Committee of the Whole

City of Groveport 655 Blacklick St. Groveport, OH 43125 614.830.2052 www.groveport.org Meeting Minutes Monday, October 19, 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 October 19, 2015 I. Call to Order by Committee Chair Cleary at 6:30 p.m. Staff Present: Marsha Hall - Administrator, Kevin Shannon - Law Director, Stephen Moore - Chief Building Official, Patty Storts - Community Affairs Director, Steve Farst - Engineer, Kyle Lund - Parks and Recreation Director, Tom Walker - Director of Golf, Tom Byrne - Director of Facilities Management, Bob Dowler - Director of Transportation, Kurt Blevins - Captain 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 Captain Blevins 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 - September 21, 2015 Approved as submitted. #216-2015 COTW Minutes 9-21-15. Attachments: COTW Minutes 9-21-15.pdf VI. Business of Guests a. Madison Township Fire Chief Bates - Monthly Update Fire Chief Bates was open to any questions regarding his report. The department had an open house at the end of Fire Prevention Week. The Board of Trustees held a special meeting authorizing the department to enter into a contract to purchase a new medic through the State purchasing program. A pre-construction meeting is to be scheduled within the next two weeks. The group working on the engine is making progress. Crews are wearing pink t-shirts during the City of Groveport Page 1 Committee of the Whole Meeting Minutes October 19, 2015 month of October in honor of Breast Cancer Awareness Month. #217-2015 MTFD September 2015 Monthly Report Attachments: MTFD September 2015 Monthly Report.pdf VII. New Business None. VIII. Unfinished Business a. Golf Course Reconfiguration The budget includes a project that has three parts; the first is the hillside project; the second and third parts go together, the reconfiguration of hole #9 and the 58 additional parking spaces. The reconfiguration of hole #9 will allow space for the additional parking. Tom Walker, Director of Golf, was available to discuss the pros and cons of the project in more detail. Council Member Cleary is not in favor of the reconfiguration, he wants to keep the golf course the way it is. The parking spaces will shorten hole #9 by about thirty yards. Depending on the pin location, the middle of the green will be 190 yards where now it is 220 yards. Mr. Walker detailed how the reconfiguration would look. City staff will perform some of the work but the art work of the shaping will be done by professionals. The costs of the reconfiguration of hole #9 is included in the 2016 budget. The project is to commence this spring, hopefully completed by the fall of 2016, but the hole should open by spring of 2017. A temporary hole #9 will be moved to the back tee. On the matter of changing hole #9, Law Director Shannon advised Council does not need to make any motions to recommend approval; it is already included in the 2016 appropriations ordinance. Council can make a recommendation as to the approval of the 2016 budget tonight. When the budget comes back to Council at its regular City Council meeting, a motion can be made to amend the 2016 appropriations ordinance to remove the reconfiguration of hole #9. Everything else relating to the budget will remain the same. IX. Ordinances and Resolutions A. 3rd Readings ORD. 15-063 AN ORDINANCE ACCEPTING AND DEDICATING AS A PUBLIC INFRASTRUCTURE THE PUBLIC IMPROVEMENTS IN CONJUNCTION WITH AIREAST SECTION 3 OF THE AIREAST City of Groveport Page 2 Committee of the Whole Meeting Minutes October 19, 2015 BUSINESS PARK Sponsors: Rarey City Engineer Steve Farst stated all the records and plans have been provided and the punch list has been addressed. Chair Cleary read by title Ordinance No. 15-063. A motion was made by Council Member Hilbert, seconded by Council Member Rarey, 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. 15-065 AN ORDINANCE AUTHORIZING THE ADMINISTRATOR TO SOLICIT BIDS AND TO ENTER INTO A CONTRACT FOR WELL FIELD IMPROVEMENTS WITH THE LOWEST RESPONSIVE AND RESPONSIBLE BIDDER Sponsors: Hutson Administrator Hall stated this project entails purchasing and installing a permanent generator at the well field, and the installation of a gas line to feed the generator. This project was included in the 2015 budget but was delayed until after the new water treatment plant was completed. Chair Cleary read by title Ordinance No. 15-065. A motion was made by Council Member Dildine, seconded by Council Member Rarey, to recommend approval to the City Council. The motion carried by the following vote: Yes: 6 - Cleary, Dildine, Drury, Hilbert, Hutson and Rarey ORD. 15-066 AN ORDINANCE AUTHORIZING A CONTRACT FOR THE PROVISION OF HEALTH SERVICES WITH THE DISTRICT ADVISORY COUNCIL OF THE FRANKLIN COUNTY GENERAL HEALTH DISTRICT Sponsors: Cleary Administrator Hall stated this is the City's annual contract with the Franklin County General Health District. There is a 5% increase in the City's 2016 contract. Chair Cleary read by title Ordinance No. 15-066. A motion City of Groveport Page 3 Committee of the Whole Meeting Minutes October 19, 2015 was made by Council Member Hilbert, seconded by Council Member Rarey, to recommend approval to the City Council. The motion carried by the following vote: Yes: 6 - Cleary, Dildine, Drury, Hilbert, Hutson and Rarey ORD. 15-067 AN ORDINANCE ADOPTING THE ANNUAL APPROPRIATION ORDINANCE OF THE CITY OF GROVEPORT, OHIO, FOR THE CALENDAR YEAR 2016 Sponsors: Drury Attachments: ORD. 15-067 Exhibit A.pdf Chair Cleary read by title Ordinance No. 15-067. A motion was made by Council Member Dildine, seconded by Council Member Hilbert, 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 #218-2015 Finance Report September 2015 Attachments: Finance Report September 2015.pdf XI. Other Business None XII. Reports A. Mayor - Lance Westcamp Mayor Lance Westcamp personally thanked Administration and the staff for the ribbon cutting ceremony for the G.R.E.A.T. program held at Eddie Bauer. There was a great turnout for the event. Mayor Westcamp acknowledged it was another proud moment for him as Mayor of Groveport to serve this great city. B. Administrator - Marsha Hall Nothing further to report. #219-2015 Adm Report to Council - Oct 19 City of Groveport Page 4 Committee of the Whole Meeting Minutes October 19, 2015 Attachments: Adm Report to Council - Oct 19.pdf C. Director of Law - Kevin Shannon Nothing to report. D. Director of Finance - Jeff Green Not present. E. Chief of Police - Ralph Portier Chief Ralph Portier was not present. Captain Kurt Blevins commented on the G.R.E.A.T. program and how great it was to see the participants standing at the posted signs for pickup. #220-2015 PD Council Report 10-15 Attachments: PD Council Report 10-15.pdf F. Public Works Superintendent - Dennis Moore Not present. #221-2015 PW October 2015 Council Report Attachments: PW October 2015 Council Report.pdf G. Chief Building Official - Stephen Moore Nothing further to report. #222-2015 B & Z October 2015 Attachments: B & Z October 2015.pdf H. Director of Golf - Tom Walker Director of Golf Tom Walker reported the Links at Groveport hosted the Girls' Regional I District Tournament on Tuesday, October 13th. #223-2015 Golf Report to Mayor and Council 10-14-15 City of Groveport Page 5 Committee of the Whole Meeting Minutes October 19, 2015 Attachments: Golf Report to Mayor and Council 10-14-15.pdf Green Concept.pdf I. Parks & Recreation Director - Kyle Lund Parks & Recreation Director Kyle Lund reported the recreation center roof project is about a week behind schedule. They are picking up the pace trying to install the panels on the roof next week. The project should be wrapping up by mid-November. #224-2015 Rec Cntr Council Report Attachments: Rec Cntr Council Report.pdf Rec Cntr Nov 2015.pdf J. Community Affairs Director - Patty Storts Community Affairs Director Patty Storts reported the cost of a brick for Veteran's Park will increase to $35.00 in 2016. #225-2015 CA Council Report - October Attachments: CA Council Report - October.pdf K. Director of Facilities Management - Tom Byrne Nothing further to report. #226-2015 FM Council Report 10-2015 status Attachments: FM Council Report 10-2015 status.pdf FM Energy Project Report.pdf L. City Engineer - Steve Farst City Engineer Steve Farst reported a pre-construction meeting was held for the new sanitary sewer system and pump station at the City's golf course. It will take several weeks for the fabrication of the unit; therefore, no activity will be seen at the golf course until the first week of December. The project should be completed by mid-March 2016. In regards to the hillside project, contract duration has not been set as of yet. Staff is working with the engineer and the City looks to solicit bids for the project right after the holidays. #227-2015 EngineersReport_10_14_15 City of Groveport Page 6 Committee of the Whole Meeting Minutes October 19, 2015 Attachments: EngineersReport_10_14_15.pdf M. Director of Transportation - Bob Dowler Director of Transportation Bob Dowler thanked everyone for their participation at the ribbon cutting for the G.R.E.A.T. program. Mr. Dowler had reported the first week's ride numbers in his submitted report. The ride numbers for the second week came to 308, for a total of 499 riders in the first two weeks. The department will receive three of the four shuttles on Tuesday, October 20th. Mr. Dowler will be going to a job fair to get the word out about the G.R.E.A.T. program. #228-2015 DOT Council Report for 101915 Attachments: DOT Council Report for 101915.pdf N. Clerk of Council - Ruthanne Sargus Ross Nothing to report. O. Council Members - Ed Rarey, Jean Ann Hilbert, Donna Drury, Ed Dildine, Shawn Cleary and Becky Hutson Council Member Hutson commented Mayor Westcamp's speech was very nice and professional at the G.R.E.A.T. program. Council Member Cleary thanked staff for the great job they do. XIII. Adjournment Council Member Hilbert made a motion, seconded by Council Member Hutson, to adjourn at 7:00 p.m. 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 City of Groveport Page 7 Committee of the Whole Meeting Minutes October 19, 2015 CLERK'S OFFICE DURING REGULAR BUSINESS HOURS. City of Groveport Page 8