COUNCIL MEETING SUMMARY NOVEBER 5, 2024
Willoughby City Council Meeting Summary
• November 5, 2024 •
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
EAS #11-8-24
Renovation and construction of an addition to the existing building located at 37733 Euclid Avenue (Willoughby Police Station).
Mr. Kary stated that the Planning Commission approved this EAS and is recommending its passage by City Council. Mr. Kary stated there were no traffic impact concerns. The new station will have a signal and is located in a less congested area than the current station. There are no storm water concerns; the site will not have any retention basins but rather all water will be drained in an underground system. There were no concerns from the Fire and Police Departments. There were no noise, water or air pollution concerns. There was a concern regarding the noise from the firing range with houses and apartments located nearby. He stated the Planning Commission issued a one year CUP for the firing range and it will be reviewed after one year. There is no impact on the school system. All hazardous materials will be properly disposed of including anything from the firing range. The project will hopefully begin in the fall of 2024 and be completed in 16 months. Ms. Wolf stated that 16 months is a conservative estimate because the market has been very unreliable. The contractors will submit a schedule with their bids. Interior work can begin as soon as they receive the notice to proceed. Mr. Carr asked if there will be an extra drive off of Euclid Avenue. Ms. Wolf stated this drive (ingress/egress) will be only used by police. Mr. Kary asked if there was any progress on the location of the firing range from the Design Review Board. Ms. Wolf stated there was a question about the impound lot; it is better for the police to keep it closer to the street but you won’t be able to see any of the vehicles in the lot because there will be landscaping screening. Mr. Tomaselli questioned whether or not the impound lot needs to be located at the Police Station. Chief Schultz stated it did because it’s also a place for evidence storage that needs to remain onsite.
There were no other comments or concerns.
Mr. Kary stated the committee is recommending to Council the passage of EAS #11-8-24.
The Environmental Planning Committee adjourned at 6:26 p.m.
SAFETY COMMITTEE MEETING:
Committee: John Tomaselli, Ken Kary, Dan Anderson
**The purpose of the Safety Committee meeting is to discuss the new Police Station.
NEW POLICE STATION
Mr. Tomaselli stated that Robyn Wolf from Bowen will be reviewing the budget and the bidding schedule forthe new Police Station tonight. Ms. Wolf stated it’s been a pleasure to work with the City on this project. Shestated they will be before the Design Review Board tomorrow night with an update. Using a slide from the presentation, Ms. Wolf showed a picture of the new Police Station with lighting that will give it a “civic”presence along with the new memorial with flags out front. She stated that they have been to the Zoning Boards of Appeals and all appeals have been approved. The CUP has been approved for the firing range with thecaveat that it will be reassessed after one year. She noted that Bowen has done several firing ranges in thegreater Cleveland area near highly populated areas. She suggested reaching out to the Strongsville Police,who have a similar range near residential areas or Rocky River’s firing range that sits in the middle of theircivic campus. If Council approves legislation for the project to go out to bid tonight, they will have documentsout by November 20th. She stated they are hoping to start construction at the beginning of January depending on how long it takes for Council to pass legislation. Using a slide from the presentation, Ms. Wolf stated thebase bid is about $12 million but that does not include the fit out for the firing range which is listed as an addalternate of $1 million. The fit out is the internal guts including the ceiling and wall baffles, etc. which are thethings that allow the police to use it for live fire safely. The base bid includes “warm dark shell” which is enough to get the building up and make sure the sprinkler lines don’t burst and all the utilities. If the firing range is accepted, the total cost would be $13.1 million, which is over the original estimate from two years ago, whichis due to inflation. Bowen is still working to reduce those costs with different alternates. In addition to the hardcosts, the soft costs include AE fees, permit fees, owner contingencies for any unknowns and buildingpurchase. Total project cost is $18.7 million currently. In 2023, the bond issuance was $16.5 million. Thedifference with just the base bid is $1.1 million and if the alternate is accepted the difference is $2.2 million. Mr. Tomaselli asked about the soft costs contingencies. Ms. Wolf stated the soft costs are divided up into about 10 – 15 line items; the total $5.6 million isn’t a total contingency. She stated the contingency is there ifneeded; they are working with an existing building and they have done their due diligence to make sure theyunderstand the conditions that are there and design to them. Sometimes a wall is taken down and there is asanitary line that is not expected; this is the type of thing the contingency is there for. She stated the building isholding and in good condition. She stated Tom Thielman has the contingency break down if Council wantedto look at it. Part of the contingency was the land purchase for about $2.7 million. Mr. Tomaselli asked if there isa chance that the lowest bidder is 10% to 15% under the estimate. Ms. Wolf stated their goal is to have theirestimate hit middle of the pack when they receive bids. She would be surprised if the low bidder is 10% to15% under because that’s just not how the market has been trending. Pricing has plateaued but it is muchhigher than just two years ago. There will be a four week bidding period and there are contractors who arewaiting for it to go out to bid. During the bid process contractors can submit for information and they may getaddenda’s out based on those questions; this could push the bid period out. Mr. Carr asked how the overage of$1.2 million would be addressed. Ms. Hoffman stated police capital would be used for a few years and as well asmoney from the safety tax levy. Mr. Tomaselli stated the committee is recommending the passage of Resolution No. 2024-119.
The Safety Committee meeting adjourned at 6:44 p.m.
AGENDA
REGULAR COUNCIL MEETING
November 5, 2024
SUNSHINE LAW TRAINING DESIGNEE -Alisa Novak
Sunshine Law Training Designee
Motion made and seconded to appoint Alisa Novak as the Sunshine Law Training Designee.
Roll Call 7 yes
0 no Motion carried 7 to 0
APPROVAL OF MINUTES-
Regular Council Meeting of October 15, 2024
STANDING AND REGULAR COMMITTEE REPORTS
Service Committee, Dan Anderson – Reported he met recently with Rich Palmisano, Tim Lannon, John Crislip and Tim McLaughlin to look at projects that have been completed and projects that need to be done. He would like to discuss storm sewer projects at an upcoming meeting. Mr. Lannon stated he’ll have a better understanding what’s left in the fund after the Nason Basin to Vine Street storm sewer project bids, which is estimated between $5 and $6 million with a $5 million grant.
CORRESPONDENCE
No correspondence
PUBLIC PORTION
No one spoke
NEW BUSINESS
RESOLUTION NO. 2024-109 Motion carried 7 to 0
A resolution approving EAS #11-8-24 for the renovation and construction of an addition to the existing building located at 37733 Euclid Avenue (Willoughby Police Station).
This EAS was discussed earlier this evening at the Environmental Planning Committee meeting.
RESOLUTION NO. 2024-110 Motion carried 7 to 0
A resolution authorizing the Mayor to enter into a Memorandum of Agreement with the Auditor of the State of Ohio and Zupka & Associates for the audit of the City of Willoughby for·Fiscal Years January 1, 2024 through December 31, 2028, and declaring an emergency.
Finance Director Hoffman stated the City had the option to renew or go out to bid; she discussed it with theMayor and decided to go out to bid. After the auditor sent the scores to her she decided to award the contract to Zupka and Associates.
RESOLUTION NO. 2024-111 Motion carried 7 to 0
A resolution authorizing the Mayor to enter into a Memorandum of Agreement with the Auditor of the State of Ohio and Zupka & Associates for the audit of the City of Willoughby Landfill for Fiscal Years January 1, 2024 through December 31, 2028, and declaring an emergency.
RESOLUTION NO. 2024-112 Motion carried 7 to 0
A resolution authorizing the Mayor to enter into a contract with The Standard Insurance Company to provide Dental Insurance coverage for the employees of the City of Willoughby and theWilloughby Municipal Court, effective December 1, 2024, and declaring an emergency.
Mr. Carr stated that according to Ms. Hoffman’s e-mail, this is a 2.2% increase versus a 10% increase in dental coverage.
RESOLUTION NO. 2024-113 Motion carried 7 to 0
A resolution authorizing the Mayor to accept a grant through the Ohio Department of Natural Resources (ODNR), to provide financial assistance for the design and construction of the "MagicMile Trail" Project, and declaring an emergency.
Economic Development Director Thielman stated this resolution allows for the acceptance of the first ODNR grant that was received four plus years ago. There is a project improvement plan in place with ODNR and they have accepted it. This plan will be part of the bidding for the design build project for the Chagrin River Floodplain Restoration and Trail Connection Project. This grant was for $300,000; the City receives
$294,000 because ODNR holds back a portion which they pay themselves.
RESOLUTION NO. 2024-114 Motion carried 7 to 0
A resolution authorizing the Mayor to accept a grant through the Ohio Department of NaturalResources (ODNR), to provide financial assistance for the design and construction of the"Chagrin River Trail" Project, and declaring an emergency.
Mr. Thielman stated this is the second grant for the trail project from ODNR. This grant is also for $300,000; the City will receive $294,000.
RESOLUTION NO. 2024-115 Motion carried 7 to 0
A resolution authorizing the Mayor to request proposals from qualified design build restorationteams (contractors) to complete the final design and construction for the Chagrin River Floodplain Restoration and Trail Connection Project, and declaring an emergency.
Mr. Thielman stated this resolution will allow the City to go out to bid for design-build teams. The project isestimated to cost about $4.5 million with the possibility of receiving another $1.2 million from the NationalOceanic and Atmospheric Administration (NOAA). NOAA provided the $1.7 million to purchase the property across the river at the AOA lowlands. The state came to the City and asked if we were interested in submitting for another NOAA grant. The City worked with ODNR to submit an application and NOAA has come back to the City asking for a full application. He stated the City is designing to the dollar amount it has. This also includes the work SmithGroup did to develop the consent decree documents which includes thecreation of wetland areas in order to satisfy the consent decree. Mr. Thielman stated the big costs are the bridges; the City recently started working with the Ohio Department of Transportation (ODOT) because they are replacing the Rt. 84 bridge and the City is hoping they can do a companion piece to that work. The City is working with CT Consultants to design some concepts and location where the bridge could go.
RESOLUTION NO. 2024-116 Motion carried 7 to 0
A resolution authorizing the Mayor to enter into an agreement with SmithGroup, Inc. in theamount of $69,000 to provide development of construction drawings and bidding for the Osborne Park Construction Phase 1, and declaring an emergency.
Parks & Recreation Director Keller stated this resolution allows SmithGroup to create the bidding documents and help with the bidding process.
RESOLUTION NO. 2024-117 Motion carried 7 to 0
A resolution authorizing the Mayor to distribute Requests for Qualifications and Proposals forconstruction services necessary to the Osborne Park Erosion Control and RedevelopmentProject Phase 1, and declaring an emergency.
Mr. Thielman stated the City is going out to bid for $2.4 million worth of work for Phase 1 for slopestabilization starting at the west end and working east. The City has money from a state of Ohio grant. The City also has ARPA funds that the Mayor earmarked for the project and the City needs to encumber them prior to the end of the year. The City has met with the Lake Development Authority and they are encouragingthe City to submit an application for $500,000 for this project. This could pay for the extraction of the erosion control put in in the 1990s.
RESOLUTION NO. 2024-118 Motion carried 7 to 0
A resolution authorizing an expenditure in an amount not to exceed $62,330.50 for the purchase of one (1) 2024 Chevrolet Tahoe 4WD Vehicle through the State of Ohio Cooperative Purchasing Program; said vehicle for use by the Willoughby Fire Department, and declaring an emergency.
Chief Ungar stated a Ford chassis that was approved in the 2023 capital program still hasn’t been delivered; he didn’t anticipate this vehicle until next year.
RESOLUTION NO. 2024-119 Motion carried 7 to 0
A resolution authorizing the Mayor to oversee the preparation of plans and specifications and to advertise for bids for the Willoughby Police Station Construction Project, and declarinanemergency.
This resolution was discussed earlier during a Safety Committee meeting. Mr. Anderson asked if the RFP covers only the shell of the firing range. Ms. Hoffman stated it is being bid as an alternate in the RFP.
NOTE:
For accuracy, this section has been copied from the council meeting minutes
MAYORS REPORT
ABSENT NO report
DIRECTOR’S REPORTS
Law Director Lucas – No report. Mr. Kary asked if there was any progress with the Residential Income District (RID) for the Conti property on Hodgson Road. Mr. Lucas stated he will check on it and get back to him.
Service Director Palmisano – No report. Ms. Sievers stated she received a voicemail from a resident onNorth Tioga complimenting Service Director Palmisano and City Engineer Lannon for improving the drain and road work near her home. She is extremely grateful for the work done.
City Engineer Lannon – Reported bids for the River Street Slope Stabilization and Watermain were opened last Friday. Bids came in better than expected with the low bidder being Fabrizi who is the same contractorfor the SOM Center sidewalks. Legislation will be before Council at the next meeting for that project.
Fire Chief Ungar – Chief Ungar thanked Council for the passage of Resolution No. 2024-118.
Police Chief Schultz – Chief Schultz thanked Council for the passage of Resolution Nos. 2024-109 and 2024-119. He congratulated Chief Ungar on winning the recent baseball game between the Fire Department and Police Department.
Parks & Recreation Director Keller – Ms. Keller thanked Council for the passage of resolutions pertaining to her department.
Finance Director Hoffman – Ms. Hoffman thanked Council for the passage of the two resolutions pertaining to her department.
COUNCIL REPORTS
No major reports
ADJOURNMENT
COMMENTS BY COUNCILMAN KARY
I would like to report that the City Council is still studying the future of the Old Euclid Avenue Pool. When I find out more information, I will certainly share it.
THANK YOU to all those who took my invitation to communicate their thoughts and ideas.
To date I have had meetings with two of the new property owners of the old Cleveland Clinic parcels location on Lost Nation Road across from the Airport and Aquarius Parkway. The sessions were very productive, and they all walked away with an understanding of what we do not want to see vs what we would like. Again, some residents want the land to remain vacant, and I have shared in the past that it would be GREAT. The only problem is that the property is not purchased with the goal in mind to letting it sit forever undeveloped. Investors buy property to develop it, and this land has been zoned for General Business and Light Industrial. Again, I will do my best to hold out and not see it develop in a way our residents see as a negative.
KEEP YOUR COMMENTS COMING TO ME!
For your info, this evening I have a Planning Commission Meeting @ city hall at 7:00 pm. On the agenda is the HOUSING DEVELOPMENT approved to go on Hodgson Road on the old STONE FAMILY PROPERTY next to hole #2 of the Golf Course. This lengthy process has ultimately developed into what I see as the best solution for this property. We avoided a large number of Multi-Family homes. We avoided a large number of single-family homes. We avoided a multitude of driveways onto Hodgson Road. We have the remaining wooded and undeveloped land remaining AS IS, WOODED. We are getting a significant donation of some of the land to the CITY. There will be sidewalks installed. The open ditch will disappear. A new stormwater line will travel west to Lost Nation Road. ALL GOOD FOR THE NEIGHBORHOOD AND WILLOUGHBY.
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