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, March 13, 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 CITY ENGINEER ORD-0020-2017 TO AUTHORIZE THE MAYOR TO ENTER INTO CONTRACT WITH INSIGHT PIPE CONTRACTING, LLC FOR THE 2017 CCTV & SANITARY SEWER CLEANING PROJECT. Priestas said this is a request to award a contract; bids opened February 24; received 4 bids; selected the lowest which was below the estimate; Angelou asked if they are from Pennsylvania; Priestas confirmed; McGregor asked if we consider income tax as a part of the bid process; Priestas said they pay but not part of bid process. RECOMMENDATION: Consent Agenda. ORD-0021-2017 TO AUTHORIZE THE MAYOR TO ENTER INTO CONTRACT WITH STRAWSER PAVING COMPANY, INC., FOR ASPHALT RESURFACING, CRACK SEALING AND DETROIT STREET REBUILDS, FOR THE 2017 STREET PROGRAM, IMPROVEMENT NO. ST-1044; AND TO SUPPLEMENTALLY APPROPRIATE $219,000. Priestas said the bids opened March 3; received 5 bids; lowest was below estimate; Leeseberg asked if they are evaluated base bid; and confirmed alternates were included; Priestas confirmed. RECOMMENDATION: Consent Agenda. ITEMS FROM THE DIRECTOR OF PUBLIC SERVICE City of Gahanna Page 1 Committee of the Whole Meeting Minutes March 13, 2017 MR-0008-2017 MOTION RESOLUTION TO AUTHORIZE THE DIRECTOR OF PUBLIC SERVICE TO GO OUT FOR BIDS FOR THE SOLID WASTE COLLECTION HAULING CONTRACT. Franey said permission to bid request; our current contract has two one-year extensions left; price will go up if we take the 2018 consumption; believe we may get better prices if we went out to bid; we are bidding 4 different options; did not include one in the report; the first option is status quo; exactly what we have now; we give 18 gallon recycle bins with lids; next price is for status quo except would get a wheeled recycling cart; third option is wheeled containers for recycling and trash; with that option, would no longer have the automatic bulk pick up; residents would call and schedule or it would be one week out of the month you could put it out; last option is contractor design; we tell them we accept the days we have now or we take all three services on Monday; every municipality told them what days they would accept; asking permission to bid; Leeseberg asked if the bulk pick up would still be no charge; Franey said bulk pick up when it takes place would not be a charge; said she neglected to put in the wheeled recycling cart option; Metzbower said some apartment complexes in Gahanna do not have the option; Franey said we do not provide collection services for our apartment complexes; we have a recycling dumpster behind the Senior Center; Angelou asked about the limit to a month; Franey said that is with the wheeled bin option; McGregor asked if they have more than will fit in the container, is that a bulk pick up; Franey said everything has to fit or it will be bulk pick up; Metzbower said the trash services in Gahanna are leaps and bounds what he had previously; Leeseberg said had a pothole he wanted to complain about and it was filled before he could get to calling about it. RECOMMENDATION: Consent Agenda. MR-0009-2017 MOTION RESOLUTION TO AUTHORIZE THE DIRECTOR OF PUBLIC SERVICE TO GO OUT FOR BIDS FOR THE RECYCLING PROCESSING SERVICES CONTRACT. Franey said she is asking to bid recycling contract; we bid it separately to keep costs competitive; it effects everyone the same financially; we are currently in a contract with Rumpke for recycling processing; can be renewed for two more years; at no cost to the municipality; odds are good that we will continue to renew this; want to bid it out so we have the option at the end of the collection contract; recycling is not necessarily as positive as it has been; in an awkward place at the moment; do not know how this contract will come in; we are in good shape for a couple years; want to secure it with collection contract; has been advertised once; did not bring forward in time; Metzbower said Columbus is dealing with this issue right now; Franey said yes, is City of Gahanna Page 2 Committee of the Whole Meeting Minutes March 13, 2017 costing them significantly more in the coming years; McGregor said the most profitable is the corrugated cardboard. RECOMMENDATION: Consent Agenda. ITEM FROM THE DIRECTOR OF PARKS & RECREATION ORD-0019-2017 TO AUTHORIZE THE MAYOR TO ENTER INTO CONTRACT WITH ROZZI INC. DBA ROZZIS' FAMOUS FIREWORKS, TO FURNISH AND LAUNCH THE 2017 FIREWORKS DISPLAY. Barr said this is for the 2017 July 4th festivities; rain out day is July 5; had one no response bid; another option was already booked; said Rozzi Inc. was the supplier last year; they did a wonderful job with clean-up; bid is for up to $20,000. RECOMMENDATION: Consent Agenda. ITEMS FROM THE FINANCE DIRECTOR MR-0010-2017 MOTION RESOLUTION TO AUTHORIZE A THEN AND NOW PURCHASE IN THE AMOUNT OF FORTY ONE THOSAND ONE HUNDRED AND EIGHTY FOUR DOLLARS ($41,184) 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 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 payment; received input and funds were not encumbered; this will authorize a then and now purchase. RECOMMENDATION: Consent Agenda. ORD-0022-2017 SUPPLEMENTAL APPROPRIATION - Bond Capital Improvement Streets for Detroit Street Rebuilds. Bury said this is a supplemental; for the Detroit Street Rebuilds; Metzbower asked the IRS rule on that; Bury said there is a no arbitrage rule; interest has to be less than what we pay. RECOMMENDATION: Consent Agenda. ITEM FROM COUNCIL City of Gahanna Page 3 Committee of the Whole Meeting Minutes March 13, 2017 RES-0004-2017 A Resolution Expressing the City of Gahanna's Opposition to the Micro Wireless Facility Provisions of Senate Bill 331 and Agreeing to Work in Cooperation with Other Ohio Municipalities to Challenge the Restriction on the City's Constitutional Home Rule Authority. Metzbower said this is a resolution in opposition of SB331; similar to resolutions that have passed in Worthington and Bexley; believe this could be something that we vocalize options and feedback; right that we express our opposition to this aspect of that bill that was passed. RECOMMENDATION: Regular Agenda. UPDATE FROM THE CITY ADMINISTRATOR 2017-0055 GoForward Gahanna Update Teal said goes into detail in her report; will highlight a few items; one highlight is Strategic Result (SR) 1.2; in 2016, 974 jobs in the targeted areas were developed; on the road and bridges side, have had really great progress in 2016; lots to come in 2017; SR 2.1, roads are at 97% at the goal rating; the program was more aggressive this year because of the urban paving program; US-62 was not originally planned; design work is underway for section 4 of the Big Walnut Trail; hopes to start construction this year; our brand initiative is rolling along; kicked off the project with the committee; expecting we will implement a new brand in the third quarter; in the area of good government, the area commissions concept is well developed; have had 47 applicants for those positions; first meetings to start this spring; when we were working with Managing Results to develop the Strategic Results; noted it was more of a high level plan; means all decision making types can be built on one another; this year we are kicking off an initiative involving each department this year; includes daily operation business plans; we are excited that we have completed the strategic business plans for 2 of our 10+/- departments; hopefully kicking off Service this spring; our budget document, our operational reports, will all play a role; we will begin presenting budget books in the next couple months; we have adopted an online performance management software; it's called Lumanas; it is a good project management database system; just getting our toes in the water; built a lot of measures in the software; will see those in the update; moving toward a system that we will be able to pull graphics from the system; a lot is going on with GoForward Gahanna; we are very happy with the meaningful progress that has been made; Leeseberg asked about SR 1.2, creating jobs, in the meat of the report; Teal said those are the milestones; have exceeded that number; add those together and that is what we want by 2019; Leeseberg asked about the arterial roads; noticed some percentages are off; Teal said that one comes out to City of Gahanna Page 4 Committee of the Whole Meeting Minutes March 13, 2017 .9974, or around there, it was a rounding issue; working on formatting issues; working on printing the graphs; Leeseberg asked if plans are complete for trail 4; Priestas said not at this time; cannot get a no rise with FEMA; will have to petition through FEMA; will delay things; may push that into 2018; Angelou asked about Lumanas, will we be able to see that in action; Teal said would be happy to set something up to share; Schnetzer asked about SR 2.1, the roads, the 99.7%, what is being measured; Priestas said center line; Leeseberg asked if branding would be implemented in 3rd quarter this year; Teal said do not have a date; David gave her April 30 as a selection date; RFP completed and firm selected by April 30th; Angelou asked if branding is coming together; will that be groups of people or administration; Teal said will follow-up on these questions; Larick asked, conceptually, are we maintaining our roads as desired; Priestas said this will be the third year with a fully funded street structure; this is the first year we have seen an increase as an average paving condition rating; inclined to say the program is working; will need to continue to see those numbers increasing; Franey said believe we are moving forward faster than our annual goals; possibly our goals were very conservative; will reach those quickly; maybe we start adjusting the numbers and see where we come out; certainly we are on track; Larick said visually we see spectacular but does not see that when driving around the City; Franey said understands, goal was for residential to not be lower than 60; as an overall increase, the perception of the quality of the road will change when increasing the baseline; on track for doing that; Larick said trying to pull together funding rate, repair rate, and the perception of what he sees; Angelou asked about cul-de-sacs and if they are looked at each year; lives on Cannonade; Priestas said that is a 67; is a street normally under consideration for maintenance; we do evaluate all courts annually; typically the courts are lower traffic; does not play into the decision to address issues; this year we are addressing streets that are at a rating of 53-62 range; Metzbower asked about SR 5.1, would not think the lead of this is the Director of Development; Teal said the Mayor visualized the area commissions as how planning projects would impact their area; a zoning change for example; they are a tool in the Planning and Development box; expectation when they are up and running that they very well could morph into a more of an outreach commission; could see that changing with time; said the Marketing and Communications team was very involved and will continue to be very involved; Schnetzer asked Priestas if fiscal calendar year 2017 is the third year with the program; how do you define fully funded; Priestas said relates back to the maintenance outlook; this will be the third year that we have met those requests; Schnetzer asked about the general run rate; Priestas said this year in the budget was $1.8 million; residential asphalt resurfacing includes arterial and residential; $2.5 million total to maintain; separated out in categories; Franey said program takes into consideration the higher City of Gahanna Page 5 Committee of the Whole Meeting Minutes March 13, 2017 number of miles of streets as we increased the number of miles of streets in the past; Schnetzer asked if the number is inflated for the future; necessitates an annual funding from the general fund. Larick asked about road ratings, are the ratings just for all that we are responsible for; Priestas confirmed. ITEM FROM THE CITY ATTORNEY ORD-0023-2017 TO AUTHORIZE THE MAYOR TO SIGN AN EXTENSION AGREEMENT WITH THE UNITED STEEL, PAPER & FORESTRY, RUBBER, MANUFACTURING, ENERGY, ALLIED INDUSTRIAL, AND SERVICE WORKERS INTERNATIONAL, LOCAL 9110; AND TO DECLARE AN EMERGENCY. Ewald said talked earlier with the team that is working on the Steelworkers Agreement; need to extend that agreement through the end of April; believe they are toward the end of their negotiations; ask that we put this on the Regular Agenda for Monday; trying to get it to be a Motion Resolution but it may need to be an Ordinance. RECOMMENDATION: Regular Agenda. REPORTS 2017-0056 Reports - Committee 3.13.2017 ADJOURNMENT 7:50 p.m. City of Gahanna Page 6