HomeMy WebLinkAbout03-04-26 Admin. Comm MinutesDUBLIN CITY COUNCIL
ADMINISTRATIVE COMMITTEE
Wednesday, March 4, 2026
5:00 p.m.
5555 Perimeter Drive
Council Chamber
Meeting Minutes
Vice Mayor De Rosa called the Wednesday, March 4, 2026 Administrative Committee meeting to
order at 5:00 p.m.
Committee Members present: Ms. Alutto, Vice Mayor De Rosa (Chair), Ms. Kramb
Staff Present: Ms. Delgado and Ms. Maxwell
Approval of Minutes
Vice Mayor De Rosa moved to approve the minutes of the February 3, 2026 Administrative Committee
meeting.
Ms. Alutto seconded the motion.
Vote on the motion: Ms. Kramb, yes; Ms. Alutto, yes; Vice Mayor De Rosa, yes.
Items for Discussion
e Council Recognition Policy Draft
Ms. Delgado presented a staff report on the proposed reception policy for departing
council members. She explained that over time, the City has expressed appreciation for
departing council members through various recognition practices, often shaped by
individual preferences. While these efforts reflected genuine gratitude for public service,
the lack of a formalized framework led to variability in approach and budget.
Ms. Delgado noted that staff developed a draft policy to establish a standardized method
for recognizing council members at the conclusion of their service. The proposed
framework was intended to promote fairness, transparency, and alignment with the City's
values while ensuring recognition remained meaningful and appropriate.
Ms. Delgado presented an overview including funding background, past venues,
benchmarking, and recommendations. She explained that receptions are paid through the
ceremonial expenses line of the operating budget, with receptions typically held in
December showing expenses across two years. Items such as cards, gifts, gift bags,
wrapping, flowers, and donations are also expended from the ceremonial expenses line.
She provided a chart of the last five years of the ceremonial budget showing budget
amounts, actual spending, and reception-related items.
Ms. Alutto inquired about the Board/Commission Reception costs, and Ms. Delgado
provided a specific cost breakdown, noting some cost difference due to catered events
versus non-catered.
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March 4, 2026
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Ms. Kramb asked about the cost to produce the video that is typically created for outgoing
Council members. Ms. Delgado stated that the video production would be reflected in the
Communications & Marketing budget.
Regarding venue, Ms. Delgado explained that prior to construction of the council chamber
wing, receptions were hosted at alternate venues like OCLC, The Exchange, Ohio
University, and local hotels. The new council chamber wing was designed with these
receptions and events in mind, so the policy recommends holding them at this location.
On benchmarking, Ms. Delgado stated that Dublin does everything far and away different
than other municipalities, none to the caliber that Dublin provides. Ms. Maxwell added that
both she and Ms. Delgado came from other municipalities and had personal experience
recognizing the different caliber here.
Ms. Delgado displayed photos from various receptions and explained that staff tries to
reflect the honoree's preferences and expectations, but in the absence of parameters, this
can be challenging. Variations in individual personalities and preferences can lead to
differing expectations, resulting in inconsistency in approach, budget, and perception
among attendees.
The draft policy included several recommendations including: events must comply with
applicable laws, ethical requirements, and City policies; receptions should be held prior to
the last meeting in the council chamber building; guest lists should be standardized with
allowances for honorees, family, and friends; and a not-to-exceed budget amount should
be agreed upon by Council.
Vice Mayor De Rosa suggested adding community engagement as a guiding principle,
noting these receptions provide opportunities for current council, staff, and community
leaders to engage and interact. She had attended several other retirement events that
were extensive in attendance despite not being elaborate in food, emphasizing community
engagement with neighboring municipalities and area leaders. Ms. Kramb and Ms. Alutto
agreed with that addition.
Ms. Delgado explained she included "one or more of the following" to allow options that fit
the honorees comfort level rather than requiring all forms of recognition. Vice Mayor De
Rosa emphasized that council members should be able to opt out if they do not wish to
have recognition, suggesting this should be stated in the policy.
Ms. Alutto acknowledged this perspective but noted these events are for others to have
the opportunity to thank members for their service. She suggested that while council
members could opt out of a public reception, some level of recognition during the final
council meeting should occur that they cannot opt out of, even if they decline the party.
The committee agreed this would involve opting in or out of the public reception
specifically, not all acknowledgment.
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March 4, 2026
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Vice Mayor De Rosa expressed concerns about holding receptions before the last council
meeting, noting December meetings are busy with long agendas and executive sessions.
She felt this could result in only 30-minute receptions, which would not feel appropriate
given the effort involved.
Ms. Alutto suggested flexibility, proposing receptions occur during the week of the final
council meeting since staff plans the calendar ahead of time. This would allow
accommodation for other meetings while maintaining guardrails. Vice Mayor De Rosa
preferred language allowing receptions within the first 10 days of December to provide
flexibility for varying council meeting dates and other scheduled events.
The committee agreed on language allowing receptions to be held within the first 10 days
of December, providing flexibility while maintaining appropriate timing guardrails.
Ms. Kramb requested cost information for different reception options. Ms. Delgado
provided additional information regarding specific costs of the different receptions that
have been held.
Vice Mayor De Rosa suggested a $10,000 budget limit to provide adequate runway while
preventing excess, with the amount adjusted for inflation to keep the policy evergreen.
Ms. Alutto agreed this provided flexibility with appropriate guardrails, noting council
members are elected officials who endure significant public scrutiny and deserve elevated
recognition compared to other reception types.
The committee agreed on a not-to-exceed budget of $10,000, adjusted for inflation, and
changed language from "light refreshments" to "catered food" to provide staff with
appropriate discretion.
The committee agreed to add residents to the guest list since receptions are advertised
publicly. They also included neighboring community leaders and elected representatives,
reflecting the community engagement aspect discussed earlier.
Ms. Alutto favored video presentations as nice keepsakes for departing council members,
with each member receiving their own individual video rather than shared presentations.
Regarding speakers, Ms. Kramb suggested the council member could choose one person
to speak on their behalf, but the committee preferred less prescriptive language. They
settled on brief remarks being presented per the outgoing council member's wishes,
emphasizing community engagement purposes.
The committee agreed the Mayor should preside over receptions as they are ceremonial
events.
For written recognition, the committee agreed on proclamations as the standard
approach. Regarding gifts from council, traditional options include plaques, benches with
plaques, and tree planting with plaques, plus street signs for all departing council
members. Ms. Alutto confirmed these were standardized items without custom design
elements.
Vice Mayor De Rosa suggested language stating "departing council is pleased to provide
traditional gifts, including the following" to allow flexibility for appropriate alternatives
while maintaining reasonable cost parameters. The committee agreed on "something
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March 4, 2026
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similar to the following traditional gifts" to provide guidance while allowing evolution and
preventing excessive requests.
The committee agreed each departing council member should receive their own individual
video presentation rather than shared videos with multiple honorees.
Ms. Delgado indicated she would make the discussed adjustments and bring the revised
policy back to committee before forwarding to full council.
e Recruitment Plan for 2026
Ms. Maxwell presented the timeline for the annual board and commission recruitment
process, providing a timeline version of the previously reviewed policy with
recommended dates from staff.
The proposed timeline includes:
e March recruitment kickoff;
e March 31st internal deadline for processing applications (applications remain open
year-round);
e April 7th Administrative Committee meeting to review applications and determine
interview candidates;
Interview scheduling for the week of April 7th or following week;
April 20th Council interviews during work session or prior to April 27th meeting;
May 11th executive session to confirm appointments;
May 26th formal appointments by resolution; and
June 8th recognition and swearing-in prior to Council meeting
Ms. Maxwell reported that staff reached out to current members whose terms are
ending, receiving interesting feedback including some members wanting reappointment
to different boards or commissions.
Communications and marketing provided a communications plan outlining their
recruitment strategy. The plan includes message collaborators and various outreach
methods, including email calls for applications and direct emails to citizen program
alumni. These approaches tend to be the most effective for bringing in applications.
Adjourn to Executive Session
Vice Mayor De Rosa moved to adjourn to executive session for purposes of:
e Personnel Matters: Considering the Employment of a Public Employee.
Ms. Alutto seconded the motion.
Vote on the motion: Vice Mayor De Rosa, yes; Ms. Alutto, yes; Ms. Kramb, yes.
The meeting was reconvened and adjourned at 6:45 p.m.
Administrative Committee Meeting
March 4, 2026
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