City Council Workshop Meeting

City of Trotwood 3035 Olive Road Trotwood, Ohio 45426 937-837-7771 www.trotwood.org Meeting Minutes Monday, May 18, 2015 6:30 PM 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 May 18, 2015 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 Slience III. Roll Call - Clerk of Council Present: 6 - Mayor Joyce Sutton Cameron, Vice Mayor Barbara Staggs , Councilmember Bruce Kettelle, Councilmember Bettye Gales, Councilmember Ron Vaughn and Councilmember Mary McDonald Absent: 1 - Councilmember Rap Hankins Staff members in attendance: Michael J. Lucking, City Manager, Quincy E. Pope, Public Safety director/Deputy City Manager, Law Director Stephen McHugh, Fire Chief Steve Milliken, Police Captain John Porter, Planning and Zoning Adminsitrator Jeannie Peyton, Human Resource Manager Stephanie Kellum, and Sandra Riege, Clerk of Council. Visitors in attendance: Sharon Howard, Brent Ball from Rumpke, Martha Clark, Janet Foote, Ralph Iman, Rober & Hope Kelley, Tamiko Troutman, John Fecke, Jay young, Octavia Clay, Mattie Clay, Dawn Wojcik, and Tom Grady IV. Motion to Approve the Workshop Agenda Mayor Cameron requesdted a motion to approve the agenda. A motion was made by Mrs. Gales and seconded by Mrs. McDonaldto approve agenda as submitted. Roll call resulted in the folowing vote: V. Presentations - City Manager Lucking PR027-15 Trotwood Recycle Pledge Program - Brent Ball representing Rumpke Waste & Recycling Attachments: Rumpke Recycling Program May 18-2015.pdf Rumpke Recycling Program 5-18-15 C.C. Mtg..pdf City Manager introduced Mr. Brent Ball representing Rumpke Waste & Recycling Services. They have a new incentive program to boost curbside recycling participation in our community. Rumke will create an online pledge drive to generate support for this program and will select five (5) households that have signed up for the program. In return for the recycling efforts, Rumkpe will recognize families at the council meeting to present them with a complementary gift card at a local restaurant. Presently, Trotwood residents about 22% residents use the recycling carts they provide. Other program perks are: free advertising in our newsletter, measurable results, recycling growth, community outreach and education, recognition for current recyclers, and incentives for new recyclers. City of Trotwood Page 1 City Council Workshop Meeting Meeting Minutes May 18, 2015 PR024-15 Public Relations Update City Manager introduced Sharon Howard Public Relations Consultant to update council on our current public relations efforts. We need to be brand ambassadors to get Trotwood's message out telling the good stories to balance the negative images being displayed by mainstream media. With all the social media devices available it allows easy access for everyone to help. If the mainstream media will not support us, we have to do so ourselves. Events of importance that may be newsworthy are always needed to tell our story. Timeliness is critical when posting items to the social network whether it be on Facebook or Twitter. Promoting our city is easy to use for i.e. public events, emergency alerts & weather updates, community buidling, economic development and informing those to utilize our city web site. Sharon is asking for those using facebook to spread the word directing people to look at our city facebook page as we presently have 730 followers to date and would like to see more. Bruce Kettelle asked if we could put the council agenda on the Trotwood Facebook page. PR025-15 New “Branded “Community-Wide Signage at City Gateways and Entrances Attachments: New Signate Brand Community Wide Signage 2015.pdf Public Safety Director/Deputy City Manager Quincy E. Pope, Sr. presented an overview of our "Community Wide Signage Branding Plan" which is considerably outdated. As addressed in our Strategic Plan, this will be a viable investment with the goal to upgrade our community appearance along the roadways. For a year and a half the Sign Committee identified twenty-one (21) gateway and/or entry points that needed to be replaced or upgraded. With the assistance of a professional sign designer the final designs are presented tonight. The results from the committee suggested we keep the mounting framework that exists at our Government Building and on Main Street . Various sign designs were presented with slight differences to identify the rural, urban and neighborhood areas. We also need to consider the signage along our right-of-ways will be have to be adjusted to eliminate any blockage line of sight of traffic. Cost for Option 1 - new signage mounted framework & construction for a each 36" x 48" sign; $3,351.00. Projected schedule to mount all 21 signs throughout the city would be $23,457.00 per year. Starting in the spring of 2016, 2017, and 2018 could accomplish this goal. Cost for Option 2 - allows to scale back the sign base to help reduce the cost. Over a three year period $11,844,00 per year is feasible for the installation of seven (7) sign per year or $11,844.00. Council needs to determine what they would like to do and consider the long term investment. This topic is a current budgeted item and will be discussed during the 2016 budget cycle. City of Trotwood Page 2 City Council Workshop Meeting Meeting Minutes May 18, 2015 PR026-15 Update for Pending Appropriation Amendments Finance Director Patricia Shively reported on the existing appropriations adjustments for this quarter. General Fund - move $50,000 from personnel line item down to Services and supplies to cover the mowers we hired through employment agencies - zero impact to the general fund. Permissive Use Fund - add $76,000 to cover the contract for the Wolf Creek Pike contract for this multi-year contract - balance in account after reduction $200,000.00. Increase appropriation - Street Fund of $20,000.00 for additional street repair's. Asphalt purchase is needed for some the street repair project's. New appropriation to the Fire Improvement Fund - $5,991.00 is needed to use for updates to some of the older fire facilities for capital improvement that is needed. Most of the upgrades will be done by fire staff. Total impact to the appropriations is an increade of $101,991.00. PR028-15 Trotwood Public Meeting Rules of Conduct Overview Attachments: RULES FOR PUBLIC MEETING.pdf Police Captain John Porter presented a draft policy for citizen conduct at the public meetings to give council options they may want to consider when attending public meeting's. Examples from various cities were taken into consideration in the presentation. He pointed out, action could be taken according to the State's Statute as the law exists now under O.R.C. Code 2917.12 "Disturbing a Lawful Meeting " and ORC 2917.11 "Disorderly Conduct" could be implemented if necessary. Is city council interested in adopting their own policy for audience participation? Items for possible consideration are: restriction of signs, placecards, posters in council chambers, profane, vulgar obscene, threatening speech, removal of participant, or personnel complaints could be filed through the appropriate division or clerk's office. Captain Porter said this draft recommendation is for the protection of city council, staff and the public to ensure the meetings are ran without conflict. Mrs. Gales & McDonald does not agree with having an additional policy or rules. Mayor said this subject has been discussed before and council choose not to implement at that time. Mr. Vaughn agrees, he would like for council to just abide by the state statue under the ORC Code already in place. Mr. Kettelle said at times there is lack of control in some of their public meeting's. Mrs. Staggs sometimes there's lack of respect when trying to conduct our business meeting's and doesn't understand why council would be suppressed by having rules. Police Cheif Pope,said, we will definitely give citizens their constitutional right to speak, but his objective will be to protect everyone for all to be safe during any public meeting. From the enforcement perspective council needs to adopt rules in addition to the ORC if they desire. Law Director stated, council can choose to have rules and procedures; one reason for adoption is to put people on notice what your rules are and our expectation of compliance. A policy is not intend to violate first amendment speech. Mr. Vaughn suggested before every meeting the ORC code could be read or published before each meeting. Mayor Cameron would like to see the ORC code added to the council agenda. Another sjuggestion we could display a poster outlining the rules as citzens enter the council chambers. After council discussion the outcome resulted in adding the ORC Code to the council agenda. City of Trotwood Page 3 City Council Workshop Meeting Meeting Minutes May 18, 2015 VI. Motion to Adjourn Mayro Cameron requested amotion to adjounr the meeting. A motion was made by Vice mayor Staggs and seconded by Mrs. Gales. the meeting adjourned at 8:38 p.m. City of Trotwood Page 4