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HomeMy WebLinkAbout06-08-20 Council MinutesRECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS - DAYTON, OHIO Held CALL TO ORDER June 8, 200 Mayor Amorose Groomes called the Monday, June 8, 2020 Regular Meeting of Dublin City Council to order at 7:00 p.m. City Council met in the Council Chamber for the first in-person meeting since the onset of the COVID-19 pandemic. Recommended safety guidelines and restrictions were followed by all attendees. Mayor Amorose Groomes announced that public participation through the City's website is still encouraged and would be shared during the meeting. ROLL CALL Present were Mayor Amorose Groomes, Vice Mayor De Rosa, M sa Alu-Uo, Ms. Fox, Mr. Keeler, Mr. Peterson and Mr. Reiner. Staff members present were Mr. McDaniel, Mr. Rogers, Mr. Smith, Ms. O'Callaghan, Mr. Stiffler, Mr. McCollough, Mr. Earman, Chief Paez, Mr. Hammersmith, Ms. Rauch, Mr. Plouck, Mr. Krawetzki and Ms. Burness. Also present were Susan Davis, Executive Director of the Arthritis Foundation, Kevin Gadd, Arthritis Foundation Car Show Event Chairman and Dave King, Horne and King Architects. PLEDGE OF ALLEGIANCE Vice Mayor De Rosa led the Pledge of Allegiance. CITIZEN COMMENTS Mayor Amorose Groomes read a submission by Carrie Buss, 7483 Bardston Drive, who wrote: I am submitting this comment to strongly urge the City of Dublin to reconsider and allow temporary above ground pools during this unprecedented summer of global pandemic. safety The safely of our community as a whole drives this request. I am trying my best to provide entertainment/activities to keep my .3 children (ranging from pre -teen to teen) occupied in a safe manner during this social distancing summer. Our family would not feel safe using a community pool, even if they were open. I understand there are concerns about back yard pool safety and am willing to submit to any safety requirements necessary. we would commit to retno ving our pool ladder when our pool is unattended and covering our pool as well. Our intended pool is at the 48' height, which also provides a barrier against accidental pool entrance. Duration: We an -o not asking for d change in guidelines that would extend beyond this summer of global pandemic. We would suggest that the regulation prohibiting above -ground pools be lifted with explicit guidelines concerning duration. we would suggest a duration guideline concurrent with the global pandemic and giving clear guidelines around when the pools must be removed (such as Oct. 1, 2020), In an effort to alleviate concerns that this would provide a "slippery sl®pe"and lead to pools remaining after the pandemic and these temporary guidelines pass, I would offer that a rule today and a rule in the future would both hold the same weight and consequence, if a homeowner doesn't take down their pool, they should be subject to the same consequence as a homeowner who puts a pool up when the guidelines state this is unallowed. Making a temporary allowance for above -ground pools doesn't change the strength of the law. A esthc�tics: During the council meeting, it was mentioned that most Homeowner Associations would not allow above -ground pools anyhow, making such regulations unnecessary. I would ask the council to consider that many neighborhoods in Dublin are not governed by Homeowner Associations and those that are may be considering Form 6101 RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS - DAYTON, OHIO Held June 8, 2020 Page 2 of 13 changes due to the unprecedented nature of this summer season, I would also ask Council if neighbor concerns are driving this decision, that these considerations be a part of the rules and guidelines that the Council could prepare. dor example, limits on how close to the property line, etc. However I do ask that the Council keep in mind that this is a temporary, one -summer request, not a request for permanent structures. As a community, we are being asked to do many things differently and hopefully can work together to make the summer as enjoyable as possible for everyone. In conclusion, I strongly urge Council to reconsider and allow temporary above- ground pools during this unprecedented summer of global pandemic. In recognition of this difficult time we are all living through, and with special recognition of the children who have found much of their normal activities and routines canceled, please reconsider this temporary measure which would bring much joy to many children and their families. Ms. Burness shared a citizen comment that was received in advance of the meeting from Gene Oliver, 7263 Golden Place, who wrote: I would like to see the City develop and implement plans to address the systemic racism that is pervasive and entrenched in our society. while I'm not aware of any specific issues within Dublin, I don't believe Dublin can realize its fullpotential by remaining silent. Perhaps this work is already underway, but I don't see anything related to racism on the Council agenda, in searches through the City's website, or in Google searches. I urge City leaders to move forward with great haste and urgency, I' Mayor Amorose Groomes stated that Mr. Oliver's comments would be discussed later in the meeting, however, she did want to take a moment and address Ms. Buss's request to allow temporary pools. Vice Mayor De Rosa stated her appreciation for the Ms. Buss's comments. She stated that staff provided to Council more background on the safety requirements. She asked staff to come forward and explain if a temporary pool is permissible and how it would have to be secured. Ms. Rauch stated that the current Code allows temporary pools up to a maximum depth of 18 inches so there would have to be an allowance for anything greater than p � yt 9 18 inches. A pool barrier would also be required. Pool barriers outlined in the Code permit a six-foot or four -foot tall ornamental barrier or a four -foot solid barrier and would not have to adhere to the permitted fence types of an individual neighborhood. The Building Code allows pools with a minimum side wall height of 48 inches to act as the barrier. If the side wall is under 48 inches, an additional barrier would be required. Mayor Amorose Groomes asked Mr. Smith to clarify the fencing requirement and any potential liabilities. Mr. Smith stated that fences are a safety measure. Anytime a public body enacts a measure that is purely safety driven and then waives that requirement, it can open that body up to liability. Our Code requires these safety measures to protect the public. If Council were to waive the barrier or fence, it puts the City in a more precarious legal position. Vice Mayor De Rosa clarified these sections of the Code are meant to create security and that some of these requirements may be cost prohibitive. Does a temporary fence provide enough safety and security? Mr. Smith stated that temporary fences do not give a great deal of confidence that it �I will provide the needed level of security. He stated he is not sure about materials but it would have to be rugged enough to prohibit children from accessing the area. 99 9 p 9 Mr. Keeler stated that he was envisioning the type of temporary fencing that is used at the Irish Festival that is four feet tall and a plastic mesh material. Mr. Smith stated that the Code requires a dedicated entrance or gate to open and close securely. Form 6101 RECORD OF PROCEEDINGS Minutes of Dublin City Council I Meeting BARRETT BROTHERS - DAYTON, OHIO Held June 8, 2020 Page 3 of 13 Ms. Fox stated that she understands this is difficult for children who want pools. She referenced communication she had received from a pediatrician before this topic came up, asking Council to enhance the regulations on in -ground pools due to the accidental drownings. This is just another opportunity to have an accident and she is concerned about the risk. Mayor Amorose Groomes reaffirmed that Council is not in favor of allowing these temporary pools for the reasons stated. Mayor Amorose Groomes reiterated that the other topic of racial equality will be addressed at the roundtable portion of the meeting. This is the first time Council has been together in a public meeting to discuss these matters. The City's Charter and the Open Meetings Act requires that Council have these discussions in a public setting. CONSENT AGENDA Hearing no request to remove an item, Mayor Amorose Groomes moved to approve the item on the Consent Agenda. Ms. Alutto seconded the motion. 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: Ms. Alutto, yes; Mr. Keeler, yes; Mr. Peterson, yes; Vice Mayor De Rosa, yes; Ms. Fox, yes; Mayor Amorose Groomes, yes. Minutes of the May 26, 2020 Regular Council Meeting TABLED/POSTPONED ITEMS • Motion to Remove Ordinance 06-20 from the table and schedule for public hearing on June 22, 2020 Ordinance 06-20 Rezoning Approximately 3.47 Acres East of Hyland -Croy Road, South of Mitchell -Dewitt Road from PUD, Planned Unit Development District (Oak Park, Subarea E) to PUD, Planned Unit Development District (Oak Park, Subarea F) for the Future Development of up to 12 Single -Family homes and 0.66 Acre of Open Space. (Case 19-100Z/PDP) (Tabled on April 27, 2020) Mayor Amorose Groomes moved to remove Ordinance 06-20 from the table and schedule for public hearing on June 22, 2020. Ms. Alutto seconded the motion. Vote on the motion: Mr. Reiner, yes; Ms. Fox, yes; Ms. Alutto, yes; Mayor Amorose Groomes, yes; Mr. Keeler, yes; Mr. Peterson, yes; Vice Mayor De Rosa, yes.SECOND READING/PUBLIC HEARING — ORDINANCES Ordinance 14-20 Adopting the Proposed Tax Budget for Fiscal Year 2021. Mr. Stiffler noted there is no additional information to report since the first reading. The Director of CPI reported no public comments had been received regarding this matter. Vote on the Ordinance: Mr. Keeler, yes; Mayor Amorose Groomes, yes; Ms. Fox, yes; Mr. Reiner, yes; Ms. Fox, yes; Mr. Peterson, yes; Vice Mayor De Rosa, yes. INTRODUCTION /FIRST READING — ORDINANCES Ordinance 15-20 Amending the Annual Appropriations for the Fiscal Year Ending December 31, 2020. Ms. Alutto _introduced the Ordinance. Mr. Stiffler stated that this Ordinance contains the appropriation for the Dublin Convention and Visitors Bureau and Dublin Arts Council. He added that it also contains the appropriation previously discussed for the North Pool. Vice Mayor De Rosa asked Mr. Stiffler to provide background regarding the funding authorization related to Bridge Park Block Z. Mr. Stiffler stated that Bridge Park TIFs, outside of Blocks B and C, service payment revenues are remitted to the Bridge Park NCA. At this point, these TIFs are young and Form 6101 RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS - DAYTON, OHIO Held June 8, 2020 Page 4 of 13 staff is trying to correctly estimate the service payment revenues. All of these expenditures are fully offset by service payment revenue that has been received by these properties and it is our requirement to pay those out. He is hopeful that in future years the amount budgeted will be closer to actual. In response to Vice Mayor De Rosa's question regarding if the current budget only included the revenues and not the off -setting expenditures, Mr. Stiffler stated that they were both included as equal, but they were insufficient, which is why the appropriation is needed to pay it out. The budget was estimated a little too conservatively and the goal will be to close the gap. Mayor Amorose Groomes stated that the timing of new properties coming online could also cause this gap, so as all of the properties are established the problem should fix itself. Mr. Stiffler stated that was correct. He reiterated that this is 100% offset by revenue and he believes the budget was too conservative. There will be a second reading/public hearing at the June 22 Council meeting. INTRODUCTION/ PUBLIC HEARING /VOTE — RESOLUTIONS Resolution 30-20 Accepting the Lowest and Best Bid for the Cosgray Ditch (Relocation),, Phase 1 Ms. Alutto introduced the Resolution. Mr. Hammersmith reported that this project is identified as the Rings Farm Stream Relocation in the 2020-2024 Capital Improvements Program and consists of the relocation of approximately 2,700 lineal feet of Cosgray Ditch. This project is located on a 72 -acre parcel owned by the City, at 6600 Shier Rings Road. Relocation of the ditch (stream) is necessary to accommodate the relocation/realignment of Shier -Rings Road (now University Boulevard - Phase 2) as part an Economic Development Agreement (EDA) with The Ohio State University (OSU) for the construction of an ambulatory care medical facility scheduled to open in 2022. Phase 2 of the ditch work will consist of the realignment of the eastern end of Cosgray Ditch along the south side of Shier Rings Road adjacent to the Dublin City School property and will be performed as part of the construction of the University Boulevard - Phase 2 project. Ten bids were received and publicly opened on May 19, 2020. The Engineer's estimate for this project was $1,375,000. The budgeted funds for this project in the 2020-2024 Capital Improvement Program are $1,240,000. Pursuant to the EDA, OSU is responsible for 32.5% of the actual cost of the Cosgray Ditch relocation. Miller Bros. Construction, Inc. submitted the lowest and best bid of $1,027,590.20. Staff is currently working to obtain the necessary regulatory permits from the Ohio Environmental Protection Agency (OEPA) and the U.S. Army Corp of Engineers (USACE). The intent of the landscaping and planting plan associated with the Cosgray Ditch work is to re-establish the riparian corridor along the relocated stream, provide a natural wildlife habitat and create erosion resistance along the banks of the restored ditch. A secondary benefit is the creation of a buffer between the residential neighborhood south of Shier -Rings Road and the development along University Boulevard. Work is planned to commence later this month (June) and be substantially complete in late September with final completion in December 2020. The Director of CPI reported no public comments had been received regarding this matter. Ms. Fox asked that the public notification include the Ballantrae HOA and the condo association. She asked Mr. Hammersmith how the sediment is being controlled in the stream. Mr. Hammersmith stated that there is erosion sedimentation control within the construction drawings. An Engineering Project Inspector will be onsite to ensure strict compliance with the erosion sedimentation control methods. It will never be 100% capture but will definitely minimize the run-off. Mr. Keeler asked if the percentage that OSU is responsible for is 32.5% of the $1,240,000 that was budgeted. Mr. Hammersmith stated that OSU's responsibility is 32.5% of the entire project cost. Mr. Keeler clarified he was questioning the amount of Form 6101 RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS - DAYTON, OHIO Form 6101 Held June 8, 2020 Page 5 of 13 the City's portion versus the amount that was budgeted. Mr. Hammersmith responded that the $1,240,000 is for the entire project - not just phase 1. Vice Mayor De Rosa asked if all of the projects working in tandem with this one are on schedule. Mr. Hammersmith stated that staff is doing their best to stay on schedule and move these forward together. Mayor Amorose Groomes asked if a change order would be necessary since we don't have the permit in hand. Mr. Hammersmith stated that all indications are that the permit is final and all requirements are met. The permit is just not in -hand yet. Mayor Amorose Groomes asked what is included in Phase 2. Mr. Hammersmith stated that Phase 2 is similar in character, just moving further East. Vote on the Resolution: Mayor Amorose Groomes, yes; Mr. Peterson, yes; Ms. Alutto, yes; Vice Mayor De Rosa, yes; Ms. Fox, yes; Mr. Reiner, yes; Mr. Keeler, yes. Resolution 31-20 Authorizing the City Manager to Enter Into a Contract with and Execute a Guaranteed Maximum Price Amendment with Ruscilli Construction Co., Inc., Construction Manager at Risk, for Phase 3 of the Dublin 5555 Perimeter Drive (Future City Hall) Renovation and Council Chamber Addition Construction Project. Ms. Alutto introduced the Resolution. Ms. O'Callaghan stated that during the May 18 work session, staff provided an update on the New City Hall and the Council Chamber addition project. This project furthers the long-term vision, including the consolidation of City operations. She reviewed the timeline of the project to date and provided an update on the City staff now occupying the New City Hall. Horne & King Architects completed the design of the Council Chamber addition and Dave King was present to respond to questions if needed. She provided renderings that were consistent with those presented to the public at the open house and public input session that was held on December 3, 2019. The new Council Chamber addition is designed to be architecturally compatible with the existing Administration building and have a great association with green space, providing a variety of opportunities for public engagement. The addition provides ease of access to the Administration offices and facilitates operational efficiencies. The addition is designed to comfortably accommodate significant opportunities for both public and staff meetings and gatherings. The Council Chamber is sized to accommodate large sessions with an approximate capacity of 114 and can also open up into the lobby area providing expanded capacity. Council members have direct and efficient access to the Council dais area. State-of-the-art presentation and communication technologies will be incorporated in all parts of the building. Ms. O'Callaghan provided information regarding what finishes have been selected and what finishes have yet to be selected. Display opportunities for historical pieces, public art, and gifts are provided in the gallery and lobby areas. She noted that there is still an opportunity to incorporate safety practices in the design as a result of COVID-19 and they will be exploring those. Ms. O'Callaghan stated that there was excellent bid coverage with 88 firms providing bids on 24 bid packages. There was an average of 3.6 bids per package, with four or more bids on 13 of the 24 bid packages. Construction of the new Council Chamber addition will begin in mid-June 2020 and is anticipated to have a 12 -month duration with completion in June 2021. Mr. Reiner inquired as to whether or not the extensive landscaping and water feature will be maintained in this project. Ms. O'Callaghan responded affirmatively. Vice Mayor De Rosa inquired about the safety features and how the dais might be affected. Ms. O'Callaghan stated that they are exploring options. Mayor Amorose Groomes added that the new dais is larger than the current dais. Ms. Fox stated that this new addition is designed to be conducive to gatherings and will be an asset to the community. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS - DAYTON, OHIO Held June 8, 2020 Page 6 of 13 The Director of CPI reported no public comments had been received regarding this matter. Vote on the Resolution: Ms. Fox, yes; Vice Mayor De Rosa, yes; Mr. Keeler, yes; Mr. Reiner, yes; Mayor Amorose Groomes, yes; Ms. Alutto, yes; Mr. Peterson, yes. OTHER • Accepting the Tax Incentive Review Council Report There were no questions or comments. Ms. Alutto moved to accept the Tax Incentive Review Council Report. Mr. Reiner seconded the motion. Vote on the motion: Vice Mayor De Rosa, yes; Mr. Reiner, yes; Mr. Peterson, yes; Ms. Fox, yes; Mayor Amorose Groomes, yes; Mr. Keeler, yes; Ms. Alutto, yes. Arthritis Foundation Auto Show Support Request No questions or comments were received regarding this request from the public. Susan Davis, Executive Director of Arthritis Foundation came forward to state that they want to have their annual auto show this year. She explained how the auto show uses $10,000 in City services and that she is thankful for the grant that they receive. The City of Dublin is highlighted all throughout the show. They are estimating between 3,000-5,000 people will come to the show and 110 cars have already been registered to participate. Hotel reservations are being made. They consider this to be the crown jewel of charity auto shows. She introduced Kevin Gadd, who is the volunteer event chair and helps run the committee that plans the show each year. Mr. Gadd stated that this is his 13th year on the committee. This event is a big three- day event with about 1,000 cars, and around 6,000 people attending. He asked for the City's support to ensure this event is going to happen. He stated that they would appreciate help with an additional $10,000 to support the car show, their volunteers and marketing.Ms. Davis stated that she does have recurring sponsor support for the show. There e w as a rumor that they lost a big sponsor, but that is untrue. Many sponsors have been affected by the pandemic and cannot contribute as much. She stressed that safety is a priority for them and they will make good use of any additional funds. They have safety plans and they are in contact with the CDC and local health agencies. Mr. Reiner stated that his first concern is safety. He is confident that they can work it out. He has always enjoyed the show and he believes that people are looking for something to do. Ms. Davis stated that they have expansive room to spread out further. There will be no indoor activities. Ms. Alutto stated that her family loves going to this event every year. She asked how they would handle the exchange of money. Ms. Davis stated that they have an online ticketing system that they could make better use of. Ms. Alutto thanked them for all 1 they do, including providing cars for Council each year for the 4 th of July parade. Mr. Keeler asked if there was a conflict with the Good Guys show in Columbus for these I� dates. Mr. Gadd stated that at thisoint, the Good Guys show is still on schedule but p y they are waiting to hear if the fairgrounds will allow it to happen. They have many indoor activities. Mayor Amorose Groomes asked Mr. Stiffler to provide an update on the $10,000 bed tax grant that was already awarded to them and where an additional $10,000 might come from. Mr. Stiffler stated that there was a fund balance in the hotel/motel tax fund of $4,000,000 at the start of 2020. With the decline in bed tax revenue overall, staff is projecting an ending balance of $2,700,000. With regard to bed tax grants specifically, $203,000 was appropriated in 2020 and of that amount, about $35,000 of grant awards have already been cancelled due to events not taking place. There is money available to fund this request if that is Council's direction. The Arthritis Foundation has used all previously awarded grant money and staff has had no issues with their reimbursement paperwork. Form 6101 RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS - DAYTON, OHIO June 8, 2020 Page 7 of 13 Held Mayor Amorose Groomes asked if there was any indication, as part of the grant request, of how many hotel rooms might be generated if Council awards an additional $10,000. Mr. Stiffler stated that the expected attendance as noted on their application was 5,000 people, which is expected to generate 250 room nights. Mayor Amorose Groomes asked what the revenue to this fund would be with 250 room nights. Mr. Stiffler estimated approximately $10,000-$12,000. Mayor Amorose Groomes estimated, based on Mr. Stiffler's figures, that the fund revenue is dropping $120,000-150,000 per month so far this year due to COVID-19. She stated that her only concern is that if this pandemic goes on longer than anticipated, then it could be detrimental to the DAC, DCVB and the grant program for next year. The big unknown is when people will be able to start traveling again, businesses start traveling again, and stay in hotels. Ms. Alutto stated that she believes it makes sense to look at what is coming, as it could be several months before people start traveling. Mayor Amorose Groomes asked if the Arthritis Foundation needed an answer at this meeting. Ms. Davis stated that they have a few weeks before they would need a decision. Mr. Reiner stated that he is supportive of providing the additional funding because he believes the community needs something that is fun and festive to go to. Mr. McDaniel stated that he appreciated the tradition of the show and their leadership to continue it. He stated that he would be happy to help with the permitting process. This may be focused more on local fun rather than attracting travelers. This is not the year to look at return on investment. All events would struggle meeting that threshold. This group has been providing bed tax revenue to over 30 years. He also noted that June 22 would be the last opportunity for Council to respond to the request before their deadline. Mr. Peterson asked if there are any other events in a similar situation? He wanted to make sure that there would not be any unintended consequences. Mr. McDaniel stated that most events are going virtual or have been cancelled. Vice Mayor De Rosa asked if staff anticipates additional cancellations of events funded with bed tax grants? Mr. Stiffler stated there could be more cancellations. Vice Mayor De Rosa stated that rather than the additional funding going to PPE, are there organizations that would be willing to donate those items? Ms. Davis stated that they are looking into that possibility. Ms. Fox stated that this is an economic development tool to bring people into the City, brings fun to the community and builds confidence that events can still happen - and bring back a little normalcy. She is supportive. Mr. Peterson stated that he is also supportive. Ms. Fox moved to provide the requested support ($10,000 related to volunteers, marketing) to the Arthritis Foundation Auto Show. Mr. Reiner seconded the motion. Vote on the motion: Mayor Amorose Groomes, yes; Ms. Fox, yes; Mr. Keeler, yes; Ms. Alutto, yes; Vice Mayor De Rosa, yes; Mr. Peterson, yes; Mr. Reiner, yes. Mayor Amorose Groomes stated that she would still request information about what might happen with additional events. Mr. McDaniel stated that they have a running list of events and their status to -date that he can provide in their next packet. STAFF COMMENTS • Request to Approve a Temporary Sign for the Pop-up Memorial Tournament store in Bride Park. Mr. McDaniel stated that there was some internal confusion regarding this request so he is removing this item from consideration. • Pool Opening Update Mr. Earman stated that staff has been taking the time to further evaluate the DCRC pool and the outdoor pool opening plans. A comprehensive plan has been developed and will be reviewed by the Department of Public Health, hopefully this coming week. At the May 28 Special Council Meeting, many comments and concerns were raised and Form 6101 RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS - DAYTON, OHIO June 8, 2020 Held Page 8 of 13 staff is confident that they have proposed solutions to address most of them. Staff has spoken with other facilities about what they are doing. Staff is currently on target to open by July 1st. They are currently working on staffing, enhancing training efforts, safety aspects, time slot management, capacities and the registration process. They are also working on how to trace contact outbreak at the pools, amenity limitations, social distancing entry points, concession operations and swim team usage. He will be bringing forward recommendations and responses to previous questions at the June 22nd meeting. Vice Mayor De Rosa asked how the residents will be updated on what has changed and what they can expect. Mr. Earman stated that a video will be used to explain and illustrate the changes. The Communication and Public Information Director stated that there have been a few comments received regarding this subject asking for the pools to be opened. Mayor Amorose Groomes asked if staff was aware of why the Public Health Department wants to wait until July 1 to open pools, especially since the announcement that Zoombezi Bay is opening. Mr. Earman stated the difficulty with opening before July 1 is working on training and having the staff ready. Mayor Amorose Groomes stated that she would like to open earlier if at all possible without compromising safety. Ms. Alutto agreed. Vice Mayor De Rosa asked what the intent was behind the July 1 date? Mr. McDaniel stated that they were looking at the current estimate of COVID cases. He added that it takes time to have guidelines published after an announcement is made at the state level and distributed to local level communities to implement. Mr. Keeler stated that residents expect Dublin to be on the leading edge. Things are heading in a positive direction. He is more on -board with opening the pools than he was previously. He agrees with expediting the opening if possible. COUNCIL COMMITTEE REPORTS Administrative Committee: Vice Mayor De Rosa reported that a follow-up retreat will be scheduled after summer break to address the communication topic and kick off the Dublin 2035 Framework plan. Ms. Alutto agrees that the Dublin 2035 Framework plan work should begin. Ms. Fox agreed. She stated summer is a great time to get public input because people are out and about. She suggested working with the Communications and Public Information to get a survey out about Dublin 2035 Framework plan. Mayor Amorose Groomes believes the communication discussion is paramount. She stated that this has been a struggle in the current environment. Mr. McDaniel stated that staff has been working on Framework 2035 ideas and intends to include that in the next packet. Community Development Committee: Mr. Reiner announced that the next meeting will take place on June 15 at 6:00 p.m. Planning and Zoning Commission: Ms. Fox reported that PZC and ARB met to discuss property maintenance and the sign code. The consensus among the group was the desire to have regulatory language incorporated into the Property Maintenance Code to require vacant and abandoned properties to maintain the structure consistent with the surrounding inhabited properties. Regarding the Temporary Sign Code, discussion was held about the permanent lease signs and how to reduce the number of them, the aesthetics of them and how long they can stay up. COTA: Vice Mayor De Rosa shared her appreciation for the COTA team. They will begin to ramp up services as people return to work. She stated that the board discussed gathering data about the transportation needs and uses. MORPC: Form 6101 RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS - DAYTON, OHIO Form 6101 Held June 8, 2020 Page 9 of 13 Mayor Amorose Groomes expressed gratitude for the discussions and speakers they are facilitating to help leaders navigate the current environment. Dublin Arts Council: Mr. Reiner stated that: • DAC is working on collecting art supplies to provide to families in need. Art packages are $25.00. Details about donation can be found on the Dublin Arts Council website. • "Kindness Rocks" is a new program DAC is launching, which consists of a rock garden with kind and uplifting messages. • DAC is working on bringing curbside concerts to seniors and isolated residents. These concerts will begin later this month and continue throughout the summer. Board of Education: Mr. Peterson reported that about 250 teachers rallied on Saturday. There are over 100 countries represented within the student body of the Dublin Schools. Dr. Hoadley is anticipating returning students to schools in August. He has two different plans running parallel incorporating online learning and in-person learning. Emerald Campus ingress and egress safety issues that were previously raised will be discussed in the near future. Dublin Bridges: Ms. Fox stated that Dublin Bridges was featured in This Week. Complete Count Committee: Ms. Alutto reported that Dublin is at 78.3% completion. Friendship Association: Ms. Alutto stated that when this group was created in 2016, it was to explore sister city relationships. The groups represented on this committee are a mix of the City, Schools, Chamber, DCVB, DAC, Washington Township, Rotary, Library and residents. This past year, the group was trying to re -focus. They discovered that they have a number of sister city relationships by virtue of being a part of the Greater Columbus Sister Cities International. There is a desire to revamp the group to try to have a broader but more local focus. Mr. McDaniel stated that Sarah McQuaide, former employee, made a proposal to shift the Friendship Committee to a group that would be more representative of those I various cultures. Ms. Alutto stated that revising the purpose to really focus on broader relationships within our community is the proposal. Ms. Burness added that this discussion was part of a broader international community engagement strategy -- changing the focus from ceremonial to engaging the community. Mayor Amorose Groomes stated that the friendship relationships are very important. Having reasons to make those visits are important. The international relationships that include the Mayor and Vice Mayor can be peeled back from the community engagement piece. Possible names were discussed involving multicultural members. Ms. Alutto asked her colleagues what this committee should look like and what are the steps to bring it together. She has an interest in continuing to serve on this committee. Mr. Keeler stated that he is in agreement with what has been said. He would like to see this new committee do more and invite more participation. Ms. Alutto stated that the most important thing to do first is to gather the right people together so we can listen and learn. A plan can then be developed after we have listened to others and what is important from their perspective and culture. Mr. Keeler agreed, noting that this idea has been stirring for some time and they would „ like to begin. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS - DAYTON, OHIO Form 6101 June 8, 2020 Page 10 of 13 Held Ms. Alutto stated she is looking for the feedback from the rest of Council. Vice Mayor De Rosa suggested looking for successful models from other communities. Mayor Amorose Groomes suggested that a staff member work with Ms. Alutto and Mr. Keeler to bring some recommendations back to the group. COUNCIL ROUNDTABLE Mayor Amorose Groomes stated that she will begin roundtable with the most important topic of the evening; and that is, what has been happening in our country in the last few weeks. She stated that our residents have communicated their desire to support in amazing and wonderful ways. Council has received e-mails regarding their silence on the topic and she wanted to explain that Council is bound by the Sunshine Laws and the City Charter that requires all discussions are in public and on record. As much as all of Council wanted to come forward and make statements and share thoughts, we were precluded from doing so by the Sunshine Laws. She wanted the community to know that their silence was only based on their desire to be together in person for this discussion. She participated in one of the first demonstrations and was very impressed. She praised Chief Paez for his representation and stated that she felt encouraged, hopeful and appreciative of his leadership in this space. There is much work to do, but we have the right people in the right places to do that work. She stated that actions speak louder than words. She opened the floor to discussion regarding: • How is it we will move forward; • What is it we want to do; and • How we want to make sure that horrific events don't happen again and definitely don't happen here. Ms. Alutto thanked Mayor Amorose Groomes for her comments. She stated that the City needs to have some type of task force, whether it is through the newly created committee or a different task force. We need to hear from our community and have some listening sessions so we know what to do next. She couldn't assume what someone has been through or live how they have lived. We need to hear from the people who are not front and center and maybe feel as though they are on the side. We can't fix the world, but we can make this a better place. These won't be easy conversations, but we must have them. Mr. Keeler stated that we need to hear from people what we can be doing better. He referenced the previously approved Resolution 37-17, a resolution combating intolerance, negative stereotyping and discrimination based on religion, belief and ethnicity. It is on our minds, but we need to first know what we can do better and how we can help. We are here to listen and learn. Dublin is a wonderful place to live and he agreed with Mayor Amorose Groomes regarding the leadership of Chief Paez. We are here to change what needs to be changed. Mr. Peterson stated that although we have been fortunate in serving with great people, the words in Resolution 37-17 are never far from our mind. We need to take the next step and be more proactive. We need to remember that this has to extend to every group in our community. Our diversity is our strength. He complimented Chief Paez on his leadership. This is not just a police issue. He is supportive of a task force begin created for this work. What can we do to help? Maybe it will be just be bringing people together to have a place to discuss these issues. He wants to involve the people who are not as comfortable talking about this because of their experiences. We don't know what we don't know. People need to be heard and we can provide the venue for that. Ms. Fox stated that she attended the demonstrations and felt proud of her community for getting out on the street to support people they may or may not know. She agrees with the task force idea, adding there must be an action plan. She knows she cannot appreciate some of the pain and angst outside of this City. She knows she has a lot to learn. She wants to sit down with our diverse community and listen. Outside of our RECORD OF PROCEEDINGS Minutes of BARRETT BROTHERS - DAYTON, OHIO Held Dublin City Council June 8, 2020 Page 11 of 13 community, we need to invite members of other communities where these struggles are happening and develop relationships. Understanding is the start to moving hearts and minds. She was very impressed by the teachers that led one of these demonstrations. The teachers are great partners to reinforce values. She is in favor of establishing relationships, listening and learning. Mr. Reiner stated that he feels the way our police department has responded and reacted to demonstrators is phenomenal. He served on Council when Resolution 37-17 was adopted. He agrees that somehow we are missing the message and a task force will help us understand what we have been missing. Vice Mayor De Rosa stated that words matter a lot and declaring support matters a lot. Standing up and saying that we support, even if you don't know the right words. Most big change happens when people put words to a page. When you wrestle to write the goals, you begin to hold yourself accountable. She agrees that a task force is a good place to start. Organizations that she admires have worked very hard on inclusion, incorporated their intent into every action. It is a part of every discussion and must be central to everything. It is hard work, but necessary to make it happen. We need to put the words into action and make this a part of discussion on a daily basis. Mayor Amorose Groomes directed the discussion toward what path will be taken. She stated there are things we should do tomorrow, things to accomplish next week, next month and this year. We are on this journey, so what is it that we would like to see accomplished tomorrow? Vice Mayor De Rosa stated a statement of our intent and support is an important first step. Ms. Alutto stated that a statement is fine. It is important to figure out the best mechanism to do that when you have to do it all in the public forum. Mr. Keeler asked, "Do we want to do it right or do we want to do it fast?" He stated that we need to be deliberate in efforts to come up with an action plan. The task force can then take the action plan and carry it out. Mr. Peterson suggested a resolution be drafted to create the task force and then every whereas clause would constitute the action plan. Mayor Amorose Groomes stated the action for tomorrow can be to begin writing the resolution creating the task force. Vice Mayor De Rosa stated that it can be done fairly quickly. Ms. Fox stated that it is important to add other civic leaders and partners to help us understand the issues that we are not seeing like they are. Mr. Peterson stated that it would make it a very rich conversation. He agrees the task force should invite and hear from people outside this community. Mayor Amorose Groomes suggested a speaker series to learn about others' life experiences. The Schools may want to partner in that as well. Mr. Peterson suggested a speaker as Judge Yvette McGee Brown. She is a brilliant community leader. Ms. Fox stated that having a conversation over dinner can open up understanding and additional conversation. Mr. Keeler stated that it is clear what our intent is, but he is not certain how to articulate a resolution without knowing what the needs and issues are. Ms. Alutto stated that the resolution would be meant to create the task force. The task force can be working with community members to find out what is needed. Vice Mayor De Rosa stated that a resolution can be drafted declaring intent, showing support, and defining steps forward, including a task force. She feels it is important that we are clear about the longer-term intent. It must be systemic. Mr. Keeler asked about the process of adding to a previous resolution. Mr. Smith stated that there could be a new resolution or you could amend the previous one. It would be cleaner and preferred to create a new resolution and reference the prior resolution. Mr. McDaniel stated that he appreciates the opportunity to be at the table for this discussion. He attended the demonstrations also and stated he was also very proud of Meeting Form 6101 RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS - DAYTON, OHIO Form 6101 Held June 8, 2020 Page 12 of 13 this community. It was a very enlightening experience. He stated that the issue that was being driven that day was the death of George Floyd. It is important to say that out loud. Words do matter and Black Lives Matter. 2% of Dublin's population is black. It was the black community that we were there for. The death of George Floyd was a tragedy for this country. He thanked the Chief for his leadership and the relationships that he has built. We have had successful town halls and Martin Luther King, Jr. Day suppers. He suggested having a town hall and starting discussions and listening. Bringing experts in to talk and inform is important and very helpful to help the dialogue. He stated that full partnership with the Schools is very important in this also. Mayor Amorose Groomes stated that the diversity of the people attending the protest was very impressive and moving. She wants to see goals that are in progress to show the community that we are working on it. Mr. Keeler stated that a resolution is a good start. Communicating that we know more needs to be done and that we are actively working on it. We are making a commitment to listen and learn. He challenged the other communities that have made statements to take action. Vice Mayor De Rosa asked how we can get something drafted, Mr. Smith stated that Council cannot have discussion and decisions on matters outside of the public forum. Thoughts can be shared, but decisions cannot be made outside the public meeting. Ohio Law makes the process deliberate, transparent and public. This cannot be solved over e-mail. Mr. Peterson asked if Council Members individually could share thoughts to a staff member to compile. Mr. Smith stated that is a solution, but Council cannot make any decision collectively outside of the public. Mr. McDaniel stated he will review the thoughts and ideas of each Council member and compile. He agreed to attempt drafting a resolution for Council to consider at a future meeting. Mr. Keeler stated that there are many common threads among the statements of each Council member, but there may be nuances that make a difference. How will Mr. McDaniel know what those nuances are? Mayor Amorose Groomes stated that Mr. McDaniel can clarify any details with each Council member if needed as he compiles the information. Mr. Keeler expressed concern as to how he can compile seven different and individual thoughts. Mr. McDaniel stated that Council members will have the opportunity to revise the draft resolution in a meeting. Mr. Peterson asked if it would be easier to begin with a draft and let each member comment on it. Mr. McDaniel prefers to have each Council member tell him their thoughts and he will compile into a document. Ms. Fox stated that town hall meetings are important to keep the momentum high. She wants to keep the energy and conversations going. With the current restrictions, perhaps an outdoor event would work. Mr. McDaniel stated that a communications plan can be developed as to what can be done. Mayor Amorose Groomes stated that she would like to see this communication with the public in the very near term. She wants to capture the attention and the enthusiasm. Vice Mayor De Rosa stated that it would provide the community an opportunity to comment also. Mr. Peterson asked if something could be put on the website as soon as tomorrow, Mr. McDaniel responded affirmatively. Roundtable Continued: Ms. Fox stated that there was an error in the communication sent to Ballantrae residents from AEP regarding the height of the poles being installed. She stated that the residents can be assured that everything is still as agreed to. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting BARRETT BROTHERS - DAYTON, OHIO Form 6101 Held June 8, 2020 Page 13 of 13 Mr. Reiner asked about short-term rentals because he didn't believe the issue was resolved. Mayor Amorose Groomes agreed it was not resolved, and more discussion would come on that topic. Mr. Keeler asked if there was something that would be coming up during a future roundtable, would it make sense for Council members to communicate that ahead of time so other members can come prepared to discuss? Mr. Smith reiterated that can be done, but any decision needs to be made in public. He added that if staff were aware of topics of interest, it would help staff be prepared to answer any questions. Mayor Amorose Groomes asked Ms. O'Callaghan about the memo she wrote recently regarding safe passage and enhancements made to crosswalks. She asked if more information could be provided on timing and what those enhancements might be. She added that the City needs to work with Dr. Hoadley on the Emerald Campus ingress and egress issues and finding a solution. She would like to see something in place before school starts. Mayor Amorose Groomes wished Vice Mayor De Rosa a Happy Birthday, as her birthday was June 7. She also wished Ms. Alutto a Happy Birthday also; she will be celebrating her birthday on June 15. Mayor Amorose Groomes asked the Director of Communication and Public Information if there were any other comments that have come in from the public. Ms. Burness stated that the following comments came in via Facebook Live: • (Name Unknown): Dublin Police did a great job on Saturday at the Black Lives Matter protest, shaking hands and hugging protestors. It is a wonderful feeling seeing police on the people's side. Seeing police making people feel comfortable in demonstrating their beliefs instead of hitting and pushing peaceful protestors. Thank you. • Jodi Lynn: what about the conversation with people of color right now. You have covered what needs to be done, invite them ASAP. Develop the necessity, then the task force. Am I missing something? She supports Jane's approach, have a meeting in the next few day and they will come. ADJOURNMENT I The meeting was adjourned at 10:17 p.m. ?& a.__ 4"� ww -- - - -- ^ - - A- #_�. rfft