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HomeMy WebLinkAbout05-08-07 Finance Com MinutesDUBLIN CITY CQUNCIL Finance Committee Wednesday, May 8, 2007 Minutes of Meeting Mr. Keenan, Chair, called the meeting to order at 6 p.m. Council members present: Mr. Keenan and Vice Mayor Lecklider. Mr. McCash was absent. Staff members present: Ms. Gibson and Mr. Edwards Mr. Keenan stated that the purpose of the meeting is to review the 2007 hotel motel tax grant applications and to develop a recommendation for Council action. • Dublin Teen Institute -Request - $11,000 Event - "Here's Looking at You, Kid!" - 5K RunllNalk and Fun Fest 2008 Laura Reed, Dublin Coffman senior, stated that she is one of the race instructors. The 2007 run, the third year for the event, was a great success. They have received grants in previous years, which have been very much appreciated. Mr. Keenan inquired about previous grants. Ms. Gibson responded that the Dublin Teen Institute received grants the previous two years -- $7,000 in 2005 and the cost of City services, not to exceed $3,000, in 2006. Their request is for the 2008 event. Mr. Keenan inquired about the 2007 race. Ms. Reed responded that of the 800 who registered, 701 runners finished the race this year. It is estimated that over 3,000 attended the event. Mr. Keenan noted that the proceeds of the race will go to the Children's Glaucoma Foundation. Ms. Reed responded that is correct. Dublin Coffman principal Tracey Miller and his family have experienced a struggle with this disease. Mr. Keenan inquired how much money has been raised through the event. Ms. Reed responded that $25,000+ was raised in 2006. Although an exact figure is not yet available for the 2007 run, the estimated amount received was $20,000. Dr. GeorgiAnn Diniaco, Safe and Drug Free Schools Program Coordinator & Teen Institute Advisor stated she is the advisor for this event. Mr. Keenan inquired about the budget for the 2007 event. Ms. Diniaco stated that the students raised $10,000, but the expenses were close to $16,500. Mr. Keenan inquired if the request is for a cash grant or to cover the cost of City services. Mr. Edwards noted that Community Relations division handles the permits for community events. The cost of City services for the 2007 event are not yet available, but the cost of City services for the 2006 event was $1,300, which covered the cost of Police and Streets & Utilities services. Finance Committee May 8, 2007 Page 2 Ms. Gibson noted that the 2007 funding was stipulated to be for the actual cost of City services not to exceed $3,000. The event was held a couple of weeks ago, so the report is not yet available. Vice Mayor Lecklider inquired why City funding has been requested for four different categories as noted in their request. Ms. Diniaco responded that one purpose of the event is to raise funds for the Children's Glaucoma Foundation. The other purpose is to provide a Dublin event that supports young people making positive choices. The Teen Institute is a group of young people who have made that commitment, and they desired to provide an event that is free from alcohol, tobacco and other drugs. The four categories are consistent with that goal: {1) the Healthy Community incentive, which is an encouragement far lifetime healthy behaviors; {2) quality publicity - to encourage Dublin residents, but also non-residents to participate in the event; {3} Family Fun Fest activities -although the event originated as a 5K run only, it now includes Super Games for the entire family, a Kids' run and family fun team-building activities. {4) Prizes for the top winners. They endeavored to look at the practices of some other major races throughout the country. When they talked to other race directors and asked about incentives to bring additional people to the event and the community, they were told that good prizes would be a draw. Mr. Keenan stated that he was under the impression that any potential City funding was to be designated for the 5K race. However, there seem to be other "pieces" of the request this year. He noted that a couple of his colleagues have had concerns about funding a charity endeavor. Although it is for a worthy cause, it could set a precedent that many other charities would follow. For that reason, it is good that there are some other initiatives included here. The City's total bed tax funds available are limited, so the grants will be distributed, based upon the available funds. Vice Mayor Lecklider inquired if prize incentives were offered this year. Ms. Diniaco responded that they were not. She noted that one other initiative has begun as a result of this one. The Teen Institute members have been trained to serve as coaches for younger students. They visit the elementary schools and train them for the Kids' Run or the actual 5K run. Mr. Keenan inquired if the schools participate in funding for this event. Ms. Diniaco responded that they do with a variety of in-kind services, such as printing and postage. Mr. Keenan inquired if Ms. Diniaco could provide an estimate of that value. Ms. Diniaco responded that it would be approximately $750. Vice Mayor Lecklider noted that although the City's bed tax fund is limited, some members of Council are strongly supportive of this initiative and its purpose. Mr. Keenan noted that thanks to the committee's efforts, more grant funding is available than last year. After hearing all the grant applications, the Committee will develop recommendations for Council action on May 21. Finance Committee May 8, 2007 Page 3 Ms. Faye noted that the applicants are welcome to attend that Council meeting, if they would like to do so. Mr. Keenan thanked Ms. Diniaco and Ms. Reed for their efforts on behalf of the community. • Dublin Youth Athletics {DYA) - Request - $2,700 Event - Memorial Baseball Tournament - 5125-5128107 Jim Link, Athletic Director, Dublin Youth Athletics (DYA}, stated this is the fourth year for the event, which is scheduled for four days, ending on Memorial Day. They anticipate 8C teams to participate this year. Last year, 56 teams stayed in area hotels and generated approximately 850 room nights. The grant request is for the cost of City services they anticipate being billed this year for the cost of field rental, light usage, and City staff time. Ms. Gibson stated that grants have historically been made for this event, except in 2003- 2004. In 2006, they received no bed tax grant. However, the cost of the field charges and the lights were waived. When fees are waived, it is from the General Fund, not from the Hotel-Motel Tax Fund. Mr. Keenan inquired if there is local team participation. Mr. Link responded that six local teams will be competing, and two local teams will assist in administration of the tournament. Vice Mayor Lecklider inquired if the event application or website information directs people to Dublin motels and hotels. Mr. Link confirmed that the information is provided at the DYA website, including links to the individual hotel reservation sites. He noted that some hotels rebate to DYA $5 for every room night. Mr. Keenan noted that Dublin School Board president, Chris Valentine, is listed on the DYA Board of Directors. Does he also serve as a coach? Mr. Link responded that he coaches one of the teams that will be participating in the Tournament. He also runs the entire travel team program, which is a significant task. Mr. Link noted that this event was created in direct response to an earlier request from community leaders for events to generate more hotel-motel nights. It has successfully done that, therefore, they believe it is appropriate to ask for some relief for the cost of City services. Mr. Keenan stated that this application meets the bed tax grant criteria. It definitely provides room nights for the hotels. • DYA -Request $3,500 Event - 2007 USSSA World Series Qualifier - 6121-6124107 Finance Committee May 8, 2007 Page 4 Mr. Link stated that this is a new tournament. The USSSA is a 9 and 10-year old qualifier. Previously, this tournament was held in Grove City. They gave it up last year, and Mr. Valentine approached DYA about running the tournament. It does occur in the middle of the DYA recreational play season, so DYA must suspend play for four days to run the tournament. It is a state qualifier, so teams will be coming from Cincinnati, Dayton, Cleveland, Toledo and Youngstown. Approximately 90 teams are expected. They do not expect to make much money on the event this year, perhaps $800. The other tournament that DYA ran in 2006, the Super League World Series benefiting the Miracle League of Ohio, was not bid this year due to the fact that it netted very little money for the amount of work invested. That is the concern he has about running the USSSA tournament. Tournaments are fundraisers for the volunteer organizations running the events. The cost of City services is estimated at $3,500. If the City grant is approved, it increases the chance of the event continuing. Vice Mayor Lecklider noted that the grant application estimates the event will generate approximately 800 room nights. Mr. Link confirmed that estimate. It is a four-day event with no provision for rain-outs. The teams sign up through the national organization, but the feedback they have received is that they can easily expect 90 teams. They have maximum participation for the Memorial Tournament - 80 teams. If space permitted, they would have another 25 teams. Vice Mayor Lecklider inquired the reason for the popularity. Mr. Link responded that part of the reason is their reputation for putting on a quality event - an on-time schedule, impartial officiating, and general courtesy and hospitality. The CABA event was always very popular when it was held in Dublin. Vice Mayor Lecklider inquired if Dublin's facility compares favorably. Mr. Link responded that he has heard of none better except one in California. Dublin's field is the best in Ohio. Mr. Keenan inquired how Tournament attendees are directed to community restaurants. Mr. Link responded that the event programs include a good amount of information, including coupons for several area restaurants. Mr. Keenan indicated that Council members support this event. They will be notified of the Committee's recommendation to Council. • Emerald City Players -Request $10,000 Purpose: Upgrade to Theater Lighting and Sound Systems Rick Foster, president of Emerald City Players, stated that they have submitted a request for assistance with the cost of improvements to their theater lighting and sound systems. Although the theater may not generate a large number of room nights, they do give visitors something to do in Dublin -- a reason to come to Dublin. Mr. Keenan inquired what the organization has heard about future plans for Dublin Village Center. where the theater is now located. Finance Committee May 8, 2007 Page 5 Mr. Foster responded that they have heard rumors of plans to tear down the center, but they have also heard from the City that no such plans are imminent. Although they have no immediate plans to move, they will do so whenever an appropriate site is found. The lighting and sound systems would move with them. Mr. Keenan inquired if Emerald City Players had received an earlier grant from Dublin Arts Council {DAC}. Mr. Foster responded that they received a $10,000 grant for performance-related expenses -sets, costumes, and programs. He noted that most of the existing lighting and sound equipment belongs to him. He brought it with him when he moved here from Maine in 1997. It functions, but not well. It needs to be replaced. They have never applied for a bed tax grant before. Mr. Keenan noted that, in essence, they have received City monies previously -through the DAC grant to them. Vice Mayor Lecklider noted that he recalls some earlier request directly to the City. Mr. Foster responded that on an earlier occasion, they requested that the City waive the cost of a building permit at Dublin Village Center. The City did grant that waiver, valued at approximately $1,500. Vice Mayor Lecklider inquired about the typical turnout per performance. Mr. Foster responded that the typical audience has been approximately 60, but it is increasing this year. The Emerald Players were negatively impacted by their move from the Dublin Recreation Center because the community did not know where to find them. Vice Mayor Lecklider inquired how many productions they do per year. Mr. Foster responded that they stage eight productions per year; two productions are "in work" constantly. Vice Mayor Lecklider inquired the size of the troupe or cast of actors. Mr. Foster responded that they do not have a troupe per se. The actors are a mobile group. They tend to travel between performances in different communities -- for instance, Westerville, Grove City and Dublin. They do have a core group, however, composed of the Board of Directors and a number of volunteers. Vice Mayor Lecklider inquired the range of ages of the participants. Mr. Foster responded that this year the youngest was 12, the oldest was 75. Mr. Keenan inquired the total budget last year. Mr. Foster responded that it was $32,000. Mr. Keenan inquired the source of those funds. Are there fundraising activities? Mr. Foster responded that, in addition to the DAC grant, there were some fundraising activities. They also operate a concession stand for the soccer league on a regular basis. They have also received small grants from JP Morgan Chase and NlSource. The rest is from ticket sales and purchased advertising in the program books. Vice Mayor Lecklider inquired if the lighting and sound systems would be portable. Finance Committee May 8, 2007 Page 6 Mr. Foster responded that they must be portable systems. Whenever they do shows at a different location, it is essential to take their equipment with them. Mr. Keenan inquired how many of the participants are from the Dublin area. Mr. Foster responded that approximately 60% are from Dublin. Vice Mayor Lecklider thanked Mr. Foster for the complimentary tickets he has received in the past. Although it has been difficult to attend, given his current schedule, hopefully, he will be able to attend a performance in the near future. Mr. Keenan thanked Mr. Foster for the information. Staff will be contacting him in the near future to let him know the committee's recommendation. {General committee discussion followed} Mr. Keenan inquired clarification of the funds available for grants. Ms. Faye responded that a total of $47,500 is available. Mr. Keenan noted that the total amount of 2007 hoteUmotel tax funds set aside for this purpose is actually $75,000, but $20,000 is earmarked for Historic Dublin events. Therefore, $55,000 is available for bed tax grants, but $7,500 has already been granted to the Arthritis Foundation. That leaves a balance of $47,500 available to the applications being considered tonight. He noted that no Historic Dublin events have been funded this year. Ms. Gibson noted that last year, City Council approved a $4,000 grant to the Arthritis Foundation. However, the Foundation has met none of the guidelines of the 2006 grant awarded to them, and to date, the City has received no report that the event occurred, nor any request for disbursement of the funds. Vice Mayor Lecklider expressed surprise. He attended the event, as a sort of emissary for the City. It is a very nice annual event. Mr. Keenan noted that when the Arthritis Foundation did not appear at the scheduled time for their hearing last year, they asked for a second meeting. That was not possible to schedule. Perhaps that is the reason they have not followed up. Ms. Gibson stated that the Foundation has been granted $7,500 for this year, but the 2006 award of $4,000 is still on hold. They have met none of the requirements for disbursement of that award. Mr. Keenan inquired if the grant was to cover the cost of City services. Ms. Gibson responded that it was. She had intended to check today to see if they were billed for the City services provided at their event. Mr. Edwards stated that he would check with Ms. Schimmoller in their office to see if they were billed. Ms. Gibson stated that the Intercollegiate Flying Association was also awarded a 2006 grant. They have not submitted documentation of meeting the grant requirements {that Dublin be recognized in their event materials in some manner), submitted the 30-day follow-up report, or requested the funds. Finance Committee May 8, 2007 Page 7 Mr. Keenan responded that there should be guidelines in place that if a report is not submitted and the funds requested within a certain timeframe, that the funds are no longer available. There seems to be a need for policy direction from Council. He suggested that Ms. Gibson forward a memo to Council to that effect so that Council can discuss it. Mr. Keenan stated that, in his opinion, hotel/motel grant applications should not consist primarily of repeat requests. These grants should be to provide seed money for new projects with new, innovative ideas. There should be some applications far new projects in each grant cycle. There should be other options for use of these funds. • Kiwanis Club of Dublin -Request $6,2aa Event - 2ax7 Dublin Kiwanis Frog Jump - 6123/x7 Clay Rose and Jack Popovich, Kiwanis Club of Dublin, were present. Mr. Popovich, Event Chair, stated that the Frog Jump is an annual fundraiser for the Kiwanis Club. It has been held 42 years in Dublin, and the community is very familiar with it. The request is to offset the cost of shelterhouse and equipment rentals and the cost of City services, primarily Police, Rec Center and Grounds & Facilities staff. No significant changes are planned. It will be held in Coffman Park. Approximately 5,000 children are anticipated to attend Mr. Keenan noted that in 2006, Kiwanis requested $6,200, was granted $5,000, but the actual amount billed for City services was $1,188. Why the disparity? Ms. Gibson responded that sometimes occurs, based on estimate versus actual. Mr. Rose that attendance for the Frog Jump has increased significantly since it was re- located to Coffman Park. It was a wise move. Mr. Keenan stated that the event has become synonymous with the City of Dublin. That is a credit to Kiwanis. Mr. Rase stated that the frog jump event has now been copied in other communities throughout the state. Mr. Keenan thanked them for their presentation. They will be notified of the Committee's recommendation to Council. (General committee discussion followed} Mr. Keenan stated that it may not be advisable to award amounts such as $6,000 for the cost of City services that have typically been billed at $1,200. That ties up funds unnecessarily. That may be another component of the bed tax grant process that should be reviewed. Ms. Puskarcik has also mentioned the possibility of awarding bed tax grants twice a year, as it is very difficult for many organizations to plan that far in advance. Vice Mayor Lecklider agreed. The total amount could be separated between the two application periods. Mr. Keenan responded that if a larger allocation of monies is needed for a twice a year process, Council can request that the amount of available funds be increased. Finance Committee May 8, 2007 Page 8 • Ohio AAU Track & Field -Request $1,500 Event -AAU Region 6A Track & Field Championships - 7105-7108107 DeCarlo Blackwell, Event Chair and Committee Members Tammy Jones and Inge Clark were present. Mr. Blackwell stated that the AAU Region 6A Track & Field Event is for children ages 6-18. The two state associations, the Ohio Association and the Lake Erie Association, will be represented. Approximately 1,300 athletes will be competing and approximately 2,600 will be attending. This follows the typical district, regional, national process. This is the regional competition. Mr. Keenan noted that the event was previously held in Lima. Has the event followed the event chair'? Mr. Blackwell responded that it has. He previously worked for Lima Correctional. With its closing, he was relocated to the Columbus area. It is desirable to hold the event is smaller communities, as the community rallies around the event. It can be a reciprocal relationship, presenting opportunities for both children and businesses. Mr. Blackwell pointed out that although the cost of the event is much higher, he submitted a request for only $1,500 as he was under the impression that was the maximum request that could be submitted. When he discovered that he could have requested mare, it was too late to re-submit. However, the cost associated with the Dublin Scioto High School field rental alone is $5,800. Vice Mayor Lecklider inquired how the Dublin Scioto High School site was selected. Mr. Blackwell stated that two factors influenced the selection -available hotels and the area amenities. The Dublin Coffman site was not available due to the July 4t" event. Mr. Keenan noted that the cost of City services is not included in the budget submitted with the application. Isn't the request to offset those costs? Mr. Blackwell responded that the request is to offset the costs of the event in general. Mr. Keenan asked if it were possible to resubmit the application, what would he request? Mr. Blackwell responded that, at a minimum, he would ask for the costs associated with the field rental. He added that the intent is for the event to be more than a field event. He asked Ms. Jones to elaborate. Tammy Jones indicated that four $500 scholarships will be awarded to seniors who run track. Mr. Keenan inquired where that money will come from. Mr. Blackwell responded that every team within the Ohio Association hosting a track meet this year has been asked to contribute $200 toward the scholarship fund. He noted that the scholarships would not be awarded on the basis of athletic performance. Ms. Jones noted that other scholarship criteria have been defined. Interested students must apply for the scholarships, including writing an essay and submitting letters of recommendation. Finance Committee May 8, 2007 Page 9 Mr. Keenan noted on the enclosed list of meet locations, the July 14t" Classic at Dublin Scioto High School is shown as being held in Columbus. Is there time to correct the list to reflect "Dublin" before distribution? Mr. Blackwell responded that there is, and he will see that it is corrected. However, he had identified the site as being in the Columbus area, as everyone is more familiar with the Columbus area. Mr. Keenan responded that while he understands the criteria, it is Dublin that will be awarding the money. Mr. Keenan stated that this application meets all the bed tax grant criteria, and it will be good for the community. It is the type of application the Committee is looking for. He, personally would support awarding an amount greater than the $1,500 requested, but he does not know if that is possible. He wonders if there could be an opportunity to talk with the schools about a partnership. Ms. Gibson responded that there is always an opportunity to discuss this with the Schools. Mr. Blackwell responded that would be wonderful, because what they have been looking for is a community partnership, so that the events can be repeated in the same neighborhood. It would make their budgeting process much easier. Mr. Keenan noted that the City has a partnership with the Schools. It would seem appropriate for the City to ask for the Schools' participation in this by perhaps waiving the cost of the field. Ms. Clark stated that she is heading up the volunteer component and they are seeking community volunteers. They are hopeful that Dublin high school coaches would volunteer to work the event, to make this event a part of the community. Mr. Keenan responded that the parents in this community are very involved with their children's activities and often volunteer their services for the events. Mr. Blackwell noted that college coaches attend this event, so a local track and field athlete has an opportunity to have visibility at this venue. Vice Mayor Lecklider inquired if he has been in contact with the Dublin Convention & Visitors Bureau. Mr. Blackwell responded that he has. He has been speaking with Jash Bricker. Mr. Keenan thanked Mr. Blackwell, Ms. Jones and Ms. Clark for the information. This Committee will make a recommendation to Council. Council will likely act upon the recommendation at the May 21 Sc meeting. Mr. Keenan asked that Ms. Gibson assist in wording the Committee's recommendation regarding funding in an amount greater than the amount requested and the partnership request to the Schools. • Ohio Wildlife Center -Request $28,194 Purpose: Renovation of The Center's First Floor Finance Committee May 8, 2007 Page 10 Applicants present: David Hoy, Director of Operations & Development; Kelly Dufour, Volunteer and Past Board member Mr. Hoy stated that the Ohio Wildlife is a 501 Cnon-profit organization providing a "one of a kind service" for central Ohio in wildlife rehabilitation. That hospital is on Billingsley Road. They also have an education program. In December 1999, they purchased a 20-acre property just north of Shawnee Hills; that property is being developed as a Nature Center. They provide education through day camp programs, school field trips, and scout groups. They also currently are serving the City of Dublin through a service agreement the last several years. They provide services that the Zoo and ODNR do not. They have an exciting Master Plan. They are developing a destination point for people interested in the environment and wildlife. They are asking for City assistance towards remodeling the first floor of the Nature Center being developed in a 3-story house. About three years ago, the classroom construction was funded through a City bed tax grant of $25,000. Ms. Dufour stated that since the classroom renovation, the Center received a grant from the EPA Environmental Education Fund for $43,000. Now, there are many children using the classrooms, but the property itself is not developed for adequate parking, nor has the first Floor been remodeled to provide better public access. Mr. Keenan inquired about Dublin Schools' usage of this facility. Ms. Dufour stated that last year was the first year of the project. They collaborated with the City of Dublin and 4-5 other school districts. Mr. Hoy stated that the visible part of this year's goal is to be officially open for the general public. There will also be a new entrance off of Dublin Road with a new sign. This should significantly improve their visibility. The long range plan is to bring the hospital onto this site, and to locate a new Visitor Center closer to the entrance. The Wildlife Center recently joined the Chamber, which is a great marketing tool. Ms. Dufour stated that since the classroom renovation, the Center received a grant from the EPA Environmental Education Fund for $43,000. Now, there are many children using the classrooms, but the property itself is not developed for adequate parking, nor has the 1 Sc Floor been remodeled to provide better public access. Mr. Keenan inquired about Dublin Schools' usage of this facility. Ms. Dufour stated that last year was the first year of the project. They collaborated with the City of Dublin and 4-5 other school districts. Several second grade classes visited the Center. Mr. Hoy stated that the physical part of this year's goal is to be officially open for the general public. He noted that Dublin Scioto High School has a work study transition program for their special needs students. They look far a work study site for the students to work under the oversight of a teacher and teacher's aide. Three or four students are coming every school day. They are tending some of the animals now. This year there will be 8 weeks of day camp; 110 registrations have been received to date. Mr. Hoy stated that as part of the remodeling project, there will also be a new entrance off of Dublin Road with a new sign. This should significantly improve their visibility. Presently, the entrance is off Cook Road. They are gearing up for an interpretive nature center with professional displays and exhibits, information, some animals on display and a merchandise area. Renovation of that first floor, the general public area, is what a City Finance Committee May 8, 2007 Page 11 grant is being requested far. They are also extending the nature trail and will have light animals on site, such as the coyote enclosure. Children will be allowed direct interaction with the animals. Mr. Hoy noted that in the future they will be launching a capital campaign to bring the hospital onto this site, and to locate a new Visitor Center on this site close to the entrance. The goal is to have the Wildlife Center on one site. They are looking at possible land acquisition. They have worked hard to build a capable Board of Trustees so that they will be able to expose themselves to the corporate business world. They receive funding from Honda of America for the summer day camp programs and from the Columbus Zoo Conservation Program. The zoo considers the Wildlife Center as their local wildlife conservation group. The school is very supportive of this effort. Mr. Hoy noted that the area around Shawnee Hills and Twin Lakes has been declared a nature preserve and an eco-tour destination. As the zoo develops, they are more interested in entertainment opportunities. The Wild Life Center staff looks on this as a destination area, and they are working with the City of Columbus to develop some collaborative opportunities, such as kayaking, bird watching, etc. They do not want to leave Dublin out of this exciting venue. Ms. Dufour stated that although it is not open to the public yet, the signage brings in some drop-in visitors. They need to complete the renovations so they can officially open the Center to the public. That includes primarily the parking area and completion of the first floor public area. Mr. Hoy displayed the construction plans. In addition to the ADA accessible open public area and restrooms, the plans provide for an outdoor water feature and bird-feeding stations. Mr. Keenan inquired how this is being promoted to the constituents in Dublin. Do they work through either DCVB or the Chamber? Mr. Hoy stated that The Wildlife Center recently joined the Chamber, which denotes a move on the part of the Center toward marketing the Center. Ms. Dufour stated that the Columbus Zoo is strongly supportive of the Center. There will be many opportunities in the near future for collaborative efforts with the Zoo. Ms. Gibson asked if the lower level is called, "The City of Dublin Nature Center." Mr. Hoy responded that the lower level is called the "Dublin Nature Classroom." Mr. Keenan stated that the available funds for bed tax grants are limited. The Finance Committee will develop a recommendation for Council which will be acted on at the May 21St Council meeting. He thanked Mr. Hoy and Ms. Detour for the interesting presentation. Committee Discussion: Mr. Keenan stated that he will offer some proposals to begin the considerations. DYA Memorial Tournament Grant their full request for $2,700 Finance Committee May 8, 2007 Page 12 USSSA World Series Qualifier Grant their full request for $3,500 Vice Mayor Lecklider agreed. Kiwanis Frog Jump Mr. Keenan referred to the Kiwanis Frog Jump request for $6,200 to cover the cost of City services. In 2006, the actual cost of City services for this event was $1,200. To maximize the use of these funds, wouldn't $3,000 or $4,000 be more than adequate for this purpose? Ms. Gibson responded affirmatively. Vice Mayor Lecklider stated that it would be preferable not to earmark more funds than are necessary. Mr. Keenan agreed. It would limit the amount available for other applicants, and it would be best to accomplish as much as possible with the funds. The consensus was to grant the cost of City services up to $3,000. Ohio AAU Track & Field Mr. Keenan recommended funding the cost of the track for the event in conjunction with the Schools. The specific amount cannot be known at this time, but the entire estimated cost can be used for the purpose of the bed tax grant discussion -- $5,780. The consensus was to grant the amount of the field rental of $5,780, a cost to be shared by the Schools. Ms. Gibson indicated that the total amount tentatively allocated to this point is $14,980. That leaves $32,520 for additional consideration. Emerald City Players Mr. Keenan noted they have requested $10,000 for sound and lighting systems. This organization has already received City funding through the DAC grant. For that reason, he would not recommend funding the full request. Part of the understanding of the City's funding of the DAC is that DAC will in turn provide some funding for other local arts, such as The Dublin Singers and Emerald City Players. In addition, the attendance at some of the Emerald City Players performances seems to be low. Mr. Edwards inquired the reason the Players left the Rec Center Abbey Theater. Mr. Keenan responded that there were a lot of issues with their needs for use of the theater, particularly for rehearsal time. That is the proper venue for a group such as The Players, but the demands were a problem. The Players wanted to tie the theater up with rehearsals for a week or two prior to a performance. He was serving on the DAC Board at that time and was a Washington Township Trustee. The Players were permitted to use the Washington Township Fire Station for rehearsals. Vice Mayor Lecklider stated that it is unfortunate that it did not work out far them to continue at the Abbey Theater. He inquired about the current level of programming at the Abbey Theater. Finance Committee May 8, 2007 Page 13 Mr. Keenan responded that it is primarily programming for children now. It would be nice to have an adult program. What the Players should do is present only two performances per year, do them well, and work their time out with the Abbey Theater. Ms. Gibson inquired what would happen with the light and sound equipment, if the Players were to disband. Mr. Keenan responded that he assumes the assets would be dissolved in compliance with the 501 C3 rules. Vice Mayor Lecklider stated that if the rehearsals could be conducted elsewhere, it would be preferable for them to have their performances at The Abbey Theater. However, perhaps that isn't a practical solution. Mr. Keenan noted that he briefly discussed the history with the Mayor today, and she recommended not pursuing the Abbey Theater option, given the history. Ms. Gibson stated that although she was not involved in the discussions at the time, she recalls that there was an issue with the City having access to the theater when Players had rehearsals scheduled. Mr. Keenan inquired if the current programs at the Abbey Theater are well attended. Mr. Edwards responded that the numbers are good. Mr. Keenan noted that the Abbey Theater is a really "top notch" facility. Mr. Edwards stated that the theater supervisor, Mike Shirtzinger realized that the key audience attending the theater was children, so he has primarily booked children's programs. Vice Mayor Lecklider inquired how those programs are advertised. Ms. Gibson responded that the schedule is advertised at the website, cable channel, newspaper, and Rec Center flyers/brochures. The Committee deferred making a recommendation to later in the meeting. Dublin Teen Institute - "Here's Looking at You, Kid!" 3KRunlWalk and Fun Fest 20x8 Vice Mayor Lecklider noted that this application was not well received by other Council members last year. Mr. Edwards stated that the City's Community Relations division sponsors two 5K runs per year, for St. Patrick's Day and the Irish Festival. The City uses a race coordinator who handles the race and all the details. It costs about $9,000. He does not understand why the Teen Institute indicates a cost of $11,000 for the race, not including the Family Fun Fest activities. Vice Mayor Lecklider stated that the City appears to be receiving a better value. Mr. Edwards stated that he is in charge of the Irish Festival 5K, and there were 700 runners. Mr. Keenan inquired the profits from that. Mr. Edwards responded that it depends on what is factored. Excluding those factors, the City nets approximately $2,000. Mr. Keenan inquired the total revenue, excluding expenses. Mr. Edwards responded that it would be approximately $10,000. Mr. Keenan noted that if the race coordinator is paid $9,000, there is not much profit. Finance Committee May 8, 2007 Page 14 Mr. Edwards noted that the City does not offer prizes, yet it draws many runners for the 5K run. Mr. Keenan stated that aside from the race which benefits a charity, part of the Teen Institute initiative is to encourage healthy behaviors in youth. There are many other venues to raise money far charities. This event does not meet the guidelines of the bed tax grant, as it does not generate room nights for the hotels. Yet, they are seeking a grant for over 60 percent of their costs. Ms. Gibson noted that the application indicates the students expect to raise only $7,000. Vice Mayor Lecklider responded that there appear to have been many sponsors in 2006. Is that where the $7,000 comes from? Mr. Edwards noted that the cost of City services for the 2005 Teen Institute 5K was $1,300. Mr. Keenan stated that they received a grant of up to $3,000 for the actual cost of City services last year, whatever the cost turned out to be. Ms. Gibson noted that they received $7,000 initial seed money for the event in a prior year. Vice Mayor Lecklider stated that it depends on how this request is viewed. He supports the mission of the group, and the leaders of the group would probably argue that this is a worthwhile project for the youth - a focus for their energies and talents. Mr. Keenan suggested that they be granted the cost of City services up to a specified amount for the 5K run, and another general grant to support the mission of the Teen Institute. Vice Mayor Lecklider concurred. Ms. Gibson noted that the cost of City services should not exceed $1,500. Vice Mayor Lecklider stated that in addition to $1,500 for the 5K run, they could receive an additional $1,500 to support the Teen Institute mission. The consensus was to grant the Teen Institute the cost of City services for the event, not to exceed $1,500, and an additional $1,500 in support of the mission, for a total of $3,000. Vice Mayor suggested that the grant letter includes language to begin to wean them from dependency on hotel/motel tax grant funds. Ms. Grigsby responded that there is some specific language to that effect that she can insert in the letter. Vice Mayor Lecklider clarified that it is not the intent to discourage them from seeking the cost of City services for this event in the future, but not to seek funding for the other expenses. Ohio Wildlife Center Mr. Keenan stated that the remaining available monies are $29,520. Ms. Gibson noted that the Center received a $25,000 bed tax grant in 2002 for the renovation of the classrooms, which are called, "Dublin Nature Center." Vice Mayor Lecklider inquired how the City had so much available for grants in 2002. Finance Committee May 8, 2007 Page 15 Ms. Gibson responded that several new hotels were added that year. The City also purchased the Dublin Arts Council facility on Riverside Drive, and there is debt service on that. Mr. Keenan stated that he personally believes the contingency fund set aside for the Irish Festival is much too high -- $1 M is set aside in the event of bad weather. Perhaps, in earlier years it was prudent to set aside 60 percent in the event of bad weather, but setting aside 100 percent today for bad weather seems unnecessary. The interest alone on $1 M at 5 percent is $50,000. He assumes the interest generated remains in the bed tax fund. Mr. Keenan stated that the Ohio Wildlife Center is seeking $28,194. Mr. Edwards stated that the City has recently begun a new nature initiative run by Mimi Migliore. Is there is any conflict between the two programs? Mr. Keenan responded that he believes the twa complement one another. The Ohio Wildlife Center is awell-received program with most Council members. Vice Mayor Lecklider noted that the Ohio Wildlife Center was granted $25,000 previously. Perhaps some Council members would consider that sufficient; however, the Wildlife Center has a significant tie to the community. Mr. Keenan stated that the Mayor was in favor of granting this entire request. Personally, he would favor granting a large portion of the request. It was the consensus, based on the available funds to grant the entire request of $28,194, with the stipulation that the City's name be used in recognition of this funding. Emerald City Players Mr. Keenan responded that the City should clarify that the correct venue for their funding application is through DAC, which is the umbrella organization for local arts funding. That is also bed tax money, as DAC is redistributing the portion of the bed tax funds received from the City. The Players have already received $10,000 earlier this year from DAC for performance-related costs. It was the consensus to deny the request for funding, based on the fact that they already have a funding source in the Dublin Arts Council. Summary of Recommendations: APPLICANT RECOMMENDATION Dublin Teen Institute Cost of City services not to exceed $1,500 and $1,500 to support the Teen Institute mission DYA Memorial Baseball Tournament Cast of City services not to exceed $2,700 DYA 2007 USSSA Vtlarld Series Cost of City services not to exceed $3,500 Finance Committee May 8, 2007 Page 16 Emerald City Players Deny request Kiwanis Frog Jump Actual cost of services not to exceed $3,000 Ohio AAU Track & Field Championships $5,780 for cost of field rental shared 80/50 through a School partnership Ohio Vllildlife Center $28,194 with stipulation to use City name It was the consensus of the Committee not to recommend award of the remaining $1,326 of the hotel/motel tax grant funds at this time. Mr. Keenan noted that approval of the Committee's recommendations for hotel/motel grant awards will be scheduled on the May 21 Council agenda. The meeting was adjourned at 8:30 p.m. Clerk of Council