Committee of the Whole

City of Groveport 655 Blacklick St. Groveport, OH 43125 614.830.2052 www.groveport.org Meeting Minutes Tuesday, January 21, 2014 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 & Becky Hutson Committee of the Whole Meeting Minutes January 21, 2014 I. Call to Order by Committee Chair Dildine at 6:32 p.m. Staff Present: Marsha Hall - Administrator, Kevin Shannon - Law Director, Jeff Green - Director of Finance, Stephen Moore - Chief Building Official, Dennis Moore - Public Works Superintendent, Linda Haley - Community Affairs Director, Tom Walker - Director of Golf, Tom Byrne - Director of Facilities Management, Ralph Portier - Chief of Police Not Present: Kyle Lund - Parks and Recreation Director 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 Hutson, and Council Member Rarey V. Approval of Minutes - December 9, 2013 Approved as submitted. #004-2014 COTW Meeting Minutes 12-09-2013 Attachments: COTW Meeting Minutes 12-09-2013.pdf VI. Business of Guests 1. Madison Township Fire Chief Bates - Update Chief Bates updated Council on the December 2013 and Year End reports for Madison Township Fire Department. City of Groveport Page 1 Committee of the Whole Meeting Minutes January 21, 2014 #005-2014 MTFD December 2013 Monthly Report & 2013 Yearly Report Attachments: MTFD December 2013 Monthly Report.pdf MTFD 2013 Year End Report.pdf VII. New Business - None VIII. Unfinished Business - None IX. Ordinances and Resolutions A. 3rd Readings ORD. 13-062 AN ORDINANCE AUTHORIZING THE ADMINISTRATOR TO ENTER INTO A ENERGY PROGRAM CONTRACT WITH DYNAMIX AND WAIVING COMPETITIVE BIDDING PURSUANT TO GROVEPORT CITY CHARTER SECTION 9.02(B) Sponsors: Hilbert Council Member Cleary inquired if there was any way to make sure contracting with Dynamix was going to save the City money by some kind of a trial area at one of the City's facility. Director of Facilities Management, Tom Byrne explained any complete overhaul of a system would make trying them out in a localized area very difficult. Administrator Hall advised Council there is a guarantee of cost savings written in the contract. A motion was made by Council Member Hilbert, seconded by Council Member Drury, to recommend approval to the City Council. The motion carried by the following vote: Abstain: 1 - Rarey Yes: 5 - Cleary, Dildine, Drury, Hilbert and Hutson B. 2nd Readings - None C. 1st Readings ORD. 14-001 AN ORDINANCE ESTABLISHING IN SEASON GOLF FEES FOR THE LINKS AT GROVEPORT GOLF COURSE Sponsors: Cleary City of Groveport Page 2 Committee of the Whole Meeting Minutes January 21, 2014 Attachments: 2014 Proposed Golf Rates.pdf Director of Golf, Tom Walker referred Council to the attachment of the Ordinance outlining proposed rate changes. He would like Council to consider putting a moratorium on the issuance of any new season passes, allowing those currently enrolled in the program to renew their season pass but once they choose not to renew, the option will no longer be available to them. Council Member Cleary concurred with fading out the season passes. Chair Dildine expressed his concerns regarding this Ordinance being placed on the agenda as a first reading. Law Director Shannon explained as long as Council adheres to the rules of a first reading as to this Ordinance being placed as a First Reading on the next Council Meeting Agenda, it was acceptable. Chair Dildine stated he would like any new matters to be placed under new business in the future. Chair Dildine read by title Ordinance No. 14-001. This Ordinance was discussed and referred to City Council for a First Reading. X. Financial Report Finance Director Green referred Council to the Finance Report noting income taxes were up in December. #006-2014 Finance Report December 2013 Attachments: Finance Report December 2013.pdf XI. Other Business Chair Dildine advised the matter of salaries for elected officials will be postponed until next year. #003-2014 Elected Officials Salaries Attachments: Elected Officials Salaries.pdf XII. Reports A. Mayor - Lance Westcamp Mayor Westcamp reported the annual report will be released soon. The Mayor acknowledged Council Member Hutson and City of Groveport Page 3 Committee of the Whole Meeting Minutes January 21, 2014 Council Member Rarey for the new year and looks forward to working with everyone in 2014. B. Administrator - Marsha Hall Administrator Hall informed Council Steve Farst has accepted the position of City Engineer and will start February 17, 2014. Administrator Hall requested Council consider going into Executive Session to discuss personnel matters and Finance / Economic Development Director Jeff Green would like to address an economic development issue. #007-2014 Adm Report to Council - Jan 21 Attachments: Adm Report to Council - Jan 21.pdf C. Director of Law - Kevin Shannon Law Director Kevin Shannon commented the legislation relating to the golf rates that was discussed tonight does not have emergency language. One reason for it being an item on tonight's agenda was so if it was requested of Council to consider suspending the rules as to the three readings at the next Council meeting, the Ordinance could go into effect 30 days thereafter. Council can be comfortable in knowing the item was discussed in the Committee of the Whole forum. D. Director of Finance - Jeff Green Nothing further to report. E. Chief of Police - Ralph Portier Chief Portier referred Council to his submitted report. #008-2014 PD - December 2013 Attachments: PD - December 2013.pdf F. Public Works Superintendent - Dennis Moore Public Works Superintendent Dennis Moore advised Council on the salt delivery issues with the state. The state has asked municipalities to watch and maintain their salt usage for the next City of Groveport Page 4 Committee of the Whole Meeting Minutes January 21, 2014 couple of weeks. #009-2014 Public Works Department Council Report Attachments: Public Works Department Council Report.pdf G. Chief Building Official - Stephen Moore Nothing to report. #010-2014 B & Z Council Report Attachments: B & Z Council Report January 2014.pdf H. Director of Golf - Tom Walker Council Member Cleary inquired of Director of Golf Tom Walker if there was to be an inspection done on the suspension bridge at the golf course and Mr. Walker advised one would be performed. Also, if the members of the golf course would be receiving notice regarding the changes in season passes and rates. Mr. Walker responded letters are to be sent to all members advising them of any changes. #011-2014 Golf Report Attachments: Golf Report to Mayor and Council 1-15-14.pdf Proposed amendments to in season golf rates 2014.pdf I. Parks & Recreation Director - Kyle Lund Not Present #012-2014 Rec Center Council Report Attachments: Rec Center Council Report 01-21-2014.pdf J. Community Affairs Director - Linda Haley Nothing to report. #013-2014 CA Council Report Attachments: CA Council Report 1 14 14.pdf City of Groveport Page 5 Committee of the Whole Meeting Minutes January 21, 2014 K. Director of Facilities Management - Tom Byrne Director of Facilities Management Tom Byrne updated Council on the progress of the new police building. Tentative date for occupancy is end of February. #014-2014 FM Report to Council Attachments: FM Report to Council 01-21-2014.pdf L. Engineer - Steve Farst Engineer Steve Farst updated Council on the Port Road Improvements Project. Mr. Farst expressed his excitement with starting with the City. M. Clerk of Council - Ruthanne Sargus Ross Clerk of Council Ruthanne Ross advised Council of the Certified Public Records Training she attended in January. N. Council Members - Ed Rarey, Jean Ann Hilbert, Donna Drury, Ed Dildine, Shawn Cleary and Becky Hutson Chair Dildine named The Rules of Council Committee, to include Mrs. Hilbert, Mr. Cleary, Mrs. Hutson, Ms. Hall, Mr. Shannon and himself. The first meeting is to be held February 10, 2014 @ 5:30 p.m. at the municipal building. Ms. Hall will forward a copy of the current Rules of Council for everyone's review before the meeting. --- Executive Session Law Director Shannon requested Council consider going into executive session pursuant to Ohio Revised Code Section 121.22(G)(1) to consider the appointment, employment, dismissal, discipline, promotion, demotion, or compensation of a public employee and/or public official and Ohio Revised Code Section 121.22(G)(8) to consider confidential information related to the marketing plans, specific business strategy, production techniques, trade secrets, or personal financial statements of an applicant for economic development assistance, or to negotiations with other political subdivisions respecting requests for economic development assistance and invited the Mayor, Council, Administrator Hall, Finance Director / Economic City of Groveport Page 6 Committee of the Whole Meeting Minutes January 21, 2014 Development Director Green and himself. A motion was made by Council Member Cleary, seconded by Council Member Hilbert, to go into executive session pursuant to Ohio Revised Code Sections 121.22(G)(1) at 7:07 p.m. to discuss the employment of a public employee and/or public official and Ohio Revised Code Section 121.22(G)(8) to consider confidential information related to the marketing plans, specific business strategy, production techniques, trade secrets, or personal financial statements of an applicant for economic development assistance, or to negotiations with other political subdivisions respecting requests for economic development assistance to include the Mayor, Council, Law Director Shannon, Administrator Hall and Finance Director/ Economic Development Director Green. The motion carried by the following vote: Yes: 6 - Cleary, Dildine, Drury, Hilbert, Hutson and Rarey Executive Session A motion was made by Council Member Dildine, seconded by Council Member Rarey, to come out of executive session at 7:42 p.m., with no action taken. The motion carried by the following vote: Yes: 6 - Cleary, Dildine, Drury, Hilbert, Hutson and Rarey XIII. Adjournment Council Member Cleary made a motion, seconded by Council Member Rarey, to adjourn at 7:42 p.m. All in favor stated AYE, None Opposed. Motion passed. __________________________________________ Edward G. Dildine, President Pro-Tem __________________________________________ Ruthanne Sargus Ross, 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 7