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Home My WebLink About04-06-09 Finance Com. MinutesDUBLIN CITY CQUNCIL Finance Committee Monday, April 6, 2009 Minutes of Meeting Mr. Keenan, Chair, called the meeting to order at 6:00 p.m. in Council Chambers. Council members present were Mr. Keenan, Mr. Gerber, Mayor Chinnici-Zuercher; Vice Mayor Cathy Boring and Ms. Salay{arrived at 6:10 p.m.}. Staff members present were Ms. Gibson and Ms. Puskarcik. Mr. Keenan stated that the purpose of this meeting is to review the hotel-motel grant application process for the City's 2010 Bicentennial videography project. Ms. Puskarcik presented an overview of the proposed project. The Division of Community Relations is requesting $10,000 from the Hotel/Motel Tax Fund fora Bicentennial videography project, "Storytellers, Recording the Memories." Staff would coordinate the project with members of the Dublin Historical Society. The project would be a "B Roll," or background videography, that could be used for the Bicentennial project in particular, but probably for other uses, as well. The goal would be to complete the project within 6-9 months, during spring and summer 2009. The Dublin Historical Society has developed a list of individuals to record. Mr. Keenan inquired the number of people staff anticipates could potentially be recorded. Ms. Puskarcik responded that approximately 50 people could be recorded. The intent is not to use a question and answer process, but, rather, to let the camera roll as the individual shares hislher early memories of Dublin. Mr. Keenan inquired the amount of hotel/motel tax funds carried over from the previous year. Ms. Gibson responded that in January there was approximately $200,000 in the fund. After the first round of 2009 tax grant awards and a couple of pre-existing approved requests were paid out, $134,916 remained in the fund. From that amount, $99,000 is designated for the purchase of the remaining public art pieces in the Park Fiction exhibit. After those expenditures, approximately $35,000 will remain in the 2009 funds. Mr. Keenan inquired if there were sufficient funds remaining from which to allocate the $10,000 for the videography project. Ms. Gibson confirmed that there were. Mr. Gerber inquired the total amount of the 2009 grant awards. Ms. Gibson responded that the total amount awarded was $98,074, and this included funds for Historic Dublin and the DSL. Mr. Gerber asked if that is the typical total grant amount awarded. He's thinking of possible future uses for this fund. Ms. Gibson responded that it is; it is all dependent upon the revenues received. Mayor Chinnici-Zuercher stated that there is therefore approximately $35,000 remaining in the 2009 bed tax fund. Community Relations' request is for $10,000 of that, so $25,000 would remain in the fund. That is what would be available for future bed tax grant awards this year. Finance Committee April 6, 2009 Page 2 Mr. Keenan stated that Council discussed making that balance available to the community specifically for 2010 Bicentennial events/projects. It was also recognized that the grant application period should be earlier in the year, as the 2010 Bicentennial is not that far in the future. There is a need to discuss the parameters for those grant applications. Does Council want to specify a grant limit per applicant? Does Council want to allocate the full $25,000 balance for Bicentennial applications to be submitted by May or June? [Vice Mayor Boring and Ms. Salay arrived.] Vice Mayor Baring inquired if the Committee had made a decision regarding the videography project. Mr. Keenan responded that the Committee has not yet done so. He reviewed the status of the funds. If Council approves a $10,000 allocation for the videography project, $25,000 will remain. Council would need to determine how much of those funds it wishes to make available to the community for Bicentennial grants. His recommendation is that the amount be somewhat significant. Even if a certain amount of next year's funds are made available for these grants, the funds do not need to be allocated if the applications are not of interest to Council. He suggests that another $25,000 be allocated from next year's funds, making the total amount of available for this purpose from bed tax funds of $50,000. The applications should be received in May or June. It is important not to wait until November due to the proximity of the 2010 Bicentennial. Mayor Chinnici-Zuercher noted that the staff report regarding the videography indicates that "in the future, support may still be needed for editing." The videotapes would be useless without editing, so why wouldn't that be included within the $10,000? Ms. Puskarcik responded that staff is not yet certain how the videotapes would be used inhouse or how others might want to use them. There has been some discussion with the Dublin Historical Society. However, much of the additional cost for editing could potentially be covered within the regular Community Relations budget. Then, Bicentennial programming could be made a component of the DTV budget for next year. Some other groups have expressed an interest in using the videotapes for other projects; they may be applying for grants. Mayor Chinnici-Zuercher stated that the groups should pay for their projects. Ms. Puskarcik responded that is true, unless they would qualify for a Bicentennial grant. Vice Mayor Boring inquired if the City could include videotaping as a regular program outreach, couldn't it be included in the current DTV budget without expending additional monies? Ms. Puskarcik responded that it could be included in the amount Community Relations will request for the 2010 budget, which would be similar to the 2009 amount. There are several ideas about different ways the video could be used. It may not be staff, but someone from the community, who will propose a project using the video. However, Community Relations should be able to absorb most of that cost this year for "A Bicentennial Moment or perhaps "A Look Back." This would be similar to what their division has done with the Grounds of Remembrance project. They re-use video in many different ways. Finance Committee April 6, 2009 Page 3 Mr. Keenan clarified that Council has not yet allocated any funding for the 2010 Bicentennial. If Council does anything in any amount, it will be considered as part of the November budget hearings for 2010. Ms. Puskarcik responded that it was staffs understanding that Council direction was that they would work with a similar budget in 2010 as in 2009 to develop the Bicentennial program, primarily an umbrella Bicentennial marketing campaign. Under that, other organizations could fund their own projects. In addition, Independence Day weekend would be the anchor weekend. Mayor Chinnici-Zuercher agreed that was Council's direction; that plan avoids allocating a large sum of additional monies. Mr. Gerber summarized that the Committee is considering the following: 1. a $10,000 request fora 2009 bed tax grant for videography 2. the City's 2010 budget for the Bicentennial 3. possible allocation of 2010 bed tax funds for Bicentennial-related grant applications Mr. Keenan stated that the Committee might want to consider allocating some of the 2010 hotel-motel grant funds for this project. He would suggest that an equal amount, more or less, could be added to the $25,000 remaining 2009 funds. The Bicentennial event projects fit the criteria for hotel-motel tax grants, so it would be a logical source for the funding. Mayor Chinnici-Zuercher stated that it is reasonable to assume that when there is a Bicentennial, the hotel-motel funds would be used differently than is the typical practice. After Council has made a decision, it would be desirable for staff to send a letter to the current grant recipients for 2009 monies, indicating that due to its being a special year for the City, that there would be limited funds distributed for other grants; hotel-motel funds would be used to celebrate the City's Bicentennial. Mr. Gerber asked about the amount of revenue the City normally collects within a year. Ms. Gibson responded that it is around $1.7 million. Twenty-five percent is allocated to the DCVB, and the DAC receives funding based upon the schedule adopted with the lease arrangement of their building a few years ago. In the last couple of years, the City has budgeted approximately $200,000 for grants. However, the current hoteUmotel tax revenue is down fourteen percent, so the amount available for grants will be less next year. Mr. Gerber stated that this past year Council approved $66,000 in bed tax grants, and that seems to have been a typical sum for the grants. There has been a surplus beyond that amount every year. Ms. Gibson stated that there were some major events this past year that brought in additional revenues. Vice Mayor Boring inquired if an event, the Frog Jump for example, were to be integrated with the Bicentennial focus in some way, would they apply for a regular grant or for a Bicentennial grant? Finance Committee April 6, 2009 Page 4 Mr. Keenan stated that it would be desirable for staff to communicate the grant parameters to the public. Perhaps the normal applicants could be encouraged to look for a way to work the Bicentennial into their event. Ms. Puskarcik stated that a letter could be sent out to the usual applicants stating that priority may be given to Bicentennial projects or those projects that incorporate the Bicentennial theme into their existing event. Some applicants could be ready for aMay- June application period; but the existing applicants may need to wait until the usual November application period. Ms. Puskarcik noted that the letter would be sent to previous hotel/motel tax grant applicants, to the attendees of the bicentennial Community Engagement meetings, and to a list of presidents of other organizations. The message would be that the City plans to celebrate its 2010 Bicentennial through community engagement. Mayor Chinnici-Zuercher inquired the amount Council wishes to budget for the Bicentennial grants. Mr. Keenan stated that his recommendation is to: - Approve the $10,000 request of Community Relations for the videography; - Designate the remaining $25,000 in the 2009 hotel-motel tax grant fund for Bicentennial grants; - Allocate an additional $25,000 of 2010 hotel-motel tax grant funds for a total sum of $50,000 for bicentennial-related grants. He noted that the total amount may not be granted if the applications are not of merit. Mr. Keenan noted that he spoke with Council Member Lecklider earlier today, who indicated he would be comfortable with both a $25,000 - $50,000 hotel-motel tax grant budget and with the grant application timeframes. Mayor Chinnici-Zuercher asked if there would be a maximum grant award. Ms. Puskarcik responded that staff could forward to them the ideas that those who attended the community engagement meeting shared. In regard to the $50,000 total budget, would Council consider allocating all of that through the May/June grant awards, or would some funds be reserved for the November grants? There may be some applicants who will need the November deadline. Mr. Keenan responded that these funds should be used to promote the Bicentennial as early as possible. There would be remaining 2010 bed tax grant funds, minus the $25,000 Bicentennial allocation, to allocate in November. Ms. Puskarcik clarified that the message is that the May/June applications must be Bicentennial in theme only; the November applications can be either. Vice Mayor Boring inquired if there would be any type of project for which the City would want to see matching funds. Mayor Chinnici-Zuercher stated that if matching funds will be required, it should be included in the grant criteria. Some applicants may do this only as a project for the Bicentennial, while the regular applicants would add the Bicentennial focus to their usual event. Are matching funds desired? Finance Committee April 6, 2009 Page 5 Vice Mayor Baring responded that it should not be necessary. Each application is considered on a case by case basis. Mr. Keenan noted that some events include matching funds now, and others do not. Each application stands on its own merit. Council will have opportunities to review the applications before finalizing a decision. Mr. Keenan called for a motion. Mr. Gerber moved to approve the $10,000 request for the Bicentennial videography project. Vice Mayor Boring seconded the motion. Vote on the motion: Mr. Gerber, yes; Vice Mayor Boring, yes; Mr. Keenan, yes. Ms. Puskarcik inquired if Council prefers that the umbrella Bicentennial theme be established first by staff so that it can be given to the grant applicants to use -- far example, "Twenty Decades of Distinction," or would it be acceptable for the applications to incorporate a general Bicentennial theme? Mr. Keenan responded that he would prefer to allow them to be as creative with the Bicentennial theme as they wish. Vice Mayor Boring stated that Council would want to see the proposed theme ideals}. Ms. Puskarcik confirmed that Council would like to see staff's proposed umbrella Bicentennial theme and either formally or informally approve it. This would be followed by a ceremonial "kick off." Mr. Gerber moved to allocate $50,000 in funding to be made available for Bicentennial-related grants -the $25,000 remaining in the 2009 hotel-motel tax grant funds and $25,000 to be allocated from the 2010 hotel-motel tax grant funds; additionally, the grant application period to have a May/June timeframe, and staff will develop the grant application criteria. Vice Mayor Boring seconded the motion. Mr. Keenan inquired when the application parameters would be ready for Council review. Ms. Puskarcik responded that they would be ready within a couple of weeks. Mr. Keenan stated that he would like to see the list of groups that staff intends to send the grant parameters to. This would also give Council the opportunity to add an organization or two, if desired. Ms. Puskarcik responded that all previous applicants plus anyone who indicates an interest would receive the application. Council can add to that list. Ms. Gibson stated that the formal grant award letter, which includes a reminder that their materials must include City recognition, could also contain a reminder of the umbrella Bicentennial theme. Mr. Keenan responded that the theme could be included. He is interested in seeing their approach and ideas. Finance Committee April 6, 2009 Page 6 Vote on the motion: Mr. Gerber, yes; Vice Mayor Boring, yes; Mr. Keenan, yes. Mayor Chinnici-Zuercher inquired if this year's grant awards were for amulti-year time period. Ms. Gibson responded that there were no multi-year grant awards this year. Vice Mayor Boring inquired if there were any 2008 grants that were not paid because they had not met all the required criteria. Are there any outstanding grant awards? Ms. Gibson responded that there are none. All outstanding monies were returned to the fund. Mr. Keenan inquired if there have been monies restored to the City because the applicant did not meet the criteria. Ms. Gibson responded that there were two outstanding awards -Arthritis Foundation and Safecon. The Arthritis Foundation was paid the cost of City services, but not the full amount of the grant amount encumbered. Mr. Keenan noted that the grants are made with the requirement that the grantee provide the appropriate documentation within a specified time period. Mr. Keenan adjourned the Finance Committee meeting at 6:30 p.m. Clerk of Council