Committee of the Whole

City of Groveport 655 Blacklick St. Groveport, OH 43125 614.830.2052 www.groveport.org Meeting Minutes Monday, September 18, 2017 5:30 PM Council Chambers Committee of the Whole Mayor Lance Westcamp Council Members - Jean Ann Hilbert, Ed Dildine, Shawn Cleary, Becky Hutson, Scott Lockett & Jim Beidler Committee of the Whole Meeting Minutes September 18, 2017 I. Call to Order by Committee Vice-Chair Cleary at 5:30 p.m. Staff Present: Marsha Hall - Administrator, Kevin Shannon - Law Director, Jeff Green - Director of Finance, Stephen Moore - Chief Building Official, Tom Walker - Director of Golf, Kyle Lund - Recreation Center Director, Patty Storts - Community Affairs Director, Tom Byrne - Director of Parks & Facilities Management, Steve Farst - Engineer, Bob Dowler - Director of Transportation, Sue Wadley - Personnel Director, Ralph Portier - Chief of Police 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 MTFD Lt. Price led the Pledge of Allegiance. IV. Roll Call Absent: 1 - Dildine Present: 5 - Beidler,Cleary,Hilbert,Hutson, and Lockett V. Approval of Minutes - August 21, 2017 Approved as submitted. #516-2017 COTW Minutes 8-21-17 Attachments: COTW Minutes 8-21-17.pdf VI. Proclamation Mayor Lance Westcamp read the proclamation for Constitution Week. The proclamation was presented to Patricia Badgerow, a representative of the Elizabeth Sherman Reese Chapter of Daughters of the American Revolution (DAR). #532-2017 Constitution Week Proclamation 2017 Attachments: Constitution Week Proclamation 2017.pdf City of Groveport Page 1 Committee of the Whole Meeting Minutes September 18, 2017 VI. Business of Guests a. Madison Township Battalion Chief Pruden - Monthly Update Madison Township Fire Lieutenant Price was available for questions in the absence of Chief Bates and Battalion Chief Pruden. The monthly report will be forwarded to City Council when available. Lt. Price invited Council and everyone present to take a look at the new Engine 181 parked outside the building. VII. New Business None. VIII. Unfinished Business None. IX. Ordinances and Resolutions A. 3rd Readings None B. 2nd Readings ORD. 17-036 AN ORDINANCE AUTHORIZING THE ADMINISTRATOR TO SOLICIT PROPOSALS AND TO ENTER INTO A CONTRACT WITH THE COMPANY OR FIRM THAT SUBMITS THE MOST BENEFICIAL AND/OR ACCEPTABLE PROPOSAL TO THE CITY FOR JANITORIAL SERVICES AT THE FOLLOWING CITY FACILITIES: MUNICIPAL BUILDING, TOWN HALL, RECREATION CENTER, POLICE DEPARTMENT, GOLF COURSE CLUB HOUSE, KIDS SPACE AND PUBLIC WORKS FACILITY Sponsors: Beidler Administrator Marsha Hall stated the City's current contract will be up in February 2018. The contract for janitorial services was a two year contract plus two years of additional extensions. All four years will be up. Therefore, staff is requesting to bid out for new proposals for janitorial services. Vice-Chair Cleary read by title Ordinance No.17-036. A motion was made by Council Member Hilbert, seconded by Council Member Beidler, to recommend approval to the City Council. The motion carried by the following vote: City of Groveport Page 2 Committee of the Whole Meeting Minutes September 18, 2017 Yes: 5- Beidler,Cleary,Hilbert,Hutson, and Lockett RES. 17-008 A RESOLUTION ACCEPTING THE AMOUNTS AND RATES AS DETERMINED BY THE BUDGET COMMISSION AND AUTHORIZING THE NECESSARY TAX LEVIES AND CERTIFYING THEM TO THE COUNTY AUDITOR AND THE DECLARATION OF AN EMERGENCY Sponsors: Lockett Attachments: RES. 17-008 attachment A.pdf RES. 17-008 attachment B.pdf Vice-Chair Cleary read by title Resolution No.17-008. A motion was made by Council Member Hilbert, seconded by Council Member Hutson, to recommend approval to the City Council. The motion carried by the following vote: Yes: 5- Beidler,Cleary,Hilbert,Hutson, and Lockett X. Financial Report The Finance Report will be made available to City Council at a later date. XI. Other Business Administrator Marsha Hall commented that last year staff met with Council to extensively discuss the financial forecast. This report is an update to show where the City is now. The report includes where the City stands with the three priorities the City was going to increase; the General Fund Contingency, the Rainy Day Fund and the Debt Service Fund. Finance Director Jeff Green added this document lays out the goals that were set last year and shows that those goals have been accomplished. Ms. Hall noted the report was revised because Administration has received word from the City's insurance company that they will not cover the damages to the golf course caused by July's flood waters. Therefore, staff reduced the amount of revenue that the Director of Golf had provided in regards to lost revenue plus the extra cost for this year. Administration has been unable to purchase insurance for the golf course because it is located in a flood plain / flood way and because it is outside, meaning even if the building had flooded, insurance still wouldn't have covered the grounds outside. #519-2017 Financial Forecast Attachments: Financial Forecast.pdf City of Groveport Page 3 Committee of the Whole Meeting Minutes September 18, 2017 XII. Reports A. Mayor - Lance Westcamp Mayor Lance Westcamp reported that he, along with Council Member Lockett and Mr. Bob Garvin, had the honor of attending a Turnpoint Church morning service yesterday. As mayor, he represented the City of Groveport in thanking Turnpoint Church for all they do for the City's 4th of July Celebration. Even though Turnpoint Church is not in the City limits, you would never know it when you go there. They are all about Groveport and they show it by providing volunteers, kids games and in all they do for the 4th of July event. B. Administrator - Marsha Hall Administrator Marsha Hall noted in her submitted report what the City has been able to accomplish being a part of the MORPC Intern Program. The three departments, Human Resources, Building & Zoning and Engineering, had part-time interns. The interns are students from area colleges who are majoring in those types of careers. A lot was accomplished this year for very minimal costs. The City's costs were $750 for the administration fee to MORPC, plus $10 per hour for the hours worked by the interns. #520-2017 ADM Report to Council - Sept 18 Attachments: Adm Report to Council - Sept 18.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 Chief Portier expressed his family's thanks to everyone for the outpouring of gratitude and condolences. City of Groveport Page 4 Committee of the Whole Meeting Minutes September 18, 2017 #521-2017 PD Council Report Attachments: PD Council Report.pdf F. Public Works Superintendent - Dennis Moore Not present. #522-2017 PW Council Report Attachments: PW Council Report.pdf G. Chief Building Official - Stephen Moore Nothing further to report. #523-2017 B&Z Council Report Attachments: B&Z Council Report.pdf H. Director of Golf - Tom Walker Nothing further to report. #524-2017 GOLF Council Report Attachments: GOLF Council Report.pdf I. Recreation Director - Kyle Lund Recreation Director, Kyle Lund, reported the outdoor pool, once again, has been awarded the best municipal pool by readers of the Columbus Parent magazine. #525-2017 RC Council Report Attachments: RC Council Report.pdf The Connection October 2017.pdf J. Community Affairs Director - Patty Storts Nothing further to report. #526-2017 CA Council Report City of Groveport Page 5 Committee of the Whole Meeting Minutes September 18, 2017 Attachments: CA Council Report.pdf K. Director of Parks & Facilities Management - Tom Byrne Nothing further to report. #527-2017 P&FM Council Report Attachments: P&FM Council Report.pdf Energy Report.pdf L. City Engineer - Steve Farst City Engineer, Steve Farst, reported that as part of the City’s stormwater management program, the department is having the rain garden workshop on September 30th at the Log Cabin. A Dill’s Greenhouse representative will be on hand to help the first 20 Groveport residents to register. The program is part of the City’s public outreach. Last week, Engineering submitted an application to the Mid-Ohio Regional Planning Commission (MORPC) for a State Capital Improvement Program (SCIP) and Local Transportation Improvement Program (LTIP) application for funding for a new traffic signal at the intersection of Hamilton Road and Firehouse Lane at the high school entrance. The traffic study also identified that it is critical to install a new southbound right turn lane. This lane would help southbound traffic by getting school bound traffic out of the other lanes. The application included the crosswalk, the school zone equipment and the modern equipment with regards to the lane detection. The Project will also include preemptive equipment so the fire department can have equipment on its vehicles that will override the signal. The project has gained participation from the school and the Ohio Facilities Construction Commission in the amount of $62,000. The Madison Township Trustees voted to kick in $20,000, which is roughly the costs for the preemptive equipment to benefit its fire department. Participation is all conditional upon Groveport getting the funding. The City will find out in December if it’s to receive funding. Immediately after receiving notice of funding, the City will start with design activities, then put the project out for bid in February 2019 for construction estimates. #528-2017 ENG Council Report Attachments: ENG Council Report.pdf City of Groveport Page 6 Committee of the Whole Meeting Minutes September 18, 2017 M. Director of Transportation - Bob Dowler Director of Transportation, Bob Dowler, provided Council with G.R.E.A.T. brochures. Mr. Green commented a meeting is scheduled with the City of Columbus, who is expressing some interest in possibly contracting with the City of Groveport, much like the Village of Obetz, to serve the Columbus side of Rickenbacker. #529-2017 DOT Council Report Attachments: DOT Council Report.pdf N. Personnel Director - Sue Wadley Nothing further to report. #530-2017 HR Council Report Attachments: HR Council Report.pdf O. Clerk of Council - Ruthanne Sargus Ross Nothing to report. P. Council Members - Jean Ann Hilbert, Ed Dildine, Shawn Cleary, Becky Hutson, Scott Lockett and Jim Beidler Council Member Lockett meets monthly with the Senior Center patrons and with Apple Butter Day coming up, the bean soup dinner is also coming up. He wanted to remind everyone to tell your friends and family about the Senior Center's delicious dinner. The dinner will be located at KidSpace. Council Member Hilbert will not be at next week's regular City Council meeting. She will be having family in from out of state. Mrs. Hilbert reminded Council, the Mayor and everyone about the meeting regarding the opioid epidemic on October 1st, 2:00 p.m. to 3:30 p.m. at the Madison Township Community Center. Council Member Cleary appreciated the texts and notes he received while in Corpus Christi, Texas after Hurricane Harvey. XIII. Adjournment A motion was made by Council Member Hilbert, seconded by Council Member Hutson, to adjourn at 5:52 p.m. The motion carried by the following vote: City of Groveport Page 7 Committee of the Whole Meeting Minutes September 18, 2017 Yes: 5- Beidler,Cleary,Hilbert,Hutson, and Lockett __________________________________________ 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 8