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HomeMy WebLinkAbout03-22-22 Public Services Com. MinutesDublin City Council Public Services Committee Tuesday, March 22, 2022 — 5:00 p.m. 5200 Emerald Parkway Development Building, Large Conference Room rm- wel IT'is. Kramb called the March 22, 2022 Public Services Committee meeting to order at 5:00 p.m. Staff present: Ms. Goliver, Mr. Earman, Mr. Stanford, Mr. Hammersmith, Mr. Ranc Ms. Kramb moved to approve the minutes of the February 16, 2022 Public Services Committee meeting. Vice Mayor De Rosa seconded the motion. Vote on the motion: Ms. Kramb, yes; Mr. Reiner, yes; Vice Mayor De Rosa, yes. Discussion Items: Parks gnd Recreation Master Plan, Update Mr. Earman provided an overview of the Parks and Recreation Master Plan Update. He noted that a request for proposals was solicited in late 2021 and Staff received 3 proposals. There was a stiff set of criteria by which proposals were evaluated including qualifications, understanding the schedule, compensation, references, and capacity. Mr. Earman stated that he and Mr. Ranc both have had bad experiences is and Recreation Master Plans. The firm selected was PROS Consulting. They have extensive experience and have done local and regional projects including Westerville, Upper Arlington, Carmel, Indiana and Durango, Colorado. They come with an experienced team and also with a very well-known survey team that will be conducting a statistically valid survey as well as a resident survey online. The Master Plan will maximize community engagements, use a wide variety of data sources, determine unique levels of service standards, shape financials, develop a realistic action plan, and create a clear set of objectives. It will be a very action -oriented plan. Mr. Earman reviewed project milestones as divided into 5 Tasks. 1. Project Management, Progress Reporting and Data Review. There is a kick-off meeting scheduled for Friday with Staff and the consultant. PROS March 22, 2022 Minutes Page 2 of 7 Mr. Reiner stated that we do not want to benchmark with neighboring communities. The mission is to have a cool parks system that draws in 20-25- March 22, 2022 Minutes was 3 of 7 Ms. Kramb asked about costs. Mr. Earman stated that they came in within budget. Ms. Kramb asked how many hours they estimate providing and if they break it down by task. Mr. Ranc stated that they broke it down by days but Staff •TIC11=17 =XFF March 22, 2022 Minutes Page 4 of 7 can get back to the Committee with those details because that is how we will be billed. Ms. Kramb stated that she really wants a product and vision and is curi=-5 about how it is broken down. Mr. Ranc stated that Staff can share the proposal. Staff did tell PROS that we are not going to be an easy client. Ms. Kramb stated that she would spend more time on the creative ideas and implementation than the idea gathering piece. Mr. Ranc is confident in their ability to do this and will monitor them to make sure they deliver. Mr. Reiner stated that Dublin needs to set the standard and then people get on board, He asked how other contractors will work with these consultants. Mr. Earman stated that PROS will provide construction estimates and timeframes; they will not be designing anything for us. Vice Mayor De Rosa stated that providing ideas/suggestions is often easier for respondents than a blank page. Ms. Kramb stated that we are looking for activities and leading questions. Mr. Earman stated that Staff Will present to the Community Services Advisory Committee at their next meeting on April 12ffi and then report back to the Committee. Utility Extension Update Mr. Hammersmith introduced the Utility Extension Policy Update. This was Iasi before the Committee October 13, 2021. Staff will go through the health risk assessment and some considerations for changes to the policy. Mr. Stanford stated that this is the third time this item has come before the Committee-. Franklin Soil and Water Conservation District and Franklin County Public Health recently completed a Household Sewage Treatment System (HSTS) health risk assessment (HRA). Mr. Stanford shared updated sewer and water connection data. He stated that they track this tightly to see success through connection rates. They already have two permits for Area 1C. They have a good connection rate overall. One thing skewing the number is brand new property. There will be more connections to bring up that rate. Mr. Stanford stated that overall the HRA found that all systems are operating properly. The score is comprised of a few different factors such as soil type, proximity to streams/river, age and type of system, and ground water pollution potential. There were some nuisance issues identified in existing systems but nothing major. There were two pockets of heightened risk scores: 1. Between Riverside Drive and the Scioto River, from Emerald Parkway to the Delaware County line; and 2. Between Dublin Road and the Scioto River, south of Tuttle Road and Hayden Run Road. Mr. Stanford shared an updated health risk assessment map. Mr. Stanford offered 5 options for the Committee to consider: 1. Consider suspension of the policy due to lack of connections. Staff recommends continuing the policy to address existing health and safety issues. March 22, 2022 Minutes Page 5 of 7 March 22, 2022 Minutes Page 6 of 7 encourage, the better. Mr. Reiner stated that it is good for health, safety and welfare. Ms. Kramb stated that they are running on a septic system with a pipe to the river and that system has been there since 1915. Ms. Kramb stated that Franklin County inspects aeration systems annually. She stated that we should have the potential connections engineered/planned out. Mr. Hammersmith statei that Staff has estimates on those that haven't been designed. The most recent projects were both water and sanitary sewer and were just under $2.6 million. That is a homeowner cost through assessment. Right now, the City is bearing that cost if the homeowner is not having to pay. Mr. Stanford stated that the program has served many homes that are failing. It is good feeling for us to be able to say it's here and ready. Mr. Stanford shared what can be done to further encourage connections. It is a significant cost to homeowners and we want to tell the story of the City's investment in utility extension projects. It is important to give more information about the benefits of connecting to City water and sanitary sewer and the risks associated with not connecting. Residents can also be directed to available funding assistance programs. There are funds set up to provide assistance on as county basis for residents connecting to municipal sewer. Homeowners become ineligible once they have a failing system. There is a Dublin resident that has used it. Mr. Ranc stated that it looks like a pretty new fund. Staff will continue to work with the county and Ohio Environmental Protection Agency. Mr. Stanford summarized staff recommendations as follows: • Continue policy to provide public water and sanitary sewer extensions; • Continue to prioritize utility extension projects based on health risk assessment; • Waive 100% of City capacity fee and make waiver permanent to encourage connections; • Encourage connections through improved public communication and on- going identification of and assistance with available funding assistance programs. EM Ms. Kramb offered support to waive the capacity fee and Mr. Reiner concurred. Mr. Hammersmith stated that for the next project (Trails End Drive 113) staff surveyed residents to find out the interest level and 13 out of 18 responded an indicated they will connect. Mr. Ranc stated that staff will report to Council at t next Council meeting and come forward with a recommendation to amend the policy after that. I Public Services Committee March 22, 2022 Minutes *'age 7 of 7 Ms. Kramb stated that as new residents come, they will connect. There are some younger people buying these and we will see more connections. There being no further business to come before the Committee, the meeting adjourned at 6:18 pm. terk o - f Council