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TROY CITY COUNCIL
COMMITTEE MEETING NOTICE
COUNCIL CHAMBERS, CITY HALL
100 S. MARKET STREET, TROY, OHIO

Tuesday, July 14, 2015, 5:30pm

Streets & Sidewalks Committee

1.

Provide a recommendation to Council regarding authorizing the Director of Public Service &
Safety to execute the Project Agreement with the Ohio Public Works Commission for the funding
assistance for the McKaig Road Improvement Project Phase Ill. Funding amount up to $525,000.
Consideration of emergency legislation requested.

2.

Provide a recommendation to Council regarding authorizing the Director of Public Service &
Safety to file an application with the Ohio Public Works Commission for the funding assistance for
the N. Market Street Improvement Project Phase II and to execute any grant acceptance
documents. Funding request is $525,000. Consideration of emergency legislation requested.

Finance Committee

1.

1.

(Tremblay [Chm.), Clark, Twiss)

Provide a recommendation to Council regarding a professional services agreement with

Hazen and Sawyer, D.P.C. related to replacement of screw pumps at the Waste Water
Treatment Plant, cost not to exceed $160,000.

Community & Economic Development Committee

1.

(Kendall [Chm.), Schweser, Tremblay

Provide a recommendation to Council regarding declaring some vehicles and equipment as

surplus and authorizing sale of same.

Utilities Committee

(Twiss [Chm.], Kendall, Schweser)

Provide a recommendation to Council regarding accepting Trader Annexation.

Other Committees/items may be added.

7-10-2015
cc:

(Phillips [Chm.), Heath, Snee)

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

STREETS 8: SIDEWALKS
COMMITTEE

Patrick E. J. Titterington

100 S. Market Street

P. 0. Box 3003
Troy, Ohio 45373
wvvw. 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:

Patrick E. J. Titterington

DATE:

July 7, 2015

SUBJECT:

OWPC PROJECT AGREEMENT, McKAIG ROAD IMPROVEMENT PROJECT

PHASE Ill

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RECOMMENDATION:
That Council authorizes the Director of Public Service and Safety to execute the Project
Agreement with the Ohio Public Works Commission (OPWC) for the funding associated with the
McKaig Road Improvement Project Phase Ill.
BACKGROUND:
In October of 2014, Council authorized submittal of a grant application to OPWC for the
construction of the McKaig Road improvement Project Phase Ill. This part of the project includes
roadway and utility improvements on McKaig Road from the railroad crossing at Madison Street
to the alley west of Lake Street. Troy's grant application has been approved in the maximum
amount not to exceed $525.000, based on the 2014 pre-design construction estimate of
$1,091,940. This project has not yet been designed, but the design is budgeted for this year.
The design process will also provide an estimate for bidding purposes. Construction is planned
for 2016. OPWC has forwarded the Project Agreement to be executed.
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 the Project Agreement with OPWC for the grant associated
with the McKaig Road Improvement Phase Ill.

cc:

Mayor Beamish

Patrick E. J. Titterington

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

MEMORANDUM

em_

TO:

Mrs. Baker, President of

FROM:

Patrick E. J. Titterington

DATE:

July 7, 2015

SUBJECT:

OWPC FUNDING APPLICATION, NORTH MARKET STREET IMPROVEMENT

PROJECT, PHASE 2

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RECOMMENDATION:
That the Director of Public Service and Safety is authorized by Council to file an application with the Ohio
Public Works Commission (OPWC) for funding associated with the North Market Street Improvement
Project Phase 2 and to execute any grant acceptance documents if the grant is approved.
BACKGROUND:
Applications must be filed by July 27 for the next round of funding from the OPWC. Staff has
recommended that the application be submitted for the North Market Street Improvement Project Phase
2. This would be the area of North Market Street between Foss Way and Stonyridge Drive. The project
scope would include roadway reconstruction/paving, sidewalk/curb/gutter, and storm sewers. Also, as
the roadway is rebuilt, any deteriorated sanitary or water systems in the project area will be replaced as
needed.

The pre-design project estimate is $1,066,020. The OPWC grant application would be in the amount of
$525,000 for this project. If approved, the grant amount could be different from that in the application,
based on other projects in Miami County submitted for OPWC funding. If approved, the schedule would
be for the design to be included in the 2016 budget, with construction in 2017.
In recent years, Troy's OPWC grants have been used to assist with funding the North Market Street
Improvement Project (Staunton Road to Foss Way), the Troy-Urbana Road/North Market Street
intersection improvements, and improvement of areas of McKaig Road.
REQUESTED ACTION:
It would be appreciated if you would assign to a Committee of Council authorizing the Director of Public
Service and Safety to file an application for OPWC funds for the North Market Street Improvement Project
Phase 2 and to execute any grant acceptance documents if the grant is approved . As the application
deadline is July 27, we request consideration of emergency legislation.

Cc: Mayor Beamish

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Christy J. Butera, PE

City of Troy

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

Troy, Ohio 45373-7303
phone: 937-339-2641 /fax: 937-339-9341
christy. but era @troyohio .gov

TO:

PATRICK E. J. TITTERINGTON

FROM:

Christy J. Butera, PE, Assistant City Engineer

CC:

JILLIAN RHOADES, PE, CITY ENGINEER

DATE:

JULY 7,

SUBJECT:

OPWC ROUND 30 GRANT APPLICATION- NORTH MARKET STREET PHASE

2015
2

The City is making application to the Ohio Public Works Commission for funding for the North Market
Street Phase 2 project. This project will include the replacement of curb and gutter, sidewalks and storm
sewers on North Market between Foss Way and Stonyridge Drive. The roadway will be rebuilt in this
area and any deteriorated sanitary or water systems will also be replaced as needed.
The project is estimated at $1,066,020 and we are requesting $525,000 from OPWC for this project.
Though, they have the ability to modify to better spread around the funding dollars in Miami County. If
the funding is approved we would begin design in 2016 and construction in 2017. In recent years we
have used OPWC funding to pay for projects such as the Troy Urbana/North Market intersection
improvements and the McKaig Road Improvements.
Staff is requesting emergency legislation be prepared to authorize the Director of Public Service and
Safety to submit an application to OPWC for these funding dollars.
Please let me know if there are any questions.

FINANCE
COMMITTEE

Patrick E. J. Titterington

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

TO:

Mrs. Baker, President of C/Jh cil

FROM:

Patrick E. J. Titterington

DATE:

July 9, 2015

SUBJECT:

SURPLUS PROPERTY

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RECOMMENDATION:
That Council authorizes the sale of the attached listing of surplus vehicles and
equipment.
SUMMARY:
Currently we have a listing of several vehicles and pieces of equipment from various
departments that are surplus. The equipment is basically that remaining from when
vehicles were maintained in-house. Council action is required to dispose of property
with a value exceeding $1,000. We would propose to use the internet auction site,
GovDeals, to advertise the sale of the items. The internet company does receive a
percentage of the sale price, usually 7%-7.5%.
REQUESTED ACTION:
It would be appreciated if you would assign to a Committee of Council consideration of
declaring the below items as surplus and authorize the sale of the items.

cc:

Mayor Beamish

SURPLUS VEHICLES - 2015

ITEM

DESCRIPTION

VIN NUMBER

2000 Dodge Intrepid

# 2B3HD56J2YH243838

2003 Hyundai Interceptor II

# 2W9MPH5553P044181

EST.VALUE

PRIOR USAGE

CITY ID

2,500.00

Police

P0-00-17

3,000.00

Police

PV1-03

(Parking Control Vehicle)

3

2011 Ford Crown Victoria

# 2FABP7BV5BX103169

2,500.00

Police

P0-07-11

1993 Ford F-150 Truck

#1FTEF15N9PLA84178

2,000.00

Police

PD-21

1999 Chevy Suburban

#3GNGK26J5XG 129904

3,500.00

Fire

Car2

2010 Ford Crown Victoria

#2FABP7BVOAX115132

5,000.00

Police

P0-1-11

2010 Ford Crown Victoria

#2FABP7BV4AX115134

5,400.00

Police

P0-11-11

PRIOR USAGE

CITYID

SURPLUS EQUIPMENT- 2015

ITEM

DESCRIPTION

SERIAL NUMBER

EST VALUE

1998 ODB LCT 650 Leaf Vac Collection System

#5982446

3,000.00

Street Dept

N/A

#01064382

4,000.00

Street Dept

N/A

n/a

1,200.00

Street Dept

N/A

(with truck box) Model# T04045DF150

2

2006 ODB LCT600 Leaf Vac

(with truck box)

2015 Roylan Dam Buoys

Model #B 183080
(new in box) Quanity 12

UTILITIES
COMMITTEE

Patrick E. J. Titterington

100 S. Market Street

P. 0. Box 3003
Troy, Ohio 45373
'WININ. troyohio.gov
phone: (937) 335-1725
(937) 339-8601
fax:
patrick. titterington@troyohio.gov

MEMORANDUM
TO:

Mrs. Baker, President of Cf.::2i~

FROM:

Patrick E. J. Titterington

DATE:

July 10, 2015

SUBJECT:

PROFESSIONAL SERVICES AGREEMENT WITH HAZEN AND SAWYER, D.P.C.

RELATED TO REPLACEMENT OF SCREW PUMPS AT WASTE WATER TREATMENT
PLANT

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RECOMMENDATION:
That Council authorizes the Director of Public Service and Safety to enter into an agreement with Hazen
and Sawyer, D.P.C. of Cincinnati Ohio, for professional design services and construction management
services for the replacement of four influent screw pumps at the Waste Water Treatment Plant at a total
cost not to exceed $160,000.
BACKGROUND:
The Waste Water Treatment Plant operation includes eight screw pumps. $160,000 was included in the
2015 budget for professional services related to replacing four of the screw pumps. These four need to
be considered for replacement based on age and the maintenance being required. It is expected that
the other four will need to be replaced within the next five years.

City staff has completed the selection process for a qualified professional engineering firm to provide the
design for the replacement of these screw pumps, and has recommended that Hazen and Sawyer,
D.P.C. be authorized to perform this work. The cost provided by Hazen and Sawyer would not exceed
$160,000 for services including the actual design, preparation of plans and specifications, providing a
cost estimate for bidding, and the technical construction management services for the construction phase
once a contract has been awarded. As noted in the attached communication, the budgeted amount was
not anticipated to cover the construction management services, but those services are also included in
the $160,000. Construction of this project would not be scheduled until 2016.
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 Hazen and Sawyer, D.P.C. of Cincinnati Ohio, for
professional design services and construction management services for the replacement four of the
screw pumps at the Waste Water Treatment Plant at a cost not to exceed $160,000.

Encl.
cc:

Mayor Beamish

J. Rhoades
C. Butera

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City of Troy

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Troy, Ohio 45373-7303

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phone: 937-339-2641 /fax: 937-339-9341

TO:

PATRICK

E.J. TITTERINGTON,

FROM:

Christy J. Butera, PE, Assistant City Engineer

DATE:

JULY

SUBJECT:

Authorization to Enter into a Professional Services Agreement with Hazen & Sawyer for

DIRECTOR OF PUBLIC SERVICE AND SAFETY

6, 2015

the design of screw pumps at the Waste Water Treatment Plant

Staff has completed the selection process for Screw Pump Replacement Project and is recommending Hazen
and Sawyer to complete the design of the project.
The 2015 budget amount of $160,000 was just anticipated for design work. As a result of the professional
services process we were able to negotiate a contract within this budget that also includes the construction
management services. Staff had anticipated that we would be requesting funds in the 2016 budget for
construction management which will no longer be necessary.
Plant Staff is requesting that legislation be prepared to authorize the Director of Public Service and Safety to
enter into a contract with Hazen and Sawyer at a cost not to exceed $160,000 for the design of replacement
screw pumps at the Waste Water Treatment Plant.
If you have any questions or would like any additional information on this please let me know.

COMMUNITY&
ECONOMIC DEVELOPMENT
COMMITTEE

Patrick E. J. Titterington

100 S. Market Street

P. 0. Box 3003
Troy, Ohio 45373
W'NW. troyohio.gov
phone: (937) 335-1725
(937) 339-8601
fax:
patrick. titteri ngton @troyohio .gov

MEMORANDUM

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TO:

Mrs. Baker, President of

FROM:

Patrick E. J. Titterington

DATE:

July 10, 2015

SUBJECT:

TRADER ANNEXATION

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RECOMMENDATION:
That Council accepts the Trader Annexation.
BACKGROUND:
The Trader Annexation was approved by the City and forwarded to the County. The County accepted the
annexation on April14, and it was returned to the City, received on April 27, 2015.
Based on annexation procedures, no action is taken by Council the first 60 days following receipt by the City,
which would be to June 26. Within the second 60 days, Council provides final acceptance.
RECOMMENDATION:
It would be appreciated if the Trader Annexation could be assigned to a Committee of Council.