City Council

City of Trotwood 3035 Olive Road Trotwood, Ohio 45426 937-837-7771 www.trotwood.org Meeting Minutes Monday, December 1, 2014 6:30 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, CMC, Clerk of Council City Council Meeting Minutes December 1, 2014 I. Call to Order - Mayor Joyce S. Cameron Mayor Cameron called the meeting to order at 6:32 p.m. II. Pledge of Allegiance and Moment of Silence Mayor Cameron lead the Pledge of Allegiance and asked for a moment of silence III. Performing Arts Choir - Madeline Green of Residence in Praise - Introduced by Shawn Tucker Shawn Tucker from Parks & Recreation Department introduced the Residence In Praise Performing Arts troupe under the direction of chorographer Thomas Troutman performing a holiday dance. IV. 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, Law Director Steve McHugh, Fire Chief Steve Milliken, Police Captain John Porter, Public Works Operations Manager Dalton Hines, Parks & Recreation Program Manager Shawn Tucker, Human Resource Manager Stephanie Kellum, Interim Planning and Zoning Administrator Jeannie Peyton and Sandra L. Riege, Clerk of Council. V. Motion to Approve the Regular Meeting Agenda Mayor Cameron requested a motion to approve the agenda. A motion was made by Mr. Hankins and seconded by Mrs. McDonald. Roll call resulted in 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 1 City Council Meeting Minutes December 1, 2014 VI. VISITORS AND COMMUNICATIONS: Mayor will recognize any visitors/citizens who have completed the sign-in sheet prior to the meeting. Come to the microphone and give your name and address BEFORE proceeding with your comments on any item NOT ON THE AGENDA. You will have THREE MINUTES to speak. Those wanting to speak during the Public Hearing portion of the business meeting will be called upon at that time. Mrs. Tamiko Troutman introduced the Dayton Dance Troupe under the direction of Madeline Green founder of the Residence in Praise located in Trotwood. Visitors in attendance: Hameka Parker, Tamike Troutman, Ella Jordan Isaac, Cythina Monie, Richard Curington, Alyssa Curington, Cameron Monie, LaJuana Curington, John Fecke, J. Osborne, Jamie Wright, Sr. Linda Plerman, Shirley Reid, Breanna Shafeeh, Kiara Reid, Jay Young, Janice Chinn, and Kim Terry. VII. Special Presentations and Recognitions A. PR052-14 Presentation of a Certificate of Achievement for Excellence in Financial Reporting for the City’s Comprehensive Annual Financial Report (CAFR) for fiscal year ending December 31, 2013. Attachments: Certificate of Achievement Ltr from Govt Finance Officers Association Finance Director Patricia Shively presented council with the "Certificate of Achievement for Excellence" in financial reporting for the fiscal year ending December 31, 2013 as the highest form of of recognition in governmental accounting and its management. VIII. Motion to Approve the Consent Agenda Mayor Cameron requested a motion to approve the consent agenda. A motion was made by Vice-Mayor Staggs and seconded by Mr. Hankins. Roll Call resulted in the following vote: Aye: 7- Mayor Cameron, Vice Mayor Staggs, Councilmember Gales, Councilmember Hankins, Councilmember Kettelle, Councilmember Vaughn and Councilmember McDonald A. 14-140 Approval of the Workshop Meeting Minutes from Monday, October 20, 2014 Attachments: MeetingMinutes October 20, 2014.pdf B. 14-142 Approval of the Regular Meeting Minutes from Monday, November 3, 2014 Attachments: MeetingMinutes Nov. 3, 20104.pdf City of Trotwood Page 2 City Council Meeting Minutes December 1, 2014 C. 14-141 A Motion to remove from the agenda the Public Hearing to draft legislation for temporary appropriations for the City of Trotwood, Ohio for the fiscal year beginning January 1, 2015 through December 31, 2015 IX. Motion to Open Public Hearings. Mayor Cameron requested a motion to open the public hearing portion of this meeting. Mrs. McDonald made the motion and it was seconded by Mrs. Gales. Roll call resulted in the following vote: Aye: 7- Mayor Cameron, Vice Mayor Staggs, Councilmember Gales, Councilmember Hankins, Councilmember Kettelle, Councilmember Vaughn and Councilmember McDonald X. Public Hearing/Ordinances A. OR16-14 AN ORDINANCE AMENDING ORDINANCE 15-14, THE ANNUAL RE-APPROPRIATION FOR THE CITY OF TROTWOOD, AND AUTHORIZING THE ADJUSTMENT OF VARIOUS EXPENDITURES OF THE CITY OF TROTWOOD, STATE OF OHIO, FOR THE FISCAL YEAR BEGINNING JANUARY 1, 2014 THROUGH DECEMBER 31, 2014 Attachments: ORD_OR16-14 AMENDING15-14 REAPPROPRIATIONS FOR FISCAL YEAR 2014.pdf Sched of 2014 Approp Amend 11.20.2014.xls 12-1-14 PUBLIC HEARING NOTICE 2014 APPROPRIATIONS DEC 1, 2014 C.C. MTG.pdf The Clerk read the caption. Finance Director Patricia Shively reported these amendments were added due to the offset in pay period being 27 instead of 26. The general fund will be increased of $337,281 due to the 27th payroll date. No change to the the State Highway and Curbs/Gutters/Sidewalks funds. Fund adjustments are as follows: Street Fund - decreased by $34,998.00 reduced insurance costs. Permissive Use Tax - $253,000 not all used in 2014, return back to the fund for future use. Grants Fund - increase of $42,270.00 for state grants, Red Light Enforcement Fund - decrease of $20,000 in overtime, health insurance & workers compensation. Fire Fund - Decrease of $72,500.00 personnel costs for health insurance and workers compensation. EMS Fund - increase $54,500.00 for the 27th payroll. Debt Retirement Fund - increase $160,000.00 payment for Salem Mall TIF. Salem Mall TIF fund - decrease of $158,980 moving the debt payment to debt retirement fund. Water Fund - decrease of $12,000 reduced health insurance. Refuse Fund - decreased to to reduced health insurance. Storm Water Fund - decreased of $9,000.00 reduced health insurance. The total increased impact is $478,301.00. Mayor Cameron requested a motion to approve OR16-14. A motion was made by Mrs. Gales and seconded by Vice-Mayor Staggs to approve. Roll call resulted in 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 3 City Council Meeting Minutes December 1, 2014 B. OR17-14 AN ORDINANCE ESTABLISHING APPROPRIATIONS FOR CURRENT EXPENSES AND EXPENDITURES OF THE CITY OF TROTWOOD, STATE OF OHIO, FOR THE FISCAL YEAR BEGINNING JANUARY 1, 2015 AND THROUGH DECEMBER 31, 2015. Attachments: ORD_OR17-14- APPROPRIATIONS FOR YEAR 2015_12-1-14.pdf Sched of 2015 Approp 11.12.2014.xls PUBLIC HEARING NOTICE ANNUAL APPRO_ 2015 ORD_12-1-14 C.C. MTG.doc The Clerk read the caption. Finance Director Patricia Shively reported the annual appropriation totals $22,538,103.00 includes the $40,000 for the operation of the pool during the 2015 season as directed by city council. Amounts remain the same as presented in the budget meeting's. Mayor Cameron resulted a motion to approve the 2015 annual appropriations. Mrs. McDonald made the motion and it was seconded by Rap Hankins to approve. Roll Call resulted in the following vote: C. OR18-14 AN ORDINANCE AMENDING ORDINANCE NO. 2-14 ESTABLISHING NEW WAGE SCALES FOR CERTAIN NON-UNION EMPLOYEES OF THE CITY OF TROTWOOD, OHIO AND ESTABLISH A WAGE SCALE FOR NEWLY HIRED EMPLOYEES. Attachments: OR18-14 Wage Scales Dec 1 2015.pdf PUBLIC HEARING NOTICE AMENDING ORD2-14_12-1-14 C.C. MTG.doc The Clerk read the caption. Human Resource Manager Stephanie Kellum explained there are several adjustments to the wage scales for part time employees for recreation attendant and student intern based upon the new minimum state wage increase requirement. Wage scales for regular full time non-union employees hired after January 1, 2015 shall have a 10% rate-reduction to all positions in accordance with the State of Ohio minimum wage law, Trotwood rate-scales must coincide with the federal, state and local requirements. Mayor Cameron requested a motion to approved OR18-14. A motion was made by Mr. Vaughn and seconded by Mr. Hankins to approve. 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 XI. 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 Mrs. Gales. Roll call resulted in 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 December 1, 2014 XII. Motion to Open the Regular Meeting Mayor Cameron requested a motion to open the regular meeting. A motion was made by Mrs. Gales and seconded by Vice-Mayor Staggs. Roll call resulted in the following vote: Aye: 7- Mayor Cameron, Vice Mayor Staggs, Councilmember Gales, Councilmember Hankins, Councilmember Kettelle, Councilmember Vaughn and Councilmember McDonald XIII. Resolutions A. R14-96 A RESOLUTION APPOINTING A MEMBER TO THE PARKS AND RECREATION BOARD OF THE CITY OF TROTWOOD, OHIO. Attachments: R14-96 Cynthia Monie PR Board.pdf Oath of Office, Cynthia Monie P&R Board Application, Cynthia Monie The Clerk read the caption. City Manager Lucking said this appointment is for a three year term beginning December 1, 2014 through November 30, 2017 for Cynthia Monie. Interview was conducted and recommendation was made. Mayor Cameron requested a motion to approve R14-96. A motion was made by Vice-Mayor Staggs and seconded by Mr. Kettelle to approve. Roll call resulted in the following votes and Mayor Cameron administered the oath of office: Aye: 7- Mayor Cameron, Vice Mayor Staggs, Councilmember Gales, Councilmember Hankins, Councilmember Kettelle, Councilmember Vaughn and Councilmember McDonald B. R14-97 A RESOLUTION APPOINTING A MEMBER TO THE PARKS AND RECREATION BOARD OF THE CITY OF TROTWOOD, OHIO. Attachments: R14-97 LaJuana Curington PR Board.pdf Oath of Office, LaJuana Curington P&R Board Application, LaJuana Curington The Clerk read the caption. City Manager this request to also to fill another vacancy for this five member board. Interview was conducted and it was recommended to appoint LaJuana Curington for this three-year term beginning December 1, 2014 and ending November 30, 2017. Mayor Cameron requested a motion to approve Resolution R14-97. A motion was made by Mrs. McDonald and seconded by Mr. Hankins to approve. Roll call resulted in the following vote and Mayor Cameron administered the oath of office: Aye: 7- Mayor Cameron, Vice Mayor Staggs, Councilmember Gales, Councilmember Hankins, Councilmember Kettelle, Councilmember Vaughn and Councilmember McDonald City of Trotwood Page 5 City Council Meeting Minutes December 1, 2014 C. R14-95 A RESOLUTION AUTHORIZING THE REMOVAL OF ASSESSMENTS FROM THE MONTGOMERY COUNTY PROPERTY TAX DUPLICATE FOR CHARGES FOR UNPAID WATER, SEWER, TRASH, AND STORM DRAINAGE FEES. Attachments: Utility Assessment Pull Back Letter.pdf RES.r14-95 removal of water sewer assessments_12-1-14_ (00722705@xA06A8).pdf The Clerk read the caption. Finance Director Patricia Shively reported some assessments needed to be adjusted from the 2014 unpaid water, sewer, trash and storm drainage fees charged to the Montgomery County Tax duplicate for properties within Trotwood. Various circumstances resulted in these changes to be submitted to the county auditor's office to adjust. Mayor Cameron requested a motion to approve R14-95. A motion was made by Mrs. Gales and seconded by Vice-Mayor Staggs to approve as submitted. Roll Call resulted in the following vote: Aye: 7- Mayor Cameron, Vice Mayor Staggs, Councilmember Gales, Councilmember Hankins, Councilmember Kettelle, Councilmember Vaughn and Councilmember McDonald D. R14-100 A RESOLUTION BY TROTWOOD CITY COUNCIL AUTHORIZING THE CHARGE BACK AMOUNTS PAYABLE TO THE GENERAL FUND FROM THE ENTERPRISE FUND FOR UTILITY BILLING SERVICES IN THE AMOUNT OF $260,210.00 Attachments: Transfer Payment authorization 2014.xls Res. R14-100_ Charge back resolution 12-1-14_ (00723003@xA06A8).pdf The Clerk read the caption. Finance Director Shively said this resolution is for the charge back payable to the general fund from the enterprise fund for utilizing billing services in the amount of $260,210.00. This reimbursement is common for the utility and collection services. Mayor Cameron requested a motion to approve R14-100. A motion was made by Vice-Mayor Staggs and seconded by Mrs. Gales to approve as submitted. Roll call resulted in 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 6 City Council Meeting Minutes December 1, 2014 E. R14-101 A RESOLUTION AUTHORIZING THE REMOVAL OF ASSESSMENTS FROM THE MONTGOMERY COUNTY PROPERTY TAX DUPLICATE FOR CHARGES FOR THE CUTTING AND REMOVAL OF WEEDS, VEGETATION AND/OR GRASS. Attachments: R14-101 Mowing Assessments 12-1-14.docx Montgomery County Auditor's Office Special Assessments Removal or Addition Letter 103114.doc The Clerk read the caption. Finance Director Patricia Shively said this adjustment is from the unpaid mowing fees attached to the Montgomery County tax duplicate in 2014. Five properties were involved. Mayor Cameron requested a motion to approve R14-101. A motion was made by Mr. Kettelle and seconded by Mr. Vaughn to approve as submitted. Roll call resulted in the following vote: Aye: 7- Mayor Cameron, Vice Mayor Staggs, Councilmember Gales, Councilmember Hankins, Councilmember Kettelle, Councilmember Vaughn and Councilmember McDonald F. R14-91 A RESOLUTION BY THE TROTWOOD CITY COUNCIL AUTHORIZING THE CONTRACT THE CITY MANAGER ENTERED INTO WITH MIDWEST SALT COMPANY FOR FORT WAYNE, INDIANA FOR THE PURCHASE OF 1,000 TONS OF SNOW SALT FOR A TOTAL OF $110,000.00 FOR THE PUBLIC WORKS DEPARTMENT FOR THE YEAR 2015 SNOW SEASON AND AUTHORIZING THE CITY MANAGER TO APPROVE CONTRACT WITH MIDWEST SALT COMPANY OF FORT WAYNE, INDIANA. Attachments: Res R14-91 Authorizing City Manager to purchase snow salt 12-1-14 (00722332@xA06A8).pdf Midwest Salt Agreement Midwest - Then Now Certification.pdf The Clerk read the caption. Public Works Operations Manager Dalton Hines said this resolution is for the purchase of 1,000 tons of salt at $110.00 per ton for the 2015 year snow season. Over several years the prices have peaked. The average competitive price is around $160.00 per ton. Mayor Cameron requested a motion to approve R14-91. A motion was made by Mrs. McDonald and seconded by Mr. Kettelle to approve as submitted. Roll call resulted in 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 City Council Meeting Minutes December 1, 2014 G. R14-92 A RESOLUTION BY THE TROTWOOD CITY COUNCIL AUTHORIZING THE PURCHASE OF $10,617.65 OF ASPHALT FROM VALLEY ASPHALT AND AUTHORZING THE CITY MANAGER TO APPROVE THE THEN AND NOW CERTIFICATE PREPARED BY THE PUBLIC WORKS DEPARTMENT AS REVIEWED AND SUBMITTED BY THE FINANCE DEPARTMENT TO BE SUBMITTED TO THE STATE AUDITOR’S OFFICE. Attachments: Res. 14-92 then and now resolution Valley Asphalt_12-1-14_ (00722726@xA06A8).pdf Then&Now Valley Asphalt12-1-14.pdf The Clerk read the caption. Operations Manager Dalton Hines said this agreement is a cost in connection with the project to pave the Main Street area due to the cost overrun for the unanticipated need of more asphalt material. Additional material was required to fulfill the thickness in three areas and replaced that resulted in an emergency situation. Mayor Cameron requested a motion to approve R14-92. A motion was made by Mr. Kettelle and seconded by Mr. Kettelle to approve as submitted. Roll call resulted in the following vote: Aye: 7- Mayor Cameron, Vice Mayor Staggs, Councilmember Gales, Councilmember Hankins, Councilmember Kettelle, Councilmember Vaughn and Councilmember McDonald H. R14-98 A RESOLUTION BY TROTWOOD CITY COUNCIL APPROVING THE EXPENDITURE OF $4,500.00 FOR MS4 STORMWATER PERMITTING WORK FROM BRANDSTETTER CARROLL AND AUTHORIZING THE CITY MANAGER TO APPROVE THE THEN AND NOW CERTIFICATE PREPARED BY THE PUBLIC WORKS DEPARTMENT AS REVIEWED AND SUBMITTED BY THE FINANCE DEPARTMENT TO BE SUBMITTED TO THE STATE AUDITOR’S OFFICE. Attachments: Res. 14-98 Brandstetter Stormwater then and now resolution 12-1-14_ (00722955@xA06A8).pdf Then & Now - Brandstetter Carroll The Clerk read the caption. Operations Manager Dalton Hines said this resolution is from engineering services from Brandsetter Carroll, Inc. for submittal of the annual sotrmwater permit (MS4) to EPA to meet our filing deadline. Mayor Cameron requested a motion to approve R14-98. A motion was made by Mr. Kettelle and seconded by Mrs. Gales to approve as submitted. Roll call resulted in 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 8 City Council Meeting Minutes December 1, 2014 I. R14-93 A RESOLUTION BY THE COUNCIL OF THE CITY OF TROTWOOD, OHIO, AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH MONTGOMERY COUNTY ENGINEER’S DEPARTMENT FOR THE G.I.S. MAPPING AGREEMENT FOR A PERIOD OF THREE YEARS BEGINNING IN 2015. Attachments: Res. R14-93 G.I.S. MAPPING_MCEO resolution_12-1-14_ (00722725@xA06A8).pdf Multi-Jurisdictional Cooperative Aerial Project The Clerk read the caption. Public Works Operations Manager Dalton Hines reported this request is for us to enter into an agreement with Montgomery County Engineer's office to apply for a grant with Montgomery County to use their G.I.S. Mapping for a period of three years beginning in 2015. The city's portion cost would be $5,000.00. This mapping aerial photography will assist the Public Works Department to locate stormwater and water lines within our city. Mayor Cameron requested a motion to approve R14-93. A motion was made by Mrs. McDonald and seconded by Mr. Kettelle to approve as submitted. Roll call resulted in the following vote: Aye: 7- Mayor Cameron, Vice Mayor Staggs, Councilmember Gales, Councilmember Hankins, Councilmember Kettelle, Councilmember Vaughn and Councilmember McDonald XIV. Old & New Business A. Mayor City of Trotwood Page 9 City Council Meeting Minutes December 1, 2014 A. 14-145 Mayor Announcements Mayor Cameron asked the City Manager to report on the city of Dayton wellfield ordinance. Under their ordinance a certain amount of land will be to protect land from chemicals leaking into the aquifer. If there ever would be a natural disaster, it could have serious implications that could interrupt our water supply. Council is requesting to schedule a representative from the City of Dayton understand how this wellfield ordiance would impact our city. Mr. Vaughn wanted to know if are we moving toward being self sustaining water system. Not at this time according to City Manager. In 2012 the City did a study to iexplore the idea of have a water treatment plant at the old aquatic club which resulted in a huge cost to the city to build and maintain that we cannot afford. We would still have to pipe water in. Most of the communities in the region have contracts with the City of Dayton to purchase their water. Mayor Cameron said they would like to discuss this topic further with possibilities at a later workshop meeting. Mayor Cameron presented Councilmember Rap Hankins who received two Diamond Cum Laude certificates for Achievement in Leadership from the National League of Cities at their annual conference in Austin, Texas. Congratulations to Mr. Hankins. Mrs. McDonlad is collecting personal care items for a Trotwood Christmas project with a student from the the Trotwood Madison City Schools. She's asking for donations to distribute personal care items for fifty homeless girls. Please contact her for more information. Mrs. Gales attended ALICE training in Illinois with 14 other law enforcement agencies and educators. Police Captain Porter said also said they have plans to have a two day training with educators for the schools along with city personnel. Council Members B. City Manager A. 14-139 City Manager’s Report Congratulations to the Trotwood Rams football team for a winning season. City government offices will close on the Thursday, Dec 25th for the Christmas holiday and Thursday, Jan 1st for New Years Day. XV. Motion to Adjourn Mayor Cameron requested a motion to adjourn the meeting at 7:53 p.m. A motion was made by Mrs. McDonald and seconded by Mr. Vaughn. Roll calll resulted in 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 10