Meeting Notes March 16, 2021
Willoughby City Council Meeting Summary
• March 16, 2021 •
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
https://willoughbyohio.com/city-council/
The March 16th, 2021 City Council Meeting was prefaced by the Environmental Planning Committee reviewing the EAS for the revitalization of an older building owned by the Kennedy Group on Lost Nation Road near the Airport. They will be expanding the facility in hope of creating a new Industrial Rental Space. Parks and Recreation also met and we are planning to open Osborne Park Pool for recreational swimming Memorial Day Weekend. The Euclid Avenue Pool will not open to the public immediately due to staffing shortages. The Euclid Avenue Pool will be used as a training site for lifeguards, swim lessons, and swim teams.
ENVIRONMENTAL PLANNING COMMITTEE MEETING:
Committee: Ken Kary, Dan Anderson, Dan Garry
The purpose of the Environmental Planning Committee Meeting is to discuss:
· E.A.S. #3-2-21
The proposed project is for the Kennedy Group for a 21,110 sq ft addition to an existing building located at 1561 Lost Nation Road. To provide for more shop and warehouse space. The addition will also include a loading dock area.
Planning Commission recommended this EAS go to Council for review noting the following conditions be addressed.
“STORMWATER” CONCERNS.
o There is a need for a new control manhole for water testing.
o There is also a need for a full Storm-water management plan for the site. This will cover:
Critical Storm calculations
Detention
Water Quality Requirements
· The developer will address the landscaping of the retention pond that will be located in front of the original building.
The Environmental Planning Committee will recommend to Council, approval of EAS 3-2-21 with attention to the conditions listed.
PARKS & RECREATION COMMITTEE MEETING:
Committee: Chris Woodin, Katie McNeill, John Tomaselli
The purpose of the Parks & Recreation Committee Meeting is to discuss: The City Pools
The pools will open this summer based on the information listed above in my opening statements.
Judean Banker shared that this year they would like to fill and chemical both pools by the beginning of May. The Euclid Avenue pool would be used as the training pool for the month of June. She said they are very short on lifeguards with only 20 applications currently. A total of 80 lifeguards are needed to operate both pools safely. The Euclid Avenue pool would be used for senior swim, swim team, lifeguard classes, and water safety instructor classes during the month of June. The Osborne Park pool would open on Memorial Day and remain open for the entire summer. The attendance at Osborne would be evaluated at the end of June to see if there is enough staff to operate two pools and open Euclid Avenue at that time if there is a need. She said if attendance is only at 3,000 at the end of June, she doesn't feel the need to open a second pool. However, Euclid Avenue would remain open in the morning for swim lessons and the swim team. There would be staff from 7 a.m. to 7 p.m.; the first part of the morning would be at Euclid Avenue pool with an open swim at Osborne Park pool in the afternoon. Ms. Banker said they do plan on having camps. She hopes the guidelines change on Friday for the number of campers per counselor. With schools having 25 kids in a classroom, she hopes the number increases from 10 to 25. She said other obstacles include an inside rain location, however, if the numbers are low and there is no lightning, pavilions can be used at the park the camp is at that day. Field trips are an issue because places aren't taking large groups.
Baseball and soccer leagues will begin in April with the swim team on June 1st.
AGENDA
REGULAR COUNCIL MEETING
March 16, 2021
APPROVAL OF MINUTES-
Regular Council Meeting of March 2, 2021
STANDING AND REGULAR COMMITTEE REPORTS
Economic Development Committee, Ms. McNeill - Ms. McNeill reported there will be a committee meeting soon with some updates.
WPCC Committee. Mr. Anderson - Reported one item on the agenda this evening. He said the annual joint committee meeting was held last Wednesday. Mr. Anderson said the discharge concentration of suspended solids was the lowest it's been since 1983. The plant is currently treating 6.509 million gallons per day. Last year the flow split was 59.02% for Willoughby and 40.98% for Eastlake. Mr. Carr asked if the volume is down from previous years. Mr. Anderson said he didn't have those numbers available. Mr. Lannon said Willoughby has had more development over the years than Eastlake but has managed to maintain the 60/40 split so it just shows that the sewer rehabilitation that Willoughby has pursued has kept up with the development. Mr. Carr said his question was regarding the gallons treated per day. Mr. Lannon said he doesn't' have those numbers in front of him.
CORRESPONDENCE
Clerk Novak read a request from the Ohio Division of Liquor Control for a Trex from Joseph Schilero, dba Joe's Place, FrontOnly, 29000 Euclid Avenue, Wickliffe, Ohio, 44092 to Chagrin River Diner, LLC, 4099 Erie Street, Willoughby, Ohio, 44094. There were no objections.
PUBLIC PORTION
No one spoke
NEW BUSINESS
RESOLUTION NO. 2021-16 Motion carried 7 to 0
A resolution approving Change Order No. 2-Final in the ADA Ramp Replacement Project with RMH Concrete & Foundations, Inc..
Change Order No. 2-Final, decreasing the contract amount in the ADA Ramp Replacement Project with RMH Concrete & Foundations, Inc.
This closes out the contract by adjusting the line item quantities to reflect actual amounts installed, reducing the contract by $25,048.95.
City Engineer Lannon said this project was rushed through prior to paving S.R. 283 and 84 which are now on the schedule. This is the final change order to close out the contract.
RESOLUTION NO. 2021-17 Motion carried 7 to 0
A resolution approving Change Order No. 1 in the 2020 Concrete Pavement Slab Replacement Project with A & J Cement Contractors, Inc..
That Change Order No. 1, increasing the contract amount and extending the completion date in the 2020 Concrete PavementSlab Replacement Project with A & J Cement Contractors Inc..
This change order adds $17,950 to the contract to maximize the use of Ohio Public Works Commission [OPWC] 50/50 Grant funds for work to be completed this Spring. Mr. Lannon said this adds $17,950 to the contract to use up the grant money.
RESOLUTION NO. 2021-18 Motion carried 7 to 0
A resolution approving Change Order No. 3 in the WPCC Capacity Enhancement project with the Great Lakes Construction Co..
That Change Order No. 3, increasing the contract amount in the WPCC Capacity Enhancement Project with The Great Lakes Construction Co..
This change order is for multiple items totaling $128,125.62 as itemized in the document and further described below:
1. Removal of Aeration Basin Nos. 5 and 6 Aeration Drop Pipes – The City asked the Contractor to assist with the removal of the drop pipes referenced. Originally the City was to have performed this task but the contractor is better equipped to handle the task. $3,304
2. Flume Plates - During the installation of the new Flume Plates for primary clarifiers 1 and 2, it was discovered that there is an embedded steel plate in the concrete wall in primary clarifier no.2 that had to be core drilled to allow for the installation of the anchors for the new flume plate. This only applies to clarifier 2. $4,019
3. Primary Clarifier Mechanism Counterweights - Replacement of the scum arms on the Primary Clarifiers 1 and 2 has changed the balance of the mechanisms. The counterweights will have to be replaced in both clarifiers. This was not covered in the plans. $3,184
4. Restrained Pipe at Splitter Chamber Slide Gates – Pipe restraints have to be added to the four(4) lines entering the splitter chamber to support the slide gates attached to the lines inside the chamber. The gates would likely not function properly without the restrained pipe. $2,468
5. Debris Encountered at the Flow Diversion Structure – During excavation for the referenced structure buried trees were encountered. They had to be removed. $3,225
6. Primary Clarifier No 3 Flow Chamber Conflict – The geometry of the effluent 18inch effluent pipe under the referenced flow chamber has to be modified to avoid conflict with the reinforced concrete walls of the flow chamber. This is accomplished with the addition of two(2) fittings and additional pipe. $7,904
7. Bypass Channel Debris and Concrete Fillets– Upon dewatering of the existing bypass channel, it was discovered that grit had accumulated such that it has to be removed to allow the new slide gates to be installed. Additionally, there were unknown concrete fillets in the bottom of the channel that has to be partially removed to allow for the slide gate installations. $16,993
8. Aeration Drain Pump Piping – During the installation of the drain pump and associated piping, it was discovered that the existing aeration influent line and the existing drain lines were not parallel. Additional fittings were needed to make a proper connection. $1,802
9. Encased 18inch Clarifier Influent Lines – Upon excavation to make the connections to the PC #3 and PC #4 18inch influent lines it was discovered that the existing lines were not where the plans showed and were fully encased in concrete. The encasement has to be removed and the fittings modified to make the required connections. $35,517
10. Replace Primary Clarifier Mechanism Cage– During disassembly of the mechanism in PC #1, it was discovered that the cage supporting the rake arms had deteriorated at several old welds. Our structural engineer reviewed the conditions and recommended the replacement of the cage structure. The existing rake arms are to be reused. 9,115
11. Belden Cable provided – The plans required the use of twisted-pair wiring for the signal wiring on the project within the SCADA network. The City desires to switch to Belden cable to match most of their existing network wiring. $1,648
12. Additional Cable Length for Flow Meter – Additional flow meter cable length for the 30inch overflow flow meter is desired by the City to eliminate splices and/or junctions that could affect the signal. 1,405
13. Primary Clarifier No. 3 Feedwell – During sandblasting of the referenced feed well general “thinning” and multiple holes through the steel feed well were discovered. The painter stopped work and the Contractor was directed to obtain a price to replace the feed well for this clarifier. The quoted price has been reviewed by CT and we are recommending authorizing the contractor to proceed with this replacement. This problem was only observed on this clarifier, the other 3 clarifier feed wells were in good shape and the sandblasting and painting were completed per plan. $37,535
The addition to this contract is encompassed in the EPA loan and all costs are shared 50/50 with Eastlake. The project is 82% complete.
Mr. Lannon said this takes care of a long list of items. The last big change order was for the dewatering which led to the discovery of a lot of other problems. These changes fit within the 10% contingency. Completion will be mid-year.
ORDINANCE NO. 2021-19 Motion carried 7 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.
This ordinance deals with everything from Work Period, Court Attendance, Holidays, Vacations, Sick Leave, Hospitalization, Insurance, Retirement, and so forth.
Finance Director Bosley said this is the annual ordinance that adjusts pay ranges. The positions outlined previously at the golf course are now put in place in this ordinance along with a part-time fire administrator. A transportation coordinator position was removed because it hadn't been used in many years. Part-time seasonal wages were also adjusted.
RESOLUTION NO. 2021-20 Motion carried 7 to 0
A resolution authorizing the Mayor to enter into a Settlement Agreement and Release of all Claims and Demands with National Fire Insurance Company of Hartford, National Fire Insurance Company of Hartford, successor by merger to Transcontinental Insurance Company, and Valley Forge Insurance Company, (collectively referred to as "CNA"), and Selective Insurance Company of the Southeast (referred to as "Selective") relative to all pending litigation between The City of Willoughby, Ohio, and CNA and Selective.
RESOLUTION NO. 2021-21 Motion carried 7 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, 2021.
Finance Director Bosley said the capital has a $5 million dollar line, the majority of that is in storm management projects but $1 million is out of the regular capital fund but no specific plan for that money. Capital dollars will be before Council prior to spending.
RESOLUTION NO. 2021-22 Motion carried 7 to 0
A resolution approving EAS #3-2-21 for the construction of an addition to the existing building located at 1561 Lost NationRoad (The Kennedy Group).
This Resolution was discussed in the opening statements from the Environmental Planning Committee Meeting prior to the Council Meeting.
This EAS was discussed earlier this evening.
NOTE:
For accuracy, this section has been copied from the council meeting minutes
MAYORS REPORT
Mayor Fiala reported the City has been released to start the Transportation for Livable Communities Initiative (TLCI) grant planning. The grant was received from the Northeast Ohio Areawide Coordinating Agency (NOACA) in partnership with Laketran, Willowick, and Eastlake to study the Vine Street corridor. He said there was a hold-up because the modeling associated with the traffic counts was deemed inaccurate due to COVID. NOACA has developed an algorithm to model the traffic correctly. He said the next step will be to start stakeholder meetings which will be small groups of residents from each of the communities to participate in planning; from there it will go to larger community meetings. No schedule is available yet.
DIRECTOR’S REPORTS
Service Director Palmisano - Reported that both state route paving projects have been scheduled with pre-construction meetings taking place with the Ohio Department of Transportation (ODOT). Route 84 is scheduled to start on April 5th and Lakeshore Blvd. is scheduled to start July 2. He said milling on Rt. 84 will be done in two stages with half the road first. He anticipates a lot of traffic problems. Mr. Carr asked if the paving had been moved up. Mr. Palmisano said he thought Lakeshore Blvd. paving would be first but ODOT presented this schedule. He said Lakeshore Blvd. is scheduled to take approximately two months and Rt. 84 is anticipated at three months. Mr. Tomaselli asked what direction they would be going on Rt. 84. Mr. Palmisano said paving is scheduled to start on the west end and head east; he will confirm this with ODOT. The contractor has 14 days in between planning and asphalt work. Regarding the paving on Lakeshore Blvd., Mr. Woodin asked if work included cutting berms down or adding berms where needed. He said there are places where the berms are so high the water has no place to go. Mr. Palmisano said the project doesn't include any berm work; he said a lot of the drain work was done with the ADA work last year. Mr. Woodin said he was concerned about an area across from Osborne Park and also on sidewalks. Mr. Palmisano said the sewer department would be looking into those issues.
City Engineer Lannon - Mr. Lannon said he found the data on the previous flow for WPCC in the annual report. He said the 20-year trend is down; from 2003 to 2008 the flow was around 8 million gallons per day. 2011 was a banner year due to 57 inches of rain with an average of almost 9 million gallons a day. For the past 10 years, it has hovered around 6 million gallons per day.
Fire Chief Ungar - No report. Mr. Anderson asked if the City will continue to host vaccine clinics at the senior center. Chief Ungar said the City was going to host a clinic every third Wednesday with a corresponding Friday four weeks later but there has been a change in the scheduling. It will most likely change to one large clinic at Mentor High School making it a central location increasing the doses from 3,000 to 5,000 or 6,000. The Lake County Fire Chiefs and officials from Lake County will be meeting this Friday to discuss the clinic. Mr. Carr suggested residents go to the state of Ohio website to obtain an authorization code that can be used on the Armor Vax website.
Police Chief Schultz - Chief Schultz reported that an arson suspect was apprehended recently with information received from the Flock Safety camera and an operator of a stolen vehicle was also arrested this past weekend. He said the sign-ups for the SCRAM program are a little slow, but they will continue to post about the program on social media. Mr. Garry asked if Operation Safe Stay is continuing. Chief Schultz said it was ongoing; they continue to make a lot of arrests. He said they are making progress with a nuisance ordinance.
Building Inspector Keller - No report. Mr. Anderson thanked Mr. Keller for his participation in the Ward 5meeting.
Parks & Recreation Director Banker - Reported the playground has been installed at Gilson Park. Mr. Carr asked if there has been any discussion on summer concerts. Ms. Banker said June 30th is the first concert at Osborne-Sunset followed by a Thursday night at the beginning of July. She is waiting to hear about the guidelines for the Memorial Day parade. The car cruise-in will likely take place with modifications as well as the arts fest. Mr. Kary asked if one or more pools open this summer, will only Willoughby residents be able to attend. Ms. Banker said she believes they will have open attendance.
Finance Director Bosley - Ms. Bosley thanked Council for the passage of the budget.
COUNCIL REPORTS
Mr. Anderson - Mr. Anderson thanked the Mayor, Darryl Keller, and Alisa Novak for participating in the Ward 5meeting.
Ms. McNeill - Ms. McNeill thanked everyone for putting so much time into answering questions about the Browning Center development.
ADJOURNMENT
COMMENTS BY COUNCILMAN KARY
“Be the CHANGE that you wish to see in the world”
Mahatma Gandhi
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
https://willoughbyohio.com/city-council/