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, October 27, 2014 7:00 PM Council Committee Rooms CALL TO ORDER: Kneeland called the Committee of the Whole meeting to order at 7:00 p.m. Present 6 - Ryan P. Jolley, Thomas R. Kneeland, Jamie Leeseberg, Michael Schnetzer, Karen J. Angelou, and Stephen A. Renner Absent 1 - Brian D. Larick PARKS & RECREATION MEETING - Collins began the committee meeting with a reminder: Wednesday, November 5th 2014, at 7:00 p.m. there will be a meeting hosted by the Parks Board to discuss parks & recreation and pools for Gahanna; the meeting will be held at the senior center. ITEM - From Director of Development 2014-0164 Development Department Supporting Docs 1. Economic Development Plan Contract Presentation Kneeland introduced the Development Department; Development followed up on previous responses to proposals updating the Economic Development Plan; they have received sixteen proposals to update the plan; discussion began in late June and July to assess investment of public dollars; plan could help guide job creation and attraction of capital investments; selection committee has chosen Ice Miller, in partnership with Danter Group and OHM Advisors; selection committee reviewed proposals and chose the proposal (Ice Miller) offering the best quality and price. Ice Miller’s proposal captured important things to accomplish; a market study or update where Gahanna ranks in central Ohio; market study included trends in the community and how the City can capitalize on the trends, as well as the City’s capacity to support new offices and industrial properties; the second component, a real estate development analysis, identified elements of the community that have the greatest potential for economic impact; third element of proposal is business retention; would formalize and lay out actions for business retention, primarily those businesses with tax abatement expiration dates and would aid in business City of Gahanna Page 1 Committee of the Whole Meeting Minutes October 27, 2014 attraction as well; last and most importantly, a fiscal impact model, or an assessment on what certain areas can provide to the City; report was submitted to Council; Ice Miller spoke about serving as project lead; they are a law firm founded upon municipal finance; they bring a municipal finance team with diverse bonding experience; Ice Miller additionally noted their proven public and private partnership history; firm has a high rate of project implementation; they conceptualized a “roadmap,” including land use, existing trends, mapping, and growth; will be aiding with stakeholder meetings and public outreach functions; will help with the final reports; intention to be as focused as possible; Dander company is involved with real-estate developments; will have large volumes of information collated into a lendable report; aims to understand market geography, space, rent competition, and trends by current rent tenants. Afterward, Dander looks at lease phasing with questions like: is the target year appropriate? Will lease spacing be absorbed within the time space? Additionally, Dander looks at target tenants to understand what criteria will be a necessary offer for prospective tenants to remain competitive; noted Columbus is dead last for airport related development; will investigate options for airport development as there is a lot of room for growth; Development Department has $60,000 appropriated already toward the total cost of $90,000 for these actions; requesting a supplemental appropriation for the next $30,000 to cover the plan; Kneeland inquired if Council will move forward with the process; Council concurred; Development confirmed the sooner the better; Kneeland recommended a waiver of second and consent agenda; no opposition. ITEM - From the Director of Finance 2014-0159 Department of Finance Supporting Documents 1. 2014 Budget Adjustments Teal provided budget adjustments for the end of the year, addressing many points to minimize legislative actions and provide a helpful synopsis; includes appropriations, revenue based pass through, unexpected expenses (i.e . adjustments for the Tech Center bridge), and small personnel adjustments; salary changes were adjusted through departmental transfers; Teal welcomed questions; Renner inquired if the Creekside TIF refund was part of the receipts; Teal replied the Creekside refund was reappraised, and the total value was adjusted downward substantially; rather than receiving payback in the second half distribution, we paid the auditor cash; had to appropriate prior year expenditures, and thus, the general fund must pick up Creekside’s piece as a result of the unanticipated deficiencies. ITEM - From City Attorney 2014-0163 Magistrate Agreement City of Gahanna Page 2 Committee of the Whole Meeting Minutes October 27, 2014 1. Magistrate Agreement Ewald brought forth discussion on the magistrate agreement; first time will be an employee of the mayor, but will be a yearly contract like the prosecutor’s contract; price per session or two per day; contract will be for 2015 as well; level of pay is the same, commensurate with experience, as magistrate has experience in other cities; Angelou inquired if there were two sessions per day; Ewald confirmed, that’s $1000 per week; price is at the median compared to other municipalities; Kneeland inquired if it’s paid out of general fund or Court fees; Teal replied it’s paid out of the general fund; Kneeland also inquired if this is what we’re currently paying; Ewald confirmed; Kneeland inquired if normal process will apply; Kneeland recommend first reading on consent agenda; no opposition. ITEM - From City Attorney 2014-0165 Attorney General Contract 1. Contract with the Attorney General Ewald noted the City in recent years has sustained damage to city property and doesn’t not have a reliable way to effectively collect from insurance companies or enforce collections from uninsured incidents; Ewald would like to work with the Mayor’s office to act through Council in a State collection method already in place to assist with fee collection; Kneeland inquired if the Attorney General charges the city; Ewald clarified no, it’s a 10% charge through the debtor; Angelou inquired if it will apply to a utility (i.e. AEP pole); Ewald will verify, but doesn’t believe it will apply; Kneeland inquired if sources of attached revenue could be tax refund checks; Ewald inquired yes, anything with civil liability can be attached; Kneeland clarified if he wants permission to authorize the Mayor to enter into an agreement with the Attorney General; Ewald confirmed; Kneeland recommended first reading on consent agenda with emergency passage. ITEM - Clerk of Council 1. Records Software Update McWilliams give a brief update on the records software; process will begin with Council and Legal, transitioning into 2015 with the Police Department, Human Resources, and Information Technology; working on a five year projection on back filing with Intellinetics as back filing project manager; she is determining everyone’s records at this point; Kneeland inquired if the highest value is with the most information possible electronically; McWilliams replied the most accessible files will be in the system, therefore we would have to access the records offsite or in our records center; Police Department and Building Department have a high number of City of Gahanna Page 3 Committee of the Whole Meeting Minutes October 27, 2014 records; will save time and space; Angelou inquired of the documents to be destroyed, what if they have historical value; McWilliams replied most historical documents will be held offsite in safe storage at Fireproof. ADJOURN - Committee of the Whole adjourned by Kneeland at 7:32 p.m. City of Gahanna Page 4