HomeMy WebLinkAbout01-17-12 Finance Committee MinutesDUBLIN CITY COUNCIL
FINANCE COMMITTEE MEETING
Monday, January 17, 2012
Council Chambers
Minutes of Meeting
Ms. Chinnici - Zuercher, Chair, called the meeting to order at 6:00 p.m.
Finance Committee members present: Ms. Chinnici - Zuercher, Mr. Gerber, and Mr. Keenan.
Staff present: Ms. Gibson, Ms. Puskarcik and Mrs. LeRoy.
Ms. Chinnici - Zuercher stated that this meeting is for the purpose of reviewing the 2012
hotel -motel tax grant applications. During a meeting she had with Ms. Gibson and Ms.
Mumma on Friday for other purposes, she also mentioned her observations about the bed
tax applications. One group consists of the routine applications, which are submitted
annually to request grants to cover the costs of City services for their events. The costs are
typically minor. There is also a second, increasing group of not - for - profit applications that
may not actually meet the intent of this fund. She requested that staff review the issue and
provide the Committee some alternative policies for consideration. She later had a
scheduled meeting with Mr. Gerber, so shared her thoughts with him. He suggested
discussion of this topic could occur at the Finance Committee's review of the First Quarter
update.
Mr. Keenan stated that some of those other organizations also receive grants from the
Dublin Arts Council (DAC). Perhaps the Committee should review the funds utilized by
DAC for their grants. Depending on that review, Council could adopt a policy regarding
grants to those organizations also receiving DAC grants. Council also has expressed a
preference to avoid selecting arts /music venues. He would like to explore that issue as
well.
Ms. Chinnici - Zuercher asked that staff also contact DAC and the Dublin Foundation and
request their grant history to local organizations. Those agencies work interactively. It
would be good to have a collective decision regarding which grants are appropriate for each
organization to benefit the community. This can be part of the grant discussion at the
committee's meeting to hear the First Quarter Financial Report.
APPLICANT PRESENTATIONS:
Historic Dublin Business Association
#1 — Community Engagement Campaign - $20,000
#2 — Light Up Dublin -Phase 1 - $10,000
Applicants present Tim Picciano, Historic Dublin Business Association (HDBA) -
Treasurer, Business Owner - Dublin Tavern, 27 S. High Street; Brenda Kocak Historic
Dublin Business Association - Vice President, Business Owner — Modern Male, 24 Darby
Street.
Mr. Picciano presented their first application -- $20,000 for a community engagement
campaign. He noted that with this campaign, HDBA will, in essence, become an
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January 17, 2012
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ambassador for the City of Dublin. They are the facilitator for community events, which
benefit the City as a whole. The City does not fund the events at 100 %, but without the
City's funding, most of these community events would not occur. The HDBA members pay
for a substantial portion of the events, i.e. those occurring at Slainte Thursday, and all the
restaurants pay for their own outdoor music. The City does not fund the events at 100 %.
HDBA request is for up to $20,000 for the event, $12,000 of which is for the coordinator.
The remainder of the money is for advertising and marketing. This effort will enhance the
environment and events in the Historic Dublin. The events (DubCrawl, Holly Days, Irish
Festival, etc.) are complementary, and the results are increased hotel /motel room nights. In
2011, there was a dramatic increase in pedestrian traffic in the district. With the City's
continued assistance, it is hoped that response will continue.
Mr. Picciano presented their second application -- $10,000 - Light Up Dublin -Phase 1. It is
a capital improvement project that will make Dublin a destination every December. People
will choose to stay in Dublin, which will mean and increase in hotel -motel nights. Because
this is a historic district, the electrical infrastructure is minimal, so there will need to be an
infrastructure design. That is the purpose of Phase One — a master design plan. A
consultant will be hired to work in conjunction with the City to develop an artistic element
and the desired infrastructure.
Ms. Kocak noted that last summer, they met frequently with staff on the plans for holidays in
the Historic District. As a result of all those meetings, staff recommended that HDBA apply
for this tax grant to revise the decorating plans for the District. This will recall a revamping
of some of the current infrastructure, including electric. They anticipate an increase in
holiday efforts in the Historic District.
Mrs. Boring inquired if there is an expectation that Council's decision on this application
would then be incorporated into the City's operating budget, because this is actually
infrastructure for the City, not for Historic Dublin businesses.
Mr. Picciano responded that they made this request consistent with a request made several
years ago for improvements to Historic Dublin sidewalks and lighting. That grant was made
from bed tax money. In this case, however, after phase one -- the design phase, phase two
could more appropriately be a capital improvement program.
Mr. Keenan inquired if this request is for an ongoing $10,000 annual cost.
Mr. Picciano responded that it is not; it is a one -time project. The $10,000 grant would be to
hire a consultant to develop a master design plan.
Mr. Keenan inquired what party would be responsible for the lights, year to year, the City or
Historic Dublin.
Mr. Picciano responded that it would depend upon the master plan. He would assume that,
because the City currently is responsible for decorating the light poles on public property in
the District, they would continue to do so. The buildings would be the property
owners7businesses' responsibility.
Mr. Gerber clarified that first, a study and design would be done, then the businesses would
be invited to participate.
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January 17, 2012
Page 3
Ms. Kocak responded that the intent is for it to be a partnership effort between the City and
the businesses.
Mr. Picciano stated that the capital improvements would likely involve upgrading the
electrical capacity of the streetscapes that are managed by the City. The master plan would
also advise the individual businesses of their needs to upgrade their electrical. Some of the
businesses in the Historic District do not have outdoor electrical outlets. It is anticipated this
effort will make the Historic District a more inviting destination and result in more visitors
and more hotel room nights.
Mr. Picciano noted that he also provided HDBA's past year follow -up report.
Ms. Chinnici - Zuercher thanked Mr. Picciano and Ms. Kocak for their presentation.
• Dublin Community Band - $24,500
Applicants Tim Jameson President - Dublin Community Bands, 7629 Tartan Fields Drive,
Dublin; Patrick Herak Vice - President, 6358 Sharon Woods Boulevard, Columbus; Bill
Faust Board Member, 9132 Haddington Drive, Dublin; Jack Pigman Secretary, 6251
Deeside Drive, Dublin.
Mr. Jameson stated that for their audience, the Band is making Dublin a more attractive
place to live. Their membership exceeds 150 after only a year of existence. They are self -
sufficient for operating expenses. They seek funding for the big instruments and
equipment, which individuals in the group do not own, but which are required for the group's
operation.
Ms. Chinnici - Zuercher stated that Council originally granted the group funds for the
Bicentennial celebration. It was not Council's expectation that this would be an ongoing
funding effort. She requested clarification of self- sustaining for regular operations.
Mr. Jameson responded that the band makes some money from performance fees and
membership dues. The day -to -day costs include sheet music, rehearsal and performance
space. In addition, there are occasionally the big capital projects.
Ms. Chinnici - Zuercher stated that her question is of a general nature — how are other
community bands funded?
Mr. Jameson responded that the funding comes from performance fees and membership
dues.
Ms. Chinnici - Zuercher stated that she does not understand why a municipality would pay for
instruments for a community band that is its own non - profit. It is not a City program. So she
is curious how other communities fund their bands.
Mr. Jameson responded that the funding comes from various sources, including grants and
government support. Mr. Faust, who has also served as chair of board of the Columbus
Jazz Arts Group, can provide more detail.
Mr. Faust stated that other community bands operate in a sustainable fashion — their dues
cover the minor expenses involved with practice and putting on a few concerts. However,
they have been surprised by the overwhelming interest in Dublin —150 members in the first
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January 17, 2012
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year. They have discussed how to become a community asset, putting on performances of
large and small scale. Although they can sustain their group through dues, that will not
provide for growth. They have ambitions to make Dublin a national model for a community
band that is more than a hobby, including an encouragement to youth in the schools.
Ms. Chinnici - Zuercher inquired if the 150 members all have their own instruments.
Mr. Faust responded that most of the members do. What Mr. Jameson has included in the
budget is the larger scale equipment, such as those typically a percussionist would need.
Access to that type of instrument is typically through a school or a loan program. Their
band is trying to build a permanent base.
Mayor Lecklider inquired if they had also applied for a grant from the Dublin Arts Council.
Mr. Pigman responded that they had not yet done so.
Mr. Keenan stated that Council is attempting to allow the Dublin Arts Council to oversee the
funding for arts events.
Mr. Pigman responded that they would approach DAC regarding funding; however, he
believes they are more interested in visual arts venues than performing arts.
Mr. Keenan stated that he recalls their having an emphasis on all the arts
Ms. Chinnici - Zuercher stated that DAC is funded to address all the arts. The City has
approximately $175,000 available for hotel -motel tax grants, and $250,000 in requests.
Obviously, the City cannot fund everyone, or everyone at the level they've requested.
Whatever the decision, it is not because that project may not be great for the community,
but there may be alternative ways to fund some of them. Council tries to educate the groups
on alternative ways to secure funding. It is anticipated that Council will be making a
decision on the Finance Committee's recommendations at their next regular meeting. Ms.
Gibson will contact the applicants regarding the Committee's recommendations before that
meeting.
• Kiwanis Club of Dublin
Frog Jump - $5,750
Applicant Clay Rose, president Dublin Kiwanis, 5177 Ashford Road, Dublin.
Mr. Rose stated that their application relates to the 2012 Frog Jump, which will be held on
June 23 this year — the 46 annual Frog Jump. The event is a popular community and
family day. It is held in Coffman Park. Their request for $5,750 was to cover the cost of
City services related to the event. The Rec Center and Grounds staff assist with the set -up
and clean -up. Last year, their actual expenses were less than $4,000. The Dublin
Convention and Visitors Bureau does a good job promoting the event. Primarily, local
people attend, but it is anticipated some visitors will attend because of the their promotion.
Mr. Keenan stated that last year, a policy was implemented that applicants have a certain
amount of time to turn in their taxes and receipts.
Ms. Gibson responded that everything is on track for that.
Mr. Keenan inquired if the City had been billed for everything allocated.
Ms. Gibson responded that they are waiting on one item for one of the grants; the
remainder have been turned in.
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January 17, 2012
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Mr. Keenan inquired if any carryover money is included in the available $175,000.
Ms. Gibson responded that it is not. Once the money is encumbered, it remains
encumbered; then it rolls out.
Mr. Keenan requested that Ms. Gibson follow up with a report to the Committee on the
amount of money allocated that was not used.
• Arthritis Foundation
Classic Auto Show - $10,000
A Ipp Kant: Jeffrey Brashares 5747 Perimeter Drive - Suite 140, Dublin stated that this will
be 3
the 0 Eh annual Classic Auto Show. It will be held from Thursday, July 5 through Sunday,
June 8. Thursday has been added to the schedule this year as a result of their partnership
with Flying Horse Farms, a magical, transforming camp for children with serious illnesses
founded by the late Paul Newman, where children can be normal kids for a week with an
auto cruise on Thursday afternoon from the Metro Center to Mt. Gilead and back. This is
also the camp that children with arthritis attend. In 2011, every hotel room in Metro Center
was sold out. He reviewed the event schedule for the remainder of the week. In 2011, they
judged over 1,200 cars and grossed $180,000 for the work of the Arthritis Foundation.
Their request is for the cost of the City's in -kind support of stage set -up and police
protection.
Mr. Gibson noted that the request also includes the fee waiver for the use of the
Showmobile.
Mr. Gerber noted that his firm provides legal services to Flying Horse Farms, therefore, he
will recuse himself during the discussion /decision regarding this application.
• Dublin Youth Athletics
#1 - Wayne Williams Memorial Baseball Tournament - $19,500
#2 - Nations Baseball State Tournament - $9,000
Applicant present Chris Valentine 4352 Clark Street, Dublin stated that they are
anticipating the participation of over 140 teams with the Wayne Williams Memorial
tournament. There is a wait list with every age group, and they are "maxed out" with the
fields. Each year, the event grows and sells out early in the year. The teams come from the
Midwest, from as far north as Canada and as far south as Tennessee. They request for up
to $19,500 for the cost of City services. They brought in over 1,200 room nights and 4,200
spectators with the four -day 2011 event. The Nations Baseball State tournament is in its
fourth year. In 2011, there were 25 out -of -town teams and approximately 2,100 spectators.
They request up to $9,000 for the cost of City services. The event is held during the third
week of June. The proceeds from the tournaments go back to the Dublin travel baseball
program to help offset costs for the families who participate and volunteer during the
tournaments.
Ms. Chinnici - Zuercher inquired if there are any of the same teams in both events.
Mr. Valentine responded that there are. These tournaments are in high demand.
Finance Committee
January 17, 2012
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Mr. Keenan inquired if they work with the Housing Bureau to fulfill the hotel needs.
Mr. Valentine responded that they do. They worked with DCVB until a couple of years ago.
He cannot recall the history on that. However, all Dublin hotels are used before they seek
hotel rooms outside the City. The events have grown to the point now, however, that the
Dublin capacity of hotel rooms is used up, and they must utilize rooms from Hilliard and
Worthington.
Mr. Keenan stated that he would like to understand the reason they no longer work with
DCVB on the hotel rooms. He requested a follow -up on that information.
Mr. Valentine responded that they would do so. He believes that part of the reason related
to the ability to perform the tasks online. There was a good deal of paperwork involved for
them.
Mr. Keenan noted that because 25% of this pot of money goes to DCVB, the City promotes
collaboration with that organization as much as possible.
• U13 Central Ohio Select Baseball Team
U13 Invitational - $2,500
Applicant: Jeff Wilson, 6560 Lockhart Lane, Dublin, stated that they are having their second
Central Ohio Select Invitational on April 28 -29 at the Avery Park North facility. This event
involves a select group of teams that come in from out of state and out of the City.
Currently, over 12 teams are signed up, and over 100 Dublin hotel rooms are booked. Last
year, the tournament fees were adequate for them to be self- sustaining. However, this year
the cost of City services — Rec Center and Park staff — has increased to $100 /hour, and
they can no longer meet the costs. It will take approximately 16 hours to run this
tournament, so that would be $1,600 of additional fees that they did not pay last year. Last
year, they were charged a flat fee of $600. This will be a loss for the tournament, which
also serves as a fundraiser for their team families. It also is a charitable event for the kids.
They are required to stay for the entire tournament. They are responsible for the trash and
keeping the park clean.
Ms. Chinnici - Zuercher inquired why a maintenance fee was not charged this organization
last year, but is this year.
Mr. Earman responded that the maintenance fees went into effect in 2010, which was
before this event. He is not aware why they were not charged the fee. Typically, the City
services anticipated for an event are pre- estimated. If last year was the first year for the
event, it is possible a more accurate fee was formulated after the event.
Mr. Wilson stated that last year they needed approximately three -four hours of fees for
dragging the fields. There were no weather issues. He worked with Ms. Moorman on the
fees. They were going to lose money last year, but City staff adjusted the fees so that they
could break even for the tournament. That is actually all that they are requesting this year,
as this is a fundraiser. These fields would be sitting idle, and they want to put them to good
use, also bringing people into Dublin.
Ms. Chinnici - Zuercher requested staff for a follow -up on the specifics of the reason their
fees last year were $600, but $100 /hour this year.
Finance Committee
January 17, 2012
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Mr. Keenan noted that the hotel rooms are already at capacity this week due to the Nike
soccer tournament.
Mr. Wilson responded that they are already working with the hotels, and they have a block
of 160 rooms reserved among four hotels.
• Miracle League
Cooling System - $10,000
The applicant, Joe Fox, was unable to be present; Matt Krejci, 8462 Burgoyne Court,
Dublin, arrived later.
Ms. Chinnici - Zuercher stated that the Committee would discuss the request, and any
questions could be forwarded to the applicant. The request is for $10,000 for a cooling
system for the young people. The system would consist of misters, fans or shades to keep
their players and fans cool. These are children with significant disabilities. Their season is
during the hottest time of the year, and the activity in the heat is very challenging for the
children. While the City has assisted the Miracle League financially, and continues to do so,
they have also raised substantial money over the years to help defray the costs of the
playground, shelter and building.
Mr. Gerber inquired where the equipment would be stored.
Ms. LeRoy stated that Mr. Hahn spoke with Mr. Fox last week and asked him to bring
information on the specific products they intended to purchase. Mr. Hahn indicated that the
Miracle League stores much of its own equipment.
Mr. Keenan stated that Parks was looking at alternative projects and was considering
scheduling this in the City's 2013 operating budget. How would this project be scheduled
so that a short -term fix that would be scheduled in the operating budget.
Ms. LeRoy responded that Mr. Hahn requested clarification of the specific products. The
City's quote was limited to a shelter for the bleachers. This application also refers to cooling
products for the players.
Ms. Chinnici - Zuercher noted that last year the drinking fountains in the dugouts were also
not working. Mr. Hahn indicated that the problem was due to the water system there, which
would be addressed before this season began. The request includes a misting system for
the players.
Mr. Keenan stated that the Miracle League of Central Ohio pays dues to the Miracle League
International, which is based in Georgia, for rights to the name. What does the national
organization do with that dues payment? What amount of money is that?
[Information was not known.]
Mr. Keenan requested that staff obtain that information and forward to the Committee.
Matt Krejci arrived.
Finance Committee
January 17, 2012
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Ms. Chinnici - Zuercher stated that the Committee had questions about the cooling
components this grant would cover. There was discussion about a shelter over the
bleachers and cooling items for the dugouts.
Mr. Krejci responded that they looked into the cost of the cover over the bleachers, and it is
too expensive. They decided to forego that at this time. They are requesting $10,000 for
the misting fans. They are hoping to have those installed by Grandparents' Day in June.
Mr. Gerber inquired where the equipment would be stored in the off season.
Mr. Krejci responded that, if re- organized, their room should be able to accommodate the
equipment. There is also a small closet near the bathrooms at the facility that could be
utilized. In off season, it can be disassembled. The equipment is on wheels and portable.
Ms. Gibson inquired what they receive in return for their national dues.
Mr. Krejci responded that they receive use of the name, logo and discounted insurance rate.
Mr. Keenan inquired the amount paid annually.
Mr. Krejci indicated he did not have that information with them. They have a sponsorship
program this year that is a sustainable fundraising program. Already in January, they have
eight of their 16 teams sponsored. They are hoping to get a steady stream of income every
year that they can count upon, approximately $25,000 /year to run the league — one -third of
that comes from player sign -ups.
Mr. Keenan stated that he believes he read that there was an extension of the current
Miracle League field with another facility for soccer.
Mr. Krejci was unaware of the information.
• Dublin Soccer League
Charity Cup 2012 - $34,597
The applicant, John Muir, had not yet arrived.
Ms. Chinnici - Zuercher stated that the Committee would review and forward questions to the
applicant.
Mr. Keenan requested clarification of the purpose of the request.
Ms. Gibson responded that the money is to purchase soccer goals and, cover the cost of
City services, and some other items.
Ms. Chinnici - Zuercher inquired why the City would pay for athletic trainers, rather than the
League itself. That item is noted in the budget submitted.
Ms. Gibson responded that she believes everything is included in the budget they submit,
and the City can disallow any items they prefer.
Ms. Chinnici - Zuercher inquired if the items in the budget are items the City has purchased
in the past.
Ms. Gibson responded that they are.
Ms. Chinnici - Zuercher inquired how long ago that was.
Ms. Gibson responded that it was before 2007.
Ms. Chinnici - Zuercher inquired if it is the City's expectation to be continuously responsible
for replacement.
Ms. Gibson responded that the City has paid for the replacement of different goals in 2008,
2009 and 2010.
Finance Committee
January 17, 2012
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Mr. Earman noted that Dublin Soccer League budgets for goal replacement every year.
According to the City's agreement with DSL, it is DSL's responsibility to replace the goals,
and the City will reimburse them. Use of these goals exceeds that of their recreation
program. He noted that the applicant would be present later tonight.
Ms. Chinnici - Zuercher responded that the discussion and questions would be resumed
when the applicant is present.
(Applicants arrived.)
Applicants John Muir 2557 Bouchard Ct., Powell, president of Dublin Charity Cup and
Executive Director of Dublin Soccer League; Patrice Kelley 7102 Elmfield Drive East,
Dublin, Dublin Soccer League.
Mr. Muir stated that the Dublin Charity Cup has routinely appeared before the Committee,
although not this past year. They are a charitable soccer tournament. They are requesting
money to purchase replacement goals, which are worn out, and for the cost of support
services. The full amount requested is $34,597.
Ms. Chinnici - Zuercher inquired if that is the amount it takes to run the tournament.
Mr. Muir responded that the goals are used not only by their tournament but all the
tournaments hosted in Dublin. The equipment is moved around Darree Fields and Avery
Park as needed by the various programs. Approximately 14% of the teams participating in
the tournament last year were Dublin teams. Many of the Dublin teams play in other
tournaments on Labor Day. Their draw of teams from outside the Dublin area translates into
an increase in hotel room nights and a positive impact for Dublin restaurants.
• Ohio Premier Girls Soccer Club
OP Invitational Soccer Tournament - $15,837
Applicants: Tom Geyer, V. President 6849 Harriott Road, Powell and
Ruth Rudibaugh, Director of Operations, 5332 McGinty Ct.
Mr. Geyer stated that they are seeking funding for the OP Invitational, a travel soccer
tournament held in September, which has been held in Dublin the past 13 years. It is open
to boys and girls ages 7 — 18. It is a two -day, regional event that draws 275 teams from
Pennsylvania, Kentucky, Tennessee, Indiana, Illinois, Michigan, and Missouri. The Dublin
Convention and Visitors Bureau has indicated that this event has a demonstrable economic
impact for Dublin -- $575,000 for the two -day event. Last year, the event provided 1,364
hotel nights in Dublin, and increase over previous years. Those overnight stays also
provide a positive economic impact for Dublin's restaurants and other commerce. The grant
would cover the cost of City services and some player fees.
Ms. Chinnici - Zuercher inquired why their request includes $10,000 for player fees paid to
the City of Dublin two years ago and last year.
Mr. Geyer responded that those fees are paid to the City to cover the costs of the City
services to maintain the fields for their event. It is his understanding that is appropriate to
ask the City to grant the cost of City services for their event.
Finance Committee
January 17, 2012
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Ms. Chinnici - Zuercher requested clarification of the statement that "the juniors are free to
Dublin Soccer League players." That would be the junior category?
Mr. Geyer responded that it is. They provide, free of charge, instructional sessions to the
kids in the Dublin Soccer League. Their organization is a travel soccer league with
professional coaching to the higher level player. As a service for the DSL and the
community, they provide the clinics and training free of charge.
Ms. Chinnici - Zuercher inquired how many Dublin teams participate in the tournament.
Mr. Geyer responded that of the 275 total teams, 45 are Dublin -area teams.
• Ohio Cycling Association
Ohio State Cyclocross Championship - $10,000
Applicant: Mike Teets 5805 Brand Road, stated that their association began as a result of
the efforts of the Bicycle Advisory Task Force as a community program to encourage
cycling. In the first year, they ran the event with a local organization, a local event with 125
cyclists. Last year, it became a regional event, ran by Kirk Alberts, the Director of Ohio
Cycling Association. There were 300 racers, three - fourths of whom were from outside the 1-
270 suburb area, resulting in hotel room nights for Dublin. $1,800 of the requested $10,000
is for barriers for crowd management during the event. This request is for substantially less
than the grant received last year, as the intention is that this will become a self- sustaining
event.
Mr. Teets noted that they are hoping to draw more professional cyclists this year.
Ms. Chinnici - Zuercher stated that it is good that they are partnering with the Ohio Cycling
Association, as they have the ability to market the event to the desired audience.
Mr. Teets responded that they had front page coverage in the U.S. Cyclocross magazine.
Dublin Scioto High School Lacrosse Booster
Ohio Middle School Tournament - $5,000
Applicant: Shawn Turnball 2517 Sutter Parkway, Dublin, stated that each year Dublin
Scioto hosts the Ohio Middle School Tournament, a state -level tournament, with 80 teams
from around the state. This is a two -day tournament, which will be held May 12 -13 this
year. They expect approximately 2,000 attendees. They are requesting up to $5,000 to
offset the cost of City services.
Ms. Chinnici - Zuercher stated that some families from outside Dublin who participate in this
even, who have commented that this is one of the best run tournaments they have
attended. That speaks highly of the booster and their organization skills.
Ms. Chinnici - Zuercher noted that the Committee would be making grant recommendations
to Council for their next meeting on January 23 Ms. Gibson will notify grant applicants of
Council's decisions that night.
Mr. Keenan requested that the grant history chart be in the same order as the agenda, or
that the agenda follow the same order as the grant summaries. He would also like to have
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January 17, 2012
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the history chart and the request summaries combined in the future to make it easier to see
all at once.
Ms. Gibson responded that they would do that for the next grant cycle.
• Midwest Music Seminars
A Marching Symposium - $4,000
Applicants Jeremy Bradstreet Executive Director Midwest Music Seminars, 6818
Stillhouse Lane, Dublin; Bill Jacob 8326 Autumnwood Way, Dublin.
Mr. Bradstreet stated that they are a start -up 501c3 established to provide quality
professional development to music educators. He is also the director of bands at Dublin
Coffman High School. Music educators are required to obtain graduate credit and
experience different professional opportunities to maintain their licensure. In music, there
is a disconnect between the professional development focused on the students and the
provision of opportunities for the classroom. He wanted to draw band directors from the
state of Ohio and beyond to identify new ways to improve their work as music educators. In
their first seminar, they will create a marching band symposium providing clinics on teaching
fundamentals, approaches and performance. Dublin had three fine marching bands, and he
hopes to make Dublin a center for best practices that others will want to take to their own
communities.
Mr. Jacob stated that Dublin is now becoming the center for this type of music, as
evidenced by several other applications on the agenda tonight. This non - profit organization
will provide education for the educators with the additional intent of showcasing what Dublin
is becoming known for in the music world.
Ms. Chinnici - Zuercher inquired if they have obtained their 501 c3 status, or are in the
process of pursuing it.
Mr. Bradstreet responded that their application was submitted in October 2011, but they
have not yet received official notice of that designation.
Ms. Chinnici - Zuercher requested clarification of their request for funds to hire clinicians.
Wouldn't the participants be paying to attend this symposium?
Mr. Bradstreet responded that these funds would be to help defray the costs for the first
year— meeting legal requirements, administrative costs, computers, setting up a website,
marketing, In addition to the marching band symposium, they will also be providing concert
band seminars, string workshops, elementary education music workshops. They will be
branching out into other areas of professional development.
Mr. Jacob noted that there would be registration fees for those who apply for this continuing
education. Some clinicians will be presenting at the symposium. Some may have
sponsors, but occasionally, it is necessary to defray their travel costs.
Mr. Keenan state that many Dublin band members move on to the "Best Damned Band in
the Land."
Finance Committee
January 17, 2012
Page 12
Mr. Bradstreet responded that Dublin Coffman has the highest numbers of any high school
in the state of Ohio.
Ms. Gibson inquired about the status of their 501c3 paperwork. That is the first requirement
for this grant.
Mr. Jacob responded that an area attorney filed the paperwork for them. They expect
receipt of the notification of acceptance at any time.
Ms. Gibson requested a copy of the paperwork that was filed.
Dublin Jerome High School
Homecoming Parade -$895
Applicant: Diane Murphy Senior Class Adviser, 6027 Glenbarr Place, Dublin, stated that
Dublin Jerome High School has held a homecoming parade for four years, which is unique
to the school. The parade goes from the Indian Run Methodist Church to the school. The
community is increasingly enjoying the event. The cost of City's services is problematic.
The roads in that area must be temporarily closed by the Dublin police. The senior class
does not have the funding for the parade and the cost of City services. This is a small
community event, so there would be no hotel rooms generated.
• Kiwanis of Greater Dublin
Teen Driving Roadeo — $2,500
Applicants: Joshua Lantz Kiwanis president, 7542 Heatherwood Lane, Dublin; Walt Buss
Kiwanis treasurer, 5506 Aryshire Drive, Dublin.
Mr. Bus stated that their request is for $2,500 to purchase 250 first -aid safety kits for the
event. Young drivers who complete the course receive safety kits. Approximately 190
students attended the past year. This is a local, one -day event, so it is not likely an hotel
rooms are generated. The students do not pay admission. The event has some sponsors,
and hopefully, next year, will have more sponsors and become self- sustaining next year.
Ms. Chinnici - Zuercher inquired if AAA provides grants for events such as this.
Mr. Lantz responded that in 2010, AAA on Bethel Road donated items for the gift bags, but
they were not pursued for grant funding.
Ms. Chinnici - Zuercher suggested that they look into that opportunity. They have a national
foundation that might make grants for this type of event.
Mr. Lantz responded that they do have contact with the AAA administrative offices in
Worthington, and will look into that. There are other fundraising ideas that they will
implement this year, so they anticipate becoming self- funding next year.
Finance Committee
January 17, 2012
Page 13
• Dublin Arts Council
Cell Phone Tour
Ms. Gibson stated that from the grant made to the Dublin Arts Council last year for the 2011
cell phone tour, $9,659 remains. Mr. Guion is requesting that because those funds were
not used by the deadline of the calendar year that those funds be continued into 2012. The
funds would be used to develop a cell phone mobile app.
• American Cancer Society
Relay for Life of Dublin - $20,000
Applicant: Brian Canavan, 555 Frantz Road, Regional Director, Distinguished Giving; Tony
Collier Income Development.
Mr. Canavan stated that the Blarney Hop is an event connected to the Relay for Life, which
Mr. Collier will address. The relay is run by volunteer City of Dublin residents. Building a
sense of community is the focus for this event, although it will also bring in participants from
outside the area, resulting in room nights for Dublin. An example of the community focus, it
a relay participant, Stephanie Reid, a Dublin resident, who chaired the Dublin relay for three
years, following after her first bout with cancer. She contacted him last week and shared
that the support group she met while she was chairing the event is what is getting her
through her current bout with cancer. Ms. Reid's daughter, Madison, is an American
Cancer Society youth ambassador. The event brings together and provides invaluable
support to many within the community.
Mr. Collier stated that the relay is an 24 -hour fundraiser, which involves someone walking
around the track at all times. In conjunction with the relay, they host the Blarney Hop in
partnership with the City. The Blarney Hop serves as a kickoff to the relay. It is also a
fundraiser, which will be held at the Shoppes of River Ridge in 2012. It is a family- friendly
festival that occurs after the St. Patrick's Day parade. Both events are run by volunteer
community members. The goal of the events is to expand the support network for
community cancer survivors. They hope to reach approximately 3,000 Dublin residents.
Mr. Canavan stated that a focus of these grants is positive publicity for the City of Dublin.
Last year, they received a $25,000 in -kind contribution of media sponsorship by WBNS-
Channel 10 that was focused on the Dublin Relay for Life and its positive impact on the
community. They are hoping to receive that sponsorship this year, as well. Many other
costs also will be underwritten, such as the children's inflatables. Other items are paid for at
the division level that are not tracked at the event level. Family members and some
participants from outside the community attend, so hotel rooms will be generated by the
event. Ms. Chinnici - Zuercher stated that the relay has been in existence a number of years
and is well supported by the community. Why are they requested grant money this year,
when historically they have not done so?
Mr. Canavan responded that he transitioned to this role with the agency in September. He
was only recently made aware of the hotel -motel tax grants. They are already partnering
with the City with the Blarney Hop and are interested in any other opportunities to do so.
Finance Committee
January 17, 2012
Page 14
Ms. Chinnici - Zuercher requested clarification of the partnership that occurs with the Blarney
Hop.
Mr. Canavan responded that they work a good deal with the City Events staff, which assists
the event by providing sandwich board signs and other promotions. City staff perceives this
as an after - parade event, which is a benefit for the community.
Ms. LeRoy stated that staff is interested in the event continuing to occur. However, the first
year, Events staff assisted the event more. Because the location at The Shoppes was new,
they attempted to assist with public awareness by providing signage, event information, a
temporary walkway, etc. The last two years, Events staff has been less involved.
Mr. Keenan inquired what is contemplated after the parade this year to help people cross at
Bridge and High to the Blarney Bash.
Ms. LeRoy responded that a police officer remains at that location for the initial transition
from the parade to the Blarney Bash.
Mr. Gerber inquired about the 25% community rep. expense.
Mr. Canavan responded that refers to Mr. Collier — 25% of his time is dedicated totally to
taking care of Dublin residents.
Ms. Chinnici - Zuercher requested clarification of their recent agency consolidation with the
Pennsylvania offices.
Mr. Canavan responded that for fiscal reasons the two divisions have merged into an east -
central division, which encompasses both Pennsylvania and Ohio. Executive offices are
located in both states.
• Canine Companions for Independence
Canine Companions Graduation - $15,000
Applicant Laurel Marks 4989 St. Rt. 37 E., Delaware, stated that Canine Companions for
Independence is a national nonprofit organization that assists individuals with disabilities by
placing assistance dogs with children and adults with disabilities other than blindness.
There are five regional centers. The closest one is this area is in Delaware, Ohio, which
serves 14 states. Canine Companions has utilized the Dublin Rec. Center for five years or
more for their graduations. They have also utilized the Coffman pavilion for their annual
dog walk. Graduation ceremonies are held four times a year, with approximately 250
individuals attending from the 14 states. In addition to the overnight stay for the graduation
ceremony, there is an additional two -week long training session before graduations, which
require a more extended hotel stay for those individuals. They are requesting money to help
offset the cost of the graduation.
Ms. Chinnici - Zuercher inquired if the training is for the individuals who will own the dog after
graduation.
Ms. Marks responded that they will not own the dogs — Canine Companions will continue to
own the dogs, but they are the individuals with whom the dogs are being placed.
Mr. Keenan inquired what type of assistance the dogs provide.
Finance Committee
January 17, 2012
Page 15
Ms. Marks responded that the dogs are task - based. They assist people in wheelchairs or
dependent upon canes by picking up dropped items, opening /closing doors, turning lights
off /on, handing a credit card to another party.
Ms. Chinnici - Zuercher stated that the graduations have been occurring for five years or
more at the Dublin Rec. Center. Why are they soliciting grant funds at this time?
Ms. Marks responded that she has been in the position for two years. She has been writing
grant applications and looking at different ways to partner with local communities. She
received the grant information earlier this year, probably because of their use of the Dublin
Rec. Center facility, so she applied.
Sells Middle School PTO
5K Charity Run - $2,000
Applicants Lorene Hetherington Sells Middle School PTO President, 7503 Killbritain Lane,
Dublin; Karen Eicher Race Co- Chair, 5850 Meadowhurst Way, Dublin.
Ms. Hetherington stated that on April 28 this year, the PTO will be holding the first annual
Sells Middle School 5K Charity Run. They are hoping to generate 400 student participants
between d h and 8 th grade. There will also be another 100 race participants that will include
Dublin alumni, committee members and Sells Middle School parents. The purpose is to
involve the students in community service by raising money for charity. The hope is that if
the students develop an early interest, they will become life -long givers and volunteers. The
race route is through the Historic District and along the bike trails within Dublin
neighborhoods. This year the students are responding to the fact that three of their teachers
are battling cancer by raising money for three local cancer organizations. Because this is
the first year, there are initial start -up expenses. The request for $2,000 is to create banners
to be displayed on the poles in the Historic District to promote the event. The banners can
then be re -used in subsequent years.
Among the criteria for the hotel -motel tax grant were: "causes that encourage the support of
Dublin businesses, restaurants and attractions... that attract positive coverage in local media
and national media... and that reach a broad segment of the community and enhance
Dublin." Sells Middle School reaches a broad section of Dublin -- residents from many
neighborhoods will be participating. The media will be providing great coverage. There
was a front -page article on the event in the Dublin News last month.
Ms. Chinnici - Zuercher stated that this is a marvelous event, which will teach the children
community responsibility. However, although every school has events that are very worthy
causes. If Council were to decide to support this event, there would be another 16 schools
applying for funds for their events. That will be taken into consideration.
Ms. Eicher noted that the banners will either not be date specific or will lend themselves to
modification in subsequent years.
Ms. Hetherington noted that if Council should approve their request, they would not be
seeking funds in subsequent years. They are also actively seeking corporate sponsors, and
hope to get $5,000 - $7,000 from local sponsors.
Finance Committee
January 17, 2012
Page 16
• Dublin City Schools
Emerald City Music Games - $5,500
Applicants Annette Marud 6251 Balmoral Court, Dublin; Chuck Speer, 5330 Roscommon
Road, Dublin; Dan LaMacchia 347 East Granville Road, Worthington.
Ms. Marud stated that when she received the grant application, she immediately called Mr.
Speers and recommended they apply for funds for the Emerald City Music Games. This
event brings musical groups and visitors to the City, and highlights the musical talents of
many musical groups around the country, and provides a night of fabulous entertainment.
Mr. LaMacchia stated that his area of experience is the drum and bugle corps. It is a
competitive activity, involving participants age 14 to 22 from drum corps around the country.
All corps are organized under the auspices of Drum Corp International. They organize a
tour every summer. The youth tour the county putting on shows. The Emerald City Music
Games is one of their stops. The show this year will be on July 31 �.
Ms. Chinnici - Zuercher noted that there are three levels of potential sponsorship.
Mr. LaMacchia responded that these are three specific costs, but could be considered
sponsorship. This is the 8 year for the show. This year they have a unique situation.
Dublin has made a very good name with this activity, and Drum Corps International has
been hinting at a request of theirs to turn the one -day activity into a two -day activity.
Because the event is so well run and the facilities so good, the participants enjoy the event
here and ask to come back. Although the money is for the hard costs of this show, this
extra grant money would place them in good contention with DCI for a two -day event. It is a
revenue generating activity for the schools and DCI, which would like this to become a
regional show.
Ms. Chinnici - Zuercher requested clarification of the fundraising for the schools.
Mr. Speers responded that all the money that is made from the shows — ticket sales,
sponsorships — goes into a stadium fund for the high school, which puts new turf down on
the fields. Initially, the City helped fund the turf for the school. Now, ten years later, it is
wearing out. However, a promise was made to the community that they would not use tax
monies to replace the turf. These monies go into a fund that will be eventually be used for
that purpose.
Ms. Chinnici - Zuercher inquired how much money they anticipate to generate from the
event.
Mr. Speers responded that their best year's revenues were $30,000. There is the potential
to raise more, if they fill the stands.
Mr. Keenan inquired the cost for field replacement.
Ms. Marud responded that the cost to replace the field would be approximately $350,000
per field. A new field is $600,000 - $700,000 minimum because of the drainage costs.
Mr. Speers noted that the Music Boosters handle the concessions for the event, so they
make some money from the event, as well.
Finance Committee
January 17, 2012
Page 17
• Discussion of Hotel -Motel Tax Grant Criteria
Ms. Chinnici - Zuercher stated that the considerations will follow the same order as the
agenda. There is $175,000 in available funds. The requests total $245,000. There are
also philosophical issues that determine which grant awards will be made.
Historic Dublin Business Association
#1 — Community Engagement Campaign - $20,000
#2 — Light Up Dublin -Phase 1 - $10,000
Ms. Chinnici - Zuercher stated that previously Council has decided to grant HDBA $25,000
annually for the purpose marketing, plans and activities for the Historic District. That seems
to be working, as they are generating more activity in the District. She asked if staff had
any concerns.
Ms. Puskarcik responded that their Board is focused. They are making some tough
decisions, but remaining true to their purpose.
Ms. Gibson stated that the hotel -motel tax grant fund is initially $200,000. In addition to this
$20,000.00, another $5,000 has been allocated from this year's funds for the Dublin Area
Art League (DAL), taking the total fund down to $175,000. Last year, Council gave the DAL
$10,800 with the stipulation that they hire a firm to manage their event, and a 2012 grant of
$5,000.00, after which the intent is that they be self- sustaining.
Ms. Chinnici - Zuercher stated that in addition to the $20,000 HDBA is also requesting
$10,000 for a Light -Up Dublin - Phase 1 campaign. This would bring a new feature to the
area, which would be exciting. However, she is concerned about the phase 2. That needs
to be coordinated with the City's CIP budget, because it is infrastructure development.
Mr. Gerber expressed agreement. Next year's CIP budget has been approved. There will
be a timing issue to get this considered for the next budget.
Mr. Keenan stated that it would be necessary to have that information before the CIP
budget hearings next August.
Ms. Chinnici - Zuercher inquired what the philosophy was for having HDBA make this request
rather than just having the City do it.
Ms. Puskarcik responded that she was not present at that particular meeting, but the intent
was to give them more ownership and improve the businesses sometimes disjointed efforts.
This was taking a comprehensive look and getting the City's support.
Mr. Gerber stated that it would be good to have HDBA take responsibility for the entire
Light -Up project.
Ms. Puskarcik stated that the City would continue to have responsibility for the public areas,
so it would be a partnership effort with the City. It is an expensive project. Council
approves an annual $10,000 allocation to them from the Community Relationship budget.
One -third of that amount is for the Christmas tree decoration; one -third replacement bulbs,
wires, etc., and another one -third for something new.
Mr. Keenan stated that it seems that only about $3,300 goes toward new decorations.
Ms. Chinnici - Zuercher stated that ultimately this plan might direct the use of that money.
Finance Committee
January 17, 2012
Page 18
It is probably the space that the Community Relations' dollars are being used for.
Ms. Puskarcik stated that they should be working together.
Mr. Keenan stated that the City placed the snowflake lights across the bridge and the
Christmas tree and pole decorations on Bridge Street -- what about the public space with
the waterfalls on the corner of Bridge and High streets?
Ms. Puskarcik responded that the City is responsible for that as well. That area is maxed
out now for electricity.
Committee members expressed support for approval of both HDBA applications.
Dublin Community Band - $24,500
Ms. Chinnici - Zuercher stated that at this time she cannot support a grant at that level. More
investigation is needed regarding how other community bands are funded. This is becoming
quite an expensive proposition for the City. Council was really interested in having the Coronet
Band for the City's Bicentennial because there was an early relationship between the band and
the City. However, it was not her impression that the City would be sponsoring a community
band. It is great that many of the community members are interested. However, she does not
understand the reasons for continuing that support. She has sent a request for information
from a friend who performs with the Worthington community band, but has not yet received a
response.
Mr. Keenan stated that he would like Council to provide funding for some components of this.
However, long -term, it belongs in the DAC's oversight. Council needs to know more about the
amount of funding DAC has for these groups. As the Committee recalls, a few years ago, the
City had issues with its Art in Public Places programming, the City finally had to reel it back in
and specify to DAC that the money the City provides for that program needed to be spent at a
certain level every two years. He does not want to stifle the growth of the community band. It
has been very exciting addition at the community's events, and the swing band appears
interesting. Although the entire request cannot be granted, he would like to choose some
item(s) to fund.
Mr. Gerber stated that because of the wide variety of applications received, it would be wise to
review the grant criteria. He does not necessarily support delegating this to DAC, who would
likely object to an involvement in this type of event. Council would be better served to re-
define its policies for allowable grants. This band is now morphing into different types of
bands. He does not have a problem with providing some support; however, he does not favor
funding the instruments, of which there seems to be quite a large number. The committee has
not heard from this applicant how they intend to become self - supporting. He does not want to
give the appearance of there being an open checkbook until he learns those things. It also may
be wise to hold the music venue applications together until Council has re- evaluated its criteria
and policy.
Ms. Chinnici - Zuercher stated that his points are worthy and bring to mind Council's decision
with the Dublin Art League. Perhaps some money for printed music could be provided, but also
direct them to contract with someone (unless they have a member who could this) to conduct
Finance Committee
January 17, 2012
Page 19
strategic planning and build a long -term business plan, so they know where their revenues will
be coming from for their ongoing costs. This would be a very legitimate approach for the
Committee to take, which will help them with their own planning.
Dublin Kiwanis - Frog Jump - $5,750
The committee had no objection to granting their request for the cost of City services up to
$5,750.
Arthritis Foundation — Classic Auto Show - $10,000
The committee had no objection to granting their request for the cost of City services up to
$10,000.
Dublin Youth Athletics
#1 - Wayne Williams Memorial Baseball Tournament - $19,500
#2 - Nations Baseball State Tournament - $9,000
The committee requested that staff request information on the reason DYA is using a Housing
Bureau rather than DCVB.
Mr. Keenan inquired if DCVB receives an kickbacks from the hotels for filling up the hotels.
Ms. LeRoy responded that they do not, but there is for the Housing Bureau. The tournaments
actually would be getting the rebates.
The committee had no objection to granting funds for the cost of City services for both
tournaments, but, depending on the information providing by DYA, it may be with the
stipulation that DCVB be used instead of a Housing Bureau in the future.
U13 Central Ohio Select Baseball Team - U13 Invitational - $2,500
Ms. Chinnici - Zuercher stated the request is for $2,500. That amount would go toward the
field rentals ($50 /day), lights ($6 per field per day) and maintenance fees ($100 /hour per
day). Last year, the City's fee for maintenance was $600. Has the cost been adjusted
because they now know the amount of hours actually involved?
Mr. Keenan stated that the cost was $100 /hour for 16 hours.
Mr. Gerber noted that it is a two -day event, so it does not seem out of line.
The committee requested staff provide information on the reason for the difference in last
year's cost and the cost for this year.
The committee had no objection to granting funds for the cost of City services for the event up
to $1,600.
Miracle League - Cooling System - $10,000
The committee had no objection to granting $10,000 for the cooling system.
Dublin Soccer League - Charity Cup 2012 - $34,597
Ms. Chinnici - Zuercher stated that the bulk of the request is for the replacement goals. She
requested clarification of the rentajohn costs.
Finance Committee
January 17, 2012
Page 20
Ms. LeRoy responded that the restrooms at the City fields cannot accommodate the number
of people that attend some of the larger tournaments. Therefore, large -scale tournaments
are now required to provide rentajohns.
Mr. Gerber inquired where the goals are housed.
Ms. LeRoy responded that she would check with Mr. Earman.
Ms. Chinnici - Zuercher stated that they are used for all the soccer programs. Because DSL
can purchase the goals at a lower price than the City, years ago the City decided to have
DSL purchase them, and the City reimburse DSL. She does not believe the City should pay
for the athletic trainers ($700).
Ms. Chinnici - Zuercher stated that the rentajohns are quite expensive ($3,447). Before the
City makes a policy to require the events to pay for the rentajohns, the effect should be
considered. Larger sums of money now will be taken out of hotel -motel tax to pay for them
-- the City will be reimbursing itself. When this policy was set, was it assumed that bed tax
would be used for that purpose?
Ms. LeRoy responded that was not the assumption. There was a significant maintenance
issue with the restrooms during the tournaments. Parks and Recreation attempted to
remedy the situation by requiring rentajohns, rather than closing the City restrooms.
Ms. Chinnici - Zuercher stated that the situation is legitimate, but the specifics of the policy
should be clarified.
Mr. Keenan stated that the City's restrooms would accommodate most of the smaller
events.
Mr. Keenan inquired at what number the rentajohn requirement kicks in.
Ms. LeRoy stated that last year was the first year that this was required of just the larger
tournaments.
Ms. Puskarcik inquired if this requirement is for events held in the public parks.
Ms. Chinnici - Zuercher responded that perhaps it would be a public parks policy, rather than
a special events policy.
Ms. LeRoy responded that the special events policy recommends that an event provide a
number of bathrooms per the number of people attending the event. There is not a
requirement.
Mr. Keenan inquired if the Arthritis Foundation is required to provide them.
Ms. LeRoy responded that they are not. That event is on private property. However, they
have the City's recommendations, and they plan accordingly. With new events, the City
would provide more specific information.
Ms. Chinnici - Zuercher clarified that at this time, the recommendation is not to pay for the
rentajohn component or for the trainers. The rentajohn issue will be studied and may be re-
visited later.
Ms. Gibson inquired if the cost for Rumpke trash pick -up ($700) would be covered.
The committee had no objection to covering that cost.
Ms. Gibson stated that the total grant would be $30,450.
Ms. Chinnici - Zuercher stated that if the totals of all the grant awards exceeds the available
funds, the City could grant half the cost this year, and allocate the other half to next year's
fund.
Finance Committee
January 17, 2012
Page 21
Ohio Premier Girls Soccer Club - OP Invitational Soccer Tournament - $15,837
Mr. Gerber stated that he does understand their request to reimburse the 2010 fees they
paid.
Ms. Chinnici - Zuercher responded that Mr. Earman suggests that is not something to be
entertained at this point; the fees are already paid. Their costs include rentajohns also,
although only $600. If those two items are removed, the total costs for the other City
services would $5,193. Does the application indicate 2011 costs in error; do they actually
mean 2012 costs?
Ms. Gibson responded that "2011" was inadvertently carried forward to this year's
application.
Committee recommendation is to grant $5,193, which excludes funding for rentajohns and
player fees).
Dublin Scioto High School Lacrosse Boosters - Ohio Middle School Tournament - $5,000
The committee had no objection to covering the cost of City services up to $5,000.
Kiwanis of Greater Dublin - Teen Driving Roadeo — $2,500
Ms. Chinnici - Zuercher stated that this is intended to be the last year of the City's funding,
and that should be stated in the grant award letter.
Ms. Puskarcik suggested that the students' gift packs be Dublin -ized in some manner, if
there is room to do so.
Mr. Gerber suggested including item reminders of Dublin's social host law and
texting /distracted driving law.
Ms. Chinnici - Zuercher noted that any costs associated with that would be taken care of by
the City in another way.
Ms. Puskarcik responded that they would, but the costs would be minimal. They would
contact them to see if there is room in the packs to do this.
Ohio Cycling Association - Ohio State Cyclocross Championship - $1,800
Ms. Chinnici - Zuercher stated that this event was well received. They are asking for only
15% of their total costs.
The committee recommendation was to award them a grant of $1,800.
American Cancer Society - Relay for Life of Dublin - $20,000
Ms. Chinnici - Zuercher stated that what they do is commendable, but she does not support
using grant funds for a portion of a salary. In addition, the Relay for Life is a major program
of the American Cancer Society, so that cost is built into the way they do business with
Relays for Life around the country. Nor does she see a relationship between the American
Cancer Society and the Blarney Hop. When did they begin this event?
Ms. LeRoy responded that they have held it for a couple of years.
Ms. Chinnici - Zuercher inquired the relationship of the Blarney Hop to the American Cancer
Society.
Finance Committee
January 17, 2012
Page 22
Ms. LeRoy responded that they use the Blarney Hop as a fundraiser for the Relay for Life.
They operate a carnival game there, and the teams participating in the Relay get involved
with the Blarney Hop.
Ms. Chinnici - Zuercher inquired the number who participate.
Ms. LeRoy responded that it is the student ambassadors who participate. Each of the high
schools have a team.
Mr. Gerber noted that although he likes bringing community awareness on health- focused
events, he cannot "square" that interest with this grant application.
Mr. Keenan stated that a couple of years ago, Council decided to limit City support to the St.
Patrick's Day parade and no after - parade activities. If Council funds this, it would seem to
contradict Council's decision.
The committee's recommendation was to make no grant award for this application.
Dublin City Schools - Emerald City Music Games - $5,500
Ms. Chinnici - Zuercher stated that this is a marvelous program. She is concerned about the
issue of replacing the turf. The City paid a large sum of money for the original turf
installation. The school was aware it would need replacing throughout its life, and they
charge these groups who hold activities in order to help defray this type of cost.
They are not requesting seed money. They want to demonstrate to the national
organization that they have the financial capacity of making this a two -day event. Although
they tried to make it match the grant criteria, it really was not in that context.
Mr. Keenan agreed. However, he likes the program. It brings many people in from many
areas. He would like to fund a small component of the request.
Mr. Gerber stated that this fits under the umbrella of grant applications with a music focus.
Council needs to define its policy regarding these. Also, what is their long -term plan for
becoming self- sufficient?
Mr. Keenan stated that he believes Dublin Arts Council has a role to play regarding the
music programs. When he served on the DAC Board, there were a number of different
programs they were involved with — a wide variety of arts. Now, they are taking that funding
and doing different things. We don't have a clear idea of who they are funding, for how
much, or how much is out there.
Mr. Gerber noted that for the past two years, the City has been seeking an agreement that
better addresses some of these issues.
Mr. Keenan responded that there is some accountability that needs to be addressed,
because DAC gets a fair amount of money from the City -- $500,000?
Ms. Puskarcik stated that we don't really know how much their grant fund is or what their
process is.
Mr. Keenan stated that there was previously a lengthy discussion on the City's public arts
expenditures issue, and it was defined as $37,500 each year or $75,000 every two years.
He is no sure if we required any accountability on that.
Mr. Gerber inquired if the City requires a report from the Arts Council each year
documenting how they spent that money.
Ms. Gibson said they only submit a copy of their audit report. The City does not require a
specific report.
Mr. Keenan stated that the City did give specific direction regarding the dollar amount.
What is the last amount they spent on public art.
Finance Committee
January 17, 2012
Page 23
Ms. Gibson responded that the last amount was the $150,000 on the bicentennial art piece.
We took the money from them monthly.
Mr. Keenan stated that was for 2010 and 2011. We need to know the plans for 2012 and
2013. He would like a letter to be sent to them requesting that information, with a side
question regarding the grants issue. The City has charged them with some funding, such
as the Dublin Singers, and at one point, the Emerald City Players.
Ms. Chinnici - Zuercher stated that one of the last reports from DAC on their grants indicated
much of that funding went to school - related programs. Ms. Ott is the City's liaison to DAC.
Now that we are receiving so many cultural - related grant applications, which would seem to
fall under their banner, it is time to get that issue clarified.
Mr. Keenan stated that they have a whole grant process for this type of grant.
Ms. Chinnici - Zuercher stated that he will be happy to make the grants if the City gives him
more money to distribute.
Mr. Keenan stated that DAC has eliminated the Japanese Festival and the Arts Festival
because they weren't able to fund them. The City has not done much oversight recently.
Mr. Gerber inquired if the City's funding of the Arts Council is part of its statutes, or is it
policy- driven.
Mr. Keenan responded that it is policy driven, which is connected with the lease agreement.
Ms. Chinnici - Zuercher indicated that will be addressed in some future discussion.
Ms. Gibson requested clarification. Does the Committee want Sara to obtain some type of
information from Mr. Guion?
Ms. Chinnici - Zuercher stated that, first of all, Council needs to be updated as to where the
agreement that Council expressed a desire for two years ago. The agreement was to
address how the Arts in Public Places money was to be spent.
Mr. Keenan inquired how much is allocated in their budget for these types of activities.
Ms. Chinnici - Zuercher stated that last year, Mr. Guion stated that he could not get back to
Ms. Ott with a formal review of the agreement until August. It is now January, and Council
has no approved agreement.
Ms. Gibson stated that the ordinance does say that Council will review the agreement
periodically.
Mr. Gerber stated that with respect to the applications, he is not certain it should be the Arts
Council that reviews them, but he thinks Council needs to have a very clear policy regarding
them. Perhaps we need to look at how other communities disperse their bed tax dollars
with respect to music outreaches.
Ms. Gibson responded that most other cities do not do them as grants. Most other cities
include their bed tax dollars in the General Fund, or they give them all to their Convention
and Visitors Bureau, depending on the size of the city. She is not aware of any other city
that does grants from that fund.
Ms. Chinnici - Zuercher stated that in regard to the Emerald City Music Games, what is the
amount that should be granted? They asked for $45,000.
Mr. Keenan suggested that money for the $5,500 for the headliner ensemble for their first
year, as seed money for the event.
Ms. Chinnici - Zuercher stated that Council will then look at a future policy on music - related
programs.
The committee consensus was to recommend $5,500.
Finance Committee
January 17, 2012
Page 24
Dublin Jerome High School - Homecoming Parade - $895
The committee had no objection to granting their request for the cost of City services up to
$895.
Midwest Music Seminars - A Marching Symposium - $4,000
Ms. Chinnici - Zuercher stated that she does not want to give them the legal funds for starting
their own 501 c3. She does not believe they are actually eligible at this time to receive the
money. On that basis, she would deny their request.
Ms. Gibson noted that is consistent with the Committee's direction that was given last year.
Sells Middle School PTO - 5K Charity Run - $2,000
Ms. Chinnici - Zuercher inquired what the City's banner policy for external organizations is.
Ms. Puskarcik responded that an organization can request a time. If there is space
available, the City works with them, such as the Frog Jump. Those banners do come from
bed tax, and the City inventories and stores them. The City has those requests, on
occasion. However, the City has less poles in the Historic District than it once had. This is
being re- evaluated because additional signage is intended for the District. In addition, with
the City's branding effort, there is an effort to bring things together, rather than individual
promotions.
Ms. Chinnici - Zuercher stated that she is more interested in that. This effort, for instance,
falls within the "healthy Dublin" focus. There are many races coming through Dublin now,
and they could be promoted together.
Ms. Puskarcik noted that there also is not much time available on the schedule for individual
banner promotions. There can be two banners on a pole, so it may be able to group similar
events.
Mr. Gerber noted that their request did not include the cost of City services.
Ms. LeRoy stated that the City did receive the estimate for the cost of City services.
Ms. Chinnici - Zuercher stated that the application provides an estimate of $3,400.
Ms. LeRoy stated that a different route for the run is now planned through OCLC, so the
cost will be closer to $1,500.
Mr. Keenan inquired what day of the week the run would fall on.
Ms. LeRoy responded that it will be on a Saturday.
Ms. Chinnici - Zuercher stated that she would prefer to give money for the cost of City
services than for the banners. That would avoid the issue of all the other events that might
want banners.
Mr. Gerber agreed. There are many races, but the City does have a policy of reimbursing
for the cost of City services.
Ms. LeRoy noted that the cost is estimated at $1,500 at this time, but because the route is
not entirely defined, a more accurate cost is not yet available.
Committee consensus was to recommend an amount of up to $2,000 for the cost of City
services.
Finance Committee
January 17, 2012
Page 25
Canine Companions for Independence - Canine Companions Graduation - $15,000
Ms. Chinnici - Zuercher stated that she cannot support this application. She likes the City's
involvement with their use of the Rec Center and Coffman Park. Continuing that
relationship is excellent.
Mr. Gerber stated that he does like the fact that they are coming here to help Dublin
residents utilize services that will improve their lives. That event pulls at him.
Ms. Chinnici - Zuercher responded that the City is involved, through the use of the Rec
Center and park.
Ms. Gibson noted that the organization pays for that use.
Ms. Chinnici - Zuercher stated that they did not request reimbursement for the cost of City
services. What is that cost?
Ms. Gibson responded that the fees are $8,600.
Ms. Chinnici - Zuercher stated that is a very high fee. Fifteen states are being serviced here.
Ms. LeRoy responded that they pay a non - resident rate, which is why it is higher.
Mr. Keenan requested clarification regarding their payment of a non - resident rate.
Ms. LeRoy stated that it is a significant different — almost double for a non - resident rate. The
organization has tried unsuccessfully to find a member who is a resident to rent the facility
for them, so they have paid the non - resident rate for the past three or four years.
Committee consensus was not to approve their request.
Dublin Arts Council - Cell Phone Tour
Committee consensus was to recommend approval of DAC's request to carry over their
2011 grant money for the app. To be developed in 2012.
Remaining Bed Tax Funds
Ms. Gibson stated that there is $57,512 remaining in the hotel -motel tax fund.
The meeting was adjourned at 9:04 p.m.
Clerk of Council