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Monroe Public Works Committee Minutes

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Printed Date: Jun 21 2018 at 12:02pm


Topic: Monroe Public Works Committee Minutes
Posted By: Monroe News
Subject: Monroe Public Works Committee Minutes
Date Posted: Oct 13 2014 at 3:13pm
Public Works Committee
September 25, 2014
233 South Main Street, Monroe, Ohio

The Public Works Committee of Council met on September 25, 2014 at 5:30 pm in the Council
Library located at 233 South Main Street, Monroe, Ohio.
Present were: Steve Black, Council Member; Dan Clark, Council Member; Anna Hale, Council
Member; William J. Brock, City Manager/City Engineer; Daniel J. Arthur, Director of Public
Works; and Gary Morton, Street Superintendent.

Mr. Morton stated that currently, the City pays cash for fleet vehicles. Each year Department
Heads budget for their individual fleet needs and submit to the City Manager and Council for
appropriations. Based on the City’s cash position and budget forecasting, all, some or none of
the budget requests may be appropriated. Once a new vehicle is purchased, there is not a plan in
place to set a useful life standard or to fund a replacement of that vehicle at the end of its useful
life.

There are two alternatives. The first (current practice) is paying cash up front for the vehicle,
setting up internal funds for each, setting a useful life, set a percentage for inflation, pay back the
appropriate amount of money throughout the useful life, and purchase a new vehicle with
appropriated funds. The second is choosing a leasing company, choose which vehicle is needed,
obtain pricing and order, and rotate the fleet in five years.

Our current practices allow for a one-time cash outlay; however, we set no useful life standards,
there is no budgeting for the replacement of vehicles, 100% cost burden on repairs after the
warranty expires, the vehicles have little to no value when they are replaced, pay 100%
replacement costs when time, and budget forecasting cannot be done past one year. Mr. Morton
noted this is for one-ton or less vehicles.

With the depreciation option, you can set a useful life standard for all vehicles, money is set
aside to replace the vehicle, and budget forecasting can become easier because there is a plan in
place. The cons are a large cash outlay to purchase the vehicle, only one or two vehicles per year
can be purchased, there is a 100% cost burden on repairs when the warranty expires, vehicles
have little to no resale value, and you are paying 100% replacement cost.

Fleet leasing offers more pros than cons. Budgets are set for the term of the lease, maintenance
costs are included, fuel savings are substantial due to a continuous modern fleet, there is a high
resale value at a five year trade period lowering the overall cost of the next lease period, it is
managed outside of the organization by professional fleet managers saving valuable City staff
time, operating lease offers flexibility without restrictions, and there is no need for a full time
mechanic. The only con is ongoing payments versus a one-time cash outlay.

Mr. Morton continued by pointing out the fleet leasing is a sound financial decision as it
provides the ability to maintain a fleet that holds value, better use of resources, large cash
purchases do not come out of the general fund, even payments are set for five year terms, and the
City’s debt capacity is not affected.

Since 2009, we have spent $700,000 in vehicle maintenance for one-ton vehicles and lower in all
departments. Not all of this will be eliminated because this includes the larger vehicles. We
have an aging fleet and that is a huge number and would be substantially less with a lease option.
A representative of Enterprise Fleet Management stated they have 8,000 customers nationally
with approximately 1,000 being government entities. We have the ability to purchase off of state
bid and negotiate with the different manufacturers to determine the best operating vehicle. We
help acquire vehicles, organize the logos, make them road ready, manage the fuel program, and
disposal of vehicles. It is not just the leased vehicles it is all of the vehicles the City owns. With
the fuel program you get a card for each vehicle and go to any gas station that accepts credit
cards to get fuel.

We can focus on 31 current vehicles. The total purchase of those vehicles was approximately
$58,000 with maintenance expenses at approximately $65,000 and fuel approximately $54,000.
This gives a total fleet budget of $177,653 based on national average. If we slowly integrate
there would be 11 leased vehicles at the expense of $56,000, so your maintenance expense would
go down and the fuel efficiency would go up. This would result in almost a $27,000 savings per
year. In five years we would be fully integrated for a total savings of $8,500 per year.
The second plan would be replacing the entire fleet. We would take the equity that you have and
roll it into new vehicles. 27 vehicles would be worth between $108,000 to $205,000. The
$108,000 is very conservative. We believe it is closer to the $205,000.

The fuel tanks are in need of being updated, but with the fuel cards you would avoid the cost of
$80,000 to update those tanks. Also, you would avoid updating the service bay and hiring a full
time mechanic.

Mr. Clark expressed concern if the City experiences a lean year and keep the contractual
obligation.

Mr. Brock noted that it fits well in our five year numbers and saw no problem with this.
Enterprise Fleet Management’s representative advised that the City has the option to purchase at
the end of the term or extend the term.

It was the consensus of the Committee to move forward with the lease of vehicles through
Enterprise Fleet Management.

Mr. Black requested an updated five year forecast with these numbers included.
Mr. Arthur reported that the streets being considered next year for resurfacing are Deneen
Avenue, Valleybrook Drive, shoulders of State Route 63, and South Union Road.

Mr. Brock asked if the curb on Deneen should be raised and if that cost should be passed on to
the residents. Mr. Arthur advised the additional cost to the City would be $50,000 and we could
assess the remaining cost to the residents. He recommended that we hold off and complete it
next year when we resurface. Mr. Brock noted that we could include that $50,000 in the
resurfacing bid.

Mr. Arthur reported that the long-term plan was to abandon it, but there is one house that sits in
the middle of it. The consensus was to table this until new ingress could be established.

Mr. Arthur advised that it has been since 2004 that we had any type of pavement condition rating
and we continue to work from that list. It will cost approximately $40,000.00 to perform a
pavement condition rating. The Committee recommended seeking proposals for this.
The Public Works Committee meeting adjourned at 6:37 pm.

Respectfully submitted,
Angela S. Wasson, CMC
Clerk of Council


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Monroe, Ohio Breaking News



Replies:
Posted By: Monroe News
Date Posted: Mar 04 2016 at 2:59pm


Public Works Committee of Council February 9, 2016

The Public Works Committee of Council met on February 9, 2016 at 5:45 pm in the James Monroe 
Community Room located at 233 South Main Street, Monroe, Ohio.

Present were: Suzi Rubin, Vice Mayor; Anna Hale, Council Member; William J. Brock, City Manager; 
Daniel J. Arthur, Director of Public Works; and Angela S. Wasson, Clerk of Council.

Mr. Arthur proposed the following streets to be resurfaced in 2016:
▪    South Main Street (south of cemetery entrance to the corporation limit)
▪    Wyndcrest Court
▪    Mason Avenue (Sands Avenue to Wyandot Woods)
▪    Helsinger Drive
▪    Forest View Court
▪    Meadowlands Court
▪    Gorman Court
▪    Sackett Drive
Mr. Brock advised that they will be considering extending the resurfacing of South Main Street  to 
the cemetery entrance.

Mr. Arthur reported that they would like to replace the signal at Elm and Main Streets and perhaps 
add stamped concrete at that corner. He stated that Wyndcrest will need concrete work and the 
southern portion of Helsinger did not have the final course of asphalt when it was developed.

Mr. Arthur reported that he would like to hire a firm this year to perform a Pavement Condition 
Rating of the streets and prioritize the improvements.  He noted this was last completed in 2004.

Mr. Arthur presented proposed resurfacing in the future as follows:
2017
▪    State Route 63 berm resurfacing (Lawton to Main Street)
▪    Decorative crosswalks at Elm and Main Streets
▪    Oaklawn Drive storm reconstruction and resurfacing
▪    Penbrooke Court
▪    Tam-O-Shanter Way
▪    Trails End Drive
▪    Vista Court
▪    Kenwood Court
▪    Shady Court
▪    Sunset Court

2018
▪    Hollybrook Drive storm reconstruction and resurfacing
▪    Dorothy Lane
▪    Bendel Drive
▪    Amity Lane
▪    North Sands Avenue
▪    Heatherwood Court
▪    Ravenwood Court
▪    Ridgeway Court

The Public Works Committee adjourned at 6:11 pm.
Respectfully submitted,



Angela S. Wasso  , CMC
Clerk of Council



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Monroe, Ohio Breaking News


Posted By: Monroe News
Date Posted: Oct 23 2017 at 10:10am

City of Monroe
Public Works Committee of Council October 5, 2017
The Public Works Committee of Council met at 4:42 p.m. on October 5, 2017, in the City Manager’s 
conference room located at 233 South Main Street, Monroe, Ohio.

Present were: Dan Clark, Council Member; Suzi Rubin, Vice Mayor; Anna Hale, Council Member; William 
J. Brock, City Manager/City Engineer; Daniel J. Arthur, Director of Public Works; and Angela S. 
Wasson, Assistant to the City Manager/Clerk of Council.

Mr. Arthur reported that the Center for Local Government has put together a public works mutual aid 
agreement with 38 cities. He explained that there is no cost involved, the cities fill out a 
questionnaire that lists the type of equipment they have and how many of each. Mr. Arthur further 
explained that in the event there is a need in another community, even one that is not part of the 
agreement, certain equipment and manpower can be shared. He will bring this agreement to Council 
for approval and pointed out that it is a three-year agreement; however, with a 60 day notice a 
community can cancel at anytime.

Mr. Arthur advised that following the completion of a traffic count and study it was determined 
that the City could apply for a safety grant that is a 90/10 match for crosswalk at Mason and Main 
and at the City building.

CT Consultants recently completed a Pavement Condition Rating Study to help evaluate the streets to 
determine the timing and estimated cost of repairs for the annual Capital Improvement Program. As a 
result of this, Mr. Arthur stated that the proposed streets to be resurfaced next year are:

•    North Union Road from the Racino entrance north to the new pavement that ties into Gateway.
•    Oaklawn Drive that will include storm improvements.
•    Hollybrook Drive that will include storm improvements.
•    Old Hamilton-Lebanon Road
•    State Route 63 berm resurfacing from Lawton Avenue to Main Street.
•  South Union Road that will be a full depth reclamation project from Navigator Way to the new 
pavement.

He added that possible design projects for new year would be:

•    South Union Road from Navigator Way to Nickel Road.
•    Lawton Avenue intersection including the widening of State Route 63 in that area.
•    Timrick Place that would include replacing the water main.

Mr. Clark questioned doing any type of work to South Union from Navigator Way to Nickel Road as it 
only serves as access to one house. The Committee discussed the different options for this 
particular portion of South Union Road, but no recommendation was made.

The Public Works Committee meeting adjourned at 5:21 p.m.
Respectfully submitted, Angela S. Wasso  , CMC
Clerk of Council



-------------
Monroe, Ohio Breaking News


Posted By: Monroe News
Date Posted: Feb 09 2018 at 2:35pm

City of Monroe
Public Works Committee of Council January 22, 2018
The Public Works Committee of Council met at 5:11 p.m. on January 22, 2018, in the Council Library 
located at 233 South Main Street, Monroe, Ohio.

Present were:  Dan Clark, Vice Mayor;  Anna Hale, Council Member; Todd Hickman,  Council Member;  
William  J.  Brock,  City Manager/City  Engineer;  Daniel  J.  Arthur,  Director  of  Public Works; 
Kacey L. Waggaman, Assistant City Manager; and Angela S. Wasson, Assistant to the City 
Manager/Clerk of Council.

Mr. Arthur reported that they currently have the same number of Operator/Laborers as they had in 
2001 when there was half the population and infrastructure.  He would like to promote one crew 
leader to supervise an additional crew for parks and streets.  This would result in the promotion 
of current  personnel  to  the  vacant  crew  leader  position  and  three  new  Operator/Laborers. 
   The additional employees would allow for bringing most of the landscaping in-house and eliminate 
the need for seasonal employees.  This would also allow his staff to help with facilities 
management, including cleaning.

In response to Mr. Clark’s inquiry, Mr. Arthur advised that the City has a contractor cleaning the 
facilities at a cost of $25,000 to $35,000 per year.

Mr.  Arthur  also  would  like  to  establish  the  position  of  Assistant  Public  Works  
Director/City Engineer and fill it by promoting the Engineering Technician and hire someone to fill 
the position of Engineering Technician.  This would free up the time for not only himself, but also 
for the City Manager that is currently acting as the City Engineer.

Mr. Arthur stressed the need for additional staff so that he can focus more on managing his staff, 
lessen the time his staff spends during snow and ice removal at one time, begin to establish a 
parks and recreation department, update and manage the GIS system, and become more organized and 
proactive.  He added that the EPA is adding additional workload to his staff with their new storm 
water requirements.

Mr. Clark felt that was a lot of personnel to add.  The Committee agreed that prior to making any 
comments or recommendations they would need to review the budget numbers.  Mr. Brock noted that the 
numbers for additional staff City-wide is currently being created for presentations to the 
different committees.

The Public Works Committee meeting adjourned at 5:43 p.m.
Respectfully submitted, Angela S. Wasso  , CMC
Clerk of Council



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Monroe, Ohio Breaking News



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