Q'f\\0 City of Troy

Wednesday, June 10, 2015, 5:45 PM

Streets & Sidewalks Committee

TROY CITY COUNCIL COMMITTEE MEETING NOTICE

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

(Phillips [Chm.], Heath, Snee}

1 . Provide a recommendation to Council regarding increasing the authorization for the North Market Street/Piqua-Troy Road/Troy-Urbana Road realignment project from $780,300 to the amount of $806,422.20. Consideration of emergency legislation is requested.

Utilities Committee (Tremblay [Chm.], Clark, Twiss}

1. Provide a recommendation to Council regarding expressing the intent of the City of Troy to negotiate jointly with other cities in the region through the Miami Valley Communications Center (MVCC} on one price schedule under which street lighting services shall be provided. Due to the time frame in which the intent is to be transmitted, consideration of emergency legislation is requested.

Personnel Committee (Clark [Chm.], Kendall, Twiss}

1. Provide a recommendation to Council regarding the recommendation of the Troy Recreation Board that Council amend the salary ordinance to establish the position of Concessions/Food & Beverage Manager at the pay grade of MGT -1 (range of $47,994.95- $56,233.02}.

Other Committees/items may be added.

6-9-2015

cc: Council Mayor Mr. Titterington Mr. Livingston Mr. Stickel Department Heads Chamber of Commerce Bd of Education media

STREETS & SIDEWALKS COMMITTEE

Q'(\\Q City of Troy Patrick E. J. Titterington Director of Public Service and Safety

100 S. Market Street, P. 0. Box 3003 Troy, Ohio 45373-7303 Phone: (937) 335-1725 fax: (937) 339-8601 patrick. titterington @troyohio .gov

TO:

MEMORANDUM

Mrs. Baker, President of

Patrick E. J. Titterington { lfc;; FROM: DATE: June 5, 2015

SUBJECT: INCREASING AUTHORIZATION FOR TROY URBANAfTROY PIQUA/N. MARKET STREET INTERSECTION REALIGNMENT

RECOMMENDATION: That Council increases the authorization for the North Market Street/Piqua-Troy Road/Troy-Urbana Road Intersection Realignment project so that final payment can be made to the contractor.

BACKGROUND: In 2014 Council authorized bidding and contracting for realigning the intersection at North Market StreeUPiqua-Troy Road/Troy-Urbana Road in an amount not to exceed $780,300. $350,000 of the project cost was funded through a grant from the Ohio Public Works Commission (OPWC). Following the bidding process, the contract was awarded to Double Jay Construction, Inc. The project was recently completed.

As discussed in the attached communication from the City Engineer, during construction the contractor and the City discovered that less than favorable soil conditions resulted in instability and the need for significantly higher quantities of fill materials. These materials were used during the installation of sanitary, storm, and water lines, as well as road reconstruction.

The following are the final costs, which have been verified by staff, and which indicate the funds to which the additional costs would be allocated:

ll.escFiption Fund eeuneil Afilditi'GAal Revised Total Authorization

OPWC 442 $ 416,400.00 $- 1t$ ,246t.tOC> $ 403,154.00 Stormwater 709 $ 164,400.00 $ 1J,f9a.$6 $ 177,595.36 Water 710 $ 91,000.00 $ 1,42a.B()) $ 98,425.80 Sanitary Sewer 711 $ 108,500.00 $ t t3,747i04 $ 127,247.04 Total Project - $ 780,300.00 $ 26,122.20 $ 806,422.20

Funds are available within the existing appropriations to support these increases.

REQUESTED ACTION: It would be appreciated if you would assign to a Committee of Council increasing the authorization for the North Market StreeUPiqua-Troy Road/Troy-Urbana Road realignment project from $780,300 to the amount of $806,422.20. So that final payment can be made to the contractor, consideration of emergency legislation is requested.

Encl. Cc: Mayor Beam ish

Mrs. Rhoades

Q'f\\0 City of Troy

TO: PATRICK E.J. TITTERINGTON, DIRECTOR OF PUBLIC SERVICE AND SAFETY

FROM: Jillian Rhoades, PE, City Engineer JAR

DATE: JUNE 5, 2015

SUBJECT: Additional Appropriation

Jillian A Rhoades, PE . --100 S. Market Street, P. 0. Box 3003 Troy, Ohio 45373-7303 phone: 937-339-2641 /fax: 937-339-9341 jillian .rhoades@troyohio.gov

Troy-Urbana Road, Piqua-Troy Road Intersection Reconstruction

The Troy-Urbana Road, Piqua-Troy Road Intersection Reconstruction project was recently completed by Double Jay Construction, Inc. of Englewood, Ohio. During construction, several unforeseen issues occurred including unstable soil conditions for utility installation and roadway reconstruction.

Due to the necessary reappropriation of monies per fund and unforeseen unstable soil conditions, staff is requesting additional funds be appropriated from the following sources:

Description Fund Council Bid Results Additional Revised Total Authorization Authorization Authorization

OPWC 442 $ 416,400.00 $ 389,120.41 $ - 13,246.00 $403,154.00 Stormwater 709 $ 164,400.00 $ 167,687.38 $ 13,195.36 $ 177,595.36 Water 710 $ 91,000.00 $ 94,196.87 $ 7,425.80 $ 98,425.80 Sanitary Sewer 711 $ 1 08,500.00 $ 111,356.92 $ 18,747.04 $ 127,247.04 Total Project - $ 780,300.00 $ 762,361.59 $ 26,122.20 $ 806,422.20

Staff is requesting legislation to authorize additional funds be appropriated for the Troy-Urbana Road, Piqua-Troy Road Intersection Reconstruction not to exceed $806,422.20. In order to expedite the payment process to the contractor, Double Jay Construction, Inc., I request the legislation be considered an emergency.

Residents have voiced concern about site distance issues when traversing from Troy-Urbana Road to North Market Street. Site distance issues will be remedied by city staff in the coming months.

If you have any questions or would like any additional information on this please let me know.

UTILITIES COMMITTEE

TO:

FROM:

DATE:

SUBJECT:

MEMORANDUM

Mrs. Baker, President of ColfJ/

Patrick E. J. Titterington r111 June 8, 2015

NEGOTIATING FOR STREET LIGHTING CONTRACT

RECOMMENDATION:

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

Troy, Ohio 45373 WW\111. troyohio.gov phone: (937) 335-1725 fax: (937) 339-8601 patrick. ti tteri ngton @troyohio .gov

That Council authorizes the Miami Valley Communications Center (MVCC) to act on the behalf of Troy for the street lighting contract.

BACKGROUND: Troy's current agreement for street lighting expires at the end of this year. For the most recent contract, Troy has been one of approximately 17 area communities negotiating the street lighting contract through MVCC. For the current three-year contract, Troy's estimated savings in street lighting costs has been estimated to be about $220,000, or about a 19o/o savings.

The MVCC has asked that those communities that intend to be part of the negotiations for the next contract provide authorization no later than July 15.

REQUESTED ACTION: It would be appreciated if you would assign to a Committee of Council expressing the intent of the City of Troy to negotiate jointly with other cities in the region on one price schedule under which street lighting services shall be provided. Due to the time frame in which the intent is to be transmitted, consideration of emergency legislation is requested.

Cc: Mayor Beamish

PERSONNEL COMMITTEE

TO:

FROM:

DATE:

MEMORANDUM

Mrs. Baker, President of

Patrick E. J. Titterington

June 8, 2015

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.titterington@troyohio.gov

SUBJECT: RECOMMENDATION FROM RECREATION BOARD - CREATE POSITION OF CONCESSIONS/FOOD & BEVERAGE MANAGER

RECOMMENDATION: That Council considers the recommendation from the Troy Recreation Board to establish the FLSA exempt position of Concessions/Food & Beverage Manager to oversee the concession operations at both the Hobart Arena and the Troy Aquatic Park (TAP).

BACKGROUND: Currently the City contracts for a vendor to operate the food and non-alcoholic beverage concession operation at the Hobart Arena and City staff operates the alcoholic beverage concession at the Hobart Arena and the food and beverage (non-alcoholic) concession at the TAP. The current agreement for the concession vendor at the Hobart Arena expires at the end of June.

As a part of the plan for the renovation of the Hobart Arena (including expanded concession areas in both size and number) consultants have recommended that all concession operations at the Arena be handled by staff. This would make concession purchases more convenient for the customer and should positively impact concession revenues. Customers now have one line/location to purchase alcoholic beverages and an entirely separate line/location for other concession purchases. The recommendation further included that a staff person be dedicated as Concession/Food & Beverage Manager to oversee the concession operations.

The Recreation Board recently reviewed the following information (which is attached):

Concession Operations Plan Position Description for the new position of Concessions/Food & Beverage Manager Hobart Arena Income & Expense Comparison Summary for the concession operations

The Recreation Board forecasts a $21 ,000 per year increase in net revenues once renovations are complete. These figures are supported by the City Auditor.

Page Two

The Troy Recreation Board and staff do not intend to bring any other concession operations in-house. Further, it is the plan of the Troy Recreation Board and staff to eventually partner with non-profit organizations within the Troy community to work concession operations, thereby supporting the fund raising efforts of the non-profit organizations. This would be modeled off the arrangements other venues have established with the non-profit community.

REQUESTED ACTION: It is the recommendation of the Troy Recreation Board that Council amend the salary ordinance to establish the position of Concessions/Food & Beverage Manager at the pay grade of MGT -1 (range of $47,994.95- $56,233.02).

Cc: Mayor Beamish Troy Recreation Board K. Siler, Recreation Director C. Slater, Assistant Recreation Director J. Stickel, City Auditor

Hobart Arena

Current Concession Operation Status: Current contract with non-profit expires at the end of June, 2015. Time is critical to determine course of action in order to bid, not bid, communicate to current concessionaire

what the city's plan is with concessions for the future so Recreation Board can make a recommendation to council accordingly.

Feasibility Study Recommendations to improve concessions operation profitability: Hire Full Time Concessions/Merchandise Manager to handle Hobart Arena & TAP Concessions (Consolidated

Arena & Pool concessions may be the most profitable operating alternative per Bigelow Companies) Menu upgrades as detailed in Bigelow Report Increase pricing as detailed in Bigelow Report Increase points of sale

o Currently 3 points of sale at Arena o Increasing to approx. 13 permanent POS plus 3 portable alcohol only sales units with 2 POS each

Increase Credit Card Acceptance at all stands (This increases sales transactions by 15-20%) Sell Food & Beer at same stands (Customer convenience and increased sales) Use non-profit group labor at 10% of beer sales & 13% of food sales Add cooking capabilities to one or two stands Menu engineering; increase sizes and prices for major events, delete slow sellers to streamline service Increase number of events where beer is sold in controlled environments Add professional graphics to the stands and upgrade menu boards to digital boards

Thoughts for potential future concessions operation plan: City possibly take over operation of arena concessions at end of June, 2015 when contract expires

o This would allow our staff to begin developing some part time staff for future o Give us some experience with this operation o This is generally a slower time period for concession operations

Summer concessions would include: 5 or 6 Public Skating Sessions Troy Skating Club Summer Skating Competition

Could utilize Troy Aquatic Park concession staff to cover Arena summer events o Will give us more direct control over operation (staffing, oversight, etc.)

Hire Concessions/Merchandise Manager by September 1, 2015 so they are on staff prior to 4th Quarter 2015 when larger events begin again. (Draft Job Description Attached) We can't operate concessions long term @ our existing full time staffing levels.

o To handle start of event season in October o Be involved in planning/design/building of new concessions and kitchen o Get a year under their belt with our operation and events prior to the "re-opening" in 4th Quarter 2016 o MGT-1 Position. Consultant recommends that the position have an incentive program to reward the

manager for exceeding their food & beverage budget each year if possible.

Food and Beverage: Food/Beverage Management Concessions/Food & Beverage Manager- Hobart Arena/Troy Aquatic Park (DRAFT)

.JC/TROY ,.

PARK T ROY OH I O The City of Troy's Hobart Arena is a multipurpose sports, entertainment and recreational venue that operates year round. The Troy Aquatic Park is a 300,000+ gallon pool/waterpark located directly behind the Hobart Arena that operates during the summer months, Memorial Day through August.

The role of this position has a dual responsibility, with the primary focus at the Hobart Arena primarily during the months of September- April and at the Troy Aquatic Park May - August.

Direct and supervise activities of concessions and merchandise operations, including staffing and training, coordinate purchasing and inventory of concessions product & merchandise. Ensure proper maintenance and repair of equipment I ensure proper sanitation procedures are followed.

Job Description Detail Hiring and training of all part time event staff for Concession and merchandise and

portable points of sale Coordinate development, recruitment and training of potential non profit organization

volunteer groups. Prepare schedule and assignments for all food and beverage and merchandise staff

assigned to each event. Ensure that all employees and volunteers are properly certified as necessary. Conduct routine in service training with staff and at the start of each event/shift. Inspect

uniforms, review assignments, and plans for service for the event. Responsible for the training and certification of all staff on arena alcohol training

requirements and policies and procedures. Represents the venue(s) and provides staff, when necessary for all merchandise, music,

novelty and other show related sales and performs count-in/count out and other merchandise settlement functions.

Responsible for attractive and visual display of all products in the concessions and portable points of sale and creatively markets food and beverage services within the arena and Troy Aquatic Park to increase sales

Ensure that all concession stands, portable points of sale and all related equipment are maintained in a clean, sanitary and orderly fashion.

Prepare various sales and operational reports from information compiled from concessions operations.

Managing safety and risk management of associates in concessions stands. Manages and controls inventories supporting all food and beverage operations at the

Arena and Troy Aquatic Park including:

Hobart Arena Concessions Income & Expense Comparison Summary

Food & Beverage Sales Beer Sales

Concessions

Total Food & Beverage Gross Receipts

Other Income Vending Merchandise

Total Other Income

Total Revenues

Product Cost Beverage Supplies

Food & Non alcoholic Beverage Supplies

Total Product Cost

Payroll Full Time Wages

Part Time Staffing Payroll Taxes & Benefits Payments to Volunteers

Total Payroll Costs

Other Operating Costs

Total Expenses

City Net Profits

2014- Pre Renovation

$50,836 (6 alcohol events including 4 concerts)

$10,800 (Monthly flat rate paid by concessionaire)

$61,636

$3J94 (Annual Pepsi payment & commissions) $13,239 (5 events)

$17,033

$78,669

$11,125 (Alcohol & related products @ 4 major events) $0

$11,125

$0

$2,186 (Beer Sales- 6 events & Merch Count in- 2 events) $403 (Medicare, PERS, & BWC for part-time staff (18.45%) $1,000 (Merchandise Sales Volunteers- 2 country concerts)

$3,589

$6,954 (Food & Alcohol license, taxes, credit card fees)

$21,668

$57,001

Estimated During Renovation Oct. 2015 -Sept. 2016 $60,000 (5 concerts)

$100,000 (Based on# of events during construction being reduced slightly; $114,000- was projection @ 2013 event level w/o improvements per Bigelow Co.)

$160,000

$3,795 (Annual Pepsi payment & commissions) $13,125 (5 Events@ $2,625 per Event)

$16,920

$176,920

$14,000 (Based on 5 concerts@ $2,800/Event) $20,000 (Includes some start up costs)

$34,000

$42,900 (Hiring Full Time Food & Beverage Manager at MGT 1 = $47,900**)

$16,000 (reduced by 20% vs. Post Renovation Estimates) $25,245 (45% benefits for full time manager & 18% of PT Staff) $20,775 (Implement Non-Profit Volunteer Program to staff concessions &

merchandise@ 12% of sales) $104,920

$11,500 (Licenses, taxes, maintenance, credit card fees, general non-food

supplies) $150,420

$26,500

* If we continue with the current concession arrangement, we would likely need to adjust the monthly flat rental rate of the current contract ($825/month) with concessionaire during the construction project to a projected slightly reduced event load. Therefore, the net profit during renovation would likely decrease no matter how concession is operated during the renovation.

Post Renovation Estimates (w/Operating Improvements Implemented Per Study by Bigelow Co.) $100,000 (8 projected concert & other events with alcohol

@ $12,500/event) $150,000* (Projection with increased# of events based

on Bigelow Co. study w/2013 event & attendance records)

$250,000

$3,795 (Based - existing Pepsi beverage agreement pmts.) $21,000 (Based on 8 events per year with merchandise

sales) $24,795

$274,795

$22,400 (Based on 8 concert events@ $2,800/event) $29,000 (Based on industry standards per Bigelow Co.

based on our 2013 event & attendance records) $51,400

$42,900 (Hiring Full Time Food & Beverage Manager at MGT 1 = $47,900** )

$20,000 (Part-time staffing for concessions operations) $25,245 (45% benefits for FT manager & 18% of PT Staff) $32,520 (Implement Non-Profit Volunteer Program to

staff concessions & merchandise @12% of sales) $120,665

$24,500 (Licenses, taxes, maintenance, credit card fees,

general non-food supplies) $196,565

$78,230

* Event #s should increase significantly more than the above projection with the addition of another ice sheet

**$5,000 of the Full Time Food & Beverage Manager Salary to be paid from the TAP Fund to replace the current PT manager position .