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 25, 2016 7:00 PM Council Committee Rooms CALL TO ORDER Chair Larick called the meeting to order at 7:00 p.m. ADDITIONAL ATTENDEES: Shane Ewald, Dottie Franey, Matt Holdren, Ken Shepherd, Fire Chief Fred Kauser, Lieutenant Jeff Spence, Mayor Kneeland, Diana Redman, Jeannie Hoffman, Joann Bury, Rob Priestas, Jennifer Teal, Press. Present 6 - Stephen A. Renner, Brian D. Larick, Nancy R. McGregor, Karen J. Angelou, Michael Schnetzer, and Jamie Leeseberg Absent 1 - Brian Metzbower UPDATES FROM THE FIRE DEPARTMENTS 1. Mifflin Township Fire Chief Kauser Chief Kauser gave an update; said trustees send their regards; the run activity is steady; expect a spike sometime in June when school lets out; will see a change in the types of run activity; added the number of cardiac responses; there are probably another 40-50 runs with an unconscious party; freeway accidents are about the same; can answer questions about specific incidents; one or more of their engines is active in a 36 hour period; often hear questions about how many fires we have; it is far more frequent than you expect; our goal is to make sure you cannot see them in the sky and they get to them quick enough; hope to hire close to 10 firefighters; will be looking internally for an Assistant Fire Chief; currently reviewing the 2017 operating and capital budgets planning with final recommendation to the Board mid-June of this year; the Board asked Chief Kauser to get with someone possibly Council to recognize a Gahanna Police Officer in May who assisted with a recent cardiac arrest patient; Larick said to get with Kayla or Kim and will do a Resolution on a regular meeting agenda; asked what the top three calls would be that we can help or reduce with education; asked if there are things we can look at from a City of Gahanna Page 1 Committee of the Whole Meeting Minutes April 25, 2016 municipality standpoint; Chief Kauser said great question; the bigger question is when a community transfers responsibility to an agency; what can we do to better educate citizens on when we respond; teach citizens to engage; would like every able body to have active CPR skills when someone has a need; recognizing and preventing fire accidents; activity levels are not what derive the fire department; frequency is not as serious as the tragic incidents; that activity and providing information about those incidents is better than what they deal with everyday; considering allowing Kauser to build and conduct a safety fair where we can get the community out and talk about the types of things that impact the community; reviewed the City's response plan; thinks it's natural to communicate with the Police Department; Larick said possibly a place for the Fire Department to provide education is in a publication we are already producing; Kauser said they have a lot of heroin impact; we are all affected; tomorrow they are having an outreach with the community; McGregor said the advanced health class in the high school used to teach the heimlich; that is an avenue to reach out to; Chief Kauser said in those cases, the Fire Department may not be there quick enough and the victim does not have time to wait; in Seattle their witness cardiac arrest is about 60%; in Columbus it is around 14%; Leeseberg said he received concerns from a citizen about fires outside unattended late in the night and cooking over fires; asked for the ordinance or code and who citizens should reach out to for further questions and to put in a formal notice; Chief Kauser said to burn in your yard you must have an approved pit or a decorative firepit; it cannot ever be unattended; will give a warning and then give a citation; there are blackout dates in the summer when the community can be asked not to burn those fires; will get some further information. 2. Jefferson Township Fire Chief Shull - No report 2016-0143 4.25.16 Mifflin Update UPDATE FROM THE CITY ADMINISTRATOR 1. GoForward Gahanna-Citizen Survey Result 2016-0141 GoForward Gahanna-Citizen Survey Result Teal said this is the first of many reporting out; historically the City has accomplished a citizen survey using a customized survey; we have not done so since then; a lot of the feedback we received was to continue being responsive; the second page of the report is a sample status update; as we are working on tracking all, we want to give information so it is laid out better and visually appealing; will be making changes City of Gahanna Page 2 Committee of the Whole Meeting Minutes April 25, 2016 as we go through this; the team that worked on this strategic result identified the results while every three years; we should be going every two years for better trend abilities; our recommendation is that we do this every two years and on the even years to steer clear from municipal elections; also felt this is something we should not do custom; there are good nationally administered benchmark products out there; we want to compare our results standard; the questions should just be the questions and have no internal meaning; we do not want that to be the case; to be consistent we found the national citizen survey; there was not another; strongly endorsed; because it is an off the shelf product we can implement it fairly quickly; in the short term strategies, by Saturday we would tell you the schedule; this sort of proves that we are keeping up with this; by May 15th we should select a vendor; at this time we are comfortable with National Citizen Survey; looking at what they need from us; hoping to complete this by the end of the year and use the results in the beginning of 2017; also wanted to get feedback from result to result; asked if this template worked for Council or if there was more they were looking for; Angelou asked who did the last survey; Teal said CJI research, Hugh Clark; they produced the questions in 2008, 2010 and 2012; Angelou asked the cost; Teal said tentatively they are in the 15-18K range; we have budgeted $20K from last year; anticipate the full cost will be within what we have available; McGregor asked why we need a survey on-top of the input we have recieved; Teal said the input was all focused on one quesiton; the issues and future of Gahanna; did not address the current services and satisfaction; input was not statiscitally valid; they were folks that wanted to come; Schnetzer asked if a goal of this is to go to a baseline; Teal said yes. ITEM FROM THE CHIEF OF POLICE 1. 2016-2017 School Resource Officer Agreement ORD-0041-2016 TO AUTHORIZE THE MAYOR TO ENTER INTO AGREEMENT WITH THE GAHANNA-JEFFERSON SCHOOL DISTRICT FOR THE PROVISION OF SCHOOL RESOURCE OFFICERS TO THE GAHANNA-JEFFERSON SCHOOL DISTRICT FOR THE 2016-2017 SCHOOL YEAR. Spence said the request is for renewal of the School Resource Officer Agreement; this agreement provides for one half of two officers' salaries; there are some other provisions like overtime and who pays that overtime; also worked with the City Attorney to update the contract; this is for the 2016-2017 school year; Larick asked besides the work if the Police Department gets updates or reports of interactions or insight of issues that we can see or the Police Department can see; Spence said yes; when it comes to those officers City of Gahanna Page 3 Committee of the Whole Meeting Minutes April 25, 2016 their value is of those things that do not yet occur; we have the interactions of students they engage or classes they engage in; we take reports and enforcement action when necessary; we are there for a detterent and a mentor-type relationship; tracking the hours when officers are moving from classroom to classroom or teaching; Larick asked if Council wanted to see an after school year update of having the School Resources there; Spence said when school is complete; Mayor Kneeland said would not be a bad idea for the schools either; asked if we have done that in the past; Spence said not to his knowledge; Larick said it is a great thing we do but it is kind of invisible; Spence said the value is in all the things that never happen; Dean Blamer and Joe Esteep have an impact that is forever invaluable; drug-use is impacting the schools and our officers are strongly impacting that; can get that report to Council. RECOMMENDATION: Consent Agenda. ITEM FROM THE FINANCE DIRECTOR 1. OPERS Salary Reduction and Pick-up Plan and Replace by Amendment ORD-0042-2016 TO AMEND ORDINANCE 148-91, OP&F AND OPERS SALARY REDUCTION PICK-UP PLAN TO INCLUDE ALL EMPLOYEES. Bury said in September 2015 Council passed an Ordinance to offer to all employees; was effective 1/1/2016; did not file with OPERS until after; they are requesting we pass a new Ordinance with a new effective date; Larick asked if that has impacted our employees; Bury said we have not been able to withhold for part-time; does not impact full-time employees. RECOMMENDATION: Consent Agenda. ITEMS FROM THE CLERK OF COUNCIL 1. Liquor Permit Transfer from Wine Guy Gahanna, LLC DBA The Wine Guy to Peacewar, Inc. DBA Wine Guy Creekside MR-0022-2016 MOTION RESOLUTION THAT THIS COUNCIL HAS NO OBJECTION TO THE TRANSFER OF A D1, D2, D3, D6 LIQUOR PERMIT FROM WINE GUY GAHANNA, LLC DBA THE WINE GUY TO PEACEWAR INC. DBA WINE GUY CREEKSIDE, 101 MILL STREET, SUITE 105, GAHANNA, OHIO 43230. Holbrook said this is a transfer; same location and business; Police Department had no objections. RECOMMENDATION: Consent Agenda. City of Gahanna Page 4 Committee of the Whole Meeting Minutes April 25, 2016 2. Liquor Permit Transfer from American Blue Ribbon Holdings, LLC DBA Max & Ermas to Max & Ermas Holding, LLC MR-0023-2016 MOTION RESOLUTION THAT THIS COUNCIL HAS NO OBJECTION TO THE TRANSFER OF A D5, D6 LIQUOR PERMIT FROM AMERICAN BLUE RIBBON HOLDINGS LLC DBA MAX & ERMAS TO MAX & ERMAS HOLDING LLC DBA MAX AND ERMAS, 1317 HAMILTON ROAD AND PATIO, GAHANNA, OHIO 43230. Holbrook said this is a transfer; same location and business; Police Department had no objections. RECOMMENDATION: Consent Agenda. ITEM FROM THE DIRECTOR OF LAW 1. Chapter 143 Department of Law - Code Change Ewald said we are working on the GoForward Gahanna project; working to update our code; gave a copy of the GoForward initiative to Council with changes to the code; as each department is going through this, and our department started looking and reviewing Chapter 143 we noticed the need to clean-up and update the section; on the second page you will find a redline copy; appears to be more redline than there is; a lot of these are taken from other code sections from other cities; wanted to separate the compensation out; looked at the amount of time and the requirements; is a recommendation that we move the position from part-time to full-time; would not apply compensation until the next election of the City Attorney; believe it reflects what the position does today; Angelou asked if it is made full-time would the City Attorney be able to hold a position outside of the City; Ewald said it does not specify but it would be difficult to manage a full-time City Attorney job and hold a position outside; language does not restrict it; Angelou asked if the hours would be a normal 8 a.m. to 5 p.m.; Ewald said the position requires and would remain on-call at all times; would still work after-hours and on the weekends as needed; said it is frequent; Angelou said would make a difference in those wanting to run in that position in the next election; Ewald said would depend on what code is written; said the requirements of the job are full-time; McGregor said this is limiting who could apply; Larick said would like to put this on first reading and then come back to give time to review; would not want to restrict anyone outside from running for the position; Angelou said that is what she feels this is; Ewald said it is fair to bring it back and look at; even with an assistant the position is still putting in over thirty hours per week; Mayor Kneeland said just saw this today; the more time we can get City of Gahanna Page 5 Committee of the Whole Meeting Minutes April 25, 2016 coverage during the day for set hours only benefits him and administration; Angelou said this changes the landscape of who could have the job; Mayor Kneeland said we should also look at how much we are spending on outside counsel; we could eliminate that; Angelou said would be a different approach; Ewald said similar to Reynoldsburg; McGregor said the benefit of outside counsel is specialized legal advice; Ewald said will send out electronically. [add in attachment] RECOMMENDATION: 1st Reading; Back to Committee on May 9, 2016. REPORT(S) FROM DEPARTMENTS WITH NO ACTION REQUIRED: 2016-0137 Parks & Recreation Report ADJOURNMENT 7:36 p.m. Kayla Holbrook, Reporting City of Gahanna Page 6