Committee of the Whole

200 South Hamilton Road City of Gahanna Gahanna, Ohio 43230 Meeting Minutes Committee of the Whole Stephen A. Renner, Vice President, Chair Brian Metzbower, President Jamie Leeseberg Karen J. Angelou Brian D. Larick Nancy R. McGregor Michael Schnetzer Krystal Gonchar, Deputy Clerk of Council Monday, March 11, 2019 7:00 PM Council Committee Room CALL TO ORDER Chair Renner called the meeting to order at 7:42 p.m. All members present. ITEMS FROM THE DIRECTOR OF PUBLIC SERVICE & ENGINEERING MR-0009-2019 PERMISSION TO BID THE 2019 CCTV & SANITARY SEWER CLEANING PROJECT. Rob Priestas stated his request is for a Motion Resolution to the 2019 CCTV & Sanitary Sewer Cleaning Project. Recommendation: Consent Agenda. MR-0010-2019 PERMISSION TO BID THE HEIL DRIVE BRIDGE REPLACEMENT ST-1047. Priestas stated this request is for permission to bid the Heil Drive bridge replacement. Renner thanked Priestas for the update on the 2019 Street Program Map. Recommendation: Consent Agenda. 2019-0037 Update: 2019 Street Program Map ITEMS FROM THE DIRECTOR OF PARKS & RECREATION ORD-0028-2019 SUPPLEMENTAL APPROPRIATION- Insurance Claim Proceeds. City of Gahanna Page 1 Committee of the Whole Meeting Minutes March 11, 2019 Recommendation: Introduction, Consent Agenda. ORD-0029-2019 TO AUTHORIZE THE MAYOR TO SIGN A MEMORANDUM OF UNDERSTANDING (MOU) WITH THE NATIONAL RECREATION AND PARK ASSOCIATION (NRPA) FOR THE ACCEPTANCE OF A GRANT AND TO SUPPPLEMENTALLY APPROPRIATE SAID FUNDS TO THE CAPITAL PROJECTS/IMPROVEMENT FUND. Jeff Bar said he’s asking for permission to authorize the Mayor to enter into an MOU because Niagra Bottling Company has awarded the City with an $85,000 grant; not a matching grant; is free money; plan would be to install a basketball court and additional landscaping at West Side Park; also asking for appropriations to move money to Capital Improvement Fund. McGregor asked if the funds were for a basketball court. Barr stated there will also be lines on the court for pickle ball, but just one court. Mcgregor asked that the basketball court be as far from homes as possible due to noise. Barr stated that is the plan. Recommendation: Introduction, Consent Agenda. ITEMS FROM THE DIRECTOR OF FINANCE ORD-0031-2019 SUPPLEMENTAL APPROPRIATION- Refuse Escrow. Joann Bury stated that the request is for supplemental appropriations; funds were left off in error; transferred money to cover Tech Services; request is for $8,000 to go back into Contract Services line. Recommendation: Introduction, Consent Agenda. MR-0012-2019 MOTION RESOLUTION TO TRANSFER APPROPRIATIONS. Bury said the second item is for a Motion Resolution; new accounts were created with the implementation of the new Tyler software; accounts were mapped out to the best fit; there have been customized accounts over the years which have many items; this is a move to better fit categories. Recommendation: Consent Agenda. ITEM FROM THE CLERK OF COUNCIL City of Gahanna Page 2 Committee of the Whole Meeting Minutes March 11, 2019 MR-0011-2019 THAT COUNCIL HAS NO OBJECTION TO THE TREX LIQUOR PERMIT FOR CHARLES PENZONE INC, 1356 CHERRY WAY DRIVE, GAHANNA, OHIO 43230. Gonchar stated this is a request for a transfer of a liquor permit; no objections from the PD. Metzbower asked if we had already dealt with this item. McGregor stated it was a different company. Gonchar stated this was a different type of permit. Larick said there’s a program within the state that allows licenses within a specified area to migrate within the TREX program; this an external license being moved to Gahanna. Leeseberg asked if the applicant applied for a liquor permit last year. Renner stated he thought it was for beer and wine. Recommendation: Consent Agenda. PENDING LEGISLATION ORD-0015-2019 TO AUTHORIZE THE MAYOR TO SIGN AND ADOPT THE PAY PLAN ADMINISTRATION POLICY, RETROACTIVE TO JANUARY 1, 2019; AND TO DECLARE AN EMERGENCY. Leeseberg said the focus for this item is pgs.7-8; regarding temporary assignments; ask is for basic oversight; we simply have oversight authority for pay change if there is one; if outside of normal plan it makes sense that there be a second set of eyes and that council have oversight of pay change; would suggest removal of sections 8 & 9 or approval subject to approval by Council. Angelou asked what removal would do. Larick said would eliminate that option; at least for a span of time. Metzbower said overarching concern is that we have chosen a strong mayor form of government and unsure where we draw the line in regards to over-managing the mayor. Renner said if Larick has no preference, then add “subject to council approval”; but asked if that means we are open to changing that back in the future. Larick said depends on the situation; but this current situation for our finances, would help to have 2nd set of eyes; change "appointing authority" to "council approval”; stated this is not in regards to current activities, just something to think about in the future. Renner said can agree with this line of thinking; this is not an emergency that needs action immediately. Angelou said this states it is temporary and cannot exceed 6 months; City of Gahanna Page 3 Committee of the Whole Meeting Minutes March 11, 2019 asked if there can’t be something to say if this goes past 6 months that it be addressed by council, which doesn't take away authority of strong mayor. Larick said the only thing being discussed is not the policy of adjusting the role, just the funds associated with it; prior to an adjustment in pay, council has a say to come up with the line item. Renner said this is not outside the realm of what’s appropriate; clarified that they are talking about unclassified positions. Larick said specific language is needed. Metzbower said Larick said the word "may”; asked to please expand on the difference between "may" and "will." Larick said we are asking to make the decision about pay. Leeseberg said if you say "will" it means a guarantee, if you say "may" then it might not happen. Larick said this is a financial oversight. Metzbower asked if it is automatic. Larick said no. Larick said it will be brought to council and council may approve. Schnetzer said to clarify, referring to item 8 under section 4: 4b8, and 4b9. Schnetzer asked Ewald what are his thoughts. Ewald said he is concerned about modifying language, would be better to modify process; you could put in there, anything above a certain amount would come as a supplemental; if you have to do this, then you would get approval by council through a supplemental ordinance. Leeseberg said that is the current process. Ewald said this would accomplish the same thing. Larick said would seem the simple thing, but that action would now require a supplemental. Ewald confirmed; stated the balance of power is maintained. Angelou asked for an example for when it would not be something we could vote yes on. Larick said when we have limited funds we could not support extra pay for extra work. Angelou asked, wouldn't administration be aware of that; said for some items, automatically, if over $3,000, Council must approve; said if multiple transfers under $3,000 then council does not need to approve. Larick said yes, that’s a substantive example of why we would want to do this; may want to discuss that as a whole, changing the amount. Angelou said just wants to make sure that we are not taking away something from administration since they are more aware of what the needs are on a regular basis. Larick said he is not determining what needs to be done and by whom, just whether or not they can afford to pay that. Mcgregor reiterated that we aren't saying you can't do it, just that because it involves an increase in pay then we need to approve it. Larick asked if it’s ok with Ewald, to put together language. Ewald said he prefers to not write from the dais. Angelou said the mayor should have input on this too. Mayor said he has already stated his position on that, City of Gahanna Page 4 Committee of the Whole Meeting Minutes March 11, 2019 just waiting on council's path forward. All agreed to bring this back to the next Committee of the Whole. Recommendation: Back to Committee of the Whole, due back 3/25/2019. ADJOURNMENT By Renner at 8:09 p.m. City of Gahanna Page 5