Meeting Notes December 4th, 2018
Willoughby City Council Meeting Summary Notes
December 4th, 2018
Tonight’s Council Meeting started with the recognition of Scout, Ryan Bailey. It was a pleasant experience, to see this young man who is working on his Eagle Scout certification come in front of council and receive a plaque from the Mayor for his accomplishments.
December 18th will be our final Council Meeting for the year.
SPECIAL MEETING/EXECUTIVE SESSION*
• None
LEGISLATIVE CAUCUS
• The general purpose of the Legislative Caucus meeting is to review and discuss the legislation on the Regular Council.
REGULAR COUNCIL MEETING DECEMBER 4, 2018
· ROLL CALL
· PRAYER AND PLEDGE
· APPROVAL OF MINUTES
· SPECIAL RECOGNITION Boy Scout Ryan Bailey
Special recognition was paid to scout Ryan Bailey for his work to complete his Eagle Scout requirements. Ryan took on the task of working to create a New Ga Ga Ball Court at the Daniels Park facility. Ga Ga Ball is a variant of dodgeball that is played in a ga-ga "pit". The game combines dodging, striking, running, and jumping, with the objective of being the last person standing. Players hit the ball at each other with their hands, and are eliminated if the ball strikes them on or below the knee. The game can be played by a group of individual players or with teams, as well as in one-on-one matches. Rules, ball types, pit surfaces, and pit sizes can vary widely at different venues. The court is complete and congratulations to Ryan in his initiative to do this for the city.
STANDARD AND REGULAR COMMITTEE REPORTS
• None
CORRESPONDENCE
· None
PUBLIC HEARING
· None
UNFINISHED BUSINESS
• None
NEW BUSINESS
RESOLUTION NO. 2018-143
A resolution amending the meeting schedule of the Council of the City of Willoughby, Ohio, for the month of January 2019.
During the month of January 2019, the meeting schedule of the Council of the City of Willoughby, Ohio, is amended to re-schedule the Regular Council Meeting set for Tuesday, January 1, 2019, to Tuesday, January 8, 2019 and to eliminate the Regular Council Meeting set for Tuesday, January 15, 2019. Commencing with the Regular Council meeting of February 5, 2019, Council shall revert to the schedule of meetings permanently established.
RESOLUTION NO. 2018-144
A resolution approving Change Order No. 1-Final in the Two Town Ditch Improvement Project (Contract B - Channel Modifications) with JTO, Inc.
ChangeOrderNo.1-Final,decreasingthecontract amountintheTwoTown DitchImprovementProject(ContractB-ChannelModifications)withJTO,Inc. This shows a reduction in costs by $3500.00. The change order is a net deduct of $3,500.00. The additional work totaling $11,500 covers additional trees to more fully replace the full-grown trees removed that were providing screening for adjacent private property ($1,500), connection of 2 storm pipes into 1 outfall discharging into the creek ($350) and for extending the channel widening and cleanup to the box culvert coming from Mentor. This work is on a Mentor resident’s property in a City of Mentor easement but located within the City of Willoughby boundary ($9,650). The City of Mentor will reimburse this cost to Willoughby. The as-bid contingency item of $15,000 was also reduced by $3,500 such that the remaining contingency amount of $11,500 covers the costs of the additional work referenced above.
RESOLUTION NO. 2018-145
A resolution approving Change Order No. 1-Final in the Equalization Basin Control Structure Rehabilitation Project with Nerone & Sons, Inc...
ChangeOrderNo.1-Final,increasingthecontractamountandextendingthe completion date in the Equalization Basin Control Structure Rehabilitation Project Contract. This is an increase of $12,185.00. This amount is compensation for having the contractor provide additional pumping capacity beyond that originally anticipated to be needed. The work performed within the two control chambers required pumping of the sewage entering each chamber to allow for the rehabilitation work. During dry weather, this could easily be done. Because the forecasts were not cooperating during the typically driest part of the year, the contractor had to upgrade the sizes of the pumping systems for the possibility that a heavy rain event could occur during the rehabilitation work. The impact of even a moderate rain event during the rehab work would be flooded basements.
RESOLUTION NO. 2018-146
A resolution authorizing the Director of Public Service to request informal proposals for the purchase of electricity for the City of Willoughby's Street Lighting.
The Director of Public Service is hereby authorized to request informal proposals for the purchase of electricity for the bypassable generation and transmissions related component of the City of Willoughby's street lighting; the expenditure will be made from the Street LightingFund. The city is in an effort to secure better pricing for the cost of street lighting. They are also exploring the possibility of LED lighting in the city. If that happens there will be “pilot” streets to try out the LED lights. These areas “will not” be in residential areas.
RESOLUTION NO. 2018-147
A resolution authorizing the City to join Ohio Government Benefit Cooperative, effective January 1, 2019.
OhioGovernmentBenefitCooperativesponsorsajointself-insurancehealthcare program for political subdivisions and groups of political subdivisions, for the purposes of maximizingbenefitsand/orreducingcostsofmedical,prescriptiondrug,vision,dental,lifeand/or other group insurance coverages for the political subdivisions' and groups of political subdivisions' employees and their eligible dependents and designated beneficiaries.
The Council of the City of Willoughby considers that it is in the best interest of the City to join Ohio Government Benefit Cooperative.
RESOLUTION NO. 2018-148
A resolution to accept the proposal for medical insurance coverage for the eligible employees of the City of Willoughby and the Willoughby Municipal Court to be provided by OGBC Consortium and administered by MedicalMutualforHealthCareandPrescriptionCoverage,effectiveJanuary 1,2019, throughNovember30,2019.
The City shall be admitted as a Consortium Member, effective January 1, 2019 (the "Effective Date"). Upon execution of this Agreement, the City shall pay to the Consortium a membership fee in the amount of five hundred dollars ($500). If the City withdraws from the Consortium, in accordance with the Consortium Agreement, within two (2) years after the Effective Date, the membership fee shall be refunded to the City, without interest. The City also agrees to send to the Fiscal Agent all premium payments and other amounts in accordance with the Consortium Agreement.
REPORTS FROM THE DIRECTORS, MAYOR, AND COUNCIL MEMBERS
• MAYOR
o Mayor Fiala shared his comments on the award for EXCELLENCE the Finance Department received.
o He also thanked the entire cities workforce for their work on the Holiday Lighting festivities.
• LEE BOCK, SERVICE DIRECTOR
o Leaves are still being addressed. The final pass is now in progress throughout the city.
o Waste Management will do it final pick-up of yard waste up to December 14th.
• JIM SAYLES, CITY ENGINEER
o Legislation will be coming in front of Council soon on a few items.
Laketran is asking to install a large Bus Stop near 306. This is Lakeland Community College property that Laketran will lease. The stop will have restrooms. They are asking to tie into the city sewer lines to avoid the need for a Pumping Station. The city in return will receive payment for the use of those lines by Laketran.
The Plains Road Pumping Station in Willoughby had an issue with pipes bursting and sewage was discharged. There was an immediate need to reroute the line to another location. With that done, there now needs to be serious repairs made to re-capture the use of the broken line so the flow can be returned back to its original function.
• JUDEAN BANKER, RECREATION DIRECTOR
o Thank you was shared again to the Service Dept., Traffic Dept., and the Parks Department for their help with the Willoughby Tree Lighting festivities.
o Next year will be the 50thAnniversary of this event
• DIANE BOSLEY, FINANCE DIRECTOR
o It was shared with Council that RITA (Regional Income Tax Authority) was preparing to mail out 7000 letters to individuals in Willoughby that have not filed taxes, or filed taxes correctly. Diane shared that this large number may be inflated for a variety of reasons. Some of those could include just new data filed that would justify a non-filing.
• COUNCIL MEMBER COMMENTS
QUESTIONS & COMMENTS BY COUNCILMAN KARY
· Questioned Mr. Sayles, City Engineer on the status of the Two Town Ditch Pond, located on Tamarac just south of Lake Shore Blvd. The question was in regards to the completion of the Two Town Ditch Project (Storm-water Management). Should we be prepared to contact the two owners of this pond to do maintenance on the Pond area to provide the "best" flow of water during times when the pond is taking on water? In the past, the two homeowner associations kept the pond area free from debris and excessive growth of vegetation. Currently, the pond area is overgrown with plant growth. The two owners of the pond and its maintenance are:
o Clusters of Cross Creek Village
o Lakeview Estates
o Mr. Sayles agreed with my suggestion that the best solution to what takes place with the pond and any maintenance may be left up to the advice of the Chagrin River Watershed. They will be asked to share their advice on the topic. I have used them in the past on the Two Town Ditch project. They certainly have the expertise.
The views I express in these Council Meeting Summaries are my own and do not reflect any official view or position of the City of Willoughby. The “official” Council Minutes are posted on the City of Willoughby Website http://willoughbyohio.com/government/city-council/.