34-97 OrdinanceRECORD OF ORDINANCES
Dayton Legal Blank Co. Form No. 30043
Ordinance No. 34-97
- Passed _ __ - _ 19
AN ORDINANCE AUTHORIZING THE CITY MANAGER
TO ENTER INTO A LEASE AGREEMENT WITH
TIME WARNER ENTERTAINMENT COMPANY, L.P.
FOR A COMMUNICATIONS HUB
WHEREAS, the City of Dublin has invested significant dollars in computerization/automation,
and has constructed multiple Local Area Networks (LANs) which currently operate independently
in the various City owned facilities, and
WHEREAS, the City desires to take advantage of fiber optic technology to interconnect its
existing LANs thereby constructing a system of Wide Area Networks (WANs) enabling existing
systems and system users to send and share data among the City's facilities, as well as potentially
send video and phone services among facilities, and
WHEREAS, the Time Warner Entertainment Company, L.P. is the current cable service provider
in the City and desires to construct a "Communications Hub" on a portion of property at Coffman
Park and possesses the ability to construct a fiber optic system for the City, and
WHEREAS, the City and TimeWarner Entertainment Company, L.P. have been able to provide
for each others needs under mutually agreeable terms.
NOW, THEREFORE, BE IT ORDAINED by the Council of the City of Dublin, State of Ohio,
~_ of the elected members concurring that:
Section 1 The City Manager is hereby authorized to enter into a lease agreement with Time
Warner Entertainment Company, L.P. for the purpose of having a fiber optic network constructed
among the various City facilities in exchange for the use of land at Coffman Park, as stated in the
agreement.
Section 2 The City Manager is hereby authorized to allow Washington Township facilities to be
connected to the fiber optic network to facilitate communication and data sharing with the
Township.
Section 3 This Ordinance shall go in to effect on the earliest date permitted by law.
Passed this /' day of 199
G
Presiding Officer
ATTEST:
Clerk of Council
I hereby certify shot copies of this Ord;nancelResotot~srvj,,;e posted in fh~
City of Dublin in acpcordance with Section 731.25 of the Dbio Revised Code..
T
~t Cle of until, Dub ' ~; ~4~R
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MEMO
To: All Members of Dublin City Council
From: Timothy C. Hansley, City Manager
Initiated By: Dana L. McDaniel, Director of Servic
Subject: City Ordinance 34-97, Time Warner Communication Hub
Date: February 12, 1997
INTRODUCTION
Staff recommends Council approve Ordinance 34-97, authorizing the City Manager to enter into a
lease agreement with Time Warner Entertainment Company, L.P. (Warner).
In 1996, Time Warner Entertainment Company, L.P. (Warner) contacted the City regarding the need
to site a "Communications Hub". This facility houses equipment which boosts the cable signal and
I speculate that it may house similar equipment for phone systems, some day. Warner is limited as
to where this facility can be sited because the equipment it contains supports a specific geographic
portion of their system. This area as originally proposed is attached (Attachment 1).
BACKGROUND
In assisting Warner to locate a site for such a facility, it became apparent that a site for a facility such
as this would not be easy to come by given existing development and future development in the
defined area. Knowing that such facilities are necessary to the quality of the cable signal, staff felt
the need to assist. In addition, Warner's primary means of delivering this signal is by fiber optic.
Previously, as a part of the City's cable TV franchise with Warner, Warner was required to construct
a fiber "link" between the Municipal Building and the Justice Center. This fiber link has proven to
be valuable and the City has gained an appreciation for the capabilities and opportunities it provides.
Since the implementation of the City-Warner franchise agreement, the City has added two additional
facilities (5800 Building & CRC) and possesses yet another (Maintenance/Service Complex) which
were not considered in the franchise for the purpose of linking with fiber. Additionally, the City
constructed the Coffinan Park Storage Facility along Post Road in 1996. The construction of this
facility left a residual piece of property bounded by the storage facility, the Indian Run stream, and
Post Road. This piece of property is residual to the extent that it is not easily accessible for recreation
purposes. As a result of all this, it became apparent to staff that perhaps the best location for the
Communications Hub would be this property, if the proposed facility were designed properly and in
exchange for additional fiber optic "links" among City facilities. The precedent for this type of
venture was set with Cellular One (now Airtouch Cellular) and the Avery Road Water Tower.
The concept of this venture was originally presented to City Council who deferred it to Public
Services Committee. Staff presented the concept to the Public Services Committee, who agreed with
it in concept only and that staff should pursue negotiations. Additionally, it was Council's desire to
have the Planning and Zoning Commission review the concept plan/design for the facility to ensure
it was a proper use and fit. The site plan (Attachment 2) demonstrating the Communication Hub's
All Members of Dublin City Council
Page 2
February 12, 1997
relation to the ground and surrounding area; the elevations for the Coffman Park Storage Facility
(Attachment 3); the elevations for the proposed Communications Hub (Attachment 4; Note: same
Architect for both facilities); and minutes from the Planning and Zoning Commission (Attachment 5)
are attached. Staff pursued negotiations with Warner and the results are outlined below. Staff further
gave Public Services Committee a status update at a recent Public Services Committee meeting and
advised that the agreement would be coming to Council in the near future. Staff believes the project
is worth pursuing for the following reasons:
1. This venture will enable the City to receive benefit from land otherwise inaccessible
for recreational purposes.
2. The proposed facility does not take away from any accessible parkland.
3. The proposed facility compliments the City's storage facility in appearance and adds
to the "outbuilding/agricultural" appearance along that portion of Post Road.
4. Deters the need for Warner to seek another site which may be difficult to locate
within the desired area.
5. Sets a positive precedent for the cooperation and innovation needed to support
telecommunications infrastructure.
6. Will enable Warner to boost its signal, enhancing the quality of service to Dublin
residents.
7. Will enable the City to better communicate among its facilities and to expand upon
the capabilities of its investment in automation and perhaps enhance video and phone
capabilities.
8. System users identified many funtional and operational enhancements to the exisitng
system (Attachment 6).
9. Should Washington Township choose to, it will be permitted to "tap into" the "link"
at its fire station and fire headquarters on Shier Rings Road.
10. A fiber system among the City's facilities will enable the City to take advantage of
converging technologies and utilize those technologies to its advantage among its
facilities.
AGREEMENT HIGHLIGHTS
TERM: Initial term 23 years; one renewal option of 7 years for a total of 30 years.
COST: Cost to Warner will be construction of the fiber optic link among City facilities (see
Attachment 7, Fiber Network Map) within 120 days of execution of the contract. The construction
of this system does not include the "head end" equipment to activate it. The construction cost of the
link is anticipated to be $84,000 (does not include connection to Township facilities). Warner will
coordinate with Washington Township should it choose to join the system. The additional ?years
shall be at $6,000 per year with annual increases beginning the second year of the seven years based
upon stated calculations.
All Members of Dublin City Council
Page 3
February 12, 1997
Re-possession: The City shall take possession of the facility at the end of term, at default or at
termination.
Access: Warner has ingress and egress rights with restrictions on the use of the "shared" paved lot.
Number of vehicles and length of time to be parked at the site is limited.
Maintenance: Warner has responsibility for the maintenance of the facility itself. The City will
maintain the grounds around the facility.
"Link"Activation
City staff recommends atime-phased use/cost implementation. The priority for the use of the "link"
should be implemented over time as follows:
1. Data
2. Video
3. Phone
DATA: The most cost/effective use of this system initally will be to use the "link" to transport data
among City facilities. Expanding our current computer systems from Local Area Networks (LANs)
to Wide Area Networks (WANs) will create significnat possibilities as listed in Attachment 6. The
Cost to activate the "link" (head-end equipment) for this purpose is estimated to be $60,000 for all
facilities considered.
VIDEO: It will be possible to transport video among the City's facilities using this "link". The
primary purpose of which will ultimately be for training or video conferencing.
PHONE: Phone, potentially has the greatest opportunity for cost savings to the City. In effect the
City could create its own "phone company" among its buildings if it can gain outside switching
capability. A phone network of this nature would potentially avoid many local charges for calls made
among facilities. At this time staff does not consider it to be cost effective because this would require
another "generation" of phones different from what the City currently owns. Should the City choose
to upgrade phones in the future, it should be done with this concept in mind.
SUMMARY
Staff views this opportunity as mutually beneficial and fair to both the City and to Warner. Staff
recommends Council pass Ordinance 34-97.
Thank you.
ATTACHMENT
OCT-14-1996 12 53 CITY CF LUcLIN 614 761 6566 P.02/2~
ATTACHMENT 5
DUBLIN PLANNING AND ZONING COr~VlISSION
RECORD OF ACTION
June 20, 1996
5800 Shier iGngs Road
Dublin, OS 43016-7195
Phone/1UD: b14/16i-6550
Fmc bl4/161.6506
The Planning and Zoning Commission took the following action at this rneetin;:
6. Revised Flnal l~evelopmeat PIan - Coffman Park -6665 Coffman Road
Location: 14.673 acres Ioraeed on the north side of Post Road, directly east of the Post Road
entrance into the Dublin Recreation Center.
Existuzg Zocung: PUD, Planned Unit Development Plan (Coffman Park).
12equest: Review and approval of a revised final. development plan under the provisions of
Section 153.056.
Proposed Use: A 25x50 foot utility building to be used as a communications hub for Warner
Cable.
Applicant: City of Dublin, c/o Dana McDaniel, Assistant Service Director, 6351 Shier-
Rings, Road, Dublin, Ohio 43016.
1V,iOTZON:
'I'o approve this revised final development plan because it is consistent with the preliminary
development plan and the other buildings in Coffman Park, with the following eight conditions:
I) That site lighting be in conformance with the Dublin Lighting Guidelines;
2) That the materials and colors, match those approved for the adjacent storage shed;
3) That the site be landscaped in conformance with all code requirements;
a) Tl~.at all lo+.s ~vith?n t2,;.s zotling district he combined;
5) That the try raw along the west property Line be protected during constzucion;
6) That the applicant submit for a special flood hazard development permit from the Division
of Engineering;
'~ That the building not exceed 1,300 square feet, with any addition designed to match the
initial structure in design, materials, and architecture; and
8) That the existing City Mall dumpster be properly screened and enlarged to accommodate
the volumes of trash.
~ Fred Hahn agreed to the above conditions.
VOTE: b-0.
RESULT: This revised final development plan was approved. STAFF CERTIFICAT~IO~N
' Barbara M. Clarke ,
Planning Director
OCT-14-1596 1253 CITY CF LUBLIN 6i~ 761 6506 P.O~/c4
Dublin Planning and Zoning Commission
Minutes -Tune 20, 1996
Page 13
~ That storm water detention requirements be met, to the satisfaction of the City inginees.
Ms. F'ier~ asked for assistance on the architecture revision. Mr. Rauh volunteered to review it.
Mr. Rauh seconded the motion and the vote was as follows: Mr. Harlan, yes; Mr. Ferrara, yes;
Itiir. Peplow, yes; Ms. Boring, Yes; Mr. Sutphen, yes; and Mr. Rauh, yes. (Approved 6-0.)
6. •Revised Final Development ];'Ian -Coffman Park - 66b5 Coffman Road
Bobbie Clarke presented this revised final development plan for Coffman Park. Two utility
buildings are located along Post Road, close to the Indian Run. This application is to build a third
building of 780 square feet. It wfil look like a barn and be used as a communications hub. The
new building would be located to the east of the storage building. Ms: Clarke said all three
bindings would like a series of rural farm buildings. , No new asphalt will be added. The e~asting
mounding and landscaping wl'll be moved back to provide space for this new bul~ding. Ms. Clarke
said the building will be stained a mahogany color and will have a gray standing seamed roof like
the storage building which is to be constructed soon. •
Ms. Clarke said this facility could be expanded by 400 square feet. The architecture should be
the same. An enclosure behind the building is to be split Lace block secured by chain link gates.
Some development of it is within the 100-year floodplain area of the Indian Run. The building
pad is elevated at least six inches above the 100-year flood elevation. There are light fixtures on
all sides of the building, but no description of them has been submitted. They should be full cut-
off fi:.tuies. Staff would prefer that parr; lot lighting be relied upon instead of adding fixtures.
Staff is recommending approval of this application with the following seven conditions:
1) That site lighting be in conformance with the Dublin Lighting Guidelines;
2) That the materials and colors, match those ~ppmved for the adjacent storage shed;
3) That the site be landscaped in conformance with all code requirements;
4) That all lots within this zoning district be combined;
5) ';':.at the ttee row along the west property line be protected dzu-ing construction;
6) Thuat the appLcant submit for a special flood hazard development permit fmm the Division of
Engineering; and
7} That the building rot exceed 1,300 square feet, with any addition designed to match the initial
structure in design, materials, and architecture.
Ibis. Clarke said this building was not anticipated at the time that the park was zoned PIJD. Staff
believes this area is a good solution to meet the communication needs our growing area. She said
there are no programmed activities for this area of the park.
Fred Hahn, Parks Administrator, said Warner Cable approached the city because they had a very
limited geabaraphical area. This was the ideal location for this hub. The Services Committee of
Council requested that it be reviewed by the Commission. He said the Parks Department agreed
G'C.1-S4-17:b 1253 CITY CF DU~LIi`~ 6.4 7bi 6556 P.E4/2~;
Dublin Planning and Zoning Commission
Ivfurutcs -June 20, 1996
Page 14
with the character of the architecture of this building and feels that it blends well with the
surrounding area.
Mr. Ferrara asked if the chain link fence around the enclosure would be black vinyl coated to
make it less visible. Gary Bausch, Lupton Bausch Architects, said the chain link fence was on
the back side of a masonry screen wall, not seen from the street. He said vinyl coated chain link
had been used on other projects. Mr. Ferrara said for consistency purposes, it was recommended.
Mr. Tezrara said with other approvals, screening of the dumpster at City Hall was required as a
condition of approval He said the dumpster was unsightly and appeared to be too small. Bags
are ripped open, and it was an eyesore in the park.
Ms. Boring said she was understood Warner Cable's locational requirements. She said Dublin
would control its aesthetics. Mr. Hann said Warner Cable named a site very close to this spot.
Mr. Hahn said it was an unoccupied building and would not be staffed.
Mr. Fessara said was glad to see the architecture similar to that of the storage building. He said
it fit the country atmosphere. Mr. Rauh agreed. bir. Ferrara said the plan indicated the chain
link fence was to be vinyl coated. He suggested a condition regarding the dumpster enclosure.
Mr. Ferrara made the motifln to approve this revised final development plan becaus:, it is
consistent with the preliminary development plan and the other buildings in Coffman Park, with
the following eight conditions:
1) That site lighting be in conformance with the Dublin Lighting Guidelines;
2) That the materials and colors, match those approved for the adjacent storage shed;
3) That the site be landscaped in conformance with all code requirements;
4) That all lots within this zoning district be combined;
5) Tltat the tree row along the west property line be protected during construction;
6) That the applicant submit for a special flood hazard development permit from the Division of
Engineering;
T. ~ t he building, nct ~ee~' 1,3G0 ,qua.*p fwt, with 2ny addition designed to match the initial
stn:cture in design, materials, and architecture; and
8) 'fl;3t the e.tisting City Hall dumpster be properly screened and enlarged to accommodate the
volumes of trash.
Mr. Hahn agreed to the above conditions.
The vote w-as as follows: Mr. Harlan, yes; Irfr. Peplow, yes; Ms. Boring, Yes; Mr. Sutphen, Yes;
dir. P.auh, yes; and Mr. Ferrara, yes. (Approved 6-0.)
TOTAL P. D4
ATTACHMENT fi
To: Jay Somerville
Dave Smith (Sarcom)
Amy Dellenbach
Brad Hayes & Jay Haver (Telecommunications Group)
Peter Lenz
Fred Hahn
Chuck Petry
Balbir Kindra
Janice Speicher
Spencer Isom
Bill Grubaugh
Jennifer Uhrin
Dave Marshall
Marsha Grigsby
Janet)ordan
Bob Gosper (Washington Township)
From: Dana McDaniel, Director of Service G ,tip ~_~ ~,
Subject: Fiber optics Interconnectivity
Date: January 6, 1997
MEMORANDUM
Thank you for attending the meeting of System Users regarding fiber optic interconnectivity
held on January 3, 1997. I greatly appreciate everyone's ideas, input and perspectives
regarding this initiative,
The input received from this session has been captured and is attached for your review and
future reference.
A follow-up Technical Session will be held within the next I 0 days to discuss fiber capability
with existing system, "endequipment" needs and costs and cost avoidances of
interconnectivity, This information will be captured as well and shared with you.
From this, a staff report and recommendation will be generated to accompany the contract
and legislation when it goes to City Council.
PUain, thank you!
DLM/lb
p;\pass\fib~rcp!.
User Session
How will tl
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pis enhance current systems functionally?
Example what
E-mail
Single site licenses
Video conference
Training
Dispatching
Computer aided dispatching
Folio & images
Paperless
Transfer calls
Unified phone systems
Eliminates duplication
Work from home
Internet
Outside transfer of data
Uniform data bases
Emergency response
Facility use
Central Point (mobile data network)
GPS
Sharing GIS & CAD
2. How will this enhance operations of current systems?
a. Redundancy
b, Central Point trouble shooting
c, Centralized management
*Back-up
Disaster recovery
Remote PC management
Manage system
~On-line help
d, Reduce travel time
e, Reduces down time
f. Electronic filing
p:\pbss\fiberop'..
What are the downsides of such a system?
a. Phone system (non fiber)
b. System protection (controls)
c. Down time
e. Training
f. System management
g. Expectations
h. Time phased cost implementation
I, Maintenance costs
p:\pass\fiberopt.
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