Board of County Commissioners - November 7, 2023
Meeting Details: The Board of County Commissioners (BOCC) met at 9:30 AM on November 7, 2023 at the County Administration Building, 12611 Ravenwood Drive, Room B303, Chardon, OH. BOCC meetings are in-person only and there are no recordings for the public. An agenda is available in advance via request to the Commissioners’ Clerk.
Public Comment Policy: Observer Comment: Commissioner Ralph Spidalieri announced at the end of the April 4, 2023 meeting that public comment would be permitted and that a more formal policy would be forthcoming. There was no formal policy introduced today.
The Pledge of Allegiance was recited and a prayer was offered by Commissioner James Dvorak.
Attendance: Present were Commissioners Ralph Spidalieri, James Dvorak and Timothy Lennon. Also present were Commissioners' Clerk Christine Blair, County Administrator Gerald Morgan, Assistant County Administrator Linda Burhenne, and Finance Manager Adrian Gorton.
County Representatives: Sheriff Scott Hildenbrand; Joseph Cattell, PE, PS, Engineer, Andrew Haupt, PE, PS Chief Deputy Engineer; Cindi Haycoz-Wellman, Victim Witness Director; Mike Warner, Veterans Dept.; Jessica Boalt, Director of Office on Aging; Glenn Vernick, Maintenance Director and Lauren Pettit, Contract Compliance for Maintenance, and Shawna Myers, Probate/Juvenile Court.
Others in Attendance: Elaine Malkamaki, Program Director, Department of Community and Economic Development; Carolyn Brakey, President Geauga Public Health, Adam Litke, Administrator, Geauga Public Health; several other members of the public, reporters from the Geauga Maple Leaf and Chagrin Valley Times and this observer.
Minutes were approved for the following meetings: October 17, 2023.
Report of County Administrator Mr. Morgan - Mr. Morgan reported on the following actions taken by him:
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Approved Contract between Office on Aging and The Western Reserve Area Office on Aging in the amount of $153,901 (previously approved by Commissioners to be taken from ARPA account).
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Accepted resignation of Custodian I in Maintenance Dept and authorized advertising to fill the position.
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Approved a medical leave of absence in the Maintenance Dept.
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Agreed with Newbury Trustees not to require a hearing on a liquor license for Newbury Deli at 11394 Kinsman Rd.
The Commissioners’ Office received approval to execute the Contract Agreement with W.B. Mason to provide office furniture, hardware, and installation services for a period of three (3) months effective November 7, 2023 in an amount not to exceed $35,224.36. Mr. Morgan explained that this was needed for the new county building in the Job and Family Services (JFS) area. Observer Note: Changes were previously approved for the JFS area to ensure client confidentiality.
The Maintenance Department received approval to amend the motion from September 26, 2023 to include additional information to read: Award the Bid to Deandrade Landscape Designs d.b.a. US Lawns - Cleveland East for the Snowplowing, Salt/Cindering – Chardon Area for the 2023-2025 seasons in the amount of $74,754.75 for the two year period ($36,825.00 for 2023-2024 and $37,929.75 for 2024-2025) for the snowplowing portion, the Salt / Cindering in the amount of $125.00 per half ton, and Spring Cleanup in the amount of $50.00 per hour, as they represented the lowest and best bid. Mr. Vernick explained that they wanted to add use of salt if necessary.
Mr. Lennon asked if they had used this company before and Mr. Vernick said that they had used them for lawn maintenance in the past.
Financial Report - Mr. Adrian Gorton received approval for the Financial Report, containing the following:
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Appropriations transfers to true up payroll and benefits for end of year - numerous departments
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Supplemental to the Land Purchase Account Senior Center Construction Fund
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Supplementals to the Liability Fund, 911, and 800 Communications Funds
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Transfers for Sheriff’s 911 account (also most of this was paid for through a grant)
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Approved travel for the Public Defender’s Office
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Vouchers:
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$192,752.50 from the Engineer’s Office to Ronyak Paving for the asphalt resurfacing of Washington Street, sections C-E
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$153,171.01 form the Sheriff’s Dept to Motorola Solutions Inc for Vesta 911 Dispatch system
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Revenue Certification for Common Pleas Court to true up for Revenue received from the State of Ohio
The Probate / Juvenile Court received approval to execute Resolution #23-188 Proclaiming November 2023 “National Adoption Month” and November 21, 2023 as “Geauga County Adoption Day”.
Mr. Lennon asked about the number of adoptions and whether they were as high as last year. Ms Myers said that they were not as high, but there were still a good number of step-parent adoptions.
Mr. Spidalieri asked if it would be possible to have a 15-minute presentation on what steps to take for a step-parent adoption. Ms. Myers said that JFS does a very good job of explaining options.
The County Engineer’s Office received approval for the following:
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To award the Bid to Ronyak Paving, Inc., for the asphalt resurfacing of Claridon-Troy Road (CH-0003, Sections D-E) in Burton and Claridon Townships in the amount of $599,500.92 as they represented the lowest and best bid. The Bid Bond submitted shall be held to serve as the Performance Bond for this project.
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To execute three separate Memorandums of Understanding regarding Ohio EPA NPDES Phase 2 Program and Coordination by and between the Geauga Board of County Commissioners, Geauga County Drainage Engineer, Geauga Soil and Water Conservation District, Geauga Public Health, Geauga County Department of Water Resources and Bainbridge Township, Chester Township and Russell Township.
Mr. Cattell, Engineer for the County, explained that by doing this, the County has assisted these townships with the paperwork, which would have been very difficult for a township to prepare. He also spoke about the collaboration that exists between all the entities. The Townships are considered the co-permittees.
The Prosecutor’s Office – Victim/Witness received approval to approve and authorize the President of the Board to execute the Victim of Crime Act (VOCA) and State Victim Advocacy Act (SVAA) Grant Award and Acceptance Forms in the amount of $50,951.00 from Grant #2024-VOCA-135503873 ($29,938.00 from Federal VOCA funds and $16,552.00 local match from the County General Fund) and $4,461.00 from Grant #2024-SVAA-135503877 with no local match. This grant is for the period October 1, 2023 through September 30, 2024.
Cindi Haycoz-Wellman, Victim Witness Director for the Prosecutor’s office, explained that she also works with Tracey Jordan, Victim advocate, who is present at the crime scene.
The Sheriff’s Office received approval to authorize the President of the Board to execute the Victim of Crime Act (VOCA) and State Victim Advocacy Act (SVAA) Grant Award and Acceptance Forms in the amount of $39,567.00 from Grant #2024-VOCA-135503892 ($31,652.00 from Federal VOCA funds, $3,415.00 local match from the County General Fund and $4,500.00 in-kind match) and $3,264.80 from Grant #2024-SVAA-135503897 with no local match for the period October 1, 2023 through September 30, 2024.
Mr. Lennon clarified with the Sheriff that these are different programs. Ms. Haycoz-Wellman is present during the court process and Ms. Jordan is present at the scene. Ms. Jordan also coordinates the LOSS program. See further information here.
The Sheriff’s Office received approval to advertise for Bids for the Geauga County Sheriff’s Office Microwave Network Upgrade to be held on Wednesday, December 13, 2023 at 2:00 p.m. Notice of this Bid Opening will be advertised on November 9, 2023, November 16, 2023 and on the County website.
Sheriff Hildenbrand explained that they had previously bid this and received bids, but there were some defects in the bids. He said that Water Resources had helped them to re-tool their boilerplate language.
The Commissioners’ Office received approval to execute the Chardon Public Square Plat of Re-Survey and Lot Split for the Geauga County Commissioners and the City of Chardon.
Mr. Morgan explained that when they started work on the Courthouse project it was discovered that the City of Chardon owned the land underneath the Courthouse. With this action the land on the North end will be owned by the County
The Veterans of Foreign Wars (VFW) Post #6519 and American Legion Post #167 of Chardon received approval for the following:
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To execute Resolution #23-189 Honoring Robert I. (Bob) Landies for his dedication and service to Geauga County Veterans at a Veteran’s Event to be held in the City of Chardon, Heritage House on Saturday November 11th at 11 am. Veteran’s director Mark Warner invited all the Commissioners to attend the event to honor all veterans and in particular Mr. Landies.
All the Commissioners spoke highly of Mr. Landies
Executive Session: The BOCC went into Executive Session at 10:05 am for the purpose of considering the purchase of property for public purposes and the sale of property at competitive bidding, pursuant to O.R.C. 121.22 (G)(2). Also joining in the Executive Session were Mr. Morgan and Mrs. Burhenne.
Following Executive Session: The Commissioners returned from Executive Session at 10:51 am and took the following actions:
Mr. Spidalieri reviewed the actions that will happen as a result of their decisions, which are outlined below, which also included a powerpoint with a schematic of what the Office on Aging site will ultimately look like.
Based on the condition of several of the buildings on the Square, in particular the Opera House, the following actions will be taken:
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Commissioners authorize Mr. Morgan to take whatever actions are necessary for the purchase of the Chase Building in Chardon. The following groups will be moved to the Chase Building: CASA (Court Appointed Special Advocate/Guardian ad Litem), Public Defender, and Probation. It is the intention to also lease the downstairs section of the Chase Building where there is a vault, which is where the Treasurer’s Department would be situated.
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Commissioners authorize Mr. Morgan to purchase the former Dollar General on Chardon Road in Chardon Township. This 17-acre site will be upgraded to house the Geauga Senior Center and the Dept. on Aging, which would move out of 470 Center St. It was stated that this could be done very quickly. The ultimate plan will include a retention pond, paved walking areas and a pavilion.
It was stated that there would be great cost savings to retrofit rather than start new construction.
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Commissioners authorized Mr. Morgan to prepare everything to sell 470 Center Street. Observer Note: All of the departments that are currently at 470 Center Street would move to the Chase Building except for the Board of Elections which anticipates moving into the new County Office Building in 2024. Note that BOE is not permitted to relocate within 75 days of an election. The Ohio primary election date is March 19, 2024.
Reviewer Note: Many other factors potentially impact BOE’s move date including numerous accessibility and security directives that must be complied with as set forth by the Secretary of State. For more information, see the May 26, 2023 Consent Decree between BOE and BOCC.
Mr. Lennon praised the plan and said that it had been a long time coming. He said that it gives the County great flexibility plus 70 parking spaces on the Square. He also said that the Department on Aging had the money in their budget for the retrofit of the Dollar General site.
Mr. Dvorak also added his support for this plan. He said that the new site for the Senior Center has a lot of flexibility and it has city gas.
Public Comment:
Ms. Diane Jones asked to clarify the cost of construction for the new county office building. Mr. Spidalieri said it cost $400/square foot for the new county building and that this new plan will represent significant savings for the County because it is a refit rather than “ground up” construction..
This observer asked the following questions:
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What is the timing of these purchases? Mr Spidalieri and Mr. Dvorak said it would move very quickly, within 30 days or less.
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Where is the Opera House? Next to the Annex on the Square.
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Where will ADP be housed? Mr. Dvorak said they would be in the Chase Building. Mr. Lennon said that they will also be in other locations.
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Will there be a public meeting to review and approve the plans, drawings, representations, bills of material, specifications of work and estimates of the cost thereof in detail and in the aggregate for the proposed Geauga County Courthouse Addition as had been contained in the draft agenda for this meeting to be held in the middle of next week’s meeting? Mr. Morgan stated that it was a statutory requirement to have such a meeting but that not everyone who needed to be present would be available for next week’s Commissioners meeting. Mr. Morgan stated that it would happen but he didn’t know when as of yet. The group that has to be at this meeting includes the Commissioners, the Sheriff, one or both Court of Common Pleas Judges, Probate Judge and the County Clerk.
Motion to Adjourn occurred at approximately 11:13 am.
More Information and Posted Minutes: Available here
Next Regular Meeting of the BOCC: November 14, 2023 at 9:30 am.
Observers: Gail Roussey
Editor: Anne Ondrey
Reviewer: Sarah McGlone
Date Submitted: 11/09/23
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