City Council Workshop Meeting

City of Trotwood 3035 Olive Road Trotwood, Ohio 45426 937-837-7771 www.trotwood.org Meeting Minutes Monday, June 16, 2014 6:30 PM SPECIAL & WORKSHOP 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 June 16, 2014 I. Call to Order - Mayor Joyce S. Cameron Mayor Cameron called the meeting to order at 6:30 p.m. II. Pledge of Allegiance and 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 and Visitors Present: Staff members present: City Manager Michael J. Lucking, Public Safety Director/Deputy City Manager Quincy e. Pope, Sr., Law Director Stephen McHugh, Finance Director Patricia A. Shively, Police Captain of Operations Eric Wilson, Fire Chief Steve Milliken, Human Resource Manager Barbara Brooks, Jeannie Peyton, Planner I, and Sandra L. Riege, Clerk of Council. Visitors present: Brent Ball, Rumpke representative, George Tyler, Jay Young, DP&L representative, Joseph McDonald, John Fecke, and Tom Grady. IV. Motion to Approve the Special and Workshop Meeting Agenda Mayor Cameron requested a motion to approve the meeting agenda. A motion was made by Mr. Hankins and seconded by Vice-Mayor Staggs. Roll call resulted in the following vote: Aye: 7 - Mayor Cameron, Vice Mayor Staggs, Councilmember Kettelle, Councilmember Gales, Councilmember Hankins, Councilmember Vaughn and Councilmember McDonald Aye: 7- Mayor Cameron, Vice Mayor Staggs, Councilmember Kettelle, Councilmember Gales, Councilmember Hankins, Councilmember Vaughn and Councilmember McDonald V. Motion to Open the Special Meeting Mayor Cameron requested a motion to approve open the Special meeting. A motion was made by Mrs. McDonald and seconded by Mr. Hankins. Roll Call resulted in the following vote: Aye: 7 - Mayor Cameron, Vice Mayor Staggs, Councilmember Kettelle, Councilmember Gales, Councilmember Hankins, Councilmember Vaughn and Councilmember McDonald Aye: 7- Mayor Cameron, Vice Mayor Staggs, Councilmember Kettelle, Councilmember Gales, Councilmember Hankins, Councilmember Vaughn and Councilmember McDonald City of Trotwood Page 1 City Council Workshop Meeting Meeting Minutes June 16, 2014 VI. Motion to Approve the Consent Agenda Mayor Camneron requested a motion to approve the consent agenda. A motion was made by Mrs. Gales and seconded by Mr. Vaughn to approve. roll call resulted in the following vote: Aye: 7 - Mayor Cameron, Vice Mayor Staggs, Councilmember Kettelle, Councilmember Gales, Councilmember Hankins, Councilmember Vaughn and Councilmember McDonald Aye: 7- Mayor Cameron, Vice Mayor Staggs, Councilmember Kettelle, Councilmember Gales, Councilmember Hankins, Councilmember Vaughn and Councilmember McDonald A. R14-41 A RESOLUTION BY THE CITY OF TROTWOOD COUNCIL AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH RUMPKE FOR RESIDENTIAL WASTE HAULING SERVICES. Attachments: Res.14-41 Rumpke three year contract 2014_2017 6-16-14 C.C..pdf RUMPKE TRASH BID TAB JUNE 2, 2014.pdf Rumpke Contract July 1, 2014.pdf NEWS RELEASE WORKSHOP_ SPECIAL MEETING MONDAY JUNE 16_2014.pdf The Clerk read the caption. City Manager Lucking said, after a formal bid process that took place, the city would like to enter into a new three (3) year contract agreement along with a one (1) year renewal with Rumkpe of Ohio, Inc. The new contract will allow each resident to receive a 65 gallon recycling container at no cost, which replaced the 18 gallon container currently used. If someone requests to keep the 18 gallon container that would be an option. The rental cost of our trash toter will go down by 1/3. Some increase in trash rates will be increased by 1% the first year or .07/resident/month. The 2nd and 3rd year rate will increase by 3% or $.33 and $.34. For the 5,800 residents their bill will drop by $12.00/year. Recycling information is located on the top of the toters shows the public what is permitted or not. Mr. Vaughn has suggested the city add language to our ordinances referencing the abuse of other outsiders going through resident's recyclable trash cans without their knowledge during trash pickup days. City Manager review this inquiry with the Law Director and Public Safety Director. B. 14-71 A MOTION TO SCHEDULE A PUBLIC HEARING TO DRAFT LEGISLATION TO AMEND ORDINANCE 05-14, ANNUAL RE-APPROPRIATIONS 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. City of Trotwood Page 2 City Council Workshop Meeting Meeting Minutes June 16, 2014 VII. Motion to Adjourn Special Meeting Mayor Cameron requested a motion to adjourn the the Special meeting. A motion was made by Mr. Vaughn and seconded by Mrs. Gales. Roll call resulted in the following vote: Aye: 7- Mayor Cameron, Vice Mayor Staggs, Councilmember Kettelle, Councilmember Gales, Councilmember Hankins, Councilmember Vaughn and Councilmember McDonald VIII. Call to Order Workshop Meeting - Mayor Cameron Mayor Cameron called the Workshop meeting to order at 6:45 p.m. 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 IX. Roll Call - Clerk of Council This was approved Aye: 7 - Mayor Cameron, Vice Mayor Staggs, Councilmember Kettelle, Councilmember Gales, Councilmember Hankins, Councilmember Vaughn and Councilmember McDonald Aye: 7- Mayor Cameron, Vice Mayor Staggs, Councilmember Kettelle, Councilmember Gales, Councilmember Hankins, Councilmember Vaughn and Councilmember McDonald X. Motion to Open the Workshop Meeting Mayor Cameron requested a motion to open the workshop meeting at 6:45 p.m.. A motion was made by Mr. Vaughn and seconded by Mrs. Gales. roll call resulted in the following vote; XI. Presentations and Recognitions - City Manager Michael J. Lucking A. PR027-14 COUNCIL RECOGNITION OF RETIREMENT OF BATTALION CHEIF WILLIAM HOOVER - FIRE DEPARTMENT Mr. Steve Milliken, Fire Chief introduced Battalion Chief Bill Hoover who will be retiring from our Trotwood Fire/Rescue Department after 36 years of service and Miami Valley Fire Service. Congratulations to Mr. Hoover for all your years of outstanding public service. City of Trotwood Page 3 City Council Workshop Meeting Meeting Minutes June 16, 2014 B. 14-73 REQUEST COUNCIL REVIEW OF OHIO DEPARTMENT OF LIQUOR CONTROL NEW APPLICATION OF C1 & C2 PERMIT CLASS FOR KEOWEE FUEL SERVICES LLC, DBA OM OIL, 2898 OLIVE ROAD TROTWOOD, OHIO 45426 - Permit # 45941500015 - POLICE DEPARTMENT This liquor permit was discussed at a previous workshop meeting for a new C1 (beer only for carryout) and C2 (wine & mixed beverages for carryout) submitted by Keowee Fuel Services LLC DBA OM Oil located at 2898 Olive Road (former Swifty gas station) Trotwood, Ohio 45426. Mr. Vaughn inquired if this would be an over saturation of permits within the city. Police Cheif stated they always take this into consideration based on several criteria and the Police Division found no significant reason for a hearing at this time. The area is property zoned accdording to the city code. C. 14-70 PRESENTATION AND DISCUSSION - INTERNET AUCTION SITE CALLED PROPERTYROOM.COM FOR UTILIZATION OF SELLING ABANDONED PROPERTY FROM THE PROPERTY ROOM AND CITY SURPLUS - POLICE DEPARTMENT Attachments: 2012 Service Agreement.pdf Police Captain of Administration John Porter reported the Police division would like to use a internet auction site called propertyroom.com for the utilization of selling abandoned property from their property room along with other absolute city surplus equipment/items. Research was done on other internet sites and this seems to be the best overall with good reviews and outcomes. D. PR023-14 2014 OPWC GRANT FUNDING IN OLDE TOWN WATERMAIN IMPROVEMENTS, PHASE 1A AND SANITARY SEWER LINE REPLACEMENT IN WOLF CREEK FROM EAST MAIN STREET & BROADWAY AVENUE - PUBLIC WORKS DEPARTMENT Attachments: Public Works Grant Presentation to Council 6 4 14.pptx Mr. Dalton Hines, Public Works Manager spoke about the OPWC grants resubmittal from previous year's for our deteriorating water and sanitary lines. This submission is for the Olde Town Water Main Replacement 1A Grant for the improvement of the water flow along Trotwood Blvd. and Union Road to adjacent areas. Total project $760,964 - 75% is OPWC share ($570,723) and the city 25% share ($190,241). The matching funds would be paid from the water distribution maintenance budget fund. The second submittal is for the sanitary sewer replacement of 1,945 feet of line on East Main Street and Broadway Avenue; and to construct new 1,427' of new line along the south bank of Wolf Creek to eliminate sanitary sewer crossing of Wolf Creek & Main Street which is old. The grant request is for $515,983.45, city share would be $171,994.49 if approved, for a total contstruction cost of $687,977.94. The competition for all yearly OPWC grants is very competitive and for us based on a 20% match. Water and sewer funds are classified as Enterprise Funds and must be used only for infrastructure. City of Trotwood Page 4 City Council Workshop Meeting Meeting Minutes June 16, 2014 E. PR024-14 WOLF CREEK PIKE ROADWAY/PATHWAY CONTRACT MODIFICATION - PUBLIC WORKS DEPARTMENT Attachments: Grant Presentation - Wolfcreek Roadway_pathway_LJB Contract Modification 6 13 14.pptx WOLF CREEK PIKE_PATHWAY MODIFICATN_PID88223-JUNE 16, 2014 WORKSHOP C.C.MTG.pdf Dalton Hines said this project is called the Wolf Creek Pike project from St. Rt. 49 south to Little Richamond Road and Wolf Creek for a connection to the regional bike path. This project came before us in 2009 and was delayed until this time due to design pathway on the west side of the roadway crossing two streets. It is much safer to utilize the East side of the roadway which takes less public right-of-way. This Stage One (1) Contract Modification is for an engineering submittal completed by Lockwood, Jones & Beals. It's part of a regional project with City of Dayton and Trotwood to connect the Rail Trail that now ends at St. Rt. 49. The Miami Valley Regional Planning Commission's regional long term goal will allow us to eventually connect the bikeway from the Industrial Park to the Rail Trail possibly in the 2018. The reason for this contract modification is due to escalated engineering costs over the years. $246,469.00 is budgeted from our permissive use tax monies obtained from previous years. The proposed schedule would be for the year's 2014, 2015 & 2016. Stage Two (2) submittal is due in 2015. There is a possibility to obtain some other funding for our 20%, but that is not known at this time. There will be no curb and gutter on this pathway reducing some of the cost, but a swale will be installed for the drainage of stormwater. F. PR029-14 RENEWAL OF LEVY - FIVE (5) YEAR, TWO (2) MIL FIRE CAPITAL IMPROVEMENT PROVIDING AND MAINTAINING FIRE APPARATUS, APPLIANCES, BUILDINGS OR SITES - FIRE DEPARTMENT Attachments: Capital improvement.pptx Fire Chief Steve Milliken presented a Five (5 ) year plan for a 2 mil Capital Improvements Levy Renewal that will provide revenue of $455,116 per year. With the monies generated the Fire Department will be able to purchase the following equipment: ambulance replacement for all equipment having over 100,000 + miles; some radio microphone upgrades are now obsolete; fire apparatus replacement; technical rescue equipment such as rope, underground confined space and water rescue; staff vehicle replacement's; and continual facilities upgrade/repairs to existing building's. The cost to the home owners for this renewal is zero change. If this would be fclassified as a 'replacement' levy it would cost the citizens about 13% more, hence the reason for this 'renewal' request. City of Trotwood Page 5 City Council Workshop Meeting Meeting Minutes June 16, 2014 G. PR030-14 RENEWAL OF TWO (2) MIL LEVY FOR AMBULANCE AND EMERGENCY MEDICAL SERVICES - FIRE & RESCUE Attachments: History of Actual Revenue EMS.pptx Steve Milliken Fire Chief said this EMS Renewal 2 mil levy for the next 5 years has remained the same (passed in 1998) operating on the same monies since then. The number of calls have increased to over 3,000 calls for assistance this year. The collections over the years are $451,00.00. This fund has paid for itself only for the EMS services. H. PR026-14 PUBLIC WORKS LEVY RENEWALS / REPLACEMENTS - 2014 Attachments: REVISED PUBLIC WORKS ROAD LEVIES GRANT Presentation - Levies 6 10 14.pdf PUBLIC WORKS ROAD LEVY RESIDENTIAL COST 6-16-14.pdf 10 YEAR PAVING PROGRAM 6-16-14 C.C. Mtg.pdf NEWS RELEASE SPECIAL WORKSHOP MEETING JUNE 23, 2014.pdf City Manager is suggesting we postpone this presentation since it's lengthy and the hour is late. Mayor Cameron made a motion to table this presentation and it was seconded by Rap Hankins to postpone until next Monday June 23, 2014 at 5:30 p.m. Roll Call resulted in the following vote: Aye: 7- Mayor Cameron, Vice Mayor Staggs, Councilmember Kettelle, Councilmember Gales, Councilmember Hankins, Councilmember Vaughn and Councilmember McDonald XII. Motion to Adjourn Mayor Cameron requested a motion to adjourn the meeting at 8:37 p.m. A motion was made by Mr. Kettelle and seconded by Mr. Hankins. Roll call resulted in the following votes: City of Trotwood Page 6