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HomeMy WebLinkAbout04-19-06 Finance Com MinutesDUBLIN CITY CQUNCIL Finance Committee Wednesday, April 19, 2006 Minutes of Meeting Mr. Keenan, Chair, called the meeting to order at 6:10 p.m. Council members present: Mr. Keenan, Mr. Lecklider and Mr. McCash Staff member present: Ms. Gibson Mr. Keenan stated that the purpose of the meeting is to review the 2006 hotel motel tax grant applications and to develop a recommendation for Council action. • Arthritis Foundation: Request - $10,000 Event -Classic Auto Shaw/Cruise-In, 717-812006 Ms. Gibson, Director, Tax Division, stated that the application is complete, including the required financial report, and meets the application criteria. Andy Trux, Secretary, Board of Directors, noted that this is the 24th year for the event. Mr. Keenan stated that the estimated economic impact of the 2002 event as compiled by the Dublin Convention and Visitors Bureau was provided in the application as follows: estimated attendance of 10,000 spectators and 4,350 car participants for a total attendance of 14,350; participant spending within community - $1,549,800; Dublin hoteUmotel room revenue - $54,240 for a total economic impact of $1,549,040. Mr. Lecklider stated that the information provided indicates that in 2005, the cost of City services exceeded $4,232. Within the City services, a reference is made to the Washington Township Fire Department -that is not a City service. Should that amount be excluded from the total? Ms. Gibson responded that she believes the amount is the actual cost of Dublin's services charged in 2005. Mr. Lecklider responded that he assumes any services provided by Washington Township Fire Department would be maintained separately from City services. Mr. Keenan responded that in the years he served as Township Trustee, no funds were collected for special events. Mr. Lecklider stated that he believes the cost of the showmobile rental has been waived in the past. Mr. Keenan stated that he believes the fees have already been waived per Council action earlier this year. He asked Ms. Gibson to verify that has occurred and that the rental cost is not included in the estimated cost of City services. Ms. Gibson indicated she would do so. Finance Committee April 19, 2006 Page 2 Mr. Keenan stated that the Committee would take the application under advisement. The requests received this year total $61,000; the total fund for bed tax grants in 2006 is $20,000. That amount will be allocated among the applicants. There is an additional $ 20,000 in hotellmotel tax funds earmarked for events taking place in Historic Dublin. The Classic Auto Show/Cruise-in event does have a positive economic impact for the City. The application will be considered favorably. Mr. Trux noted that he has provided the Committee with a DVD of the event. It was donated by one of the event sponsors as a means of advertising the show to potential advertisers. He expressed thanks to Council for their continuing support over the years. Mr. Lecklider requested clarification of the distribution of the hotel/mate) tax revenues. Ms. Gibson responded that the $40,000 was provided in the budget at Council's direction. Of the annual hotellmotel tax revenue, 25 percent is allocated to the Arts Council and 25 percent to the Dublin Convention and Visitors Bureau. The other 50 percent is allocated to Community Relations and special events. Mr. Keenan noted that his understanding is that the $40,000 for hotel/motel tax grants is taken from the other 50% designated for Community Relations special events. Ms. Gibson stated that there are also debt service payments for the Arts Council building. Mr. Keenan responded that the Arts Council makes rent payments against that cost. Mr. Lecklider stated that allowing for those factors, the funds available for grants has been larger in years past. Ms. Gibson responded that has not been the case in the most recent years, however. In 2004, no hotel/motel tax grants were issued. That was due to the fact that Council had authorized funding the lights at Darree Fields from the hotel/motel tax grant funds for 2003 and 2004 and because the revenue from special events was reduced as a result of poor weather. When there is a rain-out, whatever expenses were incurred for the event, such as the performer contracts, must be paid from this fund. Spooktacular, Holly Days -all the City's special events are paid from that 50% portion of the hotel/motel revenue. Mr. Keenan noted that all those events are funded from the 50% balance of hotel/motel tax revenues, which is approximately $600,000. Therefore, the portion set aside for the community hotellmotel grant awards is less than 1 % of the total. Mr. Lecklider noted that a larger sum than $40,000 was available previous to those years. Mr. Keenan responded that Council could discuss increasing this funding during the operating budget process. Mr. Keenan inquired about the Arthritis Foundation grant in 2005. Ms. Gibson responded that the 2005 grant was $7,500. Finance Committee April 19, 2006 Page 3 DARE Association of Ohio (DAO): Request - $5,aaa Event - DAOIOhio School Resource Officers Association Retrainer fi126 to 6129IaG K.C. Jones, Police Officer, Dublin Division of Police, and President, DARE Association of Ohio (DAO}. Officer Jones indicated that he serves with the Police Division's Education Unit. He is assigned to Dublin Scioto High School as a school resource officer. In the past, there have been two separate police organizations serving Ohio schools - DAO and the Ohio School Resource Officers Association (OSROA). This year, the two organizations will join forces in this event and begin to work together in the role of "protecting our kids." The Annual Retrainer will be held at the Dublin Clarion Hotel the week of June 26 with the theme of "teamwork." Officers from throughout the state of Ohio will attend. Funds are requested to help fund quality and highly credentialed speakers and educators. Speaker fees range from $100 to $5,000; the cost of travel and housing is in addition to the speaker's fee. The Dublin Division of Police will support the event, and there should be no cost of City services involved. Officers from Central Ohio Police Departments will help with the event. The conference is an opportunity to showcase the City. He introduced Jan Walton Rozanski, Executive Director of DAO. Mr. Keenan asked if this event provides training for DARE officers. Officer Jones responded that since the Columbine incident, there has been a shift in the perception of law enforcement response to a school shooting incident. Previously, the response would have been that the squad would respond to a call, hold the perimeter, and wait until things were calmed down to move in. Naw, the law enforcement response will be to move in immediately to stop whatever is occurring, but the single school resource officer must wait until additional police officers arrive. A Wisconsin police officer has helped develop a single officer response to an active shooter. They would like to bring her in to share that training, which would be new to the current response process. Mr. Keenan noted that there have been two or three incidents in the schools recently, not involving shooting. The City of Westerville has also provided community education on this topic. Officer Jones responded that the Westerville Police Division provides public education, but it does not work cooperatively in training other agencies. Ms. Rozanski stated that the Xenia Police Department has a similar program and is involved in training other law enforcement agencies. The City has contacted them, and they are interested in participating in Dublin's event. Mr. Keenan noted that this is another worthwhile cause. Unfortunately, the funds available are minimal. Ms. Rozanski responded that they begin with a zero budget every year. They rely on donations and contributions, usually from local organizations. They also accept in-kind services. Whatever is awarded will be appreciated. Finance Committee April 19, 2006 Page 4 • Dublin Arts Council: Request - $16,432 Event - 8th Annual Art & Music Festival - 49/24/06 David Guion, Executive Director, Dublin Arts Council, presented an overview. Changes have been made in the event makeup this year. The attendance is anticipated to draw in excess of 6,500. Following the suggestion of Ms. Puskarcik, the hours of the event have been extended from 10 am-5 pm to 10 am-7 pm. The theme of the 2006 festival is "Contemporary Art Meets Historic Dublin." The festival will not only promote the arts, but also Historic Dublin. Press releases have been sent to various agencies; ads will be placed in Columbus and suburban newspapers; and radio and television sponsors have already been secured for the day of the festival. Dublin Convention and Visitors Bureau has listed the event on their website calendar. Some of the participating artists will be from outside the area and will contribute 25 room nights. They are working with the Historic Dublin Business Association and Craig Barnum to encourage the businesses and restaurants in Historic Dublin to remain open for the day. They are collaborating with DCVB to promote the event to motorcoach tour operators and they are logistically discussing a shuttle service that is provided by DCVB. Sponsors are being sought and secured for the event. They are finalizing a deal with SNP to distribute an 8-page event program insert within their circulation of over 19,000. An over-run of those inserts will serve as the event program distributed to the attendees. Mr. Keenan noted that currently, the Festival is held in September. The DAC Board has discussed an alternative date for the future. Mr. Guion responded that, currently, staff is discussing the idea of not having a festival in September 2007, but in May 2008 launching atwo-day festival with a new date around the Memorial Tournament. Ms. Gibson inquired if the current September date results in any conflict with the Labor Day Arts Festival in Upper Arlington. Mr. Guion responded that they are collaborating with Upper Arlington and the State Fair Fine Arts Exhibition Team to ensure that there is no conflict. They are securing different artists. Mr. Keenan inquired what portion of the request for $16,432 is for the provision of City services. Mr. McCash responded that the budgeted amount is $7,907. There would be additional expense if the time were expanded by two hours. Mr. Keenan inquired the amount of the 2005 grant. Ms. Gibson responded that $6,712 was funded in 2005. • Dublin Teen Institute -Request - $10,500 Event - "Here's Looking at You, Kid!" - SKRun/Vllalk for 2007 (date tbd) Finance Committee April 19, 2006 Page 5 Advisor stated that this year's April 9"' event was the second year for the event. The Teen Institute has selected this project for two reasons: First, to encourage youth, families and members of the Dublin community to participate in an event that supports a healthy lifestyle without alcohol, tobacco or drugs; second, to recognize Dublin Coffman High School principal Tracey Miller and his family's struggle with a child diagnosed with glaucoma at 6 months. This year the event was expanded to include a Family Fun Day, to provide additional opportunities for families to participate. The event now includes the SuperGames, incentives for youth participation, a Kids' Run, and the Family Fun Expo. This is a student-led initiative; all of the decisions are made by the students. Mr. Keenan inquired what grade level students are involved with the event. Dr. Diniaco responded that high school students run the event. This year the High School Institute trained 110 Eli Pinney students in grades 4 - 6 for the 5K event. The anticipation is that the event will eventually involve grades K-12, including the family. Mr. Keenan inquired if there are Teen Institutes at all the high schools. Dr. Diniaco responded that there are, and they all participate in this event. Over 1,000 students participated in the event. Mr. Keenan thanked Dr. Diniaco for the overview of the event. She will be notified of the Committee's recommendation which will be made to Council on May 1, 2006. Mr. Keenan inquired the amount of the hotel/motel tax grant provided for this event in 2005. Ms. Gibson responded that it was $7,000. Mr. Lecklider inquired why the total amount of hotel/motel tax grant monies was previously more than the $20,000 funded for this year. Ms. Gibson responded that the amount set aside far these grants was allocated differently last year than this year. Council determines how much of the 50% portion of the hotel/motel revenue designated for City special events will be allocated for these grants. All of the City events are funded from that portion -Irish Festival, 4t" of July, Spooktacular, Holly Days, etc. When the weather is good, the revenues from the events are higher, and less City subsidy is needed. When the events are impacted by poor weather, mare money from that 50% balance is needed. Last year, the weather was good, the revenue from the events was good, and more of the 50% portion remained in the fund. Council determines how that other half of hotel/motel tax revenue is allocated through the operating budget process. Dublin Youth Athletics {DYA) - Request - $5,463 Event - Memorial Baseball Tournament - 5126-5129106 Jim Link, Athletic Director, Dublin Youth Athletics (DYA}, stated this is the third year for the event, which is scheduled for four days, ending on Memorial Day. This year, they anticipate 80 teams will participate and 30 teams will stay overnight at least two nights; Finance Committee April 19, 2006 Page 6 those in the final competition will stay longer. The event is run by volunteers at Avery Park. The grant application is far the cost of City services they anticipate being billed this year for the cost of field rental, light usage, and City staff time. The request is higher than last year due to the fact that the Parks/Recreation division has informed them that an additional City staff person will be needed. Ms. Gibson noted that in the past, DYA has never used the entire amount funded for City services at the tournament. Mr. Link noted that the Tournament runs from 8:00 a.m. to 10 p.m. on lighted fields, and to 8 p.m. on non-lighted fields. They have conducted the fundraising for other needs, such as umpires and officials. What they are requesting from the City is relief from the mandatory City charges for services. Mr. Lecklider inquired to what they would attribute this event's popularity. Alan Parrott, Secretary, Dublin Youth Athletics Board of Directors, responded the CABA World Series was well handled and its reputation precedes this -good facility, good management, and good maintenance. All 80 teams had paid by January 10th this year. Unfortunately, the applications exceeded 80 this year, so some were not accepted. Mr. Link noted that the event is only 3 years old. The CABA World Series will no longer be held; it will be replaced by the Super League World Series. Dublin Youth Athletics {DYA) Request - $4,640 Event -Super League World Series Benefiting the Miracle League of Ohio - 7114-7116!06 Mr. Link noted that this three-day tournament replaces the CABA World Series event. It is anticipated to be as popular and successful as that event. The 12 and 13-year old players participate in a super league involving travel teams from Ohio, Indiana, Michigan, Pennsylvania and Kentucky. The national tournament will be held in Dublin July 14-16, 2006, bringing in 32 out-of--town teams. This event will generate more room nights than the 6-7 day World Series event. All of the net proceeds from this event will be donated to the Miracle League of Ohia. The amount requested is for the cost of City services. Mr. Lecklider inquired about the prospects for corporate sponsorship. Mr. Parrott responded that the prospects are not good. Mr. Lecklider responded he thought perhaps the fact that the proceeds would be donated to the Miracle League might have elicited a better response. Mr. Parrott responded that was not the case. Mr. Link noted that the World Series enjoyed a healthy sponsorship, but the majority of those had connections with the parents. Mr. Keenan thanked them for the overview. The Committee will develop recommendations for Council action at their next meeting. Finance Committee April 19, 2006 Page 7 Mr. Link thanked the Committee for their consideration and for Council's support and partnership over the years. Mr. Keenan inquired the amount of the hotel/motel tax grant for this event in 2005. Ms. Gibson responded that the grant was $4,500 for the cost of City services. • The Historic Dublin Business Association Request - $ 10,000 Event -Great Race 2006 - 6124-718105 Tim Picciano, Historic Dublin Business Association, Inc. (HDBA}, stated that HDBA has incorporated and has filed for an exempt status as a 501 C6. They have 30 members. They work independently and with the City to offer community events in the Historic District, including: The Arts Stroll, The Dub Crawl, The Dublin Art & Music Festival, Holly Days and Chili Cookoff and Holiday Strolls. Several months ago, Community Relations contacted HDBA regarding the feasibility of including the Historic District of Dublin as a destination in the 24t" annual Great Race event. The Great Race is across-country competition of time and endurance far classic automobiles. It will begin June 24t" in Philadelphia, PA and end July 8t" in San Rafael CA. At stake is a $270,000 purse, with a top cash prize of $100,000 going to the Grand Champion. Dublin will serve as an overnight destination an June 26 -the only overnight stop in Ohio. Bridge and High Streets in the Historic District will be closed from 4:00-9:00 pm. The arrival gate will be at the west end of the bridge on SR 161. Participant cars will be parked along both sides of High Street, as well as along SR 161 west of the arrival gate, where they will be viewed and judged. Bobby Rahal will join the rally somewhere east of Columbus and arrive before 6:00 pm to open the event. HDBA will provide a "Tavern on the Green" in the greenspace at Bridge/High Streets. There will be a children's area with inflatable "rides." HDBA estimates 3,000 spectators will attend. There will be six partners in the Dublin event: HDBA, the City, the Arthritis Foundation, Dublin Convention & Visitors Bureau, the National Guard, and the Great Race organization. This is a national event and will generate national recognition for Dublin. HDBA's goal is to showcase Historic Dublin. Although HDBA has become an organization of vitality, it is not yet capable of funding the necessary portion for an event of this size. Therefore, HDBA is requesting an amount not to exceed $10,000 in bed tax funds. HDBA does plan to secure an F liquor permit to sell beer as an HDBA fundraiser. Mr. Keenan noted that the event would create some traffic issues that day. Mr. Picciano responded that most of the businesses are supportive of the effort. The pizza shops are being encouraged to sell pizza by the slice in front of their shops that day. Mr. Keenan noted that Council would like to ensure that a number of businesses do not have issues regarding the event, which would be brought to Council. Mr. Picciano responded that all of the businesses in the Historic District were invited to a meeting at the Library this past Monday night to discuss the event. Of the 8-9 businesses that attended, none objected to the event. Finance Committee April 19, 2006 Page 8 Mr. Keenan thanked Mr. Picciano for his presentation and for his community involvement. He will be notified of the Committee's recommendation. • Kiwanis Club of Dublin -Request $6,2aa Event - 2aa6 Dublin Kiwanis Frog Jump - 6I241a6 Jack Popovich, Kiwanis Club of Dublin, Event Chair, stated that the Frog Jump is an annual fundraiser for the Kiwanis Club. It has been held 41 years in Dublin, and the community is very familiar with it. Na significant changes are planned. It will be held in Coffman Park. Approximately 5,000 children and 5,000 frogs are anticipated. The request is for an amount to offset the cost of City services and rentals. It has been increased by approximately 20% due to information from the City that the hourly cost of City workers assisting with events has been increased. Last year's grant was $5,000. Mr. Lecklider inquired about the attendance in 2005. Mr. Popovich responded that it was down a little due to the extreme heat. Those who did attend did not stay long, so the food vendors did not do well. Mr. McCash suggested that Leadership Dublin volunteers might be interested in helping. Mr. Popovich responded that they are always seeking new sponsors. Mr. Keenan thanked Mr. Popovich for his presentation. He will be notified of the Committee's recommendation. • Ohio Wildlife Center (OWC) -Request - $5,5aa Event -WildFest 20x6, 9/3x106 Applicants present: David Hoy. Director of Operations & Development; Kelly Defour, Volunteer and Past Board member; Dr. Donald Burton, OWC Executive Director Dr. Burton stated that the request is for the WildFest 2006 event. Now in its third year, it is an all-day public event held at the Nature Center to increase awareness and appreciation of the community's local wildlife. A number of local conservation organizations will be participating in the event. Families will be provided the opportunities for outdoor adventures with up-close encounters with OWC's wild animal ambassadors and hands-on activities and displays. Grant funds will be used for workshop supplies, event signage, printing, tent/chair/table rentals, local entertainment, and take-home materials. An attendance of 750 is anticipated. Safecon - Request - $14,aaa Event -Annual National Competition far National Intercollegiate Flying Association {NIFA) - 518-51131x6 Representatives: Dana Flashberg, Safecon Treasurer and Emily Egbers, VP of Competition Ms. Egbers stated that NIFA is the parent, nonprofit organization that hosts air meets for over 70 collegiate flight teams throughout the country. There are annual regional competitions in 11 different regions in the nation. The schools have the opportunity of Finance Committee April 19, 2006 Page 9 competing in their region's Safety and Flight Evaluation Conference {SAFECON}. From the 11 regional competitions, up to 30 schools are invited to compete in the National SAFECON held in the spring of each academic year. This year, the national competition will be hosted at the Ohio State Airport. Every participant, coach and mast of the industry and judging personnel will be staying in Dublin hotels, many for approximately two weeks. Approximately 700 guests are anticipated, with an estimated total room usage of 3,080 room nights. The Marriott Dublin is the host hotel for the event. Mr. Lecklider inquired how many aircraft are registered for the event. Ms. Egbers responded that approximately 100 aircraft are registered. She noted that 2002 was the last time the competition was hosted here. Mr. Lecklider inquired if the competition is associated with the school. Ms. Egbers responded that the OSU flight team that competes is funded separately through the university. NIFA oversees all the teams that compete. Mr. Lecklider inquired if the visitors would be flying in/out of the Don Scott airport. Ms. Egbers responded that the participating aircraft would be. The other guests and participants will be commuting by commercial airlines. Mr. Keenan stated that he heard the Don Scott field was one of the busiest airports in the state in terms of number of takeoffs/landings. Ms. Egbers responded that it is ranked #4 in the state for these items. Ms. Flashberg noted that they have been promoting only Dublin-area hotels. Primarily Dublin food vendors will be used. Asocial event for the judges will be held at the Brazenhead. They have incorporated Dublin in the event as much as possible. The City of Dublin will be listed at the bottom of the event poster that will be sold. Mr. Keenan thanked them for their presentation. They will be notified of the Committee's recommendation to Council. Committee Recommendation: Following discussion, Committee consensus was to recommend Council approval of the following grant awards: Applicant Recommendation Arthritis Foundation Actual cost of City services not to exceed $4, 000. DARE Assn. of Ohio Council should direct staff to fund this event from the Police budget DYA Memorial Baseball Tournament Waive fee for field use {$1,500) and lighting $500 DYA Super League World Series Waive fee for field use {$1,500) and lighting ($500} Dublin Teen Institute Actual cost of City services not to exceed Finance Committee April 19, 2006 Page 10 $3,000 Kiwanis Frog Jump Actual cost of services not to exceed $5,000 Ohio Wildlife Center $5,000 National Intercolle late FI in Assn. $3,000 Dublin Arts Council Annual Art & Music Festival Actual Cost of Gity services not to exceed $10,000 Historic Dublin Business Assn. Not to exceed $10,000, subject to Community Relations staff overview and approval of expenditures Mr. Keenan noted that approval of the Committee's recommendations for hoteUmotel grant awards will be scheduled on the May 1 Council agenda. The meeting was adjourned at 8:50 p.m. Deputy Clerk of Council