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HomeMy WebLinkAbout11-21-2016 Council MinutesRECORD OF PROCEEDINGS Minutes of BARRETT BROTHERS - DAYTON, OHIO Dublin City Council Meeting Held November 21, 2016 CALL TO ORDER Mayor Peterson called the Monday, November 21, 2016 Regular Meeting of Dublin City Council to order at 6:30 p.m. in Council Chambers at Dublin City Hall. ROLL CALL Form 6101 Present were Mayor Peterson, Vice Mayor Reiner, Ms. Alutto, Mr. Keenan, and Mr. Lecklider. Ms. Salay arrived at 6:35 p.m. Ms. Amorose Groomes was absent (excused). travel. Staff members present were Mr. McDaniel, Ms. Crandall, Ms. Mumma, Ms. Readier, Ms. Goss, Ms. O'Callaghan, Mr. Rogers, Mr. McCollough, Mr. Foegler, Chief von Eckartsberg, Mr. Papsidero, Mr. Gaines, Mr. Hammersmith, Ms. Gilger, Ms. LeRoy, Ms. Richison, Ms. Kennedy, Ms. Burness, Ms. Shelley, Mr. Sylers and Mr. Plouck. ADJOURNMENT TO EXECUTIVE SESSION Mayor Peterson moved to adjourn to executive session 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 and for discussion of the purchase of property for public purposes. Mr. Keenan seconded the motion. Vote on the motion: Vice Mayor Reiner, yes; Mr. Lecklider, yes; Mayor Peterson, yes; Mr. Keenan, yes; Ms. Alutto, yes. (Ms. Salay joined the executive session in progress.) The meeting was reconvened at 7:20 p.m. PLEDGE OF ALLEGIANCE Ms. Alutto led the Pledge of Allegiance. CITIZEN COMMENTS There were no comments from citizens regarding items not on the agenda. CONSENT AGENDA Mr. Lecklider requested that Resolution 60 -16 be removed from the Consent Agenda and scheduled under the regular portion of the agenda. Mayor Peterson moved approval of the remaining eight items on the Consent Agenda. Mr. Keenan seconded the motion. Vote on the motion: Ms. Salay, yes; Mr. Lecklider, yes; Vice Mayor Reiner, yes; Ms. Alutto, yes; Mayor Peterson, yes; Mr. Keenan, yes. • Approval of Minutes of Council meeting of 11 -7 -16 • Ordinance 51 -16 (Introduction /first reading) Amending Section 2 (Wage & Salary Structure /Administration) of Ordinance No. 73- 06 ( "Compensation Plan for Non -Union Personnel'. (Second reading /public hearing December 5 Council meeting) • Ordinance 52 -16 (Introduction /first read'ng) Appropriating a 0.078 -Acre, More or Less, Permanent Easement from 495 Metro Place Li -C, Located on Metro Place South, for the Public Purpose of Constructing a Public Shared -Use Path and Related Improvements. (Second reading /public hearing December 5 Council meeting) • Ordinance 53 -16 (Introduction /first reading) Appropriating a 0.180 -acre, More or Less, Permanent Easement from Westpointe Metro Lakes SPE, LLC, Located at 485 Metro Place South, for the Public Purpose of Constructing a Public Shared -Use Path and Related Improvements. (Second reading /public hearing December 5 Council meeting) • 111 A as lop" Minutes of Dublin City Council BARRETT BROTHERS - DAYTON, OHIO Held November 21, 2016 Page 2 of 11 Meeting Form 6101 • Resolution 59 -16 (Introduction /public hearing /vote) Declaring Certain City -Owned Property as Surplus and Authorizing the City Manager to Dispose of Said Property in Accordance with Section 37.07 of the Dublin Codified Ordinances. • Acceptance of Final Plat - Ballantrae Woods • Acceptance of Final Plat - Bridge Park- Block H (16- 045PP /FP) • Acceptance of Final Plat - Tartan West, Section 7 SECOND READING / PUBLIC HEARING — ORDINANCES Ordinance 44 -16 Adopting the Annual Operating Budget for the Fiscal Year Ending December 31, 2017. Ms. Mumma stated that staff is requesting approval of the 2017 Operating Budget. The budget workshop was held on November 9, and staff has provided a follow -up memo in response to the questions from that meeting. Vote on the Ordinance: Ms. Salay, yes; Mr. Keenan, yes; Mr. Lecklider, yes; Mayor Peterson, yes; Vice Mayor Reiner, yes; Ms. Alutto, yes. Ordinance 48 -16 Appropriating a 0.002 -Acre, More or Less, Temporary Easement for Two Years from 72 High Company, LTD., Located along N. High Street, for the Public Purpose of Widening N. High Street, Mr. McDaniel stated that this legislation relates to the widening of N. High Street through downtown Dublin. This allows the City to obtain a temporary easement from 72 High Company, Ltd. Staff continues to have discussions with the landowner and hopes to reach an amicable resolution. If that does not occur, however, this legislation will allow the Law Director to file a complaint for appropriation and utilize the quick take procedures, if necessary. Staff recommends approval. Vote on the Ordinance: Mr. Keenan, yes; Ms. Alutto, yes; Mayor Peterson, yes; Vice Mayor Reiner, yes; Ms. Salay, yes; Mr. Lecklider, yes. Ordinance 49 -16 Appropriating a 0.004 -Acre, More or Less, Fee Simple Interest; and a 0.032 - Acre Temporary Easement for Two Years from 84 High Company, LTD., Located along N. High Street, for the Public Purpose of Widening N. High Street, Mr. McDaniel stated this legislation is similar to Ordinance 48 -16 and involves the same process, should resolution not be reached. Staff recommends approval. Vote on the Ordinance: Ms. Salay, yes; Mr. Lecklider, yes; Vice Mayor Reiner, yes; Mayor Peterson, yes; Mr. Keenan, yes; Ms. Alutto, yes. Ordinance 50 -16 Amending the 2007 Dublin Community Plan to Incorporate the Shier Rings Road Corridor Area Plan. Ms. Shelley stated that nothing has changed since the introduction /first reading. She offered to respond to questions. Vote on the Ordinance: Mayor Peterson, yes; Ms. Alutto, yes; Mr. Lecklider, yes; Ms. Salay, yes; Vice Mayor Reiner, yes; Mr. Keenan, yes. INTRODUCTION/ FIRST READING — ORDINANCES Ordinance 54 -16 Amending the Annual Appropriations Ordinance for the Fiscal Year Ending December 31, 2016. Mr. Lecklider introduced the ordinance. RECORD OF PROCEEDINGS Minutes of Dublin City Council BARRETT BROTHERS - DAYTON, OHIO Held November 21, 2016 Page 3 of 11 Meeting Form 6101 Ms. Mumma stated that staff is bringing forward what is hoped to be the final amendment to the 2016 Appropriations. The rationale for each of the amendments is detailed in the memo. Many relate to capital construction projects that have been authorized through Council action. This is a clean -up process done each year. She pointed out that, given five weeks remain in the fiscal year, staff has made its best effort to incorporate what is known at this time in the amendments. However, there may be a need to amend this prior to the second reading to address additional items that were unexpected. Mr. Keenan summarized that this is year -end housekeeping done each year. If amendments are needed, will there be a need to approve this by emergency on December 5? Ms. Mumma responded that will not be necessary as amendments to appropriations are effective upon passage, per the Revised Charter. There will be a second reading /public hearing at the December 5 Council meeting. Ordinance 55 -16 Approving Ohio University's Framework Plan for its Dublin Campus. (16- 093ADM) Mr. Lecklider introduced the ordinance. Ms. Gilger stated that this is the next step in the City's economic development agreement with Ohio University. It is tied to Ohio University receiving Subarea 2 from the City; the requirement was that the University obtain approval of their Master Plan by the Planning and Zoning Commission and Council no later than December 31, 2018. This Plan was approved at the last PZC meeting, and is now brought forward for Council to consider. Representatives of the University will be present at the December 5 hearing. She offered to respond to questions. Mayor Peterson asked for confirmation that this is the same Plan that Council has reviewed previously in workshops. Ms. Gilger responded affirmatively. There will be a second reading /public hearing at the December 5 Council meeting. Ordinance 56 -16 Establishing Appropriations Based on the 2017 Operating Budget of the City of Dublin, State of Ohio, for the Fiscal Year Ending December 31, 2017. Mr. Lecklider introduced the ordinance. Ms. Mumma stated that this actually appropriates the funds for the 2017 Operating Budget that Council has approved tonight. There will be a second reading /public hearing at the December 5 Council meeting. Ordinance 57 -16 Authorizing the City Manager to Execute a Development Agreement and Other Necessary Documents with the Columbus Metropolitan Library ( "CML ") to Facilitate the Building of a Parking Garage, Library and Adjacent Streets on the Current Library Site in the Historic District. Mr. Lecklider introduced the ordinance. Mr. McDaniel stated that a staff report was provided in the packet, addressing both Ordinances 57 -16 and 58 -16 relative to the site and underlying land to facilitate the new library and associated parking garage and road improvements. Mr. Foegler stated that his presentation will address both ordinances, as they are highly interrelated and flow from the plans to redevelop the current Dublin Branch of the Columbus Metropolitan Library. RECORD OF PROCEEDINGS Minutes of D ,iblin Ci,ounciI If BARRETT BROTHERS - DAYTON, OHIO Held November 21, 2016 Page 4 of 11 Meeting Form 6101 • The graphic shows an area outlined in red that is the current property as it is owned by the Dublin City School District. It is a site from which the Dublin Cemetery land was sold to the City a few years ago. over the years, the site outlined in blue was made available to the Columbus Metropolitan Library for the local branch of that library. That land was provided to the Library at no cost from the Schools. The Schools retain certain kinds of rights related to that site, and that has complicated the negotiations for moving forward with a new development concept. • In effect, the agreement with the School District will provide that the City secures the land outlined in yellow, which also includes the small extension of North Street that is still School District -owned property, for the construction of Franklin Street. • In exchange for that right -of -way and that land, and in addition to the District releasing its restriction of record on all of the land to be used for roadways, parking garages, etc., the District is provided with access and connections to Dublin's fiber optic system. This will connect all but three of the District's facilities. • Therefore, there is a trade for the real estate and real estate rights that are secured with this in exchange for the fiber connectivity. • The Columbus Metropolitan Library site, outlined in red on the slide, consists of 3.47 acres currently. As planning has advanced over the last year, this site is made much smaller in terms of the residual that the library ends up with -- about 1.15 acres for the Columbus Metropolitan Library. • The rest of that real estate is transferred to the City of Dublin. The largest piece of that — about 1.25 acres — is the site of the future parking garage that will serve not only the Library, but also the Historic District. This appears slightly tilted because of the sewer easement in the area. That works in everyone's favor because of that -- the future Rock Cress alignment, the green space between Rock Cress and the Grounds of Remembrance and the scenic easement, and a very small amount of about .05 acres to the south for the North Street expansion. • All of these agreements — with the School District releasing its rights — are included in the School District -City agreement. • With regard to the Columbus Metropolitan Library, the Library has, in effect, agreed to build and construct its new $18 million plus library facility on this site, in exchange for which the City will be given the property and develop the parking garage that will serve both the Library and additional users in the Historic District, the land for Rock Cress, the additional acreage to the north, and the acreage along North Street. These are the largest obligations of the parties within that agreement. • In addition, the agreement deals with such things as construction. This site is very crowded and it is not desirable to have multiple contractors on site. The agreement provides for a single Turner Construction contract c kind of a general contract to have obligations for all of those with whom both the City and the Library agree to enter into a contract so it is all coordinated under one entity of construction control. • The operational aspects, design reviews and approvals going forward, are all established within those agreements. There are still some aspects of those agreements that will be fine -tuned prior to the next reading, and those will be highlighted. Staff does not believe they are substantive in terms of the business nature associated with this. • There has been some input from Council Members and others in regard to ensuring the City's rights with regard to ultimate design review and approval on its parking garage. Staff will make certain that language is adequately incorporated into this agreement. • one other item of note is the graphic that makes reference to a series of road improvements that the City undertakes in conjunction with this project. It is what is being called the northern portion of Franklin Street — from North Street to Rock Cress — that is built as part of this project. The small tilt due to the sewer line allows the City to minimize any impact on the City's leased surface parking lot and RECORD OF PROCEEDINGS Minutes of BARRETT BROTHERS - DAYTON, OHIO Held_ Dublin City Council Meeting November 21, 2016 Page 5 of 11 Form 6101 keep it operational during the construction. The graphic shows the Rock Cress construction, the North Street reconstruction with the right -of -way provided by the School District, and the planned High Street reconstruction project. • There will be a large volume of construction activity ongoing in this area, as evidenced on the graphics. The only road pieces that would be undertaken under single contract would be the three segments shown on the graphic. The High Street project will be a separately bid project, moving forward in early 2017. The Administration is recommending that Council schedule a second reading /public hearing of the Ordinances at the December 5 Council meeting and encourages passage of Ordinances 57 -16 and 58 -16 on December 5, authorizing the City Manager to enter into those agreements. Some minor revisions will be brought forward for Council's consideration on December 5. He offered to respond to questions. Mr. Lecklider noted that in reviewing the development agreement with the Library, there is some language that concerns him. 1. On page 3, section 2, paragraph a, in the second half where it discusses how the City will consult with the Library with respect to the design of the garage -- he wants some assurance that the City will have some independence in the design of this garage. The language indicates, "which approval shall not be unreasonably withheld." He is not comfortable with this language, even though it is included in other agreements the City has entered into. Mr. Foegler responded that until the parties are comfortable with the projects and the designs, they will not move forward. The City is not out front and at risk building a parking garage or constructing streets. All of the parties are signing off when comfortable with the improvements and the projects, and they all move forward simultaneously with this. Staff will make it clear in a modified version of the agreement that the final design and the budgets associated with the garage are the City's decision. This will be clarified in the agreement. Mr. Lecklider noted that the City certainly has an interest in the parking garage design being complementary to the design proposed for the library. On page 4, section 3, under the heading of "CMi- to design and construct the library" — paragraphs b and c, the last sentence in paragraph b states that "CML reserves all rights as a political subdivision in the State of Ohio." This language gives him some concern. Mr. Foegler responded that there was some initial discussion with some of the Library advisers questioning if they were subject to the City's zoning and development review process. For that reason, the provisions were added that the Library is subject to the City's development review and approval process. Effectively, the City's review and approval of this is as manifested in the zoning and development review process. Council will be the first reviewer and approver of the Basic Plan and will decide if they want to do so for subsequent plans as well. whatever rights the Library has under statute is reflected in that language. Staff made it clear that the Library is subject to and agreeing to be subject to the City's development review regulations, including zoning and all other associated aspects of that process. Mr. Lecklider stated that he is fine as lone as the City is comfortable that this language does not present a conflict that the Library would later rely upon. Mr. Foegler responded that the City's attorneys strongly believe the Library is subject to the City's development review and approval in any case. Ms. Alutto stated that she is aware this information is in the narrative provided, but it would be helpful for her to have a matrix that combines the funding sources — who is paying what and what it will fund — something that is simplified and easy to review all together. Mr. Foegler responded that staff can provide this. He summarized that all of the City's obligations with regard to the parking garage and the roads are within the approved C -P and are identified as projects within the CIP. Mr. McDaniel has brought forth some funding with regard to the fiber, part of which was a grant. Staff can provide additional clarification on that. The Library costs are all funded with its bond proceeds. These can be laid out in a matrix. RECORD OF PROCEEDINGS Minutes of BARRETT BROTHERS - DAYTON, OHIO Held ilubGn City ('ouncil Meeting November 21, 2016 Page 6 of 11 Form 6101 Ms. Salay asked when the School District is considering their portion of this agreement, or have they done so already. Mr. McDaniel responded that his understanding is that Dr. Hoadley has presented this to the Board. He needs to check back in with them one more time, and this is to occur by the end of the year. The Library Board has one meeting remaining in 2016 on December 1. It is his understanding that the Library will act on the agreement on that date. Staff will confirm that. Ms. Salay stated that all of this should therefore be completed by the end of the year. Mr. Foegler added that the Board of Education did approve the term sheet in the spring that was a predecessor to all of this. Ms. Salay asked for confirmation that the City will build this stretch of Rock Cress under the agreement. Mr. Foegler responded that is correct. Rock Cress will provide a new way in and out beyond North Street and will create a whole new urban block around this development. The second phase of a future Franklin Street that would extend to the south would actually require the removal of the Bridge Street Academy building. The agreement provides that it cannot happen for a couple of academic years out, and then only if the City is ready to undertake the street extension at that time. The other nice feature of this land exchange is that it does provide for the full extent of the Franklin Street road extension when and if the City is ready to do so. Ms. Salay asked if the Franklin Street extension impacts the property on the other side. Mr. Foegler responded that the extension will not go onto the J Liu property, but will help its future developability by providing another significant access point. Engineering, over time, will have to determine when and if a signal at Franklin would occur there. Overall, the extension aids in its future developability, but will crowd the street now in terms of the parallel parking on the edge of that parcel. There are graphics available to show the impacts. Staff can verify that. Mr. Keenan thanked Mr. Foegler and Mr. McDaniel for their leadership in this project. He also thanked Council, staff, the Board of Education, and the Columbus Metropolitan Library Board for working through this process, which began well over three years ago with a visioning process. It is noteworthy that the parties all serve similar constituencies and ultimately came together on this. Mayor Peterson echoed the commendation of staff for proposing the access to Dublink, and allowing the Schools this access. It benefits everyone and was a great solution! He echoed Mr. Lecklider's concerns about the two provisions and hopes they can be addressed prior to the next hearing. There will be a second reading /public hearing at the December 5 council meeting. Ordinance 58 -16 Authorizing the City Manager to Execnte a Real Estate and Transfer of Property Agreement and Other Necessary Documents with the Dublh City School District ( "DCSD ") to FaciV "Htate the Building of a Parhing Garage, Library and Adjacent Streets on the Current Library Site in the Historic District. Mr. Lecklider introduced the ordinance. There will be a second reading /public hearing at the December 5 Council meeting. INTRODUCTION /PUBLIC HEARING /VOTE — RESOLUTIONS Resolution 60 -16 Authorizing the City Manager to Enter Into a Reimbursement Agreement with Edward A. PoVina Construction, LLC for a Public Sanitary Sewer Extension (7100 Avery Road), Mr. Lecklider introduced the resolution. Mr. Hammersmith stated that in December of 2015, Council adopted the utility extension policy for properties within the City that included extension prioritization factors for a 15- RECORD OF PROCEEDINGS Minutes of BARRETT BROTHERS - DAYTON, OHIO Held Dublin City Council November 21, 2016 Page 7 of a. J. Meeting Form 6101 year conceptual implementation plan. This property is in Area 14 within that plan, and together with three adjacent properties was planned for sewer extension in 2030. In the past year, Mr. Pollina contacted the City about interest in constructing a residential home on this property. The question was how to obtain sewer service for this property earlier than 2030. Mr. Pollina brought to the City's attention that one of the properties within Area 14 had already received sewer service via another connection available, so connection for 7100 Avery Road represented a challenge in terms of alignment. He asked if the City would partner on a sewer extension from a different alignment that was west of Avery Road. Staff believes that the opportunity to leverage private dollars with public dollars to facilitate this extension made sense. The original estimate in 2015 for sewer extension for Area 14 was $67,000. With this new alignment, the present cost is just over $68,,000 and the City's portion of that would be $30,562. The remainder would be paid by the builder. Mr. 1ecklider asked how this extension was advanced from 2030 to 2016 or 2017, apart from this contribution by the developer. Mr. Hammersmith responded that it is simply leveraging the private dollars and recognizing that in the long run there would be a cost savings for the City. Secondarily, it reduced the possibility of there being a Household Sewage Treatment System placed on this lot, which was the alternative. The goal of Council with their extension policy was to reduce or eliminate potential for more HSTSs being built in the City. Mr. Lecklider stated that his understanding is that for this one lot, the City is paying nearly half of what would otherwise be paid to serve three lots. Mr. Hammersmith responded that is correct, but this also facilitates service to the two lots to the south for less than it would cost otherwise. Mr. Pollina is paying for the sewer extension along his frontage of this property. The City's share is related to bringing the line across Avery Road from the west to the east, the majority of the cost of which is boring under the roadway. Mr. Lecklider asked if this undeveloped lot is being provided with sewer service prior to the other two, which have existing structures. Mr. Hammersmith responded the others do have structures on them, but the property owners have no interest at this time in connecting as they have functi0ning systems. Mr. Lecklider asked him to clarify the City policy, once a property has a sewer line available to it. Mr. Hammersmith responded that the policy is that the connection is not forced by the City. Mr. McDaniel added that if the property owner had a system failure, however, and applied for a permit to install another onsite system, they would have to connect at that time if the line is available. Ms. O'Callaghan added that when the prioritization was done, staff placed several areas toward the end of the implementation timeframe as those areas had development potential. The policy and prioritization effort contemplated this situation when a development opportunity came Lap, and the City would then partner with a developer. Mr. Keenan recalled that there was discussion of circumstances that could occur that would allow the City to leverage the dollars, and this is an example of such a case. Mr. Reiner thanked Mr. Hammersmith who reviewed the issues of this request with him. He believes this is a reasonable course of action to resolve the situation. Vote on the Resolution: Ms. Salay, yes; Mr. Lecklider, yes; slice Mayor Reiner, yes; Mr. Keenan, yes; Ms. Alutto, yes; Mayor Peterson, yes. Resolution 61 -16 Adopting a Statement of Services for a Proposed Annexation of 47.366 Acres, More or Less, from Jerome Township, Union County to the City of Dublin. (Means- Griffith property owners) Ms. Salay introduced the resolution. Ms. Readler stated that Council previously approved a pre- annexation agreement with the developer of these parcels. The petitioner has filed an annexation petition with the RECORD OF PROCEEDINGS Minutes of BARRETT BROTHERS - DAYTON, OHIO Held Dublin City Coumcil _ _ Meeting November 21, 2016 Page 8 of 11 Form 6101 Union County Board of Commissioners and a hearing on the petition is scheduled for December 15 at 10 a.m. Under Ohio Revised Code Section 709.03, prior to the annexation hearing, the annexing City must adopt a statement indicating what services it will provide to the area upon annexation. Resolution 61 -16 outlines the standard services that the City will provide to the property upon annexation. Staff recommends approval. She offered to respond to questions. Vote on the Resolution: Mr. Keenan, yes, vice Mayor Reiner, yes; Mr. Lecklider, yes; Ms. Alutto, yes; Mayor Peterson, yes; Ms. Salay, yes. Resolution 62 -16 Supporting the Solid Waste Authority of Central Ohio's Tipping Fee Rate Reduction Proposal. After consulting with the Law Director, Ms. Alutto recused herself, noting she had worked at SWACO on the development of this proposal. Mayor Peterson introduced the resolution. Ms. Mumma stated that approval of this Resolution would enable her as part of the SWACO Rate Advisory Board to cast a ballot on behalf of Dublin, supporting the $3 reduction in the tipping fee charged for tipping waste at the landfill. She introduced Ty Marsh, Executive Director of SWACO for a brief presentation on this matter. Mr. Marsh, SWACO Executive Director stated that he is seeking Council's support for a reduction in the tipping fee charged by SWACO when receiving waste in the Franklin County Sanitary Landfill. The new tipping fee would be $39.75 per ton, a reduction of $3.00 per ton from the current fee of $42.75. Background: SWAG ®'s mission is to improve the solid waste stream through reduction, recycling and disposal. They are seeking to divert as much waste from the waste stream as possible, for three reasons: 1. Diversion extends the life of the landfill for Franklin County citizens and businesses. 2. Diversion creates economic opportunity, as waste has increasingly become a resource. The question for SWACO is how to leverage the 1.5 million tons of waste generated annually in Franklin for greater economic opportunity. 3. Diversion benefits the environment within the community. Less waste means less production of methane gas and less hauling, which produce air contaminants. SWACO's diversion efforts are focused in three areas of the waste stream: 1. Before waste comes to the landfill: - curbside cycling, education and outreach programs; infrastructure to collect the recyclables, such as provision of roll carts at multi - family dwellings; businesses — 60% of the waste that comes to the landfill is generated by commercial and industrial lousiness. 2. When waste comes to the landfill: Studies indicate that 70©/0 of the one million ton of waste generated per year to the landfill could be recycled or re- purposed with an annual value of $41 million. This is an opportunity for industries and entrepreneurs. 3. Within the waste disposal process: SWACO will be undertaking a waste stream analysis to better understand how waste flows in Franklin County - where it originates and where it could be diverted prior to coming to the landfill. SWACO can demonstrate that they are a trusted resource and a good steward of public funds. In the past years, they have had several accomplishments: 1. Their FTE employee account has decreased ten percent resulting in a payroll savings of more than $1 million annually. 2. They have reduced their debt $10 million. RECORD OF PROCEEDINGS Minutes of N i hl i n _ _ C.ound Meeting BARRETT BROTHERS - DAYTON, OHIO Form 6101 Held November 21, 2016 Page 9 of 11 3. They have improved their net financial position from a negative to a positive position of $7 million. 4. The recycling rate in Franklin County is now up to 40 %, an improvement of eight points from the previous year. Much of that improvement is due to better data collection and reporting. To continue this progress, SWACO needs a firm and sustainable financial platform for the future. The tipping fee, which generates 25% of their revenues, must be changed. That is due to the fact that a restricted portion of the fee was used to pay off the debt for previous trash - burning power plant. That debt will be paid off next year, necessitating a fee restructure; SWACO has not had a rate change in over five years. To conduct an comprehensive evaluation for a new fee, many informal conversations were held with local entities. The feedback provided two primary requests of SWACO: Establish a long -term, sustainable fee Increase their provision of services Current fee: Mr. Marshall reviewed the breakdown of the current fee of $42.75: - $7.00 is restricted to repayment of the debt on the old waste energy facility; - $23.75 plus a $2.00 administrative fee goes to operations and construction of the landfill; - $5.00 is a generation fee, which provides the programs and outreaches as required by Ohio Revised Code; - $4.75 is directed to OEPA to underwrite their operation; - the remaining 25% -- the ORC allows a Solid Waste District to levy a fee to the community that hosts the landfill; in their case, it is Jackson Township. Proposed fee: The proposed fee would replace the $7.00 fee portion with a $4.00 fee, for a net decrease of $3.00 /ton. The remaining fee structure would be unchanged. The $4.00 fee would be utilized for: 1. General operation and inflationary costs, such as the cost of landfill construction. 2. Increase cash reserves. In the past three years, SWACO has built up a "rainy day" fund of $10 million. However, to maintain a Triple A bond rating, the recommended cash reserve level is 180 days cash on hand; for SWACO, that would be $15 million. 3. Model landfill maintenance. This is the original Franklin County sanitary landfill along I -71 near I -270S, which was closed several decades ago. The annual costs are $400,000 - $500,000 to maintain the gas system and keep the site in full compliance. The expenses have been paid from a closure fund, as required by Ohio Revised Code. Unfortunately, that landfill has been closed for so long that the closure fund was depleted this year, and that cost must now be taken from their operational funds. 4. Provision of additional requested services, including: enhancement and expansion of their education and outreach programs; development of compost /green recycling opportunities; work with Battelle to identify sorting technology to capture recyclable waste. All entities within the SWACO district must vote on the proposed fee, and completion of the ballot process is requested by December 1, 2016. Final action on the new fee will be taken at the SWACO Board's first meeting in January 2017. The new rate structure will become effective April 1, 2017. He expressed thanks to Ms. Mumma for her service on their rate advisory committee, and to Ms. Alutto for her significant role in this project before her recent departure for employment with Ohio State. Mr. Reiner inquired what is the total value of the $4.00 fee portion. Mr. Marsh responded that it would equate to approximately $4 million. RECORD OF PROCEEDINGS Minutes of DubliaLib/ Council BARRETT BROTHERS - DAYTON, OHIO Held_ November 21, 2016 Page 10 of 11 Meeting Form 6101 Mr. Reiner inquired about the proposed green recycling program. Mr. Marsh responded that they have not identified plan specifics. They will be conducting due diligence on this effort, including working proactively with Battelle to identify technology for sorting from the waste stream. The goal is to determine a viable economic option for Franklin County. However, their focus over the next few years will be more on education and outreach. Mr. Reiner noted that $4 million is not a significant amount to run green recycling centers within the area. Mr. Marsh responded that due diligence over a period of years will be necessary to develop that program. Concurrently, SWACO will be exploring ways to generate money to offset some of the expense of the Model landfill. They will also be financing with cash rather than increasing debt. Although they have reduced their debt by $10 million, it remains high in comparison to other public landfills within the nation. Some work remains to be done before they can enter into larger scale activities. Vote on the Resolution: Mayor Peterson, yes; Ms. Salay, yes; Mr. Lecklider, yes; Vice Mayor Reiner, yes; Mayor Keenan, yes. [Ms. Alutto was recused.] STAFF COMMENTS Mr Mrn;;niPl - 1. Acknowledged and thanked Mr. Marsh for his leadership at the Solid Waste Authority. The City has had a longstanding, great partnership with SWACO. He knows that Mr. Marsh and his staff, which included Ms. Alutto, had big challenges to address and they have done a great job. Having a publicly owned landfill that the City can use is critical, and represents a cost savings for residents. 2. Reminded everyone of the Sawmill Road /Bright Road Corridor Study public meeting scheduled on Tuesday, November 29 from 6 to 8 p.m. at Dublin Scioto High School. Public input will be sought regarding the presentations. 3. Noted that the City's Christmas Tree Lighting ceremony will take place on Thursday, December 1 from 5:30 -7 p.m., with the lighting at 6:30 p.m. COUNCIL COMMITTEE REPORTS Mr. Keenan Administrative Committee Chair noted that he is aware that dates are now set for the goal setting retreat in early February, and that staff is seeking a facilitator for the retreat. The Committee will need to finalize the facilitator selection by the end of the yea r. Mr. McDaniel stated that staff is also working on some proposed topics for the retreat, and will have information to Council by mid - December. In early January, perhaps the agenda can be determined. Mr. Keenan summarized that staff will propose some topics, Council will propose their ideas, and an agenda will be drafted. Mr. Keenan stated that in terms of performance evaluations, he will report at the next meeting regarding the timeframe and plans. Ms. Alutto, Dublin Friendship Association stated that they met a week ago and discussed the exploration of the relationship with Dublin, Ireland as initiated by the Lord Mayor who recently visited. This includes their interest in how Dublin, Ohio manages economic development. A subcommittee will focus on the relationship with Dublin, Ireland this year, given the 30th anniversary of the Dublin Irish Festival in 2017. They will continue to review potential friendship cities for the future. The subcommittee will prepare plans over the next couple of months. Scott Dring and Jenny Amorose both serve on this subcommittee. She will update Council on this in January. The group did decide it was not in the City's best interest to join are official Friendship Association, after consulting with other cities on their experiences. Many of the resources are available online, and can be easily obtained. The Japanese Friendship subcommittee will meet shortly to work on some of the upcoming events with Mashiko. More details will be coming in January. RECORD OF PROCEEDINGS Minutes of 1lublin.Lity - Council. Meeting BARRETT BROTHERS - DAYTON, OHIO Held November 21, 2016 Page 11 of 11 Form 6101 Mr. Lecklider, MORPC representative stated that the Board met last week and addressed routine business items, closing out the year. Mr. Lecklider, Logan- Union - Champaign Regional Planning Commission representative stated that he attended the annual meeting last week. The program for the meeting and annual report were distributed to Council on the dais tonight. Mr. Papsidero and Mr. Hammersmith also attended this meeting in Urbana. He pointed out a reference to the Crossroads Area Plan in their annual report. Vice Mayor Reiner, Dublin Arts Council representative reported that the DAC had their second largest fundraiser recently. It was very well attended and everyone enjoyed the event. He also encouraged everyone to visit the new exhibit featuring a renowned ceramist from Japan. His art is available for purchase. COUNCIL ROUND TABLE Ms. Salay: 1. Requested an update in the next packet from Code Enforcement regarding the citywide survey of trash and recycling container screening. 2. Noted that several months ago, Council discussed the large signs in front of office buildings advertising available office space that are posted in perpetuity. Council asked about the potential of some type of regulation of the time period for these and she would like to revisit this topic in a future meeting. 3. Invited Council members to reflect on the fact that each has 246 sheets of paper in the Info Only packet alone, and 190 pages of a Finance report. While this can all be recycled, she urged Council members to resolve in the New Year to use a digital packet! Ms. Alutto commented that the City is using a new financial system, and she has been assured by staff that the monthly reports in the future will be more concise. However, she does agree with the option of a digital packet versus paper! Mayor Peterson reported: 1. The Dublin Irish Festival annual meeting was held on November 15. Congratulations to next year's Honorary Chair, Kitty Munger! This will be the 30th year of the Irish Festival, and staff has some great ideas about a Gathering of Dublins and other activities. He recalls that Mr. Lecklider brought back this concept from his experience in Dublin, Ireland. 2. He and Ms. Alutto attended the graduation for the Citizens Police Academy. This is the fifth class, and is a group of dedicated, committed individuals. He commended Chief von Eckartsberg for offering this opportunity to residents. Ms. Alutto thanked Chief von Eckartsberg and in particular Sergeant Renee Rice, who oversees the program. Her husband was fortunate to participate in this fifth year class and their family attended the graduation and dinner. She attended one session and was impressed with everyone's dedication. Staff also asked that she promote the Citizen U program ;p well. The informWn for both programs is on the City website. AJOURNMENT The Iteting was _acjj'ourpfed X8:18 p.m. yor — Presiding Officer Clerk of Council