City Council

City of Groveport 655 Blacklick St. Groveport, OH 43125 614.830.2052 www.groveport.org Meeting Minutes Monday, November 9, 2015 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 November 9, 2015 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 - Shawn M. Cleary, Edward Dildine, Donna Drury, Jean Ann Hilbert, Becky Hutson, and Ed Rarey V. Approval of Minutes - October 26, 2015 Approved as submitted. #235-2015 City Council Meeting Minutes 10-26-15 Attachments: City Council Meeting Minutes 10-26-15.pdf VI. Business of Guests a. Tim Kraft - Office of the Auditor of State Tim Kraft with the Office of the Auditor of State presented Finance Director Jeff Green with the Auditor of State Award with Distinction. To qualify for the Auditor of State’s highest award an entity must file timely financial reports with the Auditor of State’s office in the form of a CAFR (Comprehensive Annual Financial Report) and the audit report does not contain any findings for recovery, material citations, material weaknesses, significant deficiencies, Single Audit findings or questioned costs. Mr. Kraft commented about how hard it is to receive this award. The office audits over 5,800 public entities throughout the State of Ohio. Out of the 5,800 public entities only 5% receive this award every year. Groveport is receiving this award back to back with last year, which shows how committed Finance Director City of Groveport Page 1 City Council Meeting Minutes November 9, 2015 Jeff Green and his staff are in their reporting. Mr. Green accepted the award along with Senior Accountant Anna Krigbaum and Accounting/Utility Clerk Amy Hartung. b. Tom Simons - American Legion Post 486 Tom Simons, Commander of Post 486, the Robert Dutro Post of the American Legion of Groveport, thanked Council for their support over the past forty five days or so. He brought everyone up to date on the revitalization of this American Legion Post. Feedback from the community during Apple Butter Day and the Trick or Treat night block party has been overwhelmingly positive. They are able to aid veterans in need and have been able to recruit new members. In September the post began with twenty six members and now have forty six members. New members have been active in participating in the meetings. Two members recently attended the American Legion Veteran's Service Officer Course. The annual course teaches a legionnaire the basics of County, State and Federal veteran's benefits. It also introduces counseling methods to point veterans in crisis to the right channels for support. The post has been involved with the Greater Groveport Food Pantry by providing unskilled labor with demolition of the interior of the building on Cherry Street. There will be 8 to 10 members at the Veteran's Day Ceremony on November 11th. The post will be participating in the Madison Township Santa Parade on Sunday and sponsoring a local veteran who provides balloon art to pass out to the children. The post is planning a recruiting blitz at the December 7, 2015 meeting. They are working to add another twenty members by this December. The word is going out via posters, pamphlets, fliers and newsletters being supplied to local businesses. They continue to reach out to the veterans within the Groveport area. They will be bringing some ideas for community outreach back to Council in the future. VII. Ordinances and Resolutions A. 3rd Readings ORD. 15-065 AN ORDINANCE AUTHORIZING THE ADMINISTRATOR TO SOLICIT BIDS AND TO ENTER INTO A CONTRACT FOR WELL FIELD IMPROVEMENTS WITH THE LOWEST RESPONSIVE AND RESPONSIBLE BIDDER Sponsors: Hutson Clerk of Council Ross read by title Ordinance No.15-065. A motion was made by Council Member Drury, seconded by City of Groveport Page 2 City Council Meeting Minutes November 9, 2015 Council Member Hutson, to adopt. The motion carried by the following vote: Yes: 6 - Cleary, Dildine, Drury, Hilbert, Hutson and Rarey ORD. 15-066 AN ORDINANCE AUTHORIZING A CONTRACT FOR THE PROVISION OF HEALTH SERVICES WITH THE DISTRICT ADVISORY COUNCIL OF THE FRANKLIN COUNTY GENERAL HEALTH DISTRICT Sponsors: Cleary Clerk of Council Ross read by title Ordinance No.15-066. A motion was made by Council Member Rarey, seconded by Council Member Hilbert, to adopt. The motion carried by the following vote: Yes: 6 - Cleary, Dildine, Drury, Hilbert, Hutson and Rarey ORD. 15-067 AN ORDINANCE ADOPTING THE ANNUAL APPROPRIATION ORDINANCE OF THE CITY OF GROVEPORT, OHIO, FOR THE CALENDAR YEAR 2016 Sponsors: Drury Attachments: ORD. 15-067 Exhibit A.pdf Administrator Marsha Hall stated at the beginning of 2016 the Appropriations Ordinance will have to be amended because what the City's actual carryover will be is not known until the year rolls over. A 30% increase for health insurance was appropriated for 2016, but the City was notified the increase will only be 7.08%. This will allow changes to the budget to transfer money from one fund to another. The piece of equipment Council Member Cleary commented about is the bucket truck, which did not meet inspection. The 1988 model truck requires a lot of work. Staff will come back to Council with amendments to the appropriations ordinance when the time comes. Finance Director Jeff Green stated the new truck will be a lease, so the out-of-pocket expense to the City is only $250. The City won't start paying on the lease until 2017. Ms. Hall opened discussions on the paving of the lower parking lot at the Recreation Center. She had provided Council with an information sheet which included the original Park Master Plan with an estimated cost of $665,075 and three alternates, with associated cost estimates. Staff recommends Alternate #1 which follows the Park Master Plan. It is an expensive proposition and staff is concerned with taking that amount of money out of the General Fund in 2016. If City of Groveport Page 3 City Council Meeting Minutes November 9, 2015 it is agreed upon, the work will be done in 2017 at the same time money is being borrowed for the work at the old water treatment plant; a new building and paving. Money would be borrowed for the costs of all these projects together instead of taking $450,000 out of the General Fund. Clerk of Council Ross read by title Ordinance No.15-067 A motion was made by Council Member Hilbert, seconded by Council Member Drury, to adopt. The motion carried by the following vote: Yes: 6 - Cleary, Dildine, Drury, Hilbert, Hutson and Rarey B. 2nd Readings ORD. 15-055 AN ORDINANCE AMENDING THE ZONING MAP AS TO APPROXIMATELY 41.413 ACRES, MORE OR LESS, OF THE FOLLOWING TRACT OF LAND, LOCATED AT 2850 ROHR ROAD, PARCEL NUMBERS 185-001444 AND 185-001445 OWNED BY VANTRUST REAL ESTATE LLC FROM EXCEPTIONAL USE (EU) TO PLANNED INDUSTRIAL PARK (PIP) Sponsors: Hilbert Attachments: 2850 Rohr Rd - Rezoning Application Exhibit A.pdf 2850 Rohr Rd - Final Development Plan Application Exhibit B.pdf 2850 Rohr Rd Exhibit C.pdf 2850 Rohr Rd Exhibit D.pdf Clerk of Council Ross read by title Ordinance No.15-055. ORD. 15-069 AN ORDINANCE AUTHORIZING THE CHARITY NEWSIES SALE Sponsors: Drury Clerk of Council Ross read by title Ordinance No.15-069. C. 1st Readings RES. 15-006 A RESOLUTION AUTHORIZING THE USE OF A PORTION OF BONDS OR BOND ANTICIPATION NOTES OF THE CITY OF GROVEPORT, IN THE PRINCIPAL AMOUNT OF NOT TO EXCEED $914,000.00, TO BE ISSUED FOR THE PURPOSE OF CONSTRUCTING PARKING LOT AND ADJACENT HILLSIDE IMPROVEMENTS, ALONG WITH COURSE MODIFICATIONS, IMPROVEMENTS AND City of Groveport Page 4 City Council Meeting Minutes November 9, 2015 APPURTENANCES THERETO IN CONNECTION WITH THE CITY’S MUNICIPAL GOLF COURSE PROJECT, TO REIMBURSE THE CITY'S GENER A L , PERMANENT IMPROVEMENT, OR BOND CONSTRUCTION FUND FOR MONIES PREVIOUSLY ADVANCED FOR SUCH PURPOSE Sponsors: Hutson Clerk of Council Ross read by title Resolution No.15-006. This Resolution was referred to the Committee of the Whole. Law Director Shannon requested Council to consider making a motion to amend the agenda by adding on an ordinance, as it relates to the purchase and installation of playground equipment. The motion is to allow Ordinance 15- 071 to be put on the agenda for first reading. A motion was made by Council Member Hilbert, seconded by Council Member Dildine, to amend the agenda to add Ordinance 15-071 for first reading. The motion carried by the following vote: Yes: 6 - Cleary, Dildine, Drury, Hilbert, Hutson and Rarey ORD. 15-071 AN ORDINANCE AUTHORIZING THE ADMINISTRATOR TO MAKE APPLICATION FOR A GRANT, ACCEPT SAID GRANT, AND ENTER INTO A CONTRACT WITH PLAYCORE, INC. DBA, GAMETIME AND WAIVING COMPETITIVE BIDDING PURSUANT TO GROVEPORT CITY CHARTER SECTION 9.02(B) AND THE DECLARATION OF AN EMERGENCY Sponsors: Hilbert Administrator Hall stated representatives from Founder's Bend had come before Council with the matter of developing a neighborhood park. It was determined the City would begin working on the Master Park Plan by putting $75,000 in the appropriations each year towards projects in the Master Park Plan; including the Founder's Bend neighborhood park. The Founder's Bend neighborhood park is shown in the Master Park Plan as playground equipment, shelter house and a path back to the playground area. Ms. Hall and Mr. Green attended a conference and had found a grant available for playground equipment. The grant is through GameTime, a large manufacturer and distributor of commercial playground equipment. They match 100% of the costs. Basically Groveport would pay 50% of the costs City of Groveport Page 5 City Council Meeting Minutes November 9, 2015 and GameTime would pay the other 50% of costs, on any project $75,000 or larger. This particular grant, however, is very limited in time constraints...the grant has to be submitted by the end of this week. Also, the equipment has to be purchased and delivered by the end of this year. The City has appropriated the additional $63,391, as a holder, in the Parks Fund. If the City can purchase the playground equipment this year it would save the City a lot of money and the money in the Parks Fund can be used for the neighborhood park in Founder's Bend. Staff is therefore asking Council to approve this Ordinance to allow Administration to go forward with the grant and purchasing process. Ms. Hall has a meeting scheduled for tomorrow with representatives of Founder's Bend who will help choose the equipment to be purchased. The equipment would be stored for the winter and installed next spring by a combination of City staff and the Founder's Bend residents; making it a true community project. Law Director Shannon advised Council that in addition to making a motion to suspend the rules as to the three readings and the effective date, they are also waiving competitive bidding because the project is more than $50,000. Council has to waive competitive bidding by legislation, as long it is not contrary to state code, or any other statutory law, Council is permitted to do so. It is Mr. Shannon's opinion this falls under a sole source provider situation because this is a unique situation. This is a grant combined with a purchase. Also, the City is obtaining this equipment from a company that is the only entity that the City is aware of that combines a grant with the purchase of equipment. Law Director Shannon requested Council to consider making a motion to suspend the rules as to the three readings and the effective date. Law Director Kevin Shannon read by title Ordinance No.15-071. A motion was made by Council Member Rarey, seconded by Council Member Hilbert, to suspend the rules as to the three readings and the effective date. The motion carried by the following vote: Yes: 6 - Cleary, Dildine, Drury, Hilbert, Hutson and Rarey A motion was made by Council Member Rarey, seconded by Council Member Hilbert, to adopt as emergency legislation. The motion carried by the following vote: Yes: 6 - Cleary, Dildine, Drury, Hilbert, Hutson and Rarey VIII. Reports A. Mayor - Lance Westcamp City of Groveport Page 6 City Council Meeting Minutes November 9, 2015 Mayor Westcamp reported Captain Blevins tried to start a new block watch program in an area of Groveport and he did a wonderful job presenting the idea to the 20 to 25 residents in attendance. It was very informative and at the end there were a lot of questions for the Mayor. The Captain tried to stress to those present that the success of a block watch goes back on the residents. They need to do their job and call the number Captain Blevins provided them. The Mayor also reported on Friday as being another great day representing this great city as the Mayor. Three Council Members; Mrs. Hutson, Mrs. Hilbert and Mr. Cleary; were present at the Groveport Senior Village Homecoming Celebration where the Mayor was invited to speak. They put on a great spread and most of the residents came to partake in the homecoming celebration. B. Administrator - Marsha Hall Nothing further to report. #236-2015 Adm Report to Council - Nov 9 Attachments: Adm Report to Council - Nov 9.pdf Paving of Lower Parking Lot - Groveport Park.pdf C. Chief of Police - Ralph Portier Nothing to report. D. Director of Finance - Jeff Green Council thanked Jeff Green for receiving the Auditor of State Award with Distinction. Mr. Green asked that Council remember to thank his staff for the great job they do. The Finance Department takes a lot of pride in the reporting and the transparency of the City's finances. There has been a lot of clean up in the City's Finance Department since 2011 when Mr. Green became Groveport's Acting Finance Director. 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 Nothing to report. City of Groveport Page 7 City Council Meeting Minutes November 9, 2015 G. Clerk of Council - Ruthanne Sargus Ross Nothing to report. H. Standing Committees Council Member Drury reported the Trees & Decorations Committee met tonight and have allocated monies to purchase 15 trees to replace some of the Ash trees in Degenhart and Blacklick Parks. The committee also allocated funds for the purchase of four benches to be placed around the log cabin. The Christmas tree will be donning new colored lights this year. There will be two Dogwood trees purchased and planted in front of the municipal building. IX. Other Business None. X. Adjournment Council Member Rarey made a motion, seconded by Council Member Drury to adjourn at 7:04 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 8