Loading...
HomeMy WebLinkAbout02-03-1999 Admin Com. MinutesAdministrative Committee Wednesday, February 3, 1999 6:00 p.m. -Council Conference Room Present: Mrs . Boring, Chair Mr. McCash Mr. Peterson Mr. McDaniel Ms. Crandall Mr. Kunde Mrs. Boring called the meeting to order at 6:44 p.m. Mrs. Boring reviewed the language of the legislation creating the three new commissions. The three new or restructured commissions will be: Parks and Recreation Advisory Commission; Natural Resources Advisory Commission (replaces Tree and Landscape) and the Community Services Advisory Commission (replaces Solid Waste Advisory Committee and Cemetery Advisory Board). Parks and Recreation Advisory Commission Mrs. Boring asked Mr. McDaniel put in language to read, "provide feedback and/or make recommendation to Council regarding the development of parklands and recreation facilities." Mrs. Boring stated that Council wants to feel free to pass down issues to these commissions. The agenda will lie set by the Chair, with help of City staff. Mr. McDaniel stated the City Manager will appoint a staff liaison to each commission. Mrs. Boring stated her main concern is these commissions have relevant issues. A past issue that has come up is will the staffmember be a voting member of the commission. Mr. McDaniel answered no, not in any case will a staffmember vote on these commissions. Mrs. Boring asked to add the language, "performs other such duties and functions as referred by Council." She asked a question about having a member of Council on these commissions. Mr. McDaniel stated that was more of aself=directed operating procedure at one time, but Council members usually only attended meetings occasionally. That issue should be handled within the Council Rules, instead of being codified. Natural Resources Advisory Commission Mr. McDaniel stated the ordinance would read, "provide feedback and/or make recommendations to City Council regarding the implementation of the Community Plan Chapters Eight and Ten." Nlrs. Boring asked the language for the commission function of being a sounding board be added along with the language, "perform other such duties." She wants to make sure that all of the popular and good environmental programs Dublin is currently doing such as: the textile program, the spring clean-up program, and hazardous household products programs be continued. Currently Council doesn't get involved with these programs, but she doesn't want this commission reviewing those programs, all those old ideas are still good programs. Mr. McDaniel summarized it will read, "recommend to Council programs that promote community involvement which maintain Dublin's high quality of life." That will cover the environmental programs they are currently doing. Mrs. Boring stated she wants the language to be consistent in all three ordinances. Language stating, "other issues as referred by City Council" needs to be included, as well as, "City Council goals as adopted." Ms. Clarke confirmed the legislation titles will be included in the advertised agenda for the February 16, 1999 City Council meeting. Mr. McDaniel stated that Child Care Advisory Committee is aware of this restructuring. Mrs. Boring asked the clerk to schedule interviews for those citizens who want to continue to their service by re-appointment on March 10, 1999. Mr. McDaniel stated that membership on these commissions will have staggered terms. Mrs. Boring noted the City's Charter says that members can only serve two continuous terms for board and commission, under general rules on page 16. Mr. Peterson stated that to be consistent with the City Charter, stay with "commissions" language in all three. Goal Setting Mrs. Boring introduced Mr. Dale Kunde, Council's consultant for the upcoming Council Goal Setting to be held February 19 and 20, 1999. Mrs. Boring noted Mayor Kranstuber can not stay the entire time on Saturday, but that he is very interested in the land acquisition portion. Mrs. Boring ask that Ms. Crandall provide Council a memo with background information for Council packets prior to goal setting. Mr. Kunde suggested if they will be talking about land acquisition, they should go into executive session for portions of the goal setting. Ms. Crandall stated she would make sure the executive session portion of the goal setting gets advertised. Mrs. Boring noted that previous studies of Council, such as the Mt. Auburn Study, newer members of Council are not aware of. She would like the facilitator to help Council in prioritizing possible land acquisitions; past Council goals; staff assignment priorities; as well as the Council Committee assignments. Mr. Kunde stated it would be helpful to have all of the past goals were blown-up. That way Council can make decisions about the ones they want to keep, or identify which ones have been completed and which ones are on-going. This will take approximately 1/2 an hour. Mrs. Boring explained to Mr.Kunde the chart on committee assignments which also needs to be discussed. Each Council member with the exception of the Mayor is a member of two committees of Council. The Council member who also serves on Planning and Zoning is required to go to their sub-committees also. At one time there were seven Council committees, and they were restructured to help with Council members having so many meetings. Mr. McCash stated this needs to be addressed city-wide. There needs to be a way to track items because sometimes staff is so busy that things fall off. Sometimes an item has been refert•ed to a committee and that committee has met and is waiting to hear back from staff Mr. Kunde suggested having a person's name assigned to the project may help. Mr. McCash asked Ms. Crandall about how some things fall down on the priority list for staff Ms. Crandall stated that staff are often working on many projects at one time. Mrs. Boring suggested a good priority tracking system. Mr. Adamek and Mr. McCash have been snore frustrated with this. Mr. McCash stated that at one time the Clerk was working on an assignment list, but she was having difficulty getting updates from department heads. Mr. Kunde stated that the idea of establishing a tracking system is easy, of providing a monthly update like this. Because staff is overloaded, maybe the staff person assigned to that committee can say to the committee Chair, here are three things I'm responsible for, which one is a higher priority. Mr. McCash suggested that when Council refers something to committee, have Council determine how hot that issue and let the Chairperson do the prioritization. Mr. Kunde agreed that the committee Chair should set the priorities, which is not always the one with the highest viability or the most recent, or where the citizens are fussing the most. Mr. Kunde went over the time table for Council goal setting: I. - 1/2 hour; II.- 1/2 hour; III.- 45 minutes; which will take them ti119:00 p.m. on Friday night. One number I~j. - 1 hour 15 minutes. He then asked Mrs. Boring where to put the issue of the studies such as the Mt. Auburn. Mr. Kunde added that on issue I, he would like ablown-up map of everything since 1990, and they will prioritize and to see ~-hat has moved, what isn't and why. Mr. McCash added that from the land acquisition standpoint, Council has to get past individual council person's pet projects to see the bigger picture, of where the development pressure is and put prioritization on each project. Mr. Kunde agreed that rather than have staff trying to number these acquisitions 1 to 21, Council should strike a line and say -these are the most urgent things that need to be done. If these things aren't done in the next 3 to 5 years - it isn't going to be there. Or we will lose control if we don't take action here. Mrs. Boring stated that is why the executive session was needed. She would like to have good staff research prepared prior to Friday night's discussion. She asked Ms. Crandall to prepare a memo based on what she has heard tonight. Mrs. Boring stated her idea in bringing up the Mt. Auburn Study was for Council to set a policy regarding the studies that have already been done and completed. Mr. McCash added the Council has approved many studies including: Mt. Auburn, the MSI, the Community Plan, and the Stormwater Plan. At times Council gets too focused on a particular proposal and doesn't see how it all fits into these plans with the bigger picture. Mrs. Boring mentioned some thing including in the Mt. Auburn Study are: a demand for high quality development; the idea of prioritizing land; the idea of where retail should be; the reasons for tax inducements or the idea of having no tax inducements past 5 to 7 years. Mrs. Boring stated she is bring this us now because of the new Council members and the recent development where staffhas made a proposal which ignores the suggestions made in the Mt. Auburn Study. Mr. Peterson asked for a copy of the study. Discussion continued regarding tax abatements, property and income tax in Dublin, the school district boundaries and how taxes are shared, and which items on the land acquisition list are currently in the CIP and which ones aren't. Mr. Kunde asked if rather than have a wide open discussion, is there a way some to condense the key points in those studies into a brief memo. Mr. McCash stated he would like Council to hash out a development policy for the community. Whether it be impact fees, or assessments, or hidden tax type things to offset some of the other development things going on. The Mt. Auburn Study suggests making the development process consistent and easily understandable. The IS09444 was a great idea for customer service, but it appears to be creating is a tremendous amount of government red tape. It does not streamline the process but makes the need for additional staffto manage this customer service portion. Mrs. Boring suggested this is too big a topic for the goal setting, Council should set up another review session to deal with this topic. Mr. McCash stated that Council may want to have an annual policy session regardng development in Dublin. Mr. Kunde stated that the issues that Mrs. Boring is raising about staff getting too far into a project that Council isn't in line with should be dealt with by Council during a separate session. You can mention that this came up during you Council goal setting review, but it should be handled separately. Mrs. Boring stated that at last year's goal setting they got to tallying about specific projects, like the bait store. She would like the facilitator to help with guiding Council to keep with the larger issues and policies of Council. Mr. Kunde summarized that on Saturday morning would review Council interviews, then reviewing the policy areas, the hot zones and cold zones. Then before the Mayor has to leave have a short discussion about the importance of having a Council working session on these other issues brought up tonight. Next would be the parking lot issues -the cold zone issues -then the review of the Council Committee assignments. On the land acquisition, he would like Council rather than going through a1121 items, to have them tall: about the most urgent items only. Mrs. Boring asked about voted bonds as a way of financing land acquisition items. Ms. Crandall stated that those are for specific projects only. Mrs. Boring agreed with Mr. Kunde's agenda and time table, stating they will end the Saturday session at 2:00 p.m. after a light working lunch. Mrs. Boring adjourned the meeting at 8:15 p.m. Anne Clarke Clerk of Council