Committee of the Whole

City of Groveport 655 Blacklick St. Groveport, OH 43125 614.830.2052 www.groveport.org . Meeting Minutes Monday, September 20, 2021 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 & John Hougland Committee of the Whole Meeting Minutes September 20, 2021 I. Call to Order by Committee Chair Hilbert at 5:30 p.m. Staff Present: Kevin Shannon - Law Director, Jason Carr - Director of Finance, Jeff Green - Development Director, Casey Adams - Chief of Police, Public Service Director - Brian Strayer, Kyle Lund - Recreation Center Director, Seth Bower- Aquatics Manager, Ruthanne Sargus Ross - Clerk of Council 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 Chief Adams led the Pledge of Allegiance. IV. Roll Call Present: 6 - Cleary,Dildine,Hilbert,Hougland,Hutson, and Lockett V. Approval of Minutes - July 19, 2021 The July 19, 2021 Committee of the Whole Minutes stand approved as submitted. #209-2021 COTW Minutes Attachments: COTW Minutes 7.19.2021.pdf VI. Business of Guests A. Scott- Bumgardner - Elmont Place Scott Bumgardner, 4782 Elmont Place, thanked Council for approving neighborhoods to bring in food trucks. It has been bringing people together that would not have gathered otherwise. When one vendor was selling ice cream, Mr. Bumgardner provided his credit card to pay for any child wanting a cold treat on a hot day. He thanked the Chief and his officers for handling the recent incident in Elmont Place. He is thankful to the City for holding the Third Thursday event at Cruiser City of Groveport Page 1 Committee of the Whole Meeting Minutes September 20, 2021 Park. The neighborhood appreciates being part of the community. Council Member Dildine commented the Third Thursday event was initially First Tuesday. Third Thursday will remain at Cruiser Park, it is easily accessible, and there is plenty of room to grow and parking. The location includes the neighbors in that part of Groveport and is still in reach of the other neighborhoods in the City. B. Madison Township Fire Chief Robinson Fire Chief Robinson thanked the City of Groveport, the Groveport Police Department, elected officials and staff, and everyone present at the 911 event on Saturday. September 11, 2021, saw the largest turnout to date. Councilman Ed Dildine was a principal organizer for the event as well as Motts Military Museum. Regrettably, the Madison Township Fire Department is canceling the annual Fire Prevention Open House again this year due to the current pandemic events. The Department did not make the decision lightly. Fire Prevention Week targets a young age group, many of whom are too young to get vaccinated. The plan is to get out into the schools to teach children about fire prevention and safety. Hopefully, in 2022 the Department can plan a big open house with a lot of fanfare. Council Member Hilbert commented on the importance of the fire Department going out to the schools to educate our children. She relayed a story about her friend having a stroke and her nine-year-old son realizing she could not speak well. He knew to call 911. Chief Robinson noted that the Department's next target to educate on fire prevention and safety are students getting ready to start college. The Chief praised Columbus for having a Mobile Stroke Treatment Unit (MSTU) that treats stroke patients on the spot. Mobile stroke units are ambulances with specialized staff and equipment to quickly diagnose and treat stroke symptoms on the way to the hospital. The national average shows about 3% of patients receive necessary stroke treatment in the time they need. The unit can perform a CT scan on the scene and link directly to a neurologist in a hospital. Central Ohio is up to 30 to 40% on the treatment of stroke patients. Firefighters will wear pink shirts during October in support of breast cancer awareness month. The week of October 16 they will wear green shirts for six duty days to recognize Brock Strong; October 16 is Brock's birthday. The Brock Strong Foundation does a lot for Canal Winchester and surrounding communities. Brock Strong was a pretty remarkable young kid in our own backyard. City of Groveport Page 2 Committee of the Whole Meeting Minutes September 20, 2021 VII. New Business None. VIII. Unfinished Business None. IX. Ordinances and Resolutions A. 3rd Readings None B. 2nd Readings Ord. 2021-047 AN ORDINANCE AMENDING PART NINE, PART NINE - STREETS, UTILITIES AND PUBLIC SERVICES CODE, TITLE ONE- STREET AND SIDEWA:K AREA, CHAPTER 911 - TREES AND SHRUBS OF THE CODIFIED ORDINANCES FOR THE CITY OF GROVEPORT Sponsors: Hougland Attachments: Ord. 2021-047 Exhibit A Chapter 911.pdf Public Service Director Brian Strayer and staff have reviewed this chapter. The Department has tried to increase tree maintenance throughout the City. The goal was to clean up some language to make it consistent with what street crews actually do to maintain City trees. Also, to free up the utilization of the Tree Fund to use the monies throughout the entire community. It will increase the amount paid when developers install or renovate any streets. Fees are currently $4 per one linear foot of street frontage; this amendment would increase to $10 per linear foot. The Trees & Decorations Committee are in favor of these changes. Clerk of Council Ross read by title Ordinance No. 2021-047. A motion was made by Council Member Hougland, seconded by Council Member Lockett, to recommend approval to the City Council. The motion carried by the following vote: Yes: 6- Cleary,Dildine,Hilbert,Hougland,Hutson, and Lockett X. Financial Report City of Groveport Page 3 Committee of the Whole Meeting Minutes September 20, 2021 Finance Director Jason Carr highlighted some points in the submitted finance report for August. The General Fund balance is approximately $2 million higher than this time last year. The Stormwater Fund is about $210,000 lower from this time last year. The City can primarily attribute the decrease to more expenses related to preventive maintenance. Public Works crews are out scoping the City's drainage tiles to identify any areas of concern. The revenue the City receives is based on a fixed fee. The City doesn't base the price on consumption; it establishes it on ERUs (equivalent residential units). While the City's costs go up, its revenue will remain flat. The Recreation and Golf Course Funds look better than they did in 2020. In comparison to 2019, the Recreation Fund is about $600,000 lower. However, the Golf Course Fund is approximately $93,000 higher when comparing receipts from 2019 to 2021. The golf course is doing very well this year from an operational standpoint. Public Service Director Brian Strayer advised that the Department has looked into purchasing a pipe inspection camera and its related equipment. It does not appear cost-effective at $750,000, especially when the technology changes so quickly. #237-2021 Financial Report Attachments: Financial Report.pdf XI. Other Business None. XII. Reports A. Mayor - Lance Westcamp Mayor Lance Westcamp thanked Mrs. Hilbert for filling in for him at last week's City Council meeting while he was gone. Mayor Westcamp mentioned with Administrator BJ King on vacation this week that Council needs to decide when the City of Groveport will hold Trick or Treat night. Other communities are scheduling Trick or Treat on Thursday, October 28th. Another option would be keeping it on Halloween night, which is Sunday, October 31st. It is getting close, so the City Council needs to make a decision. Mr. Dildine stated that Madison Township put out a survey to see if people wanted it on Saturday. He thinks the City needs to look at the dates and times from City of Groveport Page 4 Committee of the Whole Meeting Minutes September 20, 2021 surrounding communities so Groveport doesn't do something drastically different that will cause a huge influx. Chief Adams will look into gathering the dates and times of other communities. The Mayor thinks they should decide on a date and promote it tentatively. There will be no downtown activities. Council Member Hougland suggested choosing Thursday, October 28th as a tentative date. B. Administrator - BJ King Administrator BJ King was not present at tonight's meeting. #238-2021 Admin report to Council September 20, 2021 Attachments: Admin report to Council September 20, 2021.pdf C. Director of Law - Kevin Shannon Law Director Kevin Shannon had nothing further to report. D. Director of Finance - Jason Carr Finance Director Jason Carr had nothing further to report. E. Chief of Police - Casey Adams Chief Adams thanked Law Director Kevin Shannon for attending the new sergeants' in-service training. Mr. Shannon spent 4 hours clarifying some procedural matters. Every officer in the Department will attend a four-hour in-service training on legal updates. All three new patrol officers are on active duty. The first hire of the three is on the street alone tonight, with Officer Ernie Bell shadowing him. The Department is preparing for Apple Butter Day and Halloween. Council Member Hutson appreciates the school activity data now included in Chief Adams' monthly report. The Chief accredited Lieutenant Josh Short for keeping on top of what is happing in the schools. #239-2021 PD Council Report Attachments: PD Council Report.pdf City of Groveport Page 5 Committee of the Whole Meeting Minutes September 20, 2021 F. Development Director - Jeff Green Development Director Jeff Green updated Council on the Rarey's Port building construction site. He noted the discovery of the bridge abutment from the covered bridge over the canal on Main Street and a trash pit. The Wert's Grove building site uncovered a corner of an old foundation. The steel frames of the structures are in progress now. G. Public Service Director - Brian Strayer Public Service Director Brian Strayer had nothing further to report. #240-2021 PW Council Report Attachments: PW Council Report.pdf H. Chief Building Official - Stephen Moore #241-2021 B&Z Council Report Attachments: B&Z Council Report.pdf I. Director of Golf - Tom Walker #242-2021 GOLF Council Report Attachments: GOLF Council Report.pdf J. Recreation Director - Kyle Lund Council welcomed back Recreation Director Kyle Lund. #243-2021 REC Council Report Attachments: REC Council Report.pdf 1. Aquatics Manager - Seth Bower #244-2021 Aquatics Review Attachments: Aquatics Review.pdf Aquatics Manager Seth Bower reviewed the Aquatic Center to compare the Aquatic Center's current positions, including the seasonal City of Groveport Page 6 Committee of the Whole Meeting Minutes September 20, 2021 positions. He looked at the staffing structure, job descriptions to see if they align with the duties position holders perform and the City's incentive programs. Mr. Bower has some additional incentive ideas for next summer's Aquatic Center staffing. He presented his proposed changes for City Council's consideration. The suggested changes to the staffing structure would make things more concise and the job positions clearer as to who is to do what versus the current staffing structure. Mr. Bower highlighted points from his submitted report. He went over the various roles he was proposing to rename and reassign duties, the incentive programs, and fresh ideas to add incentives. Other items discussed included identification cards, procedures for applying identification cards to birthday parties, executive outings, etc., and Aquatic Center rates. Mr. Shannon interjected that this review is a heads up to what will come before City Council later. Seth Bower will finalize the staffing structure and items in his report. Jason Carr will bring forth legislation related to the rates and the requirements to gain entry to the Aquatic Center to have everything in place for next year. No action is being required of City Council tonight. Mr. Carr relayed there are six cameras currently installed in the facility for security purposes. It will be up to City Council, the Mayor, and Administration to discuss the need for police presence at the outdoor pool during the 2022 season. To give City Council a perspective, Kyle Lund added that last year's day passes sales percentages were 93% non-residents and 7% residents. K. Community Affairs Director - Patty Storts Mrs. Hilbert inquired if everyone read Community Affairs Director Patty Storts's last Council report. She encouraged everyone to say hello to Patty Storts on Apple Butter Day. #245-2021 CA Council Report Attachments: CA Council Report.pdf L. Director of Parks & Facilities Management - Tom Byrne #246-2021 P&FM Council Report Attachments: P&FM Council Report.pdf M. City Engineer - Steve Farst City of Groveport Page 7 Committee of the Whole Meeting Minutes September 20, 2021 #247-2021 ENG Council Report Attachments: ENG Council Report.pdf N. Director of Transportation - Bob Dowler #248-2021 DOT Council Report Attachments: DOT Council Report.pdf O. Personnel Director - Sue Wadley P. Clerk of Council - Ruthanne Sargus Ross Clerk of Council Ruthanne Ross had nothing to report. Q. Council Members - Jean Ann Hilbert, Ed Dildine, Shawn Cleary, Becky Hutson, Scott Lockett and John Hougland Council Member Cleary thanked Public Service Director Brian Strayer for cleaning up the trees and shrub ordinance. Saturday, Mr. Cleary had the honor of inducting Groveport's former Police Chief (Roger) Adams into the Groveport Hall of Fame. Roger Adams gave an excellent speech on the town of Groveport and Groveport Madison Schools. Mr. Cleary is not one to bring his employment up in City Council business. Still, he wants the City to know he is currently sitting on nine out-of-service bucket trucks because they can't get parts. He advises the City to be prepared and order two of any replacement parts if possible. This circumstance is probably something we have not seen before. When a company, or municipality, can't supply equipment to the needs of the people, it all flows downhill. Council Member Dildine added that is good advice, especially with predicting Ohio's winter this year. The earlier the City can get on top of things, like parts and supplies, the better. While walking over the tracks on Blacklick Street, Council Member Hougland thought that a wonderful attraction for Groveport would be a trolley. A trolley could transport people from one end of town to the other. Suppose the City ever finds itself with a budget that exceeds anything the City could spend it on. In that case, Mr. Hougland thinks the Administration should keep the idea in mind. Mayor Westcamp has raised the idea of a trolley to the Ohio and Erie Canal Southern Descent Heritage Trail Project Director Cathy Nelson. City of Groveport Page 8 Committee of the Whole Meeting Minutes September 20, 2021 XIII. Adjournment Council Member Cleary made a motion, seconded by Council Member Dildine, to adjourn at 6:31 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 9