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Monroe Council Action Summary for October 11, 2011
Monday, October 24, 2011 10:56:33 AM - Monroe Ohio

MONROE CITY COUNCIL MEETING REGULAR MEETING OF COUNCIL

233 South Main Street, Monroe, Ohio
October 11, 2011
 
By Angela Wasson
 
Pledge of Allegiance
 
Mayor Routson opened the meeting at 6:30 pm with the Pledge of Allegiance.
 
Roll Call
The following members of Council were present: Steve Black, Anna Hale, Todd Hickman, Bob Kelley,
Robert Routson, Suzi Rubin, and Lora Stillman.
 
Staff members present: William J. Brock, City Manager/City Engineer
K. Philip Callahan, Law Director
Mark A. Neu, II, Fire Chief
Daniel J. Arthur, Director of Public Works
Kevin Chesar, Director of Development
Kacey L. Waggaman, Director of Finance
Angela S. Wasson, Assistant to the City Manager/Clerk of Council
 
Visitors: Bill Triick with The Chamber of Commerce, John Beagle, Susan Wise, Chie Yoshimura,
and Pete Dame.
 
Approval of the Minutes
Mrs. Hale moved to approve the Council Minutes and Finance Committee Minutes of September 27,
2011; seconded by Mr. Kelley. Voice vote: seven ayes. Motion carried.
 
Visitors
Susan Wise reported that the Monroe Historical Society completed the Sackett Monument Restoration.
Dodd’s Monuments has cleaned the stones re-engraved where possible, stone repair, and remounting
and they added a granite marker to commemorate Nathanial Sacket as the founder of Monroe. Total
cost was $3,450. She thanked the City for getting the new concrete base set.
Ms. Wise reported that the Monroe Civil War Days will have representation from the Cincinnati History
Museum, National Underground Railroad Freedom Center, horses, re-enactors, and cannons and hoped
everyone would be present.
 
Ms. Wise stated that it is with much regret she is withdrawing from the race from City Council. She
deeply appreciates those that have put their faith and belief in her that she can play a part in our fine
City. Unfortunately her father’s failing health has proven a need for her to focus her energy on his
needs. The makeup of our current Council is an excellent mix of view points and works well together in
achieving a common goal. Monroe needs to remain on the path of fiscal responsibility while offering
residents new amenities to drive up property values and economic growth. She believes public
involvement in the political process is innovative outside the box thinking and a commitment of
community volunteers can achieve these objectives. She wished the best of luck to the candidates.
 
Committee Reports
None.
 
Old Business
Resolution No. 49-2011. A Resolution approving the Solid Waste Management Plan of the Butler
County Solid Waste District.
 
Mr. Brock stated that this is the second reading approving the plan as presented by the Butler County
Solid Waste District.
 
Mrs. Hale moved to read Resolution No. 49-2011 by title only and consider this the second reading;
seconded by Mr. Kelley. Voice vote: seven ayes. Motion carried.
 
The Clerk of Council read Resolution No. 49-2011 by title only.
Mrs. Hale moved to adopt Resolution No. 49-2011; seconded by Mrs. Rubin. Roll call vote: seven ayes.
Motion carried.
 
Ordinance No. 2011-27. Ordinance ratifying and approving the dedication of real property to be used
as public right-of-way known as New Garver Road.
Mr. Brock commented that this is the second reading to dedicate New Garver Road.
Mrs. Hale moved to read Ordinance No. 2011-27 by title only and consider this the second reading;
seconded by Mrs. Stillman. Voice vote: seven ayes. Motion carried.
 
The Clerk of Council read Ordinance No. 2011-27 by title only.
Mrs. Hale moved to adopt Ordinance No. 2011-27; seconded by Mr. Kelley. Roll call vote: seven ayes.
Motion carried.
 
Ordinance No. 2011-28. An Ordinance vacating a portion of Lee Price Avenue and West Elm Street.
Mr. Brock stated that this is the second reading vacating portions of Lee Price and West Elm abutting
property of the old high school.
Mrs. Hale moved to read Ordinance No. 2011-28; seconded by Mrs. Rubin. Voice vote: seven ayes.
Motion carried.
 
The Clerk of Council read Ordinance No. 2011-28 by title only.
Mrs. Hale moved to adopt Ordinance No. 2011-28; seconded by Mr. Black. Roll call vote: seven ayes.
Motion carried.
 
New Business
Resolution No. 50-2011. A Resolution concurring with the appointment of the City Manager and
Director of Development, or their designees, to the Butler County and Warren County Tax Incentive
Review Council as required by Ohio Revised Code Section 5709.85.
 
Mr. Brock explained that he is requesting Council appoint he and Mr. Chesar to the TIRCS of both
Butler and Warren County. The purpose is to review the incentives that we pass for Corridor 75 Park
and IDI Park on an annual basis to make sure they are meeting their goals.
 
Mrs. Hale moved to approve the first reading of Resolution No. 50-2011; seconded by Mrs. Rubin.
Voice vote: seven ayes.
 
The Clerk of Council read Resolution No. 50-2011 by title only.
Mrs. Hale moved to consider this the first reading of Resolution No. 50-2011; seconded by Mrs. Rubin.
Roll call vote: seven ayes. Motion carried.
 
Emergency Resolution No. 51-2011. A Resolution endorsing the filing of a Community Development
Block Grant Funding Application for an additional restroom and shelter to be located at Monroe
Crossings Park, authorizing in-kind services, and declaring an emergency.
Mr. Brock stated that the next four pieces of legislation revolve around CDBG funds for Monroe
Crossings Park. In the past we applied for funding for the shelter out there. We are not traditionally
eligible within the City because of our populace is above the gross household income. We were
successful in getting this area identified. These four applications come with matching funds, but it is
highly unlikely we will get approval for one let alone all four. The matches would either come from
Park Improvement Funds or TIF RID funds. The first one is for park shelter and restroom facilities.
Mr. Black asked if the money totaling $59,408 was part of the budget for this year. Mr. Brock
responded that we would appropriate it if we were awarded. The matches would come from separate
funds that does not rely on the general fund. Mr. Black asked if we were to get awarded what would be
removed from the Park Improvement Fund. Mr. Brock was not aware of anything identified from this
fund for next year. Mr. Kelley asked if there was enough money in that fund to cover this amount if
approved. Mr. Brock indicated there was not, but that is why we would rely on the TIF RID Funds. If
awarded, we would discuss this with the Director of Finance on where the money would come from and
Council would have an opportunity to refuse the grants if awarded.
 
Mr. Hickman was of the opinion that we need to look at need when spending more than a want. He
pointed out the pavement is coming up, but this project could cost us $60,000 and it is a want not a need.
 
Mrs. Rubin noted that this authorizes in kind services as well.
 
Mr. Hickman asked what work is currently taking place at the park. Mr. Brock advised that they are
removing the dirt from the BMX track.
 
Mrs. Stillman informed Council that, upon her request, the Director of Finance advised that we have
little over $38,000 in the Park Improvement Fund, but there wouldn’t be spending until next year. Mrs.
Stillman preferred to leave the money sit there. She reminded everyone that we are still asking the
Federal government for money and they don’t have the money either. She expressed her concern about
the future maintenance costs. Mrs. Stillman asked why there were the same number of stalls proposed
for the women’s restroom as there are for the men’s. Mr. Arthur advised it was just a schematic and we
can change the number.
 
Mrs. Hale did not see any harm in filing if we can back out if approved.
 
Mr. Black noted that while we didn’t have any emergency legislation at the last meeting, this legislation
is an emergency as the applications must be filed by October 25th.
 
Mrs. Hale moved to suspend the rule requiring the reading of Emergency Resolution No.
51-2011 on two separate days, authorize the adoption on the first reading, and have it read by title only;
second by Mrs. Rubin. Voice vote: seven ayes. Motion carried.
 
The Clerk of Council read Emergency Resolution No. 51-2011 by title only.
Mrs. Hale moved to adopt Emergency Resolution No. 51-2011; seconded by Mr. Kelley. Roll call vote:
six ayes; one nay (Hickman). Motion carried.
 
Emergency Resolution No. 52-2011. A Resolution endorsing the filing of a Community Development
Block Grant Funding Application for additional playground equipment at Monroe Crossings Park,
authorizing in-kind services, and declaring an emergency.
 
Mr. Black indicated that Section 2 of the legislation seems to indicate Council’s authorization to approve
the matching funds.
 
Mrs. Waggaman explained that it is for audit purposes to show that Council is aware that there is a
required match in the event the grant is approved.
 
Mrs. Hale moved to suspend the rule requiring the reading of Emergency Resolution No. 52-2011 on
two separate days, authorize its adoption on the first reading, and have it read by title only; seconded by
Mrs. Rubin. Voice vote: seven ayes. Motion carried.
 
The Clerk of Council read Emergency Resolution No. 52-2011 by title only.
Mrs. Hale moved to adopt Emergency Resolution No. 52-2011; seconded by Mrs. Rubin. Roll call vote:
six ayes; one nay (Hickman). Motion carried.
 
Emergency Resolution No. 53-2011. A Resolution endorsing the filing of a Community Development
Block Grant Funding Application for poured-in-place rubber ground cover for the ADA compliant
playground equipment at Monroe Crossings Park, authorizing in-kind services, and declaring an
emergency.
 
Mrs. Hale moved to suspend the rule requiring the reading of Emergency Resolution No. 53-2011 on
two separate days, authorize its adoption on the first reading, and have it read by title only; seconded by
Mr. Kelley. Voice vote: seven ayes. Motion carried.
 
The Clerk of Council read Emergency Resolution No. 53-2011 by title only.
Mrs. Hale moved to adopt Emergency Resolution No. 53-2011; seconded by Mr. Black. Roll call vote:
six ayes; one nay (Hickman). Motion carried.
 
Emergency Resolution No. 54-2011. A Resolution endorsing the filing of a Community Development
Block Grant Funding application for an asphalt overlay on the existing walking path located at Monroe
Crossings Park, authorizing in-kind services, and declaring an emergency.
Mrs. Hale asked if the previous resolution was for the ADA playground equipment. Mr. Brock advised
there is existing ADA equipment there now.
 
Mrs. Hale moved to suspend the rule requiring the reading of Emergency Resolution No. 54-2011 on
two separate days, authorize its adoption on the first reading, and have it read by title only; seconded by
Mrs. Stillman. Voice vote: seven ayes. Motion carried.
 
The Clerk of Council read Emergency Resolution No. 54-2011 by title only.
Mrs. Hale moved to adopt Emergency Resolution No. 54-2011; seconded by Mr. Kelley. Roll call vote:
six ayes; one nay (Black). Motion carried.
 
Emergency Resolution No. 55-2011. A Resolution amending the OAPFF 457 Deferred Compensation
Plan to provide for the option of the participation in a Roth 457 Plan, and declaring an emergency.
Mr. Brock explained that this allows for the addition of employees that pay into this particular 457
compensation paycheck to participate in the Roth 457 that became available at the beginning of the year.
 
Mr. Black asked if it costs the City anything. Mr. Brock replied that it does not.
 
Mrs. Hale moved to suspend the rule requiring the reading of Emergency Resolution No. 55-2011 on
two separate days, authorize its adoption on the first reading, and have it read by title only; seconded by
Mrs. Stillman. Voice vote: seven ayes. Motion carried.
 
The Clerk of Council read Emergency Resolution No. 55-2011 by title only.
Mrs. Hale moved to adopt Emergency Resolution No. 55-2011; seconded by Mr. Black. Roll call vote:
seven ayes. Motion carried.
 
Administrative Reports

Reporting on the Interchange Enhancement Project, Mr. Brock reported that we received a base bid
which we estimated at $755,000. Double Jay Construction submitted a bid for $706,139.30 for the base
bid, which was landscape improvements. Since then he received information on alternate bids.
Alternatie 1 was estimated at $126,000 and came in at 133,343.76 for lighting. Alternate 2 was
estimated at $288,550 and came in at $196,000 for the sprinkler system. The total for the project if we
just did base bid is $211,800 and includes 10% construction engineering costs. The total if we do
Alternate 1 is $251,844.92 and the total if we do Alternate 2 is $389,031.37. In total we bonded 715,000
for this project, of which if we included all the work that was designed and bid including engineering
costs we are probably around $500,000 out of the bond money which would leave 200,000 out there.
 
Mr. Brock recommended to go forward with the entire project including both alternates.
 
Mrs. Waggaman advised that we are not able to pay back the bonds until 2020 so there is a 10 year call
feature, which is common, so if you just let the money sit there is some arbitrage situations because we
didn’t use it for the intended project. In the authorizing legislation wording was road construction
improvements for State Route 63 in the bond documents it was for interchange improvements. She is
waiting on a response from bond counsel to see if we can use it for something else on State Route 63 or
if there would be a need additional legislation or a request to bond holders.
 
Mr. Black asked if there was a buy back feature with a penalty. Mrs. Waggaman was not sure if there is
a significant penalty to pay it early and would have to get the specific details on that.
Mrs. Stillman asked if we do not use all the money can we use what is left over to make the payments.
Mrs. Waggaman replied that it is just a matter of arbitrage rules so long as it would be used up within a
short period of time. You can only use a portion of what we spent not to the bigger amount.
Mr. Kelley requested that Mrs. Waggaman find out if it can be used for projects that directly affect the
interchange project such as the signal project.
 
Mrs. Waggaman advised if it is a related project it is not too big of a deal to switch, but they were Build
America Bonds so they were taxable.
In response to Mr. Kelley’s inquiry, Mr. Brock advised the out-of-pocket cost for the signal project is
approximately $250,000.
 
Mrs. Rubin asked if the payments will come from TIF monies. Mrs. Waggaman indicated that they will
eventually; however, she is still working on the forecast to see if there is enough money in the TIF
Funds. She is waiting for the development to catch up.
 
Mr. Black asked if Alternate 2 was left on the table if we can go back and apply for the sprinkler system.
Mr. Brock responded that you probably could; however you would not get that low of a price because
you would need to work around the landscaping and other features in the area.
 
Mr. Kelley asked about a deadline. Mr. Brock explained that ODOT wanted an answer today, but he
explained that he could not meet with Council until this evening and did not know if Council would
want to make a decision this evening. Mr. Brock recommended approving both alternates to maximize
and utilize the funds. He pointed out that Liberty Township and other communities are going back and
adding a sprinkler system because the vegetation is dying.
Mrs. Stillman expressed her displeasure in putting in an irrigation system. She is of the opinion that the
vegetation does not have to have a sprinkler system because if you have good base trees and put in water
bags they will survive. In addition, you can use color rock as opposed to vegetation for it to look nice.
She does not know how we will be able to maintain it.
 
Mrs. Hale asked who will be selecting the trees and the vegetation. Mr. Brock advised they are selected
by ODOT as they only allow specific types of trees.
 
Mrs. Stillman was not concerned about the trees as you could use the water bags and the grass will come
back. If we were in a huge drought situation and the grass is suffering the Fire Department can go out
and spray water on it on a slow day.
 
Mr. Kelley asked Mrs. Stillman if she thought it was cheaper to pay four guys on a fire truck for half of
a day. Mrs. Stillman was only offering an alternate and if we are going into the sixth week of a major
drought then yes we could do that.
 
Mr. Kelley was not willing to vote on this matter until Council receives accurate numbers. Mr. Brock
pointed out that the bids were well within the amount bonded for the project.
Mr. Hickman asked if a decision was needed tonight. Mr. Brock preferred to know tonight and ODOT
wanted to know yesterday. Mr. Hickman asked what happens if a decision is not made. Mr. Brock was
unclear what additional information Council needed. Mr. Hickman wanted additional time to think
about this and bring it up at the next meeting. Mr. Hickman asked when
the project would begin. Mr. Brock advised they cannot award the alternates without Council’s
decision, but the project would begin later this year.
 
Mrs. Stillman requested to see the bid.
 
Mr. Brock referred to information provided to Council on Internet Cafes and reported that legislation
can be provided at the next meeting to insert regulations in the business regulations code and not the
zoning code.
 
Mr. Black commented that the sample legislation provided is rather robust and assumed we will make
some modifications. He would like to see regulations in effect.
Mrs. Hale moved to approve the July and August Finance Reports as submitted; Mr. Kelley seconded.
Voice vote: seven ayes. Motion carried.
 
Mrs. Hale moved to adjourn into executive session to review negotiations with public employees;
seconded by Mr. Black. Roll call vote: seven ayes. Motion carried.
Council adjourned unto Executive Session at 7:23 pm.
Mrs. Hale moved to reconvene into regular session; seconded by Mr. Kelley. Voice vote: seven ayes.
Motion carried.
 
Council reconvened into regular session at 8:49 pm.
Mayor Routson reported that the ribbon cutting for the library had a good turn out and is beautiful. He
congratulated everyone involved.
 
Mrs. Stillman reported that there is a special event at the Library Saturday starting until 11:00 am. It is
come meet Molly day, which is one of her Golden Retrievers. She explained it is children reading to a
dog program and it is meant to help children increase their reading skills.
 
Mayor Routson reported that he attended the Current Events meeting with approximately 25 ladies in
attendance. Their biggest concern was the lack of restaurants Frisches, Jay Alexanders, and Red
Lobster.
 
Mayor Routson also reported that he attended the SunCoke CAP meeting and part of the
operation starting today will be running blowers and the only pollution is the sound lasting about 17
days. Mrs. Rubin commented that is almost two miles away and heard it last night. You don’t hear it during
the day because there is so much other noise.
 
Mrs. Hale moved to adjourn; seconded by Mr. Kelley. Voice vote: seven ayes. Motion carried.
The Council meeting adjourned at 8:56 pm.
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