Meeting Notes April 6, 2021
Willoughby City Council Meeting Summary
• April 6, 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/
ENVIRONMENTAL PLANNING COMMITTEE MEETING:
Committee: Ken Kary, Dan Anderson, Dan Garry
Committee is to review: EAS #2-2-21
The proposed project is for the former Burwolf Bldg., now deemed The Charlton Abbott Bldg., 37903 Euclid Ave. to remodel the interior of the building for virtual office space. The bldg. will also have a cafe and patio spaces that will serve only the office occupants.
The Planning Commission approved EAS 2-2-21 with the following recommendations to be reviewed by the Environmental Planning Committee
Applicant Provide storm-water retention Site Plan to City Engineer
There will be a full site Storm-water plan submitted
The original EAS needs to be updated Attachment A. to show a basement
(the original EAS submittal lacked to show the building has a basement.
AGENDA
REGULAR COUNCIL MEETING
April 6, 2021
APPROVAL OF MINUTES-
Regular Council Meeting of March 16, 2021
STANDING AND REGULAR COMMITTEE REPORTS
No major reports
CORRESPONDENCE
No correspondence
PUBLIC PORTION
No one spoke
NEW BUSINESS
RESOLUTION NO. 2021-23 Motion carried 7 to 0
A resolution by the City of Willoughby, County of Lake, State of Ohio, declaring it necessary to renew a Nine-Tenths (0.9) of One Mill Tax Levy and requesting the Lake County Auditor to certify the total current tax valuation of the City and the dollar amount of revenue that would be generated by the renewal.
Councilman Carr said this is the first step in getting two renewal levies on the ballot. Finance Director Bosley said this resolution is for a general fund operating levy that produces approximately $136,000.It's a renewal of a 1976 issue.
RESOLUTION NO. 2021-24 Motion carried 7 to 0
A resolution by the City of Willoughby, County of Lake, State of Ohio, declaring it necessary to renew a Two- (2-) Mill Tax Levy and requesting the Lake County Auditor to certify the total current tax valuation of the City and the dollar amount of revenue that would be generated by the renewal.
Ms. Bosley said this levy originated in 2006 and it produces about $1.12 million
Resolutions 2021-23 and 24 are for five-year renewals of the .9Mil operating levy and the 2mi Road and bridge levy.
This is the first step of getting these on the ballot for November.
RESOLUTION NO. 2021-25 Motion carried 7 to 0
A resolution approving EAS #2-2-21 for remodeling of the existing building located at 37903 Euclid Avenue (The Charlton Abbott Building).
This EAS was addressed prior to the Council Meeting with the Environmental Planning Committee. See above.
ORDINANCE NO. 2021-26 Motion carried 7 to 0
An ordinance accepting the final plat for Brookwood Crossing Phase 1.
Planning Commission approved an amendment to the Final Plat for Brookwood Crossing, 5164 SOM Center Road.
There were two amendments made for the Final Plat
Was a name change from THE BROOK to BROOKWOOD CROSSING There IS A SPLIT OF THE PLAT INTO 2 PHASES. The first phase is to create 4 units so that a Model Unit can be created ASAP. (Ryan Homes). The second phase will be the remainder of the 46 total units.
There was also an error in the city engineer’s name and that was corrected.
NOTE:
For accuracy, this section has been copied from the council meeting minutes
MAYORS REPORT
Mayor Fiala reported the code revisions have been submitted and will be reviewed at the next Planning Commission meeting. Councilman Carr asked when City Hall would be reopening. The Mayor said some internal accommodations are being made and City Hall should reopen by the end of April. After Council elects to go back in person, Boards and Commissions will follow. Some public service functions such as blood drives through the Red Cross will be permitted at City Hall, but no other groups will be permitted. Testing of the new equipment in Council chambers needs to take place prior to meeting in chambers. Mr. Carr asked about the Memorial Day parade. Mayor Fiala said Ms. Banker hasn't received the guidance from the Lake County Health District yet; he believes the Memorial Day parade will take place but will be much smaller. The planning of events is moving forward. There was a discussion regarding the off-shore racing that will take place this summer with a turn at Osborne Park. Economic Development Director Thielman is reaching out to the organizers of the race to discuss the possibility of another boat parade downtown.
DIRECTOR’S REPORTS
Law Director Lucas –
No report. Mr. Anderson asked how the tabling of the Browning School on the agenda for PlanningCommission is being handled. Mr. Lucas said if the applicant continues to request to remain on the table, he has asked they convey that in writing to the Secretary, Vicki Grinstead, one week prior to the meeting. This will ensure sufficient time for the residents to participate.
Service Director Palmisano –
Reported the paving project for Rt. 84 is scheduled to start tomorrow. They are starting at the Mentor line and heading west. Mr. Anderson asked if the City would be plowing the street where new houses are being built in Ridgewood Greens or if it was a private street. Mr.
Palmisano said he is not aware if the City would be plowing the street. Mr. Anderson asked if the City would be doing leaf pick up for those houses. Mr. Palmisano said he should check with Darryl Keller on that. There was discussion that Mentor would likely plow the street as part of a reciprocity agreement. Councilman Woodin asked if dead trees near the walkway (near the old basketball court) at Osborne Park would be removed soon. Mr. Palmisanosaid he wasn't aware of the dead trees but would look into it.
City Engineer Lannon –
Mr. Lannon reported he's made some incremental progress on some storm sewer projects. He said the last of the necessary easements for the storm sewer outfalls came in today, so that project can move into the bidding phase. Last week, the first of the railroad permits came in for the Meadowlands basin storm sewer outfall.
Fire Chief Ungar –
No report. Councilman Kary thanked the department for the work they did on the homes that caught fire on Congressional Lane. Mr. Anderson thanked the department for helping out a resident on Easter with a fire alarm.
Police Chief Schultz –
Chief Schultz said the Flock Safety program is going well; it is currently being hard-wired. Operation Safe Stay is going well; there have been over 370 incidents just in 2021 with the majority of them taking place at Skylight Inn and Motel 6. With the warmer weather beginning, foot and bike patrols will begin starting downtown eventually branching out to some neighborhoods. Chief Schultz thanked Council for getting the word out about SCRAM; he has had more people sign up.
Building Inspector Keller –
With the start of warmer weather, residential property maintenance inspections will be starting; commercial inspections have begun. Councilwoman McNeill asked about the status of fining builders if progress stops on their projects. Mr. Keller said there was some discussion about requiring a bond but that application didn't seem to function for that situation. Ms. McNeill stressed the importance of putting a protocol in place. Law Director Lucas said the matter will be readdressed.
COUNCIL REPORTS
Mr. Kary –
Mr. Kary said he is very excited about the two concerts that are planned for Osborne Park this summer along with the boat race that will occur on Lake Erie near Osborne Park.
ADJOURNMENT
NOTE:
Here, for those interested, are the meeting minutes from the March 10, 2021, Water Pollution Control Center Meeting. Here is a brief historical synopsis of what the Center does for the area.
In 1955 the cities of Willoughby and Eastlake entered into an agreement for the construction and operation of a common facility to provide primary treatment and anaerobic sludge digestion for the wastewater of the two communities. This plant was put into operation on August 4, 1961, with a design capacity of 3.9 million gallons per day (MGD).
By 1967, the discharge limitations of the Environmental Protection Agency required that the plant be upgraded. In 1968 additional facilities were designed to provide secondary biological treatment, phosphorus removal, and sludge dewatering and incineration. The plant modifications, finished in 1974, provided a capacity to treat an average flow of 7.8 MGD with a peak of 19.4 MGD.
The plant underwent major modification and expansion in 1985 with improved treatment to meet a new discharge permit. Plant capacity was expanded to treat an average flow of 9.5 MGD with a peak flow of 20 MGD. These latest plant modifications, completed in 1987, included the addition of primary and final settling tanks, aeration tanks, chlorine contact tanks, plant water systems, chemical feed systems, and conversion of the anaerobic digesters to sludge mixing and holding tanks.
The WE-WPCC services the cities of Willoughby and Eastlake, the Village of Timberlake, Lakeline, and a portion of Willoughby Hills, Mentor, Willowick, and Kirtland. Collection system facilities include 25 sewage lift stations and five (5) sewage flow equalization basins located throughout the service area.
MINUTES
Willoughby/Eastlake WPCC
joint committee Meeting
6:09 p.m. March 10, 2021
Pursuant to Codified Ordinance Chapter 107 and ORC Section 121.22, a notice of the following meeting was given on March 5, 2021.
PRESENT:
Willoughby: Committee Chairperson Anderson, Committee Member Garry, WPCC Superintendent Gorka, WPCC Industrial Associate Passwaiter, City Engineer Lannon, Service Director Palmisano, Clerk Novak,
Eastlake: Committee Member Gulley and Clerk Moran
Others Attendees: Jim Sayles, CT Consultants
The WPCC Joint meeting was held at Eastlake City Hall. Willoughby Chairperson Anderson chaired the meeting.
ANNUAL REPORT
Supt. Gorka reviewed the Annual Report, reviewing the following items as numbered in the Executive Summary:
1. The WE-WPCC continued to operate within the limits of its National Pollutant Discharge Elimination System (NPDES) permit parameters in 2020. The average discharge concentration of suspended solids was 6 mg/I for the entire year for the third year in a row. The lowest since 1983.
2. The 2020 average daily flow was 6.509 million gallons per day (MGD).
3. The COVID pandemic created precautionary temporary staff reductions and eventually long employee absences due to COVID virus exposure and illness but the plants operation was not affected.
4. As a result of the OEPA Compliance Inspection on September 10, 2019, that indicated in order to maintain the WE-WPCC Stormwater No Exposure Certification requirements the sludge trailer loading area would have to be undercover, the WE- WPCC constructed a building around the area.
5. The new NPDES permit contains requirements for additional toxicity sampling. The WE-WPCC has experimented with a biological solution to the toxicity issue by inducing partial nitrification in the aeration basins, which has reduced ammonia for a significant part of the year. Further experimentation with generating nitrifying bacteria in colder conditions as well as process piping changes included in the CapacityEnhancement Project, which should reduce internal plant ammonia production, will occur in 2021.
6. The WE-WPCC received a new NPDES permit effective October 1st. Contained within the permit is the following negotiated continuance of the schedule of Compliance for Wet Weather By-Pass and SanitarySewer Overflow (SSO) Control.
• No later than December 31, 2020, the WE-WPCC shall initiate construction of the recommendations of the WPCC Capacity Analysis Report. The Capacity Enhancement Project (CEP) began May 11th.
• No later than December 31, 2021, the WE-WPCC shall complete construction associated with the CEP. It is anticipated that substantial construction will be complete in July of 2021.
• No later than June 30, 2021, the WE-WPCC shall submit an approvable Permit to Install (PTI) for the Waverly Road Relief Sewer Phase Two. At year-end, the Eastlake
engineer is working on the PTI.
• No later than December 31, 2022, the WE-WPCC shall complete construction of the Waverly Road ReliefSewer Phase Two.
• No later than December 31, 2023, the WE-WPCC shall submit an approvable PTI for the East Islandequalization basin.
• No later than December 31, 2024, the WE-WPCC shall complete construction of the East Islandequalization basin.
• No later than December 31, 2023, the WE-WPCC shall submit a Post Construction Monitoring Plan.
• On June 30th of each year, the WE-WPCC shall submit annual progress reports on the implementation of all of the wet weather control projects.
7. Satellite Sewer Discharge Control Program (SSDCP) for the Satellite Communities of Willoughby, Eastlake, Timberlake and Lakeline include the following important elements:
• Documentation and implementation of a sewer maintenance program.
• Documentation that the satellite sewer system is operated under the supervision of a Class II StateCertified Operators License for collection systems.
• Satellite communities must report Water In Basement (WIB) occurrences to the WE-WPCC annually.
• Satellite communities must report all system overflows to the WE-WPCC upon occurrence.
8. The OEPA did not conduct a pretreatment compliance inspection in 2020. Invoices for permit fees, inspections, sampling and equipment, lab tests, and extra strength wastes total $179,217 for Willoughby and Eastlake in 2020. Of 1285 industrial samples collected for analysis, only eight (8) resulted in violations of the Sewer Use Ordinance.
9. Routine and preventive maintenance activities occupied the majority of the maintenance department's time in 2020. Noteworthy was the almost daily interaction with Great Lakes Construction from temporary process changes to needed repairs exposed due to construction.
10. The number of employees at year-end was 17 full-time. Since the end of 2010, the WE-WPCC has reduced staff by a total of five full-time employees. Since 1989, the last year of peak staffing, staff has been reduced by thirteen (13). The WE-WPCC is adequately staffed.
11. During 2020 plant safety at the WE-WPCC remained a staff priority. Two (2) injuries were reported in 2020.
12. The rehabilitation at two of the underground tanks, Lakeshore West and Dalton, is on hold with preliminary design complete. The replacement of the Siphon underground equalization tank cleaning system project will be abandoned and the cleaning and removal of existing mixing equipment and piping will be addressed, as recommended by the Lakeshore East Equalization Basin Study, during the construction of the OEPA required Lakeshore East Equalization Basin project, or be undertaken by the WE-WPCC in 2021.
13. The problem of high levels of hydrogen sulfide (H2S) in the Plains Road force main has been significantly reduced with the routing of the flow continues to the WE WPCC headworks.
14. The budget request for 2021 totals $3,831,192. The budget is 0.6% lower than last years' adopted budget of $3,854,470. The 2020 expenditures of $3,570,323 were 4.0% lower than 2019.
15. Noteworthy in the budget request is the size of the debt service and the impact it has on the WE-WPCC budget going forward. 2021 debt service is $437,008. Year-end debt principal totaled $6,376,388.61.
16. The flow meters were in use for the 2020 operation and maintenance flow split. A review of the metered wastewater flows for 2020 shows a split of 59.02% Willoughby and 40.98% Eastlake. It is recommended that the engineer-assisted calibrations and review of the meter performance continue in 2021.
17. There were three (3) ongoing replacement projects in various stages of progress in 2020. The Capacity Enhancement Project started May 11th. Construction bid amount $5,480,790. Total project budget $6,739,137. The WPCC Water Main Replacement Project is currently awaiting approval from the County. Total project budget $386,820.The Siphon Underground Equalization Tank Cleaning System Project was put on hold and has been determined as not necessary by the Lakeshore East Equalization BasinStudy.
• The Capacity Enhancement Project (CEP) is the result of the Capacity Analysis Report. This project began on May 11th. Current budget is $6,739,137.
• WE-WPCC Water Main Replacement Project is still waiting for the Lake County Department of utility approval. Budget estimate $386,820.
• The new NPDES permit effective October 1st requires the elimination of the overflow located by EastIsland by constructing an equalization basin. The Lakeshore East Equalization Basin Study was undertaken to determine, among other objectives, what should be done with the Siphon. The report’s outcome was to only demo and clean the Siphon tank and have it available for the above system design rainstorm sewage storage. Based on the report, the Siphon underground equalization tank cleaning system project will not be performed.
18. The only requests for new capital funding in 2021 would be costs associated with the land acquisition recommended in the Lakeshore East Equalization Basin Study. At year-end estimated to be $160,000 plus fees.
19.
Although the 1986 expansion grant requirement, requiring that the Cities commit to performing certain sewer rehabilitation projects to maintain plant design flow levels throughout the useful life of the funded improvements expired, the grants received from the current projects will continue this commitment.
CAPACITY ENHANCEMENT PROJECT
Jim Sayles from CT Consultants said this project has been quite difficult. He said every day there seems to be a new issue, however, the employees at the plant have been helpful and the contractor has been doing a good job. Recently, the contractor was digging one of the last holes for the project for some underground piping and encountered some issues. The contractor completion is November but it is ahead of schedule with anticipated completion in mid-June. Mr. Sayles said there will be a change order before Council for an additional $130,000. He said the work on the clarifiers has already resulted in significant improvement in the plant discharge quality of flow which was one of the goals of the project. Originally a separate equalization tank was to be built in front of the plant; however, improvements are being made inside the plant to increase the capacity by using existing tanks.
Mr. Gorka said recently the US EPA commented on the plant's permit and wanted the plant to ratchet down on phosphorus because the plant discharges into Lake Erie. The Ohio EPA responded by stating they would not ratchet down on the plant because the problem lies with the western basin farmers. He said this is the first time he saw the Ohio EPA stand up to the US EPA. Mr. Sayles said the agricultural run-off is the source of the phosphorus that runs into Lake Erie causing the algal blooms.
Regarding the licensing, Mr. Anderson asked if there is someone else at the plant with a license besides John Hall after Jack Gorka retires. Jack Gorka said there were several employees at the plant who are Class Ill Wastewater Operators. Mr. Gorka said someone who is a Class Ill Wastewater Operator can watch the plant if John Hall is out. Ms. Passwaiter said that if both Class IV Wastewater Operators are out of the office for two days, a backup operator of record with a Class Ill Wastewater License is added to the certified operator minimum staffing reporting for the Electronic Discharge Monitoring Report (EDMR).
The WPCC Joint Committee meeting adjourned at 7:02 p.m.
COMMENTS BY COUNCILMAN KARY
For your information, the summer schedule for City Council will start in June. We will be meeting only once in June, July, and August.
JUNE 8
JULY 13
AUGUST 10
All meetings start at 7:00 pm (that time is usually prefaced by committee meetings starting around 6:15-6:30 pm
Plans are in place to return back to City Hall, in person by May. I will keep you posted!!!
Until then you can attend the meetings using ZOOM, from the comfort of your home!
Again go to the city website to get the
DATES
TIMES
AGENDAS
ZOON ADDRESS
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