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HomeMy WebLinkAbout12-09-13 Council MinutesMinutes of DAYTON LEGAL BLANK. INC.. FORM NO, 10148 December 9, 2013 20 Meeting Mayor Lecklider called the Monday, December 9, 2013 Regular Meeting of Dublin City Council to order at 6:00 p.m. at the Dublin Municipal Building. ADJOURNMENT TO EXECUTIVE SESSION Mayor Lecklider moved to adjourn to executive session to discuss land acquisition matters (to consider the sale or purchase of property for public purposes), legal matters (to confer with an attorney for the public body concerning disputes involving the public body that are the subject of pending or imminent court action), and collective bargaining matters (preparing for, conducting, or reviewing negotiations or bargaining sessions with public employees concerning their compensation or other terms and conditions of their employment). Vice Mayor Salay seconded the motion. Vote on the motion: Ms. Chinnici - Zuercher, yes; Mr. Keenan, yes; Vice Mayor Salay, yes; Mr. Gerber, yes; Mayor Lecklider, yes; Mr. Reiner, yes. The meeting was reconvened at 7:18 p.m. PLEDGE OF ALLEGIANCE Mr. Keenan led the Pledge of Allegiance. ROLL CALL Council members present were Mayor Lecklider, Vice Mayor Salay, Ms. Chinnici- Zuercher, Mr. Gerber, Mr. Keenan and Mr. Reiner. Staff members present were Ms. Grigsby, Mr. Smith, Ms. Crandall, Ms. Mumma, Mr. Foegler, Chief von Eckartsberg, Mr. Wagner, Ms. Puskarcik, Mr. Hahn, Ms. Gibson, Mr. Gunderman, Mr. Tyler and Mr. Thurman. SPECIAL PRESENTATION/ PROCLAMATIONS Update from Dublin Convention & Visitors Bureau — Scott Dring, Executive Director and Eric Belfrage, Board President • Mr. Dring officially announced that Dublin would host the Football University Top Gun Camp in 2014. Last year's camp was one of the largest events Dublin has ever hosted — with 4,500 rooms nights. This is an invitation -only camp and attracts 1,500 of the top prep, middle school and high school football players from across the United States. Last year, players also came from Canada, England, Scotland and Germany. The event will be held at Dublin Jerome High School from July 17 -23, 2014. The Ohio Regional Camp will also be held in Dublin at Dublin Scioto High School on July 11 -13, 2014. He added that the Top Gun Camp is a non - contact camp, focusing on proper techniques and fundamentals of the game. Instructors include NFL affiliated coaches and former players. Attracting this event was a collaborative effort of the City of Dublin, Dublin City Schools and the DCVB. He also thanked Nationwide Insurance Sports Medicine for their support of the event. • Next year, the 2014 U.S. /Australian Football League Championship will be held in October at Darree Fields. It will attract 40 teams from across the country and will generate close to 2,400 room nights. • The Presidents Cup is still generating a very positive impact for Dublin. Recently, the DCVB learned that the October 2013 hotel /motel tax revenues were the largest monthly number in the history of hotel /motel tax in the City of Dublin. This huge metric demonstrates the economic impact for the City. This event will be used for years to come to demonstrate the kind of event Dublin can attract and host. • Several initiatives are underway to leverage the success of The Presidents Cup event. Dublin's Top 18 Golf Moments engaged many participants to count RECORD OF PROCEEDINGS Dublin City Council RECORD OF PROCEEDINGS Minutes of Dub lin City Council Meeting DAYTON LEGAL BLANK, INC., FORM NO 10148 -� December 9, 201T Page 2 of 22 Held 20 down the Top 18 moments. In appreciation of the Council and the City's efforts to bring The Presidents Cup to Dublin and to host it, the DCVB is presenting a framed poster of The Top 18 moments, signed by Jack Nicklaus. He thanked Council for all of their support of The Presidents Cup. • They shared their new Destination video — a music video promoting the City of Dublin, using a local band. Council thanked Mr. Dring and Mr. Belfrage for sharing this information and video tonight. Mr. Dring noted that the video could be accessed through the City and the Bureau websites. Recognition of Dublin Coffman High School Marching Band [A video of the band performance at the Bands of America Grand National Championships in Indianapolis was shown.] Simon Bogason, Band President noted that they have a website at dublinmusic.org where videos of competitions and football game performances are posted. Mayor Lecklider invited the Director of Bands forward to accept a proclamation recognizing the achievements of the Dublin Coffman Band. He also invited each of the band members present to introduce themselves. Jeremy Bradstreet, Director of Bands thanked City Council on behalf of all of the members of the Marching Band. These students work hard, and there is no finer group in Dublin City Schools to represent the high school and the community on a national level. Their work ethic and life lessons they have learned through the band program should ensure future success. He thanked Council for this special recognition. Introduction of Dublin Police Community Impact Unit Chief von Eckartsberg introduced the members of the new Community Impact Unit. The focus of the Police department is on reducing property crime, traffic crashes, as well as being prepared to deal with major crime, all while providing great customer service. Last year, they proposed to the City Manager in the budget process a program to do this more effectively. They did a reorganization within the Police department so that the only jobs sworn officers are performing are jobs that only they can do. In addition, this unit was created and enables the department to provide a component to address crime trends and also allows a unit to deal with traffic issues, reducing traffic crashes and addressing neighborhood traffic compliance. Today was the first day in operation for the CIU. The unit is led by Sergeant Justin Paez; the CIU investigators are Officer Dave Jaeger, Officer Joel Hall; beginning January 1, 2014, two traffic officers will begin work with the unit — Officer Dan Beam and Officer Todd Evans; Officer Eric Cochran and K9 Bairre will start January 1; on July 1, Officer Scott Brown and Officer Chuck Sterling will begin working with the unit. The reason for staggering is the hiring process that is taking place to fill these vacancies created by the new unit. The positions were very competitive, and the group is very motivated. Lt. John DeJamette, Operations Bureau Commander is also present and Sergeant Paez reports to him. Mayor Lecklider commented that Council is pleased with the formation of this unit. This unit seems to have a wider range of responsibilities than the traffic unit in existence several years ago. Chief von Eckartsberg responded that he is grateful to Council for supporting this initiative that will place the officers on the street with these duties. Ms. Chinn ici-Zuercher added that the City has an outstanding Police department, and in reading the bios of these officers, their experience levels — both in Dublin and elsewhere -- and their education is very impressive. Dublin is fortunate that the recruitment process works so well. Most of these officers are long -term employees, who are very committed to the community as well. RECORD OF PROCEEDINGS Minutes :of___ D ublin City Co uncil Meeting DAYTO LEGAL BLANK, INC., FORM NO. 10148 December 0, 2013 Page 3 of 22 20 CITIZEN COMMENTS Wallace Maurer, 7451 Dublin Road, Dublin stated that: z�. 1. He was shocked sometime ago and still is by a decision made by the U.S. Supreme Court — that corporations are persons. Elections can be "bought and sold" with it. It defies all common sense. During the past few months, he has been preparing for piano concerts and his social life has been very restricted. Since corporations have been determined to be persons, he may even decide to date a corporation! However, they are not persons. He is still shocked by the Court's decision. 2. He is the only person in the area who regrets mightily that the Football University coaches are returning to Dublin for a camp in the face of the scandal regarding concussions in the game. There are now two scores to keep in a football game — one is the score of the game, and the other is the score of concussions. Mayor Lecklider added that he had some conversation with Josh Bricker of the DCVB, and one of the primary objectives of the football camp that is returning to Dublin again is to teach participants techniques for safe play. This will help avoid concussions. It is unlikely that the sport of football will disappear anytime soon, but a primary objective is to teach proper techniques so that players do not suffer these injuries. Mr. Bricker can share more information, should Mr. Maurer be interested. Mr. Maurer responded he would be happy to speak with Mr. Bricker. The game will have to change, and will likely become tag football. Quarterbacks are now at risk in the posse plays in football designed to take them down. He believes that football should be abolished in universities, as he has indicated previously. CONSENT AGENDA Mayor Lecklider noted that five items are proposed for action on the consent agenda. He asked whether any Council member requests removal of an item for further consideration under the regular agenda. Vice Mayor Salay stated that she does not want to remove any items, but wants to draw attention to the liquor permit for WAF79 LLC and Patio, located on the former Mary Kelley's site. She wants to ensure that the patio referenced is the patio space at the front of the building, not the side patio. Mayor Lecklider noted that this is the corporate name of the business entity. `j Mr. Smith reassured everyone that the permit is for the front patio — not the side one. Mayor Lecklider moved approval of the actions requested for the five items on the consent agenda. Mr. Gerber seconded the motion. Vote on the motion: Vice Mayor Salay, yes; Mayor Lecklider, yes; Mr. Reiner, yes; Mr. Keenan, yes; Ms. Chinnici - Zuercher, yes; Mr. Gerber, yes. Notice to Legislative Authority re. Transfer of D5A and D6 permits from Castrop Wolfe Development Co. to Interstate Management Company LLC, 600 Metro Place North & Patio, Dublin, OH 43017 Notice to Legislative Authority re New D5I permit to WAF79 LLC and Patio, 7148 Muirfield Drive, Dublin, OH 43017 Ordinance 101 -13 (Introduction /first reading) Amending Chapter 153.044, Technology Flex (TF) District of the Dublin Code of Ordinances (Zoning Code) to Permit Commercial Vehicle Rental as a Conditional Use, and Section 153.002, Use Definitions, to Add a Use Definition for "Truck and Van Rental Establishments." (Case 13- 104ADM) (Second reading /public hearing January 13, 2014 Council meeting) ___ Minutes of ,0,49 Held RECORD OF PROCEEDINGS Dublin City Council Meeting December 9, 2013 Page 4 of 22 20 r_1 • Resolution 71 -13 (Introduction /vote) Requesting the Delaware, Franklin and Union County Auditors to Draw Money that May Be in the County Treasuries and to Issue a Draft to the Director of Finance of the City of Dublin for any Money that May Be in the Accounts for the City of Dublin. • Resolution 72 -13 (Introduction /vote) Declaring Certain City -Owned Property as Surplus and Authorizing the City Manager to Dispose of Said Property in Accordance with Section 37.08 of the Dublin Codified Ordinances. SECOND READING /PUBLIC HEARING /VOTE - ORDINANCES Ordinance 85 -13 Adopting the Annual Operating Budget for the Fiscal Year Ending December 31, 2014, and Declaring an Emergency. Ms. Mumma stated that budget workshops were held on November 6 and November 20, and the document presented reflects those discussions at the meetings. There was one change made as a result of the workshops. Staff has provided a memo responding to questions from those workshops. She offered to respond to any further questions. Ms. Chinnici - Zuercher asked about the information regarding the hotel -motel tax fund balance. The memo indicates the balance was $3.25 million. The memo further indicates that the relief work for the overpass project will be funded by hotel -motel tax funds and TIFs and that the funds have not yet been allocated. What is the definition of "relief work "? Ms. Mumma responded that this is the artwork component of the interchange project. Ms. Chinnici - Zuercher asked if there is an estimated cost for the artwork. Ms. Grigsby stated that staff has a good idea of the range of the costs, but not actual figures. Mr. Keenan stated that his question directed to staff was what level of balance should be maintained in the hotel -motel tax funds. Ms. Mumma responded that staff reviews the Irish Festival expenses each year to ensure that if a catastrophic weather event would occur, the expenses could be met with the hotel -motel tax fund reserves. As staff works through the costs related to the relief work for the interchange, the available TIF fund balances will be considered as well. Staff will ensure there are sufficient funds available for all of the normal items funded by hotel -motel tax as well as the relief work. Mr. Keenan stated that his understanding is that there had always been $1 million in encumbered funds for a weather - related event that would impact the Festival. Ms. Chinn ici-Zuercher stated that the regular operating budget includes this additional funding for the Festival. Ms. Mumma responded that is correct, but the Operating Budget includes projected revenue that comes in as well. Mr. Keenan stated the question is if it is encumbered or not encumbered, and if the balance is either $3.25 million or $2.25 million. Ms. Mumma apologized for misunderstanding the question. The balance in the hotel - motel tax fund is $3.2 million. She does not have information on the encumbrances available tonight, but can provide that in a follow -up memo. Staff will review the encumbrances to determine what is set aside for those contingencies. Mr. Keenan stated that perhaps it is time to revisit the reserve number to determine if the number is appropriate. Ms. Grigsby responded that part of the reason that staff is recommending that hotel - motel funds be used for the art enhancement for the interchange is the significant fund balance. The goal has been to ensure there are sufficient dollars to support the Irish Festival, in the event there is bad weather. Typically, $1 to 1.2 million is needed RECORD OF PROCEEDINGS Minutes_of. Dublin City Council D AYTON LEGAL BLANK INC., FORM NO. 10148 Held December 9, 2013 Page 5 of 22 Meeting 20 to help offset this. There are sufficient dollars in this account to support the Festival in a year impacted by weather as well as do some additional projects, such as the interchange artwork. Ms. Chinnici - Zuercher asked if the expectation is that the interchange artwork funding will come before the Finance Committee for review and recommendation. Ms. Grigsby stated that there will be an additional request to appropriate the funds for the project. Typically, an appropriation ordinance is brought to the entire Council, but if a discussion with the Finance Committee is desired, that can be done. Ms. Chinnici - Zuercher responded that because this is art and involves hotel -motel tax funds, it seems it would come to the Finance Committee as do all of the grant applications. Ms. Grigsby stated that, based upon previous discussion with Council, Council's direction was to allow this fund to be used for those improvements. Staff can certainly bring this forward to the Finance Committee, if that is desired. Mr. Keenan stated he does not have an issue with use of the funds for this purpose; the question is what are the numbers involved. Ms. Ott responded that the current design cost is approximately $260,000 from preliminary to final. Staff is negotiating with ODOT for what portion of construction costs should be incorporated into the project costs. Mr. Keenan stated there has been a revenue source generated by the Irish Festival of perhaps $150- 200,000. Are those funds deposited into the hotel -motel tax fund? Ms. Grigsby confirmed that is correct. In addition, staff has discussed using this fund for some additional improvements to the facility used by the Dublin Arts Council. Funds are programmed for a couple of years in the CIP for improvements to that facility and the grounds. Currently, $250,000 is programmed but that is for a phase of the improvements. Over the next years, staff anticipates using some of those resources for those improvements as well. Wallace Maurer, 7451 Dublin Road stated that 1. On page one of the memo, there is a reference to one international meeting with Columbus 2020. He asked for more details, and whether all the suburbs are involved in this. Ms. Grigsby responded that as part of the economic development efforts, staff works with Columbus 2020 who does economic development focused missions to various countries. A couple of years ago, Dublin staff traveled with them to Japan and met with companies who have interest in potentially locating in the U.S. as well as with companies who have a presence in Central Ohio area. This would a similar trip, promoting Dublin internationally. All suburbs participate in Columbus 2020, but she is not certain if they participate in the international trips. Mr. Keenan added that in a Dispatch article today, it indicated that Marysville participated in a 2020 trip to Japan. 2. In regard to funding of the I- 270 /US 33 interchange, is the current contemplation to fund the entire project, as set forth by the artistic consultant, Mr. Weitzman. Ms. Chinnici - Zuercher responded affirmatively, noting that partial funding is not being considered. Mr. Maurer asked if the City is aware of the consultant's fee for this work. Ms. Chinnici - Zuercher responded that, as stated by Ms. Ott, the design process costs have been $260,000 and the costs of the actual work will be part of the costs of building the bridge in conjunction with ODOT. Vice Mayor Salay moved for emergency passage. Mr. Gerber seconded the motion. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting _ LEGAL BLANK, INC., FORM NO 10148 December 9, 2013 Page 6 of 22 20 Vote on the motion: Ms. Chinnici - Zuercher, yes; Mr. Reiner, yes; Mr. Keenan, yes; Mr. Gerber, yes; Vice Mayor Salay, yes; Mayor Lecklider, yes. Vote on the Ordinance: Vice Mayor Salay, yes; Ms. Chinnici - Zuercher, yes; Mr. Reiner, yes; Mr. Keenan, yes; Mayor Lecklider, yes; Mr. Gerber, yes. Ordinance 92 -13 Authorizing the Provision of Certain Incentives to Oxford Consulting Group, Inc. to Induce it to Locate and Expand its Office and Associated Operations and Workforce in the City, and Authorizing the Execution of an Economic Development Agreement. Mr. Clary introduced Michelle Kerr, President of Oxford Consulting Group who addressed Council. Ms. Kerr stated that the company was founded in 1998 in Indianapolis. In 2004, they relocated to the Westerville area and now also have an office in Grandview as well as international offices in Belfast, Northern Ireland and southern England. They are looking to consolidate the Grandview and Westerville offices. They service clients located in the Central Ohio area, primarily around staffing for mid -sized companies as well as small business services for companies of less than 50 employees. Their largest partnership is with IBM. Oxford provides supply chain solutions for them on a global basis. They have 190 employees nationwide and about 50 in the Central Ohio area. They are looking to move to Dublin primarily because of the access to infrastructure, which allows easier access to clients. Currently, they are challenged in Westerville with traffic gridlock. The Dublin location is also very desirable to their employees. The Information Technology market is very competitive, and employees want a workplace where they can walk to restaurants and participate in community activities. A number of their employees live in the Dublin area as well. Mr. Keenan asked how long their office has been in Westerville and whether Westerville offered them an economic development incentive when they first located in Westerville. Ms. Kerr responded that they secured a tax abatement and Westerville has since offered other items. However, from a business perspective, it does not work for them, given the landlocked situation and traffic congestion. The traffic impacts the efficiency and utilization of employees traveling throughout the area. They want to be in a position where they can access I -270 much faster. Mr. Keenan responded that the City is pleased they are locating in Dublin. Vote on the Ordinance: Mr. Keenan, yes; Mr. Reiner, yes; Ms. Chinnici - Zuercher, yes; Mr. Gerber, yes; Mayor Lecklider, yes; Vice Mayor Salay, yes. Ordinance 93 -13 Authorizing the Provision of Certain Incentives to Management and Network Services, LLC to Induce it to Retain and Expand an Existing Office and Associated Operations and Workforce within the City, and Authorizing the Execution of an Economic Development Agreement. Mr. Clary introduced ]on Huffman, President of Management and Network Services. Mr. Huffman stated that the company has been in Dublin since 1998 and has grown from six employees to 129. They are looking for a new location with more office space. The staff indicated they want to remain in Dublin and they have now identified a location that is twice as large as their current office space. It is located at 5555 Park Center, near the Marriott. Their company works with 1,700 nursing homes in 37 states to assist with their managed care and short-term rehab. Mayor Lecklider noted that Council is pleased with their decision to remain in Dublin. RECORD OF PROCEEDINGS Minutes- of Dublin City Council D AYTON LEGAL BLANK, INC. FORM NO 10148 Held December g, 2013 Page 7 of 22 20, Wallace Maurer, 7451 Dublin Road asked if staff requested any testimonials from patients in long -term or acute care during the negotiations with this company. Mayor Lecklider asked Mr. Clary to respond. Mr. Clary responded that this was not done, but the company has an excellent reputation and has been very successful in Dublin. Meeting Vote on the Ordinance: Mr. Reiner, yes; Mr. Keenan, yes; Ms. Chinnici - Zuercher, yes; Vice Mayor Salay, yes; Mr. Gerber, yes; Mayor Lecklider, yes. Ordinance 94 -13 Amending Chapter 35 of the Codified Ordinances to Revise the Fee and Service Charge Revenue /Cost Comparison System and Establishing a Schedule of Fees and Service Charges for City of Dublin Services, and Declaring an Emergency. Ms. Kennedy stated Ordinance 94 -13 establishes the fee schedule for 2014 calendar year, based on the results of the annual cost of services study. This year, the study was completed using the basis of the Consumer Price Index increase of 1.8 percent. The CPI was applied to the unit cost of the service and rounded to the nearest ten dollars. Twenty -five percent of the City fees increased, using the CPI formula. The fee modifications and new services were detailed in the memo provided with the ordinance. Staff is recommending that a full cost study be completed next year so that the City's fees remain in line with associated costs. She offered to respond to questions. Mr. Keenan thanked staff for the response regarding columbariums. Ms. Chinnici - Zuercher stated that there was an item in the packet — perhaps related to the Caplestone Lane petition regarding dedication of their private street to the City — that indicated the reason a different level of evaluation was not done for the private street was that the service fee did not support that level of evaluation. If this level of evaluation by inspectors is something the City should be doing, it would seem this is the time to do that — or perhaps consider that in the full cost study next year. Ms. Grigsby responded that she recalls that Engineering staff prepared a report in 2012 or 2013 regarding the private streets and inspections done, which are focused more on compliance versus quality control. There was some reference in their report to the fee that is charged for those inspections. Staff can consider this item in the full cost study update. Wallace Maurer, 7451 Dublin Road asked sandwich board signs. It appears that the passage of this legislation calls for $80 for permits for new sandwich board signs. Is that because of a desire to limit the number of such signs? Ms. Grigsby responded that the fee is based upon the staff time involved for review of the sandwich board signage to ensure safety with the sign placement. Staff ensures that the users of the signs have a good understanding of the limitations for such signage. Mr. Maurer stated that the memo indicates that those who apply for a new sandwich board sign permit will pay this fee, but those existing signs owners will not be charged a fee. Ms. Grigsby stated that is correct. Staff wants to ensure there is a process for review of the sandwich board signs, ensuring they do not block sidewalks. The existing signs are grandfathered in and do not have to pay a fee, but the owners are required to obtain a permit for the existing signs. Mayor Lecklider added that this is not a limitation of the number of sandwich board signs. There are not a defined number of such signs permitted. This is simply to address the cost of the City's oversight of the signs. RECORD OF PROCEEDINGS Minutes of r_�_ Dublin City Council Ield December 9, 2013 Page 8 of 22 20 Meeting Mr. Gerber moved for emergency passage. Vice Mayor Salay seconded the motion. Vote on the motion: Vice Mayor Salay, yes; Mayor Lecklider, yes; Mr. Gerber, yes; Mr. Keenan, yes; Mr. Reiner, yes; Ms. Chinnici - Zuercher, yes. DAYTON LEGAL BLANK, INC. FORM NO 10148 Vote on the Ordinance: Mr. Reiner, yes; Mayor Lecklider, yes; Vice Mayor Salay, yes; Mr. Gerber, yes; Mr. Keenan, yes; Ms. Chinnici - Zuercher, yes. Ordinance 95 -13 Amending Chapter 51, Establishing User Fees and Capacity Charges for the Sanitary Sewer System, and Declaring an Emergency. Ms. Mumma stated that this ordinance amends the sewer fees, in follow -up to the discussion during the Capital Improvements workshop and review of the fund balances within the Water and Sewer funds. The goal for both funds is to maintain a fund balance of 25 percent of the system value. The Water fund has been close to that percentage, and between 2014 through 2022, staff anticipates that fund balance will remain between 20 to 23 percent. For that reason, no changes are proposed to the water fees. However, significant debt has been incurred by the Sewer fund related to the construction of the Upper Scioto West Branch Interceptor. This debt payment is approximately $1.35 million annually and extends through 2018. The period of time between now and 2018 is critical. As a result of this debt burden and the existing Sewer fund balance, staff is recommending a $.25 per thousand cubic feet (MCF) increase in both 2014 and 2015. Based on the significant potential development that could occur within the City in the next two years, staff believes it is appropriate to implement a two -year rate increase versus a three -year rate increase. As part of the CIP and on a continual basis, staff reviews the fund balances and will monitor the development that occurs, as it could help minimize future rate increases between now and 2018. She offered to respond to questions. Mayor Lecklider stated that once the debt payments for the West Branch end in 2018, the status of the fund will improve and more closely resemble the reserve in the Water fund. Gerber, yes; Vice Mayor Salay, yes; Mayor Lecklider, yes. Vote on the Ordinance: Mr. Gerber, yes; Mr. Keenan, yes; Mayor Lecklider, yes; Ms. Chinnici - Zuercher, yes; Mr. Reiner, yes; Vice Mayor Salay, yes. Mr. Gerber moved for emergency passage. Ms. Chinnici - Zuercher seconded the motion. Vote on the motion: Mr. Keenan, yes; Ms. Chinnici - Zuercher, yes; Mr. Reiner, yes; Mr. INTRODUCTION /FIRST READING — ORDINANCES Ordinance 96 -13 Adopting and Enacting a Supplement (S -34) to the Code of Ordinances for the City of Dublin, Ohio. (Request to dispense with public hearing) Mr. Gerber introduced the ordinance. Ms. Grigsby stated that this is a housekeeping item, adopting the supplement that codifies the legislation approved by Council through July 1, 2013 and state legislation through June 5, 2013. Staff is requesting that Council dispense with the public hearing. A recodification is effective upon passage, per the Revised Charter Section 4.04(a)(5). Ms. Chinnici - Zuercher moved to dispense with the public hearing. Mr. Gerber seconded the motion. Vote on the motion: Ms. Chinnici - Zuercher, yes; Mr. Reiner, yes; Mayor Lecklider, yes; Mr. Gerber, yes; Mr. Keenan, yes; Vice Mayor Salay, yes. Vote on the Ordinance: Mr. Keenan, yes; Mayor Lecklider, yes; Mr. Reiner, yes; Vice Mayor Salay, yes; Mr. Gerber, yes; Ms. Chinnici - Zuercher, yes. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting DAYTON LEGAL BLANK, INC_., F_ OR_M_ NO. 10148 December 9, 2013 Page 9 of 22 Held _ 20 Ordinance 97 -13 - Amending the Annual Appropriations for the Fiscal Year Ending December 31, 2013. (Request to dispense with public hearing) Mr. Gerber introduced the ordinance. Ms. Mumma stated that this is the final appropriation amendment for the year and provides for "clean up" of various accounts, as outlined in the staff memo. Ms. Chinnici - Zuercher asked for the total of the additional appropriations requested and what percentage this is of the operating budget for 2013. Ms. Mumma responded that the additional appropriations are broken down by fund. The grand total of additional appropriations for the General Fund is $478,200, and the annual General Fund budget is well over $50 million, so this is a small percentage. Last month, an appropriation ordinance was brought to Council to appropriate the TIF funds and various other items. The remainder of the appropriations needed at this time is fairly minor. Mr. Keenan moved to dispense with the public hearing. Vice Mayor Salay seconded the motion. Vote on the motion: Vice Mayor Salay, yes; Mayor Lecklider, yes; Mr. Reiner, yes; Mr. Keenan, yes; Ms. Chinnici - Zuercher, yes; Mr. Gerber, yes. Vote on the Ordinance: Ms. Chinnici - Zuercher, yes; Mr. Gerber, yes; Mr. Reiner, yes; Mr. Keenan, yes; Mayor Lecklider, yes; Vice Mayor Salay, yes. Ordinance 98 -13 Establishing Appropriations Based on the 2014 Operating Budget of the City of Dublin, State of Ohio, for the Fiscal Year Ending December 31, 2014. (Request to dispense with public hearing) Mr. Gerber introduced the ordinance. Ms. Mumma stated that this ordinance appropriates the funds as authorized for the 2014 Operating Budget. Mr. Reiner moved to dispense with the public hearing. Vice Mayor Salay seconded the motion. Vote on the motion: Ms. Chinnici - Zuercher, yes; Vice Mayor Salay, yes; Mayor Lecklider, yes; Mr. Gerber, yes; Mr. Keenan, yes; Mr. Reiner, yes. Vote on the Ordinance: Mr. Gerber, yes; Mr. Reiner, yes; Mr. Keenan, yes; Mayor Lecklider, yes; Vice Mayor Salay, yes; Ms. Chinnici - Zuercher, yes. Ordinance 99 -13 Amending Section 2 (Wage & Salary Structure/Administration), Paragraph A of Ordinance 73 -06 (`Compensation Plan for Non -Union Personnel') for the Purpose of Deleting and Incorporating Certain Job Classification Titles and Corresponding Pay Grades, as Addressed in the 2014 Operating Budget, and Declaring an Emergency. (Request to dispense with public hearing) Mr. Gerber introduced the ordinance. Mr. Wagner stated that this ordinance provides for the incorporation of any new positions and related pay grades as authorized in the Operating Budget for 2014. The City has also added domestic partners to the definition of immediate family for health care and other benefits. There is also a reduction in the amount of compensatory time that employees can "bank" in their leave accruals, which is being changed for operational reasons. He offered to respond to any questions. Ms. Chinnici - Zuercher stated that she is glad that the City has added the domestic partners to the benefit plans. Other government and private sector companies have already done so. She was pleased to see that a Human Resources /Payroll system will be implemented, which will improve efficiency for the staff involved. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting Held FORM NO, 10748 December 9, 2013 Page 10 of 22 20 Vice Mayor Salay moved to dispense with the public hearing and to treat the legislation as emergency. Ms. Chinnici - Zuercher seconded the motion. Vote on the motion: Mr. Gerber, yes; Mr. Reiner, yes; Vice Mayor Salay, yes; Mayor Lecklider, yes; Ms. Chinnici - Zuercher, yes; Mr. Keenan, yes. Vote on the Ordinance: Mr. Reiner, yes; Mr. Gerber, yes; Ms. Chinnici - Zuercher, yes; Mr. Keenan, yes; Mayor Lecklider, yes; Vice Mayor Salay, yes. Ordinance 100 -13 Authorizing the City Manager to Execute Necessary Conveyance Documentation to Acquire 7.54 Acres, More or Less, Fee Simple Interest Located East of North High Street and West of the Scioto River from Crawford Hoying for Parkland and Right of Way, and Declaring an Emergency. (Request to dispense with public hearing) Mr. Gerber introduced the ordinance. Mr. Foegler stated that as Council is aware, there has been an active planning process underway to identify parkland along the river on both the east and west sides near the Historic District. Citizen surveys done last spring identified additional open space and parks along rivers as among the highest green space alternatives desired. Tonight, this ordinance presents an opportunity for the acquisition of 7.5 acres, over six acres of which will be parkland and will complete -- for all but one owner's parcel of just over one acre — all the land identified in Dublin on the west side of the river, north of 161 within the corporate limits. The property abuts the Kilbury property that added over four acres of parkland. This land also provides needed right -of -way, both for fee simple ownership to the N. High right -of -way, but also will provide the opportunity to extend N. Riverview north of North Street so that an edge to that new park space can be established. In total, this provides acquisition of 7.54 acres from two different existing parcels of record. It actually constitutes three separate acquisitions from those two parcels. Staff is recommending that Council dispense with the public hearing and approve this by emergency as the purchase agreements call for closing by December 13 of this year. The purchase price is $2.4 million, which is approximately $50,000 less than the appraised value as prepared by the Robert Weiler Company. He offered to respond to questions. Ms. Chinnici - Zuercher moved to dispense with the public hearing and treat this as emergency legislation. Vice Mayor Salay seconded the motion. Vote on the motion: Mayor Lecklider, yes; Vice Mayor Salay, yes; Mr. Reiner, yes; Mr. Gerber, yes; Mr. Keenan, yes; Ms. Chinnici - Zuercher, yes. Vote on the Ordinance: Mr. Reiner, yes; Ms. Chinnici - Zuercher, yes; Mr. Keenan, yes; Mr. Gerber, yes; Vice Mayor Salay, yes; Mayor Lecklider, yes. INTRODUCTION/ PUBLIC HEARING /VOTE — RESOLUTIONS Resolution 73 -13 Authorizing the City Manager to Enter into a Contract for the Provision of Legal Services. Mr. Gerber introduced the resolution. Ms. Grigsby stated that this resolution provides for a two -year extension of the existing contract for legal services with Stephen J. Smith of Frost Brown Todd at the same rate currently paid. Staff is recommending adoption. Vote on the Resolution: Mr. Reiner, yes; Mayor Lecklider, yes; Vice Mayor Salay, yes; Mr. Gerber, yes; Mr. Keenan, yes; Ms. Chinnici - Zuercher, yes. RECORD OF PROCEEDINGS -Minutes o Dublin City C ouncil _ DAYTON. LEGAL BLANK, INC., FORM N0 _ - - - -- -- December 9, f -- - -_- — Page 11 of 22 Held 20 Meeting Resolution 74 -13 Accepting the Lowest /Best Bid for Emerald Parkway Phase 8 Project. Mr. Gerber introduced the resolution. Mr. Hammersmith stated that this is the resolution to accept the bid to complete the final phase of Emerald Parkway. This 5,500 foot section extends from Riverside Drive, crosses Bright Road, and will terminate at Billingsley Creek, south of Hard Road. Included in this last section of Emerald Parkway will be a multi -lane roundabout at the intersection of Emerald Parkway with Bright Road. The project will include bicycle and pedestrian facilities, on- roadway sharrows, and an asphalt shared use path on both sides of Emerald Parkway, consistent with the existing sections. Overhead utilities will be relocated underground at Bright Road, and the electric power will be buried by AEP along the entire length of Emerald Parkway. This project will be the culmination of 18 years of effort that began in 1996 – a $62 million investment that includes the costs for design, acquisition, utilities and construction. The construction costs for the total roadway are just under $42 million, for a total length of 5.6 miles that connects Sawmill Road to the north to Tuttle Crossing Boulevard on the south. Emerald Parkway provides improved mobility throughout the community and reduces congestion on adjoining roadways. Beginning at Riverside Drive, staff worked with 18 property owners along the route of Phase 5A and 15 property owners over the last few years to acquire 14 acres of right -of -way and 4.6 acres of easement for a total cost of nearly $4.4 million. The acquisition has been finalized, and construction of the roadway will begin soon, including the relocation of utilities along Bright Road, which will be completed in February. This section of Emerald Parkway will open up 115 acres of prime commercial real estate, one of the last segments of commercial real estate with I -270 frontage. That translates into approximately one million square feet of premier office space. The City is pleased to be able to offer that opportunity to corporate residents, who will be able to share an Emerald Parkway address with companies such as Cardinal Health, IGS Energy, CareWorks, Delta Energy, BMI Federal Union, JP Morgan Chase, and several others. On November 21, six bids for the project were opened. The Engineer's estimate for this section of Emerald Parkway was $11 million. The lowest and best bid was submitted by the George Igel Company for $7,743,856.11. Staff anticipates construction to begin on this section of Emerald Parkway in early January and will continue for nearly one year, with the expectation of completion and opening to traffic November 20, 2014. Bright Road will remain open throughout the duration of the project. Residents of Grandee Cliffs and MacBeth Drive will retain road access, but cut - through traffic will be limited by creating a connection from Bright Road to the Emerald Parkway Phase B section to the north. Shortly thereafter, the roundabout will be completed. Many staff members have worked on the Emerald Parkway construction, but Engineer Ken Richardson has led all the design work since 1996. Staff recommends award of the contract to the George Igel Company. The City's experience with the Igel Company has been very favorable, particularly with the Hyland- Croy /Brand and Coffman /Brand roundabouts. Ms. Chinn ici-Zuercher stated that there should be a celebration when this project is completed, and recently retired Council Member Boring should be invited back for that event. With the completion of each of the previous phases, the traffic change has been phenomenal. This demonstrates how good infrastructure and planning can successfully move thousands of people through the community. This is now a great opportunity for economic development, opening up prime land that will be visible from I -270. Mr. Keenan stated that it is noteworthy that Dublin, unlike many communities, anticipates the infrastructure needs prior to development. This has been the hallmark of Dublin's success over the years. In many other cities, the development occurs and the infrastructure is not adequate to support it. In fact, one of the company RECORD OF PROCEEDINGS Minutes of Dublin City Council 3AL BLANK, INC.. FORM NO 10148 d December 9, 2013 Page 12 d 22 Meeting 20 representatives pursuing an economic development agreement with the City indicated they are moving to Dublin for this very reason. He thanks staff for all their work. 0 Ms. Grigsby agreed that this is a monumental milestone. She noted that the kind of work Engineer Ken Richardson does is amazing, even though the City takes it for granted. Mr. Richardson should be commended for all the work he has invested in the Emerald Parkway project over all of these years. The City's roadways work and operate the way they do because of the attention Mr. Richardson pays to every detail in his work. The results are evident in the field and are very much appreciated. In addition, the engineering inspectors have worked on this project throughout the years and deserve commendation as well because their work protects the City's interests, ensuring the roadways are built correctly. Many of these employees do not attend Council meetings but deserve much credit for how Emerald Parkway looks today. Mr. Keenan stated that he recalls working with Mr. Richardson on a project related to the Killilea development. He appreciates all of the work he does. Mayor Lecklider invited Mr. Richardson to come forward. (A round of applause was given for Mr. Richardson and his excellent work.) Mr. Richardson stated that he is glad that this final section of Emerald Parkway is now to be completed. It was originally referred to as the Coffman /Sawmill connector prior to its naming as Emerald Parkway. It has been a long journey and he is glad it is coming to a close! Vote on the Resolution Mr. Keenan, yes; Ms. Chinnici - Zuercher, yes; Mr. Reiner, yes; Mayor Lecklider, yes; Mr. Gerber, yes; Vice Mayor Salay, yes. OTHER • Applicant request to take from table Ordinance 70 -13 (Rezoning /Preliminary Development Plan — Tuttle Crossing /I -270, Subarea 5A PCD), tabled at August 12, 2013 Council meeting, and schedule this matter for hearing at the January 13, 2014 Council meeting Ben Hale representative for the applicant requested that the second reading /public hearing be scheduled for January 27, as he would be out of the country on January 13. Mr. Keenan moved to take Ordinance 70 -13 from the table and schedule the matter for hearing at the January 27 Council meeting. Mr. Gerber seconded the motion. Vote on the motion Vice Mayor Salay, yes; Mayor Lecklider, yes; Ms. Chinnici- Zuercher, yes; Mr. Reiner, yes; Mr. Gerber, yes; Mr. Keenan, yes. • Follow -up report re. Bridge Street District Community Forum Mr. Foegler provided an overview of the materials in the report provided in Council packets. Council had a work session on September 16 at which time Council directed staff to begin to engage the Planning Commission and the public more broadly in both the public improvement planning that was occurring for the river corridor portion of the Bridge Street Corridor project, as well as some of the emerging private improvements. The October 22 public forum was the first major foray in that effort. A summary of the materials presented at that forum is included in the packet, as well as the public comments /feedback provided at the event or online. Per Council's direction, staff also provided the private development proposals in an informal context for Planning Commission review and feedback. The minutes of that Commission meeting have also been provided. The developer, designer and staff have expressed appreciation for the Commission's comments, finding them very constructive in terms of informing the next levels of design. Staff indicated that they would provide Council RECORD OF PROCEEDINGS Minutes of Dublin City Council DAY TON .LEGAL. BLANK, INC., FORM N O. 10148 December 9, 2013 Held Meeting Page 13 of 22 20 �I follow -up recommendations regarding ongoing public engagement. The recommendations are as follow: • Continue efforts to increase public awareness. One of the ideas that emerged from the input is that a series of brief educational videos on some of the topics, such as roundabouts and key traffic initiatives, would be very helpful in providing responses to the most frequently asked questions. The public could, of course, seek additional details from staff if those videos did not provide sufficient information. They are working with Community Relations on developing a series of five to eight videos on some of the key subjects. • Staff will be available to speak at various community group meetings, upon request, to provide further community education. • The Commission should continue to conduct informal reviews on the projects. Their early input to developers, the public and Council is beneficial. • Future community forums may also be needed. • Provide a monthly update at a Council meeting on some of the top issues emerging from these efforts to enable Council to remain engaged and current on the issues. These public meetings provide an ongoing opportunity for the public to be kept up to date on the issues and to raise questions and any concerns. He noted that at the public forum, staff provided brief overviews of the preliminary engineering for the public projects that are being advanced in the river corridor and included in the City's CIP plan adopted earlier this fall. Within 30 -60 days, that preliminary engineering will produce 30 percent complete construction drawings for most of those improvements. The benefit of that will be a more refined cost estimate than was provided at the conceptual level. It will also be possible to discuss phasing, efficiencies, coordination, and recommendations for moving forward. He would like to use the monthly Council updates to provide reports on and receive Council feedback on the preliminary engineering information. The public expressed concern regarding the traffic maintenance plans that have been assembled with regard to these public improvements — i.e. the bridge would be closed for a year for the construction of the roundabout. He clarified that no traffic maintenance plans are being developed as part of the preliminary engineering drawings. However, the individuals working on analyzing the project have begun to identify the construction issues with the roundabout, and a report will be provided to Council in the regular updates in 2014. With regard to the major private projects presented at that forum -- the Crawford Hoying project on the east side of the river and the Gerry Bird project on the west side -- they believe that an acceptable development agreement framework should be developed to determine the feasibility of those projects before continuing into the extensive formal development review and approval process. Without a development agreement to address the gaps in the project, that type of development review process is premature. However, to finalize those development agreements, it will be essential for the City to finalize its agreements with the Dublin City School District. Those discussions are continuing and staff is hopeful the issues will be resolved. It is important that the financial feasibility of the projects be tested before undergoing the rigors of final development review. In summary, the regular 2014 updates to Council will provide both enlightening preliminary engineering information and the private development agreement frameworks to allow Council to vet and endorse those. He invited Council feedback on the public engagement process report. Mr. Reiner stated thanked Mr. Foegler for his work. This is a very complex undertaking, one of the largest that he has observed. It requires a lot of skill and staff has done an excellent job supporting him on this effort. It is a rather risky RECORD OF PROCEEDINGS Minutes of Dublin City Counc LANK, INC., FORM NO 1 December 9, 2013 Page 14 of 22 20 Meeting undertaking, but he believes with the extensive effort that Mr. Foegler and others have invested in this initiative, the risk has been greatly reduced. He is creating something that will make the City of Dublin stand out for the next 30 -50 years. Council recognizes that there are a significant number of design issues that will arise and must be resolved. Often, Council asks him questions prematurely, which cannot be answered at this stage, but Council supports him in this endeavor. He complimented him on his efforts, including the engagement of the citizens. The majority of the citizens are excited about this project. It is an initiative that the City needs for both the young people and seniors within the community. Mr. Gerber stated that he appreciates this report. He spent some time this past weekend reviewing it, and would like to take another few weeks to continue his study. He is not prepared to opine on the entire report, but will comment on the recommendations: • He agrees with the recommendation for the Commission to continue to provide informal reviews. They provide a lot of good feedback to staff and the developer, so he would encourage this at every level, perhaps even with the Administrative Review Team (ART). He would like to see the Commission serve as the "gatekeeper" with the informal reviews. In the last month, Council has heard many citizens comment that they had not previously heard of these plans. It reminds him of the issue with the 5K runs in the community earlier this year — the community, was not aware of the plans, so the City erected signs along the roadway to help inform them. We need to make every effort to educate and engage the community in the process. • He is most concerned about the development agreement to which he referred. He would like to know more about that. He recognizes that this is an enormous undertaking, and that a certain amount of critical mass is necessary to make it work. Mr. Foegler responded that most of the developers, based upon the City's past policies of using TIFs and other incentives, are trying to learn the City's underwriting criteria so they can apply those to their projects. All of the projects have gaps. The City has to specify its comfort levels for certain things and the levels of associated risks. Some of this relates to TIFs; some of it relates to other business terms, i.e. private or public parking, private or public streets, whose responsibility it is to construct certain things, etc. In some developments, this can happen early in the conceptual stage. It is better to identify "deal killers" early in the process before undergoing the highly detailed development process. Mr. Gerber stated that those terms make sense to him, as they address infrastructure and financial issues. Mr. Gerber noted that the regular Council updates are a good idea. Mr. Keenan stated that Ms. Kerr of the Oxford Consulting Company spoke to many of the concepts mentioned with the Bridge Street District — restaurants, entertainment in the area, and walkability. Businesses are drawn to these amenities. It will be equally important in the future as the City strives to fulfill one of its major obligations of paying for the services provided through income tax revenue, generated from economic development. Mr. Gerber stated that an article in the Wall Street Journal last week indicated that many Silicon Valley businesses are moving their satellite offices back to San Francisco or other major cities in order to recruit the younger work force. Ms. Chinnici - Zuercher noted that the Oxford Consulting group is locating in Metro Center, where the City has recently done infrastructure upgrades. These improvements result in the kind of environment their employees are seeking. She finds it helpful to have an update with all the information in one notebook. She is certain Council will be making reference to this on a continual basis. There seem to be some general themes of the citizen emails, comments at Council meetings, and RECORD OF PROCEEDINGS Minutes of Dublin City Cou ncil Meeting DAYTON LEGAL BLANK. INC FORM NO '01 ag Held December 9, 20TH - - Page 1Z of 22 ,20_ reported in the update provided to Council. A number of individuals mentioned a disappointment in the lack of interesting architecture for the east side. This is the City's one and only chance to do something outstanding and unique to make a statement on the east side, so that is an important issue. Other issues repeatedly brought up at the public forum were parking and road location. Staff has indicated the road relocation is constricted by the topography and slope of the land. Apparently, that has not been well articulated, as a number of people believe that the size of the park is being determined by where the City has relocated the roadway. Is there something that can be done that would enable a larger park than currently depicted? In public meetings, there was talk of a large, meandering park, which would accommodate concerts or larger gatherings. Visually, it does not appear this park will be capable of doing that. Many people move to Dublin and remain in Dublin because of the parks and green space. If another typical type of park is added in this location, it will not be as interesting as a park that makes a dramatic statement. Mr. Foegler responded that this would be an appropriate topic for a video — the size of the park, what has informed its size, etc. There are some misconceptions that a much bigger park was planned. The area of the park as shown now -- recalling the acquisition that was authorized and occurred in December 2012 -- was based upon the best thinking available before all of the details were known. At this point, the City is within a little over an acre of achieving that — about an acre smaller than the 14 plus acres that were acquired. There are many factors contributing to that — the starting point of Riverside Drive underneath 1 -270, the roundabout, the maintenance of the bypass underneath SR 161, the slopes up the hill, and how high a road can be above a park without creating issues. Education to citizens about the park can be provided with graphics in these videos. It will make a strong case that it will be a great park in terms of the opportunities and the space, but will also discuss the negatives of making it a bigger park. Mr. Keenan stated that it is important to note that the roundabout at Riverside Drive and SR161 /13ridge Street is needed to address traffic congestion. This is an issue that has long been discussed. In regard to the comments about pushing the road back — there really isn't much space to allow for that. There are some significant issues with elevation changes from the west to the east of that site. Mr. Foegler noted that there is a bridge across the river as well. The farther the road is pushed up the slope, a greater bridge issue is created. Mr. Keenan stated that the need is really for communication. At the time of the Tartan West project, the video presented was very educational. It should be very helpful in this situation, as well. Ms. Chinnici - Zuercher stated that the information provided in the notebook about public education and engagement is very critical. Many of the people who have indicated they were previously unaware of these plans are people who have historically been engaged. This indicates that, despite the many factors that influence how and when people receive information, continuous education efforts are very important. One citizen commented that citizens are not necessarily opposed to the plans, but need to feel engaged in the process. In the past, the public engagement process has been one of the City's successes. - Mr. Foegler stated that part of the issue is that there is a different level of engagement in a planning process than in the actual project process. As these projects begin to emerge, that will change. Vice Mayor Salay stated that in regard to the comment that this project is risky, she prefers to think of it as being bold and forward thinking — qualities for which Dublin has always been known. Council has been immersed in this planning for a long time and is very excited about it. However, some people are just learning about it now. It is surprising as the public forums have been so well attended. However, there are many who are unaware, so they need to be engaged. Some other items to be addressed in this engagement is the reason the City is providing TIFs and assisting private RECORD OF PROCEEDINGS Minutes of Dublin City Council DAYTON LEGAL BLANK, INC.. FORM NO 10148 December 9, 2013 Page 16 of 22 Held Meetinrl development; the justification for the proposed density for this area of the City; how that density will impact traffic and why is that acceptable; why the City does not believe the density will negatively impact the Schools; and will it make the City too crowded. A growing, dynamic, evolving community is important and is what everyone is striving for. Planning Commission review is a perfect opportunity to involve the public, and those meetings should be more publicized, including through social media and the website. Perhaps the City could have a video running at the Rec Center or City Hall lobby with this information. She thanked Mr. Foegler for the comprehensive update, noting she appreciates the time and talent he is investing. Mayor Lecklider stated in regard to the riverfront parkland that it is positive that people are interested in this and expressing concerns. As expected, people are excited about increasing accessibility to the riverfront. It is important to emphasize the significant acquisitions involved -- not only the acquisition across from Bridge Pointe, but the acquisitions the City has made on both the east and west sides of the river, to the north and south, up to Emerald Parkway and beyond. The City will have good accessibility and public ownership all the way up to Amberleigh. There have been many questions with respect to the overall traffic impact. Riverside Drive, SR 161 and Bridge Street are busy roads — and so how will that traffic volume be accommodated going forward? The density is so different from anything the City has done in the past, so the public is concerned about the density impact. Mr. Reiner stated that as a planner, he has supported this project as it has evolved. What Dublin is building in this area today is what Europe has had in existence for years. Their downtowns are vibrant, with people walking about at 11 p.m. One thing that concerns him is the commercial aspect of the Bridge Street District. The ability to draw in restaurants, similar to what Grandview has done is important. He does not know if there would be a need for incentives. Can the City facilitate the young entrepreneurs who might be interesting in opening food establishments or boutiques? That type of synergy will be important in making this project successful. The condominium or apartment developers have not been interested in the first story of the buildings. There is a real need to build the critical mass to make this an exciting environment. Mr. Foegler responded that Council's comments are all very good. The comments on architecture have been heard from a variety of sources. Early on, the designers stated that it was important to recognize that they had only put the massing together; the buildings will begin to change, based on the feedback. Engineering has been engaged in a traffic study that will build upon the larger Bridge Street transportation site. As the phases of development occur, what will they trigger in way of improvements? That is one of the regular updates that will be provided to Council. Merchandising and retail plans will be carefully thought through. Staff will work to achieve a meaningful public engagement and outreach strategy. Vice Mayor Salay stated that she was surprised by the number of people who brought up the idea of public transit. Perhaps there could be a local method to move people across the river to the restaurants. It is important to keep that need in mind; it is an important piece of the plan. The trolley that travels throughout Historic Dublin on Thursdays is appreciated and quite busy. Perhaps something as simple as that during key hours would suffice. Mr. Foegler stated that if the City is successful with Bridge Street, it will be Dublin's most transit - serviceable node. It is important to make sure that it is planned for in the process. He thanked Council for their input. STAFF COMMENTS Ms. Grigsby stated that: RECORD OF PROCEEDINGS __— Minutes. of _.._ Dublin C ity Council ,0,46 Held December 9, 2 _0f3__ Page 17 of 22 2(J Meeting 1. There were several pieces of legislation related to the Finance functions — budgets, appropriations, cost studies. She would like to recognize Ms. Mumma and Finance staff for all of their efforts. 2. At the same time all of this was in process, the City was issuing debt, which also involved a lot of work on the part of Finance staff. 3. In addition, there was a report that the City's AAA rating was confirmed. This was an important affirmation, as many entities have had their ratings lowered. 4. The operating budget process begins at the staff level in August and September and much work is involved in preparing the proposed budget and the supporting documentation for Council's review. She expressed thanks to staff for all their efforts. Mr. Smith: 1. Thanked Council for entrusting their legal services to him, his team and their law firm for these past 37 years. 2. Noted that at the end of each year, the Police Department conducts a survey of the City's liquor establishments to determine whether there is a need to object to renewal of any of the existing liquor permits in February. His staff completes that report and provides that report to the Department of Commerce. They have found no issues related to the liquor permits within the City. COUNCIL COMMITTEE REPORTS • Finance Committee Hotel /Motel Tax Grant Recommendations Ms. Chinnici - Zuercher Finance Committee chair, thanked fellow committee members, Mr. Gerber and Mr. Keenan for their participation in the review process, and the Director of Taxation, Ms. Gibson, who keeps the committee on task. The applications include a list of routine, annual events that are held in the City. Council has previously requested that those be reviewed administratively by staff and recommendations provided to the Committee and Council. She reported the following as background information on some of the applications: • The National Intercollegiate Flying Association event takes place at the Don Scott Airport. Previously, students presented the application to the Finance Committee, and were unable to provide adequate responses to some of the Committee's questions, nor did they receive the funds. Last year, the Committee recognized that the students were gone after the event and therefore unable to provide the required follow -up to the City. This year, the new director of the program attended the Committee hearing. He now understands the process and the expectations. Although Don Scott Airport is not located in the City of Dublin, event participants utilize Dublin hotels. The event generates substantially more hotel -motel tax revenue than the amount of the recommended grant. Scott Dring, Dublin Convention and Visitors Bureau, provided a letter of support. • A recommendation on the Dublin AM Rotary request is being delayed. Their request is for funding for planning and market efforts related to a proposed Blarney Bash type of event in 2015. Because their current request was not sufficiently developed, the Committee recommends a decision be deferred until a later date. • The Committee recommends disapproval of the Dublin United Soccer request for $4,000. They did not attend the Committee bed tax hearings, nor did they contact the Committee that they would be unable to attend. Ms. Chinn ici-Zuercher moved to approve the following recommendations: APPROVAL OF GRANTS 1. Arthritis Foundation Classic Auto Show - cost of City services, not to exceed $10,000 2. Club Ohio Soccer - $12,300 Nike Challenge Cup — cost of City services and specifically outlined costs, not to Minutes of DAYTON LEGAL BLANK, IN FORM N O,_ 10148 Held December 9, 2013 Page 18 of 22 Meeting exceed $10,500; Fall Classic Tournament — cost for field rental at Soccer First, not to exceed $1,800 3. Dublin Convention & Visitors Bureau Irish Experience — cost of program, not to exceed $7,500 (matching funds) 4. Dublin Scioto High School Boosters — cost of City services for the Ohio Middle School Tournament, not to exceed $6,000 5. Dublin Soccer League — cost of goals and other specifically outlined costs for the Dublin Charity Cup, not to exceed $21,672. 6. Dublin Youth Athletics (DYA) — cost of City services for the Wayne Williams Memorial Baseball Tournament, not to exceed $19,500 7. Dublin Historical Society — cost for a video of a guided tour of the Coffman House and barn, not to exceed $4,500 8. National Intercollegiate Flying Association (NIFA) — costs for facilities rentals, trophies and awards banquet for the 2014 SAFECON event, not to exceed $8,000 9. Dublin Community Bands — $10,000 Cost for an Event Management/Coordinator, not to exceed $6,000; Cost for Events Marketing, not to exceed $4,000 10. Dublin Special Olympics — costs for awards, rental fee of school facilities, t- shirts for volunteers and equipment to host 2014 Shamrock Games, not to exceed $5,000 11. Dublin Kiwanis - $7,000 Frog Jump — Cost of City services, not to exceed $5,000; Banners — not to exceed $2,000 12. Historic Dublin Business Association (HDBA — cost for the 2014 Engagement Campaign, not to exceed $20,000 13. Dublin Jerome H.S. — Homecoming Parade — cost of City services, not to exceed $1,000. She noted that this same level of grant was awarded in 2013, but due to The Presidents Cup, the grant monies were not utilized. POSTPONE DECISION ON GRANT REQUEST Dublin A.M. Rotary's request in the amount of $10,000 for Blarney Bash event be delayed until further information is submitted to the Committee (information is anticipated within the first quarter 2014) DISAPPROVAL OF GRANT REQUEST Dublin United Soccer Club - $4,000 request for 2014 Dublin United Champions Cup Soccer Tournament Mr. Gerber seconded the motion. Vote on the motion Vice Mayor Salay, yes; Mayor Lecklider, yes; Mayor Chinnici- Zuercher, yes; Mr. Gerber, yes; Mr. Keenan, yes; Mr. Reiner, yes. COUNCIL ROUNDTABLE Mr. Keenan 1. Stated that he, Ms. Chinn ici-Zuercher and Ms. Grigsby attended the recent Dublin Convention and Visitors Bureau Awards Luncheon. They introduced local dignitaries in attendance, and then introduced Faye Gibson as Dublin's Tax Collector. She received some good- natured comments. He thanked her for her indulgence! 2. Noted there is a paragraph in the bond ratings report that refers to the City's employee pension burden. He would like staff to provide Council additional information on that topic in the future. RECORD OF PROCEEDINGS D ublin Cit Council Mr. Gerber wished everyone a Merry Christmas and Happy New Year! RECORD OF PROCEEDINGS Minutes of- D ublin City Council December 9, 2013 Page 19 of 22 Held 20 Meeting Mr. Reiner 1. Stated that Ms. Gibson has been spending significant time at the Statehouse, engaged with the Sub. HB 5 discussions. He is concerned that someone may "snatch her away" and Dublin will lose one of its major assets! 2. Reported that the final selection for the I- 270/US33 interchange art project has been made. He thanked the citizens and the committee who worked on the selection process. He gave special thanks to Sara Ott, who did a wonderful job of pulling everything together on a short timeframe. Of all the City's public art projects, this will be very visible and one that people will think of when they think of Dublin. 3. For the first time, Dublin will join 900 U.S. locations on Saturday, December 14, in placing nearly one million wreaths at veteran graves as part of the annual "Wreaths Across America" Program. This program began in 1992 as a way to remember and honor veterans prior to the holiday on the second Saturday of December. Dublin resident and Korean War veteran O.H. Koeplin, a strategic air command hero, is leading the local effort to place wreaths in local cemeteries. Area Boy Scouts will participate in the placement. The ceremony will begin at noon at the Dublin KIA memorial and will include a color guard gun salute. He invited Mr. Koeplin to speak. O. H. Koeplin, Dublin, Ohio provided background on his career in city management and military service. Over the last 35 years, he has been looking for a cause to which to dedicate himself. In addition to his own service, he had close friends and family members who served either in World War I, World War II, the Korean War, the Vietnam War or the Gulf War, some whom died while serving. Recently, the City of Dublin established a memorial to honor its veterans who have died in service. With this wreath program, they are hoping to honor every war veteran who has died to protect America. As Mr. Reiner noted, they will be placing 286 wreaths at the Dublin Cemetery, seven wreaths at the Indian Run Cemetery and four wreaths at the Davis Cemetery, which holds the graves of the founders of Dublin. Their hope is that eventually this annual event will include all central Ohio cemeteries. Sixty volunteers from the City will be assisting with their efforts on Saturday, December 14. He invited Council members to attend. Ms. Chinnici - Zuercher 1. Asked if the City has sent a response to the Woods of Dublinshire (Caplestone Lane) petition. Ms. Grigsby responded that Ms. Crandall has been working on this and communicating with the individuals who made the request. A meeting will be scheduled with Engineering and Planning staff later this month. Ms. Crandall added that a formal response has not been sent to the association, but she has spoken with the president of the homeowners association and staff will meet with him next week. Ms. Chinnici - Zuercher inquired what the City's intent is. Is it to accept the private street as a public street? Ms. Crandall responded that there is an application process provided in the City Code, which is described in the memo included in Council packets. An application to accept the private street as a public street must be submitted, which would be reviewed by the Planning and Zoning Commission. If their request is denied, the residents could appeal the decision to City Council. Ms. Chinnici - Zuercher stated that the information she reviewed seems to indicate that the criteria are not meet in this situation. Ms. Crandall responded that is correct. RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting DAYTON LEGAL BLANK, INC., FORM NO 10148 December 9, 2013 Page 20 of 22 Held 2. Inquired about the Coffman Road fence update. Only five people attended the original meeting the City held. Why was the public meeting so poorly attended? Are the owners of the properties the residents in these homes? Ms. Crandall responded that she does not know the reason for the poor attendance. However, staff received some calls from interested individuals who indicated that they were unable to attend the meeting that evening and requesting follow -up information. Laura Ball has met with seven or eight of the homeowners to review some landscaping options, and follow -up letters will be sent to the others. 3. Noted that Tom Holton sent Council members an email regarding the notices sent for a public meeting. She wants to be sure that anytime the City schedules a public meeting, people are given more than a week's notice. At a minimum, "Save the Date" notices might enhance participation. 4. Inquired about the Brand Road shared use path. She understands that the shared use path to the west cannot be completed until 2014, but she wants to be certain that the heavy equipment is removed, which remains in front of those homes. Mr. Hammersmith responded that staff would ensure its removal. 5. Stated that she was surprised with the State Capital Budget request the City submitted, noting that fiber optics is an interesting item to include in the request. Why was the Miracle League playing surface included? Ms. Grigsby stated that there are three separate areas for the budget request: (1) economic development, hence the fiber request; (2) cultural arts; and (3) other. Four or five years ago, the City received considerable State funding for the accessible playground at Emerald Fields. This is a similar type of project. In addition, the facility serves not only the City of Dublin, but a broader community, with participants coming from throughout the state. Therefore, staff believed it was appropriate for a State capital budget request. Ms. Chinnici - Zuercher inquired the timeframe for a decision. Ms. Grigsby responded that the deadline for requests is on Friday. She will inquire about the timeframe for the decision. 6. Indicated that she was sorry to hear that long -time employee Steve Sova has left the City and accepted another position in the Columbus area. 7. Stated that she attended the Ohio Municipal League (OML) board meeting last week. Randy Cole, Director of the Ohio Petroleum Board, spoke about the importance of shared services. A board member then noted that municipal governments have been participating in shared services for years, and she mentioned those in which the City of Dublin has partnered. The message was that this is a way in which local governments can save money, in view of the reduction of the Local Government Fund, the elimination of estate tax, and other changes that may occur in the future. Board members indicated that there are Police, Fire and other regulations that require a certain level of staffing, for which municipal government must now identify other sources of funding. Some other members present from throughout the State indicated that they recently had to approve income tax or sales tax increases to recoup some of the lost state funding. Recently, OML identified a list of legislative priorities for their lobbyists over the next few years. In addition to discussion concerning Sub. HB5, there was discussion about the proposed annexation bill, which would change the current Expedited Type II procedures. She would advise that the City have its lobbyist voice the City's opposition to any changes with Dublin's state representatives. 8. Wished everyone happy holidays! RECORD OF PROCEEDINGS Minutes-of Dublin City Council LEGAL BLANK, INC FORM NO 10148 Held December 9, 2013 Page 2 of 22 20 ,Meeting Vice Mayor Salay 1. Referred to Ms. Chinnici - Zuercher's earlier comment concerning provision of appropriate notices to the public prior to a public meeting. Recently, she has been involved in a few situations in which appropriate notice to residents was an issue, as Ms. Grigsby is aware. Ms. Grigsby responded that Planning staff has prepared a memo on this subject. There are Code required notices for rezonings and various meetings, and there are City policies and practices in regard to such notification. One of the specific projects discussed is the Shier Rings Corridor Study, including the notices that were provided and the timeframe in which they were given. A broad range of information was sent out to property owners and residents within a certain number of feet from the study area and to Ballantrae residents, the homeowners association, and residents who had attended previous meetings. The City tries very hard to make sure public notice is given. The a -news served as a reminder notification a couple of days before the hearing was held. Vice Mayor Salay is also referring to notice for the concept plan for the Villages of Coffman Park. Residents expressed concern that they had not been given notice of that plan. Planning staff compiled details regarding all the notices that had been distributed before last Thursday's meeting. Notices were sent directly to each resident. She will have a copy of that information provided to Council members. F_ Vice Mayor Salay clarified that the issue was not that the residents were not aware of the Villages of Coffman Park project — they were aware of that. They were not, however, notified that their individual properties were also being rezoned. They were very unhappy that they were not informed of that important fact. The City believed it had done the appropriate noticing, but the City needs to do a better job with notification regarding items of such magnitude. She looks forward to reviewing the memo, and then Council can determine its desires in terms of notices to the public. 2. Thanked staff for another great year and term on Council. She looks forward to seeing everyone back in 2014, when re- elected Council members will be sworn in and Council will be joined by a new member. Merry Christmas and Happy New Year to all! Mayor Lecklider: 1. Congratulated staff on the City's achieving the highest possible ratings from Fitch and from Moody's. The memo noted that the size of the City's reserves contributed to that rating, taking into account the City's long -term debt obligations. This is another testament to the City's sound fiscal management and a response to those who criticize the size of the City's reserves. 2. Noted that included in Council's packet was a copy of a letter from Ralph and Susie Feasel regarding the Hyland- Croy /Brand Road roundabout. They complimented the City's contractor, the Igel Company. Staff does stress to its contractors the extent to which they are an extension of and reflection upon the City. Council appreciates the outstanding service Igel has provided in this instance. He asked that staff pass along Council's appreciation to the contractor. Mr. and Mrs. Feasel also complimented City employee, Dean Saunders. He asked that staff express Council's appreciation to Mr. Saunders for representing City Council well. 3. Thanked staff for a great 2013. Dublin continues to be a leader in the central Ohio region in many respects, and a responsible leader. In many cases, the City's actions benefit the entire region. He encouraged staff to reflect on its many successes this past year. Council looks forward to another successful year in 2014. He wishes everyone a Merry Christmas and a Happy New Year! RECORD OF PROCEEDINGS Minutes of Dublin City Council Meeting D AYTON LEGAL BLANK, INC. FORM NO. 10148 Decen Held ADJOURNMENT The meeting was adjourned at 9:50 p.r Mayor — Presiding Officer Clerk of Council