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APPROVED MINUTES OF THE
COMMITTEE OF THE WHOLE
June 7, 2016
Conference Room #119
5:30 P.M.
 
Present: Commissioners: Mayor Pro-Tem Michael Brown, Betsy Artz, Robert Coughlin, Jerry DeMaagd, Erwin Haas, Steve Redmond and Mayor Stephen Kepley. Also present: City Engineer Tim Bradshaw, Finance Director Tom Chase, Deputy Fire Chief Gregg Ginebaugh, Public Works Director John Gorney, Police Chief Tom Hillen, City Clerk Dan Kasunic, Assistant Finance Director Lorna Nenciarini, Fire Department Administrative Assistant Nancy Shane, City Attorney Jeff Sluggett, and Assistant City Engineer Dan Vander Heide.
 
ENGINEERING DEPARTMENT:
 
  1. RECOMMEND APPROVAL OF A 2016 STREET RESURFACING AND ROUTINE MAINTENANCE PROGRAM.
Assistant City Engineer VanderHeide reviewed plan noting a decrease in percent of streets planned for work. He passed out a handout with graphs regarding PASER ratings with comparison with other cities. The Committee questioned the amount requested, with staff providing an explanation noting they had rounded up.
 
Motion by Artz, seconded by DeMaagd, to recommend to the City Commission to approve a 2016 Street Resurfacing and Routine Maintenance Program at a total cost not-to-exceed $995,000.00 (including a 10% contingency), with funds from the FY 2015-16 and FY 2016-17 Major Streets, Local Streets, Water and General Fund budgets.
 
                                                                                    Motion Carried.
 
MAYOR’S OFFICE:
  1. REVIEW OF DISTRIBUTED ANTENNA SYSTEMS AND USE OF THE CITY’S RIGHTS OF WAY.
City Attorney Sluggett informed the Committee he provided a draft ordinance and a template agreement that could be used for any DAS provider. He explained what a DAS is used for and the history of discussions with the State regarding Metro Act permits and Grand Valley Metro Council and with other communities and how it would affect the City. The result of working with GVMC and other communities is the uniform template and sample ordinance if the City decides to adopt. This agreement would allow the City to restrict the DAS providers on location and quantity allowed along with other concerns that had been expressed during discussions with other communities. This item was for discussion and questions and does not require action tonight.
PLANNING DEPARTMENT:
  1. DISPOSITION OF TAX FORECLOSED PROPERTY LOCATED AT 1305 MEADOWLANE DR. WITH DEMOLITION OF STRUCTURE.
    City Engineer Bradshaw provided additional information regarding the property and options available to the City. The Committee expressed their opinions after a brief discussion.
     
    Motion by DeMaagd, seconded by Redmond, to allow the three properties: 4703 Potter Ave.; 1423 Daniel; and 703 Blue Ash go to auction and to have staff provide additional information on 1305 Meadowlane Drive on cost of demolition and to have staff secure the property better for safety reasons.
     
                                                                      Motion Carried.
     
    FINANCE DEPARTMENT:
               
  1. AUDIT ENGAGEMENT LETTER AND QUESTIONAIRE.
Finance Director Chase stated this engagement letter is an annual request of what is expected and had been signed by him. He informed the Committee that with the Federal grants below $750,000.00 the audit will not require a single audit and will result in a savings to the City. He stated the questionnaire should not be mailed back to the City only to the auditor.
 
PUBLIC COMMENT:
 
Reagan and Eva Adolfo stated they wanted to open a recreation parlor (karaoke) in the City and wanted to acquire a beer and wine license. Economic Development Planner Golder informed the Committee they are currently working with planning regarding the need to change the current ordinance because the restriction for serving food along with other restrictions they do not currently meet.
 
Resident Norma Swanson spoke regarding the handout she passed out at the last meeting regarding rental properties and the economic impact it has in the City.
 
The meeting was adjourned at 6:42 P.M.
 
 
 
Dan Kasunic                                                               Michael Brown
City Clerk                                                                   Mayor Pro-Tem