City Council Workshop Meeting

City of Trotwood 3035 Olive Road Trotwood, Ohio 45426 937-837-7771 www.trotwood.org Meeting Minutes Monday, November 18, 2013 5:30 PM Special & Workshop Meeting Madison Park Pavilion, 301 S. Broadway Avenue, Trotwood City Council Workshop Meeting Mayor Joyce Cameron Vice-Mayor Rap Hankins Councilmember Bruce Kettelle Councilmember Barbara Staggs Councilmember Nicole Johnson Councilmember Ron Vaughn Councilmember Mary McDonald Sandra L. Riege, CMC Clerk of Council City Council Workshop Meeting Meeting Minutes November 18, 2013 Call to Order -- Mayor Joyce S. Cameron Pledge of Allegiance Roll Call -- Clerk of Council Councilmember Johnson absent at Roll Call, entered meeting at 6:40 p.m. This was approved Present: 5 - Mayor Joyce Sutton Cameron, Vice Mayor Rap Hankins, Councilmember Barbara Staggs , Councilmember Ron Vaughn and Councilmember Mary McDonald Absent: 2 - Councilmember Bruce Kettelle and Councilmember Nicole Johnson Staff Members Present: City Manager Michael J. Lucking, Police Captain John Porter, Finance Director Patricia Shively, Fire & Rescue Chief Steve Milliken, Planning and Zoning Administrator Carl Daugherty, Human Resources Manager Barbara Brooks, Interim Public Works Director Dalton Hines, Public Safety Director/Deputy City Manager Quincy Pope, Business Accrediation Manager Portia Hill, Police Captain of Operations Erik Wilson, Recreation Program Specialist Terry Lodge, Clerk of Council Sandra L. Riege. Visitors: Bettye L. Gales Motion to approve Special & Workshop Meeting Agenda Mayor Cameron requested to Motion to approve the Special and Workshop meeting. Vice-Mayor Hankins made the motion and it was seconded by Mrs. McDonald. Roll call resulted in six yes votes to approve. Aye: 6- Mayor Cameron, Vice Mayor Hankins, Councilmember Staggs, Councilmember Johnson, Councilmember Vaughn and Councilmember McDonald Excused: 1- Councilmember Kettelle Motion to open the Special Meeting Mayor Cameron requested a Motion to open the Special meeting. A Motion was made by Mr. Vaughn and seconded by Mrs. McDonald. Roll call resulted in six aye votes. Aye: 6- Mayor Cameron, Vice Mayor Hankins, Councilmember Staggs, Councilmember Johnson, Councilmember Vaughn and Councilmember McDonald Excused: 1- Councilmember Kettelle City of Trotwood Page 1 City Council Workshop Meeting Meeting Minutes November 18, 2013 A. R13-96 A RESOLUTION BY THE TROTWOOD CITY COUNCIL AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH THE BOARD OF COMMISSIONERS OF MONTGOMERY COUNTY, OHIO TO HAVE THE MONTGOMERY COUNTY BUILDING REGULATIONS DIVISION PERFORM ALL CODE INSPECTIONS AND EXCERCISE CODE ENFORCEMENT AUTHORITY IN THE CITY City Manager Lucking explained this agreement is with the Board of Commissioners and the Montgomery County Building Regulation Division to be our designee to assist us with residental and plan review code inspections and excercise code enforcement authority in the City. Currently the county performs commercial inspections and plan review for us. There is no cost for this service. Vice-Mayor Hankins asked what other options we have. Mayor Cameron requested a Motion to approve Resolution R13-96. Mr. Hankins made the Motion to approve and it was seconded by Mrs. Johnson. The Motion was passed unanmousily with seven yes votes to approve. Aye: 6- Mayor Cameron, Vice Mayor Hankins, Councilmember Staggs, Councilmember Johnson, Councilmember Vaughn and Councilmember McDonald Excused: 1- Councilmember Kettelle Motion to close the Special Meeting Mayor Cameron requested a motion on this item. A motion was made by Councilmember Staggs, seconded by Councilmember McDonald, that this be approved. The motion carried by the following vote: Aye: 6- Mayor Cameron, Vice Mayor Hankins, Councilmember Staggs, Councilmember Johnson, Councilmember Vaughn and Councilmember McDonald Excused: 1- Councilmember Kettelle Motion to open the Workshop Meeting Mayor Cameron requested a motion on this item. A motion was made by Councilmember Vaughn, seconded by Vice Mayor Hankins, to open the public portion of this meeting. The motion carried by the following seven votes to approve. Aye: 6- Mayor Cameron, Vice Mayor Hankins, Councilmember Staggs, Councilmember Johnson, Councilmember Vaughn and Councilmember McDonald Excused: 1- Councilmember Kettelle City of Trotwood Page 2 City Council Workshop Meeting Meeting Minutes November 18, 2013 B. 13-63 2014 Budget Introduction & Overview - City Manager Michael J. Lucking City Manager Lucking said the funding level for the 2014 City operating budget is essentially at the 2013 level. Some significant changes are: Property tax collections are projected at a 90% collection rate at a conservative rate. Income Tax collections are estimated to decrease by 3%. The potential phase-out of the Local Government Fund from both the State of Ohio, Montomgery County, and the elimination of the Estate Tax, will negatively impact our General Fund Revenues. Personnel costs are attributed to a planned 1% wage increase effective January 2, 2014, along with savings due to some staffing level changes. Some significant changes will be the elimination of the employee mandatory furloughs, Police overtime will be reduced by 66% with four new positions filled, organization-wide travel will be reduced, Building Administration position will not be filled, as well as the Public Works Director/City Engineer. Our healthcare plan premiums will be increased by 37.1% with changes to the overall plan design. This operating budget totals $23,150.402. With the rollover bond anticipation note the amount proposed to be spent from the City's four core funds that utilize tax dollars to furnish basic ongoing services is $14,421,993.00. We have a total of 92.1 full time positions and 23.84 part-time. Capital Outlay total is $232,650, which has been requested for equipment acquisition within the various operating budgets. This does not include an annual cost for a street paving program with other potential projects that are being reviewed that will be presented for Council approval if necessary. The general fund is the largest of the City's fund. Anticipated revenues are budgeted at $8,287,510.00 which is a decrease of 1% or $67,340.00 less than last year. The City expenditures total $8,335,261 which represents 4.9% or $425,019 as compared to last year. C. 13-64 Summary of Accounts/Revenues - Finance Director Patricia Shively Finance Director Patricia Shively explained the revenues are holding steadfast at $23,349,000.00 for 2014. Next year's operating budget will be slightly higher due to the local government fund that is shrinking based on the state legislation. The City of Trotwood will remain status quo for 2014, very similar to 2013. D. 13-65 Police Department - Captain John Porter Police Captain John Porter presented his department budget for 2014 for 37 employees for an overall grand total budget submittal of $4,544,640.00. The breakdown is for the Police administration budget $314,180.00 for 3.5 employees. Police Patrol Division budget is $2.325,750.00 for 22 employees. Police Investigations budget is 1,092,240.00 for 9 employees. Police Red Flex Fund is 236,520.00 for 2.50 employees. Police Drug Enforcement Fund is 10,370.00. Police DUI/OVI Enforcement & Education $550.00. Police Criminal Apprehensive Fund, $186,860.00 that includes radio payments and cruiser replacements. Police Communications includes the regional dispatch center contracted services. We are the 2nd largest user of the dispatch center in the county. They calculated 400,000 calls for service between the Police and Fire Department for our City. City of Trotwood Page 3 City Council Workshop Meeting Meeting Minutes November 18, 2013 E. 13-66 Fire Department - Chief Steve Milliken Fire Chief Steve Milliken presented his department budget for 2014. The Fire Administration budget center shows a 20% cost to the Public Safety Director and the removal of the Travel & Training line item. Fire Suppression allows for a 4 man engine crew for the safer operations of employees and citizens. Fire Training is adjusted to allow for continued education for staff and re-certifications to be done in-house for CPR/ACLS/ refresher classes. Fire Prevention adjustment allows for continued education, business partnership, fire inspections, mitigation of hazards program, along with training of staff on fireworks, and Haz Mat inspection classes. Emergency Medical Services allows them to continue to staff ACLS medics 24/7/365 day per year with the latest techniques and requirements allowed by law. Councilmember Hankins asked if we will be able to keep the response time the same - absolutely, we are already below the national average. Mayor Cameron would like to get an estimate of the medic costs when it becomes available along with the collection data. F. 13-67 Public Works Department - Interim Director Dalton Hines Interim Public Works Director Dalton Hines presented his 2014 Budget. Administrative changes will take place with the elimination of the positions of Director/City Engineer and Engineering Technician; and adding the postiion of Operations Manager and Maintenance Supervisor. The property mowing will be this department's responsibility to utilitze in-house to include the City parks, cemeteries and weed removal. Street resurfacing is now more efficient with the added equipment they now have with the possiblity of adding a few more. Some asphalt paving will take place along with curb and sidewalk replacement in certain areas of the City. All City buildings and grounds maintenance will be handled by the Public Works staff. G. 13-68 Finance Department/Income Tax - Finance Director Patricia Shively Finance Director Patricia Shively reported little changes to this budget. Will keep working smarter to save costs and increase the income tax collections. H. 13-69 Human Resources - Manager Barbara Brooks Human Resources Manager Barbara Brooks reported no changes to the 2014 budget center. She indicated Public Works will have a union contract up for renewal. They will continue to update policies and procedures within her purview. I. 13-70 Planning & Zoning/Building Administration/Code Enforcement - Planning & Zoning Administrator Carl Daugherty Planning and Zoning Administrator Carl Daugherty's budget center is now responsible for the code enforcement and inspections for the City. The budgeted staff will include 1 Planning Director, 1 Clerk typist and 3 part-time code enfrocement officers for an overall increase of 4.56% overall. City of Trotwood Page 4 City Council Workshop Meeting Meeting Minutes November 18, 2013 J. 13-71 Parks & Recreation Division - Recreation Program Specialist Terry Lodge Recreation Program Specialist Terry Lodge reported the outdoor swimming pool partnership is now in its 12th year among the Greater Dayton YMCA, United Theological Seminary, and the City of Trotwood. This year's participants have doubled with all the programs available. We have a total of sixteen recreational programs scheduled for the year 2014. K. 13-72 Mayor & Council Office - Municipal Clerk Sandy Riege Clerk of Council Sandra Riege reported no changes to the expense line items from 2013 to 2014, with the exception of City Council travel. It was recommended we increase the travel budget to $4,000.00 for each Councilmember and $3,000.00 for Mrs. Hankins due to the inflationary 2014 costs associated with some of the registrations. All agreed; we will be utilitzing the internet webinars, video conferencing and free seminars as much as possible to save tax payer dollars. L. 13-73 City Manager’s Department - City Manager Michael J. Lucking City Manager Michael J. Lucking reported only one change in his budget center in the salary catagory due to the fact the furlough time off has been reinstated for 2014. M. 13-74 Economic Development/Trotwood Community Improvement Corporation - TCIC Executive Director Norm Essman Economic Development Consultant Norm Essman said we will be developing an acquisition and development strategy to identify retail, industrial sites and manufacturing for future use based upon the Strategic Plan. The overall budget for the Economic Development Services has been decreased by 15% from last year. The City will be concentrating on the residential development for those at risk neighborhoods. Some of the homes will be obtained through the Community Development Corporation (C.I.C.) to assist with the home rehabilitation that may warrant some future buyers. A total of $160,000.00 is needed to support the activities of the CIC for management services, housing program, legal, development and consulting fees. Motion to Adjourn the Workshop Meeting Mayor Cameron requested a Motion to adjounr the meeting. Mrs. Staggs made the Motion and it was seconded by Mr. Hankins. Roll call resulted in a unanimous vote. Aye: 6- Mayor Cameron, Vice Mayor Hankins, Councilmember Staggs, Councilmember Johnson, Councilmember Vaughn and Councilmember McDonald Excused: 1- Councilmember Kettelle City of Trotwood Page 5 City Council Workshop Meeting Meeting Minutes November 18, 2013 Meeting was adjourned. City of Trotwood Page 6