City Council Committee Meetings

TR 8 Y OHIO TROY CITY COUNCIL COMMITTEE MEETING COUNCIL CHAMBERS, CITY HALL 100 S. Market Street, Troy, Ohio TUESDAY. MAY 27, 2025, 6:00 PM Finance Committee (Severt [Chm.], Schilling, Westfall) l . Provide a recommendation to Council regarding authorizing the Director of Public Service and Safety to advertise for bids and enter into a contract for a Fleet Maintenance Program at a cost not to exceed $450,000 for each calendar year of the contract. This would be a three- year contract with up to two one-year mutually agreed extensions. Personnel Committee (Snee [Chm.], Phillips, Pierce) 1. Provide a recommendation to Council regarding authorizing the Director of Public Service and Safety to execute an agreement with EyeMed for a voluntary vision insurance plan with the City paying 50% of the premium and recommending amending Ordinance Chapter 14 l to include this benefit. Consideration of emergency legislation is requested Other Committees/Items may be added. 5-23-2025 Cc: Council Mayor Mr. Titterington. Mr. Kerber Mr. Frigge, Departments, Media FINANCE COMMITTEE  Patrick E. J. Titterington City Director TR 8 Y patrick.titterington@troyohio.gov OHIO MEMORANDUM TO: FROM: Mr. William Rozell, President of Council f'1~r Patrick E. J. Titterington, Director of Public Service & Safety DATE: May 23, 2025 SUBJECT: BIDDING AUTHORIZATION - FLEET MAINTENANCE PROGRAM RECOMMENDATION: That the Director of Public Service and Safety is authorized to advertise for bids and enter into a contract for a Fleet Maintenance Program for the City's fleet of vehicles and equipment, including the tracking and scheduling of preventative maintenance, and the tracking of the cost of preventive and non-routine repairs. BACKGROUND: The City of Troy has contracted for the maintenance of nearly all city vehicles and equipment since 2012. This followed a process of analyzing the cosUvalue of continuing in-house vehicle maintenance and that of outsourcing. It was determined that it would be more cost effective and efficient to outsource the maintenance of the vehicle fleet and equipment. The current contract with The Service Company expires at year end. The 2024 annual cost for the contract was $371,032.89. The current annual authorization is $425,000. The authorization request for 2026 and following years is $450,000. While it is not anticipated that the amount would be spent, according to the Bureau of Labor Statistics consumer price index, motor vehicle maintenance and repair costs are approximately 2.4% higher from December 2024 to April 2025. Sufficient authorization would then be in place, particularly if major repairs are needed. The actual costs of the program over the last 11 contract years are listed below, which shows that the annual costs will vary. The contract term recommended is three-years, with up to two one-year mutually agreed upon extensions. REQUESTED ACTION: It would be appreciated if you would assign to a Committee of Council authorizing the Director of Public Service and Safety to advertise for bids and enter into a contract for a Fleet Maintenance Program at a cost not to exceed $450,000 for each calendar year of the contract. Year Cost 2014 $357,278.96 2015 $279,669.68 2016 l:312,438.49 2017 $314,937.30 2018 $282,742.05 2019 $371,404.55 2020 $381,207.43 2021 $37?, 172.40 2022 $423,599.04 2023 $425,000.00 2024 $371~032.89 100 South Market Street, Troy, OH 45373-7303 PERSONNEL COMMITTEE  Patrick E. J. Titterington TR e Y City Director Patrick.Titterington@TroyOhio.gov OHIO MEMORANDUM TO: Mr. Rozell, President of Council 0 FROM: Patrick E. J. Titterington, Director of Service and Safety f PffJ?- DATE: May 22, 2025 SUBJECT: AUTHORIZING AN AGREEMENT WITH EYEMED FOR A VOLUNTARY VISION INSURANCE PLAN AND AMENDING ORDINANCE CHAPTER 141 TO INCLUDE THIS BENEFIT RECOMMENDATION: That Council authorizes the Director of Public Service and Safety to enter into an agreement with EyeMed for optional vision insurance for City employees with the City paying 50% of the premium, and amends Ordinance Chapter 141 to include this benefit. BACKGROUND: The City does not currently offer vision coverage as a part of the health insurance offerings. Recognizing that a new benefit offering would have to be approved by the Council, for review purposes, the administration requested the City's health insurance broker to solicit quotes from vision insurance providers with the understanding that it had not been determined if the benefit would be offered. Both the City and the insurance broker have reviewed the four quotes received and, based on coverage provided/premium costs, the quote of EyeMed would be considered the lowest and best. That quote has a four-year rate guarantee. Based on the following, it is requested that Council authorize an agreement with EyeMed and amend Chapter 141 (benefit provisions) to include vision coverage based on the following: ■ This is an optional coverage. ■ If all employees opted to have the coverage, the total premium would be $30,500. However, based on current enrollment statistics, it is estimated that only one-third to one-half of the employees will opt-in. ■ After discussions with the auditor, it is recommended that the premium be paid half by the City and half by the employee. The 50/50 split mirrors the premium split for the optional dental coverage. ■ Also similar to the dental coverage, this is a stand-alone optional benefit as employees are not required to take the City's health insurance plan to opt to have vision coverage. ■ Providing this coverage would be on a one-year trial basis that would allow the City to determine interest levels and the financial impact. Continuing to offer the coverage would be determined annually by the Director of Public Service and Safety. ■ Amending Chapter 141 would permit the voluntary vision plan to be offered to non-bargaining unit employees and would be available to bargaining unit employees with the exact same terms and conditions. The voluntary vision plan would commence September 1, 2025, and have the same open enrollment period as the group health insurance. Since open enrollment will be starting within the next few weeks, consideration of emergency legislation is requested . REQUESTED ACTION: It would be appreciated if you would assign a committee of Council authorizing the Director of Service and Safety to execute an agreement with EyeMed for a voluntary vision insurance plan and recommend amending Ordinance Chapter 141 to include this benefit. As noted above, consideration of emergency legislation is requested .