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HomeMy WebLinkAbout02-28-22 Council MinutesMinutes of Held RECORD OF PROCEEDINGS Dublin City Council Meeting February 28, 2022 CALL TO ORDER FA Mayor Fox called the Monday, February 28, 2022 Regular Meeting of Dublin City Council to order at 7:00 p.m. ROLL CALL Present were Ms. Alutto, Ms. Amorose Groomes, Vice Mayor De Rosa, Mayor Fox, Mr. Keeler,, Ms. Kramb and Mr. Reiner. Staff members present were Ms. Readler, Ms. O'Callaghan, Mr. Ranc, Mr. Earman, Mr. Stiffler, Mr. Rogers, Ms. LeRoy, Mr. Dearth, Ms. Goliver, Ms. Blake, Mr. Hammersmith, Ms. Rauch, Ms. Weisenauer, and Chief Paez. Also present: Scott Dring, Visit Dublin Ohio. PLEDGE OF ALLEGIANCE Mayor Fox invited to Ms. Alutto lead the Pledge of Allegiance. SPECIAL PRESENTATIONS • Dublin Hospitality Industry Update Mr. Dring introduced the new Board President, Gerrilyn Rozich, who was present in the audience. He provided Council with a presentation regarding the hospitality industry. The hotel occupancy for 2021 was at 51.4% which is still down from the 2019 percentage 73.5%. Dublin Bed Tax Revenue for 2021 was $2.34 million which is better than 2020 but still down from 2019. The restaurant industry is doing better, but still feeling the pinch of higher food costs and staffing issues. 87% of Americans have plans to travel in the next six months. Mr. Dring gave an update on the 2022 campaigns and videos that are continuing in 2022, such as the "Only in Dublin" video series. Corporate travel, historically, has been 60-65% of our business year around. He shared that the demand for business travel is not where it used to be and will not get the percentage of hotel occupancy back up to pre -pandemic levels. Visitors do the most for our economic impact. He shared that the solution, he feels, lies with sports and leisure travel. He provided an update on Dublin's Youth Athletic Market. He showed some examples of some newer sport complexes in Ohio causing Dublin to lose business. He welcomed having a future discussion about a sports complex. Mr. Reiner asked about the sport complex establishments that were shown and whether or not they are privately held. He asked who owns them. Mr. Dring stated that it is a private -public partnership in most cases. Mr. Reiner suggested providing a large version of the "Where to Fish" map that staff created to Mr. Dring so he could hang it in the Visit Dublin Ohio office. CITIZEN COMMENTS There were no citizen comments. CONSENT AGENDA There was no request to remove any of the consent agenda items. • Minutes of the February 14, 2022 Council Meeting Mayor Fox moved to approve the consent agenda item. Ms. Alutto seconded. Vote on the motion: Mayor Fox, yes; Ms Alutto, yes; Mr. Keeler, yes; Mr. Reiner, yes; Ms. Kramb, yes; Ms. Amorose Groomes, yes; Vice Mayor De Rosa, yes. SECOND READING/PUBLIC HEARING — ORDINANCES Ordinance 03-22 Amending the Annual Appropriations for Fiscal Year Ending December 31, 2022 (Q1 — Deer Run Force Main and Lift Station Project — Debt Financing) RECORD OF PROCEEDINGS Minutes of Dublin City Council (30VERNMENT FORMS & SUPPLIES 944-224-3338 M NO. 16148 1 Held February 28, 2022 Page 2 of 11 20 Meeting Mr. Stiffler stated that there are no changes to this Ordinance from the first reading. Staff recommended passage of this Ordinance. Ms. Amorose Groomes asked if this Ordinance is part of the debt discussion that is coming up on the agenda. Mr. Stiffler stated that there is a bond refund discussion later, but it is not part of this Ordinance. He stated that new debt will be issued for this project, but that will be a separate Ordinance at the next Council meeting. Ms. Amorose Groomes asked if the bonds are refunded (referring to a discussion to be held later in the agenda), then would that change the financial picture of this project. Mr. Stiffler stated that it would not change the need to fund new money for this project:. There were no public comments. Vote on the Ordinance: Vice Mayor De Rosa, yes; Ms. Amorose Groomes, yes; Ms. Kramb, yes; Mr. Reiner, yes; Mayor Fox, yes; Mr. Keeler, yes; Ms. Alutto, yes. INTRODUCTION/PUBLIC HEARING — ORDINANCES There were no Ordinances for first reading on the agenda. INTRODUCTION/PUBLIC HEARING/VOTE — RESOLUTIONS Resolution 05-22 Waiving competitive bidding requirements pursuant to Section 8.04 ("Contracting Procedures"), Paragraph (C) ("Waiver of Competitive Bidding"), of the Revised Charter for the Purchase of Beer for the 2022 Dublin Irish Festival Ms. Alutto introduced the Resolution. Ms. LeRoy stated that, by state law, Superior Beverage is the only company that the City can buy Guinness and Coors Light products from for the 2022 Dublin Irish Festival. They are also a sponsor and sole provider for the festival. Ms. Annorose Groomes asked how much beer is actually bought. Ms. LeRoy stated that expenditures for the purchase of beer for the 2022 Festival are estimated at $155,000. It must be purchased up front, but then whatever is not used can be returned. There were no public comments. Vote on the Resolution: Mr. Keeler, yes; Mr. Reiner, yes; Ms. Alutto, yes; Ms. Kramb, yes; Mayor Fox, yes; Vice Mayor De Rosa, yes; Ms. Amorose Groomes, yes. Resolution 06-22 Waiving competitive bidding requirements pursuant to Section 8.04 ("Contracting Procedures"), Paragraph (C) ("Waiver of Competitive Bidding"), of the Revised Charter for the provider of tents, tables and chairs for the 2022 Independence Day Celebration and Dublin Irish Festival Ms. Alutto introduced the Resolution. Ms. LeRoy stated that O'Neil Tents has supplied tents, tables, and chairs for both the Dublin Irish Festival and Independence Day events for more than 25 years. Throughout the years, O'Neil has ordered and built specialty tents at the City's request, at their expense. In addition, when the project was last bid, no one in Central Ohio could provide all of the equipment needed. Prices for rentals have not increased in more than 10 years. Each year, O'Neil also discounts the City's total bill by 10% as their sponsorship donation — an estimated $23,700 in 2022. O'Neil has been a valued vendor and supporter of Dublin events. There were no public comments. Vote on the Resolution: Ms. Amorose Groomes, yes; Ms. Kramb, yes; Mr. Reiner, yes; Vice Mayor De Rosa, yes; Ms. Alutto, yes; Mayor Fox, yes; Mr. Keeler, yes. Resolution 07-22 Accepting the Lowest and Best Bid for the Deer Run Force Main and Lift Station Project RECORD OF PROCEEDINGS Minutes of Dublin City Council Held FORM NO. 10148 20 Meeting Ms. Alutto introduced the Resolution. Mr. Hammersmith stated that on January 25, 2022, three bids were received and publicly opened by staff for the Deer Run Force Main and Lift Station Project. This project, which includes installing approximately 12,750 linear feet of 16 -inch sanitary sewer force main and a wet -weather sanitary lift station, is part of the sanitary sewer improvements recommended in the Deer Run Sewer Modeling Report from 2012. The force main will be located along Dublin Road between Deer Run and Emerald Parkway The lift station will be located on the existing sanitary sewer alignment near Deer Run west of the Dublin Road right-of-way, on a 0.181 -acre parcel acquired from the Muirfield Village Golf Club (MVGC) as authorized by Ordinance 71-21, which was adopted by Council on November 8, 2021. Elite Excavating Co. of Ohio, Inc. submitted the lowest and best bid of $4,982,213.00. Staff reviewed the bid and the increase in material prices between the first and second bid was the primary cause of the $97,313 increase from the first low bid. The work for this project is expected to commence in March 2022 with an interim completion date of November 11, 2022 to complete the work on Dublin Road. The final completion date for all project work is April 14, 2023. The typical and customary communication methods will be used to convey construction information to residents and motorists throughout the duration of the work for this project. Staff recommended approval of this Resolution. Ms. Amorose Groomes asked what accounted for the increase in cost for the project. Mr. Hammersmith stated that the pipe material went up in cost and the pump station itself. There was no public comment. Vote on the Resolution: Mayor Fox, yes; Ms. Amorose Groomes, yes; Ms. Kramb, yes; Mr. Keeler, yes; Ms. Alutto, yes; Vice Mayor De Rosa, yes; Mr. Reiner, yes. Resolution 08-22 Extending the Timelines in Resolution 61-21 Temporarily Permitting Outdoor Dining and Eating Areas Beyond Previously Approved Locations, Temporarily Permitting Portable Nonresidential Structures, and Temporarily Permitting Certain Signs. Ms. Alutto introduced the Resolution. Ms. O'Callaghan stated that on October 25, 2021, Resolution 61-21 was passed by City Council to allow an additional extension of the Executive Orders originally established by the State of Emergency on March 17, 2020, until February 28, 2022. Regarding outdoor dining and eating areas, this Resolution required that a temporary permit holder apply for a permanent solution within thirty days of October 25, 2021 or confirm in writing that the temporary outdoor dining area would be removed by February 28, 2022. To date, all permit holders of previously existing temporary outdoor dining and temporary structures have complied with the deadlines set forth in Resolution 61-21. One property owner presented a request to City Council on February 14, 2022 requesting consideration to further extend the deadline to allow for additional time to secure the necessary approvals and construct a permanent outdoor seating solution. City Council provided direction regarding the request and instructed staff to prepare legislation. This new Resolution would further extend the timelines of the Executive Orders through June 13, 2022, at which time the expanded outdoor dining and seating and portable nonresidential structures will be required to be removed and the site restored and all temporary signs removed. Public Comment: Craig i3arnum, Tucci's, 35 N. High Street, stated that he was very appreciative of the extension. He reiterated the hardship of not being able to take reservations over the summer and advocated again for an October 1, 2022 deadline. RECORD OF PROCEEDINGS Minutes of Dublin City Council JNJL%*,"' hi 17" 1mlei -.1x, :i.YU J�17.Y:C[CYlCCRS}:�1�]aJ��(�)<if4Cf:� S=1 T Held ary 28, 202 Pag 20 Meeting Mayor Fox stated that supporting local business is important. She added that Mr. Barnum is going through the Archritectural Review Board (ARB) process and just needs a little extra time. She stated that she doesn't see the harm in giving him until October. Vote on the Resolution: Mr. Reiner, yes; Vice Mayor De Rosa, yes; Ms. Amorose Groomes, yes; Ms. Alutto, yes; Ms. Kramb, yes; Mayor Fox, no; Mr. Keeler, yes. Resolution 09-22 Appointing Members to the City of Dublin Community Inclusion Advisory Committee and Chief's Advisory Committee Ms. Alutto introduced the Resolution. Mr. Dearth stated that on November 15th, 2021, Dublin City Council passed Resolution 72-21 establishing the Community Inclusion Advisory Committee and directing the City Manager to identify and recommend to City Council individuals who represent the varying perspectives, identities, and cultures of the Dublin residential community to serve as its initial members. Additionally, many of the original member's appointments to the Chief's Advisory Committee had come to term at the end of 2021. Therefore, staff identified an opportunity to consolidate the City's recruitment efforts to maximize the efficiency and effectiveness of the process. To ensure that members of the public had ample time to find the opportunity, consider applying, and to develop their applications, the City collected applications throughout the month of December through the New Year. Throughout this application period, Communication and Public Information (CPI) staff consistently advertised these opportunities to apply on social media and communication platforms including Twitter, Facebook, Instagram, Next Door, Dublin News Now, and WeChat. Simultaneously, staff members from the Office of the City Manager and the Outreach and Engagement Division directly shared information regarding the mission of each of the City's DEI related advisory committees and explicitly invited members of 17 organizations to apply and to share the opportunities with their networks. Subsequently, the City of Dublin received 25 applicants for the Community Inclusion Advisory Committee and 15 applicants for the Chief's Advisory Committee, with many of the individuals applying for both. Of those who were interviewed, the individuals who were selected to be the proposed candidates displayed unique perspectives formulated through formal experiences that serve to represent the varying perspectives of the community. Additionally, the candidates selected were capable of clearly explaining their strategies for further engagement to ensure that they represent the varying perspectives of residents that they may not be entirely familiar with. Lastly, chosen candidates conveyed a clear understanding as to the importance of inclusion within the City of Dublin and at least one area of opportunity within the community in which the City could make an impact. There were no public comments. Vote on the Resolution: Ms. Alutto, yes; Ms. Kramb, yes; Vice Mayor De Rosa, yes; Mr. Keeler, yes; Mayor Fox, yes; Ms. Amorose Groomes, yes; Mr. Reiner, yes. OTHER BUSINESS • Alcohol Sales Waiver for the 2022 Dublin Irish Festival Ms. LeRoy stated that since its inception 35 years ago, alcohol sales have been offered at the Dublin Irish Festival in Coffman Park with approval by Dublin City Council. In order to serve alcohol at the Dublin Irish Festival, the City must obtain a waiver of the regulations in §96.19(K) of the City of Dublin Code of Ordinances which prohibits the sale of: alcohol in City parks. The Community Events Division staff work closely with the police to ensure that alcohol sales are conducted in a safe and professional manner. Staff pays careful attention to licensing, insurance, and boundaries (to keep adult beverages in the park). Servers will be members of the "Sharing of the Green" RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting Held W program, and a portion of the proceeds will be split among all participating groups. Servers are required to attend a training session conducted by the Dublin Police Department, and the police will have a strong presence at the festival to ensure a safe and successful event. There was no public comment. Mayor Fox moved to grant the request for a waiver to sell alcohol for the 2022 Dublin Irish Festival. Ms. Alutto seconded. Vote on the motion: Mayor Fox, yes; Mr. Reiner, yes; Ms. Kramb, yes; Mr. Keeler, yes; Ms. Alutto, yes; Vice Mayor De Rosa, yes; Ms. Amorose Groomes, yes. • Holiday Market Recommendation Ms. LeRoy stated that in December of 2021, Vice Mayor Cathy De Rosa prepared information which discusses the possibility of establishing a Holiday Market in Dublin. Christmas markets are typical in European countries and help drive tourism during what is typically a slow period. Visit Dublin Ohio reports that December is the slowest month of the year for Dublin hotels, with an occupancy rate between 45-55 percent. Staff has begun initial research on potential locations and logistics. Staff researched five well-established US holiday markets in Pittsburgh, PA, Carmel, IN, Ottawa, IL, Chicago, IL, and Denver, CO. The US holiday markets identified above have worked to recreate the vision and feel of the Christmas markets held throughout Europe. All markets have reported a positive economic impact on their city with visitor purchases at local cafes, shops, and hotels. Private contractors, possessing knowledge of German traditions, manage each market. Traditional wooden chalets with holiday decorations are set around a large visual centerpiece, similar to the European markets. Authenticity is important for the products and visual experience of guests. Wooden ornaments and nutcrackers from Germany, Lebkuchen (gingerbread), Stollen, chocolates, toys, ceramics, and knitwear are popular items at the market booths. German or Alpine foods and beverages are sold at: all of the markets. Traditional German sausages, roasted almonds, and Gluhwein (warm mulled wine), are also popular. Markel: locations with adjacent parking and close proximity to shops and restaurants maximize the time visitors spend at the markets. Skating rinks, tree lighting ceremonies, live entertainment, special promotions, and family -friendly activities encourage residents and visitors to return throughout the season and year after year. Staff recommended referring this topic to the Public Services Committee for further discussion. Vice Mayor De Rosa stated that she has had the good fortune to attend many of these Holiday Markets across Europe. These events provide for quality of life as well as an economic driver for the community. There are no larger community events from the Irish Festival to St. Patrick's Day. Mr. Keeler noted the lovely Performing Arts Center in one of the pictures that accompanied Ms. LeRoy's presentation. He supports the idea of both a performing arts center and a Holiday Market. Ms. Alutto stated that it is worthy of a discussion. There was no public comment. Mayor Fox moved to refer the Holiday Market topic to the Public Services Committee for further discussion. Mr. Keeler seconded. Vote on the motion: Mr. Reiner, yes; Ms. Alutto, yes; Mr. Keeler, yes; Ms. Amorose Groomes, yes; Ms. Kramb, yes; Vice Mayor De Rosa, yes; Mayor Fox, yes. Minutes of Held RECORD OF PROCEEDINGS Dublin City Council Meeting Feb 20 • 2022 Debt Financing Discussion Mr. Stiffler stated that he is bringing before Council some policy questions at this meeting because of some bond ordinances that he will be bringing forward at the next Council meeting. Policy Question: Should staff proceed with an ordinance to refund bonds issued by the City in 2012? Staff recommended proceeding with an ordinance to authorize the refunding of the 2012 various purpose bonds based on the guidance provided by the City's debt policy and potential savings for refunding the outstanding bonds. Staff and the City's Municipal Advisor, BakerTilly, have discussed refunding this debt to reduce future interest related expenditures as per the City's Debt Policy. The Debt Policy states, "The city will consider refunding its debt obligations when it can be clearly demonstrated that such refunding will result in present value savings of 396 to 591b of the debt being refinanced. However, in certain circumstances, lower savings thresholds may be justified. " The estimated savings from a refunding of this debt are between 4.3% if issued as a standalone debt offering and 7.8% if combined with 2022 Capital Improvements Plan (CIP) debt financed projects, representing an estimated savings of $113,991.85 and $199,964.08 in today's dollars. Mr. Stiffler explained that the cost of issuance in a combined sale is similar to the standalone offering but is distributed proportionally across all the bonds being sold resulting in a significantly lower cost per issuance. Mr. Stiffler provided a timeline of the bond refunding and what the repayment schedule may look like. Mr. Keeler asked if the amount shown on the slide was the amount of the offering premium that would come back to be used toward principal? Mr. Stiffler responded affirmatively. He added that the amount Mr. Keeler was referring to was the standalone offering amount, which would be higher if combined. The bond size changes the demand and changes the premium. In response to Mr. Keeler's question, Mr. Stiffler stated that the premium amount would be used to pay down principal. Vice Mayor De Rosa asked about bond rates. Mr. Stiffler stated that the last time the City sold bonds it was able to get a rate of .94%. These rates were estimated at just under 2%. Consensus of Council was for staff to bring forward the bond refunding ordinance at the next meeting. Policy Question: Should the financing decision regarding the 2021 Riverside Crossing Park project be finalized? Staff recommended funding this project with debt in September 2020 based on the potential ability to utilize future Bridge Street District TIF revenues to repay this debt. The City's current financial condition makes finalizing a decision to cash finance the project at this time, or later in 2022 an attractive option available to Council. o Reimbursement Period Staff has been engaged in conversations with the City's Bond Counsel regarding the Internal Revenue Service regulations governing the issuance of non-taxable debt. Based on those conversations, the City's reimbursement period for issuing non-taxable debt related to this project ends on March 1, 2023. In order to meet this timeline, Council will need to make a final determination regarding the financing of this project no later than November 2022. ■ Defer Final Determination The benefit of continuing to defer this final determination is that the City may have additional information related to the impact of remote work on the City's income tax revenues. While the IRS regulations would allow this decision to be deferred until RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting Held Page i of 11 20 November, deferring this decision until after the completion of the 2023 — 2027 Capital Improvements Program will require the debt service associated with this project to be considered when drafting that plan. This means that potentially $456,000 annually in income tax backed debt service would be programmed as part of that CIP that may not be needed and would otherwise be available for cash funded capital projects. Staff would recommend that to avoid this issue, Council provide final direction regarding this project's funding no later than July. Finally, should a determination to debt finance this project occur, it would likely need to be financed through a short term debt issuance and then later combined into a longer issuance. This is worth noting as the City has traditionally not utilized short term financing but would likely need to do so in this case and there is some additional cost related to this additional step. ■ Proceeding with Debt Financing Should Council decide to proceed with debt financing at this time, the City would still be able to finance the project at rates that are very attractive by historical standards. Additionally, the Park's location in the Bridget Street District makes the repayment of this debt service an eligible use of tax increment financing (TIF) revenues for the TIF district's located in Bridge Street area. The estimated annual debt service on $5.7 million over a 20 year level term is $456,000. When the debt proceeds are received the General Fund balance would increase by $5.7 million and the City's debt profile would increase from $175.7 million to $181.4 million. This debt issuance would be in compliance with the City's General Fund Balance and Debt Policy. ■ Proceeding with Cash Financing Should Council decide to proceed with cash financing at this time, the 2021 advances between the Funds would be amended to create a transfer between the General Fund and the Capital Construction Fund. The General Fund would see an increase in revenues and expenditures of $5.7 million in 2022 but no net change in fund balance. The City's debt profile would not be increased. Cash financing would be in compliance with the City's General Fund Balance and Debt Policy. Mr. Stiffler reviewed the metrics of these options. Ms. Kramb clarified that either option would not impact the CIP, except if Council chose to defer it, then the debt payment needs to be programmed as part of the CIP. Mr. Keeler advocated debt financing due to the need to be conservative and it allows more flexibility than to use the cash option. Vice Mayor De Rosa clarified that this is not TIF fundable. Mr. Stiffier stated that it is eligible to be TIF Funded, however, there are no funds available for the next 3-5 years. Vice Mayor De Rosa concurred with Mr. Keeler that when the rate is low, borrowing makes more sense. Ms. Alutto thanked staff for putting the matrices together. She stated that she agrees that debt financing is within the policy and makes sense with the uncertainty with income tax. Ms. Amorose Groomes asked if 2% growth was assumed on the numbers provided. Mr. Stiffler stated that he did use 2%. She asked if staff ran the numbers with a 2% reduction. Mr. Stiffler stated that he did not, but added that income tax for 2022 is steady. Ms. Amorose Groomes asked if refund exposure was explored. Mr. Stiffier stated that it is too early in the process, but there has been an increase in refunds. Mr. Reiner stated that he agrees that debt financing is appropriate. Mayor Fox asked if there a substantial benefit to wait until July to make this decision. Mr. Stiffier stated that there will be more information and he would be able to better project: the tax refund situation, but there would be a tangible cost to waiting also. A short term note would be utilized. In response to Mayor Fox's question, Mr. Stiffler stated that he stands by his original recommendation for debt financing. RECORD OF PROCEEDINGS Minutes of Dublin City Council Held it 20 Meeting In response to Mr. Reiner's question regarding bond rates, Mr. Stiffler stated that they will be able to get under the 2% number. Consensus of Council was for staff to bring forward the bond issuance ordinances at the next meeting. • Shared Use Path and Sidewalk Snow Plowing Mr. Ranc stated that there are currently approximately 145 miles of shared use paths (SUP) and 150 miles of sidewalks in the City of Dublin. During each snow event, Public Services staff clears approximately 33 miles of SUP and 15 miles of sidewalk. The current focus of the City's clearing of snow and ice from SUP and sidewalks is in areas around schools, as well as sections of path that are heavily used for recreation. Sidewalks are cleared to comply with City code adjacent to all City properties. Staff conducts periodic assessments of its snow plowing practices and priorities, including its plowing of SUP and sidewalks. Staff is requesting Council refer this issue to the Community Services Advisory Commission (CSAC) for its review and potential recommendations. Mayor Fox moved to refer the topic of Shared -Use Path and Sidewalk plowing to the Community Services Advisory Commission (CSAC) for further discussion. Ms. Alutto seconded. Vote on the motion: Ms. Kramb, yes; Vice Mayor De Rosa, yes; Ms. Amorose Groomes, yes; Ms. Alutto, yes; Mr. Reiner, yes; Mayor Fox, yes; Mr. Keeler, yes. STAFF COMMENTS Ms. O'Callaghan shared: • Rumpke Recycling Update Rumpke is now accepting paper, plastic and aluminum cups in its recycling program. She thanked Rumpke for expanding their services. She stated that CPI will be working to get the messaging out to the community. • 3 Exciting Days are coming up in Dublin. The State of the City is March 10, Riverside Celebration (Link and Park) is on March 11, and the St. Patricks Day Parade is on Saturday, March 12. COUNCIL REPORTS • Committees o Administrative Committee: Vice Mayor De Rosa gave a brief introduction to the discussion regarding the liaison role for Board and Commissions. She stated that the Committee discussed the role of the liaison and generally agreed the liaison should be: o a resource and function as a point of contact for any questions or concerns the Board or Commission might have. o provide historical context and relevant legislative history regarding Council actions on an as -needed basis. o a designated channel for communication and help facilitate training opportunities and proactive planning for the future, such as coordinating joint work sessions to address topics of interest. The liaison would report any necessary communications from the Board or Commission to Council. Vice Mayor De Rosa shared that the Committee also discussed the liaison not providing direction or influencing any decision of the Board or Commission. The Committee discussed the meetings in which the liaison should participate. It was determined that the liaison should generally not attend agenda meetings or the Board or Commission meetings. However, it was recommended the liaison and the Board and Commission chair and vice -chair have regularly scheduled meetings to discuss general concerns and questions, perhaps on a monthly or bi-monthly basis. The appropriate meeting cadence would be determined by the liaison, the chair and vice -chair and depend on the workload of the Board or Commission. RECORD OF PROCEEDINGS Minutes of Dublin City Council V NTFORMS & SUPPLIES 844-224-3338 FORM NO. 10148 Held February 28; 2022 — Page 9 of 11 _20— 0_ Meeting--- Meeting The The Committee recommended a liaison only for the Planning and Zoning Commission and Architectural Review Board at this time with an opportunity to reevaluate the need for a liaison to other boards and commissions. She stated that the appropriate way to memorialize this role is by amending the Council Rules of Order. If Council is in agreement, a Resolution will be brought forward at the next meeting to revise the Rules of Order. Ms. Kramb suggested that the proposed wording be revised to reflect that the liaison role not provide any influence to members at a meeting. She added that the liaison should be able to provide direction. She stated the intent was to not allow a Council Member to provide undue influence at a meeting, and/or during a vote. She also asked if all of the liaison roles, including those with other community organizations should be included. Ms. Amorose Groomes stated that this makes it difficult to be a liaison. She asked if the liaison would not attend meetings or agenda meetings, what would the report back to Council consist of? She stated that this is not a new role, there has been a liaison to the Planning and Zoning Commission for the last 10-12 years. Vice Mayor De Rosa clarified that they were members. Ms. Amorose Groomes stated that some were and some weren't. Vice Mayor De Rosa stated that these recommendations for this role are not tied to a meeting, so there are responsibilities assigned to this role that do not include attending a meeting. Mr. Keeler provided his vision for the role of the liaison. He stated a liaison should be providing guildance to ARB and bringing information back from ARB. The guidance should be regarding what Council's vision and goals are. Ms. Alutto stated that a Council Member attending Board and Commission meetings would not be advised because it is a different conversation with a Council Member in the room. She would want to go to agenda meetings and meet regularly with the chair and vice chair. She stated that it needs to be clear that there should be no undue influence. Ms. Kramb stated that all the meetings are live -streamed, so anyone could watch the meetings and be aware of what is going on. She stated that she feels there is more value to discussion prior to the meetings. Ms. Amorose Groomes stated that she has been to two agenda meetings. She has been communicating the vision and goals of Council. She asked them to be consistent. She doesn't want the Chair and Vice Chair of Planning and Zoning Commission to have to meet with her in addition to attending all meetings. Regarding the liaison role description, she is not supportive of the document. Vice Mayor De Rosa suggested taking this back to Administrative Committee. Ms. Readler stated that she was taking notes on the discussion and will come back with revised language and parameters. Mayor Fox stated that she agreed with Ms. Kramb that we should include all the liaison roles and providing parameters. Generally, we should not be attending the meetings, but it shouldn't be prohibited because there may be times when they want to attend. It is important to be clear on the advise and guidance we are giving. It is difficult to speak for all of Council. She stated that the agenda meeting is the perfect place to be involved. Mr. Reiner stated that it is important to hang back and let the Board or Commission have their discussion and if they look to you for Council's vision and goals, those can be provided. RECORD OF PROCEEDINGS Minutes of Dublin City Council Held -. 1.. -V�7 20 Ms. Kramb reiterated that the liaison would be acting as a representative of the full Council. Mayor Fox moved to refer this topic back to the Administrative Committee for further discussion. Ms. Alutto seconded. Meeting Vote on the motion: Ms. Amorose Groomes, yes; Vice Mayor De Rosa, yes; Mayor Fox, yes; Mr.Keeler, yes; Ms. Alutto, yes; Mr. Reiner, yes; Ms. Kramb, yes. Vice Mayor De Rosa stated that interviews will be held tomorrow at the Administrative Committee meeting on some of the open Board and Commission seats. There were a great number of applicants. Another evening of interviews will be scheduled. Materials will be provided this week regarding the performance evaluations of Council's employees that will take place next week. o Public Services Committee: Ms. Kramb stated that a meeting was held regarding the DORA. She summarized that nothing changed regarding the DORA Boundary from when it was preliminarily before Council. She stated that the committee did want Council's feedback regarding activating the Dublin Link Bridge and the East Plaza as part of the DORA. Ms. Amorose Groomes stated that we either need to enforce the rules or change them. Ms. Kramb stated that the Police were present at the Committee meeting and were part of the discussion. Ms. Amorose Groomes stated that it seems confusing when it comes to the park. Mr. Reiner stated that it makes sense to him to bring it all in the DORA. Mayor Fox asked if the parking garage is considered within the DORA. Mr. Earman stated that yes it is included, but not necessarily activated. Mr. Earman provided two maps that illustrated the DORA boundaries and the new areas that can be activated. In response to Mayor Fox's question, Mr. Earman stated that the Richard's property is included. Ms. Amorose Groomes sought clarification regarding the Park DORA boundaries. In response to Ms. Amorose Groomes' question regarding the path to the North, Ms. LeRoy stated that the boundary is determined by parcel, so the area leading up to the path to the north would be included in the DORA boundary. Ms. Amorose Groomes asked if there was any consideration given to the Veteran's Park. Ms. LeRoy stated that that had not been part of any discussion. Mayor Fox moved to direct the City Manager to begin the application process for the expansion of the DORA boundaries. Mr. Reiner seconded. Vote on the motion: Vice Mayor De Rosa, yes; Ms. Kramb, yes; Ms. Alutto, yes; Mr. Keeler, yes; Mr. Reiner, yes, Ms. Amorose Groomes, yes; Mayor Fox, yes. o Finance Committee: Ther first meeting will be in March. o Community Development Committee: Mr. Reiner provided an update of their last meeting. He stated that the City Entry Way signs will be coming to Council on March 21. The Champions Park was discussed and determined to be located at Coffman Park. Sawmill Road RECORD OF PROCEEDINGS Minutes of Dublin City Council GOVERNMENT M & SUPPLIES 844-224-3338 FORM NO. 10148 Held 20 Meeting interchange was discussed and it will be coming back before Council on March 21 as well. • Liaison Report o Ms. Alutto reported that the meeting schedule for the liaison with the Board of Education is still being coordinated. o Vice Mayor De Rosa reported that the US 33 Corridor group met earlier this month. She shared the following: ■ She expressed that she is amazed by the amount of economic development along the corridor. ■ They welcomed Plain City's Mayor to the group. ■ The group has been sharing strategic plans with each other. ■ They will begin examining the 2020 census as it relates to growth along the corridor. o Mr. Keeler reported that at the last Logan -Union -Champaign Regional Planning Commission meeting there was additional development in Jerome Village that was approved. o Ms. Kramb reported that she has not had the opportunity to attend one of Washington Township's meetings because they coincide with our meetings. She is hoping to attend their April meeting. o Ms. Amorose Groomes stated that a Nominating Committee Meeting is coming up tomorrow. There is also a passenger rail meeting on March 2 with Amtrak at MORK and what that might look like in Ohio. There is an Executive Committee meeting on March 3. Regarding Planning and Zoning Commission, there are some applications regarding sign permits. She is encouraging them to think about the context of the City as a whole, consistency, neighboring parcels, etc. She stated that they have great leadership and she appreciated the opportunity to speak with them. COUNCIL ROUNDTABLE • Ms. Amorose Groomes noted the memo in the packet regarding the meeting that was held for workforce development. She encouraged anyone with questions to let her know. • Vice Mayor De Rosa stated that she attended the Central Ohio Honors event with the Mayor. It was inspiring and uplifting. • Mayor Fox stated that the American Planning Association has an upcoming conference in San Diego. She encouraged everyone to come to the State of the City, the Riverside Celebration and the St. Patrick's Day parade. • She also requested staff to provide an update regarding event entertainment. ADJOURNMENT The meeting was adjourned at 8:57 p.m. Mayor — Pres ing Officer