TO: FROM: SUBJECT: CITY OF BLUE ASH Interoffice Memo City Manager's Office City Council City Manager and Department Directors Agenda Items for the November 9 th Council Meeting DATE: November 7, 2017 COPIES: Department Directors, Press, Clerk of Council, Solicitor This memo offers a brief description of the topics included on the November 9 th Council agenda. 9.a.1. Motion setting NOON, Friday, December 1, 2017, as the Council Swearing-In Ceremony This motion formalizes the establishment of Council swearing-in as Friday, December 1 st (NOON) 9.a.2. Motion establishing a Council Orientation Session on Thursday, December 7, 2017, from 5:00 PM 7:00 PM in the Blue Ash Conference Room, 4343 Cooper Road This motion formally establishes a Council Orientation Session on December 7 th in the Blue Ash Conference Room at 4343 Cooper Road. 9.a.3. Motion establishing a Council Retreat for Strategic Planning on Thursday, January 25, 2018 from 4:00PM 7:00PM and Friday January 26, 2108 from 9:00AM 2:00PM at the Cooper Creek Event Center and cancelling the January 25, 2018 Council Meeting This motion formally establishes a Council Retreat for Strategic Planning on January 25 th and January 26 th at the Cooper Creek Event Center and cancelling the January 25 th Council Meeting. 9.a.4. Resolution No. 2017-62 Budget Amendments The 2018 Budget process is underway and part of this process includes efforts to refine the 2017 budget as we approach the end of the fiscal year. This resolution provides budget modifications for the following: Public Works Fund 221 The first budget amendment provides for $165,000 transfer of surplus Ice Control Supplies budget to the department s construction account. This transfer will replenish funding used to pay for the emergency reconstruction of the storm sewer located on Cooper Woods Drive. This storm sewer is located within a public drainage easement which assigns maintenance responsibility to the City of Blue Ash. These repairs were previously approved by City Council due to the emergency nature of the structural collapse. Summit Park Phase 3 Fund 445 and 448 The budget amendments include $850,000 to wrap up the final Phase 3 of the Summit Park Project. The funding covers an enhanced electrical system in the tower supporting added security features, the installation of irrigation and a recirculating pump for the ponds, changes in the field due to complexities of the tower construction, and weather-related impacts. Flexible Spending Accounts - Funds 901 and 902 These funds provide separate accounting for the employee flexible spending accounts by plan year. With the new benefit plan year beginning on November 1 st, routine budget adjustments are needed to establish a new FSA fund (901) and to close out the past FSA fund (902). Although advanced funding from the General fund is necessary for a new plan year, it is repaid to the General Fund from employee payroll deductions. OVI Grant (Fund 282) and Law Enforcement Liaison Grant (Fund 293)
The City is the fiscal/administrating agency for these police related state grants that requires us to budget for the collection of grant revenues and the disbursement of grant-approved expenses. The new grant year, for both grants, began on Oct 1, 2017. Budget modifications provide for grant operations until the end of the year and any remaining amounts will be included in the 2018 budget process. The Police Department has been awarded $225,000 for the 2017-2018 OVI grant and $87,698 for the 2017-2018 Law Enforcement Liaison Grant. Salaries Adjustments Facilities Maintenance and Park Department The next budget amendment provides additional salaries appropriations for Facilities Maintenance and the Parks Department that may be needed by the end of the year. Parks additional funding request is due to an unexpected retirement earlier this year and 2017 being the first full year of park maintenance and operations at Summit Park. Department staff continues to review operations, look for efficiencies, and implement changes to reduce staff time. Tax Incremental Financing - Funds 331, 332, 333, 501, 503 and 504 The last two budget amendments relate to TIF activity that exceeded 2017 budget estimates. Therefore clean up adjustments are needed to recognize the actual revenue received, related school district payments, and to transfer TIF proceeds (333) to the debt service fund (331) to pay principal and interest on the Osborne Connector Road TIF bonds. Please direct any question regarding this Ordinance to the Treasurer/Administrative Services Director or the related Department Director. 9.a.5. Ordinance No. 2017-12 repealing Chapters 131, 133, and 135 of Blue Ash Code of Ordinances Blue Ash citizens approved Issue 1 Proposed Charter Revisions which were aimed at improving operations and clarifying the use of ordinances and resolutions for approving legislation. Consistent with the new Charter, Ordinance No. 2017-12 repeals Chapters 131, 133, and 135 of the Blue Ash Code of Ordinances which outline the pay plan, position classification plan, and other administrative rules and regulations related to City personnel. However, these matters are replaced/reestablished by Council through the passage of Resolution 2017-63 provided later on the agenda. If you require additional information related to this resolution, please contact the Treasurer/Administrative Services Director prior to the Council meeting. 9.a.6. Resolution No. 2017-63 adopting Administrative Rules and Regulations (replacing Chapters 131, 133, and 135 of the Blue Ash Code of Ordinances Approval of this council action restores the administrative rules and regulations as a resolution that previously existed within the City s codified ordinances. Substantively, very little has been changed and items such as vacation, sick leave, etc. have not been altered. Notable changes are as follows: - The City s organizational chart and department descriptions were updated. - Time allotted to transition replacement personnel with departing personnel was changed from thirty days to a reasonable time period to allow for longer succession overlap when warranted. - Removed disability income protection insurance for Department Directors. This practice ended many years ago and no longer applies. - Removed outdated language designating a number to every position within the classification plan. The complete list of Council approved positions has been and will continue to be provided to Council with the annual pay plan. A few other minor changes were made for clarification purposes and to reflect required employment language, however, none of which altered established policy or Council s authority. 2
Please direct any question regarding this Resolution to the Treasurer/Administrative Services Director or related Department Director. 9.b.1. Resolution No. 2017-64 awarding bid for 2017 Site Improvements at Summit Park Nature Playscape Bid packages for the Summit Park Nature Playscape 2017 Site Improvements Project were advertised on October 4, 2017, in the Northeast Suburban Life. Bids were received and publicly read aloud on Wednesday November 1, 2017. The City received four bids for the Summit Park Nature Playscape 2017 Site Improvements Project. Administration recommends an award to Evans Landscaping, Inc. for the base bid amount as shown on the bid summary. This portion of the Summit Park Nature Playscape 2017 Site Improvements Project consists of developing a two-acre site including channel interaction, nature playscapes, zip lines, log jams, canyon area utilizing earthwork/utility/pathway, concrete, landscaping/stream plantings, general trades, mechanical and electrical work. Please direct questions regarding this resolution to the Public Works Director or Parks and Recreation Director. 9.b.2. Resolution No. 2017-65 annual updating of Parks & Rec Department related fees Resolution No. 2017-65 represents changes to regular and junior greens fees which include an increase of $1 for 9 holes and $2 for 18 holes of regular customers and an increase in junior rates of $2 across the board with the exception of summer 18 holes which will stay at $15. The proposal reflects the market value/rate of the industry. Evaluation of market rates are completed every five years which are benchmarked with the City s rates. With these changes, the City s rates are still below industry standards both nationally and locally with courses of similar caliber. Once approve, changes will take effect on January 1, 2018. Please direct questions regarding this Resolution to the Parks and Recreation Director. 9.c.1. Resolution No. 2017-66 authorizing a contract for a bike sharing program with Zagster At the September 14, 2017 City Council meeting, Council heard a bike share presentation by Derek Stehlin of Zagster, Inc. Bike shares are becoming increasingly popular in communities looking to attract employers and much sought after workforce. A bike share program will also bolster use of the City s extensive connectivity infrastructure. This legislation authorizes the City Manager to enter into a 2-year pilot program with Zagster for an amount not to exceed $90,000 per year. The pilot program will include 50 bikes across 7 stations: 1. Downtown 2. UCBA 3. Landings 4. Rec Center 5. Summit Park 6. Lake Forest/Embassy Suites 7. Ethicon Please direct questions regarding this Resolution to the Assistant City Manager. 9.c.2. Resolution No. 2017-67 authorizing construction maintenance agreement with Indiana & Ohio Railway, Inc. In 1986, the City of Blue Ash entered into an agreement with the Indiana & Ohio Railway, Inc. to obtain certain property rights to the railroad property. The City has elected to install new railroad crossing that will extend Malsbary Road over the railroad tracks and connect to Kenwood. In accordance with the agreement, the City of Blue Ash must enter into a construction maintenance agreement with the Indiana & Ohio Railway to solicit bids and construct the project at an estimated cost to the City of $919,500. This project is designed to improve traffic congestion on Kenwood 3
Road and reduce traffic safety issues on Cooper Road. Indiana & Ohio Railway is expected to begin construction in March 2018. Please direct questions regarding this Resolution to the Public Works Director. 9.c.3. Resolution No. 2017-68 authorizing purchase of bulk rock salt Ordinance No. 2017-68 authorizes a contract for the purchase of road salt for an amount not to exceed $52.51 per ton. This purchase is in conjunction with the initiative, the Government Cooperation and Efficiency Project (GCEP), which is a shared purchasing arrangement available to all local governments within Hamilton County. Hamilton County recently bid the purchase of salt, and the winning bidder was Morton Salt, Inc. The unit cost of $52.51 per ton (delivered to the Public Works salt barn). Blue Ash s intent is to purchase 2,500 tons through the Hamilton County contract. Please direct questions regarding this Resolution to the Public Works Director. 9.d.1. Motion setting 7:05PM, Thursday, December14, 2017, to consider an approval of a preliminary subdivision plan for Neighborhoods at Summit Park This Preliminary Subdivision Plan covers approximately 78 acres and proposes multiple new public rights-of-way that divide the land into multiple parcels; many of which will later be further subdivided. The plan is substantively identical to the Preliminary Planned Development Plans for the former airport property that were previously approved by Planning Commission and City Council for this property and the Daventry single-family subdivision. The new streets of this portion of the development will connect Glendale Milford Road, Carver Woods Drive, and Plainfield Road. 9.d.2. Motion setting 7:10PM, Thursday, December14, 2017, to consider a final development plan for a new mixed-use commercial and multi-family residential building and site development for the District at Summit Park The proposed plan is a Final Development Plan for a four and five story mixed-use commercial and multi-family residential development within the Neighborhoods at Summit Park subdivision. The proposed development includes three buildings that wrap around a central parking garage and a looped drive with surface parking. The buildings would include 290 apartments and approximately 39,000 square feet of first floor commercial space. The proposed development is adjacent to the Brown Dog restaurant in Summit Park and extends along the Park s edge adjacent to the playscape. 9.d.3. Motion setting 7:15PM, Thursday, December 14, 2017, to consider a final development plan for a new senior living building and site development for the Life Plan Community The proposed plan is a Final Development Plan for a 201-unit senior housing development Parkside at Summit Park within the Neighborhoods at Summit Park subdivision. The proposed development includes one building with three wings and surface parking on the south side of the site. The building height varies from three to five stories and includes varying levels a care for residents. 9.d.4. Motion setting 7:20 PM, Thursday, December 14, 2017 to consider an application for a Conditional Use Permit for a small office at 9110 Blue Ash Road in the R-3 Residential High Density District Guttman Properties is proposing to develop a 2-story, approximately 8,400 square foot office building on this 0.43 acre site, which is at the intersection of Alpine Avenue, Blue Ash Road, and the Cross County access Road. The site would have driveway access from Blue Ash Road and 4
Alpine Avenue. Planning Commission recommended approval with conditions at is regular November 2, 2017 meeting. 9.d.5. Resolution No. 2017-69 approving a Final Plat for Section 1 of the Daventry at Summit Park subdivision At Planning Commission s November 2, 2017 meeting, recommendation was made for approval of a Final Plat for Section 1 of the Daventry at Summit Park subdivision, which includes 49 lots, common areas, private roads and alleys, and public rights-of-way. The Final Plat substantially conforms to the approved Preliminary Plan. If necessary, M/I Homes will be required to provide a performance bond prior to filing the plat that is sufficient to provide for the completion of the development, if the developer fails to complete it per plan. Approval of a Final Plat does result in dedication of new public rights-of-way. It does not result in the City accepting maintenance responsibility for the improvements within those new rights-ofway. The City accepts maintenance only after 80 percent of the lots within the subdivision have been developed and the streets are more than one year old. Approval of a Final Plat does not require a public hearing. Please direct questions regarding this Resolution to the Community Development Director. 10. Miscellaneous Business Representatives from Al. Neyer will provide a project update during the miscellaneous business portion of the agenda. If there are specific topics you would like to hear addressed at the December 14 meeting, please let them know at this time. 5