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HomeMy WebLinkAbout01-11-10 Finance CommitteeDUBLIN CITY COUNCIL FINANCE COMMITTEE MEETING Monday, January 11, 2010, 6:00 p.m. Council Chambers Minutes of Meeting Mr. Keenan, Chair called the meeting to order at 5:55 p.m., noting this is a follow - up meeting regarding Bicentennial grant applications. Also present were Mr. Gerber and Mrs. Boring. Dublin Chamber Civic Foundation Grant Application Bob Morris, Vice President, Dublin Chamber Civic Foundation and President, Dublin Chamber Board of Commerce, noted he is available to respond to questions. Mr. Gerber stated that he spoke to Mr. Morris a few weeks ago in follow -up to the previous hearing. In response, Mr. Morris provided a supplement, dated 12 -28- 09, to the application previously submitted. Mrs. Boring thanked Mr. Morris for this follow -up information, adding that she is supportive of this concept of honoring businesses during the Bicentennial year. Mr. Keenan noted that the supplemental information provided much more detail needed for Council to consider the application for grant funding. Dublin Area Art League Grant Application Rich Sharrick, 6671 Fallen Timbers Drive, noted that he represents the DAAL. Mr. Keenan noted that the Committee had questions at the last review, and he has subsequently had e-mail and voice mail communications from Mr. Sharrick. Additional information has also been forwarded from Ms. Puskarcik about some of the past history with DAAL. He invited questions from the Committee. Mrs. Boring noted that she has not had the benefit of these communications. Her understanding is that Mr. Sharrick has not yet contacted Ms. Nardecchia regarding volunteers for this event, although the committee had suggested that at their last discussion regarding the application. Mr. Sharrick responded that they have not begun to work on next year's Art Fair at this point, but they will do so going forward. Mrs. Boring stated that she had understood that some of the expense he referenced related to a lack of volunteers. Mr. Sharrick noted that is correct. Arranging for volunteers for the Fair will begin with approval of the grant. Mr. Keenan stated that in this case, there is no reimbursement until the invoices are actually submitted to the City. To the extent that additional volunteers can be secured, that would help defray the costs as much as possible, freeing up other funding for various organizations and other opportunities. Mr. Sharrick stated that they plan to coordinate with Ms. Nardecchia when this work begins. Finance Committee of City Council January 11, 2010 Page 2 Mr. Keenan noted that he has heard from many Council Members that citizens are looking forward to this art fair in the summer. He, too, would like to see this occur as planned. Mrs. Boring noted that there was also discussion of a meeting with Mr. Guion. Mr. Keenan noted that he did talk with Mr. Guion over the phone. It is clear that this art fair is not in the DAC budget. He discussed the communication piece in terms of the DAC and the City's marketing /promotion efforts. It was agreed that both the DAC and the City would promote the Art Fair in any vehicles they have available in order to help share information. Mr. Gerber stated that he appreciates the effort to upgrade the event. The application indicates they are seeking more volunteers, and their plan to promote and market the event will help to garner more volunteers and interest in the event. Mr. Keenan summarized that the Committee will now discuss the applications and recommendations will be forwarded to Council for a vote at tonight's meeting. Cindy Bryden, President of DAAL, 7097 Timberview Drive, Dublin noted that she has a question relating to various items, including continued use of the block party equipment and the potential use of a City -owned large stage. Use of the stage was a verbal request, and she asked if there is any possibility of an in -kind donation from the City for this purpose. Mrs. Boring recalled that at the last Committee meeting, she recalls that Council recommended that the block party equipment was to be available for this Art Fair. These include tents, tables and chairs. So this has already been addressed. Ms. Bryden noted that the stage was an additional item requested, which was not included in last year's request. Ms. Puskarcik responded that there is an administrative process in place for review of the use of the City stage, and staff will look at this. Mr. Keenan summarized that this is outside the request of what is being considered by the Committee tonight. Ms. Puskarcik responded that the stage expenses could be handled within the request tonight, or considered separately on an administrative level. The Committee agreed the stage request should be handled administratively. Mr. Gerber moved to recommend to Council approval of a grant of $4,000 for the Dublin Chamber Civic Foundation. Mr. Keenan seconded the motion. Mr. Keenan asked if this application was the one where intellectual property rights issues were raised. Finance Committee of City Council January 11, 2010 Page 3 Ms. Gibson responded that it is similar to the Women's Philanthropic Club grant. Ms. Ott will set up a meeting and review those matters with the group. Mr. Keenan summarized that the City is not planning to commercialize this, but wants the ability to reproduce it for the City, if City funds are used to support it. Ms. Gibson responded that once the grant is awarded, the applicant would meet with Ms. Ott on these matters. It would be handled with a separate agreement. Mr. Keenan asked when Council will be given additional information about this process. He is interested in having more information, as it seems to come up on a regular basis. Ms. Gibson responded that she believes staff is developing this information to share with Council. (Mrs. Boring stated that because she has not yet taken the oath of office as a re- elected Council member, she will not vote on this application. She does, however, support this grant.) Vote on the motion: Mr. Gerber, yes; Mr. Keenan, yes; Mrs. Boring, abstain. Mr. Gerber moved to recommend to Council approval of the grant application of $10,800 for the Dublin Area Art League Art Fair. Mr. Keenan seconded the motion. Mr. Keenan added that both of the grants are contingent upon provision of appropriate invoices to the Finance division before reimbursement is made. Mrs. Boring noted that she supports this application as well, but suggested that a condition be added that the DAAL discuss the volunteer needs with Ms. Nardecchia. Mr. Gerber amended his motion to reflect this. Mr. Keenan agreed, noting it will be very helpful to the Art Fair. Vote on the motion: Mr. Keenan, yes; Mr. Gerber, yes; Mrs. Boring, abstain. Approval of Minutes • June 22, 2009 Finance Committee meeting • June 29, 2009 Finance Committee meeting • October 19, 2009 Finance Committee meeting • November 23, 2009 Finance Committee meeting Mr. Gerber moved approval of the minutes of June 22, 2009. Mr. Keenan seconded the motion. Motion carried. Mr. Gerber moved approval of the minutes of June 29, 2009. Mr. Keenan seconded the motion. Motion carried. Finance Committee of City Council January 11, 2010 Page 4 Mr. Gerber moved approval of the minutes of October 19, 2009. Mr. Keenan seconded the motion. Motion carried. Mr. Gerber moved approval of the minutes of November 23, 2009. Mr. Keenan seconded the motion. Motion carried. Mr. Keenan asked that the record indicate that the City will continue to research the funding mechanisms for other historic districts, as requested. This was referred to in the minutes of November 23, 2009 on pages 15 -16. Mrs. Boring noted that this would be critical in terms of consideration of grants for next year. This information is needed before that process begins. Mr. Keenan stated he would like to have this information well in advance to allow time for consideration. Mr. Keenan noted that Council has also requested further information from staff about the intellectual property aspects as discussed tonight. There being no further business, the meeting was adjourned. Deputy Clerk of Council