Committee of the Whole

City of Groveport 655 Blacklick St. Groveport, OH 43125 614.830.2052 www.groveport.org Meeting Minutes Monday, June 20, 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 June 20, 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, 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 - Cleary,Dildine,Hilbert,Hutson,Lockett, and Rarey V. Approval of Minutes - May 16, 2016 Approved as submitted. #131-2016 COTW Minutes 5-16-16 Attachments: COTW Minutes 5-16-16.pdf VI. Business of Guests A. Faith Dixon - Aquatic Center Complaint Faith Dixon, 262 Green Avenue, addressed Council regarding an experience she had at the Aquatic Center on Saturday, June 11th. Mrs. Dixon had sent an email to Recreation Center Director Kyle Lund concerning the incident but said she did not hear back from him, so she decided to attend tonight's meeting to share what happened with Council. She has lived in Groveport and has been a member of the Recreation Center for 12 years. For the last four or five years she has been a season pass holder at the Aquatic Center. She showed up at the aquatic center on that really, really hot Saturday around 2:30 p.m. City of Groveport Page 1 Committee of the Whole Meeting Minutes June 20, 2016 to find a line for entry about 100 yards long. She went and stood on the blue dots designated for season pass holders. She was redirected to go to the end of the line because unless she was there at the noon opening, when the pool was at max capacity, she was expected to wait in line with everyone else. It upset her because the standing policy she has experienced over the past 4 or 5 years has been that if you are a season pass holder you are allowed to bypass that line to scan in and enter the pool. She understood the pool was at max capacity and allowing additional people to enter could present a safety concern. However, she wondered why there are blue dots for season pass holders if they were not going to be given priority entry as they had been given before. She was told it was a new policy, policies are being rewritten so it was not in writing yet. Basically she was told she would have to go to the end of the 100 yard long line and wait with her family, even though she had already paid for entry to the pool with her season pass. She spoke to whoever was managing the aquatic center that day who confirmed that it was a new policy and she got the impression it was a policy Mr. Lund had put into place. She didn't understand why she wouldn't be permitted to enter the pool before people who hadn't paid that weren't Groveport residents. She knows this complaint is small fries but it is City Council's business. She doesn't understand the policy. She thought maybe it was a matter of money, the City doesn't make any additional money off letting the season pass holders in like they would with letting the $8 a head patrons' entry. Recreation Center Director Kyle Lund clarified he responded to Mrs. Dixon's email, either the same day or the day after he received it, and had copied Administrator Marsha Hall in on the exchange. There is no new policy regarding max capacity...it has always been first come, first served. The new policy that went into place (the map was submitted to Council in the department's Council Report) concerns the traffic flow pattern for when the Groveport Aquatic Center initially opens for the day. The map shows three lines to gain entry into the pool when the pool opens for the day. The blue dots for season pass holders, the yellow dots for day pass purchase (Resident & Non-Resident; Cash or Credit Card) and the red for day pass purchase (Non-Resident; Cash Only). Mr. Lund reiterated these dotted lines are only for when the facility initially opens for the day. Once the maximum allowed gets through everyone gets funneled through the front gate entrance. Again, there has been no policy change regarding the facility reaching max capacity but there is a new policy regarding getting people through the gate at initial opening. Administrator Hall was aware of the change. This policy was posted on the City's website prior to the outdoor pool's opening on the first day. Council Member Hilbert asked if someone had just misunderstood that and thought it carried on for the whole day. Mrs. Hilbert thought Mr. Lund was saying that Mrs. Dixon should be able to go to the blue dot and gain entry with her City of Groveport Page 2 Committee of the Whole Meeting Minutes June 20, 2016 season pass. Mr. Lund responded she cannot use that line during max capacity, only at the initial opening for the day when the facility uses the three separate lines. Council Member Lockett clarified if she goes in front of the line, let's say there is a line of patrons with day passes waiting and she is the first one in with a season pass, when people leave the pool those waiting in line gain entry first; no matter if they are season pass holders or day pass holders, there is no preference for the season pass holders. Mr. Lund confirmed that was right. So far, this situation has arose 4 or 5 times but this is the first time this season. Mrs. Dixon stated she has not had problems previously; however, she has been able to gain entry in the middle of the day multiple times in front of that line. In fact, when she got up to the front of the line an hour and a half later, the employee at the desk, who was different than the earlier employee, said oh ma'am you don't have to wait, members get to go on in. Mr. Lund commented that employee was wrong. Mrs. Dixon commented that was correct; that employee hadn't gotten the memo. Mrs. Hilbert thinks if someone is willing to invest in the City's Aquatic Center at the beginning of a season that should be another one of the benefits for having a season pass. Mrs. Dixon didn't mind the wait to gain entry because of the max capacity; her complaint is that as a season pass holder waiting on the blue dots, she should have been given a priority entry having already paid her season fee. Council Member Dildine stated the City has been doing this for 12 years. Mrs. Hilbert interjected but this is the first year the policy has changed. Mr. Dildine and Mr. Lund both repeated the policy has not changed. The policy regarding entry during max capacity has never changed. Mrs. Dixon stated she has never been questioned before. It sounds like not all the employees at the aquatic center are aware of what the correct policy is during max capacity. Discussion went in several directions as to what Mrs. Dixon actually was looking for in way of a solution to this matter. Mr. Dildine stated he thinks Council is talking about three different things in this discussion: the new policy for only when the aquatic center opens at the beginning of the day (the three lines); if the facility is not at max capacity and a patron has a season pass they can just scan and walk in; and if the facility is at max capacity, season pass holders get in line like everyone else. The discussion was trying to clarify the difference between the season pass holder gaining entry by not standing in line at any time during the day and the season pass holder gaining entry by not standing in line at any time during the times the facility was at max capacity. Current policy allows season pass holders to gain entry at the main entrance when the pool first opens for the day. Current policy allows season pass holders to gain entry at the main entrance at any time during the day ahead of any day pass patrons. Current policy does not allow for season pass holders to cut to the front of the line of day pass holders during max capacity circumstances. Some Council Members felt the season pass holders should always get City of Groveport Page 3 Committee of the Whole Meeting Minutes June 20, 2016 preference before day pass patrons, whether they are Groveport residents or not. Mrs. Dixon's complaint is that she waited in line for an hour and a half even though she had already paid her season dues. As a season pass holder, Mr. Dildine understands Mrs. Dixon's view but he does not feel he should be ditching a line just because he has a season pass. Mrs. Dixon stated if she was made aware that the policy would be different this year, she would not have purchased a season pass. Mr. Dildine asked Mrs. Dixon if she was always able to go ahead of the line during max capacity. Mrs. Dixon answered she was able to gain entry during max capacity and at any time during the day. She understands during max capacity that she would have to wait until someone else came out of the facility. But being a season pass holder she thought it would be fair that once someone came out, the two, three or four people in the season pass holder line should be able to enter before the two or three hundred in the resident / non-resident day pass line. Administrator Hall remarked the policy regarding the max capacity has been in effect before she came to Groveport. Ms. Hall usually receives one or two complaints every year about the same matter. It is not a matter of "everyone having been allowed to enter at any time and it's changed" issue. The three or four times that it happens you usually hear maybe one or two people complain. Council Member Hutson commented that unfortunately when it is very hot outside, Groveport has a very small pool. She does not buy a season pass because she will not stand outside in a line. She feels that if she was a season pass holder she should have some kind of benefit. One benefit of a season pass is if a member shows up ten to fifteen minutes prior to opening, they can get in ahead of everyone else to secure a chair or spot. Mr. Dildine interjected as a season pass holder for the last ten years, he sees the benefits of a season pass as the money savings, the VIP days and late night swims with friends. He does not see being a pass holder giving someone the privilege of going to the front of the line ahead of someone who has been waiting for two hours. Mr. Dildine does not agree with that, there are other benefits to buying a pass, especially if you are going to go to the pool. He would not feel right jumping in front of someone who has been standing there for two hours. Mrs. Hilbert stated it would be another benefit of having a season pass. There are 100 resident/corporate memberships and 154 non-resident memberships to the aquatic center so far this year. Mrs. Hilbert stated the maximum the aquatic center is looking at are those 254 season passes going through there. They just go through and scan the card. Mr. Lund advised that is the way it is now. Mrs. Hilbert says when the pool is at max capacity, season pass holders have to wait like everyone else but when that door opens, the season pass holders ought to get in before the people who just drop in. Mrs. Hilbert said they wouldn't let Mrs. Dixon in with her family when someone else left the pool. She waited in line like everyone else. A season pass holder should be able to go in ahead of City of Groveport Page 4 Committee of the Whole Meeting Minutes June 20, 2016 the day pass holders once someone comes out. People in the line may get upset but they could have bought a season pass too. Mayor Westcamp asked Mr. Lund, "On a day like today, what time of the day is it at capacity?" Mr. Lund replied it is the temperature that gauges everything and it could be between one and two o'clock. It is based on air temperature and the perfect storm is the weekend. The Mayor agreed with the majority of Council that this policy needs changed. The big deal, once Council makes a decision, is getting the policy posted. People need to know up front why these members are going in ahead of those who have been waiting in line. Mrs. Hilbert suggested "Season pass holders have preference" for a sign. The Mayor commented the policy needed changed first and looked to Ms. Hall and Law Director Kevin Shannon for direction. Mr. Shannon agreed. The Mayor asked if Council wanted to take care of the matter right now. Council Member Cleary suggested with all the information and ideas thrown out there tonight, Council should review the policy and then bring the matter back to see if there are any changes. Mrs. Hilbert was adamant that she didn't think delaying way to address the issue because it's summer. She felt Council should just do it. Mr. Shannon advised the Mayor Council's approval is not needed to change policy. It is an administrative issue that can be handled through Kyle Lund and Marsha Hall. With that said, Council can express any displeasure they might have as to the policy as they have expressed tonight. But ultimately it is an administrative issue. Mrs. Hilbert wants to see the policy changed and if it is changed the Mayor wants it to be posted. In very plain language as to not be misinterpreted. Mrs. Dixon added she didn't want to come across as being spoiled thinking she should get in first, if she had been allowed to get in at any time like she has been accustomed to the last four or five years, she would not be here tonight. A motion was made by Council Member Hilbert, seconded by Council Member Lockett, to recommend that the policy in regards to the aquatic center state: except when the facility is at max capacity, that season pass holders be allowed to just swipe their card and go into the pool ahead of others. Mr. Lockett added as long as someone else is coming out. Mr. Dildine said Mrs. Hilbert didn't say during max capacity. Mrs. Hilbert stated she had said as long as the facility wasn't at max capacity. Mr. Dildine commented what about when the facility is at max capacity. Mrs. Hilbert stated then they have to wait until someone comes out and go ahead of the line and swipe their card. Mr. Shannon interjected in fairness to Mrs. Hilbert, she is in the process of her motion. Mrs. Hilbert stated her motion as someone with an aquatic center season pass should have preference over day passes for entrance into the pool. She asked if that was all the language she needed for her motion. Mr. Shannon advised other than those rules that are applied at max capacity. Mr. Lund suggested "In City of Groveport Page 5 Committee of the Whole Meeting Minutes June 20, 2016 the event of max capacity, current season pass holders will have preference for entrance once a patron exits." She asked Mr. Shannon to repeat her motion. Mr. Shannon stated "Mrs. Hilbert made a motion to allow for preferential treatment of season pass holders over day pass holders when the pool reaches maximum capacity." Mrs. Hilbert asked Mr. Lund how he had worded it. Mr. Lund stated "In the event that the pool hits max capacity, season pass holders will have priority to enter the pool after a current patron leaves." Mrs. Hutson wanted it clarified that this does not count the patrons who have pre-paid day passes as part of a package; even though they have purchased those passes already they still won't be able to gain entry ahead of a season pass holder. Mr. Dildine asked if there was any further discussion on the matter before the roll call vote was taken. He stated the motion on the floor as to what Mr. Lund read said max capacity. Mr. Shannon repeated "when the pool is at maximum capacity, season pass holders will have preference to enter into the aquatic center after a patron is exited." Mrs. Hutson clarified that is season passes only, not daily passes. Mr. Shannon affirmed. Mrs. Hilbert stated season pass holders will also have preference over entrance to the pool at normal times too. Several responded season pass holders already have that benefit. Mrs. Hilbert asked if it was all day long. Mr. Dildine interjected this is what he wants to make sure all of Council is clear about, this policy change would only affect entry preferences during max capacity occurrences. Mr. Lund confirmed other than at max capacity circumstances, season pass holders have always been able to bypass lines and just swipe their card. Mr. Shannon commented if Council is clear as to Mrs. Hilbert’s motion and there was a second by Mr. Lockett and the matter is now in the discussion phase. He asked Council if there was any further discussion. Mr. Dildine commented he was looking over the numbers and making sure he hasn’t missed anything. He just wanted to make sure this is season pass holders only, not anyone who has invested in a book of ten or twenty passes, resident or non-resident. This is just for season pass holders only. Mr. Shannon responded that is correct. Mr. Cleary called each Council Member by name for further comments. No further discussion was made on the matter. A motion was made by Council Member Hilbert, seconded by Council Member Lockett, to recommend to Administration that the policy in regards to the aquatic center read: when the pool is at maximum capacity, season pass holders will have preference to enter into the aquatic center after a patron is exited. The motion carried by the following vote: Yes: 4- Cleary,Hilbert,Lockett, and Rarey No: 2- Dildine, and Hutson City of Groveport Page 6 Committee of the Whole Meeting Minutes June 20, 2016 Mr. Shannon explained this is Council's recommendation and does not have the same force as a motion at a regular meeting of Council. He asked if Council was clear on that point. In other words it does not have the same force of an ordinance or resolution. What this is, because this meeting is a work session, is a recommendation on policy. That's it. B. Madison Township Fire Chief Bates - Monthly Update Madison Township Fire Chief Bates referred to his May 2016 submitted report. The numbers show the department was busy in terms of incidents in the month of May. Working with Community Affairs Director Patty Storts and Mayor Westcamp, as well as other city staff, the planning for the 4th of July fireworks and activities have been wrapped up. The golf course is able to stay open later this year than they have in previous years due to revisions in fire codes related to fireworks. The department has added another staff member due to long-term injuries. They were going to add another staff member at a late time, but they just accelerated hiring someone to help with staff and cut down on overtime. The new hire, Chris DeBoard, who has been with the department for about 10 years as a part-time firefighter, will begin work around July 5, 2016. The chief's new car went into service this week and can be seen out and about the township. This month the department had co-sponsored with Local 2507 the National Honor Guard Academy held at the Ohio Fire Academy. This is basically a school for police and fire department honor guards to improve their skills and presentations. It was a much different class typically seen at the academy and the first anything like this has been done in the State of Ohio. The instructors’ entrance into the class was very impressive. A planned night out brought the class down to Motts Military Museum. All the class knew was they were to visit a local military museum. No one told them about the truck in the back building. When the doors opened there were a lot of oohs and aahs for the FDNY Ladder 18 fire truck that was crushed during the collapse of the World Trade Center. The department took part in a mass casualty drill last Tuesday morning. The tri-annual exercise, that takes place at Rickenbacker, is a simulated plane down event. Several agencies take part in the mandatory event. Every year, Madison Township Fire Department, as controllers, takes note of some things that need to be worked on and/or adjusted. One interesting aspect of this year’s exercise was the Coroner’s office just finished rewriting their disaster plan. This is the first time in anyone’s recollection that the Coroner’s office came out to the event and participated in the field activity. Their disaster plan went very well with very little hitches. The different types of mass casualty City of Groveport Page 7 Committee of the Whole Meeting Minutes June 20, 2016 events would have similar aspects of training but there would also be specific details to deal with in specific types of situations. #132-2016 MTFD Monthly Report May 2016 Attachments: MTFD Monthly Report May 2016.pdf VII. New Business A. Mid-Year Discussion re: Future Projects Administrator Marsha Hall and Finance Director Jeff Green had met with Council Members individually and developed a list of programs and projects that the Council Members would like to see implemented. Since the members don't know what other members are asking for, Ms. Hall and Mr. Green thought it would be helpful, as they make plans for the City's budget process for 2017, to have a mid-year discussion with Council about prioritizing the projects Council wants. It will help Administration plan out over a series of five years what projects will actually be done and the money the City will be spending. Administration thinks this will be pretty helpful in knowing what the City's budget is this year, where the City is financially, and what projects are to be worked on next year, as well as the following years. Administration was hoping Council would consider having a special meeting. It won't need to be a day long meeting like the budget retreat, but something in the evening perhaps, or before a meeting, or before the Committee of the Whole next month. The meeting would be to discuss the list, go through each Council Member's priority list and try to come up with a priority list as a group. After some discussion on the matter, it was decided to have this meeting at 5:30 p.m. on Monday, July 18, 2016 before the scheduled 6:30 p.m. Committee of the Whole meeting. Ahead of time, Ms. Hall will provide Council with a priority list of the projects from each Council Member so they have the opportunity to review it. B. Event Calendar Council Member Cleary had asked Ms. Hall about having an all-inclusive event calendar to track all of the events going on in Groveport. He was told the City's new website will have such a calendar. Ms. Hall explained there will be one event calendar on the home page of the website that will be color coded. You will be able to click on the event and a box will pop up and give some details about the event. VIII. Unfinished Business City of Groveport Page 8 Committee of the Whole Meeting Minutes June 20, 2016 None IX. Ordinances and Resolutions A. 3rd Readings ORD. 16-029 AN ORDINANCE ACCEPTING AND DEDICATING AS A PUBLIC IMPROVEMENT, THE SANITARY SEWER LINE CONSTRUCTED ON THE GROVEPORT-MADISON HIGH SCHOOL SITE LOCATED AT 4475 SOUTH HAMILTON ROAD Sponsors: Dildine Administrator Marsha Hall stated this is the sewer line that needed to be relocated at the high school for construction. Chair Cleary read by title Ordinance No. 16-029. 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,Hilbert,Hutson,Lockett, and Rarey B. 2nd Readings ORD. 16-031 AN ORDINANCE AMENDING PART ONE - ADMINISTRATIVE CODE, CHAPTER 143, EMPLOYEES GENERALLY OF THE CODIFIED ORDINANCES OF THE CITY OF GROVEPORT, OHIO Sponsors: Lockett Attachments: ORD. 16-031 Amend 143 Employees Generally Exhibit A.pdf Administrator Marsha Hall explained this Ordinance has to do with the City's Wellness Program, which is basically the membership at the recreation center for employees. Ms. Hall had been asked to put something together that would allow all part-time recreation center employees free use of the center. At the same time Law Director Kevin Shannon and Ms. Hall were looking into the matter, they became aware that the federal government had changed some of their policies and rules as it pertains to the wellness program being a taxable benefit or not a taxable benefit. The latest federal rule is that an employer cannot require a medical examination for a true wellness program. An employer can't put the responsibility to prove something on an employee for them to receive that benefit for it to be a true wellness program. If the City does require medical exams, then it is not considered a wellness program. Then, that makes that benefit that is given to those employees who receive it, a taxable benefit; which City of Groveport Page 9 Committee of the Whole Meeting Minutes June 20, 2016 means they would have to get a 1099 at the end of that year and file it on their income taxes. Therefore, staff is proposing language to modify the ordinance to not include any requirement for an assessment or for a medical exam for all employees of the City. This gets the City legal and provides the incentive for all the employees, whether they are part-time or full-time. This membership is for the rec center only, the aquatic center is not included. Chair Cleary read by title Ordinance No. 16-030. 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,Hilbert,Hutson,Lockett, and Rarey X. Financial Report Finance Director Green was available to answer any questions regarding the submitted Finance Report. There were no questions for Mr. Green. #133-2016 Finance Report May 2016 Attachments: Finance Report May 2016.pdf XI. Other Business XII. Reports A. Mayor - Lance Westcamp Nothing further to report. B. Administrator - Marsha Hall Nothing further to report. #134-2016 Adm Report to Council - June 20 Attachments: Adm Report to Council - June 20.pdf C. Director of Law - Kevin Shannon Nothing further to report. D. Director of Finance - Jeff Green Mr. Dildine asked how the Experience Columbus event went. Mr. City of Groveport Page 10 Committee of the Whole Meeting Minutes June 20, 2016 Green reported it went very well. There were around 50 people present. Mr. Green has already received a thank you note in the mail from a local resident, who is a part of this group and who really enjoyed the program. Staff talked a lot about the history of Groveport, interesting facts, and events and attractions Groveport has to offer. E. Chief of Police - Ralph Portier Chief Portier was inducted into the Masters Martial Arts Hall of Fame. There were three inductees from Ohio and thirty across the United States. Council congratulated the Chief on his achievement. #135-2016 PD Council Report Attachments: PD Council Report 0516.pdf F. Public Works Superintendent - Dennis Moore Not present. #136-2016 PW June 2016 Council Report Attachments: PW June 2016 Council Report.pdf G. Chief Building Official - Stephen Moore Nothing further to report. #137-2016 B & Z Council Report June 2016 Attachments: B & Z Council Report June 2016.pdf H. Director of Golf - Tom Walker Nothing further to report. #138-2016 Golf Council Report 6-20-16 Attachments: Golf Council Report 6-20-16.pdf I. Recreation Director - Kyle Lund Recreation Director Kyle Lund addressed Council on the subject of the Run Ruck scheduled for Sunday, September 11, 2016. The race plans to start early in the morning and the Rec Center opens at 8:00 a.m. They are expecting possibly 3000 people to be in Groveport Park that City of Groveport Page 11 Committee of the Whole Meeting Minutes June 20, 2016 morning. Mr. Lund wanted Council's thoughts on whether the Rec Center opens that day at 8:00 a.m. as normal or do they wait until the racers have moved out of Groveport Park. A couple of parking lots can be designated for just rec center patrons and it has been agreed upon that people can be checked for their rec center membership card at the entrance of the park. It could be a challenge for day pass people that day, but Mr. Lund wanted to bring the matter before Council since the event is still a couple of months out. Mr. Lund wants to get the information out to the patrons as soon as possible. Council Member Hilbert suggested putting the information on the rec center doors to be seen as patrons are coming into the facility. Council Member Dildine thinks the City should delay the rec center's opening that day and asked Mr. Lund what time he thought the race people would be out of the park. Mr. Lund responded the race coordinators expect to wrap things up at 1:00 p.m. and all the vendors and such should be out by 2:00 p.m. The normal Sunday hours for the Rec Center is 8:00 a.m. to 6:00 p.m. Mayor Westcamp thinks staff needs to work around the event and open the rec center at 8:00 a.m. The City advertised that the rec center would be opened that day and staff needs to work with the patrons with memberships. Council Member Cleary suggested posting the information about the race and the expected turnout on the City's website. Race coordinators and vendors will set up the day before. The first group of racers will step off at 8:46 a.m. with the second group following at some time after 9:00 a.m. Ms. Hall stated coordinators expect racers to be getting to the park by 8:00 a.m. Mrs. Hilbert suggested delaying the opening of the rec center until 10:00 a.m., that is after the towers fell. Mr. Lund does not think that will make much of a difference, on a typical day patrons come well before the doors open to get in and out. Mr. Cleary asked if Mr. Lund was good with the direction given by Council on this matter. Mr. Lund was good with Council's direction. #139-2016 Rec Center Council Report Attachments: Rec Center Council Report.pdf The Connection July 2016.pdf J. Community Affairs Director - Patty Storts Council Member Hilbert complimented Community Affairs Director Patty Storts on how great her posting boards look on the outside wall of Town Hall. Ms. Storts agreed they do look great and they make a world of difference. #140-2016 CA Council Report 6-20-2016 City of Groveport Page 12 Committee of the Whole Meeting Minutes June 20, 2016 Attachments: CA Council Report 6-20-2016.pdf K. Director of Parks & Facilities Management - Tom Byrne Not present. #141-2016 P & F M Council Report Attachments: P & F M Council Report.pdf Energy Report (005).pdf L. City Engineer - Steve Farst City Engineer Steve Farst submitted his report at tonight's meeting because he had been on vacation last week. Mayor Westcamp asked if the Rohr Road and Pontius Road project was a Franklin County project. Mr. Farst clarified that the county is inspecting the project. It is a construction project that is being financed and directed by the developer developing the warehouses at the southeast corner of Rohr Road and Pontius Road. The Mayor advised there is a very big bump in that construction zone and there needs to be signage warning drivers of that bump. There is currently no signage warning of a big bump. Mr. Farst will bring the issue to the attention of the developer. The Mayor also commented on where construction has come back closer to town. They are digging out where trucks have destroyed the roadway. He wanted to know if they were putting down concrete in that area. Mr. Farst said no. Ms. Hall had been told by Public Works Superintendent Dennis Moore that they would be putting concrete down. Mr. Farst said he will look into it. Before he left for vacation it was a full depth pavement repair. There was a concern regarding the shoulder of the roadway being soft. It doesn't have the appropriate drainage it needs to carry the water away from underneath the pavement, which shortens the service life of the pavement. Mayor Westcamp asked if the new warehouse being constructed at Rohr and Pontius Roads would be using the same entrance. Mr. Farst stated they will have a curb cut on Pontius Road and curb cuts that use the same drive as the larger building. It is his understanding that employee parking uses the new drive but he doesn't know about the new building. Chief Building Official Stephen Moore stated that the Pontius Road sites were just supposed to be used by employees and not trucks. They are to install a gate with a secured method of entry to control who could go in and out but Mr. Moore does not know if that has been done. The Mayor said the City has new signs ordered but the problem is truck drivers don't know where to go in. Staff met with NorthPoint Development and Saddle Creek and had assigned an address to the guardhouse off of the road that was platted, but isn't in City of Groveport Page 13 Committee of the Whole Meeting Minutes June 20, 2016 place yet. That road is called Sharp Landings Drive. The City gave them an address off of Sharp Landings Drive so GIS would pick it up and then it can be programmed into the trucks' GPS systems instead of 7070 Pontius Road. The City was hoping this would divert the trucks back to where they are supposed to go instead of making that turn and having to back out onto Pontius Road. Mayor Westcamp inquired if Mr. Moore thought a Rohr Road address would have worked. Mr. Moore responded no, the problem is Rohr Road would not have brought the trucks to Sharp Landings Drive. Plus there is the second building up front, so they would have ended up at the second building instead of back where they are supposed to be. If Sharp Landings Drive ever would go in, addresses wouldn't have to be changed as the road would go in, they would just have their curb cuts right off that road and that is right where the guardhouse will be. The developers felt that was the best fix for the problem, along with more signage. First they wanted to get this address out and see if that helped. Then, get the signage up as soon as the other road improvements are done. The City is waiting for those to happen because the County won't give the developer a curb cut into Pontius Road until these road improvements have been completed. M. Director of Transportation - Bob Dowler Director of Transportation Bob Dowler asked if any Council Member needed direction on reading the new format of his report. Council Member Hutson thanked Mr. Dowler for further breaking the data down. #142-2016 DOT Council Report for 062016 Attachments: DOT Council Report for 062016.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 Council Member Hilbert reported she will not be attending the next City Council meeting. She will be on a book tour with her daughter, who has a signing in Virginia Beach next week. Council Member Cleary reported that the Mayor and Council members are invited to a get together on Sunday at the residence of Kasey Petty's parents. It is a minor fundraiser event to raise money to qualify Kasey for the US Open. City of Groveport Page 14 Committee of the Whole Meeting Minutes June 20, 2016 XIII. Adjournment Council Member Rarey made a motion, seconded by Council Member Hutson, to adjourn at 7:32 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 15