Committee of the Whole

Office of the Clerk of Council City of Gahanna 200 South Hamilton Road Gahanna, Ohio 43230 Meeting Minutes Committee of the Whole Thomas R. Kneeland, Chair, Karen J. Angelou, Ryan P. Jolley, Brian D. Larick, Jamie Leeseberg, Stephen A. Renner, Michael Schnetzer Kimberly McWilliams, CMC, Clerk of Council Monday, August 25, 2014 7:00 PM Council Committee Rooms Roll Call: Present 6 - Ryan P. Jolley, Thomas R. Kneeland, Brian D. Larick, Jamie Leeseberg, Karen J. Angelou, and Stephen A. Renner Absent 1 - Michael Schnetzer Additional Attendees: Mayor Stinchcomb, City Attorney Ewald, Deputy Chief Bell, Dottie Franey, Matt Holdren, Sue Wadley, Tony Collins, Troy Euton, Shannon Sorrell, Mike Musser, Karl Wetherholt, Niel Jurist, General Williams, Jennifer Teal, Joann Bury, Anthony Jones, Clerk McWilliams, Press; Steve Nye from Aquatic Consultants Enterprises, Adam Trautner, Todd Neuman and Skip Eberly for Lead Building Company. ITEM - From Director of Human Resources 2014-0120 HR Supporting Docs Attachments: HR Report to Council Contract Steelworkers amendment---2014 - 2016 RCA HR Amend Steelworkers 8-25-14 1. Amend Steel Workers Bargaining Unit Agreement Larick called the meeting for Monday, August 25, 2014 to order; first item is from the Director of Human Resources to amend the Steelworkers contract. Wadley said we negotiated this contract to be effective January 2, 2014 to January 1, 2017; when drafted it contained a wellness component where a section was inadvertently left out for administration; this would determine the premiums that the employees would pay based on participation; a draft is provided with the section City of Gahanna Page 1 Committee of the Whole Meeting Minutes August 25, 2014 being added highlighted; asking for legislation for Mayor to enter into the agreement to amend the contract. Recommendation: 1st Reading, Consent; no need to come back; 2nd reading, Consent. ITEMS - From Council 1. Gahanna Swimming Pools Collins distributed a binder titled A Comprehensive Look at Aquatics in Gahanna; said goal tonight is to continue the conversation about swimming pools that we operate; starts in 2006 with the Master Plan asking us to find a solution to our pool challenges; continue today by providing some data; in this book we compiled data that tries to answer many relevant questions, not just one person's; the key pieces included are the 4 possible scenarios we see going forward; today we will touch on the book's highlights; allow you to take it home and email or call with your specific questions; we can discuss again at the September 8 Council meeting; what we would like to do eventually is host a community meeting and obtain public input on these 4 options; do not have a date for that yet but considering the 4th week in September; books are only for the Mayor and Council members; we are posting all this information on our web site. Collins continued the first thing to discuss is the angle in which the information is provided; there has been a lot of conversation on Capital questions and our needs assessment sheet; this identified our need to resurface our existing pool or to build a new pool; we talk a little about it in this book; focus is on operations, what we have been doing and projecting it out 5 years; more an operational discussion; earlier this year we presented the 5 year projections for operations; find here how that ties in to that; micro view of one or our divisions; in mentioning capital, use the analogy it is like buying a new car; there are limitless options; nothing in this book speaks to those types of things; this is about keeping what we have operational. Collins said if you open your book past the Introduction and Table of Contents to Section 1; this is an information piece on how the City came into the pool business; tried to answer questions like why did the City buy the pools; some of you know we didn't really buy them but were asked to assume ownership and we paid off back debt; talks about the support Gahanna provides to all aquatics; included also is an information summary of the effort to form a Recreation District that did not go forward. Collins continued Section 2 talks to our financial history and provides City of Gahanna Page 2 Committee of the Whole Meeting Minutes August 25, 2014 the data on how our Division works; the Parks side versus the Recreation side; pointed out the Recreation Division's revenue recovery mode as an example; we have always been about moving from subsidized recreation to fee based recreation; trying to get to a point where items that benefit an individual are paid for by the individual; items that benefit the whole have less subsidy; explained a graph included in this section and noted we are proud of the fact that we will have a currently projected rate of recovery of 84%; on the 2nd page is how the pools fit into that; highlighted aquatics; had a number of good years of net revenue as well as a couple of challenging years; overall can see how we have done; number changes when you add in capital expenses; see staffing levels in each area, inventory information on what we manage; questions on membership numbers continue to come up; presented membership data with the other cost center data and where to find the included data supporting that. Collins said Section 3 is our projection data; this data ties into the 5 year projection of data as a whole presented to the Finance Department for the City's overall budget; main focus is recreation recovery; rate changes as we go forward to 2020 to where our net loss is only $24,000; conservative numbers and a lot of changes coming to get to these numbers; believe these are doable numbers; this reviews projections for items like staff, inventory and trails, participation information and supporting data is included. Collins said Section 4 is what people are most interested in; this is the discussions on what are the possibilities with the pools; how much is the cost and what is the cost for given areas; so many questions and Sorrell, our Recreation Superintendent, created this book; took data and compiled all of this; next sheet she did is incredible; will give a clear vision of the different scenarios; we have identified 4 different ones and are calling them A,B,C and D; these have been discussed openly in public at various meetings and with different partners; we have a preference; we want to see the pools stay open; we have to list all 4 and identify costs associated with all 4; scenario A is using our current model, doing what we are doing today which is contracting the operations and keeping it under the Parks and Recreation Department; in all the examples we identified the direct, indirect, management and capital costs for each scenario and projected those forward 5 years; in A, this is the one time we talk about capital improvement needed and what would go in this scenario; Option B is if the sites were mothballed and held in reserve to reopen in the future; Option C is closing sites completely and turning them into something else; Option D is to lease complete facilities to an external entity and the City would have no future investment in pools; we have not heard from anybody interested in this option; after the summary sheet is detail on each option with summary points; where you see what is City of Gahanna Page 3 Committee of the Whole Meeting Minutes August 25, 2014 requested for capital investment in Option A such as lifeguard chair replacement, boiler repair at Hunter's Ridge, and resurface of the front pool at Gahanna Swim Club; this will be very helpful for the community conversations and partners to look at what we have and do comparables; these are not all the options; there could be hybrid options; these are the 4 basic ones most people come back to. Collins said Section 5 is regional comparisons; tried to collect a list of Central Ohio facilities with information on the year built, who owns it, how it is funded, if it is a City operation what is the income tax level in that City, size and membership rates; gives a basis of what pools do what; we get asked a lot about Westerville so we tried to include detailed information on that; we did confirm that many like us are facing challenges. Collins said Section 6 talks about Request for Proposal (RFP); every other year we have asked private firms for proposals on operating pools; this past spring we put out the RFP and got doable responses; we have been very pleased with how this has worked out; this section contains responses to the RFP and there is a copy of the actual RFP later in the book for future use. Collins said Section 7 is a compilation of frequently asked questions; explains how we got the estimate of 3.5 million for a new pool; this is not an option going forward or in the sustainable plan; it is just a frequently asked question. Collins said APBX A is the capital improvement sheets; project information sheets that are included are in our needs assessment; for the information on where the numbers came from, all departments use the best information available to project price; some things like engineering have specifics for price; others are estimates based on what you know; for the pool floor replacement we included an estimate from Patterson Pools; there is an estimate for the boiler replacement as well; another important issue is the structural assessment of the facilities; is the floor really needed; we asked for this when we first took over the pools; come in and tell us what is broken; they wanted "as built" plans which we did not have; they said it was past its life span so replace the pool; we do know of some experts in this field that would look at all the infrastructure; pipes and pumps as well as the concrete; Musser provided a memo on inspections and the cost would be $1,850.00; like a home inspection, very helpful, long list of to do items; we are basing repairs on what we know about structural knowledge and customer service; we have had a number of concerns expressed this year related to the boiler and floor replacement; we know these 2 items are important; this assessment is something we may want to do going forward. City of Gahanna Page 4 Committee of the Whole Meeting Minutes August 25, 2014 Collins said APBX B is a copy of the RFP mentioned earlier; APBX C is from Nye who is working with contractors and a citizen group to determine how they can help; this most resembles Option A; APBX D and E are a compilation of pool documents. Collins thanked everyone for listening and his team that put all this all together. Angelou said there is a hybrid option that came to my mind immediately; could you look into closing just the front pool at the Swim Club. Collins said have talked about this a lot; considering cost and location of facilities at the pool, keeping it going the way it exists is what we have come back to. Angelou said how does the Parks and Recreation Foundation come into play for support. Collins said their focus is to raise money to provide scholarships for Park's programs; they have been very successful and are looking forward; could have a role in long term financial investments; are there giving and naming opportunities available in the community; foundations do improvements well but are not meant to fill operations roles; day to day operations are not sustainable from contributions but can be a component like the YMCA. Angelou said we do have a capital improvement component. Collins said the capital components are not the usual fun things that attract donations. Larick said for the listing of pool visits, what is included in that. Sorrell said it is gross every visit. Larick said does the revenue include dailies. Sorrell said yes. Jolley asked if Jones could gather information on the less tangible effects of having a pool in your community; impact on property values, taxation, the economic impact. Larick said even if specific data is not available, check what Parks quality of life issues mean from an economic standpoint. Jolley said data for pools specifically. Jones said I will see what I can find out. Collins said from my experience in this field, not a lot of regional impact data is available from MORPC or others; there are a lot of great stories available but not a lot of data; challenge is the prioritization of funding which is what this comes down to; we did not arbitrarily pick aquatics and seniors and special events; we looked at items that don't produce the money they spend and then reduce from the bottom up; doesn't mean it isn't important; we only have so much operational money which is the conversation; we believe it to be important but won't find the data to support it. Larick said I would ask Council to submit questions to Collins or whomever they think appropriate no later than Wednesday, City of Gahanna Page 5 Committee of the Whole Meeting Minutes August 25, 2014 September 3 so we can have a detailed dialogue at the next committee meeting; do you have a timeline for the rest of this discussion. Collins said it is fine to continue this discussion in committee, but we all want a public meeting; community wants that as well; this gives us a starting point for that conversation; once you have your questions refined and answered, would be great to have the Parks & Rec Board or the Citizens Volunteer Board host 1 or 2 community meetings; get that input so when we have appropriations discussions we have the information we need to make decisions. Larick said so Council should have questions to Collins by September 3; then return to committee to vet issues; meanwhile determine appropriate dates for community meetings with Parks leadership. Mayor asked where on the website this will appear. Collins said we will post a news story on front page with a link hopefully by end of tomorrow. 2. Park Crossing Project Kneeland said next on agenda is the Park Crossing Project; who will speak to that. Ewald said we received confirmation from Lead Development and their attorney concerning the easement that is in front of Council for review; should have received a copy of that today; it is about 25 pages with a letter from their attorney in PDF format; outlines the history of the project from the Final Development Plan (FDP) forward; the appraisal came back at $1846.00 for the easement; it is a right of use for their grading to lie upon and the maintenance would be covered by the easement agreement put forward to Council previously; the Administration has not received a copy of this. Mayor confirmed we have not seen it. Ewald said it came to me at 5:00 PM; based on Council input they wanted an appraisal to determine value; the proposal has been put forward; what is on the table is whether for the amount appraised, will Council grant the easement including the terms in the letter. Mayor said I am not prepared to comment without seeing it. Ewald said Council had the easement 2 weeks ago; they were waiting on the amount from the appraisal. Eberly introduced himself; said his focus is commercial real estate appraising for over 25 years; in a situation relative to an easement there are 3 criteria; first is continuity of use; highest and best use; continuity of land; then continuity of ownership; we take these 3 items into consideration in all cases as we did in this one; we determine what the larger parcel is; in this case it is a little over 11 acres; under highest and best use we look at what is legally permissible, physically City of Gahanna Page 6 Committee of the Whole Meeting Minutes August 25, 2014 possible, financially feasible, and productive; then we look at how that use compares to other properties; in this case, piece of ground that is highly irregular, topography and flood zone issues; best use is parkland or recreational land; that has a different value so we find comparable to that; we looked at comparable and came up with a fee simple market value; that is what you have in front of you today; you have 2 slope easements and a couple of temps; the temporary easements are for grading purposes; based on the agreement I read it is for 1 year; this is looked at as a rental rate for a year; the valuation I sent you is the total of the slope and temp easements. Mayor said I have not had the opportunity to read the documents; how does the price the City paid for this land figure into the appraisal; we paid for it at a much higher rate; did you look at that figure. Eberly said we look at highest and best use today; not what happened a year ago or 5 years ago. Mayor said so the price we paid is irrelevant. Eberly said yes; we have to compare apples to apples; once you look through it should help explain it. Kneeland said what is Council's pleasure; where do we go from here; do you have a recommendation. Ewald said my task was to see this was brought back to Council; you have an easement agreement in front of you; the developer has to make a decision on whether to move forward with a retaining wall at a substantial cost or acquire an easement; we are at the point for Council to determine if they are willing to grant an easement per the plans presented. Kneeland said I just opened it 10 minutes ago; for legislation, does anyone have a problem with 1st Reading. Angelou said I think we should have a special meeting on this; it has been delayed enough; we have an offer on the table that includes what the client is willing to pay. Jolley said I would like to see this on Tuesday's agenda with emergency and waiver; if we need a special meeting to amend the terms we can. Renner said I agree with Jolley; the developer has come back with a net higher offer than what the City has asked for; so we have a counter offer we have to react to; why delay. Larick said I don't want to delay, but to shorten the process with a waiver and emergency seems to be an extreme step. Angelou said this has gone on for months; if no emergency it will be another 30 days before they can start to do anything; plus it is another week until September 2. City of Gahanna Page 7 Committee of the Whole Meeting Minutes August 25, 2014 Larick said what is the health, safety and welfare component of a private development. Angelou said how many residents are in 180 units; 360 people living in the City and paying income taxes. Larick said would be a small amount. Angelou said why are we delaying this. Larick said there is no delay; just a standard legislative process. Jolley said we don't have to debate this now; we will have to vote so have this debate on Tuesday. Neuman said in our letter it outlines the timeframe this has gone on; for a 1 month delay on 180 unit complex it is over $200,000 to the City of Gahanna; just by delaying until next Tuesday we have to stockpile dirt; the urgency is another 2 days costs us $7,500. Kneeland said can all support that we put this on the September 2 agenda; it will have the emergency language and we can make a decision then; we have to make a decision. Larick said no special meeting. Recommendation: 1st Reading, Regular Agenda, Emergency Language. ITEMS - From Clerk of Council 2014-0121 Clerk of Council Supporting Docs Attachments: Council Report 8-25-2014 Document Management Software Comparison Intellinetics Proposal Intellinetics- Microfilm and Microfiche Conversion Prime Tech Proposal Fireproof Proposal Records Management Solution RCA Document Management Software 8-25-2014 Liquor Permit - Super Chef's 1. Document Software Management Solution McWilliams said we have previously discussed that the City needs to implement document management software; gathered 3 proposals to identify the lowest bidder and best solution for the City; did meet with 3 vendors; Intellinetics was identified as the lowest cost and most effective for us; would like to move forward with software; includes discovery meetings, installation, scanning station, 2 initial departments and 5 licenses as well as the annual maintenance fee for 2014; their cost is $38,700; that is below the other 2 by $9,000 to $18,000; in the proposal we are moving forward with the 5 year phase; can discuss at appropriations costs of moving forward with other service areas; the 2 City of Gahanna Page 8 Committee of the Whole Meeting Minutes August 25, 2014 identified for this year would be Legal and Council; this project was discussed with IT to make sure they would not incur additional costs for servers or related equipment; IT did not foresee any additional costs. Kneeland clarified requesting legislation to enter into contract with Intellinetics; do you have everything you need for that. McWilliams said yes. Angelou said are we prepared to handle this; there is a lot of work being done to get documents ready for this; are we going to be able to meet deadlines. McWilliams said included in their cost is migration for film which is important; will save us money since we don't have to buy another reader; all the proposals included converting our film and microfiche; they are able to take that off site and start immediately; the current reader system is cumbersome. Kneeland said the paper that is left will be a separate component. McWilliams said yes; this will not be an issue for Council as we have had a software so film migration will take care of the majority of it; working through the kickoff and coordinating index fields will be most of our work; then training and working with IT. Leeseberg said Council and our Law Office will be the first to convert. McWilliams said they will be the pilot project; contracts are maintained all over for example; need to reside in the Legal Department; that will get this issue fixed by having them located and indexed here. Leeseberg said this would be moving forward with new documents only. McWilliams said current and moving forward for now. Larick said what is the timeline to start. McWilliams said the sooner it is passed, the more we save; they will take the film as soon as it is passed. Kneeland said would all agree to emergency language and waiver to get this done; Council agreed. Recommendation: 1st Reading, Consent; waiver of 2nd reading, Emergency Language. 2. Codification McWilliams said we do codification 2 times a year; last time done was July 2013; this takes all legislation passed since then and incorporates it into law; it is a cookie cutter ordinance; needs emergency and waiver to be in conformity with State law and have traffic code updated. Recommendation: 1st Reading, Consent; waiver of 2nd reading, Emergency Language. City of Gahanna Page 9 Committee of the Whole Meeting Minutes August 25, 2014 3. Liquor Permit - transfer of a D5 and D6 liquor permit from MMAL Gahanna Inc. dba Rotellis, 1344 Cherry Bottom Road & Patio to Super Chefs Breakfast and More LLC dba Super Chefs Breakfast and More, Cherry Bottom Road & Patio, Gahanna Ohio 43230 McWilliams said we have a request for a liquor permit transfer; a D5 and D6 from Rotellis to Super Chefs Breakfast and More; Police Department has no objection. Recommendation: Motion Resolution, Consent Agenda. Della Brandenberger, Reporting City of Gahanna Page 10