Committee of the Whole

City of Groveport 655 Blacklick St. Groveport, OH 43125 614.830.2052 www.groveport.org Meeting Minutes Wednesday, June 26, 2013 5:30 PM FACILITIES WORK SESSION 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 June 26, 2013 I. Call to Order by Committee Vice-Chair Cleary at 5:30 p.m. Staff Present: Marsha Hall - Administrator, Jeff Green - Director of Finance, Kyle Lund - Parks & Recreation Director, 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. Roll Call Council Member Rarey arrived at 5:40 p.m. Absent: 1 - Council Member Dildine Present: 5 - Council Member Cleary, Council Member Drury, Council Member Hilbert, Council Member Rarey, and Council Member Stoots III. Discussion Items A. Future Facility Needs Marsha Hall commented that the Power Point was available to those who wish to view it. The current facilities debt service, what the City’s needs are and where the City needs to go. Currently the facilities debt service as to the Recreation Center we currently pay a little over 1.1 million dollars per year with it maturing in 2022 and the Golf Course is about $338,000.00 per year, maturing in 2029. This gives us an understanding of how long we will have those debts outstanding. Marsha has been meeting with the department heads who were asked to look into their staffing needs, each were asked to consider current, short term and long term staffing needs. Department Heads were to give the best guess as to what their staffing needs would be. The current being from now to up to five years, Tom Byrne, Community Affairs requested a Constructional Engineer look at the foundation at Town Hall to address ongoing issues. The gold department sees the need for City of Groveport Page 1 Committee of the Whole Meeting Minutes June 26, 2013 a maintenance building with 2 to 3 acres and will refer to the implementation of the Master Plan to follow through. Public Works plans to remove the red barn as part of the Water Plant Project and needs additional storage. Most departments are asking for additional storage. They are looking into a 100’ x 400’ storage area at Public Works, with the possibility of rehabbing the barn or the large building at the Water Treatment Plant site to store records. Administration needs another conference room, the current conference room is often unavailable due to auditors and Jeff Green often gets bumped out of his office when there is a need for a conference room. The need for copier space has been noted. Finance needs an area for the auditors who can be here a long period of time and require a lot of space for their files. Human Resources needs a training room, with another conference room elsewhere, the current conference room would work well being right outside of Human Resources office for new hire training and paperwork. Law Department requires a larger office for the Clerk of Courts, who currently moves the copier around to gain access to file drawers and such and the possibility of a conference room by the Council Chambers. Police information will be discussed later in more detail. These are all the things that are needed immediately. Marsha asked if all were in agreement as to the requests discussed. Shawn Cleary noted the need for confidentiality in the areas of Administration, Finance, Law and Human Resources. Marsha stated situations as they are now are adequate for the short term, but they need to be implemented quickly. Currently there is no need for additional staff. As to short term staffing needs, Tom Walker indicated that if things continued at the golf course it would be helpful to have a full-time assistant golf professional with no additional space needed for the position, as to the facility we will continue with the Master Plan Implementation. Public Works is looking for one additional staff in the short term, a full-time water person; we are down one position in water. There are no facility requests but would like to install a fuel station at the Public Works Department and rehab the barn at the water plant for records. For Recreation, Kyle talked about a full-time building maintenance person, a full-time facility recreational supervisor and a full-time aquatic supervisor. Facility needs would be office City of Groveport Page 2 Committee of the Whole Meeting Minutes June 26, 2013 space for the additional full-time positions, possibly expand Public Works building to house the park maintenance staff with an office for the Parks Superintendent. Administration needs the part-time receptionist position to be a full-time position, being two part-time employees or one full-time employee. An area is needed for the IT equipment; the servers are currently in the basement where it is very humid and not a good location. Building and Zoning, Stephen indicated that if growth started back up again with new building, the need for a full-time or part-time inspector would be a possibility. He needs a conference room for meetings and office space for an additional inspector. Under Finance, the tax administrator has a small office in the basement but it would be better suited to have an office for him elsewhere. Human Resources need a secure space for personnel files. The Law Director currently shares an office with the Mayor, an office would be more accommodating if he were closer to staff. As to long term needs, ten years or more. Community Affairs wants to change the KidSpace Program to be a fully staffed, seven day program, requiring additional offices. Golf has no need of additional staff but will continue with the Master Plan implementation. Public Works looks to hire one full time position and to extend one bay. Recreation requests an Assistant Director with office space. Administration needs an additional administrative assist requiring office space and a lunch room facility as a low priority. Building and Zoning, no staffing needs, but require an open counter and additional space for records. Finance wants to add a second full-time clerk with office space. If staff and personnel growth continues, a part-time assistant who will also need office space. Administration has need of two additional conference rooms, as to the long term plan, eight additional offices, additional file space, training room and a lunch room. Police Chief indicated over ten years, he wants to hire four additional officers, unless there was a large increase in population, bringing his total staff City of Groveport Page 3 Committee of the Whole Meeting Minutes June 26, 2013 to twenty five and adding a police receptionist position at some point. Any site the police would need requires more parking; fifty parking spaces would give twenty five spaces for cruisers and twenty five spaces for visitors and staff personal vehicles. The department has five cars that currently exceed 100,000 miles; future plans are to rotate cars every three years, then trade them in. Concerns with the present building, cruisers in residential areas responding to calls have to cut through narrow alley ways, office space for the personnel currently in the basement, better security, an area to take reports, people sit in the lobby or wherever is convenient. Shawn Cleary commented people deserve confidentiality. Police need an intake area for personnel processing, the restrooms need updated, Moving to a new building police would need, approximately 50 parking spaces, 20 to 22 rooms, to include 2 locker rooms, 2 break rooms and a conference room. Marsha commented this gives all an idea of how it was determined by department heads of what they thought the needs would be and some background to help makes decisions of what is needed. The meeting would need to go into executive session to discuss actual building sites, possible land acquisition or building acquisitions. #053-2013 Facilities documents Attachments: 6-26-13 Agenda - Attachment.pdf 6-26-13 Attachment.pdf B. Executive Session pursuant to Ohio Revised Code §121.22(G)(2) to consider the purchase of property for public purposes. A motion was made by Council Member Hilbert, seconded by Council Member Stoots, to go into executive session at 5:51 p.m. pursuant to Ohio Revised Code §121.22(G)(2) to consider the purchase of property for public purposes and invited the Mayor, Council, Dennis Moore, Stephen Moore, Tom Walker, Kyle Lund, Linda Haley, Tom Byrne, Jeff Green, Marsha Hall, Ralph Portier and Kim McWilliams. The motion carried by the following vote: Yes: 5 - Council Member Cleary, Council Member Drury, Council Member Hilbert, Council Member Rarey and Council Member Stoots A motion was made by Council Member Stoots to come out City of Groveport Page 4 Committee of the Whole Meeting Minutes June 26, 2013 of executive session at 6:57 p.m., seconded by Council Member Hilbert, with no action being taken. IV. Adjournment ** Meeting adjourned at 6:57 p.m. due to a lack of quorum. Council Member Rarey left the meeting at 6:28 p.m. and Council Member Drury left at 6:42 p.m. __________________________________________ Shawn M. Cleary, Committee Vice-Chair __________________________________________ 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 5