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HomeMy WebLinkAbout02-18-09 Public Services Committee minutesDublin City Council PUBLIC SERVICES COMMITTEE Wednesday, February 18, 2009 Council Chambers — 6:00 p.m. Minutes of Meeting Committee Members: Mr. Reiner, Chair, Mr. Keenan, Mr. Gerber Staff members: Ms. Puskarcik, Ms. DiSalvo, Ms. Leroy, Mr. Caplinger Mr. Reiner called the meeting to order at 6:00 p.m. He stated that the meeting discussion would focus on community events. Ms. Puskarcik stated that Council has been provided an overview in their packets and a document tonight regarding the 2009 event budget request. The subtotal for net direct costs for 2008 was $64,980. Those costs do not include staff time, but direct costs related to the event. Through staff's efforts, many community partners were identified, which lowered those costs in 2008. The 2008 event revenue was $1,609,000. In addition, in -kind services with a value of $195,872 and media support with a value of $427,905 were received. In addition to putting on the events, Community Relations works hard to secure partners. She asked staff members present to briefly explain their role in Community Relations. Alison Leroy stated that she works on the layout and logistics of the events. She worked on the Event Safety Plan with police and other staff. She does programming, in particular children's programming, and the cultural programming for the Dublin Irish Festival. She is the manager for the Independence Day evening event. She also works with the merchandising and food vendors. In addition, she serves as a staff resource for planning City parks and facilities, such as the BriHi Square, so that they might be used for special events. Mary Jo DiSalvo stated that she conducts the sponsorship, marketing and media relations for all City- sponsored events. She oversees the VIP recognition programs for the St. Patrick's Parade Grand Leprechaun, Independence Day Grand Marshal, and Dublin Irish Festival Honorary Chair. She also works in partnership with the Dublin Convention and Visitors Bureau on media relations geared to bring visitors into the City. She is often called upon to attend school and community functions, and, through the partnership program, she works to bring businesses together. Buddy Caplinger stated he is the parade manager for the St. Patrick's and Independence Day parades. With the Dublin Irish Festival, he oversees admissions and beverages. He also oversees the streetscapes in Historic Dublin, particularly during the Christmas season. He is working with the 2010 CanAm Games that will be held in Dublin. He is the staff liaison with the Historic Dublin Business Association on the Historic Dublin events. Ms. Puskarcik stated that staff will provide an overview of each of the main City events. • St. Patrick's Day Event Mr. Caplinger stated that in 1981, the City of Dublin began to manage the St. Patrick's Day parade, which involved local and non -local business owners, residents and homeowner Public Services Committee February 18, 2009 Page 2 associations. Parade policies, guidelines, rules and regulations were established. In 2003, a parade participation fee of $100 was initiated for businesses located outside of Dublin, political candidates and elected officials. From 2003 -2007, the fee remained the same. After a review of the parade participation fees of surrounding cities, the fee was increased from $100 to $200 for non - Dublin parade participants, political candidates and elected officials. At the same time, staff reviewed the production and management process for the St. Patrick's Day Parade. Staff determined that over the years, the Irish theme quality of the parade had diminished. The main reason was that the number of units, entertainment and politicians had grown significantly. Due to resident feedback regarding the length and quality of the parade, changes were implemented. Staff attended several International Festival and Events (IFEA) Association conferences in 2007 and 2008, and in 2008 staff invited three national IFEA parade professionals to attend the City's 2008 St. Patrick's Day parade to critique the parade. In October 2008, a copy of the parade audit findings was forwarded to Council. New parade policies, guidelines and regulations were developed to improve the quality and entertainment value of the parade. The primary difference is that political candidate entries are no longer accepted -- only elected officials. In addition, no commercial vehicle entries are accepted. The intent is that within three years, Dublin will have two different parades, not two similar parades, with the St. Patrick's Day Parade focusing on the green WOW factor. Mr. Keenan inquired if there is a fee to have sponsorship balloons in the parade, and what is the fee. Mr. Caplinger responded that the cost ranges from $500 to $2,500. Mr. Reiner inquired if the City rents the balloons. Mr. Caplinger responded that the City contracts with the company for the balloons. The cost of the balloon is offset by parade sponsors. Ms. DiSalvo handles this process. Mr. Keenan inquired what the process is for a person interested in sponsoring a balloon in the parade. Ms. DiSalvo responded that pictures of the elements available for sponsorship are provided at the City's website. These include floats, helium balloons, marching bands, including high school bands. The prices begin at $500. Businesses also have the opportunity to bring in their own element, such as a float, decorated in the St. Patrick's Day theme. If they choose not to bring in their own element, they may sponsor one of the elements the City will purchase for the parade. They can pay the company directly, if they prefer. This is a way for the City to offset some of the parade costs. Mr. Keenan suggested this might also be a way in which to secure some float activity for the Independence Day parade. He might be interested in sponsoring a float if someone else builds it. Ms. Puskarcik responded that is the essence of the parade partnership program. Ms. DiSalvo stated that many businesses have found this an enjoyable way to participate. The City provides recognition of their sponsorship on the website and other benefits that they find valuable. Mr. Keenan inquired the sponsorship deadline for St. Patrick's Day. Ms. DiSalvo responded that it is Friday, February 20. Public Services Committee February 18, 2009 Page 3 Mr. Reiner inquired about the City's review process to eliminate any undesirable elements. Ms. Puskarcik responded that there is now an application process with criteria that must be met for approval. The applicant is told what they must do to be permitted to participate in the parade. Ms. DiSalvo noted that for the first time, an automobile dealer, Tansky Toyota, will be serving as a parade partner. They will be paying the City $10,000 to use their vehicles to carry dignitaries in the parade. Other businesses that will be sponsoring parade elements are: Great Clips, Indian Palace, John Deere, McDonald's, Primrose Academy, Papa Murphy's and many more. In addition, there are in -kind parade partners, such as: Buckeye Container, Kroger, Crown Plaza Hotel, GFS Marketplace, and others, including several media partners. The City does not purchase media spots. The media exchange that service for the opportunity to be in the parade. The media in -kind service sponsors are Dublin News, 10TV and Sunny95. With the in -kind media coverage, the City web site and the "In Touch ads," the advertising is covered very well. This year, guest surveys will be conducted. This will be the first on -site parade survey. Some of the information that will be solicited include: where the guests are coming from, how they became aware of the parade, and what their plans are following the parade. The survey results will be provided to Council. Mr. Keenan inquired how the City is contacting Dublin businesses. Ms. DiSalvo responded that the City sent a letter to various businesses. Mr. Gerber noted that it would be good to have contact with every Dublin business, not only for this purpose, but other purposes, as well. Ms. DiSalvo stated that another letter was sent to businesses that the City believed could be interested in holding an Irish - themed celebration after the parade. The City would promote that through City communication vehicles, as well. Mr. Gerber inquired about the two references in staff materials — community -wide celebrations and regional production. What is staff's vision? Mr. Keenan responded that he would see that as having quality floats and elements, particularly for the July 4 event. Ms. Puskarcik clarified that the approach described tonight is targeted for the St. Patrick's Day event, not necessarily for July 4 Mr. Reiner inquired if the City provides a regional production for the St. Patrick's Day event because of who the City is — Dublin, or is an effort being made to draw in outside people to support local businesses? What is the scope and purpose of the event? Ms. Puskarcik responded that the City is aware that people will naturally come to Dublin on St. Patrick's Day. Dublin Convention and Visitors Bureau receives many inquiries about Dublin events on that day. Because out -of -town visitors will be coming to Dublin on that day, and the City no longer does the Blarney Bash, staff is suggesting that the parade be the anchor event. To do so, the quality of the parade must be improved. A production parade would appeal to people from outside the community, while a community parade, such as the July 4 m parade, would appeal to Dublin residents. A production parade would Public Services Committee February 18, 2009 Page 4 have more professional entertainment elements. The difference will be noticeable this year, and within three years, the St. Patrick's Day parade will be a really remarkable parade. The production parade should draw more people, which will provide increased traffic to the local businesses following the parade. Staff's intent was that with the demise of the Blarney Bash, the local businesses would come up with alternative activities. In previous years, the City followed up the parade with the Blarney Bash because there wasn't anything else to offer the community. Mr. Gerber inquired why this parade should have a regional concept. Ms. Puskarcik responded that it is because people come from out of town to Dublin on that day anyway because of the Irish association with the City's name. Because it is the only parade in the region, it is easy to secure partnerships. That is not the case with the July 4 th parade because there is competition from all the other community parades. Mr. Gerber stated that from his perspective, he would like to see the community more involved — the businesses, residents, veterans groups. It should be possible to do that while at the same time keeping a distinctive Dublin flair to the parade. He doesn't want the Dublin parade to compete with Columbus or become similar to a Macy's parade. Ms. Puskarcik responded that the intent is not to make it a national draw, but a regional d raw. Mr. Gerber stated that what he means is that the parade should be "down home" as opposed to commercial. This day is a time for the residents to celebrate. The parade marshal -- the Grand Leprechaun, is meaningful because it is an honor intended to recognize special people in the Dublin community. Mr. Reiner stated that when the City eliminated the Blarney Bash, the all -day drinking activities were significantly reduced. Staff has upgraded the City's event in various ways and eliminated some of the non -Irish activities. If this event ends up as a green and white parade with interesting floats, that should draw the people who want to see a good parade. It is hoped that the business community will make an effort to take advantage of the crowd in town after the parade. Ms. Puskarcik stated that the business community has been informed that if they offer activities for the people in town after the parade, the City will promote those activities. A good example this year is the American Cancer Society Blarney Hop at the Shoppes of River Ridge. If the City were still holding the Blarney Bash, it is doubtful the American Cancer Society would be holding its own event. Mr. Gerber stated that this is the first year the application asked what type of vehicle the participant would use in the parade. What is the reason for that — is it theme related? Ms. DiSalvo stated that in recent years, there have been a few instances in which a parade participant indicated they would have one vehicle in the parade, and then show up with ten vehicles. Staff is trying to make sure that doesn't happen again. There is no intent to "upscale" the vehicles. Public Services Committee February 18, 2009 Page 5 Mr. Gerber inquired if the theme and requirements for this year's parade are indicated online or otherwise to potential applicants, or do they believe the guidelines are the same as previous years. Ms. Puskarcik stated that it is made clear that this year is different. Mr. Reiner inquired why it is important what kind of car will be used. Ms. Puskarcik responded that in recent years, the parade had become a two -hour event of mostly people in cars doing nothing. That is not a parade, has no "hometown flair," and is definitely commercializing the event. There must be guidelines. Mr. Gerber agreed that there were many entries in last year's parade that had nothing to do with St. Patrick's Day. Ms. DiSalvo noted that for two years, staff has been promoting the St. Patrick's Day parade as the greenest, grandest parade. Hopefully, this year it will be. Mr. Keenan inquired the time of the Blarney Hop at River Ridge. Mr. Caplinger responded that it would be held 1:00 pm -5:00 p.m. Mr. Keenan inquired what time the parade would end. Mr. Caplinger responded that it would end around 12:30 to 1:00 p.m. Mr. Keenan inquired if people would be likely to cross over via the SR 161 pedestrian bridge from Historic Dublin to the Shoppes at River Ridge. Ms. Puskarcik responded that staff is working with the Police and Streets and Utilities Divisions to facilitate that. This year will test how pedestrian - friendly a crossover there will be. Mr. Reiner stated that, hopefully, offering the only Irish themed parade on St. Patrick's Day would draw enough people to the hotels and shops to justify the expense. Ms. Puskarcik noted that the parade budget this year is $16,950 and the revenue goal is $17,000. Ms. DiSalvo stated that goal has almost been reached. Ms. Puskarcik stated that with direct costs, the final cost will hopefully be $0. Mr. Reiner stated that Council will also want to know the indirect costs. Ms. Puskarcik responded that information is also provided in the packet materials. Mr. Reiner inquired how parade spectators will be made aware of the following event the American Cancer Society is holding at the Shoppes at River Ridge. Ms. DiSalvo responded that the event is being mentioned in City communications, including the local newspapers. Mr. Reiner noted that the memo from the Mayor indicates her concern that Council does not receive a realistic cost of each event; for instance, Council does not see overtime/ comp time costs to the City per event. She in interested in having the actual costs provided after the event. Mr. Gerber stated that he has discussed this topic with the Mayor. By means of a task force or some other way, he would like to see this event turned over to the community. Mr. Keenan stated that has happened somewhat with the sponsorships. Mr. Gerber responded that he is referring to the actual management of the event. The City is using a lot of City resources and taxpayer revenue to provide this. It would be better to promote more community involvement. Public Services Committee February 18, 2009 Page 6 Mr. Keenan responded that this is a big event; who would want to assume that responsibility? Mr. Gerber stated that this is common in many other cities. Government cannot do everything. At some point, some of these events need to be turned over to the community. Mr. Keenan stated that in this case, with the involvement of SR 161 and US 33, the traffic issues make that impossible. Mr. Gerber inquired what type of entity runs the Macy's parade. Ms. Puskarcik responded that a large staff is involved. Mr. Gerber stated that it is another organization that does it -- probably a Macy's Parade Day organization, not the City of New York, and they handle the necessary coordination with the Police division. There may be some public funds contributed to it. Mr. Reiner suggested that staff look into how that parade is coordinated. Ms. Puskarcik stated that when she first began to attend the IFEA and ICMA conventions 15 years ago, the City of Dublin was about the only city doing events. Now, it is common for cities to do events. Mr. Reiner stated that it takes a real skill set to produce good events. Other than the City's event team, who could really organize this quality of event? Mr. Keenan agreed. One recent example was the Dublin Arts Council Japanese Festival. It took 40 -50 people to organize that event. Mr. Gerber stated that he recognizes there is no ideal alternative, but he does not believe government should be doing everything in the community. The enthusiasm and interest should rise up from the community, rather that the government imposing the events on the community. Mr. Keenan stated that there are bands and children's groups involved, and many community groups participate with the floats and other entries. Today, most people do not have the time to do more than that. Ms. Puskarcik stated that the desire to have more community involvement was part of the reason the Blarney Bash was eliminated. This year, after the parade, the City will not be offering anything; the community will now be doing that. Ms. Gerber asked that staff look into other ways to have the community do more than fund City events with tax dollars. Staff is very talented and skilled in staging events, but it seems that at some point, these should be passed on to the private sector to generate the enthusiasm and provide the organization. The City Police Division would continue to be involved due to the safety issues. Mr. Reiner concurred with the sentiment that less government is better government, but due to the scope and complexity of these events, it is not likely another group is going to be available to provide the hundreds of hours of manpower involved to organize, manage and coordinate the event. Perhaps in the future, there could be a large corporation, such as Cardinal Health, interested in volunteering to run the parade, but he does not see that happening. There are so many issues involved, such as vetting the participants and exhibits. Mr. Keenan agreed. There are also issues of liability if someone should be injured during a parade. Mr. Gerber stated that his point is that the more the community is involved, the more the event will be supported and appreciated by the community. Public Services Committee February 18, 2009 Page 7 Mr. Keenan responded that he believes the event offers a great deal of community involvement. Mr. Reiner stated that although it would be good if a neighborhood wanted to build a float for the parade, most people prefer to hire someone to do it. No one has the time to undertake float building today. Ms. Puskarcik responded that there are some events the City previously did that community groups are now doing. The 5K Run is now a 4 -mile race organized by a Dublin company. The City is moving in that direction. However, staff's recommendation is that the City retain the responsibility of providing the St. Patrick's Day parade as the anchor event for the day, and encourage community organizations to coordinate complementary activities. Mr. Gerber stated that there may be additional partnering opportunities for the parade. Ms. Puskarcik responded that is Ms. DiSalvo's focus. Mr. Gerber responded that his definition of partnering is probably different. From his perspective, the community would be more involved with producing the event, not just participating in the event. It would include the financial support of a larger corporation, such as Cardinal, and the involvement of the Chamber of Commerce and Historical Society partnering with the City. Ms. Puskarcik stated that staff believes the community has really become involved with the parade. The City is fortunate to have this happening this year in particular. Mr. Reiner stated that he believes all of Council concurs with the desire not to have government doing more than it should. However, he believes the scope of this event requires a strong organizational entity with the financial clout to set things in motion. Mr. Gerber responded that no one else will ever take it on if government continues to do it. Mr. Keenan inquired if he has an idea for how to achieve that. Mr. Gerber stated that other entities need to be actively involved in terms of organizing the events. He doesn't believe that government should be in the business of running special events. However, he appears to be the only Council member with that view. Mr. Reiner responded that, actually, is his view, as well. However, he doesn't see how that can realistically be achieved. Ms. Puskarcik inquired if his suggestion for partnering would be to have another body handle the organization of the event. Mr. Gerber responded that is absolutely his view. Ms. Puskarcik stated that staff would complete the presentations, and then perhaps Council could provide overall input. • Independence Day Event Parade Mr. Caplinger stated that the intent for the parade is for it to remain a community parade. Evening Activities Ms. Leroy stated that this is the 15 year the City has held the evening event on the Dublin Coffman High School grounds. The evening event has been very successful. The original goal for the Independence Day events, parade and evening activities, was to create a Public Services Committee February 18, 2009 Page 8 tradition for the Dublin community. The community survey reports that 60 percent of Dublin residents attend the evening event/watch the fireworks. The programming and budget have remained consistent. For the evening event, most of the budget is determined by the cost of the entertainment that is scheduled. This year was the first year an on -line community survey was conducted asking the community about preferences for entertainment. The results indicated that the top choices continued to be the 1970s and 1980s top bands. The bands for the 2009 celebration are not yet confirmed. Staff anticipates announcing them by St. Patrick's Day. Mr. Reiner inquired what the City of Upper Arlington's process is. Does the city government organize their parade? Ms. Puskarcik responded that she believes their parade is handled by their civic associations. She will obtain better information on that. Mr. Reiner inquired why the budget now reflects expenses for Dublin's parade. Ms. Leroy stated that the year given is the first year the information was available, not necessarily the first year there was a cost. Before that date, the information is not available. Mr. Reiner stated that there were probably always some costs associated, such as for Police coverage and for other employees involved with the event. Ms. Puskarcik stated that in the future some of those costs will be included separately for the benefit of another organization that might be interested in taking on the responsibility at some future time. She noted that Dublin does have a civic association float initiative. Mr. Keenan stated that he believes the Upper Arlington community is unique. It is comprised of generations of families that have lived only in Arlington. Dublin does not have that type of population; it is more transient. Mr. Reiner stated that the Dublin community was very small until 1985, when it began to grow. He loves Upper Arlington's community spirit and the fact that no one wants to move away from their roots in Arlington. Dublin's spirit has been somewhat artificially created and done well by the efforts of volunteers and City staff. Mr. Keenan noted that UA has a mix of housing stock, so families can readjust their households within the same community. Mr. Gerber stated that Dublin also has a mix of housing. However, recently a large number of people have moved here to work in Dublin, and their families will probably want to remain here. Mr. Reiner agreed. Dublin will be like UA in that aspect in 20 -30 years. Mr. Gerber stated that he would like some information on how special events in UA are handled. Ms. Puskarcik agreed to provide this. Ms. DiSalvo stated that staff does not spend significant time on sponsorships for the Independence Day celebration, primarily because potential sponsors are more interested in the opportunities that the three -day Irish Festival will provide one month later. Last year, however, TechnoCare was a $10,000 sponsor of the evening celebration, and 7 -up has historically been a partner. With the July 4 th table sales to residents, 360 tables were sold for $100 each. There is also a patriotic table partner program, in which corporations, Public Services Committee February 18, 2009 Page 9 businesses, and individuals can buy a table in advance with no waiting in line and some promotional benefits. In -kind partnerships: every year, Sunny 95 produces the simulcast of the fireworks for Dublin, and Dublin News does some print ads for the City. No advertising dollars are budgeted. Media relations: the City promotes stories of patriotic citizens. Marketing: a theme is developed based on the entertainment and the patriotic day. City communication vehicles are used and a guest survey will be offered on -site and on -line to determine where event visitors are coming from and how they learned of the parade. • Dublin Irish Festival Ms. Leroy stated that this has become the signature event for the City. The City has won many national awards for this event. Dublin Convention & Visitors Bureau reports that the event generates 1,800 room nights. The community survey indicates that 72% of Dublin residents attend the DIF. Since 1995, the average annual attendance has been 92,000. During that time, the City's revenue has increased 30 percent. The expense increase has also been proportional. Much of that expense is related to beverages. Last year showed the most revenue remaining after direct costs -- $200,000. However, the cost of staff time was not taken into account in that number. • Spooktacular Ms. Leroy stated that Spooktacular began as a Rec Center program in 1996, the year the Rec Center opened. It continued to grow each year, and in 2002 Community Relations took over the event as a community -wide event. The event is geared toward preschool and young school age children, except for the Middle School Dance. Approximately 20% of the City residents attend, an estimated attendance of 8,500. The budget for the event is the same, but because of the growth, there are increased logistical costs. Components of the event are being evaluated, and it is anticipated the hayride will be discontinued. Mr. Gerber inquired why the costs increased significantly from 2007 to 2008. Ms. Leroy responded that outside activities were added because the Rec Center facility was too crowded. In addition, because the Trunk or Treat line is so long, strolling entertainers were added to keep people active. Mr. Reiner inquired if the program elements were really necessary. Ms. Leroy responded that because the event attendance has grown so much, it was necessary to add the program elements to provide the people with something to do. Mr. Reiner inquired how many of the children attending are Dublin residents. He does not want the City to host Halloween activities for the Greater Columbus area. Ms. Leroy stated that the community survey results indicate that 20% of the Dublin community attends, which is 8,000. Staff has estimated the attendance at 8,500. Accordingly to those numbers, 94% of the attendees would be Dublin residents. Mr. Reiner inquired if another type of survey could be conducted. Ms. Puskarcik responded that per Mr. Lecklider's recent request, a survey will be conducted at each event. Mr. Keenan suggested that the Trunk or Treat line be a double line. Some of the children waited in line an hour before they reached the first trunk. Public Services Committee February 18, 2009 Page 10 Ms. Leroy responded that they are looking at that option. Another option is to give participants a time pass. They have a particular time to return to the Trunk or Treat line, and until then, can participate in one of the other program elements. Mr. Keenan stated that he likes the event. Mr. Reiner agreed. It is a good children's event. • Fall Harvest Jamboree Ms. Puskarcik stated that this event was added to the list by Recreation Services to allow Council to comment on it, as well as the events under Community Relations. Fall Harvest Jamboree is a not a Community Relations hosted event. It is a Rec Center event and a marketing opportunity for them. Mr. Keenan noted that a couple of Council members had suggested including the Spooktacular with the Fall Harvest Jamboree. Mr. Gerber stated that he doesn't believe the Rec Center needs to market the facility. It appears to operate at full capacity much of the time. Mr. Keenan stated that Washington Township holds a Harvest Days event at Homestead Park. They have wagon rides, face painting, clowns, and other activities. Ms. Leroy responded that a few of the City's activities are similar, but staff has tried to provide different components. • Future City Events Ms. Puskarcik stated that when the bed tax fund was created about 20 years ago, Council's goal was to use bed tax to establish the Convention & Visitors Bureau and to hold City events. There was some clear direction given -- to make the DIF a signature event, and to establish City events so people would stay home for the holidays. At that time, the community was more transient, and residents were going elsewhere for events. One of the goals was to keep people in Dublin on the 4 of July, so that event was developed. Two events that were developed and were very successful were recently discontinued: Holly Days, for which only the tree - lighting component remains, and the Blarney Bash. Other adjustments and ideas have also been considered. If Council desires to reduce the Community Events budget, staff would suggest not eliminating bits and pieces of events, but eliminating an entire event or two. Events that could be eliminated are Spooktacular and the July 4 parade. The parade could be turned over to a community organization. The City could focus on the July 4� evening events. If the desire is to reduce that further, the cost of the fireworks display is approximately $56,000 and the cost of the entertainment is approximately $100,000. Mr. Gerber stated that his intent is not to eliminate City events, but to engage the community with them to a much greater degree. Mr. Keenan suggested the annual civic association meeting, which will be held at the Rec Center next month, would present a good opportunity for staff to invite the civic associations to become involved with operating an event. Perhaps she could provide her email address and a dialogue could occur. It would be a proactive step towards having greater community involvement. Public Services Committee February 18, 2009 Page 11 Ms. Puskarcik agreed. Mr. Gerber stated that it would be useful to gauge the possible interest. • Bicentennial Ms. Puskarcik stated that the Bicentennial will present a good opportunity for the community to be very actively involved. There is no City funding budgeted for a Bicentennial celebration, so the community would have to handle it. Staff has prepared a list of some things the City could do to provide an umbrella of promotion of the community's activities. The events themselves and the recognition would come from the community. Ms. Puskarcik stated that there are two ways to make adjustments: one is budgeting and the other is community involvement. Staff recommends a blend of the two for Council's consideration. If the bed tax revenues decline, the Spooktacular event could be eliminated. Staff has not initiated efforts for the Spooktacular event this year. Council will need to let staff know by April 1 if they wish staff to conduct that event this year. In regard to the July 4 parade, staff can attend the civic association meeting, as suggested, and invite the civic associations to assume responsibility for that event. Mr. Reiner stated that if the country enters into a deeper recession or depression, the City needs to plan budget cuts wherever possible. Mr. Keenan stated that most communities don't have entertainment on July 4 and many are eliminating the fireworks. He believes it is desirable to make that event more community oriented. Making a pitch to the homeowner associations would be a good idea. Mr. Reiner concurred. Ms. DiSalvo stated that in the last two years, she and Mr. Caplinger have each attended one of those civic association president meetings to share with them the opportunity to participate in the parade with a neighborhood float. Their suggestion was not received with much interest. Mr. Reiner stated that there has been some difficulty in ensuring the homeowner associations (HOAs) maintain their entryways and plants. The HOAs are trying to turn that responsibility over to the government. His own neighborhood once participated in parades with a float, but the people who did that are older and no longer able to do so. Mr. Keenan agreed. Even the small neighborhood events, such as the Coventry Woods cookout, have been discontinued due to lack of community participation. Ms. Puskarcik stated that staff could still propose it to them, although their April meeting would be a little late to do so. If this is the Committee's recommendation, that should be shared with Council. Perhaps Council's direction would be that the City will not put on the July 4� parade this year and that the City will reach out to community organizations to do it. Mr. Gerber stated that he does not want to make that recommendation. He understood this discussion as being focused on future, long -term changes. That would give plenty of time to not only talk to the associations, but to the Chamber. He assumed all the present events are already programmed for 2009. Public Services Committee February 18, 2009 Page 12 Ms. Puskarcik responded that everything is programmed, except for Spooktacular. That is tentatively programmed, but no money will be expended unless Council specifically indicates they do not want to delete it. Mr. Gerber stated that he has no objections to Spooktacular. He believes the City should continue to hold that event. Ms. Puskarcik stated that in regard to his suggestion about a community organization holding the parade, that if Council's intention is for them to do that in 2010, that organization would need to have those plans in place now. That would give them the opportunity to shadow the City staff this year to observe the process. Mr. Gerber responded that he does not care if it takes eight years; time is not the issue.. No organization will be able to logistically take over the City's parade within one year. That transition would need to happen over a long period of time. Part of that process assumes that as the City's residents are in Dublin longer, they will become more community- minded. Ms. Puskarcik responded that her suggestion would be that if the civic association group showed an interest, staff would suggest to them that they shadow the City team this year. That wouldn't commit them in any way; it would allow them to have an idea of the amount of time and type of efforts involved. Ms. Puskarcik stated that during previous discussions, Council indicated the budget necessary for the "wish list" for this event was too large. Council's direction was that no additional City funds be allocated for the Bicentennial. Therefore, Community Relations suggested the following: 1. Community Relations would develop the umbrella campaign for the celebration and launch that. 2. Develop an online tool kit. Any community group that wanted to become involved would have the tools there to market, develop ads, etc. 3. Support the community initiatives by promoting them, using the existing City tools (no cost). 4. Develop a community Bicentennial web site so that there would be one location where community groups could post information, and from which the City could provide links. 5. Host additional community engagement meetings to encourage community discussion about the subject. The City would not do any Bicentennial programming. It would become a community event, and Community Relations would help shepherd that process. Mr. Keenan stated that this will be a community- involved event, and it will be interesting to see the outcome. Mr. Gerber suggested that the $14,000 budgeted for the Harvest Festival could be re- allocated to the Bicentennial event. Ms. Puskarcik responded that is a Recreations Services event; it is not part of the Community Relations budget. Mr. Reiner stated that there was once discussion about having a downtown party as part of the Bicentennial event. He anticipated a one -night party for the community with the streets blocked off, and street vendors. Was that idea discarded? Public Services Committee February 18, 2009 Page 13 Mr. Keenan stated that he recalls the discussion. Some Council members were interested in budgeting for that, but he believes the majority did not concur. Ms. Puskarcik stated that if Council is interested in considering that idea, a couple of approaches are possible: (1) a community organization could independently organize the event; or (2) Community Relations could develop a business plan for the event, but proceed with it only if the funds were received in advance from the community. Mr. Keenan suggested that it could be a weekend event. The Bicentennial discussion began with a draft plan for a grandiose, eight -month event, which was too costly. He likes the weekend Bicentennial party idea. Ms. Puskarcik stated that July 4 is on Sunday in 2010. She suggests incorporating the Bicentennial party with the July 4 th weekend celebration. There is already interest from the schools alumni association for a Friday through Sunday event. The City could reach out to them. Mr. Gerber stated that the Bicentennial discussion began with a possible wish list, and many of the ideas weren't supported. Mr. Keenan stated that it was due to the reality of the associated costs. There was clearly a lack of support for the funding. Mr. Reiner stated that in the wish list package, there were a number of items that could be done -- even in the current economic situation. Ms. Puskarcik stated that Dublin is fortunate to have a lot of community events planned. It would not be difficult to add a Bicentennial flair to existing events. The suggestion is not that the community will not celebrate the City's bicentennial. Mr. Keenan inquired if that could be the July 4 th parade. Ms. Puskarcik responded that the parade theme could be the City's bicentennial. No additional funding would be needed to do that. Most of the ideas presented in the wish list were for new, additional items. Council can indicate a desire to celebrate the Bicentennial by using the existing events with a bicentennial theme. That is easy to do. Mr. Reiner suggested having a restaurant participate in the downtown party component. There is an individual who has four restaurants in the community, who might want to sponsor a downtown party on that weekend. Perhaps staff could investigate whether there is any interest from the greater community in doing something such as that. Mr. Gerber stated that he believes staff intended to conduct a survey regarding community interest in participating in the Bicentennial celebration. Ms. Puskarcik responded that the survey was conducted. The results are in the Committee's packet of information. However, she also has a copy of a report forwarded by Mr. Holton indicating community interest. Mr. Holton is present this evening. Community Relations will be glad to promote their efforts. Mr. Reiner inquired if Community Relations is working with the Dublin Historical Society on Bicentennial ideas. Ms. Puskarcik responded that, currently, staff is doing nothing toward the Bicentennial. The packet of ideas was presented to Council in October, and staff has been waiting to hear what Council would like to pursue. Mr. Reiner noted that most of the suggestions in that packet didn't have sufficient Council support. Public Services Committee February 18, 2009 Page 14 Mr. Keenan stated that he believes capturing the old stories of some of the people who remain is extremely important. Using a videographer to capture those stories before they are gone is a very good idea Mr. Reiner inquired if some projects could be funded with bed tax funds. Mr. Keenan and Mr. Gerber serve on the Finance Committee, which oversees bed tax use. Mr. Keenan responded that some of the projects meet the criteria of special events for the community. Ms. Puskarcik noted that some of the ideas are events. others are educational or cultural — or a combination. Mr. Reiner inquired if the Finance Committee would look at that possibility. Mr. Keenan stated that the 2009 hotel /motel tax funds have recently been allocated to the public art purchase; perhaps the money could be budgeted from the 2010 bed tax funds. He would support the Public Services Committee making a recommendation that Council consider allocating 2010 bed tax funds for that purpose. That could be budgeted this year for the 2010 budget year. Mr. Gerber stated there seems to be a lot of public interest. As groups come forward with ideas, he doesn't have an issue with the City designating seed money to assist them. Mr. Keenan suggested that Council use the typical bed tax grant application, but specify that the applications be for Bicentennial event proposals. The Finance Committee could review the proposals and recommend grant awards to Council. This would be a proactive approach. Mr. Reiner stated that he likes that idea; it is a great suggestion. Mr. Gerber concurred. He also likes Ms. Puskarcik's idea that the 2010 July 4 celebration have a Bicentennial theme. He would like to hear more about that idea. As a result of that theme, the celebration may not be the typical July 4� celebration. There might be some community groups who would be interested, such as Mr. Holton has suggested, in being involved with that. Ms. Puskarcik stated if that is the recommendation of the Committee, there would be two components: (1) community involvement through bed tax funds. There were 18 people who attended the Bicentennial community engagement meetings, and there were 7 postings of interest to the City's website. Staff would contact those individuals specifically, and make the general community aware, that the City will be accepting bed tax grant applications for Bicentennial events. Would Council want to wait until the usual November application time? Mr. Keenan responded that it would be necessary to designate an earlier time, perhaps May or June, for applications for Bicentennial events. The grants awarded would be for 2010 funding. The November timeframe would remain for other grant applications. Ms. Puskarcik inquired if the Committee's suggestion is that Council earmark a specific amount of money for Bicentennial events. Mr. Keenan confirmed that would be the recommendation. Ms. Puskarick summarized that Committee's recommendation is that staff: Proceed with the four promotional initiatives suggested; Use a Bicentennial theme for the July 4 weekend celebration; Seek community support in terms of taking on a Bicentennial project or funding a particular project. Public Services Committee February 18, 2009 Page 15 Mr. Gerber inquired when the July 4 th parade would be held. Ms. Puskarcik responded that it would be held on Saturday, July 3r Staff had developed a tentative July 4 th weekend celebration plan. The plan provided for a Friday evening street party, a Saturday parade, a Saturday "Movies in Historic Dublin," and a Sunday evening concert and fireworks celebration. If Council prefers, the concert and fireworks could be held on July 3r and no Sunday events be held. Mr. Keenan inquired when the Columbus Red, White and Boom would be held. Ms. Leroy stated that their event is scheduled for Friday, July 2nd Mr. Keenan stated that he doesn't have a preference regarding holding the concert and fireworks on Saturday or Sunday. Mr. Gerber inquired if Mr. Holton wished to share any comments about his ideas. Tom Holton, Dublin Historical Society introduced Ms. Bethany Gray, who recently joined the Dublin Historical Society. They would like to offer a few ideas on behalf of the Historical Society. They like Council's idea of capturing the stories of the older citizens in the community. They would also like to suggest capturing the stories of the older structures within Dublin. Some of the stories about those older homes and structures are in the memories of older citizens. A few weeks ago, he discussed this idea with Elaine Kehoe. Their idea was to eventually add the stories to Dublin's Journey. The budget for that may not be available at the present, but if the information was captured while the knowledge is still available, it can reside on DVD until Council determines to add a future addendum to Dublin's Journey. Mr. Reiner responded that this is a great idea. The structures are seen by the community, but their history is unknown. To tie the two together would be wonderful. Mr. Holton stated Marian Thomas has shared that a couple of the log cabin structures belong to the Thomas family. The one being reconstructed in Red Trabue Park is theirs. A couple of other cabins are also being reconstructed — one at Indian Run Falls Park. Mr. Gerber inquired about the possibility of recording this information with the intent of showing it on DTV. Mr. Holton agreed. The new video could be combined with the existing video of Reflections of Old Dublin that was done by Mr. James in 1995 -97. The existing video was condensed to 28 minutes, a nice program which was shown by WOSU. Mr. Gerber stated that it would require funding to do that project. However, he isn't convinced that bed tax funds should be designated for that. There are a couple of companies in Dublin that specialize in this type of work. Maybe someone would be interested in donating the funds for that project. Mr. Holton responded that a number of groups contributed to the prior video recording, including: Dublin Fund, City of Dublin bed tax funds, and Mr. Jones. It cost the Dublin Historical Society very little. It was an expensive project, but the quality is outstanding. Bethany Gray, Dublin Historical Society, stated her company is Quick Square Consulting. An example of their work is the Dublin Chamber web site. For the Bicentennial, they have discussed the idea of building a web site in conjunction with the Dublin Historical Society that would be more interactive. People from the community could submit their ideas, their stories and their photographs. Although she has only lived in Dublin 6 years, she has photographs left by the previous owners of the construction of the Public Services Committee February 18, 2009 Page 16 home. The pictures show Frantz Road when there was no development or construction. With her interest in history, she would definitely be willing to volunteer some of her time, if the interactive web site would be an idea of interest to Council. Mr. Reiner inquired if all the information would be available at that web site. Ms. Gray responded that it would. This would be an online based, interactive learning tool. Mr. Holton responded that their thought was to capture this information for the Bicentennial celebration. The Dublin Historical Society artifacts would be photographed and provided at that web site for the community to see — artifacts that are otherwise often not seen at the Coffman House or the Coffman barn. For budget reasons, it is not possible to display those items for the general public to see. Mr. Reiner inquired if it would be possible to take those items and display them for a time in a place where there is a lot of foot traffic, such as the Rec Center, within locked display cabinets. Has the Historical Society thought about possible ways to do this? Mr. Holton responded that they have. One of their early discussions was that if there would be a Bicentennial headquarters for a period of time -- maybe that would be the Rec Center - - the Historical Society could provide artifacts to be viewed there, as long as they could be secured. Mr. Reiner thanked Mr. Holton and Ms. Gray for their input. Ms. Puskarcik inquired what the Committee's recommendation to Council would be on the following: • Spooktacular Mr. Gerber moved to recommend to Council that funding be approved for Spooktacular 2009. Mr. Reiner seconded the motion. The motion was approved unanimously. • July 4` Parade Ms. Puskarcik inquired if the Committee's recommendation is to introduce the idea of a community- organized parade. The concept would be introduced first at the April 1 civic association meeting, but also through other community opportunities. Mr. Keenan suggested that he would like to see a survey conducted, or some method of gauging the public interest. Mr. Gerber suggested that as a starting point, the City of Upper Arlington be contacted to learn how their community parade is organized and produced. Ms. Puskarcik summarized that Community Relations would begin to float the idea of a community- organized Independence Day parade, introducing it at the April 1 civic association meeting. Staff will gather information and "flesh out" the idea. Mr. Gerber moved that staff also inquire if they would be interested in serving on a task force to explore this idea. Mr. Reiner seconded the motion. The motion was approved unanimously. • Bicentennial Public Services Committee February 18, 2009 Page 17 Mr. Gerber moved to recommend that Council establish a summer bed tax deadline for Bicentennial event applications; for Council to determine the amount that would be designated for Bicentennial grants, with grant applications to be reviewed by the Finance Committee and recommended to Council. Mr. Reiner seconded the motion. The motion was approved unanimously. • Independence Day Mr. Gerber moved to recommend to Council that Community Relations be directed to provide to Council an Independence Day Weekend Event proposal for 2010 that would be a combination of City- organized, City- funded and community- organized, community- funded events for Independence Day weekend. Mr. Keenan seconded the motion. The motion was approved unanimously. • Community Relations Role in Bicentennial Mr. Gerber moved to recommend to Council that the Community Relations role in the Bicentennial event would be to: 1. Develop the umbrella campaign for the celebration and launch that. 2. Develop an online tool kit to assist community groups in marketing, developing ads. 3. Support the community initiatives by promoting them, using the existing City tools (no cost). 4. Develop a community Bicentennial website so that there would be one location where community groups could post information, and from which the City could provide links. 5. Host additional community engagement meetings to encourage community discussion about the subject. Mr. Reiner seconded the motion. The motion was approved unanimously. Mr. Gerber noted that in addition to these items, Council may add other items and give additional direction to Community Relations in regard to the Bicentennial — at the time the Committee recommendations are presented. Ms. Puskarcick agreed. These activities would be the starting point. Mr. Reiner adjourned the meeting at 7:28 p.m. Clerk of Council