City Council

City of Trotwood 3035 Olive Road Trotwood, Ohio 45426 937.837.7771 www.trotwood.org Meeting Minutes - Final Monday, February 5, 2024 6:30 PM Trotwood Community and Cultural Arts Center 4000 Lake Center Drive, Trotwood, Ohio 45426 City Council Mayor Yvette F. Page Vice Mayor Tyna R. Brown, Ward 4 Council Member Bettye L. Gales, Ward 1 Council Member Martha H. Clark, Ward 2 Council Member Charles Ron Vaughn, Ward 3 Council Member Rhonda C. Finley, At Large Council Member Denise Moore, At Large Clerk of Council Kara B. Landis City Council Meeting Minutes - Final February 5, 2024 I. Call to Order Mayor Page called the meeting to order at 6:30 p.m. II. Invocation by Rev. Dr. Cynthia L. Thompson Harris Memorial Christian Methodist Episcopal (CME) Church III. Pledge of Allegiance Mayor Page led the Pledge of Allegiance. IV. Roll Call Clerk Landis took Roll Call. Present: 7 - Council Member Gales, Council Member Moore, Council Member Clark, Council Member Finley, Council Member Vaughn, Vice Mayor Brown and Mayor Yvette F. Page 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, Deputy Fire Chief Chad McInturff, Coordinator Sean Lehrter, Police Chief Erik Wilson, Deputy Police Chief Mark Ecton, Operations Supervisor Johnny McCluskey, Code Enforcement Supervisor Max Fuller, TCIC Executive Director Chad Downing, and Assistant the to City Manger Cheryl Wheeler. VISITORS PRESENT: Dawn Wojik, Rap Hankins, Bruce Kettelle, Rick Clark, Marie Battle, Janet Foote, Steve Foote, Sister Mary Garke, Larry Bryant, JoAnne Orihood, K. Merchant-Parrish, Andrea Foy, Lois Foy, Janetta Jones, Colleen Vollmer, Norman Scearce, Sister Mary Garascia, Yoonmee Hampson, Jennie Love, Wanda Lander, and Tom Grady. V. Approve the Agenda Mayor Page requested a Motion to approve the Agenda. A Motion was made by Council Member Gales, seconded by Vice Mayor Brown, and the Motion CARRIED by the following vote: Aye: 7- Council Member Gales, Council Member Moore, Council Member Clark, Council Member Finley, Council Member Vaughn, Vice Mayor Brown and Mayor Page City of Trotwood Page 1 City Council Meeting Minutes - Final February 5, 2024 VI. 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. Mr. Larry Bryant of 4576 Lotus Drive shared that he attended the Communications Workshop held earlier in the day and he made the suggestion of a partnership between the City and the schools to host a podcast as a way to disseminate information. Mr. Bryant also expressed interest in bringing back the event previously called "Heritage Days." He stated that he has spoken with Charles Wheeler (Marketing Coordinator) about having the Chamber of Commerce, the Historical Society, and the City come together to plan a similar event. Lastly, Mr. Bryant would like Council to consider adding a park at 5280 Gardendale Avenue for kids in the Townview neighborhood. He shared that this land is currently being farmed, although it is his understanding the land is owned by the City of Trotwood. Mr. Norman Scearce of 5636 Westcreek Drive brought attention to a letter dated April 28, 2016 from City Manager Pope, which he provided a copy of to each Council Member this evening. He then advised Council that with the exception of Council Member Finley, he has not heard from anyone regarding his request made at the last Council meeting. Mr. Scearce summarized that he is asking the City to revisit negotiations mitigating assessments totaling $15,280.54, which he acquired when he purchased the building now known as Gateway Cathedral. Mr. Scearce reminded Council of the many times his church has come to the aid of the City, and how much they have invested in the Trotwood community. He added that their ministry is very different from others as they employ people, feed people, run summer camps; they have invested $1 million and removed a blight from the community, saving the City approximately $275,000 - the amount it would have cost the City to demolish the building. Mr. Scearce ended by inviting Council Members to contact him if they have any questions and stated that he would appreciate hearing back from someone about the next steps. VII. Special Presentations and Recognitions PR02-24 Ohio Auditor of State Award with Distinction Recognized by Joe Braden, Western Regional Liaison Ohio Auditor of State Attachments: PR02-24 Attachment Mr. Joe Braden, the Western Regional Liaison for the Ohio Auditor of State's Office, shared that the City was again awarded the Auditor of State Award with Distinction. He then reviewed the criteria to be eligible for the award. Mr. Braden asked Finance Director Chris Peeples and Assistant Finance Director Julie Kilbarger to come forward in order to recognize their hard work and commitment to the fiscal integrity of the City of Trotwood. City of Trotwood Page 2 City Council Meeting Minutes - Final February 5, 2024 PR03-24 Safe Sleep Program Presented by Sean Lehrter, Community Paramedicine Coordinator Attachments: PR03-24 Presentation Community Paramedicine Coordinator Sean Lehrter of the Trotwood Fire and Rescue Department presented information on the Safe Sleep Program. PR04-24 Community Communication Strategy Project Presented by David Beurle, Chief Executive Officer Future IQ® Attachments: PR04-24 Presentation Mr. David Beurle of Future IQ gave a brief update on the Communications Strategy that is being created from the outcomes of the project launch event, communications survey, and focus group sessions. He explained that these strategies expand on the good work already being done by staff. Mayor Page thanked Mr. Beurle for helping the City to see things from the outside as it is easy to overlook things when you know what is going on. PR05-24 Dayton Metro Library, Trotwood Branch Update Presented by Yoonmee Hampson, Branch Manager Ms. Yoonee Hampson, Dayton Metro Library's Trotwood Branch Manager, shared details about the library's upcoming activities. VIII. Consent Agenda Mayor Page requested a Motion to approve the Consent Agenda. A Motion was made by Council Member Gales, seconded by Vice Mayor Brown, and the Motion CARRIED by the following vote: Aye: 6- Council Member Gales, Council Member Moore, Council Member Clark, Council Member Vaughn, Vice Mayor Brown and Mayor Page Abstain: 1- Council Member Finley SR24-05 Minutes from the January 8, 2024 Regular City Council Meeting. Attachments: 2024-01-08 DRAFT Meeting Minutes The meeting minutes were approved and will be filed according to the City's Retention Schedule. SR24-06 Minutes from the January 22, 2024 Special City Council Meeting. Attachments: 2024-01-22 DRAFT Meeting Minutes The meeting minutes were approved and will be filed according to the City's Retention Schedule. City of Trotwood Page 3 City Council Meeting Minutes - Final February 5, 2024 24-03 A Motion by the Trotwood City Council to schedule a Public Hearing and to authorize the Law Director to draft an ordinance accepting the recommendation from the Trotwood Planning Commission to approve an amendment to the official Zoning Map of the City and the classification of approximately 9.98 acres of land known as 1866 Shiloh Springs Road, Parcel ID No. H33 01620 0001, from Planned Unit Development (PUD) Business to Planned Unit Development (PUD) Industrial to allow for design, build, and light manufacturing. This Motion was approved and a Public Hearing will be scheduled. 24-04 A Motion by the Trotwood City Council to schedule a Public Hearing and to authorize the Law Director to draft an ordinance accepting the recommendation from the Trotwood Planning Commission to approve a FINAL Planned Unit Development (PUD) for a proposed multi-family housing development with two three-story apartment buildings consisting of 63 apartment units for Lot 1 on approximately 4.322 acres of land with access from Main Street, Parcel ID Nos. H33 00214 0001 and H33 00214 0002 (partial). This Motion was approved and a Public Hearing will be scheduled. 24-05 A Motion by the Trotwood City Council to schedule a Public Hearing and to authorize the Law Director to draft an ordinance accepting the recommendation from the Trotwood Planning Commission to approve a FINAL Planned Unit Development (PUD) for a proposed multi-family housing development with one four-story apartment building consisting of 66 apartment units for Lot 3 on approximately 2.688 acres of land with access from Olive Road, Parcel ID No. H33 00214 0002 (partial). This Motion was approved and a Public Hearing will be scheduled. 24-06 A Motion by the Trotwood City Council to schedule a Public Hearing and to authorize the Law Director to draft an ordinance accepting the recommendation from the Trotwood Planning Commission to approve a FINAL Planned Unit Development (PUD) for a proposed multi-family housing development with one four-story apartment building consisting of 65 apartment units for Lot 4 on approximately 4.258 acres of land with access from Olive Road, Parcel ID No. H33 00214 0002 (partial). This Motion was approved and a Public Hearing will be scheduled. City of Trotwood Page 4 City Council Meeting Minutes - Final February 5, 2024 24-07 A Motion by the Trotwood City Council to schedule a Public Hearing and to authorize the Law Director to draft an ordinance repealing current Section 1171.05 “Minimum Lot Area and Width” of the Trotwood Codes of Ordinances, and enacting new Section 1171.05 “Minimum Lot Area and Width” to correct the minimum lot size and width for Agricultural and Single-Family uses. This Motion was approved and a Public Hearing will be scheduled. 24-08 A Motion by the Trotwood City Council to schedule a Public Hearing and to authorize the Law Director to draft an ordinance repealing current Section 1171.06 “Minimum Lot Frontage” of the Trotwood Codes of Ordinances, and enacting new Section 1171.06 “Minimum Lot Frontage” to correct the minimum lot frontage for Agricultural and Single-Family uses. This Motion was approved and a Public Hearing will be scheduled. City of Trotwood Page 5 City Council Meeting Minutes - Final February 5, 2024 IX. Resolutions R24-24 A RESOLUTION BY THE TROTWOOD CITY COUNCIL AUTHORIZING THE CITY MANAGER TO ENTER INTO AN ECONOMIC DEVELOPMENT/GOVERNMENT EQUITY (ED/GE) PROGRAM PROJECT AGREEMENT WITH MONTGOMERY COUNTY ACCEPTING FUNDS IN THE AMOUNT OF $500,000.00 TO PROVIDE FUNDING SUPPORT FOR TECHNICOTE AKA PROJECT PAPYRUS IN THE CITY OF TROTWOOD. Attachments: R24-24 R24-24 Exhibit A TCIC Executive Director Chad Downing explained that this Resolution is to approve an Agreement between the City and Montgomery County allowing the City to accept a grant award in the amount of $500,000 from the ED/GE program. The City will in turn use the funds to support Technicote as they expand into the City of Trotwood. These funds can only be used for fixed assets, meaning physical improvements to the former spec building in the Industrial Park. Council Member Moore asked Director Downing to confirm the location of the building Technicote will occupy. Director Downing confirmed Technicote will occupy the former spec building located at 6206 Wolf Creek Pike in the Industrial Park. Council Member Gales asked why the "Available" sign remains posted. Director Downing explained that there is still approximately 20 acres of land on that site to be developed; however, this land would be for "Build to Suit" opportunities, not another spec building. Council Member Vaughn asked how many employees Technicote will bring. Director Downing shared that Technicote will bring 223 jobs to the City of Trotwood; approximately 70 jobs will transfer from Miamisburg. Director Downing shared that they plan to work with local schools and other institutions to fill the other 150 jobs. Mayor Page requested a Motion to approve Resolution No. R24-24. A Motion was made by Vice Mayor Brown, seconded by Council Member Finley, and the Motion CARRIED by the following vote: Aye: 7- Council Member Gales, Council Member Moore, Council Member Clark, Council Member Finley, Council Member Vaughn, Vice Mayor Brown and Mayor Page City of Trotwood Page 6 City Council Meeting Minutes - Final February 5, 2024 R24-25 A RESOLUTION BY THE TROTWOOD CITY COUNCIL AUTHORIZING THE CITY MANAGER TO ENTER INTO A DEVELOPMENT AGREEMENT WITH TECHNICOTE AND AUTHORIZING $500,000.00 IN ECONOMIC DEVELOPMENT/ GOVERNMENT EQUITY (ED/GE) PROGRAM FUNDS TO BE PROVIDED TO TECHNICOTE FOR FUNDING SUPPORT. Attachments: R24-25 R24-25 Exhibit A R24-25 Exhibit 1 R24-25 Exhibit 2 TCIC Director Chad Downing stated that this agreement is between the City and Technicote and establishes the details of how the City will administer the grant funds received from the County per the previous Resolution (R24-24). He explained that this is a reimbursement grant and the TCIC will work to oversee the process. Mayor Page requested a Motion to approve Resolution No. R24-25. A Motion was made by Council Member Vaughn, seconded by Finley, and the Motion CARRIED by the following vote: Aye: 7- Council Member Gales, Council Member Moore, Council Member Clark, Council Member Finley, Council Member Vaughn, Vice Mayor Brown and Mayor Page R24-26 A RESOLUTION BY THE TROTWOOD CITY COUNCIL AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH MONTGOMERY COUNTY ACCEPTING COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) FUNDS IN THE AMOUNT OF $75,000.00 FOR PHASE ONE OF THE EPPINGTON WATER MAIN REPLACEMENT PROJECT. Attachments: R24-26 R24-26 Exhibit A R24-26 Map Deputy City Manager Stephanie Kellum shared that the City has secured grant funding to replace water lines on Eppington Drive; however, the project will be completed in four phases because of the cost to replace the entire length of the roadway. She explained that the City also applied for OPWC funding and was successful in receiving an award; however, this legislation is only to accept the CDBG dollars. Mayor Page requested a Motion to approve Resolution No. R24-26. A Motion was made by Vice Mayor Brown, seconded by Finley, and the Motion CARRIED by the following vote: Aye: 7- Council Member Gales, Council Member Moore, Council Member Clark, Council Member Finley, Council Member Vaughn, Vice Mayor Brown and Mayor Page City of Trotwood Page 7 City Council Meeting Minutes - Final February 5, 2024 R24-27 A RESOLUTION BY THE TROTWOOD CITY COUNCIL AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH MONTGOMERY COUNTY ACCEPTING COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) FUNDS IN THE AMOUNT OF $75,000.00 FOR PHASE ONE OF THE MACMILLAN WATER MAIN REPLACEMENT PROJECT. Attachments: R24-27 R24-27 Exhibit A R24-27 Map Deputy City Manager Stephanie Kellum stated this project (MacMillan) is being divided into two phases and in both projects, the City is going from 6" water lines to 8" water lines which means increased water flow. She added that this includes updated fire hydrants and valves along the line. Operations Supervisor Johnny McCluskey commented that it is very hard to secure these competitive grants and he is pleased to report that the City received two grant awards. Vice Mayor Brown asked about the projected timeline. Operations Supervisor McCluskey said the work must be completed in 2024. Mayor Page asked if the City is guaranteed to receive grants for the other phases in both projects. Deputy City Manager Kellum explained that the City will have to reapply for grants each year. Council Member Vaughn advised that when you increase hydrant water flow, your insurance premium could decrease. Council Member Finley asked Law Director Conard to advise if she needs to recuse herself from voting on this legislation as she resides on MacMillan Drive. Law Director Conard explained that the general principle is that if taxpayer dollars are being spent for the benefit of the community as a whole, because it is an indirect benefit to Council Member Finley, he sees no reason for her to recuse herself from voting, but added that it would be fine to not to vote if she was so inclined. Deputy City Manager Kellum stated that these two streets were selected purely based on the number of water main breaks per mile, it had nothing to do with who lives where. Law Director Conard added that this information further supports his belief that there is no reason for Council Member Finley to recuse herself from voting. Mayor Page requested a Motion to approve Resolution No. R24-27. A Motion was made by Vice Mayor Brown, seconded by Council Member Vaughn, and the Motion CARRIED by the following vote: Aye: 7- Council Member Gales, Council Member Moore, Council Member Clark, Council Member Finley, Council Member Vaughn, Vice Mayor Brown and Mayor Page City of Trotwood Page 8 City Council Meeting Minutes - Final February 5, 2024 R24-28 A RESOLUTION BY THE TROTWOOD CITY COUNCIL ENACTING A MORATORIUM UP THROUGH AND INCLUDING JULY 31, 2024, ON THE ACCEPTANCE OF APPLICATIONS FOR, AND THE ISSUANCE AND PROCESSING OF, NEW PERMITS FOR THE BUILDING, DEVELOPMENT, EXPANSION, OR IMPROVEMENTS (MAINTENANCE EXCEPTED) OF THREE-FOUR FAMILY DWELLINGS AND MULTI-FAMILY DWELLINGS IN THE CITY OF TROTWOOD. Attachments: R24-28 City Manager Pope shared that the City would like to enact a moratorium on new applications for multi-family dwellings as the City is getting ready to review its Land Use Plan. He explained that this moratorium would give the City time to determine how they want the community to look in the future. Council Member Vaughn commented that he understands it is a balance when looking at multi-family dwellings as the City does encourage home ownership; this is the very reason the City needs time to look at the needs as the City progresses. Council Member Gales asked if this has any bearing on the housing projected for Main Street. City Manager Pope stated that this moratorium does not have any bearing on projects already in progress. Law Director Conard added that he feels this is a wise decision as it has been quite some time since the Land Use Plan has been reviewed and this will give Council some time to make better decisions. He added that the purpose of this moratorium is not to prevent developments in the City from moving forward, but to help determine how the City should move forward on such developments. Mayor Page asked Law Director Conard if Council would have the option to enact the moratorium for another six months at the expiration of this moratorium. Law Director Conard answered that yes, the moratorium can be extended but that it cannot be extended for an indefinite period of time. He added that he likes the six month option because that means there will be more reports to Council on the status on where the City is in the process. Mayor Page requested a Motion to approve Resolution No. R24-28. A Motion was made by Vice Mayor Brown, seconded by Council Member Vaughn, and the Motion CARRIED by the following vote: Aye: 7- Council Member Gales, Council Member Moore, Council Member Clark, Council Member Finley, Council Member Vaughn, Vice Mayor Brown and Mayor Page X. Old and New Business There was no old or new business presented. City of Trotwood Page 9 City Council Meeting Minutes - Final February 5, 2024 XI. Comments A. Clerk of Council: Announcements There were no announcements. 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. Council Member Gales thanked all the citizens for attending the Council meeting. Council Member Vaughn recognized Martha Clark, Council Member for Ward 2, and welcomed her to the dais. He also congratulated Finance Director Chris Peeples on another award from the Auditor's Office and thanked him for his efforts. He thanked Sean Lehrtner for his presentation on the Safe Sleep Program and for providing updated education. Council Member Vaughn commented on the Communications Project and is excited to learn more about the outcomes. Council Member Moore congratulated the Finance Department and Director Peeples on the Auditor's Award and added that she understands it is not easy to achieve. She also welcomed Council Member Clark and thanked City Manager Pope for his regular updates to Council. Council Member Moore also thanked Clerk Landis for working with her on several issues. Council Member Finley echoed what other Council Members have already said and thanked the City's dedicated and professional staff. She also thanked Mr. Bryant for participating in the Communication Workshop and for his suggestions. Council Member Finley would like to see Council respond to action items from citizens in a timely manner; she is aware City Manager and legal counsel are composing a letter in response to Mr. Scearce. Council Member Finley ended by inviting residents to contact her if she can help them in any way and explained that she serves the entire City, not just a Ward. Council Member Clark thanked all of Council for appointing her to represent Ward 2. She thanked Clerk Landis for her guidance, City staff for their warm welcome, and City Manager for his updates. Vice Mayor Brown expressed how proud Council is to receive another award from the Auditor's Office and thanked Finance Director Peeples. She also welcomed Council Member Clark and shared that she is passionate about working together. Lastly, she acknowledged Mr. Bryant and the suggestions he made. C. City Manager City Manager Pope shared that he is excited about the momentum the City has moving forward in 2024 and the many projects coming forthwith. City of Trotwood Page 10 City Council Meeting Minutes - Final February 5, 2024 D. Mayor Mayor Page asked staff to stand and be recognized as they all contribute to making the City work. She shared how excited she is moving forward and believes the City is only going to be better with the work of this Council. Mayor Page encouraged all residents to contact her if they have any questions as she wants to have open and honest conversation. XII. Adjourn Mayor Page asked Council if there were any further questions. Hearing none and seeing none, Mayor Page requested a Motion to adjourn the meeting. Vice Mayor Brown made a Motion, seconded by Council Member Gales, and the meeting was adjourned at 7:45 p.m. City of Trotwood Page 11