Committee of the Whole

200 South Hamilton Road City of Gahanna Gahanna, Ohio 43230 Meeting Minutes Committee of the Whole Nancy R. McGregor, Chair, Vice President Jamie Leeseberg, President Karen J. Angelou Merisa Bowers Brian D. Larick Stephen A. Renner Michael Schnetzer April Beggerow, MPA, CMC, Clerk of Council Monday, March 23, 2020 7:00 PM Council Committee Room A. CALL TO ORDER The Committee of the Whole meeting was called to order at 7:00 p.m. by Chair Nancy McGregor. All members were in attendance. B. DISCUSSIONS 1. ITEMS FROM THE DIRECTOR OF PUBLIC SERVICE & ENGINEERING MT-014-2020 MOTION TO AUTHORIZE THE CITY OF GAHANNA TO PARTICIPATE IN THE SOUTHWEST OHIO PURCHASERS FOR GOVERNMENT (SWOP4G) ROAD SALT COOPERATIVE BID FOR THE 2020-2021 WINTER SEASON. The Director of Public Service and Engineering presented his request. The report is attached to the minutes herein. Mrs. Angelou asked if this is a new vendor. Mr. Crawford replied that we have used this vendor previously. Mrs. Angelou asked how much salt was left. Mr. Crawford replied that he didn't have the exact information but the salt barn is still fairly full. RECOMMENDATION: Consent Agenda. ORD-034-2020 ORDINANCE AUTHORIZING THE MAYOR TO ENTER INTO PROPERTY/LIABILITY INSURANCE RENEWAL COMMITMENT FOR THREE YEARS WITH THE OHIO MUNICIPAL JOINT SELF-INSURANCE POOL; WAIVING SECOND READING, AND DECLARING IT AN EMERGENCY. City of Gahanna Page 1 Committee of the Whole Meeting Minutes March 23, 2020 The Director of Public Service and Engineering presented his request. The report is attached to the minutes herein. Mr. Schnetzer asked if there is anything that isn't covered and is there a cap. Mr. Crawford replied that he didn't believe so, but there are periodic reviews to make sure everything is covered. Mr. Leeseberg added that we swap out items as things change. Mr. Crawford confirmed and added that there is a blanket portion that covers any potential gaps. Ms. Bowers asked how much was appropriated for the insurance payment. Mr. Crawford said he accounts for a certain percentage (3-5) per year. RECOMMENDATION: Waiver of Second Reading, Adopt as Emergency, Regular Agenda. ORD-035-2020 ORDINANCE AUTHORIZING THE MAYOR TO ENTER INTO CONTRACT WITH STRAWSER PAVING COMPANY FOR THE 2020 RESIDENTAL STREET PROGRAM ST-1070. The Director of Public Service and Engineering presented his request. The report is attached to the minutes herein. Mr. Schnetzer asked if Strawser Paving was the low bid last year as well. Mr. Crawford replied that they were and they have always done a fine job for us and were great to work with. RECOMMENDATION: Consent Agenda. ORD-036-2020 ORDINANCE AUTHORIZING THE MAYOR TO ENTER INTO CONTRACT WITH DECKER CONSTRUCTION COMPANY FOR THE 2020 INDUSTRIAL STREET PROGRAM ST-1070. The Director of Public Service and Engineering presented his request. The report is attached to the minutes herein. RECOMMENDATION: Consent Agenda. ORD-037-2020 ORDINANCE AUTHORIZING THE MAYOR AND THE DIRECTOR OF PUBLIC SERVICE AND ENGINEERING TO ENTER INTO CONTRACT WITH DLZ FOR CREEKSIDE GARAGE SURVEYING AND City of Gahanna Page 2 Committee of the Whole Meeting Minutes March 23, 2020 ENGINEERING, WAIVING SECOND READING AND DECLARING IT AN EMERGENCY. The Director of Public Service and Engineering presented his request. The report is attached to the minutes herein. Mr. Larick asked if this was a periodic inspection request or was it because the document couldn't be located. Mrs. Angelou asked what happened to the document (flood permit) Mayor Jadwin replied it was due to the missing document and that the administration searched for the original permit for six weeks and it couldn't be located. She also pointed out that the records were scattered about in several different offices. Mr. Moorehead said that they pulled every document they could find and were unsuccessful in locating it. He added that the engineering firms that worked on the garage had shorter retention schedules that just don't go back that far. Ms. Bowers asked what the work entails. Mr. Moorehead explained what was involved in the quote (scope of services included in the minutes herein as Exhibit A, Creekside). Mr. Larick asked if there are any age related issues that we should be concerned about. Mr. Moorehead replied that this project is just to bring us into compliance so we can't really say. RECOMMENDATION: Waiver of Second Reading, Adopt as Emergency, Regular Agenda. City of Gahanna Page 3