Meeting Notes March 17, 2020
Willoughby City Council Meeting Summary
• March 17, 2020 •
Ken Kary • Councilman Ward 2
NOTE
These notes “are not” the official minutes for Willoughby City Council.
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
I need to share that I was not in attendance at the March 17th Council Meeting. By choice, I did not attend due to the fact that I was just getting over a very serious cold. I also did not want to subject my colleagues and the public in attendance to my illness. This Council Meeting summary will be based on my pre-meeting notes, as well as the minutes I receive from our Council secretary. I hope this mailing finds all of you doing your best during this trying time with COVID 19.
Stay HEALTHY!!! Stay HOME!!!
COMMITTEE MEETINGS
Environmental Planning Committee Meeting
Dan Anderson, Dan Garry, Chairman Kary-absent
EAS #4-3-20
The proposed project is for a new 56 home subdivision (Abbott's Mill) located at 5363 SOM Center Road including rezoning from R-100 to R-50. Submitted by: Greg Sommers, Sommers Real Estate Group, LLC.
Remember, this is an EAS approval to go to Planning Commission. It “is not” an approval of the Development Plan.
The EAS looks at:
• Traffic Impact
• Storm-water concerns
• Firefighting demands
• Police demands
• Noise, Water, and Air pollution
• Demands on the Schools
• Hazardous Waste
• Time-line of the project
Mr. Anderson said one of the questions Mr. Kary had was how many homes would there be using R-100 or R-80 zoning. Mr. Sommers said they didn’t even look at that. He worked with a land planner asking him to give the largest lots possible. The site is not a perfect rectangle and widens out after the first several hundred feet. He said infrastructure is difficult with a 60 foot right of way. The site is only 15 acres and they are leaving a tree buffer as well.
Regarding zoning, Mr. Keller said the Building Department did review the current plan, and it does meet the requirements for an R-50 district.
Councilman Carr said the City has a number of letters expressing concern about the density of the subdivision. He suggested to Mr. Sommers (the developer) making the subdivision R-60 because he anticipates getting through Planning Commission with R-50 will be difficult. It was noted that Aspenwood is zoned R-80 and Willow Creek is zoned R-60.
*The Environmental Planning Committee approved EAS #4-3-20.
EAS #5-3-20
The proposed project is for a 1,600 sq. ft. golf training facility to be constructed on the grounds of the Kirtland Country Club, 39438 Kirtland Road. The proposed building will serve as a golf training facility with 2 large golf instruction bays with equipment closets, an entry waiting area and a unisex bathroom.
Submitted by: John Swidrak, AODK Architects.
Mr. Swidrak said the project is a 1,600 sq. ft. indoor golf training facility with two bays for private instruction. It will be used for off-season training using high-tech equipment. The facility will only be used by members of the club and is not open to the public. There are no concerns from any of the directors on the project. Mr. Swidrak said the style of the building will match the clubhouse (Tudor style) and will have two garage doors that can open. Mr. Tomaselli asked if it will be closer to Kirtland Rd. Mr. Swidrak said it will be close to Kirtland Road but the pump house and maintenance buildings are closer.
*The Environmental Planning Committee approved EAS #5-3-20 with no concerns or recommendations.
Finance & Audit Committee Meeting
John Tomaselli (Chairman) Dan Garry, Ken Kary-absent
The purpose of the Finance & Audit Committee meeting is to discuss:
2020 Budget
2020 OPERATING BUDGET
Chairman Tomaselli said the bulk of the budget discussion took place on March 3rd with today’s meeting geared toward answering any follow-up questions. Finance Director Bosley said she was asked what a beginning service worker in the AFSME union makes. Councilman Carr said at the last committee meeting, he felt the estimated income tax was very conservative, but due to recent world events (COVID-19), those estimates may be really aggressive. The City will need to keep a close eye on those collections. Ms. Bosley said the City receives an advance on income tax the first day of every month and a reconciliation mid-month. The City received February’s income tax in March; the City is at 25% of the budgeted number which is lower than last year but not by a lot. She said as investments come due in the next few months, the City may leave as cash rather than reinvesting.
Ms. McNeill thanked Ms. Bosley for her help. Ms. McNeill requested a five-year projection on the budget. Ms. McNeill said the City currently pays an employee with no experience in the Service Department $21.50 ($44,740 a year) which is more than what a teacher salary starts at. She said a comparable position makes $13 to $15 an hour in the private sector. She said the City can’t continue to pay someone that high of a pay rate plus benefits and continue to be sustainable. Ms. McNeill suggested bringing the financial information to the union negotiations and suggested the use of a negotiator at those meetings. Mr. Carr asked Ms. McNeill to forward that information to Mr. Anderson for discussion at a Personnel Committee meeting.
AGENDA
REGULAR COUNCIL MEETING
March 17, 2020
ORGANIZATION BUSINESS - Shade Tree Commission -Appt. of Chasity Strawder
APPROVAL OF MINUTES- Regular Council Meeting of March 3, 2020
STANDING AND REGULAR COMMITTEE REPORTS
CORRESPONDENCE
Regarding the EAS on a proposed development next to Aspenwood, Mr. Carr said he expected a large crowd which didn’t seem appropriate given the current circumstances with the outbreak of COVID-19. He sent out an e-mail to the nearby residents indicating the meeting would still take place and asked them to submit any comments they had in writing.
Mr. Carr read the comments word for word (except noted otherwise) in regards to EAS #4-3-20 that is for a 56 home subdivision on SOM Center Rd.
I am not printing those letters for the sake of space on this document. There were, from my records eight (8) letters read.
For the record, the residents were expressing their disapproval of EAS 4-3-20, as well as the attempt to re-zone the property to R-50.
PUBLIC PORTION
Mark Gerber, 4176 Clark Avenue – Mr. Gerber complimented the City administration and Council on their professionalism. Regarding the EAS for the golf training facility at the Kirtland Country Club, Mr. Gerber said he spoke with an attorney that does work for the City sometimes and said it’s not unusual for negotiations to take place. He said he was thinking about possible leverage with regards to the skeet shooting. Mayor Fiala said residents of Kirtland are suing the Kirtland Country Club and the City of Willoughby. Law Director Lucas said the City is maintaining a united front because the Kirtland residents are challenging the conditional use permit that regulates part of the skeet shooting. Mr. Gerber apologized to the Mayor for accusing him of manipulating the budget in order to get a safety levy on the ballot. Regarding the budget discussed earlier this evening, Mr. Gerber said 2020 will be a difficult year and suggested selling the golf course or lakefront property.
Terry Foreman, 2405 Bunker Lane – Mr. Foreman asked if there was an update on the website. Mayor Fiala said COVID-19 has stalled the website. Ms. Boyd has been working non-stop on the City’s response to the pandemic.
NEW BUSINESS
ORDINANCE NO. 2020-28 Motion carried 5 to 0
An ordinance amending Chapter 913 of the Codified Ordinances of the City of Willoughby, Ohio, titled, "Sanitary Sewerage Systems Charges"; specifically, Section 913.10, titled, "Surcharge for Extra-StrengthWastes".
This Ord. amends the current Ord. to reflect the new charges for the treatment of extra strength wastes. The changes represent the actual costs for the treatment of these wastes as determined by Jack Gorka and his staff through the pretreatment program.
RESOLUTION NO. 2020-29 Motion carried 5 to 0
A resolution to make appropriations for the current expenses and other expenditures of the City of Willoughby, Ohio during the period ending December 31, 2020.
RESOLUTION NO. 2020-30 Motion carried 5 to 0
A resolution approving Change Order No. 1-Final in the 2018 Concrete Pavement Repair Program - contract with Karvo Companies, Inc.
This change order increases the contract amount by $77,200.28 and extends the contract by 82 days to December 12, 2018. There are final quantity adjustments within this change order but the addition of Hodgson Road to the program was the single most significant reason for the change order cost and the entire reason for the time extension.
RESOLUTION NO. 2020-31 Motion carried 5 to 0
A resolution approving EAS #1-1-20 for the grading and filling of property located at 30817 Euclid Avenue.
Concerns expressed and addressed:
Proper sediment control and storm-water retention required
There was an abandoned septic system that was crushed and filled in.
All concerns for this EAS approval were addressed.
Mr. Sayles said filling has begun at this location.
ORDINANCE NO. 2020-32 Motion carried 5 to 0
An ordinance providing for the Manning Levels and Compensation of Elected and Appointed Officials and Salaried and Non-Union Employees of the City of Willoughby, Ohio; repealing any and all other ordinances or parts thereof which may be inconsistent herewith or which may be redundant hereto.
Finance Director Bosley said this ordinance represents the annual manning table. The two positions that were discussed in the budgeting process have been added to this manning table; however, there are positions that are not being filled. There was a reduction in the manning table for Accounting Clerks from 6 to 5; there are only four currently. It leaves the possibility for a future staff accountant or another accounting clerk but no more than 5. The new IT Tech will be placed under IT. Shana Boyd, the Communications Coordinator, has been placed in Community Development. Interns have been added under seasonal. Language was added to the manning table to enable a retiring Assistant Police Chief and Police Chief to retain their weapon with payment.
RESOLUTION NO. 2020-33 Motion carried 5 to 0
A resolution amending the meeting schedule of the Council of the City of Willoughby, Ohio, for the month of April, 2020, and declaring an emergency.
Mr. Carr said there will be one meeting next month. The City will have to monitor the situation. There may be the possibility of having a meeting via teleconference in the future. Law Director Lucas said the statute for a public meeting specifically states “in-person”. He feels there will be an emergency measure by the Ohio Governor or the Ohio General Assembly that will lessen that in-person restriction in the near future.
NOTE:
For accuracy, this section has been copied from the council meeting minutes
MAYORS REPORT
Mayor Fiala reported that beginning tomorrow morning, City Hall will be closed to the public. Permit applications can be dropped off in drop boxes outside and Ms. Banker is working with her staff to receive phone and online applications for pool passes, etc. He said one thing the pandemic has done is force the City to look at a lot of the policies and procedures across the board. He also noted that the Zoning Board of Appeals and the Planning Commission will only meet once a month. Several meetings are coming up with items on the agendas and those will take place, but after next week, Design Review, Sign Review Board, Ingress/Egress meetings will stop and Zoning Board of Appeals and Planning Commission will go on one-month schedules.
DIRECTOR’S REPORTS
Law Director Lucas – Mr. Lucas wished everyone a Happy St. Patrick’s Day. Mr. Anderson asked what his opinion is on using “reply all” with regards to e-mails. He said he attended a conference hosted by the Ohio Municipal League and was told to not hit reply all on e-mails due to the Sunshine Law. Mr. Lucas said it was a fact-sensitive question noting you should pause before hitting reply all. He suggested using a “pause and click” approach.
Building Inspector Keller – Reported the Building Department is doing inspections in most cases, but the inspectors are not going into single-family homes that are occupied. Additions can be inspected if the inspector can get to it without going through the main dwelling. Plan submittals will be done electronically going forward. A mass e-mail will be going out to all contractors tomorrow so they are informed.
Parks & Recreation Director Banker – Ms. Banker was absent, however, Councilman Carr said Ms. Banker sent an e-mail out with a status report on the golf course and the senior center operations.
Finance Director Bosley – Ms. Bosley said her department doesn’t have the ability to work remotely. She said she talked to her staff, and if anyone feels uncomfortable, she will try to adjust schedules.
COUNCIL REPORTS
No significant reports
ADJOURNMENT
COMMENTS BY COUNCILMAN KARY
With all the challenges we have all been facing of the past several weeks I would like to share a few of the sources I have used to keep abreast of all that is taking place. No, I am not going to recommend you watch a favorite TV Channel that goes on and on with reporting on the pandemic. I would rather provide for you a few resources that have “real” factual information.
Ohio Department of Health @ https://coronavirus.ohio.gov/wps/portal/gov/covid-19/
Center for Disease Control @ https://www.cdc.gov
Lake County Health District @ https://www.lcghd.org/2019-novel-coronovirus-ncov/
In closing, I would like to share a couple of my favorite quotes that relate to this health crisis.
"Nothing in life is to be feared, it is only to be understood.
Now is the time to understand more, so that we may fear less."
“Be forgiving of yourself if you’re having an “adjustment reaction” or if your friends and loved ones are. The spread of the coronavirus will be genuinely disruptive, difficult, and for some people dangerous. Taking real steps to mitigate the effects it will have on you or your family isn’t a silly thing to do — it’s a responsible one.”
NOTE
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