Committee of the Whole

City of Groveport 655 Blacklick St. Groveport, OH 43125 614.830.2052 www.groveport.org Meeting Minutes Monday, August 17, 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 August 17, 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, Tom Byrne - Director of Facilities Management, Bob Dowler - Director of Transportation, 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 - July 20, 2015 Approved as submitted. #167-2015 COTW Minutes 7-20-15 Attachments: COTW Minutes 7-20-15.pdf VI. Business of Guests a. Madison Township Fire Chief Bates - Monthly Update Madison Township Fire Chief Bates apologized for no report being submitted for tonight's meeting. There are some changes in the format of the report; once finished he will get the report to Ruthanne to submit to Council for next month's meeting. Chief Bates reported there was a two alarm fire at the warehouse at Opus Drive and Green Pointe Drive South. The fire was contained to the section of the building housing CTDI. Five sprinkler heads contained the fire with the fire department going in to extinguish the City of Groveport Page 1 Committee of the Whole Meeting Minutes August 17, 2015 balance of the fire. Part of the issue was material stacked well into the rafters. VII. New Business a. Discussion on the 2016-2020 CIP Administrator Hall had met with City Engineer Steve Farst, Public Works Superintendent Dennis Moore and Finance Director Jeff Green to review last year’s Capital Improvement Plan (CIP) to look into ways to improve the two grant applications to the Ohio Public Works Commission (OPWC). Steve Farst went over the CIP Worksheet submitted with Council's agenda packets. Street System Improvements Projects 1 & 2 - Hendron Road and West Bixby Road are the two projects for the OPWC grant applications. Projects 14 thru 18 - are new projects added to this year's CIP. Projects 20 & 23 - are maintenance related projects focusing on curbs, ramps, etc. Project 22 - the project has had a good start this year with the completion of a good number of streets. Mr. Farst provided a short list of potential streets to target in the next 3 years and a short list of additional streets after 3 years. Water System Projects 26 & 28 - Well Field Improvements: engineering reviewing how the new generator needs to be fueled in Project 26 and the pumps, motors, etc are twelve or thirteen years old in the two wells. Project 32 - Water main improvements on Hendron Road to Lowry Court connector. Collection, Sanitary Sewer System Project 33 - Sanitary sewer pump station / force main at the Links at Groveport is moving forward. Stormwater System Project 38 - New outlet drain at Palm Pond at Heritage Park. Project 47 - Curb, gutter and catch basin improvements within the Annual Street Program. Project 48 - Hanstein Addition drainage improvements. #177-2015 Handout_CIPWorksheet_8_12_15 Attachments: Handout_CIPWorksheet_8_12_15.pdf VIII. Unfinished Business None. City of Groveport Page 2 Committee of the Whole Meeting Minutes August 17, 2015 IX. Ordinances and Resolutions A. 3rd Readings ORD. 15-046 AN ORDINANCE AUTHORIZING THE ADMINISTRATOR TO ENTER INTO A LEASE AGREEMENT WITH THE GROVEPORT HERITAGE AND PRESERVATION SOCIETY FOR THE GROVEPORT HERITAGE MUSEUM IN THE TOWN HALL Sponsors: Rarey Administrator Hall stated there was a lease agreement with the Groveport Heritage & Preservation Society for several years. That previous lease has expired. Ms. Hall and representatives of the Groveport Heritage & Preservation Society discussed what items were to be included in the lease agreement. These items are stated in Administration's Council Report. The lease will have a five year automatic renewal, as long as the Society operates the museum, and includes an out clause for both the City and the Society. Chair Cleary read by title Ordinance No. 15-046. A motion was made by Council Member Hilbert, seconded by Council Member Drury, to recommend approval to the City Council. The motion carried by the following vote: Yes: 6 - Cleary, Dildine, Drury, Hilbert, Hutson and Rarey B. 2nd Readings ORD. 15-050 AN ORDINANCE AMENDING PART FIVE, CHAPTER 505 "ANIMALS AND FOWL" OF THE CODIFIED ORDINANCES OF THE CITY OF GROVEPORT Sponsors: Cleary Attachments: ORD. 15-050 Hunting Map Exhibit A.pdf Chief Building Official Stephen Moore stated the major change to the hunting map is due to the request of Metro Parks. Metro Park property has been removed from the hunting map as to not permit hunting on their properties. Other changes are due to warehouses located within the hunting area of the previous hunting map. Chair Cleary read by title Ordinance No. 15-050. A motion was made by Council Member Hilbert, seconded by Council Member Hutson, to recommend approval to the City Council. City of Groveport Page 3 Committee of the Whole Meeting Minutes August 17, 2015 The motion carried by the following vote: Yes: 6 - Cleary, Dildine, Drury, Hilbert, Hutson and Rarey ORD. 15-051 AN ORDINANCE AMENDING PART SEVEN - BUSINESS REGULATION CODE, CHAPTER 715 - GARAGE SALES, OF THE CITY OF GROVEPORT CODIFIED ORDINANCES Sponsors: Hutson Attachments: ORD. 15-051 Chapter 715 garage sales Exhibit A.pdf Administrator Hall stated the City does not currently allow garage sales during City sponsored events. There was an issue on July 4th with a vendor who had been excluded, for legitimate reasons, from this year's 4th of July Celebration. This vendor set up to sell his wares (food and drinks) on private property within the festival area. Staff is asking that language be added to Chapter 715 - Garage Sales, of the City of Groveport Codified Ordinances, to state vendors excluded from the City's events are prohibited from setting up on private property. Chair Cleary read by title Ordinance No. 15-051. 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: 6 - Cleary, Dildine, Drury, Hilbert, Hutson and Rarey X. Financial Report Finance Director Jeff Green noted the Finance Report reflects the City's income tax collections are up approximately 37% from this time last year. Mr. Green went over some of the line items in the Financial Report. #168-2015 Finance Report July 2015 Attachments: Finance Report July 2015.pdf XI. Other Business None. XII. Reports A. Mayor - Lance Westcamp City of Groveport Page 4 Committee of the Whole Meeting Minutes August 17, 2015 Mayor Westcamp thanked Administrator Marsha Hall and Finance Director Jeff Green as the visits to the warehouses in Groveport continue. This week they toured Eddie Bauer. There was a lot of talk of Bob Dowler and the GREAT Program. The Mayor commented he had his fortieth class reunion Saturday at the Links at Groveport. He received a lot of positive comments regarding what the City has done with the golf course and the facility. He acknowledged Dylan Frank who was in attendance at the meeting. Dylan got the Mayor involved in the alumni baseball game and with the help of his parents, made sure the Mayor made it to Sunday night's concert series featuring the Groveport Marching Band. B. Administrator - Marsha Hall Administrator Hall noted that the Franklin County Health Department will be fogging on Tuesday night in lieu of the City fogging on Thursday. The fogging is due to a trap test coming back positive for the West Nile virus. Franklin County will fog the entire City. Traps are checked weekly. The City will resume the Thursday scheduled fogging the following week. Notices have gone out to residents through the wire alert message system and phone messages. The alert is also posted on the electronic billboards. Ms. Hall informed Council the 9/11 event will be held at Motts Military Museum at 7:30 a.m. on September 11, 2015. Ms. Hall is working on the parking issue on Madison Street. The Moose Lodge has agreed to allow post office employees to park in the Moose Lodge parking lot. The Post Master agrees that there needs to be a permanent solution to both the size of the facility and the parking issues on Madison Street. Ms. Hall provided the Post Master a letter explaining what the problem with Madison Street parking entails so district representatives could have a better understanding of the issue. Due to the number of new businesses in the City utilizing its services, the Groveport Post Office has hired additional staff and obtained additional mail delivery vehicles. Council Member Dildine inquired if all the options; moving into an existing building, building a new facility,etc. were still on the table for the post office. Ms. Hall stated she believes nothing has been excluded and the Post Master has been pushing the district because she needs extra space. There is nothing that can been done with the current location. Mr. Green interjected the post office looks at it the way a retail business does. They look at the number of roof tops. The City has had some unpleasant dealings with the post office in the past but the new Post Master is very open to options. She did indicate that the post office had brought some different options to the City several years ago but the City had turned them down. City of Groveport Page 5 Committee of the Whole Meeting Minutes August 17, 2015 #169-2015 Adm Report to Council - Aug 17 Attachments: Adm Report to Council - Aug 17.pdf C. Director of Law - Kevin Shannon Nothing further to report. D. Director of Finance - Jeff Green Nothing further to report. E. Chief of Police - Ralph Portier Chief Portier stated the estimated Franklin County Sheriff's Office dispatches of 250, reported on his submitted report, was actually 283. Council Member Hilbert thanked Chief Portier, Madison Township Chief Braden and Groveport Detective Del Dalton for the awareness training held at her church. They had a great presentation and she recommends the hour long, to-the-point presentation, to other schools, churches and/or any interested groups. Council Member Cleary thanked all involved in the Touch-a-Truck event held at the KidsFest. It turned out to be a great day for everyone. #170-2015 PD 07-15 Attachments: PD 07-15.pdf F. Public Works Superintendent - Dennis Moore Not present. #171-2015 PW August 2015 Council Report Attachments: PW August 2015 Council Report.pdf G. Chief Building Official - Stephen Moore Chief Building Official Stephen Moore reported the department has been busy meeting, almost weekly, with different people regarding projects and extensions. Staff is helping them with some of the processes. Staff will be meeting with school representatives about the size of the new high school project and other changes. Council will be seeing some planning and zoning matters come before them. The Kurtz Bros. property has submitted an application for re-zoning. City of Groveport Page 6 Committee of the Whole Meeting Minutes August 17, 2015 There are a lot of new businesses coming to Groveport with all the new employees generating more income tax revenues. Bob Curtin checks with Mr. Moore weekly to see what new business is coming in and he follows leads to track new employees' income tax. #172-2015 BZ August 2015 Attachments: BZ August 2015.pdf H. Director of Golf - Tom Walker Not present. #173-2015 Golf Report to Mayor and Council 8-12-15 Attachments: Golf Report to Mayor and Council 8-12-15.pdf I. Parks & Recreation Director - Kyle Lund Not present. #179-2015 REC Council Report August 2015 Attachments: REC Council Report August 2015.pdf The Connection-Sept 2015.pdf J. Community Affairs Director - Patty Storts Community Affairs Director Patty Storts handed out an addition to her submitted report. The information provided was an update on upcoming programs and events. She included a synopsis on the 2015 KidsFest. Council Member Hutson congratulated Ms. Storts for being named the July 2015 Employee of the Month. Mayor Westcamp commented his wife takes their grandchildren to KidsSpace and they love it. Ms. Storts reported the numbers for program participants are growing continuously. Not so much with Groveport residents but the numbers are there. #178-2015 CA Council Report August 2015 Attachments: CA Council Report August 2015.pdf CA Council Report - August.pdf K. Director of Facilities Management - Tom Byrne Nothing further to report. City of Groveport Page 7 Committee of the Whole Meeting Minutes August 17, 2015 #174-2015 FM&P status Attachments: FM&P status.pdf L. City Engineer - Steve Farst City Engineer Steve Farst reported the water tank repair has been completed and the tank is back in service. The antenna system has been placed back on top of the tower. Mr. Farst updated Council on the 2015 Street Program. The contractors are to start milling and resurfacing Canal Street, Blacklick Park parking lot, police station parking lot and KidsSpace parking lot this week. Clyde Moore Drive has been resurfaced. Sewer construction has started at the new Tallman Street connection at Rohr Road. Contractors are addressing a few items on the punch list in Newport Village Section 4. Mr. Farst informed Council that at the end of July the City responded to an opportunity to nominate some pedestrian crossing features in the community for the pedestrian safety project. The Mid-Ohio Regional Planning Commission is managing a Systematic Safety Improvement pilot project, which is the State of Ohio Safety Funds, to improve pedestrian safety. Groveport has nominated several locations of signal lights, intersections and mid-walk crossings. The State will send out an engineer to evaluate the nominated locations. Mr. Farst will keep Council updated on the project. Sharon Whitten from the audience commented Madison Township is looking at installing such stop signs at Lithopolis Road and Groveport Road. Council Member Hilbert inquired about the Recreation Center roof project. Ms. Hall stated the project is underway and is scheduled to be completed by early November. #175-2015 EngineersReport_8_12_15 Attachments: EngineersReport_8_12_15.pdf M. Director of Transportation - Bob Dowler Director of Transportation Bob Dowler introduced Lisa Zurbriggen as the new Senior Transportation Coordinator. #176-2015 DOT Council Report for 081715 Attachments: DOT Council Report for 081715.pdf N. Clerk of Council - Ruthanne Sargus Ross City of Groveport Page 8 Committee of the Whole Meeting Minutes August 17, 2015 Nothing to report. O. Council Members - Ed Rarey, Jean Ann Hilbert, Donna Drury, Ed Dildine, Shawn Cleary and Becky Hutson Nothing to report. XIII. Adjournment Council Member Hilbert made a motion, seconded by Council Member Drury to adjourn at 7:22 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 9