Committee of the Whole

City of Groveport 655 Blacklick St. Groveport, OH 43125 614.830.2052 www.groveport.org Meeting Minutes Monday, April 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 April 20, 2015 I. Call to Order by Committee Chair Cleary 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, 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 Chair Cleary 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 - March 16, 2015 Approved as submitted. #068-2015 COTW Minutes 3-16-15 Attachments: COTW Minutes 3-16-15.pdf VI. Proclamation Mayor Westcamp will read the Arbor Day Proclamation on Friday, April 24th, at the Trees & Decorations Committee's Arbor Day Celebration at the Groveport Elementary School. #069-2015 Arbor Day Proclamation Attachments: Arbor Day Proclamation.pdf City of Groveport Page 1 Committee of the Whole Meeting Minutes April 20, 2015 VII. Business of Guests a. Dan Knode - 4th of July Parade Safety Issue Dan Knode of 261 Harbinger Drive addressed Council on the matter of throwing candy from vehicles during the 4th of July Parade. Last year he witnessed a small girl dart between a pickup truck and the wagon it was towing. The truck driver had no way of knowing the child came within two feet of the wagon running over her. He doesn't want to see Groveport in the newspapers with bad publicity. The streets are a mess after the parade with candy and wrappers. He thinks it needs to be outlawed to throw anything from the moving vehicles and/or floats. Passing out anything needs to be policed more closely or stopped altogether. Council Member Cleary commented way back Groveport did eliminate throwing candy during the parade. Mayor Westcamp stated the City has always discouraged throwing candy. Community Affairs Director Patty Storts informed Council it is noted on the registration form that candy and/or any handouts are to be tossed to the ground in front of the crowds, not thrown from moving vehicles. Mr. Knode remarked the City is the only one who walks along the parade to pass out candy. The Mayor advised if Council does eliminate anything being passed out during the parade, Ms. Storts will need to get the information out to the registered participants as soon as possible. Council Member Dildine stated if Council stops anyone from passing out candy, they will have to stop everything else from being passed out. The City will run the risk of making the parade considerably shorter if nothing can be passed out to the crowds and participants cannot do certain things; they just won't show up for the parade. Madison Township Fire Department eliminated throwing out candy years ago after Fire Chief Flowers witnessed a child darting in front of a fire truck. Chief Portier believes Ohio has a law prohibiting throwing anything from moving vehicles. Council Member Drury wants Ohio law researched and brought back to Council. Council Member Hilbert suggested discussing the matter at the next City Council meeting. Ms. Storts has already sent out registration forms to last year's participants but a follow-up letter can be mailed as soon as Council has decided on the matter. Mr. Dildine stated it is already on the registration form, the City just needs more strict enforcement. Mr. Knode does not think there are enough people to enforce it. Mayor Westcamp stated the police department and volunteers setting up the parade could check for candy before the parade steps off. Scott Clinger from the audience commented the City could require a hand to hand giveaway and police the participants instead of the crowd. It needs to be made very clear handouts are only permitted to be passed out by participants walking alongside their vehicle. Mrs. City of Groveport Page 2 Committee of the Whole Meeting Minutes April 20, 2015 Hilbert thinks people get caught up in the excitement and end up throwing candy anyway. If it is eliminated altogether it would take care of the problem. Council directed Chief Portier to research Ohio law regarding the matter and bring it back to Council at next week's City Council meeting. Council Member Rarey asked if there was any thought about going with a walking parade. Mr. Knode responded he does not see any issues with how the parade is run, how anyone drives or anything. He feels it's an issue of safety for the children running out into the streets during the parade for the tossed candy. Mr. Rarey thinks the solution would be the physical policing and enforcement. Mr. Cleary asked Chief Portier to check with other police departments regarding how they handle this same issue. The Chief knows New Albany eliminated candy after 2011 and Pickerington also, before he came to Groveport. Mr. Dildine has no problem with walkers alongside the parade handing out candy. He does not want to eliminate it completely. Council is here for the community and to make the event safer for everyone. Mr. Shannon advised Council would not be able to stop anyone from handing out campaign literature, as it pertains to their right of free speech. The matter will be re-addressed at the April 27th City Council meeting. b. Madison Township Fire Chief Bates - Monthly Update Madison Township Fire Chief Bates referred Council to the March 2015 submitted report. Chief Bates reported on the series of Madison Township and Canal Winchester car fires. Those fires have been determined to be arson and are currently under investigation. The department has two retirements coming up in May. Scott Hite has been appointed to the position of Fire Marshall as of May 2, 2015, replacing Rick Stelzer who retires on May 1, 2015. Firefighter Wayne Altman will be retiring on May 1, 2015. The new replacements have been hired and are already working. He also addressed the 5.25 mil fire levy placed on the May 5th ballot. The permanent levy is to replace aging equipment and construct a third station to put a third medic in service. The levy is vital to the operations of the fire department. Madison Township Fire Department has seen a half million in funding cuts a year from the state. The weekly newspapers have done a great job covering the issue. There is a proposal in the current state budget that would re-institute the elimination of tangible personal property (business) tax reimbursements that continue to occur. As to the reports of a fire department not knowing what would be done with the money if their levy passed, there was some confusion in the media reports. They worded the reports right but the video and map displayed were of our Madison Township. The media was notified of the error. #070-2015 MTFD March 2015 Monthly Report City of Groveport Page 3 Committee of the Whole Meeting Minutes April 20, 2015 Attachments: MTFD March 2015 Monthly Report.pdf VIII. New Business - None IX. Unfinished Business - None X. Ordinances and Resolutions A. 3rd Readings - None B. 2nd Readings ORD. 15-020 AN ORDINANCE AUTHORIZING THE GROVEPORT SPECIAL OLYMPICS OHIO COLLECTION FOR CHARITABLE DONATIONS TO THE SPECIAL OLYMPICS OHIO Sponsors: Rarey Council Member Hilbert asked if they would be collecting on the corners within the City. Administrator Hall commented they were looking to collect in the area of Kroger. Council Member Dildine commented with the Charity Newsies the legislation states specific locations; this Ordinance does not. He wanted to know if the Groveport Special Olympics Ohio could pick a specific intersection at the last minute as long as they notified the Police Chief 48 hours prior to the collection day and time. Law Director Shannon advised Council can direct them to a specific intersection if they choose to do so and the language can be added to the legislation. Chair Cleary read by title Ordinance No. 15-020. 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: 6 - Cleary, Dildine, Drury, Hilbert, Hutson and Rarey XI. Financial Report Finance Director Jeff Green reported income tax is up approximately 7%. The City made up some of a deficit from January. #071-2015 March 2015 Finance Report Attachments: March 2015 Finance Report.pdf City of Groveport Page 4 Committee of the Whole Meeting Minutes April 20, 2015 XII. Other Business - None XIII. Reports A. Mayor - Lance Westcamp Mayor Westcamp passed around to the Council Members a flyer of available colors for the water plant provided to him by City Engineer Steve Farst. B. Administrator - Marsha Hall Administrator Marsha Hall reported on the Street Maintenance Program Bid coming in very low. The City will be able to do all the base bid work and the alternate bid units. The base bid includes: College St. to Grove St. Walnut St. to Grove St. Pavement re-striping of Greenpointe Dr. S and Opus Dr. (south of Greenpointe Dr. S.) Crack sealing of various neighborhood streets Parking lots - Blacklick Park, KidSpace, Police Station Wirt Rd. Phase I pedestrian improvements Canal St. - Lesleh St. to near West St. Cherry St. - Lesleh St. to near West St. College St. - Franklin County portion Grove St. to railroad (reimbursed by county) Clyde Moore Drive, a private street, is determined by an agreement which requires equal sharing of these costs by all 4 property owners that use the street. The property owner that is assigned in the agreement as the manager got a couple of quotes that were lower. There were no prevailing wages or inspection services in the property owner's quotes, which are a part of the City's estimate, which makes it more expensive than a private contractor. The City would only be paying a quarter of the estimate of $12,500. Clyde Moore Drive will not be a part of the contract with the company awarded the bid, but will come out of the City's $350,000 budget for the street maintenance program. Ms. Hall reported on the parking issues on Elm Street from College Street to West Street. That section of Elm Street is 25 feet wide from curb to curb. A new street would require no parking on the fire hydrant side of the street. All of the residences along this section of Elm Street have driveway access either off Elm St., off one of the side streets, or off the rear alley. There are two hydrants, one at the corner of Elm and West and one at the corner of Elm and Center. City of Groveport Page 5 Committee of the Whole Meeting Minutes April 20, 2015 There are similar numbers of driveways on each side and one hydrant on each side. Because there are 2 side streets on the north side and 3 side streets on the south side, more parking would be available on the north side. Ms. Hall suggested a letter be sent out to all the residents to provide them with the opportunity to comment on the City considering restricting that parking. Since only one resident has addressed Council on the parking, the City should get input from the other residents on that section of Elm Street. Other sections of Elm Street present more of a problem because the residents have no access other than the street. When looking into all the other older “Village” streets, Council needs to consider that some houses were built when they did not have off street parking. The review for parking on any street has to look at a number of items; width of street, access to properties, speed, length of blocks, and hydrant placement. Another issue regarding speeding on Elm Street is that with fewer vehicles parked on the street, it will allow vehicles to go even faster. The resident who addressed Council was concerned about the parked cars interfering with snow removal during the winter season. He also raised the issue of vehicles using that section of Elm Street as a cut through to avoid the traffic light at Main Street and College Street. Restricting parking on one side of the street will not resolve the matter of vehicles cutting through Elm Street. Mr. Dildine would like to see the City look at all the streets in the City to have a record of the widths, hydrant placements, access, etc. of the older streets. Council Member Rarey expressed concerns with large trucks maneuvering through the small streets with children playing in the area. Mr. Rarey commented on some of the problem spots of narrow streets with parked cars. Restricting parking on Main Street would not be well received by the businesses on Main Street. Mrs. Hilbert commented the matter of parking on Elm Street was brought to Council's attention by a resident. Council has taken the issue into consideration and has discussed the matter but she can't see the City changing the parking on Elm Street as it is now. Ms. Hall was directed to let the concerned resident know Council has tabled this item so the City can take an inventory of the entire area. If other residents in the area share the same interest, he should encourage them to address Council with their concerns. #072-2015 Adm Report to Council - Apr 20 Attachments: Adm Report to Council - Apr 20.pdf C. Director of Law - Kevin Shannon Nothing further to report. Mr. Shannon had another obligation and left the meeting at 6:49 p.m. City of Groveport Page 6 Committee of the Whole Meeting Minutes April 20, 2015 D. Director of Finance - Jeff Green Nothing further to report. E. Chief of Police - Ralph Portier Nothing further to report. #073-2015 PD Council Report Attachments: PD Council Report.pdf F. Public Works Superintendent - Dennis Moore Resident Dan Knode of 261 Harbinger Drive, asked Public Works Superintendent Dennis Moore about the brush growing up to the left of the railroad tracks on Hendron Road going north toward SR 317. He wanted to know if the brush was Groveport's responsibility or some other entity's. Mr. Moore explained the City only maintains the area between the bridge and the road. Groveport is not responsible for the railroad tracks or up on the hill. #074-2015 PW Apr 2015 Council Report Attachments: PW Apr 2015 Council Report.pdf G. Chief Building Official - Stephen Moore Chief Building Official Stephen Moore reported the department has hired Courtney Shisler as the new part-time Property Maintenance Inspector. Courtney is already working on complaint issues the department has received. Mr. Moore updated Council on the roof collapse. The site has been cleaned up and plans have been submitted for the roof repairs. Tenants are back in the building in all areas except the specific area of the collapse. Mr. Moore has not seen the report on the cause of the collapse but it looks to be a failure with the original welds. Building plans have been submitted for the million square foot spec warehouse on the Schottenstein property. The developer is waiting for the Ordinances to come into effect to start moving on the project. #075-2015 B & Z April 2015 Attachments: B & Z April 2015.pdf City of Groveport Page 7 Committee of the Whole Meeting Minutes April 20, 2015 H. Director of Golf - Tom Walker Nothing further to report. #076-2015 Golf Report to Mayor and Council 4-20-15 Attachments: Golf Report to Mayor and Council 4-20-15.pdf I. Parks & Recreation Director - Kyle Lund Nothing further to report. #077-2015 RC April 2015 Attachments: RC April 2015.pdf J. Community Affairs Director - Patty Storts Community Affairs Director Patty Storts reminded everyone of the Arbor Day Celebration on Friday, April 24, 2015 at 10:00 a.m. being held at the Groveport Elementary on Main Street. The children will plant two trees at the school and two trees at Blacklick Park. #078-2015 CA April 2015 Attachments: CA April 2015.pdf K. Director of Facilities Management - Tom Byrne Director of Facilities Management Tom Byrne updated Council Member Hilbert on the flag light at Degenhart Park. Parts have been ordered and will be in late this week or next week. Council Member Drury asked Mr. Byrne about the mounds at Blacklick Park. Mr. Byrne referred the question to City Engineer Steve Farst. Mr. Farst explained the mounding is the result of the earthwork associated with the re-development of the canal land for the park area, as well as the Town Center. Ohio EPA and the City's own Stormwater Regulations required the City to include in the project a stormwater detention basin, so the City took advantage of the canal land to contain the stormwater. The excess dirt was mounded to eventually become a trail at the top. The contractor is to come this month to do a final shape up of the mound areas. #079-2015 FM Council Report City of Groveport Page 8 Committee of the Whole Meeting Minutes April 20, 2015 Attachments: FM Council Report.pdf L. City Engineer - Steve Farst City Engineer Steve Farst reported on the status of the water treatment plant and rehabilitation of the water tower. He referred Council to his submitted report on the status of the work being conducted inside the water plant. The clear well has been installed and pumps/ piping are now being installed, as well as the electric and controls. Caldwell Tank is expected to arrive April 20th to begin repairs and to erect the rigging and a containment shroud around the water tank. All activities are good-weather dependent and schedule is subject to change with weather conditions. Mr. Farst referred to the color chart and pointed out the true blue/safety blue as being the color closest to the tower's original paint. The original color has faded to the light blue it is now, but today's paints are more fade resistant. When Mr. Farst contacted Caldwell Tank they advised against the true blue/safety blue. Darker colors tend to absorb heat and could cause havoc with the City's water treatment process. Warmer water tends to require more processing to retain water quality. Caldwell Tank suggested Delft Blue. Council Member Hutson suggested light grey with black letters. After discussion on the matter, Council chose the light grey for the tank with black lettering and white with green lettering as a backup. When work commences on the water tank it will be shut down and drained. The residents' water will be serviced for approximately two (2) months by the City's smaller water tank during rehabilitation. Mrs. Hilbert asked if the water will be softer once the new water treatment plant is up and running. Mr. Farst commented what the City will see is a much more consistent water quality. With the new water treatment plant, the rehabilitated water tank and everything being brand new, the City will definitely see a better water product. #080-2015 EngineersReport 4-15-15 Attachments: EngineersReport 4-15-15.pdf M. Clerk of Council - Ruthanne Sargus Ross Clerk of Council Ruthanne Sargus Ross reported she has completed the Certified Public Records Training. N. Council Members - Ed Rarey, Jean Ann Hilbert, Donna Drury, Ed Dildine, Shawn Cleary and Becky Hutson Council Member Drury reported she and Community Affairs Director City of Groveport Page 9 Committee of the Whole Meeting Minutes April 20, 2015 Patty Storts attended the annual Tree City USA meeting where Groveport received the Tree City USA Award for the 23rd year. She is proud of the parks department's workers and all their great work that makes this possible. Council Member Hilbert thanked staff for their good, clear reports submitted every month. Council Member Rarey asked if City flags were ordered and available. He noticed the lack of City flags being displayed outside. Council Member Dildine stated the flags that were purchased were not ordered to be placed outside. There are no locations to display them, the flag poles throughout the City currently display the American Flag. The City of Groveport flags are displayed in all City facilities and they are for sale at Town Hall for residents. Facilities Management Director Tom Byrne has replaced the former City flag at the Franklin County Board of Elections with the new City flag. Council Member Cleary congratulated Amy Hartung on being named March 2015 Employee of the Month. XIV. Adjournment Council Member Dildine made a motion, seconded by Council Member Rarey, to adjourn at 7:39 p.m. The motion carried by the following vote: Yes: 6 - Cleary, Dildine, Drury, Hilbert, Hutson and Rarey __________________________________________ 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 10