appraised and the appraised value is approximately $50,000.00. Weir discussed this with Lee and questioned the committee if they’re in favor of acquiring those parcels. Weir stated if Eagle Park is constructed according to all of the plans, there’s not enough parking. Weir stated there are two sprayground proposals before council: the base bid or the base bid plus alternates. Jemison questioned if enough Village residents would utilize it. Lee stated the 1997 comprehensive plan recommended increasing park areas. Jemison stated she ahs concerns regarding the lack of privacy for the Springdale residents, as well as, the Nantucket condo residents. Weir stated most of these features are located by Tare Creek Parkway. Provost stated most of the activities are located by Springdale. Jemison stressed a barrier still needs to be installed. Provost stated trees are on the plan. Provost stated the sprayground is over his cost estimate and was based on the information from the suppliers. Provost stated the equipment isn’t maintenance free, but needs to be checked daily to ensure the drainage and pumps are working properly. This is re-circulated water with Village water supplement. Davis stated the splashpark considerably less expensive than a pool. Provost stated the underground project will be complete in July 2007. The other equipment will be installed in August, landscape/paving in September, but park won’t be useable until 2008. Lee stated municipal pools cost a fortune to run and maintain, and spray parks have become very popular. Provost stated the difference between the base bid and the alternative bid is approximately $130,000.00. Total new cost is $950,000.00, not including the BAK parcels. Lee suggested the Village should purchase these parcels if the purchase price is reasonable. Weir stated the walking path at George Knox Park isn’t going to be installed because residents complained. The Frisbee park is cut through the wooded area and people are currently walking there, and it’s unclear if we need to make a permanent walking area. Lee advised to annually stake our property to ensure residents know where the property lines are. Jemison and Hofstetter stated they’re both reluctant to approve either of these bids. Davis moved to recommend Res. 07-10, Res. 07-11 and Res. 07-12 for the Eagle Park Improvements to council for approval, seconded by Hofstetter. All in favor.
3. WWTP Change Order #1 – Weir stated these changes have already been completed, and are included in the total cost of the project. Weir directed the project engineer to authorize change orders until up to $50,000.00.00. Weir would then submit them to council for approval. Hofstetter moved to recommend to council for approval change order #1 for the WWTP Expansion Project, in the total amount of $45, 674.31, seconded by Davis. All in favor.
4. Res. 07-10: Eagle Park Playground – discussed under #2.
5. Res. 07- 11: Eagle Park Pavilion – discussed under #2.
6. Res. 07-12: Sprayground Park Alternative 1 and Alternative 2. – discussed under #2.
7. Ord. 07-111: Waiving the Prohibitions for Community Days – Hofstetter moved to recommend this ordinance to Council for approval, seconded by Davis. All in favor.
8. Ord. 07-112: Kraftmaid cost Share with Cardinal Schools – Hofstetter moved to recommend this ordinance to Council for approval, seconded by Davis. All in favor.
9. Ord. 07-113 – Gold Key Cost Share with Cardinal Schools - Hofstetter moved to recommend this ordinance to Council for approval, seconded by Davis. All in favor.
10. Ord. 07-114: Hiring Dennis Coyne – Lee stated this is a $10.00 per hour increase from the previous contract. Davis moved to recommend this ordinance to Council for approval, seconded by Hofstetter. All in favor.
2. Ord. 07-115: Dedicating Almeda Drive – Lee stated the school board has backed off on what it was going to do. One issue is the width of the right-of-way. The other issue is the property was given to the school by Ralph Fritinger under the stipulation that the drive to the middle school be named Almeda Drive, after his wife. Lee noted it needs to state on the plat that the name can not be changed. Weir is requesting Council approval for him to file the plat. However, if the school officials refuse to sign the plat, it can’t be filed. Hofstetter moved to recommend this ordinance to Council for approval, seconded by Davis. All in favor.
Discussion held regarding the BAK parcels. Lee stated the risk of not purchasing these parcels is if Braff dies soon, there’s an estate issue. Another developer may come involved would impede the Village. If the Village purchases these parcels, this would allow additional land to construct parking on the west side of the park. A copy of the appraisal will be sent to the BAK partners.
Being no further business at this time, the meeting adjourned at 10:47 a.m.