Committee of the Whole

City of Groveport 655 Blacklick St. Groveport, OH 43125 614.830.2052 www.groveport.org Meeting Minutes Monday, May 18, 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 May 18, 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, 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 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 - April 20, 2015 Approved as submitted. #094-2015 COTW Minutes 4-20-15 Attachments: COTW Meeting Minutes 4-20-15.pdf VI. Proclamation Mayor Westcamp read the National Water Safety Month Proclamation. The Proclamation was presented to Administrator Marsha Hall. #095-2015 Proclamation National Water Safety Month Attachments: Proclamation National Water Safety Month.pdf City of Groveport Page 1 Committee of the Whole Meeting Minutes May 18, 2015 VII. Business of Guests a. Madison Township Fire Chief Bates Madison Township Fire Chief Bates thanked everyone for their assistance and support of the fire levy on this month's ballot. It appears the levy has passed and the department is waiting for the time frames to pass to be made official. A committee is in place to start specs on the design of the new medic. Procedures have been set in place to facilitate the medic being in place by the end of this year. The department is working on the RFP for the professional services for the architect and engineer for the new station. An engine spec committee will be created to put together the specs for a new engine; the purchase of the new engine will be executed next year. Chief Bates apologized for the fire department's monthly report not being in Council's packets. Changes in reporting procedures have affected the timing and collecting of the data. Chief Bates hopes to get the report to Ruthanne by the next City Council meeting. If Council prefers, the report can be submitted at the June Committee of the Whole meeting. In June the fire department will be doing live fire training in houses located in the Gender Road / Winchester Pike area in Canal Winchester. VIII. New Business - None IX. Unfinished Business- None X. Ordinances and Resolutions A. 3rd Readings - None B. 2nd Readings ORD. 15-023 AN ORDINANCE ACCEPTING AND DEDICATING AS A PUBLIC IMPROVEMENT, THE SANITARY SEWER LINE CONSTRUCTED AND INSTALLED UNDER SWISHER ROAD Sponsors: Dildine City Engineer Steve Farst informed Council whenever there is public infrastructure, e.g. sewer, water mains, roadways, built by a development, the City has it inspected. Once the City receives a City of Groveport Page 2 Committee of the Whole Meeting Minutes May 18, 2015 letter from the inspection agent that everything on the punch list has been addressed and a notice from the developer, the improvement is brought to the City to accept as public infrastructure. This Ordinance addresses the sewer constructed under Swisher Road that collects the affluent coming from the First Baptist Church. The sewer was designed as a public main, part of which is in Obetz and part in Groveport. Chair Cleary read by title Ordinance No.15-023. A motion was made by Council Member Dildine, seconded by Council Member Drury, to recommend approval to the City Council. The motion carried by the following vote: Yes: 4 - Cleary, Dildine, Drury and Hutson No: 1 - Rarey ORD. 15-024 AN ORDINANCE AUTHORIZING THE ISSUANCE OF NOTES IN THE AMOUNT OF NOT TO EXCEED $900,000 IN ANTICIPATION OF THE ISSUANCE OF BONDS FOR THE PURPOSE OF CONSTRUCTING, IMPROVING, FURNISHING, AND EQUIPPING A POLICE FACILITY, AND THE CITY'S CURRENT MUNICIPAL BUILDING, WITH RELATED SITE IMPROVEMENTS AND APPURTENANCES THERETO, AND RETIRING NOTES PREVIOUSLY ISSUED FOR SUCH PURPOSE; AND APPROVING RELATED MATTERS Sponsors: Drury Finance Director Jeff Green stated this Ordinance rolls over the bond anticipation note for the police department. It was rolled over last year making it $900,000; he and Administrator Marsha Hall had discussed having Council consider amending to $800,000 since the City pays $100,000 each year to pay the note down. Chair Cleary read by title Ordinance No.15-024. 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: Abstain: 1 - Rarey Yes: 4 - Cleary, Dildine, Drury and Hutson ORD. 15-025 AN ORDINANCE AUTHORIZING THE ISSUANCE OF NOTES IN THE AMOUNT OF NOT TO EXCEED $500,000 IN ANTICIPATION OF THE ISSUANCE OF BONDS FOR THE PURPOSE OF CONSTRUCTING IMPROVEMENTS TO THE CITY'S MUNICIPAL GOLF COURSE, AND RETIRING NOTES PREVIOUSLY ISSUED FOR SUCH PURPOSE; AND APPROVING RELATED MATTERS IN CONNECTION WITH THE ISSUANCE City of Groveport Page 3 Committee of the Whole Meeting Minutes May 18, 2015 OF SAID NOTES Sponsors: Cleary Finance Director Jeff Green stated this Ordinance rolls over the bond anticipation note for the golf course. Chair Cleary read by title Ordinance No.15-025. 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. 15-027 AN ORDINANCE AMENDING PART NINE - STREETS, UTILITIES AND PUBLIC SERVICES CODE, CHAPTER 933 - WATER RATES, EXTENSIONS AND FEES OF THE CODIFIED ORDINANCES OF THE CITY OF GROVEPORT Sponsors: Cleary Attachments: ORD. 15-027 Chapter 933- Water Rates, Extensions & Fees Exhibit A.pdf Administrator Marsha Hall stated as indicated in her report, the senior facility on Green Avenue had flushed their fire service line without the City's knowledge. This stirred up sediment in the water main and caused orange water in the area. This rule will require anyone with a fire service line to notify the City prior to the flushing of any line, giving the City time to notify the area residents. If approved by Council, those with fire service lines will be notified of the rule and their responsibility to notify the City prior to flushing lines. Chair Cleary read by title Ordinance No.15-027. A motion was made by Council Member Hutson, seconded by Council Member Dildine, to recommend approval to the City Council. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Drury, Hutson and Rarey XI. Financial Report No questions for Finance Director Jeff Green on the Finance Report. #096-2015 Finance Report April 2015 Attachments: Finance Report April 2015.pdf XII. Other Business - None City of Groveport Page 4 Committee of the Whole Meeting Minutes May 18, 2015 XIII. Reports A. Mayor - Lance Westcamp Mayor Westcamp reported he, along with Administrator Marsha Hall and Finance Director Jeff Green, had the honor of representing Groveport as guests of Warren Motts at the Armed Forces Day Luncheon at the Villa Milano. Seeing Mr. Motts in action at this event where almost everyone in the room knows who he is and what he does, and he never forgets to mention the City of Groveport, was an honor for Mayor Westcamp, Ms. Hall and Mr. Green. The 2nd Annual Groveport Alumni Baseball Game was held on Saturday, May 16, 2015. Mayor Westcamp apologized to Organizer Dylan Frank, Groveport-Madison Class of 2010, for missing the first game last year. The event was well attended with graduates from the Class of 1981 still playing the game. To see the younger alumni with the older alumni brought to mind the 1977 Paul Newman movie "Slap Shot". There were three brothers who graduated Groveport Madison High School in the 1990s. The Castle brothers played in Saturday's game and represented Groveport well. Mayor Westcamp personally thanked Dylan Frank and plans to be more involved in next year's event. The Mayor commented on the great turnout at Saturday night's Groveport Alumni Banquet, Suzie Price was present, as well as many other alumni. The Banquet honored the Rarey Community Service Award Winner Terri Christensen. He acknowledged all the alumni present at tonight's meeting and remarked he believes in what they say "Once a Cruiser always a Cruiser". The Mayor thanked Administration staff for all they do. They had a very busy week, as well as being very busy today. He and Council appreciate all they do for the City of Groveport. B. Administrator - Marsha Hall Nothing further to report. #097-2015 Adm Report to Council - May 18 Attachments: Adm Report to Council - May 18.pdf C. Director of Law - Kevin Shannon Nothing further to report. D. Director of Finance - Jeff Green City of Groveport Page 5 Committee of the Whole Meeting Minutes May 18, 2015 Nothing further to report. E. Chief of Police - Ralph Portier Chief Portier reported he received the numbers yesterday and there were actually 243 Sheriff Department dispatches. #098-2015 PD Council Report Attachments: PD Council Report.pdf F. Public Works Superintendent - Dennis Moore Nothing further to report. #099-2015 PW May 2015 Council Report Attachments: PW May 2015 Council Report.pdf G. Chief Building Official - Stephen Moore Nothing further to report. #100-2015 B&Z May 2015 Attachments: B&Z May 2015.pdf H. Director of Golf - Tom Walker Council Member Cleary commented he wants Director of Golf Tom Walker to make sure the high school teams are notified about the rules of the tournament. Mr. Walker responded he will prepare a letter to be sent to all the coaches. #101-2015 GC Report to Council 5-13-15 Attachments: GC Report to Council 5-13-15.pdf I. Parks & Recreation Director - Kyle Lund Not present. #102-2015 Parks & Rec Council Report Attachments: Parks & Rec Council Report.pdf City of Groveport Page 6 Committee of the Whole Meeting Minutes May 18, 2015 J. Community Affairs Director - Patty Storts Nothing further to report. #103-2015 CA Council Report Attachments: CA Council Report.pdf K. Director of Facilities Management - Tom Byrne Nothing further to report. #104-2015 FM 5-13-15 status Attachments: FM 5-13-15 status.pdf L. City Engineer - Steve Farst City Engineer Steve Farst reported there is a lot of activity going on at the water treatment plant site. The tank has wires and iron apparatus hanging from the top to support the shroud needed for the sand blasting work. The sand blasting is very sensitive to the weather. In the water treatment plant there are many things being tested and processed. Mayor Westcamp asked when Council and he could take a tour of the new water plant. Mr. Farst will meet with Administrator Hall to come up with a date, possibly in July. The shroud around the water tank is to contain any old paint and/or debris coming from the water tower. Mayor Westcamp asked that the workers on the water tank be put on hold from working on Saturday. Motts Military Museum will have a Grand Opening at 10:00 a.m. on Saturday, May 23, 2015. #105-2015 Engineers Report 5-13-15 Attachments: Engineers Report 5-13-15.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 Dildine asked Administration to make sure Warren Motts has a good sound system this year for Memorial Day. City of Groveport Page 7 Committee of the Whole Meeting Minutes May 18, 2015 Administrator Hall replied the sound system they have is okay with Mr. Motts. The sound system is the same sound system as last year. Mr. Dildine remarked it was very hard to hear him last year. Council Member Drury asked if Building & Zoning was having any issues with high grass with all the rain. Chief Building Official Stephen Moore stated letters have gone out to the property owners. Mrs. Drury also inquired if the City has guidelines for businesses with dead and/or dying shrubs and trees. Mr. Moore stated there are guidelines for properties falling under the landscape code. She advised there is a business on Main Street with very shabby landscaping. Mr. Moore will meet with Mrs. Drury to get information on the property in question. Mrs. Drury commented some of the new banners ordered by the Trees & Decorations Committee are up on Main Street. Everyone needs to take a look at how great they look. XIV. Adjournment A motion was made by Council Member Rarey, seconded by Council Member Hutson, to adjourn at 6:57 p.m. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Drury, 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 8