Committee of the Whole

City of Gahanna 200 South Hamilton Road Gahanna, Ohio 43230 Meeting Minutes Monday, October 28, 2013 7:00 PM Council Committee Rooms Committee of the Whole GAHANNA’S VISION is… … to be an innovative model community that values its rich heritage, pursues high standards and promotes respect among its citizens. GAHANNA’S MISSION is… … to ensure an exceptional quality of life by providing comprehensive services, financial stability, and well-planned development which preserves the natural environment, in order that city government will continue Stephen A. Renner Brandon Wright Beryl D. Anderson Karen J. Angelou Brian D. Larick Ryan P. Jolley Thomas R Kneeland All meetings and meeting agendas are subject to last minute changes. Please contact the Clerk’s Office at 614-342-4090 to confirm the date and time of this meeting or to request any special accommodations. Committee of the Whole Meeting Minutes October 28, 2013 Present 7 - Stephen A. Renner, Brandon Wright, Beryl D. Anderson, Karen J. Angelou, Brian D. Larick, Ryan P. Jolley, and Thomas R. Kneeland Additional Attendees: Isobel Sherwood, Kimberly McWilliams, Mayor Stinchcomb, Dottie Franey, Karl Wetherholt, Anthony Jones, Tony Collins, Jennifer Teal, Shane Ewald, Sue Wadley, Niel Jurist, Lee Tucker from the Gahanna Parks and Recreation Foundation, Press. ISSUES - From Director of Parks & Recreation: Gahanna Parks & Recreation Foundation Update - Lee Tucker Jolley called the meeting for Monday, October 28, 2013 to order. Collins said everyone knows Lee Tucker; he is the chair of our Parks and Recreation Foundation; we were asked by Council to do a quick update on the Foundation and tell you where we are in 2013; I am also providing a handout with information Parks is working on for the end of year report for 2013. Tucker said I am a Gahanna resident in addition to being Chair of the Gahanna Parks and Recreation Foundation; been in that position for 3-1/2 years; today would like to celebrate the success of the Foundation; what we have done since 2008 when it was in its infancy; great for me to be involved in it; I went to the very first gala; as Chair of the BAC Committee, now the Trail Advisory Committee, I told Collins if you need any help, and a couple of months later got the phone call; the next year I am chairing it; I was the PR Chair for Franklin County Charity Newsies for 12 years and I am serving my 3rd term on the Board of Trustees, so having that background, I figured I could help with the new Foundation; have been very happy to see it grow in the last 5 years and I am grateful for all the many volunteers we have and how much they put into this. To talk about some of the 2012/13 successes, the comfort station was installed on the Big Walnut Trail in honor of the late Bob Toops; it is down toward Price Road; the money was raised through their 5K, then appropriated to the Foundation so we would make sure that it happened; they love working with us and have asked what else they can do to help the community; we can use these funds for different things; another core item for the Foundation is camp scholarships for City of Gahanna Page 1 Committee of the Whole Meeting Minutes October 28, 2013 the Parks Department summer camps; in 2012 we did over $3800 in camp scholarships for Gahanna resident families; our Friday After 5 Event, hopefully everybody has been to it at least once; in 2012 we unveiled the Tria Psaria which is the 3 Fishes down in the lagoon; we worked with a Gahanna Lincoln student to design that; it was really neat to partner with the school; she designed it and our artist took the concept and built it; for 2013 successes we have the new Live at 5; I was there for 75% of the concerts; it was a joint effort between the City, the Parks Department, and the Foundation volunteers; we created a lot of fun and brought a lot of people down there, some down from New Albany saying we have nothing like this up our way; we generated over $4,000 from alcohol sales directly to the Foundation; we anticipate it will grow and hopefully the Foundation can take on more of it; we had great partners with Strathmore, Yuengling, CD 102 and Donato's; since this was done very fast I think we can do more sponsorships with more time going forward; the sponsors that were there really loved it; at Camp Friendship this year we did 21 days of Spring Break Camp to 5 individuals that was over $500 and another 33 weeks of Camps awarded to 18 individuals for $3400; in 2013 almost $4000 in camp scholarships again awarded; GRIN even helped out this year and donated 10 weeks of camps; nice to have these partnerships; people see giving and they give too; at the Friday After 5 Event, we had the unveiling of the Sight of the Crow this year which is our newest piece of art; not installed yet; this was again from Gahanna High School; an art teacher came up with the design and the artist built that; it will be down by Wally Field off 62; this year's event generated almost $15,000 for the Foundation; a really nice thing was the Big Give the following week; anybody who had donated but had not paid their money could then do so through the credit card; that was only about 8% but that is 8% higher than we would have gotten and the Big Give took care of all the paperwork on that; current projects are striving to bring art awareness to Gahanna by making it accessible to the community; past projects assisted with the mural underneath the bridge; the Three Creeks sculpture I mentioned before; the Tria Psaria and the Sight of the Crow; so there are 3 different art installations going on; now we also have something new from the Cultural Arts Committee and it is the Gahanna Historical Mural that is going to be on the side of Signatures; located in Olde Gahanna, painting actually started on Friday so it will go up soon; we are collaborating with Doug Strait the owner of Signatures and a local company that had the design work to get it going for us; it is amazing how they are going to take pictures and make a full wall mural; so now was the time for us to get our own website; I donated the website and the staffing to do it; Gahannaprf.org is the site; it is managed by volunteers; it has the mural on it; you can donate right on it as well; we are going to have a drive that Strait will assist with and that is Saturday, November 9; it will be a big drive at Signatures where City of Gahanna Page 2 Committee of the Whole Meeting Minutes October 28, 2013 people can donate or sponsor certain scenes on it; there are different levels of donation as well; the website is up and ready to go; it is run through the Columbus Foundation and funded through them which gives us great credibility; our financial statements are on there; our directors are on there with all the background; to finish up, our mission statement is "the Gahanna Parks and Recreation Foundation is committed to improving the quality of Gahanna Parks and Recreation services for a healthier community" and our vision is "to educate Gahanna residents, businesses and the surrounding communities about the importance of Parks and Recreation services and to promote programs and facilities essential to make Gahanna a great place to live, work, and play"; we have great volunteers as board members, and we get phenomenal support from them at all events; goal is sustainability; the Foundation seeks every opportunity to increase awareness of the Gahanna Parks and Recreation system as well as the efforts of the Foundation to support the Parks Department ; we work hand in hand; they have need and we can help out, it works out for whole community, that is what the Foundation is there for; with the website we are trying to seek and engage our citizens and visitors to our parks to get into programs and volunteer; always trying to get people to help out and contribute to the community and enhance awareness; pleased to be involved; have kids in school so will be here awhile; any questions. Anderson asked how much is a scene. Tucker said $500. Anderson said how big is a scene. Tucker said they will vary because of placement; if you go to the website, it pops up and shows you the before and after with a slider that transforms it; click on it on the page for murals and it drops down; gives you an example of what the medallion looks like, locations and names; as we are selling these we are putting them on there and what we are selling them for; those who donate $100 will be listed on the page; there will be a larger plaque on the corner with donors; lower denominations will be on the website; spelled out on there by the company we used; come together quickly and turned out great; project will be a nice gateway to town. Collins said each panel will also have a small medallion that will say what it is with the sponsor name on it; on the website as well. Angelou asked how many volunteers do you have. Tucker said board members or volunteers. Angelou said I have seen the board member information. Tucker said we have different people for different events; we have a Mom's club; other groups including the Kiwanis; we get students coming in; retirees and people from the Y; little bit of everybody. ISSUES - From City Engineer: City of Gahanna Page 3 Committee of the Whole Meeting Minutes October 28, 2013 Woods at Springridge - Accept Easements & Appurtenances. Wetherholt said we have the Woods at Springridge formerly known as the Clotts Road lot split; Brookwood Construction has finished the appurtenances; they had a water line, a storm sewer line, and a sanitary sewer line; this development has only private driveways in it so there wasn't anything to accept on that; a few meetings back we accepted the piece of Clotts Road that was the right of way dedication; this requires an ordinance to accept the appurtenances. Sherwood said I don't have the appropriate documents to attach to the legislation; the City Attorney said he would call Maddy; if we could have a recommendation for first reading when documents are received. Recommendation: 1st Reading when documents received. ISSUES - From Director of Public Service: Permission to Bid - Price Road Sanitary Sewer, Phase 1 Franey said the first item is requesting permission to bid Price Road Sanitary Sewer, Phase 1; one of our goals has been to sewer the unsewered areas of Gahanna and this would be the first phase of extending the sewer for Price Road properties; just asking permission to bid tonight. Kneeland said what is the geographic area; is it the full length of Price Road; how many residents involved. Franey said this would extend it to 3 properties; Phase 2 will end up extending to 22 properties; this is a very small segment of it. Jolley said which end of the road is this. Wetherholt said it is the east end. Angelou said what is the cost to the people who will be sewered. Franey said can't say exactly; we are charging them $30 per foot on the front footage and the capacity fee is around $5000 to tie in. Jolley said and that is payable over how long. Franey said for some we set it up as an assessment which gives 20 years; we are hoping for a quick process to implement it fairly quickly without all the legislation required for an assessment. Kneeland said how soon will Phase 2 follow. Franey said Phase 2 in 2015; it will be more difficult. Renner said thank you to Franey; this is another project that is just superb; it does have an impact on residents but we are cleaning up City of Gahanna Page 4 Committee of the Whole Meeting Minutes October 28, 2013 areas that mother nature can't do anymore in this urban environment; very good projects. Franey said Franklin County and the EPA are very happy. Angelou asked aren't there lift stations just to the left of that. Wetherholt said in Phase 2 we will be able to take out the lift station. Angelou said that would be great; has been there forever. Wetherholt said it has been rebuilt once before; we will get to it about the time it needs to be rebuilt a 2nd time; the problem with Phase 2 is it has Right of Way acquisitions which may take up to 2 years to get through; we hope people will sell us right of way; if they won't, then we have to file through the courts to do that; that would stretch it out for awhile. Franey said that is why we broke it into 2 phases; this is the easier phase; we didn't want this to get held up. Wright said there are 22 properties affected by this. Franey said correct by the time we do Phase 2; this will only be 3 properties in Phase 1. Wright said I thought there were only 10 properties there. Wetherholt said it extends it from Price Road to James Road. Wright said so the people are on James; and like Renner I believe this is well deserved for that area; another question is what if they do not take the sewer, if the property is vacant. Franey said they would be forced to tie in; if vacant we would deal with that separately; they may have to tie in when someone moves in. Recommendation: 1st Reading, no need to come back, 2nd Reading, Consent Agenda. Permission to Bid - Sycamore Run Stream Restoration. Franey said next is also a permission to bid; this is the Sycamore Run Stream Restoration; runs by the Sycamore Woods condominiums and there is a great deal of erosion; they own part and the city owns part of the stream bank; they approached us and asked us to do a joint project; they would contribute funds and we would work on it together; we also received a grant for $203,000 toward this project; really good joint project that we are asking permission to bid. Wright said this is a good project; I have had a lot of residents inquiring about this; thank you for bringing this forward. Recommendation: 1st Reading, no need to come back, 2nd Reading, Consent Agenda. 2014 Franklin County Health Services Contract. City of Gahanna Page 5 Committee of the Whole Meeting Minutes October 28, 2013 Franey said this is the 2014 Public Health contract; Franklin County provides several services for us; each year we enter into contract with them; the contract price is based on per capita; this year there is a 3% increase so it is $6.11 per citizen; for our population that is a little over $203,000 for the service; tonight we are asking for legislation for the Mayor to enter into this contract. Kneeland said for the funding, this is General Fund money. Franey said Franklin County withholds this from what they pay the City. Teal said it is General Fund money, but I am not sure if they withhold. Recommendation: 1st Reading, no need to come back, 2nd Reading, Consent Agenda. ISSUES - From Director of Development: Contract Renewal - Asebrook & Co. Jones said here tonight to request building inspection contract renewals; every year we have to have back up inspectors for commercial and residential; we use Asebrook as well as Meacham & Apel Architects; there are no increases in expenses for us; I am recommending we use them next year; Bill Conroy is our electrical inspection service provider at this time; we are looking to extend his contract 2 years; his fees are based on ORC which is 60% of fees collected; this back up is an obligation our department has to have; we have to provide this service to insure the health, safety, and welfare of our citizens during construction; any questions. Larick said how do you decide when to use Asebrook or Meacham ; is it primarily Asebrook and if they are not available go to Meacham or do you go back and forth. Jones said it is primarily Asebrook because we use them for plan evaluations; that is probably one of the most time consuming elements that our Chief Building Official does; when he is backed up he uses them for that service; it also depends on our ability to handle the influx of applications when we do use Meacham but we do rely on Asebrook for plans examination. Larick said is there any concern about Meacham keeping current since we use them infrequently. Jones said no; they have contracts with cities all across the region; they are a safe group to go to. Kneeland asked how much did we spend with these 2 last year. Jones said we have spent more this year than ever before; don't know the number offhand; what year are you looking for. Kneeland said 2013. Mayor said we are not done yet; we have had a lot of work going through there. Jones said he could find out and let Council know; we have twice requested of Council increases for these contractors. City of Gahanna Page 6 Committee of the Whole Meeting Minutes October 28, 2013 Kneeland said are some of the fees recovered through the permits. Jones said absolutely. Kneeland said is it a wash or do we subsidize. Jones said depends on how much time is involved to review and the extra effort required for inspections; our permitting fees are designed to recoup the cost and by state law we are not allowed to make a profit; we are in line with that; did that answer your question. Kneeland said no; is it a wash or do we subsidize. Jones said we are not subsidizing which is why we are against waiving fees usually. Wright said can you recall the first contract that was granted to these vendors; do you know in what year that occurred. Jones said I do not; it was before my time and we have used them since I have been here; I can find that out for Council. Wright said one of my concerns on items like this is that we are doing a renew, renew, renew because we are used to them; would like to see you take a look and open up the contract bidding to women and minority businesses and expanding that; might be able to get a better price; I know of a lot of firms that offer services; no problem with this renewing but if your department for the future could take a look at that. Jones said we certainly will. Anderson said do you have a list of women and minority contractors. Jones said that do this type of work. Anderson said in general, for anything, a list that would be accessible to people in your department when the time came that they would be needed. Jones said we use contractors for plans examination and electrical inspections; occasionally a planning organization for planning services; those are the primary outside entities that we contract with; other than that we would not have a need for any other contractors. Anderson said I was just following up to see if you have resources available to figure out other options. Jones said yes we could. Anderson said do you have them or do you need to research them. Jones said I would need to research them; Asebrook and Meacham are large organizations with hundreds of employees; whether they are classified as MB or WB I do not know; we are also exploring if the state could be a possible back up service. Anderson said the state has a list which you probably know. Jones said yes; I spoke with them the other day about it. Teal said to Kneeland's earlier question, contract plan review was $14,000 for 2013 and electrical inspections were $25,200. Jolley said this would be 3 ordinances for consent agenda. Recommendation: 1st Reading, no need to come back, 2nd Reading, Consent Agenda. Contract Renewal - Meacham & Apel City of Gahanna Page 7 Committee of the Whole Meeting Minutes October 28, 2013 See discussion under Contract Renewal -Asebrook & Co. Recommendation: 1st Reading, no need to come back, 2nd Reading, Consent Agenda. Personal Services Contract - William Conroy See discussion under Contract Renewal-Asebrook & Co. Recommendation: 1st Reading, no need to come back, 2nd Reading, Consent Agenda. ISSUES - From Clerk of Council: Liquor Permit - Los Jalapenos Sherwood said we have a liquor permit transfer for Los Jalapenos on North Hamilton Road; the police department has no objections so I am asking for a Motion Resolution on the consent agenda. Jolley said this is simply an intracompany transfer. Sherwood said yes. Recommendation: 1st Reading, no need to come back, 2nd Reading, Consent Agenda. Holiday Lights Parade: Sherwood said Susan Peters with the CVB sent you all an email on October 4 about participating in the parade; no one has mentioned it to me. Angelou said I already responded. Anderson said I am too. Sherwood said if anyone else wants to participate and hasn't responded let me know and I will respond for you. Presentation: Renner presented a Thank You to retiring Council Clerk Della Brandenberger with the thanks of Council for her service to the City. Della Brandenberger, reporting. City of Gahanna Page 8 Committee of the Whole Meeting Minutes October 28, 2013 Della Brandenberger, Reporting Isobel L. Sherwood, MMC Clerk of Council APPROVED by the Committee of the Whole, this day of 2013. Stephen A. Renner City of Gahanna Page 9