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, August 3, 2020 Virtual *Immediately Following the Regular Meeting* 513-306-4583 Conference ID: 871 070 702# A. CALL TO ORDER B. DISCUSSIONS 1. ITEMS FROM THE DIRECTOR OF PUBLIC SERVICE & ENGINEERING ORD-062-2020 AN ORDINANCE AUTH O R I Z I N G A SUPPLEMENTAL APPROPRIATION - Damage to City Property Mr. Crawford presented his legislation requesting a supplemental for damage to city property. Mrs. McGregor said she asked what the damage to city property entailed and was advised it was street light knock downs, fire hydrant hits, and a couple street signs that were hit. It appears all of them involved vehicles. RECOMMENDATION: Consent Agenda. ORD-063-2020 AN ORDINANCE AUTH O R I Z I N G A SUPPLEMENTAL APPROPRIATION - Water Meter Fees Mr. Crawford presented his legislation requesting a supplemental for water meter fees. These come from new construction builds. Mrs. McGregor asked if any of these were deduct meeters. Mr. Crawford said he didn't know for sure but assumed some were. City of Gahanna Page 1 Committee of the Whole Meeting Minutes August 3, 2020 RECOMMENDATION: Consent Agenda. ORD-064-2020 AN ORDINANCE TO AUTHORIZE THE MAYOR TO ENTER INTO CONTRACT WITH THE CITY OF COLUMBUS FOR SNOW AND ICE REMOVAL FOR THE 2020-2021 WINTER SEASON. Mr. Crawford presented his legislation requesting a contract with Columbus for snow plowing. RECOMMENDATION: Consent Agenda. ORD-058-2020 ORDINANCE TO AMEND THE CODE OF ORDINANCES OF GAHANNA, OHIO: Enacting Sections 351.21 PARKING AT ELECTRICAL VEHICLE CHARGING STATIONS of Chapter 351 PARKING GENERALLY and Section 949.01 ELECTRIC VEHICLE CHARGING STATIONS Chapter 949 ELECTRIC VEHICLE CHARGING STATIONS. Mr. Larick said that exhibit B Section C one of the items under discussion was the Director of Public Service and Engineering setting the rates. The discussion was whether that rate would fall under the approval of Council as any other fee typically does and whether that rate would fall under the fee table. Ms. Bowers said she had requested language to keep it as close to cost as possible. She added that she thinks the language in sub-paragraph C second sentence satisfies her concerns. Mr. Leeseberg said that the Director of Service and Engineering should recommend the rate but Council should approve the rates. Mayor Jadwin said that these rates will change many times through the year, she would anticipate having to come to Council many times during the year to request a change. Mr. Leeseberg replied that water rate changes also, and he would anticipate that it be set once a year and make it so it covers the cost and if we make too much money, it gets adjusted down just like the proprietary funds. Set it high enough and if it needs adjusted down, it gets adjusted down. Mr. Renner said he thinks the administration is going down the right path on this but he would be open to giving the administration more latitude to match what is going on in central ohio. Mr. Mularski said we need to pass this to get to step two to get the vendor under contract and they can say how they calculate things and then that could be presented to Council. City of Gahanna Page 2 Committee of the Whole Meeting Minutes August 3, 2020 Mr. Crawford said that Greenlots will assist us in setting rates but the issue is we don't know what to expect so it's going to be a challenge to know what the initial rate should be set at. The vendor should assist with that. Mr. Larick said he wasn't looking for a price, he can't think of any service that the City provides, that Council doesn't approve and that's the issue. Mr. Mularski asked if this should be as proposed by Director of Service with the approval of Council. Mr. Larick said that the idea isn't to overcharge anybody, but that any other fee item has the language he just didn't have it in front of him. Mr. Schnetzer said that the language we're looking for is adopted by Council. That similar format would be appropriate here. He felt the mention about free in Exhibit B subsection C that the fee would be set to zero, so that didn't need to be in there. Mrs. McGregor asked if there was a huge increase or decrease one way or another could it come back to Council. Mr. Leeseberg said we do that with sewer fees all of the time, but he didn't want to set up a proprietary fund on this. But it's the same principal, we have enough money to operate it and deal with overhead costs. Mr. Renner said his read of 949.01(b), the city is never going to operate these as the city, the vendor will be the operator. He doesn't see us operating this as a utility on these stations. The vendor is going to be setting the rates through the contract. Mr. Larick asked if that kind of the legislation be cut then? Mr. Crawford replied that the contract will not control the rates, they control the software that allows the setting of the rate. Mayor Jadwin asked then if 949.01 (c) if the addition of "as adopted by Council" is the language sought. Mr. Larick replied that yes, or something similar. Ms. Bowers referring to previous meetings, that her thoughts were that these were not to be free of charge but not to make a profit either. Her City of Gahanna Page 3 Committee of the Whole Meeting Minutes August 3, 2020 concern is drafting legislation that will survive multiple administrations. She would like to see a cap as to what is being charged. Mr. Mularski said that as Council changes, policy may change. Mr. Schnetzer said is this specifically Exhibit B subsection C. is the policy goal that this at some point be free, that this is being strived for. Mrs. McGregor said that is not her intention ever, cost should be recouped for the power and maintenance of the stations. Ms. Bowers said it was not a policy goal. Mr. Schnetzer said he thinks that that sentence doesn't need to be there. Everyone wants to cover the cost. The fee could just be set at zero. Mrs. Angelou said that we are the ones setting the fee, so it shouldn't say that the Director of Public Service shouldn't be setting the fee. Mr. Larick said he thought that was clarified that, that is the piece that needs changed. Mr. Renner asked if a group wants to subsidize the cost, therefore making it free, can a group of businesses subsidize and therefore the rate be free? Does this ordinance give the ability? Mr. Mularski said there would still be a charge it would just be paid by another entity. Ms. Bowers said she didn't think the ordinance allows for it. Mr. Larick said that there would be a fee charged at that moment in time, its a good question. If someone should entertain that, we could readjust the language today or adjust the language to resolve for that opportunity. Mr. Mularski said we could add "or other means" and that could encompass that. Mr. Larick so and adjustment to section B and section C and whatever the language to make Council approve the fee. This item has been held in Committee. Held in Committee City of Gahanna Page 4 Committee of the Whole Meeting Minutes August 3, 2020 2. ITEMS FROM THE DIRECTOR OF FINANCE 2020-121 UPDATES FROM THE DIRECTOR OF FINANCE Ms. Bury said the Capital Needs Assessment has been provided for review. Mr. Schnetzer asked if there is a plan or method to introduce this to the public. Ms. Bury said it is in the introduction section but if it doesn't explain it well enough they can work it to make it clear. It is posted on the website and hasn't been an issue before. Mayor Jadwin added that when we do post it to the website a more direct summary would probably be helpful to residents. ORD-065-2020 SUPPLEMENTAL APPROPRIATION - General Fund appropriations Ms. Bury said there are three funds she is adjusting, General Fund, Parks & Recreation fund and CARES Act funds. She shared that we have exceeded the revenue shortfall that was anticipated. $4.5 million was identified in appropriations. The Parks & Recreation fund was hit hardest. $695,000 was identified in appropriations. The CARES Act, we received $1.1 million. The CARES Act reimbursement is limited but there is no solid guidance. They are able to recoup costs for employees that were unable to perform duties while at home, contracts and supplies, and pay for employees that were redirected. $486,000 in total can be reimbursed to the General Fund. Next they looked at what was needed through December. There is a requirement that we could not stockpile. Things had to be used through the end of the year. Unemployment cost could be recouped as well, including the lookback. That comes to $235,000 leaving $380,000 that can be used for assistance to small businesses and residents. The plan is to use it for programs to help keep residents in their homes and we'll be working with InSite Advisory, Jennifer Syx's company to develop a program. Mr. Schnetzer said it was good to see this in practice. He sees that cities and municipalities across the country are seeing as a one-two punch is reduced revenues and increasing costs. He said the CARES Act isn't meant to fill in the revenue loss but to cover the increased costs. Is a fair way to handle this to net that out and compare it to the Budget? Ms. Bury said we don't know yet what the end result would be. City of Gahanna Page 5 Committee of the Whole Meeting Minutes August 3, 2020 Mrs. Angelou said there is still more money at the state that they're holding on to. If the money used is a grant it won't need paid back. Mrs. McGregor asked how the businesses and residents know the money is available. Ms. Bury said we can't do anything until appropriations are passes. We are working on applications and guidance. The goal is to have it ironed out next week and then begin marketing it. Mayor Jadwin said that there is a program that CIC is going to launch and there will be a flyer on that. We'll send out another communication and a constant contact listing, press release to the newspaper. There is a plan in place for how we'll share with the community. Ms. Syx said that in assisting the city with its compliance efforts, the programs will be somewhat generic but they have a comprehensive business list. On the residential side, they know there have been residents that have been hit and this can help them with mortgages and rents. All of the documentation is on place and they will be capping this so it can go to as many people as they can. RECOMMENDATION: Waiver of Second Reading, Regular Agenda 3. ONGOING DISCUSSIONS Discussion: Additional Amendments to Gahanna City Code Chapter 1171 Fences. 2020-124 Additional Amendments to Gahanna City Code Chapter 1171 Fences Mr. Blackford provided some red line changes to addresses two of the areas previously discussed. They are still looking at some of the more complicated requests and will hopefully have an update forthcoming. This is just to provide a project update. Meeting adjourned at 9:39 pm. City of Gahanna Page 6