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HomeMy WebLinkAbout05-26-20 Council MinutesRECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS - DAYTON, OHIO "a � nor?i CALL TO ORDER May 26, 2020 Mayor Amorose Groomes called the Tuesday, May 26, 2020 Regular Meeting of Dublin City Council to order at 5:30 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. McCollough, Mr. Earman, Chief Paez, Mr. Hammersmith, Ms. Rauch, Mr. Hyatt, Ms. Husak and Ms. Burness. Also present was Rick Fay, OHM -Advisors, applicant's representative to Deer Run final plat item on the agenda. ADJOURN TO EXECUTIVE SESSION Mayor Amorose Groomes moved to adjourn to executive session for the following purposes: • To consider the purchase of property for public purposes. • Preparing for, conducting, or reviewing negotiations or bargaining sessions with public employees concerning their compensation or other terms and conditions of their employment. • Compensation of a public employee. Ms. Alutto seconded the motion. Vote on the motion: Ms. Alutto, yes; Mayor Amorose Groomes, yes; Mr. Keeler, yes; Vice Mayor De Rosa, yes; Ms. Fox, yes; Mr. Reiner, yes; Mr. Peterson, yes. RECONVENE (7 P.M.) The meeting was reconvened at 7 p.m. (Due to technical issues, Mr. Reiner was not able to participate in the meeting until Roundtable.) PLEDGE OF ALLEGIANCE Mr. Rogers led the Pledge of Allegiance. CITIZEN COMMENTS The Clerk and the Director of Communications and Public Information reported there were no citizen comments submitted for tonight's meeting. CONSENT AGENDA Hearing no request to remove an item, Ms. Alutto moved approval of the actions for the two items on the Consent Agenda. Mr. Keeler seconded the motion. The Clerk and the Director of Communications and Public Information reported there were no citizen comments submitted for the consent agenda for tonight's meeting. Vote on the motion: Vice Mayor De Rosa, yes; Ms. Fox, yes; Mr. Keeler, yes; Mayor Amorose, Groomes, yes; Ms. Alutto, yes; Mr. Peterson, yes. Minutes of the May 11, 2020 Special Council Meeting • Minutes of the May 11, 2020 Regular Council Meeting SECOND READING/PUBLIC HEARING — ORDINANCES Form 6101 RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS - DAYTON, OHIO Form 6101 Held May 26, 2020 Page 2 of 6 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, Mr. Hammersmith noted there is no additional information to report since the first reading. The Clerk and the Director of CPI reported no public comments had been received regarding this matter. Vote on the Ordinance: Ms. Alutto, yes; Mayor Amorose Groomes, yes; Mr. Keeler,es; Vic y Vice Mayor De Rosa, yes; Ms. Fox, yes; Mr. Peterson, yes. INTRODUCTION /FIRST READING — ORDINANCES Ordinance 14-20 Adopting the Proposed Tax Budget for Fiscal Year 2021, Ms. Alutto introduced the Ordinance. Mr. Stiffler reported this document is required under Ohio law to be adopted, effective and filed with the county by July 20. The primary purpose of the tax budget is to set property tax rates and allocate local government fund dollars. The budget commission has the opportunity to review Dublin's inside millage allocation for 2021. As Council is aware, an updated revenue estimate for 2020 and projection for 2021 will not be available until July/August — after the mandated filing deadline per the ORC for this document. The Clerk and the Director of CPI reported no public comments had been received regarding this matter. Vice Mayor De Rosa asked if there is an opportunity to file an amended tax budget at a later date this year when updated revenue estimates are available. Mr. Stiffler responded there is not. This is a requirement the City must meet under the timeframe established in the ORC. There will be a second reading/public hearing at the June 8 Council meeting. INTRODUCTION /PUBLIC HEARING /VOTE — RESOLUTIONS Resolution 26-20 Accepting the Lowest and Best Bid for the 2020 Stormwater Maintenance Program. Ms. Alutto introduced the Resolution. Mr. Hammersmith reported that on May 6, 2020, one bid was received, publicly opened, and read for the 2020 Stormwater Maintenance Program. This program provides for task order maintenance and repairs to Dublin's storm sewer system when such needs are identified during routine system inspection, resident requests or on an emergency basis. The bid award and contract for this program are based on a per unit hour cost for providing laborers, foremen and equipment -- and including equipment e ui ment operators, mobilization and fuel. Danbert, Inc. submitted the lowest and best bid of $1,830.00 per unit hour for providing labor and equipment. The Engineer's estimate for this program is $100,000. The annual funds budgeted for this program, $100,000 from the Annual Stormwater Maintenance capital funds ($575,000 in AF201 for 2020), represents an annual not -to -exceed amount. The remaining $475,000 in annual funds are being combined with the funds for Various Stormwater Improvements ($250,000 allocation in EF200 for 2020) to address specific stormwater improvements throughout the City. This bid represents approximately a four percent increase in cost over the previous year. Staff has thoroughly reviewed the Danbert, Inc. bid. Staff has previously worked with Danbert, Inc. for this program, and has been pleased with their quality of work, attention to detail, and responsiveness to repair requests. Staff therefore recommends Council approval of Resolution No. 26-20, accepting as lowest and best the bid of Danbert, Inc. in the amount of $1,830.00 per unit hour and authorizing the City Manager to enter into a contract with Danbert, Inc. for this program. The program will commence upon bid approval and will be completed by the end of the year. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS . DAYTON, OHIO Held May 26, 2020 Page 3 of 6 The Clerk and the Director of CPI reported no public comments had been received regarding this matter. Mr. Keeler asked why only one bid was received. Is that common? He knows the City has used Danbert previously and that they do excellent work. Mr. Hammersmith responded that most contractors prefer larger projects and not this task order work. Additionally, it is a matter of other work available on the market at the time of bidding. Danbert has done very good work previous) and staff believes Y this is a fair price, based on the hourly charges. Mayor Amorose Groomes asked how many hours this will require. Mr. Hammersmith stated that the $100,000 of funds budgeted for this program is a not -to -exceed amount and comes from the Annual Stormwater Maintenance capital funds that total $575,000 for 2020. The remaining $475,000 are beingcombined with the f funds for various stormwater improvements in the CIP to address specific stormwater improvements throughout the City. Council will hear more details about that in the CIP work session in the coming months. Vote on the Resolution: Ms. Alutto, yes; Mayor Amorose Groomes, yes; Mr. Keeler, yes; Vice Mayor De Rosa, yes; Ms. Fox, yes; Mr. Peterson, yes. Resolution 27-20 Accepting the Lowest and Best Bid for the 2020 Street Maintenance Program — Phase 1. Ms. Alutto introduced the Resolution. Mr. Hammersmith reported that on May 13, four bids were opened and read for this project. The Engineer's estimate was $2,770,098. The budgeted funds come from those in the CIP of $6.3 million for the 2020 street maintenance program. Strawser submitted the lowest and best bid in the amount of $2,,266,142.10. All work will be performed while maintaining traffic where possible with efforts being taken to minimize interruptions to motorists, provide access for emergency services 9 Y , maintain access to driveways and adjacent streets as much as possible, and consistently provide a safe work area for motorists and workers. The City's standard communication methods will be used to share information with the residents and motorists throughout the duration of this project. Staff has thoroughly reviewed the bid submitted by Strawser Paving Company, Inc. Previous experience with Strawser Paving Company, Inc. has been favorable, including these projects: 2019 Pavement Repair Program, 2018 Street Maintenance Program, 2017 Street Maintenance Program, g , and 2017 Parking Lot and Shared -Use Maintenance Program. Staff therefore recommends Council approval of Resolution No. 27-20, accepting as lowest and best the bid of Strawser Paving Company, Inc. in the amount of $2,266,,142.10 and authorizing the City Manager to enter into a contract with Strawser Paving Company, anY. Inc. for this project. The Clerk and the Director of CPI reported no public comments had been received regarding this matter. Ms. Fox asked about the S. High Street, south of 161 portion of this program as well as Frantz Road down to Rings Road. If there is the possibility of utility line removal taking place along S. High Street, she would hate to see new pavement installed and then have to be torn up. For the Frantz Road area and The Daimler Group doing work on their project, the area in front of the construction site could be repaved only to be torn up again. Mr. Hammersmith stated that the utility work along S. High Street with AEP will actually take place behind the businesses. The work on S. High Street will involve taking down those existing lines and removing them. He is not familiar with the tree lawn work planned. Ms. Fox stated that landscaping is also planned for S. High and work to increase the volume of dirt in the tree lawn. She is concerned with paving and then tearing up that same pavement in the near future. Mr. Hammersmith responded that staff tries to coordinate and minimize this as much as possible. As for Frantz Road, if there is work along Frantz Road itself by the Form 6101 RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS - DAYTON, OHIO Held May 26, 2020 Page 4 of 6 developer of this project, they will coordinate with The Daimler Group to minimize disruption and avoid repeating any pavement work. Mayor Amorose Groomes stated that most of this work outlined in the program phase 1 is in the south part of town. Will later phases of the program include other areas of the City? Mr. Hammersmith stated that the streets are evaluated by the Asset Manager based on pavement condition ratings and the conditions of the streets themselves. It is not necessarily based on location in the City. For efficiency purposes, similar streets are grouped together — in this case, the uncurbed streets. The second phase of the program will be more curb and gutter streets. The volume of traffic using the streets is another factor considered. Mayor Amorose Groomes asked that staff communicate with Parks about utility relocation and tree lawn work along S. High Street. Vice Mayor De Rosa stated that the City will have better estimates of the budget impacts of the pandemic by July or August. When is the next phase of the program planned, and will there be more than two phases? Mr. Hammersmith stated that phase 2 will be brought forward to Council on June 22. There was some effort to reduce the overall program this year, based on the budget impacts. Mr. McDaniel added that the capital projects are being closely monitored, based on the potential need to reduce budgets. Vote on the Resolution: Mr. Keeler, yes; Vice Mayor De Rosa, yes; Ms. Fox, yes; Mayor Amorose Groomes, yes; Ms. Alutto, yes; Mr. Peterson, yes. Resolution 28-20 Approving and Accepting the Plat for Deer Run Estates. Ms. Alutto introduced the Resolution. Ms. Husak reported this is a request to accept a revision to the lot dimensions and the private access drive for a previously approved Final Plat. The proposal includes the previously approved four single-family residential lots and one reserve with a single private drive servicing the subdivision. Two of the lots, Lots 12 and 13, are developed with single-family homes. This proposal will adjust the lot line between Lots 14 and 15 and modify the access easement to provide for a turnaround for emergency vehicles on Lot 15. On April 30, 2020, the Planning and Zoning Commission reviewed and recommended approval to City Council of the final plat. Mr. Fay of OHM -Advisors is present for any questions. Staff recommends approval of this Resolution. Ms. Fox added this was approved on the consent agenda at PZC and there were no concerns. The Clerk and the Director of CPI reported no public comments had been received regarding this matter. Vote on the Resolution: Ms. Fox, yes; Mr. Peterson, yes; Mr. Keeler, yes; Mayor Amorose Groomes, yes; Ms. Alutto, yes; Vice Mayor De Rosa, yes. Resolution 29-20 Declaring Certain City -Owned Property as Surplus and Authorizing the City Manager to Dispose of Said Property in Accordance with Section 37.07 of the Dublin Codified Ordinances. Ms. Alutto introduced the Resolution. Ms. O'Callaghan reported that this Resolution authorizes the City Manager to dispose of certain vehicles and equipment that have reached the end of their useful life for City purposes. The complete list of vehicles and equipment that have been identified for disposal are listed in the exhibit in the packet materials. Before assets are taken out of service, staff completes an evaluation as to current condition and maintenance history. If, after the evaluation, the asset is determined to have had minimal maintenance costs and staff believes the asset provides continued value to the City, the asset will be maintained as part of the City's fleet and the replacement schedule will be modified Form 6101 RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS - DAYTON, OHIO Held May 26, 2020 Page 5 of 6 accordingly. Assets identified for disposal will be posted on the City of Dublin website along with a link to take customers directly to the auction website. Staff recommends adoption of Resolution No. 29-20. The Clerk and the Director of CPI reported no public comments had been received regarding this matter. Ms. Fox noted that a couple of items are identified as "2016 Hustlers," and have low hours of use. Why are these being declared surplus? Ms. O'Callaghan stated that 10 mowers are being disposed of, as the plan is to sell them while they are still under warranty, which brings a better price at auction. Ms. Fox asked about the policy for vehicle disposal. Ms. O'Callaghan stated that the replacement policy outlines the criteria. Data is factored in to make a determination of the appropriate time to dispose of these vehicles. Vote on the Resolution: Mr. Keeler, yes; Ms. Alutto, yes; Ms. Fox, yes; Vice Mayor De Rosa, yes; Mayor Amorose Groomes, yes; Mr. Peterson, yes. STAFF COMMENTS Mr. McDaniel stated that a Special Council Meeting is scheduled at 5 p.m. on Thursday, May 28. Plan to re -open City facilities and associated programs will be discussed. There have been many emails from the public asking about the status and providing input. ut. These comments will be taken under advisement in terms of the re-openingand will be rove provided in the record for Council. He asked that citizens send their comments in advance and participate during the meeting via the online forms at the website. Mayor Amorose Groomes asked for assurance that the meeting notification has been widely disseminated by staff. Mr. McDaniel responded that has occurred through all the channels available. COUNCIL COMMITTEE REPORTS Planninq & Zoning Commission: Ms. Fox reported that the North Market signage package was reviewed by PZC. It will be colorful and bring a fun look to the building, 9 with a 40 square -foot, three-dimensional rooster under the canopy of the entrance. It was approved by PZC. MORPC: Mayor Amorose Groomes reported that there were more conversations about COVID-related items this week. MORPC has done a great job of hosting calls with elected officials. SB310 is held up in the House at this point, and further action in follow-up is on hold until that is brought forward. I Board of Education: Mr. Peterson indicated he talked to Dr. Hoadley today. The three high school commencements occurred this weekend with the drive-through program, and he expressed appreciation to City staff for their support with Police and tent permitting. Dr. Hoadley also expressed thanks for the signs recognizing the Class of 2020. They are strategizing on how to continue their programming during the summer. He read in a newsletter today that the Schools will continue to provide breakfast and lunches throughout the summer to those students who need this. They also sent PPE to the hospital that the Schools did not need. Dublin Schools is a wonderful school system serving a fantastic community! Dublin Bridqes: Ms. Fox reported that the Schools also have great partnerships with Dublin Bridges and many other service organizations. They are working with Dublin Arts Council to provide 500 bags of art materials along with the breakfast and lunches served to students during the summer. There are asking the community to donate $25 if they want to support this program. Veterans Committee: Mr. Reiner stated the Memorial Day program was fantastic and he encouraged everyone to view the videos produced by the City's video group. The videos encapsulate what Memorial Day is all about. Form 6101 RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS - DAYTON, OHIO Form 6101 Held May 26, 2020 Page 6 of 6 Complete Count Committee: Ms. Alutto reported that there is a 77.6 percent census participation rate for Dublin at this time. She encouraged everyone to submit their census information so that Dublin can meet the goal of 80.8 percent participation by June 1. COUNCIL ROUNDTABLE Ms. Alutto congratulated the 2020 high school graduates as well as the Community Champion Award recipients. Ms. De Rosa reported that she watched the Memorial Day videos Mr. Reiner spoke of and agrees they were very well done. Although the ceremonies were modified this year, many have expressed how much appreciation they have for those who have served and are serving now. It was a nice weekend to reflect on the power of service. Thank you to Mr. Reiner and all who worked on the program this year! Mayor Amorose Groomes thanked the community for coming together and adapting to different ways to do these celebrations —graduations, award programs, and the Memorial Day observance. She is very thankful and proud of our community for the ways we have come together during this time! The Mayor announced that the executive session that began at 5:30 p.m. will now resume. She noted that Council will take no further action after the executive session and the meeting will be reconvened only to formally adjourn. ADJOURNMENT The meeting was reconvened and formally adjourned at 9:15 p.m. Mayor —Presiding Officer Clerk of Council