City Council

City of Groveport 655 Blacklick St. Groveport, OH 43125 614.830.2052 www.groveport.org . Meeting Minutes Monday, December 18, 2023 6:30 PM Council Chambers City Council Mayor Lance Westcamp Council Members - Jean Ann Hilbert, Ed Dildine, Shawn Cleary, Becky Hutson, Scott Lockett & Jack Rupp City Council Meeting Minutes December 18, 2023 I. Call to Order Mayor Lance Westcamp called the City Council meeting to order at 6:30 p.m. Staff Present: BJ King - Administrator, Kevin Shannon - Law Director, Casey Adams - Chief of Police, Mindy Kay - Clerk of Council 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 Adams led the Pledge of Allegiance. IV. Roll Call Absent: 1 - Jean Ann Hilbert Present: 5 - Shawn M. Cleary, Edward Dildine, Becky Hutson, Scott Lockett, and Jack Rupp A motion was made by Council Member Rupp, seconded by Council Member Lockett, to excuse Council Member Hilbert from tonight's meeting. The motion carried by the following vote: Yes: 5- Cleary, Dildine, Hutson, Lockett and Rupp V. Approval of Minutes The November 27, 2023 City Council Minutes stand approved as submitted. #266-2023 November 27, 2023 City Council Meeting Minutes Attachments: 2023.11.27 City Council Meeting Minutes.pdf VI. Firefighters 4 Kids Council Member Cleary stated that last year we started a tradition of participating in the Firefighters 4 Kids program with retired Madison Township Firefighter John Jones. He explained that unfortunately, Mr. Jones is in the hospital and unable to attend tonight, and went on to thank him for all the time, effort, and heart he put into the program. He City of Groveport Page 1 City Council Meeting Minutes December 18, 2023 said what Mr. Jones does is pretty phenomenal and had even signed up twenty-nine families in one day. He went on to say that he and Council Members Rupp and Hilbert had gone shopping last week for toys with funds donated by Council and staff. It’s hard for families nowadays, as money just doesn’t go that far anymore. He thanked Madison Township Fire Chief Robinson for bringing his staff out to collect the toys in Mr. Jones’s stead. He applauded John Jones for all he does. Council Member Rupp added that he’s sure there is a big void in operations this year with Mr. Jones’s absence. Chief Robinson approached the podium and thanked the Mayor, Council and staff for their generosity and for taking the time to participate in Firefighters 4 Kids. He spoke of John Jones and what he has done for this program and for this community. He got involved in the program over thirty years ago and is still leading the charge. Chief Robinson said Mr. Jones wanted to be here today and appreciates what Groveport has done last year and this year. It is a great tradition and we are thankful to be a part of it. He thanked Council for having the Fire Department staff at tonight’s meeting and for the opportunity to help the community. There are a lot of families out there that are struggling and need the help. A dollar certainly doesn’t go as far as it used to in helping these families and making Christmas a reality. He said he is proud and pleased to say that through Groveport Human Needs, a couple of our firefighters have adopted families as well and have done some shopping. The need is definitely there, and if we can get some more organizations, businesses, and people to participate, we would make the community that much brighter around the holidays. Council member Dildine added that each station adopted a family as well. Station 181 adopted a Groveport family, Station 183 adopted in an unincorporated area, and Station 182 adopted a Canal Winchester family. Chief Robinson expressed his gratitude and excitement for the growth of the program. He thanked the Mayor and Council for their continued support of this program and the Madison Township Fire Department, and wished all a happy and safe holiday. VII. Business of Guests A. Scott Bumgardner Scott Bumgardner addressed Council and said he just wanted to say thanks for permission to put cameras up in his neighborhood. He said it has helped them greatly and that Chief Adams said it is helping the department as well. He then said that he had spoken with Mr. Cleary about possibly getting a light at Dorchester and Bixby, and now there is a light there. He said before you could not see the entrance to the community and it was scary. He had tried to put in some reflectors but City of Groveport Page 2 City Council Meeting Minutes December 18, 2023 people would hit them and break them off. He expressed his appreciation to Mr. Cleary for making the light happen. He said he had also mentioned the shrubs needing trimmed because residents couldn’t see around the corner and it was dangerous. He said it was fixed within days. He expressed his gratitude to Council and wished everyone a happy holiday. Mr. Rupp then thanked Mr. Bumgardner and his community for looking at safety and for taking it upon themselves to want to install those cameras. He said it is very significant. Mr. Cleary asked what kind of contract they got for the cameras and how long they are good for. Mr. Bumgardner explained they paid $2,500 per camera per year and they have three cameras. He said he signed a two-year contract. He added that residents are pleased and have thanked him and the HOA for installing them. Mr. Cleary asked if it helps their homeowners insurance rates, to which Mr. Bumgardner said he doesn’t think it does, but it makes the residents feel good. Mr. Cleary thanked him for coming to speak and for being a liaison to the community. VIII. Ordinances and Resolutions A. 3rd Readings Ord. 2023-045 AN ORDINANCE AUTHORIZING A MODIFICATION TO THE DEVELOPMENT PLAN FOR 325 MAIN STREET, PARCEL NUMBERS 185-003037 & 185-003038 Sponsors: Rupp Attachments: Ord. 2023-045 Exhibit A.pdf A motion was made by Council Member Rupp, seconded by Council Member Cleary, to adopt. The motion carried by the following vote: Yes: 5- Cleary, Dildine, Hutson, Lockett and Rupp Ord. 2023-048 AN ORDINANCE AUTHORIZING THE ADMINISTRATOR TO SOLICIT BIDS AND TO ENTER INTO A CONTRACT WITH THE LOWEST RESPONSIVE AND RESPONSIBLE BIDDER FOR THE 2024 STREET MAINTENANCE PROGRAM, MAPLE STREET STORM IMPROVEMENTS AND MAPLE STREET RESURFACING PROJECT Sponsors: Dildine A motion was made by Council Member Dildine, seconded by Council Member Cleary, to adopt. The motion carried by the following vote: Yes: 5- Cleary, Dildine, Hutson, Lockett and Rupp City of Groveport Page 3 City Council Meeting Minutes December 18, 2023 Ord. 2023-049 AN ORDINANCE AUTHORIZING THE ADMINISTRATOR TO SOLICIT BIDS AND TO ENTER INTO A CONTRACT WITH THE LOWEST RESPONSIVE AND RESPONSIBLE BIDDER FOR THE ELMONT FORCE MAIN PHASE 3, PART 1 REPLACEMENT PROJECT Sponsors: Cleary A motion was made by Council Member Cleary, seconded by Council Member Dildine, to adopt. The motion carried by the following vote: Yes: 5- Cleary, Dildine, Hutson, Lockett and Rupp Ord. 2023-050 AN ORDINANCE AUTHORIZING THE ADMINISTRATOR TO SOLICIT BIDS AND TO ENTER INTO A CONTRACT WITH THE LOWEST RESPONSIVE AND RESPONSIBLE BIDDER FOR THE PICKLEBALL COURTS PROJECT Sponsors: Lockett A motion was made by Council Member Lockett, seconded by Council Member Cleary, to adopt. The motion carried by the following vote: Yes: 5- Cleary, Dildine, Hutson, Lockett and Rupp B. 2nd Readings C. 1st Readings Ord. 2023-051 AN ORDINANCE AMENDING ORDINANCE NO. 2022-035 (ADOPTED 11/14/2022), THE ANNUAL APPROPRIATION ORDINANCE FOR THE CITY OF GROVEPORT, OHIO, FOR THE CALENDAR YEAR 2023 AND FURTHER AMENDING ORDINANCE 2023-008 (ADOPTED 02/27/2023) AND ORDINANCE 2023-030 (ADOPTED 07/24/2023) WHICH AMENDED THE SAME Sponsors: Rupp Attachments: Ord. 2023-051 Exhibit A.pdf Law Director Shannon informed sponsor Mr. Rupp that staff is requesting he consider making a motion to suspend the rules as to the three readings. He said this is an Appropriation Ordinance and if it has a positive vote, it will go into effect immediately as stated under the Charter. A motion was made by Council Member Rupp, seconded by Council Member Lockett, to suspend the rules as to the three readings and the effective date. The motion carried by the following vote: City of Groveport Page 4 City Council Meeting Minutes December 18, 2023 Yes: 5- Cleary, Dildine, Hutson, Lockett and Rupp Ord. 2023-052 AN ORDINANCE AUTHORIZING THE FINANCE DEPARTMENT TO TRANSFER FINAL CASH FUND BALANCES BETWEEN FUNDS OF THE CITY OF GROVEPORT Sponsors: Hilbert Attachments: Ord. 2023-052 Exhibit A.pdf Mr. Shannon asked Mayor Westcamp if, since Mrs. Hilbert is absent, a member of Council could make a motion to suspend the rules as to the three readings so this could go into effect immediately if passed this evening. A motion was made by Council Member Hutson, 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, Hutson, Lockett and Rupp I. Reports A. Mayor - Lance Westcamp Mayor Westcamp said as the year winds down to an end he wanted to thank Council and express his appreciation for everything they do. He recognized Mr. Shannon, Mr. King, Mr. Carr and Chief Adams for the wonderful job they do for the City as well. He said he is looking forward for next year and all the positive things going on in the City and concluded by wishing everyone a Merry Christmas and a Happy New Year. B. Administrator - BJ King Administrator King said he is certainly looking forward to 2024 and that we have a great team in place. He then reported that the application Council approved for the Pontius Road OPWC has been awarded to us. He said we’re looking forward for construction in the second half of 2024. It is 100ft south of Rohr Road, exiting south to a point of Spiegel and Port, and a $683,675 in grant. It is also a $1.1million zero interest twenty-year loan. He said that is a tremendous win and gave kudos to City Engineer Steve Farst and everybody who worked on that. He then mentioned that we are running ads on 93.3 and 97.9 for holiday promotions for the Rec Center. It was just a couple thousand dollars to do this and we are reaching a wide audience. He wished everyone a Merry Christmas and said he is looking forward to our continued City of Groveport Page 5 City Council Meeting Minutes December 18, 2023 success in 2024. Council Member Dildine asked Mr. King to pass on his kudos to Finance Director Carr. He recognized that the money we were able to not use in the general fund for these transfers is phenomenal. Mr. King agreed and said the budget is in great shape. C. Chief of Police - Casey Adams Chief Adams reiterated news articles that state citizens need to take precautions with their cars. The Messenger and Channel 6 have done a great job of emphasizing how easy it is to take these cars. The car that was taken on the news was from the Giant Eagle area and belonged to a Groveport resident. We have to take those extra precautions. He said he’s seeing more stories of people leaving guns in their cars, and they’re getting broken into. People need to make sure they are taking all their items out of their cars. Officers are patrolling warehouse and store parking lots. He then informed Council that the Police Department has not yet gotten the notification for the $40,500 Edward Burn Grant. We intend to use that money for a radio communications center, where all departments will be able to communicate within, from the Street Department, Police Department, the Rec Center, etc. He said it would be really nice to have and that’s a lot of money we will not have to use out of our own budget. He then mentioned Michael Seckman, a Groveport graduate from the US Attorney general’s office, who has taken a special interest in the Groveport Police Department. One of the grants we put in for two years ago was for camera trailers, and Mr. Seckman had said we were unique in that aspect and is going to do everything in his power to try to get us at least two more camera trailers. Most of them are going to be put up in intersections. Ours are a little unique because we’re keeping them mobile, especially for the schools, warehouses, Rec Center, parks and Kroger Plaza. He went on to say last week we interviewed eight individuals for the open officer position. We’re hoping to be able to do final interviews after the beginning of the year. He said all of the applicants on our list are also on the list for neighboring municipalities so we want to act quickly and get the best candidate hired. A lot of other departments are having the same problem, where they only get fifteen to twenty applicants, so we’re all fighting for the same individuals. He concluded by informing Council that cameras are now up at 317 and Groveport Road and at 317 and Hamilton Road. Mr. Cleary mentioned how we had previously talked about some issues we have had at the schools and asked if we ever obtained access on our MDC’s to school cameras. Chief Adams said we’d have to have a subpoena to gain access to those cameras. The School Resource Officer has access to them, its just one more step in the legal process. Mr. Cleary asked for example, if there is an incident City of Groveport Page 6 City Council Meeting Minutes December 18, 2023 at the schools, we don’t have access to the footage. Chief Adams said Resource Officer Boso can look at the footage, and added that this is why it would be nice to have those camera trailers. We can put one at the school and be able to link into it. There was one incident of a stolen car that we were able to have access to footage to from a camera trailer within five minutes. Mr. Cleary asked if the video quality is nice and clear, to which Chief Adams said yes. Mr. Rupp asked for clarification on the contract stating who has access to footage. Chief Adams explained that the Resource Officer has access because technically they are a school employee. The Police Department does not have access, per the contract. Mr. Rupp stated that if Officer Boso was busy or preoccupied, it would be very effective for an officer or the dispatcher to have access to those cameras. Chief Adams said the Police Department had been working with Deputy Superintendent Smathers on maybe trying to get a grant where the cameras we are getting with Mobile Pro Solutions at the intersections can also tie in. There are some sensitivity issues with schools and just releasing video randomly. Mr. Cleary said he thought we were supposed to have that access. Mr. Lockett said we’re not necessarily asking them to release the video, we’re asking to look at the video. Chief Adams said that’s where it’s only accessible by a school employee. He gave an example of a fight at the school and how the Police Department had to have a subpoena to release the video. Administrator King sated the City has no access to live cameras on school property. Chief Adams reiterated that the School Resource Officer can only see them while at his desk at the school, not while in his cruiser. Mr. Cleary said God forbid we have any incident like officer schools have seen, but if something did happen, it would be great for officers to arrive at the scene and be able to see what’s going on in the hallways inside the school. He said he thought originally, we were supposed to have that. Mr. Dildine said we should get a legal standpoint from our Law Director and ask for access for emergency purposes. Mr. Rupp stated he understands needing a subpoena for needing video in a court proceeding, but to safely monitor the hallways in the school in real time, it makes no sense to him. Chief Adams said he can go back and ask, but that’s been one of those touchy subjects. Even with these grants, we have to have policies in place that state who has access to the video. The contracts are very specific and it depends on the grant or type of funding they got the cameras from. Law Director Kevin Shannon said he’d be more than happy to collaborate with Chief Adams and Administrator King. Mr. Dildine said we at least need a legal opinion and stated if we have six or seven officers responding to a call at the school, it would be nice to have access in real time to get the location of any suspects. Mr. Shannon said he would reach out to the school’s legal counsel. Mayor Westcamp agreed and stated we should all be City of Groveport Page 7 City Council Meeting Minutes December 18, 2023 on the same page. Administrator King said that having access within reason and liability only serves the community better, and would serve first responders better as well. He said we’ve talked about this in our own facilities. D. Director of Finance - Jason Carr Mayor Westcamp referred any questions to Mr. King in Mr. Carr’s absence. #267-2023 Finance Director Report Attachments: Finance Director Report 12.18.2023.pdf E. Director of Law - Kevin Shannon Mr. Shannon wished all a Merry Christmas. He reported that he had taken our new City Prosecutor, Marty Nobile, out to the Police Department, where he met with third shift. We’re going to work out a meeting with first shift staff toward the beginning of the year. He went on to say our Witness Advocate, who is responsible for providing assistance for victim in crimes of violence, performs these functions for many other suburbs. She is employed under the City of Hilliard, and we pay a percentage based on the number of domestic violence cases we generate in the course of a year. We are on the lower end of that, which is a good thing. He said that she was at the meeting as well and had a good interaction with the officers. He then thanked Mayor Westcamp and Administrator King for attending the retirement ceremony for our previous City Prosecutor Kevin Mantel. He said there were several judges and prosecutors from all over central Ohio and they were very impressed that our Mayor came and read a Proclamation to not only recognize Kevin’s service to Groveport, but to other suburbs as well. It was a great ceremony and Mr. Mantel was very touched by it. He said he’s looking forward to 2024 with our recent staff changes. Our new Clerk of Court Rachel Ricker has been a superstar in her short tenure and we are very happy to have here. F. Development Director - Michael Loges Mayor Westcamp said hopefully everyone has had the chance to meet our new Development Director, Michael Loges. He has hit the ground running. Administrator King said everyone should take a minute to come in and talk to him. He said Mr. Loges is doing a tremendous job, and that on day two he was able to turn over a big CA Ventures project to him. Mr. King added that he comes with a lot of knowledge, and Mr. Shannon commented that his follow up is incredible as well. Mayor Westcamp said Mr. Loges had just helped him with a call from City of Groveport Page 8 City Council Meeting Minutes December 18, 2023 a gentleman who owns property on Pontius Road. He said Mr. Loges jumped right in and answered the gentleman’s question. G. Council Members - Jean Ann Hilbert, Ed Dildine, Shawn Cleary, Becky Hutson, Scott Lockett and Jack Rupp Mr. Rupp expressed how he is looking forward to the new year. He said he often gets asked how he likes being on City Council his comment is that he really enjoys it. We have a group that pretty much sees eye-to-eye all the time. He added that he attends the school board meetings and it’s such a pleasure to come here and see our meetings go the same way they go. He wished everyone a Happy Holiday. Mr. Lockett said it has been a good year. He mentioned Mr. Bumgardner’s comment on Council’s response to issues. He said he appreciated staff’s willingness to help and thanked Mr. King for everything he’s done. He said it starts at the top, being responsive and getting answers quickly. He then wished everyone a Merry Christmas and a Happy New Year. Mrs. Hutson stated how beautiful the City is driving through, and how we’ve come a long way. She said we have a wonderful mix of old and new. She expressed how proud she is of everything we do here and how our budget is sound. The budget is good, the new buildings are up, and it’s so nice to see that our town is moving forward. She also wished everyone a Merry Christmas and a Happy New Year. Mr. Cleary spoke about an injury accident that had happened early in the morning at the intersection of Bixby and Ebright roads, and how it is beginning to be an ongoing issue. He informed Council of another time where he was on Ebright and someone blew through westbound to eastbound on Bixby. He said he doesn’t know what to do, but the upcoming traffic study is going to show we have too much traffic at that intersection. Mr. Dildine asked if we could check on any upgrades that were done and check with the township on their end of it. There were pieces of work that both entities needed to complete. Mr. Cleary stated we lost a stop sign and had to put a temporary one up there. Mr. King said he would check with City Engineer Farst and Public Service Director Strayer. Mr. Dildine said if there is something they don’t have done, lets see if we can work with them to get it done. Part of that area is in the township too so it would still help the intersection. Mr. King said it is multijurisdictional down there, but that doesn’t mean we can’t do anything. Chief Adams said based on the reports he’s seen, people are coming off of the Shannon Road, Reynoldsburg, Pickerington area. In a lot of the statements we see, they stopped City of Groveport Page 9 City Council Meeting Minutes December 18, 2023 then hurried up to try to get ahead of the car going north or southbound just so they could keep moving. Mr. Cleary added that fortunately there has not been a fatality yet but it is primed to. Mr. Dildine suggested reaching out to ODOT to see what their timeline is for Bixby Road and 33. He said he believes if they create in an intersection there or close off the turn lane, people won’t be blowing through that intersection anymore. Mr. Cleary said that is a good point, and to also keep in mind there is an apartment building going in north of 33. Mr. King said he intentionally drives that route a few times a week just to see, and he has never felt uncomfortable there. Mr. Dildine said we can look into enhancing our signage. Mr. Cleary said the stop signs with lights stand out. Mr. Cleary went on to say that after the first of the year, he’d like to review the retire rehire process. He also asked Clerk of Council Kay to survey Council Member salaries in other municipalities. He reported the new backstops will be going up at the ball diamonds soon. He said he’d like the City to name the diamond, especially looking back at some of the residents and what they’ve done for the City. He suggested maybe naming one Veterans of Groveport. He then gave notice to KIA owners in light of recent thefts, explaining that a KIA can be easily broken into and to be careful with your vehicle. He concluded by wishing everyone a Merry Christmas. Mr. Dildine wished everyone a Merry Christmas and expressed how he is looking forward to 2024. H. Clerk of Council - Mindy Kay A motion was made by Council Member Hutson, seconded by Council Member Cleary, to approve the 2024 Meeting Schedule. The motion carried by the following vote: Yes: 5- Cleary, Dildine, Hutson, Lockett and Rupp #268-2023 2024 Meeting Schedule Attachments: 2024 MEETING SCHEDULE.pdf IX. Standing Committees X. Other Business XI. Adjournment Council Member Hutson made a motion, seconded by Council Member Cleary to adjourn at 7:17 p.m. All in favor stated AYE, None Opposed. City of Groveport Page 10 City Council Meeting Minutes December 18, 2023 Motion passed. __________________________________________ Lance Westcamp, Mayor __________________________________________ Mindy Kay 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 11