City Council Workshop Meeting

City of Trotwood 3035 Olive Road Trotwood, Ohio 45426 937-837-7771 www.trotwood.org Meeting Minutes Monday, May 19, 2014 6:00 PM 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 May 19, 2014 I. Call to Order - Mayor Joyce S. Cameron Mayor Cameron called the meeting to order at 6:00p.m. II. Pledge of Allegiance & Moment of Silence III. Roll Call: Clerk of Council Staff members present: City Manager Michael J. Lucking, Public Safety Director/Deputy City Manager Quincy E. Pope, Sr., Acting Law Director Chris Conard, Finance Director Patricia Shively, Fire Chief Steve Milliken, Planning and Development Director Carl Daugherty, Planner Jeannie Peyton, Police Captain of Administration John Porter, Human Resource Manager Barbara Brooks, Clerk of Council Sandra L. Riege. Visitors in attendance; John T. Fecke, Jay Young, Sam Collier, Anita Schmaltz, George Tyler, Tom Grady. 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 IV. Motion to Approve the Workshop Agenda Mayor Cameron requested a motion to approve the workshop agenda as submitted. 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 VIII. Introduction and Overview - Michael J. Lucking, City Manager City of Trotwood Page 1 City Council Workshop Meeting Meeting Minutes May 19, 2014 14-55 Staff Report: New Waste Hauling Contract - Patricia Shively, Finance Director Attachments: BID SUMMARY SHEET REFUSE 2014 (2).xls3.xls Rumpke Recycling.pdf Finance Director Patricia Shively explained this bidding process for the renewal of our trash hauling company due to the expiration of our current contract. Public notice advertisments were sent out for a multi-year contract for residential refuse collection service. Four bids were received: City of Dayton, Red River Waste Solution LP, Rumpke and Republic Service. The outcome tabulated resulted in Rumpke being the best bid. In the contract there is a 1% increase for the first year or .84 cents per year per resident; 3% increase the 2nd year or $3.96; and 3rd year $4.08. They will, however, provide all residents with a recycling toter fee at a reduction of $1.00 per month or for 5,800 residents their bill will drop by $12.00 per year. All residents will receive a 65 gallon recycling cart to be picked up on a weekly basis. People can also keep their 18 gallon bin toter if they wish. Mayor Cameron said Rumpke's service is fantastic from what she's observed and heard. City Manager said the city will be focusing on the need to increase the awareness of a trash recycling educational program. Rumke will accept material from both residental and commercial. In the future, we may need to look at a rate increase according to the city manager. If trash collection bills are not paid they are certified to the county tax duplicates. The city's policy is not to stop the collection of trash. Councilmember Kettelle has requested a monthly total of recyclable Rumpke collects each month from the City Manager for council to review. Council concluded, this company is the best choice and would like to move forward for its acceptance at the nexdt council meeting. 14-56 Staff Report: ODOT Resurfacing project PID #82453 on US 35 from Bricker Avenue to SR 49, within the city of Trotwood Attachments: ODOT PROJECT 82643 MAP.pdf Operations Manager Dalton Hines explained this project is for the repaving of U.S. 35 or 3,200 feet previously paved in 2007. ODOT said paving is done on a seven year cycle between Bricker Avenue to west of SR 49 within the city of Trotwood. Our share of the grant is $42,470.00 or 20% from our State Highway Fund that will need to be appropriated. Mayor Cameron would like to see a breakdown cost associated with the State Highway Fund. Pat said we receive dollars from the motor vehicle license registration's goes into street fund or 92.5% and 7.5% goes into the highway fund. This item will be added for its acceptance at the next city council meeting. City of Trotwood Page 2 City Council Workshop Meeting Meeting Minutes May 19, 2014 14-53 Staff Report: Liquor Permit Update for 6101 W. Third Street - John Porter Police Captain Attachments: Extension Liquor Permit 6101 W. 3rd Street May 2014.pdf Police Captian John Porter reported to this liquor permit is for a new owner of this site. Improvements have been made to the property with more to come once they obtain a conditional use permit from our zoning department. Various owners tranfers have been made recently. Captin Porter said it's been verified at the state level the new owner is not in any way connected to the previous owner who had some criminal activity associated with this address. He'll be adding this permit to the June 2, 2014 city council agenda for council approval. PR021-14 Presentation: Initiation of Tax Foreclosure Upon Improved Properties In Broadmoor Neighborhood - Carl Daugherty, Planning and Development Director Mr. Carl Daugherty Planning and Development Director opened the discussion about the initiation of tax foreclosurers on certain properties in the Broadmoor neighborhood. The reason behind this is to re-sell or rehabilitate abandoned homes to fulfill unpaid tax obligation or assessments. Several items to consider are to advertise in a public sale offering for 2/3 of appraised value, or acquire by the Planning Department and the Trotwood CIC. The city will be concentrate on four properties: 1 on Eppington Drive, 2 on Burman, 1 on Verdon. Several of the homes have large tax delinquencies. Councilmember Kettelle asked is it possible for us to keep some of the properties especially if they are owner/occupied. City Manager said Montgomery County Treasurer has a program for owners to work out a payment plan to pay outstanding taxes. Owners need to utilize this program. The county has gone out of their way to help citizens to maintain and keep their homes before they go into tax delinquency. City Manager said we are working through the CIC to determine what is the right policy needed to acquire this properties will be forthcoming. One suggestion would be for the CIC to hold and sell to a 3rd party purchasers the non-productive vacant properties to try and get them back into the productive reuse. CIC also just received a home fund loan from County Corp which will allow for the rehabilation of homes that take at least 4 to 6 months. City Manager said we can adjust our program according to council direction. All councilmembers agree the policy needs to be fair for everyone, whether the house is vacant or owner/occupied. We need to keep people in their homes to stablize the neighborhoods within our city. The city will keep council informed of the CIC policy & recommendation. City of Trotwood Page 3 City Council Workshop Meeting Meeting Minutes May 19, 2014 PR020-14 Presentation: Sycamore Woods Community Center, 4000 Lake Center Drive RFP Request for Proposals - Carl Daugherty, Planning & Development Director Attachments: Staff Rpt PR20-14 RFP Sycamore Woods 4000 lake Center Dr..pdf 5-19 Workshop-community center rfp.doc Planning and Development Director Carl Daugherty informed city council of the need to advertise an (RFP) Request for Proposal for 4000 Lake Center Drive former Trotwood Community Center which will lead to the potential sale of this building. We will advertise and circulate the RFP to the news media, public & real estate brokers. The building is in need of repair on this 2.25 acres parcel of land located in the Sycamore Woods Subdivision for this 13,400 square foot non-performing city building. City Manager said this RFP will assit us to attract a potential buyer. The price of the facility is negotiable, based upon the compatability of the proposed use with community, level of reinvestment, and employment base it may draw. Council agrees there may be some challenges to resell the building, but it's worth the try. 14-51 Staff Report: 2014 Natural Hazard Mitigation Plan Update - Steve Milliken, Fire Chief Attachments: 2014 MITIGATION EXECUTIVE SUMMARY_MONT CTY.pdf Mitigation Plan Sample Resolution 2014 Montgomery County Natural Hazard Mitigation Plan Mitigation Plan, 2003 Resolution 03-98 Fire Chief Milliken indicated the city needs to adopt this outdated 2006 Mitigation Plan for the City of Trotwood. This latest edition was developed for all communities within the county by the Montgomery County Office of Emergency Management to be reviewed or revised every 5-years with the 28 member multi-jursdictional committee. The city is required by law to keep this plan on file. If we do not adopt, the city will not be elegible for FEMA funding should there be a natural disaster. This document is a designed plan to improve to reduce the risk, damage of life and property for everyone. This item will be brought before city council at the June 2nd meeting for final adoption. City Council acknowledged to move forward. 14-40 Staff Report: Travel Policy Revisions Discussion - City Council Attachments: TRAVEL POLICY PACKET REVISED MAY 19, 2014.pdf City Manager Lucking said some text changes were made to the elected officials travel policy. Councilmember Vaughn would like to add one more change to Section IV, item D. "within the annual travel budget allocation." Council all agreed. XIII. Motion to Adjourn Mayor Cameron requested a Motion to adjourn the meeting at 7:44 p.m. City of Trotwood Page 4 City Council Workshop Meeting Meeting Minutes May 19, 2014 Aye: 7- Mayor Cameron, Vice Mayor Staggs, Councilmember Kettelle, Councilmember Gales, Councilmember Hankins, Councilmember Vaughn and Councilmember McDonald City of Trotwood Page 5