Committee of the Whole

City of Groveport 655 Blacklick St. Groveport, OH 43125 614.830.2052 www.groveport.org Meeting Minutes - Final Monday, July 15, 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 July 15, 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, Kyle Lund - Parks and Recreation Director, 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 - June 17 Committee and June 26 Facilities Meeting Approved as submitted. #064-2013 6-17 Committee and 6-26 Facilities Meeting Attachments: 6-17-13 COW Minutes.pdf 6-26-13 Facilities Minutes.pdf VI. Business of Guests A. Madison Township Fire Chief Bates Update Madison Township Fire Chief Bates reported on the June 2013 Monthly Report. Statistics show an increase in fire runs and EMS responses in Groveport with the growth in the business City of Groveport Page 1 Committee of the Whole Meeting Minutes - Final July 15, 2013 areas. The increase in incidents is being attributed to the weather and health issues with the general population. Chief Bates commented that the 4th July Celebration festivities were safe this year with the exception of a few issues related to the weather. No questions for Chief Bates. #065-2013 June Fire Report Attachments: June 2013 Monthly Fire Report.pdf A. New Golf Course Superintendent Director of Golf Walker introduced new employee Matthew Duran to Council. VII. New Business A. Sidewalks Administrator Marsha Hall requested that with the absence of Public Works Superintendent, Dennis Moore the discussion of sidewalks be postponed until the next Council Meeting. VIII. Unfinished Business None IX. Ordinances and Resolutions A. 3rd Readings - None B. 2nd Readings - None X. Financial Report - The report will be submitted next week due to the Auditor's being in the office all week. Finance Director Jeff Green reported that the audit is being finished and the department is finishing up with CAFR. XI. Other Business #066-2013 7-15-13 Council Update Attachments: CR 7-15-2013.pdf City of Groveport Page 2 Committee of the Whole Meeting Minutes - Final July 15, 2013 XII. Reports A. Mayor - Lance Westcamp Mayor Westcamp was honored to represent the City of Groveport at Motts Military Museum and thanked Clerk of Council McWilliams for the detailed job she did with the Proclamation acknowledging Bob Garvin's achievements. He commented on the great turn out for the City’s Employee Appreciation Day. B. Administrator - Marsha Hall Administrator Marsha Hall reported there are three entryway arches available with one being kept as a backup for a replacement. Six possible sites are the Pocket Park at Front and Main streets; the east gate into the cemetery; State Route 317 south of Williams Road; Pontius at the southeast corner of Rohr Road; Bixby Road south of US 33 and Ebright Rd. south of GrovePointe. Council Member Hilbert is in favor of the State Route 317 location. Council Member Stoots agreed with Council Member Hilbert; however, pointed out that she is concerned with the narrow median and the approval of ODOT. Council Member Cleary inquired as to costs for a retaining wall, Administrator Hall has no cost information at this time. Council Member Dildine is in favor of the Pocket Park and the cemetery. It was noted that ODOT approval will be required for any signage on SR 317. After discussion on the matter, SR 317 and the cemetery were the favored sites with the Pocket Park as a backup if ODOT approval is not obtained. The pocket park most likely will not be constructed until 2014, added Mr. Green. Administrator Hall outlined three options for uses of the property at 173 Front Street (next door to MB), which the City is currently in the process of purchasing. She said the City can retain the entire property and maintain the house; retain the entire property and demolish the house or split the lot, join the property lot onto the municipal building lot and sell the house with the garage. She explained that the options to sell the property need to have a minimum bid with an on-line auction, a regular auction or sell the house on the market. Council Member Rarey stated there could be some usage for the facility, such as, office space or a new chamber for Council. Administrator Hall stated there would City of Groveport Page 3 Committee of the Whole Meeting Minutes - Final July 15, 2013 have to be extensive remodeling to bring the structure up to code for any use for the city. Council Member Hilbert feels selling the house with the garage is a good option. Council Member Stoots agreed with Council Member Hilbert, but stated if the house cannot be sold, the house could be razed and replaced with additional parking. Administrator Hall responded that a parking lot right on the street could impact the character of the neighborhood. Mayor Lance Westcamp agreed the house should be put out to bid with a minimum reserve. Administrator Hall suggested taking the property through the variance process to get it ready to sell. She said the property is zoned R6 (Residential) and any application for conditional use would need to go before BZA. A deed restriction could insure proper usage of the structure. Council Member Cleary is concerned the house will not sell very quickly with all the renovations needed for the house. C. Director of Law - Kevin Shannon No report D. Director of Finance - Jeff Green No report E. Chief of Police - Ralph Portier Chief Portier reported he would have an update on the school busing at the next meeting. Council Member Cleary inquired about the contracts for the School Resource Officer, Chief Portier responded the contracts have been signed. Council Member Rarey questioned the Chief about stop signs throughout the city and his concerns for the safe guarding of our youngsters going to and from school. Chief Portier advised that stop signs cannot be used to control speed. He informed Council that Groveport Madison School starts August 19, 2013. F. Public Works Superintendent - Dennis Moore Out G. Chief Building Official - Stephen Moore Chief Building Official, Stephen Moore reported the Birch Tavern City of Groveport Page 4 Committee of the Whole Meeting Minutes - Final July 15, 2013 kitchen is complete and will start serving food soon. He said The Little Clinic in Kroger’s should be operational in the next couple of weeks, noting that the City is down to less than 5% vacancy rate in the warehouses. He explained the grass mowing list was given to Finance to be placed on the property owner's taxes. Council Member Stoots inquired the process if the address is undeliverable. Mr. Moore responded that it is noted in the file, however, the cost to the City is still reported to the auditor. H. Director of Golf - Tom Walker Director of Golf Walker reported the bridge will be open on Friday after the 11:00 a.m. ribbon cutting ceremony. There was some mild flooding due to last week’s storms resulting in the loss of some turf on Hole 14. I. Parks & Recreation Director - Kyle Lund Director Lund reminded Council of the Touch & Truck, Saturday, August 3rd at Groveport Park at 10:00 a.m. Council Members Cleary and Dildine commented on the successful activities at the pool and the Recreation Center. Council Member Drury inquired when was the in-door pool going to be shut down. Mr. Lund stated August 2nd through August 18th for repairs. J. Community Affairs Director - Linda Haley No report K. Director of Facilities Management - Tom Byrne Director Byrne reported that the tuck pointing at the base at Town Hall is still ongoing. An infrared scanning was conducted of all the mechanical and electrical systems. There were some problems most being at the outdoor pool with the repairs being handled in house. There are roofing issues at Town Hall being addressed this week. L. Engineer - Steve Farst Engineer Farst provided an update on the Spiegel Road project between Port Road and Allum Creek. M. Clerk of Council - Kimberly McWilliams City of Groveport Page 5 Committee of the Whole Meeting Minutes - Final July 15, 2013 No report N. Council Members - Ed Rarey, Jean Ann Hilbert, Donna Drury, Ed Dildine, Shawn Cleary and Jan Stoots Council Member Cleary congratulated Kasey Petty, a graduate of Groveport Madison High School, who placed second in the Franklin County Women’s Golf Tournament. She will be attending Findlay University in the fall on a golf scholarship. Council Member Hilbert commended Groveport’s Lilia Osterloh on her achievement as the new Assistant Tennis Coach at Harvard. Council Member Drury reminded Council the Car Show will once again be hosting the Taste of Groveport. Council Member Rarey inquired if one owner of multiple entries would be given a reduced entry fee. Administrator Hall responded that information will have to be referred to the Chamber since they run the event. XIII. Adjournment Council Member Cleary made a motion, seconded by Council Member Rarey, to adjourn at 7:15 p.m. All in favor stated AYE, None Opposed. Motion passed. __________________________________________ Edward G. Dildine, President Pro-Tem __________________________________________ 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 6