Committee of the Whole

City of Groveport 655 Blacklick St. Groveport, OH 43125 614.830.2052 www.groveport.org . Meeting Minutes Monday, October 21, 2024 5:30 PM Council Chambers Committee of the Whole Mayor Lance Westcamp Council Members - Shawn Cleary, Jean Ann Hilbert, Scott Lockett, Abdullah Ansar-Barsa, Karen Fraser, Jamie Hise Committee of the Whole Meeting Minutes October 21, 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, Casey Adams - Chief of Police, Steve Farst - City Engineer, Brian Strayer - Public Services Director , Mike Poirier - Chief Building Official, Tom Walker - Director of Golf, Seth Bower - Recreation Center Director, Jessica Wyke - Community Affairs Director, Bob Dowler - Director of Transportation, Joyce Myers - Personnel Director, Chris Snyder - Director of Technology, Mindy Kay - Clerk of Council Guests Present: The Guest Book is on file with the Clerk of Council. II. Moment of Silence The Mayor asked everyone to join him in a moment of silence. III. Pledge of Allegiance Captain Blevins led the Pledge of Allegiance. IV. Roll Call Present: 6 - Dildine,Hutson,Lockett,Rupp,Hilbert, and Cleary V. Approval of Minutes The September 16, 2024 Committee of the Whole Minutes stand approved as submitted. #196-2024 September 16,2024 Committee of the Whole Meeting Minutes Attachments: 2024.09.16 Committee of the Whole Meeting Minutes.pdf VI. Business of Guests A. Madison Township Representative Commander Boyd announced the retirement of Police Chief York and that he would be filling in as interim Chief until Spring. City of Groveport Page 1 Committee of the Whole Meeting Minutes October 21, 2024 #209-2024 MTFD Monthly Report Attachments: MTFD Monthly Report.pdf B. Bixby Rd/Ebright Rd Intersection City Engineer Farst gave Council an updated overview of the recent traffic study that had been conducted the intersection of Bixby road and Ebright road. A prior study of this intersection had been done in 2020. Mr. Farst explained that Jim Brenneman from Arcadis had come to Council with results from the 2020 study and there were immediate, median-term, and long-term countermeasures recommended. The median-term recommendation was a four way stop, but it was decided to first do improvements to signage and some clearing. He noted there has been a spike in the number of crashes and went on to report that according to the first study, we had a record of nineteen crashes in five years. In the last three years there have been twenty-three crashes. Mr. Brenneman then greeted Council and gave insight on the study most recently conducted. He reported that traffic had gone up 23% and noted the increased development in the area. He added that according to the study traffic peaked at a certain hour and that is generally not a cause to put up a traffic signal, as it unnecessarily slows traffic during non-peak hours. However, the amount of crashes does warrant the installation of a four way stop. He said that the recent study showed an equal split of crashes coming from all four directions at that intersection. He recommended a four way stop as the immediate term countermeasure until ODOT builds the US 33/Bixby Road interchange, with the anticipation of a significant change in traffic patterns. He then recommended the long-term solution being an appropriately sized roundabout at the intersection once the interchange is put in and we see a slowing in traffic. Mr. Farst expressed the need to publicize the four way stop over a period of time to make all drivers aware of the traffic signal change, possibly waiting until June when school is out to give the schools a chance to reconfigure bus routes if necessary. He spoke about putting a cost-effective traffic signal in to replace the four way stop as an intermediate solution before the installation of a roundabout. He told Council that he will send them ODOT’s PowerPoint showing each phase and timetable to the future changes on US 33. Council, staff, and Mr. Brenneman continued discussion on traffic patterns and issues, possible lend acquisition to accommodate a roundabout, partnering with other involved jurisdictions, state and federal funding, and the impending changes to US 33.. VII. New Business City of Groveport Page 2 Committee of the Whole Meeting Minutes October 21, 2024 VIII. Unfinished Business IX. Ordinances and Resolutions A. 3rd Readings Ord. 2024-044 AN ORDINANCE AUTHORIZING A CONTRACT FOR THE PROVISION OF HEALTH SERVICES WITH THE DISTRICT ADVISORY COUNCIL OF THE FRANKLIN COUNTY GENERAL HEALTH DISTRICT Sponsors: Hilbert Administrator King explained that this is our annual health contract with the Franklin County Board of Public Health and that we have actually already come in under the 2025 budget by about $3,000. A motion was made by Council Member Hilbert, seconded by Council Member Hutson, to recommend approval to the City Council. The motion carried by the following vote: Yes: 6- Edward Dildine,Becky Hutson,Scott Lockett,Jack Rupp,Jean Ann Hilbert, and Shawn Cleary B. 2nd Readings Ord. 2024-045 AN ORDINANCE ADOPTING THE ANNUAL APPROPRIATION ORDINANCE OF THE CITY OF GROVEPORT, OHIO, FOR THE CALENDAR YEAR 2025 Sponsors: Rupp Attachments: Ord. 2024-045 Exhibit A.pdf Administrator King stated that Council has had the chance to review the budget and commended the department directors for doing such a great job in presenting a very responsible budget. He mentioned how the expenditures are up, especially in the capital fund, which is representative of several large projects that are on the horizon hopefully for 2025. There is also a projected increase in revenue of 24%, which will allow us to make further improvements to the community and invest in our infrastructure and our facilities. Finance Director Carr gave highlights from his report and explained our conservative approach related to the general fund in hopes that revenues come in higher with income tax. Council and staff addressed any questions Council had about specific budget item lines. Mrs. Hilbert and Recreation Center Director Bower City of Groveport Page 3 Committee of the Whole Meeting Minutes October 21, 2024 went over locker room closure time frames for repairs, when the roofing equipment occupying handicap spaces at the Rec Center will be moved, and implementing temporary handicap parking in other spaces at the Rec Center. Mr. Dildine confirmed with the department directors that they are comfortable with their proposed budgets. He and Mr. King briefly discussed subsidies to departments before the discussion moved to increasing utility rates to raise revenue. Mr. Dildine raised the question of updating the technology in the Council Chambers, as well as the layout to better accommodate seating for residents. Mrs. Hilbert expressed how she wouldnt feel right remodeling the room after raising rates for residents. Mr. Lockett said he was in favor of updating technology wise. IT Director Snyder said he is working with a company to update the AV System at the Paddock Pub and if all goes well he would work with them on updating Council Chambers. Mr. Lockett expressed that he'd like to increase public participation by live streaming meetings. Administrator King agreed that the plan is to start streaming meetings. Council and staff further discussed streaming options. A motion was made by Council Member Rupp, seconded by Council Member Hilbert, to recommend approval to the City Council. The motion carried by the following vote: Yes: 6- Edward Dildine,Becky Hutson,Scott Lockett,Jack Rupp,Jean Ann Hilbert, and Shawn Cleary X. Financial Report Finance Director Carr gave highlights from the Financial Report. #197-2024 Financial Report Attachments: Financial Report.pdf XI. Other Business XII. Reports A. Mayor - Lance Westcamp Mayor Westcamp thanked Mr. King, Mr. Carr and all the department directors for their hard work on the budget. He then commended Trees & Decorations Committee Member Bruce Smith and all others involved in putting together yet another successful Haunted Park this year. he then expressed his excitement and anticipation for this weekend's Groveport vs Canal Winchester high school football game. City of Groveport Page 4 Committee of the Whole Meeting Minutes October 21, 2024 B. Administrator - BJ King Administrator King also gave kudos to the department directors for their work on the budget, and spoke about the upcoming Halloween Block Party and Veterans Day celebration. C. Director of Law - Kevin Shannon D. Director of Finance - Jason Carr #198-2024 Finance Director Report Attachments: Finance Director Report.pdf E. Chief of Police - Casey Adams Captain Blevins thanked Council for their feedback on the Bixby road and Ebright road intersection, and said he would pass the information and their concerns along to the department. #199-2024 PD Council Report Attachments: PD Council Report.pdf F. Economic Development Director - Michael Loges #200-2024 EDEV Council Report Attachments: EDEV Council Report.pdf G. Public Services Director - Brian Strayer #201-2024 PS Council Report Attachments: PS Council Report.pdf H. Chief Building Official - Mike Poirier #202-2024 B&Z Council Report Attachments: B&Z Council Report.pdf I. Director of Golf - Tom Walker City of Groveport Page 5 Committee of the Whole Meeting Minutes October 21, 2024 #203-2024 GOLF Council Report Attachments: GOLF Council Report.pdf J. Recreation Director - Seth Bower #204-2024 REC Council Report Attachments: REC Council Report.pdf K. Community Affairs Director - Jessica Wyke L. City Engineer - Steve Farst #205-2024 ENG Council Report Attachments: ENG Council Report.pdf M. Director of Transportation / Senior Services - Bob Dowler #206-2024 DOT Council Report Attachments: DOT Council Report.pdf N. Personnel Director / Human Resources - Joyce Myers #207-2024 HR Council Report Attachments: HR Council Report.pdf O. Director of Information Technology - Chris Snyder #208-2024 IT Council Report Attachments: IT Council Report.pdf 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 gave his appreciation to the department directors for their availability and willingness to answer Council's questions. Mr. Lockett City of Groveport Page 6 Committee of the Whole Meeting Minutes October 21, 2024 agreed and expressed his appreciation for what our staff does on a daily basis and how they go out of their way to be available to Council. Mrs. Hutson stated that our staff is a wonderful group to work with and always have a quick response to questions. Mr. Cleary mirrored their sentiments and challenged directors to let Council know if they have any ideas on how we can improve as a whole. Mr. Dildine agreed and urged directors not to hesitate if they have any questions, comments or concerns. Mrs. Hilbert added that she is impressed with how smoothly the budget process went this year and expressed her appreciation for our staff as well. XIII. Adjournment Council Member Cleary made a motion, seconded by Council Member Hilbert, to adjourn at 6:37 p.m. All in favor stated AYE, None Opposed. Motion passed. __________________________________________ Edward Dildine, 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 7