City Council Workshop

City of Hudson, Ohio Meeting Minutes - Final City Council Workshop Jeffrey L. Anzevino, Mayor Christopher W. Foster, President of Council (Ward 2) Christopher A. Banweg, Council Member (At-Large) Beth A. Bigham, Council Member (Ward 4) Karen E. Heater, Council Member (At-Large) Nicole V. Kowalski, Council Member (At-Large) Katherine R. Schlademan, Council Member (Ward 1) Skylar J. Sutton, Council Member (Ward 3) Thomas J. Sheridan, City Manager Aparna Wheeler, Clerk of Council Tuesday, January 10, 2023 6:30 PM Town Hall 27 East Main Street Executive Session at 6:30 p.m.; Regular Workshop to follow at 7:30 p.m. 1. Call to Order President of Council Foster called to order the workshop of Hudson City Council at 6:30 p.m., in accordance with the Sunshine Laws of the State of Ohio, O.R.C. Section 121.22. Present: 6 - Mr. Banweg, Mr. Foster, Mrs. Heater, Mrs. Kowalski, Ms. Schlademan and Mr. Sutton Others & Staff in Attendance: Mayor Anzevino; Mr. Sheridan, City Manager; Ms. Andrus, Production Assistant; Mr. Comeriato, Assistant City Manager - Operations; Mr. Ersing, Assistant IT Director; Mr. Knoblauch, Assistant City Manager - Financial/Special Projects; and Mr. Leiter, HCTV Production Assistant. 2. Executive Session A motion was made by Mr. Foster, seconded by Mrs. Heater, to enter into executive session to interview applicants for boards and commissions. Mr. Foster recessed the meeting at 6:31 p.m. after the motion carried unanimously by voice vote. Mrs. Bigham entered the meeting at 7:30 p.m. Executive Session ended at 7:19 p.m., after a short recess Mr. Foster reconvened the Council workshop at 7:30 p.m. 3. Correspondence and Council Comments Mr. Sutton thanked the Engineering Department for correcting a traffic issue at Barlow Road and SR 91 . Mayor Anzevino stated that Mr. Sheridan and himself presented to the 2023 Leadership Hudson class on Friday, January 6, 2023. He further stated that this Friday, January 13, 2023, he will be presenting to the entire 3rd City of Hudson, Ohio Page 1 City Council Workshop Meeting Minutes - Final January 10, 2023 grade class at Eastwoods Intermediate School. Mrs. Bigham recognized and provided her condolences to the families of 2 Ward 4 constituents that recently lost their battle with leukemia. She further congratulated Mr. Banweg for his recent promotion to the position of colonel in the United States Marine Corp. Mr. Foster provided his condolences to the family of a Ward 2 resident that passed away in a house fire a week and a half ago. He further provided an update on the Planning Commission meeting that was held on Monday, January 9, 2023. 4. Discussion Items None. 5. Proposed Consent Agenda for January 17, 2023, Council Meeting A. 23-0005 A Motion to Acknowledge the Timely Receipt of the December 2022 Monthly Financial Report Brief Description: Financial summaries are provided each month for Council’s review. Attachments: December 2022 Financial Report This Motion was forwarded for further consideration at the January 17, 2023, Council meeting. B. 23-001 A RESOLUTION AUTHORIZING THE CITY MANAGER’S DESIGNEE TO ACCEPT AN URBAN CANOPY RESTORATION GRANT FROM THE OHIO DEPARTMENT OF NATURAL RESOURCES DIVISION OF FORESTRY ON BEHALF OF THE HUDSON PARKS. Brief Description: Cities were eligible for USDA Forest Service funding awarded through the Ohio Department of Natural Services Division of Forestry to address critical need to restore and improve urban forests. The Hudson Parks received $8,000.00 in funding with an $8,000.00 match. Attachments: Resolution No. 23-001 Mr. Sutton provided information on the trees that will be planted. This Resolution was forwarded for further consideration at the January 17, 2023, Council meeting. C. 23-002 A RESOLUTION AUTHORIZING A CONTRACT FOR A SMALL UTILITY ENTERPRISE LICENSING AGREEMENT WITH ENVIRONMENTAL SYSTEMS RESEARCH INSTITUTE, INC. (ESRI) FOR A GEOGRAPHIC INFORMATION SYSTEM (GIS) PROGRAM. Brief Description: This legislation will extend our existing small utility ELA with ESRI allowing the City to continue using ESRI’s GIS mapping suite to manage the City’s GIS program. The term of the contract is three years at a total cost of $33,000 ($11,000 per year). City of Hudson, Ohio Page 2 City Council Workshop Meeting Minutes - Final January 10, 2023 Attachments: City of Hudson OH SUEA Renewal 2023-2026 Resolution No. 23-002 This Resolution was forwarded for further consideration at the January 17, 2023, Council meeting. D. 23-003 A RESOLUTION AUTHORIZING THE CITY MANAGER TO BID AND AWARD FOR THE MARKETING SERVICES OF VELOCITY BROADBAND. Brief Description: This request is to enable Velocity Broadband to enter into a one-year marketing services contract for the development of marketing materials for Velocity Broadband. Attachments: Resolution No. 23-003 In response to a question, Mr. Ersing stated that the 2022 expenses were $18,765.00, and that they are putting it out to bid to see what other vendors are out there. This Resolution was forwarded for further consideration at the January 17, 2023, Council meeting. E. 23-004 A RESOLUTION AUTHORIZING THE CITY MANAGER TO ADVERTISE FOR COMPETITIVE BIDS AND TO ENTER INTO A CONTRACT FOR THE TEREX ROAD RESURFACING PROJECT (SUM-TEREX RD, PID# 112743); AND DECLARING AN EMERGENCY. Brief Description: This project is for the resurfacing of Terex Road from Londonairy Blvd. to Barlow Road (West). Attachments: Terex Rd Resurfacing Exhibit 12-19-22 Resolution No. 23-004 Mr. Sheridan stated that this is for the resurfacing of Terex Road from just South of SR 303 to Barlow Road . He further stated that Terex Road from Barlow Road to Hudson Drive will be resurfaced under the annual asphalt program. This Resolution was forwarded for further consideration at the January 17, 2023, Council meeting. F. 23-005 A RESOLUTION AUTHORIZING THE CITY MANAGER TO ADVERTISE FOR BIDS AND ENTER INTO A CONTRACT FOR THE INSTALLATION OF PEDESTRIAN SIGNALS AT VARIOUS LOCATIONS NEAR HUDSON CITY SCHOOLS IN THE CITY OF HUDSON; AND DECLARING AN EMERGENCY. Brief Description: The project will include the installation of six (6) pedestrian signal improvements at the intersections of Stow Road and Pioneer Trail, Stow Road and Stonebridge Court, Hudson-Aurora Road and Herrick Park Drive, Hudson-Aurora Road and Hudson Street, N. Hayden Parkway and Victoria Parkway, N. Hayden Parkway and Simon Road. Staff is also recommending a pedestrian signal improvement at the intersection of E. Streetsboro Street and S. Oviatt Street be included in the project bringing the City of Hudson, Ohio Page 3 City Council Workshop Meeting Minutes - Final January 10, 2023 total intersections to be improved to seven (7). The estimated project cost is $250,000 which includes a 10% contingency amount. Attachments: RRFB Location Exhibit Resolution No. 23-005 This Resolution was forwarded for further consideration at the January 17, 2023, Council meeting. G. 23-006 A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A SOFTWARE RENEWAL CONTRACT WITH BRIGHTLY SOFTWARE INC FOR SOFTWARE AND ASSOCIATED SERVICES PERTAINING TO ASSET AND WORKFLOW MANAGEMENT PROGRAM FOR CITY SERVICES AND OPERATIONS; AND DECLARING AN EMERGENCY. Brief Description: The City’s Public Works Department utilizes an asset work order management software program to manage PW call center requests and work schedules on an annual basis. This software, called Asset Essentials, has been in place for three years and PW Administration wishes to renew the licensing for 2023 and the subsequent years 2024 and 2025 based on City Council budget appropriations. This is the first renewal exceeding $25,000 and therefore requires authorization from City Council. Attachments: Resolution No. 23-006 Mr. Sutton stated that the Resolution states that this is a 3-year contract, and asked if the cost if for one-year or for all 3-years. Mr. Comeriato stated that this is for a one-year contract, and he will have the Resolution corrected. This Resolution was forwarded for further consideration at the January 17, 2023, Council meeting. H. 23-007 AN ORDINANCE AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH MAX RIEKER OF THE LAW FIRM OF WESTON HURD FOR SPECIAL COUNSEL SERVICES IN LABOR AND EMPLOYMENT LAW. Brief Description: The City would like to enter into an agreement with Max Rieker for Labor and Employment Law special counsel. Attachments: Ordinance No. 23-007 This Ordinance was forwarded for further consideration at the January 17, 2023, Council meeting. 6. Proposed Legislation for January 17, 2023, Council Meeting A. 22-164 AN ORDINANCE ESTABLISHING THE CITY OF HUDSON MILITARY AND VETERANS’ COMMISSION, ADDING A NEW CHAPTER 297 TO PART TWO - ADMINISTRATION CODE, TITLE EIGHT OF THE CODIFIED ORDINANCES OF THE CITY OF HUDSON. City of Hudson, Ohio Page 4 City Council Workshop Meeting Minutes - Final January 10, 2023 Brief Description: The ordinance would establish the Hudson Military and Veterans’ Commission, due to the significant United States Armed Forces population of veterans, active-duty members, reservist members, and young military families. Attachments: Ordinance No. 22-164 Ordinance No. 22-164 (updated for 1-17-23) Discussion included the population in Hudson of veterans, active-duty members, reservist members, and young military families of residents, citizen interest on serving on the Commission, changing members to a minimum and maximum number of members instead of a set number, creation of an Ad-Hoc instead of a Commission, purpose of Commission and anticipated duties of the Commission. Ordinance No. 22-164 was forwarded for further consideration at the January 17, 2023, Council meeting. B. 22-165 AN ORDINANCE RE-DESIGNATING THE TITLE “FINANCE DIRECTOR” IN ALL RELEVANT PORTIONS OF THE CODIFIED ORDINANCES. Brief Description: The legislation corrects discrepancies in the Codified Ordinances, where terms other than “Finance Director” are utilized. Attachments: Ordinance No. 22-165 Ordinance No. 22-165 was forwarded for further consideration at the January 17, 2023, Council meeting. C. 23-008 A RESOLUTION AMENDING THE MISSION STATEMENT OF THE H.O.M.E. COMMITTEE. Brief Description: The resolution amends the mission statement of the H.O.M.E. Committee. Attachments: H.O.M.E. Committee Revised Mission Statement 2022 Resolution No. 23-008 This Resolution was forwarded for further consideration at the January 17, 2023, Council meeting. D. 23-009 A RESOLUTION AMENDING RESOLUTION NO. 22-108 AMENDING THE OFFICIAL CITY POLICY GOVERNING THE EXHIBITION OF FLAGS AT CITY GOVERNMENT FACILITIES AND CITY-OWNED PROPERTIES. Brief Description: This legislation amends the current flag policy regarding approved flags to be flown at City government facilities and other publicly owned properties. The amendment adds the Federal POW/MIA Flag to be flown under the American Flag at City cemeteries and the Veterans Way Park. Attachments: Flag Policy Amendments FC. 12-13-22 Resolution No. 22-009 Mr. Banweg stated that the POW/MIA flag is a Federal flag, but was left off the original Resolution. This amendment will allow staff to put the POW/MIA flag back up on City flag poles. City of Hudson, Ohio Page 5 City Council Workshop Meeting Minutes - Final January 10, 2023 This Resolution was forwarded for further consideration at the January 17, 2023, Council meeting. 7. Items to be Added to Future Agendas Mr. Foster stated that a Proclamation for Dr. James Boex will appear on the January 17, 2023, Council agenda. Mr. Sheridan stated that the appeal of the Hudson Community Living site plan will appear on the January 24, 2023, Council agenda. He further stated that he would like to add a discussion item on the January 17, 2023, Council agenda, regarding the requirement of keeping attorney /client documents privileged. Mayor Anzevino stated that he will be bringing forward a Proclamation for Catholic School week to the January 17, 2023, Council meeting. 8. Adjournment There being no further discussion, Mr. Foster adjourned the Council workshop meeting at 7:55 p.m. _______________________________ Christopher W. Foster, President of Council _______________________________ Thomas J. Sheridan, City Manager, Clerk of Council Pro Tempore Workshop Minutes prepared by Melissa Raber, Business Operations Manager - Professional Services . Upon approval by City Council, this official written summary of the meeting minutes shall become a permanent record, and the official minutes shall also consist of a permanent audio and video recording, excluding executive sessions, in accordance with Codified Ordinances, Section 220 .031 (a), Rules for Workshop Meetings. City of Hudson, Ohio Page 6