City Council Workshop Meeting

City of Trotwood 3035 Olive Road Trotwood, Ohio 45426 937.837.7771 www.trotwood.org Meeting Minutes Tuesday, November 1, 2016 6:00 PM Budget Workshop Trotwood Community Culture Arts Center, 4000 Lake Center Drive Trotwood, Oh 45426 City Council Workshop Meeting City Council Workshop Meeting Meeting Minutes November 1, 2016 I. Call to Order - Mayor Mary A. McDonald Mayor McDonald called the meeting to order at 6:00 p.m. II. Pledge of Allegiance & Moment of Silence III. Roll Call: Clerk of Council Present: 7 - Mayor Mary A. McDonald, Vice Mayor Bettye L. Gales, Councilmember Rhonda C. Finley, Councilmember Robert L. Kelley Jr., Councilmember Rap Hankins, Councilmember Charles Ron Vaughn and Councilmember Scotty A. Sly Sr. Staff Members in attendance: Quincy E. Pope, Sr. City Manager, Stephanie Kellum Deputy City Manager, Chris Peeples Finance Director, Erik Wilson Police Chief, Steve Milliken Fire Chief, Donna Sue Bowman Income Tax Administrator, Dan Heath Deputy Police Chief, Shawn Tucker Parks & Recreation Program Manager, Jeannie Peyton Planning & Zoning Administrator, Eric Baxter Public Works Operations Manager, Ruth Birdsong Code Enforcement Supervisor, David Young Deputy Clerk of Council and Sandy Riege Fuller Clerk of Council. Visitors: Gayle Horton Trotwood YMCA, Fred Burkhardt C.I.C. Executive Director, Steven Champion Trotwood Hospitality and Larry Kroger. IV. Motion to Approve Budget Workshop Agenda and Open the Meeting. Mayor McDonald requests a motion on this item. A motion was made by Councilmember Sly, Sr., seconded by Councilmember Finley, that the agenda be approved as submitted. The motion carried by the following vote: Aye: 7- Mayor McDonald, Vice Mayor Gales, Councilmember Finley, Councilmember Kelley Jr., Councilmember Hankins, Councilmember Vaughn and Councilmember Sly Sr. V. Special Presentations and Recognitions A. 2017 Budget Introduction & Overview City Manager Pope Sr. opened the Presentations by informing city council that the FY2017 Operating Budget is 3.8% below the 2016 levels. General Fund Budget is 3.2% above the 2016 General Fund Budget. As a result of the stabilization of Real Estate Valuations, projections in the 2017 property tax collections are anticipated to remain flat and estimate an overall delinquent property tax deficiency of approximately $571,000 that includes the general fund, street CM & R fund, Fire Levy fund, EMS Levy Fund and the Debt Retirement Fund. Property tax collections are projected at roughly 90% collection rate. Income tax revenues are estimated to increase by $120,000 as a result of a concerted effort by the Income Tax Department to collect taxes by non-filers for the years 2009-2012. Personnel costs are to remain flat. There will be a 2% increase to personnel that would represent a $79,000 impact to general City of Trotwood Page 1 City Council Workshop Meeting Meeting Minutes November 1, 2016 fund. Health premiums may increase 6%. Transfer of $150,000 for the general fund into the Salem Mall TIF District. Goods and Services Expense items - hire two police officers positions, not fund the TCIC. The city will maintain general fund reserve of $586,000.00. Overal FY2017 budget totals $21,239,319. Proposed spending from four core funds to provide ongoing services is $13,735,010. Staffing level will remain flat - costs $9,670,595, Capital Outlay at $943,038, Capital Projects at $436,796, Debt Services due in 2017 is $1,309,418. General Fund budget $7,951,400 or increase of 2.9% General Fund expenditures $7,949,610 represents 3.2% of $250,076 compared to 2016 budget. B. Police Department 2017 Budget Presentation Erik Wilson, Police Chief shared his Budget Presentation. As the city manager shared, we will be hiring two new police officers in 2017. Chief Wilson also shared that for every 1000 people in a city, two officers are needed based on calls for service. Chief Wilson shared about changing over from the speed camera that are mounted to the hand held speed detection devices. Council Member Hankins asked about money being budgeted for the police dogs. Council Member Vaughn asked what the current criminal prosecution rate was and Chief Wilson shared that it is 25%. Chief Wilson closed with sharing about the admin cost change due to his salary coming completely out of the Police budget where as when City Manager Pope was Public Safety Director, his salary was split with Police and Fire. C. Fire & Rescue Department 2017 Budget Presentation Steve Milliken, Fire & Rescue Chief gave his Budget Presentation. Chief Milliken talked about Fire & Rescue assuming all debt from the General Fund Levy beginning in FY2014. He shared about his admin costs going down slightly and his EMS costs going up. Mayor McDonald shared that she was very disappointed in the climate of the negotiations and that in her many years here on Council she has never had to witness such hard negotiating. D. Public Works Department 2017 Budget Presentation Eric Baxter, Public Works Operations Manager shared his Budget Presentation. He talked about the parks line item not changing. Mr. Baxter shared about the mowing of parks and the need for purchase of two new lawn mowers. The traffic signal light boxes need replaced and the lights converted to LED. All admin costs will remain the same. The fleet maintenance is going to increase. The vehicles are old and in need of repair or replacement. Council Member Hankins asked if there would be money in the budget for tree replacement. E. Human Resources Department 2017 Budget Presentation Stephanie Kellum, HR Manager/Deputy City Manager shared her Budget Presentation. The salary did change with her position due to the extra responsibilities that come with Deputy City Manager and some of her salary and benefits were allocated to other departments as were permitted. All expenses were maintained at the 2016 rates. F. Planning & Zoning 2017 Budget Presentation Jeannie Peyton, Planning & Zoning Administrator shared her Budget City of Trotwood Page 2 City Council Workshop Meeting Meeting Minutes November 1, 2016 Presentation. Admin costs increased due to the salaries no longer being shared with the Code Enforcement Budget. Services and supplies went down due to Code Enforcement being moved from Planning & Zoning. G. Parks & Recreation Department 2017 Budget Presentation Shawn Tucker, Parks & Recreation Manager shared his Budget Presentation. He thanked Mayor & Council for such a great year. He asked for an increase of 3.18% which goes to the cost of an assistant. There are no other changes for 2017. H. Code Enforcement 2017 Budget Presentation Ruth Birdsong, Code Enforcement Supervisor shared her Budget Presentation. She shared that Professional and Consultant Services has increased to help cover temporary workers for mowing and trash pick up. Communication and Postage increased due to mass mailing since there are few staff to cover more area. Printing and Advertising increased to get the word out about Code Enforcement help and FAQ info. Clothing is increasing because she feels it is a safety issues to not have employees identified as code enforcement when they are out in the community. Vehicles increased due to their need for repair and replacement. Vice-Mayor Gales asked about the system that allows you to write tickets on site. Mrs. Birdsong shared that it takes way too much time to get tickets out and doesn't increase efficiency. Mayor McDonald suggested decal or identification for the Code Enforcement vehicles as well. Council Member Finley also suggested getting Code Enforcement some staffing help. Mrs. Finley recognized the amazing work Ruth has done with Code Enforcement and some staffing help may increase that impact. I. Mayor & City Council 2017 Budget Presentation Mayor Mary McDonald shared her Budget Presentation. Mayor McDonald shared that there were not any major changes. We do now have a new Deputy Clerk of Council. Travel and Training increased slightly. The Clerk requested an increase in Communications and Postage as well as Printing and Advertising. There will need to be more Office Supplies and Materials with a new Deputy. Books, Periodicals and Dues are about the same with a slight increase. Council Member Finley asked about a centralized purchasing for all office supplies. Mayor McDonald referred to City Manager to look into that. She mentioned that we are already buying bulk paper with Trotwood-Madison City Schools. Vice-Mayor Gales shared that National League of Cities has a program that does co-op purchasing. Council Member Vaughn shared about the exciting direction Trotwood is moving in. Mayor McDonald thanked Sandy Riege Fuller and David Young for all their hard work in the Clerks office and how proud she is of them. J. City Manager’s Office, Strategic Initiatives & Economic Development/Trotwood Community Improvement Corporation 2017 Budget Presentation City Manager Quincy Pope Sr. shared his Budget Presentation. Salaries and Benefits deceased 4%. Strategic Initiative decreased 38%. Economic Development Services has a 100% decrease because the Trotwood Community Improvement Corporation as you know has received funding from us in the City of Trotwood Page 3 City Council Workshop Meeting Meeting Minutes November 1, 2016 past but are completely self sustaining this year.. K. Finance/Income Tax Departments 2017 Budget Presentation Chris Peeples, Finance Director shared his Budget Presentation. Administrative costs in the Finance, Utility Billing and Income Tax budget centers were increased by $9,861 for an overall .93% change. Non-Departmental budget was decreased by $5,000 for an overall 1.3% which is a department within the General Fund that pays for Legal Services, Travel for those in the General Fund, consultant fees, and equipment. Energy Loan, no change in this budget center. Advances & Transfers – An additional $85,000 is needed to supplement the under performing Salem Mall Tax Increment Fund. This is a 130.76% increase. No changes in the Water and Sewer funds but a decrease of 3.9% in the Refuse fund. VI. Motion to Adjourn Mayor McDonald requests a motion on this item. A motion was made by Councilmember Sly, Sr., seconded by Councilmember Hankins, that this meeting be adjourned. The motion carried by the following vote: Aye: 7- Mayor McDonald, Vice Mayor Gales, Councilmember Finley, Councilmember Kelley Jr., Councilmember Hankins, Councilmember Vaughn and Councilmember Sly Sr. City of Trotwood Page 4