City Council Workshop Meeting

City of Trotwood 3035 Olive Road Trotwood, Ohio 45426 937-837-7771 www.trotwood.org Meeting Minutes Monday, November 10, 2014 5:30 PM Madison Park Pavilion, 301 S. Broadway, Trotwood 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 November 10, 2014 Call to Order - Mayor Joyce S. Cameron Mayor Cameron called the meeting to order at 5:30 p.m. Pledge of Allegiance & Moment of Silence Mayor Cameron lead the Please of Allegiance with a moment of silence 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 E. Pope, Sr. Fire Chief Steve Milliken, Finance Director Patricia Shively, Public Works Operations Manager Dalton Hines, Human Resource Manager Stephanie Kellum, Interim Planning and Zoning Administrator Jeannie Peyton, Police Captain John Porter, and Clerk of Council Sandra L. Riege. Motion to Approve the Budget Workshop Agenda Mayor Cameron requests a motion on this item. A motion was made by Hankins, seconded by Staggs, 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 Motion to Open the Budget Workshop Mayor Cameron requests a motion on this item. A motion was made by Hankins, seconded by Staggs to 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 City of Trotwood Page 1 City Council Workshop Meeting Meeting Minutes November 10, 2014 A. 14-127 2015 Budget Introduction & Overview - Michael J. Lucking, City Manager City Manager Lucking reported the 2015 operating budget will mirror the 2014 with a few exceptions. General fund expenditures for 2015 are $7,966,468 or a decreased of 4.1% from 2014. General fund revenues are expected to be $8,007,080 or $270,730 less than 2014. General fund expenditures total $7,966,468 and represent a decrease of 4.1% or $368,793 from the 2014 budget that does not include any advance or transfer to other funds. Changes are as follows: 1) no funding for the UTS swimming pool, 2) Unfilled personnel positions - Public Works Superintendent and Planning & Development and Recreation Specialist, 3) personnel cost include a 2% lump sum payment to all employees in lieu of a 2% wage increase, 4) health insurance premiums costs will be increased by 10%, 5) there will be a 11% depreciation of real estate values, as determined by the Montgomery County Auditor's Property Valuation with an negative impact of $561,000.00 for 2015. County Treasurer office reported we have 430 parcels of residential and commercial properties in excess of $10,000.00 delinquent (or $8.1M - our share is $770,000). It's our hope these properties will increase in value over time. 6) Local government funds have stabilized with expected $10,000.00 from this source, 7) Income tax revenue to remain static, and 8) Collection from the Sycreon will reduce the collections by $100,000.00. The annual operating budget totals is $22,498,103.00. Within this budget amount $2,111,483.00 is for the rollover of the Bond anticipation Note (BAN). The four funds utilizing tax dollars for the daily ongoing services is $13,935,900.00. A total of $175,000 is requested for capital outlay and $346,000 is capital projects. Debt services total of $16,441,122 consists of $14,350,442 in long-term bonded debt and $2,090,680 one year anticipation notes. B. 14-128 Summary of Accounts/Revenues - Finance Director Patricia Shively Attachments: 14-128 SUMMARY ACCTS_REVENUES 2015 BUDGET.pdf Finance Director Patricia Shively Reported the projected water supply, metering and sewer treatment budget centers has increases built in to pay for the current and future debt associated with capital projects related to the water/sewer lines to cover for the rate increases from the city of Dayton. The personnel cost budget's are $9,500,000 for full time staffing for all department's. Income Tax upgrade to their software has been eliminated. Bank fees were increased and reoccuring software service contracts fees. Law budget - no change. Capital items such as web site and I.T. needs we're doing in house Paying for one BAN covers the Salem Mall & water system is not permanent financing now. Our plan is to stay with BAN and roll over in 2017. A portion of the Salem Mall debt is paying down $35,000 on transfers or advances for next year. City of Trotwood Page 2 City Council Workshop Meeting Meeting Minutes November 10, 2014 C. 14-129 Police Department - Public Safety Director/Deputy City Manager Quincy E. Pope, Sr. Police Captain John Porter reported on the Police Department budget. The overall budget is $4,52,342. Reductions have been made in the following budget centers: 1) Administration - Travel, training, and small tools has been reduced by $8,700.00 from the general fund. 2) Patrol - travel & training and small tolls reduced by $34,900.00 from general fund. 3) Detectives- travel & training and small tools reduced by $6,400.00 from general fund. 4) Criminal apprehensive - capital expenditures reduced by $57,6500 from three vehicles to one. 5) Drug law Enforcement - $10,370.00, 6) DUI Enforcement & Education $500.00 reduced consulting services, 7) Communication $391,292 regional dispatch fixed cost and 8) Red Light enforcement $115,110. D. 14-130 Fire Department - Chief Steve Milliken Fire Chief Steve Milliken reported on the Fire/Rescue budget. 1) Fire budget - estimated sources are $3,505.530 vs. $3,069,633 for an ending balance estimated $615,501 or $436,897 increase. 2) EMS/Rescue budget - estimated sources $1,682,500 vs uses $11,671,140 for an ending estimated balance of $341,328 or $11,360 increase. To maintain the level of services the staffing levels will change to reduce overtime costs to a 48/96 hour starting on January 10th as a six month trial. Plans to rechassis two of the medic vehicle units at estimated cost of $94,000 each is half the price of a new one. No transfers of funds for two consecutive years Fire Department from the general fund. No transfers for four consecutive years for the EMSRescue from general fund. EMS runs totals this year is 6,000. They use soft billing to collect for these runs with an approximate 30% collection rate due to the uninsured. All communities have issues with collections and all do the soft billing. E. 14-131 Public Works Department - Dalton Hines, Operations Manager Dalton Hines, Public Works Operations Manager reported the highlights of his budget has been reduced by 16% from 2014. Public Works budget centers consists of: Parks maintenance, cemeteries, mowing and weed removal, public works administration budget (will be reduced with the suspension of one position), building and grounds, fleet maintenance, street maintenance, state high maintenance, motor vehicle license tax, permissive use tax, water distribution maintenance, sewer collection maintenance and storm water operations. Some of the engineering costs have been reduced by utilizing in-house resources. 140 tons of asphalt has been used this year. The plan is to continue the trend for 2015 sharing a large scale paver with the city of Clayton to help reduce costs. Stormwater fund revenues will be used for repairs on catch basins, water lines, sewer lines and more. Maintenance of the fleet is done in-house for all the used equipment. More hours are now spent working on the city sewer lines vs. water lines. Finance Director said the budgets are static for 2015 with the exception of water supply & metering and the sewer treatment budget centers. Each of these centers has increases built in to pay for the current and future debt associated with the capital projects. Mr. Kettelle asked how much cost is allocated to Parks & Recreation - .9% per Ms. Shively. This year we used temporary help listed in 'other contracted services' line item not as a personnel cost. City of Trotwood Page 3 City Council Workshop Meeting Meeting Minutes November 10, 2014 F. 14-132 Finance/Income Tax Departments - Patricia Shively, Finance Director Attachments: 14-132 FINANCE UTILITY INCOME TAX 2015 PRESTN.pdf This Staff Report was read and filed at the Tuesday, December 11, 2014 meeting. G. 14-133 Human Resources Department - Stephanie Kellum, Manager This Staff Report was read and filed at the Tuesday, December 11, 2014 meeting. H. 14-134 Planning & Zoning Department - Jeannie Peyton, Interim P&Z Administrator This Staff Report was read and filed at the Tuesday, December 11, 2014 meeting. I. 14-135 Parks & Recreation Department - Quincy E. Pope, Sr., PSD/DCM This Staff Report was read and filed at the Tuesday, December 11, 2014 meeting. J. 14-136 Mayor and Council Office - Sandy Riege, Municipal Clerk This Staff Report was read and filed at the Tuesday, December 11, 2014 meeting. K. 14-137 City Manager’s Department - Michael J. Lucking, City Manager This Staff Report was read and filed at the Tuesday, December 11, 2014 meeting. L. 14-138 Economic Development/Trotwood Community Improvement Corporation (TCIC) - Norm Essman, Executive Director This Staff Report was read and filed at the Tuesday, December 11, 2014 meeting. Motion to Adjourn Workshop City Manager said the hour is late and we're not done with the rest of the department's, therefore, he would like to resume the budget meeting to tomorrow Tuesday, November 11th at 5:30 p.m. Mayor Cameron requested a motion to adjourn the meeting at 7:37 p.m. Vice-Mayor Staggs made the motion to adjourn and it was 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 City of Trotwood Page 4