Committee of the Whole

City of Groveport 655 Blacklick St. Groveport, OH 43125 614.830.2052 www.groveport.org Meeting Minutes Monday, June 16, 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 June 16, 2014 I. Call to Order by Committee Vice-Chair Hilbert 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, Dennis Moore - Public Works Superintendent, Kyle Lund - Parks and Recreation Director, Tom Walker - Director of Golf, Tom Byrne - Director of Facilities Management, Ralph Portier - Chief of Police Guests Present: The Guest Book is on file with the Clerk of Council. II. Moment of Silence Committee Vice-Chair Hilbert asked everyone to join her in a moment of silence. III. Pledge of Allegiance Community Affairs Director Linda Haley led the Pledge of Allegiance. IV. Roll Call Absent: 1 - Council Member Dildine Present: 5 - Council Member Cleary, Council Member Drury, Council Member Hilbert, Council Member Hutson, and Council Member Rarey V. Approval of Minutes - May 19, 2014 Approved as submitted. #126-2014 COTW Meeting Minutes 5-19-2014 Attachments: COTW Meeting Minutes 5-19-2014.pdf VI. Business of Guests 1. Madison Township Fire Chief Bates - Update Madison Township Fire Chief Bates updated Council on the City of Groveport Page 1 Committee of the Whole Meeting Minutes June 16, 2014 Madison Township Fire Department monthly report. The problematic medic vehicle issues have been resolved with a new engine. It came back last week but out today having some radio work done and will be back in service tomorrow. This week the department will be doing flashover training. There was EMS training last week. The department received new medication pumps for this year, the current single medication pumps were 25 to 30 years old, the new pumps supply two medications. The fire department is working with everyone to be ready for the 4th of July events. #127-2014 MTFD May 2014 Monthly Report Attachments: MTFD May 2014 Monthly Report.pdf VII. New Business None VIII. Unfinished Business None IX. Ordinances and Resolutions A. 3rd Readings ORD. 14-022 AN ORDINANCE APPROVING THE RECODIFICATION, EDITING AND INCLUSION OF CERTAIN ORDINANCES AS PARTS OF THE VARIOUS COMPONENT CODES OF THE CODIFIED ORDINANCES OF GROVEPORT, OHIO AND THE DECLARATION OF AN EMERGENCY Sponsors: Drury Law Director Kevin Shannon advised this Ordinance is the semi-annual update to the City's code, the emergency action is so the appropriate traffic and criminal code sections can go into effect immediately upon passage. The Clerk of Council read by title Ordinance No. 14-022. A motion was made by Council Member Cleary, seconded by Council Member Hutson, to recommend approval. Motion carried by the following vote: Yes: 5 - Cleary, Drury, Hilbert, Hutson and Rarey City of Groveport Page 2 Committee of the Whole Meeting Minutes June 16, 2014 ORD. 14-023 AN ORDINANCE ACCEPTING THE ANNEXATION OF 9.6 ACRES, MORE OR LESS, PARCEL NUMBERS 180-001052, 180-001048, AND 180-003042, LOCATED IN MADISON TOWNSHIP UPON ANNEXATION OF SAID TRACT TO THE CITY OF GROVEPORT (JACKSON B. REYNOLDS, III, AGENT FOR PETITIONERS) Sponsors: Drury Law Director Kevin Shannon advised this Ordinance is the final step. The City has already gone through the passing of the service resolution. The application has been approved by the Franklin County Commissioners Office and this is the last step where Council approves the annexation of the tracts in question. The Clerk of Council read by title Ordinance No. 14-023. A motion was made by Council Member Hutson, seconded by Council Member Drury, to recommend approval. Motion carried by the following vote: Yes: 5 - Cleary, Drury, Hilbert, Hutson and Rarey B. 2nd Readings ORD. 14-024 AN ORDINANCE AMENDING SECTION 123.07, DISPOSAL OF SURPLUS PROPERTY, OF THE CODIFIED ORDINANCES OF THE CITY OF GROVEPORT Sponsors: Cleary Attachments: ORD. 14-024 123.07 Exhibit A.pdf Administrator Marsha Hall informed Council this adds scrapping of equipment and vehicles to the list of approved methods of disposal of surplus property. Council Member Rarey asked how this will impact other equipment or materials of the City. Ms. Hall responded nothing specific at present, however, this allows the City to scrap equipment or materials that are no longer of use and have no resale value. Council Member Cleary stated it is more monetary to just scrap it than to sell it. He commented the City used to have auctions with the township and wanted to know if they were a thing of the past. Ms. Hall stated there just hasn't been enough equipment to make it beneficial to anyone to hold an auction. The Clerk of Council read by title Ordinance No. 14-024. A motion was made by Council Member Drury, seconded by City of Groveport Page 3 Committee of the Whole Meeting Minutes June 16, 2014 Council Member Cleary, to recommend approval. Motion carried by the following vote: Yes: 5 - Cleary, Drury, Hilbert, Hutson and Rarey X. Financial Report Nothing further to report. #128-2014 May 2014 Finance Report Attachments: May 2014 Finance Report.pdf XI. Other Business None XII. Reports A. Mayor - Lance Westcamp Mayor Westcamp commented on the notice in the paper calling all local veterans to serve as Grand Marshall in the 4th of July parade. He encourages everyone to make contact with all the veterans they know and have them contact Patty Storts. B. Administrator - Marsha Hall Administrator Marsha Hall reported on the Foor Leisure Path. She had talked to a resident who purchased a house in Elmont Place after the path was installed. When the path was installed the City (Village) worked with the property owner as to how he wanted any type of separation from the path. Ms. Hall has documentation stating the property owner did not want a fence, he wanted trees planted, therefore the City planted trees. The current owner feels the trees are not giving him enough separation and wants the City to install a fence along the side of his property. Ms. Hall is concerned that installing a split rail fence in addition to the trees would not be enough of a deterrent, and installing a privacy fence would present safety issues for those using the path. The path runs beside or behind several properties and she could see one property wanting fencing becoming several wanting fencing. The City had already worked with the property owner at the time the path was built. She told the current property owner that she would bring the City of Groveport Page 4 Committee of the Whole Meeting Minutes June 16, 2014 matter before Council at tonight's committee meeting to get Council's opinion. The property owner brought up the fact that there is split rail fencing which separates the house across the street and the path. However, that fence is at the rear of the property and was part of the Cruiser Park project and was installed before the path. That house has nothing separating it from the path on the side of the property. This current property owner's complaint is the kids and pets getting onto his property. After the matter was discussed it was agreed that the option of a fence would be at the property owner's discretion. Ms. Hall thanked Community Affairs Director Linda Haley for all the work she has done making Town Hall such an attribute to the City. Mrs. Haley is retiring on June 26, 2014. #129-2014 Adm Report to Council - June 16 Attachments: Adm Report to Council - June 16.pdf Vice-Chair Hilbert invited everyone to stay for a reception for Linda Haley immediately following the meeting. Council Member Rarey commented on the impact Mrs. Haley has had on the City and congratulated her on her retirement. Vice-Chair Hilbert wished her many happy, healthy years ahead with her retirement. Council Member Drury thanked Linda Haley for all the programs they worked on together. Council Member Cleary commented on the late arrival of Santa Claus the last couple of years, but they made it through it with a lot of fun. C. Director of Law - Kevin Shannon Law Director Shannon commented his office has been moved downstairs and thanked the Mayor for letting him use his office for the last fourteen years. He thanked Marsha Hall, Jeff Green and Tom Byrne for all the hard work they did to get him downstairs. The three offices together makes sense functionally City of Groveport Page 5 Committee of the Whole Meeting Minutes June 16, 2014 where everyone now has access to us. D. Director of Finance - Jeff Green Nothing further to report. E. Chief of Police - Ralph Portier Council Member Cleary wanted to make sure with the 4th of July coming up that the rules regarding fireworks was put in the paper and the Chief worked with Fire Chief Bates on safety. Chief Portier confirmed all the paperwork has been completed. Council Member Rarey questioned Chief Portier on the usage of the motorized carts; are there assigned duty officers to the carts and how many carts can the department access. Chief Portier responded the department only has the one; donated by Director of Golf Tom Walker two years ago. The cart is street legal, conforms to all statutes in regards to turn signals, wiper blades, lights, etc. The assignments are primarily residential areas and the Foor Leisure Path. There is no particular officer assigned to the cart, it is utilized when there is enough coverage for the street and special courses. #130-2014 PD May 2014 Attachments: PD May 2014.pdf F. Public Works Superintendent - Dennis Moore Public Works Superintendent Dennis Moore reported the department is busy with seasonal work. #137-2014 PW May 2014 Council Report Attachments: PW May 2014 Council Report.pdf G. Chief Building Official - Stephen Moore Chief Building Official Stephen Moore referred to the grass mowing report and advised Council they have started sending invoices. He commented he has spoken with Administrator Hall regarding concerns with the amount of time it takes to get the process going. They will be reviewing the current procedures. Council has adopted legislation in the past to help speed the City of Groveport Page 6 Committee of the Whole Meeting Minutes June 16, 2014 process. Notices are sent out via certified mail, but with certified mail, we don't know when the post office will deliver us the return receipt, it could take a week or four weeks. If Building & Zoning knows a house is vacant the notice is posted on the door. Regular mail comes back faster than certified mail if it is undeliverable. Some changes in the procedures will be brought back to Council for consideration. Mike Poirier and Stephen Moore check properties weekly. There is nothing more the City can do than send notices, mow the property, invoice the owner and put the bill on their taxes if they don't pay. Prices for mowing services range from $55.00 to $400.00. Mayor Westcamp commented if we know the property is vacant and has been foreclosed on, go ahead and mow it. There won't be anyone to make a complaint and they won't pay regardless. The City can order work to be done on vacant houses in disrepair with broken windows and such; also the Board of Health can be contacted. #131-2014 B & Z June 2014 Attachments: B & Z June 2014.pdf B & Z 2014 Mowing.pdf H. Director of Golf - Tom Walker Council Member Rarey questioned whether the property south of the golf course is still for sale. Administrator Hall responded part of the property is up for sale and the matter is a discussion for executive session. #132-2014 Golf Report to Mayor and Council Attachments: Golf Report to Mayor and Council 6-11-14.pdf I. Parks & Recreation Director - Kyle Lund Not present. #133-2014 Parks & Recs Council Report Attachments: Parks & Recs Council Report.pdf Silver Sneakers.pdf P & R July '14.pdf Senior Center June July newsletter 2014.pdf City of Groveport Page 7 Committee of the Whole Meeting Minutes June 16, 2014 J. Community Affairs Director - Linda Haley Community Affairs Director Linda Haley thanked everyone for their kind words. She thanked the terrific staff she was able to work with and it has been a pleasure working for the City of Groveport. #134-2014 CA Report to Council Attachments: 2014 Nature Fair.pdf 2014 Home Garden Tour.pdf CA Goodbye.pdf K. Director of Facilities Management - Tom Byrne Nothing further to report. #135-2014 FM 6-11-14 status Attachments: FM 6-11-14 status.pdf L. City Engineer - Steve Farst Nothing further to report. #136-2014 Engineers Report 6-11-14 Attachments: Engineers Report 6-11-14.pdf 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 Drury commended the Town Hall staff for the wonderful presentation of the Nature Fair. She reported it was well attended and children seemed to be having a great deal of fun. XIII. Adjournment Council Member Cleary made a motion, seconded by Council City of Groveport Page 8 Committee of the Whole Meeting Minutes June 16, 2014 Member Rarey, to adjourn at 7:09 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 9