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, April 8, 2019 7:00 PM Council Committee Room CALL TO ORDER Chair Renner called the meeting to order at 7:00 p.m. All members present. ITEM FROM THE CIVIL SERVICE COMMISSION ORD-0034-2019 TO AMEND THE CIVIL SERVICE COMMISSION RULES & REGULATIONS AS RECOMMENDED TO CITY COUNCIL ON APRIL 3, 2019; AND TO DECLARE AN EMERGENCY. Chief Spence stated that he was here tonight on behalf of Miranda Vollmer, HR Director, since she is out for training this week; last summer we did a Lean process for hiring officers and dispatchers; brought changes to streamline the hiring process; when Miranda came on board and Deputy Chief Lawless, we took separate looks and had further changes; met with the Civil Service Commission last week; changes were a joint effort between the Police Department and Human Resources Department. Chief summarized changes; deleted some redundant sections; one rule is for dispatchers, one for officers; cleaned up both; still using NTN for testing; merged all redundant portions into one; created better definitions; if someone has a challenge to NTN process, then the challenge needs to go to NTN; made changes to list based on number of vacancies; in order to pass physical fitness, must pass written; changed oral board to ensure review panel is more diverse; an example is one female training officer has moved on to the detective bureau and she would make a good fit on the board, as well as others; changed to have an exam id number to ensure grading process is confidential; lastly HR can add more names to eligibility list, up to 20; now we certify the entire list and must work through the list for background checks which slows the process down. City of Gahanna Page 1 Committee of the Whole Meeting Minutes April 8, 2019 McGregor said there was a reference to 6 branches of services but only 5 exist; wants to ensure that is changed before it goes to Council. Larick asked on pg. 24 (redline version), does that mean there’s a hard count as opposed to “not more than”; if there’s a low count and there’s only 2 eligible, are you obligated to say, have 4? Chief said that was meant for instances where there were too many names on the list; on the low side, would allow as many as possible due to people not passing. Chief said no issue; this creates an environment of a rolling list; the ask is for emergency in order to start this process; exhausted the old list back in summer of 2018; want to start process in mid-May. McGregor asked if there’s a reason it must be May and not June. Chief said this timeline is projected based off academy dates; last class was in December; must go back 45 days; this entire timing is based off the academy. Recommendation: Consent Agenda, Emergency. ITEM FROM THE DIRECTOR OF FINANCE MR-0014-2019 MOTION RESOLUTION TO TRANSFER APPROPRIATIONS BETWEEN ACCOUNTS. TRANSFER DETAIL ATTACHED AS EXHIBIT A. Bury said this is similar to last time; transferring money from accounts; money for unemployment and tuition reimbursement is being transferred because that’s handled through HR; this was called miscellaneous; accounts moved with the implementation of Tyler system; wants to ensure this is viewable by the department who is handling it. Recommendation: Consent Agenda. ITEM FROM THE DIRECTOR OF PUBLIC SERVICE & ENGINEERING ORD-0035-2019 TO AUTHORIZE THE MAYOR TO ENTER INTO CONTRACT WITH STRAWSER PAVING FOR THE 2019 STREET PROGRAM, ST-1064. Priestas said the request is to award the 2019 Street program; received 4 bids from $3.4-4.5 million; Strawser was lowest and most responsive bidder; the ask is to award base bid and 10% for contingency. Angelou asked if people go out and see if the proper amount of black top is being placed down. Priestas confirmed. Leeseberg asked if references for Strawser checked out. Priestas confirmed. Schnetzer said Strawser has done work for Gahanna before. Recommendation: Consent Agenda. City of Gahanna Page 2 Committee of the Whole Meeting Minutes April 8, 2019 ITEM FROM THE DIRECTOR OF PARKS & RECREATION - 2019 Q1 Update for the Parks & Recreation Department Barr stated that the P&R Q1 Update will focus on aquatics and camps; in 2018 summer camps were 73% filled by this time, we are at 74% this year with a 2019 goal of 90%; memberships sold this time in 2018 totaled 156; we are at 116 so far; will have an update in June for Q2. Angelou asked about the Lifetime Fitness members. Barr said their members are not using our pools; they are looking to lower their rate; still trying to get that contract. Barr reviewed seasonal recruitment; previously won an award for recruitment efforts; we need 30 camp counselors; believes when the weather gets warmer more people will apply; had a social media campaign; city Gateway signs and banner; job fair at high school; posted to colleges/universities; posted info at Creekside area businesses; Ohio Parks & Rec board. Metzbower asked about the sub camp counselor. Barr said it is like a substitute teacher, if too many requests for time off or too many out sick, we have the flexibility to sub out and we need to be flexible. McGregor asked about ministerial association due to youth groups; asked if they have been contacted. Barr said accreditation allows for 6 positions to be aged 17. McGregor asked if you must be 18 to lifeguard. Barr said no. Larick asked what the youngest age we hire is. Barr said 16. Barr said the P&R strategic plan is completed; golf course opened the first week of April; regarding the boardwalk next to Mifflin cemetery, staff purchased lumber last year; it was built with joist hangers 20 years ago; those were rusted and rotted out; due to safety concerns this must be replaced; we are building this in-house and estimates we are saving tens of thousands of dollars; expects completion by summer; for youth sports- GSA opening day was April 6, GJLS opening day is May 4; Nike cup tournament April 13-14, April 27-28; visitors get hotel stay discount through CVB partnership; Herb day is Saturday May 11 from 9am-2pm at Creekside; Parks still offers logistical support during the event by delivering plants and setting up tables and chairs. Angelou asked about the event on the Friday before. Barr said the amount of work versus payoff was not financially worth it, will no longer be an evening before event. Barr continued: April 26 Big Walnut Trail Section Four opening at 10:30 am; April 27 McCutcheon Park name City of Gahanna Page 3 Committee of the Whole Meeting Minutes April 8, 2019 unveiling at 10 am and Arbor Day celebration 8-10 am. Larick asked about forecasting in advance for the strategic plan; for comparison for next year. Barr confirmed; some metrics were not tracked in years past; golf and pools have historical data and can build goals around that; we are open 244 days for golf for example. Larick said to monitor things that we can control. Barr said the number of shelter rentals is another example. Angelou said this could be the year of benchmarking those things since the strategic plan is ready for this year. Leeseberg asked about additional tracking on the Senior Center. Barr said yes, but pre-sale memberships begin in December for the upcoming year; so we are still recruiting for memberships for this year; 2019 Q1 we have 27 members less than this time last year. Angelou asked about the price of golf memberships, asked if there’s a senior level. Barr confirmed, but unsure of the costs. McGregor asked about i9 sports. Barr said they charge a fee for registrations and we take a cut and charge them for field space. McGregor asked if that competes with our programs. Barr said no, it is geared to different age group and different type of instruction. Metzbower said there was a question about signage to make people more aware of the golf course; asked for the status. Barr said they do a lot of advertising and promotion on social media but have not done anything new this year. Mayor said the Way Finding project was put on hold due to the big ticket costs and our lack of funding. ITEMS FROM THE CLERK MR-0013-2019 THAT COUNCIL HAS NO OBJECTION TO THE D5I & D6 LIQUOR PERMIT, TYPE TRFO, FOR CENTRAL OHIO COMMUNITY IMPROVEMENT CORP DBA GOLF DEPOT; ENTIRE GOLF COURSE & PATIO; 789 SCIENCE BLVD., GAHANNA, OHIO 43230. Gonchar stated that the descriptions for the type of liquor permit were now attached to the legislative file; stated the request was for a transfer to CIC for restaurants meeting certain criteria and for the sale of intoxicating liquor on Sundays between the hours of 10am or 11am and midnight; there were no objections from the Police Department. Recommendation: Consent Agenda. RES-0005-2019 A RESOLUTION TO RECOGNIZE NATIONAL DISTRACTED DRIVING AWARENESS MONTH, FOR THE MONTH OF APRIL, 2019. City of Gahanna Page 4 Committee of the Whole Meeting Minutes April 8, 2019 Gonchar stated that the idea for drafting the Resolution came about after resident Sharon Montgomery attended a Council Meeting in March to draw attention to National Distracted Driving Awareness month; Montgomery presented some ideas to Council; Chief Spence submitted an article to the Rocky Fork Enterprise, as was one of the suggestions; passing a Resolution was something we could do immediately and would be effective in drawing attention to NDDAM. Angelou stated that MORPC is also participating in NDDAM. Recommendation: Consent Agenda. ORD-0036-2019 TO AMEND PART ONE-ADMINISTRATIVE CODE, TITLE FIVE- ADMINISTRATIVE, CHAPTER 147- BOARD OF ZONING AND BUILDING APPEALS, OF THE CODIFIED ORDINANCES OF THE CITY OF GAHANNA. Gonchar stated that these changes were recommended by the Board of Zoning and Building Appeals to be recommend to Council for approval. McGregor asked about addition of “direct causal relationship” in regards to interested party requirements. Gonchar stated that she believed that was added to better define who could intervene as an interested party; believed that came about after an appeal last year; wanted to ensure that interested parties as they related to the appeals, were impacted in some way by the decision being appealed; cited for example the HOA behind the proposed Beecher Rd, those residents were believed to have a direct causal relationship as opposed to residents living on the west side of Gahanna; whatever development would go in there, would in some way impact the homes behind it. Leeseberg asked about the fees; asked Priestas why we would notate fees here if had included fees in a master fee schedule. Priestas confirmed that the fees should be added in the master fee schedule. Gonchar said she was unsure of the intent behind the removal of “reverse” as a decision. It was determined that the changes would be held in Committee, and BZBA members would be asked to attend the next COTW meeting to answer questions. Recommendation: Held in Committee, due back April 22, 2019. ADJOURNMENT Chair closed the meeting at 7:55 p.m. City of Gahanna Page 5