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1. What exactly is the project that is being proposed by the City of Xenia?

There are 2 main elements to the project. First is the construction of a new 24,000-square-foot City Administration Facility at the southeast corner of South Whiteman and East Main streets on property that currently serves as a public parking lot. The 2nd main facet of the project is to renovate the current City Hall at 101 North Detroit Street and expand the Xenia Police Division to occupy both the 1st floor and basement. It also includes the relocation of the Probation Office back to City Hall from current leased space on East Main Street. The current City Hall will serve as a Justice Center that will house the following: Xenia Municipal Court, Probation, Law Department, Victim Assistance Program, Xenia Police Division, and Communications Center (911).

2. What prompted the City of Xenia to pursue this project? Why is the project needed?

The Xenia Police Division (XPD) for many years has been operating solely out of the basement of City Hall. Currently, the area occupied by XPD is approximately 6,000 square feet. A recent space needs analysis completed by a local architectural firm concluded that the current space of the Xenia Police Division is slightly less than half of the space needed for a department of its size. In addition, given the current interest rate environment, if the city were to ever undertake a remedy to this problem, now would be the right time to do so.

3. If a larger Police Facility is needed, why isn’t the plan to build a new Police Facility instead?

The original plan was to relocate Xenia Police Department to the old Simon Kenton facility. In addition, city staff investigated the feasibility of constructing a new police facility on the Whiteman Street Lot. In either case, there would be a limited amount of funding sources available to cover the associated debt.

4. If there are limited funding sources available for this type of construction why (how?) can there be for a new City Administration Facility?

Because most all of the city offices that will relocate to the new facility are partially and/or entirely funded by enterprise funds (water, sewer, sanitation), the city can legally expend a portion these monies to finance the associated debt that will be issued. In contrast, a new facility for the Xenia Police Division cannot be funded with enterprise funds because their daily functions are unrelated to water, sewer or sanitation activities.

5. Because a portion of the debt for the new facility involves enterprise funds, are my rates going to increase?

Yes. We have estimated that the typical customer will see his/her yearly water and sewer billings increase by $20-$25. Regardless of whether or not the project goes forward, it is anticipated by city staff that there would need to be a modest increase in rates anyway to cover the costs associated with responsive capital improvement plans needed to address critical water and sewer infrastructure deficiencies.

6. Has the city explored any other options for relocation of either City Administration Offices and/or the Xenia Police Division?

Yes. In 2013, the City of Xenia requested proposals from local building owners and developers to submit ideas and/or alternative locations to be considered by city staff and City Council. In addition to occupying the old Simon Kenton Elementary with both City Administrative Offices and Xenia Police Department, city staff investigated the feasibility of 2 existing vacant buildings in the downtown, an offer of a lease for a vacant downtown structure and the Whiteman Street parking lot. Ultimately, and after developing a cost benefit analysis for each proposal from both a qualitative and quantitative standpoint, the City of Xenia opted to relocate the City Administrative Offices to the Whiteman Street parking lot.

7. City staff have acknowledged publicly that the city is projecting a negative cash flow this year. Why is this project even being considered?

Only a small portion of this project contributes to the projected cash flow deficit. The construction and
renovation costs for this project are derived from the Capital Improvement Budget. The projected deficit is derived from the key operating funds of the Operations budget.

8. You say the need for the project is rooted in the need for more space for the Police Division. Is anyone else benefitting from the project other than Xenia city employees?

Yes. The new City Administration Facility on Whiteman Street was designed to enhance customer service to both residents and business owners. The most notable improvement is the construction of multiple windows with privacy enhancements for utility billing and income tax customers. Those same customers will also have ample parking immediately outside the building with a drop box in the parking lot to make after-hours payments without leaving their vehicles. In addition, because the Planning and Zoning Department will be located adjacent to the Utility Billing and Income Tax Divisions on the first floor of the new facility, zoning and water/sewer tap-in permits can be obtained under the "one-stop-shop" concept.

9. Why isn't this project on the ballot for the voters to decide?

It can be. However, upon a thorough search of Ohio Revised Code (O.R.C.), a ballot issue in this case can only give the voters the ability to render an advisory opinion on the matter that is "non-binding." Ultimately, the decision to move forward with the project is rendered by Xenia City Council.

10. What is the cost of this project?

Based upon the bid awarded to Venture One Construction, the total project cost is $8.1 million. Consequently, the city issued debt in the form of bonds for this amount. With interest, the payments over a 25-year period will result in a final project cost of $12 million.