COUNCIL MEETING NOTES JUNE 11, 2024
Willoughby City Council Meeting Summary
• June 11, 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:
COMMITTEE OF THE FULL MEETING:
Committee: Bob Carr, Council
The purpose of the Committee of Full meeting is to review the 2024 Charter Review Commission report.
CHARTER REVIEW COMMISSION REPORT
Chairman Carr stated that all of Council designated a representative to the Charter Review Commission. He publicly thanked all the members of the Commission (Brian Katz, Alice Pescrilli, Bruce Sundman, Eric Mastroianni, Christian Sievers, Heath Wenzel, Albert Zehe, Amy Bell and Matt McCue). Mr. Brian Katz is representing the Commission tonight and is here to go over the recommendations in the report. The City Administration had a few items the Commission looked as well as a few other items.
Mr. Brian Katz stated the Commission met four times. He stated there really wasn’t a lot to discuss; the Charter is very well written. He stated the Commission considered a letter that was presented to them from a resident to change the makeup of Council; possibly adding more at-large members and less wards. There was a lengthy discussion about that and it was decided what is in place now is working just fine and there is no reason to change it; keeping with 6 wards and one councilperson at large. The Commission also considered 4 year Council terms versus 2; the Commission felt the 2 year terms were working fine. It gives the residents a chance to vote a Councilperson out after 2 years if they are not happy with that person. Hestated one of the recommendations under General Ordinances is the removal of the establishment of a mandatory retirement age for all municipal employees; he stated it may not be legal. Another recommendation dealt with utilities i.e., natural gas utility, water, electrical. He stated Jack Gorka goes out yearly to shop for natural gas prices which are volatile and sometimes consumers are only given 7 days to accept that price. With the current charter, legislation could not be done as an emergency measure. The Commission is recommending eliminating that portion of the charter so legislation can be done as an emergency measure. The Commission is recommending verbiage under Council and the Mayor for removal of a Councilperson or Mayor by Council. Under Article VII - Civil Service Commission, it currently lists a chauffeur’s license; there is no such thing anymore, it is now called a commercial driver’s license (CDL). The recommendation modernizes the language i.e., requiring a personal operator license, commercial driver’s license, or any other operator’s license as required under Ohio law. Another recommendation is under Article XI – Miscellaneous, making the charter gender neutral. This will eliminate the need to change every pronoun in the charter to be he/she. Mr. Katz thanked Mike Lucas for his assistance. Mr. Carr asked what the process was going forward. Mr. Lucas stated legislation will be brought before Council at the next meeting and each item will have a piece of legislation due to the single subject law. Each piece of approved legislation will be placed on the ballot in the November election. Mr. Anderson asked about the removal process for Council and the Mayor and questioned the affirmative vote of 5 councilmembers. Mr. Lucas stated the reason for the 5 members is so that the vote can be passed as an emergency measure. He stated he is comfortable with 5 members. He stated, for example, the Mayor is subject to this process and if he is voted to be removed, he would have the right to appeal because it’s part of the due process. It was noted that the Commission spent the most time on the removal of Council and the Mayor. Legislation will be before Council at the next meeting for all six items suggested by the Commission.
SAFETY COMMITTEE MEETING:
Committee: John Tomaselli, Ken Kary, Dan Anderson
The purpose of the Safety Committee Meeting is to review the new Police Station design progress.
NEW POLICE STATION UPDATE
Mr. Tomaselli stated tonight’s meeting will focus on an update on the progress and the transformation of theMesiter Media building into the new Police Station given by Bowen, Police Chief Schultz and Assistant PoliceChief Tartaglia.
Chief Schultz introduced the representatives from Bown here tonight, Senior Architect Brian Hennies and SeniorArchitect Robin Wolfe. Both have been working on the project for the last 8 or 9 months. Mr. Hennies stated astudy was done to make sure the purchase of the building was going to be worth the investment long term. He stated the location of the building is very good and the square footage lines up well with the department’s current needs and the 20 year plus growth plan within the department. Other than the jail and the firing range, everything can be accommodated in the existing building. The building has been maintained well and there isplenty of on-site parking. He stated that studies were done to see where the addition could go and how the siteand the circulation would work around the property. Using a slide from the presentation, Mr. Hennies indicatedthere would be a secure fence perimeter around the entire site with access lift gates at two locations: one off Grove Avenue and one off Euclid Avenue. There will be a new memorial plaza out front as well as additionalpublic parking out front that will be separate from the secure parking out back. He stated the jail addition will look like it has always been part of the building. The firing range building is up against earth retention in theback which will help with sound. It will be a detached building that will keep firearms out of the existing buildingas it relates to the noise level; it could be used by other jurisdictions as well. The front control area of the firingrange will be used as the tornado shelter which is required by code. Using a slide from the presentation, Mr.Hennies stated the ground floor will house patrol and evidence as well as the jail footprint. This works well forpatrol to bring in prisoners and be able to get out to their vehicles quickly. He continued to review and showrenderings of the inside space. He stated the main entrance will be accessed from the public parking area out front into the main lobby. Spaces there will include records, the community room, fitness space and men’s andwomen’s lockers. The lobby will showcase memorabilia that is currently in the basement of the current Police Station. Wood paneling will be used to soften the space. The Community Room is a large open space withtables and chairs that can be configured to different types of needs. A podium area for any type ofannouncements or speakers will be located in the community room and a small kitchenette will be locatednearby. Mr. Hennies indicated that a mural from the existing facility will be mimicked and brought over to the new station and will be placed in an area with lots of visibility. Regarding the locker room, Mr. Hennies stated therewill be about 70 lockers for men and 10 for women which will provide for an anticipated 20 year growth in thedepartment. The fitness room will include windows looking out to the secure parking area, mirrors on the walland athletic flooring. Mr. Hennies stated that the second floor of the building will be used for administration offices and dispatch. The wood look will be used on this floor as well. Using the slide presentation, Mr. Henniescontinued to show Council what this area would look like including the detective area and dispatch area. Nearthe detective area there will be a small evidence workplace leading to the general evidence and storagelockers. The dispatch area is located directly above records. He stated the square footage of the dispatch area has been planned to accommodate a regional dispatch center. There are black out shades and a dedicatedbreak room space adjacent to the area. There are lockers and a private toilet as well as quiet rooms. Thereare quiet rooms throughout the facility as well in case someone needs to take a break.
Mr. Hennies stated the building study started about two years ago. This year they wrapped up the schematicdesign and will wrap up the design phase in a few months. Construction could begin as early as October of thisyear. From a cost standpoint, the last estimate came in just over $12 million. That number has been trimmeddown about three times, looking for cost savings opportunities. The costs are broken down between theexisting building, the jail, the firing range and the sitework. Construction could take between 14 and 16months with move in dates at the end of 2025 or the beginning of 2026. Mr. Anderson asked how long the move would take from the old station. Chief Schultz stated that the dispatch equipment will not be moved over; new 911 equipment has been ordered for the new building. He stated that the department may beworking out of both buildings for a time. Mr. Tomaselli asked if barbed wire needed to be installed around thejail. Mr. Hennies stated there will be secure fencing around the perimeter; he stated because of the way the jailwill be built, you really won’t see much of it as it’s mostly underground. Ms. Wolfe stated the jail will hold 5 beds and is being designed per the Ohio Department of Rehabilitation and Correction standards. The secureperimeter of the jail is formed by the exterior walls of the jail and the interior shared walls between it and thebuilding. She stated that because it’s a 12 day jail, they don’t require exterior recreation areas so none of thefencing becomes a jail secure perimeter. No barbed wire or other materials are required. Mr. Hennies stated the “high level” decision making ideas are done; they are working on the finishes and the materials. He statedthey will be going to the Planning Commission in the next weeks and months. Mr. Carr asked how the currentbudget compares to what the City had originally envisioned. Mayor Fiala stated the original budget was$10.56 million so currently the new building is over budget by 13%. The City is going through a value engineering cycle currently. He stated the current boiler in the building will be kept and they will add another one. Sometime in the future, a second boiler will be added. Some items will be purchased at a later date. He ishoping there will be aggressive bidding in the fall. Chief Schultz stated a smaller jail with 5 cells is going to be built which isn’t much savings from the 8 cell jail. Bidding will take place in September and construction canstart in October, 2024.
AGENDA
REGULAR COUNCIL MEETING
June 11, 2024
APPROVAL OF MINUTES-
Regular Council Meeting of May 21, 2024
STANDING AND REGULAR COMMITTEE REPORTS
No major reports other than the Committee of the Full and Safety Committee Meetings.
CORRESPONDENCE
No correspondence
PUBLIC PORTION
Tim O’Keefe, 38661 Edward Walsh Drive, Willoughby – Mr. O’Keefe stated he was at the meeting tonight to encourage City Council or others at the City to prevent any additional apartments from being built in the City. He stated that any new apartments will do what the current apartments are doing or will do;accelerate the decline of the quality of life in Willoughby.
NEW BUSINESS
RESOLUTION NO. 2024-60 Motion carried 7 to 0
A resolution authorizing the Director of Finance to transfer funds from the General Fund to the GolfCourse Fund, and declaring an emergency.
Finance Director Hoffman stated this transfer covers capital and equipment.
ORDINANCE NO. 2024-61 Motion carried 7 to 0
An ordinance amending Chapter 913 of the Codified Ordinances of the City of Willoughby, Ohio, titled, "Sanitary Sewerage System Charges"; specifically, Section 913.08, titled, "Charges to be aLien", and declaring an emergency.
Ms. Hoffman stated she was contacted by the County to remove the $10 minimum, but she stated it couldn’t be removed because it was in the City’s legislation. She stated something in the County’s system to certifythe delinquent charges wouldn’t allow the $10 minimum so it needed to be removed.
RESOLUTION NO. 2024-62 Motion carried 7 to 0
A resolution authorizing the Mayor to apply to the Ohio Department of Natural Resources, through the H2Ohio Wetland Grant Program, for the purpose of acquiring financial assistance for the Chagrin River Floodplain and Riparian Restoration Project, and declaring an emergency.
Mr. Carr stated he learned from Ms. Keller that the City has funding for permitting, engineering and design. This grant request for $862,800 is for restoration work. Mayor Fiala stated this grant is for construction work. The Ohio Department of Natural Resources (ODNR) requires legislative action by the applying authority. Mayor Fiala stated ODNR recommended the City apply for this grant and is actually helping the City find funding for the project. Mayor Fiala stated the City can start construction and would have enough money forjust about everything except for one bridge. Some of the money is from the negotiated settlement on the consent decree so there are EPA requirements the City has to fulfill and spend the $425,000. Mayor Fiala stated he is hoping the work can begin late summer. A more detailed look at what money was received will be given at the next meeting.
RESOLUTION NO. 2024-63 Motion carried 7 to 0
A resolution authorizing the Mayor to enter into an agreement with Brandstetter Carroll Inc. in the amount of $49,900 to provide a Master Plan for the Euclid Avenue Pool Property and current Willoughby Police Station Property, and declaring an emergency.
Information regarding this Resolution was given in an e-mail by Ms. Keller. The agreement is a four month engagement and options will be given with and without the current Police Station.
RESOLUTION NO. 2024-64 Motion carried 7 to 0
A resolution authorizing the adoption of an alternative method of apportioning the Local GovernmentFund for Lake County, and declaring an emergency.
Mayor Fiala stated the Budget Commission meets every five years to decide how the Local GovernmentFund (LGF) is distributed. The current formula used was developed in 1982; this was at a time when the western Lake County communities were growing and most of the political influence was in western Lake County. This year, the villages and townships stood up and said they were not being treated fairly. They stated that based on population; for example, Concord Township gets $9 per person and Waite Hill gets
$314 per person. The position of the villages and townships was to use population based formula as an equitable solution. This formula would really hurt western Lake County because of the six western LakeCounty communities, four of them are actually declining in population (Willoughby is not one of them). An AdHoc Committee was formed and had no authority except to recommend to the Budget Commission. The Ad Hoc Committee was comprised of three City Mayors, two Village administrators and two Township administrators. The Committee went through at least 20 iterations of possible formulas. At the end of the day, it became clear the formula needed to be based on population as it can be quantified. Western Lake County stated that the stop loss would be 10%. The formula sent out keeps the Villages whole through a 10year cycle and all Cities are held at a 10% stop loss for the next 10 years. He stated that Willoughby will actually start getting more money in year 2032. The options are to accept the current formula and move on, adopt the new formula or use the state statutory formula. The state formula is only used by one county out of 88 counties in the state. This formulas allows the county to take 30% of the money and then decide how the rest is distributed by need. The current formula allows for a fixed number; it is based on a 2% inflation rateand assumes that the state doesn’t alter the distribution. The LGF loss could have been well over $300,000and right now it’s about $143,000. The current formula was run out to 10 years to ensure that western Lake County is protected, however the Budget Commission will meet in five years. Ken Filipiak from Mentor worked on the formulas and got everyone to a point of agreement.
RESOLUTION NO. 2024-65 Motion carried 7 to 0
A resolution authorizing the Mayor to enter into a contract with Fabrizi Trucking & Paving Co., Inc. in the amount of $426,534.50 for implementation of the SOM Center Road Sidewalks Project,and declaring an emergency.
Mr. Carr stated an e-mail was sent out by Law Director Lucas this afternoon requesting the Resolution be amended tonight eliminating the phrase that includes the ARPA fund being the source of the expenditure.
RESOLUTION NO. 2024-66 Motion carried 7 to 0
A resolution authorizing an expenditure in the amount of $154,073.82 for the purchase of three (3) 2025 Ford Police Interceptors from Classic Ford for use by the Willoughby Police Department, and declaring an emergency.
This expense was discussed during capital discussions. Chief Schultz stated Classic Ford provided the best pricing and warranty.
NOTE:
For accuracy, this section has been copied from the council meeting minutes
MAYORS REPORT
Mayor Fiala stated that Senator Cirino informed him today that the City has received a $2 million grant for Osborne Park. He believes this brings the total money received close to $3 million. Mayor Fiala stated this money is coming from transformational fund dollars. The City will apply for another grant throughNational Fish and Wildlife. He stated he and City Engineer Lannon will begin to strategize for funding theroundabout on Lost Nation Road.
DIRECTOR’S REPORTS
Service Director Palmisano – Mr. Palmisano stated the slope failure on Rt. 84 near Shankland is progressing. CT Consultants is in the beginning stages of a study and they are projecting $1.6 million for the stabilization. The method of stabilization has not been chosen yet and there are currently no grantsavailable for the project. If the project happens next year, money from the road program will be used,therefore, there wouldn’t be any road improvements next year. A lane may need to be closed down; a temporary traffic light could be used. Mr. Lannon stated an inspection was done prior to paving (2021) andthere were no signs of slope failure at that time; the slope failure is happening very quickly. Mr. Kary asked if a pothole on Tamarac could be fixed again.
City Engineer Lannon – Mr. Lannon stated the Nason Basin to Grove Avenue Storm Sewer Phase 1project (large storm sewer from Nason Basin to Vine Street at the railroad underpass), is about a $7.5 million project. He stated $2.5 million will come from Ohio Public Works Commission (OPWC) and local money and$5 million will come from a state allocation through the Ohio Department of Development. Plans are about 99% complete and already approved by the EPA in case a loan was needed. Money is readily available so the project will begin soon. This project will help a lot of residents who have had flooding in the past on GroveAvenue and Second Street (the lower end of Orchard Park). Ms. Sievers asked Mr. Lannon about the road program this year. Mr. Lannon stated he was going through the list with Mr. Palmisano; he stated moneyneeds to be set aside for the River Road paving for next summer. Ms. Sievers asked if he could look at Sunset north of Tioga.
Police Chief Schultz – Chief Schultz thanked Council for the passage of Resolution 2024-66. He thanked the Safety Committee for the presentation for the new Police Station. He thanked Bowen Senior Architect Brian Hennies, Bowen Project Manager Robin Wolfe, Mayor Fiala, Economic Development Director Tom Thielman, Assistant Chief Matt Tartaglia, Captain Toby Davis for their hard work on the project.
Chief Building and Zoning Inspector Puskas – No report. Mr. Anderson asked about inspections on rental houses. Mr. Puskas stated that a resident can call and request a safety inspection on a rental house.
Finance Director Hoffman – Ms. Hoffman thanked Council for the passage of Resolution No. 2024-60 and Ordinance No. 2024-61.
COUNCIL REPORTS
Ms. Sievers – Ms. Sievers thanked the Council members, directors and the Mayor who attended her ward meeting on May 30th.
Mr. Kary – Mr. Kary reminded everyone that the first concert of the season is tomorrow night at Osborne Park.
Mr. Carr – Mr. Carr thanked Council for the passage of Resolution No. 2024-65 for the SOM Center Roadsidewalks. He stated it has been a decade and a half of work to get the sidewalks on SOM Center Road. He also thanked Tim Lannon for his work on the project and engaging Laketran.
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/
I am writing to share two items that are close to those residents in Ward 2. The twelve 12 homes planned to be constructed on Hodgson Road (on the old Stone Family lot) are still in the approval stages. They will return to the Planning Commission soon to approve the Development Plan and the Environmental Assessment. We have been working diligently on the concerns about stormwater. This will finally be resolved when the developer and the city agree on the best solution to travel that water from the site to the connection at Lost Nation Road. We are also still looking at plans for future sidewalks and traffic control at the intersection of Lost Nation and Hodgson Road.
Secondly, I want to share that the administration, council, city engineers, and many others are all working on pursuing traffic control on Lost Nation Road. We all have our concerns with speeding, and the difficulty to exit side streets safely. We are exploring all options to slow traffic down and provide a much safer experience when traveling Lost Nation Road. Currently, the greatest challenge will be the funding we are “aggressively” seeking at all levels.
As I stated during my first campaign for City Council, this issue was at the top of my list of goals to work towards. THAT IS STILL HAPPENING, AND I AM VERY OPTIMISTIC THAT WE WILL GET THERE!!!
Have a great 4th of July and a Happy and Safe Summer!