EVENT: Wed. Nov. 1, 2017 - Wed. Nov. 1, 2017

Sept 5, 2017 Finance Meeting Minutes (prior to Council Meeting)

The tape of this meeting is on file in the Council Clerk’s Office.

 

TO THE HONORABLE COUNCIL, CITY OF ELYRIA, OHIO

The Finance Committee held a meeting prior to The Council Meeting on

Monday, September 5, 2017 at 6:50 P.M. in Council Chambers.

Finance

PRESENT: Committee Chair Stewart, Members Madison, Baird, Lotko, Tanner

ABSENT: None

OTHERS PRESENT: Mayor Brinda, Safety Service Director Siwierka, CD Director A. Scott,

Law Director Serazin, WWPC Superintendent Korzan, Utility Superintendent Conner, Engineer Ujvari, Finance Director Pileski, Assistant Finance Director Farrell, Assistant Safety Service Director,

HR Director Dillinger, Fire Chief Benton, Police Chief Whitely

Other Council Members, Callahan, Cerra, Craig, Jessie, Mitchell, Davis, Council Clerk Bullocks,

 

 

BUSINESS OF THE FINANCE MEETING

1. The matter of a change order for the 2017 Concrete Street Improvement.

REFERRED BY: Engr. Ujvari

Lotko moved and Madison seconded to recommend an Ordinance to amend Ordinance 2017-22 for a Change Order for the Concrete Street Improvement Project. The street list for this project is: Fairmount, Carol Ln., Ashland Ave., Lorain Blvd. Additional funds are not needed, the established amount will not be exceeded.

MOTION CARRIED COMMITTEE REPORT WRITTEN  

 

 

 

Baird moved, Lotko seconded to adjourn the Finance meeting.

MOTION CARRIED

 

Submitted by,

 

Colleen Rosado, Secretary

 

EVENT: Wed. Nov. 1, 2017 - Wed. Nov. 1, 2017

Oct 10, 2017 Community Development Meeting-Public Hearing-Minutes

The tape of this meeting is on file in the Council Clerk’s Office

TO THE HONORABLE COUNCIL, CITY OF ELYRIA, OHIO

The Community Development Committee held a meeting on Tuesday, October 10, 2017 at 6:00 P.M. in Council Chambers.

COMMUNITY DEVELOPMENT MEMBERS PRESENT: Committee Chair Callahan, Members Jessie, Cerra, Madison ABSENT: Mitchell

OTHERS PRESENT: Mayor Brinda, Safety Service Director Siwierka, Assistant Law Director Deery, Assistant SSD Brubaker, Parks & Rec Director Bowman, Finance Director Pileski, Community Development Director Ashley Scott, Mona Almobayyed, Jean Childers

BUSINESS OF THE COMMUNITY DEVELOPMENT COMMITTEE MEETING

Approval of the 9/25/2017 meeting minutes.

Cerra moved, Jessie seconded to approve the 9/25/2017 meeting minutes. MOTION CARRIED

A Joint Meeting of the Community Development Committee and Finance Committee held a meeting on Tuesday, October 10, 2017 at 6:00 P.M. in Council Chambers.

FINANCE COMMITTEE MEMBERS PRESENT: Committee Chair Stewart, Members Tanner, Baird, Madison ABSENT: Lotko

BUSINESS OF THE JOINT MEETING

The matter of the FY 2018 Community Development Block Grant Action Plan and Consolidated Plan Annual Update.

PUBLIC HEARING #2

Mr. Callahan read the Public Hearing Notice:

Notice is hereby given that a Public Hearing will be held on October 10, 2017 in Elyria City Council Chambers, Elyria City Hall, 131 Court Street, Elyria, Ohio at 6:00 p.m. concerning the City’s FY 2018 Community Development Block Grant (CDBG) program, draft Annual Action Plan. The intent of the Plan is to create a housing and community development strategy in which the City of Elyria identifies resources and programs to address various needs for the 2018 Program Year.

The purpose of the Public Hearing is to review the draft Annual Action Plan and obtain the views of citizens on the City’s Community Development, Economic Development and Housing needs and to provide an opportunity for citizen participation in determining activities to be funded.

The public hearing minutes have been provided by the court reporter are attached, herewith, made a part thereof and designated as Exhibit “A”.

itted by,eSubm a01R0)0difikPO Colleen Rosado, Secretary

1

Page 1

Public Hearing held before the Community Development

and Finance Committees of Council, held at the Council

Chambers, Elyria City Hall, 131 Court Street, Elyria,

Ohio, on Tuesday, the 10th day of October, 2017,

commencing at 6:00 p.m.

 

COMMUNITY DEVELOPMENT COMMITTEE MEMBERS

Chairman

Thomas Callahan Marcus Madison Mark Jesse Jack Cerra

FINANCE COMMITTEE MEMBERS

Victor Stewart Larry Tanner Marcus Madison Jack Baird

ALSO PRESENT

Colleen Rosado Holly Brinda Amanda Deery Mary Siwerka Ted Pileski Lisa Bowman Kevin Brubaker

Chairman

Secretary of Council Mayor Assistant Law Director Safety Service Director Finance Director Parks & Rec Building Department

COMMUNITY DEVELOPMENT DEPARTMENT Ashley Scott Director Mona Almobayyed Jean Childers Secretary

1 P-R-O-C-E-E-D-I-N-G-S 2 MR. CALLAHAN: Okay. Item on, the first 3 item here for the Joint meeting is a notice you are 4 hereby given that a Public Hearing will be held on 5 October 10th, 2017 in Elyria City Council Chambers, 6 Elyria City Hall, 131 Court Street, Elyria, Ohio at 7 6:00 p.m., concerning the City’s Fiscal Year 2018 8 Community Development Block Grant Program.

9 This would be the draft of the Action Plan.

10 And the intent of the plan is to create a Housing and

11 Community Development strategy in which the City of

12 Elyria identifies resources and programs to address

13 various needs for the 2018 program year.

14 The purpose of the Public Hearing is to review

15 the draft of the Action Plan and obtain the views of

16 citizens and the City’s Community Development Economic

17 Department development and housing needs to provide

18 ‘the opportunity for citizens participation determining

19 activities to be funded in the 2018 fiscal year

20 program.

21 That being said, Mrs. Scott.

22 MS. SCOTT: Thank you.

23 For those of you who do not know, I’m

24 Ashley Scott. I’m Director of the Community

25 Development here at the City. I also have here 1 tonight Mona Almobayyed. If you would please stand. 2 This is the second of three Public Hearings on 3 the Block Grant Formula Year 2018 Action Plan and the 4 Annual Update to the Consolidated Plan.

5 Just for clarity, tonight is only a Public

6 Hearing. A vote is not going to be requested at this

7 meeting, as this matter is going to be held in

8 discussion on October 30th.

9 This Public Hearing tonight is to inform the

10 Council Committees and the public of the draft budget

11 as well as all the funding requests that we received.

12 At the third Public Hearing, I will ask that

13 the Committee review the budget and develop a draft

14 budget for public comment. The comment period will

15 start November 9th and it will expire on December

16 11th. At the December 11th meeting, all comments

17 received will be presented to the Committee. And at

18 that time, the Community Development Department will

19 request the Committee to take final action so that the

20 Action Plan can go before full Council for final

21 approval on December 18th.

22 The first Public Hearing was held on

23 August 28th. A description of the purpose and the

24 eligible uses was provided, as well as a summary of

25 the activities and the status of the 2017 funds.

Page

1 Applications for Subrecipient funding were

2 posted online and mailed to various non-profits on

August 29th. Requests were accepted from August 29th

4 through October 5th at noon. Further, staff held an

5 informational meeting on September 7th for the funding

6 requests and to answer any questions. We were also

7 available to discuss requests and answer any questions

on September 28th from 5:00 to 7:30 p.m.

9 So for informational purposes, I’m going to put

10 on the screen a list of the activities that were

11 funded in 2017.

12 So as you can see here, for this current

13 program year we had Administration, Planning and Fair

14 Housing. Housing Rehab, Code Enforcement, flashing

15 beacons, sidewalks on Fuller Road. And in target

16 areas, park improvements itself.

17 We decided to keep the revolving loan fund and

18 the ED activity from prior year. The Habitat for

19 Humanity activity was dissolved. We also funded

20 various public service activities through the Parks

21 and Rec Department, the Boys & Girls Club,

22 Neighborhood Alliance, the Elyria Arts Council, Adopt

23 A School, Save Our Children, Mount Nebo and the Lorain

24 County Urban League.

25 As a reminder, HUD guidelines require no more 1 than 20% of the annual grant plus the anticipated 2 program income to be used for admin and planning and 3 no more than 15% of the annual grant and the previous 4 year’s program income for public service activities. 5 Anticipated carryover has been programmed into 6 this draft budget. Unanticipated carryover will be 7 programmed into the same activity, unless it does not 8 exist, which in that case it would be programmed into 9 Housing Rehabilitation. Ten percent of all program 10 income will be programmed into Administration. 11 In previous years, additional unaccounted 12 carry-over was programmed into that same activity and 13 the program income was programmed into admin and 14 housing rehab. In 2017, any remaining funds in the 15 Public Service activities were transferred to the

16 South Park improvements.

17 It is advisable that the full 15% available for

18 the 2018 funds for public service activities are not

19 budgeted as there is no guarantee the final expended

20 amounts from the previous program year are expended.

21 Although no carryover is anticipated, caution should

22 be taken to account for any unexpended funds so that

23 we do not exceed our allowable cap.

24 As in previous years, the actual increase or

25 decrease in funding will be divided equally among all

1 activities.

2 Please note on the budget sheet, we’re

3 proposing to keep Fair Housing in with the general

4 administration activity. If we move it back down to

5 public service, it will go against that 15% public

6 service cap.

7 Staff provided Council with copies of all the

8 funding requests that we received and a copy of the

9 draft budget today. Once again, this plan and budget

10 will be brought for your review in the Public Hearing

11 on October 30th. Therefore, once again, tonight is

12 only to advise the public and the Committee of the

13 funding requests that were received and the review of

14 the grant requirements. It is requested that the

15 Subrecipient rating systems be completed and returned

16 to the Community Development Department no later than

17 October 23rd.

18 It should be noted that if City Council chooses

19 to fund a Subrecipient, the organization will need to

20 meet with the City to clarify the logistics of the

21 program and sign an agreement. The proposed activity

22 must be new or expanded and benefit low to moderate

23 income persons. The City will provide a reimbursable

24 grant to the agency and the City will not reimburse

25 any expenses prior to an agreement being signed nor

1 prior to March 1st of 2018.

There are nonprofit representatives in the

3 audience tonight to speak on behalf of their

4 application, at your discretion, as well as a

5 representative from the Parks and Rec Department.

6 These agencies may also be available at the

October 30th meeting to speak regarding their

8 application and,to answer any questions that you may 9 have.

So I’d now like to take the time to go over

11 this budget sheet so you have an idea of what we’re 12 going to be looking at on the 30th, and then we’ll get 13 into the summaries of the funding requests that were 14 received.

So as you can see, the orange, that is our

16 Admin. I’m just going to scroll down here. This

17 budget reflects every single application that was

18 received, so you will see the 2018 cap amounts; the

19 20% admin cap, the 15% public service cap and then our

20 30% Slum & Blight cap is also included as well. So

21 everything in purple is public service. Everything in

22 green is our Slum & Blight, and then the admin.

23 I would like to note that you’ll see four

24 different funding requests that are shaded in gray.

25 And this is all for public service activities. 1 It was noted at the meeting last year to not 2 put before the Committee funding requests that were

3 incomplete. I do have all of that information tonight

4 and an explanation as to why they were considered 5 incomplete for your review if you would like to hear 6 that. Some of them it was just missing a piece of 7 documentation, et cetera. So we went ahead and put 8 that on the budget, and on October 30th if you wish 9 for those line items to be removed, we can go ahead

10 and remove them.

11 So we’ll start with the Boys & Girls Club. The

12 Boys & Girls Club is requesting $10,000 to support a

13 Middle/High School Activities Program at South Rec.

14 They will be providing a new service by providing new

15 components to their program. They will partner with

16 Save Our Children Teens, the College’s STEAM program

17 and Elyria City Schools to transport teens to South

18 Rec after school. This program will serve 120

19 students.

20 The City has funded this program for the 2016

21 and 2017 program year. For the 2016 program year, the

22 Subrecipient expended the entire funding amount and

23 met their reporting requirements. The Subrecipient

24 was not tracking CDBG funds separately as Federally

25 required, but it has indicated that they will do so in

1 future rounds.

To date the Subrecipient has expended zero

3 percent of their funds for the 2017 program year, and 4 the City has not received any beneficiary forms

5 to-date. The Subrecipient indicated that they did not 6 begin programming in the summer as anticipated, but

7 the programming did begin on September 5th.

Second Baptist Church Adopt-A-School Initiative 9 is requesting $8,000 in funds to provide shoes and

10 socks to children who attend the Back-to-School Rally.

11 They are also requesting funding to purchase laptops, 12 ink cartridges, Geek Squad Protections and internet 13 service. The program will assist 400 persons.

The City funded this Subrecipient for the 2016 15 and 2017 program year. For the 2016 program year, the 16 Subrecipient did not expend the entire funding amount.

17 The Subrecipient has expended 62% of their funds

18 to-date for this year. And they have submitted 28

19 beneficiary forms as well. 86% of the forms submitted 20 were for LMI persons.

The Elyria Parks & Rec Department is requesting 22 $30,000 in CDBG funds to support the TAP Active People 23 Program. This is available at East and West Rec

24 Centers. It’s designed for senior citizens and

25 incorporating physical activity, community engagement 1 and social interaction through programs including 2 chair yoga, bus trips, lunch outings and informational 3 speakers. They also offer classes in Pickleball, 4 exercise, aerobics, golfing, et cetera.

The TAP program also provides blood pressure

6 checks for seniors. The Department anticipates

7 assisting 105 persons this year. For the program year 8 of 2018-2019, the Elyria Parks & Rec Department

9 proposes to add line dancing, trips and craft

10 projects. CDBG funds would be utilized to pay for

11 instructors and operating supplies for the program.

The Parks & Rec Department is requesting $7,000 13 in CDBG funds to support the Open Rec program at East 14 and West Parks. This is an after school program for

15 children ages kindergarten through high school. It

16 provides recreational activities, sports, and quiet

17 places to work on homework. Both centers primarily

18 serve low to moderate income households. It takes

19 place Monday through Friday from October to February.

The new component for the program is to work 21 with United Way Collaborative South Side Pride.

22 Parks & Rec will provide space and supplies for the 23 partner agencies. The total budget for this program 24 is $8,500. And an anticipated 79 persons would

25 directly benefit.

1 The Parks & Rec Department is also requesting

2 $7,000 in CDBG funds to help support the Reach & Rise

Discovery Camps at South Park. The camps are offered

4 over the summer and they are free to all participants.

5 The purpose is to provide a safe place for children

6 and educational activities over the summer months.

7 The funds will be utilized to support the salaries of

8 staff. The goal this year is to expand access to

9 those camps for more children. They reinforce skills

10 in science, math and reading, promote positive

11 behavior and character development and offer

12 nutritious meals. A total of 185 unduplicated Elyria

13 residents are anticipated to benefit from this

14 activity, which is an increase from the 180

15 unduplicated Elyria residents from last year. The

16 total budget is $51,470.33. Both years, in 2016 and

17 2017, the Parks & Rec Department expended 100% of

18 their funds.

19 The Lorain County Urban League is requesting

20 $20,000 in CDBG funds for the Job Training Project

21 EmpowerU program. These funds will be used to support

22 staffing. The program screens clients and matches the

23 individuals for local job opportunities. Clients are

24 also offered services such as resume writing, skill

25 building, placement and internships as well as 1 workshops and counseling services. An anticipated 70 2 LMI persons will receive assistance. The cost of the 3 program is $49,900.

The City has funded this program for the 2016 5 and 2017 program year. For the 2016 program year,

6 this Subrecipient expended the entire funding amount 7 and met their reporting requirements. The

8 Subrecipient was not tracking the funds separately as 9 Federally required, but they have also indicated that 10 they would do so. The Subrecipient to-date has

11 expended 39% of their 2017 funds and they have

12 provided 18 beneficiary forms.

The Salvation Army is requesting $7,000 of

14 funds for their Emergency Services Program. This

15 program provides emergency food items, utility

16 assistance vouchers and emergency shelter. It is an 17 ongoing program and does not have an implementation 18 schedule. The total program is $17,000, and the funds 19 would be used to cover utility vouchers and hot meals.

20 This is a new service and an anticipated 820 LMI

21 persons would directly benefit.

Our F.A.M.I.L.Y is requesting $8,000 of CDBG 23 funds for the Community Garden Initiative. This

24 initiative would provide gardening and greening

25 opportunities for the physical and social benefit of 1 the people and neighborhoods in the City of Elyria. 2 The total program is $17,550 and the funds will be 3 used for gardening supplies. This is a new service 4 and an anticipated 40 residents will directly benefit.

The YWCA of Elyria is requesting $8,500 of CDBG

6 funds for the Elyria Elders Project. It should be

7 noted that $3,600 is not eligible. Therefore, the

8 City can only consider funding for $4,900. The

9 Project will provide opportunities for 30-45 low to

10 moderate income seniors to socialize and be active

11 together through monthly day trips to local areas of

12 interest. The total program cost is $13,400 and the

13 funds would be used for transportation and staffing.

14 It is a new service.

15 The Southside Pride Collaborative/Horizon

16 Activities Center is requesting $20,000 of CDBG funds

17 for the Middle School Out-of-School Time

18 Transportation Project. It should be noted that

19 $7,600 is not eligible. Therefore, the:City can only

20 consider funding for $12,400. Further, the City will

21 not be able to enter into an agreement with the

22 Collaborative itself as the Collaborative is not a

23 stand-alone 501(c)(3), so the agreement would have to

24 be with Horizon. The program will provide

25 transportation for youth between school and approved 1 out-of-school time opportunities and then to approved

2 community locations for a safe return home. The total

3 budget for this project is $55,650 and the funds will

be used to hire a bus driver and install a two way

5 communication and tracking system. It is a new 6 service with an anticipated 4,400 beneficiaries.

As previously noted, there were four

8 applications that were incomplete, so I would like to 9 take a moment to go over those.

The Elyria Bicycle Education Center was

11 requesting $5,887 of funds for the Portable Community 12 Bike Shop Project. The project intends to take

13 bicycle maintenance and mechanics to the community

14 through a series of workshops for students and young 15 people. The total program is $5,557 and the funds

16 would be used for project kits, usage fees, printing, 17 instructor fees and miscellaneous supplies. It would 18 be a new service and an anticipated 60 people would 19 benefit. The application did not include the State 20 and Federal tax determination letters. However, it 21 was noted in the application that those items

22 currently are in process as they are a new nonprofit.

Spark Theatre is requesting $4,800 of CDBG

24 funds for the South-Central Arts Classes. Spark

25 Academy will offer classes on a variety of performing 1 arts topics such as acting, movement and playwriting 2 for students ages 4 through 18. An anticipated 25

kids would benefit. The total program cost is $4,800

4 and the funds would be used for staff, supplies, venue

5 rental, marketing, background checks and artist

travel. This is a new service. The application did

7 not include an authorization from the Board of

8 Directors.

9 The Elyria Mini Pioneers Youth Football & Cheer

10 Program is requesting $10,000 for the Elyria Mini

11 Pioneers. The City can only consider $7,500 of this

12 request as some of the expenditures were not eligible.

13 There are an estimated 30 beneficiaries. It is a new

14 service. The total budget is $12,000. This program

15 is for children from low to moderate income families

16 that cannot afford to pay for their children to play

17 sports or participate in extra activities. The

18 funding is requested for new helmets and shoulder

19 pads. The application did not include the Federal and

20 State tax determination letters, however, it did

21 include documentation from the IRS that •the agency is

22 a charitable status. There was no documentation that

23 the organization filed the domestic/nonprofit with the

24 State. However, it was determined today that due to

25 the amount of money that they receive on an annual 1 basis, which is under $25,000, that they are not 2 required to be incorporated. Staff needs to look 3 further into this request to determine eligibility.

4 Save our Children is requesting $15,336 in CDBG

5 funds for the Elyria Teens Achieve Success Summer

Program. The funds would be used to support staffing.

7 Teen liaisons would assist ninth and tenth graders

8 with one-on-one homework and tutoring help. Teen

9 liaisons will deliver a college and career readiness

10 curriculum and enhanced literacy. The goal of the

11 program is to encourage ninth graders to stay in

12 school, stay off the streets and make positive life

13 choices. An anticipated 35 LMI persons would receive

14 assistance. The total cost of the program is $25,336.

15 The application did not include an agency financial

16 statement or a copy of the most recent audit, but they

17 did include a copy of their 2015 990 tax form.

18 The City funded this program for the 2017

19 program year. The Subrecipient has expended zero

20 percent of their funds to-date and we have not

21 received any beneficiary forms to date.

22 So moving along to the Public Facilities

23 requests, the Elyria Parks & Rec Department is

24 requesting $59,000 for tennis courts and fencing at

25 South Park. The funds would be used for resurfacing 1 the tennis courts, the demolition of two older courts, 2 new fencing and new courts. The park improvements

will serve predominantly persons that reside on the

4 south side of Elyria in Census Tracts 714, 710 and 5 713. The total project budget is $59,000, with a 6 total of 4,000 persons being served.

7 The Elyria Parks & Rec Department is requesting

8 $61,000 for a new shelter at South Park. The funds

9 would be used for the shelter, a concrete pad, the

10 installation and the prep work. The park improvements

11 will serve predominantly persons that reside on the

12 South Side of Elyria in Census Tracts 714, 710 and

13 713. the total project budget is $61,400. The total

14 number of persons who would directly benefit is 4,000.

15 The Elyria Parks & Rec Department is requesting

16 $16,000 for two new drinking fountains with spigots at

17 South Park. The park improvements will serve

18 predominantly persons that reside, once again, on the

19 South Side of Elyria. The total project budget is

20 $16,000, with 4,000 persons benefiting.

21 Engineering submitted a request for $91,350 for

22 sidewalks and curb ramps. According to the proposal,

23 $74,000 would be spent in the St. Jude’s Area

24 including Longfellow, Hawthorne and Beebe. $17,350

25 would be spent in the Ridgelawn Area on East River 1 Street. Staff was not provided with information 2 regarding the estimated beneficiaries or the total 3 project budgets. This project would improve ADA 4 routes by replacing deteriorated, cracked, unleveled, 5 broke and missing sidewalks and replacing 6 non-compliant curb ramps with new. The goal is to 7 have sidewalks and ramps replaced by the end of 8 December 2018. And the sidewalks and ramps would 9 provide a safe route for pedestrians and wheelchairs. 10 Engineering is requesting $9,000 for the 11 purchase and installation of solar powered rectangular 12 rapid flashing beacons on Fuller Road. The flashing 13 beacons will be activated by pedestrians wanting to 14 cross the street at an existing crosswalk. The 15 beacons will improve pedestrian safety. The staff was 16 not provided with the information regarding total 17 budget, the anticipated beneficiaries or the exact 18 project location on Fuller Road.

19 Engineering is requesting $50,000 for

20 park/downtown sidewalks, curbs and pavers along the

21 streets. The funds would be used to replace existing

22 sidewalks, curbs and pavers where conditions do not

23 meet current standards. The work would be completed

24 by the end of 2018, and some of the areas would

25 include Ely Square and from Chestnut to Cedar and

1 Kerstetter to 3rd.

As previously noted, we’ve put in the full 20% 3 cap for the Administration, an estimated for $200,000 4 for Emergency Home Repairs. This also covers five

5 partial salaries, supplies & advertising. This

6 activity directly benefits low to moderate income

7 persons. Funds are also utilized as leverage in other 8 programs such as the Community Housing Impact and

9 Preservation program.

Code Enforcement: $200,000 is requested.

11 Currently there are three full-time inspectors for

12 code enforcement in the CDBG target areas.

One thing I would like to note as well on this 14 budget sheet is, as we did last year, you’ll see that 15 negative $312,901.80. We have to bring that number 16 down to zero to stay within our budget. Any notes

17 that you choose to put on there, we can go ahead and 18 do at the time. You know, like last year you decided 19 any carryover from public service activities would go

20 into a certain activity, we would go ahead and put

21 that on there at that time to avoid having to do a

22 substantial amendment once we get our final allocation

23 and know our final numbers.

24 So if there are any questions, I’d be happy to

25 entertain them.

  1. CALLAHAN: Thank you, Mrs. Scott.

Any questions? Finance Director, Mr. Pileski.

  1. PILESKI: Through you.

Ashley, in the third column where it says FY

5 2018 allocation and it’s $630,339, shouldn’t that be

6 $838,926?

7 MS. SCOTT: So if you look in Cell A, I

8 believe it is, it’s the 2018, your total allocation

9 plus our anticipated carryover, plus our program

10 income. So the $630,339 plus our program income, plus

11 any anticipated carryover is where that’s calculated.

12 So as you can see, our, what our estimated budget is

13 going to be for that we have to decide on is the

14 $630,339.

15 So this is all done on the formula. So as you

16 can see, the D-3 cell, sorry, my contacts are drying

17 out, plus the D-3, plus the C-3, so this essentially,

18 that, plus that. And that’s where that 838 comes in.

19 Does that make any — am I explaining that correctly

20 or well enough?

21 MR. PILESKI: So if you go down, go down

22 to the negative $300,000 that’s, you’re not going from

23 the six sixty-five down to one million one fifty-one?

24 MS. SCOTT: No. What we do is, that is

25 basically, the $630,339 that whole column, Column C, 1 so it’s $$630,339 minus the $943,241. So as we start 2 moving the budgets and reducing some of those figures, 3 that number will eventually go down to zero, so then 4 we’ll have our anticipated budget.

5 MR. PILESKI: Okay.

6 MR. CALLAHAN: Any other questions from

7 anyone on the panel? Mr. Madison.

8 MR. MADISON: Thank you, Mr. Chairman,

9 through you. Two questions just for clarity.

10 So the 312, that’s the number we’ve got to cut

11 or are we cutting the, round it to 46 where the 15%

12 public service cap is. I know you said it earlier,

13 but I didn’t hear you.

14 MS. SCOTT: So the numbers that we’ll

15 really be adjusting on the 30th is everything in

16 Column C, so that’s our anticipated 2018 allocations.

17 So as it looks right now you would have to cut,

18 because I put every single funding request in here and

19 their dollar amount, $312,000, because the total

20 funding requests received total to be $943,241.

21 MR. MADISON: Thank you. Through you.

22 With the current organizations that receive

23 grants, what’s the deadline or what’s the time frame

24 for them to submit all of the documents and forms that

25 were required with the grant that we awarded last year 1 as well as expend the funds in their account? 2 MS. SCOTT: Okay. So in our agreements 3 we ask that, depending on when the program starts,

4 that they submit a monthly reimbursement request to us

5 as well as their beneficiary forms on a monthly basis. 6 They have until December 31st of 2017, until the end 7 of this year, to expend all of their funds.

8 MR. MADISON: Thank you.

9 Then the follow-up question is, I guess through

10 you or to the Committee, we would have to discuss the

11 four organizations that it says incomplete here, but

12 it seems as if they submitted something except they

13 just didn’t fit the criteria that we’re looking for.

14 So I guess through you, where or how should we have

15 that conversation? Do you have a recommendation for

16 us or is that just something we want to wait until the

17 next meeting.

18 MS. SCOTT: Are you asking me or the

19 Committee?

20 MR. MADISON: Yes. I think so. I need

21 your help.

22 MS. SCOTT: So here are a couple of

23 options that you could do. You could not consider

24 them for funding as they were incomplete. You can

25 give them a deadline to submit that last piece of 1 information. I would highly recommend that if you go 2 that route, that you make it at least a week prior to 3 that October 30th meeting so that Community 4 Development has ample time to review it and have any 5 discussions with them.

Or you can go ahead and consider them for

funding and, you know, if there is documentation that

is still in process, you know, due to, you know,

9 outside entities that are outside of their control and

10 give them a deadline to get it. And if they don’t,

11 then we can just do a note at the bottom of the screen

12 that if they don’t provide whatever documentation by

13 such and such a date, that the funding will go to a

14 different activity. So there’s a couple of ways you

15 would be able to work that.

16 MR. CALLAHAN: Thank you.

17 I was going to suggest that, depending on what

18 the Committees’ thoughts were on it, that we could, so

19 those applications that are incomplete, that they be

20 here at City Hall in the Community Development office

21 no later than 4:30 on Monday, October 23rd. That’s a

22 suggestion on my part. Mrs. Scott, what do you think

23 of that date? That’s one week prior.

24 MS. SCOTT: Yes, we could work with that.

25 MR. CALLAHAN: Okay. That’s an idea I’ll

1 throw out there to the Committees. Like that time and

2 date, we could put that in the record.

3 MR. MADISON: I’ll support it,

4 Mr. Chairman.

  1. CALLAHAN: Okay, good.

6 Mr. Stewart, what are your thoughts?

V MR. STEWART: I was just going to make

8 the recommendation for Friday at noon, but I’m open to

9 the 23rd as well. I mean, we can have other

10 discussions. I think last year we ran into the last

11 minute crunch of getting everything together and it

12 was, you know, I think those groups that supply the

13 information and did all the leg work initially on and

14 they met those deadlines, then we kind of let the door

15 open for others. And I understand we want to be fair

16 and we want to help everybody out, but I think we have

17 to have a set time and place.

18 So I’m open to the 23rd. I’m open to whatever

19 gives the Community Development Block Grant Department

20 and Mrs. Scott and her staff to take that information,

21 digest it, because they’re going to be scrambling to

22 get something else, you know, I know we’re up against

23 that time now, it’s getting close, so that would be a

24 way.

25 Another question in regards to some of these, 1 the applicants, do they meet all the guidelines? I 2 mean, I know a lot about the City programs, but there 3 were some last year that struggled to meet some of 4 that applications and timelines that we did over 5 there. Can you give us a status on any of these who 6 have submitted these applications?

  1. SCOTT: In terms of the Subrecipients 8 that we funded last year?
  2. STEWART: Yes.
  3. SCOTT: So going back to the Boys & 11 Girls Club, we have not received an invoice to date, 12 so we have to say that zero funds have been expended 13 to date for this current program year. And we have 14 not received any beneficiary forms to date.

On the Adopt A School, they have submitted

16 invoices and they have expended 62% of their funds and 17 they have submitted 20 beneficiary forms.

The Parks & Rec Department, I do not have their 19 exact expenditures here with me tonight for their TAP 20 Active People Program or their Open Rec Program,

21 however, I do know that they have expended a hundred 22 percent of their funds for the Reach & Rise Discovery 23 Camps.

The Urban League, they have expended 39 percent

25 of their 2017 funds and they have provided 18 1 beneficiary forms to date for their program.

2 Let me go through here.

3 Save Our Children, we have not received an

4 invoice to date from Save Our Children or beneficiary forms.

And Mount — let me go back here. Further, we 7 have not received, you know, I don’t know, of our

8 other Subrecipients last year including Mount Nebo,

9 the Elyria Arts Council, we have not received any

10 invoices from them to date.

  1. STEWART: Thank you.
  2. CALLAHAN: Mr. Madison.
  3. MADISON: Thank you, Mr. Chairman,

14 just a follow-up question to what you just shared with

15 us.

16 What’s the process that your office has? So

17 for example, the invoices are not coming in, the form

18 that you’re requesting, is that, do you guys have a

19 standardized form that the organization has to fill

20 out to report that information? You know, what’s the

21 process?

22 MS. SCOTT: Yes. So after they’re

23 funded, we have a conversation. Well, we have a

24 meeting with them. We go over all the requirements.

25 We go over the contracts. We do provide beneficiary 1 forms for them to utilize. This year we also are

providing time sheets due to the 2CF R200

3 requirements, we wanted to make it more consistent 4 across the board. So we have provided that. We go 5 over the deadlines. We send e-mails and make contact 6 to all of the organizations prior to their monthly 7 dates that we request for invoices to be received. 8 And we also follow up with them, like if it’s on the 9 10th, you know, on the 10th or shortly after the 10th 10 of every month, whatever their contract says, if we 11 have not received anything. So we do, you know, 12 notify, you know, on a regular basis, we send out 13 reminders, you know, as often as we’re able to. And 14 obviously as the deadline comes near for their 15 agreement, which is December 31st, we will be, you 16 know, e-mailing regularly just to make sure all funds

17 have been expended.

18 MR. MADISON: Thank you.

19 MR. CALLAHAN: Are there any other

20 questions concerning this?

21 Okay. We had talked about the extension with

22 regards to those Subrecipients whose applications were

23 incomplete. We talked about, I brought up Monday, the

24 23rd. Mr. Stewart brought up some good points and

25 said Friday, I believe this Friday, the 13th, 1 Mr. Stewart, or Friday the 20th? 2 MR. STEWART: It would be the 27th.

  1. BAIRD: Or is that too late?
  2. CALLAHAN: I thought it had to be by 5 the 30th, is what was referred to. We had an issue

6 for the 30th, I think that’s too, the 30th is too

7 late.

8 MR. STEWART: I’m open to the 23rd,

9 October the 23rd.

10 MR. CALLAHAN: I believe Mrs. Scott said

11 that October the 23rd gave her a little more time. Is

12 that correct?

  1. SCOTT: That is correct. And what 14 our office will do is we will send probably like the 15 e-mails and try and make contact with everybody first 16 thing tomorrow morning. And I will recommend to them 17 that they work with our office and not submit the

18 documentation at the last minute. I would prefer if 19 it’s not correct by that deadline, on the 23rd, then 20 it’s just not going to be accepted.

  1. STEWART: I agree.
  2. CALLAHAN: Okay. It appears that

23 everybody on the panel agrees that Monday, the 23rd at

24 4:30 at the Community Development office. Okay, thank

25 you.

1 Any other questions or comments from anyone on

2 the panel? We’ll get to them. I’m talking about the

3 panel right now.

Mr. Baird.

5 MR. BAIRD: Just a comment. A lot of

6 these things, all of these things, I won’t say that

7 many of them, all of them are nice programs and they

8 do a lot of good. And normally I would say I’m not

9 sure I’d agree that the government ought to be doing

10 all these things, but these are funds that we receive

11 from the Federal Government, so it’s our decision to

12 make what we think are the most important, have the

13 most impact in the community. So all of them can’t be

14 done unless they’re going to get much, much less than

15 they anticipated. I suspect they all know that, but

16 sometimes it’s the 600 pound gorilla in the room, so

17 that people, just because they put down some numbers

18 think they’re going to get it. That isn’t the way

19 it’s going to work.

20 MR. CALLAHAN: Right, right. We’ll have

21 to discuss that and debate it and go forward on the

22 next meeting on the 30th.

23 MR. CALLAHAN: Mr. Jesse.

24 MR. JESSE: Through you, Mr. Chairman.

25 Ashley, I think I have, you had this ’17 up 1 there a minute ago. I think I have it in a file at 2 home, but could you e-mail that out to us just so we

3 have it.

4 MS. SCOTT: Of the 2017?

5 MR. JESSE: Yes, just so we can compare

6 what we did last year. I think I have it, but in case

7 I don’t.

  1. SCOTT: Yes, I can go ahead, I’d be 9 more than happy to e-mail the working document and the 10 Excel file, anything you need, so.
  2. JESSE: Okay. Thank you.
  3. CALLAHAN: Any other questions of

13 anyone on the panel?

If not, at this time I would ask, are there any 15 Proponents?

Ma’am, you can come up to the microphone and 17 state your organization, name and address for the

18 record.

19 MS. BROWN: My name is Merry Brown. I’m

20 with the Adopt A School. I’m sorry, my name is

21 Merry Brown, and I’m with Adopt A School Initiative at

22 Second Baptist Church.

23 I don’t know how we are doing this, because the

24 other organizations that got all of their materials in

25 and struggled to get them in, it was currently spoken

1 on this correspondence that if you didn’t get it in by

2 that date, you would.not be considered. And I don’t 3 know how you can go back and give them more time when 4 we could have had that more time. And it’s just not 5 fair to the ones that got it in by twelve o’clock on

6 Friday. And I’m just appalled at that, that you would

7 go back and give them more time. Because everybody 8 got the sheet. I struggled. I, you know, called to

9 make sure that everything I needed I had to have. And

10 I’m sure the rest of those organizations that got 11 their’s in on time did the same thing. And I just 12 don’t know how it’s fair to those that’s up there in, 13 what is that, purple, and the others that didn’t would 14 get more time. I just don’t know how this community 15 could decide that, and that’s just my thought, because 16 probably if I didn’t get it, I would probably be 17 saying that, give me more time, but that’s not fair to 18 the others. And fair is fair, and I just don’t think

19 that that’s fair.

20 MR. ÇALLAHAN: Thank you.

21 Please state your name and address for the

22 record and the organization.

23 MR. TAYLOR: Thank you. My name is

24 Bobby Taylor, 176 Timberlane Drive, is my home

25 address. I’m here speaking on behalf of Our FAMILY, 1 fathers and mothers involved in local youth.

Our FAMILY was formed as a 501(c)(3) agency on 3 July 21st, 2006 by Imogene and Bob Taylor, Sr. Since 4 1996, they planned, organized and taken children on an 5 annual all expense paid field trips to Atlanta and

6 Orlando and provided targeted stem instruction along 7 with classroom support to fifth grade students at

8 designated adopted schools. During the year long

9 programming schedule students participated in numerous 10 social and recreational activities that introduced the 11 youth to experiences outside their immediate

12 neighborhoods.

In the spring of this year, Our FAMILY began 14 managing a community garden on Mussey Avenue. The

15 eight bed garden featured one raised bed of produce 16 for each participating family. We were blessed to

17 partner with Cleveland Road Supervising for technical 18 training, seeds and plants. The success of this

19 garden allowed us to partner with the lovely women of 20 Three Bags Full, who are managing the community garden 21 on Furnace Street. The success of that partnership 22 allowed the two of us to co-manage the 24 bed garden 23 on Louisiana Avenue and start a little free library.

To maintain these gardens, we could not do it 25 alone. It has truly become a community garden 1 community. Numerous residents filled water barrels 2 with water collected in jugs donated by White House 3 Artesian Springs. Garden parties have included youth 4 volunteers from Lorain County Community Action Agency, 5 Case Foundation and Ohio Needs Jobs, plus adult 6 volunteers from Invest Elyria and Connections Young 7 Professionals of Lorain County.

8 A special garden luncheon was prepared for our

9 Mayor using produce from the gardens. And on a more

10 personal note, my 11 year old daughter, Sidney,

11 donates proceeds from her business in supporting the

12 efforts of providing fresh produce to areas with

13 limited supermarket access.

14 Our request is a modest investment of $8,000

15 for equipment and supplies for not only the current

16 gardens, but to expand the number of gardens that we

17 will manage to include two gardens on Gates Avenue and

18 gardens on Middle Avenue and Fuller Road for a total

19 of seven properties.

20 No money will be used for staffing or

21 administrative costs. I want to say that one more

22 time, no money will be used for staffing or

23 administrative costs. We believe that healthy

24 communities need healthy people and healthy people

25 need healthy food. The produce grown in our gardens 1 are free for all residents of Elyria and it’s a 2 beautification project that eliminates the blight in

3 our beloved neighborhoods.

4 I want to thank the Committee for their time

5 and consideration.

6 MR. CALLAHAN: Thank you very much.

7 MS. BOWMAN: Good evening. I just

wanted to update on what programs and what activities 9 we’re requesting. The first item I’m going to speak 10 about — I’m Liz Bowman, Parks & Recreation Director.

  1. CALLAHAN: Just state the

12 organization. We want to have it on the record.

  1. BOWMAN: Lisa Bowman, Director of

14 the Parks & Rec.

The first thing is tennis courts. I would like 16 to redo the tennis courts up at South. We currently 17 have four courts there. We would like to reduce it to 18 two. We are losing leagues that are playing there.

19 Elyria High School is going to use our courts this

20 year as is as theirs are being refurbished. We had a

21 lot of people, we have tennis lessons there, and there

22 is really no good courts in the City. It’s part of

23 our Master Plan, and that is one activity that we

24 would like to do at South.

25 Next •thing at South Park, we’d like to have two 1 drinking fountains outdoors. That’s part of the 2 Master Plan also. We have kids out there all summer

with the spray park, all the other items, we’d like to

4 add two drinking fountains located outside that would

probably operate May through October.

6 And the third thing would be a small shelter.

7 This would be not something that you could rent, just

8 like a small octagon type shape. With the addition of

9 the spray park, we anticipate excess amount of people 10 and it would just be a little extra shade in the one 11 corner of the park.

So those are the three Public Facility items 13 we’re asking for. And I’m going to let Annette

14 explain our programming which she’s in charge of each 15 one of these.

16 MS. SOLET: The three programs that we’re

17 requesting funds for are our Reach & Rise Discovery

18 Camps. We’re actually in our, this will be coming up,

19 our seventh year. Our total budget for that for the

20 past year was a little over $50,000. So we’re

21 requesting that. We, in the number of individuals, we

22 had 58% of the individuals who were LMI eligible who

23 participate in our camps. Those camps range from ages

24 6 to 18. We partner with a number of agencies and we

25 will continue that partnership.

1 The after school program, which we will run at

2 East Recreation Center, we after evaluation, we looked

3 at that and with the division of the number of

4 individuals, Middle School students being divided

between Eastern Heights, Westwood and Northwood, we

6 saw a large influx of Middle School participants.

7 With the number of LMI individuals, we had 97% were

8 LMI eligible last year.

9 And finally, our senior program we have, we

10 have an average of anywhere between 20 to about 40

11 participants a day. With a wide variety of

12 activities, we continue to adjust, meet the needs of

13 the individuals by what they’ve asked us to add. We

14 have gone from exercise, floor exercise, to a lot of

15 them can’t even get down on the floor to participate,

16 so we’ve really met the needs doing chair exercise,

17 line dancing, speakers. We’re bringing a group called 18 Evan Basin to work with the diabetic health. It’s a 19 six week series. And we have, we’re working on adult 20 coding with them and meditation through Kingston, so 21 we’re working with a lot of the agencies in the area.

I had just started attending the new initiative 23 of Lorain County Health Department, the Coalition on 24 Aging, and hopefully we’ll be able to get some more 25 individuals to be able to provide services for our

1 seniors.

2 Thank you.

3 MR. CALLAHAN: Lisa Bowman.

4 MS. BOWMAN: I wanted to say one more

5 thing. I do think we are good stewards of the money

that we have spent, every penny that we’ve gotten each

7 year. And we also reach so many people. I hope that

8 the panel considers how many people that are reached

9 for each of these programs, because we do literally

10 reach hundreds of people with what we do and what we

11 provide.

12 Thank you.

13 MR. CALLAHAN: Thank you.

14 Are there any other Proponents?

15 Please state your organization and your name

16 and address for the record.

17 MR. STEWART: Hello, my name is

18 Edward Stewart. I represent the Elyria Bicycle

19 Education Center on Middle Avenue. My address is

20 1001 Rosalee here in Elyria. Is there anything else I

21 need?

22 MR. CALLAHAN: You got it all.

23 MR. STEWART: Our project application is

24 one of the incomplete ones. And the reason that it’s

25 called incomplete is because we’re a brand new 1 501(c)(3) applicant and if any of you have any, a

close relationship with the IRS that might help us.

3 Ted, I don’t know if that might come into your

4 territory or not.

5 I understand the decision that was made just a

6 few minutes ago that we would have only until the 23rd

7 to complete our application, is that what was said?

8 MR. CALLAHAN : Yes, to answer your

9 question, the Committee concurred that 4:30 on Monday,

10 the 23rd.

  1. STEWART: So we have until the 23rd 12 to hear back from the IRS on our 501 (c)(3), that’s 13 the only part that’s incomplete. I’m unclear on where 14 we stand on this.
  2. CALLAHAN : What we understand is that 16 your documents to the City of Elyria have to be with 17 the Community Development Department on 4:30, Monday, 18 the 23rd.

Now, if indeed there’s something that you

20 haven’t got back from the IRS as you said, please make 21 a note of that on your additional paperwork.

  1. STEWART: All right. Thank you very

23 much.

24 The project, if can just explain the project in

25 brief. We’re a new bike shop in town. In fact, we’re 1 the only bicycle service in all of Elyria. The 2 project plans to take our services out into the 3 community and to expand mechanical skills among the 4 children. Our target is ages 12 to 15 and the

5 children in the immediate neighborhood in South Elyria.

We’re also going over into the southeast side 8 and the west side, and we hope to partner with the

9 Parks & Rec Department on some of the operations as 10 well as the Boys & Girls Club and other civic

11 organizations. And we had hoped to partner with the 12 schools on this, but if the funding is delayed, that 13 might be a little doubtful. But we expect to reach at 14 least 16 individuals in the target age group, plus

15 their older siblings and possibly their parents who 16 they can drag along into the program.

Thank you for your due consideration on this.

  1. CALLAHAN: Thank you, Mr. Stewart.
  2. BAIRD: Mr. Callahan.
  3. CALLAHAN: Yes, Mr. Baird.
  4. BAIRD: If I might comment, you know,

22 if you don’t get the things in on time, you know,

23 that’s not our situation. You know, there is always

24 next year. I don’t want to put anybody off, but we

25 have deadlines and son on that we have to meet. And 1 so if we can’t, you know, if you don’t have all the 2 information unless it’s just pending, something is 3 going to happen, but we have to put together a 4 deadline that we have to submit this. Is that

5 correct?

  1. CALLAHAN: That is correct.
  2. BAIRD: Okay.
  3. CALLAHAN: Please state your name and

9 address for the record and organization.

10 MS. MEISTER: I want to thank you for

11 your time and opportunity to apply. My name is

12 Caroline Meister. I work for the YWCA of Elyria,

13 which is at 318 West Avenue.

14 So we’re applying for a new program called the

15 Elyria Elders Project. And this program comes out of

16 the YWCA history as oldest multi-racial women’s

17 organization. It started in Elyria in 1913. And

18 we’ve got history. We’re a very welcoming place to

19 people of all races and all incomes.

20 So we’re hoping with this program to provide

21 opportunities that we feel is missing for low income

22 seniors for enrichment, recreation and socializing.

23 Social isolation is a serious threat for health. It’s

24 lead to chronic diseases like hypertension, heart

25 disease, diabetes, depression, dementia and premature 1 mortality. So we see this as really key as also a

2 health initiative.

3 And one other piece to think about is that we

4 do programs that focus on supporting girls who’ve

5 experienced trauma, preteen and teen girls. And there

6 have been studies that have come out called ACES, the

7 Adverse Childhood Experience Study, and it shows how

8 traumatic experiences in youth affect health later in

9 life.

So our hope is also to be able to connect these 11 elders with youth, because having a mentor and having 12 something you belong to is a factor that promotes

13 resiliency. So we see it as a way to benefit both

14 youth and seniors.

And one more thing, we would like to take the 16 seniors on trips to go to arts, go to places like

17 Karamu House or nature centers. And we also hope to 18 offer workshops and classes. And in between we house 19 the YMCA within the YWCA and they have a program

20 called Silver Sneakers, so we’d like to offer classes 21 through that, as well as cooking and art workshops.

Thank you for your consideration.

  1. CALLAHAN: Thank you very much.

24 Just name, address and organization for the

25 record.

1 MS. TIGHE: My name is Jessica Tighe, and

2 I am speaking on behalf of Spark Theater Company.

3 We’re based out of 423 Oxford Avenue.

4 We currently do not have a brick and mortar

location, but we’re working to build our home in

6 Elyria. And Spark Theater Company is working to

7 celebrate the power of young people and revolutionize

8 the perception of art intended for them.

9 We are proposing a program for south central

10 youth offering arts and drama classes that they would

11 normally not be able to afford otherwise. So the

12 grant would offset the cost to those students.

13 Thank you for your time.

14 MR. CALLAHAN: Thank you.

15 Same, name, address and name of organization

16 for the record.

17 MR. CHARLES: My address is 233 Bond

18 Street. My name is Trent Charles. And I represent

19 Southside Pride Community Collaborative. Thank you

20 for your time.

21 We are requesting funds for transportation for

22 Middle School students in South Elyria to approved out

23 of school time opportunities. One thing that Elyria

24 has going for it, it has an array of wonderful out of

25 school time opportunities, although there does exist 1 deficiencies in the students getting to those 2 opportunities. So Southside Pride is looking to fill 3 that gap to provide that transportation, so that the 4 students have access to all the wonderful 5 opportunities that do exist in the City.

6 So the funding would go towards hiring a driver

7 that would operate the bus and for funds going toward

8 two-way communication and tracking, so that we know

9 where the bus is going. This would provide safe,

10 reliable transportation to all of the Middle School

11 students in South Elyria.

12 So I thank you for your consideration.

13 MR. CALLAHAN: Thank you.

14 Name, address for the record and organization.

15 MR. DIXON: My name is John Dixon,

16 222 University, Elyria, Ohio. I’m the Program

17 Director for the Elyria Mini Pioneers for the youth

18 football program here in Elyria.

19 What we did two years ago is we took all three

20 youth football programs here in the City and combined

21 them into one big unit. We work directly with the

22 athletic director of Elyria High School and the high

23 school football coach as a feeder program for the

24 junior high schools or for the junior highs. We have

25 six teams this year. We do first grade through sixth 1 grade. We have 130 football players and around 20 2 cheerleaders this year, so we have about 150 kids in 3 our second season here.

We’re located in South Park. And the reason

5 that we do that is we try to direct everything towards 6 the families that really can’t afford to travel and

7 even across Elyria. We try to locate ourselves to

8 make it easy for those kids. And anything that, you 9 know, the City of Elyria can do to help this program 10 would be greatly appreciated.

So thank you for your time.

  1. CALLAHAN: Okay. Thank you.

Are there any Proponents? Are there any

14 Proponents?

Theresa, you wanted to speak?

  1. SHEA: Theresa Shea, 519 East Avenue.

Since I’ve been coming to these meetings for 18 ten years, I always like to comment on the new people 19 applying and what we have to look forward to this next 20 year. And I like to pick certain ones, just like you 21 do, although I would like Engineering to give me

22 sidewalk money for East Avenue. That’s not in the

23 written program, but I do. I think I forgot to ask

24 last year.

25 But I’m very excited about some of these 1 programs. I may not know their official names, but 2 the bike program, I have seen people who usually walk 3 down the street, yelling and screaming, riding 4 bicycles now being calmer. Until somebody runs their 5 bike over and I tell them, go back there, they’ll help 6 you repair it. So I’ve actually seen it have an 7 impact on some very unusual people in my neighborhood. 8 So I really like what’s happening with that.

I like the theater group because everybody is 10 an actor on the street around there, and the youth

11 don’t have that much to do. There’s some very smart 12 young teenagers that live in my area and younger ones, 13 and I think it would just be a lovely program for

14 them.

15 Let’s see. I like the community garden idea 16 too, because it actually would be more local. Of

17 course, I want one on East Avenue, but we do have some 18 beautiful land that used to be horrible houses. And 19 Mr. Brubaker knows, and that would be a really nice 20 one there. But that’s a good way, right at the ground 21 level to funnel the children into something.

I like the Discovery Camps. I like the YWCA

23 idea. Of course I like Bobby Taylor’s. I always

24 forget the names, I’m sorry. But he’s so good with

25 the kids, oh, that’s the community garden, but I used 1 to watch him at the Boys & Girls Club with the kids.

But I do see a lot of people a little greedy

for money here for their staffs. That’s not really

4 what this is about, I don’t think. I think there is

5 so many unique programs here, we could all pick

6 different ones and have a lovely, lovely set of

7 programs. Any questions?

8 MR. CALLAHAN: Thank you, Theresa. Thank

9 you.

10 Are there any Proponents? Are there any

11 Proponents? Are there any Proponents?

12 Are there any Opponents? Are there any

13 Opponents? Are there any Opponents?

14 I declare this Public Hearing has been held.

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11 C E R T I F I C A T E

12 I, Kathleen A. Hopkins, a stenotype reporter,

13 do hereby certify that I attended the taking of the

14 foregoing Public Hearing for the City of Elyria, Ohio,

15 wrote the same in stenotype, and that this is a true

16 and correct transcript of my stenotype notes.

17

Kathleen A. Hopkins (Electronic Signature)

18 Kathleen A. Hopkins, Notary Public

My commission expires 1-10-20

19 Filed in Lorain County, Ohio

EVENT: Wed. Nov. 1, 2017 - Wed. Nov. 1, 2017

Oct 10, 2017 Finance Meeting Minutes

The tape of this meeting is on file in the Council Clerk’s Office.

TO THE HONORABLE COUNCIL OF THE CITY OF ELYRIA, OHIO:

The Finance Committee held a meeting on Monday, October 10, 2017 at 6:07 P.M. in Council Chambers.

PRESENT: Committee Chair Stewart, Members Tanner, Madison, Baird, Lotko ABSENT: None

OTHERS PRESENT: Mayor Brinda, Safety Service Director Siwierka, Law Director Serazin, WWPC Superintendent Korzan, Engineer Ujvari, Finance Director Pileski, Police Chief Whitely, Assistant Safety Service Director Brubaker, Communications Superintendent Showalter

 

1. Approval of the 9/25/2017 Meeting Minutes.

Tanner moved and Baird seconded to approve the minutes of the 9/25/2017 Finance Committee Meeting.

MOTION CARRIED

2. The matter of certifying a list lot mowing charges to the Lorain County Auditor’s Office.

REFERRED BY: Safety Service Secretary, Ginny Hawes

This is standard procedure.

Baird moved, seconded by Tanner to recommend a resolution to certify lot mowing charges to The Lorain County Auditor’s Office

MOTION MOVED COMMITTEE REPORT WRITTEN3. The matter of placing a Lien on the property of 334 Princeton Ave. for emergency tree removal.

REFERRED BY: Assistant Safety Service Director Brubaker

Mr. Brubaker explained that the tree that was on private property and it had to be removed because it was a very dangerous tree, a large limb had already fallen and had damaged the neighbor’s property. This is the first time that we’ve taken down a tree on private property. It had to be removed because it was a safety issue. The owner is deceased and the family members have denied all liability to the property and the house is currently in foreclosure. Due to the fact that it is in tax foreclosure we would like to get in on the lien for the potential that the City could get our money back to protect the City interest.

Mr. Baird said the value of the property value is $89,000 and unpaid taxes are $10,000. Mr. Brubaker said the house is in fairly good condition and feels the house will sell for the amount of the taxes and any other liens on the property including the lien for the tree.

Baird moved, seconded by Madison to recommend a resolution to place a lien on the property of 334 Princeton Ave. for emergency tree removal.

MOTION MOVED COMMITTEE REPORT WRITTEN 

4. The matter of a request to re-classify City Council Secretary from Administrative Secretary to Secretary III.

REFERRED BY: Council Clerk Office

Mr. Bullocks spoke to the committee and said that this matter is referring to Mrs. Billman and explained that Mrs. Billman is not an Administrative Secretary, where she supervises or makes decisions as described under the title of Administrative Secretary. Mrs. Billman was given the Administrative Secretary title years ago and now with the exempt and non-exempt that’s coming into effect, she does not meet the FCLA for supervisors, running the department, making decisions and so forth, which fall under the job duties of the clerk. Mr. Bullocks said that the Law Director said that her title should be changed with no pay increase from Administrative Secretary to Secretary III. This title change would make her position become a non-exempt position as opposed to exempt position.

Mr. Baird asked for the issue of overtime in Chapter 165 to be clarified. Ms. Deery stated that she understands that at the time Nell Fike retired prior to coming back on board with the City, she had the title of Administrative Secretary and upon her return, Mrs. Billman assumed the position of Administrative Secretary and Ms. Fike took the position of Secretary. She and Ms. Fike basically switched job classifications. Based upon the audit for purposes of determining which jobs are exempt and non-exempt, the job classification of Administrative Secretary has been determined to be exempt for purposes of Fair Labor Standards Act; it’s Federal Law. That is what has brought this issue to light.

There are no employees that are working without getting some kind of compensation. It’s a matter of whether employees will get time and a half. Will they get overtime or will they only be allowed to get it as ‘comp’ time? The review of these positions was done fairly recently and up until then Mrs. Billman had been receiving overtime at time and a half. As Mr. Bullocks explained the job responsibilities in the Council Clerks’s office, there is no supervising, which would be what would make someone exempt. Ms. Deery is not aware if Susan Anderson reviewed this particular job title.

There are other Administrative Secretary positions throughout the city and they may have different or similar responsibilities.

Mrs. Siwierka clarified that the Administrative Secretary position was not reviewed by Susan Anderson.

The Administrative Secretary position has been an exempt position since Chapter 165 was created in 1990. Through an error in payroll, the administrative secretaries were given overtime. There were other employees where that error was made in payroll. Part of the change was to clean that up and correct it, Ms. Deery is correct: Ms. Fike was the Administrative Secretary until she retired and when she came back, she became the Secretary and Mrs. Billman was promoted to Administrative Secretary. As an Administrative Secretary she is entitled to overtime after 40 hours worked, at time for time, not time and a half. But this was not a position that was reviewed. The duties haven’t changed, so to change the title, you may have the Department of Labor coming in and will question why the change, based on what? The duties have remained exactly the same. The issue is time and a half versus time for time, straight time or overtime, that’s the difference.

Mr. Baird asked what the work hours are for the clerk’s office. He asked because he had noticed Mrs. Billman at the office before City Hall is even opened. Mrs. Bullocks said that Mrs. Billman was given the hours of 6:30 – 3:00 by the previous clerk. Mr. Bullocks said the one problem he had was when the other person in the office was off then the office would be closed after 3:00. Mrs. Billman said that if the other secretary, Ms. Rosado, is off then Mrs. Billman would stay until 4:30 to keep the office open. There is no overtime involved with Mrs. Billman coming in at those early hours.

Mr. Baird said that as the Safety Service Director indicated, there doesn’t seem to be a real reason to change it and that is his feeling as well.

Mr. Bullocks said that the reason that the issue was brought up was because Mrs. Billman didn’t meet some of the criteria that was in the Fair Labor Standards. One of those issues is that the employee would have to make over $47,000 and Mr. Bullocks isn’t sure if Mrs. Billman makes over that amount to be classified as a supervisor. She is a Secretary just like Ms. Rosado.

Mr. Pileski said that there are other Administrative Secretaries so we have to be careful, we don’t want to have a snowball effect with others coming forward to have their title changed to a non-exempt position.

Mrs. Siwierka reminded the committee that there are other criteria for exemption and the position has been exempt since 1990. There are other exemptions, for example she is working for elected officials and there is confidentiality involved. It clearly was an error in payroll that has now been corrected. She still gets overtime after 40 hours worked, but it’s time for time, not time and a half.

Mr. Stewart feels that if we make this change, others may want to have the same consideration. He would recommend to stay with the course of what has been put in place.

Mr. Tanner asked what the difference between Secretary and Administrative Secretary would be. Mr. Bullocks said it’s strictly just a title change. Ms. Deery explained that as of now, there is no Secretary III position that exists, there is Secretary I and Secretary II. So what this referral is proposing is to create a Secretary III position which would mirror what Mrs. Billman’s current roles are, including the same salary. A Secretary III would be a non-exempt position. But it would look very much like an Administrative Secretary position. Again, the City’s Administrative Secretary position was not reviewed. If it was, maybe it would come out that it was exempt, or maybe it would have come out that it was non-exempt.

Mr. Pileski clarified the difference between an exempt position and a non-exempt position; an exempt employee will get ‘time for time’ when they work over 40 hours in a week, if they are non-exempt, they will get ‘time and a half’. That is the difference going from Administrative Secretary, exempt to Secretary III, non-exempt, it’s just the time and a half factor.

Mrs. Siwierka said that by creating a Secretary III position, it could open a ‘can of worms’. It would need to be determined if it was Civil Service protected, which opens up a whole different thing. The ‘Administrative Secretary’ positions have always been exempt.

Mr. Stewart said that Mrs. Billman’s situation is unique to itself. He is in favor of leaving it the way that it is, that she is classified as Administrative Secretary. It’s nothing against Carol, she does a fantastic job for Council, but he feels that is the best way to go forward with this matter.

Baird moved, Madison seconded to get the matter on the floor.

The motion is on the floor and the committee needs to vote.

All in favor of the change, signify by saying Aye = 0

All opposed, signify by saying Nay = 4

MOTION NOT CARRIED 5. The matter of authorizing the Mayor to enter into a contract with Brian K. Balser to represent the City regarding a lawsuit against pharmaceutical companies and suppliers of opioids on a contingent fee basis.

REFERRED BY: Law Director Serazin

Mayor Brinda said this was brought forward by Law Director Serazin. Elyria, like many cities, is in this unfortunate situation. It tends to be compounded in our urban area. The local government fund is declining as a result of funds being referred to opioid programs. We need to do everything we can to address this at the root cause. Research backs up the fact that this epidemic started with the drug companies who took a drug that was originally to be prescribed for those with chronic pain associated with terminal illnesses. It’s been over-prescribed and we are now living with the outcome of it.

The city of Dayton was the first city to do this and was followed by Lorain and 5 more since then. It makes sense for Elyria to do this, especially since it’s on a contingency basis.

Baird moved, Madison seconded to recommend the approval to authorize the Mayor to enter into a contract with Attorney Brian K. Balser to represent Elyria in a lawsuit against pharmaceutical companies and suppliers of opioids on a contingency basis.

MOTION CARRIED COMMITTEE REPORT WRITTEN 

6. The matter of the donation of City funds for improvements to 106 Middle Avenue which was donated to the Community Investment Corporation.

REFERRED BY: Finance Director Pileski

Mr. Pileski stated that since this matter has been referred, the City has determined that it’s not legal for tax money to be donated to the CIC. So, since Issue 6 is tax money, the question now becomes rather than donate money to the CIC, can the City directly pay for the repairs with Issue 6 money? There is money appropriated in economic Development Department of the Issue 6 Fund. It is clear that we cannot donate money to The Community Improvement Corporation, but we can pay the contractor directly from City Funds.

Mayor Brinda explained that this property was a donation from the Schmittgen Family. The property is Kimberly Plaza on the Square. It’s a prime piece of Real Estate. The Building Department did a thorough inspection. It’s in very good shape. The CIC determined that it’s a good value and good for Economic Development for Downtown so we could have some control over the property. There were a number of inquiries. There is someone who has been working with our Community Development Department and she would like to open a Bridal/Dress Shop. This prospective tenant has been successful at applying for other monies and has communicated to the City that she is willing to sign a long term lease and willing to make some major improvements to the building itself. The repairs are just reconfiguration of walls to accommodate the bridal shop. They will replace the carpets and refinish the floors on the second floor.

The property is currently valued at $94,000 and they have offered to make $20,000 worth of improvements. The Mayor is asking for the City to fund the improvements for the reconfiguration that it will take to make the building a retail store to accommodate the bridal/dress shop. A case can be made for Economic Development.

Mr. Madison wanted to clarify that $10,000 is to be taken out of Issue 6 Funds and used for the repairs and not to donate the money to the CIC? Mayor Brinda answered, yes, that is correct.

Mr. Baird said that this is worth while and positive and that’s what we’re looking for the Economic Development money to be use for.

Mr. Stewart stated he would support the project and a good opportunity to use those funds.

Mr. Pileski reminded that there is money appropriated in the Economic Development account under Issue 6 Fund.

Baird moved, Madison seconded to recommend the donation of City funds for improvements to the building located at 106 Middle Avenue which has been donated to the Community Investment Corporation.

MOTION CARRIED COMMITTEE REPORT WRITTEN7. The matter of a request to amend the 2017 Permanent Appropriations.

REFERRED BY: Finance Director Pileski

Mr. Pileski said regarding the 2016 half percent income tax fund, that the Police Department is not spending everything that is appropriated for wages. The Police Chief requested $50,000 to be moved from Salary & Wages to Capital Outlay for a Van for the Special Response Team. Mrs. Siwierka said the current Special Response Team van is a 20-year-old Brinks Truck that was donated to the City. The mechanics have kept it on the road. It’s certainly not the right type of modern technology vehicle. The chief came forward asking that we consider money to order this vehicle that will be used by the Special Response Team, Swat situations, hostage situations. It’s specially equipped vehicle for weather. The Sheriffs Department has one. It’s similar to a tank, but it’s not a tank. The $50,000 is to buy this vehicle that will already be equipped.

Mr. Baird wanted to be assured that there were not any other avenues that might be available to get another donated vehicle. Mrs. Siwierka said that they are not aware of any.

Mr. Madison asked how many times we’ve used the current vehicle. Mrs. Siwierka and Mr. Brubaker stated that it’s used frequently several times a month. Mr. Brubaker said it’s also been used in drug raids. But, it hasn’t been used for sometime because it’s sitting at CMG. They can’t use it. They are currently using an old cargo van.

Baird moved, Madison seconded to amend the 2017 Permanent Appropriations per discussed.

MOTION CARRIED COMMITTEE REPORT WRITTEN 

Mayor Brinda wanted to bring the attention to committee members regarding the memo that was put in their mailboxes. The memo is regarding a proposed Economic Development Contract. She asked everyone to look at it. The contract is for less than $50,000 and she would like everyone to agree. She would like council’s blessing. It needs to be a team approach. There a 2 projects that came from recommendations for Jump Start Elyria and The Redevelopment Plan for the Mall. One is for a project on the Washington Ave parking lot and higher end residential housing near Midway Mall. In order to advance those projects they need design work done, which is what this request is for.

Mr. Stewart said he would like to call a Strategic Planning Meeting to discuss this issue further. That meeting would take place November 6th and he would confirm that with Mr. Lotko and confirm back with the Mayor. If Council has any questions between now and then, they should contact the Mayor’s office and then the issue will be discussed on November 6th.

Baird moved, Madison seconded to adjourn the Committee Meeting at 8:01 P.M.

MOTION CARRIEDSubmitted by,

 

 

Colleen Rosado, Secretary

 

EVENT: Mon. Oct. 30, 2017 - Mon. Oct. 30, 2017

Oct 30, 2017 Joint Community Development & Finance Agenda

10/30/17

JOINT

COMMUNITY DEVELOPMENT COMMITTEE

WITH FINANCE COMMITTEE

MEETING AGENDA

Monday, October 30, 2017

T. Callahan, Chair 6:00 P.M.

1. Approval of the 10/10/2017 Joint Community Development / Finance Meeting Minutes

2. The matter of the FY 2018 Community Development Block Grant Action Plan and Consolidated Plan Annual Update.

PUBLIC HEARING #3

(CD & FINANCE)

REFERRED BY: Community Development Director A. Scott

 

 

OTHER PENDING ITEMS

1. The matter of the sale of City owned property. The matter of the disposal of City property (Standing referral)

2. The matter of entering into agreements for tax abatement, urban enterprise zones, and the CRA #3. w/ Finance

(Standing referral)

3. The matter of acquiring properties for land reutilization in compliance with the Neighborhood Stabilization Program. w/Finance (Standing referral)

4. The matter of the acceptance of several subdivisions. (Subdivisions basically awaiting completion of sidewalks)

5. The matter of accepting New Riverbend Subdivision No. 1 and No. 2.

6. The matter of a request by property owners to remove their properties from their inclusion in the West Avenue Historical District. w/Planning Commission REFERRED BY: Bob Tarry

7. The matter of citizen requests for additional street lighting. W/ Finance Referred by: SSD Siwierka (tabled 1/11/16) (4/11/16 tabled to pending)

8. The matter of amending Chapter 1166.04 to add a new conditionally permitted use to the H-I Heavy Industrial District for the cultivation of medical marijuana as contemplated by Chapter 3796 of the ORC. W/ Planning Commission

REFERRED BY: Assist. Law Director Breunig

9. The matter of a request to rezone the property at 202 Chestnut Street, which is owned by the City of Elyria. Currently zoned B-N ( Business Neighborhood District) to rezone to R-MHH (Residential-Multi-Household High Density) W/Planning Commission REFERRED BY: Assist. Safety Service Director Brubaker

 

 

CD Agenda Oct. 30, 2017

 

EVENT: Mon. Oct. 30, 2017 - Mon. Oct. 30, 2017

Oct 30, 2017 Community Development Agenda

10/30/17

COMMUNITY DEVELOPMENT COMMITTEE

MEETING AGENDA

Monday, October 30, 2017

T. Callahan, Chair 6:00 P.M.

1. There are NO Community Development Meeting Minutes to be approved at this meeting.

3. The matter of a request of an ordinance to establish Medical Marijuana Licensing and Parameters for Conditional Use in Heavy Industrial Districts in Elyria.

Planning Commission and Community Development

Approved by Planning Commission on 10/24/17

REFERRED BY: Law Director’s Office

2. The matter of a request of a resolution to approve and support a merit based application for a Medical Cannabis Dispensary to be located in Elyria.

REFERRED BY: Tiffany Bowden

OTHER PENDING ITEMS

1. The matter of the sale of City owned property. The matter of the disposal of City property (Standing referral)

2. The matter of entering into agreements for tax abatement, urban enterprise zones, and the CRA #3. w/ Finance

(Standing referral)

3. The matter of acquiring properties for land reutilization in compliance with the Neighborhood Stabilization Program. w/Finance (Standing referral)

4. The matter of the acceptance of several subdivisions. (Subdivisions basically awaiting completion of sidewalks)

5. The matter of accepting New Riverbend Subdivision No. 1 and No. 2.

6. The matter of a request by property owners to remove their properties from their inclusion in the West Avenue Historical District. w/Planning Commission REFERRED BY: Bob Tarry

7. The matter of citizen requests for additional street lighting. W/ Finance Referred by: SSD Siwierka (tabled 1/11/16) (4/11/16 tabled to pending)

8. The matter of amending Chapter 1166.04 to add a new conditionally permitted use to the H-I Heavy Industrial District for the cultivation of medical marijuana as contemplated by Chapter 3796 of the ORC. W/ Planning Commission

REFERRED BY: Assist. Law Director Breunig

9. The matter of a request to rezone the property at 202 Chestnut Street, which is owned by the City of Elyria. Currently zoned B-N ( Business Neighborhood District) to rezone to R-MHH (Residential-Multi-Household High Density) W/Planning Commission REFERRED BY: Assist. Safety Service Director Brubaker

 

 

CD Agenda Oct. 30, 2017

 

EVENT: Mon. Oct. 30, 2017 - Mon. Oct. 30, 2017

Oct 30, 2017 Finance Meeting Agenda

Revised 10/30/17

FINANCE COMMITTEE MEETING

*REVISED* AGENDA

Monday, October 30, 2017 V. Stewart, Chair Following Joint CD & Finance 1. Approval of the 10/10/2017 Finance Meeting Minutes

2. The matter of removing a lot mowing lien from the property at 947 Oakwood St. which was placed inadvertently on the property’s tax duplicate.

REFERRED BY: Assistant Safety Service Director Brubaker

3. The matter of applying for and accept if offered, Grant Funds of up to five million dollars, known as the Bloomberg Mayor’s Challenge.

REFERRED BY: Mayor Brinda

4. The matter of a request for transferring $500,000 of demutualization funds from the City of Elyria to the Elyria Community Improvement Corporation for the purpose of creating a gap financing loan fund.

REFERRED BY: Mayor Brinda

*5. The matter of approval of a Resolution of Opposition of Ohio House Bill 49.

REFERRED BY: Finance Director Pileski

6. The matter of a request to amend the 2017 Permanent Appropriations.

REFERRED BY: Finance Director Pileski

 

OTHER PENDING ITEMS

1. The matter of citizen requests for additional street lighting. W/ CD Referred by: SSD Siwierka (tabled 1/11/16)4/11/16 tabled to pending items)

2. The matter of a request from Lorain County Administrator Cordes requesting that the City return a portion of water fees for the maintenance of infrastructure. REFERRED BY: SSD Siwierka (tabled 5/31/16)

3. The matter of the county water and sewer billing services. REFERRED BY: SSD Siwierka tabled 10/11/16

4. The matter of equipping police cruisers and police officers with video cameras. (4/24/17 tabled to pending, awaiting prices)

REFERRED BY: Councilman Tanner

5. The matter of Chapter 165, Non-Bargaining Unit Employees. Tabled to 5/30/17

6. The matter of authorizing the Mayor to advertise for bids and enter in a contract for the purchase of tree lawn tree services. W/ Utilities REFERRED BY: SSD Siwierka (Tabled, awaiting Sanitation Rate Study)

7. The matter of the Unpaid (aged) Utility Bills to be placed as Tax Liens to the Lorain County Auditor’s Office. w/ Utilities **( Tabled)** REFERRED BY: Director Siwierka

8. The matter of approving an Ordinance authorizing the Mayor to approve replacing Light Bulbs on State Route 57 to LED Bulbs. (Tabled by Finance Chair 9/11/17) (Utilities and Finance) REFERRED BY: Safety Service Director Siwierka

5. The matter of a review of several Supervisory Salary Ranges for Non-Bargaining Managers, Department Heads and Superintendents. (Tabled 9/11/17 & 9/25/17) REFERRED BY: Mayor Brinda and Safety Director Siwierka

Standing Referrals: Union Contracts, The Fee Ordinance, The Salary Ordinance, Changes to Chapter 165, EPA Matters, Enterprise Zone Agreements / Tax Abatement / CRA Matters-Agreements w/ Community Development, Fire Station Work, Police Complex Work, Issue 2 Matters, Rural Enterprise Zone Matters, sale of City owned land w/ Community Development, Acquiring properties for land reutilization in Compliance with the Neighborhood Stabilization Program. w/Community Development

Finance Agenda October 30, 2017

 

Community Housing Improvement Program (CHIP)

Community Housing Improvement Program (CHIP)

Notice of Intent to Request-Release of Funds (NOI/RROF)

Environmental Review Record (ERR)

East Avenue Relief Sewer – In the Know 10/27/17

Happy Friday Everyone!!

 I missed last week’s update…much of the same continued on the project.  Contractor worked on getting new water services installed and houses connected.

 The contractor has another week on water services.  Then, we move onto the sewer work.  The sewer work will involve constructing a new sanitary sewer that can accommodate wet weather flows(stormwater runoff that enters the sanitary system) and keep as much of that overflow out of the river (this overflow would be a combination of stormwater and sanitary sewage).

 More information will be provided next week, but just to give you a heads-up, the intersection of 4th Street and East Avenue will be closed beginning November 6th or 7th for 2-4 weeks.  The start date for this is tentative and will be confirmed next week.

 I do want to mention that East Avenue is CLOSED TO THROUGH TRAFFIC….AND THE INABILITY FOR A MOTORIST TO DRIVE THROUGH THE EXCAVATION AREA IS WAY IT IS CLOSED.   Last week, there was a lady who screamed at the crew and my inspector because they would not let her drive alongside the excavator next to the hole in the ground.  She couldn’t take NO for an answer and drove through the zone anyway.  The inspector got her license plate number, and the police were happy to provide her with a friendly letter and a conversation on her actions.   Just remember….keeping drivers out of the immediate excavation area is for the safety of the crew, the inspector, AND the motorists!

 *Just a reminder – keep raked leaves out of the street.  In the work zone areas, Tim, the inspector, can help coordinate with the leaf crews if necessary.

I will provide more info on the intersection closure next week.

Enjoy your weekend everyone!

And as always….Please DRIVE SAFELY!!

 

 

Kathy

 

East Side Relief Sewer – In the Loop 10/27/17

Happy Friday Everyone!

The week was pretty uneventful again!  So, this update will be short & sweet.

The latest road closure update:

“Road Closing:  140-141 Whitman Boulevard – East Side Sewer Relief Project

On Tuesday, October 24th, 2017 the East Side Sewer Relief Project has progressed to the addresses of 140-141 Whitman Boulevard. There is no pass-through at these addresses. All addresses higher than 141 Whitman Blvd will need to access from the east (Abbe Road) and access to the addresses below 140 Whitman Blvd will need to access from the west (Gulf Road.)

Gulf Road remains closed to through traffic and has a reduced speed limit of 25 MPH between Hilliard Road and Burns Road.”

I was just forwarded a complaint through Councilman Craig about truck traffic/speeding/noise on Whitman.  There will be a lot of truck traffic on Whitman for the completion of the current phase and the construction of the next phase; however, speeding is definitely an issue.  The drivers are not immune to following the speed limits.  I will forward the complaint to the superintendent and project manager.  If you by chance get the name on the side of the truck (not all trucks are owned by the contractor) that is causing havoc, please let me know.

IN OTHER NEWS

    • Just a reminder – keep raked leaves out of the street.  In the work zone areas, Pat can help coordinate with the leaf crews.
    • New Location Map

Enjoy your weekend everyone!

And as always….Please DRIVE SAFELY!!

 

Kathy

Kathryn K. McKillips, P.E.

City of Elyria Engineering

131 Court Street

Elyria, Ohio 44035

Office 440-326-1444

Fax 440-326-1441

kmckillips@cityofelyria.org

 

CLEAN WATER: IF WE ALL DO A LITTLE, WE CAN DO A LOT

 

 

This message is intended solely for the recipient to which it is addressed. If you are not the intended

recipient, you should not disclose, distribute or copy this email. Please notify the sender

immediately by email and delete this email from your system.

 

Fire Hydrant Flushing For Tuesday October 24, 2017

Fire Dept. will be Flushing Hydrants Today October 24, 2017

 

Murray Ridge Rd

EVENT: Tue. Oct. 17, 2017 - Tue. Oct. 17, 2017

Oct 2, 2017 Council Meeting Minutes

Minutes Approved As Printed October 2, 2017

Regular Council Meeting

10/16/17 Elyria City Council

  1. CALL TO ORDER

The regular meeting of Elyria City Council was called to order on October 2, 2017 at 7:00 P.M. by President Lotko. President Lotko opened the meeting with a moment of reflection and it was followed by the Pledge of Allegiance to the Flag of the United States of America led by President Lotko and Clare.

  1. ROLL CALL: COUNCIL MEMBERS

PRESENT: Callahan, Cerra, Mitchell, Baird, Stewart, Jessie, Craig, Madison, Tanner, Lotko, Davis

ABSENT: None

OTHERS PRESENT: Mayor Brinda, Safety Service Director Siwierka, Finance Director Pileski,

Asst. Law Director Deery, ASSD Brubaker, Engineer Ujvari, Fire Chief Benton, Police Chief Whitely, WWPC Superintendent Korzan, Sanitation Superintendent Eye, Parks Supervisor Bowman, Council Clerk Bullocks

OTHERS ABSENT: None

  1. PUBLIC HEARINGS:

The meeting recessed for a Public Hearing at 7:05 P.M. Clerk Bullocks read the call to the Public Hearing.

You are hereby notified, that on Monday, October 2, 2017, Elyria City Council will consider and vote on the following:

An Ordinance to approve the editing and inclusion of certain Ordinances as parts of the various Component Codes of the Codified Ordinances; to provide for the Adoption of New Matter in the Updated and Revised Codified Ordinances; and repealing Ordinances and Resolutions in conflict therewith.

President Lotko stated that all present had heard the call to the Public Hearing.

President Lotko asked if there were any proponents. There were none.

President Lotko asked if there were any opponents. There were none.

Sponsored by:

Finance:

V. Stewart, III

M. Lotko, III

L. Tanner

M. Madison

J. Baird

ORDINANCE NO. 2017-142

AN ORDINANCE TO APPROVE THE EDITING AND INCLUSION OF CERTAIN ORDINANCES AS PARTS OF THE VARIOUS COMPONENT CODES OF THE CODIFIED ORDINANCES; TO PROVIDE FOR THE ADOPTION OF NEW MATTER IN THE UPDATED AND REVISED CODIFIED ORDINANCES; AND REPEALING ORDINANCES AND RESOLUTIONS IN CONFLICT THEREWITH.

 

 

  1. PUBLIC HEARINGS: Continued

Stewart moved, Madison seconded to pass this ordinance on its first reading.

PASSAGE:

AYE: 11

NAY: 0

ABSENT: 0

MOTION CARRIED

President Lotko declared the Public Hearing had been held.

The regular Elyria Council meeting resumed at 7:15 P.M.

  1. APPROVAL OF MINUTES:

Tanner moved, Cerra seconded that the Regular Meeting Minutes of September 18, 2017 be approved as printed.

MOTION CARRIED

  1. REMARKS AND REPORTS OF CITY OFFICIALS:

Mayor Brinda: Reported that leaf pick up will begin on October 16th. Thanks to a suggestion of Keenan Williams of the Street Department the City will offer a program to have volunteers rake leaves in yards of residents who are unable to do so. They will need to call the Mayor’s office and leave there name and address on a list. The volunteers will be student groups throughout the city.

Safety Service Director Siwierka: No Report

Finance Director Pileski: No Report

Assistant Law Director Deery: No Report Will discuss the Judges Court Order in Strategic Planning

Fire Chief Benton: Report is attached herewith, made a part thereof and designated as Exhibit “A”.

Assistant Safety Service Director Brubaker: No Report

Engineer Ujvari: Update on the ODOT I90 project, the Bridge Deck has been poured over West River Road North from Griswold to Route 254 has re-opened.

Mr. Stewart commented on the much needed improvements on Carol Lane have been completed and are very much appreciated. Mr. Jessie also commented that the finished project on Ashland is very nice as well. Mr. Ujvari appreciated the positive feedback and stated that it’s money well spent.

Police Chief Whitely: No Report

  1. REMARKS AND REPORTS OF CITY OFFICIALS: Continued

Parks & Recreation Director Bowman: Report is attached herewith, made a part thereof and designated as Exhibit “B”.

Mr. Madison asked if there is a plan to re-pave the entryway at South Park? Mrs. Bowman said that there are plans to re-pave at all the parks once the funding becomes available.

Mr. Tanner asked if our Street Department can do the paving. Mrs. Bowman said that the Street Department has patched as much as possible and really need to be re-paved. Mr. Tanner asked why our Street Department can’t replace blacktop on the entryway. Mrs. Siwierka said that the City does not have a ‘black-top machine’ it was gotten rid of many years ago.

Mr. Stewart asked for an update on the Cascade Park Project. Mrs. Bowman said she has been requesting information and she will be setting up a meeting with the director of the project within the next few weeks to get that update.

Mrs. Mitchell thanked Mrs. Bowman about the Splash Pad at West Park!

WWPC Superintendent Korzan: No Report

  1. PRESIDENT’S REFERRALS AND REMONSTRANCES:
  2. The matter of authorizing the Mayor to enter into a contract with Brian K. Balser Esq. to represent the City of Elyria regarding a lawsuit against pharmaceutical companies and suppliers of opioids on a contingent fee basis.

REFERRED BY: Law Director Serazin

REFERRED TO: Finance

  1. The matter of the donation of City funds for improvements to the building located at 106 Middle Ave. REFERRED BY: Finance Director Pileski

REFERRED TO: Finance

  1. The matter of a rezoning request for the shopping Center located at 500 N. Abbe Road from B-N to B-G District.

REFERRED BY: Attorney Molly Gwin

REFERRED TO: Planning Commission/Community Development

  1. The matter of a rezoning request for property located at 1251 East Avenue from a R-TH Residential-Two Household to a R–MHL Residential-Multi-Household.

REFERRED BY: Brian Bauer, AIA

REFERRED TO: Planning Commission/Community Development

 

 

  1. PRESIDENT’S REFERRALS AND REMONSTRANCES: Continued
  2. The matter of a request for a Conditional Use Permit to Elyria Home Realty, for construction and use of two (2) new Class I Type A Group Homes.

REFERRED BY: Brian Bauer, AIA

REFERRED TO: Planning Commission/Community Development

  1. The matter of the City of Elyria joining the Ohioans for Clean Energy.

REFERRED BY: Mark Craig, 4th Ward Council

REFERRED TO: Utilities, Safety and Environment

  1. The matter of an active marketing campaign for the City of Elyria.

REFERRED BY: Mark Craig, 4th Ward Council

REFERRED TO: Strategic Planning

ITEMS 8-9 RECEIVED AND PLACED ON FILE, COPY TO ALL COUNCIL–COMPLETED

  1. A copy of the August 10, 2017 Elyria Parks & Rec meeting minutes.
  2. Notice of the October 2, 2107 Civil Service Commission meeting.
  3. PETITIONS–COUNCIL MEMBERS: None
  4. PETITIONS–LOBBY: None
  5. REPORTS OF STANDING AND SPECIAL COMMITTEES:
Sponsored by:

Community Dev.

T. Callahan

D. Mitchell

J. Cerra

M. Madison

M. Jessie

COMMITTEE REPORT 2017 – 11

WE HAVE CONSIDERED THE MATTER OF A REQUEST FOR A LIQUOR LICENSE TRANSFER TO DISTINCT CLE, LLC, DBA DISTRICT CLE, 830 TAYLOR STREET (PERMIT CLASS C2), AND, RECOMMEND: THAT THE CITY OF ELYRIA DOES NOT REQUEST A HEARING.

Callahan moved, Mitchell seconded to accept this committee report as read.

PASSAGE:

AYE: 11

NAY: 0

ABSENT: 0

MOTION CARRIED

  1. RESOLUTIONS–FIRST READING: None
  2. RESOLUTIONS–SECOND READING: None
  3. RESOLUTIONS–THIRD READING: None
  4. ORDINANCES–FIRST READING:
Sponsored by:

Finance:

V. Stewart, III

M. Lotko, III

L. Tanner

M. Madison

J. Baird

ORDINANCE NO. 2017-143

AN ORDINANCE RATIFYING AND AUTHORIZING THE MAYOR TO SIGN AN AGREEMENT BY AND BETWEEN THE CITY OF ELYRIA AND LOCAL #277, OHIO COUNCIL 8, OF THE AMERICAN FEDERATION OF STATE, COUNTY, AND MUNICIPAL EMPLOYEES (A.F.S.C.M.E.), AND DECLARING AN EMERGENCY.

Stewart moved, Madison seconded to pass this ordinance on its first reading under suspension of the rules and declaring it an emergency.

SUSPENSION: EMERGENCY: PASSAGE:

AYE: 11 AYE: 11 AYE: 11

NAY: 0 NAY: 0 NAY: 0

ABSENT: 0 ABSENT: 0 ABSENT: 0

MOTION CARRIED MOTION CARRIED MOTION CARRIED

Sponsored by:

Finance:

V. Stewart, III

M. Lotko, III

L. Tanner

M. Madison

J. Baird

ORDINANCE NO. 2017-144

AN ORDINANCE AMENDING ORDINANCE NO.2016-6, KNOWN AS THE SALARY ORDINANCE TO INCREASE THE WAGES OF LOCAL #277, OHIO COUNCIL 8, OF THE AMERICAN FEDERATION OF STATE, COUNTY, AND MUNICIPAL EMPLOYEES (A.F.S.C.M.E.), AND DECLARING AN EMERGENCY.

 

Stewart moved, Madison seconded to pass this ordinance on its first reading under suspension of the rules and declaring it an emergency.

SUSPENSION: EMERGENCY: PASSAGE:

AYE: 11 AYE: 11 AYE: 11

NAY: 0 NAY: 0 NAY: 0

ABSENT: 0 ABSENT: 0 ABSENT: 0

MOTION CARRIED MOTION CARRIED MOTION CARRIED

 

 

 

 

 

 

 

  1. ORDINANCES–FIRST READING: Continued
Sponsored by:

Finance:

V. Stewart, III

M. Lotko, III

L. Tanner

M. Madison

J. Baird

ORDINANCE NO. 2017-145

AN ORDINANCE AMENDING ORDINANCE NO. 2017-30, KNOWN AS THE “2017 PERMANENT APPROPRIATIONS ORDINANCE”, TO CHANGE FUNDS IN VARIOUS ACCOUNTS.

Stewart moved, Madison seconded to pass this ordinance on its first reading under suspension of the rules.

Mr. Craig asked Mr. Pileski where the additional two million dollars come for the Capital Outlay to go to WWPC? Mr. Pileski said this is the sewer portion of the East Ave. Project. It was originally appropriated in the Waste Water Capital Fund but have since used up all the money that was borrowed so they will appropriate this money in the WWPC Fund and then will revisit the borrowed amount next year. Mr. Ujvari had informed the Finance Director that his department received a low interest loan and Mr. Pileski said he will be able to bump up his estimate for the loan that was received. Mr. Craig asked if the additional two million dollars is borrowed money? Mr. Pileski said yes.

SUSPENSION: PASSAGE:

AYE: 11 AYE: 11

NAY: 0 NAY: 0

ABSENT: 0 ABSENT: 0

MOTION CARRIED MOTION CARRIED

Sponsored by:

Finance:

V. Stewart, III

M. Lotko, III

L. Tanner

M. Madison

J. Baird

Utilities:

D. Mitchell

B. Davis

L. Tanner

M. Craig

J. Cerra

ORDINANCE NO. 2017-146

AN ORDINANCE AUTHORIZING THE MAYOR TO ENTER INTO A PROFESSIONAL DESIGN SERVICES AGREEMENT FOR THE LOR-CHESTNUT RIDGE ROAD RESURFACING PROJECT.

 

 

 

 

 

 

  1. ORDINANCES–FIRST READING: Continued

Stewart moved, Madison seconded to pass this ordinance on its first reading under suspension of the rules.

SUSPENSION: PASSAGE:

AYE: 11 AYE: 11

NAY: 0 NAY: 0

ABSENT: 0 ABSENT: 0

MOTION CARRIED MOTION CARRIED

  1. ORDINANCES–SECOND READING: None
  2. ORDINANCES–THIRD READING: None
  3. COMMITTEE CALLS:

COMMUNITY DEVELOPMENT 10/10/17 6:00 P.M. (Joint with Finance) All Referred Council Chambers w/Law Director, SSD, Engineer, Bldg. Insp.

FINANCE 10/10/17 Following joint CD/Finance All Referred Items Council Chambers w/Mayor, Auditor, Law Director, SSD, Engineer

STRATEGIC PLANNING 10/16/17 Immediately following Council All Referred Items Council Chambers W/ Mayor, Safety Service Director, Auditor, Solicitor, Engineer

  1. MISCELLANEOUS AND UNFINISHED BUSINESS:

Mr. Madison wanted to extend an invite to everyone on Thursday, Oct. 5th at the Lorain County Boys & Girls Club for the launch of the South Side Neighborhood Network. The residents are spearheading this to get residents involved. On October 7th they will be having the South Side Neighborhood Block Party at the EHS parking lot on West Avenue. The time is noon to 4:00 P.M.

Mr. Craig announced that there will not be a Forth Ward Town Hall Meeting this fall because of the Community discussions with the Mayor’s Office and since we have the Town Hall Meeting being put on by City Council and he will encourage his residents to attend that meeting/

  1. ADJOURNMENT:

Stewart moved, Baird seconded to adjourn the Regular Council Meeting at 7:25 P.M.

MOTION CARRIED

Mr. Lotko called the Strategic Planning Meeting to order at 7:34 P.M.

 

 

STRATEGIC PLANNING MEETING:

Item #1, The matter of the Sanitation Rate Study

Report is attached herewith, made a part thereof and designated as Exhibit “C”.

Mrs. Siwierka started with a Power Point Presentation report. In August there was a referral to look at the sanitation rates. The last rate study was in 2013. Currently there are no rate increases in place for the year beginning 2018.

Everyone has already received a copy of the analysis study done by CPA Phil Brett that was completed earlier this year. That study showed that a three and one half percent increase will be necessary to keep the funds solvent for the next three years.

Mrs. Siwierka said things to consider as we are considering the sanitation increase rates. The current costs, personal and benefits, the services we deliver, the landfill costs, (we pay for every ton that’s dumped), the yard waste facility costs which Barns Nursery oversees, (there is a fee for that composting), tree service, (tree lawn tree service was moved over to the sanitation account a few years ago). Some of the costs outlined in the sanitation fund include $300,000 for various salaries, (safety service director, mayor, law director’s office, finance director’s office, mechanics and forestry department).

Those total salaries equal about 2.1 million. The forestry is about $300,000 which also includes tree removal that we cannot do. There is a new fee on the horizon for non-recycled goods, which will be around $100,000 per year. We are guessing that the cost for the replacement of the vehicles will increase because there are stronger emissions controls in place. The EPA has gone under a lot of changes. The current rate for regular residents is $25.60, the recommendation is to go to $26.50 starting in 2018, $27.42 in 2019 and $28.38 in 2020.

These rates were figured before we got the news before we have to pay for the recycling of the mixed glass. Though the $100,000 fee won’t effect these rates very much.

Things to consider will require reducing costs and or increasing the fees. Vehicles are 8 years old which is the useful life for them. The cost for disposal for glass and some paper is between $15-$50 a ton and it has to be hauled to Pittsburgh because there is no market for that here. We’re spending about $90,000 annually for Barne’s Nursery facility which is free to city residents.

Many residents take there aluminum cans to places like ‘Blue Star’ to receive money for recycling

What is mostly being recycled are plastic containers, (laundry containers), paper, cardboard boxes. Other items that are not able to be recycled are fiber newspaper, plastic, some metal, some aluminum and mixed glass because there is no market for those items which is 22 percent and the cost to haul away from the recyclable area is $24.75 a ton. That are items that we will need to pay Republic Services to have those items hauled away. If those items are just thrown in the trash, then the cost to haul away is $40 a ton, so it still makes sense for residents to recycle these items in the hopes there may be a market.

To clarify, 19.75 percent of items collected from the recycle cart are not able to be used and we pay $24.75 per ton to have Republic haul those recyclable items away, a large percent of that 19.75 percent is glass items. The city of Oberlin also pays Republic the same thing to have their non-recyclable glass and other items hauled away. Single stream mixed glass is not a desired commodity at this time.

STRATEGIC PLANNING MEETING: Continued

Our recycling efforts are close to the national average and we should continue to recycle. The cost to send out reminders, education information would be about $25,000 per year, to included within Public Utilities bills. Public Utility clerks do hand out brochures to new customers, information is on the city website, The Sanitation crews hand out the informational brochure all the time.

The forestry service is about $1.69 per home per month and homestead is $1.12. The compost facility disposal cost is about 56 cents and 37 cents for homestead, (leaf collection) is not included in that. The life cycle truck replacements are $1.97 per household and $1.30 for homestead. Brush service is $1.97, homestead is $1.30, Bulk items are $2.86 and $1.90 for homestead, glass disposal costs is 56 cents and 37 cents for homestead, Salaries splits is $1.69 and $1.12 for homestead. $15.00 to cover Sanitation Dept. Personnel costs. These costs do not include personnel costs for leaf collection which is approximately $6,000 per week in overtime for 6 weeks which equals $36,000 which comes out of the Street Dept. Expenditure Fund.

List of items that were purchased over the last 4 years is listed and is attached herewith, made a part thereof and designated as Exhibit “C”.

The statistics of the cost in the Forestry Department are listed and is attached herewith, made a part thereof and designated as Exhibit “C”.

Recycling tonnage from the last 4 years is attached herewith, made a part thereof and designated as Exhibit “C”.

Mrs. Siwierka reminded Council that if rates is going to be increased prior to the first of the year, the Public Utilities Department needs a good two weeks or more to get the new rate codes input into the system. A final decision on this issue will need to be made by the last week of November of beginning of December in order to get the information into the system. When the city got rid of the commercial accounts about 3 years ago, that helped to keep this account in the black because we were losing a lot of money on the commercial accounts.

Mr. Callahan asked approximately how many commercial accounts were eliminated 3 years ago? Mrs. Siwierka said a little less than 100 accounts. We had to have 2 men in each truck and the costs were around $70,000 and the city was not re-cooping that in fees.

Mr. Baird asked if those proposed increases will keep the city in the black. Mrs. Siwierka said that those proposed rate increases will keep everything the same as it is right now, including forestry work, bulk items with no limitations. Unless we change any of those services and decide to limit bulk or eliminate collecting leaves. There will be a time when the cash will go down a bit as Mr. Brett forecasted due to payments of the trucks, because we are still paying on the original trucks and will be paying on them as we buy them. It will put a dent in the cash of that department’s fund. Mr. Pileski said that at this time last year the sanitation fund had about $2.1 million dollars and as of now there is only $1.5 million. The difference is the2 side loading trucks that we purchased which totaled over $600,000. That is why the cash has dropped. We do pay cash for those trucks and he is paying on the initial investment of the single mechanical trucks. He has been paying down $300,000 per year on that debt. The amount is now at a million dollars. The original was around $5 million and we’re pecking away at that. This study will get us on a schedule where we’ll replace 2 trucks per year. The amount that is appropriated every year for waste removal is about $1.3 million total for the year.

 

STRATEGIC PLANNING MEETING: Continued

Sanitation Supervisor Rodney Eye spoke starting with the topic of the equipment. When the new sanitation program was started 8 years ago they took a really big hit, spent a lot of money to buy a lot of equipment to start with. We are getting toward the end of the life cycles of the equipment. The mechanics do a fantastic job maintaining them and keeping them out on the road. If we purchase another truck next year we will probably get rid of one.

Mrs. Mitchell asked clarification for the what trees the Forestry Dept. Maintains. That answer is only the curb lawn trees. And the trees that are serviced by the Forestry Dept. Are trees that have health or safety issues. Scott Payne of the Forestry Dept. will evaluate the tree and determine if it’s a safety issue, if it needs to be trimmed or removed. We take care of the tree according what the city ordinance says.

The definition of bulk items, they are anything that won’t fit in the trash cart; dressers, couches, chairs, tables. Tv’s. he asked what we would save if we stopped picking up bulk items. That is listed on the survey as $2.86 per household per month. If we eliminated bulk items we would save money. But what would residents do with their bulk items? There is a bulk truck every day of every week. Mr. Stewart asked what the breakdown of the equipment and routes in the sanitation dept. is right now. Mr. Eye said they currently run 4 garbage routes each day, 3 recycle routes, 2 bulk routes and depending on personnel, usually 1 brush truck a day, sometimes 2. The department has 11 side loading trucks, 4 rear loading

trucks, 3 chipper trucks; (box trucks that pull the chippers around), and 4 pick-up trucks and also a forestry truck.

The idea was brought about only having bulk items picked up once a month, but then items could remain on someone’s curb lawn for 2, 3 or even 4 weeks before being picked up. Mr. Eye brought up the illegal dumping issues. He gets calls about couches, tires, etc being dumped in different areas in the city and if we change the bulk pick-up we would see that even more throughout the city. Mr. Madison asked about what happens after 2020. Mrs. Siwierka said that the City does these rate studies for 3 years at a time. The national recycle percentage is at 21% and ours is at 19%, if we would be able to get our average closer to the 21%, what would that save? Mrs. Siwierka said for every ton that would be going to the landfill we would save $40. How do we track or measure the effectiveness of how we market the recycling program and informing residents? Do we keep track of what works and what doesn’t work and what is effective and what’s not effective? Mayor Brinda said the bar chart of the power point presentation shows the comparative of the efforts. In 2016 recycling efforts went up because of print materials that were included in utility bills, as well as commercials that were produced for cable channel 12 and we distributed lawn bags with stickers, so those 3 things together helped the recycling efforts.

Mr. Madison asked for a breakdown of what worked the best and if we can compare our efforts with other communities? Mrs. Siwierka said that Oberlin is the only other community that collects there trash and recycling with city services. Mayor Brinda answered that some things can’t be tracked, but they can say how many brown bags have been distributed, they can say how many inserts went in with bills, they cannot say how many people saw the ads on cable tv. The better reflection is the outcome as you can see the amount recycled in tonnage on the chart. Mrs. Siwierka added that Mr. Eye and his staff does lots of hands on education. Neighborhoods with constant owners know the recycling rules, but there are many rentals and each time new renters move in, it’s a reeducation process. Mr. Eye reminded everyone that when the program started the recycling was at 35%, but a lot of that wasn’t recyclable and now with education that number is down. We’re actually doing very well with recycling. A lot of residents may not understand and we’ve actually gone to there homes to give them information and explain.

STRATEGIC PLANNING MEETING: Continued

Mr. Madison asked if there are other cities that have recycling above that 21%? Mrs. Siwierka said they would have to ask that question to Republic Services. Mr. Madison asked about the recycling figures nationwide.

Mr. Craig asked if the issue of trading in trucks was taken into account with the analysis? That answer was yes. Mr. Craig noticed that there was a large jump in the hourly cost, 30% over last year for hourly and about 20% over last year in supervision, have we looked into reducing those costs and improve efficiency? Mr. Craig was referring to the methodology chart of costs that have changed over the years and he noticed the increases. Mrs. Siwierka said most of the reason for the increase in the cost is because they moved the Forestry Division to the Sanitation Account and the other portion of that is the health care benefits. Mr. Craig just wanted to know if the City has looked for way to keep those hourly and supervision costs down? Mrs. Siwierka answered that yes, the City has made changes to help keep costs down by making those changes to Chapter 165 that eliminated reduced minimums and changed overtime to only eligible after 40 hours in a week as opposed to after an 8 hour work day. That across the board has saved the city around $4,000 each pay. That wasn’t in place when these numbers and charts were put in place. The answer is yes, the City is looking at those efficiencies and Council just voted for the AFSCME agreement which includes a reduction in the minimum from 4 hours to 3 hours. Mr. Craig clarified that these efficiencies have been recent and aren’t part of the rate study. The recommended rate increases are to cover ‘the worst case scenario’. The 1st referral of the sanitation rate increases was done

in April. Mrs. Siwierka said that maybe Council could vote to do a rate increase only for 2018 at this time and then take a look at the efficiencies that have been put in place and move forward for the following years after that. She said that council could also look at the bulk rate again, she felt Council should have all the information before they make the decisions. The decision on trucks is at a critical point. Do we want to stay in the sanitation business, do we want to continue to replace the fleet, do we want to continue to do tree lawn service. That is why there was so much information to be looked at.

Bottom line is that some of those efficiencies are not reflected in this report. We also have to look at the Central Maintenance Garage. We have millions of dollars of equipment sitting out there. We currently are building a ‘carport’ for the sanitation trucks to be parked under and be plugged in so the engines stay warm in the winter. We will be needing a long term solution for that facility. EPA did an inspection and there will need to be a lot of things done and updated out there. None of the those costs were put into this study.

Ms. Deery spoke on the Court Order that was issued by the Elyria Municipal Court on September 27th. Every member of Council received a copy as well as the letter that was issued in response. Ms. Deery said that the Law Department is not exactly sure what the meaning of this order is other than the court wanted to make it clear that they are a separate branch of government. It seems that the court takes Issue with Chapter 165. There are consequences with employees not following under 165 that perhaps the court didn’t take into consideration. Some issues would be; where do the court employees fall as far as health care, life insurance coverage, longevity, etc. if we do not treat them as city employees then how do we treat them. We haven’t received any other court order with some sort of structure or more specific instructions. In discussion with Finance Director Pileski, the Administration and the Law Department it has been recommended to continue everything with the court employees as we have been. After looking at the Ohio Revised Code which states the Municipal Court is governed by the Ohio Revised Code and we believe we are following the law and that is what we will continue to do.

 

 

STRATEGIC PLANNING MEETING: Continued

Mr. Lotko stated that at this point council just waits and continues business as usual.

Mr. Craig suggested that Council invite the judges to meet with Council and explain what there concerns are. It seems that no one really knows what they want. If they came to a meeting and we established some kind of communication in a public forum and we can understand what they want.

Mayor Brinda said that she concurs that we continue to keep on course with how we’ve done things until it’s clarified. We certainly don’t want to hurt employees, any employees. It would be wise for the judges to come forward and clarify what their intent is.

Director Siwierka said to put this issue into perspective, if Chapter 165 wasn’t followed for the Health Department employees before they were unionized, they were employees that were under the jurisdiction of a different entity, yet they fell under the jurisdiction of Chapter 165 and their benefits were dictated by Chapter 165.

Mr. Lotko asked if we’ve communicated the findings of the Law Director to them? Ms. Deery answered that the Law Department has not submitted a memo to the judges. She understands that they have discussed this with their own legal counsel.

Mr. Lotko stated that there is no further business.

 

Stewart made a motion to adjourn, seconded by Baird.

MOTION CARRIED

 

 

 

Forrest L. Bullocks Michael J. Lotko, III

Clerk of Council President of Council

EVENT: Mon. Oct. 16, 2017 - Mon. Oct. 16, 2017

Oct 16, 2017 Council Meeting Agenda

YOU ARE HEREBY NOTIFIED THAT THE FOLLOWING LEGISLATION

WILL BE CONSIDERED AT THE REGULAR COUNCIL MEETING

MONDAY, OCTOBER 16, 2017

 

RESOLUTIONS–FIRST READING

  1. RESOLUTION NO. R2017-

A RESOLUTION APPROVING A LIST SUBMITTED BY THE SAFETY SERVICE DIRECTOR FOR THE COLLECTION OF LOT MOWING CHARGES, DIRECTING THE CLERK OF COUNCIL TO CERTIFY SAID LIST TO THE LORAIN COUNTY AUDITOR, AND DECLARING AN EMERGENCY.

 

 

  1. RESOLUTION NO. R2017-

A RESOLUTION APPROVING A REPORT SUBMITTED BY THE ELYRIA FORESTRY DEPARTMENT FOR THE COLLECTION OF THE COST OF EMERGENCY TREE REMOVAL, DIRECTING THE CLERK OF COUNCIL TO CERTIFY THE PERMANENT PARCEL NUMBER TO THE LORAIN COUNTY AUDITOR, AND DECLARING AN EMERGENCY.

 

ORDINANCES–FIRST READING

  1. ORDINANCE NO. 2017-

AN ORDINANCE AUTHORIZING THE MAYOR TO ENTER INTO A PROFESSIONAL SERVICES AGREEMENT WITH BRIAN K. BALSER CO., LPA, TO REPRESENT THE CITY OF ELYRIA REGARDING A LAWSUIT AGAINST PHARMACEUTICAL COMPANIES AND SUPPLIERS OF OPIOIDS.

 

  1. ORDINANCE NO. 2017-

AN ORDINANCE AMENDING ORDINANCE NO. 2017-30, KNOWN AS THE “2017 PERMANENT APPROPRIATIONS ORDINANCE”, TO CHANGE FUNDS IN VARIOUS ACCOUNTS.

EVENT: Thu. Oct. 12, 2017 - Thu. Oct. 12, 2017

Sept 5, 2017 Finance Meeting

FINANCE

V. Stewart, Chair Tuesday, September 5, 2017 6:45 P.M. Before Council Meeting
1. The matter of a change order for the 2017 Concrete Street Improvement.
REFERRED BY: Engr. Ujvari

EVENT: Thu. Oct. 12, 2017 - Thu. Oct. 12, 2017

Sept 25, 2017 Community Development Meeting Minutes

The tape of this meeting is on file in the Council Clerk’s Office

TO THE HONORABLE COUNCIL, CITY OF ELYRIA, OHIO

The Community Development Committee held a meeting on Monday, September 25, 2017 at 6:00 P.M. in Council Chambers.

 

PRESENT: Committee Chair Callahan, Members Mitchell, Jessie, Cerra, Madison

ABSENT: None

OTHERS PRESENT: Mayor Brinda, Safety Service Director Siwierka, Law Director Serazin,

Chief Whitely, WWPC Superintendent Korzan, Engineer Ujvari, Assistant SSD Brubaker,

Assistant Law Director Deery, Assistant Finance Director Farrell

 

BUSINESS OF THE COMMUNITY DEVELOPMENT COMMITTEE MEETING

1. Approval of the 8/28/17 meeting minutes.

Cerra moved, Mitchell seconded to approve the 8/28/17 meeting minutes.

MOTION CARRIED

2. The matter of a transfer of a Liquor License as submitted by Distinct CLE, LLC, 33467 Lake Road,

Ste 206A, Avon Lake, Ohio 44012 (Permit Class C2).

To be Transferred to Distinct CLE, LLC, DBA District CLE, 830 Taylor Street, Elyria, Ohio 44035 (Permit Class C2)

(w/ SSD, Police Dept., Bldg. Insp., Ward Council).

No objections have been received regarding this matter.

Mrs. Mitchell stated that since there are no objections she made a motion that the city does not request a hearing and Cerra seconded.

MOTION CARRIED COMMITTEE REPORT WRITTEN 

 

 

A Motion was made by Cerra, Mitchell seconded to Adjourn Community Development at 6:06

MOTION CARRIED

 

Submitted by,

Colleen Rosado, Secretary