Pride Progress Possibilities - City of Riverside Ohio
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Pride ~ Progress ~ Possibilities Riverside Municipal Building 5200 Springfield Street, Suite 100 Riverside, Ohio 45431 May 6, 2021 Council Meeting 6:00 P.M. City Council PETER J. WILLIAMS, MAYOR BEVERLY CAMPBELL MIKE DENNING APRIL FRANKLIN BRENDA FRY SARA LOMMATZSCH Mark Carpenter, City Manager Katie Lewallen, Clerk of Council
Please place all cell phones in silent mode before the meeting begins. RIVERSIDE CITY COUNCIL Riverside Administrative Offices Thursday, May 6, 2021 5200 Springfield Street, Suite 100 Business Meeting 6:00 P.M. Riverside, Ohio 45431 1) CALL TO ORDER 2) ROLL CALL 3) EXCUSE ABSENT MEMBERS 4) ADDITIONS OR CORRECTIONS TO AGENDA 5) APPROVAL OF AGENDA 6) PLEDGE OF ALLEGIANCE/MOMENT OF SILENCE 7) MINUTES – Approval of minutes from the April 8, 2021 work session and April 15, 2021 council meeting. 8) LIQUOR LICENSE – Narco Nutrition LLC, 605 Spinning Road, Riverside, OH 45431 (New) 9) ACCEPTANCE OF CITIZEN PETITIONS 10) DEPARTMENT UPDATES A) Police Department B) Fire Department C) Public Services Department D) City Manager Report 11) PUBLIC COMMENT ON AGENDA ITEMS 12) NEW BUSINESS A) ORDINANCES I) Ordinance No. 21-O-780 – Approving a change in the district boundaries as shown on the zoning map of the City of Riverside, Ohio as initiated by a Resolution of Council for the property located at 11 Pleasant Valley Avenue, Parcel ID No. I39 00717 0063 from R-3, Medium-Density Residential District to B-2, General Business District. II) Ordinance No. 21-O-781 – Levying special assessments for the construction and repair of curbs, sidewalks, drive approaches, and related appurtenances associated with the 2020 Paving Program. If you need special accommodations to attend this meeting, please notify the City of Riverside at least 72 hours in advance by calling 937.233.1801.
III) Ordinance No. 21-O-782 – Creating City Fund 237 to be known as the Local Fiscal Recovery Fund, and declaring an emergency. IV) Ordinance No. 21-O-783 – Amending the personnel policies manual of the City of Riverside, Ohio. V) Ordinance No. 21-O-784 – Approving employee position titles, number of positions and pay ranges and to repeal Ordinance No. 20-O-749, passed December 17, 2020. VI) Ordinance No. 21-O-785 – Creating Chapter 1321 of the City Code of Riverside to be entitled, “Registration of Foreclosing Mortgaged Property and Vacant Property”; providing for purpose, intent and applicability of the ordinance requiring the registration and maintenance of certain real property by mortgagees and vacant property owners; providing for penalties and enforcement, as well as the regulation, limitation and reduction of registrable real property within the City; providing for severability, repealer, codification, and an effective date. VII) Ordinance No. 21-O-786 – Approving an amendment to the Code of Ordinances establishing a budget committee and setting forth the creation and membership, organization, purpose, and powers and duties in Chapter 134 of the City’s Codified Ordinances. B) RESOLUTIONS I) Resolution No. 21-R-2673 – Revising the assessment of delinquent charges for the cutting and removal of weeds, vegetation and/or grass to be placed on the Montgomery County Property Tax Duplicate. II) Resolution No. 21-R-2674 – Authorizing the city manager to enter into a contract with the Aero-Mark Co. as the lowest and best bidder for the 2021 paint striping project. III) Resolution No. 21-R-2676 – Authorizing the city manager to accept a Montgomery County Solid Waste District (MCSWD) Incentive Grant. – Drennen Park. IV) Resolution No. 21-R-2677 – Authorizing the city manager to accept a Montgomery County Solid Waste District (MCSWD) Incentive Grant. – School Signage. 13) COUNCIL MEMBER COMMENTS 14) EXECUTIVE SESSION – Personnel; Business Strategy A) 103.01 (4) Preparing for, conducting or reviewing negotiations or bargaining sessions with public employees and officials of the City concerning their compensation or other terms and conditions of their employment. B) 103.01 (7) To receive and consider from an applicant for a permit, license, variance, zoning change or other similar privilege granted by the City, the following information confidentially received from the applicant: B. Specific business strategy – Wright Point tenant. 15) RECONVENE 16) ADJOURNMENT
CITY OF RIVERSIDE, OHIO CITY COUNCIL COMMUNICATIONS MEETING DATE: May 6, 2021 AGENDA ITEM CAPTION: Minutes ADMINISTRATIVE COMMENTS: Consider the approval of the minutes of the April 8, 2021 work session and the April 15, 2021 council meeting. STAFF RECOMMENDATION: It is respectfully recommended that the Mayor and City Council approve the minutes of the referenced meetings. EXHIBITS: Draft minutes. SUBMITTED BY: Katie Lewallen, Clerk of Council APPROVED FOR COUNCIL CONSIDERATION: Mark Carpenter, City Manager ACTION TAKEN MOTION: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ MADE BY: _____________________________ SECOND BY:_________________________ FOR: _________________________________________________________________________ AGAINST:____________________________________________________________________ APPROVED ( ) DENIED ( ) TABLED ( ) OTHER (EXPLAIN): ______________________________________________________________________________ ______________________________________________________________________________ COMMENTS/STAFF FOLLOW UP: ______________________________________________________________________________ ______________________________________________________________________________
Thursday, April 8, 2021 CALL TO ORDER: Mayor Williams called the Riverside, Ohio City Council Work Session to order at 6:00 p.m. at the Riverside Administrative Offices located at 5200 Springfield Street, Suite 100, Riverside, Ohio, 45431. PLEDGE OF ALLEGIANCE: Mayor Williams led the pledge of allegiance. ROLL CALL: Council attendance was as follows: Ms. Campbell, present; Mr. Denning, present; Mrs. Franklin, present; Ms. Fry, present; Deputy Mayor Lommatzsch, present; Mr. Teaford, present; and Mayor Williams, present. Staff present was as follows: Mark Carpenter, City Manager; Tom Garrett, Finance Director; Kathy Bartlett, Public Service Director; Gary Burkholder, Community Development Director; and Katie Lewallen, Clerk of Council. EXCUSE ABSENT MEMBERS: No council members were absent. ADDITIONS OR CORRECTIONS TO AGENDA: There were no additions or corrections to the amended agenda. APPROVAL OF AGENDA: Mrs. Franklin motioned to approve the agenda. Mr. Denning seconded the motion. All were in favor; none opposed. Motion carried. WORK SESSION ITEMS: Grant Applications – Ms. Kathy Bartlett stated they are early in the 2021 grant applications since it was April. The first grant application isn’t due until August. They need to start early to do all the research needed to give them the best chances of getting the grants. She provided a couple of maps showing projects the city has funding for over the next five years. She stated there are four types of grants: Ohio Public Works Commission (OPWC), Highway Safety Improvement Program (HSIP), Surface Transportation Program (STP), and STP Resurfacing. Ms. Bartlett stated she wants to submit two OPWC applications. Both projects already have some funding. The first is the US 35/Woodman Interchange; the city portion is $690,000. When they put together an OPWC application, they will probably request another 50 - 100%, and depending on the numbers it would be a 0% loan. That would take care of most of the $690,000. The second one is the Olentangy Drive Bridge. They received municipal bridge funds through ODOT that will pay for everything but $160,000, roughly. They would request anywhere from a 50%-100% grant to a 50%-100% loan. They will only gain in applying for these grants. She provided a map of the two projects showing their location in the city. She added there is another OPWC grant they could apply for with water. It is the Beverly Gardens cluster: portions of Lawver Lane, Barret Drive, Trunk Drive, and Travis Drive. The cost is not yet determined; it may be around $500,000. The grant would likely pay 30%-50% of that. This is a project that Montgomery County Environmental Services would lead; they would put the application together, but there would be cost to the city in that ChoiceOne would have to prepare an engineer’s estimate to go along with the application. There are two projects for the HSIP applications. They were both submitted last year in some form. They know how to better submit for this year. Both grants would be 90% funded by ODOT with a 10% local match. The first project is Harshman/Route 4 on ramp and two other guardrail related projects on State Route 202. All the accidents that occur at the top of the ramp leaves damaged guardrail that they are constantly replacing especially in winter. It would provide high-friction surface treatment asphalt and allow the city to move the guard rail away from the ramp a bit so if someone ran off the road they may not hit the guardrail. On SR 202, there are two culverts that are not properly covered by guardrails for safety conditions so they would add guardrail in both locations. That application is not due until July with funding for that in 2022-23. The local match would not exceed $50,000. This is an abbreviated application and cannot exceed $500,000. The second project is the Harshman/Valley and Harshman/Beatrice intersections. This is a high accident location like Page 1 of 6
Thursday, April 8, 2021 Airway/Woodman. This application is due in September for funding in 2026. The local match would be $200,000. They can also apply for OPWC and that would bring the $200,000 down depending on how they strategize to get the most points. The STP Resurfacing grant is not available every year. They received it two years ago for Spinning Road from Linden to Eastman. Funds are strictly for resurfacing projects; repairs like curb replacement is up to the local municipality. She would like to submit on Valley Street west of Harshman Road from Valley to City of Dayton Corp. line. Before the project is done, she would like to take out the island and make it one smooth pavement. That would look best as she doesn’t see them using the island again. Funds are available in 2023. MVRPC received additional funding due to the latest round of COVID-19 money so they are 100% funding the project whereas normally it is an 80%/20% split. Because it is 100% funded, they may want to consider other projects. One of those possibly could be Spinning Road from Eastman to Burkhardt. The city would pay for the curb replacement, which is around $100,000. The resurfacing fund limit is $400,000. They may be over by about $50,000, but Choice One would do a more accurate estimate in doing the application. Going through STP funding, they would be eligible for OPWC funds at a later date. Both Valley and Spinning would have to be completed by December 31, 2024. The plan for the STP Application was to submit this year for Woodman Drive (Phase 4A – Airway to Springfield). Next year, they would submit for Phase 4B; however, there was a conversation last week with MVRPC and ODOT. They looked at Phase 4B as a maintenance project as they weren’t adding any bike lanes or doing anything like that. They will probably not get a $3.0 million grant like they would for Phase 4A. It may make sense to do the whole thing with only getting a $3.0 million grant. She plans to come back in June/July with some different funding packages to get this section of roadway constructed. They are waiting for the wall inspection report, which she does not believe will be good just from communication she received while doing the inspection. There is also a feasibility study being done on Phases 4A and 4B. They also need more discussion with MVRPC and ODOT to learn more about an alternate funding package. Ms. Campbell stated that removing the island on Valley Street would be favorable to others as well who have commented they want it gone. The island goes against driver expectancy; no one is expecting something to be in the middle of the road like that. If a sign goes back in there, it needs to go to the side of the road. Ms. Campbell stated when people who live there pull out of their driveway they have to turn toward Dayton and turn around to come back; they have to go the opposite direction. Mr. Teaford asked if the project on Eastman coordinates with what they are doing up there putting in new lanes. Ms. Bartlett stated that was a joint application like Beverly Gardens where the county took the lead and the city shared in the grant money. They will come in and pave Eastman after the county gets finished. Mr. Teaford asked is that was when they would have curb and sidewalks put in. Ms. Bartlett confirmed that was correct. Mrs. Franklin asked when they are talking about estimates for projects, how do they calculate them out 4 – 5 years for expenses. Ms. Bartlett replied is that she uses a high estimate. For example, on Valley Street, her estimate was $500,000; Jay came in at $350,000 so there is a lot of play in the estimates. This is just to determine if they want to move forward with projects. Choice One does the actual estimate because they have access to actual bidding costs and can project for future years. It is a gamble because asphalt can come in very high for no reason; it is not a linear thing. Mrs. Franklin asked if they are looking at Choice One, then their estimate doesn’t come in until they being the project. Ms. Bartlett replied it is for the application. Mrs. Franklin asked when they submit the application then it will have the Choice One estimate. Ms. Bartlett stated that was correct. Mrs. Franklin asked when they are looking at the roads are they looking at the design or are they just concerned about getting the pavement done. Are they looking at pedestrian use, bikes, ADA ramps, landscaping or are they getting input from residents and businesses that the roads affect? Ms. Bartlett stated Page 2 of 6
Thursday, April 8, 2021 there are certain stipulations with the grant. The STP resurfacing grant requires all ADA ramps compliant before applying. On Valley Street west, there are two ADA ramps that need replaced and they would have to do that before October before they can submit and application. The same is true on Spinning Road. There is money in the budget as a few projects have come in under budget, about $10,000 so she can get those ramps replaced. Resurfacing is strictly that; asphalt down with a requirement that the ADA ramps have to be up to code. When it is STP projects like 35 to Eastman, the reason they got it funded is because they are adding a bikeway to one side. The STP application they plan to go for on 4A section of Woodman that also has a bike path starting at Airway and going up the west side and then going on to the local streets winding its way to Springfield. They do look at any time they can put a bikeway in they do. Many times, it involves getting outside the right- of-way and certain projects do not allow the purchase of right-of-way or it would not fit in the time frame they need to use the money. Mrs. Franklin stated her concern is that while the road is nicer and better to move on, but maybe the design wasn’t as nice; she wondered when doing a project are they looking for input from people who use the road. She understands she must look at it with an engineering standpoint. Mrs. Franklin stated if they don’t use it every day, they don’t see the limitations or what is positive or negative. Ms. Bartlett stated that she has requested for a few years in the budget to develop a bikeway master plan. They would hire a consultant to look at the streets and have public input meetings and develop a network within Riverside that allows them to know when putting in a roadway, what can they do to make it part of the plan. On Spinning from Linden to Eastman, there was discussion about the need for a bikeway. That project was made possible with STP resurfacing funds, and they can’t go outside the right-of-way with that. The only way to get a bike path would have been to go outside the right-of-way. Discussion continued on how to incorporate items into a project. Ms. Bartlett stated when it involves right-of-way, it is a much bigger situation as there are environmental issues, public information, etc… and this adds a year to the project. Mrs. Franklin asked if on Spinning from Linden to Eastman they would not finish the sidewalks because of this. Ms. Bartlett confirmed that was correct. Mr. Carpenter stated there are a lot of projects in the works that require matches. They are getting close to beyond his comfort level on matches. A lot of those will start coming due in 2023-24 so they have to take a look at paying down some of the capital debt or using cash to pay some of the match before they take on bigger and bigger projects. They do not know all the rules with the additional Rescue Funding how that will allow them to do some work or if they can use it to pay some of the capital debt. Mrs. Franklin asked what the average of paying off a project. Mr. Carpenter replied they take it for the life of the road. For example, East Springfield, they took a 23-year loan. He added that OPWC are interest free loans. They have to get additional financing where interest is involved. He is concerned about the total amount of capital debt. Ms. Fry stated it is a concern when they can’t pass a levy to help pay those debts off. Mr. Carpenter stated that payment-wise it is in their ballpark, it is just carrying the debt. Ms. Fry added that when the life of the road is finished, they have zero dollars in the bank to pay to start the cycle over. She stated there was a slide stating they were putting in more applications and he is saying they need to be mindful of how much match they are committing. How is the decision on which applications they put in being made? Mr. Carpenter stated that before they had room to take on some debt, but with these projects coming up like Lynnhaven and Meyer, they need to borrow $1.0 million. Ms. Fry asked if this was just informative or if there is a question for council. Mr. Carpenter stated it is just informative thus far. When there is a better idea of cost and how to fund, then they will bring it to council. Deputy Mayor Lommatzsch stated that it would be June or July before things are brought to them. The amount of work that has gone into this is mind boggling and she admires Ms. Bartlett for the work she is done. They are not alone as this is how things get done; all municipalities use the same mechanisms. Discussion was held on the future projects and how prioritization would be handled. Mr. Carpenter stated they have been aggressive in infrastructure and these are more opportunities they wanted council to be aware of. Mr. Denning stated with the infrastructure bill they may end up with more possibilities in the future. He is thankful for the work Ms. Bartlett has done Page 3 of 6
Thursday, April 8, 2021 and looking out five years and more to put projects on the books to plan budgets is amazing. They need to be able to look far enough ahead and not fall back to how they were before. He asked if there were places in the city that they could use TIF money for any of the matching part. Mr. Carpenter replied they hadn’t identified that, but they have thought of creating additional TIFs that would benefit them in the future. Mr. Denning stated they had $100,000 in curbs and asked if they planned on assessing that to the property owners. Mr. Carpenter stated that still needs to be determined. Mr. Denning stated that if a grant covers 80% of that then they would assess only the 20% to the property owner, but if the grant on the road did not cover any of that, then whatever % the grant covered, the remainder would be the property owner’s responsibility. He is aware the city has to pay it upfront. Mr. Carpenter stated they created the formula last year depending on the cost and how many years. Ms. Fry asked if at a later time they will come back to council with a final list of projects. Mr. Carpenter replied they would. Discussion was held on the grants being presented that would give more accurate numbers and then they would decide how to move forward. Ms. Bartlett stated she would come back in June or July on the STP application as she doesn’t have enough information on that right now. On the other grants, she could present again, but she was hoping if council was okay with the projects she named that it would be up to the city manager to determine if they could afford it and the next time it would come forward is with a resolution to go for the grant. Ms. Fry stated if any of them they determine they can’t afford that would be helpful information. Mr. Carpenter asked Ms. Bartlett to pull up the north and south maps to show council all the things that are in the works from now to a few years in the future. He added she has done a great job on getting the projects going and staying on track. 1) Honeyleaf Drive - Ms. Bartlett stated there has been discussion on adding Honeyleaf Drive to the paving program this year. It was in the 2020 program, but when COVID-19 hit, it was cut from the budget. She has received numerous calls on this roadway that is beyond patching, especially near the top of the hill. There is base failure; the curb has slipped away. Without the curb it is not getting proper drainage and making the road worse. Last year’s bid on the project was $400,000. She stated her and Mr. Carpenter have talked about possible COVID-19 money to fund the project. They could add it to the program and name it as an alternate meaning the contractor could bid on it; they would have until early June to decide if they want it part of the contract. Mr. Carpenter added that the reason they could move forward this year would be if the money was available and the design work has already been completed. Mr. Denning stated that is a great idea, especially if other projects come in under budget. They would already know the hard number they need to work with unlike when they were forced to do Airway and only had a ballpark number and it went up by almost 50%, but still had to get it done. He stated they should go forward with it as an alternate. Mr. Carpenter stated he recommends they do it. 2) Department Staffing – Ms. Bartlett presented a table of organization for her department. She budgeted adding a part-time administrative assistant. She reviewed the duties of an administrative assistant. These are things Ms. Rice has been doing for her, and she is set to retire at the end of May 2021. With all the projects they have, 30 active right now, anything from payroll to permits to accounts payable where they have 40 invoices bi- weekly and another 20 invoices for consultants, there are things not getting done by having somebody at the front desk do this. She needs someone good at Word and letter writing, mail merging and that type of thing. She could keep a part-time person busy. Work orders would still come in through the front desk as she does not feel it to be good for the public image of the city to have people calling in and getting bounced to another person who is only working part-time. This person would also not make park reservation. The position would be up to 30 hours dedicated to public services. She stated they currently have six maintenance workers and two operators. She wants to take two maintenance workers and make them park technicians and two maintenance workers and make them inspectors. Park technicians have Page 4 of 6
Thursday, April 8, 2021 two tests to pass: a pesticide test and a playground inspection test. They would have to pass both tests before getting a bump in their hourly rate of .70/hour. Inspectors have class work and spend time with Jay out in the field. She wants this to happen so she has guys who know more than the average and give them incentive to want to learn more. All these positions are in the budget. Mr. Carpenter stated they would need to bring a revised table of organization to council to add the position. Discussion was held on the department previously having an admin position. Certain departments need to have their own admin person. Revenue Update – Mr. Carpenter stated they had a pretty good month in March; they are actually ahead on their budget, and ahead of last year’s budget. The total is close to $250,000. He presented the tracking since adjustments were made last year. Over the last 10 months they have averaged $1,079,820/month in revenue. The target for 2021 was $1,007,310/month. Things seem to be pointed upwards. They are currently on track. Budget Committee – Mr. Carpenter stated last week he gave them a rough draft on establishing a budget committee. The objectives would be to create more community involvement, keep connecting with the community, increase transparency, allow for more citizen input and comment on how they see the city spend the money, and exchange ideas to better identify priorities. He reviewed the codified ordinances that discussed establishing committees and commissions. He reviewed other cities budget committees and members. Some cities allow for one member per voting district while others allow for two. He is concerned with filling all those positions and the attendance. If two per precinct, then if one can’t come the other may be able to represent. Terms would be four years that would begin in a staggered format. He discussed if it would members of the public alone or did some of council wish to participate. Staff would also have some representation to address questions and provide information. Membership is honorary and no compensation is provided; only expenses are allowed for in the code. He reviewed the outline of the organization: chairperson, vice-chair person, clerk, and alternate clerk. They would adopt rules and regulations on how they conduct business and make sure not to conflict with codes or state law. He reviewed the purpose of the group to look at the previous year budget and communicate to the residents in their precinct. They would share what type of services they would like to see from the city. They would discuss budget issues and review the overall financial needs of the city based on the estimated revenue. He added they operate in an advisory capacity and council has final say on the budget. Ms. Fry stated one of the big pieces they want to fill is the advisory piece on whether they do need to ask the citizens for more revenue, which is implied on the slide, but not on the document. It only has a written report for the budget, but it doesn’t say the committee would give any advice on revenue. She feels that is a hole. Mr. Carpenter replied that is a draft and it can be revised. It is not the final version. He reviewed the powers and duties of the budget committee. They would create a document of recommendation shared with the city manager and council. Official minutes would be kept and adhere to all the open meeting laws. Ms. Campbell asked if this committee would try to take over and have control over everything. Mr. Carpenter replied this committee would not have the authority to do that. Mayor Williams added it is like the Charter Review Commission where they can offer advice and new ways to structure and city council decides to pursue or not pursue those. Deputy Mayor Lommatzsch stated that September 30 may be a little late in the planning process. He may wish to consider the end of August. She thinks by September 30 they will have a sense of where they are going and waiting for their recommendation by then may be late. Discussion was held on a more updated time line. Mr. Denning stated he would like to see this group come up with a long-term 5-year plan of revenue and resources and some suggestions to council on what they can do to increase revenue, not just year-to-year. Ms. Fry recommended that whatever they pass would include all the things council hopes to get from them rather than things they hope they will offer - deliverables on an annual basis. Mr. Denning stated they need to be specific in telling them what they want. Ms. Fry suggested they have a primary and alternate for each district rather than having two delegates; the Page 5 of 6
Thursday, April 8, 2021 person who is primary feels the responsibility and if unavailable can make sure the alternate attends. Mr. Denning stated one vote per district is better for the community. Mr. Carpenter stated they have 14 precincts as Page Manor can vote. Discussion was held on the number of members and attendance concerns. Mr. Denning stated there is nothing that says that one of them can’t be on the committee representing their precinct. Ms. Fry said there is. Discussion was held on council members being able to be on the committee should no one in their precinct wish to be on the committee. Mayor Williams stated the big picture of this committee is to give the public ability to have more input and allow for more transparency. If a person has ideas on how they should focus the money they should apply to be on the committee, and they will have a voice at the table and hear directly from staff on what things cost and how they are paid for. This is where he wants this opportunity to go. Ms. Campbell stated that a lot people will assume that something is right and tell them this is what they can do when they can’t. Mr. Carpenter stated this is where they can provide information on why things are done the way they are or what prevents something from being done. Ms. Lewallen stated that the charter indicates in Section 9.02 (4) indicates that except as otherwise provided in the charter members of a board or commission shall not hold any elected office in the city. This new commission would not have been a part of the charter and council members should not sit on this. They would have to be a non-voting member. Mr. Carpenter stated he would clean up the document a bit and ask some questions to provide feedback from council and maybe one more work session to get to a final version. Mr. Denning stated they would have to get a letter of appointment from council, so hopefully, by the time they get to the final version they would have a list of volunteers ready to jump on board. He does not want this to drag out and have to spend three months trying to get people to volunteer where if they start now they would have a list. Mr. Carpenter stated he was thinking of putting it on social media and then possibly a postcard or newsletter. Mayor Williams stated they need to move forward letting people know the committee will be formed soon and would like to get an idea of who is interested. COUNCIL MEMBER COMMENTS: Mrs. Franklin thanked Ms. Bartlett for the hard work in putting grant information together. She also cautioned people to be aware that kids are out playing and slow down. Ms. Campbell stated they need to push the curfew more as kids are out late and lots of cars are being broken into. Deputy Mayor Lommatzsch asked people to pay attention to stop signs; rolling stops don’t get it at a stop sign especially with kids crossing and bicycles. She sees so many people blow through stop signs like they don’t exist. That is how people get hurt. Mr. Denning stated the Jaycee’s Easter egg hunt was well attended, 300+ kids and everyone wore their masks as they were supposed to. He was glad to see some normalcy back in the community. He thanked the fire department for bringing the Easter bunny. ADJOURNMENT: Ms. Campbell motioned to adjourn. Mr. Denning seconded the motion. All were in favor; none were opposed. Motion carried. The meeting adjourned at 7:19 pm. _________________________________ ____________________________________ Peter J. Williams, Mayor Clerk of Council Page 6 of 6
Thursday, April 15, 2021 CALL TO ORDER: Mayor Williams called the Riverside, Ohio City Council Meeting to order at 6:00 p.m. at the Riverside Administrative Offices located at 5200 Springfield Street, Suite 100, Riverside, Ohio, 45431. ROLL CALL: Council attendance was as follows: Ms. Campbell, present; Mr. Denning, present; Mrs. Franklin, present; Ms. Fry, present; Ms. Lommatzsch, present; Mr. Teaford, present; and Mayor Williams, present. Staff present was as follows: Mark Carpenter, City Manager; Chris Lohr, Assistant City Manager; Tom Garrett, Finance Director; Dan Stitzel, Fire Chief; Matt Sturgeon, Police Major; Kathy Bartlett, Public Services Director; Gary Burkholder, Community Development Director, Dalma Grandjean, Law Director; and Katie Lewallen, Clerk of Council. EXCUSE ABSENT MEMBERS: There were no absent council members. ADDITIONS OR CORRECTIONS TO AGENDA: There were no additions or corrections to the agenda. APPROVAL OF AGENDA: Mr. Teaford motioned to approve the agenda. Mrs. Franklin seconded the motion. All were in favor; none opposed. Motion carried. PLEDGE OF ALLEGIANCE/MOMENT OF SILENCE: Mayor Williams led the pledge of allegiance. MINUTES: Deputy Mayor Lommatzsch motioned to approve the minutes from the March 25, 2021 special meeting and the April 1, 2021 council meeting. Mr. Denning seconded the motion. All were in favor; none opposed. Motion carried. ACCEPTANCE OF PRIOR MONTH’S CITY FINANCIAL REPORT: Mr. Garrett stated that he provided council an updated income tax chart at their seats. The difference from what was in the packet was the return of $64,000 to the State of Ohio due to the centralized net profit reporting one large corporation asked for a refund of the money and we had to give it back to the state. The chart shows $64,000 less income tax during the month of March. All the other tabular reports in the packet remain accurate. Mr. Denning motioned to approve the monthly financial report from March 2021. Mrs. Franklin seconded the motion. All were in favor; none opposed. Motion carried. COUNCIL CALENDAR – Mayor Williams presented council with the idea of recognizing the 4th of July holiday on that Thursday, July 1, 2021, and still meeting on July 15, 2021. Mr. Carpenter stated that last year they had one business meeting in July and did not meet the first meeting in July due to the fourth. He added that some people are going to be on vacation and thought to bring it up and see what the thoughts of council were. The city observes the holiday this year on July 5, 2021; it would just not have a council meeting. Ms. Fry and Mr. Denning stated they do not see any reason not to have a meeting unless there is no business. If there was no major business going on they may not need to meet. Mayor Williams stated last year they made the decision closer to July and this is to just have conversation to think about it. Ms. Fry stated she was more concerned with people being out the following week with the July 8, 2021 work session. Mayor Williams stated they can revisit it closer to the time. WRITTEN CITIZEN PETITIONS: Mayor Williams advised citizens present to fill out a paper to speak and those on Zoom to notify the host if they wished to speak about agenda or non-agenda items. DEPARTMENT UPDATES: Page 1 of 5
Thursday, April 15, 2021 A) Finance Department – Mr. Garrett: Beyond the financial reports and the normal quarterly reporting to keep things going, one thing I would like to point out is that there have been several complaints about the withholding of income tax from employees even though they may be working at a different location than their office location. There have been some law suits in /Cincinnati and Columbus about that to complain about the constitutionality of House Bill 197. There are also some pending bills in the Ohio Legislature. Today, the OML in their weekly newsletter put out about an updated House Bill 157, which would have some adjustments to that and potentially open us up to having to refund some income tax we have been collecting for the last year. It is a concern to us. CCA on our behalf, and RITA also, and many cities are lobbying the legislature to help them understand that this would be very disruptive to our income tax. B) Administration Department – Mr. Lohr: A week from Saturday, we have the neighborhood cleanup on April 24, 2 pm – 4 pm. The role the city plays is having staging areas in the four major parks: Community Park, Rohrer Park, Shellabarger Park, and Drennen Park. In those locations, we will have where people can come in and start their cleanup and get trash bags, gloves, masks, and water. They can then go and walk the park or neighborhood and pickup their trash and then bring it back to the park and drop in a staged dumpster. If anybody on Council is available to man one of the staging areas, it would be great to have some additional volunteers. I think we will have a successful event and an exciting weekend for that. At the Wright Point buildings, the contract for the backflow preventer was approved from Pester Plumbing and I have them rolling on that project. They are ordering the supplies and hope to get that project started, start the excavation for that over at the other building before the end of the month. I also have some fire system improvements going on. We had the fire pump for that building being serviced and rebuilt as well as some work on the fire doors. On the HR side, we extended an offer to a fire fighter to fill an open position there and will have orientation next Monday. We are still interviewing for the engineering technician. We have one candidate we have selected to come back for a second interview in person. We will conduct that interview next week and hopefully we have a candidate we can hire to replace Jay as he retires next month. On the IT side, I mentioned last year at the council retreat that we have some opportunities for improvement for information management. We have been looking at some ways to digitize our personnel files, contracts, and project files in better ways to manage the information. I think we have identified a program and company that is going to be able to help us out. We will be able to digitize most of the files and make them searchable and available for all the staff that need that. It will make us much more efficient and save us a lot of space with the storage of the documents, and money with creation of those documents. Mr. Garrett and I had a demonstration today for an upgrade on the CMI system. This is the system used to do all of our finances. There is an opportunity to upgrade the system, which will allow electronic payroll and purchase requisitions. Right now, we do that all by shuffling paper around. Once the documents are approved, we store those here. It may be costly, but if you compare the staff time used now to do that manually and on paper to the cost we have to upgrade the system, I think there would be a definite benefit to that. Hopefully, that is an upgrade we can make if not this year then possibly next year. Deputy Mayor Lommatzsch: Mr. Lohr, have we made any attempts to contact scout groups or church groups or city groups to participate in Saturday’s cleanup day. Mr. Lohr: I haven’t reached out to any scout groups, but I know that Hope4Riverside has put out some calls for volunteers; and I will have to touch base with Mr. Flaute and Mr. Powell to see where they are and see if they are getting volunteers. Deputy Mayor Lommatzsch: Are we getting the supplies from the county, did I read that somewhere or are we paying for them? Mr. Lohr: That is correct, a large portion we will be able to get from the solid waste district. C) Community Development Department – Mr. Burkholder: On the Comprehensive Land Use Plan, the RFQs, we went and sent out three request for proposals to the three firms that replied to the RFQs and those are due back by the end of April. We are working on the final edits to the Collier’s Management contract and we want to send our Page 2 of 5
Thursday, April 15, 2021 edits and comments back to that team and have them comment on those. We hope to bring that forward soon. You have legislation tonight relative to the vacant properties agreement, and I know we have received back edits from our law director relative to the actual legislation for the vacant properties. We are busy with enforcement; some of those have been updated in executive session, but also our code enforcement officer has been extremely busy out in the field and now it is grass season. We are reviewing the roof assessment we have. The roof on 5100 is the worst one and that is the one we would like to replace first, but we are reviewing the process to see if we have to go out to bid or if the special tips program would qualify for non-competitive bidding. It is a federal program, but we want to verify that first before moving forward with the project. I probably mentioned it in the past, but it was very successful getting rid of a lot of the excess records that we had and some records abandoned here in Wright Point by former tenants. All of those things are cleaned out. The economic development director sent out a letter to tenants that had some furniture and things stored here so what is left and some of the furniture and old door frames and mechanical equipment that council has signed off on for disposal, we are working with the county for them to advertise those lots for sale and if they can’t be sold they will be disposed of. That will clear up a lot of the space. We are preparing as we continue to have showings and listings that this space is clean, it shows better, and is also ready in case someone wants to lease that space. We are cleaning our excess surplus that has no value but that which does we’ll go ahead and try to get that sold. D) City Manager Report – Mr. Carpenter: I want to let council and the people that are viewing tonight know that we did post for opportunities to volunteer for the pending budget committee. We want to start inviting people to sign up and fill out the volunteer forms to participate with that committee. We will keep refreshing it to get as many participants as possible. Ms. Fry: Under the service department, it says that there needs to be an answer on including Honeyleaf into the 2021 paving program by mid-April. Is that OBE based on last weeks discussion or is that something still outstanding. Mr. Carpenter: No, we decided to include that as an alternate so we will take bids on it. Ms. Bartlett: It was something we were discussing at the time of the PAR, since then we made decisions to go ahead and bid it, but then without actually knowing where the source of funding is going to come from, but we may know that by the time the contract has to be signed with the contractor and that is not until early June. Mr. Carpenter: Early June is when we expect to have the bids back and then we would have to commit. Mr. Denning: You have in your report you discussed a waterline issue with Overlook, can you expand on that? Mr. Carpenter: Yes, Overlook contacted us because they have a lot of repairs and things they need to do so they contacted us about some funding sources. We tried to connect them with Montgomery County to try to further address the issue and if they had any ideas where they could get some funding. They were aware of reaching out to the EPA to try and get some grants to address the waterlines. Mr. Denning: Okay, so they were just asking for ways to fund it. Mr. Carpenter: Right. PUBLIC COMMENT ON AGENDA ITEMS: Mayor Williams stated if there was anyone online that would like to comment on agenda items to let Mr. Lohr know at this time. Mr. Lohr stated that no one has messaged him to speak. NEW BUSINESS A) RESOLUTIONS I) Resolution No. 21-R-2671 – authorizing the city manager to enter into an intergovernmental agreement with the Board of County Commissioners of Montgomery County, Ohio for the design and construction of a sanitary siphon under the Olentangy Bridge replacement. Page 3 of 5
Thursday, April 15, 2021 Mr. Carpenter stated the resolution is for the Olentangy Bridge project where the county is interested in doing some of the sanitary sewer work underneath the bridge. The agreement would call for the city to pay the fee for the engineering costs and then be reimbursed by the county once the project is complete. Mr. Denning motioned to approve Resolution No. 21-R-2671. Deputy Mayor Lommatzsch seconded the motion. All were in favor; none opposed. Motion carried. II) Resolution No. 21-R-2672 – authorizing the city manager to enter into an agreement with Property Registration Champions, LLC, dba ProChamps, a Florida Limited Liability Company with offices at 2725 Center Place, Melbourne, FL, 32940, and the City of Riverside. Mr. Carpenter stated this resolution is to enter into an agreement with ProChamps once the city has the vacant property ordinance in place. That legislation should be coming at the next meeting. Mr. Denning motioned to approve Resolution No. 21-R-2672. Mrs. Franklin seconded the motion. All were in favor; none opposed. Motion carried. PUBLIC COMMENT ON NON-AGENDA ITEMS: Mayor Williams asked that anyone wishing to comment on non-agenda items to let Mr. Lohr know at this time. Mr. Lohr stated that no one has messaged him to speak. COUNCIL MEMBER COMMENTS: Mr. Teaford: I hate to do this, but this will be my last meeting due to health issues. I cannot continue and so I am resigning as of tonight. It has been my pleasure working for the city and being a council member, but there are just too many things going on with my health and I just can’t continue. Thank you everybody for all your good wishes and kind thoughts; I will try to be around at times to see what is going on. Mrs. Franklin: Dan, I am sorry to hear that you are leaving. It has been a joy sitting next to you. I have enjoyed the time we got to spend on council, and I wish you well and I hope that all that is good for you. You will be missed here. Ms. Campbell: God bless you, Dan. He did a good job. We will miss you. I hope everything works out for you. Mayor Williams: You will hear the same thing from me. I got the chance to know Dan 13 years ago now, when I was a planning and zoning administrator here and Dan was on the Board of Zoning appeals. Dan and Chuck Childers sure put me through my paces in the beginning and I was always and impressed with the professionalism and passion that Dan brought to everything he did for the city as a volunteer. It wasn’t just for the City of Riverside. He has done a tremendous amount for people in our city, volunteering, taking care of Rohrer Park, helping out with youth soccer. It is a tremendous legacy that he has left and I will echo April. I felt very fortunate to come on council the same time Dan was reelected and felt a kinship with you, Dan, as I came on as an elected official and really thank you for the kindness and friendship that you have shown me from a kid who was here 13 years ago as an employee to someone now who is able to serve. It is a credit to you and you will be sorely missed, but your health is first and foremost. I think one thing we have all discovered in the last 14 months now is how tenuous our health can be and we just can’t take it for granted. As much as I hate to not see you sitting next to April, I am glad that you are able to be at home and putting your health in the place where it belongs, which is front and center. Best wishes, and I hope that we will see you around. Page 4 of 5
Thursday, April 15, 2021 Deputy Mayor Lommatzsch: Wow, I don’t know to say that hadn’t already been said about Dan Teaford. He has been a part of this township and this city for many years doing many, many good things. Sitting on council with him has been a pleasure. I won’t go through; because I get emotional, but thanks for all you have done, Dan. We will still be calling on you when we need you. Don’t give up on us and we won’t give up on you. Take care of yourself. Godspeed and good luck on your health. Ms. Fry: Dan, I am really sorry to see you go. I haven’t known you very long. I met you when you first came on council, and I really loved the energy you brought this council. You really grounded us and made sure we remember why we are here and who we are doing this for. I think that is an incredibly important contribution, and that is your legacy. Take care and be well and this isn’t goodbye. I hope to continue our friendship over the years to come. Mr. Denning: I hate to go last on this. Dan, I am very sorry to see you go. I know you and I talked for many years trying to get your to move to council and you were waiting until you retired, and your health was better. Your health now does come first. You have served this community in a lot of different ways and like all of us, this, we serve the community. This is the highest step of serving our community and you have done that well, and you have done us all proud. You may not have always agreed with what went down, but you always backed what the council’s final decision was and remember once your health comes back and you are ready to go, you can still run again and get back on council and help us make it better. Or, be a part of one of the other groups to be a part of the city. Take care, be well, and I definitely wish you the best. If you need eggs, give me a call, I will bring you some over. The 22nd of April is Earth Day and this is what we have wrapped this whole community cleanup around. I know the Jaycees and the school system are working to get all the kids involved in helping and cleaning up. The city is involved in getting the parks and rest of the city cleaned up. Dan Ryan is working with groups to try and get trashed picked up in areas so please, everyone, if everybody does a little bit, we can make this community shine. I have to give kudos to Ms. Fry because she is the one who came up with the tagline of “Make Riverside Shine” and I think that is what we really want to do here. We are wrapping it around Earth Day and we are hoping to make this a yearly event. Hopefully, we can make it bigger and better. I would like to see us planting trees in three – five years on Earth Day as a community. This is just the first step, the first year, let’s make it grow like a tree. Ms. Fry: I saw today that the Montgomery County Health Department had open appointment slots. They were taking walk-in appointments for the COVID-19 vaccine. I know they have a clinic scheduled for Saturday. I scheduled my sons for their second Pfizer does. I received my second shot on Tuesday. I had a little bit of low-grade fever and headache, but after 24 hours I was feeling great. I encourage everybody to take the opportunity. There is no cost for these clinics. There is a lot of availability so take advantage of it. EXECUTIVE SESSION: Mr. Denning motioned to go into Executive Session for the reasons listed on the agenda: Personnel. Mrs. Franklin seconded the motion. Roll call went as follows: Mr. Denning, yes; Mrs. Franklin, yes; Ms. Campbell, yes; Ms. Fry, yes; Ms. Lommatzsch, yes; Mr. Teaford, yes; and Mayor Williams, yes. Council went into Executive Session at 6:38 pm. RECONVENE: Council reconvened at 7:16 pm. ADJOURNMENT: Ms. Campbell motioned to adjourn. Mr. Denning seconded the motion. All were in favor; none were opposed. The meeting adjourned at 7:18 pm. _________________________________ ________________________________ Peter J. Williams, Mayor Clerk of Council Page 5 of 5
MEMORANDUM Date: May 6, 2021 To: Mayor, City Council & Department Heads From: Mark Carpenter, City Manager Re: City Manager’s Report The City Manager’s report includes the following items: (1) FYI a. Council Request Sheet b. Council Agenda Calendar c. City Manager’s Project and Activities Report (2) Monthly Verbal Updates a. Police Department b. Fire Department c. Public Services Department d. City Manager Report If you have any questions regarding the items listed above, please advise. Thank you for your time and attention to this matter.
COUNCIL REQUEST SHEET DATE OF STAFF ESTIMATED REQUESTED REQUESTED ITEM NOTES REQUEST ASSIGNED COMPLETION BY: Evaluating ordinances 1 Follow Up on Leaves Issue with an ordinance 12/20/2018 used by other 3/18/2021 Denning municipalities M. Carpenter contacting 2 Miami Valley Lighting/Light Up Riverside Denning Miami Valley Lighting 5/3/2021 COUNCIL REQUEST 2021
2021 Riverside City Council Calendar APRIL 1, 2021 – Business Meeting • Monthly Update: Police, Fire, Service, and CM Report • Board and Commission Appointments • Resolution: Grass Cutting Assessment • Resolution: Dump Truck • Resolution: Back Flow Preventer for 5100 Building APRIL 8, 2021 – Work Session • Grant Applications • Revenue Update • Budget Committee APRIL 15, 2021 – Business Meeting • Monthly Update: Finance, Administration, Community Development, and CM Report • Financial Report • Resolution: Olentangy Drive Cooperative Agreement • Resolution: Contract with Pro-Champs for vacant property registration April 29, 2021 – Work Session (Additional) • Budget Committee MAY 6, 2021 – Business Meeting • Monthly Update: Police, Fire, Service, and CM Report • Ordinance: Vacant Properties (1st reading) • Ordinance: Rezoning for Pleasant Valley (1st reading) • Ordinance: Curb and Sidewalk Assessments (1st reading) • Ordinance: Personnel Policy (1st reading) • Ordinance: Budget Committee (1st reading) • Ordinance: Table of Organization (1st reading) • Ordinance: Creating City Fund 237 (1st and 2nd reading, public hearing and adoption) • Resolution: Grass Assessment Revision • Resolution: 2021 Paint Striping Contract • Resolution: Drennen Park grant • Resolution: School Signage grant May 13, 2021 – Work Session • Open Council Seat Interviews MAY 20, 2021 – Business Meeting • Monthly Update: Finance, Administration, Community Development, and CM Report • Financial Report • Ordinance: Vacant Properties (2nd reading, public hearing, adoption) • Ordinance: Rezoning for Pleasant Valley (2nd reading, public hearing, adoption)
2021 Riverside City Council Calendar • Ordinance: Curb and Sidewalk Assessments (2nd reading, public hearing, adoption) • Ordinance: Personnel Policy (2nd reading, public hearing, adoption) • Ordinance: Budget Committee (2nd reading, public hearing, adoption) • Ordinance: Table of Organization (2nd reading, public hearing, adoption) • Resolution: Colliers Management of property June 3, 2021 – Business Meeting • Monthly Update: Police, Fire, Service, and CM Report • Ordinance: Codification of Ordinances (1st reading) • Resolution: Wright Point roof June 10, 2021 – Work Session • Future Revenue June 17, 2021 – Business Meeting • Monthly Update: Finance, Administration, Community Development, and CM Report • Financial Report • Ordinance: Codification of Ordinances (2nd reading, public hearing, adoption) July 1, 2021 – Business Meeting
MEMORANDUM TO: Riverside City Council FROM: Mark Carpenter, City Manager DATE: May 6, 2021 SUBJECT: Bi-Monthly Projects & Activities Report CC: City Department Heads HUMAN RESOURCES • Staff has finalized selection of an electronic file management system and is awaiting the mid- year budget review to determine whether it can be purchased this year. • Interviews for Engineering Technician have been completed and it is anticipated that an offer will be made in the near future. • Negotiations with the IAFF fire union began on April 28th and are ongoing. PUBLIC SERVICES AND GENERAL CONSTRUCTION: Major Projects: Airway West Reconstruction: • Addressed some traffic signal timing issues to help alleviate traffic backups on the southbound and northbound movements. East Springfield Reconstruction: • The contractor has filled the joint repairs with asphalt and is now excavating curb and catch basins on the south side of Springfield Street West Springfield Reconstruction: Sale date is 2/12/22 with construction starting Spring 2022. • No change since last update Woodman Drive and US 35 Interchange: Project is scheduled to sale 10/01/2022. • No change since last update Woodman Drive (US 35 to Eastman): • Awaiting ODOT to schedule a scoping meeting Woodman Drive (Springfield to Airway) Feasibility Study: Final feasibility study due Spring 2021. • Reviewed preliminary report and raised questions about landfills on WPAFB property. Further research is being done. Needmore/Old Troy Intersection Improvement: Sale date is scheduled 12/2/2021. • No change since last update 5200 Springfield Street, Suite 100 Riverside, OH 45431-1265 P: 937.233.1801 F: 937.237.5965 www.riverside.oh.us
Needmore Mill & Fill: Summer 2021-22 • In preparing plans, it was decided to extend completion date until June 2022. Per OPWC grant requirements, project can’t be awarded until July. The contractor would have the option to begin immediately or wait until 2022. Valley Street Mill & Fill: Summer 2021-22 • Same as Needmore Mill & Fill Community Drive: Summer 2021-22 • This project will be combined with Needmore and Valley Mill & Fills Olentangy Drive Bridge: Project sale date has been moved to January 2023. • Intergovernmental agreement has been signed with Montgomery County Environmental Services. Sanitary work is underway. Spinning Road (Linden to Eastman) Resurfacing: Project is scheduled for 2024. • Right of way plans were submitted for ODOT review. Eastman Ave: Construction will begin Spring 2022. • Waterline replacement has started. Milcon Construction working for Montgomery County has begun excavation and bore work and is currently proceeding east from Woodman Drive on the north side of Eastman. (Ongoing) ODOT Urban Paving Program: Project is scheduled to sale January 2024. • No change since last report. Woodman/Burkhardt Intersection Improvement: The new sale date is October 2021. • Stage 3 Plans have been submitted 2021 Paving Program: • Three thoroughfares Community, Valley (east) and Needmore will make up the 2021 Paving Program. • Have been discussing the possibility of adding Honeyleaf into the 2021 Paving Program. It will be included as an alternative. Lynnhaven Plat: Construction to begin Spring 2022 on Lynnhaven Drive and Meyer Avenue. • Remarked trees needing removed for survey crew Funding Applications: Surface Transportation Program (STP) Application: Woodman/Harshman from Airway to Springfield is our possible candidate in October. Working on funding in addition to grant. Meeting with Steve Stanley 5/4/21. Surface Transportation Program (STP) Resurfacing Application: Planning to submit on Valley-west of Harshman. Another possibility Spinning from Eastman to Burkhardt. Ohio Public Works Commission (OPWC) Applications: Two applications this year, US 35/Woodman interchange and Olentangy Bridge. Due in August. 5200 Springfield Street, Suite 100 Riverside, OH 45431-1265 P: 937.233.1801 F: 937.237.5965 www.riverside.oh.us
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