Minutes of a Regular Council Meeting - Olmsted Falls, Ohio
City of Olmsted Falls
Minutes of a Regular Council Meeting
Tuesday, April 26, 2016, at Olmsted Falls City Hall
26100 Bagley Road – Council Chambers, 7:30 p.m.
The Pledge of Allegiance was recited. Mayor Ann Marie Donegan Council called the meeting to order at 7:38 p.m. Roll call was conducted. Councilmen Jay Linn, Linda Garrity, Jim Haviland, Bob Sculac, Paul Stibich, Terry Duncan (excused), and Kyle Miller were present.
Also in attendance: Gregory Sponseller, Law Director, Steve Presley, Finance Director, Mike DeSan, Asst. Finance Director, Joe Borczuch, Service Director, and Rosann Jones, Manager Business and Community Services. Audience: 4.
Approval of Minutes:
Mr. Sculac moved to approve the minutes from the Finance Committee Meeting of April 12, 2016; Mr. Linn seconded. Poll: 6 ayes; 0 nays. Motion carried.
Mr. Stibich moved to approve the minutes from the Regular Council Meeting of April 12, 2016; Mr. Sculac seconded. Poll: 6 ayes; 0 nays. Motion carried.
Consideration of Amendment to the Agenda - None
Mayor’s Report and Appointments
Mayor Donegan indicated that Mr. Alex Russo is present this evening to update Council regarding the Olde Wine Cellar and the second floor of the administration building.
Mr. Russo introduced Mr. Ben Gingrich from HSB Architecture who has been helping with the process regarding the second floor of the administration building. He stated that the Olde Wine Cellar owners are in the process of finalizing his kitchen design and preparing for construction bids. The next step will be to present those plans to the city and to the best of his knowledge they have not been submitted. The owner is also working with the city to transfer his liquor license from his existing location to the Jenkins Center. This is a work in process and the owners are working with the necessary steps and procedures. Mayor Donegan stated that the State Liquor Control was at the administration building attempting to verify the address of the building. She then asked Mr. Sponseller to verify that the Olde Wine Cellar address is 7950 Columbia Road. The Board of Commissions has that address designated as a parking lot.
Mr. Russo stated that he would like to describe what has been transpiring with the second floor and looking at the long term effect of taking the existing space, putting in the infrastructure and looking into tenants to occupy the space. He stated that HSB has been working with him and Mr. Gingrich has been helpful. Mr. Gingrich stated that the existing corridor upstairs will be updated, two bathrooms will be installed, which is required to make the space leasable. Step one is to figure out the corridor get it laid out and we have identified six different tenant spaces that can be leased. Mr. Russo stated that the primary first step was to obtain bids for the common areas, which includes restrooms, and what we call the base building and infrastructure. He stated that the space has been broken down into leasable areas; from that we wanted an overview to show what it would take to take the space from its current position, putting in the common areas, and then what it would take to build-out each of the different spaces. We came to Council and asked for approval to go out for bid, which we received, we then advertised the process and received a number of inquiries. Mr. Gingrich stated that these are referred to as budgets because they were completed off of initial plans not full construction drawings and this process has helped us get a good sense of what the value is. Mr. Russo stated that there were three finalists with all the back-up information which gave us a sort of matrix as to what it will cost on the three different bids. Those bids include show and core areas and to do a build-out similar to the drawings, including lighting carpeting, etc. We gave them a schedule to work off of with a floor plan but again, this is all preliminary. From the matrix we put together a build out of what we consider the core area which includes everything to code and allows for ADA access. This includes the existing elevator; fire rating the corridor; and each opening had to be fire rated. The bids for the common area and public restrooms were as high as $300,000 down to $220,000 which equates to about $100 a square foot in a 2700 square foot area. We look at this as a long term capital expenditure because it is infrastructure for the building. We then looked at a shell and core of what we call “base building” of the duct work; the distribution of electrical, etc., and that number came to about $30.00 a square foot. The improvement allowance was approximately $25.00 a square foot, and that includes carpeting, drywall, etc. We are breaking this proposal down into different expenses. Currently we are working with finance to see how these different dollar amounts could be handled through different amortizations. He needs to understand this process as well so can we take the shell and core perform a 25 or 30 year amortization and then different funding to perhaps determine how we handle the tenant improvements. He has been working on different amortization schedules and working with Mr. Borczuch and Ms. Veloski to determine a cost analysis of the expenses to operate this facility. We are using current numbers for gas, electric, water, sewer, snowplowing, landscaping and looking at what could be charged back to a tenant in relationship to what is being supplied to the building. He stated that landscaping and snowplowing will be performed whether there are tenants or not. Once we get all these numbers together we will then go out and try to finalize some letters of intent which would then allow us to come back to finance and Council to get verification to move forward. The next step is to finalize the analysis and now that we have construction numbers we can apply those to the various different areas. These numbers will stay constant at this point because we are not going to spend over a certain amount of dollars on the shell and core and we will keep a budget number for the base building. A package is what we will offer on the tentative improvements. When you boil all those numbers down from the analysis with the amortization schedules, he has been using a 20 year amortization with a 10% carry cost for the base building numbers and a 10 year amortization on the tentative improvement including the operating expenses, he estimates a $15.00 or $16.00 square foot rental rate. The next step is to make sure all these numbers work against the financing that would be available to us. We have spent the last five or six months going through what we have, what we could turn the space into, and then the cost analysis of what it will take moving forward. We are finally at the point where we can sit down with finance and determine how we would finance the projects and then going out and looking at the market place. These numbers are within the market for what he considers “A” or “A-“ because of the other amenities the city is offering. He believes we will be able to reach these rent numbers and stay within the market.
Mr. Sculac stated that Mr. Russo is looking to build out the core area as the number one priority. In terms of building out the rest the space will that be done at the time of a prospective lease or is the plan to do all of it at the same time or will the build out be done on individual parcels as somebody comes in to be a renter. Mr. Russo stated that he would not spend one dollar, even on the infrastructure, until we get at least 60% or 70% on a pre-lease that we can look at a pay back that the city will receive in order to fund the project. None of the dollars will be spent until we get through a very sophisticated pre-lease with commitments and credit tenants that will be capable of being here for at least 7 to 10 years. Mr. Sculac stated that without looking for specifics do we have interested parties and if so, roughly, what percentage are we talking about. Mr. Russo replied that we do have interested parties and we probably have interested parties for both 1600 square foot areas. He did not have the costs for rent or how long it would take to build out and now he can discuss terms, rent, and timing. Mr. Sculac stated that about 25% is being looked at. Mr. Russo stated that we are attempting to find tenants that will offer some type of goods or services back to the city. The goal is to get tenants that can be of some value back to the city, just leasing space to someone was not the intent. Mr. Sculac asked if a second elevator would be required because of the space or will the current elevator be sufficient to handle tenants. Mr. Russo replied that the current elevator is a passenger elevator. Since we are looking at medical uses as tenants this elevator is not capable of handling a gurney. If we get to that level of medical use we will need a larger capacity elevator. If the city receives a long term medical tenant he could see a justification for a new elevator.
Mr. Haviland stated that the tenants will use the parking lot to the east of the building and as Mr. Russo speaks with the different tenants are we confident that there is enough parking to facilitate the tenants, and if not, do we need to look for more parking space. Mr. Russo stated that a parking study was completed and there is a parking area between the library and community center and the city also owns the 3.5 acres behind that area. The study that was completed used a ratio of 3 ½ or 4 to 1 ratio of the 11,000 rentable square feet available and allowing for handicap parking there was enough space. Mayor Donegan stated that we have also looked at making the second floor self-sufficient as there is another entrance and the engineer has completed some preliminary sketches for a driveway that would come off of Columbia Road to allow for a pull up and drop off area. Mr. Russo stated that if another elevator is installed in the other end of the building an ADA entrance area would be needed.
Mr. Sculac stated that Mr. Russo previously discussed a prospective tenant for the old library building and asked if that was still available. Mr. Russo stated that he has spoken to a number of individuals, mostly restaurants, and the problem is the cost of renovating that building to restaurant standards. This is a great restaurant site with the parking lot and all the exposure, but, the costs have been prohibitive for converting.
Mr. Russo stated that the current service garage area will need to have the site cleared once the department moves to the new garage.
Mr. Stibich moved to appoint Susan Fischer to the Architectural Board of Review to fill an unexpired which will expire on 12/31/2018; Mr. Haviland seconded.
Mayor Donegan stated that Ms. Garrity contacted her regarding the requirements for ABR and she would like to review those. She stated that the board shall consist of five residents appointed by the Mayor, the members shall have a demonstrated special interest, experience, or knowledge in history, architectural history, historic preservation, architect related disciplines. At least two members shall have the background of architectural, archeologist, landscape architect, preservationist, historian, planner, realtor or some related field. She stated that Ms. Fischer has been interested in historical buildings and her information was distributed to Council. This is the first time the city will go outside the historic district for a member which she is pleased about. Mr. Sculac asked if Ms. Fischer would replace Mrs. Sparks. Mayor Donegan replied yes. Poll: 6 ayes; 0 nays. Motion carried.
Mayor Donegan stated that the city has hired a police clerk at a cost of $16.00 per hour, not to exceed 24 hours per week. This is issue is not normally brought to Council’s attention but she would like to explain that this has been a discussion over the last couple of months. When the city moved to the regional dispatch center there was an effort to make certain that we removed those duties and did not apply that position. Since then, we asked the Chief, on a number of occasions, to complete a time summary sheet and also the skill level needed. She stated that she, along with the help of Ms. Vrettos and Ms. Mancini developed a time summary sheet for the police department. The officers submitted those for a little over a month, including the chief’s duties, and it warranted 2.5 hours per day of clerk duties. With that and the various issues that have been brought forward from the police department the administration satisfied and eliminated the need for further arbitration by hiring the clerk. Her believe was that the department could operate successfully handling various duties, but, for all the other reasons, arbitration, etc., the administration opted for the hiring. She indicated that the clerk began on Monday, she is a resident and has extensive experience in organization, policies and procedures manuals. She wanted to be candid with Council regarding the time summary sheets and the chief’s duties. Again, 2.5 hours per day, there were a lot of questions within the time summary’s regarding exactly what duties were being performed. Another example, our prosecutor Mr. Incorvaia hired his own individual to handle the prosecutor files, which the city did not pay, so for two years Mr. Incorvaia was bearing the responsibility of gathering his own files for court appearances and this is unheard of.
The National Line Warranty Program which is the issue Mr. Linn requested be tabled. We have asked Mike Chambers to appear before Council and discuss at the May 10th meeting.
Engineering Update – She stated that she has been meeting regularly with Mr. Sheehy regarding the various engineering issues including East River Bridge, Phase V and the flooding. We will bring this information to Council during a work session.
Strategic Plan Update – She stated for the last 2 ½ years she felt it was important to bring together the executive team to engage in team building exercises in order to help get everyone working together. This included having sponsors and co-sponsors and working towards completion of issues, whether that means we have completed them or analyzed them and determined they would not be completed. She re-engaged CSU in 2015 and they held three strategic planning sessions with the executive team and helped lead us through the process. The strategic plan Ms. Jones put together for Council is a snapshot of a five year plan because she believes the city was remiss in putting together a plan together. The document is the result of everyone applying their knowledge of what the city wanted to be in five years. This document will be continuously utilized during the weekly staff meetings to keep us on track for the next couple of years. She is not requesting a formal adoption but this is a document the city will be utilizing and would like input from Council.
Mr. Miller stated that he would like to congratulate the Mayor for putting together this document as well as the master plan. This shows thoughtful leadership pushing forward. Mayor Donegan stated that this is a document we have embraced positively. She stated that Director Borczuch indicated that a culvert will be worked on in Ward II, which is a project that will added to the plan because the city will need to contribute funds in 2018. This was a team effort and we have a great team. The administration believes that a strategic plan is a disciplined effort to produce fundamental decisions and actions that shape and guide what an organization is, what it does, and why it does.
She would like to bring Council’s attention to the Memorial Day parade that will take place on Monday, May 30th she hopes everyone will participate. Not only will the parade take place but a historical marker will be placed on the Village Green that will be commemorated as a gift from the Bicentennial Commission. The 4th of July parade route will be changed. The Flags of Honor will also take place during this weekend at the administration building campus.
She would remind Council that they will need to set a date for the ABR appeal that was received as well as a date for the zoning code amendment to 1260 and the master plan. She has always been a firm believer in the three reading rule and she had a conversation with Mr. Linn and asked that these issues be completed prior to Council’s recess for the summer.
She stated that the fire chief testing is being finalized and looks as if the testing will be completed towards the end of June. She stated that she has asked Chief Munteanu not to retire on April 30th and she will be working out details which will include his help during the transition. We will also then begin discussing an assistant chief or lieutenant including reviewing the budget and making certain we are working smartly.
Communications from Residents - None
Approval of Bills:
Mr. Sculac moved to approve Pay Ordinance 2016-08 amended; Mr. Linn seconded.
Mr. Stibich stated that the ordinance includes a payment to Mari Alice Zacharyasz in the amount of $4,900.00. He would like to request a copy of that invoice. Mayor Donegan stated that Ms. Zacharyasz is working on the 17 grievances that have been filed. The city has Ms. Patton at a cost of $300.00 per hour and Ms. Zacharyasz, who also handles HR related issues at a cost of $50.00 per hour and if she works on labor issues her cost is $100.00. All the legal fees are forwarded to Mr. Sponseller for review. Mr. Sponseller stated that anytime a member of Council has questions related to these issues the invoices are typically held in the finance department. He would like to point out that the itemization of legal services invoices for the most part are not public records per say as they contain attorney/client privileged information. So to the extent that Council receives a copy please keep in mind the attorney/client privilege so as not to disclose that. Alternatively, if you stop into the finance department they can provide the invoice. Mr. Stibich asked if there was an indication as to the time period the invoice covers. Mr. Sponseller stated that he believes it could be February. Mayor Donegan stated that she believes it is for February and March. Mr. Stibich stated that there is also a payment to Zupka & Associates and asked if this was a partial payment. Mr. Presley indicated it is a partial payment authorized by the State Auditor’s office as part of the GAP conversation and annual audit. Mayor Donegan indicated that the city went to annual audits in order to be current and make any changes necessary.
Mr. Stibich stated that there is a large payment to Star, Inc. in the amount of $449,000.00. Mr. Presley indicated that is for the service garage. Mr. Stibich asked if this was a payment to the general contractor. Mr. Presley replied yes. Mr. Stibich asked what fund is being utilized. Mr. Presley replied that currently the capital expenditure fund is being utilized. He will be proposing issuing the bonds for the service garage now rather than waiting a year. The note ordinances are on Council’s agenda this evening and he will have the bond ordinances available at the next meeting. Mr. Stibich stated that the old bonds will be paid off this year. Mr. Presley stated that the city currently has no bonds. We do have five or six notes which he will review. The city will pay off three or four of the notes this year.
Mr. Stibich asked if the retro-pay to the Mayor was for the safety director position and asked how the amount was determined. Mr. Presley stated that $22,500 for January, February and March. Mr. Stibich asked if the $5,000 previous salary was subtracted. Mr. Presley stated that the retro is for the difference between the $22,500 and $5,000 for the first three months.
Mr. Sculac asked if the service garage was on schedule or is the project over budget. Mr. Presley stated that with all the in-house work completed by the department he is right on target. Mr. Borczuch indicated that currently the project is waiting on the electric and Mr. Presley indicated that a meeting will be held tomorrow to discuss this issue.
Ms. Garrity stated that a pre-employment stress test was completed. Mr. Presley indicated that this test is mandated as part of a pre-employment physical for the police and fire departments in order to establish a baseline. Ms. Garrity also stated that there was an item for senior clerical services. Mayor Donegan indicated that this is part of the $20,000 grant. Ms. Garrity asked if the city advertises for new hires through the internet as there is an internet charge. Mayor Donegan replied yes. Ms. Garrity stated that there are many items that list retro-pay. Mr. Presley explained that was for the general administrative employees who received retro-pay back to January 1st for the raises approved at the last meeting. He stated that the only employees who did not receive retro-pay are the collective bargaining unit employees as their raises are known and their pay is recalculated in January. Poll: 6 ayes; 0 nays. Motion carried.
Officials Reports:
Rosann Jones, Manager Business & Community Services
Ms. Jones stated that she would like to call Council’s attention to 21-2016 which deals with the Simple Recycling issue she previously discussed. She is not requesting Council adopt this evening.
Joe Borczuch, Service Director
Mr. Borczuch indicated that he submitted a requisition for electrical work at the Covered Bridge. This update is due to either vandalism or outdated systems. He would like to get the system updated in order to be able to move city events to this area. During this process a new meter box will be installed and the old box will be removed as it is not up to code. The lights will be replaced, all the GFI’s will be updated with new electrical work being run through the bridge. He stated that JP Electrical services is a gentleman he has worked with for years and knows our system.
Mr. Stibich moved to approve a requisition to JP Electrical Services for electrical work to be performed at the Covered Bridge in an amount not to exceed $5,165.00; Mr. Miller seconded.
Mr. Stibich asked if competitive bids are completed for this type of work. Mr. Borczuch stated that he does but he has worked with this individual for a few years and his prices have always been the best. This gentleman also completed the other work as well as the work out front. Mr. Stibich indicated that he understands that Mr. Borczuch like to work with an individual who knows what is existing.
Mr. Sponseller stated that the Charter nor Ohio law requires that this work be competitively bid, per say, and no formal bidding was required. Poll: 6 ayes; 0 nays. Motion carried.
He stated that Safebuilt has issued 117 permits; 25 plan reviews; and 336 inspections during the first quarter. He stated that a little over $49,000 was billed for this work and the city’s portion is $7,378.58. Mr. Sculac asked for a copy of the information. Mayor Donegan stated that effective May 1st we are the only other city, besides Bay Village, that will increase our share of revenue to 20% from 15%. We will be receiving a new chief building official as Mr. Cheatham will move on to more of a management role. She will meet with Mr. Steve Vogel next week to maintain the continuity of our services. She stated that Olmsted Township as also joined Safebuilt and Mr. Vogel will cover both communities. Mr. Borczuch stated that Mr. Cheatham will still remain available especially regarding any outstanding issues.
Mr. Borczuch would like to utilize another option year with Cargill Salt for the upcoming winter season. There will be a $1.00 increase from last year for a cost of $52.05 for a ton. He will need to provide notice to Cargill. Mr. Stibich asked if a written contract would be provided in the future. Mr. Stibich stated that the original contract was a one year contract with four option years included which is why the city only receives the $1.00 increase.
Mr. Stibich moved to extend an option year with Cargill Salt for a total cost of $52.05 per ton for the 2016/2017 season; Mr. Linn seconded.
Mr. Haviland asked how many option years were left. Mr. Borczuch indicated that he believes he will need to go out to bid next year. The five year plan worked very well for the city. The city bids out 1800 ton and with most other cities when the tonnage is bid whether they use it or not they have to take the tonnage and pay. But, he does not have to take the entire 1800 ton. Mr. Linn stated that two years ago the price of salt increased to over $100.00 a ton.
Poll: 6 ayes; 0 nays. Motion carried.
Mr. Borczuch indicated that the construction on the new garage is moving nicely. If the electrical issue is resolved he anticipates moving in the first part of June. He invited anyone to come and take a tour of the new building.
Mr. Stibich stated that on the last pay ordinance there was a large check for sump pump and asked if the project was completed. Mr. Borczuch indicated that the project is completed and the pump moves a lot of water. Mayor Donegan stated that as we continue to look at rentable space in the administration building this will help with flooding problems in the police department area. Mr. Borczuch indicated that he has discovered that one of the roof top scupper units was connected to the footer tile. A third of the roof was dumping water along the foundation. Mayor Donegan stated that the building has had a flooding issue over the last 15 years which hopefully is now resolved. Mr. Borczuch indicated that another issue was discovered in the shallow storm line that a gas line runs through the center of the sewer line. Mr. Linn asked what was the capacity of the sump pump? Mr. Borczuch indicated that he believes it is a little over 3,000 gallons in an hour. Mr. Linn asked for the capacity of the drum itself. Mr. Borczuch indicated that it will hold approximately 200 gallons, the unit if five feet below the footer tile with three separate alarms. Mr. Linn asked if the work was performed in-house. Mr. Borczuch replied yes.
Mr. Haviland stated that there was a previous discussion regarding vandalism at Fortier Park and asked if it was cleaned up and if there has been any further vandalism. Mr. Borczuch indicated that 50% was cleaned up. He would say that 60% of the men’s bathroom is covered in graffiti which will be difficult to remove because of the sandstone. The pavilion still needs to be repaired as all the lights and outlets were vandalized.
Mayor Donegan indicated that the National Historic signs have been installed which were the result of a grant. These signs designate the area that we richly treasure in the community.
Steve Presley, Finance Director
Mr. Presley indicated that the city currently has five outstanding notes. One is in the amount of $100,000.00 for the fire station and will be paid off in its entirety this year. The additional millage on the property tax will be removed effective January 1, 2017. The remaining three notes are general obligation notes and were not voted on by the residents. The city will pay off a $63,000 note for streets which was done in 2003. We will also pay off a $64,000 note that originated in 2003. There are two notes included in packets one for $160,000 that was originated in 2010 for the administration building, we will pay that down $5,000 and re-issue as a renewal for $160,000. We are paying $10,000 for this building and renewing at $535,000. We will reduce our outstanding debts by $242,000 this year. As you reduce the number of notes you also reduce the legal expenses as bond counsel charges per note so it made better sense to pay the other two off in their entirety and reduce our outstanding notes to the two for this building. He will need these adopted by the end of May.
Mayor Donegan stated that it is important that in the past the city just renewed and renewed and we felt very comfortable to start paying these off rather than rolling them over to begin reducing our debt. With the reduction of the fire station, although it’s just a small amount our residents will see a little reduction in taxes. Mr. Miller asked once the note is paid off how much would be removed from the tax duplicate. Mr. Presley indicated that he believes the reduction will be $12.00 to $15.00 which is a insignificant amount. Mr. Miller stated that it is better than going in the other direction so it is not insignificant. Mr. Sponseller asked how many years early does this pay the levy off. Mr. Presley indicated that the levy would have gone to 2020. Mr. Sponseller indicated this levy would have remained on the tax duplicate for another 4 years. Mayor Donegan stated that even though it’s a small amount of money it shows the city taking responsibility and shows we are good stewarts of money.
Mike DeSan, Asst. Finance Director – No Report
Councilman, Kyle Miller, Ward IV – No Report
Councilman, Jim Haviland, Council-at-Large
Mr. Haviland stated that since the warmer weather he has been approached by residents asking about the history of the city’s efforts to obtain a community center and asked who would be the best person to speak to about decisions made in the past. Mayor Donegan indicated that she and Ms. Jones would be happy to speak to him about the history.
Councilman Paul Stibich, Ward II
Mr. Stibich stated that the Mayor mentioned a historic marker that the city will install on Memorial Day. Approximately three years ago, Garry Thompson, Bev Smith, and Lisa Zver decided that they would organize a group to celebrate the Bicentennial of the Olmsted Community, Township and Falls, and they created the Olmsted Community Bicentennial Commission. They put together a plan to raise money for a celebration and raised nearly $200,000.00. The efforts of Lisa Zver and Scott Ross from the Township with their energy and the sponsors and donations they obtained shows how generous our community is. They also planned the celebration, with fireworks for the 4th of July, and was held in the Township by the middle school property. The residents, even today, continue to talk about how great the celebration was. After the celebration there were some funds left over which was utilized for a plaques for the Township and Falls. The plaque is a Ohio Historical Marker, which was approved by the State of Ohio, the markers are installed over the state and now our community will have. He would like to thank these four (4) individuals for all of their hard work and the marker. He does not know what the Township has planned but their marker will be installed as well.
Councilman Charles R. Sculac, Ward I
Mr. Sculac would like to thank Mr. Presley and Mr. DeSan for the quarterly reports. He stated to Mr. Haviland that he knows recreation and community centers have been discussed for quite a number of years. In the past, he worked for the YMCA and community centers do not pay for themselves and are a big drain on general fund budgets, and believes that is part of the reason this community has not constructed one. He stated that the Olmsted Community Center was a boom for the city to a degree realizing that they picked up on activities. He knows there was a previous conversation about a YMCA coming into the area and when The World Church on Columbia was for sale they looked into that building. He and Mr. Garry Thompson did speak with the owners but with the sewer system the building was not a viable option.
Mr. Sculac moved to approve the Mayor’s salary increase in the amount of $80,000.00 beginning in 2018, along with a 2% increase on a yearly basis; Mr. Miller seconded. Poll: 5 ayes; 1 nay (Stibich). Motion carried.
He requested that the law director to prepare legislation for the next meeting.
Councilwoman Linda Garrity, Council Pro-Tempore
Ms. Garrity stated that there were approximately 150 people in attendance for the “DARE To Talk About It” program held at the administration. As a registered nurse and council person it seemed to her that these individuals were hungry for education, support, and the Narcan kits so if they are ever in the presence of someone who would suffer an overdose that they could intervene quickly to save a life. In one way this is like CPR because you are administering a drug to save the individual in the hopes that they would enlist in counseling or therapy. There were many family members in attendance. We did not use a sign in sheet in order to respect people’s privacy. There were also many people who left in tears which shows this program hit home. She was very proud of the program and was one of the city’s crowning moments for the year. We do have people who are asking for follow up. Dr. Papp, who is Township resident, and is in charge of the Dawn Project at MetroHealth Hospital. This program gives out Narcan kits and teaches how to administer the drug. Dr. Papp has been asked to come back for a follow up. There were emails sent the following day that thanking us for the program and requests for more information. There were Olmsted Falls residents in attendance who wanted to understand what kind of an issue existed here and families that brought their children to hear what kind of actual problem this presents. This is a good example of showing it really takes a village. She hopes there are people here that want to do more, be involved and help in some way. She was able to get additional resources and discovered through someone she works with that there is a recovery group that meets at the Community Church that she was unaware of and indicated that this information could be placed on the website. She feels that people that evening were hungry for information and, as we know, we can’t close our eyes to this problem. Mayor Donegan indicated that there were officers from DARE across the region in attendance including Solon, Highland Heights, and Broadview Heights. Chief Traine, Chief Gilles, and Chief Munteanu were also in attendance. She does read the CAD’s and there were a couple heroin overdoses each month and two weeks ago there were five in three days with one person losing their life. This is a real battle. She believes that think educating and dealing with this is more positive then pretending it doesn’t happen here. We will follow up with Dr. Papp and provide Narcan kits and education on how to use them to anyone who wants would like to learn. This problem is not going away any time soon and she is happy that the city is on the cutting edge. The gifts at each Council members place is from Officer Bob Swope who is our DARE officer and he proudly helped all of us organize the event. Ms. Garrity stated that Lt. Vanyo, who is soon to be Chief Vanyo in the Township, has reached out to our police department and would like to develop some sort of a collaborative relationship with us and how we deal with this issue locally. She is happy to say that the first meeting has already occurred. Mr. Linn stated that Officer Swope, the Mayor and Ms. Garrity took a very big part in this event. If you would have looked around the room that evening and the people’s faces when they learned some of the things from the presenters and from some of the local law enforcement people that have been first hand on calls to save people not only in this community but other communities was astonishing. He has never seen an event so well attended and people absorbing so much information, including himself. He assumed that Narcan was an injection but learned that it is a spray that is placed into the nostrils, half in one half in the other. He also learned that there is a new drug which is 50 times more powerful than heroin and called fentanyl. There was a lot of information and a lot of emotion as this issue has really hit home. This is something that should have started years ago and is now trying to catch up with the problem. Ms. Garrity stated that CNN was present and there will be an online part from Olmsted Falls put on their website and throughout the year they will go around the country. At some point there will be a live documentary with Anderson Cooper. Mayor Donegan stated that the event was really well attended and certainly relevant to the time that we are unfortunately living in and our children and grandchildren. Mr. Sculac stated that people do not think it is in their back yard. Mayor Donegan stated that it is certainly not a popular thing to discuss heroin abuse but on the other hand, as a nurse, we must all be civic leaders and be responsible. This is something that happens here and no one is immune so we educate and keep educating and hopefully we will help someone.
Ms. Garrity reminded that the shredding event is coming up in May.
She attended the Southwest systems board meeting and the delegate meeting, for Ms. Duncan. In 2017 the meeting to elect delegates will be held. The new CEO, Mr. Young, presented a report and the hospital is involved in employee engagement and getting their retention rates increased so people feel that the hospital is a good place to work and improve their quality. They are also trying to work with physician engagement to improve communication with the community. On May 17th from 2:00 to 4:30 in the Williams Conference Center they will hold a community health needs assessment. They are starting to reach out to the schools in all of the communities, for example, in Berea they are offering shadowing so students can shadow nurses, respiratory therapists and different health care providers. They are looking at their community nursing program and what is available and this would be free activities, free health screening, wellness programs that we could take advantage of for our new senior center. The report also included that they are also looking at trying to improve their emergency room patient time of visits so that patients receive treatment in a very efficient manner. They spoke about their clinical documentation system with their new computer program and are trying to use that system to identify, for example, re-admissions. A lot of the meeting time was spent on the financial part of re-admission rates and how costly they are to the hospital. Mayor Donegan stated that with the community paramedicine program we are working on is to really work in tandem with the hospitals so they can reduce their re-admission rates by doing the triaging. We will be meeting with Mr. Young and Dr. Pandrangi as an opportunity to say as a community we have a captive audience and it is our job to look at a whole realistic approach to resident care, if you will, and that is one program that has a lot of different effects which includes re-admission rates. Mr. Sculac stated that he can attest to the emergency room as he was in and out in an hour and a half on Sunday. Ms. Garrity stated that they also discussed their patient satisfaction surveys and are trying to increase their numbers with patient perception of satisfaction. Mayor Donegan stated that Medicare is looking at those in terms of reimbursement so in terms of how they are scoring. Ms. Garrity stated that they gave their operating margin of $2.9 million compared to their budget of $2.2 million for the previous year and they are pleased with their financial standpoint. They will be working on their new strategic plan over the next several months. They are now leasing physician practice offices to Southwest Family Physician Group as of April and have expanded the Herrington Heart and Vascular Institute from University Hospital who their partner. UH has done a lot of research in this area and has national acclaim so Southwest is very pleased to begin to adopt some of their cardiac standards.
Ms. Garrity stated that she has a couple of suggestions for changes to the Rules of Order but has not received any additional changes from Council. Mayor Donegan suggested that she make the changes and distributed for review. Ms. Garrity stated one suggestion is the committee structure and believes there are two committees that we can be deleted, Community Development which seems rather redundant, and the computer committee which has been inactive. She can summarize the four possible addition/deletions and send them out. Mayor Donegan suggested sending them to Ms. Mancini who can provide a red lined copy to distribute and then Council can formally adopt.
Ms. Garrity indicated that she has not received any evaluations for the Clerk of Council and asked that those be turned in.
She also is aware that the Clerk is looking too schedule two work sessions before Council recesses in order to clear the agenda and resolve some outstanding issues.
Councilman Jay Linn, Council President
Mr. Linn stated that he attended a lengthy meeting yesterday with the Civil Service Commission and the Assistant Law Director/Prosecutor Mr. Incorvaia. At that meeting the Commission solidified the testing procedure for the next fire chief. The written test will provide a gateway to the final part of the testing. The candidates must garner a 70% score with a written test in order to move to the oral assessment. The assessment panel will include chiefs, lieutenants, and people that have been through the entire process of being a fire chief. After the assessment scores are received the Commission will add extra points and develop a list, the top three of that list will be presented to the Mayor for her consideration of appointment eligibility. The testing process will take place in June. Mayor Donegan stated that we have been an organization that has existed for so long but we are still not able to go to procedures and policies that are legal and up to date. As a result, the application for Civil Service was revised and updated to be compliant with the law.
Mr. Linn stated that Council received an appeal to a decision by the ABR based on the type and style of windows that must be used within a home in the historic district. The request was denied by the Board and the applicant is now exercising their right to come to Council. We also have to schedule a public hearing regarding the amendment of Chapter 1260 “MUPTND” as well as the adoption of the master plan.
The ABR appeal hearing will be scheduled for May 10th beginning at 6:30 p.m. Mayor Donegan stated that the annual cemetery board will also meet on that date at 7:00 p.m.
Mayor Donegan stated that the next issue is the public hearing for the master plan and the revision to 1260 and suggested meeting prior to a Council meeting. Mr. Sculac indicated that the finance committee could forego their meeting the 2nd meeting in June. Mayor Donegan indicated that the public hearing notice has to be placed in the paper 30 days prior to the hearing and suggested that Council schedule this for June 14th at 6:30 p.m. Council agreed.
Mr. Linn stated that when Mr. Stibich was talking about the Bicentennial he could not help but think and emphasize what our local businesses provide and the amount of support Ms. Reichle gives through Angelina’s as she is involved in everything. As well as Mr. Phil Moody, who is a resident of the City and owns Shaker’s he is everywhere. Mayor Donegan stated that Ms. Jones has been working very tirelessly bringing the businesses together. There was a meeting last week regarding Evening in the Falls and coming together to make certain those events are successful. She believes it is unprecedented how much the business community is coming together to help fulfill our mission and we need to help them fulfill their mission which is to be a profitable local business.
Gregory M. Sponseller, Law Director – No Report
Old Business
Resolution 11-2016
A RESOLUTION AUTHORIZING THE MAYOR TO ENTER INTO A LATERAL SEWER AND WATER LINE MARKETING LICENSE AGREEMENT WITH UTILITY SERVICE PARTNERS PRIVATE LABEL, INC. D/B/A/ SERVICE LINE WARRANTIES OF AMERICA FOR PURPOSES OF OFFERING HOMEOWNER WARRANTIES FOR LATERAL WATER AND SEWER LINES Tabled on Third Reading (04/12/2016)
Remained tabled.
Resolution 15-2016
A RESOLUTION SUBMITTING TO THE ELECTORS OF THE CITY THE QUESTION OF THE RENEWAL OF ALL OF AN EXISTING 1.9-MILL TAX LEVY FOR THE PURPOSE OF PROVIDING FOR THE PAYMENT OF THE SALARIES AND SALARY-RELATED EXPENSES OF PERMANENT FIRE PERSONNEL IN THE CITY’S FIRE DEPARTMENT, AND DECLARING AN EMERGENCY Third Reading
Mr. Sculac moved to adopt; Mr. Linn seconded. Poll: 6 ayes; 0 nays. Motion carried.
Mayor Donegan indicated that there is a clerical error in the second whereas clause which should read the total current tax valuation of the city is $192,507.40.
Ordinance 18-2016
AN ORDINANCE ESTABLISHING THE RATE TO BE PAID BY RESIDENTIAL PROPERTY OWNERS IN FISCAL YEAR 2017 FOR RESIDENTIAL SOLID WASTE COLLECTION AND DISPOSAL, AUTHORIZING AND DIRECTING THE DIRECTOR OF FINANCE TO CERTIFY THE COSTS OF SAME TO THE CUYAHOGA COUNTY FISCAL OFFICER FOR PLACEMENT ON THE TAX DUPLICATE FOR COLLECTION WITH OTHER CITY TAXES IN 2017 Second Reading
New Business
Resolution 20-2016
A RESOLUTION REQUESTING AND CONSENTING TO AN EMERGENCY ROAD MAINTENANCE PROJECT BY THE CUYAHOGA COUNTY DEPARTMENT OF PUBLIC WORKS FOR 2016 AND DECLARING AN EMERGENCY First Reading
Resolution 21-2016
A RESOLUTION AUTHORIZING THE MAYOR TO ENTER INTO AN AGREEMENT WITH GREAT LAKES RECYCLING, INC. D/B/A/ SIMPLE RECYCLING, FOR THE COLLECTION AND DISPOSAL OF RESIDENTIAL MUNICIPAL “SOFT RECYCLABLES” FOR THE CITY First Reading
Ordinance 22-2016
AN ORDINANCE PROVIDING FOR THE ISSUANCE AND SALE OF $535,000 OF NOTES, IN ANTICIPATION OF THE ISSUANCE OF BONDS, TO PAY COSTS OF REMODELING, RENOVATING AND OTHERWISE IMPROVING A CITY BUILDING WHICH WILL HOUSE ADMINISTRATIVE OFFICES AND OTHER MUNICIPAL FUNCTIONS AND IMPROVING THE SITE THEREOF, AND DECLARING AN EMERGENCY First Reading
Mr. Linn moved to suspend; no second.
Ordinance 23-2016
AN ORDINANCE PROVIDING FOR THE ISSUANCE AND SALE OF $160,000 OF NOTES, IN ANTICIPATION OF THE ISSUANCE OF BONDS, FOR THE PURPOSE OF PAYING COSTS OF ACQUIRING REAL ESTATE TO ADD TO THE CITY HALL BUILDING COMPLEX CURRENTLY HOUSING ADMINISTRATIVE OFFICES AND OTHER MUNICIPAL FUNCTIONS, AND DECLARING AN EMERGENCY First Reading
Ordinance 24-2016
AN ORDINANCE ADOPTING THE 2016 OLMSTED FALLS MASTER PLAN FOR THE CITY First Reading
Ordinance 25-2016
AN ORDINANCE AMENDING CHAPTER 1260, MUPD MIXED USE PLANNED DEVELOPMENT DISTRICT, AND RE-NAMING AND RE-CONSTITUTING CHAPTER 1260 MUTND MIXED USE TRADITIONAL NEIGHBORHOOD DISTRICT, AND AMENDING SECTIONS 1232.05, 1232.06 AND 1444.04 AND REPEALING SECTION 1272.04(E) OF THE CODIFIED ORDINANCES OF THE CITY TO PROVIDE FOR, AMONG OTHER THINGS, MIXED USE TRADITIONAL NEIGHBORHOOD DISTRICTS AND CRITERIA THEREFOR First Reading
Mr. Sponseller stated for the record that the Planning Commission has considered both Ordinance 24-2016 and 25-2016 and have submitted their reports to the Council with their recommendations. The public hearings will be scheduled as previously indicated by Mr. Linn.
Miscellaneous New Business - None
Such other business that may come before Council - None
Mr. Sculac moved to adjourn into executive session for the purpose of matters of personnel pursuant to O.R.C. 121.22(G)(1); Ms. Garrity seconded. Poll: 6 ayes; 0 nays. Motion carried.
The meeting adjourned at 9:08 p.m.
Mr. Linn moved to adjourn into regular session; Mr. Stibich seconded. Poll: 6 ayes; 0 nays. Motion carried.
Mr. Linn moved to adjourn; Mr. Stibich seconded. Poll: 6 ayes; 0 nays. Motion carried.
The meeting adjourned at 10:05 p.m.
____________________________
Ann Marie Donegan, Mayor Angela Mancini, Clerk of Council
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