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HomeMy WebLinkAbout01/06/2003 RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting DAYTON LEGAL BLANK INC FOAM NO 10148 January 6, 2003 Held 20 Mayor McCash called the Dublin City Council meeting of January 6, 2003 to order at 7:00 p.m. in Council Chambers at the Dublin Municipal Building. Mr. Lecklider led the Pledge of Allegiance. Roll Call Council members present were: Mayor McCash, Vice Mayor Boring, Ms. Chinnici- Zuercher, Mr. Kranstuber, Mr. Lecklider, Mr. Reiner and Ms. Salay. Staff members present were: Ms. Brautigaum, Ms. Grigsby, Mr. Smith, Mr. McDaniel, Mr. Harding, Mr. Husenitza, Mr. Colby, Mr. Combs, Ms. Crandall, Ms. Puskarcik, Mr. Hahn, Mr. Hammersmith, Ms. Uhl and Ms. Hoyle. Approval of Minutes of December 9, 2002 Regular Meeting Mr. Kranstuber moved approval. Ms. Salay seconded the motion. Vote on the motion: Mayor McCash, yes; Ms. Chinnici-Zuercher, yes; Mr. Reiner, yes; Mrs. Boring, yes; Ms. Salay, yes; Mr. Lecklider, yes; Mr. Kranstuber, yes. Correspondence The Clerk reported that notification has been provided to Council of the transfer of 05 & 06 liquor permits at 6665 Dublin Center Drive. There was no objection to this transfer. Chief Woo, Washinqton Township Fire Department addressed Council regarding the impact of the termination of the mutual aid contract with the City of Columbus. He reviewed background information, as provided in the Council packet. The previous contract was based upon the township providing primarily a first response type of service in the Tuttle Mall and surrounding area. However, because of the rapid development around Tuttle Mall and the lack of resources by Columbus to serve the area, the township units were dispatched more frequently and many calls resulted in transporting of patients. In addition, the consolidation of the Perry Township Fire Department into Washington Township Fire Department resulted in increasing numbers of responses along the Sawmill corridor. Discussion of these issues began in December of 2001 with Chief Woltz, Columbus Fire Department. The EMS billing system instituted on January 1, 2003 by Columbus has brought the issues to the forefront. The township has consistently opposed the EMS billing system as it impacts Washington township residents, in view of the mutual aid rendered to Columbus. Based upon legal advice and his recommendation, the township trustees have terminated the existing mutual aid contract with Columbus as of January 1, 2003 in the hopes of facilitating a new contract. The issues have not been resolved to date. He advised Council that the impact of the cancellation of the mutual aid contract with Columbus would be minimal for Dublin residents. Mutual aid contracts are in place with many other area townships. Washington Township Fire Department is well funded and is purchasing additional equipment to address the concerns brought about by the contract cancellation. They hope to have a modified agreement in place with Columbus in the near future. He offered to respond to any questions. Mayor McCash asked about the difference in response time for Washington Township versus a mutual aid responder. Chief Woo stated that the township averages a response time of four minutes per run. They do not track the Columbus run times. When Columbus dispatches runs, they have an established priority, and township runs are a lower priority than Columbus runs. There is somewhat of a delay for a mutual aid run. Mayor McCash asked if there is a particular area of Columbus where there are concerns about increasing runs. Chief Woo indicated that the Sawmill corridor has had an increasing number of calls, as well as the Tuttle Mall area. Units are both responding and transporting, which was not the original intent of the mutual aid agreement. Mr. Reiner noted that he agrees with the position taken by the township on this issue. Has there been any negative feedback from Columbus? Chief Woo noted he has received only one letter from Chief Pettis on this matter. Ten of the area mutual aid entities met on December 20 and indicated their support of Washington Township in this matter. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting DAYTON LEGAL BLANK. INC.. FORM NO. 10148 January 6, 2003 Page 2 Held 20 Ms. Chinnici-Zuercher thanked Chief Woo for the information he has provided. She is pleased to learn that the township has purchased equipment that they previously relied upon Columbus to supply. What type of contract will they be seeking with Columbus for the future? Chief Woo responded that they are seeking an equitable contract that is beneficial for both parties. The township would like defined areas for mutual aid - perhaps the Tuttle mall area or the 1-270 corridor adjacent to it. If Columbus continues to take the position of billing all EMS runs, the township will likely eliminate EMS mutual aid, with the exception of first responder in a life-threatening situation. For the Sawmill corridor, the township would like this better defined. Perhaps a limitation of pieces on equipment out of town at anyone time could be included. The residents of Washington Township should not be required to pay for EMS services when the township is providing assistance to Columbus on calls. Ms. Chinnici-Zuercher asked for the date that the new Columbus fire station in the Tuttle Crossing area would be operational. Chief Woo stated that the target date is fall of 2003. However, he believes this station will have minimal impact on the number of runs by the township. The new station will pick up many of the EMS runs, but Washington Township Station 95 in the water tower will still be the second due engine for that area. Washington Township Ladder 91 will be the second due ladder for that area. So there will be little impact on the fire runs, which is another area of concern. CITIZEN COMMENTS Mayor McCash presented a proclamation honoring Mike Fresch, Dublin resident, 1999 Dublin Coffman graduate and current OSU cheerleader who successfully completed a field goal attempt during the halftime of the Fiesta Bowl. In doing so, he secured a contribution of $100,000 for the Fallen Firefighters of Arizona. Mike accepted the proclamation and thanked Council for this special recognition. Nova Vulanich and Beth Marsh, representinq The Dublin Sinqers presented a plaque to City Council in recognition of their grant supporting the recent Carnegie Hall concert by the group. They also shared photos of the group from The Today Show and Carnegie Hall. Wallace Maurer, 7451 Dublin Road noted that he violated protocol at the last meeting in that he directed his comments to the City Manager and not to the Chair of the meeting. Secondly, he violated his personal policy in addressing individual members of Council and staff versus directing his comments to the entire assembly. He believes that he has lost ground in the arguments he has been making before Council in recent months. His incentive in requesting Mr. Ciarochi to respond was to bring this issue to a conclusion and satisfy everyone. At this point, he plans to return with the intent of identifying a solution that "everyone will be happy with." LEGISLATION SECOND READING/PUBLIC HEARING - ORDINANCES Ordinance 120-02 An Ordinance Providing for a Change in Zoning for Approximately 65.455 Acres Located on the North Side of Summitview Road, Approximately 395 Feet West of Trails End Drive, from: R-1, Restricted Suburban Residential District, to: PLR, Planned Low Density Residential District. (Case No. 02-094Z - Conine Property - 4240 Summitview Road) (Applicant: H. Emerson Conine Family Trust, c/o Fred J. Simon, Agent and Attorney, represented by Virginia Homes, c/o David C. Ruma, 1152 Goodale Boulevard, Columbus, OH 43212; and Ben W. Hale, Jr., Smith & Hale, 37 West Broad Street, Suite 725, Columbus, OH 43215.) Mr. Combs stated that this rezoning request is for a proposed development of 82 lots with a density of 1.25 units per acre. The development includes 13.4 acres of parkland, while code requires 5.8 acres. P&Z heard this case on November 7 and tabled it; it was brought back on December 5 and approved with 10 conditions as outlined in the Record of Action. The changes made at the request of the Planning Commission included such items as reconfiguring cui de sacs and street layouts to provide additional preservation of trees as well as to increase the safety of access; development was adjusted to provide a better transition from large lots on the east side of the development to the west along Campden Lakes. He offered to respond to questions. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting DAYTON LEGAL BLANK INC FORM NO 10148 January 6, 2003 Page 3 Held 20 Mr. Reiner asked about the size of lots compared those in Campden Lakes. Mr. Combs stated that he is not certain about the frontage size, but compared to lot sizes of homes along Trails End, the sizes are now very similar. The lots to the west along Campden Lakes are also very comparable. Mr. Reiner asked if there has been any negative feedback from the residents of Campden Lakes. Mr. Combs stated that he is not aware of any negative feedback. Mrs. Boring noted that she did not attend the P&Z meeting of December 5 as she was attending NLC. In condition #9 regarding a lot matrix, is the issue of appropriate lots for walkout basements addressed? Mr. Combs stated that this was discussed by P&Z. It will be specifically addressed at the preliminary plat stage by staff. Mr. Lecklider asked who would be responsible for maintenance of the frontage along Summitview Road. Mr. Combs stated that this area will be dedicated to the City, but he is not certain about the responsibility for maintenance. Mr. Hahn stated that the agreement calls for the City to maintain this area, primarily because the City maintains the adjacent Campden Lakes frontage and this is viewed as a continuous park area. The City will also maintain the barn on the site. Mr. Lecklider asked why the City is responsible for the Campden Lakes frontage. Mr. Hahn responded that, traditionally, the City maintained such frontages. With recent developments, homeowners associations have been assigned the responsibility for this maintenance. The depth of the frontage is another consideration for these two areas - both have significant depth and a more park-like feel, with an opportunity for programming in the frontage area. Components could consist of items such as picnic tables, a gazebo and landscaping, or perhaps a play structure. Campden does have deed restrictions regarding soccer fields. Mr. Lecklider noted that the issue is one of fairness for homeowners associations who are required to maintain these, such as the frontage along Hyland Croy. His intent is to strive for consistency and fairness. Mr. Hahn responded that he understands the concern. Another distinguishing item for the Conine property is that the City expressed an interest in preserving and utilizing the barn on the site. This will be a direct benefit to the City residents, not necessarily to the subdivision residents. Mr. Lecklider asked about the condition related to the waterline connection, where it indicates that the applicant will make a "good faith effort." How will this ultimately be resolved, and is "good faith effort" defined? Mr. Combs responded that the issue arose at P&Z about extending the waterline to Trails End, and relating to efforts to preserve trees. This would perhaps necessitate moving the waterline to the north, and the applicant owns the land to the north slated for a future Wedgewood phase. The condition was that the applicant makes all good faith efforts to utilize other options that would preserve trees in extending the waterline in the future. Mrs. Boring stated that she understands that the waterline has already been extended on Summitview to serve Trails End. Mr. Hammersmith stated that this would provide a waterline-looped connection. Mrs. Boring suggested amending Condition #7 to clarify a waterline looped connection. Mr. Lecklider noted that there is an expense involved in meeting this condition, and noted that he would like to hear the applicant comment about his willingness to make a good faith effort in this regard. Ms. Salay noted that the first time this application was heard at P&Z, there was concern by the neighbors about stormwater issues. Is staff comfortable that these issues will be resolved? Mr. Combs responded that stormwater issues were discussed extensively at the first P&Z meeting. Staff is ensuring that there is adequate detention, based on the calculations. At the preliminary plat stage, more details will be available. Staff will review the grading plan to ensure proper drainage and that the development does not negatively impact neighboring properties. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting DAYTON LEGAL BLANK INC FORM NO 10148 January 6, 2003 Page 4 Held 20 Ms. Salay asked if the water surface of the retention basin in the open space "C" is included in the 6.6 acres. Mr. Combs responded that he is not certain; generally, surface area used for stormwater detention purposes is not counted toward parkland requirements. In this case, the parkland greatly exceeds the minimal requirement. Ms. Salay added that her concern is that the open space not be "mushy" most of the year, because it is being used as stormwater detention. Some neighborhood parks have areas that are damp most of the year and therefore not usable. Mr. Combs stated that in this case, the retention area defined would be damp most of the year. In some neighborhood parks, there are basins which are intended to be dry most of the time. Staff will review the grading at the preliminary plat stage to ensure that this is addressed for the Conine property development. Ms. Salay asked if there is a name for the neighborhood. Mayor McCash stated that the applicant can respond to this question. Mr. Reiner asked if there would be a forced homeowners association to take care of cui de sacs and other open areas. Mr. Combs stated that with new subdivisions the City requires that forced and funded associations handle these items. Mayor McCash asked about the connection to the subdivision to the north, which may not be in the City of Dublin. Did the Planning division consider the issue of potential cut- through traffic from the area to the north of this subdivision to access Summitview? Mr. Combs responded that the area to the north is located within Delaware County and not the City of Dublin. Staff works to ensure appropriate connections for subdivisions, and in this case specifically reviewed the street layout in terms of avoiding the need for future traffic calming. David Ruma, Virqinia Homes, applicant noted the following: 1. The homeowners association will be a forced and funded association to maintain areas noted as well as the entry features. 2. The subdivision will be known as Wedgewood Section 12, although the Conine name was used on the application to distinguish it from previous applications. 3. The parkland calculation does include the pond area, but they are not certain of the size of the pond until the final stormwater engineering calculations are completed. 4. Regarding the waterline construction, the "good faith effort" language was incorporated because there is no defined way to connect the two waterlines at this time. The lots along Trails End Drive are heavily wooded, and cutting through these properties for a connection would require removal of many trees. The intent was that the developer would pay for their portion of installing the line and the City would be responsible for the portion of line off of the property. The request related to two issues: 1) Would they be willing to do the work and install the line when the improvements were being done for the Conine development; and 2) There appears to be a clearing on the Conine property to the north which they are also developing that runs along the northern end of the properties along Trails End Drive - which may be a place to locate the waterline. P&Z requested that the applicant make a "good faith effort" in regard to these options. Mrs. Boring stated that there are a number of different swales in the area and the residents believe that Mr. Conine did not maintain the swales in recent years. Is the applicant willing to work with the residents of Trails End to identify those? Mr. Ruma responded that some problems relate to crushed drain tiles or cut-off drain tiles from the time Campden Lakes was developed. These can be addressed in the stormwater management plan. He asked that staff encourage the property owners to contact the developer to alert them to the location of these water problem areas. Mrs. Boring stated that calls regarding these issues should then be referred directly to the developer. Mr. Ruma agreed. He added that they couldn't promise to solve all of the problems. But if the problem is that the water won't come through property as it did previously because of the topography, the developer can fix it. Mrs. Boring asked how the developer will handle requests for walkout basements RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting DAYTON LEGAL BLANK INC FORM NO 10148 January 6, 2003 Page 5 Held 20 where the topography is not suitable. Mr. Ruma responded that they would review the topography at the time of final engineering. If there are any locations that allow a walkout basement, it is only a very few. They will be identified during the preliminary plat process so that discussions can occur at that point in time. From that point forward, only those lots would be allowed to have a walkout basement. He assumes that they will be noted on the plat. Mr. Lecklider stated that he is pleased with the depth of the frontage and how it has been designed. He wishes that this could be achieved in every instance. The layout is impressive, and he complimented staff, P&Z, the applicant and everyone involved in this great project. There was no public testimony offered. Ms. Chinnici-Zuercher moved approval of the Ordinance with a modification of the Condition #7 to include the lanquaqe "waterline looped connection." Mr. Reiner seconded the motion. Vote on the motion: Mr. Reiner, yes; Mr. Kranstuber, yes; Mrs. Boring, yes; Ms. Chinnici-Zuercher, yes; Ms. Salay, yes; Mayor McCash, yes; Mr. Lecklider, yes. INTRODUCTION/FIRST READING - ORDINANCES Ordinance 01-03 Authorizing the City Manager to Enter into an Agreement with the Columbus, Ohio City Attorney for Prosecution of Criminal Cases in Franklin County Municipal Court, Criminal Division, and Representation of the Bureau of Motor Vehicles for Certain Cases in the Civil Division of the Franklin County Municipal Court, and Declaring an Emergency. Mr. Kranstuber introduced the ordinance. Ms. Brautigam stated that this is similar to the contract with the Delaware County prosecutor. Mr. Kranstuber moved to dispense with the public hearing and to treat this as emergency legislation. Ms. Chinnici-Zuercher seconded the motion. Vote on the motion: Ms. Salay, yes; Mr. Lecklider, yes; Mr. Reiner, yes; Mr. Kranstuber, yes; Ms. Chinnici-Zuercher, yes; Mrs. Boring, yes; Mayor McCash, yes. Vote on the Ordinance: Mr. Reiner, yes; Mrs. Boring, yes; Ms. Salay, yes; Mr. Lecklider, yes; MS.Chinnici-Zuercher, yes; Mayor McCash, yes; Mr. Kranstuber, yes. Ordinance 02-03 Accepting the Lowest/Best Bid for the Heather Glen North Park Development Project, and Appropriating Funds Therefor. Ms. Salay introduced the ordinance. Ms. Brautigam stated that staff is recommending acceptance of the low bid and will request emergency action at the next reading. Ms. Salay noted that a similar gazebo was recently installed in Monterey Park, but she would request that a larger model be incorporated into this project. The one in Heather Glen Park and Trinity Park are a nice size and more usable. The Monterey Park gazebo, however, is quite small and not very usable. Mr. Hahn will provide more information at the next reading. There will be a second reading/public hearing at the January 21 Council meeting. Ordinance 03-03 Approving a Tax Credit and Economic Development Agreement with Aelita Software Corporation and Authorizing, Confirming and Ratifying the Execution of the Agreement. Mr. Kranstuber introduced the ordinance. Ms. Brautigam stated that this is the City's typical economic incentive arrangement when companies receive tax credits from the State of Ohio. Mr. Stevens is present to respond to questions. The agreement has been provided to Council this evening. Ms. Chinnici-Zuercher noted that there has been a lot of media coverage recently regarding the City of Columbus where companies did not meet their obligations in cases where tax credits were given. What is built into the agreement to hold the companies accountable, and what sanctions is Dublin prepared to impose if they don't meet their obligations. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting DAYTON LEGAL BLANK lNC FORM NO, 10148 January 6, 2003 Page 6 Held 20 Mr. Stevens responded that the City follows the lead of the state in these matters. For example, Submitorder.com received a job creation tax credit from the State of Ohio that the City supported with a five-year fifty percent municipal corporate income tax credit. When Submitorder.com failed to meet their obligations on job creation and average wage, the State revoked their credit and the City no longer provided the municipal corporate income tax credit. The company has moved out of town and gone out of business. Ms. Chinnici-Zuercher asked if this is the case, why have companies not been held accountable? Mr. Stevens responded that he cannot speak for the City of Columbus. Columbus often provides property tax abatements that are not tied to performance. In Dublin, incentives are tied to payroll withholding and the number of jobs created. Dublin has not had a case where a company in Dublin has not met the obligations. There will be a second reading/public hearing at the January 21 Council meeting. Ordinance 04-03 Accepting the Lowest Best Bid for the Avery Road and Brand Road Landscape Improvements Project. Ms. Salay introduced the ordinance. Ms. Chinnici-Zuercher asked for clarification of why the engineer's estimates for the project were so high. Mr. Hammersmith responded that the estimate was based upon bid tabs from 2002, and in this case, the bidder had a good source of topsoil at a low cost. In addition, the bid environment is very good at this time of year. Mr. Lecklider asked for a summary of the project. Mr. Hammersmith responded that the project consists of landscaping improvements at Avery and Brand, particularly the southwest corner- mounding with plantings and trees. The scope is not complex. There will be a second reading/public hearing at the January 21 Council meeting. Ordinance 05-03 Changing the Name of Commercial Drive to Sports Parkway in the City of Dublin. Ms. Chinnici-Zuercher introduced the ordinance. Ms. Brautigam explained that the applicant has requested the name change to reflect the sports nature of the activity within the development versus the previously anticipated commercial uses. Mrs. Boring asked if this type of change could be done by resolution. Mr. Smith agreed it could be done either by ordinance or by resolution. Mr. Lecklider asked if the second access for Darree Fields, which is across I II from this street proposed for name change, would ever be completed. ,I I Mr. Hammersmith responded that Mr. Hahn would have this information - but he has left the meeting. There will be a second reading/public hearing at the January 21 Council meeting. Ordinance 06-03 Providing for a Change in Zoning for 2.309 Acres Located at the Northeast Corner of Paul Blazer Parkway and Tuttle Crossing Boulevard, from: PCD, Planned Commerce District, to: PCD, Planned Commerce District. (Case No. 02-136Z - Tuttle Crossing Plan Subarea A4, Chipotle - 5170 Tuttle Crossing Boulevard) (Applicant: Cleveland Lexington Investors, LLC, 19615 Lake Road, Cleveland, OH 44116, agent Christopher T. Cline, Attorney, 5455 Rings Road, Suite 500, Dublin, OH 43017.) Mrs. Boring introduced the ordinance and moved referral to Planning & Zoning Commission. Ms. Chinnici-Zuercher seconded the motion. I RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting DAYTON LEGAL BLANK lNC FORM NO 10148 January 6, 2003 Page 7 Held 20 Vote on the motion: Mr. Kranstuber, yes; Mr. Lecklider, yes; Mayor McCash, yes; Ms. Salay, yes; Mrs. Boring, yes; Ms. Chinnici-Zuercher, yes; Mr. Reiner, yes. Ordinance 07 -03 Providing for a Change in Zoning for 5 Acres Located on the West Side of Avery Road, Approximately 200 Feet North of Belvedere Green Drive, from: R-1, Restricted Suburban Residential District, to: PUD, Planned Unit Development District. (Case No. 02-138Z - Hansel Subdivision) (Applicant: Stephen C. Lenker, Lenker & Larson, Ltd., 5900 Cromdale Drive, Dublin, OH 43017) Mrs. Boring introduced the ordinance and moved referral to Planning & Zoning Commission. Ms. Chinnici-Zuercher seconded the motion. Mr. Lecklider asked if this property was the subject of a rezoning request to estate lots in the last year. Mr. Combs responded that he recalls a request to rezone this property to a development of four lots approximately a year ago. This is a new application with a revised configuration. Vote on the motion: Mr. Kranstuber, yes; Mr. Reiner, yes; Ms. Chinnici- Zuercher, yes; Mayor McCash, yes; Ms. Salay, yes; Mr. Lecklider, yes; Mrs. Boring, yes. Ordinance 08-03 Providing for a Change in Zoning for 26.374 Acres Located at the East Terminus of Tuller Ridge Drive, West of Village Parkway, from: R-1, Restricted Suburban Residential District and CC, Community Commercial District, to: PUD, Planned Unit Development District. (Case No. 02-135Z - Dublin Mews, aka Vogel Property) (Applicant: Core Properties, LTD., 401 N. Front Street, Columbus, OH 43215, represented by Ben W. Hale, Jr., 37 W. Broad Street, Suite 725, Columbus, OH 43215) Mrs. Boring introduced the ordinance and moved referral to Planning & Zoning Commission. Mr. Kranstuber seconded the motion. Vote on the motion: Ms. Salay, yes; Mrs. Boring, yes; Mr. Reiner, yes; Ms. Chinnici-Zuercher, yes; Mr. Kranstuber, yes; Mayor McCash, yes; Mr. Lecklider, yes. Ordinance 09-03 Providing for a Change in Zoning for 22.462 Acres Located on the Southeast Corner of Metatec Boulevard and Post Road, from: PUD, Planned Unit Development District, to: PUD, Planned Unit Development District. (Case No. 02-137Z - Perimeter Center Subarea N - Homestead Revision) (Applicant: Continental/NRI Ventures, c/o Homestead Communities, 150 E. Broad Street, Columbus, OH 43215, represented by Ben W. Hale, Jr., Smith & Hale, 37 W. Broad Street, Suite 725, Columbus, OH 43215): Mrs. Boring introduced the ordinance and moved referral to Planning & Zoning Commission. Ms. Salay seconded the motion. Vote on the motion: Mayor McCash, abstain; Mr. Reiner, yes; Ms. Salay, yes; Mrs. Boring, yes; Mr. Kranstuber, yes; Mr. Lecklider, yes; Ms. Chinnici- Zuercher, yes. INTRODUCTION/PUBLIC HEARING - RESOLUTIONS Resolution 01-03 Establishing a Task Force to Review the Planned District Development Process and the Subdivision Regulations. Ms. Salay introduced the resolution. Ms. Brautigam stated that the draft in the packet was not in final form. The final form was faxed to Council on Friday. It included an additional "Whereas" RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting DAYTON LEGAL BLANK INC FORM NO 10148 January 6, 2003 Page 8 Held 20 clause reflecting the work already done on the UDC; a new Section 1 which reflects the desire to effectively table the UDC; and a Section 7 which clarifies the two additional areas where staff work is needed - the Dublin Historic District and industrial zoning matters. Staff is seeking direction from Council about their preference for a seven or nine-member task force. A nine-member task force would include two at-large community representatives. If the resolution is approved tonight, applicants will be solicited so that Council can make the appointments at the February 3 meeting. Two Council representatives and two Planning & Zoning Commission representatives are needed. The Commission has indicated that they have selected two members who are willing to serve on this task force. Ms. Chinnici-Zuercher stated that she prefers a nine-member task force, which allows for community representatives. She moved adoption of a nine-member task force. Mrs. Boring seconded the motion. Mayor McCash noted that he reviewed his memo sent to Council in February of 2002 regarding the composition of a UDC task force - it included community representatives. Following discussion, it was the consensus of Council that the two at-large representatives be Dublin residents. The language should be clarified to reflect this. Ms. Chinnici-Zuercher indicated that she would like to represent Council on the Task Force. Mayor McCash, Mr. Lecklider and Mr. Reiner indicated they would also be willing to serve. Ms. Salay asked how staff anticipates handling the Historic District - who would be involved, and is the April timetable for recommendation reasonable? Mr. Combs responded that this process has been underway in Historic Dublin over the past couple of years. Meetings have been held with a variety of groups in the district and the ordinance was being finalized at the time the UDC was proposed. It was then folded into the UDC. Additional feedback is now needed from business groups and residents within the District. Correspondence is on file from the past few months regarding their views on the UDC. Staff must now incorporate the feedback from the public meetings and refine the framework of the existing ordinance. Ms. Salay asked if they anticipate discussing the riverwalk. Mr. Combs responded that this discussion has been happening concurrently. It will not really impact the ordinance. Ms. Salay stated that many of the residents have issues with the second draft of the UDC and some of the uses proposed. She wants to ensure that these issues are addressed. Mr. Combs stated that he attends the Historic Dublin Association on a monthly basis and has provided them a variety of drafts over time. In general, staff plans to provide different formats for this feedback - the ARB, Historic Dublin Association. The staff would like to obtain support from both entities prior to bringing a recommendation back to Council. Mrs. Boring stated that the development community will be represented by someone recommended by the BIA, and she assumes that the Chamber of Commerce will have a recommendation for a business representative. Ms. Brautigam stated that staff would include in the ads a solicitation for resident as well as business representatives. Mayor McCash noted that he has had letters of interest from Charlie Driscoll of the BIA, Mark Gialluca of Duke, and a reference letter for Mark Gialluca from Vic Irelan. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting DAYTON LEGAL BLANK, ING.. FORM NO. 10148 January 6, 2003 Page 9 Held 20 Ms. Brautigam asked that the Mayor provide the Clerk with copies of these letters for circulation to everyone. Vote on Resolution 01-03 (nine-member) - Mr. Reiner, yes; Ms. Chinnici- Zuercher, yes; Mayor McCash, yes; Mrs. Boring, yes; Mr. Kranstuber, yes; Ms. Salay, yes; Mr. Lecklider, yes. It was the consensus of Council to discuss selection of Council representatives in conjunction with discussion of candidates at a later date. OTHER Request for Waiver of Requirement for Connection to Public Sewer System from property owners of 6368 Hanna Hills Drive Ms. Grigsby stated that the Code requires connection to a sewer line once it is located within 100 feet of a property line. There is also a provision in the Code for consideration of a waiver request in extraordinary circumstances or in case of financial hardship. There have been six waiver requests during the past year in areas where the City recently extended water and sewer lines. This is a request for waiver for connection to the sewer system only. The resident has received their water tap permit and entered into a contract for installation of the water line with a contractor. The waiver for sewer connection is being requested on the basis of the extremely high cost of installation. Mrs. Boring asked if the resident is present. Ms. Grigsby stated that staff had indicated that Council would discuss the request tonight, and the staff would then report on the outcome to the resident. Mrs. Boring expressed concern about the long delay in submitting the waiver- this should have been done a year ago. Ms. Grigsby stated that this individual recognized the need to apply for a waiver as the deadline approached. Ms. Chinnici-Zuercher asked about the timeframe for submission to Council of the comprehensive report regarding citywide policies for water and sewer services. Ms. Grigsby responded that the goal is to have it ready for the first meeting in February. Mayor McCash noted that the site plan indicates that the existing sewer connection to the onsite system is at the back of the house, and that appears to be the location where they are trying to connect a sewer tap. It requires taking the line all the way around the house. Presuming this house has a basement, why couldn't the sewer connection be made through the front of the house and the adjustment made in the basement to tie into the existing building stack? Ms. Grigsby stated that her understanding from talking with Mrs. Haimbaugh is that it relates to the location of their existing plumbing, and that the sewer had to be taken into the back side/east end of the house. Mayor McCash suggested that someone from the Building division visit the site to see what the options would be, and to then obtain a revised quote. Ms. Grigsby relayed that Ms. Haimbaugh indicated that they had contacted several contractors who would not provide a quote due to concern with high costs and potential issues with installation. Mayor McCash stated that he would question whether this is the only viable option. A physical visit to the site would be necessary before a decision is made regarding a waiver. Mr. Lecklider asked if the Mayor is suggesting this request be tabled? Mayor McCash stated that he would suggest exploring other options that may be less expensive before considering a waiver. He does not believe Council can make an informed decision with this limited information. Ms. Chinnici-Zuercher recalled that this was an area where residents brought water samples in to Council. She would agree with having staff visit the site to see if there are other options and to ask the resident what their expectations had been in terms of the expense of sewer connection. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting DAYTON LEGAL BLANK INC FORM NO 10148 January 6, 2003 Page 10 Held 20 Mrs. Boring asked about the average cost to the resident of installing the sewer line to the house. Ms. Grigsby stated that another resident of this street had requested a waiver for a sewer connection that was estimated to cost approximately $25,000. Discussion continued. It was the consensus of Council to have staff visit the site to review options for connection of the sewer and report back to Council for a decision at the January 21 Council meeting. Mr. Lecklider asked how many homes on this particular street have obtained a waiver for water or sewer connection. Ms. Grigsby stated that this information would be included in the comprehensive report being submitted to Council in February. Overall, as of November, there was a 70 to 75 percent connection for areas where water/sewer lines were extended. ST AFF COMMENTS City Council Study Sessions Ms. Brautigam noted that she has prepared a tentative study session schedule for Council, as previously discussed, and suggested several topics. She recommended that Council, at a minimum, schedule a study session in February for the economic development topic, followed by adjournment to executive session for land acquisition. It was the consensus of Council to adopt the proposed study session schedule. It may be subject to adjustment as needed. Mr. Kranstuber moved to adopt the proposed study session schedule. Ms. Chinnici-Zuercher seconded the motion. Vote on the motion: Mayor McCash, yes; Mr. Kranstuber, yes; Ms. Salay, yes; Mrs. Boring, yes; Mr. Reiner, yes; Mr. Lecklider, yes; Ms. Chinnici-Zuercher, yes. City Council Goal Settinq Retreat Ms. Brautigam stated that a goal setting retreat date should be established. According to the annual budget schedule, it occurs in the first quarter of the year and is generally held on a Friday evening/Saturday. Several weekends were proposed, but there were conflicts for various members for each date. Following discussion, it was the consensus of Council to meet for goal setting on Friday, February 21 from 8 a.m. to 4 p.m. Discussion followed about the facilitator and format. In view of the one-day timeframe, it was the consensus of Council to have the meeting facilitated by Dale Bertsch and Jim Kunde who have worked with City Council several times in the past - assuming they are available. Staff will make arrangements for the meeting location. Future Council Meetinq Site Ms. Brautigam stated that there is a need to finalize the discussion regarding the future site for Council meetings. Information has been provided in the packet regarding the cost of improvements for the Council Chambers and for the Courtroom. The lighting improvements identified for Council Chambers were estimated to cost $40,000, and staff has obtained additional information from the lighting consultant. Mr. Husenitza stated that he met with the lighting vendor, and the fixture costs can be reduced by $5,000. The labor costs may also be able to be reduced by $5,000 for a total reduction of $10,000. Ms. Brautigam summarized that the cost of improvements needed for Council Chambers is then estimated at $41,500, and the cost for the Courtroom is estimated at $20,600. The important consideration for Council is to decide on the meeting location based upon where the public and the Council are best served, and not on the funding. The City does need a new municipal facility, but it is not funded in the CIP for several years. Therefore, the location chosen will be the site for Council meetings several years into the future. Staff is hopeful that the City will be broadcasting Council meetings by the end of the 2003. At the outset, the RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting DAYTON LEGAL BLANK INC FORM NO 10148 January 6, 2003 Page 11 Held 20 meetings will be taped and rebroadcast on the government access channel, with the ultimate goal to have live broadcasting. Mayor McCash asked if any of the labor could be performed by in-house staff. Mr. Husenitza stated that the equipment estimates were obtained from only one vendor. They would work with in-house staff on installation. Mrs. Boring asked if the lighting upgrades are absolutely necessary for broadcasting. Mr. Husenitza stated that the current lighting is inadequate for televising the meetings. Ms. Brautigam noted that the goal would be to present the very best to the citizens of Dublin, and it is important to have a high quality, professional broadcast of meetings. The existing lighting would not accommodate this desire. Mr. Kranstuber stated that the lighting would then be adequate as it exists, except for the plan to televise/tape meetings. Mr. Reiner stated that he is rethinking the value of the video in relation to the amount of taxpayer funds needed to implement this. Mr. Kranstuber added that perhaps Council should revisit the concept of broadcasting the meetings to ensure there is consensus. Mayor McCash stated that this project is being done in conjunction with the school district as part of their curriculum. Ms. Chinnici-Zuercher noted that her understanding is that the schools wanted to partner in order to have access to the government channel for their needs. Mayor McCash stated that he recalls that the personnel - technicians, camera operators - would be students working as part of their classroom assignments. The schools also have the equipment needed for the program. Mr. Kranstuber suggested that staff outline in a memo for Council the estimated costs of the entire program - equipment, renovations to the Council Chambers, staffing - in order that Council can make a better decision. Ms. Brautigam stated that staff will report back regarding the costs associated with this program. Mayor McCash stated that a potential advantage of live broadcast is that citizens who cannot attend meetings will be able to monitor meetings. The major question is whether meetings will be held at the Municipal Building or at the Justice Center. Ms. Chinnici-Zuercher stated that she is opposed to moving Council meetings to the Justice Center. This is not related to costs. Council had previously allocated $50,000 for renovations to Council Chambers, although those improvements have not been done to date. While Council Chambers does not accommodate as many people as the Justice Center, there are only a couple of meetings per year where large crowds are experienced. Special arrangements can be made to accommodate the crowds.' However, a Justice Center is not a positive, interactive environment for the majority of citizens - it is the police station and courtroom. Citizens have a concern about meeting in a police station to discuss their concerns - there is an adversarial atmosphere. City Hall is the appropriate building for public meetings, free of these types of psychological barriers. Perhaps the new Municipal Building should be on a faster track, but the existing City Hall will always be an important part of the municipal complex. Any investment made in the room will not be lost. The issue of televising meetings is a separate discussion. She agrees that more citizens would have the opportunity to see government in action, and Council should continue to move forward on this goal. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting DAYTON LEGAL BLANK, INCH FORM NO. 10148 January 6, 2003 Page 12 Held 20 Mrs. Boring stated that she would prefer to continue to meet in Council Chambers. She does not want to "double-up" in using other city meeting rooms. It is more convenient to access information and records at City Hall. Mr. Kranstuber agreed. In regard to broadcasting meetings, he believes it is responsible for Council to update the information on the costs associated with this program. In regard to the meeting location, he believes that the Municipal Building is warmer, more inviting and is in a park-like setting - effectively making Council meetings more approachable for citizens. The Chambers does need to be updated, and if more seating is needed for a particular meeting, the meeting can be relocated. Mr. Reiner noted that he agrees with comments of his colleagues. In fact, there was a lighting problem resulting from the overhead fans in the Justice Center room. He prefers to remain in Council Chambers for future meetings. Ms. Salay stated that she concurs with Council. She is more comfortable with staying in Council Chambers. However, if the present Council Chambers were modified for broadcasting purposes, would an option still exist to relocate a large meeting to another venue and not televise that particular meeting? Ms. Brautigam stated that her experience is that once meetings are televised, it is very difficult to move the venue. People expect the meetings to be televised. For a larger group, monitors could be added in the lobby to accommodate crowds. Ms. Chinnici-Zuercher stated that another alternative would be the venue used for the Board of Education meetings, which may be larger than Council Chambers. If their meetings are televised, perhaps the facilities could be shared for an unusually large Council meeting. Ms. Brautigam stated that, based upon tonight's discussion, she understands that Council's preference is to remain in the current facility for meetings. She suggested that Council and staff now focus on how this room can be improved, and what level of improvements is needed if a decision is made to broadcast meetings or not to broadcast meetings. Staff will report back with this information. Mrs. Boring stated that she did enjoy being on the same level as the audience at the Justice Center site. Mr. Lecklider, Ms. Salay and Ms. Chinnici-Zuercher indicated they did not like this - it was difficult to see the audience and make eye contact. Ms. Brautigam suggested for a future City Hall that Council consider having stadium type of seating for meeting space. Mr. Lecklider added that he agrees with all of the feedback provided by other Council members in regard to Council Chambers. Revised LPGA Sponsorship Packaqe Ms. Brautigam stated that the concerns expressed by Council about the content of the package have been addressed in this revised package. Mr. Lecklider noted that there is emphasis on locally placed ads - does this differ from the package provided last year to Council? Did that package include national exposure? Ms. Puskarcik responded that this is identical to what was provided last year. The host city is identified as Dublin, Ohio for national and international markets. This revision included locally placed ads and collateral material. The pro-am spots were eliminated, and the local ads were added. Ms. Chinnici-Zuercher thanked Ms. Puskarcik for her work on negotiating this revised package. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting DAYTON LEGAL BLANK INC FORM NO 10148 January 6, 2003 Page 13 Held 20 Ms. Brautigam stated that the other memos listed on the agenda were provided for information only. Ms. Chinnici-Zuercher thanked staff for providing information on the process for selection of event honorees. She encouraged everyone to nominate candidates. Most of the City event honorees have been men, and recognition of active women in the community is needed, especially in the corporate community. COUNCIL COMMITTEE REPORTS/COUNCIL ROUND TABLE Mr. Reiner noted that the Holdrieth family was very thankful for the gift basket sent to them recently from City Council. She thanked staff for taking care of these items on Council's behalf. Ms. Chinnici-Zuercher: 1. Has received calls regarding the fact that auto dealerships are unloading auto delivery trucks in the middle of public roadways. There are safety concerns related to site visibility with these obstructions. In addition, there is wear and tear on City roadways related to these large trucks. Mayor McCash responded that the City roadways are built to accommodate more weight than the parking areas in dealerships. The carriers are independent contractors and are not controlled by the dealerships. The carriers are concerned about damaging other automobiles on the dealership site, and choose to unload from the street. He does have concern with dealers who offload trucks from the roadway in the daytime versus at night when traffic is reduced in the area. Mr. Kranstuber stated that in the case of Byers, there is no room on the site to accommodate the car carriers and customers at the same time. Mayor McCash stated that in theory, this should be addressed at the rezoning stage. Ms. Chinnici-Zuercher asked if the City is reimbursed for wear and tear on the roadways as a result of this use. Ms. Brautigam stated that the City is not reimbursed. Mr. Smith has indicated that there may be a provision in the Ohio Revised Code that would prohibit this type of parking on the streets and allow the drivers to be cited. Staff will research this and report back. 2. Noted that in the upcoming board and commission recruitment, Council should take into consideration the number of positions actually available, aside from those to be reappointed, in determining the type of recruitment effort needed. The Clerk noted she will provide a memo to Council on the positions available and the incumbents eligible for reappointment, prior to the next meeting of Council. Mr. Kranstuber: 1. Stated that a memo has been circulated to Council regarding the evaluation for the Clerk of Council. He requested that Council fill out the form and return the form to him by the end of the month. 2. Asked about the criteria for City snow removal from sidewalks. Mr. McDaniel responded that the City has a list of sidewalks cleared, based upon the criteria of location adjacent to schools and public parks. In general, high traffic areas of publicly owned property is cleared - but not as a first priority. 3. Noted that he appreciated the fact that, despite any personal opinions, the City Manager accepted the feedback from Council regarding the meeting site location. She invested a lot of time in this consideration and he appreciated the fact that upon hearing Council's decision, she immediately and without hesitation indicated she would go forward and implement their desired preference. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting DAYTON LEGAL BLANK. lNG, FORM NO. 10148 January 6, 2003 Page 14 Held 20 Mr. Lecklider: 1. Thanked staff for the acknowledgment on Council's behalf upon the tragic death of Bryan Antonick, student at Karrer Middle School. 2. Thanked Mr. McDaniel and staff for their excellent snow removal efforts. 3. Appreciated the flowers sent to him by Council in recognition of his recent birthday. Ms. Salav: 1. In regard to the letter about the expansion of the OSU Airport runway, is there someone from staff who can attend the meetings and monitor this situation? She noted that while the expansion itself may not impact Dublin residents, it could change the operations at the airport and this may impact Dublin, especially in Llewellyn Farms and the riverbank area. Ms. Brautigam responded that a staff member will represent the City at these meetings. 2. Enjoyed seeing the positive feedback for staff from the Enchanted Learning Care Center. 3. Asked about status of crumbling veneer of stonewall located along the north side of Hayden Run Road. Mr. McDaniel stated that Mr. Johnson and Mr. Hammersmith are working on this issue. They are working with a stonemason on a different design, with improved anchoring to support the veneer. They will report back to Council on this matter. 4. Reported that the Coffman Park Expansion Task Force meeting scheduled for Monday, January 13 has been cancelled due to a lack of quorum. Two members of the Task Force have been called to military duty, and another member has a conflict. The next meeting of the Task Force will take place on Monday, January 27 at 7 p.m. Mrs. Borinq noted that future informational packets distributed to P&Z applicants should include the letter received from the Enchanted Learning Care! at 9:30 p.m. ().--y?",~ C!) ~ Clerk of Council