Committee of the Whole

200 South Hamilton Road City of Gahanna Gahanna, Ohio 43230 Meeting Minutes Committee of the Whole Brian D. Larick, Chair Stephen A. Renner, Brian Metzbower Nancy R. McGregor, Karen J. Angelou Michael Schnetzer, Jamie Leeseberg Kimberly Banning, CMC, Clerk of Council Monday, April 11, 2016 7:00 PM Council Committee Rooms CALL TO ORDER Chair Larick called the meeting to order at 7:00 p.m. ADDITIONAL ATTENDEES: Anthony Jones, Lieutenant Jeff Spence, Rob Priestas, Dottie Franey, Jen Teal, Mayor Tom Kneeland, Laurie Jadwin, Chief Dennis Murphy, Diana Redman, Shane Ewald, Matt Holdren, Jeannie Hoffman, Troy Euton, Press, Joann Bury. Present 7 - Stephen A. Renner, Brian Metzbower, Brian D. Larick, Nancy R. McGregor, Karen J. Angelou, Michael Schnetzer, and Jamie Leeseberg UPDATE FROM THE GAHANNA CONVENTION & VISITORS BUREAU (CVB) 1. Laurie Jadwin - CVB Director Jadwin thanked Council for the opportunity to give an update; thanked those who attended the annual meeting about six weeks ago; hoped it was informative; had a year-end review video and shared statistics; CVB drew 40,000+ people to Gahanna last year; used specific formulas; 4.8 million dollar translation in financial dollars to the City; want to share what we have in 2016 and how we can continue to meet our goals; want to expand the advertising markets; will expand to the Canadian market; the Blues & Jazz festival was featured in a Canadian magazine; forming a partnership with USA Today to attract visitors; unveiled the new VisitGahanna Guide; have distributed over 12,000; expanding the promotion of the Herbal Trail; introduced a new logo last year and met with the Herbal Trail partners; have around 35-50 right now; working on a new brochure and working on an Herbal Trail passport; want to also develop the relationships with their partners; passed around the April edition of the Ohio magazine, published by Great Lakes Publishing; they were featured in the magazine; their editor wanted to do an article about Gahanna and when discussing herbs, they instantly thought of Gahanna; partnered with Fox8 News last year and they ran a segment on GoodDay Cleveland; recently found out they are getting ready to rerun that City of Gahanna Page 1 Committee of the Whole Meeting Minutes April 11, 2016 segment; will get another $17,000 in free publicity; strongly impacts our businesses; also want to grow our digital and social media presence by ten percent; will be expanding geographically and also with the type of marketing; will offer social media workshops so businesses can learn how to market themselves; will create better marketing for Gahanna; visitgahanna.com has a Facebook, Pinterest and Twitter; will grow their participation in the tourism ambassador program; have partnered with Experience Columbus; it is a program aimed at empowering locals to become an ambassador for Columbus; everyone has an opportunity to be an ambassador for Gahanna; goal is to have our Mayor and each City Council member to become certified; also the employees of City Hall; they are interacting with the public each day; strongly encourages everyone; Karen Angelou was one of the first to become an ambassador; Jamie Leeseberg also was certified last year; next class is Friday, April 29th; this year we will do 3 classes - again on Friday, July 22, and September 21; our goal is to educate in 2016; want our partners to understand what we do and how we do it and how it impacts our community from an economic standpoint; hopes to come on a bi-monthly basis to update City Council; will be launching an email newsletter quarterly to stakeholders; will be submitting opinion pieces to the local newspaper in hopes they get published; at City Council last week the City received an award; at the CVB annual meeting we had a table of awards; last year we received 12 awards; we are a very small CVB; we are setting the bar; hopes the City will partner with them and will call upon the CVB; Larick thanked Jadwin; said they are appreciated and we do not say it enough; Angelou thanked Jadwin. ITEMS FROM THE POLICE DEPARTMENT 1. Volunteer Peace Officers' Dependents Fund (VPODF) Board ORD-0037-2016 AN ORDINANCE CREATING AND ESTABLISHING A BOARD TO ADMINISTER CLAIMS OF THE VOLUNTEER PEACE OFFICERS' DEPENDENTS FUND (VPODF); AND TO DECLARE AN EMERGENCY. Spence said we are bringing this legislation back to Committee; the property valuation was completed by Finance; we will pay a $500 one-time premium. RECOMMENDATION: Consent Agenda. 2. VPODF Board Appointments MR-0018-2016 TO CONFIRM APPOINTMENT OF FIVE (5) MEMBERS TO THE VOLUNTEER PEACE OFFICERS' DEPENDENCY FUND (VPODF) City of Gahanna Page 2 Committee of the Whole Meeting Minutes April 11, 2016 BOARD FOR THE 2016 YEAR: TWO (2) APPOINTMENTS ELECTED BY CITY COUNCIL: STEPHEN RENNER AND NANCY MCGREGOR; TWO (2) APPOINTMENTS ELECTED BY THE CITY'S RESERVE OFFICERS: MARC HOFFMAN AND HARROLD DELLENBACH; ONE (1) RESIDENT APPOINTMENT ELECTED BY THE VPODF BOARD: RON DAVIS; AND TO APPOINT MARC HOFFMAN, CHAIRMAN AND NANCY MCGREGOR, SECRETARY. Spence said we have chosen two reserve officers to serve on the board; Marc Hoffman & Harold Dellenbach; will make a recommendation that Gahanna resident, Ron Davis be appointed in that fifth position; said we also need to appoint a secretary and a chair; Banning said we do not need a formal organizational meeting; need to appoint a chair and secretary in the motion resolution that will pass; will have an organizational meeting at the end of the year; Renner asked if either reserve officer has expressed interest in either position; Spence said no; McGregor offered herself as secretary; Renner suggested we appoint Marc Hoffman as chairman; Council agreed. RECOMMENDATION: Consent Agenda. ITEM FROM THE DIRECTOR OF DEVELOPMENT 1. The Economic Development Transfer (TREX) Application - Barrel & Boar MR-0017-2016 TO AUTHORIZE A TRANSFER EXEMPT PERMIT APPLICATION (TREX) TO AN ECONOMIC DEVELOPMENT PROJECT FOR BARREL & BOAR, 121 MILL STREET, SUITE 130; SAID APPLICATION ATTACHED AS EXHIBIT A. Jones said received an application for a TREX liquor license; this is for a new company looking to come back to Gahanna; will go in the old Ciao Vino location at Creekside; they have an existing business; they are here tonight to say a few words; Ed Hastie, attorney with Brennan, Manna and Diamond; helps bars and related businesses open; here to answer any legal questions about the liquor laws and the TREX application; with TREX permits we have a little more control over the permit; if the business is sold, they would have to come back to the City; could not turn this into a bar or club the City did not want; this business has a beer and liquor license from another location that is under the application; we have the possibility to move one of his full-service permits here; would allow him to open with a full-service permit; once this is permitted we will be sent something from the Ohio Division of Liquor Control to verify we have no objections; know Gahanna is familiar with this; Stan Riley, Barrel & Boar owner, here to say a few words; Riley said the business started in 1983; said his first home was on Old James Road; watched them build Creekside; have City of Gahanna Page 3 Committee of the Whole Meeting Minutes April 11, 2016 had the opportunity to grow; have a location on Hamilton Road near Home Depot; their lease is up and they found Creekside; it is a casual family restaurant; will be full-service; the permit would allow them to do wine; want to be a family establishment first; that is something that is needed at Creekside; looking forward to being part of Gahanna; Hastie said he has a goal to open at the beginning of May; Riley said they also just recently opened in Newark; Jones said we are passing this as a Motion Resolution so if passed will take effect immediately. RECOMMENDATION: Consent Agenda. ITEM FROM THE DIRECTOR OF PARKS & RECREATION 1. Boating Grant Notification ORD-0040-2016 SUPPLEMENTAL APPROPRIATION - ODNR Boating Grant Funds. Euton said this is to appropriate the funds received from the grant; Council authorized the application of the grant last year; this is for new canoes and kayaks; would like to open purchase orders with these funds; our grant administrator has been in communication with ODNR about when the funds are coming; asking for an emergency; Mayor Kneeland asked if this was a supplemental it will not need an emergency; Euton said two readings will not be necessary; Larick asked what specifically these funds are for; Euton said mostly capital purchase but some operating equipment; Larick asked if we have applied for this previously; Euton said this is a paddling program; we applied for this in 2008 or 2009; is the same grant program; we reapplied this past year; Angelou asked where they are kept; Euton said on Oklahoma Avenue in the Parks garage; we do not rent them out; the grant program actually prohibits that; we have them at educational opportunities; is instructional and not really for rent/hire; Larick asked if they need to be permitted/registered; Euton said there is a registration; they need to be identified; do not need a license every three years; will confirm the specifics; believe we are adding 8 canoes and 6 kayaks as well as trailers to carry them; we have around 10-12 now; also safety equipment like life-jackets. RECOMMENDATION: Consent Agenda, no emergency. City of Gahanna Page 4 Committee of the Whole Meeting Minutes April 11, 2016 ITEM FROM THE DIRECTOR OF FINANCE 1. Then & Now Purchase MR-0020-2016 MOTION RESOLUTION TO AUTHORIZE A THEN AND NOW PURCHASE FOR THE FRANKLIN COUNTY EMERGENCY MANAGEMENT AND HOMELAND SECURITY PROPORTIONATE SHARE AND SIRENS. THE DIRECTOR OF FINANCE HAS CERTIFIED THAT FUNDS WERE AVAILABLE THEN AT THE TIME OF INVOICED AND NOW AT THE TIME OF PAYMENT, APPROPRIATED, COLLECTED OR IN THE PROCESS OF COLLECTION AND FREE FROM ANY PREVIOUS ENCUMBRANCE. IT IS HEREBY CONFIRMED THAT COUNCIL APPROVE THE PAYMENT OF THE ABOVE AND THEN AND NOW PURCHASE UNDER ORC 5705.41(D)(1). Bury said this is for the Franklin County Emergency Management and Homeland Security Proportionate share and sirens; with General Williams retirement and the Police Department taking over the responsibilities of emergency management, this invoice and payment was overlooked; McGregor asked how the amount was figured; Bury said the proportionate share, not sure; the sirens are around $1,200 a piece; Teal said it is a process with the Franklin County Emergency Board; do not know the specifics; we can check. RECOMMENDATION: Consent Agenda. UDPATE FROM THE CITY ADMINISTRATOR 1. GoForward Gahanna Strategic Plan (cont'd) MR-0021-2016 TO ADOPT THE GOFORWARD GAHANNA STRATEGIC PLAN; SAID PLAN ATTACHED AS EXHIBIT A. Teal said last committee meeting we handed out the working copies of the 22 implementation strategies we are working on as administration now that the Strategic Plan is completed; in the last 2 weeks we have set up a structure to track process and give updates and meeting milestones; will be seeing the first of those coming back in a committee report in 2 weeks; working on this each week; a few committees back there were questions about what the request is; the Strategic Plan itself, the document, provides us the 5 strategic priorities and the 22 implementation strategies; it is best practice that Council adopt the document; will continue updating and changing the implementation plans when necessary ; plan to report to Council on a quarterly basis; item-by-item, you will start to see those action items City of Gahanna Page 5 Committee of the Whole Meeting Minutes April 11, 2016 coming forward next committee meeting; ready to answer any questions; Angelou said it is a lot of information in those reports; Larick asked when and how the implementation plan will be shown or provided; Teal said the plan is that attachment; there is a plan for each of the 22 strategic results; is an administrative tool; identifies strategies that will be used; those will always change with time; there is not an implementation plan that is solid and will sit for 5 years; Schnetzer confirmed the 26 page document is the implementation plans; Mayor Kneeland said those are the outcome of all of our discussions; those are administrative processes we are putting into play; we can certainly give Council updates on all 22 of those as we continue; we have to make progress before we can continue anything; the paper document is a combination of months of work on all of our parts; Angelou said there were a few with dedicated funding sources, asked how we will complete those, specifically the roads and infrastructure; Mayor Kneeland said they went through the identification process; did not dig deep into how we would get these items with funding back to Council; Angelou said that is why she is bringing this up; Teal said the dedicated funding identification plan identified from a staff standpoint what would be required; would have to figure out what the options are; then will talk to Council; that is number 8 in the pile; we identified key strategies; by the end of August will have done an assessment and have a possible alternative; in each of those, part of the strategy is to figure out how we can allocate the resources; all of that was discussed in the timeline; a lot of the dates align with the budget cycle; there will be a lot of times we are coming forward to Council with update items or Council items that relate directly to the Strategic Plan; Angelou said because we are going to be needing large amounts, we should be moving forward to ask the people; confirmed with Teal that is something they are doing; Teal said absolutely; especially for the road and bridge items; we don't want to bring forward all decisions at one time; that would be too much; throughout the next 5 years we will be continually bringing items forward; excited to see how we will be able to impact the meaningful decision making using this as a framework; the document is out there, we are just asking for Council's blessing; Larick said the GoForward document is a strategic document; struggling with how to fill progress underneath it; if we have this goal component with nothing underneath it; essentially we are committing to a path without a structure to get us there; hear the structure is there; one is legislative document; Mayor Kneeland said that is about project management and us preparing these items for execution; this is about an action plan now; Schnetzer said the menu is driven by the project; asked if it would be too much of an ask if we could list these chronologically; see a lot of dates; there is a lot within the first six months; asked how we will keep track of this; Teal said the planning tool is a response to the legislation policy agenda; Larick said from administration, it makes sense; then we have City of Gahanna Page 6 Committee of the Whole Meeting Minutes April 11, 2016 a commitment to the document with nothing under it; Teal said number 18, by 2017 Council, the Mayor and residents will have access to the results; number 19 speaks to the Mayor and Council making decisions in reference to the results; we are taking the business of the document and putting into a results framework; we are taking this very seriously; is a lot of work that cannot be done overnight; number 18, the very first result is to share this with Council; by July 31st you will receive the first quarterly update; we are in the process now of getting these project leads reporting on a regular basis and documenting that; would love Council to participate in the implementation team; Kim Banning is participating; would urge on any of the results, not to hold up adoption of the policy agenda because you are waiting to see how it is processed; Metzbower said they did a great job with the document; Teal said last time we discussed this, we discussed the twenty 4-hour work sessions we had; this is the beginning of great results; this team will make it possible; Mayor Kneeland said we will have regular reports to Council because it is collaborative and want to streamline; excited what we have come up with; these are things we have all deliberated; do not want to operate in a vacuum; will engage Council deeply through the process; Teal said last month put in an RCA requesting adoption in a Motion Resolution; would appreciate the feedback if it is something we can get moving forward; Larick said motion resolution on the regular agenda. RECOMMENDATION: Motion Resolution, Regular Agenda. DISCUSSION Renner said he has been a strong advocate for having chickens in the City of Gahanna for a long period of time; has been talking about this for the last three years; also have been talking with others in the neighborhoods; part of his position with Franklin County, he was asked to be part of a committee; does not see a problem with chickens at all in Gahanna; grew up with them; have constituents on the west side that are pro-chickens in Gahanna; have worked with the schools and have held mock Council meetings on chickens in the City of Gahanna; has been interesting to hear the kids discuss chickens within the City and hear feedback from the teachers; have talked with the Mayor, he is very supportive; have been working on legislation; bringing forward for everyone's consideration; knows McGregor emailed him and would love her support. ADJOURNMENT 8:04 p.m. City of Gahanna Page 7 Committee of the Whole Meeting Minutes April 11, 2016 Kayla Holbrook, Reporting. City of Gahanna Page 8