City Council

City of Trotwood 3035 Olive Road Trotwood, Ohio 45426 937.837.7771 www.trotwood.org Meeting Minutes Monday, May 6, 2019 6:30 PM Trotwood Community & Cultural Arts Center 4000 Lake Center Drive, Trotwood, OH 45426 City Council Mayor Mary A. McDonald Vice Mayor Bettye L. Gales Council Member Charles Ron Vaughn Council Member Rhonda C. Finley Council Member Robert L. Kelley, Jr. Council Member Tyna R. Brown Council Member Yvette Page Sandy Riege Fuller, Deputy Clerk of Council City Council Meeting Minutes May 6, 2019 I. Call to Order: Mayor Mary A. McDonald Mayor McDonald called the meeting to order at 6:30 p.m II. Invocation: Elder Norman Scearce III. Pledge of Allegiance IV. Roll Call: Clerk of Council Present: 7 - Mayor Mary A. McDonald, Vice Mayor Bettye L. Gales, Councilmember Charles Ron Vaughn, Councilmember Rhonda C. Finley, Councilmember Robert L. Kelley Jr., Councilmember Tyna R. Brown and Councilmember Yvette Page Staff Members: City Manager Quincy E. Pope, Sr., Deputy City Manager Stephanie Kellum, Police Chief Erik Wilson, Fire Chief Rick Haacke, Deputy Fire Chief Brandon Barnett, Finance Director Chris Peeples, Public Works Operations Supervisor Johnny McClusky, TCIC Executive Director Fred Burkhardt, Planning & Devm't Director Jung-Han Chen and Sandy Riege Fuller, Deputy Clerk of Council. Visitors: James Williams, Ken Daniels, George Merriman Jr., Bob & Barbara Anders, Crystal, Andrew & Brianna Garman, Martha Erwin, Sister Mary Garke, Duane Plessinger, Delores Pendengrass, Joan Christopher, Janet Foote, Wanda Lander, Shirley Smith, Sharon Thomas, Beverly Williams, Mattie Clay, Deborah Harris, Julia Hampton, Barbara Higgins, Steven Champion, Kathryn Walker, Cheryl Hunter, John Fecke, Tom Grady, and George Tubbs. V. Motion to Approve the Agenda Mayor McDonald asked for a motion and to take the PR25-19 presentation off the agenda due to their absence. A motion was made by Vice Mayor Gales and second by Ms. Brown to approve agenda. Roll Call: Aye: 7- Mayor McDonald, Vice Mayor Gales, Councilmember Vaughn, Councilmember Finley, Councilmember Kelley Jr., Councilmember Brown and Councilmember Page VI. VISITORS AND COMMUNICATIONS: To comment on any topic NOT 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. Mrs. Delores Pendergrass, 2104 Willow, Trotwood thanked the city and all of its staff that assisted in the placement of the traffic turn light at Basore and Shiloh Springs Road. It was truly needed for their residents to turn out of their residential subdivision. Encourages all citizens to get out and vote tomorrow. City of Trotwood Page 1 City Council Meeting Minutes May 6, 2019 VII. Special Presentations and Recognitions A. PR24-19 Honoring Robert ‘Bob’ Anders employee from the Public Works Department on his 2019 Retirement from the City of Trotwood Attachments: Robert Anders Bio Deputy City Manager & Human Resource Manager presented retired Public Works employee Mr. Bob Anders honoring him on his 30th year with the city of Trotwood. Congrautulations! B. PR25-19 Welcome new resident Benjamin Adam Madewelll Attachments: Greeting Resolution Benjamin Madwell Mayor McDonald stated we will mail their greeting VIII. Motion to Approve the Consent Agenda Mayor McDonald requested a motion. A motion was made by Ms. Brown and second by Ms. Finley to approve. Roll Call: Aye: 7- Mayor McDonald, Vice Mayor Gales, Councilmember Vaughn, Councilmember Finley, Councilmember Kelley Jr., Councilmember Brown and Councilmember Page A. SR19-30 Meeting Minutes, Monday, October 18, 2018 Attachments: October 15, 2018 Regular Meeting Minutes B. SR19-31 A Motion for the Law Director to prepare the necessary Ordinance legislation to register for Door-to-Door Solicitation Policy C. R19-61 A Resolution by the Trotwood City Council authorizing the City Manager to have a Father’s Day event to serve the public purpose of community relations for expenditures not to exceed $1,700. Attachments: R19-61__Father'sDay Event IX. Motion to Open the Public Hearing - If you wish to make a comment on the Public Hearing portion of the meeting, please stand and be sworn-in by the Mayor. Proceed to the microphone, state your name and address, proceed with your comments. You will have three (3) minutes to speak. Mayor McDonald reqeusted a motion. A motion was made by Vice Mayor Gales and second by Mr. Vaughn to open the public hearing. Roll Call: Aye: 7- Mayor McDonald, Vice Mayor Gales, Councilmember Vaughn, Councilmember Finley, Councilmember Kelley Jr., Councilmember Brown and Councilmember Page City of Trotwood Page 2 City Council Meeting Minutes May 6, 2019 X. Public Hearings/Ordinances A. OR08-19 An Ordinance for City Council authorizing the transfer of 2.57 acres of city-owned land on Stuckhardt Road to the C.I.C. Corporation Attachments: OR08-19___Transfer land to CIC Ordinance (01017801xA06A8) OR08-19 MAP Notice of Public Hearing Stuckhardt Rd_CIC_Acquisition Mr. Fred Burkhardt stated this land is city owned and the Trotwood CIC will be marketing the land for sale for development, therefore, this legislation is required. No further discussion. Mayor McDonald asked for a motion. A motion was made by Mr. Vaughn and second by Ms. Finley. Roll Call: Aye: 7- Mayor McDonald, Vice Mayor Gales, Councilmember Vaughn, Councilmember Finley, Councilmember Kelley Jr., Councilmember Brown and Councilmember Page XI. Motion to Close the Public Hearing Mayor asked for a motion. A motion was made by Vice Mayor Gales and second by Mr. Kelley to close the public hearing. Roll Call: Aye: 7- Mayor McDonald, Vice Mayor Gales, Councilmember Vaughn, Councilmember Finley, Councilmember Kelley Jr., Councilmember Brown and Councilmember Page XII. Resolutions A. R19-55 A RESOLUTION APPOINTING THREE (3) MEMBERS TO THE PARKS AND RECREATION BOARD FOR THE CITY OF TROTWOOD, OHIO. Attachments: R19-55_Res. Parks Recreation Members Oath of Office_MAYOR_Parks Recreation_Williams Oath of Office_MAYOR_Parks Recreation_Champion Oath of Office_MAYOR_Parks Recreation_Madewell City Manager Pope said notification due to volunteer term vacancies were advertised to serve a three year term on this board. Interviews were held and three were chosen. Mayor McDonald administered the Oath of Office to Sharron Williams and to Steve Champion. Mr. Andrew Madewell's oath will take place in the Mayor office. Congratulations to all. Mayor McDonald requested a motion. A motion was made by Ms. Brown and second by Vice Mayor Gales to approve. Roll Call: Aye: 7- Mayor McDonald, Vice Mayor Gales, Councilmember Vaughn, Councilmember Finley, Councilmember Kelley Jr., Councilmember Brown and Councilmember Page City of Trotwood Page 3 City Council Meeting Minutes May 6, 2019 B. R19-62 A RESOLUTION BY THE TROTWOOD CITY COUNCIL APPOINTING ONE (1) MEMBER TO THE COMPENSATION BOARD OF THE CITY OF TROTWOOD, OHIO Attachments: R19-62_Compensation Board member Jeffries Oath of Office_MAYOR_Compensation Board_Jeffries City Manager Pope explained according to Section 3-5 (B) of the City Charter, the Compensation Board was created shall determine the salaries of the Mayor and City Council members. There was a vacancy due to the death of a member that represented organized labor, therefore, a qualified elector Mark Jefferies of the city was appointed replacing Jamie Fant for a 2 year term limit effective immediately ending on May 6, 2021. Mayor McDonald requested a motion. A motion was made by Ms. Finley and second by Ms. Brown to approve this newest member. Roll Call. Mayor McDonald introducted Mr. Jefferies to administer the official Oath of Office. Aye: 7- Mayor McDonald, Vice Mayor Gales, Councilmember Vaughn, Councilmember Finley, Councilmember Kelley Jr., Councilmember Brown and Councilmember Page C. R19-63 A RESOLUTION BY TROTWOOD CITY COUNCIL ACCEPTING THE BID OF JOHN R. JURGENSEN COMPANY FOR THE RESURFACING WORK TO BE COMPLETED ON SHILOH SPRINGS ROAD (OLIVE ROAD TO OAKS ROAD) AND AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH SAID CONTRACTOR TO COMPLETE THE PROJECT FOR AN AMOUNT NOT TO EXCEED $373,940.66 WHICH IS A CONTRACT PRICE OF ($339,946.00 PLUS A 10% CONTINGENCY AMOUNT OF $33,994.66). Attachments: R19-63___Resolution Jurgensen resurfacing (01017795xA06A8) R19-63 Jurgensen Paving Attachment City Manager Pope confirmed with this legislation for the resufacing of Shiloh Springs Road will take place in the fall 2019. The bid came in at $100,000.00 under the engineer's estimate and awarded to John R. Jurgenson. Funding came from the street maintenance tax dollars. Two miles of paving will start at Shiloh Springs Road to Oaks Road that will include some turn lane adjustments. Council is excited this repaving will be done due to the extreme deterioration of the roadway. Mayor McDonald requested a motion. A motion was made by Ms. Brown and second by Ms. Page to approve. Roll Call: Aye: 7- Mayor McDonald, Vice Mayor Gales, Councilmember Vaughn, Councilmember Finley, Councilmember Kelley Jr., Councilmember Brown and Councilmember Page City of Trotwood Page 4 City Council Meeting Minutes May 6, 2019 D. R19-64 A RESOLUTION BY TROTWOOD CITY COUNCIL ACCEPTING THE AWARD OF THE COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) FOR PHASE ONE OF THE OLIVE ROAD WATER MAIN PROJECT AND AUTHORIZING THE CITY MANAGER TO USE THIS $75,000 AWARD AS A PORTION OF THE LOCAL MATCH TO COMPLETE THIS PROJECT ESTIMATED TO COST $594,448. Attachments: R19-64__Res authorizing CM to Accept Olive Road CDBG Award Olive Road CDBG contract City Manager Pope said the city applied for a CDGB Grant needed to upgrade watermain on Main Street to Bradfield due to the many water main breaks to our citizens in Olde Town. Total cost of project is $439,448.00 (75%) awarded from Ohio Public Works Grant. Community Development Block Grant $75,000.00 (12%) City of Trotwood local match $80,000 (13%) from the water enterprise fund. Our EPA testing results compliance came back good with no warnings and one key component that helped was our Emergency Action Plan already in place. Now we will be testing the water two times a week as part of the our asset management plan. Mayor McDonald said this important that our water is clean coming from Dayton. She now serves on the Water Advisory Board in Dayton and will give us updates periodically. Mr. Vaughn asked how do people test their well water. They would have to contact Montgomery County. Mayor stated, council could add this topic as an agenda workshop item. No further discussion. Mayor McDonald requested a motion. A motion was made by Mr. Kelley and second by Mr. Vaughn to approve. Roll Call: Aye: 7- Mayor McDonald, Vice Mayor Gales, Councilmember Vaughn, Councilmember Finley, Councilmember Kelley Jr., Councilmember Brown and Councilmember Page XIII. Old & New Business a. Mayor: To schedule an appointment with the Mayor, contact Clerk of Council 937.854.7212 between the hours of 8 am - 5 p.m. City of Trotwood Page 5 City Council Meeting Minutes May 6, 2019 b. Council Members Mayor McDonald thanked everyone who helped with the Mother's Day event. Everyone get out to vote in the primary election day tomorrow, the city has two items for consideration. Mr. Kelley attend the Trotwood-Madison Gala where schlorships were awarded to our youth. Ms. Page attended Planning Commission meeting,1st Tier Suburbs meeting, and reported Phillips Temple conference on aging is a free event for the public. Ms. Brown said the Community Market Days will be located at 440 E. Main Street will begin July 7- Sept 26 are looking for vendors, please contact the city government office or online for details. Mr. Vaughn said the National League of Cities in junction with the 1st Tier Suburbs members on July 26th will hold their summer conference here in Trotwood at the TCCAC, everyone is invited. Vice Mayor Gales reported no civil service meeting this month, Trotwood Madison City School Graduation ceremony will be held on May 20, therefore, she'll be absent at the workshop meeting. Ms. Finley said Gateway Church had a 50th anniversary, thank you to all the volunteers tonight as you represented the city boards and commissions. c. 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 utilizing your email address or mobile phone. City Manager Pope said the city is trying to keep up with all the tall grass due to the large amount of rain. Our mowers are aware of us being behind, please be patient as we will get caught up when the weather cooperates. d. Staff Reports No staff reports at this time. XIV. Motion to Adjourn Mayor McDonald requested a motion. A motion was made by Ms. Finley and second by Mr. Kelley at 7:35 p.m. to adjourn. Roll call: Aye: 7- Mayor McDonald, Vice Mayor Gales, Councilmember Vaughn, Councilmember Finley, Councilmember Kelley Jr., Councilmember Brown and Councilmember Page City of Trotwood Page 6