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 17, 2020 Virtual *Immediately Following Regular Council Meeting* +1 513-306-4583 Conference ID: 852 596 500# A. CALL TO ORDER Chairwoman McGregor called the Committee of the Whole meeting to order at 9:00 p.m. All members were in attendance. B. DISCUSSIONS 1. ITEMS FROM THE DIRECTOR OF PUBLIC SERVICE & ENGINEERING ORD-068-2020 AN ORDINANCE AUTHORIZING THE MAYOR TO ENTER INTO CONTRACT WITH CARGILL FOR ROAD SALT FOR THE 2020-2021 WINTER SEASON. Mr. Crawford presented his legislative file request. Report is attached. Mr. Leeseberg asked how it compares to last years contract. Mr. Crawford replied that it is significantly lower. Almost $40 less per ton. RECOMMENDATION: Consent Agenda. ORD-069-2020 AN ORDINANCE AUTH O R I Z I N G A SUPPLEMENTAL APPROPRIATION - Right of Way Professional Services. Mr. Crawford presented his legislative file. Report is attached. Mrs. McGregor asked where would a small cell tower be affixed. Mr. Crawford said it would be in the right of way, as a small pole with a City of Gahanna Page 1 Committee of the Whole Meeting Minutes August 17, 2020 round looking antenna on top of it. Depending on if it were 4G or 5G there may be additional equipment. Mr. Schnetzer asked if there has been any consideration to adjusting the permit fee schedule to cover the expenses. Is there a fee associated with this permit. Mr. Crawford said there is a fee, however the State Legislature said that there would be a cap on those fees. We plan to charge as much as legally allowed. Mrs. Angelou asked where these will be actually, lawns? Poles? Mr. Crawford said it would be in the tree lawn, we'd try to put them where it impacts everyone the same. The equipment varies by type of carrier. Some will just be an antenna or built into the pole, or a ground based unit and we do plan on bringing some code updates to help encourage some of the visually appealing aspects. Mrs. Angelou asked how tall are we talking. Mr. Crawford said that he guesses between 20-30 feet but it depends on the lay of the land. Mrs. Angelou asked if this will bring better service. Mr. Crawford said yes, these are 4G and 5G which have much shorter waves so having these in more locations will provide better services. Mrs. McGregor asked if they can co-locate or are they for individual providers. Mr. Crawford said they can but we don't bulky antenna in neighborhoods. Mr. Schnetzer asked if we can have input on the aesthetics. Mr. Crawford said yes we can and will have some updates in Chapter 1181 in our code, but it has to go to Planning Commission first. That will grant those powers. Attaching to streetlight poles are difficult because the city owns the poles and who would maintain it. RECOMMENDATION: Consent Agenda. ORD-070-2020 AN ORDINANCE ACCEPTING RIGHT OF WAY DEED FOR 0.213 +/- ACRES ALONG THE PROPERTY LOCATED AT 870 CLAYCRAFT ROAD. City of Gahanna Page 2 Committee of the Whole Meeting Minutes August 17, 2020 Mr. Crawford presented his legislative file. Report is attached. Mrs. McGregor asked if there was a walking path attached. Mr. Crawford replied that there was not. 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. The language requested by Council regarding setting of the rates has been changed and is attached. Ms. Bowers asked what the timeline for these EV Spaces. Mr. Crawford said that once the ordinances are in place and charging can begin, the signage will be placed and the rates will be presented. Ms. Bowers thanked Mr. Crawford and the Administration for the work on this. Legislation recommended for adoption as amended. RECOMMENDATION: Consent Agenda. - Held in Committee. First Reading 8/03/2020 2. ITEMS FROM THE DIRECTOR OF FINANCE ORD-071-2020 AN ORDINANCE AUTH O R I Z I N G A SUPPLEMENTAL APPROPRIATION: Leave Pay-Out Fund Ms. Bury presented her legislative file. Report is attached. Mrs. Angelou asked when the last time the leave policy was reviewed. Ms. Bury said it was way before she started with the City but that we have to go with the negotiated agreements and salary ordinance of the City. Mrs. Angelou asked if they payouts go to another city. Ms. Bury replied that only sick leave can transfer. Everything else must City of Gahanna Page 3 Committee of the Whole Meeting Minutes August 17, 2020 be paid out. RECOMMENDATION: Consent Agenda. ORD-072-2020 AN ORDINANCE AUTH O R I Z I N G A SUPPLEMENTAL APPROPRIATION: Workers Compensation Self Insurance Fund Ms. Bury presented her legislative file. Report is attached. She added that this will be the final assessment of the year. Waiver is requested. RECOMMENDATION: Waiver of Second Reading, Consent Agenda. 3. UPDATE ON MILL STREET PROJECT FROM THE DIRECTOR OF DEVELOPMENT Mayor Jadwin and Interim Development Director Jennifer Syx provided an update on the Mill Street Project. Mayor Jadwin said that this project was being analyzed by staff and has been working hard and working on understanding potential ramifications it may have. Ms. Syx said that this is a complex project. Council had a draft development agreement that they were asked to adopt last year and they have been reviewing that document and it has had many revisions. We are looking at design guidelines for Creekside and also looking at what Creekside should be. They are working on negotiating a complete agreement that will be reviewed by the Mayor and City Attorney before it will be brought to Council. They are trying to set up a meeting with the Developer in September in hopes of having an agreement which may not be until October. Mrs. McGregor asked if she was interested in hearing Council's concerns from previous meetings. Ms. Syx said she was happy to have that information. 4. UPDATE ON THE BIG WALNUT COUNTRY CLUB PROJECT FROM THE DIRECTOR OF PARKS & RECREATION Mr. Little is seeking input regarding donation of items to the City including public art. There is the opportunity to have a historical sign. What kind of financial responsibility would council want to see the city take on to maintain donated items- examples were a portion of a bridge City of Gahanna Page 4 Committee of the Whole Meeting Minutes August 17, 2020 and the potential upkeep of a historical marker (sign). The intent is to move forward but they wanted to ask for feedback from Council first. Mr. Larick said he doesn't have a problem with obtaining and maintaining a sign. Mr. Renner said he was delighted to hear about this project and supports it. If it was about care and maintenance of a sign, he doesn't have a problem with it. Mr. Little said that the issue is accepting things as city property so a formal policy on how to accept these items. Ms. Bowers said this seems like a great opportunity for a public private partnership. A project like this could generate a trust and that could pay for the abatement of it. Overall, Gahanna had the first African-American golf club and she is excited about this project. Mr. Leeseberg said if funds are being solicited he would like to see some maintenance put into it. He recognizes the importance of the project but agrees there should be a policy moving forward. Mrs. McGregor said a member of the Historical Society did some research on this topic, but from a policy standpoint, you can't accept everything. There has to be vetting of the project, she doesn't know how to do that exactly. But this is a great project. Mayor Jadwin said if there was a policy, perhaps some parameters for a vetting process or setting up a trust or fund for maintenance. 5. COUNCIL MEMBER DISCUSSION: Video Publication Ms. Bowers said that we have a new program that will allow our meetings to be live streamed and then posted to our website for public availability. She recently learned that our TEAMS meetings are able to be streamed and she asked the Clerk about how files would be returned if needed. Mrs. Beggerow shared that files would be returned as they have them. A secure data migration would be performed and pdfs would be returned as such, MP4s returned as such as well. Ms. Bowers asked if we wanted to address records retention for video. Mrs. Beggerow said that video recordings are retained permanently currently but there will be discussion on retention schedules in October by the Records Commission and there really was no uniform retention on City of Gahanna Page 5 Committee of the Whole Meeting Minutes August 17, 2020 video. Some communities retain them permanently, others a year. Mrs. McGregor recommended that we wait until Records Commission has their meeting. Mr. Leeseberg thanked IT and the Council office for making sure the video system got up and running this week. Ms. Bowers reminded members that we need to have a discussion on continuing virtual vs. returning to live meetings. C. ONGOING DISCUSSIONS Discussion: Additional Amendments to Gahanna City Code Chapter 1171 Fences. Mrs. McGregor said that there was still one item not fully addressed. This is just to remind us that there is still one item to be addressed. Access and maintenance is the issue. Height issues and the sides are addressed in the next change to the statute that will be coming. Meeting was adjourned at 9:53 p.m. City of Gahanna Page 6