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Monday July 9, 2018 1:00 P.M BEAVERCREEK TOWNSHIP AGENDA PACKET REGULAR TRUSTEES’ MEETING MONDAY JULY 9, 2018 1:00 P.M. Agenda: Pages 2-3 Administrator: Pages 4-38 • Rotary Park Agreement Pages 4-22 • Greene County Sheriff’s Office: Pages 23-35 • TA Goals Update Pages 36-38 Human Resources: Pages 39-40 • Biweekly Activity Report Zoning: Pages 41-45 • Biweekly Activity Report Information Technology: Pages 46- 182 • IT Infrastructure Phase I pages 46-175 • Biweekly Activity Report Pages 176-182 Road: Pages 184-187 • Accept Salt Bid Pages 184-186 • Biweekly Activity Report Page 187 Fire: Pages 188-206 • Acceptance of donation of a picnic table Page 188 • Request approval to purchase budgeted license renewal for Priority Dispatch Pages 188-189 • Request approval to purchase budgeted capital EMS equipment for Station 65 Pages 189-190 • Request approval to purchase budgeted EMS training equipment Pages 191-192 • Biweekly Activity Report Pages 193-197 07/09/2018 1 of 206 Activity Agenda Regular Trustees’ Meeting Monday July 9, 2018, 1:00 p.m. Community Room, Lower Level of Fire Station #61, 2195 Dayton-Xenia Road, Beavercreek, OH 45434 2019 Tax Budget Hearing Pledge of Allegiance - Moment of Silence • Approve Agenda for the July 9, 2018 Meeting • Accept the General Ledger Report, in the amount of $314,863.96, for the 07-03-18 payroll • Accept the Payment Listing Reports, in the amount of $122,076.58, for payments through 07-06-18 • Approval of Minutes Prescheduled Speakers: • Congressman Turner’s Office-Marty Heide • Greene County Parks & Trail-Jon Dobney Citizens Desiring to Speak (Each Speaker is Limited to 3 Minutes) Old Business: • None New Business: • None Administrator: • Rotary Park Agreement • Greene County Sheriff’s Office: o Biweekly Activity Report • TA Goals Update • Request to Schedule Special Meeting- Software Solutions VIP Human Resources: • Biweekly Activity Report Zoning: • Biweekly Activity Report Agenda Page 1 of 2 07/09/2018 2 of 206 Information Technology: • IT Infrastructure Phase I • Township Website Update • Biweekly Activity Report Road: • Accept Salt Bid • Biweekly Activity Report Fire: • Acceptance of donation of a picnic table • Request approval to purchase budgeted license renewal for Priority Dispatch • Request approval to purchase budgeted capital EMS equipment for Station 65 • Request approval to purchase budgeted EMS training equipment • Biweekly Activity Report Legal Advisor: Fiscal Officer: Trustees: • Miami Valley Regional Planning Commission (MVRPC) • MVRPC Technical Advisory Committee (TAC) • Regional Planning and Coordinating Commission of Greene County (RPCC) • Health Department District Advisory Council • School Superintendent, City Manager and Township Representative • Wright Patterson AFB Restoration Advisory Board • Investment Oversight Committee Adjourn Agenda Page 2 of 2 07/09/2018 3 of 206 ROTARY PARK Lease Agreement This Lease Agreement is made this ____ day of ______ ________, 2018 by and between the CITY OF BEAVERCREEK (hereinafter “City”) as Lessee and BOARD OF TRUSTEES OF BEAVERCREEK TOWNSHIP (hereafter “Township”) as Lessor. WITNESSETH WHEREAS, the City is a corporate entity located entirely within the Township; and WHEREAS, Rotary Park (hereinafter “Park”) is owned or under the control of the Township and located outside the City corporate limits; and WHEREAS, the Park is utilized by residents of the incorporated and unincorporated areas of Beavercreek Township; and WHEREAS, the City is currently providing certain services for the Park and the Park’s users according to an agreement with the Township; and WHEREAS, it is the intent of the City and Township to share in the costs incurred and revenues collected by the City so as to maintain the Park and provide activities in the Park; and WHEREAS, it is the intent that there be cooperation by and between the Township and the City in the sharing of the Park’s operating costs for the benefit of all their residents; NOW, THEREFORE, in consideration of the mutual covenants and promises set forth herein, the parties agree as follows: 1. LEASE TERMS The Township hereby agrees to the lease of Rotary Park as described in Exhibit “A” attached hereto, to the City upon the terms contained in this Agreement. 2. CITY SERVICES The City shall provide, perform, or cause to be performed, the following services for Rotary Park: routine maintenance and repair of Park equipment, facilities and grounds; the scheduling, programming and providing of Park activities; the collection of revenue derived from Park activities; separate accounting for all Park expenses and revenues; the preparation of an annual Park operating budget; and assistance and advice to the Township in the planning and preparation of Park improvements. Page 1 of 10 07/09/2018 4 of 206 3. OPERATING BUDGET During the City’s budget preparation period, the City shall prepare an annual operating budget for the Park for the upcoming calendar year. The annual Park operating budget shall include all proposed expenditures planned by the City in connection with the provisions of services to be provided by the City as required by this Agreement during the upcoming calendar year, the total revenue estimated to be received and collected by the City from activities at the Park and fees to be charged to user of the Park during the upcoming calendar year. The City shall provide a copy of the proposed Park operating budget and schedule of proposed fees to the Township for its review and comment prior to final adoption by the City. It is understood by the parties that the City will not be responsible for any capital expenditures. 4. CAPITAL IMPROVEMENTS AND FIXED ASSETS The Township and City shall work together cooperatively to plan for the installation of future Park improvements and assets. However, it is understood by the parties that the Township shall be responsible for determining all future capital improvements and fixed assets to be installed at the Park and for the payment of the cost of such improvements and assets. All such improvements shall be the sole property of the Township. Any such improvements which will have a significant impact on operating and maintenance expenses shall first be agreed to by both the Township Board of Trustees and the City Council. If the Township offers to deed the Park to the City and the City agrees to accept the Park, Park is deeded to the City, allany fixed assets and/or improvements shall become the sole property of the City without contribution. The City shall not be required to accept the land, any fixed asset, or any improvement that cannot be conveyed, transferred or assigned to it free and clear. 5. PARK USER FEES AND REVENUES The City may charge and collect fees for the use of Park facilities, the participation in programs and activities at the Park, and the operation of concessions conducted at the Park. All such fees and revenues collected shall be deposited by the City in a separate revenue account(s) to be used solely for funding Park operating expenses as described further in Section 6. 6. EQUAL SHARING OF PARK OPERATING PROFIT OR DEFICIT For purposes of this Agreement, the operating profit or deficit shall be defined as the difference between the total of all operating revenues (excluding tax monies) received by the City in connection with its operation of the Park and the total of all direct and imputed costs (excluding capital improvement and administrative oversight) associated with maintaining the Park facilities, providing the programming and supervising the use of Park facilities for organized athletic and recreational purposes, and operating concessions at the Park during the preceding calendar year. The resulting operating profit (positive sum) or operating deficit (negative sum) shall be shared 50 percent (50%) by the City and 50 percent (50%) by the Township. An accounting will be provided to the Township on or before June 15 and December 15 of each year. Page 2 of 10 07/09/2018 5 of 206 7. TOWNSHIP PAYMENTS By February 15 of each year the City shall notify the Township of the Township’s portion of the Park operating deficit, if any, for the preceding calendar year. The Township shall make payment of this amount of their share of an operating deficit to the City in two (2) semi-annual installments with the first due June 15 and the second being due December 31 of the then-current calendar year. Semiannual invoices will be sent to the Township for payment of current year expenses during the calendar year in which they occur. This billing process will begin in 2011. 8. OWNERSHIP OF CAPITAL IMPROVEMENTS AND FIXED ASSETS A. Previous Capital Improvements – It is acknowledged by the parties hereto that certain Park capital improvements and equipment have previously been purchased and financed by either the Township and/or the City. These certain improvements or items of equipment are listed in Exhibit “B”, attached hereto and incorporated herein, and shall be deemed to be solely owned by the party whose name appears opposite the description of the improvement or equipment. Any cityCity-owned improvement or equipment contained in Exhibit “B" may, at the party’s mutual agreement, be included in any asset distribution as provided for in Section 11 (B) of this Agreement. B. Future Capital Improvements - Any Park capital improvements or assets purchased during the terms of this Agreement shall be paid for solely by the Township and owned by the Township. The manner of disposing of such capital improvements or assets shall be determined solely by the Township. Proceeds, if any, or losses, if any, resulting from the disposition of such capital improvements or assets shall belong to the Township. 9. INSURANCE The City and the Township shall each be responsible for obtaining their own respective liability insurance and any other insurance they deem appropriate during the term of this Agreement.
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