Q'f\\0 City of Troy

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 ~ i l
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 n i l
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 o ~
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 self-
contained 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

Q'f\\0 City of Troy

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 self-
contained 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.