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.