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HomeMy WebLinkAbout08/07/2006 RECORD OF PROCEEDINGS Minutes of Dllblin City COllncil Meeting DAYTON LEGAL BLANK lNC FORM NO 10148 August 7, 2006 Held 20 Mayor Chinnici-Zuercher called the Monday, August 7, 2006 regular meeting of Dublin City Council to order at 7:00 p.m. at the Dublin Municipal Building. .....<< PLEDGE OF ALLEGIANCE Mrs. Boring led the Pledge of Allegiance. - ROLL CALL Present were: Mayor Chinnici-Zuercher, Vice Mayor Lecklider, Mrs. Boring, Mr. Keenan, Mr. McCash and Ms. Salay. Mr. Reiner was absent (excused). Staff members present were: Ms. Brautigam, Ms. Grigsby, Ms. Readier, Mr. Ciarochi, Chief Epperson, Mr. Harding, Mr. Gunderman, Mr. Hammersmith, Ms. Puskarcik, Ms. Ott, Mr. Burns, Ms. Karagory, Ms. Crandall and Ms. Hoyle. Mr. Smith arrived at 8:15 p.m. Mayor Chinnici-Zuercher thanked staff for another excellent Irish Festival and asked Ms. Puskarcik to comment briefly on the event. Ms. Puskarcik reported the festival experienced record-breaking attendance. Staff is already discussing future improvements for the Festival in their follow-up meetings. The goal for attendance this year was 90,000, and the actual attendance numbers were approximately 92,000. The Sunday weather did impact the attendance that day. The expanded festival grounds were key in accommodating the larger attendance. She commented on the various elements, including the enhanced cultural elements, the new south gate and additional festival grounds. The new logo for next year's 20th anniversary of the Festival was introduced at the finale on Sunday evening. It is now displayed on the website. They are looking forward to an exciting event in 2007 as the Festival ""^ '." celebrates 20 years in Dublin. APPROVAL OF MINUTES ......"'" Ms. Salay moved approval of the minutes of July 3, 2006. Mr. Lecklider seconded the motion. Vote on the motion: Mr. McCash, yes; Mrs. Boring, yes; Vice Mayor Lecklider, yes; Ms. Salay, yes; Mr. Keenan, yes; Mayor Chinnici-Zuercher, abstain. CORRESPONDENCE The Clerk reported there was no correspondence requiring action from Council. CITIZEN COMMENTS Wallace Maurer. 7451 Dublin Road: 1. Noted that he recently had occasion to be reminded that the first four presidents of the United States were each very concerned about the future of the republic and each had the same diagnosis: that the "experiment" they had launched would work only if the citizenry were informed. Mr. Maurer noted he is recommending that Council consider reinstating the televising of Council meetings. He is aware there was no overwhelming call for resumption. However, many citizens do not know the broadcasting exists. Personally, he had difficulty in determining the date and time of the telecast on the government channel. 2. In regard to the Kindra firing, he wishes Council would have the courage to discuss this longstanding matter thoroughly. He cannot do much about this in the next few weeks, as he has a serious appointment coming up in September and preparation ~'. for this is taking much of his time. The Kindra issue is a very serious litmus test of the integrity, power and political intelligence of this municipality. ....,.". LEGISLATION INTRODUCTION/FIRST READING - ORDINANCES Ordinance 42-06 Adopting the 2007-2011 Five-Year Capital Improvements Program. Ms. Salay introduced the ordinance. Ms. Brautigam stated that the program will be reviewed at the two upcoming workshops. There were no questions. The workshops will be held on August 9 and 16, with the second reading/public hearing at the Tuesday, September 5 Council meeting. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting DAYTON LEGAL BLANK INC FORM NO 10148 August7,2006 Page 2 Held 20 Ordinance 43-06 Accepting an Annexation of 4.182+/- Acres from Washington Township to the City of """4 Dublin. (Applicant: LS Dublin Realty LLC) Ms. Salay introduced the ordinance. - Ms. Brautigam noted that staff is available to respond to any questions. There will be a second reading/public hearing at the August 21 Council meeting. Ordinance 44-06 Authorizing the Purchase of a 10.189 Acre, More or Less, Fee Simple Interest, from the Estate of Warren W. Gorden, Located South of Post Road (S.R.161) and East of U.S. Highway 33, City of Dublin, County of Union, State of Ohio, Appropriating Funds Therefor, and Declaring an Emergency. Vice Mayor Lecklider introduced the ordinance. Ms. Brautigam stated the land is to be acquired in order to build the interchange at US 33 and Post Road. The City was approached by the property owner who is willing to sell this property to the City at a price less than the appraised value, conditioned upon the closing taking place prior to August 15. Staff is therefore requesting that Council dispense with the public hearing and pass this as emergency legislation. Vice Mayor Lecklider moved to dispense with the public hearing and treat this as emergency legislation. Ms. Salay seconded the motion. Vote on the motion: Mrs. Boring, yes; Mr. Keenan, yes; Ms. Salay, yes; Mayor Chinnici- Zuercher, yes; Vice Mayor Lecklider, yes; Mr. McCash, yes. Vote on the Ordinance: Mr. Keenan, yes; Vice Mayor Lecklider, yes; Ms. Salay, yes; Mr. McCash, yes; Mayor Chinnici-Zuercher, yes; Mrs. Boring, yes. ",,"41 Ordinance 45-06 Authorizing the Purchase of a 0.007 Acre, More or Less, Fee Simple Interest, and a - 0.055 Acre, More or Less, Temporary Construction Easement, From Sheila M. Turner, Located North of River Forest Road and West of Dublin-Bellepoint Road, City of Dublin, County of Franklin, State of Ohio. Ms. Salay introduced the ordinance. Ms. Brautigam stated this relates to right of way acquisition and a temporary construction easement in conjunction with the pedestrian tunnel on Dublin Road. Mrs. Boring noted the trees along SR 745 have been cut down for this construction. Is the City adhering to its own tree preservation ordinance? Mr. Hammersmith stated this area is on the east side of Dublin Road, adjacent to Amberleigh and is the east outlet of the tunnel. There were some difficulties locating the tunnel at the outset with all of the parameters of intersection location and the utility relocations involved. Staff's intent is to install replacement trees as part of this project. He is aware that several residents expressed concern with the removal of the trees. Staff will do its best to comply with the spirit of the tree preservation ordinance for the City's project. It is not always possible on every project, due to physical constraints. They view the tree replacement program on a citywide versus on an individual project basis. Mrs. Boring noted that a developer would be required to undertake a tree survey and inch by inch replacement of trees would be required. Why wasn't the City more careful to preserve as many trees as possible? With the bikepath curving away from the road in this ""-- location, the residents believe it leaves a very open area. Mr. Hammersmith responded the City does a detailed tree survey and is very conscientious ~~.... about trees removed. The tunnel is below grade, so a slope down to the tunnel itself must be created, making it difficult to preserve existing trees. Staff will do their best to replace the same caliper of inches, based upon availability of physical space. Mrs. Boring asked staff to follow up with Council on this. A resident indicated they were told that three trees were to be replaced. Mr. Hammersmith stated that is not accurate. Mr. Keenan commented that he and Mr. Hammersmith are meeting with a resident on Friday at 1 p.m. and Mrs. Boring is welcome to join the meeting. Vice Mayor Lecklider stated he has been a vigorous defender of the tree preservation ordinance and believes the City should do everything possible to preserve trees. He would RECORD OF PROCEEDINGS Minutes of Dllblin r.ity r.nIlnr.il Meeting DAYTON LEGAL BLANK INC FORM NO 10148 August 7, 2006 Page 3 Held 20 distinguish what the City does with a public project to benefit the public from a private development. He fully expects the City will replace the trees, but infrastructure improvements which benefit the public are somewhat different than private development. fII!i!'....."'~ The public process brought forward a desire for this bikepath connection and that is why the trees have been impacted. - Mayor Chinnici-Zuercher stated that given the complaints with this project and the Tara Hill project, it may be desirable in the future to have a computer generated picture of what will be taken away and what will be replaced in conjunction with the projects. In this way, when citizens request various projects, they will be aware of the impacts on the environment. This would be particularly important for areas where the trees have matured and the project will have more impact on the properties due to the size of the landscaping. Vice Mayor Lecklider clarified that the Tara Hill trees have been impacted due to the sidewalk replacement program - not the traffic calming project. There is a distinction there, although the timing has confused the issue. Mr. Hammersmith agreed. There will be a second reading/public hearing at the August 21 Council meeting. Ordinance 46-06 Authorizing the Purchase of a 0.063 Acre, More or Less, Fee Simple Interest, and a 0.094 Acre, More or Less, Utility Easement, From Wilcox-Tuttle Limited Partnership, Located South of Tuttle Crossing Boulevard, City of Dublin, County of Franklin, State of Ohio. Ms. Salay introduced the ordinance. ~- .~ Ms. Brautigam stated this is an acquisition related to the widening and extension of Tuttle Crossing Boulevard. There were no questions. ....... """ There will be a second reading/public hearing at the August 21 Council meeting. Ordinance 47-06 Enacting and Adopting a Supplement (S-19) to the Code of Ordinances for the City of Dublin. Vice Mayor Lecklider introduced the ordinance. Ms. Brautigam stated this supplement updates the Dublin Code to include recently enacted legislation. Ms. Salay moved to dispense with the public hearing. Vice Mayor Lecklider seconded the motion. Vote on the motion: Mr. Keenan, yes; Mayor Chinnici-Zuercher, yes; Mr. McCash, yes; Mrs. Boring, yes; Ms. Salay, yes; Vice Mayor Lecklider, yes. Vote on the Ordinance: Ms. Salay, yes; Mr. Keenan, yes; Mayor Chinnici-Zuercher, yes; Mr. McCash, yes; Vice Mayor Lecklider, yes; Mrs. Boring, yes. INTRODUCTION/PUBLIC HEARING - RESOLUTIONS Resolution 62-06 Accepting the Lowest/Best Bid for the Scioto Park North Shelter Replacement Project, Appropriating Funds Therefor, and Authorizing the City Manager to Enter into a Contract for Said Services. Vice Mayor Lecklider introduced the resolution. p"C"-,."", Ms. Brautigam stated staff is recommending the low bidder of The Nadalin Company, as outlined in the staff report. Ms. Karagory can respond to any questions. .., "~ Mrs. Boring asked why monies are being transferred in the amount of $153,000 when the bid is for $148,000. Ms. Grigsby responded this provides for a contingency for the project. In this case, it is 2.5 to 3 percent. If the contingency is not needed, the appropriation will lapse. Vote on the Resolution: Mr. Keenan, yes; Vice Mayor Lecklider, yes; Mr. McCash, yes; Ms. Salay, yes; Mayor Chinnici-Zuercher, yes; Mrs. Boring, yes. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting DAYTON LEGAL BLANK INC FORM NO 10148 August7,2006 Page 4 Held 20 Resolution 63-06 Accepting the Lowest/Best Bid for the Darree Fields Expansion Project 2006 and ff'" .~ Authorizing the City Manager to Enter into a Contract for Said Services. Ms. Salay introduced the resolution. -- Ms. Brautigam stated staff is recommending the low bidder of Columbus Asphalt Paving, Inc., as outlined in the staff report. Ms. Salay asked for clarification of what elements will be included in the dog park. Ms. Karagory responded it includes a fenced area with a walking path and drinking fountains for humans and dogs. There is a provision for a wash station to be installed later. Vice Mayor Lecklider asked if parking is included in the project. Ms. Karagory responded parking is not included in this bid. There is parking to be provided for both the baseball field and dog park with a later project. The majority of this bid is related to grading and for the dog park. Vote on the Resolution: Mrs. Boring, yes; Mr. Keenan, yes; Mr. McCash, yes; Mayor Chinnici-Zuercher, no; Vice Mayor Lecklider, yes; Ms. Salay, yes. OTHER . Report from Veterans Committee re Preferred Site for Veterans Memorial Mr. Keenan, Chair reported that a spirited discussion took place on July 7. The Committee narrowed the potential sites to four. Approximately half of the group wanted a scenic, contemplative site and the other half was interested in a more visible and traditional location in the center of town. The selections were then narrowed to two sites. The first was a scenic easement on land owned by the Dublin Schools, just to the north of the Dublin library and adjacent to the cemetery. It was felt that a view of the 1"".'4 area could be accommodated from N. High Street, with movement of some trees and plant material. The other possibility was the former Duke and Duchess site, adjacent to the Bridge Street cemetery. It was eliminated due to the fact that the City does not own 1Iilo.-.. all of the land. In fact, this area has been the subject of other discussions regarding future development. The consensus of the Committee was to recommend the scenic easement along the Indian Run as the site of a Veterans memorial. Mr. Hahn has been in discussion with school officials about this site and there appear to be no issues in that regard. Subsequent to Council's acceptance of the recommendation tonight, another meeting of the Committee is scheduled on Friday. Ms. Puskarcik added the communication with the School Board has not been formal, as the Committee is awaiting Council's endorsement of the site recommended. Mr. Keenan noted there was much discussion at the Committee about how this site would tie into the trail at Indian Run Falls and that it could be a natural continuation of the pedestrian traffic in the area. It is in relative proximity to the Historic District and marking the new project at Bridge and High to guide people to the location of the Veterans monument is desirable. There is parking nearby on the school lots. Mrs. Boring commented this is a fairly large area. Will the site include picnic areas or other enhancements? Mr. Keenan responded the Committee had felt that having a landscape architect work on incorporating all of the pieces - the trailhead, the cemetery connection - would be worthwhile. This would be part of the consideration for the Committee at their next meeting. ,.........'"'" Mrs. Boring stated she appreciates all of the hard work of the Committee to this point. Mr. Keenan noted that a major issue now is fundraising. The Committee wants to give - citizens and corporations the opportunity to participate. The City has allocated $250,000 in funding for the project. Ms. Puskarcik added that fundraising is on the agenda for the Friday meeting. Staff is researching other communities to see what worked for them in this regard. A common theme is that people of the community want to be involved in this kind of project - whether with pavers, park benches, trees or other. Many members of the Committee came in with a preconceived notion of what this project would look like, but now the Committee is focusing on the entire experience a person will have on the site. In regard to working with a landscape architect, the topography is challenging, but that factor will make it unique. RECORD OF PROCEEDINGS Minutes of Dllblin City COI mcil Meeting DAYTON LEGAL BLANK INC FORM NO 10148 August 7, 2006 Page 5 Held 20 Mr. Keenan agreed, noting that incorporating the view from the hillside and from North High Street will be very important. Until the fundraising possibilities are explored, it is difficult to know the scope of the project. .... Mayor Chinnici-Zuercher commented that it would be difficult to raise money for -"',- something undefined. Mr. Keenan responded it is important to ascertain the interest level for fundraising support. If there is not a lot of interest in the project in terms of financial support, the project will have to be designed within the parameters of the funding available. Mayor Chinnici-Zuercher emphasized that for fundraising purposes, it would be important to identify what the project will be before engaging in fundraising. Mr. Keenan stated that the site has been identified, the concept and the need for a landscape architect have been agreed upon. There will not be a finished product to display in the timeframe established. Mayor Chinnici-Zuercher stated that a conceptual idea - whether it will be a monument or a park - will be necessary to secure monetary support. Ms. Puskarcik stated that the Committee will discuss having a plan in place for this at their next meeting. Mr. Keenan emphasized that this is a diverse and passionate group and they made great strides already. Vice Mayor Lecklider asked if the Committee, in the course of their discussions, has considered what might happen if the library were to be expanded on the site or relocate to another site. Mr. Keenan responded that the scenic easement is nestled along the Indian Run, and is not a buildable or developable site. If a larger library were needed, it would probably fI!I"!~'" have to be built in another location. That is a separate issue. The Duke and Duchess site was another possibility for the memorial/monument, but that area is developable and there are plans already in process. The area being recommended is a scenic easement ..-,..... and is not developable. Vice Mayor Lecklider asked if the Schools were to ultimately abandon that site, would it change the recommendation? Mr. Keenan responded this site is a perfect tie-in for pedestrian traffic, for the trailhead and the entire piece to the Historic district. Ms. Brautigam stated that even if a developer purchased the site with the scenic easement, the City would have ultimate control over the land use and the adjacent property land use. Perhaps the Community Plan can provide that access always be maintained for this site. Vice Mayor Lecklider added he will keep an open mind in regard to the comment about opening this site up to a view of High Street. However, given the discussion about tree preservation, and not knowing the quality of the trees in place, he does not want to commit to that at this time. Mr. Keenan responded this is not a forested area, but contains a lot of brush and undergrowth. There are many ways this can be denoted as existing - he is not certain of what that form that will take. Vice Mayor Lecklider suggested that the vegetation separation from High Street might provide some sense of seclusion for the project. Ms. Salay stated she agrees this is the best site of those considered. Her only concern ....- is if the Schools at some point in the future do not occupy the site and the library is no longer located nearby, what will happen to the parking? This is an important factor to ..",..-: keep in mind for the future. Wallace Maurer, 7451 Dublin Road stated that he has no comment on the site, but he "tripped" over the phrase, "conducive to contemplative thinking." At the end of World War II, a book was published, titled, "The Face of War." He cannot recall the author, but his focus was on what the term 'war' means. He provided graphic descriptions of the impact of war on the human body. He described a solider who served in the Battle of the Bulge who most thought was crazy, but in actuality, the soldier had escaped unscathed from being in the presence of instant annihilation for a very long time. These are some reflections he offers to Council in relation to the Veterans project. RECORD OF PROCEEDINGS Minutes of Dublin City COllncil Meeting DAYTON LEGAL BLANK INC FORM NO 10146 August 7,2006 Page 6 Held 20 Mr. Keenan moved to approve the site of the Indian Run scenic easement, as recommended by the Veterans Committee on July 7, 2006 for the Veterans Memorial project. ""'.."11 Ms. Salay seconded the motion. Vote on the motion: Ms. Salay, yes; Mrs. Boring, yes; Vice Mayor Lecklider, yes; Mr. - McCash, yes; Mr. Keenan, yes; Mayor Chinnici-Zuercher, yes. . Space Needs Analysis Overview Ms. Crandall stated that the analysis has been provided, together with two staff memos. She noted that there were three objectives of 360 Architecture's study, as outlined in the memo: 1. Review the short-term space needs and possible solutions prior to the construction of a new municipal building, anticipating a ten-year timeframe; 2. Provide a preliminary analysis of space needs for a future municipal building; and 3. Conduct a building review to assess the condition of existing buildings for future use, verifying existing plans, performing a Code review and reviewing ADA accessibility. Regarding the first objective, Council action is requested either tonight or at the upcoming CIP meeting to accept the recommendations. The other two objectives are addressed in the second memo and require no further Council action, but are information only. As part of the space needs analysis, 360 Architecture provided a preliminary analysis of the space needs for a future municipal building, looking at two different options. They also conducted a building review to assess the condition of the current City buildings, related to Code, feasibility and reviewing ADA access. Ms. Crandall indicated that she, Mr. Hammersmith and Mr. Hahn comprised the team to ,.,.... select an architectural firm and to help them with preparation of the final space needs analysis. The team was then expanded to include those most impacted by the two options being considered, including Mr. Ciarochi, Ms. Puskarcik, Ms. Grigsby and Ms. - Brautigam. The recommendations included in the staff memo are the consensus of the expanded team. The process involved a significant amount of time and effort by 360 Architecture in understanding the current space needs and issues and reviewing future expansion and needs. A visioning session was held with the entire management team at the outset, and an online survey was completed by all management team members. They spent several days on site conducting one on one interviews, touring the buildings and reviewing current space. Several options were brought forward by 360 Architecture, and the smaller team requested they review two options as outlined in the memo. Staff is not recommending either option at this time. She outlined the options: 1. Leased office space. This involves leasing 27,000 square feet of office space and renovation/modifications to the Municipal Building, the Fleet Maintenance Building, the Service Center and sale of the 5800 Building. Leasing would involve moving the work units of City Manager, Community Relations, Economic Development, Human Resources, Land Use and Long Range Planning, Public Service (Building Standards and Review Services Team) into this space. The option also involves modifications to the Municipal Building; an addition to Fleet Maintenance to accommodate the Engineering Traffic Signal crew adjacent to the Sign Shop; modification to the Service - Center to move the entire Engineering unit to the Service Center into a renovated mezzanine space; and sale of the 5800 Building at an estimated ~ifIiil price of $1.4 million. 2. Option 2 is similar to Option 1, but instead of selling the 5800 Building and leasing space, the work units of City Manager, Community Relations, Economic Development, Human Resources, Land Use and Long Range Planning, Public Service (Building Standards and Review Services Team) would be relocated to the 5800 Building. She outlined the specific renovations for the 5800 Building to accommodate these work units and functions. The cost estimate for Option 1 is $4.55 million and Option 2 is $4.228 million. 360 Architecture also identified some other space and programming considerations, most related to the Recreation Center and one related to the Justice Center. RECORD OF PROCEEDINGS Minutes of (')llblin City Cm mr.il Meeting DAYTON LEGAL BLANK INC FORM NO 10148 August7,2006 Page 7 Held 20 After reviewing the final recommendations from 360 Architecture and the associated costs, staff determined that the high costs warrant having the monies identified for a future municipal building, versus investing it now in office space. Many <<f"" recommendations brought back related to service delivery and customer service and staff wanted to balance that with the office needs identified. '-",..,""", Therefore, the recommendation of staff is for the following: 1. Minor modifications to the 5800 Building to accommodate current space need concerns and to account for anticipated staff additions. This would involve converting the existing large upstairs conference room into flexible office space. 2. Extension of a water line to the Community Relations Building. This building currently uses well water, which is a concern for the number of employees using this facility. Both the well and septic systems are of concern, but moving forward with the water line installation would resolve health and safety concerns for drinking water. 3. Addition to the Fleet Maintenance Building to accommodate the Engineering Traffic Signal crew adjacent to the Sign Shop. This addition will need to occur prior to the construction of a new municipal building under any scenario. 4. Renovation of the Recreation Center front desk and front entryway area, for better service delivery and more effective monitoring of the membership/pass required areas. The renovation would allow some of this area to be converted into office space, and the front entryway would be redesigned to be more welcoming and with a functional gathering space versus a hallway. There is $1.5 million currently proposed in the 2007 CIP for recommendations from the study, and staff requests that Council maintain that funding in the approved CIP. Staff will bring back detailed cost estimates for each of the recommendations and a timeline for completion. .... Mayor Chinnici-Zuercher commented that the report was a good analysis, and she especially liked the projections at buildout that indicated certain departments may playa different role than they currently play. It was a good assessment of things for Council to consider in terms of space or the kind of skill sets needed for future staff. She was pleased with the recommendation to do certain things now that would be done in the future under any scenario. Vice Mayor Lecklider asked if there would be review of the second memo at this time, or was it informational only. Ms. Crandall responded that it was informational only. Vice Mayor Lecklider asked for a frame of reference within the existing built community for a 50,000 plus square foot building. How many square feet are in the 5800 Building? Mr. Ciarochi responded the 5800 Building contains approximately 37,000 square feet. Mr. Keenan commented that the building he owns at Avery-Muirfield/Post contains 24,000 square feet. Ms. Salay noted she was surprised with the 50,000 square foot building estimate for the future municipal building. She recalls in the Coffman Park expansion discussion that the assumption was for an 80-100,000 square foot building. What explains this change? Ms. Crandall stated that moving Engineering into the Service complex would impact the size of space needed for a future municipal building. The number was lower than what ,.. .''l staff had expected as well. The numbers would be reviewed again closer to the time when the municipal building will be designed. ~ .,." Ms. Salay asked for clarification about the water line expense, as it has been discussed previously that the building will not be used long-term to house City employees. What would the cost of the waterline for a City bid project be versus having water coolers in place? Will it be less expensive to install a water line? Ms. Crandall responded that the estimate is $14,000 and there may be a future need for a restroom or facility in Coffman Park that would require a water line as well. Ms. Brautigam added that the water line is a health and safety issue for the employees who work in the building. She is concerned with the water quality in that building. It is regularly tested and doesn't always meet the standards set. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting DAYTON LEGAL BLANK INC FOAM NO 10148 August7,2006 Page 8 Held 20 Mr. Keenan noted that he agrees that the $14,000 estimate is not excessive for this purpose. ~.;.~ Mr. Keenan asked if discussion took place about when the build out for the City would be. Ms. Crandall stated that the study looks at the next ten years in terms of the timeframe. ......,.... Ms. Brautigam stated that staff is hopeful that after the investment by the City for the interchange to serve the COIC, the development of the COIC will bring increased income tax revenues. Monies will then be available to expedite the municipal building construction. The assumption in the study is that it will be ten years before the building is constructed. The COIC project is the priority at this time for capital budget dollars. Mr. Keenan added that leased space is fairly affordable at this time, given occupancy rates, should it be necessary to secure leased space in the next three to five years. Ms. Brautigam responded that staff will do everything possible to avoid leasing space, as it will waste the resources needed for a future municipal building. Mr. McCash noted that in several instances, the report mentioned a Code analysis on several buildings using the 2005 Ohio Building Code. The analysis for an existing building is done based upon the Code under which the building was built. He is not certain how much money is included to fix what are perceived to be Code problems, using a new Code on an old building. But if that is the case, there may be excessive expenses listed for this item. Ms. Crandall stated that staff will analyze all of the information provided. She did note some ADA compliance issues that would not apply to existing buildings. Mr. McCash indicated he, too was surprised with the low number for the square footage for the future municipal building. ..."... Mrs. Boring stated she has some concerns with the projects referenced for the Recreation Center, but understands that the details would be brought back to Council at a later date. ,""", Ms. Salay moved to accept the staff recommendations, as outlined in the staff memo dated August 2, 2006. Vice Mayor Lecklider seconded the motion. Vote on the motion: Mr. McCash, yes; Ms. Salay, yes; Mrs. Boring, yes; Vice Mayor Lecklider, yes; Mr. Keenan, yes; Mayor Chinnici-Zuercher, yes. . Preannexation Aqreement Guidelines Ms. Readier noted that at the Council retreat, Council requested that Legal staff develop a list of bullet points that would guide staff for pre-annexation agreements to be brought to Council for review and approval. Legal staff reviewed previous annexation agreements and determined the most important clauses, which are highlighted in the memo provided to Council. Some of the issues to be addressed would be: 1. Annexation costs would typically be borne by the developer, although there could be extraordinary circumstances where the costs would be borne by the City. 2. Delineating the services and utilities to be provided, and any connections to utilities. Typically, the developer would pay these costs. 3. Zoning. Any proposed zoning regulation will comply with the Community Plan unless otherwise directed by Council. Any rezoning that takes place as a result of an annexation must be reviewed by Planning and Zoning ,...;...J. Commission and City Council and all requisite approvals must be obtained. Another provision could be included where, if the City does not zone the .........q; property according to the agreement, then the landowner/developer could detach the property. The rezoning process can be initiated contemporaneously with the annexation petition, but any final rezoning action would need to wait until the property was annexed. 4. Density. Council is willing to consider setting density in the agreement which would be a guideline for the rezoning process; it would not constitute zoning approval. 5. An economic impact study, paid for by the developer, will be required for those proposed developments that do not conform with the Community Plan. RECORD OF PROCEEDINGS Minutes of Dllblin City COllncil Meeting DAYTON LEGAL BLANK INC FORM NO 10148 August 7, 2006 Page 9 Held 20 6. Additional studies. Staff will review the parcel proposed for annexation and determine all studies required in order for staff to have all information necessary to draft a preannexation agreement. .'-"\ 7. Land dedication. The agreement may include a provision that the property owner will dedicate certain property to the City for bikepaths, roadway, - parkland, etc. 8. Economic development incentives, such as tax increment financing -- or abatements in extraordinary circumstances -- may be considered. 9. Community authority. It has been the policy in the past that all land that is annexed to Dublin is serviced by Washington Township. For those areas serviced by other fire authorities, the City would require the formation of a Community Authority in order to pay Washington Township to serve the parcels. 10. Phased development. A clause related to a mixed-use development where a certain percentage of commercial development must be built before residential development can be commenced for mixed-use parcel. Phasing of public improvements can also be addressed. Ms. Readier summarized that these are suggested bullet points, and Legal staff can bring back model pre-annexation agreements if Council desires. Mayor Chinnici-Zuercher stated that the question at the time the assignment was made was that some developers had approached Council with an interest in a pre-annexation agreement, and the issue related to density with some newer development concepts being pursued. She believes that having this tool available for the future would make sense. p" ;0;, Mr. Keenan stated in regard to the Community Authority, that it would not necessarily be required for all cases. There would still be flexibility. Ms. Readier agreed, noting these are simply proposed guidelines for possible inclusion .......,.'"" in such an agreement. Vice Mayor Lecklider agreed this is a good item to have in the "toolbox" in terms of future development opportunities. Staff could use this as a general reference and could direct applicants to this list of potential considerations. This would not obligate Council in any way, but would set forth in a general sense the issues to be considered. . Appointment of Loqan-Union-Champaiqn Reqional Planninq Commission Representatives Ms. Brautigam stated that the Commission will meet on August 17 to vote on new bylaws. The LUC wants as many representatives of the various entities to be present as possible. In reviewing the situation, she realized the City has not officially appointed all its entitled representatives. According to the current LUC bylaws, the City Engineer is the City's official representative, but the City is also permitted to have a municipal elected official and a municipal at large representative. Staff is recommending that Mr. Keenan be appointed as the City's elected official representative, as he has been involved with the US 33 Corridor group and planning efforts. The memo recommends that the City Manager be appointed as the other municipal representative, but she learned today that in order to vote at the upcoming meeting, a member must be present. Because she is not available to attend that evening, she is recommending that Tammy Noble, Senior Planner be appointed as municipal at large representative. In the 2007 ~;. " board and commission recruitment process, Council may want to add this position to the list of openings for appointments. At this point, it is important to have representatives of -..."".... Dublin present on August 17 who are knowledgeable and qualified to vote. The main topic of the bylaws amendment is a change in how the LUC is funded. Currently, the LUC has one employee - the Executive Director, Jenny Snapp. As growth occurs in this region, there is a need to provide assistance in staffing for the LUC. As a City, Dublin pays on a per capita basis for its number of residents in the Union County area. However, some villages and townships have been paying a set fee of $450 to $600 for 20 years. The bylaw change will recommend that all members pay on a per capita basis. She summarized that the staff recommendation is to confirm Mr. Hammersmith as the City representative, Council Member Keenan as the municipal elected official representative, and Tammy Noble as the municipal at large representative. RECORD OF PROCEEDINGS Minutes of nlJhlin City Cnlmcil Meeting DAYTON LEGAL BLANK INC FORM NO 10148 August 7, 2006 Page 10 Held 20 Mr. Keenan moved to appoint Mr. Hammersmith as the City representative, Tammy Noble as municipal at large representative and himself as the municipal elected official representative to the Logan-Union-Champaign Regional Planning Commission. .Jif<""" Mayor Chinnici-Zuercher seconded the motion. Vote on the motion: Ms. Salay, yes; Vice Mayor Lecklider, yes; Mr. Keenan, yes; Mayor -....- Chinnici-Zuercher, yes; Mr. McCash, yes; Mrs. Boring, yes. Mayor Chinnici-Zuercher asked the Clerk to add this appointment to the list of positions available for recruitment in 2007. Ms. Salay thanked all of the Dublin staff and Mr. Keenan for their hard work and leadership in this effort which will bring benefits in the future. . Adoption of 2007 Council Meetinq Schedule Mayor Chinnici-Zuercher noted that two alternates have been provided for the meeting schedule. The differences relate to the January and August meeting dates. Council may want to consider a combination of the two alternates. Mr. McCash suggested having the January meetings proposed in alternate 2 and the August 6 meeting being moved to August 13. He also suggested the June 4 meeting be moved to June 5, in recognition of the Memorial Tournament event preceding the Monday. Mrs. Boring commented that she believes the meeting schedule should begin the first week of January, as everyone returns to work that week following the holiday break. Vice Mayor Lecklider stated he supports Alternate 2 for the January meetings, as the public "" attendance in the first week may also fall off. His greater consideration is for those out of town over the holidays and just returning to the City. ~., Discussion continued about the conflicts and the need for predictability in the Council meeting schedule, maintaining the first and third Monday schedule wherever possible. Ms. Salay pointed out that the Community Plan meetings will also need to be factored into the schedule for next year. Mayor Chinnici-Zuercher stated that some portion of the scheduled study sessions will likely need to be devoted to the Community Plan meetings. Discussion continued. Vice Mayor Lecklider moved to adopt the calendar outlined in Alternate 1, with the exception of substituting the Alternate 2 dates for January meetings. Ms. Salay seconded the motion. Vote on the motion: Mr. Keenan, yes; Mrs. Boring, no; Mr. McCash, yes; Ms. Salay, yes; Vice Mayor Lecklider, yes; Mayor Chinnici-Zuercher, yes. STAFF COMMENTS There were no reports from staff. Mayor Chinnici-Zuercher congratulated Mr. Smith and his wife, Shelley on their 35th wedding anniversary. ... COUNCIL COMMITTEE REPORTS/COUNCIL ROUNDTABLE .... .... Mrs. Borinq asked for a follow-up on the recent tree removals. She asked staff for clarification that the trees taken down on Tara Hill resulted from the sidewalk replacement program work Ms. Salay responded that some street tree roots were cut during the sidewalk replacement program last year, resulting in the need to take some of the trees down. The tree removal is not related to the Tara Hill traffic calming project. She had discussion with Mr. Hammersmith about the need to have a memo ahead of time outlining the impacts of a project. If Council had known ahead of time, it would have been helpful and would have avoided lots of phone calls. She is aware that staff sent letters to those immediately adjacent to the street tree being removed, but the larger neighborhood was not notified. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting DAYTON LEGAL BLANK INC FORM NO 10148 August 7,2006 Page 11 Held 20 Mrs. Borinq asked for clarification of the materials currently on site for the Tara Hill project. "''''~ Ms. Salay responded there is stormwater piping on site, as the project involves adjusting the stormwater infrastructure for proper drainage purposes. - Mr. Keenan: 1. Thanked staff for their efforts on the July 4th celebration. It was a great event, despite the weather. Thanks also for the efforts on an outstanding Irish Festival. 2. Reported the Veterans Committee met on July 7 and has another meeting scheduled for Friday, August 11 at 8:30 a.m. at the Municipal Building. He invited all Council Members to attend. 3. Reported that a US 33 Corridor Meeting took place on July 25 and another meeting is scheduled for tomorrow evening in Marysville. 4. Reminded all Council Members that the Finance Committee of the Whole meeting is scheduled for Wednesday, August 9 at 6:30 p.m. to review the proposed capital improvements program. Ms. Salay: 1. Noted that in the packet was a copy of an invitation for a meeting regarding the Hirth Road access at Tuttle Crossing. The meeting is to be held on Tuesday, August 15 and the neighbors were surprised to receive this invitation last Friday from Franklin County. 2. Thanked everyone for their hard work on the two major events of July 4th and the Irish Festival. 3. Commented that she appreciates the memo provided regarding the ~'''' conservation design ordinance status. For the record, she is concerned with the hard and fast mathematical formulas of 50 percent open space or 35 percent open space, depending upon the size of the development. This may ~. not help Council achieve their goals, and perhaps some other language could be drafted that would achieve the open space as well as the type of development desired. The consultant who spoke to Council on this topic, Mr. Dierksen discouraged Dublin from using mathematical formulas in the effort to obtain the results desired. Vice Mayor Lecklider: 1. Indicated he agrees with the comments made by Ms. Salay about conservation design formulas, but his interpretation was that the ordinance allowed for some discretion in those areas. Ms. Salay responded that there should be some flexibility, but she is concerned that I having hard numbers in place will be the basis for disapproval of a proposal. She would like to give the Planning Department the ability to use discretion outside of these percentages. A minor variance may result in losing a good opportunity. 2. Commended staff for both the July 4th celebration and Irish Festival. They were both great events and required lots of hard work, and he is very appreciative of the efforts. 3. Commented with respect to the US 33 Corridor meeting, he attended the recent meeting of this group held in Dublin. He echoed the sentiments expressed by Ms. Salay about the investment of time and effort by staff and by Mr. Keenan in trying to forge agreements with all of these jurisdictions. He "-';~"""" was impressed with the sense of cooperation around the table. Challenges certainly exist with such a large group with different interests. It is well worth litiih,''',;I the effort and time spent. Mayor Chinnici-Zuercher: 1. Commented regarding the letter sent to the Clerk from Attorney Michael Shade in regard to the Summitview/Sawmill sewer services. When will the survey of residents be completed and presented to Council? Ms. Grigsby stated the information will be back from the consultant within the next two weeks. At this point, staff is planning to schedule this for the September 5 Council meeting. Mayor Chinnici-Zuercher stated that Mr. Smith should follow up with the attorney. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting DAYTON LEGAL BLANK INC. FORM NO.1 0148 Aug ust 7, 2006 Page 12 Held 20 2. Noted that Leadership Dublin's curriculum traditionally includes a government day, followed by a dinner and dialogue with City Council. The Council dinner did not occur in the last two years, but they have requested it be reinstated. ,..----., The date for the City program is set for Wednesday, November 15 and the class will meet with staff during the day. They have requested a dinner and ........ dialogue with Council immediately following their staff sessions. It could be accommodated prior to the already scheduled budget session which begins at 6:30 p.m. The focus would be to discuss with Council the role of Council and that of volunteers for City boards and commissions. The dinner meeting is scheduled for 5:30 p.m., prior to the budget meeting at 6:30 p.m. 3. Reported she represented the City at a panel discussion regarding density and development, sponsored by the AlA, following the Columbus Metropolitan Club speaker series. 4. Noted she represented the City at the recent installation of officers for the Dublin Chamber of Commerce. 5. Reported that the Oldies 107.9 radio station recently broad casted from the Village Tavern and recognized a hometown hero. This year, the hero named was Alex Rozanski, a City employee who served in Iraq. The Veterans Administration was also present and gave him an American flag. They will fly an American flag over the nation's capitol in his honor and will present it to Alex at a City Council meeting later in the year. This was an excellent opportunity to recognize an employee and long-time City resident who is also serving on the Veterans Committee. ADJOURNMENT TO EXECUTIVE SESSION Mayor Chinnici-Zuercher moved to adjourn to executive session at 8:40 p.m. for ....''''' discussion of legal, land and personnel matters. Vice Mayor Lecklider seconded the motion. Vote on the motion: Mr. Keenan, yes; Mr. Reiner, yes; Ms. Salay, yes; Mr. McCash, yes; - Mrs. Boring, yes; Mayor Chinnici-Zuercher, yes; Vice Mayor Lecklider, yes. Mayor Chinnici-Zuercher noted that the meeting will be reconvened at the conclusion of the executive session only for the purpose of formally adjourning. No further action will be taken. The meeting was reconvened and formally adjourned at 9:50 p.m. W ~C2-~ Clerk of Council .~...... -