Committee of the Whole

City of Groveport 655 Blacklick St. Groveport, OH 43125 614.830.2052 www.groveport.org Meeting Minutes Tuesday, February 18, 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 February 18, 2014 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, Linda Haley - Community Affairs Director, Steve Farst - Engineer, Kyle Lund - Parks and Recreation Director, Tom Walker - Director of Golf, Tom Byrne - Director of Facilities Management, Ralph Portier - Chief of Police Not Present: Stephen Moore - Chief Building Official, Dennis Moore - Public Works Superintendent 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 Absent: 1 - Council Member Drury Present: 5 - Council Member Cleary, Council Member Dildine, Council Member Hilbert, Council Member Hutson, and Council Member Rarey V. Approval of Minutes - January 21, 2014 Approved as submitted. #021-2014 COTW 1-21-2014 Meeting Minutes Attachments: COTW 1-21-2014 Meeting Minutes.pdf VI. Business of Guests - None VII. New Business - None City of Groveport Page 1 Committee of the Whole Meeting Minutes February 18, 2014 VIII. Unfinished Business - None IX. Ordinances and Resolutions 3rd Readings ORD. 14-004 AN ORDINANCE AMENDING SEWER USAGE RATES Sponsors: Hilbert Finance Director Green informed Council Columbus has raised its rates, while the Groveport has not in the last several years. This increase will allow the City to break even and this Ordinance will allow the Administrator to adjust rates annually as deemed necessary. Chair Dildine read by title Ordinance No. 14-004. A motion was made by Council Member Hutson, seconded by Council Member Cleary, to recommend approval to the City Council. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hilbert, Hutson and Rarey RES. 14-001 A RESOLUTION AUTHORIZING THE USE OF A PORTION OF THE PROCEEDS OF BONDS OR BOND ANTICIPATION NOTES OF THE CITY OF GROVEPORT, IN THE ESTIMATED PRINCIPAL AMOUNT OF NOT TO EXCEED $2,187,900.00, TO BE ISSUED FOR THE PURPOSE OF CONSTRUCTING A NEW CITY WATER TREATMENT FACILITY WITH RELATED SITE IMPROVEMENTS AND APPURTENANCES THERETO, TO REIMBURSE THE CITY'S GENERAL, PERMANENT IMPROVEMENT, OR BOND CONSTRUCTION FUND FOR MONEYS PREVIOUSLY ADVANCED FOR SUCH PURPOSE Sponsors: Rarey Administrator Hall advised Council the bid for the new water treatment plant is under advertisement with the bid opening scheduled for March 7, 2014. This Resolution will authorize proceeds of a future debt to be spent during a large phase of the construction to allow the City to know a more exact amount to be borrowed for the project. Council Member Hilbert inquired if this money and the interest will be paid back by the 1200 customers? Administrator Hall responded that is correct. Council Member Hilbert commented there will be a 20% increase in March and again next year and thereafter. Administrator Hall responded it is hoped that once the project is complete, the City of Groveport Page 2 Committee of the Whole Meeting Minutes February 18, 2014 water meter project is done and maintenance of the current water tank the City is keeping, the City will be in a position to assess the rates and change if necessary. Council Member Hutson inquired if the Senior Housing and the new Town Center will be on Groveport water? Administrator Hall advised the Town Center will be on Groveport water as well as the Senior Housing project. Council Member Hilbert asked if the 2.1 million is all that is anticipated to be the cost of the project. Administrator Hall explained the details of the difference in the amounts from the advertisement. This amount reflects the engineer's final estimate for the water treatment plant itself. Chair Dildine read by title Resolution No. 14-001. A motion was made by Council Member Cleary, seconded by Council Member Hutson, to recommend approval to the City Council. The motion carried by the following vote: Yes: 4 - Cleary, Dildine, Hutson and Rarey No: 1 - Hilbert B. 2nd Readings - None X. Financial Report Report will be made available at the next Council meeting. XI. Other Business #022-2014 MTFD January 2014 Monthly Report Attachments: MTFD January 2014 Monthly Report.pdf Chair Dildine updated Council on the January 2014 Madison Township Fire Department's report. XII. Reports A. Mayor - Lance Westcamp Mayor Westcamp informed Council of the resignation letter he received from John Goodyear. Mr. Goodyear serves on the Board of Zoning Appeals and the Trees & Decoration Committee. The Mayor thanked Mr. Goodyear for all his years of service to Groveport. City of Groveport Page 3 Committee of the Whole Meeting Minutes February 18, 2014 The Mayor thanked Chief Portier for an excellent police awards banquet and advised everyone of the promotion of Lieutenant Kurt Blevins to Captain Blevins. He also thanked Mrs. Portier for providing snacks and finger foods. B. Administrator - Marsha Hall Administrator Hall reported the Towne Center project is now underway and with the weather breaking the project can move forward. Ms. Hall deferred the Town Hall issue to Tom Byrne and Linda Haley. #023-2014 Adm Report to Council Attachments: Adm Report to Council - Feb 18.pdf #024-2014 HR FEBRUARY 3-7 2014 Attachments: HR FEBRUARY 3-7 2014.pdf C. Director of Law - Kevin Shannon Nothing to report. D. Director of Finance - Jeff Green Finance Director Green reported the finance report will be available at the next meeting, there was a huge reconciliation for the month of January. As to Economic Development things are moving forward with SK Foods bringing 300 new jobs to Groveport. E. Chief of Police - Ralph Portier Chief Portier updated Council on the new police facility. The department plans to schedule an open house at a later time when the weather is nicer and everyone has settled into the new facility. #025-2014 PD January 2014 Attachments: PD January 2014.pdf City of Groveport Page 4 Committee of the Whole Meeting Minutes February 18, 2014 F. Public Works Superintendent - Dennis Moore Not present. #026-2014 PW Feb 2014 Council Report Attachments: PW Feb 2014 Council Report.pdf G. Chief Building Official - Stephen Moore Not present. #027-2014 B&Z February 2014 Attachments: B&Z February 2014.pdf H. Director of Golf - Tom Walker Nothing further to report. #028-2014 Golf Report to Mayor and Council Attachments: Golf Report to Mayor and Council 2-13-14.pdf I. Parks & Recreation Director - Kyle Lund Nothing further to report. #029-2014 Rec Center Council Report Attachments: Rec Center Council Report.pdf Recreation March - April 2014.pdf J. Community Affairs Director - Linda Haley Community Affairs Director Linda Haley updated Council on the status of moving Town Hall offices to Kid Space and scheduled classes have been relocated to various City facilities and Madison Township Community Center. Director of Facilities Management Tom Byrne updated Council on the issues of the damage at Town Hall and the progress of putting everything back to rights. Mr. Byrne will keep Council updated on the restoration, repairs costs and assessments of the damage. Mr. Green advised the cost to the City hopefully should not exceed City of Groveport Page 5 Committee of the Whole Meeting Minutes February 18, 2014 the City's $10,000 deductible. The insurance company was contacted first thing that morning and responded quickly to assess the damage. The computers and phone systems have been networked to the temporary offices at Kid Space. The City having a Facilities Manager has made all the ongoing projects and the Town Hall damage less of a burden on other departments. Mr. Bryne has been a great asset to the City in handling all the current projects. #030-2014 CA Council Report Attachments: CA Council Report 2 11 14.pdf K. Director of Facilities Management - Tom Byrne Director of Facilities Management Tom Byrne referred Council to the AEP Cost Comparison handout he provided to them tonight. #031-2014 Facilities Management status Attachments: FM 1-15-14 status.pdf L. City Engineer - Steve Farst City Engineer Steve Farst updated Council on the water treatment plant project. The Port Road project was awarded to Shelly & Sand Inc. Council Member Rarey inquired about sidewalks within the City. Mr. Farst responded the sidewalks are a top priority on his list of business and he will come back to Council after he has looked into the matter. M. Clerk of Council - Ruthanne Sargus Ross Nothing to report. N. Council Members - Ed Rarey, Jean Ann Hilbert, Donna Drury, Ed Dildine, Shawn Cleary and Becky Hutson Council Member Cleary commented the potential for flooding with the melting snow is a real concern, along with the potholes, due to the harsh winter weather. Chair Dildine advised a Rules of Council Committee meeting is City of Groveport Page 6 Committee of the Whole Meeting Minutes February 18, 2014 schedule for March 24, 2014 at 6:00 p.m. at the Municipal Building. Chair Dildine thanked everyone for all their hard work during this winter season. XIII. Adjournment Council Member Rarey made a motion, seconded by Council Member Cleary, to adjourn at 7:04 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