Loading...
HomeMy WebLinkAboutCouncil Minutes 10-10-2011RECORD OF PROCEEDINGS Dublin Ci Council Meeting October 10, 2011 Mayor Lecklider called the Monday, October 10, 2011 Regular Meeting of Dublin City Council to order at 6:30 p.m. at the Dublin Municipal Building. AD30URNMENT TO EXECUTIVE SESSION Mayor Lecklider moved to adjourn to executive session for legal and collective bargaining matters. Mr. Gerber seconded the motion. Vote on the motion: Mayor Lecklider, yes; Mr. Gerber, yes; Vice Mayor Salay, yes; Ms. Chinnici - Zuercher, yes; Mrs. Boring, yes; Mr. Reiner, yes. The meeting was reconvened at 7 p.m. PLEDGE OF ALLEGIANCE Vice Mayor Salay led the Pledge of Allegiance. ROLL CALL Present were Mayor Lecklider, Vice Mayor Salay, Mrs. Boring, Ms. Chinnici- Zuercher, Mr. Gerber and Mr. Reiner. Mr. Keenan was absent (excused). Staff members present were Ms. Grigsby, Mr. Smith, Ms. Mumma, Mr. Thurman, Chief von Eckartsberg, Ms. Crandall, Mr. Earman, Mr. Hahn, Mr. Hammersmith, Mr. Harding, Mr. Husenitza, Mr. Langworthy and Ms. Ott. SPECIAL PRESENTATIONS Dublin City Schools — Update on November Levy and Bond Issue Dr. David Axner. Superintendent and Stephen Osborne, Treasurer /CFO, Dublin City Schools addressed Council regarding the upcoming levy and bond issue on the November 8 ballot. Dr. Axner introduced the five School Board members present in the audience. He noted that they value the partnership they have enjoyed with the City. This partnership has been characterized by some as one of the best in the United States. He is hopeful that this partnership will continue into the future. Mr. Osborne stated that the November 8 ballot contains a combined issue of an operating levy and bond issue, together in one vote. The operating levy portion is 7.2 mills and is a continuing levy — a new tax, not a replacement one — for the operations of the District. The bond issue portion is $25 million to be financed over 15 years. It includes classroom additions at Deer Run, Glacier Ridge, building and infrastructure improvements within the District, as well as maintenance of facilities. This bond portion is .77 mills, so combined the request is for 7.9 mills. The additional cost to the taxpayer is $244 per year per $100,000 of property valuation. He noted that the Board has maintained the commitment made in 2008 — that they would not return to the residents for additional requests until 2011. He emphasized that the tax collection for the levy and bond issue on the November 8 ballot would not begin until 2013. Similarly, the levy passed in 2008 was not collected until 2010. This allows for planning and preparation by residents, should this pass on November 8. The Dublin City Schools is one of four districts in Ohio with an AAA credit rating from both Moody's and Standard & Poor's. This rating allows the District to issue bonds at a lower interest rate. Recently, the District refinanced bonds issued in 2003 and, based on the excellent credit rating of the District, will save $1.1 million over the next 10 years. Should the ballot issue fail in November, it will jeopardize this rating. Dr. Axner proceeded to outline and explain the various items that would be funded with the proceeds of the operating levy and bond issue. Mr. Osborne noted that the funds from this operating levy are to maintain the current operations of the District. The state funding for the district has dropped from $16 million four years ago to $12.5 million this year. At the same time, the enrollment has increased 1,285 students over the past five years. Investment earnings have decreased from a level of $4.3 -$4.5 million four years ago to $300,000 this year. This also impacts revenues, as well as the loss of personal property tax reimbursement. The phase out of tangible personal property tax was anticipated, but was expected to be spread out through 2020. Instead, the District is losing $2.9 million this year, and $8.7 million over the two -year period. This is a sizable adjustment to this element, which constituted 8 -9 percent of the total operating funds for the District. In addition, there are inflationary increases, which is one of the reasons the District is on the ballot every three years. There have been RECORD OF PROCEEDINGS Minutes of Meetine Dublin City Council October 10, 2011 Page 2 significant increases in the cost of health care benefits, gasoline, etc. All of this notwithstanding, the District has made nearly $16 million in budget reductions since 2007. The priority has been and continues to be increasing efficiencies in the District, reducing costs wherever possible. Dr. Axner indicated that a question raised regularly is about the status of the bond issue approved for Elementary 13, as the building was never built. That is $14.5 million that would have been spent. The good news is that when real estate began to slow, the bonds were not issued. They can be held until the need arises for that building to serve Jerome Village. He noted that if the levy and bond issue fails in November, the District most likely would return to the ballot in November of 2012. Cuts would be required in the spring of 2012. This would involve over 150 positions, including administration, classified, certified. Bus routes would be impacted for private and parochial schools both. The Board will discuss these potential cuts later tonight at their Board meeting. Because the District has a cash balance of $13 million, they are able to maintain the high credit ratings. Without passage of this levy and bond issue, they will have to dip into these reserves. The bond issue helps the District keep the expenditures away from the operating costs. There are $1.5 million of emergency needs that must be done, and more of the operating funds would have to be cut. Mr. Osborne stated that a concern expressed is whether these funds will remain local or if the state will take away these funds as well. That is not the case. The property taxes paid by the residents come back, dollar for dollar, to the school district and other entities receiving such taxes, and they continue to stay local and will not be impacted further by state budget reductions. Dr. Axner reported that when he and Mr. Osborne arrived, the District had some fiscal challenges and a deficit of $7 million. They reduced spending in order to reduce the deficit to $5.5 million, and then made cuts to positions. Currently, the District is in the same position as four years ago, but there is a 30 -day cash balance of $13 million. This represents a $20 million "swing." The District is also working with the City to partner and create efficiencies, saving both the City and the Schools money. He noted that the District has held a rating of "Excellent with Distinction" for eight years. They are one of 15 districts that have had the highest rating each year. This year, they are the highest achieving District in Franklin County. All three high schools were rated in the top 300 of the nation by Newsweek. In all of Central Ohio, only four high schools were in the top 500 of this list — one was New Albany, and the other three were the Dublin high schools. The GPAs average 3.3 on a 4 -point scale. The average ACT score in Dublin is 25, and the SAT scores in Dublin have continued to increase. Mayor Lecklider thanked Dr. Axner and Mr. Osborne for their presentations, which speak to their commitment to their jobs and the District. The achievements noted are through the hard work and leadership provided by the School Board and the School Administration, teachers, and staff. The City values the relationship with the Dublin Schools. Good schools and a strong community go hand in hand, and good schools help the City to attract businesses. The City is appreciative of all of their efforts. Mr. Gerber, Council liaison to the School Board stated that the City enjoys a great relationship with the District. One thing is very clear — a good school system means good property values. When the City asks residents and businesses what attracts them to Dublin, one of the top three responses is a good school system. It is very important to maintain that. He thanked them for sharing this information. Presentation re. Ohio Ex- Offender Re -entry Coalition Patricia Clements Re -entry Coordinator, Delaware County Re -Entry Coalition, noted she is employed by Delaware County Jobs & Family Services. About 15 months ago, she was selected to spearhead this effort that began in 2009. The coalition is supported by the Prosecutor's Office, County Commissioners, local law enforcement agencies, elected judges, community treatment providers, local attorneys, the Department of Jobs and Family Services, and Delaware County Board of Developmental Disabilities. She noted the following: RECORD OF PROCEEDINGS Minutes of Meeting Dublin City Council October 10, 2011 • House Bill 86 passed in June, addressing prison reform and offenders being return to communities. Re -entry is an innovative approach to engage the offender population while they are incarcerated, assessing their educational work attainment, what kind of social supports they have in the community upon release, making sure they are linked with substance abuse and mental health providers before they are released in order to avoid a gap in service. Research shows that when the gaps are bridged, the offenders are more successful in the community and communities are safer and have reduced criminal justice related costs. • The coalition received a planning grant from the Ohio Office of Criminal Justice Services last spring, and it required the development of a comprehensive five -year strategic plan, aiming to reduce recidivism in Delaware County by 50 percent. The county rate averages between 35 and 38 percent, which is in the bottom third for the state of Ohio. • The coalition looked at community assessments that were completed, held focus groups and offender surveys to gain information. It was learned that barriers to successful re -entry into the community were access to services, affordability of services, access to transportation and stable housing, and barriers with their familial relationships. In this economy, offenders are having difficulty finding any type of employment. • During the planning stage, they learned that for the juvenile population, there are 30 youth per year who spend 30 days or more in the detention center in Marysville. There are three youth in the Dept. of Youth Services custody. In 2010, Delaware County purchased 3,000 bed space days, which means that on any given day, they average 7 youth in the Marysville detention center. Delaware, Union and Madison counties are the funding sources for operations and capital improvements at the Marysville detention center, but also pay to house youth in these facilities. • In looking at the adult felony population, the adult core services that monitor felony probation have a caseload of 1,000, and 50 percent do not reside in Delaware County. The majority reside in Franklin County. • The adult parole authority -- employees of the Ohio Department of Rehabilitation and Corrections -- monitors 125 individuals on adult parole. They have learned that 50 percent of the offenders released from prison have completed their sentence and have come back to the community without any type of community monitoring. In reviewing statistics from the Delaware County jail, they learned that approximately 3,800 individuals cycle in and out annually. The jail was expanded this year, increasing capacity to 274. The jail has been at full capacity for the past four months. • In reviewing the Delaware County budget general fund as well as the City of Delaware, over $66 million is spent annually on criminal justice services. If the recidivism rate is at 30 percent, the return on this investment is not good. • The coalition has continued to engage in a community education and awareness campaign with local governments so that people are aware of how the monies are being spent. They have applied for other federal grants and will be seeking support from the county commissioners. The concept of re -entry is changing how probation officers and parole officers handle the offenders in the community, providing outreach in working with landlords and employers to have offenders rehabilitated and have some level of monitoring to keep the community safe. She offered to respond to questions. Ms. Chinnici - Zuercher stated that she serves on the Franklin County Re -entry Task Force and asked if they are sharing information with them. Franklin County has developed some innovative strategies to address re -entry issues. Ms. Clement responded that they all meet at the Ohio Ex- Offender Re -Entry Coalition, and the state has pushed to have Delaware County develop their own re -entry association. For the larger counties and metro areas, such as Franklin, Cuyahoga, and Toledo — their demographic for offenders is very different than that for Delaware County. These are much larger communities with much more funding available in the non - profit sector that can provide some of these services. These elements do not exist in Delaware County. RECORD OF PROCEEDINGS Minutes of Meeting Dublin City Council October 10, 2011 Mayor Lecklider thanked Ms. Clements for the update on this significant work, which impacts our community. PROCLAMATIONS /SPECIAL RECOGNITION • Special Achievement in GIS (SAG) Award — ESRI, Inc. presenting to Dublin GIS group Stephen Kinzv, Regional Manager, ESRI, Inc. presented a Special Achievement in GIS award to Dublin employees Brandon Brown, GIS Administrator; Rick Frantz, Senior GIS Analyst; and Damon Leonard, GIS Analyst. Mr. Kinzy stated that at the international users summer conference, they presented 75 awards to customers from around the world for special achievement in GIS. These awards are given to communities who foster good governance. This is a well- deserved recognition for Dublin GIS staff, who have created this environment for technology and innovation. It helps in the governance of the community at the lowest cost and highest quality. He congratulated the team on their efforts and commitment. Mr. Brown commented that their team is very appreciative of the environment in which they work that allows them to help the City of Dublin. Ms. Grigsby commented that as the City continues to grow, GIS has been critical in its development. This mapping provides access to everyone and is critical to the operations of the City. Dublin's systems and staff are certainly among the best in the state, and is reflected in this award. Congratulations on their hard work and efforts! Mrs. Boring added her congratulations, noted that she is proud of the work they do for the City. CITIZEN COMMENTS Mayor Lecklider noted that many Council Members had the opportunity to enjoy Mr. Maurer's piano concert yesterday at the Abbey Theater. His performance was the result of much hard work — congratulations! Wallace Maurer, 7451 Dublin Road thanked him for the kind comments. He asked a question of protocol in terms of addressing one Council Member in this venue. Should his question be directed to this individual? Mayor Lecklider suggested he address the question to Council as a body. Mr. Maurer stated that five to six week ago, he heard about an option being considered for the bicentennial art piece, George Karrer's Workshop. This option is to have vines planted to cover the artwork. He cannot believe the artist would endorse this, as the structure is an ingenious dynamic piece that can awaken memories. This artwork is constructed so as to enhance and generate the possibility of endless memories. Part of this is accomplished with the grid work, which on a sunny day is constantly changing. Allowing a vine to grow around it would throttle its capabilities. His question was to be directed to Mrs. Boring, as she was closely connected with the community and the artist when it was being constructed. If a vine is planted to grow around this structure, he vows to fight this until it is removed. Mrs. Boring stated that this was a suggestion in response to the concern from the public about the massiveness of the structure. In her view, there is no reason to cover this artwork. The suggestion was not endorsed by many, and the citizens are now appreciative of the artwork as it exists. CONSENT AGENDA Mayor Lecklider noted that four items are proposed for action on the consent agenda and asked whether any Council Member requests removal of an item for further consideration under the Regular agenda. Hearing none, Ms. Chinnici - Zuercher moved approval of the actions for the four items as proposed on the consent agenda. Mr. Gerber seconded the motion. Vote on the motion: Mr. Reiner, yes; Mr. Gerber, yes; Ms. Chinnici - Zuercher, yes; Vice Mayor Salay, yes; Mrs. Boring, yes; Mayor Lecklider, yes. 1. Acceptance of Correspondence RECORD OF PROCEEDINGS Minutes of Dublin City Council October 10, 2011 Notice to Legislative Authority — new Dl, D2 liquor permits — Emerald Liq One LLC, 5625 -5649 Woerner- Temple Road, Building 3 (no hearing requested) 2. Approval of Minutes of September 26, 2011 Council Meeting 3. Ordinance 56-11 (Introduction/first reading) Amending Chapters 51 and 52, Establishing User Fees and Capacity Charges for the Sanitary Sewer and Water Systems. (Second reading /public hearing October 24 Council meeting) 4. Ordinance 57 -11 (Introduction /first reading) Amending the Annual Appropriations for the Fiscal Year Ending December 31, 2011. (Second reading /public hearing October 24 Council meeting.) LEGISLATION SECOND READING /PUBLIC HEARING - ORDINANCES Ordinance 53 -11 Authorizing the City Manager to Enter into a Contract for Health Services with the Franklin County Board of Health for 2012. Ms. Grigsby stated that this is an annual contract, and the cost per capita has not changed since the last contract. The difference in the fee is based upon the population increase. The contract covers the portions of the City located in Delaware and Union counties as well as Franklin. Staff recommends adoption. Susan Tilgner, Health Commissioner, Franklin County Public Health noted that this is the third year of not passing along any increased costs, as they are very aware of the budget issues cities are dealing with. They work as a consortium of 17 townships, nine villages, and 14 suburban cities to provide health services. Of the 14 cities, Dublin is the largest they serve. Mayor Lecklider commented that the mosquito monitoring service is one service that is of interest to the citizens. Ms. Tilgner responded that they have an excellent vendor providing mosquito control. They work with the communities to manage this, and the three -year contract was negotiated on behalf of all the communities and does not have any fee increase over three years. This provides a mosquito control program, based on an integrated mosquito management approach. The program is based on data collected and the expertise of those who perform this service. Mayor Lecklider thanked her for attending tonight's meeting. Vote on the Ordinance: Mr. Gerber, yes; Mr. Reiner, yes; Vice Mayor Salay, yes; Mrs. Boring, yes; Mayor Lecklider, yes; Ms. Chinnici - Zuercher, yes. Ordinance 54 -11 Amending Chapter 35 of the Codified Ordinances to Revise the Fee and Service Charge Revenue /Cost Comparison System and Establishing a Schedule of Fees and Service Charges for City of Dublin Services. Mr. Thurman stated this relates to the annual review of the City's cost study and revises the schedule of fees and service charges for the City, effective January 1, 2012. There was discussion of this matter at the Finance Committee of the Whole meeting tonight. He offered to respond to any additional questions. Wallace Maurer, 7451 Dublin Road stated that the materials included the phrase "PNC monitoring." He asked what this term means. Ms. Grigsby responded that this is a Court item related to probation services. Vote on the Ordinance: Mayor Lecklider, yes; Mrs. Boring, yes; Mr. Reiner, yes; Vice Mayor Salay, yes; Mr. Gerber, yes; Ms. Chinnici - Zuercher, yes. Ordinance 55 -11 RECORD OF PROCEEDINGS Minutes of Meetine Dublin City Council October 10, 2011 Page 6 He Accepting the Updated Estimated Average Per Acre Value of Land for Park Fees in Lieu of Land Dedication. Ms. Grigsby stated this legislation is adopted every two years to establish the acreage value as the basis for fee in lieu of parkland dedication. Mayor Lecklider noted that this fee has increased since two years ago. Ms. Grigsby responded that the fee was $41,000 four years ago, decreased to $35,000 two years ago, and now has increased to $40,000 per acre. Wallace Maurer, 7451 Dublin Road stated that page one of the memo includes a quotation, "a qualified land appraiser retained by the Village." Is this a reference to Dublin, prior to it being a city? Ms. Grigsby responded that language is from the Code as written at the time this process began. Vote on the Ordinance: Ms. Chinnici - Zuercher, yes; Mr. Reiner, yes; Mrs. Boring, yes; Mr. Gerber, yes; Vice Mayor Salay, yes; Mayor Lecklider, yes. INTRODUCTION /PUBLIC HEARING — RESOLUTIONS Resolution 51 -11 Authorizing the City Manager to Enter into a Parking Lease Agreement with the Dublin Community Church. Mr. Gerber introduced the resolution. Mr. Tyler stated that Resolutions 51 -11 and 52 -11 are the culmination of work done since last winter. He acknowledged Ms. Ott's efforts prior to this time as well. The goal is to alleviate some parking congestion resulting from Town Center I and II development. These resolutions reflect a three -part agreement among the City of Dublin, the Dublin Community Church, and the largest user of parking in the District at this time — Xcelerate Media. The agreement in Resolution 51 -11 provides that the City will lease 30 parking spaces, and will also be involved in sealing, crack sealing and restriping of the parking lot. The church will make major repairs to the parking lot as well. The City's value of contributions to the partnership is $8,500, and the Church's value is approximately $20,000 for the repairs to their entire lot. Also addressed is reimbursable expense for snow removal, and some signage for the users of the lot. Resolution 52 -11 provides for an agreement between the City and Xcelerate Media to sublease those 30 parking spaces the City is leasing from the church. Xcelerate is paying the amount the City is leasing the spaces for on a monthly basis. Xcelerate will be responsible to ensure the parking spaces are used on a month -to -month basis. Staff is hopeful that these agreements will resolve the ongoing parking issues in this portion of the City. Mrs. Boring noted there is no means to ensure the business employees walk across the street to park. Mr. Tyler responded that in his last discussions with Xcelerate Media, they shared the plan with their staff and prior to last week, had a commitment of 25 people who will use those parking spaces. They are continuing to work to ensure that all of their employees use these 30 spaces. Mrs. Boring stated that the situation has worsened in the area, and some employees' attitudes are less than civil. It concerns her that the City is working hard to resolve these issues, and that the library spaces are not being utilized well either. Mr. Tyler responded that staff has discussed that with the Historic Dublin Business Association and they have submitted another round of permits for those parking spaces. Just prior to some of the work the City is doing with the sidewalk improvements, HDBA was actually filling those 16 parking spaces. With those improvements, it is now under construction and there are problems with using the spaces. RECORD OF PROCEEDINGS Minutes of Meeting Dublin City Council October 10, 2011 Page 7 Held 20 Ms. Grigsby stated that this is one of the reasons that the sublease agreement is being done, providing that Xcelerate Media makes monthly payments to the City and the City will then make payments to the church. Xcelerate has a vested interest in having their employees park in the church spaces. Staff will continue to work with them on this. Mayor Lecklider stated that he assumes that on a daily basis, the City will be able to observe whether the spaces are used, providing immediate feedback. The documents indicate that Xcelerate will issue some type of tag to allow their employees to use these spaces, and the spaces will be clearly designated in the lot. Ms. Chinnici - Zuercher commented this has been a "long haul" and she appreciates Mr. Tyler's tenacity in continuing to work on this. She met with the La Chatelaine owners and Mr. Tyler recently to discuss this. It is a wonderful change to have the District full of patrons of restaurants and retail shops and it is still a challenge to address the long -term parking solutions for the District. This is a good, temporary solution -- but not a comprehensive solution. She asked a follow -up question about signage being installed in the City's parking lot behind Town Center I to designate areas currently being used for parking, which are not actual designated spaces. Has that signage been installed? Mr. Tyler responded that the initial signage has been installed in the area she references. Staff will be following up with installation of the remainder of the signage very shortly. Mr. Gerber stated he appreciates Mr. Tyler's work on this matter. The businesses seem to be cooperating, and he is hopeful of continued progress on this. Mayor Lecklider stated that his understanding of this arrangement is that the City will recover some of these monies from Xcelerate Media, but in addition, the City is committing $17,000 in terms of improvements, signage, etc. Mr. Tyler responded it is actually more than $17,000, considering the maximum cost for snow removal. The City is committing up to $19,000 per year, but the average is expected to be $16,000 per year with normal snowfall. Mr. Reiner stated he is pleased that there will be reimbursement to the City for the initial lease arrangement. Is there any progress to report on efforts in the southeast portion of the District for parking? Mr. Tyler responded that there is nothing to report at this time, although staff is continuing to work on this. Staff does have information about who owns the properties, and in house discussions have taken place regarding strategies. Most recent work has concentrated on the Church parking agreement. Vote on the Resolution: Vice Mayor Salay, yes; Mayor Lecklider, yes; Mrs. Boring, yes; Mr. Reiner, yes; Ms. Chinnici - Zuercher, yes; Mr. Gerber, yes. Resolution 52 -11 Authorizing the City Manager to Enter into a Parking Sublease Agreement with Xcelerate Media. Mr. Gerber introduced the resolution. Vote on the Resolution: Mayor Lecklider, yes; Vice Mayor Salay, yes; Mrs. Boring, yes; Mr. Gerber, yes; Mr. Reiner, yes; Ms. Chinnici - Zuercher, yes. Resolution 53 -11 Abandoning Certain Property Appropriated from John L. Wirchanski. Vice Mayor Salay introduced the resolution. Mr. Smith stated that, as indicated in the memo, passage of this resolution is required so that he can present this to the Court at a pretrial hearing later this week. RECORD OF PROCEEDINGS October 10, 2011 Page 8 Held 20 Vote on the Resolution: Ms. Chinnici - Zuercher, yes; Mrs. Boring, yes; Mr. Reiner, yes; Mayor Lecklider, yes; Mr. Gerber, yes; Vice Mayor Salay, yes. STAFF COMMENTS There were no comments from staff. COUNCIL COMMITTEE REPORTS /COUNCIL ROUNDTABLE Mr. Gerber, Finance Chair stated that a Committee of the Whole meeting took place at 6 p.m. tonight. The third quarter financial update was presented by staff. Income tax revenues have increased approximately four percent over last year. Although the City's income tax revenues are not yet back to the 2008 levels, through the ongoing economic development activities and retention efforts, the City is faring quite well. Mrs. Borino noted that the City calendar does not reflect "Make a Difference Day" and she asked if the City has scheduled any activities this year. Ms. Grigsby responded that she will check with staff on this item. Mr. Reiner thanked La Chatelaine for again hosting a complimentary breakfast for the upcoming Veterans Day activities. Keeping this memory alive for those who perished in WW II, as well as honoring current veterans is very noble. Vice Mayor Salay: 1. Reported she attended the recent MORPC program, "Changing Trends in Real Estate Market and Creating Lifelong Communities." It was an affirmation of what Dublin is doing in the Bridge Street Corridor. The goals of the Bridge Street Corridor are much the same as what the speaker indicated would be important in the future. 2. Noted that the midyear goal review has been scheduled for Monday, October 17 at 6:30 p.m. Staff has provided a draft agenda and suggested a venue of the Chamber of Commerce. The clerk has pointed out that there is no means to recorc the meeting in that venue, and it is important to have an accurate record of the meeting. Vice Mayor Salay suggested that Council meet in Council Chambers so that the meeting can be recorded. She noted that she received a couple of suggestions for the agenda. With regard to the Bridge Street Corridor, it is important to have a discussion regarding the parkland and the public spaces and Council's desired policy for that. With respect to the proposed Code, she is interested in hearing how the review is progressing and the process emerging with regard to going to a form -based Code system versus a PUD system. She would also like to discuss the Districts in the BSC and have updates from staff on any changes or significant items Council should be aware of in regard to the Districts. She would like Council's feedback on this as well. In addition, Council should have the opportunity to react to the staff ideas being proposed so that the collective vision can be aligned. At the outset of the process, everyone was aligned, and she believes that is still the case. However, it is important to understand the evolution of the process and the evolution of the Districts that has taken place. She asked if there are other suggestions for the agenda. Ms. Chinnici - Zuercher asked who is facilitating the meeting. Ms. Grigsby responded that staff will do so. Ms. Chinnici - Zuercher asked what format the room will be set in, and who is being invited. Ms. Grigsby responded that City Council and staff will participate in the discussion. It will be a public meeting, similar to any other retreat or work session. Typically, limited attendance occurs at these kinds of meetings, but it will be open to the public. Ms. Chin nici-Zuercher noted that this is not a goal setting retreat, but rather discussion of a major initiative. If Council is receiving updates on what staff has been working on, it seems a more formal request should be made for P&Z, ARB and BZA to attend and hear the updates. Ms. Grigsby responded that they have been made aware of this meeting, and they are welcome to attend as well as any member of the public. RECORD OF PROCEEDINGS Minutes of Meetine Dublin City Council October 10, 2011 Page 9 Ms. Chinnici - Zuercher stated that it is important that Council have the opportunity to react to the updates, and it is important for boards and commissions to hear Council's feedback. Ms. Grigsby stated that staff can make sure the board and commission members are aware of the meeting. Staff had understood this was to be Council's opportunity to hear the updates for all of this information. Staff will send out notices to make sure boards and commissions are aware of the meeting taking place. Mayor Lecklider asked if the meeting will be videotaped. This could be a means by which board and commission members could review what has occurred, if they are not able to be present. Following brief discussion, Vice Mayor Salay asked if it is Council's preference to meet in a work session format or a more formal session. Ms. Chinnici - Zuercher responded that she envisioned this as more of a dialogue and the Council meeting room set -up does not facilitate this. Vice Mayor Salay agreed that she, too, would prefer a more informal setting. Ms. Grigsby agreed, noting that is why staff was proposing other options for the meeting location so that there is more dialogue versus presentations. Ms. Chinnici - Zuercher asked if the meeting must be recorded. It seems Council is always limited to using this room, despite the many available spaces in the City, because of the lack of portable recording systems. There must be options available. Ms. Grigsby stated that the options seem to be meeting in Council Chambers and having the meeting recorded, or meeting at the Chamber of Commerce and having staff take notes regarding the discussion. The meeting could also be videotaped at that location. Vice Mayor Salay stated that there is a balancing issue of being informal and having a dialogue versus involving boards and commissions who want to hear the discussion. Without the amplification systems, it is difficult to hear the discussion. Ms. Chinnici - Zuercher responded that it is challenging, and the City needs to investigate purchasing or renting portable systems. The Council Chambers is not conducive to open dialogue and the recording system does not seem adequate. Vice Mayor Salay stated that she is certainly open to having the meeting in a different location. She wanted to raise the issues that she heard from staff about this. Mr. Gerber asked for clarification: is this to be a midyear review of goals and objectives, or more of a Bridge Street Corridor recap? Vice Mayor Salay responded it will be both. Mayor Lecklider asked Council for their preference on the meeting location for October 17. Mr. Gerber suggested the meeting be held in the more informal setting of the Chamber that is more conducive to discussion. Mayor Lecklider asked staff about videotaping the meeting. Ms. Grigsby responded that it can be done as well. Ms. Chin nici-Zuercher suggested the videotape be posted on the website for others to view. It was the consensus of Council to meet at the Chamber of Commerce and to have the meeting videotaped and placed on the website. 3. Noted that the clerk has indicated that the 2012 Council Meeting schedule needs to be reviewed for adoption at an upcoming meeting. Vice Mayor Salay encouraged everyone to review the options provided for meeting dates, including whether to recess in July or in August. Mrs. Boring asked that the information be recirculated in the next packet. The clerk agreed to do so. 4. Noted that she has the forms for the clerk's review, and she would like to meet with Council for a few minutes after the meeting to distribute those. Mayor Lecklider: RECORD OF PROCEEDINGS Minutes of Meetine Dublin City Council October 1U, 2U11 1. Noted that Ms. LeRoy distributed the forms on the dais tonight regarding Council's involvement in Spooktacular. He suggested that Council Members respond, if they have not already done so. 2. Noted that the packet included information regarding the awards that the Events Administration team won at the International Festival and Events Association conference, which took place in Ft. Worth, Texas this past week. They received a number of gold, silver and bronze awards, as outlined in the memo. Kudos to all of the Events staff! 3. Wished the clerk a Happy Birthday on Saturday and Happy Birthday to Council Member Boring, who celebrated her birthday on Friday. ADJOURN The meeting was adjourned at 8:20 p.m. W Clerk of Council