MAUMEE CITY COUNCIL
July 7 and 21, 2014
MINUTES
7:30
p.m. Monday, July 7, 2014
COMMITTEE
OF THE WHOLE
MINUTES
Monday, July 7, 2014 at 7:00 p.m.
President Buehrer welcomed James Gee, General Manager,
TARTA, who introduced Frank Frey, City of Maumee TARTA Board Representative,
Tom Metzger, Superintendent of Transportation, and Jon Elston,
Director of TARPS Service. Mr. Gee gave
a brief presentation on TARTA services in the City of Maumee and stated that
they started in 1971 and are the main public transportation service for the
area.
President Buehrer introduced Jim Jones from the
Quality of Life group, who gave a brief presentation relative to how to best
utilize the City-owned vacant lot on Conant Street between Wayne and
Broadway.
President Buehrer asked the Police Chief to
explain his request (Item D) for a revision of the purchase of eight new Police
vehicles.
The Police Chief explained that his original
request was for the purchase of eight (8) 2014 Ford Utility vehicles with
trade-ins. Shortly after signing that
agreement, he was informed that Statewide Ford would not be able to furnish
these vehicles, but offered the City delivery of 2015 vehicles by the end of
August at the same price quoted for the 2014 vehicles. He added that he is requesting that six
vehicles be declared surplus leaving two for use by the School Resource
Officers and Crime Prevention.
President Buehrer asked
if there were any further questions relative to items on the agenda.
Mr. Hazard asked how
much the City has saved this year by retaining the services of a third-party
administrator for Workers’ Compensation services.
The Law Director
responded that a total of approximately $800 was spent this year as opposed to
over $150,000 last year.
There being no further business to discuss, the
meeting adjourned at 7:35 p.m.
MAUMEE
CITY COUNCIL
MINUTES
Monday, July 7, 2014 at 7:30 p.m.
The Council of the City of Maumee, Ohio, met on
the above date with the following members present: Jenny Barlos, John Boellner,
Brent Buehrer, Daniel Hazard, Timothy Pauken and Thomas Wagener, Jr. (6); Julie
Rubini (1) excused.
Mayor Richard Carr presiding.
President BUEHRER moved to approve the minutes of
the June 16, 2014 meeting and approve the Minutes Journal. Roll call:
All members present voting yea, the Chair declared the motion carried.
A letter from the Chief Building Official
requesting the matter of an additional inspector position be referred jointly
to the Finance and Personnel committees was read. He stated that with the volume of work
including Commercial and Residential within the City of Maumee as well as the
two contract communities and the Zoning and Property Maintenance in Maumee, he
is requesting an additional inspector for the Division of Building and Zoning.
Mr. WAGENER moved to refer the matter of an
additional inspector position jointly to the Finance and Personnel
committees. Roll call: All members present voting yea, the Chair declared
the motion carried.
A letter from the Finance Director requesting
legislation to approve the “Then and Now” purchase from Lake Erie Electric was
read. She stated that in order to adhere
to the Purchasing Policy, invoices totaling over $3,000 must have Council
approval. She added that this purchase
was for the repair to the warning light at Monclova and the Anthony Wayne
Trail.
Mr. WAGENER moved to order emergency legislation
approving the “Then and Now” purchase from Lake Erie Electric of Toledo in the
amount of $3,220.96 relative to repairs to warning light for Monclova and the
Anthony Wayne Trail. Roll call: All members present voting yea, the Chair
declared the motion carried.
A letter from the Human Resource Commissioner
requesting authorization of a contract for Workers’ Compensation administration
services was read. She stated that this
program has been handled by CompManagement as part of
the Ohio Municipal League Group Retrospective Rating Program and includes
services of claims administration, representation at hearings, claims analysis,
and other related services.
Mr. BOELLNER moved to order emergency legislation
authorizing a contract with CompManagement in the
amount of $7,670 relative to Workers’ Compensation administration services. Roll call:
All members present voting yea, the Chair declared the motion carried.
A letter from the Police Chief requesting repeal
of legislation for the purchase of eight (8) police vehicles was read. He stated that due to the untimeliness of the
vehicle delivery date and the time needed to outfit the new vehicles, the new
request is for the purchase of 2015 vehicles without trade-ins.
Mr. HAZARD moved to repeal Ordinance No. 029-2014
authorizing the purchase of vehicles for the Division of Police. Roll call:
All members present voting yea, the Chair declared the motion carried.
Mr. HAZARD moved to order emergency legislation
authorizing an agreement with Statewide Ford Lincoln utilizing state bid
pricing in the net amount of $201,816 for the purchase of eight (8) 2015 Ford
Utility Police vehicles without trade-ins.
Roll call: All members present
voting yea, the Chair declared the motion carried.
Mr. HAZARD moved to order emergency legislation
to declare six (6) 2011 Dodge Chargers as surplus and approve their
disposal. Roll call: All members present voting yea, the Chair
declared the motion carried.
A Notice from the Ohio Division of Liquor Control
on an application by Nacho Gang LLC (dba Salsaritas),
1470 Ford Street, Suite A, Maumee, Ohio, on a change in stock membership was
presented. There were no issues or
objections from the Police Division.
Mr. PAUKEN moved to place the report on
file. Roll call: All members present voting yea, the Chair
declared the motion carried.
A Notice from the Ohio Division of Liquor Control
on the application by Don Juan Maumee LLC (dba Don Juan & Patio), 551 West Dussel Drive, Maumee, Ohio, on a transfer of permit from Taqueiros LLC (dba El Camino Real Y Patio) was
presented. There were no issues or
objections from the Police Division.
Mr. HAZARD moved to place the report on
file. Roll call: All members present voting yea, the Chair
declared the motion carried.
A letter from the Chief Building Official
relative to the application by Luxe Laser Center for
an encroachment into the public right-of-way at the corner of West Dussel and Holland Road for the installation of a monument
sign was read. He stated that the
Division of Inspection and Department of Public Service are agreeable to the
proposed encroachment, providing the property owner signs the required
acknowledgement of terms and conditions.
Mr. BUEHRER moved to approve an encroachment into
the public right of way at the corner of West Dussel
and Holland Road for the installation of a monument sign, subject to the
execution of the City’s encroachment acknowledgement. Roll call:
All members present voting yea, the Chair declared the motion carried.
A letter from the Finance Director requesting legislation
to approve the “Then and Now” purchase from Charlie’s Dodge Chrysler was
read. She stated that in order to adhere
to the Purchasing Policy, invoices totaling over $3,000 must have Council
approval. She added that this purchase
was for repairs on a 2011 Dodge Charger Police car and that the cost would be
reimbursed by the insurance company less deductible.
Mrs. BARLOS moved to order emergency legislation
approving the “Then and Now” purchase from Charlie’s Dodge Chrysler in the
amount of $10,172.55 relative to repairs to a 2011 Dodge Charger for the
Division of Police. Roll call: All members present voting yea, the Chair
declared the motion carried.
A
letter from the Service Director requesting sprinkler system repairs and
upgrades at various municipal buildings was read. He stated that after the annual backflow
inspection of the various municipal buildings it was noted that the fire
suppression water gauges were in need of replacement and the dry pendant system
at the Municipal Building needs reconnected from the winter freeze up. He added that per NFPA code, pressure gauges
need replacement every five years.
Mr. BOELLNER moved to order emergency legislation
approving a contract with Accel Fire Systems, Inc. in
the amount of $4,080 for sprinkler system repairs and upgrades at various
municipal buildings. Roll call: All members present voting yea, the Chair
declared the motion carried.
A
letter from the Law Director regarding natural gas contract for NOAC
participants was read. She stated that
Palmer Energy has been authorized to obtain quotes relative to natural gas
pricing for participants of the NOAC and an RFP was sent out and responses have
been evaluated. She added that it was
determined that Constellation was the lowest and best option.
Mr. WAGENER moved to order emergency legislation
authorizing a contract with Constellation relative to natural gas service for
NOAC participants. Roll call: All members present voting yea, the Chair
declared the motion carried.
A
letter from the Law Director amending various job descriptions in the Division
of Fire was read. She stated that during
a review of job descriptions relative to individuals in the Division of Fire, a
clear description of being on “standby” was not included.
Mr. PAUKEN moved to order emergency legislation
amending job descriptions for various positions within the Division of
Fire. Roll call: All members present voting yea, the Chair
declared the motion carried.
President
Buehrer stated that the Committee of the Whole met tonight, heard a
presentation by TARTA; heard a presentation by the Quality of Life group; and
discussed items on the agenda (Item C and D).
Mr. Boellner read the following report of the
Public Information Committee meeting:
Public
Information Committee
Present at the meeting were Julie K. Rubini, Committee
Chair, John Boellner and Tim Pauken, Committee members, Staff members Laura
Banas, Fire Division, John Jezak, Amber Rathburn and Maumee Mirror staff, Nancy
Gagnet.
The Committee discussed creating awareness of the Safe Haven
program and appropriate signage brought to the attention of Council members by
Laura Banas.
The Safe Haven program, www.nationalsafehavenalliance.org
encourages an avenue by which newborns less than 30 days old may be left at
designated safe haven locations. Maumee
Municipal sites that are officially designated under State law include the
Police and Fire stations.
The Committee discussed not only purchasing signs (standard
signs are available through the national organization), but insuring that
police and fire personnel were trained as to the procedures involved should a
parent opt to deliver a child to either one of the facilities through the
program.
It was also discussed the importance of initial as well as
continued publicity of the program through Public Service Announcements,
newspaper coverage and social media, including the City’s website.
The recommendations from the Committee and staff to Council are
as follows:
1)
First
awareness and training should be put in place with both police and fire
personnel
2)
Safe Haven
signage should be purchased for the exterior of both locations. There is a sign option that reads “Baby Safe
Haven Only When Staff Members Are Present” which was recommended as the option.
3)
Publicity
program to include news release and PSA’s.
The Committee members are unanimous in these
recommendations.
The meeting adjourned at 3:25 p.m.
Respectfully submitted,
Julie Rubini, Chair
John Boellner, Member
Tim Pauken, Member
Mr. BOELLNER moved to accept the report. Roll call:
All members present voting yea, the Chair declared the motion carried.
The Mayor thanked Laura Banas, City of Maumee
Fire Division employee, for attending the Council meeting this evening and for
bringing this matter to Council’s attention.
He also thanked the Committee for acting on the matter so quickly.
Mrs. Barlos read the following report of the
Streets Committee meeting:
Streets
Committee
The Streets Committee met on Friday, June 27th at
3:00 pm to discuss the 2014 Street Paving Program. Present at the meeting were committee members
Jenny Barlos, Dan Hazard and John Boellner, Howard Brebberman and Matt Miles of
the Service Department and Deb Cartledge of the Finance Department.
The meeting started with a discussion about the overall
administrative interest in being more proactive in determining streets to be
improved for the 2014 program. For the
last several years, we have been more conservative in our recommended
improvements to ease the budgetary constraints we were feeling during those
years. This year with our projected
revenue increases, Mayor Carr asked Mr. Brebberman to
look at a larger program to get back in alignment with our overall pavement
improvements. Therefore the
recommendations coming out of the Service Department are estimated at
$1,552,531.25 compared to the amount approved during our budget discussions of
around $800,000 .
The streets recommended for improvement in the 2014 Paving Program include:
Allen Street from Harrison to William – mill and fill
Cass Street from Harrison to William – mill and fill
Rosamond Street from Harrison to William – mill and fill
Duane Street from Harrison to William –mill and fill to convert to
asphalt
Eastfield Drive from Dussel
to Greenfield -
mill and fill
Cass Road from the railroad tracks to the Ohio Turnpike – 3” mill and
fill
Dussel Drive from Key Street to Cass Road – 3” mill
and fill
Michigan Avenue from River Road to the Ohio Turnpike – new curb and
gutters, 3” mill and fill
Also included is crack sealing concentrating on the Anthony Wayne
Trail from Detroit to Monclova, River Road from the Ohio Turnpike to Jerome
Road, Russell Road from Fallen Timbers to Monclova, Detroit Avenue from the
Anthony Wayne Trail to River Road and Ford Street.
Several items of discussion came out of these recommendations. Mr. Hazard asked about future EPA mandates
surrounding the repair of unimproved streets.
Mr. Brebberman said that he was unaware of any upcoming mandates. We asked about the timing of the completion
of these projects and they will go into the fall. We also asked about the timeliness of Cass
Road with the entrance to Rolf Park having only one entrance off of Cass
Road. Mr. Brebberman suggested that he
would ask for completion of the Cass Road project within a specified length of
time with traffic maintained throughout the project.
After this discussion it was the unanimous recommendation of the
committee to proceed with the 2014 Street Paving Program as suggested by Mr.
Brebberman and Mr. Miles.
Respectfully submitted,
Jenny Barlos, Chair
John Boellner, Member
Dan Hazard, Member
Mrs. BARLOS moved to accept the report. Roll call:
All members present voting yea, the Chair declared the motion carried.
Mrs. Barlos read the following report of the
Finance Committee meeting:
Finance Committee
The Finance Committee met on Tuesday, July 1st at
4:00 pm to get an update on the 2014 budget through May and to discuss the hiring
of an Assistant Tax Commissioner/Accountant II position. Present for the meeting were committee
members Jenny Barlos, Dan Hazard, and Julie Rubini as well as Deb Cartledge,
Amber Rathburn and Susan Noble of the Finance Department.
We started with discussion updating the committee on the
2014 budget. There are three major items
that have been added since our budget discussions including the addition of a
patrolman in the Police Division starting in mid-June, an increase Service
Department overtime related to the inclement winter weather and lower than
anticipated General Fund revenue. The
projection at this point for the end of the fiscal year is an approximate
deficit of $227,500. Our income tax
revenues continue to be on an increase, but those projected increases were
included in our budget discussion at the beginning of the year.
The second area of discussion revolved around the funding of
the position of Assistant Tax Commissioner/Accountant II recently approved
through the Personnel Committee. This
position is necessary for increased attention to collections, business tax
return auditing and other tax related problem solving. The recommendation has been made by Mrs. Cartledge
that this position should be placed at Range III with a starting salary of
$58,137. This position would not start
until later in 2014 with the job posting and interview process taking place.
After these discussions, the committee unanimously
recommends the hiring of an Assistant Tax Commissioner/Accountant II at the
range and salary levels recommended by the Finance Director.
Respectfully submitted,
Jenny Barlos, Chair
Dan Hazard, Member
Julie Rubini, Member
Mrs. BARLOS moved to accept the report. Roll call:
All members present voting yea, the Chair declared the motion carried.
Mrs. BARLOS moved to amend the Management /
Supervisory Ordinance due to the creation of the position of Assistant Tax
Commissioner / Accountant II within the Department of Finance. Roll call:
All members present voting yea, the Chair declared the motion carried.
Mrs. BARLOS moved to approve the job description
for the newly created position of Assistant Tax Commissioner / Accountant II
within the Department of Finance. Roll
call: All members present voting yea,
the Chair declared the motion carried.
Craig Cheetwood, West
Harrison Street, spoke regarding the Columbia Gas pipeline project and his
concerns regarding truck traffic, noise, pollution, and the safety of
residents.
President BUEHRER moved to refer the matter of
the future use of the 200 block of Conant Street city-owned property between
East Broadway and East Wayne Street to the Buildings and Lands Committee. Roll call:
All members present voting yea, the Chair declared the motion carried.
Legislation was considered at this time.
ORDINANCE NO. 128 – 2014 AMENDING
THE MANAGEMENT AND SUPERVISORY ORDINANCE DUE TO THE CREATION OF THE POSITION OF
ASSISTANT TAX COMMISSIONER / ACCOUNTANT II WITHIN THE DEPARTMENT OF FINANCE,
AND DECLARING AN EMERGENCY.
The Clerk read the
Ordinance by title only.
Mr. WAGENER moved the
ordinance be passed as an emergency measure.
Roll call: Barlos, Boellner,
Buehrer, Hazard, Pauken and Wagener (6) voting yea; nays, none.
Mr. WAGENER moved the
ordinance be placed on its final passage and passed. Roll call:
Barlos, Boellner, Buehrer, Hazard, Pauken and Wagener (6) voting yea;
nays, none.
So the
Ordinance was passed.
ORDINANCE NO. 129 – 2014 APPROVING
THE JOB DESCRIPTION FOR THE NEWLY CREATED POSITION OF ASSISTANT TAX
COMMISSIONER / ACCOUNTANT II WITHIN THE DEPARTMENT OF FINANCE FOR THE CITY OF
MAUMEE, OHIO, AND DECLARING AN EMERGENCY.
The Clerk read the
Ordinance by title only.
Mr. BOELLNER moved the
ordinance be passed as an emergency measure.
Roll call: Barlos, Boellner,
Buehrer, Hazard, Pauken and Wagener (6) voting yea; nays, none.
Mr. BOELLNER moved the
ordinance be placed on its final passage and passed. Roll call:
Barlos, Boellner, Buehrer, Hazard, Pauken and Wagener (6) voting yea;
nays, none.
So the
Ordinance was passed.
RESOLUTION NO. 130 – 2014 AUTHORIZING
THE MUNICIPAL CLERK TO EXPEND FUNDS TO COVER THE COSTS OF VARIOUS GOODS AND
SERVICES ORDERED BY CITY DEPARTMENTS / DIVISIONS, AND DECLARING AN EMERGENCY.
The Clerk read the
Resolution by title only.
Mrs. BARLOS moved the
resolution be passed as an emergency measure.
Roll call: Barlos, Boellner,
Buehrer, Hazard, Pauken and Wagener (6) voting yea; nays, none.
Mrs. BARLOS moved the
resolution be placed on its final passage and passed. Roll call:
Barlos, Boellner, Buehrer, Hazard, Pauken and Wagener (6) voting yea;
nays, none.
So the
Resolution was passed.
ORDINANCE NO. 131 – 2014 AUTHORIZING
A WORKERS’ COMPENSATION FUND SERVICE CONTRACT WITH COMPMANAGEMENT ON BEHALF OF
THE CITY OF MAUMEE, OHIO, AND DECLARING AN EMERGENCY.
The Clerk read the
Ordinance by title only.
Mr. BUEHRER moved the
ordinance be passed as an emergency measure.
Roll call: Barlos, Boellner,
Buehrer, Hazard, Pauken and Wagener (6) voting yea; nays, none.
Mr. BUEHRER moved the
ordinance be placed on its final passage and passed. Roll call:
Barlos, Boellner, Buehrer, Hazard, Pauken and Wagener (6) voting yea;
nays, none.
So the
Ordinance was passed.
ORDINANCE NO. 132 – 2014 AUTHORIZING
AMENDMENT OF ORDINANCE OF NEW VEHICLES FOR DIVISION OF POLICE OF THE DEPARTMENT
OF PUBLIC SAFETY, AND DECLARING AN EMERGENCY.
The Clerk read the
Ordinance by title only.
Mr. HAZARD moved the
ordinance be passed as an emergency measure.
Roll call: Barlos, Boellner,
Buehrer, Hazard, Pauken and Wagener (6) voting yea; nays, none.
Mr. HAZARD moved the
ordinance be placed on its final passage and passed. Roll call:
Barlos, Boellner, Buehrer, Hazard, Pauken and Wagener (6) voting yea;
nays, none.
So the
Ordinance was passed.
ORDINANCE NO. 133 – 2014 DECLARING
CERTAIN PROPERTY OF THE CITY OF MAUMEE TO BE SURPLUS, AUTHORIZING DISPOSAL OF
SAME, AND DECLARING AN EMERGENCY.
The Clerk read the
Ordinance by title only.
Mr. PAUKEN moved the
ordinance be passed as an emergency measure.
Roll call: Barlos, Boellner,
Buehrer, Hazard, Pauken and Wagener (6) voting yea; nays, none.
Mr. PAUKEN moved the
ordinance be placed on its final passage and passed. Roll call:
Barlos, Boellner, Buehrer, Hazard, Pauken and Wagener (6) voting yea;
nays, none.
So the
Ordinance was passed.
ORDINANCE NO. 134 – 2014 AUTHORIZING
CONTRACT WITH ACCEL FIRE SYSTEMS, INC. RELATIVE TO SPRINKLER SYSTEM REPAIRS AND
UPGRADES AT VARIOUS MUNICIPAL BUILDINGS IN THE CITY OF MAUMEE, OHIO, AND
DECLARING AN EMERGENCY.
The Clerk read the
Ordinance by title only.
Mr. WAGENER moved the
ordinance be passed as an emergency measure.
Roll call: Barlos, Boellner,
Buehrer, Hazard, Pauken and Wagener (6) voting yea; nays, none.
Mr. WAGENER moved the
ordinance be placed on its final passage and passed. Roll call:
Barlos, Boellner, Buehrer, Hazard, Pauken and Wagener (6) voting yea;
nays, none.
So the
Ordinance was passed.
ORDINANCE NO. 135 – 2014 AUTHORIZING
THE MAYOR AND MUNICIPAL CLERK TO ENTER INTO AN AGREEMENT WITH CONSTELLATION TO
ACT AS THE CITY’S NATURAL GAS AGGREGATION SUPPLIER FOR A TWENTY MONTH PERIOD,
AND DECLARING AN EMERGENCY.
The Clerk read the
Ordinance by title only.
Mr. BOELLNER moved the
ordinance be passed as an emergency measure.
Roll call: Barlos, Boellner, Buehrer,
Hazard, Pauken and Wagener (6) voting yea; nays, none.
Mr. BOELLNER moved the
ordinance be placed on its final passage and passed. Roll call:
Barlos, Boellner, Buehrer, Hazard, Pauken and Wagener (6) voting yea;
nays, none.
So the
Ordinance was passed.
ORDINANCE NO. 136 – 2014 APPROVING
AND ADOPTING UPDATED JOB DESCRIPTIONS FOR VARIOUS POSITONS WITHIN THE DIVISION
OF FIRE FOR THE CITY OF MAUMEE, OHIO, AND DECLARING AN EMERGENCY.
The Clerk read the
Ordinance by title only.
Mrs. BARLOS moved the ordinance
be passed as an emergency measure. Roll
call: Barlos, Boellner, Buehrer, Hazard,
Pauken and Wagener (6) voting yea; nays, none.
Mrs. BARLOS moved the
ordinance be placed on its final passage and passed. Roll call:
Barlos, Boellner, Buehrer, Hazard, Pauken and Wagener (6) voting yea;
nays, none.
So the
Ordinance was passed.
ORDINANCE NO. 137 – 2014 APPROPRIATING
AND TRANSFERRING FUNDS FOR VARIOUS PURPOSES.
The Clerk read the
Ordinance by title only.
Mr. BUEHRER moved the
ordinance be placed on its final passage and passed. Roll call:
Barlos, Boellner, Buehrer, Hazard, Pauken and Wagener (6) voting yea;
nays, none.
So the
Ordinance was passed.
Mr. BUEHRER moved to adjourn to Executive Session
at 8:32 p.m. to discuss potential sale of property. Roll call:
All members present voting yea, the Chair declared the motion carried.
Mr. BUEHRER moved to return from Executive
Session at 9:32 p.m. Roll call: All members present voting yea, the Chair
declared the motion carried.
Mr. PAUKEN moved to adjourn at
9:33 p.m. until 7:00 p.m., Monday, July 21, 2014. Motion carried v.v.
***********************************************************
7:30 p.m. Monday, July 21, 2014
COMMITTEE
OF THE WHOLE
MINUTES
Monday, July 21, 2014 at 7:00 p.m.
There was no Committee of the Whole meeting held.
MAUMEE
CITY COUNCIL
MINUTES
Monday, July 21, 2014 at 7:30 p.m.
The Council of the City of
Maumee, Ohio, met on the above date with the following members present: Jenny Barlos,
Daniel Hazard, Timothy Pauken, Julie Rubini and Thomas Wagener, Jr. (5); John
Boellner and Brent Buehrer (2) excused.
Acting Mayor Jenny Barlos
presiding.
Mr. PAUKEN moved to approve the minutes of the July
7, 2014 meeting and approve the Minutes Journal. Roll call:
All members present voting yea, the Chair declared the motion carried.
A letter from the Mayor appointing Jacquelyn
Miller to the Design Review Board was read.
Mr. PAUKEN moved to confirm the appointment of
Jacquelyn Miller to the Design Review Board for an unexpired term ending August
31, 2016. Roll call: All members present voting yea, the Chair
declared the motion carried.
A letter from the Police Chief requesting
authorization of an agreement for overhead light bars for the Police vehicles
was read. He stated that this request
was for two overhead light bars to outfit the new Police utility vehicles.
Mr. WAGENER moved to order emergency legislation
authorizing an agreement with D. R. Ebel Police and
Fire Equipment in the amount of $3,199.98 for the purchase of two overhead
light bars for the new Police utility vehicles.
Roll call: All members present
voting yea, the Chair declared the motion carried.
A letter from the Municipal Clerk requesting
legislation to authorize the annual assessment for street lighting throughout
the City of Maumee was read. She stated
that the City provides street lighting through contracts with First Energy
Solutions for maintenance and operation of the system, which is funded through
an assessment on all lots and lands in the City based upon the type of service
in the area. She stated that this is an
operating assessment and must be levied annually for collection with real estate
tax bills.
Mrs. RUBINI moved to order emergency legislation
to authorize the Municipal Clerk to initiate the annual assessment for street
lighting throughout the City of Maumee.
Roll call: All members present
voting yea, the Chair declared the motion carried.
A letter from the Administrator requesting
approval of amendments to the Community Reinvestment Area (CRA) Handbook was
read. He stated that recent changes in
regulations governing school funding have impacted the City’s CRA tax abatement
program in the way compensation agreements are negotiated with affected local
school districts. To address these
changes, he proposed that Maumee’s CRA Handbook be amended.
Mr. HAZARD moved to order emergency legislation
approving amendments to the Community Reinvestment Area (CRA) Handbook. Roll call:
All members present voting yea, the Chair declared the motion carried.
A letter from the Service Director requesting a
contract amendment relative to the Anthony Wayne Trail Enhancement Project
Phase 2 was read. He stated that they
have received and reviewed final quantities for this project. Based on final quantities, a contract
amendment is necessary to cover tree removal, temporary fence, removal of fence
pole foundations, excavation, retaining wall, additional tree and plantings and
downspout tie ins.
He added that the total overage amount is $16,644.38, which will bring
the final contract amount to $329,265.21.
Mr. PAUKEN moved to order emergency legislation
approving a contract amendment with Future Lawn, Inc. in the amount of
$16,644.38 relative to the Anthony Wayne Trail Enhancement Project Phase 2. Roll call:
All members present voting yea, the Chair declared the motion carried.
A letter from the Law Director requesting
approval of legislation relative to the creation of an Energy Special
Improvement District (ESID) was read.
She stated that an application has been made to the Northwest Ohio
Advanced Energy Improvement District by Mannik &
Smith to participate in an energy efficiency project. Since the City of Maumee has never
participated in this process, the City must first adopt a resolution relative
to participating in the ESID.
Mr. HAZARD moved to order emergency legislation
accepting petition to create an ESID and declare necessity. Roll call:
All members present voting yea, the Chair declared the motion carried.
Mr. HAZARD moved to order emergency legislation
levying special assessments for the 1800 Indian Wood Ltd. Roll call:
All members present voting yea, the Chair declared the motion carried.
Mr. HAZARD moved to order emergency legislation
determining to proceed. Roll call: All members present voting yea, the Chair
declared the motion carried.
A letter from the Human Resource Commissioner
requesting an update to the Schedule of Permanent positions to include the
addition of the position of Assistant Tax Commissioner / Accountant II was
read.
Mrs. RUBINI moved to order emergency legislation updating
the Schedule of Permanent Positions to include the addition of Assistant Tax
Commissioner / Accountant II. Roll
call: All members present voting yea,
the Chair declared the motion carried.
A letter from the Service Director requesting
approval of a contract for an updated traffic analysis was read. He stated that over the last several years
the Anthony Wayne Trail (AWT) intersections between I-475 and Ford Street
continue to be top in crash data intersections and that it has been ten years
since the AWT signalization project and traffic has been reviewed.
Mr. WAGENER moved to order emergency legislation approving
a contract with DGL Consulting Engineers LLC in the amount of $7,150 relative
to an updated traffic analysis. Roll
call: All members present voting yea,
the Chair declared the motion carried.
Mr. Pauken read the following report of the Joint
Finance and Personnel Committee meeting:
Joint Finance and Personnel Committee
A joint Personnel/Finance Committee meeting was held on
Tuesday, July 15, 2014 at 4:30pm for the matter of filling an additional
Inspector's position in the Building and Zoning Division. Present for the
meeting were Tim Pauken, Brent Buehrer and John Boellner from the Personnel
Committee, Jenny Barlos and Julie Rubini from the Finance Committee. Bruce Wholf, Amber Rathburn, Susan Noble, Beth Tischler and Deb
Cartledge from Administration.
A letter (attached) from Bruce Wholf requesting
additional inspection personnel was read into the record, and then Mr. Wholf
was given an opportunity to discuss the need, and rationale for the additional
Inspector for the Building and Zoning Division. Mr. Wholf explained that the
current Plumbing Inspector has been on sick leave since the beginning of the
year, and during that time the department has accumulated 356 permits that have
yet to be attended to as a result of the manpower deficiency.
It was noted that Wood County Inspection Department has
been assisting in the area of plumbing inspections, twice a week since
February, in a long standing mutual aid agreement between the City of Maumee
and Wood County. Maumee also assists Wood County when the need arises, but not
to the extent that Wood County has assisted Maumee. There is concern that this
may be discontinued or reduced as Wood County has their own
workload to cover. They have covered 77 plumbing inspections since February
2014 versus 2 plumbing inspections in all of 2013.
Mr. Wholf explained that for the City to remain in the
inspection business by State Law, we are required to have certain current
certificates to run an Inspection Department. The individual on sick leave is
the only certified Plumbing Inspector on staff. If this position remains
vacant, it may put this department in jeopardy. As evidenced in the attached
reports from Inspection, revenue has been growing at a rate of roughly
$50,000.00 a year since 2011 and the number of permits is also growing at a
rate of roughly 200 permits per year since 2011. It should also be noted that
permit fees are due to be increased, meaning increased revenues.
The question was raised as to what would happen if and
when the current inspector returned to work. Mr. Wholf indicated that the new neighborhood
sweep program is behind on it's inspections due to
the overwhelming case load in just one of the six zones that is currently being
inspected. The first zone has generated over 300 letters to residents for
zoning and nuisance violations. This employee will assist in these inspections
as per their job description.
In addition to this department being revenue positive,
this Division strives to ensure that “Safety” in all aspects, in and for the
community, is one of the greatest assets it boasts. To rely on another entity
such as Toledo or Lucas County for this service would not be in our best
interest. Holland and Whitehouse currently rely on our services as well, and
have been very pleased with that service.
For the aforementioned reasons, and by State Law, it was
determined by both the Personnel and Finance committees, that adding a Plumbing
Inspector was imperative for the Inspection Division to remain operational and
successful.
Therefore, it is the recommendation of both the Personnel
and Finance Committees to Council, that the additional position of Plumbing
Inspector within the Division of Building and Zoning, be filled as soon as
practical.
Respectfully submitted,
Tim
Pauken, Personnel Committee Chair
Brent
Buehrer, Personnel Committee Member
John
Boellner, Personnel Committee Member
Jenny
Barlos, Finance Committee Chair
Julie
Rubini, Finance Committee Member
Mr. PAUKEN moved to accept the report. Roll call:
All members present voting yea, the Chair declared the motion carried.
Mr. Hazard read the following report of the Audit
Committee meeting:
Audit Committee
The Audit Committee met on Thursday, July 10, 2014 at 10:30
am in the main conference room. Present
for the meeting were committee members Dan Hazard, Thomas Brell
and Beth Tischler; as well as Debra Cartledge and Amber Rathburn of the Finance
Department, Mayor Richard Carr and Administrator John
Jezak.
The Committee briefly discussed the Municipal Audit
Committee policy, as passed by Council on December 2, 2013. The Committee appointed Dan Hazard as Chair,
Beth Tischler as Vice Chair and the Municipal Clerk as Secretary. It was decided that the Secretary will
prepare minutes and the Chair will report back to Council after each Audit Committee
meeting.
At 10:45 am the group participated in a conference call,
which was the 2013 audit exit conference with Sujata Sulzer and Andrew Hanigosky of
James G. Zupka CPA, Inc. and Don Schonhardt and Matt
Perry of Schonhardt & Associates. The call was led by Ms. Sulzer,
who first described the scope of the audit including internal controls and
compliance testing, as detailed in Government Accounting Standards. She then reviewed the management letter
issued by her firm for the year ended December 31, 2013. (Attached as Exhibit A). Ms. Sulzer noted
that an unqualified opinion was issued for the City of Maumee’s financial
statements for 2013. She also described
the single audit process due to the City expending over $500,000 in federal
funds during calendar year 2013. The
management letter contained one comment with the recommendation of only having
one purchase order outstanding at a time per appropriated line item and that
all blanket purchase orders be closed at year end. Mrs. Cartledge responded that this issue will
be addressed.
Two verbal audit recommendations were presented by Ms. Sulzer. The first
being the issue of actual purchases being made before
purchase orders are issued. It
was noted that the City has made great progress with this issue over the last
year; but there are still some instances where improvement is warranted. The second was the need for an additional
review of the CAFR before the final is presented to the auditors. Schonhardt will add
another review. In closing Ms. Sulzer thanked the Finance Department staff for their
assistance and cooperation during their audit field work.
Mrs. Cartledge noted that the entire 2013 Comprehensive
Annual Financial Report (CAFR) has been posted to the City’s website and that
prior year’s reports can be found there as well. The Committee was encouraged to meet with the
Finance Department should they have any questions or suggestions regarding
policies, procedures or reporting practices.
Respectfully submitted,
Dan Hazard, Chair
Beth Tischler, Vice Chair
Thomas Brell,
Member
Mr. HAZARD moved to accept the report. Roll call:
All members present voting yea, the Chair declared the motion carried.
The Law Director gave an update relating to the
Constellation agreement. She stated that
it was determined that this agreement was not interpreted correctly by Palmer
Energy and the City has not been able to reach satisfactory terms with
Constellation and will, therefore, not be signing an agreement for the gas
aggregation at this time.
Legislation was considered at this time.
ORDINANCE NO. 138
– 2014 AUTHORIZING
CONTRACT FOR INSTALLATION OF EQUIPMENT IN VEHICLES FOR THE DIVISION OF POLICE
OF THE DEPARTMENT OF PUBLIC SAFETY, AND DECLARING AN EMERGENCY.
The Clerk read the
Ordinance by title only.
Mr. WAGENER moved the ordinance
be passed as an emergency measure. Roll
call: Barlos, Hazard, Pauken, Rubini and
Wagener (5) voting yea; nays, none.
Mr. WAGENER moved the
ordinance be placed on its final passage and passed. Roll call:
Barlos, Hazard, Pauken, Rubini and Wagener (5) voting yea; nays, none.
So the
Ordinance was passed.
ORDINANCE NO. 139
– 2014 DECLARING
THE NECESSITY OF LIGHTING THE STREETS AND PUBLIC WAYS OF THE CITY OF MAUMEE,
OHIO, APPROVING ESTIMATED ASSESSMENTS OF THE PROPERTY OWNERS’ SHARE OF THE
COSTS AND EXPENSES FOR SUCH STREET LIGHTING, AND DECLARING AN EMERGENCY.
The Clerk read the
Ordinance by title only.
Mrs. RUBINI moved the
ordinance be passed as an emergency measure.
Roll call: Barlos, Hazard,
Pauken, Rubini and Wagener (5) voting yea; nays, none.
Mrs. RUBINI moved the
ordinance be placed on its final passage and passed. Roll call:
Barlos, Hazard, Pauken, Rubini and Wagener (5) voting yea; nays, none.
So the
Ordinance was passed.
ORDINANCE NO. 140 – 2014 APPROVING
AND ADOPTING AMENDMENTS TO THE COMMUNITY REINVESTMENT AREA (CRA) HANDBOOK FOR
THE CITY OF MAUMEE, OHIO, AND DECLARING AN EMERGENCY.
The Clerk read the
Ordinance by title only.
Mr. HAZARD moved the
ordinance be passed as an emergency measure.
Roll call: Barlos, Hazard,
Pauken, Rubini and Wagener (5) voting yea; nays, none.
Mr. HAZARD moved the
ordinance be placed on its final passage and passed. Roll call:
Barlos, Hazard, Pauken, Rubini and Wagener (5) voting yea; nays, none.
So the
Ordinance was passed.
ORDINANCE NO. 141
– 2014 ACCEPTING
AMENDMENT TO THE AGREEMENT WITH FUTURE LAWN, INC., RELATIVE TO THE ANTHONY
WAYNE TRAIL PHASE 2 PROJECT FOR THE CITY OF MAUMEE, OHIO, AND DECLARING AN
EMERGENCY.
The Clerk read the
Ordinance by title only.
Mr. PAUKEN moved the
ordinance be passed as an emergency measure.
Roll call: Barlos, Hazard,
Pauken, Rubini and Wagener (5) voting yea; nays, none.
Mr. PAUKEN moved the
ordinance be placed on its final passage and passed. Roll call:
Barlos, Hazard, Pauken, Rubini and Wagener (5) voting yea; nays, none.
So the
Ordinance was passed.
ORDINANCE NO. 142
– 2014 RESOLUTION
ACCEPTING THE PETITION OF 1800 INDIAN WOOD LIMITED AND NORTHWEST OHIO ADVANCED
ENERGY IMPROVEMENT DISTRICT TO CREATE AN ENERGY SPECIAL IMPROVEMENT DISTRICT
(ESID) UNDER OHIO REVISED CODE CHAPTERS 1710 AND 727; AUTHORIZING THE MAYOR AND
PRESIDENT OF COUNCIL TO DESIGNATE MEMBERS TO SERVE ON THE BOARD OF DIRECTORS OF
THE NORTHWEST OHIO ADVANCED ENERGY IMPROVEMENT DISTRICT, THE NONPROFIT
CORPORATION THAT WILL GOVERN THE ESID; AND DECLARING THE NECESSITY OF
PROCEEDING WITH THE SPECIAL ENERGY IMPROVEMENT PROJECTS AND APPROVING THE PLANS
AND SPECIFICATIONS THEREFORE; STATING THE METHOD FOR MAKING THE SPECIAL
ASSESSMENTS AGAINST THE BENEFITTED PROPERTIES AND THE AMOUNT OF SUCH SPECIAL ASSESSMENTS,
AND DECLARING AN EMERGENCY.
The Clerk read the
Ordinance by title only.
Mr. WAGENER moved the
ordinance be passed as an emergency measure.
Roll call: Barlos, Hazard,
Pauken, Rubini and Wagener (5) voting yea; nays, none.
Mr. WAGENER moved the
ordinance be placed on its final passage and passed. Roll call:
Barlos, Hazard, Pauken, Rubini and Wagener (5) voting yea; nays, none.
So the
Ordinance was passed.
ORDINANCE NO. 143 – 2014 LEVYING
SPECIAL ASSESSMENTS FOR THE 1800 INDIAN WOOD LIMITED, AND DECLARING AN
EMERGENCY.
The Clerk read the
Ordinance by title only.
Mrs. RUBINI moved the
ordinance be passed as an emergency measure.
Roll call: Barlos, Hazard,
Pauken, Rubini and Wagener (5) voting yea; nays, none.
Mrs. RUBINI moved the
ordinance be placed on its final passage and passed. Roll call:
Barlos, Hazard, Pauken, Rubini and Wagener (5) voting yea; nays, none.
So the
Ordinance was passed.
ORDINANCE NO. 144
– 2014 DETERMINING
TO PROCEED WITH CERTAIN 1800 INDIAN WOOD LIMITED SPECIAL ENERGY IMPROVEMENT
PROJECTS BY WAY OF SPECIAL ASSESSMENTS IN ACCORDANCE WITH CHAPTERS 1710 AND 727
OF THE OHIO REVISED CODE, AND DECLARING AN EMERGENCY.
The Clerk read the
Ordinance by title only.
Mr. HAZARD moved the
ordinance be passed as an emergency measure.
Roll call: Barlos, Hazard,
Pauken, Rubini and Wagener (5) voting yea; nays, none.
Mr. HAZARD moved the
ordinance be placed on its final passage and passed. Roll call:
Barlos, Hazard, Pauken, Rubini and Wagener (5) voting yea; nays, none.
So the
Ordinance was passed.
ORDINANCE NO. 145 – 2014 AMENDING
SCHEDULE OF PERMANENT POSITIONS OF THE CITY OF MAUMEE, REPEALING ORDINANCE NO. 31-2013, AND DECLARING AN EMERGENCY.
The Clerk read the
Ordinance by title only.
Mr. PAUKEN moved the
ordinance be passed as an emergency measure.
Roll call: Barlos, Hazard,
Pauken, Rubini and Wagener (5) voting yea; nays, none.
Mr. PAUKEN moved the
ordinance be placed on its final passage and passed. Roll call:
Barlos, Hazard, Pauken, Rubini and Wagener (5) voting yea; nays, none.
So the
Ordinance was passed.
ORDINANCE NO. 146
– 2014 AUTHORIZING
CONTRACT WITH DGL CONSULTING ENGINEERS, LLC, RELATIVE TO TRAFFIC ANALYSIS
PROJECT IN THE CITY OF MAUMEE, OHIO, AND DECLARING AN EMERGENCY.
The Clerk read the
Ordinance by title only.
Mr. WAGENER moved the
ordinance be passed as an emergency measure.
Roll call: Barlos, Hazard,
Pauken, Rubini and Wagener (5) voting yea; nays, none.
Mr. WAGENER moved the
ordinance be placed on its final passage and passed. Roll call:
Barlos, Hazard, Pauken, Rubini and Wagener (5) voting yea; nays, none.
So the
Ordinance was passed.
ORDINANCE NO. 147 – 2014 APPROPRIATING
AND TRANSFERRING FUNDS FOR VARIOUS PURPOSES.
The Clerk read the
Ordinance by title only.
Mrs. RUBINI moved the
ordinance be placed on its final passage and passed. Roll call:
Barlos, Hazard, Pauken, Rubini and Wagener (5) voting yea; nays, none.
So the
Ordinance was passed.
Mrs. BARLOS moved to adjourn at
8:05 p.m. until 7:00 p.m., Monday, August 4, 2014. Motion carried v.v.