March 26 Committee Packet

~tQ'/, Q'f\\0 City of Troy us~

Thursday, March 26, 2015, 4:00 PM

TROY CITY COUNCIL COMMITTEE MEETING NOTICE

COUNCIL CHAMBERS, CITY HALL 100 S. MARKET STREET, TROY, OHIO

Finance Committee (Kendall [Chm.], Schweser, Tremblay) 1. Provide a recommendation to Council regarding authorizing the City of Troy to participate in

the ODOT cooperative purchasing program for the purchase of rock salt for ODOT's summer and winter contract bids. Emergency legislation is requested.

2. Provide a recommendation to Council regarding authorizing the Director of Public Service & Safety to advertise for bids and enter into a contract for the curbside recycling program at a cost not to exceed $400,000 per year.

3. Provide a recommendation to Council regarding authorizing the Director of Public Service & Safety to enter into an agreement with the Ohio Benefits Cooperative related to the group health insurance benefit based on a joint self-insured program.

4. Provide a recommendation to Council regarding authorizing the Director of Public Service & Safety to enter into an interagency agreement with the Ohio Development Services Agency (ODSA) for the administration of the Economic Development Revolving Loan Fund. This is the 5th renewal of the interagency agreement. Emergency legislation is requested.

5. Provide a recommendation to Council regarding items to be included in a reappropriation.

Streets & Sidewalks Committee (Phillips [Chm.], Heath, Snee) 1 . Provide a recommendation to Council related to the recommendation of the Assessment

Equalization Committee regarding the Streetscape 3B Project, bidding the Streetscape 3B Project at a cost not to exceed $575,000.

Utilities Committee (Tremblay [Chm.], Clark, Twiss) 1. Provide a recommendation to Council regarding authorizing the Director of Public Service &

Safety to enter into a professional services agreement with RA Consultants, LLC for a Sewer Regionalization and Rate Study at a cost not to exceed $50,000.

Other Committees/items may be added.

3-25-2015

cc: Council Mayor Mr. Titterington Mr. Livingston Mr. Stickel Department Heads Chamber of Commerce Bd of Education media

FINANCE

COMMITTEE

TO:

FROM:

DATE:

MEMORANDUM

Mrs. Baker, President of Cou~

Patrick E. J. Titterington ~~

March 23, 2015

Patrick E. J. Titterington

Troy, Ohio 45373

www.troyohio.gov

phone: (937) 335-1725 fax: (937) 339-8601

[email protected]

SUBJECT: PARTIOPATION IN SALT PURCHASE THROUGH OHIO DEPARTMENT OF TRANSPORTATION BID - REQUEST FOR SPEOAL MEETING OF COUNOL

RECOMMENDATION: That Council authorizes the City of Troy to participate in both the summer and winter bids of the Ohio Department of Transportation (ODOT) for rock salt. Because of the April 2 deadline of ODOT for participation, it is requested that emergency legislation be considered at a Special Meeting of Council prior to Apri13.

BACKGROUND: For several decades, Troy's road salt supply has been included in the bid of an organization known as SWOP4G. ODOT bids salt for the State's use. ODOT has invited municipalities to be included in their summer and winter salt bids. Troy was recently invited to be included in that bid. To be included, specific legislation must be enacted and presented to ODOT no later than April 3 so that ODOT is aware of the quantities to be included in their bid. The ODOT deadline is prior to the April 6 meeting of Council. ODOT plans to start their bidding process on April 6 for the summer bid.

Participation in the ODOT bid, while continuing to partner with SWOP4G would permit the City to potentially partner with the purchasing power of ODOT and SWOP4G to assure that Troy's salt quantity needs are met and at the best possible price.

REQUESTED ACTION: That the City of Troy be authorized to participate in the ODOT cooperative purchasing program for the purchase of rock salt for both the Summer Contract and the Winter Contract bids of ODOT. So that Troy can be included, it is requested that a Special Meeting of Council be called to consider this as emergency legislation.

cc: Mayor Beamish

@

~tQ'/, Q'f\\0 City of Troy~---\)S~

TO: PATRICK E.J. TITTERINGTON, DIRECTOR OF PUBLIC SERVICE AND SAFETY

FROM: Jillian Rhoades, PE, City Engineer JAR

DATE: MARCH 19, 2015

SUBJECT: Request to Participate in ODOT Salt Bid

Jillion A Rhoades, PE . --100 S. Market Street, P. 0 . Box 3003 Troy, Ohio 45373-7303

phone: 937-339-2641 /fax: 937-339-9341

jillion [email protected]

With the 2014-15 Winter Season behind us, it is time to begin to plan for the 2015-16 Winter Season. The last several years have depleted our salt stored down to approximately 200 tons. On average, the City uses approximately 1 ,000 tons of salt.

ODOT has invited all municipalities to participate in a cooperative salt contract for the summer and/or winter bid. As part of the participation, legislation is required authorizing the City to participate. Legislation is required by ODOT by April3, 2015.

The City anticipates competitive and potentially lower prices than the 2014-15 SWOP4G bid. ODOT stated that prices are expected to stay escalated, but hope to minimize the price escalation by bidding earlier for the 2015-16 salt need. The City wants to be able to potentially partner with the purchasing power of both ODOT and SWOP4G to assure that we have a quantity of salt at the best possible price.

The 2015 Budget includes $125,000.00 split among the Street and State Highway Funds. Since ODOT requires that 100 percent of the bid amount be purchased, the City is requesting 800 tons of salt requested for the ODOT Summer Bid.

Staff requests that legislation be passed to allow the City to participate in the ODOT Salt Bid for the Summer and Winter season. Due to the tight time frame for this legislation, we request that this legislation be an emergency.

If you need additional information, please let me know.

~tQ'/, Q'f\\0 City of Troy us~

TO:

FROM:

DATE:

MEMORANDUM

Mrs. Baker, President of J/'cil

Patrick E. J. Titterington~~ March 23, 2015

~ Patrick E. J. Titterington - .... - - .-l 00 S. Market Street P. 0 . Box 3003

Troy, Ohio 45373

wvvw. troyohio.gov phone: (937) 335-1725 fax: (937) 339-860 l

patrick. titteri ngton @troy ohio .gov

SUBJECT: BIDDING AUTHORIZATION- CURBSIDE RECYCLING PROGRAM

RECOMMENDATION: That Council authorize the Director of Public Service and Safety to advertise for bids and enter into a contract for a three-year contract for the curbside recycling program at an annual cost not to exceed $400,000.

BACKGROUND: The City of Troy contracts for the curbside recycling program. The current contract with Rumpke will expire during the month of May. The 2014 annual cost for the contract was approximately $306,000. The amount budgeted for 2015 is $330,000.

As a part of preparing for the bidding a new recycling contract staff has recommended that the City bid based the use of toters, with alternate bids that would include the use of the current bins as containers. Toters would provide a larger recycling container with a lid, which should help prevent recyclables blowing around or being rain soaked under certain weather conditions. Therefore, the requested authorization is $400,000. Also, the contract term recommended is two years, with up to two one-year mutually agreed upon extensions.

We would also note that the last two recycling contracts were bid with the City of Piqua, with a discount provided if both cities selected the same contractor. This will not be an option with this contract as Piqua plans to bring their curbside recycling program in-house.

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 curbside recycling program at a cost not to exceed $400,000, based on the terms noted above.

cc: Mayor Beamish

~tQ'/, Qt\\0 City of Troy us~

To: PATRICK E.J. TITIERINGTON, DIRECTOR OF PUBLIC SERVICE AND SAFETY

FROM:

DATE:

SUBJECT:

Jillian Rhoades, PE, City Engineer

MARCH 11, 2015

Authorization to Bid Curbside Recycling Program

JAR

Jlllian A Rhoades, PE . --100 S. Market Street, P. 0. Box 3003

Troy, Ohio 45373-7303

phone: 937-339-2641 /fax: 937-339-9341

[email protected]

The three {3) year curbside recycling contract with City of Piqua will expire during the month of May 2015. The City of Piqua plans to proceed with recycling in-house beginning at the expiration of their {our) current contract with Rumpke.

City staff evaluated performing curbside recycling in-house versus continuing to contract out. It is recommended that curbside recycling continue to be bid/contracted out for the following reasons: less expensive and insufficient personnel and capital equipment. If the curbside recycling program was completed in-house, the pros identified are the following: more control of customer service and not being dependent on an outside agency for residential issues/concerns.

Staff is in the process of evaluating a future plan for both curbside recycling and refuse collection due to several neighboring communities updating their collection methods and the capital plan to purchase replacement packer trucks in the next two {2) years. Staff is evaluating the cost effectiveness of converting refuse collection to semi-automation in 2017. When we review bid specs for the new packer trucks, converting recycling to toters is a good test. That analysis of semi-automation for refuse will be presented at a later date.

Previously, the curbside recycling program has been bid out for a three {3) year period . Due to the need for replacement packer trucks, staff requests that the curbside recycling program be bid/contracted out with several options for length of the contract.

Currently, recycling is collected in 18-gallon bins. Another collection method, semi-automation, includes a large 65-gallon tote with wheels and a lid for recycling. Staff has identified the following pros and cons for the larger 65-gallon totes:

Pros Encourage recycling and reduce refuse Allows for semi-automation collection Reduce/eliminate loose recycling material Less labor intensive Wheels for easier maneuvering

Cons Larger container to move More difficult to store larger container Specialized truck attachment for collection More expensive recycling container

Staff requests that the curbside recycling program be bid out under the following circumstances at a cost not to exceed $400,000 annually: 1. Base Bid: Curbside recycling collection with 65-gallon toters with the contractor providing full replacement toters for a contract term of

two (2) years and a mutually agreed upon two (2), one (1)-year extensions.

2. Alternate Bid #1: Curbside recycling collection with 65-gallon toters with the contractor providing full replacement toters for a contract term of three (3) years and a mutually agreed upon two (2), one (1)-year extensions.

3. Alternate Bid #2: Curbside recycling collection with 18-gallon bins with the contractor providing full replacement bins for a contract term of three (3) years and a mutually agreed upon two (2), one (1)-year extensions.

Please let me know if there are any questions or concerns.

TO:

FROM:

DATE:

MEMORANDUM

Mrs. Baker, President of CUJ' / Patrick E. J. Titterington r"'fY March 23, 2015


Troy, Ohio 45373 W\NVV. troyohio.gov phone: (937) 335-1725 fax: (937) 339-8601 patrick. titterington @troyohio .gov

SUBJECT: AUTHORIZING AGREEMENT WITH OHIO BENEFITS COOPERATIVE RELATED TO HEALTH INSURANCE BENEFIT FOR EMPLOYEES

RECOMMENDATION: That Council authorizes the City of Troy to continue to participate in the Ohio Benefits Cooperative for the City's group health insurance benefit based on a joint self-insured program.

BACKGROUND:

For approximately nine years the City of Troy has been a member of the Ohio Benefits Cooperative (OBC) for the purchase of the group health insurance benefit, as well as the group life insurance benefit. There are currently 13 cities/villages/townships that comprise the membership of the OBC. We believe that being a member of the OBC has been a benefit for the City. While there have been annual increases in the cost of the health insurance benefit, those increases have generally been less than the increase the City of Troy would have received for a stand-alone health insurance plan. Recently, the OBC Board has evaluated the potential benefits, including avoidance of fees imposed for fully insured plans, which may be realized by moving to a self-insured program. A self-insured program would include the purchase of stop-loss insurance against high claims. A self-insured program also includes appointing an administrator, which would be the Jefferson Health Plan (JHP). There is no change for the employee as far as utilizing benefits under the self-insured program.

The OBC has had to make some by-law changes to particularly reference the self-insured plan. Such changes generally allow for participation in a joint self-insurance pool and clarify other regulations regarding delinquent or withdrawing members. The by-laws have been reviewed by the Director of Law, who found no issues with the by-laws as written.

REQUESTED ACTION: That the Director of Public Service and Safety be authorized to enter into an agreement with the Ohio Benefits Cooperative related to the group health insurance benefit.

cc: Mayor Beamish

TO:

FROM:

DATE:

Mrs. Baker, President of cof)cil

Patrick E. J. Titterington ~~ March 20, 2015

MEMORANDUM


Troy, Ohio 45373

www.troyohio.gov phone: (937) 335-1725

fax: (937) 339-8601 patrick. titteri ngton @troyohio .gov

SUBJECT: OHIO DEVELOPMENT SERVICES AGENCY - INTERAGENCY AGREEMENT - ED RLF ADMINISTRATION

RECOMMENDATION: That Council authorizes a new Interagency Agreement with the Ohio Development Services Agency (ODSA) related to the administration of the Economic Development Revolving Loan Fund.

BACKGROUND: In 2011 Council approved legislation authorizing the City to enter into an interagency agreement with the Ohio Department of Development (ODOD) regarding procedures for the administration of the Economic Development Revolving Loan Fund (ED RLF). The state agency name has been changed to Oho Development Services Agency (ODSA).

The most recent agreement period was for three years, through December 31, 2014. Three prior three-year agreements were approved by Troy. ODSA representatives recently contacted the City regarding having a new agreement in place. The new agreement includes some procedural modifications to which we have no objection. The City Development staff has reviewed the agreement and recommended a new agreement be authorized for a three-year period through December 31, 2017.

Details include:

The interagency agreement is a requirement for those political subdivisions that have an ED RLF, which includes Troy.

The Agreement will assist ODSA in assuring that the ED RLF funds are being used as required and loaned out as funds are repaid.

This is similar to other agreements associated with CDBG funds, such as those regarding lead-based paint rules and the coordination with the Ohio Historic Preservation Office.

Staff has not had concerns in this working relationship with ODSA.

REQUESTED ACTION: It would be appreciated if you would assign to a Committee of Council the subject of authorizing the Director of Public Service and Safety to enter into an agreement with ODSA for the administration of the Economic Development Revolving Loan Fund. As ODSA has asked for return of agreements by April 9, consideration of emergency legislation is requested.

cc: Mayor Beamish J. Dando G Harris

INTERDEPARTMENTAL CORRESPONDENCE

Date: March 20, 2015

To: Patrick Titterington, Public Service and Safety Director

From: James Dando, Development Direc~e-9-

Copies: Sue Knight, Clerk of Council James Livingston, Law Director

Re: ODSA Interagency Agreement- ED RLF Administration

Please ask City Council to consider approval of a Resolution authorizing a renewal of the Revolving Loan Fund Administration Agreement. This is an interagency agreement with the Ohio Development Services Agency (ODSA) regarding the procedures for administering the City of Troy Economic Development Revolving Loan Fund (ED RLF).

In 2002, ODSA changed its procedures and required every community that has an ED RLF to enter into an agreement for its administration. City Council authorized the initial agreement by adoption of Resolution R-11-03 on January 21, 2003. City Council has since authorized renewals by adoption of Resolutions R-9-06, R-63-2008, and R-64-2011. The current agreement expired December 31, 2014 and ODSA has requested it be modified as directed and be renewed by April 9, 2015.

New modifications to the form of agreement are numerous. The most significant change for Troy is to make its formerly separate Downtown Building Repair Revolving Loan Fund (DBR) subject to this ED RLF Administration Agreement. This will require prior approval from ODSA for each expenditure from the DBR, as has been the case for each past expenditure from the ED RLF. Another significant change is the requirement for a separate annual audit, including a "single audit" for years in which expenditures from the fund exceed $750,000. Other changes are identified by yellow highlighting on the attached form of agreement from ODSA. Most appear to be selections from ODSA's standard contract language for grants to private companies. Many of those will not apply to the City of Troy, such as not owing "any delinquent taxes".

The requirement for an administration agreement is part of ODSA's effort to better control CDBG funds which are in local hands and to be able to report as a state to the federal Department of Housing and Urban Development (HUD). ODSA also uses the information to encourage cities with local CDBG Program Income to either keep the dollars working in their communities or to return them to ODSA for other projects elsewhere in the state. If the City of Troy does not enter into the new administration agreement, ODSA may recapture all of the existing and future program income.

Troy's ED RLF has been a successful and important part of our local economic development program. I recommend City Council authorize the requested renewal of the Economic Development Revolving Loan Fund Administration Agreement.

r-~- - ~. ,

TROY OHIO

'f,,fRt1 1alin11 (.:0 .. :~-i

TO:

FROM:

DATE:

MEMORANDUM

Mrs. Baker, President of Council

Patrick E. J. Titterington ~March 25, 2015

SUBJECT: REQUEST FOR ADDITIONAL APPROPRIATIONS

RECOMMENDATION:

D G Patrick E. J. Titterington Director of Public Service and Safety

100 S. Market Street, P. 0. Box 3003 Troy, Ohio 45373 www. troyohio.gov phone: (937) 335-1725/fax: (937) 339-8601 [email protected]

That City Council approve a Reappropriation Ordinance for various funds in the amount of $1,140,200 to sufficiently fund: the anticipated costs of the McKaig Road Phase II Reconstruction Project ($365,200); the purchase of a Fire Rescue Engine to replace Engine 3 ($155,000); estimated expenses related to the possible purchase and demolition of downtown area properties for future parking lot(s) ($125,000); employee benefit costs related to Health Savings Accounts and the City of Troy Well ness Program ($11 0,000); participation with the Troy Development Council in an analysis of redevelopment and design options for the intersection of West Main and Adams Streets ($35,000); design of a future baseball field complex near Duke Park ($30,000); and repaving of additional roads as part of the City's annual repaving program ($320,000).

BACKGROUND:

The following is a chart that outlines each appropriation amount by fund, as well as an explanation of each request.

Fund/ Total General Capital OPWC Storm Water Sewer Other Item Est. (101) (441) (442) (709) (710) (711) (Various)

-~~~~i-~_f3_~~~- ----- -- ~~?-~:?_ -- ----- ~--- --------- ~------ ---- -~9~ ---- --- ~-~~~~--- --- -~~--~---------- ~- ---- ------ -~--- ---Rescue Engine 155 155 0 0 0 0 0 0

----------------------- ------------- -------------------------- ------------- ------------- -------------------------- --------------Downtown Pkg 125 125 0 0 0 0 0 0

----------------------- ------------- -------------------------- ------------- ------------- -------------------------- ---- ----------HSA/Wellness 110 82 0 0 0 9 9 10

----------------------- ------------- -------------------------- ------------- ------------- -------------------------- --------------Adams/W. Main 35 35 0 0 0 0 0 0

----------------------- ------------- -------------------------- ------------- ------------- -------------------------- --------------Ballfield Complex 30 30 0 0 0 0 0 0

----------------------- ------------- -------------------------- ------------- ------------- -------------------------- --------------Road Repaving 320 0 320 0 0 0 0 0

Grand Total $1,140.2 $427 $320 $203 $138.8 $32.4 $9 $10

Request for Additional Appropriations March 25, 2015 - Page 2 of 3

McKaig Road: City Council approved Resolution #R-11-15 and authorized staff to bid for Phase II construction improvements. As mentioned in the Committee meeting held days prior, staff noted that additional stormwater, retaining wall, and traffic signal additions/replacements increased the estimated bid price. Additionally, the State Auditor is requiring us to appropriate the utility costs in those funds and not as transfers to the OPWC Fund.

Fire Rescue Engine: During the 2015 budget process, the Fire Department requested $450,000 to replace Engine 3. However, further research into options reveals that it would be far more cost effective and prudent to purchase a Rescue Engine at a cost of $155,000 more. The benefits to this option include:

Could increase the life of the replacement truck by 5 years, from a 20-year estimated life cycle to 25 years; Could delay the replacement of at least one of the other two engines by up to three years, due to the fact that all heavy rescue equipment would be consolidated onto the new truck, thus reducing the response callouts of the other trucks; and,

- Would improve response time to scenes where heavy rescue equipment is needed because, again, all equipment would be consolidated onto one vehicle, rather than scattered and stored at various sites and on other vehicles.

Heavy rescue events could include extrications, high angle rescues (grain elevator, window washer, etc.), water/ice, industrial, building collapse, or trench/confined spaces. As part of this appropriation, we would evaluate options to replace the heavy rescue tool included in the 2015, as new technology has become available, which area departments are utilizing, thus making mutual aid callouts more efficient, as well.

Downtown Parking: Staff continues to review options to increasing available parking. As part of our review, we recognize the infeasibility of constructing a parking structure but we have identified some surface parking options to explore. Those options would involve the purchase and demolition of existing residences, which was not budgeted in the 2015 budget. Note that redevelopment into actual parking lots would occur as part of the 2016 workplan, at the earliest. Also note that appropriation of funds does not mean Council is authorizing the purchase of any specific structures: separate legislation in the future would be required before any purchases are made.

HSA/Wellness: The City administers a Health Savings Plan (HSA) as our standard health insurance policy for employees and their families. An HSA provides more cost effective options for employees, requires them to become "consumers" of healthcare, and, over time, improves the City's experience, thus limiting future year premium cost increases. As part of any HSA, an employer deposits a portion of the deductible into a special employee-controlled bank account, to which the employee can also contribute and which can only be used to offset eligible deductible expenses, such as co-pays related to medical appointment, prescriptions, etc. For the 2014-2015 plan year, the City only contributed 25o/o of the deductible expenses, as we encouraged employees to divert a one-year negotiated reduction of monthly premium co-pays into their individual HSA accounts. Starting in September 2015, that reduction disappears. At the time of budget approval, we did not know what the next insurance plan would look like and did not increase the health benefit contributions in each fund. Note that any increases in contributions to individual HSA accounts will include wellness incentives to encourage healthier

Request for Additional Appropriations March 25, 2015 - Page 3 of 3

behaviors. To further encourage participation, the City would like to significantly increase its wellness program offerings, which will require funding.

Adams/West Main Streets: With the demolition of the ITW/Hobart building at 601 West Main Street and City Council's recent rezoning of the 40-plus parcels to OC-1, the Troy Development Council is interested in analyzing the best reuse of this 8-acre group of properties to maximize reinvestment recommendations to the company. The City, of course, has a vital interest in remaining a key participant in this dialogue. Additionally, it will be important to understand the options to the City, as well as future developers, of redesigning the public infrastructure at that intersection, as well as the intersection of West Main and Elm Streets.

Ballfield Complex: The current complex at the intersection of Eldean Road and County Road 25A continues to flood excessively and previous funding efforts for repairs and renovations will no longer be available. Additionally, a community group has been analyzing options for bringing a special needs "Miracle Field" to Troy. In anticipation of future outside funding pursuits, it will be necessary to complete engineering and/or architectural designs at a rough estimated cost of up to $30,000 to place a complex on a preferred site near Duke Park (as yet unnamed).

Road Repaving Program: The recent two winter seasons have taken a toll on Troy's roads. Whereas, the current budgeted bid authorization of $600,000 should be adequate to address the most pressing needed repairs, to avoid further erosion and costly spot repairs, an additional $320,000 to repave sections of ten (1 0) more roads as part of the 2015 program would be highly beneficial and would allow us to gain on this growing problem. Better than anticipated General Fund carryover from 2014 will provide more than adequate resources to fund these needs, as will be explained next.

RESOURCES:

In November 2014, City Auditor John Stickel estimated a January 1, 2015 balance in the General Funds of approximately $18.5 million. In fact, after the financial books were closed last month, our actual beginning balance is much higher, at approximately $21 million. Although it continues to be important that we maintain adequate fund balances to ensure future year obligations for services, capital investment, and debt servicing, Mr. Stickel certifies that funding is available. Since these are carryover balances, they are most prudently used for capital investments and not on-going operating costs.

REQUESTED ACTION:

It would be appreciated if you would assign to a Committee of Council the review of these requests. As there are significant lead times related to some of these items, I would request the Committee consider this for a vote at its second reading, which would be at the next regular Council meeting on Monday, April 6, 2015 (after the Monday, March 30, 2015 Special Meeting).

cc: Mayor Beamish John Stickel, Auditor Jill Rhoades, City Engineer Matt Simmons, Acting Fire Chief

STREETS & SIDEWALKS

COMMITTEE

TO:

FROM:

DATE:

MEMORANDUM

Mrs. Baker, President of Council

Patrick E. J. Titteringtoo--{/ tttd March 25, 2015

Patrick E. J. Titterington Director of Public Service and Safety

Troy, Ohio 45373 www. troyohio.gov phone: (937) 335-1725 fax: (937) 339-8601 patrick. titterington@troyohio. gov

SUBJECT: STREETSCAPE 3B PROJECT - RECOMMENDATION OF THE ASSESSMENT EQUALIZATION BOARD AND AUTHORIZING BIDDING OF THE PROJECT

REQUESTED ACTION: It would be appreciated if you would assign to a Committee of Council the subject of the recommendation of the Assessment Equalization Board regarding the objections filed regarding the sidewalk portion of the Streetscape 3B project and authorizing the Director of Public Service and Safety to advertise for bids and enter into a contract for the project at a cost not to exceed $575,000.

BACKGROUND: The Streetscape 3B project is part of the 2015 Capital Improvement Fund Budget. 3B includes both sides of E. Main Street from Walnut Street to Mulberry Street. Project elements include replacement sidewalk and curbs, the paver brick design to the extent possible, underground utilities, light poles, and other aesthetics identified as part of this program.

On March 24, 2015, the Assessment Equalization Board (AEB) met to hear the appeals filed regarding the sidewalk portion of the project. The report of the AEB is attached. It is the recommendation of the AEB that:

The estimated assessment amounts for the three subsurface access hatches be reduced from $8,000 to $6,000;

That if any of the three appellants that has a hatch prefers to have their own contractor fill in or replace the hatch needs to notify the Clerk of Troy City Council of that intent within two weeks of the bid opening for the project, and that such work must be completed within the time line and the specifications of the City of Troy for the project;

That all other assessments for this project be approved as proposed.

The design of this project is complete and has been approved by the Ohio Department of Transportation (ODOT). The project has been budgeted at $575,000. $300,000 of the project cost is funded by an ODOT I MVRPC grant. As a condition of the grant, this project must be under contract by mid-June at the latest.

RECOMMEDATION: It would be appreciated if you would assign to a Committee of Council consideration of the recommendation of the AEB and authorizing the Director of Public Service and Safety to advertise for bids and enter into a contract for the Streetscape 3B project at a cost not to exceed $575,000.

encl. cc: Mayor Beamish

~tQ'/, Qt)\Q City of Troy us~


FROM: Jillian Rhoades, PE, City Engineer


SUBJECT: Authorization to Bid and Award Streetscape Phase 38 {PID 93240}

Jillion A Rhoades, PE . --

100 S. Market Street, P. 0 . Box 3003 Troy, Ohio 45373-7303

phone: 937-339-2641 /fax: 937-339-9341

[email protected]

The final design of the Streetscape Phase 38 (PID 93240) project have been approved to ODOT This project is currently in the budget in fund 441 (Capital Improvement Projects) at an estimated cost of $575,000. If the sidewalk assessment is approved, the project can move into the construction phase. This project is funded in part with a grant of 80% of the construction costs. Reimbursement will be applied for once construction is completed. The contract must be awarded by early June.

Staff is requesting legislation to authorize the bidding of the Streetscape Phase 38 (PID 93240) project at a cost not to exceed $575,000.

If you have any questions or would like any additional information on this please let me know.

REPORT OF THE ASSESSMENT EQUALIZATION BOARD TO TROY CITY COUNCIL

The below members of the Assessment Equalization Board (AEB) met on Tuesday, March 24, 2015, at 6:30pm to consider the appeals filed in response to the estimated assessments of the sidewalk portion of the Streetscape 3B Project (E. Main Street between Walnut and Mulberry Streets).

Present were: AEB Members Rena L. Gumerlock, Roberta Z. Jacobs, and William G. Rozell Appellants: Paul Kessler for IORM Lodge 222 (Redmen) {101 E. Main Street)

David Fitzgerald for II II Douglas Boyle (Mojo's) (109 E. Main Street) Marcia Klein Bodmer (K's) (117 E. Main Street)

James Livingston, Director of Law Jillian Rhoades, City Engineer Bobby Phillips, member of Council Sue Knight, Adm. Assistant & Clerk of Council Neil Teaford, City Engineering Staff and inspector for the project Deborah Swan, former City of Troy Engineer

Prior to the meeting, all AEB members had taken the Oath of Office.

Mrs. Knight called the group to order.

Election of Chairman: Upon motion of Mrs. Gumerlock, second by Ms. Jacobs, Mr. Rozell was elected as Chairman of the AEB by unanimous vote.

Mrs. Knight noted that the members had received background information including appeals filed by the three property owners.

Mrs. Rhoades outlined the project, commenting that:

Total project includes sidewalks, decorative pavers (funded by City), some utility work and street lights. Project will extend the streetscape design one block east. The estimates provided to property owners are just that as final costs will not be known until the project

is bid; property owners will only pay for their share of the sidewalk and replacement of hatches based on those final costs; and bids have historically been under the estimates for streetscape projects.

For safety reasons, existing hatches (access to under the sidewalk) would be removed and if replaced, would be of the same design as hatches in areas where this project has already been completed. Those properties with hatches could continue to have hatches or have the area filled in based on the following options:

The fill can be by the City contract or done privately subject to following the City's specifications and having the work inspected; the hatch would then be replaced by concrete by the City's contractor so it matches the rest of the sidewalks;

Have any work needed under the hatches done by the City's contractor or done privately subject to following the City's specifications and having the work inspected; the actual hatch would be part of the City's contract so that the hatches match.

Based on the ORC, the process is that owners must be advised of the estimated assessments and that has to be done prior to bidding when final costs would be known. However, the actual cost to the property owners cannot exceed the amount of the estimated assessments.

Photos were then viewed of the properties for which appeals were followed, and discussed by the appellants.

PAGE TWO

101 E. Main: Mr. Kessler asked about fees applied to the final assessed amount. It was explained that the County has a

5% administrative fee if the costs are assessed to the taxes, that is not a compounded amount (it is not interest), after the project is completed, owners may pay all or part of the cost, any unpaid amount is assessed to the property tax, the 5-year assessment period is set by the ORC and not the City.

Regarding the $8,000 estimate per hatch, the Lodge had one taken out on Walnut Street at a cost of $1,800. Mrs. Swan explained that the City's estimate for hatches for all the streetscape projects has been $8,000, one did cost that amount, and some have been as low as $1,500; final costs will be known once the project is bid and property owners only pay the final costs not the estimated costs.

Mr. Kessler indicated the Lodge may prefer to fill in the space under the hatch, and Mrs. Rhoades stated the Lodge could do that themselves, again subject to City specifications and inspections.

Mr. Kessler asked about elevations for the doorways for handicap access. Mrs. Rhoades stated the plan is to match the elevations that currently exist, she will look into the elevations for the Lodge properties and advise the Lodge if there can be an adjustment.

The Lodge's primary objection is the estimated cost of the hatch, although they have concerns about the project in general.

It was commented that there is not a plan to place the larger electric panels that were installed on the Square, some electrical access will be installed level with the curb, and there may be a traffic control panel installed in front of the Police Department.

109 E. Main: Mr. Boyle commented that he appreciates what the City does to keep the downtown looking nice, but he

questions if this is a sidewalk project or a beautification streetscape project as he feels only 3 squares of sidewalk would have been marked for replacement under a sidewalk program and the hatch would not have been impacted at all instead of all sidewalk under this project.

He commented that he has just completed a lot of interior work and did not anticipate the cost associated with this project. He asked if he selects to do the subsurface work himself, will the City provide engineering drawings. Mrs. Rhoades asked if he plans to fill in the subsurface or maintain it, and he said he has not decided as he sometimes uses the subsurface entrance. Mrs. Rhoades advised that the City would provide the detail to him if he decides to have the work done himself. She commented that the City is paying for the beautification aspects of the project.

In response to Mr. Rozell, it was stated that Streetscape has been constructed block by block.

117 E. Main: Mrs. Bodmer commented that K's will be in business 80 years in July, she has recently had considerable

expense with interior work, repairing the business sign, and working on the building exterior. Regarding the hatch, she commented it is only 3'x3'8" and $8,000 seems to be an excessive estimate based on the size, unless she constructs an interior access to the basement area (at the loss of eating space) the hatch must be maintained, and she has a private estimate for the hatch and related work of $1,500.

Mrs. Bodmer asked about the trees, and was advised they will be removed and not replaced as the City has had maintenance issues with the trees that were replaced in other areas of streetscape. Mrs. Bodmer commented that she paid for the existing tree and for the memorial plaques (to her parents) as a part of a prior project, and she was advised that she will be given those plaques.

Regarding the brick pavers, it was commented that as far as shoveling snow, property owners would be responsible for that area of the sidewalk as they are now for keeping the sidewalk in front of the property clear, but replacement of damaged pavers would be the responsibility of the City.

It was stated that street lighting will not be LED, and the 111ight" will not be less than what exists now.

Mr. Livingston confirmed that the Redmen Lodge may have an option of retaining or filling in the hatch area, but the owners of K's and Mojo's may not have such an option.

PAGE THREE

A motion was made by Ms. Jacobs, seconded by Mrs. Gumerlock, to go into Executive Session for the purposes of considering the comments. Motion passed by unanimous roll call vote. At 7:23 pm the AEB recessed into executive session.

At 7:41 pm, the AEB returned to regular session upon motion of Mrs. Gumerlock, seconded by Ms. Jacobs, followed by a unanimous roll call vote.

RECOMMENDATION: A motion was made by Ms. Jacobs, seconded by Mrs. Gumerlock, that the Assessment Equalization Board recommends to Troy City Council that:

The estimated assessment amounts for the three subsurface access hatches be reduced from $8,000 to $6,000;

That if any of the three appellants that has a hatch prefers to have their own contractor fill in or replace the hatch needs to notify the Clerk of Troy City Council of that intent within two weeks of the bid opening for the project, and that such work must be completed within the time line and the specifications of the City of Troy for the project;

That all other assessments for this project be approved as proposed.

Motion passed, unanimous roll call vote.

The meeting adjourned at 7:45 p.m.

This report of the meeting of the Assessment Equalization Board and the recommendation regarding the estimated assessments for the sidewalk portion of the Streetscape 38 Project is approved by:

Rena L. Gumerlock

Roberta Z. Jacobs

William G. Rozell Chairman

100 S. Market Street

P. 0 . Box 3003

Troy, Ohio 45373

www. troyohio.gov phone: (937) 335-1 725

fax: (937) 339-8601 sue [email protected]

MEMORANDUM

TO: Assessment Equalization Board Members - Rena L. Gumerlocb Roberta Z. Jacobs William G. Rozell

FROM: Sue Knight

DATE: March 18, 2015

SUBJECT: APPEALS TO THE ESTIMATED ASSESSMENT FOR THE SIDEWALK PORTION OF THE STREETSCAPE 38 PROJECT (E. MAIN STREET FROM WALNUT STREET TO MULBERRY STREET)

The following three property owners have filed appeals in response to the notice of the estimated assessment of the sidewall? portion of the Streetscape 38 Project:

IORM Lodge 222 (Redmen) Douglas Boyle (Mojo's) Marcia Klein Bodmer (K's)

The AE8 has been scheduled to meet as follows:

DATE: TIME:

March 24, 2015 6:30P.M.

101 E. Main Street 109 E. Main Street 117 E. Main Street

LOCATION: Council Chambers, second floor City Hall 100 South Marbet Street Troy, OH 45373

Please find attached the following information:

Agenda for the March 24 meeting. List of the estimated assessments. (Those highlighted are the addresses for which appeals have been

filed.) Copies of letters advising of the estimated assessments to each of the properties for which appeals have

been filed. Copy of each appeal. Copies of letters advising those that filed appeals of the meeting of the AEB.

We would libe to administer the oath of office to each of you about ten minutes prior to the start of the meeting. Also, we would suggest that you might want to personally view the sidewalbs in the project area, perhaps specifically those for which appeals have been filed.

encl.

March 24, 2015 6:30PM

AGENDA ASSESSMENT EQUALIZATION BOARD

CITY OF TROY, OHIO

Council Chambers, City Hall

1. Selection of Chairman

2. Hearing of any appeals filed regarding the estimated assessments of the sidewalb portion of the Streetscape 38 Project

3. Provide a recommendation to Council regarding filed appeals

FOR AEB- HIGHLIGHTED THOSE THAT FILED APPEALS

Typical Area of Sub-surface unit price Concrete Unit Price ParceiiD Assessed Address Owner Mailing Address City State Zip Frontage width Concrete Area concrete costs subs. Est. Final Costs

------ n --- -- -- -D08-000880 101 E Main Street IORM Lodge 222 103 1/2 E. Main St Troy Ohio 45373 82.7 14 1157.8 1 $7.00 $8,104.60 $8,000.00 $16,104.60

008-000890 109 E Main Street Mr. Douglas Boyle 633 Sedgwick Troy Ohio 45373 18.5 14 259 1 $7.00 $1,813.00 $8,000.00 $9,813.00 -D08-000910 l111 E Main Street I Mr. David Smith, Trustee j242 Newport Dr. Unit 506 jNaples jFiorida 1- 341141 18.51 141 259 1 I $7.oo l $1,813.00 1 I $1,813.00 008-000850 1113 E Main Street I Mr. Roger Prim 1740 Sunnymeade Place lrroy I ohio _]_

--- -~ -45373 1 37.1 1 14 1 519.41 ----- _I _ $7.oo l $3,635.801 -- I $3,635.80

008-000840 117 E Main Street Mrs. Marcia Ryan Bodmer 11 Elmwood Ave. Troy Ohio 45373 17 14 238 $7.00 $1,666.00 $1,666.00

D08-000830 117 E Main Street Mrs. Marcia Ryan Bodmer 11 Elmwood Ave. Troy Ohio 45373 27.7 14 387.8 1 $7.00 $2,714.60 $8,000.00 $10,714.60 - -- -

008-000820 121 E Main Street Mr. John Wilson 1125 Washington Road Troy Ohio 45373 32.3 14 452.2 $7.00 $3,165.40 $3,165.40

008-250118 124 E Main Street City of Troy 57.5 14 805 $7.00 $5,635.00 $5,635.00

D08-001500 112 E Main Street Mr. Leo Grilliot 229 Grant St. Troy Ohio 45373 18.2 14 254.8 $7.00 $1,783.60 $1,783.60

D08-001530 110 E Main Street BBA LLC (Mr. & Mrs. Bill Arthur) 1116 S. Crawford St. Troy Ohio 45373 18.2 14 254.8 $7.00 $1,783.60 $1,783 .60

D08-001510 100 E Main Street Mr. Robert Conard 2100 S. CR 25A Troy Ohio 45373 81.5 14 1141 $7.00 $7,987.00 $7,987.00

_ _ L -$64,101.60

IORM Lodge 222 1 03 Y2 East Main Street Troy, Ohio 45373

SUBJECT:

Dear Property Owner:

CERTIFIED MAIL

Sue G. Knight

100 S. Marlc:::e1 Street P. 0. Box 3003 Troy, Ohio 45373 www.troyohio.gov phone: (937) 335-1725 fax: (937) 339-8601 sue.l

Mr. Douglas Boyle 633 Sedgwick Way Troy, Ohio 45373

SUBJECT:

Dear Mr. Boyle:

CERTIFIED MAIL

Sue G. Knight

Clerk of Council

100 S. Market Street P. 0. Box 3003 Troy, Ohio 45373 www.troyohio.gov phone: (937) 335-1725 fax: (937) 339-8601 sue.l=+--"'--........:::;...--'----:o""---L--=--:-+---+----

Sue G. Knight, Clerk of Council

Mrs. Marcia Ryan Bodmer 11 Elmwood Avenue Troy, Ohio 45373

CERTIFIED MAIL

Sue G. Knight

100 S. Market Street P. 0. Box 3003 Troy, Ohio 45373 www.troyohio.gov phone: (937) 335-1725 fax: (937) 339-8601 [email protected]

February 19, 2015

SUBJECT: NOTICE OF NECESSITY OF STREETSCAPE PHASE 38 (EAST MAIN ST. FROM WALNUT ST. TO MULBERRY ST.) AND FILING OF ESTIMATED ASSESSMENTS

Dear Mrs. Bodmer:

On February 17, 2015, the Council of the City of Troy adopted Resolution No. R-4-2015, declaring the necessity of constructing/repairing certain sidewalks. Under the Resolution, the City is required to construct sidewalks abutting your property at 117 East Main Street, Parcel ID numbers D08-000830 and D08-000840, Troy, Ohio, in accordance with the plans and specifications filed in the Office of the Clerk of Council of the City of Troy, Ohio.

The estimated assessments for the cost of constructing/repairing certain sidewalks and, if applicable, removing exterior subsurface basement access in the City of Troy, Ohio, for the Streetscape Phase 3B improvement project as provided in the above referenced Resolution have been made and are now on file for inspection by interested persons in the Office of the Clerk of Council at City Hall. The total project is estimated at $575,000 and includes the sidewalk paver system, street lighting replacement, East Main Street and Mulberry Street signal upgrades, and lane striping modifications.

The estimated assessment, excluding interest and collection charges that would be set by the County if the sidewalk work is assessed to your taxes, for the subject address is:

Parcel D08-000830 $10,714.60 ($2,714.60 for sidewalks and $8,000.00 for removing exterior subsurface basement access).

Parcel D08-000840 $ 1 ,666.00.

Following completion of the project, which is expected to be the fall of 2015, you will be advised of your share of the cost based upon the final costs of the improvement. At that time, you will be given the option of either placing the assessment on the tax duplicate for a five-year period or paying your entire assessment.

Any objections to the estimated assessments must be filed in writing in the Office of the Clerk of Council (City Hall, 100 S. Market Street, second floor) on or before 4:30 PM, Monday, March 9, 2015. If you have any questions regarding the process, you may contact Jillian A. Rhoades, P.E., City Engineer, at 937-339-2641.

By order of the Council of the City of Troy, Ohio.

TO i'\J QUA S 1=r< I B E N 0. 2 2 2 !AJ\PROVED ORDER OF RED /v\EN

March, 8 2015

103 1/2 E, f\A.AIN STREET TROY, OHIO 45373

937-339-1076

Troy Ohio Clerk of Council 1 00 S. Market Street P.O. Box 3003 Troy, OH 45373

,.,

(.~~L. ~-/

;} /\"'~ ~-! { \)

i

Subject: Objection to estimated assessments for the Streetscape Phase 3B Project.

Dear Troy Council,

We received your letter of the Estimated Assessment on March, 6 2015. Our officers have expressed some concerns with these Assessments.

First concern is the overall cost. We feel the $8,000.00 for removing the exterior subsurface basement access is extremely off based. This type of project has been proposed and completed in the past on Walnut St. The cost of that project was about 25% of what is being proposed. We would like to block up the basement access and back-fill prior to your construction to eliminate the $8,000 assessment altogether. If we do the work prior to your construction, you can remove the steel doors from the sidewalk and finish the sidewalk overtop of the back-fill.

In Resolution No. R-4-2015 it says the assessment may be spread out over five years' worth of property taxes. If the completed work results in the full amount being assessed and the sidewalk Program 8 on Walnut Street are completed this year, our property will be getting assessed over $18,000 in one year. Property owners with assessments this large should have the option of spreading this out over a longer

term. Also what kinds of fees are associated with putting the assessment on the property tax? We are currently trying to make a major exterior improvement to our property costing $42,000. Had we known all of this information at an earlier date, we could have evaluated our finances and possibly postponed our project. The affected property owners should have had proper notice and time to communicate their concerns to the council members before this Resolution was voted on.

Another question of concern has been brought to our attention. Will the new side walk be raised to make all the storefront's handicap accessible? Currently there are steps going up into all four of our storefronts.

I would hope this type of project and expense would have more purpose than just beautification.

We kindly request, that you notify us of the next meeting date and time for the Equalization Board.

Alex Travis, Trustee Tonquas Tribe 222

Office of the Clerk of Council City of Troy 100 S. Market Street Troy Ohio, 45373

Cc: Mayor Michaell. Beamish Martha A. Baker, President Thomas M. Kendall, First Ward Douglas W. Tremblay, Second Ward John W. Schweser, Third Ward Bobby W. Phillips, Fourth Ward William C. Twiss, Fifth Ward Brock A. Heath, Sixth Ward Alan R. Clark, CounCilman-at-large lynne B. Snee, Councilwoman-at-large Robin I. Oda, Councilwoman-at-large

Doug Boyle

MoJos Bar & Grille

109 East Main Street

Subject: Notice of necessity of streetscape phase 38 (East Main st from Mulberry st to walnut stand filing of estimated assessments

(Specifically 109 east main street parcel id number 008-000890)

To Whom it May Concern:

I recently received a letter notifying me of the estimated assessment of the new streetscape project that-will require a special assessment for the following

Sidewalks Removing the exterior subsurface basement..access

First of all I appreciate the City of Troy addressing the ageing sidewalks in our downtown as well as everything else tbat they do to help maintain our downtown as a viable place of b~siness.

In March 2013 I opened MoJos ~ar and Grille partially because of our City's commitment to doing these kinds of -projects. In the two years that MoJos has been open we have poured 100%of any profits back into the business. Including purchasing new equipment, signing a 5 year lease on the adjacent property at 107 east main (that has been empty for more than 2 years). We opened the new dining room in ( 1~7 east main) in August of last year and are currently in the process of more than tripling the size of our kitchen. My point being is that business like MoJos are committed to doing a lot to help bring back the East main street side of downtown, which prior to March of 2013 had a occupancy rate of close to 50% and today is _almost 100%, and I truly believe we played a big part in that.

The Sidewalks, I have no issue with the actual sidewalk assessment and the ability to spread that over 5 years is appreciated. I would like to clarify any fees that would be associated with spreading th is cost over the 5 years.

The exterior subsurface basement entrance, I have many issues with this assessment and how it came about and the timeliness of the property owner being notified. Ys>u are proposing an $8,000 estimated special assessment for the exterior subsurface basement entrance

Was this amount estimated from the contractor to remove the exterior subsurface basement entrance (as stated in the letter) or was this the estimate to re-build, add new doors ... update the entrance to fit with the new streetscape?

If the City of Troy wants to remove these entrances, why would the property owner be billed for this cost?

. ~ ..:. . _:- n~

While I certainly understand my responsibility as the property owner for my cost in mai ntaining a safe sidewalk, I would question the validity of charging the property owner any cost that would fall into a beautification category rather than a maintenan~e I safety category?

Could you explain the timing of the property owner notification?

When and how were all the property owners first notified of this project that could financially impact them? How did this get approved through city council so quickly, was this deemed an emergency and if so what exactly was the em~rgency?

When were the assessment letters dated 2/19/2015 mailed that I received the first week of March?

In closing, it appears that this pro

]

IORM Lodge 222 103 l-2 East Main Street Troy, Ohio 45373

CERTIFIED MAIL

March 16, 2015

Sue G. Knight

P. 0 . Box 3003

Troy, Ohio 45373

www.troyohio.gov

phone: (937) 335-1725

fax: (937) 339-8601 sue .knight@troyohio .gov

SUBJECT: NOTIFICATION OF THE DATE AND TIME OF THE HEARING OF THE ASSESSMENT EOUALIZA TON BOARD IN RESPONSE TO YOUR APPEAL

Dear Members of the IORM Lodge:

Our records show that you filed an appeal to the estimated assessments for the sidewal~ portion of the Streetscape 3B Project (E. Main Street from Walnut Street to Mulberry Street).

Troy City Council has appointed an Assessment Equalization Board to hear such appeals. The members of that Board are Rena L. Gumerloc~, William G. Rozell, and Roberta Z. Jacobs. The time and date of the hearing of the Assessment Equalization Board to hear all appeals filed is as follows:

DAlla March :14, ZOII liNEa eaiO P.M. LOCAIIONa Council Chamllert, teconcl floor

Cltp Hall 100 South Narllet Jtreel lrop,OH 45171

The Assessment Equalization Board members will be provided with a copy of the appeal you filed. The Board will be providing a recommendation to Council regarding the appeals the Board heard. We would suggest that you attend the March 24 meeting to respond to any questions of the Assessment Equalization Board.

Sincerely,

Sue G. Knight Clerb of Council

/

Mr. Douglas Boyle 633 Sedgwicb Way Troy, Ohio 45373

March 16, 2015

CERTIFIED MAIL

Sue G. Knight

100 S. Market Street

P. 0 . Box 3003

Troy, Ohio 45373

wvvw. troyohio.gov phone: (937) 335-1725

fax: (937) 339-8601

sue .knight@troyohio .gov

SUBJECT: NOTIFICATION OF THE DATE AND TIME OF THE HEARING OF THE ASSESSMENT EQUALIZATON BOARD IN RESPONSE TO YOUR APPEAL

Dear Mr. Boyle:

Our records show that you filed an appeal to the estimated assessments for the sidewal~ portion of the Streetscape 3B Project (E. Main Street from Walnut Street to Mulberry Street).

Troy City Council has appointed an Assessment Equalization Board to hear such appeals. The members of that Board are Rena L. Cumerlocb, William C. Rozell, and Roberta Z. Jacobs. The time and date of the hearing of the Assessment Equalization Board to hear all appeals filed is as follows:

DAlla March :14, 2011 IIMEa eaiO P.M. LOCAIIONa Council Chamltert, tecontl floor

Cltp Hall 100 South Maret Street lrop,OH 41ftl


Sincerely,

Sue G. Knight Cler~ of Council

Mrs. Marcia Klein Ryan Bodmer 117 E. Main Street Troy, OH 45373

CERTIFIED MAIL

March 16, 2015

Sue G. Knight

P. 0 . Box 3003

Troy, Ohio 45373

www.troyohio.gov

p hone: (937) 335-1725 fax: (937) 339-8601

sue .knight@troyohio .gov

SUBJECT: NOTIFICATION OF THE DATE AND TIME OF THE HEARING OF THE ASSESSMENT EOUALIZATON BOARD IN RESPONSE TO YOUR APPEAL

Dear Mrs. Bodmer:

Our records show that you filed an appeal to the estimated assessments for the sidewalb portion of the Streetscape 38 Project (E. Main Street from Walnut Street to Mulberry Street).

Troy City Council has appointed an Assessment Equalization Board to hear such appeals. The members of that Board are Rena L. Gumerlocb, William G. Rozell, and Roberta Z. Jacobs. The time and date of the hearing of the Assessment Equalization Board to hear all appeals filed is as follows:

DAile March 2, 2011 IINEe eeiO P.M. LOCATION Council Cham.ert, teconcl floor

Cltp Hall 100 South Marltel Street lrop, OH 41171


Sincerely,

Sue G. Knight ClerR of Council

UTILITIES

COMMITTEE

TO:

FROM:

DATE:

MEMORANDUM

Mrs. Baker, President of ~

Patrick E. J. Titterington-f ~

March 24, 2015


100 S. Market Street P. 0. Box 3003

Troy, Ohio 45373 wwvv.troyohio.gov

phone: (937) 335-1725 fax: (937) 339-8601

patrick. titterington@troyohio .gov

SUBJECT: AGREEMENT WITH RA CONSULTANTS, LLC FOR SEWER REGIONAL STUDY

RECOMMENDATION: That Council authorizes the Director of Public Service and Safety to enter into a professional service agreement with RA Consultants, LLC of Cincinnati, Ohio for such firm to perform a Sewer Regionalization and Rate Study at a cost not to exceed $50,000.

BACKGROUND: The amount of $75,000 was included in the Sewer Administration Budget for a Sewer Regionalization Study. The firm of RA Consultants, LLC is currently working on a Water Regionalization Study to analyze the retail potential of the water systems of Miami County and West Milton. It seems prudent to have a similar study provided for the sanitary sewer collection systems contributing to the City's Wastewater Treatment Plant. The proposed study is to include: review of data gathered on the operating costs of the Troy wastewater system; a cost of service analysis; an engineering condition assessment of the wastewater systems of Troy and Miami County; and staff workshops to review the information generated by the study and to present the final report.

REQUESTED ACTION: It would be appreciated if you would assign to a Committee of Council authorizing the Director of Public Service and Safety to enter into an agreement with RA Consultants, LLC to perform a Sewer Regionalization and Rate Study at a cost not to exceed $50,000.

cc: Mayor Beamish


FROM: Jillian Rhoades, PE, City Engineer


SUBJECT: Sewer Regionalization Study

With Miami County

Currently, the City is facilitating a Water Regionalization Study (Project# 2014-03) to analyze the retail potential of the water systems of Miami County and West Milton. While meeting with the Miami County Commissioners in December 2014, they stated that regionalization was only logical if both the water and sanitary sewer systems were analyzed. RA Consultants, LLC (i.e. RA) of Cincinnati is performing the water regionalization study.

The 2015 Sewer Fund budget contains $50,000 for a sewer regionalization feasibility study for sanitary sewer collection systems contributing to the Troy Wastewater Treatment Plant (WWTP). Staff worked with RA to define a scope of services including collaboration of Miami County and in combination with the water study. Staff is proposing that RA Consultants, LLC of Cincinnati for the sewer portion of the study, as well.

A brief summary of the scope of services will include the following items: Review data gathered on the operating costs of the Troy wastewater system. Conduct a cost of service analysis. Conduct an engineering condition assessment of two (2) wastewater systems- Troy and Miami County. Conduct workshops to review the data and models, determine key performance requirements and present the final report.

Staff is requesting that legislation be prepared to authorize an agreement with RA Consultants, LLC of Cincinnati, Ohio at a cost not to exceed $50,000.

Please let me know if you would like any additional information on this study.

Documents

March 26 Committee Packet