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HomeMy WebLinkAbout10-09-2023 Council MinutesRECORD OF PROCEEDINGS Minutes of Dublin City Counci Nastia GOVERNMENT FORMS & SUPPLIES 844-224-3338 FORM NO. 10148 Held October 9, 2023 CALL TO ORDER Mayor Fox called the Monday, October 9, 2023 Regular Meeting of Dublin City Council to order at 6:00 p.m. ROLL CALL Present were Ms. Amorose Groomes, Vice Mayor De Rosa, Mayor Fox, Mr. Keeler, Ms. Kramb and Mr. Reiner. Ms. Alutto was absent. Staff members present were Ms. O'Callaghan, Mr. Ranc, Chief Paez, Ms. Weisenauer, Ms. Blake, Ms. Goliver, Mr. Hammersmith, Mr. Gable, Mr. Stiffler, Mr. Earman, Mr. Ashrawi, Ms. Willis, Ms. Rauch, Mr. Hendershot and Mr. Althouse. Others present: Chair Maynard and Vice Chair Hollie, Chief’s Advisory Committee ADJOURN TO EXECUTIVE SESSION Mayor Fox moved to adjourn to executive session for the purposes of considering the employment of a public employee and considering the purchase of property for public purposes. Mr. Keeler seconded. Vote on the motion: Mr. Keeler, yes; Ms. Kramb, yes; Mr. Reiner, yes; Vice Mayor De Rosa, yes; Mayor Fox, yes; Ms. Amorose Groomes, yes. PLEDGE OF ALLEGIANCE Mayor Fox invited Vice Mayor De Rosa to lead the Pledge of Allegiance. SPECIAL PRESENTATION e Chief's Advisory Committee Update Chair Maynard and Vice Chair Hollie came forward and provided background that led to the creation of the Chief’s Advisory Committee (CAC). Chair Maynard stated that the Committee has focused on topics related to those outlined in the City’s Diversity, Equity and Inclusion (DEI) Framework, Priority Area 4; specifically: o Promoting Public Safety and a Sense of Security; o Cultivating Community Engagement and Public Trust; o Ensuring Transparency and Accountability; and o Diversifying Police Personnel. He provided some examples of discussions that have been held at the CAC meetings regarding Priority Area 4. He expressed gratitude to the members of the CAC. He also thanked Chief Paez and Becky Metcalf for their support and assistance. Finally, he thanked City Council for their visioning and support. Vice Chair Hollie expressed gratitude to Council and staff for their support and work. CITIZEN COMMENTS Mr. Gerald Kosicki, 4313 Wyandotte Woods Blvd., came forward to encourage Council to amend the Solar Ordinance. He expressed appreciation for Council’s desire to make solar more available in the Code, but the real impact of the Ordinance seems to be different in practice. He reference a recent Board of Zoning Appeals (BZA) case involving a resident wanting to put solar on the back of his home on Longview Drive. The application was withdrawn because it was clearly moving toward disapproval. He wanted to speak at this meeting to ask Council if the Ordinance that was passed in June is correctly reflecting Council’s intent. The Ordinance specifies the importance of promoting renewable energy and that it is a goal of City Council, but there are a few requirements that do not seem to be consistent with that. He mentioned the color and shape specifications and how those are difficult to achieve because solar panels are black and there are mechanicals that come through the roof that need to be avoided when determining shape. He has recently contracted for solar and an application was RECORD OF PROCEEDINGS Dublin City Council Minutes of Meeting GOVERNMENT FORMS & SUPPLIES 844-224-3338 FORM NO. 10148 October 9, 2023 Page 2 of 14 Held 20 just submitted to the City. He noted that solar has been an intention of he and his wife since they built their house 19 years ago. Mayor Fox thanked Mr. Kosicki and stated that Council is aware of these concerns and staff is reviewing the Code to be sure that we are meeting the intent and desire to be more sustainable. Mr. Jake Trubiano, 95 Longview Drive, stated that, in addition to being a Dublin resident, he owns a solar company, the headquarters of which he recently relocated to Dublin. He came forward to express concerns about the solar ordinance as his application to put solar on his home was going to be denied. [Mr. Trubiano submitted materials to Council prior to the meeting explaining his position.] He stated that the purpose of the Ordinance was to make solar more accessible to Dublin homeowners. He mentioned that he was engaged in the solar survey and public engagement meetings that took place prior to the adoption of the Ordinance. The language regarding the shape was that it should complement the roofline, but now it says it must be rectangular. The color requirement was changed from “complimentary” to the roof color to “similar.” If a homeowner makes the decision to put solar on their home, they want to maximize the benefit and in many cases, a rectangular shape is not sufficient due to the obstructions on the back of a home. He stated that oftentimes, a rectangular shape can be more of an eyesore than if you just follow the roofline. The only roof colors that will match a solar panel are black or very dark gray. He stated that the old code would have allowed 48 of the 52 homes in his neighborhood to be eligible for solar. The new code would only allow five of the 52 to be eligible for solar. He reiterated that this new Ordinance is having the opposite effect to Council’s goal of promoting renewable energy. He offered his assistance as a solar company professional and Dublin resident in looking at the language. He thanked Council for the willingness to review the Code. Mayor Fox thanked Mr. Trubiano and reiterated that the language will be reviewed because it is a Council goal to be more sustainable and resilient. CONSENT AGENDA ° Minutes of the September 25, 2023 Regular Council meeting e Excuse the Absence of Mayor Fox from the September 25, 2023 Regular Council meeting. e Notice to Legislative Authority of a Transfer of Ownership of a DSI and a D6 Liquor Permit from Slice of Dublin LLC, dba La Rosa's, 7048 Hospital Drive, Dublin, Ohio 43016 to EDCO Dublin Inc, dba La Rosa's, 7048 Hospital Drive, Dublin, Ohio 43016 e — Notice to Legislative Authority of a Transfer of a D5 and D6 Liquor Permit from JJA Maplewood Deerfield LLC dba Maplewood Kitchen and Bar, 5065 Deerfield Blvd & Patio, Mason, Ohio 45040 to Gallos Frantz LLC, dba Gallos Tap Room Dublin, 5851 Frantz Road, Dublin, Ohio 43016 There was no request to remove an item from the consent agenda. Mr. Keeler moved to approve the consent agenda. Vice Mayor De Rosa seconded. Vote on the motion: Mr. Reiner, yes; Mayor Fox, yes; Vice Mayor De Rosa, yes; Mr. Keeler, yes; Ms. Kramb, yes; Ms. Amorose Groomes, yes. SECOND READING/ PUBLIC HEARING - ORDINANCES Ordinance 37-23 RECORD OF PROCEEDINGS Dublin City Council Minutes of Meeting GOVERNMENT FORMS & SUPPLIES 844-224-3338 FORM NO. 10148 October 9, 2023 Page 3 of 14 Held 20 Providing for the Issuance and Sale of Bonds in the Maximum Aggregate Principal Amount of $1,000,000 for the Purpose of Paying the Costs of Improving the Municipal Sanitary Sewer System by Extending Certain Sewer Lines, Repairing and Lining Certain Existing Sewer Lines, Reducing Inflow and Infiltration, and Installing New Sewer Lines, New Force Mains, a Lift Station and Pump Station, Together with all Incidental Work and Related Appurtenances Thereto. Mr. Stiffler stated that there have been no changes to this Ordinance from the first reading. He provided an update to Council regarding the interest rate. He stated at the first reading that he thought the interest rate was 3.9%. The interest rate is actually at 4.5%. Staff recommended approval. There were no public comments. Ms. Amorose Groomes asked what the .6% increase would do to the overall estimated budget. Mr. Stiffler stated that it would not do much. Staff estimated 5% for the 2024 CIP estimates, so it does not change that at all. In terms of cost, it will increase by whatever that amount is annually. Vote on the Ordinance: Ms. Amorose Groomes, yes; Mr. Reiner, yes; Mayor Fox, yes; Vice Mayor De Rosa, yes; Mr. Keeler, yes; Ms. Kramb, yes. Ordinance 38-23 Providing for the Issuance and Sale of Bonds in the Maximum Principal Amount of $195,000 for the Purpose of Paying the Costs of Improving the Municipal Waterworks System by Upgrading and Replacing Certain Existing Water Lines and Installing Water Line Extensions, together with all Incidental Work and Related Appurtenances Thereto. Mr. Stiffler stated that there have been no changes to this Ordinance from the first reading. Staff recommended approval. There were no public comments. Vote on the Ordinance: Ms. Kramb, yes; Ms. Amorose Groomes, yes; Mayor Fox, yes; Vice Mayor De Rosa, yes; Mr. Keeler, yes; Mr. Reiner, yes. Ordinance 39-23 Providing for the Issuance and Sale of Bonds in the Maximum Principal Amount of $11,000,000 for the Purpose of Paying the Costs of Acquiring and Preparing Certain Real Property in Connection with the Construction of a Bridge Crossing over I-270, together with all Incidental Work and Related Appurtenances Thereto. Mr. Stiffler stated that there have been no changes to this Ordinance from the first reading. Staff recommended approval. There were no public comments. Vote on the Ordinance: Mr. Keeler, yes; Mr. Reiner, yes; Vice Mayor De Rosa, yes; Ms. Amorose Groomes, yes; Mayor Fox, yes; Ms. Kramb, yes. INTRODUCTION/FIRST READING — ORDINANCES Ordinance 40-23 Authorizing the City Manager to Execute and Accept Necessary Conveyance Documents and Contracts to Acquire a 0.297-Acre Fee Simple Warranty Deed for Right -of-Way, Without Limitation to Existing Access Rights, and a 0.155 Acre Perpetual Utility Easement, from Riverside Mill Development LLC, An Ohio Limited Liability Company from the property located at 7049 Riverside Drive, for the Public Purpose of Constructing Roadway RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting GOVERNMENT FORMS & SUPPLIES 644-224-3356 FORM NO. 10148 October 9, 2023 Page 4 of 14 Held 20 Improvements, and a Shared-Use Path, Which Will be Open to the Public Without Charge Mayor Fox introduced the Ordinance. Mr. Hammersmith stated that the Riverside Drive west shared-use path project would construct approximately 880 feet of shared-use path along the west side of Riverside Drive from Emerald Parkway north to the Dublin Arts Council driveway. A single 130- foot-span steel truss pedestrian bridge over the Billingsley Creek is included. Construction will start late spring 2024 and is anticipated to be completed in fall 2024. This Ordinance would acquire a portion of right-of-way and a permanent easement from the property located at 7049 Riverside Drive, owned by Riverside Mill Development. The City and the property owner have arrived at mutually agreeable terms for this acquisition at the appraised fair market value. Staff recommended approval at the second reading/public hearing. There were no public comments. Ms. Kramb asked for clarification on what is actually being purchased because the price seems high. Are we buying to the edge of the parcel that goes into the middle of Riverside Drive? Mr. Hammersmith stated that whatever was public road occupied is still valued. Even though there is a road through half of it, it is still valued at $25,000. He stated he would provide additional details on the appraisal for the second reading. Second Reading/Public hearing is scheduled for October 23, 2023. Mayor Fox moved to waive the Council Rules of Order and read Ordinances 41-23 and 42-23 together Mr. Reiner seconded. Vote on the motion: Vice Mayor De Rosa, yes; Ms. Kramb, yes; Mr. Keeler, yes; Mr. Reiner, yes; Mayor Fox, yes; Ms. Amorose Groomes, yes. Ordinance 41-23 Authorizing the City Manager to Execute and Accept Necessary Conveyance Documents and Contracts to Acquire a 0.033-Acre Temporary Access Easement from Daniel R. McMillan and Barbara I. McMillan from the Property Located at 7703 Haverhill Court, Identified as Franklin County Parcel Number 273-005785-00, for the Public Purpose of Constructing the Waterways Maintenance Program - Year 1 Project, 22- 030-CIP Ordinance 42-23 Authorizing the City Manager to Execute and Accept Necessary Conveyance Documents and Contracts to Acquire a 0.097-Acre Temporary Access and Construction Easement from Charles R. Leach and Molly M. Leach from the Property Located at 7713 Haverhill Court, Identified as Franklin County Parcel Number 273-005786-00, for the Public Purpose of Constructing the Waterways Maintenance Program - Year 1 Project, 22- 030-CIP Mr. Keeler introduced the Ordinances. Mr. Hendershot stated that these two Ordinances acquire temporary easements for the Waterways Maintenance Program, year one project. The temporary access easement is located at 7703 Haverhill Court and the temporary access and construction easement is located at 7713 Haverhill Court. These easements are needed for accessing and providing a staging area for the site. The City has participated in good faith discussions with the property owners and have arrived at mutually agreeable terms. These Ordinances are the only needed acquisitions for Minutes of RECORD OF PROCEEDINGS Dublin City Council GOVERNMENT FORMS & SUPPLIES 644-224-3338 FORM NO, 10148 Held October 9, 2023 Pages of 14 20 this project. Staff recommended approval at the second reading/public hearing of these Ordinances. Mr. Hendershot stated that the bid acceptance for this project is scheduled for Council consideration on October 23"%. The project is planned to start construction in late October or early November with anticipated completion by April of next year. There were no public comments. Ms. Kramb asked if the price for the temporary right-of-way also includes restoration of the land afterward. Mr. Hendershot responded affirmatively. Mayor Fox asked if there could be some communication on the website about how residents with waterways on their property can keep them clean and maintained. It would be nice to have some instructional material to educate people about the importance of maintaining our waterways. Mr. Hendershot agreed and stated that when Franklin Soil and Water Conservation District inspected the waterways, both on public and private property, 65% of the issues found were on private property, so property owners need to be involved in correcting issues. He added that this topic would be coming to the Public Services Committee for discussion about the issues and blockages that are occurring on private property. Ms. O'Callaghan stated that staff would look at the information on the website and provide an update as part of the upcoming bid acceptance on all of our comprehensive communication efforts. Second Reading/Public hearing is scheduled for October 23, 2023. Ordinance 43-23 Amending Chapter 51 and 52 Establishing User Fees and Capacity Charges for the Sanitary Sewer and Water Systems. Mr. Keeler introduced the Ordinance. Mr. Stiffler stated that this Ordinance adjusts the sewer and water fees as specified in the 2024-2028 Capital Improvements Program (CIP). As a reminder, the sewer fund analysis in the 2024 CIP specified 6% increases. This is the same increase that was specified in the last CIP. The sewer fund debt expenditures increase significantly over the five-year period shown below, from $1.4 million to $2.5 million. This is a result of debt-funded projects, mostly the three relief sewers that are included in the five-year CIP. He added that there is a fourth relief sewer just outside this five-year CIP that influences these rates moving forward. shah eA bred pee] pared prez] pre) Assumptions: Annual Fee Increases: 6.0% 6.0% 5.0% 5.0% 5.0% Service Level Increases: 1.0% 1.0% 1.0% 1s 1.0% Interest Earnings: 2.0% 2.0% 2.0% 2. 2.0% ‘OperatingRevenues 3,393,481 3,606,793 3,798,316 3,997,102 4,210,355 Assumptions: Personal Serv 3.0% 3.0% 3.0% 3.0% 3.0% 3.0% 3.0% 3.0% 3.0% 3.0% "4,468,650 1,512,709 «1,558,090 1,604,833 1,652,971 Capital expenditures "300,000 100,000. «100,000 100,000 100,000 Sewer Fund Debt Expenditures 1,450,073 1,873,447 _ 2,214, 2,234,327 __ 2,495,538 ‘Extension Related Debt Expenditures "360,192-—=«387,584 «410,807 415,810 415,531 Total Expenditures 3,378,915 3,873,740 4,283,211 4,354,971 4,664,087 _ Baginning balance 6,640,505 7,015,566 7,136,203 7,062,135 7,120,057 Ending balance oe $ S66. § 7,136,203 $ 7,062,115 $ 7,120,057 $ 7,081,896 Meeting RECORD OF PROCEEDINGS Dublin City Council Minutes of Meeting GOVERNMENT FORMS & SUPPLIES 644-224-3308 FORM NO, 10148 October 9, 20235 Page 6 of 14 Held 20 The ending fund balance of the sewer fund stays stable over the five-year period. In terms of the Water Fund, there is significantly less debt expenditures programmed in the five-year CIP, which is reflected in the rate increase. 1% is proposed for 2024 as shown below. Ending balance Eom ee rye) papa] Fae preg Pre Assumptions: 1.0% 1.0% 1.01% 0.0% 0.0% DA IS, 2% 2.0% 2.11% 2.01% Operating Revenues 1,376,443 1,377,852 1,381,302 1,392,717___1,395,157_ Assumptions: Persomal Services Increases: 3.11% 3.0% Contractual/’ 3.1% 3.0% Operating Expen _ ___776,685 799,986 «823,985 848,705 874,166 Capital expenditures - _ acini Meet _ Water Fund Debt Expenditures 390,386 388,640 398,070 464,520 Extension Related Debt Expenditures _ 173,010 197,358 211,932. 219,932 Total Expenditures 1,385,984 1,433,988 1,526,694 1,558,619 Becanning batance 12,349,406. $12,533,633 $12,692,879 $12,775,347 $12,831,817 The Water Funded debt expenditures range from $390,000 to $464,000. During this five-year period, the fund balance actually increases about half a million dollars. Mr. Stiffler stated this is important to note because costs are increasing at about 3% while revenues are only increasing at about 1%. He added that fund balance and interest rates are such that we are able to maintain that, but it is not sustainable. He stated that this is a funding plan that works for now while we are focusing on the Sewer Fund, but we will continue to make adjustments every CIP to make sure that the revenues and expenditures of the fund remain balanced. There were no public comments. In response to Vice Mayor De Rosa’s question regarding the Sewer Fund and ending balances, Mr. Stiffler stated that if we wanted to see some Fund balance growth, we could do 6% in those years, but most of the relief sewers are in the first three years, and there is concern regarding the cost estimates for those relief sewers. Costs have been highly variable. 5% maintains a flat fund balance. This was just a modeling choice, and residents appreciate a more steady smaller increase rather than a big jump in rates. Vice Mayor De Rosa thanked Mr. Stiffler for the information. Second Reading/Public hearing is scheduled for October 23, 2023. INTRODUCTION/PUBLIC HEARING/VOTE — RESOLUTIONS Resolution 67-23 Appointing a Member to the Personnel Board of Review for the City of Dublin Ohio Mr. Keeler introduced the Resolution. Vice Mayor De Rosa stated that as Council is aware, a vacancy was created on the Personnel Board of Review due to the resignation of a member before their term expired. Council reviewed applicants that were on file for the Board and agreed to move forward to fill the vacancy. Mark Stemm has professional experience in the practice of Employment Law for 35 years and has prior experience serving on the Board. RECORD OF PROCEEDINGS Minutes of Dublin City Council GOVERNMENT FORMS & SUPPLIES 644-224-3388 FORM NO. 10148 October 9, 2023 Page 7 of 14 Held 20 There were no public comments. Vote on the Resolution: Ms. Amorose Groomes, yes; Vice Mayor De Rosa, yes; Mayor Fox, yes; Mr. Keeler, yes; Ms. Kramb, yes; Mr. Reiner, yes. Resolution 68-23 Accepting the Lowest and Best Bid for the Cosgray to Eiterman Road Fiber Installation. Mr. Keeler introduced the Resolution. Mr. Brown began his presentation with an explanation of DubLink Fiber assets. The diagram below shows what is meant when we talk about all the different fiber assets. * — Dublink — Multi-conduit System * — Dublink Development Company Dublink - Multi-conduit System ae SS Oe eg STs (Dublink Development Company, LLC) owned or leased by many customers. * Dublin Owned Conduit * The City of Dublin owns a least — one conduit iar gated Dublink Multi-conduit System. Conduits. * — The City of Dublin also owns and " I leases conduit outside of the (other owners) Dublink Multi-conduit System. . bake Owned Fiber The City of Dublin owns fiber within our conduit (in or out of Fiber : ~ the Dublink Multi-conduit ‘ System). Fiber strand counts vary (other owners) (City of Dublin) from as low as 8, for some laterals or specific runs, to 96, 144 and more. Conduit (City of Dublin) The outer black box represents Dublink’s multi-conduit system. That system is owned by Dublink Development Company LLC and it consists of a number of different conduits within that they rent to other customers, including the City of Dublin. We own one conduit through which we run fiber. We own a number of different conduit and fiber outside of this bank system. The maps below attempt to illustrate these systems. Dublink Multi-conduit System Dublink Multi-conduit System and The map with only the red lines represents Dublink whereas the lines that are blue on the secondary map show more of the conduit with fiber inside of it that lies outside the Dublink system. Mr. Brown stated that we utilize a network topology called rings. What rings do is create redundancy, fast pathways and both high reliability and scalability. Meeting RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting GOVERNMENT FORMS & SUPPLIES 644-224-3358 FORM NO, 10148 October y, 2UZ5 Page 6 orl4 Held 20 An explanation of rings is shown below. * Ring Network Topology, or Ring, is created Ring 1 / when fibers are spliced in such a way as to 9 | create a bi-directional ring from any given location along the route. ° This provides additional redundancy, fault tolerance, high reliability and scalability. ° Fiber that is in a ring is attractive to businesses that have critical communications and data-intensive applications that demand continuous uptime and high-speed data transmission. * Four rings have been created, for Economic Development purposes, in strategic locations along the route of the City’s fiber and our local data centers. Other rings exist for City operations. Rings one through four were done with economic development in mind and it attracts businesses that are looking for the attributes this offers. Mr. Brown stated that the project related to this Resolution would complete a gap to create two more rings. By closing this gap, it allows for the creation of two more rings for economic development. On September 13, four bids were received for this fiber installation. The engineer’s estimate for this project was $173,000. The lowest and best bid was from Fishel Company for $131,468.54. Staff recommended approval of the Resolution. There were no public comments. Mayor Fox thanked Mr. Brown for explaining the fiber project and providing clarity. Vote on the Resolution: Ms. Kramb, yes; Ms. Amorose Groomes, yes; Mayor Fox, yes; Mr. Reiner, yes; Vice Mayor De Rosa, yes; Mr. Keeler, yes. Resolution 69-23 Adopting the 2023 City of Dublin Parks and Recreation Master Plan Mr. Keeler introduced the Resolution. Mr. Earman provided a brief background of the Parks and Recreation Master Plan update. He stated that Council provided feedback throughout the review sessions and offered the following feedback: e The proposed Parks and Recreation Master Plan (PRMP) identified too many items in Chapter Six as High Priorities. Staff took each potential project and categorized them into time frames. This distributes the projects at a better tempo and will be easier to implement. ° Clearly identify implementation of capital projects and maintenance items identified in the PRMP in the operating budget and CIP. Implementation of capital and maintenance projects will be identified in the PRMP and in future operating budgets and CIPs. Planning for some capital projects is already in progress. Recently adopted 2024-2028 CIP funds were either budgeted or programmed for projects identified in the Plan. ° Clearly identify that the major projects included in the PRMP will not all necessarily be completed. The “major projects” should be addressed as high interest items since priorities will change over time. Staff made changes to the label of the “major projects” identified on pages 110 and 111 of the PRMP and changed the labels to “potential major projects.” The label for “Major Projects (Future Feasibility Studies)” on page 112 of the Plan has been changed to “Potential Initiatives (Future Feasibility Studies).” There was also language added to state that the PRMP does not constitute a funding commitment, and the actual implementation of the potential major projects and potential RECORD OF PROCEEDINGS Minutes-of Dublin City Council Meeting GOVERNMENT FORMS & SUPPLIES 844-224-G338 FORM NO, 1014S October 9, 2023 Page 9 of 14 Held 20 initiatives are subject to available funding and future capital improvement program review. e Clearly communicate progress implementing the PRMP needs to the public. In addition to the PRMP projects being implemented annually in the CIP and Operating Budget, staff will use the City’s existing reporting applications to keep Council and the community updated on the progress of implementing the PRMP. e The PRMP must continue the City’s commitment to being a destination city of choice. Several of the potential major projects and potential initiatives identified in the PRMP will further the City’s commitment to being a destination of choice. Examples include potential kayak livery and launch, potentially adding synthetic turf fields and potential event lawn improvements. e The PRMP identifies several maintenance needs in existing City parks. Staff should implement an annual maintenance assessment for existing parks similar to the assessment completed as part of the PRMP. Staff will continue to identify annual maintenance needs through our Asset Management Program in the City parks. As parks and infrastructure are inspected and maintenance needs are updated annually, staff will clearly identify these maintenance needs and address those in future operating budgets. e The PRMP should prioritize the maintenance of existing facilities and balance these maintenance needs with new investment. The plan focuses on maintaining and enhancing existing facilities with an eye towards ensuring current maintenance needs are prioritized. Several potential major projects in the Plan are the maintenance of existing facilities. e Conversations with neighboring communities regarding the funding partnerships needs to be a priority since Dublin is subsidizing parks and recreation amenities for residents of neighboring communities. The PRMP includes the following strategies to balance the parks and recreation needs of Dublin residents with the projected growth of non-residents: o Create partnerships with neighboring communities for regional planning efforts; o Establish funding partnerships with stakeholders; o Consider new pricing strategies for City facilities and partner with other entities to offset current operational and maintenances costs of amenities; and o Consider policy amendments and limitations for non-residents for usage of City parks and recreation amenities that are near or at capacity. Mr. Earman concluded that the resulting Plan is inclusive of the input received throughout the review process and the revisions directed by Council. There were no public comments. Vice Mayor De Rosa asked, referring to the last item discussed about usage and neighboring communities, if the plan was to move some of these policy considerations forward to Committees for discussion. Ms. O'Callaghan stated that she has asked staff to compile information with regard to our usage and our rates as it pertains to residents of neighboring communities. She recommended Council have a discussion during a work session. Consensus of Council was that a work session would be appropriate. Ms. Amorose Groomes stated that, in future budgeting, it would be helpful to know the evaluation that was done to understand the maintenance of our existing facilities. Mr. Reiner thanked staff for the comprehensive report. He asked about the smaller detail items that were called out as maintenance items. Mr. Earman stated that the majority of those smaller maintenance items would be considered overhead costs and projects that can be handled internally. RECORD OF PROCEEDINGS Dublin City Council Minutes of Meeting GOVERNMENT FORMS & SUPPLIES 844-224-3338 FORM NO. 10148 October 9, 2023 Page 10 of 14 Held 20 Mr. Reiner then asked about a botanical garden or a Japanese Garden and whether a site was selected for that. Mr. Earman stated that a site has not been chosen. He added that staff would be reviewing the master plans for Riverside Crossing Park and Coffman Park so that may provide some opportunity to look at those sites for any potential options. Ms. Amorose Groomes suggested involving the Dublin Arts Council when determining a location for the botanical garden. Mayor Fox asked about getting a clearer picture of the full-time employees needed to make sure that we can keep the maintenance of the parks up to expectations. Mr. Earman stated that can come forward with the operating budget. Vote on the Resolution: Mayor Fox, yes; Mr. Reiner, yes; Mr. Keeler, yes; Vice Mayor De Rosa, yes; Ms. Kramb, yes; Ms. Amorose Groomes, yes. OTHER BUSINESS e Proposed 2024 Council, Work Session and Committee Meeting Schedules Mr. Keeler moved to adopt the Council Regular Meeting, Work Session and Committee meeting schedules for 2024. Mr. Reiner seconded. Vote on the motion: Vice Mayor De Rosa, yes; Ms. Kramb, yes; Mr. Keeler, yes; Mr. Reiner, yes; Ms. Amorose Groomes, yes; Mayor Fox, yes. e Holiday Market Follow-up — Public Services Committee Recommendation Mr. Ranc stated that in May 2022, Council directed staff to conduct a feasibility study and explore holiday markets domestically and internationally. There was a significant amount of work done, including travel, to understand the operations and to experience holiday markets. In February 2023, staff brought its findings from the domestic and international trips to the Public Services Committee (PSC). At that time, staff recommended proceeding with a Request for Proposal (RFP) to conduct Phase Two of the feasibility study (Phase One was considered the fact-finding and was exploratory in nature). Phase Two would be an in-depth financial operating model and ownership aspect study that would help inform how to start a holiday market in Dublin. The PSC directed staff to meet with community partners to gauge interest before proceeding. In September, staff provided PSC with a report of consultations that were held with community partners, including representatives from Visit Dublin Ohio, Crawford Hoying, The Dublin Arts Council and the Historic Dublin Business Association. Each of the organizations expressed interest and general support for a holiday market. Between February and September, staff met with operators of holiday markets including German American Marketing Inc., German American Events LLC and Marketplace Consulting. These consultation meetings helped a great deal in determining the details and scope that would be incorporated into an RFP. The scope of the RFP would include: e Examples, analysis and recommendations for potential ownership models; e Examples, analysis and recommendations for potential operating models; o Five-year pro forma to capture start-up costs and cost recovery as market matures o Pro forma to include necessary City participation e Analysis and recommendations for sponsorship models; o Sponsorship needs and opportunities for one-time costs and on-going operating costs Minutes of RECORD OF PROCEEDINGS Dublin City Council Meeting [cie) IT FORMS & SUPPLIES 644-224-358 FORM NO. 10148 October 9, 2023 Page 17 of 14 Held 20 e Location analysis and recommendations o Emphasis on locations’ ability to drive fundraising/sponsorships o High-level sketch of potential market design. The PSC also stated that a potential holiday market in Dublin could include holiday traditions from various cultures, in addition to the traditional German ChristkindImarkt concept. Mr. Ranc clarified that there are two concurrent efforts occurring that are separate. He clarified that the holiday market RFP is one project and there was a separate RFP that was published at the end of September in support of Council’s goal number four. The RFP in support of Council’s goal is a much broader RFP for next generation community events. The RFP for the holiday market can provide a proof of concept for a market that is owned and operated separate from the City, although supported by the City. The two RFP’s would be providing different information. The PSC is recommending that City Council direct staff to proceed with the RFP for Phase Two of the feasibility study for a potential holiday market. Mayor Fox moved to proceed with an RFP to conduct Phase Two of a Feasibility Study for a potential Holiday Market in Dublin as recommended by the Public Services Committee. Mr. Reiner seconded. Vote on the motion: Ms. Kramb, yes; Mayor Fox, yes; Mr. Reiner, yes; Vice Mayor De Rosa, yes; Ms. Amorose Groomes, yes; Mr. Keeler, yes. STAFF COMMENTS Ms. O'Callaghan shared the following updates: e She welcomed our new Economic Development Director, Jeremiah Gracia. Jeremiah is a very familiar face as he previously served as a member of our economic development team from 2011 to 2020. Since that time, he has been leading economic development efforts for Grand Rapids, Michigan. He holds both Bachelor of Arts and Master of Public Administration degrees from Bowling Green State University. He also received his Certified Economic Developer professional designation in 2015 from the International Economic Development Council. Jeremiah is respected both in our community and throughout the region. His return not only brings with it the wealth of knowledge and relationships he cultivated during his nine-year tenure in Dublin, but also the invaluable experience and leadership he has gained during his time in Grand Rapids, Michigan. We are thrilled to have him back. e Congratulations to our Finance Department on earning the State Auditor’s Award with Distinction after completion of our 2022 audit. Only 4% of all audits annually receive this award so this is quite an achievement. e In furtherance of the Speed Management Program Council adopted earlier this year, staff launched the “Slow Down Dublin” campaign last Thursday. This public education and awareness effort has been a great team effort by Transportation & Mobility, Police and CPI, and has already generated interest from both the local media and on social media. The Slow Down Dublin page is live on the City’s website and includes information and a toolbox of resources, including car magnets, vinyl stickers and yard signs, plus opportunities to report a speed concern and request a speed laser or police ride-along. More than 40 residents have requested materials or reported an issue so far. As part of the Speed Management Program, the speed limit on Riverside Drive between Tuller and Martin Roads will be reduced from 40 to 25 miles per hour beginning this Thursday, October 12. Message boards are up notifying drivers of the upcoming change, and police will begin enforcement on October 30. RECORD OF PROCEEDINGS Dublin City Council Minutes of Meeting GOVERNMENT FORMS & SUPPLIES 644-224-3338 FORM NO, 10128 October 9, 2023 Page 12 of 14 Held 20 Additionally, staff has launched a survey regarding the potential addition of speed cushions on Cacchio Lane. The survey is on the City’s Tell Dublin survey platform and has been shared with the residents of the Belvedere and Riviera neighborhoods, as well as Jerome High School parents. We have received more than 70 responses so far. The survey will be up until October 20. e She announced the City’s first “Sustainable Saturday” on October 14 at our Fleet Maintenance building from 9 a.m. to noon. This year document destruction day is expanding to provide additional drop-off recycling services, including e-waste. Residents are invited to bring their used textiles, such as clothing and linens, to be donated. Towels and sheets will be donated to the Ohio Wildlife Center and repurposed for animal care. Clothes and other small household items will be donated to Goodwill to be given new life or recycled. We are also collecting Styrofoam to be densified and re-used. This is an exciting update to one of our most popular drive-through events. She thanked Emily Goliver for her efforts on this project. e The next Neighborhood Leadership Meeting will take place from 6 to 8 p.m. Wednesday, October 18, in the Council Chamber. This meeting takes place twice a year and is a great chance for the City to engage with our Homeowners’ Association and Civic Association leaders. The meeting is on Council’s calendar and the agenda has been shared with Council and finalized. She thanked Council for their feedback. e Weare looking forward to welcoming the community for the annual Halloween Spooktacular on October 19 and 20 at Coffman Park. The event is free and includes games, entertainment and the Haunted Playground. The first half-hour on Friday will be a sensory-friendly time for our guests with special needs. More than 35 local companies and organizations will be on hand at the Trunk or Treat to distribute candy. Trunk or Treat does require free timed tickets and Dublin residents and Dublin School District residents only are able to reserve those starting Monday, October 16. We hope to see everyone there at this family friendly event. e The first Community Engagement Meeting for the Dublin Community Recreation Center (DCRC) Refresh Master Plan will take place on Tuesday, October 24 at 6 p.m. in the Development Building Large Meeting Room. City staff and MSA Design will be presenting information that outlines current conditions of the building and related programming as well as providing some benchmarking data for the public to respond to with their feedback. This will be the first of three Community Engagement Meetings that will take place during the project. The project is anticipated to be complete by the end of February 2024. COUNCIL REPORTS e Administrative Committee: Vice Mayor reported that the Administrative Committee met on October 3 and had three items on the agenda. o Council Travel: the Administrative Committee directed staff to provide a document regarding Council’s stated thoughts on travel as the amount of travel has increased over the last few years. The Committee also requested an increase to the travel budget for 2024. The budget will be discussed when the operating budget comes forward at an upcoming meeting. The document included in Council’s packet is for Council's review, discussion and possible acceptance at the next Council meeting. o Council/Board and Commission Training: The Committee received an update on the status of training. We still have a significant number of our board and commission members that have not completed the required training that was due last March. Staff put together a set of RECORD OF PR )CEEDINGS uncl Minutes of Meeting GOVERNMENT FORMS & SUPPLIES 844-224-3338 FORM NO. 10148 October 9, 2023 Page 13 of 14 Held 20 activities ranging from office hours for people who may need assistance or helping members before or after a meeting to simplifying the training offered. The Committee will keep Council updated on those efforts. o Board and Commission Member Attendance: Information was included in Council’s packet regarding attendance and the efforts being made to improve where needed. Council will see the rules and regulations at the next Council meeting for approval where the attendance sections will be proposed to be amended. Ms. Amorose Groomes stated that, regarding the travel document, there are three categories that are listed. She proposed a fourth category for Committee meetings. Some Council members serve on national committees that have annual meetings, so she would like to have those defined in this document. Mayor Fox stated that travel has probably increased because we are bringing forward more energy when it comes to reaching out to other countries and we are a global city of choice. She expressed concern over having anything that ties the hands of Council members. She referred to the sentence that mentions exploratory trips and that the locations and members traveling will be determined by Council at the Council Retreat annually. Things do come up outside of the Council Retreat so she wants to make sure that there is nothing too binding for Council. She also shared that Council rarely uses the entire travel budget. She added that if there is a need to see other cities to bring back ideas and increase our economic development potential, then that should not be limited to a travel budget or policy. Mr. Reiner agreed that Dublin has 22 Japanese Corporates in it and in this last trip to Japan; it would have been nice to be able to meet more companies that are involved with our City. It is important for our community to keep making these connections. Mr. Keeler asked about the proper forum to discuss travel opportunities as they pop-up outside of opportunities that may be known at retreat time. He would like to see how those instances would be discussed and decided upon. Having set procedures or standards is good, but being able to pivot will be important also. COUNCIL ROUNDTABLE e Mr. Keeler welcomed Mr. Gracia. e Mr. Reiner welcomed Mr. Gracia back to Dublin. He also stated that he is still working on a number of initiatives from the trip to Japan with our neighboring cities. He stated that the Japanese American meeting that will be held in Columbus is a big honor that Dublin will be a part of. e Ms. Amorose Groomes welcomed Mr. Gracia. e Vice Mayor De Rosa welcomed Mr. Gracia. She also thanked the Ohio University and Dr. Burke and Provost Sayrs for the invitation to join them for the inaugural program of what is being called the Dublin Speaker Series. It is a health related series for residents. This first event was called, “Live Longer, Live Stronger, Staying Healthy As We Age.” She thanked Christine Nardecchia for her work on this program with Ohio University. The second in the series will be in the spring. She also shared that Dublin Bridges is holding their Halloween Costume Drive to provide costumes for kids in elementary schools who do not have access to one. The donation collection spot is at the Dublin Community Recreation Center. Please drop them off by mid next week so they can get them to the kids. Congratulations to Dublin Food Pantry who over the next week will be moving into their new facility. e Mayor Fox welcomed Mr. Gracia. She thanked the staff and Mr. Reiner who traveled to Japan on behalf of the City recently. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting GOVERNMENT FORMS & SUPPLIES 844-224-3338 FORM NO. 10146 Held October 9, 2023 Page 14 of 14 20 ADJOURNMENT The meeting was adjourned at 8:43 p.m. Mayor ~ [Presiding Officér *