Post Meeting Notes added 20 Feb 2013:  For the Feb 19th Administration / Public Works Committee meetings.   

To look for the agenda's yourself go to www.hhoh.org then go to City Council and look for Meeting Information & Audio/Video.  Official city minutes will be published there in a few weeks.  I've {   } post meeting notes.  My summaries of the read aheads are italized, commentary written prior to the meetings are in normal font.

Public Works Committee
Has scheduled a meeting Feb 19, 2013 at 4:00 pm at City Hall 6131 Taylorsvilee Rd to discuss:

• Montgomery County Environmental Services Incentive Grant - The city would like to put rubber mulch at the parks.  The total cost is estimated at about $50,000.  This grant would pay 70% of the cost.

• Parks and Recreation Board - Parks Review Process - The attached handout shows inspection results.

• Trash Hauling RFP Update  - The bids were received Feb 15th, 2013. {I've posted the pricing portion of the bids.  You can find them in the download section.  I have additional notes there.  From the committee meeting discussion we heard that people that are away from their homes for awhile (definition of awhile was not discussed but would include those that go to FL for the winter) would be able to stop service.  Also, everyone pays for recycling service whether they chose to recycle or not.

• United Water Contract {United Water's contract with the city ends Dec 31st.  They would like to negotiate an extension now because their lease for their office / printers / etc runs out Dec 31st.}   

• Food Truck Zoning {City staff asked to hold off on giving a recommendation because a group of local vendors meets 20 Feb and would like to provide input.  Also, both Dayton and Clayton are defining their process and city staff would like to discuss with their counterparts the issue.  There was one vendor who has been trying to get the city to let him operate since Oct.  Currently where he wants to operate is zoned B2.  This means he needs zoning commission approval.  Zoning commission told him they won't look at the issue until city council gives them new guidance.  Council told this vendor he could operate today if he found a place that was zoned B3 that would allow him to park there.  They also told him not to expect council to do anything concerning where he wants to park for at least 2 months.   The problem with this solution is that the new rules council is considering will also affect B3 so he could set up today and then not be allowed there in 3 months.  I'm empathetic to this gentlemen's situation and think council should look at his specific situation and given him specific guidance.} 

• Sign Code Updates {This was a long discussion concerning if the city wants to approve whether vendors should be able to put up gateway signs (aka pretty billboards).  There were still many questions left open and city staff was directed to gather more information and make recommendations.}

• Thomas Cloud Park Usage - I was on a business trip last week, I understand this was an interesting discussion that involved the city possibly buying 10 more acres.  I heard there is some concern it would change the soccer fields in a negative manner.  Maybe Janell or Dan will post some background.  No read ahead. {Meeting ran out of time before we got here}

Administration Committee
Has scheduled a meeting Feb 19, 2013 at 6:00 pm at City Hall 6131 Taylorsvilee Rd to discuss:

• Vacation Leave Extension - Fire Division {An employee has not been able to use leave within the defined city policy, the Fire Chief indicated this is because the Fire Chief has had him working on a special project and that taking him off the project would cost the city more than adjusting the leave policy.  The FC asked for an exemption to policy) 

• City Marketing - the committe will discuss authorizing marketing to spend $26,000 to promote the Aquatic Center {The city will start the major advertising campaign for the Aquatic center in April and will buy newspaper, radio and TV advertisements. I know previously council had taken $40,000 of the marketing budget in order to hire CSL to do some of the due diligence for the Music Center.  The $26,000 was part of the computation that determined the original marketing buget, the $40,000 was not.  I didn't hear any discussion about how much of the total marketing budget remains or what other projects are intended}

• Music Center - {The developer talked about what it would take to make this an enclosed facility.  The method examined would be to start with the current design and then re-engineer to enclose.  The additional price for doing this way was estimated at about $8 million.  Opinion; not sure how useful this discussion was since it wouldn't make any sense to start with this design and then try to enclose it through re-engineering.  A more useful excersise would have been approach it the same way they approached the current outdoor design.  That is, find one they like that has already been built and figure out how much it would cost to build it.}

• The Heights Development/Carriage Trails - no read ahead {The developer needs more lots.  A seventh amendment to the agreement between the city and the developer is forth coming.  The amount the city will contribute will be about $700,000 which will be recovered via "special assessment" to the property owners.  From the discussion;  For unsold lots the developer starts paying the assessment two years after creation of the assessment.  If lots are sold (and platted) then the buyers start paying the special assessments when they pay their property taxes. There will not be any attempt at "collateral" this time.} 

• Lawn Care Maintenance Agreements - In the last council meeting there were two items authorizing the city to get bids for lawn mowing one is expected to be for $25,000 and the other is expected to be for $50,000 neither tells us which properties will be included.  Remember last year council gave a no bid contract of $90,327 to combine with the $65,000 of work provided by the YMCA to make sure the Recreational Facility lawn was taken care of.  The read ahead tells us this will be dealing with the contract for the recreational facility {The city plans on extending the original no-bid contract for two more years.  The hope is this company will be able to make the grass as pretty as the grass at Carriage Trails.  I did not hear a discussion on what properties are covered by the other recent contracts.  I also would have been interested in knowing how much it costs to maintain the soccer / baseball fields at Thomas Cloud.  That was not discussed.  The impression is council knows the aquatic center maintenance is more expensive but they are willing to pay it because they want this property to look better.} 

• Supplemental Appropriations - There is lots of money in capital funds and a shortage in general funds, council has asked the finance director to figure out appropriate ways to move funds from one to the other.  This is another "find".  Looks like they will wait until the meeting to explain the logic and method.
• City Financial Accounting {Found about $400,000 more to move back to the general fund, detailswere discussed at length but were not provided in writing.  We should see them in the resolution when it comes up during a regular council meeting.  Discusion;  The state, as they do every year, is currently auditing the city's past year financial statements.  Though they are not specifically looking at these transfers, the finance director has had the opportunity to discuss the transfers and has received informal guidance to make sure everything is on the up and up.  The city also hires outside auditors to look at the numbers.  This will occur later in the year.  Item of interest:  The Chair of the Administration committee stated that there will be no city levy asking for an increase in taxes on the ballot in 2013.} 
• Board and Commission Appointments

• Huber Heights Codified Ordinances Updates - Open the attachment and that shows a listing of the code sections that have been changed this year.
• Executive Session – Pending or Imminent Litigation

ARTS AND BEAUTIFICATION COMMISSION
 City Hall - Council Chambers  6131 Taylorsville Road  February 19, 2013  6:30 P.M.
1 Call Meeting To Order
2  Roll Call
3 Opening Remarks By The Chairperson
4  Presentations
 Parade 2012 - Chief Mark Ashworth
 The Music Center At The Heights - Ken Conaway
5  Old Business
 Events Calendar - 2013
 Adopt the Road Program
6  New Business
 Election of Officers - 2013
 Electronic Recyling - Goodwill
7  Additional Business and Announcements
8  Approval of Minutes
 Approval of the minutes of the January 16, 2013 Arts & Beautification Commission meeting.
9  Upcoming Meetings
 March 18, 2013
10   Adjournment

CITIZENS WATER AND SEWER ADVISORY BOARD Police Community Room 6121 Taylorsville Road February 19, 2013 6:00 P.M.   Members: William Harvey, Chair; Steve Corcoran, Co-Chair; Raymond Gaier; Steven Duckro; Samuel Robinson; Stephanie Shultz; and William Wright.
1					Call Meeting To Order
2					Roll Call
3					Approval of Minutes
4					Customer Comments
5					Staff Report
6					United Water Report
7					Old Business
8					New Business
9					Upcoming Meetings - March 18, 2013
10					Adjournment