City Council Workshop Meeting

City of Trotwood 3035 Olive Road Trotwood, Ohio 45426 937-837-7771 www.trotwood.org Meeting Minutes Monday, March 17, 2014 6:00 PM Workshop and Special Meeting 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 March 17, 2014 I. Call to Order - Mayor Joyce S. Cameron Mayor Cameron called the meeting to order at 6:00 p.m. II. Pledge of Allegiance & Moment of Silence III. Roll Call: Clerk of Council Present: 7 - Mayor Joyce Sutton Cameron, Vice Mayor Barbara Staggs , Councilmember Bruce Kettelle, Councilmember Bettye Gales, Councilmember Rap Hankins, Councilmember Ron Vaughn and Councilmember Mary McDonald Staff members present: City Manager Michael J. Lucking, Public Safety Director/Deputy City Manager Quincy Pope, Law Director Stephen McHugh, Fire Department Battalion Chief Brandon Barnett, Planning & Zoning Administrator Carl Daugherty, Finance Director Patricia Shively, Planner 1 Jeannie Peyton, Human Resource Manager Barbara Brooks, Public Works Operation Manager Dalton Hines, and Clerk of Council Sandra L. Riege. Visitors present: John T. Fecke, Hugo diggs, Dan Schultz, Jay Young DP&L representative, Marie Battle, Janice Chinn, Mr. MdDonald. IV. Motion to Approve the Workshop and Special Meeting Agenda Mayor Cameron requested a motion to approve the workshop and special meeting. A motion was made by Mr. Hankins and seconded by Mrs. Gales. roll call resulted in: Aye: 7- Mayor Cameron, Vice Mayor Staggs, Councilmember Kettelle, Councilmember Gales, Councilmember Hankins, Councilmember Vaughn and Councilmember McDonald V. Motion to Open Workshop Meeting Mayor Cameron requests a motion to open the Workshop Meeting at 6:45. A motion was made by Councilmember McDonald, seconded by Councilmember Hankins, that this be approved. The motion carried by the following vote: Aye: 7- Mayor Cameron, Vice Mayor Staggs, Councilmember Kettelle, Councilmember Gales, Councilmember Hankins, Councilmember Vaughn and Councilmember McDonald VI. Introduction Staff Reports - Michael J. Lucking, City Manager City of Trotwood Page 1 City Council Workshop Meeting Meeting Minutes March 17, 2014 A. PR006-14 New Website Design Proposal and Presentation by Frank Mocerino, Regional Sales Manager with CivicPlus - Capt. John Porter City Manager Lucking introduced Police Captain John Porter to discuss the need for a new city web site. Our current site is old and needs updated. A survey circulated and returned with numerous suggestions on how we can make it more user friendly. A company by the name of CivicPlus will be presenting samples of other clients website they've designed. Mr. Frank Mocerino explained they are a growing comnpany with over 2,000 customers accross the nation specifically for Egovernment users. Some of the features they are proud of are; 1) navagation must be simple, 2) high security, 3) have a place for citiznes to place comments, 4) citizens can also report complaints and the inforamtion can be addressed and sent to the proper department for a responce, and 5) most of all we can add any feature to the design that we think will be useful to us. They will host the site with city administrators inputting the information. Ms. McDonald wanted to know why we decided to go with this company? John said two companies responded and an analysis was done comparing each feature and CivicPlus came on top based on the citizen engagement, clairy and overall use. A contract will be forthcoming at the next council meeting in April with a fiscal impact amounting to $25,000 for 2014, $41,000 for 2015 and 2016. If we need more modules added to the site the dollar amount would change. B. PR008-14 Property Grass Cutting Management and Associated Grass Capital Expense - Dalton Hines Public Works Operations Manager Public Works Operation Manager Dalton Hines reported the property grass management along with some equipment purchases will now be controlled by Public Works Department. His employees and six new seasonal personnel will be involved in this program. A new database has also been developed to track all properties for the frequency of cutting all associated with all the documentation to create invoices to those properties. Each property will be on a rotation of 2.5 week basis which should help eliminate overgrown properties as well as dumping incidents. Our city trucks, trailers and trimming equipment will be used to make this possible. In order for them to implement this program three (3) additional mowers will be purchased through the capital equipment fund at a cost of $24,041.27 for use cutting the city right of ways, governmental facilities, cemeteries and parks. Also, six (6) more mowers will be purchased utilizing a municipal lease program at a cost of $42,765.87 for five (5) years at a cost of $9,073.21 yearly. Typically, mowers last around seven (7) years. Crews mowing signs will be posted when the process begins for the safety of everyone. The grass has to be 8 inches or more before the mowers will be sent out. City of Trotwood Page 2 City Council Workshop Meeting Meeting Minutes March 17, 2014 C. PR007-14 Strategic Plan 2013 Year End Update - Quincy E. Pope, Public Safety Director/Deputy City Manager Attachments: PR007-14 FINAL STRATEGIC PLAN UPDATE.pdf City Manager Lucking introduced Public Safety Director/Deputy City Manager Quincy E. Pope who updated council on the Strategic Plan initiatives. In 2012 our Strategic Plan was established to provide a clear roadmap for current and long term needs for our city. Three task force groups began to address the community image and perception issues under these categories for clear objective for major priorities - Financial Stability Economic Investment, Cross Communication/Regional Outreach, and Community Image. The three major strategies related to marketing Trotwood were: 1) Create a communication strategy to combat the negative press currently being disseminated to the public, 2) Create a partnership between the schools and community to combat the low school ratings, and 3) Create job opportunities in order to bring more people into our city. In November 2013, a survey was sent out to gauge the community perception and thoughts about our neighborhood and volunteerism. We also engaged the faith-based community and expanded our collaboration with business professionals. From this process, city staff, Trotwood Ministerium and members from the community will be participating in a neighborhood transformation training session in the month of April 2014. Under each of the major strategic properties are clear objectives and action items to implement within the next 18 months for the short term and five year for the long term. Finance Director Patricia Shively reported on the Financial Stability/Economic Development. She reported in June 2013 Council took a proactive approach and approved water and sewer rate increase to begin buidling reserves to pay for future financing of utility line repairs and replacements. The rate increases are set to for the first of each year 2014, 2015, 2016 and 2017. After 2017 the rates will be reevaulated. The rates will be allocated to maintain operations, to adjust for the city of Dayton annual increases. Carl Daugherty reported on the Housing & Neighborhood Initiatives. His department did an evaluation of 8500-9000 housing stock with the assistance of 2 part time code enforcement officers to obtain code violations relating to the all properties not in compliance with the zoning code along with the bank owned properties. Last week, the Miami Valley Fair Housing Program was awarded $500,000 targeted for properties earmarked for down payment assistance, emergency repairs and home improvements for the city of Dayton, city of Trotwood, Harrison Township and Jefferson Township. Under the Neighborhood Inititave Program (NIP) and the Montgomery County Land Bank a total of 600 potential structures may be torn down about 400 in the City of Dayton, 165 in the City of Trotwood, 40 in Harrison Township and others. The total settlement dollars has numerous agencies involved handling the distribution of this program. As of 2009 the city has demolished 140 residential structures under the NSP American Recovery Act, CDGB program, Moving Ohio Forward Program, and others. A total of 15 commercial structures were demolished. Some residential properties targeted for Trotwood are; Drexel/Crown Point - 45, Olde Town- 16, Townview - 64, Salem Village - 30. Mr. Vaughn would like to report on some of the C.I.C. activities at our next meeting. Mr. Hankins reported the NLC will be having a free webinar addressing foreclosurers. Ms. McDonald would like to council to visit some of City of Trotwood Page 3 City Council Workshop Meeting Meeting Minutes March 17, 2014 the demolition sites as a group. City Manager said properties are always evaulated prior to any property being demolished or schedule for rehabilation. Public Works Operation Manager Dalton Hines reported on his inititatives are: 1) prioritize capital projects and limited city resources, 2) improve city entryway with uniform signage, 3) improve community image, 4) work on critical infrastructure projects such as, water, sewer and paving; and 5) upgrade our existing parks. His department will utilize in house labor and temporary employees. One area they will focus on is litter control. The plan is for more frequent pick-ups on a monthly basis and engage citizens to volunteer to increase our public relations addressing the need for better litter control. Some paving will take place throughout the city to fix the potholes in the residential and rural roadways, and in parks with the goal to pave up to 2 miles yearly with our new paver we purchased. Water & sewer lines will be replaced with grant sought after for large scale replacement. Currently, they are looking at the Mario Drive area for sanitary and Trotwood Blvd for water repairs on a smaller scale. The parks and recreational areas they will focus on are; John Wolfe Park - construct a walking path, information board, a water feature for children, add a amphiteatre and potential for solar hydro energy. Madison Park - repaving the pathway, remodeling the pavilion to a conference center. North Broadway Park/Madison Park - mixed use pathway to connect the two parks, mostly paving, possible restroom facilities, with some improvements on Main Street. Parks & Recreation Department - Brenda Blauser outlined this deparment's activities. Community engagement and partnerships events were numerous throughout the year 2013 with agencies such as Miami Valley Recreation Activities Council, TMHS ROTC, Phillips Temple, Trotwood Rotary Club, Five Rivers Metro Park, YMCA and many more. The Trotwood Parks Board & Foundation will have more activities and be involved with planning and developing our events. The Adopt-A -Roadway and Adopt-a-Park Program will do monthly litter clean up with the assistance of our Public Works Department. Anti-littering enforcement efforts throughout Trotwood will be increased. Fire Department/Data Driven Improvements - Brandon Barnett stated, their department is presently working on their accreditation process developing policy & procedures. Data is now being collected in the national data bank to provide comparisons with other agencies throughout the United States. Part of the data being collected would include; 1) maintenance tracking on apparatus, 2) in station dashboard allows for analysis of response districts to create a more timely calls to service, 3) work with the county regional dispatch center, create mobile data terminals in the vehicles, 4) hydrant location mapping for 1,500. Ms,. McDonald asked what is the cost to be with the regional dispatch? Mr. Pope stated it will be based on our usage. City Manager said the radio communication upgrade for first responders will be state wide will be brought up to date for all emergency communications as communcation lines go digital. This would be on a tier 2 system, $7 million dollars will be spread throughout the region to those utilizing the system due to the cost building the infrastructure. We'll have to pay based on a formula which could cost us about $70,000 in debt services to participate. This is at the advisory level right now, should know sometime in April the anticipated cost. Police Department Data Driven Improvements - Police Captain John Porter City of Trotwood Page 4 City Council Workshop Meeting Meeting Minutes March 17, 2014 reported they are working on crime reports to implement and update the data drives to assist the agency in deployment of manpower needs in the city. The accreditation cycle is coming up requiring us to access our department policies and procedures in critical areas such as, reducing liability, training vehicle operations, digital radio upgrades to meet the FCC requirements, intergrated MDT & in-car camera systems, implementation of IT Administrator and system overhaul, consolidation of server network to reduce redundancy, and upgrade the city computers to meet the microsoft non-support of Windows XP april 2014 deadline. D. 14-39 2014 First Quarter Reappropriation Report - Patricia Shively, Finance Director Finance Director Patricia Shively reported, this is our first amendment to the annual appropriations for 2014. Several changes will include; 1) contract for the YMCA programming $22,000.00, new website design $25,000, OPWC water line loan payments, adjustments for the 2014 mowing, overtime for snow removal,, water and sewer line capital projects on Stubbs Drive & Wolf Creek Pike. The changes are not due to new appropriations, but simply moving money from one line item to another. E. 14-40 Staff Report: Travel Policy Revisions Discussion - City Council Attachments: TRAVEL POLICY PACKET REVISED MAY 19, 2014.pdf Mayor Cameron said this item will be removed from this agenda and asked for a motion to table. A motion was made by Mrs. McDonald and seconded by Mr. Hankins to table. Roll call resulted in: Aye: 7- Mayor Cameron, Vice Mayor Staggs, Councilmember Kettelle, Councilmember Gales, Councilmember Hankins, Councilmember Vaughn and Councilmember McDonald VII. Motion to Adjourn Workshop Meeting Mayor Cameron requested a motion to adjourn the workshop meeting at 8:30 p.m. A motion was made by Mrs. Gales and seconded by Mr. Hankins to adjourn. Roll call resulted in: Aye: 7- Mayor Cameron, Vice Mayor Staggs, Councilmember Kettelle, Councilmember Gales, Councilmember Hankins, Councilmember Vaughn and Councilmember McDonald VIII. Motion to Open Special Meeting Mayor Cameron requested a motion to open the Special Meeting at 8:30 p.m. A motion was made by Mrs. Gales and seconded by Mrs. McDonald. Roll call resulted in: City of Trotwood Page 5 City Council Workshop Meeting Meeting Minutes March 17, 2014 F. 14-44 A MOTION TO SCHEDULE A PUBLIC HEARING TO DRAFT LEGISLATION TO AMEND ORDINANCE 14-13, THE ANNUAL REAPPROPRIATION FOR THE CITY OF TROTWOOD, AND AUTHORIZING ADJUSTMENT OF VARIOUS EXPENDITURES OF THE CITY OF TROTWOOD, STATE OF OHIO FOR THE FISCAL YEAR BEGINNING JANUARY 1, 2014 THROUGH DECEMBER 31, 2014. Attachments: NEWS RELEASE WORKSHOP & SPECIAL MTG 3-17-14.pdf Mayor Cameron requested a motion to schedule a public hearing to draft legislation to amend Ordinance 14-13 annual reappropriation for expenditures for fiscal year 2014. A motion was made by Mr. Kettelle and seconded by Vice-Mayor Staggs. Roll call resulted in: Aye: 7- Mayor Cameron, Vice Mayor Staggs, Councilmember Kettelle, Councilmember Gales, Councilmember Hankins, Councilmember Vaughn and Councilmember McDonald IX. Resolutions G. R14-11 A RESOLUTION AUTHORIZING THE CITY MANAGER TO PURCHASE NINE (9) NEW MOWERS AT STATE CONTRACT PRICING IN THE AMOUNT NOT TO EXCEED $66,807.14 Attachments: R14-11Res auth purchase of 9 mowers (00673078@xA06A8).pdf JOHN DEERE EQUIPMENT PURCHASE MAR 13, 2014.pdf The Clerk read the caption. City Manager Lucking said this agreement is with Boone's Power Equipment for the purchase of nine (9) mowers to be used for public purposes. The purchase price is $66,807.14 in accordance with the State of Ohio Star contracting pricing. Three of the nine mowers will be purchased outright at a total cost of $24,041.27 to be used for the city owned properties and public right-of ways. The other six (6) mowers will be used for the purpose of maintaining vacant properties at a cost of $42,765.87. All at a 4% for the five (5) year lease purchase agreement. All mowers have a life expectancy of seven (7) years. Mayor Cameron requested a motion to to approve Resolution R14-11. A motion was made by Mrs. McDonald and seconded by Mr. Vaughn. Roll call resulted in: City of Trotwood Page 6 City Council Workshop Meeting Meeting Minutes March 17, 2014 H. R14-9 A RESOLUTION BY THE TROTWOOD CITY COUNCIL AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH THE JOHN DEERE COMPANY FOR A FIVE (5) YEAR LEASE/PURCHASE IN THE AMOUNT OF $42,765.87 FOR THE LEASE OF NINE (9) COMMERCIAL MOWERS FROM BOONE’S POWER EQUIPMENT, INC., FOR USE BY THE PUBLIC WORKS DEPARTMENT WITHIN THE CITY OF TROTWOOD, OHIO, UNDER CERTAIN TERMS AND CONDITIONS. Attachments: R-14-9 Resolution auth CM to enter into agmt wtih John Deere Financial (00673011@xA06A8) (2).pdf John Deere muni lease blank.pdf The Clerk read the caption. City Manager said this Resolution is for the five (5) year lease/purchase agreement with the John Deere Company for the six (6) mowers to be used on the vacant properties to be used by the Public Works Department. Mayor Cameron requested a motion to approve this Resolution R14-9. A motion was made by Vice-Mayor Staggs and seconded by Mr. Hankins. Roll call resulted in: Aye: 7- Mayor Cameron, Vice Mayor Staggs, Councilmember Kettelle, Councilmember Gales, Councilmember Hankins, Councilmember Vaughn and Councilmember McDonald I. R14-10 A RESOLUTION BY THE COUNCIL OF THE CITY OF TROTWOOD, OHIO, AUTHORIZING THE CITY MANAGER TO REVISE AND RESTATE THE AGREEMENT WITH THE YOUNG MEN’S CHRISTIAN ASSOCIATION OF GREATER DAYTON (“YMCA”) TO CONTRACT WITH AND PROVIDE PARKS AND RECREATION PROGRAMMING FOR THE CITY OF TROTWOOD UNDER THE DIVISION OF PARKS AND RECREATION. Attachments: Resolution R14-10 YMCA PARK AND RECREATION PROGRAMMING MARCH 17, 2014 AGRMT.pdf The Clerk read the caption. City Manager said this agreement is with the YMCA for the purpose of providing recreation and leisure services for the City of Trotwood outsourcing the Parks and Recreation function at a cost of $40,000.00 for the year 2014, $42,000 for 2015, and $44,000 for 2016. With this agreement it will further enhance the programming and recreational services for the city. We have a 120 day termination clause should we decide to terminate this arrangement. Mayor Cameron requested a motion to approve this Resolution R14-10. A motion was made by Mr. Vaughn and seconded by Mr. Kettelle to approve. Roll Call resulted in: X. Motion to Close the Special Meeting and Adjourn. Mayor Cameron requested a motion to adjourn the special meeting at 8:59 p.m. A motion was made by Vice-Mayor Staggs and seconded by Mr. Vaughn. Roll call resulted in: Aye: 7- Mayor Cameron, Vice Mayor Staggs, Councilmember Kettelle, Councilmember Gales, Councilmember Hankins, Councilmember Vaughn and Councilmember McDonald City of Trotwood Page 7 City Council Workshop Meeting Meeting Minutes March 17, 2014 City of Trotwood Page 8