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HomeMy WebLinkAbout11-13-19 Finance Committee Minutes DUBLIN CITY COUNCIL FINANCE COMMITTEE Wednesday, November 13, 2019 Council Chambers Minutes Mr. Keenan called the meeting to order at 6:00 p.m. Committee members present: Mr. Keenan, Ms. Alutto and Ms. De Rosa. Staff members present: Mr. Stiffler, Ms. LeRoy and Ms. Gischel. Mr. Keenan stated that there are more requests for grant monies than are budgeted. The Committee will hear testimony from all applicants and will then discuss and make recommendation for allocation of the available grant funds. The Committee recommendations will be considered by City Council on December 2, and applicants will be notified of the decision of Council. REVIEW OF 2020 HOTEL-MOTEL TAX GRANT APPLICATIONS  Historic Dublin Business Association (HDBA) Events Representative: Rick Gerber, HDBA President, 109 S. High Street, Dublin, OH Request: $55,000 Mr. Gerber noted he is representing the Association, which is requesting a hotel-motel tax grant of $55,000, as outlined in the application. HDBA’s goal is to generate awareness and visitors to the Historic District (HD) and patrons for businesses. Their aggressive social media and print advertising has generated results in terms of attendance and patrons in 2019. They have worked with the Strategic Alliance and this has gone well. They have developed a good rapport with Bridge Park representatives, sharing booths in some events, such as the Farmers’ Market. Accompanying him tonight is Sharon Adamek, Events Coordinator, who has been a positive addition to the team this year. Her rapport with the City and HDBA members has been excellent. Attendance at all events in the HD has increased this year, as they focused more on family-centric events. As a result of their increased advertising, an estimated 1,700 attended the Fall Festival. People from outside of Dublin are being attracted to these events and staying in Dublin hotels on weekends. Many community residents, including those from Bridge Park, attend the HD events. They have requested $55,000 this year, which is $5,000 more than their grant award last year. The additional amount is for a Bunny Hop event, which was piloted successfully this year. It is similar to the Holly Days events, which continue throughout the holiday season. Businesses participate in the events, which provide an early kick-off to their spring and summer events. HDBA is very pleased with the support provided by City liaison Donna Goss, and with their relationship with the Strategic Alliance and Bridge Park. Mr. Keenan asked if there would be an opportunity for HDBA to have a booth at the North Market in Bridge Park. Mr. Gerber responded that is their understanding. He meets with Ted Orr on a regular basis to discuss general support for the downtown area as a whole. Their future goal is to have one business association representing both the HD and Bridge Park. The question is how to handle that from an administrative perspective. Mr. Keenan stated that the bridge opening is anticipated to improve the synergy between Bridge Park and the HD. He inquired if HDBA spent the funds awarded last year and provided all of the appropriate receipts. Mr. Stiffler responded he believes that is the case, but would confirm. Finance Committee Minutes – 11-13-19 Page 2 of 10 Mr. Gerber noted that there are some pending events this year, which, when finalized, would close out the funds. Mr. Stiffler added that HDBA spent $48,000 of their 2018 award and are in the process of spending the 2019 award.  Dublin AM Rotary – Dublin AM Rotary & HDBA Annual Car Show Representative: Lou Charobee, Rotary Member, 8896 Caithness Drive, Dublin, OH Request: $2,000 Mr. Charobee stated they hosted a successful car show last Labor Day weekend to raise funds for the Dublin charitable foundation. They worked with the Historic Dublin Business Association. They had expected only 50 cars for the first-time event, given the existing Arthritis Foundation classic auto show that occurs annually in July. In discussions with HDBA, it was decided that there was also opportunity for a car show on Labor Day weekend, utilizing the new parking area in the District. Approximately 113 cars were entered in the event, and in addition to the drivers, approximately 300 visitors attended. Event revenue was approximately $6,000, with $3,500 of that coming from Dublin car dealership sponsorships. The grant money that is requested would help alleviate some of the pressure of obtaining sponsorships next year. A larger turnout is expected for the September 6, 2020 event. Ms. De Rosa stated that the cost of City services is estimated at $500. What type of City services would be provided? Ms. LeRoy responded that City workers set up the parking lot for the event this year, which was not difficult. Need for a similar set-up is anticipated next year. Ms. De Rosa asked if the sponsors were satisfied with the event. Mr. Charobee responded that the owner of the Tansky Toyoto dealership indicated it was successful, and they plan to participate next year. The Acura dealership expressed similar thoughts. They are unaware of the other car dealerships’ plans for 2020. Mr. Keenan added that the City recently authorized an economic development agreement with Hagerty Insurance of Traverse City, Michigan, an insurer specializing in antique cars, etc. Perhaps they could be contacted regarding participation next year.  Dublin Music Boosters – Dublin Band Showcase 2020 Representative: Susan Pahwa, 7168 Cabernet Court, Dublin Request: $5,665 Ms. Pahwa stated that the purpose of the Dublin Music Boosters, a 501C3 non-profit organization, is to support music education in the Dublin City School District for grades K through 12. The Boosters buy instruments for the Schools and pay for instrument repairs, marching band uniforms and programming. This showcase event is a fundraiser for the Boosters and is open to the public. The 2020 event will be the seventh annual band showcase, which they hope will continue to grow. They have not previously applied for or received a hotel-motel tax grant. They anticipate having 15 marching bands and the three Dublin high school bands perform. Collectively, they bring in about 2,000 students and attendees from throughout the state. They have no way of monitoring the number of overnight stays in Dublin. Although, typically, school groups do not stay, they do Finance Committee Minutes – 11-13-19 Page 3 of 10 patronize local restaurants and shops. The one-day event is held from 3 p.m. to 11 p.m. and involves 600 volunteer hours. Ticket revenues are approximately $14,000; concession profits are approximately $3,600; and t-shirt sales profit is about $2,000. Expenses for the Showcase include lighting, parking, hospitality, Police coverage, and adjudicator fees. The overall net profit of $14,000 from the event goes directly to fund donations to the School music programs. They are requesting $5,665 to be used to improve safety, enhance visitor experience, and for reusable equipment. The estimated cost for Police coverage next year is $1,000.They would like to add a third officer to assist with evening traffic and parking. Because their event involves cash handling, security is needed, as well. Costs for lighting improvements are estimated at $900. They are requesting a 15 percent contribution toward the rental cost of the Dublin Jerome High School stadium. In the past, they have produced a printed program, but due to the cost, they plan to move to e-programs and add local advertising to help defray the design costs. From an operational standpoint, traffic control is a significant issue; volunteers currently handle it. Radio rentals are needed to address the logistical issues of 18 bands moving around the stadium on different stages. Safety vests and flashlights are also needed to help with traffic control and pop-up tents are needed in case of rain. Printed fliers will be distributed through various entities to increase attendance, and sponsors will be sought to cover the cost of trophies and the limited advertising in the program. Other than Police services, no additional City facilities or services are needed. The only staff paid are the three band directors from the Dublin high schools. She provided a list of bands that attend from all over the state. Mr. Keenan invited questions. Ms. De Rosa stated this is a wonderful event, which she has attended many times. Having worked in the concession stand, she has observed that the event is well attended. Ms. Pahwa mentioned that additional Police coverage would be needed. Was only one Police officer provided last year, but a need for three anticipated this year? Ms. Pahwa clarified that in 2018, they had two officers. Both were inside the stadium, but in the evening, one went out to assist with traffic. There was discussion of having a third officer in 2018, and they do believe three is the appropriate number going forward. Mr. Keenan suggested that she contact the City to request information about the event be shared at the City website and via other City tools. She could also attend a Council meeting prior to the event and speak about the event to inform members of the public watching.  Crohn’s and Colitis Foundation – 2020 Take Steps Walk There was no one present representing this group. Request: $1,500  World Archery Ohio – 2020 Buckeye Classic Representative: Chris Worthen, Treasurer, 3477 Greenville Drive, Lewis Center, 43035 Request: $25,000 Mr. Worthen, Tournament Director stated that last year, they received a hotel-motel tax grant for the 2019 Collegiate National Championship. Their 2020 request is for the Buckeye Classic, a biennial event. The 2018 event grew by 30 percent, and they anticipate a 40 percent growth in the 2020 event, with approximately 600 – 650 shooters. This competition is a popular destination with Finance Committee Minutes – 11-13-19 Page 4 of 10 participants from all over the world. This year, they anticipate having the Canadian Olympic team, the USA Olympic team, and potentially the Italian Olympic team. Ms. Alutto inquired if the 491 room nights that the event drew in 2018 would increase by approximately 30%. Mr. Worthen responded that he believes they will increase by greater than 30%, as an additional, third day of competition has been added to the 2020 event, with competitions on Friday, Saturday and Sunday. Last year, they nearly sold out the Embassy Suite for the two nights. Mr. Keenan inquired if the event was held at Darree Fields last year, and if it was a spring or summer event. Mr. Worthen responded that it was held at Darree Fields Last year; the Collegiate event was held in the spring and Olympic trials were in the summer.  Dublin Arts Council - Connect: An Art & Wellness Discovery Series Event Representative: David Guion, Executive Director; Katie Marque, Education and Development Coordinator, Dublin Arts Council, 7125 Riverside Drive, Dublin, OH 43016 Request: $25,000 Mr. Guion stated that Dublin Arts Council (DAC) is applying for a grant for a Heart and Wellness event. The event will be the third in a discovery series about how the community approaches wellness through art. They have engaged Washington Township Fire and Emergency Medical Services, Syntero Counseling Center, Cardinal Health and the Cardinal Health Foundation, the Dublin senior community and the City of Dublin Departments of Police, Human Resources and Parks and Recreation. They have received great feedback from the first two events that took place in September and October, also partially funded from a City of Dublin Hotel-Motel Tax grant. Ms. Marque stated that this third event would occur on June 13, 2020 at Scioto Park. Year 2020 marks the 30th anniversary of Leatherlips, one of the first large-scale, site-specific sculptures within Dublin’s Public Art collection. The day’s events will feature a range of art experiences inspired by this iconic public artwork, as well as dialogues on the topic of community and personal wellbeing. They will feature an assorted display of art-making performance and engagement activities to explore Dublin’s native heritage, promote cultural cohesion, connect visitors to the environment and foster community unity. Potential collaborators will be indigenous performers and organizations to offer the authentic cultural demonstrations, such as, dance, drumming, storytelling and art-making. They are also hoping to work with the creator of Leatherlips, Ralph Helmick, to provide an artist talk and tour, similar to that which occurred for the 25th Field of Corn anniversary. Vice Mayor De Rosa stated that she was present for the Field of Corn artist talk and tour and enjoyed the event. Afterward, she wondered if it might have been valuable to have captured the artist’s talk by video. Mr. Keenan noted that it would have provided an opportunity to share with the community via Dublin TV. Mr. Guion responded that, actually, it is already part of the grant. The Field of Corn event was video-recorded, and a short film is being produced on that event. Finance Committee Minutes – 11-13-19 Page 5 of 10 Vice Mayor De Rosa stated that many health care systems are emphasizing their wellness component. Would there be opportunities for sponsorship from them? Mr. Guion responded that they are seeking corporate and foundation support from Ohio Health and Nationwide Children’s. They have the support of Cardinal Health Foundation for this event, and of course, the Ohio Arts Council. Ms. Marque noted that their sponsors also include the Dublin Community Foundation, the Puffin Foundation West and the Ohio Alliance of Art Education. Vice Mayor De Rosa suggested that they consider contacting OSU Medical. The design focus of the new facility that OSU will be building in Dublin is community health. Mr. Keenan thanked them for their presentation.  Crawford Hoying Foundation - Dublin Market Representative: Ted Orr, Crawford Hoying, Miranda Swaney, 6640 Riverside Drive – Suite 500, 43017 Request: $25,000 Mr. Orr stated that 2019 has been the second year for the Dublin Market, and it has been very successful. Each week, there have been 80-90 vendors with an estimated attendance per week of 3,500 with a few peak days. The opening day of the market, the estimated attendance was 8,000. They anticipate the market will continue to grow in 2020. This is their first application for financial assistance with the event. Vice Mayor De Rosa requested information about the projected revenue and expenses. Mr. Orr noted that Ms. Swaney works primarily with the Dublin Market event. Regarding expenses -- their maintenance team handles all the street closures. From 6:00-8:00 am., three to four employees work to close the streets. The next portion of the day, Ms. Swaney oversees the Market; and after the market closes, their employees re-open the streets. Their primary expense is the time their employees spend closing and re-opening the streets. Regarding revenue – the primary revenue is from the vendors’ fees. This year, they also received $5,000 in sponsorships. Sponsors have the option of sponsoring individual markets or entertainment at the markets. Vice Mayor De Rosa inquired about plans for the Dublin Market in 2020. Ms. Swaney responded that as the Bridge Park development continues to grow, the intent is to move the Dublin Market into the newer blocks. They will remain with the current number of 80-90 vendors and look for ways to activate the space, including providing Farmers’ Market perks for those who are less privileged. Mr. Orr stated that with the success of the Market last year, they recognized that the intersection of Longshore and Bridge Park Avenue was not very safe. A decision was made to shut down Bridge Park Avenue, but that lowered the energy. They decided to activate that stretch of the road, and with the last market, a Pilate’s class was held in that space during the early morning set-up hours with approximately 120 participants. They will continue to explore similar opportunities. Ms. Alutto inquired if they had explored the option of tiered marketing fees, perhaps related to different size booths. Finance Committee Minutes – 11-13-19 Page 6 of 10 Mr. Orr responded that is a good suggestion. As a real estate business, they have looked at the best locations in the Market, and they would consider this suggestion, as well. Ms. Alutto stated that non-profit organizations frequently tier their fees, in order to provide opportunities for both local and non-local vendors. Mr. Orr responded that in the year 2021, the intent is to request revenue reporting from the vendors, so that they can understand how to structure the fees appropriately. Mr. Keenan stated that this is a wonderful event -- it is nice to see families and individuals from all walks of life in attendance. How does the Farmers’ Market integrate with the North Market? Mr. Orr responded that at this point in time, that has not been determined, although the intent is, if possible, that would occur. There is a chance that next year, North Market will be the party making this grant application. In 2020, the Farmers’ Market will continue as a Crawford Hoying project, but going forward, it makes sense for the North Market to manage the event. The current North Market location has its own Farmers’ Market. Mr. Keenan inquired if there are vendors in the Farmers’ Market that have interest in participating in the North Market. Mr. Orr responded that they anticipate making some announcements within the next few days to that effect. Some Farmers’ Market vendors will be graduating to the Dublin North Market. Mr. Keenan stated that he would assume there are more applicants than available space. Mr. Orr responded that he does not know the specific number of applicants for the Dublin North Market; however, for the 2019 Dublin Farmers’ Market, there were over 300 applicants.  Crawford Hoying Foundation – Fore!Fest Representative: Ted Orr, Crawford Hoying, Miranda Swaney, 6640 Riverside Drive – Suite 500, 43017 Request: $50,000 Mr. Orr stated that this event was originally initiated by the City Events Department. A couple of years ago, with the opening of Bridge Park, they were approached by Memorial Tournament Director Dan Sullivan concerning the idea of their holding the Fore!Fest event. That occurred and in that first year, they hosted a very successful, one-day event with approximately 5,000 attendees. In year two, it became a three-day event with approximately 25,000 attendees. In year three -- 2020, the intent is to improve the event, and perhaps in year 2021, expand the event to both sides of the river. Ms. Alutto stated that she is supportive of the idea of tying the Historic District of Dublin to the Bridge Park area. Involving HDBA early in that plan would be important. Mr. Orr stated that they have had continuing conversations with the Strategic Alliance group. In this first year of the pedestrian bridge being open, they will be tracking symmetrics of the number of people parking in the Historic District and walking across the bridge to attend Fore!Fest and of how well the restaurants perform throughout the event. Those symmetrics will be useful in the future strategic placement of the Fore!Fest event. Ms. Alutto inquired how the symmetrics would be collected. Mr. Orr responded that drones are sent up at certain times of the event to capture photos of the number of event attendees and traffic patterns. In the last couple of years, event entertainment focused on local artists and musicians, but this year, the event will include more widely known artists. The goal is to be more aggressive in their programming and attract more attendees. However, that also will mean a need for increased City services to ensure safety and security. Finance Committee Minutes – 11-13-19 Page 7 of 10 Mr. Keenan stated that Council appreciates the applicant’s continued collaboration with the City and thanked Ms. LeRoy for her continuing efforts in this regard, as well.  Dublin Soccer League - Dublin Charity Cup Soccer Tournament Representative – John Muir, 6631 Commerce Parkway – Suite 2, Dublin, 43017 Request: $9,840 Mr. Muir stated that this is the 31st year of the Dublin Charity Cup Soccer Tournament, which is held annually on Labor Day weekend. The event beneficiary remains Big Brothers, Big Sisters of Central Ohio, although they have been making consistent contributions to various charitable organizations in their “Kids Helping Kids” mission. The majority of the amount requested -- $5,065, will cover the cost of City services for the event. In addition, approximately $2,355 is requested for tournament operations and $2,420 is requested for soccer goal and equipment maintenance and repair. The equipment is used by the four main soccer community organizations for their tournaments. There are three events in the spring and one in the fall, and they also coordinate with the Dublin Convention and Visitors Bureau in facilitating the archery tournaments and other soccer events. Vice Mayor De Rosa inquired if any changes are anticipated this year. Mr. Muir stated that the event attendance is beginning to rebound. Attendance of their Labor Day event recently had been impacted by the earlier start of school soccer programs. Initially, their event served as a kickoff to the school programs; now, their event occurs two weeks after the start of the school soccer season. They anticipate having 140-150 soccer teams participating this year.  Dublin United Soccer Club - Dublin United Champions Cup Representative: Chuck Stephens, 3961 Orchardcress Ct., Dublin. Request: $6,875 Mr. Stephens stated that he serves as the tournament director and is a member of the Dublin United Soccer Club Board. This event occurs annually in late September and is one of the largest soccer tournaments in central Ohio. This past year, participation was a little lower, with 243 teams participating. The revenue was approximately $113,000 for the two-day event with expenses of approximately $86,000. There are approximately 2,500 players with 5,000-6,000 family members attending, providing a positive economic impact for Dublin. The proceeds from this event pay for the costs of providing good trainers throughout the year. Every child within the City is invited to participate in their training program, which is held one-two times/week during the off-season. All the hotels have not yet reported, but the total amount of room nights is anticipated to be the same as last year, which was 550. Vice Mayor De Rosa inquired if they anticipate the event would grow the next year. Mr. Muir responded that the event is growing, but they are also going through a transition from a program of primarily middle tier players to more skilled players. Ms. Alutto inquired if they have considered other potential sources for financial support. Mr. Muir stated that the event is self-supporting. There are no sponsors; it is difficult to find sponsors for an event such as this. Finance Committee Minutes – 11-13-19 Page 8 of 10 Mr. Keenan stated that the event is very worthwhile, as it brings in approximately 500 hotel room nights.  Club Ohio Soccer - Club Ohio Nike Challenge Cup No representative present. Request: $12,000 Mr. Keenan noted that, per the application, the event is estimated to bring in over 2,000 room nights for the event.  Dublin Scioto Lacrosse Boosters - Ohio Boys Middle School Lacrosse Tournament No representative present. Request: $8,000  Ohio Premier Soccer - Ohio Premier Invitational Representative: Chris Baer, Executive Director and President, Ohio Premier Soccer, P.O. Box 56, Dublin 43017 Request: $7,500 Mr. Baer stated that this is the 22nd year of the O.P. Invitational. Typically, they have 300-350 teams for the event. Last year, the room nights were 1,044. The request is to offset the cost of City fees and rental of sandwich signboards. There were no questions.  Dublin Youth Athletics - Wayne Williams Memorial Baseball Tournament Representative: David Hannan, Director of Travel Baseball; Michael Craig, Athletic Director for Dublin Youth Athletics, 6543 Commerce Parkway – Suite G, Dublin 43017. Request: $23,000 Mr. Hannan stated that the event is held annually in honor of prominent community leader, Wayne Williams, who passed away at an early age. The event exists only with the support of the City. It attracts 110 – 120 teams and brings in 5,700 visitors to the City. Approximately 642 City volunteers manage the event. Attendees of the event patronize not only Dublin hotels, but also its restaurants and businesses. All of the grant funds provided by the City would ultimately be reimbursed to the City through payment of City services. They have emphasized efforts to attract more out-of-town teams, presently recruiting from five states -- primarily from Cleveland, Cincinnati, Louisville, Ky., Pittsburgh and Indianapolis. Because they were not satisfied with the room night numbers, they are considering a different vendor to handle their hotel services. They request the City’s continued support. The Committee had no questions. Mr. Keenan noted that the following grants have been reviewed and approved administratively by staff:  Arthritis Foundation - Auto Show and Cruise In  Kiwanis Club of Dublin - Kiwanis Frog Jump Festival Finance Committee Minutes – 11-13-19 Page 9 of 10  Dublin Special Olympics - Shamrock Games  Dublin Jerome High School Senior Class - Homecoming 2020 Mr. Keenan noted that three applicants did not attend the meeting – Crohns and Colitis Foundation, Club Ohio Soccer and Dublin Scioto Lacrosse Boosters. Vice Mayor De Rosa stated that the previous year, applicants were told it was not necessary to attend the meeting for their application to be considered. Was that changed this year? What were the communications to the applicants? Ms. Gischel responded that every email sent to the applicants stated that attendance was strongly encouraged. Mr. Keenan stated that he believes attendance of the applicants at these hearings has always been strongly encouraged, other than for those grants that are administratively approved. Typically, if the applicant did not attend, it was looked upon unfavorably. However, that policy is up to this committee and Council. Ms. Alutto stated that last year, the applications of the applicants who were present were considered first. After those grant recommendations were determined, any remaining funds were distributed among the remaining applicants. Vice Mayor De Rosa stated that last year, the communication regarding attendance was not as firmly stated, and the Committee recognized some applicants might not have understood that message. However, that message has been clearly stated this year. Mr. Keenan inquired the amount of the grant money awarded last year that was actually expended. Mr. Stiffler responded that in 2017, $180,000 was spent, but $15,000 was carried over. In 2018, $115,000 was spent, but $96,000 was carried over. This year, $205,000 of the revised budget of $296,000 has been spent. Following discussion of the individual applications, Committee consensus was to recommend the following grant awards totaling $203,785 to Council for consideration at their December 2, 2019 regular meeting:  Arthritis Foundation – Cost of City services not to exceed $10,000.  Club Ohio Soccer – Cost of City services not to exceed $5,000  Crawford Hoying Foundation (Dublin Market) – Not to exceed $15,000  Crawford Hoying Foundation (Forefest) - Not to exceed $22,000  Crohn’s and Colitis Foundation – Cost of City services not to exceed $500  Dublin AM Rotary and HDBA – Not to exceed $2,000  Dublin Arts Council – Not to exceed $20,000  Dublin Jerome High School Senior Class – Cost of City services not to exceed $1,685  Dublin Music Boosters – Cost of City services not to exceed $1,100  Dublin Scioto Lacrosse Boosters – Cost of City services not to exceed $3,000  Dublin Soccer League – Not to exceed $9,000  Dublin Special Olympics – Not to exceed $2,000  Dublin United Soccer Club – Cost of City services not to exceed $5,000  Dublin Youth Athletics – Cost of City services not to exceed $20,000  Historic Dublin Business Association – Community engagement not to exceed $50,000  Kiwanis Club of Dublin – Cost of City services not to exceed $5,000  Ohio Premier Soccer Club – Cost of City services not to exceed $7,500