City Council Workshop Meeting

City of Trotwood 3035 Olive Road Trotwood, Ohio 45426 937-837-7771 www.trotwood.org Meeting Minutes Tuesday, February 16, 2016 6:00 PM 6:00 PM-Special Meeting & 6:30 PM-Workshop 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 February 16, 2016 I. Call to Order - Mayor Mary A. McDonald Mayor McDonald called the meeting to order at 6:00 p.m. II. Invocation by Sr. Pastor Norman Scearce III & Pledge of Allegiance III. Roll Call: Clerk of Council Present: 6 - Vice Mayor Bettye L. Gales, Councilmember Rap Hankins, Councilmember Charles Ron Vaughn, Mayor Mary A. McDonald, Councilmember Rhonda C. Finley and Councilmember Robert L. Kelley Jr. Excused: 1 - Councilmember Scotty A. Sly Sr. Staff members present: Interim City Manager Quincy E. Pope Sr., Eric Baxter, Public Works Operations Manager; Chris Peeples, Finance Director; Steve Milliken, Fire Chief; Brenda Blauser, Assistant to the Interim City Manager; John Porter Police Captain; and Sandy Riege Fuller, Clerk of Council. Visitors present: Dawn Wojick, Jandia Sutherland, Wanda Sly- Watson, Verper Sly, Ronald Moore, Lisa Fletcher, John Fecke, Jay Young, Janice Chinn, Richard Haacke, Dave Norvell, Barbara Higgins, Mattie Clay, James Willimas, David Young, La'Shanda Campbell, Norman Scearce, and Tamiko Troutman. IV. Motion to Approve the Special Meeting Agenda Mayor McDonald requested a motion to approve the special meeting agenda. A motion was made by Mr. Hankins 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. Excused: 1- Councilmember Sly Sr. V. Executive Session: Motion to adjourn into an Executive Session to discuss a personnel-related matter. A. 16-15 Executive Session to discuss the appointment of the Ward 4 Council Member to fill the current vacancy, according to City Charter Section 121.22 meeting Exceptions to discuss appointment of a public official. Attachments: Press Release appointmt public official.pdf News Release to Public Council Vacancy 2016.pdf Mayor McDonald requested a motion on this item at 6:05 p.m. A motion was made by Mrs. Finley and seconded by Mr. Hankins. The motion carried by the following vote: Aye: 6- Councilmember Hankins, Councilmember Vaughn, Mayor McDonald, Councilmember Finley, Councilmember Kelley Jr. and Vice Mayor Gales City of Trotwood Page 1 City Council Workshop Meeting Meeting Minutes February 16, 2016 Excused: 1- Councilmember Sly Sr. VI. Motion to Adjourn the Executive Session and return to the Special Meeting Agenda Mayor McDonald requested a motion to adjourn the executive session and resturn to the special meeting AT 6:22 p.m. A motion was made by Mrs. Finley and seconded by Vice Mayor Gales. Roll call resulted in the following vote: Aye: 6- Vice Mayor Gales, Councilmember Hankins, Councilmember Vaughn, Mayor McDonald, Councilmember Finley and Councilmember Kelley Jr. Excused: 1- Councilmember Sly Sr. VII. 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 Visitors' Comments, please proceed to the microphone, state your name and address, and proceed with your comments. You will have three (3) minutes to speak. Citizen comments on the 'Public Hearing' portion of the meeting will be accepted at the appropriate time during the meeting. Dawn Wojick - on behalf of the Democratic party they would like to endorce and give support to the Trotwood General Fund Renewal Levy on Issue 2 & 3 on March 15, 2016. VIII. Motion to Open Nominations to fill the Ward 4 Council Vacancy Mayor McDonald requested a motion to open the nominations to fill the open City Council Ward 4 vacancy. A motion was made by Mr. Hankins and seconded 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. Excused: 1- Councilmember Sly Sr. IX. Nominations to Fill Ward 4 Council Vacancy Mayor McDonald asked for nominations from the floor. A nomination was recevied by the Mayor to withdraw her name from the nominees was submitted by Antionette Coleman. Two nominations remain - James D. Williams and Mr. Scotty Sly. X. Motion to Close Nominations to fill the Ward 4 Council Vacancy Mayor McDonald requested a motion to close the nominations. A moion was made by Mr. Hankins 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. Excused: 1- Councilmember Sly Sr. City of Trotwood Page 2 City Council Workshop Meeting Meeting Minutes February 16, 2016 XI. Vote to Select Nominee, if more than one candidate is nominated. The Clerk submitted a ballot's to City council to vote for the nominee. The official tally of the ballot's showed Mr. Scott Sly received the majority of votes 6-0 to fill the vacant City Council Ward 4 seat. XII. Resolutions A. R16-16 A resolution by the Trotwood City Council appointing a citizen to the Ward 4 Council vacancy according to City Charter Article 3, Section 3-4, Item (C): Removal & Vacancies. Attachments: Res. No. R16-16, Appoint Council Member to Ward 4 Mayor McDonald requested a motion to approve new Councilmember Scotty Sly to represent Ward 4. The Law Director stated the term for this appointment to Ward 4 seat will be open again and put on the election ballot in November 2016 and in November 2017 to finish the term vacated by the new Mayor being elected this year. A motion was made by Mr. Hankins and seconded by Vice Mayor Gales. Roll call resulted in the following vote: Aye: 6- Vice Mayor Gales, Councilmember Hankins, Councilmember Vaughn, Mayor McDonald, Councilmember Finley and Councilmember Kelley Jr. Excused: 1- Councilmember Sly Sr. XIII. Motion to Add Citizen's Name to Resolution R16-16. Mayor McDonald requested a motion to add citizen name to Resolution R16-6. A motion was made by Vice Mayor Gales and seconded by Mr. Vaughn. Roll call resulted in the folllowing vote: Aye: 7- Vice Mayor Gales, Councilmember Hankins, Councilmember Vaughn, Mayor McDonald, Councilmember Finley, Councilmember Kelley Jr. and Councilmember Sly Sr. XIV. Motion to Adopt Resolution R16-16, as amended. Mayor McDonald reuqested a motion to adopt R16-16 as amended. A moiton was made by Vice Mayor Gales and seconded by Mr. Vaughn. Roll call resulted in the following vote: Aye: 7- Vice Mayor Gales, Councilmember Hankins, Councilmember Vaughn, Mayor McDonald, Councilmember Finley, Councilmember Kelley Jr. and Councilmember Sly Sr. XV. Special Presentations & Recognitions City of Trotwood Page 3 City Council Workshop Meeting Meeting Minutes February 16, 2016 A. 16-19 Oath of Office to a Trotwood citizen appointed at the Special City Council Meeting on Tuesday, February 16, 2016, to fill the Ward 4 District City Council position. Attachments: Oath of Office-Ward 4 Vacancy, 2-16-16 Mayor McDonald administered the Oath of Office to new city Council member Mr. Scotty A. Sly, Sr., Congratulations! XVI. Motion to Close the Special Meeting and Open the Workshop Mayor McDonald requested a motion to close the special meeting and open the workshop meeting. A motion was made by Vice Mayor Gales and seconded by Mr. Hankins. Roll calll resulted in the following vote: Aye: 7- Vice Mayor Gales, Councilmember Hankins, Councilmember Vaughn, Mayor McDonald, Councilmember Finley, Councilmember Kelley Jr. and Councilmember Sly Sr. XVII. Workshop Presentations A. PR009-16 Presentation to Council to discuss the necessity that certain sidewalks, curbs, gutters, and driveway approaches shall be constructed, repaired or replaced on N. Broadway from Main Street to the bridge on N. Broadway (northbound). Attachments: Broadway Bridge Resurfacing_2016.pdf Mr. Eric Baxter spoke about the need for replacement of sidewalks, curbs, gutters and driveway approaches to be constructed and repaired on North Broadway from Main Street to bridge. Phase 1 will be completed in 2014 starting at 1 Main Street. Phase 2 is scheduled at the intersection of Main Street and North Broadway to be completed in the spring of 2016. Milling and resurfacing will be approximately 2,370 feet ending at the start of N. Broadway bridge. The curb and gutter repairs involves 34 residential and business properties that will take place prior to the resurfacing of the roadway. This project is a result of a 2015 CDGB Community Block Grant awarded to the city in the amount of $85,000.00. Once the project has been awarded the expected completion of all phases is October 31, 2016. Citizens will be receiving letters showing the total footage in need of repairs, price and replacement costs for the curbs, gutters and driveway approaches. Citizens will have an option for the city appointed contractor to do the repairs or they may choose a private individual. Each property will have 30 days to complete the work. If the owner cannot completed the work by the required date the Public Works Department will make the repairs for their contractor and the costs will be assessed against the lot or land. Objection to the assessment, amount or apportionment therefore, must be filed in the Office of the Clerk of Council within two weeks from the date of completion of the legal notice of the adoption of said Resolution. Mr. Hankins asked if the Public Works Department will provide a list of contractor's for the public to hire on their own if they desire. Eric said, his department will make that available. City of Trotwood Page 4 City Council Workshop Meeting Meeting Minutes February 16, 2016 B. PR010-16 Presentation of purchasing packet details for the purchase of an All Wheel Drive 2016 Ford Interceptor SUV at the State of Ohio Contract pricing which shall not exceed $40,100.00. Attachments: 2016staffcarreplacement.pdf Fire Chief Steve Milliken submitted a proposal for the purchase of a staff all-wheel drive 2016 Ford Interceptor SUV at the State of Ohio contract pricing not to exceed $40,100.00 as part of their long range plan for fleet replacement. Their department has created a 10 year replace/reassignment program to eliminate the high cost of maintenance associated with keeping the older fleet vehicles. With this vehicle they have ample space for equipment and going to scenes in all types of weather. This capital purchase was allocated in the 2016 budget. C. PR011-16 Presentation to Council regarding the 2015 Water Quality Report and the current state of Trotwood’s drinking water. Attachments: Water Report Presentation 2016.pdf Trotwood Water Quality Report and Consumer Confidence Report 2015.pdf Trotwood Water Quality Lab Report.pdf 2015_Montgomery_County_Water_Quality_Report.pdf Eric Baxter, Public Works Operations Manager presented he City of Trotwood Water Management Program along with the current water quality report to explain our procedures the city has to follow to keep our water quality clean. Water main breaks occur for various reason mostly due to overly dry or wet weather the ground shift. A capital improvement plan was proposed in 2011. The existing system has 46 miles of waterline ranging from 4" to 16" and that could have cost $25 million to replace over 20 or more years. Today's cost would be $200,000 additional dollars. To repair and/or repalce a section of water main typically costs $700 to $1,000.00 each time. To date the city has had 6 breaks with an average of 15 to 20 per year. Our water testing and reporting is done by our public works employee. Once the water sample is collected three different agencies are involved in the testing. Citizens cannot do the testing themselves as home kits are not reliable. All water testing is done at the first and 10th of each month with parameters that must be followed. Our drinking water consistently meets and exceeds state and federal water quality standards. The public can call Lab Services at 937-781-3024 located on Dryden Road in Moraine, Ohio to get your water tested. Montgomery County Environmental Services purchases drinking water from the city of Dayton Water Department and then distributes to the customers here in Trotwood. Each year the department is required to send our a drinking water consumer confidence report for all citizens to review about our process. Councilman Sly would like to see a video on the city web site showing citizens how the water is tested. Councilman Vaughn said in his Ward 3 they have mostly wells; how do they get tested? Eric explained, it's up to the owner of the property to take a test to a laboratory as the Public Works Department does not test wells. Councilman Kelley asked how much do we pay the city of Dayton annually for water? Our bill is $491,000.00 per quarter. City of Trotwood Page 5 City Council Workshop Meeting Meeting Minutes February 16, 2016 XVIII. Old Business A. 16-16 Council discussion regarding Revised Travel Policy. Attachments: Revised Travel Policy, 1-14-16 Finance Director Chris Peeples presented a draft copy of the changes city council expressed at a workshop. The law firm presented a draft for council to review and discuss. Council all agreed to make the revision as submitted with no further comments. The updated policy will be presented at the next city council meeting for consideration. XIX. New Business No new business. a. Mayor: 1) To schedule an appointment with the Mayor, contact Sandy Riege Fuller, Clerk of Council at 937/854-7212, on Monday through Friday, between the hours of 8:00 a.m. to 5:00 p.m.. 2) Trotwood-Madison City School Board of Education will hold a Regular Meeting on Thursday, February 18, 2016 at 6:30 p.m. b. Interim City Manager: Reminder to visit the City of Trotwood website at www.trotwood.org and our Facebook page for updated information and events in our city. On the website, click on the "Notify Me" icon to sign up to receive information by utilitizing your email address or mobile phone. c. Council Members No council comments. d. Staff Reports No staff reports. XX. Motion to Adjourn the Workshop Mayor McDonald requested a motion to ajourn the meeting. A motion was made by Mr. Hankins and seconded by Vice Mayor Gales to ajourn at 8:06 p.m. Roll calll resulted in the following vote: Aye: 7- Vice Mayor Gales, Councilmember Hankins, Councilmember Vaughn, Mayor McDonald, Councilmember Finley, Councilmember Kelley Jr. and Councilmember Sly Sr. City of Trotwood Page 6