Committee of the Whole

200 South Hamilton Road City of Gahanna Gahanna, Ohio 43230 Meeting Minutes Committee of the Whole Jamie Leeseberg, Chair Karen J. Angelou Brian D. Larick Nancy R. McGregor Brian Metzbower Stephen A. Renner Michael Schnetzer Kimberly Banning, Clerk of Council Monday, January 9, 2017 7:00 PM Council Committee Rooms CALL TO ORDER Chair Leeseberg called the meeting to order at 7:00 p.m. Present 7 - Brian Metzbower, Nancy R. McGregor, Karen J. Angelou, Stephen A. Renner, Brian D. Larick, Jamie Leeseberg, and Michael Schnetzer ITEMS FROM THE DIRECTOR OF PLANNING & DEVELOPMENT ORD-0005-2017 TO AUTHORIZE THE HOUSING OFFICER TO EXECUTE A COMMUNITY REINVESTMENT AREA (CRA) TAX ABATEMENT AGREEMENT WITH RAY J. PROPERTIES, LLC, FOR AN EIGHTY PERCENT REAL ESTATE PROPERTY TAX ABATEMENT FOR A PERIOD OF 15 YEARS ON 1.6 ACRES OF VACANT LAND LOCATED ON SCIENCE BOULEVARD, PARCEL ID NO. 025-013620. Anthony Jones said this is for a property tax abatement; said this project was one of the Mayor's first visits last year; was an engineering firm looking to expand; they are a very strong business; work with sensors and dead acquisitions systems; highly technical work; looking to build a flex space building in Gahanna Central Park; would relocate 18 full-time jobs and 5 part-time jobs; average salary is $70K; they are within the targeted industry; they are within the priority development district; requesting an abatement in the amount of 80%; would generate just under $250K for the City for the term of the agreement; Paul Salopek, CEO of Advint, said they are primarily involved with computer control; do a lot for military testing; primary workforce is two-thirds engineers; also have a number of technicians; we create the test capability and the customer tests and uses the gear in the field; Jones said this is for 80% for 15 years; Schnetzer asked if these are new positions; Jones said yes, for the City of Gahanna; Schnetzer said anytime there is an incentive, want to protect the downside; is there any way that Gahanna can not win if circumstances do not pan City of Gahanna Page 1 Committee of the Whole Meeting Minutes January 9, 2017 out; Jones said they work on ways to ensure the return; have the Tax Incentive Review Council involved; they review for compliance; we have done this a number of times in the City; section 9 allows us to terminate the agreement and request the funds back if the business goes out of business. RECOMMENDATION: Consent Agenda. ORD-0006-2017 TO AUTHORIZE THE MAYOR TO EXECUTE A UTILITY EASEMENT WITH WIDEOPENWEST OHIO, LLC TO RELOCATE THEIR POINT OF PRESENCE (POP) FOR GAHANNANET ONTO CITY OWNED PROPERTY; AND TO DECLARE AN EMERGENCY. Jones said this is for a utility easement; have increased our number of businesses taking advantage of this by 70%; WOW is the service provider; they are looking to relocate their point of presence that allows them to provide services to those on the network services; they are looking at a small piece of the City's lot; this project has been going on for some time; have went through several locations; time is of the essence; requesting a waiver and emergency to move forward; this has been vetted by our City Engineer and City Attorney; currently in the basement of 181 Granville; not part of any demolition plans; would not have to be moved if that structure there was demolished; Angelou asked if they typically pay for this; Jones said we provide them the space free of charge as they partner with us and provide us amentities; do not want them to be located within City Hall as they have 24/7 access; they are doing this at our request; McGregor asked if this is a structure; Jones said it is a concrete slab with some boxes on it; believes it is in the floodplain; satisfies their site selection criteria. RECOMMENDATION: Consent Agenda. 2017-0019 WITHDRAWN - TREX application for The Neighborhood Tavern, 1385 E. Johnstown Road Jones said this business was unable to secure a lease. This item was WITHDRAWN by the applicant. ITEMS FROM THE DIRECTOR OF MARKETING & COMMUNICATIONS MR-0001-2017 MOTION RESOLUTION TO TRANSFER FUNDS IN THE AMOUNT OF TWENTY THOUSAND SIX HUNDRED AND EIGHTY FIVE DOLLARS ($20,685) FROM ACCOUNT 101124.5249, CONTRACT SERVICES, TO ACCOUNT 101124.5290, WEBSITE, FOR THE REDESIGN OF THE CITY'S WEBSITE. Niel Jurist, Public Information Manager, said requesting funds be transferred to redesign the City's website; ZED digital was selected as the firm; have included the agreement in the attachment for review; City of Gahanna Page 2 Committee of the Whole Meeting Minutes January 9, 2017 they have an invested interest in the community; we originally encumbered $50K; held some back from our contract services and that money needs transferred to use on this project; Larick asked if these numbers were originally identified as funds not spent or encumbered; Teal said they would have been considerered unspent but appropriated; Angelou asked if this will be dynamic; Jurist said yes; have not updated our website since 2010; will be able to personalize our website; our goal is to improve the experience for our users; Mayor Kneeland said these folks have a great deal of experience; also proud to say they are local and are in our industrial park; they are very excited about being involved in this; Angelou said believes the website is very difficult to navigate through; Mayor Kneeland said the website will be able to be customized for the user; am impressed we were able to get these folks; Metzbower said he sat through a sales presentation with ZED as well; they are a very impressive company. RECOMMENDATION: Consent Agenda. ORD-0007-2017 TO AUTHORIZE THE MAYOR TO ENTER INTO AGREEMENT WITH ZED DIGITIAL FOR THE REDESIGN OF THE CITY OF GAHANNA WEBSITE. See discussion under MR-0002-2017 RECOMMENDATION: Consent Agenda. ITEM FROM THE CITY ATTORNEY ORD-0002-2017 TO AMEND CHAPTER 505.09, ANIMAL NUISANCE CONDITIONS PROHIBITED & TO AMEND CHAPTER 1123.34, KENNEL OR OTHER ANIMAL SHELTERS, OF THE CODIFIED ORDINANCES OF THE CITY OF GAHANNA. Shane Ewald said we noticed an inconsistency in Chapter 5 and Chapter 11 in regards to the number of animals allowed; would request Council adjust their number to match the zoning code; Leeseberg said it makes sense to be consistent. RECOMMENDATION: Consent Agenda. ITEM FROM THE PRESIDENT OF COUNCIL 2017-0018 2017 City Council Rules of Procedure - to be amended and adopted Larick said the proposed redline Rules of Procedure were sent out; Metzbower asked about the language for the updated consent agenda rules; could be simple request to move to the regular agenda; asked if that is just informal; Larick said has been the intent historically to just City of Gahanna Page 3 Committee of the Whole Meeting Minutes January 9, 2017 be moved; consent agenda serves for no discussion; if there is any contention; would just request it be moved to the regular agenda; said the "shall" can be changed to "will" under the reference to the consent agenda; Angelou asked about 11.141 and the reason; Larick said so we do not continue to cycle requests to reconsider; we can reconsider an item; but if it would change or not, then conceptually we could reconsider again; would seem to make sense that we can allow it; Metzbower said there would have to be a motion to reconsider; McGregor said it occurs very infrequently; Larick said under 3.40 we added a definition of absence; said we do not have this anywhere; seems simple but does have some importance; Schnetzer said the voting is the bare minimum of the job; what if those sections are blank; how do you reference those; Larick said could say, "to be in attendance", regardless of item; have to be there at the second reading of ordinances through the end of the agenda; Angelou said the consent agenda is the meat of what we vote on; questioning the fact that someone could be there at the beginning of the meeting, could get ill and have to leave, and then would be considered absent; Larick said the point today is that we have no definition today; Schnetzer asked if we can have an or in the language to accommodate the what ifs; Angelou said this is under officers, that is for the president and vice president; Larick suggested from the consent agenda through the motion resolution or second reading position of the agenda; Leeseberg said okay with either; no problem including the consent agenda; it is a vote; McGregor said being present for the consent agenda, if you are not there to vote on it, when the state passes a budget, it matters when it comes election time; Ewald suggesting moving this under Article 5; Larick agreed; Metzbower clarified that if you come late to a meeting and not there for the formal reading of a certain portion, you are not able to vote; Leeseberg said you are there, you can vote; this is talking about counting as an absence; Larick said for attendance purposes only, you would be absent; suggested we move forward with all other rules and take this input and send an email to adjust the line; Angelou said would like to take the position that if you come, at all, you are not absent; believes this may happen with our other committees; suggests we add this to other sets of Rules of Procedure; this is a clean up item; now it is up to interpretation of attendance; Renner asked what does Robert's Rules say; would like to look there first; Larick said will strike that section and resolve that at a later date; Mayor Kneeland asked about section 7.10; said reports will be required from Council; is there a problem we are trying to solve; Larick said this was to remove the bi-weekly interval; Mayor Kneeland said they administratively receive an email saying there is nothing to report; is this the place this should be addressed; Larick said this was to take out the demand for bi-weekly reports; Mayor Kneeland said they always provide a report; this is under the Committee section; is specific to this topic; we are City of Gahanna Page 4 Committee of the Whole Meeting Minutes January 9, 2017 providing these on a bi-weekly basis; that was never addressed in Council Rules; McGregor said section 6.14, not a redline; Larick said anything can be moved, must be seconded; has to be approved by majority vote; Leeseberg confirmed we are moving forward with everything except the attendance definition. RECOMMENDATION: Agenda item. ITEMS FROM THE CLERK OF COUNCIL ORD-0001-2017 TO AMEND THE CIVIL SERVICE COMMISSION RULES AND REGULATIONS AS RECOMMENDED TO CITY COUNCIL ON JANUARY 3, 2017. Kim Banning said this change is to clean up Rule 6 related to the recent Charter amendments; this was removed from the Civil Service Commission Rules & Regulations; will conflict with Charter if we keep this in the Rules; will also renumber the Rules. RECOMMENDATION: Consent Agenda. ORD-0003-2017 TO AMEND CHAPTER 151, DEPARTMENT OF PARKS AND RECREATION, OF THE CODIFIED ORDINANCES OF THE CITY OF GAHANNA. Banning said the record retention schedule conflicted with code; this is for compliance and clean up. RECOMMENDATION: Consent Agenda. ORD-0004-2017 TO AMEND CHAPTER 157, RECORDS MANAGEMENT PROGRAM, OF THE CODIFIED ORDINANCES OF THE CITY OF GAHANNA. Banning said we now have a Records Coordinator; proper to change the title in the Records section of code; minor other changes to clean up the language in code. RECOMMENDATION: Consent Agenda. DEPARTMENT REPORTS - Presentation from Parks on McCutcheon Rd. - NO ACTION REQUIRED 2017-0011 Department Reports - 1.9.2017 Jeff Barr, Interim Director of Parks & Recreation, gave the attached PowerPoint presentation to Council. ADJOURNMENT 8:20 p.m. City of Gahanna Page 5 Committee of the Whole Meeting Minutes January 9, 2017 Kayla Holbrook, reporting City of Gahanna Page 6