Committee of the Whole

City of Groveport 655 Blacklick St. Groveport, OH 43125 614.830.2052 www.groveport.org Meeting Minutes Monday, December 8, 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 December 8, 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, Stephen Moore - Chief Building Official, Patty Storts - Community Affairs Director, Steve Farst - Engineer, Dennis Moore - Public Works Superintendent, 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 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 - November 17, 2014 Approved as submitted. #282-2014 COTW Meeting Minutes 11-17-2014 Attachments: COTW Meeting Minutes 11-17-2014.pdf VI. Business of Guests a. Madison Township Fire Chief Bates - Monthly Update Madison Township Fire Chief Bates informed Council the department is in the midst of their promotional process. They are waiting on the scores of the written exams from the Assessment Center. A new list of candidates should be made available by mid January. Chief Bates referred Council to an article which ran in the Columbus Dispatch; the article indicated Madison Township Fire Department gave approximately 7,325 more runs in terms of automatic aid to the City City of Groveport Page 1 Committee of the Whole Meeting Minutes December 8, 2014 of Columbus than Madison Township received. It has been acknowledged Madison Township was counting the runs differently than Columbus. Madison Township counts one incident as one run, no matter how many vehicles respond.The City of Columbus counts the runs by vehicles responding to each emergency. Chief Bates stands by the numbers reported in his monthly reports to Groveport. He updated Council on the November 2014 report. #283-2014 MTFD November 2014 Monthly Report Attachments: MTFD November 2014 Monthly Report.pdf b. Groveport Fighting Fish Deanna Somers, past President of the Groveport Fighting Fish, addressed Council on the matter of practice times for the 2015 swim season at the Groveport Aquatic Center. Claudia McFarland, the current President, was also present. The Groveport Fighting Fish have been utilizing the outdoor pool since its opening in 2003. The team practices four days per week. The team is asking Council to consider closing the six lanes at the deep end of the pool at 7: 00 p.m. for the Fighting Fish to practice until 8:00 p.m.; leaving the remaining areas of the pool open to the public. Ms. Somers provided data from other Columbus area municipalities who accommodate their respective swim teams. Member Hutson stated restricting areas of the pool from membership holders could cause problems. Council Member Cleary stated those acquiring membership need to be notified of any new restrictions. Council Member Dildine commented he would like to find a solution to serve the team and the paying members. Council Member Rarey inquired if there was any type of support swimming program for the children interested in competitive swimming in this district. Ms. Somers responded Groveport has had two past swimmers qualify for the Olympic trials and others for college scholarships. After discussion on various topics; practice times, closing the six lanes to the public, possibly utilizing the indoor pool and where to allow the parents of the swimmers to congregate during the practice time, Council will consider the matter. #284-2014 Rec Center Memo - Groveport Fighting Fish Attachments: Rec Center Memo - Groveport Fighting Fish.pdf VII. New Business City of Groveport Page 2 Committee of the Whole Meeting Minutes December 8, 2014 None VIII. Unfinished Business None IX. Ordinances and Resolutions A. 3rd Readings ORD. 14-055 AN ORDINANCE AUTHORIZING THE ADMINISTRATOR TO SOLICIT BIDS AND TO ENTER INTO A CONTRACT WITH THE LOWEST RESPONSIVE AND RESPONSIBLE BIDDER FOR THE 2015 STREET MAINTENANCE PROGRAM, POLICE DEPARTMENT PARKING LOT, BLACKLICK PARK PARKING LOT, AND KIDSPACE PARKING LOT RESURFACINGS Sponsors: Cleary Chair Dildine read by title Ordinance No. 14-055. ORD. 14-056 AN ORDINANCE AUTHORIZING THE ADMINISTRATOR TO SOLICIT BIDS AND TO ENTER INTO A CONTRACT WITH THE LOWEST RESPONSIVE AND RESPONSIBLE BIDDER FOR CONSTRUCTION OF THE WIRT ROAD PHASE 1 PEDESTRIAN BIKE PATH Sponsors: Dildine Chair Dildine read by title Ordinance No. 14-056. ORD. 14-057 AN ORDINANCE AUTHORIZING THE ADMINISTRATOR TO SOLICIT BIDS AND TO ENTER INTO A CONTRACT WITH THE LOWEST RESPONSIVE AND RESPONSIBLE BIDDER FOR CONSTRUCTION AND INSTALLATION OF A SANITARY SEWER PUMP STATION, FORCEMAIN AND WASH DOWN AREAS FOR THE LINKS OF GROVEPORT Sponsors: Hilbert Chair Dildine read by title Ordinance No. 14-057. ORD. 14-058 City of Groveport Page 3 Committee of the Whole Meeting Minutes December 8, 2014 AN ORDINANCE AUTHORIZING THE ADMINISTRATOR TO SOLICIT INTERESTED ENGINEERS OR ENGINEERING FIRMS TO SUBMIT STATEMENTS OF QUALIFICATIONS, ESTABLISH A PRE-QUALIFIED LIST OF ENGINEERS OR ENGINEERING FIRMS AND ENTER INTO A CONTRACT WITH THE MOST QUALIFIED ENGINEER OR ENGINEERING FIRM FOR VARIOUS ENGINEERING SERVICES Sponsors: Rarey Chair Dildine read by title Ordinance No. 14-058. ORD. 14-059 AN ORDINANCE AUTHORIZING THE ADMINISTRATOR TO ENTER INTO A LEASE AGREEMENT WITH HUNTINGTON BANK AND PURCHASE TWO (2) POLICE CRUISERS AND RADIO EQUIPMENT THEREFORE FOR THE POLICE DEPARTMENT UNDER THE STATE OF OHIO COOPERATIVE PURCHASE PLAN THEREBY WAIVING COMPETITIVE BIDDING PURSUANT TO GROVEPORT CITY CHARTER SECTION 9.02(B) Sponsors: Hutson Chair Dildine read by title Ordinance No. 14-059. ORD. 14-060 AN ORDINANCE AUTHORIZING THE ADMINISTRATOR TO ENTER INTO A LEASE AGREEMENT WITH HUNTINGTON BANK AND PURCHASE A STAKE BODY 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) Sponsors: Drury Chair Dildine read by title Ordinance No. 14-060. ORD. 14-061 AN ORDINANCE AUTHORIZING THE ADMINISTRATOR TO ENTER INTO A LEASE AGREEMENT WITH HUNTINGTON BANK AND PURCHASE A 7 DECK, 4 WHEEL DRIVE FINISHING MOWER FOR THE PARK MAINTENANCE DEPARTMENT UNDER THE STATE OF OHIO COOPERATIVE PURCHASE PLAN THEREBY WAIVING COMPETITIVE BIDDING PURSUANT TO GROVEPORT CITY City of Groveport Page 4 Committee of the Whole Meeting Minutes December 8, 2014 CHARTER SECTION 9.02(B) Sponsors: Cleary Chair Dildine read by title Ordinance No. 14-061. ORD. 14-062 AN ORDINANCE CREATING THE POSITION OF PART-TIME PROPERTY MAINTENANCE INSPECTOR, ACCEPTING THE POSITION DESCRIPTION AND PAY GRADE THEREFORE, POSITION IN THE BUILDING AND ZONING DEPARTMENT Sponsors: Dildine Attachments: Prop.Mtn.Inspect.Job Desc. Chair Dildine read by title Ordinance No. 14-062. ORD. 14-063 AN ORDINANCE AUTHORIZING THE ADMINISTRATOR TO ADD AND/OR MOVE CERTAIN POSITIONS TO AND/OR FROM THE VARIOUS DEPARTMENTS IN THE CITY OF GROVEPORT Sponsors: Hilbert Chair Dildine read by title Ordinance No. 14-063. B. 2nd Readings ORD. 14-064 AN ORDINANCE GRANTING AN EXTENSION OF TIME FOR A USE VARIANCE GRANTED PREVIOUSLY TO AEP OHIO TRANSMISSION COMPANY, INC. IN ORD. NO. 12-044 FOR PARCEL NO. 185-001294 (ADOPTED 9-24-2012) Sponsors: Drury Attachments: 4500 S Hamilton Rd.pdf Law Director Kevin Shannon informed Council this is the first for this type of request; an extension of time on a temporary use variance. Staff felt it appropriate to bring the matter before Council since ultimately Council has the authority to grant the use variance per Groveport's code. Planning & Zoning did review the matter last week recommending approval with certain conditions: 1. The extension is granted until December 31, 2015 including the City of Groveport Page 5 Committee of the Whole Meeting Minutes December 8, 2014 storage of construction items. 2. The fence is approved which has been constructed into the right-of-way of Higgins Boulevard. 3. The land is to be restored to its previous condition. Chair Dildine read by title Ordinance No. 14-064. A motion was made by Council Member Hilbert, seconded by Council Member Hutson, to recommend approval to the City Council. The motion carried by the following vote: Abstain: 2 - Cleary and Rarey Yes: 4 - Dildine, Drury, Hilbert and Hutson ORD. 14-065 AN ORDINANCE ACCEPTING THE PUBLIC SANITARY SEWER IMPROVEMENTS PHASE 3, WITHIN THE GROVEPORT COMMERCE CENTER, PART 6 Sponsors: Hutson City Engineer Steve Farst informed Council the sewer inspection reports were accepted in 2006. Chair Dildine read by title Ordinance No. 14-065. A motion was made by Council Member Drury, seconded by Council Member Cleary, to recommend approval to the City Council. The motion carried by the following vote: Yes: 6 - Cleary, Dildine, Drury, Hilbert, Hutson and Rarey ORD. 14-066 AN ORDINANCE PROHIBITING PARKING AND AUTHORIZING THE INSTALLATION OF NO PARKING SIGNS ON THE FIRE HYDRANT SIDE OF DORCHESTER STREET IN ELMONT PLACE, SECTION 3, IN THE CITY OF GROVEPORT, AND THE DECLARATION OF AN EMERGENCY Sponsors: Rarey Administrator Hall advised Council this Ordinance is a result of a resident's complaint. Staff has looked into two items: first how other streets in the City's subdivisions were treated and secondly, checked with Madison Township Fire Chief Bates as to what he deemed necessary in regards to safety in case of a fire. Staff believes since part of Dorchester Street has no parking and part doesn't, the City needs to look into the entire street. Council Member Dildine asked for some clarification on where the signs are currently located. Ms. Hall referred Council to the submitted map of Dorchester Street. Ms. Hall City of Groveport Page 6 Committee of the Whole Meeting Minutes December 8, 2014 thinks Council needs to consider whether to install the "no parking" signs or not to install the signs; not moving the signs to the other side of the street. Chief Bates added the City Fire Code states if the street is 26' wide or less, there is no parking on either side. Streets with a width of 26' to 32' there is no parking on one side of the street and it only makes sense to Chief Bates that it be the hydrant side of the street. The fire department needs 24' to set up a fire truck. Building Official Stephen Moore commented the City did not adopt the section of the fire code Chief Bates referenced because the matter is addressed in the City's subdivision regulations. Mr. Moore stated Section 3 of Dorchester Street does not have "no parking" signs due to the City only requires the signs on one side of the street, the hydrant side; if the street is 26' or less. However, once the research was conducted the City found that all of the 32' wide streets in the City's current subdivisions; except for Section 3 of Dorchester Street; have no parking on the one side of the street. This was done due to Council passing an Ordinance on new subdivisions where the signs were added in, or as in the Hickory Grove subdivision the developer placed the "no parking" signs on the fire hydrant side of the streets. Groveport's Subdivision Regulations don't require it but when City Council passed the ordinances for Elmont Place, Founders Bend Drive, Dorchester Street (part is by ordinance and part is not) and Hickory Grove Circle, no parking on the hydrant side of the street was adopted. City Engineer Steve Farst commented Section 3 of Dorchester Street was one of the more recent residential sections going in and it could have been around the time the subdivision regulations were being updated. Council Member Cleary commented there are no structures on the one side of the street, would that have any play into the matter. Mr. Moore explained there is an easement going through for AEP, the gas company and a large retention pond. A section of this easement is in Madison Township, not Groveport. Mr. Moore stated the issue is the consistency of what the City does with parking and no parking regulations. Ms. Hall inquired of Mr. Moore if the lots north of the easement could still be developed. Mr. Moore affirmed there are two lots on the east side that can be developed and one on the south side of the street. Mr. Dildine commented he would like Groveport to stay consistent within the entire City and the section would have limited parking on the hydrant side with no parking within 10' of a fire hydrant and existing driveways. He would like the City to be consistent with the no parking on the hydrant side of the street regulation. Council Member Hilbert stated she can sympathize with the residents in attendance at tonight's meeting but she must side with the fire department and the fire hydrants because safety is the first thing Council needs to be concerned with in Groveport. Mrs. Hilbert commented on running into this situation in the future and Mr. Moore responded the Subdivision Regulations will need to be reviewed and amended to read any street City of Groveport Page 7 Committee of the Whole Meeting Minutes December 8, 2014 will not have parking on the fire hydrant side in new subdivisions. Resident Marvin Stevens commented they have many friends and family who visit on a regular basis and he doesn't want them to have to walk a distance to his house. He stated he was the only resident who had made a complaint on the "no parking" signs. Ms. Hall clarified this Ordinance came about due to another Dorchester Street resident's complaint about parking. Law Director Shannon advised the guests this vote of the Committee of the Whole was only a recommendation for approval to the City Council. This Ordinance did not pass tonight but will have its third and final reading at the December 15, 2014 City Council meeting, Council will vote on the Ordinance at that meeting. Chair Dildine read by title Ordinance No. 14-066. A motion was made by Council Member Hilbert, seconded by Council Member Dildine, to recommend approval to the City Council. The motion carried by the following vote: Yes: 4 - Dildine, Drury, Hilbert and Hutson No: 2 - Cleary and Rarey #281-2014 Dorchester Street Attachments: Dorchester Street.pdf X. Financial Report Nothing further to report. #285-2014 Financial Report November 2014 Attachments: Financial Report November 2014.pdf XI. Other Business None XII. Reports A. Mayor - Lance Westcamp Mayor Westcamp thanked Community Affairs Director Patty Storts for the Tree Lighting event held Friday. She did an excellent job. He noted the event was very well attended and the workers did a great job. City of Groveport Page 8 Committee of the Whole Meeting Minutes December 8, 2014 Council Member Cleary commented on the signs for public parking Council will need to address. B. Administrator - Marsha Hall Administrator Hall referred Council to her submitted report on the item of NIMS (National Incident Management System). NIMS is a system set up by the Federal Government to make sure people are trained correctly for emergencies. When an emergency requires calling in other agencies, the training is to make sure everyone is talking the same language and following the same procedures. One of the requirements of the NIMS System, FEMA now requires certain people who must have specific types of training and the City must show evidence of that training, in the case of an emergency where the City requests reimbursement of expenses incurred. She gave the example of the wind storm a couple of years ago when the City worked with FEMA and was reimbursed for several thousand dollars of expenses the City had incurred. Now before FEMA will reimburse that amount of money, they will asked to see the certifications for that training. Elected officials are required to pass two introductory courses of NIMS if they are to be a part of the response. FEMA IS-700 and ICS-100, both introductions to the NIMS system are on-line classes. If any of the elected officials do not have certification, they will not be permitted to be part of the emergency response. Mr. Green and Public Works workers will also be taking the courses. Administration needs a copy of any and all certifications for their records. #286-2014 Adm Report to Council - Dec 8 Attachments: Adm Report to Council - Dec 8.pdf C. Director of Law - Kevin Shannon Nothing further to report. D. Director of Finance - Jeff Green Finance Director Jeff Green reported on a meeting Mr. Green and Ms. Hall attended last week with Eddie Bauer regarding low unemployment becoming an issue with the companies in the industrial park. The companies are having trouble obtaining employees. At the 3% unemployment rate, they are left with potential employees having difficulties with transportation, child care, etc. Eddie Bauer's numbers have increased to the point of over 1000 permanent full-time employees and this time of year have an City of Groveport Page 9 Committee of the Whole Meeting Minutes December 8, 2014 additional 2000 employees, and are still needing more. This is just one company but other companies are facing the same issue. Mr. Green raised the issue these companies are facing to introduce the subject of COTA to Council. The closest the COTA bus stops to the industrial park is Homer Ohio Lane and employees are walking down SR 317 to get to work. Mr. Green sees the COTA issue becoming a local effort instead of a regional effort. The way to proceed with COTA is yet to be determined. New Albany has formed a partnership with COTA to form a circulator route in their industrial parks. Groveport needs to look at the resources the City has to be able to provide these companies solutions. These are the same companies who have built our swimming pool, recreation center and pay for the golf course. This matter needs to be one of the highest priorities when looking into the City's budget. Mr. Green advised Council they will be hearing more on this matter. It is important for Groveport to offer this service to the companies and their employees who generate a large portion of the City's income tax revenue with the employees' withholding taxes. E. Chief of Police - Ralph Portier Chief Portier added to his report the department will be spending time at the schools this week giving out awards. Council Member Cleary congratulated Detective Del Dalton on earning his Master Evidence Technician certificate. #287-2014 PD November 2014 Attachments: PD November 2014.pdf F. Public Works Superintendent - Dennis Moore Nothing further to report. #288-2014 PW Dec 2014 Council Report Attachments: PW Dec 2014 Council Report.pdf G. Chief Building Official - Stephen Moore Nothing further to report. City of Groveport Page 10 Committee of the Whole Meeting Minutes December 8, 2014 #289-2014 B & Z December 2014 Attachments: B & Z December 2014.pdf H. Director of Golf - Tom Walker Nothing further to report. #290-2014 Golf Report to Mayor and Council 12-03-14 Attachments: Golf Report to Mayor and Council 12-03-14.pdf I. Parks & Recreation Director - Kyle Lund Not present. J. Community Affairs Director - Patty Storts Community Affairs Director Patty Storts reported the Tree Lighting event was well attended. She estimates approximately 300 to 350 people were in attendance; with 140 children sitting on Santa's lap. Council Member Dildine commented on the positive comments made about the event and how well Groveport utilizes their Town Hall. #291-2014 CA December 2014 Attachments: CA December 2014.pdf K. Director of Facilities Management - Tom Byrne Nothing further to report. #292-2014 FM 12-3-14 status Attachments: FM 12-3-14 status.pdf AEP Oct & Nov 2014.pdf L. City Engineer - Steve Farst City Engineer Steve Farst reported on a meeting with ODOT about their Noise Mediation Program. The petition the City received is sufficient to get ODOT started on an investigation into the noise issue along State Route 317. ODOT will research which was there first, the City of Groveport Page 11 Committee of the Whole Meeting Minutes December 8, 2014 neighborhood or the roadway. ODOT is looking to resurface US 33 from Hamilton Road to the Fairfield County line, the project will require legislation on the City of Groveport's section of US 33. #293-2014 EngineersReport_12_2_14 Attachments: EngineersReport_12_2_14.pdf Noise Study.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 Cleary raised the matter of where things stood with the old police station on Cherry Street. Tom Byrne is now making an assessment of the building. Council Member Rarey commented on the interest of the food pantry in the facility. Ms. Hall and Mr. Byrne had a walk through with representatives of the food pantry to see if it would meet their needs. Council Member Drury thanked Ms. Storts for all her work getting lights on the City trees lining Main Street. Council Member Dildine thanked everyone for their support this past year during his term as President Pro-Tem of Council. XIII. Adjournment Council Member Rarey made a motion, seconded by Council Member Hutson, to adjourn at 8:11 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 12