Committee of the Whole

City of Groveport 655 Blacklick St. Groveport, OH 43125 614.830.2052 www.groveport.org Meeting Minutes Tuesday, January 17, 2017 5:30 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 January 17, 2017 I. Call to Order by Committee Chair Dildine at 5:30 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, 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 Dildine 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 - December 12, 2016 Approved as submitted. #295-2017 COTW Minutes 12-12-16 Attachments: COTW Minutes 12-12-16.pdf VI. Business of Guests A. Madison Township Fire Chief Bates - Monthly Update Madison Township Fire Chief Bates went over the highlights of his submitted report for December 2016. When the department's annual report is completed, Chief Bates will forward the report to Clerk of Council, Ruthanne Ross. Mayor Westcamp, Council Member Lockett and Council Member Cleary attended Wednesday's open house / public meeting Madison Township held for the community to look at the drawings for Station 183. The guaranteed maximum price is due back from the builder on Friday. The first week of February, the City of Groveport Page 1 Committee of the Whole Meeting Minutes January 17, 2017 department will be going to Van Wert to inspect the new medic. On Wednesday, they will meet with the sales representative to finalize the specs on engine 181. There were approximately 20 to 25 people who came to the open house; everyone seemed pleased with what had been put together. The facility will be bigger than what a lot of people anticipated, but Chief Bates pointed out that this new facility is a fifty year plus investment for the community. The building is being looked at strategically and being built for the future, so it fits with long term departmental needs. #307-2017 MTFD December 2016 Monthly Report Attachments: MTFD December 2016 Monthly Report.pdf VII. New Business None. VIII. Unfinished Business None. IX. Ordinances and Resolutions A. 3rd Readings None B. 2nd Readings None X. Financial Report There were no questions for Finance Director Jeff Green. #296-2017 Finance Report Attachments: Finance Report.pdf XI. Other Business A. Generator for the Recreation Center Council Member Jean Ann Hilbert wanted the item on the agenda so City of Groveport Page 2 Committee of the Whole Meeting Minutes January 17, 2017 Council and staff can consider a generator for the Recreation Center in the City's future plans. In reference to a power outage, Mrs. Hilbert feels it is the City's responsibility to provide a place of refuge for its residents. Council Member Dildine commented with the new Groveport Madison High School being built, everyone (the City of Groveport, Madison Township, Groveport Madison School District, etc.) needs to get together to come up with a community plan. Mrs. Hilbert stated there needs to be more than one site in the event of a disaster. Mr. Dildine agreed, but this will get everyone thinking and talking about planning for disasters. Council Member Cleary suggested the use of portable generators. Council Member Hutson commented surely it has already been discussed that in the case of an emergency disaster situation that FEMA, the Red Cross or such, would provide relief for the City. Mrs. Hilbert does not want this matter buried under a lot of government paperwork. XII. Reports A. Mayor - Lance Westcamp Nothing further to report. B. Administrator - Marsha Hall Nothing further to report. #297-2017 Adm Report to Council - Jan 17 Attachments: Adm Report to Council - Jan 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 Police Chief Ralph Portier reported he has been placed on the 800 Communications Committee for Franklin County. As to potential emergency and/or disaster situations, this appointment would give him firsthand information on communications between law enforcement, fire departments, EMS and other responding agencies. Chief Portier was congratulated on the appointment, for it reflects well on the City of City of Groveport Page 3 Committee of the Whole Meeting Minutes January 17, 2017 Groveport. #298-2017 PD Council Report 12-16 Attachments: PD Council Report 12-16.pdf F. Public Works Superintendent - Dennis Moore Council Member Cleary asked if someone could tell Council about the health of the tree next to the Birch Tavern. He suggested the City have an arborist take a look at the tree. Parks & Facilities Management Director Tom Byrne assured Mr. Cleary his department will take care of the matter. Administrator Marsha Hall commented Community Affairs Director Patty Storts is looking into other options for a tree. Council Member Dildine asked if the tree was on private property. Ms. Hall confirmed it is on private property, but with the size and age / health of the tree, it can potentially be a safety hazard for people standing in the street during the City's Tree Lighting Ceremony. #299-2017 PW January 2017 Council Report Attachments: PW January 2017 Council Report.pdf G. Chief Building Official - Stephen Moore Chief Building Official Stephen Moore reported the 717000 square foot warehouse at 3099 Rohr Road has a new tenant that will be occupying the entire space. #300-2017 B&Z Council Report January 2017 Attachments: B&Z Council Report January 2017.pdf H. Director of Golf - Tom Walker Nothing further to report. #301-2017 Golf Council Report 1-17-17 Attachments: Golf Council Report 1-17-17.pdf I. Recreation Director - Kyle Lund Recreation Director Kyle Lund reported on the article he handed out to Council on the "Week to Give" program. He acknowledged staff and instructors with a round of applause for the really nice job they did; City of Groveport Page 4 Committee of the Whole Meeting Minutes January 17, 2017 hopefully the program continues in the future. #302-2017 Rec Center Council Report Attachments: Rec Center Council Report.pdf The Connection Feb 2017.pdf J. Community Affairs Director - Patty Storts Nothing further to report. #303-2017 CA January Council Report Attachments: CA January Council Report.pdf K. Director of Parks & Facilities Management - Tom Byrne Nothing further to report. #306-2017 P&FM Council Report Attachments: P&FM Council Report.pdf L. City Engineer - Steve Farst City Engineer Steve Farst added his department is planning a second public meeting on the 1st of February at 6:30 p.m. in the Council Chamber for the Hendron Road Reconstruction Project. A 95% construction drawing will be available for review by residents. The meeting will go over more details on the construction elements, scheduling, etc. Letters will be sent out to the residents and property owners and an advertisement will be placed in the newspaper. Mr. Farst will email Council the meeting details. Council Member Hutson commented they have started putting lights in this week. There are big bolts that have been drilled into each yard. Mr. Farst commented that is probably the utility companies; AEP, Columbus Gas, AT&T, etc., moving lines, utility poles and other utility apparatus. Mr. Farst had previously reported that Franklin County would upgrade the traffic signal at Hendron Road and Glendening Drive. That should be done before the start of the project. The wooden poles are being replaced with steel poles. Mr. Farst added the City will put in the new pedestrian walk / do not walk signs and crosswalks. #304-2017 Engineers Council Report 1.11.17 Attachments: Engineers Council Report 1.11.17.pdf City of Groveport Page 5 Committee of the Whole Meeting Minutes January 17, 2017 M. Director of Transportation - Bob Dowler Nothing further to report. #305-2017 Transportation Council Report 01.17.17 Attachments: Transportation Council Report for 01.17.17.pdf N. Clerk of Council - Ruthanne Sargus Ross Nothing further to report. O. Council Members - Ed Rarey, Jean Ann Hilbert, Ed Dildine, Shawn Cleary, Becky Hutson and Scott Lockett Council Member Cleary commented on Wayne Motts being on the American History Channel's "Blood and Glory" series. Mr. Cleary wanted to know what the staff thought about the 5:30 p.m. start time for the Committee of the Whole meeting. Staff seemed pleased with starting the meeting early. XIII. Adjournment Council Member Hilbert made a motion, seconded by Council Member Cleary, to adjourn at 5:50 p.m. All in favor stated AYE, None Opposed. Motion passed. __________________________________________ Edward G. Dildine, 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 6