The Observation Deck

From City Hall:

From: McHugh, Maureen (Council) [mailto:Maureen.McHugh2@lakewoodoh.net]
Sent: Wednesday, April 10, 2013 4:20 PM
Subject: Ad Hoc Committee on Boards & Commissions Meeting Notice

Issued 04-10-13

PLEASE POST – PUBLIC NOTICE

The Ad Hoc Committee on Boards & Commissions will meet Monday, April 15, 2013 at 6:30 PM in the Jury Room of Lakewood City Hall, 12650 Detroit Avenue. The agenda is as follows:

1) Ordinance 64-12 To Eliminate instances of Outmoded or Unused Committees, Commissions or Boards from the Code
(1st Reading 11/19/12, 2nd reading 12/3/12)

2) Tree Task Force

3) Youth Commission

4) Dealer’s License Revocation Appeals Board

5) Fair Employment Wage Board


Brian Powers, Chair
Shawn Juris, Mary Louise Madigan; Members
BOARDS & COMMISSIONS COMMITTEE

Matt,

1) Ordinance 64-12 To Eliminate instances of Outmoded or Unused Committees, Commissions or Boards from the Code
(1st Reading 11/19/12, 2nd reading 12/3/12):


Kim Jong Un


This guy thinks it's a good move...no need for all that stuff!!

Is this the right time to eliminate the tree task force?
We have a lot of old tall trees and a lot of aging infrastructure....just remember last year's storms and the accompanying power outages.

Is some new board or group going to handle these matters?

A point of clarification that I hope will allay some of your concerns, Mike: Council President Powers has called and will be calling committee meetings to discuss each board, commission and committee currently on the city's books. There are a full 34 of these that've been created over the years.

The mere inclusion of a particular board or commission on the meeting notice does not mean the board or commission will be eliminated; it does mean the group's role in the city will be discussed. (I recognize the notice does not make that explicit.) Council is taking a methodical approach to learning about each group.

Finally, the tree task force was just recently created by the Council and the Mayor. It's unlikely to be eliminated.

Kevin

FYI ... the Ad Hoc Committee on Boards & Commission was formed over one year ago. They started meeting in the spring of 2012 and have been sidelined for quite a while.

They have reviewed one citizen board already, Lakewood Animal Safety and Welfare Board (LASWAB).

Here are the minutes of the April 16, 2012 meeting of the Ad Hoc Committee on Boards & Commission (which includes their review/assessment of LASWB):



BOARDS COMMISSIONS AD HOC COMMITTEE
04-16-12

Present: Brian Powers Chair, Shawn Juris, Mary Louise Madigan

Also Present: Monique Smith, Ryan Nowlin, David Anderson, Kevin Butler, Eric Sandy (Sun News), Anthony Davis (Lovelakewood.com), Tom Bullock (6:53)

Call to Order: 6:47pm

Continued Review of Boards Commissions

Mr Powers explained that at the last meeting the committee gave ratings of 1 through 3 for each board and commission.

Mr Butler distributed a spreadsheet with each board and commission and its 1-3 ranking as well as a draft ordinance eliminating those given a three except for the Citizen Infrastructure Committee that was created by resolution and is an ad hoc group that has done its job.

Mr Bullock arrives at 6:53.

Mr Powers stated that he would like to begin to go through those ranked as 2s and started alphabetically with the Animal Safety Welfare Advisory Board. He could not recall what if anything had been referred to the group although he did recall one item that had caused an issue.

Mr Butler stated that he did not recall anything being referred to the board but a modification to the dangerous animal legislation was supported by them.

Mr Anderson stated that although the board wasn't asked they provided information to the Public Safety Committee on another item.

Ms Smith stated that there is a perception that the board can take initiative and present to the committee and that the committee is obligated to take the report.

Mr Bullock stated that the TNR program was initiated and funded by LASWAB and they had a role in leashed dog walking in the parks. He stated that the board was created as an olive branch as well as for the safety of humans and the welfare, care and concern of animals.

Mr Bullock added that people motivated by animal issues have a venue and the group is one of the most active.

Ms Madigan stated that she has asked one person from the board for input.

Mr Powers stated that it is a nice active passionate group but there may have been hard feelings when items were not referred to the committee. He stated that in his opinion the ordinance regarding the group should be rewritten or the board eliminated.

Mr Powers believes there are too many boards and commissions and is more inclined to get people involved in specific instances.

Mr Juris stated that it is a challenge to appoint members to the board. He stated that the City is to protect the people not to make sure the animals are protected. He stated that there is a lack of clarity as to the role of this group. Mr Juris stated that while it is nice to have the board to consult it is up to Councilpersons to do their own research. He stated that the board is an animal advocate group giving advice and Council does not need their approval to pass legislation.

Mr Powers stated that an advisory board is not needed for every decision.

Ms Madigan stated that for the TNR program one person from the board started it and did all the work. She also added that the city does have a large number of animal lovers and Lakewood does want to be an animal friendly city but the duties of the board need to be made clear.

Mr Bullock stated that it was good to have help and suggested a conversation with the group to clarify role.

Mr Powers again stated that there are too many boards and commissions. He used the lack of a fire safety board to demonstrate that there is not a need for a board for every potential problem.

Mr Juris stated that it is difficult to make appointments to the board because what the board is supposed to do and what it actually does are two different things.

Because of time constraints Mr Powers asked that the committee members review the remaining boards and commissions ranked as 2 and be prepared to discuss them at the next meeting.

Meeting adjourned by Mr Powers at 7:19 pm


I personally feel that the Ad Hoc Committee on Boards & Commission provides a valuable service, but much public scrutiny of its actions is needed. Attend this committee's meetings and express your views. Council committee meetings generally allow for public comment. Speak up! These are volunteer citizen committees being reviewed, with your friends and neighbors serving on them. They serve to help you; you should take some time to serve them!

Scott Meeson wrote:Matt,

1) Ordinance 64-12 To Eliminate instances of Outmoded or Unused Committees, Commissions or Boards from the Code
(1st Reading 11/19/12, 2nd reading 12/3/12):


Kim Jong Un


This guy thinks it's a good move...no need for all that stuff!!

Scott,

Kevin Butler wrote:The mere inclusion of a particular board or commission on the meeting notice does not mean the board or commission will be eliminated; it does mean the group's role in the city will be discussed. (I recognize the notice does not make that explicit.) Council is taking a methodical approach to learning about each group.

Matt

Thanks for sharing, Peter.

The minutes really do give you an insight into the roles, personalities, and agendas of each city councilperson ... and Law Director Kevin M. Butler ...

BOARDS COMMISSIONS AD HOC COMMITTEE

04-16-12

Present: Brian Powers Chair, Shawn Juris, Mary Louise Madigan

Also Present: Monique Smith, Ryan Nowlin, David Anderson, Kevin Butler, Eric Sandy (Sun News), Anthony Davis (Lovelakewood.com), Tom Bullock (6:53)

Call to Order: 6:47pm

Continued Review of Boards Commissions

Mr Powers explained that at the last meeting the committee gave ratings of 1 through 3 for each board and commission.

Mr Butler distributed a spreadsheet with each board and commission and its 1-3 ranking as well as a draft ordinance eliminating those given a three except for the Citizen Infrastructure Committee that was created by resolution and is an ad hoc group that has done its job.

Mr Bullock arrives at 6:53.

Mr Powers stated that he would like to begin to go through those ranked as 2s and started alphabetically with the Animal Safety Welfare Advisory Board. He could not recall what if anything had been referred to the group although he did recall one item that had caused an issue.

Mr Butler stated that he did not recall anything being referred to the board but a modification to the dangerous animal legislation was supported by them.

Mr Anderson stated that although the board wasn't asked they provided information to the Public Safety Committee on another item.

Ms Smith stated that there is a perception that the board can take initiative and present to the committee and that the committee is obligated to take the report.

Mr Bullock stated that the TNR program was initiated and funded by LASWAB and they had a role in leashed dog walking in the parks. He stated that the board was created as an olive branch as well as for the safety of humans and the welfare, care and concern of animals.

Mr Bullock added that people motivated by animal issues have a venue and the group is one of the most active.

Ms Madigan stated that she has asked one person from the board for input.

Mr Powers stated that it is a nice active passionate group but there may have been hard feelings when items were not referred to the committee. He stated that in his opinion the ordinance regarding the group should be rewritten or the board eliminated.

Mr Powers believes there are too many boards and commissions and is more inclined to get people involved in specific instances.

Mr Juris stated that it is a challenge to appoint members to the board. He stated that the City is to protect the people not to make sure the animals are protected. He stated that there is a lack of clarity as to the role of this group. Mr Juris stated that while it is nice to have the board to consult it is up to Councilpersons to do their own research. He stated that the board is an animal advocate group giving advice and Council does not need their approval to pass legislation.

Mr Powers stated that an advisory board is not needed for every decision.

Ms Madigan stated that for the TNR program one person from the board started it and did all the work. She also added that the city does have a large number of animal lovers and Lakewood does want to be an animal friendly city but the duties of the board need to be made clear.

Mr Bullock stated that it was good to have help and suggested a conversation with the group to clarify role.

Mr Powers again stated that there are too many boards and commissions. He used the lack of a fire safety board to demonstrate that there is not a need for a board for every potential problem.

Mr Juris stated that it is difficult to make appointments to the board because what the board is supposed to do and what it actually does are two different things.

Because of time constraints Mr Powers asked that the committee members review the remaining boards and commissions ranked as 2 and be prepared to discuss them at the next meeting.

Meeting adjourned by Mr Powers at 7:19 pm

... I wonder whether the citizen committee/commission/board meetings are like the City Hall committee meetings ...







Matt

Thanks for the clarification on the tree task force, Kevin.

Michael Deneen wrote:Thanks for the clarification on the tree task force, Kevin.

Mike,

It would appear that there may be some benefit to broadcasting all City Hall committee/commission/board meetings - whether City Council, Administration, or citizen run - so that everyone knows what is going on - i.e., transparency and accountability stuff.

Frankly, I don't know what our tree task force does ... so here is an example ...







Matt

MINUTES OF THE AD-HOC COMMITTEE ON BOARDS & COMMISSIONS
April 15, 2013
Jury Room

Present: Council President Powers, Vice President Madigan, Councilmember Juris

Also Present: Councilmember Nowlin, Councilmember Anderson, Law Director Butler, Planning Director Siley

Call to Order: 6:31 PM

Proposed Ordinance 64-12 – To Eliminate instances of Outmoded or Unused Committees
President Powers called the meeting to order and introduced proposed ordinance 64-12.

Law Director Butler introduced a substitute version of proposed ordinance 64-12.

President Powers recommended reviewing the other items on the agenda before deciding upon whether or not to act on ordinance 64-12 at the 4/15 meeting of Council. He suggested that if the Committee identifies other bodies to eliminate, those can be added to 64-12. If the Committee decides against eliminating other bodies, 64-12 may be acted upon this evening.

Tree Task Force
President Powers stated that the tree Task Force should be reviewed even though it is new because it falls within the boundaries of the types of boards and commissions it is charged with evaluating. He stated that he has no recommendations for changes to the Tree Task Force because it is new and because it has an expiration date.

Councilmember Juris noted that the Tree Task Force has a good framework because it is has a reporting period, mission, and expectations clearly outlined.

Law Director Butler noted that the Task Force has met a few times and is energized.

President Powers stated that the Committee would take no formal action concerning the Tree Task Force and that all members of the Committee agree that the Task Force should remain in place without changes.

Youth Commission
President Powers noted that the Youth Commission appears to be inactive and is not required by charter.

Law Director Butler clarified that appointments were never made to the Youth Commission.

President Powers recommended eliminating the Youth Commission.

Councilmember Juris stated that he was supportive of eliminating the Youth Commission.

Councilmember Madigan voiced her agreement and specified that the new Human Services Director can re-assess the Youth Commission at a later time.

President Powers proposed to amend 64-12 to include the Youth Commission in the list of Boards and Commissions to be eliminated.

Dealer’s License Revocation Appeals Board (DLRAB)
Law Director Butler explained that DLRAB is an ex-officio Board that receives no appointments. Its members are the Chair of the Public Safety Committee, the Council President, and the Mayor. The Board is consulted if a firearms dealer is aggrieved of the decision made by the City of the dealer’s right to sell firearms. Currently, Lakewood has no firearms dealers. Law Director Butler recommended maintaining the Board in the code unless the Committee intends to eliminate other sections of the code pertaining to firearms.

President Powers agreed that the Committee would take no action on DLRAB at this time because it is comprised of ex-officio members.

Fair Employment Wage Board (FEWB)
Director Butler explained that the FEWB was enacted in 2005. The fair employment wage was last set at $9.20 per hour for employees receiving benefits and $10.20 per hour for employees not receiving benefits. The figures are adjusted over time. Covered employees are defined as those doing business with the City in an amount over $25,000 or an entity that is a recipient of aide from the City in an amount over $75,000. Currently, the City performs an audit of contractors’ wages during the contracting and purchasing process without eh assistance of FEWB. Most employers are exempted. In the ordinance, FEWB is charged with reviewing the City’s compliance with the Chapter and is advisory in nature. The internal audit process is comprehensive.

President Powers suggested several alternatives for dealing with FEWB. He suggested staffing the Board with citizens or elected officials or eliminating it.

Councilmember Madigan suggested staffing the Board and then reviewing its progress after a few years.

Councilmember Juris stated that FEWB should have reporting requirements. He expressed interest in understanding the history and purpose of the Board.

Director Butler suggested that the City’s procurement officer attend a follow up meeting of the Ad-hoc committee to discuss the process of evaluating contractors.

President Powers recommended changing the code to specify that FEWB should meet once per year and issue a report to Council.

Councilmember Smith asked of CDBG recipients are subject to the City’s fair wage ordinance.

Director Butler will follow up on this question.
President Powers recommended scheduling a follow-up meeting to address FEWB after reviewing the ordinances that created it and hearing from the City’s procurement officer.

President Powers summarized the Committee’s upcoming work to review FEWB, LCRAC, LASWAB, and KLB.

Councilmember Bullock added that he appreciated President Powers’ suggestion to link LCRAC with the City’s Block Club network.

President Powers moved to adjourn at 6:55 PM. Motion was seconded and all members voted in favor.