CITY OF HUBER HEIGHTS STATE OF OHIO. Administration Committee Meeting Minutes. 4. Place: City Hall 6131 Taylorsville Road City Council Conference Room

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5 CITY OF HUBER HEIGHTS STATE OF OHIO Administration Committee Meeting Minutes 1. Name of Body: Administration Committee 2. Date: June 20, Time: 6:00 P.M. 4. Place: City Hall 6131 Taylorsville Road City Council Conference Room 5. Members Present: Mark Campbell, Chair, Administration Committee Jan Vargo, Administration Committee Judy Blankenship, Councilmember Tyler Starline, Councilmember Lu Dale, Councilmember (Arrived at 6:33 PM) Ed Lyons, Councilmember Mayor Ron Fisher (Arrived at 6:32 PM) 6. Guests Present: City Staff Present: Alan Schaeffer, Mark Ashworth, Jim Borland, Scott Falkowski, Don Jones, Jim Bell, and Anthony Rodgers. Guests Present: Crystal Davidson, Steve Stanley, and Bill Jump. 7. Approval of Minutes The following minutes were approved unanimously at the beginning of this meeting: May 31, 2012 There were no changes or corrections to these minutes as submitted. 1

6 8. Topics of Discussion: Executive Session Pending or Imminent Litigation Miami County TIF Audit Recreational Facilities Planning City Amphitheater The Heights Development/Carriage Trails Former Croley Property Leases Executive Session Purchase or Acquisition of Real Estate Property Executive Session Personnel Matters Appointment and Employment Issues Board and Commission Appointments Public Records Communications 9. Recommendations / Actions: Mr. Campbell convened the Administration Committee Meeting at 6:05 PM. Executive Session Pending or Imminent Litigation Mark Campbell said there would not be an Executive Session this evening to discuss pending or imminent litigation. Therefore, there was no Executive Session regarding pending or imminent litigation at this meeting and this agenda item was not discussed by the Administration Committee. 2

7 Miami County TIF Audit Jim Borland provided information on the Miami County TIF audit (see attached). Steve Stanley introduced his new assistant, Crystal Davidson, to the Administration Committee. He said that the Miami County TIF was created back in Steve Stanley said that the City had requested that the Montgomery County Transportation Improvement District perform an audit of the Miami County TIF to assess revenues and borrowing capacity. He said the audit is well underway and nearly 80% completed. He said the Miami County Auditor has been very helpful and cooperative in this process. Steve Stanley said there are three Residential Incentive Districts in the Miami County TIF and there is an absolute life of 30 years for the Miami County TIF starting from the date when it was created. He stated that the audit will project future development and revenues in the Miami County using conservative figures to determine future borrowing capacity against the TIF revenues. Steve Stanley said he would be returning to the Administration Committee to make a full report on the Miami County TIF audit by the end of the summer. Recreational Facilities Planning Jim Borland stated the attendance and income at the Kroger Aquatic Center continues to exceed the projections made prior to its opening. He said he has been working with Josh Sullenberger at the YMCA to address issues as they arise. He stated that a satellite radio has been ordered for use at the aquatic center to maintain a consistent sound level and that the speakers at the aquatic center have been repositioned to reduce sound levels outside of the park area. City Amphitheater Mark Campbell said work on the new City amphitheater is on schedule. He said the amphitheater is scheduled to be open on the 2012 Labor Day weekend. The Heights Development/Carriage Trails Bill Jump said that DEC hopes to have a final agreement with a third builder, M/I. Homes, for the Carriage Trails development within the next 3

8 thirty days. He said M/I. Homes is the sixteenth largest builder in the country. Bill Jump said Carriage trails will have 660 fully ordered home lots from the three builders and there will be 200 homes out of the ground at Carriage Trails by the end of Former Croley Property Leases Alan Schaeffer said Mr. Croley is interested in continuing to lease the property that was purchased from him by the City and provided information about the Croley lease (see attached). There are two leases: the City s lease with 201 Development, LLC and the City s sublease with Mr. Croley. The lease between City and 201 Corridor, LLC was for 6 months starting January 18, 2012 and expiring July 31, After this initial term, it continues as a month to month lease which either party (the City or 201 Corridor, LLC) can terminate upon a forty day notice. Provided, however, it automatically terminates when the City/Croley sublease ends. The sublease too provides that it becomes a month to month lease in which either party can terminate with a thirty day notice (ten days less than the prime lease). The rent for Mr. Croley s lease is $ per month starting August 1, 2012 which is payable to the City. The City then must pay $50.00 per month to 201 Corridor, LLC for each renewal month. Alan Schaeffer stated that Mr. Croley does not have a right to extend the lease, but does have the right to stay there on a month to month basis subject to moving upon thirty day notice from City. As the lease between City and 201 Corridor, LLC is likewise a month to month lease commencing in August, 2012, he does not believe the City can agree to an extension of the lease term without first getting 201 Corridor, LLC to concur. Mark Campbell stated that George Jenkins has indicated in an to the City that 201 Corridor, LLC would like to terminate the lease with Mr. Croley in ninety days. After discussion, the Administration Committee unanimously agreed to recommend that the City Manager and the City Attorney work with Mr. Croley to develop a new lease agreement that has a higher rent consistent with other similar rental properties. The Administration Committee concurred that the City should accept the $100 rent check Mr. Croley has already given to the City which would be for payment through the end of August, Alan Schaeffer said the City should probably also do an 4

9 inspection of the property and its conditions. The City Manager and the City Attorney will bring back a new lease agreement for review and approval of the Administration Committee at a future meeting of the committee. Executive Session Acquisition or Purchase of Real Estate Property Executive Session Personnel Matters Appointment and Employment Issues Mark Campbell made a motion to go into Executive Session at 6:43 PM to discuss the acquisition or purchase of real estate property and personnel matters related to appointment and employment issues. Jan Vargo seconded the motion. On a call of the vote, Mr. Campbell and Mrs. Vargo voted yea; none voted nay. The motion passed 2-0. The committee went into Executive Session at 6:43 PM. The committee adjourned from Executive Session at 7:32 PM. The Administration Committee scheduled an additional meeting of the Administration Committee for Monday, June 25, 2012 at 5:30 PM to discuss the Ward 5 Huber Heights City Council vacancy. No other actions were taken or decisions made following the Executive Session by the Administration Committee. Board and Commission Appointments Anthony Rodgers said City Staff recommend the appointment of Danna Plewe to the Arts and Beautification Commission for a term ending June 30, 2013 (see attached). He said a background check was completed on Ms. Plewe by Human Resources and no adverse information was reported. After discussion, the Administration Committee unanimously approved the appointments of Danna Plewe as proposed and asked that the motion for appointment be placed on the agenda for approval at the June 25, 2012 City Council Meeting. 5

10 Public Records Communications Anthony Rodgers said this issue was a follow up from the discussion at the last meeting. The City Attorney has advised that City Council s use of personal accounts for City business means that these s should be treated as public records and maintained accordingly and consistent with the City s retention schedules for . Anthony Rodgers said the City acquired a Barracuda archiver several years ago that archives all s going in and out of the City s system. However, the City Council s use of personal accounts means that their s related to City business are only archived if the is sent to or from a City address. He said that s related to City business between or among personal accounts are not being captured or archived for retrieval as public records, if necessary. Anthony Rodgers said that two possible solutions to address this issue had been proposed at the last committee meeting. One option is to set up a generic account on the City s system that can be used by City Council to forward all s related to City business which would then be archived. A second option would be to create addresses on the City s system for members of City Council to use for all City business which would then be archived. He said he favors the second option of City addresses for City Council as it would be an easier method for the elected officials to ensure appropriate archiving of their s and it would also separate their personal and business s. After discussion, the Administration Committee unanimously agreed to recommend that the members of City Council be given City addresses using their first initial and last name with the hhoh.org extension for use with City business. Anthony Rodgers said that City Council would also have to forward copies of s from their personal addresses related to City business to this address in order to ensure that all City-related is archived properly for public records. He said he would work with the IT Manager to get the City addresses created and would order new business cards for City Council with the new addresses. He also offered to assist with adding the new accounts to the phones and ipads of City Council. 6

11 Other Business There was no other business conducted at the Administration Committee meeting. 10. Adjournment Mr. Campbell adjourned the Administration Committee meeting at 7:45 PM. 7

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