~tQ'/, Q'f\\0 City of Troy

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Revised Committee Notice- 4-7-4014- adding an additional item

MONDAY, APRIL 7, 2014, 6:00PM

Buildings Committee

TROY CITY COUNCIL COMMITTEE MEETING NOTICE

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

(Snee [Chm.], Oda, Phillips)

1. Provide a recommendation to Council regarding authorizing adoption of the 2012 edition of the International Property Maintenance Code (to replace the current 2007 edition referenced) .

Streets & Sidewalks Committee (Phillips [Chm.], Heath, Snee)

1. Provide a recommendation to Council regarding consent legislation with the Ohio Department of Transportation (ODOT) to participate in their Bridge Inspection Program which ODOT would fund. (ODOT format is emergency legislation.)

2. Provide a recommendation to Council regarding a reappropriation of the Storm Water Fund (after the purchase of two new pieces of equipment that will be used to provide a more efficient leaf collection system).

4-4-2014 REV. 4-7-2014 cc: Council

Mayor Mr. Titterington Mr. Livingston Mr. Stickel Department Heads Chamber of Commerce Government Class Board of Education Media

BUILDINCS

COMMITTEE

TROY OHIO

TO:

FROM:

DATE:

SUBJECT:

1311/j

MEMORANDUM

Mrs. Baker, President of C~il

Patrick E. J. Titteringtorr-ffl

April 3, 2014

PROPERTY MAINTENANCE CODE UPDATE

RECOMMENDATION:

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

That Troy City Council adopts the 2012 Edition of the International Property Maintenance Code (IPMC).

BACKGROUND: In 2007 Council adopted the 2006 edition of the International Property Maintenance Code as the property maintenance and housing code for the City for regulating and governing the condition and maintenance of properties, buildings and structures. That code is periodically updated, and a 2012 edition has been published. Planning Staff has recommended that the 2012 edition be approved so that staff will follow the latest edition. The attached communication discusses updates, highlights of which are:

• Provides specific guidance as to when and how entry may be made to a dwelling or property.

• Requires approval of the code official when utilizing used materials in making repairs.

• Defines the conditions for identifying a dangerous structure or premises.

• Provides a new section related to the emergency disconnect of utilities.

• Provides provisions specifically related to stop work orders.

• Moves provisions regarding "unsafe conditions" to a separate section.

• Provides a section related to incompatible materials.

As the plan is that IPMC codes be updated and published on an approximate three year schedule, Staff has further recommended that legislation adopting the 2012 IPMC also include adopting future editions of the IMPC as they are published.

REQUESTED ACTION: It would be appreciated if you would assign to a Committee of Council consideration of adopting the latest edition of the International Property Maintenance Code as the Property Maintenance Code for the City and adopting future editions when published by the IPMC.

cc: Mayor Beamish T. Davis

DATE:

TO:

FROM:

SUBJECT:

Aprill, 2014

Patrick Titterington, Director of Public Service & Safety

Tim Davis, Planning & Zoning Manager

Property Maintenance Code

100 South Market Street Troy. Ohio 45373

WNW. troyohio.gov

phone: (937) 339-9481

fax: (937) 339-9341

tim.davis@troyohio.gov

Please see the attached memo from Shannon Brandon, Zoning Inspector, regarding a request to adopt the newest International Property Maintenance Code (IPMC). We are currently using the 2006 IPMC code to regulate and govern the condition and maintenance of all property, buildings, and structures. Shannon's memo summarizes the differences between the 2006 edition to the newest edition.

I would suggest that we include language in the ordinance to automatically adopt the newest version of the IPMC. The IPMC comes out with a new version every three years. I have attached ordinance 0-32-2007 which pertains to the adoption of the 2006 IPMC for your convenience.

MEMO To: Tim Davis, Zoning Administrator

From: Shannon Brandon, Zoning Inspector

Date: March 5, 2014

Re: Proposed Change to IPMC

City of Troy, Ohio Planning Division

As you are aware, the City of Troy is currently using the International Property Maintenance Code (2006 edition). Recently, the department received the newest IPMC (2012 edition). Due to several changes within the 2012 edition, I feel that it would be beneficial to the City of Troy to adopt the IPMC (2012 edition) as the current property maintenance code in order for the department to stay abreast of new and relevant code issues which are faced by inspectors on a daily basis.

Several differences between the 2006 edition and 2012 edition are as follows:

• Section 104.3 "Right of entry" has been modified to give specific guidance as to when and how entry may be made to a dwelling or property; and

• Section 105.5 "Approved materials and equipment" has now been added to address the issue of used material being re-used for repairs. Prior authorization from the code official is now required before re-use of materials; and

• Section 108.1.5 "Dangerous structure or premises" is an expansion of the current code which now lists 11 conditions which denote whether a structure or premises is determined to be dangerous. Any or all conditions may be met to make this determination; and

• Section 108.2.1 "Authority to disconnect service utilities" is an expansion of the current code which now authorizes the code official to disconnect any or all utilities to a building, structure, or system in the case of an emergency when necessary to eliminate an immediate hazard to life or property or when a particular utility connection has been made without approval; and

• Section 112 "Stop work order" is a section which re-establishes the criteria for stop work orders including when, how, and by which method a stop work order shall be issued; and

• Chapter 2 "Definitions" lists several new definitions not previously recorded prior to the 2012 edition i.e., Detached, Deterioration, Neglect ... ; and

• Section 304.1.1 "Unsafe conditions" provides clarification and direction as to conditions of an existing building which shall be determined as unsafe and shall be replaced to comply with the International Building Code or the International Existing Building Code; and

• Section 306 "Component serviceability" is a completely new, extensive section which details a list of specific materials used in building and the types of issues which arise with these materials and at which point these materials or combination thereof become unsafe.

The bullet points (list of difference) are strictly from chapters 1 through 3.

The City of Troy would only be enforcing chapters 1-3 (which deal with exterior issues) unless otherwise deemed necessary.

STREETS & SIDEWALKS

COMMITTEE

TO:

FROM:

DATE:

MEMORANDUM

Mrs. Baker, President of ~neil

Patrick E. J. Titteringtonf-ff

April 3, 2014

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

Troy, Ohio 45373

www.troyohio.gov phone: (937) 335-1725

fax: (937) 339-8601

patrick. tittering ton @troyohio .gov

SUBJECT: ODOT CONSENT (PRELIMINARY) LEGISLATION, BRIDGE INSPECTION PROJECT

RECOMMENDATION: That Council approves the preliminary consent legislation provided by the Ohio Department of Transportation (ODOT) to participate in ODOT's Bridge Inspection Program.

BACKGROUND: Troy has 13 bridges that require annual inspections by the City. ODOT is establishing a Bridge Inspection Program that would include ODOT hiring a consultant to perform the annual inspections and provide inspection reports to the City that will be filed with ODOT. These reports are important from a safety documentation standpoint, and help both the City and ODOT identify preventative maintenance work and priority projects. As the City currently does the bridge inspections in-house, while being part of the ODOT program will save some staff time, it will also provide for another entity confirming our analysis of the bridges and work that may be needed. Staff has recommended that the City authorize the consent legislation. As is standard with ODOT, their consent legislation would be an emergency measure.

REQUESTED ACTION: It would be appreciated if you would assign to a Committee of Council consideration of this consent legislation.

Cc: Mayor Beamish D. Swan

City of Troy Engineering Department

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

FROM: Deborah Swan, P.E., City Engineer

SUBJECT: Preliminary Legislation - Consent PID # 97103

DATE: April 3, 2014

Attached is a copy of the Preliminary Legislation for the City to participate in ODOT's Bridge Inspection Program. Troy has 13 bridges that we perform annual inspections on. ODOT will hire a consultant to perform inspections on our behalf. We will receive the inspection reports and file the reports with ODOT as we do not.

After talking with ODOT, we do not see any down side to allowing this to be done by the state, therefore staff recommends that City Council pass the attached Preliminary Legislation.

Please let me know if there are any questions. This is the standard ODOT Consent Preliminary Legislation, and is required to be passed as an emergency.

TO:

FROM:

DATE:

SUBJECT:

MEMORANDUM

Mrs. Baker, President of Co~

Patrick E. J. Titterington f~

April 3, 2014

Patrick E. J . Titterington

Director of Public Service and Safety

Troy, Ohio 45373

www.troyohio.gov

phone: (937) 335- 1725

fax: (937) 339-8601

patrick. titteri ngton @troy ohio .gov

REAPPROPRIATION OF THE STORM WATER FUND, REVIEW OF NEW LEAF COLLECTION EQUIPMENT

RECOMMENDATION: That Council authorizes a reappropriation in the Storm Water Fund related to the purchase of new equipment to provide for a more efficient leaf collection service, saving of staff time, and reduced fuel and equipment maintenance costs related to the leaf collection service.

BACKGROUND: Attached is a communication from the Assistant City Engineer related to the purchase of two pieces of equipment to provide for a more efficient leaf collection service:

• Expenditure of $49,775 for a 20 CY self-contained leaf collection unit, which will be mounted onto a surplus street sweeper chassis the City owns. This surplus street sweeper was authorized to be sold, but did not sell when it was advertised. The retrofitting of the sweeper chassis with the leaf collection unit will provide the City with a very good piece of equipment, the equivalent of which would be about $160,000 for a new unit. Staff has advised that the $49,775 price includes installation and retrofitting, and there will be no other expenses required to have the self­contained leaf collection unit operable and ready to go.

• Expenditure of $48,000 for a 25 CY self-contained trailer unit, which would be retrofitted to work with a Massey Ferguson tractor already owned by the City. The tractor will pull and operate the trailer unit. This new piece of equipment would replace a smaller 1 0 CY manual operating leaf sucking unit. Staff has advised that the $48,000 price includes installation and retrofitting, and there will be no other expenses required to have the self-contained trailer unit/tractor operable and ready to go.

Purchasing the equipment will provide staff with a more automated leaf collection process that will allow them to work more efficiently and will preclude considering adding staff at this time. Further, it is anticipated there would be an annual savings of approximately $20,000 in fuel and related equipment maintenance, while reducing the staff time committed to leaf collection.

Page Two

As these are separate pieces of equipment, each under the $50,000 purchase order threshold established by the State of Ohio, Council does not need to authorize the purchases. Funds are available within the Storm Water Fund balance for the equipment. However, as this equipment was not included in the budget appropriation, Council would need to authorize a reappropriation of the Storm Water Fund at some point.

REQUESTED ACTION: It would be appreciated if you would assign to a Committee of Council consideration of a reappropriation of the Storm Water Fund as discussed herein.

encl. Cc: Mayor Beamish

D. Swan J Rhoades

~tQ'/, Q'f\\0 City of Troy

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To:

FROM:

COPY:

SUBJECT:

MEMORANDUM

PATRICK TITTERINGTON, CITY DIRECTOR

Jillian Rhoades, Asst City Engineer

Jerry Mullins, Street Foreman

DEBORAH SWAN, CITY ENGINEER ~ PROPOSED LEAF COLLECTION EQUIPMENU .

Jillion A Rhoades, PE . . . --1 00 South Market Street

Post Office Box 3003

Troy, Ohio 45373-7303

www.troyohio.gov

phone: 937-339-2641

fax: 937-339-9341

jillion .rhoades@troyohio.gov

DATE: APRIL 3, 2014

The leaf collection process in the City of Troy has been extending well into January for many years. Annually, the published leaf collection operation is scheduled from the middle of October through December. During this time, all nine (9) Street Department employees are tasked with leaf collection. Upon availability, up to three (3) additional employees from other departments assist with leaf collection. The equipment used for leaf collection has been the following:

);> Seven (7) dump trucks, );> Three (3) backhoes, );> One ( 1 ) leaf sucker, );> One ( 1 ) skid steer, );> One ( 1) packer truck, and );> One ( 1 ) sweeper.

This causes delays and sometimes cancellations of other important Street Dept. responsibilities in order to keep leaf collection on schedule. Duties that suffer because of our leaf collection operation:

);> Cold mixing, );> Tree trimming, );> T -bag collection, );> Crack-sealing, );> Asphalting and curbing, );> Right of way and ditch mowing, );> Manhole repair, );> Leaf Collection (additional crew as needed), and );> Snow removal (leaf collection loses valuable time when these events occur).

In the fall 2013, the City visited Greenville (approx. 6,000 homes) to learn about their leaf collection operations. Previously, they operated very similar to the City of Troy leaf collection process - all employees, all available equipment (including backhoes and dump trucks), etc. This year, they purchased a 25 cubic yard (CY) self-contained leaf sucking truck with their Stormwater Fund. The City only used a single employee and the new truck for leaf collection in the fall2013.

During the visit, the self-contained truck collected leaves on a street similar to a Sherwood or Westbrook subdivision street here in Troy. They collected the leaves on four ( 4) blocks, both sides in 30 minutes. The employee never left the truck, even when he was around vehicles parked on the side of the street; then he dumped. The driver stated he averages 5 to 6 loads per day totaling 100 to 120 cubic yards (CY) per day (due to the truck not being 100 percent full when it's dumped).

A typical single leaf collection crew includes one (1) backhoe with a grapple bucket and three (3) dump trucks. Each crew dumps approximately 120-140 CY of leaves per day. Daily, the single truck and employee could collect a comparable amount of leaves to four ( 4) pieces of equipment and employees. This truck could cut the staff required for leaf collection by at least three (3) employees. It would allow the remaining employees to tend to issues that are delayed during leaf collection operation including but not limited to the items mentioned above.

The cost of this truck is nearly $160,000; however, two (2) companies have proposed to retrofit their leaf sucking unit onto a used sweeper chassis. We have a 2004 complete sweeper chassis and mechanism that did not sell on Govdeals.com this past Fall. We are recommending that we mount this unit onto our sweeper chassis instead of trying to re-sell the sweeper. The sweeper chassis can be used to retrofit with a 20 CY leaf collecting unit. The lowest proposed cost for the 20 CY self­contained leaf collection truck is $49,775, which is a savings of over $100,000 in comparison to purchasing a new unit. The low proposal is not on state bid; a higher proposal over $50,000 was obtained that is state bid. We recommend the lower proposed cost unit.

The City also owns and operates a 1 0 CY manual operating leaf sucking unit which requires a dump truck be retrofitted with a temporary collection box in the bed. This is operated by two (2) employees which reduces the number of dump trucks with the backhoes. This unit typically only collects limited sections of town due to the small leaf storage capacity. Due to the low cubic yard capacity, the employees spend the better part of the day dumping the unit as it fills up quickly.

Recently, the City learned about a self-contained trailer pulled behind a tractor and operated by one ( 1) employee. The trailered unit has a 25 CY capacity and is capable of dumping 4 to 5 times per day. These units are used as a leaf collection tool in communities such as Piqua, Clayton, Russia, Ft Loramie and Versailles. From our discussions with these communities, they recommend a tractor due to visibility of equipment and surroundings. The City has a Massey Ferguson tractor, which can be retrofitted in order to pull and operate the self-contained leaf collection trailer. The 25 CY trailer could collect more leaves daily than our existing unit, due to reduced trips to the dump. The cost of the 25-CY self-contained trailer unit is $48.000. The existing leaf sucking unit has an approximate street value of $4,000.

Automating the leaf collection operation would save over $20,000 annually taking into account the reduced fuel usage and backhoe tires replacement. The equipment and personnel savings experienced through the proposed automated leaf collection operation would be utilized for other Street Dept. responsibilities mentioned at the beginning of this memo.

We would like to propose these pieces of equipment be purchased from the Stonnwater fund. The Stormwater fund can handle the equipment cost, but would require additional appropriations if purchased in 2014. I believe by adding this equipment to our fleet, we would increase efficiency, save money, and free up employees for additional tasks during leaf collection season.