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HomeMy WebLinkAbout09-16-2024 Council MinutesMinutes of RECORD OF PROCEEDINGS Dublin City Council Meeting GOVERNMENT FORMS & SUPPLIES 844-224-3338 FORM NO. 10748 Held September 16, 2024 CALL TO ORDER Mayor Amorose Groomes called the Monday, September 16, 2024 Regular Council Meeting of Dublin City Council to order at 6:15 p.m. ROLL CALL Present were Vice Mayor Alutto, Mayor Amorose Groomes, Ms. De Rosa, Ms. Kramb and Mr. Reiner. Mr. Keeler and Ms. Fox were absent. Staff members present were Ms. O’Callaghan, Mr. Hartmann, Chief Paez, Ms. Weisenauer, Mr. Stiffler, Mr. Earman, Ms. Wawzskiewicz, Mr. Gable, Mr. Hammersmith, Ms. Blake, Mr. Althouse, Ms. Wade, Ms. Goliver and Mr. Ament. Others present: David Kramer, altafiber ADJOURNMENT TO EXECUTIVE SESSION Mayor Amorose Groomes moved to adjourn to executive session for the following purposes: e Personnel Matters: Considering the Employment of a Public Employee. Vice Mayor Alutto seconded the motion. Vote on the motion: Ms. De Rosa, yes; Ms. Kramb, yes; Vice Mayor Alutto, yes; Mr. Reiner, yes; Mayor Amorose Groomes, yes. The meeting was reconvened at 7:02 p.m. PLEDGE OF ALLEGIANCE Mayor Amorose Groomes invited Ms. Kramb to lead the Pledge of Allegiance. CITIZEN COMMENTS There were no comments. CONSENT AGENDA ¢ Minutes of the August 19, 2024 Council Work Session; ¢ Minutes of the September 9, 2024 Regular Council Meeting; and * Excuse the Absence of Mayor Amorose Groomes from the September 9, 2024 Regular Council Meeting. There was no request to remove an item from the Consent Agenda. Mayor Amorose Groomes moved to approve the Consent Agenda. Vice Mayor Alutto seconded the motion. Vote on the motion: Ms. Kramb, yes; Vice Mayor Alutto, yes; Mr. Reiner, yes; Mayor Amorose Groomes, yes; Ms. De Rosa, yes. SECOND READING/PUBLIC HEARING/VOTE - ORDINANCES Mayor Amorose Groomes moved to waive the Council Rules of Order and read Ordinances 30-24 through 35-24 together. Vice Mayor Alutto seconded. Vote on the motion: Mr. Reiner, yes; Ms. De Rosa, yes; Ms. Kramb, yes; Mayor Amorose Groomes, yes; Vice Mayor Alutto, yes. [The Clerk read abbreviated titles into the record]. Ordinance 30-24 Authorizing the City Manager to Execute and Accept Necessary Conveyance Documents and Contracts to Acquire a 0.002-acre Easement from the Property Located at 86 South High Street, Identified as Franklin County Parcel Number Minutes of RECORD OF PROCEEDINGS Dublin City Council Meeting GOVERNMENT FORMS & SUPPLIES 844-224-3338 FORM NO. 10148 Held September 16, 2024 Page 2 of 8 20 273-000086-00 From Robert E. Benson for the Public Purpose of Carrying Out the South High Street Utility Burial - Phase 2 Project (22-018-CIP) Ordinance 31-24 Authorizing the City Manager to Execute and Accept Necessary Conveyance Documents and Contracts to Acquire a 0.003-acre Easement from the Property Located at 48-52 South High Street, Identified as Franklin County Parcel Number 273-000087-00 from Providential Properties, LLC for the Public Purpose of Carrying out the South High Street Utility Burial - Phase 2 Project (22-018-CIP) Ordinance 32-24 Authorizing the City Manager to Execute and Accept Necessary Conveyance Documents and Contracts to Acquire a 0.002- acre Easement from the Property Located at 30 and 32 South High Street, Identified as Franklin County Parcel Number 273-000008-00 from Corwin Properties, LLC, an Ohio Limited Liability Company for the Public Purpose of Carrying out the South High Street Utility Burial - Phase 2 Project (22-018-CIP) Ordinance 33-24 Authorizing the City Manager to Execute and Accept Necessary Conveyance Documents and Contracts to Acquire a 0.002-acre Easement from the Property Located at 24 South High Street, Identified as Franklin County Parcel Number 273-000056-00 from J & E Price, LLC for the Public Purpose of Carrying out the South High Street Utility Burial - Phase 2 Project (22-018-CIP) Ordinance 34-24 Authorizing the City Manager to Execute and Accept Necessary Conveyance Documents and Contracts to Acquire a 0.047-acre Easement from the Property Located at 224 South High Street, Identified as Franklin County Parcel Number 273-012301-00 from Timothy R. Greenhalgh and Angela A. Greenhalgh for the Public Purpose of Carrying out the South High Street Utility Burial - Phase 2 Project (22-018-CIP) Ordinance 35-24 Authorizing the City Manager to Execute and Accept Necessary Conveyance Documents and Contracts to Acquire a 0.035-acre Easement from the Property Located at 200 South High Street, Identified as Franklin County Parcel Number 273-012300- 00 from Floyd Tackett and Sharon Ann Slone Tackett for the Public Purpose of Carrying out the South High Street Utility Burial - Phase 2 Project (22-018-CIP) Mr. Gable stated that there are no changes to these Ordinances from the first reading. Staff recommended approval. There were no public comments. Vote on the Ordinances: Mayor Amorose Groomes, yes; Mr. Reiner, yes; Ms. De Rosa, yes; Vice Mayor Alutto, yes; Ms. Kramb, yes. Ordinance 36-24 Amending the Annual Appropriations for Fiscal Year Ending December 31, 2024 (Q3) Mr. Stiffler stated there are no changes to this ordinance from the first reading. Staff recommended approval. There were no public comments. Minutes of. RECORD OF PROCEEDINGS blin City Council Meeting OVERNMENT FORM: SUPPLIES 844-224-3338 FORM NO, 10148 September 16, 2024 Page 3 of 8 20 Ms. De Rosa thanked Mr. Stiffler for the additional information regarding CORMA (Central Ohio Risk Management Association). She asked if Dublin still determines the levels of coverage and amounts even though it is pooled as part of CORMA. Mr. Stiffler responded affirmatively but stated that he would confirm with the Risk Manager. Vote on the Ordinance: Ms. Kramb, yes; Vice Mayor Alutto, yes; Mr. Reiner, yes; Mayor Amorose Groomes, yes; Ms. De Rosa, yes. INTRODUCTION/PUBLIC HEARING — ORDINANCES Ordinance 37-24 Adopting the 2025-2029 Five-Year Capital Improvements Program Vice Mayor Alutto introduced the Ordinance. Ms. O'Callaghan stated that pursuant to Article Eight of the Revised Charter, the City Manager is responsible for preparing and submitting to Council a five-year Capital Improvements Program (CIP). She stated she was pleased to present this 2025-2029 CIP Budget for Council’s consideration. The proposed CIP was prepared with Council’s strategic framework and plans and Council’s goals to ensure alignment across the organization. The CIP continues to prioritize maintenance of our existing infrastructure each year. Staff reevaluates projects programmed in the CIP annually. It is not uncommon for projects to change for several reasons including new project priorities, the timing of development, alignments with corresponding projects, status of necessary land acquisitions, utility relocations, etc. The estimated cost for planned projects is also reviewed each year to take into account new information such as inflation or broader economic considerations from a high-level perspective. Ms. O’Callaghan explained some of the updates in this proposed CIP that align with other project timing. The CIP reflects grants that have been received and projects for which additional grant funding will be sought. She thanked staff for their work reviewing the CIP and all the projects. She also thanked Council for their time reviewing projects and having the conversations through work session discussions. Mr. Stiffler stated that this is the first hearing of the 2025-2029 CIP. The second hearing will be held on October 21. The total for projects in the CIP is just over $325 million. The largest component is streets and parking, which is not unusual. He stated there are significant dollars allocated for sanitary sewer projects. Funding sources are relatively stable through the five-year period. Unfunded projects fall into two categories: sewer projects, pending a future Council discussion around Enterprise Funds and how to fund those projects; and alignments of projects relative to Columbus’s fourth water main project, which are dependent upon discussions with Columbus. These pending discussions will not happen in time to pass this CIP. This CIP demonstrates support for the projects, but not necessarily the funding path at this time. The City continues to prioritize maintenance. The CIP includes $107 million for maintenance and $218 million in new infrastructure. There are a significant number of sewer projects, which is the only anomaly compared to prior CIPs. A detailed description of all the individual projects was provided to Council in the meeting materials with a breakdown of the projects and project years. There were no public comments. Second reading/public hearing is schedule for October 21, 2024. INTRODUCTION/PUBLIC HEARING/VOTE — RESOLUTIONS Resolution 49-24 Authorizing the City Manager to Enter into an Agreement with Frost Brown Todd, LLP for Law Director Services Vice Mayor Alutto introduced the Resolution. Ms. O'Callaghan stated that this resolution proposes an agreement with Frost Brown Todd for Law Director Services to provide general and special services for two years continuing through 2026. Pursuant to Council’s direction, staff conducted a competitive selection process for Law Director Services earlier this year. The City received two proposals in response to the Request for Proposals (RFP). Frost Brown Todd submitted a proposal for comprehensive legal services in accordance with the requested scope. The other proposal Minutes of RECORD OF PROCEEDINGS blin City Council Meeting GOVERNMENT FORMS & SUPPLIES 644-224-3338 FORM NO. 10148 Held September 16, 2024 Page 4 of 8 20 that was received was only for the special legal services portion of the requested scope of services. The Frost Brown Todd team has a long record of service for the City and has a wealth of historical and institutional knowledge due to decades of working with the City. Phil Hartmann will continue to oversee all aspects of the Frost Brown Todd team assisting the City on a day-to-day basis. He has worked with the City of Dublin for nearly 25 years and has been asked by the firm to serve as the Chair of the Frost Brown Todd Government Service Practice Group beginning January 1, 2025. The monthly flat fee rate for routine services is $69,360. Ms. O'Callaghan provided examples of what is considered routine services as they are listed in the draft agreement. Non-routine services include labor and employment, eminent domain litigation and special projects which are billed outside of the retainer. This proposed agreement maintains the same scope and the same fees as the current contract with no increases. Staff recommended approval. There were no public comments. In response to Ms. De Rosa’s question about additional support at another board meeting and whether additional fees would be incurred, Ms. O’Callaghan stated that scheduled meetings are covered by the retainer. She further clarified that any meetings of Council’s bodies are all covered by the retainer. Vote on the Resolution: Mr. Reiner, yes; Ms. Kramb, yes; Ms. De Rosa, yes; Mayor Amorose Groomes, yes; Vice Mayor Alutto, yes. Resolution 50-24 Accepting the Amounts and Rates as determined by the Budget Commission and Authorizing the Necessary Tax Levies and Certifying them to the County Auditor Vice Mayor Alutto introduced the Resolution. Mr. Stiffler stated that this is a yearly routine resolution. It does not include any tax increases. It does include a reallocation of inside millage. The City has historically passed this at 0.35 mils to the Parkland Fund and 1.4 mils to the Capital Improvements Fund. This year, it will be changed to 1.75 mils to the Capital Improvements Fund as part of the funding plan for the Sports Ohio complex. The plan is to maintain that allocation for the next three years and then revert to the parkland allocation in years four and five of the CIP. There were no public comments. Mayor Amorose Groomes stated that she is a firm believer in the Parkland Fund and feels it is incredibly important. She does not like deviating from the plan because it has served the community so well. She added that parkland is getting more and more expensive and having the dedicated funding stream in place really helps to offset the cost when an opportunity comes to light. She is not supportive of abandoning that long-held practice, but she stated her understanding for the recommendation. In response to Ms. De Rosa’s question regarding whether this adjustment was necessary for the CIP or if there was enough capacity, Mr. Stiffler stated that a CIP could be built without using the inside millage with some adjustments. Mr. Stiffler stated that the “give” would be in flexibility, not financing. Staff programmed the first three years of the CIP to be in the Capital Improvements Fund instead of the Parkland Fund so there would be greater flexibility to finance the Sports Ohio acquisition because only a small component of that is parkland. He suggested that this proposed change in millage could be switched back in year three because there will be revenue growth that exceeds budget. He stated that for the first year of the CIP, it is important that the millage go to the Capital Improvements Fund for the flexibility, but in future years, it could be adjusted back if that is the preference of Council. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting JOVERNMENT FORMS & SUPPLIES 644-224-3338 FORM NO, 10146 Held September 16, 2024 Page 5 of 8 20 Mayor Amorose Groomes reiterated the importance of parkland to the community and the importance of a dedicated funding model. Ms. De Rosa agreed and expressed support for revisiting the change in millage next year. Vice Mayor Alutto agreed and expressed her appreciation for having the dedicated funding for the Parkland Fund. She stated that she feels comfortable knowing that this will be discussed on a yearly basis. Mr. Stiffler stated he was happy to revisit this next year and stated that he would not hesitate to recommend using resources to purchase parkland if available, knowing that this type of acquisition is usually a “now or never” proposition. Ms. Kramb verified that this decision on this resolution is only for one year, 2025. Mr. Stiffler responded affirmatively. Vote on the Resolution: Ms. De Rosa, yes; Mr. Reiner, yes; Vice Mayor Alutto, yes; Ms. Kramb, yes; Mayor Amorose Groomes, yes. OTHER BUSINESS e Fiber to Every Home Project Update Mr. Brown provided a high-level overview update of the Fiber to Every Home (FTEH) Project. He stated that staff continues to hold coordination calls with altafiber. Regarding project implementation and administration, Mr. Brown shared the following: o Project Implementation and Administration: = Engineering has been processing permits at a very good rate and the rest of this year’s work seems to be in order; = Advertised pricing is equal to pricing advertised in other Ohio markets; and = The first payment application from altafiber, which will include payment for the approximately 3,000 addressable locations will be submitted at the end of the third quarter 2024. o Communications and Marketing Activities: = Project landing page was created and has received over 9,400 views; = Over 2,700 residents signed up for updates regarding the project; and » 1,810 residents notified altafiber of having a dog fence or sprinkler system to watch out for. o Permitting and Construction: = Permits for the remainder of the 2024 construction period are currently being reviewed by engineering staff, they will then move on to 2025 permits; » Field construction of Phase 1 is ongoing; and » Field marketing activities beginning; Code Enforcement has worked with altafiber regarding identification and solicitation policies. Ms. Weisenauer shared the details of the communication plan and provided an update on the standard communication methods. She stated that staff has brought awareness about the goal and the mission of the project and used all the tools in the toolbox to build excitement as people are kept informed. Ms. Weisenauer provided an example of the communications that residents can expect to receive as the project progresses including: a co-branded (altafiber and City) mailer 90 days in advance; a postcard mailer 30-60 days in advance; and a construction door hanger 15 days in advance. She stated that one of the lessons learned with this process has been that people thought these were marketing ads and not informational pieces, so they discarded them. To assist with this issue, the City produced a flyer that was informational in nature that was sent to the homes after permits were approved. Yard signs have also been added as a touch point as people drive through their neighborhoods. The yard signs are installed about 15 days in advance of the work starting. The virtual meeting that was held on August Minutes of RECORD OF PROCEEDINGS Dublin City Council Meeting GOVERNMENT FORMS & SUPPLIES 844-224-3338 FORM NO. 10148 Held September 16, 2024 Page 6 of 8 20 21 with Coventry Wood residents was recorded and may be repurposed to be able to share information with other neighborhoods. Ms. Weisenauer also discussed the website, which gets updated weekly with construction updates, a podcast with David Kramer that was recorded earlier today (9/16) and the plan to add a button to the Go Dublin app. This new button on the app would take residents to the altafiber page. She noted the Dublin Construction Hotline, which is 614-859-6723. She stated that the biggest concern they are hearing from residents right now is the restoration of the area. Staff has been working with homeowners associations (HOAs) and using social media to let people know to inform altafiber about private utilities in their yard (dog fences, sprinkler systems). There are two sites for people to get information: DublinOhioUSA.gov/most-connected and altafiber.com/Dublin-build. Mr. Kramer stated that altafiber crews have been working tirelessly with staff and he expressed his pride that last Friday (9/13) they released 3,100 addresses in the City of Dublin and they are on pace to do about 8,500 addresses in the City in 2024. He also shared that altafiber will be building fiber within the city that encompasses 1.5 million feet of new underground telephone. Crews are putting two to three miles of new underground conduit in the ground every day in Dublin. He stated that most of the residents are excited to see the crews working. He also shared that the website views are very high. He reiterated that the website is the best way to communicate any issues with this project. He stated that the biggest issue he has is with restoration because there is no rain. It may take some time, but altafiber has committed to Dublin to come back and do all the restoration necessary until the resident is satisfied. Mr. Kramer shared some construction photos of what a final installed fiber optic pull box looks like. He also shared a map that illustrates the phasing of the construction. He thanked Council for participating in the fiber splicing event that was held at Coffman Park on September 14. Mr. Reiner asked if they are running a metal wire with the fiber so it can be detected. He stated that all our facilities need to be fully locatable. Mr. Kramer stated that the fiber cable has a wire conductor in it for tracing. Ms. Kramb requested the presentation that was used for this update so it can be shared with residents. She also requested the City flyer that was referenced in electronic format to be able to share with residents. She suggested that the next round of yard signs says that construction is coming so people do not mistake it for an advertisement. Ms. Kramb sought clarification regarding the Go Dublin app. She asked how a resident would submit a request in the app to contact the City of Dublin to see the permit for work in their yard. Ms. O'Callaghan stated that residents would select the construction option for service requests. Regardless of whether the resident makes the wrong selection, the request will eventually be routed to the appropriate staff. The weekly HOA email had been very generic, but more detail was added which was appreciated. Ms. De Rosa took a moment to reflect on how fast this has really occurred. She acknowledged the work of Doug McCollough and Dana McDaniel who were instrumental in this work. She asked for clarity regarding when people who reach out to the customer line can expect to receive a call back. If it is a 24-hour turnaround, then be clear about that to set expectations. Ms. O’Callaghan stated that the altafiber website does indicate that the resident can expect to receive a response the next business day. Ms. Kramb stated that, in her experience, residents want to share pictures. There is no way to attach pictures on the construction website. She asked if there was a way that they could attach photos. Mayor Amorose Groomes stated that she drove through Coventry Woods and it looks like it is coming together nicely. She thanked them for their response and Minutes of RECORD OF PROCEEDINGS Dublin City Council Meeting GOVERNMENT FORMS & SUPPLIES 644-204-3308 FORM NO. 10148 Held September 16, 2024 Page 7 Og 2 working through the issues. The splice event was very interesting and everyone seemed to enjoy the event. She added that it is great that all the fiber is in a conduit just beneath the surface. It will go a long way to protect the fiber that is in the ground. Mr. Kramer stated that the conduit makes it future proof. STAFF COMMENTS Ms. O'Callaghan had no report. COUNCIL LIAISON REPORTS e Ms. De Rosa stated that there was not a US 33 Corridor Group meeting to report on. Planning and Zoning Commission has been using the Envision Dublin Community plan effectively as new developments come forward. e Mr. Reiner stated that the Dublin Arts Council is adding an opening act for every one of the concerts in the concert series. e Ms. Kramb reported that she will attend the Washington Township meeting next week. She added that the Architectural Review Board will be reviewing an application related to the Riverview Street development. e Mayor Amorose Groomes shared that there is a meeting with the Dublin Schools, Cardinal Health and the City on Friday (9/20). Regarding MORPC, Mayor Amorose Groomes stated that they voted on their track funding, and she announced that the Dublin Connector made the top five candidate projects. She expressed appreciation for the staff at MORPC and the City staff that helped assemble the application for that funding. Finally, she congratulated Jeannie Willis on the Safety Champion Award that she will be receiving at the upcoming MORPC’s Safe Street Summit. COUNCIL ROUNDTABLE Ms. Kramb thanked the Kung Fu Tai Chi Association for inviting her to ceremonies and the Moon Festival on Saturday, September 14. It was a well-attended event. She also shared that she attended a ribbon cutting for the Junior Library Guild. She was very impressed with the tour and the work they do there supplying all the books to school libraries. Mr. Reiner stated that there is a Community Development Committee meeting tomorrow (9/17) at 5:00 p.m. and there is a Veterans Advisory Committee meeting on Thursday (9/19) at 3:30 p.m. Ms. De Rosa stated that she emailed Council Members the suggested discussion items for the Council Retreat on November 8. She encouraged members to review the suggested topics and reach out if there are any other topics they wish to be put on the agenda. Mayor Amorose Groomes shared that Mayor Ginther reached out to put together some assistance for our friends in Springfield. They are a member, as are we, of the Ohio Mayors Alliance and their population is similar in size to Dublin. She and Mayor Ginther met with the Mayor and City Manager of Springfield with the Mayors of Toledo, Athens, Akron, Dayton and Cincinnati in attendance as well. She stated that to hear what they are going through right now in the national media is heartbreaking. Different communities have different strengths of how they can help fill some voids. One of the things that they are having difficulty with is that they have one communications person for the entirety of the City. Their City Manager explained that they have not even looked at social medial anymore because it is too difficult. Mayor Amorose Groomes stated that she offered him, with Council’s approval, the tools that we use in Dublin regarding public sentiment. She stated that we could assemble who we use, and what we have in place and turn that information over to them to help. She asked for Council’s thoughts on that. Former Governor Taft has stepped forward to try and assist them with grant writing. Ms. Kramb expressed her support for sharing our processes and information regarding our resources for those tools. Mayor Amorose Groomes clarified that it is not a commitment of any staff or anything, it is just the sharing of information. Ms. De Rosa shared that she is RECORD OF PROCEEDINGS Aileen Dublin City Council Mectinn OVERNMENT FORMS & SUPPLIES 844-224-3338 FORM NO. 10148 September 16, 2024 Page 8 of 8 Held 20 appreciative of Mayor Amorose Groomes meeting with them and she is supportive and appreciates staff’s willingness to help pull together some information for them. Ms. O'Callaghan stated that she is happy to reach out to the City Manager and see what information might be helpful and give him some ideas of the tools we have. ADJOURNMENT The meeting was adjourned at 8:09 p.m. LL A E~ Mayor — Presiding Officer Clef of Council