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HomeMy WebLinkAbout08-22-2016 Council MinutesRECORD OF PROCEEDINGS Minutes of Dublin CU Council Meeting a�xaerr exarxexs. o�rrav,owo rum e+m Held August 22, 2016 CALL TO ORDER Mayor Peterson called the Monday, August 22, 2016 Regular Meeting of Dublin City Council to order at 6:00 p.m. in Council Chambers at Dublin City Hall. ROLL CALL Present were Mayor Peterson, Vice Mayor Reiner, Ms. Alutto, Ms. Amorose Groomes, Mr. Keenan, Mr. Lecklider and Ms. Salay. Staff members present were Mr. McDaniel, Ms. Mumma, Ms. Crandall, Ms. Readier, Ms. Goss, Mr. Foegler, Ms. O'Callaghan, Mr, McCollough, Lt. Farmer, Mr. Earman, Mr Rogers, Ms, Puskarcik, Mr. Papsidero, Mr. Hammersmith, Ms. Richison, Ms. Husak and Mr. Plouck. ADJOURNMENT TO EXECUTIVE SESSION Mayor Peterson moved to adjourn to executive session for discussion of the purchase of land for public purposes 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. Mr. Keenan 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; Ms. Salay, yes. The meeting was reconvened at 7:00 p.m. PLEDGE OF ALLEGIANCE Ms. Alutto led the Pledge of Allegiance. SPECIAL RECOGNITION /PROCLAMATIONS • Steve Osborne, Treasurer /CFO, Dublin City Schools Mayor Peterson read and presented a proclamation to Mr. Osborne, recognizing him for his service to the Dublin community and his collaboration with the City of Dublin over his nine years of service to Dublin City Schools. Mr. Osborne thanked Council for this recognition. The support of City Council has been a major piece of the successes that the School District has experienced over his nine years of service. He also thanked City staff — Mr. McDaniel, Ms. Mumma and Ms. Grigsby prior to that. As a collective community, so many good things have been done together and the results are clear. He is so proud of this community! He is looking forward to his new position at Otterbein College. He leaves the District in great shape with a great new Treasurer, Brian Kern, who comes on board September 1. He has previously worked as an Assistant Treasurer in the District and will continue the fiscal excellence that is expected in this community. Mr. Lecklider added that it has been a pleasure working with Mr. Osborne. He appreciates all of his service on behalf of the District and the community. Mr. Osborne also acknowledged the presence and commitment of Cheryl Mack, Administrative Assistant, who is present tonight as well. Hunger Action Month — September 2016 Mayor Peterson read and presented a proclamation in honor of Hunger Action Month to Molly Arbogast, Executive Director, Dublin Food Pantry and Asch Mikhail, Board member, Dublin Food Pantry. Ms. Arbogast stated that at this year's Irish Festival, just under 16,000 pounds of food were donated, Over 150 volunteers moved the food from Coffman Park, sorted, dated checked and boxed it in less than 12 hours. They really appreciate the support of the City, of City Council, and the community as a whole. Their biggest needs currently are donations of toiletry items, which are a high need and not eligible for RECORD OF PROCEEDINGS Minutes of Dublin City Cm nno l Meeting a�xverraeontrxs. o�rron.oxto rmnetot Held August 22, 2016 Page 2 of 13 purchase with food stamps. They also welcome donations from those with garden overflow. If anyone is interested in volunteering, they are always in need of them. Mayor Peterson asked when donations can be dropped off, and how to sign up to volunteer. Ms. Arbogast responded that donations can be dropped off at the first floor of Dublin Community Church from 8 a.m. to 8 p.m. For volunteers, groups can be accommodated anytime, and those wanting to work with clients can volunteer Monday and Thursday evenings or Tuesday mornings. Mr. Mikhail, Board Member thanked Ms. Arbogast for her efforts in the past year. There are many families in Dublin who need this support. They will continue to grow their outreach this year. Dr. Hoadley of Dublin Schools is joining the Board and they hope to help more students. SPECIAL PRESENTATION • Update from Washington Township — Sara Ott, Township Administrator Ms. Ott stated that tonight, she will provide an update on Washington Township activities in 2015. One of the goals in 2015 was to create more transparency and community awareness of their services and programs they provide beyond emergency rescue and fire service. The 2015 annual report included in Council's packet is moving toward the Association of Government Accountants Citizen - Centric reporting model. Accompanying her tonight are Fire Chief Alec O'Connell and Assistant Fire Chief Bill Lynn, who was recently promoted to this position. 1. A frequently asked question is "Where is Washington Township'? Every Dublin resident is a Washington Township resident. There are some township residents who are outside of the City jurisdiction, but for the most part, the 43,000 served by the City each day are also served by Washington Township. 2. They are the primary provider of fire and EMS services and work with other jurisdictions to provide continuity of service through mutual aid. This partnership with other agencies has been the hallmark of keeping consistent services and levels of service throughout the community. They are fortunate that everyone works so well together. They appreciate Dublin's continued support. 3. Their service area stretches from the Glick Road corridor down to Hayden Run. 4. They have other services such as zoning in the unincorporated areas of Washington Township and roadway management for a small number of roads that they manage. 5. Fire and EMS is busier than ever, with an eight percent increase in run volume in the past year. Over three years, there has been a 15 percent increase in run volume. They expect this upward trend to continue. Most calls are for emergency medical services, at 70 -75 percent of their calls per year. 6. They also do safety education services with daycare groups, school groups, home schools, and adoption processes. They work with businesses who want to improve their safety environment. They operate a Citizens Fire Academy and will soon begin the six -week program. 7. They provide free car seat safety checks for families. They have a close relationship with Dublin City Schools and provide services to ensure safe conditions. They also provide their community rooms to the community for their use. 8. They provide significant amount of training to the City for CPR and first aid, handle commercial plans review, and provide an annual contribution to the City toward parkland acquisition from their General Fund. They also purchase services from the City of Dublin. 9. Resident input from surveys has been very helpful. Last November, 77 percent of the community voted in favor of renewal of the 8.25 mill fire levy. RECORD OF PROCEEDINGS Minutes of nuhnn Cihi Council Meeting August 22, 2016 Page 3 of 13 10. To provide all of these services, their revenues are just slightly higher than their expenditures. However, looking forward to 2016, they anticipate they will begin deficit spending. This was an intentional decision by the Board who opted for a renewal levy and planned to spend down fund balances within their 25 percent threshold. They believe they are able to do this through their next five years through diligent spending and management of their capital and personnel costs. They have taken many steps to keep those in check. Ultimately, around 2020 they will reach their 25 percent fund balance in both the Fire and General Fund. 11. The Board has established some goals in 2016 that staff has been working on. One of these is to review the township's fees for services provided and determine whether the township should be involved in EMS transport billing. Up to this paint, Washington Township has not billed for transporting and is the only EMS agency in Franklin County that currently does not charge for that service. It is a required covered underneath one's medical insurance policies. Currently, a policy discussion is ongoing within their agency and within their community. 12. They are also considering the impacts of tax increment financing. The township has concerns with this and she has shared those with Mr. McDaniel and Ms. Mumma. She has also shared these concerns in meetings with Mayor Peterson. For the long -term, Washington Township has concerns about ensuring that when those decisions are made, there should be some recognition of how that impacts the services of Washington Township going forward. 13. This year, they have undertaken an employee compensation analysis. As part of that study implemented earlier this year, wages were frozen for their employees. This was felt to be the most appropriate step to keep their compensation level competitive but not in the forefront in the Metro region. 14. They are also looking at contracting some zoning services. 15. They continue to share services when cost effective. The City of Dublin has been a great partner to the township, and if there are ways to save money for the shared residents, they will pursue these options. The township appreciates the City's willingness to partner with them in this way. She offered to respond to any questions. Mayor Peterson thanked her for the update, noting that the City relies heavily on its partnership with Washington Township and looks forward to it in the future. Cn7ZEN COMMENTS Jan Shepherd, 8197 Balloch Court, Dublin stated she is present to comment about the SR161 /Riverside Drive roundabout. She empathizes with the businesses and people in Dublin that wanted the roundabout open, but she believes it was opened too early without proper signage, without consideration for the expanse of the size of the roundabout. Her daughter was driving in the inside lane of the roundabout, crossing 161, when a driver failed to yield and hit her car, spinning her car in the roundabout. This was not a minor fender bender. She believes this roundabout has been installed at an intersection where people travel from all areas of the region to the Columbus Zoo. Many who encounter this roundabout do not know how to use it, and the signage is small and at the entrance to the roundabout. She travels to ABC /FOX each day to work. She urged Dublin to get the signage right before a roundabout is opened, so that Dublin would not be an evening news story about what should have been done. Some roundabouts were installed because of fatal accidents, and some are installed for ease of access. There have been 12 documented accidents since the SR161 /Riverside Drive roundabout opened. Perhaps traffic calming could be added, such as rumble strips to alert people of the need to slow down. This road changes from 50 mph, to 35 mph to 25 mph. She respectfully asks Council to consider what can be done in the immediate term to slow the traffic. Perhaps an officer with a speed gun could gauge the speed of the traffic entering the Minutes RECORD OF PROCEEDINGS August 22, 2016 Page 4 of 13 roundabout. She believes Council would be appalled at the speeds. Dublin does things the right way, and not under pressure or reactionary. Mayor Peterson thanked her for the comments. Ms. Amorose Groomes asked staff to provide the data regarding accidents at the SR 161 /Riverside Drive roundabout to Council. Mr. McDaniel agreed to do so. State Representative Dorothy Pelanda addressed Council, noting she represents the 8611 District of Ohio, which includes most of Marion and all of Union counties. She represents Dublin -1 and Dublin -2 as well as Jerome Village. She believes it is important for Council to have her contact information. Two days of the week, she travels door to door in these areas she serves. This is one of the fastest growing communities in the state of Ohio. The most important thing she can do as their State representative is to introduce herself to them and let them know what types of services she can provide for them. She also has met with Mr. McDaniel, Ms. Goss and Dr. Hoadley in an effort to build relationships on behalf of her constituents. Attending the Industrial Parkway Association meetings each month, she is aware there are many issues for Jerome Township residents and the City of Dublin. It is her goal to be one of the bridges toward the future growth in the 33 Corridor and in Dublin in general. Prior to her appointment as a State representative in 2011, she was an attorney in this area for 30 years. She closed her practice to devote herself fully to representing her constituents. She is very proud of the District, very excited about the growth coming, and looks forward to working with City Council to build those relationships so that as the challenges of growth arise, they can be met together in a positive way. Mayor Peterson thanked Rep. Pelanda for coming to Council and for her service to the community. CONSENTAGENDA Ms. Amorose Groomes requested that Ordinance 32 -16 be removed from the Consent Agenda and considered under the regular portion of the agenda. She would like more discussion regarding the excess fund balance. Mayor Peterson moved approval of the actions for the remaining five items on the Consent Agenda. Vice Mayor Reiner seconded the motion. Vote on the motion: Ms. Salay, yes; 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 August 10, 2016 • Notice to Legislative Authority — Stock transfer for C1 and C2 liquor permits — Walgreen Co. dba Walgreens 06115, 6805 Hospital Drive, Dublin, OH 43016 • Ordinance 31 -16 (Introduction /first reading) Adopting the City's Debt Polity) (Second reading /public hearing September 12 Council meeting) • Ordinance 33 -16 (Introduction /first reading) Vacating 0.069 Acres, More or Less, of Dale Drive as a Public Road in the City of Dublin, County of Franklin, State of Ohio. (Second reading /public hearing September 12 Council meeting) • Resolution 47 -16 (Introduction /public hearing /vote) Accepting the Lowest and Best Bid for the 2016 Storm Structure Project. POSTPONED LEGISLATION SCHEDULED FOR HEARING Ordinance 25 -16 Adopting the Crossroads Area Plan. Minutes RECORD OF PROCEEDINGS n hlin r ty rntinc.41 Meeting August 22, 2016 Page 5 of 13 Mr. McDaniel stated that, as the memo indicates, this legislation was introduced on June 27 and postponed at the July 5 meeting to allow time for Council and the public to review the Crossroads Area Plan. This is a cooperative effort involving Union County, the City of Marysville, Jerome Township, and the City of Dublin. Staff is recommending approval of this Plan in its current form. This process was managed by the Logan /Union /Champaign County Regional Planning Commission and several public input processes were held. He believes that the City of Marysville Council will approve this Plan, and Union County Commissioners are considering this at tomorrow's meeting, with passage likely. He is not certain of the status at Jerome Township — they are continuing to review it. The three parties of Union County, City of Marysville and City of Dublin believe the Plan should be approved. At a meeting of the US33 Corridor Executive group held on August 12, all were informed that this was moving forward. He asked Mr. Lecklider to comment, given his participation in that meeting on August 12 and his involvement in the Corridor group. Mr. Lecklider stated that Jamie Greene, the consultant who led this effort on behalf of the parties participating in the Crossroads Area Study, previously presented to Council about this Plan. It is important to note that this Crossroads Area Plan before Council tonight is generally consistent with Dublin's Community Plan. The one exception is with Jacquemin Farms along Hyland Croy. What Council is asked to approve this evening does not include Jacquemin Farms, as the parties could not agree on a preferred land use for that property. This property is also the subject of a current referendum effort. The goals contained within the Plan are what is important — in particular, formalizing a protocol for pre - development consultation; creating a stronger, coordinated development review process; improving transportation infrastructure; and creating stronger physical development standards. Mr. McDaniel is correct in pointing out that, from ail indications, Marysville and Union County are going to adopt this Plan. The Plan is a guide, similar to Dublin's Community Plan. The jurisdictions, with the exception of Jerome Township, have been abiding by these principles up to this point. We think it is important in large part to have predictability. He noted that there are some residents of the affected area in attendance, in case they want to speak. [The residents noted they are not requesting to speak tonight.] Mayor Peterson thanked Mr. Lecklider for all of his work on Council's behalf. Vote on the Ordinance: Ms. Salay, yes; Mr. Keenan, yes; Mr. Lecklider, yes; Mayor Peterson, yes; Ms. Amorose Groomes, yes; Vice Mayor Reiner, yes; Ms. Alutto, yes. SECOND READING /PUBLIC HEARING — ORDINANCES Ordinance 27 -16 Authorizing the City Manager to Execute Necessary Settlement and Conveyance Documents to Acquire a 0.206 Acre, More or Less, Fee Simple Interest; a 0.122 Acre, More or Less, Permanent Easement; a 0.099 Acre, More or Less, Permanent Easement, and a 0.101 Acre, More or Less, Temporary Easement from Pewamo, LTD., for the Property Located along State Route 161 for the Construction and Extension of Industrial Parkway for the Academic Drive Phase 1 Project. Ms. Readier stated that these property acquisitions are necessary for the project. The City and the property owner each had the property appraised and the appraisers came to very different conclusions, as noted in the staff report. Staff explored settlement options and a mediation was conducted. As a result of that mediation, a settlement of $227,000 and a future full movement access point at a mutually agreeable location — once the land develops — is proposed. The Law Department recommends approval of Ordinance 27 -16. She offered to respond to questions. Vote on the Ordinance: Mr. Keenan, yes; Ms. Alutto, yes; Mayor Peterson, yes; Ms. Amorose Groomes, yes; Vice Mayor Reiner, yes; Ms. Salay, yes; Mr. Lecklider, yes. Minutes RECORD OF PROCEEDINGS 111111111111118M.1 M.01WOM M. Held August 22, 2016 Page 6 of 13 Ordinance 28 -16 Authorizing the City Manager to Enter into a Pre - Annexation Agreement with Pulte Homes of Ohio, LLC Describing the Intentions of the Parties to Annex Certain Real Property Located in Jerome Township. Ms. Readier stated that this legislation authorizes a pre- annexation agreement with Pulte for certain parcels along Hyland -Croy Road. The key terms are outlined in the staff memo. Council previously had questions regarding the reparations payment calculations. Working with the developer and Finance staff, estimates were provided in the staff report. As noted at first reading, this is the first step in an annexation and rezoning process. If this agreement is approved, there will be multiple reviews by the Union County Commissioners, City Council and the Dublin Planning and Zoning Commission. Representatives from Pulte are present to respond to any questions. She offered to respond to questions, as well. Staff recommends approval of Ordinance 28 -16. Mayor Peterson invited the applicant to testify. Matt Callaghan representing Pulte Homes 4900 Tuttle Crossina Boulevard Dublin stated he has no additional information to add. As the Law Director indicated, this is the first step in the process and Planning and Zoning Commission and City Council will make the determinations going forward regarding development and annexation. Ms. Amorose Groomes thanked him for being responsive to her request for the information on reparations payments. Vote on the Ordinance: Ms. Salay, yes; Mr. Lecklider, yes; Ms. Amorose Groomes, yes; Ms. Alutto, yes; Mr. Keenan, yes; Mayor Peterson, yes; Vice Mayor Reiner, yes. Ordinance 29 -16 Adopting and Enacting a Supplement (S -40) to the Code of Ordinances for the City of Dublin, Ohio. Ms. Readier stated that this is a standard housekeeping measure. American Legal has prepared the current supplement to the Dublin Code, which contains all ordinances of a general and permanent nature approved through June 30, 2016. Also included is applicable state legislation approved through April 6, 2016. Staff recommends approval, and she offered to respond to any questions. Vote on the Ordinance: Ms. Amorose Groomes, yes; Mayor Peterson, yes; Ms. Alutto, yes; Mr. Lecklider, yes; Ms. Salay, yes; Vice Mayor Reiner, yes; Mr. Keenan, yes. INTRODUCTION/ FIRST READING - ORDINANCES Ordinance 30 -16 Amending Section 153.059 of the City of Dublin Codified Ordinances (Zoning Code) to Amend the Bridge Street District Zoning Regulations to Add "Religious or Public Assembly" as a Conditional /Size Limited Use in the BSD, Office Residential District. (Case 16- 047ADMC) Mr. Lecklider introduced the ordinance. Ms. Husak stated that the Planning and Zoning Commission recommended approval on July 7, 2016. The Commission also recommended approval of the conditional use for Vineyard Church for a specific tenant space, which would not be in effect until the ordinance is approved. The Office Residential District was in the Bridge Street District as essentially on the south side of I -270. It is all east of Riverside Drive. Staff was approached by applicant Vineyard Church to move from Dublin Village Center to three tenant spaces within this existing office building. As the research was done, it was determined that in the Office Residential District within the BSD, churches, religious assembly or public assembly uses were not permitted. They are permitted in all of the other RECORD OF PROCEEDINGS Minutes of niihiin City rnnnrii _ Meeting enaemrevumvn. o�rrov,oxio rem, e,ai Held August 22, 2016 Page 7 of 13 Bridge Street Districts except for Historic Residential. The applicant requested that the Zoning Code be amended for this District in order to allow this use in the size limitations as it is in all the other districts. Staff is recommending approval of this ordinance at the September 12 Council meeting. Ms. Amorose Groomes recalled that when writing the Bridge Street Code, there was discussion about churches in the Districts. She recalls that the Planning Director at that time, in particular, was non - supportive of church use in this district. There was a difference of opinion among the Commissioners. However, if the City's desire is for urban, walkable, historic areas, religious institution uses are critical to the life of those communities. She appreciates that staff has brought this forward to be addressed. There will be a second reading /public hearing at the September 12 Council meeting Ordinance 32 -16 Authorizing the Adoption of a General Fund Balance Policy. Mayor Peterson introduced the ordinance. Ms. Mumma stated that on August 10, state brought forward a General Fund balance policy to the Finance Committee of the Whole. This was in response to discussion at the March goal - setting session in which utilization of the General Fund was discussed. The policy proposed by the Administration articulates the City's practice of maintaining a General Fund balance of no less than the General Fund expenditures. It also included a provision that, to the extent that the General Fund balance exceeds 75 percent of the General Fund expenditures, staff proposes transferring 25 percent of that excess over 75 percent to the Capital Improvements Tax Fund. The recommendation was based on the fact that staff believes that in the past, the General Fund has transferred monies into the Capital Fund. It traditionally transfers monies into tax increment financing funds to advance capital projects. Because of the restrictive nature of capital improvements, staff believes that is the best use of those dollars as opposed to spending those excess monies on anything operational in nature. This would allow the monies to be invested back into the community. Ms. Amorose Groomes thanked staff for drafting this policy. It is important to have a policy and the language in the policy is very good with one exception. This relates to the provision regarding the excess General Fund balance. This would make it Council's policy to transfer those excess funds to the Capital Improvements Tax Fund each year. She is not certain that Council wants to set at this point in time the destination of those excess dollars. She would prefer to have a discussion at the time the excess funds are present to determine the path those excess dollars would take. This is similar to a family's personal finances, where discussion takes place at the end of each year about the resources available and how to allocate them. It is a collective decision to be made about remaining funds and where they should go. It is appropriate for this Council to have the decision about where the remaining dollars go, what are compelling places where they might be sent. Perhaps they would be used to pay down debt; maybe the operating fund has some shortcomings; or perhaps it would go to the capital improvements tax fund. It is important to have the conversation at that point in time, versus predetermining now for the foreseeable future where those dollars would go. She would propose revising the language slightly — that the ultimate destination of the excess funds would be determined by Council at the time they are to be distributed. Mr. Keenan commented that placement of any excess funds is also Council's purview. He views the Capital Improvements Tax Fund as a placeholder for the excess funds. He believes the financial professionals have advised the appropriate location for such funds. Council always has the opportunity to change the destination. RECORD OF PROCEEDINGS Minutes of Dygrn City rn nra Meeting August 22, 2016 Page 8 of 13 Mayor Peterson noted that Ms. Mumma indicated a reason for having policies is the rating agencies' desire for adopted policies versus standard operating practices. What are the pluses and minuses of the language Ms. Amorose Groomes is proposing to change? Ms. Mumma responded that having a stated policy is more than many entities have in place. By formally adopting a 50 percent reserve policy, the City is already way ahead of other municipalities. She views the excess of 75 percent to be "icing on the cake." It is a good policy to demonstrate to the public what the excess funds are to be used for. By articulating language that directs the use of that excess amount, it gives the taxpayers the certainty that the monies will be used on capital investments. Staff believes that, for good business practice, this use of excess funds should be articulated. But there is nothing that requires this be addressed in a policy. Mayor Peterson suggested that after the language "capital improvements tax fund" additional language could be added, "or as to be determined by Council." Council always has the final decision on these matters. Ms. Mumma responded that the only caveat is that, depending upon where the ultimate destination would be determined, no other rules would be broken. For example, the general bond retirement fund is an area where lots of activities should not occur. There is a specified level of balance that the City should not go above and beyond. It is related to the interest levels in a given year. It is important to allow time for research about the best way to accomplish Council's desires for the destination of excess funds at a future point in time. Ms. Amorose Groomes stated that would be addressed through legislation that would have more than one reading. When Council sets policy, it is not necessarily a policy for itself, but for those would follow on Council. They do not have the opportunity to hear the original conversation where they would understand why a decision was made. She is advocating a revision of those four words, eliminating an absolute designation in the policy, but that the designation would be set by Council. Mayor Peterson asked if the language, "or as otherwise directed by Council" accomplishes the goal. Ms. Amorose Groomes responded affirmatively. Mr. McDaniel pointed out that language such as this essentially indicates that the City has no policy. The purpose of policy is to declare the intention of how it should be handled. In the absence of specific guidance, that is what would take place. He reminded Council that they always have the right, and it is Council's obligation to closely review the budget and determine the appropriate use of funds. He believes in having polity, as do the rating agencies. He suggested that Council consider policies /guidance first, and exceptions to that rule later. Ms. Amorose Groomes asked if he is suggesting that if the designation of where the monies go changes that the policy is somehow ineffective. The balance of the policy remains intact, it is simply the designation of the funds that changes. Mr. McDaniel responded that if the designation of the excess funds is not made, it is designated not to go anywhere. That would need to be debated each year. What the rating agencies are seeking is some level of certainty about where Council would like to see the excess funds go. This would be governed by exception as opposed to an ad hoc basis every year. It is preferable to have this articulated and manage it by exception. Ms. Alutto stated this is only a portion of the amount in excess of 75 percent. While she understands the intent of Ms. Amorose Groomes' suggestions, she could foresee lengthy discussion each year about where these funds should go. But if this policy is approved, she would like to review it next year and see how the language in the policy is working as intended. Council always has the right to change policies if needed. She would make the same suggestion regarding the debt polity. RECORD OF PROCEEDINGS Minutes of Dublin City rn,,nri l Meeting August 22, 2016 Page 9 of 13 Ms. Mumma agreed with the need to review the policies going forward. She reviewed what the impact would have been over the past five to six years, had the policy been in place. It is prudent to have future review of both policies. She added that the transfer of funds is always subject to appropriations by Council, and therefore staff cannot unilaterally transfer funds without Council's approval. There would likely be discussion at multiple points each year of these transfers. Mr. Lecklider stated that he prefers that the default position be that the excess monies go to capital investments. That is the conservative approach and he believes this is what the public would expect. This constitutes reinvesting in the "business" of the City. If an unpredictable situation or emergency would arise, something else can certainly be done. If there were a recession or a shortfall in the operational side, the monies could be diverted if Council so determines. Council must act on this transfer each year regardless. Ms. Amorose Groomes stated she does not want Council to be in the position of not following its policy on a regular basis. She would like to avoid this. Mr. Lecklider responded that he does not foresee Council not following this policy, and he is in favor of this policy as drafted. Ms. Mumma added that there is a statement in the debt policy that addresses a waiver of the policy, indicating that the City may deviate from the requirements if it is in the best interests of the City to do so. This would force a conversation and document through some process why the City would deviate from the requirement. This provides an acknowledgment that there might be such an occurrence and it could be documented and then approved with that notation. Ms. Amorose Groomes stated that she would support having this additional language in the General Fund balance policy. She does not want to adopt a policy that Council would not follow. The policy should be a guiding force of what is done. She wants to have a check valve included regarding good reasons to deviate from the policy. Ms. Mumma noted that, as Ms. Alutto suggested, in a yearly review of the policies, if it is found that there is need to deviate from the policy routinely — it would result in the decision to tweak the policy. She will include this waiver language in the General Fund balance policy for the second reading. Ms. Alutto added that this also implies that some level of justification must occur for a waiver. She would feel more comfortable on both sides of that argument. Mayor Peterson asked if Council has any concern with including the waiver language in the General Fund balance policy that is in the debt policy. Mr. Keenan stated that if Ms. Mumma is comfortable with that change, he is in agreement. There were no other comments. Ms. Mumma summarized that an amended General Fund balance policy would be provided for the second reading on September 12. There will be a second reading /public hearing at the September 12 Council meeting. STAFF COMMENTS Mr. McDaniel: 1. Noted that a follow -up memo was sent by staff on Friday evening regarding Ordinance 26 -16, Adopting the Five -Year CIP. He believes that staff has responded to the questions Council raised at the workshop. He thanked staff RECORD OF PROCEEDINGS Minutes Held August 22, 2016 Page 10 of 13 for the quick turnaround. If there are other questions, or if something was missed, staff can respond in the next packet. 2. Pointed out that Clarion & Associates will be in Dublin for the input session related to overlay zoning districts in Historic Dublin and the Bridge Street District Code updates related to signage. They are scheduled on Wednesday, August 24 at 11 a.m. at the 5800 Building. Anyone who cannot attend at that time can be accommodated as needed. 3. Noted that the Central Ohio Transit Authority has their annual luncheon scheduled on Thursday, August 25. 4. Reported that O'Brien /Atkins will be in Dublin on the evening of Tuesday, September 6 to discuss the West Innovation District. More information will be forthcoming. COUNCIL COMMITTEE REPORTS • Recommendations for Beautify your Neighborhood Grants Vice Mayor Reiner. Community Development Committee Chair reported that the Committee met earlier this evening to review two Beautify your Neighborhood grant applications. The Committee recommends approval of a BYN grant to Lowell Trace in the amount of $1,279.30 to address issues identified with the foundation of their entry sign. The Committee also recommends approval of a BYN grant of $5,000 to Willow Grove for landscaping improvements at their neighborhood entries. Vice Mayor Reiner moved approval of the recommendations. Mayor Peterson seconded the motion. Vote on the motion: Ms. Alutto, yes; Ms. Salay, yes; Mr. Lecklider, yes; Mayor Peterson, yes; Vice Mayor Reiner, yes; Ms. Amorose Groomes, yes; Mr. Keenan, yes. Mr. Keenan, Finance Committee Chair noted that the second reading /public hearing of the CIP is scheduled for Monday, September 12. If there are additional questions, he asked that they be brought forward to staff prior to that hearing. Mr. Reiner, Dublin Arts Council representative reminded everyone of the upcoming BREAD Festival on Saturday, October 15 in Historic Dublin. They are bringing in one of three world- renowned bread sculptors for this event. Ms. Alutto and Ms. Amorose Groomes. Council representatives to Dublin Schools reported that the City and School representatives will meet on Wednesday, August 24. Ms. Alutto, Dublin Friendshio Association representative stated that the first meeting of this group has taken place and Ms. Richison will provide follow -up documentation. Ms. Ott will serve as Chairperson of the group. Everyone is very excited with this new group and the potential opportunities for additional Friendship Cities that match well with the Dublin community and friendships that can be sustained over time. They had a wonderful opportunity to spend time with the visitors from Mashiko, Japan and she is very excited about the potential of working with additional cities from around the world. COUNCIL ROUNDTABLE Ms. Amorose Groomes: 1. Stated that a memo was provided about the overlay district in Historic Dublin and she appreciates the invitation to the August 24 meeting at 11 a.m. She has some concerns about the recommendation that the City not pursue an overlay district, but rather try to address the issues through the Code. Addressing the needs of the Historic District, particularly south of SR161, would be very difficult to govern with a Code modification if the geographic Minutes RECORD OF PROCEEDINGS August 22, 2016 Page 11 of 13 boundaries of an area are not defined. She believes it is appropriate to apply some different thinking for the area south of 161 as is being done for the area north of 161. She would like the City to pursue more robustly an overlay district that would really define the area. The memo outlined some of the City of Columbus overlay districts and she appreciates that this adds a level of complexity. At the same time, she believes it is worthwhile. Mr. Keenan noted that he planned to bring this up, as well. He concurs with Ms. Amorose Groomes, but does not know how to achieve the desired outcome — whether through an overlay district or through Code amendments. Clearly, there are many things that are different in the area south of 161 versus the area north of 161 and across the river. Whatever is done, there are some unintended consequences that may be occurring south of 161. This is a very important piece, and he does not support delaying this for months. For him and for those in the Historic District, it is very urgent. He urged staff to place a higher priority on this matter. Ms. Salay asked if staff could speak to the concept of an overlay district versus Code changes. Her takeaway from the meeting she attended was that staff definitely heard of the need for something to protect those areas south of 161, especially the historic structures. She felt that staff was suggesting something more protective and more effective than an overlay district and she is interested in that perspective. All share concern about the Historic District and particularly south of 161. It is a different part of the community and the Historic District than the area to the north of 161. Mr. McDaniel responded that staff has the same goal in mind. It is a matter of how to achieve this, and all are working toward this. Mr. Papsidero had to leave the meeting early, but perhaps Ms. Goss can add to the discussion. Ms. Goss stated that the consultant already under contract will be looking at this. The purpose of an overlay district versus what the Code amendments could do is something that needs to be analyzed. Staff does not want to make the assumption that the overlay district will solve all of the problems. The consultant will help determine whether modifications can be made through the Code, or whether an overlay district is necessary, as well. Adding that extra layer may not actually help to achieve the goals desired. Ms. Alutto stated that for her, it would be helpful to compare and contrast the different options — the pros and cons of each. Council can then make an educated decision on how to proceed. Ms. Goss agreed that can be provided. She believes that people heard the term "overlay district" and used it as a catch phrase, perhaps not understanding all of the implications of such a district. Mr. McDaniel added that the consultant's charge is to look at both of these options. In terms of expediting, staff will work as quickly and thoroughly as possible. Mr. Keenan asked if the consultant has a timeframe for deliverables. Ms. Goss responded that staff expects to have preliminary recommendations by the end of October. Ms. Amorose Groomes stated that it is important for Council to have the ability to define boundaries. There are different schedules /different nomenclature for the different areas. If it is not an overlay district, perhaps an additional classification should be considered. It is important to establish boundaries to this specific portion of the district. Ms. Goss asked for clarification — does she mean the physical boundary of the Historic area? Minutes Held RECORD OF PROCEEDINGS August 22, 2016 Page 12 of 13 Ms. Amorose Groomes stated that she is referencing the physical boundaries south of 161, where the scale, the theme, the rhythm and repetition is critical for the continuity of that portion of the City. Ms. Salay stated that she does not disagree with any of this, but Council has not had a complete discussion about what the goals are for this area. There has been correspondence from residents about what they want to see, and she has heard from a couple property owners. There is somewhat of a mixed response. There are a number of historic structures in this area, and these are the heart of the historic properties remaining in the community. She assumes the goal is to save those structures, but to what lengths is the City ready to go to do so? She does not feel that Council has had agreement about what it is that the City is trying to achieve in that area. There has been lots of discussion about the Bridge Street District, about the importance of the Historic District, but there has not been discussion about this area in particular and what our goals are and what are the goals of the landowners in the area. The City has been criticized for not having a formal input session to hear from all of these parties. From the Historic District residents'view, the larger Bridge Street District discussion was not an effective way to share their viewpoint. It seems Council should have the ability to weigh in on its goals for this area. Mr. Keenan asked if the consultant is working with the residents. Mr. McDaniel offered that when he and Ms. Goss held a meeting to bring together all of the various Historic Dublin associated interests, a very good dialogue took place and those continue. The terminology of "overlay district" was raised at that meeting. At the same time, staff had already committed to doing a Code review for Bridge Street District, which has been in process for quite some time. Consideration of the concept of an overlay district for the Historic District was added to the scope of work of the consultant. This is a process and will take some time. If Council believes that an overlay district should be pursued separately at this time, that can be done. Planning staff believes it is preferable to address both of these items at the same time. He suggested that some meetings be held with the consultant, and staff report back on the comparison of the two options. Ms. Alutto stated that perhaps Council could consider this at a work session, once the information is provided by staff. Mr. McDaniel stated that would make sense and staff could check in with Council on framing the goals trying to be achieved for the Historic District. Ms. Salay added that former Council Member Gerber, who is now a commercial property owner in the Historic District and operates his law practice there, suggested an overlay district for lack of a better term to describe it. It is important not to focus on the language, but on the end result. She does agree that a work session would be worthwhile for this topic. Ms. Amorose Groomes continued. 2. She thanked Ms. Mumma for the update on the CIP. She believes there were some questions raised at the workshop that are not addressed in this follow - up memo. Is there more information coming? Ms. Mumma responded that staff believed that all of the questions had been addressed that were raised at the workshop. Staff had confirmed the follow -up items with the Finance Chair in preparing the memo. If there are remaining questions, staff will provide additional follow -up. Ms. Amorose Groomes stated she may send an e-mail to her with the additional questions, and she would appreciate a response prior to the next packet. Ms. Alutto noted an omission in the Utility Extension Site Visit brochure, as Council Member Keenan is not listed. Mr. McDaniel responded that staff will ensure this is corrected before it is sent out. Minutes RECORD OF PROCEEDINGS August 22, 2016 Page 13 of 13 Ms. Salay: 1. Noted that she is curious about the accident reports for the new roundabout. She would also be interested in a brief analysis by Engineering about whether more signage is needed and if that will resolve the issues raised. If traffic is entering the roundabout too quickly, that needs to be addressed for safety reasons. She asked that a follow -up memo be provided. Mr. McDaniel responded that staff will be sending a follow -up memo on this. Ms. Alutto stated that she had discussion with a colleague who is a Hilliard City Council member. His comments were much the same as the ones made by the citizen tonight — the signage is too close to the roundabout and that more advance notice is needed for those approaching the roundabout. She wants to ensure this is addressed by staff. Ms. Salay pointed out that the signs in place are temporary and it is important that the permanent signs be in the appropriate locations and traffic speed enforcement done if necessary. Mr. Lecklider added that perhaps more education is needed, generally speaking, about roundabouts. Drivers seem to approach roundabouts as if there is a contest for how quickly one can drive through them. Roundabouts should be approached with caution, and that needs to be the primary means of how they are approached versus speed of driving through them. Mr. Lecklider acknowledged the information provided by staff about the West Bridge Street Corridor Framework Plan status. He noted that the memo indicates that the streetscape conceptual design for West Bridge Street will address traffic calming, walkability, on street parking and biking. He thanked staff for this approach. Vice Mayor Reiner reported that on Friday, September 16 the Planning staff will hold a PARK(ing) Day exercise for greenspace. This is a good exercise and will generate some new ideas in the community. Ms. Salay added that she attended a seminar on this topic at the Phoenix APA conference. She is pleased that Dublin is doing this. Mayor Peterson: 1. Shared a note of appreciation from Ed Gaughan, Honorary Chair of the Dublin Irish Festival. 2. Noted that he administered the oath of office to the Chamber of Commerce new Board of Directors. Ms. Amorose Groomes and Mr. McDaniel were also in attendance. 3. Reported that he and Mr. McDaniel attended the Mayors Alliance meeting last Friday. There was a good turnout and interesting issues were discussed. The group is working to identify common goals throughout the state. 4. Stated that tomorrow, Wendy's has invited him to attend as they host the Top 200 General Managers from across the U.S. Anyone is welcome to join him at this event. Ms. Amorose Groomes added that she had the pleasure of cutting the ribbon at the new Pizza Fire restaurant in Dublin. She encouraged everyone to visit the restaurant, whichIs located in the Pg/imeter Center. at $;30 p.m. Clerk of Council