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HomeMy WebLinkAbout11-06-2023 Work Session Minutes DUBLIN CITY COUNCIL WORK SESSION NOVEMBER 6, 2023 Minutes Mayor Fox called the Monday, November 6, 2023 work session to order at 6:10 p.m. Council members present: Ms. Alutto, Ms. Amorose Groomes, Vice Mayor De Rosa, Mayor Fox, Mr. Keeler, Ms. Kramb and Mr. Reiner. Staff present: Ms. O’Callaghan, Mr. Ranc, Mr. Hartmann, Chief Paez, Mr. Stiffler, Mr. Hammersmith, Ms. Willis, Ms. Rauch, Ms. Murray, Mr. Urbancsik, Mr. Hendershot, Mr. Gable, Mr. Brown, Ms. Nardecchia, Ms. Schoning, Ms. LeRoy, Ms. Gee, Mr. Earman, Ms. Wawszkiewicz, Ms. Blake, Ms. Goliver, Mr. Ament, Mr. Ashford. 2024 Proposed Operating Budget Ms. O’Callaghan stated that this process allows staff to review operations, determine how best to use City resources most effectively and efficiently, and also provides an opportunity to make sure that the budgets align with Council’s goals and strategic frame work. This proposed operating budget continues to uphold our commitment to responsible fiscal stewardship and the continuation of best- in-class services. She expressed her appreciation to the finance team for all the work that goes into preparing the budget. She was pleased to share that the budget is balanced and she learned that the City has received the highest credit rating from all three credit agencies. Mr. Stiffler reviewed the timeline for the operating budget. The second hearing is scheduled for November 27, 2023. Ms. O’Callaghan reviewed the proposed organizational chart. Council Work Session November 6, 2023 Page 2 of 23 She shared that the Chief Innovation and Technology role is proposed to be an in-house position rather than a previously contractual position. This organization also shifts the Economic Development Department to report directly to the City Manager. A Community Planning and Development Department is also being proposed, which in addition to Planning, would include the Building Standards, Code Enforcement and Zoning divisions. Ms. O’Callaghan shared her proposal to separate Engineering in furtherance of succession planning. Ms. Miglietti shared the new and reclassified positions, as follows: Ms. Miglietti then shared the position title changes that are proposed as part of this operating budget: She explained that these are not new positions; rather they are title changes and have a neutral impact on the operating budget. Healthcare Benefits Ms. Miglietti shared that there are 392 employees with 364 of them using the City’s insurance benefits. This totals 1,089 lives on the medical plan. She shared the last ten years of costs per employee per year. The costs are decreasing slightly in 2024 due to a reduction in the general claims cost. The stop loss premium has seen a year-over-year increase in the last five years. Ms. Miglietti shared a number of charts illustrating where we spend money in our health plan and the success that can be seen by our wellness visit utilization. Council Work Session November 6, 2023 Page 3 of 23 Mr. Stiffler shared a graph showing budget utilization since 2006. The actual expenditures, except for land acquisition, is targeted to be over 90% of budget for 2023. Other non-operating funds and activities are budgeted by Finance pursuant to City Council’s d irection and are largely predetermined. For example, the Capital Fund is budgeted to execute the approved 2024-2028 Capital Improvement Plan (CIP). Another example is the Debt Service Funds, which are budgeted to make payments on all current and 2024 proposed City debt. Mr. Stiffler invited Council Members to let him know if they have any questions about those funds, but he was not going to discuss those further at this work session. There are a few 2024 Operating Budget impacts that affect every department. They were:  Travel/Training was moved from Personal Services to Contractual Services ($712,593 budgeted);  Meeting Expenses was moved from Personal Services to Supplies ($57,550 budgeted); and  Employee Training and Development was moved from Personal Services to Contractual Services ($50,500 budgeted). These changes allow more flexibility regarding transfers when necessary. In response to Vice Mayor De Rosa’s question regarding approvals relating to the changes, Mr. Stiffler stated that the travel process does not change; this simply allows him to adjust as necessary between accounts whereas Personal Services was a more restrictive account and would not allow those adjustments. Legislative Services Ms. Delgado reviewed the noteworthy changes in the Legislative Services budget. Mayor Fox asked about the fluctuation in the Ceremonial Fund. Ms. Delgado explained that the Ceremonial Fund can fluctuate depending upon the events, receptions and recognitions throughout the year. She also noted that there was a decrease in the fund when the Memorial Tournament badges for Council Members were no longer purchased from this fund. Council Work Session November 6, 2023 Page 4 of 23 In response to Ms. Kramb’s question regarding Swagit Services, Ms. Delgado stated that the Swagit Services are not part of this budget; rather it is included in Information Technology’s budget. Board and Commissions There were no questions or comments regarding the Boards and Commissions’ budget, as there were no noteworthy changes to this budget. Office of the City Manager Council Work Session November 6, 2023 Page 5 of 23 Ms. Blake shared the noteworthy changes to the City Manager’s budget. There were no questions or comments regarding these changes. Court Services Ms. Schoning shared the changes in this budget as proposed from 2023. There were no questions or comments regarding these department budgets. Council Work Session November 6, 2023 Page 6 of 23 Legal Services Ms. Blake reiterated that the only change was moving the Broadband legal services from the Office of the City Manager to the Legal Services budget. Human Resources Ms. Miglietti stated that the 2% increase in the Human Resources budget is largely due to the increase in the cost of services provided by Human Resources such as pre-employment screenings. She added that the Seasonal Appreciation Luncheon was removed a s seasonal employees are invited to the citywide employee appreciation events. There were no questions or comments. Communications & Marketing Ms. Weisenauer began by calling attention to the newly named “Communications and Marketing” division. It was previously known as “Communications and Public Information.” She reviewed the noteworthy changes to the proposed 2024 budget. Council Work Session November 6, 2023 Page 7 of 23 There were no questions or comments. Economic Development Mr. Gracia shared the notable changes to the Economic Development operating budget as proposed for 2024. He highlighted the Contractual Services line, which is directly related to the implementation of the Strategic Plan that was just adopted. There were no questions or comments. Innovation & Analytics and Information Technology Mr. Brown stated that both of these teams are primarily internal administrative support. He shared the noteworthy changes, including some inflationary increases. He reiterated that Innovation and Technology staff support the strategic framework by supporting the initiatives in other departments. He stated that they are in the process of conducting a lifecycle review of the software that is used by departments across the City. He noted that fluctuations can be seen in their budgets as new or different technology is brought on-board for use by a department. Council Work Session November 6, 2023 Page 8 of 23 There were no questions or comments. Police Chief Paez stated that there are two new Police Officer positions proposed for the operating budget for 2024. He shared that in 2021, two Police Officer positions were added to create a sixth district for patrol, which included the Historic District and Bridge Park. The two officers proposed for 2024 would be used differently. These officers would be used as a “Business District” unit in the Bridge Park and Historic Dublin area to engage with businesses and be visible around the parking garages, parks, high traffic areas, etc. He stated that implementing a Business District Unit and using these officers in a different way helps to prepare for future growth for other areas of the City with growth potential such as Metro or the West Innovation District. In response to a question from Ms. Amorose Groomes, Chief Paez stated that a Business District footprint is primarily the Bridge Park business area. Council Work Session November 6, 2023 Page 9 of 23 Mr. Reiner thanked the Chief for being proactive. Chief Paez appreciated the comments and stated that they have looked at other cities for models as well. Chief Paez reviewed the noteworthy changes in the Police Department operating budgets. Mayor Fox asked about the Text to 911 Software. Chief Paez stated that this involves providing additional information through a profile if there is additional information that the caller would like to communicate to the dispatcher. He is hopeful that this resource will grow. Vice Mayor De Rosa asked why software costs and maintenance are sometimes part of the Information Technology budget and other times are part of the department specific budget. Mr. Stiffler stated that the only reason it would be in the department specifically would be if there were a policy reason that it has to be there. In the case of NRECC (Northwest Regional Emergency Communications Center), there are partners who have to pay their share of the software, so the software costs are kept with the department to facilitate that partnership. Council Work Session November 6, 2023 Page 10 of 23 Finance Mr. Stiffler reviewed the noteworthy changes to the budget for Finance operations. The Hotel/Motel Fund has increased due to moving the 10% of the 35% that Council chooses to give Visit Dublin Ohio to a different account to show that it is not a statutoril y required disbursement, rather a Council decision. Hotel/motel tax revenue continues to recover. Mayor Fox confirmed that the 10% that is allocated to Visit Dublin Ohio is something that Council can decide upon year to year. Mr. Stiffler responded affirmatively. Council Work Session November 6, 2023 Page 11 of 23 Regarding Taxation, Mr. Stiffler shared that there was an increase in temporary services for the help that is needed at tax filing time. He also stated that there is a decrease to income tax refunds, which was budgeted at $4.5 million in 2023 and is proposed in 2024 at $4.2 million. The variability with the income tax refunds has less to do with remote work and more to do with the Ohio Business Gateway. Community Planning & Development Ms. Rauch stated that there are minimal changes, but reviewed what was noteworthy, such as Metro Center Implementation, which is a goal of City Council. Mayor Fox asked about the 3D modeling, how it will be used and expanded, and if the funding is sufficient. Ms. Rauch stated that this is continuing to evolve, but she believes the funding was appropriate. Council Work Session November 6, 2023 Page 12 of 23 Ms. Rauch stated that there are no noteworthy changes to the Building Standards budget. There were no questions or comments. Engineering – Transportation & Mobility Ms. Willis shared the noteworthy changes affecting the General Fund for Transportation and Mobility and how this budget aligns with the Strategic Framework. Ms. Amorose Groomes asked if capacity was built into the budget for LinkUS when it is time to educate residents. Ms. Willis stated that when the time comes, she will work with Communication and Marketing on a communications plan. Ms. Amorose Groomes asked about where the study for LinkUS would be. Ms. Willis stated it is included in the SR 161 East Corridor Visioning and Preliminary Engineering. There was brief discussion regarding where the LinkUS initiative would terminate. Ms. Willis stated that staff will still be studying how to get service to where LinkUS ultimately terminates Council Work Session November 6, 2023 Page 13 of 23 (likely on the West side, by a mobility hub). Ms. Amorose Groomes asked if there was adequate funding for those determinations. Ms. Willis responded affirmatively. Mayor Fox asked for more information about the funding of the Dublin Connector shuttle operations. Ms. Willis stated that staff has submitted the 5310 grant to support the Dublin Connector for next year. In 2023, a $150,000 grant was received and staff has requested that same level of support for 2024. In response to a question by Mayor Fox about grant funding, Ms. Willis stated that staff is always looking for grant opportunities. Ms. Willis reviewed the increases to the Street Fund and State Highway Funds. There were no questions or comments. Engineering Council Work Session November 6, 2023 Page 14 of 23 Mr. Hammersmith stated that the Engineering budget’s impact to the General Fund was a 9% increase primarily for contractual services. He reviewed the noteworthy changes to the Water Fund and the Sewer Fund. There were no questions or comments. Parks and Recreation Director Mr. Earman stated that he would be presenting the Parks and Recreation division budgets, which include: Parks and Recreation Director, Community Events, Recreation Services and Outreach and Engagement. Council Work Session November 6, 2023 Page 15 of 23 Mr. Earman reviewed the notable changes to the Parks and Recreation budget within the General Fund and the Hotel/Motel Fund. Council Work Session November 6, 2023 Page 16 of 23 Mr. Earman stated that the increase in the Recreation Fund is due to a successful rebound to recreational programming post pandemic. There were a variety of increased costs and other inflationary increases that factor into this fund as well. The Community Recreation Center includes a 7% increase, most of which is attributed to various increased costs and inflationary increases. Mr. Earman reviewed the notable changes for the Pool Fund within Recreation Services. Council Work Session November 6, 2023 Page 17 of 23 Mr. Earman stated that the Community Events budgets have slight increases and reviewed the notable changes to the Hotel/Motel Fund and the Recreation Fund. Mr. Earman reviewed the noteworthy changes to the Outreach and Engagement Budget within the General Fund. There were no questions or comments. Public Services Mr. Anderson stated that he would be presenting the budgets for the following work units: Parks Operations, Solid Waste, Forestry, Horticulture, Cemetery and Street and Utilities. Council Work Session November 6, 2023 Page 18 of 23 Mr. Anderson shared the noteworthy changes to Park Operations within the General Fund. He added that there were no notable changes to the Park Operations within the Hotel/Motel Fund. Council Work Session November 6, 2023 Page 19 of 23 Mr. Anderson reviewed the noteworthy changes in Solid Waste Management within the General Fund. Mr. Anderson stated that the Forestry budget in the General Fund proposes a 42% increase mainly due to the large street tree-pruning contract. He stated that he is hopeful that within the next two to three years, staff would catch up on the program with the additional funding that is proposed. Ms. Amorose Groomes asked what percentage of our tree pruning we would hope to address annually. Mr. Anderson stated that a three-year cycle would be the goal, so 33% or so per year would be ideal. Currently the City has about 34,000 street trees with new trees added as streets develop. Ms. Amorose Groomes asked if staff had a map that might be color coded to show what trees would be due when. Mr. Anderson stated that everything is identified through the years of cycles, so the plan is to section the City into sections or quadrants. Ms. Amorose Groomes stated it would be helpful to have these zones of street trees identified because it seems some have not been addressed yet. Mayor Fox asked if there are any personnel needs or if contractual services covers the work that needs done to maintain our parks at a certain level. Mr. Anderson stated that there are no reductions proposed to contractual services. He will provide additional information on what is included in the contractual services number. Mr. Stiffler stated that the mowing contractual services was moved from the Park Operations Budget to the Parks and Recreation Budget which is why it looked to be reduced, but was actually just moved to another account. Ms. Amorose Groomes asked if this was a bid year for those services. Mr. Earman stated the bid year is next year for these contracts. Vice Mayor De Rosa asked about levels of supervision and oversight as pruning work takes place. Mr. Anderson stated that there is no increase in cost to have City staff oversight on the pruning work. Mr. Anderson stated that if additional supervising services were needed for this work, he would explore hiring seasonal employees to oversee the pruning. Ms. Amorose Groomes stated that the mapping she suggested could be useful to notify residents ahead of time that the pruning work would be starting. Council Work Session November 6, 2023 Page 20 of 23 Mr. Anderson reviewed the noteworthy changes to the Horticulture budget within the General Fund. Mayor Fox asked about the Woodlot Maintenance Program. Mr. Anderson explained that the Woodlot Maintenance Program is a categorization of all of the woodlots in the City. It keeps the City on track with improving and maintaining the woodlots. In response to Ms. Amorose Groomes’ question regarding the maintenance of woodlots, Mr. Anderson stated that invasive species are addressed as part of the program. Mr. Anderson shared the noteworthy changes to the Cemetery Fund. There were no questions or comments. Council Work Session November 6, 2023 Page 21 of 23 Mr. Anderson reviewed the Street and Utility Operations Budget and any changes proposed for next year. There were no questions or comments. Asset Management and Quality Assurance Mr. Ranc presented the noteworthy changes to the Asset Manageme nt and Quality Assurance budget within the General Fund. There were no questions or comments. Council Work Session November 6, 2023 Page 22 of 23 Facilities and Fleet Management Mr. Ashford presented the Facilities Management budget within the General Fund. He reviewed the notable changes accounting for the 5% increase in that overall budget. There were no noteworthy changes in the Recreation Fund. Mr. Ashford stated that the cost of parts and supplies increased for next year, but there were no noteworthy changes to the budget for Fleet Management. Council Work Session November 6, 2023 Page 23 of 23 Ms. Alutto asked if Mr. Ashford has noticed a difficulty in getting parts. He stated that it seems to take a while to get the parts in once ordered, especially automotive parts. Mayor Fox asked about solar opportunities. Mr. Ashford stated that solar will be installed on the Service Center building next year and the roof of the carport for the electric vehicle charging stations will also have solar installed. Mayor Fox asked if staff could benchmark with other cities. Ms. O'Callaghan stated that staff is always watching what other cities are doing relative to solar. Vice Mayor De Rosa thanked staff for all the work that went into the budgets. Mr. Keeler agreed. Mayor Fox stated that they routinely hear about the level of service in Dublin and the joy that people have to live here. The work that staff does is greatly appreciated by the residents. The meeting was adjourned at 7:28 p.m. Vane Tey Presiding @fficer - Mayor / ‘nad (uel cleiipr Coungif J