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City of Troy

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TROY CITY COUNCIL

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

REVISED NOTICE 8-22-2015: TO ADD ADDITIONAL COMMITTEES

Monday, Aug. 24, 2015, 6:00 PM
Council as Committee of the Whole

1.

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

Board that Council authorize the Director of Public Service and Safety to advertise for bids and
enter into a contract for the Hobart Arena Renovation and Expansion Project at a cost not to
exceed $7,350,000

Buildings Committee

(Snee [Chm.], Oda, Phillips)

1. Provide a recommendation to Council regarding authorizing the Director of Public Service and
Safety to advertise for bids and enter into a contract or the fac.;ade repairs at 121 Public Square at
a cost not to exceed $65,000. This project is funded through a Community Development Block
Grant (CDBG) specifically for this project.
Streets & Sidewalks Committee

(Phillips [Chm.], Heath, Snee)

1. Provide a recommendation to Council regarding:

Increasing the authorization for the Adams Street Improvement Project Phase 2 and a
contract with the L. J. DeWeese Co., Inc. for such project to the amount not to exceed
$555,000 TO $576,695.41.
As this additional expenditure was not included in the 2015 appropriation, including the
appropriation in a reappropriation ordinance.

Consideration of emergency legislation is requested so that payment can be made to the

contractor.
Law & Ordinance Committee
1.

Provide a final recommendation of accepting the Chaney Annexation ( 1.243 acres in Concord
Township and is located off Peters Road).
The County approved the annexation and has
returned it to the City for acceptance.

Other Committees/items may be added.

8 17 2015 8-22-2015
cc :

(Schweser [Chm.), Phillips, Snee)

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

COMMITTEE OF THE
WHOLE

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

Troy, Ohio 45373

TO:

Mrs. Baker, President of .9'-ncil

FROM:

Patrick E. J.

DATE:

August 10, 2015

SUBJECT:

HOBART ARENA RENOVATION AND EXPANSION PROJECT- REQUEST

TO BID PROJECT

Titteringtont'~

RECOMMENDATION:
That Council authorizes the Director of Public Service and Safety to advertise for bids and enter into
a contract for the Hobart Arena Renovation and Expansion Project at a cost not to exceed
$7,350,000.
BACKGROUND:
At the end of 2014, Council authorized an agreement with MSA Architects to design the Hobart
Arena portion of the Riverfront Development Project.
The results of that design project are
discussed in the attached communication.
As discussed in the attached communication, the project cost is now $7,350,000. The increase from
$6.55 million is attributed to:
1. The estimate for capital improvement repairs has increased by $250,000. This repair work
will include renovation and opening of concourses and finishes, replacement of skate
resistant flooring, steel rigging grid work, replacement of arena lighting and controls,
relocation of smoking area, repair to necessary walls and concrete, replacement of
refrigerant condenser and receiver, repairs to exterior concrete canopies, repair exterior
leaks in walls and roofing, replacement of rotted/degraded roof decking, repair of sewer line
leak in corridor floor, replacement of domestic water piping, and replacement of existing
water heaters.
2. The addition of the South Entrance, which will be a main entrance, lobby, and ticket window
near the primary parking lot. The addition of this entrance will allow for a ramp to be built in
part of the current front lobby area in place of one of the box offices to allow for ADA
accessibility.

MEMO- HOBART ARENA RENOVATION AND EXPANSION PROJECT

August 10, 2015
Page Two

This information, including the attached drawing was presented to t he Recreation Board today.
During that meeting, Recreation Director Ken Siler noted that the design includes:

Improving traffic flow into and around the building, including expanding the concourse, and
increasing the profitability of the Arena, were priorities in working with the architect. The
addition of the South Entrance became critical to making those improvement.

Increased restroom capacity.

With the current Arena layout, traditional "back of stage" functions, such as storage, catering
for performers/crew, dressing rooms, and meeting areas are mainly located in the front area
of the building. The design moves these functions to the back of the building, and also
includes a multi-purpose room that could make the Arena attractive for other rentals.

There will be more concession areas located throughout the concourse.

guest to access one line for both food and alcoholic beverages.

This will allow a

It is estimated that construction will take 10 to 12 months. To the extent possible, the Recreation
Director intends that Hobart Arena operations will continue during the construction. However, at
some point during the project, it is estimated that there would be approximately eight weeks with
limited activity.

REQUESTED ACTION:
It would be appreciated if you would assign to a Committee of Council the recommendation of the
Recreation Board that Council authorize the Director of Public Service and Safety to advertise for
bids and enter into a contract for the Hobart Arena Renovation and Expansion Project at a cost not
to exceed $7,350,000.
It is noted that the recommendation of the Recreation Board was by
unanimous vote with all five Board members present. This project would be funded by bond
proceeds.
Encl.

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J illian A Rhoades. PE

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City of Troy

To:

PATRICK

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

Troy, Ohio 45373-7303
phone: 937-339-2641 /fax: 937-339-9341
jillion .rhoades@troyohio.gov

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

T ROY RECREATION BOARD

f ROM:

Jillian Rhoades, PE, City Engineer

Ken Siler, Director of Recreation

DATE:

AUGUST7,

2015

SUBJECT:

Authorization to Bid
Hobart Arena Expansion and Renovation

In 2014, the City of Troy contracted with Crossroads Consulting Services, Tampa, FL, to conduct a feasibility
study to determine recommended improvements to Hobart Arena. Following that study, Troy City Council
agreed to follow through with improvements to Hobart Arena based on recommendations from that study. The
city then contracted with MSA Architects, Cincinnati, OH, for design of the renovation and expansion of Hobart
Arena.
The design construction estimate for this project is $7,350,000. The feasibility study engineer's construction
estimate was $6.55 million. Two (2) items that account for the additional costs are capital improvement repairs
and the south entrance addition.
Capital improvement repair estimate has increased by $250,000, which includes renovation and opening of
concourses and finishes, replacement of skate resistant flooring, steel rigging grid work, replacement of arena
lighting and controls, relocation of smoking area, repair to necessary walls and concrete, replacement of
refrigerant condenser and receiver, repairs to exterior concrete canopies, repair exterior leaks in walls and
roofing, replacement of rotted/degraded roof decking, repair of sewer line leak in corridor floor, replacement of
domestic water piping, and replacement of existing water heaters.
The South Entrance Addition is estimated at $550,000 and is an integral part to enhance the user experience.
The building's original design showed a south entrance to be built in 1950. It provides a main entrance/lobby
near the primary parking lot for the venue where most of the patrons approach the building. From a design
perspective, it improves pedestrian traffic flow in and out of the facility. It also accommodates the need to
relocate several other spaces in the building that are being displaced from the corridor in an effort to improve
and open the corridors. Pedestrian traffic flow has been one of the primary factors in the overall design of the
renovation. The south entrance will also provide a second main entrance, lobby and box office area. It allows
for a ramp to be built in the current/front lobby in place of one of the box offices to meet ADA accessibility code
requirements, which it currently does not meet.
A couple of items are being bid as alternates due to budget constraints.

Boiler System: This would be phase Ill (final phase) of the boiler replacement pr oject that was started in 2010.
Phase I was completed in 2011 and Phase II was completed in 2012. The current estimate for Phase Ill is
$245,000. Phase Ill is to include replacing all of the steam piping of the heating system throughout the building
with new piping and convert the system to a more efficient hot water system. This project will be included in
the bid documents as an alternate. If this portion is not awarded, it will be requested in the 5 year CIP for
Hobart Arena to be accomplished within the next few years.
Catwalk: The catwalk, which is located over the main arena floor, was not addressed in the feasibility study.
This project is estimated to cost $276,000, including demo of the existing catwalk. This project will be included
in the bid documents as an alternate. If this portion is not awarded, it will be requested in the 5 year CIP for
Hobart Arena to be accomplished in the near future.
This project will be bid as two (2) separate bids:
1. Hobart Arena Renovation and Expansion
2. Furniture, fixtures and equipment for food service areas
Staff is requesting that legislation be prepared to authorize bidding and contracting of these projects at a cost
not to exceed $7,350,000. Funds for this project will be reimbursed from bond proceeds.
The proposed Hobart Arena layout has been provided as an attachment for your reference. Please let us know
if there are any questions or concerns.

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FOR MEETING OF COUNCIL AS COMMITTEE OF THE WHOLE

Hobart Arena- Current Layout

Hobart Arena- From Feasibility Study
Hobart Arena- As Proposed and as Recommended by the Troy Recreation Board

Hobart Arena

Current Layout

HOBART ARENA - FROM FEASIBI LITY STUDY

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HOBART ARENA

AS PROPOSED FOR RENOVATION

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1 Plan - Proposed
>bart Arena Expansion and Renovation

MSA sPOrT
August 10, 2015
a diYislon of MSA Archi!e<:ts

BUILDINGS
COMMITTEE

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TROY OHIO

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

cect<>Awtion
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MEMORANDUM
TO:

Mrs. Baker, President of Council

FROM:

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

DATE:

August21, 2015

SUBJECT:

BIDDING CDBG PROJECT- FA<;ADE IMPROVEMENTS AT 121 PUBLIC SQUARE

RECOMMENDATION:
That Council authorizes the Director of Public Service and Safety to advertise for bids and enter into a contract for
fa9ade improvements at 121 Public Square, the funding of which project is from CDBG Funds, in an amount not to
exceed $65,000.
BACKGROUND:
For FY 2014, Council approved CDBG Funding for fa9ade improvements to the Family Abuse Shelter property at 121
Public Square. As discussed in the attached communication from Development Director Jim Dando, the scope of the
project will be to replace the commercial storefront of the building.
$60,000 was budgeted for the fa9ade improvements, and CDBG funds were also budgeted for the design of the work.
The design was actually funded by the building owner. With the savings in the funding from the design, the project can
be authorized in the amount of $65,000. These CDBG Funds must be expended prior to the end of this year.
RECOMMENDATION:
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 advertise for bids and enter into a contract or the fa9ade repairs at 121 Public Square at a cost
not to exceed $65,000.

encl.
cc:

Mayor Beam ish

J. Dando, Development Director

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City of Trov_ _

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100 South Market Street

Troy, Ohio 45373
Telephone: (937) 339-9601
www.troyohio .gov

Date:

August 21, 2015

To:

Patrick Titterington, Director of Public Service and Safety

From:

Jim Dando, Development Director

Subject: Bidding for Fayade

fiff

Renovation~ Public Square

Please ask City Council to consider legislation to authorize bidding of the proposed renovation of the
121 Public Square building at a cost not to exceed $65,000.
This project is part of the CDBG FY 2014 Community Development Block Grant Program, authorized
by City Council's adoption of Resolution # R-25-2014. The proposed work is replacement of the
commercial storefront which was installed in the 1950s-60s. The building is owned and operated by the
Family Abuse Shelter of Miami County, Inc. It is part of the National Register of Historic Places listing
for the Troy Public Square.
The Family Abuse Shelter's architect, Patrick Hansford, has prepared the plans and estimated the cost of
the commercial storefront replacement work at $65,000. Funding in that amount has been approved
through the CDBG program by the Ohio Development Services Agency's Office of Community
Development. The project is included in the 2015 Capital Improvement budget.

STREETS & 51 DEWALKS

COMMITTEE

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Patrick E. J. Titterington
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Q'f\\0 City of Troy

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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
TO:

Mrs. Baker, President of Council

FROM:

Patrick E. J. Titterington

DATE:

August 19, 2015

SUBJECT:

ADAMS STREET IMPROVEMENTS PHASE 2- REQUEST TO INCREASE AUTHORIZATION AND APPROPRIATE

FUNDS TO FINALIZE PROJECT

RECOMMENDATION:

That City Council approves legislation to increase the authorization for the Adams Street Improvements Phase 2 from
$555,000 to $576,695.41 and approves a reappropriation to include the additional funds so that the final payment can be
made to the contractor.
BACKGROUND:

In June of 2014, Council authorized the bidding of the Adams Street Improvement Project Phase 2 at a cost not to exceed
$555,000. A contract was awarded to the L. J. DeWeese Co., Inc. in the amount of $454,978.20. From the contingency
dollars between the base contract and the Council authorization, change orders have been authorized to encumber the
project up to the amount of $550,000.
Towards the end of the construction, the contractor and staff encountered unplanned modifications that were required to
complete the project. Much of that was associated with repairs to and completion of the bike path. The path work had to
be performed in accordance with the specifications of the Miami Conservancy District (MCD} as the path is located within the
MCD property. To comply with those specifications, including the requirement of significant additional fill material,
approximately $56,000 in unplanned costs had to be added to the contract allocation associated with the bike path portion.
In that the bike path ramp work was already underway when the additional costs became known, it was not an option for the
City to cancel performance of that work. Based on the work performed, and as confirmed by staff, the obligation to the
contractor is $26,694.41 over the remaining unencumbered balance for this project.
As noted in the attached communication, there is a balance of $13,830 from the Adams Street Bridge Project permissive tax
revenue to fund part of the additional cost, with the balance available from the fund balance of the Capital Improvement
Fund.
REQUESTED ACTION:

It would be appreciated if you would assign to a Committee of Council consideration of the following:

Increasing the authorization for the Adams Street Improvement Project Phase 2 and a contract with the L. J.
DeWeese Co., Inc. for such project to the amount not to exceed $576,695.41.
As this additional expenditure was not included in the 2015 appropriation, including the appropriation in a
reappropriation Ordinance.

We request the consideration of emergency legislation so that the final invoice can be processed and payment made to the
contractor.

Encl.
Cc:

Mayor Beamish

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Jillion A Rhoades, PE

Q'f\\0 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
jillian .rhoades@troyohio.gov

TO:

PATRICK

E.J. TITTERINGTON,

FROM:

Jillian Rhoades, PE, City Engineer JAR

DATE:

AUGUST

SUBJECT:

Additional Appropriation
Adams Street Improvements Phase 2

DIRECTOR OF PUBLIC SERVICE AND SAFETY

17, 2015

City Council authorized $555,000 from the balance of Permissive Tax funds to complete the Adams Street
Improvements Phase 2 project. The base bid of $454,980 was awarded with the understanding that additional
alternates and change orders may occur to provide project enhancements to lighting, asphalt overlays and
feathering, etc. The contract was amended to $550,000 at the end of 2014. During construction, the
contractor and staff encountered unplanned but required modifications to construction at the end of the project.
Staff has verified the following final costs, which the chart below compares to the original Council
authorization:
Description
Base Bid
Change Order #1 - LED Lighting Upgrade; Curb replacement
on west side of Adams; improvements to Hobart Arena circle
drop off; and handicap replacement on SE corner
Modifications - catch basin addition; Hobart Arena sign
modifications; asphalt rework additions
Bike Path Ramp Modifications - embankmenUfill; asphalt
removal and replacement; concrete wall addition; and soil
testing
Total Project

Amount
$ 454,978.20
$ 45,197.55

20,179.10

56,340.56

$ 576,695.41

As part of the project, the City planned to install a bike path ramp allowing access to the bike path located
along the Great Miami River inside the Levee. Constructing the bike path was required to be in accordance
with the Miami Conservancy District (MCD) specifications, since it is on their property, part of the floodplain
controls, and necessary to maintain the integrity of the levee system. During the actual construction of the bike
path connection, MCD staff required significant additional fill material, which added over $56,000 in unplanned
costs to the contract and which was not able to be calculated until final costs were tallied. Due to the timing of
the bike path ramp additions, the City did not have the option to non-perform these items.
Staff is requesting legislation to amend the project authorization to add a net amount of $21,695.41 to offset
the additional material and labor costs, per the above chart. Funds totaling $13,830.00 are available from the
remainder of the Permissive Tax and the remainder of the requested funds can be allocated from Fund
441.881, the Capital Improvement Fund. In order to expedite the payment process to the contractor, LJ
DeWeese Co., Inc, Tipp City, Ohio, I request the legislation be considered an emergency.
If you have any questions or would like any additional information on this please let me know.

LAW & ORDINANCE

COMMITTEE

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

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City of Troy

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100 S. Market Street

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

MEMORANDUM
TO:

Mrs. Baker, President of Council

FROM:

Patrick E. J. Titterington

DATE:

August 21, 2015

SUBJECT:

CHANEY ANNEXATION

RECOMMENDATION:
That Council accepts the Chaney Annexation.
BACKGROUND:
The Chaney Annexation consists of 1.243 acres in Concord Township and is located off Peters Road . It was
approved by the City and forwarded to the County. The County approved the annexation on May 19, and it was
returned to the City, received on May 26, 2015.
Based on annexation procedures, no action is taken by Council the first 60 days following receipt by the City.
Within the second 60 days, Council provides final acceptance. We are now within that second 60 day period for
consideration.
RECOMMENDATION:
It would be appreciated if the Chaney Annexation could be assigned to a Committee of Council.

ANNEXATION OF TERRITORY TO THE CITY OF TROY

1.243

BE

ACREAGE

TO WN

RANGE

33 -N.W. 1/4
SECTION

CON CORD

MIAMI

TO WNSHIP

COUN TY

OHIO
STATE

OUTLOT 215

S. HOWARD CHENEY

PT. OUTLOT 245

NORTHWEST CORNER
NORTHWEST QUARTER
SECTION 33, TOWN 5,

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S. HOWARD CHENEY D.:B. 793 - 559

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APPROVAL OF MIAMI COUNTY ENGINEER

DESCRIPTION

CERTIFICATJO,

THIS PLAT REVIEWED AND APPROVED

THIS
DAY OF

BEING THE ANNEXATION OF 1.243 ACRE TRACT OF LAND OWNED BY

S. HOWARD CHENEY AS RECORDED IN DEED BOOK 793, PAGE 559.

I HEREBY STATE TO
AND BELIEF THAT THI
DEPICTS THE 1.243 A<
BY MICHAEL W. COZA
VOL 17, P. 193 OF TH
RECORD OF LOT SUR

2014.

MIAMI COUNTY ENGINER

APPROVAL OF MIAMI COUNTY COMMISSIONERS

THE CITY OF TROY COUNCIL
AT A MEETING OF THE COUNCIL OF THE CITY OF TROY HELD THIS
DAY OF
2014 THE ANNEXATION OF THE
OF THE TERRITORY SHOWN HEREIN TO THE CITY OF TROY WAS
APPROVED AND ACCEPTED BY ORDINANCE No. - - - - - -

DAY
THE ANNEXATION OF THIS AREA WAS APPROVED THIS
OF
2014 BY RESOLUTION NO. - - - - -

SEPTEMBER 24, 2014

MIAMI COUNTY COMMISSIONER

MIAMI COUNTY COMMISSIONER

CLERK
MAYOR

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MIAMI COUNTY COMMISSIONER