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Bratenahl committee backs ThenDesign Architects contract, approves base $50,000 scope and three add-ons
Summary
The Committee recommended Resolution 1453, accepting ThenDesign Architects’ $50,000 base services and approving three separate add-ons: a $10,000 valuation of existing buildings, a $5,000 extension for timeline/ballot work, and $500 per additional meeting. Council also discussed payment phasing and outreach plans.
The Village of Bratenahl’s Committee of the Whole recommended that full Council consider a contract with ThenDesign Architects (TDA) for facility planning and community engagement after approving a package of base services and three optional add-ons on March 23.
President Pro Tem David Dews opened discussion of Resolution 1453 and the contract’s two-part structure—base services and additional services. TDA representatives Bob Fiala (who introduced himself as "the founding member of the TDA") and Brad Gellert ("project manager for the project architect for TDA") described a community-engagement plan that includes two town-hall style sessions, design workshops, presentations of existing conditions and follow-up meetings to analyze feedback.
Council questioned the number and format of public meetings. Ms. Huffman asked how town halls would be organized and how TDA would publicize them; Mr. Fiala said the firm uses multiple channels including social media, email to constituents, any village newsletter and the municipal website, and fosters interactive meetings where attendees mark comments on Post-It notes. Mayor Keith Benjamin and several council members said they want a more extensive outreach schedule—at least four community meetings and a potential fifth site tour—plus printed educational materials for residents who cannot attend in person.
Council formally moved to accept TDA’s base scope and forward the contract to full Council. Councilwoman Joyce Burke-Jones moved to accept the base services; Councilman Jim Puffenberger seconded. The Committee voted in favor (Burke-Jones, Dews, Huffman, Kozinski, Puffenberger — all Aye).
Council then approved three add-ons as separate motions: - A $10,000 add-on for valuation and updated cost estimates for renovating existing Village buildings, including demolition- and asbestos-related considerations. Council emphasized that up-to-date renovation costs are necessary to compare alternatives. - A $5,000 add-on to extend the project timeline and cover additional work tied to ballot/timing considerations and communications (materials for a ballot committee and outreach between January and May if the Village pursues a May ballot). - An option to authorize additional meetings beyond the base scope at $500 per meeting when TDA’s attendance is requested.
Village counsel David Matty and Mr. Gellert discussed payment timing. To accommodate the Village’s short-term cash flow, TDA agreed to be billed and paid over consecutive months so the firm would be paid in full by year-end; one example discussed was spreading $50,000 over 10 months ($5,000 per month) or, if all add-ons are approved, $66,000 over 10 months ($6,600 per month). TDA said reimbursable expenses (printed boards/graphics) would likely be modest but they would provide an estimate.
The Committee’s recommendation now goes to full Village Council for a final vote and for any contract execution steps. Council asked staff to set financing-floor discussions in the Finance Committee, encouraged work on grant and tax-increment financing options, and noted an earlier federal/state request that had sought roughly $15 million for capital funding.
