Committee of the Whole

City of Groveport 655 Blacklick St. Groveport, OH 43125 614.830.2052 www.groveport.org Meeting Minutes - Final Monday, August 19, 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 August 19, 2013 I. Call to Order by Committee Chair Dildine at 6:30 p.m. Staff Present: Marsha Hall - Administrator, Jeff Green - Director of Finance, Stephen Moore - Chief Building Official, Dennis Moore - Public Works Superintendent, Linda Haley - Community Affairs Director, Tom Byrne - Director of Facilities Management, Steve Farst - Engineer, 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 - July 15, 2013 Approved as submitted. #073-2013 7-15-13 Committee Minutes Attachments: 7-15-13 Committee Minutes.pdf VI. Business of Guests A. Matt Campbell Matt Campbell of 349 Main St. informed Council that he and his nephew volunteered at the Cops & Kids Fest and complimented the police department for the organization of this year’s event. He requested to be placed on the Public Works stump removal City of Groveport Page 1 Committee of the Whole Meeting Minutes - Final August 19, 2013 list. Mr. Campbell inquired of the changes to ORD. 13-034 “home sales” and the reasons for the changes. Administrator Hall advised that the request for the changes came through the Apple Butter Day Committee. There are issues with vendors who pay a fee to be a part of the festival when they have to compete with residents holding garage sales right next to the festival area. Another issue is concerns of traffic generated with such sales. B. Madison Township Fire Chief Bates Update Chief Bates updated Council on the July 2013 Monthly Fire Report, noting an error in the numbers reported as to the 2013 Y-T-D Total fire incidents in Groveport. Additional informational statistics will be included in future reports. No questions for Chief Bates. #072-2013 July 2013 Monthly Fire Report Attachments: July 2013 Monthly Report.pdf VII. New Business A. WinterFest at the Links Council Member Dildine asked Council to consider holding a WinterFest event at the golf course inviting different vendors to sample wares. Lovells Grille has expressed interest in providing food for the event and other businesses would be invited to participate. Council Member Hilbert briefly explained a similar event held in Lancaster and provided Council with a flyer from the Lancaster Brew Fest. She had spoken to the event organizer who would be pleased to plan a fest in Groveport. Limited tickets would be sold for the event, possibly to be planned for the first weekend of December. VIII. Unfinished Business - None IX. Ordinances and Resolutions A. 3rd Readings - None B. 2nd Readings City of Groveport Page 2 Committee of the Whole Meeting Minutes - Final August 19, 2013 ORD. 13-034 AN ORDINANCE AMENDING PART SEVEN - BUSINESS REGULATION CODE, CHAPTER 715 - GARAGE SALES, OF THE CITY OF GROVEPORT CODIFIED ORDINANCES Sponsors: Donna Drury Attachments: ORD. 13-034 715 garage sales final changes exhbit (final).pdf Committee Chair Dildine read the title. Council Member Hilbert feels the Apple Butter Day Committee knows best about what affects the vendors. Council Member Stoots mentioned the two community garage sales. When addressed several years ago there was no discussion of competing with other events or restriction of specific days. Mayor Westcamp inquired who would enforce the ordinance. Administrator Hall stated it would be handled as any other zoning violation. This Ordinance was recommended for approval by the City Council. Yes: 6 - Cleary, Dildine, Drury, Hilbert, Rarey and Stoots ORD. 13-036 AN ORDINANCE AUTHORIZING THE ADMINISTRATOR TO ENTER INTO A LEASE AGREEMENT WITH HUNTINGTON BANK AND PURCHASE A DUMP TRUCK FOR THE PUBLIC WORKS DEPARTMENT UNDER THE STATE OF OHIO COOPERATIVE PURCHASE PLAN THEREBY WAIVING COMPETITIVE BIDDING PURSUANT TO GROVEPORT CITY CHARTER SECTION 9.02(B), AND THE DECLARATION OF AN EMERGENCY Sponsors: Dildine Committee Chair Dildine read the title. Administrator Hall requested that emergency legislation be remove from the Ordinance. Public Works Superintendent Moore informed Council that the truck to be purchased is a 2014 Ford F-550 6.7L Diesel 1-ton, low wheel based, stainless steel dump body and auger box, with a payload of four cubit yards. It will replace a 15 year old truck that is too costly to repair and will be disposed of at a later date. The state bid trucks are equipped with the stainless steel parts City of Groveport Page 3 Committee of the Whole Meeting Minutes - Final August 19, 2013 and will accommodate the City’s snow and ice removal needs. Council Member Rarey inquired if Mr. Moore had any other equipment he would ask of Council. Mr. Moore stated not at this time. Council Member Rarey inquired if Mr. Moore has considered equipment for use at the cemetery. Mr. Moore responded within 5 to 10 years a new smaller rubber tired backhoe will need to be addressed. Council Member Stoots expressed concerns with the language of the ordinance, lease vs purchase, she was assured by Administrator Hall and Finance Director Green that the terminology was legal and correct and mirrors prior ordinances for the purchase of City vehicles and equipment. This Ordinance was recommended for approval with amendment by the City Council. Yes: 6 - Cleary, Dildine, Drury, Hilbert, Rarey and Stoots X. Financial Report Finance Director Green referred Council to the July Finance Report included in their packets. He commented on the 15% income tax increase for the year and revenue in other areas is up this year. The department projects a 1.8 million dollar carry over into 2014. No questions for Mr. Green. #074-2013 July Finance Report Attachments: July Finance Report.pdf #075-2013 FINANCIAL FORECAST Attachments: 2013_Groveport_Projection_Report_Final.pdf XI. Other Business - None XII. Reports #076-2013 8-19-13 Council Update Attachments: scantoemail@groveport.org_20130815_165028.pdf A. Mayor - Lance Westcamp Mayor Westcamp thanked Chief Portier for the Cops and Kids City of Groveport Page 4 Committee of the Whole Meeting Minutes - Final August 19, 2013 Fest and the great turn out to the event. No questions for the Mayor. B. Administrator - Marsha Hall Administrator Hall inquired if Council had any questions regarding on-going projects, no questions were presented to Ms. Hall. The Town Center Project bid opening is set for August 21, 2013 at 2:00 p.m. Council was asked to consider a 2014 Budget Workshop on November 6, 2013. Council was referred to their copy of the Emergency Operations Plan. The plan covers a plan on localized emergencies only, larger emergencies would bring in the township police, the county or the state and would require other emergency plans to be activated. The plan includes contact information, check lists based on the type of emergency, mutual aid agreements and ICS forms required by the federal government. An inventory of all city equipment and vehicles of each building will be kept with the emergency plan. The city currently does not have any facilities with backup power that would serve a large number of public. In the event of an emergency resulting in a large number of people having to be housed, the county or the state would have the means to house and transport people out or bring what would be needed in to transport large groups. Ms. Hall suggested Council review the plan and questions could be discussed at a later time. Administrator Hall mentioned legislation will be proposed at the next council meeting regarding an OPWC application for the west side of Bixby Rd. and a five year plan. She would like to submit a small application this year for Bixby Rd. The project will encompass a 2 mile stretch of roadway from SR 317 to Groveport Rd. This year two large applications were submitted, with both granted funding. There will be another large application for Hendron Rd in 2015. Ms. Hall updated Council on the tin man water tank. After Stephen Moore had discussed the tin man water tank with her, she suggested we provide the lender a copy of the tank's inspection report and a letter of the city’s intent for the future of the water tank. The issue is not the safety or structural integrity City of Groveport Page 5 Committee of the Whole Meeting Minutes - Final August 19, 2013 of the tank but solely the fall zone. The FHA language for requirements for appraisers to appraise property does not specifically state water towers. The lender’s issue is the water tower is 134’ in height requiring a 170’ fall zone and the house in question is 126’ from the base of the tower. It appears FHA will not finance any home within the 170’ fall zone of this particular tower. Discussions of sidewalks included Wirt Rd. and Cypress Grove. The high schools routes are not eligible for the Safe Route for Schools Program funding, just middle schools and elementary schools. The Groveport Charter School access issue was not warranted by ODOT due to a traffic light only needed during peak times which could potentially cause more problems. The school's use variance included a condition which requires the school to share in the cost of the traffic improvements, should they be warranted. C. Director of Law - Kevin Shannon Not present. D. Director of Finance - Jeff Green Nothing further to report. No questions for Mr. Green. E. Chief of Police - Ralph Portier Chief Portier commented on the success of the joint venture of the Cops & Kids Fest with Linda Haley and her staff. The event was well received and everything was easily accessible for the children. He thanked all involved for a job well done on the project. With the opening of Groveport Madison Schools some traffic backed up on SR317, he noted they observed no children walking on SR317 to get to the high school. The department will be monitoring traffic at the high school and the Groveport Charter School. Council Member Cleary inquired if the ORC addressed pedestrians on SR317. Chief responded in general state highways have laws prohibiting pedestrians or bicycles such as US33. He informed Council he would be talking to Law Director City of Groveport Page 6 Committee of the Whole Meeting Minutes - Final August 19, 2013 Shannon regarding the home sale ordinance, if it is not considered to be a criminal act the police cannot enforce it. If it is a minor misdemeanor the cost would be $95.00 and the home owner would need to be made aware of the potential fine and any offense could go on their criminal record. He referred Council to the informational pamphlet, The Groveport Madison Resource Guide, provided in their packets. The department will being announcing the new full-time police officer in the next couple of weeks. The new officer will be presented to Council during the first Council meeting in September. F. Public Works Superintendent - Dennis Moore Nothing further to report. No questions for Mr. Moore. G. Chief Building Official - Stephen Moore No Report H. Director of Golf - Tom Walker Not present. I. Parks & Recreation Director - Kyle Lund Not present. J. Community Affairs Director - Linda Haley Community Affairs Director Linda Haley reported the Resource Guide produced by the Groveport Madison Schools in partnership with the Columbus Messenger are to be included in the Welcome to Groveport bags. No questions for Ms. Haley. K. Director of Facilities Management - Tom Byrne Facilities Director Tom Byrne reported the facility energy audit begins August 20th starting with the recreation center. Each facility will be checked for any and all energy wasting issues.The tuck point at Town Hall is completed; the project will wrap up next week once the water proofing is finished. No questions for City of Groveport Page 7 Committee of the Whole Meeting Minutes - Final August 19, 2013 Mr. Byrne. L. Engineer - Steve Farst Mr. Farst updated Council on the project on the Spiegel Dr.at Alum Creek Dr. project. No questions for Mr. Farst. M. Clerk of Council - Kimberly McWilliams Not present. N. Council Members - Ed Rarey, Jean Ann Hilbert, Donna Drury, Ed Dildine, Shawn Cleary and Jan Stoots Council Member Drury reported the Summer Meals Program served 6850 meals form June 10th to August 9th. She expressed her appreciation of the volunteers whose service made the program a success. Council Member Stoots commented the next cemetery meeting will be held in November. XIII. Adjournment Council Member Hilbert made a motion, seconded by Council Member Cleary, to adjourn at 7:52 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 8