Committee of the Whole

City of Groveport 655 Blacklick St. Groveport, OH 43125 614.830.2052 www.groveport.org Meeting Minutes Tuesday, February 21, 2017 5:30 PM Council Chambers Committee of the Whole Committee of the Whole Meeting Minutes February 21, 2017 I. Call to Order by Committee Vice-Chair Cleary at 5:31 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, Sue Wadley - Personnel Director, Bary Murphy - Police Lieutenant Guests Present: The Guest Book is on file with the Clerk of Council. II. Moment of Silence Committee Vice-Chair Cleary asked everyone to join him in a moment of silence. III. Pledge of Allegiance Lieutenant Bary Murphy led the Pledge of Allegiance. IV. Roll Call Absent: 2 - Dildine, and Rarey Present: 4 - Cleary,Hilbert,Hutson, and Lockett V. Approval of Minutes - January 17, 2017 Approved as submitted. #330-2017 COTW Minutes 1-17-17 Attachments: COTW Minutes 1-17-17.pdf VI. Business of Guests a. Madison Township Administrator Susan Brobst - Gas Aggregation Madison Township Administrator Susan Brobst updated Council on the gas aggregation. In 2013, Madison Township residents passed an electric and gas aggregation resolution allowing the Madison Township Trustees to negotiate electric and gas rates to save residents and businesses money on their utility bills. The Board of City of Groveport Page 1 Committee of the Whole Meeting Minutes February 21, 2017 Trustees at that time determined there would not be enough annual savings to pursue the gas aggregation and chose not to negotiate natural gas rates. With the recent increase in natural gas rates, the Township is getting calls from residents looking to the Trustees for any type of programs to save money on their gas bills. The Board of Trustees has decided to look into the gas aggregation since the prices have started to increase. Two items need to be in place for the Trustees to move forward: 1.) a public hearing needs to be held specifically on the gas aggregation and 2.) the Board of Trustees has to approve and accept a Gas Operation and Governance Plan. Mrs. Brobst announced the public hearings are scheduled for Monday, March 6, 2017, at 10:00 a.m. and again at 6:00 p.m., at the Madison Township Administrative Offices on Madison Lane. Residents and Groveport officials are welcome to attend. If the Board did decide to enter into any contract in the future, the residents in Groveport that have natural gas would be eligible to participate or opt out of the program. Mrs. Brobst will keep Council updated as the matter progresses. b. Madison Township Fire Chief Bates Madison Township Fire Chief Bates quipped it seems he should have more stats given the uncommon mild temperature outside this February evening, but will have to settle for the stats submitted in his report. The submitted report is missing one chart because of a dispute with formatting between Chief Bates and his computer; the two are having a difference of opinion. When the 2016 Year End Report is completed, it will be sent to Clerk of Council Ruthanne Ross to submit to Council. The new Medic 182 went into service last Friday, February 17, 2017. The medic for Station 183 and the new engine for Station 181 are on order. The new engine is due for delivery in June or July 2017. On behalf of the City Council, staff and Mayor Westcamp, Council Member Cleary asked Chief Bates to pass their condolences on to Captain Fasone. #343-2017 MTFD January Monthly Report Attachments: MTFD January Monthly Report 0117.pdf VII. New Business Administrator Marsha Hall introduced the City of Groveport's new Personnel Director, Sue Wadley. Sue comes to Groveport with a wealth of experience from both the City of Gahanna and Licking County. She has started working with all the department heads regarding their human resources and/or educational needs. Ms. Hall City of Groveport Page 2 Committee of the Whole Meeting Minutes February 21, 2017 thinks she is a good addition to the City and hopes Ms. Wadley thinks so as well. 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 on the Finance Report. #341-2017 Finance Report Attachments: Finance Report.pdf XI. Other Business None. XII. Reports A. Mayor - Lance Westcamp Mayor Lance Westcamp acknowledged the Council Members and himself for their help in sponsoring the upcoming performance of "That's Entertainment" on Saturday, February 27th at 7:00 p.m. The performance will take place at the Groveport Madison High School Auditorium. Groveport Madison Area Community Choir will perform "That's Entertainment: A Broadway Experience". Mayor Westcamp expects it to be a great program, although he is a little biased since his sister and granddaughter will both be part of the show. Mayor Westcamp also referred to the letter from Warren Motts thanking the City of Groveport for their annual donation. B. Administrator - Marsha Hall Administrator Marsha Hall referred Council to the memo accompanying her report regarding the City's 2017 budget City of Groveport Page 3 Committee of the Whole Meeting Minutes February 21, 2017 modifications. The memo is an explanation of what Council passed in legislation at last week's City Council meeting. Council passed the changes to the 2017 appropriations as to the end of the year balances and the beginning of the year balances that were actual balances instead of estimated balances. The memo explains why there were those differences. #331-2017 Adm Report to Council - Feb 21 Attachments: Adm Report to Council - Feb 21.pdf 2017_Groveport_Budget_Memo_ 1st Amendment.pdf C. Director of Law - Kevin Shannon Nothing to report. D. Director of Finance - Jeff Green Director of Finance Jeff Green noted the increase to the General Fund. Staff had projected about a $700,000 carryover when the actual carryover was $1,700,000. The City received and deposited the settlement monies for the recreation center roof. City Council has already authorized the transfer of this settlement to the Rainy Day Fund. Legislation for the bond anticipation notes for the police station and the golf course will be brought before Council at the next regular City Council meeting. The golf course note will be rolled over to $1,000,000 and the City will pay $200,000 down on the police department. There will be one anticipation note for $1,600,000 that will cover both the golf course and the police station. Mr. Green thanked staff for their efforts taken to rein in expenses at the end of 2016 giving the City such a great carryover. E. Chief of Police - Ralph Portier Not present. #332-2017 PD Council Report 0117 Attachments: PD Council Report 0117.pdf F. Public Works Superintendent - Dennis Moore Nothing further to report. City of Groveport Page 4 Committee of the Whole Meeting Minutes February 21, 2017 #333-2017 PW February 2017 Council Report Attachments: PW February 2017 Council Report.pdf G. Chief Building Official - Stephen Moore Nothing further to report. #334-2017 B&Z Council Report February 2017 Attachments: B&Z Council Report February 2017.pdf H. Director of Golf - Tom Walker Hole number nine will be open by the end of February. Expected delivery for the golf carts was the end of February but it could be a few weeks later. The sales representative is waiting on Yamaha and it will take about two weeks for the carts to be set up and delivered. #335-2017 Golf Report to Mayor and Council Attachments: Golf Report to Mayor and Council 2-20-17.pdf I. Recreation Director - Kyle Lund Nothing further to report. #336-2017 Rec Center Council Report Attachments: Rec Center Council Report.pdf The Connection March 2017.pdf J. Community Affairs Director - Patty Storts Nothing further to report. #337-2017 CA February Council Report Attachments: CA February Council Report.pdf K. Director of Parks & Facilities Management - Tom Byrne Nothing further to report. #338-2017 P&FM Council Report City of Groveport Page 5 Committee of the Whole Meeting Minutes February 21, 2017 Attachments: P&FM Council Report.pdf Energy Report (005).pdf L. City Engineer - Steve Farst City Engineer Steve Farst reported the utility companies are moving right along on the Hendron Road project with flags marking various utility lines. A couple of utility poles needed to be removed and meetings with residents on an individual basis have been taking place since the public meeting on February 1st. Mr. Farst looks for the bid opening to take place in mid-March. #339-2017 Engineers Council Report_2_15_17 Attachments: Engineers Council Report_2_15_17.pdf M. Director of Transportation - Bob Dowler Director of Transportation Bob Dowler mentioned Senior Transportation will be providing clients transport to the "That's Entertainment" program at the Groveport Madison High School. Mr. Dowler and City Engineer Steve Farst will take a look at the work being done at the COTA stop by the Marathon Station. #340-2017 Transportation Council Report Attachments: Transportation Council Report for 022117.pdf N. Personnel Director - Sue Wadley Personnel Director Sue Wadley stated she was getting acclimated to the job and meeting all the staff. She is happy to be with the City of Groveport. O. Clerk of Council - Ruthanne Sargus Ross Nothing to report. P. Council Members - Ed Rarey, Jean Ann Hilbert, Ed Dildine, Shawn Cleary, Becky Hutson and Scott Lockett Council Member Cleary commented the Groveport Madison Alumni Hall of Fame will induct Officer Mike Smith. Officer Smith, GMHS Class of '82, will be honored at a banquet on May 20, 2017 at 5:30 p.m. at the Groveport Madison Middle School Central, 751 Main City of Groveport Page 6 Committee of the Whole Meeting Minutes February 21, 2017 Street. A large crowd is expected to attend the event. Mr. Cleary will work with Bob Dowler and Tom Walker on transportation options. Executive Session Law Director Shannon requested Council to consider making a motion to go into Executive Session pursuant to Ohio Revised Code Section 121.22(G(3) to discuss pending or imminent litigation; to include the Mayor, all of Council, the Administrator, the Finance Director and himself. If Council has no further business with the staff, Mr. Shannon asked that they be excused for the night. A motion was made by Council Member Hilbert, seconded by Council Member Lockett, to go into Executive Session at 5:52 p.m. pursuant to Ohio Revised Code Section 121.22(G(3) to discuss pending or imminent litigation; to include the Mayor, all of Council, the Administrator, the Finance Director and the Law Director. The motion carried by the following vote: Yes: 4- Cleary,Hilbert,Hutson, and Lockett A motion was made by Council Member Hilbert, seconded by Council Member Hutson, to come out of Executive Session at 6:05 p.m. with no action taken. The motion carried by the following vote: Yes: 4- Cleary,Hilbert,Hutson, and Lockett XIII. Adjournment Council Member Hilbert made a motion, seconded by Council Member Hutson, to adjourn at 6:05 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 7