City Council

City of Trotwood 3035 Olive Road Trotwood, Ohio 45426 937-837-7771 www.trotwood.org Meeting Minutes Monday, March 21, 2016 5:45 PM 5:45 PM-Special Meeting - Regular Meeting will follow T-M Schools Board of Education Meeting Chambers 3594 N. Snyder Road, Trotwood, Ohio City Council Mayor Mary A. McDonald Vice Mayor Bettye L. Gales Councilmember Rap Hankins Councilmember Charles Ron Vaughn Councilmember Rhonda C. Finley Councilmember Robert L. Kelley, Jr. Councilmember Scotty A. Sly, Sr. Sandra L. Riege Fuller CMC, Clerk of Council City Council Meeting Minutes March 21, 2016 I. Call to Order - Mayor Mary A. McDonald Mayor McDonald called the meeting to order at 5:45 p.m. II. Pledge of Allegiance III. Roll Call: Clerk of Council Present: 7 - Mayor Mary A. McDonald, Vice Mayor Bettye L. Gales, Councilmember Rap Hankins, Councilmember Charles Ron Vaughn, Councilmember Rhonda C. Finley, Councilmember Robert L. Kelley Jr. and Councilmember Scotty A. Sly Sr. Staff members present: Interim City Manager Quincy E. Pope, Sr., Law Director Stephen M. McHugh and Kofi A. Semenya, Attorney from Coolidge Wall Co.,L.P. A firm, Police Captain John Porter, Police Captain of Operations Eric Wilson, Assistant to the Interim City Manager/Public Safety Director Brenda Blauser, Human Resource Manager Stephanie Kellum, Fire Chief Steve Milliken, Income Tax Administrator Donna Sue Bowman, Planning and Zoning Administrator Jeannie Peyton, Public Works Operations Manager Eric Baxter and Clerk of Council Sandra Riege Fuller. Visitors present: Angela Freeman, Alicia Day, Pamela Maddox, Dawn Wojcik, George Tyler, Janet Foote, Boyd & Jeri Hastings, David Young, Tamika Troutman, Ellsworth Szkledlarek, Steven Champion, Brent Ball, Duane Plessinger, Dave Norvell, James Williams, Barbara Higgins, Mattie Clay, and Jay Young. IV. Motion to Approve Special Meeting Agenda Mayor McDonald requested a motion to approve the special meeting. A motion was made by Mr. Hankins and seconded by Vice Mayor Gales. Roll call resulted in the following vote: Aye: 7- Mayor McDonald, Vice Mayor Gales, Councilmember Hankins, Councilmember Vaughn, Councilmember Finley, Councilmember Kelley Jr. and Councilmember Sly Sr. V. 16-30 Motion to Adjourn into an Executive Session in accordance with City Charter §121.22 meeting exceptions to discuss pending negotiations with the bargaining unit and pre-audit meeting with Auditor of State of Ohio. Attachments: NEWS RELEASE SPECIAL EXECUTIVE & REGULAR MTG MAR 21, 2016_2_doc.pdf Mayor McDonald requested a motion to adjourn into an Executive Session in acccordance with the City Charter Section 121.22 meeting exceptions to discuss pending negotiations with a bargaining unit. A motion was made by Mr. Vaughn and seconded by Vice Mayor. Roll call resulted in the following vote: City of Trotwood Page 1 City Council Meeting Minutes March 21, 2016 Aye: 7- Mayor McDonald, Vice Mayor Gales, Councilmember Hankins, Councilmember Vaughn, Councilmember Finley, Councilmember Kelley Jr. and Councilmember Sly Sr. VI. Motion to Adjourn the Executive Session Mayor McDonald requested a motion to adjourn the Executive session at 6:30 p.m. A motion was made by Vice Mayor Gales and seconded by Mr. Hankins. Roll call resulted in the following vote: Aye: 7- Mayor McDonald, Vice Mayor Gales, Councilmember Hankins, Councilmember Vaughn, Councilmember Finley, Councilmember Kelley Jr. and Councilmember Sly Sr. VII. Motion to Open the Regular Meeting Agenda Mayor McDonald requested a motion to open the regular meeting agenda. A motion was made by Mr. Vaughn and seconded by Mrs. Finley. Roll call resulted in the following vote: VIII. VISITORS AND COMMUNICATIONS: To comment on any topic on the agenda, please fill out a Speaker Form and return it to the Clerk of Council before the start of the meeting. Proceed to the microphone, state your name and address, proceed with your comments. You will have three (3) minutes to speak. Citizen comments on the 'Public Hearing' portion of the meeting will be accepted at the appropriate time during the meeting. Ms. Alicia Day - 5370 Bessmer Drive, Trotwood - Spoke to introduce the Diamonds Girls Enrichment Program founded in 2003. Ten or more ladies from Trotwood have participated in the program, from ages 10 to 18, to teach them life skills and leadership. Everyone is welcomed to attend a gala at Sinclair Community College to give out schlorships and honor each lady on Sat. April 9, 2016. XI. Motion to approve the Consent Agenda Mayor McDonald requested a motion to approve the consent agenda. A motion was made by Vice Mayor Gales and seconded by Mr. Hankins. Roll call resulted in the following vote: Aye: 7- Mayor McDonald, Vice Mayor Gales, Councilmember Hankins, Councilmember Vaughn, Councilmember Finley, Councilmember Kelley Jr. and Councilmember Sly Sr. A. 16-23 Approval of the Tuesday, January 19, 2016 Special & Workshop Meeting Minutes. Attachments: MeetingMinutes Tuesday, January19, 2016 Workshop Meeting.pdf This Staff Report was read and filed City of Trotwood Page 2 City Council Meeting Minutes March 21, 2016 B. 16-24 Approval of the Monday, February 1, 2016 Regular Meeting Minutes Attachments: MeetingMinutesFeb 1, 2016.pdf This Staff Report was read and filed C. 16-25 Approval of the Monday February 15, 2016 Executive Session Attachments: MeetingMinutes Mon. Feb 15, 2016 Executive Session.pdf This Staff Report was read and filed D. 16-26 Approval of the Tuesday, February 16, 2016 Special & Workshop Meeting Minutes Attachments: MeetingMinutes Tuesday, Feb. 16, 2016 City Council Workshop.pdf This Staff Report was read and filed E. R16-22 A RESOLUTION BY THE TROTWOOD CITY COUNCIL AMENDING THE TRAVEL POLICY FOR CITY EMPLOYEES AND ELECTED OFFICIALS Attachments: R16-22 _Travel Policy Revision MARCH 21, 2016 (00792260-2@xA06A8).pdf This Resolution was approved F. 16-29 Motion to have the Law Director draft and Ordinance authorizing the City Manager to enter into an agreement for Electric Generation Supply with a competitive retail electric service provider, and declaring an Emergency. This Staff Report was read and filed X. Special Presentations and Recognitions A. PR012-16 Look Who’s Recycling Program presented by Brent Ball, Municipal Representative from Rumpke. Attachments: RUMPKE RECYCLING 1ST QTR 2016 AWARD.pdf Mr. Brent Ball from Rumpke awarded Trotwood residents Eva and John Winton, 6 Coffman Drive, a $100.00 gift certificate for their continued participation in the 'Look Who's Recycling Program launched in May 2015. XI. Ordinances/PublicHearing: Citizens wanting to speak on the Ordinances, please stand and be sworn in by the Clerk of Council. There were none. City of Trotwood Page 3 City Council Meeting Minutes March 21, 2016 B. OR8-16 AN ORDINANCE AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT FOR ELECTRIC GENERATION SUPPLY WITH A COMPETITIVE RETAIL ELECTRIC SERVICE PROVIDER AND DECLARING AN EMERGENCY. Attachments: OR8-16 _ Emergency Ordinance re. Electric Supply (00807120@xA06A8) MAR. 21, 2016.pdf The Clerk read the caption. Interim City Manager Quincy E. Pope explained, this ordiance will allow the city to maximum our bond authority by participating with other municipalities in the Miami Valley Communication Supply Agreement as a group with DPL Energy Resources, Inc. This will save the city roughly $184,000 in 2015 by participating in the group to maximum the saving on the generation and transmission portion of electric service costs. Mayor McDonald requested a motion for OR8-16. A motion was made to approve OR8-16 and declare an emergency by Mr. Vaughn and seconded by Vice Mayor Gales. Roll call resulted in the following vote: Aye: 7- Mayor McDonald, Vice Mayor Gales, Councilmember Hankins, Councilmember Vaughn, Councilmember Finley, Councilmember Kelley Jr. and Councilmember Sly Sr. XII. Resolutions A. R16-21 A RESOLUTION FOR THE PURCHASE OF AN ALL-WHEEL DRIVE 2016 FORD INTERCEPTOR SUV AT THE STATE OF OHIO CONTRACT PRICING WHICH SHALL NOT EXCEED $40,100.00 Attachments: R16-21 Resolution for purchase of SUV for Fire Rescue (00805521@xA06A8).pdf 2016staffcarreplacement.pdf The Clerk read the caption. Interim City Manager Pope said this resolution is part of a state bid process. Fire Cheif Milliken said this purchase is a 2016 budgeted item and part of their overall vehicle replacement program. Mayor McDonald requested a motion for R16-21. A motion was made by Mr. Hankins and seconded by Mr. Sly for approval. Roll Call resulted in the following vote: Aye: 7- Mayor McDonald, Vice Mayor Gales, Councilmember Hankins, Councilmember Vaughn, Councilmember Finley, Councilmember Kelley Jr. and Councilmember Sly Sr. City of Trotwood Page 4 City Council Meeting Minutes March 21, 2016 B. R16-19 A RESOLUTION BY TROTWOOD CITY COUNCIL TO DECLARE THE NECESSITY THAT CERTAIN PROPERTY OWNERS’ SIDEWALKS, CURBS, GUTTERS AND DRIVEWAY APPROACHES SHALL BE CONSTRUCTED, REPAIRED OR REPLACED ON NORTH BROADWAY FROM MAIN STREET TO THE BRIDGE, NORTHBOUND ON NORTH BROADWAY AVENUE. Attachments: R16-19 Res re sidewalk assessments (00759665@xA06A8).pdf Copy of CDBG FY2016_N. Broadway Curb Gutter.pdf Curb Gutter - Letter to Residents 3.17.16.pdf Concrete Asphalt Contractors 2.25.pdf The Clerk read the caption. Interim City Manager Quincy E. Pope said this CDGB block grant is as necessity for certain sidewalks, curbs, gutters and driveway approaches be repaired on N. Broadway from Main Street to the bridge. Public Works Operations Manager Eric Baxter mailed a letter to those citizens whose property are in need of repair. They will have 30 days to make the repairs themselves or have the city subcontractor do the work. The city has awarded a bid to a local subcontractor. Citizens may contact the Public Works Department if they have questions. Citizens will also have a choice, either to use the city hired subcontractor or choose their own from a list of private contractors on file at the Public Works Department. Target date of completion is mid July 2016. The mill and fill portion of this project will be follow. Total project will be completed by August 2016. Mrs. Finley wanted to know if the city could provide a list of financial resources for the citizens to assist with the costs of these repairs. Mr. Pope will make it available. Mayor McDonald requested a motion for R16-07. A motion to approve R16-07 was made by Mrs. Finley and seconded by Vice Mayor Gales. Roll call resulted in the following vote: Aye: 7- Mayor McDonald, Vice Mayor Gales, Councilmember Hankins, Councilmember Vaughn, Councilmember Finley, Councilmember Kelley Jr. and Councilmember Sly Sr. City of Trotwood Page 5 City Council Meeting Minutes March 21, 2016 C. R16-07 A RESOLUTION BY THE TROTWOOD CITY COUNCIL AUTHORIZING THE INTERIM CITY MANAGER TO ENTER INTO AN AGREEMENT WITH THE OHIO PATROLMEN’S BENEVOLENT ASSOCIATION COLLECTIVE BARGAINING AGREEMENT FOR TROTWOOD POLICE OFFICERS FOR A PERIOD EFFECTIVE JANAURY 1, 2016 - DECEMBER 31, 2018 FOR THE CITY OF TROTWOOD, OHIO Attachments: R16-07 - Resolution re CBA with Police Union (00807219@xA06A8).pdf POLICE UNION CONTRACT 2016.pdf The Clerk read the caption. Stephanie Kellum, Human Resource Manager said the city has reached an agreement with the Police Patrolmen's Benevolent Association for a the (3) year collective Bargaining Agreement for a period effective as of January 1, 2016 through December 31, 2018. Benefits will remain the same with no changes in wages. Mr. Vaughn expressed his appreciation the effort and understanding for making this happen. Mr. Pope thanked his command staff, patrolmen and city administration to make this happen. Mayor McDonald requested a motion for R16-07. A motion to approve was made by Mr. Hankins and seconded by Mr. Vaughn. Roll call resulted in the following vote: Aye: 7- Mayor McDonald, Vice Mayor Gales, Councilmember Hankins, Councilmember Vaughn, Councilmember Finley, Councilmember Kelley Jr. and Councilmember Sly Sr. D. R16-24 A RESOLUTION BY THE TROTWOOD CITY COUNCIL AUTHORIZING THE CITY MANAGER TO ENTER INTO A DEVELOPMENT AGREEMENT WITH SPECIALTY MANUFACTURING SOLUTIONS AND SPECIALTY MACHINES INC. TO ACQUIRE, RENOVATE AND OCCUPY THE FORMER ELDER BEERMAN BUILDING ON SALEM AVENUE AND AUTHORIZING $100,000 IN ECONOMIC DEVELOPMENT/GOVERNMENT EQUITY (ED/GE) PROGRAM FUNDS TO BE PROVIDED TO SPECIALTY MANUFACTURING SOLUTIONS Attachments: R16-24_ RES. Amended Res re Specialty Manufacturing Solutions (00789463-2@xA06A8).pdf The Clerk read the caption. Interim City Manager Quincy E. Pope, Sr. explained this agreement is with Specialty Machines, Inc. to expand the former Elder Beerman buidling located at 5370 Salem Avenue to acquire, renovate and occupy this building. This agreement will authorize $100,000 in Economic Development/Government Equity ED/GE program fund to provide funding support for the Specialty Manufacturing Solutions and Specialty Machine, Inc. The original resolution needed changed as there are actually two businesses operating under one roof. Therefore, the percentage of withholding on the ED/GE grant needed to be reconciled to 50% per the grant application. This resolution reflects the corrections. Mayor McDonald requested a motion for R16-24. A motion was made by Vice Mayor Gales to approve and seconded by Mr. Hankins. Roll call resulted in the following vote: City of Trotwood Page 6 City Council Meeting Minutes March 21, 2016 Aye: 7- Mayor McDonald, Vice Mayor Gales, Councilmember Hankins, Councilmember Vaughn, Councilmember Finley, Councilmember Kelley Jr. and Councilmember Sly Sr. R16-23 A RESOLUTION BY THE TROTWOOD CITY COUNCIL APPROVING A FIVE YEAR EMPLOYMENT AGREEMENT APPOINTING QUINCY E. POPE, SR. TO THE OFFICE OF CITY MANAGER. Attachments: R16-23 Resolution Appointing Quincy Pope as City Manager (00807213@xA06A8).pdf R16-23 RES. EMPLOYMENT AGRMT QUINCY POPE CITY MGR 3-21-16.pdf The Clerk read the caption. Law Director Stephen McHugh said this is a five year contract effective on May 2, 2016 for the appointment of a new City Manager. Mayor McDonald requested a motion for R16-23. A motion was made to approve R16-23 by Mr. Hankins and seconded by Vice Mayor Gales. Roll call resulted in the following vote: All of Trotwood City Council expressed how proud they are for his leadership throughout the interim period. Citizen Steve Champion 11 Hillgard Street thanked Mr. Pope for your leadership. Law Director McHugh said Mr. Pope is an excellent choice for the city to move us in the right direction. Mrs. Troutman, 7378 Watertown Court thanked him for his concern for the children of our community said looks forward to working with him in the future. Brenda Blauser his assistant has worked with Quincy for six years as outstanding leader for our city. Police Captain Wilson and Fire Chief Steve Milliken said with his appointment it will bring stability,vision and a constance. Mayor McDonald expressed her congratulations on his appointment to move the city forward. Mr. Pope thanked the Trotwood City Council for their confidence in him to lead our city. He's prepared to focus on community strategies, economic development, attract retail, housing stock to improve the conditions of this community, build partnerships, work with our schools and regional partners. We have a lot of work to do and he's up for the challenge along with the help of our community and staff. His door is always open to anyone. He will do his very best to serve the people of Trotwood as our manager and remember - 'We Are One community'. Aye: 7- Mayor McDonald, Vice Mayor Gales, Councilmember Hankins, Councilmember Vaughn, Councilmember Finley, Councilmember Kelley Jr. and Councilmember Sly Sr. XIII. Old & New Business a. Mayor: 1) To schedule an appointment with the Mayor, contact Sandy Riege Fuller, Clerk of Council at 937/854-7212 between the hours of 8 am - 5 p.m. 2) Trotwood Madison City School Board of Education Regular Meeting on Thursday, April 7, 2016 at 6: 30 p.m. 3) City of Trotwood Charter Review Committee discussion - Councilmember Rap Hankins City of Trotwood Page 7 City Council Meeting Minutes March 21, 2016 b. City Manager: Reminder to visit the City of Trotwood web site at www.trotwood.org for updated information and events in our city. Go to "Notify Me" icon to sign up to receive information by utilitizing your email address or mobile phone. c. Council Members Councilman Rap Hankins reported this year we have to make adjustment's to the Trotwood City Charter. Trotwood is a home rule city explains how our city operates with this living document established when the city as first adopted. He found eight (8) citizens who have volunteered to join the committee. The committee will meet as soon as possible to schedule their meetings to discuss and submit changes. All changes must be certified by the Montgomery County Board of Elections to be placed on the November 2016 election ballot for a public vote. The deadline for city council to approve the changes will be at their July 2016 regular council meeting. Mayor McDonald, Councilmen Hankins and Sly, and Quincy E.Pope all attended the National League of Cities convention in March in Washington, D.C. to talk to our federal elected officials about the City of Trotwood. Newly elected Councilman Sly - it was very informative conference and thanked council for this learning experience. City Manager Pope - the Trotwood officials met with our state representatives to articulate the need to drive the federal dollars towards to our community. Mayor McDonald - NLC organization as a whole, took a stance on the water problem in Flint, Michigan that is happening not only in Michigan, but all over the country. NLC also has a prescription program for citizens to utilize. It was reported the Trotwood community has a savings of $10,000.00 to date utilizing this program. The public can pick up ISave cards anytime at the Trotwood Government or CVS to join - free of charge. Mayor McDonald thanked the citizens for the support of the passage of our Levy 2. Everyone is invited to attend on March 29, at Friendship Village from 3-5 p.m., to meet with State Representative Rezabeck to announce a special statewide 'Healthy Food for Ohio Program'. The program is a public-private initiative to provide loans and grants to food retailers developing new or renovating existing fresh food retail markets in underserved communities throughout Ohio. Mrs. Finley - have we made changes to our disaster plan as yet. Fire Cheif Milliken said we are working on still working on the document. Mayor McDonald - asked if city council and staff to support her request to refrain attending the the Broadmoor I Neighborhood Meetings until further notice. d. Staff Reports A. 16-28 UPDATE ON CURRENT SALT SUPPLY Mr. Eric Baxter, Public Works Operations Manager is working in partnership with Montgomery County and City of Clayton to utilize their faciilties to store some of our salt supply since we have run out of room. We have 1,200 tons of salt more than plenty since we had a mild winter. Over 210 tons is stored at Montgomery County and some in Clayton. Salt prices last year was high - $107.00 to $117.00 per ton. This year our cost was 68.00 per ton. City of Trotwood Page 8 City Council Meeting Minutes March 21, 2016 XIV. Motion to Adjourn Regular Meeting Mayor McDonald requested a motion to adjourn the meeting at 7:36 p.m. A motion was made by Mrs. Finley and seconded by Vice Mayor to adjourn. Roll call resulted in the following vote; Aye: 7- Mayor McDonald, Vice Mayor Gales, Councilmember Hankins, Councilmember Vaughn, Councilmember Finley, Councilmember Kelley Jr. and Councilmember Sly Sr. City of Trotwood Page 9