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HomeMy WebLinkAbout04-09-2018 Council MinutesRECORD OF PROCEEDINGS Minutes of Dublin City Council BARRETT BROTHERS - DAYTON, OHIO Held CALL TO ORDER April 9, 2018 Meeting Form 6101 Mayor Peterson called the Monday, April 9, 2018 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 Amorose Groomes, Ms. Alutto, Ms. De Rosa, Ms. Fox, Mr. Keenan and Mr. Reiner. Also present were Mr. McDaniel, Ms. Readler, Ms. Crandall, Ms. Goss and Ms. Mumma. ADJOURNMENT TO EXECUTIVE SESSION Mayor Peterson moved to adjourn to executive session to consider the purchase of property 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. Reiner seconded the motion. Vote on the motion: Mr. Keenan, yes; Vice Mayor Amorose Groomes, yes; Mr. Reiner, yes; Ms. De Rosa, yes; Ms. Alutto, yes; Mayor Peterson, yes; Ms. Fox, yes. The meeting was reconvened at 7 p.m. Other staff members present were Ms. O'Callaghan, Chief von Eckartsberg, Mr. Earman, Mr. Gaines, Mr. Kridler, Ms. Rauch, Ms. Burness, Mr. Hammersmith, Mr. Ashford, Ms. Richison and Mr. Plouck. PLEDGE OF ALLEGIANCE Ms. Fox led the Pledge of Allegiance. SPECIAL RECOGNITION/PRESENTATIONS • Earth Month Mayor Peterson presented a proclamation in recognition of April as Earth Month in the City of Dublin. Mr. Earman accepted the proclamation and described the various activities being held on Saturday, April 21 during Earth Month, including a pollinator planting by the Horticulture Team at Red Trabue Park; Household Hazardous Waste collection at Ashland; and an Arbor Day observance at the Amberleigh Park Pavilion. Mayor Amorose Groomes asked if the capacity and traffic issues with last year's Hazardous Waste collection have been worked out. Mr. McDaniel responded affirmatively. Ms. Alutto commented that education is needed regarding the items that can be disposed of at the event. There was confusion last year about the ability to dispose of paint cans, which have an associated fee for disposal. Mr. McDaniel stated that this will be communicated via the City's website and other media tools. • National Citizen Survey Results Ms. Burness noted that some of the survey results were shared at the State of the Community, and tonight the complete survey results will be presented. Staff forwarded an e-mail to Council last week with links to the full survey results and data, which are now posted on the City's website. Every two to three years, the City participates in this national survey to measure resident perceptions regarding livability, governance and City services. The standardized survey administered by the National Research Center (NRC) also allows the City to benchmark the results with other cities across the country. Along with the standardized questions, each community is given the opportunity to customize a page of questions. These can help determine community priorities and engage residents' opinions on City initiatives. For benchmarking purposes, some of the customized questions were the same as previous years to measure perceptions and trends. She introduced the presenters. Morgan Adams, Research Associate, National Research Center, Ft. Collins, CO will present the 2018 National Citizen Survey results. Marty Saperstein, Saperstein & Associates, Columbus will present the findings from the Dublin custom questions, including the open-ended question on the Bridge Street District. Mr. Saperstein has been involved over the years in assessing National Citizen Survey results RECORD OF PROCEEDINGS Minutes of BARRETT BROTHERS - DAYTON, OHIO Dublin City Council April 9, 2018 Page 2 Meeting has administered Dublin's Community Attitude surveys, which take a more iprehensive review of residents' opinions and satisfaction on a variety of topics and imunity issues. Form 6101 Ms. Adams, Research Associate, National Research Center provided background about the National Citizen Survey, the methodology used, as well as the highlights from the results. Background and Methodology • The RIGS is a survey developed jointly between the NRC and ICMA. Because it is a template, the cost is low for cities, but this also provides the greatest amount of data for benchmarking purposes. This survey has been done with over 400 communities across the U.S. They have over 600 jurisdictions in the national benchmarking database for comparison purposes. • They have been in the citizen survey research field for local governments for over 20 years. Based on their findings, they have determined there are three main pillars that comprise community livability: community characteristics, governance and participation. • Within each pillar, they have derived eight facets for models of community livability. These range from safety, to natural rand built environments, economy and community engagement. • Each of the survey questions asked can be further categorized into these eight facets. • This year was the fourth administration of the National Citizen Survey in Dublin. They conducted a randomized, scientific sample of 1,500 households in the City of Dublin. Each household received three mailings, including a pre -notification postcard and two survey packets sent out a week apart that included instructions about the process, how to complete the survey and return it, or the option of taking the survey online. Each of these responses was also tracked, based upon the four city wards. • This year, there were 495 responses. There is a four percent margin of error around the results. An open-ended question was included to gather more input about people's impressions of the Bridge Street District. • With over 600 jurisdictions in the national data base, the Dublin results were compared whenever possible. • Of the 140 comparisons to national averages, there were 94 results that were higher; 36 that were similar; and only four that were lower. In terms of calculations, if a city was considered to be higher or lower- than the average, there was at least a 10 -point gap on either side of the national average. If denoted as much higher or lower, it reflects more than 20 points on either side of the national average. Results Dublin's results are truly remarkable, as reflected in the reports! Compared to 2015, most items were stable over time. • There were six increases and 10 decreases in 2018. Some of those tended to relate to items in participation. • She provided an overview of all the ratings within each of the eight facets compared to the benchmarks as a whole. All of them are higher. • They also asked residents to identify which of these eight areas as the most essential or important to them for the City to focus on in the coming two years. Safety and the economy were determined as most important. • The first key finding is that Dublin is (an extremely desirable community. Nearly all respondents gave excellent or good scores to Dublin as a place to live. This was higher than comparison communities, and has been stable since 2009 when the baseline survey was conducted. • A similar portion of residents gave positive assessments to the overall quality of life and to the aspects that enhance quality of life. Almost all residents gave excellent scores to the City as a place to raise children; the overall appearance and image of the community and their neighborhoods as places to live. All of these were higher and stable over time. • About two-thirds were happy with thE; City as a place to retire. • In terms of takeaways from these, the residents' ratings in Dublin were so positive that the community was ranked in the top 10 of their database on many aspects. The technical appendices provide all of this ranking data. RECORD OF PROCEEDINGS Minutes of Dublin City Council BARRETT BROTHERS - DAYTON, OHIO Held April 0, 2018 Page 3 Meeting Form 6101 • The ratings reflect much loyalty to the community from residents. About nine in 10 indicate they would recommend the City to anyone who might ask. Over the same amount said they would also plan to remain in the community for the next five years. • Not only do residents enjoy living in the City, but they also have trust in their local government and love the City services that are provided to them. • In terms of performance, 81 percent of participants gave favorable reviews to the overall direction that the City is taking; a similar proportion gave high marks to the honesty of the government, overall confidence in the City, and the government treating all residents fairly. • About three-fourths of respondents also rated highly the value of services for taxes paid, and the job that the Dublin government does in welcoming citizen involvement. • All of these ratings were similar to previous years and/or all higher than other groups nationally. • In terms of the relationship between residents and leadership, communication is a key factor. Efforts to engage this community are reflected in the government performance ratings. Community engagement is also highly rated. • About nine in 10 respondents were pleased with the information services that were provided by the City, and eight in 10 felt that the opportunities to volunteer or participate in community matters were excellent or good. • These residents also thought very well of the open and accepting nature of the community toward people of diverse backgrounds. • These ratings are consistent over time, and are higher than the benchmark. • Ninety-four percent of residents gave high scores to the overall services provided by the City. This has also been stable over time and the ratings are higher than municipalities elsewhere. • Because the government service ratings in general across those eight facets were so positive, she will address a couple of areas to talk about in more depth, as they were the highest rated consistently across the entire group. Those included safety and recreation/wellness. • Ratings for police, fire, ambulance, crime and fire prevention were all rated highly by at least nine in 10. Eight in 10 were very pleased with the animal control and emergency preparedness services. These are also higher than national averages and similar to 2015 results. • Nine in 10 were very pleased with their City parks and health services. At least eight in 10 were pleased with recreation programs and all of these were also higher than national benchmarks. • Survey participants in Dublin also valued their local community and emphasized continued importance and focus on this area. • The economy is another area in which Dublin excels. Ninety-three percent felt that the overall economic health of the City was excellent or good. All other aspects received high marks from respondents, including Dublin as a place to work, service establishments, employment opportunities, the City as a place to visit as well as shopping opportunities. All of these ratings were higher than the benchmark. • Economic development was also a highlight, with 87 percent awarding high marks. • The attributes that impact residents' perception of the local economy were also positive. About eight in 10 indicated they were not under housing cost stress, and they were pleased with the new development in the community. Seven in 10 thought highly of the variety of housing options. Ratings for new development were higher in 2018 and are returning close to the levels seen in 2009. Fewer residents are under housing cost stress than seen in the surveys that date back to 2009. • They did note that the variety of housing options were ranked lower than previous survey administrations. • Compared to 2015, scores for employment opportunities have increased from the previous high of 74 percent excellent or good; they have also found that residents reported higher levels of optimism about the impact that the local economy will have on their incomes in the next six months. In 2009, this rating was 18 percent positive, reflective of the economy at that time. From 2015 to 2018 alone, that jumped 12 percentage points. • As a special addition, the City of Dublin asked residents to determine if encouraging more shops and restaurants to locate within Dublin would be a priority. Forty-six percent found it to be a high priority; 44 percent felt it would be a medium priority. The custom questions added included some budget priorities as well as preservation of the Historic District and the impressions of the Bridge Street District. RECORD OF PROCEEDINGS Minutes of Dublin City Council BARRETT BROTHERS - DAYTON, OHIO Held April 9, 2018 Page 4 Meeting Form 6101 Budget Priorities • Survey respondents assessed the priority levels for several potential improvements. Each option was rated at least a medium priority to a majority of residents. The top three (high or medium priorities) were: o Improving traffic flow o Enhancing the riverfront for outdoor recreation o Preserving the Historic District The lowest priorities were: o Expanding programs at the Recreation Center o Expanding fine arts opportunities Preservation of the Historic District The City also asked residents if they agreed or disagreed that the government has been effective in preserving the character of the Historic District. Eighty-six percent agreed with this statement. Impressions of the Bridge Street District For the second time, residents were able to give their impressions about the Bridge Street District. • In 2015, 70 percent of respondents reported that their impression of the project was very or somewhat favorable. This year, 87 percent said the same. • Residents also had the opportunity to describe in their own words why they felt the way they did about the Bridge Street District. Many comments related to the attractions included, the design of the area and access. Summary The main takeaways from the 2018 National Citizen Survey are that Dublin continues to be an extremely desirable community; that residents place a high level of trust on the government; think highly of City services; and that the economy in Dublin is highly valued and prioritized by residents. She added that the goal of conducting a citizen survey is not only to gain feedback from residents; it is also to use that data in future decision-making processes. It is clear that the City not only provides excellence in terms of quality of life aspects and service delivery, but that the City is dedicated to incorporating the voices of the residents served as well as continuing to make the City of Dublin a world-class city. Marty Saperstein, Saperstein & Associates congratulated the City on these strong survey results. • This year, as in 2015, they were able to incorporate some custom questions. In 2015, the Bridge Street District was generally comprised of conceptual renderings shared. Today, much of the BSD stands, so it makes the timing of this survey very appropriate and helpful to obtain a feel for the community's opinions. • The same question was asked again, as in 2015, regarding their opinion of the Bridge Street District. Forty-four percent said "very favorable," 43 percent "somewhat favorable," and a combined 13 percent said "unfavorable." This is a very atypical distribution of satisfaction data. In this case, 87 percent, almost 9 of 10 have a favorable impression of the BSD. What is remarkable is that all of the somewhat favorable in 2015 have now moved into the very favorable percentage. This is very unusual. The unfavorable declined from 21 percent to 13 percent. Unlike 2015, there was an open-ended question included, namely to explain a favorable or unfavorable impression of the District. • All of the BSD comments were then coded by the NRC staff and distributed into categories: attractions, design, access (traffic, parking), quality of life, people, and economics. All of this was tallied into positive, negative or mixed comments. He reviewed the information to understand better the 87 percent favorable ratings as well as the unfavorable ones. The two most common categories related to the favorable rating were attractions and design. The two most common categories for the unfavorable ratings were design and access. • In further reviewing the data patterns, he considered length of time living in Dublin to determine if there is a relationship between their length of residency and the opinion of the design of the BSD. He found that for residents of five years or less, only two percent had an unfavorable design comment. For those of six to ten-year residency, five percent had an unfavorable design comment. At the higher end of residency, the 20 plus year residents, 29 percent had a negative design comment. RECORD OF PROCEEDINGS Minutes of BARRETT BROTHERS - DAYTON, OHIO Held Dublin City Council April 9, 2018 Page 5 Meeting He believes that for many long-time residents, the BSD is inconsistent with their view of what Dublin is —for good or not good. In terms of the distribution for po::itive comments, they did not have the same relationship as negative comments did, based on length of residency. In looking at gender, men and women were equally likely to rate the design as good or as bad. Preservation of the Historic District Form 6101 The statement in the survey was that "The City of Dublin of Dublin has been effective in preserving the character of Dublin's Historic District." • Eight -six percent of the responders agreed with the statement — 36 percent strongly and 50 percent moderately. Once again, the tenure in the City was reviewed and there was a very similar pattern. Of those living in Dublin five years or less, 94 percent agreed with the statement. Of the residents of more than 20 years, only 72 percent agreed with the statement. Both of these results reflect that there is a relationship between how long people have lived in Dublin and how satisfied they are with Bridge Street District's design as well as maintaining historic preservation. The relationship between age and these two questions is somewhat correlated, but not nearly as strong as the relationship to the number of years they have lived in Dublin. Budget Priorities Seven initiatives were identified and respondents asked to rank them as a high, medium or low priority. • As Ms. Adams reported, improving the flow of traffic was the number one at 58 percent. • Enhancing the riverfront was a high priority at 56 percent. • Encouraging more shops and restaurants was a priority for 46 percent. • Preserving the Historic District was in the 30 percent range, along with acquiring additional parkland. • Expanding programs at the community center and expanding the number of fine arts opportunities were lower priorities. • In terms of the flow of traffic priority at 58 percent and whether that was related to the BSD, he reviewed the 2016 Community Attitude survey and there were only four initiatives named. Improving the flow of traffic was on that questionnaire also, and at that time, it was 66 percent — higher than this. In the 2013 Community Attitude survey there were nine initiatives named, and traffic still ranked first at 57 percent. The conclusion then is that traffic is not a new problem; it is still a problem. It would be fair to say that the roundabout at Riverside/161 has not changed perceptions for the better. He encouraged Council members to read all of these comments in the reports. Internet Service Providers A few questions were posed regarding this topic, and respondents were asked to evaluate speed, customer service and cost. • What was learned is that half of the residents surveyed indicated that speed was good or excellent, and half said customer service was good or excellent. However, for the question of cost:, about three in ten said excellent or good, with 30 percent indicating poor. • In response to the question about what changes, if any, should be made, the respondents indicated that speed and customer service were not as important to them as the cost of the service. Mayor Peterson invited Council members to comment. Vice Mayor Amorose Groomes stated that the interpretation of results and the relation to longevity in the community is interesting. From her perspective, the people who have lived in Dublin for five or less, or six to 10 years, are the least likely to envision themselves living in Dublin long term. In her experience, there are families who move frequently versus those who have resided in Dublin a long time, call Dublin "home" and plan to do so for a long time. These households seem to be more of a transient kind of family versus one that intends to be multi -generational in the same community. RECORD OF PROCEEDINGS Minutes of BARRETT BROTHERS - DAYTON, OHIO Dublin City Council Meeting Form 6101 Held April 5), 2018 Page 6 Mr. Saperstein agreed this could be a testable proposition, but added that those who have lived in Dublin for 20 or more years were once five-year residents who chose to stay. Some portion of residents will leave, and some portion will remain in Dublin. Mr. Keenan stated that most of the Council members who were closely involved in the planning of the Bridge Street initiative have lived in Dublin for well in excess of 20 years. To him, the data substantiates the established vision for the BSI. Mr. Saperstein added Council can choose to handle the information going forward as they prefer, but it is worth knowing that there is a curve relative to length of residency and the appeal of the Bridge Street District. Where will those who have been here for 20 years be 20 years out? That is not exactly clear. Those who have been in Dublin for 10 years might be here 20 years out. In thinking of the origins of the Bridge Street District, his understanding of the goals was to provide a place for empty nesters to live as well as a place to attract millennials. The Bridge Street District was not developer driven, but driven by the City who wanted to attract and retain residents into the future. Ms. Fox noted that the survey results are very impressive, and Dublin is a great community! However, to make Dublin better, it is important to understand what is not done well. She asked about the areas that the survey results indicate warrant further review. Ms. Adams responded it is important to understand the context of this. If a decrease is observed in one item from 2015 to 20181 but it is similar to a level seen previously, she does not believe it should become a big priority for the City. It is not yet a trend line, but could be a dip naturally occurring. Ms. Fox asked if there is anything that has remained at a lower level over the time the surveys have been done and for which the City has not been able to improve. Ms. Adams responded that in the trends report, the data is broken down based upon all the various years. There is a margin of error in the results, so some changes are not actually significant. For some of the lower ratings, they are fairly typical of communities that are so successful. For example, ratings for the variety of housing options, the availability of affordable housing, and traffic flow and mobility issues often decline when a community is very desirable. Those are the "pitfalls of success" for a community. It is not necessarily something that requires significant measures to fix, but rather something that occurs naturally. It is a trend across the U.S. Ms. Fox asked if Dublin had any areas where ratings were lower than average. Ms. Adams responded that there were only four items that were lower in the benchmarking, and they tended to be related to participation in the community. Mr. Saperstein noted that there are two big lessons to take away: • What aren't we doing well that we should do better? • Equally important, keep doing what the City is doing as it is obviously working! Mr. Reiner asked about the facet of participation. He represents a ward that includes a quarter of the City's population, and has a private homeowner association that controls much of the development. Over the years, there have been problems with participation in this Association. After surveys, the Association found that residents are very satisfied and don't want to participate. Is that a realistic analysis of people's views? Mr. Saperstein responded that the survey, to some extent, imposes our values on the respondents — namely, that we believe participation in the American democracy is a good thing. Mr. Reiner added that if people are satisfied, they may not feel the need to participate in government and instead rely upon their elected representation. Mr. Saperstein stated that everyone wants good policing, but participation in government is a different dimension. He acknowledged that when people are unhappy about something, they may then choose to participate. Ms. Adams stated that the emergency preparedness/supply question was ranked lower, which may mean that there are not many emergency situations that confront Dublin, unlike cities in geographic locations where disasters are frequent. Mr. McDaniel noted that a consistently lower score has been in regard to a Dublin as a good place to retire. The question is what Dublin can do to be more competitive in terms RECORD OF PROCEEDINGS Minutes of Dublin City council BARRETT BROTHERS - DAYTON, OHIO _"s nor April 9, 2018 Page 7 Meeting Form 6101 of being a good place to retire. The Aging in Place initiative and related items have raised the City's consciousness about that, as well as responses to previous surveys. Ms. De Rosa stated that she reviewed all of the results of the open-ended questions. It was very interesting in terms of what is actionable. There are some very consistent themes in the open-ended questions, and some very actionable items for such items as the Riverside/161 roundabout. She is very supportive of open-ended questions, as it allows the City to understand better the items for which action can be taken. Mr. Saperstein noted that he had a long conversation with Ms. De Rosa about the open- ended questions related to the Bridge Street District and what some of the results meant. Ms. De Rosa stated that in previous years, the respondents were reacting to conceptual drawings. At this point, the Bridge Street District is a reality. She does believe that some actionable items were identified in these open-ended questions. Ms. De Rosa asked about the demographics shared, such as tenure in the community, age, etc. A priority for the community is making sure that Dublin remains attractive to both retirees and millennials. Are there other demographic splits in the data, such as by age and rankings? Is there enough to be statistically significant? Can that information be shared? Ms. Adams responded affirmatively. They can produce an entire report that breaks down each of the respondents, based on the demographics. Ms. De Rosa responded that it would be important, as millennials are looking at the economy, jobs, etc. There might be some good information for actionability. Mr. McDaniel agreed. It is important to leverage the data. As Council reviews all of the reports, he asked that they forward any questions to staff. Mr. Saperstein added that it is important not to lost sight of the fact that 87 percent have favorable impressions of the BSD. There are clearly actionable items such as the 161 /Riverside roundabout and parking on Riverside Drive, but given this positive response, there is time to come up with the right solutions. Ms. Alutto asked Ms. Adams to describe how the respondents are selected. Ms. Adams stated that they are randomly selected from the entire household pool. They purchase a list from the USPS. The USPS updates that list of residents every three months. It is then geo-coded, based upon Dublin's boundaries. Mayor Peterson thanked Ms. Morgan and Mr. Saperstein for sharing this information tonight. Mr. McDaniel added his thanks to them, as well as Ms. Burness and her staff for their work. Ms. De Rosa thanked the residents who invested their time in completing the survey. The response rate was excellent, and the results will be very helpful to the City. CONSENT AGENDA Mayor Peterson moved approval of the two items on the consent agenda: • Approval of 3-19-18 Regular Council Meeting Minutes • Notice to Legislative Authority re. New D5J Liquor Permit from Cameron Mitchell Restaurants LLC dba The Avenue Steak Tavern, 94 N. High Street, Dublin, OH 43017 Ms. Alutto seconded the motion. Vote on the motion: Mr. Keenan, yes; Vice Mayor Amorose Groomes; Mr. Reiner, yes; Ms. De Rosa, yes; Ms. Fox, yes; Mayor Peterson, yes; Ms. Alutto, yes. INTRODUCTION/FIRST READING — ORDINANCES Ordinance 37-18 Amending the Annual Appropriations for the Fiscal Year Ending December 31, 2018. Ms. Alutto introduced the ordinance. Mr. Gaines stated that this ordinance will amend the 2018 Annual Appropriations. Staff's intent is to bring requests for amendments to the Annual Appropriations to Council quarterly. This request covers any needed adjustments during the first quarter, from the beginning of the budget year. The staff memo provides a detailed explanation for each of the requested amendments. He offered to respond to questions. RECORD OF PROCEEDINGS Minutes of Dubtin _ CQunci1..: BARRETT BROTHERS • DAYTON, OHIO _ April 9, 2018 Held Mayor Peterson invited Council input/questions. Page 8 Meeting Form 6101 Ms. Alutto, referrinq to staff's memo: • Re. Section 4 (an un -appropriation of funding in the total amount of $17,825,000 in the Capital Construction Fund - for the Historic Dublin High Street projects), requested more detail regarding the current contract amounts versus the originally estimated amounts. Mr. Gaines responded that the original contract amounts were provided with the previous appropriation ordinance (Ordinance 02-18). What has been removed is the budgeted amount of $17,825,000 for the Dublin CML Library -related projects: $12.5 million for the Parking Garage; $5.2 million for the street network; and $125,000 for the Grounds of Remembrance landscaping enhancements. • Requested clarification of the Section 7, paragraph 2 statement that "this change order (Park Enterprise Construction Co., Inc.) included extra tree removal, additional excavation, additional stone and topsoil to bring the Rings Road ditch to grade, path elevation changes between driveways to avoid creature of areas for water to pond..." Staff indicated the word "creature" should have been "creation." • Re. Section 1 statement that, "...attributes this increase to the high volume of reviews being completed for large projects in Bridge Park, and is requesting an additional $25,000 for bank fees...." Was the high volume of reviews unanticipated? Mr. Gaines indicated that this level of increase in the volume of reviews was not anticipated, but the increase is also due to a greater use of credit cards. Across the City, there has been an increase in credit card fees in association with more people using credit cards; in the next budget year, that will be factored in. Vice Mayor Amorose Groomes: • Re. the Section 1 explanation, of the $25,000, what percent was for bank fees? Mr. Gaines responded that he does not have an exact number, but he believes the majority was for bank fees. Vice Mayor Amorose Groomes stated that should be part of the City's Fee Schedule update discussion. Often, a bill payment is higher if paid by credit card, typically three percent to cover the bank fee. Mr. Gaines responded that staff has discussed this matter in preparing for the next Fee Schedule update, which will be reviewed by Council. Ms. De Rosa: • Re. Section 5, $202,000 for the Hyland-Croy/Post Road traffic signal improvement project. During the earlier Council discussion on the project, it was indicated that the start of the project was to be April 2018. What is the status? Mr. McDaniel responded that he believes the anticipated completion timeframe is July 2018, contingent on the availability of the poles. Ms. De Rosa stated that the discussion reflected the intent not to delay the project until there was ability to install the signal. Mr. Hammersmith responded that the signal cannot be installed until the hardware is available, which must be fabricated. The project is also weather -dependent. Ms. De Rosa stated that Council was aware of the possible delay on the light poles, but staff had indicated the turn lane construction would proceed. That project has not yet begun; is it programmed? Mr. Hammersmith responded that it is part of the overall project, but construction of the turn lane has not been initiated. Ms. De Rosa requested that Council be advised when construction begins. Mr. Hammersmith agreed to do so. There will be a second reading/public hearing at the April 23 Council meeting. Mayor Peterson stated that the next three ordinances relate to the Hyland -Croy Road/ Riviera connector. He moved to waive the Rules of Order to discuss Ordinances 29-18, 30-18 and 31-18 together. Mr. Reiner seconded the motion. Vote on the motion: Vice Mayor Amorose Groomes; yes; Mr. Keenan, yes; Mr. Reiner, yes; Ms. Fox, yes; Ms. De Rosa, yes; Mayor Peterson, yes; and Ms. Alutto, yes. [The Clerk read the names and addresses of the property owners into the record.] RECORD OF PROCEEDINGS Minutes of BARRETT BROTHERS - DAYTON, OHIO Held Dublin City Council April 9, 2018 Meeting Form 6101 Page 9 Ordinance 29-18 Authorizing the City Manager to Execute and Accept Necessary Conveyance Documents to Acquire a 0.179 -Acre Fee Simple Warranty Deed for Right -of -Way, Without Limitation of Existing Access Rights, and a 0.067 -Acre Storm Water and Drainage Easement from Sabra L. Minyard and William Minyard, Located at 8698 Hyland -Croy Road, for the Public Purpose of Constructing a New Roadway Which Sh,� to Be Open to the Public Without Gharge. OroHnance 30-18 Authorizing the City Manager to Execute Necessary Conveyance Documents to Acquire a 0.198 -Acre Permanent Utility Easement from Riviera Ventures LLC, from the Property Located East of Hyland -Croy Road along the Proposed Cacchio Lane, for the Public Purpose of Constr"cting a New Roadway VNhich Shall Be Open to the Public Without Charge. Ordinance 31-18 Auth odzing the City Manager to Execute and Accept Necessary Conveyance Documents to Acquire a 0.028 -Acre Fee Simple Warranty Deed for Right -of -Way, Without Limitation of Existing Access Rights, and a 0.010 -Acre Storm Water and Drainage Easement from E. Elaine T. Horr, Ti,ustee of the E. Elaine T. Horr Revocable Trust Executed March 12, 2009, Located at 8668 Hyland -Croy Road, for the Public Purpose of Constructing a New Roadway Which Shall Be Open to the Public Without Charge. Mayor Peterson introduced the ordinances. Mr. McDaniel stated that the City of Dublin intends to construct the Hyland -Croy Road/ Riviera Connector, which is a new public roadway connecting the Riviera neighborhood with Hyland -Croy Road. Site acquisition was programmed in 2017 and utility relocation, construction and landscaping programmed in 2018. This need for the connector was identified in the Traffic Impact Study and was a condition of zoning approval for the Riviera development. The street section will be two lanes with a center median and separated bike/pedestrian facilities, similar to Churchman Road. The Project require the acquisition of property interests from multiple property owners on Hyland -Croy Road and the developer of Riviera. The City participated in good faith discussions with all property owners and has arrived at mutually agreeable terms with three of the owners -- either to purchase the required interests for the amount indicated or to donate the property interest to the City at no cost. The remaining properties that are related to the project, for which staff has been unable to negotiate successfully, will involve separate legislation to appropriate the necessary property rights. Ms. De Rosa requested clarification regarding the Dublin School District's property. Mr. McDaniel stated that staff is in discussion with the Schools regarding that piece. There will be a second reading/public hearing of Ordinances 29-18, 30-18 and 31-18 at the April 23, 2018 meeting. INTRODUCTION/PUBLIC HEARING - RESOLUTIONS Resolution 13-18 Accepting the Lowest and Best Bid for the 2018 Street Maintenance Program. Ms. Alutto introduced the resolution. Mr. McDaniel stated that five bids were received, publicly opened, and read for the 2018 Street Maintenance Program. The Engineer's estimate is $4,560,000. The budgeted funds for the 2018 Street Maintenance Program in the 2018 Capital Improvement Program are $5,000,000. The bid tabulation is provided in the staff report. This work covers roadway resurfacing and reconstruction, base stabilization, spot repair, curb and gutter replacement, installation of ADA -compliant curb ramps and other associated work. Additionally, Rings Road west of Cosgray Road has been chosen as a pilot section for Cold In-place Recycling (CIR) -- the processing and treatment of existing asphalt pavements with bituminous and/or chemical additives without heating to produce a restored pavement layer. This bid reflects unit costs. A city-wide assessment of streets has been done. It is likely that more will be spent than is reflected, due to the fact that more streets are in disrepair as a result of the difficult winter. All work is planned to be completed by November 2, 2018. Ms. Fox said that some of the repairs on sidewalks are being made with blacktop instead of cement; is that a temporary fix? RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS - DAYTON, OHIO Held April 9, 2018 Page 10 Mr. Hammersmith responded that it is a temporary wedge of asphalt to address an irregularity in the sidewalk surface. Form 6101 Vice Amorose Groomes expressed appreciation for the fact that the City is considering adding more streets to the list. When she recently used the sidewalk on West Bridge Street between the Veterinary clinic and the school property, she noticed some significant deficiencies. Are there maintenance funds available to address such needs? Mr. McDaniel responded that funds are budgeted in the Five -Year CIP for sidewalk maintenance. Mr. Hammersmith indicated that $250,000 is budgeted for the 2018 sidewalk maintenance program. That project is currently being developed and has not yet gone out to bid. Vice Mayor Amorose Groomes requested that staff review this particular area for inclusion. Mr. McDaniel encouraged residents to make the City aware of any potential hazard situations that should be addressed. Ms. Alutto inquired the process for selecting streets for resurfacing. Mr. Hammersmith responded that the streets are selected according to a city-wide assessment and conditions rating. The collected data is reviewed by the City's Infrastructure Asset Engineer who programs the street maintenance. Engineering staff work on the implementation side — assembling the plans, bidding the project and construction. Ms. Alutto inquired what is the anticipated debris diversion from the Cold In-place Recycling (CIR) pilot program. Mr. Hammersmith responded that he does not have those figures tonight, but they can be calculated. There would be material savings. Ms. Alutto stated that she would like information about the diversion rate from landfilling the debris. Mr. McDaniel added that the City inventories its sidewalks, street pavements and shared use paths. The goal is to assure the highest level of maintenance possible on the City's streets, sidewalks, public parking lots and shared -use paths. Staff dedicates significant efforts to that program. Vote on the Resolution: Vice Mayor Amorose Groomes, yes; Mayor Peterson, yes; Ms. Alutto, yes; Ms. Fox, yes; Ms. De Rosa, yes; Mr. Reiner, yes; Mr. Keenan, yes. Mayor Peterson stated that the next four resolutions are also related to the Hyland -Croy Road/Riviera connector. He moved to waive the Rules of Order to discuss Resolutions 15-18 through 18-18 together. Ms. Alutto seconded the motion. Vote on the motion: Ms. De Rosa, yes; Ms. Fox, yes; Mr. Reiner, yes; Mr. Keenan, yes; Ms. Alutto, yes; Vice Mayor Amorose Groomes, yes; Mayor Peterson, yes. [The Clerk read the names and addresses of the property owners into the record.] Resolution 15-18 Intent to Appropriate a 0.372 -Acre Fee Simple Warranty Deed for Right -of -Way, Without Limitation to Existing Access Rights; a 0.003 -Acre Storm Water and Drainage Easement; a 0.002 -Acre Storm Water and Drainage Easement; a 0.002 - Acre Storm Water and Drainage Easement; and a 0.299 -Acre Temporary Construction Easement from Noman I. Malik and Josephine Samina Malik, from the Property Located at 8640 Hyland -Croy Road for the Public Purpose of Constructing a New Roadway Which Shall Be Open to the Public Without Charge. Resolution 16-18 Intent to Appropriate a 0.878 -Acre Fee Simple Warranty Deed for Right -of -Way, Without Limitation to Existing Access Rights; and a 0.140 -Acre Temporary Construction Easement from Barbara Stroble .and Laney Stroble, from the Property Located at 8622 Hyland -Croy Road for the Public Purpose of Constructing a New Roadway Which Shall Be Open to the Public Without Charge. Resolution 17-18 Intent to Appropriate a 0.946 -Acre Fee Simple Warranty Deed for Right -Of -Way, Without Limitation to Existing Access Rights; a 0.231 -Acre Fee Simple Warranty Deed for Right -of -Way, Without Limitation to Existing Access Rights; a 0.002 -Acre RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS - DAYTON, OHIO Form 6101 Held April 9, 2018 Page 11 Stormwater and Drainage Easement; a 0.002 -Acre Storm Water and Drainage Easement; and a 0.186 -Acre Temporary Construction Easement from Kevin D. Mullins and Jocelyn Mullins, from the Property Located at 8600 Hyland -Croy Road for the Public Purpose of Constructing a New.Roadway Which Shall Be Open to the Public Without Charge. Resolution 1 8-1 8 Intent to Appropriate a 0.091 -Acre Fee Simple Warranty Deed for Right-of-vliay, Without Lii-nitation to Existing Access Rights from Darshan Shah, from the Property Located at 8700 Hyland -Croy Road for the Public Purpose of Constructing a New Roadway Which Shall Be Open to the Public Without Charge. Mayor Peterson introduced the resolutions. Mr. McDaniel stated that these are related to the same project as was described previously with Ordinances 29-18, 30-18 and 31-18. These are the properties for which agreements have not yet been reached. These are resolutions of intent to appropriate, should agreement not be reached. However, staff works proactively to negotiate amicable agreements with the property owners for these acquisitions. Vote on Resolutions 15-18 through 18-18: Mr. Keenan, yes; Vice Mayor Amoroso Groomes, yes; Mayor Peterson, yes; Mr. Reiner, yes; Ms. Fox, yes; Mr. Reiner, yes; Ms. De Rosa, yes. STAFF COMMENTS.) • COTA Board Appointment Mr. McDaniel reported that the Central Ohio Transit Authority (COTA) has notified the City that the terms are expiring for two suburban appointments to the COTA Board. It is now Dublin's turn in the rotation among suburbs to fill one of those seats. Typically, a Council member is appointed to serve. Although it is not a COTA request, he suggests that an alternate be designated in case the Council member is unable to attend. Mayor Peterson moved to appoint Council Member De Rosa to a three-year term as representative to the COTA Board of Trustees and that the Development Director be designated as the alternate representative. Ms. Alutto seconded the motion. Vote on the motion: Mr. Reiner, yes; Ms. De Rosa, yes; Ms. Fox, yes; Mayor Peterson, yes; Ms. Alutto, yes; Vice Mayor Amorose Groomes, yes; Mr. Keenan, yes. Mr. McDaniel provided overviews of the following, information provided in Council's packet: • A public information meeting will be held on April 24, 2018 from 6:30 to 8:00 pm at the Dublin Service Center, 6555 Shier -Rings Road, regarding the replacement of aging water lines in the cul-de-sac areas of Dunskeath Court, Springburn Drive West, Macewen Court, Balloch Court, Havington Court and Ketchum Court. This project is programmed in the current Capital Improvements Program (CIP) for construction in 2018. Notice of the meeting has been sent directly to adjacent property owners who will be impacted by the upcoming construction. • A draft Council retreat report was provided, which he believes captures Council goals as defined at their retreat and suggests next steps. He requests that Council members forward any clarifications to those goals and next steps before the April 23 Council meeting. At that time, staff recommends Council adopt those goals by action, which will provide direction to staff's future efforts. • An update on Facilities Programming Analysis, Space Planning and Master Plan for Dublin's Civic Campus. The City closed on the purchase of 5555 Perimeter Drive on March 1, 2018. The purchase of this property provides the City the opportunity to realize its long-term vision for the area of Coffman Park while consolidating City operations and facilitating more effective services as the center of municipal government. To that end, programming analysis and space planning must be performed, and a master plan developed. Following a competitive selection process, M+A Architects has been selected to lead the next level planning effort. A programming analysis will build upon the analysis previously conducted on certain facilities and facilitate discussions between the various departments to develop a programming report that will address known, and identify future, programming needs for each of the work units. City Council will be included in discussions to explore ideas for a new City Hall, Council Chambers RECORD OF PROCEEDINGS Minutes of Dublin City Council BARRETT BROTHERS - DAYTON, OHIO Held April 9, 2018 Page 12 Meeting Form 6101 and associated public meeting spaces. Per Council's preference, that discussion can occur individually or in groups. An immediate goal is to develop the preliminary cost estimates to inform this year's annual update of the City's Capital Improvements Program (CIP). This planning effort will also inform an architectural implementation program for the identified renovation and construction projects. Separate competitive selection processes for the design and construction of those, projects will be conducted as projects are implemented. Ms. Alutto inquired the estimated timeline for that study. Mr. McDaniel responded that it would be four. -five months. • Background information on the Bridge Street District. Key enabling measures were agreed upon by the City and the local school districts in 2014 as a prerequisite to the early implementation phases of the BSD. It is important that newer Council members have the materials and policy context for the BSD implementation measures, which provide the underlying financial framework for implementation of the BSD redevelopment. The measures are known formally as the City's Cooperative Agreements with the Dublin City School District (Dublin Schools) and Tolles Technical Career and Technical Center Jolles). If Council members would like more background information or one-on-one discussion, staff will be happy to accommodate. • An update on the house demolitions necessary for the SR 161/Cosgray Road roundabout project. The design of the proposed roundabout required the acquisition and demolition of two residential structures located outside of Dublin in Franklin County at 7455 Cosgray Road (the white house at the southwest corner of the intersection) and 7495 Dublin -Plain City Road (the stone ranch house to the west). The Cosgray Road house has some historical elements, such as the front porch. The City has acquired the properties, and it is staff's intent to proceed with the demolitions, unless Council or Washington Township provides different direction. Vice, Mayor Amorose Groomes stated that she traveled by the 7455 Cosgray Road property this weekend, and noticed plywood nailed over the windows. Did someone reclaim some of the historic windows? Mr. Hammersmith that the windows were covered to secure the structure after the asbestos removal. Only framing remains on the inside, as all of the plaster was removed. Ms. Fox stated that this matter relates to the historical and cultural assessment of City properties. This house is listed on the National Register of 1=listoric places. Dublin's Community Plan does call for historic preservation of particular items, such as this type of house. She is asking Council to dedicate some time, perhaps a work session, to create a policy on how the City impacts its historic treasures. During her term on the Architectural Review Board, she witnessed that the City's historical buildings were not being demolished by private parties, but by the City. City Council needs to have a policy governing how the City authorizes removal of a stone wall or moving a historic house to facilitate a project. Some of the structures are not salvageable, but unless Council reviews this policy, it will result in the need to defend decisions at a later date. Therefore, she requests that Council schedule a time to review its Historical and Cultural Assessment policy. Mr. McDaniel stated that, typically, the City would not have been involved in this, as the properties are outside the City limits. However, in order to move the entire project forward, the City agreed to provide some funding and handle the engineering and management of the project. He expressed appreciation to Tom Holton, Dublin Historical Society president, for raising the issue. Although staff's intent is to move forward, Council can give direction to either move the house or remove and store the one historical architectural feature -- the porch. Ms. Fox suggested that, in the future, if the City is aware of a need to move a house to facilitate a project, it could offer it for $1.00 to another party to move to another location to preserve it. Sometimes there are other ways to preserve structures the City does not need, but it is important to ensure that thEly remain standing. Vice Mayor Amorose Groomes noted that if not the entire structure, some individuals might be interested in reclaiming a portion of it, such as the porch, for another structure they are restoring based on historical significance. RECORD OF PROCEEDINGS Minutes of BARRETT BROTHERS - DAYTON. OHIO Held Dublin City Council April 9, 2018 Page 13 Meeting Form 6101 An update on Solid Waste Services Procurement. The current solid waste agreement with Rumpke of Ohio, Inc. was originally for three years, 2014 through 2017 with the option to extend for 2018, as well as 2019. The City has extended the contract for one year through 2018 and has the ability to extend it for another one-year term, which could be a good option. Staff would also like to consider a re -design of the contract and bidding process with input from the public. Therefore, staff recommends Council refer the matter to the Community Services Advisory Committee (CSAC) to receive public input and make a recommendation. Ms. Alutto expressed support for the idea. The City's involvement in the Consortium saves the City money over a period of time. She has received very positive feedback on the City's leadership in waste management and recycling. Ms. De Rosa inquired what kind of community feedback is desired. Mr. McDaniel responded that SWAC®'s proposal outlined a goal for Consortium communities to move toward a uniform two -cart collection system. Staff is looking for community feedback regarding that approach — specifically, what would that mean to the public and how would it be deployed. The associated costs could mean an increase to the contract amount. As indicated in staff's report, the Consortium has been meeting with SWACO to evaluate the current consortium program. As a result of an analysis performed by SWACO and the Consortium, SWACO has prepared a proposal for each of the Consortium communities, outlining a plan that would reorganize the communities into smaller groupings with the goal of obtaining better bids from the haulers during the upcoming bid cycle. The proposal groups the City of Dublin with Washington Township. Staff will be looking at how to package a joint bid.Joint bidding is good, but it has become too big and cumbersome for some of the companies, so the intent is to package the bids differently. Because of the proposed changes in the service and how it is delivered, it is desirable to obtain feedback from those who receive the service. Ms. Alutto stated that Columbus had only one bidder respond to their request. Mr. McDaniel stated that is what occurred in Dublin last year; therefore, the existing contract was extended another year to allow an opportunity to revisit the design of the services before submitting for bids. Ms. De Rosa noted that the community survey finding was that this service was ranked highly positive by the community. If changes are proposed, involving the residents would be important. Mr. McDaniel noted that the logistics of implementing a two -container process would have a long lead time, so extending the contract another year might be a good option. During that time, the details of the two -container agreement could be developed. Mayor Peterson moved to refer the solid waste services procurement to the Community Services Advisory Commission for consideration and a recommendation to Council. Ills. Alutto seconded the motion. Vote on the motion: Mayor Peterson, yes; Vice Mayor Amorose Groomes, yes; Ms. De Rosa, yes; Mr. Keenan, yes; Mr. Reiner, yes; Ms. Fox, yes; Ms. Alutto, yes. Mr. McDaniel continued: Congratulated the Police Department and the Northwest Regional Emergency Communications Center (NREC) for their recent accreditation. Dublin is now one of only 42 agencies in the nation holding a CALEA accreditation for both agencies. This is the Police Department's ninth (9t") -accreditation. The accreditation process is difficult, and in addition to the Police Department and FRAC, the City's Parks and Recreation and Public Works Departments are accredited. Staff appreciates Council's support of -the accreditation efforts, which validates that these City processes are nationally accepted by peers. These efforts contribute to the positive outcomes of Dublin's National Citizen Survey. COUNCIL COMMITTEE REPORTS Community Development Committee Historic District Commercial Fagade Improvement Grant Program Recommendation Mr. Reiner stated the Community Development Committee met early tonight to review the proposed Historic Commercial Fagade Improvement Grant Program. The Committee suggested some minor changes, and if Council adopts the Committee recommendation, staff will be providing a revised document. Currently, there are four tentative grant RECORD OF PROCEEDINGS Minutes of BARRETT BROTHERS - DAYTON, OHIO Held Dublin City Council April 9, 2018 Page 14 applicants. The Committee recommends Council approval of the Historic Commercial Improvement Grant Program with the minor changes noted by the Committee. Meeting Form 6101 Ms. Fox stated that she was not able to attend the meeting, but has some suggestions for consideration. The Historic Dublin Foundation originally had requested that Council look at ways to infuse money into the Historic; District to help with maintenance. After discussions with some of those individuals, she has a few comments: o Eligibility — make the grants available only for buildings over 50 years of age. This is the standard for federal and state historic tax credits. o Grant amount — reduce the minimum amount to $1,000. Some property owners or tenants might want to do a small project. The total fund amount is $1007000. With applications of $15,000 - $25,000, there may be only four applicants. Making the funds available for smaller projects may result in more applicants making improvements in the Historic District. o Code -compliant buildings — Perhaps grant funds could be available to bring buildings up to Code. o Grants not being available for routine maintenance and repairs. One of the problems in the Historic District is that property owners cannot afford the routine maintenance and repairs, so the properties have fallen into greater disrepair. Therefore, she recommends the grants be available for routine maintenance and repairs. All of the grant applications would be reviewed by the Committee, so Council would retain the ability to select the projects to receive funding. o First-come/first-served basis -- change that to a quarterly grant application period. In the earlier grant periods, larger grant applications should not be considered; these would be considered only in the last grant period of the year, if substantial funds remained. This change would permit more small projects to be funded throughout the year. Mr. Reiner responded that the Committee did agree to meet more frequently, dependent upon the number of applications received, which would differ from the biannual BYN grant schedule. The Committee also discussed that the grants should not be made available to property owners who are leasing their building to another party. Perhaps Ms. Fox's suggestions can be considered at a future Committee meeting. Mr. Keenan cautioned that there could be an issue with issuing grants for building repair and maintenance in terms of appropriate use of taxpayer monies. Mr. Reiner stated that was also the Committee's concern. Mr. Keenan expressed support of making the funds available for buildings of 50 years or older. Many of the buildings in the Historic District are of that age, and the property owners could make some changes that would help them to blend better in the District. Ms. Fox stated that the repair/maintenance item could be a subjective issue. All these applications must meet the criteria to improve/preserve building fagades; however, some projects may warrant flexibility to ensurE.1 that the building does not fall down due to neglect or disrepair. Ms. De Rosa noted that the Committee recognized the wide scope of potential projects for this grant; however, it is at this point a pilot program and can be revised, if desired. The Committee emphasized the need to establish criteria that prioritized the real intent of this program, which is to upgrade the commercial building facades in the Historic District. Mr. Reiner stated that the Committee requested that the buildings be photographed before and after renovations to document case studies, encourage future grant applications and evaluate the success of the program. Mayor Peterson moved to approve the grant process as recommended by the Committee. Ms. Alutto seconded the motion. Vote on the motion: Ms. Alutto, yes; Mr. Keenan, yes; Ms. De Rosa, yes; Mayor Peterson, yes; Ms. Fox, yes; Mr. Reiner, yes; Vice Mayor Amorose Groomes, yes. New City Flag Mr. Reiner stated that the Committee also considered the possibility of creating a new City flag. An anonymous submission process was suggested for new flag design RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS • DAYTON, OHIO Held April 0, 2018 Page 15 Form 6101 nominations. The judges would include two individuals with a heraldic design background and a graphic designer. The desire is to have more historic aspects of the City incorporated into the flag design. The City has advanced significantly since the previous flag was designed 40 years ago, and the City should have a flag that can proudly and frequently be displayed. Future Executive Session for Real Estate Matters Mr. Reiner reported that the Committee also considered a potential meeting of Council with a real estate holder. The consensus was that meeting would be scheduled. Planning and Zoning Commission Ms. Fox reported that the last PZC meeting was a training session for new members. The agenda covered ethics, legal and planning processes. As Administrative Committee Chair, Vice Mayor Amorose Groomes spoke about Council policies. The training was well-done and thorough. She has a couple of suggestions for additional education of Council's boards and commissions. 1. More frequent workshops and speakers. Members would benefit from more education, making the job easier for them and ensuring better outcomes from their service. 2. Provide further training on incorporating the intent and vision of the City's Community Plan to ensure it is always the prism through which development applications are considered. 3. Training on the Commission's role in preparing and recommending land -use plans, rezoning recommendations, zoning code amendments and legislative recommendations. Too often, the Commission simply reviews the applications, but the Commission has a much broader responsibility to Council. The Commission could benefit from education about this. 4. More in-depth training on when to use variances, administrative appeals, and conditional uses. Administrative Committee Vice Mayor Amorose Groomes stated that the Committee is preparing to conduct City Manager and Council Clerk reviews. She received a research document this week from staff regarding best practices for conducting a review. She will forward that document to committee members and the committee can begin to evaluate how it wants to conduct those reviews. Public Services Committee Ms. Alutto that the Committee will meet on Monday, April 30 at 5 p.m. The topic for the agenda is Aging in Place. She will meet with Ms. Crandall to prepare information for that meeting packet. Dublin Friendship Association Ms. Alutto stated that the group will meet tomorrow morning with Columbus Sister Cities to discuss ways to collaborate and leverage efforts that are working well. Mid -Ohio Regional Planning Commission (MORPC) Vice Mayor Amorose Groomes reported that the next meeting will be on Thursday, April 12. US 33 Innovation Corridor Group Ms. De Rosa reported that the next meeting will be on Friday, April 13. Dublin Arts Council Mr. Reiner noted that there was a full-page story in the Sunday newspaper about the Dublin Arts Council's latest art exhibition. The DAC's major annual fundraiser, the Garden Party, will be held on Friday, May 4 at OCLC. Dublin Board of Education liaison Ms. Alutto reported that the next meeting is on Wednesday, April 11. RECORD OF PROCEEDINGS Minutes of BARRETT BROTHERS - DAYTON, OHIO UNCIL ROUNDTABLE Dublin City Council April 9, 2018 Page 16 Meeting Form 6101 Fox: 1. Stated that she is looking forward to a workshop to discussion of the Community Plan. 2. Stated that all proposed changes to the Historic District should be reviewed by the Architectural Review Board. She requests that at an upcoming Council workshop, the Historic District discussion should include that item, as well. 3. Thanked Sonni Peterson for standing in for her in the Schools dodgeball tournament! De Rosa: 1. Referred to the Council Retreat report that was provided in Council's packet. She appreciates that there was much material to include. It would be helpful, however, to have more explicit next steps and timelines for every item. This is important, because Council clearly cannot accomplish everything at once. 2. Suggested that the electronic packet also include individual documents as well as the combined PDF document. Mr RPinPr- 1. Stated that the Dublin Schools' dodgeball tournament did raise $13,000, although the performance of our team was not Council's "moment of shining glory"! 2. Reiterated Ms. De Rosa's observation about the Council Retreat report. Having timelines for completion of the items would be helpful. M. Altitto- 1. Clarified that the dodgeball tournament actually raised $15,000! 2. Reported that she has spoken with some residents who are very interested in the Aging in Place work that the City has initiated. When will the report on the recent summit on this topic be ready for review? Ms. Crandall responded that a report would be forwarded this week to the summit participants. A timeline for other outreach with caregivers, older residents and Human Resource professionals will be provided for the Public Services Committee discussion on Monday, April 30. 3. Congratulated the Police Department on its newest member, Police K9 Finn! Vice Mayor Amorose Groomes: 1. Reiterated the comments about the Council Retreat report. It is a good first draft, but probably warrants some additional revisions. 2. Referred to the Facilities Programming Analysis, Space Planning and Master Plan for the Dublin Civic Campus. The second paragraph states that: "A Master Plan outlining a phased, logical progression of implementation addressing design and construction of renovations, buildings, and relocation efforts ... will then be developed." The architect that has been selected to lead this process is looking only at construction of the Council Chambers piece, but not the building that would replicate the Services Center and 5800 Building. Mr. McDaniel responded that, as part of that, the architect will be asked to take a preliminary look at the square foot allocation on the entire site. Ms. O'Callaghan stated that their scope is merely conceptual planning. It does not include architectural design services. The conceptual look will include how many and where buildings would be placed on the site. Vice Mayor Amorose Groomes stated that much more than that would be premature. Council will want to have some policy discussions before making any decisions. 3. Received some photos and a call from residents about work being done in Kosciuszko Park, including tree removal. The photos prompted her to visit, and she discovered a very gnarly site. The site does not appear as something that is completed. What is the goal, and what is the status of this process? Mr. Earman responded that the task is not completed. The first step was to remove all of the honeysuckle and invasive species. When that is completed, what remains will not be an attractive site. However, it will be re -planted where necessary. He is not familiar with the final plan, but he can obtain and provide it to Council. Vice Mayor Amorose Groomes stated that, presently, there are four -foot high stumps remaining. It appears that a brush hog was taken through the area. What actually occurred was not just honeysuckle removal, but removal of the entire understory. Many three to four -inch caliper trees were taken down, as well. RECORD OF PROCEEDINGS Minutes of BARRETT BROTHERS - DAYTON, OHIO Held Dubliner Council April 9, 2018 Page -1.7 Meeting Form 6101 Mr. Earman stated that he would research the situation and provide a report to Council. 4. Stated that in the 2017 ARB Report, under Special Projects, is a section regarding the Historic and Cultural Assessment, which states that, "City Council accepted- the cceptedthe Assessment at their September 25, 2017 meeting." She does not want the process to end there. She was hopeful that Council would see more being pursued, and that it would be an active document, not a completed study. Mr. McDaniel stated that any and all of the City's plans are living documents. He will check the minutes and clarify what the direction was going forward. Of course, Council may provide additional direction, as well. 5. Reported that the Dublin Community Foundation Board met last week and reviewed four grant applications for this grant cycle. Once approved, she will provide more detail on those grants to Council. 0. Congratulated the Chamber of Commerce Next Gen Leadership graduates, to whom she passed out awards last week. It was fun to meet the next group of community leaders. 7. Thanked staff for including her on the Planning and Zoning Commission training agenda. The message she provided on behalf of Council was that Dublin has held a very high standard throughout its history, and Council expects them to continue to make Dublin a better place after their service than it was before. Mayor Peterson stated that: 1. The Hidaka "Cherry Blossom Luncheon" is scheduled on Friday. Uidaka USA is a phenomenal company, and the Hidakas are wonderful people. Each year, they host a wonderful luncheon in recognition of the relationship they enjoy with the Dublin community. He encouraged everyone who receives an invitation to attend this special luncheon. 2. This year's Arbor Day celebration will be held from 9 a.m. to noon on Saturday, April 21 at the Amberleigh Park pavilion. Staff will provide education on pruning and mulching trees, and hand out free tree seedlings. 3. Council's participation in the Schools' dodge ball tournament was of short duration, but very worthwhile! Dr. Hoadley and his staff appreciated Council's participation and support. The Mayor added that his goal is to suggest a similar Council group activity once every one to two months. Mr. Reiner has suggested kayaking as a future Council outing. Ms. Fox noted that Bike Month is coming up in May. Mayor Peterson inquired when the City anticipates receiving the high-tech bicycles for the new program being initiated. Ms. Crandall indicated that their arrival ic> anticipated May 5, 2018. Mayor Peterson stated that perhaps shortly thereafter, Council could take a City tour on the new bikes! ADJOURNMENT TO EXECUTIVE SESSION Mayor Peterson moved to adjourn to Executive Session to consider the purchase of property for a public purpose and for a conference with an attorney for the public body concerning disputes involving the public body that are the subject of pending or imminent court action. Ms. Alutto seconded the motion. Vote on the motion: Mayor Peterson, yes; Vice Mayor Amorose Groomes, yes; Mr. Reiner, yes; Ms. De Rosa, yes; Mr. Keenan, yes; Ms. Alutto, yes; Ms. Fox, yes. The Mayor noted that the m eting will be reconvened only to formally adjourn. No further action?9I be taken. ADJOURNMENT The Jr#eeting was rec9tfier .and adjourned. M*or — Presidind O Clerk of Council