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HomeMy WebLinkAbout11-26-18 Finance Com. Minutes - Hotel-Motel GrantsDUBLIN CITY COUNCIL FINANCE COMMITTEE Monday, November 26, 2018 Council Chambers Minutes Ms. Alutto called the meeting to order at 6:00 p.m. Committee members present: Ms. Alutto and Ms. De Rosa. Mr. Keenan was absent (excused). Staff members present: Mr. Stiffler, Ms. LeRoy and Ms. Gischel. Ms. Alutto stated that the purpose of tonight's meeting is to review the hotel -motel tax grant applications for 2019. The Committee has requested and Mr. Stiffler has provided some background information on the grant administrative review process and the $200,000 budget for 2019 for these grants. The 2019 hotel -motel tax grant applicants will provide an overview of the applications they have submitted, answer Committee member questions, and the Committee will develop their recommendations for City Council approval at the December 3, 2018 Council meeting. REVIEW OF 2019 HOTEL -MOTEL TAX GRANT APPLICATIONS • Dublin United Soccer Club - Dublin United Champions Cup Grant Request: $8,000 Present: Ken McMahon, 9404 Cambry Lane, Dublin, 43016. Chuck Stephens, 3961 Orchard Crest Ct., Dublin, 43016 Mr. McMahon stated that the 2018 event was their seventh Dublin United Champions Cup, and by far their largest, with 255 out-of-town teams participating. This year, they again experienced a challenge in securing a sufficient number of hotel rooms. Although Council's intent is that Dublin hotels be used, the hotels were less than accommodating. In 2018, they had more hotel rooms than in the past by approximately 200-300 room nights. In addition to direct contact with the hotels, they reached out to the Dublin Convention and Visitors Bureau for assistance in securing room nights for the participants. There are a number of soccer clubs —for instance a Cincinnati club that sends 20-22 teams -- who would like all their team members to be in the same hotel. The hotels do not like to permit them a block of 120-150 rooms. There was a club from Cincinnati who was reluctant to participate due to that limitation. If Dublin hotels do not want to accommodate their need, they may have to go to Worthington or Hilliard hotels that will permit them the needed block of rooms. Ms. Alutto inquired if they had requested the larger blocks. Mr. McMahon responded that they have requested them. The Crown Plaza, the Marriott and the Embassy Suites are ideal hotels. Two years ago, they used almost all of the Crown Plaza during this event. In 2018, they were not permitted more than 20 rooms. Embassy Suites was renovating, so their available rooms were limited. However, this event would use more Dublin hotel rooms, if the hotels permitted them. Mr. Stephens, Dublin United Soccer Club Treasurer, stated that the preceding year they also experienced the issues in terms of securing the needed room blocks to accommodate the clubs that would be participating. They did not anticipate having the problem this year because they worked with the Dublin Convention and Visitors Bureau; however, DCVB experienced the same issue with securing rooms for this date even one year before the tournament. As the tournament Finance Committee Minutes — 11-26-18 Page 2 of 15 date approached, they anticipated that DCVB would be able to go back to the hotels and increase the room block sizes, but that didn't occur. Ms. Alutto inquired if that was the agreement with Mr. Dring. Mr. Stephens stated that is what DCVB traditionally has done with every tournament or event that takes place in Dublin. However, the hotels are unwilling to set aside that amount of space for an unknown number of attendees, so they had the same difficulty with securing hotel rooms once again this year. Mr. McMahon stated that both the Cincinnati and Westlake clubs have committed to participating in this tournament next year, although they are aware that this event is not the typical "stay to play" tournament. Most of the tournaments are "stay to play." Because this event is not a "stay to play' event, they cannot commit to a large block of rooms; however, as he has indicated to the three main hotels, every year they have used every room available to them. He has reached out again to Josh Bricker at DCVB. Ms. De Rosa stated that last year's request was for $8,000; the award was for $4,000. Mr. Stephens stated that this year's request is also for $8,000. The expenses for 2018 were $7,724 and they anticipate expenses to be the same for 2019. Ms. LeRoy stated that of those expenses, $6,225 was the cost of City services. Mr. Stephens stated that the cost of field lining and preparation was $1,499. Ms. LeRoy clarified that field lining is not a City service. It is performed by an outside organization. With the City's fee changes, the cost of City services for 2019 is estimated to be $6,575. The application fee and the bathroom attendants' costs increased. Ms. De Rosa stated that the event experienced significant growth in 2018. Mr. Stephens responded that the growth was approximately 35%. Next year, they anticipate even greater growth. Mr. McMahon stated that last year, 185 teams participated; this year, 255 teams participated. The event can't grow much more due to insufficient field space. If the City would like to build another set of fields, they are ready! • Crawford Hoying Foundation — Fore!Fest Grant Request: $25,000 Present: Tedd Orr, Crawford Hoying, 6640 Riverside Drive, Dublin, Ohio 43017 Mr. Orr stated that a couple of years ago at a Downtown Strategic Alliance meeting, Ms. LeRoy posed the idea of a Fore!Fest, an event that the City previously hosted in partnership with The Presidents Cup in 2013. This year, they worked with Dan Sullivan and his team on the event with the goal of making it a wrap-around experience. This is the first year that they have applied for a hotel -motel tax grant, and they have requested $25,000. Last year, they had almost $16,000 in City service fees, including Police. Last year, Fore!Fest was a one -day event; this year, it will be a three-day event — Thursday, Friday and Saturday of The Memorial Tournament. Bridge Park and the greater Downtown Dublin area is the perfect complement to the Tournament, adding a wrap- around entertainment experience. Ms. Alutto inquired what would be added in 2019 that will make it a three-day, rather than one - day event. Mr. Orr stated that the event will be very music -focused, with multiple stages. Thursday will serve as a warm-up day, using a couple of side stages. The goal is to shut down Bridge Park Avenue on Friday and Saturday and activate the street for the event, having multiple bands play throughout the evening. From the Dublin Farmers Market that they put on in 2018, they learned that the Finance Committee Minutes — 11-26-18 Page 3 of 15 community enjoys a pop-up retail presence, so there will be approximately 20 tents in the District that will offer athletic or golf -focused activities. Last year, they "slow played" Fore!Fest because they weren't sure how the area would handle 10,000 people. Aerial photographs were taken throughout the event and they counted people in attendance, arriving at an estimated attendance of over 5,000. The goal was 5,000-7,000. This year, the effort will be bolder, with a goal of having 25,000-30,000 visitors at the event. The daily goal will be $10,000 plus. Even though the event is currently focused in Bridge Park, after the pedestrian bridge opens, there may be opportunity to make this a complete downtown Dublin experience. Ms. Alutto stated that next year, in planning the following year's event, it would be good to identify partnership opportunities to activate both sides of the pedestrian bridge. Ms. De Rosa inquired if the event would be a full-day or evening only experience. Mr. Orr stated that to be a true wraparound experience with the Memorial Tournament, it would be a late afternoon and evening event. It can still be family friendly. They will promote the idea for people to come early and claim their spot with lawn chairs or blankets. Although the retail would be activated throughout the day, the music and entertainment would begin as the Tournament winds down. Ms. De Rosa inquired what the City costs are anticipated to be for a three-day event. Ms. LeRoy stated that the costs are unknown at this point, because some of the items will not be same as last year, so it isn't possible to just triple what those costs were to arrive at an anticipated cost. Last year, the Police costs were overtime instead of special duty. That was due to the fact that Dublin Police officers were desired for the first year of the event, not a Sheriffs officer. She is unsure whether the arrangements this year will be overtime or special duty. The costs could decrease this year. Street services may be handled differently for the 2019 event, as well. Mr. Orr stated that they have learned much already, and this is their best guess estimate. If it is incorrect, they will make it work. Ms. De Rosa inquired if their best guess is that the cost will be approximately what it was last year. Ms. LeRoy stated that the costs will probably be closer to the low $20,OOOs. Ms. De Rosa inquired about the estimated hotel -motel nights. Due to the Tournament, the hotels will be nearly full. Mr. Orr stated that they believe they are in partnership with the Memorial Tournament. They are creating something that will make the Tournament even more of a destination for visitors, both regionally and locally. Fore!Fest will be helpful in keeping it as a premier sporting event within the region. The AC Hotel, which sits in the Bridge Street District, was full during Tournament week. Patrons of this sporting events are looking for a true wraparound experience. Ms. De Rosa stated that this one of the situations where counting bed nights is difficult. When Council looks at re-evaluating the criteria for the hotel -motel tax grants, Council should consider this. Ms. Alutto stated that with the Tournament, it is possible to connect the room nights to the event. However, it is difficult to evaluate whether Tournament visitors stayed a day longer in order to take advantage of the Fore!Fest. Mr. Orr stated that some visitors will not want to drive home but stay the night in order to take advantage of the great bands playing. Dublin Arts Council — BREAD! Festival Finance Committee Minutes — 11-26-18 Page 4 of 15 Grant Request: $25,000 Present: David Guion and Janet Cooper, Dublin Arts Council, 7125 Riverside Drive, Dublin Mr. Guion stated that they plan to present BREAD! Festival again in Coffman Park. The event was held there this year and was very successful. The feedback was phenomenal in terms of available spacing for participants and the stage. The event includes music, dance, community booths and marketplace. Ms. Cooper stated that they will once again attempt to secure a featured artist or group of artists to engage the community. They will work again with a community planning committee, which represents a number of the different ethnicities in the community. The event is created with them rather than for them; that brings more depth and authenticity to the effort. Grants will once again be offered to community organizations, such as the bazaar committee, so that people in the booths are doing something interactive and free. Ms. De Rosa inquired if anything new is anticipated for next year's event. Mr. Guion responded that they are always looking for new dance and music performances. The committee makes those decisions based upon input from Class Acts and Ohio Dance. Ms. De Rosa stated that at the "Love of Dublin" event, there was conversation about the possibilities with shared meals and the suggestion of aligning that with the BREAD! Festival. Mr. Guion responded that is a good idea. Ms. De Rosa stated that the suggestion included the need to dedicate a large space for a shared meal. Other communities have started to hold these types of events, and the question is if it makes sense for Dublin, as well. Ms. Carpenter stated that the Festival did include a community shared eating space in between the eight different ethnic food trucks. Conversation starters were placed on the tables to encourage people to interact with those around them. Partnering with someone who does this type of events would be helpful in making that experience more meaningful and prominent. Ms. De Rosa stated that on a recent visit to the City of Athens, she observed a Meals on Wheels charity event. Their Main Street was covered with tables with white linen tablecloths! When she inquired, she learned that although the tickets were expensive -- $75.00 each, the event provided a community connection. She is unsure if that would work in Dublin, but they can anticipate hearing more about it. Ms. Alutto stated that Ms. Nardecchia was the architect of the "Love of Dublin" event, so she would be the one to reach out to for that part of the discussion. Ms. Carpenter stated that the 2018 Bread! Festival included: eleven different music and dance performances, featured artists resulting in 24 room nights, eight different food trucks, cultural booths representing 11 different ethnicities, and a community corner for exchange of information regarding cultural traditions, Results of a survey taken indicated that 55% of the respondents felt the most impactful aspect was learning about cultural traditions, experiencing diverse art forms and connecting with neighbors over shared cultural diversity. 50% of the respondents were from Dublin. The respondents spent an average of $49 per person in Dublin on the day of the festival. • Dublin Soccer League —Dublin Charity Cup Soccer Tournament Request: $10,200 Present: John Muir, 3204 Rossmore Circle, Powell, Ohio, 43065 Finance Committee Minutes — 11-26-18 Page 5 of 15 Mr. Muir stated that their grant request is primarily for the costs associated with the Dublin Charity Cup Soccer Tournament, now in its 30' year, that is held on Labor Day weekend -- in 2019, that is August 31 and September 1. The remainder will cover soccer -related equipment for Darree Fields Park and other items for soccer -related events held in Dublin. Of the $10,200 request, $4,515 would be for the cost of City services and $365 for the Community events application fee. The remainder would be for: soccer -related equipment for the Darree Fields Park, turf repair, utility vehicle repair, six soccer nets (two sizes), an on-site athletic trainer during event; marketing and traffic cones and sandwich boards delivery, and additional tournament -related expenses. Josh Bricker of DCVB provides logistic assistance with the archery events that have also been held on these fields the last two -three years. This is the 30' year of the Dublin tournament Ms. Alutto inquired how many years they have received a bed tax grant. Mr. Muir indicated he does not have that information. Ms. Alutto noted that it appears to be the 10' or 11' year a bed tax grant has been awarded Ms. Alutto stated that he mentioned that the event had experienced a decline, then a rebound. To what is that attributed? Mr. Muir responded that he is uncertain. They have not had a club affiliation in the past, although they have had an affiliation with Ohio Premier Soccer and Club Ohio. However, the clubs often leverage their tournaments with each club agreeing to attend the tournament of the other. That helps to build each tournament. They have not had that component. They now have 21 specific teams of their own, lower-cost teams that they sponsor in the Select or Travel environment, which will help in that regard. The fact that school is starting earlier now in August seems to have shifted the start of soccer season. At one time, their tournament was the kick-off event on Labor Day. Now, that is two -three weeks into the season. This has been challenging as they have been making an effort to re -build the tournament participation. Ms. De Rosa inquired if the intent is to keep it the same weekend, or potentially adjust the date. Mr. Muir responded that for the 30' anniversary, it will remain on Labor Day weekend. They are also hopeful that the additional travel teams will increase the numbers. It would be a challenge to move the tournament date, as there are already a number of other tournaments occurring in those weeks. Labor Day weekend is a good time from the standpoint of the hotels, but also because it doesn't interfere with additional soccer programming that crowds the other weekends. • Dublin Special Olympics— 6tn Annual Shamrock Games Grant Request — $3,500 Present: Marge Mulcahy, Volunteer, Dublin Special Olympics Ms. Mulcahy stated that she is present in place of Kate Newman, the event coordinator. Unfortunately, she does not have a copy of the application with her, but she is familiar with the event. She has been volunteering with this event for six years. The request for $3,500 is for the June 1 tournament. In the past, the event has been comprised of track and field events, but this year they hope to increase participation by offering volleyball team competitions. The addition of the volleyball teams is anticipated to bring in approximately 300 additional participants, including the athletes, coaches, parents and support staff. This has become a Dublin community event. The volunteer to athlete ratio is approximately 1:1. She is familiar with the event not only as a volunteer but also as a parent -- her son originally was a participant and is now a coach for the Dublin team. Finance Committee Minutes — 11-26-18 Page 6 of 15 Ms. Alutto inquired how many athletes are typical each year. Ms. Mulcahy stated that the number ranges from 150-300 athletes, and many of the athletes have a personal support person -- it is a quite a large event. They provide support to the teams through food and beverages and appropriate shade. The teams stay through lunch, so they provide lunch options, as well. They begin prepping the event at 7:30 a.m. The event has been held at either Jerome or Coffman High Schools. In both cases, building support staff has been available to help with the set up and take down at the end of the day. If the participants come from a distance, they spend the night at local hotels on the Friday night of the event. Ms. Alutto inquired if this is the first time they have submitted a grant request. Ms. Mulcahy responded that it is. Ms. De Rosa inquired how the event was funded in prior years. Ms. Mulcahy stated that previously, they have requested grants from a variety of local sponsors. Ms. Newman decided to also apply for a bed tax grant this year. • Historic Dublin Business Association (HDBA) Events Grant Request: $60,000 Present: Rick Gerber, HDBA President, 109 S. High Street, Dublin 43017 Mr. Gerber stated that their main focus in 2019 will again be the Strategic Alliance, a collaboration between HDBA, Bridge Park businesses, the Dublin Convention & Visitors Bureau (DCVB), and the City of Dublin. They meet regularly to discuss how they bring awareness of and people to the area. For several years, the City has made efforts to bridge the gap between the two areas within the District. He anticipates that in the future there will be one business association that oversees the entire area. The events remain essentially the same, but every year the interest and attendance have increased. They have to put a limit on the ticket sales for the Wine Trails events as the participants have to be balanced with the ability of the restaurants to accommodate this event. One event is new this year; a mural is proposed, referred to as the Fairy Gardens, which will be located near the Toy Emporium in the Art Studio. A few years ago, a beautification program for this area was conceived, which later evolved into the Historic Dublin Facade Improvement Program. The intent of the program is to liven and spruce up the area with the goal of increasing interest in the area. The proposal would need to be reviewed and approved by the Architectural Review Board. It will be an interactive area for children and families. The artists are excited about the different themes that will periodically be brought to the site, involving different art renderings, talking rocks, etc. Ms. De Rosa inquired if the Fairy Gardens would be permanent. Mr. Gerber responded affirmatively. The amount needed for this item will be far less going forward. This proposal not only includes the construction but also the ongoing maintenance. The Slider Challenge and the Chili Cookoff are their key events, and half of those proceeds go to a designated charity. For instance, this Thursday he will be presenting a check for over $3,000 to the Dublin Food Pantry. They believe it is very important to give back to the community. Ms. Alutto stated that the proposal is well done. Council appreciates his goal of bring together both sides of the District and HDBA's desire to give back to the community. Finance Committee Minutes — 11-26-18 Page 7 of 15 Mr. Gerber noted that two additional HDBA members are present — Jean Anne Conley and Tim Picciano. All of the HDBA members work together for the good of this area. He thanked City staff for their support. Ms. De Rosa expressed appreciation for a thorough application. She is aware that this District has experienced a challenge during the current ongoing construction. What marketing is being utilized? Mr. Gerber stated that the construction has been a challenge to the businesses in the area. However, HDBA has just hired a marketing coordinator who has extensive experience -- Sharon Adamek, who knows the City very well. She has worked with City staff and the Dublin Irish Festival for years. HDBA wants to coordinate its communication with the City, sharing information on the respective websites. The goal is to improve the community's awareness of HDBA. Currently, HDBA is serving its own members, but would like to expand its outreach. They also will be doing a marketing campaign through the local newspapers, and more advertising will be placed with the local publications — Dub/in Life, for example. The more the community sees their brand, the more it will resonate with them. They are tracking the performance of their events, but will be adding some analytics to that effort. Efforts will be made to improve their membership, including some businesses on the east side of the river. • World Archery —USA Archery National Collegiate Championships Grant Request: $25,000 Present: Jason Phister, President, World Archery of Ohio, 7101 Columbia Drive, Pataskala, Ohio Mr. Phister stated that Chris Northern, their treasurer, was unable to attend this evening. They have obtained two previous bed tax grants, in 2016 and 2018 for the Buckeye Classic. That event has been a success with attendance doubling each year. This past year, they had 650 room nights for the two-day competition. The success of the Buckeye Classic spurred them to bring the national championships for USA Archery to Dublin. They were successful in doing so last year and again in 2019. Everyone loves the venue here; it has quickly become the talk of all the national events. Everything is convenient — the hotels, the dining and the downtown — and the soccer fields are incredible. This location worked out so well for the nationals that they have been selected to hold the National Collegiate Championship. These are the trials for the World Teams for Inter Collegiate. Approximately 500 participants are anticipated, who travel with coaches and staff. Approximately 700 - 1,100 room nights are anticipated. This will be a significant increase from their first year with the Buckeye Classic, where they had 350 participants, and the second year, they had more participants than the US Nationals. This is a significant event, essentially on the scale of the US Nationals last year, but a four-day event this year. There will be several welcome receptions and award dinners. He anticipates this will be a great event for the City. They also managed to secure the first leg of the US Olympic Trials for 2019, which will be in conjunction with the US Nationals. Although not yet confirmed, they possibly may have the final leg of the Olympic Trials in 2020. They love the relationship they have here in Dublin. They will actually have two events this year; one is a smaller state championship event. They have requested $25,000 for City services and for field lining, which is expensive and had to be done twice this year. Because this is a bigger event, they will have 160-200 targets for the Collegiate Event, whereas with US Nationals, no more than 160 were needed. Participants will all be shooting from one line. The collegiate will require six fields, and there be more labor and have more safety-related needs. The State event is a two-day event; approximately 300 room nights are anticipated. Finance Committee Minutes — 11-26-18 Page 8 of 15 Ms. De Rosa inquired if they have sponsors. Mr. Phister responded that they do have some, but most of those funds go back into prize pools for the competitors to help increase the enjoyment. Their goal is to continue to grow the event. Ms. De Rosa inquired about the cost of City services. Ms. LeRoy stated that last year, the event used less fields than anticipated and they engaged someone else to do their fencing. As a result, their City services were only $2,600, much less than was estimated. Ms. De Rosa inquired about the estimated cost of services for 2019. Ms. Le Roy stated that based on the current information, the estimate is $2,600. • Ohio Premier Soccer—Annual Invitational Tournament. Request: $9,500 Present: Nicole Cobb, 3944 Genteel Drive, Grove City, Ohio, 43123. Ms. Cobb, Tournament Director presented a brief overview. They just completed their 20' Annual Invitational. They host the three-day event in September. The event averages between 330 and 345 teams. They confirmed about 1,200 room nights this year. The grant request of $9,500 is primarily to cover the cost of City services. Ms. LeRoy indicated that last year's City services costs were $6,925 and 2019 City services costs are estimated at $7,200. The additional monies requested within their City services are for field lining, but that is not a service provided by the City. Ms. De Rosa stated that a previous applicant indicated they were experiencing difficulties securing sufficient hotel rooms within the City. Has this event experienced a similar difficulty? Ms. Cobb indicated that they have not, but it could be related to timing factors. In previous years when there has been an OSU home game within the same time frame, she has been unable to secure sufficient rooms. She uses a service to secure the hotel rooms, and they have already secured the rooms needed for this event through 2020. Ms. Alutto asked if the Tournament requires overnight hotel stays for participants. Ms. Cobb responded that for those more than 45 minutes away, it is a required hotel stay. They do not require a two -night minimum stay, however. COMMITTEE DISCUSSION Ms. Alutto inquired if the three applicant no shows is unusual. Ms. Le Roy responded that it is. The applicants were made aware of the November 26 review date. Ms. De Rosa asked if a spreadsheet regarding the applications could be shown on the screen. Lori Gischel, Event Administrator, stated that she had emailed the applicants twice; they were aware of this meeting. All responded except Ohio Premier. Ms. LeRoy stated that the applicants are encouraged to attend this meeting, but it is not indicated that they are required to do so. It certainly makes sense that they should be represented in a request for funds. Ms. Alutto noted that she recalls those who did not send a representative were not prioritized in the funding list. Ms. De Rosa stated that it is unfortunate, as these are good community programs and events, and they generate room nights. It is disappointing that the applicants are not present. Finance Committee Minutes — 11-26-18 Page 9 of 15 Ms. LeRoy stated that perhaps some applications were administratively approved in past years, and there was confusion about the need to be present tonight. Ms. Alutto stated that it is important that the applicants attend to present their application. Ms. Alutto stated that since the Frog Jump was cancelled in a recent year, are those monies rolled over into another year? Mr. Stiffler stated that for the Jerome High School grant, it appears that funding may have been rolled forward one year. Ms. LeRoy recalled doing that for SafeCon, when that event did not occur. The Kiwanis Frog Jump funding was not rolled over. Ms. Alutto stated that perhaps funds granted but not paid out could be rolled into the next year's available funds for bed tax grants. She believes the available funds for bed tax grants should be spent, and the intent is to spend these monies on community events. Perhaps the City can consider rolling the grant monies over to the next year when the grant funding is not used by an applicant for some reason. Thereby, more funding would be available for grants the next year. This could be a discussion item for a future Finance Committee meeting regarding bed tax. Mr. Stiffler displayed a chart with the last three years of grant activity. Ms. De Rosa suggested that the Committee first review the applications for which no one was present tonight, and requested that staff show the grant amounts they received last year. Mr. Stiffler stated he has highlighted those four on the screen. Ms. Alutto stated that the lacrosse group request last year was for $8,000 and $7,000 was granted. Mr. Stiffler noted that the group has not yet submitted a request for reimbursement of their expenses for last year. In the previous year, their award was $8,000 and they submitted reimbursement for $5,250. Ms. LeRoy noted that staff is estimating their City services costs this year were $5,937, and it is expected to increase to $6,295. Staff did not approve this administratively, given their difference in numbers and the fact they have not yet submitted for reimbursement. Ms. De Rosa stated that, given no one is present from the organization to present, granting more than the cost of City services is not warranted. Ms. Alutto agreed. Ms. Alutto suggested first reviewing the grant applications for which representatives were present tonight, and proposing the Committee's recommendations for those grant awards. • Crawford Hoying Foundation — Fore!Fest Grant Request: $25,000 Ms. Alutto stated that this was a successful event last year. Their request is for $25,000, but given that the total grant requests are $31,000 over the budget, she suggests awarding $22,000 for this event. Ms. De Rosa asked for staffs estimate of City service costs. Ms. LeRoy responded there are some variables. If the event is expanded to three days, the costs of City services could be up to $35,000. It is hard to estimate. The consensus was to award $22,000 at this point. Finance Committee Minutes — 11-26-18 Page 10 of 15 • Dublin Arts Council — BREAD! Festival Grant Request: $25,000 Ms. Alutto stated that the entire amount of the $25,000 grant request was awarded last year for this event. Ms. LeRoy noted that last year, the cost of City services was waived — the only event for which this was done. However, she would recommend that the cost of City services be part of the grant request so that these costs come from the Hotel Motel Tax Fund and not the General Fund. Ms. Alutto recalled the discussion last year was that at some point, the Festival should be much more self-sustaining and the amount of support would decrease over the years. She does not have an issue with awarding the same amount as was awarded last year to grow the Festival and thereby become more self-sustaining. Her initial inclination is to award the amount of $22,000, the same amount awarded last year. Ms. LeRoy stated that the $22,000 included the later additional request for overnight security for the monks. The original award was for $20,000. She is not sure whether the additional security was paid from the Hotel Motel Tax Fund or the General Fund. Mr. Stiffler stated he would need to research that, but it was likely from the Hotel Motel Tax Fund. Ms. Alutto stated that $20,000 would be her recommendation at this point. Mr. Stiffler asked for clarification. Would the grant award be $20,000 and no waiver of City services? Ms. De Rosa asked what the City services costs were for the event this past year. Mr. Stiffler stated that they were $17,556. Ms. LeRoy added that compared to the City services costs when the event was held in Historic Dublin, that was a major decrease. It was at $35,000 plus when the event was in Historic Dublin, due to road closures, etc. Ms. De Rosa summarized that if City services are not waived, the grant award would be for a much lower amount collectively. Ms. LeRoy responded that is correct. Ms. De Rosa asked for the total expenses for this event for the DAC. Ms. LeRoy responded that the application lists the expenses as $124,450. The costs seem to be well estimated, based on this year's event. Ms. Alutto noted that given that, perhaps the recommendation should be for a $25,000. Mr. Stiffler commented that there is an issue with waiving the cost of City services for only this event and not for others, as the City services for this event are then paid from the General Fund. Ms. De Rosa suggested a placeholder of $25,000 for this award. Ms. Alutto stated this event will be in its third year, and the event needs to transition to become self-sustaining. Ms. De Rosa noted that DAC did return with a supplemental funding request this year. • Dublin Soccer League —Dublin Charity Cup Soccer Tournament Grant Request: $10,200 Ms. Alutto stated that last year they received $12,854. Ms. LeRoy responded that last year this event made quite a few goal replacements, which ultimately benefits all of the users of the fields. Over the years, their grant awards have varied due to the need for replacement of goals. Ms. De Rosa asked what the City services costs is for this Tournament. Ms. LeRoy responded that the cost of City services is $4,325, and it appears $1,500 is requested for soccer goals. She assumes the John Deere is used in lining of the fields and benefits all of the field users. Finance Committee Minutes — 11-26-18 Page 11 of 15 Committee consensus was to recommend $10,000 for this grant award. • Dublin Special Olympics— 6` Annual Shamrock Games Grant Request — $3,500 Ms. Alutto stated that she recalls that this group's request was made late last year, and they were not included. Ms. LeRoy recalled this group has requested funding for other events previously. There are no City services involved, as the event is not on City land. Ms. Alutto noted this appears more of a donation versus a grant. Ms. De Rosa asked if this has been done previously. Ms. LeRoy recalled the grant application for the high school movies. Council has sometimes funded events to help initiate them, but more often than not, these requests are denied. Ms. Alutto recalled they applied in a recent year but were denied funding because the event did not meet the criteria for bed tax grants. The grant request was essentially sponsorship money for food, etc. Ms. De Rosa noted the representative mentioned hotel room nights in her testimony. Ms. Alutto recalled there are 25 hotel room nights involved. Ms. De Rosa stated that from that perspective, there will be some small amount of hotel -motel tax revenue generated. Ms. Alutto noted this is a worthy cause and Dublin has been involved with and supported this group. She is somewhat concerned with the precedent in terms of the criteria for bed tax grants. Ms. LeRoy referenced the original criteria in 1987 for bed tax — cultural arts, beautification of public property, improvement of the Historic District, special events, and any other project or expenditure that would enhance the City's appeal to visitors and tourists. Ms. Alutto noted that the room nights were referenced this year, but last year they were not. She suggests a grant of $2,000-$2,500 and that staff discuss with them a focus on the positive impact on the community culture. Ms. De Rosa noticed that for the Fore! Fest event, there was a City sponsorship allocation. Are there sponsorships for these types of events, or is there another way to support this? Ms. LeRoy responded that the Fore!Fest sponsorship was provided from the City's marketing budget for Communications and Public Information. There are no other City budgets with funds for this type of purpose. Ms. De Rosa stated that she would support a grant award of $1,500-2,000, since it does generate hotel room nights. Ms. Alutto agreed to put a placeholder of $2,000 for this grant award to be reviewed at the end of the session tonight in conjunction with all of the requests. Ms. De Rosa commented that the grant criteria is an important consideration, and in this case, there is some generation of room nights and it does fit the diversity in the community as some other special events have done. It is the level of the dollar amount given their overall budget need. Ms. Alutto responded that the grant application needs to be consistent with the criteria established so that the recommendations have a basis. Ms. LeRoy noted that is Ms. Mumma's intent to have Council review the City's hotel/motel tax grant policy. These criteria were established in 1987. Ms. Alutto agreed. She asked if there are times when grant recipients have not come back for reimbursements; if so, what is the timeline for submission of their reimbursement request for grant monies? Mr. Stiffler responded they have 60 days to provide information after an event. Ms. Alutto asked at what point the grant monies are forfeited. Finance Committee Minutes — 11-26-18 Page 12 of 15 Mr. Stiffler responded that if the encumbrance is not rolled over by the City, it will be forfeited at the end of the calendar year. There would likely be discussions with the grant recipient prior to that time to determine the status. Ms. LeRoy recalled this occurred twice with the SafeCon event, which involved a huge number of hotel room nights. Due to the students operating the event, there was a lot of turnover in the oversight group. • Historic Dublin Business Association (HDBA) Events Grant Request: $60,000 Ms. Alutto stated she supports a grant in the same amount as last year -- $50,000. She talked with Mr. Gerber about what cuts would need to be made if the total amount is not provided. He suggested that the Fairy Door program likely would not be done if the full amount was not received. HDBA has done phenomenal work over the past year — both in the Historic District and with Bridge Park. These events are economically critical for the viability of both areas. There are definitely some opportunities for engagement and partnership between HDBA and Bridge Park, and HDBA is headed in the right direction. She would suggest $50,000 in a grant award. Ms. De Rosa stated that the total amount of grant monies available drives some of these decisions; however, all of the applicants who presented tonight bring value to the community with their requests. Although for her, the challenge is that HDBA already receives 25 percent of the entire budget for bed tax grants, she would concur with the $50,000 recommendation. • Ohio Premier Soccer—Annual Invitational Tournament. Grant Request: $9,500 Ms. Alutto stated that she would support a grant to cover the cost of City services that are estimated at $7,300 by staff. Ms. De Rosa agreed. • World Archery —USA Archery National Collegiate Championships Grant Request: $25,000 Ms. Alutto stated she supports the $25,000 request, as they have brought quite a presence into Dublin with the additional events planned. Ms. De Rosa asked staff for the amount of the City services cost for this event. Ms. LeRoy responded that when the original request was received approximately two years before the first event, they were an outside of Dublin for profit organization. The group later moved into Dublin and established a non-profit organization. As a result, the cost of their field rental dropped dramatically. Last year, staff had estimated City services would be $22,000 plus, but the group handled the fencing themselves and did not need City services. Ms. De Rosa stated that this year, there will be more fields and therefore more attendees. Is information available on estimated hotel room nights? Ms. LeRoy responded that, although the event last year was a bit different, DCVB indicates there were over 1,000 room nights for the Nationals and nearly 500 room nights for the Buckeye Classic. Staff has waived the fees for field usage for the Nationals, which is a separate event. Council approved the fee waiver on January 10, 2017 when DCVB submitted the bid for the Nationals. Ms. De Rosa stated she supports award of the $25,000 grant request as well. Ms. Alutto called for discussion of the three applications for which representatives did not attend tonight, looking at the estimated room nights involved for each event. Finance Committee Minutes — 11-26-18 Page 13 of 15 • Club Ohio Soccer, Inc. - Club Ohio Nike Challenge Cup Grant Request: $12,500 Ms. Alutto requested that for next year, the packets should be bookmarked for each grant application. This will facilitate the review of each at the Committee meeting. Ms. De Rosa stated they received a $7,000 grant award; the request for 2019 is $12,500. Ms. Alutto noted the application indicates they had 2400 hotel room nights. Is that accurate? Ms. LeRoy responded that is the same number provided by the DCVB. Ms. Gischel commented that they have two big weekends of tournaments, so that could be the total room nights for both. Ms. Alutto stated it is therefore 1,200 for the one tournament. Ms. LeRoy noted that last year, the City services totaled close to $10,000. This year, they are estimated at $10,800. Ms. Alutto suggested the grant award of $7,000 -- the same as for last year. She noted that the group does need to have a representative present for this review. Ms. De Rosa inquired the reason that the grant award was $7,000 last year. Ms. Alutto responded that there were more requests for grants than monies in the budget, it was necessary to adjust the grant awards to accommodate as many of the requests as possible. Ms. Gischel noted that their request last year was for $15,000, yet the grant award was $7,000. Ms. LeRoy recalled the decisions last year involved trimming all of the grant awards to stay within the budgeted funds. Ms. De Rosa stated that in consideration of the fact that their expenses have increased, she would recommend a $7,500 award. Ms. Alutto concurred. • Dublin Scioto Lacrosse Boosters — Ohio Middle School Lacrosse Tournament Grant Request: $8,000 Ms. De Rosa stated that last year's grant was $7,000. What are the anticipated costs of their City services for 2019? Ms. LeRoy responded the costs are expected to be $6,295. Ms. Alutto recommended a grant of $6,295. Ms. De Rosa concurred. • Dublin Youth Athletics —Wayne Williams Memorial Tournament Grant Request: $27,500 Ms. Alutto stated that the grant award was $23,000 last year. What are the anticipated costs of their City services for 2019? Ms. LeRoy responded they are estimated at $22,943. These costs are dependent upon weather conditions, as more field work may be needed. Ms. Gischel noted that Mike Craig is President and he was not available to attend this evening due to their basketball leagues. He did let staff know he could not attend. Ms. Alutto recommended the costs are at the same level as last year's grant of $23,000. Ms. LeRoy stated that amount would likely cover the City services for 2019. Ms. De Rosa concurred with a $23,000 grant recommendation. • Dublin United Soccer Club - Dublin United Champions Cup Grant Request: $8,000 Ms. LeRoy stated the City services for the 2019 event are expected to be $6,575. Finance Committee Minutes — 11-26-18 Page 14 of 15 Ms. De Rosa noted the award for last year was $4,000. How many room nights are generated for this event? Ms. LeRoy responded 489 room nights are generated. Ms. Alutto stated that this event does not require an overnight stay, so the number is more volatile and it is difficult to secure room blocks. Ms. LeRoy recalled that in 2017, there were no room nights in Dublin. Since that time, they have worked with the DCVB to ensure rooms are in Dublin. Ms. De Rosa noted that another applicant tonight indicated they work with "Pack Your Bags" to secure room blocks. Perhaps he could secure some help through that kind of organization. Ms. Alutto suggested a grant award of $5,000. Ms. De Rosa concurred. Ms. Alutto reviewed the Committee's recommended grant awards, including the administratively reviewed grant applications: • Arthritis Foundation (Auto Show and Cruise -in) — Cost of City services not to exceed $10,000 • Club Ohio Soccer (Nike Challenge) — Cost of City services not to exceed $7,500 • Crawford Hoying Foundation (Fore! Fest) — Cost of City services not to exceed $22,000 • Dublin Arts Council (B.R.E.A.D. Festival) — Cost of City services and direct expenses not to exceed $25,000 • Dublin Jerome High School Senior Class (Homecoming parade) — Cost of City services not to exceed $1,565 • Dublin Scioto Lacrosse Boosters (Tournament) — Cost of City services not to exceed $6,295 • Dublin Soccer League (Charity Cup) — Not to exceed $10,000 as itemized in grant application • Dublin Special Olympics (Shamrock Games) — Not to exceed $2,000 as itemized in grant application • Dublin United Soccer Club (Dublin United Champions Cup) — Cost of City services not to exceed $5,000 (Note: later in meeting revised to $5,340) • Dublin Youth Athletics (Wayne Williams Tournament) — Cost of City services not to exceed $23,000 • Historic Dublin Business Association — Community engagement program - not to exceed $50,000 • Kiwanis Club of Dublin (Frog Jump) — Cost of City services not to exceed $5,000 • Ohio Premier Soccer Club (Annual Invitational) — Cost of City services not to exceed $7,300 • World Archery of Ohio (USA Archery National Collegiate Championship) — Not to exceed $25,000 as itemized in grant application Ms. Alutto stated that with those awards, there would be $340.00 remaining in the grant budget. Discussion followed regarding allocation of the remaining funds. Ms. De Rosa stated that the Dublin Charity Cup request was $10,200, and the recommendation is $10,000. Perhaps that could be increased. She asked for the estimated cost of City services for the 2019 event. Ms. Gischel responded that the costs of City services for this tournament are expected to be $4,325 in 2019, but much of their request covers the expenses of other tournaments. Ms. Alutto suggested that the remaining $340 be allocated to Dublin United Soccer. Mr. Stiffler inquired if the $5,340 grant would be for only City services or for other items. Finance Committee Minutes — 11-26-11 Page 15 of 15 The meeting was adjourned at 7.*55 pm. Deputy"Gerg of Council L/