Committee of the Whole

City of Groveport 655 Blacklick St. Groveport, OH 43125 614.830.2052 www.groveport.org Meeting Minutes Monday, March 19, 2018 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 Committee of the Whole Meeting Minutes March 19, 2018 I. Call to Order by Committee Chair Cleary at 5:30 p.m. Staff Present: Marsha Hall - Administrator, Kevin Shannon - Law Director, Jeff Green - Director of Finance, Dennis Moore - Public Works Superintendent, Tom Walker - Director of Golf, Patty Storts - Community Affairs Director, Tom Byrne - Director of Parks & Facilities Management, Steve Farst - Engineer, 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 Chair Cleary asked everyone to join him in a moment of silence. III. Pledge of Allegiance Madison Township Police Chief Gary York led the Pledge of Allegiance. IV. Roll Call Present: 5 - Cleary,Dildine,Hilbert,Hutson, and Lockett V. Approval of Minutes - February 20, 2018 Approved as submitted. #063-2018 COTW Minutes 2.20.18 Attachments: COTW Minutes 2.20.18.pdf Approved as submitted. VI. Business of Guests a. Madison Township Fire - Interim Chief Fasone Madison Township Interim Fire Chief Fasone provided Council with copies of the February monthly report. The report has some internal statistics from his department that were not matching up with the external numbers from Columbus Fire Department. He went over the numbers of incidents that took place in Groveport. Most of the fire runs City of Groveport Page 1 Committee of the Whole Meeting Minutes March 19, 2018 were false alarms to the warehouse districts. There were a couple service calls for water leaks and one call for a gas leak. He hopes to breakdown the EMS runs into ALS and BLS numbers. Interim Chief Fasone plans to keep Council up to date on what the Fire Prevention Bureau does in the City of Groveport. In February alone, there were 19 fire safety inspections, 5 follow-up inspections, 3 life safety inspections, racking inspections, which take place inside the warehouses, and 5 plan reviews specific to Groveport. The department will be participating in the opioid crisis conferences. Council Member Cleary wanted to know if one particular warehouse has an excessive amount of false alarm runs does Madison Township bill the company. Interim Fire Chief Fasone explained the department has no provisions for billing. It is kind of a catch-22 situation; they are made to install an alarm system and then you turn around and bill them for using the system. If the department gets repetitive fire alarm runs to one warehouse, there is a procedure to follow. After every fire alarm run, the Lieutenant will fill out a fire alarm report that gets passed on to the Fire Prevention Bureau where it will trigger a history with that warehouse. There would be a follow-up visit and if it is a maintenance matter, it is pursued immediately so excessive false alarms are stopped before they become an issue. #076-2018 MTFD Monthly Report Attachments: MTFD Monthly Report.pdf VII. New Business None. VIII. Unfinished Business None. IX. Ordinances and Resolutions A. 3rd Readings ORD. 18-009 AN ORDINANCE AUTHORIZING THE GROVEPORT SPECIAL OLYMPICS OHIO COLLECTION FOR CHARITABLE DONATIONS TO THE SPECIAL OLYMPICS OHIO Sponsors: Hilbert Chair Cleary read by title Ordinance No.18-009. A motion was made by Council City of Groveport Page 2 Committee of the Whole Meeting Minutes March 19, 2018 Member Hilbert, seconded by Council Member Dildine, to recommend approval to the City Council. The motion failed by the following vote: Yes: 5- Cleary,Dildine,Hilbert,Hutson, and Lockett B. 2nd Readings ORD. 18-010 AN ORDINANCE AUTHORIZING THE ADMINISTRATOR TO ISSUE REQUESTS FOR QUALIFICATIONS AND ENTER INTO A CONTRACT WITH THE MOST DESIRABLE COMPANY OR FIRM, TO ENGINEER, DESIGN, AND ESTIMATE CONSTRUCTION COSTS FOR THE CONSTRUCTION OF FIVE (5) TENNIS COURTS AT GROVEPORT PARK Sponsors: Hilbert Gerry Bennett, 3445 Trenton Road, Columbus, 43232, addressed Council on the subject of pickleball. There are a lot of people in the community who are playing pickleball. They would like to see the tennis courts being built striped for pickleball as well as tennis. He is an ambassador for the United States of America Pickleball Association (USAPA). He could provide Council with statistics on how the sport has grown in the United States; there are nearly three million people playing pickleball. It is a sport for the older community as well as the younger generations. Mr. Bennett shared letters from Central Ohio businesses in support of pickleball. It would be great if Groveport built the five new tennis courts and designated the three courts at Degenhart Park as pickleball courts and have them professionally striped. Council Member Cleary commented the City is to recondition the 3 courts at Degenhart Park and they will be professionally striped from there. That project is part of the 2018 budget. There are probably 1,000 to 1,500 players in the area who play pickleball. Two pickleball courts can be set up on one tennis court. Pickleball teams bring their own portable nets. There was an open discussion on design, size and cost of pickleball courts versus tennis courts. Ms. Hall threw out a ballpark figure of $800,000 to $850,000 to construct five courts. In the 2008 Park Master Plan, they are shown up towards the lock; that’s a far distance from parking. The proposed location at Groveport Park is up by the locks and that could affect the cost of building five courts. There are a few grants that pay for courts. One grant that would pay for a court does not come up again until November. The other grant program is federal money that bumps up the cost a little because of certain guidelines and restrictions required by the federal government. Another grant is NatureWorks, which the City is applying for to fund the path, but that grant has a very small amount to offer. Council Member Dildine City of Groveport Page 3 Committee of the Whole Meeting Minutes March 19, 2018 contacted Senator Bacon who suggested starting with the ODNR NatureWorks grant. Senator Bacon’s biggest recommendation, even though it is too late for this 2-year period, was the State's community capital grants, that award between 100 million to 120 million dollars to local communities in grant monies. It is a fifty percent local match but it entails more money. Congressman Stivers office's local liaison said they were still looking into monies at the federal level from public and private foundations. State Representative Brown's office is still looking into grant funding and the United States Tennis Association does grants of $10,000 to $20,000 for tennis courts or tennis projects. Ms. Hall noted that Motts Military Museum is looking for funding for their building through the State's bi-annual budget. Groveport would be competing against Motts for this grant. This Ordinance allows the City to solicit requests for qualifications and enter into a contract to engineer, design, and estimate construction costs. A separate piece of legislation would need to go before Council authorizing the Administrator to enter into a contract for the construction of the tennis courts. Mr. Shannon advised everyone present that this Ordinance was recommended for approval, but the actual vote will follow its third reading at the regular City Council meeting. If passed, it will go into effect 30 days from the date of passage. Chair Cleary read by title Ordinance No.18-010. A motion was made by Council Member Hilbert, seconded by Council Member Lockett, to recommend approval to the City Council. The motion carried by the following vote: Yes: 4- Dildine,Hilbert,Hutson, and Lockett No: 1- Cleary ORD. 18-011 AN ORDINANCE AMENDING CHAPTER 182 OF THE CITY OF GROVEPORT INCOME TAX CODE TO ADOPT SECTIONS 718.80 THROUGH 718.95 OF THE OHIO REVISED CODE AND THE DECLARATION OF AN EMERGENCY Sponsors: Dildine Law Director Shannon advised, for the record, this Ordinance is to amend Chapter 182 of the City Income Tax Code, not Charter 182. Chapter 182 was developed after there were certain changes in the Ohio Revised Code as to income tax collection in order for the City to continue to levy income tax within the City of Groveport. This is a non-stop move on the part of the Ohio Legislature to continue to get into municipalities' ability to collect local income tax by passing legislation which enabled the State to set up centralized collections, giving the opportunity for taxpayers to file directly with the State, as City of Groveport Page 4 Committee of the Whole Meeting Minutes March 19, 2018 opposed to filing with the municipality. If a taxpayer files with the State, the State takes out a processing fee and makes it easier for the tax payer to go through a one-stop shop situation. The State gets some revenue out of the collection and the municipality eventually gets what is left. Currently, it is in the process of a lawsuit filed by several municipalities in Ohio. In Central Ohio, there is a case pending before Judge Cain in Franklin County Common Pleas Court and a movement to get a temporary restraining order to enjoin this act from going into effect and being exacted upon the municipalities. The Judge has ruled in favor of the Legislation, therefore, Groveport is going to be required to amend its code. Groveport utilizes the City of Columbus for its income tax collections and, when the City had to do the original update creating Chapter 182, staff made sure the City's code provisions were very similar to that of the City of Columbus to have a seamless process on tax collection. Columbus is in the process of making those amendments, and while this matter has emergency language, Columbus has not been able to finalize the code to give to Groveport so that Groveport can correctly append it to the legislation. He advised Council not to be surprised when this Ordinance gets to its third reading for it to be postponed once, but to act on it as emergency legislation so the City can be in compliance. Columbus has indicated that the State will take the processing fee out of what a municipality is owed. The City of Columbus charges a processing fee as well. The State’s fees are lower than Columbus’ fees and are in lieu of Columbus’ fees. Businesses will have the option to go through the State of Ohio or the City of Columbus to file their taxes. Chair Cleary read by title Ordinance No.18-011. 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: 5- Cleary,Dildine,Hilbert,Hutson, and Lockett ORD. 18-012 AN ORDINANCE AUTHORIZING THE CITY ADMINISTRATOR TO PREPARE AND SUBMIT AN APPLICATION TO PARTICIPATE IN THE OHIO DEPARTMENT OF NATURAL RESOURCES NATUREWORKS PROGRAM AND TO EXECUTE CONTRACTS IN CONJUNCTION WITH THE BIXFORD GREEN TRAIL PROJECT TO CONNECT PHILLIPS RUN TO THE BLACKLICK TRAIL Sponsors: Hutson Chair Cleary read by title Ordinance No.18-012. A motion was made by Council Member Hilbert, seconded by Council Member Lockett, to recommend approval to the City Council. The motion carried by the following vote: Abstain: 1- Cleary City of Groveport Page 5 Committee of the Whole Meeting Minutes March 19, 2018 Yes: 4- Dildine,Hilbert,Hutson, and Lockett ORD. 18-013 AUTHORIZING THE ISSUANCE OF NOTES IN THE AMOUNT OF NOT TO EXCEED $775,000 IN ANTICIPATION OF THE ISSUANCE OF BONDS FOR THE PURPOSE OF (I) DESIGNING, ENGINEERING, AND CONSTRUCTING VARIOUS WATER SYSTEM IMPROVEMENTS, WITH RELATED SITE IMPROVEMENTS AND APPURTENANCES THERETO; AND APPROVING RELATED MATTERS Sponsors: Lockett This Ordinance pertains to the water system improvement projects on College Street, as well as Hanstein Place. The City will be retiring 6” and 4” water mains and replacing them with a network of 8” water mains, the City’s current minimum standard, with hydrants in the Hanstein addition. Chair Cleary read by title Ordinance No.18-013. A motion was made by Council Member Hilbert, seconded by Council Member Lockett, to recommend approval to the City Council. The motion carried by the following vote: Yes: 5- Cleary,Dildine,Hilbert,Hutson, and Lockett X. Financial Report #064-2018 Finance Report Attachments: Finance Report.pdf XI. Other Business None. XII. Reports A. Mayor - Lance Westcamp Mayor Lance Westcamp apologized to Council and thanked Mr. Cleary for filling in last week at the March 12, 2018 City Council meeting during his absence. He thanked Administrator, Marsha Hall and Community Affairs Director, Patty Storts for setting up the first 4th of July meeting with Bob Garvin for April 19th. The Toy Road meeting will be held on Wednesday. He hopes all of Council will be able to attend to see firsthand how the Toy Road City of Groveport Page 6 Committee of the Whole Meeting Minutes March 19, 2018 residents react to what the Franklin County Engineer wants to propose. The Mayor reminded Council there will be a memorial service for former Council member Donna Drury on Saturday, March 24, 2018 at 2:00 p.m. at the Groveport United Methodist Church. He looks for a big turnout to honor Donna and all her accomplishments that have enhanced the City of Groveport. The family will be at the church at 1:00 p.m. to receive friends wanting to pay their respects. B. Administrator - Marsha Hall Nothing further to report. #065-2018 Adm Report to Council - Mar 19 Attachments: Adm Report to Council - Mar 19.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 Nothing further to report. #066-2018 PD Council Report Attachments: PD Council Report.pdf F. Public Works Superintendent - Dennis Moore Nothing further to report. #067-2018 PW Council Report Attachments: PW Council Report.pdf G. Chief Building Official - Stephen Moore Not present. #068-2018 B&Z Council Report City of Groveport Page 7 Committee of the Whole Meeting Minutes March 19, 2018 Attachments: B&Z Council Report.pdf H. Director of Golf - Tom Walker Nothing further to report. #069-2018 GOLF Council Report Attachments: GOLF Council Report.pdf I. Recreation Director - Kyle Lund Not present. #070-2018 REC Council Report Attachments: REC Council Report.pdf The Connection April 2018.pdf J. Community Affairs Director - Patty Storts #071-2018 CA Council Report Attachments: CA Council Report.pdf K. Director of Parks & Facilities Management - Tom Byrne Nothing further to report. #072-2018 P&FM Council Report Attachments: P&FM Council Report.pdf L. City Engineer - Steve Farst City Engineer, Steve Farst added the community is starting to see Columbia Gas, or Trans Canada, the parent company, working in the area. Columbia Gas Transmission is doing a B-System pipeline replacement project. They kicked-off with tree clearing the first week of March. Their existing gas main runs through the City along Bixby Road. The project is to run through October. The City has gone through the plans and a stormwater compliance specialist who works for the City will inspect things once a month to make sure what needs to be done to protect the waterways is being done. It is not a capital project, and it is City of Groveport Page 8 Committee of the Whole Meeting Minutes March 19, 2018 not a City project, which has caused some confusion for some people thinking it is the City of Groveport’s project. At the kick-off meeting, Mr. Farst insisted the City be given a contact name and number for residents with concerns and/or questions. Columbia Gas Transmission is operating under federal rules and have federal permits. They will be working six days a week. This pipeline runs from Hocking Hills to Fairwood Avenue, it is a very long project. #073-2018 ENG Council Report Attachments: ENG Council Report.pdf M. Director of Transportation - Bob Dowler Not present. #074-2018 DOT Council Report Attachments: DOT Council Report.pdf N. Personnel Director - Sue Wadley Nothing further to report. #075-2018 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, and Scott Lockett Council Member Hilbert thanked Madison Township and the Groveport Police Department for helping out with the opioid conference scheduled for April 24, 2018. The process will go on for a year with training, meetings and addressing the needs of the community. Council Member Cleary acknowledged Madison Township Police Chief, Gary York and Madison Township Interim Fire Chief, Jeff Fasone and welcomed them to the meeting. He acknowledged Jim Beidler and Sergeant Casey Adams. City of Groveport Page 9 Committee of the Whole Meeting Minutes March 19, 2018 XIII. Adjournment Council Member Hilbert made a motion, seconded by Council Member Dildine, to adjourn at 6:29 p.m. All in favor stated AYE, None Opposed. Motion passed. __________________________________________ Shawn 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