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HomeMy WebLinkAbout02-13-20 Joint Council-PZC-ARB Work Session MinutesJOINT WORK SESSION CITY COUNCIL / PLANNING AND ZONING COMMISSION/ ARCHITECTURAL REVIEW BOARD Monday, February 13, 2020 Minutes of Meeting Mayor Amorose Groomes called the joint work session to order at 6:10 p.m. in Council Chambers. She administered the oath of office to recently appointed Planning and Zoning Commission Member, Leo Grimes. Council Members present: Mayor Amorose Groomes, Vice Mayor De Rosa, Mr. Peterson, Ms. Alutto, Ms. Fox, Mr. Reiner and Mr. Keeler. Planning and Zoning Commission Members present: Mr. Supelak, Ms. Call and Mr. Grimes. Mr. Fishman, Ms. Kennedy and Ms. Newell were absent. Architectural Review Board Members present: Ms. Bryan and Mr. Alexander. Board and Commission Appointees observing: Mr. Kownacki, Mr. Cotter and Mr. Schneier. Staff Members present: Ms. Rauch, Ms. Husak, Ms. Martin and Mr. Boggs. Consultant: Greg Dale, McBride Dale Clarion Mayor Amorose Groomes welcomed the Planning and Zoning Commission and Architectural Review Board members to the joint work session. She invited members to introduce themselves and provide brief background of their experience. [Each member provided his/her background/experience.] Mayor Amorose Groomes stated that a team is present tonight, and the intent is that by the end of this meeting, everyone has better understanding of the function of that team. She and Vice Mayor De Rosa have met with each board/commission member individually in the past two weeks. The purpose of tonight's meeting is to begin discussion of a City -provided professional development program for all board and commission members. City consultant, Greg Dale, will lead the discussion. Greg Dale, McBride Dale Clarion, stated that this joint meeting will begin a conversation regarding a proposed professional development program for all of the boards and commissions. An aspirational framework document was forwarded to all members, as a first step to beginning the conversation. Tonight's discussion will begin with "how we got here," then walk through the document and obtain member comments. That will be followed with a discussion regarding the desired direction, ultimately determining if all members are supportive of such a development program and the proposed direction. This is one of the most important training programs for a city, such as Dublin, to consider, although he acknowledged it is difficult to be excited about discussing process. He has been in the Planning consulting business approximately 30 years and has worked with communities throughout the nation and with developers. He has trained planning commissions, is the co-author of two books on planning commission topics, and wrote an article for the Planning Commission Journal for 10 years. He does not know of anyone who has worked more with planning boards and commissions than he has. He has never seen a community undertake an effort such as Dublin, which is developing a comprehensive approach Joint Meeting of Council/PZC/ARB February 13, 2020 Page 2 of 12 to how the City's boards and commissions work together. It will be more than training and continuing education; it will include how to communicate a common sense of vision and purpose. Typically, a Council recruits and appoints members to vacant seats; new members receive orientation from the Planning Director; and they begin to attend meetings and make decisions. However, the planning community has not done a good job making sure that the boards and commissions are educated, trained, communicated with and synchronized with the elected officials. What this team is embarking on is very important, as board and commission members do not serve on a non-profit board. They are local government officials, and, as such, are making decisions that affect citizens' private property rights and value. These are very important issues, and it is important to keep that responsibility in mind as we discuss this topic. This is not just about addressing inefficiencies but also about providing government services to citizens, and it is their right to expect the best operating system possible. Background Ms. Fox, Council member/PZC liaison, stated that over the past four years, there have been impromptu conversations between ARB and PZC members about certain information gaps many were experiencing. Recently, she has participated in more focused discussions with ARB member Bryan, past ARB member/current Council member Keeler and PZC member Supelak. Beginning with an initial mind -mapping concept she drafted, they have begun to fill in the boxes and further develop the topic of how to create a sustainable framework for creating a great commission. Every board and commission member wants to be able to address every case effectively. That conceptual mind -map outline has been shared with all members as a beginning point for tonight's discussion. Ms. Bryan, ARB member, stated that beginning with Ms. Fox's outline, their small team of fellow board and commission members have identified four conversation points to begin with the greater group tonight. Mr. Keeler, Council member, stated that in the roundtable sharing member backgrounds at the outset of this meeting, one level of commonality was apparent — all of us love Dublin. Excellence, competence and dedication describe staff and Council members. With his first experience as an ARB member, he was ill prepared and not competent in performing with excellence. Now, as a new Council member, his beginning perspective has been different, because he has benefited from many on -boarding meetings with the City Manager, staff and the various City departments. He was welcomed to City Council, has had the opportunity to get to know fellow Council members and feels assured of their support. He did not have a similar experience as a new ARB member, and without knowing fellow ARB members and their backgrounds, he did not know how to lean on their expertise and experience. He knew he could always contact staff, but without the necessary education, a new member is somewhat incompetent in the job. In a meeting, the member has only the case packet provided by staff at hand. There is an inability and lack of confidence in overlaying that information with one's own opinions and ideas. He had difficulty understanding the expectations regarding communications between the Board with staff. He found it surprising that at every meeting, he was usually the only member with a question about a case. When it was answered, all members had the benefit of that answer. Perhaps other Board members were contacting staff with questions beforehand, but, if so, he was not aware of it. While Mr. Alexander, who is an architect, is very competent in handling the duties, not all board members are architects or planners. At the beginning of his term, he was not able to project the dedication and excellence that he expects of Dublin. The Joint Meeting of Council/PZC/ARB February 13, 2020 Page 3 of 12 members present tonight have more experience and resources than he had, but there should be a process for consistently educating all members in order to have better representation on all City board and commissions. Mr. Supelak stated that although some of the board and commission members may have a background that led to their appointment, aside from that, they have only the packet materials to prepare for the meeting. With only that information, they are expected to show up at a meeting, and in front of the public and on the record, be capable of working together for a solution. Within the meeting format, the member must assimilate all the comments from staff, the applicant and fellow members. The discourse can occasionally be hyper -subjective -- not as fair, appropriate and deliberate as desirable, but typically, if the discourse begins to stray in that manner, the dynamic of the rest of the team will re -center the discussion. The danger is that a future Commission composed of a different set of members will not do that if not equipped with the needed knowledge. To provide that knowledge, there is a need for thorough onboarding as well as exposure to City Council and its broader vision. A conversation such as this tonight provides an opportunity for PZC and ARB to get to know each other and Council and better understand the City's vision. Mr. Dale stated that, as Mr. Supelak has pointed out, while the interaction may be in a satisfactory place at this time, there is no way to guarantee that for future boards/commissions without a consistent educational framework in place. There is a need for the predictability of a good operating system of a lasting nature. He drew the discussion to the conceptual outline provided. Commission Expectations • Well trained - Onboard training provided and completed before the member begins service, including: Ethics and conflict of interest Span of control (member's authority and how to cite it) Understanding of the City structure and access points Accessing external resources How to review an application Time commitment for preparation Meeting attendance and continuing education expectations Mr. Keeler suggested that it would be helpful to have a video clip of a past meeting used in the onboarding process. New members would learn from a play-by-play instruction tied to the meeting. Ms. Bryan stated that implementation suggestions were not included in the initial discussion outline, as it was important first to confirm that all members were aligned with the proposed framework. Mr. Dale noted that the suggestion is a great one, however. Mayor Amorose Groomes suggested having a job description listing specific job expectations. Mr. Dale stated that the first step to that would be identifying the criteria for member selection. Would some history of leadership and training be of value, such as prior service on a board or commission? Joint Meeting of Council/PZC/ARB February 13, 2020 Page 4 of 12 Ms. Bryan noted that the job description is addressed later on the outline under "Council Expectations." Mr. Peterson stated that some items that can be difficult for new members to understand are the Open Meetings Act, Sunshine Law and Public Records. Without understanding those regulations, new members can inadvertently get themselves into trouble. It is important that members understand that text messages between members about City business are public records. Mr. Dale concurred. He and Mr. Boggs have spent time reviewing this subject with the boards and commissions. It is important that they understand the fundamentals of due process as it relates to these boards and how that might be interpreted in the practical sense. It is an unpleasant experience to see one's text published in the newspaper! Mr. Boggs noted that if a member texts three of his fellow members, then he has not only created a public record but also created a public meeting. As Cincinnati Council members could attest, that can be a costly experience. Mr. Peterson stated that the crossover between electronic devices is a danger, as well. For instance, if he texts a Council member on his work cell phone, a public records request response could have access to his work server documents. It is safer to have a phone conversation than create an electronic public record. While one can be deposed about said conversation, no text messages can be subpoenaed. Mr. Keeler stated that if a member has a question about a case, it is preferable to send it to staff and leave it to them to disseminate the information to other members versus asking other members directly for their input. Mr. Dale stated that although he now may be aware of that risk, future members may not be. The goal is to have a framework in place to ensure all future members will be knowledgeable, as well. Ms. Alutto stated that before addressing the training issue, there is the need to address proper recruitment. Mr. Dale concurred. Having candidates ready — a feeder system — from which to fill future vacancies would be an advantage. Mr. Keeler stated that there should be guidelines or best practices as to how to identify and attract board members. Ms. Call stated that unless we know how the current boards/commissions work, we cannot know what skillset to recruit for to complement the existing skills. Mr. Dale stated that would take the job description to the next level -- the mix of skills desired. Mr. Peterson stated that understanding their authority includes understanding the potential impact of exercising it. A board/commission member is no longer just a City of Dublin resident. Their opinion, if shared, has the power to impact a property owner's rights and property values. The onboarding process must impress on new members the significance of that responsibility. Joint Meeting of Council/PZC/ARB February 13, 2020 Page 5 of 12 Ms. Alutto expressed agreement. The recruitment criteria should include a list of competencies, not just a list of job duties. Mr. Dale stated that in addition to thorough onboarding, there is a need for a continuing education curriculum. It would encompass reiterating important guidance but also learning new information via many venues. There should always be some regulatory aspect to the continuing education process. Ms. Alutto stated that requiring continued education must be balanced against the fact that these are volunteer members and there can be a need to spend considerable time studying the cases scheduled for hearing. There could be a mix of required and voluntary training. This training is in addition to the skillset the appointee already brings to the position. Mr. Alexander stated that he is supportive of a flexible type of training, as members have different strengths. In some cases, they may be returning board members. The word mandatory is concerning. Ms. Bryan responded that the team talked about that aspect. It is a volunteer position, and an "add on" to very full lives. It would be a small amount of time — perhaps only a total of five hours annually, and the training could be obtained in different ways. Mr. Alexander stated that he believes few people are interested in serving on the boards and commission due to the amount of time commitment required. Although he likes the proposed ideas, it is important to be aware of what we are asking of people. Mr. Dale inquired what members' thoughts were about two scenarios: one, some amount of mandatory, continuing education hours is required; and two, the opportunities are provided via guest speaker presentations, provision of online materials, or paid -for registration to a conference. Should the training be voluntary or a modest amount of mandatory? Mayor Amorose Groomes responded that mandatory training should be provided in conjunction with an existing meeting to avoid creating another meeting and time commitment. It is the additional meeting that is difficult, not an additional 30 minutes at an existing meeting. Ms. Call suggested that it be a hybrid, including training beneficial to all members provided at an existing meeting and a requirement that members also participate annually in four hours of continuing education. Various opportunities could be offered throughout the year, and members could choose those that best fit their business acumen. Mr. Keeler stated that, currently, all members are required to complete annual online cybersecurity and phishing training, which can be completed at home at any hour. A menu of additional options, such as ethics, architecture or planning information could be offered, as well. CEUs for one's professional designation could count towards the City's requirement. Perhaps the only course required annually for all members would be ethics. Mr. Dale stated that the AICP certification for planners requires continuing education that provides a certain number of hours that is ethics -related and a certain number of hours related to planning law. After those requirements are met, planners can then select from a list of other options. Ms. Call stated that it would be of value to be given credit for any another board and commission ethics training received in the same year without need to duplicate. Joint Meeting of Council/PZC/ARB February 13, 2020 Page 6 of 12 Ms. Fox stated that the intent is develop a framework for a flexible level of training. In addition, it may be possible to partner with The Ohio State University in a new training program that would offer board and commission certification. For those members interesting in extending their training further, the City wants to provide the resources. There are those who may be interested in being well trained for the position to which they are appointed, and others who would like a level of training that prepares them for a future position on Council or a position in another profession. She would like to have the board and commission members'views on this. Mr. Dale inquired to what extent members would be interested in self-directed online learning opportunities. There are many good podcasts related to planning, of which staff could make members aware. There is a great organization, called "Strong Towns," that provides good information at their website. Pursuing additional training could be a simple matter of making members aware of available online education. Mr. Peterson stated that he would prefer not to require mandatory education, as that sounds "heavy handed." He would prefer to refer to them as "expectations." Members should be a group of motivated individuals who want to participate, and it is a better situation to allow them to self -police. Mr. Keeler stated that the concern is that member who is not competent of doing the work. Mayor Amorose Groomes stated that there are other ways of remedying that situation. Vice Mayor De Rosa stated that is a discussion that would fall under Council's role, specifically the need for regular "check ins," which would identify issues and clarify expectations. She believes that members having a regular dialogue with Council will be effective. Ms. Alutto stated that most potential issues could be addressed with the position description, as it will enable the candidate to understand the expectations, including time dedication involved. This is also addressed in the criteria for the Chair and Vice Chair. Part of the Chair's responsibility is to understand what is expected of the board and commission members, and if one of their members is struggling, they should have a conversation with that member. There may be a good reason they are struggling. They should be given the opportunity to have a conversation with their Chair before it becomes a significant issue. If there is not a good reason — perhaps the position is not what they expected -- giving them a way to resign gracefully is important. Ultimately, however, much of this can be addressed by an accurate position description. Mr. Dale agreed that a job description on the front end that includes criteria and clear expectations of the time commitment should prevent any later surprises. Mr. Reiner stated that one problem is that Council is not receiving feedback from staff as to the performance of board and commission members. In listening to the meeting discussions, it is evident which members have studied the cases, conducted critical analysis and attempted to obtain the best project possible for the City. Mr. Supelak stated that he has heard some new information regarding feedback provided regarding the performance of members. Do the Chair and Vice Chair receive any additional training regarding their positions? If not, how would they have been aware that attendance or performance issues of their members is their responsibility to address? When they were working on the outline for this discussion, they spent time on the expectations. There are expectations Joint Meeting of Council/PZC/ARB February 13, 2020 Page 7 of 12 regarding arrival at the meeting, the meeting order and the member's homework for each case, including a site visit and review of the staff report. This information should be captured and shared with candidates during the recruiting process. There is value in Council members occasionally visiting board and commission meetings, not to hear any case in particular, but to gain a sense of those bodies in operation. Mr. Dale stated that that one item that the group has identified tonight is the need for periodic joint meetings to enable them to be familiar with one another. The next joint meeting would have a different agenda, such as the leadership role of Chairpersons. This would be consistent with the goal to have improved communications between Council and the boards/commissions. Ms. Call stated it would be helpful to the Commission to hear how Council acted on the cases that were forwarded to them and determine if they are aligned with Council's vision/goals. If Council sees the issues quite differently, perhaps the Commission needs some clarification. That could be staffs responsibility or perhaps it falls on the Commissioners to review the Council minutes regarding a forwarded case to examine the degree of alignment between the two bodies. Mayor Amorose Groomes stated that the roles of the boards and commissions and Council are different. She does not necessarily want everyone to be "swimming in the same direction." She would like the members to judge a case on the criteria provided to them, and to evaluate cases only through that lens. Council members review cases through a different lens. Two individuals looking through different lenses do not necessarily see the same thing. Often, Council will act on a case from a policy perspective. Although a project may meet Code, Council might not approve it due to a policy decision. If that occurs, it does not mean the Commission made its decision incorrectly. It means that a policy decision was made apart from the Code criteria. In regard to the leadership position, it is important that the chairs of the boards and commission build a team with their members. They should be bringing the members together, caring for one another, recognize who the "starting five" members may be but also know the key strengths of the sixth team member and how to involve them. Training is important, but having teamwork is critical. The individual members of a board or commission should not have to wait for a joint meeting to learn details about one another. Mr. Dale pointed out that it is not essential to achieve unanimity on a board or commission team. There is nothing wrong with diversity of opinion. Similarly, it is not essential that Council always agree with the recommendation of the Commission. However, there is a difference between that occurring occasionally, and differences that continuously occur. While the Commission reviews for consistency with Code, Council considers the Code and the policy needs. Ultimately, both should be working for the same underlying vision for the community, so it is important for all members to know and be in alignment on that vision. Mr. Reiner stated that in the eight years he served on the Planning & Zoning Commission, that body had clear direction. There was often an ongoing battle with a developer, and, occasionally, a plan was not approved until it was appropriately revised — that sometimes took three years. Until the plan was satisfactory, all seven commissioners would continue to disapprove it. The training for the boards and commissions does not prepare them for that. He does not know what level of information is provided to the board/commission members on a case, but there is no need to approve a "halfway ready" plan. Joint Meeting of Council/PZC/ARB February 13, 2020 Page 8 of 12 Mr. Dale inquired if his concern is the level of communication between staff and the Commission on these cases. Mr. Reiner responded that it is important that staff provide sufficient and clear information to the board/commission members to give them direction. Staff is "in the trenches" with the developers on an often lengthy basis, working out the necessary details, but in a much shorter meeting timeframe, the board/commission members are challenged to have a good understanding of that process and the details and be able to either make the developer meet the expectations or to reject the project. Mr. Supelak stated that the Commission members can usually recognize if there has been a "good faith" effort between the developer and staff. Mr. Peterson stated that the two bodies — Council and the Planning Commission serve a different ultimate goal. Although Council members may not like to think of themselves as such, they are, in fact, politicians; they represent the people who elected them. There might be a project that, as politicians, they feel compelled to reject, although they believe it would be a good project for the community. However, the Planning Commission and ARB should not bow to political will, and often, Council needs its boards and commissions to "toe the tough line," limiting the need for Council doing so. Ms. Bryan noted that one of the onboarding expectations is that the members understand their role and their access point to Council. Mr. Reiner stated that ARB and PZC are the "door slammers;" Council is not. In the early years of this City, the Planning Commission was a more critical body than City Council. The reason for that is that the Commission's decisions in essence established the financial future of the City. The Commission reviews all development proposed for the City, and when he served on it, they looked at developments as either a plus or a negative. At times, they had to make the decision that a project could not be permitted, because a housing development would be a cash flow out/loss for the community. The development team of the City is challenged with identifying businesses that will bring in positive cash flow for the City. The City has revenue for recreation centers, parks/greenspace, bicycle trails and all the amenities that make Dublin great as a result of what occurs at Planning and Zoning Commission. That is where the land use is controlled. The Planning staff members and board and commission members are the "makers and shakers" of this community. Mayor Amorose Groomes stated that it is important for the members to remember that it should not matter to them if the developer's costs are too high. It does not matter if the citizens would like to be in close proximity to a Walmart. If decisions were based on need and economic viability, Dublin would be full of big box stores. The City has experienced significant pressure from those types of developers. ARB and PZC are the gatekeepers, so, as members, it is important that they not be swayed. It is difficult but often essential to be hard hearted. If the developer has already invested a lot of money in complex designs, yet the project is not acceptable -- that is their problem, not the board or commission's problem. If an individual has purchased land without realizing it lies in a historic district, the problem is theirs. That fact is an essential part of a member's training. Ms. Bryan stated that she serves on ARB, and that board has reviewed some difficult cases recently. Hearing the need for "hard heartedness" stated gives her more security in performing Joint Meeting of Council/PZC/ARB February 13, 2020 Page 9 of 12 that aspect of her role. Mr. Keeler stated that it needs to be emphasized to all the members, so they do not feel compelled to compromise. Mr. Reiner stated that Dublin's financial position would be similar to a certain neighboring community if the people who served on Dublin's board and commission roles in the 1980s had not rejected all the apartment complexes that now exist on the other side of Sawmill Road. Those predecessors looked at the economics for how this City would be built. That is what the present members must do, as well. Your job is not to protect the developer's finances; it is to protect all the citizens in the community and the quality of life that exists in Dublin. Ms. Alutto stated that she would like to share a comment that Mayor Amorose Groomes made during their first year on Council. It was that the job of the boards and commissions could be expressed in one simple phrase, "they are the guardians of the built universe." Board and commission members must be confident in exercising their role, regardless of the developer's issues. In recent years, we may have become a little soft in that role. Mayor Amorose Groomes stated that she has often said that to prospective candidates. If they want to serve on a board or commission, they must be up to being tough. It is important to be very careful about setting precedence, as that will lead to strong regrets — do not fall for applicants' stories. Mr. Dale stated that the one ingredient that may be missing is a simple set of core values on which we agree. That is a way to bring alignment without forced unanimity. One of those values is that members have the ability to require compliance. Mayor Amorose Groomes stated that the goal should not be that the applicant accomplished what they wanted or were happy with the outcome. The goal is that they are treated respectfully, regardless of the decision. Mr. Dale stated that respect and fair procedures are two more expectations. The City sets a high bar, but treats everybody with respect. If everyone here can agree to that framework, having a diversity of opinion works. Mr. Reiner stated that continuing education is important, as well. Many of us already are required to do that to maintain our professional licenses. The City's boards and commissions are composed of citizen volunteers, but the cases are often presented by very experienced attorneys and highly -paid architects. It is important that the members be able to have information and guidance provided by educated, tough and analytical staff members. If that level of information and guidance is provided, the boards and commissions will achieve a consensus on the correct decision for the community. Mr. McDaniel stated that providing clarity in decisions is essential for staff and for the applicant. He would request that the staff members present during a hearing ensure that decisions are clearly stated. The Chair of the body should re -state the motion or direction to staff to ensure there is clarity. Having a lack of clarity is a frustration for the development community. Ms. Fox stated that a complaint has been that communication, which is essential, has been lacking. As we work on this education action plan, would communication be one of the top priorities? Secondly, the boards and commissions have citizen representation. Because their lens Joint Meeting of Council/PZC/ARB February 13, 2020 Page 10 of 12 is different, they have a better sense of the pulse of the community, and often, they can identify issues with the development process of which Council is unaware. One recent example was an issue with the Bridge Street Code, which ARB recognized was creating a burden on the Historic District. When that issue was shared with Council, direction was given for a Code amendment. It is important that members be aware of their responsibility to watch for struggles that might be occurring early in the process and alert Council to those. The goal of this educational plan is to achieve a higher level of communication. Ms. Call stated that a significant number of PZC members are not present tonight. Would it be possible to have the actual audio recording made available to those members, in addition to the meeting minutes? While the minutes are very thorough, it is difficult to capture some of the tone, inflections and gist. Vice Mayor De Rosa stated that it is important to remember that a "no" now often does not mean "never." When you tell a developer "no," be clear in telling them why and what would make the project better. They may be able to bring back an improved project that would be approved. It is important not to be so harsh that an almost perfect project walks away and never comes back. That is not what is desired. We have seen several proposed developments that began with real issues, but the revised plans were very lovely. As Mr. Reiner pointed out, it can take three years to achieve that. Being tough does not mean saying "no", it means requiring that the plan be what it needs to be for Dublin. In regard to on -boarding, it is helpful for new members to be taken on a tour of development -related sites within Dublin. It was very insightful to her to be shown what a good curbcut looks like. She would suggest driving down Hyland -Croy Road and comparing a 50 -ft. setback with a 100 -ft. or 300 -ft. setback. They would benefit from comparing a street where all the trees are the same, with beautiful Earlington Parkway, or a street where some of the trees have died or been lost for various reasons. Seeing those things in context is a better learning experience than a video. Ms. Bryan stated that board and commission members should know their city, including those items just mentioned, but also how its government works and what the various districts in the City look like. She was surprised to find that people who had never been in the Historic District wanted to represent it. Mr. Reiner stated that it is also important to know what the competition is doing. Dublin's competition is New Albany, and that city has a team of experts advising it. By being observant, Dublin will not be left behind. Mr. Supelak stated that in regard to the need for improved communication, periodic meetings such as this might be sufficient. He has learned much tonight that was new, including a Chair's teambuilding responsibilities; the value of touring the City to learn its precedents and what has worked or not; and the board and commission's role as a door slammer — having permission to say "no." Similar periodic discussions with Council would be beneficial to board and commission members. Mayor Amorose Groomes stated that the board and commission discussion might be the only public input Council receives on a project. Frequently, no one else shows up for a hearing other than the applicant. One of the primary benefits of these bodies is if there is no other public input, Council has the diversified opinions of its board and commission members. Exercising their critical thinking skills, members bring to light different issues with a project that might not Joint Meeting of Council/PZC/ARB February 13, 2020 Page 11 of 12 otherwise be raised. Mr. Dale inquired if all the main agenda topics had been addressed. Ms. Fox stated that she believes they have. Some of the items, such as communication with Council, may be further developed. For instance, the Chair could present a semi-annual report to Council and would have the opportunity to comment on such items as preferred at that time. The goal of this meeting was to confirm that everyone was satisfied with the proposed direction of the plan. Mr. Dale stated that the intent is that work would continue on achieving an actionable plan. That could occur within shorter timeframes, providing certain portions of it at a time, rather than taking several months developing an overall strategic plan. He inquired if the group was in agreement with the direction. Ms. Bryan stated that if the group is aligned with the direction discussed, the framework would be broken down and developed in sections, periodically providing progress reports to the group. Ms. Alutto stated that Council would be holding its goalsetting session later this month. Because the proposed education of Council's boards and commission is not a small project, perhaps it should be one of the topics discussed at goal setting as Council considers the project load that will be assigned to staff. If this educational program is done well, Dublin could be on the cutting edge of what cities will be doing in the future. Mr. Alexander stated that he does not believe this effort is necessarily re -inventing a wheel. While the suggestions are good, many of them are already being done. For example, the access to Council already provided this year has been a very good thing. Tours of the Historic District have been provided, which were very helpful to new members. Specific training on certain topics have been provided at some meetings and via some outstanding professional documents, and special training was provided for the Chair and Vice Chair. Because many of the suggestions are already occurring, the task may primarily be to institutionalize them; having a program would ensure that they occur with regularity. Most of the ideas, however, are not new. Mr. Keeler stated that he found the tour of the Historic District very helpful. There are four new board and commission members present tonight, and a tour is something that could occur without any continued discussion of a larger educational framework. For PZC members specifically, staff could provide a tour of various approved projects and point out positive or not so positive characteristics. For ARB members, that would be a walking tour of the Historic District to view approved projects. Mr. McDaniel stated that Dublin is very fortunate to have nearby the Ohio University Voinovich School of Leadership and Public Affairs. He has been working with the University on a few fronts, one of which is leadership development training for City staff. Other municipalities are beginning to attend the training, as well. He is also working with the University on development of a Council orientation course. They are interested in developing it for a statewide market. As this group begins to develop this program, he could involve the Voinovich School to assist in framing the program. Involving that School makes sense in view of the number of villages and townships within the state that would benefit. Ms. Fox stated that in order to function as a team, it is essential to communicate as a team. The Joint Meeting of Council/PZC/ARB February 13, 2020 Page 12 of 12 goal is to develop a short-term, mid-term and long-term action plan. The desired end product is a program that is sustainable. As each board and commission member comes and goes, there is no guarantee that future bodies will perform as well tomorrow unless there is a program in place that sets high expectations and includes solid communication. We need to continue to be connected, and defining how best to do that will be a work in progress. Mayor Amorose Groomes thanked Ms. Fox, Ms. Bryan, Mr. Keeler and Mr. Supelak for working on this effort. It was the consensus of all members present to continue with development of the aspirational framework plan for boards, commissions and Council. The meeting was adjourned at 8:36 p.m. Deputy Clerk of Council