Committee of the Whole

City of Groveport 655 Blacklick St. Groveport, OH 43125 614.830.2052 www.groveport.org Meeting Minutes Monday, October 15, 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 & Chad Grashel Committee of the Whole Meeting Minutes October 15, 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, 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 Chair Cleary asked everyone to join him in a moment of silence. III. Pledge of Allegiance Boy Scout Aaron Masters led the Pledge of Allegiance. IV. Roll Call Present: 6 - Cleary,Dildine,Grashel,Hilbert,Hutson, and Lockett V. Approval of Minutes - September 17, 2018 Approved as submitted. #241-2018 COTW Minutes 9.17.18 Attachments: COTW Minutes 9.17.18.pdf VI. Business of Guests a. Madison Township Fire Chief Fasone Madison Township Fire Chief Fasone thanked the Mayor, Council and City staff for the great relationship the department has with the City of Groveport. He specifically thanked Public Works Superintendent, Dennis Moore, Community Affairs Director, Patty Storts, Police Chief Ralph Portier and City Engineer, Steve Farst, for all their help and support. City of Groveport Page 1 Committee of the Whole Meeting Minutes October 15, 2018 #242-2018 MTFD Monthly Report Attachments: MTFD Monthly Report.pdf b. Cheryl Ballou Cheryl Ballou, 4817 Briargrove Drive, addressed Council on issues concerning the median strips and retention pond in the Grovepointe subdivision. As President of the Condo Association for the Village of Grovepointe, Ms. Ballou beseeched Council's and the City's help with maintenance of the median strips and the retention pond at the entrance of the subdivision. The Village of Grovepointe Condo Association had been paying for the upkeep of the median strips and areas around the pond but, the Condo Association will no longer approve spending money on the areas, believing it is the responsibility of the City. When approached, the other two condo associations have declined to contribute any money for the upkeep of the median strips and/or the retention pond. The two items to be addressed are 1. are the median strips City property and 2. is the retention pond the responsibility of a homeowners' association or the City of Groveport. This subdivision development has three condo associations but no homeowners’ association. Administrator Marsha Hall will look into the matter of who owns the property where the medians and retention pond are located. c. Aaron and Kyle Masters Aaron and Kyle Masters, 5761 Rarey Avenue West, two boy scouts working on their Citizenship in the Community merit badges, addressed Council on the matter of the lack of bike trail or sidewalk from Elmont Place to Groveport Madison High School on South Hamilton Road. They live fairly close to the high school but there is no safe route to travel back and forth. Administrator Hall stated that the high school is on a state highway and she isn't sure that the City would be permitted to put any sidewalk in that area along State Route 317. There are others factors in play in regards to Old Hamilton Road as well. There are the issues of some floodplain areas along Old Hamilton Road and back towards Elmont Place. There has been some discussion in the past but, in all probability, installing sidewalks is not going to take place. City Engineer, Steve Farst, added there are some long range regional planning efforts going on with the Mid-Ohio Regional Planning Commission (MORPC). There is a county wide bike road plan and MORPC is looking to promote bike paths and shared City of Groveport Page 2 Committee of the Whole Meeting Minutes October 15, 2018 multi-use paths where needs exist. It starts with regional planning. Then when opportunities arise with regards to funding, an application would point toward a project to put in bike paths or multi-use pathways. Plans to extend the existing paths in the Elmont Place/Old Bixby Road areas that run under State Route 317 to cross over Blacklick Creek would take time. VII. New Business None. VIII. Unfinished Business None. IX. Ordinances and Resolutions A. 3rd Readings RES. 18-008 A RESOLUTION AMENDING THE RULES OF COUNCIL Sponsors: Cleary Attachments: RES. 18-008 Rules of Council attachment.pdf Committee Chair Cleary read by title Resolution No. 18-008. 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,Grashel,Hilbert,Hutson, and Lockett B. 2nd Readings ORD. 18-045 AN ORDINANCE AUTHORIZING THE ADMINISTRATOR TO APPLY FOR AND ACCEPT A GRANT FROM THE FRANKLIN COUNTY COMMISSION ON AGING SENIOR OPTIONS GRANT PROGRAM FOR THE SENIOR TRANSPORTATION PROGRAM, AND FURTHER AUTHORIZING THE ADMINISTRATOR TO EXECUTE ANY AGREEMENT NECESSARY TO RECEIVE SAID GRANT FUNDING Sponsors: Grashel Committee Chair Cleary read by title Ordinance No. 18-045. A motion was made by Council Member Grashel, seconded by Council Member Lockett, to recommend approval to the City Council. The motion carried by the following vote: City of Groveport Page 3 Committee of the Whole Meeting Minutes October 15, 2018 Yes: 6- Cleary,Dildine,Grashel,Hilbert,Hutson, and Lockett ORD. 18-046 AN ORDINANCE ADOPTING THE ANNUAL APPROPRIATION ORDINANCE OF THE CITY OF GROVEPORT, OHIO, FOR THE CALENDAR YEAR 2019 Sponsors: Lockett Attachments: ORD. 18-046 Exhibit A.pdf Below are several items included in the Appropriations that staff wished to highlight as Council reviews the recommendations. Staffing Change Recommendations Assistant Golf Superintendent Only one staffing change is being requested for 2019. The Golf Maintenance department currently operates with one superintendent, one assistant superintendent, an equipment technician, two full-time ground maintenance workers, and several seasonal maintenance workers. The department has been operating short two seasonal maintenance workers due to being unable to fill those positions. In addition, vacations have taken a toll on having enough full-time staff. The superintendent is requesting that one additional Assistant Golf Superintendent be hired, with seasonal staff reduced. Capital Purchases and Projects The list of capital projects and purchases are provided to you under 2019 Capital Requests. Capital Projects The 2019 Capital Improvement Plan includes the following projects to be completed in 2019: East Bixby Road Pavement Rehabilitation ($348,000 Street Fund and $92,000 Storm Water Fund) West Main Street Curb Ramps ($34,000 Street Fund) Annual Street Maintenance Program ($450,000 Street Fund and $105,000 Storm Water Fund) Hamilton Rd/Firehouse Lane Traffic Signal Upgrade ($542,000 total grant project; local match of $68,100 from Street Fund) Generator for Bixford pump station ($75,000 Sewer Capital) Force Main Replacements ($50,000 Sewer Capital) Master Park Plan Review (emphasizing Groveport Park) ($40,000) Bixford Green Path ($180,000 Parks Fund; Nature Works Grants submitted) Neighborhood Parks Development ($75,000) Also included in $50,000 for sidewalk replacements, and several smaller projects as included in the Storm Water Fund. Capital Purchase Requests POLICE $120,000 (2) outfitted cruisers; leased. Replaces 2 - 2008 cruisers $10,000 Security upgrade for building $74,314 Body Cams (17 units); leased $10,000 Taser replacements; current units no longer serviceable COMMUNITY AFFAIRS $6,000 Replacement fence for KidSpace ADMINISTRATION $40,000 Replace windows at municipal building City of Groveport Page 4 Committee of the Whole Meeting Minutes October 15, 2018 $10,000 Security panic button installation $50,000 Unassigned; for emergencies PARKS $10,518 72” scag mower; trading in for 12 year model; requested 2, recommending 1 $22,800 Utility vehicle; use for sidewalks, brush, etc. FACILITIES $30,000 Truck; replaces 14 year old with electrical issues Transportation $62,200 Starcraft Allstar 12 + 2 vehicle (see below.); leased Indoor Aquatics $42,170 Ventilation system for filtration room to improve air quality; fumes the chemicals are throwing off are causing early aging of pipes, boilers, pump, etc. $10,000 Replacement of split AC system in aquatics office GOLF $100,000 Banquet Room AC. The original AC system was used in integration with the Dynamix system; however, the room continues to be too hot when the room is full and the outside temperature is hot. The amount shown is a placeholder until a quote is received. Golf Maintenance $250,000 Replacement of front entrance barn STORM WATER $96,000 Additional leaf vac. With the location of Kurtz Bros. moving from Groveport to Grove City, the time and cost of transporting leaves has increased dramatically. Committee Chair Cleary read by title Ordinance 18-046. 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: 6- Cleary,Dildine,Grashel,Hilbert,Hutson, and Lockett X. Financial Report The Finance Report will be made available at the next City Council meeting. XI. Other Business a. Senior Center Parking Administrator Marsha Hall met with Recreation Director, Kyle Lund, and Council Member Scott Lockett to address issues at the Senior Center with regards to parking. They talked about short-term solutions and long-term solutions. Most Senior Center parking spaces are used on Mondays and Thursdays. The Recreation Center has a golf cart; if the seniors were to park down in the parking lot to the west, the golf cart could transport patrons back and forth. There would be a cost of approximately $5,400 to hire someone to drive the golf cart and staff considered adding this amount to the budget. Administration would prefer a staff person drive rather than a volunteer for liability reasons. This is a short-term solution. No one thinks it would be appropriate to take additional parking spaces away from the Rec Center for the Senior City of Groveport Page 5 Committee of the Whole Meeting Minutes October 15, 2018 Center. Another issue is that a lot of the spaces are being used by people, while having a Senior Center parking permit, are not going into the Senior Center but are going into the Rec Center to exercise. Those Senior Center permit parking spaces were designated for the Senior Center itself. It was suggested to place some little reminders on vehicle windshields of the people parking in the permit only spaces while patronizing the Rec Center. The note would remind people with Senior Center permit parking stickers that those permits are for parking in the designated Senior Center parking spaces while patronizing the Senior Center. Another suggestion would be to re-designate those Senior Center parking spaces to be reserved for the Senior Center between the hours of 9:00 a.m. and 5:00 p.m. Then the spaces would be available to the Rec Center patrons during the Senior Center’s off-peak hours. To re-designate the parking spaces, legislation would need to go before Council for approval. A long-term solution would entail staff looking into additional funding when doing the Groveport Park System Master Plan. XII. Reports A. Mayor - Lance Westcamp Mayor Lance Westcamp publicly thanked Rick Palsgrove, Southeast Editor, for his article on Groveport's Apple Butter Day in the Southeast Messenger. Rick's sentiments about the people who come back to town for the Apple Butter Day event each year touched a lot of the people who have stayed in Groveport over the years. Mayor Westcamp recognized Community Affairs Director, Patty Storts, for an excellent job done. He also acknowledged that what the Groveport Heritage & Preservation Society has done with the Sharp’s Landing building is unbelievable. What the Heritage Society, and the City of Groveport for donating the land where it now stands, have done to preserve Groveport's heritage, has added to that area in keeping Groveport historical. The Mayor thanked all the volunteers and vendors; Apple Butter Day couldn’t be done without all of them. B. Administrator - Marsha Hall Administrator Marsha Hall reported the City had been contacted by the Franklin County Health Department who is making a push to prohibit smoking and use of tobacco products in parks. The idea that parks are for the health and welfare of citizens is in contrast to the use of cigarettes, e-cigarettes and other tobacco products. With the large City of Groveport Page 6 Committee of the Whole Meeting Minutes October 15, 2018 number of youth using public parks within Groveport, staff wanted Council to discuss the matter to consider if legislation should be introduced prohibiting smoking and e-cigarettes for the health, safety and welfare of the City's residents and park users. The general opinion was there have been no complaints and some members feel the City would only be taking something else away from its residents. Council could always revisit the matter if the need ever arises. Ms. Hall gave an update on the small cell wireless infrastructure. The FCC has issued an order that preempts sections of Ohio HB 478, a compromise that both municipal leaders and the telecommunications industry agreed upon that became law earlier this year. Many of the provisions in HB 478 that allowed municipalities to provide for the safety of their communities, as well as, protect the aesthetics of their right-of-ways, have been rendered obsolete. Therefore, this order basically took away all of a municipality's ability to regulate any small cell wireless infrastructure. One provision that will prove difficult for most municipalities is the establishment of a "shot clock" regarding the processing of applications for small cell deployment on municipal infrastructure. If the infrastructure is existing, municipalities will only have 60 days to process applications from telecommunications companies. If new infrastructure must be constructed, that deadline only extends out to 90 days. HB 478 had established a shot clock that would change to accommodate a greater influx of applications from telecommunications companies. Additional new provisions include limiting what a municipality can charge as an application fee. This new limit is substantially lower than what most municipalities charge currently. There are no provisions within the order that mandate telecommunication companies must extend services to unserved areas within a municipality's jurisdiction. This could make it difficult for municipalities to incentivize the closing of the existing and detrimental digital divide. Ms. Hall requested that Council please consider going into a very brief executive session regarding potential land acquisition. #243-2018 Adm Report to Council - Oct 15 Attachments: Adm Report to Council - Oct 15.pdf C. Director of Law - Kevin Shannon Nothing further to report. City of Groveport Page 7 Committee of the Whole Meeting Minutes October 15, 2018 D. Director of Finance - Jeff Green Nothing further to report. E. Chief of Police - Ralph Portier Nothing further to report. #244-2018 PD Council Report Attachments: PD Council Report.pdf F. Public Works Superintendent - Dennis Moore Nothing further to report. #245-2018 PW Council Report Attachments: PW Council Report.pdf G. Chief Building Official - Stephen Moore Nothing further to report. #246-2018 B&Z Council Report Attachments: B&Z Council Report.pdf H. Director of Golf - Tom Walker Nothing further to report. #247-2018 GOLF Council Report Attachments: GOLF Council Report.pdf I. Recreation Director - Kyle Lund Recreation Director, Kyle Lund, provided hard copies of the Recreation Department Council report and newsletter. #253-2018 REC Council Report Attachments: REC Council Report.pdf The Connection.pdf City of Groveport Page 8 Committee of the Whole Meeting Minutes October 15, 2018 J. Community Affairs Director - Patty Storts Community Affairs Director, Patty Storts, reported the Mayor said it all about the Apple Butter Day event. It could not have gone off any better than it did. #248-2018 CA Council Report Attachments: CA Council Report.pdf K. Director of Parks & Facilities Management - Tom Byrne Nothing further to report. #249-2018 P&FM Council Report Attachments: P&FM Council Report.pdf L. City Engineer - Steve Farst Nothing further to report. #250-2018 ENG Council Report Attachments: ENG Council Report.pdf M. Director of Transportation - Bob Dowler Director of Transportation, Bob Dowler, commented that Council may have noticed a large jump on the G.R.E.A.T. ridership for the month of September. While reviewing the quarterly report, it was discovered that a typo had been inserted for the previous quarter and it had carried over to this quarter. #251-2018 DOT Council Report Attachments: DOT Council Report.pdf N. Personnel Director - Sue Wadley Nothing further to report. #252-2018 HR Council Report Attachments: HR Council Report.pdf City of Groveport Page 9 Committee of the Whole Meeting Minutes October 15, 2018 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 Chad Grashel Council Member Dildine likes the reading books in the library boxes that have been placed in various locations in the City. The municipal building, Town Hall, the recreation center and KidSpace all have a box located near an entrance. Mr. Dildine thanked Community Affairs Director, Patty Storts, for another fantastic Apple Butter Day. Council Member Hilbert reminded everyone that on October 23rd the CIC presentation will be at 5:30 p.m. at the Paddock Pub. At 7:00 p.m., the opioid Voices of Hope will have a presentation by Dr. Bruce Vanderhoff with Ohio Health and another speaker from START at the new high school auditorium. Mrs. Hilbert thanked everyone for their support. Executive Session Law Director Shannon requested Council to consider making a motion to go into Executive Session to consider land acquisition, pursuant to Ohio Revised Code Section 121.22(G) (2) To consider the purchase of property for public purposes, or for the sale of property at competitive bidding. To include all members of Council, the Mayor, himself, the Administrator, and the Finance Director. A motion was made by Council Member Cleary, seconded by Council Member Dildine, to go into Executive Session at 6:23 p.m. to consider land acquisition, pursuant to Ohio Revised Code Section 121.22(G)(2) To consider the purchase of property for public purposes, or for the sale of property at competitive bidding. The motion carried by the following vote: Yes: 6- Cleary,Dildine,Grashel,Hilbert,Hutson, and Lockett A motion was made by Council Member Hilbert, seconded by Council Member Lockett, to come out of Executive Session at 6:42 p.m. with no action taken. The motion carried by the following vote: Yes: 6- Cleary,Dildine,Grashel,Hilbert,Hutson, and Lockett City of Groveport Page 10 Committee of the Whole Meeting Minutes October 15, 2018 XIII. Adjournment Council Member Dildine made a motion, seconded by Council Member Hutson, to adjourn at 6:43 p.m. All in favor stated AYE, None Opposed. Motion passed. __________________________________________ Shawn M. Cleary, President Pro Tem __________________________________________ Ruthanne Sargus Ross, CMC 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 11