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HomeMy WebLinkAbout08-22-01 Finance Com - Minutes - CIPFINANCE COMMITTEE OF THE WHOLE Wednesday, August 22, 2001 7:00 p.m. -Council Chambers Present: Staff: Mr. McCash, Finance Chair Ms. Grigsby Ms. Mussio Mayor Kranstuber Mr. Ciarochi Ms. Hoyle Mr. Adamek Mr. McDaniel Ms. Heal Mr. Peterson Mr. Hahn Mr. Reiner Mr. Husenitza Ms. Chinnici-Zuercher Ms. Crandall Mrs. Boring [arrived late] Mr. Villareux Mr. McCash, Finance Chair, called the meeting to order, noting that this is the second meeting of the 2001 CIP budget sessions. Ms. Grigsby noted that follow-up information has been provided tonight on the Muirfield/Glick Road intersection, the Dublin Road bikepath construction schedule, and responses to some Council inquiries. Mr. McCash suggested that discussion on those topics be deferred until Mrs. Boring arrives. He opened the CIP budget discussion with the Administration division. ADMINISTRATION- NON-MAJOR PROJECTS Ms. Grigsby stated that the primary changes in this category are in Building Maintenance/ Renovations. AB0201 and some additional funding allocation for Historic Dublin. EA0101. In Maintenance/ Renovation, the most significant change is with the 5800 building on Shier Rings Road. Modifications are needed in the sprinkler system and in modification of the building to make it more functional until a City Hall can be built. The original building was used as a warehouse. It has been converted primarily to offices, but it is not as functional as it could be. Additionally, the renovations will increase the re-sale value of the building. Mr. McCash inquired as to the reason for a fire sprinkler system in the building. The Code does not require it for this building. Mr. Ciarochi stated that the intent is to use the large conference room for City functions, but also, when there is a need, as a public meeting place. A public assembly use would require that the building have a sprinkler system. This building houses 70 employees, but it is impossible to hold a Development staff meeting, as the largest conference room in the building holds only 12-14 people. Ms. Chinnici-Zuercher stated that the area in that building once used for public meetings, the Community Room, which has since been converted to offices, did not have a sprinkler system. Mr. Ciarochi stated that fire alarms have only recently been installed in the building. The requirement for a sprinkler system is based upon square footage. Mr. McCash stated that a public assembly space of 12,000-sq. ft. requires a sprinkler system. It is not likely that the public assembly space in that building will reach that magnitude. Anew CIP Workshop August 22, 2001 Page 2 Building Code will go into effect in January. He suggested that if the sprinkler system is programmed, that the stipulation be that if the new Code does not require it, that the need be evaluated. Mr. McCash inquired about the amount allocated for the Recreation Center under this category - $62,300.00, while there is also allocated $303,000 for renovations and maintenance to the Recreation Center under Parks. Why are costs listed in two separate places? Ms. Grigsby stated that the items listed in the Administration area relate to ongoing maintenance and operations of the facility. The renovations that are shown under Parks & Recreation relate to a modification of the building for the babysitting room - it will be moved from the front to the back of the building to allow for safety issues and to provide additional space for capacity issues. Ms. Grigsby stated that in Historic Dublin Improvements, the $580,000+ that is shown this year is based upon the Committee's recommendation and Council's authorization to implement those recommendations, which includes the Stormwater Comprehensive Plan. Parking, curb and gutter repairs, etc. are ongoing. The $310,000 for 2002 is for development of additional parking on the south side of S.R. 161 on the land that was dedicated by Pat Grabill to the City for this purpose. On Council's September 4u' meeting agenda will be the TIF legislation for the City/Schools project for the parking lot at Indian Run Elementary, which will meet the school's needs as well as the City's. The City will pay for construction of the parking facility; in return, the School District will allow the City to have a straight TIF on Town Center I and Town Center IL Those service payments will reimburse the City for the parking lot at Indian Run, as well as at Town Center. Mr. McCash stated that the other two increases in Administration are: $60,000 for the Art facility and $1,300,000 for computer software and hardware. Ms. Grigsby stated that the $60,000 is for parking for the facility staff and daily walk-in traffic. Mr. Hahn has stated that if Council is agreeable with this allocation, that the money be moved up to this year so that it can be included with the ongoing renovation. The Dublin Arts Council will then have sufficient parking when they move in. Mayor Kranstuber stated that Council has limited understanding of computerization issues, but the amount budgeted seems very significant. He inquired if other communities budget such large amounts. How can Council, as elected officials who have the responsibility of watching over the funds, be assured that the amount requested is absolutely necessary? What is the process that insures that more has not been requested than is necessary? Ms. Grigsby responded that Mr. Husenitza works with all the divisions to learn what needs staff has identified for their work areas. He coordinates the process to avoid unnecessary duplication, then he compiles and submits a list to the staff budget review committee for consideration. This year, the committee eliminated approximately $700,000+ of those requests over the five-year period. She has not conducted a comparative analysis with other cities, but noted that Dublin's citizens are beginning to demand the ability to access information and register online for programs. Part of the CIP budget is to begin the implementation of online access, which will be enhanced year-to-year. Additional costs are the expansion and implementation of GIS and the CIP Workshop August 22, 2001 Page 3 mobile data terminals that the Police Department uses. Staff faces the dual demand of addressing the growth of the City as well as keeping up with technology. Ms. Chinnici-Zuercher inquired what the major projects are in 2002. Mr. Husenitza stated that one of the major projects is to update the entire network, creating a storage access network. This will give better performance and greater reliability. Through server clustering, if one network server "goes down," there is no interruption. Another major project is connecting to the DubLink conduit. A City-wide document imaging project and the never-ending upgrade of PC's will also be expensive. Mayor Kranstuber stated that a problem unique to Dublin is making responsible choices when there is enough money to perhaps make some unnecessary choices. He stated that it would have been helpful to have seen a comparative study on the percentage of their budget that other cities are spending on computer technology. One complaint made by Dublin's citizens is that the city spends money on items that are unnecessary and too elaborate. Mr. Husenitza stated that his previous employer, Springfield, Ohio, spends about the same amount. Although Springfield is a bigger city than Dublin, the expectations and demands are not as great. Mayor Kranstuber stated that his job is to represent the citizens. He stated that the technology budget is equal to that allocated for parkland acquisition. His method of justifying these expenditures is by evaluating what each gives the average citizen. Parkland benefits its citizens by keeping rooftops down and providing recreation for the youth, and it is obvious how the Police budget benefits the average citizen. But does the $1.3 million computer budget primarily benefit the 400 City employees? If that budget were to be decreased to $600,000 or $200,000, would the citizens' day-to-day lives be affected negatively? Why must such a large amount be spent on document imaging? The City has plenty of document storage space. Of what benefit is it to the City's citizens? Mr. Husenitza responded that the technology for the Police department does impact the quality of life for the City's citizens, and aCity-wide document imaging system will affect the productivity of the City's employees and speed of response to the citizens' needs. For this City, this amount is reasonable. Mayor Kranstuber stated that he remains unconvinced that such a large amount is necessary to meet the needs of Dublin's citizens. He stated that he believes this is a legitimate concern for Council. Ms. Chinnici-Zuercher agreed that this is a large amount of money. She inquired why $35,000 was necessary to enhance the Intranet/Internet. Mr. Husenitza stated that the City is just beginning the Intranet/Internet process. They are looking at applications that will allow citizens to register online for Recreation Center programs/classes, process building permits -interactive processing through the Internet. CIP Workshop August 22, 2001 Page 4 Mr. McCash inquired what was needed at Community Relations to enhance the Internet that would cost $20,000. Mr. Husenitza stated that this is for the Dublin web page, and the estimate covers both hardware and software. It was placed in the Community Relations budget because that is where the City's web designer, Bruce Edwards, is located. He noted that much has already been trimmed from the IT budget. Mr. Reiner stated that the rule of thumb should be if it is possible to justify the amount in terms of other cost savings. Ms. Chinnici-Zuercher stated that the implementation and enhancement of technology usually is justified by efficiency of employees, and those efficiencies result in decreased staff time and, eventually, decreased staff Therefore, due to the increase in its technology, does the City have a reduced need for support positions? Ms. Grigsby stated that less clerical positions are needed today than 10 years ago. For instance, in Finance, four positions handle the computerized accounts payable. Due to the increase in volume, she estimated that six positions would have been required without the computerized process. She added that another computerization that the City has recently implemented and is beginning to rely upon is the GIS. A GIS map can indicate the location of the City's entire infrastructure. This is beneficial not only from the information aspect, but also to facilitate the maintenance process. Mr. McDaniel stated that as much as the City has invested over the last few years, the City is not modernized in the tracking of its infrastructure and systems on GIS. In the neat couple of years, the City will focus on that modernization; however, there is an initial cost in setting up that automated process. Once it is in place, the City will gain in efficiency and in the understanding of where City dollars are spent. Already, the Service Department benefits from an automated work order system which enables them to more efficiently direct crew effort and account for crew time, material costs and equipment. Today, if he were asked how much it costs to maintain Avery Park, he can quickly run a report on how many labor hours, equipment hours, fuel and materials were expended in maintaining the park last year. From that, staff can also build this year's budget. While the City is now at the point of installing modernized systems, in a couple of years, it will primarily focus on minor upgrades. Mr. Husenitza agreed. He stated that the IT effort has been in existence in Dublin for only three years. It is in the process of building its IT system. The Mayor acknowledged that but added that, nevertheless, Dublin is at the forefront of most communities. The Mayor stated that he believes that it is necessary to evaluate acquisitions/ purchases in this area the same as in any other area, which is in terms of how it will benefit the citizens of Dublin. Dublin is in the business of providing services -how does it help with that? Mr. McCash stated that the budget would appear to indicate that just the maintenance of the City's technology system would cost $600,000 to $800,000/year on a permanent basis. CIP Workshop August 22, 2001 Page 5 Mr. Husenitza stated that with the swiftly changing technology industry, it is difficult to forecast more than one year. Ms. Chinnici-Zuercher inquired if depreciation is built into this budget. Ms. Grigsby responded that this is part of financial reporting requirements. The computer replacement cycle is driven on a depreciation schedule; the City's computers have an estimated life of three years. Mr. Ciarochi stated that the new applications generally result in efficiencies in different areas. The mobile data terminals recently placed with the building inspectors have greatly increased the speed and availability of reports. Also, through the Internet, a citizen can key in his permit number and obtain an automatic status report. Another significant efficiency is in research. Daily, the Planning Division receives a large number of requests for histories on properties. If this were all provided on a street address data base, Planning staff could key in a street address and access information on the annexation date, current zoning, and history of development on that site. Currently, staff must pull files and dig out the information in response to those requests. Ms. Chinnici-Zuercher stated that the benchmark is whether this directly benefits the citizen. Mayor Kranstuber agreed. The justification should provide information on that direct benefit to the citizen: did the approval take 3 weeks instead of 8 weeks, the # of support staffthatwere eliminated, was the City able to provide information to citizens from 9:00 to 5:00 instead of only from 9:00 to 10:00 and 4:00 to 5:00 -identify the specific impact on the citizens. Ms. Chinnici-Zuercher referred to the line item for land acquisition and inquired if the amount budgeted was sufficient. Ms. Grigsby responded that in view of the current focus of the City on land acquisition, the amount could be larger. Once the City has completed its CIP cycle, this would be an area where surpluses could be added. Most of the land acquired is for parkland. The land acquisition allocation began ten years ago, and the amount has remained the same. Parkland acquisition funds come from property tax millage, so with the policy change last year, there has been a significant increase in the funds allocated. Perhaps some additional dollars could be added there. Ms. Chinnici-Zuercher referred to the Historic Dublin improvements and inquired if all the work for which money was allocated would take place in 2001. Ms. Grigsby stated that the stormwater management study should be completed by year-end. The curb/gutter/sidewalk replacement has been completed as part of the street maintenance program. Mr. Kindra is working on completion of the design for the crosswalks with the goal for completion by year-end. The sidewalks identified for additional installation are being surveyed and the need for any additional easements evaluated, although the actual installation may not occur this year. The parking issue is being addressed through a partnership effort with the school district. CIP Workshop August 22, 2001 Page 6 Ms. Chinnici-Zuercher stated that no additional monies are budgeted after 2002. Will those tasks approved by Council be completed in that timeframe? Ms. Grigsby stated that they would, with the exception of the stormwater improvements that would be identified in the study. Those dollars will be programmed after the study is completed. Mr. Adamek requested response to staffs earlier request to move the $60,000 for the Arts facility parking lot improvements to Year 2001. Mayor Kranstuber moved to program the $60,000 for the Arts facility parking lot in the 2001 CIP program. Ms. Chinnici-Zuercher seconded the motion. Vote on the motion: Mr. McCash, yes; Ms. Chinnici-Zuercher, yes; Mr. Adamek, yes; Mr. Peterson, yes; Mr. Reiner, yes; Mayor Kranstuber, yes. Ms. Grigsby stated that although Council had identified the goal of construction of a new municipal building, no dollars had been programmed. With the acquisition of the site last year, dollars are now being programmed for construction. In year 2005, $40,000 is programmed for master planning of the site, and $500,000 is programmed in 2006 to begin design. Ms. Chinnici-Zuercher inquired about the implications of waiting until then. What kind of money will be invested in buildings that will ultimately be vacated? Should those investments be made, or should the schedule for a new City Hall be moved up? Ms. Grigsby stated that this discussion occurred with the staff committee. The result was that it was moved up to this 5-year plan, to eliminate as many renovations and modifications as possible. Each year an update is done, so, depending on the major transportation projects, if additional dollars become available neat year, it could be moved up another year in the CIP. Mr. Adamek stated that staff and Council have been careful to evaluate renovation projects with the future construction of a City Hall in mind. Ms. Chinnici-Zuercher stated that because most renovations and many expenditures cannot be relocated, including technology networking, perhaps the construction of a new City Hall should be programmed sooner. She suggested that the master plan be programmed for 2004. Ms. Grigsby suggested that when staff has the results of the traffic studies and has a better grasp of the major transportation projects, that they provide that update to Council at its neat Goal-setting. If Council's direction at that time is to accelerate the construction of a new City Hall, that could be moved up in neat year's CIP. MAINTENANCE -MAJOR Mr. McDaniel stated that these line items reflect the continued expansion of the Service Complex, per the concept plan laid out a couple of years ago. The new Service Center is under construction. The intent was to shift rolling stock storage there, as well as consolidating the Division of Streets and Utilities and the Division of Grounds and Facilities at that site. The existing Service Complex CIP Workshop August 22, 2001 Page 7 would be used primarily for fleet maintenance and material storage. This contemplates the addition of another salt barn, a dump pit, expansion of the existing asphalt surface to accommodate more storage, and an additional cold storage building. Subsequent years' programming provide for additional cold storage buildings and for the underground storage of gas tanks to be moved above-ground. In three years, the Service Complex area should be completed. Ms. Chinnici-Zuercher inquired about the benchmark for determining when the City should complete the work as opposed to having it outsourced. Mr. McDaniel stated that approximately 18 to 20 percent of the operation is outsourced, depending on cost analysis. For instance, the City is preparing to do a cost analysis on its solid waste collection refuse recycling/yard waste program, which has always been outsourced. Street sweeping is also contracted out for high-use areas -- the City's street sweepers are limited to sweeping residential areas, and highly-manicured right-of--ways are contracted out. Some recreational programs are outsourced. Dublin Youth Athletics programs are provided predominantly by volunteers, which saves significant money. Mr. McCash noted that the number of 2002 vehicle replacements dropped from the previous year. Are replacements being delayed? Mr. McDaniel responded that Matt Villareax, while serving as an intern in the Service Department, did a graduate paper on fleet replacement. He worked on validating the replacement schedule on the fleet vehicles, measuring the depreciation value of the vehicles against the maintenance cost of the vehicle. When those lines cross, it is the optimal time to sell the vehicle. His study confirmed that the Department was using the right formula for replacement based on industry standard. However, because the Department has gone through several years of modernization, the City's vehicles could be expected to have an additional year or two of good service. Consequently, they are trying a deferred replacement schedule. He added that program additions are proposed by the individual departments to the Administrative Budget staff for review. Ms. Grigsby stated that addition of a bucket truck had not been programmed in the 5-year plan for the Grounds staff. The City's street tree program has reached the age where City staff are having difficulty trimming all the trees, and, consequently, require a bucket truck. A bucket truck costs $200,000. Mr. McCash inquired if the expansion of the fleet would also indicate the need for additional staff. Mr. McDaniel responded that the mechanic ratio would remain constant for another year. They do, however, contemplate adding staff in Grounds and Facilities to handle the trimming in the public areas. [Kelly Heal arrives] PARKS AND RECREATION -NON MAJOR CIP Workshop August 22, 2001 Page 8 Ms. Grigsby stated that there only a few changes in this area. One of those is the proposal to move up the Heather Glen North Park from 2003 to 2002. That change relates to workload and the fact that this development is completed. She explained that the Community Recreation Center (CRC) conversion addresses the babysitting room. Last year, this was programmed in Year 2005, but, following Council's direction, it has been moved up to 2002. The Shawan Falls/Indian Run Walk was also previously scheduled in 2005. It has been moved up to 2002, with the understanding that the project will be performed in 2002, if the City receives the grant award from the Ohio Department of Natural Resources. The request was for $305,000; a partial award is expected. A preliminary estimate should be received January -February 2002, and final notice of awards received in April-May. If the City receives $100,000 or more, she would recommend moving forward on the project. If it is less than $100,000.00, Council will have to make a decision whether to accept the award and move forward. Mr. McDaniel noted that the CRC conversion would involve relocating the babysitting room in the administrative office area, behind the front desk area However, based on the concept plan, it will encroach upon the teen room. Ms. Chinnici-Zuercher inquired if the teen room receives much use. Ms. Heal stated that the teen room is not receiving as much usage as anticipated. Mayor Kranstuber inquired about percentage of usage. Mr. McDaniel estimated usage at 25 percent. He indicated that staff would forward a memo to Council explaining the interim plan to handle the increased childcare needs. Mr. Adamek stated that two years ago, discussion occurred regarding a more efficient flow of traffic past the intake desk. Does this renovation also address a realignment in that area? Mr. McDaniel responded that it does not address any changes in that area, however, other changes have been made in the intake policy which have addressed that problem effectively. Mr. Adamek stated that one disadvantage of the play area recently added to the pool is that the sun hits that area directly and overheats it. Mr. Hahn stated that staff is studying a couple of options to address that problem. One idea is to improvise the irrigation to keep a skim coat of water on the surface in the hottest part of the day. Another idea is to add a canvas canopy. The surface was not done to specs, and is being redone in the fall at no cost to the City. However, he suspects that even when the colors are lightened, the problem will still exist. They expect to have the problem resolved by next Spring. Mr. Adamek stated that he would prefer to see a more permanent fix, such as the canopy, versus a moistened, slippery surface. Mr. Hahn agreed that would be possible to add to the current theme at the Rec Center. PARKS AND RECREATION -MAJOR Mr. McCash stated that the Coffman Park Expansion has been added as a new project in 2006, and the Coffman Park redevelopment has been bumped up to 2002. He inquired what the allocation would cover. CIP Workshop August 22, 2001 Page 9 Mr. Hahn stated that amount is budgeted for replacement of the public restrooms. The current ones will be demolished. Mayor Kranstuber inquired when the budget would reflect the properties on Post Road. Mr. Hahn stated that is under the bottom line item, GR0606, the Coffman Park Expansion. This plan has been forwarded to the Parks and Recreation Advisory Commission, and, following review, they will forward a report and recommendations to Council. He noted that the Post Road properties add an existing environment to the Coffman Park Expansion, and the plan simply enhances that environment, rather than creating a environment. Mayor Kranstuber asked about the study and procedure for design of the second outdoor pool. Mr. Hahn stated that a master plan concept plan for the pool and surrounding area has been budgeted for neat year. The design process will include public involvement and RFP's for design consultants. Mayor Kranstuber stated that the design process for the Recreation Center included meetings with Council to gain their input and direction. He requested that the design of the second outdoor pool involve Council from the initial planning stages. Mr. Hahn agreed. Mr. Adamek stated the need to consider issues of parity. They do not want to favor the new pool over the old with the consequence of the public selecting the new pool over the old. That would defeat the City's purpose in reducing overcrowding. At the beginning of the summer, he noticed a significant increase in the public's use of the pool. There were some water quality problems then. Has money been budgeted to upgrade the filtration system? Mr. Hahn stated that the project evolved into athree-phase approach, the final phase of which will occur after Labor Day. A memo was forwarded to Council last month with an update on that project. Mr. Adamek stated that his goal would be to move up the second pool on the schedule. He inquired if the money for the design could be allocated immediately, so that the pool could open in 2003. Mr. Hahn stated that would be difficult. The design process is expected to have more input than usual from the public. Mr. McDaniel stated that the $40,000 in 2002 is simply for the concept plan for the pool and the surrounding area; it does not touch on the actual design. The design process in 2003 will involve the design, planning and zoning review, a bid process, and start of construction. Even having the pool ready to open on Memorial Day 2004 could be difficult, depending on how much construction can be accomplished before winter in 2003. Ms. Chinnici-Zuercher inquired if the money for the actual design could be allocated in 2002 in addition to the $40,000 for the concept plan. This is a high priority for the community. CIP Workshop August 22, 2001 Page 10 Mayor Kranstuber inquired about the design cost for the pool. Mr. Hahn stated that without a concept plan, the preliminary estimate is $250,000. Mayor Kranstuber moved to program $250,000 in 2002 for the pool design. Ms. Chinnici-Zuercher seconded the motion. Mrs. Boring clarified that this direction is to facilitate the opening of the second pool. Mr. McDaniel stated that the intent is to have the pool open on Memorial Day 2004. Vote on the motion: Mr. McCash, yes; Ms. Chinnici-Zuercher, yes; Mr. Adamek, yes; Mr. Peterson, yes; Mr. Reiner, yes; Mrs. Boring, yes; Mayor Kranstuber, yes. Ms. Chinnici-Zuercher stated that she does not believe that "being the same" equates parity. Some of the City's needs are not being met by the design of the current pool; therefore, she does not want the second pool to reflect a similar design. It should be able to accommodate the swim teams, for instance, which the current pool cannot. Those teams would be drawn to the second pool. Mr. Adamek clarified his statement regarding parity. He would not want the new pool to be a "Grove City Splash Park" that is a "Taj Mahal." If creative features will be incorporated into the new pool design, perhaps similar types of elements could be added as a retro to the current pool. The City is trying to respond to a need. The problem is overcrowding, so it would defeat the City's purpose to have the overcrowding occur at the new pool. Mrs. Boring reiterated Mayor Kranstuber's request that Council be involved in the initial design process. Mr. McDaniel stated that is staffs intention. Mayor Kranstuber stated that at some point, a decision would have to be made regarding the customer base for the pool. He stated that if the new pool is in Hilliard School District, that would be a significant factor. Ms. Grigsby stated that the land for the pool is still in negotiation. If certain parcels are not obtained, that may affect the layout. Mr. McCash requested public comment. Chuck Avery. 7041 Willow Run Drive, stated that he represents the Dublin Community Swim Team members and boosters. He has statements from the new head coach, the high school coach, and from the Dublin Convention and Visitors Bureau regarding the design of the new pool. He thanked the City of Dublin and the Edwards Land Company for providing the funding for the pool. He added that the Dublin Community Swim Team is requesting a voice in the design of the new pool. The team has been performing well. This year, 21 of the team members were sent to the Junior Olympics in Cincinnati. Of those 21 members, 6 were sent to the Championship finals at Oakland University in Michigan. The Team is developing the highest level of swimmer for age groups 6 - 18, and the Team acts as a feeder for the high school program as well. The Team has specific requests that can be addressed later in the planning stage, which will involve public input, but they do have one initial request and that is that the plan allows fora 50-meter pool. This is the standard competition length pool, the size used in the Olympics. Their team travels to Mount CIP Workshop August 22, 2001 Page 11 Vernon or Marysville for their competition. They also travel to Marysville for their practice, as there is no competition length pool in Dublin to use. Mr. Avery encouraged all efforts to speedup the construction and opening of the pool. He distributed a letter providing the estimated economic impact of having a 50-meter pool in the City of Dublin. Ms. Chinnici-Zuercher inquired how soon Mr. Hahn would expect to start the community process. Mr. Hahn responded that staff would initially develop an outline and calendar for the project. They will then package the information for RFP's, which should be ready to distribute during the winter months 2001-2002. Ms. Chinnici-Zuercher stated that the RFP's for the firm that will facilitate the community effort should be distributed the beginning of the year. Waiting longer will put the City at the start of the swim season, so community participation becomes problematic. She stated that she would like young people to have the opportunity to participate in the discussions; this is easier if it is not in the middle of swim season. Mr. McDaniel stated that staff would begin the no-cost planning in 2002. They can talk about achieving the processes, such as planning and zoning review. Mayor Kranstuber inquired about RFP's for a firm to facilitate the process. Mr. Hahn stated that the chosen firm would facilitate the process through concept design. Depending upon the firm, they could continue through the construction design. Mayor Kranstuber urged that the public process not be burdensome. He expects that Council will be lobbied by the various user groups according to their needs -the competitive swimmers, senior citizens, active children and young children. Probably, the design approved will fall in the mid- range of meeting the competitive and recreational needs of all those groups. Mrs. Boring stated that when the first pool was designed, Council was conscious of the neighborhood and its setting. Staff will want to involve the surrounding neighborhood in the early planning process for this pool also. Mayor Kranstuber stated that the present pool is not lighted, in deference to the surrounding neighborhood. Mr. Hahn stated that there are few preconceived ideas about this pool other than that it will be more than a pool location. It will be a high activity zone with many options outside the pool fence itself in apark-like setting. Lighting for this pool is still up for discussion. Mr. Hahn stated that Northeast Quad Park, Phase 1, is presently out to bid. They expect to submit legislation to accept a bid for a first reading at the September 4~' Council meeting. Mrs. Boring inquired why the $300,000 hasn't been moved up to 2002, since they have talked about working with the schools to make the park an integral part with the schools. Mrs. Boring stated that Council has discussed a list of potential school partnership projects. However, none of those are in the CIP. She assumes that if Council decides to do some of those, they will betaken into consideration after that discussion. CIP Workshop August 22, 2001 Page 12 Mr. McCash stated that he has to leave early tonight, so they will revisit the outstanding issues from Monday nights meeting before he leaves. Dublin Road Bikenath Ms. Grigsby stated that Mr. Kindra has revised the schedule to consolidate what was previously programmed in 2002, 2003 and 2004 all in 2002, and the rest of the construction reprogrammed in 2003. (A revised map was distributed) From a funding standpoint, it has little impact as the remainder of the bikepath was to have been completed in the 5-year plan. The only change is moving it up in the earlier years and adding 2007 to the plan. Next year, the bikepath section from Emerald Parkway to the library will be completed. Ms. Chinnici-Zuercher stated that more monetary requests can be expected for easements as the project moves forward. Ms. Grigsby stated that a somewhat larger number was budgeted over and above the construction estimates to take into account the cost of easements. She added that next year, they will work with Cardinal Health on their contribution toward the bikepath. Ms. Chinnici-Zuercher noted that under the new I-270 bridge at Emerald Parkway, a large amount of trash has accumulated. She inquired whose responsibility it is to clean it up. Mr. McDaniel responded that it is City parkland, so the City of Dublin will clean it up. Ms. Grigsby referred to Mr. McCash's earlier inquiry regarding Southwest Area improvements and the Heather Bluff Drive extension. This extension would fill in the gap between Heather Bluff Drive to Wilcox. Staff checked to see whose responsibility that extension would be. The development in that area has been held off, but recently, it was programmed in 2002. By programming it in 2002, it eliminated the potential for the developer to make that contribution. Mr. Ciarochi stated that the developer withdrew his development plan, probably because he found out that the City was programming funds for the road extension. Beyond that, staff took Council's direction to reschedule the construction to the original schedule for the original dollars and try to identify cost-savings as they proceeded. Mr. Adamek asked if that could be held out. What is the cost? Ms. Grigsby stated the revised estimate is $302,000. Mr. Ciarochi suggested that when the bids come in, staff will bring those to Council before the contracts are awarded. That option can be considered at that time - in 2002. Mr. Adamek stated that a share in the cost is reasonable. Ms. Chinnici-Zuercher inquired how the developer would be motivated to pay for it. Mr. McCash stated that this is part of the Master Plan for the Southwest, but where is it in order of priority for critical connections. Mr. Adamek stated that Council can make that decision later, when they have more information. Mayor Kranstuber stated that the money is in the budget and it is still in the CIP plan. Mr. McCash inquired if the inclination now is not to do this as part of next year's phasing? CIP Workshop August 22, 2001 Page 13 Mr. Ciarochi stated that it would be left in for now. They are in the contract process. He suggested that, in the meantime, staff would meet with the developer and inform them that Council will not move forward with that section unless the developer commits money to it. Bill Yoder. 5661 Wilcox Road, stated that if there is the possibility of not doing that project, based on the hope of trying to get a developer to help with the project, he would hate to see the overall completion schedule of the Southwest Area improvements suffer because of not doing that one portion. He inquired if there was a way to do another portion of that area if this one is delayed. Mayor Kranstuber asked Mr. Ciarochi to check with the developer and report back to Council. If the developer will make a financial contribution but the schedule for this road must be deferred a year, perhaps another component can be moved forward. Mr. Yoder stated that there is a traffic calming component of the roadway system, and normally the developer would not be required to construct that as part of the development commitment. Ms. Grigsby mentioned $325,000 for the roadway system, but only a portion of that could be attributed to the developer. TRANSPORTATION -NON MAJOR PROJECTS ET0105 -Glick Road/Muirfield Drive Intersection Improvements (continued from Monday. 8/20/01 meeting) Mayor Kranstuber inquired if there was additional information on the Concord Road signalization. Ms. Grigsby stated that a memo and attachment offering four alternates with cost estimates was provided to Council, along with a detailed breakdown on construction costs. Mr. Ciarochi stated that Council had inquired about the cost of making this look like Woerner Temple. That would be Alternate B. There are four different cost estimates with detailed breakdowns. Mr. McCash indicated that his selection would be Alternate B. [Mr. McCash left the meeting.] Mayor Kranstuber inquired if Mr. Ciarochi has had discussions with the Muirfield Association president, Larry Holbrook, regarding this memo. Mr. Ciarochi responded that staff has not. They have been awaiting Council's direction at this point. Previously, staff presented a concept plan to Council because they did not want to go to the homeowners association without City endorsement. However, the plan did not provide cost estimates, and because Council did not know what the financial commitment would be, they were unable to approve it. He noted that the four alternatives provide different options for the landscaping in particular, but some also include water features or artwork. If Council's position remains the same as on Monday night -- to install the level of landscaping typical in other areas, staff could do that now and phase in other components in the future, working in tandem with the Muirfield Association. Mayor Kranstuber stated that was not the final position of Council at the end of the meeting Monday. Also, there were two Council members missing at that meeting. The final position was CIP Workshop August 22, 2001 Page 14 to see what the numbers would actually purchase. He inquired who has been working with Larry Holbrook and what assurances have been made. Mr. Ciarochi responded that Mr. Kindra has been working with Mr. Holbrook. The assurances made were that, although a lot of landscaping and the stone wall with the sign has to come down, that the City will do what it typically does -- replace it with equal or better. That led to staff putting together a concept plan and bringing it to Council. Mayor Kranstuber stated that the intent to keep it basically the same would be the Alternative B shown here or somewhere in between B and C. Mr. Reiner stated that he spoke with Mr. Holbrook today. They were aware of the original concept and that was what they fully expected to see implemented. If an attempt is made to diminish the plan, they will be aware of any eliminations. Mayor Kranstuber clarified that Council has not committed to anything. Ms. Chinnici-Zuercher stated that she would feel obligated to return it to what it was, as the City is responsible for tearing it down. However, these options -- A, B, C or D, do not show what the City did nor what it would cost to return the site to an "as good as or better" situation. Mr. Ciarochi stated that if the City were to replace that landscaping, which was fairly mature, it would be expensive. To return it to a condition similar to Woerner Temple would place it very much on the low side of this plan. It would probably be somewhere between B and C to replace the landscaping. Mrs. Boring stated that, originally, there was no water pump and components. Mr. Ciarochi explained that the attempt was to equate the cost. Mr. Reiner stated that the problem is because the intersection was 20+ years mature and is surrounded by oak trees in semi-circles that are probably 8-12 inches in diameter. Alternative D would not restore what they had; it takes half a human lifetime to build a great landscape, although attempts are made to accelerate that pattern. Alternative D attempts to substitute a fountain and some art for the mature landscape. He added that the Association has already removed the middle wall in response to the City's verbal commitment. Mayor Kranstuber agreed, stating that Alternative D does not provide more than they had. The City has destroyed trees that are 30 years old. Mr. Reiner stated that Alternative D would result in providingtwo-inch trees with some fountains and additional flourish to compensate. Mayor Kranstuber stated that there are two parallel goals: (1) to make the intersection whole, and (2) to build an interchange. With the 33/161 interchange, Emerald Parkway, and the bridge, Council's direction to Mr. Kindra was to provide an "A" project. Additionally, this is clearly CIP Workshop August 22, 2001 Page 15 located on the border and is a gateway to the community - a nice back door to Dublin and to Muirfield. At a minimum, Council would have to adopt a position between B and C. However, the minimum is inconsistent with Council's usual direction in these situations. Mrs. Boring stated that Council cannot set a precedent. The City frequently has to tear out an intersection or portion of road, many of them with mature landscaping; it is the price of progress. The City also attempts to restore those areas as nicely as is reasonable. This intersection, too, will be done nicely. The maturity will be gained in the natural manner. There is no need to compensate with water features and other features that were never there, with an attached cost for maintenance. Mayor Kranstuber responded that this is exactly what the City did across the street with the condominiums when the street was widened and their front entrance was demolished -the City compensated them in a satisfactory manner. Mrs. Boring stated that was because the road was moved over into their space, so the City installed sidewalks -not water features and features with a significant maintenance cost. Mr. Reiner stated that, initially, Council had a problem understanding that the $1 million would be expended on the construction of this intersection. The road is being torn back 300 feet or yards into the hills on both sides, and the intersection construction will take the bulk of the money, not aesthetics. However, the plan for the aesthetics is appalling. The center wall and all the arched wing walls are removed and, although it is impossible to restore landscaping to its previous state, this plan makes no attempt to compensate. Mayor Kranstuber stated that a better option is on page two; the numbers on page one are staggering. He referred to the line titled Landscape Alternatives, which lists alternative plans at a cost of $110,000.00, $260,000.00, $430,000.00 or $685,000.00. Of those options, if the City selects the $430,000 or $685,000, much of that will simply be replacing the basics. When a comparison is made with the Avery Road interchange or other landscaping projects of the City, $110,000 is not that much. Mrs. Boring asked if Council is willing to put $80,000 art installation into one intersection as an "improvement." Mrs. Boring stated that the City has already put up a Jack Nicklaus memorial in that area, so it would be unfair to the remainder of the City to place a second one in that neighborhood. Mayor Kranstuber responded that he considers it a good idea, the City has installed art throughout the town. He inquired how much the Nicklaus statute and landscaping cost? Perhaps $600,000? Ms. Grigsby responded thatthe statue was $125,000 to $150,000, and the landscaping was $300,000. Mrs. Boring stated that it was an art project Council chose for the entire City. CIP Workshop August 22, 2001 Page 16 Mayor Kranstuber responded that he is trying to give a clearer picture of what $300,000 in landscaping will buy. Mrs. Boring responded that while the City still has areas that do not have sewers and water, it is inappropriate to consider putting art in an intersection. Mr. Reiner responded that Council did not choose to give the Nicklaus statue to that neighborhood. Mrs. Nicklaus chose to place it outside of Muirfield. Mayor Kranstuber stated that in the last two or three years, Council has chosen to do every important intersection or road in such a way that would make a statement about Dublin. Mrs. Boring stated that the City is in the middle of widening S.R. 161 now -- what extra landscaping has been programmed for that major thoroughfare? Mr. Reiner stated that when he assumed his seat on City Council, that particular project was under discussion, and he inquired if it was going to be a treed boulevard or a designated entry space. The MORPC liaison from Columbus said it was not, and that Dublin would receive no funding for that. Mayo Kranstuber noted that Dublin did donate additional money to the State to enhance that section of S.R. 161. Ms. Grigsby stated that on S.R.161, with the boulevard, the streetscape work that Dublin is installing, and the parking areas, that Dublin will have contributed almost $2 million in construction for what the federal and state government considered non-allowable costs. Also, on the southwest corner of Sawmill and 161, the City is negotiating for a piece of land to do a gateway at that corner. $230,000 is programmed under the Administrative projects. Mr. Adamek stated that he was not present at Monday's discussion on this topic. However, he has heard Mr. Refiner's and Mrs. Boring's opinions, and he would like to state his. He stated that he was not in favor of all of the additional landscaping in the southwest. This is a similar scenario because it is being done in a residential area, whereas, previously these projects have been done in amore commercial area, such as Emerald Parkway. Mr. Reiner has pointed out that landscaping cannot be done overnight, but he cannot justify an additional $570,000 above and beyond Alternative A. Alternative A is a bare minimum, so he favors a position between B and C. He cannot justify that much money for an intersection which is not an interchange. Mayor Kranstuber asked Ms. Chinnici-Zuercher's position. Ms. Chinnici-Zuercher stated that she is in agreement with Bob - between B and C. Mr. Peterson stated that he was between C and D, which was the original amount proposed -- $1.5 million. He stated that clearly, the City must put the site back the way it was - so A is out. Also, it is a more significant location than along Woerner-Temple and Emerald Parkway -- so B is out. He would support C. CIP Workshop August 22, 2001 Page 17 Mayor Kranstuber and Mr. Reiner indicated that they favor Alternative D. Mayor Kranstuber inquired about Mrs. Boring's position. Mrs. Boring stated that she is between B and C. Mayor Kranstuber stated that three Council members are between B and C, two are at D, one is at C, and one at B; no option has the required four votes to pass. Mr. Adamek stated that the consensus is in the B/C range. Mayor Kranstuber inquired if all could agree with C, if the artwork were phased in later. Mrs. Boring stated that she does not favor inclusion of mechanics, such as a pump for the water feature. That is what makes Alternative C so expensive, as the water features cost $250,000. Mr. Peterson inquired if the City had calculated the cost the City would have incurred had it imposed its tree preservation ordinance for the trees that were cut down. Ms. Chinnici-Zuercher stated that the City is improving this intersection because of safety issues. Mr. Peterson stated that he understands that, but he is attempting to put it in perspective. He cannot say it is the difference between a tree and a pump, and since he doesn't care for the idea of a pump, he won't support that. The perspective to take is the amount of damage the City is inflicting on this neighborhood and how the City can return what is possible and compensate for the rest. Mrs. Boring responded that if a tree is in the way, the City doesn't compensate for taking it out for safety's sake; that is a different scenario. Also, the residents wanted this improvement to the intersection. Mr. Reiner disagreed, stating that the Association certainly did not want this intersection changed as such; they like it just the way it is. Mrs. Boring agreed that it could be left the way it is. Mayor Kranstuber stated that would have been before it was signalized. Mr. Reiner stated that it was the City of Dublin that imposed the signalization. Ms. Chinnici-Zuercher stated that Mr. Reiner had come many times to City Council and described how he had to rescue people, and indicated that he himself was involved in an accident because of the unsafe condition. CIP Workshop August 22, 2001 Page 18 Mr. Reiner stated that the City of Dublin has chosen to upgrade this intersection, not the people of Muirfield. The City cannot impose its simple budget on the Association after part of their intersection is torn out. Ms. Chinnici-Zuercher stated that this is not Muirfield's intersection. It is the community's intersection, and due to a high level of accidents there, the City responded accordingly. City engineers have recommended that the best way to resolve and reduce the accidents is to put a signal in, and that is being done. She added that this is one community, and the attitude about "we" versus "they" is inappropriate. Mayor Kranstuber agreed and stated that it perhaps is a result of some comments at the last CIP meeting that resulted in defensive attitudes. Mr. Reiner stated that it was a discussion regarding a budget that was originally at $1.5 million that was cut to $1 million. Then accusations were made regarding "those rich people," and those comments probably caused the whole dialogue to decline Ms. Chinnici-Zuercher urged that tonight's discussion focus on the issue. Mr. Peterson stated that Ms. Chinnici-Zuercher's point clarifies for him why he is at C or between C and D, and that is because it is an improvement for an intersection in our community, whether it's in Muirfield or in Old Dublin. Putting in these types of new, neat features is for the whole community. It's not because of Muirfield that it should or should not be done. If the City can add features which make it enjoyable to drive through town when family comes to visit, that's a good thing. Mayor Kranstuber responded that that is exactly the objective. It's not $1.6 million; it is $600,000 in landscaping and doing the best possible job for the community. This is a gateway area, anyone going to Tartan Fields drives through this intersection, as well as anyone coming from Chicago to the Tournament. Its unique location gives the City an opportunity to create a very sharp intersection between two awesome golf courses - making a statement about our community, as is Dublin's policy for all similar opportunities. At the bare minimum, the City will spend $200,000 or $300,000 -why not spend $600,000 and do it right? Unfortunately, Council does not have the required four votes on any of the options. What is the best way to resolve this? Mr. Adamek suggested that the conversation be deferred until Monday night when all seven Council persons would be present. Ms. Chinnici-Zuercher disagreed, noting that there would be no advantage in doing so. Mayor Kranstuber agreed, pointing out that Mr. McCash has indicated his choice is B. Mr. Adamek clarified his position that he is willing to spend somewhere between B and C...maybe $300,000 to $320,000.00, but he cannot justify the ponds at an additional $'/a million. Mr. Reiner stated that it would actually cost $1.8 million to build this. None of the alternatives are even close to building the intersection shown in the concept plan. CIP Workshop August 22, 2001 Page 19 Mrs. Boring asked Mr. Adamek and Ms. Chinnici-Zuercher what, in their position between B and C, they would add. Mr. Adamek stated that he would support adding more plant material, decorative walls, or lighting, but not a pond. Ms Chinnici-Zuercher stated that she would likely support adding more plant materials. Mr. Peterson inquired if there is an alternative with everything except the water feature. Mr. Reiner asked for clarification of cost for the water feature. Mr. Adamek stated that the water feature is estimated at $250,000. The pump is $9,000. The decorative pool is $10,000. The existing row of columns removed will cost $5,500. Removing the additional accent walls if the pond is put in would eliminate $10,000.00, but then the pond is $100,000. Mr. Peterson stated that about $160,000 is added with the water features. Mr. Adamek suggested that Council ask staff to alter plan B or D to include additional walls or plant material and come up with a number around $1.3 million. Ms. Chinnici-Zuercher stated that even though she is not particularly in favor of art installation at this intersection, at least it has less maintenance involved than the water features. Mrs. Boring stated that if they take the B+ option at $1.3 million and let staff work with that, maybe it could include a less expensive art feature. Ms. Chinnici-Zuercher stated that she is concerned about Mr. Refiner's point, which was that this is already a low estimate, and that the number should be $200,000 higher. Mayor Kranstuber stated that is the reason he inquired about the cost of the Nicklaus statue. The cost was $300,000 to $400,000 and there is not really much there. Mrs. Boring stated that the road construction estimate with the Ballantrae project came in significantly lower than the original estimate, and the sewer/water project also came in lower. Although Mr. Reiner indicates that the plant material maybe higher, perhaps the other components in the project will not. Mr. Reiner stated that the actual cost will be higher due to the scope of the plan. That intersection has two wing walls and a center island, but all those are being demolished. This project is huge, and will be even bigger, by the time the road is also straightened out. It is necessary to straighten the road there, however, because young drivers going west on Glick Road are going offthe road before they reach the intersection. IYs the same coming from Tartan Field. Oncoming right traffic cannot be seen, which has caused many accidents at that intersection. Mr. Kindra has told us that this is the biggest road intersection project the City has undertaken because it has to be CIP Workshop August 22, 2001 Page 20 backed up 300 feet. When the entire intersection is torn out and rebuilt, it greatly increases the scale and expense of the project. Mr. Adamek moved to direct staff to modify the plan to a $1.3 million range without the water feature. Mrs. Boring seconded the motion. Vote on the motion: Ms. Chinnici-Zuercher, yes; Mr. Adamek, yes; Mr. Peterson, yes; Mr. Reiner, no; Mrs. Boring, yes; Mayor Kranstuber, no. POLICE - NONMAJOR PROJECTS Ms. Grigsby stated that motorcycle funding has been moved back one year based upon an arrangement with BMW. She noted the addition of three projects: automated phone survey system, fingerprint station, and PC based rang operation system in 2003. The fingerprint system is contingent upon the State of Ohio making some technology available. Chief Geis mentioned last year in the operating budget discussions, the necessity to have call-in reporting for certain complaints. This is a way to save operating costs for this department. Mrs. Boring stated that would be impersonal. She has received many compliments recently on the personal response of the Police Department to the citizens. Ms. Grigsby stated that this would provide the option of call-in reporting. Many citizens do not want to wait until the officer sets a time to come out and meet with them, nor do they want to go to the Police Department. They may also opt to talk to an officer. Ms. Chinnici-Zuercher stated that she would understand the need for this in many communities. However, Dublin has awell-manned police force and a limited amount of criminal activity in the community. If $60,000 is invested for this service, then there should be one less police officer on the force. The numbers do not justify the need. One of the benefits of having a very adequate police force is that there is always someone available to give personal attention to complaints. Ms. Grigsby noted that this year is the first in many that Chief Geis is not requesting any additional sworn officers. However, it is not a critical need, so if Council would prefer, the project could be deferred to a later year. Mr. Adamek stated that he and his wife recently had to file a report on a stolen ATM card. Since it occurred at Tuttle Mall, which is in Columbus's jurisdiction, it had to be filed with Columbus. They were told, however, that they could file an automated report. However, Columbus's system is inadequate to meet the demands of the public. After 2'/z hours on the phone, still unsuccessful in filing the report, his wife was told that she would either have to go to the police station or return to the Mall to meet with a police officer. So, while Dublin wants to provide interaction for its citizens, citizens may also desire the convenience of an automated report, albeit with an adequate system. He would prefer to defer it to another year and request additional information from Chief Geis. Ms. Chinnici-Zuercher stated that, during this year, the Police Department could conduct a survey of citizens who file crime reports asking if they would have been interested in an automated CIP Workshop August 22, 2001 Page 21 report, if the option had been available. It would be helpful to know the expectation of the citizens. Mr. Adamek moved to defer the automated reporting system to year 2003, pending additional information from the Police Department. Ms. Chinnici-Zuercher seconded the motion. Vote on the motion: Ms. Chinnici-Zuercher, yes; Mr. Adamek, yes; Mr. Peterson, no; Mr. Reiner, yes; Mrs. Boring, yes; Mayor Kranstuber, no. Ms. Chinnici-Zuercher noted that Mr. McCash had requested that consideration be made for moving up the mobile command center, currently scheduled for after 2006. His suggestion was made in view of the time, effort, and number of officers involved in working the Irish Festival and other community events. This would help coordinate their efforts. Mrs. Boring inquired what constitutes a mobile command center. Ms. Chinnici-Zuercher stated that it is a vehicle that is equipped with virtually everything to make it a command post. It would be useful at large City events, such as the Irish Festival, and in crisis situations. Ms. Grigsby stated that she had not confirmed this, but believes that Chief Geis had indicated that one of the replacement vehicles for this Department was the Suburban. The Suburban could be replaced with a van, which could be equipped as a mobile command center. That will be confirmed. OTHER ITEMS: Mr. Reiner stated that recently there was discussion about forming a committee to approach the public to solicit rights-of--way donations for the bicycle trail. There are three citizens willing to participate on that committee. His suggestion would be that, as an incentive for donations, that when the City develops the public space downtown, that public recognition of those individuals be made at that site -perhaps in limestone or a bronze plaque. Council agreed with the suggestion. Mayor Kranstuber referred to the Glick Road/Muirfield discussion, and noted that the road signalization and blacktopping could total $1.2 or $1.4 million? If Council approved a package for the blacktop, signalization and landscaping, and the signalization is much more, would that funding be subtracted from the landscaping? Mr. Ciarochi responded that staff would bring back a new concept plan for Council. They will obtain detailed cost estimates before the project goes to bid and go back to the Muirfield Association to clarify the City's plans. When the bids are received, staff will provide that information to Council. Mayor Kranstuber stated that he has received some calls. There may be a good amount of public comment at the Council meeting on this topic. CIP Workshop August 22, 2001 Page 22 Ms. Chinnici-Zuercher stated that her concern is that the Muirfield Association was told by City staff that the City's replacement at the intersection would be equal to or better than the present. Why was such a commitment made by staff? Mr. Ciarochi stated that is the typical incentive offered for City projects. The City is asking the residents to give something up. And, these residents were very cooperative and worked with the City on the basis of the City's verbal commitment. That is why the concept plan was brought forward to Council before staff went to the Association Mr. Reiner stated that the Association would not be happy. They trusted the City and tore their wall down in one day. There may be serious repercussions. Ms. Grigsby stated staff requests direction on the expansion of Darree Fields and the expansion of additional soccer fields. Mr. McDaniel distributed materials stating that Dublin Soccer League (DSL) initiated discussion with the City regarding the need for more soccer fields. On the basis of previous years, Mr. McDaniel told them that the City could entertain a possible partnership with them, and that they should develop a proposal. Consequently, DSL has spoken to Mid Ohio Soccer League (MOSL) about the concept of a three-way partnership to add on more fields than the City has proposed to do. They are looking for an opportunity to assemble 18 soccer fields at one site, which would allow MOSL to hold tournaments there. They would also contribute financially. Mayor Kranstuber inquired if there would be money received for continued use of the fields. Mr. McDaniel stated that that could be part of the arrangement. He noted that the proposal compares the estimates for the current expansion already in the CIP versus the expansion proposed by this partnership. Their proposed expansion would include an additiona128 acres for fields and parking, at an additional cost of $565,000. MOSL and DSL would contribute $300,000 immediately and $100,000 the following year for atotal of $400,000. Mr. McDaniel stated the MOSL had earlier indicated that they had more money available for this. The total expansion with what is in the CIP and with MOSL's additional proposal comes to $1.2M. $325,000 is programmed in the CIP, and with the DSIJMOSL contribution of $400,000, it still leaves $485,000 unfunded. He isn't certain if more could be negotiated from MOSL. The benefit is MOSL would use it for twelve tournament weekends; the balance of the time would benefit DSL. This is about leveraging someone else's dollars to help the City have more fields online to benefit the recreation leagues, which are growing rapidly. There is also an economic benefit of bringing the tournaments into the City. There is also the potential of a regional tournament that has been in Indianapolis the last couple of years, which MOSL costed out along with the Convention and Visitors Bureau. They estimated that the two weekends the Tournament was there brought $9M into the community. In response to Mayor Kranstuber's inquiry, Mr. McDaniel explained that Mid Ohio Soccer League (MOSL) is the umbrella group for the 32 DSL community soccer groups. Mayor Kranstuber stated that this proposal would mean Dublin is giving up the fields one-fourth of the year for outside groups. Also, how does DSL have $100,000 in their fund? Mr. Hahn stated that is their field development fund. CIP Workshop August 22, 2001 Page 23 Mr. McDaniel told MOSL that they would have to demonstrate to Council the benefit to the recreation leagues, not the select leagues. MOSL is aware of that need. They are also saying that this may benefit DYA to some extent because DYA is starting to become involved in lacrosse, which means there are field issues for them. Ms. Chinnici-Zuercher stated that there are not many Dublin youth in the select soccer leagues; that has been checked previously. Mayor Kranstuber stated that all these outside teams would come into Dublin, perhaps damage the fields, and leave Dublin with no benefit. Mrs. Boring stated that the issue of maintenance is a concern. In twelve weeks of tournament play, a very large number of players and spectators can do a lot of damage. Mr. McDaniel stated that the $400,000 is not necessarily the total contribution. This can be worked on. He was looking at the potential of the City acquiring the extra fields quickly. Mayor Kranstuber stated that the money is not his primary concern. His concern is about the City maintaining control and about recreation programs for its citizens. Ms. Chinnici-Zuercher agreed that it is unclear how it would benefit Dublin if the fields are controlled by outside groups during the prime weekends. She would need more information on the scheduling and usage. Also, there would need to be an annual maintenance fee built into the contract. She inquired if this is the number of soccer fields that the City had long-range plan to develop. Mr. Hahn stated that there were no long-range projections. The 55.6 acres fulfills the City's needs. Ms. Chinnici-Zuercher stated that DYA does need fields, and our community needs must take priority over other teams' needs. Mr. McDaniel inquired if he has Council's endorsement to work on an agreement in more detail. Mayor Kranstuber stated that his position is negative. However, if the rest of Council is willing, they will entertain a later report. Ms. Grisgsby stated that because they have approached the City, the City's in a good bargaining position. There was no objection from Council to continuing to explore this possibility. Mayor Kranstuber stated that he has been approached by Mayor O'Shaughnessy of Shawnee Hills, who has requested a meeting including Mr. Hansley, Mr. Ciarochi and Mr. Smith to discuss mutual issues. Mrs. Boring stated that she has been informed that they would like to include three of their Council members and three of Dublin's Council members in that meeting. She had informed them that the Community Development Committee would be the logical audience. Mr. Adamek stated that this all began with the Kroger development issue. Mr. Adamek suggested that Mayor Kranstuber, Mr. Hansley, Mr. Ciarochi and Mr. Smith meet with them prior to additional meetings being scheduled. Mrs. Boring stated that they view themselves as a gateway to Dublin, and they want to discuss their community's plans with Dublin officials. CIP Workshop August 22, 2001 Page 24 Mayor Kranstuber stated that Mayor O' Shaughnessy wants to discuss establishment of a commercial tax base in Shawnee Hills. The meeting was adjourned at 11:00 p.m. Clerk of Council