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HomeMy WebLinkAbout06-13-2016 Council MinutesRECORD OF PROCEEDINGS Minutes of n t,r.. r'n, rounr i Meeting RABBET!Ba0111FAS -DAY N.MIO Fan 8101 Held June 13, 2016 CALL TO ORDER Mayor Peterson called the Monday, June 13, 2016 Regular Meeting of Dublin City Council to order at 6:45 p.m. at the Dublin Municipal Building. ROLL CALL Present were Mayor Peterson, Vice Mayor Reiner, Ms. Alutto, Ms. Amorose Groomes, Mr. Keenan and Mr. Lecklider. Ms. Salay was absent (excused). Staff members present were Mr. McDaniel, Ms. Mumma, Mr. Smith, Ms. Readier, Ms. Goss, Ms. O'Callaghan, Chief von Eckartsberg, Mr. Earman, Mr. Rogers, Ms. Puskarcik, Mr. Shawn Smith and Mr. 013den. ADJOURNMENT TO EXECUTIVE SESSION Mayor Peterson moved to adjourn to executive session for discussion of personnel matters related to the appointment of a public official and for conferences with an attorney for the public body concerning disputes involving the public body that are the subject of pending or imminent court action. Vice Mayor Reiner seconded the motion. Vote on the motion: Vice Mayor Reiner, yes; Mayor Peterson, yes; Ms. Amorose Groomes, yes; Mr. Keenan, yes; Ms. Alutto, yes; Mr. Lecklider, yes. The meeting was reconvened at 7:00 p.m. PLEDGE OF ALLEGIANCE Ms. Alutto led the Pledge of Allegiance. CITIZEN COMMENTS There were no citizen comments. CONSENTAGENDA Mayor Peterson inquired if any Council member requests removal of an item from the consent agenda. Hearing none, Mayor Peterson moved approval of the actions listed for the three items on the consent agenda. Vice Mayor Reiner seconded the motion. Vote on the motion: Mr. Lecklider, yes; Vice Mayor Reiner, yes; Mr. Keenan, yes; Ms. Alutto, yes; Mayor Peterson, yes; Ms. Amorose Groomes, yes. Approval of Regular Council Meeting Minutes of 5 -23 -16 • Notice to Legislative Authority re. transfer of D2, D2X, D3, D6 liquor permits from Soccer First, Inc. at 6490 Dublin Park Drive to Norm's Place Inc. 6490 Dublin Park Drive, Dublin, OH 43016 • Resolution 35 -16 (Introduction /vote) Accepting the Lowest and Best bid for the Community Recreation Center Pool Renovations Project. SECOND READING /PUBLIC HEARING —ORDINANCE Ordinance 23 -16 Changing the Fund Type Classifications of Certain Funds According to Guidance Issued by the Governmental Accounting Standards Board and the State of Ohio Auditor's Office. Mr. OBrien, Chief Accountant noted this relates to the financial reporting process at year end. Each year, Finance prepares the Comprehensive Annual Financial Report (CAFR) and it is based upon accounting principles issued by the Governmental Accounting Standards Board (GASB). A few years ago, GASB issued Statement 54, Minutes RECORD OF PROCEEDINGS June 13, 2016 Page 2 of 8 which significantly changed how fund balance classifications are reported. Also in the context of these changes, guidance was given regarding fund type classifications. At the time this was implemented, staff analyzed the City's funds to have the fund balances in the proper classifications. However, it would be more appropriate to report three of them in a different fund type classification. This ordinance proposes to change the fund types they are reported in. This will not change the normal operation with the funds; they will remain the same on the City's books. This is simply for financial reporting at year -end purposes. • The first fund is the Accrued Leave Reserve Fund, which accrues leave for paying severance payments for employees with sick leave and vacation balances. Currently, this is reported as a Special Revenue Fund and the fund balance is committed, as established by Council. The revenues going into this fund are monies from the General Fund and other funds. Staff had reported the revenues as charges for services in that fund and then the expenditures in the funds that pay the Payroll expenditures from which that money was taken. It is more appropriate to call these transfers versus charges for services, in which case the fund would no longer qualify as a Special Revenue Fund but should be reported with the General Fund. The resources would continue to be set aside for that same purpose but would be reported with the General Fund on a GAAP basis. • The next fund is the Unclaimed Monies Fund, which is the fund established by Ohio Revised Code Section 9.39. Monies for outstanding checks or funds not claimed are held in this fund for a period of time. If not claimed within five years, the monies revert to the General Fund. Previously, this has been reported as an Agency Fund, but a more appropriate presentation would be to report this with the General Fund as well. Eventually, those resources will go into the General Fund if not claimed. • The last item is the Cemetery Perpetual Care Fund. This fund, established under Ohio Revised Code Section 759.12 and 759.15 sets aside monies to care for the cemetery. This is funded by charges for services, from the sale of the lots, a one -time maintenance fee, and non - resident fees. That money is to be held in perpetuity and only the interest on the investment of those funds is to be used to care for the cemetery. Previously, this was reported as a Special Revenue Fund as well. It would more properly be reported as a permanent fund based on the fact that the City is holding the principal of that money in perpetuity and only spending the investment portion of the money. A permanent fund is designated by GASB for such funds. He offered to respond to questions. Vice Mayor Reiner noted that the City's charges for cemetery lots have been very reasonable over the years. Is this adequately funded to cover the maintenance costs for mowing and care of the cemetery paths? Mr. OBrien stated that at the present time, the balance in the perpetual care fund is @$1.2 million. However, no monies have been expended from this fund yet — monies were not to be expended until all of the cemetery lots were sold. That is projected to occur next year. Vice Mayor Reiner asked how the maintenance is being handled — is it through the Parks department? Ms. Mumma responded that the General Fund subsidizes the cemetery fund through an operating transfer. This funding is included in the operating budget each year and monies are appropriated in the Annual Appropriations ordinance. Any expenditures related to the cemetery do come out of that cemetery fund, which is considered a Special Revenue Fund. This permanent fund for perpetual care has not been used and will not be until all of the lots are sold. RECORD OF PROCEEDINGS Minutes of m Nrn Qty r.,. l Meeting BAR WaeO1lIP.RH -DA1 .01. ft -.101 June 13, 2016 Page 3 of 8 Mr. Keenan added that the principal of this fund cannot be used. Further, it is mandated by the State of Ohio that the City care for City-owned cemeteries. It is not a discretionary item. Vice Mayor Reiner stated that when all of the cemetery lots have been sold, will the City begin accessing the perpetual care funds and not subsidize the maintenance through the General Fund? Ms. Mumma responded, to the extent the interest earned from the perpetual care fund will cover the maintenance, that is correct. A Genera! Fund transfer will still be needed to cover maintenance costs, based on projected interest generated by the perpetual care fund. Ms. Amorose Groomes asked about the unclaimed monies fund. What is the average amount generated for this fund in the last several years? Mr. O 'Brien stated that at year end, there was a balance of @$38,000. Ms. Amorose Groomes asked if this balance was accrued over one year or longer. Mr. O 'Brien responded that balance was accrued over a number of years. Ms. Amorose Groomes asked what amount would typically be placed in the unclaimed funds in a given year. Mr. O'Brien responded he will check on this and report back. Mr. Keenan added that the unclaimed monies are accrued for five years, and then go into the General Fund if they are not claimed. Ms. Amorose Groomes summarized that it appears approximately $6 -7,000 is the balance each year for unclaimed funds. Ms. Mumma responded it is typically small dollar amounts and depends on the checks that are not cashed. Finance has mechanisms in place to contact those who have not cashed checks over a certain dollar amount — whether Payroll or Accounts Payable checks. Ms. Amorose Groomes stated that she would like estimates of the amount placed in the fund each year. Vote on the Ordinance: Mr. Keenan, yes; Mr. Lecklider, yes; Mayor Peterson, yes; Ms. Amorose Groomes, yes; Vice Mayor Reiner, yes; Ms. Alutto, yes. INTRODUCTION/ PUBLIC HEARING /VOTE — RESOLUTIONS Resolution 37 -16 Authorizing the City Manager to Execute a Contract with the Dublin City Schools for Provision of School Resource Officers. Mayor Peterson introduced the resolution. Chief von Eckartsberg stated this represents the renewal of the contract with Dublin City Schools to provide School Resource Officers to the four middle schools and three high schools in the District. As in the past, the agreement for the 2016 -2017 school year will provide for sharing equally with the Schools the cost of five of those SROs. Mr. Lecklider asked for confirmation that this is essentially a status quo contract. Chief von Eckartsberg stated that the changing costs of the contract reflect the estimated increases for salaries and benefits for next year for the officers. Vote on the Resolution: Mr. Keenan, yes; Ms. Alutto, yes; Mayor Peterson, yes; Ms. Amorose Groomes, yes; Vice Mayor Reiner, yes; Mr. Lecklider, yes. STAFF COMMENTS Mr. McDaniel stated: 1. The packet included a memo regarding the CLEANFleet certification. Dublin was one of eight Fleets in the nation to receive this certification. Congratulations to the Fleet staff on this certification! 2. Christine Nardecchia, Volunteer Administrator will receive national recognition as "Outstanding Volunteer Administrator" at the upcoming conference for the RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BA8R6TI BRDIIIFASDAYIDN.OHI(1 Farm 0101 June 13, 2016 Page 4 of 8 National Association of Volunteer Programs in Local Government. Congratulations to her! 3. Dublin was recognized by United HealthCare on a national level for the City's health and wellness program. 4. A memo was included in the packet related to the disposal /sale of a mower to the Village of Shawnee Hills. This item was declared as a surplus item in a previous resolution approved by Council. In a dialogue with the new Administrator, he learned the Village was in need of a mower. The cost of $2,500 is the minimum bid that would be placed on Govdeals. He believes offering the mower to this neighboring jurisdiction at that cost would be a nice gesture. He asked if there was any objection from Council to this proposal. There was no objection to this course of action. 5. Council has scheduled a work session on Monday, June 20 at 6 p.m. The work session is expected to conclude at 8:30 p.m. The topics discussed will be the West Innovation District and Ohio University campus master plan, and an update on the pedestrian bridge design as well as a conceptual look at the John Shields Parkway Bridge. These bridge items will be reviewed together, as they impact the process for obtaining permitting in the river corridor and it is important to obtain some guidance from Council at this point. 6. He thanked everyone for participating in the preparation for the Memorial Day observance and for the efforts in preparing for The Memorial Tournament. He thanked the public for their patience relative to traffic during the Tournament. 7. There are meetings scheduled in August related to the Capital Improvements budget, including a workshop. As a result of some dialogue with Council, the June 27 Council agenda will include an overview on the fiscal condition /background that is typically provided at the CIP workshop. This will help to begin to define the expectations in advance of the capital budget review in terms of funding available. In the July 5 meeting packet, a list will be provided that shows the inventory of all of the capital projects identified, based on hearing from the public, Council, and staff's assessment of needs. He plans to share the entire list with Council as well as the associated costs of each project. If there are items not included on the list, staff can cost out any additional items prior to presenting the proposed Five -Year CIP in August. This process will provide Council with more information upfront and allows for more interaction. Ms. Mumma stated that, as outlined in the packet memo, she has an audit exit conference declaration form with her tonight. Council and /or the City Manager are entitled to an exit interview with the City's auditors. As of the correspondence with the auditors yesterday, staff does not have a Management Letter at this time, which is excellent news. The audit has gone very well and they are finalizing their report. When the draft report is available, she will provide that to Council. If any Council member desires to have or not to have an exit interview, she will be available after the meeting to make note of this. COUNCIL COMMITTEE REPORTS Mr. Keenan, Finance Committee Chair reported that a Finance Committee of the Whole took place earlier this evening. Council directed staff to bring additional information to them regarding employee benefits for future consideration. Mr. Lecklider. MORK reoresentative stated that: 1. He attended last week's meeting of the Commission. A discussion item was the dues structure for the members who participate in the Commission. The proposal has not been voted upon yet. The dues are based on population, and among the members, the City of Dublin is the fourth largest member after Columbus, Franklin County and Delaware County. Depending upon the rate RECORD OF PROCEEDINGS Minutes of Dubrn Q44 r„, it i Meeting e.�werreaomsu.onrrorv.auo rwm wog June 13, 2016 Page 5 of 8 ultimately adopted, Dublin with a population of 44,641 would pay between $23,000 - 26,000 for the year's dues. By contrast, Columbus has 818,912 population and their dues would be in the range of $425,000 per year. 2. The Commission passed a resolution in support of an application for a grant through the U.S. Department of Transportation. USDOT has announced that $60 million is available through the Advanced Transportation Congestion Management Technologies Deployment Grant Program. This resolution supports the City of Dublin, Marysville and Union County in cooperation with Battelle and The Ohio State University in their application for this grant to make improvements to the U.S. 33 Corridor with the ultimate goal of improving traffic congestion and installing equipment for connected vehicles and autonomous vehicle research. Key partners would include Honda, Honda Research, Honda Engineering, Marysville and East Liberty, Honda Auto Plants Transportation Research Center, as well as the City of Columbus. The connected vehicle equipment proposed to be installed through the grant would be for truck platooning on the US 33 Corridor. Autonomous vehicle research funded through the grant will take place at the Transportation Research Center located on the Corridor. This is very exciting news and will put the corridor at the forefront of developments like this. Mr. Lecklider. Northwest 33 Innovation Corridor Group representative stated that: 1. The group met last Friday morning. He and Mr. McDaniel attended. They are working toward a conclusion with respect to the Crossroads Plan in a form that can be adopted by the participants. One of the sticking points was that the Jerome Township Planning Commission recommended deletion of a reference in the Plan that points out that what Jerome Township adopted with respect to Jacquemin Farms is essentially inconsistent with the comprehensive plan. This has not been presented to the Jerome Township Trustees — only to their Planning Commission. There have also been many conversations about the fact that Jerome Township does not require prospective developers to submit traffic studies. They have been told by one of their Trustees over the years that the Township cannot require that. One of the other participants in the group, a trustee from Millcreek Township indicated that traffic studies are a part of their development process. With the Costco development, many meetings were needed between developers and Union County, etc. to determine who would fund the improvements after Jerome Township approved the development with little to no consideration for the traffic impacts. 2. There was also a brief presentation made by Eric Phillips, Union County Economic Development Director regarding what is being described as the Northwest 33 Innovation Corridor Fiber and Smart Mobility Initiative. Union County is the third fastest growing county in Ohio, with projected population growth close to 50 percent through 2040. Earlier this year, Dublin, Marysville and Union County retained a consultant to develop a strategy to expand the fiber network along the Northwest 33 Innovation Corridor. The goal of the project is to extend fiber along the Northwest 33 Corridor, allowing access to Dublin's Metro Data Center. This is an economic development initiative for the benefit of all of the City's partners to the northwest. A partnership agreement is being developed as well. Mr. McDaniel noted that Mr. Phillips did a nice job with this presentation, and it will be shared with Council together with background and information. Mr. Lecklider noted that Mr. McDaniel has reported to Council on this initiative frequently as it has developed. Minutes RECORD OF PROCEEDINGS June 13, 2016 Page 6 of 8 Mr. Reiner. Dublin Arts Council representative stated that the DAC is pursuing their application for a Community Entertainment District liquor license. However, qualifying for this type of permit will require a new sink and drainage system as well as a grease trap system. Having such a permit will enable the DAC to do more in terms of fundraising events at the building. As the City is the building owner and landlord, there may be some improvements for which the City is liable. He discussed this with Mr. Guion today and is now seeking input from Council. Ms. Amorose Groomes asked if there are estimates for the cost of these improvements available. Vice Mayor Reiner responded there are some design requirements for these type of improvements as well, so perhaps this can be done as a package by someone with the particular skills. He does not have estimates available at this time. Ms. Amorose Groomes stated that once the estimates are completed, those discussions could occur. Mr. Keenan asked if this is envisioned as a potential bed tax grant funded improvement. Mr. McDaniel responded that is feasible, but the defined improvements and associated costs are needed to review this further. Mr. Keenan noted that this type of item is not in the lease. The lease addresses maintenance of the building, but such improvements would not fall within the framework of the current lease agreement. Another vehicle would be needed for funding this. Vice Mayor Reiner stated this is certainly something of merit and the City should support the DAC in their efforts to improve fundraising capability. Ms. Alutto, one of two Council liaisons to the Dublin Board of Education stated that their next meeting is scheduled tomorrow. COUNCIL ROUNDTABLE Ms. Amorose Groomes: 1. Noted there was a memo in the packet regarding a partnership opportunity with Mesh Fitness. She wants to ensure that whatever the City does with this particular facility would be made available to any workout facility in the City. She does not want to have a special arrangement with only Mesh Fitness or give them more preferred treatment than any other such facility in the City. She has some concerns with giving Mesh Fitness space in the Rec Center and allowing them space in the newly created park in the Bridge Street District. She is interested in having a level "playing field" for everyone. Mr. McDaniel stated he appreciates this input and agrees. He has asked the Rec Center staff to look at such partnerships elsewhere in the community with private sector entities. He believes there is more opportunity for these partnerships. Ms. Amorose Groomes stated that at a minimum, she suggests the City send a letter to every entity that would fall in this same business plan. Mr. McDaniel responded that he has asked Mr. Earman to look at a comprehensive program like that including approaching all similar facilities in and immediately around Dublin. 2. Commented regarding the good information contained in the memo regarding City support of the Dublin Historical Society. She believes it is important to continue to highlight the good things that the DHS does and support them as much as possible. 3. Noted that on May 26, the FOREmiler took place and she is not aware of any complaints about this year's race. If there was any feedback, she asked that it be shared with Council in the interest of making informed decisions in the future about these events. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting June 13, 2016 Page 7 of S 4. Commented that the Tournament activities were wonderful, and especially the volunteer party. Those volunteers work very hard to make the Tournament a success. S. Noted that the Memorial Day ceremonies were very well done — particularly the messages received from the high school students and Dublin residents as well. 6. Reported that she visited Alex's Lemonade Stand yesterday and observed the tremendous energy of the kids volunteering for this fundraising event. She looks forward to hearing the report on their results! Ms. Alutto: 1. Noted that she has some of the same concerns about the proposed partnership with Mesh Fitness. This needs to be considered within the context of the overall needs assessment. She owes staff a response on follow -up information they sent about programming needs. This partnership would potentially change the mix, and she wants to review it comprehensively. 2. Extended congratulations to Dublin City Schools on their new Win /Win agreement with Columbus City Schools. This new agreement provides the school district residents much needed stability regarding their future. Mr. Keenan: 1. Reported that Chief O'Connell, Chief von Eckartsberg and Ms. Ott did a great job with the increased workload related to the Memorial Tournament. He is very appreciative of their extra efforts related to all of the visitors to the City. 2. Noted he had a message from his brother -in -law, Bill Uttley, who serves on Hilliard City Council. He read the message, thanking the City for the Dublin Police officers who supported the Hilliard Police with patrolling the City of Hilliard during the Department's tragic loss of Officer Sean Johnson. Dublin Police as well as Columbus and Upper Arlington should be commended for this wonderful support of their comrades in Hilliard. Mr. Lecklider: 1. Added his compliments to everyone on staff involved in supporting The Memorial Tournament. 2. Noted his thanks to staff as well for supporting the Memorial Day activities and to Vice Mayor Reiner who presided at the event. Vice Mayor Reiner: 1. Commented that he had the opportunity to meet with the Mayor and Vice Mayor of Shawnee Hills and discussed the importance of sidewalks through their community to enable pedestrians to travel from west to east to the Columbus Zoo. A number of years ago, similar discussion took place about the SR745 /Glick Road intersection, and a collaboration among the state, county, Shawnee Hills and Dublin made this improvement a reality. He is hopeful that the pedestrian issues in this area can be resolved as well. 2. Noted that he plans to contact an OSU professor emeritus of City and Regional Planning, Jean - Michel Guldmann who has done an in depth study on the urban heat problem, particularly in the City of Columbus, which rates very high. About 36 years ago, Dublin enacted a greenspace ordinance which was decades ahead of other municipalities in this area. He believes Dublin would be an interesting study group for this professor. He has indicated there is a four plus temperature swing in Columbus over the rural areas, which results in respiratory ailments. He wants to see where Dublin stands in all of this. The professor did indicate that Columbus is proposing a program to plant 6,000 trees to provide a canopy to protect the area and reduce the ozone. Unless there is objection from Council, he would like to pursue this discussion with Minutes RECORD OF PROCEEDINGS June 13, 2016 Page 8 of 8 Professor Guldmann. This is an academic exercise and would not require funding. Mayor Peterson: 1. Noted that the City sent a proclamation to Emil Brolick, who recently retired from his position of CEO /President of Wendy's, after 30 years in the industry. Mr. Brolick has been a strong leader in Dublin's corporate community. He understands he will remain on the Board of Directors for The Wendy's Company. Congratulations to him on his retirement! 2. Congratulated Ms. Nardecchia on her award. It is always amazing that Dublin staff earns national recognition on such a regular basis and should not be taken for granted! 3. Noted that he has received preliminary numbers regarding Alex's Lemonade Stand fundraiser. He will provide that information to Council when available. 4. Commented that he appreciates the memo regarding the City's support of the Dublin Historical Society. This is good information about this important group. 5. Congratulated Dan Sullivan and all of the Tournament staff. They continue to exceed expectations every single year. Given the number of visitors who come to the City for a week, it is amazing how the City can accommodate all of the traffic. People indicated to him that they experienced no traffic issues coming to and coming from the Tournament, which is astounding for a residential community! He appreciates everyone's efforts in that regard. Vice Mayor Reiner added that the City's extension of the shared -use paths along Avery- Mu!fiield Drive was very helpful in ensuring safety during the Tournament. It also helped to keep the medians from being damaged by cars. This is a great improvement that benefits everyone. Mayor Peterson added that at the recent Legends Luncheon held at the OSU Student Union, Vice Mayor Reiner was able to arrange for a photo to be taken of Consul General Wada, Mr. Hidaka and Jack Nicklaus. Ms. Puskarcik and Mr. Sullivan had the photos autographed, framed and presented at the luncheon held during the Tournament for the Japan group. He thanked them for their support in making this special gift possible. /J was aournel at 7:45 p.m. Officer �(iaa�� �— Cif- tycJ'-•lam Clerk of Council