City Council

City of Trotwood 3035 Olive Road Trotwood, Ohio 45426 937-837-7771 www.trotwood.org Meeting Minutes Monday, March 2, 2015 6:30 PM Regular and Special Meeting 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 March 2, 2015 I. Call to Order: Mayor Joyce Sutton Cameron Mayor Cameron called the meeting to order at 6:30 pm. II. Pledge of Allegiance and Moment of silence 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, Fire Chief Steve Milliken, Police Captain John Porter, Finance Director Patricia Shively, Human Resource Manager Stephanie Kellum, Interim Planning & Zoning Administrator Jeannie Peyton, Parks & Recreation Specialist Shawn Tucker, and Clerk of Council Sandra L. Riege. Visitors in attendance: Matthew Clark, Brian Fowls, Homer Williams, Dave Norvell, Cynthia Monie, Sam Collier, Willie Lewis, Tom Grady, Waldo Littlejohn, Kelli Wynn Dayton Daily News representative and Janice Chinn. IV. Motion to Approve the Regular & Special Meeting Agenda Mayor Cameron requested a motion to approve the regular and special meeting agenda. A motion was made by Vice-Mayor Staggs 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 V. VISITORS AND COMMUNICATION: PLEASE COME TO THE MICROPHONE AND GIVE YOUR NAME AND ADDRESS BEFORE PROCEEDING WITH YOUR COMMENTS, AFTER MAYOR CAMERON ASKS FOR VISITORS' COMMENTS ON ANY ITEM NOT ON THE AGENDA. YOU WILL HAVE THREE (3) MINUTES FOR YOUR COMMENTS. YOU MUST COMPLETE A SIGN-IN SHEET PRIOR TO SPEAKING AND RETURN IT TO THE CLERK OF COUNCIL. Mr. Willie Lewis,2729 Argella, Apt D, Dayton Ohio - Asked if city council would assist him with a foreclosed home he wants to purchase at 3265 Argella. Staff representative Jeannie Peyton said she is aware of this case and its under review with Mongtomery County Board of Revisions, not with the city of Trotwood. Councilman Kettelle said he'll work with Ms. Peyton and report back the findings to city council. VI. Special Presentations and Recognitions City of Trotwood Page 1 City Council Meeting Minutes March 2, 2015 A. PR014-15 Presentation and Proclamation for Miami Valley Fair Housing Center together with the Dayton Area Board of Realtors. Attachments: Proclamation Fair Housing Month April 2015.pdf City Manager Lucking introduced Mr. John Zimmerman Vice-President from Miami Valley Fair Housing. They have scheduled town hall meeting's for citizens to learn about their programming. They encourage citizens to take their online survey to better understand their housing needs for our area. This will help them obtain federal funds for housing subsidies for all types of neighborhoods to be used for their fair housing planning projections. Mayor Cameron presented the association with a proclamation acknowledging the 47th Anniversary of the passage of the U.S. Fair Housing Law, Title VIII of the Civil Rights Act of 1968, recognizing the month of April 2015 as "Fair Housing Month". B. PR015-15 Presentation - Montgomery County Environmental Services Jurisdiction Updates for 2015. Attachments: MONT, COUNTY ENVIRONMENTAL PRESENTATION.pdf City Manager introduced Brian Fowls from the Montgomery County Environmental Services to present his updates for the year 2015. The county has updated their south plant location and closed the north plant as part of their consolidation. South plant is located at 1001 Encrete Lane located in Moraine, Ohio. Services they provide are; e.g. waste disposal, recycling, educational programs (located at 741 Sandbridge Drive - free to the public); new external yard waste drop-off area, and compressed natural gas fueling station (located at the corner of Cardington Rd. and SR 741 south plant expected to open March 2016); are all available to all county residents and businesses. Trotwood is a member of their Environment Task Force Program to monitor illegal dumping cases. County wide they have a success rate of over 60 regional criminal convictions since January 2013. A full time Environmental Crime Sheriff Deputy is the administrator of this program. Also, funding opportunities are available for all types grants include; jurisdiction incentives, business incentives, buy-recycled, beautification, scrap tire, community and market development. Citizens may visit their web site at www.mcswd.com for more information. VII. Motion to Approve the Consent Agenda Mayor Cameron requested a motion to approve the consent agenda. A motion was made by Mr. Hankins, and seconded by Mr. Vaughn. 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. 15-23 Approval of the City council Regular meeting Minutes for Monday, February 2, 2015 Attachments: MeetingAgenda Regular Mtg February 2, 2015.pdf This Staff Report was read and filed City of Trotwood Page 2 City Council Meeting Minutes March 2, 2015 B. 15-24 Approval of the City Council Workshop & Special Meeting Minutes for Tuesday, February 17, 2015 Attachments: MeetingMinutesFeb 17_2015.pdf This Staff Report was read and filed C. R15-9 A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH BURGESS HEARSE & AMBULANCE FOR THE PURCHASE OF ONE (1) 2015 CHEVROLET G4500 DIESEL CHASSIS AND THE MOUNTING OF AN EXISTING MEDIC MODULE THEREON AT STATE CONTRACT PRICING BY UTILIZING CAPITAL IMPROVEMENT FUNDS IN THE APPROXIMATE AMOUNT OF $71,502. Attachments: Res R15-9 2015medicrechassis1.pdf This Resolution was approved D. R15-10 A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH BURGESS HEARSE& AMBULANCE FOR THE PURCHASE OF ONE (1) 2015 CHEVROLET G4500 DIESEL CHASSIS AND THE MOUNTING OF AN EXISTING MEDIC MODULE THEREON AT STATE CONTRACT PRICING BY UTILIZING CAPITAL IMPROVEMENT FUNDS IN THE APPROXIMATE AMOUNT OF $71,502. Attachments: Res R15-10 2015medicrechassis1.pdf This Resolution was approved E. R15-11 A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH BURGESS HEARSE & AMBULANCE FOR THE COMPLETE REFURBISHING AND UPGRADING OF AN EXISTING MEDIC MODULE AFTER ITS PLACEMENT UPON A NEW CHASSIS BY UTILIZING CAPITAL IMPROVEMENT FUNDS IN THE APPROXIMATE AMOUNT OF $24,000. Attachments: Res R15-11 2015medicrechassis1.pdf This Resolution was approved City of Trotwood Page 3 City Council Meeting Minutes March 2, 2015 F. R15-12 A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH BURGESS HEARSE & AMBULANCE FOR THE COMPLETE REFURBISHING AND UPGRADING OF AN EXISTING MEDIC MODULE AFTER ITS PLACEMENT UPON A NEW CHASSIS BY UTILIZING CAPITAL IMPROVEMENT FUNDS IN THE APPROXIMATE AMOUNT OF $24,000. Attachments: Res R15-12 2015medicrechassis1.pdf This Resolution was approved G. 15-28 A MOTION TO SCHEDULE A PUBLIC HEARING AND FOR THE LAW DIRECTOR TO DRAFT LEGISLATION FOR AN ORDINANCE FOR THE ANNUAL RE-APPROPRIATION FOR THE CITY OF TROTWOOD, STATE OF OHIO AND AUTHORIZING THE ADJUSTMENT OF VARIOUS EXPENDITURES FO THE CITY OF TROTWOOD, STATE OF OHIO FOR THE FISCAL YEAR BEGINNING JANUARY 1, 2015 THROUGH DECEMBER 31, 2015. This Staff Report was read and filed VIII. Ordinances - Motion to Open the Public Portion of this meeting. Mayor Cameron requested a motion to open the Public Hearing portion of this meeting. A motion was made by Mrs. McDonald 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 H. OR2-15 An Ordinance amending chapter 505.08 of the Trotwood, Ohio, Code of Ordinances. Attachments: OR2-15 PER SOLID WASTE DISPOSAL SETION 505.08.pdf Notice of Public Hearing March 2, 2015 pet OR2-15.pdf The Clerk read the caption. The city Law Director said this requirement is for the proper disposal of pet solid waste in the city to include penalties for compliance. This ordinance was brought before city council at a workshop meeting. New language was added stating; "No person shall keep or harbor any animal or fowl in the municipality so as to create odors and unsanitary conditions which are a menace to the health, comforts or safety of the public". Mayor Cameron requested a motion for the approval of OR2-15. A motion was made by Mr. Hankins 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 4 City Council Meeting Minutes March 2, 2015 I. OR5-15 AN ORDINANCE AUTHORIZING THE CITY MANAGER TO TRANSFER 0.392 ACRES OF RIGHT-OF-WAY TO THE MONTGOMERY COUNTY BOARD OF COMMISSIONERS FOR THE SUM OF ONE DOLLAR ($1.00) AND GRANTING A TEMPORARY EASEMENT OF 0.002 ACRES TO THE MONTGOMERY COUNTY BOARD OF COMMISSIONERS TO ALLOW FOR THE COMPLETION OF THE BROADWAY STREET BRIDGE REPLACEMENT PROJECT MOT-CR125-3.47, PID #93378, PARCEL ID NOS. 2-WD, 2-T AND 3-WD IN TROTWOOD, OHIO AND DECLARING AN EMERGENCY. Attachments: Ord OR5-15 Donation Letter from Montgomery County Notice of Public Hearing Mtg. MARCH 2, 2015 TRANSFER OF LAND RIGHT OF WAY EASEMENT BROADWAY BRIDGE PROJECT.pdf The Clerk read the caption. City Manager Lucking explained this project is for the Broadway Street Bridge project slated to begin this year and end in 2016. The sale of a piece of land is needed to move forward to be used for permanent and temporary easements associated with the project. No discussion by council. Mayor Cameron requested a motion to approve OR5-15. A motion was made by Mrs. Gales and seconded by Mr. Vaughn 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 IX. Motion to Close the Public Hearing. Mayor Cameron requested a motion to close the public hearing. A motion was made by Mr. Hankins 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 X. Resolutions City of Trotwood Page 5 City Council Meeting Minutes March 2, 2015 J. R15-16 A RESOLUTION BY TROTWOOD CITY COUNCIL AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT MODIFICATION WITH LOCKWOOD, JONES & BEALS (“LJB”) FOR ADDITIONAL ENGINEERING SERVICES NEEDED FOR THE WOLF CREEK PIKE PROJECT MOT-CR230-9.06 PID #88223 PHASE I UNDER CERTAIN TERMS AND CONDITIONS. Attachments: Res R15-16 Memorandum, Contract Modification, LJB The Clerk read the caption. City Manager said the Ohio of Department of Transportation ODOT is requiring the city to do a historical architecture survey with additional title work for the Wolf Creek Pike Project. This request is for a modification to the contract with LJB Engineering Company in the amount of $20,000.00 from the permissive use tax fund budget center. Councilman Kettelle wanted to know if this is a new requirement. Yes, it's possible because it's close the the creek bed. A public hearing will be held regarding this project on April 9th. Mayor Cameron requested a motion to approve Resolution R15-16. A motion was made by Mr. Kettelle 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 K. R15-13 A RESOLUTION BY TROTWOOD CITY COUNCIL AUTHORIZING THE CITY MANAGER TO ENTER INTO AN ECONOMIC DEVELOPMENT/GOVERNMENT EQUITY (ED/GE) PROGRAM PROJECT AGREEMENT WITH MONTGOMERY COUNTY TO RECEIVE $225,000.00 IN GRANT FUNDING AWARDED TO THE CITY OF TROTWOOD FROM MONTGOMERY COUNTY’S PRIMARY ECONOMIC DEVELOPMENT FUND TO PROVIDE FUNDING SUPPORT FOR THE PHOENIX TUBE EXPANSION IN THE CITY OF TROTWOOD. Attachments: Res R15-13 Trot Res EDGE PTC PTC MC transmittal to MJL The Clerk read the caption. City Manager said this resolution is for an ED/GE Economic Development /Goverment Equity Grant for the Phoenix Tube Expansion Project to rehabilitate the former K-mart facility located at 5300 Salem Avenue to a light manufacturing facility. This was the largest dollar amount of the fall funding awarded to the our city from the Montgomery County Board of Commissioners for this 2015 project. Mayor Cameron requested a motion to approve Resolution R15-13. A motion was made by Vice-Mayor Staggs and seconded by Mr. Kettelle 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 6 City Council Meeting Minutes March 2, 2015 L. R15-14 A RESOLUTION BY TROTWOOD CITY COUNCIL AUTHORIZING THE CITY MANAGER TO ENTER INTO A DEVELOPMENT AGREEMENT WITH PHOENIX TUBE TO ACQUIRE, RENOVATE AND OCCUPY THE FORMER K-MART BUILDING ON SALEM AVENUE AND AUTHORIZING $225,000.00 IN ECONOMIC DEVELOPMENT/GOVERNMENT EQUITY (ED/GE) PROGRAM FUNDS TO BE PROVIDED TO PHOENIX TUBE. Attachments: Res R15-14 PTC Dev Agree transmittal to MJL REV DEVMT AGREMT PHOENIX TUBE 3-2-15.pdf The Clerk read the caption. City Manager is requesting authorization to enter into a development agreement with Phoenix Tube company for the redevelopment at the former K-Mart facility located at 5300 Salem Avenue for the purchase of the project investment for this ED/GE grant project. They will purchase the facility and a line of equipment. They are committed to a 1.9 million dollar investment creating 25 new jobs in the next two years with an annual payroll over 5 years of $900,000.00. In order to receive the ED/GE funding the citys contribution will be 50% of the employee payroll tax over 2 years or $38,000.00. Mayor Cameron requested a motion to approve Resolution R15-14. A motion was made by Mr. Kettelle 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 M. R15-17 CITY OF TROTWOOD TO SUPPORT THE BIG HOOPLA & THE NCAA FIRST FOUR SCHEDULE FOR MARCH 17-18, 2015. Attachments: REOLUTION R15-17 NCAA EVENT MARCH 17&18, 2015.pdf The Clerk read the caption. City Manager said March Madness month for college NCAA basketball is here in Dayton, Ohio. Numerous events will be taking place and Trotwood would like to support the NCAA First Four events to acknowledge the regional cooperation and economic impact it will provide. Mayor Cameron requested a motion to approve Resolution R15-17. A motion was made by Mr. Kettelle 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 XI. Old & New Business City of Trotwood Page 7 City Council Meeting Minutes March 2, 2015 XII. Mayor's Announcements: A) To schedule an appointment with the Mayor, contact Sandy Riege, Clerk of Council at 937/854-7212. B) Workshop meeting: Monday, March 16, 2015 at 6:30 pm. / Regular Council meeting, Monday, April 20, 2015 at 6:30 pm Citizens can set up an appointment to meet with Mayor Joyce Sutton Cameron by calling Clerk of Council Sandy Riege at 937/854-7212. City Council Workshop Meeting is scheduled for Monday, March 16 at 6:30 p.m. The Regular Meeting will be held on Monday, April 20, 2015 at 6:30 p.m. XIII. City Council Members Mr. Hankins - Spoke about the Montgomery County Community Block Grant Funding Program allocation our city has earned about 10% of these funds throughout the years. There's an attempt with the State of Ohio Senate & House legislators wanting to make significant financial cuts to this program. This topic will also be brought to the the attention at the National League of Cities Conference in Washington D.C. as it effects all cities throughout the nation. Citizens are encouraged to write to the state legislators expressing your concerns about these proposed cuts in this program. First Tier Suburbs groups throughout the State of Ohio will also be meeting to deliver their message to the state legislators opposing the cuts. They would like to see the tax dollars returned back to the cities to use towards our aging infrastructure. Mrs. McDonald said the everyone is invited to attend a Community Forum panel discussion on Civil Service employment for Police, Fire & EMS Medical service personnel on Saturday, March 14, 2015, at St. Margaret's Episcopal Church located at 5301 Free Pike, Trotwood, from 2:00 - 4 pm. for those are interested in a career as civil service employees. Mr. Kettelle - Announced on Friday, April 9th, the city will hold a "Art Show Open House" at the 3035 Olive Road Government Center featuring art work from Ms. Rusty Harden of Trotwood. This will be the first art show event and for those interested, any local artist in Trotwood can display your talent for future events by calling the city main office number at 937-837-7771 to schedule. XIV. City Manager's Report A. 15-22 City Manager’s Report Public Works Department has done an excellent job on the snow & ice removal throughout the city. Clerk Riege asked for clarification on the city travel policy for the non-profit agency invitations asking for donations. How should they be handled? Law Director said travel is for public purpose only, donations do not apply especially to non-profit organizations. City council would like to discuss this further at a workshop meeting. City of Trotwood Page 8 City Council Meeting Minutes March 2, 2015 XV. Staff Reports Shawn Tucker from the Parks and Recreation Department announced the city Easter Egg Hunt will take place on Saturday, April 4 at 10 am at Madison Park. On the same day also at Madison Park, 301 S. Broadway, the annual Pitch Hit & Run for students to compete between the ages of 4 and 14. Check-in 11:00 am, competition starts at 12:00 pm. Any citizen who wants to volunteer their time with the Parks & Recreation Department may utilize the city web site to do so. Students from Trotwood are participating the basketball tournaments in the Dayton league in 3, 4 & 5 grades are in tournaments and will participate in the city of Dayton HOOPLA events. On February 13th we had our Father Daughter Dance Event with 60 or more in attendance. Congratulations from City Manager on a great event. Shawn reported the 8th grade running rams in basketball finish the season with a records of 20-0 and won the championship. B. 15-26 Parks & Recreation Update Attachments: Candy Donation flyer Shawn Tucker from the Parks and Recreation Department announced: City Easter Egg Hunt, on Saturday, April 4 at 10 am at Madison Park. Candy donations are being accepted at the government center. Also, on April 4th at Madison Park, 301 S. Broadway, the annual baseball "Pitch Hit & Run" event for students to compete between the ages of 4 and 14 will take place. Check-in 11:00 am, competition starts at 12:00 pm. Students from Trotwood schools are participating in basketball tournaments in the Dayton league from grades 3, 4 & 5 and will participate in the city of Dayton HOOPLA events. The 8th grade running rams in basketball finished the season with a record of 20-0 and won the championship. On February 13th the city had their first "Father Daughter Dance" event with 60 or more in attendance. The department is seeking volunteers for all park and recreation programming, please go to the www.trotwood.org web site to sign up. XVI. Motion to Adjourn into a Executive Session. A. 15-25 A motion to Adjourn into an Executive Session in accordance with the Trotwood City Charter, O.R.C. Section § 121.022, Meeting Exceptions, to discuss a litigation mater and personnel items. Attachments: News Release Regular_Special Executive Mtg. 3-2-15.pdf Mayor Cameron requested a motion to adjourn into an Executive Session at 8:00 pm in accordance with Trotwood City Charter, O.R.C. Section121.022, meeting exceptions, to discuss a litigation matter and personnel item. A motion was made by Mrs. Gales and it was 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 City of Trotwood Page 9 City Council Meeting Minutes March 2, 2015 XVII. Motion to Adjourn the Regular and Special Meeting. Mayor Cameron requested a motion to adjourn the regular & special meeting at 9:40 p.m. A motion was made by Vice-Mayor Staggs and seconded by Mr. Hankins. The motion passes unanimously. Aye: 7- Mayor Cameron, Vice Mayor Staggs, Councilmember Gales, Councilmember Hankins, Councilmember Kettelle, Councilmember Vaughn and Councilmember McDonald City of Trotwood Page 10