Committee Meeting of Council Minutes

City of Bay Village Council Minutes, Committee Session February 17, 2026 Dwight A. Clark, President of Council, presiding. Council Chambers, President of Council Dwight A. Clark called the meeting to order at 7:00 p.m. Present: Dwight A. Clark, President of Council. Lydia DeGeorge, Vice President of Council and Councilwoman, Ward 2. Sara Byrnes Maier, Council-at-large. Peter J. Winzig, Council-at-large. Steve Swidarski, Councilman, Ward 1. Michael Greco, Councilman, Ward 3. Dan Rettig, Councilman, Ward 4. Mayor Koomar, Also Present: Law Director Mark Barbour, Finance Director Jim Milton, Police Chief Rob Gillespie, Director of Public Service and Properties Mary Kay Costello, Recreation Director Dan Enovitch, Human Resource and LT. Director Jennifer Demaline, Clerk of Council Joan Kemper. AUDIENCE Bruce Geiselman, Richard Majewski, Gerald Horning, Deneen Seljan. ANNOUNCEMENTS COMMITTEE OF THE WHOLE Council Committees _ First Reading of Amendment to Codified Ordinance Sections 111.05 and 111.07 to rename and create Council Regular and Standing Committees. First Reading of two Ordinances on the agenda for the Regular Meeting of Council this evening. President of Council Clark stated that amendments to Codified Ordinance Sections 111.05 and 111.07 to rename and create Council Regular and Standing Committees will be moved to first reading this evening. He stated that Council has been evaluating their committee names and the scope of their construct over the past couple of months. The thought is that it would be time to make some revisions to properly line up with our legislative landscape and the current topic of interests that are important to Council and the City. The decision has been to maintain six committees, each with a chairman plus several participating members. The names of the committees are currently constituted in the first reading under the ordinance as: Public Safety and Sustainability. Public Improvements, Planning and Utilities. Finance and Administration. Technology and Digital Infrastructure. Parks, Recreation and Community Services. Services, Facilities and Equipment.

Committee Meeting of Council February 17, 2026 Ms. DeGeorge asked for an example of what would change or what would not change. Would it be just the titles that will change, or would the responsibilities under any of these committees change? How would that work? I see Finance and Administration. What do we mean by “Administration?” Mr. Clark stated that overall, the Technology and Digital Infrastructure is a brand-new committee, _ but all the other five committees are going to be some combination of what we have right now. Finance and Administration: the previous committee was Finance and Claims. Council used to Judicate or talk about moral claims, and we have not talked about those for years, but we thought that would be a good catch all in the sense that the Finance and Administration Committee would be kind of a direct pipeline to the administration city leadership to make sure communication is two way and open, more all-encompassing from that standpoint. We also want to make sure that we were properly allocated in the workload for each committee. Mr. Winzig stated that part of that was to include some discussion about personnel, projecting where there appears to be a need to get out in front of it. It was a little bit of finance and then on the administration side talking with each of the directors and getting an idea of what is to come second half of the year, what is to come next year, and the year after that with the retirements, We really did not have a forum for that discussion. Mr. Clark stated that the other thought would be to ask each of the Council members a potential preference in terms of what they would like to do. A draft will be circulated to Council for consideration. In the composition of the committees, it is important to have the right people and the right skill sets, but at the same time mix and match because it is nice to cross train people on each of the committees, For example, on Parks and Recreation, and Community Services, we seem to see a mirroring of Recreation Director Dan Enovich's and Community Services Director Kathy Messeri’s groups going forward, knowing full well that we are looking at a change in that program. We thought that would make some sense at that level. But at the same time, we did not want to undermine the fact that planning is important. In talking to our Law Director, he felt planning should be one of the terms of this committee of the Public Improvements Committee. The ordinances will be placed on first reading at the Regular Meeting of Council this evening, and if there are any changes they can be addressed through amending by reading as they move forward. In regard to the ordinance amending Codified Ordinance Section 111.07, the nature of the ordinance is defining the time and place selected by the committee chair for a meeting. Any meeting of the Committee of the Whole can meet at a time and place selected by the President of Council. Any committee chair has the opportunity to present a report or other committee business at a Regular Meeting of Council. Those are the primary changes under Section 111.07. Law Director Barbour stated that Council had been operating under a waiver of this by their actions and subsequent voices, but under the old ordinance you were supposed to have all your committee meetings by the week before the Council meeting. It just seems to work out best for Council members and members of the public to have many of your meetings prior to this meeting. Council has been operating that way for a number of years, and it is time to bring the. ordinance into line with actual practice.

Committee Meeting of Council February 17, 2026 ENVIRONMENT, SAFETY & COMMUNITY SERVICES COMMITTEE- Maier, DeGeorge, Swidarski. Reappointment of Debra Jesionowski to the Tree Commission for a three-year term expiring March 3, 2029. Ms. Maier will move to reappoint Debra Jesionowski to the Tree Commission for a three-year term expiring March 3, 2029, at the Regular Meeting of Council this evening. Ms. Maier noted that Ms. Jesionowski has been a very active member of the Tree Commission for a number of years and - recommends the reappointment. FINANCE AND CLAIMS COMMITTEE ~ Winzig, Greco, Rettig, Clark. Amended Appropriation Ordinance. Ordinance on the agenda for the Regular Meeting of Council this evening. ; Mr. Winzig referred to a request from Finance Director Milton regarding emergency repairs for the HVAC system at the Dwyer Memorial Center. The repairs and replacement costs are estimated at $36,000. This estimate is based on proposals received by the Service Department for the intended repairs. The second request from Director Milton is to have an emergency repair and improvement budget for municipal buildings in the amount of $64,000. This appropriation would allow the administration to draw from those funds in the event there is another emergency. Also, it would allow flexibility for other emergency repairs/improvements to municipal buildings during 2026. The financial impact in the increased appropriations in the Municipal Building Improvements (Fund 495) is $100,000. January Financial Statements of the City of Bay Village prepared and submitted by Director of Finance Jim Milton. Motion to acknowledge receipt on the agenda for the Regular Meeting of Council this evening. Mr. Winzig will move to acknowledge receipt of the January financial statements of the City of Bay Village as received from Finance Director Milton. A Finance Committee meeting will be held on Monday, March 2, at 6 p.m., prior to the next Regular Meeting of Council. The agenda of the meeting will be to review year end 2025 report, J anuary 2026 report and the 2026 budget books distributed by Finance Director Milton this evening. PLANNING, ZONING, PUBLIC BUILDINGS AND GROUNDS COMMITTEE- Greco, Maier, Rettig. Notice from Ohio Division of Liquor Control — Village Rose Deli application for D-2 Liquor Permit. Mr. Greco advised that in regard to the notice from the Ohio Division of Liquor Control for the Village Rose Deli application for a D-2 Liquor Permit, the application is pending a vote of the 3

Committee Meeting of Council February 17, 2026 residents in Ward 3, Precinct A on May 5, 2026. Mr. Greco asked Police Chief Gillespie if there were any concerns in regard to the application. Mr. Barbour noted that this is an excellent time to have whatever discussion Council wishes to have, including comments from the Police Chief. Police Chief Gillespie stated that there are no issues with this application. Amendment to Codified Ordinance Section 1109.03(d)(5) regarding action by Council and declaring an emergency. Ordinance on the agenda for the Regular Meeting of Council this evening. Mr. Greco will introduce an ordinance to amend Codified Ordinance Section 1109.03(d)(5) regarding action by Council requiring that any proposed subdivisions be referred to City Council by the Planning Commission. The change in the ordinance is to refer to the new name of the committee of Council, if adopted by Council, as the Public Improvements, Planning and Utilities Committee. Law Director Barbour confirmed that this is the only additional legislation that is affected by the change of the name of the committee. Replacement of HVAC equipment at Dwyer Memorial Center entryway area. Ordinance on the agenda for the Regular Meeting of Council this evening. Replacement of HVAC equipment at Dwyer Memorial Center administration area. Ordinance on the agenda for the Regular Meeting of Council this evening. - Mr. Greco will introduce two ordinances this evening to purchase new HVAC equipment at the Dwyer Memorial Center and called upon Director of Public Service and Properties Costello for further comments. Director Costello stated that quotations were received for this work, with Luxury Heating Company and Stack Heating and Cooling Company as the two lowest bidders. One furnace is for the administration area, and one is for the main entrance area. The existing HVAC systems were not effectively producing heat. Mr. Clark asked if the units to be installed are potentially transferrable to another location. Ms. Costello stated that they have a high confidence in being able to reuse at least one of the units, possibly at the Bay Lodge. Director Milton advised that the unit for the large area is $28,000, and $8,000 for the administrative room unit. Installation will be done as quickly as possible and can be done in one working day, PUBLIC IMPROVEMENTS/STREETS/SEWERS/DRAINAGE COMMITTEE -DeGeorge, Swidarski, Winzig. Ms. DeGeorge had no report this evening. RECREATION AND PARK IMPROVEMENTS COMMITTEE -Rettig, Maier, DeGeorge.

Committee Meeting of Council February 17, 2026 Reappointment of William Sisto to the Parks and Recreation Commission, for a four-year term expiring February 17, 2030. Motion on the agenda for the Regular Meeting of Council this evening. Mr. Rettig will move to confirm the reappointment by Mayor Koomar of William Sisto to the Parks and Recreation Commission for a four-year term expiring February 17, 2030, at the Regular Meeting of Council this evening. Mr. Rettig noted that he has served with Mr. Sisto in regard to this commission. Mr. Sisto is a thoroughly engaged and valuable member of the Parks and Recreation Commission. Recreation Director Enovitch added that Mr. Sisto has been a member of the Parks and Recreation Commission since 2005 and cares deeply about the City. Approval of Touch-a-Truck Event to be held on Saturday, September 12, 2026, in Cahoon Memorial Park, from Noon to 3:00 p.m. Motion on the agenda for the Regular Meeting of Council this evening. Mr. Rettig will introduce a motion at the Regular Meeting of Council and the meeting of the Cahoon Memorial Park Trustees this evening to approve the annual Touch-a-Truck event to be held Saturday, September 12, 2026, from Noon to 3:00 p.m. Mr. Winzig noted that Fire Chief Lyons has notified Council that a lot of the activity this year will move closer to Cahoon Memorial Park to take advantage of some of the parking lots in that area. SERVICES, UTILITIES & EQUIPMENT COMMITTEE —Swidarski, Greco, Winzig. Mr. Swidarski had no agenda items for his committee report this evening. AUDIENCE There were no comments from the audience this evening. MISCELLANEOUS The next Regular Meeting of Council will be held on Monday, March 2, 2026, beginning at 7 p.m. The new representative of First Energy Corporation, Brian Baer, will be in attendance. Mr. Swidarski stated that he received a few emails from residents regarding the use of Flock cameras. The most recent was a very detailed, thought-out email regarding not whether Flock is good or bad, but whether we are maintaining governance over the Flock cameras, the data and what we should be doing or may consider doing or asking questions. Mr. Swidarski shared the email with the members of Council and Chief Gillespie, and read some points that he pulled out in the summary, as follows. “This is not in opposition to the automatic license plate readers or Flock, but what are our record keeping retention policies or policies regarding record keeping and retention, auditing, vendor oversight and how the system is being used and described. ALPR (Automated License Plate

Committee Meeting of Council February 17, 2026 Reading) was publicly described as something used daily across departments, yet public records indicate no centralized usage logs, audit records or compliance documentation being retained.” Law Director Barbour stated that he has had seven or eight public records requests from the person who wrote that email. The public records requests are not always formed correctly, and Mr. Barbour is often unclear as to what this person is asking, and they are not complying with the requirements of the public record law. The City of Bay Village is complying with the record retention laws. The way his public records requests are phrased is probably through AI, and Mr. Barbour noted that he receives many public records requests and this writer’s requests are very distinctive. He may be using AI, which is fine, but he should come to a Council meeting and have _ adiscussion or there should be some one-on-one. His email is very long and covers a lot of points. The City of Bay Village has been complying with his requests. The writer of the email has drawn some conclusions that are incorrect. Mr. Swidarski stated that he was thinking something along the same lines. It is a very dense email, and the matter would probably be well served in a public forum. Mr. Barbour stated that public records requests are not requests for information. A request for information is really what he is asking and those are not subject of public records requests: That is one of the issues with his crafted requests. He is obviously a very thoughtful person. He has been very professional, and our exchanges are absolutely fine. He has not done anything that he is not entitled to do. It is just that I am not sure what he is asking for and maybe he is not sure what he is asking for. He is searching for something; our ships are not meeting up, if you will. Mr. Swidarski stated that perhaps some additional communication to uncover what he is really looking for would be necessary. Mr. Barbour agreed, stating that as the person who responds to public records requests, he cannot say tell me what you know, you just have to give them the records. If they need clarification, you ask them to clarify. It is not proper, as part of my response, to say I cannot help you until you tell me exactly what you want. I have to respond. You are not allowed to deny a request and make the person tell you why they want it. The public records law has ‘gotten a lot more complex for something that was supposed to be so simple. He is wanting to know more about what we do with the data, which the Chief and Lieutenant Palmer can talk about in detail. He is not so much asking the right things, and I can only give him what he asked for. Mr. Swidarski stated that Chief Gillespie has been very helpful with another email regarding Flock cameras and related policy. The way I read some of his email was legislatively what is Council doing regarding Flock. Mr. Barbour stated that one of the issues is that the people who are inquiring about Flock have a misconception about how it actually functions on the ground for the City of Bay Village. It has been explained to me, but it would be beneficial, for example, if Council people want to know 6

Committee Meeting of Council February 17, 2026 more about how it works, to meet with the police and review exactly how it is used. The data is derived from pictures of the front and rear of automobiles as they pass under the camera. That is deleted after 30 days. It is no longer administratively necessary and serves no purpose. In criminal cases when we do use it, they print a picture of the rear of the vehicle and note the date, time, location, and it is placed in a criminal case file. What the gentleman has misconstrued is that he thinks we are not disposing of it properly, but we are because what we keep is put in the file. The public record law is a little more complex than people originally wanted it to be, but that is how it evolved. We are retaining the parts that are administratively required. We are following our record retention plan, our R2 form requirement. Because of the way his request was worded, he may not have gotten the benefit of that. Mr. Swidarski stated that he wanted to bring it up because it was a large email. Mr. Barbour noted that the gentleman is very thoughtful, obviously intelligent and has an interest in this topic. . Mr. Swidarski stated that he did sit down at Lieutenant Palmer's desk and they walked through it together. He showed me, not necessarily in granular detail, but some of the cases where it has been used. Lieutenant Palmer and Chief Gillespie have been very transparent. Mr. Winzig stated that when there is a request from a citizen of this type, where it is an email, we forward it to the Mayor and the Law Director. Are we as Council required to follow up on that information, or do we just assume that at some point it will be addressed and the City will get back to that resident? What is the information flow? Oftentimes, Council is a conduit of a question. How does that person get a response in that case? Mr. Barbour stated that this latest email was not read as a public records request. It did not ask for anything, other than that he made some statements and maybe wanted to discuss it further, but it was not a public records request, which is different. Mr. Swidarski stated that, for his own clarity, perhaps this would be a direct response from him to the resident. Mr. Clark stated that there are a couple ways to handle it. If we, as Council people, receive an email that is more of an operational or administrative matter, we have to make sure it gets transferred over to the right person in the administration, whether it is the Police Chief, the Fire Chief, or Director Costello, because we are the ambassadors in the community. He stated that he would encourage people to do one of two things: come to a meeting, because it is a lot easier to talk it out as opposed to trying to figure out what the emails really say because things get lost in translation; or, to meet with the actual department head. In this particular case it could be Lieutenant Palmer or Chief Gillespie, and I would think that that would help clear things up.

Committee Meeting of Council February 17, 2026 Mayor Koomar commented that the Law Director serves both Council and the administration. Mr. Barbour is a great clearing house and can refer questions to the right person. ADJOURNMENT The meeting was adjourned at 7:32 p.m. ke Clark, President of Council PHL / |€32 . n Kemper, Clerk of Council