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, May 12, 2025 7:00 PM City Hall, Council Chambers A. CALL TO ORDER: Gahanna City Council met for Committee of the Whole on Monday, May 12, 2025, in Council Chambers. Vice President of Council Trenton I. Weaver, Chair, called the meeting to order at 7:00 p.m. The agenda was published on May 9, 2025. All members were present for the meeting. There were no additions or corrections to the agenda. B. ITEMS FROM THE DEPARTMENT OF ENGINEERING: ORD-0022-2025 AN ORDINANCE AUTHORIZING THE MAYOR TO ENTER INTO A CONTRACT WITH AECOM FOR PROFESSIONAL DESIGN SERVICES FOR THE WEST GAHANNA SANITARY RELIEF SEWER PROJECT; AUTHORIZING SUPPLEMENTAL APPROPRIATIONS - CAPITAL IMPROVEMENT FUND; AND DECLARING AN EMERGENCY Director of Engineering Tom Komlanc presented three items for consideration. The first item was a request to authorize the Mayor to enter into a contract for the West Gahanna Relief Sewer Project. Komlanc explained that this project extends beyond a traditional relief sewer, encompassing stormwater drainage, evaluation of the tributary area for the entire west side of the city, and green infrastructure opportunities along the proposed sewer route. It also includes transportation and mobility improvements, particularly along West Johnstown Road and adjacent residential areas. Komlanc reported that AECOM was selected as the project consultant through a competitive Request for Qualifications (RFQ) process in accordance with the Ohio Revised Code. The city received four statements of qualifications, narrowed the field to two firms, and conducted interviews before selecting AECOM as the preferred consultant. Fee negotiations with AECOM are currently underway. The impetus for this project was the significant storm events in March and May 2020 that caused water infiltration into the sanitary sewer system, resulting in basement flooding. In response, the city conducted community surveys, smoke and dye testing, flow monitoring, and hydraulic modeling to identify potential system improvements. City of Gahanna Page 1 Committee of the Whole Meeting Minutes May 12, 2025 Komlanc concluded by inviting questions from the Council regarding the project proposal. Councilmember Schnetzer asked Director Komlanc to clarify the scope of stormwater evaluation mentioned in the project overview. Specifically, he inquired about the meaning of evaluating stormwater runoff for the "entire west side" of the city. Komlanc responded that the evaluation area extends from Interstate 270 east to the Big Walnut Creek, encompassing all of Gahanna within the I-270 boundary. The assessment will focus on the tributary areas within this zone, identifying deficiencies in the stormwater system along the proposed relief sewer route. The findings will also guide future street rebuilds and other infrastructure improvements. Councilmember Renner thanked Komlanc for incorporating green infrastructure elements into the project’s hydraulic study. He requested an estimated timeline for the study and potential results. Komlanc explained that if the contract is executed and the notice to proceed is issued promptly, preliminary findings could be available by late fall or the first quarter of next year. He highlighted that AECOM was selected, in part, due to their proactive approach during the proposal phase, including evaluating an alternative path along Coronation Drive as opposed to the initially considered route through Regents, Imperial, and Agler Roads. Renner then asked for examples of green infrastructure elements that might be included in the project. Komlanc noted that these could include Columbus Blueprint-style stormwater controls, Portland’s Green Streets concepts, recycled asphalt, carbon-reduced concrete, and other sustainable materials. He also indicated that potential sanitary and water system improvements would be considered as part of the project. Councilmember McGregor asked whether the project would include sidewalks along West Johnstown Road. Komlanc confirmed that both multi-use trails and sidewalks are included in the project scope. McGregor then inquired whether the study would assess storm drain structures in backyards that may have settled below grade, potentially contributing to drainage issues. Komlanc responded that the stormwater modeling would capture the entire drainage area, including any structures located in rear yard easements. Vice President Weaver requested an explanation for the emergency designation associated with the legislation. Komlanc explained that the emergency status was driven by the need to coordinate with Columbia Gas, which has a major project planned for the same area. To avoid conflicts and ensure proper alignment, the city needs to advance the sewer design quickly, as the sewer line will be deeper than the gas line in some sections, requiring careful coordination to determine the appropriate side of the street for each utility. Weaver expressed appreciation for the clarification, noting that it was helpful to have the reasoning on record. Recommendation: Introduction/First Reading on Regular Agenda on 5/19/2025; Second Reading/Emergency Adoption on Consent Agenda on 6/2/2025. ORD-0023-2025 AN ORDINANCE AUTHORIZING THE MAYOR TO ENTER INTO A City of Gahanna Page 2 Committee of the Whole Meeting Minutes May 12, 2025 CONTRACT WITH T&M ASSOCIATES FOR MAJOR UTILITY OWNER REPRESENTATION AND CONSTRUCTION ADMINISTRATION AND INSPECTION SERVICES; AND DECLARING AN EMERGENCY Director Komlanc presented the second item for Council consideration, a request to authorize the Mayor to enter into a contract with T&M Associates for construction permitting support related to the Columbia Gas high-pressure line project. Komlanc explained that the scale and complexity of this project require additional staff augmentation, as his office currently has only one right-of-way administrator responsible for coordinating utility relocations and related logistics. Engaging T&M Associates will ensure that routine permits continue to be processed efficiently while the high-pressure line project proceeds. Komlanc noted that T&M Associates was selected through a competitive Request for Qualifications (RFQ) process. Senior Director Schultz is working to develop a participation agreement with Columbia Gas, which is expected to cover approximately 65% of the project’s permitting costs. Komlanc indicated that this agreement is still being finalized and will be brought before the Council for consideration at a future date. Recommendation: Introduction/First Reading on Regular Agenda on 5/19/2025; Second Reading/Emergency Adoption on Consent Agenda on 6/2/2025. ORD-0024-2025 AN ORDINANCE AUTHORIZING THE MAYOR TO ENTER INTO A CONTRACT WITH PROFESSIONAL PAVEMENT SERVICES FOR THE 2025 SIDEWALK MAINTENANCE LOOKBACK PROGRAM (ST-1115) Director Komlanc presented the final item for Council consideration, the 2025 Sidewalk Lookback Program. He reported that the project was recently bid and Professional Pavement Services was identified as the lowest and best responsive bidder. Komlanc recommended awarding the contract to Professional Pavement Services to advance the city’s ADA Transition Plan and sidewalk maintenance efforts. Councilmember Padova asked whether the lookback program follows the same procedures as the regular sidewalk program, allowing property owners to opt in or out and covering 50% of the costs for those who participate. Komlanc confirmed that both the opt-in process and the 50% cost-sharing arrangement apply to the lookback program as well. Padova then inquired about the geographic organization of the project, asking why the sidewalks included in the lookback program appeared to be concentrated in specific areas. Komlanc explained that the city aims to group these projects geographically to reduce contractor travel and improve efficiency. The current lookback program primarily targets areas addressed in the 2021, 2022, and 2023 street rebuild and maintenance projects. Councilmember Jones asked whether the same vendor would be handling both the lookback program and the core sidewalk program. Komlanc clarified that the 2025 Sidewalk Program was awarded to Decker Construction as part of the city’s ongoing street maintenance efforts. He noted that the city plans to bid its street rebuild and waterline projects for Laura, Heil Drive, and Rocky Fork Drive North later this year, with those projects also including sidewalk City of Gahanna Page 3 Committee of the Whole Meeting Minutes May 12, 2025 improvements to ensure ADA compliance. After initial installation or repair, ongoing sidewalk maintenance in these areas will be the responsibility of the adjacent property owners. Recommendation: Introduction/First Reading on Regular Agenda on 5/19/2025; Second Reading/Adoption on Consent Agenda on 6/2/2025. C. ITEMS FROM THE SENIOR DIRECTOR OF OPERATIONS: 1. Gahanna Civic Center Update - 825 Tech Center Drive Update 2025-0104 Gahanna Civic Center (825 Tech Center Drive) Construction Update 5.12.2025 Senior Director of Operations Kevin Schultz provided the monthly construction update for 825 Tech Center Drive. Schultz noted that significant progress has been made on the site, which is now 100% dried in, allowing for interior work to proceed rapidly. He invited Councilmembers to arrange tours if they have not yet had the opportunity to visit the site, emphasizing that the building’s first floor is fully poured and walkable, providing a clear sense of how the public will eventually interact with the space. Exterior and Site Work Schultz reported that the exterior metal framing where the roof meets the new building section is complete, and underground utilities are fully installed. Concrete curbs are expected to be installed by the end of May, with the first course of pavement for the parking lot anticipated by early September. These milestones will allow for a clearer understanding of site flow and parking lot design as the project progresses. Interior Progress Schultz noted that the third floor is significantly more developed than the lower levels, with primer and first coat paint applied, ceiling grids installed, and lighting expected to be operational within two weeks. In contrast, the lobby and Sally port areas were only recently poured in late April, with ongoing rough-ins for framing, HVAC, and other utilities still in progress on the first floor. Project Milestones and Budget The project recently reached its one-year construction anniversary, having broken ground in May 2024. Schultz reported that the project is approximately 68% complete and remains on schedule despite only one additional weather delay in April. He expressed confidence that weather-related impacts will decrease as the site becomes more fully formed. Schultz also shared updates on project budgets, noting that approximately 52% of the total $59 million project cost has been invoiced, amounting to just under $31 million. He mentioned a minor correction needed on the budget slide, clarifying that 38% of the total $4.7 million allocated for allowances and contingencies has been City of Gahanna Page 4 Committee of the Whole Meeting Minutes May 12, 2025 utilized. Sustainability and Energy Efficiency Schultz highlighted the upcoming closeout of an EECBG (Energy Efficiency and Conservation Block Grant) for lighting upgrades, valued at $78,000. This grant will cover lighting improvements throughout the facility, contributing to the city’s sustainability goals. Next Steps Looking ahead, Schultz noted that the next visible milestones will include the installation of stonework on both the Police Department and Senior Center sides of the building, further defining the building’s exterior appearance. Schultz concluded his update by inviting questions from the Council regarding the ongoing construction work. Questions President Bowers sought clarification from Senior Director Schultz regarding the overall project timeline for 825 Tech Center Drive. She asked whether the project remained on track in terms of both time and budget based on the most recent updates. Schultz responded that the project remains generally on schedule, though the substantial completion date has shifted slightly from the original target of November 4, 2025. Despite this adjustment, the overall move-in schedule for the building is still expected to occur in January or February 2026. Schultz explained that the building will be turned over to the city in phases, starting with the third floor and progressing downward, allowing for activities like furniture installation to begin on completed floors while remaining construction continues on the lower levels. When Bowers asked whether the project was still tracking toward the previously discussed Christmas Day turnkey date, Schultz clarified that the current schedule places the project within a few weeks of that target, with full move-in expected in early 2026. ORD-0025-2025 AN ORDINANCE AUTHORIZING THE MAYOR TO ENTER INTO AN AGREEMENT WITH KING BUSINESS INTERIORS, LLC FOR FURNITURE PROCUREMENT AND INSTALLATION SERVICES FOR THE RENOVATION AND EXPANSION OF 825 TECH CENTER DRIVE; WAIVING SECOND READING AND DECLARING AN EMERGENCY Senior Director Schultz presented a request to authorize the Mayor to enter into a contract for the furniture, fixtures, and equipment (FF&E) package for the new 825 Tech Center Drive facility. Schultz noted that this represents one of the final large procurement items for the project. Schultz provided an overview of the FF&E budget, which originally included $1.6 million as part of the initial project budget. Two additional funding sources have been added: · $500,000 from EQ-25-04, a health and wellness equipment and furnishings allocation funded through an insurance dividend, City of Gahanna Page 5 Committee of the Whole Meeting Minutes May 12, 2025 specifically for ergonomic office furniture such as standing desks. · $160,000 from EQ-25-02, allocated for 911 dispatcher workstations. These additions bring the total FF&E budget to approximately $2.3 million. RFP Process and Vendor Selection Schultz explained that the city issued a Request for Proposals (RFP) for the office furniture component, which includes: · Office workstations (cubicles, desks) · Conference room and meeting space furniture · City Council Chambers furniture · Senior Center furnishings · Break room and soft seating for public and staff use The RFP received three written responses, with a fourth vendor opting not to submit a bid. After evaluating the proposals, the city selected King Business Interiors as the preferred vendor. King is a woman-owned, family-operated business headquartered in Columbus, Ohio, with extensive municipal experience, including projects for the City of Columbus, Columbus Housing Authority, and Upper Arlington Community Center. Contract Details The proposed contract with King Business Interiors includes: · Base Contract: $1,603,944 · Contingency: $126,055 for potential adjustments and additional decor items This brings the total contract value to $1,729,999, aligning closely with the initial budget estimate. Additional FF&E Considerations Schultz also noted that the overall $2.3 million budget will cover additional costs not included in the furniture contract, including: · Moving and logistics for transitioning from the current facility · Storage racks and other small items, which the city will purchase separately for cost efficiency · Equipment such as refrigerators, ice dispensers, water dispensers, and microwaves, which are not included in the furniture bid Schultz concluded by inviting questions from the Council regarding the FF&E contract and related procurement plans. Questions Councilmember Padova sought clarification on the scope of new furnishings included in the FF&E contract for the new 825 Tech Center Drive facility. She asked whether the contract primarily included all new furniture for the building. Schultz responded that while the contract covers a significant amount of new furniture, many existing items will be repurposed. For example, the 90 chairs currently used in Council Chambers, along with approximately 150 similar chairs from the Police Department and other city offices, will be reused in the City of Gahanna Page 6 Committee of the Whole Meeting Minutes May 12, 2025 new facility. However, additional seating will be required to meet the needs of the larger building. Schultz further explained that office desks and other reusable items from the current facility will also be transferred, although cubicles will not be moved. The moving and logistics contract will include proper disposal of any items not relocated, with remaining furniture offered to nonprofits or auctioned, with proceeds returning to the city. Padova also asked whether King Business Interiors would handle the moving and inventorying of these items. Schultz clarified that a separate moving and logistics company will manage this aspect of the project. Padova then inquired about decor and other finishing touches for the new facility. Schultz noted that some of the contract contingency funds will be allocated for decor and other items not included in the initial furniture package. Padova suggested that the city consider incorporating local art into the facility, referencing a positive example from a recent visit to ADB Safegate, where local artists contributed to the company’s interior design. Councilmember Jones asked for an explanation of the waiver and emergency request associated with the contract. Schultz responded that the waiver and emergency request is primarily driven by tariffs on imported items, which have significantly increased costs. He provided an example, noting that a recent purchase of five chairs included $300 in tariffs alone. Vice President Weaver acknowledged that waiver requests typically raise concerns for him but expressed appreciation for Schultz’s explanation, noting that some factors, like tariffs, are beyond the city’s direct control. Recommendation: Introduction/First Reading with Waiver of Second Reading and Emergency Adoption on Regular Agenda on 5/19/2025. 2. Discussion on Electric Supplier for City Electric Accounts 2025-0105 City Electric Accounts Presentation 5.12.2025 Senior Deputy Director Corey Wybensinger provided an overview of the city’s 67 municipal electric accounts as part of ongoing efforts to meet the city’s greenhouse gas reduction goals established through its participation in Power a Clean Future Ohio (PCFO). Wybensinger reminded the Council that the city set a goal in March 2024 to reduce greenhouse gas emissions by 2030 and has been working with PCFO to identify strategies to reach this target. The city currently consumes approximately 4.2 million kilowatt-hours (kWh) annually, supporting facilities, street lights, EV charging stations, pump stations, and other infrastructure. The existing electric supply contract, which locks in a rate of 4.1 cents per kWh, expires on November 29, 2025. Wybensinger noted that this rate, established in 2020, is unlikely to be matched in the current market. Upcoming Energy Contract Options Wybensinger presented potential pricing for the next electric contract, which is expected to cover the period from November 2025 to November 2026: City of Gahanna Page 7 Committee of the Whole Meeting Minutes May 12, 2025 · Traditional (Brown) Energy: Approximately 7 cents per kWh · 100% Renewable Energy: Approximately 7.3 cents per kWh Given the city’s current usage, this represents a potential $125,000 increase for traditional energy and an additional $11,000 (or $1,000 per month) for 100% renewable energy. Wybensinger emphasized the importance of aligning this decision with the city’s greenhouse gas reduction goals, while also acknowledging the financial impact. Questions Vice President Weaver asked about the timeline for locking in a new contract. Wybensinger explained that the city has a roughly five-month window to make this decision, ideally securing a contract at least 30 days before the current agreement expires to ensure a seamless transition. He noted that the city aims to monitor the market for favorable pricing opportunities in the coming months. Councilmember Renner expressed support for moving to 100% renewable energy, noting that the potential $11,000 premium represents a relatively small investment in achieving significant carbon reductions. However, he also asked Wybensinger to consider alternative uses for these funds if the city opted to maintain a traditional energy supply, potentially investing in other emissions reduction projects. Wybensinger responded that while this is a valid consideration, the additional $11,000 would be distributed across multiple funds, including enterprise funds, rather than directly returning to the General Fund. He emphasized that the city is pursuing a range of sustainability initiatives, including energy-efficient building upgrades and greenhouse gas tracking through SWACO and other programs. Renner reiterated his support for the renewable energy option, highlighting the potential reputational and environmental benefits for the city. He encouraged colleagues to weigh the long-term value of reduced carbon emissions as part of the city’s overall sustainability strategy. President Bowers inquired about the city’s historical electric usage, asking whether kilowatt-hour consumption has declined over the past several years, particularly given recent LED lighting upgrades. Wybensinger responded that the city has tracked electric usage since partnering with Tradition Energy in 2014 and has data going back several years. However, for the current analysis, the city focused on the most recent 12-month period, during which it consumed approximately 4.2 million kWh. Wybensinger noted that while earlier consumption may have been higher, recent energy efficiency measures, such as LED retrofits, have likely reduced overall usage. Bowers requested that the administration provide a longer-term analysis of historical electric usage, expressing interest in understanding the full impact of recent efficiency upgrades. Bowers then asked for projections on future energy consumption at 825 Tech Center Drive, acknowledging the difficulty in making precise estimates given ongoing renovations and energy efficiency improvements. Schultz explained that the city has limited historical data for City of Gahanna Page 8 Committee of the Whole Meeting Minutes May 12, 2025 825 Tech Center Drive due to the extensive renovations, including LED conversions, wall insulation, and window replacements. He noted that initial energy performance baselines have been established but emphasized that actual usage will depend on various operational factors, including the facility’s 24/7 usage profile and the absence of natural gas service, making the building 100% electric. Bowers then conducted a quick cost comparison, estimating that at the projected rates, the city’s annual supplier costs for traditional energy was approximately $297,402 and 100% Renewable Energy was approximately $306,600. Wybensinger confirmed that these estimates were in the correct range, noting that the city’s total monthly electric bill, including transmission and distribution, is currently between $30,000 and $35,000. He emphasized that the rates discussed were indicative and subject to change based on market conditions. Bowers thanked Wybensinger for the detailed overview, noting that the cost differential between traditional and renewable energy represents roughly a 4% premium, reinforcing the importance of understanding the long-term financial impact as the city moves toward its 2030 sustainability goals. Councilmember McGregor confirmed that the current City Hall facility is served by both electricity and natural gas, while the new 825 Tech Center Drive building will be 100% electric. She expressed a preference for selecting the least expensive energy option, noting that while the $11,000 premium for 100% renewable energy might not seem significant, it could be higher in practice and might be better spent elsewhere. Councilmember Padova asked whether the proposed energy contract would have the same 12-month term as the expiring five-year agreement. Wybensinger confirmed that the city is seeking a one-year contract to provide flexibility as it transitions operations to 825 Tech Center Drive and gains a better understanding of the building’s energy profile. He noted that the shorter term also allows the city to avoid locking in potentially high rates for an extended period. Padova then asked about the timing of the rate lock, specifically whether the city could lock in a favorable rate now while maintaining the current 4.1 cent per kWh rate until the new agreement takes effect in November. Wybensinger confirmed that the city can secure a future rate without prematurely ending the current agreement, preserving the favorable rate as long as possible. Padova also inquired about the potential impact of operating both the current City Hall and 825 Tech Center Drive during the transition period, asking whether the city would be responsible for utilities at both locations. Schultz clarified that utilities at the current facility will remain active until the building is either sold or its operational responsibility is transferred to another party, adding a layer of complexity to the city’s overall energy management during the transition. Padova further confirmed that the city would have the option to return to traditional energy after the initial 12-month term if the 100% renewable option proves more costly than anticipated. Wybensinger agreed, emphasizing that the one-year term is designed to provide flexibility as the city navigates the uncertainties associated with the new facility’s energy use and the broader energy market. Councilmember Schnetzer acknowledged the challenges of navigating volatile energy markets, noting the unpredictable nature of pricing over the City of Gahanna Page 9 Committee of the Whole Meeting Minutes May 12, 2025 past year. He expressed support for the administration’s cautious approach to securing a 12-month electric supply contract but sought to better understand the direct impact of the proposed 100% renewable option on residents. Schnetzer highlighted the city’s recent investments in energy efficiency at 825 Tech Center Drive, including solar panel readiness, LED lighting upgrades, and EV charging conduit, which align with the long-term goal of reducing operating costs. However, he questioned whether the additional $11,000 annual premium for renewable energy would yield tangible benefits for residents or simply represent a higher cost for the same basic service. Wybensinger responded that the primary benefit of the 100% renewable contract is its alignment with the city’s broader greenhouse gas reduction goals, set for 2030 as part of its commitment to Power a Clean Future Ohio (PCFO). He acknowledged that, unlike physical infrastructure investments like solar panels, the switch to renewable energy primarily impacts the city’s carbon footprint rather than its direct operating costs. Wybensinger also noted that the city’s residential electric aggregation program already supplies 100% renewable energy to participating households, meaning that extending this commitment to municipal operations would be consistent with the city’s broader sustainability messaging. Schnetzer reiterated his interest in understanding the resident-facing impact of the decision, emphasizing the importance of clearly articulating the benefits to the community, particularly as the city balances multiple budget priorities. Vice President Weaver asked whether the city’s peer communities, particularly those involved with MORPC (Mid-Ohio Regional Planning Commission), are pursuing similar renewable energy contracts or are on comparable timelines for securing new electric rates. Wybensinger explained that, unlike community aggregation programs where municipalities can collectively negotiate rates, each city manages its own utility agreements independently. He noted that the timing of a community’s last rate lock significantly impacts their current pricing, with some cities potentially benefiting from lower rates secured in prior years. Weaver expressed his support for the 100% renewable energy option, emphasizing that the decision aligns with the city’s stated sustainability values and long-term goals. He characterized the additional $11,000 annual cost as an investment in those values, reflecting a commitment to reducing the city’s carbon footprint. Senior Director Schultz noted that while no formal Council action is required to lock in an energy rate, the administration sought clear guidance from Council to avoid committing to a traditional energy contract if the majority favored renewable energy. President Bowers invited feedback from the Mayor and administration, emphasizing the importance of aligning the city’s energy choices with its broader sustainability commitments. Mayor Jadwin, serving as the Sustainability Vice-Chair for MORPC, supported the 100% renewable option, stating that the relatively small premium would help advance the city’s greenhouse gas reduction goals without significantly straining the budget. She suggested that if the projected price gap between renewable and traditional energy remains manageable, pursuing the renewable option aligns with the city’s long-term sustainability strategy. City of Gahanna Page 10 Committee of the Whole Meeting Minutes May 12, 2025 President Bowers and Councilmember Renner expressed their thanks to the Mayor for her input. Renner emphasized the importance of clearly defining the city’s environmental goals and ensuring that any potential savings from the contract are reinvested in further emissions reduction efforts. Deputy Director Wybensinger reiterated the 12-month contract term and reevaluation next year. Councilmember Jones expressed her support for the renewable energy contract option. Vice President Weaver echoed his thanks to the Mayor for her guidance on the matter. 3. Electric Vehicle Charging Station Fees RES-0022-2025 A RESOLUTION ADOPTING ELECTRIC VEHICLE CHARGING STATION FEES PURSUANT TO CHAPTER 949 OF THE GAHANNA CODIFIED ORDINANCES Senior Deputy Director Corey Wybensinger presented a resolution request to update the electric vehicle (EV) charging station fees in accordance with Chapter 949 of the Gahanna Codified Ordinances. The resolution aims to set new EV charging fees to align more closely with market rates and to recapture costs associated with maintaining the city’s EV charging infrastructure. Wybensinger reported that the city recently upgraded five EV charging locations at City Hall, Hannah Park, Friendship Park, the golf course, and the municipal parking lot (98 North High Street). These upgrades involved updating the software platform after the previous provider, Shell Recharge, ceased operations. The city secured a refund for previous software payments made under an AEP Energy grant. The city successfully completed the upgrades at approximately 75% of the original budget estimate. The new provider, Amp Up, offers a simplified QR code payment system, avoiding the need for users to download multiple apps. Additionally, the city secured 16 Level 2 charging stations at no cost as part of the software transition. Fee Structure and Rationale The proposed fee structure includes: · Level 2 Charging: A per kilowatt-hour (kWh) fee, comparable to market rates in the 43230 area ranging from 25 to 30 cents per kWh. · Idle Fees: A reasonable charge to prevent vehicles from occupying charging spots after their battery is fully charged, thereby promoting turnover. · Fast Charging: A higher per kWh fee due to the convenience of charging within 60-90 minutes. The proposed rate would increase the cost of a 50 kWh charge from approximately $5 to $28, aligning with the cost of a traditional tank of gas. Wybensinger emphasized that the city’s goal is to balance cost recovery with maintaining the stations as a public amenity, aiming for a net-zero operational City of Gahanna Page 11 Committee of the Whole Meeting Minutes May 12, 2025 cost. Councilmember Renner commended the administration’s efforts to modernize the charging infrastructure. He noted that the proposed fees, including the idle fees, were reasonable compared to the state average of 38 cents per kWh. Renner asked whether the charging stations were exclusively tied to Shell Amp Up or if there was flexibility to switch to another provider. Wybensinger clarified that the city is committed to the Amp Up software for the next five years unless specific issues arise that justify terminating the agreement. The chosen software simplifies user access and minimizes costs. Renner also asked about usage data, particularly related to fast chargers and whether users frequently overstay charging sessions. Wybensinger explained that while prior data was limited, the new Amp Up system now provides detailed usage analytics, including metrics on charging duration and greenhouse gas reductions. He noted that previous issues with station downtime had affected usage data, but since the upgrades, user feedback has been positive. Councilmember Schnetzer agreed with the need for reasonable fees but stressed that the city should aim to recoup all associated costs, including software maintenance. Wybensinger confirmed that end users pay all transaction fees. Schnetzer emphasized that the goal should be a sustainable model that balances public utility with cost recovery, similar to tiered pricing models used in Parks and Recreation. He acknowledged that pricing must remain accessible to encourage station use while still covering the city’s operational expenses. Councilmember McGregor asked whether the city had reliable data on how frequently the charging stations are used. Wybensinger confirmed that the new Amp Up software provides comprehensive data on usage, idle times, and greenhouse gas reductions. He noted that the City Hall station and the fast charger at the municipal lot are the most frequently used. McGregor requested the data on usage statistics to better understand the community’s demand for EV charging. Recommendation: Introduction/Adoption on Consent Agenda on 5/19/2025. D. ITEMS FROM COUNCILMEMBERS: Councilmember Jones: 2025-0100 Proposed Letter of Support for School Funding - Councilmember Jones Councilmember Jones provided a follow-up to the previous week’s discussion regarding House Bill 96, which includes language restricting school district cash reserves to 30% of annual operating funds. Jones addressed two questions raised during the prior meeting: 1. $15 Million Impact Estimate: Jones reported that the $15 million estimate provided by the school district represents the amount of City of Gahanna Page 12 Committee of the Whole Meeting Minutes May 12, 2025 cash reserves currently above the 30% cap that would be affected if the legislation passes. She explained that the district’s financial model relies on building cash reserves in the early years of a levy cycle to cover expenses in the later years, typically operating on a five to six-year budget cycle. As the district approaches the end of this cycle, it draws on these reserves to maintain operations. If House Bill 96 passes, the district would likely need to seek voter approval for additional levies more frequently. 2. Disposition of Excess Funds: In response to the second question regarding where the excess funds would go, Jones clarified that any funds exceeding the 30% threshold would be returned to taxpayers. However, the exact mechanism for this reimbursement remains unclear, given the differing fiscal years for the state (calendar year) and the school district (July to June). She noted that this could lead to a situation where taxpayers receive refunds shortly before being asked to approve a new levy, potentially creating financial and messaging challenges. Jones recommended that, rather than pursuing a joint letter from the full Council, each member consider sending the proposed letter template individually. She noted her intent to send the letter personally, in her capacity as an elected official, resident, and parent of a district student. Jones invited colleagues to join her or reach out if they have additional questions or concerns. Councilmember Renner thanked Jones for her thorough follow-up and for proposing a practical approach that allows individual Councilmembers to act independently, aligning their advocacy with their personal perspectives. Councilmember McGregor expressed appreciation to Jones for obtaining the requested information and providing clarity on the financial impacts. Vice President Weaver echoed his colleagues’ gratitude for Jones’s diligence in researching the issue. He confirmed his intent to send a letter in his individual Councilmember capacity, emphasizing that a strong, fully funded school district is in the best interest of the entire community. Councilmember Bowers: 2025-0045 Memo to Council re Elected Official Salaries 02.21.2025 President Bowers introduced a follow-up discussion on elected officials' salary ordinances, providing background on the matter. She reminded Council that this topic was initially introduced in February 2024 and had also been discussed in 2022. The discussion centered on potential adjustments to salaries for the Mayor, City Attorney, and City Councilmembers. Bowers noted that the Mayor's current salary is $103,809, in place since 2011, and that the proposed adjustments would take effect in January 2028 upon the start of a subsequent mayoral term. The City Attorney currently earns City of Gahanna Page 13 Committee of the Whole Meeting Minutes May 12, 2025 $80,765 annually, with proposed adjustments also set for January 2028. Councilmember salaries, currently set at $9,600 annually with an additional $100 per month for the Council President, have not been adjusted since 2000. Bowers highlighted that if council member salaries had kept pace with inflation, they would now exceed $18,000. She also clarified that the proposed salary adjustments for Councilmembers could take effect in January 2026 for Ward members and January 2028 for At-Large members, but that it was possible to align all adjustments to January 2028 if desired. 2025-0102 Memo to Council re City Attorney Salary Ordinance, ORD-0006-2025 City Attorney Tamilarasan presented her findings from a 2024 salary survey conducted by the International Municipal Lawyers Association (IMLA). She noted that the IMLA survey included data from 334 jurisdictions, primarily in the United States, and that the Gahanna City Attorney's salary was identified as the lowest among the respondents. She highlighted that the average salary for public sector attorneys in jurisdictions with populations between 20,000 to 49,000 was $157,808, significantly higher than Gahanna's current salary. She also cited local comparisons, including Reynoldsburg ($124,036) and Whitehall ($100,000), both of which have larger legal support staffs than Gahanna. Tamilarasan requested that the Council consider the proposed ordinance to make the Gahanna City Attorney's salary more competitive. She also indicated that she had requested permission to share the full IMLA survey with the Council, as its distribution is currently restricted. Councilmember Jones expressed her support for aligning all salary adjustments to 2028 for consistency and transparency. She acknowledged the extensive research and discussion that had taken place and indicated that she did not need further information to make a decision. Councilmember Schnetzer requested additional insight into the IMLA survey, noting his desire to review the data directly. He emphasized the importance of transparency and thorough evaluation before making a decision. Councilmember McGregor asked for clarification on whether Gahanna, Reynoldsburg, and Whitehall permitted their city attorneys to engage in outside legal work. Tamilarasan confirmed that all three jurisdictions permit outside work, provided it does not interfere with the responsibilities of the City Attorney. Mayor Jadwin reiterated her previously stated objections to the proposed salary adjustments and added that she believed it was inappropriate for the Council to set its own salaries without independent analysis. She recommended that the Human Resources department engage an outside, neutral party to evaluate the data and provide objective recommendations, as is done for other city staff. Bowers acknowledged Jadwin’s concerns and agreed to explore the possibility of obtaining an estimate from Clemans Nelson, the city’s outside HR consultant, for a comprehensive salary study. Councilmember Padova clarified that the proposed salary adjustments would not directly benefit current Councilmembers, as they would only take effect for City of Gahanna Page 14 Committee of the Whole Meeting Minutes May 12, 2025 future officeholders. She emphasized that the discussion should reflect this distinction when communicating with the public. Councilmember Jones expressed a desire to conclude the ongoing discussion, noting that the conversation had been lengthy and potentially uncomfortable. She supported the idea of an independent evaluation but wished it had been proposed earlier in the process. Vice President Weaver closed the discussion, noting that the Council would await additional information from Clemans Nelson regarding the cost and timeline for a third-party salary evaluation. ORD-0005-2025 AN ORDINANCE TO AMEND SECTION 131.07 OF THE CODIFIED ORDINANCES OF THE CITY OF GAHANNA, RELATIVE TO THE MAYOR'S SALARY, EFFECTIVE JANUARY 2, 2028 Recommendation: Held in Committee. ORD-0006-2025 AN ORDINANCE TO AMEND SECTION 143.04 OF THE CODIFIED ORDINANCES OF THE CITY OF GAHANNA, RELATIVE TO THE CITY ATTORNEY'S SALARY, EFFECTIVE JANUARY 3, 2028 Recommendation: Held in Committee. ORD-0007-2025 AN ORDINANCE TO AMEND SECTION 121.03 OF THE CODIFIED ORDINANCES OF THE CITY OF GAHANNA, RELATIVE TO THE COUNCIL'S SALARY, EFFECTIVE JANUARY 2, 2026 FOR WARD MEMBERS, AND JANUARY 2, 2028 FOR AT-LARGE MEMBERS Recommendation: Held in Committee. RES-0021-2025 A RESOLUTION HONORING CHLOE, INC. AND COMMENDING CONNIE NAFZIGER FOR 25 YEARS OF SERVICE TO YOUNG MOTHERS IN OUR COMMUNITY President Bowers introduced a draft resolution to honor CHLOE Inc. and commend Connie Nafziger, a longtime Gahanna resident, for her founding and dedicated service to the organization. Bowers shared a personal connection to Nafziger, recalling a mutual friend who often spoke of Nafziger’s kindness and support, particularly during the early years of her children’s lives. Bowers noted that CHLOE Inc., founded 25 years ago by Nafziger, provides critical support to young mothers in the community. Nafziger, a nurse by profession, identified a gap in care for this group and transformed her compassion and professional expertise into a lasting community resource. CHLOE Inc. recently celebrated its 25th anniversary on May 8th, marking both the organization’s milestone and Nafziger’s retirement as she passes the torch to a new executive director. Bowers expressed her desire to recognize Nafziger’s impact on the community through the resolution and announced that Nafziger would be available to attend the next Council meeting to introduce the incoming executive director. Vice President Weaver thanked Bowers for her initiative in bringing the City of Gahanna Page 15 Committee of the Whole Meeting Minutes May 12, 2025 resolution forward and expressed his appreciation for the opportunity to formally recognize Nafziger’s contributions to the community. Weaver confirmed that the resolution would be included on the May 19th consent agenda. Recommendation: Introduction/Adoption on Consent Agenda on 5/19/2025. Councilmember Weaver: RES-0023-2025 A RESOLUTION RECOGNIZING JUNE 2025 AS LGBTQ+ PRIDE MONTH IN THE CITY OF GAHANNA Vice President Weaver introduced a draft resolution recognizing June 2025 as LGBTQ+ Pride Month for the City of Gahanna. He noted that the resolution is a recurring item each year but mentioned that he had added the “+” to the title and text to align with the general nomenclature used by Stonewall Columbus and Equality Ohio. He also mentioned that he anticipated guests at the first June meeting in support of the resolution and welcomed any questions. Councilmember McGregor expressed her opposition to including the “+” in the resolution, stating that if the plus cannot be specifically defined, she could not support its inclusion. She noted that the previous year’s resolution did not include the “+” and indicated her preference to maintain that format. Vice President Weaver responded by noting that terminology around LGBTQ+ identities has evolved over time and that organizations like Stonewall Columbus and Equality Ohio generally use the “+” as an inclusive term for various identities that may not be explicitly listed. He acknowledged McGregor’s concern and suggested that listing each identity in the body of the resolution might be an alternative, though he noted this would require more space. Councilmember Jones noted that listing all possible identities would require a substantial amount of text and suggested that the “+” serves as a practical, inclusive approach. President Bowers expressed her desire for the Council to present a unified message of support for the LGBTQ community, emphasizing the importance of speaking with one voice on such resolutions. She proposed that including “LGBTQIA” in the resolution might address McGregor’s concern, as it explicitly lists Lesbian, Gay, Bisexual, Transgender, Queer, Intersex, and Asexual identities. Councilmember McGregor did not indicate support for this approach, stating that she remained uncertain about including additional letters or the “+” without clearer definitions. Vice President Weaver confirmed that the resolution would be brought back for further discussion at the next committee meeting, acknowledging the input from his colleagues and expressing appreciation for the ongoing dialogue. City of Gahanna Page 16 Committee of the Whole Meeting Minutes May 12, 2025 Recommendation: Held in Committee; Further Discussion Scheduled 5/19/2025. E. ADJOURNMENT: With no further business before the Committee of the Whole, the Chair adjourned the meeting at 8:46 p.m. Jeremy A. VanMeter Clerk of Council APPROVED by the Committee of the Whole, this day of 2025. Trenton I. Weaver City of Gahanna Page 17