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HomeMy WebLinkAbout03-24-14 Council MinutesRECORD OF PROCEEDINGS Minutes-of Dublin City Council DAYTON LEGAL BLANK, INC.. FORM _NO. _1 0148 March 24, 2014 Held 2(? Meeting CALL TO ORDER Mayor Keenan called the Monday, March 24, 2014 Regular Meeting of Dublin City Council to order at 6:00 p.m. at the Dublin Municipal Building. ADJOURNMENT TO EXECUTIVE SESSION Mayor Keenan moved to adjourn to executive session to discuss land acquisition matters, legal matters, collective bargaining matters, and personnel matters (to consider the appointment of a public official). Ms. Chin nici-Zuercher seconded the motion. Vote on the motion: Ms. Chinnici - Zuercher, yes; Mayor Keenan, yes; Vice Mayor Gerber, yes; Mr. Peterson, yes. (Mr. Lecklider and Mr. Reiner joined the executive session in progress. Ms. Salay was absent.) The meeting was reconvened at 7:00 p.m. ROLL CALL Members present were Mayor Keenan, Vice Mayor Gerber, Ms. Chinnici - Zuercher, Mr. Lecklider, Mr. Peterson and Mr. Reiner. Ms. Salay was absent (excused). Staff members present were Ms. Grigsby, Mr. Smith, Ms. Crandall, Ms. Mumma, Ms. O'Callaghan, Chief von Eckartsberg, Ms. Ott, Ms. Nardecchia, Ms. Puskarcik, Ms. Gilger, Mr. Hammersmith, Ms. Husak, Ms. Leroy and Mr. Kridler. PLEDGE OF ALLEGIANCE Mr. Lecklider led the Pledge of Allegiance. PROCLAMATIONS /SPECIAL RECOGNITION • National Volunteer Week Proclamation Mayor Keenan noted that National Volunteer Week was established in 1974 and has drawn endorsement from all U.S. Presidents since that time, as well as governors, mayors and j� elected officials throughout the country. Dublin is proud to continue this tradition and to celebrate the fact that all throughout the year, volunteerism is a form of strategy, dd partnership and citizen engagement. I� He then read and presented a proclamation to Community Service Officer Brian Landis who accepted the proclamation on behalf of all Dublin volunteers. • Presidential Service Awards Chief von Eckartsberg and Corporal Keiffer joined the Mayor in presenting these pins and certificates to Dublin Community Service Officers, including Kevin Cooper, Molly Freas, Debbie Giddings, Douglas Harriman, Brian Landis, Michael Sams, Joe Sanderlin, Abdul Sawah and Becky Saylor. Lisa Trippe was not able to be present but is a recipient of these awards as well. On behalf of Dublin City Council, Mayor Keenan congratulated the Community Service Officers for this award. He noted that community safety is a priority in Dublin and the City is pleased to have implemented the Community Service Officer Program within the Dublin Division of Police. These team members were chosen in a highly selective process and are trained to be an "extra reach" and support for Police officers by assisting in vacation house checks, theft prevention notice delivery, and special events. This is a wonderful example of how service and volunteerism can have an impact. CITIZEN COMMENTS Rose Zhang, 7472 Bardston Drive stated that she is present to speak about Shen Yuri 2014 performing arts. She is a volunteer for Ohio Falun Dafa Association -- the local host for the New York -based performing arts show. The mission of Shen Yuri is to revive the 5,000- year -old traditional Chinese culture. They present in over 100 cities each year, with live orchestra and hand -made costumes and classical Chinese dance. She shared a video highlight of the performance, noting that the local performances will be at the Ohio RECORD OF PROCEEDINGS Minutes of _ Dublin City Council Meeting DAYTON LEGAL BLANK, INC., FORM NO. 10148 Held March 24, 2014 Page 2 of 11 Theatre in Columbus on April 15 and 16. She thanked Council for inviting them to share their information with the citizens. Mayor Keenan stated that Dublin has embraced the international community and is appreciative of their presentation. Ms. Zhang added that both she and the technical person accompanying her are Dublin residents and schoolteachers. Roger Vogel, 177 Longview Drive, President of the Mid Century Dublin Neighbors Association thanked the Dublin staff members who met with their Association on March 3. They look forward to continuing to work with City Council and staff to upgrade and improve their neighborhood, which is located 1 /z mile from Historic Dublin. There are 75 homes in their neighborhood built in the mid -2& century. They continue to discuss and work on these issues: introduction of an Adult Family Home in their neighborhood; the upgrading of their streets; and the completion of the multi -use path from Historic Dublin to Rings Road. Their recent efforts focus on the issues of the "Adult Family Home." They are aware that the owner of the company locating such a home in their neighborhood told a reporter in September of 2013 that they plan to triple their locations in Central Ohio in 2014. The property owner already owned eight properties in Franklin county at the end of 2013. They are aware that this owner has used an alias in his attempt to purchase another home on Longview Drive. He was recognized and the Association has been working with the widow who owns the property to market and sell her home to buyers other than this individual. This company is aggressively targeting their area, but the City's legal staff indicated that these Adult Family Homes can go into any neighborhood in Ohio. The Association is looking forward to the legislation being written for submission to Planning Commission on April 3. They are in need of having this legislation in place as soon as possible to limit the density of these homes. He added that he recently learned from a Dublin Police officer that on March 2, two calls for emergency service were received within two hours for the two adult family homes already operating in Dublin — one on Tonti Drive and one on Avery Road. The Police officer said that they were unaware this type of home was operating in Dublin until they received these calls for service. He urged the City to establish a mechanism whereby the owner /operator of an Adult Family Home would inform and work with the appropriate agencies so that everyone is ready to respond to situations that arise. Mayor Keenan asked the Law Director to comment. Mr. Smith stated that a Zoning Code amendment is to be presented to the Planning Commission on April 3, and Legal staff expects that the Commission will make recommendation to Council for the first reading of an ordinance on April 14. Ms. Chinnici - Zuercher asked him to clarify what the ordinance will do. Mr. Smith responded that the legislation will address only the dispersal of such adult family homes, i.e. how close they can be to each other, which is the only aspect the City can legally regulate. The Ohio Courts struck down local legislation with 1,000 feet separation; 500 feet of separation has been acceptable. With a 40 -foot lot, this would translate to a separation of 12 -13 homes between adult family homes. In terms of the Police officers not being aware of these adult family homes, he has discussed this matter with Chief von Eckartsberg and officers are now aware of their location. Mayor Keenan asked for clarification — is there a requirement that the owner of these Adult Family Homes report their existence to the City? Mr. Smith responded that there is no requirement, as the state law does not require such registration. Staff became aware of the existence of the homes when building remodel permits were secured for the homes. Ms. Chinnici - Zuercher commented that these adult group homes have been in existence for years, perhaps not in Dublin. The Longview and Tonti Drive ones are owned by the same owners — she was not aware of one on Avery Road. Traditionally, when group homes are being established in communities, it is recommended that the community and the group home operator meet. The goal is to educate the neighborhoods about the RECORD OF PROCEEDINGS _ Minutes -of— _ _ Dublin City Council DAYTON LEGAL BLANK, INC., FORM NO. 10148 Held Meeting March 24, 2014 Page 3 of i - 20 clients who will be placed in the homes so that the neighborhoods can become comfortable with these group homes. She encourages the Association to contact the property owner and offer to meet with him. Mr. Vogel responded that the Association did meet with this owner prior to coming to j Council. They felt they had a good understanding, but now have learned that he is trying to purchase another house on their 1,500 -foot street. He believes that someone needs to reach out to these owners and encourage them to work with the City so that everyone is aware of the needs these residents will have. His other question is if Legal staff is aware of the lawsuit in Montgomery County. Mr. Smith responded that he is aware of a case in the Cincinnati area and has discussed it with other attorneys. CONSENT AGENDA (Items proposed for the Consent Agenda are acted upon by a single motion and vote of Council. However, upon request of a Council Member, any proposed Consent Agenda item may be removed from the Consent Agenda for further discussion /consideration under the regular order of business.) Mr. Reiner moved approval of the 10 items on the Consent agenda. Mr. Lecklider seconded the motion. Vote on the motion: Mr. Lecklider, yes; Mr. Reiner, yes; Mayor Keenan, yes; Vice Mayor Gerber, yes; Ms. Chinnici - Zuercher, yes; Mr. Peterson, yes. • Approval of Minutes of Regular Meeting of March 10, 2014 • Notice to Legislative Authority re D1 TREX liquor permit from Super Subby's, Inc., dba Super Subby's, 1831 E. Stroop Road, Kettering, OH to AED Enterprises LLC dba Dewey's Pizza, 6510 -6570 Perimeter Drive, Dublin, OH • Notice to Legislative Authority re D2 TREX liquor permit from AED Enterprises LLC, dba Dewey's Pizza, 131 Jasper Street, Dayton, OH 45409 to AED Enterprises LLC, dba Dewey's Pizza, 6510 -6570 Perimeter Drive, Dublin, OH • Ordinance 12 -14 (Introduction /first reading) Authorizing the City Manager to Execute Necessary Conveyance Documents to Acquire 0.024 Acres, More or Less, Permanent Easement and 0.049 Acres, More or Less, Temporary Easement from Isaac D. Penson and Kay W. Penson. (Second reading /public hearing April 14 Council meeting) • Ordinance 13 -14 (Introduction /first reading) Authorizing the City Manager to Execute Necessary Conveyance Documents to Acquire 0.058 Acres, More or Less, Temporary Easement from Kevin M. Klosterman and Karen L. Klosterman. (Second reading /public hearing April 14 Council meeting) • Ordinance 14 -14 (Introduction /first reading) Authorizing the City Manager to Execute Necessary Conveyance Documents to Acquire 0.051 Acres, More or Less, Temporary Easement from Jack M. McKitrick and Sue E. McKitrick. (Second reading /public hearing April 14 Council meeting) • Ordinance 15 -14 (Introduction /first reading) Authorizing the City Manager to Execute Necessary Conveyance Documents to Acquire 0.109 Acres, More or Less, Temporary Easement from Kent L. Stephens and Linda D. Stephens. (Second reading /public hearing April 14 Council meeting) • Ordinance 16 -14 (Introduction /first reading) Authorizing the City Manager to Execute Necessary Conveyance Documents to Acquire 0.051 Acres, More or Less, Temporary Easement from Donald P. Burns and Cheryl L. Burns. (Second reading /public hearing April 14 Council meeting) • Ordinance 17 -14 (Introduction /first reading) Authorizing the City Manager to Execute Necessary Conveyance Documents to Acquire 0.054 Acres, More or Less, Temporary Easement and a 0.040 Acres, More RECORD OF PROCEEDINGS Minutes-of— Dublin City Council Meeting IN C., FORM NO. 10149 ICAarch 24, 2014 Page 4 of 11 2( or Less, Temporary Easement from Thomas A. McDowell and Allen E. McDowell. (Second reading /public hearing April 14 Council meeting) • Ordinance 18 -14 (Introduction /first reading) Authorizing the City Manager to Execute a Utility Easement Granting American Electric Power a Ten (10) by Fifteen (15) Feet Easement on Property Owned by the City of Dublin at the Northeast Corner of Brand Road and Brandonway Drive. (Second reading /public hearing April 14 Council meeting) INTRODUCTION/ FIRST READING — ORDINANCES Ordinance 19 -14 Authorizing the Execution of an Extension of the Employment Agreement with the City Manager, and Declaring an Emergency. (Request to dispense with public hearing) Vice Mayor Gerber introduced the ordinance. Mr. Smith stated that Legal staff recommends that Council dispense with the public hearing and treat this as an emergency ordinance so that the provisions can be implemented immediately. Ms. Chinnici - Zuercher moved to dispense with the public hearing and treat as emergency legislation. Mr. Lecklider seconded the motion. Vote on the motion: Ms. Chinnici - Zuercher, yes; Mr. Reiner, yes; Mr. Lecklider, yes; Mr. Peterson, yes; Vice Mayor Gerber, yes; Mayor Keenan, yes. Vote on the Ordinance: Mr. Lecklider, yes; Mr. Peterson, yes; Mayor Keenan, yes; Vice Mayor Gerber, yes; Mr. Reiner, yes; Ms. Chinnici - Zuercher, yes. Ordinance 20 -14 Authorizing the Execution of the City of Dublin — Dublin City School District Bridge Street District Cooperative Agreement. Vice Mayor Gerber introduced the ordinance. Ms. Grigsby stated that this ordinance authorizes the execution of the Bridge Street District Cooperative Agreement between the City of Dublin and the Dublin City School District. She noted that the primary goal of implementing the Bridge Street District is to help ensure the City's long -term economic competitiveness. The Bridge Street District will provide a denser, mixed -use, walkable area that will enhance the City's ability to attract and retain young talent for existing companies and companies that may be looking to locate in Dublin. In order to support this type of development, a significant investment in infrastructure improvements is required. As discussed at the outset and throughout the Bridge Street District planning process, the City and the School District both understand that -- in order to implement the Bridge Street District vision and the use of certain incentives to help offset the costs of the BSD's development types in need of public infrastructure required to serve the BSD -- a cooperative agreement between the City and the School District would be needed. Over the past year, City staff has engaged in discussions with representatives of the Dublin City School district. The City appreciates the time they have dedicated to finding a solution that will meet the needs of both the City and the School District and provide for the implementation of the Bridge Street District. The proposed cooperative agreement provides the terms such that each of the parties' needs are addressed. She thanked Superintendent Hoadley, Treasurer Osborne, and the Board of Education — specifically President Lynn May who is present tonight and Stu Harris for all their efforts over the past year and their willingness to consider options and potential terms that will result in agreement between the City and the School District. She described the provisions in the agreement, noting that the cooperative agreement covers the entire Bridge Street District. Beginning in 2014, the City will have the ability to establish Tax Incentive Districts, including Tax Increment Financing Districts. These agreements will provide for the following: 1. For years one through 15, the City will retain 100 percent of the real property tax revenues or payments in lieu of property taxes and use those dollars to invest in the infrastructure improvements necessary to implement the Bridge Street vision. RECORD (1 Minutes—of __. Du m ity ounce Meeting__ LEGAL BLANK, INC., FORM NO. 10148 March 24, 2014 Page 5 of 11 eld 2. For years 16 through 30, the City will remit to the School District 10 percent of the real property tax revenues the School District would have received had the incentive districts not been established. The remaining 90 percent will be retained by the City to utilize for investment in the infrastructure improvements necessary. 3. As consideration for the School District's approval of the real property tax exemption, the City has agreed for each year from 2014 to 2045, for a period of 32 years, to make a payment to the School District in the amount of $1.5 million. In the year 2046, the City will make a payment to the School District of $2 million for a total of $50 million over a 33 -year period. This new revenue stream, which will occur immediately in 2014 will allow the School District to focus on and enhance their educational technology needs. 4. As consideration for the City's agreement to make these payments, the School District has agreed that until December of 2046, the City may pass legislation from time to time establishing these real property based tax exemptions or tax increment financing districts that have a similar result - to exempt 100 percent of the private improvement made from the real property for a period of 30 years. 5. Except for the previously described payments, the School District would not receive any other compensation from the City. 6. The School District would also waive their right to any additional notifications for the passage of legislation to set up any of the TIF districts or incentive districts throughout the 30 -year period. 7. The School District agrees not to contest any application for real property tax exemption or not seek to increase the base value for any parcel. 8. During the term of these agreements, the School District would continue to receive the current real estate tax dollars that they are receiving today. 9. There are restrictions in the Ohio Constitution that the City's annual payments to the School District cannot exceed the revenue that the School District would have received had the TIF districts or other incentive districts not been put in place. As a result, several thresholds or safeguards have been included in the agreement that provides protection for the City. • By October 31, 2016, there needs to be investment by the private industry in the amount of $70 million. The $70 million would provide $1.5 million to the School District, based upon their current millage in place. • For the years 2016 through 2046, a compensation variance as described in the cooperative agreement would be determined and, if necessary, any adjustments made to the next annual payment. This ensures that the City does not pay any more to the School District aside from the annual payments and the 10 percent payment the City will make from the incentive districts - than the District would have received if those incentive or TIF districts had not been put in place. Ms. Grigsby stated that the cooperative agreement was discussed at the School Board work session on March 20 and is scheduled for legislation at their April 14 meeting. City Council will have a second reading of the ordinance on April 14. In addition to representatives from the School District, she thanked City staff members Ms. Mumma and Mr. Foegler, and Chris Franzmann of Squires, Sanders, Dempsey, the City's bond counsel - for all their efforts in drafting the agreement and working through the terms of the agreement. She thanked Ms. Burness of the City's Community Relations division and Mr. Baker from the School District for their communications efforts. She noted that this is the first piece in facilitating the implementation of the Bridge Street District and the necessary infrastructure improvements to support the vision of Bridge Street. She offered to respond to any questions. Mayor Keenan stated that this cooperative agreement is extremely important to the success of the Bridge Street District. He acknowledged Lynn May, President of the Board of Education who was in the audience. Vice Mayor Gerber thanked Ms. May for her efforts over the past year, as well as those of Board Member Stu Harris. This agreement reflects the successful partnership the City and the Schools have in place. RECORD OF PROCEEDINGS Minutes of Dublin City Council DAYTON LEGAL BLANK, INC., FORM NO 10148 March 24, 2014 _ - - Page 6-of 11 Held 20 There will be a second reading /public hearing at the April 14 Council meeting. INTRODUCTION /PUBLIC HEARING /VOTE - RESOLUTIONS Resolution 18 -14 Appointing Members to the Various Boards and Commissions of the Ci Dublin. Meetin,g Vice Mayor Gerber introduced the resolution. Vice Mayor Gerber, Administrative Committee Chair reported that Council interviewed over 25 very talented and qualified individuals for these appointments and has now agreed upon the candidates to be appointed. He moved the following appointments: • Amy Kramb reappointed to a four -year term on the Planning and Zoning Commission. • Roger Eastep appointed to a four -year term on the Planning and Zoning Commission. • Brian Gunnoe reappointed to a three -year term on the Board of Zoning Appeals. • Thomas Munhall reappointed to a three -year term on the Architectural Review Board. • Marilyn Baker, Ann Bohman, Warren Fishman, Stephanie Hall and Kelli Lynn appointed to three -year terms on the Community Services Advisory Commission. • Jim Renard reappointed to a three -year term on the Personnel Board of Review • Laura Colwell appointed to a three -year term on the Records Commission. • Deborah Graham - Gibson reappointed to a two -year term on the Board of the Dublin Arts Council. Mr. Peterson seconded the motion. Vote on the motion: Ms. Chinnici - Zuercher, no; Vice Mayor Gerber, yes; Mr. Peterson, yes; Mr. Lecklider, yes; Mayor Keenan, yes; Mr. Reiner, yes. Resolution 19 -14 Approving the Mayor's Appointment of Magistrates for Dublin Mayor's Court and Authorizing the Execution of Contracts for Magistrate Services. Vice Mayor Gerber introduced the resolution. He stated that the resolution provides for the reappointment of Joel R. Campbell as Primary Magistrate and Sean H. Maxfield as Secondary/Back -up Magistrate for the Dublin Mayor's Court. He noted that interviews were conducted by the Administrative Committee of the Whole and these candidates were selected. Vote on the Resolution: Ms. Chinnici - Zuercher, yes; Mr. Reiner, yes; Mr. Peterson, yes; Mayor Keenan, yes; Vice Mayor Gerber, yes; Mr. Lecklider, yes. Resolution 20 -14 Waiving Competitive Bidding Requirements for the Purchase of Beer for the 2014 Dublin Irish Festival. Vice Mayor Gerber introduced the resolution. Ms. LeRoy stated that staff is requesting that Council waive competitive bidding requirements for the purchase of beer for the Dublin Irish Festival. Superior Beverage is the only area distributor for the two sponsored products served at the Festival: Killian's Irish Red and Guinness Stout. Mayor Keenan invited public testimony. Wallace Maurer, 7451 Dublin Road asked what has been the rationale for waiving competitive bidding requirements for these beverages. Ms. LeRoy responded that by state law, only one distributor in an area in the state of Ohio is allowed to sell one type of beer product. Superior Beverage is the only distributor that can sell the City's sponsored products. Mayor Keenan added that Superior Beverage is the exclusive distributor of the Killian's Irish Red and Guinness Stout in this area. RECORD OF PROCEEDINGS Minutes of Dublin y Council Meeting DAYTON LEGAL BLANK, INC. FORM NO. 10148 Held M4r 2D — Page 7 of 11 20 Vote on the Resolution: Mayor Keenan, yes; Mr. Reiner, yes; Ms. Chinnici - Zuercher, yes; Vice Mayor Gerber, yes; Mr. Lecklider, yes; Mr. Peterson, yes. Resolution 21 -14 Authorizing the City Manager to Execute an Amended Ground Lease with New Era Golf Ohio GCD Inc. Related to the Golf Club of Dublin and Extending the Term of the Current Lease Agreement. Vice Mayor Gerber introduced the resolution. Mr. Smith stated that 12 years ago, the City opened the Golf Club of Dublin. Currently, New Era Golf Ohio is in contract negotiations with General Electric Credit Equities, Inc. for purchase of General Electric Credit Equities' interest in the Golf Club of Dublin. Staff is recommending that the City enter into a lease agreement with New Era Golf to operate the golf club. New Era is a locally owned entity and operates some similar golf courses in the area as outlined in the memo. Should the City agree to enter into a lease agreement with New Era, the City would release General Electric Credit Equities from their existing lease agreement. The original principal amount of financing by GE was $8,500,000, with a significant portion of this remaining as outstanding debt. Under a revised lease with New Era, the amount of debt would be reduced to $1,900,000. Staff has checked all of their references and reviewed the condition of the course. One of the principals of New Era is Mr. Romanelli, who was not able to come tonight. The financing will need to be approved prior to execution. New Era Golf is confident that this will be approved. It is staffs recommendation to approve this amended ground lease. Mayor Keenan stated that this is a solid operator and they will do significant work at the course, including new carts and upgrades. Mr. Smith added that they plan to do some work at the clubhouse as well. Mr. Gerber asked if this approval is conditioned upon their financing approval. Mr. Smith responded affirmatively, noting that the language in the last "Whereas" clause indicates that the approval is contingent upon the financing. Mr. Lecklider asked about the number of rounds this new operator anticipates, and if it is consistent with the current operation. Ms. Grigsby responded that, based upon the number they provided of 37,500 — it is slightly lower than the number of rounds over the past couple of years at the golf course. They will monitor the number of rounds, as it impacts the experience of the golfers at the course. Mayor Keenan invited public testimony. Wallace Maurer, 7451 Dublin Road stated that at the time the golf course development was proposed, he testified that there are 79 golf courses located within 20 minutes of Dublin. There may be even more at this time. He also recalled that there was a serious water supply problem for this golf course in the past. Mayor Keenan stated that the water issue was resolved. Mr. Maurer stated that he had proposed that the land be used as a Western hemisphere center for Irish drama, similar to the Stratford, Ontario Shakespeare Festival. The Stratford Festival at that time had a $ 39 million annual budget and drew from North and South America. He envisioned that as a great opportunity for Dublin. He remains skeptical about this golf course, as there are still 79 golf courses in the general area. Vote on the Resolution: Mr. Reiner, yes; Mayor Keenan, yes; Mr. Peterson, yes; Ms. Chinnici - Zuercher, yes; Vice Mayor Gerber, yes; Mr. Lecklider, yes. Resolution 22 -14 Authorizing the City Manager to Execute an Amended Lease Agreement with GTN Corporation for Lease of the Dublin Village Tavern. Vice Mayor Gerber introduced the resolution. RECORD OF PROCEEDINGS Minutes of Dublin PROCEEDINGS Council Meeting DAYTON LEGAL BLANK INC.. FORM NO 101423 Held March - 24, 2014 Page 8 of 11 Ms. Crandall stated that this is an amendment to the existing lease, which establishes a new lease rate. This is being done in recognition of the significant leasehold improvements that GTN has made to this property. The lease runs through February 28, 2019, and staff recommends approval. There were no questions. Wallace Maurer, 7451 Dublin Road asked what "GTN" means. �+ Mr. Keenan responded it is simply the corporate name. Vote on the Resolution: Mr. Lecklider, yes; Vice Mayor Gerber, yes; Mr. Peterson, yes; Mayor Keenan, yes; Mr. Reiner, yes; Ms. Chinnici - Zuercher, yes. OTHER • Approval of Sale of Alcohol in Coffman Park for Dublin Irish Festival — August 1 -3, 2014 Ms. LeRoy stated that staff is seeking Council approval to sell alcoholic beverages in Coffman Park during the Irish Festival, August 1 -3, 2014. She offered to respond to any questions. Ms. Chinnici - Zuercher moved approval of the sale of alcohol in Coffman Park on August 1- 3 in conjunction with the Dublin Irish Festival. Vice Mayor Gerber seconded the motion. Vote on the motion: Ms. Chinnici - Zuercher, yes; Mr. Peterson, yes; Mr. Reiner, yes; Mr. Lecklider, yes; Vice Mayor Gerber, yes; Mayor Keenan, yes. STAFF COMMENTS Ms. Grigsby reported: 1. Beginning this week, scaffolding will be in place on the City Hall building facing Emerald Parkway. Window replacement and wood trim on the building will be done. 2. On Monday, April 7, a workshop is scheduled with Council so that the Library representatives can update Council and staff on their project. The other item on the agenda will be an introduction of proposed streetscape in the Bridge Street District. Staff will verify the start time of the workshop and e-mail that information to Council. COUNCIL COMMITTEE REPORTS /COUNCIL ROUNDTABLE • Community Development Committee - Beautify Your Neighborhood Grant Recommendations Mr. Reiner, Committee Chair reported that the Committee met on March 12 and reviewed the grant applications. The total amount of grant funds requested was $22,682.51 from six applicants. The operating budget included $32,000 for these grants. Most of the applications involved plant material versus structural items, but all were approved by the Committee. The following recommendations are made: 1. Ballantrae - $4,971 2. Dunmere - $2,774 3. Wellington Place - $5,000 4. Llewellyn Farms - $3,000 5. River Highlands - $1,937.51 6. Park Place - $5,000 Mr. Reiner moved approval of the Committee recommendations. Ms. Chin nici-Zuercher seconded the motion. Mr. Lecklider asked if all of these Associations receiving grants are forced and funded. Ms. Grigsby stated she believes they are all forced and funded, but staff can confirm this. Mr. Lecklider asked if any non forced and funded Association has ever made application for these grant monies. Ms. Grigsby stated that she does not have that information tonight. Ms. Husak added that she does not believe that Llewellyn Farms is a forced and funded association — but rather a volunteer association. Dunmere is also a volunteer association. RECORD 9F P OCF�E DINGS ____Minutes-of Du lin Counci Meeting DAYTON LEGAL BLANK, INO , FORM NO. 10148 March 24, 2014 Page 9 of 11 Held Mr. Lecklider asked that staff confirm this information. Ms. Husak responded that she will do so. Mr. Lecklider thanked the Committee members for their time and effort in reviewing the applications. Mr. Reiner reported another item of business considered by the Committee. The Dublin Arts Council requested approval to sell alcohol at Scioto Park for the Sundays at Scioto concerts. This requested was discussed and was not recommended for approval to Council. Mr. Peterson stated that he was contacted by a homeowners association in his ward about the grants. Is there any mechanism to consider an application retroactively? The Association was not aware of this grant program and installed some hardscaping. He advised them that they should consider applying for a grant next year, but he received a response that the association had installed lighting and other architectural features. Is there a retroactive option available for such grants, given that there are funds remaining in the budget for this? Ms. Grigsby responded that the grant applications are required to be submitted before the improvements are done so that there is thorough review by staff of the details of the proposed project. There have not been any grants done retroactively to date. Mr. Keenan asked about the notification procedure for the Beautify Your Neighborhood grant program. Are letters sent to the Associations about the availability of grants? Ms. Grigsby responded that notice is sent out and information is on the website regarding the timing and how to submit a grant application. Staff meets with representatives of homeowners association to help them understand the submission process. Mr. Peterson stated that he encouraged the association representatives to contact staff for assistance with application submittal next year. Ms. Chinnici - Zuercher noted that she sent Mr. Reiner an e-mail about the fact that there seemed to be a conflict for the majority of applications between what the HOAs requested in plantings versus the staff recommendations for plantings. Therefore, she was relying upon Mr. Reiner's expertise in this field. She is not certain how all of this is reconciled. She also has a major concern with the amount of frontage for Park Place and the fact that the homeowners are responsible for its maintenance. It seems inconsistent with the normal frontage that an HOA is responsible for maintaining. The phases of the Park Place BYN grant proposal are very expensive due to the size of the acreage. Yet, the City only provides a grant of $5,000 for this purpose. This is something that the Committee might want to consider in the future - whether exceptions should be made to policy when there is excessive acreage that an HOA has responsibility for maintaining. Mr. Lecklider agreed, and recalled the "Road to Wow" initiative and the large setbacks contemplated that would place a significant burden on the HOA to maintain. Ms. Grigsby stated that in the past, the City reviewed this issue for another subdivision and determined that if the cost per acre for the maintenance, specifically mowing, was more than what was considered normal - that the City would make adjustments. Perhaps this is a similar case that should be reviewed. Staff also considers the nature of the greenspace area itself, as some areas require lower maintenance than others. Mayor Keenan asked that staff report back about this item. Mr. Lecklider noted that the problem with this particular application is the number of trees of one species. The City no longer uses one species for these large plantings. Mr. Reiner responded that this Association was a focused and dedicated group. This was a massive cherry tree planting and some of the species do not thrive in this area and are not resistant to pests. For future development, the City should take a closer look at these details. Ms. Chinn ici-Zuercher recalled that what was approved at the original rezoning is not possible now, and yet the staff is indicating to the Association that this is not what was approved. This situation needs to be reviewed and addressed. Her major concern is with the amount of acreage and the burden it places on the homeowners for the maintenance. RECORD OF PROCEEDINGS Minutes of Dublin City Council _ Meeting DAYTON LEGAL BLANK, INC, FORM NO 16148 Held_ F 1 March 24, 2014 Page 10 of 1 20_. Vote on the motion: Mr. Lecklider, yes; Mr. Reiner, yes; Mayor Keenan, yes; Ms. Chinnici - Zuercher, yes; Vice Mayor Gerber, yes; Mr. Peterson, yes. COUNCIL ROUNDTABLE Ms. Chinnici - Zuercher: 1. Reported that she serves on the Mid Ohio Regional Planning Commission Board who met on March 13. The agenda and materials are available for review in the Council Planning room. In addition, the MORPC Legislative update is included in the Council packet. There are quite a few legislative items under consideration at the General Assembly that would impact member communities of MORPC. 2. Noted that the Ohio Municipal League Board met on Friday. All of the materials are available for Council's review in the Council Planning room. 3. Noted that she has distributed information regarding three bills, which should be monitored by the City — House Bill 277 and House Bill 198; and House Bill 289, related to Joint Economic Development Zones. It will be important to follow these pieces of legislation and have the City's lobbyists share updates on them. 4. Asked when the landscaping will be installed and the fences removed from the construction at the Brand /Coffman roundabout. Ms. Grigsby responded that work is weather dependent, but is scheduled to begin in April. The goal is to have that project as well as the multi -use path to the west completed as soon as possible. 5. Asked about the area between the Historic District and Rings Road and the planned multi -use path to be installed, and whether the City will be moving the existing stone wall? It appears there are also some plantings or tall grass behind those stone walls. Ms. Grigsby responded that some stone walls will be relocated. In some cases, there is brush and invasive species growing behind the walls; in other cases, it is plant material installed by the property owner. As part of the appraisal process, the City will review the impacts on the properties. Ms. Chinnici - Zuercher asked if the City will reuse any portions of the stone walls. Mr. Hammersmith added that the stone will not be reused, due to its weathered state and difficulty in working with it to recreate the wall. Ms. Chinnici - Zuercher asked if the stone will be made available to citizens for either purchase or at no cost. Ms. Ott noted that property owners have been advised that the City's intention is not to keep the stone; the stone becomes the property of the general contractor as part of the debris removed from the site. Mr. Lecklider noted that he had the opportunity again this year to participate in the Dublin Business Appreciation Day on Friday, March 14. His team visited Express Scripts, IGS Energy, Tim Horton's and other businesses. All of the businesses were very appreciative of the visits, and the City representatives also enjoyed the visits. He highly recommends it to Council members, if they have not participated previously! Mr. Reiner: 1. Congratulated Ms. Ott for her work in securing the placement of the name ""Dublin" in the old style of lettering on the new freeway interchange at I- 270/33. 2. Asked Ms. Grigsby about the grant that Shawnee Hills received for the improvement of the intersection at Dublin /Glick Roads, and the next steps for this project. Ms. Grigsby responded that staff is in the process of contacting property owners regarding the right -of -way needed for the project. The project continues to move forward, and staff anticipates that sometime after July, there will be legislation brought to Council to award a contract for the project. Mr. Reiner commented that the various social gatherings with neighboring jurisdictions have been instrumental in the cooperative effort for this intersection improvement, which will be accomplished with grant assistance. RECORD ?ROCFEDINGS Minutes-of u m ity Counci DAYTON LEGAL BLANK, INC. FORM NO 10146 - March 24, 201 Page 1 of 11 14 ;i 20 Meeting Ms. Grigsby added that Shawnee Hills works with a grant writer who has been successful in obtaining other grants they have submitted. They did the bulk of this work, and Dublin reviewed it as well. Mr. Reiner congratulated everyone for their efforts on this improvement. 3. Stated that the Dublin Arts Council will host their annual Garden Party on Friday, May 2 at OCLC. He encouraged everyone to attend and support the DAC. 4. Noted that he and Mr. Lecklider were able to see the Dublin girls' basketball team play in the state finals, and they did a fantastic job. Unfortunately, they lost the game -- but congratulations on their tremendous season! Vice Mayor Gerber: 1. Noted that Council discussed the need for more assignments for the Community Services Advisory Commission. The Community Development Committee has volunteered to develop some ideas for assignments and report in the next 30 days. Mr. Reiner confirmed that the Committee plans to identify interesting programs for which the Commission can provide input. He believes this will be a very productive relationship. 2. Reported that the Administrative Committee will coordinate the oaths of office for the new and reappointed members of boards and commissions in April. This can be coordinated via e-mail. 3. Commented that the annual board and commission recognition event is scheduled for Wednesday, May 14, and the location and details are to be determined. 4. Reported that he has shared some documents tonight related to his October suggestion of things the City could do to facilitate Veterans' events for Dublin Veterans. Staff has assembled a comprehensive report, with any related costs, which is intended to provide some ideas for Council discussion. Perhaps at the next Council meeting, discussion can be scheduled. His recommendation is to consider doing a couple of items on the list. The intent is not to take the place of any veterans group already participating, but rather to facilitate more involvement on the City's part. Mayor Keenan encouraged everyone to review the packet so that discussion can be held at an upcoming meeting. Mayor Keenan: 1. Reported that he, too, was part of the Dublin Business Appreciation Day activities. It was lots of fun, and there were three teams involved in visiting local businesses. 2. Noted that on Friday, March 14 he served as emcee for the ""Best Legs in a Kilt" contest at Brazenhead. 3. Stated that the St. Patrick's Day parade went well, followed by the enjoyable Grand Leprechaun lunch honoring Michael Blackwell. The weather was very favorable, and Council appreciates all of staff's work on the parade. 4. Mr. Reiner, Ms. Chinnici - Zuercher, Mr. Lecklider, Ms. Grigsby, Mr. McDaniel and himself all attended the Ohio University Heritage College of Medicine groundbreaking held on March 19. The day was cold and blustery, but the tent accommodated the program that included a number of distinguished speakers from the University and the general contractor. The City is very appreciative of their presence in Dublin and the supportive comments made at the ceremonies. ADJOURNMENT e meeting was ad7ned at 8:05 p.m. yor — Presiding Officer Q � Clerk of Council