City Council Workshop Meeting

City of Trotwood 3035 Olive Road Trotwood, Ohio 45426 937-837-7771 www.trotwood.org Meeting Minutes Tuesday, January 20, 2015 6:30 PM Special and 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 January 20, 2015 I. Call to Order - Mayor Joyce S. Cameron Vice- Mayor Barbara Staggs opened the meeting at 6:30 p.m. II. Pledge of Allegience and Moment of Silence III. Roll Call - Clerk of Council Present: 6 - Vice Mayor Barbara Staggs , Councilmember Bruce Kettelle, Councilmember Bettye Gales, Councilmember Rap Hankins, Councilmember Ron Vaughn and Councilmember Mary McDonald Absent: 1 - Mayor Joyce Sutton Cameron Staff members in attendance - Public Safety Director/Deputy City Manager Quincy E. Pope, Sr., Law Director Amy Blankenship, Police Captain John Porter, Fire Chief Steve Milliken, Public Works Operations Manager Dalton Hines, Planning and Zoning Administrator Jeannie Peyton, Parks & Recreation Program Manager Shawn Tucker, Human Resource Manager Stephanie Kellum, Finance Director Patricia Shively and Clerk of Council Sandra L. Riege. Visitors in attendance - Allison Binkley representing Squire Patton Boggs LLP, Boyd Hastings, and Jay Young from DP&L. IV. Motion to Approve the Special and Workshop Meeting Agenda Vice Mayor Staggs requested a motion to approve the Special & Workshop meeting agenda. A motion was made by Mr. Hankins and seconded by Mrs. Gales for approval. Roll call resulted in the following votes: Aye: 6- Vice Mayor Staggs, Councilmember Kettelle, Councilmember Gales, Councilmember Hankins, Councilmember Vaughn and Councilmember McDonald V. Motion to Open the Public Hearing and Special Meeting Vice Mayor Staggs requested a motion to open the Public Hearing and Special meeting. A motion was made by Mr. kettelle and seconded by Mr. Vaughn. Roll call resulted in the following vote: Aye: 6- Vice Mayor Staggs, Councilmember Kettelle, Councilmember Gales, Councilmember Hankins, Councilmember Vaughn and Councilmember McDonald VI. Visitors and Communications: Mayor will recognize those who have completed the sign-in sheet prior to the meeting. Come to the microphone, give your name and address with your comments on the Public Hearing portion of this business meeting. There were no visitors requesting to speak. City of Trotwood Page 1 City Council Workshop Meeting Meeting Minutes January 20, 2015 A. OR3-15 AN ORDINANCE PROVIDING FOR THE ISSUANCE AND SALE OF NOTES, IN ANTICIPATION OF THE ISSUANCE ON BONDS, TO PAY COSTS OF (1) CONSTRUCTING PUBLIC IMPROVEMENTS RELATED TO THE REDEVELOPMENT OF THE NEW TOWN CENTER AREA AND (II) IMPROVING THE WATER SYSTEM BY CONSTRUCTING AND RECONSTRUCTING WATER LINES ON UNION STREET AND WEST SUNRISE AVENUE, EACH TOGETHER WITH ALL NECESSARY APPURTENANCES. Attachments: Note Ordinance 3-15.doc Fiscal Officer's Certificate.pdf PUBLIC NOTICE ORD 3-15.pdf NEWS RELEASE WORKSHOP_ SPECIAL MEETING TUES_JAN 20, 2015.pdf ORD 3-15 Public Hearing Notice Jan 20, 2015 Special mtg..pdf The Clerk read the caption. Public Safety Director/Deputy City Manager Quincy Pope explained this ordinance is to provide for the issuance of the BAN bond Anticipation Note in the amount of $2,052,000 for costs related to the redevelopment of the New Town Center and water line improvements to the water utility in the vicinity of Union Road and West Sunrise Avenue. The current BAN is set to mature on March 9, 2015. New financing needs to be in place prior to the March 9, 2015 expiration. Bond counsel Allison Binkley and Finance Director Patricia Shively are present to discuss the particulars. Ms. Shively said we are paying down the principal amount on the BAN for several years. The original BAN for the New Town Center was issued in 2004 about 1.75 million and and added the water line in the amount of $255,000.00 in 2012. The total BAN principal amount we've paid down last year is $35,000.00. The existing note balance due from last year has been paid down primarily on the New Town Center totaling $2,086,000.00; water line balance was $4,000.00. An above market rate is decided upon based on the amortization schedule, and most likely the interest rate will be at 6%. Vice Mayor Staggs requested a motion to approve OR3-15. A motion was made by Mr. Hankins and seconded by Mr. Kettelle to approve OR3-15 as submitted. Roll call resulted in the following votes: Aye: 6- Vice Mayor Staggs, Councilmember Kettelle, Councilmember Gales, Councilmember Hankins, Councilmember Vaughn and Councilmember McDonald VIII. Motion to Adjourn Special Meeting Vice Mayor Staggs requested a motion to adjourn the special meeting. A motion was made by Mrs. McDonald and seconded by Mrs. Gales to adjourn the special meeting. Roll call resulted in the following votes: IX. Motion to Open the Workshop Meeting Vice Mayor Staggs requested a motion to open the workshop portion of this meeting. A motion was amde by Mrs. Gales and seconded by Mr. Hankins. roll call resulted in the following vote: City of Trotwood Page 2 City Council Workshop Meeting Meeting Minutes January 20, 2015 A. PR005-15 Montgomery County Radio Migration Attachments: Council Presentation 1-2015.pptx Police Captain John Porter reported on the regional dispatch digital system being upgraded county wide according to the new state regulations for all safety services; police, fire, public works and others using radio communications. City of Dayton 800 radio communication system & Montgomery County Radio Migration System is coming to the end of its life. Upgrades are required by the FCC to be P25 National Standard. Bids were sent out from the county committee for everyone in the region to have at least a 95% strong radio reception. The MARCS system will be implemented state wide for all jurisdictions to communicate among themselves for all city government's public service entities to utilize. Ten tower locations will be installed. Site development for 30 motorola channels are also in the system. Formation of a Council of Government (COG) committee will oversee radio system operations along with the Montgomery County Sheriff's office. They will have rolls & responsibilities to include: By-Laws, contract, manage the budget, make policies and procedures, and invite representatives from each jurisdiction to attend their meetings. Repairs to the radios will be done locally. Building the system will take 12-18 months. In the agreement with our jurisdiction will pay a $20.00 month per radio to Montgomery County during the credit period. It will cost us less than $100.00 per radio to do our reprogramming. The fire department is working on a grant for the reprogramming of their units that were purchased 6 years ago to save on cost. In 2016-2018 the production of their current radios will be obsolete, so they have purchased new six to eight units per year to stay ahead of the upgrade. B. PR009-15 An Ordinance amendment to Codified Section 505.08, entitled “Nuisance Conditions Prohibited and add new section entitled “Pet Waste and Nuisance Conditions Prohibited”. Attachments: OR2-15 PET SOLID WASTE DISPOSAL SECTION 505.08.pdf Quincy E. Pope the Public Safety Director/Deputy City Manager, is recommending to to add new language to Section 505.08 to establish requirement for the proper disposal of pet solid waste in the city and to add penalties for failure to comply. The new language will help council to address nuisance conditions pertaining to animals and fowl. Under the penalty section for this offence is considered a minor misdemeanor to those in violation. The courts may sentence violator to a financial sanction or combination thereof. Proposed sanctions are: 1) Fine $150.00 for a minor misdemeanor; and 2) reimbursement of costs of sanctions. Mr. Kettelle would like clarity on item (d). Does the odors generated pertain to the agriculture community? Law Director Amy Blankenship said she'll do some research and make a recommendation. City of Trotwood Page 3 City Council Workshop Meeting Meeting Minutes January 20, 2015 C. PR006-15 Resurfacing State Route 49 Connecter, PID 93203 Attachments: ODOT Project - PID 93203 ODOT PID #93203 & 93204 Resurfacing Project Public Works Feb 17, 2015 Workshop.pdf Dalton Hines, Public Works Operations Manager reported on the resurfacing Ohio Department of Transportation ODOT project #PID93203 for the Salem Avenue to the CSX Rail Bridge or 2.49 miles. The initial ODOT program was initially slated for re-paving with a cost of over 4 million, but ODOT reassessment was reduced to a crack sealing program with minor depth repairs at the intersections will take place. ODOT we will be doing crack sealing at an estimated/projected cost of $249,600.00. The City will be responsible for 20% or $49,920.00 from our Permissive Use Tax Refund dollars. The internal schedule is slated for 2018. Deadline for this submittal to ODOT is March 6, 2015. City Council would like to see a projected budget for the projects coming out of the permissive use tax fund for the next several years. Quincy will get this information for our next workshop meeting. Over the years the States cost sharing funds to us for maintenance to the connector as dropped to about 50% so we are must maintian the rest. Mr. Kettelle suggested we could lobby the state legislators to change the cost sharing policy for some of these ODOT highway maintenance costs. Costs continue to rise for city's to maintain that really can't afford to do so. Mr. Hankins suggested that council attend the next First Tier Suburbs meeting where the county engineer could give some insight to his suggestion. D. PR007-15 Resurfacing State Route 49 Connector, PID 93204 Attachments: ODOT Project - PID 93204 ODOT PID #93203 & 93204 Resurfacing Project Public Works Feb 17, 2015 Workshop.pdf Dalton Hines the Public Works Operations Manager reported on the resurfacing Ohio Department of Transportation ODOT project #PID#93204 for crack sealing for the area located on West Third Street to City limits (1.08 miles). ODOT estimated cost is $156,000.00; our cost $31,200.00 out of the Permissive Use Tax fund. Scheduled repairs are slated for 2018. After repairs are made, an analysis will continue to determine if additional repairs to the pavement. Deadline for ODOT resolution submittal from us is March 6, 2015. City of Trotwood Page 4 City Council Workshop Meeting Meeting Minutes January 20, 2015 E. PR008-15 Management agreement between The United Theological Seminary, YMCA of Greater Dayton, and The City of Trotwood Parks & Recreation Attachments: UTS POOL PRESENTATION AGREEMENT 2015.pdf Res. No. R15-6, Pool Agreement Shawn Tucker the Parks & Recreation Program Manager spoke about the 2015 swimming pool agreement for the upcoming season. The United Theological Seminary (UTS) , YMCA of Greater Dayton and the City of Trotwood have this management agreement for operations of the community pool. The facilities are furnished by UTS, the YMCA is in charged of the overall operations and the City will also provide $40,000.00 for the operations. The contact states UTS & YMCA accepts full responsibility for the operation of the pool at their cost and expense, shall maintain the pool and provide service to all capital equipment. this includes items such a spool repairs, pump repairs, and other system and mechanical repairs. Pricing for 2015 will remain the same as 2014. Pool hours are from 12 am to 6pm seven (7) days a week. Non- public hours, in the morning and evening , will be available for swimming lessons, exercise programs, swim parties for rent, for youth and seniors at reduced costs if you are a citizen of Trotwood. The rate this year: 1) Season Pass for residents, YMCA members, UTS students & Sisters of the Precious Blood - family $100.00, 2) Non- residents - Season pass for family $150.00, 3) Daily rates $18.00 per day, youth and senior $6.00 adults, youth $4.00 per day. Mr. Kettelle asked about the attendance and how does this relate to the revenue. Quincy Pope said we will increase our marketing of the pool and seek out more partnerships. Mrs. McDonald would like to see breakdown of the revenues and our partnerships from 2014 for all of council to see. City of Trotwood Page 5 City Council Workshop Meeting Meeting Minutes January 20, 2015 F. PR004-15 Policy discussion regarding the transfer of vacant right-of-way and the conveyance of surplus municipal-owned land. Attachments: Surplus City-Owned Land 1-20-15 (PDF) Quincy Pope spoke to council about the policy discussion council needs to have regarding transferring of vacant right-of-way and the conveyance of surplus municipal-owned land that has no meaningful use for the city. We need to define general policy terms for the City administration to follow upon sale of land. It needs to be appraised or we get fair market value. Administration recommends the City incurs no cost for sales transition(s), legal fees, title fees or any other associated closing costs. If we choose to market surplus land not necessary for municipal purposes, we would engage a real estate market professional and pay 50% of the associated brokerage costs. In the majority of situations the City would sell the unimproved land. To market the land generally would consist of; land holdings suitable for agriculture, strips of land reserved for potential future right-of-way, or residential parcels primarily acquired at the time of the merger with Madison Township. Right now we have two know situations requiring the sale of land - 2 acres of city owned right-of-way; and 1 parcel in the vicinity of Snyder Road that would be utilized for agricultural purposes are ready for us to implement this policy. Mr. Kettelle thought in the past the city had an inventory of vacant land that may need updated. He suggested a use a model policy as a staring point and maybe there's a model policy already in place. Mr. Pope will check with staff for confirmation and do more research to get guidelines for the policy. Council agrees we need to see some sample policies for council to decide. Mr. Pope will report back to council in the next couple of weeks with this information. Mrs. McDonald said some people who have a proven history of taking care of own and abutting vacant parcel should be added into the policy to include a credit for the years they have done so. Suggestion to have our Property Appeals Board approve these decisions instead of coming before City Council. Over the next couple of weeks council will send their recommendations of best practices to Mr. Pope so he can provide five sample policies for Council continue this dialogue at another workshop. All council agrees, a policy needs to be in place for this surplus of land which is addressed in our Strategic Plan. XI. Motion to Adjourn Vice-Mayor Staggs requested a motion to adjourn the meeting. Mr. Kettle made the motion to adjourn the meeting at 7:30 pm and it was seconded by Mrs. McDonald. Roll call resulted in the following vote: Aye: 6- Vice Mayor Staggs, Councilmember Kettelle, Councilmember Gales, Councilmember Hankins, Councilmember Vaughn and Councilmember McDonald City of Trotwood Page 6