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HomeMy WebLinkAbout06-22-09 Finance Com. MinutesFINANCE COMMITTEE OF DUBLIN CITY COUNCIL Monday, June 22, 2009 6 p. m. -Council Chambers Minutes of Meeting Chairperson Keenan called the meeting to order at 6 p.m. Present were Committee Members Gerber and Boring. Staff members present included Mr. Foegler, Ms. Grigsby, Mr. Thurman, Ms. Gibson, Ms. Puskarcik, Mr. Edwards, and Ms. Vroom. Financial Overview • Income Tax Revenues Ms. Grigsby provided an update on the City's financial position through May 2009, as outlined in the attached memo dated June 19, 2009. She noted that the year-to-date income tax revenues remain down. Year-to-date income tax revenues are down six percent, resulting in approximately $2.6 million less in collections through May than estimated in the 2009 budget. One of the components of income tax revenue is net profit collections, and there has been an overall decline of 36 percent in net profit collections through May. Staff anticipates this decline in net profits to continue. Staff is monitoring the income tax revenues month by month, and will determine if further adjustments should be made in revenue estimates, based on June numbers. • General Fund Balance Ms. Grigsby noted that the City's policy and practice has been to maintain a 50 percent balance in the General Fund. At the end of 2008, the General Fund balance was at 60 percent. Through the end of May, the balance has increased by $2 million over the end of 2008 due to several measures undertaken by staff. These include not filling vacant positions, managing overtime closely, reducing travel and training, and looking for efficiencies to incorporate in the budget. She noted that only one of the 23 vacant full-time positions will be filled in 2009 -the Communications Technician position. The funding for this position is provided by Franklin County, based on Dublin's handling of cellular calls. There is no anticipation of staffing the vacant five police officer positions; instead, staff plans to redirect the use of the traffic unit to the patrol unit. Staff believes this provides sufficient coverage without impacting the patrol function. Mr. Keenan cautioned that staff should be careful in balancing overtime use with reduction in positions. There is a tendency to schedule overtime in such situations. Ms. Grigsby responded that reinstituting the traffic unit into the patrol will help, as there is a minimum staffing level required for the patrol unit. Staff is also reviewing the staffing levels for special events, and will maintain adequate coverage while reducing costs. She summarized that staff will continue to closely monitor revenues, specifically income tax revenues, and look for additional ways to reduce expenditures. • Hotel/Motel Tax Revenue She reported that the hotellmotel tax revenues are down 14 percent in 2009 from the 2008 same period of time. Staff therefore recommends that the bicentennial grant awards being considered tonight do not exceed the previously established $50,000 in funding. Ms. Grigsby noted that in 2009, additional dollars from the General Fund were not allocated for capital projects as has occurred in the past, and this has helped the General Fund balance to remain in good shape. Finance Committee of Dublin City Council Monday, June 22, 2009 Page 2 Mr. Keenan asked about the real estate millage. Ms. Grigsby responded that the City's portion -inside millage - is 1.75, and the City brings in $3.6 million from this source. She noted that there are options in how the inside millage is distributed, as discussed with Council at the retreat. Brief discussion followed, and the Committee members agreed that it would be prudent to have a Committee of the Whole meeting in August for an update on the financial position of the City, and for discussion of various items prior to the operating budget preparation. (The Clerk will identify some potential August dates for this Committee of the Whole meeting.) Review of Bicentennial Hotel/Motel Tax Grant Applications • Leadership Dublin Project: Roses for a Dublin Bicentennial Rose Garden in conjunction with Community Service Day ($6,000 request; watering and maintenance would become City's obligation) Representatives: Jan Walton Rozanski, Executive Director; Jeff Young, Rich Weber Ms. Rozanski, 8038 Tipperary Court stated that this is the 10t" annual Community Service Day, and Leadership Dublin felt this was a good tie-in with the bicentennial. This would combine the community service day with the planting of 200 rose bushes at a site to be determined, with a memorial plaque indicating this is the bicentennial rose garden. Mr. Keenan asked who they envision would be responsible for maintenance the balance of each year. Ms. Rozanski stated that they would hope that the City could handle the watering, and the yearly maintenance would be done by them in May of each year. Mr. Keenan asked about the size of the plot. Ms. Rozanski stated that they do not have specifics. Vice Mayor Boring asked about spring clean-up, and whether they would also mulch the rose bed. Ms. Rozanski responded they would handle pruning, raking and mulching. Mr. Keenan indicated he discussed this proposal with staff, and they noted that different varieties of roses require different levels of care. They were concerned with the casts of maintenance year in and year out, and the size of space required to accommodate the planting. Ms. Rozanski responded that she spoke with a person who has experience with roses and they suggested a newer variety, which is very hardy and does not require much upkeep. They are willing to work with City staff on the selection of the roses. Vice Mayor Boring asked why they have designated roses in particular for this bicentennial garden. Ms. Rozanski responded that they are beautiful and the vision of 200 rose bushes is something the City or the DCVB could promote as a location of interest to visit in Dublin. Ms. Puskarcik stated that staff is prepared to meet with the applicant. There are some sites mentioned in the application, and maps have been provided by staff. The question not addressed in the application is the actual square footage forthe garden. Parks staff would have many questions, and there are annual maintenance costs involved. Finance Committee of Dublin City Council Monday, June 22, 2009 Page 3 Vice Mayor Boring asked about the location mentioned of the open space along Woerner Temple. Is this a park area? What does the Community Plan call for in zoning of this area? Ms. Rozanski responded that the location noted is across the street from Balgriffin Park. The Committee members thanked the group for their presentation. • PROUD {Parents' Resource for Outstanding Dublin Students) Project: Special Dublin category in the annual PROUD Writing Contest February 2010 ($1,350 request} Representative: Liz Soppe, President Ms. Soppe, 8443 Beeswing Court noted that the group was founded three years ago with the goal of enhancing the academic programs offered by Dublin Schools.. They sponsor K-12 writing contests in the district, with the goal of building interest in writing. They have the resources of four professional writers who are also parents in the district. Last year, 160 students participated. They sponsor workshops with professional writers. The writing submissions are screened by the schools and library staff, then judged anonymously. Winning entries are posted at the Dublin library. They were seeking a project to expand the program, and the bicentennial offered a good opportunity. This is an all volunteer group. The event proposed is a one-time addition to the annual writing contest of a City of Dublin writing category, focused on submissions that best reflect Dublin's history and values. The funding request of $1,350 is for 25 finalist medals at $4 each, and five US $500 savings bonds at a cost of $250 each. Vice Mayor Boring asked what support is provided by the Schools. Ms. Soppe responded that this group is self funded - a 501 C3 organization. If the funding for prizes is not obtained through this grant program, they will not add the fourth category to this year's writing contest. Vice Mayor Boring asked if they are seeking funding from any other organizations. Ms. Soppe responded that they are not. Mr. Gerber noted that this application has been submitted in response to Council's invitation for grant applications. Mr. Keenan stated that he believes this is a very worthwhile program, and thanked PROUD for the submission. • 2010 Can-Am Games Project: "A Bicentennial Salute to Public Service" -part of opening ceremonies August 15, 2010 {$10,000 request) Representative: Josh Bricker, Tournament Director, Can-Am Police-Fire Games Mr. Bricker thanked Council for their support of the Can-Am Games. He noted that they are seeking funding for the opening ceremonies, which will have a theme of "A Salute to Public Service . Mr. Gerber noted that Council is very supportive of the Can-Am Games. What will they be promoting toward the bicentennial? He is not certain this is directly tied to the bicentennial in terms of grant funding. Vice Mayor Boring asked if they have applied for a regular bed tax grant. Finance Committee of Dublin City Council Monday, June 22, 2009 Page 4 Mr. Bricker noted that the DCVB, a separate entity, received $25,000 from the City for the application fee for the Can-Am Games. The Dublin Special Events Council is the entity which is staging the games and the opening ceremonies. Mr. Keenan asked if the City will provide services to support the event. Ms. Puskarcik responded affirmatively. Mr. Keenan asked if this is above and beyond the $25,000 application fee already paid for the event. Ms. Puskarcik responded affirmatively. Mr. Gerber asked how the bicentennial will be incorporated into the event. Ms. Puskarcik responded that there is a long history of public service by police and firefighters, back to the early days of Dublin and Washington Township. Vice Mayor Boring stated that with the bicentennial, the City will celebrate the past, current and future. This event will bring many people to Dublin, and she supports the concept of providing an opportunity for residents to celebrate and thank the police, firefighters, snow plow workers, etc. for their public service over two centuries. Perhaps the ceremonies can be reconfigured to provide more of a bicentennial flair. Mr. Gerber stated that he is very supportive of the Can-Am Games, but the purpose tonight is to fund bicentennial-related applications, and he is not certain it would fall in that category. Mr. Keenan agreed, noting that the applicant should rework the application to better reflect the bicentennial theme. In addition, there is a limited amount of funding for these bicentennial grants. This group has already received $25,000 in funding from the hotel/motel tax funds. He thanked Mr. Bricker for the group's submission • The Dublin Foundation Project: Emerald Ball/Gala -inaugural event for Dublin Bicentennial Late February 2010 {$9,000 request) Representatives: Gayle Holton, Margery Amorose Ms. Holton, 5957 Roundstone Place, Dublin and Ms. Amorose, 8150 Winchcombe Court, Dublin testified. Ms. Amorose stated that this is a concept for the kick-off of the City's bicentennial year. The Dublin Foundation (formerly Dublin Fund) has existed since 1982 in Dublin. Ms. Holton stated that the Gala is held in late February each year. This year, they would like to add an historical flavor to the event, with little plays to be performed during the event. They would use backdrops of historical photos from the archives at the Dublin Historical Society. These backdrops could then be used at different places around the community, such as the schools, during the bicentennial year. Ms. Amorose added that perhaps the performance could be videotaped. This would be staged as a dinner theater at the Gala. They are looking for ways to draw in younger people to the Gala by providing a format that is welcoming to them. They have contacted the Embassy Suites and Marriott Hotels regarding availability. They believe the Marriott might serve as a better venue, but bath are available. There would be no City services needed for this event Vice Mayor Boring asked where the displays would be stored. Ms. Holton responded that they would take up little space, and could be stored at the Chamber building. Finance Committee of Dublin City Council Monday, June 22, 2009 Page 5 Ms. Amorose indicated they are hoping the backdrops could be done by high school art classes on roll out canvases. Those would be easy to store. Vice Mayor Boring asked if they have considered the Riviera Country Club as a venue. Ms. Amorose noted that the Riviera CC called on Friday to indicate they are available. Mr. Keenan asked if a partial grant fund would help with this, in view of the many requests for funding. Ms. Amorose responded they would try to find a way to make it work. They are not certain of some of the costs at this time. Ms. Gibson asked if there are travel or set-up costs for moving the backdrops. Ms. Amorose responded that the organization using them would have to pick them up and set them up. Vice Mayor Boring asked about the table decoration request. Ms. Amorose responded that these are for the Emerald Ball, and would be red, white and blue intermixed with green. Ms. Holton noted that they envision having three scenes acted out from Dublin's history. They have spoken to the theater teacher at Coffman who is very interested in the project. They also have a script from the Sesquicentennial performance in Dublin. Ms. Puskarcik asked if the honorarium is for none-time performance. Ms. Holton responded that this would be a total of $3,000 - $1,000 for each high school. Ms. Puskarcik asked if anyone taking the "shove' on the road would be expected to pay an honorarium. Ms. Holton responded they would not -the script and backdrops would already be developed. The Committee thanked them for their presentation. • Dublin Historical Society Project: Dublin Heritage Day at Coffman Homestead ($15,302 request) Representatives: Tom Holton, Dublin Historical Society Mr. Holton, 5957 Roundstone Place stated that they are proposing Heritage Day for Saturday, July 3, 2010, to follow the Dublin parade and then continue until dusk. The focus is on family- oriented events with period-style games and activities; an open house at Coffman House, barn and grounds. This will provide a flavor of what life was like in the late 1800s in Dublin. Activities would include three-legged races, wheelbarrow races, and types of games children played in the 1800s. They have discussed with the fire department the idea of having a bucket brigade. They will have a period piece of farm equipment similar to those seen in Dublin's Journey. They envision an afternoon, family event with a picnic atmosphere, tours, games, lemonade, square dancing, and re-creation of a coronet band. They have discussed the band concept with the high school band directors. Potentially, a trolley could be used to operate between an event in Historic Dublin and the Heritage Day activities. Thus, people could attend bath. Ms. Puskarcik explained that one idea for the July 4`" weekend in 2010 is to make it the hallmark weekend far the bicentennial. Dublin Schools could schedule their homecoming that weekend. Mr. Keenan stated that Dublin's traditional July 4~" celebration would fall on Sunday in 2010. Finance Committee of Dublin City Council Monday, June 22, 2009 Page 6 Ms. Puskarcik stated that is under discussion. The parade could be held on Saturday, July 3 and the fireworks on Sunday, July 4th. The calendar is not yet established for this event in 2010. Ms. Puskarcik stated that Heritage Days could be a post parade event. Mr. Holton stated that they could potentially move this event to another Saturday, if desired. If that is under consideration, however, it would take the Heritage event out of the City's promotions for the July 4th weekend. They may need extra promotional help from the City. They are hoping to have the games run by the neighborhood associations, as they have a small group of active members at the Historical Society. Vice Mayor Boring asked if they are applying for funding to other organizations as well. Mr. Holton responded affirmatively. Vice Mayor Boring asked if the entire funding is not available as requested, could they still stage the event. Mr. Holton responded that they could trim some costs, if necessary, perhaps up to $5,000. Mr. Keenan thanked him for the presentation. • Dublin Historical Society, Columbus Metropolitan Library -Dublin Branch, and City of Dublin Project: Preservation Through Partnership - Launch a digital preservation initiative ($15,575 request) Representatives: Michael Blackwell, Dublin Branch; Tom Holton, Dublin Historical Society; Christine Nardecchia, City of Dublin; Lou Ann Connor, Dublin Branch; Michelle Crandall, City of Dublin Ms. Nardecchia stated that this project began with the International City and County Management Association (ICMA) call for grant applications to work with libraries in communities on digital preservation. Dublin did not secure the grant, but the project team saw potential in this historic preservation process and kept working. The outcome would be to collect and digitize a research catalog of historical documents. This would provide access to historical documents, as the library would serve as the central depository of research for those items. The library would catalog the items, working with OCLC. In this way, the items would be digitally preserved for the public, and the items can then be returned to the family ar donated to the Historical Society. Mr. Holton stated that the Dublin Historical Society regularly receives documents that are historical in nature (he passed around an example} and they want to preserve them and archive them. Many times, the items cannot be removed from the frames without damaging them. Mr. Blackwell stated that the library brings expertise to the group and experience with digitization projects. The requirements for the project include a digital scanner. They also have labor for the project, including a Kent State Master of Library Science student and someone who has worked with the Ohio Historical Society and has experience in digitization. This project will ensure that history is preserved by creating a digital archive record, which is more accessible and safely preserved. He introduced the Kent State student who would be working on the project. Vice Mayor Boring noted the application includes a letter of recommendation from Washington Township. Have they requested funding assistance from the township? Ms. Nardecchia responded they have not, but plan to do so. Finance Committee of Dublin City Council Monday, June 22, 2009 Page 7 Vice Mayor Boring commented that this does not appear to be a bicentennial project, but one that will continue into the future. Ms. Nardecchia responded that the library brings to the table the costs of maintenance for this going forward. Mr. Blackwell stated that that 200 years of history can be brought to life with this project. Vice Mayor Boring asked if the funding requested is for hardware, and if the future costs of storage of the records will be absorbed by the library. Ms. Nardecchia responded that the DHS will assist with the storage. The group does not know what the potential volume of items is, at this point, and so does not know the capacity for storage needed. Currently, the Coffman House and the Nyrop property house some of the items. Ms. Crandall added that a future issue is how to ultimately preserve those original documents, which will be digitally stored through this process. Mr. Keenan asked how much digital storage space will be needed. Mr. Blackwell responded that they are working with OCLC on this, and devising a formal agreement. The storage needs are very small in comparison with OCLC's capacity for storage. Ms. Nardecchia noted that the group has also included a revised budget, in case there is a need to offer a portion of funding, based on the amount available in the bicentennial bed tax process. This revised budget is for $8,600. Mr. Holton added that some of the historical photographs were used for Dublin's Journeyand some were not. They would put the photos in the newspaper or online to help generate interest in Dublin's bicentennial. Vice Mayor Boring responded that this is a great addition for the bicentennial, but she would hope this project would continue into the future. Ms. Nardecchia added that this is the initial launch of the preservation effort, and they hope to create momentum going forward. Mr. Keenan asked if there are issues with ownership or copyright of photos. Mr. Blackwell responded that it depends upon the age. Before 1926, there are no issues of copyright. They are not expecting a problem with this, especially if someone gives permission to use a photo. Mr. Keenan noted that many people would be interested in some of the older photos of Dublin, and selling copies could serve as a fundraising activity for the preservation efforts. Mr. Blackwell responded that if the photos were owned and a person wanted compensation for duplicating them, it could be an issue. Mr. Holton noted that the Dublin Historical Society has ownership of some photos. Perhaps they can advertise more widely that they are available for duplication and purchase. Going forward toward the tricentennial, the question is what is the ultimate desire for preservation -physical items versus electronic. All of these are issues for further discussion and debate. Vice Mayor Boring stated that there may be issues with storing items at the Nyrop property in terms of temperature and humidity. Mr. Holton responded that this is only a temporary storage area. Mr. Keenan thanked the group for the presentation. Finance Committee of Dublin City Council Monday, June 22, 2009 Page 8 • Dublin Art League & Dublin Historical Society Project: "A Living History Exhibition and Community Day" May 29, 2010 ($2,400 request) Representative: Cynthia Bryden, President, Dublin Area Art League Ms. Bryden, 7097 Timberview Drive stated that the DAAL would like to host an art exhibit that is historically relevant to the Dublin bicentennial. It would involve a living history exhibit and community day at two locations within Coffman Park. The art exhibit will hang in the halls at the DCRC for the entire month of May 2010. At the same time, the DAAL will host its annual Dublin Art Contest with the theme, "200 Years of Tradition, Yesterday, Today and Tomorrow." The second location is the Coffman Homestead that will host aone-day "Living History Community Day." The artist, Linda McFarlin has created over 40 artworks which cover the time from 1700 through 1870 and has matched them to letters and journal entries from that period. On Saturday of Memorial Day weekend, May 29, 2010, historic re-enactors and docents from the Dublin Historical Society will present a community event depicting life during the early history of Dublin at the Coffman Homestead from 11 a.m. to 4 p.m. The program will also be used to enhance the third grade history education unit for Dublin Schools. There will be no admission charged for this event. Vice Mayor Boring asked what scenes will be re-enacted from Dublin's history. Ms. Bryden stated that the re-enactors will be people in the portraits, such as settlers captured and raised by Indians. The actors stay in character the entire time, and there are over 40 pieces of artwork. The expenses of $1,500 relate to travel and set up for the exhibit, and providing period refreshments for the day. There is a small expense related to the actors of $900.00. Vice Mayor Boring indicated this is a very low cost for all of what this will bring to the bicentennial events. The Committee thanked her for her presentation. • 8:30 p.m. -The Historic Dublin Business Association, Inc. Project: 2010 Bicentennial Celebration in Historic Dublin ($50,000 request) June 19 & 20, 2010 Representatives: Eric Leslie, President, HDBA and Tim Picciano, HDBA Mr. Leslie, 22 N. High Street and Mr. Picciano, 27 S. High Street stated they are proposing an all-inclusive event for the bicentennial to be held in Historic Dublin. They believe some of the proposals discussed tonight could be incorporated into their event. Their proposal outlines the activities which could be held for this event in Historic Dublin. They are requesting the full $50,000 made available in grant monies for the bicentennial, with the plan of sharing those funds with other major stakeholders, many of whom will be submitting grant applications as well. They believe that a fully coordinated bicentennial celebration with great impact versus a smaller number of disjointed celebrations is in the best interest of the community. There have been discussions about the July 4t" weekend as a three-day celebration of the bicentennial in Dublin, and they have a history of staging community events. They believe they could tailor their expertise to this as well. Finance Committee of Dublin City Council Monday, June 22, 2009 Page 9 Mr. Keenan stated that, obviously, there is a total of $50,000 in grant monies available and HDBA is requesting the entire $50,000. There have been many good proposals reviewed tonight. Mr. Picciano agreed, and acknowledged that their request is large. But it could incorporate many of the programs suggested, in a unified and coordinated manner. They want to have the event in Historic Dublin, where the community began. Ms. Puskarcik noted that the application includes some things talked about by others. Staff hopes to include the Historic Dublin area in the observances, recognizing its role in the history. In City plans, there has been discussion of a street party to take place in Historic Dublin. Vice Mayor Boring asked if staff sees a way to incorporate these ideas into the current list of activities compiled. Ms. Puskarcik responded that it is somewhat of a puzzle, with many pieces, and until all of the applications are considered, it cannot be assembled. Staff could review the calendar, the timeline, and the various audiences the activities are targeted toward. Mr. Picciano stated that the HDBA is very flexible, but they are proposing an all-inclusive approach, with the goal of a memorable event for residents and visitors to Dublin. If the Committee prefers the application be scaled back, they can do that. If the Committee recommends a certain amount and asks them to incorporate other proposals, they can make that work as well. The Committee thanked them for their presentation. • 8:45 p.m. -Non-Profit Entity to be formed solely for this project Project: Historic Dublin Village Pump Statuary ($300,000 request) Representative: Carl Karrer Mr. Karrer, Dublin Historical Society stated that Council has heard about this project previously, and he has met with staff and Council Member Salay. They believe it is best framed as a community project versus a City project, and would look for broader-based funding. Their cost estimates for the project were very preliminary, and he received feedback just today that the project could be done for $100,000 versus the previously estimated $300,000. This is a ballpark amount for the entire project. Even at this lower price, they would rely upon a number of groups who have indicated interest in contributing to the project. They have contacted two artists regarding their interest in the project. A Westerville artist has expressed interest, and he would like to do the work at a location in Dublin. He does not have a specific price at this time. HDBA is interested in supporting it, the Dublin Foundation, the Historic Dublin Residents Association, and Historic Dublin property owners. The first step is to get feedback from the artist and the second step is to gauge the interest of the community. Mr. Keenan asked if he has spoken with the Dublin Arts Council. Mr. Karrer responded that the meeting with staff included Mr. Guion, and the pump was discussed in the context of a public art project. Mr. Keenan stated that, ideally, the work on the sculpture would be done in a place where people could view the artist working -perhaps at the Dublin Arts Council. Finance Committee of Dublin City Council Monday, June 22, 2009 Page 10 Vice Mayor Boring asked what is the desire for placement of the sculpture? How will it be incorporated into the BriHi Square project? Mr. Karrer responded that there are two sketches of the plaza. The original concept included an area for such a public art piece. Vice Mayor Boring asked what steps are needed for approval of this by the City and/or the developer. Mr. Karrer responded that this has not been determined. The impression he had is that the City owns the open areas of the plaza -not the developer. Mr. Keenan asked staff to clarify the ownership of the areas where such a sculpture could be placed. He added that he supports this idea; it is a question of how to fund it. Mr. Karrer responded that he is more optimistic about the project's feasibility in view of the lower cost estimate. The timeline would call for completion by July 4t" of 2010. The Committee thanked Mr. Karrer for his presentation. • Dublin City Schools Project: Outdoor Dama Leatherlips ($22,410 request) Representative: Eydie Schilling, Executive Director of Learning & Teaching, Dublin City Schools Ms. Schilling, Dublin Schools noted that they are proposing an outdoor drama regarding the life of Chief Leatherlips to be held in Scioto Park in the summer of 2010. They would develop a script, and use high school theater students to perform. They would need to identify dates this could take place, and envision it as a family event. Jim Thompson, a local historian would be consulted on the writing of the script. They would also consult with the National Outdoor Drama Institute for support and advice. Vice Mayor Boring asked how they determined the $5,000 figure for parks and recreation rental. Ms. Schilling responded it is simply a placeholder, as they did not have specific costs. Vice Mayor Boring asked about the $3,500 far traffic and maintenance. Ms. Schilling responded that these are based on the labor cost for set up and take down, and traffic support at the parks entrance. Vice Mayor Boring asked why there are fees far the high school actors. Ms. Schilling responded that these are nominal fees for the students who would perform and therefore would not work at other summer jobs in order to do so. Mr. Keenan noted that there are limited grant funds available. Would the production be feasible with a grant for only a portion of the request? Ms. Schilling responded that the writing fees, student fees and technology funding would be essential. Ms. Puskarcik noted that the application includes a number of costs for City services. These are similar to the costs for the Sundays at Scioto concerts. Streets & Utilities staff supplements the special duty officers for traffic control, which has reduced those costs. The Committee thanked Ms. Schilling for her presentation • Committee discussion Finance Committee of Dublin City Council Monday, June 22, 2009 Page 11 Mr. Keenan suggested that the members each identify their top three applications of most value to the entire community in observing the bicentennial. He noted that he supports the application from PROUD for the writing contest, as it involves lots of young people in the community. He supports the Dublin Area Art League's application, which provides enormous value for the $2,400 requested. He also supports the library group's preservation project at the reduced budget of $8,600. Vice Mayor Boring noted that she believes the PROUD request of $1,350 is fairly high in view of the number of people it would involve. This is essentially a school project. Mr. Keenan responded that the schools are an important part of the fabric of the community. This is a separate 501 C3 group, and the $1,350 does not seem out of line. Vice Mayor Boring asked for clarification that the $1,350 in prize money is directly solely to the Dublin bicentennial writing project, and not for the entire writing contest. Ms. Gibson stated that they are asking the City to fund the City of Dublin bicentennial writing contest, and if the funds are not granted, this portion will not be added to the contest. Mr. Gerber stated that the awards are related to writing about the history of Dublin. Part of the bicentennial celebration is having the young people involved. Ms. Puskarcik noted that the City discussed having school writing contests in its plans for the bicentennial. By granting this application, this group would oversee the writing contest and not the City. Vice Mayor Boring stated that she supports the Heritage Day event, and it should be programmed into the bicentennial schedule. She also supports the application for the Emerald Ball kick-off of the bicentennial. She would be interested in the Can-Am Games salute to public service event. if it had a mare of a bicentennial flavor. Mr. Gerber stated that these are all great ideas. In regard to the rose garden, is the concept that the City would take over maintenance in the future? Ms. Puskarcik stated that if the Committee likes the idea of a bicentennial garden, perhaps Leadership Dublin could help with a City bicentennial planting project on Community Services Day in 2010. Mr. Keenan stated that the Gelpi mansion, home of the Dublin Arts Council, had a garden on site, but the maintenance cost was too high. Mr. Gerber stated that he supports Ms. Puskarcik's idea of having Leadership Dublin help with a City planting project in 2010. Vice Mayor Boring added that it could be tied in with a planting already programmed for 2010. Mr. Keenan stated that this would then not require a grant, as it would be done as part of the City planting projects in the bicentennial year. Mr. Gerber stated that the Can-Am Games opening ceremonies did not seem to reflect the bicentennial, based upon his review. Ms. Puskarcik stated that Washington Township has donated $15,000 to this effort, which will salute firefighters. Mr. Gerber responded that the City has already provided $25,000 toward the Can-Am Games in the form of the application fee. Ms. Puskarcik responded that the work on the plan for the opening ceremonies is not complete, and perhaps more bicentennial-related focus can be incorporated. Finance Committee of Dublin City Council Monday, June 22, 2009 Page 12 Mr. Keenan stated that the turn of the century police and firefighters would be recognized in the opening ceremonies, based on his reading of the application. Vice Mayor Boring summarized that the Committee would like them to revamp the application to include mare bicentennial focus. Mr. Gerber stated that there is another round of hotel/motel tax grant applications in the fall, and perhaps this application can be considered at that time. Mr. Keenan asked for Committee input regarding the Emerald Ball gala event. Mr. Gerber commented that the costs seem somewhat high, and suggested that a smaller grant would be appropriate for this purpose. Ms. Puskarcik stated that the outdoor drama event is somewhat similar in focus, and perhaps these could be combined. Perhaps the outdoor drama's premier performance could be at the Emerald Ball. Vice Mayor Boring commented that the outdoor drama grant request includes funding to send people to a conference in North Carolina for $3,150, which she could not support. She would prefer that the City waive certain fees for services, and bring this request down to a reasonable number. Ms. Puskarcik stated the pramotionlmarketing costs can be eliminated, as the City has committed to promoting/marketing all bicentennial events. Mr. Keenan noted that the previous grant made for a dance floor for the Big Bands performance at Dublin-Jerome High School was worthwhile, and so he could support the outdoor drama application as discussed at the lower amount. Vice Mayor Boring stated that she supports the Dublin Heritage Day funding, as it sounds very nice and family-oriented. Mr. Keenan stated that this could be a huge piece of the July 4t" weekend activities. He would recommend funding this application. Mr. Gerber stated that he supports this application as well. Vice Mayor Boring suggested that the funding include language related to the actual costs of staging the event. Ms. Gibson noted that the grant notification letters typically include that restriction. Mr. Keenan stated that with the Saturday parade and these activities to follow, it will provide the core of community activities desired for Saturday. He would support funding at the entire amount of the grant request. He also is supportive of the event in view of it being staged by the Dublin Historical Society. Vice Mayor Boring asked if all of the activities in their application are done, how much support will be needed from City staff? Ms. Puskarcik responded that they will likely require a lot of City support, as the Historical Society membership is small. She acknowledged that these are great ideas. Vice Mayor Boring asked about the timeframe for the Blarney in the Alley event, which typically takes place in Historic Dublin on July 4~" Finance Committee of Dublin City Council Monday, June 22, 2009 Page 13 Ms. Puskarcik responded that it will take place from 9 a.m. to 3 p.m. this year, but if the Committee likes the concept of Heritage Days, perhaps the application could be tweaked. The Committee concurred that the appropriate funding for Heritage Days would be $10,000. Vice Mayor Boring asked the Committee to come to consensus about the funding level for the outdoor drama of Leatherlips. The Committee agreed that $9,000 would be reasonable, based on their discussion tonight. Ms. Puskarcik added that perhaps a smaller segment of the drama could be performed at the Emerald Ball, to meet their desire for abicentennial-related aspect to the gala. Mr. Gerber stated that he is supportive of the village pump statuary. Vice Mayor Boring commented that the issue of where to place it must be resolved with the City's input. The Committee could endorse the concept and recommend that the City find the appropriate location for it at the BriHi Square project. Further, it would be advisable for this concept to be reviewed by the Dublin Arts Council as a public art project. This item should be postponed until that discussion takes place. Mr. Keenan noted that perhaps this could be done with the $75,000 per year allocation, for a total of $150,000 over two years, by the Dublin Arts Council far a public art project with a bicentennial theme. In regard to the historical preservation project, Ms. Gibson asked what will be done with the historical photos and items once they have been digitally preserved. Ms. Puskarcik stated that there is already a storage problem for many such items. It is a great idea, but the program is a very large undertaking. Mr. Keenan summarized the Committee's input regarding funding of the various applications: 1. $1,350 for the Special Dublin category in the annual PROUD writing contest. 2. $2,400 far the Living History Exhibition and Community Day 3. $8,600 for the Preservation through Partnership 4. $9,000 for the Outdoor Drama Leatherlips with a segment to be presented at the Emerald Ball 5. $10,000 for Dublin Heritage Day at Coffman Homestead Mr. Keenan noted that these grants would constitute $31,350 of the total $50,000 available. He summarized that staff is to follow up with these items: 1. Discuss a City partnership on the bicentennial garden with Leadership Dublin 2. Discuss with the Emerald Ball reps their input about having a portion of the outdoor drama Leatherlips presented at the Ball 3. Staff to have further discussion about the pump with Ms. Salay, Council rep to the DAC and the Dublin Arts Council Vice Mayor Boring asked if the Can-Am application should be resubmitted, in keeping with the Committee's direction. Ms. Gibson responded if the group can modify it, then it is possible it could be discussed at the July 1 Council meeting. Ms. Puskarcik summarized that the Special Events Council needs to incorporate more of a bicentennial focus in the application and it will either be reconsidered on July 15~ or resubmitted for the fall round of hotel/motel tax grant applications. Finance Committee of Dublin City Council Monday, June 22, 2009 Page 14 Ms. Puskarcik pointed out that without the Historic Dublin Business Association activities, there is nothing planned specific to Historic Dublin. If the Committee would like staff to explore same ideas for Historic Dublin, they would be glad to do so. Mr. Gerber stated that the City will have bicentennial theme banners posted throughout the District. Vice Mayor Boring stated that there is still the possibility of closing the street for a Slainte Thursday event and having a street party. Mr. Gerber responded that this would negatively impact people driving home from work. Ms. Puskarcik stated that the Heritage Day is proposed for the Coffman Homestead. Perhaps the Committee would want staff to consider some activities that could occur in Historic Dublin. The Committee did not object, but indicated they would not be interested in something that would cost $50,000 and would not support having a beer garden. Mr. Keenan noted that there may be a need for a brief committee meeting prior to the July 1St Council meeting to finalize the recommendations, based on the input from staff requested tonight. The Committee meeting was adjourned at 9:00 p.m. Clerk of Council