City Council Workshop Meeting

City of Trotwood 3035 Olive Road Trotwood, Ohio 45426 937-837-7771 www.trotwood.org Meeting Minutes Tuesday, February 17, 2015 6:30 PM Workshop and Special 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 February 17, 2015 I. Call to Order - Mayor Joyce S. Cameron Mayor Cameron called the meeting to order at 6:30 pm. II. Pledge of Allegiance and Moment of Silence Mayor Cameron lead the Pledge of Allegiance with the 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, Sr., Fire Chief Steve Milliken, Police Captain John Porter, Public Works Acting Operations Manager Johnny McCluskey, Planning and Zoning Administrator Jeannie Peyton and Sandra L. Riege, Clerk of Council. Visitors present: Cynthia Monie, Jay Young, Lauana Curington and Jay Young. A. 15-21 New Release - City Council Workshop & Special meeting has been rescheduled to Tuesday, February 17, 2015 Attachments: NEWS RELEASE WORKSHOP_SPECIAL MTG 2-17-15.pdf This Staff Report was read and filed IV. Motion to Approve the Workshop and Special Meeting Agenda Mayor Cameron requested a motion to approve the workshop and special meeting agenda. 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 V. Motion to Open the Workshop Meeting A motion was made by Mrs. McDonald and seconded by Mr. Hankins to open the workshop meeting. 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 1 City Council Workshop Meeting Meeting Minutes February 17, 2015 A. PR013-15 Presentation to Council regarding the America’s Best Communities grant application being prepared on behalf of the Trotwood Community Improvement Corporation (CIC) and the City of Trotwood. Attachments: Presentation to Council 2-17-15 (PDF) City Manager Michael J. Lucking introduced Michael Herrlein of Michael Herrlein & Associates to explain this national grant proposal. This grant is being sponsored by Frontier Communications, Dish Network, CoBank and Adopt-A-Community all aimed at smaller communities with its purpose to offer some seed money and financial rewards to revitalize their communities. He's a consultant working with the city to work out strategy for this competition for this grant. Trotwood stands to benefit if approved. Three or four hundred cities may compete. Frontier believes that Trotwood can benefit in the communities they serve, so its in our best interest to application for this grant to use the funding if awarded. The grant submittal date is on or before March 25, 2015. Finalists will be selected in April 2015 starting with 50 quarter finalists that could receive seed money of $35,000 to help develop revitalization plan. Fifteen (15) semi-finalists will be selected for the first round on January 13, 2016; then eight (8) finalists selected on April 15, 2016 could receive $100,000 to implement the plan. After that three (3) winners will be selected on April 26, 2017 for 3rd place to receive $1 million; 2nd place receive $2 million; and 1st place will receive $3 million. The criteria for this grant is based on opportunities and challenges facing the community, our unique assets, current and future development initiatives along with our clear vision. An application team of 16 members consists of a wide range of people throughout the community. Their one goal is to get into the competition to become a quarter finalist. If we get this award we must raise $15,000.00 of our own matching funds to develop a community revitalization plan and then move on to the next round of submittal. Our Strategic Plan is already in place will help our application. City manager explained, government municipalities are not the applicant. The criteria for the grant requires a non-profit agency, such as, Community Improvement Corporation (CIC), Chamber of Commerce or any other non-profit entity. The $15,000.00 match would come from the C.I.C. budget. Mr. Hankins would like to see some of the $15,000.00 to be raised from multiple sources if possible. Council can go the America Best Cities on-line to obtain more information. City of Trotwood Page 2 City Council Workshop Meeting Meeting Minutes February 17, 2015 B. PR012-15 Re-Chassis and Upgrades to Ambulances Attachments: Medic rechassis.pdf.pptx 2015medicrechassis1.pdf Fire Chief Steve Milliken presented his proposal for a medic re-chassis from the State of Ohio Department of Administrative Services bidding schedule. He reported the department received $98,000.00 FEMA grant for purchase of EMS Rescue tools that includes a $9,000.00 match funding. They also received $37,000.00 from the Bureau of Workmen's Compensation for three power stretchers. They would like to replace two aging medic unit's in need of repair and purchase new chassis from Burgess Hearse & Ambulance located in Loundonville, Ohio. The old 2006 unit has 14,096 miles and 2007 unit has 106,410 miles. The appraised value of the old units are depreciating in value and are becoming costly to repair. The replacement cost for a new medic would be at least $160,000.00. They would like to re-chassis the units that would cost $94,303 with a savings of $65,697.00 per unit. Two new Chevrolet Bare Chassis' with added upgrades will make the unit's ready for service. Ninety (90) day delivery time. Funding has been appropriated in the 2015 capital improvement budget. Striping and lettering will be wrapped with vinyl decals to match the image of the Fire Department staff and Police vehicles. The total upgrades will cost $22,276.00. Lifetime of each unit 7-8 years. VI. Motion to Close the Workshop Meeting Mayor Cameron requested a motion to close the workshop meeting. A motion was made by Vice-Mayor Staggs 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 VII. Motion to Open the Special Meeting Mayor Cameron requested a motion to open the special meeting. A motion was made by Mrs. Gales 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 Roll Call: Clerk of Council City of Trotwood Page 3 City Council Workshop Meeting Meeting Minutes February 17, 2015 C. 15-20 MOTION FOR THE LAW DIRECTOR TO DRAFT ORDINANCE AS AN EMERGENCY TO GRANT THE TRANSFER OF 0.22 ACRES OF RIGHT OF WAY AND TEMPORARY EASEMENT OF 0.002 ACRES TO THE MONTGOMERY COUNTY BOARD OF COMMISIONERS, AS BEING PART OF A 1.381 ACRE TRACT OF LAND, FOR THE BROADWAY STREET BRIDGE OVER WOLF CREEK REPLACEMENT PROJECT, #MOT-CR125-3.47, PID #93378, PARCEL #H33-00410-0001 IN THE CITY OF TROTWOOD. Attachments: ODOT Broadway Bridge Replmt Land Donation PID93378.pdf The Clerk read the caption. City Manager explained this is a motion for the law director to draft an ordinance as an emergency to transfer of right -of-way land and temporary easement as being part of the Broadway Street Bridge project. Quincy Pope said this project is to ensure the safety of this failing bridge between Broadway and Main Street and supports our Strategic Plan for the city to maintain our existing infrastructure. This action does not impact the city's budget. Bridge demolition/construction is scheduled to begin after the Iams Festival in the fall of 2015 and carry through the summer of 2016 or about 270 estimate days. Detours will be located north and south as well as the recreational pathway. With this acceptance of land donation, it will be the final step prior to the award of the construction company. This donation ensures maintenance access for Montgomery County as the bridge will mimic the existing footprint. The water mainline upgrade will come later and not affect the bridge at this time. Montgomery County deadline for this submittal is March 6, 2015 is the reason for this emergency. No further discussion by council. Mayor Cameron requested a motion to approve this Motion File Number 15-20 as submitted. A motion was made by Mr. Kettelle 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 D. 15-19 Motion to adjourn into an Executive Session in accordance with the Trotwood City Charter, Section 3-8, O.R.C. 121.22, Section (G) (1) personnel related matter. Mayor Cameron request a motion to close the workshop meeting and adjourn into an Executive Session at 7:25 pm. A motion was made by Mr. Vaughn 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 VIII. Motion to Adjourn the Executive Session and Special Meeting. Mayor Cameron called for a motion to adjourn the Executive Session and the Special meeting. A motion was made at 8:50 pm by Mrs. Gales and seconded by Mr. Kettelle. Roll Call resulted in the following vote: City of Trotwood Page 4