Committee of the Whole

City of Groveport 655 Blacklick St. Groveport, OH 43125 614.830.2052 www.groveport.org . Meeting Minutes Monday, March 18, 2024 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 & Jack Rupp Committee of the Whole Meeting Minutes March 18, 2024 I. Call to Order Committee Chair Dildine called the Committee of the Whole meeting to order at 5:30 p.m. Staff Present: BJ King - Administrator, Kevin Shannon - Law Director, Jason Carr - Finance Director, Michael Loges - Development Director, Steve Farst - City Engineer, Brian Strayer - Public Services Director, Casey Adams - Chief of Police, Mindy Kay - Clerk of Council Guests Present: The Guest Book is on file with the Clerk of Council. II. Moment of Silence Committee Chair Dildine asked everyone to join him in a moment of silence. III. Pledge of Allegiance Chief Adams led the Pledge of Allegiance. IV. Roll Call Absent: 2 - Lockett, and Hilbert Present: 4 - Dildine,Hutson,Rupp, and Cleary V. Approval of Minutes The February 19, 2024 City Council Minutes stand approved as submitted. #057-2024 February 19, 2024 Committee of the Whole Meeting Minutes Attachments: 2024.02.19 Committee of the Whole Meeting Minutes.pdf VI. Business of Guests A. Madison Township Representative Administrator Susan Brobst updated Council and staff on news and events from Madison Township. She stated that there are still openings for their March 23rd self-defense class from 9am-12pm. One may register by reaching out to the Madison Township Police Department. She then announced that the Franklin County Auditor Community Outreach has reached out to Madison Township, and will be operating a free document shredding and electronics recycling event on Saturday, May 4th at Brobst Park from 10am-1pm. Mrs. City of Groveport Page 1 Committee of the Whole Meeting Minutes March 18, 2024 Brobst then reported on the electric and gas aggregation and the opt out letters that had been sent out. She stated one of the current electric and gas contracts is up at the end of April and one at the end of May, and that the board has approved staying with Archer Energy for both gas and electric. She went on to say that the new rates will show customers a $16 per month savings, and that residents may still opt out at this time. Mrs. Brobst and Council then briefly discussed the opt out process. #058-2024 MTFD Monthly Report Attachments: MTFD Monthly Report.pdf B. Warren Motts - Motts Military Museum Mr. Motts thanked Council and staff for all their support over the years and gave highlights on recent events at Motts Military Museum. C. COTA - Kelsey Ellingsen Local Government Affairs Director Kelsey Ellingsen gave a presentation on behalf of COTA and their Central Ohio’s Comprehensive Growth and Mobility Plan. She discussed the presentation with Council and staff and answered any questions they had. Senior Director of Development Kim Sharp was also present and aided in the discussion. D. American Legion Post 486 - Josh Saunders Josh Saunders spoke to Council about American Legion Post 486’s plans for use of the Crooked Alley KidSpace building, and the possibilities and for not only Post 486, but for the City of Groveport and Canal Winchester. He shared information on possible available grants for Post 486 as well as possible outreach and services that could be made available for veterans. He then discussed options for buying or leasing the building and any possible maintenance required with Council and staff. E. American Legion Post 486 - John Stertzer John Stertzer continued the Crooked Alley KidSpace discussion with Council and staff. He expressed how Post 486 has been here for one hundred years and their desire to provide further outreach to veterans. He said the Post is currently unable to do all the things they would like to do because they do not have a permanent home. He brought forth the idea of a quick claim deed, which would give possession of the building to the American Legion, which would in turn make grants City of Groveport Page 2 Committee of the Whole Meeting Minutes March 18, 2024 accessible to them. He then spoke further about veteran suicide statistics and the need for veteran assistance. VII. New Business VIII. Unfinished Business IX. Ordinances and Resolutions A. 3rd Readings Ord. 2024-010 AN ORDINANCE AUTHORIZING THE ISSUANCE OF BOND ANTICIPATION NOTES IN THE AMOUNT OF NOT TO EXCEED $1,000,000 IN ANTICIPATION OF THE ISSUANCE OF BONDS FOR THE PURPOSE OF DESIGNING, ENGINEERING, AND CONSTRUCTING VARIOUS IMPROVEMENTS TO THE CITY’S MUNICIPAL GOLF COURSE, WITH RELATED SITE IMPROVEMENTS AND APPURTENANCES THERETO, AND APPROVING RELATED MATTERS Sponsors: Lockett Finance Director Carr explained the purpose of the three bond anticipation note ordinances, each issuance amount, and savings based on difference in cost. Law Director Shannon added that the purpose of Ord. 2024-013 is to consolidate all three. A motion was made by Council Member Cleary, seconded by Council Member Rupp, to recommend approval to the City Council. The motion carried by the following vote: Yes: 4- Dildine,Hutson,Rupp, and Cleary Ord. 2024-011 AN ORDINANCE AUTHORIZING THE ISSUANCE OF BOND ANTICIPATION NOTES IN THE AMOUNT OF NOT TO EXCEED $200,000 IN ANTICIPATION OF THE ISSUANCE OF BONDS FOR THE PURPOSE OF ACQUIRING VEHICLES AND OTHER RELATED EQUIPMENT FOR MUNICIPAL ROAD CONSTRUCTION AND SERVICING PURPOSES, AND APPROVING RELATED MATTERS Sponsors: Rupp A motion was made by Council Member Rupp, seconded by Council Member Cleary, to recommend approval to the City Council. The motion carried by the following vote: Yes: 4- Dildine,Hutson,Rupp, and Cleary Ord. 2024-012 AN ORDINANCE AUTHORIZING THE ISSUANCE OF BOND City of Groveport Page 3 Committee of the Whole Meeting Minutes March 18, 2024 ANTICIPATION NOTES IN THE AMOUNT OF NOT TO EXCEED $1,400,000 IN ANTICIPATION OF THE ISSUANCE OF BONDS FOR THE PURPOSE OF CONSTRUCTING A RECREATIONAL FACILITY CONSISTING OF PICKLEBALL COURTS, SHELTERS, BLEACHERS, AND RELATED EQUIPMENT AND FURNISHINGS, ALONG WITH ANY NECESSARY SITE IMPROVEMENTS THERETO, AND APPROVING RELATED MATTERS Sponsors: Hilbert 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: 4- Dildine,Hutson,Rupp, and Cleary Ord. 2024-013 AN ORDINANCE CONSOLIDATING UP TO THREE BOND ANTICIPATION NOTE ISSUES OF THE CITY OF GROVEPORT, OHIO INTO A CONSOLIDATED NOTE ISSUE, AND ESTABLISHING THE TERMS OF SUCH CONSOLIDATED NOTE ISSUE Sponsors: Hutson A motion was made by Council Member Hutson, seconded by Council Member Rupp, to recommend approval to the City Council. The motion carried by the following vote: Yes: 4- Dildine,Hutson,Rupp, and Cleary Ord. 2024-017 AN ORDINANCE AUTHORIZING THE ADMINISTRATOR TO SOLICIT BIDS AND TO ENTER INTO A CONTRACT WITH THE LOWEST RESPONSIVE AND RESPONSIBLE BIDDER FOR THE EXPANSION AND RE-ALIGNMENT OF THE MUNICIPAL PARKING LOT LOCATED OFF OF WIRT ROAD AND TO EXECUTE ANY AGREEMENTS IN CONJUNCTION WITH SAID PROJECT Sponsors: Rupp Administrator King stated that this encompasses the realignment of the existing municipal parking off of Wirt road, closure of a portion of Cherry street, and also using the property where KidSpace is currently located to expand parking. He spoke of the community’s need for parking and also the American Legion’s desire to use the building. He said we’ve talked about it for a long time and feels like we need to make a decision and move forward with it. Council Member Cleary inquired about the building’s mold issue. Public Services Director Strayer reported that Servpro had come and taken samples on Thursday and we do not yet have results of those samples. Mr. Cleary expressed his thoughts about having tenants in the building with a mold issue, the value of the building, demolition and repairs. Council City of Groveport Page 4 Committee of the Whole Meeting Minutes March 18, 2024 Member Rupp asked Mr. Strayer to explain the process he went through to acquire all of the expenses related to the building. Council and staff continued to discuss repair and maintenance needs to the building including the roof, electrical panel, heating and cooling, brick on the exterior, transoms, windows, foundation cracks and settling, and the mold issue. Council Member Dildine raised the question of how many parking spaces this would create. City Engineer Farst said it would almost double the 60 spaces we currently have. Council concluded discussion with their expression of the need for parking in our downtown area as well as their desire to find the American Legion a home here, whether it be the KidSpace building or not. A motion was made by Council Member Cleary, seconded by Council Member Rupp, to make no recommendation to the City Council. The motion carried by the following vote: Yes: 4- Dildine,Hutson,Rupp, and Cleary Ord. 2024-018 AN ORDINANCE AUTHORIZING THE ADMINISTRATOR TO ENTER INTO A CONTRACT WITH LEUKCO CONSTRUCTION FOR PROFESSIONAL DESIGN-BUILD SERVICES, WAIVING COMPETITIVE BIDDING PURSUANT TO GROVEPORT CITY CHARTER SECTIONS 9.02(B) AND 7.03 Sponsors: Hilbert Administrator King explained that this is in reference to the buildout on the second floor of the Rarey’s Port building and that we are working with the contractor now to come up with a final cost estimate. A motion was made by Council Member Hutson, seconded by Council Member Rupp, to recommend approval to the City Council. The motion carried by the following vote: Yes: 4- Dildine,Hutson,Rupp, and Cleary B. 2nd Readings Res. 2024-002 A RESOLUTION AMENDING THE RULES OF COUNCIL Sponsors: Hutson Attachments: Res. 2024-002 Exhibit A.pdf A motion was made by Council Member Hutson, seconded by Council Member Rupp, to recommend approval to the City Council. The motion carried by the following vote: Yes: 4- Dildine,Hutson,Rupp, and Cleary X. Financial Report City of Groveport Page 5 Committee of the Whole Meeting Minutes March 18, 2024 Finance Director Carr gave highlights from the financial report including our general fund balance, interest earnings, and income tax. #059-2024 Financial Report Attachments: Financial Report.pdf XI. Other Business XII. Reports A. Mayor - Lance Westcamp B. Administrator - BJ King C. Director of Law - Kevin Shannon D. Director of Finance - Jason Carr E. Chief of Police - Casey Adams #060-2024 PD Council Report Attachments: PD Council Report.pdf F. Economic Development Director - Michael Loges Economic Development Director Loges discussed the newly constructed project on Hayes road with Council. #061-2024 EDEV Council Report Attachments: EDEV Council Report.pdf G. Public Services Director - Brian Strayer Public Services Directory Strayer reported that his department was finally able to acquire their two new snow trucks. #062-2024 PS Council Report Attachments: PS Council Report.pdf City of Groveport Page 6 Committee of the Whole Meeting Minutes March 18, 2024 H. Chief Building Official - Mike Poirier #063-2024 B&Z Council Report Attachments: B&Z Council Report.pdf I. Director of Golf - Tom Walker #064-2024 GOLF Council Report Attachments: GOLF Council Report.pdf J. Recreation Director - Seth Bower #065-2024 REC Council Report Attachments: REC Council Report.pdf K. Community Affairs Director - Jessica Wyke #066-2024 CA Council Report Attachments: CA Council Report.pdf L. City Engineer - Steve Farst City Engineer Farst briefed Council on the 2024 Street Program. #067-2024 ENG Council Report Attachments: ENG Council Report.pdf M. Director of Transportation / Senior Services - Bob Dowler #068-2024 DOT Council Report Attachments: DOT Council Report.pdf N. Personnel Director / Human Resources - Joyce Myers #069-2024 HR Council Report Attachments: HR Council Report.pdf City of Groveport Page 7 Committee of the Whole Meeting Minutes March 18, 2024 O. Director of Information Technology - Trevor Swackhamer P. Clerk of Council - Mindy Kay Q. Council Members - Jean Ann Hilbert, Ed Dildine, Shawn Cleary, Becky Hutson, Scott Lockett and Jack Rupp Mr. Rupp reported on the discussion of last week’s school board meeting. He said the most notable piece was on the curriculum review group they’ve composed with the intent to standardize the curriculum. This would mean that all teachers in the school district will teach from the same lesson plan. He also spoke about how they are working with the preschools to ensure that children are kindergarten ready before they start. He expressed how impressed he is with how the schools are taking on many approaches to get students on the right path. Mr. Cleary spoke about channel 10’s article on forever chemicals and how they’re causing water rates to go up, and how he would like to get the baseball diamonds at the Rec Center dedicated to some of our hometown heroes. XIII. Adjournment Council Member Cleary made a motion, seconded by Council Member Hutson, to adjourn at 750: p.m. All in favor stated AYE, None Opposed. Motion passed. __________________________________________ Edward Dildne, President Pro Tem __________________________________________ Mindy Kay 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 8