Committee of the Whole

City of Groveport 655 Blacklick St. Groveport, OH 43125 614.830.2052 www.groveport.org Meeting Minutes - Final Monday, September 16, 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 September 16, 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 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 - August 19, 2013 #083-2013 August 19, 2013 COTW Minutes Attachments: August 19, 2013 COTW Minutes.pdf Approved as submitted. VI. Business of Guests A. Madison Township Fire Chief Bates Update Madison Township Fire Chief Bates updated Council on the August Monthly Report. He reported the success of the 1st Annual Motts Trot, held the previous weekend, and that all proceeds went to Motts Military Museum. Chief Bates invited everyone to the Open House celebrating Fire Prevention Week, City of Groveport Page 1 Committee of the Whole Meeting Minutes - Final September 16, 2013 October 6, 2013, 1:00 p.m. to 4:00 p.m. at Station 182. #084-2013 August 2013 Monthly MTFD Report Attachments: August 2013 Monthly MTFD Report.pdf B. Groveport Madison Local Schools - Superintendent Bruce Hoover Superintendent Hoover commented on the failure of the Groveport Madison Local Schools levy in May and the impact it has had on the district. Mr. Hoover thanked Council, the police department and the local community on all their efforts to manage the effects of the cuts. He would like to challenge Council to help prepare and give voters a better understanding of the issues the district faces. He would like to see Council meet with the Board of Education and The Community for Better Schools to help identify the programs and services that are essential to our schools. Also, to help create a joint communication plan to educate the district's community to the values of a good school and the impact schools have on a growing community. He asked Council to consider attending a work session with the Board of Education on October 31, 2013. Mr. Hoover updated Council on the school district's financial forecast. C. Encroaching Tree Roots at The Village of Grove Pointe Cheryl Ballou of 4837 Bay Grove Court, President of the Village of Grove Pointe Association, addressed Council regarding the 15/16 year old trees whose roots are impinging on the sidewalks and PVC stormwater pipes going to the street. The pipes run from sump pump drains and downspouts to the street. Ms. Ballou feels since the trees are in the City's easement they and their encroaching roots are the responsibility of the City. After discussion Council agreed that the matter will have to be looked into by Public Works. VII. New Business A. Subdivision Entryways Administrator Hall reported that all the entryways have been looked into at the different subdivisions; Grove Pointe's two entryway features are in the City's right-of-way making their City of Groveport Page 2 Committee of the Whole Meeting Minutes - Final September 16, 2013 maintenance the City's responsibility. Founders Bend is in the right-of way but per the development agreement they take care of maintenance. The Orchard entryway is not in the right-of-way but has a grassy area that the City maintains; Elmont Place entry features are not in the right-of-way and are maintained by the Home Owners Association. The Newport Village entry feature is in the canal lands being maintained by the Home Owners Association. Hickory Grove and Bixby Ridge have no entry features. Ms. Hall recommends that if the City is to maintain the Grove Pointe entryway, plantings with low annual maintenance could be planted in the spring. She advised the pond is part of the Condominium Association, therefore not the responsibility of the City. After discussion on the matter, Ms. Hall commented that with any new developments the City should possibly look into the development agreement addressing the entryway features becoming the responsibility of The Home Owners Association. #085-2013 Entryway Pictures of Subdivisions Attachments: Entryway Pictures of Subdivisions.pdf B. Donation of Old Main/Hendron Signboard Community Affairs Director Linda Haley informed Council that shortly after the new sign at Hendron Rd / Main St was erected she was approached by a representative of the New Hope Church at 385 Main St., who inquired about the City's intentions with the old sign. When Ms. Haley stated the old sign was to be demolished, she was asked if the church could have the upper portion of the old sign board. She advised the representative all electrical permits and signage codes would be the responsibility of the church. Brian Casserly of New Hope Church addressed Council that the sign would replace the current signage that has existing spot lights and it could be removed within two weeks of Council's approval. They would obtain all the necessary permits and comply with the zoning codes. Matt Campbell of 439 Main St. stated his conditional support to New Hope Church to receive the sign. His conditions were that there would be no more lighting than already exists; the sign face SR 317 on one side and College St. on the other as to not City of Groveport Page 3 Committee of the Whole Meeting Minutes - Final September 16, 2013 face his property located directly across from the church. He wants assurance that all zoning codes and variances be in compliance and that he would be advised on any hearings to address any variances required by the City. Law Director Shannon advised Mr. Campbell that the donation of city property to a non-profit organization did not require three readings and if no variance was needed, there would not be a Building & Zoning Appeals Hearing on the matter. C. Senior Transportation Program Parks & Recreation Director, Kyle Lund reported to Council that the City was awarded a Standardized Transportation Program Grant administered by ODOT for a new Senior Transportation vehicle. He is still waiting for the paperwork to apply for the 80/20 grant. The new vehicle would replace the 8 passenger Freightliner Sprinter with wheelchair lift that has high mileage and high maintenance costs. The fleet currently consists of the aforementioned 2002 Freightliner Sprinter, a 2001 Ford Taurus; a 2006 Ford E350 Econoline (11 passenger) and a 2012 Ford E350 Econoline (9 passenger) with wheelchair lift. Mr. Lund provided Council with a detailed report on the grant application process and the fleet vehicle inventory that included photos of the vehicles in the fleet. Participants in the Senior Transportation Program are verified as Groveport residents through the Franklin County Auditor’s website. Law Director Shannon advised that Council has already approved the legislation for the new vehicle but asked Administrator Hall to come back to them with updated information and to receive direction from Council as to how to proceed with the grant process. #106-2013 Senior Transportation Vehicle Replacement Attachments: Senior Transportation Vehicle Replacement.pdf VIII. Unfinished Business A. WinterFest at the Links Chair Dildine would like to move forward with the event to be held at the golf course. The event would be sponsored by The Links and ran by the event organizer. He would like to see it held this year or by next February, if it could be arranged. City of Groveport Page 4 Committee of the Whole Meeting Minutes - Final September 16, 2013 B. New City Flag Design Council Member Drury submitted flag designs from the Trees & Decorations Committee to Council for consideration. Council Member Rarey commented on a 1912 flag done in red and black that he will bring to Council for everyone to view. After discussion on the designs submitted, Council recommended the matter be referred back to the Trees & Decorations Committee for additional opinions for the new design. IX. Ordinances and Resolutions A. 3rd Readings ORD. 13-039 AN ORDINANCE AUTHORIZING THE ISSUANCE OF NOTES IN THE AMOUNT OF NOT TO EXCEED $800,000 IN ANTICIPATION OF THE ISSUANCE OF BONDS FOR THE PURPOSE OF CONSTRUCTING, IMPROVING, FURNISHING, AND EQUIPPING A POLICE FACILITY, WITH RELATED SITE IMPROVEMENTS AND APPURTENANCES THERETO; AND APPROVING RELATED MATTERS Sponsors: Stoots Attachments: ORD. 13-039 Attachments.pdf Administrator Hall advised Council on the higher costs of the new police facility server, IT and security services. Ms. Hall stated any extra monies from the bond would be put towards the police storage garage maintenance. Council recommended approval with amendments. Chair Dildine read by title Ordinance No.13-039. A motion was made by Council Member Hilbert, seconded by Council Member Cleary, to recommend approval with amendments to the City Council. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Drury, Hilbert and Stoots No: 1 - Rarey RES. 13-006 Attachments: TIRC Meeting 8-14-2013.pdf RES 13-006 TIRC Finance Director Jeff Green explained to Council accepting the Groveport Tax Incentive Review Council recommendations is a City of Groveport Page 5 Committee of the Whole Meeting Minutes - Final September 16, 2013 formality required every year with Franklin County. Chair Dildine read by title Resolution No.13-006. A motion was made by Council Member Stoots, seconded by Council Member Drury, to recommend approval to the City Council. The motion carried by the following vote: Yes: 6 - Cleary, Dildine, Drury, Hilbert, Rarey and Stoots B. 2nd Readings ORD. 13-042 AN ORDINANCE ESTABLISHING GRANT APPLICATION PROCESS FOR THE CITY OF GROVEPORT Sponsors: Dildine Attachments: ORD. 13-042 Attachment Grant Application.pdf Administrator Hall stated after appropriations were approved last year the Heritage Society submitted an application for a grant and Council had to amend the appropriations to include that grant. Ms. Hall asked Council to consider revising the grant application process by setting a date that applications could be submitted giving Council time to determine which grants they would issue in any given year, allowing said grants to be factored into the final appropriations. The grant application she provided is a two-fold application; the first section for non-profit or civic organizations; the second section for individual students. Ms. Hall expanded on the changes to the grant application and Council was in favor of the new application. Chair Dildine read by title Ordinance No.13-042. A motion was made by Council Member Drury, seconded by Council Member Hilbert, to recommend for approval. Motion carried by the following vote: Yes: 6 - Cleary, Dildine, Drury, Hilbert, Rarey and Stoots X. Financial Report Finance Director, Jeff Green referred Council to the submitted Financial Report noting income tax is currently up 16%. No questions for Mr. Green. #086-2013 August Finance Report Attachments: August Finance Report.pdf City of Groveport Page 6 Committee of the Whole Meeting Minutes - Final September 16, 2013 XI. Other Business XII. Reports #087-2013 9-16-13 Council Update Attachments: 9-16-13 Council Update.pdf A. Mayor - Lance Westcamp Mayor Westcamp thanked Mr. Dildine for running last week's meeting and reminded everyone about the Chamber Car Show to be held Sunday. B. Administrator - Marsha Hall Administrator Marsha Hall advised Council that the Health Department informed the City that a positive test for West Nile was found in Groveport and they will be spraying in the City tomorrow evening. Ms. Hall put together a process for the disposal of City vehicles being taken out of rotation. If a vehicle is to be donated, Council will vote on it. However, if a vehicle is to be salvaged; Council can choose to dispose of it, taking any old vehicles off the City's books. An accounting of monies received would be made available to Council after vehicles are turned over to be salvaged. Council Member Hilbert inquired when the new water rate increase takes effect and Ms. Hall responded in January, at which time Ms. Hall would request Council to consider going to a monthly billing system. C. Director of Law - Kevin Shannon Nothing to report. D. Director of Finance - Jeff Green Nothing further to report. E. Chief of Police - Ralph Portier City of Groveport Page 7 Committee of the Whole Meeting Minutes - Final September 16, 2013 Nothing further to report. Council Member Rarey inquired of Chief Portier regarding stop signs within the City and requested of the Chief if he could look into the matter of placing signs at specific locations. Mr. Rarey expressed his concerns about the need to install sidewalks in the areas of well traveled roads by young pedestrians. Administrator Hall informed Council that the City will be submitting an application to the Safe Routes to School Program in January. F. Public Works Superintendent - Dennis Moore Nothing further to report. G. Chief Building Official - Stephen Moore Nothing to report. H. Director of Golf - Tom Walker Director of Golf, Tom Walker reminded Council of the Girls Division I District Tournament on Tuesday, October 8, 2013 at the Links and any volunteers would be appreciated. Council Member Rarey commented that the restaurant at the Links will not prosper with no sign at Richardson Rd. and Groveport Rd. directing the public to its location. Mr. Walker advised Council that the matter is being addressed. I. Parks & Recreation Director - Kyle Lund Parks & Recreation Director, Kyle Lund reported the success of Paws in the Pool with 150 dogs enjoying a swim. Mr. Lund informed Council of the Best Outdoor Municipal Pool Award the Groveport Aquatic Center received from Columbus Parent magazine for the second year in a row. J. Community Affairs Director - Linda Haley Community Affairs Director, Linda Haley reported the new sign has been installed and hopes to have it up and running soon. K. Director of Facilities Management - Tom Byrne Director of Facilities Management, Tom Byrne reported Council will be pleased with the results of the energy audit. City of Groveport Page 8 Committee of the Whole Meeting Minutes - Final September 16, 2013 L. Engineer - Steve Farst Engineer, Steve Farst updated Council on the progress of the West Bixby Road project. M. Clerk of Council - Kimberly McWilliams Nothing to report. N. Council Members - Ed Rarey, Jean Ann Hilbert, Donna Drury, Ed Dildine, Shawn Cleary and Jan Stoots Council Member Cleary expressed his concerns regarding the number of donations being made by the City. Council Member Drury informed Council that the Taste of Groveport and Madison Township Food Contest will be held at Town Hall during the Car Show. After judging and award presentations there will be a public tasting. Council Member Dildine reported Fill the Boot raised $7,812 donated to MDA and the Motts Trot event generated an estimated $3,000 to $3,500 for the new building at Motts Military Museum. XIII. Adjournment Council Member Hilbert made a motion, seconded by Council Member Cleary, to adjourn at 8:14 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 9