Committee of the Whole

200 South Hamilton Road City of Gahanna Gahanna, Ohio 43230 Meeting Minutes Committee of the Whole Trenton I. Weaver, Chair Merisa K. Bowers Jamille Jones Nancy R. McGregor Kaylee Padova Stephen A. Renner Michael Schnetzer Jeremy A. VanMeter, Clerk of Council Monday, April 22, 2024 7:00 PM City Hall, Council Chambers A. CALL TO ORDER: Vice President of Council Trenton I. Weaver, Chair, called the meeting to order at 7:01 p.m. The agenda was published on April 19, 2024. All members were present for the meeting. There were no additions or corrections to the agenda. B. ITEMS FROM THE MAYOR'S OFFICE: 1. Arbor Day Proclamation 2024-0085 Mayoral Proclamation - Arbor Day 2024-04-26 Mayor Jadwin expressed her gratitude for the opportunity to present a proclamation during the Committee of the Whole meeting, despite it not being the usual practice. She explained that the intended recipient, who was unable to attend last week due to illness, was present this evening. Mayor Jadwin then noted today’s significance in celebrating Earth Day and the April 26th recognition for Arbor Day, emphasizing the importance of these observances dating back to 1872 when it was established to promote tree planting. She highlighted the critical role trees play in creating healthy and connected communities, citing various benefits such as providing oxygen, absorbing carbon dioxide, offering habitat for wildlife, and cooling cities. Mayor Jadwin proudly announced that Gahanna had been named a Tree City USA for the 34th consecutive year, acknowledging the city's commitment to planting and maintaining trees. She commended Julie Predieri, the city's forestry supervisor, for her dedicated leadership in this endeavor since her hiring in 2018. Mayor Jadwin recounted Predieri's achievements, including her goal of planting at least 100 trees annually, which was successfully met in 2023 with 108 trees planted. She also mentioned Predieri's efforts in pruning 276 trees, essential for their longevity. Mayor Jadwin praised Predieri's vision in establishing a Level One Certified Arboretum at Creekside Park in 2021, transforming it into an educational space hosting school classes. She lauded Predieri's educational efforts on Arbor Day, where she educates students on City of Gahanna Page 1 Committee of the Whole Meeting Minutes April 22, 2024 tree planting and care. Mayor Jadwin then highlighted Predieri's national recognition as one of the top 30 Parks and Recreation professionals under 30, underscoring her impact and expertise in the field. In light of Predieri's exceptional contributions, Mayor Jadwin deviated from the usual practice of presenting Arbor Day proclamations at schools and instead chose to honor Predieri in front of the Council. She invited Predieri to the front to receive the Arbor Day proclamation, expressing heartfelt appreciation for her dedication to enhancing the Gahanna community and protecting its tree canopy. The Council applauded Predieri as Mayor Jadwin presented her with the proclamation. Councilmember Schnetzer offered to Predieri a commendation for a job well done. Vice President Weaver echoed Schnetzer's sentiments, expressing gratitude and offering congratulations to Predieri for her well-deserved recognition. President Bowers added to Mayor Jadwin's remarks, emphasizing the value of Gahanna's tree canopy and acknowledging Predieri's crucial role in maintaining this cherished asset for residents. Bowers expressed gratitude for Predieri's work and recognized its significance to the community. Councilmember McGregor shared her appreciation for Predieri's efforts in planting trees, recounting a story of a man who planted acorns beside his driveway and saw them grow into tall oak trees by the time he was 76, bringing joy to his grandchildren. McGregor emphasized the enduring legacy of trees and thanked Predieri for her contributions. C. ITEMS FROM THE DEPARTMENT OF PUBLIC SERVICE: ORD-0027-2024 AN ORDINANCE AUTHORIZING SUPPLEMENTAL APPROPRIATIONS - Water Meter Fees Shawn Anverse, Director of Public Service, presented two items for consideration during the meeting. The first item was an ordinance regarding supplemental appropriations for water meter fees. Anverse explained that the Department of Public Service had received funds during the first quarter of 2024 from water meter fees. These funds were currently unappropriated and unencumbered. Anverse respectfully requested an ordinance for supplemental appropriations to address this matter. Recommendation: Introduction/First Reading on Regular Agenda on 5/6/2024; Second Reading/Adoption on Consent Agenda on 5/20/2024. MT-0013-2024 A MOTION AUTHORIZING THE CITY OF GAHANNA TO PARTICIPATE IN THE SOUTHWEST OHIO PURCHASERS FOR GOVERNMENT (SWOP4G) ROAD SALT COOPERATIVE BID FOR THE 2024-2025 WINTER SEASON Director Anverse proceeded to discuss the second item on the agenda, which was a motion authorizing the City of Gahanna to participate in the Southwest Ohio Purchase for Government (SWOP4G) cooperative bid for City of Gahanna Page 2 Committee of the Whole Meeting Minutes April 22, 2024 road salt for the 2024-2025 winter season. Anverse noted the early preparations for the upcoming winter season and sought authorization for the city's involvement in the cooperative bid. Recommendation: Adoption on Consent Agenda on 5/6/2024. D. ITEMS FROM THE DEPARTMENT OF ENGINEERING: ORD-0028-2024 AN ORDINANCE AUTHORIZING THE MAYOR TO AWARD AND ENTER INTO CONTRACT WITH BURGESS & NIPLE, INC. FOR PROFESSIONAL SERVICES RELATED TO THE 2025 THOROUGHFARE PLAN Paige Wright, Transportation & Mobility Engineer, proceeded to discuss the Thoroughfare Plan, stating that the administration section of the code mandates a formal evaluation of the plan every 10 years, with the Department of Engineering currently due for such an evaluation. Wright explained that the Department of Engineering had issued a request for qualifications in December of 2023 and received four responses. After shortlisting and interviewing three firms, Burgess & Niple was selected as the best candidate for the project. Burgess & Niple proposed a 12-month schedule with a planned adoption of the plan in 2025. As part of their scope of work, they included two presentations to the council: one intermediate and one final. Funds for the Thoroughfare Plan project were appropriated in the 2024 budget, and the administration was now requesting legislation to award and enter into a contract with Burgess & Niple, as required by the procurement policy for Professional Services contracts exceeding $250,000. Councilmember Jones inquired whether the city had previously collaborated with Burgess & Niple. In response, Ms. Wright stated that to her knowledge, there hadn't been any collaboration, but she deferred to Tom Komlanc, Director of Engineering, for confirmation. Director Komlanc confirmed that Burgess & Niple had indeed worked with the City of Gahanna in the past, particularly on sewer evaluation studies. He elaborated that Burgess & Niple is a multi-discipline firm with a history of providing transportation and utility-related services not only to Gahanna but also across central Ohio and the country as a whole. President Bowers sought clarification regarding the range of proposed fees for services from the contractors who submitted bids. Ms. Wright responded that the range was between $250,000 and $280,000, with the final contracted amount being $312,000, including contingency. President Bowers then inquired whether there was a greater scope with the Burgess & Niple proposal compared to the lower projected costs. Ms. Wright confirmed this, explaining that items 4.3.3 and 4.3.4, namely the prioritization matrix and the key performance indicators, were outstanding features of Burgess & Niple's contract. Additionally, there was an additional phase, referred to as phase six, which involved alternative analysis modeling. President Bowers further asked if this additional phase was included in the total cost. Ms. Wright affirmed that it was indeed included in the total cost. City of Gahanna Page 3 Committee of the Whole Meeting Minutes April 22, 2024 Councilmember Jones sought clarification, asking if Burgess & Niple offered additional services that other firms did not. Ms. Wright confirmed that Burgess & Niple provided additional features that were not offered by the other firms that were considered for the project. Recommendation: Introduction/First Reading on Regular Agenda on 5/6/2024; Second Reading/Adoption on Consent Agenda on 5/20/2024. E. ITEMS FROM THE DEPARTMENT OF PARKS & RECREATION: ORD-0029-2024 AN ORDINANCE AUTHORIZING SUPPLEMENTAL APPROPRIATIONS - State Capital Grant Fund and Capital Improvement Fund for Trailhead Construction at Academy Park Stephania Ferrell, Director of Parks & Recreation, presented two items for consideration, both involving supplemental appropriations. The first item pertained to the trailhead project identified in the 2025 budget. Ferrell explained that due to a grant award through the NatureWorks program of the Ohio Department of Natural Resources, the department had received funding totaling $95,746. As a result of this grant award, the administration sought to advance the project into the 2024 fiscal year. Ferrell elaborated that the trailhead project aimed to support the construction of a mountain bike trail scheduled to commence in 2024. Additionally, the location of the trailhead would aid the Big Walnut Trail through Academy Park. Therefore, the administration requested a supplemental appropriation in the amount of $95,746, which corresponded to the grant award. This amount would be dedicated to a NatureWorks account, as required by the grant fund. The total budget for the project was $175,000, with the remaining balance to be funded through the Capital Improvement Fund. Councilmember Schnetzer posed a question regarding the anticipated location of the trailhead. Director Ferrell responded, indicating that the trailhead was expected to be situated near the playground in Academy Park. Councilmember McGregor sought clarification on the financial process, asking if the city would upfront the $95,746 and then be reimbursed for the grant amount. Director Ferrell confirmed McGregor's understanding, stating that the city would indeed cover the initial cost, and reimbursement would occur upon completion of the project. Vice President Weaver expressed his appreciation for the allocation of grant funds towards city projects, commending Director Ferrell and the administration for their efforts in securing and utilizing these funds. He conveyed his excitement for the progress of the trailhead project and thanked Director Ferrell and the administration for their dedication. Recommendation: Introduction/First Reading on Regular Agenda on 5/6/2024; Second Reading/Adoption on Consent Agenda on 5/20/2024. ORD-0030-2024 AN ORDINANCE AUTHORIZING SUPPLEMENTAL APPROPRIATIONS - Manor Homes TIF Fund for Dredging Ponds at Hannah Park Director Ferrell introduced the second item for supplemental appropriation, City of Gahanna Page 4 Committee of the Whole Meeting Minutes April 22, 2024 concerning the Woodside Green Pond project slated for 2024. She explained that the project aimed to dredge the pond to enhance its overall systems. Through alternative analysis and research, it was determined that pairing the Hannah Park ponds project with this research would result in cost savings. Therefore, the administration proposed advancing the Hannah Park project originally scheduled for 2025 to 2024. Ferrell requested an ordinance for a supplemental appropriation of $175,000 from the Manor Home Tax Increment Financing (TIF) fund, sourced from the unappropriated and unencumbered balance. Councilmember Renner expressed gratitude to Director Ferrell for bringing up the project, acknowledging its importance, particularly at Woodside Green Park. He sought clarification on whether the funds were solely for research or if they also covered planning and actual work. Director Ferrell clarified that the $175,000 appropriation was for the entire project, including research, planning, and potential construction or dredging work. She mentioned that there might be a need for additional funding for the construction phase, depending on the outcome of the research. Therefore, the appropriation aimed to cover the entire project, with potential additional funding requirements to be determined later. Councilmember Renner raised another question, inquiring about the community engagement aspect of such projects. He asked if there would be communications or educational efforts for the community to understand the reasons behind the project and the details of the ponds. Director Ferrell responded affirmatively, stating that the department viewed the project as an educational opportunity for the community to understand the necessity and reasons behind it. She acknowledged that while the project might be costly, it was essential for the responsible maintenance of the city's assets. Additionally, she mentioned the potential to expand and enhance recreational use at Woodside Green, aiming to improve the overall experience for visitors, such as those who enjoy fishing at the pond on nice days. Therefore, the project aimed not only to address maintenance needs but also to enhance the recreational opportunities for the community. Councilmember Renner brought up the potential nutrient-rich nature of the silt and debris typically found in ponds and inquired about plans for handling it. Director Ferrell explained that part of the research would involve determining if the dredged material could be safely reintroduced. Specifically, at Woodside Green, there might be an opportunity to rebuild the banks of the pond using the dredged material if it proved suitable. She assured that this aspect would be considered as the project progressed. Councilmember Renner expressed interest in hearing more about this aspect of the project in the future and thanked Director Ferrell. Councilmember McGregor raised a question about the need for dredging the City of Gahanna Page 5 Committee of the Whole Meeting Minutes April 22, 2024 Hannah Parks ponds relatively soon after their construction, suggesting potential causes such as sediment infiltration from surrounding areas. Director Ferrell responded that various factors could lead to the need for dredging, including sedimentation resulting from construction activities. She noted that a bathymetric survey was conducted to assess the pond depths, indicating that while the ponds were in better condition than Woodside Green, proactive evaluation was crucial to prevent future issues. By taking a proactive approach now, the city could manage the ponds more effectively and ensure they remain in good condition. Councilmember McGregor inquired if the construction of Manor Homes had contributed to the ponds' sedimentation. Director Ferrell confirmed that aspect of the stormwater ponds. President Bowers briefly interjected to provide a point of information regarding the upcoming amendment to the Capital Improvement Plan (CIP) related to the discussed project. She mentioned that while she couldn't recall if it had been presented to Council yet, the item had previously been discussed with the CIP advisory committee. This clarification ensured that all members were aware of the project's status and its consideration in the broader context of the Capital Improvement Plan. Recommendation: Introduction/First Reading on Regular Agenda on 5/6/2024; Second Reading/Adoption on Consent Agenda on 5/20/2024. F. ITEMS FROM THE DEPARTMENT OF PUBLIC SAFETY: ORD-0031-2024 AN ORDINANCE AUTHORIZING THE MAYOR TO ENTER INTO A SCHOOL RESOURCE OFFICER (SRO) CONTRACT WITH THE GAHANNA-JEFFERSON PUBLIC SCHOOLS FOR THE 2024-2025 SCHOOL YEAR Chief Jeff Spence introduced the first action item of the meeting, which was the approval of the 2024-2025 school resource officer (SRO) agreement between the City and the Gahanna-Jefferson Public Schools. He explained that the agreement remained largely unchanged from the previous four years but had undergone a review with the city attorney's office, resulting in clarifications regarding overtime direction. The total contract amount was $225,087.05, representing a slight increase from the previous school year. Chief Spence noted that the agreement had been presented to and passed by the school board. President Bowers thanked Chief Spence for dedicating staff to this crucial aspect of public safety and asked him to elaborate on the SRO program and how the school resource officers were received in the district, as well as their history within the district. Chief Spence provided insight into the SRO program, stating that it had been in place for about 20 years, with the cost-sharing model dating back approximately 15 years. He emphasized that the program's primary focus was on safety and security, with officers serving as mentors and engaging in City of Gahanna Page 6 Committee of the Whole Meeting Minutes April 22, 2024 educational opportunities. He highlighted the success of the program in maximizing efficiency within the schools and promoting community policing principles. Chief Spence also discussed recent initiatives, such as safety programs and emergency preparedness training, aimed at fostering rapport between officers and school staff. President Bowers expressed gratitude to Chief Spence and the Police Department for their close relationship with the school district, especially in light of the 25th anniversary of the Columbine shooting. She appreciated the holistic approach the department takes to safety in the community. Vice President Weaver also extended his thanks, reflecting on his own experiences as a Gahanna graduate and the positive interactions he had with school resource officers during his time there. He noted that the officers provided not only a reassuring presence but also valuable educational opportunities for students. Recommendation: Introduction/First Reading on Regular Agenda on 5/6/2024; Second Reading/Adoption on Consent Agenda on 5/20/2024. ORD-0032-2024 AN ORDINANCE AUTHORIZING SUPPLEMENTAL APPROPRIATIONS - Attorney General Training Fund for Training Expenses Chief Spence presented the second action item, which pertained to peace officer training funds outlined in the Ohio Revised Code and Ohio Administrative Code. He explained that the Attorney General directs the continuing professional training for all peace officers in Ohio, with 24 hours of training directed for the previous calendar year. The department not only achieved all the directed hours but also exceeded them, spreading 40 hours of staff training across four in-services, totaling approximately 55 hours of training per year for all staff members. Chief Spence noted the challenges associated with reimbursement dollars, which are often cut or reduced, leading to uncertainty in budget forecasts. While the department had anticipated receiving about $23,000 for the year, they ultimately received over $87,000 due to full reimbursement for their training efforts. The request before Council was to supplementally appropriate the additional $64,000 into the Attorney General's Office training fund. Recommendation: Introduction/First Reading on Regular Agenda on 5/6/2024; Second Reading/Adoption on Consent Agenda on 5/20/2024. RES-0019-2024 A RESOLUTION ADOPTING THE 2023-2024 FRANKLIN COUNTY MULTI-JURISDICTIONAL HAZARD MITIGATION PLAN UPDATE, VOLUMES I & II Chief Spence introduced the third item, which involved requesting a resolution in support of adopting the 2023-2024 Franklin County Multi-jurisdictional Hazard Mitigation Plan. He explained that this study, undertaken in 2023 by Franklin County Emergency Management, primarily focused on flood mitigation and hazards associated with flooding. Each jurisdiction, including Gahanna, was tasked with completing surveys that contributed to jurisdictional annexes within the plan. Given Gahanna's proximity to the Big Walnut Creek and potential upstream releases from dams, the City's role in City of Gahanna Page 7 Committee of the Whole Meeting Minutes April 22, 2024 documenting infrastructure and mitigation efforts was particularly crucial. Chief Spence emphasized that the adoption of this plan was essential for qualifying for federal disaster mitigation reimbursement funds in the event of a flood situation. He noted that the plan was extensive, with volume one containing the overall county plan covering various aspects such as topography, geography, and demographics. Volume two consisted of individual annexes from the 42 governmental agencies involved, ranging from brief summaries for agencies with minimal flood risk to more detailed annexes for those with higher risk levels. Councilmember McGregor shared a personal anecdote highlighting the historical significance of flooding in Gahanna, recalling an event from 1959 when the water levels were so high that streets were flooded and some residents needed to be rescued. She emphasized the importance of having plans in place to address such situations, especially given recent flooding events in the area. Chief Spence added to Councilmember McGregor's remarks, mentioning that the fire department had conducted two water rescues in the past couple of weeks due to high water levels. He emphasized the timeliness of the presentation and reiterated the importance of the resolution in supporting disaster recovery efforts. Recommendation: Introduction/Adoption on Consent Agenda on 5/6/2024. G. DISCUSSIONS: 1. Public Arts Policy Discussion 2024-0058 Arts Policy & Public Arts Advisory Committee (PAAC) Vice President Weaver acknowledged Mayor Jadwin for distributing an updated draft of the public arts policy, highlighting that the main change was the definition of temporary art, which now encompassed public art displayed for six months or less. Mayor Jadwin confirmed Vice President Weaver's observation and provided context for the changes, noting that the previous draft had specified one year for temporary art but was modified to six months to better reflect the concept of temporary installations. She mentioned that the document had been previously discussed during a meeting on March 25th and subsequently sent to Council on March 29th. Mayor Jadwin explained that minor adjustments were made following discussions with the director of planning to ensure compliance with the zoning code. She mentioned that the updated draft had been reviewed and approved by the City Attorney. Mayor Jadwin invited Director Vollmer to provide further insight into the changes or address any questions from the Council regarding the revisions. Vice President Weaver suggested walking through the changes in the document before addressing any questions. Miranda Vollmer, Senior Director City of Gahanna Page 8 Committee of the Whole Meeting Minutes April 22, 2024 of Administrative Services, proceeded to outline the modifications as follows: Definitions -- At the conclusion of the previous meeting, the City Attorney provided language to add to the definition of public art to ensure compliance with the upcoming zoning code effective May 1st. Temporary art -- The definition of temporary art was revised to reduce the duration from one year to six months. Policy section 1 (b) on page two -- A new provision was added specifying that the Public Arts Advisory Committee (PAAC) would perform certain functions as necessary, including creating and utilizing a singular criterion-based double-blind evaluation process. Zoning code compliance -- An additional clause was inserted to ensure that the City's program administrators would oversee compliance with applicable zoning code and procedures, alongside Planning Commission procedures. Director Vollmer confirmed that the remainder of the document remained unchanged from the previous draft submitted. President Bowers sought clarification on how a public art mural would be designated under the updated policy. Mayor Jadwin explained that if a mural, though on private property, is public-facing and sought to be designated as public art, it would need to go through the City's process outlined in the policy. Director Vollmer clarified that this designation would align with zoning code provisions, ensuring compliance. President Bowers confirmed whether this encompassed all publicly facing visual art, to which Director Vollmer clarified that it applies specifically to murals designated as public art by the City, subject to the outlined process. If a business chooses not to seek this designation, they would still need to follow zoning code and Planning Commission requirements. President Bowers asked what the mechanism for designation would be, such as administrative action or a resolution. Mayor Jadwin clarified that the mechanism for designating a public art mural would follow the process outlined in the policy. This involves the formation of the Public Arts Advisory Committee (PAAC), which would review the artwork and make a recommendation to the program administrator for the final determination. City Attorney Tamilarasan added that while the zoning code defines public art murals, it does not specify the mechanism for designation. On the administrative side, the PAAC would designate it as a public art mural. President Bowers inquired whether the policy being presented was City Attorney Tamilarasan's recommended best practice and if it met effective criteria that she deemed appropriate for the city to adopt. City Attorney Tamilarasan indicated that the presented policy is one option for the city to pursue in terms of protecting itself against potential litigation regarding free speech in public art. She considers it to be the most cautious approach, designating all art as government speech, which would offer the city the highest level of protection and flexibility in selecting art. Councilmember Jones inquired about the applicability of the PAAC process to temporary art, noting the change to a six-month duration for temporary art. Director Vollmer confirmed that the PAAC process does not apply to temporary art. City of Gahanna Page 9 Committee of the Whole Meeting Minutes April 22, 2024 Councilmember Jones sought clarification on why the PAAC process does not apply to temporary art. Mayor Jadwin explained that various programs, such as the Story Trail and the painting of snow plows during Christmas, could technically qualify as public art. She emphasized the need for flexibility to handle temporary installations swiftly within parks. Hence, the decision was made to create a mechanism allowing flexibility and nimbleness to facilitate such temporary installations in the community. Councilmember Jones raised a question regarding the rationale behind establishing a new advisory committee instead of utilizing an existing body such as the Arts Council. Mayor Jadwin provided insight into the decision-making process. She mentioned that in the fall, outside legal counsel advised on this matter, emphasizing the importance of having a body appointed by the city with accountability to the city. This approach ensures alignment with best practices and mitigates potential issues, especially concerning public-owned property and the designation of public art as government speech. The recommendation was to establish a separate entity with appointees by the city to ensure accountability. Vice President Weaver raised a point of clarification regarding the comments made by outside counsel. He mentioned that the counsel altered their comments during the Mayor's Arts Advisory Panel meeting, indicating that they would not necessarily make the same recommendation. Mayor Jadwin responded, stating that based on multiple conversations and evaluations during the formulation of the policy, the recommendation she shared was the one conveyed to her. Councilmember Jones asked how the policy would prevent personal biases from influencing decisions about public art. She expressed a concern about ensuring that the City's preferences are prioritized over personal opinions. Mayor Jadwin deferred the question to Director Vollmer, the program administrator. Director Vollmer explained that the role of the program administrator is to ensure that City policies and procedures are followed. She emphasized that the selection process for public art would be governed by established criteria set by the Public Arts Advisory Committee. As long as the committee adheres to these procedures, the artwork chosen would be installed, regardless of personal preferences. Mayor Jadwin inquired about the "singular criterion-based double blind evaluation process" mentioned in the policy. Director Vollmer explained that this process originated from the Bright Blocks MOU with the Gahanna Area Arts Council. It involves removing identifiers from artist submissions to ensure anonymity during the evaluation, similar to the City's procurement policy. Councilmember Jones sought clarification on the final decision-making authority. Director Vollmer confirmed that the program administrator, as outlined in section C of the policy, would have the final say on City of Gahanna Page 10 Committee of the Whole Meeting Minutes April 22, 2024 recommendations made by the committee. Councilmember McGregor highlighted the importance of having the responsibility for the policy vested in elected officials rather than an external entity. She expressed concerns about delegating such responsibility to a non-elected body, citing examples like the US Post Office, which operates as a quasi-governmental function without direct oversight from elected officials. City Attorney Tamilarasan affirmed Councilmember McGregor's point, emphasizing that the policy aims to establish government speech, where the City has the authority to select and reject art based on its content. She clarified that while the policy strives for a content-neutral selection process, it also reserves the City's right to screen and make final decisions on art, ensuring it aligns with government speech principles. Councilmember Schnetzer asked how the City's public art policy would function in practice. He inquired whether the City would proactively solicit art by defining sites and parameters or if the policy would allow external parties to propose art installations. Expressing a preference for the former approach, he emphasized the importance of City-defined locations for public art. Director Vollmer explained that the policy allows for both approaches. The City could set aside funds to solicit art for specific projects at designated locations, with proposals then reviewed and scored by the Public Arts Advisory Committee. Subsequently, the program administrator would make the final determination, and the relevant department, such as Parks and Recreation, would oversee installation and maintenance, particularly for art in parks. Councilmember Schnetzer presented a hypothetical scenario, suggesting painting a mural on the side of City Hall. He questioned whether such a proposal would require the committee's review or could be immediately rejected. Director Vollmer clarified that the committee could stop such proposals, as outlined in Section B of the policy. She explained that the committee's role includes reviewing submissions for approval and providing input on selecting sites for public art. She envisioned the committee actively soliciting art for specific locations, ensuring that proposals outside of predetermined sites, such as City Hall, would not be considered. Councilmember Schnetzer summarized that the process would involve a menu of predefined sites and concepts. Proposals aligning with these predetermined options would proceed through the process, while those outside of this framework would be turned away. Director Vollmer concurred, unless exceptional circumstances warranted consideration. Councilmember Padova raised a question regarding the duration of temporary art, particularly citing the Storybook Trail as an example, which she believed remained for a year. City of Gahanna Page 11 Committee of the Whole Meeting Minutes April 22, 2024 Mayor Jadwin explained that while the Storybook Trail typically features art for a year, during the winter months, when trail usage decreases, adjustments might occur. Additionally, plans to expand the program and rotate artwork were discussed, indicating potential changes to the duration of temporary art installations. Councilmember Padova inquired about the duration of the Bright Blocks art installations, mentioning conflicting information she had heard about them lasting for a year or two years, but not six months. Director Vollmer responded that they were currently working with the Arts Council to plan the 2024 program, which would involve discussions about the locations and duration of the Bright Blocks installations throughout the park system. However, for the 2025 installations, they anticipated going through the PAAC process, suggesting that any installations lasting more than six months would require approval through that process. Mayor Jadwin confirmed that for the 2025 Bright Blocks installations, they would indeed go through the PAAC process. Director Vollmer added that they expected these installations to remain up for at least a year. Councilmember Padova sought clarification on whether the Bright Blocks installations for next year's Creekside event would need to go through the new PAAC process. Director Vollmer confirmed that they would need to go through the PAAC process for next year's Creekside event. Because the project was currently in progress for 2024, they were in the process of establishing an MOU with the Arts Council that included some of the criteria outlined in the new policy. Councilmember Padova then inquired about the current number of Bright Blocks installations. Director Vollmer responded that there were around 40 Bright Blocks, some of which were damaged and in need of repair. Plans were in place to fix them, weatherize them, and install them in the parks. Councilmember Padova asked if all 40 installations would go into the parks this summer. Director Vollmer confirmed that they were working towards that goal. President Bowers inquired about the two paths for art to become government speech in Gahanna, asking if both the administrative path through the PAAC and the Council path through resolution were still viable. City Attorney Tamilarasan confirmed that both paths were still viable. President Bowers further asked if installing art in Council Chambers would be a Council prerogative, potentially bypassing the PAAC process. City of Gahanna Page 12 Committee of the Whole Meeting Minutes April 22, 2024 City Attorney Tamilarasan affirmed that installing art in Council chambers could indeed be a Council prerogative. Additionally, if Council or the City solicited and purchased art, it would already be considered government speech. Director Vollmer emphasized the importance of maintaining consistency and equity in the process of placing art on public property for liability purposes. She recommended that even if Council were to commission art, it should still go through the established process outlined in the policy. President Bowers thanked Director Vollmer for her recommendation. Councilmember Padova sought clarification on whether the Public Arts Advisory Committee would proactively identify areas for public art or if they would only do so upon administration's request. Director Vollmer explained that the PAAC's role would indeed involve proactively identifying sites for public art in collaboration with the administration. She emphasized that agendas would be created after the PAAC was established, and their meeting frequency would depend on the need to discuss potential art installations and establish procedures. Councilmember Padova further inquired about the PAAC's meeting schedule, to which Director Vollmer explained that the frequency would be determined by the PAAC's procedures and the availability of art projects. She noted that there would likely be many initial meetings to establish procedures for the committee. President Bowers raised a point regarding the establishment of procedures for the Public Arts Advisory Committee, specifically in regard to the lack of public notice due to its internal administrative reporting structure. Director Vollmer confirmed this, indicating that the PAAC would not be subject to public notice requirements. However, President Bowers emphasized the importance of having minutes or note-taking during PAAC meetings, despite the absence of public notice. Mayor Jadwin expressed appreciation for the suggestion. Councilmember Renner inquired about the function of the five-member PAAC, noting that Director Vollmer would essentially chair the committee. Director Vollmer clarified that she would serve as the staff to the committee, similar to Director Blackford's role with the Planning Commission. Councilmember Renner sought clarification on whether a 3-2 vote by the PAAC would determine a designated art, to which Director Vollmer explained that the final decision would depend on whether the recommendation aligns with the City's policies and procedures, as established by the PAAC. She likened the process to a request for proposals (RFP), where the selection is based on scores and criteria rather than a simple majority vote. Vice President Weaver expressed his satisfaction with the collaboration between the administration and the Arts Council, acknowledging the groundwork laid by the Arts Council in collaboration with the city attorney and parks department for projects such as the Bright Block initiatives. He City of Gahanna Page 13 Committee of the Whole Meeting Minutes April 22, 2024 referenced a previous Memorandum of Understanding (MOU) that facilitated this collaboration. Vice President Weaver then directed his attention to Section 2 (b) of the policy, seeking clarification on the role of Public Art Advisory Committee members in interactions with applicants. Director Vollmer responded, indicating that while there could be instances where applicants interact with the PAAC, the general guidance suggests that PAAC members should refrain from answering questions directly. In further discussion, Director Vollmer elaborated on scenarios where finalists for projects could be invited for interviews by the PAAC. Vice President Weaver expressed his gratitude for the clarification and emphasized the need for flexibility in policy implementation, acknowledging that policies are dynamic documents subject to revisions based on evolving circumstances. He conveyed appreciation for the efforts of both the administration and the Mayor's Arts Advisory Panel, recognizing the substantial work invested in the policy development process. He thanked Director Vollmer for addressing questions and providing insights, expressing gratitude for the opportunity to voice concerns during the meeting. Mayor Jadwin provided further clarity on the issue raised regarding PAAC members refraining from answering questions. She highlighted a scenario where individual artists might seek advice from PAAC members regarding artwork submissions, potentially compromising the integrity of the selection process when those artworks are later reviewed by the PAAC. This, Mayor Jadwin emphasized, would constitute an inappropriate conversation. Vice President Weaver concurred, indicating that this aligned with his understanding of the intent behind that section of the policy. Mayor Jadwin reiterated that the primary aim of this provision was to safeguard the integrity and propriety of the selection process, ensuring that interactions between individual artists and PAAC members did not compromise the fairness of the process. Vice President Weaver sought to understand whether appointments to the PAAC would wait until January 2nd or if the goal was to initiate the process sooner, perhaps in the interim period. Mayor Jadwin responded, stating the intention to expedite the process and have the policy adopted and in effect by May 1st, with efforts focused on establishing the committee promptly. She explained that the January 2nd date mentioned was consistent with the timeframes for other board appointments but emphasized the priority of launching the initiative swiftly. In response, Vice President Weaver thanked the Mayor and turned to Director Vollmer, referencing her earlier description of the policy as a "living, breathing document." He drew parallels with the state's Joint Committee on Agency Rule Review (JCARR) process and inquired about the City's process for reviewing policies, expressing his unfamiliarity with it. Director Vollmer clarified that the current policy outlines a review frequency of "as needed," detailed on page three. She explained that the review cycles vary depending on the nature of the policies, with some undergoing review every two to five years. She expressed openness to suggestions for enhancing the review City of Gahanna Page 14 Committee of the Whole Meeting Minutes April 22, 2024 process and noted that HR and IT policies typically undergo review every two to five years. Vice President Weaver revisited a previous discussion point regarding the inclusion of a line aimed at ensuring compliance with applicable zoning codes and procedures in the policy. He sought clarification on how the process would unfold concerning zoning code compliance in conjunction with the Public Art Advisory Committee for potential public art projects. He illustrated a hypothetical scenario where a private business owner, Joe, desires a mural on the side of his building. He outlined the initial steps, indicating that Joe would likely begin by approaching Director Blackford's office to ensure compliance with zoning codes. Director Vollmer confirmed this initial step and elaborated that the process would commence in the Department of Planning. She explained that if Joe wishes to designate the artwork as public art, it would need to undergo approval by the PAAC as per the policy. Once approved, the artwork would still need to comply with zoning codes, which would involve coordination between departments to facilitate the process. Director Vollmer emphasized that even if the artwork is designated as public art, it would still be subject to zoning code regulations and Planning Commission approval. She clarified that failure to comply with zoning regulations could result in the artwork being considered a sign rather than public art, highlighting the importance of following the appropriate procedures. Vice President Weaver acknowledged the specific focus of the policy on the content moderation aspect of arts policies. However, he noted that the Mayor's Arts Advisory Panel had made additional recommendations that they believed fell within the mayor's purview. While recognizing the importance of the current focus, Vice President Weaver expressed the belief that these additional components warranted discussion and consideration in the future. He viewed the current policy as a foundational step but indicated his interest in addressing the broader scope of recommendations at a later date. With that, he concluded his questions for the time being. Councilmember Jones asked about the process involved when the City commissions an artist to create art, particularly in terms of oversight during the development stages of the artwork. Director Vollmer responded, explaining that during the selection process by the PAAC, artists typically provide a rough sketch or sample of their proposed artwork. This allows for an initial review of the concept to ensure compliance with the established guidelines. She likened this process to the Bright Blocks initiative, where the Arts Council reviews the artist's proposed designs and compares them to the final executed artwork to ensure consistency. President Bowers expressed some uncertainty about the Bright Blocks process, prompting Director Vollmer to encourage further discussion with Mr. Peck for clarification. She reiterated that the process involves reviewing the artist's initial proposal and monitoring the artwork's development to ensure alignment with the approved concept. Councilmember Jones inquired about whether the process of overseeing City of Gahanna Page 15 Committee of the Whole Meeting Minutes April 22, 2024 artwork development should be explicitly included in the policy. She suggested that while Director Vollmer had mentioned it previously, it might be beneficial to formalize it within the policy document. Director Vollmer responded by affirming that the criterion-based, double-blind evaluation process outlined in the policy encompasses these aspects. She explained that when the City solicits artwork, all the necessary details are provided in the solicitation. Drawing an analogy, she mentioned a project in Hilliard where traffic signal boxes were themed with sunflowers, highlighting that the city's website provided clear instructions for artists interested in submitting proposals. Vice President Weaver expressed his gratitude to Director Vollmer, Mayor Jadwin, and the City Attorney for their efforts and thorough review of the policy. Reflecting on the timeline of discussions regarding murals under the bridge, he noted that the process had been ongoing since May 1st of the previous year. Mayor Jadwin responded, acknowledging that the development of the policy had taken longer than anticipated but emphasizing the importance of ensuring it was informed by community input. She highlighted the collaborative efforts between the City Attorney, outside counsel, Council, and the community in crafting the policy. In his final comment, Vice President Weaver acknowledged that while the policy might not align perfectly with his ideal vision, he recognized the importance of prioritizing legal defensibility and caution. H. ITEMS FROM THE COUNCIL OFFICE: 2024-0082 Ohio Division of Liquor Control Notice to Legislative Authority Permit STCK 4179876; JMJ FM LLC DBA LA NAVONA & PATIOS; 154 N HAMILTON RD, GAHANNA, OH; APPLICATION FOR CHANGE OF LLC MEMBERSHIP INTERESTS Clerk VanMeter informed the Council of a notice from the Ohio Division of Liquor Control regarding JMJ FM LLC, operating as La Navona & Patios. He explained that the application involved a change of LLC membership interest. Clerk VanMeter further mentioned that he had forwarded the notice to the administration and the Division of Police for review, noting that there were no objections raised. There were no objections raised by Council. The Clerk signed the notice regarding no request for a hearing on the matter and returned it to the Division of Liquor Control. RES-0018-2024 A RESOLUTION CELEBRATING MOTHER'S DAY MAY 12, 2024 AND RECOGNIZING THE INDISPENSABLE ROLE OF MOTHERFUL IN SHAPING OUR COMMUNITY Councilmember Padova expressed gratitude to the Clerk for assisting her in preparing a resolution honoring Mother's Day. Highlighting the significance of the holiday in everyone's lives, she announced that she had invited Motherful, City of Gahanna Page 16 Committee of the Whole Meeting Minutes April 22, 2024 a local nonprofit supporting single mothers, to attend the presentation of the resolution. Councilmember Padova emphasized the importance of recognizing such an organization on Mother's Day and invited any questions from her colleagues. Councilmember McGregor voiced support for a resolution honoring Mother's Day but objected to the inclusion of Motherful in the resolution. She cited concerns regarding the organization's views, particularly on the Palestinian-Israeli conflict and their display of artwork that she believed was anti-police. Councilmember McGregor argued that including Motherful in the resolution would inject politics into what should be a non-political celebration of Mother's Day, expressing strong objection to its inclusion. Councilmember Renner expressed his unfamiliarity with Motherful prior to the discussion. Councilmember Jones acknowledged the importance of Motherful's advocacy and support for single mothers, noting that it addresses a demographic often overlooked. She spoke from personal experience as the child of a single mother and emphasized the significance of organizations like Motherful, particularly in regions where such support networks may be lacking. Councilmember McGregor reiterated her concerns about the additional content on Motherful's website, stating that while supporting single motherhood is commendable, other content on their website gave her pause. Councilmember Padova responded, expressing that she had not observed the content referenced by Councilmember McGregor on Motherful's website. Councilmember Renner inquired about the local involvement of Motherful, asking Councilmember Padova if it was a local organization. Councilmember Padova confirmed that Motherful is indeed a local organization located on Agler Road at the youth center. She expressed her uncertainty about how to proceed with the resolution. Councilmember Renner suggested that Councilmember Jones might be suggesting that Motherful addresses aspects of motherhood that are often overlooked. President Bowers offered to collaborate on revisions to address concerns. Vice President Weaver suggested scheduling the resolution for the regular agenda on May 6th, contingent upon revisions being made. President Bowers agreed to work on potential revisions. Councilmember McGregor clarified that her concerns did not stem from a lack of support for motherhood, citing her own experience as a mother and grandmother. She expressed apprehension about certain content on Motherful's website. City of Gahanna Page 17 Committee of the Whole Meeting Minutes April 22, 2024 Vice President Weaver suggested the possibility of rescheduling the resolution for the 20th if revisions were needed. President Bowers acknowledged the concerns raised and thanked Councilmember Padova for highlighting the local work of Motherful in supporting single mothers. She noted the distinction between Motherful's mission and the self-expression section on their website, which is not directly endorsed by Motherful itself. Councilmember Jones emphasized the importance of ensuring that Motherful is included in the conversation and has the option to participate without feeling pressured to change their beliefs. Vice President Weaver confirmed that the resolution would be on the regular agenda for the 6th, expressing gratitude to Councilmember Padova for her work and to President Bowers for her willingness to collaborate on revisions. Recommendation: Introduction/Adoption on Regular Agenda on 5/6/2024 with anticipated revisions. I. ADJOURNMENT: With no further business before the Committee of the Whole, the Chair adjourned the meeting at 8:23 p.m. Jeremy A. VanMeter Clerk of Council APPROVED by the Committee of the Whole, this day of 2024. Trenton I. Weaver Chair City of Gahanna Page 18