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, August 28, 2017 12:01 AM Council Committee Rooms Immediately following the 7pm Special Meeting CALL TO ORDER Chair Leeseberg called the meeting to order at 7:20 p.m. Present 7 - Brian Metzbower, Nancy R. McGregor, Karen J. Angelou, Stephen A. Renner, Brian D. Larick, Jamie Leeseberg, and Michael Schnetzer UPDATE FROM THE FIRE DEPARTMENT - Chief Kauser - Mifflin Township Fire Department Chief Kauser said saw a spike in runs for the month; customary for the end of summer; was at the OSU fairgrounds for the mass casualty event; were involved with City departments last week with downed trees and power lines; no injuries were reported; significant power outage and property damage; in the process of hiring 4-6 additional firefighters; not adding staff or increasing staffing levels; will fill vacancies that are planned in the next 4 months; takes 6-8 months to get them through their initial training and they are on probation for a year; in a training program for about 3 years; thanked Council for legislative action on August 7th; we have a follow up meeting with key stakeholders in continuing the community opium prevention program; Angelou said at Coffee with Council, had a resident interested in something on opiates; Kauser said reorganizing the way we are going about it; if anyone is interested, get information to Chief Murphy; Metzbower said with the two pedestrians struck, do we track those; Kauser said would be tracked by the Police Department; believe we are tracking pedestrian incidents in the City; Metzbower interested in if they are occurring in a specific area or if there is something to be addressed; McGregor asked if new sidewalk lights City of Gahanna Page 1 Committee of the Whole Meeting Minutes August 28, 2017 working; Priestas said not quite yet. 2017-0186 Mifflin Fire Division August Report 8.28.2017 UPDATE FROM THE PUBLIC INFORMATION MANAGER 2017-0184 Update by ZED on Website Launch Niel Jurist introduced ZED Digital; Sumithra introduced her team at ZED that created the website; said she is proud to be a resident and business owner in Gahanna; said the site is useful for her personally; have been in business for 20 years; have specialized software to make the website more data driven; brings the government of Gahanna closer to its citizens; believes Gahanna will be a trend setter with this website; is a dynamic experience for the users; in order to deliver this, use a user-centric approach; used people to test the usability and experience on the website; everything was backed by measurements; goal is to have a user be able to find what they are looking for in eight seconds or less; found that the website was dated and lacked new technologies; new website will be more current; changed website from a department-centric focus to user-centric navigation; are now mobile responsive; showed before and after screenshots; has interactive maps; was a 17 week project; just about complete; will be in soft launch as of today; new launch date is September 12; is in budget and on target; showed the new website and navigated through it for preview; showed how people can login and create their own profile; previewed a personalized login page; Larick asked if all features with Parks are setup; Barr said some additional back work they are working through; Larick asked about water billing; Mayor Kneeland said eventually will be able to pay online; Larick asked if minor tickets can be paid online; Mayor Kneeland said more backend stuff to figure out; Angelou said wanted to get the utility bills there; Teal said is a project Service has been working on for some time and will be in the near future; believes there are certain court tickets that can be paid online; Leeseberg said bought a pool membership but has to refill in the information each year; is there a way to have the information in a database and not have to fill in; Barr said same thing with the backend, will work on that with RecTrac; exception would be summer camp; Metzbower said when the City releases information, is there a module to update that; Jurist said for roadway updates, is through GIS; traffic alerts is through ODOT; some applications will be maintained manually; Sumithra said most information is real time; some has to be updated; Metzbower said sometimes this creates more work for staff; Jurist said internal training has been successful and is user-friendly; Larick said one issue in the past was keeping information up to date; City of Gahanna Page 2 Committee of the Whole Meeting Minutes August 28, 2017 asked if there is a schedule to update the site and has a manual been provided to stakeholders; Jurist said yes; Mayor Kneeland said will always be changes but everyone has been very responsive; thanked Jurist for her work on the project. ITEMS FROM THE CITY ENGINEER RES-0006-2017 TO AUTHORIZE THE MAYOR TO SUBMIT A FORMAL GRANT APPLICATION FOR THE 2017 ROUND 32 OPWC APPLICATION TO SECURE GRANT FUNDS; AND TO AUTHORIZE THE FINANCE DIRECTOR TO ESTABLISH A SPECIAL FUND FOR THE GRANT, IF AWARDED. Priestas said this is to apply for grant funding; requires a resolution; Renner thanked Priestas; said we applied last year and didn't get it; what has changed; Priestas said relative to how it scores in relation to other projects; this is the third time we've considered these projects for funding; Renner asked the amount; Priestas said $1.9 million. RECOMMENDATION: Consent Agenda. ORD-0059-2017 TO AUTHORIZE THE MAYOR TO ENTER INTO RECIPROCAL EASEMENT AGREEMENT WITH STAG, LLC. FOR BRICKLAWN AVENUE. Priestas said request is to enter into Reciprocal Easement Agreement; currently no proper access to Bricklawn Avenue; they have agreed to grant easement with a reciprocal easement; Angelou asked how we deal with Bricklawn Avenue if we have no access; Priestas said that is why this is important; has always been this way; Jones said that property goes all the way to Morrison. RECOMMENDATION: Consent Agenda. ITEM FROM THE DIRECTOR OF PARKS & RECREATION ORD-0060-2017 TO AUTHORIZE THE MAYOR TO ENTER INTO REAL ESTATE LAND PURCHASE CONTRACT WITH VETERANS OF FOREIGN WARS POST NO. 4719 FOR THE PURCHASE OF PROPERTY LOCATED AT 75 W. JOHNSTOWN ROAD. Barr said have been in two previous sessions discussing this; approximately 6 acres of land; will purchase for $140K; agreement was prepared by the City Attorney; Larick requested regular agenda. RECOMMENDATION: Regular Agenda. ITEMS FROM THE DIRECTOR OF FINANCE City of Gahanna Page 3 Committee of the Whole Meeting Minutes August 28, 2017 ORD-0061-2017 SUPPLEMENTAL APPROPRIATION - Grant Awards. Bury said have 3 action items related to grants; need to move funds to get in accounts created for those funds; also need to get match dollars to the appropriate place; will move funds to transfer line; also once transferred, need to get match dollars to appropriate fund. RECOMMENDATION: Consent Agenda. MR-0025-2017 MOTION RESOLUTION TO TRANSFER GRANT MATCH APPROPRIATIONS ANT TO AUTHORIZE THE TRANSFER OF FUNDS TO THE RESPECTIVE GRANT FUND. TRANSFER DETAIL ATTACHED AS EXHIBIT A. See discussion under ORD-0061-2017. RECOMMENDATION: Consent Agenda. ORD-0062-2017 SUPPLEMENTAL APPROPRIATION - Grant Matches. See discussion under ORD-0061-2017. RECOMMENDATION: Consent Agenda. ITEMS FROM THE CLERK OF COUNCIL ORD-0051-2017 TO AMEND CITY CODE PART ELEVEN, PLANNING AND ZONING CODE, CHAPTERS 1181, PERSONAL WIRELESS SERVICE FACILITIES, 1149, MULTI-FAMILY RESIDENTIAL DISTRICT, 1153, GENERAL COMMERCIAL DISTRICTS, AND 1163, PARKING REGULATIONS, OF THE CODIFIED ORDINANCES OF THE CITY OF GAHANNA. Banning said will be a public hearing next week; will come back to Committee after that; Jones said first change is to multi-family residential zoning districts; seeing the interest in senior living, thought multi-family was the most appropriate zoning; as a requirement, it will be removed from suburban office; in 1153.03, changed to limit use of outdoor storage; Priestas said 1181.05, is a chart that identifies zoning categories; couple zoning classifications were not specifically addressed; want to make sure those were put in the code; in parking language, inadvertently omitted a sentence that would like to add back in; McGregor asked if outdoor storage would address the mulch place off Johnstown; Jones said that use really showed us how our code was lacking; McGregor asked if we can replant the trees that were there; Jones said in favor; Priestas said additional trees have been replanted; did reduce and replant in that area, can get the numbers; McGregor said noticed things outside on the property; Jones said will follow up; Larick City of Gahanna Page 4 Committee of the Whole Meeting Minutes August 28, 2017 asked if there are different categories for senior living; Jones said generally all residential in nature; McGregor asked if we can have zoning differences for condos and apartments; Leeseberg said their home owners association addresses that with rental restrictions; McGregor said change with The Parc; they didn't have to do a rezoning for that because it was in the same category; Larick said legal question; Jones said if it is going to be condos; will be requirement for subdivided and parcels created; more steps in that process; not sure if that is in zoning; said he can work with Shane and the Zoning team and see how code addresses it now; Metzbower said currently deed restrictions would be the only way; Ewald said our code does not address that; in the past we have relied on the word of the developer; sometimes the market changes; can’t deal with it from zoning; might be able to lock in an overlay; might be a way to get around it; once zoning is set, won't be a visit back to Council. RECOMMENDATION: Introduction/First Reading. RES-0007-2017 THAT THIS COUNCIL HEREBY DECLARES SEPTEMBER PROSTATE CANCER AWARENESS MONTH. Banning said resident in Canal Winchester put requests to each City; request is for Council to prepare a Resolution and declare September Prostate Awareness Month; Angelou said why not. RECOMMENDATION: Consent Agenda. RES-0008-2017 THAT THIS COUNCIL HEREBY DESIGNATES THE CITY OF GAHANNA A BEE CITY USA(r) AFFILIATE. Banning said we are trying to become a Bee Pollinator City; said Barr can speak to what we have been working toward to get to this point; Barr said the exciting part of it all is that many of the best management practices we are doing, are called out; have always been pollinator friendly; this will give us the designation; Leeseberg commended those involved; got a grant from Franklin County to expand their beds and put pollinators in; they were very helpful; need to get with the school to get the educational aspect going; Jen and Brooke were very helpful. RECOMMENDATION: Consent Agenda. UPDATE FROM THE DIRECTOR OF HUMAN RESOURCES 2017-0185 Health Insurance Cost Reduction Update Cochran said no action required; will be coming forward in the next few weeks with agreements; had the performance audit completed; team came back with a recommendation to bring our insurance costs in line with benchmarks; memo outlines things we have looked at; a lot of the City of Gahanna Page 5 Committee of the Whole Meeting Minutes August 28, 2017 research that has been done; we have two programs with our insurance; in the consortium, have a three year agreement that will be complete at the end of 2018; have more buying power when we look at our rates with them; have been researching a near site health center; see it often with larger employment groups; a higher cost upfront with an onsite option; would pay a fixed cost and our employees would be able to go to the center and have services done; not trying to replace primary care doctors; for those without primary care doctors; can be helpful to them; have been working with some local providers; working with City Attorney on a draft agreement; really want to make sure when we do bring this forward, want it to have cost savings and access to quality healthcare; there are other things we can do when we do this; not talking about the plan for Steelworkers at this time; will bring that agreement forward very soon; other options, it will come in the near future; working with the COHCC as it stands; have flexibility with them; there are specific things in union agreements that we have to have so that plan option would remain for FOP and FOPLC members; plan would also be available for other employees; also looking at our third party administrator; will vote as a consortium very soon; Larick asked who the RFP was sent to in the consortium; Cochran said UMR, Etna, Medical Mutual, Anthem, and not sure of the last; just wanted to share the information with Council so they can start thinking about these things; Larick asked about the consortium; Cochran said just under 1,000 members lives covered; always looking to expand and grow as a group; we are a member with Canal, Worthington, Washington Court House, New Albany; quite a few. RECOMMENDATION: Consent Agenda. ITEM FROM CITY ATTORNEY MR-0026-2017 MOTION RESOLUTION TO TRANSFER FUNDS IN THE AMOUNT OF $30,000 TO ACCOUNT NO. 101.181.5232, SPECIAL COUNSEL, FROM ACCOUNT NO. 101.343.5249, CONTRACT SERVICES. Ewald said asking for a transfer within budget; had three cases added to the roster; Access Ohio went to Court; additional is Beecher/Hamilton; will need to look at insurance coverage and needs additional funding. RECOMMENDATION: Consent Agenda. REPORTS - no action required 2017-0182 Committee Reports - 8/28/2017 ADJOURNMENT City of Gahanna Page 6 Committee of the Whole Meeting Minutes August 28, 2017 8:27 p.m. City of Gahanna Page 7