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HomeMy WebLinkAbout04-28-1994 Finance CommitteeFinance Committee April 28, 1994 7:10 p.m. at City Hall Minutes of Meeting Meeting was called to order by Chair A. C. Strip. Committee member Peter Zawaly was present; Chuck Kranstuber was absent. Staff members present were Marsha Grigsby and Bryan Thurman. Also present was Mrs. Barbara Racey of The Chamber Music Society of Dublin and Jill Chitwood of the Arthritis Foundation. Review of Bed Tax Applications (See report attached) The Chamber Music Society of Dublin - Two Concerts Ms. Racey of The Chamber Music Society of Dublin (CMSD) presented background information and the goals of the CMSD. Ms. Racey requested initial funding support for group until they become self-sustaining. She noted that they do charge for admission. Mr. Thurman asked for gross receipts for first concerts. Ms. Racey estimated $600. Mr. Strip asked if musicians would work for less or volunteer their time. Ms. Racey responded that the musicians have been working for less. She shared that the CMSD is concerned for the future and being able to keep the current quality of musicians within Dublin. Mr. Strip asked if CMSD has explored corporate sponsorship. Ms. Racey advised that they wanted to start with city to provide initial funding, then go corporate. Mr. Zawaly shared that corporate sponsors generally like to sponsor a series that they could be identified with publicly. He asked if self-sustaining meant funding from other sources or ticket sales. Ms. Racey explained that their goal is for 200 in attendance on a regular basis which would almost meet expenses. Mr. Strip pointed out that the arts are not traditionally self-sustaining. Mr. Strip asked if CHSD would consider a program where the City would match dollar for dollar up to a certain amount against any other funding they could obtain. If they could not find additional funding, CHSD could come back to this committee for another review. Ms. Racey responded that it's good to know how the City determines sponsorship and requests. She added that from the CHSD view that they would be interested in a program like that, but personally she was concern that corporations would turn them down. She would like to keep CHSD in Dublin. Ms. Racey advised that the amount requested is the maximum cost projected and as revenues come in, they won't need all of it. Mr. Zawaly asked if she has contacted other communities and groups that have a similar society to get their input on what works and what doesn't. Mr. Strip closed discussion with explaining the recommendation procedure for awarding or denying bed tax applications. He also added his personal suggestion that if the CMSD is awarded bed tax funds that the City would like to be recognized as a contributor in their programs and publicity. Ms. Racey departed at this time. Discussion followed regarding amount to be awarded to The Chamber Music Society of Dublin. Mr. Zawaly recommended $2,500 to cover two concerts. Mr. Strip agreed with the stipulation if it was insufficient they could come back to this committee at a later date. Mr. Zawaly added that CHSD should get with the city Public Events Coordinator for publicity. Aplastic Anemia Foundation of America - 5K Run for Life The Committee was in agreement that this request does not fit the Bed Tax criteria. Committee recommends denial. Arthritis Foundation - Classic Auto Show and Mini Grand Prix Discussion followed regarding the profitability of the Classic Auto Show and the Mini Grand Prix. Mr. Zawaly summarized that they do not need seed money. Mr. Strip advised that the City has fulfilled their purpose by granting funds previously and giving additional funds would be taking seed money away from other groups. Dublin Area Art Lea ug eOperating Expenses Mr. Thurman noted that a correction be made to the report reflecting that FYE 6/93 should be FYE 6/95. Mr. Strip questioned what function this organization performs and also questioned the need for half of their budget being allocated for storage lockers. Discussion followed on functions of the Dublin Art League. Committee recommended awarding $650 with the notation regarding the use of monies for storage lockers. Dublin Chamber of Commerce - 1994 Shenanigans Project This request is for reimbursement of police services for this special event. Committee recommended awarding $843.75 to cover these services. Dublin Charity Cup - 1994 Dublin Charity Cup This request is for programs and goals for the 1994 Dublin Charity Cup (DCC) soccer tournament. Discussion followed on where the teams will play and if they are profitable. Mr. Zawaly asked who will own the goals. Mr. Strip reviewed the letter submitted by DCC explaining that they have increased the number of teams participating every year. Mr. Zawaly noted that they fit the criteria for heads and beds, but not for seed money. Mr. Strip noted that they are profitable. Mr. Thurman responded that last year they matched bed tax award money for the purchase of bleachers which was then turned over to the City. Mr. Zawaly would support this type of award for goals, but questioned the need for supporting programs. Mr. Thurman recommended that DCC purchase goals and submit the invoices to City for payment. Mr. Strip noted that verification of the goals being turned over to the City will be needed. Committee recommended $5,000 for goals with the stipulation that they are turned over to city, allowing DCC preferential use when needed. Dublin Historical Society - 1994 Antique Show Mr. Thurman commented that it appears they are asking for money to improve Coffman House. Mr. Strip informed committee that an estimated $140,000 has already been awarded to this Society in the past. Ms. Grigsby noted a few of the past expenditures. Discussion followed on the profitability of Society without city contributions. Mr. Strip advised that seed money was not needed because of Society's profitability and request exceeds funds available. Committee denied request. Sharon Mennonite Church - Softball Tournament Discussion followed on this event which brings teams from entire midwest, but not much on heads/beds. It is recognized as good PR for the city. Mr. Thurman advised that they will try to keep track of head/beds next year. Mr. Strip stated that request basically offsets what the city charges them for parks and rec maintenance for repair of field, etc. Ms. Grigsby noted that amount was approx $900 which includes police and city services. Committee recommends $1,200 to cover the cost of city services. Aplastic Anemia Foundation of America Con't. Ms. Chitwood arrived to present Aplastic Anemia Foundation's request for bed tax funds. Mr. Strip explained the criteria of the bed tax fund to Ms. Chitwood. Ms. Chitwood advised committee that 350+ runners were expected to participate this year. There will be a few runners and volunteers from out-of-state and out-of-town to contribute to the head/beds. She gave an overview of what the race entails. Mr. Strip inquired if there was an entry fee. Ms. Chitwood responded that the net would be approximately $3,000. She asked the committee to consider covering the expense of police protection as they have no choice in regard to this expense item due to Dublin standards. Mr. Strip commented that covering your police bill would be the same as giving you money. Mr. Zawaly referred to the out-of-state and out-of- town participants and volunteers staying overnite in other towns. Ms. Chitwood responded that they are working on special motel rates to keep runners/volunteers in the City of Dublin. Discussion followed on the need for police services at every intersection. Mr. Strip advised that he would bring this up to the Safety Committee and the Chief Ferrell. Ms. Chitwood departed at this time. Old Dublin Association - Land Acquisition and Boardwalk Extension Mr. Strip asked where and what exactly is the boardwalk. He also asked if this wasn't a Kiwanis project. Ms. Grigsby responded that the Kiwanis had a pathway project. Committee reviewed report on this application. Mr. Strip noted that the Association would have work professionally contracted out. Mr. Zawaly commented on their legal right to do this project. Ms. Grigsby stated that this is an ODOT easement and that they would have to get permission. Mr. Strip stated that this is not a bed tax application, it's a capital expenditure and should be under CIP. Committee agreed. Committee discussed the Land Acquisition request and determined this should be done on a form for doing this type of thing such as a land trust application, etc. Committee agreed that this is not a bed tax request. Committee recommended denial of both applications. Overview of Bed Tax Requests Mr. Strip summarized recommendations: 1) Aplastic Anemia Foundation of America 5K Run for Life request denied. Note: Mr. Strip will informally approach Safety Committee and Chief Ferrell regarding the number of policemen needed. 2) Arthritis Foundation Classic Auto Show and Mini Grand Prix requests denied. Note: They are profitable and previous seed money awarded has fulfilled its job. 3) The Chamber Music Society of Dublin request was recommended in the amount of $2,500 with a two concert minimum. 4) Dublin Area Art League operating request was recommended in the amount of $650 with a note regarding the use of allocating this award on storage lockers. 5) The Dublin Chamber of Commerce request was recommended in the amount of $843.75 for reimbursement of police services. 6) Dublin Charity Cup request was recommended in the amount of $5,000 with the provision that the goals be turned over to the city and allowing preferential Dublin Charity Cup use when needed. 7) Dublin Historical Society Antique Show request was denied. Note: Seed money not needed as the Society is profitable. 8) Old Dublin Association requests were denied. Note: Boardwalk is considered a CIP project and Land Acquisition is considered an inappropriate use of bed tax funds. 9) Sharon Mennonite Church request was recommended in the amount of $1,200 to cover city services costs. The total for 3/15/94 hotel/motel tax applications is $9,400. Mr. Thurman pointed out that their is a bicycling event coming up, information to be provided at a later date. Discussion followed regarding the minimum amount awarded this period. Mr. Strip advised that this period is usually for the stragglers. The largest funding is the September 15th batch. He commented that there might be an exception later on and you'll need the money, i.e. The Xoggz recent request. Mr. Zawaly noted that the carry over is about $370. Meeting adjourned. Respectfully submitted, Clerk of Council