City of Elyria > Category:Committee Minutes

Committee Minutes

EVENT: Thu. Nov. 30, 2017 - Thu. Nov. 30, 2017

Nov 13, 2017 Community Development Meeting Minutes

Posted on November 30, 2017 at 8:54 am

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, November 13, 2017 at

6:00 P.M. in Council Chambers.

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

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

Law Director’s Chief of Staff Deery, Assistant Finance Director Farrell, City Engineer Ujvari,

City Engineer Schneider, Assistant Engineer McKillips, Water Pumping Superintendent Jacobs, Water Dist. Supervisor Rothgery, Utilities Superintendent Connor, WWPC Superintendent Korzan, Council Clerk Bullocks

Other Council Members: Stewart, Tanner, Baird, Lotko, Davis

BUSINESS OF THE COMMUNITY DEVELOPMENT COMMITTEE MEETING

1. Approval of October 30, 2017 Community Development Meeting Minute.

Cerra moved, Jessie seconded to approve the minutes from the October 30, 2017 CD Meeting.

MOTION CARRIED

2. The matter of amending the ECO 1127.05 (A) to add up to 3 alternates to be placed on the Board of Zoning Appeals. REFERRED BY: Assistant SS Director Brubaker

The committee already received information on this matter and did not need to discuss it.

Mitchell moved, Cerra seconded to approve the amending of Elyria Codified Ordinance 1127.05(A), to allow up to 3 alternates to be placed on the Board of Zoning Appeals.

MOTION CARRIED COMMITTEE REPORT WRITTEN 3. The matter of an Ordinance Authorizing the Mayor to Co-Sign a Petition to Annex 36.15 acres of land from Eaton Township to City of Elyria.

REFERRED BY: Law Director’s Office

Ms. Deery explained that this matter went through Council a short time ago but the petition was struck down by the County Commissioners for technical reasons, which was not due to any errors or flaws on the part of the City. The attorneys who are advocating for the petition will try to get it passed again. Therefore, the process needs to begin again and it starts with an ordinance for the Mayor to co-sign the petition to get the process started. The request is asking to annex land into the city that is presently in Eaton Township. The land is being proposed to be developed in the future.

The Mayor added that this issue has been going on for almost 2 years, between the Developer and the City. There are plans to develop the property between Chestnut Ridge up to this area. The Developer would prefer to have City services rather than township services for this large development. Another issue associated with this is the traffic concern. The City cannot resolve the traffic issue alone because we don’t own all the property. At that intersection there are 3 owners; Elyria, Eaton Township and the State (ODOT). We control the traffic signal, but Lorain County controls the road. On the other side of the intersection is a combination of Carlisle Township, Eaton Township and Elyria. The traffic concerns won’t be addressed until the City has a little more control over the situation.

A Motion was made by Mitchell, seconded by Cerra to approve authorizing the Mayor to Co-Sign a Petition to Annex 36.15 acres of land from Eaton Township to City of Elyria.

MOTION CARRIED COMMITTEE REPORT WRITTEN Cerra moved, Mitchell seconded to adjourn the Community Development Meeting at 6:15.

Submitted by,

 

Colleen Rosado, Secretary

 

EVENT: Thu. Nov. 30, 2017 - Thu. Nov. 30, 2017

Nov 13, 2017 Finance Meeting Minutes

Posted on November 30, 2017 at 8:52 am

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, November 13, 2017 at 6:15 P.M. in Council Chambers.

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

OTHERS PRESENT: Mayor Brinda, Safety Service Director Siwierka, Law Directors Chief of Staff Deery, Finance Director Pileski, Assistant Finance Director Farrell, Engineer Ujvari, Assistant Engineer Schneider, Engineer Dept. Kathy McKillips, WWPC Korzan, Water Pumping Sam Jacobs, Water Distribution Dave Rothgery, Utility Supervisor Debbie Connor, Clerk Bullocks

1. Approval of the 10/30/2017 Finance Meeting Minutes.

Lotko moved and Tanner seconded to approve the minutes of the 10/30/2017 Finance Committee Meeting. MOTION CARRIED

2. The matter of authorizing the Safety Service Director to donate forfeited and unclaimed bicycles to Elyria Bicycle Education Center. REFERRED BY: Law Director Serazin

Ms. Deery stated that the Police Department has numerous unclaimed bicycles in their possession. Those bikes have no value to the City and the Law Department is asking that they be donated to Elyria Bicycle Education Center, which is a non-profit organization.

Mrs. Siwierka said that these bikes would normally be sold at an auction. But, lately City auctions have not had much success and it would be easier just to clear them out of the Police Department. Mr. Madison stated that it’s a great idea to donate those bikes to the Bike Center.

Mr. Ed Stewart of 1001 Rosealee, Elyria is the chairman of Bik Elyria and Elyria Bicycle Education Center came up to the podium to explain what his organization does. Elyria Bicycle Education Center receives donated bikes that may need repair and by having more bikes in inventory, they will have more pieces and parts to be used for repairing other bikes. They also teach people how to repair their own bikes. They appreciate Council’s consideration. Tanner moved, Baird seconded to recommend a resolution to declare unclaimed bicycles deemed unfit and to recommend an Ordinance authorizing the Safety Service Director to donate those bicycles to Elyria Bicycle Education Center.

MOTION MOVED COMMITTEE REPORT WRITTEN3. The matter of a request to reduce building permit fees for the Elyria City Schools construction projects. REFERRED BY: Mayor Brinda Mayor Brinda stated that the schools has asked for the City to make available as much funding as possible for the Building Permit fees. After consideration, the City has come to a compromise with the schools to reduce the fees by 20% and to waive any re-inspection fees associated with the construction of the new sports complex and the 5 new school buildings. It’s anticipated that there will be around $500,000 in fees and by reducing those by 20% there will be a savings to the school district of about $100,000.

Lotko moved, seconded by Baird to recommend an ordinance to reduce Building Permit Fees for the Elyria City Schools Construction Projects.

MOTION MOVED COMMITTEE REPORT WRITTEN4. The matter of a change order on Phase 1 of the Water Meter Replacement Program.

REFERRED BY: SSD Siwierka

Mrs. Siwierka said that they are about 46% done with phase 1 which is the commercial accounts.

The meters that are being installed are a little different and more expensive than originally budgeted for, but in the long run will be better. Phase 2 will be lower than originally budgeted and they are hoping that this will come out as a ‘wash’. The Phase 1/ Commercial accounts are getting magnetic meters, which results in the higher cost.

Dave Rothgery came to the podium and thanked Mrs. Siwierka for her explanation. To date the number of meters that have been installed is 274, about 46%. They have found that the magnetic meters, which have no moving parts and are very accurate, but they do cost more. They will not require maintenance and they will record much more accurately. One of the biggest users with this kind of meter will be Northern Ohio Rural Water.

Baird moved, Madison seconded to recommend an ordinance for the matter of a change order on Phase 1 of the Water Meter Replacement Program and will amend ordinance no. 2017-18.

MOTION CARRIED COMMITTEE REPORT WRITTEN5. The matter of issuing notes for various sanitary sewer projects.

REFERRED BY: Finance Director PileskiMr. Pileski explained that we are moving rapidly on a number of sewer projects throughout the City. One being the East Avenue Relief Sewer project and Phases 1B and 1C of the East Side Relief Sewer project. With those 2 projects and some planning and design work that is going on, the fund will be getting low. Mr. Pileski is recommending the City issue 4 million dollars in notes for these projects which will be able to be combined the issuance with next years notes sale.

Mr. Madison asked what fund that money will be taken out of? Mr. Pileski said that it is the Waste Water Pollution Control Fund and the Waste Water Pollution Control Capital Fund. In addition the water meter projection that is currently going on is partially paid out of the Waste Water Fund.

Lotko moved, Baird seconded to recommend an ordinance for the matter of issuing notes for various sanitary sewer projects in the amount of $4,000,000.

MOTION CARRIED COMMITTEE REPORT WRITTEN6. The matter of water and sanitary sewer rates adjustments.

REFERRED BY: Engineer Ujvari Mr. Ujvari said that justification for this is based on the Waste Water Capital Improvement Program outpacing the Water Capital Improvement Program. The US and Ohio EPA is putting pressure on the City. Negotiations have continued and a rate analysis has been done. The current water rates is an increase of 4%. The rate increase is around 8.3%. They want to keep the increases below the double digit. The waste water rates will be higher than the water rates. Mrs. Siwierka said that there are ordinances that were passed for 20 years into the future, the ordinance on the books for an effective increase beginning in 2018. Mrs. Siwierka wanted to clarify that in this legislation it needs to be noted that the rates increase after the first full billing period after January 1st.

Lotko moved, Baird seconded to recommend an ordinance authorizing the adjustments to water and sanitary sewer rates to become effective after the 1st full billing period after January 1st, 2018.

MOTION CARRIED COMMITTEE REPORT WRITTENMrs. Siwierka clarified that the ordinance for 2018 would have to be repealed and replaced with the new ordinance. The entire Section 939 shouldn’t be repealed and replaced. Ms. Deery agreed and said that 939 (j) (3) is the section for January 2018, 939 (j) (4) is for Homestead rates for 2018 and 939 (k) is for January 2019. Homestead rates for 2018 will remain the same.

7. The matter of reimbursing the General Fund from the Water Fund per Ordinance No. 2009-83

REFERRED BY: Finance Director Pileski Mr. Pileski explained that an ordinance was passed in 2009 authorizing in directing the auditor/finance director to reimburse the General Fund from the City of Elyria Water Fund, an amount to be determined annually by Council for the cost of the annual testing of the water lines and fire hydrants. This reimbursement was done last in 2015. This year a memo was sent by Chief Benton stating that the costs for the program this year is $350,370. 2,748 fire hydrants were tested and maintained at a cost of $127.50 which equals $350,370.

Lotko moved, Baird seconded to recommend an ordinance authorizing reimbursing the General Fund the amount of $350,370 from the Water Fund.

MOTION CARRIED COMMITTEE REPORT WRITTEN8. The matter of an agreement with Republic Services for removal of mixed recycled glass.

(Tabled – Sept. 18, 2017) (Discussed at Strategic Planning – Oct. 2, 2017)

REFERRED BY: SSD Siwierka (Passed at Utilities 11/08/17) Mrs. Siwierka stated that this matter was discussed voted on at Utilities and has already been discussed at previous meetings.

Lotko moved, Baird seconded to recommend an ordinance to enter into an agreement with Republic Services for removal of mixed recycled glass.

MOTION CARRIED COMMITTEE REPORT WRITTEN9. The matter of Sanitation Rate increase for 2018, 2019, 2020 (Tabled – Sept. 18, 2017) (Discussed at Strategic Planning – Oct. 2, 2017) REFERRED BY: SSD Siwierka (Passed at Utilities 11/08/17) Mrs. Siwierka stated that this matter was discussed voted on at Utilities and has already been discussed at previous meetings. The increases are as follows; 2018 = .90 for regular, .63 for Homestead, 2019 = .92 for regular, .65 for Homestead and 2020 = .96 for regular and .67 for Homestead. These rates are based on keeping the service exactly the same.

Lotko moved, Baird seconded to recommend an ordinance to enter into an agreement with Republic Services for removal of mixed recycled glass.

MOTION CARRIED COMMITTEE REPORT WRITTEN10. The matter of authorizing the Mayor to advertise for bids and enter into a contract for Tree Lawn Tree Service. (Tabled – Apr. 24, 2017) REFERRED BY: SSD Siwierka (Passed at Utilities 11/08/17)

Mrs. Siwierka said that this is just the renewal of the Forestry Contract for trees that the City cannot maintain; if they are too large or near power lines or damaged trees. The contract is up so we need to go out to bids.

Lotko moved, Baird seconded to recommend an ordinance to advertise for bids and enter into a contract for Tree Lawn Tree Services.

MOTION CARRIED COMMITTEE REPORT WRITTEN11. The matter of creating an operations and maintenance plan to maintain the safety and user-friendly conditions in the City. (Tabled in Utilities11/8/17, therefore will not go on to

Finance at this meeting). REFERRED BY: Councilman Madison 12. The matter of a request to amend the 2017 Permanent Appropriations.

REFERRED BY: Finance Director Pileski

Mr. Pileski said that he has 2 changes; 1.) Insurance Demutualization Fund, moving money out of Capital Outlay and appropriating additional to set-up the $500,000 money to the CIC GAP Financing Loan. 2.) In the Water Misc. Fund, adding $231,841 for the reimbursement to the General Fund for the Fire Hydrant Program.

Lotko moved, Baird seconded to recommend amending the 2017 Permanent Appropriations.

Madison Abstained from voting on this matter.

MOTION CARRIED COMMITTEE REPORT WRITTENBaird moved, Lotko seconded to adjourn the Committee Meeting at 8:10 P.M.

MOTION CARRIEDSubmitted by,

 

Colleen Rosado, Secretary

 

EVENT: Wed. Dec. 20, 2017 - Wed. Dec. 20, 2017

Nov 27, 2017 CD Committee Meeting Minutes

Posted on December 20, 2017 at 8:48 am

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, November 27, 2017 at

6:00 P.M. in Council Chambers.

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

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

Law Director Serazin, Assistant Finance Director Farrell, City Engineer Schneider,

Assistant Safety Service Director Brubaker, WWPC Superintendent Korzan, Mayor’s Legal Counsel Smith, Police Chief Whitely, Parks Director Reardon

Other Council Members: Stewart, Tanner, Baird, Absent: Lotko

BUSINESS OF THE COMMUNITY DEVELOPMENT COMMITTEE MEETING

1. Approval of November 13, 2017 Community Development Meeting Minute.

Mitchell moved, Cerra seconded to approve the minutes from the November 13, 2017 CD Meeting.

MOTION CARRIED

2. The matter of authorizing the Mayor to solicit bids for professional services and enter into a contract to hire primary Plans Examiner and a back-up Plans Examiner per Section 104, Ohio Building Code. REFERRED BY: Assistant SSD Brubaker

Mr. Brubaker explained that this is a standard process that is done each year. The Plans Examiner along with back-up Plans Examiner is needed for the City’s commercial projects that have to be sent out. Last year they used Clark & Post and the back-up was Sixmo.

Mr. Madison asked how much the contract is for. Mr. Brubaker explained that it’s not a contract. We get a quote if it’s over $50,0000 in 1st 6 months then the cost gets reduced. This year we’ve exceeded the $50,000 parameter because we’ve had a lot of commercial projects this year.

Mr. Madison asked what line item that would come out of in the budget. Mr. Brubaker said it gets paid out of The Professional Services Account.

Cerra moved, Mitchell seconded to recommend an ordinance authorizing the Mayor to solicit bids

and enter into a contract for a Plans Examiner and a back-up Plans Examiner

MOTION CARRIED COMMITTEE REPORT WRITTEN 3. The matter of a request to Rezone 202 Chestnut Street (old Elyria Health Department) from Business District (B-D) to Residential Multi-Household High Density (R-MHH).

REFERRED BY: Legal Counsel Geoff Smith

(Passed by Planning Commission on 11/13) (Public Notice was mailed to adjacent property owners)

Mr. Smith said that has been on-going. It’s the sale of the old Elyria Health Department building. It was recently passed for the rezoning by the Elyria Planning Commission. Once it’s rezoned the applicant will need to get Conditional Use Permits. The building will used as an addiction and rehabilitation center. It will be transitional housing, duel treatment center. The residents will have supervised check in and check out times. The facility will house up to 30 people. Mr. Madison asked if residents have been notified about the plans for this location. Mr. Smith said that the adjoining property owners have been notified and will also be notified for the Conditional Use Permit request. There will be several notices that go out to adjoining property owners throughout the entire process. Mrs. Mitchell asked if there have been any conversations with any of the residents in the neighborhood? Mayor Brinda answered that the surround property owners have received notification of the Planning Commission Meeting.

Mrs. Mitchell asked if there are any open forum meetings scheduled?

Mayor Brinda said there will be another opportunity to address Planning Commission regarding the Conditional Use piece of this. Mr. Callahan reminded that there are 3 readings at Full Council with the 3rd one being a Public Hearing where notices will be mailed and the legal notice will run in the Chronicle Telegram. Mr. Madison asked to be notified along with the property owners.

Property owner, Diane Falty of 213 Chestnut Street asked how many residents are they planning to house and are the going to knock down the building that is already there and build a new one? She also asked why the facility at the old Irondale School is not being utilized? She also brought to the attention of the committee about the abandoned properties that have just been sitting there in the neighborhood and nothing has been do for those properties. Mayor Brinda clarified that the property for rezoning is a former City owned property. It was already decided that the property would be used for a rehabilitation facility. There is a need for this sort of treatment facility. The City has been working with LCADA and the non-profit organization who is initiating the request for this facility. Since the former Elyria Health District was already serving part of this population, the City felt that is was appropriate to consider this as a redevelopment use for the property. It’s close to downtown and positioned correctly. The building will not be rebuilt it will be rehabilitated. Mayor Brinda answered the question of the other facility near Irondale, that is in the old Roosevelt School building, which is owned by the church. They plan to do a future rehabilitation program and are in the process of bringing up that building up to code. Ms. Falty brought up the issue of the traffic issue in the area. Mrs. Falty asked if there are any other options on the table besides multi unit housing? Mayor Brinda said that the multi unit housing was the option that was most needed. Ms. Falty asked how this is decided? Mayor Brinda said that it will go to a vote to elected officials and if there are concern, they should be brought up to those officials. And the final decision will be decided by elected officials. Ms. Falty wanted her concern to be heard, that as a property owner, she would be prefer not to have a treatment center in her neighborhood. Mr. Madison stated that he is willing to vote on the issue so that it can move forward, but he would like to know what the communication plan is for the future of the issue. Mr. Callahan said that this rezoning issue has to go through 3 readings of City Council; 1st one being December 4th, 2nd one December 18th and 3rd and Public Hearing will be January 2nd.

A Motion was made by Cerra, seconded by Mitchell to recommend an ordinance authorizing the Mayor to re-zone property located at 202 Chestnut Street from Business Downtown to Residential Multi-Household High Density.

MOTION CARRIED COMMITTEE REPORT WRITTEN The Community Development Committee and Finance held a Joint meeting immediately following the CD Meeting:

THE BUSINESS OF THE JOINT CD/FINANCE COMMITTEE MEETING

Mr. Stewart called the Finance Meeting to order and stated that Mr. Lotko is unable to attend the meeting and his absence has been excused.

The matter on the agenda for the Joint CD/Finance Meeting is:

1. The matter of accepting the property at 435 West Avenue from Lorain County Land Reutilization.

REFERRED BY: Assistant SS Director Brubaker

REFERRED TO: Community Development / Finance

Mr. Brubaker said that the Mayor asked him to intervene on behalf of a resident regarding the property at 435 West Avenue. This house is two houses north of the Elyria High School parking lot. In 2014 the house was condemned and recently the County foreclosed on the taxes on the property and a resident; Celeste Brlas has been working with the county since late May to try to purchase the property.

The county has a strong time line as to when a property can be rehabed. Ms. Brlas was not going to be able to meet those time lines since much needs to be done and a lot of money is involved. The Lorain County Port Authority thought if they donated it to the City of Elyria through a quick claim deed. Then the City could turn around and do the same thing, quick deed it to Ms. Brlas. There is no cost to the City. But if there are any costs in regards to closing fees or title fees, Ms. Brlas said she will take on those costs. The City is basically a conduit to take a house that is on the demolition list with the Port Authority and be able to turn it over to someone who wants to rehab that property. Ms. Brlas is in attendance if anyone has any questions for her. The City has permission to go into the property so that Ms. Brlas can walk through it to make sure there is no additional damage. Just to add a little more info, the house next door, at 429 West Ave, was on the demo list and someone has bought that and rehabed it. Mr. Brubaker added that the house is in the Historic District and Ms. Brlas understands that she will have to abide by those guidelines. Mr. Callahan thanked Ms. Brlas for wanting to rehab that house, it will only have a positive effect on the City.

Community Development motion was made by Cerra, seconded by Mitchell to recommend an ordinance authorizing the Mayor to re-zone property located at 202 Chestnut Street from Business Downtown to Residential Multi-Household High Density.

MOTION CARRIED COMMITTEE REPORT WRITTEN Finance Committee motion was made by Baird, seconded by Madison to recommend an ordinance authorizing the Mayor to re-zone property located at 202 Chestnut Street from Business Downtown to Residential Multi-Household High Density.

MOTION CARRIED COMMITTEE REPORT WRITTEN 

Cerra moved, Mitchell seconded to adjourn the Community Development Meeting at 6:15.

Respectfully Submitted by:

 

Colleen Rosado, Council Clerk Secretary

 

EVENT: Thu. Jan. 4, 2018 - Thu. Jan. 4, 2018

Nov 27, 2017 Community Development Meeting Minutes

Posted on January 4, 2018 at 9:28 am

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, November 27, 2017 at

6:00 P.M. in Council Chambers.

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

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

Law Director Serazin, Assistant Finance Director Farrell, City Engineer Schneider,

Assistant Safety Service Director Brubaker, WWPC Superintendent Korzan, Mayor’s Legal Counsel Smith, Police Chief Whitely, Parks Director Reardon

Other Council Members: Stewart, Tanner, Baird, Absent: Lotko

BUSINESS OF THE COMMUNITY DEVELOPMENT COMMITTEE MEETING

1. Approval of November 13, 2017 Community Development Meeting Minute.

Mitchell moved, Cerra seconded to approve the minutes from the November 13, 2017 CD Meeting.

MOTION CARRIED

2. The matter of authorizing the Mayor to solicit bids for professional services and enter into a contract to hire primary Plans Examiner and a back-up Plans Examiner per Section 104, Ohio Building Code. REFERRED BY: Assistant SSD Brubaker

Mr. Brubaker explained that this is a standard process that is done each year. The Plans Examiner along with back-up Plans Examiner is needed for the City’s commercial projects that have to be sent out. Last year they used Clark & Post and the back-up was Sixmo.

Mr. Madison asked how much the contract is for. Mr. Brubaker explained that it’s not a contract. We get a quote if it’s over $50,0000 in 1st 6 months then the cost gets reduced. This year we’ve exceeded the $50,000 parameter because we’ve had a lot of commercial projects this year.

Mr. Madison asked what line item that would come out of in the budget. Mr. Brubaker said it gets paid out of The Professional Services Account.

Cerra moved, Mitchell seconded to recommend an ordinance authorizing the Mayor to solicit bids

and enter into a contract for a Plans Examiner and a back-up Plans Examiner

MOTION CARRIED COMMITTEE REPORT WRITTEN 3. The matter of a request to Rezone 202 Chestnut Street (old Elyria Health Department) from Business District (B-D) to Residential Multi-Household High Density (R-MHH).

REFERRED BY: Legal Counsel Geoff Smith

(Passed by Planning Commission on 11/13) (Public Notice was mailed to adjacent property owners)

Mr. Smith said that has been on-going. It’s the sale of the old Elyria Health Department building. It was recently passed for the rezoning by the Elyria Planning Commission. Once it’s rezoned the applicant will need to get Conditional Use Permits. The building will used as an addiction and rehabilitation center. It will be transitional housing, duel treatment center. The residents will have supervised check in and check out times. The facility will house up to 30 people. Mr. Madison asked if residents have been notified about the plans for this location. Mr. Smith said that the adjoining property owners have been notified and will also be notified for the Conditional Use Permit request. There will be several notices that go out to adjoining property owners throughout the entire process. Mrs. Mitchell asked if there have been any conversations with any of the residents in the neighborhood? Mayor Brinda answered that the surround property owners have received notification of the Planning Commission Meeting.

Mrs. Mitchell asked if there are any open forum meetings scheduled?

Mayor Brinda said there will be another opportunity to address Planning Commission regarding the Conditional Use piece of this. Mr. Callahan reminded that there are 3 readings at Full Council with the 3rd one being a Public Hearing where notices will be mailed and the legal notice will run in the Chronicle Telegram. Mr. Madison asked to be notified along with the property owners.

Property owner, Diane Falty of 213 Chestnut Street asked how many residents are they planning to house and are the going to knock down the building that is already there and build a new one? She also asked why the facility at the old Irondale School is not being utilized? She also brought to the attention of the committee about the abandoned properties that have just been sitting there in the neighborhood and nothing has been do for those properties. Mayor Brinda clarified that the property for rezoning is a former City owned property. It was already decided that the property would be used for a rehabilitation facility. There is a need for this sort of treatment facility. The City has been working with LCADA and the non-profit organization who is initiating the request for this facility. Since the former Elyria Health District was already serving part of this population, the City felt that is was appropriate to consider this as a redevelopment use for the property. It’s close to downtown and positioned correctly. The building will not be rebuilt it will be rehabilitated. Mayor Brinda answered the question of the other facility near Irondale, that is in the old Roosevelt School building, which is owned by the church. They plan to do a future rehabilitation program and are in the process of bringing up that building up to code. Ms. Falty brought up the issue of the traffic issue in the area. Mrs. Falty asked if there are any other options on the table besides multi unit housing? Mayor Brinda said that the multi unit housing was the option that was most needed. Ms. Falty asked how this is decided? Mayor Brinda said that it will go to a vote to elected officials and if there are concern, they should be brought up to those officials. And the final decision will be decided by elected officials. Ms. Falty wanted her concern to be heard, that as a property owner, she would be prefer not to have a treatment center in her neighborhood. Mr. Madison stated that he is willing to vote on the issue so that it can move forward, but he would like to know what the communication plan is for the future of the issue. Mr. Callahan said that this rezoning issue has to go through 3 readings of City Council; 1st one being December 4th, 2nd one December 18th and 3rd and Public Hearing will be January 2nd.

A Motion was made by Cerra, seconded by Mitchell to recommend an ordinance authorizing the Mayor to re-zone property located at 202 Chestnut Street from Business Downtown to Residential Multi-Household High Density.

MOTION CARRIED COMMITTEE REPORT WRITTEN The Community Development Committee and Finance held a Joint meeting immediately following the CD Meeting:

THE BUSINESS OF THE JOINT CD/FINANCE COMMITTEE MEETING

Mr. Stewart called the Finance Meeting to order and stated that Mr. Lotko is unable to attend the meeting and his absence has been excused.

The matter on the agenda for the Joint CD/Finance Meeting is:

1. The matter of accepting the property at 435 West Avenue from Lorain County Land Reutilization.

REFERRED BY: Assistant SS Director Brubaker

REFERRED TO: Community Development / Finance

Mr. Brubaker said that the Mayor asked him to intervene on behalf of a resident regarding the property at 435 West Avenue. This house is two houses north of the Elyria High School parking lot. In 2014 the house was condemned and recently the County foreclosed on the taxes on the property and a resident; Celeste Brlas has been working with the county since late May to try to purchase the property.

The county has a strong time line as to when a property can be rehabed. Ms. Brlas was not going to be able to meet those time lines since much needs to be done and a lot of money is involved. The Lorain County Port Authority thought if they donated it to the City of Elyria through a quick claim deed. Then the City could turn around and do the same thing, quick deed it to Ms. Brlas. There is no cost to the City. But if there are any costs in regards to closing fees or title fees, Ms. Brlas said she will take on those costs. The City is basically a conduit to take a house that is on the demolition list with the Port Authority and be able to turn it over to someone who wants to rehab that property. Ms. Brlas is in attendance if anyone has any questions for her. The City has permission to go into the property so that Ms. Brlas can walk through it to make sure there is no additional damage. Just to add a little more info, the house next door, at 429 West Ave, was on the demo list and someone has bought that and rehabed it. Mr. Brubaker added that the house is in the Historic District and Ms. Brlas understands that she will have to abide by those guidelines. Mr. Callahan thanked Ms. Brlas for wanting to rehab that house, it will only have a positive effect on the City.

Community Development motion was made by Cerra, seconded by Mitchell to recommend an ordinance authorizing the Mayor to re-zone property located at 202 Chestnut Street from Business Downtown to Residential Multi-Household High Density.

MOTION CARRIED COMMITTEE REPORT WRITTEN Finance Committee motion was made by Baird, seconded by Madison to recommend an ordinance authorizing the Mayor to re-zone property located at 202 Chestnut Street from Business Downtown to Residential Multi-Household High Density.

MOTION CARRIED COMMITTEE REPORT WRITTEN 

Cerra moved, Mitchell seconded to adjourn the Community Development Meeting at 6:15.

Respectfully Submitted by:

 

Colleen Rosado, Council Clerk Secretary

 

EVENT: Wed. Dec. 20, 2017 - Wed. Dec. 20, 2017

Nov 27, 2017 Finance Committee Meeting Minutes

Posted on December 20, 2017 at 8:51 am

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, November 27, 2017 at 6:15 P.M. in Council Chambers.

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

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

Law Director Serazin, Assistant Finance Director Farrell, City Engineer Schneider,

Assistant Safety Service Director Brubaker, WWPC Superintendent Korzan, Mayor’s Legal Counsel Smith, Police Chief Whitely, Parks Director Reardon

1. Approval of the November 13, 2017 Finance Meeting Minutes.

Baird moved and Madison seconded to approve the minutes of the November 13, 2017 Finance Committee Meeting. MOTION CARRIED

2. The matter of amending Chapter 165.04 (14) from two (2) personal days to seven (7) days.

REFERRED BY: SS Director Siwierka (This matter was tabled on 11/27/17 and to be put in pending items).

3. The matter of establishing a rental fee and amending the fee ordinance for the use of Pioneer Plaza. REFERRED BY: Parks Director Bowman

Mrs. Reardon explained that the Department wants to have some fees in place for usage of Pioneer Plaza.

Baird moved, Madison seconded to recommend an ordinance to amend the Parks & Rec fee ordinance #2016-69 to establish a rental fee for the use of Pioneer Plaza.

MOTION CARRIED COMMITTEE REPORT WRITTEN4. The matter of waiving any Elyria Building Permit Fees for demolition or construction for projects 2018 through 2020 in any City Parks REFERRED BY: Parks Director Bowman

Mrs. Reardon said that this would be a continuation of what is already in place.

Baird moved, Madison seconded to recommend to waive Building permit fees for any construction or demo projects in any City Parks during the years 2018 through 2020.

MOTION CARRIED COMMITTEE REPORT WRITTEN5. The matter of authorizing the Mayor to enter into a loan agreement through the Division of Environmental and Financial Assistance (DEFA) for the SSO/CSO/WWPCP Wet Weather Program. REFERRED BY: City Engineer Ujvari

Mr. Schneider explained this issue that the Division of Environmental and Financial Assistance is a division of the EPA for a zero interest loan of up to 13 million dollars. It will be used to complete some long term control projects on the Waste Water side. The funds are needed to keep projects moving forward. Mr. Madison asked what the breakdown is by year? Mr. Schneider said it typically is a 3 year period and we can use the money as we see fit. Though there are strings attached to some funds.

Mr. Pileski asked if the loan agency will pay the contractor directly? Mr. Schneider said yes, that is the intent. Mr. Pileski said that he would still need the information of all the payments that are paid by them so that he can record on the City’s books.

Madison moved, Baird seconded to authorize the Mayor to enter into a loan agreement through DEFA for the WWPCP Wet Weather Program at 0% interest for up to 30 years.

MOTION CARRIED COMMITTEE REPORT WRITTEN6. The matter of completing the installation of the new phone system in the Fire Department, Parks and Rec Department and all City Hall offices.

REFERRED BY: Assistant Finance Director Farrell

Mr. Farrell explained that the IT Department has been replacing all City wide phone systems. A list of all the departments and the annual savings for each department has been distributed. The balance that needs to be paid to complete the job is $91,560 which they are asking to be paid out of the Issue 6 money. When the project is completely finished it will reflect an annual savings of $69,501.00.

Mr. Madison asked where the initial cost of the project was paid from. Mr. Farrell said that costs for different departments came from a number of different funds. Majority was out of the enterprise funds.

Baird moved, Madison seconded to recommend authorizing to pay the balance of $91,560.84 for the phone system for the EFD, Parks Dept and all City Hall offices to be paid from Issue 6 monies.

MOTION CARRIED COMMITTEE REPORT WRITTEN7. The matter of updating Chapter 192 of the Elyria Codified Ordinances, which has been made necessary by the Ohio General Assembly’s passage of House Bill 49.

REFERRED BY: Law Director’s Chief of Staff Deery

Mr. Serazin explained that House Bill 49 forces the City to change it’s tax code. No rates will change, no internal procedures will change. It’s a technical amendment. Mr. Serazin asked the Council pass this and suspend the rules.

Mr. Pileski stated that a law suite has been filed by numerous cities to get an injunction on HB 49.

Mr. Serazin said this has to be passed by January 31st if the injunction doesn’t get granted.

Baird moved, Madison seconded to authorize an ordinance for the matter of updating Chapter 192 of the Elyria Codified Ordinances, which is necessary because of the passage of House Bill 49.

MOTION CARRIED COMMITTEE REPORT WRITTEN8. The matter of part-time/seasonal salary ordinance for the purpose of eliminating and adjusting certain salary steps and adding certain job grades to remain in compliance with the State of Ohio minimum wage. REFERRED BY: Assistant Finance Director Farrell

Mr. Farrell explained that the part-time or seasonal employees’ hourly rates that have steps below $8.30, those steps will be eliminated. And new grades on the higher pay scale for those employees that come back from year to year.

Madison moved, Baird seconded to recommend an ordinance amending the salary ordinance for seasonal and part time employees to remain in compliance with the state minimum wage.

MOTION CARRIED COMMITTEE REPORT WRITTEN9. The matter of forwarding to the Lorain County Auditor’s office a lien for unpaid utility charges at 113 Timber Ridge Dr. REFERRED BY: SS Director Siwierka

Mrs. Siwierka explained that this property at 113 Timber Ridge is an unusual situation because the City charges them for sewer charges and sanitation collection, but the resident get his water from Lorain County Rural Water. Therefore, when the customer is delinquent on payments, the water service cannot be turned off and sewer can’t be turned off either. We have stopped his sanitation collection. But the current outstanding bill on the account is in access of $670.06 and there has not been payment since June. Several attempts have been made to collect payment, all of which have failed. The recommendation by the dispute resolution board is that this bill be moved to the tax duplicate, the customer is aware of the decision.

Baird moved, Madison seconded to recommend a resolution certifying unpaid utility charges to the Lorain County Auditor’s Office.

MOTION CARRIED COMMITTEE REPORT WRITTEN10. The matter of forwarding to the Lorain County Auditor’s office a lien for unpaid utility charges at Waters Edge Apartment Complex; 1306, 1308, 1310 and 1312 East Avenue.

REFERRED BY: SS Director Siwierka

Mrs. Siwierka explained that this is a similar situation. The owner of these 4 apartment buildings, that have about 20 units in each building, has not paid the water bills since May. Numerous attempts have been made to collect payment all of which have failed. The water service cannot be turned off because the tenants are paying their water charges in their rent, but the owner is not paying the City for the water. Mrs. Conner has spoken to the owner of the property and the apartment caretaker multiple times. It came before the dispute resolution board and the decision was to move it to the Lorain County Auditor’s office to be added to the property’s tax duplicate. The amount that is currently due is $42,794.21. Mr. Baird asked if there will ever be any home of the City ever getting paid. Mr. Serazin said that bill sits on the property tax as a lien until it tries to get transferred. Mrs. Siwierka wanted it noted that there are multiple units in each building and the bills range from $5,000 to $20,000 per building. Also, the property has agreed to payment plans but has not followed through with those.

Madison moved, Baird seconded to recommend a resolution certifying unpaid utility charges to the Lorain County Auditor’s Office.

MOTION CARRIED COMMITTEE REPORT WRITTEN11. The matter of approving Amendment No. 1 for the Water and Sanitary Sewer Rate Study.

REFERRED BY: Engineer Ujvari

Mr. Schneider explained that they are asking for approval of Amendment No. 1 with Black & Veatch in an additional amount of $65,250 for water and sanitary sewer rate study. The reason for the additional funds is as a part of the long term negotiations and the long term control plan, additional work was performed by Black & Veatch above and beyond their original scope of services for the rate study and is also for future negotiations as well, which are still not complete. Mr. Madison asked what the initial scope of work is for this project. Mr. Schneider said it’s to look at the water & sewer rates. The EPA has brought in additional requests throughout the process and that is where the additional amounts come from. The rate study is an ongoing process.

Baird moved, Madison seconded to recommend authorizing the Finance Director to pay additional funds for Amendment No. 1 of the water and sanitary sewer rate study

MOTION CARRIED COMMITTEE REPORT WRITTEN12. The matter of approving Amendment No. 1 for the City of Elyria Capacity, Management, Operation and Maintenance Plan (CMOM). REFERRED BY: City Engineer Ujvari

Mr. Schneider explained that this is similar to the previous matter. Burgess & Niple were hired to perform a CMOM for the Waster Water Collection System. As part of their scope of service, a majority of the amount of this amendment is for future negotiations with the EPA.

They asking for approval for the Mayor to enter into amendment no. 1 for an additional $28,500.00.

Tanner moved, Madison seconded to recommend authorizing the Finance Director to pay additional funds for Amendment No. 1 for Capacity, Management, Operation and Maintenance Plan with Burges & Niple, Inc.

MOTION CARRIED COMMITTEE REPORT WRITTEN13A. The matter of approval and acceptance of the collective bargaining agreement with the FOP Supervisors and authorizing a change to the salary ordinance.

REFERRED BY: SS Director Siwierka

Mrs. Siwierka said the FOP Supervisors represent about 20 officers. This is the last contract to be settled. Mrs. Siwierka passed out 2 sheets; one that shows the wages and one that shows the changes within the contract. Everyone also received a redline copy of the proposed contract that shows changes.

Baird moved, Tanner seconded to recommend an ordinance authorizing the Mayor to sign a collective bargaining agreement with FOP Supervisors.

MOTION CARRIED COMMITTEE REPORT WRITTEN13B. The matter of approval and acceptance of the FOP Supervisors Contract and amending the salary Ordinance to increase wages. REFERRED BY: SS Director Siwierka

Mr. Farrell said that there are 2 separate salary ordinances that require an amendment. One for the FOP Supervisors and there is one Captain who is paid out of Chapter 165, non-bargaining classified. The rates are the same.

Baird moved, Madison seconded to recommend an ordinance to amend the salary ordinance to increase wages for the FOP Supervisors and Notary Administrative Captain that is covered by Chapter 165.

MOTION CARRIED COMMITTEE REPORT WRITTEN14. To amend 2017 Permanent Appropriations

Mr. Pileski said that there are a few in the General Fund and the overall appropriations is zero. Will need to move monies around in the General Fund to take care of some shortages as we get closer to the end of the year. The General Fund of the Fire Department will be about $204,000 short on their pension line item, but that $204,000 can be moved out of salary & wages. The Building Department needs $40,000 in Operations & Maintenance to pay the company that is doing the duties of the Chief Building Inspector and to pay some plans examiner bills. In the Legislation Department, which is the Council Office, they will be about $5,700 short which is mainly because of having 3 employees for that amount of time while the new person was being trained and learning the job. In Building & Lands Operating & Maintenance, the Electricity Account is running short, will need about $25,000 to get through the end of the year. In the CMG Department, they need about $40,000 for additional gasoline purchases in December. In Special Traffic Magistrate Funds, will need to move $3,200 from Benefits & Pensions to Salary & Wages Account. The effect on the appropriations is zero.

Baird moved, Madison seconded to authorize an ordinance to amend the 2017 Permanent Appropriations.

MOTION CARRIED COMMITTEE REPORT WRITTEN 

 

 

 

Madison moved, Baird seconded to adjourn the Committee Meeting at 7:38 P.M.

MOTION CARRIEDRespectfully Submitted by,

 

Colleen Rosado, Secretary

 

EVENT: Thu. Jan. 4, 2018 - Thu. Jan. 4, 2018

Nov 27, 2017 Finance Meeting Minutes

Posted on January 4, 2018 at 9:30 am

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, November 27, 2017 at 6:15 P.M. in Council Chambers.

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

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

Law Director Serazin, Assistant Finance Director Farrell, City Engineer Schneider,

Assistant Safety Service Director Brubaker, WWPC Superintendent Korzan, Mayor’s Legal Counsel Smith, Police Chief Whitely, Parks Director Reardon

1. Approval of the November 13, 2017 Finance Meeting Minutes.

Baird moved and Madison seconded to approve the minutes of the November 13, 2017 Finance Committee Meeting. MOTION CARRIED

2. The matter of amending Chapter 165.04 (14) from two (2) personal days to seven (7) days.

REFERRED BY: SS Director Siwierka (This matter was tabled on 11/27/17 and to be put in pending items).

3. The matter of establishing a rental fee and amending the fee ordinance for the use of Pioneer Plaza. REFERRED BY: Parks Director Bowman

Mrs. Reardon explained that the Department wants to have some fees in place for usage of Pioneer Plaza.

Baird moved, Madison seconded to recommend an ordinance to amend the Parks & Rec fee ordinance #2016-69 to establish a rental fee for the use of Pioneer Plaza.

MOTION CARRIED COMMITTEE REPORT WRITTEN4. The matter of waiving any Elyria Building Permit Fees for demolition or construction for projects 2018 through 2020 in any City Parks REFERRED BY: Parks Director Bowman

Mrs. Reardon said that this would be a continuation of what is already in place.

Baird moved, Madison seconded to recommend to waive Building permit fees for any construction or demo projects in any City Parks during the years 2018 through 2020.

MOTION CARRIED COMMITTEE REPORT WRITTEN5. The matter of authorizing the Mayor to enter into a loan agreement through the Division of Environmental and Financial Assistance (DEFA) for the SSO/CSO/WWPCP Wet Weather Program. REFERRED BY: City Engineer Ujvari

Mr. Schneider explained this issue that the Division of Environmental and Financial Assistance is a division of the EPA for a zero interest loan of up to 13 million dollars. It will be used to complete some long term control projects on the Waste Water side. The funds are needed to keep projects moving forward. Mr. Madison asked what the breakdown is by year? Mr. Schneider said it typically is a 3 year period and we can use the money as we see fit. Though there are strings attached to some funds.

Mr. Pileski asked if the loan agency will pay the contractor directly? Mr. Schneider said yes, that is the intent. Mr. Pileski said that he would still need the information of all the payments that are paid by them so that he can record on the City’s books.

Madison moved, Baird seconded to authorize the Mayor to enter into a loan agreement through DEFA for the WWPCP Wet Weather Program at 0% interest for up to 30 years.

MOTION CARRIED COMMITTEE REPORT WRITTEN6. The matter of completing the installation of the new phone system in the Fire Department, Parks and Rec Department and all City Hall offices.

REFERRED BY: Assistant Finance Director Farrell

Mr. Farrell explained that the IT Department has been replacing all City wide phone systems. A list of all the departments and the annual savings for each department has been distributed. The balance that needs to be paid to complete the job is $91,560 which they are asking to be paid out of the Issue 6 money. When the project is completely finished it will reflect an annual savings of $69,501.00.

Mr. Madison asked where the initial cost of the project was paid from. Mr. Farrell said that costs for different departments came from a number of different funds. Majority was out of the enterprise funds.

Baird moved, Madison seconded to recommend authorizing to pay the balance of $91,560.84 for the phone system for the EFD, Parks Dept and all City Hall offices to be paid from Issue 6 monies.

MOTION CARRIED COMMITTEE REPORT WRITTEN7. The matter of updating Chapter 192 of the Elyria Codified Ordinances, which has been made necessary by the Ohio General Assembly’s passage of House Bill 49.

REFERRED BY: Law Director’s Chief of Staff Deery

Mr. Serazin explained that House Bill 49 forces the City to change it’s tax code. No rates will change, no internal procedures will change. It’s a technical amendment. Mr. Serazin asked the Council pass this and suspend the rules.

Mr. Pileski stated that a law suite has been filed by numerous cities to get an injunction on HB 49.

Mr. Serazin said this has to be passed by January 31st if the injunction doesn’t get granted.

Baird moved, Madison seconded to authorize an ordinance for the matter of updating Chapter 192 of the Elyria Codified Ordinances, which is necessary because of the passage of House Bill 49.

MOTION CARRIED COMMITTEE REPORT WRITTEN8. The matter of part-time/seasonal salary ordinance for the purpose of eliminating and adjusting certain salary steps and adding certain job grades to remain in compliance with the State of Ohio minimum wage. REFERRED BY: Assistant Finance Director Farrell

Mr. Farrell explained that the part-time or seasonal employees’ hourly rates that have steps below $8.30, those steps will be eliminated. And new grades on the higher pay scale for those employees that come back from year to year.

Madison moved, Baird seconded to recommend an ordinance amending the salary ordinance for seasonal and part time employees to remain in compliance with the state minimum wage.

MOTION CARRIED COMMITTEE REPORT WRITTEN9. The matter of forwarding to the Lorain County Auditor’s office a lien for unpaid utility charges at 113 Timber Ridge Dr. REFERRED BY: SS Director Siwierka

Mrs. Siwierka explained that this property at 113 Timber Ridge is an unusual situation because the City charges them for sewer charges and sanitation collection, but the resident get his water from Lorain County Rural Water. Therefore, when the customer is delinquent on payments, the water service cannot be turned off and sewer can’t be turned off either. We have stopped his sanitation collection. But the current outstanding bill on the account is in access of $670.06 and there has not been payment since June. Several attempts have been made to collect payment, all of which have failed. The recommendation by the dispute resolution board is that this bill be moved to the tax duplicate, the customer is aware of the decision.

Baird moved, Madison seconded to recommend a resolution certifying unpaid utility charges to the Lorain County Auditor’s Office.

MOTION CARRIED COMMITTEE REPORT WRITTEN10. The matter of forwarding to the Lorain County Auditor’s office a lien for unpaid utility charges at Waters Edge Apartment Complex; 1306, 1308, 1310 and 1312 East Avenue.

REFERRED BY: SS Director Siwierka

Mrs. Siwierka explained that this is a similar situation. The owner of these 4 apartment buildings, that have about 20 units in each building, has not paid the water bills since May. Numerous attempts have been made to collect payment all of which have failed. The water service cannot be turned off because the tenants are paying their water charges in their rent, but the owner is not paying the City for the water. Mrs. Conner has spoken to the owner of the property and the apartment caretaker multiple times. It came before the dispute resolution board and the decision was to move it to the Lorain County Auditor’s office to be added to the property’s tax duplicate. The amount that is currently due is $42,794.21. Mr. Baird asked if there will ever be any home of the City ever getting paid. Mr. Serazin said that bill sits on the property tax as a lien until it tries to get transferred. Mrs. Siwierka wanted it noted that there are multiple units in each building and the bills range from $5,000 to $20,000 per building. Also, the property has agreed to payment plans but has not followed through with those.

Madison moved, Baird seconded to recommend a resolution certifying unpaid utility charges to the Lorain County Auditor’s Office.

MOTION CARRIED COMMITTEE REPORT WRITTEN11. The matter of approving Amendment No. 1 for the Water and Sanitary Sewer Rate Study.

REFERRED BY: Engineer Ujvari

Mr. Schneider explained that they are asking for approval of Amendment No. 1 with Black & Veatch in an additional amount of $65,250 for water and sanitary sewer rate study. The reason for the additional funds is as a part of the long term negotiations and the long term control plan, additional work was performed by Black & Veatch above and beyond their original scope of services for the rate study and is also for future negotiations as well, which are still not complete. Mr. Madison asked what the initial scope of work is for this project. Mr. Schneider said it’s to look at the water & sewer rates. The EPA has brought in additional requests throughout the process and that is where the additional amounts come from. The rate study is an ongoing process.

Baird moved, Madison seconded to recommend authorizing the Finance Director to pay additional funds for Amendment No. 1 of the water and sanitary sewer rate study

MOTION CARRIED COMMITTEE REPORT WRITTEN12. The matter of approving Amendment No. 1 for the City of Elyria Capacity, Management, Operation and Maintenance Plan (CMOM). REFERRED BY: City Engineer Ujvari

Mr. Schneider explained that this is similar to the previous matter. Burgess & Niple were hired to perform a CMOM for the Waster Water Collection System. As part of their scope of service, a majority of the amount of this amendment is for future negotiations with the EPA.

They asking for approval for the Mayor to enter into amendment no. 1 for an additional $28,500.00.

Tanner moved, Madison seconded to recommend authorizing the Finance Director to pay additional funds for Amendment No. 1 for Capacity, Management, Operation and Maintenance Plan with Burges & Niple, Inc.

MOTION CARRIED COMMITTEE REPORT WRITTEN13A. The matter of approval and acceptance of the collective bargaining agreement with the FOP Supervisors and authorizing a change to the salary ordinance.

REFERRED BY: SS Director Siwierka

Mrs. Siwierka said the FOP Supervisors represent about 20 officers. This is the last contract to be settled. Mrs. Siwierka passed out 2 sheets; one that shows the wages and one that shows the changes within the contract. Everyone also received a redline copy of the proposed contract that shows changes.

Baird moved, Tanner seconded to recommend an ordinance authorizing the Mayor to sign a collective bargaining agreement with FOP Supervisors.

MOTION CARRIED COMMITTEE REPORT WRITTEN13B. The matter of approval and acceptance of the FOP Supervisors Contract and amending the salary Ordinance to increase wages. REFERRED BY: SS Director Siwierka

Mr. Farrell said that there are 2 separate salary ordinances that require an amendment. One for the FOP Supervisors and there is one Captain who is paid out of Chapter 165, non-bargaining classified. The rates are the same.

Baird moved, Madison seconded to recommend an ordinance to amend the salary ordinance to increase wages for the FOP Supervisors and Notary Administrative Captain that is covered by Chapter 165.

MOTION CARRIED COMMITTEE REPORT WRITTEN14. To amend 2017 Permanent Appropriations

Mr. Pileski said that there are a few in the General Fund and the overall appropriations is zero. Will need to move monies around in the General Fund to take care of some shortages as we get closer to the end of the year. The General Fund of the Fire Department will be about $204,000 short on their pension line item, but that $204,000 can be moved out of salary & wages. The Building Department needs $40,000 in Operations & Maintenance to pay the company that is doing the duties of the Chief Building Inspector and to pay some plans examiner bills. In the Legislation Department, which is the Council Office, they will be about $5,700 short which is mainly because of having 3 employees for that amount of time while the new person was being trained and learning the job. In Building & Lands Operating & Maintenance, the Electricity Account is running short, will need about $25,000 to get through the end of the year. In the CMG Department, they need about $40,000 for additional gasoline purchases in December. In Special Traffic Magistrate Funds, will need to move $3,200 from Benefits & Pensions to Salary & Wages Account. The effect on the appropriations is zero.

Baird moved, Madison seconded to authorize an ordinance to amend the 2017 Permanent Appropriations.

MOTION CARRIED COMMITTEE REPORT WRITTEN 

 

 

 

Madison moved, Baird seconded to adjourn the Committee Meeting at 7:38 P.M.

MOTION CARRIEDRespectfully Submitted by,

 

Colleen Rosado, Secretary

 

EVENT: Thu. Jan. 4, 2018 - Thu. Jan. 4, 2018

Nov 29, 2017 Utility Meeting Minutes

Posted on January 4, 2018 at 9:24 am

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

TO THE HONORABLE COUNCIL, CITY OF ELYRIA, OHIO

The Utilities, Safety & Environment Committee held a meeting on

Wednesday, November 29, 2017 at 6:00 P.M. in Council Chambers.

PRESENT: Committee Chair Mitchell, Members Davis, Tanner, Cerra, Craig

OTHERS PRESENT: SSD Siwierka, Engineer Schneider, Councilman Madison,

Assistant Law Director Breunig, Utilities Superintendent Connor, WWPC Superintendent Korzan

BUSINESS OF THE UTILITY, SAFETY & ENVIRONMENT COMMITTEE MEETING

1. Approval of the November 8, 2017 meeting minutes.

Cerra moved Davis seconded to approve the November 8, 2017 meeting minutes.

MOTION CARRIED

2. The matter of a authorizing the Mayor to enter into a contract for the replacement of the current compressor with new compressor at North Park.

REFERRED BY: Parks Director Bowman REFERRED TO: Utilities and Finance Mrs. Reardon explained that the current compressor is 30 years old. The compressor keeps the floor cold enough to build ice for the ice rink. Preliminary cost of the unit and labor is about $320,000 and there will be other cost associated with the project, such as piping and other components which is why the amount of the request is for $400,000. Mr. Craig asked if the replacement of the park’s compressor part of the Parks Master Plan? Mrs. Reardon answered, yes it was.

Mrs. Mitchell reminded the committee that the City does make money from the North Park Ice Rink, so to replace the compressor is a good investment.

Craig moved, Davis seconded to recommend an ordinance to authorize the Mayor to enter into a contract for the replacement of the North Park Compressor. Standard emergency clause applies.

MOTION CARRIED COMMITTEE REPORT WRITTEN 3. The matter of authorizing the Mayor to advertise for bids and award a contract for the WWPCP UV Disinfection Project.

REFERRED BY: City Engineer Ujvari REFERRED TO: Utilities and Finance Mr. Schneider explained that the current system is a chlorine gas system and they will convert to UV Disinfection. There is a health and safety risk with chlorine gas. The UV system ultimately improves the system at the plant. There is $2.5 million dollars in the budget and are asking for an additional $350,000 to cover ancillary items. The new system will be expandable. The plans have been approved by the EPA.

The project will take a year to be completely finished.

Cerra moved, Davis seconded to recommend an ordinance to authorize the Mayor to advertise for bids and award a contract for the WWPC Plant UV Disinfection Project. Standard emergency clause applies.

MOTION CARRIED COMMITTEE REPORT WRITTEN4. The matter of the changes to the rates charged for sanitation service outside the City corporation limits. REFERRED BY: Director Siwierka REFERRED TO: Utilities & Finance

Mrs. Siwierka explained that there are about 2 dozen sanitation customers outside of the City. Those customers are subject to the 40% up charge, just like the water and sewer rates, so these rates need to be upgraded as well.

Cerra moved, Davis seconded to recommend authorizing an ordinance to the change the rates charged for sanitation service outside the City Corporation limits.

MOTION CARRIED COMMITTEE REPORT WRITTEN 

5. The matter of considering Zero-Emissions Nuclear Resource (ZEN) Legislation, designed to preserve our State’s Nuclear Facilities. Ohioans for Clean Energy

REFERRED BY: Councilman Mark Craig REFERRED TO: Utilities Mr. Craig said this is information that was brought to Council from First Energy by Joe Faga. Mr. Craig stated that he is familiar with nuclear energy and the impact that it has on the energy industry. Mr. Craig invited Mr. Faga to speak on the matter. Mr. Faga introduced himself, address, 3265 Robin Ln., Lorain.

He thanked Mr. Craig and Council for inviting him to the meeting. He is there to provide information on ZEN Legislation. He passed out brochures with information. Mr. Faga read to the committee notes and information regarding the legislation. Many nuclear power plants, Davis Bessie Plant which is to the west of us and The Perry Plant which is to the east of us, are facing an uncertain future due to market rules that do not recognized the value that they provide. As of October 2017, 10 plants have been closed this year and 14 are faced with closing if they do not receive assistance. It’s important to have fuel diversity. Nuclear power is designed to run 24/7 and have an 18 -24 months of on-site fuel. New legislation was introduced in the Ohio House of Representatives on October 10, 2017 to help preserve the state’s nuclear plants. That legislation is called House Bill 381 and replaces House Bill 178. The new bill lowers the cost to minimize impact on customers. The cost to customers was reduced from $5.00 to $2.50. The legislation is expected to generate $180 million annually during the 12 year program. Ohio still imports some of it’s electricity from out of state resources. If these plants close that would result in increased rates for customers as new substations and transmission lines will have to be constructed. The facilities supply more than 4,300 instate jobs at the plants and through the businesses that they support.

Mrs. Mitchell asked Mr. Faga what specifically he is asking of the Committee. Mr. Faga said he is asking them to take action by signing up on the ZEN website. Once each person signs up online, it will automatically send letters to the state elected officials. If the legislation passes, it will enable the state to keep those plants up and running and save those 4,300 jobs in Ohio. The cost of electricity for individual residential customers will go up $2.50 per month for a 12 year period to keep the plants open.

Mrs. Siwierka said that she had gone to the NOPEC meeting and passed out additional information from NOPEC. Mr. Craig asked if Mr. Faga is looking for Council to pass a Resolution in support of the House Bill? Mr. Faga said that would be appreciated.

Mr. Craig made a motion to pass a Resolution indicating Elyria’s support of House Bill 381.

Mr. Tanner seconded that motion.

Mrs. Davis said that since she had just received the information she did not want to vote on the matter at this time. Mr. Craig agreed that was fair and asked to withdraw his motion and move to table it to the next meeting. Mr. Tanner concurred.

This matter was Tabled to the next Utilities Meeting.

6. The matter of creating an operations and maintenance plan to maintain safe and user-friendly conditions within the City.

REFERRED BY: Councilman Madison REFERRED TO: Utilities/Finance Mr. Madison introduced Mr. Marty Martinez who is a member of the Elyria Bicycling Advisory Committee. Also, in attendance is Sara Tilly of the Lorain County Health District, she and the Health District have been working on the concept of connectivity. Mr. Madison started with the fact that transportation is a problem throughout Lorain County. Looking at the core of the neighborhoods, it’s hard for children and families to get around. Six weeks ago Mr. Madison along with numerous others, did a professional development bike ride in the City of Elyria. They experienced what numerous families go through daily to get around the city. They rode the bike lanes and learned a lot. Mr. Madison said what he is asking of Council is not for them to take official action but to start the conversation on this matter, so that they can lay the ground work and how everyone can work together to solve these issues. How can we create the framework for discussion and identify the goals and objections and measure the work.

In 2013, Council as a body passed the Complete Street Resolution. How can we build on that work? Complete Street practices were adopted to allow the Engineering Department to continue to be creative. With the construction of Middle Ave., we were able to see some of the concepts of Complete Street practices. Now what needs to be looked at is; what is the operations plan for maintaining the bike pathways? Lorain County Metro Parks and the Lorain County Health District is working with connecting the dots. People who use bikes for their form of transportation have to use them in all kinds of weather. As a city, we are able to get additional funding from NOACA for these projects. There is additional funding that exists to maintain community bike pathways.

Mrs. Mitchell asked what is being asked of the committee. Mr. Madison said that he is asking if the City has an operations plan to maintain the bike lanes? Mr. Schneider shared that the City does not have an operations and maintenance plan to maintain the bikeways. Other things that were noticed from Ya Bikes is to make sure that the bike signs are clear. Some people thought that those bike lanes on Middle Ave were turn around spots for cars.

Mrs. Siwierka asked how the bike lane maintenance is different from the roadway maintenance? Mr. Madison gave that question over to Mr. Schneider. Mr. Schneider started by saying that there is not a dedicated funding source for the maintenance of the bike paths. Street funds possibly can be used. There are areas where the bike lanes are not in the roadway, but closer to the sidewalks and the City doesn’t have the proper equipment for that. There are different options for funding out there. Most of those things the City does but when the path is off the road way, how will the snow be removed from some of those bike paths that are close to residential houses. There are a lot of different bike lanes out there.

Sara Tilly, Lorain County Health District, 17455 Northwood Ave., Lakewood. Ms. Tilly stated that there are ‘on road’ bike infrastructure, where the bike is painted on the surface of the road, which means you can ride there safely. There are concerns in both; on road biking and bike paths. There are street sweeping and street plowing plans, but the bike lanes get left behind. The snow plow will plow the street and the snow will get thrown into the bike lane, obstructing the lane for riders. Also, leaves and debris that are pushed into the bike lanes can cause a hazard for riders. Realizing this is what the health district and bicycling community advocates for. With bicycling being a mode of transportation for many individuals, it also is a recreational sport. The LC Metro Parks does maintain their off-road facilities with scrubbers.

Mr. Craig said that there are several different plans in place already, he’s wondering if the bicycle committee can compile what we have already and see if it will need to be refined.

Mrs. Siwierka said that she has attended the Bicycle Committee Meetings and the City has been maintaining the bike lane signs throughout the city.

Mr. Breunig said that under state law bicyclists in Ohio have the same rights and responsibilities as motorists. And bicyclists that take to the road assume the risks of the road.

Mr. Breunig suggested that there is no reason that the snow plow can’t just plow all the way to the berm on Middle Ave., since it is part of the roadway anyway

.

Mr. Madison thanked Mr. Craig for his recommendations. There are a lot of different plans in place but it might take everyone getting together and getting feedback. He said they can also look into additional resources to help with connection points and there are National grants that can be applied for.

Mr. Madison brought up the issue of bike racks that will be addressed by Mr. Martinez.

Mr. Marty Martinez of 358 Beebe Ave., Elyria introduced himself and spoke to the committee. Mr. Martinez brought up designated bike routes. He said that Middle Ave., 2nd St. and 3rd Street are wonderful to bike on. He stated that when he rides on certain streets he has been cut off. He feels that the bike signs do help because it makes motorists more alert to bicyclists. As roads are fixed and bike lanes added, it helps, but if the road isn’t wide enough, at least having the bike signs and symbols make the motorists aware. If a designated bike route is on a side walk and not maintained it’s a safety hazard for the bicyclists. If a pot hole in a bike lane is called in, our crews will fill it. The upcoming plans for the Elyria Bicycle Committee is still in the discussion stage, but it’s broken down by; education, encouragement, engineering, access, enforcement, evaluation, bike rack installation, bike maps, bike to work day, city bike event, weekly rides, neighborhood classes and city and family bike events. Mr. Martinez thanked the committee.

Mr. Madison asked for this matter to go in pending items and over the next couple weeks/months they can work with the administration and engineering department to start to provide resolutions of support or guidance.

 

 

Craig moved, seconded by Cerra to adjourn the meeting at 7:50 P.M. MOTION CARRIED

 

 

Submitted by,

 

Colleen Rosado, Secretary

 

EVENT: Thu. Nov. 30, 2017 - Thu. Nov. 30, 2017

Nov 8, 2017 Utility Meeting Minutes

Posted on November 30, 2017 at 8:50 am

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

TO THE HONORABLE COUNCIL, CITY OF ELYRIA, OHIO

The Utilities, Safety & Environment Committee held a meeting on Wednesday,

November 8, 2017 at 6:00 P.M. in Council Chambers.

PRESENT: Committee Chair Mitchell, Members Davis, Tanner, Cerra ABSENT: Craig

OTHERS PRESENT: SSD Siwierka, City Engineer Ujvari, Assistant Engineer Schneider,

Assistant Law Director Breunig, Sanitation Dept. Supervisor Eye, Utilities Superintendent Connor, WWPC Superintendent Korzan

BUSINESS OF THE UTILITY, SAFETY & ENVIRONMENT COMMITTEE MEETING

1. Approval of the 9/27/2017 meeting minutes.

Cerra moved Tanner seconded to approve the 9/27/2017 meeting minutes.

MOTION CARRIED

2. The matter of a request for several easements for the construction of the bike path in Cascade and Elywood Parks.

REFERRED BY: SSD Siwierka REFERRED TO: UtilitiesUnder the lease agreement that Elyria has with Lorain County Metro Parks, a bike path is to be put in throughout Cascade Park which will connect to the path that is already there and continue to the path on West River and will continues north from there. The easement has to come through the City because Elyria still owns the land, though it’s leased to the Metro Parks for the next 50 years. An ordinance is needed for the easement to be granted by the City. The project needs to begin as soon as possible, so that it’s finished by Spring 2018.

Jim. Ziemnik, Lorain County Metro Parks Director, 12882 Diagonal Rd., LaGrange. Mr. Ziemnik explained that Federal Highway Funds will be paying for the trail. ODOT is the administrator of those funds.

Cerra moved, Tanner seconded to recommend an ordinance to authorize the Mayor to enter into an easement agreement for the bike paths in Cascade Park.

MOTION CARRIED COMMITTEE REPORT WRITTEN 3. The matter of a request for a resolution to pursue a noise impact study and noise mitigation for residents living adjacent to the Ohio Turnpike. REFERRED BY: 4th Ward Council, Mark Craig

This wasn’t on the agenda, but residents from the Overbrook area are in attendance at the meeting and the Utility Chair chose to entertain a discussion on this matter.

Mr. Ujvari said he has been in communication with the Ohio Turnpike and ODOT. A message that he recently received from ODOT has indicated that they do not manage the Turnpike noise walls. There are no Turnpike mitigation funds available at this time for this kind of issue. At the last meeting that Mr. Ujvari had with the Turnpike, they indicated that ODOT was taking care of the noise walls. The biggest issue is lack of funding. ODOT is saying that the cost is somewhere at 1.8 million dollars per mile. He said that he asked for an initial survey by ODOT and they have not responded.

* Matthew Jagielski of 276 Overbrook Road spoke to the committee about the noise from the Turnpike stating that it is just getting worse. He said he and other residents made the petition in June 2016.

Mr. Jagielski said that the residents of Overbrook don’t want to be neglected any longer. The Turnpike is making the money. It’s very hard to live with the noise.

* Douglas McDonald of 416 Overbrook Road reminded to the committee that the group of people that are having these issues are Elyrians. Mr. McDonald stated that in 2008 the Turnpike Commission had authorized a pilot project and agreed to put up a couple sample barriers. At that time Elyria had 8 areas that were considered noise sensitive along the Turnpike and 300 homes were identified. Mr. McDonald said that he and other residents have come before Council periodically over the years. He has a file that goes way back to when Allan Zeleski was our State Senator our Governor was Governor Voinovich. That is when they started writing letters about the noise issue. Mr. McDonald went on to say that the issue is just gotten to be one of those daily irritating things that has only gotten worse as traffic volumes have increased. Other Turnpike authorities have done these kinds of projects. Mr. McDonald feels the Turnpike Commission needs to step up and he is just asking for City support through Council that steps be taken that would lead down the path of mitigation.

Mrs. Mitchell stated that they will keep trying, we can keep bugging the Turnpike to see if they would at least be willing to do a survey. Mr. Tanner suggested that the City Law Director contact our State Representatives regarding the issue.

* Eileen Stanic of 275 Overbrook Road came forward to speak to the committee. Ms. Stanic thanked Council for hearing their concerns. In addition to the noise they have seen an increase in the amount of pollution from the Turnpike as a result of the increased traffic. That has resulted in the residents to not be able to open their windows, which is an additional concern. Ms. Stanic wondered if the City could reach out to other communities who currently have noise barriers along the Turnpike, such as North Olmsted, which has a barrier past Stearns Road.

Mrs. Mitchell thanked those residents.

No motion was made on this matter.

3. The matter of ODOT’s two (2) bridge painting projects.

REFERRED BY: Engineer Ujvari REFERRED TO: UtilitiesThis is a request from ODOT to conduct painting on Route 113. The bridges that go over Adams St. and Bell Ave. This is a routine program. There is no cost the City.

Davis moved, Cerra seconded to recommend authorizing the Mayor to enter into an agreement with ODOT to perform bridge painting on Rt. 113 over the CSX railroad and over Adams & Bell within the City limits.

MOTION CARRIED COMMITTEE REPORT WRITTEN4. The matter of changes to the current water rules, Section 939 of ECO.

REFERRED BY: SSD Siwierka REFERRED TO: UtilitiesMrs. Siwierka explained the change is for mobile and modular home parks. They want to have a new rule that will establish that all mobile home parks are master metered. They have a number of reasons for this new rule; 1. If a customer doesn’t pay the City cannot turn the water off, because it’s on private property. 2. Residents move in and out frequently. Once the master meter is read, the mobile home park will be responsible to bill their residents.

Tanner moved, Cerra seconded to recommend an ordinance to allow master metering systems for mobile and modular home parks to go into effect July 2018.

MOTION CARRIED COMMITTEE REPORT WRITTEN5. The matter of amending Ord. No. 2017-112. (Elyria Public Utilities Rules)

REFERRED BY: SSD Siwierka REFERRED TO: UtilitiesMrs Siwierka explained that the new rules that have been approved to go into effect January 1, 2018 need to be delayed another year. The rules are; 1.The minimum bill (which will stay in place). 2. Homestead rate (which will stay in place). 3. A readiness to serve, which has not been implemented yet. It was for fees for credit charges, currently we currently do not charge fees for those services.

Tanner moved, Davis seconded to recommend an ordinance to amend ordinance no. 2017-112 to defer enactment of water rules and regulations to become effective Jan. 1, 2019.

MOTION CARRIED COMMITTEE REPORT WRITTEN 

6. The matter of Change Order #2 for 2017 Concrete Street Resurfacing Program

REFERRED BY: Engineer Ujvari REFERRED TO: UtilitiesMr. Ujvari explained that the City had discovered that some of the projects in the concrete resurfacing program were done not properly. They discovered that there was no base under the concrete. To have those projects corrected they had to remove the sub service material and put in a select grade material. Mr. Ujvari apologized to the committee and to Council. He said that this money has already been expended, the work is complete, the contractor has already been paid. We cannot go back to the contractor and say ‘we’re not going to pay’. In other words the work was not completed properly and unfortunately the city has no recourse.

Cerra moved, Davis seconded to recommend an ordinance authorizing the Mayor to enter into change-order #2 with DL Smith Concrete for street resurfacing program in amount of $49,730.09

MOTION CARRIED COMMITTEE REPORT WRITTEN 

7. The matter of considering Zero-Emissions Nuclear Resource (ZEN) Legislation, designed to preserve our State’s Nuclear Facilities. Ohioans for Clean Energy

REFERRED BY: Councilman Mark Craig REFERRED TO: UtilitiesThis matter was tabled to a later date.

* 8. The matter of water and sanitary sewer rate adjustments.

REFERRED BY: Engineer Ujvari * (Removed from Agenda per Engineer Ujvari)

9. The matter of creating an operations and maintenance plan to maintain safe and user-friendly conditions within the City.

REFERRED BY: Councilman Madison REFERRED TO: Utilities/FinanceThis matter was tabled to a later date.

10. The matter of an agreement with Republic Services for removal of mixed recycled glass.

(Tabled – Sept. 18, 2017) (Discussed at Strategic Planning – Oct. 2, 2017)

REFERRED BY: SSD Siwierka REFERRED TO: Utilities/Finance This matter has been discussed at previous meetings. Mrs. Siwierka explained that Republic Services will have to begin to charge the City to haul away mixed colored glass from recycling. There is no market for mixed colored glass in this area, therefore Republic has to pay $24.75 per ton to haul it away and in turn has to charge the City for that service.

Mr. Eye wanted to help clear up confusion with the glass issue. Residents have asked if they should throw it in the regular garbage. Mr. Eye said the glass should continue to be disposed of in the recycling container. The cost is still less for the glass to be removed from the recycling instead of the garbage.

Davis moved, Cerra seconded to recommend an ordinance authorizing the Mayor to enter into

an agreement with Republic Services for removal of mixed recycled glass.

MOTION CARRIED COMMITTEE REPORT WRITTEN 

11. The matter of Sanitation Rate increase for 2018 (Tabled – Sept. 18, 2017) (Discussed at Strategic Planning – Oct. 2, 2017) REFERRED BY: SSD Siwierka REFERRED TO: Utilities/Finance

Mrs. Siwierka said that the rates will go up 90 cents in 2018, 92 cents in 2019 and 96 cents in 2020.

This matter will also be discussed at full council.

Cerra moved, Davis seconded to recommend an ordinance to increase the sanitation rates for 2018, 2019 and 2020 for regular service and homestead rate service to be effective with the first full billing cycle after January 1, 2018.

MOTION CARRIED COMMITTEE REPORT WRITTEN 

12. The matter of authorizing the Mayor to advertise for bids and enter into a contract for Tree Lawn Tree Service. (Tabled – Apr. 24, 2017)

REFERRED BY: SSD Siwierka REFERRED TO: Utilities/Finance Mrs. Siwierka said this item has been pending with the sanitation rate study. She reminded the committee that tree service is for tree lawn trees. The current contract with Eco Tree Service will expire Dec. 31st. The trees that are serviced are trees that the City doesn’t have the capability to take care of because they are too large, too close to wires, damaged, hazardous trees or other reasons. The contract is already factored into the sanitation rates. The total cost of tree lawn service is $300,000 which covers the cost for the forester, tree service and equipment. Mr. Eye said that in 2017 a total of 651 trees were pruned by the City or the tree service and 210 trees removed.

Davis moved, Cerra seconded to recommend an ordinance authorizing the Mayor to advertise for bids and enter into a contract for 2 years beginning January 1, 2018 and ending December 31, 2019 to be paid from the Sanitation Account, Operations and Maintenance Fund.

MOTION CARRIED COMMITTEE REPORT WRITTENBefore the meeting adjourned, Mr. Ujvari told the committee that he appreciates all the support and cooperation that he’s received from the committee and he thanked everyone.

Cerra moved, seconded by Davis to adjourn the meeting at 7:20 P.M. 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

Posted on November 1, 2017 at 9:19 am

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

Posted on November 1, 2017 at 9:08 am

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. Nov. 20, 2017 - Mon. Nov. 20, 2017

Oct 30, 2017 Finance Meeting Minutes

Posted on November 20, 2017 at 10:35 am

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 30, 2017 at 7:30 P.M. in Council Chambers.

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

OTHERS PRESENT: Mayor Brinda, Safety Service Director Siwierka, Law Director Serazin, Finance Director Pileski, Assistant Safety Service Director Brubaker, Assistant Finance Director Farrell

 

1. Approval of the 10/10/2017 Finance Meeting Minutes.

Baird moved and Tanner seconded to approve the minutes of the 10/10/2017 Finance Committee Meeting.

MOTION CARRIED

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.

Mrs. Siwierka said that the lot mowing charges were sent to the Lorain County Auditor’s Office in error, it was an error of the address.

Baird moved, seconded by Tanner to recommend a resolution to remove lot mowing charges that were inadvertently placed on the tax duplicate of the property of 947 Oakwood St.

MOTION MOVED COMMITTEE REPORT WRITTEN 

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

Mayor Brinda explained that the City of Elyria was offered this opportunity through the Bloomberg Foundation. Elyria was one of 300 communities invited and we accepted the challenge. Fifteen community partners have been assembled to choose Elyria’s main focus which ended up being; to lower Elyria’s poverty rate by 5% and close employment gaps. Currently in Elyria we have an estimated 1,600 manufacturing jobs open. Employers are having a difficult time filling those including some entry level positions. There are also pilot employers who have offered to change their employment criteria to include screens in policies, more family friendly policies and collaborative in the wrap around services. We would be combining the work experience with a social service intervention. Even if we don’t get any money the Community Partners Group wants to continue to work together. They will be giving out 35 Challenge Grants and if we meet that criteria we would be eligible for one of 5 one million dollar grants and one five-million dollar grant will be awarded for full implementation.

There is no match requirement and the city has nothing to lose and everything to gain.

Baird moved, seconded by Tanner to recommend applying for and accept if offered, Grant Funds of up to five million dollars, known as the Bloomberg Mayor’s Challenge.

MOTION MOVED COMMITTEE REPORT WRITTEN4. 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

Mayor Brinda stated that the way the committee report was read was not the way that she sent the referral through. She said that council needs to consider the transfer of funds into the Elyria Community Improvement Corporation, which is actually a separate 501C4. That would create the loan fund. Council would be designating the transfer of the funds for the purpose of creating a GAP Finance Loan Fund. But, the actual establishment of the Loan Fund would be done by the Elyria Community Improvement Corporation. As explained in Executive Session, the City is trying to assist a large Northeast Ohio business with the relocation of their Corporate Headquarters. They are considering the former Macy’s building. The owner has asked and the Elyria CIC has complied with the owners request to sign a confidentiality agreement. It is recommended that the City assists in establishing this loan. It will help reinvigorate the Mall area. The business in question will make an investment of 3.362 million dollars and create 22 new jobs over three years. A loan of $500,000 is needed to provide GAP financing. This is one of the reasons that Community Improvement Corporations (CIC) were created, to be able to meet the need for GAP financing when other traditional financing cannot complete a deal.

There have been questions related to the legality of using demutualization money for this purpose. Mayor Brinda referred to a legal opinion from Elyria CIC’s legal counsel, Todd Baumgartner. Mayor Brinda presented a memorandum to Council and it is attached herewith, made a part thereof and designated as Exhibit “A.”

Attorney Todd Baumgartner sent a memorandum which explains the type of fund that can be deposited into the Elyria CIC by the City. That memorandum is attached herewith, made a part thereof and designated as Exhibit “B.”

Also, attached herewith, made a part thereof and designated as Exhibit “C” is the Code of Regulations of the Elyria Community Improvement Corporation.

The Elyria Law Director and Finance Director have both reviewed the documents and have agreed that these demutualization funds can legally be transferred from the City to the Elyria CIC for the purpose of creating a loan fund. It is the responsibility of the Elyria CIC Board of Trustees to determine if a loan request is worthy. Council does not make this determination but does have a say so through it’s designated appointees, which are Law Director Scott Serazin and Council Member Jack Baird. The CIC is also required to have the Mayor on board and also the Mayor’s Legal Counsel is part of the board as well as an Elyria Citizen, Pete Duffield, who is a CPA with Beckett Corp.

Mr. Madison asked, if once Council makes a decision, does that mean that the City no longer has access to those funds, since the funds have been moved over into another account? The Mayor answered that question, stating Yes, that is correct. Though, in the contract negotiations, they could use some of the same criteria that are used in other abatement projects. And clauses could be added. Counsel will be negotiating this.

Baird moved, Tanner seconded to get the matter on the floor and to amend the previous committee report that was made in error and which has been re-worded.

MOTION CARRIED

Tanner moved, Baird seconded to approve a donation of $500,000 of demutualization funds from the City of Elyria to The Elyria Community Improvement Corporation for the purpose of creating a GAP Finance Loan Fund. (Mr. Madison noted for the record that he abstained from this vote).

MOTION CARRIED – ABSTAIN = 1 (Madison) COMMITTEE REPORT WRITTEN

Mr. Baird asked the Mayor to speak on the leveraging of the amount the City received and what we’ve gotten out of it. Mayor Brinda said the most significant project was the reconfiguration of Route 57 and the 49th Street Bridge. Ultimately that project totaled almost twenty three-million dollars and the City’s match was less than a tenth of that. There was money left over which is where this unexpected level of demutualization funds are now available and the good news is we will get it back again. The criteria of investing and knowing that we will get it back again for re-use is a plus for our City. The improvement of Middle Avenue was also used with some of those funds and other Federal and State projects. Those funds have gone a long way.

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

REFERRED BY: Finance Director Pileski

Finance Director Pileski started by saying that HB 49 is also know as the Bi-annual Budget Bill and contains a provision that gives companies the option of filing their net profit returns with Ohio as opposed to the cities or their agents, in our case, being the Regional Income Tax Agency (RITA). If a company opts to file with the state of Ohio, it takes away the city’s rights to audit those returns. The State will collect the money and give it to the cities quarterly. Currently we receive it twice a month from RITA and they withhold one percent for their collection fee. The state will try to take over municipal income tax collections completely. Mr. Pileski doesn’t know how cities will survive with getting their main source of revenue quarterly as opposed to twice a month. There has been a coalition of around 200 municipalities that have retained counsel to file litigation challenging the constitutionality of these changes to the Ohio Municipal Income Tax Law and Elyria has to take some type of position against it.

Mr. Serazin said that by giving up control of taxing authority, it will make the cities very vulnerable to the state. There are three options that Elyria can consider; first: Elyria can pass a resolution supporting the action of the people who are opposing this legislation, to get it repealed or declared unconstitutional. It’s unlikely that the State Legislature will do anything with respect to repealing it, being as how they are very clearly anti-municipality. Second: Elyria can join in the lawsuit that has about 200 municipalities involved in it and it would cost $8,000. Third: there could be a joint action in the Lorain County Common Pleas Court and the Regional Income Tax Agency and it would be filed at the Common Pleas Court level. We might get better action at a local Common Pleas Court as opposed to a State Court. The firm that will be used for this litigation is Walter Haverfield and the lead attorney is Steve Byron. The City would not be obligated to pay any of the attorney fees. We would be part of a joint litigation in this action and it would be filed locally. It would only cost some time and effort. The letter of engagement is lengthy and it explains the process. There is no guarantee that Lorain County will be the venue chosen. This needs to get going as soon as possible to get an injunction. There will be no fees for Elyria, RITA will pay the fees and it will be filed in Lorain County and every possible step will be taken to stop House Bill 49.

Baird moved, Madison seconded to recommend a Resolution of Opposition and support of Challenging Ohio House Bill 49 to prevent it becoming law.

MOTION CARRIED COMMITTEE REPORT WRITTENBaird moved, Madison seconded to recommend a Resolution to authorize the Mayor to enter into the letter of engagement with Walter Haverfield in regard to a joint representation to commence litigation on behalf of the City challenging HB 49.

MOTION CARRIED COMMITTEE REPORT WRITTEN 

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

REFERRED BY: Finance Director Pileski

The NSP and Block Grant fund changes are requested by Ashley Scott. We will be moving Grant monies to the NSP Fund and the Block Grant Fund. The Health Grant Fund does owe the General Fund some monies. The amount of $15,845 is sitting in the Health Grant Fund and we would be moving it into the General Fund.

Mr. Serazin brought up a request for $930 to be moved from Legal Administration, line item Membership Fees to line item Professional Services to pay an invoice owing LEADS for 2017.

Mr. Pileski said that the request to move the $930 is in the same major account and therefore does not need an appropriation change.

Baird moved, Madison seconded to recommend amending the 2017 Permanent Appropriations.

MOTION CARRIED COMMITTEE REPORT WRITTEN 

7. The matter of an unencumbered bill in the amount of $795.00 from the Law Director’s Office for a bill from LEADS – Ohio State Highway Patrol.

REFERRED BY: Law Director Serazin

As explained the unencumbered bill is from 2016, Invoice # L2403 for LEADS – Ohio State Highway Patrol.

Baird moved, Madison seconded to recommend payment of an unencumbered bill in the amount of $795.00 from the Law Director’s Office for a bill from LEADS – Ohio State Highway Patrol.

MOTION CARRIED COMMITTEE REPORT WRITTENBaird moved, Madison seconded to adjourn the Committee Meeting at 8:10 P.M.

MOTION CARRIEDSubmitted by,

 

Colleen Rosado, Secretary

 

EVENT: Tue. Sep. 26, 2017 - Tue. Sep. 26, 2017

Sept 11, 2017 Finance Meeting Minutes

Posted on September 26, 2017 at 4:10 pm

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 on Monday, September 11, 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

Mr. Stewart called the Finance Committee Meeting to order at 6:07 on September 11, 2017

1. Approval of the 8/28/17 and 9/5/2017 Meeting Minutes.

Lotko moved and Baird seconded to approve the minutes of the 8/28/17 and 9/5/2017

Finance Committee Meeting.

MOTION CARRIED

 

2. The matter of a request to Adopt the Updated and Revised Codified Ordinances of the City of Elyria, (informally known as the “re-codification” process).

REFERRED BY: Law Director’s Chief of Staff Deery

Mr. Serazin said this is a standard annual process to codify the ordinances that have been passed by Council and which effect the ECO. His office goes through the ordinances to make sure they have correct back up. They have finished that process and have listed all the changes and new pages will be received once the matter has been passed by council.

Tanner moved, seconded by Baird to recommend approval of the updated and revised Codified Ordinances of the City of Elyria.

MOTION MOVED COMMITTEE REPORT WRITTEN 

3. The matter of a request to Certify Demolition Charges of 835 Fairwood Blvd. to the Lorain County Auditor’s Office. REFERRED BY: Assistant Safety Service Director Brubaker

Mr. Brubaker explained that there was a house fire at said property and was reported to be beyond repair, therefore the City had to do an emergency demolition. The property owner had no homeowners insurance. In order to protect the interest of the city, Mr. Brubaker is asking for a lien to be placed on the property taxes for the demolition cost of $12,000 which had come out of the General Fund.

Lotko moved, seconded by Baird to recommend to certify the demolition cost of said property for the amount of $12,000 to the Lorain County Auditor’s Office.

MOTION MOVED COMMITTEE REPORT WRITTEN 

4. The matter of the Renewal of various Insurance Policies, current Policies will expire 9/30/2017.

REFERRED BY: Safety Service Director Siwierka

Mrs. Siwierka had passed out a sheet that shows the current and renewal vendors for various insurance policies. The City’s broker did some price comparisons and what is listed are the best pricing. Travelers Insurance will have our property, liability, inland marine and crime package.

Boilers will stay with XL Insurance of America and the Cyber Security is still with BCS Insurance.

Travelers did a full audit of our facilities. We have a couple of pending things, we settled a few claims for termination and one is still pending. The inland marine insures all the equipment that does not go out on the roadway. The rest are self explanatory.

Baird moved, Lotko seconded to approve the matter of renewal of various policies.

MOTION CARRIED COMMITTEE REPORT WRITTEN 

5. The matter of approving an Ordinance authorizing the Mayor to apply and accept, if offered, Grant Funding, (TLCI Grant). w/Utilities REFERRED BY: Engineer Ujvari

Mr. Ujvari said that this referral is similar to one that was made a year ago. NOACA is providing the possibility of Grant money for the TLCI Implementation. The request is for $60,000 which is around a 20% match on a $350,000 Grant. The limits on the project would be the downtown area, 2nd Street; new crosswalks and new lighting. The City was successful in the last 2 applications and hoping to be successful in this one as well.

Mr. Baird asked if this project includes Lorain County bikeway and connectivity? Mr. Ujvari said that one of the criteria is to provide connectivity.

Madison moved, Baird seconded to recommend an Ordinance to allow the Mayor to apply for TLCI Grant Funding.

MOTION CARRIED COMMITTEE REPORT WRITTEN 

6. The matter of approving an Ordinance authorizing the Mayor to replace street light bulbs on State Route 57 to LED Bulbs. w/Utilities

REFERRED BY: Safety Service Director Siwierka

Mrs. Siwierka started by saying that Mr. Showalter, of the Communications Department had asked for a consideration to use Issue 6 money to change the type of light bulbs on Rt. 57 to LED Bulbs.

It’s very dangerous when crews have to change the bulbs. There will be a return on the money in about 5 years.

Mr. Stewart brought up the issue of light poles that are down, saying that every time a pole gets put back up another one gets knocked down. If we would consider Issue 6 Funds, Council would have to look at that as a whole.

Mr. Ujvari weighed in on the discussion saying that there are certain conditions on Rt. 57 that are targeted for consideration. One being, is to consider is the placement of light poles, especially ones that are in the median of Rt. 57. We should consider a possible alternative location for the poles. To possibly move to the outside of Rt. 57 and stay away from the clear zone. It’s something that should be considered before we move into the replacement of LED’s. In the event a pole is hit the luminar along with the bulb will be destroyed. That should be factored in.

Mr. Madison asked where the money comes from to replace the poles and bulbs? Mr. Showalter said it comes out of the Communications Repair & Maintenance Fund. Mr. Madison also asked if the City gets reimbursed for the cost of replacing the poles by the individuals who hit them? Mrs. Siwierka answered that about 30 percent, maybe 40 percent of damages get paid for by insurance, but many insurance carriers are requesting that we depreciate to value of the poles and so they don’t pay the full value of the poles.

Mr. Showalter said that the every bulb on the Rt 57 poles have to be replaced every 2 years. It’s a maintenance issue. Right now we are using around 90,000 watts of electricity per year and with LED bulbs we will only be using around 30,000 watts per year. And those bulbs will have a 60,000 hour life expectancy which would be almost 20 years before they would have to be replaced again. Mr. Tanner asked why those break away poles were placed so close to the road to begin with?

Mr. Showalter said that the breakaway base is for the safety of the motorists.

Mrs. Siwierka suggested that Council ponders both of these issues; the matter of replacing the bulbs to LED and the matter of moving the light poles and get some feedback from Mr. Ujvari and Mr. Showalter, because these are 2 different things. As stated, when the poles go down they need to be ordered from the company because they don’t keep them in stock, they are made as they are ordered, so that is why there is a 10-12 week delay for the replacement.

Mr. Lotko is in agreement with the director that Council needs to explore these issues and Council would have to be in agreement as to how the City would pay for the LED’s.

Mr. Stewart stated that this issue will go into pending items.

Matter has been tabled.

 

7. The matter of a review of several Supervisory Salary Ranges for Non-Bargaining Managers, Department Heads and Superintendents.

REFERRED BY: Mayor Brinda and Safety Director Siwierka

Matter has been tabled.

 

8. The matter of waiving Building Permit Fees for all City of Elyria Projects for 2017 and 2018.

REFERRED BY: Assistant Safety Service Director Brubaker

Mr. Brubaker said that Council passed an Ordinance to waive the Building Permit fees for the Splash Pad and other Parks & Rec projects. And since there are multiple other projects going on in the city, electrical and building projects, they are requesting for Council to Waive the permit fees. By having the City pay the permit fees, it is taking the money and paying it back to ourselves. To avoid conflicts with the state of Ohio, we are still required to pay the 3 percent fee to the state. The Building Official asked if we can have something on record that will waive us from having to pay the 3percent fee to the State when we in fact we haven’t collected anything. The Committee Report states we are asking for 2017 and 2018, but we would like to also include 2019 since there will be multiple projects going into 2019 as well. There is no loss of income to the City.

Moved by Lotko, seconded by Baird to recommend an Ordinance to Waive Building Permit Fees for City Projects for 2017, 2018 and 2019.

MOTION CARRIED COMMITTEE REPORT WRITTEN 

9. The matter of waiving Rezoning Fee for rezoning request of City owned property located at

202 Chestnut St.

REFERRED BY: Administrative Legal Counsel Smith

Mr. Brubaker said this goes along with Item Number 8. It is City owned property and Mr. Smith is asking to have the $500 rezoning fee be waived. The city is attempting to rezone the property in order to get the property ready to sell.

Mr. Baird asked the status of this property. Mayor Brinda said that this matter came to Council earlier in the year. Information about the fair market value of the property was discussed in Executive Session. Council gave permission to set a ceiling price for the property and negotiations have followed. The closing is pending shortly. The property needs to be rezoned for the purposes discussed and will go through the public processes, including Planning Commission, etc.

 

Moved by Lotko, seconded by Baird to recommend an Ordinance to Waive the rezoning fee for said property.

MOTION CARRIED COMMITTEE REPORT WRITTEN 

12. The matter of amending the 2017 Permanent Appropriations.

There are 3 appropriation changes. There is a full time employee from the Cemetery Dept. that will be retiring which will leave one full time employee in that department. The thought is to bring in a replacement for that person who is retiring and do some training so money needs to be moved to accommodate that. There are extra monies left in the swimming pool that went unused, so that will be a ‘wash’ in the General Fund. Block Grant Fund is moving $10,000 from one department to another to cover a shortage in the Block Grant Administration. In the 2016 half percent temporary income Tax Fund for the Parks and Rec Dept., $7,860,00 needs to be added to operating and maintenance for RITA fees. We already appropriated $30,000 and the fees that RITA charges to collect the tax is distributed between the different functions that the 2016 half percent income tax addresses. In the Capital Needs Department, there is money appropriated for the upgrade of the radio system in the Fire Department. A little has changed since the original amount was appropriated and we need to add $21,000 to that to get it completed. The total cost of that is $61,911.80

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

MOTION CARRIED COMMITTEE REPORT WRITTENMr. Madison asked Committee Chair if he anticipated having the discussion of cost savings recommendations that were shared with Council on July 29th for ways of saving money in the General Fund? Mr. Stewart said that it would go to Strategic Planning, but a date hasn’t been set up yet.

Madison moved, Lotko seconded to adjourn the Committee Meeting at 6:40P.M.

MOTION CARRIED 

 

 

 

 

 

Submitted by,

 

Colleen Rosado, Secretary

 

EVENT: Thu. Sep. 28, 2017 - Thu. Sep. 28, 2017

Sept 13, 2017 Utility Meeting Minutes

Posted on September 28, 2017 at 9:47 am

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

TO THE HONORABLE COUNCIL

CITY OF ELYRIA, OHIO

The Utilities, Safety & Environment Committee held a meeting on Wednesday, September 13, 2017 at 6:00 P.M. in Council Chambers.

PRESENT: Committee Chair Mitchell, Members Davis, Tanner, Cerra, Craig ABSENT: None

OTHERS PRESENT: Safety Service Director Siwierka, Wastewater Director Korzan, Assistant Engineer Schneider, Assistant Law Director Office Breunig

BUSINESS OF THE UTILITY, SAFETY & ENVIRONMENT COMMITTEE MEETING

1. Approval of the 8/23/2017 meeting minutes.

Cerra moved, Davis seconded to approve the 8/23/2017 meeting minutes.

MOTION CARRIED

2. The matter of the recommending an Ordinance authorizing the Mayor to apply for and accept, if offered, Grant Funding, (TLCI Grant) (Approved at Finance on 9/11/17)

Referred by: Engineer Tim Ujvari

Assistant Engineer, John Schneider was in attendance to explain this matter. He said that this referral is similar to one that was made a year ago. NOACA is providing the possibility of Grant money for the TLCI Implementation. The City’s share for the project would be $60,000 which would come from the Issue 6 Fund. The Grant amount would be for $290,00. The total cost of the project would be $350,000. The limits on the project would be the Downtown Area, 2nd Street; new crosswalks and new lighting. The City was successful in the last 2 applications and hoping to be successful in this one as well.

Davis moved, Cerra seconded to recommend an Ordinance authorizing the Mayor to apply for and accept, if offered, Grant Funding, (TLCI Grant) Emergency clause applies for application deadline.

MOTION CARRIED COMMITTEE REPORT WRITTEN3. The matter of authorizing the Mayor to enter into a 5-Year Lease for two (2) new Vactor Model 2115 Combination sewer cleaning trucks.

Referred by WWPC Superintendent Terry Korzan

Mr. Korzan stated the plant has one Vactor Truck that will be returned back to the dealer because the 5-year lease is up. Another Vactor truck is 14 years old and the jet part of the truck works but the vac part of the truck does not. So to keep the compliment of vactor trucks at 4, they are asking for permission to lease 2 new ones from Jack Doheny Companies. The annual lease payment for each truck will be $54,234.44. We would have 2 brand new trucks for 5 years for a total cost of around $250,000 for each truck. The leasing program is working very well. Once the trucks are around 7 years old, maintenance issues start happening to the trucks and it’s best to replace them before the expense of repairs.

Moved by Craig and seconded by Davis to recommend authorizing the Mayor to enter into a 5-Year Lease for two (2) new Vactor Model 2115 Combination sewer cleaning trucks. Money has been appropriated.

MOTION CARRIED COMMITTEE REPORT WRITTENMoved by Cerra, seconded by Davis to adjourn the meeting at 6:10 P.M. MOTION CARRIED

Submitted by,

 

Colleen Rosado, Secretary

 

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

Sept 18, 2017 Strategic Planning Meeting Minutes

Posted on November 1, 2017 at 12:12 pm

Mr. Lotko called the Strategic Planning Meeting to order at 8:13 P.M. on September 18, 2017

Item #1  The matter of the Sanitation Rate Study was Tabled.

Item #2. The matter of an agreement with Republic Services for the removal (at cost) of mixed recycled glass from Elyria Households via Elyria Sanitation Department was Tabled.

Mr. Serazin started the discussion on the topic to put it in perspective. The State of Ohio filed an action against a number of Drug Companies; Purdue, Endotiva, Johnson-n-Johnson, Allergan. The State

accused those companies of downplaying (or not disclosing) the addition risks of some of their medications and as a result of that it has reeked havoc on the Criminal Justice System and the people who had to enforce the Laws in the State of Ohio, Lorain County, Lorain and Elyria. Each had unique damages. In June the Ohio Attorney General filed an action. He alleged 4,000 deaths in the State of Ohio in 2016 as a result of the Opioid Issue. The Attorney can speak for the State costs. But there are also local costs. Lorain filed a case on June 29, 2017 in Lorain County Common Pleas Court. What happens with these litigations are they end upbeing grouped together, though they

  1. MISCELLANEOUS AND UNFINISHED BUSINESS: Continued

aren’t ‘class action suites’, but you have multiple plaintiffs and the same defendants and the cost can be expensive.

Mr. Brian Balser is a local attorney and has dealt with a number of these lawsuits. If Council wants to pursue Mr. Balser can explain and answer questions. Mr. Serazin feels this is something that should be addressed and considered.

Attorney Brian Balser, 5311 Meadow Lane Ct., Sheffield Village Mr. Balser has practiced law in Lorain County for over 30 years, with the last 16-17 years in pharmaceutical litigation. He had defended over 1,800 individuals in the Fen Phen litigation. Mr. Balser represents people in communities on a contingent bases. If no recovery, there is no cost. This litigation will take some time; it’s in its infancy

.

The pharmaceutical companies along with the distributors have made billions of dollars. It goes back to greed and they aren’t concerned about community safety. There are laws in place for community safety. There is much harm that has been done to cities throughout the state, including Elyria. You see it in the papers everyday. 80% of the people who are heroin users have reported they started with a type of Opioid that was prescribed. These companies have gone past having the medicine prescribed just for pain and started marketing it to primary care doctors and were deceptive in terms of what the drug would do and how addictive it was.

Mrs. Mitchell asked if the doctors should bear some responsibility as well, since they’re the ones that write the prescriptions. Mr. Balser said that the doctors rely upon what they are told by the pharmaceutical companies. They rely upon the pharmaceutical companies to give them accurate information. The doctors are being deceived as well as the public.

Mr. Baird feels everyone is in agreement with what Mr. Balser is saying. He wonders where do we go from here? How do we proceed? Mr. Serazin said that he would make a referral to Council and authorize Mr. Balser to take action on our behalf and go from there. It will be similar to the Medical Mutual Case. After more discussion we could get the agreement going and get working on it. Mr. Serazin is satisfied with Mr. Balser’s expertise and the fact that he’s local.

President Lotko thanked Mr. Balser.

Mr. Lotko stated that there is no further business.

Mr. Baird made a motion to adjourn, seconded by Stewart.

MOTION CARRIED

 

Forrest L. Bullocks Michael J. Lotko, III

Clerk of Council President of Council

 

 

 

 

 

 

 

 

 

 

 

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

Sept 25, 2017 Community Development Meeting Minutes

Posted on October 12, 2017 at 9:03 am

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