CITY MANAGER REPORT Thomas W. Moeller January 13, 2020

GUESTS AND REGISTERED VISITORS

• No one has pre-registered to address City Council at this time. For the January 27th Council meeting, Hamilton County Common Pleas Court Judicial Candidate Karen Falter is tentatively scheduled to address Council.

CORRESPONDENCE

• None COMMITTEE AND OFFICIAL REPORTS

• Board of Zoning Appeals January 6 • Administration/Personnel Committee January 6 • Park and Recreation Board January 8 • Budget and Finance Committee January 13

PUBLIC HEARING

• Ord. No. 19-07. Zoning Map Amendment Adjusting Boundary Lines of Existing Zoning along Euclid Avenue (in the TROD Area) and on Laurel Avenue (In the BA/RSB Area) 7825, 7827, and 7845 Euclid Avenue/7832, 7838, and 7842 Laurel Avenue

ORDINANCES AND RESOLUTIONS

• Ord. No. 19-07 Zoning Map Amendment Adjusting Boundary Lines of Existing Zoning along Euclid Avenue (in the TROD Area) and on Laurel Avenue (In the BA/RSB Area) 7825, 7827, and 7845 Euclid Avenue/7832, 7838, and 7842 Laurel Avenue - SECOND READING. A public hearing is scheduled for this meeting per the requirements of the Madeira Home Rule Charter. Attached to the legislation is the map depicting the property to be re-zoned. The Third Reading will be scheduled for the January 27th Council Meeting. If approved, the legislation will take effect 45 days after publication.

• Ord. No. 19-08. Amending the Madeira Code Re: Tobacco/Vaping Use - THIRD READING. There have been no changes made to the legislation, except for those amendments approved by City Council at the December 9th Council meeting. The legislation adopts new regulations, which prohibit the sale of tobacco and vaping products to anyone under the age of 21. This makes our code consistent with recently approved legislation by the State of Ohio. The legislation will take effect 45 days after publication. Recommend Approval.

• Res. No. 01-20. Requesting the County Auditor to Make Tax Advances During the Year 2020 Pursuant to Ohio Revised Code Section 321.34 This legislation, upon

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approval, is sent to the County Auditor’s office so we can receive our property tax revenue on a monthly basis. If we did not make this request, the Auditor would retain our revenue and only pay it semi-annually. By approving this legislation, we help our cash flow in the General Fund. Recommend Approval.

• Res. No. 02-20. Authorizing the City Manager to Enter into a Contract with Clark, Schafer, Hackett & Co. to Render Accounting Services to the City of Madeira Beginning Fiscal Year 2019 and Ending Fiscal Year Ending 2023. The Auditor of State is permitting us again to use a private CPA firm to conduct our annual audit. Clark, Schafer and Hackett, Inc. (CSH), was awarded the contract by the State of Ohio. CSH has performed our annual financial compliance audit for several years; we have been very pleased with the service and the quality of the review. This is for a five (5) year agreement; the cost schedule for the five year period is attached to the agreement. FY2020 will be $17,500. Recommend Approval.

• Res. No. 03-20. Authorizing the City Manager to Contract with the Miami Valley Risk Management Association (MVRMA) for Property, Casualty and Liability Insurance for FY 2020. This is our annual authorization for the contract with MVRMA for our property, casualty and liability insurance. Total cost this year will be $78,629.00. Last year’s premium was $63,557.00. It increased from last year because of one incident involving a police vehicle and the standard increases in the cost of stop gap insurance coverage that affected all of MVRMA’s membership. We continue to have below average loss experience, and the overall cost of insurance for the amount of coverage that we receive is still very low relative to the open market. Recommend Approval.

• Res. No. 04-20. Establishing Compensation in Connection with Law Director Brain W. Fox’s Provision of Legal Counsel for the Period of His Now-Current Term, Said Term Commencing on December 1, 2019 through November 30, 2021. The hourly rate remains the same for regular services ($195/hr.) and additional legal services/litigation ($225/hr). Regular legal services are capped at $85,000/yr. up from $80,000/yr. Additional legal services are capped at $45,000/yr. This is new; per the previous two (2) year agreement, there was no cap. Any services required above the $45,000 threshold require specific City Council approval. Recommend Approval.

• Res. No. 05-20. Authorizing the City Manager to Enter into an Agreement with David Ballweg as the ARO/Building and Zoning Department Coordinator. In an effort to improve our Building Department review and inspection services, City Council approved a “reorganization” of the Building Department at the beginning of 2017. This reorganization included increasing the number of hours we could fund for the residential building inspection process. City Council approved a contract with Dave Ballweg to be the City’s Residential Plans Examiner and Architectural Review Officer (for those commercial projects that require ARO review). The process of inspections and code enforcement has improved significantly as it relates to all of the residential construction that we have experienced. Concurrent with this, in early 2018, we increased the cost of new residential construction permits to cover the cost of inspections. The rate of $75/hr. is unchanged from 2018. Recommend Approval.

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• Res. No. 06-20. Authorizing the City Manager to Enter into a Contract with William

C. Fiedler for Professional Services as the Chief Building Official (CBO) Commencing January 1, 2020. Mr. Fiedler is a registered architect and serves as the City’s Chief Building Official (since 1988). He is responsible for the overall operation of our Building Department. His primary duties under this agreement are to review, approve and inspect commercial building plans/projects, although he will do residential inspections from time to time as necessary. The rate of $40/hour is the same as 2019. We increased it by $5 hour in 2019. Recommend Approval.

• Res. No. 07-20 Authorizing the City Manager to Execute an Agreement with 143 Engineers to Conduct a Traffic Study of Miami Avenue in the Madeira Business District. Per the recommendation of the Economic Development Committee at the December 9th Council Meeting, this approves an agreement and scope of services for the Traffic Study of Miami Avenue. We have a meeting scheduled with the consultant on Tuesday, January 14th to begin the work. The cost of the study is $24,820 and will be funded through the Hamilton County CDBG Mini-Grant Program. The project is scheduled to be completed by the end of April/2020. Recommend Approval.

• Res. No. 08-20. Authorizing the City Manager to Enter into an Agreement with Brandstetter Carroll, Inc. for Consulting Engineering Services. Brandstetter Carroll has been the City’s engineering consultant since 1988. They provide professional consulting for engineering issues on an hourly basis (see rate schedule attached to the ordinance). There are no rate changes for 2020; rates were increased in 2019. As noted in previous years, the hourly rates are a very good value for the service we receive. Along with engineering consulting, we also contract with them to do design/bidding for the City’s annual street program and other street and drainage projects. Recommend Approval.

• Res. No. 09-20. Authorizing the City Manager to Enter into an Agreement with Brandstetter Carroll Inc. for the 2020 Street Program Engineering and Design Services. As noted in the legislation, we will be resurfacing Thomas Drive, Juler Avenue, Mapleleaf, Buckeye Crescent and Greenbriar later this year. In advance of the pavement replacement, we are installing new water mains on all of these streets. Cost of the engineering and bid/specification preparation is $23,500. Recommend Approval.

• Resolution No. 10-20. Authorizing the City Manager to Execute Change Order No.

1 with R.A. Miller Construction for the 2019 Sidewalk Replacement Program. With the addition of the Municipal Building driveway apron and the full sidewalk installation for the property at 7796 Shawnee Run Road, the final contract amount exceeds the amount of the original contract as approved by City Council last year. The increase in the contract is $9,149.00. The Municipal Building apron cost $3,600 and the Shawnee Run walk cost $5,549. We will be reimbursed for this amount by the property owner. Recommend Approval.

• Res. No. 11-20 Appointing C. Robert Paul as Madeira City Treasurer and Establishing Compensation. Mayor Spencer may request City Council move into

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Executive Session to discuss the appointment and compensation for the position. We have left the compensation section of the legislation blank until Council discusses the matter.

OLD AND NEW BUSINESS

• Miami/Laurel Intersection. Mayor Spencer asked to place this on the agenda for Council’s discussion. With two recent pedestrian accidents, she would like discussion on whether additional safety measures are necessary prior to the traffic study recommendations.

• Municipal Building Lift Update. We are making preparations to replace the entire unit. At the time of this report, we do not have a final cost as the work will require both a new unit along with some modifications to the existing “shaft” that would be performed by a general contractor. Dave Ballweg has secured a contractor for the work and will be the project manager on the effort. We are going to do our best to have this fixed prior to the March primary. I have made this clear to the contractors this is our target date.

• Hosbrook and Muchmore Roof Replacements. The contractor is scheduled to begin replacement of the roof shingles and gutters/downspouts this week. Once this is completed, we will begin the process of bidding the painting of the Hosbrook House.

• Madeira Meats Update. The owner of the building has been given until January 31st to begin demolition of the building. In our most recent contact with the owner, they indicated they have quotes from two contractors and are waiting for the insurance company to issue the damages check.

• Miami/East Galbraith Roundabout Update. We are meeting with ODOT officials on January 21st for a “field” meeting on the project. ODOT has two engineering design consultants which are pre-qualified under this safety program to design a roundabout. We will discuss which one is most appropriate and then ODOT can proceed with the design process.

• Board of Zoning Appeals. The BZA met on January 6th. They approved a fence variance for the property on the southeast corner of Kenwood Road and May Street. The BZA also met in joint session with the Planning Commission to discuss those areas of the Zoning Code which need the most immediate attention relative to the upcoming amendments to the code.

EXECUTIVE SESSION

• Real Estate • Personnel • Pending Litigation