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HomeMy WebLinkAbout06-09-08 Study SessionDUBLIN CITY COUNCIL STUDY SESSION Monday, June 9, 2008 Council Chambers Minutes of Meeting Mayor Chinnici-Zuercher called the meeting to order at 7:00 p.m. Present: Mayor Chinnici-Zuercher, Vice Mayor Boring, Mr. Reiner, Mr. Gerber, Mr. Keenan, Ms. Salay and Mr. Lecklider. Staff members: Ms. Brautigam, Ms. Grigsby, Mr. Thurman, Ms. Ott, Ms. Puskarcik, Mr. Langworthy, Ms. Husak, Mr. Phillabaum and Ms. Swisher. Guests: Tom Slemmer, President/CEO, National Church Residences Michelle Norris, Senior VP/Chief Development Officer, National Church Residences Dennis Guest, Executive Director, Columbus Metropolitan Housing Authority National Church Residences -Presentation re Senior Housing Mayor Chinnici-Zuercher noted that representatives from National Church Residences were present to educate Council about their organization and its function, and about its interest in another facility for Dublin. Tom Slemmer, President/CEO, noted that he is accompanied tonight by Michelle Norris, Senior VP/Chief Development Officer of National Church Residences. He and Dennis Guest, Executive Director, Columbus Metropolitan Housing Authority, met recently to discuss the need for affordable housing in the growing sections of Franklin county, including Dublin. They then met with Ms. Brautigam about this matter. Ms. Norris oversees acquisitions and new development and has a technical staff who works on the financing end. They will provide information tonight about how affordable housing works, how it can be accomplished, why it is complicated, and the role City government would play if they desire affordable housing in their community. Mr. Slemmer provided background on National Church Residences. They were founded in 1961 by four Presbyterian churches. Boulevard Presbyterian Church in Columbus was a prime sponsor and Rev. John Glen, a Presbyterian minister, founded the organization around senior housing and affordable senior housing. The first development in 1961 was Bristol Village in Waverly, Ohio. It includes 400 houses, an 82-unit senior housing apartment building, assisted living, home health care, hospice, nursing, and therapy programs. From that time, they have branched into affordable housing for seniors, and they now operate assisted living, nursing homes, and a health care division in Ohio. They have 1,700 units of housing in Franklin County, and also have housing for the homeless. He showed slides of the Traditions at Mill Run - a 75-unit, free standing assisted living facility. They have both the knowledge of senior health care as well as affordable housing development. They believe there is a real need in Dublin and the growing part of Franklin County for affordable housing with senior services. They have a 24-member Board of Trustees with membership from business leaders in Franklin County. They are long-term owners and operators of housing and plan to stay in the community for many years. They are in 28 states, with approximately 22,000 units of housing, much of which they have developed. Michelle Norris Senior VP Chief Development Officer, stated that National Church Residences is already in Dublin. They have the Abbey Church Village property of 160 units Dublin City Council Study Session Monday, June 9, 2008 Page 2 of family housing, which was financed with the Low Income Housing Tax Credit program and is located across from Don Scott Field on Sawmill Road. It is 10 years old and has been a great project for the families who reside there. Mr. Slemmer pointed out it is located in the City of Columbus, Dublin School District Ms. Norris noted that they also developed Stoneridge Court, which is financed with a HUD grant program -the HUD 202 program. HUD provides the funds to construct the building and a rent subsidy for the residents. This program is restricted to ages 62 and over, and is income restricted to $30,000 per person to live there. It has been open for three years and has 100 percent occupancy. Abbey Church has a 98 percent occupancy rate. They are looking at the possibility of a site adjacent to Stoneridge Court for expansion and talking to the Planning & Zoning Commission about it. Ms. Norris noted that senior staff and the Dublin leadership team have also been looking at the concerning trend of a growing number of seniors coming into the Dublin and the Columbus market in the years ahead. She shared projections for growth in Dublin reflecting a significant increase in the 55 plus population. One of the rules of their financing programs is that a senior only property can be created for people 55 and over. Within Dublin, the projection shows growth in the age 55 and older households to 4,964 households by 2012. Their program looks at people with incomes of less than $40,000 per year; therefore, this would be 1,800 of the 4,964 households or 12.7 percent. Thus, there will be a significant need in Dublin for senior housing that is affordable. Mr. Gerber asked if the income includes social security income. Ms. Norris responded affirmatively. Ms. Norris noted that the primary market area (PMA) of the Dublin area was also considered -not just Dublin residents, but those who touch the contiguous area to Dublin. Within the PMA, significant growth is projected for the senior population. Projections are that 8,700 age 55 and over households will have incomes less than $40,000 by 2012. Therefore, within the Dublin PMA, there will be significant increase in the number of people eligible for this type of housing. Mr. Lecklider asked if these numbers are based upon zip code or corporate boundaries of Dublin. Ms. Norris responded that these numbers are provided by a market group that uses census information. Mr. Slemmer added that the Danter group put together these numbers, but he believes they are more restrictive than zip codes and are related to census tract areas within Dublin city limits. He has the source document from the Danter Company. Mayor Chinnici-Zuercher noted that the PMA information does include areas outside of Dublin, as she has indicated. Mr. Slemmer stated that they were surprised with the number of low to moderate income seniors within the census tracts within the City of Dublin. They identified 1,800 such households. Dublin City Council Study Session Monday, June 9, 2008 Page 3 Ms. Norris described properties in the area where low income housing tax credits were used for funding. They highlighted the Ravines at Central College on Sunbury Road. This project was built over two phases -one with 75 units and one with 30 units. It is a beautiful area on a ravine overlooking Hoover Dam for age 55 and older residents. They were also able to serve another lower income group in cooperation with Columbus Metropolitan Housing Authority and included project based Section 8. Therefore, there is rent subsidy on some of the units. There are one and two-bedroom units, and they are for people of low income - 30 percent of the area median Income -all the way up to market. Some of the units have no income restrictions, only age qualification. They are able to serve all levels of income of seniors at this property. CMHA actually bought some of the land, which helped with the financing structure. Mr. Keenan asked what the full market rent is for these units. Ms. Norris responded that atwo-bedroom unit rents for $900 full market; cone-bedroom unit rents for $750 full market. Mr. Keenan asked what the largest subsidy would be under this scenario. Mr. Slemmer noted that people pay 30 percent of their income, so the largest subsidy for a one-bedroom unit would be about $200. Ms. Norris stated that when they design their buildings, they include a lot of community space to increase the socialization for seniors. They do not have common dining, but do have common areas for gatherings. Ms. Norris noted that the second property on the tour was the Hilltop Senior Village in the City of Columbus. This was developed in collaboration with the City of Columbus. Columbus owns the land and leases it back to National Church Residences. They built this project in two phases. Both phases used the tax credit program and both properties have a range of incomes from 35 percent of area median income up to the market. This creates a great diversity of residents. This property has mid-rise apartments and townhouses as well. They were able to work with the civic association in the Hilltop Area. They helped with private fundraising to build a congregate center where Meals on Wheels serves the community at large. There is a visiting nurse through Life Alliance. This serves seniors in the building as well as those in the Hilltop area. There are always activities at lunchtime in the center, including entertainment. Mr. Reiner asked how much land is required for the types of high rise and single detached units shown. Ms. Norris responded that this property includes 15 acres for 200 units. Mr. Slemmer commented that the Abbey Church development, which is family townhouses, is multi-family zoning of 12 units per acre. Ms. Norris added that Stoneridge has 47 units on 2.5 acres. Mr. Slemmer noted that parking requirements are much less for seniors, averaging .5 cars per person. As seniors age in place, they have fewer cars. Mr. Reiner inquired if this is affiliated with a particular church Dublin City Council Study Session Monday, June 9, 2008 Page 4 Mr. Slemmer responded that the organization was founded by four Presbyterian churches that continue to be involved in the membership and board structure. There is no official affiliation with the Presbyterian Church, however. Mr. Keenan inquired if this is anot-for-profit organization. Mr. Slemmer responded that it is a 501 C3 not-for-profit organization. Due to the recent changes in laws, most of the federal housing being developed today is in a limited partnership or with National Church Residences as a general partner. The limited partnership is the investors, and the investors typically are large financial institutions. The waiting list for the Stoneridge Court properties is 10 individuals. Typically, the demand far exceeds the availability. There is virtually no competition with the private sector, as the supply of subsidies is limited. 99% of the residents are women. The reason is that when their spouse dies, they lose half their pension. They conducted a demographic study of 1800 people who worked all their lives and retired at 65. By age 80, 15 years into their pension program, many of the residents have lost their spouses and they are below the poverty rate. The programs under which National Church Residences operates have both rent and income restrictions. The Stoneridge Court facility is restricted to individuals below 50% of the median income, around $25,000/year. The tax credit program restricts the federal tax credits to people below 60% of the poverty level. Each state has come up with a separate set of application standards. Although meeting the restrictions is not easy, the tax credits will pay for about half of the development cost. Mr. Keenan inquired how the status is monitored annually -through the tax return? Mr. Slemmer responded that these programs are administered by-the IRS. If compliance with the income requirements does not occur, the investor will not receive the tax credits they paid for. National Church Residences has a compliance office to ensure compliance occurs. Achieving Affordable Housing There are three ways to make housing affordable: (1) the old way -- subsidize the rent; (2) reduce operating costs, such as through utility subsidies or tax abatement; (3) reduce the capital costs -which is used by the tax credit program. An explanation of those options follows. (1) Subsidize the rent. This can occur through two sources. With Section 8, the resident only has to pay 1/3 of their income. With the NCR 2,500 units of senior housing, the average resident income is approximately $10,000/annual, so their rent is not much more than $200/month. Housing authorities also provide subsidized rent. They have a project in West Virginia that is subsidized by a foundation. (2) Reduce operating costs. In some states, such as California, special programs keep the taxes out of the operating costs for affordable housing. (3) Reduce the capital costs. Some techniques are: tax credits; grants; low interest loans from the city, county, state, or housing authority; TIFs; land lease, where the entity purchases the land and NCR leases the land; and special fundraising. Mr. Keenan inquired if the land leases are at market rate. Dublin City Council Study Session Monday, June 9, 2008 Page 5 Mr. Slemmer responded that sometimes they are; sometimes the amount is reduced. It depends on the community. At the Hilltop facility, resident incomes are very low. To make the rents low enough for the residents, the City of Columbus leases the land much below the market rate. In Westerville, however, the appraised value is used in determining the rate. With most affordable housing communities today, a combination of the above three methods is used. That is the reason having partners is essential. To determine the rents that will be charged, the operating costs and taxes must be evaluated along with the incomes. Mr. Keenan inquired if these are straight tax credits -dollar for dollar. Mr. Slemmer responded that it is dollar for dollar. Right now, tax credits are in turmoil because they are priced on the financial markets. Financial institutes buy these to protect themselves against loss, and they are buying them at about 85 cents on the dollar. The pro forma on this potential project is 82 cents, although last year it was 90 cents. Ms. Norris noted that last year, two of the biggest investors were Fannie Mae and Freddy Mac, but this year they have completely pulled out of the market because they don't have any income that they need tax credits against. Mr. Slemmer stated that tax credits are also competitive. It is necessary to apply for them with the Ohio Housing Finance Agency, but this year, less competition is anticipated. For agencies with a long track record, such as NCR, it will be easier to obtain credits. Capital Budgeting On a $10M construction project with 100 units; land cost at $10,000/unit; $50,000 for professional fees and construction financing, syndication and start-up (investors require reserves). Therefore, a large financial institution must evaluate the stability of the financing. This is a $14M development. Doing this project with conventional financing, rents would be high. To bring the rent down to $849, the Columbus Metropolitan Housing Authority is used, and NCR must come up with a lot of free capital, or artificial capital, which must be in place to make the financing work. Tax credits on a $14M development would be approximately $8M. There would be a conventional loan of $8.5M, two "soft loans" from the Ohio Finance Agency, and a local match from the County Commissioners. Those are stable funding sources. Then, the Columbus Metropolitan Authority will be asked to make a special contribution, structured as an investment in this project. This totals $13M, leaving a gap of $1 M. To make the project work, that gap must be filled. There are different ways to do so -better land costs, better construction costs, additional grant money, and a better tax credit investment. It is typical to have a gap, and their development team is working on ways to fill it. They believe a project in Dublin is feasible. The City staff who visited the Hilltop facility did state that it would be necessary to have a more attractive building facade and landscaping in Dublin. The Woodlands, Texas project is one of the nicest tax credit projects he has seen. The municipality came up with the money to make that happen. The difficulty is that each $10,000 cost added per unit becomes an additional $75 added to the monthly rent. In summary, what makes affordable housing work is the money -applying for tax credits; soft funds from stable sources, primarily local and state government; large contributions to make a project work in Dublin; and a gap solution. The big issue for Dublin is that of "political will." Dublin City Council Study Session Monday, June 9, 2008 Page 6 Affordable housing does not come without controversy. Obtaining zoning for land is always problematic. There is not one piece of undeveloped, zoned multi-family land in Dublin or Columbus. The one way cities control development is by not zoning multifamily, so that every piece of multifamily development requires a rezoning. Adequate density is necessary to make the project work. Tax abatement is also necessary. All the states are abating affordable housing, as it is a good way to get dollars out of the capital structure for the residents. That is pretty easy, as senior residents have no impact on police or school needs. In Ohio, it is necessary to have a special abatement. Mr. Keenan inquired about the Traditions at Mill Run facility. Mr. Slemmer responded that the Traditions at Mill Run is a health care facility. In Ohio, health care facilities that are not for profit are tax exempt. Ms. Norris noted that the Stoneridge property is currently taxed at the full value. The difference is HUD is the lender and they set the rent subsidies. They will set the rents at whatever level it takes to pay the taxes. With a tax credit program, where financing occurs on real debt, it doesn't equate. On the other project, HUD can be asked to pay the differential. Dennis Guest Columbus Metropolitan Authority, stated that they have partnered with NCR on 4-5 other developments of different types. They are technically a state agency, but they receive all their funds from the federal government or resident rent. They do not receive any state or local funds. They own 3,400 apartment units, predominantly in Columbus, but throughout Franklin County. They have another 200 units that are not subsidized units. They subsidize about 11,500 privately owned units in Franklin County. If this project is approved, NCR will be responsible for running the project. Columbus Metropolitan will be the financiers but remain in the background. Results of a recent market study indicate that the need for senior housing throughout Franklin County will increase in the future. Their board has determined that for the next five years, any housing developments they will be involved with will relate to senior citizens or supportive housing. Mr. Reiner inquired how politically secure is their funding from the federal government. Mr. Guest responded that they have the equity contribution -hard dollars, already. Section 8 funding is more secure than other types of public housing funding because the private sector is involved. Where there are private owners of property and private investors involved, there will continue to be support for the program. Mr. Reiner stated that Council realizes there is a need for senior housing. The question is, when tax credits are involved, can the City add specific restrictions, such as preferences for veterans or those in a certain area? Mr. Slemmer responded that restrictions are permitted based on age -this is a federal safe harbor. It is necessary to comply with all fair housing laws. Local preferences are typically not permitted. For the most part, all senior residents are local. Dublin City Council Study Session Monday, June 9, 2008 Page 7 Mr. Reiner stated that if Dublin would be providing some funding, the City's focus is on the needs of the local residents. Dublin is primarily interested in providing housing for its own first. Mr. Slemmer responded that other than the restriction to senior citizens only, no other restrictions may be made. He asked Ms. Norris to comment on whether any exceptions are made to that within the tax credit program. Ms. Norris stated that she is not aware of any permitted. However, from the moment they break ground, "For Lease" signs are posted. Everyone who contacts them is forwarded an application as soon as the application period begins; however, the applications are released primarily within the immediate geographical area. The potential residents are also influenced primarily by the nearness of their families, physicians, pharmacies and churches. Mr. Guest stated that senior housing tends to be restricted primarily to the immediate neighborhood or city where it is being developed. Where Section 8 is involved, preference for veterans is permitted and they currently do so. Ms. Salay inquired what they find with a mix of residents of low to average income. Are there any difficulties that result with the mix? Mr. Slemmer responded that there have been example of this. no problems. The Westerville facility is a good Ms. Salay stated that when she viewed the Westerville facility, she noticed that the back of the facility looks out on the stream and Hoover dam. The director stated that the seniors want to live next to the activity center. They are more interested in the social area, not the view. She was also impressed by the architecture of the building. There can be preconceived perceptions of public housing, but the Westerville project could have fit very well within Dublin. Some of the interior finishes were similar to what might be found in higher- end housing in Dublin. She was pleasantly surprised. Ms. Norris noted that often their task is to educate policy makers and legislators. Because they are familiar with HUD programs, they are surprised with the NCR projects. NCR believes these homes should provide the residents with as much dignity in their homes as any others within the community have for their homes. Vice Mayor Boring stated that the income level they must live at now may be quite different from what they were previously accustomed to, and not by their choice. Mr. Slemmer stated that is often the case. Sometimes it is due to health care costs, but pension reduction and loss of spouse are the primary causes. Mr. Gerber inquired what the forecast is over the next 10-15 years. Will seniors be challenged to afford housing regardless of their income? Mr. Slemmer responded that the big issue facing state governments is not only housing, but health care costs for senior citizens. The number of disabled seniors will double by mid century, which will impact most of Medicaid and Medicare. There has been much discussion about the platform of stable senior housing as a place to deliver service at much less cost Dublin City Council Study Session Monday, June 9, 2008 Page 8 than found at the traditional assisted living and nursing care facilities. At the Hilltop facility, there is every service available, including a physician's office. Mr. Keenan stated that due to Ohio's tax structure, the more affluent senior citizens are leaving the area. Mr. Slemmer concurred. Changes are needed, and affordable housing will be a benefit. In addition to other services, there are on-site service coordinators at their facilities to help the seniors. There would be one at this facility. Mr. Gerber stated that there are many seniors who do not fit in this particular income structure who will also struggle, and the tax structure, including real estate taxes, is part of the reason. Mr. Slemmer agreed. The income bracket above this category, $35,000-$55,000, has great financial need. Mr. Guest stated that many of these move to Florida until they reach their mid 70's, and then they want to move back to this area to be near family. It is at this time that the seniors begin to have higher medical costs. Ms. Norris stated that this is called "reverse migration" or "half backs," as they may have a problem with the heat in Florida and move halfway back - to Atlanta or Raleigh. Mayor Chinnici-Zuercher inquired where this project is in the planning process. Mr. Phillabaum responded that they have begun to look at the expansion area adjacent to their Stoneridge facility. This is very preliminary. This property is just to the southeast of that existing facility, north of Braelinn Green. They are looking at what it would take to rezone that parcel and do more of a cottage-style development. This may be ready for review during an informal work session in July. They have only begun the site analysis. Mr. Slemmer stated that the Danter report indicates the need for senior affordable housing. The question is where to put it and how to make it work. Ms. Salay stated that NCR has expressed a desire to determine if Council is interested in more affordable senior housing in Dublin. If so, they will begin looking at potential sites. After her tour and reviewing various photographs, she is much more confident that an NCR project could fit into Dublin very well. Density is not the only driver. Mr. Keenan inquired the number of acres involved with this project. Mr. Phillabaum responded that there are only two acres. An overhead power line bisects the site, and the cell tower is just north of it. Mr. Slemmer stated that this site was not viewed as anything more than a modest expansion of the Stoneridge facility. What is being considered is doing some long-term planning on a 10-15 acre site for a facility the size of the Hilltop facility. Ms. Salay inquired if they are considering acottage-style facility Mr. Slemmer responded that they are open to any type. Mid-rise development can also be mixed with single story. Dublin City Council Study Session Monday, June 9, 2008 Page 9 Mr. Gerber inquired if they have ever considered converting an existing facility. Mr. Slemmer responded that they do a lot of acquisitions around existing senior housing and renovate them. They have a school property in Laguna Beach, which is being converted to senior housing. Typically, the cost of renovating an existing facility that is not multifamily is higher than the cost of new construction. Mayor Chinnici-Zuercher thanked the NCR team for the presentation and education. Council needs more time to discuss this. She noted that both Mr. Slemmer and Mr. Guest have strong reputations locally and across the country. Everyone has the right to have a good quality of life. Dublin has experienced recognition of the aging community in the past couple of years. There is a great diversity of incomes in Dublin, so Council does want to consider providing affordable housing. The proposed expansion of the Stoneridge facility would appear to be a great use of that space. 2010 Bicentennial Ms. Puskarcik stated that Council packet materials contained an update on the research conducted for the 2010 Bicentennial plan. In April, she had indicated that a plan would be provided at this study session. During the last two months, she has realized that was an ambitious statement. There is a great deal of work to be done first, so tonight she will provide an update and will do so on a monthly basis. Before the internal budget process, she will provide all the information to ensure Council's concurrence. They looked at the 200-day celebration as suggested by Council. It would work very nicely with bookend events, one at St. Patrick's Day and the other with a September weekend event. A closing ceremony at the Field of Corn is suggested due to its significance in Dublin's history. The Independence Day celebration that year would be a three-day event. A plan for a committee of 200 was provided in Council's packet. One of the things considered was having neither a working committee nor an interview process, but rather, making the selections. If there are elements of the proposal Council approves of, staff will proceed. The seven members of City Council, possibly the City Manager, and possibly the Deputy City Manager would each choose 10-15 committee members. Staff would coordinate the efforts to ensure all areas of the community are represented. The proposed National Public Radio (NPR) StoryCorps would cost approximately $175,000. Regarding staffing, internal staffing is proposed initially with outsourcing to occur at the point assistance is needed. Mayor Chinnici-Zuercher stated that regarding the committee of 200, because this is a public document, she would suggest a more inclusive list. For instance, Kiwanis is not included on this initial list of possible committee members. Is the intent that the committee be ceremonial in nature, a promotional tool? Ms. Puskarcik responded that is true, but they would tell their story, as well. The thought is that each day of the 200-day celebration, one person would be recognized, perhaps via TV cable or the web with mayoral proclamations. This would make it more of a community celebration than a City celebration. Mayor Chinnici-Zuercher stated that would include a great, critical mass of people Dublin City Council Study Session Monday, June 9, 2008 Page 10 Ms. Puskarcik stated that this would be one of the first items to work on, to have 9-12 months in advance. Council may recommend specific people or areas of residents. Mayor Chinnici-Zuercher inquired if the cost of the committee of 200 would be provided. Ms. Puskarcik responded that it would be provided. A recognition ceremony during the kick- off could include costs of a reception or dinner. Other costs, such as for communication, could be included with the existing tools. The cost would really be the staff time to do the interviews and write the stories. Mr. Keenan inquired if a complete proposed Bicentennial Project budget would be ready for the budget hearings. Ms. Puskarcik responded that it would. Proposed elements would be presented to Council before that time so that staff has good input to develop the proposed budget. Vice Mayor Boring stated she does not like to operate this way, which essentially is obtaining Council's buy-in beforehand. She would prefer to see the entire budget at an earlier date. Ms. Puskarcik responded that would be provided. This is about components that Council expressed an interest in. She is presenting pieces of information at this point. Vice Mayor Boring stated that is what she objects to -sharing only pieces of information until the discussion is too far down the road to turn back. Mayor Chinnici-Zuercher inquired when more realistic costs about these three components would be available. Ms. Puskarcik responded that the NPR costs ($175,000) have been provided. If Council believes that cost is too high, staff can look at other options. Because the StoryCorps was talked about at the last meeting, the additional information was provided. Ms. Salay inquired if a "ballpark" estimate based on discussion to date would be available. Ms. Puskarcik responded that it would not be possible at this point. A projected cost should be available in August. First, it is necessary to look at the existing budget to see where some changes could be made. For example, when they looked at the fees for outside agencies, that did not appear to be the best use of money. So internal staffing is now being considered. Other adjustments may also be considered. Mayor Chinnici-Zuercher stated that if the Bicentennial will be the focus in 2010, using the existing timeframes that the community is accustomed to, such as St. Patrick's Day and Independence Day, would be good. The existing budget for those activities could be used along with some additional monies that particular year. It would not be a 100% increase. Ms. Puskarcik noted that it would be important to separate what events are related to the Bicentennial celebration so that the community does not expect them the following year. Mayor Chinnici-Zuercher stated that, personally, she does not favor spending $175,000 on a NPR StoryCorps component. She does like the Committee of 200 concept and the suggestion for each member to have a day and provide their story about their life in Dublin. This would seem similar to what other communities have done that is very personal to their communities. Dublin City Council Study Session Monday, June 9, 2008 Page 11 Ms. Puskarcik noted that would include a video as well as audio component Vice Mayor Boring stated that she does not see suggestions for helping other organizations to plan something of their own to complement the Bicentennial focus that year. Ms. Puskarcik stated that sanctioned or affiliate events during the 200 day period was covered in the first proposal. That would not incur any cost for the City. Those groups would apply for that opportunity, so that they could also use the Bicentennial logo or theme. Mr. Lecklider asked for more information about the Committee of 200. What is the underlying rationale? Are there examples of that concept being used by other communities for their celebrations? Ms. Puskarcik responded that research of other communities revealed the use of a Bicentennial Commission that was appointed by the governing group. In some cities, that created other layers, more expenses, and a longer time period. There is also the need to recognize some individuals, but not necessarily in a working capacity. If there is another organization that wants to plan something during the Bicentennial celebration, they could do so in an affiliate capacity. The Committee of 200 provides Council a way in which to recognize all the people who helped build this community. It could be someone who lives here today or someone who has relocated or passed away. It would be a chance for the community story to be told. Mr. Leckider stated that it is an interesting concept, however, the 200 number would be reached very quickly. He is concerned that the restriction of numbers could result in some being omitted and feelings would be hurt. Ms. Puskarcik stated that the community groups could select their representative. Mr. Lecklider stated that he did not have an opportunity to research the StoryCorps component, but the price tag did give him concern. The Bicentennial is a significant and worthwhile celebration. However, given the economic times, Council needs to be wary of the public's reaction to a $ .5 million price tag on the event. Ms. Puskarcik stated that this event will involve atwo-year budget (2009 and 2010). It will be important to separate from the Bicentennial budget the costs for the existing annual events and for a new item, such as an art piece, that would endure after the Bicentennial celebration. Vice Mayor Boring inquired when notices of the Bicentennial celebration and the corresponding opportunities for other community organizations would be sent out. Ms. Puskarcik responded that is anticipated to occur the first quarter of 2009. At that point, the budget will have been approved and everyone would be working from the same document. Early 2009 would allow organizations a year in which to plan their activities. Mayor Chinnici-Zuercher stated that she would like to reiterate Mr. Lecklider's comment. Dublin has a reputation for quality community events, but concerns have been expressed about the amount of money the City spends on those events. With today's economic situation, that issue will be looked at even more seriously. In Dublin, there is a higher home foreclosure rate than ever seen before, and more of its citizens have had to utilize a food pantry. Even if economic conditions begin to improve before 2010, people will not be fully recovered from this situation two years from now. It is important to think through the process. Dublin City Council Study Session Monday, June 9, 2008 Page 12 One strategy that helps with that is to offer the other groups the opportunity to participate. A calendar of Bicentennial events for the year could be compiled. The various organizations would be using primarily their own money, although the City could offer a small grant opportunity. This would be a manageable method of participation for the various organizations. That has been the issue with the City's events, which are wonderful, but government driven. That is the reason that some cities have created a non profit entity that operates the special events function, rather than the government. It should be clear that it is not a separate event but incorporated into the existing events. Mr. Keenan stated that he believes it is important somewhere within the celebration to capture the history and the stories. It is not about today; it is for posterity's sake. Daily, Dublin is losing a lot of the people who know the early stories, and this is a way of capturing those stories for future generations. This element is important, although it may not need to be a $175,000 video presentation. Ms. Puskarcik responded that the tools are available for the City to do this internally. That goal can be accomplished without necessarily using the StoryCorps method. Mayor Chinnici-Zuercher agreed that the historical aspect of the celebration is vital. A Dublin history Volume 2 might be a good way of recording those stories for future generations. Ms. Puskarcik noted that at some point selections of who will be interviewed and what will be identified as a hallmark to be used for this purpose must be made. The first history book did not include all the material provided at that time -selections had to be made. The City can do this either administratively or through Council. Ms. Puskarcik stated that she understands the desire to have all the budget components presented up front, but it is difficult to present all the options in one meeting, as it could entail hours of discussion. Vice Mayor Boring expressed concerns about discussion of any of the ideas without ballpark costs provided and without identifying the need for staff. She would like to avoid the issues that occurred with the history book project. Ms. Brautigam responded that a ballpark budget amount would be presented in September. Ms. Puskarcik inquired if it is also Council's preference not to have regular updates in the interim, but review all the components at that time. Ms. Brautigam stated that would probably be best. Council does not meet after July 1, and the CIP budget discussions are scheduled in August. The next Bicentennial report, including budget will be scheduled in September. "My Neighborhood" Project Mr. Langworthy stated that this project proposal began with ideas presented in Council's goal- setting discussion about potential projects to enhance the neighborhoods. During that discussion, staff mentioned that they had some conceptual ideas to enhance the neighborhoods. After Council expressed an interest, staff decided to pursue the ideas more ambitiously. The scope of the project was expanded after Council established a goal based upon this. Tonight, they would like to outline the framework of that project. Because this will Dublin City Council Study Session Monday, June 9, 2008 Page 13 be a resident-based project, they seek Council's guidance regarding preferred ways to involve the community. Ms. Swisher presented the framework of the project, which is based upon Council's goal established at the 2008 Council retreat to "create a high quality of life by emphasizing neighborhoods and fostering a sense of community." Project Goals: 1. Promote a high quality of life in Dublin by emphasizing neighborhoods and fostering a sense of community; 2. Create and promote unique neighborhoods through the recommendation of design standards that encourage diverse, innovative, desirable neighborhood elements and neighbor-to-neighbor connections; 3. Implement the Adopted Land Use Principles (Resolution 64-06); 4. Support the implementation of the Dublin Community Plan; 5. Emphasize neighborhood involvement in creating and maintaining great neighborhoods; s. Encourage Dublin residents and community leaders to maintain pride in their neighborhoods and take ownership of their futures. Ms. Swisher requested feedback regarding the project goals. Ms. Salay responded that she likes this project. It is where her interests lie -with the neighborhoods. They are a major source of strength to this community. Residents are very vested in their neighborhoods, and through that become vested in the larger community. She likes the idea of encouraging continued involvement. Vice Mayor Boring inquired if staff researched for models utilized by other communities, and if so, were any of those incorporated into this document. Ms. Swisher responded that some preliminary exploration was conducted. Mr. Langworthy stated that this project is unique. They would like to create a document reflecting the input of the community's neighborhoods, not that of Planning staff or professionals. The process will be conducted similar to the Community Plan process -resident based. There is no model for this process. Vice Mayor Boring stated that she is not interested in modeling another community, but looking at the models or examples of other communities would help ensure that everything is covered in Dublin's process. Vice Mayor Boring added that when the citizens come to Council, Council tends to want to immediately respond. Instead, Council should be asking the citizen what they think about the issue and what could the homeowners association (HOA) do to address it. Hopefully, this project incorporates the idea of the neighborhoods themselves taking responsibility. Ms. Swisher continued: Project Strategies: • Conduct one-on-one interviews with Council members to achieve a focused information collection, requesting Council's ideas for their individual ward and suggestions for interview candidates Dublin City Council Study Session Monday, June 9, 2008 Page 14 Mr. Langworthy noted that staff's suggestion for interviewees would be civic association presidents. Ms. Salay responded that they should be given the opportunity to provide input. A civic association president cares very much about their neighborhood. Vice Mayor Boring suggested interviewing some of the people who apply for positions on Council's boards and commissions. Ms. Salay concurred - perhaps a member or two from each board and commission. How many interviews does staff want to conduct? Mr. Langworthy responded that they do not want to leave anyone out, as they might have something significant to share. Mr. Lecklider suggested "grass roots" interviews with homeowners. Perhaps the civic association president could appoint a committee to provide this input. Mr. Langworthy agreed that a committee of 2 or 3 members could be the interviewees for that civic association. Vice Mayor Boring suggested that the HOA president could call a HOA meeting and direct the questions to everyone. Mr. Reiner noted that some HOAs have newsletters. A questionnaire could be included with the newsletter. Some HOAs have various committees already in place whose members could be interviewed. • Community meetings Mayor Chinnici-Zuercher stated she is trying to distinguish the community meeting from the interview process. She assumes the interview numbers would be limited and that would generate the agenda for the community meetings. Ms. Swisher confirmed that the purpose would be to provide preliminary information about overall visions or issues that would help form the discussion topics for the community meetings, where a broader audience could be involved -perhaps with small group discussions. Ms. Husak added that the major differences between interviews and community meetings is that members from different neighborhoods can interact in small group discussions, or stations could be set up to allow for more interaction with folks that would normally not meet. Mayor Chinnici-Zuercher noted that the success of a community meeting can depend upon how it is marketed to the community. The neighborhoods will want to know the anticipated result of the information they share. There are some aging neighborhoods, and they will be interested in knowing the potential financial involvement of the City in the enhancement of their neighborhoods. Beyond design and implementation of the projects, will the City contribute to the costs? Mr. Langworthy noted that this is a critical point and will be discussed as part of the product. Mr. Reiner stated that this is of interest to him. It is important not to initiate false expectations. This should be a program that identifies ideas and encourages community pride to be the motivation to proceed with them. The civic associations should want to involve their own people, and they would identify ways to pay for their projects. It should be clarified from the Dublin City Council Study Session Monday, June 9, 2008 Page 15 outset that the City will not finance their enhancement projects. This focus and development of ideas should increase civic action, not involve the use of taxpayer monies. Mayor Chinnici-Zuercher stated that in addition to physical enhancements, the project should focus on ways to generate neighborhood fellowship and pride in their housing area. Mr. Langworthy responded that this is an intangible element of the project. Mr. Reiner concurred. Some associations have welcoming committees that plan social events, but others do not. Neighborhoods could benefit from learning the ideas and practices of other neighborhoods. Ms Salay stated that this would be a way to identify the best practices of the neighborhoods. In regard to the involvement of City finances for HOA projects, she did not perceive that any financial involvement on the part of the City was envisioned. The involvement of the City was to be supportive of neighborhood initiatives. Mr. Reiner responded that he agreed with the need to clarify that, particularly in view of the statement on the last page about enhancement projects: "The emphasis of this list is to identify those actions that the neighborhood could undertake, with reliance on the City." Ne does agree with providing other types of support. Mr. Lecklider stated that he looks at it differently. He does envision the potential for some financial subsidies. There may be a potential for City involvement in certain projects, such as enhancement of open space areas -- a tree, path or gazebo. Also, some of the neighborhoods are aging, and it is in the overall commuhity's best interests to see that these neighborhoods "age gracefully." The City budget for neighborhood parks, which is around $600,000 to $800,000, is a subsidy of sorts. What is being discussed tonight would not be nearly to that scale. • Neighborhood walk-about program Ms. Swisher stated that this would provide residents of aging neighborhoods the opportunity to take a walk with City team members, point out and discuss their neighborhood's aging issues. Mr. Langworthy stated that driving by a neighborhood does not identify issues that this type of discussion can reveal. Vice Mayor Boring suggested that the discussion should focus heavily on the "intangibles," such as the welcoming committees. Neighbors knowing neighbors creates safer neighborhoods. This is a concern in aging neighborhoods -how they can meet each other and interact when they don't interact through their children's school. Ms. Swisher responded that Community Relations could be involved in this aspect. Mr. Reiner noted that the City has a program that sponsors neighborhood parties, which are beneficial for this purpose. Some neighborhoods hold gatherings during the year, such as on certain holidays, but others do not. Mr. Langworthy noted that the technical term is "capacity building." Ms. Salay stated that neighborhood block parties are a great example of community building. Dublin City Council Study Session Monday, June 9, 2008 Page 16 • Interactive website Ms. Swisher stated that there are many features that could be used at the website -surveys, discussion boards, and educational links. Ms. Salay said that the residents have become accustomed to using the City website, so this would be a natural extension for this project. It could involve people who might not otherwise interact. Mayor Chinnici-Zuercher stated that the City hosts a fall civic association meeting, which this year could be used in a "centerpiece" manner for this project. The residents would likely be more interested in a "best practices" discussion than in staff presentations. Vice Mayor Boring stated that this is a very challenging goal. Efforts along this line have been attempted previously. Mr. Reiner stated that the educational component of the website should provide some guidelines regarding responsibilities and expectations for the civic association leaders. Through education, the neighborhoods will begin to elect community leaders that take an active role within the community. The people can be taught how to run a civic association. Enhancement Projects Mr. Langworthy stated that Council has suggested a list of enhancement projects. This would consist of a list of projects that the City would help them to accomplish, not projects that the City would fund. However, there may be some maintenance-oriented projects that the City would have to take on. Final Product Two principal outcomes are proposed: • Maintain the neighborhoods • Transfer existing neighborhood knowledge to new neighborhoods Mr. Reiner stated that, for the record, he does not believe the City should fund any of these projects. The goal should be to increase neighborhood involvement and pride. Mr. Langworthy concurred. Funding the projects is not their intent. Mr. Gerber asked what is meant by "design standards" in this context. Mr. Langworthy responded that is not yet known. The neighborhoods will identify those. Mr. Gerber stated that approximately four years ago, when the Planning and Zoning Commission was discussing conservation design, an attempt was made to identify some standards. Is that what is envisioned? Mr. Langworthy responded that it may be. He is not certain. Ms. Salay noted that some great ideas have come from the residents themselves, such as a walking path encircling the children's play area in a park to enable the adults to exercise while watching over their children. She believes this entire "My Neighborhood" project is a great concept. She anticipates that in a few years, Dublin staff will be presenting this to the American Planning Association (APA). Dublin City Council Study Session Monday, June 9, 2008 Page 17 Mr. Gerber stated in regard to the topic of neighborhoods that he has received a few complaints recently about home occupations with offices. Working out of the home is fine as long as it does not create a traffic issue within the neighborhood. There may be a need to review the City Code in this regard. Mr. Langworthy responded that is a legitimate concern, and offenders are difficult to identify. Mr. Gerber suggested that staff look into things the City could do to get ahead of that curve. Mayor Chinnici-Zuercher suggested caution when discussing neighborhood design standards. It is important to be aware of cost increases that would be passed on to future home buyers. It is important to emphasize that these new standards are not being suggested, but are ones already in existence in Dublin. Mr. Langworthy responded that there are some standards that should be codified while others should be encouraged. Mayor Chinnici-Zuercher thanked staff for the presentation The meeting was adjourned at 9:20 p.m. Clerk of Council