MIDDLETOWN CITY COUNCIL AGENDA

TUESDAY, January 6, 2015

BUSINESS MEETING- 5:30 pm – COUNCIL CHAMBERS – LOWER LEVEL

1. MOMENT OF MEDITATION/PLEDGE OF ALLEGIANCE TO THE FLAG

2. ROLL CALL

3. CITIZEN COMMENTS, GUESTS, ORGANIZATIONS’ REPORTS

4. CITY MANAGER REPORTS

5. CONSENT AGENDA. . . Matters listed under the Consent Agenda are considered to be routine and will be enacted by one motion and one vote of consent. There will be no separate discussion of these items. If discussion is desired, that item will be removed and considered separately.

(a) Approve City Council Minutes: November 4 & November 18, 2014

(b) Receive and File Board & Commission Minutes: Planning Commission November 12, 2014

(c) Confirm Personnel Appointments:

 Property Officer- David Swartzel  Part-Time Building Cleaner- Karol Cox

(d) Confirm Board & Commission Appointments

Building and Housing Appeals Board: Tim Blashock

City Income Tax Review Board: Jeff Nye

Citizens Advisory Board to Police: Wendy Kissel representing NAACP,

Bill Keith representing Neighborhood Watch, Wanda Glover representing the 2nd Ward Community Council, Katrina Wilson, resident, Steve Bohannon, resident filling a vacancy for a term that expires in 2015

Convention & Visitors Bureau: Mike Friedman, Bridget Kinney

Health & Environment Board: Leslie Ford

Historic Commission: James Stabler, Mike Taylor

Middletown Cemetery Board: Sharon Whipple

Park Board: Steve Lewis

Planning Commission: Joanne Mejias, Mike Friedman, David Kash

Tax Incentive Review Council: Ron Carter

Board of Zoning Appeals: Fred Gibson, David Kash

(e) To authorize a contract with Environmental Field Services, Inc., of Lewis Center, Ohio, in the amount of $56,184 for the installation of monitoring wells and surrounding bollards adjacent to the Hook Field Municipal Airport.

6. COUNCIL COMMENTS MIDDLETOWN CITY COUNCIL AGENDA

TUESDAY, January 6, 2015

LEGISLATION

1. Ordinance No. O2014-70, an ordinance changing the zoning classification for approximately 112 acres of land located at 4927 Shaker Road to a BCF (Business Center Flex) District. (2nd Reading)

2. Ordinance No. O2015-01, an ordinance authorizing a contract with Voya Financial for administration of the City’s employee health care stop loss program and declaring an emergency.

3. Ordinance No. O2015-02, an ordinance authorizing the City Manager to enter a professional services contract with Kaiser Medical Corporation for medical and nursing services for incarcerated prisoners in the City jail and declaring an emergency.

4. Ordinance No. O2015-03, an ordinance authorizing a collective bargaining agreement with AFSCME Local 856-A (Transit) for the years October 1, 2014 through September 30, 2016 and declaring an emergency.

5. Ordinance No. O2015-04, an ordinance establishing a procedure for and authorizing a contract with Bayless Roofing and Sheet Metal for the repair of the pioneer cemetery vault roof. (1^st Reading)

S T A F F R E P O R T

For the Business Meeting of January 6, 2015

December 4, 2014

FROM: Douglas Adkins, City Manager

Purpose

To request approval of a contract to repair the roof at the Pioneer Cemetery Vault and to request supplemental appropriation of funds necessary to complete the contract.

Background and Findings

Over the past several years, the Cemetery Board has solicited funds to replace the damaged roof on the Vault at Pioneer Cemetery. Through their persistence and hard work, the Board has accumulated $20,929.00 towards roof renovation.

Restoration of the roof to historical standards requires specialized work with slate and copper. Two bids have been solicited from contractors qualified to complete this type of work. The lowest bid was from Bayless Roofing & Sheet Metal for $26,755.00.

The vault roof has been a source of contention for several years and the roof itself has been covered by tarp for a number of years, in violation of our property maintenance code. As we prepared to close the 2014 books, there was enough appropriation authority in the Community Revitalization Board-up account to make up the difference needed to complete the job. A purchase order was created to encumber the balance needed to complete repairs. This is a long term distraction that can now be completed, allowing us to move on to other projects.

The solicited funds for the cemetery vault repair have not been budgeted in 2014 or 2015. Staff is seeking authority to sign the contract with Bayless Roofing & Sheet Metal for $26,755.00 and is seeking supplemental appropriation of $20,929.00 (the local funds solicited by the Board for this project) from account # 100.000.24831 to complete the roof renovations.

ALTERNATIVES

The alternative would be to not approve the contract and appropriation. The Community

Revitalization Purchase Order would be cancelled, the solicited funds would remain unappropriated in the account, and the roof will continue to be tarped and in violation of the property maintenance code.

EMERGENCY/NON EMERGENCY

Non-emergency