City Council Workshop Meeting

City of Trotwood 3035 Olive Road Trotwood, Ohio 45426 937-837-7771 www.trotwood.org Meeting Minutes Tuesday, January 19, 2016 6:00 PM (Special Meeting & Workshop Session 6:00 - 8:00 p.m.) T-M Schools Board of Education Meeting Chambers 3594 N. Snyder Road Trotwood, OH 45426 City Council Workshop Meeting Mayor Mary A. McDonald Vice Mayor Bettye L. Gales Councilmember Rap Hankins Councilmember Ron Vaughn Councilmember Rhonda C. Finley Councilmember Robert Kelley, Jr. Councilmember Scotty A. Sly, Sr. Sandra L. Riege Fuller, Clerk of Council City Council Workshop Meeting Meeting Minutes January 19, 2016 I. Call to Order - Mayor Mary A. McDonald Mayor Mary A. McDonald called the meeting to order at 6:00 p.m. II. Pledge of Allegiance III. Roll Call: Clerk of Council Present: 6 - Mayor Mary A. McDonald, Vice Mayor Bettye L. Gales, Councilmember Rhonda C. Finley, Councilmember Robert L. Kelley Jr., Councilmember Rap Hankins and Councilmember Charles Ron Vaughn Staff members present: Quincy E.. Pope, Sr., Interim City Manager/Public Safety Director, Law Director Stephen McHugh, Finance Director Chris Peeples, Income Tax Administrator Donna Sue Bowman, Human Resource Manager Stephanie Kellum, Public Works Operations Manager Eric Baxter, Assistant to the Interim City Manager Brenda Blauser, Planning and Zoning Administrator Jeannie Peyton, Police Captain of Operations Eric Wilson, Deputy Clerk Lori Osborne, and Clerk of Council Sandra Riege. Visitors present; Lucille Cosby, Tony Smith, Lonnie Allen, R. Allen, R. Croon, Barbara Higgins, Mattie Clay, Gloria Pendergrass, Joseph McDonald, Beverly Tomlinson, Janice Chinn, Matthew Finley, Anthony Finley, Jeff Foster, Margarette Foster, Charles Jackson, Marie Battle, Geo Tyler, Bennie McRaul, John Fecke, Smja Chary, Mary Rose Ferguson, Helen Sarsgard, Jerome Kelley, Latescha Allen, Sr. Mary Ellen Mandrisin, Michael Eden, Rufus Troutman, Diam Costnew, David Young, Sandra Johnson, Steven Champion, Cheryl Cohley-Benon, Tammy Cooper, George Cooper, Jr., Karen Hines, Steve Johnson, Donna Finley, Harry & Betsy Patton, Ronald Koesters, Boyd & Jeri Hastings, Jay Young, Roger & Gloria Cooper, Tom Grady, Ernest Curry, Lyndell Lawson, James Williams, Dave Norvell, Duane Phessinger, Reva Kelley and marie Kelley. IV. Motion to Approve the Special Meeting and Workshop Agenda Mayotr McDonald requested a motion to spprove the Special & Workshop meeting agenda. A mnotion was made by Mr. Hankins and seconded by Mr. Vaughn to approve the agenda. Roll call resulted in the folloiwng vote: Aye: 6- Vice Mayor Gales, Councilmember Hankins, Councilmember Vaughn, Mayor McDonald, Councilmember Finley and Councilmember Kelley Jr. V. Motion to Open the Public Hearing Mayor Mcdonald requested a motion to open the public hearing. A motion was made by Vice Mayor Gales and seconded by Mrs. Finley. Roll call resulted in the following vote: Aye: 6- Vice Mayor Gales, Councilmember Hankins, Councilmember Vaughn, Mayor McDonald, Councilmember Finley and Councilmember Kelley Jr. City of Trotwood Page 1 City Council Workshop Meeting Meeting Minutes January 19, 2016 VI. VISITORS AND COMMUNICATIONS: To comment on any topic on the agenda, please fill out a Speaker Form and return it to the Clerk of Council BEFORE the start of the meeting. When Mayor McDonald calls for citizens' comments, proceed to the microphone, state your name and address, proceed with your comments. You will have three (3) minutes to speak. No visitors came forward. VII. Ordinances A. OR5-16 An Ordinance By The Trotwood City Council To Authorize The Interim City Manager To Enter Into A Contract Agreement With Miami Valley Lighting, LLC For Street Lighting, And To Declare An Emergency. Attachments: OR5-16_ Ordinance re MVLt LLC for street lighting (00792241@xA06A8).pdf Miami Valley Lighting Agreement 1-19-16.pdf The Clerk read the caption. Interim City Manager/Public Safety Director Quincy E. Pope, Sr. said this ordinance is for the street lighting agreement with Miami Valley Lighting. The street lights will be brighter with the new LED bulbs, especially along the Trotwood Connector, the upgrade will take place over a period of time. This is a 10 year contract to install aluminum poles with high sodium pressure for the LED lights throughout the city. There will be no upfront cost to the city that will save us $184,000.00 over a couple of years by being in the consortium of cities at a reduced cost. Mayor McDonald requested a motion for OR5-16. A motion was made by Vice Mayor Gales and seconded by Mr. Hankins. Aye: 6- Vice Mayor Gales, Councilmember Hankins, Councilmember Vaughn, Mayor McDonald, Councilmember Finley and Councilmember Kelley Jr. VIII. Motion to Close the Public Hearing Mayor McDonald requested a motion to close the Public Hearing. A motion was made by Mr. Vaughn and seconded by Vice Mayor Gales. Roll Call resulted in the following vote: Aye: 6- Mayor McDonald, Vice Mayor Gales, Councilmember Finley, Councilmember Kelley Jr., Councilmember Hankins and Councilmember Vaughn IX. Motion to Open the Workshop Mayor McDonald requested a motion to Open the workshop meeting. A motion was made by Mr. Hankins and seconded by Vice Mayor Gales. Roll call resutled in the following vote: Aye: 6- Mayor McDonald, Vice Mayor Gales, Councilmember Finley, Councilmember Kelley Jr., Councilmember Hankins and Councilmember Vaughn City of Trotwood Page 2 City Council Workshop Meeting Meeting Minutes January 19, 2016 X. Presentations - Quincy E. Pope Sr., Interim City Manager/Public Safety Director A. PR004-16 Accessing Agendas On Your iPad - Sandy Riege, CMC, Clerk of Council & Lori Osborne, Deputy Clerk of Council Deputy Clerk Lori Osborne and Clerk of Council Sandy Riege presented an overview to City Council on how City Council can obtain their meeting packets utilizing their iPads. Legistar software product is an all in one automated system to published meeting agendas and meetings minutes on the city's website for the general public. Each city council member will be able to access the meeting agenda's on their city assigned iPads as populated by the Clerk of council office. Starting in 2013 all the legislation from this software program will be storage on the iCloud. B. PR047-15 The Benefits of Planning and CT’s Suggested Approach for Updating Trotwood Comprehensive Land Use Plan - Rich Miller & Kristin Hopkins of CT Consultants Inc. Interim City Manager Quincy Pope Sr. introduced Rich Miller & Kristen Hospkins representing CT Consultants, Inc. to discuss the benefits of Comprehensive Land Use Planning. Their company is a full services engineering firm with services in municipal government, water/waster water, storm water management, transportation engineering, and landscape architecture. They also are familiar with housing, demographic and economic trends throughout our region and in our community. Kristen specialty experience is with comprehensive planning and neighborhood revitalization. Some of the benefits they offer are working with developers to understand the implementation and prioritizing the needs of local government. Our 1999 Comprehensive Plan is outdated. The Strategic Plan was updated in 2012. Their company can assist the city to analyze and assess our needs with the two plans to understand housing needs, economic development properties, neighborhood improvements, city image and partnership goals. Councilman Vaughn asked if this firm has implemented plans with other communities that has worked in the past. Ms. Hospkins said yes, their company has worked with other municipalities throughout the state to adopt long & short term plan can advise us. Mr. Hankins stated, MVRPC has a tool kit to help us collect the data we may need. Ms. Finley suggested council should review our current Strategic Plan and Comprehensive Plan to discuss in a retreat before we make a decision as to what company we want to hire. Mr. Pope explained the city will send our request for proposal's (RFP's) to interview other companies to submit bids in the near future. City of Trotwood Page 3 City Council Workshop Meeting Meeting Minutes January 19, 2016 C. PR006-16 City’s Affiliations, Memberships & Dues for 2016- Sandy Riege Clerk of Council Attachments: Presentation Memberships & Dues.pdf Clerk of Council Sandy Riege provided a list of memberships & dues of outside agencies City Council represents on a regional, state and federal level. These expenditures come out of the 2016 Mayor & Council Budget center. The following are organizations we support: Mayor & Managers Association, Ohio Municipal League, National League of Cities (NLC), League of Women's Voters, 1st tier Suburbs Consortium, Water Drane Codifier, U.S.Conference of Mayors, Dayton Development Coalition, Ohio Municipal Clerk Association, International institute of Municipal Clerk Association, Miami Valley Regional Planning Commission (MVRPC) , National Black Caucus of Local elected officials, Dayton Development Coalition. Mayor McDonald would like each city council member to review and make a determination what agency they would like to attend. Each councilmember has their own travel & training budget they can utilize to attend their meetings. D. PR007-16 City’s Citizen Volunteer Boards and Commissions 2016 - Sandy Riege, Clerk of Council Attachments: Boards & Commission's presentation 1-19-16.pdf Clerk of Council Sandy Riege gave an overview of the 2016 city boards and commission membership require city council representation along with citizen vacancies are needed. Any citizen who resides in the City of Trotwood can apply to be a volunteer. The application must be turned into the Clerk of Council office and an interview will take place. There are ten (10) boards and/or commissions to consider. 1) Board of Zoning Appeals staff liaison Jeannie Peyton said this board is a quasi judicial typically hear zoning cases for conditional uses and variances, they meet on the 4th Thursday each month at 5;30 p.m.; 2) Civil Service Commission is quasi-judicial has no vacancies at this time; 3) Community Improvement Corporation (CIC) is a statory board with 3 openings available; 4) Firefighters Volunteer Dependent Fund meets only once a year represented only by two council members; 5) Income Tax & Utility Appeals board is a statutory board with only three citizens are required to attend along with one staff liaison; 6) Parks & Recreation Board is an advisory board has openings for three citizens to serve, 7) Planning Commission is an advisory board meets the 2nd Tuesday each month has no vacancies available at this time; 8) Property Maintenance Appeals is a statutory board comprised of six (6) citizens with 2 vacancies available; 9) Public Safety Committee is and advisory board with three citizen vacancies open and 10) Trotwood Madison City School Board Representative has 2 openings for city council representation. E. 16-6 Staff Report: Revised Travel Policy for Council to review and schedule for discussion at a future workshop. The Law office along with the Finance Department, presented some changes to the travel policy for city council to consider referencing the authorization authority by the administration. There were no comments from council about the changes, therefore, council will consider the changes at the next council meeting. City of Trotwood Page 4 City Council Workshop Meeting Meeting Minutes January 19, 2016 XI. Motion to Adjourn the Workshop Mayor McDonald requested a motion to adjourn the meeting. A motion was made by Mr. Kelley and seconded by Mr. Hankins. Meeting was adjourned at 8:00 p.m. Aye: 6- Mayor McDonald, Vice Mayor Gales, Councilmember Finley, Councilmember Kelley Jr., Councilmember Hankins and Councilmember Vaughn City of Trotwood Page 5