Opening the Flood Gates

June 30, 2015:  The answers to the basement, yard and street flooding are none that you want to hear. The city will continue to maintain that the sheer volumes of these rains are the cause. While there is some truth to that, we have widespread infiltration issues with the storm/sanitary sewer connections. Residents remain skeptical that the pump station fail was a “rumor”.

To fix the problems of our old sewer systems would cost more money than the city can come up with. Since 2003 the city has invested $7.4 million in our sewer system. The mayor and consulting engineer Bob Greytak wouldn’t venture a guess at the cost of repairing/replacing the entire system except to say it can be done and would be tremendously expensive and would disrupt every road and every resident of the city. With 66 miles of roadways in Bay and a storm sewer system and sanitary sewers running the same length, Greytak estimated “at the low end we may be talking about $500 a foot”. It isn’t just the system but it would also require all new streets. And to what end? “As the saying goes there is always going to be a bigger storm. If we design for a 100 year storm, there is going to be a 200 year storm.”

At the beginning of the meeting the mayor updated the situation. 8 to 10 inches of rain over 2 weeks on a totally saturated ground was identified as the problem. Creeks were running high, the city pool was on the verge of overflow and there were issues with the retention basins, one in Avon Lake and one on a school property. The treatment plant ran fine. Normal volume is 14 million gallons a day. Saturday it was 160 million gallons. Over capacity to the point it necessitated opening the flood gates and dumping into Lake Erie. Greytak confirmed there was never a problem with the Rocky River treatment plant.

Urging residents to continue to call, the mayor believed some of the calls coming in to report flooding were repeat events given some residents flooded 2 or 3 different times during that period. A Carlton Road resident commented that he keeps hearing the city is “reaching out” to people trying to get information. “I have not heard or seen anything and my street was underwater.” The mayor said right now they have 3 things going: Information on the city website and email blasts. With over 400 calls on Tuesday and Wednesday, “our guys are going down the list.” They will get back to you, she said, you just may be further down the list. She is also getting ready to send out her quarterly newsletter with a very specific list of do's and don’ts for private property. She stated that Rocky River and Avon Lake were hammered also and she doesn’t think they reached out to their residents to get their addresses.

The mayor stated a few times she wanted to dispel the rumor “and that was just a rumor” that the pump stations were not working properly. The red light is meant to come on and it means high water. A Carlton Rd. resident said he heard it was a lift station problem. The mayor says “It was not”; he continues, “A qualified plumber told me this.” “Well he’s wrong.” A Plymouth Rd. resident pressed on “In your email you said there was an issue. What was the issue?” “There was an issue. There are 2 pumps – 1 was running hot so our guys changed it out but at no time did it ever stop.” A resident questioned if there was diminished capacity when the pump was being switched. She was told of the 2 pumps, one is a backup. Another Carlton Rd. resident said his wife was walking Saturday when crews were out and she witnessed a rather animated discussion regarding the pump station settings that shouldn’t have been that way etc., so “that doesn’t jive with your comments that everything was fine. I would ask that you look at that and report back to us.” Residents wondered - if everything was fine why were there crews at the station. Another resident wanted to know if there would be an official investigation into the pump station so we know for sure it did not contribute to the problems. The mayor said they will take a look because of some of these comments, but “just like with anything mechanical I can’t guarantee it will never happen. But I’m pretty confident even though there might have been some testosterone going off in arguments the pump station never shut down.”

There is more information, and I will share it but I do not want to overwhelm you and I need a break! Please check back.

Communication Communication Communication

June 30, 2015:  I am still preparing notes from last night about basement, sewer, and sanitary line issues. The audience question and answer session took at least 90 minutes. Until I get those notes up, here’s something to think about. At last night’s meeting I addressed the mayor. In 2012 when (Hurricane) Superstorm Sandy threw Bay upside down I heard the same concerns I have been hearing this week: lack of communication or acknowledgement from the city. In the case of Sandy, people did not know who to contact or what to do or where to go. During last week’s storm people needed help and wanted answers. Because of Hurricane Sandy residents prompted the mayor to work on an Emergency Communications Plan with a Task Force. Today we are almost 3 years past that superstorm and I wanted to know what happened to the plan. Short answer - she told me and the nearly 50 other residents in attendance that she “is still working on it”. And for the first time, at a meeting, I was rendered speechless…I think I literally said I don’t even know what to say to that and sat down.

Another resident spoke to the need for a plan as did Councilman Henderson, who also expressed surprise that the plan was never finished. Never adopted, never tested, never implemented.

The mayor did address the issue via email with a similar response she gave at the meeting. After the meeting a citizen wrote and felt we needed a plan to reach everyone especially our most vulnerable residents. The mayor wrote that she agreed “for life threatening or potentially life threatening events only. Flooded basements do not rise to that level of emergency.” She fears people will become immune with too many emergency messages. (This week could have been the first message since Superstorm Sandy. Is one message in a 3 year period “too many”?) She believes her current methods of communication are effective and sufficient in light of the fact “that less than 10% of our households were affected.” Our infrastructure is a city wide problem; in the long run it affects 100% of the households. Her methods of communication are clearly not reaching the people that need it the most, when they need it the most. We need an emergency plan. Add to it a communications plan for those pesky little non-emergencies – like your basement flooding – 2 or 3 times a week.

Through the years I and others have tried to explain the need for better communication and interaction with the public; ironically, good communication starts with good listening. The feedback I receive is that no one is listening.

Misc. Meeting Notes

June 29, 2015:  Miscellaneous from tonight’s meeting: “Compensation for officers and employees of general administration department” (those not covered by a labor contract) was on third reading. Councilwoman Karen Lieske asked for the job descriptions. Law Director Ebert said he would not hold up compensation waiting for job descriptions. This has been an ongoing issue with council members asking for job descriptions and never receiving them. In December 2014, Councilman Henderson expressed disappointment regarding job descriptions - in particular for the new Human Resource position. He was told they were being worked on.

No one, including the mayor has any idea when the new Panorama Deli will open. The owners did file for a liquor license on June 19. I go by almost every day trying to catch someone there. Tables and chairs are there so it must be close.

The League of Women Voters did present a check this evening for $10,000 toward better microphone, etc. equipment. The mayor asked Council President Koomar to do the honors in accepting the check. The mayor did accept the check presented from Eric Eakin, Bay Fireworks Committee for the Fourth of July Fireworks.

Fireworks and Rain Dates

June 27, 2015:  Close enough to the 4th of July so let’s talk fireworks. You may be seeing an end to fireworks rain dates - one of the things that made Bay unique. But, first I want to say thank you to everyone that works on the Bay Days Fireworks Fund.

Bay always opts to use the same vendor. There was some question at a recent meeting about the mayor’s loyalty with American Fireworks considering we may be able to get bigger and better, but the mayor is loyal to American Fireworks. Fire Chief Lyons believes they are the safest.

Meeting minutes June 1: “Mrs. Lieske asked how the rain date for the fireworks can be scheduled for Sunday, July 5, 2015. Mr. Ebert stated that there is no prohibition in the Cahoon Will about having fireworks on a Sunday in Cahoon Memorial Park.”

Meeting minutes June 15: “Mrs. Lieske stated that she raised the question about the rain date for the fireworks this year being listed on the contract as Sunday, July 5, 2015. The Kiwanis has it posted for Monday, July 6, 2015, which Mr. Ebert noted is the day approved by the trustees for the rain date.”

Mayor Sutherland stated that they are trying to work around that and it was just a glitch with the contract. However, the Mayor wants Council to be thinking about the fact that the administration does not want to continue the practice of having a rain date. They have never had to cancel the fireworks; nobody else does rain dates. It will cost $3,000 just for the Service Department. The biggest problem is scheduling people to work. The date for the fireworks requires a heavy police presence and it is planned out months in advance. When you go to a rain date you cannot get the same people to come back the next night or two nights later. When we had 140 people working for the City maybe it wasn’t as big of an issue, but now that we have 92 or 93 it is really problematic, especially being so shorthanded right now in the Police Department.

Mr. Henderson stated that in Bay Village some of the funding for the fireworks is from private donations. Mr. Ebert stated that the Kiwanis and organizations that sponsor Bay Day always get the most carnival traffic on fireworks day. This year there is nothing going on for Bay Days on Monday, July 6. Mayor Sutherland stated that if the fireworks are cancelled because of weather, the funds will be flipped into the following year. Mr. Vincent asked how the contract addresses the issue. The Mayor stated that there is a 50% fee but you put that against overtime and the fact that we don’t have the personnel. Mr. Ebert noted that there is no prohibition in the Cahoon Will about fireworks on Sundays. Mayor Sutherland stated that they will get back to Council. The contract says that the rain date is Sunday, and she doesn’t even know if they are available on Monday.”

Residents Want to Know

June 24, 2015:  The message residents want the mayor to receive: If you can't knock on my door now - don't knock during campaign time either.

While many in the city are beginning to rise above yesterday’s flooding issues, I have been hearing the outcry – where is the mayor?

In times like this, people want to see the face of the city. Answering phones, walking the neighborhoods or at the very least taking the home page of the city website and making a statement acknowledging the resident’s concerns - would be the right thing to do. Instead, it is neighbors and families coming together to continue to make Bay Village what it is - it is not the city administration.

Supporters are saying the flooding is not the fault of anyone or anything that the city has or has not done. That does not change the fact that people need to hear from their mayor. Those whose basements flood when there is a small storm or have experienced problems for years, this is the straw that broke their back. Regardless of fault or blame, it is an emotional time and people feel they have been abandoned by the city.

While the mayor is busy with her own flooding and not personally answering the phones at city hall, she did advise that you call (440) 871-1221. The service department will add you to the list for the sewer crew to come out to your property. You can also contact your council representative to learn if there are other things you can do, or to voice your concerns.

Mayor Responds to Flooding

June 24 at 3:55pm:  Bay Village Mayor Sutherland Responds to Flood Concerns

Bay Village Mayor Debbie Sutherland has released the following statement in response to wide-spread flooding in the city.

http://www.thevillagernewspaper.com/2015/06/24/bay-village-mayor-sutherland-responds-to-flood-concerns/

(facebook comments)

… It took her 36 hrs......but yes, she finally responded.

…Seemed like a good response albeit a late one.

…Seems like a generic response to rain flooding not sanitary sewers. Interesting we called again yesterday and told a city official social media was frustrated with a few rumors...

More Microphone Stall

June 22, 2015:  The microphone/recording issue and the constant iteration that we need more than one bid: “For $20,000 we need more than one” Renee Mahoney can be heard saying at last Monday’s meeting and in previous meetings. Yet the city was not paying a full $20,000 – remember? $10,000 was to be a gift from the LWV and the bid came in around $18,000.

When a fiber optic system was investigated for the city in the fall of 2014, only one bid was submitted; until council insisted we get another. The original bid was approximately $48,000. The project was worked on by Ruth Popovich, Asst. Finance Director. I remember the meeting when this was discussed and Renee Mahoney, Finance Director did not want to obtain a second bid because Ruth had worked long and hard on this project to get the first bid together. When questioned, she stated that bids under $50,000 did not need to go out to more than one vendor. Suddenly, a second bid becomes the utmost important point of stalling the microphone project?

Additionally, the Mayor and Mrs. Mahoney are looking to add a better system to the Dwyer Center even though this is not in agreement with the League’s donation. At last Monday’s meeting the Mayor wasn’t too positive that this would be in place by September, since they are waiting for that second proposal. She also stated “It doesn’t sound like video would be a viable option for us” because a person is needed to run the equipment. Understandably she does not want to hire someone for that, but maybe she could ask for civic organization help, community volunteers or high school students or school groups before nixing videotaping of the meetings.

(facebook notes) Someone asked me if I was criticizing Renee for doing due diligence. My response:  Renee Mahoney has turned the finance department around for the better. She is honest and does her due diligence – which is why the extreme becomes distinct.

The recording issue has been over a year in the works. Meetings with the League and discussions with council and a vendor, Renee had been apprised of. Finally the announcement, May 4, 2015 – Councilman Vincent announces the League donation. The Mayor is not at this meeting but Renee says the mayor does not want microphones in the conference room. She does not mention due diligence. When council states they appropriate the funds Renee states “but I sign the purchase order and I answer to the mayor.” Renee still does not mention getting more than one estimate. Renee continues “the mayor’s thought is to have all the meetings in council chambers.” There is no mention of getting additional vendor quotes.

May 18 – I question the mayor regarding the delay. Renee is seated next to her. The mayor says her problem is the hard wiring of the conference room. I question more “To be clear then, if you have any other concerns you should let everyone know now”. The mayor does not mention a problem with only one quote. Renee does not mention a problem with only one quote. No one mentions a second vendor or a desire for due diligence.

May 19 – Cleveland.com article – the mayor never mentions a problem with only one quote. Her only concerns are hard wiring the conference room and a desire to add video.

In this particular case due diligence was an afterthought in an attempt to postpone the inevitable.