S T A F F R E P O R T

For the BusinessMeeting of January 6, 2015

December 4, 2014

FROM: Douglas Adkins, City Manager

Purpose

To request approval of a contract to repair the roof at thePioneer Cemetery Vault and to request supplemental appropriation of fundsnecessary to complete the contract.

Background and Findings

Over the past several years, the Cemetery Board hassolicited funds to replace the damaged roof on the Vault at Pioneer Cemetery.Through their persistence and hard work, the Board has accumulated $20,929.00towards roof renovation.

Restoration of the roof to historical standards requires specialized work withslate and copper. Two bids have been solicited from contractors qualified tocomplete this type of work. The lowest bid was from Bayless Roofing & SheetMetal for $26,755.00.

The vault roof has been a source of contention for several years and the roofitself has been covered by tarp for a number of years, in violation of ourproperty maintenance code. As we prepared to close the 2014 books, there wasenough appropriation authority in the Community Revitalization Board-up accountto make up the difference needed to complete the job. A purchase order was createdto encumber the balance needed to complete repairs. This is a long termdistraction that can now be completed, allowing us to move on to otherprojects.

The solicited funds for the cemetery vault repair have notbeen budgeted in 2014 or 2015. Staff is seeking authority to sign the contractwith Bayless Roofing & Sheet Metal for $26,755.00 and is seekingsupplemental appropriation of $20,929.00 (the local funds solicited by theBoard for this project) from account # 100.000.24831 to complete the roofrenovations.

ALTERNATIVES

The alternative would be to not approve the contract andappropriation. The Community

Revitalization Purchase Order would be cancelled, thesolicited funds would remain unappropriated in the account, and the roof willcontinue to be tarped and in violation of the property maintenance code.

EMERGENCY/NON EMERGENCY

Non-emergency

MIDDLETOWN CITY COUNCIL AGENDA

TUESDAY, January 6, 2015

BUSINESS MEETING- 5:30 pm – COUNCIL CHAMBERS – LOWER LEVEL

1. MOMENT OF MEDITATION/PLEDGE OF ALLEGIANCE TO THE FLAG

2. ROLL CALL

3. CITIZEN COMMENTS, GUESTS, ORGANIZATIONS’ REPORTS

4. CITY MANAGER REPORTS

5. CONSENT AGENDA. . . Matters listed under the ConsentAgenda are considered to be routine and will be enacted by one motion and onevote of consent. There will be no separate discussion of these items. Ifdiscussion is desired, that item will be removed and considered separately.

(a) Approve City Council Minutes: November 4 & November18, 2014

(b) Receive and File Board & Commission Minutes:Planning Commission November 12, 2014

(c) Confirm Personnel Appointments:

 Property Officer-David Swartzel  Part-Time BuildingCleaner- Karol Cox

(d) Confirm Board & Commission Appointments

Building and Housing Appeals Board: Tim Blashock

City Income Tax Review Board: Jeff Nye

Citizens Advisory Board to Police: Wendy Kissel representingNAACP,

Bill Keith representing Neighborhood Watch, Wanda Gloverrepresenting the 2nd Ward Community Council, Katrina Wilson, resident, Steve Bohannon,resident filling a vacancy for a term that expires in 2015

Convention & Visitors Bureau: Mike Friedman, BridgetKinney

Health & Environment Board: Leslie Ford

Historic Commission: James Stabler, Mike Taylor

Middletown Cemetery Board: SharonWhipple

Park Board: Steve Lewis

Planning Commission: Joanne Mejias, Mike Friedman, DavidKash

Tax Incentive Review Council: Ron Carter

Board of Zoning Appeals: Fred Gibson, David Kash

(e) To authorize a contract with Environmental FieldServices, Inc., of Lewis Center, Ohio, in the amount of $56,184 for theinstallation of monitoring wells and surrounding bollards adjacent to the HookField Municipal Airport.

6. COUNCIL COMMENTS MIDDLETOWN CITYCOUNCIL AGENDA

TUESDAY, January 6,2015

LEGISLATION

1. Ordinance No. O2014-70, an ordinance changing the zoningclassification for approximately 112 acres of land located at 4927 Shaker Road toa BCF (Business Center Flex) District. (2nd Reading)

2. Ordinance No. O2015-01, an ordinance authorizing acontract with Voya Financial for administration of the City’s employee health care stop lossprogram and declaring an emergency.

3. Ordinance No. O2015-02, an ordinance authorizing the CityManager to enter a professional services contract with Kaiser MedicalCorporation for medical and nursing services for incarcerated prisoners in theCity jail and declaring an emergency.

4. Ordinance No. O2015-03, an ordinance authorizing acollective bargaining agreement with AFSCME Local 856-A (Transit) for the yearsOctober 1, 2014 through September 30, 2016 and declaring an emergency.

5. Ordinance No.O2015-04, an ordinance establishing a procedure for and authorizing a contract withBayless Roofing and Sheet Metal for the repair of the pioneer cemetery vaultroof. (1^st Reading)