Committee of the Whole

City of Groveport 655 Blacklick St. Groveport, OH 43125 614.830.2052 www.groveport.org . Meeting Minutes Monday, May 18, 2020 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 May 18, 2020 I. Call to Order by Committee Chair Hilbert at 5:30 p.m. Staff Present: BJ King - Administrator, Kevin Shannon - Law Director, Jason Carr - Director of Finance, Jeff Green - Asst. Admin. / Development Dir., Kurt Blevins - Police Captain Guests Present: The Guest Book is on file with the Clerk of Council. II. Moment of Silence Committee Chair Hilbert asked everyone to join her in a moment of silence. III. Pledge of Allegiance Shawn Cleary led the Pledge of Allegiance. IV. Roll Call Council Member Hilbert and Council Member Lockett were present via Zoom. Present: 6 - Cleary,Dildine,Grashel,Hilbert,Hutson, and Lockett V. Approval of Minutes - April 20, 2020 Approved as submitted. #093-2020 COTW Minutes 4.20.2020 Attachments: COTW Minutes 4.20.2020.pdf VI. Business of Guests A. Madison Township Fire Chief Report Not present. #094-2020 MTFD Monthly Report Attachments: MTFD Monthly Report.pdf VII. New Business None. City of Groveport Page 1 Committee of the Whole Meeting Minutes May 18, 2020 VIII. Unfinished Business None. IX. Ordinances and Resolutions A. 3rd Readings Ord. 2020-013 AN ORDINANCE AMENDING PART ELEVEN - PLANNING AND ZONING CODE, TITLE SEVEN - SUPPLEMENTAL LAND USE REGULATIONS, CHAPTER 1177 OFF-STREET PARKING AND LOADING, 1177.08 LIMITATION OF PARKING IN RESIDENTIAL ZONING DISTRICT AND THE DECLARATION OF AN EMERGENCY Sponsors: Dildine Attachments: 1177.08 Limitation of Parking in Residentail Zoning Districts.docx Clerk of Council Ross read by title Ordinance No. 2020-013. THERE WILL BE NO OPEN DISCUSSION ON Ord. 2020-013 AT THIS TIME. IT WILL BE READ BY TITLE ONLY AND POSTPONED TO A LATER DATE. B. 2nd Readings None X. Financial Report Finance Director Jason Carr noted that the General Fund balance is approximately $11,000 higher year to date. Total fund balance is approximately $227,000 higher year to date. The City has collected 33% percent of budgeted revenue and expended 31%. Mr. King and Mr. Carr will keep Council apprised of the City’s income tax collections as that information becomes available. #105-2020 Financial Report Attachments: Financial Report.pdf XI. Other Business None. City of Groveport Page 2 Committee of the Whole Meeting Minutes May 18, 2020 XII. Reports A. Mayor - Lance Westcamp Mayor Westcamp announced there will be a small presentation after tonight's meeting. Mr. King will record the Mayor as he reads a proclamation to the 11 valedictorians of the Groveport Madison Class of 2020. B. Administrator - BJ King SWACO representatives Mari Long and Andrew Booker were present to answer any questions and/or concerns on the bids for trash and recycling collection. Mr. King referred to his submitted report showing the results. The first bid was an open bid for trash and recycling with Groveport and Whitehall being the only participants. The report shows the pricing for different options. Mr. King provided Council with summaries of two bids; one from Local Waste Services and one from Rumpke. Council has the option to not award a contract to either one of these companies; it can choose to wait to see what happens with the second bid that opens on June 25. The status Quo option is the same service as residents have now. Whatever residents set out at the curb gets picked up. If the City goes with the container option, everything has to be placed in the waste container. Andrew Booker with SWACO had addressed Council at a prior meeting where two concepts were discussed, the status quo service and the volume based service which is cart based. Also there was discussion on the recycling cart grant that’s available from SWACO. These two bids came in just about where they thought they would in terms of the base price. SWACO has been seeing about $20 a month as pretty consistent number for service. SWACO has seen a lot of increases in collection service primarily because of the shortage of truck drivers. One advantage of the cart based trash system is that it allows residents to right-size their service. He stressed that the trash cart and the recycling cart are two separate options. The recycling cart is available through a SWACO cart grant no matter what option is taken in terms of these services. Through the cart grant offered by SWACO, they also have applied for a national grant that they have pretty high confidence in but would dramatically reduce the price of the recycling cart. SWACO would purchase the carts and residents would pay SWACO back over a period of three years. Groveport and Whitehall asked for prices on two different trash City of Groveport Page 3 Committee of the Whole Meeting Minutes May 18, 2020 collection systems; the status quo service and the volume (cart) based service. The remaining communities are asking for just the status quo pricing. Mrs. Hilbert remarked that when SWACO had addressed Council earlier, she thought these options would be cost saving for the City instead of an increase. SWACO anticipated a cost increase on any service in terms of trash collection simply because they have seen it with many communities. Groveport’s last bid went out five years ago. The volume based trash cart system allows an option to reduce the cost increase for residents who don’t produce much trash. Companies vying for the second bid will have access to this first bid’s pricing. Groveport has had Local Waste Services for the last ten years and they didn’t increase prices five years ago when the contract went out to bid. The Mayor and many residents he’s talked to are happy with the status quo (the current service). They are so pleased with the service Local Waste provides and some like the recycle cart. The City does have time to make a decision on the matter and Mr. Booker believes the first bid results will still be available to Groveport if Council waits to see the results of the second bid in June. Mr. Booker wanted to clarify that Groveport was separated out from the other bid opening. Groveport is not part of the second bid opening. This is Groveport’s bid. Mrs. Hilbert understood that to mean that Groveport would not even have the opportunity to participate in the bid opening. Mr. Booker said yes but it is a little complicated. There might be some kind of emergency backup opportunities. But essentially Groveport has its bid on the table right now, which is status quo and is the exact same thing SWACO will be asking for the other communities and the two cart system. There are opt-in options for communities potentially. He may have to come to Council, possibly with attorneys, to explain some of the nuances there. Again, Mr. Booker wanted to make it clear that SWACO separated Groveport and Whitehall as their own group of two and what is hitting the streets currently is everybody else in consortium 2. Groveport is not included in the other bid and it is not immediately eligible for the other bid. Council didn’t understand the first time Mr. Booker addressed Council that there would be two separate bid options. This Council just wanted to be able to see all the options that would be available. Mr. Booker didn’t know about two bids the first time either. This option was available, initially, to everyone. Further down the process, SWACO asked communities to make a clear decision on whether they wanted the volume based service option or not. Groveport and Whitehall were the only communities that did want both service options. Mr. Booker pointed out that the status quo option that Groveport has here is going City of Groveport Page 4 Committee of the Whole Meeting Minutes May 18, 2020 to be the exact bid package that the other communities will be evaluating. Mr. King asked if Mr. Booker anticipated the bid from Local Waste Service for its status quo service being identical for the other communities or could the bid be lower because of economy of scale. Mr. Booker stated it would be hard to speculate. It is a separate bid and you never know for sure what companies will do. SWACO has often seen things that are a little surprising one way or the other. He anticipates the bids to come in pretty close. It seems to be the going rate and he doesn't expect anything radically different. Mrs. Hilbert inquired about Local Waste Services addressing Council before it makes this decision. Law Director Kevin Shannon advised he does not think that would be proper. When Local Waste has come in before, it has been during an existing contract or at the end of one to encourage or try to make an argument for the City to stay with their services and go with a renewal, as opposed to going out to bid with a consortium situation. It would be inappropriate for Local Waste to come in and talk to Council with a bid still on the table. Rumpke could argue Local Waste was given an unfair competitive advantage and that would not be an appropriate situation. Mrs. Hilbert asked if they could have just gone that same way with Local Waste. Mr. Shannon advised Local Waste may not have given the City the option to continue on for another five years at that existing rate. Yard waste is still part of the service. The recycling cart service is a standalone option and is available no matter what service is selected. Groveport wants to move forward with recycle carts and the grant(s) available to pay for the carts. Large bulk items are still available for collection pickup, in addition to 4 (1 day each quarter) days a year which are designated for unlimited bulk pickup. If a cart option is chosen, residents would receive one trash cart and one recycling cart per household. Residents could rent additional carts for $2.00 per cart per month. Mr. King plans to have an online survey this week for residents' input. He will get Rick Palsgrove the information for the newspaper so residents can be well informed before Council makes a final decision. Jim Nelson, 4780 Cypress Grove Drive, is happy with the trash collection service the City has now. He doesn’t like that there are no lids for the recycling bins but he does like the cart option for recycling. #095-2020 Admin report to Council May 18, 2020 Attachments: Admin report to Council May 18 2020 Committee.pdf C. Director of Law - Kevin Shannon City of Groveport Page 5 Committee of the Whole Meeting Minutes May 18, 2020 Nothing further to report. D. Director of Finance - Jason Carr Nothing further to report. E. Chief of Police - Ralph Portier Police Chief Ralph Portier was not present. Captain Blevins had nothing further to report. #096-2020 PD Council Report Attachments: PD Council Report.pdf F. Asst. Admin. / Development Dir. - Jeff Green Nothing further to report. G. Chief Building Official - Stephen Moore Not present. #097-2020 B&Z Council Report Attachments: B&Z Council Report.pdf Mrs. Hilbert directed questions on the remaining reports to Mr. King. H. Director of Golf - Tom Walker Not present. #098-2020 GOLF Council Report Attachments: GOLF Council Report.pdf I. Recreation Director - Kyle Lund Administrator BJ King reported that Saturday morning the State of Ohio came out with the protocol / requirements to safely open public pools. Mr. King met with Recreation Department Director Kyle Lund and Aquatic Manager Seth Bower to go over the solid plan the two of them had put together to give a full understanding of what opening the pool entails. Opening the Aquatic Center outdoor pool would certainly City of Groveport Page 6 Committee of the Whole Meeting Minutes May 18, 2020 provide a tremendous amount of challenges. Specifically the social distancing. Limit capacity (employees, members/clients) based on available space and ability to social distance with six feet between members/clients. Install physical barriers (for example, lane lines in the water or chairs and tables on the deck) and visual cues (for example, tape on the decks, floors, or sidewalks) and signs to ensure that staff, patrons, and swimmers stay at least six feet apart from those they don’t live with, both in and out of the water. 6’ x 6’ cubes in the pool would create real challenges. It limits the amount of the pool that can be used. Starting at the zero entry, cubes would start at 2’ or 3’ going up to 5’ deep water. Cubes would not work well in deep water. Space would be taken up for areas to access the center cubes so no one is stuck in the middle. If the Health Department mandates the cubes, Mr. King doesn’t see this being a way for the City opening its pool this year. It would put a tremendous amount of pressure on City staff to police social distancing. It will result in a lot of patrons getting upset, and it may be real hard for parents to maintain their kids being in 6’ x 6’ cubes. It would be hard enough on the deck. Mr. Lund started out with the 6’ x 6’ area means that, unless you are extremely small, you really are not swimming. You are basically standing in water. If the pool were to open there would be two cashier stations. Staff recommends not selling memberships, day passes only (the rate to be set by Council). Considering the possibility of being shut down at any point in time, it doesn’t seem smart to sell memberships and then have to process pro-rated refunds. With the decrease in available area in the Aquatic Center patrons would be limited to 160; staff recommends 200 maximum. Numbers are dependent on the number of patrons in the water and the number on deck all of which are contingent on weather, time of day and other factors. Other considerations discussed: Ø No group outings Ø No re-entry Ø Closing the facility for the season once school goes back into session Ø Consider splitting the day · Normal Mon. - Sat. 12:00 PM - 8:00 PM Sun. 1:00 PM - 8:00 PM · Option (1) Mon. - Sun. 12:00 PM - 3:30 PM open 3:30 PM - 4:30 PM close for cleaning 4:30 PM - 8:00 PM open *1 hour daily reduction in hours open *reduce fees due to less hours, less amenities · Option (2) Mon. - Sun. 12:00 PM - 3:00 PM open 3:00 PM - 4:00 PM close for cleaning City of Groveport Page 7 Committee of the Whole Meeting Minutes May 18, 2020 4:00 PM - 7:00 PM open *2 hour daily reduction in hours open *reduce fees due to less hours & amenities Ø Mandate Face Masks · Front Desk Staff - YES · Lifeguards (Actively Guarding) § NO if in elevated chair / YES if working or stationed on-deck · Lifeguards (First Aid Station / Break) - YES · Additional Necessary Staff - “Social Distancing Attendants” (5) § Social Distancing Pole/Stick (6 ft. w/ candy stripe) · Patrons (In line, On-deck, Etc.) - RECOMMEND, when not in the water · Patrons (Water) - No Ø Send plan to lifeguard staff for review and get firm answer as to whether lifeguards will return. Would the City need parent/legal guardian to approve minor employment at this point? Social distancing will NOT be possible during rescues … they will be exposed. Ø Lifeguards are NOT “Social Distance Police”; per CDC Ø No Super Family Sundays Ø No swim lessons Ø No Dog Paddle Palooza Ø No Groveport Fighting Fish Swim Team Ø No birthday parties Ø No rental of the facility after hours Ø Sanitation Stations in restrooms and on deck Ø Hourly announcement over PA system “Prevent the Spread” Ø Eliminate Lost & Found Ø Install sneeze barriers/face shields for cashier stations Ø Add signage all over the outdoor facility to stop the spread Ø No Lazy River Ø No slides Ø No sprayground Ø No in-water playground Ø No lounge chairs/picnic tables/drinking fountains Mr. Lund and staff see the indoor pool much more manageable. Staff has already developed an occupancy limit, started social distancing machinery and removed all the furniture and tables that promote socializing. Fitness equipment has been moved to other areas of the building. Classes will be limited. Waiting to hear about summer camps. Additional signage on social distancing. Locker rooms will be open but lockers and showers would be unavailable. Climbing wall will be closed. City of Groveport Page 8 Committee of the Whole Meeting Minutes May 18, 2020 No childcare services will be available. The indoor pool will be easier to maintain social distancing. One person to each lap lane for lap swimming and designated areas at the zero entry. Outside pool and area is more entertainment where the inside facility is more fitness oriented and more structured. Groveport Aquatic Center is considered a pool because it is inspected by our local department of health but with all the amenities the facility is more like a water park. Water parks are inspected by the State of Ohio Department of Agriculture. Groveport is considered a special use pool even though the facility has a lot more features. Council Member Lockett expressed his concerns with getting the word out to the public about what it would take to open the outdoor pool. Council Member Hilbert stressed the importance of the City making a decision soon; lifeguards need to know if they should be seeking employment elsewhere. Mr. Lund suggested to wait for the County to come out with their mandates/recommendations which should be in the next few days. Council concluded to make a decision on the pool opening by June 10th. #099-2020 REC Council Report Attachments: REC Council Report.pdf J. Community Affairs Director - Patty Storts Not present. #100-2020 CA Council Report Attachments: CA Council Report.pdf K. Director of Parks & Facilities Management - Tom Byrne Not present. #101-2020 P&FM Council Report Attachments: P&FM Council Report.pdf L. City Engineer - Steve Farst Not present. #102-2020 ENG Council Report Attachments: ENG Council Report.pdf City of Groveport Page 9 Committee of the Whole Meeting Minutes May 18, 2020 M. Director of Transportation - Bob Dowler Not present. #103-2020 DOT Council Report Attachments: DOT Council Report.pdf N. Personnel Director - Sue Wadley Not present. #104-2020 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 Chad Grashel The City contracts with Franklin County to spray for mosquitoes but Mr. Cleary would like to have the City employees licensed in spraying to keep their endorsements up to date. Due to all the rain spraying needs to start soon. XIII. Adjournment Council Member Dildine made a motion, seconded by Council Member Cleary, to adjourn at 6:44 p.m. All in favor stated AYE, None Opposed. Motion passed. __________________________________________ Jean Ann Hilbert, 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 10