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CITY OF HUBER HEIGHTS
STATE OF OHIO

City Council Work Session

August 8, 2023
6:00 P.M.
City Hall - Council Chambers - 6131 Taylorsville Road - Huber Heights, Ohio

Call Meeting To Order/Roll Call

Approval Of Minutes

July 18, 2023

July 19, 2023

July 20, 2023

Work Session Topics Of Discussion

City Manager Report

Board Of Zoning Appeals Update

Thomas Cloud Park - Shelter #1 - Roof Repair/Replacement - Award Contract

Thomas Cloud Park - Walking Path

Pickleball Courts - Contract Amendment

Case BDP 23-17 - BP-OTP, LLC - Rezoning/Basic Development Plan - 4949 Chambersburg Road

Case RP 23-18 - City Of Huber Heights - Vacate Thorngate Drive

Fishburg Road Widening Project - Solicit Bids

2024 Sidewalk Program - Resolution Of Necessity

Mast Arm/Stamped Cross Walk Installation - Brandt Pike/Old Troy Pike

East Sanitary Sewer Extension Project Design - Contract Modification

Powell Road Realignment Project Design - Award Contract

Water Infrastructure Update/Water Main Replacement Project

Metro Rose, LLC - Development Agreement

CR Dayton - Lease Amendment - 6061 Brandt Pike

Title Sponsorship - The Big Hoopla's Hometown Heroes Military Appreciation Night

City Manager Search Process Update

Adjournment

AI-9408

Topics Of Discussion B.

Council Work Session

Meeting Date:

08/08/2023

Board Of Zoning Appeals Update

Submitted By:

Anthony Rodgers

Department:

City Council

Council Committee Review?:

Council Work Session

Date(s) of Committee Review:

08/08/2023

Audio-Visual Needs:

None

Legal Review:

Emergency Legislation?:

Motion/Ordinance/
Resolution No.:

N/A

Agenda Item Description or Legislation Title

Board Of Zoning Appeals Update

Purpose and Background

Representatives of the Board Of Zoning Appeals will give an update presentation on the activities and work of the Board Of Zoning Appeals.

Fiscal Impact

Source of Funds:

N/A

Cost:

N/A

Recurring Cost? (Yes/No):

N/A

Funds Available in Current Budget? (Yes/No):

N/A

Financial Implications:

Attachments

No file(s) attached.

AI-9360

Topics Of Discussion C.

Council Work Session

Meeting Date:

08/08/2023

Thomas Cloud Park - Shelter #1 - Roof Repair/Replacement - Award Contract

Submitted By:

Linda Garrett

Department:

Division:

Council Committee Review?:

Council Work Session

Date(s) of Committee Review:

08/08/2023

Audio-Visual Needs:

None

Legal Review:

Emergency Legislation?:

Motion/Ordinance/
Resolution No.:

Agenda Item Description or Legislation Title

Thomas Cloud Park - Shelter #1 - Roof Repair/Replacement - Award Contract

Purpose and Background

The Public Works Division requests authorization to award the bid to Maxim Roofing for roof replacement/repair of Shelter #1 at Thomas Cloud Park.

Fiscal Impact

Source of Funds:

Parks and Recreation Fund

Cost:

$39,000

Recurring Cost? (Yes/No):

Funds Available in Current Budget? (Yes/No):

Yes

Financial Implications:

Attachments

Quotes

Resolution

AI-9392

Topics Of Discussion D.

Council Work Session

Meeting Date:

08/08/2023

Thomas Cloud Park - Walking Path

Submitted By:

Stephanie Wunderlich

Department:

Division:

Engineering

Council Committee Review?:

Council Work Session

Date(s) of Committee Review:

08/08/2023

Audio-Visual Needs:

None

Legal Review:

Emergency Legislation?:

Motion/Ordinance/
Resolution No.:

Agenda Item Description or Legislation Title

Thomas Cloud Park - Walking Path

Purpose and Background

This agenda item is for discussion concerning the possible installation of a walking path or widened sidewalk at the front of Thomas Cloud Park along Brandt Pike. A map is included showing the existing utilities in the area of the proposed path.

Fiscal Impact

Source of Funds:

N/A

Cost:

N/A

Recurring Cost? (Yes/No):

N/A

Funds Available in Current Budget? (Yes/No):

N/A

Financial Implications:

Attachments

Map

Map - Existing Pipeline Locations

AI-9406

Topics Of Discussion E.

Council Work Session

Meeting Date:

08/08/2023

Pickleball Courts - Contract Amendment

Department:

Council Committee Review?:

Council Work Session

Date(s) of Committee Review:

08/08/2023

Audio-Visual Needs:

None

Legal Review:

Emergency Legislation?:

Motion/Ordinance/
Resolution No.:

Agenda Item Description or Legislation Title

Pickleball Courts - Contract Amendment

Purpose and Background

The City adopted Resolution No. 2023-R-7294 on June 26, 2023 which authorized the City Manager to enter into a contract with Total Tennis, Inc. for the repair and refurbishment of the City's pickleball courts. The total cost for this contract is an amount not to exceed $191,000 and provides for a total playing surface of 34' X 58' for courts that measure 20' X 44'. Upon further consideration, the City desires to ensure that the authorized repairs and refurbishment of the pickleball courts meet the USA Pickleball Rule Book which recommends a total playing surface of 30' X 60'.

An amendment to the City's current contract with Total Tennis, Inc. is necessary to ensure that the authorized repairs and refurbishment of the pickleball courts meet the USA Pickleball Rule Book standards. This legislation would authorize the City Manager to amend the scope of work now under contract with Total Tennis, Inc to ensure repairs and refurbishment of the pickleball courts meet the USA Pickleball Rule Book recommended total playing surface of 30' X 60' for a cost not to exceed $240,600.

Fiscal Impact

Source of Funds:

Parks And Recreation Fund

Cost:

$240,600

Recurring Cost? (Yes/No):

Funds Available in Current Budget? (Yes/No):

Yes

Financial Implications:

$191,000 has already been appropriated to this project. The amendment, if approved, would add $49,600, for a total appropriation of $240,600. This appropriation includes a 15% contingency.

Attachments

Resolution

AI-9388

Topics Of Discussion F.

Council Work Session

Meeting Date:

08/08/2023

Case BDP 23-17 - BP-OTP, LLC - Rezoning/Basic Development Plan - 4949 Chambersburg Road

Submitted By:

Geri Hoskins

Department:

Division:

Council Committee Review?:

Council Work Session

Date(s) of Committee Review:

08/08/2023

Audio-Visual Needs:

SmartBoard

Legal Review:

Emergency Legislation?:

Motion/Ordinance/
Resolution No.:

Agenda Item Description or Legislation Title

Case BDP 23-17 - BP-OTP, LLC - Rezoning/Basic Development Plan - 4949 Chambersburg Road

Purpose and Background

The applicant, BP-OTP, LLC, is requesting approval of a Rezoning from Office (O1) to Planned Commercial (PC) and a Basic Development Plan to construct a 5,915 square foot Wawa convenience store with fueling pumps.

Fiscal Impact

Source of Funds:

N/A

Cost:

N/A

Recurring Cost? (Yes/No):

N/A

Funds Available in Current Budget? (Yes/No):

N/A

Financial Implications:

Attachments

Staff Report

Decision Record

Drawings

Site Plan

Elevations

Floor Plan

Traffic Impact Study

Fire Assessment

Minutes

Presentation

Ordinance

AI-9386

Topics Of Discussion G.

Council Work Session

Meeting Date:

08/08/2023

Case RP 23-18 - City Of Huber Heights - Vacate Thorngate Drive

Submitted By:

Geri Hoskins

Department:

Division:

Council Committee Review?:

Council Work Session

Date(s) of Committee Review:

08/08/2023

Audio-Visual Needs:

SmartBoard

Legal Review:

Emergency Legislation?:

Motion/Ordinance/
Resolution No.:

Agenda Item Description or Legislation Title

Case RP 23-18 - City Of Huber Heights - Vacate Thorngate Drive

Purpose and Background

The applicant, the City of Huber Heights, is requesting approval to vacate Thorngate Drive, north of Waynegate Road (Case RP 23-18). The remnants of the public right of way will be transferred to the adjacent property owners.

Fiscal Impact

Source of Funds:

N/A

Cost:

N/A

Recurring Cost? (Yes/No):

N/A

Funds Available in Current Budget? (Yes/No):

N/A

Financial Implications:

Attachments

Staff Report

Decision Record

Drawing

Fire Assessment

Minutes

Presentation

Ordinance

AI-9397

Topics Of Discussion H.

Council Work Session

Meeting Date:

08/08/2023

Fishburg Road Widening Project - Solicit Bids

Submitted By:

Hanane Eisentraut

Department:

Division:

Engineering

Council Committee Review?:

Council Work Session

Date(s) of Committee Review:

07/18/2023 and 08/08/2023

Audio-Visual Needs:

None

Legal Review:

Emergency Legislation?:

Motion/Ordinance/
Resolution No.:

Agenda Item Description or Legislation Title

Fishburg Road Widening Project - Solicit Bids

Purpose and Background

This legislation will allow the City Manager to solicit bids for the Fishburg Road Widening Project. The south side of Fishburg Road will be widened from Old Troy Pike to Tomberg Street to make the road three lanes wide to match the rest of Fishburg Road from Old Troy Pike to Brandt Pike. The City has applied through the Ohio Public Works Commission and has received Issue II funding for the construction of this project. 49.9% of the cost will be reimbursed from the grant. The Capital Issue II Fund will be utilized to cover the City's local share of the cost. A revised proposal sheet has been included in the attachments.

Fiscal Impact

Source of Funds:

N/A

Cost:

N/A

Recurring Cost? (Yes/No):

Funds Available in Current Budget? (Yes/No):

Yes

Financial Implications:

Attachments

Map

Request For Proposal

Proposal

Resolution

AI-9407

Topics Of Discussion I.

Council Work Session

Meeting Date:

08/08/2023

2024 Sidewalk Program - Resolution Of Necessity

Submitted By:

Hanane Eisentraut

Department:

Division:

Engineering

Council Committee Review?:

Council Work Session

Date(s) of Committee Review:

08/08/2023

Audio-Visual Needs:

None

Legal Review:

Emergency Legislation?:

Motion/Ordinance/
Resolution No.:

Agenda Item Description or Legislation Title

2024 Sidewalk Program - Resolution Of Necessity

Purpose and Background

The Engineering Division has identified properties requiring work within the 2024 Sidewalk Program area. Additionally, each property has been measured and an estimate of the repair costs has been completed. The first step in the assessment process will be to notify the property owners of the need to repair their sidewalks and/or aprons. Property owners will have until December 31, 2023 if they wish to hire their own contractor or perform the work themselves.

Fiscal Impact

Source of Funds:

N/A

Cost:

N/A

Recurring Cost? (Yes/No):

N/A

Funds Available in Current Budget? (Yes/No):

N/A

Financial Implications:

Attachments

Resolution

Exhibit A

AI-9358

Topics Of Discussion J.

Council Work Session

Meeting Date:

08/08/2023

Mast Arm/Stamped Cross Walk Installation - Brandt Pike/Old Troy Pike

Submitted By:

Hanane Eisentraut

Department:

Division:

Engineering

Council Committee Review?:

Council Work Session

Date(s) of Committee Review:

08/08/2023

Audio-Visual Needs:

None

Legal Review:

Emergency Legislation?:

Motion/Ordinance/
Resolution No.:

Agenda Item Description or Legislation Title

Mast Arm/Stamped Cross Walk Installation - Brandt Pike/Old Troy Pike

Purpose and Background

This agenda item is for discussion regarding the installation of stamped crosswalks and mast arm traffic signals on Brandt Pike and Old Troy Pike upon completion of Ohio Department Of Transportation (ODOT) repaving this fall. The average cost to install stamped crosswalks on newly paved intersections is $25,000 to $35,000 per intersection. The average cost to install mast arm traffic signals at intersections already signalized is approximately $300,000 to $400,000 per intersection.

Fiscal Impact

Source of Funds:

N/A

Cost:

N/A

Recurring Cost? (Yes/No):

N/A

Funds Available in Current Budget? (Yes/No):

N/A

Financial Implications:

Attachments

No file(s) attached.

AI-9395

Topics Of Discussion K.

Council Work Session

Meeting Date:

08/08/2023

East Sanitary Sewer Extension Project Design - Contract Modification

Submitted By:

Hanane Eisentraut

Department:

Division:

Engineering

Council Committee Review?:

Council Work Session

Date(s) of Committee Review:

08/08/2023

Audio-Visual Needs:

None

Legal Review:

Emergency Legislation?:

Motion/Ordinance/
Resolution No.:

Agenda Item Description or Legislation Title

East Sanitary Sewer Extension Project Design - Contract Modification

Purpose and Background

This legislation will allow the modification of the contract with Lockwood Jones and Beals (LJB) to increase the not to exceed amount by $25,000 to a new total of $425,000 for the design of the East Sanitary Sewer Extension Project. The increase is necessary to cover the cost for additional Shop Drawing Reviews by LJB and a subconsultant (Heapy Engineering). The Shop Drawing Review is for checking the equipment specifications for the two sanitary pump stations on the project to make sure that the design standards have been met. In the original LJB proposal, there was a fixed amount to cover Shop Drawing Reviews and the City has gone over that amount by approximately $10,000. City Staff are asking for an additional $15,000 (for a total of $25,000) to cover any unforeseen technical reviews or other engineering issues that may arise during the construction of the pump stations. The Sanitary Sewer Fund will be utilized for this modification.

Fiscal Impact

Source of Funds:

Sewer Capital Fund

Cost:

$25,000

Recurring Cost? (Yes/No):

Funds Available in Current Budget? (Yes/No):

Yes

Financial Implications:

Attachments

Resolution

AI-9398

Topics Of Discussion L.

Council Work Session

Meeting Date:

08/08/2023

Powell Road Realignment Project Design - Award Contract

Submitted By:

Hanane Eisentraut

Department:

Division:

Engineering

Council Committee Review?:

Council Work Session

Date(s) of Committee Review:

08/08/2023

Audio-Visual Needs:

None

Legal Review:

Emergency Legislation?:

Motion/Ordinance/
Resolution No.:

Agenda Item Description or Legislation Title

Powell Road Realignment Project Design - Award Contract

Purpose and Background

Three quotes were received for the design of the Powell Road S Curve Realignment Project. The three quotes were received from Choice One Engineering at a cost of $43,100, from Brumbaugh Engineering and Surveying at a cost of $49,450, and from DLZ at a cost of $75,946. This project consists of realigning approximately 675 lineal feet of Powell Road, ditch relocation, and driveway culvert replacements.

This legislation will authorize the City Manager to enter into a contract with Choice One Engineering to design the Powell Road S Curve Realignment Project at a cost not to exceed $50,000. The Capital Fund will be utilized for this project.

Fiscal Impact

Source of Funds:

Capital Fund

Cost:

$50,000

Recurring Cost? (Yes/No):

Funds Available in Current Budget? (Yes/No):

Yes

Financial Implications:

Attachments

Resolution

AI-9409

Topics Of Discussion M.

Council Work Session

Meeting Date:

08/08/2023

Water Infrastructure Update/Water Main Replacement Project

Submitted By:

Anthony Rodgers

Department:

City Council

Council Committee Review?:

Council Work Session

Date(s) of Committee Review:

03/27/2023 and 04/04/2023 and 04/20/2023 and 05/02/2023 and 05/16/2023 and 06/06/2023 and 06/20/2023 and 07/05/2023 and 07/18/2023 and 08/08/23

Audio-Visual Needs:

None

Legal Review:

Emergency Legislation?:

Motion/Ordinance/
Resolution No.:

Agenda Item Description or Legislation Title

Water Infrastructure Update/Water Main Replacement Project

Purpose and Background

This agenda item has been requested by Councilmembers Glenn Otto, Anita Kitchen, and Ed Lyons for an update on City water infrastructure. The updated spreadsheet on the City's current water infrastructure projects has been provided (see attached).

Additionally, Councilmembers Anita Kitchen, Richard Shaw, Mark Campbell, and Ed Lyons requested that an agenda item be added to discuss the City's Water Main Replacement Project to discuss the execution of the project in the most cost effective way. A map of the 2023 Water Main Replacement Project has been included in the meeting packet (see attached).

Fiscal Impact

Source of Funds:

N/A

Cost:

N/A

Recurring Cost? (Yes/No):

N/A

Funds Available in Current Budget? (Yes/No):

N/A

Financial Implications:

Attachments

Spreadsheet

Map

AI-9396

Topics Of Discussion N.

Council Work Session

Meeting Date:

08/08/2023

Metro Rose, LLC - Development Agreement

Department:

Council Committee Review?:

Council Work Session

Date(s) of Committee Review:

08/08/2023

Audio-Visual Needs:

None

Legal Review:

Emergency Legislation?:

Motion/Ordinance/
Resolution No.:

Agenda Item Description or Legislation Title

Metro Rose, LLC - Development Agreement

Purpose and Background

On April 10, 2023, City Council approved the Basic Development Plan and Rezoning of the Newbauer Farm on Executive Boulevard for 312 market-rate multifamily housing units. On July 11, 2023, the Planning Commission approved the Detailed Development Plan for this project. Based on the information provided to the City by the developer, this project will net to the City approximately $5.4 million over 30 years. This agreement also provides the City with a 4 acre lot, at no cost, to develop with a specific focus on the development of a full-service restaurant or brewery-type establishment.

Fiscal Impact

Source of Funds:

N/A

Cost:

N/A

Recurring Cost? (Yes/No):

N/A

Funds Available in Current Budget? (Yes/No):

N/A

Financial Implications:

The City estimates 30-year net proceeds associated with this project to total approximately $5.4 million.

Attachments

Resolution

Exhibit A

AI-9393

Topics Of Discussion O.

Council Work Session

Meeting Date:

08/08/2023

CR Dayton - Lease Amendment - 6061 Brandt Pike

Department:

Council Committee Review?:

Council Work Session

Date(s) of Committee Review:

08/08/2023

Audio-Visual Needs:

None

Legal Review:

Emergency Legislation?:

Motion/Ordinance/
Resolution No.:

Agenda Item Description or Legislation Title

CR Dayton - Lease Amendment - 6061 Brandt Pike

Purpose and Background

As part of the CR Dayton strip mall renovation project, the City intends to demolish the north strip mall building. There is currently one tenant with an active lease in the north building who needs to be relocated to the south strip mall building as part of this project. This lease amendment will allow for this relocation so the bigger renovation project may proceed.

Fiscal Impact

Source of Funds:

TED Fund

Cost:

TBD

Recurring Cost? (Yes/No):

Funds Available in Current Budget? (Yes/No):

Yes

Financial Implications:

Attachments

Resolution

AI-9394

Topics Of Discussion P.

Council Work Session

Meeting Date:

08/08/2023

Title Sponsorship - The Big Hoopla's Hometown Heroes Military Appreciation Night

Department:

Council Committee Review?:

Council Work Session

Date(s) of Committee Review:

08/08/2023

Audio-Visual Needs:

None

Legal Review:

Emergency Legislation?:

Motion/Ordinance/
Resolution No.:

Agenda Item Description or Legislation Title

Title Sponsorship - The Big Hoopla's Hometown Heroes Military Appreciation Night

Purpose and Background

The City of Huber Heights is the western neighbor to Wright-Patterson Air-Force Base, which employs over 30,000 military, civilian, and contractor personnel making Wright-Patterson Air Force Base the largest single site employer in the state of Ohio with an economic impact of $4.2 billion per year. Specifically to Huber Heights, Department of Defense associated business activities make up our largest collective source of earned income tax proceeds.

The Big Hoopla, which supports the annual NCAA Men's Basketball First Four play-in games at the University of Dayton and annually generates $4.5 million of economic impact, hosts an annual concert for active-duty military personnel and veterans within the region in appreciation for their service and commitment to our country. The Big Hoopla's Hometown Heroes Military Appreciation Night on September 16, 2023, will be held at The Rose Music Center which is owned by the City of Huber Heights.

In support for The Big Hoopla's Hometown Heroes Military Appreciation Night, and as a show of gratitude to those who serve, and have served, in the defense of the security of our nation, it is recommended that the City provide a Title Sponsorship for The Big Hoopla's Hometown Heroes Military Appreciation Night on September 16, 2023.

Fiscal Impact

Source of Funds:

General Fund - Department Of Economic Development

Cost:

$25,000

Recurring Cost? (Yes/No):

Funds Available in Current Budget? (Yes/No):

Yes

Financial Implications:

Attachments

Resolution

AI-9410

Topics Of Discussion Q.

Council Work Session

Meeting Date:

08/08/2023

City Manager Search Process Update

Submitted By:

Anthony Rodgers

Department:

City Council

Council Committee Review?:

Council Work Session

Date(s) of Committee Review:

08/08/2023

Audio-Visual Needs:

None

Legal Review:

Emergency Legislation?:

Motion/Ordinance/
Resolution No.:

Agenda Item Description or Legislation Title

City Manager Search Process Update

Purpose and Background

This agenda item was requested by Councilmembers Ed Lyons, Glenn Otto, Anita Kitchen, and Richard Shaw for an update on the City Manager search process.

Fiscal Impact

Source of Funds:

N/A

Cost:

N/A

Recurring Cost? (Yes/No):

N/A

Funds Available in Current Budget? (Yes/No):

N/A

Financial Implications:

Attachments

Update