City Council

City of Trotwood 3035 Olive Road Trotwood, Ohio 45426 937-837-7771 www.trotwood.org Meeting Minutes Monday, February 3, 2014 7:30 PM 3594 N. Snyder Road Trotwood Madison City School Board of Education Meeting Chambers City Council Mayor Joyce Sutton Cameron Vice Mayor Barbara Staggs Councilmember Bruce Kettelle Councilmember Bettye Gales Councilmember Rap Hankins Councilmember Ron Vaughn Councilmember Mary McDonald Sandra L. Riege, Clerk of Council City Council Meeting Minutes February 3, 2014 I. Call to Order - Mayor Joyce S. Cameron Mayor Cameron called the meeting to order at 7:30 p.m. II. Pledge of Allegiance III. Roll Call: Clerk of Council Present: 7 - Mayor Joyce Sutton Cameron, Vice Mayor Barbara Staggs , Councilmember Bettye Gales, Councilmember Rap Hankins, Councilmember Bruce Kettelle, Councilmember Ron Vaughn and Councilmember Mary McDonald Staff members present: City Manager Michael J. Lucking, Public Safety Director/Deputy City Manager Quincy Pope, Fire Chief Steve Milliken, Police Captain John Porter, Finance Director Patricia Shively, Public Works Operations Manager Dalton Hines, Planner 1 Jeannie Peyton, Human Resources Manager Barbara Brooks, Clerk of Council Sandra L. Riege. Visitors: David Young, Dave Szkudlarek, Ellsworth Szkudlarek, Dave Norvell, James Willimas, Larry White, Sister Linda Plerman, Janice Chinn, John Fecke, Del Vaughn. IV. Motion to Approve the Agenda Mayor Cameron requested a motion to approve the agenda. City Manager stated we'll have to remove Ordinance OR 2-14 from the agenda until the next meeting. A motion was made by Mr. Hankins and seconded by Mrs. Gales to approve with the change. Roll call resulted in the following votes: Aye: 7- Mayor Cameron, Vice Mayor Staggs, Councilmember Gales, Councilmember Hankins, Councilmember Kettelle, Councilmember Vaughn and Councilmember McDonald V. Public Comments: Mayor will recognize any visitors/citizens who have completed the sign-in sheet prior to the meeting. James Williams, 4538 Freudenberger Ave., Ward 4 - Pleased to see so many people patronizing the Target store this Saturday. Sad to see them go, we can't allow the defeat of one retailer drag us down. Larry White, 981 Snyder Road - He's disappointed the city isn't being proactive trying to keep our businesses here in our city. Why can't council do something to stop this? His paved road on his street is in terrible condition with ice everywhere, why can't they get it plowed? City of Trotwood Page 1 City Council Meeting Minutes February 3, 2014 VI. Motion to Approve the Consent Agenda Mayor Cameron requested a Motion to approve the consent agenda. City Manager Lucking said Ordinance OR2-14 will be tabled and scheduled at the next meeting on March 3, 2014. A Motion was made by Mr. Hankins and seconded by Mrs. Gales. The Motion carried by the following vote: Aye: 7- Mayor Cameron, Vice Mayor Staggs, Councilmember Gales, Councilmember Hankins, Councilmember Kettelle, Councilmember Vaughn and Councilmember McDonald A. 14-23 Council Special and Workshop Meeting Minutes - Monday, September 16, 2013 Attachments: Minutes 9-16-13 B. 14-24 Council Workshop Meeting Minutes - October 21, 2013 Attachments: Minutes 10-21-13 C. 14-25 City Council Regular Meeting Minutes - November 4, 2013 Attachments: Minutes 11-4-13 D. 14-26 City Council Special and Workshop Meeting Minutes - November 18, 2013 Attachments: Minutes 11-18-13 E. 14-28 City Council Regular Meeting Minutes - December 2, 2013. Attachments: Minutes 12-2-13 F. 14-29 City Council Special & Workshop Meeting Minutes - December 16, 2013 Attachments: Minutes 12-16-13 Motion to open the Public Hearing Mahyor Cameron requested a motion to Open the Public Hearing portion of this meeting. A Motion was made by Mr. Hankins and seconded by Vice-Mayor Staggs. The Motion carried by the following vote: Aye: 7- Mayor Cameron, Vice Mayor Staggs, Councilmember Gales, Councilmember Hankins, Councilmember Kettelle, Councilmember Vaughn and Councilmember McDonald VII. Public Hearings/Ordinances City of Trotwood Page 2 City Council Meeting Minutes February 3, 2014 A. OR1-14 AN ORDINANCE PROVIDING FOR THE ISSUANCE AND SALE OF NOTES IN AN AGGREGATE PRINCIPAL AMOUNT OF $2,086,000, IN ANTICIPATION OF THE ISSUANCE OF BONDS, TO PAY COSTS OF CONSTRUCTING PUBLIC IMPROVEMENTS RELATED TO THE REDEVELOPMENT OF THE NEW TOWN CENTER AREA AND IMPROVING THE WATER SYSTEM BY CONSTRUCTING AND RECONSTRUCTING WATER LINES ON UNION STREET AND WEST SUNRISE AVENUE, EACH TOGETHER WITH ALL NECESSARY APPURTENANCES; AND AUTHORIZING CERTAIN OTHER ACTIVITIES RELATING TO THE NOTES; AND AUTHORIZING AN EMERGENCY. Attachments: Public Hearing Notice, OR1-14 Ordinance OR1-14, Issuance & Sale of Notes Fiscal Officer's Cert - 2014.pdf Note Purchase Agreement - 2014.DOCX Trotwood Engagement Letter.pdf Clerk Riege read the caption. City Manager Lucking introduced Mr. Jeff Rink from Key Bank Finance to clarify this sale of Bond Anticipation Note (BAN) in the amount of $2,086,000 for public expenses realted to the New Town Center project and water system improvements in and around the vicinity of Union Road and Sunrise Avenue. He explained this is not new money, we have a choice to bond out or keep the note as short term and roll over to another year. The bond rates are very low right now with the due date of March 11, 2014; since we have an A-1 bond rating, this helps with the long term financing. Mayor Caeron requested a Motion to approve Ordiancne OR1-14. A Motion was made by Mr. Hankins and seconded Vice-Mayor Staggs. The Motion carried by the following vote: Aye: 7- Mayor Cameron, Vice Mayor Staggs, Councilmember Gales, Councilmember Hankins, Councilmember Kettelle, Councilmember Vaughn and Councilmember McDonald B. OR2-14 AN ORDINANCE AMENDING ORDINANCE # 1-13 ESTABLISHING NEW WAGE SCALES FOR CERTAIN NON-UNION EMPLOYEES OF THE CITY OF TROTWOOD. Attachments: Notice of Public Hearing Amending MARCH 3, 2014 Wage Ord 1-13 Wage Scale.doc Ordinance 2-14 Wage Scales March 3, 2014.pdf City Manager Lucking explained this item will be postponed at this time and moved to the next meeting agenda on March 3, 2014. City of Trotwood Page 3 City Council Meeting Minutes February 3, 2014 C. OR3-14 AN ORDINANCE ADOPTING CERTAIN WRITTEN POST-ISSUANCE COMPLIANCE PROCEDURES RELATING TO THE CITY’S OUTSTANDING AND FUTURE TAX-EXEMPT OBLIGATIONS AND DECLARING AN EMERGENCY. Attachments: Public Hearing Notice, OR3-14 Ordinance OR3-14, Post-Issuance Compliance Trotwood - Post-Issuance Compliance Checklist.docx Clerk Riege read the caption. City Manager Lucking said this Ordinance will adopt the most recent Internal Revenue Service guidelines pertaining to the issuance of the municipal tax free debt obligations. Mayor Cameron requested a Motion to approve Ordinance OR3-14. A Motion was made by Mr. Kettelle and seconded by Mrs. Gales. The Motion was carried by the following vote: Aye: 7- Mayor Cameron, Vice Mayor Staggs, Councilmember Gales, Councilmember Hankins, Councilmember Kettelle, Councilmember Vaughn and Councilmember McDonald D. OR4-14 AN ORDINANCE AMENDING ORDINANCE # 04-11 ASSIGNING THE NEW POSITON OF PUBLIC WORKS OPERATIONS MANAGER TO AN APPROPRIATE PAY GRADE. Attachments: Public Hearing Notice OR4-14 Ordinance OR4-14, Operations Manager Position Public Works Operations Manager Job Description Clerk Riege read the caption. City Manager Lucking introduced Human Resources Manager Barbara Brooks to explain this Ordinance. Due to the vacancy of the Public Works Director/City Engineer position, the city re-evaluated the structure and operations of this department. It was decided to create a new pay grade 115 titled Operations Manager. This person will report to the Public Safety Director/Deputy City Manager and perform the day-to-day operations of the Public Works Department. The position will save the city $25,000.00 in salaries in 2014. The engineering services will continue to be provided by contract as many were in the past. Mr. Dalton Hines has been recommended for this position. Council agreed; Mr. Hines has been doing a good job from his previous experience as Public Works Superintendent and Council has no objection. Mayor Cameron requested a Motion to approve Ordinance 04-14. A Motion was made by Mr. Kettelle and seconded by Mrs. Gales to approve. The Motion carried by the following vote: Aye: 7- Mayor Cameron, Vice Mayor Staggs, Councilmember Gales, Councilmember Hankins, Councilmember Kettelle, Councilmember Vaughn and Councilmember McDonald City of Trotwood Page 4 City Council Meeting Minutes February 3, 2014 Motion to Close the Public Hearing Mayor Cameron requested a Motion to close the Public Hearing. A Motion was made by Mr. Kettelle and seconded by Mr. Hankins. The Motion carried by the following votes: Aye: 7- Mayor Cameron, Vice Mayor Staggs, Councilmember Gales, Councilmember Hankins, Councilmember Kettelle, Councilmember Vaughn and Councilmember McDonald VIII. Resolutions A. R14-4 A RESOLUTION BY THE COUNCIL OF THE CITY OF TROTWOOD REQUESTING AN ADVANCE OF THOSE TAXES COLLECTED FOR THE CITY OF TROTWOOD FOR THE YEAR 2014 FROM THE MONTGOMERY COUNTY AUDITOR’S OFFICE. Attachments: R14-4 Mont. Cty Ltr. 201401310858.pdf Resolution R14-4 Property Tax Collection Advance Montgomery County 2-3-14 meeting.pdf Clerk Riege read the caption. City Manager Lucking said this request is for the distribution of the City's 2014 tax proceeds to be received monthly in place of the semi-annual distribution. This request is standard procedure we make to the Montgomery County Auditor's office. No further discussion. Mayor Cameron requested a Motion to approve Resolution R14-4. A Motion was made by Mr. Kettelle and seconded by Mrs. Gales to approve. The Motion carried by the following vote: Aye: 7- Mayor Cameron, Vice Mayor Staggs, Councilmember Gales, Councilmember Hankins, Councilmember Kettelle, Councilmember Vaughn and Councilmember McDonald B. R14-5 A RESOLUTION BY THE COUNCIL OF THE CITY OF TROTWOOD, OHIO, AUTHORIZING THE CITY MANAGER TO ENTER INTO A SETTLEMENT AGREEMENT WITH TROTWOOD REALTY, LLC AND TO PAY TROTWOOD REALTY, LLC AN AMOUNT EQUAL TO $28,600.00 AS SETTLEMENT OF ANY AND ALL CLAIMS. Attachments: Resolution R14-5, Trotwood Realty Clerk Riege read the caption. City Manager said this resolution authorizes him to make a payment to the Trotwood Realty, LLC in the amount of $28,600 as compensation for the elimination of the driveway curb cut at the intersection of Salem Avenue and Shiloh Springs Road. This action is necessary by the realignment of this intersection due to the loss of an access drive. This agreement will release the city from all claims related to the City and Trotwood Realty, LLC. Mayor Cameron requested a Motion to approve Resolution R14-5. A Motion was made by Mrs. Gales and seconded by Mr. Hankins to approve. the Motion carried by the following vote: City of Trotwood Page 5 City Council Meeting Minutes February 3, 2014 Aye: 7- Mayor Cameron, Vice Mayor Staggs, Councilmember Gales, Councilmember Hankins, Councilmember Kettelle, Councilmember Vaughn and Councilmember McDonald IX. Old & New Business a. Mayor Mayor Cameron spoke about the Trotwood Target store closing. Today she attended a meeting with United States Representative Mike Turner and area Mayors voicing cities' concerns to bring before the state legislators on how the cities can help themselves in this economic decline. The City will continue to work diligently to keep us moving forward. b. City Manager City Manager Lucking thanked everyone for coming out to the shop Target event on Saturday, February 1st. c. Council Members comments Rap Hankins - Is sad to see Target leaving this community. Six months ago the city approached Target about expanding their store and they made no mention of closing. Their store manager was unaware until the day the news article came out. Bottom line, the retail shopping experience in this nation is changing due to numerous factors. Bettye Gales wanted to know if we have a contingency plan based on all facts for economic development in our city. Mr. Kettelle said we do have a Strategic Plan document with ongoing initiatives in place. He suggested adding our progress report to the city website for citizens to read. Ron Vaughn would like to add a moment of silence to the city council agenda. A timeframe was discussed. Mayor Cameron said we will add this to the next meeting agenda. With regard to Target closing, they made their decision based on the income return on their investment, this is the reality. He is proud of our council and Mayor for continuing to hold steady to what we all believe is in the best interest for the whole city of Trotwood. Mary McDonald is also sad with the Target store leaving. We need living wages with jobs here in our city. Previously, council discussed having a Town Hall meeting sometime in the near future. Our Strategic Plan document would be a good subject to discuss. Mayor Cameron said this is a workshop topic we can bring up at a future session. d. Staff Reports City of Trotwood Page 6 City Council Meeting Minutes February 3, 2014 A. 14-27 Update on Snow Events and Salt Usage Mr. Dalton Hines reported the City of Trotwood is not out of salt as the local news reported. Five hundred tons are in reserve now. We will be getting another shipment of 250 tons coming from West Virginia. The suppliers are having a hard time this year due to the amount of bad weather recently. As we get towards the end of the season will will replenish our supply. All main streets and secondary streets have been plowed this year as best they can to preserve our supply. XI. Motion to Adjourn Mayor Cameron requests a Motion to adjourn the meetign at 9:00 p.m.. A motion was made by Councilmember Kettelle, seconded by Vice Mayor Staggs, that this be adjourned. The motion carried by the following vote: Aye: 7- Mayor Cameron, Vice Mayor Staggs, Councilmember Gales, Councilmember Hankins, Councilmember Kettelle, Councilmember Vaughn and Councilmember McDonald City of Trotwood Page 7