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, December 8, 2014 7:00 PM Council Committee Rooms Members - Present 7 - Ryan P. Jolley, Thomas R. Kneeland, Brian D. Larick, Jamie Leeseberg, Michael Schnetzer, Karen J. Angelou, and Stephen A. Renner Additional Attendees - Mayor Stinchcomb, City Attorney Ewald, Chief Murphy, Dottie Franey, Matt Holdren, Rob Priestas, Rory Gaydos, Tony Collins, Michael Blackford, Ken Fultz, Sue Wadley, Jennifer Teal, General Williams, Clerk McWilliams, Press. Kneeland called Committee of the Whole to order at 7:21 p.m. PENDING LEGISLATION OUT OF COMMITTEES: ORD-0162-2014 TO AMEND TAX CODE SECTION 161.18 - CREDIT FOR TAX PAID TO ANOTHER MUNCIPALITY, OF THE CODIFIED ORDINANCES OF THE CITY OF GAHANNA, AND TO DECLARE AN EMERGENCY. Attachments: GCO 161.18 PROPOSED AMENDMENTS CHAPTER 161 18 Final Draft Ewald noted City has been working through the process of reviewing, clarifying, and modifying Chapter 161 of tax code; City aware uniform changes across state to municipal income tax code in Ohio Legislature; Ohio Legislature worked quickly to complete changes before end of session and this was unexpected; Ewald recommended holding off on the entire tax chapter; recommended continuing with the tax credit section; sent credit section to Council; asking to amend by substitution and modify to reflect the new clarification language; Kneeland inquired Clerk if City is ready to move forward; Clerk confirmed; Angelou inquired if experts within the administration and outside legal counsel had reviewed the clarifications; Ewald confirmed; noted it doesn’t make sense to take the entire chapter forward, but does make sense to move forward with the credit sections for the City of Gahanna Page 1 Committee of the Whole Meeting Minutes December 8, 2014 benefit of the residents; will come back once legislation from the State is passed and language can be evaluated; Kneeland clarified changes are on first reading, amending by substitution, was there emergency language; Ewald noted it will be adopted but not active until the 6th of January; Leeseberg inquired period of adoption; Ewald clarified will technically be passed and filed in 2014, but not effective until 2015; Jolley recommended change for clarification to language by stating effective for 2015; Ewald confirmed replacing “during 2015” for “effective in 2015.” RECOMMENDATION: Consent Agenda with emergency language for adoption with amendment by substitution. ORD-0177-2014 TO AUTHORIZE THE MAYOR TO ENTER INTO CONTRACTS FOR PROSECUTION OF CERTAIN CASES RESULTING FROM GAHANNA MAYOR'S COURT AND CASES TRANSFERRED TO FRANKLIN COUNTY COURTS. Attachments: Prosecutor Agreement 2015 Ewald asked Ordinance 0177-2014 be postponed to January 2, 2015; Kneeland inquired actions for postponing; Stinchcomb clarified can postpone legislation indefinitely, nullify legislation, and begin with new legislation in January; Ewald confirmed. RECOMMENDATION: Postponed indefinitely on the consent agenda; first reading for new legislation on January 2, 2015. ORD-0175-2014 TO AMEND CODE SECTION 148.12, FEES, OF CHAPTER 148, DEPARTMENT OF PLANNING AND DEVELOPMENT, OF THE CODIFIED ORDINANCES OF GAHANNA. Attachments: Section 148.12(c) - Park Fee Modifications Blackford reminded committee of a similar request months ago; left off with a discussion on timing of the request; discussion with City Attorney with revised language; intention of new language is to clarify what types of developments are subject to park fees; not an increase of fees, just clarification; requesting Council approval; Angelou inquired if the changes are to reflect our current practice; Blackford confirmed it mostly reflects our current practices, but does go outside of the current language and mentions applications that are not currently in the park fee code; Angelou inquired if one of the changes applies to extended stay hotels; Blackford confirmed; additional minor changes to when fee is due, applies to occupancy and no longer to building; Angelou inquired if a multi-family unit tenant changes would the fee apply to new tenant; Blackford clarified fees are only based on development, not tenant changes; Angelou requested the language to City of Gahanna Page 2 Committee of the Whole Meeting Minutes December 8, 2014 reflect the one-time application of park fee; Blackford clarified that the language doesn’t directly state, but the fee schedule further clarifies it will only be applied to developers; Ewald noted section C1, which clarifies application of fees in reference to occupancy during development period. RECOMMENDATION: Consent Agenda 2014-0196 Planning & Development Report - Park Fee Modification Attachments: Development Report for Council - Park Fees.doc ORD-0179-2014 TO AUTHORIZE THE CREATION OF A SPECIAL GOVERNANCE COMMISSION TO CONSIDER A CHANGE IN THE FORM OF GOVERNMENT WITHIN THE CITY OF GAHANNA. Larick noted we have draft legislation put in place; first reading has occurred; are there changes to how it is written or continued discussion; Ewald noted observing the initial draft; will follow up; Kneeland recommended City Attorney look at final draft and note changes, and send to Council. RECOMMENDATION: Regular Agenda ITEMS - From the Director of Human Resources 2014-0191 HR Supporting Docs Attachments: Human Resources Report to Council Part Time 2015 Personnel Ordinance Unclassified 2015 Ordinance Supervisory 2015 Personnel Ordinance Command Officers 2015 Ordinance HelpNet EAP 2015 three year agreement RCA 2015 Part-time Salary Ordinance RCA 2015 Unclassified Salary Ord RCA 2015 Supervisory Salary Ordinance RCA 2015 Command Staff Salary Ordinance RCA HelpNet EAP Agreement for 2015 1. Part-Time Salary Ordinance Wadley discussed items one through four, salary ordinances addressing the non-union employees; requesting Council approval; City of Gahanna Page 3 Committee of the Whole Meeting Minutes December 8, 2014 Kneeland noted the proposed changes had many redlines; summary was easy to comprehend though; Kneeland inquired if Wadley would like to bring forward matters as a packet or individually; Wadley clarified at the pleasure of Council; Angelou noted a punctuation error from Coffee with Council; Teal replied she found error and will send to Wadley; Kneeland noted putting the part-time ordinance on the regular agenda; Wadley raised concerns about placing part-time ordinance on the regular agenda may delay passage; Jolley clarified the time frame for all salary ordinances will remain the same, regular agenda is required for part-time as Kneeland must abstain from voting on the part-time ordinance; Wadley additionally requested all salary ordinances be passed on the 15th with waiver and emergency. RECOMMENDATION: Regular agenda with waiver and emergency. 2. Command Staff Salary Ordinance See discussion of previous agenda item. RECOMMENDATION: Consent Agenda with waiver and emergency. 3. Unclassified Salary Ordinance See discussion of previous agenda item. RECOMMENDATION: Consent Agenda with waiver and emergency. 4. Supervisory Staff Salary Ordinance See discussion of previous agenda item. RECOMMENDATION: Consent Agenda with waiver and emergency. 5. Helpnet Agreement Wadley discussed the Helpnet agreement; part of our Employee Assistance Program; City is finishing a three-year agreement with Helpnet; they have offered a three-year renewal at no cost increase; requesting Council approves action; Larick noted statistics on usage in the past with the Helpnet agreement, would like breakdowns on utilizations specifically related to quantity of usage; Wadley will send a clarification to Council. RECOMMENDATION:Consent Agenda with waiver and emergency. City of Gahanna Page 4 Committee of the Whole Meeting Minutes December 8, 2014 ITEMS - From Council RES-0011-2014 TO HONOR AND COMMEND JANE GROTE ABELL, OF DONATOS PIZZA INC. FOR HER FOCUS ON DONATOS' MISSION OF PROMOTING GOODWILL THROUGH PRODUCT AND SERVICE AND HER OUTSTANDING CONTRIBUTIONS TO ENHANCING THE QUALITY OF LIFE FOR THE CITY OF GAHANNA AND THE CENTRAL OHIO REGION AND BEYOND. Angelou noted resolutions for business achievements of Jane Grote Abell & Thomas R. Krouse. RECOMMENDATION: Consent Agenda RES-0012-2014 TO HONOR AND COMMEND THOMAS R. KROUSE, OF DONATOS PIZZA INC. FOR HIS EXEMPLARY COMMITMENT TO DONATOS' MISSION: TO DEFINE WHAT PIZZA SHOULD BE; AND FOR PROVIDING OUTSTANDING CONTRIBUTIONS TO ENHANCE THE QUALITY OF LIFE FOR THE CITY OF GAHANNA AND THE CENTRAL OHIO REGION AND BEYOND. Angelou noted resolutions for business achievements of Jane Grote Abell & Thomas R. Krouse. RECOMMENDATION: Consent Agenda ITEMS - From the Clerk of Council 2014-0195 Clerk of Council Supporting Docs Attachments: Clerk of Council Report 1. Establish Meetings - 2015 Organizational McWilliams noted organizational meeting for 2015; sent meeting dates to Mayor; reached out to commissioners and members; flagged Council meeting required by charter to meet on Friday, January 2, 2015; in past we have changed time; Stinchcomb confirmed; Larick inquired if we need to do a substitution type change to omit January 5, 2015 meeting; Clerk confirmed have to waive rules pursuant to charter section 5.20. RECOMMENDATION: Motion Resolution on the consent agenda. 2. Liquor Permit Renewals City of Gahanna Page 5 Committee of the Whole Meeting Minutes December 8, 2014 McWilliams noted liquor permit renewal; happens annually; if there are objections can address each year; Police Department has no objection to permits; requesting Council action to pass related motion resolution. RECOMMENDATION: Motion Resolution on consent agenda. 3. Council Chamber Audio Noted several complaints from attendees and Council being unable to hear Council meetings; directive to find cost; evaluation from Sound Communication identified type of microphone was the issue; distorted sound to audience; will replace with gooseneck microphones; to replace dais microphone setup will cost $2830; Jolley supported gooseneck microphones; quick fix for community and transparency; Angelou noted the audience mic may have issues as well; McWilliams noted Sound Communication did not have an issue with the audience mic; Larick noted main issue is omnidirectional mics at dais; Kneeland noted the Sound Communication organization technology is present in many communities; McWilliams noted a long term goal may be to get microphones in committee rooms; PO and transfer required. RECOMMENDATION: Proceed with PO and transfer from Contract Services 4. Codification Update McWilliams noted several code changes pending; waiting to do one clean-sweep in next few months after legislation is signed by Mayor and effective. RECOMMENDATION: No further action until pending legislation is signed by Mayor and effective. 5. Records Management Update McWilliams noted successful demonstration of records management software; Larick inquired if we are good with the presentation and the data available; inquired if we are comfortable with using the data in lieu of the microfilm; McWilliams noted confidence; if not required would remove microfilm machine from the archive and eliminate cost; Kneeland noted removing antiquated technologies and streamline processes; inquired what is the timeframe; Jolley noted if we do not appropriate, we could supplementally appropriate funds if they are required later; Larick inquired if it is contractually the shipping date outlined or termination date; Leeseberg inquired if we have to keep City of Gahanna Page 6 Committee of the Whole Meeting Minutes December 8, 2014 the film; City Attorney noted we must keep the paper and film if it is original; Ewald noted two sets of data; one being permanent; McWilliams noted some paper still exists in place of the microfilm; Ewald noted an inventory will be done and to get a better idea of what we have. RECOMMENDATION: No appropriation for microfilm machine. Kneeland Adjourned Committee of the Whole at 7:54 p.m. Chris Weisenberger, Reporting City of Gahanna Page 7