04-04 OrdinanceRECORD OF ORDINANCES
Blank. Inc
Ordinance No. 04-04 ~ mended) Passed . 20
AN ORDINANCE AMENDING SECTIONS 32.60 THROUGH
32.61 AND REPEALING SECTIONS 32.50 THROUGH 32.55
OF THE CODIFIED ORDINANCES OF THE CITY OF
DUBLIN, COMBINING THE DUTIES AND FUNCTIONS OF
THE NATURAL RESOURCES ADVISORY COMMISSION
AND THE COMMUNITY SERVICES ADVISORY
COMMISSION INTO A NEWLY CONFIGURED
COMMUNITY SERVICES ADVISORY COMMISSION.
WHEREAS, City Council has reviewed the duties, functions and assignments of the
Community Services Advisory Commission and the Natural Resources Advisory
Commission; and
WHEREAS, the efforts and dedication of the current and past members of the Community
Services Advisory Commission and the Natural Resources Advisory Commission were
instrumental in the progress they have made toward achieving their goals and mission; and
WHEREAS, City Council has determined that it is appropriate to consolidate these two
Commissions in the spirit of providing an opportunity to members for meaningful and
purposeful service to the City; and
WHEREAS, City Council has determined it is desirable to maintain an advisory
committee of citizen experts who are capable of advising City Council on matters related
to the maintenance and enhancement of the City's services and natural resources; and
WHEREAS, City Council desires to amend Chapter 32 of the Codified Ordinances in
order to revise the duties and functions of the Community Services Advisory Commission
to incorporate the current duties and functions of the Natural Resources Advisory
Commission; and
WHEREAS, it is necessary to repeal Sections 32.50 through 32.55 (Natural Resources
Advisory Commission) of the Codified Ordinances of the City of Dublin;
NOW, THEREFORE, BE IT ORDAINED by the Council of the City of Dublin, State of
Ohio, _~ of the elected members concurring that:
Section 1. Sections 32.50 through 32.55 (Natural Resources Advisory Commission) of
the Codified Ordinances of the City of Dublin are hereby repealed.
Section 2. Section 32.60 (Establishment) of the Codified Ordinances of the City of
Dublin is amended to read:
"A Community Services Advisory Commission of the City of Dublin is hereby
formed to address and to make recommendations to Council on community
services, natural resources and related issues at the request of Council."
Section 3. Section 32.61 (Duties and Functions) of the Codified Ordinances of the
City of Dublin is amended to read:
"(A) The Community Services Advisory Commission shall perform the following
duties:
1. Provide feedback and/or make recommendations to City Council regarding
the City's high level of community services offered by the Departments of
Service and Safety.
2. Provide feedback to and/or make recommendations to City Council
RECORD OF ORDINANCES
Davton Leeal Blank, Ina Form No. 30043
Ordinance No. 04-04 Amended) Passed Page 2 . 20
concerning the programs/services of the Service and Safety Departments.
Such services may include, but are not necessarily limited to: solid waste
management; cemeteries; environmental, natural resources (including trees
and landscaping); street and utility maintenance/services; telecommuni-
cations/cable television; community health; community-oriented policing;
neighborhood watch; D.A.R.E. advocacy; and other issues/programs as
referred by City Council.
Monitor, evaluate and advise Council regarding the implementation and
maintenance of the Dublin Community Plan as it addresses preservation of
the natural environment, and promotes and enhances the natural beauty of
the City.
4. Recommend to City Council policies concerning the regulation and control
of the planting, transplanting, maintenance and preservation of trees,
shrubs and landscaping in City-owned or controlled property, and policies
to preserve and enhance the natural environment of the City.
5. Recommend to City Council programs promoting both community
involvement and the value of the City's natural environment, which
collectively enhance the City's high quality of life.
6. Serve as a "sounding board" for City staff regarding the conduct a nd
delivery of programs/services as mentioned in Section (A)(2).
7. Give consideration to Council goals when making any recommendation.
8. Perform such other duties and functions as assigned by Council.
(B) The Community Services Advisory Commission shall act solely in an
advisory capacity to Council, and all reports and proposals shall be made to
Council.
(C) The Community Services Advisory Commission shall call upon the City
Manager, and through the City Manager, any department of the City to render
assistance to the Commission as maybe reasonably required."
Section 4. This Ordinance shall take effect at the earliest date permitted by law.
Passed this day of, ~ • r ~ , 2004.
i /' /
~; /, `,' !
/ ti~ ~ ~~ GGG"'"'~ ~---~-~-~- ~- ~'~~ ~ -~'~;
Mayor -Presiding Officer
ATTEST:
C~-~ ~- C~~~~
Clerk of Council
I hereby certify that copies of
Ordinance/Resolution were posted in
City of Dublin in accordance with Set
731.25 of the Ohio Revised Code.
De y Clerk of Council, Dublin, Ohio
CITI' OF DUBLIN
Office of the City Manager
5200 Emerald Parkway • Dublin, OH 43017
Phone: 614-410-4400 • Fax: 614-410-4490
To: Members of Dublin City Council
From: Jane Brautigam, City Manager ~"~~ 5 . (j~,~~ U
Date: January 28, 2004
Re: Ordinance 04-04
Initiated by: Michelle L. Crandall, Assistant City Manager f jj~G
Summary
Memo
Attached please find amended Ordinance 04-04, which has been amended to reflect the changes requested by
Council. Subsection 32.61(B) and subsection 32.61(C) have been added to include provisions currently contained
in this section of the Codified Ordinances. Additionally, subsection 32.61(A)(2) and subsection 32.61(A)(6) have
been modified to reflect the addition of programs and services related to natural resources.
Recommendations
Passage of the attached ordinance combining the functions and duties of the Natural Resources Advisory
Commission with the functions and duties of the Community Services Advisory Commission, effectively forming
a new Community Services Advisory Commission.
.,
CITY OF DUBLIN
Office of the City Manager
5200 Emerald Parkway • Dublin, OH 43017
Phone: 614-410-4400 • Fax: 614-410-4490
To: Members of Dublin City Council
From: Jane Brautigam, City Manager ~~~- S - ~i~~-~-~( ~~-•J
Date: January 14, 2004
Re: Ordinance 04-04
Initiated by: Michelle L. Crandall, Assistant City Manager
Summary
Memo
Attached please find Ordinance 04-04, which combines the duties and functions of the Natural Resources
Advisory Commission (NRAC) with the duties and functions of the Community Services Advisory Commission
(CSAC). After discussion with members of both of these Commissions, there was a consensus that this action is
appropriate to allow the duties and functions of a less active commission (NRAC) to be rolled into a more active
commission (CSAC), thus more fully using the talents and skills of the community volunteers serving in this
capacity. This ordinance also maintains the current name of the Community Services Advisory Commission,
which the members of each commission believed to be the more descriptive and encompassing name.
Historical Back ound
Also attached, as requested by Council, is historical information pertaining to the previous combination of five
boards and commissions into the current three advisory commissions. This action occurred in February 1999 and
involved the following combinations:
1. Parks and Recreation Advisory Commission - a combination of the Parks and Recreation Advisory Board
and the Child Care Advisory Board.
2. Natural Resources Advisory Commission - a renaming of the Tree and Landscape Advisory Commission
and expanding the duties to include a focus on the City's natural resources.
3. Community Services Advisory Commission - a combination of the Cemetery and Solid Waste Advisory
Boards and expanding the duties to focus more generally on City services.
A memorandum dated February 10, 1999 initiated by Dana McDaniel that further details the ordinances creating
the current three advisory commissions is attached, along with the minutes of the Administrative Committee of
Council, which recommended the creation of the three current advisory commissions.
Membership
After a survey of the thirteen members of both NRAC and CSAC, it appears there are eight current members that
have a strong desire to continue on to the newly formed board. However, one member wishing to continue, James
Stoycheff, has served two terms on the Commission and would not be eligible for re-appointment to this
Commission, but could serve on another board or commission. The following is a summary of the responses from
each member, along with term expirations. Those wishing to continue their service or wishing to be re-appointed
are highlighted in blue.
s,
Community Services Advisory Commission
Name Interest in Continuing
to Serve on Combined
Commission Term Expiration Notes
Bill Estabrook Yes 03/31/06 Newly appointed member
Christopher Hogan Willing to step down 03/31/05
Thomas Merritt (Chair) Yes 03/31/04 Would like to be appointed to a
second term.
David Pagnard Willing to step down 03/31/05 Also willing to continue if more
members needed
Randy Roth (Vice-chair) Yes 03/31/06 Newly re-appointed member
James Stoycheff Interested, but has
served two terms 03/31/04 Has served two terms on this
Commission
Sugu Suguness Willing to step down 03/31/05
Natural Resources Advisory Commission
Name Interest in Continuing Term Expiration Notes
to Serve on Combined
Commission
Melinda Carr Yes 03/31/04 Only appointed to a one-year
term and wishes to be re-
appointed to a second term
Dona Givens Yes 03/31/04 Wishes to be reappointed to a
second term
Timothy Haab Willing to step down 03/31/05
Thomas Keenan Yes 03/31/04 Wishes to be re-appointed to a
second term
Daniel Livingston No response 03/31/05 Completing second term on
commission
Todd Manifold Yes 03/31/04 Only appointed to a one-year
term and wishes to be re-
appointed to a second term
(vacant) 03/31/05
Seeing as there are seven current NRAC and CSAC members who are interested and eligible to serve on the
newly formed Community Services Advisory Commission, the attached ordinance does not change the
membership number for CSAC. Should Council wish to expand the membership, a motion could be made to
amend the ordinance to allow for a nine member Commission.
Additionally, the current language in the City's Codified Ordinances initially established the Commission with
staggered term. The recommendation would be to leave this language as is to allow for staggered terms to be
established for this newly formed commission.
Recommendations
Discussion and passage of the attached ordinance combining the functions and duties of the Natural Resources
Advisory Commission with the functions and duties of the Community Services Advisory Commission,
effectively forming a new Community Services Advisory Commission.
Please keep in mind that Council will still need to appoint members to this Commission through a separate
resolution.
Departments, Boards and Commissions 15
§ 32.33 DUTIES.
The duties of the City Records Commission shall be to provide rules for retention and disposal
of records of the city, to review applications for record disposal and to review schedules of record
retention submitted by city departments, boards and commissions pursuant to the Ohio Revised Code.
('80 Code, § 165.03) (Ord. 35-91, passed 6-17-91)
NATURAL RESOURCES ADVISORY COMMISSION
§ 32.50 ESTABLLSffiVIENT.
A Natural Resources Advisory Commission of the City is hereby established to address and to
make recommendations to Council on issues and programs related to the natural beauty and resources
of the City and, at the request of Council, to serve as afact-finding body on behalf of City Council
and its Public Services Committee concerning such issues.
(Ord. 16-99, passed 3-1-99)
§ 32.51 DUTIES AND FUNCTIONS.
(A) The Natural Resources Advisory Commission shall perform the following duties:
(1) Monitor, evaluate and advise Council regarding the implementation and maintenance of
the Dublin Community Plan as it addresses preservation of the natural environment, and promotes and
enhances the natural beauty of the city.
(2) Provide to City Council for its approval a plan for the implementation of the
Dublin Community Plan, Chapters 8 and 10.
(3) Recommend to City Council policies concerning the regulation and control of the planting,
transplanting, maintenance and preservation of trees, shrubs and landscaping in city-owned or
controlled property, and policies to preserve and enhance the natural environment of the city.
(4) Recommend to City Council programs promoting both community involvement and the
value of the city's natural environment, which collectively enhance the city's high quality of life.
(5) Serve as a "sounding board" for city staff regarding the conduct and delivery of services
and operations related to the natural environment, trees and landscaping.
(6) Perform such other duties and functions as assigned by City Council.
(B) The Natural Resources Advisory Commission shall act solely in an advisory capacity to
Council and all reports and proposals shall be made to Council.
1999 S-5
16 Dublin -Administration
(C) The Natural Resources Advisory Commission may call upon the City Manager, and through
the City Manager, any department of the city to render assistance to the Commission as may
reasonably be required.
(Ord. 16-99, passed 3-1-99)
§ 32.52 MEETINGS.
The Natural Resources Advisory Commission shall meet as determined necessary by the Chair of
the Commission. The Commission shall comply with Section 7.02 of the Revised Charter of Dublin,
Ohio. The Chair shall have responsibility to establish an agenda jointly with city staff for each
meeting. Minutes of all the Commission activities shall be maintained and forwarded to Council, and
an annual report covering its activities shall be prepared by the Commission each year.
(Ord. 16-99, passed 3-1-99)
§ 32.53 MEMBERSHIP.
The Natural Resources Advisory Commission shall be comprised of seven resident members
appointed by Council who shall serve three year terms. Terms shall commence upon appointment and
end on March 31 in the year of the completed term. In order to provide for staggering of terms, the
initial appointments to the Commission shall be: two members for one year, two members for two
years and three members for three years. Thereafter, all appointments shall be for three-year terms.
Members shall serve in accordance with Section 7.02 of the Revised CCharter of Dublin, Ohio.
Members shall not be appointed from specific organizations or groups, however, Council shall
endeavor to appoint persons with appropriate expertise.
(Ord. 16-99, passed 3-1-99)
§ 32.54 ELECTION OF CHAIRPERSON/VICE CHAIRPERSON.
The Natural Resources Advisory Commission shall organize annually and elect a Chairperson and
a Vice Chairperson.
(Ord. 16-99, passed 3-1-99)
§ 32.55 TASK FORCE.
(A) The Natural Resources Advisory Commission may recommend to Council the formation of
a task force(s) which shall operate under the direction and oversight of the Natural Resources Advisory
Commission. A "task force" shall mean:
(1) A subcommittee formed with the approval of City Council for the purpose of assisting
the Natural Resources Advisory Commission and/or city staff in analysis, research/study, or assistance ~:
with special projects, programs or assignments given by or approved by City Council.
1999 S-5
Departments, Boards and Commissions 16A
(2) The task force membership may be comprised of volunteer residents/business residents
who have expertise, skills, talent and/or, resources that lend itself to the collective wisdom of the task
force.
(3) When a task force(s) is formed it shall be for a predetermined period of time, as approved
by City Council or as extended by City Council.
(B) It is the intent of this subchapter to allow the Natural Resources Advisory Commission to
temporarily augment itself with volunteer expertise while not permitting the proliferation of such task
forces.
(Ord. 16-99, passed 3-1-99)
COMMUNITY SERVICES ADVISORY COMMISSION
§ 32.60 ESTABLIS)rIlVIENT.
A Community Services Advisory Commission of the City of Dublin is hereby established to
address and to make recommendations to Council on community services and related issues at the
request of Council.
(Ord. 17-99, passed 3-1-99)
§ 32.61 DUTIES AND FUNCTIONS.
(A) The Community Services Advisory Commission shall perform the following duties:
(1) Provide feedback and/or make recommendations to City Council regarding the city's high
level of community services offered by the Departments of Service and Safety.
(2) Provide feedback to and/or make recommendations to City Council concerning the
programs/services of the Service and Safety Departments. Such services may include, but are not
necessarily limited to: solid waste management; cemeteries, environmental, street and utility
maintenance/services; telecommunications/cable television; community health; community oriented
policing; neighborhood watch; D.A.R.E. advocacy; and other issues/programs as referred by City
Council.
(3) Recommend to Council programs which promote community involvement and maintain
Dublin's high quality of life.
(4) Serve as a "sounding board" for city staff regarding the conduct and delivery of services
as mentioned in subdivision (2) above.
(5) Give consideration to Council goals when making any recommendation.
1999 S-5
16B Dublin -Administration
(6) Perform such other duties and functions as assigned by Council.
(B) The Community Services Advisory Commission shall act solely in an advisory capacity to
Council and all reports and proposals shall be made to Council.
(C) The Community Services Advisory Commission may call upon the City Manager, and through
the City Manager, any department of the city to render assistance to the Commission as may
reasonably be required.
(Ord. 17-99, passed 3-1-99)
§ 32.62 MEETINGS.
The Community Services Advisory Commission shall meet as determined necessary by the Chair.
The Commission shall comply with Section 7.02 of the Revised Charter of Dublin, Ohio. The Chair
shall have responsibility to establish an agenda jointly with city staff for each meeting. Minutes of all
the Commission's activities shall be kept and forwarded to Council, and an annual report covering its
activities shall be prepared by the Commission each year.
(Ord. 17-99, passed 3-1-99)
§ 32.63 MEMBERSHIP.
The Community Services Advisory Commission shall be comprised of seven resident members
appointed by Council who shall serve three year terms. Terms shall commence upon appointment and
end on March 31 in the year of the completed term. In order to provide for staggering of terms, the
initial appointments to the Commission shall be: two members for one year, two members for two
years and three members for three years. Thereafter, all appointments shall be for three-year terms.
Members shall serve in accordance with Section 7.02 of the Revised Charter of Dublin, Ohio.
Members shall not be appointed from specific organizations or groups; however, Council shall
endeavor to appoint persons with expertise in the areas of community services.
(Ord. 17-99, passed 3-1-99)
§ 32.64 ELECTION OF CHAIRPERSON/VICE CHAIRPERSON.
The Community Services Advisory Commission shall organize annually and elect a Chairperson
and a Vice Chairperson.
(Ord. 17-99, passed 3-1-99)
§ 32.65 TASK FORCE.
(A) The Community Services Advisory Commission may recommend to Council the formation
of a task force(s) which shall operate under the direction and oversight of the Community Services
Advisory Commission. A "task force" shall mean:
1999 S-5
Departments, Boards and Commissions 16C
(1) A subcommittee formed with the approval of City Council for the purpose of assisting
the Community Services Advisory Commission and/or city staff in analysis, research/study, or
assistance with special projects, programs or assignments given by or approved by City Council.
(2) The task force membership may be comprised of volunteer residents/business residents
who have expertise, skills, talent and/or resources that lend itself to the collective wisdom of the task
force.
(3) When a task force(s) is formed it shall be for a predetermined period of time, as approved
by City Council or as extended by City Council.
(B) It is the intent of this subchapter to allow the Community Services Advisory Commission to
temporarily augment itself with volunteer expertise while not permitting the proliferation of such task
forces.
(Ord. 17-99, passed 3-1-99)
PARKS AND RECREATION ADVISORY COMMISSION
§ 32.70 ESTABLISHIVIENT.
A Parks and Recreation Advisory Commission of the city is hereby established to address and to
make recommendations to Council on park land/open space and recreation issues at the request of
Council, and also at the request of Council to serve as afact-finding body on behalf of City Council
and its Public Services Committee concerning such issues.
(Ord. 95-97, passed 9-3-97; Am. Ord. 15-99, passed 3-1-99)
§ 32.71 DUTIES AND FUNCTION.
The Parks and Recreation Advisory Commission shall have the following duties and functions:
(A) Monitor, evaluate and advise Council regarding the implementation and maintenance of the
Dublin Community Plan as it addresses community facilities related to parks, recreation, open green
space and cultural arts.
(B) Provide feedback and/or make recommendations to City Council regarding the development
of park lands and recreation facilities.
(C) Recommend to City Council policies concerning the operation and use of parks and recreation
facilities.
(D) Make recommendations to City Council regarding parks, recreation and cultural programs for
the city.
1999 S-5
16D Dublin -Administration
(E) Serve as a "sounding board" for city staff regarding the conduct and delivery of
recreation-related services and use of recreation-related facilities, the Community Recreation Center,
and lands.
(F) Give consideration to Council goals when making any recommendation.
(G) Perform such other duties and functions as assigned by City Council.
(Ord. 95-97, passed 9-3-97; Am. Ord. 15-99, passed 3-1-99)
§ 32.72 CAPACITY.
The Parks and Recreation Advisory Commission shall act solely in an advisory capacity to Council
and all reports and proposals shall be made to Council.
(Ord. 95-97, passed 9-3-97; Am. Ord. 15-99, passed 3-1-99)
§ 32.73 ASSISTANCE TO COMMISSION.
The Parks and Recreation Advisory Commission may call upon the City Manager, and through
the City Manager, any department of the city to render assistance to the Advisory Commission as may
reasonably be required.
(Ord. 95-97, passed 9-3-97; Am. Ord. 15-99, passed 3-1-99)
§ 32.74 MEETINGS.
The Parks and Recreation Advisory Commission shall meet as determined necessary by the Chair
of the Commission. The Commission shall comply with Section 7.02 of the Revised Charter of Dublin,
Ohio. The Chair shall have responsibility to establish an agenda jointly with city staff for each
meeting. Minutes of all the Commission's activities shall be maintained and forwarded to Council, and
an annual report covering the Commission's activities shall be prepared by the Commission each year.
(Ord. 95-97, passed 9-3-97; Am. Ord. 15-99, passed 3-1-99)
§ 32.75 MEMBERSHIP.
The Parks and Recreation Advisory Commission shall be comprised of seven resident members
appointed by Council who shall serve three year terms. Terms shall commence upon appointment and
end on March 31 in the year of the completed term. In order to provide for staggering terms, the
initial appointments to the Commission shall be: two members for one year; two members for two
years and three members for three years. Thereafter, all appointments shall be for three-year terms.
Members shall serve in accordance with Section 7.02 of the Revised Charter of Dublin, Ohio.
Members shall not be appointed from specific organizations or groups; however, Council shall
endeavor to appoint persons representative of all areas of recreation and cultural interest, including but
1999 S-5
Departments, Boards and Commissions 16E
not exclusive of, active recreation, both organized and individual, passive recreation, cultural and
social activities, youth, senior citizens, neighborhood play areas, arts and crafts and open space
preservation.
(Ord. 95-97, passed 9-3-97; Am. Ord. 15-99, passed 3-1-99)
§ 32.76 QUALIFICATIONS FOR APPOINTMENTS.
When making appointments to the Parks and Recreation Advisory Commission, City Council
should seek and consider recommendations from business, school districts, recreation, cultural and
athletic organizations. Council shall endeavor to appoint persons representative of all areas of
recreation and cultural interest, including but not exclusive of, active recreation, both organized and
individual, passive recreation, cultural and social activities, youth, senior citizens, neighborhoods play
areas, arts and crafts and open space preservation.
(Ord. 95-97, passed 9-3-97; Am. Ord. 15-99, passed 3-1-99)
§ 32.77 ELECTION OF CHAIRPERSON/VICE CHAIRPERSON.
The Parks and Recreation Advisory Commission shall organize annually and elect a chairperson
and vice chairperson.
(Ord. 15-99, passed 3-1-99)
§ 32.78 TASK FORCE.
(A) The Parks and Recreation Advisory Commission may recommend to Council the formation
of a task force(s) which shall operate under the direction and oversight of the Parks and Recreation
Advisory Commission. A "task force" shall mean:
(1) A subcommittee formed with the approval of City Council for the purpose of assisting
the Parks and Recreation Advisory Commission and/or city staff in analysis, researchlstudy, or
assistance with special projects, programs or assignments given by or approved by City Council.
(2) The task force membership may be comprised of volunteer residents/business residents
who have expertise, skills, talent and/or resources that lend itself to the collective wisdom of the task
force.
(3) When a task force(s) is formed it shall be for a predetermined period of time, as approved
by City Council or as extended by City Council.
(B) It is the City Council's intent to allow the Parks and Recreation Advisory Commission to
temporarily augment itself with volunteer expertise while not permitting the proliferation of such task
forces.
(Ord. 15-99, passed 3-1-99)
1999 S-5
i
~ Department of Service
j 6351 Shier-Rings Road • Dublin, Ohio 43016-1243
ctT~~ of nUacm ~ Phone: 614-761-6570 Fax: 614-761-6512
Memo
To: All Members of Dublin City Council
From: Timothy C. Hansley, City Manager
Initiated by: Dana L. McDaniel, Director of Service
Date: February 10, 1999
Re: Ordinances 15-99, 16-99, and 17-99
Please find attached Ordinances 15-99, 16-99 and 17-99, respectively. These Ordinances are intended to
reflect the guidance provided by the Administrative Committee.
T11e three ordinances have very similar language in all aspects of the three proposed commissions, except of
course for specific duties. Ne~v concepts added to each Commission include:
A. Broader yet more definitive duties.
B. Requirement to provide an Annual Report to Council summarizing their activities.
C. Ability to establish (a) Task Force(s) with Council approval.
The net effect on existing boards and commissions includes a consolidation of the Cemetery Advisory Board
aild Solid Waste Advisory Board functions under a new Community Services Advisory Commission; the
Child Care Advisory Committee will be repealed but may be resurrected as a Task Force under the Parks &
Recreation Advisory Commission; the Transportation Task Force will also be repealed; and the Tree and
Landscape Advisory Commission is renamed "I~Tatural Resources Advisory Commission" to reflect their
broader purpose and scope.
The following briefly summarizes each Ordinance:
15-99 Pnrks & Recrc~atio~r Advicon~ Conunissio~r. This Conunission is reinvented from the previous Parks
& Recreation Advisory Board. This Ordinance sets forth more specific guidance as to the duties of this
` Commission. It is necessary to amend the Code to reflect those changes desired by Council. As previously
mentioned, the Child Care Advisory Committee will be repealed as part of this Ordinance.
16-99 [~'ntrn•n(Resont!'es Advicor.~~ Co~~rnriscion. This Commission effectively renames the existing Tree
& Landscape Advisory Commission and broadens its duties in regard to the City's natural beauty and
resources. I1 also sets forth more specific guidance as to the duties of the Commission. It is necessary to
repeal the existing code regarding the Tree & Landscape Advisory Commission and replace it with new
language to reflect the desired changes.
17-99 Coa~nruirit~,Services Advisor ~ oi~rnrissio~r. This Commission consolidates the duties of the Cemetery
and Solid Waste Advisory Boards while expanding their pun~iew to include more Department of Service and
Safety related programs and issues. It is necessary to repeal the existing code and Ordinance 91-97 to
implement the desired changes.
These proposed revisions are in keeping with Article VII of the Revised Charter of the City of Dublin.
Should you have any questions, please contact any member of Council's Administrative Committee or Dana
McDaniel al 761-670. Thank you.
6351 Shier-Rings Road • Dublin, Ohio 43016-1243
Phone: 614-761-6570 Fax: 614-761-6512
To: All Members Dublin City Council
From: Timothy C. Hansley, City Manager l
Initiated by: Dana L. McDaniel, Director of Service
Date: February 22, 1999
Re: Amended Ordinance 15-99
Per Council Member Adamek's concern raised at your last Council meeting, I reviewed
§32.76 of the Codified Ordinances of the City of Dublin and did not find the desired
language.
Therefore, please find attached Ordinance 15-99 (amended) which includes a new §32.77
which will read:
"The Parks & Recreation Advisory Commission shall organize annually and elect a
chairperson, vice chairperson, and secretary."
This section is now included in each of the proposed ordinances currently before you
regarding advisory commissions.
Thank you.
DLM/tb
T:\PER\T6209\W P61 \DOC\DANAUNEMOS\COUNCIUBC&C5. W PD
Department of Service
Minutes of Administrative Committee
of Dublin City Council
Monday, January 25, 1999
7:00 p.m. -Council Conference Room
Attending:
Mrs. Boring, Chair
Mr. McCash
Mr. Peterson
Mr. Adamek
Mr. Helwig
Ms. Crandall
Mr. McDaniel
Mrs. Boring called the meeting to order at 7:20 p.m.
Transportation Task Force Review
Mrs. Boring gave a brief history of the creation of the task force. The TTF appointments were
for 3 years with the intent to evaluate the effectiveness of the task force after that period.
The Transportation Task Force was an outgrowth of the Retention and Expansion effort done
with the Chamber of Commerce. At the time the task force was established, there was some
difference of opinion about the need for it and whether it would be a worthwhile effort.
Many of the issues which were reviewed by the Committee are staff issues which do not require
Council review and approval.
Mr. Helwig reported that Mrs. Boring asked him to submit his comments and recommendation
regarding the continuation of the task force. He noted that the Task Force pre-dates his
employment with the City. He has served as the staff liaison, and the group is currently not
meeting. They have heard that their future is in doubt. His recommendation as outlined in the
report to Council is that the task force be eliminated. In summary, transportation is a very
global issue and Dublin staff spends a great deal of time working on the same issues. Traffic
improvements have long been a number one priority for Dublin staff. In his view, a task force is
generally assembled to focus on a specific task within a specific time period. In this case, the
task force approach is not appropriate. He noted that there are some items for which a task force
approach would make sense, i.e., a study of the feasibility of a light rail system for this region.
Council already provides a great deal of oversight on transportation issues through the CIP
process. An extensive update of the Thoroughfare Plan was done within the Community Plan
process. The Chamber has intensified the frequency of their "Stake and Eggs" program which
provides an effective means to communicate with the business leaders. In addition, Mary
Bearden serves on the Chamber Board and is familiar with the concerns raised by the business
community about things such as traffic congestion. City staff are daily focusing on traffic
concerns. He is recommending that the task force not be continued.
Mr. Peterson commented that traffic is a major issue in this City, but the task force approach was
not perhaps the best way to address them. He asked if they could possibly focus on regional
transportation issues on Council's behalf, or is staff already covering that aspect with groups such
as MORPC. Are there resources -citizens or businesses in Dublin -that would be willing to
make the outreach to regional groups, or does staff already have this handled?
Mr. Helwig responded that staff is already spread quite thin in view of the large number of CIP
projects underway, and the accelerated schedule for some projects. He agreed that the City can
never do enough of reaching out to the regional area for dialogue. It would probably be helpful
to create an inventory of groups with which the City should maintain contact. Presently, the City
is connected with MORPC, COTA, the Columbus Chamber of Commerce, the North Outerbelt
Widening group. His opinion is that this type of activity would be more appropriate for elected
officials instead of volunteers.
Mr. Peterson stated that the ordinance establishing the task force referred to some broader range
issues, but it seems the task force as it has evolved has probably run its course.
Mrs. Boring stated that the task force was established with the idea that in three years, Council
would reassess the need for it as well as its effectiveness.
Mr. Peterson stated that the trend in government is to streamline boards in order to tackle more
policy issues.
Mr. McCash stated that if any organization was destined to fail, it was the Transportation Task
Force. Council struggled with its name, its charge and its purpose. He believes there is still
some benefit to having it, provided that specific direction is given from Council to the TTF.
He had understood that their mission was to look at the global, big picture items in the
community as well as to make recommendation to Council about items not on the 5-year CIP.
The Krier Drive connection was an issue brought to Council by TTF member Randy Roth. This
is the type of item he has envisioned the TTF handling. Perhaps the TTF could serve as a forum
to allow for citizen input in the early stages of design for projects -freeing Council up to handle
the big picture items. He does agree with streamlining government as much as possible. But
the number one concern in Dublin is traffic, and the TTF could be used to help resolve issues.
Mr. Peterson noted that his experience has been that Council still must spend time with these
issues, since Council ultimately makes the decision. Having the TTF and then Council tackle the
same issues seems like duplication for Council as well as for staff who attend these meetings.
Mr. McCash suggested that the board be structured similar to Planning & Zoning Commission
where Council would be able to override their recommendation by a super majority vote.
Mrs. Boring agreed with Mr. Peterson. She is also uncomfortable with citizens giving advice
regarding the 5-year CIP when they don't have the full financial picture of the City.
In terms of sharing information with residents about projects, she does not believe the task force
could receive information at an earlier date than citizens do now. A former member of the TTF
had recommended that Council abolish TTF because it was not functional. TTF merely
constitutes another layer of government. Council is ultimately responsible to make the call.
Mr. Adamek stated that he agrees with Mrs. Boring. This task force merely creates more
bureaucracy. Council should deal with the issues which will streamlining the process all the way
around. The global issues were considered within the community plan, but in addition, the City
has representation on MORPC. He supports abolishing the TTF.
Mr. McCash stated that he maintains that the TTF could assist Council and staff in prioritizing
roadway projects.
Mr. Adamek responded that this would invite a backyard type of approach instead of a
comprehensive approach done by a professional staff.
Mr. Peterson stated that Council takes a very active role in decision making, and traffic is a very
emotional issue for this community. Citizens want Council to address this issue. His question is
whether Council is adding a different perspective by bringing in another layer of decision
makers, or should the job be handled by Council because it is so important to the people Council
represents.
Mr. McCash stated that this task force was a product of the R&E program and the goal was to
give the corporate residents a voice in the decisions about the CIP.
Mr. Peterson noted that citizens expect Council to listen to their concerns and to be available to
make the site visit to observe the problem first hand. He does not believe another layer is
necessary to the decision-making process.
Mr. McCash stated that many of the issues with the Woerner-Temple extension could have been
avoided if concerns were brought up earlier in the planning process to a group such as TTF.
Mrs. Boring suggested the option of directing staff to take the projects to the citizens at an earlier
stage in the planning process.
Mr. McCash stated that this message has been given to staff, but he has not seen that occurring.
He would propose that the TTF be given this charge of reviewing CIP projects and seeking
community input. Perhaps the excessive traffic lights on Post could have been pointed out if that
input had occurred. _
Mr. Adamek suggested acheck-off sheet for CII' projects, i.e., has there been a meeting with
residents, has Council reviewed the plans, etc., before the design is too far along. He does not
see the need for this commission.
Mr. Peterson stated that the "buck" does stop with Council members and people will call
Council. Traffic is a quality of life issue. The TTF has just provided another opportunity to be
heard. Council needs to ensure that the residents' opportunity to be heard is built into the system,
but without creating another body.
Mr. Adamek stated that a similar process is already in place for park development where staff
meets with the residents of the subdivision in the planning stage. Council does make the final
decision, however.
Mr. Peterson moved to recommend to Council that TTF be abolished.
Mrs. Boring seconded the motion.
Vote on the motion -Mrs. Boring, yes; Mr. Peterson, yes; Mr. McCash, yes.
Mrs. Boring stated that she agrees with Mr. McCash that there are some problems with providing
information to the public early in the design process.
Mr. McCash moved that the Committee request that Council give the Committee the charge of
working with staff to develop policies and procedures for roadway project development.
Mrs. Boring seconded the motion.
Vote on the motion - Mr. Peterson, yes; Mrs. Boring, yes; Mr. McCash, yes.
Board and Commission Restructurin
Mr. McDaniel stated that this process began back in the mid-90's when Council indicated they
would like some streamlining of boards and commissions. After all of the discussions and
review, it was determined that the Parks and Recreation Advisory Committee would be retained
but re-established as the Parks and Recreation Advisory Board for consistency reasons; that the
Tree and Landscape Advisory Commission would continue to exist; and that a new board would
be established, known as the Community Services Advisory Board, comprised of the former
Cemetery Commission and the Solid Waste Advisory Committee. In all cases, legislation will be
needed to effect these changes.
The changes include that all members will be residents, that the boards will have the authority
with Council's approval to establish task forces for certain purposes, and that with Council
approval, they can establish subcommittees when appropriate. For example, the PRAB could
establish an advisory subcommittee to focus on child care issues.
In response to Mr. Peterson, Mr. McDaniel explained that the Cemetery Commission was created
with the original charter. It was a statutory provision that the City have such a commission when
a city owned a cemetery. Most recently, the Cemetery Commission published a cemetery
guidebook, and they have worked on a five-year beautification program for the historic cemetery.
The cemetery grounds are maintained by Grounds and Facilities, and the records have now been
computerized. So the Cemetery Commission has made a lot of contribution over the past few
years and for this reason, staff is recommending that they continue to exist within a re-established
board. The Community Services Advisory Board is to be a consolidation of Cemetery Board,
Solid Waste, and possibly telecommunications issues, public safety, police issues, fire issues,
community health, and environmental issues.
Parks and Recreation Advisory Board
Mrs. Boring suggested they focus on the original ordinance establishing the Parks and Recreation
Advisory Board (Ordinance 95-97). In Ordinance 95-97, there was a concern with the Board
advising Council concerning purchasing of parkland. There was also concern about the
language regarding capital expenditures and priorities. Council had suggested that perhaps the
Board could review the rates for the CRC as one of their duties, and bring a recommendation to
Council.
Mr. McCash supports removing 2(b) and 2(c). Council prioritizes those issues and makes the
decisions.
Mr. McDaniel noted that for 2(c), he believes the thought was that the PRAB could help to
prioritize recreational needs in the capital budget process.
Mr. Peterson suggested modifying the language in 2(c) to "recommend to Council for its
approval a plan for the development of parkland and recreational facilities and submit annual or
more frequent revisions of such plans thereafter". Council can then make the determination of
how that plan fits in the capital budget. He supports removing 2(b).
It was the consensus of the Committee to modify 2(c) and to remove 2(b).
Following discussion, it was the consensus of the Committee to modify the language from
"advise" to "recommend".
Mrs. Boring summarized that the language now reads, "recommend to Council policies
concerning the rules, regulations and operations and use of parks and recreational facilities."
Mrs. Boring then reviewed the recent changes Mr. McDaniel had submitted for this ordinance,
including adding language about the CRC in Section One, adding language in Section Two about
how the agenda is set, revising the membership composition in Section 3, and providing for
creation of task forces in Section 4. Mrs. Boring noted that it will be important to provide for
staggering of terms in the revisions to the ordinance in order to provide continuity.
Mr. McCash moved to recommend to Council the legislation based upon the changes submitted
by Mr. McDaniel and upon Council's discussion tonight.
Mr. Peterson seconded the motion.
Vote on the motion - Mr. Peterson, yes; Mrs. Boring, yes; Mr. McCash, yes.
Tree and Landscape Advisory Committee
Mr. McDaniel stated that this is a very active board. The legislation before the Committee
basically provides for a similar structure to that of the PRAB in terms of serving in an advisory
capacity to Council. The duties have been somewhat broadened from when this Committee was
first established.
Mrs. Boring asked if the language makes their mission very clear.
Mr. McCash noted that the word "master" should be removed from this ordinance as well as done
in the previous ordinances.
Mr. McDaniel stated that it will now read, "recommend to Council policies to regulate and
control and planting" .... The word "protection" will be changed to "preservation".
Mr. McCash suggested that in view of the larger role of the Committee in preservation of the
environment and enhancement of the natural beauty of the City as outlined in the Community
Plan, wouldn't it make sense to title this a "Natural Environment Advisory Board." In this way,
the Committee would also concern itself with river corridors, natural amenities, as well as tree
and landscaping.
Mr. McDaniel agreed that this title would more adequately reflect the scope of the Committee
Mr. Peterson suggested the title, "Natural Resources Advisory Board".
It was the consensus of the Committee to retitle the committee, "Natural Resources Advisory
Board.
Mr. McDaniel noted that this would be in keeping with the Ohio Department of Natural
Resources and the emphasis on the environment across the state.
Mr. McCash suggested that Section C contain the following language: "recommend to Council
policies concerning rules and regulations, regulating the control. of planting, transplanting,
maintenance and protection of trees, shrubs and landscaping in City-owned or controlled property
and to develop policies concerning rules and regulations regarding the natural environment."
Mrs. Boring asked that Mr. McDaniel make the appropriate revisions to the draft legislation for
the Committee's review on Wednesday, February 3 at 6:30 p.m. The emphasis should be that the
group recommends policies to Council, not sets administrative rules. The Committee agreed that
the Board should have 7 members to be consistent with other boards.
At this point, Mr. Adamek left the meeting.
Community Services Advisory Board
Mrs. Boring noted that the Board will combine the Solid Waste Advisory Corrunittee and the
Cemetery Commission. She has some concerns that this Board could have the same kind of
difficulties that the TTF experienced with the lack of defined tasks. Perhaps this board could
also have oversight of telecommunication issues for the City. This Board could come up with
ideas about special programs in areas of safety and service.
Mr. McCash stated that the duties for this board in Section 2 be more defined. This board could
., also be charged with monitoring service levels in the City to ensure that the high standards are
maintained.
Mr. Peterson suggested that language be added stating that this board incorporates the functions
of SWAC and Cemetery and noting their contributions as well as Council's wish to streamline all
of the boards and commissions.
Mr. McDaniel will work on modified language for further consideration by Council, including
ideas for tasks to be assigned to the board. Perhaps overview of utilities can be added as well.
Application Form Revision
Mr. McCash suggested that more information be requested as far as connections or non-
connections between various boards on which they may sit, i.e., someone is in business
partnership with someone who appoints to the board, or the amount of campaign contribution
made to the re-election campaign for a Council member. The present language in the application
does not cover these situations. There are those in the community who have concerns about the
reasons for which some are appointed to boards.
Mr. Peterson stated that he understands his concerns, but Council to a certain extent has no
choice but to rely on the integrity of the other members of Council in this regard. This issue is
not a matter of disclosure by the candidates, but goes instead to what Council members are all
about. On the other hand, support on a re-election campaign does not necessarily preclude a
qualified person of integrity from being appointed to a board.
Mr. McCash emphasized that the goal here is informing Council members about relationships
which may influence selection of a particular candidate.
Mr. Peterson stated that there must be some degree of faith in the process and the honesty of
those involved.
Ms. Crandall stated that she will contact other cities to obtain samples of the forms which they
use. These will be provided to Council for their review. She will ask Community Relations to
assist with preparation of an updated form.
Mrs. Boring confirmed that legislation will be introduced at the February 16 Council meeting
amending the Parks and Recreation Advisory Board ordinance; and creating a new Natural
Resource Advisory Board and a Community Services Advisory Board.
Other business on the Administrative Committee's agenda in the coming weeks includes the City
Manager's evaluation, the ethics policy, and planning the goal setting meeting.
Discussion followed about dates for interviews of candidates for boards and commissions. Dates
were tentatively set for Wednesday evening, March 10; Saturday, March 20 and Monday, March
22 if needed.
Mrs. Boring noted that an executive session for personnel matters will be scheduled at an
upcoming Council meeting to discuss reappointments of current board members and the
interview schedules.
Mrs. Boring asked that the Community Relations division include an article in an upcoming
publication about the streamlining of boards and commissions in order to generate some public
interest.
Mrs. Boring asked the clerk to check with the candidates who are eligible for reappointment to
see if they are willing to serve another term.
Mrs. Boring noted that the Administrative Committee will meet on Wednesday, February 3 at
6:30 p.m. to review the draft legislation for boards and commissions as discussed, and to discuss
goal setting with the facilitator.
The meeting was adjourned at 10 p.m.
Clerk of Council
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