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HomeMy WebLinkAbout10-02-24 Admin. Com. MinutesDUBLIN CITY COUNCIL ADMINISTRATIVE COMMITTEE Wednesday, October 2, 2024 4:00 p.m. 5555 Perimeter Drive Council Chamber Meeting Minutes Ms. De Rosa called the October 2, 2024 Administrative Committee meeting to order at 4:00 p.m. Committee Members Present: Vice Mayor Alutto, Ms. De Rosa, Ms. Kramb. Staff Present: Ms. Delgado, Ms. Blake, Ms. O’Callaghan, Ms. Maxwell, Mr. Hartmann Approval of Minutes Ms. De Rosa moved to approve the minutes of the September 4, 2024 Administrative Committee meeting. Vice Mayor Alutto seconded the motion. Vote: Ms. Kramb, yes; Vice Mayor Alutto, yes; Ms. De Rosa, yes. Items for Discussion Elected/Appointed Officials Required Training Update Ms. Delgado provided an update on the City of Dublin’s required training for elected and appointed officials. In 2021, Council directed staff to prepare a training program proposal in an effort to uphold the highest standards for all those who serve. A training program was proposed as part of Cornerstone in the areas of ethics, implicit bias, and diversity, equity and inclusion (DEI). Council directed staff to assign that training to all Council, Committee, Board and Commission members every other year. It was implemented and assigned in 2021. In 2022, cybersecurity training was added to the required training for elected and appointed officials. This is an annual required training for anyone who has City network access. The second assignment of training was rolled out in 2023, and in addition to the Ohio Ethics Law 1-hour video, three options for DEI training were offered. Staff did not find remarkable positive results from having options versus assigning a training. In 2024, the State of Ohio issued mandatory fraud reporting training. That was assigned to officials on August 30, 2024 with a completion requirement within 30 days. Ms. Maxwell stated that there was not great success with DEI training compliance. With the current fraud training, there is approximately 75% compliance among all elected and appointed officials. Staff engaged in assisting with compliance includes HR, staff liaison and Legislative Services. She shared the current conditions as follows: Administrative Committee Meeting September 4, 2024 Page 2 of 4 DEI 45 minutes — Every two years (last assigned in 2023) Ethics 7 hour— Every two years (last assigned in 2023) Cybersecurity 40 minutes — Annually (last assigned in January 2024 Fraud Reporting 15 minutes — Every four years (last assigned August 30, 2024) Ms. Maxwell stated that staff would like to explore administering training to appointed/elected officials outside of Cornerstone software as that has been determined to be a hurdle in accessing training. Ms. Delgado added that Cornerstone was not intended to be external facing. Staff would like to research in order to fully understand requirements and training options that meet requirements (printed policies, alternate in-person training, etc.). Ms. Delgado provided staff’s recommendations. Legislative Services has touchpoints to DEI and ethics in Code of Conduct and Rules and Regulations for board and commission members. Additional training can continue to be offered as optional information, but staff would like to remove the separate training as a requirement. Staff also recommends providing fraud reporting training at a scheduled meeting of the body. Cybersecurity is the only technology-based training and would ideally be offered on a schedule that better aligns with appointment terms. Vice Mayor Alutto agreed with incorporating the topics of DEI and Ethics into Legislative Services training. Aligning cybersecurity with appointment schedules makes sense for appointed officials. Ms. Kramb stated that an email was just sent assigning training to coincide with Cybersecurity Awareness month. Ms. O'Callaghan stated that staff is considering aligning the timing with Cybersecurity Awareness month. Ms. Kramb stated that she does not have a preference when the training is assigned, but more than once per year for appointed Officials is excessive. Vice Mayor Alutto stated that she would be interested in understanding the additional testing for cybersecurity. Ms. O’Callaghan stated that data is included in the presentation for Council's retreat. Ms. Kramb asked if the Legislative Services training included technology use information. Ms. Delgado stated that it was covered from a public records lens with the Advisory Committees. In the future, Legislative Services plans to be more involved in the training for all boards and commissions. Ms. De Rosa stated that the cybersecurity training has been the same for several years. Unless there is something new, once per year is enough. She likes the idea of making the training pragmatic and including it in training with the boards and commissions. Administrative Committee Meeting September 4, 2024 Page 3 of 4 Ms. De Rosa asked for details regarding training with the planning boards and commission. Ms. Delgado stated that staff intends to be more involved in the future to be able to better answer these questions. Ms. Delgado noted that during advisory committee training, staff referenced points in the code of conduct that addressed ethical issues. Ms. De Rosa stated that staff will share the training plan for 2025 with City Council. City Council Retreat Topics Ms. De Rosa stated a draft agenda was sent to City Council for their input and suggested additions. One response was received regarding international relations. As currently planned, the retreat will be from 8:30 to 3:30 p.m. The Land Acquisition topic may not require a full two hours allowing the opportunity to add the suggested topic. Staff has suggested a local guest to speak to this topic. Vice Mayor Alutto stated that Nancy Richison was very involved in this topic previously. It may be helpful to have her insight. Ms. O'Callaghan stated that a majority of Council Members have brought up the topic of friendship/sister cities recently. She has prepared a comprehensive memo on the topic. Ms. Richison and Lindsay Weisenauer were heavily involved. Jayme Staley, Executive Director at Greater Columbus Sister Cities International has been invited to address Council at the retreat. Vice Mayor Alutto stated that she thinks the topic would be a perfect addition to the agenda. An updated agenda will be shared with City Council. The location of the retreat is still being determined. Joint City Council, Architectural Review Board, Boards of Zoning Appeals, and Planning and Zoning Commission Meeting Ms. De Rosa stated that the date for the Joint City Council, Architectural Review Board, Boards of Zoning Appeals, and Planning and Zoning Commission Meeting is now set for October 16, 2024. A draft agenda was shared with the Committee along with a board/commission report template. Ms. De Rosa stated that work has not advanced on the board/commission reports. Planning and Zoning Commission is the only body that will be in a position to report out. The groups have asked for a City update. Tracy Owens will be leading the discussion on the Development Review Process. At the agenda meeting with Planning and Zoning Commission, discussion was held and the Chair will model with her report, what could be expected of the other boards. Ms. Delgado stated that dinner will be available at 5:30 p.m. and the meeting will be called to order at 6:00 p.m. Adjourn to Executive Session Administrative Committee Meeting September 4, 2024 Page 4 of 4 Ms. De Rosa moved to adjourn to executive session for purposes of: e Emergency/Security: Considering details relative to security arrangements and emergency response protocol for a public body; and e Personnel Matters: Considering the Employment of a Public Employee Vice Mayor Alutto seconded the motion. Vote: Ms. De Rosa, yes; Vice Mayor Alutto, yes; Ms. Kramb, yes. ayer reconvened and adjourned at 6:31 p.m. Chair, ncnnintstrative Committee GQQYAe tant Tt Of Députy Clérk of Council