City Council Workshop Meeting

City of Trotwood 3035 Olive Road Trotwood, Ohio 45426 937-837-7771 www.trotwood.org Meeting Minutes Tuesday, November 11, 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 11, 2014 I. Call to Order - Mayor Joyce S. Cameron Mayor Cameron called the meeting to order at 5:30 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 E. Pope, Police Captain John Porter, Public Works Operations Manager Dalton Hines, Finance Director Patricia Shively, Human Resource Manager Stephanie Kellum, Interium Planning and Zoning Administrator Jeannie Peyton, Fire Chief Steve Milliken and Clerk of Council Sandra L. Riege. IV. Motion to Approve the Budget Workshop Agenda Mayor Cameron requested a motion to approve the Budget Workshop agenda. A motion was made by mr. Hankins and seconded by Mrs. Gales to approve as submitted. 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 V. Motion to Open the Budget Workshop Mayor Cameron requested a motion to approve open the budget workshop meeting. 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 A. 14-127 2015 Budget Introduction & Overview - Michael J. Lucking, City Manager This Staff Report was read and filed at the previous meeting on Monday, December 10, 2014. City of Trotwood Page 1 City Council Workshop Meeting Meeting Minutes November 11, 2014 B. 14-128 Summary of Accounts/Revenues - Finance Director Patricia Shively Attachments: 14-128 SUMMARY ACCTS_REVENUES 2015 BUDGET.pdf Finance Director Pat Shively said most of the finance budget centers are static with little change to the operations with the exception of the water & supply metering and sewer budget. We pay the city of Dayton for water and sewer. Increases are factored in for a 5 year model to help with the debt service and for the future projects with monies set aside for anticipated increases from the city of dayton and our projects. Utility billing budget center - professional services, slight increase for bank fees. Printing & Advertising - utility billing statements costs over 10,000 per year. Income tax - employees personnel costs now shows 2 part time employees. Other Contracted Services - increased for software services contracts. Refunds - reduced by $15,000.00. Law budget - no change. Prosecutor and public defender costs is also factored in this center, bond council perdiocally, and magistrate for red light camera hearings. Fleet insurance - no change. Non Departmental - claims and judgments and property taxes. I.T. Services - contract for outside service instead of in-house and our web site contract. Minor equipment - is reduced to zero, no new computers will be purchased. Debt Services transfers and advances - paying debt. One BAN covers both Salem Mall & Water Line Service was not turned into permanent financing. We will roll the BAN over and take a look at this again in 2017. The BAN for the Salem Mall we are paying down $35,0000 of this debt per year. No transfers or advances planned for next year. Full time staffing for all departments is 90. C. 14-129 Police Department - Public Safety Director/Deputy City Manager Quincy E. Pope, Sr. This Staff Report was read and filed at the previous meeting on Monday, December 10, 2014. D. 14-130 Fire Department - Chief Steve Milliken This Staff Report was read and filed at the previous meeting on Monday, December 10, 2014. E. 14-131 Public Works Department - Dalton Hines, Operations Manager This Staff Report was read and filed at the previous meeting on Monday, December 10, 2014. F. 14-132 Finance/Income Tax Departments - Patricia Shively, Finance Director Attachments: 14-132 FINANCE UTILITY INCOME TAX 2015 PRESTN.pdf Finance Director Patricia Shively said the request for an updated software costing $19,000 upgrade is past due. It will not be included in the budget for 2015. This is for future use of online tax filing which is still in the testing stage. Once released, the cost adjustment will be forthcoming to appropriate later in 2015. City of Trotwood Page 2 City Council Workshop Meeting Meeting Minutes November 11, 2014 G. 14-133 Human Resources Department - Stephanie Kellum, Manager Human Resources Stephanie Kellum reported her budget center for 2015 is $129,280.00. Projected reduction is $9.750.00. Changes or adjustments to the following line items - salaries and wages, benefits, unemployment and workers compensation, and services and supplies. H. 14-134 Planning & Zoning Department - Jeannie Peyton, Interim P&Z Administrator Interim Planning and Zoning Administrator Jeannie Payteon said this department will update the Comprehensive Use Plan in 2015. Some other ongoing projects are: NIP demolition, property maintenance survey's, support of housing and community and economic development projects, manage vacant nuisance properties that include board ups and demolition. MVRPC will be utilized if needed. Mr. Vaughn asked with the overall reduction of the unfilled position how does this effect us; it's $60,000.00 reduction. Grant funding will continue for future projects. I. 14-135 Parks & Recreation Department - Quincy E. Pope, Sr., PSD/DCM Public Safety Director/Deputy City Manager Quincy E. Pope, Sr. reported this budget center shows services and supplies is at $58,550. No capital outlay is projected. Total is $91,850.00. No money is allocated for the UTS/YMCA/Municipal pool; is scheduled to close. Attendance is at a downward trend or a 22% drop in Trotwood residents using the pool. A feasiblilty study was done, it showed outdoor pools are not being utilized as much as they should and historically the revenues have dropped in Trotwood and throughout the region. Trotwood Madison City School has indoor pool that could be utilized in 2016. Mr. Kettelle pointed out in our Strategic Plan one of the goals is to provide recreation as an attraction that we need to consider especially in the summer months. Programs are needed 7 days a week for the young and old. Mayor Cameron asked whether we can adjust the contract for 2015 with UTS and YMCA. City Manager said we'll review the 2015 contract in March 2015 to make a decision. Council agreed we should not just walk away from the operation of this pool. City Manager said we look at different models at the February 2015 workshop for council to decide. J. 14-136 Mayor and Council Office - Sandy Riege, Municipal Clerk Clerk of Council Sandy Riege reported the total reduction is $8,660.00 due to software upfront cost no longer required. Minor adjustments to line items for communication & postage, contracted services, offices supplies, operational materials, printing and advertising show expenses of $81,350.00. Travel for city council will remain the same at $31,000.00 with no increases. K. 14-137 City Manager’s Department - Michael J. Lucking, City Manager City Manager Lucking said he reduced his budget by $6,500.00. Adjustments were made in the following line items: professional and consulting services, maintenance of equipment & facilities, printing and advertising, offices supplies, minor equipment, office furnishings and other contracted services. Strategic Inititatives remains the same. City of Trotwood Page 3 City Council Workshop Meeting Meeting Minutes November 11, 2014 L. 14-138 Economic Development/Trotwood Community Improvement Corporation (TCIC) - Norm Essman, Executive Director City Manager presented this budget. Trotwood Community Improvement Corporation - total estimated revenue for 2015 is $383,180 or 40%. Expenditures $229,350.00. investment in fixed assets for houses under construction $135,000 with projected revenues in excess of expenditures $18,830 representing a 12% return. This program goal is to sell and rehabilitate and sell 20 houses target neighborhoods. Retail development - work with owners to develop node areas. Work on industrial and distribution development for our 300 acres of industrial zoned land. City Council said, due to all the legislative changes coming down from the State of Ohio, we need to understand what services we can offer and what adjustments need to be made. City Manager agreed, he will be able to define our priorities within the next 24 months. We'll review of best practices the region, look at our professional services, leases and report back to council. In summary, the 2015 budget is balanced to be presented at the December 1, 2014 meeting for councils final approval. $40,000.00 will be added back for the municipal pool expenses to keep it running for another year was city council final request. Motion to Adjourn Workshop Mayor Cameron requested a motion to close the budget workshop meeting at 7:15 p.m. A motion was made by Mr. Hankins and seconded by Mr. Vaughn. 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