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HomeMy WebLinkAbout04-27-1998 Admin Com of WholeAdministrative Committee of the Whole Monday Apri127, 1998 7:00 p.m. -Council Conference Room Pre n Mrs. Boring, Chair Mr. Reiner Mr. McCash Ms. Hide Pittaluga Mr. Adamek Mr. Peterson Mr. McDaniel Mrs. Boring called the Administrative Committee to order at 7:15 p.m. Mrs. Boring summarized that Council has been studying the existing board and commission structure to determine its effectiveness. Council has considered over the past couple of years consolidating some of the boards/commissions which overlap. It is important for City Council to provide direction to the boards/commissions and to have a reporting system in place for improved communication. The appointment process is very labor intensive, and therefore it is important to have the right number of boards/commissions in place with specific functions. Mr. McDaniel noted that he would advocate some consolidation of these boards and commissions and the use of task forces or ad hoc committees as needed. He understands the citizens' desire to play an active role in community advisory boards. His biggest concern, however, is that the boards have assignments which are relevant. He advises keeping PRAB and that Council have the major user groups for the City's parks and CRC (i.e., swim teams, soccer leagues, etc.) participate in that Board. He also supports retaining the Tree and Landscape Advisory Committee although it is not required that Dublin do so in order to be eligible for the Tree City designation. He supports having SWAC and Cemetery Advisory Board combined and expanding their role to be a sounding board for all public services issues not covered by PRAB. The name he suggests using is "Community Services Advisory Board." He also advocates retaining the Child Care Advisory Committee. Mrs. Boring stated that the Community Services Advisory Board could advise Council about new technology projects such as DubLink. If Council agrees with all of these concepts, they can direct Mr. McDaniel to draft the legislation. Ms. Hide Pittaluga noted that the City needs to find a way to involve residents who have expertise on various issues. Mr. Adamek stated that some applicants for boards and commissions have expertise in areas that are not relevant to the board they are applying for. Perhaps the notice about applications could encourage those with expertise in certain areas to apply for specific boards. Mrs. Boring stated another area of concern is the staff liaison role with various boards and commissions and whether agendas are staff driven or board/Council driven. -1- Mr. McDaniel stated that a lot of committee work is repetitive in nature and not many new assignments are given to these boards and commissions. If a staff member is unclear as to direction, they look to the City Manager for guidance. Mr. Reiner moved to request that Mr. McDaniel draft an ordinance effectively combining SWAC and Cemetery Advisory Board into a new entity, Community Service Advisory Board. Mr. Adamek seconded the motion. Motion carried unanimously. Mr. Peterson suggested that the new Board could be involved with the Block Watch program as one of their tasks. Perhaps the Board could revitalize this existing program to generate more community interest and involvement. Mr. Adamek suggested that input be obtained from Chief Geis about this idea. Mr. McDaniel noted that his concept of the Community Service Advisory Board is that it would somewhat mirror Council's Public Services Committee in terms of their overview areas. Mr. Reiner moved to retain the Tree and Landscape Advisory Committee and that legislation be brought forward to restructure this Committee in a similar fashion as PRAB and Cemetery Advisory Board. Mrs. Boring seconded the motion. Motion carried unanimously. Mrs. Boring noted that it is her recommendation to place the Child Care Advisory Committee under the PRAB and that they are structured as an ad hoc committee for specific tasks, i.e., child care directory, etc. Mr. McDaniel asked if Council wants to amend the PRAB ordinance to grant them the authority to appoint the Child Care members. Mr. McCash commented that he would prefer that Council continue to make the appointments. Mrs. Boring noted that there have been some issues raised about Rec Center policies set by staff, and possible a need for PRAB to review them. Mr. McDaniel stated that Ms. Heal is working toward the goal of consistency and adherence to guidelines in dealings with customers. He is receptive to having the Board give feedback on the policy issues. Mr. Adamek suggested an amendment to the existing PRAB ordinance to have them serve as a sounding board for the City regarding the recreation related services, and he wants to specifically include "CRC" policies in the amendment as opposed to other park facilities. This would allow the Committee to officially serve as a sounding board for CRC issues. Mr. Reiner commented that the PRAB members previously had indicated that they did not have enough assignments and were not being utilized. Mrs. Boring noted that there is no reporting system in place so that boards can communicate with Council members about these kinds of issues. -2- Mrs. Boring summarized that thus far Council has agreed to: 1. Have staff draft an ordinance amending PRAB duties and incorporating the Child Care Advisory Committee under PRAB. 2. Re-establish the Tree and Landscape Advisory Committee in the same format as PRAB and Cemetery. 3. Combine SWAC and Cemetery into a "Community Service Advisory Board" and allow that Board to establish ad hoc committees as needed. Membership on those ad hoc committees would be recommended by the Board and affirmed by Council. 4. The ordinances will also require that an annual report will be required from the Boards to be given to Council. This will facilitate communication between the Boards and Council. 5. Applications will be solicited once the boards are established. The final Committee to be discussed is the Transportation Task Force. Mrs. Boring indicated that she understands that the Chair, Elena Constantine has resigned, however, she has not personally seen this letter. The clerk will check on the status of this matter. Mr. Reiner stated that the Transportation Task Force needs to focus on broader transportation issues instead of traffic lights and stop signs. Mr. Peterson stated that he has reviewed the ordinance which established the TTF and was impressed with its mission and purpose. However, in reviewing the minutes of their meetings, the focus seems to be on smaller issues and not the big picture. Mrs. Boring noted that Council established the Task Force for athree-year period to see how it would work and how effective it would be in fulfilling its mission. Mr. McCash stated that the Task Force should provide the public forum in which residents can review future road projects. Mr. Peterson agreed, pointing out the recent meetings he and Mr. McCash held with residents of the southwest on a road project issue. Mr. Adamek stated that idea was discussed at goal setting -that citizens should have more opportunity for input on road projects at an earlier stage. He recalls that Council decided to do this type of review under the "Other" portion of the agenda. He believes that sending these matters to TTF could result in many delays for projects. Instead of having another body review the issues, Council should involve the public at their meetings. TTF would constitute another layer of bureaucracy for these kinds of issues. Mr. Reiner agreed. Ms. Hide Pittaluga stated that it is important for Council to ensure that a good leader is selected for the group. If the Committee is not meeting the expectations, Council should ensure that the leader understands that the group is to focus on broader transportation issues. Perhaps Council should appoint the Chair of this committee. Mrs. Boring indicated that she would not want to be involved in the process of appointing a Chair -3- for committees. Mr. Reiner commented that effective leaders are an integral factor in the success of a board. Mr. Adamek clarified that Ms. Hide Pittaluga is really suggesting that Council give more direction to the TTF and assign them specific tasks. Mrs. Boring recalled that the R&E study emphasized the importance of coordinating the business concerns with the residents' concerns in traffic planning and management, possibly encouraging flex time, or other means of controlling traffic congestion. Ms. Hide Pittaluga suggested that each Council member put in writing what they specifically want the TTF to do and these ideas can be compiled before the next meeting on this matter. Mrs. Boring stated that was done at the time the task force was created, but Council membership has since changed. She suggested that Council review the original ordinance and consider if those tasks included in the ordinance should be changed. It was the consensus of Council to review the original ordinance prior to the next meeting. Mr. Adamek moved that Council meet again as a Committee of the Whole on May 11 to discuss this matter and determine the next step. Mr. Peterson seconded the motion. Motion carried unanimously. Mrs. Boring adjourned the meeting at 9:25 p.m C~~~ (jtiG~!/1,~/ Clerk of Council -4-