City Council

City of Groveport 655 Blacklick St. Groveport, OH 43125 614.830.2052 www.groveport.org . Meeting Minutes Monday, November 9, 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 November 9, 2020 I. Call to Order by Mayor Lance Westcamp at 6:31 p.m. Staff Present: BJ King - Administrator, Kevin Shannon - Law Director, Jason Carr - Director of Finance, Casey Adams - Acting Chief of Police, Jeff Green - Assistant Administrator / Development Director 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 Acting Chief Adams led the Pledge of Allegiance. IV. Roll Call Present: 6 - Shawn M. Cleary, Edward Dildine, Chad T. Grashel, Jean Ann Hilbert, Becky Hutson, and Scott Lockett V. Approval of Minutes - October 26, 2020 Approved as submitted. #220-2020 City Council Minutes 10.26.2020 Attachments: City Council Minutes 10.26.2020.pdf VI. Business of Guests None. VII. Ordinances and Resolutions A. 3rd Readings Ord. 2020-016 AN ORDINANCE AMENDING THE CITY'S COMPENSATION PLAN ESTABLISHED IN ORDINANCE 2012-010 (ADOPTED 5-9-2012) AND ORDINANCE 2017-002 (ADOPTED 1-23-2017), WHICH AMENDED THE SAME, THEREBY AMENDING THE CURRENT PAY SCALE FOR EMPLOYEES OF THE CITY OF GROVEPORT Sponsors: Grashel City of Groveport Page 1 City Council Meeting Minutes November 9, 2020 Attachments: Ord. 2020-016 Exhibit A.pdf Law Director Kevin Shannon advised Council that staff has requested Council to consider making a motion to postpone this Ordinance indefinitely. Clerk of Council Ross read by title Ordinance No. 2020-016. A motion was made by Council Member Grashel, seconded by Council Member Dildine, to postpone indefinitely. The motion carried by the following vote: Yes: 6- Cleary, Dildine, Grashel, Hilbert, Hutson and Lockett Ord. 2020-017 AN ORDINANCE AMENDING THE PAY SCALE Sponsors: Hutson Attachments: Ord. 2020-017 Exhibit A.pdf Law Director Kevin Shannon advised Council that staff has requested Council to consider making a motion to postpone this Ordinance indefinitely. Clerk of Council Ross read by title Ordinance No. 2020-017. A motion was made by Council Member Hutson, seconded by Council Member Cleary, to postpone indefinitely. The motion carried by the following vote: Yes: 6- Cleary, Dildine, Grashel, Hilbert, Hutson and Lockett Ord. 2020-019 AN ORDINANCE SETTING THE ANNUAL COST OF LIVING ADJUSTMENT FOR THE COMPENSATION OF THE EMPLOYEES OF THE CITY OF GROVEPORT Sponsors: Hilbert Clerk of Council Ross read by title Ordinance No. 2020-019. A motion was made by Council Member Hilbert, seconded by Council Member Dildine, to adopt. The motion carried by the following vote: Yes: 6- Cleary, Dildine, Grashel, Hilbert, Hutson and Lockett Ord. 2020-036 AN ORDINANCE ADOPTING THE ANNUAL APPROPRIATION ORDINANCE OF THE CITY OF GROVEPORT, OHIO, FOR THE CALENDAR YEAR 2021 Sponsors: Hilbert Attachments: Ord. 2020-036 Exhibit A.pdf Clerk of Council Ross read by title Ordinance No. 2020-036. A motion was made by Council Member Hilbert, seconded by Council Member Dildine, to adopt. City of Groveport Page 2 City Council Meeting Minutes November 9, 2020 The motion carried by the following vote: Yes: 6- Cleary, Dildine, Grashel, Hilbert, Hutson and Lockett Ord. 2020-037 AN ORDINANCE AMENDING ORDINANCE NO. 15-007 (ADOPTED 02/23/2015), PART ONE - ADMINISTRATIVE CODE, TITLE NINE - TAXATION, OF THE CODIFIED ORDINANCES OF THE CITY OF GROVEPORT BY AMENDING CHAPTER 181 - INCOME TAX, SECTION 181.15 - ALLOCATION OF FUNDS AND FURTHER AMENDING ORDINANCE NO. 16-049 (ADOPTED 11/28/2016) WHICH AMENDED THE SAME Sponsors: Hutson Clerk of Council Ross read by title Ordinance No. 2020-037. A motion was made by Council Member Hutson, seconded by Council Member Cleary, to adopt. The motion carried by the following vote: Yes: 6- Cleary, Dildine, Grashel, Hilbert, Hutson and Lockett Ord. 2020-038 AN ORDINANCE AUTHORIZING THE ESTABLISHMENT OF THE RAREY'S PORT BUILDING CONSTRUCTION FUND AND THE WERT'S GROVE BUILDING CONSTRUCTION FUND Sponsors: Lockett Clerk of Council Ross read by title Ordinance No. 2020-038. A motion was made by Council Member Lockett, seconded by Council Member Hilbert, to adopt. The motion carried by the following vote: Yes: 6- Cleary, Dildine, Grashel, Hilbert, Hutson and Lockett Ord. 2020-039 AN ORDINANCE AUTHORIZING PARTICIPATION IN THE ODOT WINTER CONTRACT (018-21) FOR ROAD SALT THEREBY WAIVING COMPETITIVE BIDDING PURSUANT TO GROVEPORT CITY CHARTER SECTION 9.02(B) Sponsors: Cleary Clerk of Council Ross read by title Ordinance No. 2020-039. A motion was made by Council Member Cleary, seconded by Council Member Dildine, to adopt. The motion carried by the following vote: Yes: 6- Cleary, Dildine, Grashel, Hilbert, Hutson and Lockett B. 2nd Readings Ord. 2020-043 AN ORDINANCE AUTHORIZING A CONTRACT FOR THE PROVISION City of Groveport Page 3 City Council Meeting Minutes November 9, 2020 OF HEALTH SERVICES WITH THE DISTRICT ADVISORY COUNCIL OF THE FRANKLIN COUNTY GENERAL HEALTH DISTRICT Sponsors: Hutson Clerk of Council Ross read by title Ordinance No. 2020-043. C. 1st Readings Ord. 2020-044 AN ORDINANCE AUTHORIZING THE ADMINISTRATOR TO APPLY FOR AND ACCEPT A GRANT FROM THE FRANKLIN COUNTY COMMISSION ON AGING SENIOR OPTIONS GRANT PROGRAM FOR THE SENIOR TRANSPORTATION PROGRAM, AND FURTHER AUTHORIZING THE ADMINISTRATOR TO EXECUTE ANY AGREEMENT NECESSARY TO RECEIVE SAID GRANT FUNDING AND THE DECLARATION OF AN EMERGENCY Sponsors: Lockett Law Director Kevin Shannon advised that staff had requested Council to consider making a motion to suspend the rules as to the three readings and the effective date so the City can obtain a timely process as it relates to this grant acceptance and administration. Clerk of Council Ross read by title Ordinance No. 2020-044. A motion was made by Council Member Lockett, seconded by Council Member Grashel, 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 Lockett, seconded by Council Member Hutson, to adopt as emergency legislation. The motion carried by the following vote: Yes: 6- Cleary, Dildine, Grashel, Hilbert, Hutson and Lockett Ord. 2020-045 AN ORDINANCE AUTHORIZING THE ADMINISTRATOR TO ENTER INTO A DEVELOPMENT AND INCENTIVE AGREEMENT WITH TRI-TECH LABORATORIES, LLC PURSUANT TO O.R.C. SECTION 718.15 AS AUTHORIZED BY ARTICLE VIII, SECTION 13 OF THE OHIO CONSTITUTION, AND THE DECLARATION OF AN EMERGENCY Sponsors: Cleary Law Director Kevin Shannon advised Council that staff is seeking suspending the rules as to the three readings and effective date. This process involves certain time frames as far as State deadlines with City of Groveport Page 4 City Council Meeting Minutes November 9, 2020 respect to funding for the entire project. Clerk of Council Ross read by title Ordinance No. 2020-045. A motion was made by Council Member Cleary, 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: 6- Cleary, Dildine, Grashel, Hilbert, Hutson and Lockett A motion was made by Council Member Cleary, seconded by Council Member Hutson, to adopt as emergency legislation. The motion carried by the following vote: Yes: 6- Cleary, Dildine, Grashel, Hilbert, Hutson and Lockett Ord. 2020-046 AN ORDINANCE AUTHORIZING THE ADMINISTRATOR TO ENTER INTO A LEASE AGREEMENT WITH HUNTINGTON PUBLIC CAPITAL CORPORATION TO FINANCE THE PURCHASE OF TWO (2) SCAG MOWERS FOR THE PARKS DEPARTMENT Sponsors: Dildine Clerk of Council Ross read by title Ordinance No. 2020-046. This Ordinance was referred to the Committee of the Whole. Ord. 2020-047 AN ORDINANCE AUTHORIZING THE ADMINISTRATOR TO ENTER INTO A LEASE AGREEMENT WITH HUNTINGTON PUBLIC CAPITAL CORPORATION TO FINANCE THE PURCHASE OF TWO (2) POLICE CRUISERS, INCLUDING ANCILLARY EQUIPMENT FOR THE POLICE DEPARTMENT Sponsors: Hilbert Clerk of Council Ross read by title Ordinance No. 2020-047. This Ordinance was referred to the Committee of the Whole. Ord. 2020-048 AN ORDINANCE AUTHORIZING THE ADMINISTRATOR TO ENTER INTO A LEASE AGREEMENT WITH AXON ENTERPRISE INC TO FINANCE THE PURCHASE OF REPLACEMENT TASERS FOR THE POLICE DEPARTMENT Sponsors: Hutson Clerk of Council Ross read by title Ordinance No. 2020-048. This Ordinance was referred to the Committee of the Whole. Ord. 2020-049 AN ORDINANCE ACCEPTING AND DEDICATING AS A PUBLIC INFRASTRUCTURE THE PUBLIC IMPROVEMENTS IN CONJUNCTION WITH HICKORY GROVE SECTION 3A City of Groveport Page 5 City Council Meeting Minutes November 9, 2020 Sponsors: Lockett Clerk of Council Ross read by title Ordinance No. 2020-049. This Ordinance was referred to the Committee of the Whole. Res. 2020-007 A RESOLUTION AUTHORIZING THE ADMINISTRATOR TO EXECUTE A MASTER LEASE AGREEMENT WITH HUNTINGTON PUBLIC CAPITAL CORPORATION Sponsors: Grashel Clerk of Council Ross read by title Resolution No. 2020-007. This Resolution was referred to the Committee of the Whole. VIII. Reports A. Mayor - Lance Westcamp Mayor Lance Westcamp reminded everyone the Veterans Day Ceremony will be on Wednesday, November 11, 2020 at 10:00 a.m. The ceremony used to start at 4:00 p.m. but this year the City will be shutting down Main Street both ways for an hour. Mr. Cleary will be reading the names of the new bricks in Warren Motts place since Mr. Motts will be the guest speaker. The event will be live streamed on the City's Facebook page. B. Administrator - BJ King Administrator BJ King thanked Council for supporting the 2021 budget tonight. He thanked all the staff who worked on the budget. Administration requested that Council consider making a motion to authorize the payout of up to 40 hours of vacation time that exceeds the permitted carryover amount. Any vacation payouts will occur based on status of vacation accruals with the pay period ending December 9, 2020. A motion was made by Council Member Hilbert, seconded by Council Member Hutson, to authorize the payout of up to 40 hours of vacation time that exceeds the permitted carryover amount. Any vacation payouts will occur based on status of vacation accruals with the pay period ending December 9, 2020. The motion carried by the following vote: Yes: 6- Cleary, Dildine, Grashel, Hilbert, Hutson and Lockett City of Groveport Page 6 City Council Meeting Minutes November 9, 2020 Administration requested that Council consider making a motion authorizing the carry-over of up to 80 hours of vacation time, after considering the payout of 40 hours of vacation, in excess of amount permitted to be carried over per the City of Groveport’s Personnel Policy. Any hour of vacation, in excess of the permitted amount, that is carried over must be used by June 30, 2021. A motion was made by Council Member Hilbert, seconded by Council Member Dildine, authorizing the carry-over of up to 80 hours of vacation time, after considering the payout of 40 hours of vacation, in excess of amount permitted to be carried over per the City of Groveport’s Personnel Policy. Any hour of vacation, in excess of the permitted amount, that is carried over must be used by June 30, 2021. The motion carried by the following vote: Yes: 6- Cleary, Dildine, Grashel, Hilbert, Hutson and Lockett #221-2020 Admin report to Council November 9 2020 Attachments: Admin report to Council November 9 2020.pdf Emergency Legislation will be on the November 23rd agenda to provide support to extend the virtual meetings deadline. C. Acting Chief of Police - Casey Adams Acting Chief Casey Adams reported the Department received a lot of calls about the Groveport Madison buses being shut down for the next couple of weeks. Officers were at Groveport Elementary today helping out the parents picking up their children to ensure everything was being conducted safely. Beggars’ Night was a success with the time frame. It was a nice day with beautiful weather and no lost kids. He estimated about 1/3 of the usual participants were out that night. Tallman Street and Newport Village were the busy sections. Front Street and Main Street were very light. The participants were very young kids and upper middle school and high school kids. The Halloween parade for Groveport Elementary was done the first time following the original route but the streets were busy with all the traffic being pushed toward Groveport because of the Alum Creek Drive construction. The second parade used a route to the south and went very well using the sidewalk former Councilman Ed Rarey proposed years ago. With the Mayor’s support the Department posted a detective’s position to add another detective to the Department. Interviews were conducted last week with two applicants. Officer Josh Gilbert was selected as the new detective. Both current detectives are nearing twenty years and are coming close to their minimum times. This gives the seasoned detectives five or more years to train a new detective for the Bureau. This is an internal move, the Department has already added three officers over this year. City of Groveport Page 7 City Council Meeting Minutes November 9, 2020 D. Director of Finance - Jason Carr Finance Director Jason Carr reported that a list of delinquent stormwater accounts was submitted on November 6, 2020 that will be assessed on the 2020 tax duplicates. The delinquent stormwater accounts will be the first settlement of 2021. The City joined the Regional Income Tax Agency (RITA) on January 1, 2019. RITA acts as the City’s collection agent but it also is its enforcement agent as well. RITA has identified 1,471 accounts that have not filed a mandatory City income tax return for the calendar year 2019. RITA is requesting from the City’s Administration authorization approving the mailing of those letters as part of the RITA’s Subpoena Program. The standard verbiage on this letter “FAILURE TO RESPOND TO THIS NOTICE MAY RESULT IN THE ISSUE OF A SUBPOENA OR A TAX LIABILITY FINDING BASED ON INFORMATION SUPPLIED BY THE IRS.” may be misconstrued as to what the word subpoena means. This letter is RITA’s way of requesting verification as to whether that resident had any taxable income. Pending any concerns from City Council, Administration is planning to move forward with this program. The word regarding this program will be pushed out through local news media, the City’s social media accounts and the City website. Mr. King agreed with Mr. Carr that the emotional responses that getting a letter that says subpoena can generate from people when they receive it are significant. This annual program is what RITA uses for delinquent accounts trying to get people caught up. The program is important because with the rate of interest and late penalties, an outstanding balance of income tax due can end up being more than the original tax liability. It is important to get the word out so people can avoid those late fees and interest that can easily become a hole people get into. The number of 1,471 may be high because of RITA having addresses on the list that are not in Groveport proper and there may be many seniors and other people who didn’t understand the mandatory filing of an income tax return for the very first time in the City of Groveport. #222-2020 FIN Council Report Attachments: Finance_Director_Report_11_09_2020.pdf E. Director of Law - Kevin Shannon Nothing further to report. City of Groveport Page 8 City Council Meeting Minutes November 9, 2020 F. Asst. Admin. / Development Dir. - Jeff Green Assistant Administrator / Development Director Jeff Green pointed out to Council the newly installed cameras in the Council Chambers. The cameras are for the Zoom meetings and for live streaming City Council meetings. The company will finish the configuration of the system tomorrow. The cameras will give a much higher quality video. The audio won't be upgraded at this time. The City just replaced the microphones and eventually may upgrade to a digital sound system. Lapel mikes have been considered for certain people like Kevin Shannon because he tends to turn away from his mike toward the Mayor and Council when he speaks. He already speaks low and there are times when it is difficult for Ruthanne to hear what he is saying. G. Council Members - Jean Ann Hilbert, Ed Dildine, Shawn Cleary, Becky Hutson, Scott Lockett and Chad Grashel Council Member Cleary mentioned he was looking forward to the Veterans Day ceremony and he is honored to be reading the names of the new brick honorees. H. Clerk of Council - Ruthanne Sargus Ross Nothing to report. I. Standing Committees Trees & Decorations Committee: Council Member Dildine reported a Trees & Decorations Committee meeting was held today to approve the dates for 2021 and approve tree replacement matters that needed to go before the Committee to be done. Also, to approve the purchase of Christmas trees for Main Street and the signage for historic downtown. IX. Other Business The Cemetery Committee only held two of its required four meetings in 2020 due to the COVID-19 pandemic. The matter of a motion to suspend the two meetings until next year will be discussed at next week’s meeting. X. Adjournment A motion was made by Council Member Cleary, seconded by Council Member City of Groveport Page 9 City Council Meeting Minutes November 9, 2020 Dildine, to adjourn at 7:09 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 10