HomeMy WebLinkAbout08-05-2025 Admin. Comm. MinutesDUBLIN CITY COUNCIL
ADMINISTRATIVE COMMITTEE
Tuesday, August 5, 2025
5555 Perimeter Drive
Council Chamber
Meeting Minutes
Chair De Rosa called the Tuesday, August 5, 2025 Administrative Committee meeting to
order at 5:05 p.m.
Committee Members present: Vice Mayor Alutto, Ms. De Rosa (Chair), Ms. Kramb
Staff Present: Ms. Delgado and Ms. Maxwell
Approval of Minutes
Chair De Rosa moved to approve the minutes of the June 17, 2025 Administrative Committee
meeting.
Vice Mayor Alutto seconded the motion.
Vote on the motion: Ms. Kramb, yes; Vice Mayor Alutto, yes; Chair De Rosa, yes.
Items for Discussion
e Joint Work Session Agenda Review and Finalization
Ms. Delgado presented a draft agenda for the Joint Work Session with Boards and
Commissions. She explained that the format was based on what the committee had
discussed last year, with a companion document outlining what the boards could report
on.
Ms. Kramb suggested adding feedback on the changes implemented to staff reports and
the development review process. She noted that the Architecture Review Board had
adopted a new procedure allowing applicants to speak first and wanted to know how
that change was going. She also suggested getting feedback on the code changes
made during the year, particularly related to solar energy and the historic district, to
determine if these changes had been successful.
Vice Mayor Alutto agreed that the agenda looked good overall but supported Ms.
Kramb's suggestions to include evaluation of the process changes.
Council Member De Rosa expressed concern about the boards having sufficient time to
prepare their reports, noting that last year they ran out of time. Ms. Delgado confirmed
that boards had already started preparing and had been notified in June.
Administrative Committee Meeting
August 5, 2025
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The committee agreed that the boards should focus on successes, challenges, and tools
they need rather than just reciting statistics that could be read from a memo. They
decided to modify the agenda so that boards would not be asked to verbally present all
the statistics but could reference specific cases as needed during discussions of
successes and challenges.
Regarding the "Council Announcements" section, the committee decided to change it to
"Council Goals, Progress and Updates" to provide clarity on what Council members
should discuss.
The committee also discussed the dinner arrangements, confirming that dinner would
start at 5:30 PM with the formal meeting beginning at 6:00 PM, and that board
members had been informed this was a mandatory meeting that counts toward their
attendance.
e Council Rules Review
Ms. Delgado presented proposed changes to the Council Rules of Order. The first was a
review of section 7.02, amended last year regarding public speaking at meetings. Ms.
Delgado proposed adding language to every agenda outlining speaker meeting
procedures, noting that this had been considered last year but not implemented.
The Committee reviewed a sample agenda with speaking protocols modeled after Grand
Rapids, Michigan's approach. Vice Mayor Alutto supported the idea, noting that clapping
between speakers takes up significant meeting time. The committee suggested
revisions to the wording, particularly to clarify that questions could be asked but would
not be answered during the meeting.
Ms. Delgado then presented requested changes to clarify language regarding standing
committees, noting confusion about the referral process from Council. She highlighted
inconsistencies in the topics assigned to each standing committee, such as overlap
between Community Development Committee (growth management and transportation
systems) and Public Services Committee (traffic and related matters).
The committee discussed specific overlaps and ambiguities, particularly between the
Community Development and Public Services committees regarding landscaping,
transportation, and public art. They decided to recommend removing "transportation
systems" from Community Development's scope and to clarify that Community
Development handles right-of-way landscaping while Public Services handles parks.
The committee also agreed to add "storm water" to the Public Services Committee's
responsibilities alongside water and sewer utilities.
Regarding the introductory paragraph about committee matters, the committee wanted
to clarify that committee chairs have final say on agenda items. They decided to
maintain the existing language about Council referrals while emphasizing the chair's
authority.
Administrative Committee Meeting
August 5, 2025
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Ms. Delgado also proposed housekeeping changes including removing references to
executive sessions during work sessions (based on a legal memo) and removing
outdated references to news media.
The committee consensus was for staff to make the proposed changes and bring the
revised rules to the full Council for review at an upcoming meeting.
e Appointee Recruitment Debrief
Ms. Maxwell presented a debrief on the boards and commissions appointment process.
Staff conducted outreach through various channels including social media, the State of
the City event, and targeted emails to HOA leadership, Citizen U alumni, and Citizens
Police Academy alumni.
The recruitment resulted in 20 new applications with 23 appointments and
reappointments made. However, there was reduced interest in serving on the
Community Inclusion Advisory Committee (CIAC). Ms. Maxwell noted that all five
current CIAC members will complete their terms in May 2026, with only two eligible for
reappointment. Four of the five members eligible for reappointment in 2025 declined to
be reappointed. Additional recruitment efforts have secured four new applications.
The committee praised Ms. Maxwell and Ms. Delgado for improvements to the
recruitment process but expressed concerns about the "Fuel the Future" website being
separate from the main city website. They recommended integrating it into the main
site and renaming it to something more intuitive like "Board and Commission
Recruitment" rather than using a tagline.
Regarding the CIAC recruitment challenges, the committee recommended discussing
this as part of the upcoming Council retreat in November. The committee requested
that staff gather information about the committee's activities, purpose, and potential
synergies with other committees for the retreat discussion.
The committee also discussed their next meeting date, which conflicted with a joint
work session. They rescheduled the meeting to Monday, September 15, 2025, at 4:30
PM.
meeting _was adjourned at 6:08 p.m.
XY) Chair, Administrative Committee