City Council

City of Trenton REGULAR COUNCIL MEETING November 3rd, 2022 - 7:30 p.m. CALL TO ORDER PRAYER TBA ROLL CALL PRESENTATIONS 1. Retirement of Dispatcher Joe Stone. APPROVAL OF MINUTES 1. Minutes of the October 20th, 2022 Council Work Session. 2. Minutes of the October 20th, 2022 Regular Council Meeting. CORRESPONDENCE 1. Fund Balance Report. AUDIENCE OF PUBLIC UNFINISHED BUSINESS 1. None. PUBLIC HEARINGS 1. None. NEW BUSINESS 1. None. LEGISLATION 1. AN ORDINANCE AMENDING SECTION 894.01, IMPOSITION AND RATE OF TAX; MOTOR VEHICLE DEFINED. (Third Reading) 2. AN ORDINANCE ACCEPTING THE RECOMMENDATION OF THE PLANNING COMMISSION TO ZONE THE 62.730 +/- ACRES OF LAND, MORE OR LESS, ANNEXED INTO THE CITY OF TRENTON PURSUANT TO ORDINANCE NO. 08-2022 AS R-2 (MEDIUM-DENSITY RESIDENTIAL DISTRICT) IN ACCORDANCE WITH SECTION 1240.05 OF THE CODIFIED ORDINANCES, CITY OF TRENTON, OHIO. (Second Reading) – this will have a public hearing on Nov. 17 third reading. 3. AN ORDINANCE AMENDING SECTION 222.18 FUND CASH BALANCE POLICY OF THE CITY OF TRENTON AND DECLARING AN EMERGENCY. (First Reading) 4. AN ORDINANCE APPROVING THE EDITING AND INCLUSION OF CERTAIN ORDINANCES AS PARTS OF THE VARIOUS COMPONENT CODES OF THE CODIFIED ORDINANCES; PROVIDING FOR THE ADOPTION OF NEW MATTER IN THE UPDATED AND REVISED CODIFIED ORDINANCES; PROVIDING FOR THE PUBLICATION OF SUCH NEW MATTER; REPEALING ORDINANCES AND RESOLUTIONS IN CONFLICT THEREWITH; AND DECLARING AN EMERGENCY. (First Reading) 5. A RESOLUTION, AUTHORIZING THE CITY MANAGER TO SIGN AN AGREEMENT WITH THE OHIO DEPARTMENT OF TRANSPORTATION (ODOT) TO PARTICIPATE IN THE MUNICIPAL BRIDGE INSPECTION PROGRAM SERVICES FOR 2023 AND DECLARING AN EMERGENCY. (First Reading, Suspend Rules) REPORTS AUDIENCE OF COUNCIL ADJOURNMENT  City Council Work Session Minutes October 20th, 2022 Mayor Calvin Woodrey called the October 20th Council Work Session to order at 6:31pm. He asked City Manager Marcos Nichols to begin with his reports. He asked Planning and Zoning Administrator, Bill Jones to discuss the ordinance regarding accepting the zoning of 62.730+/- acres of land as R-2. Mr. Jones explained the maps showing the area that needs to be zoned for future use. He explained the residential area around that of the newly annexed land is all R-2. A question was asked if there were any all R-1 subdivisions in Trenton. The answer was No. Next, he discussed the resolution regarding canceling the Centennial Run Section 3 Maintenance Bond. There are two sections in this area. The other, which was section B, was released at the last meeting. This area has all been inspected and is ready to go. Next Service Director, Rob Leichman discuss Motions purchase and Installation of new weather siren for $31,639.13 to purchase and installation of two (2) badger Orion gateway transceivers for $21,230.00. He explained that the weather sirens were budgeted for after a survey showed that we currently have three sirens, but the survey showed that a fourth siren in the dayspring’s neighborhood would go a long way in making sure all areas are covered. Next, he explained that the two new gateway transceivers are used to remotely read the city owned water meters. With these two new receivers, we should have about 98% coverage which will cut down on the manpower needed to read meters. City Manager, Marcos Nichols began by reviewing some items in the absence of Finance Director Matthew Mesisklis. He began by reviewing the Arpa running totals. He then went on to discuss the Ordinance regarding amending Section - 894.01 Imposition and Rate of Tax; Motor Vehicle Defined. This will impose an additional $5.00 tax on the City’s registered vehicle licensing creating an additional $60,000.00 revenue per year. Next, he reviewed the Resolution to amend Classification and Wage Plan for all Fire Department Personnel. Council discussed the Public Safety Committee meeting and the need for the pay increase. They reviewed the rate comparable of surrounding departments wages. Council stated that the departments wages were still a little low, and we just did a increase awhile back. Many members of Council again questioned whether this would be enough. They stated they realized the need for a levy but asked if this would be enough for mean time. The Chief explained that after discussing the departments financial situation, the $1.00 increase could be handled for the next few years with a four-man crew. If the department decreased its crew to three per shift than the budget could withstand it longer. The chief explained that we are in need a five-man crew so even though it was discussed within the department they have chosen to ask for a dollar increase rather than cutting the crew until the need for the levy could be decided. Also, it was decided to rework the officer’s stipend, it was decided to change the way their stipends are paid so it comes out more fairly compared to how much time is being put in monthly. Councilman Agee stated that he really would have liked the PowerPoint that was presented at the Safety Committee meeting to have been available to be viewed by Council this evening as it answered a lot of questions that were asked this evening. City Manager Nichols explained that because that meeting was a two-hour long meeting that he did not feel we would have time during Council for that presentation. He explained when we got closer to Levy discussions that we could get more into detail regarding what the department felt they needed. CM Nichols then stated that he had a request to go into executive session but asked that Councilman Dale Perry discuss Trenton School Bell and the request from the Trenton Historical Society. HE explained that they would like the city to place the original school bell and cornerstone on display and gave a couple recommendations for the placement of the bell. Council decided that it would be most visible in front of the historical museum but the cost of placement and possibly adding some of the original bricks from the school building and the corner stone would need to be investigated and then we could decide if this was something we could get into the budget. Councilman Agee had an additional question regarding the Weather Sirens after viewing the coverage maps, he asked if an additional siren was needed for the Industrial Park? Service Director Rob Leichman stated that he felt that inside those types of buildings the sirens would not be heard but he will investigate whether they have some sort of internal alert system installed. Vice Mayor Perry made a motion to go into executive Session to consider confidential information related to marketing plans, specific business strategy, production techniques, trade secrets, or personal financial statements of an applicant for economic development assistance, and to confer with legal counsel. The motion was seconded by Councilwoman Montgomery. Roll call was taken; 7 ayes, 0 nays, 0 absent. Council went into executive session at 7:08pm. Vice Mayor Perry made a motion to come out of Executive session at 7:46pm and to adjourn the Council Work Session. Councilwoman Montgomery seconded his motion. Roll call was taken; 7 ayes, 0 nays, 0 absent. The October 20th Council work session was adjourned at 7:46pm.  City of Trenton REGULAR COUNCIL MEETING MINUTES October 20th, 2022 - 7:30 p.m. CALL TO ORDER Mayor Calvin Woodrey called the October 20th, 2022, Council meeting to order at 7:49 PM. PRAYER Pastor Durke Donnelson of Gracepointe Nazarene ROLL CALL Council clerk Laura Daley took roll call; all members of council were present. PRESENTATIONS 1. None. APPROVAL OF MINUTES 1. Minutes of the October 6th, 2022 Council Work Session. 2. Minutes of the October 6th, 2022 Regular Council Meeting. Vice mayor Perry made a motion to approve the minutes as written, Councilwoman Harris seconded the motion. Roll call was taken; 7 ayes, 0 nays, and 0 absent. CORRESPONDENCE 1. Arpa Running Totals. City manager Marcos Nichols reviewed the correspondence he asked if there were any questions, there were not. AUDIENCE OF PUBLIC UNFINISHED BUSINESS 1. None. PUBLIC HEARINGS 1. None. NEW BUSINESS 1. A MOTION, AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT, FOR BOTH VENDORS, BUCKEYE STATE PIPE & SUPPLY CO. AND WHITE FACILITY SERVICES, INC., TO PURCHASE AND INSTALL TWO BADGER ORION GATEWAY TRANSCEIVERS FOR THE CITY OF TRENTON, FOR A NOT TO EXCEED FEE OF TWENTY-ONE THOUSAND, TWO HUNDRED THIRTY DOLLARS ($21,230.00), AND FURTHER AUTHORIZING THE CITY MANAGER TO SIGN ALL APPROPRIATE DOCUMENTS RELATED THERETO. Vice Mayor Perry made a motion to authorize this motion followed by a second by Councilwoman Harris. Roll call was taken; 7 ayes, 0 nays, 0 absent. 2. A MOTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH MOBILECOMM, TO PURCHASE AND INSTALL A NEW WEATHER SIREN FOR THE CITY OF TRENTON, FOR A FEE OF THIRTY- ONE THOUSAND, SIX HUNDRED THIRTY-NINE DOLLARS AND THIRTEEN CENTS ($31,639.13), AND FURTHER AUTHORIZING THE CITY MANAGER TO SIGN ALL APPROPRIATE DOCUMENTS RELATED THERETO. Vice Mayor Perry made a motion to authorize, followed by a second by Councilman Agee. Roll call was taken: 7 ayes, 0 nays, 0 absent. LEGISLATION 1. AN ORDINANCE AMENDING SECTION 894.01, IMPOSITION AND RATE OF TAX; MOTOR VEHICLE DEFINED. (Second Reading) Vice Mayor Perry made a motion to read number one under legislation by title only followed by a second by Councilwoman Harris. Roll call was taken; 6 ayes, 1 nay, and 0 absent. City Attorney Nick Ziepfel read this ordinance by title only. the third reading will be at the November 3rd regular council meeting. 2. A RESOLUTION TO AMEND THE CLASSIFICATION AND WAGE PLAN FOR ALL FIRE DEPARTMENT PERSONNEL PURSUANT TO EXHIBIT A, EFFECTIVE WITH THE FIRST FULL PAY PERIOD FOLLOWING THE PASSAGE OF THIS RESOLUTION AND DECLARING AN EMERGENCY. (First Reading, Suspend Rules) City Attorney Nick Ziepfel read this resolution in its entirety. A motion to suspend the rules was made by Vice Mayor Perry and seconded by Councilwoman Harris. Roll call was taken; 7 ayes, 0 nays, 0 absent. A motion to approve the amended Classification and wage plan for the fire department personnel was made by Vice Mayor Perry and seconded by Councilwoman Harris. Roll call was taken 7 ayes, 0 nays, 0 absent. 3. A RESOLUTION TO CANCEL A MAINTENANCE BOND FOR CENTENNIAL RUN SECTION THREE (3) AND DECLARING AN EMERGENCY. (First Reading, Suspend Rules) City Attorney Nick Ziepfel read this resolution in its entirety. A motion to suspend the rules was made by Vice Mayor Perry and seconded by Councilman Agee. Roll call was taken; 7 ayes, 0 nays, 0 absent. A motion to approve the amended Classification and wage plan for the fire department personnel was made by Vice Mayor Perry and seconded by Councilwoman Harris. Roll call was taken 7 ayes, 0 nays, 0 absent. 4. AN ORDINANCE ACCEPTING THE RECOMMENDATION OF THE PLANNING COMMISSION TO ZONE THE 62.730 +/- ACRES OF LAND, MORE OR LESS, ANNEXED INTO THE CITY OF TRENTON PURSUANT TO ORDINANCE NO. 08-2022 AS R-2 (MEDIUM-DENSITY RESIDENTIAL DISTRICT) IN ACCORDANCE WITH SECTION 1240.05 OF THE CODIFIED ORDINANCES, CITY OF TRENTON, OHIO. (First Reading) City Attorney Nick Ziepfel read this Ordinance in its entirety. The next reading will be at the November 3rd regular Council meeting. There will be a Public Hearing at the November 17th Council meeting. REPORTS City Attorney Nick Ziepfel had no reports. Council Clerk Laura Daley had no reports. City Manager Marcos Nichols had no reports. AUDIENCE OF COUNCIL Councilwoman Harris asked if leaf pick-up was scheduled yet? She was told the equipment was being worked on to prepare for leaf pick-up. She then asked for an update on the playground equipment. It is a chance it will get done yet this fall but the temperatures need to stay above 40 degrees for 72 hours so it may be spring before its complete. Councilwoman Combs had no reports. Councilman Perry had no reports. Councilman Agee reminded everyone to vote. He then wanted to praise a friend of his, it is her birthday, and to celebrate she decided to donate one of her kidneys. He was touched by her selfless decision, he asked for prayers for her. Trick or Treat is October 31st, 11 days away, and the time has been changed to 6:00pm – 8:00pm. Councilwoman Montgomery stated that her husband and she was able to attend the tractors and cowboy festival at Barn n Bunk. She grew up on a farm, the tractors brought her back many great memories and the cowboy show was quite entertaining. Vice Mayor Perry had no reports. Mayor Woodrey she stated that the 30th anniversary was at Barn n Bunk this weekend. He stated he ran into Congressman Davidson and State Representative Creech there at Barn n Bunk this past weekend. It’s always good to talk to them, and its always a good time at Barn n Bunk. EXECUTIVE SESSION Councilman Perry made a motion to go into executive Session to consider confidential information related to marketing plans, specific business strategy, production techniques, trade secrets, or personal financial statements of an applicant for economic development assistance, and to consider the employment of a public employee and to confer with legal counsel. The motion was seconded by Councilwoman Montgomery. Roll call was taken; 7 ayes, 0 nays, 0 absent. Council went into executive session at 8:15pm. Councilman Perry made a motion to come out of Executive session at 8:46pm. The motion was seconded by Councilwoman Montgomery. Roll call was taken; 7 ayes, 0 nays, 0 absent. Council came out of executive session at 8:45pm. ADJOURNMENT Councilman Perry made a motion to adjourn the Council Meeting. Councilwoman Montgomery seconded his motion. Roll call was taken; 7 ayes, 0 nays, 0 absent. The October 20th Council Meeting was adjourned at 8:46pm.  City of Trenton Fund Balance and Investment Report Month Ended 9/30/2022 Interest Fund Fund Name Fund Balance Reserve Policy Net Change (Month) Policy Allocation 011 General $ 5,175,721.44 1,628,204.04 $ 194,599 5 Months $ 18,894.33 250 GF Stabilization $ 398,366 $ 390,768.97 $ - 10% GF Appropriations 026 Water Revenue $ 2,927,505 $ 847,367.73 $ (101,983) 6 Months $ 3,179.86 Water System 036 Reserve $ 2,474,867 $ 300,000.00 $ 14,377 $ 2,688.21 Water Rate 027 Stabilization $ 304,723 $ 300,000.00 $ - 025 Water Replacement and Improvements $ 304,723 $ 300,000.00 $ - 028 Utility Credit Memo $ 34,660 $ 30,000.00 $ 2,492 Utility Deposit Trust 050 Fund $ 211,535 $ - $ 1,100 023 Water Debt Service $ 322,535 $ - $ 44,131 066 Sewer Revenue $ 1,179,648 $ 650,000.00 $ 51,156 6 Months $ 1,281.34 076 Sewer Reserve $ 3,938,815 $ 300,000.00 $ 23,200 $ 4,278.35 096 Refuse Collection $ 513,454 $ 581,713.67 $ (50,009) 6 Months - Early Paid September 166 Stormwater $ 285,746 $ 125,638.71 $ 14,064 6 Months 102 Street Maint. $ 1,315,636 $ 316,563.31 $ 8,598 6 Months County Motor 192 Vehicle $ 0 $ - $ (72,724) Municipal Motor 202 Vehicle $ 176,694 $ - $ 8,576 218 Police Levy $ 2,899,064 $ 986,458.05 $ 173,056 5 Months 222 Fire Levy $ 1,005,207 $ 416,887.06 $ 301,480 6 Months Tax Increment 253 Equivalent Fund $ 2,302,940 $ 84,553 Employee 890 Termination $ 205,788 $ 204,834.00 $ - Based on Audit September Income Tax $ 237,614 TOTAL Fund September Interest Balance $ 27,915,688 Earned $ 30,322.09 Bank Balance Earnings 1st Financial $ 1,855,826 $ - StarOhio $ 7,417,792 $ 12,924.05 Redtree Financial $ 17,825,656 $ 17,017.43 Huntington $ 271,890 380.61 *Interest is allocated to each fund AFTER Month-end fund balances have been found based on the proportion of fund balances to total interest-recieving funds multiplied by the total revenues recieved from StarOhio and Redtree. As such, true month-end Fund Balance includes both Column C and G The City of Trenton has several funds, dedicated to various purposes of local governance. These funds have distinct revenues which they are allowed to collect, and equally-distinct categories of spending that each fund can be used to provide for projects and city operations. As good stewards of public finances, the City has policies within its various funds to maintain minimum balances based on spending trends. These policies allow Trenton's operations to remain efficient and intact even in times of crisis. Ample reserves also contribute the City's respectable Bond rating of Aa3, which promotes access to low-interest debt to complete large-scale projects without undue debt burden. Reserves also allow for the collection of interest revenue to further improve the City's financial security. The City holds its funds in StarOhio - Ohio's Local Goverment Investment Pool - which operates as a liquid money-market fund. The City also invests in securities such as CDs, Municipal Bonds, Treasury Bonds, and Commercial Paper for more aggressive yields with its investment advisor, RedTree Financial. To maximize returns, funds are held in common with investment advisors and then interest earnings are distributed to those marked in bold above on a monthly basis. This report is updated and presented to City Council monthly.  Staff Report City Council Meeting Staff Report Report to: The Honorable Mayor Calvin Woodrey & Members of the City Council Report From: Matthew Mesisklis, City Treasurer Agenda Item: Motor Vehicle Registration Fees Ordinance/Resolution/Motion 1st Reading Date: 10-6-22 Strategic Goals Ordinance/Resolution/Motion 2nd Reading Date: 10-20-22 Connected Community 3rd Reading Date: 11-3-22 Economic Vitality Motion Date: Operational Excellence Resolution Date: Strong & Secure Neighborhoods Public Hearing Date: General Operations Contract Contract Required: NO Additional Document(s) Attached: No Fiscal Impact Budgeted: No Please see further, more detailed information regarding the fiscal impact Expenditure: $0 in the summary section of this report. Source Funds: Policy Issue Does City Council wish to adopt this increase in annual motor vehicle registration fees by $5 apiece to provide $60,000/year of street improvement revenue starting in 2024? Policy Alternative City Council can choose to not approve and stick with the current vehicle registration revenues Recommendation With the additional wear and tear on streets of more modern and heavier vehicles, coupled with the rapidly-increasing cost of paving, this small fee increase is recommended to put more money on the streets and pave an additional ¼ mile of neighborhood roads per year. Statutory/Policy Authority • Article III, Legislative Action, of the Charter of the City of Trenton. Fiscal Impact Summary Adoption of the levy allowed by ORC 4504.173 provides an estimated $60,000/year of additional revenue, based on current Trenton-registered vehicles. This would pave ¼ mile of neighborhood streets. The Treasurer has also started talks with other jurisdictions in the County to lobby the county commissioners to alter their own Motor Vehicle registration tax, as Warren County has done, to make way for cities and townships to collect on ORC 4504.171, providing an additional $60,000/year. Background Information The City of Trenton has not increased its Motor Vehicle Registration fees since 1987, when the median car price was $6,800 and weight was 3,200 pounds. It is now $25,000 and 4,150 pounds.  ORDINANCE NO. XX-2022 AN ORDINANCE AMENDING SECTION 894.01, IMPOSITION AND RATE OF TAX; MOTOR VEHICLE DEFINED. WHEREAS, it is the desire of City Council to amend the codified ordinances as it relates to motor vehicle registration taxes allowable under Section 4504.173 of the Ohio Revised Code; and NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF TRENTON, OHIO: SECTION 1: That Section 894.01 of the Code of Ordinances of the City of Trenton, Ohio is hereby amended in its entirety pursuant to EXHIBIT A. SECTION 2: That this ordinance, though effective 30 days following passage by a majority of Council, shall not alter the City of Trenton’s vehicle registration tax until January 1st, 2024. PASSED_________________ Calvin Woodrey___________________________ AYES__________ Nays____________ Mayor ABSENT_________ Rules Suspended____________ First Reading__10-06-22 _________ AYES___________ Nays___________ Second Reading_10-20-22 ____ ABSENT______________ Third Reading___11-03-22________ ATTEST: Laura Daley_____________________ Clerk of Council CERTIFICATE I, the undersigned Clerk of Council, hereby certify that the above Ordinance is a true and correct copy as passed by the Council of the City of Trenton on the 3rd day of November, 2022 and that at least a majority of the elected members voted in the affirmative on said motion. __________________________________ Clerk of Council  EXHIBIT A 894.01 IMPOSITION AND RATE OF TAX; MOTOR VEHICLE DEFINED. (a) There is hereby levied an annual license tax upon the operation of motor vehicles on the public roads or highways, pursuant to Ohio R.C. 4504.172 and Ohio R,C, 4504,173, for the purposes of paying the costs and expenses of enforcing and administering the tax provided for in this chapter; for planning, constructing, improving, maintaining and repairing public roads, highways, streets, bridges and viaducts; for paying the City's portion of the costs and expenses of cooperating with the Department of Transportation in the planning, improvement and construction of State highways; for paying the City's portion of the compensation, damages, costs and expenses of planning, constructing, reconstructing, improving, maintaining and repairing roads and streets; for paying costs apportioned to the City under Ohio R.C. 4907.47; for paying debt service charges on notes or bonds of the City issued for such purposes; for purchasing, erecting and maintaining street and traffic signs and markers; for purchasing, erecting and maintaining traffic lights and signals; and to supplement revenue already available for such purposes. (b) Such combined taxes as allowed by the Revised Code statutes shall be at the rate of five ten dollars ($10.00) per motor vehicle on each and every motor vehicle the district of registration of which, as defined in Ohio R.C. 4503.10, is in the City. (c) As used in this chapter, "motor vehicle" means any and all vehicles included within the definition of motor vehicle in Ohio R.C. 4501.01 and 4505.01. (Ord. 20-87. Passed 8-20-87.)  Staff Report City Council Meeting Staff Report Report to: The Honorable Mayor Calvin Woodrey & Members of the City Council Report From: Bill Jones-Planning and Zoning Agenda Item: AN ORDINANCE ACCEPTING THE RECOMMENDATION FROM THE PLANNING COMMISSION TO ZONE THE 62.730+- ACRES OF LAND, ANNEXED INTO THE CITY OF TRENTON PURSUANT TO RESOLUTION NO. 08-2022 AS R-2 (MEDIUM-DENSITY RESIDENTIAL DISTRICT) IN ACCORDANCE WITH SECTION 1240.05 OF THE CODIFIED ORDINANCES, CITY OF TRENTON, OHIO. Ordinance/Resolution/Motion 1st Reading Date: 10-20-2022 Strategic Goals Ordinance 2nd Reading Date: 11-03-2022 Connected Community 3rd Reading Date: 11-17-2022 Economic Vitality Motion Date: Operational Excellence Resolution Date: Strong & Secure Neighborhoods Public Hearing Date: 11-17-2022 General Operations Contract Contract Required: Additional Document(s) Attached: Fiscal Impact Budgeted: None Please see further, more detailed information regarding the fiscal impact in the summary section of this report. Expenditure: None Source Funds: NA Policy Issue After land has been annexed into the city, it is the duty of the Planning Commission to review the annexed land and make a recommendation to City Council for the proper zoning. The ordinance presented is in line with the recommendations of the Planning Commission to approve the zoning of this newly annexed land to R-2 Medium-density Residential District. Policy Alternative It is City Council’s decision to zone this annexed land. Accept the recommendations the Planning Commission by a majority vote of council; or, Council can change the zoning from the recommendation of the Planning Commission requiring a ¾’s vote (6 needed votes); or, refer the matter back to the Planning Commission. Staff Recommendation Staff recommends that Council approve the recommendations of Planning Commission to zone this land R-2. Statutory/Policy Authority • 1240.05 Zoning Upon Annexation. • ORC 713.12 Fiscal Impact Summary None  Staff Report Background Information It is the job of city council to zone annexed land as stated above. This report and presentation request is to follow the recommendations of the Planning Commission and zone this newly annexed land to R- 2. Attached Information • Proposed Ordinance to zone R-2 • Resolution 08-2022-Annexation • 10-10-22 planning Commission meeting minutes • Exhibit A-Aerial view of annexed land to be zoned.  ORDINANCE NO. __-2022 AN ORDINANCE ACCEPTING THE RECOMMENDATION OF THE PLANNING COMMISSION TO ZONE THE 62.730 +/- ACRES OF LAND, MORE OR LESS, ANNEXED INTO THE CITY OF TRENTON PURSUANT TO ORDINANCE NO. 08-2022 AS R-2 (MEDIUM-DENSITY RESIDENTIAL DISTRICT) IN ACCORDANCE WITH SECTION 1240.05 OF THE CODIFIED ORDINANCES, CITY OF TRENTON, OHIO. WHEREAS, pursuant to City Ordinance No. 08-2022, 62.730 +/- acres of land more or less was annexed into the City of Trenton (hereinafter referred to as the “Annexed Property”); and WHEREAS, pursuant to Section 1240.05 of the City of Trenton Codified Ordinances, the Trenton Planning Commission undertook a study to determine the most appropriate zoning for the Annexed Property; and WHEREAS, the Trenton Planning Commission held a Meeting on Monday, October 10, 2022, where the Trenton Planning Commission considered City ordinances, the City of Trenton Comprehensive Plan – 2025, and where City staff recommended the Annexed Property be zoned as classification R-2 (Medium-Density Residential District), and WHEREAS, at its October 10, 2022 Meeting, the Trenton Planning Commission as recommended by City staff and as proposed in the City of Trenton Comprehensive Plan – 2025, voted to recommend approval of the Annexed Property to be zoned as classification R-2 (Medium-Density Residential District). NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF TRENTON, OHIO: SECTION 1: That the official zoning map of the City of Trenton, and all accompanying maps, plans, and exhibits relating thereto are hereby amended to R-2 (Medium-Density Residential District) for the Annexed Property, identified as current Butler County Parcel No. R8200-063-000-007, being 62.730 +/- acres of land, situated in the City of Trenton, Butler County, Ohio. Section 2. A drawing of the proposed zoning classification is attached hereto as Exhibit “A”. Section 3. Pursuant to R.C. 713.12, prior to adoption of this ordinance, City Council held a public hearing on this ordinance and provided at least 30 days’ notice of the time and place of the hearing in a newspaper of general circulation in the City of Trenton. The City Clerk of Council further provided written notice of the hearing, by first class mail, at least 20 days before the date of the public hearing to the owners of property within and contiguous to, and directly across the street from, such parcels rezoned by the ordinance, to the addresses of such owners appearing on the county auditor's current tax list. Section 4. This Ordinance shall take effect and be in full force from and after the earliest period allowed by law. PASSED_____________ Calvin Woodrey___________________ AYES__________NAYS__________ Mayor ABSENT________________________ Rules Suspended First Reading_____________ AYES____________________ Second Reading _____________ ABSENT_____________ Third Reading_______________ ATTEST: Laura Daley_____________________ Clerk of Council CERTIFICATE I, the undersigned Clerk of Council, hereby certify that the above Ordinance is a true and correct copy as passed by the Council of the City of Trenton on the ____ day of ____, 2022 and that at least a majority of the elected members voted in the affirmative on said motion. __________________________________ Clerk of Council  RESOLUTION NO. 08-2022 A RESOLUTION ACCEPTING THE ANNEXATION OF CERTAIN TERRITORY TO THE CITY OF TRENTON OHIO, PURSUANT TO AN ANNEXATION PETITION FILED WITH AND GRANTED BY THE BOARD OF COUNTY COMMISSIONERS OF BUTLER COUNTY, OHIO, AS PROVIDED FOR IN OHIO REVISED CODE SECTION 709.023 WHEREAS, on February 7, 2022 a petition was filed with the Board of County Commissioners of Butler County, Ohio pursuant to Ohio Revised Code 709.023, for the annexation of 62.730 +/- acres of territory in Madison Township to the City of Trenton, which petition was signed by 100% of the property owners of the territory sought be annexed, a copy of which petition and accompanying map/legal description is attached hereto as Exhibit A; and WHEREAS, pursuant to Ohio Revised Code 709.023(D), the City of Trenton adopted Resolution No. 01-2022 on February 17, 2022 which Resolution consented to the proposed annexation and which Resolution was timely filed with the Butler County Board of Commissioners; and WHEREAS, pursuant to Ohio Revised Code 709.023(C), the City of Trenton adopted Resolution No. 02-2022 on February 17, 2022 which Resolution indicates the type and scope of services the City of Trenton will provide to the territory upon annexation to the City, and addressed any buffer requirements (“Services Resolution”), which Services Resolution was timely filed with the Butler County Board of Commissioners; and WHEREAS, on March 21, 2022, the Butler County Board of Commissioners approved the proposed annexation; and WHEREAS, a certified copy of the annexation proceedings was provided by Butler County to the Clerk of Council of the City of Trenton on March 22, 2022; and WHEREAS, pursuant to Ohio Revised Code 709.04, the Clerk of City Council has placed before City Council the resolution of the Butler County Board of Commissioners granting the petition, as well as the annexation petition and accompanying map/plat and legal description at this next regular meeting following the expiration of sixty (60) days from receipt by the Clerk of the same; and WHEREAS, City Council is authorized under Ohio Revised Code 709.04 to accept or reject the Petition for annexation at this time. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF TRENTON, OHIO: Section 1. The proposed annexation of 62.730+/- acres from Madison Township, Butler County, Ohio to the City of Trenton, a petition for which was filed with the Board of Commissioners, Butler County, Ohio on February 7, 2022 and approved by the Board of County Commissioners on March 21, 2022 is hereby accepted. The petition and accompanying map/plat and legal description are attached hereto as Exhibit A, which graphically depicts and describes the territory that is the subject of the annexation. 17502172v1  Section 2. The Clerk of City Council is hereby authorized and directed, pursuant to Ohio Revised Code 709.06, to make three (3) copies of this Resolution, to each of which shall be attached: a copy of the annexation petition and accompanying map/plat/legal description; the transcript of the proceedings of the Butler County Board of Commissioners; and all other resolutions and/or ordinances relating to the annexation, with a certificate as to the correctness of each of the three (3) copies, signed by the Clerk of Council. The Clerk of Council shall deliver one (1) copy to the County Auditor, one (1) copy to the County Recorder, and one (1) copy to the Ohio Secretary of State. The Clerk of Council shall provide notice of this annexation in writing, along with a copy of the map/plat/legal description, to the Board of Elections of Butler County within thirty (30) days after it becomes effective. The Clerk of Council shall do all other things with respect to the action taken by this Resolution as may be required by law. Section 3. All formal actions relative to the adoption of this Resolution were taken in an open meeting of this Council, and all deliberations of this Council and of its committees, if any, which resulted in formal action, were taken in meetings open to the public, in full compliance with applicable legal requirements, including Section 121.22 of the Ohio Revised Code. Section 4. This Resolution shall take effect and be in full force from and after the earliest period allowed by law. PASSED: _07-07-22_____ ______________________ Effective Date: _07-07-22_______ Ryan Perry, Vice Mayor ATTEST: _______________ CERTIFICATE I, the undersigned Clerk of Council for the City of Trenton, Ohio, Ohio, hereby certify that the foregoing Resolution No. _08-2022_____ is a true and correct copy as passed by the Council of the City of Trenton, Ohio on the _7th_ day of __July___, 2022 and that at least a majority of the elected members voted in the affirmative on said motion. __________________________________ Clerk of Council 17502172v1  MINUTES - PLANNING COMMISSION City of Trenton, Ohio Date: October 10. 2022 7:00 p.m. MEETING PLACE: CIVIC HALL - 11 EAST STATE STREET ORDER OF BUSINESS I.) CALL MEETING TO ORDER – The meeting was called to order at 7:03pm. II.) PLEDGE OF ALLEGIANCE – Recited. III.) ROLL CALL – Dale Perry, Ray Nichols, Michelle Payne, David Schreiber and Glen Reid all present, Bill Jones from Staff present. IV.) APPROVAL OF MINUTES OF PREVIOUS MEETING: A motion to approve the minutes of the August 8, 2022, Planning Commission Meeting minutes as presented was made by Dale Perry, second by Glen Reid. The motion passed 5 yes, 0 no. V.) NEW BUSINESS 1. Zoning Recommendations for newly annexed property east of Holland Drive, entrance off Maplewood Circle, owned by Todd Homes, LLC. Mr. Jones went over Exhibit A which shows the current city land in Mapleview Subdivision along Holland Dr. and the current property on Trenton-Franklin Road in Madison Township, the red area of the map is the annexed 62.73+- acres of land. Mr. Jones explained Exhibit B which showed the city property including the Community Park and the land north of Elk Creek along with the annexed land. On the annexed land, Mr. Jones pointed out the area of the annexed land that was to be developed and the area of the annexed land (36.33 acres) to be dedicated for green space. It was also discussed the possible to pedestrian bridges that would access the north property of Elk Creek, one from the current Community Park and one, possibly, from the new Mapleview section 5 area along the new section of Holland Dr. Mr. Jones went on to explain Exhibit C which is a concept drawing of the area of the annexed land’s development of R-2 lots, the flood plain area and the area to be dedicated to the city for green space. This drawing has not been approved or reviewed, just preliminary concepts of the development. Mr. Jones went over Exhibit D which is a copy of section 1240.05 or the city code stating that once land has been annexed into the city, it is the duty of the Planning Commission to review the annexed land and make zoning classification recommendations to City Council for the newly annexed land. Todd Hall of Todd Homes, LLC, requested the land be designated R-2 single family homes since approximately 57.9% of the annexed land will not be used for development but dedicated to the city for green space. [Type here] Page 1  After no further discussion, Ray Nichols made a motion to recommend granted the zoning classification of R-2 to the annexed land, second by David Schreiber. The motion passed with a 5 yes, 0 no vote, 2. Discussion on I-P Industrial permitted uses. Mr. Jones explained that the current areas in town designated I-G include our industrial park as well as the area the original Magnode facility and abutting areas along East State Street. I-G is what Mr. Jones believes is heavy industrial uses. Currently with development in the industrial park, the current businesses like Shape Corporation, Carvana, Couch’s R.V. Nation and the Army Reserve could be negatively affected by permitted uses like petroleum refineries, fat rendering plants, etc. It was the desire of staff to have our current I-G areas changed to I-P area (light manufacturing) and update the I-P verbiage on permitted uses as well as conditions to operate in the I-P area. This is all very preliminary, just gathering information at this point. Mr. Jones went on to say he has reached out to owners in and neighbors of the industrial park for their input. So far, Miller/Coors has been the only response and they just wanted to make sure the aquifer was protected and to keep an eye on traffic on Wayne Madison. On Exhibit B, Mr. Jones went over the areas in red where new proposed listings are listed. He wants to preferred uses be more general than specific as it is done today. 1. Technical manufacturing, development, repair, wholesale distribution. Mr. Jones said the intent of this was to include any type of manufacturing that would be more technical in nature like computers, solar panels, aerospace, electric components, those types of uses. We decided there should be a better statement than plain “wholesale” distribution, this could mean warehousing which does not create many jobs for the citizens but as well, not worded so that something like Amazon or something like that would be prohibited. Example may be, “wholesale/retail distribution of in-house manufactured products.” We will work on this. 2. Assembly of pre-manufactured products, distribution/retail sales (not mining). Mr. Jones explained that the intent here was to allow companies that really don’t “manufacture” anything but puts pre-parts together for sale of a finished product. An example would be a bicycle business that would buy all the parts elsewhere and just put the orders together for sale. Mr. Jones explained that at this point, the city is involved with a mining proposal so at this point, mining will not be a part of the changes and any changes will be some time down the road. 3. Beer/Spirits manufacturing with food. Mr. Jones explain the intent here was to allow manufacturing of alcoholic beverages where they can as well, sell their products on site for consumption as well as food. An example of be like a micro-brewery or a wine producer that has their product available for consumption on the lot as well as entertainment, food service, etc. There was not problem with this being in the new I-P district, but Mr. Nichols raised a question if this was allowed in our commercial district. Mr. jones reported at this time, there is no manufacturing allowed in the commercial districts, that is why we wanted to make sure it was permitted in the I-P. Mr. Nichols suggested that we should permit this in our commercial areas, that is the trend around the area to have such facilities in the middle of commercial activity. We will work on this as well. 4. Medical care, manufacturing, repair, and distribution along with (5) Pharmaceuticals all be combined into one permitted use instead of two. Mr. Jones explained the intent was to have [Type here] Page 1  hospitals, long care facilities, manufacturing or repairs of medical equipment, distribution of medical supplies, tools as well as pharmaceuticals. Again, the question came up about only warehousing so wording may need to be changed. Also, it was brought up again that should we allow this activity in our commercial districts. More discussion needed. 5. Pharmaceuticals- See 4 above. 6. Auto/RV sales, service, parts, and repair. Mr. Jones said the intent here was to allow sales, repairs, and anything being a service to such vehicles. Currently, Mr. jones believes that we have no zoning district that would allow car sales and that should be included. No other notes for this category. 7. Food manufacturing, processing, storage, retail sales and distribution, (no slaughter). Mr. Jones explain this was clear but again, they were concerned about the term “storage” and was not sure if this should be a warehouse situation. The storage would have to be tied into the on- site manufacturing, not necessarily a warehouse situation. We will have more discussion. Also, the “no slaughter” was discussed. Examples were given in Indiana where Mr. Nichols goes to buy meat was in a downtown area and there were no problems he knew about. Mr. Jones said the same thing about the Camden locker in Camden, in their downtown area and has been there for years. It was decided that slaughtering should be allowed but carefully regulated in the conditions of the new I-P district. 8. Package/Mail Delivery Services. Mr. Jones explained this would be things like UPS, Fed Ex, Us Mail, etc. NO problems with this as presented. 9. Financial Institutions. No problems with this as presented. 10. Commercial/home products manufacturing, wholesale or retail sales. Mr. Jones explained that this would cover things like Lowes, Home Depot, Menards, etc. As well, this could cover things like cabinets shops, welding, etc. No problems with this as presented. 11. Growing Operations. Mr. Jones explained there are new technologies coming out about growing facilities like marijuana, hydroponics, experimental crop growing, etc. that we don’t want to miss out allowing. Mr. Nichols made the correction that the new marijuana ordinance only covers distribution, not growing. There were no problems with this except to remove the marijuana part. 12.Offices. Mr. Jones said this was self-explanatory. Office spaces cause no problems with neighbors. No problems here as presented. 13. Indoor Recreational facilities. This was intended for things like wedding receptions, indoor shooting ranges, bouncy houses, etc. After discussion, they wanted this to be permitted outdoors as well. 14. Adult Entertainment facilities. This was briefly discussed, entertained the idea that this category, if permitted, would have its own specific conditions plus the other conditions placed on all permitted uses. This will need to be discussed with legal counsel. 15. Jails/Prisons. Planning Commission did not want these types of permitted uses. [Type here] Page 1  16. Assembly/Union Halls. No problems with this type of use. 17. ADDED ITEM: Government Uses. They wanted to make sure Government uses were permitted. This meeting was just a fact finding/information gathering meeting. No decision or recommendations to Council were to be made. Others will be contacted for input as well as the new comprehensive plan. VI.) REPORTS BY COMMISSION OR CITY ADMINISTRATORS – No reports. VII.) DATE OF NEXT MEETING – November 14, 2022, if needed. VIII.) ADJOURNMENT – Michelle Payne made a motion to adjourn, second by Glen Reid. The motion carried 5 yes, 0 no. Meeting adjourned at 8:50 pm. [Type here] Page 1  ANNEX LAND R-2 Madison Twp CITY PARK  City Council Meeting Staff Report Report to: The Honorable Mayor Calvin Woodrey & Members of the City Council Report From: Matthew Mesisklis, City Treasurer Agenda Item: Fund Balance Policy Alteration Ordinance/Resolution/Motion 1st Reading Date: 11-3-22 Strategic Goals Ordinance/Resolution/Motion 2nd Reading Date: Connected Community 3rd Reading Date: Economic Vitality Motion Date: Operational Excellence Resolution Date: Strong & Secure Neighborhoods Public Hearing Date: General Operations Contract Contract Required: NO Additional Document(s) Attached: Redtree Earnings Schedule Fiscal Impact Budgeted: No Please see further, more detailed information regarding the fiscal impact Expenditure: $0 in the summary section of this report. Source Funds: Policy Issue Does City Council wish to adopt this alteration of Fund Balance Policy? Policy Alternative City Council can choose to not approve and stick with the current Fund Balance policy which requires a combined $2.2m in excess of operating needs in funds that are clearing funds in nature or whose operations are supported by the General Fund Recommendation Staff recommends that Council receive this report and consider approval to remove the Fund balance mandate in the following funds: Police Levy Fund – 5 month policy, $990k Fire Levy Fund – 6 month policy, $420k Street Fund 102 – 6 month policy, $316k Refuse Collection Fund – 6 month policy, $582k Statutory/Policy Authority • Article III, Legislative Action, of the Charter of the City of Trenton. Fiscal Impact Summary Within each Fund, removal of the reserve policy allows the City access to more projects to provide resources for a pivotal time in the development of the City of Trenton, while maintaining a strong reserve in other funds as suitable protection against economic hardship. Police Levy Fund – Since this fund is supported by a General Fund Transfer, and the General Fund itself has a robust fund balance reserve which is unchanged by this legislation, removal of spending restrictions on this $990k will effectively decrease the General Fund’s obligatory contribution to the Police Levy fund by $900k for one year. Fire Levy Fund – Current Fire operations of a 4-man shift are not supported by the levy now in place. As expenses of the additional firefighter causes Fire expenses to exceed levy revenues, this policy must be revoked to allow spend-down of existing fund balance without compromising service to residents and businesses Street Fund 102 – Street funds do not typically have a reserve policy. Considering the City’s desire to pay off its Street Fund debt in June 2023 and increase paving operations, access to reserve funds will only accelerate that process Refuse Collection Fund – This fund is a pass-through fund, where trash collections on utility bills provide funding for the City’s Rumpke contract and leaf collection service. The remaining debt in this fund will be repaid by year-end 2022. To avoid rate increases to Trenton residents, other expenses have been allocated away from this fund. The 2023 Refuse budget indicates net positive revenues; However, future years will require rate increases or a fund spend-down. Considering the City’s strong financial position and Council’s desire to limit the burden on residents, the latter is preferable. Background Information Recommended Fund Balance policies as recognized by the Government Finance Officers’ Association typically consists of a balance of 30% General Fund Appropriations and additional capital improvement reserves, set aside for specific upgrades over a 5-year plan. The updated policy included in this legislation is ample to achieve that guidance. The below graph indicates when Fire Levy funds will run out if keeping with current policy versus the new. Status Quo Sustainability 4-Man Part-Time $650,893 $700,000 $574,445 $600,000 $470,580 $500,000 Total Cash Year-End $400,000 $338,428 $300,000 $177,093 $200,000 $100,000 $(14,360) $- $(100,000) 2023 2024 2025 2026 2027 2028 2029 $(236,895) $(200,000) $(300,000) Year  RED-LINED VERSION 222.18 FUND CASH BALANCE POLICY. (a) Purpose. The purpose of this policy is to take a proactive approach to financial management in the City. A Fund Cash Balance Policy assists the City in maintaining the security of major operating funds and contributes to the financial stability of the City by maintaining adequate financial reserves. More importantly, a fund cash balance policy allows for the Administration and City Council to recognize warning indicators of financial stress at an early date. This is to serve as an operating tool to manage fund cash balances on an on-going basis. This policy is cash basis only, and should not be construed to displace or supersede the provisions of GASB 54 or GAAP reporting requirements. (Reference: Basic Financial Statements Notes: "Fund Balance".) (b) Policy. There is hereby established a policy for the maintenance and use of unencumbered cash reserves in certain major funds for the purpose of financial stability and to back up future repayment of debt. This is intended to create a framework from which to make ongoing financial decisions. The monthly actual cash balance within the Monthly Statement of Cash Position report to Council will be reported to determine if Minimum Fund Cash Balances as stated herein are being maintained or achieved. If the cash balance falls below the Minimum Fund Cash Balance as stated herein, expenditures and/or annual appropriations shall be adjusted to ensure that the cash balance will be restored as described in the scope of this policy or denoted as to the reason for the waiver from the policy. The denoted reason should contain a plan with timelines for how the Minimum Fund Cash Balance will be restored. The Fund Cash Balance Policy will ensure that the City maintains adequate cash balance/retained earnings and reserves in its various operating funds to provide the capacity to: (1) Provide sufficient cash flow for daily financial needs. (2) Secure and maintain investment grade bond ratings. (3) Offset significant economic downturns or revenue shortfalls. (4) Provide funds for unforeseen expenditures related to emergencies. (5) Maintain a prudent level of financial resources to protect against reducing services or raising taxes and fees due to temporary shortfalls or unexpected one-time expenditures. (c) Definitions. The following words or phrases are defined so as to make this policy more easily understandable: (1) "Annual appropriations." The appropriations as prepared annually during the budgetary process and approved by Council through legislation. (2) "Cash balance." The unencumbered fund balance, or cash, prior to consideration of encumbrances.  (3) "Encumbrances." The cumulative amount of purchase orders outstanding within a fund. An encumbrance represents a draw down upon an existing appropriation to the point of limiting expenditures within a fund without exceeding those appropriations. (4) "Fund balance." The amount of cash available in a fund net of encumbrances. (5) "Operating expenses." All expenditures less capital expenditures and transfers. (d) Scope. (1) The Administration and Council shall attempt to maintain a cash balance in the following funds as described below. A. (011) General Fund - Five months operating expenses of the most recent prior year. B. (250) General Fund Stabilization Fund - Ten percent of most recent annual General Fund appropriations. C. (026) Water Fund - Six months operating expenses of the most recent prior year. D. (066) Sewer Fund - Six months operating expenses of the most recent prior year. G. (166) Storm Water Fund - Six months operating expenses of the most recent prior year. J. (890) Employee Termination Benefits Fund - Calculate projected payouts to employees eligible for payments as calculated annually for and stipulated in the Notes to the Basic Financial Statements Compensated Absences Payable due within one year. (2) Funds which are subject to Bond Indenture Covenants will be required to comply with those Covenants, and the terms of those Covenants which direct corrective action when a fund falls below its compliance level. (3) All other funds not mentioned above are considered minor funds or funds sufficiently supported through operations or special appropriations and are not required to maintain a minimum fund cash balance under this policy. (e) Monitoring and Reporting. Fund cash balances will be monitored on a month to month basis and the Treasurer will prepare a monthly report to Council identifying these funds listed herein with policy implications. A cash balance may fall below minimum levels due to current operations or emergencies. However, non-compliant funds will be identified, corrective action recommended, and action steps taken to restore the fund cash balance to compliance. (f) No Negative Fund Cash Balances. As stated above, certain funds of the City have no fund cash balance requirement under this policy. However, it is the intent of the City not to have negative fund cash balances, either projected or actual. Should a fund anticipate a negative fund cash balance, or actually go negative, appropriation or expenditure adjustment or transfer in of revenue shall be made to insure that the fund cash balance is restored to zero or greater than zero. (Ord. 18-2013. Passed 8-15-13; Ord. 08-2021. Passed 4-1-21.) ORDINANCE NO. XX-2022 AN ORDINANCE AMENDING SECTION 222.18 FUND CASH BALANCE POLICY OF THE CITY OF TRENTON AND DECLARING AN EMERGENCY. (FIRST READING) WHEREAS, it is the desire of City Council to amend the codified ordinances as it relates to the required fund balances of various operating funds of the City NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF TRENTON, OHIO: SECTION 1: That Section 222.18 of the Code of Ordinances of the City of Trenton, Ohio is hereby amended in its entirety pursuant to EXHIBIT A. SECTION 2: That this action is set forth to increase liquidity and access to funds held with the City, while maintaining a strong operating balance policy in major funds, in accordance with Government Finance Officers’ Association best practices SECTION 4: This Ordinance is hereby declared to be an emergency measure necessary for the preservation of the public health, safety, and general welfare of the City of Trenton, and shall, subject to Section 3.03 of the City of Trenton Charter, be effective immediately upon its passage. PASSED_________________ Calvin Woodrey___________________________ AYES__________ Nays____________ Mayor ABSENT_________ Rules Suspended____________ First Reading__________________ AYES___________ Nays___________ Second Reading_____________ ABSENT______________ Third Reading___________________ ATTEST: Laura Daley_____________________ Clerk of Council CERTIFICATE I, the undersigned Clerk of Council, hereby certify that the above Ordinance is a true and correct copy as passed by the Council of the City of Trenton on the ___ day of ____ _, 2022 and that at least a majority of the elected members voted in the affirmative on said motion. __________________________________ Clerk of Council EXHIBIT A 222.18 FUND CASH BALANCE POLICY. (a) Purpose. The purpose of this policy is to take a proactive approach to financial management in the City. A Fund Cash Balance Policy assists the City in maintaining the security of major operating funds and contributes to the financial stability of the City by maintaining adequate financial reserves. More importantly, a fund cash balance policy allows for the Administration and City Council to recognize warning indicators of financial stress at an early date. This is to serve as an operating tool to manage fund cash balances on an on-going basis. This policy is cash basis only, and should not be construed to displace or supersede the provisions of GASB 54 or GAAP reporting requirements. (Reference: Basic Financial Statements Notes: "Fund Balance".) (b) Policy. There is hereby established a policy for the maintenance and use of unencumbered cash reserves in certain major funds for the purpose of financial stability and to back up future repayment of debt. This is intended to create a framework from which to make ongoing financial decisions. The monthly actual cash balance within the Monthly Statement of Cash Position report to Council will be reported to determine if Minimum Fund Cash Balances as stated herein are being maintained or achieved. If the cash balance falls below the Minimum Fund Cash Balance as stated herein, expenditures and/or annual appropriations shall be adjusted to ensure that the cash balance will be restored as described in the scope of this policy or denoted as to the reason for the waiver from the policy. The denoted reason should contain a plan with timelines for how the Minimum Fund Cash Balance will be restored. The Fund Cash Balance Policy will ensure that the City maintains adequate cash balance/retained earnings and reserves in its various operating funds to provide the capacity to: (1) Provide sufficient cash flow for daily financial needs. (2) Secure and maintain investment grade bond ratings. (3) Offset significant economic downturns or revenue shortfalls. (4) Provide funds for unforeseen expenditures related to emergencies. (5) Maintain a prudent level of financial resources to protect against reducing services or raising taxes and fees due to temporary shortfalls or unexpected one-time expenditures. (c) Definitions. The following words or phrases are defined so as to make this policy more easily understandable: (1) "Annual appropriations." The appropriations as prepared annually during the budgetary process and approved by Council through legislation. (2) "Cash balance." The unencumbered fund balance, or cash, prior to consideration of encumbrances. (3) "Encumbrances." The cumulative amount of purchase orders outstanding within a fund. An encumbrance represents a draw down upon an existing appropriation to the point of limiting expenditures within a fund without exceeding those appropriations. (4) "Fund balance." The amount of cash available in a fund net of encumbrances. (5) "Operating expenses." All expenditures less capital expenditures and transfers. (d) Scope. (1) The Administration and Council shall attempt to maintain a cash balance in the following funds as described below.  A. (011) General Fund - Five months operating expenses of the most recent prior year. B. (250) General Fund Stabilization Fund - Ten percent of most recent annual General Fund appropriations. C. (026) Water Fund - Six months operating expenses of the most recent prior year. D. (066) Sewer Fund - Six months operating expenses of the most recent prior year. G. (166) Storm Water Fund - Six months operating expenses of the most recent prior year. J. (890) Employee Termination Benefits Fund - Calculate projected payouts to employees eligible for payments as calculated annually for and stipulated in the Notes to the Basic Financial Statements Compensated Absences Payable due within one year. (2) Funds which are subject to Bond Indenture Covenants will be required to comply with those Covenants, and the terms of those Covenants which direct corrective action when a fund falls below its compliance level. (3) All other funds not mentioned above are considered minor funds or funds sufficiently supported through operations or special appropriations and are not required to maintain a minimum fund cash balance under this policy. (e) Monitoring and Reporting. Fund cash balances will be monitored on a month to month basis and the Treasurer will prepare a monthly report to Council identifying these funds listed herein with policy implications. A cash balance may fall below minimum levels due to current operations or emergencies. However, non-compliant funds will be identified, corrective action recommended, and action steps taken to restore the fund cash balance to compliance. (f) No Negative Fund Cash Balances. As stated above, certain funds of the City have no fund cash balance requirement under this policy. However, it is the intent of the City not to have negative fund cash balances, either projected or actual. Should a fund anticipate a negative fund cash balance, or actually go negative, appropriation or expenditure adjustment or transfer in of revenue shall be made to insure that the fund cash balance is restored to zero or greater than zero.  November 3, 2022 Staff Report City Council Meeting Staff Report Report to: The Honorable Mayor Calvin Woodrey & Members of the City Council Report From: Rob Leichman, Service Director Agenda Item: A Resolution, authorizing the City Manager to enter into an agreement with the Ohio Department of Transportation (ODOT) to participate in the municipal bridge inspection program services for 2023 and declaring an emergency. Ordinance/Resolution/Motion 1st Reading Date: Strategic Goals 2 Reading Date: nd Connected Community Resolution 3rd Reading Date: Economic Vitality Motion Date: Operational Excellence Resolution Date: 11-3-22 Strong & Secure Neighborhoods Public Hearing Date: General Operations Contract Contract Required: Additional Document(s) Attached: Yes Fiscal Impact Budgeted: Please see further, more detailed information regarding the fiscal impact in the summary section of this report. No $Zero Expenditure: $0 Source Funds: n/a Policy Issue Does City Council wish to approve the Resolution to authorizing the City Manager to enter into an agreement with the Ohio Department of Transportation (ODOT) to participate in the municipal bridge inspection program services for 2023 and declaring an emergency. Policy Alternative City Council can choose to not approve the Resolution to authorize the City Manager to enter into an agreement with the Ohio Department of Transportation (ODOT) to participate in the municipal bridge inspection program services for 2023 and pay an engineer to perform those services. Staff Recommendation Staff recommends that Council receive this report and approve the resolution authorizing the City Manager to enter into an agreement with the Ohio Department of Transportation (ODOT) to participate in the municipal bridge inspection program services for 2023 and declare an emergency. Statutory/Policy Authority • Article III, Legislative Action, of the Charter of the City of Trenton. • Chapter 208.02 Contracting Authority and Procedures • Charter Section 7.04 Contracting Procedures  November 3, 2022 Staff Report Fiscal Impact Summary There will be no financial impact to the city as the funding for this comes through ODOT. Background Information ODOT’s current municipal bridge inspection program is ending December 31, 2022. Council passed a resolution in 2019 opting into this program for 2020-2022. The bridge inspection services are offered to any municipality in Ohio with bridge inspection responsibilities and has people’s population of 50,000 or less. The inspection services are totally free, and the only expectations from those who opt in is cooperation. Typically, we would pay our engineer $3200 to perform these inspections. ODOT expects timely implementation of the inspection recommendations for items such as, placement of weight limits posting signs, closing the bridge if considered unsafe, or placement of riprap to protect against scour. All inspection recommendations are related to public safety. This resolution will provide us one year’s coverage in the 2023 program. Following 2023, ODOT is hoping to go back to the three-year program for 2024, 2025, and 2026. After receiving the 2023 legislation, ODOT will send us an email around September of 2023 asking if we wish to remain in the program for three more years. Passing another legislation will not be needed by us. We ask that council pass this resolution by emergency this evening so that we can take part in ODOT municipal bridge inspection program. Thank you for your consideration. Attached Information • n/a