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HomeMy WebLinkAbout10-09-17 Council Minutes RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS-DAYTON,OHIO Form 6101 October 9, 2017 Held CALL TO ORDER Mayor Peterson called the Monday, October 9, 2017 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. Amorose Groomes, Mr. Keenan and Mr. Lecklider. Ms. Salay joined the executive session in progress. Ms. Alutto was absent (excused for out of town travel). (Ms. Salay departed the meeting after the executive session concluded due to illness.) Staff members present were Mr. McDaniel, Ms. Readler, Ms. Mumma, Ms. Crandall, Ms. O'Callaghan, Ms. Goss, Mr. Rogers, Mr. Earman, Chief von Eckartsberg, Ms. Burness, Mr. Hammersmith, Mr. Gaines, Ms. Gilger, Ms. LeRoy and Mr. O'Brien. EXECUTIVE SESSION Mayor Peterson moved to adjourn to executive session to consider the purchase of property for public purposes; 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 personnel matters related to the employment of a public official. The meeting was reconvened at 7:07 p.m. PLEDGE OF ALLEGIANCE Mr. Keenan led the Pledge of Allegiance. SPECIAL PRESENTATIONS • "Take Back Tuesdays" Mayor Peterson spoke briefly about the opioid epidemic currently plaguing many cities in Ohio. He encouraged people to work together to help bring this crisis to an end. He noted that the Dublin Police Department has been working tirelessly on innovative solutions to this problem. As a community, all citizens can help in this effort, disposing of unneeded and outdated medications responsibly. He introduced the City's initiative -- "Take Back Tuesdays"— established for the purpose of encouraging the public to drop off unneeded and expired prescriptions. The first"Take Back Tuesday" is on Tuesday, October 17 in Kaltenbach Park from 6-7:30 p.m., and the second will be held a week later in Scioto Park. Chief von Eckartsberg thanked Mayor Peterson for his leadership in this initiative. He added that a dropbox is located inside the Justice Center lobby to accept prescription medications for disposal 24 hours a day, seven days a week all year long. He stressed the importance of this initiative. He commented on the availability of pills and how easily accessible they are to those who have an addiction. Mayor Peterson stated that there is also a National Prescription Drug Take Back Day that —'" Dublin Police will be participating in on Saturday, October 28 at the Justice Center. Mr. Lecklider emphasized that the drop off box at the Justice Center is a secure type of mailbox and no interaction is needed with anyone in dropping off pills. CITIZEN COMMENTS There were no comments from citizens. CONSENT AGENDA Mayor Peterson moved to approve the two items on the consent agenda. Mr. Lecklider seconded the motion. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS-DAYTON,OHIO Form 6101 October 9, 2017 Page 2 of 7 Held Vote on the motion: Mr. Lecklider, yes; Vice Mayor Reiner, yes; Mr. Keenan, yes; Mayor Peterson, yes; Ms. Amorose Groomes, yes. • Approval of Minutes of Council meeting of September 11, 2017 • Approval of Minutes of Council meeting of September 25, 2017 SECOND READING/PUBLIC HEARING —ORDINANCES Ordinance 64-17 Authorizing the City Manager to Enter into a Health Services Contract for 2018 with Franklin County Public Health. Mr. McDaniel stated there have been no changes to this legislation, subsequent to the first reading. He introduced new Franklin County Health Commissioner Joe Mazzola. Mr. Mazzola commended the City of Dublin for the "Take Back Tuesday" initiative. He stated that the Health Department is committed to finding a solution to this crisis and participates in these types of take back events. Franklin County Public Health is now a nationally accredited health department. They achieved their accreditation in 2016 and are now looking forward to serving their communities in the most comprehensive way. They are working on a strategic plan for 2018. He distributed literature to Council members regarding services that are provided by the Health Department as well as a summary from a community forum that was held this past summer as part of their community health assessment. There were no further comments. Vote on the Ordinance: Mr. Keenan, yes; Mr. Lecklider, yes; Mayor Peterson, yes; Ms. Amorose Groomes, yes; Vice Mayor Reiner, yes. Ordinance 65-17 Amending the Annual Appropriations for the Fiscal Year Ending December 31, 2017. Mr. Gaines stated there have been no changes to this legislation, subsequent to the first reading. Vote on the Ordinance: Mr. Lecklider, yes; Ms. Amorose Groomes, yes; Vice Mayor Reiner, yes; Mayor Peterson, yes; Mr. Keenan, yes. Ordinance 66-17 Appropriating a 0.2336-Acre Fee Simple Right-of-Way and a 0.0141-Acre Temporary Construction Easement from Brian Cunningham and Corin Cunningham, Located at 7515 Plain City Road, for the Public Purpose of Constructing Roadway Improvements. Mr. McDaniel stated there have been no changes to this legislation, subsequent to the first reading. Vote on the Ordinance: Mayor Peterson, yes; Ms. Amorose Groomes, yes; Mr. Lecklider, yes; Vice Mayor Reiner, yes; Mr. Keenan, yes. Ordinance 67-17 Authorizing the City Manager to Execute Necessary Conveyance Documents to Acquire a 0.023-Acre, More or Less, Temporary Easement from Robert E. Williams, II, Located at 7608 Plain City Road, for the Public Purpose of Constructing Roadway Improvements. Mr. McDaniel stated that an agreement has been reached to acquire the necessary temporary easement for $3,000, which is slightly above the appraised value, but well within the 10 percent overage. Ms. Amorose Groomes asked if the City will ultimately acquire this or is the City acquiring it on someone else's behalf? Who will ultimately be the landholder for this and the land involved in the previous ordinance? RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS-DAYTON,OHIO Form 6101 October 9, 2017 Page 3 of 7 Held Mr. McDaniel responded that the City retains the underlying right-of-way and is managing the project on behalf of the City of Dublin, Union County, ODOT, and the _.._ Franklin County Engineer. Ms. Amorose Groomes asked for confirmation that the City of Dublin will therefore hold the acquisitions. Mr. McDaniel stated that the City will hold the acquisitions during the course of construction because the City is overseeing the project. After construction concludes, the City will then convene a meeting with ODOT and the counties to determine which party will ultimately hold that property. Part of the road right-of-way lies within Dublin and part is in the counties. Ms. Amorose Groomes stated that the financial agreement of participation has already been concluded, even though the ultimate holder of the land might be subject to discussion. Mr. McDaniel stated that is correct. Vote on the Ordinance: Mr. Keenan, yes; Ms. Amorose Groomes, yes; Vice Mayor Reiner, yes; Mr. Lecklider, yes; Mayor Peterson, yes. INTRODUCTION/FIRST READING - ORDINANCES Ordinance 68-17 Authorizing the Provision of Certain Incentives to Pepper Construction Company of Ohio, LLC to Induce it to Lease a Facility to Retain and Expand an Office and its Associated Operations and Workforce, All Within the City, and Authorizing the Execution of an Economic Development Agreement. Mr. Lecklider introduced the ordinance. Ms. Gilger stated that staff has been working with Pepper Construction Company of Ohio regarding a retention and expansion project. The company's main Ohio office currently leases a 9,500-square-foot office space located at Metro Center. They have now outgrown their current facility and are at the end of their 10-year lease. They currently have 43 employees and plan to grow to 53 employees by 2022. The proposed Economic Development Agreement is a six-year, 10% Performance Incentive on payroll withholdings collected on its employees (2019-2024), that is capped at $67,000 for the term of the agreement and tied to a new 10-year lease on a new facility of a minimum of 20,000 square feet. Representatives from the company will be in attendance at the second reading. Ms. Amorose Groomes noted that there have been previous EDAs with construction companies. Do the 53 jobs represent those working in the corporate office per se, or does this include those working in the field in the Dublin community and surrounding communities? Ms. Gilger stated that one of the questions on the worksheet for the EDA is whether or not the jobs would be physically located in Dublin or if they are field staff. In this case, they are all present in Dublin every day. There will be a second reading/public hearing at the October 23 Council meeting. INTRODUCTION/PUBLIC HEARING/VOTE — RESOLUTIONS Resolution 73-17 Authorizing the City Manager to Execute a Renewal of a Parking Lease Agreement with Dublin Community Church. Mr. Lecklider introduced the resolution. Ms. Goss stated that this resolution authorizes a three-year renewal of the agreement authorized in 2011. Subsequent to the agreement in 2011, the parking lot has been repaired and the signs are in place. The City will continue to lease the 30 parking spaces and continue to provide reimbursement for snow removal expense. Staff recommends approval. Ms. Amorose Groomes asked how many parking spaces the church might be willing to lease out. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS-DAYTON,OHIO Form 6101 October 9, 2017 Page 4 of 7 Held Ms. Goss stated that as they discussed the renewal of this agreement, 30 spaces were all they were willing to lease. Ms. Amorose Groomes stated it is very generous of the church to provide this opportunity to the City, and the agreement is very reasonable. Is there any possibility of using the spaces later into the evening? Ms. Goss stated that the church was not agreeable to extending the daily hours or providing more spaces. Ms. Amorose Groomes asked if the church would consider a longer-term agreement. Ms. Goss responded that they were not. Vote on the Resolution: Vice Mayor Reiner, yes; Mr. Keenan, yes; Mayor Peterson, yes; Ms. Amorose Groomes, yes; Mr. Lecklider, yes. OTHER • Killed in Action (KIA) Memorial — Nomination of Addition of U.S. Army Air Force 1st Lieutenant George L. Seeds Mr. Earman stated that in 2013, a research firm specializing in military records was engaged to identify names of persons from Dublin or Washington Township who may qualify for inclusion on the KIA Memorial wall. Two brothers were killed in action in World War II, and both are buried in the Dublin Cemetery. Robert C. Seeds whom NICOM identified as a Washington Township resident is identified on the Memorial. However, Robert's brother, George L. Seeds was included on this list as"probable," but — his name is not on the Memorial. The Seeds family has now requested that the name of George L. Seeds be considered for addition to the KIA Memorial. He added that Alex Rozanski conducted research regarding the eligibility of both of the brothers and found nothing inconsistent between the two. Because Robert C. Seeds' name is already listed on the memorial, staff recommends that George L. Seeds' name also be included on the Memorial in accordance with Section 4 of the Inclusion Policy. Amy Seeds, 2114 Summit View Road, Powell, OH, George Seed's niece, came forward with Troy Seeds, noting that two other great nephews are present as well. Her father, Richard, was the sole surviving son who was sent home after Robert and George were killed within a few months of each other. It seems the right thing to do to have George's name added to the wall. Ms. Amorose Groomes stated that this is reminiscent of the "Saving Private Ryan" movie. Ms. Seeds stated that they had only recently discovered some of the materials submitted with the application. Mr. Lecklider offered information about this process for the benefit of the high school students present at the meeting. All of these men served in WWII, and within a couple of months of each other, two brothers were killed in action. The third brother was then sent home, consistent with the military policy about a sole surviving son serving. The history and correspondence is very interesting to read. Ms. Amorose Groomes added that the information is online with the Council packet. Mayor Peterson moved to add the name of George L. Seeds to the KIA Memorial. Vice Mayor Reiner seconded the motion. Vote on the motion: Ms. Amorose Groomes, yes; Mr. Keenan, yes; Vice Mayor Reiner, yes; Mr. Lecklider, yes; Mayor Peterson, yes. Mr. McDaniel stated that staff will communicate with the family about the date the engraving will be done on the Memorial. Mr. Keenan stated that this would be a great story for the Memorial Day observance. Mr. McDaniel stated that he shared this story with the Veterans community. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS-DAYTON,OHIO Form 6101 October 9, 2017 Page 5 of 7 Held STAFF COMMENTS • Reorganization of the Community Relations Division Mr. McDaniel referenced his memo to Council sent for the last packet. He stated that he is proposing the reorganization of the Division of Community Relations to be renamed as the division of"Communications and Public Information,"to adjust the 2017 personnel data, and to waive the competitive selection process for the Director and the Public Affairs Officer positions. He understands that there were questions raised at the last meeting, and offered to respond to them. Ms. Amorose Groomes stated that the reorganization makes sense and does not have much impact on the bottom line. Her only question relates to the policy on posting of these positions, particularly in filling the position of the Director of the division. Mr. McDaniel stated he appreciates the attention brought to the importance of competitive selection. He certainly supports and upholds the intent of the Charter relative to competitive selection processes. He noted the following: • Every employee that competes for an initial position with the City of Dublin is selected through a competitive selection process, and therefore everyone on staff has been through this process for their initial hire. • At times, particularly as a result of a reorganization, the competitive selection process is not always practicable. The Charter states that a competitive selection process should be conducted to the extent practicable. • In some cases in the City's history, staff members have been developed with the intent of preparing them for promotion to higher levels of responsibility. Such is the case for this request. • A candidate must be prepared and must have a track record worthy of such an opportunity for promotion. Requesting a waiver of the competitive selection process is not the norm. He pointed out the Directors he has hired during his tenure as City Manager who have been selected through a competitive process. These include Director of Development; Director of Public Works; Chief Information Officer; and Director of Information Technology. • He noted that after first taking office as City Manager, at Council's direction, he pursued a significant reorganization of the City departments. As a result, Mr. Earman was promoted to Director of Parks and Recreation by Council waiving the competitive selection process. Similarly, Ms. Gee was promoted to Director of Recreation Services; Chief von Eckartsberg was reclassified to a Department head; and Ms. Crandall was reclassified in terms of her position responsibilities. All of these internal promotions/reclassifications were done with a waiver of the competitive selection process. • Again, staff makes every attempt to do a competitive selection process in all cases for an initial hire. He believes there is need for more dialogue about this in relation to the Personnel Code and internal employees being considered for promotion. • There are anomaly situations that lend themselves to requesting a waiver of the competitive selection process. In this case, and per the memo submitted, it is a reorganization that results in, essentially, the abolishment of the existing Senior PIO position and the reclassification of that position to a public information officer. • At the same time, the opportunity exists to promote two individuals who have been working at the director and the public affairs officer levels for the last 10 plus months certainly lends itself to this anomaly situation. Ms. Burness served as the Public Affairs Officer, essentially a deputy director, for several years prior to becoming Acting Director for 10 plus months. She has readily demonstrated the ability, innovative spirit, leadership capacity and earned the respect of fellow department/division heads during this period of serving in the acting role. It would be difficult, if not impossible, for someone internally- and especially externally —to compete with someone who has served in this role for this long. Also, as noted in the memo, the Director of Human Resources, the Assistant City Manager and he conducted a very thorough and rigorous interview with Ms. Burness to validate and further assess her knowledge, skills and abilities for the position as well as assessing her vision, having been in the position for 10 plus months. If he felt that the RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS-DAYTON,OHIO Form 6101 October 9, 2017 Page 6 of 7 Held interview process had been less than stellar, he would have sought a competitive selection process. He is confident in her ability to perform in this role as well as Ms. Weisenauer's ability to perform in the role of Public Affairs Officer. Ms. Weisenauer has been operating at the Public Affairs Officer level as well for the past 10 plus months. He summarized that his recommendation is for Council to approve the recommendations outlined in the memo. He reiterated his appreciation for having this discussion and stated that there is a balance between providing promotional opportunities for employees while ensuring that the City has the best talent available. He would like to continue this conversation in the future. Mayor Peterson asked him at what point would be the appropriate time for this discussion. Mr. McDaniel stated that the Human Resources Director will be bringing to Council the analysis of the reclassification study. This study will be brought to Council in the first budget workshop. There will also be some updating needed to the Personnel Code. Ms. Amorose Groomes stated she certainly appreciates this response. Her intention has nothing to do with the person and 100 percent to do with policy. She appreciates the thorough explanation. Mr. Lecklider congratulated Ms. Burness. Vice Mayor Reiner added that the City could not have anyone better handling that job. Mayor Peterson moved to adopt the new title for the Community Relations division as "Communications and Public Information"; to adjust the Personnel Data in the 2017 Operating Budget; and to waive the competitive selection process for the Director of Communications and Public Information and for the Public Affairs Officer, acknowledging that the City Manager has conducted a competitive selection process to the extent practicable under the circumstances, as outlined in the memo. Ms. Amorose Groomes seconded the motion. Vote on the motion: Mr. Lecklider, yes; Mayor Peterson, yes; Vice Mayor Reiner, yes; Mr. Keenan, yes; Ms. Amorose Groomes, yes. • Request for Special Meeting — Monday, October 16 Mr. McDaniel requested a Special Meeting on Monday, October 16 at 5:30 p.m. for the purpose of adjourning to executive session to discuss land acquisition matters. The previously scheduled work session will follow at 6 p.m. It was the consensus of Council to schedule this Special Meeting. COUNCIL COMMITTEE REPORTS Administrative Committee: Mr. Keenan shared that there will be a Committee meeting on Wednesday, November 1 beginning at 6 p.m..for the purpose of adjourning to executive session to interview candidates for appointment to the Planning and Zoning Commission. Finance Committee: Mr. Keenan stated that a Committee meeting will be held on Monday, November 27 at 6 p.m. for review of hotel-motel tax grant applications. Dublin Arts Council: Vice Mayor Reiner noted that the BREAD! Festival will take place on Saturday, October 21 in Historic Dublin. Board of Education Liaisons: Ms. Amorose Groomes shared that their next meeting is on Wednesday, October 25. Washington Township Liaison: Mayor Peterson introduced Eric Richter, the new Washington Township Administrator. Mr. Richter thanked Council for welcoming him to the City. He noted that the Washington Township Fire Department had their,annual open houses on Sunday, October 8, and the open houses were well attended. He is looking forward to working in his new position in the Dublin community. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS-DAYTON,01110 Form 6101 October 9, 2017 Page 7 of 7 Held COUNCIL ROUNDTABLE Ms. Amorose Groomes: 1. Shared that the"Taste of Dublin" held on September 26 was a great success. 2. Attended the Snow-Go Day on Thursday, September 28 and observed Ms. O'Callaghan's award for her skill in operating the machines! 3. Thanked Mayor Peterson for the opportunity to attend the luncheon as part of the Gender Equity Summit hosted by Cardinal Health. It was a great meeting, and the takeaway was that Cardinal Health is committed to gender equity; that they will search everywhere to hire the best and brightest; and that they believe in and are committed to making sure they have access to the finest talent in the world. 4. Reminded everyone about the Candidate Night tomorrow evening, hosted by the Dublin Chamber and the Dublin Women's Philanthropic Club at IGS Energy. Mayor Peterson: Commented regarding the Gender Equity Summit that, in listening to the experts discuss thi , remains a real world problem. He had the opportunity to address the group. It is i 'portant to stay commi•r-d to gender equity, which benefits everyone. DJOURNMENT Th: meeting w.s .d;o rued at 7:51 p.m. ayor— Presidi,g O i er Clerk of Council