City Council Workshop Meeting

City of Trotwood 3035 Olive Road Trotwood, Ohio 45426 937-837-7771 www.trotwood.org Meeting Minutes Tuesday, January 21, 2014 5:45 PM 1-21-14 MEETING WAS CANCELLED DUE TO BAD WEATHER RESCHEDULE FOR MONDAY, JAN. 27, 2014 AT 5:45 p.m. T-M Schools Board of Education Meeting Chambers 3594 N. Snyder Road Trotwood, OH 45426 City Council Workshop Meeting Mayor Joyce Sutton Cameron Vice Mayor Barbara Staggs Councilmember Bruce Kettelle Councilmember Bettye Gales Councilmember Rap Hankins Councilmember Ron Vaughn Councilmember Mary McDonald Sandra L. Riege, CMC Clerk of Council City Council Workshop Meeting Meeting Minutes January 21, 2014 Rescheduled Workshop and Special Meeting Monday, January 27, 2014 at 5:45 p.m. I. Call to Order Mayor Cameron called the meeting to order at 5:45 p.m. II. Pledge of Allegiance III. Roll Call - Clerk of Council Staff Members Present: City Manager Michael J. Lucking, Public Safety Director/Deputy City Manager Quincy Pope, Finance Director Patricia Shively, Planning and Zoning Administrator Carl Daugherty, Planner 1 Jeannie Peyton, Police Captain of Administration John Porter, Police Captain of Operations Erik Wilson, Fire Chief Steve Milliken and Clerk of Council Sandra L. Riege. Visitors Present: John Fecke, George Tyler and Tom Grady. Present: 6 - Mayor Joyce Sutton Cameron, Vice Mayor Barbara Staggs , Councilmember Bruce Kettelle, Councilmember Bettye Gales, Councilmember Rap Hankins and Councilmember Mary McDonald Absent: 1 - Councilmember Ron Vaughn IV. Motion to Approve the Agenda Mayor Cameron requested a Motion to approve the consent agenda. A Motion was made by Mr. Hankins and seconded by Mrs. Gales. The Motion carried by the following vote: Aye: 6- Mayor Cameron, Vice Mayor Staggs, Councilmember Kettelle, Councilmember Gales, Councilmember Hankins and Councilmember McDonald Excused: 1- Councilmember Vaughn V. Motion to Adjourn into Executive Session in accordance with the Trotwood City Charter, O.R.C. 121.22 meeting exceptions, (g) (3) to discuss pending litigation. A. 14-20 Motion to Adjourn into Executive Session in accordance with the Trotwood City Charter, O.R.C. 121.22 meeting exceptions, (G), (3) to discuss pending litigation. Attachments: NEWSRELEASE EXECUTIVE SESSION JANUARY 21, 2014.doc Mayor Cameron requested a Motion to adjourn into the Executive Session at 5:50 p.m. A Motion was made by Mr. Hankins and seconded by Mrs. Gales. the Motion carried by the following votes: Aye: 6- Mayor Cameron, Vice Mayor Staggs, Councilmember Kettelle, Councilmember Gales, Councilmember Hankins and Councilmember McDonald City of Trotwood Page 1 City Council Workshop Meeting Meeting Minutes January 21, 2014 VI. Motion to Adjourn the Executive Session and return to the Regular Workshop Meeting Mayor Cameron requested a Motion to adjourn the Executive Session and return to the workshop meeting at 6:35 p.m. A Motion was made by Vice-Mayor Staggs and seconded by Mrs. McDonald. The Motion carried by the following votes: Aye: 6- Mayor Cameron, Vice Mayor Staggs, Councilmember Kettelle, Councilmember Gales, Councilmember Hankins and Councilmember McDonald VII. Staff Reports - City Manager Michael J. Lucking VIII. Carl Daugherty, Planning & Zoning Administrator A. 14-16 ‘Highlands At Moss Creek’ Development City Manager Michael J. Lucking said item 14-16 will be postponed until a later date. IX. Patricia A. Shively, Finance Director A. 14-12 REQUEST FOR A PUBLIC HEARING TO DRAFT A BAN NOTE ORDINANCE FOR THE COSTS OF PUBLIC IMPROVEMENTS RELATED TO THE REDEVELOPMENT OF THE NEW TOWN CENTER AREA AND WATER SYSTEM IMPROVEMENTS ON UNION STREET AND WEST SUNRISE AVENUE. Finance Director Patricia Shively reported, council needs to authorize the issuance and sales of BAN Note for the cost of public improvements related to the redevelopment of New Town Center and water system improvements. This BAN dates back seven years ago. We have been paying the principal amount down to New Town Center which has decreased in 2013 $35,000.00 and in 2014 the debt principal amount of $39,000. The other $255,000.00 is for an OPWC grant for the Union Road Water line improvements on West Sherry Drive. The interest rate should be minimum of 4% not to exceed 6%. The total amount of debt is $2,066,000. Key Bank officials will be attending the next council meeting to discuss BAN in detail. We will continue to look at the bond market to see what would be best for the city at a reasonable cost. Mrs. McDonald wanted to see the history for each BAN note. Ms. Shively will provide council with this information. City of Trotwood Page 2 City Council Workshop Meeting Meeting Minutes January 21, 2014 B. 14-21 REQUEST FOR A PUBLIC HEARING TO DRAFT AN ORDINANCE ADOPTING CERTAIN WRITTEN POST-ISSUANCE COMPLIANCE PROCEDURES AND FUTURE TAX-EXEMPT OBLIGATIONS, AND DECLARING AN EMERGENCY. Finance Director Patricia Shively said this request will abide by the federal tax law that impose a number of requirements for bonds and notes a tax exemption obligations that are outstanding at the time of adoption. This procedure outlines the responsibilities of the compliance officer; records retention, continuing disclosure and IRS audits, arbitrage compliance checklist and remedial action. Our bond council advised us to do this. This will not require additional staffing. X. Barbara Brooks, Human Resources Manager A. 14-08 STAFF REPORT DISCUSSING THE UPCOMING PUBLIC HEARING REGARDING THE AMENDMENT OF ORDINANCE 1-13 GOVERNING NON-UNION EMPLOYEE WAGES. Human Resource Manager Barbara Brooks stated this ordinance will be for the adjustment of the wages for full time non-union employees and part time employess by 1% as present in our 2014 budget. this is consist with the colklective bargaining union employees. B. 14-19 STAFF REPORT DISCUSSING THE UPCOMING PUBLIC HEARING REGARDING THE AMENDMENT OF ORDINANCE 04-11 WHICH WOULD ASSIGN THE NEWLY CREATED POSITION OF OPERATIONS MANAGER TO AN APPROPRIATE PAY GRADE. Human Resource Manager Barbara Brooks said this ordinance will create a new classification for the position of Public Works Operation Manager. The vacant position of Public Works Director/Engineer became open. It was decided a Operations Manager would be more effective and efficient. The Public Works Safety Director/Deputy City Manager will provide the administrative oversight to the department, If there would be a need for engineering services it would be contracted out. We will replace the previous position held by Mr. Hines. Mr. Kettelle asked how does this effect the City Charter having directors. City Manager said with the Public Safety Director pay grade in place it would fall under this category. Mrs. McDonald wanted to know how this change will effect the budget. City Manager said we will operate within the budget, which could change if HB 5 could potentially impact our revenues for our day to day operations. XI. Carl Daugherty, Planning & Zoning Administrator City of Trotwood Page 3 City Council Workshop Meeting Meeting Minutes January 21, 2014 A. 14-17 Nuisance at Mt. Olive Church, 5501 Olive Rd. Carl Daugherty Planning and Zoning Administrator spoke about the Mt. Olive United Church of Christ located at 5501 Olive Road. This property is distressed. This property is a 24,000 sq. ft. brick masonry building with a basement on 5.5 acres located at the entrance of Westbrook Village Neighborhood. The site has been abandoned by the previous congregation leaders. There's a $65,000 tax burden from Montgomery County. No one person can be located to claim ownership. According to the corporation details, they were cancelled in 1991 as a result of the failure to continue their existence. There are numerous liens on the property based on factors such as; grass maintenance, structure damages, and lots of hazard elimination due to water filling up the basement area. The city is in the process of developing a plan to initiate demolition. All legal avenues will be explored prior to us doing so. This property could potentially go through Commons Pleas Court could take about one year or more assuming no one responds to the judgment. XII. Motion to Adjourn Workshop Mayor Cameron requested a Motion to adjourn the meeting at 7:26 p.m. A Motion was made by Vice-Mayor Staggs and seconded by Mr. Kettelle. The Motion carried with the following vote: Aye: 6- Mayor Cameron, Vice Mayor Staggs, Councilmember Kettelle, Councilmember Gales, Councilmember Hankins and Councilmember McDonald City of Trotwood Page 4