City Council

City of Trotwood 3035 Olive Road Trotwood, Ohio 45426 937.837.7771 www.trotwood.org Meeting Minutes - Final Monday, February 20, 2023 6:00 PM Special Meeting - Workshop Trotwood Community and Cultural Arts Center 4000 Lake Center Drive, Trotwood, Ohio 45426 City Council Mayor Mary A. McDonald Vice Mayor Yvette F. Page Council Member Bettye L. Gales Council Member Charles Ron Vaughn Council Member Tyna R. Brown Council Member Rhonda C. Finley Council Member Robert L. Kelley, Jr. Clerk of Council Kara B. Landis City Council Meeting Minutes - Final February 20, 2023 I. Call to Order Mayor McDonald called the meeting to order at 6:00 p.m. II. Pledge of Allegiance Mayor McDonald led the Pledge of Allegiance. III. Roll Call Clerk Landis took Roll Call. Present: 7 - Mayor Mary A. McDonald, Councilmember Rhonda C. Finley, Councilmember Robert L. Kelley Jr., Councilmember Bettye L. Gales, Councilmember Tyna R. Brown, Councilmember Charles Ron Vaughn and Vice Mayor Yvette Page Staff Members Present: City Manager Quincy Pope, Clerk of Council Kara Landis, Law Director Chris Conard, Deputy City Manager Stephanie Kellum, Police Chief Erik Wilson, Accreditation Manager Kelly Adams, Fire Chief Richard Haacke, Deputy Fire Chief Chad McInturff, Finance Director Chris Peeples, Accreditation Manager Jessica Raterman, Assistant Finance Director Julie Kilbarger, Planning and Development Director Debbie McDonnell, Marketing Coordinator Charles Wheeler, Operations Supervisor Johnny McCluskey, TCIC Executive Director Chad Downing, Tax Department Supervisor Sue Bowman, and Generalist Portia Hill. IV. Approve the Agenda Mayor McDonald requested a Motion to approve the Agenda. A Motion was made by Councilmember Brown, seconded by Vice Mayor Page, and the Motion CARRIED by the following vote: Aye: 7- Mayor McDonald, Councilmember Finley, Councilmember Kelley Jr., Councilmember Gales, Councilmember Brown, Councilmember Vaughn and Vice Mayor Page V. Presentation PR07-23 This presentation will provide an overview of certain Boards and Commissions as established by City Charter or by Ordinance for the efficient operation of the City, as well as certain external memberships that benefit the community. Firefighters Volunteer Dependent Fund Richard Haacke, Chief Fire and Rescue Department City of Trotwood Page 1 City Council Meeting Minutes - Final February 20, 2023 Public Safety Committee Richard Haacke, Chief Fire and Rescue Department Erik Wilson, Chief Police Department Board of Zoning Appeals Planning Commission Property Maintenance Appeals Board Debbie McDonnell, Director Planning and Development Department TCIC Board of Directors Chad Downing, Executive Director Trotwood Community Improvement Corporation Civil Service Commission Tree Preservation Board Stephanie Kellum Human Resources Manager/Deputy City Manager Parks and Recreation Board Charles Wheeler III, Marketing Coordinator Recreation Department First Suburbs Consortium Miami Valley Regional Planning Commission (Board of Directors) (Technical Advisory Committee) Trotwood-Madison City School District Board of Education Charter Review Commission Compensation Board Chris Conard, Law Director Attachments: PR07-23 Presentation Information regarding each board was presented by the staff advisor(s). Comments by Council Members were as follows: BOARD OF ZONING APPEALS (BZA) Director McDonnell expressed her concern regarding a vacancy on the BZA, along with the non-attendance of some current members. Councilmember Finley asked if the person to be appointed to the vacant position would serve a full five-year term. Clerk Landis checked the records and advised that since there is less than two (2) years remaining on the vacated position, the newly appointed member would serve a full five-year term. City of Trotwood Page 2 City Council Meeting Minutes - Final February 20, 2023 Councilmember Gales offered to reach out to members that were not attending. Mayor McDonald shared that letters were mailed to those with attendance issues and suggested if no response has been received, follow-up e-mails should be sent. Mayor McDonald voiced concerns with volunteers becoming disinterested when they serve on a board that does not meet regularly. She suggested creating quarterly educational opportunities. PLANNING COMMISSION (PC) Director McDonnell shared that she experiences challenges similar to the BZA regarding the non-attendance of some current members. Mayor McDonald commented that some volunteers had the understanding that if a quorum was present their attendance was not required. Director McDonnell shared that she dispelled that belief. She added that the previous law director conducted a training session for members of the BZA and PC, which was very helpful. Councilmember Vaughn asked about rules in place to remove a member due to non-attendance because of the harm/difficulty it creates, and further, commented that maybe the City is too accepting of the practice. Director McDonnell stated that both Board's Bylaws explain members "can" be removed by Council, but she is unsure of a process. City Manager Pope clarified that it is Council's job to make decisions based on the information presented. Mayor McDonald asked the Law Director for direction as Council doesn't want to have to ask volunteers to step away. Law Director Conard explained ideally a member would tender their resignation after recognizing that they cannot fulfill their obligation. However, Law Director Conard recommended doing outreach to get answers and having candid conversations to remind members of the need to perform consistently. He explained that removing a member would be done through legislation when appointing their replacement. Councilmember Brown asked for clarification on doing outreach; when there is no response, then what. Director McDonnell agreed to e-mail the letters that were previously mailed to be sure they were received. Law Director Conard recommended that the City establish a process to include outreach by letter, followed with a phone call and/or e-mail if no response, and if still no response, solicit a replacement and vote on legislation. Councilmember Vaughn commented that we should not act arbitrarily. Mayor McDonald agreed; however reiterated the idea of having a conversation with the Board member. Law Director Conard believes both Board's Bylaws should classify absences as excused or unexcused. Councilmember Finley suggested having each Board serve as alternates to another Board. Law Director Conard said alternates are allowed. PROPERTY MAINTENANCE APPEALS BOARD Director McDonnell explained that this board has only met three times in the last two years and commented that she feels this board will become more active because Code Enforcement is now in-house and working hard to address Code concerns. Currently, the Board is made up of members of the City of Trotwood Page 3 City Council Meeting Minutes - Final February 20, 2023 BZA and PC. Councilmember Vaughn asked about members holding two positions. Director McDonnell made it clear that this board hears appeals regarding Code violations; they do not serve in cross functions. TCIC BOARD OF DIRECTORS Director Downing reminded Council that the TCIC is a 501(c)(3) non-profit organization created by the City for economic development. Councilmember Kelley asked the terms of the members and how often the board meets. Director Downing shared that the Board meets on the fourth Tuesday of every month. He further explained that the positions are appointed, serving at the direction of their appointing Board. Director Downing stated that the appointments of the Mayor, City Manager, Finance Director, and Director of Planning and Development are prescribed positions to be held by the person serving in that capacity. TREE PRESERVATION BOARD Deputy City Manager Kellum stated that this Board is currently inactive. Supervisor McCluskey added that their last meeting was in 2007. Councilmember Finley suggested reaching out to Five Rivers Metro Parks. Mayor McDonald asked what the Charter says about the Board. Clerk Landis referred to City Code and stated that in 2007, five (5) members were appointed. Further, she explained that those members met for about six (6) months. Clerk Landis found a document titled Bylaws; however, she is unable to confirm they were approved by the Board. Law Director Conard believes this Board is more about the value of trees to the community and they should address issues like invasive species and promoting natural growth, as well as new developments and addressing issues such as the number of tress to be taken down, to be replanted, types, etc. Mayor McDonald asked Deputy City Manger Kellum and Supervisor McCluskey to bring to Council some recommendations for this Board that more align with the Law Director's suggestions and the needs of the City. Councilmember Vaughn shared that he believes this has more to do with a process for permission to remove certain trees. Deputy City Manager Kellum explained that the City works with Five Rivers Metro Parks, MVRPC, and ODNR to complete specific studies and other requirements when addressing the removal of trees. City Manager Pope explained that such requirements are contained in the City's Zoning Code. PARKS AND RECREATION BOARD Councilmember Kelley asked if the Parks and Recreation Board holds open meetings. Coordinator Wheeler confirmed that yes, the Board's meetings are open to the public. Mayor McDonald reiterated that any City Board meeting is open to the public. FIRST SUBURBS CONSORTIUM Councilmember Gales asked if the City has always paid dues for this membership. Mayor McDonald confirmed yes, annual dues have always been paid to First Suburbs Consortium. City of Trotwood Page 4 City Council Meeting Minutes - Final February 20, 2023 TROTWOOD-MADISON CITY SCHOOL DISTRICT BOARD OF EDUCATION Mayor McDonald shared that the purpose of these appointments was to have council members attend meetings in order to bring back information to Council. She reiterated the appointments were designed for informational purposes only. Mayor McDonald added that any council member may attend any public meeting so long as there is not a quorum present. Law Director Conard clarified that a quorum can attend; however, council members cannot speak, they can only listen. Mayor McDonald explained that one purpose of this Workshop was to determine if there was a need to continue appointing council members to Boards/Commissions, knowing any council member can attend any public meeting and further, because reports to Council were no longer being done. MIAMI VALLEY REGIONAL PLANNING COMMISSION - TECHNICAL ADVISORY COMMITTEE (TAC) Vice Mayor Page asked about the membership requirements of this committee and what constitutes an official. Law Director Conard confirmed that he believes Mr. Hankins would be considered an official as he serves on the Planning Commission. Councilmember Vaughn asked if a member of the Parks and Recreation Board would be considered an official. Law Director Conard explained that the BZA and the PC are quasi-judicial boards, rather than an advisory board like the Parks and Recreation Board. Further, BZA and PC members are subject to Ohio ethics laws. City Manager Pope explained that the TAC is an advisory board and shared that they need people to serve who have a lot of experience in planning initiatives, such as Mr. Hankins. Mayor McDonald and City Manager Pope added that MVRPC requested Mr. Hankins serve as the City's delegate because he has a lot of knowledge and experience. Councilmember Finley asked about the dues to MVRPC. Law Director Conard confirmed the annual amount paid covers both the Board of Directors and the TAC, and that the expenditure is a legitimate public purpose. VI. Adjourn Mayor McDonald requested a Motion to adjourn the meeting. Vice Mayor Page made a Motion and the meeting was adjourned at 7:10 p.m. City of Trotwood Page 5