City Council Workshop Meeting

City of Trotwood 3035 Olive Road Trotwood, Ohio 45426 937-837-7771 www.trotwood.org Meeting Minutes Monday, June 15, 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 June 15, 2015 I. Call to Order - Mayor Joyce S. Cameron Mayor Joyce Sutton Cameron called the meeting to order at 6:30 p.m. II. Pledge of Allegiance and Moment of Silence III. Roll Call: Clerk of Council Present: 6 - Mayor Joyce Sutton Cameron, Vice Mayor Barbara Staggs , Councilmember Bruce Kettelle, Councilmember Bettye Gales, Councilmember Rap Hankins and Councilmember Mary McDonald Absent: 1 - Councilmember Ron Vaughn Staff members present - Michael J. Lucking City Manager, Quincy E. Pope, Public Safety Director/Deputy City Manager, Steven Milliken Fire Chief, Police Captain John Porter, Finance Director Patricia Shively, Stephanie Kellum Human Resource Manager, Jeannie Peyton, Planning and Zoning Administrator and Sandra L. Riege, Clerk of Council. Visitors in attendance: Charles Jackson, Barbara Higgins, Mattie Clay, John Fecke, James Williams, Dave Norvell, Jay Young, Janice Chinn, Robert Kelley, Hope Kelley, Tom Grady, Rhonda Finley and Robert Haffner representating Schneider Electric. IV. Motion to Approve the Workshop Agenda Mayor Cameron requested to motion to approve the 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: 6- Mayor Cameron, Vice Mayor Staggs, Councilmember Kettelle, Councilmember Gales, Councilmember Hankins and Councilmember McDonald V. Special Presentations and Recognitions - City Manager Michael J. Lucking City of Trotwood Page 1 City Council Workshop Meeting Meeting Minutes June 15, 2015 A. PR030-15 Community Aggregation Generates Lower Electricity Bills Attachments: Electric Aggregation, Schneider Electric City Manager Lucking introduced Mr. Robert Haffner of Schneider Electric to explain the advantages for the community to consider electric rate through government aggregation. Residents can lower their electric rates by participating in their program through a third-party supplier instead of the local utility company. Primary reasons why some people switch is the rate comparison's can be confusing with all suppliers that are bidding, and single unit typically have limited opportunity with 80% of the customers eligibility. Steps have to be followed if we want to be a part of the aggregation process to be added to the November election ballot after its been presented to the Ohio Public Utility Commission: 1) Discovery period - public meeting to answer questions from residents, 2) Ballot process , 3) Community education is critical, 4) formal Governance Plan, 5) Competitive RFP plan based on the contract terms locked in, and 6) Post-execution monitoring & marketing. Schneider Electric has been around over 20 years is an independent agency to get the best prices for electric & natural gas customers, managing over 5 billion kWhs annually in the State of Ohio since 2001. Savings in 2014 from their energy supply portfolio is $7,100,000 natural gas and $20,500,000 - Electric. Resident's can save 15-20% an average energy bill. Mrs. McDonald would like to here from other companies. City Manager explained this company has done business throughout the region and Schneider Electric has a good track record in the deregulate market sought to lower the pricing vs. purchase utility power for city government buildings and street lights. Mr. Haffner said the community would have the opportunity to vote on the election ballot to accept a 'community aggregatation" or opt out, or shop around if they choose. Next step, the profile from the utility company is next then neogoitations with the all their suppliers, then the contract would be drawn up. What is the term of the contract percentage price? Typically, there is a 2-3 year contract. DPL Energy is a provider and supplier among others. Schneider Electric is totally independent not affiliated with a power company. Clean energy is available but the rate is quite higher. Mr. Kettle said he would be in favor of putting this subject on the November 2015 or November 16th ballot. The education to the public will take time so 2015 would be too soon. Putting item on spring ballot is too costly. City of Trotwood Page 2 City Council Workshop Meeting Meeting Minutes June 15, 2015 B. PR032-15 Staff Presentation of OpenGov, Inc. Financial Transparency Tool Attachments: OPEN GOV FINANCIAL CHECKBOOK GRAPHS 6-15-15.pdf Finance Director Patricia Shively introduced Mike White from OpenGov to provide council with an introduction of a new web-based financial transparency business tool. A transparency port-hole used by state and local government agencies with over 300 customers in 40 states. Our annual report and checkbook report is part of this program showing the expenses and revenues as defined in the cities budget centers. All information can be extracted by Chart of Account for any department and how its trending by line items. Citizens can also access this information through our web site to obtain the information too. Cost for one year for software is $6,500.00 annual fee that includes the maintenance of the infrastructure, their company takes care of everything, no separate server is required. If this program capable to tract the budget expenses as the year progresses, does this software have this feature. Yes, in graph form according to Ms. Shively. This software will go online July 1, 2015. Press release will be sent out throughout the community for everyone. City of Trotwood Page 3 City Council Workshop Meeting Meeting Minutes June 15, 2015 C. PR031-15 Ohio Public Works Commission Proposed Grant Applications for Fiscal Year 2015. Attachments: OPWC GRANT YR 2015 OLDE TOWN WATERMAIN PHASE 1A PROJECT.pdf Public Safety Director Quincy E. Pope, Sr. explained the need for this long term improvements and replaced of the water distribution system to provider reliable supply of water flow for the customers and firefighting purposes. City will submit a grant application to the Ohio Public Works Commission (OPWC) for the project known as the Olde Town Watermain Phase IA for the deteriorating, undersized watermains. Streets involved are; 1) Broadway Ave, replace 3,100 LF of 6: and 8: with NEW 12" line, 2) Trotwood Blvd, replace 375 LF of 6" with new 12" and continue 1,025 of 12" to connect to Sparks Street, 3) Trotwood Blvd, replace 350 LF of 6" with new 12", Stubbs Drive, replace 335 LF of 6" with new 8" feed. Cost to the city, $247,603 of 25% match and $742,811 or 75% if awarded from the grant - $990,415 total project. The second part of this grant, another submittal call the Sanitary Sewer Line Replacement Project in Wolf Creek will be submitted. Over the years the flow in the creek has eroded the creek bed audits banks, exposing the pipe, so this needs to be corrected right away. Project consists of 2-12" diameter stream crossings and 1-18". The existing 18" trunk is sewer to be abandoned is 15400 feet and the replacement truck sewer will be an equal length. These sewers located on South Broadway and East Main Street range in size from 8" to 12". Cost to the city is $189,193 or 25% match from the Sanitary Fund and if awarded $567,580 or 75% from the grant - $756,774 total project. The application and design must be submitted for each no later than August 12, 2015. We have already spoken to Brandsetter Carroll a professional engineering company to prepare the design on the watermain. If awarded the two OPWC Grant's the proposed schedule will be: 1) enginering/design/right-of-way (begin 1-1-2016 ending 6-1-2016), 2) Bid Advertisement and Award (begin 8-1-16 ending 8-31-16), and 3) Construction (begin 11-1-2016 ending 7-30-17). The city application for a Community Development Block Grant in the amount of $247,603 will assist to meet its matching dollars, if it's awaqrded. If the city is not awarded the grant, the money will come from the Water Distribution Fund. Mayor also inquired if we don't get the grant where would the matching funds come from? City Manager said OPWC is the primary source, but an option could also be a Ohio EPA Loan. Some communities obtain low interest loan too. City's top priority to get the sanitary sewer line fixed. City of Trotwood Page 4 City Council Workshop Meeting Meeting Minutes June 15, 2015 D. PR029-15 Municipal Surplus Real Estate Property Attachments: Municipal Surplus Real Estate Property (00756795@xA06A8).pdf Quincy Pope said the purpose is to established a procedure for unused or marginally used City-owned real estate for unneeded parcels for lease or sale. This policy will provide guidance for auction, negotiated sale, or exchange. We need to manage these assets. Real Estate review procedures will apply i.e. 1) review by City Departments and other utilities, 2) review by applicable City Commission or Board, 3) obtain staff's recommendation's, 4) City Council determine the designation that should apply to property i.e., public facility, open space, surplus, sale, or lease and, 5) Council make final decision. There will be criteria for the lease vs. sale of properties based on the legal restraints such as grant restrictions, airports, dedicated parks, agricultural preserves, open spaces, watershed, floodplain etc. Leased properties may be needed in the future to provide the City with a site for public facilities or uncertain future development could be leased as an interim measure, leasing could require substantial control over development, use and reuse, negotiate month-to-month, or sale of Industrial properties may be linked to job generation. Option Agreements for a Sale include: 1) Not to exceed 90 days, buyer must do due diligence to see if the property is feasible for his purpose, 2) minimum nonrefundable deposit of not less than one (1) percent of the value of the property each month of the option agreement and forfeiture of deposit if not under contract to sell within 90 days, 3) any sales contract shall provide a nonrefudable deposit agreed by City Council and the length of escrow, 4) disclosure of all realtors, and 5) name of buyer and buyer's intended use of the property. Option to Lease Procedure shall include: 1) City Manager will have the option to require a deposit equal to the first month's rent, of which 50% shall be forfeited if a lease is not entered into. Real Estate Listing Procedure: City Council may authorize a written listing contract and without a contract the city will act as its own agent. Any real estate agent can represent the buyer if licensed in the State of Ohio or within montgomery County. Real Estate Commission Procedures: The city may pay a real estates brokerage fee for qualified presentation of selected lessee or purchaser of property. Listing contract commission will have the following, but not limited to, 1) value of property, amount of work performed by City staff, 2) how fast the City wants to move the property, 3) terms and net proceeds from sale or lease, 4) how long the property is listed, 5) the and price officer based on the appraised value. Payment Procedure: Council may authorize greater percentages for difficult property to lease or if the property is vacant for a extended period of time or for longer lease terms where entering into such long-term lease in the best interests of the City. Public Utilities Installed by Private entities: Applicant for the use of unimproved City land for public purposes i.e. streets, sewers and other public entities shall compensate the City for a fair market valve of the easement rights which shall be established by an appraisal. We can add to the policy to add a list of properties available on the web site for citizens to view. Staff recommends city council to adopt the policy, there was no further discussion. City of Trotwood Page 5 City Council Workshop Meeting Meeting Minutes June 15, 2015 E. PR033-15 Montgomery County 800 MHz Radio Digital Migration Attachments: Council of Government Agreement and Bylaws.pdf Digital Radio Presentation Update (2).pdf Police Captain Porter attending a countywide meeting on May 28,2015 to receive updates for this $13.5 million dollar project. This will ensure one radio system for ALL Montgomery Country users to have a 95% coverage to be compatible with the P25 National Standards for all radio's going digital and with the elimination of analog frequency. Ten towers throughout the region will be available for the transmission of the new equipment. The State of Ohio uses the MARCS tier 2 system so public safety agencies can communicate to each other throughout the entire state. Montgomery County will be purchasing the equipment for the infrastructure and MARC will take over the ownership, operations, and maintenance of the system. Users fees will re-reimbursed the county for 50% of the cost and the State will cover the other half. Once Montgomery County receives 50%,the contract transitions to Tier I county partnership. Tier 2 contract guarantees the maintenance of the towers, number of channels, local programming, and local control of radio templates & talk groups. A Council of Government will be established for the purpose of administration, management and operation of communications system. They will meet quarterly and have equal voting power to include one (1) representative from each jurisdiction, approves any fee or revenue structures changes, approves the programming of radios, templates encryption protocols, and eventually will be the responsibility of the Montgomery County Sheriff Department. Budget impact will be on the 2016 budget in the amount of $16,000.00 increase. We scaled back the amount of radios that were not necessary since we will be paying for a user fee of $20.00 each. Radios will have a 15-20 year lifespan. F. 15-52 City Council Discussion - Cancellation of August 2015 regular & workshop meeting’s City Manager said historically, City Council takes the month of August off. Is this something they would like to do in 2015? We will put this request on the next regular meeting agenda for Council to consider. VI. Motion to Adjourn Workshop Meeting Mayor Cameron requested a motion to adjourn the meeting at 8:34 p.m. A motion was made by Mr. Kettelle and seconded by Vice Mayor Staggs to adjourn the meeting. Aye: 6- Mayor Cameron, Vice Mayor Staggs, Councilmember Kettelle, Councilmember Gales, Councilmember Hankins and Councilmember McDonald City of Trotwood Page 6