City Council

City of Groveport 655 Blacklick St. Groveport, OH 43125 614.830.2052 www.groveport.org . Meeting Minutes Monday, May 11, 2020 6:30 PM Council Chambers City Council Mayor Lance Westcamp Council Members - Jean Ann Hilbert, Ed Dildine, Shawn Cleary, Becky Hutson, Scott Lockett & Chad Grashel City Council Meeting Minutes May 11, 2020 I. Call to Order by Mayor Lance Westcamp at 6:30 p.m. Staff Present: BJ King - Administrator, Kevin Shannon - Law Director, Jason Carr - Director of Finance, Kurt Blevins - Police Captain, Jeff Green - Asst. Admin. / Development Dir. 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 Captain Blevins led the Pledge of Allegiance. IV. Roll Call Council Member Hilbert, Council Member Dildine and Council Member Lockett were present via Zoom. Present: 6 - Shawn M. Cleary, Edward Dildine, Chad T. Grashel, Jean Ann Hilbert, Becky Hutson, and Scott Lockett V. Approval of Minutes - April 27, 2020 Approved as submitted. #089-2020 City Council Minutes 4.27.2020 Attachments: City Council Minutes 4.27.2020.pdf VI. Business of Guests A. Wayne White Wayne White, 475 Elm Street, addressed Council about his concerns regarding the City canceling the 4th of July celebration. He did an impromptu poll on the Facebook group “THE Neighbors of Groveport”. He had 105 responses with 71 voting to keep the celebration the same as usual and 1 to cancel the celebration. The other votes fell to the other options posted. Since it is almost two months away, he would like the City to hold off making the decision until closer to July. He feels people are getting discouraged and they need to have some hope that City of Groveport Page 1 City Council Meeting Minutes May 11, 2020 some things can still go on as usual. If the City has already secured a vendor for the fireworks why not wait closer to July and see what happens. Mr. White added the hot topic of the outdoor pool. He thinks the solution is simple, just open it to Groveport residents only. If Zoombezi Bay and the Columbus Zoo are opening, he thinks the City can figure out a way to open its pool on a safe basis. Mayor Westcamp inquired if any Council Members wanted to comment before he made a statement. Council Member Hilbert emphasized that everyone is feeling the same stress, especially concerning doing what is best for the residents. She asks that residents just hang with the City officials while they try to make decisions that will please residents but keep them safe as well. Council Member Dildine added that the City doesn’t know what additional restrictions the State will place on pools, recreation centers, etc. Opening the pool and holding regular 4th of July events will be based on recommendations or guidelines the Governor puts in place. Council Member Lockett was surprised at the low number of votes to keep the 4th of July as usual. Everyone wants things to get back to normal. The 4th of July Committee started meeting back in September and it’s tough to turn these events on a dime. It is a hard decision to make and the City does what is permitted and what is recommended. It is a tough decision for the Mayor to have to make. Mayor Westcamp and Administrator BJ King had been contemplating this decision for the last three or four weeks. When the City of Columbus canceled “Red, White and Boom”, Mayor Westcamp felt the City had no choice. Administration looked at other communities: Gahanna, Reynoldsburg, Dublin, Bexley, all had canceled their fireworks. The only difference between those communities and Groveport is Groveport has another date to display fireworks. Mayor Westcamp read the press release. After careful consideration, the City of Groveport has cancelled all events related to the 2020 July 4th celebration. This decision was made due to the uncertainty caused by the ongoing Covid-19 pandemic. The health and safety of our residents is a top priority and we are all doing our part to slow the spread of Covid-19 by adhering to social distancing practices. Mayor Westcamp and the City Council continue to consider all available information when making these difficult decisions. Determinations on other annual events and activities, that have become part of our community, will be based on current information and with the health and safety of our community as our primary concern. We are hopeful to have a fireworks show during our October 10, 2020 Apple Butter Day event. Decisions regarding Apple Butter Day will be made later this year. The City of Groveport looks forward to hosting an even bigger and better event in 2021 and wishes to thank the community and our sponsors for your continued support. This decision was made based on current information and with the City of Groveport Page 2 City Council Meeting Minutes May 11, 2020 health and safety, not just of the community, but that of the City employees, police officers and all the event volunteers. It’s a good idea to have a fallback date of Apple Butter Day for the fireworks. It gives everyone something to look forward to and it’s about giving hope back to the community. No decision has been made on the opening of the outdoor pool. VII. Ordinances and Resolutions A. 3rd Readings None B. 2nd Readings Ord. 2020-020 AN ORDINANCE APPROVING THE FINAL PLAT FOR EBRIGHT ROAD, HICKORY GROVE SECTION 3B, EMH&T APPLICANT, PARCEL NUMBERS 185-001601 AND 185-001602 Sponsors: Lockett Attachments: Ord. 2020-020 Exhibit A.pdf Ord. 2020-020 Exhibit B.pdf Clerk of Council Ross read by title Ordinance No. 2020-020. C. 1st Readings Ord. 2020-023 AN ORDINANCE ESTABLISHING CREDIT/DEBIT CARD CONVENIENCE FEES FOR PAYMENTS RECEIVED BY THE UTILITY AND BUILDING AND ZONING DEPARTMENTS AND THE DECLARATION OF AN EMERGENCY Sponsors: Cleary Finance Director Jason Carr commented that one of the projects the Finance Department had been working on was looking at an analysis of where the City might be able to cover its costs as it relates to certain types of transactions that are entered into. Currently, the City does not assess a fee to cover the cost as it relates to processing credit card or debit card transactions for the Utility, Building & Zoning, Recreation, Golf and Community Affairs departments. This Ordinance only speaks to the Utility and Building & Zoning departments. The convenience fee determined in this Ordinance is not to generate a profit, but to cover the City of Groveport Page 3 City Council Meeting Minutes May 11, 2020 cost related to the transaction. Looking back over the last two years the City has incurred costs of $90,000 related to fees. Whereas, that money could be used for other types of services for our residents and the City as a whole. The purpose of this Ordinance is to recover the costs related to the credit/debit card transaction fees. The need for emergency language is because paperwork has been started to implement the convenience fees in the next couple of weeks so notice can go out in the next billing cycle of July 1st. The other department directors would have to get with their individual software providers for the specific credit/debit cards that the department processes. The Finance Department does not have authorization to contact those vendors. Mr. Shannon added that since the fee schedules for the Recreation and Golf Departments are approved by Council, any increases that the City would have as far as credit/debit card fees would be reflected in those fee schedules. Those two departments would need to work independently and there would be separate legislation for each department. Mr. Carr noted that the transaction fees that have been determined, are not determined by the City. The transaction fees are determined by the credit card processing company, the Finance Department is working with Infintech. Residents will be informed by a letter of the convenience fees and that ACH is a new payment option with no fees assessed. Cash and check will still be payment options. Law Director Kevin Shannon requested Council to consider making a motion to suspend the rules as to the three readings and the effective date. Clerk of Council Ross read by title Ordinance No. 2020-023. A motion was made by Council Member Hilbert, seconded by Council Member Cleary, to suspend the rules as to the three readings and the effective date. The motion carried by the following vote: Yes: 6- Cleary, Dildine, Grashel, Hilbert, Hutson and Lockett A motion was made by Council Member Cleary, seconded by Council Member Hilbert, to adopt as emergency legislation. The motion carried by the following vote: Yes: 6- Cleary, Dildine, Grashel, Hilbert, Hutson and Lockett Res. 2020-001 A RESOLUTION DECLARING THE OFFICIAL INTENT AND REASONABLE EXPECTATION THAT THE CITY OF GROVEPORT WILL FOLLOW THE GUIDELINES ESTABLISHED BY THE U.S. DEPARTMENT OF TREASURER ON HOW CARES ACT FEDERAL AID FUNDS MAY BE SPENT AND THE DECLARATION OF AN EMERGENCY Sponsors: Hutson The purpose of this legislation is that as part of the CARES Act, and City of Groveport Page 4 City Council Meeting Minutes May 11, 2020 some of the other federal government programs, SB310 will allot federal funds to county auditors, who in turn may distribute to local governments based on the local government’s formula that it receive local government funds. The legislation basically states that if the City spends that money it will be in accordance with federal guidelines. The funds are for public safety and public health; things of that nature. A copy of the adopted Resolution has to be submitted to the County Auditor and the Director of Budget and Management for the State of Ohio. The federal treasury has identified certain things governments can spend this money on in the event it receives any funds through this program. Law Director Kevin Shannon requested Council to consider making a motion to suspend the rules as to the three readings and the effective date. Clerk of Council Ross read by title Resolution No. 2020-001. A motion was made by Council Member Hutson, seconded by Council Member Cleary, to suspend the rules as to the three readings and the effective date. The motion carried by the following vote: Yes: 6- Cleary, Dildine, Grashel, Hilbert, Hutson and Lockett A motion was made by Council Member Hutson, seconded by Council Member Dildine, to adopt as emergency legislation. The motion carried by the following vote: Yes: 6- Cleary, Dildine, Grashel, Hilbert, Hutson and Lockett VIII. Reports A. Mayor - Lance Westcamp Mayor Lance Westcamp commented on Sunday’s incident with a Groveport police cruiser getting crushed by a fallen tree during the high winds. The City was very fortunate with the results that the officer was okay and no one was hurt. He thanked Captain Blevins and the police department, Walt Wagner and his crew, and BJ King who was outside talking with the guys this morning. Captain Blevins was out this morning picking up the yellow tape. Mayor Westcamp is very proud of Captain Blevins and the department. He thanked Rick Palsgrove for the nice article in the Southeast Messenger; he appreciated reading it this morning. B. Administrator - BJ King Administrator BJ King requested that Council go over the results of the refuse and recycling consortium bid at the May 18th Committee of the Whole meeting. A representative from SWACO could participate to City of Groveport Page 5 City Council Meeting Minutes May 11, 2020 answer any questions. SWACO would like to have the successful bidder determined in mid to late June. There were comments on the costs coming out higher than Council was expecting. Even if someone chooses the cheapest option there is a significant increase in the quarterly cost. This is not an all or nothing, Council can pick and choose any part(s) of the options. Local Waste Services and Rumpke were the only two submissions. Groveport and Whitehall are the only two communities in this consortium because they were the only communities interested in the recycling options. The larger consortium bids will go out in September. Mr. King suggested doing an online survey for community input on this matter. #090-2020 Admin. report to Council May 11, 2020 Attachments: Admin. report to Council May 11, 2020.pdf C. Chief of Police - Ralph Portier Chief Portier was not present but relayed a statement to be passed onto Council through Captain Blevins. Captain Blevins commented the statement reflects his own sentiment as well. Chief Portier thanked the community for the support and concern for the officer involved in the incident on Front Street. Many communities support their first responders but the residents and our Mayor and City Council have really taken it to a new level. It is very much appreciated, the outpouring and concern you have shown me (Chief Portier) and our department. They really appreciate that and wanted to let them all know. D. Director of Finance - Jason Carr Finance Director Jason Carr informed Council that tomorrow the department will be mailing out letters to our utility residents notifying them of the ACH payment option. It is a one page letter communicating the ACH option and that credit/debit card fees will be a new charge. If individuals choose to make payment by the credit or debit card method, effective July 1st they will be charged the convenience fee. The ACH form is on the back side of the letter. The new Finance Department employee Jason Cooper is very excited to be here and has finally been able to work five days in a row. Jason is picking up things very quickly and will truly be an asset to this City. Mr. Carr is very appreciative and thanked the Mayor for asking. #091-2020 Finance_Director_Report_05_11_2020 City of Groveport Page 6 City Council Meeting Minutes May 11, 2020 Attachments: Finance_Director_Report_05_11_2020.pdf E. Director of Law - Kevin Shannon Nothing further to report. F. Asst. Admin. / Development Dir. - Jeff Green Nothing further to report. G. Council Members - Jean Ann Hilbert, Ed Dildine, Shawn Cleary, Becky Hutson, Scott Lockett and Chad Grashel Council Member Jean Ann Hilbert thanked Council Member Cleary for the reminder about the City recognizing the Groveport Madison Class of 2020 senior valedictorians. Mayor Westcamp is working with Dr. Singh to get the list of valedictorian names and present individual proclamations to the students at the Conferring of Diplomas event on Saturday, May 23, 2020. Mr. King added that the City will display congratulations on the City’s electronic message boards. Council Member Dildine announced that on May 14th a company will provide free sanitizing and disinfecting services to the Madison Township Fire Department’s three firehouses and five medic vehicles. When the City is notified of the safety rules outlined by the State, Council, the Mayor and Administration will consider the feasibility of opening the Aquatic Center outdoor pool. The City is using the Governor’s guidelines to get rid of any restrictions that have been in place. Mr. King assured Council that Administration is in tune with what Governor DeWine is saying and is reacting appropriately. Council Member Cleary was on Front Street on Sunday where the fallen tree incident occurred and noted that there are three more trees just north of the fallen tree on the same side of the street. He thinks the City needs to have an arborist take a look at those trees. Mr. Dildine, Council representative on the Trees & Decorations Committee, commented that the Committee tried to hire an arborist a while back but there was no interest in the part-time position. Mr. Lockett suggested a private company could inspect trees in the City. It is certainly a safety issue, but it is a liability issue as well. Having an expert come out to take a look shows the City is doing its due diligence to make sure the trees are standing as they should be standing. Mr. King concurred with Mr. Lockett that the City could have an arborist company come out and take a look at the trees. He thinks in light of what happened yesterday and to Mr. Cleary’s point, and to the way the trees sit in relation to the houses on Front Street, that Administration will call someone to take a City of Groveport Page 7 City Council Meeting Minutes May 11, 2020 look at the trees. Mr. Dildine wants Parks employees Marc DiGiando and John Detty to be present too for what could be a very teachable moment for them to learn from professionals. H. Clerk of Council - Ruthanne Sargus Ross Nothing further to report. I. Standing Committees Council Member Cleary reported that the Cemetery Committee meeting scheduled for May 6th had been canceled and pushed back 30 days. Council Member Dildine reported that the Trees & Decorations Committee meeting scheduled for May 11h was canceled and was also pushed back 30 days. The Community Improvement Corporation (CIC) will also be rescheduled. IX. Other Business None. X. Adjournment A motion was made by Council Member Hutson, seconded by Council Member Cleary, to adjourn 7:25 p.m. The motion carried by the following vote: Yes: 6- Cleary, Dildine, Grashel, Hilbert, Hutson and Lockett __________________________________________ Lance Westcamp, Mayor __________________________________________ Ruthanne Sargus Ross, CMC 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