Committee of the Whole

City of Groveport 655 Blacklick St. Groveport, OH 43125 614.830.2052 www.groveport.org . Meeting Minutes Monday, November 15, 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 November 15, 2021 I. Call to Order by Committee Chair Hilbert at 5:30 p.m. Staff Present: BJ King - Administrator, Kevin Shannon - Law Director, Jason Carr - Finance Director, Jeff Green - Development Director, Casey Adams - Chief of Police, Tom Walker - Director of Golf, Kyle Lund - Recreation Center Director, Steve Farst - City Engineer, 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 Newly elected Groveport Madison Local Schools Board Member Seth Bower led the Pledge of Allegiance. IV. Roll Call Present: 6 - Cleary,Dildine,Hilbert,Hougland,Hutson, and Lockett V. Approval of Minutes - October 18, 2021 The October 18, 2021 Committee of the Whole Minutes stand approved as submitted. #282-2021 COTW Minutes Attachments: COTW Minutes 10.18.2021.pdf VI. Business of Guests A. Madison Township Fire Chief Robinson Fire Chief Robinson reported that the Fire Department has been making record runs each month and is on pace to record the highest runs ever in a single year. The Department appreciates the support of the City Council. Chief Robinson thanked the City for the invitation to commemorate Veterans Day. It was a wonderful ceremony; it is always great to be a part of the event. Groveport has always done such a nice job organizing the event. He congratulated the re-elected Council City of Groveport Page 1 Committee of the Whole Meeting Minutes November 15, 2021 Members and welcomed newly elected Council Member Jack Rupp. It is a pleasure having Mr. John Hougland around. Chief Robinson was thankful for the opportunity to meet with Mr. Hougland and his grandson to talk about the Fire Department. #283-2021 MTFD Monthly Report Attachments: MTFD Monthly Report.pdf B. Pamela Warren - 369 Kinsel Ave Pamela Warren, 369 Kinsel Avenue, addressed Council on issues with a neighbor about property boundaries. In July, she had problems with this neighbor about fence building and tree maintenance. She asked the City for a mediation meeting. The mediation meeting failed. At the time, Mrs. Warren learned that the road she currently lives on and is adjacent to is private property per her research with the Franklin County Auditor's maps and engineers. The current owner has made the City of Groveport Administration aware of this issue. She learned that the road and cul-de-sac on Kinsel Avenue were unlawfully installed in 1996. There are back taxes of $400 owed on the property. Also, $900 of back taxes owed on two plots on Crow Avenue. The developer who previously owned the property deeded it to the current owner for $1. Mrs. Warren asks that the City clean this matter up as soon as possible. And if not possible to do so, she asks that Public Works no longer maintain this property if it is private; no road maintenance, snow removal, or grass maintenance. Administrator BJ King verified that a private owner holds the deed to a portion of that roadway. The City has always maintained the road since its construction. This matter arose out of an issue about parking. Since it is under private ownership, the owner can place no parking signs in front of their house. For Groveport to take over that section of road, it could be through a donation, deed transfer, or purchase. It would put a burden on City crews to try to avoid removing snow on that private portion. Law Director Kevin Shannon noted with all due respect to Mrs. Warren; this matter did involve her son Christopher. That is how it came across Mr. Shannon's desk. There were ongoing boundary disputes between Mrs. Warren and her neighbor, Mrs. Strohm. Both parties claimed they were on the property of the other and wanted police action involved. Chief Adams got involved and there was mediation with Chief Adams, Lieutenant Short, and Administrator BJ King. The attempt to resolve the matter was unsuccessful. Mr. Shannon indicated to Mrs. Strohm that if she seeks to pursue criminal trespass charges, she has to prove to the City what property she owns. Mrs. Strohm would have to get a survey at her expense. She brought the completed survey back to the City, which staff reviewed. The survey clearly shows that Joyce Strohm owns the property in question. As the owner, she has the right to say who can be on her property, but she has to give proper notice. The result was the letter sent to the Warrens, of which each Council Member has a copy. Everyone had the opportunity to have their own survey performed. If any conflicts need resolving, ultimately, a court of law would City of Groveport Page 2 Committee of the Whole Meeting Minutes November 15, 2021 settle those conflicts. There was a criminal trespass charge out of the dispute, which the Court decided to everyone's mutual satisfaction. The City Administration had hoped that going forward they could minimize the issues since everyone has notice of who owns what. As far as any taxes due, that is a Franklin County matter to enforce. The City of Groveport cannot enforce unpaid property taxes. The Administrator adequately addressed the City maintaining the roadway. The property owner has not told the City that its crews are not to be on their property to plow snow, blacktop, or do any other maintenance. C. Warren Motts - Motts Military Museum Warren Motts, Motts Military Museum, brought Council up to date on all the goings-on at the Motts Military Museum. The register lists visitors from 32 different states and four countries. A publication of "111 Places in Columbus That You Must See" and the Ohio Cooperative Living Magazine published by South Central Power Company featured Motts Military Museum. A local Boy Scout took on a project to paint the Eddie Rickenbacker house to earn the rank of Eagle Scout. Pickerington Magazine featured a story on the young man's time at Motts Museum. Rick Palsgrove does a great job keeping the community informed of all that's going on at the Museum in the Groveport Messenger. Motts Military Museum held a "Celebration of Life" in honor of Don Jakeway. COVID-19 postponed the family having a service, and in the meantime, Don Jakeway's wife passed, as did Don Jakeway Jr's wife. Family and friends celebrated all three Jakeways. Don Jr has agreed to volunteer as the Museum's Director of Development on the capital campaign to raise funds for the buildings. Don Jakeway Jr was Director of Development for the State of Ohio under former Governor George Voinovich. The effort that will start soon is a very targeted strategic plan. He believes the City Council will be excited about supporting the Motts Military Museum. Mr. Jakeway has approached the Governor and Jobs Ohio. With the City of Groveport's support, he plans to talk to the County to follow a specific game plan to ensure a shovel-ready project. Groveport will be proud of the outcome. The State of Ohio televised its Holocaust commemoration ceremony on the Ohio Channel. Warren Motts was the guest speaker at Groveport's Memorial Day ceremony. Honor Flight had their reunion at the Military Museum, with 1700 people gathering outside. This year, there were two brick ceremonies to recognize the 83 bricks for 2020 and the 138 bricks for 2021. Motts Military Museum hosted several retirement parties. They participated in "Light up Ohio Blue," where former Groveport Police Chief Ralph Portier was the Grand Marshal. Approximately 100 law enforcement vehicles participated. New military City of Groveport Page 3 Committee of the Whole Meeting Minutes November 15, 2021 equipment donations are at the Museum. One item is a 1942 jeep that the donor restored. The Museum is working on restoring a 1968 ambulance. Five other pieces of equipment will receive repair and restoration as money becomes available. The Madison Township Fire Department held its 9/11 Ceremony at Motts. Firefighters from New York participated again this year. The Museum participated in many parades on various holidays. The Columbus Dispatch featured a full-page ad on the Museum in Groveport for the 2021 Columbus Dispatch Fall Home & Garden Show honoring the 20th anniversary of the 9/11 attacks. Motts Military Museum was a featured exhibit set up in a 30' x 64' booth and a 16' x 9' LED screen playing footage of the 9/11 attacks. Motts was part of the Flags of Honor event, participated in many car shows, including Vance's car show. Iheart radio sponsors the Driving for Daisy car show paying for everything. Every year the proceeds are donated to the 9/11 building project. VII. New Business None. VIII. Unfinished Business None. IX. Ordinances and Resolutions A. 3rd Readings Ord. 2021-053 AN ORDINANCE AUTHORIZING AN ANNUAL DONATION IN THE AMOUNT OF $25,000.00 TO MOTTS MILITARY MUSEUM, A PRIVATE NON PROFIT CORPORATION, FOR A PERIOD NOT TO EXCEED FIVE YEARS, APPROPRIATING SAID SUM FROM THE GENERAL FUND IN LEGISLATIVE 101.10.52401, COMMUNITY SERVICE GRANTS, TO FINANCE THE DONATION Sponsors: Hilbert Council Member Lockett emphasized the value of having Warren Mott's museum in the City of Groveport and its asset to the community. Mr. Motts does a good job promoting Groveport wherever he goes. Mr. Lockett would like to see something given back to the residents of Groveport for the City granting $125,000 to Motts Military Museum over five years. The City Council is currently considering raising golf and City of Groveport Page 4 Committee of the Whole Meeting Minutes November 15, 2021 aquatics rates. He thinks this is a good time to work with Warren Motts and his staff to discuss possibly doing something for the community. Some general ideas are residents having more access to the museum, discounted rates, family passes, or some other reciprocal agreement. Someone suggested having a Groveport Day. He doesn't want to come across as wanting to diminish all that Mr. Motts does for Groveport. All the people he brings to the City and the exposure Groveport gets when Mr. Motts is out and about in other cities and counties. Mrs. Hilbert commented that the Franklin County Commissioners wanted the museum to relocate to Veterans Memorial. This donation has been in the budget for 15 years. Groveport officials wanted Mr. Motts to keep the museum in Groveport. It is a huge asset to Groveport. Admission fees are reasonable at $10/adult, $8/senior (62 and over), $5/student, and children under 5 are free. Mr. Lockett will work with Mr. King and Council Member Dildine to connect with Lori Motts Byrd about looking into possible incentives for Groveport residents. Clerk of Council Ross read by title Ordinance No. 2021-053. A motion was made by Council Member Cleary, seconded by Council Member Hutson, to recommend approval to the City Council. The motion carried by the following vote: Yes: 6- Cleary,Dildine,Hilbert,Hougland,Hutson, and Lockett Ord. 2021-054 AN ORDINANCE AUTHORIZING A CONTRACT FOR THE PROVISION OF HEALTH SERVICES WITH THE DISTRICT ADVISORY COUNCIL OF THE FRANKLIN COUNTY GENERAL HEALTH DISTRICT Sponsors: Hougland Administrator King commented this is the annual contract the City has with the Franklin County Health Department for services they provide in Groveport. The cost is the same as it has been in the past. Clerk of Council Ross read by title Ordinance No. 2021-054. A motion was made by Council Member Hougland, seconded by Council Member Dildine, to recommend approval to the City Council. The motion carried by the following vote: Yes: 6- Cleary,Dildine,Hilbert,Hougland,Hutson, and Lockett Ord. 2021-055 AN ORDINANCE AMENDING ORDINANCE NO. 18-050 (ADOPTED 12/17/2018) WHICH ESTABLISHED IN SEASON GOLF RATES FOR THE GROVEPORT MUNICIPAL GOLF COURSE Sponsors: Hutson City of Groveport Page 5 Committee of the Whole Meeting Minutes November 15, 2021 Attachments: Ord. 2021-055 Exhibit A amended.pdf Administrator King stated the attachment to this Ordinance outlines the price increases. The increases are relatively nominal. Staff will ask for a recommendation to amend the attached exhibit at the third reading of this legislation. The attachment includes annual membership prices for those who already have memberships. The City has a moratorium on the issuance of any new memberships. Currently, there are about 30 memberships. Clerk of Council Ross read by title Ordinance No. 2021-055. A motion was made by Council Member Hutson, seconded by Council Member Dildine, to recommend approval to the City Council. The motion carried by the following vote: Yes: 6- Cleary,Dildine,Hilbert,Hougland,Hutson, and Lockett Ord. 2021-056 AN ORDINANCE AMENDING ORDINANCE NO. 2021-032 (ADOPTED 7/12/2021) WHICH ESTABLISHED MEMBERSHIP FEES AND RULES FOR THE OUTDOOR AQUATIC CENTER, AND RELATED PROVISIONS Sponsors: Lockett Attachments: Ord. 2021-056 Exhibit A amended.pdf Administrator King noted that the increase to the aquatics rates apply to the non-resident fees. Resident fee rates will remain the same. All the non-resident rates are double the amount to the resident rates. Council Member Dildine referred to information he received from Mr. Lund and Mr. Carr on numbers on how much the City has been subsidizing, prior fee structures, sales and surveys of other communities in the area. He is okay with the membership costs as they are inline with other aquatic center pools, depending on its amenities. The resident rate of $8 is pretty good; it was $3 when the outdoor pool opened. The caveat is that he has problems with how the City does any of its fee structures. Groveport does nothing for years then its does a big increase. Mr. Dildine does not agree with the $16 fee for non-residents. He thinks it is too much and a lot higher than any of the other water park facilities in Central Ohio. The City could be alienating a prime customer base that it has relied on for 20 years to supplement the Recreation Center and the outdoor pool. The rates went from 7 to 8 to 12 to 16 dollars. The City relies on revenue from non-residents at its golf course, aquatic center and recreation center and for them to eat at restaurants within Groveport. He stressed the point of what the non-residents are doing for the City facilities. The Groveport Recreation City of Groveport Page 6 Committee of the Whole Meeting Minutes November 15, 2021 Center's 30-day membership sales to date shows 166 memberships purchased by Groveport residents and 1064 purchased by non-residents. Mr. Dildine thinks the City has more to loose than to gain by raising the non-resident rates to $16. Mr. Hougland commented on Mr. Dildine's remark that the $16 daily pass fee would certainly encourage non-residents to buy season memberships. The Committee made no recommendation. Clerk of Council Ross read by title Ordinance No. 2021-056. The Committee of the Whole made no recommendation to the City Council. B. 2nd Readings Ord. 2021-059 AN ORDINANCE PROHIBITING PARKING AND AUTHORIZING THE INSTALLATION OF NO PARKING SIGNS ON THE FIRE HYDRANT SIDE OF WEST STREET IN THE CITY OF GROVEPORT Sponsors: Hilbert Stephen Winter, 369 West Street Stephen Winter stated that there was an opportunity to resolve the issues on West Street when the City put in the street lights and sidewalks in the early 1990s. The road is too narrow. The main problem is that the fire hydrants are on the east side of the street, and the mailboxes are on both sides. People can't get their mail if vehicles park in front of their mailbox. He thinks the mailboxes and the fire hydrants need to be on the same side of the street. If Council could work something out with the Post Office, it would benefit everyone on West Street and Kinsel Avenue. Michael Ream, 360 West Street Michael Ream came tonight to encourage Council to look at the situation on West Street like he has for years. The snow close to his driveway doesn't get plowed by the City because of the parked cars. If a resident wants to have 20 vehicles close to their home, they can park on their side of the street. Mr. Ream informed Council that he had presented a coin to Warren Motts. The challenge coin represents the Joe C. Paul Chapter (OH) of the Leathernecks Nation Motorcycle Club. Joe C. Paul was a Medal of Honor recipient. A discussion ensued of locating mailboxes to the fire hydrant side of a street. Some points raised were whether homeowners could move their mailboxes, would the Post Office require the installation of cluster mailboxes, and would the Post Office appreciate the convenience of City of Groveport Page 7 Committee of the Whole Meeting Minutes November 15, 2021 locating all the mailboxes on one side. The Post Master can pass regulations on which side it will deliver mail. A municipality cannot stop that regulation. Administration will reach out to the Groveport Post Office. Clerk of Council Ross read by title Ordinance No. 2021-059. A motion was made by Council Member Dildine, seconded by Council Member Hutson, to recommend approval to the City Council. The motion carried by the following vote: Yes: 6- Cleary,Dildine,Hilbert,Hougland,Hutson, and Lockett Ord. 2021-060 AN ORDINANCE CREATING THE POSITION OF EXECUTIVE ASSISTANT IN THE COMMUNITY AFFAIRS DEPARTMENT, ESTABLISHING THE PAY GRADE THEREFORE, AND ABOLISHING THE POSITION OF PUBLIC RELATIONS COORDINATOR/EXECUTIVE ASSISTANT IN THE ADMINISTRATION DEPARTMENT, AND THE DECLARATION OF AN EMERGENCY Sponsors: Hougland Administrator King commented this legislation would abolish the Public Relations Coordinator/Executive Assistant in the Administration Department. It will also rename the title and classification of the Administrative Assistant in the Community Affairs Department. In early 2020, post-COVID, staff came to Council with the findings of the wage and compensation study completed in 2019. The City has already made several of the recommended changes. One of the recommendations is to change the Administrative Assistant at Town Hall to Executive Assistant. Clerk of Council Ross read by title Ordinance No. 2021-060. A motion was made by Council Member Hougland, seconded by Council Member Dildine, to recommend approval to the City Council. The motion carried by the following vote: Yes: 6- Cleary,Dildine,Hilbert,Hougland,Hutson, and Lockett Ord. 2021-061 AN ORDINANCE CREATING THE POSITION OF AQUATICS SUPERVISOR IN THE RECREATION DEPARTMENT, ACCEPTING THE POSITION DESCRIPTION AND ESTABLISHING THE PAY GRADE, AND ABOLISHING THE POSITION OF ASSISTANT AQUATICS MANAGER IN THE RECREATION DEPARTMENT Sponsors: Hutson Attachments: Aquatics Supervisor Job Description.pdf City of Groveport Page 8 Committee of the Whole Meeting Minutes November 15, 2021 Administrator King commented that this legislation would clarify specific positions at the Aquatics Center in the Recreation Department. When reviewing the jobs at the Aquatics Center, some of the position titles’ duties were confusing, and staff asked the Administration to review the pay for the Assistant Aquatics Manager. This Ordinance would rename Assistant Aquatics Manager to Assistant Aquatics Supervisor and establish the pay grade. Clerk of Council Ross read by title Ordinance No. 2021-061. A motion was made by Council Member Hutson, seconded by Council Member Hougland, 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 The Finance Report will be made available at the next City Council meeting. XI. Other Business A. Robert Flood - Venture Place Traffic Robert Flood, Flood Heliarc, 4181 Venture Place, wanted to be sure Council was aware of the traffic patterns on Venture Place. It has been detrimental to his company trying to get steel supply trucks in and out of his place of business. If a truck can't get in, it leaves. A few weeks ago, Chief Adams made a point to try to help clear up the traffic. It helped a little bit, but Mr. Flood wants to know the long-term fix the City plans for the issue. Mr. Shannon and Chief Adams have talked with the Administration of Imagine Schools who came up with a temporary solution. The bus traffic is utilizing the parking lot of one of the buildings. One of the parking lots at another building is solely for parent drop-offs. Using the parking lots has helped alleviate some of the problems, but it is not considered the final fix by any means. The City and Groveport Madison School District allow buses to drop off students attending the Imagine Schools in the Groveport Madison High School parking lot. Students used the gated fence at the rear of the Imagine Schools for this purpose in the past. The Administration of Imagine Schools indicated that the same buses drop off Imagine students and high school students. Using the school District's parking lot would be the most immediate fix to the situation that would dramatically decrease the traffic volume on Venture Place. Another option is taking up the offer of Imagine Schools City of Groveport Page 9 Committee of the Whole Meeting Minutes November 15, 2021 to provide access to the City through its property to the north parking lot by constructing a roadway. Groveport has limitations. State Route 317 is ODOT's jurisdiction. City Engineer Steve Farst added that when the Imagine Schools came to Groveport, a traffic impact study did not warrant the installation of a traffic signal. The intersection still doesn't meet traffic signal warrants. The State comes back, suggesting that the two schools work together to use the traffic signal going into the high school. The City Administration will connect with the Groveport Madison School District in the near future. XII. Reports A. Mayor - Lance Westcamp Mayor Westcamp reported the 2021 Salute to Veterans had great weather and a good crowd. The banners honoring Groveport's local heroes, which mean so much to the families, were a big plus for the day. Deanna Queen spoke about her mother, Mary Ellen Miller, a Hometown Military Banner recipient, and her military experience as a U.S. Army nurse. There were two State Representatives and a State Senator in attendance. Jean Ann Hilbert added that Deanna Queen was a classmate and that was the first time she heard of Deanna's mother’s history in the service. Mr. Dildine commented that the banner program has taken off more than he had anticipated. When Patty Storts got with the company to design the banners, they came up with one of the better looking banners of all he has seen in other communities. B. Administrator - BJ King Administrator BJ King had nothing further to report. 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 reported that today was the first he had the opportunity to City of Groveport Page 10 Committee of the Whole Meeting Minutes November 15, 2021 talk to Shellie Rimmer. She is on mandatory leave in Cleveland, where she has to use her military leave before they release her. Shellie hopes to be home by December 1st, and she can't wait to get back. All the officers are eager to get her back too. #285-2021 PD Council Report Attachments: PD Council Report.pdf F. Development Director - Jeff Green Development Director Jeff Green was not present. #286-2021 ED Council Report Attachments: ED Council Report.pdf G. Public Service Director - Brian Strayer Public Service Director Brian Strayer was not present. #287-2021 PW Council Report Attachments: PW Council Report.pdf H. Chief Building Official - Stephen Moore Chief Building Inspector Stephen Moore was not present. #288-2021 B&Z Council Report Attachments: B&Z Council Report.pdf I. Director of Golf - Tom Walker Director of Golf Tom Walker had nothing further to report. #289-2021 GOLF Council Report Attachments: GOLF Council Report.pdf City of Groveport Page 11 Committee of the Whole Meeting Minutes November 15, 2021 J. Recreation Director - Kyle Lund Recreation Director Kyle Lund had nothing further to report. #294-2021 REC Council Report Attachments: REC Council Report.pdf K. Community Affairs Director - Jessica Wyke Community Affairs Director Jessica Wyke was not present. #290-2021 CA Council Report Attachments: CA Council Report.pdf L. Director of Parks & Facilities Management - Tom Byrne Director of Parks & Facilities Management Tom Byrne was not present. #291-2021 P&FM Council Report Attachments: P&FM Council Report.pdf M. City Engineer - Steve Farst City Engineer Steve Farst reported Bixby Road will hopefully open up to the public by the end of the week. #293-2021 ENG Council Report Attachments: ENG Council Report.pdf N. Director of Transportation - Bob Dowler Transportation Director Bob Dowler was not present. #292-2021 DOT Council Report Attachments: DOT Council Report.pdf O. Personnel Director - The Personnel Director position is currently unfilled. City of Groveport Page 12 Committee of the Whole Meeting Minutes November 15, 2021 P. Clerk of Council - Ruthanne Sargus Ross Clerk of Council Ruthanne Sargus Ross had nothing to report. Q. Council Members - Jean Ann Hilbert, Ed Dildine, Shawn Cleary, Becky Hutson, Scott Lockett and John Hougland Council Member Hutson mentioned the passing of Janet Ward. She did a lot for the community. XIII. Adjournment Council Member Cleary made a motion, seconded by Council Member Hutson, to adjourn at 7:30 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 13