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HomeMy WebLinkAbout06-29-09 Finance Com. MinutesFINANCE COMMITTEE OF DUBLIN CITY COUNCIL Monday, June 29, 2009 5:30 p.m. -Council Chambers Minutes of Meeting Chairperson Keenan called the meeting to order at 5:30 p.m. Present were Committee Members Gerber and Boring. Staff members present: Mr. Thurman, Ms. Gibson, Ms. Puskarcik, Ms. Ott and Ms. Vroom. Approval of the June 22"d Finance Committee minutes was deferred to the next Committee meeting. Review of Final Committee Recommendations Mr. Keenan stated that the purpose of this meeting is to permit the Committee to formulate the final recommendations for Council regarding the bicentennial hotel-motel tax grants. Ms. Gibson stated that a summary of the Committee's draft recommendations from the June 22"d Committee meeting were provided in Committee members' packets. At that meeting, the Committee requested input regarding how staff could be involved with the individual grant projects. A suggested timeline has been provided, along with the Committee's June 22"d tentative recommendations for Council's consideration and the staff involvement with each project. Mr. Keenan stated that the Committee had questions about several items, including: • PROUD student writing contest. It was concluded that the $1,350 requested is strictly for prizes and medals for the Dublin category. • Ownership of the portions of the BriHi Square project. • It was confirmed that the Stonehenge Company owns the land under the buildings in BriHi Square. The remaining area is City-owned property. The design of the public space includes a location for a significant sculpture in the lower plaza with the water walls. Conduits for water and electric have been extended to the center of this lower plaza in anticipation of a future public art installation. Mr. Karrer submitted a grant application for placing a Pump Statue in the BriHi Square. The cost for that project was fairly significant at $300,000.00, so it cannot be funded through the limited hotel- motel tax funds available. He proposes that this project be funded through the monies the City provides to the Dublin Art Council for the Art in Public Places program. Dublin Arts Council (DAC) could be requested to provide a bicentennial piece during the City's bicentennial year. It could be juried, or specific direction could be given, as occurred previously with the Jack Nicklaus statue, for a pump statue. The Art in Public Places program is funded at $75,000 annually, and there has been previous Council direction that two years of funding could be combined to achieve one larger project for $150,000. He proposes that the Committee provide this recommendation to Council. Vice Mayor Boring stated that she encountered Mr. Guion last evening at a community event, and he brought up this subject. He indicated that he would need to have Council's direction immediately, as DAC is currently finalizing the plans for their next public art project. Mr. Guion indicated that he has discussed this idea with Mr. Karrer, who has shared the name of the foundry. Therefore, she does not believe a competitive, juried process would be necessary for a bicentennial public art piece. In addition, Mr. Karrer has indicated that he would be able to do some fundraising to cover part of the cost. Finance Committee of Dublin City Council Monday, June 29, 2009 Page 2 Mr. Keenan stated that perhaps both could occur simultaneously. The City allocates a certain amount of money every year for public art. For its 200~h anniversary, the City should use at least the $150,000 that is available in that fund for abicentennial-themed art piece. Mr. Gerber stated that earlier today he spoke with Council Member Salay, who is Council's representative to the Dublin Arts Council Board. She is of the same opinion as that expressed tonight. There was discussion of the costs and possible ways to secure additional funding. They also discussed the possibility of an old water pump still existing. If so, perhaps it could be used with a technique similar to that of dipping baby shoes in brass to preserve/restore the item. Vice Mayor Boring stated that is an option. However, renovation of an old item is sometimes not less expensive than producing a new item. Mr. Keenan stated that he would prefer something new and unique, but he also supports the pump concept if that is the consensus of other Committee members. Mr. Gerber stated that he supports the pump concept. There might be a pump from that era still existing in town. Vice Mayor Boring asked for clarification of Mr. Keenan's concept. Was he suggesting that the pump could be one project, but DAC also be directed to have a bicentennial theme for their next public art project? Mr. Keenan stated that there could be two different art projects -the pump statue and also something unique, which would need to be delivered in mid 2010. There has been controversy over the "Field of Corn" public art, but it is very acclaimed and talked about -- whetherone likes it or does not like it. Vice Mayor Boring stated that if there are to be two projects, then the recommendation would be that Mr. Karrer continue exploration of funding for the pump statue and that DAC be directed to incorporate the City's bicentennial into their next Art in Public Places project. Mr. Keenan added that the direction to DAC would also be to use two years' of funding -- $150,000, to make it a more significant project. If necessary, one year of financing could be advanced to DAC. Mr. Keenan asked if the 2009 Art in Public Places funds have already been spent by DAC. Ms. Puskarcik stated that the July 1st Council meeting packet included a letter from DAC indicating purchase and gifting to the City of the piece, "Injection," that is installed in Coffman Park. However, the Committee could recommend that Council provide direction to further explore the options for such a bicentennial public art project. Vice Mayor Boring responded that Council will recess in July, and Mr. Guion will be leaving later this week and will be out of the country for several days. Mr. Guion has expressed the desire to know of Council's direction immediately so that he can proceed with it within the limited timeframe. Mr. Keenan stated that he would prefer to separate this into two projects. On Wednesday, July 1, Council's decision regarding the Committee's recommendations for grants will be made. At that time, Council could give their direction to DAC regarding what they would like to see occur in terms of the public art for the bicentennial. Ms. Ott responded that the 2009 funds have not yet been spent. However, the DAC is close to signing a contract. For this reason, the DAC needs to be aware of Council's direction very quickly. Mr. Keenan pointed out that this would not cost the City any additional monies. The 2009 money is already available to DAC and they will have the 2010 allocation, as well - a total of $150,000 for a bicentennial project. Finance Committee of Dublin City Council Monday, June 29, 2009 Page 3 Ms. Ott responded that she will meet with Mr. Guion tomorrow and could share with him the recommendation the Committee will be making to Council on July 1. Ms. Puskarcik suggested that Mr. Guion could be asked to be available for the July 1 Council meeting. Mr. Keenan requested that staff include this direction in the list of bicentennial grant recommendations. Mr. Keenan continued with the review: • Heritage Day The Dublin Historical Society project, "Heritage Day," was proposed to coordinate with the Saturday, July 3~d Independence Day parade in 2010. The concert and fireworks would occur on Sunday, July 4m Vice Mayor Boring stated that she really likes the Heritage Day concept. However, there will be several activities and options for the July 4m weekend. Therefore, it may be desirable to incorporate the Heritage Day event into a Fall Festival, either on Labor Day or later in September. Mr. Keenan stated that the parade on Saturday, July 4m is the only event scheduled on that day. Vice Mayor Boring stated that the Blarney in the Alley will be held on that day as well and will continue until 3:00 p.m. or later, since the concert and fireworks will not be held until the following day. Mr. Keenan stated that the Committee can recommend the Heritage Day project be funded for $10,000 and that staff bring back their recommendations regarding possible dates. He asked Mr. Holton for input regarding the timeframe. Tom Holton, Dublin Historical Society stated that their original concept was to schedule the Heritage Day event to occur with all the other bicentennial activities during the Independence Day weekend. Holding the event in the fall would require that they change the theme. Mr. Keenan clarified that the bicentennial celebration is not a one day or one weekend celebration. It will continue throughout a greater part of the year. Ms. Puskarcik stated that staff is developing a proposal to be presented to Council, which suggests a bicentennial observance of 200 days, beginning in March with the State of the City address and concluding at some point in October, with July 4m weekend as the hallmark event. Mr. Holton stated that it was his understanding that most of the highlighted activities would occur on the July 4m weekend. However, Heritage Day in the fall could also serve well as an anchor event -- a bookend event. Vice Mayor Boring stated that she is also concerned that an additional $8,000 has been included for music on July 4th. If an additional $8,000 will be needed, she would prefer to fund the entire Heritage Day request. Mr. Keenan inquired what music cost she is referencing. Vice Mayor Boring responded that this item is noted on page six of staff's report. Ms. Puskarcik stated that no additional funds would be needed for music on July 4th. That has been included in the existing budget. Staff has already spoken with Dublin Arts Council to request that their Sundays at Scioto program for that weekend occur in downtown Dublin. This will not reflect any new costs. Finance Committee of Dublin City Council Monday, June 29, 2009 Page 4 Mr. Keenan suggested that the Committee recommend funding this event, which will occur either on July 4~h or as a bookend event in the fall. When will the Dublin Area Art League two-day event occur? Ms. Puskarcik responded that it is scheduled for mid-July. However, any events that occur next year will be able to use the City's bicentennial toolkit to incorporate that theme into their event. Mr. Keenan requested that staff include in the grant recommendations to Council funding of $10,000 for the Heritage Day event, with staff to follow up with recommendations for timing of the event. Vice Mayor Boring stated that she also supports a Coffman Park location for this event. Mr. Holton responded that it would be necessary to budget a few additional items if the event is held at that location; for example, a trolley would be needed to move people between the events. Mr. Gerber noted that if that is the case, it may make sense to schedule this event as a fall bookend event. However, the timing preference will be Council's decision. Mr. Keenan continued with questions for staff. What is the date for the Dublin Area Art League "Living History Exhibition and Community Day?" Ms. Puskarcik responded that the suggestion is that the exhibit would be displayed throughout the month of May at the Recreation Center and then close at the Coffman House, where tours would be held on Memorial Day weekend. What dates are proposed for the Dublin Schools Leatherlips outdoor drama event? Will it be feasible to have it presented at the Emerald Ball? Ms. Puskarcik responded that Council asked staff to check with the Dublin Foundation representatives to determine if they would be interested in working with the Schools on this project. The Foundations reps have indicated that they are interested. Vice Mayor Boring stated that she has been reconsidering that suggestion for several reasons: 1. Emerald Ball attendees will not want to view an entire play. 2. The Schools' drama could not likely be prepared by the Emerald Ball February date. 3. The outdoor drama concept may not fit well with the bicentennial celebration, and perhaps should be funded in the regular bed tax round of applications in the fall. In addition, the Emerald Ball historical vignettes concept fits well with the bicentennial, and therefore, she would prefer to fund the Dublin Foundation's request. Mr. Keenan responded that both applications could potentially be funded. At this point, only $31,000 has been recommended for bicentennial grants. Mr. Gerber stated that he could not support the level of funding the Dublin Foundation requested for the vignettes, but would support a lesser amount. Mr. Keenan stated that another point of consideration is that the Emerald Ball vignettes would be a one-day experience and reach a small number of few people. The writing contest, for example, would reach potentially hundreds of individuals. Vice Mayor Boring suggested that the vignettes that would be created be available or displayed in an ongoing manner, such as at the Recreation Center. Finance Committee of Dublin City Council Monday, June 29, 2009 Page 5 Mr. Keenan stated that, although he could not support this amount of funding for aone-day event, if the vignettes could be used elsewhere, he would support funding the Dublin Foundation application. What amount of funding would the Committee support? Mr. Holton stated that he was involved with the original discussion of the Emerald Ball Committee about the vignettes. The Emerald Ball occurs in February. Perhaps Council would support the concept that, following the Ball, the vignettes be presented many times throughout the course of the bicentennial celebration. They could be performed at the Abbey Theater and at the schools. The consensus of the Committee was to recommend funding of $4,500 for the Emerald Ball vignettes, with the understanding that the backdrops be created so that they are reusable and also available for display at the Recreation Center. Ms. Puskarcik requested clarification of the Committee's recommendation regarding use of the Emerald Ball vignette backdrops following the event. Is it the Committee's determination that the City would store the backdrops and control later usage, or would the Dublin Foundation handle that? Committee consensus was that following the Emerald Ball, the backdrops would be turned over to the City for staff to promote and coordinate additional usage of the backdrops. Mr. Keenan then reviewed the list of grant applications that are not being recommended for funding by the Committee. Rose Garden Project The Committee's recommendation was that the rose garden project could be coordinated with the Parks staff. Ms. Puskarcik responded that Mr. Hahn is proposing a type of lily garden versus a rose garden. Mr. Keenan clarified that the Committee's recommendation was that some type of bicentennial garden project be coordinated with staff in view of the fact that the maintenance cost of rose gardens varies widely and they could be very expensive to maintain. Ms. Puskarcik responded that she would include Mr. Hahn's input on this, which is noted on page seven of the staff report. CanAm Games Opening Ceremonies Mr. Keenan noted that information should be provided to Council that Washington Township is participating significantly in that event, and the City has already funded $25,000 for the event application fee. Mr. Puskarcik noted that the Committee's previous suggestion was that the event either incorporate a more bicentennial flair or apply in November for a regular bed tax grant. The CanAm Games representatives have opted to apply later this year. HDBA Application Mr. Keenan stated that this application includes multiple events. The Committee believes that, although the City would want to support events in the District, this application was not sufficiently specific and the amount requested was far too large. The recommendation is Finance Committee of Dublin City Council Monday, June 29, 2009 Page 6 that the other events occurring during the bicentennial year be coordinated with HDBA wherever possible. Additional Committee Recommendations Historic Dublin Activity Over July 4~h Weekend 2010 Mr. Puskarcik responded that an additional discussion item at the June 22"d Finance Committee meeting was that the City sponsor some activity in Historic Dublin over the July 4~h celebration. Does the Committee support the Blarney in the Alley plan, which would include music during the day? The Committee expressed support of that activity. Mr. Gerber noted that should be sufficient activity for the weekend, unless it is Council's decision that the Dublin Historical Society Heritage Day event should occur that July 4~h weekend, as well. Ms. Puskarcik stated that after Council's decisions regarding the bicentennial grants on July 1 ~, staff will provide a more developed plan for review at Council's August meeting. Mr. Keenan requested that staff proceed with revising the list of Committee recommendations and prepare that for Council's July 1~~ meeting. Dublin Arts Council Bicentennial Public Art Project Mr. Keenan stated that it is important not to lose sight of the Dublin Arts Council bicentennial project. That should be a significant component in the City's efforts next year. Mr. Puskarcik inquired if the Committee would suggest that Mr. Guion be invited to attend the July 1 Council meeting for this discussion. Mr. Gerber responded that Ms. Salay is the City's representative on the DAC Board and should be able to provide input for the discussion. Mr. Keenan suggested that staff notify Mr. Guion that this will be a topic of discussion on July 1st, and that Council would welcome his presence. If he cannot attend the July 1~~ meeting, however, Ms. Salay as Council representative to the DAC can provide input for the discussion. July 1~~ Agenda Scheduling Ms. Puskarcik noted that, depending on the number of grant applicants attending the July 1~ Council meeting, Council may want to move the grant award discussion to the front of the agenda. Mr. Keenan stated that he would prefer to have the discussion at the end of the agenda as scheduled, but Council can make that decision about whether to modify the agenda on July 1. Mr. Gerber stated that if there are a large number of people in attendance for that discussion, as a courtesy, Council could move the item forward on the agenda that evening. Ms. Puskarcik responded that staff would provide Council information about the representatives in attendance prior to the start of the meeting. The Committee meeting was adjourned at 6:10 p.m. Finance Committee of Dublin City Council Monday, June 29, 2009 Page 7 Deputy Clerk of Council