Committee of the Whole

City of Groveport 655 Blacklick St. Groveport, OH 43125 614.830.2052 www.groveport.org Meeting Minutes - Final Monday, May 20, 2013 6:30 PM Council Chambers Committee of the Whole Mayor Lance Westcamp Council Members - Ed Rarey, Jean Ann Hilbert, Donna Drury, Ed Dildine, Shawn Cleary and Jan Stoots Committee of the Whole Meeting Minutes - Final May 20, 2013 I. Call to Order by Committee Chair Dildine at 6:30 p.m. Staff Present: Marsha Hall - Administrator, Kevin Shannon - Law Director, Anna Krigbaum on behalf of Jeff Green - Director of Finance, Stephen Moore - Chief Building Official, Linda Haley - Community Affairs Director, Steve Farst - Engineer, Dennis Moore - Public Works Superintendent, Kyle Lund - Parks and Recreation Director, Tom Walker - Director of Golf, Tom Byrne - Director of Facilities Management, Ralph Portier - Chief of Police Guests Present: The Guest Book is on file with the Clerk of Council. II. Moment of Silence Committee Chair Dildine asked everyone to join him in a moment of silence. III. Pledge of Allegiance Chief Portier led the Pledge of Allegiance. IV. Roll Call Absent: 1 - Council Member Hilbert Present: 5 - Council Member Cleary, Council Member Dildine, Council Member Drury, Council Member Rarey, and Council Member Stoots V. Approval of Minutes - April 15, 2013 Approved as submitted. #036-2013 April 15, 2013 Minutes Attachments: 4-15-2013 Meeting Minutes.pdf VI. Business of Guests A. Madison Township Fire Chief Bates Update City of Groveport Page 1 Committee of the Whole Meeting Minutes - Final May 20, 2013 Chief Bates updated the Mayor and Council on the amount of fire runs and EMS responses the Madison Township Fire Department handled for April. #039-2013 Chief Bates Report Attachments: April 2013 Monthly Report.pdf VII. New Business None VIII. Unfinished Business None IX. Ordinances and Resolutions A. 3rd Readings - ORD. 13-017 AND ORD. 13-018 went to the Planning & Zoning Commission - A public hearing is not required. B. 2nd Readings ORD. 13-019 AN ORDINANCE AUTHORIZING THE ISSUANCE OF NOTES IN THE AMOUNT OF NOT TO EXCEED $500,000 IN ANTICIPATION OF THE ISSUANCE OF BONDS FOR THE PURPOSE OF CONSTRUCTING IMPROVEMENTS TO THE CITY'S MUNICIPAL GOLF COURSE, and retiring notes previously issued for such purpose; AND APPROVING RELATED MATTERS Sponsors: Rarey Attachments: Golf Course Bonds Attachment ORD. 13-019.pdf Administrator Hall indicated this Ordinance is a roll over of the previous note. A motion was made by Council Member Cleary, seconded by Council Member Stoots, to recommend approval. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Drury, Rarey and Stoots ORD. 13-020 AN ORDINANCE AUTHORIZING THE ISSUANCE OF NOTES IN THE AMOUNT OF NOT TO EXCEED $450,000 IN ANTICIPATION OF THE ISSUANCE OF BONDS FOR THE PURPOSE OF engineering, inspecting, reconstructing, and improving a waterline, with related site improvements and City of Groveport Page 2 Committee of the Whole Meeting Minutes - Final May 20, 2013 appurtenances thereto, and retiring notes previously issued for such purpose; AND APPROVING RELATED MATTERS Sponsors: Stoots Attachments: 2013 Water Notes ORD. 13-020.pdf Administrator Hall said this Ordinance is the water line for the Lesleh Avenue Project and roll over of the note. She explained they hope to pay a portion of it off this year and the following year. A motion was made by Council Member Stoots, seconded by Council Member Drury, to recommend approval. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Drury, Rarey and Stoots ORD. 13-021 AN ORDINANCE AUTHORIZING THE ISSUANCE OF NOT TO EXCEED $125,000 OF BONDS FOR THE PURPOSE OF ACQUIRING REAL PROPERTY FOR MUNICIPAL PURPOSES; AND APPROVING RELATED MATTERS IN CONNECTION WITH THE ISSUANCE OF THE BONDS Sponsors: Drury Attachments: 2013 Bonds - Bond Ordinance (Property Acquisition) ORD. 13-021.pdf Administrator Hall said that this Ordinance allows the bond to move forward if the City reaches an agreement with the property owners for our municipal parking. She said that offer has been sent to them for review at their next Board Meeting. She said if everything goes through, she will come back to Council with another Ordinance to allow her to sign the contract to purchase the property. A motion was made by Council Member Stoots, seconded by Council Member Cleary, to recommend approval. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Drury, Rarey and Stoots ORD. 13-022 AN ORDINANCE AUTHORIZING THE ISSUANCE OF NOT TO EXCEED $915,000 OF BONDS FOR THE PURPOSE OF CONSTRUCTING SITE IMPROVEMENTS AND APPURTENANCES THERETO IN CONNECTION WITH THE GROVEPORT TOWN CENTER PROJECT; AND APPROVING RELATED MATTERS IN CONNECTION WITH THE ISSUANCE OF THE BONDS Sponsors: Hilbert City of Groveport Page 3 Committee of the Whole Meeting Minutes - Final May 20, 2013 Attachments: 2013 Bonds - Bond Ordinance (Downtown Improvements) ORD. 13-022.pdf Administrator Hall said this Ordinance relates to the City's portion of the Downtown Development Project. She said as Staff already discussed with Council, they are continuing to review ways to cut down on costs. She said they received some results of the soil testing and certain areas it is really bad and in others it isn't as contaminated. Accordingly, she indicated they included costs on the high end to fill these areas at the time of construction. A motion was made by Council Member Drury, seconded by Council Member Stoots, to recommend approval. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Drury, Rarey and Stoots ORD. 13-023 AN ORDINANCE AUTHORIZING THE ISSUANCE OF NOT TO EXCEED $950,000 OF BONDS FOR THE PURPOSE OF CONSTRUCTING, RESURFACING AND IMPROVING LESLEH STREET AND ANY CONNECTING STREETS AND ROADWAYS, WITH RELATED EQUIPMENT AND ALL NECESSARY APPURTENANCES, AND RETIRING NOTES PREVIOUSLY ISSUED FOR SUCH PURPOSE; AND APPROVING RELATED MATTERS IN CONNECTION WITH THE ISSUANCE OF THE BONDS Sponsors: Dildine Attachments: 2013 Bonds - Bond Ordinance (Renewal Road Improvements) ORD. 13-023.pdf Administrator Hall indicated this Ordinance is to roll over the notes for the Lesleh Street Project that was completed a couple years ago and it was determined that now is the most beneficial time to go out for a long term bond. A motion was made by Council Member Stoots, seconded by Council Member Drury, to recommend approval. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Drury, Rarey and Stoots X. Financial Report Anna Krigbaum was present on behalf of Finance Director Green to answer any questions on the report. No discussion was held. #037-2013 Finance Report City of Groveport Page 4 Committee of the Whole Meeting Minutes - Final May 20, 2013 Attachments: April Finance Report.pdf XI. Other Business XII. Reports #038-2013 Council Update Attachments: CR 5-20-2013.pdf A. Mayor - Lance Westcamp Mayor Westcamp praised Mrs. Haley on all the compliments he received regarding KidSpace. He said some of his family members attended a baby shower over the weekend and they were very pleased with the facility. He told her to keep up the good work. Mayor Westcamp said it was an honor to spend time with Warren Motts on Armed Forces Day Celebration, along with the Administrator Hall and Chief Portier. He said everyone who attended knew Mr. Motts and the contributions he makes for our military. He said that Motts Military Museum is an honor to have in Groveport. He indicated that they published the Memorial Day Ceremony information on their website. B. Administrator - Marsha Hall Administrator Hall said Franklin County started a new Mosquito Program for 2013. She said it will be very beneficial to the City. She said Dennis will talk more in detail, but she believes they are giving us a lot of services for our money. She said the three year contract coming up will go up from $5,600 to $6,900 and she said it is money well spent. Committee Chair Dildine asked the status of the Safe Routes to School Program. Administrator Hall responded that she is waiting on information back from the school. She said she will meet them later this week and will update Council as things progress. Administrator Hall said she has a request for donation of items from Town Hall. One is a foosball table for a youth program and City of Groveport Page 5 Committee of the Whole Meeting Minutes - Final May 20, 2013 a computer (not being used) to go to the Heritage Society for a project. Council Member Cleary asked for a paper trail on the items. A motion was made by Council Member Rarey, seconded by Council Member Drury, to recommend donating a computer to the Heritage Society for use at the museum for their oral history project and a foosball table to the Lockbourne Church of Christ in Christian Union. The motion carried by the following vote: Yes: 5 - Cleary, Drury, Dildine, Rarey and Stoots Law Director Shannon indicated that Council should make a formal motion at the next Council Meeting before donating the items. C. Director of Law - Kevin Shannon No report. He requested that Council go into Executive Session after the reports. D. Director of Finance - Jeff Green E. Chief of Police - Ralph Portier No report. F. Public Works Superintendent - Dennis Moore Mr. Moore said the Mosquito Program will consist of application of larvacide at all standing pools of water, tree lines in parks, trapping for West Nile testing and fogging prior to City events and if they detect West Nile. He said it is much cheaper for them to treat the mosquitoes. G. Chief Building Official - Stephen Moore Mr. Moore said he will be sending Council a list on grassing mowing charges. He said most problems are vacant lots. H. Director of Golf - Tom Walker No report. City of Groveport Page 6 Committee of the Whole Meeting Minutes - Final May 20, 2013 I. Parks & Recreation Director - Kyle Lund Mr. Lund introduced the new employee for the Recreation Center. He said Steve Hawkins is the new Aquatic Manager, he used to work for the Parks and Recreation departments at several facilities and has a lot of great experience. Everyone welcomed him to the City. He said Arbor Day was very successful. Mr. Lund said the hot water issue has been resolved and the water temperature has been consistent. J. Community Affairs Director - Linda Haley Mrs. Haley said the summer programs are beginning soon. She said they are keeping very busy. K. Director of Facilities Management - Tom Byrne Mr. Byrne said he is updating the municipal building and doing some plumbing upgrades. L. Engineer - Steve Farst No report. M. Clerk of Council - Kimberly McWilliams No report. N. Council Members - Ed Rarey, Jean Ann Hilbert, Donna Drury, Ed Dildine, Shawn Cleary and Jan Stoots Council Member Stoots wanted to know where are the archway signs that say "Welcome to Groveport". Mr. Moore said two are in storage. She would like to make sure those signs are used and get a list started to keep track of signs in storage. Committee Chair Dildine said that they discussed one going to the new pocket park. Council Member Stoots said she would like an estimate of how much it would cost to change it to City and remove Village. Mr. Moore said he could probably do it himself. Council Member Cleary pointed out that bad weather is upon us. City of Groveport Page 7 Committee of the Whole Meeting Minutes - Final May 20, 2013 He said tornadoes are every where. Council would like to see a system that will notify our residents of inclement weather and get the emergency plan updated. Committee Chair Dildine said this is Emergency Medical Services Week. He said heart attacks and strokes are very time sensitive and reminded everyone to know the symptoms. He read a Proclamation from President Obama regarding Emergency Medical Services Week for 2013. A motion was made by Council Member Drury, seconded by Council Member Cleary, to go into executive session at 7:22 p.m. pursuant to Ohio Revised Code §121.22(G)(1) to consider the appointment, employment, dismissal, discipline, promotion, demotion, or compensation of a public employee or official, or the investigation of charges or complaints against a public employee and invited the Mayor, Council, Law Director, Administrator, Finance Director and the Chief of Police. The motion carried by the following vote: Yes: 5 - Council Member Cleary, Council Member Dildine, Council Member Drury, Council Member Rarey and Council Member Stoots A motion was made by Council Member Dildine to come out of executive session at 7:52 p.m., seconded by Council Member Stoots, with no action being taken. The motion carried by the following vote: Yes: 5 - Council Member Cleary, Council Member Dildine, Council Member Drury, Council Member Rarey and Council Member Stoots XIII. Adjournment Council Member Drury made a motion, seconded by Council Member Stoots, to adjourn at 7:52 p.m. All in favor stated AYE, None Opposed. Motion passed. __________________________________________ Edward G. Dildine, President Pro-Tem __________________________________________ City of Groveport Page 8 Committee of the Whole Meeting Minutes - Final May 20, 2013 Kimberly McWilliams, 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 9