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 Stephen A. Renner, Chair, Karen J. Angelou, Ryan P. Jolley, Thomas R. Kneeland Brian D. Larick, Jamie Leeseberg, Michael Schnetzer Kimberly McWilliams, CMC, Clerk of Council Monday, January 26, 2015 7:00 PM Council Committee Rooms Members - Present 7 - Thomas R. Kneeland, Brian D. Larick, Jamie Leeseberg, Karen J. Angelou, Michael Schnetzer, Stephen A. Renner, and Ryan P. Jolley Addtional Attendees - Mayor Becky Stinchcomb, City Attorney Shane Ewald, Clerk of Council Kim McWilliams, Sue Wadley, Anthony Jones, Tony Collins, Chief Murphy, Matt Holdren, Rob Priestas, Niel Jurist, Jennifer Teal, Rory Gaydos, Residents, Press. Renner called the Committee of the Whole to order at 7:03 p.m. ITEMS - From Director of Development Development Supporting Documents 1. Variance – 87 S. Hamilton Road Jones noted the 87 S. Hamilton Road Variance; approved by Planning Commission; bringing before Council tonight for review; requesting variance to approval the use of City facilities by Gahanna Residents in Need (GRIN); required variance, because the current code will not allow the requested use; similar to nearby school and residential uses; brought forth director of GRIN, Brenda Johnson, for questions; Kneeland inquired from a traffic perspective, what parking is like; Jones replied visitors must park within a designated surface on the paved lot, there will be no backing out onto Hamilton road; Stinchcomb confirmed there will not be backing out onto Hamilton road, was a stipulation in the variance; Angelou noted concern about how the property was being maintained; lots of bushes in the back, had received concerns from residents; is GRIN expected to clear and maintain foliage; Collins noted crews will be out this week to cleanup; Angelou inquired if this was forgotten; Stinchcomb noted it wasn’t known there was concern; will be addressed; Collins confirmed, City of Gahanna Page 1 Committee of the Whole Meeting Minutes January 26, 2015 appropriate actions are being taken to address issue. RECOMMENDATION: Consent Agenda; No need to come back. 2. GRIN Lease Jones noted City Attorney drafting lease and GRIN has agreed to the terms; standard lease document; will be a one-year lease, that renews automatically unless the leaser or lessee notifies within 6 months for termination; a $1 per-year rental rate; the obligations are to maintain the facilities and utilities are on the leaser; language conforms to city intention and GRIN intention; by signing all parties agree to terms; Stinchcomb noted similar terms for school districts in the past; Larick noted good use for the property; inquired from a long term standpoint what the path is for the property; cautious that city property going for a good purpose, but at some point if the city feels it could go in another direction, what will happen; Stinchcomb noted that within six months the City or GRIN would notify the other party before termination; Larick clarified the underlying principle is GRIN puts an investment into the building that understands the alterations could be lost without compensation; Brenda Johnson noted there could be possible repairs needed; understands the City is leasing in as-in conditions; GRIN would be responsible for all repairs and understands the possible outcomes; Stinchcomb noted regular readings and could be emergency for legislative action; GRIN Board still has not voted on the lease; vote would be next Monday 7 p.m.; if their Board approves Council could approve after; Johnson noted GRIN could have a meeting before the next Council; Larick noted could take actions if we are comfortable with the terms of the lease; Renner noted more comfortable waiting until the Board has voted; Jolley noted we could put it on the agenda and if the Board votes in favor of the lease we could vote and if not we could postpone; all agreed. RECOMMENDATION: Regular Agenda; No need to come back. 3. Economic Development Plan Update Jones noted Economic Development Plan update in report; two meetings thus far; first meeting in early January; discussed Phase 1 of the project, what are the expectations of project; good attendance and questions from all; had 2nd meeting and talked about the real-estate component; will be receiving market study this week through presentation; getting more ideas based on the market research; last City of Gahanna Page 2 Committee of the Whole Meeting Minutes January 26, 2015 phase will be fiscal implementations; Renner inquired timeline; Jones replied around four months and will have solid completions by the end of March; meetings upcoming with various business and will report delays to Council. RECOMMENDATION: Projected completion in early Spring. ITEMS - From City Attorney City Attorney Supporting Documents 1. Public Defender Contract Ewald brought forth the Public Defender Contract; usually received in January and is retroactive to January 1st; cost increase this year from $65 to $78.12 per hour; should have no more than 100 cases; no control over costs as this is a County-wide adjustment. RECOMMENDATION: Consent Agenda 2. Franklin County Board of Health Agreement Franklin County Board of Health (FCBH) agreement; FCBH asking municipalities to adopt agreement; asking emergency, but not waiver; FCBH is still in the process of getting information out to local governments; have not sent items out to other municipalities; Gahanna is ahead of the curve, and as such, FCBH may use our language as a model; copy sent to Clerk today; made changes to ordinances; have done the same in the past; noted Council should look at the Rules and Regulations; Renner inquired if the agreement will be on Monday; Ewald replied yes; can do first reading and bring back to committee if there are additional questions, but asking for emergency; Kneeland inquired if we can get some of the charges on the issues; inquired the deltas on the issue; what is it we get for what we’re are paying and how much will it cost; Service will reply with numbers. Ewald will get a copy for Council's review; Leeseberg noted potential problems if we have the new stuff into place before they do; Ewald clarified they have already adopted Rules and Regulations, but are having complications getting them out to municipalities; won’t have problems, already been adopted. RECOMMENDATION: First Reading; Back to Committee; Second Reading with Emergency Language. City of Gahanna Page 3 Committee of the Whole Meeting Minutes January 26, 2015 ITEMS - From Clerk of Council Clerk Supporting Documents 1. Update on Records Management Clerk noted update on records management process; training will be next week for Council, Legal, and Police Department; two four-hour sessions; barring any problems we will be using software next week to search records archive; Council has approved the contract for back-filing; contract addressed in next action item. 2. Contract with Intellinetics for Back-filing Clerk noted update of records management software; requesting Council authorization for the Mayor to enter into a contract for Intellinetics Back-filing; asking for waiver of rules so that Council can move forward as soon as possible. RECOMMENDATION: Consent Agenda with Waiver of Rules. 3. Franklin County Board of Elections Contract Clerk noted receiving the Franklin County Board of Elections agreement for polling locations; utilizes the Senior Center and the Committee Room; City is compensated $20 per hour for custodial fee if necessary; Requesting first reading on the Consent agenda. RECOMMENDATION: First Reading on the Consent Agenda. 4. Amendment to Civil Service Rules Clerk noted changes Civil Service rules from Human Resources; asking council to adopt rule changes recommended from Civil Service. RECOMMENDATION: First Reading on the Consent Agenda. Adjournment Renner adjourned the Committee of the Whole at 7:27 p.m. City of Gahanna Page 4