City Council

City of Groveport 655 Blacklick St. Groveport, OH 43125 614.830.2052 www.groveport.org Meeting Minutes Monday, December 21, 2015 6:30 PM Council Chambers City Council Mayor Lance Westcamp Council Members - Ed Rarey, Jean Ann Hilbert, Ed Dildine, Shawn Cleary & Becky Hutson City Council Meeting Minutes December 21, 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: 5 - Shawn M. Cleary, Edward Dildine, Jean Ann Hilbert, Becky Hutson, and Ed Rarey V. Approval of Minutes - November 23, 2015 Approved as submitted. #272-2015 City Council Meeting Minutes 11-23-15 Attachments: City Council Meeting Minutes 11-23-15.pdf VI. Business of Guests a. James Chilton James Chilton with the Founders Bend Homeowners' Association thanked the Mayor and Council for approving the construction of a neighborhood park. He looks forward to working with Administrator Marsha Hall to get the playground equipment assembled in the spring. Mayor Westcamp thanked Mr. Chilton for bringing the matter before Council. b. Ramona James Ramona James with the Founders Bend Homeowners' Association thanked Council and the Mayor with a thank you card from the Homeowners' Association. City of Groveport Page 1 City Council Meeting Minutes December 21, 2015 VII. Ordinances and Resolutions A. 3rd 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 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 . A motion was made by Council Member Hilbert, seconded by Council Member Cleary, to adopt. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey B. 2nd Readings ORD. 15-073 AN ORDINANCE AUTHORIZING THE ADMINISTRATOR TO SOLICIT BIDS AND TO ENTER INTO A CONTRACT WITH THE LOWEST RESPONSIVE AND RESPONSIBLE BIDDER FOR CONSTRUCTION OF THE WIRT ROAD PHASE II PEDESTRIAN BIKE PATH Sponsors: Drury Administrator Hall requested Council to consider suspending the rules by having the second and third reading tonight so the City can get the bid out for this project in a timely manner. Clerk of Council Ross read by title Ordinance 15-073. A motion was made by Council Member Hilbert, seconded by Council Member Dildine, to suspend the rules as to the three readings. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey City of Groveport Page 2 City Council Meeting Minutes December 21, 2015 Clerk of Council Ross read by title Ordinance No.15-073 . A motion was made by Council Member Hilbert, seconded by Council Member Cleary, to adopt. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey ORD. 15-074 AN ORDINANCE AUTHORIZING THE ADMINISTRATOR TO ENTER INTO A LEASE AGREEMENT WITH HUNTINGTON PUBLIC CAPITAL CORPORATION AND PURCHASE TWO (2) POLICE CRUISERS AND ANCILLARY EQUIPMENT, ONE (1) 1-TON DUMP TRUCK FOR THE PARK MAINTENANCE DEPARTMENT, ONE (1) SINGLE-AXLE 25-TON DUMP TRUCK FOR THE PUBLIC WORKS DEPARTMENT, AND ONE (1) ROUGH MOWER FOR THE GOLF COURSE UNDER THE STATE OF OHIO COOPERATIVE PURCHASE PLAN THEREBY WAIVING COMPETITIVE BIDDING PURSUANT TO GROVEPORT CITY CHARTER SECTION 9.02(B) Sponsors: Hilbert Administrator Hall commented it was up to Council if they wanted to pass all the legislation tonight that was a part of the budget to start fresh in 2016. Council Member Cleary concurred since this Ordinance waives competitive bidding. Therefore, the City can start fresh in 2016. Clerk of Council Ross read by title Ordinance 15-074. A motion was made by Council Member Cleary, seconded by Council Member Hilbert, to suspend the rules as to the three readings. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey A motion was made by Council Member Dildine, seconded by Council Member Hutson, to adopt. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey ORD. 15-075 AN ORDINANCE AUTHORIZING THE ADMINISTRATOR TO ENTER INTO A LEASE AGREEMENT WITH HUNTINGTON PUBLIC CAPITAL CORPORATION AND PURCHASE ONE (1) PICK-UP TRUCK FOR THE BUILDING AND ZONING DEPARTMENT, ONE (1) CUSHMAN TRUCKSTER AND (1) TIGER CUB MOWER FOR THE PARKS MAINTENANCE DEPARTMENT City of Groveport Page 3 City Council Meeting Minutes December 21, 2015 Sponsors: Hutson Clerk of Council Ross read by title Ordinance 15-075. A motion was made by Council Member Hilbert, seconded by Council Member Hutson, to suspend the rules as to the three readings. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey A motion was made by Council Member Cleary, seconded by Council Member Hutson, to adopt. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey ORD. 15-076 AN ORDINANCE AUTHORIZING THE ADMINISTRATOR TO SOLICIT BIDS AND TO ENTER INTO A CONTRACT WITH THE LOWEST RESPONSIVE AND RESPONSIBLE BIDDER FOR THE 2016 STREET MAINTENANCE PROGRAM Sponsors: Rarey Clerk of Council Ross read by title Ordinance 15-076. A motion was made by Council Member Cleary, seconded by Council Member Hilbert, to suspend the rules as to the three readings. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey A motion was made by Council Member Hutson, seconded by Council Member Dildine, to adopt. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey ORD. 15-077 AN ORDINANCE AUTHORIZING THE ADMINISTRATOR TO SOLICIT BIDS AND TO ENTER INTO A CONTRACT WITH THE LOWEST RESPONSIVE AND RESPONSIBLE BIDDER FOR THE PAINTING OF THE INDOOR POOL CEILING AND WALLS Sponsors: Cleary Clerk of Council Ross read by title Ordinance 15-077. A motion was made by Council Member Hilbert, seconded by Council Member Cleary, to suspend the rules as to the three City of Groveport Page 4 City Council Meeting Minutes December 21, 2015 readings. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey A motion was made by Council Member Cleary, seconded by Council Member Hilbert, to adopt. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey ORD. 15-078 AN ORDINANCE AUTHORIZING THE ADMINISTRATOR TO SOLICIT BIDS AND TO ENTER INTO A CONTRACT WITH THE LOWEST RESPONSIVE AND RESPONSIBLE BIDDER FOR WELL FIELD IMPROVEMENTS Sponsors: Dildine Clerk of Council Ross read by title Ordinance 15-078. A motion was made by Council Member Cleary, seconded by Council Member Dildine, to suspend the rules as to the three readings. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey A motion was made by Council Member Hutson, seconded by Council Member Cleary, to adopt. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey ORD. 15-079 AN ORDINANCE AUTHORIZING THE ADMINISTRATOR TO ISSUE REQUESTS FOR QUALIFICATIONS AND ENTER INTO A CONTRACT WITH THE MOST DESIRABLE COMPANY OR FIRM, TO ENGINEER, DESIGN, AND ESTIMATE CONSTRUCTION COSTS FOR A FACILITY TO HOUSE THE PARKS MAINTENANCE AND TRANSPORTATION DEPARTMENTS ON THE PROPERTY LOCATED AT 5101 SOUTH HAMILTON ROAD Sponsors: Hilbert Clerk of Council Ross read by title Ordinance 15-079. A motion was made by Council Member Cleary, seconded by Council Member Hilbert, to suspend the rules as to the three readings. The motion carried by the following vote: City of Groveport Page 5 City Council Meeting Minutes December 21, 2015 Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey A motion was made by Council Member Hutson, seconded by Council Member Hilbert, to adopt. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey ORD. 15-082 AN ORDINANCE AUTHORIZING THE MAYOR AND/OR ADMINISTRATOR TO ENTER INTO A CONTRACT WITH KAREN E. SHEFFER TO SERVE AS MAGISTRATE FOR THE CITY OF GROVEPORT, AND THE DECLARATION OF AN EMERGENCY Sponsors: Hilbert Law Director Shannon requested Council to consider making a motion to suspend the rules as to the three readings and the effective date. Staff would like to have the new contract in place as soon as possible so our Magistrate can take the bench before the first session of Mayor's Court in January 2016. The contract has not changed, it is exactly the same as the last contract from two years ago. Clerk of Council Ross read by title Ordinance 15-082. A motion was made by Council Member Hilbert, seconded by Council Member Dildine, to suspend the rules as to the three readings and the effective date. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey A motion was made by Council Member Dildine, seconded by Council Member Hilbert, to adopt as emergency legislation. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey ORD. 15-083 AN ORDINANCE AUTHORIZING THE ESTABLISHMENT OF THE COLUMBUS WATER MAINTENANCE FUND Sponsors: Rarey Law Director Shannon advised Council this Ordinance can be considered an appropriation ordinance because it is a creation of a fund. Therefore, it will go into effect tonight by Council making a motion to suspend the rules as to the three readings. City of Groveport Page 6 City Council Meeting Minutes December 21, 2015 Clerk of Council Ross read by title Ordinance 15-083. A motion was made by Council Member Cleary, seconded by Council Member Dildine, to suspend the rules as to the three readings. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey A motion was made by Council Member Dildine, seconded by Council Member Hutson, to adopt. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey RES. 15-007 A RESOLUTION AUTHORIZING THE ADMINISTRATOR TO EXECUTE A MASTER LEASE AGREEMENT WITH HUNTINGTON PUBLIC CAPITAL CORPORATION Sponsors: Dildine Administrator Hall stated this Resolution is for the lease for all the purchases from the 2016 appropriations. Clerk of Council Ross read by title Resolution 15-007. A motion was made by Council Member Hilbert, seconded by Council Member Hutson, to suspend the rules as to the three readings. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey A motion was made by Council Member Hilbert, seconded by Council Member Hutson, to adopt. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey C. 1st Readings ORD. 15-085 AN ORDINANCE AMENDING ORDINANCE NO. 14-048 (ADOPTED 11/10/2014), THE ANNUAL APPROPRIATION ORDINANCE OF THE CITY OF GROVEPORT, OHIO, FOR THE CALENDAR YEAR 2015 AND FURTHER AMENDING ORDINANCE NO. 15-006 (ADOPTED 02/23/2015), AND ORDINANCE NO. 15-037 (ADOPTED 07/13/2015), ORDINANCE NO. 15-047 (ADOPTED 07/27/2015),WHICH AMENDED THE SAME City of Groveport Page 7 City Council Meeting Minutes December 21, 2015 Sponsors: Hutson Attachments: ORD. 15-085 Exhibit A.pdf Finance Director Jeff Green stated this is the City's final year end cleanup for the 2015 budget. Revenue was higher than expected in several categories so the appropriations need to be increased to balance the budget. Clerk of Council Ross read by title Ordinance 15-085. A motion was made by Council Member Hilbert, seconded by Council Member Dildine, to suspend the rules as to the three readings. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey A motion was made by Council Member Hilbert, seconded by Council Member Hutson, to adopt. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey ORD. 15-086 AN ORDINANCE AUTHORIZING THE ADMINISTRATOR TO APPLY FOR AND ACCEPT A GRANT FROM THE MID-OHIO REGIONAL PLANNING COMMISSION FOR THE COLUMBUS URBANIZED AREA FEDERAL TRANSIT ADMINISTRATION (FTA) FUNDING FROM THE ENHANCED MOBILITY FOR OLDER ADULTS AND INDIVIDUALS WITH DISABILITIES PROGRAM (SECTION 5310), AND FURTHER AUTHORIZING THE ADMINISTRATOR TO EXECUTE ANY AGREEMENTS NECESSARY TO RECEIVE SAID GRANT FUNDING, AND THE DECLARATION OF AN EMERGENCY Sponsors: Hilbert Administrator Hall explained that the Mid-Ohio Regional Planning Commission (MORPC) now administers these funds in lieu of the Ohio Department of Transportation (ODOT). This grant is for the purchase of senior transportation vehicles. The State will pay 80% with the City paying the remaining 20% on vehicles and the State will also fund 50% of the City's operating costs for its senior transportation program. Clerk of Council Ross read by title Ordinance 15-086. 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. The motion carried by the City of Groveport Page 8 City Council Meeting Minutes December 21, 2015 following vote: Yes: 5 - Cleary, Dildine, 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: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey ORD. 15-087 AN ORDINANCE APPROVING THE CITY OF GROVEPORT'S FINAL PLAT FOR WIRT ROAD Sponsors: Dildine Attachments: #2015-14 Final Plat - 0 Wirt Rd - Application Exhibit A.pdf #2015-14 Statement of Justification - 0 Wirt Rd Exhibit B.pdf #2015-14 Plans - Wirt Rd Exhibit C.pdf This Ordinance was referred to the Planning & Zoning Commission. ORD. 15-088 AN ORDINANCE AMENDING ORDINANCE 15-048 AND AUTHORIZING THE FINANCE DEPARTMENT TO TRANSFER FINAL CASH FUND BALANCES FROM THE GENERAL FUND TO VARIOUS OPERATING, PROPRIETARY AND SPECIAL REVENUE FUNDS OF THE CITY OF GROVEPORT Sponsors: Cleary Attachments: ORD. 15-088 Exhibit A.pdf Clerk of Council Ross read by title Ordinance No. 15-088. A motion was made by Council Member Cleary, seconded by Council Member Hilbert, to suspend the rules as to the three readings. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey A motion was made by Council Member Hilbert, seconded by Council Member Hutson, to adopt. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey 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 City of Groveport Page 9 City Council Meeting Minutes December 21, 2015 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) AND THE DECLARATION OF AN EMERGENCY 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 Law Director Shannon requested Council to consider making a motion for reconsideration as it relates to Ordinance 15-055. An Ordinance amending the zoning map as to approximately 41.413 acres, more or less, of the following track 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). Law Director Shannon read by title Ordinance No. 15-055. A motion was made by Council Member Hilbert, seconded by Council Member Cleary, to reconsider. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey Law Director Shannon explained this Ordinance received a favorable recommendation from the Planning & Zoning Commission. Council had passed a motion to amend Section 2. to include the ten (10) conditions recommended by the Planning & Zoning Commission and the City Engineer as it relates to the site. However, probably the most important condition was not set out as a condition in Section 2. and reads as such: "That the zoning map shall be amended to reflect Section 1 above, provided that petitioner, VanTrust Real Estate, LLC, conforms with the requirements of the Franklin County Engineer with respect to access, egress and ingress along Rohr Road, and, further, provided all of the following conditions set forth and recommended by the Planning & Zoning Commission are satisfied:". Staff was concerned about having the Franklin County Engineer determine for the developer exactly what the requirements were going to be for egress and ingress. The reason for the concern is because there is another development going in for Obetz and the County was withholding basically any type of decision as it relates to their requirements on Rohr Road. The Planning & Zoning Commission had postponed this matter a couple of times waiting for a recommendation from the engineers. City staff concluded is wasn't right to hold Groveport's developer hostage waiting for the County to get back with Groveport with their recommendations. City staff felt comfortable with allowing Groveport's City Engineer to make the decisions as it related to egress and ingress along Rohr Road. That condition should have been modified in Section 2. to read "City Engineer" opposed to "Franklin County Engineer". Mr. Shannon requested Council to consider amending the Ordinance to reflect in Section 2. that Groveport's City Engineer will determine the requirements for egress and ingress along City of Groveport Page 10 City Council Meeting Minutes December 21, 2015 Rohr Road. Law Director Shannon requested Council to consider making a motion to amend the title of the Ordinance by adding "AND THE DECLARATION OF AN EMERGENCY”, in Section 2. by deleting "Franklin County Engineer" and inserting "City of Groveport Engineer", and in Section 3. delete the original clause and insert the following clause: "That this Ordinance be deemed an emergency measure necessary for the preservation of the health, safety and general welfare of the community to the extent that this newly amended legislation must be enacted in a timely fashion for it to go into effect as nearly as possible to the date intended by Council, that it go into effect December 23, 2015. Wherefore, this Ordinance shall take effect after its passage by Council and signature of the Mayor.". A motion was made by Council Member Dildine, seconded by Council Member Rarey, to amend the title of the Ordinance by adding "AND THE DECLARATION OF AN EMERGENCY” and in Section 2. by deleting "Franklin County Engineer" and inserting "City of Groveport Engineer" and in Section 3. delete the original clause and insert emergency language. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey A motion was made by Council Member Cleary, 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: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey A motion was made by Council Member Dildine, seconded by Council Member Hutson, to adopt as emergency legislation. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey VIII. Reports A. Mayor - Lance Westcamp Mayor Lance Westcamp recommended the appointment of six members to the Apple Butter Day Committee. Steven Thompson, Carla Cramer, Ed Dildine, Jan Stoots, Patty Storts and Elizabeth Safier. A motion was made by Council Member Hutson, seconded by Council Member Hilbert, to appoint Steven Thompson, Carla Cramer, Ed Dildine, Jan Stoots, Patty Storts and City of Groveport Page 11 City Council Meeting Minutes December 21, 2015 Elizabeth Safier to the Apple Butter Day Committee. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey Mayor Westcamp recommended the appointment of three members to the Cemetery Committee. Shawn Cleary, as Council Representative; Jan Stoots as Community Member; and Suzie Price as Community Member. A motion was made by Council Member Dildine, seconded by Council Member Hutson, to appoint Shawn Cleary, as Council Representative; Jan Stoots as Community Member; and Suzie Price as Community Member to the Cemetery Committee. The motion carried by the following vote: Abstain: 1 - Rarey Yes: 4 - Cleary, Dildine, Hilbert and Hutson Mayor Westcamp recommended the appointment of Jan Stoots to the Board of Zoning Appeals. A motion was made by Council Member Hutson, seconded by Council Member Dildine, to appoint Jan Stoots to the Board of Zoning Appeals. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey Mayor Westcamp recommended the appointment of Greg Keller to the Board of Zoning Appeals. Mr. Keller will replace Dave Gale whose term expires December 31, 2015. A motion was made by Council Member Dildine, seconded by Council Member Hilbert, to appoint Greg Keller to the Board of Zoning Appeals. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey City of Groveport Page 12 City Council Meeting Minutes December 21, 2015 Law Director Shannon explained the Personnel Board of Review is essentially the City of Groveport's Civil Service Commission. When Groveport became a city it was required that Groveport have appointments to City positions through the creation of classified and/or unclassified service. Groveport was also required to have a Personnel Code of Policies and Procedures enacted, which covered and governed all of the employees in the City of Groveport, with the exception of the employees governed by a collective bargaining agreement. There had to be a final personnel board of review established under Ohio law, in the event an employee felt aggrieved by any type of situation or practice through the chain of command, supervision, etc. Ultimately, that board can pass upon the decision of the Administrator with respect to the non-uniformed personnel and the decision of the Mayor with respect to the police officers. The board of three makes a decision and if the decision is appealed, it must be reviewed by the Franklin County Court of Common Pleas. Mayor Westcamp recommended the appointment of Scott Clinger to the Personnel Board of Review for a term of one (1) year to expire December 31, 2016. A motion was made by Council Member Dildine, seconded by Council Member Cleary, to appoint Scott Clinger to the Personnel Board of Review for a term of one (1) year to expire Decemeber 31, 2016. The motion carried by the following vote: Yes: 5 - Hilbert, Hutson, Rarey, Cleary and Dildine Mayor Westcamp recommended the appointment of Jack Rupp to the Personnel Board of Review for a term of two (2) years to expire December 31, 2017. A motion was made by Council Member Dildine, seconded by Council Member Hilbert, to appoint Jack Rupp to the Personnel Board of Review for a term of two (2) years to expire December 31, 2017. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey Mayor Westcamp recommended the appointment of Sheilah Flad to the Personnel Board of Review for a term of three (3) years to expire December 31, 2018. City of Groveport Page 13 City Council Meeting Minutes December 21, 2015 A motion was made by Council Member Hutson, seconded by Council Member Dildine, to appoint Sheilah Flad to the Personnel Board of Review for a term of three (3) years to expire December 31, 2018. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey Mayor Westcamp recommended the appointment of six (6) members to the Records Commission. Administrator Marsha Hall, as Chair Person; himself, as Mayor; Kevin Shannon, as Law Director; Jeff Green, as Finance Director; Jean Ann Hilbert, as Council Representative and Clerk of Council, Ruthanne Ross. A motion was made by Council Member Dildine, seconded by Council Member Hutson, to appoint six (6) members to the Records Commission. Administrator Marsha Hall, as Chair Person; himself, as Mayor; Kevin Shannon, as Law Director; Jeff Green, as Finance Director; Jean Ann Hilbert, as Council Representative and Clerk of Council, Ruthanne Ross. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey Mayor Westcamp recommended the appointment of Bruce Boyer to the Planning & Zoning Commission. A motion was made by Council Member Hutson, seconded by Council Member Dildine, to appoint Bruce Boyer to the Planning & Zoning Commission. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey Mayor Westcamp recommended the appointment of Brent Fridley to the Planning & Zoning Commission. A motion was made by Council Member Dildine, seconded by Council Member Hutson, to appoint Brent Fridley to the Planning & Zoning Commission. The motion carried by the following vote: City of Groveport Page 14 City Council Meeting Minutes December 21, 2015 Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey Mayor Westcamp opened the floor to nominations from Council for the Council Representative member on the Planning & Zoning Commission. Council Member Dildine nominated Council Member Rebecca Hutson. There were no others nominations. A motion was made to close the nominations and appoint Council Member Hutson to the Planning and Zoning Commission. A motion was made by Council Member Cleary, seconded by Council Member Dildine, to close the nominations and appoint Council Member Hutson to the Planning and Zoning Commission. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey Mayor Westcamp commented on an article in the farming magazine Country Journal. The magazine shows Brett Cuthbert on its front cover and features an article on the poinsettias and the Cuthbert Greenhouse. They have been a part of the community for many years. Mayor Westcamp wished everyone a Merry Christmas and a very Happy New Year. He thanked Council and Administration for a fabulous 2015. B. Administrator - Marsha Hall Administrator Marsha Hall stated for clarification for those in the audience that a number of the Ordinances on the agenda for second readings don't normally go through Council as fast as they did tonight. All are either purchases or programs the City will have in 2016 and have been included in the budget. Ms. Hall wished everyone a Merry Christmas. #273-2015 Adm Report to Council - Dec 21 Attachments: Adm Report to Council - Dec 21.pdf C. Chief of Police - Ralph Portier Chief of Police Ralph Portier thanked the Mayor and Council for everything they have done for the Police Department. Groveport is a great place to work. The Chief reported the police awards night will be held February 3, 2016. Details of time and location are yet to be City of Groveport Page 15 City Council Meeting Minutes December 21, 2015 determined. He wished everyone a Merry Christmas. D. Director of Finance - Jeff Green Director of Finance Jeff Green reported the City got an early Christmas present last week when Groveport received a Certificate of Achievement for Excellence in Financial Reporting from the GFOA (Government Finance Officers Association) of the United States. 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 Hutson thanked everyone for a wonderful year and wished all a Merry Christmas and happy Holidays. Council Member Dildine addressed Mr. Shannon regarding the upcoming Fiesta Bowl on January 1, 2016; if Ohio State wins Mr. Shannon needs to wear an Ohio State shirt to a Council meeting and if Notre Dame happens to win Mr. Dildine will wear a Notre Dame shirt to a Council meeting. He commented the City had a fantastic 2015 and he looks forward to an even better 2016. He wished everyone a Merry Christmas and a Happy New Year. Council Member Cleary commented it has been a great year and with the mild weather the City has saved on salt. He gave credit to the road crew for their continued services to the community. Council Member Hilbert thanked staff for a very nice year and wished everyone a Merry Christmas. G. Clerk of Council - Ruthanne Sargus Ross Clerk of Council Ruthanne Sargus Ross requested Council consider making a motion to approve the 2016 Council Meeting Schedule. A corrected schedule had been emailed to Council prior to tonight's meeting. A motion was made by Council Member Dildine, seconded by Council Member Hutson, to approve the 2016 City Council Meeting Schedule. All in favor stated AYE, None Opposed. Motion passed. H. Standing Committees None. City of Groveport Page 16 City Council Meeting Minutes December 21, 2015 IX. Other Business Executive Session Law Director Shannon requested Council to consider making a motion to go into Executive Session pursuant to Ohio Revised Code Section 121.22 (G)(1) for the purpose of considering the appointment of a public official and with respect to economic development under subsection (8) of Section 121.22(G); to include all Members of Council, the Mayor, the Administrator, the Finance Director and the Law Director for the economic development matter. For the matter of considering the appointment of a public official to include all Members of Council, the Administrator and the Law Director. A motion was made by Council Member Cleary, seconded by Council Member Dildine, to go into Executive Session at 7:25 p.m. pursuant to Ohio Revised Code Section 121.22 (G) for the purpose of considering the appointment of a public official and with respect to economic development subsection (8) of Section 121.22(G). To include all members of Council, the Mayor, the Administrator, the Finance Director and the Law Director for the economic development matter. For the matter of considering the appointment of a public official to include all members of Council, the Administrator and the Law Director. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey Executive Session A motion was made by Council Member Hilbert, seconded by Council Member Dildine, to come out of Executive Session at 8:06 p.m. with no action taken. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey Law Director Shannon advised Mayor Westcamp a Member of Council would like to make a motion as it relates to Donna Drury's resignation. City of Groveport Page 17 City Council Meeting Minutes December 21, 2015 A motion was made by Council Member Cleary, seconded by Council Member Hutson, to accept the resignation of Council Member Donna Drury effective December 15, 2015. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey Law Director Shannon advised Mayor Westcamp a Member of Council would like to make a motion to hold a Special Meeting of Council on January 5, 2016 at 5:30 p.m. where an Executive Session will be conducted to discuss the appointment of a public official. To include the Members of Council, the community and whoever it is deemed appropriate that night. A motion was made by Council Member Cleary, seconded by Council Member Hutson, to hold a Special Meeting of Council on January 5, 2016 at 5:30 p.m. where an Executive Session will be conducted to discuss the appointment of a public official. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey X. Adjournment Council Member Cleary made a motion, seconded by Council Member Hilbert to adjourn at 8:08 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 18