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HomeMy WebLinkAbout09-08-20 Work Session MinutesCITY COUNCIL WORK SESSION Tuesday, September 8, 2020 Virtual meeting Minutes of Meeting Mayor Amorose Groomes called the work session to order at 5:45 p.m. Due to the COVID-19 pandemic and the State's emergency declaration, and as permitted by state legislation amending the Open Meetings Law, the work session was conducted via an online platform and live -streamed via YouTube at the City's website. Members of the public were able to view the work session at the City's website. There will be opportunity for public comment on these items when brought forward at a later date on a Council agenda. Council Members present: Vice Mayor De Rosa, Mr. Keeler, Ms. Fox, Ms. Alutto, Mr. Reiner, Mr. Peterson, Mayor Amorose Groomes. Staff Members present: Mr. McDaniel, Mr. Rogers, Ms. O'Callaghan, Mr. Stiffler, Mr. Earman, Ms. Rauch, Mr. Edwards, Chief Paez, Mr. Ashford, Mr. McCollough, Mr. Plouck, Mr. Taylor, Mr. Somerville, Ms. Gilger, Mr. Hammersmith, and Mr. Clark. Also present were Sharon Jurawitz and David King of Horne and King Architects Mr. Rogers led the Pledge of Allegiance. Council Chamber Addition Update Ms. Jurawitz, Horne and King Architects, provided a presentation illustrating the finishes that have been selected for the new Council Chamber Addition. She reviewed the various spaces within the addition to allow Council Members the opportunity to comment or ask questions. Mr. Keeler asked if it were possible to superimpose the sample colors on a 3-D rendering. Ms. Jurawitz stated that the timing may not allow. Mr. Keeler stated that he likes the finishes. He inquired about the Celtic knot design that is to be added to each leg on the island of the Snug. He suggested leaving them in a natural state so this design detail would not be lost against the black cabinetry. Mayor Amorose Groomes stated that the Committee requested a storyboard of the materials be created to leave in the conference room so Council Members could see and feel the finishes ad details. Ms. Alutto agreed that would be helpful. Vice Mayor De Rosa stated that it all looks lovely. She inquired as to where the display area would be. Ms. Jurawitz stated that it would be in the gallery space. The details are currently on hold to allow time to determine what will be on display and how much space is needed. Vice Mayor De Rosa asked if the furniture had been selected. Ms. Jurawitz stated that those selections had not been made. Vice Mayor De Rosa commented on the importance of how easily the furniture can be cleaned and maintained. Ms. Fox stated that the Committee is being thoughtful to include elements that tell the story of Dublin. She stated her enthusiasm for the elements of history that tell a story and will make this building an interesting place to visit. Mayor Amorose Groomes stated that the original village hall building is the front room that is now part of the Chamber of Commerce building. She would like to bring something from the original village building into the new building. She spoke with Bill Andrews, Dublin Chamber of Commerce Board President, about what may be reclaimed as the Chamber plans to renovate their facility. City Council Work Session September 8, 2020 Page 2 of 9 Ms. Alutto stated that the finishes are beautiful. She commended the Committee on their work thus far. Mr. Keeler inquired as to whether or not there was an additional table in the executive session conference room. Ms. Jurawitz stated that the piece Mr. Keeler is referring to is more of an island with stools that staff can use as they participate in executive session if needed. 2021-2025 Capital Improvements Program (CIP) Mr. McDaniel stated the focus tonight was to talk about and answer questions that came up in the last CIP work session. Mr. McDaniel began by reviewing the timeline. He shared show the CIP projects correspond to Council goals: • Ensure Fiscal Strength and Sustainability - economic development strategy has been adopted to spur growth and raise income tax revenue by 3% or more annually; • Most Connected Community — pursuing pilots to find viable solutions to deliver broadband access and smart city capabilities to all our businesses and residents. Mr. McDaniel discussed work that is currently underway in furtherance of this goal; • Big Data and Better analytics — progress is being made. Modernization and mobilization efforts to get data are underway. Staff continues to work toward a data platform; and • Dublin 2035 Framework — mindful consideration in the planning, navigating and establishment of long-term future direction. Information Technology Follow-up Mr. McDaniel shared a slide illustrating the amount of investment in Information Technology (IT) the City has made over time. There have been increases to both the operating and capital budgets. It takes both the operating and capital budget to assess what is happening with IT. Vice Mayor De Rosa stated that there were budget dollar increases but the actuals were flat. Has there been a challenge in spending the budget? Mr. McDaniel stated that some of these amounts have to do with timing and carry-over. Vice Mayor De Rosa stated that she sees the aspiration but doesn't see it in the spend amounts. She wondered if there were any obstacles in spending what is budgeted. Mr. McCollough stated there are not one or two specific things that cause the actuals to be flat. Ms. Fox inquired as to what miscellaneous contractual services are. Mr. Clark stated that amount is mainly used for the hosted services. Mayor Amorose Groomes inquired about the section of Mr. McCollough's memo that references performing forecasting using data analytics. Mr. McCollough stated that this section referenced a machine learning experiment that staff conducted regarding predictive analytics on finance data. Mr. McCollough stated he wanted to highlight how smart mobility is part of the larger picture. Companies can work within our region and utilize the entire corridor. Ms. O'Callaghan stated that some of these opportunities came up quickly and the City reacted quickly to maximize the opportunity. Ms. Fox asked about whether or not a demonstration could be provided for the Connected Dublin projects that Mr. McCollough mentioned. She asked what other projects along the smart corridor could we be doing to have Dublin really stand out? Mr. McCollough stated that timing is being evaluated to conduct a demonstration for Council. He also explained how staff would like to utilize the large monitor that is planned for the new Council Chamber addition to display a vignette showing each project on a rotation. Mr. McDaniel stated Mr. McCollough has been telling our story and generating a great deal of interest. New companies are testing technology here. City Council Work Session September 8, 2020 Page 3 of 9 Mr. Reiner stated that he is excited for the technology projects that are on the horizon. He stated he applauds any effort to get this message out. Mr. McCollough stated that many of these initiatives are at the global level, not just local. These projects along the corridor will benefit everyone along the corridor but are still Dublin specific. Ms. Fox stated that she is hopeful that Mr. McCollough is involved in the audio/visual technology that will be used in the new Council Chamber. Mr. McCollough stated that he does have a voice in the process. Mr. McDaniel reiterated that he wants companies to recognize Dublin as the place to come and test technologies. He would like to leverage the infrastructure that already exists, so they are not large dollar amounts for Dublin. Mr. McCollough added that a lot of money, time and resources being spent by other companies. The advantage of these pilot projects is we get a lot of the mileage without the big spend. These companies spend their own money to prove their own technology ideas. Vice Mayor De Rosa stated she still has a reservation when looking at the capital budget, over a five year period, actual spend goes down — are we investing enough for the scale part of it? How do we accomplish the most connected City goal, when the spend is flat or down? Mr. McDaniel stated that we need to define the term "most connected." Most connected means sending our residents a much higher speed and capacity. He stated that bringing the companies and industry to the table. We want to be a partner in the industry, not a competitor. Mayor Amorose Groomes stated that she wants staff to be aware that Council wants to capitalize on any opportunities as they arise. She stated that just because it isn't in the budget doesn't mean they don't want to do it. Mr. McDaniel stated that he appreciated Council's support. Mr. McCollough stated that the budget is useful in planning, but it does not reflect what is happening. There can be wide swings in this partnership model. This budget reflects a strategy that has been working well. Mr. Peterson stated that the CIP, regarding technology is somewhat unknown. He stated the important point is that Council has the ability to adapt and respond. Riverside Crossing Park Follow-up A 2025 Proposed CIP budget breakdown was provided to illustrate what projects are included in the out years. Mr. Earman provided a map illustrating what project is happening when to help Council discuss whether or not to move some projects up in the CIP. Mr. Earman asked Council for feedback regarding dividing the projects. Mr. McDaniel stated that staff recommends executing on the other projects and holding off on the promenade. Mayor Amorose Groomes stated that the she would recommend holding off on the projects that tie-in to North Riverview Street until more is known about what will happen in that area. There is a lot of unfinished business there. She stated she is fine with proceeding with all the other projects except the promenade. In response to Ms. Fox's question regarding the west park parking lot project, Mr. Earman stated that project is the $350,000 project. Mayor Amorose Groomes stated that the west park parking lot doesn't need to happen right now either. She also suggested that the flat green space could be used for something other than a parking lot. City Council Work Session September 8, 2020 Page 4 of 9 Mr. Earman stated that at a past public engagement session, this area was something that he heard quite a bit about relating to access to the river for kayaks and handicap access to the river. Mayor Amorose Groomes sought clarification due to that area not engaging the river. Mr. Earman stated that there is a foot path down to the river. Mr. Keeler asked about timeframe in terms of allowing kayaks to launch from a specific site and has the City explored vendors to serve those sites? Mr. Earman stated that there are four sites currently and staff has been working with one service provider who has also ran some recreational programming for the City. Mr. Earman stated that they have not explored additional vendors, but staff can look at additional amenity development. Mayor Amorose Groomes stated that the spot under the SR -161 bridge is an excellent launch or exit for kayaks. If a parking lot is being contemplated, maybe it should be closer to that location. Ms. Fox stated that there is no parking on South Riverview. She asked as the financial future becomes known and money may become available, would the promenade be able to be completed sooner? Do we have options? Mr. McDaniel stated that he would recommend doing that. It is fine to show the project in an out year and then move it up if needed or timing is right. Mr. Stiffler agreed. Mayor Amorose Groomes stated that regarding the South High Street Trees, she noticed it is not programmed until 2023 and it is proposed as an option to move it 2024. She asked for an explanation as she thought it was moving forward. Mr. Stiff ler stated that there is a place holder for the east side in 2023, but the west side is moving forward. Mr. Reiner agreed with Mayor Amorose Groomes' comments regarding the parking lot. He agrees it may not be a priority. Vice Mayor De Rosa stated that she also agrees. She said to defer the parking a little while is fine. She asked if the landscaping would all be included in the 2021. Mr. Earman stated that the landscaping is all included in 2021. Vice Mayor De Rosa asked if the walking/biking path on the western edge of the east side is included. Mr. Earman responded in the affirmative. Ms. Fox referenced one of the pictures provided in the packet that showed a stone wall with people sitting on it. Is the stone wall being constructed? Mr. Earman stated that was an earlier rendering before the site plan was approved. Mr. McDaniel summarized that the east side promenade will still show in the CIP in 2025; west plaza and west stone veneer and planting are okay, but the west sidewalk path down to Riverview Street do not act on. He added that parking and river access would not be done right now. East boulder path on the east side would be finished. Mayor Amorose Groomes stated that the west side was a secondary river access from the parking lot so we would maintain the river access, but the secondary access - kayak launch is the one that gets held. Mr. Earman stated that the west path connection, upper tier, was in the package to go with the parking lot to provide vehicles access the path system and to the river. In certain areas of the path, it will need to be natural materials. We can pull out pieces and parts of this project if that is Council's direction. Mayor Amorose Groomes stated that she would hold off on the west plaza masonry portion, the west plaza path connection and the west park parking lot. She would like to proceed with west park multi -use path and the west bank restoration (which is already started). City Council Work Session September 8, 2020 Page 5 of 9 Vice Mayor De Rosa confirmed that the east river access path would be complete. Mr. Earman responded in the affirmative. Ms. Alutto and Ms. Fox concurred with the stated suggestions. Mr. McDaniel asked about the sidewalk connection on Riverview Street up the hill, under the bridge, and whether or not Council was interested in adding pedestrian access there. It would encourage people to walk in the street to get to the path access. Mayor Amorose Groomes stated that it does make sense to have a path that goes up to the bridge, but without knowing how North Riverview will look, maybe do the west plaza masonry but not the west plaza path connection. Mr. Keeler stated that the west plaza masonry is more aesthetic in nature and the west plaza path connection is what Mr. McDaniel was referring to. There needs to be a path connection from North Street up under the bridge. Mayor Amorose Groomes asked if Mr. Earman could follow-up with a more detailed drawing of the pieces and parts of these projects so Council can determine what they want to defer and what projects should move up. Mr. Earman responded in the affirmative. He reiterated that there are a few different options that he can detail for Council. Water and Sewer Extensions Mr. McDaniel stated that these projects are more related to the policy to extend water and sewer. It is not tied to the rate increase, it is subsidized out of the general fund. In 2019 and 2020, discussions were held regarding projects that were proposed. The discussion has come to effect the extension policy in three ways: • Residents do not want to connect; • City of Columbus has stated that even though we would like to extend main water lines, they do not want them laying dormant for safety reasons; and • Sanitary sewer requires pump stations. If pump stations lay dry and are not pumping it causes issues with equipment. Mr. McDaniel stated that the recommendation of staff is that in the CIP, years 2021 and 2022, we could extent to a few certain areas that we know will be effected by the AEP project. In years 2023, 2024 and 2025, he recommended putting in the design dollars to help in the event of any catastrophic failure and to give accurate dollar amounts for projects. Mr. Hammersmith reviewed the extension projects that have been completed and the projects that are currently underway. Mr. Stiffler stated that the future project were put on hold pending the rate study. The rate study recommended 3% water and sewer increases for the next five years. This rate study did not take into account any of the extensions. Current expenditures were well matched with current revenue. If the City takes on these water and sewer extensions, the design and construction costs would have to be funded through three potential revenue sources: • Increase in new users/connections (capacity charges and tap fees); • Rate increases greater than the recommended increase in the rate study; and • The policy specifies transfers from the General and Capital Improvement Funds. The proposed CIP shows a $200,000 annual transfer from the Capital Improvement Fund for sewer related extensions. Ms. Fox asked if there was a discount to tap into the connection for residents once it becomes available. Mr. Hammersmith stated that there is a discount of 50% for the first two years on Dublin's connection fees. City Council Work Session September 8, 2020 Page 6 of 9 Ms. Fox inquired as to whether or not the cost is why people don't want to connect or is it the quality of water. Mr. Reiner stated that in previous discussions about this, Council learned that residents were happy with what they had and wanted to keep their own system while it is still functioning. Mayor Amorose Groomes stated that is likely not a matter of if people will connect into the system, but when they will connect to the system. It will likely not be until their system fails. Ms. Alutto agreed. Mayor Amorose Groomes stated that the City should continue to put money toward the design so if there are any catastrophic failures we can act. Mr. Stiffler stated that staff agrees and recommends to execute on 2020-2021 and then go to design phase to give people time. Staff also proposed an increase in general fund transfers in the outer years. Staff recommended that Council direct the Public Services Committee to discuss the Water and Sanitary Sewer Extension Policy, specifically: • Project Timelines and Completion of Extensions • Project Funding — Heavy Subsidy from General Fund • Lack of Resident Interest in Connecting Immediately • Difficulty with Water Extensions due to Circulation and Service Line Installations (City of Columbus) • Difficulty with Sewer Extensions due to Operational Concerns with Unused Pump Stations Mr. Peterson asked if: a pump station was required for every home; could it be hooked up when the home was ready to connect; and does the City pay for the pump station or does the homeowner as part of the hook-up costs. Mr. Hammersmith stated that the City would put in one common pump station that a gravity sewer would drain into. The resident would tie into the gravity sewer. The City would maintain the pump station as part of the infrastructure. Mr. Keeler sought clarification regarding whether or not funds are being requested for sanitary sewer and water design portions. Mr. Stiffler responded in the affirmative. Mr. McDaniel stated that some of the issues have come up due to the AEP projects that are going on in certain areas. Mr. Hammersmith stated that he has been monitoring the project. Mayor Amorose Groomes asked if AEP would share in the expense since they are working in the area also. Mr. Hammersmith stated they are talking to them now, but AEP would not pay for a public improvement. Mayor Amorose Groomes stated that she is fine with the design costs. Ms. Alutto agrees that design is important so it would be done and we can expedite a project if needed. Mr. Peterson stated that the point of this policy was to be able to respond appropriately. The City has been very proactive. Emerald Campus Ms. O'Callaghan stated that a Traffic Operations Study conducted in partnership with Dublin City Schools evaluating the conditions for drivers as well as pedestrians going to and from the Emerald Campus. The study evaluated several alternatives, and ultimately recommended the following: Pedestrian Hybrid Beacon as viable short-term solution with least impact on traveling public, or Roundabout as best long-term solution if DCS builds a Coffman High School drive connecting to Emerald Parkway at the existing Emerald Campus driveway. Ms. O'Callaghan stated that the proposed CIP contains funding from the Capital Improvement City Council Work Session September 8, 2020 Page 7 of 9 Fund of a roundabout since that is the more expensive option. Mr. Keeler clarified that the beacon would be installed sooner rather than later and then the roundabout may be coming in future. Ms. O'Callaghan stated discussions are still happening but that is one approach. It depends upon whether or not the school will be constructing the parking lot and adding an access point, and the timing of that project. A roundabout would be needed if the project happens sooner rather than later. Mr. Keeler stated his concern for student safety. Mr. Peterson stated that a beacon is more than a signalized crosswalk sign. The issue is turning left out of Emerald Campus. Mr. Peterson described the way this beacon would work. If you are waiting to turn left, pedestrians would be walking across the crosswalk to the right of you, and the cars would be able to turn left as the traffic would be stopped. It doesn't seem like a great solution. Mr. Peterson stated that it seems the students would be more in the area of the conflict with this. Ms. O'Callaghan stated that the other option is to program the signals so that it would detect cues in the Emerald Campus parking lot and then the signal could be triggered to activate. She also mentioned that when school was in session, officers were helping during peak hours on- site. Mayor Amorose Groomes added that in addition to the cars wanting to turn left out of Emerald Campus, there are also cars that want to turn right which would be right in the path of the pedestrians. Mr. Peterson stated this signal is nothing like he has seen before. He is concerned it could cause confusion with new drivers. The schools are still working out the parking lot extension, so that is still up in the air. It doesn't feel like the right solution. Mr. Keeler stated that having an officer there helps. Vice Mayor De Rosa watched the school board meeting where this was discussed. They had requested Dr. Hoadley work with Mr. McDaniel regarding other options. They planned on having the officer continuing to help people cross. Is it too early to put in CIP since we don't' know what the solution will be? Mr. McDaniel stated that at the time it was added in the CIP, it seemed imminent. It would be fine to either keep it in or put it out a few years and move it up as a solution is found is fine. Mr. Peterson agreed and stated that keeping it in the CIP is a show of good faith. Chief Paez stated that it is considered a special duty assignment. He is coordinating with school regarding a three hour time period as classes come and go. Ms. Fox asked if the traffic light could be spread out so it can help Emerald. Mr. McDaniel stated that Cardinal Health would not be happy with that. Mr. Peterson explained that the traffic warrants require that the current traffic lights stay where they are. In response to Ms. Fox's question, Ms. O'Callaghan stated that the warrants do not justify having a light at the Emerald Campus. She added that there is a need to keep signals at their current locations. Mayor Amorose Groomes stated she was fine with putting this item in the outer years of the CIP and then continuing to work with the schools. Mr. McDaniel stated he is fine with moving the project out and that he intends to keep working with the schools on the issue. Mr. Peterson suggested that it may be viewed as a good faith gesture to leave it where it is (design in 2023 and construction in 2024) in the CIP. Vice Mayor De Rosa suggested renaming this project as a "roadway improvement" rather than "roundabout." Mr. Peterson stated that, depending on future projects that have been suggested by the City Council Work Session September 8, 2020 Page 8 of 9 schools, the solution could change. Mr. Reiner and Mr. Keeler were in agreement. Other Discussion Darby Lot Ms. Fox asked about the addition of a project to improve the Darby lot and explore using it as a gathering space in the Historic District. Mayor Amorose Groomes stated that it would lend itself well to flex space to be used for parking and other events also. Ms. Alutto agreed. Ms. Fox asked if funding had to be programmed to move that forward. Mr. McDaniel suggested looking at programming first and then the programming drive what is needed in the space. He also suggested that the Historic District Task Force would be a good resource to explore the use of the space further. Ms. Fox suggested the addition of funding to Events or Recreation in the Operating Budget to start looking at programming the space. Mr. Keeler agreed that the Task Force should review this topic and he asked at what point the Task Force work becomes policy. He stated that he liked the idea of flexible space. He asked if a placeholder could be put in the CIP for flex space to show the intention of doing the project eventually. Mr. McDaniel stated that staff was looking at this project as part of the Franklin Street Extension. Mr. Stiffler stated that the Franklin Street Extension is slated for 2022. Outdoor Dining Mr. Reiner asked if any of the other Council Members have received feedback regarding the outdoor dining in Bridge Street. He stated he has received a number of comments regarding the desire to make it permanent. Ms. Alutto stated that she too has received positive comments. Mayor Amorose Groomes stated that it should certainly give us pause and take note when designing streetscapes. She suggested that constructing sidewalks in such a way that would allow for outdoor dining without closing a street would be beneficial. Ms. Fox stated that it furthers the goal of place -making. Smart Parking Vice Mayor De Rosa asked what was included in the smart parking line item. Ms. O'Callaghan stated that the line item is a placeholder for electronic charging stations and sensors to determine and monitor utilization of parking on street. Hyland Croy/SR 161 Interchange Vice Mayor De Rosa stated that there is an item in this project for the roundabout, but that there was a note that referred to the roundabout being dependent on third party contribution. She asked for clarification regarding whether or not the amount is dependent on a third party or if the funding is programmed. Mr. Hammersmith stated that the property on the other side of Hyland -Croy, when developed, would line up perfectly with the access point and may therefore receive a contribution from the third party developer. He added that the entire amount has been programmed, but a contribution may still be received on the revenue side from the third party. Debt Financing versus Cash Financing City Council Work Session September 8, 2020 Page 9 of 9 Vice Mayor De Rosa stated that she would like to have a discussion regarding the use of debt financing versus the use of cash financing for the park projects. The Riverside Crossing Park is the only project being suggested to be funded with debt. Mr. Stiffler, in response to Mr. McDaniel, stated that debt financing had been proposed for the 2021 or 2022 issuance. He stated that if Council would like to explore cash financing that early, it may impact some of the placeholders in the outer CIP. Vice Mayor De Rosa asked if Mr. Stiffler could share the options with Council. Mayor Amorose Groomes agreed that she would also like to explore what could be cash financed. Mr. McDaniel sought clarification regarding what projects are being referred to. Mayor Amorose Groomes stated that it was the original $4 million park project that was suggested to be debt financed along with the other projects that were moved up on the schedule earlier in this meeting. Mr. Stiffler stated he would be happy to share options, but noted two things: it has never been cheaper to borrow; and the expectation is that TIF dollars would be paying us back. Mr. McDaniel suggested that these options could be brought to Council for review, but the final reading of the CIP would be at the September 28 Council Meeting. In-person meeting Discussion Mayor Amorose Groomes stated that she would like to know each Council Member's thoughts and comfort level with meeting in-person versus virtually. She shared that staff has been working on a hybrid meeting solution. Ms. Alutto stated that in-person is better than not in person, but it is very hard to have guests and presentations due to the current conditions. She's not in a huge rush to have in-person meetings since the public interaction piece is not possible. Mr. Reiner stated that he just experienced a hybrid board meeting in Muirfield and it seemed fine. He would prefer in-person because the discussion is richer. Mr. Keeler stated he is not in a hurry to go back to in-person meetings. He would like be consistent. He would be in favor of hybrid model. Discussion was briefly held regarding the benefits of being able to still conduct business if not able to be in-person. Vice Mayor De Rosa stated that we are likely to be in this environment for a while, so if a hybrid model can be realized that would be helpful. Mr. Peterson asked for clarification regarding when and who from Council would be in-person and who wouldn't. He expressed a concern with the perception of some Council members being present in person and some not. Ms. Fox stated that she likes personal conversations, but the virtual environment has allowed more participation from the public. Mayor Amorose Groomes requested Mr. Clark provide a memo to explain what hybrid meetings are and how they would work. The meeting was adjourned at 9:00 p.m. Deputy Clerk of Council