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HomeMy WebLinkAbout06-13-11 CDC MinutesDUBLIN CITY COUNCIL COMMUNITY DEVELOPMENT COMMITTEE Monday, June 13, 2011 Minutes of Meeting Mr. Reiner, Chair, called the meeting to order at 5:30 p.m. in Council Chambers. Committee members present were Mr. Reiner and Mrs. Boring. Vice Mayor Salay was excused due to out of town travel. Staff members present were: Ms. Kennedy, Ms. Adkins and Ms. LeRoy Guest: Jeff Stevens, Consider Biking representative Request to Serve Alcohol in Coffman Park for 2011 RAAM Ohio Cycling Challenge closing dinner — Saturday, October 8, 2011 Mr. Reiner stated that the agenda item is consideration of a request to permit alcohol to be served in Coffman Park for the 2011 RAAM Ohio Cycling Challenge closing dinner on Saturday, October 8, 2011. Ms. LeRoy presented a summary of the request. The RAAM Ohio Cycling Challenge is a qualifying event for The Race Across America. The annual Race across America is a transcontinental bicycle race, which originates on the west coast and finishes on the east coast, covering 3,000 miles. The race will be held in Dublin on Friday, October 7 through Sunday, October 9. Consider Biking, the organizer of the event, has submitted a request to Council to waive City regulations and permit the organization to sell alcohol at a private party to the event participants within Coffman Park. The party will not be open to the public. Mrs. Boring asked whether Council approved a waiver last year for the CanAm private party, which was also held in Coffman Park. Ms. LeRoy responded that Council did approve a waiver for that event, which was held in the area of the Irish Festival Celtic Rock stage. Mrs. Boring asked what the plan is for the dinner event if there is rain. Jeff Stephens, Consider Biking, representative of "Race Across America," stated that he understands that the event will be held under a tent in Coffman Park. Ms. LeRoy stated the plan is to hold the dinner on the stage, which has a tent covering. Mrs. Boring noted that her concern was that there might be some expectation of using the Recreation facilities, which has specific rules regarding the serving of alcohol. Ms. LeRoy responded that the Recreation Center facilities are already booked that evening for a wedding reception. Mr. Reiner inquired if the City permits serving of alcohol at wedding receptions held at the Recreation Center. Ms. LeRoy responded that it is permitted in compliance with certain restrictions, one of which is that it be after regular Rec Center hours, and only beer and wine are permitted. Community Development Committee June 13, 2011 Page 2 of 4 Only beer and wine will be served at the RAAM Ohio Cycling Challenge closing dinner, if Council approves the waiver. Mrs. Boring asked if there will be a fence around the area in compliance with State regulations for serving alcohol. Ms. LeRoy responded affirmatively. Mr. Reiner moved to recommend to Council that they approve the request of Consider Biking for a waiver of City alcohol regulations for the 2011 RAAM Ohio Cycling Challenge closing dinner. Mrs. Boring seconded the motion. Vote on the motion: Mr. Reiner, yes; Mrs. Boring, yes. Mr. Reiner thanked Mr. Stephens for his work on the event. He would expect the event to draw visitors and increase hotel /motel room use that weekend. Ms. LeRoy noted that Mr. Dring, Dublin Convention & Visitors Bureau director, will provide a projected economic impact report for the event in the near future. Review of Proposed "Beautify Your Neighborhood" Grant Revisions Ms. Adkins stated that the Community Development Committee reviewed the grant guidelines in February 2011 and provided recommendations for some updates. Those recommendations have now been incorporated. Some additional revisions are also included, in follow up to discussions with grant applicants and staff. Those revisions include: • Grant guidelines have been streamlined for clarification purposes. • "Homeowner association" has been replaced with "civic association" language in the entire document. • Emphasis has been placed on the use of volunteer hours provided by the neighborhood residents. • Clarification has been added regarding the process of submittal, approval and funding allocation. • Removal of the criteria of "environmentally creative projects and projects using recycled or reclaimed products may receive up to two bonus points" from the point matrix section. • Inclusion of information regarding community garden certification through the National Wildlife Federation's program as an alternative way for applicants to receive bonus points on their applications. The City's Nature Education Coordinator has been included in the grant process, and she will be available to meet with applicants to provide guidance /assistance on this option. Mr. Reiner stated that on page 5, it was previously indicated that "City staff will review applications for completeness, appropriateness and maintenance issues. Points will be Community Development Committee June 13, 2011 Page 3 of 4 assigned based on a selection criteria matrix." He assumes that language has been re- inserted elsewhere, or was it replaced with the language regarding the review team? Ms. Adkins responded that the language was clarified and placed in the section regarding the process. Mrs. Boring stated that the guidelines indicate the grant applications are due on January 15. Should the process provide some time between the submittal date and the formal review date to permit the applicants the opportunity to refine their application? Ms. Adkins responded that is not now part of the process, but it is an option. Currently, staff encourages the applicants to meet with staff long before the January 15 deadline to discuss and improve their applications. That process seemed to work well during the last round of applications. Applicants who met with staff prior to submission of the application generally had more complete applications. Mrs. Boring suggested that the statement "meet with grant review team..." include "before the submission deadline" to clarify the point. Ms. Adkins indicated the language would be added. That point will also be clarified in the grant promotion materials. Mr. Reiner asked if a significant amount of staff time is involved in processing the applications. In addition to the actual grants, there is the staff time contributed to the grant process. He requested that the staff hours involved in meetings and the review process be tracked during the next grant cycle. If $4,000 in staff time is required to grant $2,500 or $3,500, Council should be aware of that. This process is more complex than may be apparent, and although the projects may be important to a few residents, they should not absorb many hours of City staff's time. Ms. Adkins indicated that staff time would be tracked in the future. Mrs. Boring referred to the point on page 3 called "Grant Project." She would like the last point under the first group, "repairs of existing lighting systems are not permitted" to be restated as "repairs of existing lighting systems do not qualify." Mr. Reiner concurred with the revision. Mrs. Boring stated that under the "Matching Requirements" portion, allowing the volunteer time to be counted as part of the matching contribution means they are not actually volunteers. An hourly rate is also identified. A matching fund should be only for items that must be purchased. It is very easy to overestimate volunteer hours or manpower hours. She would prefer to eliminate the inclusion of volunteer hours in the Matching Requirements, because it appears the City is paying the "volunteers," which means they are no longer volunteers. The City would match the costs of materials only. Mr. Reiner concurred. Mrs. Boring moved to recommend to Council approval of the amended grant guidelines and application. Community Development Committee June 13, 2011 Page 4 of 4 Mr. Reiner seconded the motion. Vote on the motion Mrs. Boring, yes; Mr. Reiner, yes. The Clerk inquired if the intent is that Council consider the Committee's recommendation at tonight's Council meeting. Mrs. Boring responded that she preferred that staff provide a revised document for Council's consideration at a later date. [Mrs. Boring added that the volunteer hour reference on page 12 also should be revised.] The Committee members thanked Ms. Colley, who is absent, for her work on the grant documents, and Ms. Adkins for her presentation. The meeting was adjourned at 5:50 p.m. Clerk of Council