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, July 24, 2017 7:00 PM Council Committee Room CALL TO ORDER Chair Leeseberg called the meeting to order at 7:00 p.m. Present 6 - Brian Metzbower, Nancy R. McGregor, Karen J. Angelou, Stephen A. Renner, Brian D. Larick, and Jamie Leeseberg Absent 1 - Michael Schnetzer FIRE DEPARTMENT UPDATE - Mifflin Township Chief Kauser gave an update on the last month; appreciates the completion of Hamilton Road; has made a profound difference; have been monitoring response times; working with the City on July 13; on track to replace the building across the street; also the Board of Trustees has approved replacement of two apparatuses; explained the process of how long they retain their fire vehicles; Angelou asked about EOC activation; asked if we have to have FEMA certification; Kauser said believes as a City, we met the standard that is required; Teal said we have some ongoing training requirements; Sergeant Millenbaugh is keeping up with that spreadsheet; we will make sure we have what we need from a staff and Council perspective; Thomas said he did about 8-9 courses last year when he started. 2017-0162 July 2017 Mifflin Update City of Gahanna Page 1 Committee of the Whole Meeting Minutes July 24, 2017 UPDATE FROM THE DIRECTOR OF PUBLIC SAFETY 2017-0157 Public Safety Report July 2017 Safety Director Mark Thomas said on July 13 we received a call to do a soft opening of EOC; Dottie Franey and the PD worked together; Sergeant Millenbaugh spoke with Hoover; everything went smoothly and was operational; took 410 9-1-1 calls; officers responded to over 2,000 calls for service in June; 36 of the reports were thefts from motor vehicles; seeing a huge increase in this throughout the City; taking steps to decrease this; had 4 burglaries last month; 33 domestic related calls; 2 confirmed overdoses; no deaths; 10 narcotics arrests; officers initiated 684 traffic stops; 136 stops just on Hamilton Road alone; had a 47% reduction in the total number of accidents last month; one accident in the roundabout that he reported last month; 349 total traffic accidents; last month had 5 drivers arrested for OVI; one was 3x the legal limit; responded to 164 alarm calls; 5 search warrants in the month of June; bringing National Night Out back to Gahanna; used to do this years ago; great community engagement event; always the first Tuesday of August; will be next Tuesday from 6p-8p; will be no road closures; hope to have a great turnout; Larick asked about information on voice over IP; Thomas said can get that information to him tomorrow; Larick asked about shared services to Mifflin or Jefferson Township or Sheriff; Thomas said can get that information to Council tomorrow. ITEM FROM THE DIRECTOR OF FINANCE MR-0022-2017 MOTION RESOLUTION TO TRANSFER APPROPRIATIONS FOR MID-YEAR PAYROLL AND BENEFIT PROJECTIONS. TRANSFER DETAIL ATTACHED IN REPORT. Bury said request to transfer appropriations; based on the mid-year projection. RECOMMENDATION: Consent Agenda. ITEMS FROM THE CITY ADMINISTRATOR ORD-0046-2017 TO AUTHORIZE THE MAYOR TO ENTER INTO CONTRACT WITH THE MID-OHIO REGIONAL PLANNING COMMISSION (MORPC) FOR THE COMPREHENSIVE, CONTINUING AND COOPERATIVE (3-C) TRANSPORTATION PLANNING PROCESS. Teal said MORPC had not previously requested entities to sign these; in order to be compliant, they need this signed; requesting an ordinance authorizing the Mayor to sign this contract; there is no City of Gahanna Page 2 Committee of the Whole Meeting Minutes July 24, 2017 associated cost; does not change the relationship; Angelou thanked Teal for checking on that. RECOMMENDATION: Consent Agenda. ORD-0050-2017 TO AUTHORIZE THE MAYOR TO ENTER INTO AGREEMENT WITH FRANKLIN COUNTY FOR PARTICIPATION IN THE FRANKLIN COUNTY COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM. Teal said this is a cooperative agreement with Franklin County; in order for residents to be in participation; we are required to enter this agreement; Anthony Jones is looking into ways to leverage this; this is something we do every couple years; said the County needed something from 28th; let them know it was on the agenda this evening; Leeseberg said we should absolutely look into this; Angelou said the Township uses them as well. RECOMMENDATION: Consent Agenda. 2017-0160 GoForward Gahanna Status Update Teal gave an update; job creation targets and road condition targets are coming in ahead; very pleased; several other projects are on target; working on a Managing For Results philosophy; goal is to pave road for customer focus; has been really valuable; want to continue that into our day-to-day operations; using their concept drives accountability and innovation; gives us the opportunity to improve resource allocation; talking about integrated management systems which focuses people, resources and organizations on results; you saw these slides 16-18 months ago; we are focused on a way of life and not just a one-time thing; we are in the planning stages; working with HR to align performance with strategic business plan; the budget will take a little longer; will see some of it this budget cycle and more of it next year; will overhaul budgeting codes; will budget for results; will start to see a lot of changes to our ability to provide performance data; we are developing a family of measures with each activity in our strategic business plans; reviewed what a strategic business plan is and what the process is; will develop a more cohesive structure for our City; making sure all of this aligns with any initiative we have already worked on; have attached a draft report for Mayor's Court and HR; is fairly time consuming; Council can expect to see in the 2018 budget book you will see that the narrative sections for a number of departments will look different; won't see change in line items yet; in 2019, expect smaller departments to have a switch over; by 2020 budget, will see a full transition completed; will update the information online so it is available; making sure we have a ton of documentation from our end; wanted to provide this update because we haven't talked about it much; Angelou asked if there is cross-training in this; is City of Gahanna Page 3 Committee of the Whole Meeting Minutes July 24, 2017 everything melting together; Teal said working closely with Jessica Gleich in Finance; she is the back-bone to this; when there is a link between departments, they discuss it; just today in Finance we talked about HR and Finance to identify a similar issue; pretty cool to get that under the hood with each of our departments; Metzbower said this is great stuff; asked about the reporting, are the departments pulling those numbers; Teal said yes, they are providing the requirements for when numbers are due to be reported back and a point of contact for that reporting; seeing with HR how performance goals are aligning with strategic plan; Larick asked which document has the measures on it; Teal said the last 15 pages, is the one with 44 pages; Metzbower asked if there is a standardization for results and what other municipalities are doing; is there a standard across the industry; Teal said there are a number of communities that use the Managing Results philosophy; how we do things for our customers could vary differently from a neighboring community; they might not all be the same, but we will find some similarities; Metzbower asked how we account for staff turnover; Teal said departments mission would not change; will not be static plans; Mayor Kneeland said each department has different functions; everyone in that department has to have employee expectations that match the departments goal; this is exciting and this is good stuff; Larick asked if there are goals to these; Teal said at this moment in time we are measuring what are we doing; focusing on targets at this time; Angelou asked if Managing Results will come back and look at this; Teal said they are in loop. ITEM FROM THE CITY ENGINEER ORD-0047-2017 TO AUTHORIZE THE MAYOR TO EXECUTE A UTILITY EASEMENT WITH COLUMBIA GAS FOR THE RELOCATION OF THE POINT OF PRESENCE (POP) FOR GAHANNANET. Priestas said WOW POP Relocation is critical to long-term success; equipped with a natural gas generator to run with no power; Columbia Gas needs an easement for that. RECOMMENDATION: Consent Agenda. ITEMS FROM THE DIRECTOR OF PUBLIC SERVICE ORD-0048-2017 SUPPLEMENTAL APPROPRIATION - Insurance Claims Proceeds. Franey said this is a quarterly appropriation. RECOMMENDATION: Consent Agenda. ORD-0049-2017 SUPPLEMENTAL APPROPRIATION - Fleet Program Auction City of Gahanna Page 4 Committee of the Whole Meeting Minutes July 24, 2017 Proceeds. Franey said this is a quarterly request; McGregor asked for an example; Franey said could be a cruiser that is used up by our standards; proceeds go back to the Police Fleet Program. RECOMMENDATION: Consent Agenda. ITEMS FROM THE CLERK OF COUNCIL MR-0021-2017 MOTION RESOLUTION THAT THIS COUNCIL HAS NO OBJECTION TO THE NEW D5 LIQUOR PERMIT FOR AMORE CUCINA INC. DBA LOLA AND GIUSEPPES TRATTORIA, 100 GRANVILLE STREET, GAHANNA, OHIO 43230. Banning said this is a liquor permit request; Police have no objections. RECOMMENDATION: Consent Agenda. MR-0023-2017 MOTION RESOLUTION THAT THIS COUNCIL HAS NO OBJECTION TO THE NEW C1 AND C2 LIQUOR PERMIT FOR FAMILY DOLLAR STORES OF OHIO, INC. DBA FAMILY DOLLAR 2244; 459 AGLER ROAD, GAHANNA, OHIO 43230. Banning said this is a liquor permit request; Police have no objections. RECOMMENDATION: Consent Agenda. COMMITTEE REPORTS - No Action Required 2017-0159 7/24/2017 Committee Reports Larick announced extension of Code Committee through the end of the year. ADJOURNMENT 7:52 p.m. City of Gahanna Page 5