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 April Beggerow, CMC, Clerk of Council Monday, November 25, 2019 7:00 PM Council Committee Room A. CALL TO ORDER Chairman Renner Called the Committee of the Whole meeting to order at 7:00 p.m. 2019-0170 PRESENTATION: Gahanna Area Arts Council Presentation of a Draft Agreement between the Gahanna Area Arts Council and the City of Gahanna by Kevin Dengel and Christian Peck. Document is attached. B. COUNCIL DISCUSSION 2019-0168 COUNCIL CHAMBERS/COMMITTEE ROOM SOUND UPGRADES Presentation by Brian Metzbower on 2 quotes to upgrade the Committee Room and Council Chambers to improve sound in the Committee Room and add video ability in the Council Chambers. The quotes presented are attached. C. UPDATE FROM THE DIRECTOR OF PUBLIC SAFETY 2019-0165 OCTOBER, 2019 UPDATE FROM THE DIRECTOR OF PUBLIC SAFETY The Director of Public Safety presented the October, 2019 report which is attached. D. ITEM FROM THE CITY ATTORNEY ORD-0119-2019 ORDINANCE TO AMEND THE CODE OF ORDINANCES OF THE CITY OF GAHANNA, OHIO: Enacting Section 1501.17 INSPECTION, City of Gahanna Page 1 Committee of the Whole Meeting Minutes November 25, 2019 TESTING AND MAINTENANCE RECORDKEEPING, of PART 15 OHIO FIRE CODE The City Attorney presented that the Fire Department requests an ordinance to require reports for inspections be submitted to the fire code official. This is the request for the ordinance. RECOMMENDATION: Consent Agenda. MR-0039-2019 A MOTION RESOLUTION TO TRANSFER FUNDS IN THE AMOUNT OF $12,750 FROM ACCOUNT 101.09.000.5205 - CONTRACT SERVICES AND IN THE AMOUNT OF $20,530 FROM ACCOUNT 101.06.000.5205 - CONTRACT SERVICES TO ACCOUNT 101.03.000.5210 - PROFESSIONAL SERVICES. The City Attorney presented the request to transfer fund to cover costs associated with outstanding litigation costs. First is $12,750 from an account that was used for TIF and legal review by outside Counsel, to be used to pay off outstanding litigation. Second is to pay off an outstanding invoice from Vorys and to pay misc. items that have not been paid off by our insurance carrier. RECOMMENDATION: Consent Agenda. E. ITEMS FROM THE DIRECTOR OF HUMAN RESOURCES ORD-0120-2019 ORDINANCE ESTABLISHING THE SALARIES FOR PERSONNEL OF THE CITY OF GAHANNA FOR THE PERIOD JANUARY 1, 2020 THROUGH DECEMBER 31, 2020; AND DECLARING IT AN EMERGENCY. Ms. Vollmer presented the 2020 Salary Ordinance. Her report is attached with outlined changes. Mr. Ewald asked Mr. Mularski, City Attorney-elect if he would like to speak about the change in the Assistant City Attorney. Mr. Mularski said he planned on brining on an Assistant City Attorney with the funds that were paid to him as prosecutor. There will be 2 people then that can do the prosecuting as well as 2 people that can handle the civil aspect of the job. Mr. Schnetzer asked if the unclassified increase was accounted for in the Budget as was the changed that were just cited. Ms. Vollmer said that they were. Mrs. Jadwin asked if there was an opportunity to make changes to it as City of Gahanna Page 2 Committee of the Whole Meeting Minutes November 25, 2019 there are some positions that may be tweaked with her administration. Ms. Vollmer said that she wanted to have this in front of everyone to allow time for questions. That request can be accommodated. Ms. Bowers asked if Mr. Roth (proposed Assistant City Attorney), will continue to serve as prosecutor or assistant City Prosecutor for other jurisdictions once on board? Mr. Mularski said he will not be Assistant City Prosecutor for anyone else, no. He does have a contract for an evening, but can't remember where, some small something like Baltimore, but as long as it doesn't interfere in this job here he doesn't care. Ms.Bowers said so the position here will be full time, all day long position here and he wouldn't be taking on any other prosecutor duties down in muni court for other jurisdictions. Mr. Mularski explained how attorneys assist each other downtown and that he would participate, but no money exchanges. Ms. Bowers asked if he would still be associated with Whitehall and Reynoldsburg. Mr. Mularski said he would no longer be associated with them. This item requested to regular agenda and back to Committee on Dec. 9th. RECOMMENDATION: Regular Agenda. ORD-0121-2019 ORDINANCE ESTABLISHING THE BENEFITS FOR PERSONNEL OF THE CITY OF GAHANNA, EFFECTIVE JANUARY 1, 2020; AND TO DECLARE AN EMERGENCY. Ms. Vollmer presented the 2020 Benefits Ordinance. Her report is attached with outlined changes. Mr. Larick asked about the transfer of time if the funding transfers as well. Ms. Vollmer said that only after they use all their leave from Gahanna will they go into that transferred bank and regular salary would be paid by the City. If the employee leaves, that transferred sick bank doesn't get paid out. Mrs. Angelou asked if it is used, they don't pay it out. City of Gahanna Page 3 Committee of the Whole Meeting Minutes November 25, 2019 Ms. Vollmer replied that no, we pay it. It is a good recruiting tool to get people from other agencies and it's typically only used in the event of catastrophic illness or injury as our sick leave hours are very generous. Mr. Larick said they would have to use all of the sick time here before using the bank. Ms. Vollmer said correct. Mr. Ewald directed a comment towards Mr. Mularski that the City Attorney does not get benefits unless City Council Authorizes. Mr. Renner asked if this has to be on the same time path for adoption. Ms. Vollmer said that the Benefits ordinance, if there are no changes it can just go from year to year, but there are edits for 2020. None of these items are tied to budget items. Mrs. McGregor asked how many cities transfer sick time. Ms. Vollmer replied almost every other jurisdiction except Gahanna, but for example, in New Albany for every 2 that you transfer, they'll give you one, up to a max number, some people can only transfer so many. The cap proposed is it has to be in the last 10 years. Mr. Larick asked about reverse, can it be changed on our side. Ms. Vollmer said it was discussed and will be discussed with the new administration for a 2021 change. Mr. Schnetzer asked how many days are normal for someone to bring on. Ms. Vollmer said our policy is in 15 years you get 136 hours so it’s hard to know. There are employees who have been here 20 years that have 5 hours of sick leave and employees that have been... it’s a wide range and it rolls over. Mr. Schnetzer said someone could come in with 1000 hours sick leave they could bring that under hypothetical, the City of Gahanna would be responsible for paying should they not be able to work under a qualifying events. Ms. Vollmer said you're entitled to 12 weeks, so 480 hours of protected FMLA leave, any leave over that, there is a variety of ways you could get it approved or not approved. City of Gahanna Page 4 Committee of the Whole Meeting Minutes November 25, 2019 Mr. Schnetzer asked if it was full salary or fraction and does anyone do a reduced. Ms. Vollmer said it would be full. Mr. Larick asked if FMLA would be the restriction. Ms. Vollmer replied no. She added that in 8 years she's never seen anyone dip into their prior service bank. Mrs. McGregor asked if it could be limited to like 200 hours. Mrs. Jadwin asked if sick leave was separate from vacation hours. Ms. Vollmer replied yes. Mrs. Angelou asked if vacation time has to be used first. Ms. Vollmer replied know and to keep in mind if an employee is dipping in to a prior service sick bank, it is likely from some horrific sickness or accident. This item requested to regular agenda and back to Committee on Dec. 9th. RECOMMENDATION: Regular Agenda. F. REFERRALS FROM BOARD OF ZONING AND BUILDING APPEALS ORD-0122-2019 ORDINANCE TO AMEND THE CODE OF ORDINANCES OF THE CITY OF GAHANNA, OHIO: Amending Section 147.03 APPEALS TO THE BOARD of Chapters 147 Board of Zoning and Building Appeals. Mr. Ewald presented that there are 2 referrals from BZBA. Requests are attached. RECOMMENDATION: Consent Agenda. ORD-0123-2019 ORDINANCE TO AMEND THE MASTER FEE SCHEDULE AS REFERENCED IN SECTION 147.04 FEES OF CHAPTER 147 BOARD OF ZONING AND BUILDING APPEALS. Mr. Ewald presented that there are 2 referrals from BZBA. Requests are attached. This is to adjust the Master fee schedule to add a uniform flat fee to appeal the Rental Registration Code. City of Gahanna Page 5 Committee of the Whole Meeting Minutes November 25, 2019 Mr. Ewald added that we have not codified the ordinance for the Master Fee Schedule and this is something we need to look at for next year. RECOMMENDATION: Consent Agenda. City of Gahanna Page 6