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HomeMy WebLinkAbout05-11-20 Council MinutesRECORD OF PROCEEDINGS Minutes of Dublin pity Council Meeting BARRETT BROTHERS - DAYTON, OHIO Meld CALL TO ORDER May 11, 2020 Mayor Amorose Groomes called the Monday, May 11, 2020 Regular Meeting of Dublin City Council to order at 7:00 p.m. Due to the COVID-19 pandemic and the State's emergency declaration, the meeting was conducted via an online platform and live - streamed via YouTube at the City's website. This is now allowed as a result of the passage of Am. Sub. H.B. 197, which includes temporary changes to the Ohio Open Meetings Law. She reiterated her previous statement regarding the submission of any comments by the public prior to the meeting by e-mail to the Clerk or during the meeting via the website. She emphasized that Council desires to accommodate public participation and comment to the greatest extent possible throughout this Pandemic. ROLL CALL Present were Mayor Amorose Groomes, Vice Mayor De Rosa, Ms. Alutto, Ms. Fox, Mr. Keeler,, Mr. Peterson and Mr. Reiner. Staff members present were Mr. McDaniel, Mr. Rogers, Ms. Readler, Ms. O'Callaghan, Mr. Stiffler, Mr. Earman, Chief Paez, Mr. Hammersmith, Ms. Rauch and Ms. Burness. PLEDGE OF ALLEGIANCE Mr. Rogers led the Pledge of Allegiance. PROCLAMATION • Public Works Week (May 17-23) and American Public Works Association Re - Accreditation Mayor Amorose Groomes invited Ms. O'Callaghan to comment regarding activities planned for Public Works Week. Ms. O'Callaghan thanked the Public Works team for their hard work and resilience in adjusting to the emergency circumstances that currently exist. While they will not observe Public Works Week in the same way as in the past, a number of activities are planned that will be shared in the coming week. She noted that the Department has now achieved re -accreditation from APWA for a four-year period. The process is extensive and requires ongoing efforts from the entire team. She thanked Council for their support of the Department as well. Mayor Amorose Groomes stated that the proclamation will be delivered to her at a later date and acknowledged all of the Department's efforts. CITIZEN COMMENTS The Clerk of Council and the Director of Communications and Public Information each reported there had been no citizen comments submitted. CONSENT AGENDA • Minutes of the April 27, 2020 Regular Council Meeting Vote on Approval of the minutes: Mr. Keeler, yes; Vice Mayor De Rosa, yes; Ms. Fox, yes; Mr. Reiner, yes; Mr. Peterson, yes; Ms. Alutto, yes; Mayor Amorose Groomes, yes. FIRST READING/ PUBLIC HEARING — ORDINANCES Ordinance 13-20 Authorizing the City Manager to Execute and Accept Necessary Conveyance Documents and Contracts to Accept a 0.068 -acre, More or Less, Sanitary Sewer Easement from Darshan Shah for Property Owned and Located at 8700 Hyland -Croy Road, Union County Parcel Number 1700240390000. Ms. Alutto introduced the Ordinance. Mr. Hammersmith stated that in order to provide for a future public sanitary sewer extension to the existing parcel located at 8698 Hyland -Croy Road (located immediately south of the Shah property), Dublin requires a permanent 25 -foot sanitary Form 6101 RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS - DAYTON. OHIO Held May 11, 2020 Page 2 of 7 sewer easement on the 1.29 -acre Shah parcel for the future construction and perpetual maintenance of the public sanitary sewer infrastructure. Shah is conveying the sanitary sewer easement to the City at no cost. Staff recommends approval of the Ordinance at the second reading/public hearing on May 26. There were no public comments submitted prior to or during tonight's meeting. Mayor Amorose Groomes asked, if this easement is granted, is there more property to be served where this line is intended to go, or is this the completion of this line? Mr. Hammersmith responded this would be the completion of this sanitary sewer line. There will be a second reading/public hearing at the May 26 Council meeting INTRODUCTION /PUBLIC HEARING — RESOLUTIONS Resolution 25-20 A Resolution Adopting the 2020-2021 City Council Goals, Ms. Alutto introduced the Resolution. Vice Mayor De Rosa stated that this document adopts the 2020-2021 City Council goals, and is the product of the Council retreat held earlier this year. These goals are added to those of Council in prior years, which continue to support Council's work today. In looking at the goals and the times we are living in, it reaffirms what we as a Council set forth for ourselves for the next year. The four goals for 2020-2021 are: 1. To ensure fiscal strength and sustainability through adoption of the economic development strategy. (continued from previous year) 2. To become the most connected community in the United States. (continued from previous year) 3. To innovate and advance the services provided to the community utilizing data and big analytics. (continued from previous year) 4. To put forth a Dublin 2035 Framework — focused on what the community wants and needs into the future. This would focus on infrastructure, land use, economics and quality of life issues. (new for 2020-2021) There were no comments received via e-mail nor through the website. Ms. Fox stated that the pandemic has crystallized the retreat discussions and gives us a sense of the importance of the direction in which we are moving. Vote on the Resolution: Mr. Peterson, yes; Mr. Reiner, yes; Ms. Alutto, yes; Mayor Amorose Groomes, yes; Mr. Keeler, yes; Vice Mayor De Rosa, yes; Ms. Fox, yes. STAFF COMMENTS Mr. McDaniel: Reported his findings relative to the Director of Finance position and indicated he is seeking Council's consent and approval of his recommended candidate. He then described the in-depth recruitment process for this position. There were 35 candidates who applied, 10 interviewed, followed by a panel interview of the top three candidates. He is recommended Mr. Matthew Stiffler to be appointed as Director of Finance. Mr. Stiffler has been serving as Interim Director for the past six months and has served as Deputy Director of Finance prior to that. He described the various accomplishments of Mr. Stiffler during this time and his knowledge, background and key attributes, which will serve him well in this role. He is therefore recommending that Council, per Section 6.03(6) of the Revised Charter, consent and approve his recommendation for the appointment to this position. Mayor Amorose Groomes stated that Council had the opportunity to interview Mr. Stiffler as well. Council appreciates the information about the process for the recommendation. She moved to approve and consent to the City Manager's recommendation of Matthew Stiffler to be appointed to the Director of Finance. Mr. Reiner seconded the motion. Vote on the motion: Ms. Alutto, yes; Mayor Amorose Groomes, yes; Ms. Fox, yes; Mr. Reiner, yes; Vice Mayor De Rosa, yes; Mr. Keeler, yes; Mr. Peterson, yes Form 6101 RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS - DAYTON, OHIO Form 6101 Held May 11, 2020 Page 3 of 7 Mayor Amorose Groomes congratulated Mr. Stiffler on his appointment and thanked him for his hard work! 2. In follow-up to the last meeting's discussion regarding expansion of patio areas for restaurant diners and Designated Outdoor Refreshment Areas (DORAs), staff continues to work on these matters. He thanked Mr. Dring for his work with the restaurants and hospitality industry in terms of potential expansion of outdoor dining areas. More work is needed regarding this matter. The concept of the DORA may follow at a later time. 3. The announcement of the cancellation of the July 4 events and the postponement of the July 4 fireworks came out on Friday. He thanked MORK for facilitating the dialogue among the various communities. He assured everyone that staff is working hard on new and innovate ways to celebrate Independence Day. 4. Staff is very focused on the City's reopening efforts in a safe manner. 5. Thanked the Mayor for her hard work on the CARES Act at the state and federal levels. 6. Noted he provided a summary of the committee meetings that occurred last week. He hopes this will facilitate the Chairpersons bringing the recommendations forward tonight. COUNCIL COMMITTEE REPORTS Planning & Zoning Commission: Ms. Fox reported on recent cases reviewed by PZC. For the Dublin Gateway (Gorden property) of 90 single-family homes and a 150 -unit assisted living facility at the corner of Hyland -Croy and Post Roads, PZC voted not to recommend approval to Council of the proposed rezoning. The Commission did not believe the proposal met the development standards of the Zoning Code, was not consistent with the Community Plan in terms of density and lot coverage, prompted traffic issues and issues about how it would be managed. The OSU Medical Center final development plan was unanimously approved. Administrative Committee: Vice Mayor De Rosa reported that: 1. The Committee met on April 27 and May 4 and reviewed the City's health benefits program, as presented by staff. Through the hard work of staff, the actual budget will be significantly lower than what was anticipated for 2020. Staff continues to review other opportunities for savings. The Committee members expressed confidence in the approach and at this time is not suggesting staff continue to do work on this. The recommendation to Council is to support staff continuing to find cost mitigation, but to put this aside as we work through the whole costs for the City of the pandemic toward the 2021 budget and bring it back at that time. The committee will look for staff's recommendations as we go forward for the 2021 operating budget. 2. The Administrative Committee also reviewed the Human Resources Campaign's (HRC) assessment of Dublin's ordinances and policies as they pertain to LGBTQ discrimination. Their assessment is captured on their Municipality Equality Index (MEI) scorecard. The next index will be released in July 2020. The Committee considered a series of recommendations from staff on steps that could be taken to implement or that could continue to be reviewed. Staff and the Committee recommend several items that could improve the scores. The Committee therefore recommends that staff immediately begin to implement mandatory education on LGBTQ issues and make appointments from staff of LGBM liaisons between the community and both the City Manager's Office and the Police Department. These actions do not require additional action from Council, as staff will take those forward. At this time, the recommendation from the Committee from a policy perspective is that staff put the liaisons in .place and that we work with those liaisons and have some additional RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRET"T BROTHERS - DAYTON, OHIO Held May 11, 2020 Page 4 of 7 community engagement and conversation about what are their perspectives and what are their needs. At that time, the work could come back to the Committee who would make a recommendation. The work could be continued at an advisory committee such as CSAC, at a Council work session or at the Committee level. Mayor Amorose Groomes stated that this would be a component, but that minority groups and their needs in general throughout the City would be the focus. There was no public comment submitted via e-mail nor via the website. Ms. Alutto moved approval of the Committee recommendations. Mr. Keeler seconded the motion. Vote on the motion: Ms. Alutto, yes; Mayor Amorose Groomes yes; Mr. Keeler, yes; Ms. Fox, yes; Mr. Reiner, yes; Mr. Peterson, yes; Vice Mayor De Rosa, yes. Finance Committee: Ms. Alutto stated that the Committee met last week and presents the following recommendations: 1. Dublin Convention & Visitors Bureau — Restart Plan The Committee recommends providing $300,000 in funding subject to the following: • Utilize unearned economic development incentives in the General Fund; • Structure the financial support to maximize the likelihood of reimbursement under the CARES Act, including a new appropriation and professional services agreement between the DCVB and City. 2. Dublin Arts Council — Financial Support for Operating Expenditures The Committee recommends providing $360,000 in funding subject to the following: • Utilize the Hotel/Motel Fund; • Forgive lease payments on the Dublin Arts Center through December 2020; • Defer $475,000 Dublin Arts Center capital project -- currently allocated in 2021 in the 2020-2024 CIP -- to 2022 and determine the path forward at that time depending on the level of support required by the DAC and depending on the fund balance of the Hotel/Motel Fund over 2020 and 2021; • Structure the financial support to maximize the likelihood of reimbursement under the CARES Act, including a new appropriation and professional services agreement between the DAC and City. 3. 2020 Bed Tax Grant Awards The Committee recommends taking the following policy position on 2020 Bed Tax grants: • For events cancelled due to COVID-19, events will be eligible to receive reimbursements for expenditures as specified in the grant application; • Funds appropriated for events held in 2020 will not be permitted to be rolled over to future years. 4. Beautify your Neighborhood Grants 2020 The Committee recommends postponing the decision to award these grants until August. 5. Small Commercial Leases in City -Owned Buildings The Committee recommends taking the following policy position on the City's small commercial leases: Form 6101 RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS - DAYTON, OHIO Form 6101 Held May 11, 2020 Page 5 of 7 • For Subway, forgive all lease payments while the Dublin Recreation Center remains closed to the public; • For the Dublin Village Tavern and the Dublin Chamber of Commerce, forgive the lease payments for 3 months; • Reevaluate this loan forgiveness prior to the end of the 3 -month period for additional consideration; • Authorize the City Manager to take the actions necessary to modify the lease agreements as necessary to execute the lease forgiveness. The recommendations were included in the Council packet for tonight's meeting. There were no questions. There were no public comments submitted via e-mail nor via the website. Mr. Keeler moved adoption of the recommendations of the Finance Committee. Ms. Fox seconded the motion. Vote on the motion: Ms. Alutto, yes; Mayor Amorose Groomes, abstain; Mr. Keeler, yes; Vice Mayor De Rosa, yes; Ms. Fox, yes; Mr. Peterson, yes; Mr. Reiner, yes. Public Services Committee: Ms. Fox reported that the Committee met on May 4 to discuss Phase 3 of the City's Mobility Study, specifically, the senior/disabled circulator and workforce shuttle micro -transit pilot programs. Staff presented an extensive overview of the Mobility Study background and detailed information about Phase 3 of the Mobility Study. Staff outlined the 2019 and 2020 program budgets and information and data was reviewed and ideas for continuing the mobility study into Phase 4 were shared. The Committee was generally supportive of the Mobility Study strategic priority areas, but given the recent changes to service and need due to the pandemic situation, the Committee recommends extending the contract with SHARE, the current service provider, through the end of 2020, subject to a review of the funding plan for the remainder of 2020. There are grant dollars awarded for the workforce shuttle and senior/disabled shuttle that would cover funding for the remainder of 2020. There were concerns that the cost per ride of both shuttles is high. For each rider on the workforce shuttle, the average cost is $4h each way. This workforce shuttle is a fairly new program. Last year, when the senior/disabled shuttle was originated, the cost was also high, but has dropped in half as ridership has increased. Because of the pandemic, the Committee asked for follow-up at future meetings relative to the micro -transit services -- including additional data regarding unique riders, funding mechanisms, and strategies to attract additional riders and populations. The Committee also indicated further_ discussion is needed to determine the appropriate time to publish an RFP for such micro -transit services. 'There were no comments received via e-mail nor via the website regarding this matter. Ms. De Rosa moved adoption of the Committee recommendations. Mr. Keeler seconded the motion. Vote on the motion: Mr. Peterson, yes; Mr. Reiner, yes; Ms. Fox, yes; Vice Mayor De Rosa, yes; Mr. Keeler, yes; Ms. Alutto, yes; Mayor Amorose Groomes, yes. COTA:. Vice Mayor De Rosa commented that COTA has been operating under emergency service levels. As the community begins to go back to work, COTA is contacting employers as well as employees about assessing level of service needs. She encouraged anyone using COTA services from a business or ridership perspective to contact COTA as flexible services have implemented to meet the changing needs. She thanked the team for continuing to provide service throughout this pandemic. MORPC: Mayor Amorose Groomes reported that they have been very active in conversations regarding Central Ohio events and activities such as July 4. She thanked MORPC; for facilitating conversations with the federal and state elected officials throughout this situation. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS . DAYTON, OHIO Form 6101 Held May 11, 2020 Page 6 of 7 Washington Township Liaison: Ms. Fox spoke to Chief O'Connell today and he shared that one of their firefighters who was very sick with CODID-19 and on a ventilator is now recovering and hopes to return to work soon. Chief O'Connell asked her to emphasize that the Fire Department is very thankful for the passage of the fire levy and the phenomenal support received from the community. They are very uplifted by the community's response, They have experienced an uptick in their calls that are COVID-related, but it is very manageable. They are fine in terms of protective equipment and are willing to work with the City in ways to help the restaurants. Whatever is necessary to help the restaurants in terms of fire inspections, etc. will be done expeditiously. Dublin Brides: Ms. Fox reported they have been very busy. Each Friday, they provide weeklong snack packs for students. They have raised over $45,000 for that program in this short time of the pandemic. They are collaborating with the Dublin Arts Council on the "Arts is Not Cancelled" program and they provide art packets to children during the breakfast and lunch program. They want people to sign up for www.rieighborhoodbridges.org to become part of over 500 neighbors in the community who are helping. She displayed a sign in support of Dublin Bridges. Mr. Keeler asked about a case of an elderly neighbor and how to connect with them if they are not computer savvy. Would they need to have joined this organization to be part of their database? Ms. Fox responded that in most cases, the Dublin Bridges program takes all of their referrals from a faith partner or social services partner. If he is aware of someone in need, he should e-mail Dublin Bridges and they will find a partner who will help that person and make that referral. Mayor Amorose Groomes added that she is aware that the Dublin Education Association donated monies that were not spent for the year-end school events to Dublin Bridges. Veterans Committee: Mr. McDaniel reported on behalf of Mr. Reiner that the Memorial Day observances by the City have been modified due to the pandemic. It will be videotaped and will focus on the purpose of Memorial Day and encouraging people to observe the day at home with their family. Staff will livestream the tossing of the wreath into the river, which is the City's tradition and will livestream a small ceremony at the cemetery. No luncheon will be held, nor will a procession take place this year. Mayor Amorose Groomes added that Mr. Reiner as a veteran will represent Council at those activities. Complete Count Committee: Ms. Alutto reported the census numbers continue to trend positively. Overall, it has gone well, given there is not opportunity to make home visits for the census. Thanks for everyone's efforts in encouraging completion of the census. COUNCIL ROUNDTABLE Ms. Fox commented: 1. Based on recent discussion about interconnectivity and the internet, she would request an update from staff on the status of the pilot program for residential connectivity within the City. 2. She and Mr. Dring participated in the webinar with Heritage Ohio regarding Designated Outdoor Refreshment Areas (DORAs). There are many issues to work through, but utilizing the DORA program could help the restaurants. Mr. Keeler added to comments about the DORA program. There is an "army" of volunteers available in the City, such as those who work at the Irish Festival for many hours over that weekend. This is a resource that could be utilized to sanitize the tents, arrange chairs, clean, empty trash — if not City employees. The restaurants are having a difficult time with how many staff they have available for external locations if the DORA program were to be implemented. Perhaps the City volunteers could step up. He is looking for opportunities to volunteer, and staff from his office are doing the same. RECORD OF PROCEEDINGS Minutes of Dublin City Council BARRETT BROTHERS - DAYTON, OHIO Held May 11, 2020 Page 7 of 7 Many others are idle and would be interested in participating — obviously practicing social distancing, wearing protective masks, etc. This is a resource that should be considered to meet the needs. Mr. Peterson agreed with Mr. Keeler's comments about this resource. Vice Mayor De Rosa: 1. Held up a sign congratulating Matt Stiffler on his Finance Director appointment! 2. Thanked Ms. O'Callaghan and the Public Works team for all of the work they do, keeping the City well maintained and beautiful during this time and supporting the residents. I Thanks to Mayor Amorose Groomes for all of her work on the CARES Act, which is very critical to the city. Mayor Amorose Groomes commented: 1. Congratulations to Mr. Stiffler for his appointment to the position of Finance Director! 2. In regard to the CARES Act, there are billions of dollars at stake for the state of Ohio. Ohio Senate Bill 310 came out of the Senate last week, and it appropriates $320 million to local governments. They did not use the Local Government Fund distribution method; the City has received approximately $275,000. The City of Dublin does not fare well in the calculations, compared with neighboring jurisdictions. There is an effort underway to have a more equitable way to distribute the funds provided to the state of Ohio. There is nearly $1 billion remaining to be distributed or returned to the federal government. The guidelines for what the monies can be used for is quite narrow. There is a lot of work to be done and lots of uncertainty. She thanked our federal and state legislators who have supported the City. Senate Bill 310 is now in the House and expected to come out sometime this week, although it may look different than as first submitted. Council will continue to be updated on this matter. 3. The Greater Dublin Realty Association met virtually recently and invited her to speak at their meeting. They have the same questions as everyone about the future of many activities, events in the City, etc. 4. While there are not many good things resulting from the COVID-19 situation, one positive is that our residents are exploring their community. Secondly, the many e-mails bring an affirmation of how much our residents love the events in the City of Dublin. 5. Congratulations to the graduating class of Leadership Dublin! Their graduation ceremony was held virtually on Thursday evening. 6. Thanks to Chief Paez for working with Dublin Schools on the arrangements for a drive-through commencement for the seniors, including diploma distribution! This will enable everyone to celebrate this achievement for their graduating seniors! There were no other comments via e-mail nor via the website regarding items discussed at the meeting. ADJOURNMENT Th eeting was adjourned at 8:09 p.m. Mayor —Presiding Officer Clerk of Council Meeting Form 6101