The City of Huron, Ohio 417 Main St. Huron, OH 44839 www.cityofhuron.org Office (419) 433-5000 Fax (419) 433-5120 Agenda for the regular session of City Council January 14, 2014 at 6:30p.m. I. Call to order Moment of Silence followed by the Pledge of Allegiance to the Flag II. Roll Call of City Council III. Approval of Minutes Regular meeting of December 30, 2013 IV. Audience Comments V. Old Business Resolution 2013-88 Citizens may address their concerns to City Council. Please state your name and address for the recorded journal. (3 minute limit) A resolution authorizing an agreement with Krock Esser Engineering for the provision of general engineering services. (Tabled at 12-30-13 meeting) VI. New Business Resolution 2014-1 Resolution 2014-2 An annual resolution requesting an advance payment of taxes due the City. A resolution authorizing an agreement with the Erie County Sheriff s Office relating to the provision of emergency dispatch services. VII. City Manager s Discussion VIII. Mayor s Discussion IX. For the Good of the Order X. Executive Session XI. Adjournment
TO: Mayor Hartung and City Council FROM: Andrew D. White, City Manager RE: Resolution 2013-88 DATE: January 10, 2014 Subject Matter/Background As you will recall, this Resolution was introduced and tabled on December 30, 2013. Administration has compiled information to address questions raised at the December 30 th meeting which will be presented at the January 14, 2014 meeting. Since the time of the last meeting, no further questions have been submitted by any member of Council. History This resolution authorizes an agreement with Krock Esser Engineering (KEE) for general engineering services within the city for the years 2014-2015. As you know, the city is currently under contract with KEE (Resolution 2012-82, adopted December 11, 2012) for the term period of January 1, 2013 through December 31, 2014. In the course of preparation of the 2014 Proposed Budget and completion of the Five Year Capital Improvement/Equipment Plan, Administration has realized the need for amendments to this contract in order to provide the same quality service standards but allow for more expedience with the commencement process of design, bid process, and construction engineering. I have included the following explanation in my recent Management Activity Report: There is a great deal of design work needed for 2014 and the current contract is restrictive of anything anticipated to cost in excess of $15,000.00. Under the existing agreement, design projects exceeding this threshold are required by contract to go through the state QBS process which entails advertising and interviewing qualified firms for specific projects. The $15,000.00 threshold was established at a much lower amount then the $50,000.00 cost associated within the Ohio Revised Code. The QBS process can be lengthy and costly. As an alternative, I requested KEE submit a contract proposal which lowers its annual base fee by $12,000.00, from $48,000.00 to $36,000.00 in exchange for a fixed design fee on projects as follows: $0 to $100,000.00 = fixed feed (not to exceed $10,000.00); $100,000.00 - $500,000.00 = 10% of $100,000.00 and 8% over $100,000.00; $500,000.00 to $1,000,000.00 = 8% of $500,000.00 and 7% over $1,000,000.00; and $1,000,000.00 and up = 7%. Utilizing this method, the city retains rights of final acceptance over design build proposals while providing the city with the additional authority to award based on KEE s submission. Under this term a project with an estimated construction cost of $350,000.00 would require payment for design of $30,000.00 ($100,000 x 10% = $10,000.00 + $250,000 x 8% = $20,000.00 for a total of $30,000.00) or 8.5% of the construction estimate. If approved the engineer would then prepare for the bid process. Upon award of bid, the engineering fee is required to be adjusted per the contract based on the awarded bid amount. This would impact design costs paid by the city in the form of an over or underpayment. Under this agreement the city still possesses the authority to seek out alternative engineering options as it sees fit.
This matter has been previously discussed with the Finance Committee and Council and as explained will provide the opportunity for a more expedient process while retaining the level of service that the city has become accustom to and remain compliant with provisions within the O.R.C. Financial Review This contract has been reviewed by Finance and funds have been appropriated in the 2014 budget for engineering services for specific projects as outlined by the 2014 capital improvement plan. Legal Review The Ohio Revised Code allows a municipal corporation to contract for professional engineering services. In that event, the professional engineer serves in the capacity of city engineer and has the ability to perform all applicable engineering services to the municipal corporation. This agreement preserves the city s option of requesting additional proposals while maintaining a guaranteed price estimate from KEE. Recommendation If the Council is in support of the request, a motion to adopt Resolution No. 2013-88 is in order.
RESOLUTION NO. 2013-88 A RESOLUTION AUTHORIZING THE CITY MANAGER TO ACCEPT THE PROPOSAL AND ENTER INTO AN AGREEMENT WITH KROCK ESSER ENGINEERING, INC., (KEE) FOR THE PROVISION OF PROFESSIONAL ENGINEERING SERVICES PROVIDED TO THE CITY OF HURON AT A COST NOT TO EXCEED THIRTY SIX THOUSAND DOLLARS AND 00/100 ($36,000.00) PER YEAR FOR THE CONTRACT TERM OF JANUARY 2014 THROUGH DECEMBER 2015 BE IT RESOLVED BY THE COUNCIL OF THE CITY OF HURON, OHIO: SECTION 1. That the City Manager is authorized and directed to accept the proposal and enter into an agreement with Krock Esser Engineering, Inc, for the provision of engineering services to the City of Huron for the period of January 1, 2014 through December 31, 2015 in an amount not to exceed Thirty Six Thousand Dollars and 00/100 ($36,000.00) per year, which agreement shall be substantially in the form of Exhibit A attached hereto and made a part hereof. SECTION 2. That this Council hereby finds and determines that all formal actions relative to the adoption of this Resolution were taken in an open meeting of this Council and that all deliberations of this Council and of its Committees, if any, which resulted in formal action, were taken in meetings open to the public in full compliance with applicable legal requirements, including O.R.C. 121.22. SECTION 3. That this Resolution shall be in full force and effect from and immediately after its adoption. Brad Hartung, Mayor ATTEST: Clerk of Council ADOPTED:
TO: Mayor Hartung and City Council FROM: Andrew D. White, City Manager RE: Resolution 2014-1 DATE: January 10, 2014 Subject Matter/Background This resolution authorizes a request for an advance payment of property taxes collected by the County Auditor. The total amount requested is equal to $200,000.00 and will be deposited equally into the General Fund ($100,000.00) and Fire Levy Fund ($100,000.00). Without this action the funds will not be received until much later in the year. Financial Review This is an annual request for the advance payment of property taxes due from the Erie County Auditor s Office. The advance payment is included in the current 2014 budget. Legal Review The matter has been reviewed, follows normal legislative procedure and is properly before you. Recommendation If the Council is in support of the request, a motion to adopt Resolution No. 2014-1 is in order.
RESOLUTION NO. 2014-1 A RESOLUTION REQUESTING AN ADVANCE PAYMENT OF THE CURRENT COLLECTION OF TAXES DUE THE CITY OF HURON BE IT RESOLVED BY THE COUNCIL OF THE CITY OF HURON, OHIO: SECTION 1. That the County Auditor of Erie County, Ohio, is hereby requested to advance to the City of Huron, Ohio from any money that may be in the County Treasury to the account of the City of Huron, Ohio, the sum of $200,000.00 as it becomes available, $100,000.00 of which is allocated to the Fire Levy Fund and $100,000.00 to the General Fund; SECTION 2. The City Manager is hereby authorized to certify a copy of this Resolution to the Erie County Auditor together with any other necessary documents as may be required by Section 321.34 of the Ohio Revised Code to permit said advance payment of funds to be made. SECTION 3. That it is hereby found and determined that all formal actions of this Council concerning and relating to the adoption of this Resolution and the subject matters set forth herein were adopted in open meetings of this Council, and that all deliberations of this Council and of any of its committees that resulted in such formal actions were in compliance with all legal requirements, including Section 121.22 of the Ohio Revised Code and the Codified Ordinances of the City of Huron. SECTION 4. This resolution shall be in full force and effect from and immediately after its adoption. Brad Hartung, Mayor ATTEST: Clerk of Council ADOPTED:
TO: Mayor Hartung and City Council FROM: Andrew D. White, City Manager RE: Resolution 2014-2 DATE: January 10, 2014 Subject Matter/Background This resolution authorizes a renewal agreement with the Erie County Sheriff s Office for the provision of emergency dispatch services. The city s dispatch services began to transition to the Erie County Sheriff s Office in 2009 with the utilization of county dispatch during the 11:00 p.m. 7:00 a.m. shifts. In 2012, the City formalized a two year regionalized dispatch agreement with the Erie County Sheriff s Office for twenty-four hour coverage. Since that date, the chiefs of the police and fire departments have served on the Regional Dispatch Advisory Board as the city s representatives. The current agreement is set to expire at midnight on January 24, 2014. The renewal agreement solidifies the same level of service at a modified cost. The city saw no cost increase in 2013 as the service continued at 2012 rates. Per the agreement, the Erie County Sheriff s Office will continue to provide emergency dispatching services for both branches of the city s safety forces utilizing one full time employee. The hourly rate of the employee is subject to increase above the rate established in 2012. The cost of wages and benefits in the renewal agreement total $45,946.29 with a cost not to exceed $50,376.17 to allow for the potential of necessary overtime. Financial Review This agreement has been reviewed by Finance and $45,000 has been appropriated in the 2014 budget. Should the total cost approach the not to exceed amount of $50,376.17, an amendment to the budget will be required. Finance will monitor throughout the year and will propose an additional appropriation should it become necessary. Total actual costs for 2012 and 2013 were $33,440.47 and $42,949.66 respectively. Legal Review The matter has been reviewed, follows normal legislative procedure and is properly before you. As stated above, this renewal agreement is necessary to continue dispatch operations with the Erie County Sheriff s Office. The terms remain generally the same as the previous agreement from 2012. The contract will automatically renew under existing terms for twelve month periods. There exists allowance for amendment and early termination by either party. This agreement is the result of diligent work between Chief Lippert, Chief Osterling and Sheriff Sigsworth. It has been reviewed and approved by counsel for the Sheriff and if approved, will be forwarded to the Erie County Commissioners. Recommendation If the Council is in support of the request, a motion to adopt Resolution No. 2014-2 is in order.
RESOLUTION NO. 2014-2 A RESOLUTION AUTHORIZING AND DIRECTING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH THE ERIE COUNTY SHERIFF FOR THE PURPOSE OF THE PROVISION OF EMERGENCY DISPATCH SERVICES TO THE CITY OF HURON AT AN ANNUAL COST NOT TO EXCEED FIFTY THOUSAND THREE HUNDRED SEVENTY SIX AND 17/100 DOLLARS ($50,376.17) FOR THE DURATION OF THE AGREEMENT COMMENCING UPON EXECUTION BY ALL PARTIES. BE IT RESOLVED BY THE COUNCIL OF THE CITY OF HURON, OHIO: SECTION 1. That the City Manager is authorized and directed to enter into an agreement with the Erie County Sheriff for emergency dispatch services for the City of Huron for a term commencing January 24, 2014 through December 31, 2014 with automatic renewal at an annual cost not to exceed Fifty Thousand Three Hundred Seventy Six and 17/100 Dollars ($50,376.17), which agreement shall be in substantially the form of Exhibit A attached hereto and made a part hereof, commencing upon execution by all Parties. SECTION 2. That this Council hereby finds and determines that all formal actions relative to the adoption of this Resolution were taken in an open meeting of the Council and that all deliberations of this Council and of its committees, if any, which resulted in formal action, were taken in meetings open to the public in full compliance with applicable legal requirements, including O.R.C. 121.22. SECTION 3. That this Resolution shall be in full force and effect immediately upon its adoption. Brad Hartung, Mayor ATTEST: Clerk of Council ADOPTED: