City Council

City of Groveport 655 Blacklick St. Groveport, OH 43125 614.830.2052 www.groveport.org Meeting Minutes Monday, May 12, 2014 6:30 PM Council Chambers City Council Mayor Lance Westcamp Council Members - Ed Rarey, Jean Ann Hilbert, Donna Drury, Ed Dildine, Shawn Cleary & Becky Hutson City Council Meeting Minutes May 12, 2014 I. Call to Order by Mayor Westcamp at 6:30 p.m. Staff Present: Marsha Hall - Administrator, Kevin Shannon - Law Director, Jeff Green - Director of Finance, Ralph Portier - Chief of Police Guests Present: The Guest Book is on file with the Clerk of Council. II. Moment of Silence The Mayor asked everyone to join him in a moment of silence. III. Pledge of Allegiance Chief Portier led the Pledge of Allegiance. IV. Roll Call Present: 6 - Council Member Cleary, Council Member Dildine, Council Member Drury, Council Member Hilbert, Council Member Hutson, and Council Member Rarey V. Approval of Minutes - April 28, 2014 Approved as submitted. #100-2014 Council Meeting Minutes 04-28-2014 Attachments: Council Meeting Minutes 04-28-2014.pdf VI. Proclamation Mayor Westcamp read the Proclamation for the 2014 National Police Week and May 15, 2014 as National Police Memorial Day. Mayor Westcamp presented the Proclamation to Scott Clinger. #101-2014 2014 Police Week Proclamation Attachments: 2014 Police Week Proclamation.pdf VII. Business of Guests City of Groveport Page 1 City Council Meeting Minutes May 12, 2014 None VIII. Ordinances and Resolutions A. 3rd Readings None B. 2nd Readings ORD. 14-013 AN ORDINANCE AUTHORIZING A MODIFICATION TO THE DEVELOPMENT PLAN FOR 5120 HENDRON ROAD, PARCEL # 185-002944 Sponsors: Cleary Attachments: 5120 Hendron Rd.pdf Revised 5120 Hendron Rd 2.pdf The Clerk of Council read by title Ordinance No.14-013. ORD. 14-014 AN ORDINANCE ACCEPTING THE FINAL PLAT FOR 6201 GREEN POINTE DRIVE SOUTH (PARCEL NO. 185-002905 AND PARCEL NO. 185-001444) Sponsors: Dildine Attachments: 6201 Green Pointe Dr final plat.pdf ORD. 14-014 Final Plat revised.pdf The Clerk of Council read by title Ordinance No.14-014. C. 1st Readings ORD. 14-016 AN ORDINANCE ACCEPTING AND DEDICATING AS A PUBLIC IMPROVEMENT, THE SANITARY SEWER LINE CONSTRUCTED AND INSTALLED UNDER GROVEPORT ROAD AND THE MANHOLE CONSTRUCTED AND INSTALLED ON THE NORTH SIDE OF GROVEPORT ROAD Sponsors: Rarey The Clerk of Council read by title Ordinance No.14-016. This City of Groveport Page 2 City Council Meeting Minutes May 12, 2014 Ordinance was referred to the Committee of the Whole. ORD. 14-017 AN ORDINANCE AUTHORIZING THE ISSUANCE OF BONDS IN THE AMOUNT OF NOT TO EXCEED $450,000 FOR THE PURPOSE OF ENGINEERING, INSPECTING, RECONSTRUCTING, AND IMPROVING A WATERLINE, WITH RELATED SITE IMPROVEMENTS AND APPURTENANCES THERETO, AND RETIRING NOTES PREVIOUSLY ISSUED FOR SUCH PURPOSE; AND APPROVING RELATED MATTERS IN CONNECTION WITH THE ISSUANCE OF SAID BONDS Sponsors: Hutson The Clerk of Council read by title Ordinance No.14-017. This Ordinance was referred to the Committee of the Whole. ORD. 14-018 AN ORDINANCE AUTHORIZING THE ISSUANCE OF BONDS IN THE AMOUNT OF NOT TO EXCEED $2,800,000 FOR THE PURPOSE OF PAYING COSTS ASSOCIATED WITH THE ENGINEERING, ACQUISITION, CONSTRUCTION, AND IMPROVEMENT OF A MUNICIPAL WATER SYSTEM AND PLANT, WITH RELATED SITE IMPROVEMENTS AND APPURTENANCES THERETO, AND APPROVING RELATED MATTERS IN CONNECTION WITH THE ISSUANCE OF THE BONDS Sponsors: Rarey The Clerk of Council read by title Ordinance No.14-018. This Ordinance was referred to the Committee of the Whole. ORD. 14-019 AN ORDINANCE AUTHORIZING THE ISSUANCE OF NOTES IN THE AMOUNT OF NOT TO EXCEED $900,000 IN ANTICIPATION OF THE ISSUANCE OF BONDS FOR THE PURPOSE OF CONSTRUCTING, IMPROVING, FURNISHING, AND EQUIPPING A POLICE FACILITY, AND THE CITY'S CURRENT MUNICIPAL BUILDING, WITH RELATED SITE IMPROVEMENTS AND APPURTENANCES THERETO, AND RETIRING NOTES PREVIOUSLY ISSUED FOR SUCH PURPOSE; AND APPROVING RELATED MATTERS IN CONNECTION WITH THE ISSUANCE OF SAID NOTES Sponsors: Hilbert The Clerk of Council read by title Ordinance No.14-019. This Ordinance was referred to the Committee of the Whole. ORD. 14-020 AN ORDINANCE AUTHORIZING THE ISSUANCE OF NOTES IN THE AMOUNT OF NOT TO EXCEED $500,000 IN ANTICIPATION OF THE ISSUANCE OF BONDS FOR THE PURPOSE OF CONSTRUCTING IMPROVEMENTS TO THE CITY'S MUNICIPAL GOLF COURSE, AND RETIRING NOTES PREVIOUSLY ISSUED FOR SUCH PURPOSE; AND APPROVING RELATED MATTERS IN CONNECTION WITH THE ISSUANCE OF SAID NOTES City of Groveport Page 3 City Council Meeting Minutes May 12, 2014 Sponsors: Cleary The Clerk of Council read by title Ordinance No.14-020. This Ordinance was referred to the Committee of the Whole. ORD. 14-021 AN ORDINANCE AUTHORIZING THE ADMINISTRATOR TO SOLICIT PROPOSALS AND TO ENTER INTO A CONTRACT FOR COLD BEVERAGES FOR CITY CONCESSIONS AND THE DECLARATION OF AN EMERGENCY Sponsors: Dildine Law Director Shannon requested Council to consider making a motion to suspend the rules as to the three readings and the effective date to put a contract in place as soon as possible. The City had a contract with 7-Up for the better part of 11 years. Administrator Hall explained the City had a contract but have been working without one for the last few years. Ms. Hall felt it was appropriate to put a RFP out to give other vendors the opportunity to provide cold beverages service to the City's concessions. Currently 7-Up products are the only cold beverages available. Council Member Hilbert stated 7-Up can still come back with the best service proposal. Council Member Dildine reminded Council to keep in mind that 7-Up does things that are not within the contract, such as, supplying small items, sponsorships and purchasing equipment for the recreation center, all at their cost. Ms. Hall stated that will all be taken into consideration and other vendors have supplied similar services to other communities. Ms. Hall is hesitant to just sign away another contract with 7-Up without looking in to other opportunities. Mr. Shannon advised this Ordinance first allows the Administrator to solicit proposals from interested firms or companies, then evaluate those proposals and determine the most beneficial one for the City. And secondly, after that determination is made, gives the Administrator the authority to enter into a contract with the firm or company providing the most beneficial proposal for the City. The Clerk of Council read by title Ordinance No.14-021. A motion was made by Council Member Hilbert, seconded by Council Member Hutson, to suspend the rules as to the three readings and the effective date. Motion carried by the following vote: City of Groveport Page 4 City Council Meeting Minutes May 12, 2014 Yes: 6 - Cleary, Dildine, Drury, Hilbert, Hutson and Rarey A motion was made by Council Member Dildine, seconded by Council Member Cleary, to adopt as emergency legislation. The motion carried by the following vote: Yes: 6 - Cleary, Dildine, Drury, Hilbert, Hutson and Rarey IX. Reports A. Mayor - Lance Westcamp Mayor Westcamp thanked Council for their support of the Groveport Madison School levy that passed. He also thanked all the committee members who live in the City of Groveport who worked hard to get the levy passed and Groveport Madison School Board President Bryan Shoemaker for his kind words. The passage of this levy is great for the community and the schools. B. Administrator - Marsha Hall Administrator Hall informed Council of the maintenance on the water tank that is to start setting up later this week and work will begin a few days after the setup to drain the tank. Our contract with the City of Columbus allows for emergency connections, it does not allow for a 45 day connection or for the storage of all of Groveport's water. What Administration would like to see happen is to get the water tank maintenance completed before the water plant contractor comes on board because they will be working in the same area. Later this week they will be doing some testing on the Tinman water tank. They will shut the other tank and use the storage from the Tinman to generate through the system. There may be some cloudiness and/or particles in the water. Notices have been sent out today to residents on the Groveport Water System advising them of water-flow tests on the City's water distribution system and tanks and the possible discoloration of the water. The letter assures them the water is safe to use and gives some suggestions from the Public Works Department to follow before using the water. Council Member Hilbert asked what period of time will the water be affected and Ms. Hall responded the tests will start on Wednesday, May 14th and will run through the weekend. Council Member Dildine inquired when they drain the big tank and the Tinman is full, is City of Groveport Page 5 City Council Meeting Minutes May 12, 2014 that providing enough water for our community. Ms. Hall advised it is an adequate supply as long as there is no emergency, if there is an emergency the City will have the ability to have Columbus open the valve for a day and the City will be billed for the average use for that day. The project from start to finish should be 45 days, with a 25 day out of service time for the tank. Council Member Dildine asked Administrator Hall to make sure there is an emergency contingency plan in place now in case there is an emergency. Council Member Rarey inquired if the Tinman has been tested in regard to how much water it can hold. Ms. Hall explained the issue is not what the tank can hold, but rather the pressure going through the tank, it has sediment in the bottom of the tank that could be pulled through and the other tank is not alleviating any of the pressure coming through the Tinman. Administrator Hall informed Council regarding Community Affairs Director Linda Haley giving her notice of retirement effective June 30, 2014. We are currently posting for her position. Administrator Hall updated Council on the Palm's Pond issues of signage, enforcement, the current condition of the pond and rules brought to Council's attention at the April 28, 2014 Council Meeting by concerned resident William Milton. She went out with Facilities Management Director Tom Byrne to look at the present signage and determined more signage is needed. She has contacted ODNR, who will be patrolling the area to enforce the rules and our police department will be providing additional enforcement. Tom Byrne has been working with City Engineer Steve Farst on the condition of the pond. They have had AEP out to look into the possibility of getting electric back to the pond area to place a permanent pump to allow the pond to remain at a constant level. This pump will only alleviate the problem in the spring when the pond level raises too high. Ms. Hall read several rules in the Groveport Codified Ordinances: Rule #2 of the Pond Rules shown in 941.03 of the Codified Ordinances states “Persons sixteen years of age and older must catch and release fish, except during two-week period of scheduled fish releases/stocking”, and Rule #3 states “Any bass or catfish under sixteen inches in length must be released”. She would like Council to review the rules to be certain they state what Council wants them to state. Ms. Hall said there is no language in these rules as to the number of fish that can be taken from the pond. City of Groveport Page 6 City Council Meeting Minutes May 12, 2014 Council Member Dildine said to make sure she conferred with ODNR to get their recommendations. The Mayor asked wouldn't the number for any limit refer back to the ODNR rules and regulations. Ms. Hall advised she did talk to the Law Director on the matter of a statement referring back to state law but if the City has something different in its law, it supercedes the state law. Law Director Shannon advised Council they can choose to make a more stringent limit. Under our home rule, Council has the power to regulate the use of our parks. Council Member Cleary stated the same set of rules need to cover all of the City's ponds. Council Member Rarey agreed the rules should be consistent City wide and include any fishing spots. Ms. Hall noted the rules specifically refer to ponds. Council Member Rarey asked about actual signage at Palm's Pond. Ms. Hall commented there are two signs on the pond property, one on the board at the parking lot entrance behind the stage at Heritage Park, the other is back by the entrance from the cemetery. Council Member Rarey stated that entrance is never open, but Ms. Hall stated there is signage there now, and a shelter, so if the entrance is ever opened from the cemetery, new signage would need to be there as well, and the signs need to be larger. Council Member Hutson inquired if Mr. Milton has been notified regarding the pond. Ms. Hall stated she has not contacted Mr. Milton as of yet, she will do so after the rules have been reviewed. Council Member Rarey expressed his concerns with the water source tile running along the golf course by the pond being shut off. Mayor Westcamp asked how full was the pond and Mr. Rarey stated quite full. Mayor Westcamp stated it was designed to be much smaller, as a retention pond, and years ago it was pumped to keep the water level down. Ms. Hall commented they are working on placing a pump in the pond to keep it at a constant level. At the Committee of the Whole meeting next week the issue can be discussed with other staff present. #102-2014 Adm Report to Council - May 12 Attachments: Adm Report to Council - May 12.pdf C. Chief of Police - Ralph Portier Chief Portier reminded Council of the up-coming Police Facility Open House on Sunday, May 18, 2014 form 2:00 p.m. to 4:00 p.m. He also announced Officer Chris Gyke has left the agency City of Groveport Page 7 City Council Meeting Minutes May 12, 2014 for the Franklin County Sheriff Department and Mayor Westcamp is working on a replacement for the department. D. Director of Finance - Jeff Green Finance Director Jeff Green advised Council they are finishing up the audit and should be reporting to the state by the end of May or first of June. Filing an extension last year kept the department from receiving the award from the state even though the audit was great. This year the department hopes to receive the state award and as well as the GFOA Award. On the development side, another deal has been signed today for a new building and new company. As soon as the company is ready to announce their news, Mr. Green will inform Council. E. Director of Law - Kevin Shannon Nothing further to report. F. Council Members - Ed Rarey, Jean Ann Hilbert, Donna Drury, Ed Dildine, Shawn Cleary & Becky Hutson Council Member Hilbert advised Committee Chair Dildine of an obligation on the 19th of May and she will not be attending the Committee of the Whole Meeting. Council Member Hutson raised the issue of the subdivision entryways being maintained by City staff. She has taken pictures of areas where people have tilled up the soil and planted flowers and the City has gone over them with the mower. Ms. Hall advised that Mark has been working with the condo association at Grovepointe and Ms. Hall has received a very favorable email from the representative working with Mark. There will be a write-up in one of the local papers regarding the plantings for this season. There is an enormous amount of beautiful flowers to be planted in the entryways. Council Member Hutson also mentioned the cleaning of Hendron Ditch, it is on the schedule for this season. Council Member Rarey commented on the high grass at some houses on Cherry Street and vacant homes within Groveport. Ms. Hall stated there is a program through Franklin County with state funding for vacant homes in foreclosure to be turned over to the City and the City can do as it deems necessary with the City of Groveport Page 8 City Council Meeting Minutes May 12, 2014 vacant property. Council Member Rarey advised that one of the properties has a very old log cabin under one of the structures, Ms. Hall said she will look into the matter. Council Member Drury announced she was very glad to be back and thanked everyone for the well wishes. Council Member Cleary reported Mrs. Hutson and himself worked the Arbor Day Event organized by Parks & Recreation Director Kyle Lund. It was well attended and Mr. Lund did an excellent job of organizing and putting on the event. Council Member Dildine reminded everyone of the Flag Retiring Ceremony this Saturday. G. Clerk of Council - Ruthanne Sargus Ross Nothing to report. H. Standing Committees Council Member Cleary reported the Cemetery Committee meets this Wednesday. X. Other Business 1. Groveport Madison Human Needs Council Member Hilbert commented the letter from Groveport Madison Human Needs appeared to be just an informative letter. Ms. Hall explained the letter is to make sure Council understands that 10% of their donations will now go to their operations. Council Member Dildine inquired if Council could receive reports again on the disbursement of funds. Ms. Hall replied she will get that information back to Council. #103-2014 GMHN Letter to Council Attachments: GMHN Letter to Council.pdf City of Groveport Page 9 City Council Meeting Minutes May 12, 2014 XI. Adjournment Council Member Cleary made a motion, seconded by Council Member Rarey to adjourn at 7:12 p.m. All in favor stated AYE, None Opposed. Motion passed. __________________________________________ Lance Westcamp, Mayor __________________________________________ Ruthanne Sargus Ross, Clerk of Council PLEASE NOTE: THESE MINUTES ARE NOT VERBATIM. A RECORDING OF THE MEETING IS AVAILABLE IN THE CLERK'S OFFICE DURING REGULAR BUSINESS HOURS. City of Groveport Page 10