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AI-8976

Topics Of Discussion B.

Council Work Session

Meeting Date:

02/07/2023

Culture And Diversity Citizen Action Commission Update

Submitted By:

Anthony Rodgers

Department:

City Council

Council Committee Review?:

Council Work Session

Date(s) of Committee Review:

02/07/2023

Audio-Visual Needs:

None

Legal Review:

Emergency Legislation?:

No

Motion/Ordinance/
Resolution No.:

Agenda Item Description or Legislation Title

Culture And Diversity Citizen Action Commission Update

Purpose and Background

Representatives of the Culture and Diversity Citizen Action Commission (CDCAC) will give an update presentation on the activities and work of the Culture and Diversity Citizen Action Commission (see attached). A list of new recommendations from the CDCAC has also been provided 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

Presentation

CDCAC Recommendations

AI-8983

Topics Of Discussion C.

Council Work Session

Meeting Date:

02/07/2023

Tri-Cities North Regional Wastewater Authority Presentation

Submitted By:

Stephanie Wunderlich

Department:

Division:

Engineering

Council Committee Review?:

Council Work Session

Date(s) of Committee Review:

02/07/2023

Audio-Visual Needs:

None

Legal Review:

Emergency Legislation?:

No

Motion/Ordinance/
Resolution No.:

Agenda Item Description or Legislation Title

Tri-Cities North Regional Wastewater Authority Presentation

Purpose and Background

This agenda item is for a presentation by Danny Knife from the Tri-Cities North Regional Wastewater Authority to outline plans for expansion of the wastewater treatment plant.

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

Presentation

AI-8956

Topics Of Discussion D.

Council Work Session

Meeting Date:

02/07/2023

Sanitary Sewer Rates

Submitted By:

Jim Bell

Department:

Division:

Accounting

Council Committee Review?:

Council Work Session

Date(s) of Committee Review:

02/07/2023

Audio-Visual Needs:

None

Legal Review:

Emergency Legislation?:

No

Motion/Ordinance/
Resolution No.:

Agenda Item Description or Legislation Title

Sanitary Sewer Rates

Purpose and Background

The Board of the Tri-Cities North Regional Wastewater Authority approved an increase in rates charged to the member cities by 10% beginning in January, 2023. The increase in cost to the City of Huber Heights is estimated to be $204,474. Veolia Water will be implementing an increase of 5% in 2023. Veolia Water's contract allows for an increase in fees based on the annual CPI, with a cap of 5%. The amount of the Veolia Water increase in cost to the City is estimated to be $33,600. A sanitary sewer rate increase of 6.0% would generate an estimated $233,155 annually to help cover these increased fees from the Tri-CitiesNorth Regional Wastewater Authority and Veolia Water. An increase in the sanitary sewer rate of 6% would increase the sewer portion of an average monthly utility bill by $1.21. The proposed sanitary sewer rate increase would go into effect with billings beginning on April 1, 2023.

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

Ordinance

AI-8986

Topics Of Discussion E.

Council Work Session

Meeting Date:

02/07/2023

Supplemental Appropriations

Submitted By:

Jim Bell

Department:

Division:

Accounting

Council Committee Review?:

Council Work Session

Date(s) of Committee Review:

02/07/2023

Audio-Visual Needs:

None

Legal Review:

Emergency Legislation?:

No

Motion/Ordinance/
Resolution No.:

Agenda Item Description or Legislation Title

Supplemental Appropriations

Purpose and Background

The supplemental appropriations are for the following purposes:

- $440,000 transfer from Sewer Fund to Sewer Capital Fund for East Sanitary Sewer Extension Project (bids received over amount budgeted).
- $525,000 advance from General Fund to Capital Improvement Fund to purchase land for the new Public Works facility.
- $62,400 advance from the General Fund to ED/GE Capital Improvements Fund for initial funding for the Millat Industries Project (to be reimbursed by grant proceeds).
- $62,400 return of advance from ED/GE Capital Improvements Fund to General Fund upon receipt of grant proceeds.
- $22,610 reduction in Accounting Division personnel expenses.
- $22,610 for temporary staffing services for the Accounting Division.
- $55,000 for the Street Safety Study Project.
- $15,000 for Annual Storm Water Report and the Illicit Discharge Detection and Elimination Plan.

Fiscal Impact

Source of Funds:

Various Funds

Cost:

$1,035,000

Recurring Cost? (Yes/No):

No

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

Yes

Financial Implications:

Attachments

Ordinance

AI-8973

Topics Of Discussion F.

Council Work Session

Meeting Date:

02/07/2023

Advances/Transfers - Finance Department

Submitted By:

Jim Bell

Department:

Division:

Accounting

Council Committee Review?:

Council Work Session

Date(s) of Committee Review:

02/07/2023

Audio-Visual Needs:

None

Legal Review:

Emergency Legislation?:

Yes

Motion/Ordinance/
Resolution No.:

Agenda Item Description or Legislation Title

Advances/Transfers - Finance Department

Purpose and Background

An advance was made from the Gasoline Tax Fund to the Carriage Trails Infrastructure Fund for initial financing for development prior to the receipt of a SIB Loan. The advance for this project was $640,000 in anticipation of a SIB Loan which was not obtained. The Director of Finance recommends that the original advance of $640,000 be now classified as a transfer from the Gasoline Tax Fund to the Carriage Trails Infrastructure Fund. This legislation, if approved, will make that correction so that those monies will not be expected to be returned to the Gasoline Tax Fund. The Director of Finance requests that the second reading of the legislation be waived and that this legislation be adopted as emergency legislation at the February 13, 2023 City Council Meeting.

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

Ordinance

AI-8977

Topics Of Discussion G.

Council Work Session

Meeting Date:

02/07/2023

2023 Annual Legislation - Amendment

Submitted By:

Jim Bell

Department:

Division:

Accounting

Council Committee Review?:

Council Work Session

Date(s) of Committee Review:

02/07/2023

Audio-Visual Needs:

None

Legal Review:

Emergency Legislation?:

No

Motion/Ordinance/
Resolution No.:

Agenda Item Description or Legislation Title

2023 Annual Legislation - Amendment

Purpose and Background

The continuous operation of various departments and divisions of the City rely on the purchase, maintenance and service of certain equipment and various departments and divisions of the City require certain professional services and miscellaneous operating expenses in order to perform necessary functions for the business of the City. All costs associated with the listed purchases and services are included in the operational budget for the respective departments and divisions for FY 2023. These purchases and services are needed effective January 1, 2023, in order to perform the day to day routine operations of various departments and divisions of the City.

Upon review of the purchase orders requested at the beginning of 2023, it was discovered that Resolution No. 2022-R-7197 for the 2023 annual legislation passed in late 2022 needed to be amended as follows:

Gall's Uniforms - increase from $20,000 to $30,000 for City-wide safety personnel
State of Ohio (Police LEADS, OVI tests, OPOTA training, all departments radio maintenance) - increase from $100,000 to $125,000
Delete Section 1x for Newegg for a reduction of $40,000
Delete Section 1gg for Locution for a reduction of $28,000 (duplicate)
Add SHI International for software and licensing for cloud-based applications at a cost not to exceed $40,000
Add Creative Financial Staffing for temporary staffing services for the Tax and Accounting Divisions of the Finance Department at a cost not to exceed $95,000
Add gasoline for all departments at a cost not to exceed $400,000
Add diesel fuel for all departments at a cost not to exceed $300,000

Fiscal Impact

Source of Funds:

Various Funds

Cost:

$5,000

Recurring Cost? (Yes/No):

Yes

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

Yes

Financial Implications:

Amending the original resolution will result in an increase of $5,000 to the maximum allowed spending for goods and services with identified vendors.

Attachments

Resolution

AI-8981

Topics Of Discussion H.

Council Work Session

Meeting Date:

02/07/2023

Fire Division Staffing Update

Submitted By:

Anthony Rodgers

Department:

City Council

Council Committee Review?:

Council Work Session

Date(s) of Committee Review:

02/07/2023

Audio-Visual Needs:

None

Legal Review:

Emergency Legislation?:

No

Motion/Ordinance/
Resolution No.:

Agenda Item Description or Legislation Title

Fire Division Staffing Update

Purpose and Background

This agenda item has been requested by Councilmembers Ed Lyons, Anita Kitchen, and Glenn Otto for an update on staffing in the Fire Division.

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

Handout

AI-8984

Topics Of Discussion I.

Council Work Session

Meeting Date:

02/07/2023

Request For Proposals – Mental Wellness Report – Fire Division

Submitted By:

Keith Knisley

Department:

Council Committee Review?:

Council Work Session

Date(s) of Committee Review:

02/07/2023

Audio-Visual Needs:

None

Legal Review:

Emergency Legislation?:

No

Motion/Ordinance/
Resolution No.:

Agenda Item Description or Legislation Title

Request For Proposals – Mental Wellness Report – Fire Division

Purpose and Background

This legislation will allow the City to solicit proposals from qualified Behavioral Service Providers to provide behavioral services for the Fire Division. The funding for this program was granted by the State of Ohio ARPA funding for first responders. The RFP will include services provided through December, 2024.

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

Sample RFP

Resolution

AI-8982

Topics Of Discussion J.

Council Work Session

Meeting Date:

02/07/2023

Water Infrastructure Update

Submitted By:

Anthony Rodgers

Department:

City Council

Council Committee Review?:

Council Work Session

Date(s) of Committee Review:

02/07/2023

Audio-Visual Needs:

None

Legal Review:

Emergency Legislation?:

No

Motion/Ordinance/
Resolution No.:

Agenda Item Description or Legislation Title

Water Infrastructure Update

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.

Fiscal Impact

Attachments

Handout

AI-8969

Topics Of Discussion K.

Council Work Session

Meeting Date:

02/07/2023

2023 Street Program - Solicit Bids

Submitted By:

Hanane Eisentraut

Department:

Division:

Engineering

Council Committee Review?:

Council Work Session

Date(s) of Committee Review:

02/07/2023

Audio-Visual Needs:

None

Legal Review:

Emergency Legislation?:

No

Motion/Ordinance/
Resolution No.:

Agenda Item Description or Legislation Title

2023 Street Program - Solicit Bids

Purpose and Background

This legislation will allow the soliciting, advertising and receiving of bids for the 2023 Street Program. The Local Street Capital Improvement Fund will be utilized to construct this project at a cost not to exceed $1,400,000. The plans and specifications will be prepared by the Engineering Division.

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

Resolution

Exhibit A

AI-8967

Topics Of Discussion L.

Council Work Session

Meeting Date:

02/07/2023

ODOT Consent Legislation - Bridge Repair - Brandt Pike

Submitted By:

Hanane Eisentraut

Department:

Division:

Engineering

Council Committee Review?:

Council Work Session

Date(s) of Committee Review:

02/07/2023

Audio-Visual Needs:

None

Legal Review:

Emergency Legislation?:

No

Motion/Ordinance/
Resolution No.:

Agenda Item Description or Legislation Title

ODOT Consent Legislation - Bridge Repair - Brandt Pike

Purpose and Background

The Ohio Department of Transportation (ODOT) is planning to conduct a bridge repair on Brandt Pike north of Grusenmeyer Way near the YMCA. The project is scheduled to be awarded in September, 2023 with the start of construction in April, 2024. Brandt Pike will be closed and detoured for a short time during the repair. ODOT requests consent legislation from the City to initiate the project programming. ODOT will provide the funding to finance this project.

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

AI-8968

Topics Of Discussion M.

Council Work Session

Meeting Date:

02/07/2023

Old Troy Pike Northbound Widening Project - Solicit Bids

Submitted By:

Hanane Eisentraut

Department:

Division:

Engineering

Council Committee Review?:

Council Work Session

Date(s) of Committee Review:

02/07/2023

Audio-Visual Needs:

None

Legal Review:

Emergency Legislation?:

No

Motion/Ordinance/
Resolution No.:

Agenda Item Description or Legislation Title

Old Troy Pike Northbound Widening Project - Solicit Bids

Purpose and Background

This legislation will permit the City to receive bid proposals to widen Old Troy Pike from Huber Road to I-70 to accommodate an additional northbound lane and additional widening on a portion of Merily Way. The project includes the installation of asphalt pavement, curb, curb ramps, curb radii, storm sewer, and mast arm traffic signals at Merily Way and Old Troy Pike intersection. The Capital Improvement Fund will be utilized for the construction of this project.

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

AI-8970

Topics Of Discussion N.

Council Work Session

Meeting Date:

02/07/2023

East Sanitary Sewer Extension Project - Award Contract

Submitted By:

Hanane Eisentraut

Department:

Division:

Engineering

Council Committee Review?:

Council Work Session

Date(s) of Committee Review:

02/07/2023

Audio-Visual Needs:

None

Legal Review:

Emergency Legislation?:

No

Motion/Ordinance/
Resolution No.:

Agenda Item Description or Legislation Title

East Sanitary Sewer Extension Project - Award Contract

Purpose and Background

Five (5) bids were received for the East Sanitary Sewer Extension Project. Due to inflation and supply chain issues, the bids came in higher than anticipated. The project was bid with a main bid and an alternating bid. The main bid includes the installation of 9,000 feet of large sanitary sewer, 3,200 feet of force main, and two new pump stations. This sanitary sewer installation will start at the Fairborn Wastewater Treatment Plant and go north along the west side of State Route 4 to the Center Point 70 Commercial Park. This work will provide full sanitary service to Center Point 70. The bid for this work is shown on the attached bid sheet. The lowest and best bid for this work was from Helms & Sons at $3,917,449.00.

There was an alternate bid requested that was for installing sanitary sewer on Chambersburg Road starting at State Route 4 and going west up Chambersburg Road approximately 6,300 feet. Unfortunately, the alternate bid came in at $1,515,942.00, making the total bid $5,433,391. This total cost was about $1,000,000 over the City Engineer's estimate. Due to this overage, the installation of the sewer line on Chambersburg Road will not be part of this award and the work will be deferred to a future year.

This legislation will authorize the City Manager to enter into a contract with Helms & Sons Excavating, Inc. as the lowest and best bidder for the main bid for the East Sanitary Sewer Extension Project at a cost not to exceed $4,300,000. The Sewer Capital Fund will be utilized for the construction of this project.

Fiscal Impact

Source of Funds:

Sewer Capital Fund

Cost:

$4,300,000

Recurring Cost? (Yes/No):

No

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

Yes

Financial Implications:

Attachments

Bid Results

Map

Resolution

AI-8980

Topics Of Discussion O.

Council Work Session

Meeting Date:

02/07/2023

Street Dedication - Old Dominion Way

Submitted By:

Stephanie Wunderlich

Department:

Division:

Engineering

Council Committee Review?:

Council Work Session

Date(s) of Committee Review:

02/07/2023

Audio-Visual Needs:

None

Legal Review:

Emergency Legislation?:

No

Motion/Ordinance/
Resolution No.:

Agenda Item Description or Legislation Title

Street Dedication - Old Dominion Way

Purpose and Background

The City has approved the improvements for Old Dominion Way. The following are the addresses that are hereby accepted and approved: 2000 to 2005 Old Dominion Way.

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

Resolution

AI-8978

Topics Of Discussion P.

Council Work Session

Meeting Date:

02/07/2023

Street Safety Study - Award Contract

Submitted By:

Hanane Eisentraut

Department:

Division:

Engineering

Council Committee Review?:

Council Work Session

Date(s) of Committee Review:

02/07/2023

Audio-Visual Needs:

None

Legal Review:

Emergency Legislation?:

No

Motion/Ordinance/
Resolution No.:

Agenda Item Description or Legislation Title

Street Safety Study - Award Contract

Purpose and Background

This legislation will authorize the City Manager to enter into a contract for the Street Safety Study with Burgess & Niple at a cost not to exceed $55,000. The City solicited quotes from three consulting firms, and Burgess & Niple presented the lowest and best proposal to perform this study. This study is required by the U S Department of Transportation to be completed for the City to be eligible to apply for Bipartisan Infrastructure Law (BIL) funding opportunity through the Safe Streets and Roads For All (SS4A) grant program.

Fiscal Impact

Source of Funds:

Gas Tax Fund

Cost:

$55,000

Recurring Cost? (Yes/No):

No

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

Yes

Financial Implications:

Attachments

Resolution

AI-8985

Topics Of Discussion Q.

Council Work Session

Meeting Date:

02/07/2023

ED/GE Grant Agreement - Millat Industries

Department:

Council Committee Review?:

Council Work Session

Date(s) of Committee Review:

02/07/2023

Audio-Visual Needs:

None

Legal Review:

Emergency Legislation?:

No

Motion/Ordinance/
Resolution No.:

Agenda Item Description or Legislation Title

ED/GE Grant Agreement - Millat Industries

Purpose and Background

In Fall of 2022, the City submitted an ED/GE Grant in the amount of $62,400 on behalf of Millat Industries. The grant was to support the replacement of HVAC equipment at the Millat Industries' Center Point 70 location to keep it competitive in the markets of aerospace, manufacturing, advanced manufacturing, research and development, as well as composites and advanced materials. The grant allows Millat Industries to retain its workforce of 44 while adding an additional position.

In December, 2022, the City was notified that its grant application was approved for funding. On February 7, 2023, the Montgomery County Commissioners will approve the formal contract with the City after which the City can make funds available to Millat Industries. It is recommended that City Council approve this proposed agreement between the City and Millat Industries before the City distributes any grant funds to Millat Industries.

Fiscal Impact

Source of Funds:

General Fund

Cost:

$62,400

Recurring Cost? (Yes/No):

No

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

Yes

Financial Implications:

Monies to provide for the grant amount of $62,400 will be provided via supplemental appropriation. Once Millat Industries demonstrates its compliance to the terms and conditions of the grant, the City will be reimbursed the amount of $62,400 from Montgomery County.

Attachments

Resolution

Exhibit A

Exhibit B

AI-8972

Topics Of Discussion R.

Council Work Session

Meeting Date:

02/07/2023

Personnel Appeals Board Reappointment - K. Herstine

Submitted By:

Anthony Rodgers

Department:

City Council

Council Committee Review?:

Council Work Session

Date(s) of Committee Review:

02/07/2023

Audio-Visual Needs:

None

Legal Review:

Emergency Legislation?:

No

Motion/Ordinance/
Resolution No.:

Agenda Item Description or Legislation Title

Board and Commission Appointments

* Personnel Appeals Board - Reappointment

Purpose and Background

City Staff recommend the reappointment of Kenneth Herstine to the Personnel Appeals Board for a term ending March 31, 2026. An updated background check was not necessary at this time due to the recent appointment of Mr. Herstine to an unexpired term..

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-8974

Topics Of Discussion

Council Work Session

Meeting Date:

02/07/2023

Parks and Recreation Board Reappointment - A. Black

Submitted By:

Anthony Rodgers

Department:

City Council

Council Committee Review?:

Council Work Session

Date(s) of Committee Review:

02/07/2023

Audio-Visual Needs:

None

Legal Review:

Emergency Legislation?:

No

Motion/Ordinance/
Resolution No.:

Agenda Item Description or Legislation Title

* Parks and Recreation Board - Reappointment

Purpose and Background

City Staff recommend the reappointment of Alexander Black to the Parks and Recreation Board for a term ending March 31, 2026. An updated background check was completed on Mr. Black by Human Resources.

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-8975

Topics Of Discussion S.

Council Work Session

Meeting Date:

02/07/2023

City Manager Search Process

Submitted By:

Anthony Rodgers

Department:

City Council

Council Committee Review?:

Council Work Session

Date(s) of Committee Review:

01/17/2023 and 02/07/2023

Audio-Visual Needs:

Legal Review:

Emergency Legislation?:

Motion/Ordinance/
Resolution No.:

Agenda Item Description or Legislation Title

City Manager Search Process

Purpose and Background

This agenda item is to provide an update on the restart of 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

No file(s) attached.

AI-8971

Topics Of Discussion T.

Council Work Session

Meeting Date:

02/07/2023

Planning Commission Interviews

Submitted By:

Anthony Rodgers

Department:

City Council

Council Committee Review?:

Council Work Session

Date(s) of Committee Review:

02/07/2023

Audio-Visual Needs:

None

Legal Review:

Emergency Legislation?:

No

Motion/Ordinance/
Resolution No.:

N/A

Agenda Item Description or Legislation Title

Planning Commission Interviews

Purpose and Background

These interviews may be conducted in Executive Session for the purpose of interviewing applicants for the current Planning Commission vacancy. The interview schedule and the applications for the Planning Commission vacancy have been provided (see attached). There are two applicants for the Planning Commission vacancy.

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

Interview Schedule

Application - D. Cassity

Application - L. Vaughn