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PDF Packet - Agenda
CITY OF HUBER HEIGHTS STATE OF OHIO Administration Committee Agenda 1. Name of Body: Administration Committee Date: February 18, 2014 Time: 6:00 P.M. Place: City Hall – 6131 Taylorsville Road – City Council Conference Room 2. 3. 4. 5. Members Present: 6. Guests Present: 7. Approval of Minutes: - January 22, 2014 8. Topics of Discussion: - Arts and Beautification Commission Update - Prosecutor Services Agreement. - Janitorial Services Contract - Music Center - The Heights Development - Carriage Trails - Supplemental Appropriations - 2013 Codification Updates and Replacement Pages - Liquor Permit #1217696 - Olde Glory Cafe - 7111 Taylorsville Road - Community Engagement Update - Rules of Council - Executive Session - Personnel Matters - Hiring Issues 9. Recommendations / Actions: 10. Adjournment: AI-2186 Topics of Discussion 8. Administration Committee Agenda Meeting Date: 02/18/2014 Prosecutor Services Agreement Submitted By: Robert Schommer Department: City Manager Council Committee Review?: Administration Committee Date(s) of Committee Review: 02/18/2014 Audio-Visual Needs: None Emergency Legislation?: Yes Motion/Ordinance/ Resolution No.: Information Agenda Item Description or Legislation Title - Prosecutor Services Agreement. Purpose and Background The current agreement was signed in 2008, and there has been no updating or re-negotiation of any terms within. The current agreement as written provides for an annual contract of $73,000 paid in monthly installments. It is requested the same individual, Robert Coughlin, be maintained with an increase in the contract amount to $80,000 paid in monthly installments. The current terms of the contract would continue to apply including all secretarial services being covered by Mr. Coughlin. Since the inception of the original contract, filing and operational costs have increased; therefore, this increase in cost is justified. It should be noted that considering the caseload held by the prosecutor, the increased cost still falls below the average. Mr. Coughlin has been a very loyal and beneficial piece to the criminal justice team in Huber Heights, and there is great desire to maintain his services. Fiscal Impact Source of Funds: Legal Fund Cost: $80,000 Recurring Cost? (Yes/No): Yes Funds Available in Current Budget? (Yes/No): Yes Financial Implications: Increase in annual expense of $7,000, or $583.33 per month. Attachments Existing Agreement AI-2197 Topics of Discussion 8. Administration Committee Agenda Meeting Date: 02/18/2014 Janitorial Services Contract - Solicit Bid and Award Contract Submitted By: Katie Knisley Department: Human Resources Council Committee Review?: Administration Committee Date(s) of Committee Review: 02/18/2014 Audio-Visual Needs: None Emergency Legislation?: Yes Motion/Ordinance/ Resolution No.: Information Agenda Item Description or Legislation Title - Janitorial Services Contract Purpose and Background This legislation will authorize the City Manager to advertise for bids through the bidding process and award a contract for janitorial services begininng in May, 2014 through April 2015. Fiscal Impact Source of Funds: General Fund Cost: N/A Recurring Cost? (Yes/No): Yes Funds Available in Current Budget? (Yes/No): Yes Financial Implications: This cost will be incurred in the 2014 and 2015 budgets. Attachments Resolution CITY OF HUBER HEIGHTS STATE OF OHIO RESOLUTION NO. 2014-R- AUTHORIZING THE CITY MANAGER TO SOLICIT BIDS AND AWARD A ONE YEAR CONTRACT FOR THE PROVISION OF JANITORIAL SERVICES FOR CITY HALL, POLICE BUILDING, SENIOR CENTER, AND THE MONTGOMERY COUNTY MUNICIPAL COURT FACILITY, AND DECLARING AN EMERGENCY. WHEREAS, the City of Huber Heights is responsible for the maintenance and cleanliness of the City Hall, Police Building, Senior Center and Montgomery County Municipal Court Facility which will keep these buildings operating efficiently and safely; and WHEREAS, the City of Huber Heights desires to contract with one company which can provide the requisite janitorial services for all of the aforementioned facilities at the most responsible price and quality of service for a period of one year from May 1, 2014 to April 30, 2015. NOW, THEREFORE, BE IT RESOLVED by the City Council of Huber Heights, Ohio that: Section 1. The City Manager is hereby authorized to solicit bids and award a one year contract from May 1, 2014 to April 30, 2015 for the provision of janitorial services for the City Hall, Police Building, Senior Center and Montgomery County Municipal Court Facility. Section 2. Council. A copy of the bid specifications shall be on file within the Office of the Clerk of Section 3. This Resolution is hereby declared to be an emergency measure necessary in order to provide for the continued preservation of the public peace, health, safety and welfare and for the further reason that janitorial services will ensure the efficient operation and safety of the above mentioned buildings; therefore, this Resolution shall take effect immediately upon its adoption by Council. Passed by Council on the ______ day of __________, 2014; ______ Yeas; ______ Nays. AUTHENTICATION: Clerk of Council Mayor Date Date AI-2196 Topics of Discussion 8. Administration Committee Agenda Meeting Date: 02/18/2014 2014 Supplemental Appropriations Submitted By: Jim Bell Department: Finance Division: Accounting Council Committee Review?: Administration Committee Date(s) of Committee Review: 02/18/2014 Audio-Visual Needs: None Emergency Legislation?: No Motion/Ordinance/ Resolution No.: Information Agenda Item Description or Legislation Title - Supplemental Appropriations Purpose and Background The supplemental appropriations are for the following purposes: - $300,000 transfer from Sewer Fund to Sewer Capital Fund for Alcore/Bellefontaine sewer line - $12,000 for land reutilization program costs prior to reimbursements - $17,000 to purchase new police dog - $275.00 for collection fees charged by CCA for income tax collections - $500.00 for collection fees charged by CCA for income tax collections - $6,000 for extending fiber to United Water office Fiscal Impact Source of Funds: Various Funds Cost: $318,775 Recurring Cost? (Yes/No): No Funds Available in Current Budget? (Yes/No): Yes Financial Implications: The City is to reimburse Alcore for construction of a sewer line and then Alcore will pay back the City through special assessments over the next 20 years. The police dog will be purchased from a donation made by Teresa Huber. Attachments Ordinance CITY OF HUBER HEIGHTS STATE OF OHIO ORDINANCE NO. 2014-O- AUTHORIZING TRANSFERS BETWEEN VARIOUS FUNDS OF THE CITY OF HUBER HEIGHTS, OHIO AND AMENDING ORDINANCE 2013-O-2077 BY MAKING SUPPLEMENTAL APPROPRIATIONS FOR EXPENSES OF THE CITY OF HUBER HEIGHTS, OHIO FOR THE PERIOD BEGINNING JANUARY 1, 2014 AND ENDING DECEMBER 31, 2014. WHEREAS, supplemental appropriations for expenses of the City of Huber Heights must be made to reflect transfers and for appropriations of funds for various 2014 operating and project funding. NOW, THEREFORE, BE IT ORDAINED by the City Council of Huber Heights, Ohio that: Section 1. Authorization is hereby given to transfer certain monies up to amounts not exceeding those shown and for the purposes cited in Exhibit A, and such authorization applies to any and all such transfers necessary and effected after January 1, 2014. Section 2. Ordinance. Ordinance 2013-O-2077 is hereby amended as shown in Exhibit B of this Passed by Council on the ______ day of _____________ , 2014; ______ Yeas; ______ Nays. AUTHENTICATION: Clerk of Council Mayor Date Date EXHIBIT A Transfers: Amount Fund From Fund To Purpose $300,000.00 551 Sewer Fund 552 Sewer Capital Alcore/Bellefontaine sewer line EXHIBIT B AMENDING ORDINANCE NO. 2013-O-2077 BY MAKING APPROPRIATIONS FOR EXPENSES OF THE CITY OF HUBER HEIGHTS, OHIO FOR THE PERIOD BEGINNING JANUARY 1, 2014 AND ENDING DECEMBER 31, 2014. 1) Section 1 of Ordinance No. 2013-O-2077 is hereby amended to reflect increases in the appropriations of the #101 General Fund, as follows: a) Subsection c) Economic Development, Operations and Capital of $12,000.00 2) Section 5 of Ordinance No. 2013-O-2077 is hereby amended to reflect an increase in the appropriation of the #209 Police Fund, Operations and Capital of $17,000.00. 3) Section 26 of Ordinance No. 2013-O-2077 is hereby added to reflect an increase in the appropriation of the #431 Fire Capital/Equipment Fund, Operations and Capital of $275.00. 4) Section 27 of Ordinance No. 2013-O-2077 is hereby amended to reflect an increase in the appropriation of the #433 Local Street Capital Fund, Operations and Capital of $500.00. 5) Section 34 of Ordinance No. 2013-O-2077 is hereby amended to reflect an increase in the appropriation of the #504 Water Utility Reserve Fund, Operations and Capital of $6,000.00. 6) Section 36 of Ordinance No. 2013-O-2077 is hereby amended to reflect increases in the appropriations of the #551 Sewer Fund, as follows: a) Subsection e) Non-Departmental, Transfers of $300,000.00 7) Section 37 of Ordinance No. 2013-O-2077 is hereby amended to reflect an increase in the appropriation of the #552 Sewer Acquisition/Capital Fund, Operations and Capital of $300,000.00. AI-2177 Topics of Discussion 8. Administration Committee Agenda Meeting Date: 02/18/2014 2013 City Code Replacement Pages Submitted By: Anthony Rodgers Department: City Council Council Committee Review?: Administration Committee Date(s) of Committee Review: 02/18/2014 Audio-Visual Needs: None Emergency Legislation?: Yes Motion/Ordinance/ Resolution No.: Information Agenda Item Description or Legislation Title - 2013 Codification Updates and Replacement Pages Purpose and Background Each year, the legislation passed by the City Council during the previous year is reviewed and codified by the Walter Drane Co. to create updated replacement pages for the Codified Ordinances of the City of Huber Heights. This legislation adopts the current replacement pages for 2013 for January 14, 2013 up to January 9, 2014. Appropriate legal notice has been made in the Huber Heights Courier as required by the City Charter. Fiscal Impact Source of Funds: N/A Cost: N/A Recurring Cost? (Yes/No): N/A Funds Available in Current Budget? (Yes/No): N/A Financial Implications: The codification review and work by the Walter Drane Co. was paid out of the City's legal budget at a cost of approximately $4,000.00. This includes updating the code replacement pages in the books and the online code. Attachments Ordinance CITY OF HUBER HEIGHTS STATE OF OHIO ORDINANCE NO. 2014-O- TO REVISE THE CITY CODE BY ADOPTING CURRENT REPLACEMENT PAGES, AND DECLARING AN EMERGENCY. WHEREAS, certain provisions within the City Code should be amended to conform with current State law as required by the Ohio Constitution; and WHEREAS, various ordinances of a general and permanent nature have been passed by Council which should be included in the City Code; and WHEREAS, the City has heretofore entered into a contract with the Walter H. Drane Company to prepare and publish such revision which is before Council. NOW, THEREFORE, BE IT ORDAINED by the City Council of Huber Heights, Ohio that: Section 1. The Ordinances of the City of Huber Heights, Ohio, of a general and permanent nature, as revised, recodified, rearranged and consolidated into component codes, titles, chapters and sections within the January 14, 2013 to January 9, 2014 Replacement Pages to the City Code are hereby approved and adopted. Section 2. That the following sections and chapters are hereby added, amended or repealed as respectively indicated in order to comply with current State law: Traffic Code 301.04 Bicycle. (Amended) 313.03 Traffic Signal Indications. (Amended) 333.03 Maximum Speed Limits. (Amended) 339.01 Oversize or Overweight Vehicle on State Routes. (Amended) 339.03 Maximum Width, Height and Length. (Amended) 341.01 Commercial Vehicle Definitions. (Amended) 341.03 Prerequisites to Operation of a Commercial Motor Vehicle. (Amended) 351.04 Parking Near Curb; Handicapped Parking. (Amended) General Offenses Code 501.01 Definitions. (Amended) 513.01 Drug Abuse Definitions. (Amended) 513.03 Drug Abuse; Controlled Substance Possession. (Amended) 517.01 Gambling Definitions. (Amended) 517.02 Gambling. (Amended) 525.02 Falsification. (Amended) 537.03 Assault. (Amended) 537.12 Misuse of 9-1-1 System. (Amended) 545.01 Theft and Fraud Definitions. (Amended) 545.05 Petty Theft. (Amended) 545.18 Receiving Stolen Property. (Amended) 549.01 Weapons and Explosives Definitions. (Amended) 549.02 Carrying Concealed Weapons. (Amended) 549.04 Improperly Handling Firearms in a Motor Vehicle. (Amended) Section 3. Pursuant to Section 5.08(B) of the Charter, the Clerk of Council shall cause a notice of this proposed adopting ordinance to be published one time in a newspaper of general circulation in the City at least seven days prior to adoption and no further publication shall be necessary. Such publication shall constitute sufficient notice of all new material contained therein. Section 4. This Ordinance is hereby declared to be an emergency measure necessary for the preservation of the public peace, health and safety of the City and its inhabitants for the reason that there exists an imperative necessity for the earliest publication and distribution of current replacement pages to the officials and residents of the City, so as to facilitate administration, daily operation and avoid practical and legal entanglements; therefore, this Ordinance shall become effective immediately. Passed by Council on the ______ day of _____________ , 2014; ______ Yeas; ______ Nays. AUTHENTICATION: Clerk of Council Mayor Date Date AI-2190 Topics of Discussion Administration Committee Agenda Meeting Date: 02/18/2014 Liquor Permit #1217696 - Olde Glory Cafe - 7111 Taylorsville Road Submitted By: Anthony Rodgers Department: City Council Type of New Liquor Permit: Motion/Ordinance/ Resolution No.: Information Agenda Item Description - Liquor Permit #1217696 - Olde Glory Cafe - 7111 Taylorsville Road Review and Comments - Police Division The Police Division has no objections to this liquor permit. Review and Comments - Fire Division The Fire Division has no objections to this liquor permit. Fiscal Impact Source of Funds: N/A Cost: N/A Recurring Cost? (Yes/No): N/A Funds Available in Current Budget? (Yes/No): N/A Financial Implications: Attachments Liquor Permit 8.
