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VILLAGE OF CHAGRIN FALLS
FACILITIES AND SERVICES COMMITTEE
July 14, 2008

Members present: Patton, Milko, Watterson
Also present: Mayor Brick, Himes, Bloom, Byron, Edwards, Williams, Lutz, Subel, Trace, Lannon

The meeting was called to order at 7:07 p.m.

EAGLE SCOUT PROJECTS

Eagle Scout Ben Lockridge asked permission to continue doing work in Whitesburg Park with regard to the boardwalks that some other Eagle Scouts have done in the past. He would like to put in a staircase down to the dam. This would give people better access to the river area in that part of the park as well as decrease erosion from people sliding down that hill. The walkway will be twenty-four feet long, it will be about four feet wide, and will drop down about ten feet. At the bottom there will be a twelve foot wide platform. Mr. Lockridge asked if Council would provide funds in the amount of $2,000 for materials and the Boy Scouts will provide all of the necessary labor. He also asked the Village to provide help with the footers and the cement for the footers, which the service department will provide. Mr. Himes said Mr. Lockridge has been working closely with Bill Tomko with regard to this particular project. He is the only member of the Whitesburg Park Nature Preserve Commission. The requested funds would come from the Capital Improvement Fund.

Moved by Mr. Patton, seconded by Mr. Milko that we recommend to Council that we approve Mr. Lockridge’s proposed project which will also include the funding of, not to exceed, $2,000 and also to provide him access to the service department for help with the footers. The motion carried unanimously.

Eagle Scout Danny Driscoll, Troop 150, asked for permission to work in conjunction with the Daughters of the American Revolution who are responsible for helping with properly disposing of flags on Flag Day at the cemetery. Mr. Driscoll would like to create an American flag Retirement Collection System for Chagrin Falls, and possibly expand into South Russell. He would like to use a mailbox that you used to see on the corners in the old days. He has been working with Mark Gebler, the Postmaster in Chagrin Falls, to obtain one of those mailboxes. He has been speaking with Chief Brosius about placing it somewhere near the police department or the fire department and he will work with the Chief as well as with Mr. Himes for the final location and design of that particular mailbox.

Moved by Mr. Patton, seconded by Mr. Watterson that we suggest to Council that we permit Mr. Driscoll to go forward with his project in coordination with Chief Brosius and Mr. Himes. The motion carried unanimously.

CUB SCOUT OVERNIGHT

Mr. Himes said the Cub Scouts have asked for permission to use River Run Park again this year for their annual family overnight the weekend of September 13-14, 2008. The setup will be similar to what they had last year.

Moved by Mr. Patton, seconded by Mr. Watterson that we suggest to Council that they allow their annual family overnight to occur in River Run Park on September 13, at 10:00 a.m. through September 14, 2008 at 10:00 a.m. The motion carried unanimously.

WHITESBURG SHELTER HOUSE

Mr. Patton said this is a request from Henry Bruner who is out of town so they will table this matter and put it on the agenda for the next Facilities and Services Committee meeting.

FARMER’S MARKET

Nancy Haag said the Farmers Market, which will be run by the North Union Farmers Market, would like to use North Franklin Street from July 20, 2008 through October 19, 2008 on Sundays from 10:00 a.m. to 1:00 p.m. She said they would be responsible to set up and clean up. They have an on-site manager every weekend. She said there is a $1,000 donation from the Village that has gone into paying for this, along with others such as building owners, landlords, organizations, and some of the businesses. There were ten altogether for a total of $10,000. North Union Farmers Market’s main goal is farmers and the farming community. They take this money to help train people and agriculture is the number one industry in the state.

Moved by Mr. Patton, seconded by Mr. Milko that they suggest that Council permit the North Union Farmers Market to use North Franklin Street on consecutive Sundays from July 20, 2008 through October 19, 2008 from 10:00 a.m. to 1:00 p.m. which will include also closing North Franklin Street during those hours. The motion carried unanimously.

HORNE AND KING ARCHITECTS CONTRACT

Mr. Himes said early in the Spring Council authorized special counsel to prepare a contract for the design services of the proposed new police station. Horne and King was the selected architect through the Mayor’s Ad-hoc Committee selection process. The contract was on readings at the last Council meeting and is again on the Council agenda for tonight. Mr. Himes and Dave King explained the details of the contract and the project. Comments were heard and questions were answered. Mr. Subel said he thinks they are premature in even considering this tonight because he hasn’t seen any final reports from the committee. He asked if they got competitive bids for this? Mr. Himes said the site selection has gone through not only the Mayor’s Ad-hoc Committee but through the Planning Commission as well and that was confirmed by Council. The site was selected and the service yard was determined to be the best site. Mr. Himes said they did not do formal competitive bids. The law director prepared legislation. Mr. Byron said they chose to follow the state procedure for selecting architects. They requested qualifications and made a determination based upon that. After they made their determination of who they wanted to work with, based on their qualifications, at that point they negotiated a contract. Professional services don’t get bid out. Mr. Himes said they followed the qualification base selection procedure that the state prescribes so the Committee interviewed four different architectural firms and reviewed their qualifications and found that Horne and King was the most qualified and recommended that we negotiate a contract with them.

Moved by Milko, seconded by Mr. Patton to accept the agreement as proposed with Horne and King Architects for the professional design services. We are voting on the entire contract and this would be for the first twenty-five percent phase. The Motion carried unanimously.

The meeting adjourned at 8:01 p.m.

___________________________
Steven Patton, Chairman
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