City Council

City of Trotwood 3035 Olive Road Trotwood, Ohio 45426 937.837.7771 www.trotwood.org Meeting Minutes - Final Monday, July 3, 2023 6:30 PM Executive Session at 6:00 PM 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 July 3, 2023 I. Call to Order Mayor McDonald called the meeting to order at 6:00 p.m. II. Invocation Elder Mitchell gave the Invocation. III. Pledge of Allegiance Mayor McDonald led the Pledge of Allegiance. IV. Roll Call Clerk Landis took Roll Call and advised Mayor McDonald that both Councilmember Finley and Councilmember Vaughn were out of town and unable to attend the meeting; both requested an excused absence. STAFF MEMBERS PRESENT: City Manager Quincy Pope, Clerk of Council Kara Landis, Law Director Chris Conard, Deputy City Manager Stephanie Kellum, Finance Director Chris Peeples, Assistant Finance Director Julie Kilbarger, Fire Chief Richard Haacke, Police Chief Erik Wilson, Planning and Development Director Debbie McDonnell, TCIC Executive Director Chad Downing, and Income Tax Supervisor Sue Bowman. VISITORS PRESENT: April Jones, Cheryle Fryman, Paul Fryman, and Karla Merchant-Parrish. V. Approve the Agenda Mayor McDonald requested a Motion to approve the Agenda. A Motion was made by Vice Mayor Page, seconded by Councilmember Brown, and the Motion CARRIED by the following vote: Aye: 5- Mayor McDonald, Councilmember Kelley Jr., Councilmember Gales, Councilmember Brown and Vice Mayor Page Excused: 2- Councilmember Finley and Councilmember Vaughn VI. Enter into Executive Session City of Trotwood Page 1 City Council Meeting Minutes - Final July 3, 2023 SR23-20 The Trotwood City Council will move into Executive Session pursuant to Section 121.22(G)(3) of the Ohio Revised Code, which allows for discussion with an attorney for the public body concerning pending or imminent court action. Mayor McDonald requested a Motion to enter into Executive Session pursuant to 121.22(G)(3) of the Ohio Revised Code, which allows for discussion with an attorney for the public body concerning pending or imminent court action. A Motion was made by Vice Mayor Page, seconded by Councilmember Brown, and the Motion CARRIED by the following vote: Aye: 5- Mayor McDonald, Councilmember Kelley Jr., Councilmember Gales, Councilmember Brown and Vice Mayor Page Excused: 2- Councilmember Finley and Councilmember Vaughn VII. Adjourn Executive Session Mayor McDonald requested a Motion to adjourn the Executive Session. A Motion was made by Vice Mayor Page, seconded by Councilmember Brown, and the Motion CARRIED by the following vote: Aye: 5- Mayor McDonald, Councilmember Kelley Jr., Councilmember Gales, Councilmember Brown and Vice Mayor Page Excused: 2- Councilmember Finley and Councilmember Vaughn VIII. PUBLIC COMMENTS: To comment on a topic not scheduled for a Public Hearing, please fill out a Speaker Form and return it to the Clerk of Council BEFORE the start of the meeting. When called upon, proceed to the microphone, state your name and address, and proceed with your comments. You will have three (3) minutes to speak. Ms. April Jones of 6655 Nathaniel Street, Dayton, OH 45417, shared that she has been the main volunteer at Bear Creek Cemetery. Ms. Jones asked where the City stands in regards to the Cemetery. Mayor McDonald explained that Council does not typically answer questions during Public Comments; however, she advised that the City stands behind its residents and the community. Law Director Conard added that the City is researching the operations of Bear Creek-Hillgrove Cemetery and that he is aware of required paperwork that has not been properly filed with the Ohio Department of Commerce, the agency who oversees cemeteries. Law Director Conard stated that he is in the process of gathering the necessary information in order to take the appropriate legal steps that are in the best interest of the City. Ms. Jones shared that people have a lot of unanswered questions and she is attending this meeting representing them. Mayor McDonald advised that a public statement will be released once the City has more information to share. City of Trotwood Page 2 City Council Meeting Minutes - Final July 3, 2023 IX. Presentations PR16-23 Goodwill Auto Auction Camera in Trotwood Lance Detrick, President and Chief Executive Officer LaVar Glover, Director of West Campus Operations Goodwill Easterseals Miami Valley Attachments: PR16-23 Attachment In Mr. Glover's absence, Mayor McDonald, a member of the Goodwill Easterseals Board, shared that a camera will be installed at the West Campus of Goodwill Easterseals for the purpose of sharing public information. Mr. Glover arrived and provided a statement from Goodwill Easterseals CEO Lance Dietrick, sharing that they have entered into an advertising agreement with WDTN (Channel 2) to have an Auto Auction camera installed on a pole in the front corner of their property to show live images of Trotwood for weather, traffic, and other City-related stories. PR17-23 Dayton Metro Library, Trotwood Branch Update Yoonmee Hampson, Branch Manager Ms. Yoonmee Hampson, Manager of the Dayton Metro Library's Trotwood Branch, shared updates on the library's summer programs. Ms. Hampson announced that the library has partnered with the American Heart Association to offer free blood pressure monitoring. Also, there will soon be lockers available for materials that have been placed on hold. The lockers will be located in the lobby area and can be accessed 24 hours a day. Ms. Hampson shared that the library will be hiring subs and aides during a Job Fair to be held at the West Branch on July 27. PR18-23 The 2022 Annual Report of the Fire and Rescue Department Richard Haacke, Chief Attachments: PR18-23 Presentation Chief Richard Haacke presented the 2022 Annual Report of the Trotwood Fire and Rescue Department. X. Consent Agenda Mayor McDonald requested a Motion to approve the Consent Agenda. A Motion was made by Councilmember Gales, seconded by Councilmember Brown, and the Motion CARRIED by the following vote: Aye: 5- Mayor McDonald, Councilmember Kelley Jr., Councilmember Gales, Councilmember Brown and Vice Mayor Page Excused: 2- Councilmember Finley and Councilmember Vaughn City of Trotwood Page 3 City Council Meeting Minutes - Final July 3, 2023 SR23-19 Minutes from the June 5, 2023 Regular City Council Meeting. Attachments: 2023-06-05 DRAFT Meeting Minutes The meeting minutes were approved and will be filed according to the City's Retention Schedule. R23-33 A RESOLUTION BY THE TROTWOOD CITY COUNCIL AUTHORIZING THE CITY MANAGER TO DECLARE CERTAIN OBSOLETE AND/OR SURPLUS INFORMATION TECHNOLOGY EQUIPMENT AS NO LONGER NEEDED FOR A PUBLIC PURPOSE AND AUTHORIZING SAID EQUIPMENT TO BE DONATED AND/OR OTHERWISE DISPOSED OF. Attachments: R23-33 R23-33 Exhibit A This Resolution was approved. R23-34 A RESOLUTION BY THE TROTWOOD CITY COUNCIL TO CANCEL THE CITY COUNCIL REGULAR MEETING SCHEDULED FOR MONDAY, AUGUST 7, 2023. THE NEXT REGULAR CITY COUNCIL MEETING WILL BE HELD ON TUESDAY, SEPTEMBER 5, 2023. Attachments: R23-34 This Resolution was approved. R23-35 A RESOLUTION BY THE TROTWOOD CITY COUNCIL AUTHORIZING A CITY-SPONSORED COMMUNITY FARMERS MARKET, WHICH SERVES A VALID PUBLIC PURPOSE OF PROMOTING STRONG COMMUNITY RELATIONS, WITH EXPENDITURES NOT TO EXCEED TWO HUNDRED FIFTY DOLLARS ($250.00). Attachments: R23-35 R23-35 Attachment This Resolution was approved. R23-36 A RESOLUTION BY THE TROTWOOD CITY COUNCIL AUTHORIZING THE MONTGOMERY COUNTY AUDITOR TO REMOVE AN ASSESSMENT LEVIED AGAINST A PARCEL OF PROPERTY FOR THE CITY’S CUTTING, REMOVAL OR DESTRUCTION OF NOXIOUS WEEDS, VEGETATION AND/OR GRASS FROM THE TAX DUPLICATE. Attachments: R23-36 R23-36 Exhibit A This Resolution was approved. City of Trotwood Page 4 City Council Meeting Minutes - Final July 3, 2023 R23-37 A RESOLUTION BY THE TROTWOOD CITY COUNCIL AUTHORIZING A CITY-SPONSORED BANQUET TO CELEBRATE THE ONE-YEAR ANNIVERSARY OF THE FIRE AND RESCUE DEPARTMENT’S EXPLORER POST 4024, WHICH SERVES A VALID PUBLIC PURPOSE OF ENHANCING EMPLOYEE RECRUITMENT WHILE PROMOTING STRONG COMMUNITY RELATIONS, WITH EXPENDITURES NOT TO EXCEED TWO THOUSAND FIVE HUNDRED DOLLARS ($2,500.00). Attachments: R23-37 This Resolution was approved. 23-12 A Motion by the Trotwood City Council to schedule a Public Hearing and to authorize the Law Director to draft an Ordinance amending “Part Fifteen - Fire Prevention Code” of the Trotwood Codes of Ordinances by repealing current Section 1501.01 “Adoption” and enacting new Section 1501.01 “Adoption” to remove reference to a specific edition of the Ohio Fire Code as adopted by the Ohio Division of State Fire Marshal, Department of Commerce, and as published in Division 1301:7 of the Ohio Administrative Code. This Motion was approved and a Public Hearing will be scheduled. 23-13 A Motion by the Trotwood City Council to schedule a Public Hearing and to authorize the Law Director to draft an Ordinance amending “Part Three - Traffic Code” of the Trotwood Codes of Ordinances by repealing current Section 351.16 “Fire Lanes” and enacting new Section 351.16 “Fire Lanes” to update designated marked fire lanes on private property devoted to public use in the City. This Motion was approved and a Public Hearing will be scheduled. 23-14 A Motion by the Trotwood City Council to schedule a Public Hearing and to authorize the Law Director to draft an Ordinance amending “Title One - Planning” contained in “Part Eleven - Planning and Zoning Code” of the Trotwood Codes of Ordinances by repealing current Section 1103.01 “Thoroughfare Plan” and enacting new Section 1103.01 “Thoroughfare Plan” to correct the referenced legislation. This Motion was approved and a Public Hearing will be scheduled. 23-15 A Motion by the Trotwood City Council to schedule a Public Hearing and to authorize the Law Director to draft an Ordinance amending “Part Thirteen - Building Code” by repealing Chapter 1353 “Fire Safety” of the Trotwood Codes of Ordinances as it was replaced with “Part Fifteen - Fire Prevention Code” adopted on April 4, 2022, OR17-22. This Motion was approved and a Public Hearing will be scheduled. City of Trotwood Page 5 City Council Meeting Minutes - Final July 3, 2023 XI. Open Public Hearings To comment during a Public Hearing, please fill out a Speaker Form and return it to the Clerk of Council BEFORE the start of the meeting. When instructed, please stand to be sworn in by the Mayor. When the Mayor calls the Ordinance you wish to speak on, you will be asked to step to the microphone, state your name and address, and proceed with your comments. Only comments relating to that specific Ordinance are permissible. You will have three (3) minutes to speak. Mayor McDonald requested a Motion to open the Public Hearings. A Motion was made by Vice Mayor Page, seconded by Councilmember Gales, and the Motion CARRIED by the following vote: Aye: 5- Mayor McDonald, Councilmember Kelley Jr., Councilmember Gales, Councilmember Brown and Vice Mayor Page Excused: 2- Councilmember Finley and Councilmember Vaughn XII. Ordinances OR21-23 AN ORDINANCE BY THE TROTWOOD CITY COUNCIL AMENDING THE 2023 WAGE SCALES ADOPTED BY ORDINANCE NO. OR33-22, AND AS SUBSEQUENTLY AMENDED BY ORDINANCE NO. OR11-23, TO ADD A PART-TIME, NON-UNION POSITION TO SCHEDULE B. Attachments: OR21-23 OR21-23 Exhibit A Deputy City Manager Kellum explained that it has become necessary to increase operational personnel by adding a Deputy Clerk of Council to assist the Clerk of Council with the many responsibilities of the position. Mayor McDonald acknowledged that the work in the Clerk's office has intensified with the many additional responsibilities while continuing to support all of Council. Mayor McDonald requested a Motion to adopt OR21-23. A Motion was made by Vice Mayor Page, seconded by Councilmember Brown, and the Motion CARRIED by the following vote: Aye: 5- Mayor McDonald, Councilmember Kelley Jr., Councilmember Gales, Councilmember Brown and Vice Mayor Page Excused: 2- Councilmember Finley and Councilmember Vaughn City of Trotwood Page 6 City Council Meeting Minutes - Final July 3, 2023 OR22-23 AN ORDINANCE BY THE TROTWOOD CITY COUNCIL AMENDING “PART THREE - TRAFFIC CODE” OF THE TROTWOOD CODES OF ORDINANCES BY REPEALING CURRENT SECTIONS 353.02 “LEAVING ABANDONED VEHICLES ON PUBLIC OR PRIVATE PROPERTY” AND 353.03 “NOTICE TO REMOVE” AND ENACTING NEW SECTIONS 353.02 “LEAVING ABANDONED VEHICLES ON PUBLIC OR PRIVATE PROPERTY” AND 353.03 “NOTICE TO REMOVE” TO MODIFY AND UPDATE REGULATIONS PERTAINING TO ABANDONED VEHICLES ON PUBLIC OR PRIVATE PROPERTY, AND DECLARING AN EMERGENCY. Attachments: OR22-23 OR22-23 Exhibit A Director McDonnell explained that sections of the Trotwood Codes of Ordinances need to be revised to comply with legislation adopted during the June meeting. Specifically, the adopted Code considers a vehicle in noncompliance after 48 hours, but the current Citation Tag reads 72 hours. Mayor McDonald requested a Motion to adopt OR22-23. A Motion was made by Vice Mayor Page, seconded by Councilmember Brown, and the Motion CARRIED by the following vote: Aye: 5- Mayor McDonald, Councilmember Kelley Jr., Councilmember Gales, Councilmember Brown and Vice Mayor Page Excused: 2- Councilmember Finley and Councilmember Vaughn XIII. Close Public Hearings Mayor McDonald requested a Motion to close the Public Hearings. A Motion was made by Councilmember Gales, seconded by Vice Mayor Page, and the Motion CARRIED by the following vote: Aye: 5- Mayor McDonald, Councilmember Kelley Jr., Councilmember Gales, Councilmember Brown and Vice Mayor Page Excused: 2- Councilmember Finley and Councilmember Vaughn XIV. Resolutions City of Trotwood Page 7 City Council Meeting Minutes - Final July 3, 2023 R23-38 A RESOLUTION BY THE TROTWOOD CITY COUNCIL AUTHORIZING THE CITY MANAGER TO ACCEPT A GRANT THROUGH THE FISCAL YEAR 2022 ASSISTANCE TO FIREFIGHTERS GRANT PROGRAM FROM THE DEPARTMENT OF HOMELAND SECURITY, IF AWARDED, FOR THE PURPOSE OF PURCHASING MECHANICAL CARDIOPULMONARY RESUSCITATION DEVICES FOR THE TROTWOOD FIRE AND RESCUE DEPARTMENT. Attachments: R23-38 City Manager Pope explained that because this grant is typically awarded during the month of August and Council will be on vacation, Chief Haacke is asking for legislation to accept the grant without delay, should it be awarded. Mayor McDonald requested a Motion to approve R23-38. A Motion was made by Councilmember Gales, seconded by Vice Mayor Page, and the Motion CARRIED by the following vote: Aye: 5- Mayor McDonald, Councilmember Kelley Jr., Councilmember Gales, Councilmember Brown and Vice Mayor Page Excused: 2- Councilmember Finley and Councilmember Vaughn R23-39 A RESOLUTION BY THE TROTWOOD CITY COUNCIL DECLARING THE OFFICIAL INTENT AND REASONABLE EXPECTATION OF THE CITY OF TROTWOOD ON BEHALF OF THE STATE OF OHIO (THE BORROWER) TO REIMBURSE ITS SANITARY SEWER FUND, FUND 602, FOR THE WHISPERING CROSSOVER SANITARY REPLACEMENT PROJECT, PROJECT NUMBER CD36Y AND CD37Y, WITH THE PROCEEDS OF TAX-EXEMPT DEBT OF THE STATE OF OHIO. Attachments: R23-39 City Manager Pope stated that although the State of Ohio is responsible for paying the contractor for the Whispering Crossover Sanitary Replacement Project, the City prefers to pay the contractor in a timely manner and therefore, the State of Ohio will reimburse the City. This legislation memorializes these details. Mayor McDonald requested a Motion to approve R23-39. A Motion was made by Councilmember Brown, seconded by Vice Mayor Page, and the Motion CARRIED by the following vote: Aye: 5- Mayor McDonald, Councilmember Kelley Jr., Councilmember Gales, Councilmember Brown and Vice Mayor Page Excused: 2- Councilmember Finley and Councilmember Vaughn City of Trotwood Page 8 City Council Meeting Minutes - Final July 3, 2023 R23-40 A RESOLUTION BY THE TROTWOOD CITY COUNCIL AUTHORIZING THE CITY MANAGER TO ENTER INTO A DEVELOPMENT AGREEMENT WITH GORDON FOOD SERVICES, INC. TO LOCATE A FULL-SERVICE SUPERMARKET AND WHOLESALE GROCERY STORE WITHIN THE CITY OF TROTWOOD. Attachments: R23-40 R23-40 Exhibit A TCIC Executive Director Downing shared that Gordon Food Service (GFS) is taking over the building that was previously occupied by Best Buy and turning it into a full-service grocery store, along with selling their wholesale products, and possibly adding a commissary in the future, where they would produce their products to sell in the regional stores. This agreement creates incentives for GFS to create more jobs at this location, giving them room to grow, while helping the overall objective of bringing a full-service grocery store to the community. Mayor McDonald asked if the City has used this type of agreement in the past. Director Downing explained that the City entered into a similar agreement with Korrect Plumbing, so the concept is not new. Councilmember Kelley asked when the new store would be open. Director Downing shared that he will know more in the near future, but he anticipates the store will be opening in August or September, at which time he will work to coordinate an opening event for the community. Mayor McDonald requested a Motion to approve R23-40. A Motion was made by Councilmember Brown, seconded by Councilmember Gales, and the Motion CARRIED by the following vote: Aye: 5- Mayor McDonald, Councilmember Kelley Jr., Councilmember Gales, Councilmember Brown and Vice Mayor Page Excused: 2- Councilmember Finley and Councilmember Vaughn City of Trotwood Page 9 City Council Meeting Minutes - Final July 3, 2023 XV. Old and New Business XVI. Comments A. Clerk of Council: Announcements Information has been mailed to Trotwood residents regarding the electric aggregation program. Be sure to go to the City’s website or Facebook page for information on the rate and who to contact with questions or if you wish to opt out. In addition, there are multiple opportunities around the area to learn about the Miami Valley Communication Council’s Electric Aggregation Program. The Trotwood Parks and Recreation Department and the Sisters of the Precious Blood will present the Trotwood Community Farmers Market beginning Wednesday, July 5th from 3 – 7 p.m. The Market will be open every Wednesday through September 27th, weather permitting, and will be located at 5200 Salem Avenue, the former Salem Mall site. JW’s Wine Cellar, located at 724 East Main Street in Trotwood, will hold their next First Fridays networking event on July 7th from 5:30 – 7:30 p.m. with special guest Deron Bell. Electronic Waste Week and Solid Waste Day is scheduled for Monday, August 7th through Saturday, August 12th. The Event will be held at 5200 Salem Avenue, the former Salem Mall Site. The City is preparing to bring back the Trotwood Family Reunion Weekend. There will be live music, food, drinks, vendors, and more, as well as the Smoke, Sizzle, and Sounds competition for cash prizes. The event will be held on Saturday, September 30th from noon to 7:00 p.m. at Madison Park. Please contact Charles Wheeler at 937-854-7228 if you are interested in participating as a vendor. Finally, be sure to view the Community Calendar and the Community News section on the City’s website, www.trotwood.org. There you will find detailed information about these activities and others sponsored by various partners throughout the City. City of Trotwood Page 10 City Council Meeting Minutes - Final July 3, 2023 B. Council Members: Each Council Member will have three (3) minutes to speak about topics relating to the City of Trotwood that are not on the Meeting Agenda. Councilmember Brown reminded residents that Council will be out during the month of August; however, members can still be contacted through the Clerk's Office. She also asked residents to be patient and understanding with requests of the City as resolution takes time. Lastly, Councilmember Brown added that she is very pleased with the activity going on in the City and she hopes residents are as well. Vice Mayor Page thanked Chief Haacke for his important work and for bringing grant money to the City. She reminded residents to check on seniors and asked everyone to be careful celebrating on July 4th. Vice Mayor Page ended by suggesting people hesitate when at a stop light that turns green and to be aware of your surroundings. Councilmember Gales asked everyone to be sure and exercise their right to vote in August, regardless of their position on Issue 1. She also reminded everyone to be safe this summer. Councilmember Kelley thanked those who made comments and presentations during the meeting and shared that he is very pleased with the road work being done as a result of the levy. Councilmember Kelley expressed his continued concerns with the road closure. C. City Manager City Manager Pope encouraged residents to use the GovPilot program to report concerns. He shared that residents are the eyes and ears of the community and he appreciates when they report issues that need addressed. City Manger Pope announced that the City will be demolishing 50 homes throughout the community with help from the Montgomery County Land Bank. Lastly, City Manager Pope congratulated City Council and residents on their decision to join the aggregation programs as the negotiated rates are approximately 39% lower than others. D. Mayor Mayor McDonald commented on several great events held within the City over the weekend. She shared that she appreciates residents and businesses getting involved and taking on such meaningful work as government was not designed to do so. Mayor McDonald expressed her excitement for the next "First Friday" event at JW Wine Cellar, which will feature artist Deron Bell. Mayor McDonald shared that she heard from many residents who attended Movie Night at the Park expressing how proud they are to be a part of this community. City of Trotwood Page 11 City Council Meeting Minutes - Final July 3, 2023 XVII. Adjourn Mayor McDonald asked for 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 12