Committee of the Whole

City of Groveport 655 Blacklick St. Groveport, OH 43125 614.830.2052 www.groveport.org Meeting Minutes Tuesday, January 20, 2015 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 20, 2015 I. Call to Order by Committee Chair Cleary at 6:30 p.m. Staff Present: 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 Byrne - Director of Facilities Management, Ralph Portier - Chief of Police Staff Not Present: Marsha Hall - Administrator, Kyle Lund - Parks and Recreation Director, and Tom Walker - Director of Golf Guests Present: The Guest Book is on file with the Clerk of Council. II. Moment of Silence Committee Chair Cleary asked everyone to join him in a moment of silence. III. Pledge of Allegiance Warren Motts led the Pledge of Allegiance. He asked everyone to remember our servicemen throughout the world and our first responders who protect us every day. IV. Roll Call Absent: 1 - Council Member Hilbert Present: 5 - Council Member Cleary, Council Member Dildine, Council Member Drury, Council Member Hutson, and Council Member Rarey V. Approval of Minutes - December 8, 2014 Approved as submitted. #007-2015 COTW Meeting Minutes 12-8-2014 Attachments: COTW Meeting Minutes 12-8-2014.pdf VI. Business of Guests a. Madison Township Fire Chief Bates - Monthly Update Madison Township Fire Chief Bates reported the vehicle maintenance data is missing from the December 2014 report due to City of Groveport Page 1 Committee of the Whole Meeting Minutes January 20, 2015 the information was not available until last week. The information will be included in the year-end report to Council at next month's Committee of the Whole meeting. Chief Bates reported the year-end report will reflect more automatic aid received than given due to missing data for Groveport and Canal Winchester. The department has been on a City-wide diversion with the city hospitals. Madison Township Trustees are expected to accept the new promotional list at their Wednesday meeting. The list will be good for three years and will generate reassignments of personnel within shifts. Chief Bates clarified hospitals going on diversion occurs when the hospital gets so busy and overloaded with patients, they cannot receive any new patients in their emergency department, so they re-route the medic units to other hospitals. The hospitals take turns as to who receives a new patient, so one hospital is not getting overloaded. This does not affect patients who need immediate specialty care (traumas, burns, heart attacks, strokes) they are transported to the nearest hospital. Children are transported to Nationwide Children's Hospital. There are some instances when an infra-structure diversion is called for when a hospital experiences unusual circumstances: no electric, no water, computer issues, etc. #008-2015 MTFD Monthly Report Attachments: MTFD December 2014 Monthly Report v1.pdf b. Warren Motts Warren Motts of Motts Military Museum thanked the Mayor and Council for their support. The museum has 757 members, from 36 states, Germany, England and the Netherlands. There were approximately 11,000 visitors in 2014. One Groveport student volunteer, Isaac England, was accepted at Annapolis last year. Mr. Motts encourages everyone to visit the Motts Military Museum's redesigned website and Facebook page. The museum received a donation of one gentlemen's collection of 78 pieces of military art. The art will be displayed in the conference room of the new building. Many artifacts from the Motts Military Museum are on loan to various other museums and Ross Rowland hopes to include artifacts on his new train “The Yellow Ribbon Express" honoring the military. He presented an illustration of the 911 Building and an accompanying floor plan. The designer decided the building needed to pertain to the World Trade Center Towers as a memorial. Mr. Motts provided details of the floor plan. The conference room was added to accommodate meetings for different groups. This past Christmas the museum opened up the new wing. Steve Kaiser with Legendary Entertainment Productions, LLC contacted Mr. Motts regarding a City of Groveport Page 2 Committee of the Whole Meeting Minutes January 20, 2015 fundraiser concert. Mr. Kaiser will get with City Administration with hopes to hold the event on May 2, 2015 from 2:00 p.m. to 10:00 p.m. ending the evening with fireworks. Council Member Dildine suggested Mr. Motts get together with Administrator Hall and start the process to make the event happen. Mr. Motts advised he had met with Ms. Hall this morning. Council Member Cleary commented this event could be huge and Mr. Motts needs to meet with Ms. Hall, Community Affairs Director Patty Storts and Chief Building Official Stephen Moore as soon as possible to put everything in place. Mr. Motts commented on off-site parking; parking at the Groveport Madison High School and busing patrons to the site. Council Member Cleary suggested Ms. Storts meet with Ms. Hall, Mr. Motts and Mr. Moore to start putting the event together and bring the matter back to Council with updates. Mayor Westcamp inquired if there had been any mention of entrance fees. Mr. Motts responded the only cost would be for parking, possibly $5.00 per vehicle. It was suggested Mr. Kaiser may need to attend a Council meeting to provide more details to Council. VII. New Business VIII. Unfinished Business #019-2015 Groveport Fighting Fish Memo Attachments: Groveport Fighting Fish Memo.pdf Memo to Mayor Council re Practices 2-9-15.pdf Aquatic Manager Steve Hawkins was in attendance for Parks and Recreation Director Kyle Lund. Finance Director Jeff Green brought everyone up to date on the matter of the Groveport Fighting Fish requesting changes to their 2015 practice schedule. Council Member Dildine asked for clarification of the request. The Fighting Fish are wanting to hold practices from 7:15 p.m. to 8:15 p.m. with Groveport closing all six lanes at the deep end of the pool to the public. Mr. Hawkins informed Council there are typically 10 to 30 people at the aquatic center between 6:00 p.m. and 8:00 p.m. Extending the practice times and closing only three of the lanes had been discussed at a previous meeting, closing the lanes from 6:15 p.m. to 8:15 p.m. Council Member Cleary commented it needs to be posted for all patrons to know beforehand. The matter of where the parents will congregate during practice times was raised by Council Member Dildine. Mayor Westcamp inquired if the parents and their other children would be allowed to use the pool. The parents and any other children not practicing will need to pay the daily rate or obtain a membership to have full use of the aquatic center. The pool will still City of Groveport Page 3 Committee of the Whole Meeting Minutes January 20, 2015 be open with its regular staff who will monitor anyone entering the pool. Therefore, everyone will have to have a membership pass or pay to gain access to the aquatic center. Law Director Shannon advised Council it would be more appropriate to make any type of motion on this matter at a regular City Council meeting. The questions and issues of tonight's discussions can be raised with the representatives of the Fighting Fish between now and next Monday's City Council meeting. This will give a full discourse so everyone understands the tradeoff for them being able to have access when the pool is still open. This matter is to be placed on the January 26, 2015 City Council agenda. IX. Ordinances and Resolutions A. 3rd Readings - None B. 2nd Readings ORD. 15-001 AN ORDINANCE ENACTED BY THE CITY OF GROVEPORT, FRANKLIN COUNTY, OHIO, HEREINAFTER REFERRED TO AS THE LOCAL PUBLIC AGENCY (LPA), IN THE MATTER OF THE STATED DESCRIBED PROJECT Sponsors: Cleary Finance Director Green explained this Ordinance deals with the resurfacing of US 33 and identifies the City as an agency. Law Director Shannon advised it is a standard consent legislation the State requires the City to pass in order for Groveport to take part in the program. It contains the standard language in the text that as long as the City does not do anything or add any special requests there is no cost to Groveport whatsoever. City Engineer Steve Farst stated Groveport was asked to pass this legislation due to a very small overlapping right-of-way on US 33 just north of the Grovepointe Subdivision. Chair Cleary read by title Ordinance No. 15-001. A motion was made by Council Member Drury, seconded by Council Member Hutson, to recommend approval to the City Council. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Drury, Hutson and Rarey ORD. 15-002 AN ORDINANCE ESTABLISHING IN SEASON GOLF FEES FOR THE LINKS AT GROVEPORT GOLF COURSE City of Groveport Page 4 Committee of the Whole Meeting Minutes January 20, 2015 Sponsors: Dildine Attachments: 2015 Proposed Golf Rates.pdf Finance Director Green referred Council to the attachment on the legislation and noted the only proposed change is an increase of $1.00 for cart fees for the 18 holes. Chair Cleary read by title Ordinance No. 15-002. A motion was made by Council Member Dildine, seconded by Council Member Hutson, to recommend approval to the City Council. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Drury, Hutson and Rarey X. Financial Report Finance Director Green referred Council to the submitted Financial Report. He commented that the income tax report looks like it is way down but the City is actually up about 11% for the year in withholding. #009-2015 Finance Report 12-31-2014 Attachments: Finance Report 12-31-2014.pdf XI. Other Business - None XII. Reports A. Mayor - Lance Westcamp Mayor Westcamp reported Administrator Hall is absent tonight due to a prior commitment. Any questions for Ms. Hall can be directed to Jeff Green. B. Administrator - Marsha Hall Not present. #010-2015 Adm Report to Council - Jan 20 Attachments: Adm Report to Council - Jan 20.pdf C. Director of Law - Kevin Shannon Law Director Kevin Shannon updated Council on the City of City of Groveport Page 5 Committee of the Whole Meeting Minutes January 20, 2015 Columbus water contract. Ordinance 14-041 is scheduled to be on next week's agenda for its third reading. D. Director of Finance - Jeff Green Mr. Green reported on two tax incentives. There are two companies planning to locate to Groveport. One will occupy the old Sofa Express building. Staff will be asking for emergency legislation at next week's City Council meeting to protect the confidentiality of the projects. Both projects are to go before the State Tax Credit Authority on Monday and at that time becomes a matter of public record. The companies or their representatives will be at the Monday, January 26, 2015 City Council meeting. E. Chief of Police - Ralph Portier Chief Portier commented he strongly supports Mr. Motts and plans to be very active with the new program. He reminded everyone about the February 5, 2015 Police Awards Ceremony. #011-2015 PD December 2014 Attachments: PD December 2014.pdf F. Public Works Superintendent - Dennis Moore Nothing further to report. #012-2015 PW Jan 2015 Council Report Attachments: PW Jan 2015 Council Report.pdf G. Chief Building Official - Stephen Moore Nothing further to report. #013-2015 B&Z January 2015 Attachments: B&Z January 2015.pdf H. Director of Golf - Tom Walker Not present. #014-2015 Golf Report to Mayor and Council 1-20-15 City of Groveport Page 6 Committee of the Whole Meeting Minutes January 20, 2015 Attachments: Golf Report to Mayor and Council 1-20-15.pdf I. Parks & Recreation Director - Kyle Lund Not present. #015-2015 Rec Center Report to Council Jan 2015 Attachments: Rec Center Report to Council Jan 2015.pdf J. Community Affairs Director - Patty Storts Nothing further to report. #016-2015 CA January 2015 Attachments: CA January 2015.pdf K. Director of Facilities Management - Tom Byrne Director of Facilities Management Tom Byrne referred Council to the provided handout of the AEP Report. #017-2015 FM Report to Council 1-14-15 status Attachments: FM Report to Council 1-14-15 status.pdf Cherry Street Building Report.pdf L. City Engineer - Steve Farst City Engineer Steve Farst referred Council to Administrator Hall's submitted report regarding the water agreement with the City of Columbus. Mr. Farst pointed out this is a water agreement for the water supply for residents and businesses that are in the City of Groveport but are on the City of Columbus side of the valve. The current agreement in place is dated in 1992, a 20 year agreement with three year extensions. In 2010 or 2011, the City of Columbus, Division of Water, notified Groveport and other cities that they wished to update the agreements. #018-2015 Engineers Report 1-14-15 Attachments: Engineers Report 1-14-15.pdf ODOT Email-Noise Mitigation.pdf City of Groveport Page 7 Committee of the Whole Meeting Minutes January 20, 2015 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 Dildine reported he took Mrs. Hilbert's place on the Electric and Gas Aggregate Committee and has been informed by Madison Township Administrator Susan Brobst the letters will be going out to the residents. The committee was able to negotiate a lower rate with IGS than was initially put on the table. There are two upcoming meetings on the matter: Wednesday, February 11, 2015 at 6:30 p.m. and Thursday, February 12, 2015 at 2:00 p.m. Both meetings are to be held at the Madison Township Community Center. XIII. Adjournment Council Member Rarey made a motion, seconded by Council Member Dildine, to adjourn at 7:30 p.m. All in favor stated AYE, None Opposed. Motion passed. __________________________________________ Shawn M. Cleary, 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 8