Committee of the Whole

City of Groveport 655 Blacklick St. Groveport, OH 43125 614.830.2052 www.groveport.org Meeting Minutes - Final Monday, June 17, 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 June 17, 2013 I. Call to Order by Committee Chair Dildine at 6:30 p.m. Staff Present: Marsha Hall - Administrator, Kevin Shannon - Law Director, Jeff Green - Director of Finance, Stephen Moore - Chief Building Official, Linda Haley - Community Affairs Director, Steve Farst - Engineer, Dennis Moore - Public Works Superintendent,Tom Walker - Director of Golf, 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 Present: 6 - Council Member Cleary, Council Member Dildine, Council Member Drury, Council Member Hilbert, Council Member Rarey, and Council Member Stoots V. Approval of Minutes - May 20, 2013 Approved as submitted. #046-2013 5-20-13 Minutes Attachments: 5-20-13 Minutes.pdf VI. Business of Guests A. Madison Township Fire Chief Bates Update Chief Bates updated the Mayor and Council on the amount of fire runs and EMS responses the Madison Township Fire Department handled for May. #048-2013 May Fire Report City of Groveport Page 1 Committee of the Whole Meeting Minutes - Final June 17, 2013 Attachments: May 2013 Monthly Fire Report.pdf VII. New Business A. City Flag Design After discussion on the matter, it was decided to put the flag design on the next Trees and Decorations Meeting. #050-2013 Flag Ordinance (ORD. 34-89) Attachments: ORD. 34-89 Flag Adoption.pdf VIII. Unfinished Business None IX. Ordinances and Resolutions A. 3rd Readings - ORD. 13-027 went to P&Z. The Public Hearing will be conducted at the next Council Meeting. B. 2nd Readings ORD. 13-028 AN ORDINANCE AUTHORIZING THE MADISON TOWNSHIP FIREFIGHTERS LOCAL UNION COLLECTION FOR MUSCULAR DYSTROPHY Sponsors: Ed Dildine A motion was made by Council Member Hilbert, seconded by Council Member Stoots, to recommend approval. The motion carried by the following vote: Yes: 6 - Cleary, Dildine, Drury, Hilbert, Rarey and Stoots RES. 13-004 A RESOLUTION ADOPTING THE TAX BUDGET FOR THE CALENDAR YEAR 2014 Sponsors: Stoots Attachments: RES. 13-004 2014 TAX BUDGET.pdf City of Groveport Page 2 Committee of the Whole Meeting Minutes - Final June 17, 2013 A motion was made by Council Member Hilbert, seconded by Council Member Stoots, to recommend approval. The motion carried by the following vote: Yes: 6 - Cleary, Dildine, Drury, Hilbert, Rarey and Stoots X. Financial Report Report was submitted to Council. #047-2013 Finance Report Attachments: Finance Report.pdf XI. Other Business None XII. Reports #049-2013 CR 6-17-2013 Attachments: CR 6-17-2013.pdf A. Mayor - Lance Westcamp Mayor Westcamp announced that Frank Smith will be Grand Marshal this year and he would like him to ride on the float. B. Administrator - Marsha Hall Marsha touched base on the items discussed in her report to Council (attached). Shawn Cleary inquired if the Richardson Rd Bridge was on schedule. Marsha Replied it is still ahead of schedule and Tom will update Council with his report. C. Director of Law - Kevin Shannon No report D. Director of Finance - Jeff Green Jeff Green reported the audit is just finishing up with no issues and working on our Caffer for the first time since 2006, hoping to receive the reward for Caffer. Will be meeting with Department City of Groveport Page 3 Committee of the Whole Meeting Minutes - Final June 17, 2013 heads sometime in August to work on budgets. No questions for Jeff Green. E. Chief of Police - Ralph Portier Chief Portier reported that the project at SR 317 with Kokosing has started and Kokosing has been great to work the police department. They have stopped using OSHP and have Groveport Police performing the special duty. They are paying quickly and making certain Groveport Police get the project. No questions for the Chief. F. Public Works Superintendent - Dennis Moore Dennis Moore had nothing to add to his report. Ed Rarey commented the sidewalk repairs Larson were done in a very fine manner. Are there any concerns from residents about sidewalks breaking within the City of Groveport. A sidewalk on Blacklick Street with a 3’gap extended above the original walk that a woman had stumbled over about 3 weeks ago. He asked Dennis to inspect the sidewalks around the city to determine where repairs are needed to avoid any embarrassing situations. Dennis responded that every two years a list is made during winter months and repairs are conducted in the following spring. In the last six or seven years they have found this the best way to budget and manage projects for the next spring. He will look at the sidewalk on Blacklick Street and determine if it is excessive. At times they drive around slowly and mark addresses on the list. Phone calls on sidewalk concerns are added to the list. No other questions for Dennis Moore. G. Chief Building Official - Stephen Moore Stephen Moore commented his report noted the update on mowing had a short list this year due to the administrative fees Council added. As a result the large lots previously causes issues are cutting now. The Ordinance seems to getting the results it was intended to get. The current address list consists of vacant properties or vacant homes. We are not mowing occupied homes. Certified billings have gone out but return certified cards have not returned as of yet to know if they will pay or not. Some have come in to pay, and we are working with Finance to get them on the tax duplicate. The cost has been City of Groveport Page 4 Committee of the Whole Meeting Minutes - Final June 17, 2013 less than $2000.00 this year, whereas typically it has cost nearly $10,000.00 in the last couple years. A lot of projects going on now, people moving or doing work inside their buildings. The department is preparing for projects that could be coming at them too. No questions for Stephen Moore. H. Director of Golf - Tom Walker Tom Walker reported the deck and sidewalls of the Richardson Road bridge are done. The General Contractor has finished all they can do and will subcontract out the asphalt, painting of the I-beams and guardrails. The project timetable is contingent on the subcontractors. He will touch base with subcontractors every Friday to see where the project is as to his schedule. He will keep Council informed with updates from the General Contractor. No questions for Tom Walker. I. Parks & Recreation Director - Kyle Lund Marsha Hall nothing to report for Recreation Director Kyle Lund. J. Community Affairs Director - Linda Haley Linda Haley reminded Council of the VIP Opening of the Smithsonian Institute Exhibition at Town Hall, Tuesday, June 25, 2013, from 5:00 pm to 7:00 pm. Those wishing to attend need to let Linda Haley, Marsha Hall or Kim McWilliams. The unusual time is to accommodate the representative from the Smithsonian who will be helping to install the exhibit and leave to return to Washington D.C. No questions for Linda Haley. K. Director of Facilities Management - Tom Byrne Tom Byrne reported the finishing touches where being done on the Municipal Building project. Next will be Town Hall and the golf course. All is going smoothly. No questions for Tom Byrne. L. Engineer - Steve Farst Engineer, Steve Farst reported the Town Center project is advertising this week. No questions for Steve Farst. M. Clerk of Council - Kimberly McWilliams Kim McWilliams remind everyone of the Facilities Meeting City of Groveport Page 5 Committee of the Whole Meeting Minutes - Final June 17, 2013 scheduled for Wednesday, June 26, 2013 at 5:30 pm. She referred to Kevin Shannon regarding any questions Council may have regarding the Liquor Permits. Kim made contact with Liquor Control regarding the Dollar General. That is considered to be a wet. There are enough permits available per population; there are six permits available therefor Dollar General was able to apply for the permit. That area was annexed into Groveport in 1987 and as such, there was a point in time a ballot issue within the last 25 years that relates to that precinct because it is considered a wet precinct. Another request came in from Los Mariachis, regarding a notification of the change stock holder transfer. When there is a change in corporate ownership, they are required to seek an amendment. Kim McWilliams raised the matter of Kroger being placed on the ballot, and D6 with Sunday sales being put to the voters to vote for or against, and depending on whether it is site related or precinct related. Ms. McWilliams asked for clarification that Council did not want a hearing for either one of these permits. Council concurred. Jean Ann Hilbert asked if General Dollar would have Sunday sales. Kevin Shannon replied no, just beer and wine sales. No questions for Kim McWilliams. Council Member Shawn Cleary reported that there was a video out 16 or 17 minutes long, from 1937 of Groveport and Canal Winchester it is on YouTube and Facebook. He recommends members see it. N. Council Members - Ed Rarey, Jean Ann Hilbert, Donna Drury, Ed Dildine, Shawn Cleary and Jan Stoots Council members expressed approval of the new floor in the municipal building. XIII. Adjournment Council Member Hilbert made a motion, seconded by Council Member Drury, to adjourn at 7:05 p.m. All in favor stated AYE, None Opposed. Motion passed. __________________________________________ Edward G. Dildine, President Pro-Tem __________________________________________ Kimberly McWilliams, Clerk of Council City of Groveport Page 6 Committee of the Whole Meeting Minutes - Final June 17, 2013 City of Groveport Page 7