MEETING NOTES MAY 23, 2023
Willoughby City Council Meeting Summary
• May 23, 2023 •
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/
Committee Meetings:
ENVIRONMENTAL PLANNING COMMITTEE MEETING:
Committee: Ken Kary, Dan Anderson, Dan Garry
The purpose of the Environmental Planning Committee meeting is to review:
EAS #4-3-23
Construction of a warehouse located at 3911 Ben Hur Avenue (Demilta Iron &
Metal).
Mr. Hounshell stated 14 years ago, he constructed the building that was destroyed by a fire; the proposed project is to reconstruct the same building with sprinklers. Mr. Kary stated there are no major stormwater concerns because they are replacing a building. There are no concerns from police or Fire, no concerns with noise, water, and air pollution, no impact on the school system, and no hazardous waste concerns. Mr. Hounshell stated he would like the project completed by October 1, 2023. Mr. Kary thanked Mr. Hounshell for his cooperation at the Planning Commission meeting about the landscaping issues.
Mr. Kary stated that the Committee recommends passage of EAS #4-3-23 to Council.
EAS #6-4-23
Renovation of the former Van Gorder Manor to a bed and breakfast and public restaurant located at 37819 Euclid Avenue (Willoughby House Inn & Julia's).
Mr. Neundorfer stated they had restored the carriage house with 3, two bedroom suites and they are in the process of restoring the main house, which is 16,000 sq ft that will house a restaurant on the first floor and an inn with suites on the second and third floors. Regarding stormwater, Mr. Lannon stated the conceptual plan showed stormwater management features; he stated the water should be directed away from the north property line due to residential properties nearby. The existing utilities can handle the new demands as well as sanitary. No major concerns from Police and Fire, no concerns with noise, water and air pollution, no impact on the school system and no hazardous waste concerns. Mr. Neundorfer stated project completion is slated for the end of November. Mr. Anderson asked if they were planning on having outdoor dining. Mr. Neundorfer stated as of right now, they weren't planning on having outdoor dining but would come back for approval if they decide to do it.
Mr. Kary stated that the Committee recommends passage of EAS #6-4-23 to Council.
FINANCE AND AUDIT COMMITTEE MEETING:
Committee: John Tomaselli, Dan Garry, Ken Kary
The purpose of the Finance & Audit Committee meeting is to discuss Capital Budget.
CAPITAL
Mr. Tomaselli stated the purpose of tonight's meeting is to go over capital requests for 2023; those requests were distributed earlier this week by Finance Director Hoffman. The capital budget typically is around $1 million, and this year is no different. Ms. Hoffman stated that when she met with the Mayor, they decided to ask directors to remove items from their lists that were unattainable this year. If those items become available later this year, a discussion with Council could take place. Items on the capital list in blue have already been allocated for; council approved those items previously. Those items were prioritized due to having immediate availability.
SERVICE DEPARTMENT
Mr. Palmisano stated the previous expense for Brightly Software is slowly being implemented with departments starting to use it. The Sewer Department is actively using it to do their point of sale inspections.
Regarding the fuel island upgrade, Council had previously approved capital money for this item; however, all three of the vendors that bid on the work were uncertain of the condition of the buried tanks.Mr. Palmisano stated he didn't want to spend a lot of money and have the tanks fail in five years; the vendor has recommended an above-ground tank. With the previously allocated money and the removal of the underground tanks, he is requesting an additional $63,000 to complete the project. A canopy will not be installed, but a conduit will be run so it can be installed in the future. Mr. Carr asked how much money was previously allocated. Mr. Palmisano stated that $210,500 for the upgrade and
$30,000 for the canopy had been allocated. Mr. Tomaselli asked if there would be added safety concerns with an above-ground tank. Mr. Palmisano said the tank will be unsightly, and there will be pipes from the tank over to the pumps. The pumps will not be replaced; the vendor recommends keeping the existing pumps because the quality is better than what can be purchased currently. The tank will be fenced in with pylons all the way around it for protection. It will be a single tank; currently, there are 3 separate tanks underground. It will be a 60/40 split for diesel and unleaded fuel within one tank. Mr. Anderson asked if the City is saving money by having its own fuel pumps versus going somewhere else for fuel. Mr.Palmisano said the City does save money; going outside the City would be an issue with the availability of pumps for larger vehicles such as the ladder truck. Mr. Tomaselli asked if there was an advantage to having more tanks. Mr. Palmisano stated the only advantage would be the discount on the fuel itself. Mr.Anderson asked if it was feasible to have an off-road tank for equipment. Mr. Palmisano stated there is one vehicle capable of obtaining diesel used to fill generators.
Mr. Palmisano stated the Parks Department has requested a new mower. The department uses four mowers and one will be replaced with a diesel mower which will have a longer life and less maintenance.
Vehicle maintenance has requested an ironworker that is a multipurpose iron worker; it can shear, notch, punch, form, or bend metal. This will enable the mechanics to fabricate equipment that is currently outsourced. The unit is used but in excellent condition (Airgas) and is half of the cost of a new unit; a brand-new unit would cost $41,000. The concrete floor work is needed because buried hydraulic lifts have been removed, making the floor uneven and unsafe. Two vehicle lifts would also be replaced and would go over the new concrete work.
Regarding the cemetery, the mini excavator has already been purchased; it's smaller and easier to get around the cemetery. The building siding on the list is for the Sharpe cemetery and is needed because what's on the building now is in poor shape. This will dress the building up with two of the columbariums being placed near that building. The columbariums are $15,000 each and $2,500 for the foundation, $17,500 in total. There are 48 units in each columbarium. There will be two columbariums at Sharpe Cemetery and four at Plains Road. Plots at the Sharpe cemetery have been sold but remain vacant. Mr. Carr suggested reaching out to the owners of the plots to see if they would like to sell them back to the City to possibly place a columbarium there. Mr. Palmisano said he would talk with the Cemetery Sexton.
PARKS & RECREATION
Ms. Keller stated she would like to replace the lights at the Todd 2 field. Five or six years ago the lights were replaced with narrow parking lot lights; the company that installed them is out of business.The lights on the field now will be repurposed, possibly at the parking lot at Osborne Park. She is applying for a grant covering 50% of the costs. Mr. Anderson asked if the City could look into using crushed red bricks on the ball fields if the City could save money on the lights with the grant. Ms. Keller said she would look into it. Ms. Keller stated she would like to install six pickleball courts using three tennis courts at Osborne Park. The basketball court would remain. She would like to do two more pickleball courts near the school, but the company wouldn't do the work due to the condition of the court itself. She has given some thought to putting pickleball courts where the old Board of Education building was located, but the City doesn't own that property. Another location would be where the Police Department is currently located.
FIRE DEPARTMENT
Regarding a ladder truck, Chief Ungar stated a letter of intent was filed but a contract hasn't been signed; the Law Department has the contract and it may be before Council at the next meeting. There have been some discussions regarding the financing of the ladder truck which would free up capital money for other items. Chief Ungar stated the financing company would pay the truck off up front which would give the City a prepayment discount, lowering the cost of the truck. The ambulance replacement wasn't scheduled until 2024, but the current ambulance has been having some mechanical issues. He stated he looked at three different options. To purchase a brand new ambulance would cost between$320,000 to $363,000. The other option would be a demo unit but none are currently available. He is proposing to replace the chassis on one of the current units. The 2013 ambulance has over 90,000 miles on it but it has 11,771 engine hours on it which equates to 529,000 road miles. Historically, repurposing an ambulance with a new chassis had only had a savings of $20,000 to $40,000. At this point in time, the savings could be as high as $100,000. Even though the budgeted number is $350,000, the intent is not to use all of that. The box of the old ambulance would be removed and painted, warning lights upgraded if necessary, the interior would be redone including cabinets and hardware, new upholstery, new lighting along the ceiling, overhaul the heating and A/C unit and a new electrical system. The rebuild time for an ambulance would be three months and the department has a fifth ambulance that can be used during that time. The timeline also depends on the availability of the chosen chassis.
POLICE DEPARTMENT
Chief Schultz thanked Council for the approval of the 3 vehicles earlier this year. Regarding the bulletproof vests, he stated the department had been awarded the State of Ohio Body Armor Program grant which will reimburse 75%, which is a little over
$20,000. Regarding the taser replacement, $12,000 would allow the department to obtain between 5 and 7 tasers. The Motorola software upgrade is a link layer upgrade that must be done to all the handheld radios, in-car radios and the radios in the dispatch center. The cost is $202 per radio unit for 2023, it will go up if it's not done this year. He would like to get another five to six years out of the radios. The tasers that are purchased today are an upgrade to previous models; they are improved every couple of years. Replacing a few per year is more cost-effective than replacing all the tasers simultaneously.
AGENDA
REGULAR COUNCIL MEETING
May 23, 2023
APPROVAL OF MINUTES-
Regular Council Meeting of May 9, 2023
STANDING AND REGULAR COMMITTEE REPORTS
No major reports
CORRESPONDENCE
A letter dated May 22, 2023 was received from Mary Sanders, 4326 Tudor Drive, Willoughby, Ohio detailing her concerns regarding the EAS and proposed development at Kirtland Tudor Estates (Exhibit A attached). A letter dated May 21, 2023 was received from Katie Altadonna Morley, 39479 Tudor Drive, Willoughby, Ohio detailing her concerns regarding the EAS and proposed development at Kirtland Tudor Estates (Exhibit B attached).
PUBLIC PORTION
No one spoke
UNFINISHED BUSINESS
RESOLUTION NO. 2023-57 Tabled
A resolution approving EAS #3-2-23 for the construction of eight (8) townhomes on single-family fee simple envelope lots located on Kirtland Road (Kirtland Tudor Townhomes at Kirtland Tudor Estates).
Mr. Carr stated this legislation will remain tabled. The developer dropped off a revised drawing with changes resulting from a discussion with Chief Ungar and Captain Kocab at the Fire Department. Law Director Lucas stated he e-mailed the applicant informing him the legislation would remain tabled and asked for a written explanation of the changes made. Mr. Lucas indicated the applicant responded and will send an explanation to the City. The applicant would also be sending a response to a letter submitted by an attorney on behalf of Kirtland Tudor Estate's homeowners. Regarding the mounding, Mr. Carr asked if Council could tell an applicant that the mounding has to stay. Mr. Lucas stated Council has the right to ask for certain modifications to have passage of the EAS provided the subject criteria is within the purview of the EAS process. Council could potentially approve the EAS contingent that the mounding remain in place.
NEW BUSINESS
RESOLUTION NO. 2023-62 Motion carried 7 to 0
A resolution authorizing the Mayor to enter into an agreement with the City of Eastlake for implementing the payment procedure for the Willoughby-Eastlake WPCC Belt Filter Press Replacement Project.
Mr. Carr stated information regarding this resolution and the next three pieces of legislation were sent out by Jack Gorka, explaining that when there is an OPWC loan, two pieces of legislation need to be passed for each project. One piece of legislation is the amendment to the agreement to establish a payment method, and the other implements the payment procedure. These projects were approved through WPCC Capital. Mr.Gorka explained that both projects have been approved. If any OPWC loans are used, a payment procedure needs to be established for Eastlake to pay the City back.
ORDINANCE NO. 2023-63 Motion carried 7 to 0
An ordinance authorizing the Mayor to enter into a Sixteenth Amendment to the WPCC Joint Agreement with the City of Eastlake, as amended.
RESOLUTION NO. 2023-64 Motion carried 7 to 0
A resolution authorizing the Mayor to enter into an agreement with the City of Eastlake for implementing the payment procedure for the Willoughby-Eastlake WPCC Watermain Replacement Project.
ORDINANCE NO. 2023-65 Motion carried 7 to 0
An ordinance authorizing the Mayor to enter into a Seventeenth Amendment to the WPCC Joint Agreement with the City of Eastlake, as amended.
RESOLUTION NO. 2023-66 Motion carried 7 to 0
A resolution approving EAS #4-3-23 for construction of a warehouse located at 3911 Ben HurAvenue (Demilta Iron & Metal).
RESOLUTION NO. 2023-67 Motion carried 7 to 0
A resolution approving EAS #6-4-23 for the renovation of the former Van Gorder Manor to a bed and breakfast and public restaurant located at 37819 Euclid Avenue (Willoughby House Inn & Julia's).
RESOLUTION NO. 2023-68 Motion carried 7 to 0
A resolution authorizing an expenditure in the amount of $1,775.00 for the purchase of twenty (20) Holosun AEMS Optics (base price $7,300.00 minus firearm trade-in amount of $5,525.00) from tactical Assault Specialists; said Holosun AEMS Optics for use by the Willoughby Police Department.
Chief Schultz said simply that the red dot sites are on the department's pistols. Instead of training officers to shoot off two different platforms, iron sight on the rifle and red dot sites on the pistol, a more practical method would be to train on both weapons with red dot sites. The department will utilize over 30 forfeited weapons from the court's property room to trade in to cover most of the costs, and the remaining $1,700 will come out of the law enforcement LEAF fund.
RESOLUTION NO. 2023-69 FIRST READING
A resolution authorizing the first amendment to contract between Browning-Ferris Industries of Ohio, Inc. dba Republic Services of Cleveland and the City of Willoughby for residential, municipal curbside solid waste, recyclable, and yard waste collection and disposal in the City of Willoughby.
Mr. Carr stated this is a result of discussions that took place in executive sessions. Law Director Lucas stated there is a need to harmonize the threshold of 6,000 homes better as identified in the first amendment as with the original contract. He discussed the matter with Republic Waste, who was receptive to making the change and contacted their legal department. The language will be amended, and he suggested this legislation be put on a first reading, and once things are harmonized, the other readings will be waived, and legislation can be passed at the next meeting.
RESOLUTION NO. 2023-70 Motion carried 7 to 0
A resolution authorizing the Mayor to enter into a Memorandum of Understanding with the Willoughby Part-Time Firefighter Association is necessary to amend Article XVII of the agreement between the Willoughby Part-Time Firefighters and the City of Willoughby, effective April 1, 2022, through March 31, 2025.
Mr. Lucas stated there was an error on one of the line items in the contract, and this resolution corrected the error.
RESOLUTION NO. 2023-71 Motion carried 7 to 0
A resolution authorizing the Mayor to enter into a second Memorandum of Understanding with the International Association of Firefighters, Local 2291, AFL CIO is necessary to provide for the shift personnel staffing requirements of the Willoughby Fire Department.
Mr. Lucas stated this came about after Fire Chief Ungar looked at the contract and under the prior policy, Chief Ungar expressed concern it would leave the department shorthanded in shift personnel. Chief Ungar and the union worked to correct the matter resulting in the MOU. This MOU allows personnel to accommodate the agreement until the end of the year, and then the agreement goes back to the normal policy. Chief Ungar stated vacation time is scheduled a year in advance, but then 12 hours of additional time off was given for Juneteenth. This gives the flexibility to accommodate the extra time off that was given for Juneteenth and prevents the City from scheduling overtime to fill vacant spots.
RESOLUTION NO. 2023-72 Motion carried 7 to 0
A resolution authorizing the Director of Public Service to prepare plans and specifications and to advertise for bids for the Willoughby Fire Stations No. 1 and No. 2 Roof Replacement Projects.
Service Director Palmisano said he had been advised that there have been issues with the roofs at both fire stations. Quotes for over $50,000 for each roof have been obtained. This expense will come out of the building maintenance capital fund. Mr. Tomaselli asked if safety levy funds could be used to replenish this fund. Ms. Hoffman stated she wasn't sure when the City will be receiving safety levy money, so probably not.
RESOLUTION NO. 2023-73 Motion carried 7 to 0
A resolution authorizing the Mayor to enter into a contract with Cole Burton Contractors, LLC in the amount of $938,893 for implementation of the 2023 Pavement Repair Program.
Mr. Lannon said the company's name doing the work was changed last year but had the same principles. The City has a grant of $150,000 for this project. Mr. Anderson asked if two smaller roads could be added to the project. Mr. Lannon stated the City needs to set aside 20% for upcoming state projects later in the year.
NOTE:
For accuracy, this section has been copied from the council meeting minutes
MAYORS REPORT
Mayor Fiala thanked the Service, Police, Fire, and Parks & Rec Departments for doing a great job with the Rib Burn-Off. He stated that Lake County will begin a helping hands program to help seniors with small tasks around their homes i.e., snow shoveling and lawn mowing. He believes this program will help seniors in the City.
DIRECTOR’S REPORTS
Service Director Palmisano - Mr. Palmisano thanked Council for the passage of the resolutions tonight regarding the WPCC and the Fire Stations. Flowers started going up today, with banners to follow. Mr. Tomaselli asked what was going on behind the old shredder plant. Mr. Palmisano stated that the area is being used for storage for the Meadowlands Basin project.
City Engineer Lannon - Mr. Lannon reported that the leveling course had been completed on Kirtland Road, and guardrails are being installed today. The bid for the concrete slab work will be delayed because the contract cannot be awarded until after July. After all, the City is receiving Ohio Public Works Commission (OPWC) money. Bids will be received shortly for the pavement marking project. Mr. Carr asked about the traffic on River Street during the slope stabilization project. Mr. Lannon stated the road would most likely be closed. Lake County will be replacing the water main on River Street. Most likely, in 2024, the wall will be constructed, and the water main will be replaced. Mr. Anderson noticed a guardrail on Rt. 84 near the old parking lot for South High School is not connected to the ground. Mr. Lannon said an inspection was
done a few years ago prior to resurfacing the road but didn't see any issues, so this problem must have come up recently.
Fire Chief Ungar- Chief Ungar thanked Council for the passage of Resolution Nos. 2023-70 and 2023-71. Chief Ungar reported on a gas line that had been struck at Breckenridge this morning. Explosive limits were found on all six floors of the north building, and all six floors had to be evacuated.
Police Chief Schultz- Chief Schultz thanked Council for the passage of Resolution No. 2023- 68 and for consideration of his capital requests. He thanked the Willoughby Eagles #2300 organization for their support of the department with a recent donation to the canine program that will be used for the next canine once Rex retires. All canines that have been purchased for the department have been bought through donations from residents, organizations, and businesses.
Parks & Recreation Director Keller - Ms. Keller reminded everyone that the Memorial Day parade is Monday; please meet at 9 a.m. at the former Willoughby Brewing parking lot. The ceremony will take place at 11 a.m. at the Lakeshore cemetery. The Great Ohio Bicycle Adventure (GOBA) will be in the City on June 20th with 1.100cyclists camping at Todd Field. Food specials will be offered downtown as well as a host of activities for the cyclists. Mr. Garry complimented Ms. Keller on the condition of the baseball fields after a lot of rain.
Finance Director Hoffman - No report. Mr. Anderson stated a resident had asked about Open Checkbook. Ms. Hoffman stated she would look into it.
COUNCIL REPORTS
No major reports
ADJOURNMENT
COMMENTS BY COUNCILMAN KARY
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/
Just a quick note to all. I want to remind everyone that I anxiously await a “traffic study” for Lost Nation Road. City Engineer Tim Lannon has this in motion, and once complete, we will be looking at all options for a signal on Lost Nation between Adkins and LakeShore Blvd.
Some of you may see me walking and knocking on doors asking for signatures to get my name on the ballot for the November Elections. My term will be up in December, and I intend to put in another term to serve you, the residents of Willoughby and Ward 2. Thank YOU to those who have already signed the petition; greatly appreciated.