March 26 Committee Packet

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City of Troy
TROY CITY COUNCIL

COMMITTEE MEETING NOTICE
COUNCIL CHAMBERS, CITY HALL
100 S. MARKET STREET, TROY, OHIO
Thursday, March 26, 2015, 4:00 PM
(Kendall [Chm.], Schweser, Tremblay)

Provide a recommendation to Council regarding authorizing the City of Troy to participate in
the ODOT cooperative purchasing program for the purchase of rock salt for ODOT's summer
and winter contract bids. Emergency legislation is requested.
2. Provide a recommendation to Council regarding authorizing the Director of Public Service &
Safety to advertise for bids and enter into a contract for the curbside recycling program at a
cost not to exceed $400,000 per year.
Safety to enter into an agreement with the Ohio Benefits Cooperative related to the group
health insurance benefit based on a joint self-insured program .
Safety to enter into an interagency agreement with the Ohio Development Services Agency
(ODSA) for the administration of the Economic Development Revolving Loan Fund. This is the
5th renewal of the interagency agreement. Emergency legislation is requested.
5. Provide a recommendation to Council regarding items to be included in a reappropriation.
Finance Committee
1.
(Phillips [Chm.], Heath, Snee)

1. Provide a recommendation to Council related to the recommendation of the Assessment
Equalization Committee regarding the Streetscape 3B Project, bidding the Streetscape 3B
Project at a cost not to exceed $575,000.
Streets & Sidewalks Committee
Utilities Committee
(Tremblay [Chm.], Clark, Twiss)
Safety to enter into a professional services agreement with RA Consultants, LLC for a Sewer
Regionalization and Rate Study at a cost not to exceed $50,000.
Other Committees/items may be added.

3-25-2015
cc:
Council
Mayor
Mr. Titterington
Mr. Livingston
Mr. Stickel
Department Heads
Chamber of Commerce
Bd of Education
media
FINANCE
COMMITTEE
@
Patrick E. J. Titterington
Troy, Ohio 45373

www.troyohio.gov
phone: (937) 335- 1725
fax:
(937) 339-8601
patrick.titterington@troyohio.gov
MEMORANDUM
TO:
Mrs. Baker, President of Cou ~
FROM:
DATE:
March 23, 2015
SUBJECT:
PARTIOPATION IN SALT PURCHASE THROUGH OHIO DEPARTMENT OF TRANSPORTATION BID

- REQUEST FOR SPEOAL MEETING OF COUNOL
~~
RECOMMENDATION:
That Council authorizes the City of Troy to participate in both the summer and winter bids of the Ohio Department
of Transportation (ODOT) for rock salt. Because of the April 2 deadline of ODOT for participation, it is requested
that emergency legislation be considered at a Special Meeting of Council prior to Apri13.
BACKGROUND:
For several decades, Troy's road salt supply has been included in the bid of an organization known as SWOP4G.
ODOT bids salt for the State's use. ODOT has invited municipalities to be included in their summer and winter salt
bids. Troy was recently invited to be included in that bid. To be included, specific legislation must be enacted and
presented to ODOT no later than April 3 so that ODOT is aware of the quantities to be included in their bid. The
ODOT deadline is prior to the April 6 meeting of Council. ODOT plans to start their bidding process on April 6 for
the summer bid.
Participation in the ODOT bid, while continuing to partner with SWOP4G would permit the City to potentially partner
with the purchasing power of ODOT and SWOP4G to assure that Troy's salt quantity needs are met and at the best
possible price.
REQUESTED ACTION:
That the City of Troy be authorized to participate in the ODOT cooperative purchasing program for the purchase of
rock salt for both the Summer Contract and the Winter Contract bids of ODOT. So that Troy can be included, it is
requested that a Special Meeting of Council be called to consider this as emergency legislation.
cc:
Mayor Beamish
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Jillion A Rhoades, PE
City of
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100 S. Market Street, P. 0 . Box 3003

Troy, Ohio 45373-7303
phone: 937-339-2641 /fax: 937-339-9341
jillion .rhoades@troyohio.gov
TO:
PATRICK
E.J. TITTERINGTON, DIRECTOR OF PUBLIC SERVICE AND SAFETY
FROM:
Jillian Rhoades, PE, City Engineer
DATE:
MARCH 19, 2015
SUBJECT:
Request to Participate in ODOT Salt Bid
JAR
With the 2014-15 Winter Season behind us, it is time to begin to plan for the 2015-16 Winter Season. The last
several years have depleted our salt stored down to approximately 200 tons. On average, the City uses
approximately 1,000 tons of salt.
ODOT has invited all municipalities to participate in a cooperative salt contract for the summer and/or winter
bid. As part of the participation, legislation is required authorizing the City to participate. Legislation is required
by ODOT by April3, 2015.
The City anticipates competitive and potentially lower prices than the 2014-15 SWOP4G bid. ODOT stated that
prices are expected to stay escalated, but hope to minimize the price escalation by bidding earlier for the 201516 salt need. The City wants to be able to potentially partner with the purchasing power of both ODOT and
SWOP4G to assure that we have a quantity of salt at the best possible price.
The 2015 Budget includes $125,000.00 split among the Street and State Highway Funds. Since ODOT
requires that 100 percent of the bid amount be purchased, the City is requesting 800 tons of salt requested for
the ODOT Summer Bid.
Staff requests that legislation be passed to allow the City to participate in the ODOT Salt Bid for the Summer
and Winter season. Due to the tight time frame for this legislation, we request that this legislation be an
emergency.
If you need additional information, please let me know.
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l 00 S. Market Street
P. 0 . Box 3003
Troy, Ohio 45373
wvvw. troyohio.gov
phone: (937) 335- 1725
fax:
(937) 339-860 l
patrick. titteri ngton @troyohio .gov
MEMORANDUM
TO:
Mrs. Baker, President of J/'cil
FROM:
Patrick E. J.
DATE:
March 23, 2015
SUBJECT:
BIDDING AUTHORIZATION- CURBSIDE RECYCLING PROGRAM
Titterington~~
RECOMMENDATION:
That Council authorize the Director of Public Service and Safety to advertise for bids and enter into a
contract for a three-year contract for the curbside recycling program at an annual cost not to
exceed $400,000.
BACKGROUND:
The City of Troy contracts for the curbside recycling program. The current contract with Rumpke will
expire during the month of May. The 2014 annual cost for the contract was approximately $306,000.
The amount budgeted for 2015 is $330,000.
As a part of preparing for the bidding a new recycling contract staff has recommended that the
City bid based the use of toters, with alternate bids that would include the use of the current bins as
containers. Toters would provide a larger recycling container with a lid, which should help prevent
recyclables blowing around or being rain soaked under certain weather conditions. Therefore, the
requested authorization is $400,000. Also, the contract term recommended is two years, with up to
two one-year mutually agreed upon extensions.
We would also note that the last two recycling contracts were bid with the City of Piqua, with a
discount provided if both cities selected the same contractor. This will not be an option with this
contract as Piqua plans to bring their curbside recycling program in-house.
REQUESTED ACTION:
It would be appreciated if you would assign to a Committee of Council authorizing the Director of
Public Service and Safety to advertise for bids and enter into a contract for a curbside recycling
program at a cost not to exceed $400,000, based on the terms noted above.
cc:
Mayor Beamish
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Jlllian A Rhoades, PE
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City of Troy
100 S. Market Street, P. 0. Box 3003
Troy, Ohio 45373-7303
phone: 937-339-2641 /fax: 937-339-9341
jillian.rhoades@troyohio.gov
E.J. TITIERINGTON, DIRECTOR OF PUBLIC SERVICE AND SAFETY
To:
PATRICK
FROM:
DATE:
MARCH 11, 2015
SUBJECT:
Authorization to Bid
Curbside Recycling Program
JAR
The three {3) year curbside recycling contract with City of Piqua will expire during the month of May 2015. The City of Piqua plans to
proceed with recycling in-house beginning at the expiration of their {our) current contract with Rumpke.
City staff evaluated performing curbside recycling in-house versus continuing to contract out. It is recommended that curbside
recycling continue to be bid/contracted out for the following reasons: less expensive and insufficient personnel and capital
equipment. If the curbside recycling program was completed in-house, the pros identified are the following : more control of
customer service and not being dependent on an outside agency for residential issues/concerns.
Staff is in the process of evaluating a future plan for both curbside recycling and refuse collection due to several neighboring
communities updating their collection methods and the capital plan to purchase replacement packer trucks in the next two {2)
years. Staff is evaluating the cost effectiveness of converting refuse collection to semi-automation in 2017. When we review bid
specs for the new packer trucks, converting recycling to toters is a good test. That analysis of semi-automation for refuse will be
presented at a later date.
Previously, the curbside recycling program has been bid out for a three {3) year period . Due to the need for replacement packer
trucks, staff requests that the curbside recycling program be bid/contracted out with several options for length of the contract.
Currently, recycling is collected in 18-gallon bins. Another collection method, semi-automation, includes a large 65-gallon tote with
wheels and a lid for recycling. Staff has identified the following pros and cons for the larger 65-gallon totes:
Pros
Encourage recycling and reduce refuse
Allows for semi-automation collection
Reduce/eliminate loose recycling material
Less labor intensive
Wheels for easier maneuvering
Cons
Larger container to move
More difficult to store larger container
Specialized truck attachment for collection
More expensive recycling container
Staff requests that the curbside recycling program be bid out under the following circumstances at a cost not to exceed $400,000
annually:
1. Base Bid: Curbside recycling collection with 65-gallon toters with the contractor providing full replacement toters for a contract term of
two (2) years and a mutually agreed upon two (2), one (1)-year extensions.
2. Alternate Bid #1: Curbside recycling collection with 65-gallon toters with the contractor providing full replacement toters for a contract
term of three (3) years and a mutually agreed upon two (2), one (1)-year extensions.
3. Alternate Bid #2: Curbside recycling collection with 18-gallon bins with the contractor providing full replacement bins for a contract term
of three (3) years and a mutually agreed upon two (2), one (1)-year extensions.
Please let me know if there are any questions or concerns.
Troy, Ohio 45373

W\NVV . troyohio.gov
phone: (937) 335-1725

fax:
(937) 339-8601
patrick. titterington @troyohio .gov
MEMORANDUM
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TO:
Mrs. Baker, President of
FROM:
DATE:
March 23, 2015
SUBJECT:
AUTHORIZING AGREEMENT WITH OHIO BENEFITS COOPERATIVE RELATED TO HEALTH

INSURANCE BENEFIT FOR EMPLOYEES
r"'fY
RECOMMENDATION:
That Council authorizes the City of Troy to continue to participate in the Ohio Benefits Cooperative for the City's
group health insurance benefit based on a joint self-insured program.
BACKGROUND:
For approximately nine years the City of Troy has been a member of the Ohio Benefits Cooperative (OBC) for the
purchase of the group health insurance benefit, as well as the group life insurance benefit. There are currently 13
cities/villages/townships that comprise the membership of the OBC. We believe that being a member of the OBC
has been a benefit for the City. While there have been annual increases in the cost of the health insurance benefit,
those increases have generally been less than the increase the City of Troy would have received for a stand-alone
health insurance plan. Recently, the OBC Board has evaluated the potential benefits, including avoidance of fees
imposed for fully insured plans, which may be realized by moving to a self-insured program. A self-insured
program would include the purchase of stop-loss insurance against high claims. A self-insured program also
includes appointing an administrator, which would be the Jefferson Health Plan (JHP). There is no change for the
employee as far as utilizing benefits under the self-insured program.
The OBC has had to make some by-law changes to particularly reference the self-insured plan. Such changes
generally allow for participation in a joint self-insurance pool and clarify other regulations regarding delinquent or
withdrawing members. The by-laws have been reviewed by the Director of Law, who found no issues with the bylaws as written.
REQUESTED ACTION:
That the Director of Public Service and Safety be authorized to enter into an agreement with the Ohio Benefits
Cooperative related to the group health insurance benefit.
cc:
Mayor Beamish
Troy, Ohio 45373

www.troyohio.gov
phone: (937) 335-1725
(937) 339-8601
fax:
patrick. titteri ngton @troyohio .gov
MEMORANDUM
TO:
Mrs. Baker, President of cof )cil
FROM:
DATE:
March 20, 2015
SUBJECT:
OHIO DEVELOPMENT
ADMINISTRATION
~~
SERVICES
AGENCY
INTERAGENCY
AGREEMENT
ED
RLF
RECOMMENDATION:
That Council authorizes a new Interagency Agreement with the Ohio Development Services Agency (ODSA) related
to the administration of the Economic Development Revolving Loan Fund.
BACKGROUND:
In 2011 Council approved legislation authorizing the City to enter into an interagency agreement with the Ohio
Department of Development (ODOD) regarding procedures for the administration of the Economic Development
Revolving Loan Fund (ED RLF). The state agency name has been changed to Oho Development Services Agency
(ODSA).
The most recent agreement period was for three years, through December 31, 2014. Three prior three-year
agreements were approved by Troy. ODSA representatives recently contacted the City regarding having a new
agreement in place. The new agreement includes some procedural modifications to which we have no objection.
The City Development staff has reviewed the agreement and recommended a new agreement be authorized for a
three-year period through December 31, 2017.
Details include:
The interagency agreement is a requirement for those political subdivisions that have an ED RLF, which
includes Troy.
The Agreement will assist ODSA in assuring that the ED RLF funds are being used as required and loaned
out as funds are repaid.
This is similar to other agreements associated with CDBG funds, such as those regarding lead-based paint
rules and the coordination with the Ohio Historic Preservation Office.
Staff has not had concerns in this working relationship with ODSA.
REQUESTED ACTION:
It would be appreciated if you would assign to a Committee of Council the subject of authorizing the Director of
Public Service and Safety to enter into an agreement with ODSA for the administration of the Economic
Development Revolving Loan Fund.
As ODSA has asked for return of agreements by April 9, consideration of
emergency legislation is requested.
cc:
Mayor Beamish
J. Dando
G Harris
INTERDEPARTMENTAL CORRESPONDENCE
Date:
March 20, 2015
To:
Patrick Titterington, Public Service and Safety Director
From: James Dando, Development Direc~e-9Copies: Sue Knight, Clerk of Council

James Livingston, Law Director
Re:
ODSA Interagency Agreement- ED RLF Administration
Please ask City Council to consider approval of a Resolution authorizing a renewal of the
Revolving Loan Fund Administration Agreement. This is an interagency agreement with the
Ohio Development Services Agency (ODSA) regarding the procedures for administering the
City of Troy Economic Development Revolving Loan Fund (ED RLF).
In 2002, ODSA changed its procedures and required every community that has an ED RLF to
enter into an agreement for its administration. City Council authorized the initial agreement by
adoption of Resolution R-11-03 on January 21, 2003. City Council has since authorized
renewals by adoption of Resolutions R-9-06, R-63-2008, and R-64-2011. The current agreement
expired December 31, 2014 and ODSA has requested it be modified as directed and be renewed
by April 9, 2015.
New modifications to the form of agreement are numerous. The most significant change for
Troy is to make its formerly separate Downtown Building Repair Revolving Loan Fund (DBR)
subject to this ED RLF Administration Agreement. This will require prior approval from ODSA
for each expenditure from the DBR, as has been the case for each past expenditure from the ED
RLF. Another significant change is the requirement for a separate annual audit, including a
"single audit" for years in which expenditures from the fund exceed $750,000. Other changes
are identified by yellow highlighting on the attached form of agreement from ODSA. Most
appear to be selections from ODSA's standard contract language for grants to private companies.
Many of those will not apply to the City of Troy, such as not owing "any delinquent taxes".
The requirement for an administration agreement is part of ODSA's effort to better control
CDBG funds which are in local hands and to be able to report as a state to the federal
Department of Housing and Urban Development (HUD). ODSA also uses the information to
encourage cities with local CDBG Program Income to either keep the dollars working in their
communities or to return them to ODSA for other projects elsewhere in the state. If the City of
Troy does not enter into the new administration agreement, ODSA may recapture all of the
existing and future program income.
Troy's ED RLF has been a successful and important part of our local economic development
program. I recommend City Council authorize the requested renewal of the Economic
Development Revolving Loan Fund Administration Agreement.
D
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TROY OHIO
Director of Public Service and Safety
100 S. Market Street, P. 0. Box 3003

Troy, Ohio 45373
www. troyohio.gov
phone: (937) 335-1725/fax: (937) 339-8601
patrick.titterington@troyohio.gov
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MEMORANDUM
TO:
Mrs. Baker, President of Council
FROM:
DATE:
March 25, 2015
SUBJECT:
REQUEST FOR ADDITIONAL APPROPRIATIONS
RECOMMENDATION:
That City Council approve a Reappropriation Ordinance for various funds in the amount of
$1,140,200 to sufficiently fund: the anticipated costs of the McKaig Road Phase II
Reconstruction Project ($365,200); the purchase of a Fire Rescue Engine to replace Engine 3
($155,000); estimated expenses related to the possible purchase and demolition of downtown
area properties for future parking lot(s) ($125,000); employee benefit costs related to Health
Savings Accounts and the City of Troy Well ness Program ($11 0,000); participation with the Troy
Development Council in an analysis of redevelopment and design options for the intersection of
West Main and Adams Streets ($35,000); design of a future baseball field complex near Duke
Park ($30,000); and repaving of additional roads as part of the City's annual repaving program
($320,000).
BACKGROUND:
The following is a chart that outlines each appropriation amount by fund, as well as an
explanation of each request.
Fund/
Item
Total
Est.
General
(101)
Capital
(441)
OPWC
(442)
Storm
(709)
Water
(710)
Sewer
(711)
Other
(Various)
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Downtown Pkg
155
125
155
0
125
0
-------------------------82
0
-------------------------35
0
-------------------------30
0
-------------------------0
320
$427
$320
0
0
------------0
------------0
------------0
------------0
$203
0
0
0
0
0
0
-------------------------9
9
-------------------------0
0
-------------------------0
0
-------------------------0
0
$32.4
$9
0
0
---- ---------10
-------------0
-------------0
-------------0
$10
----------------------- ------------- -------------------------- ------------- ------------- -------------------------- ------------------------------------ -------------
HSA/Wellness
----------------------Adams/W. Main
----------------------Ballfield Complex
----------------------Road Repaving
Grand Total
110
------------35
------------30
------------320
$1,140.2
-------------
0
------------0
------------0
------------0
$138.8
Request for Additional Appropriations

March 25, 2015 - Page 2 of 3
McKaig Road: City Council approved Resolution #R-11-15 and authorized staff to bid for
Phase II construction improvements. As mentioned in the Committee meeting held days prior,
staff noted that additional stormwater, retaining wall, and traffic signal additions/replacements
increased the estimated bid price. Additionally, the State Auditor is requiring us to appropriate
the utility costs in those funds and not as transfers to the OPWC Fund.
Fire Rescue Engine: During the 2015 budget process, the Fire Department requested
$450,000 to replace Engine 3. However, further research into options reveals that it would be
far more cost effective and prudent to purchase a Rescue Engine at a cost of $155,000 more.
The benefits to this option include:
Could increase the life of the replacement truck by 5 years, from a 20-year estimated life
cycle to 25 years;
Could delay the replacement of at least one of the other two engines by up to three
years, due to the fact that all heavy rescue equipment would be consolidated onto the
new truck, thus reducing the response callouts of the other trucks; and,
Would improve response time to scenes where heavy rescue equipment is needed
because, again, all equipment would be consolidated onto one vehicle, rather than
scattered and stored at various sites and on other vehicles.
Heavy rescue events could include extrications, high angle rescues (grain elevator, window
washer, etc.), water/ice, industrial, building collapse, or trench/confined spaces. As part of this
appropriation, we would evaluate options to replace the heavy rescue tool included in the 2015,
as new technology has become available, which area departments are utilizing, thus making
mutual aid callouts more efficient, as well.
Downtown Parking: Staff continues to review options to increasing available parking. As part
of our review, we recognize the infeasibility of constructing a parking structure but we have
identified some surface parking options to explore. Those options would involve the purchase
and demolition of existing residences, which was not budgeted in the 2015 budget. Note that
redevelopment into actual parking lots would occur as part of the 2016 workplan, at the earliest.
Also note that appropriation of funds does not mean Council is authorizing the purchase of any
specific structures: separate legislation in the future would be required before any purchases are
made.
HSA/Wellness: The City administers a Health Savings Plan (HSA) as our standard health
insurance policy for employees and their families. An HSA provides more cost effective options
for employees, requires them to become "consumers" of healthcare, and, over time, improves
the City's experience, thus limiting future year premium cost increases. As part of any HSA, an
employer deposits a portion of the deductible into a special employee-controlled bank account,
to which the employee can also contribute and which can only be used to offset eligible
deductible expenses, such as co-pays related to medical appointment, prescriptions, etc. For
the 2014-2015 plan year, the City only contributed 25o/o of the deductible expenses, as we
encouraged employees to divert a one-year negotiated reduction of monthly premium co-pays
into their individual HSA accounts. Starting in September 2015, that reduction disappears. At
the time of budget approval, we did not know what the next insurance plan would look like and
did not increase the health benefit contributions in each fund. Note that any increases in
contributions to individual HSA accounts will include wellness incentives to encourage healthier
Request for Additional Appropriations

March 25, 2015 - Page 3 of3
behaviors. To further encourage participation, the City would like to significantly increase its
wellness program offerings, which will require funding.
Adams/West Main Streets: With the demolition of the ITW/Hobart building at 601 West Main
Street and City Council's recent rezoning of the 40-plus parcels to OC-1, the Troy Development
Council is interested in analyzing the best reuse of this 8-acre group of properties to maximize
reinvestment recommendations to the company. The City, of course, has a vital interest in
remaining a key participant in this dialogue. Additionally, it will be important to understand the
options to the City, as well as future developers, of redesigning the public infrastructure at that
intersection, as well as the intersection of West Main and Elm Streets.
Ballfield Complex: The current complex at the intersection of Eldean Road and County Road
25A continues to flood excessively and previous funding efforts for repairs and renovations will
no longer be available. Additionally, a community group has been analyzing options for bringing
a special needs "Miracle Field" to Troy. In anticipation of future outside funding pursuits, it will
be necessary to complete engineering and/or architectural designs at a rough estimated cost of
up to $30,000 to place a complex on a preferred site near Duke Park (as yet unnamed).
Road Repaving Program: The recent two winter seasons have taken a toll on Troy's roads.
Whereas, the current budgeted bid authorization of $600,000 should be adequate to address
the most pressing needed repairs, to avoid further erosion and costly spot repairs, an additional
$320,000 to repave sections of ten (1 0) more roads as part of the 2015 program would be highly
beneficial and would allow us to gain on this growing problem. Better than anticipated General
Fund carryover from 2014 will provide more than adequate resources to fund these needs, as
will be explained next.
RESOURCES:
In November 2014, City Auditor John Stickel estimated a January 1, 2015 balance in the
General Funds of approximately $18.5 million. In fact, after the financial books were closed last
month, our actual beginning balance is much higher, at approximately $21 million. Although it
continues to be important that we maintain adequate fund balances to ensure future year
obligations for services, capital investment, and debt servicing, Mr. Stickel certifies that funding
is available. Since these are carryover balances, they are most prudently used for capital
investments and not on-going operating costs.
REQUESTED ACTION:
It would be appreciated if you would assign to a Committee of Council the review of these
requests. As there are significant lead times related to some of these items, I would request the
Committee consider this for a vote at its second reading, which would be at the next regular
Council meeting on Monday, April 6, 2015 (after the Monday, March 30, 2015 Special Meeting).
cc:
Mayor Beamish
John Stickel, Auditor
Jill Rhoades, City Engineer
Matt Simmons, Acting Fire Chief
STREETS & SIDEWALKS

COMMITTEE
Director of Public Service and Safety
Troy, Ohio 45373

www. troyohio.gov
phone: (937) 335-1725
fax:
(937) 339-8601
patrick. titterington@troyohio. gov
MEMORANDUM
TO:
Mrs. Baker, President of Council
FROM:
Patrick E. J. Titteringtoo--{/
DATE:
March 25, 2015
SUBJECT:
STREETSCAPE 3B PROJECT - RECOMMENDATION OF THE ASSESSMENT EQUALIZATION BOARD AND

AUTHORIZING BIDDING OF THE PROJECT
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REQUESTED ACTION:
It would be appreciated if you would assign to a Committee of Council the subject of the recommendation of the
Assessment Equalization Board regarding the objections filed regarding the sidewalk portion of the Streetscape
3B project and authorizing the Director of Public Service and Safety to advertise for bids and enter into a
contract for the project at a cost not to exceed $575,000.
BACKGROUND:
The Streetscape 3B project is part of the 2015 Capital Improvement Fund Budget. 3B includes both sides of E.
Main Street from Walnut Street to Mulberry Street. Project elements include replacement sidewalk and curbs,
the paver brick design to the extent possible, underground utilities, light poles, and other aesthetics identified
as part of this program.
On March 24, 2015, the Assessment Equalization Board (AEB) met to hear the appeals filed regarding the
sidewalk portion of the project. The report of the AEB is attached. It is the recommendation of the AEB that:
The estimated assessment amounts for the three subsurface access hatches be reduced from $8,000 to
$6,000;
That if any of the three appellants that has a hatch prefers to have their own contractor fill in or replace
the hatch needs to notify the Clerk of Troy City Council of that intent within two weeks of the bid opening
for the project, and that such work must be completed within the time line and the specifications of the
City of Troy for the project;
That all other assessments for this project be approved as proposed.
The design of this project is complete and has been approved by the Ohio Department of Transportation (ODOT).
The project has been budgeted at $575,000. $300,000 of the project cost is funded by an ODOT I MVRPC grant.
As a condition of the grant, this project must be under contract by mid-June at the latest.
RECOMMEDATION:
It would be appreciated if you would assign to a Committee of Council consideration of the recommendation of
the AEB and authorizing the Director of Public Service and Safety to advertise for bids and enter into a contract
for the Streetscape 3B project at a cost not to exceed $575,000.
encl.
cc:
Mayor Beamish
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Jillion A Rhoades, PE
City of Troy
us~
100 S. Market Street, P. 0 . Box 3003

Troy, Ohio 45373-7303
phone: 937-339-2641 /fax: 937-339-9341
jillian.rhoades@troyohio.gov
TO:
PATRICK
E.J. TITTERINGTON, DIRECTOR OF PUBLIC SERVICE AND SAFETY
FROM:
DATE:
MARCH
SUBJECT:
Authorization to Bid and Award

Streetscape Phase 38 {PID 93240}
25, 2015
The final design of the Streetscape Phase 38 (PID 93240) project have been approved to ODOT This project
is currently in the budget in fund 441 (Capital Improvement Projects) at an estimated cost of $575,000. If the
sidewalk assessment is approved, the project can move into the construction phase. This project is funded in
part with a grant of 80% of the construction costs. Reimbursement will be applied for once construction is
completed. The contract must be awarded by early June.
Staff is requesting legislation to authorize the bidding of the Streetscape Phase 38 (PID 93240) project at a
cost not to exceed $575,000.
If you have any questions or would like any additional information on this please let me know.
REPORT OF THE ASSESSMENT EQUALIZATION BOARD TO TROY CITY COUNCIL

The below members of the Assessment Equalization Board (AEB) met on Tuesday, March 24, 2015, at 6:30pm to
consider the appeals filed in response to the estimated assessments of the sidewalk portion of the Streetscape 3B
Project (E. Main Street between Walnut and Mulberry Streets).
Present were:
AEB Members Rena L. Gumerlock, Roberta Z. Jacobs, and William G. Rozell

Appellants:
Paul Kessler for IORM Lodge 222 (Redmen)
{101 E. Main Street)
David Fitzgerald for
Douglas Boyle (Mojo's)
(109 E. Main Street)
Marcia Klein Bodmer (K's)
(117 E. Main Street)
James Livingston, Director of Law
Jillian Rhoades, City Engineer
Bobby Phillips, member of Council
Sue Knight, Adm. Assistant & Clerk of Council
Neil Teaford, City Engineering Staff and inspector for the project
Deborah Swan, former City of Troy Engineer
II
II
Prior to the meeting, all AEB members had taken the Oath of Office.
Mrs. Knight called the group to order.
Election of Chairman:
Upon motion of Mrs. Gumerlock, second by Ms. Jacobs, Mr. Rozell was elected as
Chairman of the AEB by unanimous vote.
Mrs. Knight noted that the members had received background information including appeals filed by the three
property owners.
Mrs. Rhoades outlined the project, commenting that:
Total project includes sidewalks, decorative pavers (funded by City), some utility work and street lights.
Project will extend the streetscape design one block east.
The estimates provided to property owners are just that as final costs will not be known until the project
is bid; property owners will only pay for their share of the sidewalk and replacement of hatches based on
those final costs; and bids have historically been under the estimates for streetscape projects.
For safety reasons, existing hatches (access to under the sidewalk) would be removed and if replaced,
would be of the same design as hatches in areas where this project has already been completed. Those
properties with hatches could continue to have hatches or have the area filled in based on the following
options:
The fill can be by the City contract or done privately subject to following the City's
specifications and having the work inspected; the hatch would then be replaced by
concrete by the City's contractor so it matches the rest of the sidewalks;
Have any work needed under the hatches done by the City's contractor or done privately
subject to following the City's specifications and having the work inspected; the actual
hatch would be part of the City's contract so that the hatches match.
Based on the ORC, the process is that owners must be advised of the estimated assessments and that has
to be done prior to bidding when final costs would be known. However, the actual cost to the property
owners cannot exceed the amount of the estimated assessments.
Photos were then viewed of the properties for which appeals were followed, and discussed by the
appellants.
PAGE TWO
101 E. Main:
Mr. Kessler asked about fees applied to the final assessed amount. It was explained that the County has a
5% administrative fee if the costs are assessed to the taxes, that is not a compounded amount (it is not
interest), after the project is completed, owners may pay all or part of the cost, any unpaid amount is
assessed to the property tax, the 5-year assessment period is set by the ORC and not the City.
Regarding the $8,000 estimate per hatch, the Lodge had one taken out on Walnut Street at a cost of
$1,800. Mrs. Swan explained that the City's estimate for hatches for all the streetscape projects has been
$8,000, one did cost that amount, and some have been as low as $1,500; final costs will be known once
the project is bid and property owners only pay the final costs not the estimated costs.
Mr. Kessler indicated the Lodge may prefer to fill in the space under the hatch, and Mrs. Rhoades stated
the Lodge could do that themselves, again subject to City specifications and inspections.
Mr. Kessler asked about elevations for the doorways for handicap access. Mrs. Rhoades stated the plan is
to match the elevations that currently exist, she will look into the elevations for the Lodge properties and
advise the Lodge if there can be an adjustment.
The Lodge's primary objection is the estimated cost of the hatch, although they have concerns about the
project in general.
It was commented that there is not a plan to place the larger electric panels that were installed on the
Square, some electrical access will be installed level with the curb, and there may be a traffic control
panel installed in front of the Police Department.
109 E. Main:
Mr. Boyle commented that he appreciates what the City does to keep the downtown looking nice, but he
questions if this is a sidewalk project or a beautification streetscape project as he feels only 3 squares of
sidewalk would have been marked for replacement under a sidewalk program and the hatch would not
have been impacted at all instead of all sidewalk under this project.
He commented that he has just completed a lot of interior work and did not anticipate the cost associated
with this project. He asked if he selects to do the subsurface work himself, will the City provide
engineering drawings. Mrs. Rhoades asked if he plans to fill in the subsurface or maintain it, and he said
he has not decided as he sometimes uses the subsurface entrance. Mrs. Rhoades advised that the City
would provide the detail to him if he decides to have the work done himself. She commented that the
City is paying for the beautification aspects of the project.
In response to Mr. Rozell, it was stated that Streetscape has been constructed block by block.
117 E. Main:
Mrs. Bodmer commented that K's will be in business 80 years in July, she has recently had considerable
expense with interior work, repairing the business sign, and working on the building exterior. Regarding
the hatch, she commented it is only 3'x3'8" and $8,000 seems to be an excessive estimate based on the
size, unless she constructs an interior access to the basement area (at the loss of eating space) the hatch
must be maintained, and she has a private estimate for the hatch and related work of $1,500.
Mrs. Bodmer asked about the trees, and was advised they will be removed and not replaced as the City
has had maintenance issues with the trees that were replaced in other areas of streetscape. Mrs. Bodmer
commented that she paid for the existing tree and for the memorial plaques (to her parents) as a part of a
prior project, and she was advised that she will be given those plaques.
Regarding the brick pavers, it was commented that as far as shoveling snow, property owners would be
responsible for that area of the sidewalk as they are now for keeping the sidewalk in front of the property
clear, but replacement of damaged pavers would be the responsibility of the City.
It was stated that street lighting will not be LED, and the 11 1ight" will not be less than what exists now.
Mr. Livingston confirmed that the Redmen Lodge may have an option of retaining or filling in the hatch area, but
the owners of K's and Mojo's may not have such an option.
PAGE THREE
A motion was made by Ms. Jacobs, seconded by Mrs. Gumerlock, to go into Executive Session for the purposes of
considering the comments. Motion passed by unanimous roll call vote. At 7:23 pm the AEB recessed into
executive session.
At 7:41 pm, the AEB returned to regular session upon motion of Mrs. Gumerlock, seconded by Ms. Jacobs,
followed by a unanimous roll call vote.
RECOMMENDATION:
A motion was made by Ms. Jacobs, seconded by Mrs. Gumerlock, that the Assessment Equalization Board
recommends to Troy City Council that:
The estimated assessment amounts for the three subsurface access hatches be reduced from $8,000 to
$6,000;
That if any of the three appellants that has a hatch prefers to have their own contractor fill in or replace
the hatch needs to notify the Clerk of Troy City Council of that intent within two weeks of the bid opening
for the project, and that such work must be completed within the time line and the specifications of the
City of Troy for the project;
That all other assessments for this project be approved as proposed.
Motion passed, unanimous roll call vote.
The meeting adjourned at 7:45 p.m.
This report of the meeting of the Assessment Equalization Board and the recommendation regarding the
estimated assessments for the sidewalk portion of the Streetscape 38 Project is approved by:
Rena L. Gumerlock
Roberta Z. Jacobs
William G. Rozell
Chairman
100 S. Market Street

P. 0 . Box 3003
Troy, Ohio 45373
www. troyohio.gov
phone: (937) 335-1 725
fax:
(937) 339-8601
sue .knight@troyohio.gov
MEMORANDUM
Rena L. Gumerlocb
Roberta Z. Jacobs
William G. Rozell
TO:
Assessment Equalization Board Members -
FROM:
Sue Knight
DATE:
March 18, 2015
SUBJECT:
APPEALS TO THE ESTIMATED ASSESSMENT FOR THE SIDEWALK PORTION OF THE

STREETSCAPE 38 PROJECT (E. MAIN STREET FROM WALNUT STREET TO MULBERRY STREET)
The following three property owners have filed appeals in response to the notice of the estimated assessment of
the sidewall? portion of the Streetscape 38 Project:
IORM Lodge 222 (Redmen)

Douglas Boyle (Mojo's)
Marcia Klein Bodmer (K's)
101 E. Main Street

109 E. Main Street
117 E. Main Street
The AE8 has been scheduled to meet as follows:

DATE:
TIME:
LOCATION:
March 24, 2015

6:30P.M.
Council Chambers, second floor
City Hall
100 South Marbet Street
Troy, OH 45373
Please find attached the following information:
Agenda for the March 24 meeting.

List of the estimated assessments. (Those highlighted are the addresses for which appeals have been
filed.)
Copies of letters advising of the estimated assessments to each of the properties for which appeals have
been filed.
Copy of each appeal.
Copies of letters advising those that filed appeals of the meeting of the AEB.
We would libe to administer the oath of office to each of you about ten minutes prior to the start of the
meeting. Also, we would suggest that you might want to personally view the sidewalbs in the project area,
perhaps specifically those for which appeals have been filed.
encl.
AGENDA
ASSESSMENT EQUALIZATION BOARD
CITY OF TROY, OHIO
March 24, 2015

6:30PM
Council Chambers, City Hall
1. Selection of Chairman
2. Hearing of any appeals filed regarding the estimated assessments of the sidewalb
portion of the Streetscape 38 Project
3. Provide a recommendation to Council regarding filed appeals
FOR AEB- HIGHLIGHTED THOSE THAT FILED APPEALS
Mailing Address
Typical
width
Area of
Concrete
Sub-surface unit price

Area
concrete
ParceiiD
Assessed Address
Owner
D08-000880
101 EMain Street
IORM Lodge 222
103 1/2 E. Main St
Troy
Ohio
45373
82.7
14
1157.8
008-000890
109 E Main Street
Mr. Douglas Boyle
633 Sedgwick
Troy
Ohio
45373
18.5
14
259
D08-000910
l111 E Main Street
j242 Newport Dr. Unit 506
jNaples
jFiorida
341141
18.51
141
259 1
45373 1
37.1 1
14 1
------
IMr. David Smith, Trustee

IMr. Roger Prim
City
---
1740 Sunnymeade Place
State
--
Zip
Frontage
--
Iohio
1-
_]_
008-000850
1113 E Main Street
008-000840
117 E Main Street
Mrs. Marcia Ryan Bodmer
D08-000830
117 E Main Street
008-000820
121 E Main Street
Mr. John Wilson
008-250118
124 E Main Street
City of Troy
D08-001500
112 E Main Street
Mr. Leo Grilliot
229 Grant St.
Troy
Ohio
45373
D08-001530
110 E Main Street
BBA LLC (Mr. & Mrs. Bill Arthur)
1116 S. Crawford St.
Troy
Ohio
45373
D08-001510
100 E Main Street
Mr. Robert Conard
2100 S. CR 25A
Troy
Ohio
45373
81.5
---
lrroy
-~
Troy
11 Elmwood Ave.
11 Elmwood Ave.
1125 Washington Road
_ _
--
Troy
519.41
Concrete
costs
Unit Price
subs.
Est. Final Costs
$7.00
$8,104.60
$8,000.00
$16,104.60
$7.00
$1,813.00
$8,000.00
$9,813.00
$7.oo l
$1,813.00 1
----- _I _
I
I
$1,813.00
$7.oo l
$3,635.801
$7.00
$1,666.00
$7.00
$2,714.60
$7.00
$3,165.40
$3,165.40
$7.00
$5,635.00
$5,635.00
--
$3,635.80
Ohio
45373
17
14
Ohio
45373
27.7
14
387.8
Ohio
45373
32.3
14
452.2
57.5
14
805
18.2
14
254.8
$7.00
$1,783.60
$1,783.60
18.2
14
254.8
$7.00
$1,783.60
$1,783 .60
14
1141
$7.00
$7,987.00
$7,987.00
238
1
$1,666.00
$8,000.00
$10,714.60
Troy
$64,101.60
-
CERTIFIED MAIL
Sue G. Knight
100 S. Marlc:::e1 Street

P. 0. Box 3003
Troy, Ohio 45373
www.troyohio.gov
phone: (937) 335-1725
fax:
(937) 339-8601
sue.l<nigh1@troyohio.gov
February 19, 2015
IORM Lodge 222

103 Y2 East Main Street
Troy, Ohio 45373
SUBJECT:
NOTICE OF NECESSITY OF STREETSCAPE PHASE 3B (EAST MAIN ST. FROM

WALNUT ST. TO MULBERRY ST.) AND FILING OF ESTIMATED ASSESSMENTS
Dear Property Owner:

On February 17, 2015, the Council of the City of Troy adopted Resolution No. R-4-2015, declaring the necessity of
constructing/repairing certain sidewalks. Under the Resolution, the City is required to construct sidewalks abutting
your property at 101 East Main Street, Parcel 10 number D08-000880, Troy, Ohio, in accordance with the plans and
specifications filed in the Office of the Clerk of Council of the City of Troy, Ohio.
The estimated assessments for the cost of constructing/repairing certain sidewalks and, if applicable, removing
exterior subsurface basement access in the City of Troy, Ohio, for the Streetscape Phase 38 improvement project
as provided in the above referenced Resolution have been made and are now on file for inspection by interested
persons in the Office of the Clerk of Council at City Hall. The total project is estimated at $575,000 and includes the
sidewalk paver system, street lighting replacement, East Main Street and Mulberry Street signal upgrades, and lane
striping modifications.
The estimated assessment, excluding interest and collection charges that would be set by the County if the sidewalk
work is assessed to your taxes, for the subject address is $16,104.60 ($8,104.60 for sidewalks and $8,000.00 for
removing exterior subsurface basement access).
Following completion of the project, which is expected to be the fall of 2015, you will be advised of your share of the
cost based upon the final costs of the improvement. At that time, you will be given the option of either placing the
assessment on the tax duplicate for a five-year period or paying your entire assessment.
Any objections to the estimated assessments must be filed in writing in the Office of the Clerk of Council (City Hall,
100 S. Market Street, second floor) on or before 4:30 PM, Monday, March 9, 2015. If you have any questions
regarding the process, you may contact Jillian A. Rhoades, P.E., City Engineer, at 937-339-2641.
By order of the Council of the City of Troy, Ohio.
CERTIFIED MAIL
Sue G. Knight
Clerk of Council

P. 0. Box 3003
Troy, Ohio 45373
www.troyohio.gov
phone: (937) 335-1725
fax:
(937) 339-8601
sue.l<night@troyohio.gov
February 19, 2015
Mr. Douglas Boyle

633 Sedgwick Way
Troy, Ohio 45373
SUBJECT:
NOTICE OF NECESSITY OF STREETSCAPE PHASE 3B (EAST MAIN ST. FROM

Dear Mr. Boyle:

your property at 109 East Main Street, Parcel ID number D08-000890, Troy, Ohio, in accordance with the plans and
specifications filed in the Office of the Clerk of Council of the City of Troy, Ohio.
exterior subsurface basement access in the City of Troy, Ohio, for the Streetscape Phase 3B improvement project
work is assessed to your taxes, for the subject address is $9,813.00 ($1 ,813.00 for sidewalks and $8,000.00 for
removing exterior subsurface basement access).
fl
~-__......=----=->=+--"'--........:::;...--'----:o""---L--=--:-+---+----
Sue G. Knight, Clerk of Council
CERTIFIED MAIL
Sue G. Knight

P. 0. Box 3003
Troy, Ohio 45373
www.troyohio.gov
phone: (937) 335-1725
fax:
(937) 339-8601
sue.knight@troyohio.gov
February 19, 2015

11 Elmwood Avenue
Troy, Ohio 45373
SUBJECT:
NOTICE OF NECESSITY OF STREETSCAPE PHASE 38 (EAST MAIN ST. FROM

Dear Mrs. Bodmer:

your property at 117 East Main Street, Parcel ID numbers D08-000830 and D08-000840, Troy, Ohio, in accordance
with the plans and specifications filed in the Office of the Clerk of Council of the City of Troy, Ohio.
exterior subsurface basement access in the City of Troy, Ohio, for the Streetscape Phase 3B improvement project
work is assessed to your taxes, for the subject address is:
Parcel D08-000830 $10,714.60 ($2,714.60 for sidewalks and $8,000.00 for removing exterior subsurface
basement access).
Parcel D08-000840 $ 1,666.00.
TO i'\J QUA S 1=r< I BE N 0. 2 2 2

!AJ\PROVED ORDER OF RED /v\EN
103 1/2 E, f\A.AIN STREET
TROY, OHIO 45373
937-339-1076
March, 8 2015
Troy Ohio Clerk of Council
P.O. Box 3003
Troy, OH 45373
,.,
(.~~L. ~-/
;}
~-!
i
/\"'~
{ \)
Subject: Objection to estimated assessments for the Streetscape Phase 3B Project.

Dear Troy Council,
We received your letter of the Estimated Assessment on March, 6 2015. Our officers have expressed
some concerns with these Assessments.
First concern is the overall cost. We feel the $8,000.00 for removing the exterior subsurface basement
access is extremely off based. This type of project has been proposed and completed in the past on
Walnut St. The cost of that project was about 25% of what is being proposed. We would like to block up
the basement access and back-fill prior to your construction to eliminate the $8,000 assessment altogether.
If we do the work prior to your construction, you can remove the steel doors from the sidewalk and finish
the sidewalk overtop of the back-fill.
In Resolution No. R-4-2015 it says the assessment may be spread out over five years' worth of property
taxes. If the completed work results in the full amount being assessed and the sidewalk Program 8 on
Walnut Street are completed this year, our property will be getting assessed over $18,000 in one year.
Property owners with assessments this large should have the option of spreading this out over a longer
term. Also what kinds of fees are associated with putting the assessment on the property tax? We are
currently trying to make a major exterior improvement to our property costing $42,000. Had we known
all of this information at an earlier date, we could have evaluated our finances and possibly postponed our
project. The affected property owners should have had proper notice and time to communicate their
concerns to the council members before this Resolution was voted on.
Another question of concern has been brought to our attention. Will the new side walk be raised to make
all the storefront's handicap accessible? Currently there are steps going up into all four of our storefronts.
I would hope this type of project and expense would have more purpose than just beautification.
We kindly request, that you notify us of the next meeting date and time for the Equalization Board.
Alex Travis, Trustee Tonquas Tribe 222
Doug Boyle
MoJos Bar & Grille
109 East Main Street
Office of the Clerk of Council

City of Troy
Troy Ohio, 45373
Cc: Mayor Michaell. Beamish

Martha A. Baker, President
Thomas M. Kendall, First Ward
Douglas W. Tremblay, Second Ward
John W. Schweser, Third Ward
Bobby W. Phillips, Fourth Ward
William C. Twiss, Fifth Ward
Brock A. Heath, Sixth Ward
Alan R. Clark, CounCilman-at-large
lynne B. Snee, Councilwoman-at-large
Robin I. Oda, Councilwoman-at-large
Subject: Notice of necessity of streetscape phase 38 (East Main st from Mulberry st to walnut stand filing of
estimated assessments
(Specifically 109 east main street parcel id number 008-000890)
To Whom it May Concern:

I recently received a letter notifying me of the estimated assessment of the new streetscape project that-will require a
special assessment for the following
Sidewalks
Removing the exterior subsurface basement..access
First of all I appreciate the City of Troy addressing the ageing sidewalks in our downtown as well as everything else tbat
they do to help maintain our downtown as a viable place of b~siness.
In March 2013 I opened MoJos ~ar and Grille partially because of our City's commitment to doing these kinds of
-projects. In the two years that MoJos has been open we have poured 100%of any profits back into the business.
Including purchasing new equipment, signing a 5 year lease on the adjacent property at 107 east main (that has been
empty for more than 2 years). We opened the new dining room in ( 1~7 east main) in August of last year and are
currently in the process of more than tripling the size of our kitchen. My point being is that business like MoJos are
committed to doing a lot to help bring back the East main street side of downtown, which prior to March of 2013 had a
occupancy rate of close to 50% and today is _almost 100%, and I truly believe we played a big part in that.
The Sidewalks, I have no issue with the actual sidewalk assessment and the ability to spread that over 5 years is
appreciated. I would like to clarify any fees that would be associated with spreading th i s cost over the 5 years.
The exterior subsurface basement entrance, I have many issues with this assessment and how it came about and the
timeliness of the property owner being notified.
Ys>u are proposing an $8,000 estimated special assessment for the exterior subsurface basement entrance
Was this amount estimated from the contractor to remove the exterior subsurface basement entrance (as stated in the
letter) or was this the estimate to re-build, add new doors ... update the entrance to fit with the new streetscape?
If the City of Troy wants to remove these entrances, why would theproperty owner be billed for this cost?
.
..:. ._:-
n ~
While I certainly understand my responsibility as the property owner for my cost in ma i ntaining a safe sidewalk, I would
question the validity of charging the property owner any cost that would fall into a beautification category rather than a
maintenan~e I safety category?
Could you explain the timing of the property owner notification?
When and how were all the property owners first notified of this project that could financially impact them?
How did this get approved through city council so quickly, was this deemed an emergency and if so what exactly was the
em~rgency?
When were the assessment letters dated 2/19/2015 mailed that I received the first week of March?
In closing, it appears that this pro<:ess has been rushed through without giving the property owners
ample time to assess and discuss all the ins and outs of this project. This estimated assessment is almost
15% of the valuation of my property and should not be taken lightly.

Just to be clear, I am writing this letter to fo~mally object ~o ~he stated assessment and would like the
opportunity to discuss the above mentioned concerns.
Doug Boyle
Owner
:;zle~/
]
CERTIFIED MAIL
Sue G. Knight
P. 0 . Box 3003
Troy, Ohio 45373
www.troyohio.gov
phone: (937) 335-1725
fax:
(937) 339-8601
sue .knight@troyohio .gov
March 16, 2015

IORM Lodge 222
103 l-2 East Main Street
Troy, Ohio 45373
SUBJECT:
NOTIFICATION OF THE DATE AND TIME OF THE HEARING OF THE

ASSESSMENT EOUALIZATON BOARD IN RESPONSE TO YOUR APPEAL
Dear Members of the IORM Lodge:

Our records show that you filed an appeal to the estimated assessments for the sidewal~ portion of the
Streetscape 3B Project (E. Main Street from Walnut Street to Mulberry Street).
Troy City Council has appointed an Assessment Equalization Board to hear such appeals. The
members of that Board are Rena L. Gumerloc~, William G. Rozell, and Roberta Z. Jacobs. The time and
date of the hearing of the Assessment Equalization Board to hear all appeals filed is as follows:
DAlla
March :14, ZOII
liNEa
eaiO P.M.
LOCAIIONa Council Chamllert, teconcl floor
Cltp Hall
100 South Narllet Jtreel
lrop,OH 45171
The Assessment Equalization Board members will be provided with a copy of the appeal you filed.
The Board will be providing a recommendation to Council regarding the appeals the Board heard.
We would suggest that you attend the March 24 meeting to respond to any questions of the
Assessment Equalization Board.
Sincerely,
Sue G. Knight
Clerb of Council
CERTIFIED MAIL
Sue G . Knight

P. 0 . Box 3003
Troy, Ohio 45373
wvvw. troyohio.gov
phone: (937) 335-1725
fax:
(937) 339-8601
March 16, 2015
Mr. Douglas Boyle

633 Sedgwicb Way
Troy, Ohio 45373

SUBJECT:

ASSESSMENT EQUALIZATON BOARD IN RESPONSE TO YOUR APPEAL
Dear Mr. Boyle:

Our records show that you filed an appeal to the estimated assessments for the sidewal~ portion of the
Streetscape 3B Project (E. Main Street from Walnut Street to Mulberry Street).
members of that Board are Rena L. Cumerlocb, William C. Rozell, and Roberta Z. Jacobs. The time and
DAlla
March :14, 2011
IIMEa
eaiO P.M.
LOCAIIONa Council Chamltert, tecontl floor
Cltp Hall
100 South Maret Street
lrop,OH 41ftl
Sincerely,
Sue G. Knight
of Council
Cler~
CERTIFIED MAIL
Sue G. Knight
P. 0 . Box 3003
Troy, Ohio 45373
www.troyohio.gov
p hone: (937) 335-1725
fax:
(937) 339-8601
March 16, 2015
Mrs. Marcia Klein Ryan Bodmer

117 E. Main Street
Troy, OH 45373
SUBJECT:

ASSESSMENT EOUALIZATON BOARD IN RESPONSE TO YOUR APPEAL
Dear Mrs. Bodmer:

Our records show that you filed an appeal to the estimated assessments for the sidewalb portion of the
Streetscape 38 Project (E. Main Street from Walnut Street to Mulberry Street).
members of that Board are Rena L. Gumerlocb, William G. Rozell, and Roberta Z. Jacobs. The time and
DAile
March 2, 2011
IINEe
eeiO P.M.
LOCATION Council Cham.ert, teconcl floor
Cltp Hall
100 South Marltel Street
lrop, OH 41171
Sincerely,
Sue G. Knight
ClerR of Council
UTILITIES
COMMITTEE

P. 0. Box 3003
Troy, Ohio 45373
wwvv.troyohio.gov
phone: (937) 335-1725
fax:
(937) 339-8601
patrick. titterington@troyohio .gov
MEMORANDUM
TO:
Mrs. Baker, President of ~
FROM:
Patrick E. J. Titterington-f~
DATE:
March 24, 2015
SUBJECT:
AGREEMENT WITH RA CONSULTANTS, LLC FOR SEWER REGIONAL STUDY
RECOMMENDATION:
That Council authorizes the Director of Public Service and Safety to enter into a professional service
agreement with RA Consultants, LLC of Cincinnati, Ohio for such firm to perform a Sewer Regionalization
and Rate Study at a cost not to exceed $50,000.
BACKGROUND:
The amount of $75,000 was included in the Sewer Administration Budget for a Sewer Regionalization
Study. The firm of RA Consultants, LLC is currently working on a Water Regionalization Study to analyze
the retail potential of the water systems of Miami County and West Milton. It seems prudent to have a
similar study provided for the sanitary sewer collection systems contributing to the City's Wastewater
Treatment Plant. The proposed study is to include: review of data gathered on the operating costs of the
Troy wastewater system; a cost of service analysis; an engineering condition assessment of the
wastewater systems of Troy and Miami County; and staff workshops to review the information generated
by the study and to present the final report.
REQUESTED ACTION:
It would be appreciated if you would assign to a Committee of Council authorizing the Director of Public
Service and Safety to enter into an agreement with RA Consultants, LLC to perform a Sewer
Regionalization and Rate Study at a cost not to exceed $50,000.
cc:
Mayor Beamish
TO:
PATRICK
E.J. TITTERINGTON,
FROM:
DATE:
MARCH
SUBJECT:
Sewer Regionalization Study
DIRECTOR OF PUBLIC SERVICE AND SAFETY
23, 2015
With Miami County

Currently, the City is facilitating a Water Regionalization Study (Project# 2014-03) to analyze the retail potential
of the water systems of Miami County and West Milton. While meeting with the Miami County Commissioners in
December 2014, they stated that regionalization was only logical if both the water and sanitary sewer systems
were analyzed. RA Consultants, LLC (i.e. RA) of Cincinnati is performing the water regionalization study.
The 2015 Sewer Fund budget contains $50,000 for a sewer regionalization feasibility study for sanitary sewer
collection systems contributing to the Troy Wastewater Treatment Plant (WWTP). Staff worked with RA to
define a scope of services including collaboration of Miami County and in combination with the water study.
Staff is proposing that RA Consultants, LLC of Cincinnati for the sewer portion of the study, as well.
A brief summary of the scope of services will include the following items:
Review data gathered on the operating costs of the Troy wastewater system .
Conduct a cost of service analysis.
Conduct an engineering condition assessment of two (2) wastewater systems- Troy and Miami County.
Conduct workshops to review the data and models, determine key performance requirements and present
the final report.
Staff is requesting that legislation be prepared to authorize an agreement with RA Consultants, LLC of
Cincinnati, Ohio at a cost not to exceed $50,000.
Please let me know if you would like any additional information on this study.

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~tQ'/,

TROY CITY COUNCIL

Thursday, March 26, 2015, 4:00 PM

(Kendall [Chm.], Schweser, Tremblay)

(Phillips [Chm.], Heath, Snee)

Streets & Sidewalks Committee

(Tremblay [Chm.], Clark, Twiss)

Other Committees/items may be added.

Troy, Ohio 45373

Mrs. Baker, President of Cou ~

March 23, 2015

PARTIOPATION IN SALT PURCHASE THROUGH OHIO DEPARTMENT OF TRANSPORTATION BID

100 S. Market Street, P. 0 . Box 3003

E.J. TITTERINGTON, DIRECTOR OF PUBLIC SERVICE AND SAFETY

Jillian Rhoades, PE, City Engineer

MARCH 19, 2015

Request to Participate in ODOT Salt Bid

Q'f\\0 City of Troy

Mrs. Baker, President of J/'cil

March 23, 2015

BIDDING AUTHORIZATION- CURBSIDE RECYCLING PROGRAM

E.J. TITIERINGTON, DIRECTOR OF PUBLIC SERVICE AND SAFETY

Jillian Rhoades, PE, City Engineer

MARCH 11, 2015

Troy, Ohio 45373

phone: (937) 335-1725

Mrs. Baker, President of

March 23, 2015

AUTHORIZING AGREEMENT WITH OHIO BENEFITS COOPERATIVE RELATED TO HEALTH

Troy, Ohio 45373

Mrs. Baker, President of cof )cil

March 20, 2015

March 20, 2015

Patrick Titterington, Public Service and Safety Director

From: James Dando, Development Direc~e-9Copies: Sue Knight, Clerk of Council

ODSA Interagency Agreement- ED RLF Administration

100 S. Market Street, P. 0. Box 3003

Mrs. Baker, President of Council

March 25, 2015

REQUEST FOR ADDITIONAL APPROPRIATIONS

----------------------- ------------- -------------------------- ------------- ------------- -------------------------- ------------------------------------ -------------

Request for Additional Appropriations

Request for Additional Appropriations

STREETS & SIDEWALKS

Troy, Ohio 45373

Mrs. Baker, President of Council

March 25, 2015

STREETSCAPE 3B PROJECT - RECOMMENDATION OF THE ASSESSMENT EQUALIZATION BOARD AND

100 S. Market Street, P. 0 . Box 3003

E.J. TITTERINGTON, DIRECTOR OF PUBLIC SERVICE AND SAFETY

Jillian Rhoades, PE, City Engineer

Authorization to Bid and Award

REPORT OF THE ASSESSMENT EQUALIZATION BOARD TO TROY CITY COUNCIL

AEB Members Rena L. Gumerlock, Roberta Z. Jacobs, and William G. Rozell

100 S. Market Street

Assessment Equalization Board Members -

March 18, 2015

APPEALS TO THE ESTIMATED ASSESSMENT FOR THE SIDEWALK PORTION OF THE

IORM Lodge 222 (Redmen)

101 E. Main Street

The AE8 has been scheduled to meet as follows:

March 24, 2015

Please find attached the following information: