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City of Troy

TROY CITY COUNCIL

COMMITTEE MEETING NOTICE
COUNCIL CHAMBERS, CITY HALL
100 S. MARKET STREET, TROY, OHIO
Wednesday, June 10, 2015, 5:45 PM
Streets & Sidewalks Committee

(Phillips [Chm .], Heath, Snee}

1. Provide a recommendation to Council regarding increasing the authorization for the North Market
Street/Piqua-Troy Road/Troy-Urbana Road realignment project from $780,300 to the amount of
$806,422.20. Consideration of emergency legislation is requested.
Utilities Committee

(Tremblay [Chm.], Clark, Twiss}

1. Provide a recommendation to Council regarding expressing the intent of the City of Troy to
negotiate jointly with other cities in the region through the Miami Valley Communications Center
(MVCC} on one price schedule under which street lighting services shall be provided. Due to the
time frame in which the intent is to be transmitted, consideration of emergency legislation is
requested.
Personnel Committee

1.

Provide a recommendation to Council regarding the recommendation of the Troy Recreation

Board that Council amend the salary ordinance to establish the position of Concessions/Food &
Beverage Manager at the pay grade of MGT -1 (range of $47,994.95- $56,233.02}.

Other Committees/items may be added.

6-9-2015

cc:

(Clark [Chm.], Kendall, Twiss}

Council
Mayor
Mr. Titterington
Mr. Livingston
Mr. Stickel
Department Heads
Chamber of Commerce
Bd of Education
media

STREETS & SIDEWALKS

COMMITTEE

Patrick E. J. Titterington
Director of Public Service and Safety

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City of Troy
100 S. Market Street, P. 0. Box 3003
Troy, Ohio 45373-7303
Phone: (937) 335-1725
fax:
(937) 339-8601
patrick. titterington @troyohio .gov

MEMORANDUM
TO:

Mrs. Baker, President of

FROM:

Patrick E. J. Titterington {

DATE:

June 5, 2015

SUBJECT:

INCREASING AUTHORIZATION FOR TROY URBANAfTROY PIQUA/N. MARKET STREET

INTERSECTION REALIGNMENT

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RECOMMENDATION:
That Council increases the authorization for the North Market Street/Piqua-Troy Road/Troy-Urbana Road
Intersection Realignment project so that final payment can be made to the contractor.
BACKGROUND:
In 2014 Council authorized bidding and contracting for realigning the intersection at North Market StreeUPiqua-Troy
Road/Troy-Urbana Road in an amount not to exceed $780,300. $350,000 of the project cost was funded through a
grant from the Ohio Public Works Commission (OPWC). Following the bidding process, the contract was awarded
to Double Jay Construction, Inc. The project was recently completed.

As discussed in the attached communication from the City Engineer, during construction the contractor and the City
discovered that less than favorable soil conditions resulted in instability and the need for significantly higher
quantities of fill materials. These materials were used during the installation of sanitary, storm, and water lines, as
well as road reconstruction.
The following are the final costs, which have been verified by staff, and which indicate the funds to which the
additional costs would be allocated:
ll.escFiption
OPWC
Stormwater
Water
Sanitary Sewer
Total Project

Fund
442
709
710
711

eeuneil
Authorization
$ 416,400.00
$ 164,400.00
$ 91,000.00
$ 108,500.00
$ 780,300.00

Afilditi'GAal

$- 1t$ ,246t.tOC>
$ 1J,f9a.$6
$ 1,42a.B())
$ t t3,747i04
$ 26,122.20

Revised Total

$
$
$
$

403,154.00
177,595.36
98,425.80
127,247.04
$ 806,422.20

Funds are available within the existing appropriations to support these increases.
REQUESTED ACTION:
It would be appreciated if you would assign to a Committee of Council increasing the authorization for the North
Market StreeUPiqua-Troy Road/Troy-Urbana Road realignment project from $780,300 to the amount of
$806,422.20. So that final payment can be made to the contractor, consideration of emergency legislation is
requested.

Encl.
Cc:

Mayor Beam ish

Mrs. Rhoades

. --

Jillian 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

TO:

PATRICK

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

FROM:

Jillian Rhoades, PE, City Engineer

DATE:

JUNE 5,

SUBJECT:

Additional Appropriation
Troy-Urbana Road, Piqua-Troy Road Intersection Reconstruction

JAR

2015

The Troy-Urbana Road, Piqua-Troy Road Intersection Reconstruction project was recently completed by
Double Jay Construction, Inc. of Englewood, Ohio. During construction, several unforeseen issues occurred
including unstable soil conditions for utility installation and roadway reconstruction.
Due to the necessary reappropriation of monies per fund and unforeseen unstable soil conditions, staff is
requesting additional funds be appropriated from the following sources:

Description
OPWC
Stormwater
Water
Sanitary Sewer

Total Project

Fund
442
709
710
711

Council
Authorization
$ 416,400.00
$ 164,400.00
$ 91,000.00
$ 108,500.00

$ 780,300.00

Bid Results
$ 389,120.41
$ 167,687.38
$ 94,196.87
$ 111,356.92

Additional
Authorization
$ - 13,246.00
$ 13,195.36
$ 7,425.80
$ 18,747.04

Revised Total
Authorization
$403,154.00
$ 177,595.36
$ 98,425.80
$ 127,247.04

$ 762,361.59

$ 26,122.20

$ 806,422.20

Staff is requesting legislation to authorize additional funds be appropriated for the Troy-Urbana Road, PiquaTroy Road Intersection Reconstruction not to exceed $806,422.20. In order to expedite the payment process
to the contractor, Double Jay Construction, Inc., I request the legislation be considered an emergency.
Residents have voiced concern about site distance issues when traversing from Troy-Urbana Road to North
Market Street. Site distance issues will be remedied by city staff in the coming months.
If you have any questions or would like any additional information on this please let me know.

UTILITIES
COMMITTEE

Patrick E. J. Titterington
Director of Public Service and Safety

Troy, Ohio 45373

WW\111. troyohio.gov

phone: (937) 335-1725

fax:
(937) 339-8601
patrick. ti tteri ngton @troyohio .gov

MEMORANDUM
TO:

Mrs. Baker, President of Colf J/

FROM:

Patrick E. J. Titterington

DATE:

June 8, 2015

SUBJECT:

NEGOTIATING FOR STREET LIGHTING CONTRACT

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RECOMMENDATION:
That Council authorizes the Miami Valley Communications Center (MVCC) to act on the behalf of Troy for
the street lighting contract.
BACKGROUND:
Troy's current agreement for street lighting expires at the end of this year. For the most recent contract,
Troy has been one of approximately 17 area communities negotiating the street lighting contract through
MVCC. For the current three-year contract, Troy's estimated savings in street lighting costs has been
estimated to be about $220,000, or about a 19o/o savings.

The MVCC has asked that those communities that intend to be part of the negotiations for the next
contract provide authorization no later than July 15.
REQUESTED ACTION:
It would be appreciated if you would assign to a Committee of Council expressing the intent of the City of
Troy to negotiate jointly with other cities in the region on one price schedule under which street lighting
services shall be provided. Due to the time frame in which the intent is to be transmitted, consideration
of emergency legislation is requested.

Cc:

Mayor Beamish

PERSONNEL
COMMITTEE

Patrick E. J. Titterington
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

FROM:

Patrick E. J. Titterington

DATE:

June 8, 2015

SUBJECT:

RECOMMENDATION FROM RECREATION BOARD CONCESSIONS/FOOD & BEVERAGE MANAGER

CREATE POSITION OF

RECOMMENDATION:
That Council considers the recommendation from the Troy Recreation Board to establish the FLSA exempt
position of Concessions/Food & Beverage Manager to oversee the concession operations at both the
Hobart Arena and the Troy Aquatic Park (TAP).
BACKGROUND:
Currently the City contracts for a vendor to operate the food and non-alcoholic beverage concession
operation at the Hobart Arena and City staff operates the alcoholic beverage concession at the Hobart
Arena and the food and beverage (non-alcoholic) concession at the TAP. The current agreement for the
concession vendor at the Hobart Arena expires at the end of June.
As a part of the plan for the renovation of the Hobart Arena (including expanded concession areas in
both size and number) consultants have recommended that all concession operations at the Arena be
handled by staff. This would make concession purchases more convenient for the customer and should
positively impact concession revenues. Customers now have one line/location to purchase alcoholic
beverages and an entirely separate line/location for other concession purchases. The recommendation
further included that a staff person be dedicated as Concession/Food & Beverage Manager to oversee
the concession operations.
The Recreation Board recently reviewed the following information (which is attached):

Concession Operations Plan

Position Description for the new position of Concessions/Food & Beverage Manager
Hobart Arena Income & Expense Comparison Summary for the concession operations

The Recreation Board forecasts a $21 ,000 per year increase in net revenues once renovations are
complete. These figures are supported by the City Auditor.

Page Two

The Troy Recreation Board and staff do not intend to bring any other concession operations in-house.
Further, it is the plan of the Troy Recreation Board and staff to eventually partner with non-profit
organizations within the Troy community to work concession operations, thereby supporting the fund
raising efforts of the non-profit organizations. This would be modeled off the arrangements other venues
have established with the non-profit community.
REQUESTED ACTION:
It is the recommendation of the Troy Recreation Board that Council amend the salary ordinance to
establish the position of Concessions/Food & Beverage Manager at the pay grade of MGT -1 (range of
$47,994.95- $56,233.02).

Cc:

Mayor Beamish
Troy Recreation Board
K. Siler, Recreation Director
C. Slater, Assistant Recreation Director
J. Stickel, City Auditor

Hobart Arena
Current Concession Operation Status:

Current contract with non-profit expires at the end of June, 2015.

Time is critical to determine course of action in order to bid, not bid, communicate to current concessionaire
what the city's plan is with concessions for the future so Recreation Board can make a recommendation to
council accordingly.

Feasibility Study Recommendations to improve concessions operation profitability:

Hire Full Time Concessions/Merchandise Manager to handle Hobart Arena & TAP Concessions (Consolidated
Arena & Pool concessions may be the most profitable operating alternative per Bigelow Companies)

Menu upgrades as detailed in Bigelow Report

Increase pricing as detailed in Bigelow Report

Increase points of sale

o

Currently 3 points of sale at Arena

Increasing to approx. 13 permanent POS plus 3 portable alcohol only sales units with 2 POS each

Increase Credit Card Acceptance at all stands (This increases sales transactions by 15-20%)

Sell Food & Beer at same stands (Customer convenience and increased sales)

Use non-profit group labor at 10% of beer sales & 13% of food sales

Add cooking capabilities to one or two stands

Menu engineering; increase sizes and prices for major events, delete slow sellers to streamline service

Increase number of events where beer is sold in controlled environments

Add professional graphics to the stands and upgrade menu boards to digital boards

Thoughts for potential future concessions operation plan:

City possibly take over operation of arena concessions at end of June, 2015 when contract expires
o

This would allow our staff to begin developing some part time staff for future

Give us some experience with this operation

This is generally a slower time period for concession operations

Summer concessions would include:

5 or 6 Public Skating Sessions
Troy Skating Club Summer Skating Competition

Could utilize Troy Aquatic Park concession staff to cover Arena summer events

Will give us more direct control over operation (staffing, oversight, etc.)

Hire Concessions/Merchandise Manager by September 1, 2015 so they are on staff prior to

4th

Quarter 2015

when larger events begin again. (Draft Job Description Attached) We can't operate concessions long term @ our
existing full time staffing levels.
o

To handle start of event season in October

Be involved in planning/design/building of new concessions and kitchen

Get a year under their belt with our operation and events prior to the "re-opening" in

MGT-1 Position. Consultant recommends that the position have an incentive program to reward the
manager for exceeding their food & beverage budget each year if possible.

4th

Quarter 2016

Food and Beverage: Food/Beverage Management

Concessions/Food & Beverage Manager- Hobart Arena/Troy Aquatic Park (DRAFT)

.JC/TROY ,.
PARK

T ROY OH I O

The City of Troy's Hobart Arena is a multipurpose sports, entertainment and recreational venue
that operates year round. The Troy Aquatic Park is a 300,000+ gallon pool/waterpark located
directly behind the Hobart Arena that operates during the summer months, Memorial Day
through August.
The role of this position has a dual responsibility, with the primary focus at the Hobart Arena
primarily during the months of September- April and at the Troy Aquatic Park May - August.
Direct and supervise activities of concessions and merchandise operations, including staffing and
training, coordinate purchasing and inventory of concessions product & merchandise. Ensure
proper maintenance and repair of equipment I ensure proper sanitation procedures are followed.
Job Description Detail
Hiring and training of all part time event staff for Concession and merchandise and
portable points of sale
Coordinate development, recruitment and training of potential non profit organization
volunteer groups.
Prepare schedule and assignments for all food and beverage and merchandise staff
assigned to each event.
Ensure that all employees and volunteers are properly certified as necessary.
Conduct routine in service training with staff and at the start of each event/shift. Inspect
uniforms, review assignments, and plans for service for the event.
Responsible for the training and certification of all staff on arena alcohol training
requirements and policies and procedures.
Represents the venue(s) and provides staff, when necessary for all merchandise, music,
novelty and other show related sales and performs count-in/count out and other
merchandise settlement functions.
Responsible for attractive and visual display of all products in the concessions and
portable points of sale and creatively markets food and beverage services within the arena
and Troy Aquatic Park to increase sales
Ensure that all concession stands, portable points of sale and all related equipment are
maintained in a clean, sanitary and orderly fashion.
Prepare various sales and operational reports from information compiled from
concessions operations.
Managing safety and risk management of associates in concessions stands.
Manages and controls inventories supporting all food and beverage operations at the
Arena and Troy Aquatic Park including:

Hobart Arena Concessions

Income & Expense Comparison Summary
2014- Pre Renovation
Food & Beverage Sales

Estimated During Renovation

Post Renovation Estimates (w/Operating Improvements

Oct. 2015 -Sept. 2016

Implemented Per Study by Bigelow Co.)

Beer Sales

$50,836 (6 alcohol events including 4 concerts)

$60,000 (5 concerts)

$100,000 (8 projected concert & other events with alcohol

Concessions

$10,800 (Monthly flat rate paid by concessionaire)

$100,000 (Based on# of events during construction being reduced slightly;

$150,000* (Projection with increased# of events based

@ $12,500/event)

Total Food & Beverage Gross Receipts

$61,636

$114,000- was projection @ 2013 event level w/o improvements

on Bigelow Co. study w/2013 event &

per Bigelow Co .)

attendance records)

$160,000

$250,000

Other Income
Vending

$3J94 (Annual Pepsi payment & commissions)

$3,795 (Annual Pepsi payment & commissions)

$3,795 (Based - existing Pepsi beverage agreement pmts.)

Merchandise

$13,239 (5 events)

$13,125 (5 Events@ $2,625 per Event)

$21,000 (Based on 8 events per year with merchandise

$17,033

$16,920

$24,795

sales)
Total Other Income

Total Revenues

$78,669

$176,920

$274,795

Product Cost
Beverage Supplies

$11,125 (Alcohol & related products @ 4 major events)

$14,000 (Based on 5 concerts@ $2,800/Event)

$22,400 (Based on 8 concert events@ $2,800/event)

$0

$20,000 (Includes some start up costs)

$29,000 (Based on industry standards per Bigelow Co.

$11,125

$34,000

$51,400

Full Time Wages

$0

$42,900 (Hiring Full Time Food & Beverage Manager at MGT 1

Part Time Staffing

$2,186 (Beer Sales- 6 events & Merch Count in- 2 events)

$16,000 (reduced by 20% vs. Post Renovation Estimates)

Food & Non alcoholic Beverage Supplies

based on our 2013 event & attendance records)

Total Product Cost

Payroll

=$47,900**)

$42,900 (Hiring Full Time Food & Beverage Manager at

MGT 1 = $47,900 ** )

(Medicare, PERS, & BWC for part-time staff (18.45%)

Payroll Taxes & Benefits

$403

Payments to Volunteers

$1,000 (Merchandise Sales Volunteers- 2 country concerts)

$20,000 (Part-time staffing for concessions operations)

$25,245 (45% benefits for full time manager & 18% of PT Staff)

$25,245 (45% benefits for FT manager & 18% of PT Staff)

$20,775 (Implement Non-Profit Volunteer Program to staff concessions &

$32,520 (Implement Non- Profit Volunteer Program to

merchandise@ 12% of sales)

staff concessions & merchandise @12% of sales)

Total Payroll Costs

$3,589

$104,920

$120,665

Other Operating Costs

$6,954 (Food & Alcohol license, taxes, credit card fees)

$11,500 (Licenses, taxes, maintenance, credit card fees, general non-food

$24,500 (Licenses, taxes, maintenance, credit card fees,

supplies)
Total Expenses

City Net Profits

$21,668

$57,001

general non-food supplies)

$150,420

$196,565

$26,500

$78,230

* If we continue with the current concession arrangement, we would likely

* Event #s should increase significantly more than the

need to adjust the monthly flat rental rate of the current contract ($825/month)
with concessionaire during the construction project to a projected slightly

above projection with the addition of another ice sheet

** $5,000 of the Full Time Food & Beverage Manager

reduced event load. Therefore, the net profit during renovation would likely

Salary to be paid from the TAP Fund to replace the

decrease no matter how concession is operated during the renovation.

current PT manager position .