City Council

City of Trotwood 3035 Olive Road Trotwood, Ohio 45426 937.837.7771 www.trotwood.org Meeting Minutes - Final Tuesday, July 16, 2024 6:00 PM Special Meeting with Executive Session 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 July 16, 2024 I. Call to Order Mayor Page called the meeting to order at 6:00 p.m. II. Pledge of Allegiance Mayor Page led the Pledge of Allegiance. III. Roll Call Clerk Landis took Roll Call and advised that Council Member Finley was unable to attend the meeting and respectfully requested an excused absence. Council Member Vaughn arrived at 6:20 p.m. Present: 6 - Council Member Gales, Council Member Moore, Council Member Clark, Council Member Vaughn, Vice Mayor Brown and Mayor Yvette F. Page Excused: 1 - Council Member Finley 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, Deputy Police Chief Mark Ecton, Finance Director Chris Peeples, Planning and Zoning Administrator Tyler Hauck, Code Enforcement Supervisor Max Fuller, and Assistant to the City Manager Cheryl Wheeler. VISITORS PRESENT: Angeline Vaughn, Dawn Frick, and David Shaver. IV. Approve the Agenda Mayor Page requested a Motion to approve the Agenda. Council Member Moore made a Motion, 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 Excused: 1- Council Member Finley City of Trotwood Page 1 City Council Meeting Minutes - Final July 16, 2024 V. Special Presentations PR26-24 Updates to the City of Trotwood’s Land Use Plan Presentations by Planning Consultant Firms Attachments: PR26-24 Compass Point PR26-24 McBride Dale Clarion PR26-24 Practical Planning Partners Clerk Landis summarized that the City of Trotwood is working on substantial updates to its Land Use Plan. Due to the nature and complexity of this project, City staff advertised for proposals and identified three consultants for consideration to assist with developing the future plan. Planning and Zoning Administrator Tyler Hauck explained that each consultant would have approximately eight minutes to present their proposal, followed by five minutes for questions. In addition, Council Members were given a scoring sheet to complete after each presentation. He added that their feedback, along with input from staff, will help City Manager Pope determine which firm is the best fit for the City. Council Member Vaughn stated that due to his late arrival and not hearing all of the presentations, he would not be completing ratings for any of the consultants. He then asked City Manager Pope what the cost factor is for the consultants. City Manager Pope explained that such details were documented in the Request for Proposals, which was a maximum cost of $50,000. At the conclusion of the presentations, Mayor Page thanked City Manager Pope for including Council in this important decision. City of Trotwood Page 2 City Council Meeting Minutes - Final July 16, 2024 VI. Resolutions R24-57 A RESOLUTION BY THE TROTWOOD CITY COUNCIL AUTHORIZING THE CITY MANAGER TO ENTER INTO A PRELIMINARY PARTICIPATORY LET PROJECT AGREEMENT, AGREEMENT NO. 38926, WITH THE OHIO DEPARTMENT OF TRANSPORTATION TO PERFORM IMPROVEMENTS IN THE CITY OF TROTWOOD BY RESURFACING DENLINGER ROAD FROM SALEM AVENUE TO WESTBROOK ROAD, PROJECT ID. NO. 119322. Attachments: R24-57 City Manager Pope explained that the City applied for and was awarded federal funds to resurface Denlinger Road from Westbrook Road to Salem Avenue and this agreement with the Ohio Department of Transportation will allow the State to oversee the project within the City. Council Member Gales thanked City Manager Pope because she recently traveled this road and agrees it is in need of repairs. Mayor Page requested a Motion to approve Resolution No. R24-57. Council Member Gales made a Motion, 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 Excused: 1- Council Member Finley City of Trotwood Page 3 City Council Meeting Minutes - Final July 16, 2024 R24-58 A RESOLUTION BY THE TROTWOOD CITY COUNCIL AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT TO PURCHASE A 2023 VAC-CON COMBINATION JET/VACUUM SEWER CLEANER (DEMO UNIT), MODEL V390H/1000, FROM BEST EQUIPMENT COMPANY, INC. THROUGH THE SOURCEWELL GOVERNMENT PURCHASING PROGRAM, CONTRACT #101221-VAC, FOR A TOTAL COST NOT TO EXCEED $473,850.00. Attachments: R24-58 City Manager Pope stated that two weeks ago, a 20-year-old City service truck was totaled in an accident, requiring the City to purchase a new truck in order to respond to issues like sewer backups. He added that this equipment will be paid for from the general fund and capital improvement account. Council Member Vaughn asked if we were at fault in the accident, and why 100% of the cost is on the City. City Manager Pope explained that because the truck was so old, the City is only receiving pennies on the dollar, and that this was a single-car accident involving an employee. Council Member Vaughn commented that the truck was depreciated to a very small amount due to its age; City Manager Pope agreed. Mayor Page requested a Motion to approve Resolution No. R24-58. Council Member Gales made a Motion, 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 Excused: 1- Council Member Finley VII. Enter into Executive Session SR24-20 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 Page requested a Motion to enter 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. Council Member Vaughn made a Motion, 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 Excused: 1- Council Member Finley City of Trotwood Page 4 City Council Meeting Minutes - Final July 16, 2024 VIII. Adjourn Executive Session Mayor Page requested a Motion to adjourn the Executive Session. Council Member Gales made a Motion, seconded by Vice Mayor Brown, and the Motion CARRIED by the following: Aye: 6- Council Member Gales, Council Member Moore, Council Member Clark, Council Member Vaughn, Vice Mayor Brown and Mayor Page Excused: 1- Council Member Finley Vice Mayor Brown made a Motion to Amend the Agenda and add Resolution No. R24-59. Council Member Gales seconded the Motion. Mayor Page requested Clerk Landis read the caption of the Resolution. A Roll Call vote was then taken and the Motion CARRIED by the following vote: Aye: 5- Council Member Gales, Council Member Moore, Council Member Clark, Council Member Vaughn and Vice Mayor Brown Nay: 1- Mayor Page Excused: 1- Council Member Finley R24-59 A RESOLUTION BY THE TROTWOOD CITY COUNCIL AUTHORIZING THE CITY OF TROTWOOD TO ENTER INTO A CONSENT DECREE, WITH TERMS SUBSTANTIALLY SIMILAR TO THOSE SET FROTH HEREIN, WITH PIVOTAL HOUSING PARTNERS, ST. MARY DEVELOPMENT CORPORATION, AND OBERER COMPANIES, LTD.. Attachments: R24-59 by Attorney Dawn Frick Mayor Page requested a Motion for Resolution No. R24-59. Vice Mayor Brown made a Motion to accept Resolution No. R24-59 and Council Member Vaughn seconded the Motion. Law Director Chris Conard advised Council that the Motion should be to approve, not accept, the legislation. Vice Mayor Brown revised her original Motion, making it a Motion to approve Resolution No. R24-59. Council Member Vaughn seconded the Motion and the Motion CARRIED by the following vote: Aye: 4- Council Member Gales, Council Member Clark, Council Member Vaughn and Vice Mayor Brown Nay: 2- Council Member Moore and Mayor Page Excused: 1- Council Member Finley IX. Adjourn Mayor Page adjourned the meeting at 8:44 p.m. City of Trotwood Page 5