Committee of the Whole

City of Groveport 655 Blacklick St. Groveport, OH 43125 614.830.2052 www.groveport.org Meeting Minutes Monday, March 21, 2016 6:30 PM Council Chambers Committee of the Whole Mayor Lance Westcamp Council Members - Ed Rarey, Jean Ann Hilbert, Ed Dildine, Shawn Cleary, Becky Hutson & Scott Lockett Committee of the Whole Meeting Minutes March 21, 2016 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, Kyle Lund - Recreation Center Director, Tom Walker - Director of Golf, Tom Byrne - Director of Parks & 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 Warren Motts led the Pledge of Allegiance. IV. Roll Call Absent: 1 - Council Member Hilbert Present: 5 - Council Member Cleary, Council Member Dildine, Council Member Hutson, Council Member Lockett, and Council Member Rarey V. Approval of Minutes - February 16, 2016 Approved as submitted. #067-2016 COTW Minutes 2-16-16 Attachments: COTW Minutes 2-16-16.pdf VI. Business of Guests a. Madison Township Fire Chief Bates - Monthly Update Madison Township Fire Chief Bates reported on the changes in the monthly stats report on the Madison Township Fire Department. The department is looking to have the pre-construction meeting within the next three weeks regarding the new fire engine. A special Trustees meeting will be held on Thursday to recommend the selection of a City of Groveport Page 1 Committee of the Whole Meeting Minutes March 21, 2016 criteria architect so Madison Township can move forward with negotiating a contract for the new Fire Station 183. Staff is in the process of interviewing applicants to fill part-time vacancies within the department. #068-2016 MTFD Monthly Report Attachments: MTFD Monthly Report 0316.pdf b. Warren Motts- Motts Military Museum Warren Motts, Motts Military Museum, thanked Council for Groveport's support through the years. The museum could not have made the remarkable advancements without the City of Groveport's financial support. The new wing was completed last year doubling the size of the building that covers everything from the Korean War to the War on Terrorism. The new wing opened for business in January. Attendance has been high even with the increase in admissions and memberships. Mr. Motts brought Council up to date on the new exhibits and events taking place at the museum. Isaac England, a student at Groveport Madison High School, volunteered at the museum and has received an appointment to the Naval Academy in Annapolis, Maryland. Isaac's goal is to be an officer in the United States Marine Corps. Students from all levels of education visit the museum for learning and research for the academic reports. The museum has added an addition to their staff, Lori Motts-Byrd. Lori, daughter of Warren and Daisy Motts, started in January as Assistant to the Director. Mr. Motts offered tours for the Council Members and anyone interested in taking a tour of the museum. The museum was awarded a grant from the Ohio Attorney General's Office. The $25,000 grant to Motts Military Museum is to help preserve a historic World War II landing craft known as a Higgins boat, one of the few still in existence in the world. The grant will be used to help fund the construction of a steel-framed metal building to house the museum’s restored World War II Higgins boat. The museum is pleased to be involved in the City's Memorial Day and Veterans' Day ceremonies. Mr. Motts' son, Wayne Motts, came to Groveport Town Hall to pitch his new book "Pickett's Charge at Gettysburg", a study on the Battle of Gettysburg and Pickett's charge. Wayne Motts, along with co-author James Hessler and Cartographer / Illustrator Steven Stanley, signed books and gave speeches to the 140 or so in attendance. The proceeds from the books Wayne Motts sold went to Motts Military Museum. The Brick Ceremony had 150 people in attendance with 135 new bricks installed in the Memorial Garden. The ceremony included special recognition of the marines killed from Lima Company. Another part of the ceremony, the Order of the Purple Heart dedicated a new memorial to Sgt. William Brown, one of City of Groveport Page 2 Committee of the Whole Meeting Minutes March 21, 2016 only three of George Washington’s men from the American Revolutionary War to receive the “Badge of Military Merit” which is where the design for the Purple Heart comes from. The museum held a 911 Ceremony and is working with Madison Township Fire Chief Bates to hold another ceremony for 2016. The museum is getting publicity with articles of veterans in the Columbus Monthly and a Pickerington publication. Mr. Motts acknowledged the great job done by Rick Palsgrove on promoting Groveport and the Motts Military Museum. The 911 building that will house the World Trade Center artifacts; the museum has the biggest collection of 911 artifacts outside of Ground Zero; is in progress. The Museum is having a 911 fund raiser on May 6, 2016 at 6:00 p.m. at the Columbus Zoo in the Heart of Africa Pavilion. c. Ramona James - Founders Bend Ramona James 4926 Founders Drive addressed Council with concerns about commercial vehicles parking on the streets of Founders Bend. She inquired if the City of Groveport had an Ordinance regarding commercial vehicles parking on the streets. The Founders Bend Homeowners' Association does have restrictions prohibiting the parking of commercial vehicles in driveways and/or on streets. Law Director Shannon stated he does not believe there are any restrictions for commercial vehicles parked on public streets as long as the vehicle abides by all the parking requirements of the City of Groveport; licensing, not parked for greater than 24 hours, etc. Ms. James stated the vehicles are parked for longer than 24 hours. Mr. Shannon advised residents should contact Groveport Police Chief Ralph Portier to have officers patrol the area to assess whether a vehicle has not moved within any given 24 hours. Officers usually give the owner a warning, if the vehicle is not moved the owner will be given a citation. Ms. James stated the owner will move the truck and trailer but bring it right back again; this truck and trailer have been parked on the street the entire weekend. Chief Portier will look into the matter. Mr. Shannon advised if the homeowners' association has prohibitions in its bylaws regarding parking commercial vehicles, the homeowners' association could file a civil suit, apart from any City action, against the property owner because the homeowners' association has restrictive covenants in the neighborhood prohibiting such parking. Ms. James inquired about membership to the Groveport Aquatic Center. A citizen with a Groveport address was informed at the Recreation Center that they did not meet the requirements for the resident rate for membership. Law Director Shannon advised some people may have a Groveport address but are not within the City of Groveport corporation limits. 5225 Stoltz Avenue is not within the City of Groveport Page 3 Committee of the Whole Meeting Minutes March 21, 2016 corporate limits of Groveport. Someone may have a Groveport (43125) mailing address but live in Madison Township and/or another corporation and would not qualify for the reduced resident fee for the Groveport Aquatic Center. Council Member Cleary commented he has a Canal Winchester (43110) mailing address but he lives within the City of Groveport's corporation limits. VII. New Business None. VIII. Unfinished Business None. IX. Ordinances and Resolutions A. 3rd Readings ORD. 16-017 AN ORDINANCE AUTHORIZING THE ISSUANCE OF NOTES IN THE AMOUNT OF NOT TO EXCEED $1,000,000 IN ANTICIPATION OF THE ISSUANCE OF BONDS FOR THE PURPOSE OF DESIGNING, ENGINEERING, AND CONSTRUCTING VARIOUS IMPROVEMENTS TO THE CITY'S MUNICIPAL GOLF COURSE, WITH RELATED SITE IMPROVEMENTS AND APPURTENANCES THERETO; AND APPROVING RELATED MATTERS Sponsors: Cleary Chair Cleary read by title Ordinance No.16-017. 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, Hutson, Lockett and Rarey ORD. 16-018 AN ORDINANCE AUTHORIZING THE ISSUANCE OF NOTES IN THE AMOUNT OF NOT TO EXCEED $800,000 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: Hilbert City of Groveport Page 4 Committee of the Whole Meeting Minutes March 21, 2016 Chair Cleary read by title Ordinance No.16-018. A motion was made by Council Member Lockett, seconded by Council Member Dildine, to recommend approval to the City Council. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hutson, Lockett and Rarey B. 2nd Readings ORD. 16-019 AN ORDINANCE ACCEPTING THE TRANSFER OF CANAL LANDS VIA A GOVERNOR'S DEED AND AUTHORIZING THE ADMINISTRATOR TO ENTER INTO AN AGREEMENT WITH THE STATE OF OHIO, DEPARTMENT OF NATURAL RESOURCES FOR SAID TRANSFER AND THE DECLARATION OF AN EMERGENCY Sponsors: Lockett City Engineer Steve Farst informed Council that this action pertains to a land strip currently under the control of the State of Ohio as former canal land, which is north of and abutting the Rohr Road right-of-way, in the area between the east side of the Kurtz Bros. site and the intersection of Commerce Center Drive at Rohr Road. It is in the City of Groveport’s best interest to acquire this land space in fee-simple for permanent control of the land for public utility use and for future as-needed transportation use. The state’s administrative office (The Department of Natural Resources) has agreed to initiate the process of transferring the Governor’s Deed for this area following execution of the referenced agreement. The action will facilitate acquiring land control for the recently completed Rohr Road 12-inch water main along the north side of Rohr Road that supplies the region with water for domestic use and fire-protection to new and existing buildings along Rohr Road and Commerce Center Drive. City staff, owners of local development, and City of Columbus (due to our water agreement with that city) desire this permanent land control be established as soon as practicable. Due to the time requirements to complete transfer of Governor’s Deeds, it is prudent to expedite the City of Groveport’s legislative process for this action so that the agreement can be executed and procedures for transfer can begin as soon as possible. For these points and the reasons stated, staff recommends passage of this ordinance. Chair Cleary read by title Ordinance No.16-019. A motion was made by Council Member Dildine, seconded by Council Member Lockett, to recommend approval to the City Council. The motion carried by the following vote: City of Groveport Page 5 Committee of the Whole Meeting Minutes March 21, 2016 Yes: 4 - Cleary, Dildine, Hutson and Lockett No: 1 - Rarey #066-2016 ORD. 16-019 Staff Report Attachments: ORD. 16-019 Staff Report.pdf X. Financial Report There were no questions for Finance Director Jeff Green regarding the submitted Financial Report. #069-2016 Finance Report February 2016 Attachments: Finance Report February 2016.pdf XI. Other Business None. XII. Reports A. Mayor - Lance Westcamp Mayor Lance Westcamp reported Administrator Marsha Hall, Council Member Shawn Cleary and himself had a 5:30 p.m. meeting today with Steve Thomson from the Groveport Heritage & Preservation Society. Mayor Westcamp had asked for the meeting, on the behalf of the City of Groveport, to learn the status of moving the preserved bricks of the old Canal Era building from their original location (the NorthPoint property on the corner of Rohr Road and Pontius Road). The bricks have been palletized for transport but are still sitting on the site. The Mayor stated he, along with Mr. Cleary, have offered their services to the Heritage Society, not as public officials, but with people they know to help move the bricks. Mr. Thomson had given them an account of the schedule the Heritage Society hopes to follow. Plans have been submitted to the Groveport Building & Zoning Department. There was an assumption the Heritage Society would move the bricks to the property donated to them by the City of Groveport. Mr. Thomson had advised everyone at the meeting, once the plans were approved the contractor would move and install the bricks at the same time. Mr. Thomson could not give a timeline. Mayor Westcamp and Mr. Cleary share the concern that bricks seem to be going missing from the NorthPoint site. Although the bricks have been shrink wrapped, some pallets have been broken open and knocked to the ground. Over this past weekend, Mr. Cleary went to City of Groveport Page 6 Committee of the Whole Meeting Minutes March 21, 2016 the site and took pictures of the bricks scattered and spread all over the ground. Mayor Westcamp is concerned the Heritage Society is losing bricks every day. Mr. Cleary added there are 37 skids of bricks, five (5) of which need re-stacked and wrapped. The Heritage Society is short 5000 bricks, but the City of Groveport had donated old brick that were no longer needed by the City. Council Member Rarey expressed his concerns regarding the time element; when or if there is a set date for completion of the project. If the project continues to be delayed, as in the past several months of good weather, Mr. Rarey is concerned the City will end up in deep debt putting up the City's money. Mayor Westcamp advised a definite date for completion was not given, even though it was asked. The Mayor will keep Council up to date with any new information. The Mayor's concern is that the bricks are right up against the road. City Engineer Steve Farst commented there will be road improvements at the intersection of Pontius Road and Rohr Road starting by May or June. B. Administrator - Marsha Hall Nothing to report. C. Director of Law - Kevin Shannon Nothing to report. D. Director of Finance - Jeff Green Nothing to report. E. Chief of Police - Ralph Portier Nothing to report. #070-2016 PD Council Report Attachments: PD Council Report 0321.pdf F. Public Works Superintendent - Dennis Moore Not present. G. Chief Building Official - Stephen Moore Nothing further to report. City of Groveport Page 7 Committee of the Whole Meeting Minutes March 21, 2016 #071-2016 B&Z March 2016 Attachments: B&Z March 2016.pdf H. Director of Golf - Tom Walker Nothing further to report. #072-2016 Golf Council Report Attachments: Golf Council Report 3-17-16.pdf I. Recreation Director - Kyle Lund Recreation Director Kyle Lund reported that Groveport Madison High School is considering a swim team and are asking for some pool time. It is early in the process but the school needs to start planning whether they can use the City's pool or have to look into other venues. Mr. Lund requested Council to review the matter in his submitted Council report and get back to Administrator Hall with their thoughts or the matter can be discussed at the next Committee of the Whole meeting. Mayor Westcamp referred to Mr. Lund's report regarding the new inductee to the Groveport Hall of Honor. No date has been finalized for the induction of Kathy Frank. The Groveport Hall of Honor is located at the Recreation Center. #073-2016 Rec Center Council Report Attachments: Rec Center Council Report.pdf J. Community Affairs Director - Patty Storts Nothing further to report. #074-2016 CA Council Report Attachments: CA Council Report March 2016.pdf K. Director of Parks & Facilities Management - Tom Byrne Nothing further to report. #075-2016 P&F 3-14-16 status City of Groveport Page 8 Committee of the Whole Meeting Minutes March 21, 2016 Attachments: P&F 3-14-16 status.pdf DES Energy Report (006).pdf L. City Engineer - Steve Farst City Engineer Steve Farst made a correction to his submitted report. In regards to the Links at Groveport: Hillside Project, the contractor hopes to wrap up all the improvements by the end of May rather than early June as reported, weather permitting. #076-2016 Engineers Council Report Attachments: Engineers Council Report 3-16-16.pdf M. Director of Transportation - Bob Dowler Nothing further to report. #077-2016 Transportation Council Report Attachments: Transportation Council Report for 032116.pdf N. Clerk of Council - Ruthanne Sargus Ross Nothing to report. O. Council Members - Ed Rarey, Jean Ann Hilbert, Ed Dildine, Shawn Cleary, Becky Hutson and Scott Lockett Nothing to report. XIII. Adjournment A motion was made by Council Member Hutson, seconded by Council Member Dildine, to adjourn at 7:14 p.m. The motion carried by the following vote: Yes: 5 - Cleary, Dildine, Hutson, Lockett and Rarey City of Groveport Page 9 Committee of the Whole Meeting Minutes March 21, 2016 __________________________________________ 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