Appointment Handbook
INTRODUCTION
Genoa Township has active Township boards, commissions, and committees. A description of the duties, purpose, and meeting schedules of each board, commission and committee is provided in this "Handbook". A few of the boards, commissions and committees have statutory powers, while others serve in an advisory capacity to the Board of Trustees. However, all members are appointed by the Board of Trustees on qualifications and willingness to serve our community and local government on a voluntary basis. Board, commission and committee members are a valuable part
of American local government that adds citizen input into the policy and decision-making process.
In Genoa Township, service is our business. To make us truly a service community, we need your help and expertise. Township board, commission and committee members can be a strong, positive force in planning, and carrying out programs for our Township.
As a member of one of our boards, commissions, or committees, you may be the only contact a citizen has with Genoa Township. That first contact -- that first impression -- is critical. Many people quickly make up their mind about Genoa Township based on their initial contact with just one person.
On behalf of the Board of Trustees, and Staff, we WELCOME you to our Township organization and thank you for your assistance. Please feel free to call my office (614-568-2021) or email me at PWise@GenoaTwp.com, to answer any questions.
Paul F. Wise, Township Administrator
Genoa Township, Delaware County, Ohio
APPOINTMENT PROCESS
Typically, around the end of each calendar year, the Board of Trustees solicit applications from
residents who are interested in serving on a Township board, commission, or committee.
Preferably, applications are completed online at www.GenoaTwp.com/Appointments through an online form. Hard copy submissions are allowable for applicants who prefer this format.
After the deadline for applications to be returned has passed, the Trustees review the application responses privately in Executive Session. Interviews are often conducted to further inform the Trustees’ decision only for applicants who have indicated an interest in serving on the Zoning Commission or on the Board of Zoning Appeals.
The Board of Trustees will only appoint an individual to serve on one committee at a time. Furthermore, multiple members of the same household are not permitted to serve on the same committee. Members of the same household may however serve on separate committees.
Once Trustees have come to consensus on appointments, a formal resolution to appoint the individuals will be made during a public meeting and staff will notify all applicants of the Trustees’ decisions. New terms usually begin on April 1 of each year.
WELCOME TO PUBLIC SERVICE
Congratulations on your appointment to a Genoa Township board, commission, or committee. We are pleased that you have accepted this important citizen advisory role. This handbook is provided to introduce you to Township Government and to guide you as a member of a public body.
The handbook for boards, commissions, and committees covers aspects of working as a team and conducting effective meetings, and is specific to the charge of the board, commission or committee to which you have been appointed.
As an appointee, your role is to assist the Board of Trustees or Fiscal Officer in carrying out its obligations to the residents of Genoa Township and to help shape our Township’s future. You and your fellow appointees are a vital link between the Board of Trustees and the Township’s residents. The Genoa Township Board of Trustees thank you for accepting this important responsibility.
QUALIFICATIONS FOR SERVING ON TOWNSHIP BOARDS, COMMISSIONS & COMMITTEES
Any person who serves on any Township board, commission, or committee of the Township, established or created by the Township, Township Code or the general laws of the State of Ohio, shall be a resident of the Township for a minimum of six (6) consecutive months, shall be a registered elector, and shall not hold any Genoa Township public office.
FORFEITURE OF MEMBERSHIP FOR FAILURE TO ATTEND MEETINGS
- Any person appointed by the Board of Trustees to serve on the Board of Zoning Appeals or Zoning Commission may face forfeiture of his/her membership if he/she fails to attend all meetings held during any period as required by Ohio Revised Code.
- Any person appointed by the Board of Trustees to serve on a committee may face forfeiture of his/her membership if he/she fails to attend all meetings held during any period of ninety consecutive days or who has been absent from a total of one-fourth of the regular meetings during a calendar year.
- The Chairperson of any board or commission whose members are appointed by the Board of Trustees shall provide written notification to the Board of Trustees and Township Administrator when a person is not in compliance with subsection (a) or (b) above
BOARD OF TRUSTEES
Composition of Board of Trustees:
In each township there shall be a board of township trustees consisting of three members. Two of such trustees shall be elected at the general election, which shall hold office for a term of four years, commencing on the first day of January next after their election. The third trustee shall be elected at the general election, which shall hold office for a term of four years, commencing on the first day of January next after his/her election.
Basic Duties of Trustees:
The duties and responsibilities of a Township Trustee are defined in Ohio Revised Code Section 505. The Trustees have a duty to provide residents with services such as road maintenance, cemetery management, police and fire protection, emergency medical services, solid waste disposal, and zoning. In Genoa Township the trustees have the responsibility for maintaining over 90 miles of roads and streets and managing 4 cemeteries.
Trustee Meetings and Committees:
Board of Trustees meets in regular session on the first Thursday of each month at 6:30p.m. All meetings, unless otherwise advertised, are held in the Township Hall in the Administration Building and are open to the public.
Trustee Appointed Staff:
The Board of Trustees shall appoint a Township Administrator. The Administrator shall be the administrative head of the township under the direction and supervision of the Board of Trustees and shall hold office at the pleasure of the board.
FISCAL OFFICER
Duties of the Fiscal Officer:
The township fiscal officer shall keep an accurate record of the proceedings of the board of township trustees at all its meetings, and of all its accounts and transactions, including the acceptance of the bonds of township elected officials and appointed employees. The township fiscal officer shall personally attend at least one meeting of the board during each quarter of every year, unless prevented from attending by the occurrence of an emergency.
TOWNSHIP ADMINSITRATOR
Duties of the Township Administrator:
The township administrator shall, under the direction of the board of township trustees:
- Manage the administration, enforcement and execution of the policies and resolutions of the board;
- Supervise and direct the activities of the affairs of the divisions of township government under the control or jurisdiction of the board;
- Attend all meetings of the board at which his/her attendance is required by that body;
- Recommend measures for adoption to the board;
- Prepare and submit to the board such reports as are required by that body, or as he/she considers advisable;
- Keep the board fully advised on the financial conditions of the township, preparing and submitting a budget for the next fiscal year;
- Perform such additional duties as the board may determine by resolution.
DEPARTMENTS
Duties of the Development and Zoning Department:
The Development and Zoning Department administers and enforces the Township’s Zoning Resolution and Comprehensive Land Use Plan. The department often serves as the initial and primary point of contact for citizens, developers, builders, contractors, architects, engineers, and realtors pursuing development or construction projects. When plans or properties are not in compliance with zoning requirements or require additional approval beyond staff level, a variance approval or other legislative action is required. Such cases are heard by the Board of Zoning Appeals, the Zoning Commission, and/or the Board of Trustees. The Development and Zoning Department also executes all administrative aspects of planning and zoning, coordinates with other governmental agencies on behalf of the township, provides professional recommendations to boards and commissions on planning and zoning-related matters, and assists with developing, drafting, and amending as necessary, all planning and zoning documents.
Duties of the Communication Department
The Communications Department is responsible for shaping the image and voice of the Township to ensure residents and partners are left with a positive impression of the community. To this end, the Director works closely with other departments and partner agencies to understand key messages that are needed to be relayed to residents. Strategies used to relay information include writing and distributing press releases, producing newsletters, managing social media, creating printed materials, overseeing content published on the website and on physical assets such as branding of signage. Other duties include responding to media inquiries, monitoring coverage, and ensuring consistent use of established brand standards.
Duties of the Fire Department
The Fire Department, which includes fire, rescue, and EMS services, is staffed by full-time and part-time firefighters/paramedics and services all of Genoa Township from one centrally located station. The Fire Department also provides mutual aid to neighboring communities. The Fire Department also provides civic presentations, public fire safety awareness/education programs such as the Citizens Fire Academy, cardiopulmonary resuscitation classes (CPR), preschool and grade school fire safety education programs, and maintains a computerized medical identification program for residents having special needs.
Duties of the Human Resources Department
The Human Resource Department of Genoa Township is responsible for hiring employees and maintaining employee well-being. The human resources department handles many tasks related directly to employment issues, such as payroll, insurance, benefits and taxes, and it is responsible for staying up-to-date on legal issues affecting employment.
The Human Resources Department also keeps track of changes in state and federal employment laws and applies them appropriately. These include tax regulations, health insurance requirements, overtime laws, unemployment restrictions, family and medical leave policies and safety regulations. Human resources employees develop and update employee handbooks and official policy lists as necessary to comply with changes in the law. The department works for the best interest of both the employees and the Township, striving to create a safe workplace and handling employee disputes as required.
Duties of the Maintenance Department
The Maintenance Department (Roads, Buildings, and Grounds divisions) are responsible for the care of cemeteries, maintenance of public streets and storm sewers. The Department keeps files on storm sewers for inspection, street repaving and other routine maintenance and repair. The Department is also responsible for roadway pavement markings and reviews all engineering and subdivision layouts.
Duties of the Parks Division
The Genoa Township Parks are a service of the Maintenance Department with the mission is to enhance the lives of our citizens and our community by providing quality and diverse leisure facilities, and by preserving and/or developing our natural areas.
The department maintains an extensive park system of 195 acres with 7 parks and facilities. From bird watching along the banks of the Hoover Reservoir, to walking or biking on Genoa’s 107-miles of leisure paths and bike trails and neighborhood sidewalks, the department’s vast park system offers recreational opportunities for everyone.
Duties of the Police Department
The Police Department’s mission is to maintain a safe environment for all who live, work or play in Genoa Township. The Police Department consists of 29 officers, and 2 civilian employees. The Police Department offers a wide variety of services and programs of a non-emergency nature: Self Defense for Women, Block Watch, Citizens Police Academy, home and business security checks, crime prevention, and many other programs are available upon request.
ORGANIZATIONAL CHART
APPOINTED BOARDS, COMMISSIONS, AND COMMITTEES
The Board of Trustees appoints residents to several boards, commissions, and committees. These boards, commissions, and committees are an effective means of ensuring citizen involvement in government.
The current Boards, Commissions, and Committees include the following:
- Board of Zoning Appeals
- Communications Advisory Committee
- Fire/Rescue/EMS Advisory Committee
- Parks Advisory Committee
- Police Advisory Committee
- Zoning Commission
JOB DESCRIPTION FOR BOARD, COMMISSION, AND COMMITTEE MEMBERS
- Be aware of the goals of Genoa Township. Know its service objects that relate to your duties.
- Know the policies, guidelines and rules which guide your board, commission, or committee.
- Be regular and punctual at meetings. If unable to attend, give early notice to chairperson or appropriate staff members.
- Be involved at meetings, ask questions, discuss and participate in the decision making. When you are not clear on facts, ideas or suggestions, ask for clarification. Be careful not to take too much of the meeting time for items that could be accomplished before or after the session.
- Be informed about the background of issues in order to discuss them responsibly. Do your homework. Be prepared to act.
- Speak out constructively on ideas you do or do not favor - silence is often interpreted as consent.
- Know and understand the roles and responsibilities of the board, commission, committee, and staff.
- Know and maintain the lines of communication between the board, commission, committee and staff as well as among your fellow members.
- Know and respect the Ohio Public Records Act.
- Understand the technical/analytical statements presented. As a member, you are responsible for the effective performance of the board, commission, or committee’s duties.
- Maintain the confidentiality of Township business, as appropriate.
- Participate in recruiting new board, commission, or committee members.
- Support and participate in public information efforts.
OPERATING RULES FOR BOARDS, COMMISSIONS AND COMMITTEES
All members seeking to participate in meetings will be bound by these rules and are herewith advised to familiarize themselves with the rules.
- APPLICATION OF RULES
Except as otherwise provided by law, proceedings of the board, commission, or committee) shall be governed by the following rules: - DEFINITION
The following definitions are relevant:
Quorum - a majority of the members of a board, commission, or committee shall constitute a quorum.
Majority - as otherwise provided by ordinance or law, the majority shall depend on the total number of members. - BOARD, COMMISSION, AND COMMITTEE MEETINGS
3.1 Regular Meetings shall be held at defined intervals. Such meetings shall be called to order in the Township Hall of Genoa Township or in any other place within the confines of Genoa Township, provided that public notice shall be given 24 hours prior to the meeting time. A quorum is required. All regular meetings shall be open to the public and all records shall be available for public inspection at all reasonable times. When a regular meeting coincides with a legal holiday, the board, commission or committee may meet in a regular session on an alternate date to be set by the board, commission or committee.
3.2 Special Meetings may be called by a majority vote of members at a regular or special meeting thereof or may be called by the chairperson of the board, commission or committee or by any three members. The secretary shall cause notice in writing setting forth the date, time, place and agenda of each special meeting and submit this information to the township administrative staff. The township administrative staff will post the public meeting notice in accordance with the Ohio Revised Code. A copy of such notice shall be posted at least 24 hours prior to such special meeting at the Township Hall and on the Genoa Township website, but failure to so post shall not affect the validity of any meeting or any action taken by a majority of the members at such meeting. No such subjects except those stated for the special meeting shall be considered at a special meeting. All special meetings shall be open to the public and any citizen shall have access to the minutes and records thereof at reasonable times. - DUTIES OF THE BOARDS, COMMISSIONS, AND COMMITTEES
The members of the boards, commissions, and committees are appointed by the Board of Trustees and serve at their pleasure. Duties of the Board of Zoning Appeals and the Zoning Commission are defined in Section 519 of the Ohio Revised Code. The duties of committee members and responsibilities are spelled out in ordinances of the township and members of the committees cannot usurp the delineated responsibilities at any time. - DUTIES OF OFFICERS
5.1 Chairperson/Vice-Chairperson
The Chairperson or Vice-Chairperson in his/her absence, shall have all the powers, duties, functions, obligations and rights of any other members including the right to vote, shall preside at all meetings, and may appoint various sub-committees with approval by the trustees and shall coordinate the work of the various sub-committees appointed by him/her. The Chairperson shall take the Chair at the time voted into office by other members and shall immediately call the members to order. If a quorum is present, the Chairperson shall conduct the meeting according to the agenda. The Chairperson is responsible for granting the floor to members and others desiring to speak. The Chairperson shall direct the Secretary to state all motions prior to taking the vote. The Chairperson shall announce the results of all votes. The Chairperson shall decide all points of order without debate subject to appeal of the remaining members. On such appeal, there shall be no debate but the member making the appeal may briefly state his reasons for the same and the Chairperson shall have the right to a similar statement. The Chairperson shall preserve order and decorum during the meeting.
5.2 Secretary
The Secretary shall keep an accurate and complete journal of the proceedings and shall perform such other duties as may be required. The Secretary shall make available for public inspection each of the minutes and other records at reasonable times. The Secretary shall prepare an agenda for each regular and special meeting and cause notice of all special meetings to be served as specified. The agenda is to be prepared at least five days in advance of the regular meeting. The Secretary shall assign numbers in their proper sequence to all major approvals of items and by appropriate notation record all pertinent facts dealing with an item on the agenda. - DUTIES OF MEMBERS
6.1 Attendance of Members
It shall be the duty of all members of the boards, commissions, and committees to be present and remain during all regular and special meetings except in case of sickness or death in their respective families, when extraordinary business interests demand immediate attention or when absent or on special leave granted. Any member who shall be absent from all meetings held during a period of ninety consecutive days or who is absent for a total of one-fourth of the regular meetings during a calendar year shall be deemed to have forfeited his/her position as a member of the committee and shall forward a resignation to vacate his/her seat.
6.2 Member's Rights
A member may introduce additional items to the agenda by submitting to the Chairperson or Vice-Chairperson or Secretary a draft or description of the proposed item. The proposal shall be placed on the agenda for the next regular or special meeting. A member may speak on any item, demand the vote tally on any question, call for the question, ask for a statement of the question which the Chairperson shall give, call for a division of the question and the decision of the Chairperson as to its divisibility shall be subject to an appeal as in question of order.
6.3 Vote
Every member present when the question is put to a vote shall vote unless a special reason excuses him or her. Any member requesting to be excused from voting may make a brief statement of the reason for making such a request and the question shall then be taken without further debate. An abstention vote is satisfactory.
6.4 Request to Speak
While each member has a right to speak, a member should request this right by addressing the Chairperson. Upon recognition, he/she may proceed.
6.5 Limitation of Speakers
No member shall speak for ten or more minutes on any question except by leave of the board, commission or committee and Chairperson. All speakers must comply with the directions of the board, commission or committee. - CITIZENS IN THE AUDIENCE
Any citizen or resident desiring to address the board, commission, or committee shall be recognized by the Chairperson, shall state his/her name and address in an audible tone for the record, and shall limit his/her remarks to the question under discussion. - DATES FOR MEETINGS
All dates for meetings shall be forwarded to the Fiscal Officer or Township Administrator in December for the following year and 48 hours in advance for special meetings. - ORDER OF BUSINESS
The Chairperson shall conduct the meeting in the order outlined by the agenda. The order of the agenda shall include the following: (1) call to order, (2) roll call, (3) action taken on minutes of previous meeting, (4) old business, (5) new business, (6) comments from members, (7) comments from the audience, (8) Secretary's report, (9) adjournment. The Chairperson may with concurrence of a majority of members adjust the order of the agenda. - LEGISLATIVE PROCEDURE
Preparation, introduction, revision and passage of all items shall be in accordance with the resolution, laws, rules and regulations of Genoa Township. Passage of motions by committees will result in a recommendation being made to the Genoa Township Board of Trustees for their consideration. - REPORTS TO TRUSTEES
11.1 Minutes
A copy of the minutes of each meeting must be prepared no later than two weeks after the meeting and be forwarded at the Fiscal Officers office for distribution to the public and Board of Trustees.
11.2 Board of Trustees must be informed a minimum of 10 days in advance of any decision which requires Trustee approval.
11.3 News Media Releases
No board, commission, or committee shall release information or other news releases nor represent his/her self as a committee member when sending personal correspondence that may imply he/she is speaking as a Genoa Township representative. If approached by the new media, you will refer them to the Genoa Township Communication Director, or Township Administrator.
12. ROBERT'S RULES OF ORDER
12.1 The boards, commissions, and committees shall be governed by Robert's Rules of Order.
12.2 The Delaware County Prosecutor is the township’s legal advisor. The Township Trustees, Fiscal Officer or Township Administrator will contact the Prosecutor’s Office if there is a legal question to be consulted on points of law for which there is no clear understanding.
BOARD OF ZONING APPEALS
The Board of Zoning Appeals is composed of five (5) voting members, five (5) year terms each, and up to two (2) alternate members, two (2) year terms each. Meetings are held monthly in the township hall at 7:00 p.m. at 5111 South Old 3C Highway, Westerville, Ohio 43082.
Ohio Revised Code, Title 5 - Townships, Chapter 519 - Township Zoning, Section 519.14 - Powers of Township Board of Zoning Appeals:
In any township which adopts zoning regulations the board of township trustees shall appoint a township board of zoning appeals composed of five members who shall be residents of the unincorporated territory in the township included in the area zoned. The board of township trustees may appoint two alternate members to the township board of zoning appeals, for terms to be determined by the board of township trustees. An alternate member shall take the place of an absent regular member at any meeting of the board of zoning appeals, according to procedures prescribed by resolution by the board of township trustees. An alternate member shall meet the same appointment criteria as a regular member. When attending a meeting on behalf of an absent member, the alternate member may vote on any matter on which the absent member is authorized to vote. The terms of all regular members shall be of such length and so arranged that the term of one member will expire each year. Each regular or alternate member shall serve until the member's successor is appointed and qualified. Members shall be removable for the same causes and in the same manner as provided by section 519.04 of the Revised Code. Vacancies shall be filled by the board of township trustees and shall be for the unexpired term. The members may be allowed their expenses, or such compensation, or both, as the board of township trustees may approve and provide.
The board of zoning appeals may, within the limits of the moneys appropriated by the board of township trustees for the purpose, employ such executive, professional, technical, and other assistants as it considers necessary.
Ohio Revised Code, Title 5 - Townships, Chapter 519 - Township Zoning, Section 519.14 - Powers of Township Board of Zoning Appeals:
The township board of zoning appeals may:
- Hear and decide appeals where it is alleged there is error in any order, requirement, decision, or determination made by an administrative official in the enforcement of sections 519.02 to 519.25 of the Revised Code, or of any resolution adopted pursuant thereto;
- Authorize, upon appeal, in specific cases, such variance from the terms of the zoning resolution as will not be contrary to the public interest, where, owing to special conditions, a literal enforcement of the resolution will result in unnecessary hardship, and so that the spirit of the resolution shall be observed and substantial justice done;
- Grant conditional zoning certificates for the use of land, buildings, or other structures if such certificates for specific uses are provided for in the zoning resolution. If the board considers conditional zoning certificates for activities that are permitted and regulated under Chapter 1514. of the Revised Code or activities that are related to making finished aggregate products, the board shall proceed in accordance with section 519.141 of the Revised Code.
- Revoke an authorized variance or conditional zoning certificate granted for the extraction of minerals, if any condition of the variance or certificate is violated.
The board shall notify the holder of the variance or certificate by certified mail of its intent to revoke the variance or certificate under division (D) of this section and of the holder's right to a hearing before the board, within thirty days of the mailing of the notice, if the holder so requests. If the holder requests a hearing, the board shall set a time and place for the hearing and notify the holder. At the hearing, the holder may appear in person, by the holder's attorney, or by other representative, or the holder may present the holder's position in writing. The holder may present evidence and examine witnesses appearing for or against the holder. If no hearing is requested, the board may revoke the variance or certificate without a hearing. The authority to revoke a variance or certificate is in addition to any other means of zoning enforcement provided by law.
In exercising the above-mentioned powers, the board may, in conformity with such sections, reverse or affirm, wholly or partly, or may modify the order, requirement, decision, or determination appealed from, and may make such order, requirement, decision, or determination as ought to be made, and to that end has all powers of the officer from whom the appeal is taken.
The Township Board of Trustees recommend that this excerpt be included in the agenda and read at meetings: "This meeting of the Genoa Township Trustees is being audio recorded and a written summary will be published after approval. The audio recording and any referenced resolutions and documents are the official records and the written summary is a secondary summation of this meeting. If a discrepancy exists between the audio recording and written summary, the audio recording will have precedence. If all or any portion of the audio recording is inaudible or unavailable, the written summary of that portion(s) will be used in-lieu-of the audio recording. Copies of the audio recording and written summary of the meeting are available on Genoa’s website genoatwp.com or by contacting the Fiscal Office."
COMMUNICATION ADVISORY COMMITTEE
The Communications Advisory Committee is composed of no more than 5 members with 3-year terms. Their duties include sharing their industry knowledge with the Township staff to improve communication to residents, studying communications best practices, assessing needs within Township communications for equipment, software, staff training or other resources, and making recommendations to the Township Trustees. The committee is authorized to appoint special sub-committees for recommendation to the trustees to review. The committee meets no less than quarterly at Township Hall, 5111 S. Old 3C Highway, Westerville, Ohio 43082.
FIRE/RESCUE/EMS ADVISORY COMMITTEE
The Fire/Rescue/EMS Advisory Committee is composed of no more than 13 members with a 3-year term, and a trustee liaison. Our top-notch fire department is assisted with guidance and feedback from the Citizens Fire/Rescue/EMS Advisory Committee. This committee helps evaluate new equipment, training opportunities and citizens’ concerns. Meetings are held bimonthly month at 7:00 P.M., at the Genoa Fire Department Conference Room, 7049 Big Walnut Road, Galena, Ohio 43021.
PARKS ADVISORY COMMITTEE
The Parks Advisory Committee is composed of no more than 9 members with 3-year terms and a trustee liaison.
Their duties include studying recreational programs, needs and facilities and making
recommendations to the Township Trustees.
The committee is authorized to appoint special sub-committees for recommendation to the trustees to review phases of the recreation programs of the Township.
Meetings are held the first Wednesday of each month at 7:00 P.M., at Genoa Township, 5111 South Old 3C Highway, Westerville Ohio, 43082. Park Advisory Committee meetings may be moved to any one of the township parks in summer months with proper advanced public notice.
POLICE ADVISORY COMMITTEE
The Police Advisory Committee is composed no more than 15 members with a 3-year term, and a trustee liaison. Our top-notch police department is assisted with guidance and feedback from the Citizens Police Advisory Committee. This committee helps evaluate new equipment, training opportunities and citizens’ concerns. Meetings are held the second Wednesday of month every two months at 7:00 P.M., at 6921 Big Walnut Road, Galena, Ohio 43021.
ZONING COMMISSION
The Zoning Commission is composed of five (5) voting members, five (5) year terms each, and up to two (2) alternate members, two (2) year terms each. Meetings are held monthly in the township hall at 7:00 p.m. at 5111South Old 3C Highway, Westerville, Ohio 43082.
Ohio Revised Code, Title 5 - Townships, Chapter 519 - Township Zoning, Section 519.04 - Township Zoning Commission:
The board of township trustees of any township proceeding under sections 519.01 to 519.99 of the Revised Code, shall create and establish a township zoning commission. The commission shall be composed of five members who reside in the unincorporated area of the township, to be appointed by the board. The board of township trustees may appoint two alternate members tothe township zoning commission, for terms to be determined by the board of township trustees. An alternate member shall take the place of an absent regular member at any meeting of the township zoning commission, according to procedures prescribed by resolution by the board of township trustees. An alternate member shall meet the same appointment criteria as a regular member. When attending a meeting on behalf of an absent member, the alternate member may vote on any matte on which the absent member is authorized to vote. The terms of the regular members shall be of such length and so arranged that the term of one member will expire each year. Where there is a county or regional planning commission the board may appoint qualified members of such commission to serve on the township zoning commission. Each regular or alternate member shall serve until the member's successor is appointed and qualified. Members of the zoning commission shall be removable for nonperformance of duty, misconduct in office, or other cause by the board, upon written charges being filed with the board, after a public hearing has been held regarding such charges, and after a copy of the charges has been served upon the member so charged at least ten days prior to the hearing, either personally, by registered mail, or by leaving such copy at the member's usual place of residence. The member shall be given an opportunity to be heard and answer such charges. Vacancies shall be filled by the board and shall be for the unexpired term.
Ohio Revised Code, Title 5 - Townships, Chapter 519 - Township Zoning, Section 519.05 - Powers and Duties of Commission:
The township rural zoning commission shall submit a plan, including both text and maps, representing the recommendations of the zoning commission for the carrying out by the board of township trustees of the powers, purposes, and provisions set forth in sections 519.01 to 519.99, inclusive, of the Revised Code, including additions to territory in which a township zoning plan is in effect.
The zoning commission may, within the limits of the moneys appropriated by the board for the purpose, employ or contract with such planning consultants and executive and other assistants as it deems necessary. The zoning commission shall organize, adopt rules for the transaction of its business, and keep a record of its actions and determinations. Members of the zoning commission may be allowed their expenses, or such compensation, or both, as the board may approve and provide. No township trustee or commission member shall be employed by the zoning commission of his township.
The zoning commission shall make use of such information and counsel as is available from appropriate public officials, departments, and agencies and such officials, departments, and agencies having information, maps, and data pertinent to township zoning shall make them available for the use of the zoning commission.
In any county where there is a county or regional planning commission, the zoning commission may request such planning commission to prepare or make available to the zoning commission a zoning plan, including text and maps, for the unincorporated area of the township or any portion of the same.
The Township Board of Trustees recommend that this excerpt be included in the agenda and read at meetings: "This meeting of the Genoa Township Trustees is being audio recorded and a written summary will be published after approval. The audio recording and any referenced resolutions and documents are the official records and the written summary is a secondary summation of this meeting. If a discrepancy exists between the audio recording and written summary, the audio recording will have precedence. If all or any portion of the audio recording is inaudible or unavailable, the written summary of that portion(s) will be used in-lieu-of the audio recording. Copies of the audio recording and written summary of the meeting are available on Genoa’s website genoatwp.com or by contacting the Fiscal Office."
I'VE ACCEPTED THE APPOINTMENT - BUT WHAT AM I SUPPOSED TO DO?
Appointment to a township board, commission, or committee provides direct citizen involvement in the recommendations of development of the policies and programs of Township Government. As an appointee, you provide a vital link between the township’s residents and trustee actions. Membership on a trustee-appointed board, commission, or committee provides an opportunity for genuine public service. By selecting you to serve, the Board of Trustees or Fiscal Officer has expressed confidence in your willingness to study all sides of the issues that come before you and to make recommendations based on your insight and experience as a concerned member of the community.
RESPONSIBILITIES
Understand the Charge of the Board, Commission, or Committee to Which you Have Been Appointed.
You must understand the charge of the board, commission, or committee to which you have been appointed. For the Zoning Commission or Board of Zoning Appeals this information is in the Ohio Revised Code. For other committees this is found and is contained as a part of this Handbook. Township staff responsible for the program(s) within the scope of interest to your board, commission, or committee is also available to answer your questions.
Attend Meetings.
Most boards, commissions, and committees have regularly scheduled meetings. You are expected to make every effort to attend every scheduled meeting. Remember that the business of the boards, commissions and committees requires that a quorum of the members be present to conduct business. If you are unable to attend a meeting, you should notify your chairperson. If you are unable to continue service due to health, business requirements, or personal reasons, you should submit a formal letter of resignation to the chairperson of the Board of Trustees.
Represent Views Fairly.
When you express views that have not been approved by a majority of the boards, commissions, or committees on which you serve, you should indicate that you are speaking as an individual and that your views are not those of the entire group.
Be Representative of the Whole Township.
One of the primary functions of appointed boards, commissions and committeesis to determine the attitudes of citizens, to help reconcile contradictory viewpoints and to build consensus around common goals and objectives. As an appointee you are in a unique position to serve as a liaison between the general public and the Board of Trustees.
Do Your Homework.
As an appointee, you may spend many hours preparing for meetings. You should be familiar with staff reports, studies, resolutions and other regulations related to the department and program(s) under the scope of interest of your board, commission or committee. You should not vote on an issue until you feel you have all the information you need. Further, if you are scheduled to make a specific presentation at a meeting, you should take time to adequately prepare for it.
Understand Staff Relationships.
The Township Administrator and other staff work closely with appointed boards, commissions and committees, but do not work for them. Staff will provide information and be available to answer questions. The staff is required to fairly present recommendations of boards, commissions and committees and to explain them, but it is not their role to advocate for or defend them. At times, staff may be required to provide the Township Administrator or Board of Trustees with individual professional recommendations which may or may not agree with those of the boards, commissions or committees on which you serve.
Be a Good Team Member.
The following tips will help ensure that you are a good team member. The good team member:
- Arrives for meetings on time and well prepared.
- Asks questions.
- Contributes to the discussion.
- Contributes to the orderly conduct of the meeting.
- Listens to the ideas of others.
- Considers issues objectively.
- Stays involved.
- Carries out actions he/she has agreed to.
SUCCESSFUL MEETINGS
When the Chairperson declares the meeting adjourned, the discussion has already gone on for an hour beyond schedule. One member has expressed opposition to the project at hand because he/she isin the habit of expressing opposition. A second has discussed extraneous issues in detail until finally ruled out of order. A third has asked the chairperson to explain the project more fully. A fourth has repeated what the chairperson just said. Two members have fallen into an acrimonious dispute, using the project under discussion for display of personal rivalry. In the course of the meeting, one member dozed off; two others lost themselves in doodling; another began writing a memo on a different topic; and the chairperson - uncertain of the merits of the project - finds himself/herself addled and exhausted at the end of it.
Does this sound like the meetings you too often attend? Many people cringe at the thought of having to attend another meeting. Meetings can be time-consuming, boring, tedious and - worst of all -inconclusive. Too often, they mirror the description above. An effective meeting is none of these things, it is one that has clearly stated objectives and achieves them within the scheduled time frame. It is one in which people speak when they have something relevant to say. It is one in which the participants respect and support each other - and it is one in which participants have an effective process for reaching consensus. Achieving these things takes pre-meeting planning, careful execution, and post meeting debriefing. Because effective meetings are every participant's responsibility, we have provided a chart which describes the specific responsibilities of members of a board, commission, or committee at the end of this section. When meetings consistently get off track, members must take time to analyze what is happening and take corrective action.
Key #1: Leadership
The single most important ingredient in assuring a meeting's success is clear and decisive leadership. Care should be taken when selecting a Chairperson. The Chairperson sets the scene for success and plays a very important role in controlling meetings.
Key #2: Ground Rules
Ground rules outline expectations members have for each other. For boards, commissions or committees, they may also cover the rules for receiving public comment. Some boards, commissions and committees have certain ground rules specified in the Township resolution that established that body. In other cases, ground rules may be set by members of the boards, commissions and committees. Ground rules are derived by examining what the behaviors contribute or detract to
group effectiveness.
A few of the more important ground rules to consider are:
- Attendance- What are legitimate reasons for missing a meeting? Who is to be advised if you cannot attend?
- Promptness- What does "on time" mean for your group?
- Participation- Emphasize the importance of speaking freely and respectfully and listening attentively.
- Decision-Making- Will decisions be made by consensus or majority vote?
- Will Robert's Rules be used?
regulations.
Key #3: Agendas
It is very important to have a written agenda for every meeting. This allows members to prepare for the meeting and permits the public to understand what business will be discussed. The agenda need not be an elaborate document. At minimum it should include:
- A call to order
- Introductions
- Approval of the last meeting minutes
- Reports
- Old Business (items carried over from the last meeting)
- New Business
- Meeting adjournment time
If there are several items of old or new business on your agenda, they should be itemized and prioritized to ensure that the most important ones are discussed in the time available. At the beginning of each meeting it is a good idea to ask if there are any additional items that need to be added. Items should only be added by consensus of the members present and, in a manner, consistent with any adopted Rules.
Boards, commissions and committees receive assistance from specific departmental staff. Staff provides posting of the agendas.
Key #4: Courteous Participation
Being a good member means more than just attending meetings. You have been appointed to a
board, commission, or committee because you have something to contribute. You must, however,
remember that you are part of a group. You have a responsibility to listen as well as speak. You also
have a responsibility to see that meetings stay on track and that they are productive. During
meetings you should follow these simple rules:
- Practice attentive listening;
- Speak when - and only when you have something worthwhile to contribute;
- Keep your comments related to the item at hand and help discourage irrelevant
discussion by asking how an example or line of thought contributes to the stated goal of
the discussion; - Ask for clarification if you are unclear about a point that is being made but don't put
another person in the position of defending his/her position; - Don't speak when another is speaking and discourage side conversations;
- Keep all communications positive and issue-oriented;
- Don't sit back and let others do all the work;
- Don't keep quiet during the meeting and express negative feelings after it.
Key #6: Minutes
A record of resolutions, motions, transactions, findings and other determinations must be kept. The
minutes should contain the following:
- A list of members, staff who were present
- The time the meeting convened and adjourned
- A description of items discussed
- All motions made, by whom, the second to the motion, and all votes taken
This task will be covered by a committee member voted to a secretary position. Members should have an opportunity to review, edit, and approve all minutes.
Key #7: The Meeting Room
When facilities are appropriate, they go unnoticed. When they are inadequate they detract from the meeting. The arrangement of the meeting room is guided by the communications needs and the type of meeting you are holding. Usually your meeting will be set up with the members seated around a table so that you can see each other. However, consideration must be given to the fact that you are a public body and residents may wish to, or need to, attend your meeting. All public meetings shall be held in a location that is ADA accessible and compliant. If you anticipate that anyone will be making a presentation to your group, the room should be arranged so that the presenter can face the entire membership. If visuals or audiovisuals are to be used, the room should be set up so that all members and any attending public can see them. A township staff member will be securing and setting up the meeting room. You should notify the staff person assigned to your board, commission, or committee of any special needs (e.g. a slide or overhead projector and screen or an easel with paper).
Key #8: Supportive Feedback
All members should feel that their participation is important. Recognition and appreciation for member contributions should be given regularly. It is each member's responsibility to ensure that feedback is given and received in an atmosphere of trust, honesty and sincerity and that problem-solving and conflict-resolution is done in a supportive atmosphere.
MEETING PREPARATION
WHEN: | WHO: Chair Person | WHO: Members |
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During the Meeting |
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After the Meeting |
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THE LAYMAN'S GUIDE TO ROBERT'S RULES OF ORDER
For the purposes of most boards, commissions and committees, Robert's Rules of Order can be distilled into a few fairly simple guidelines. Robert's Rules are based on common sense and courtesy and, as such, are a guide for protecting the basic rights of participants. Robert's Rules outline an orderly process for placing items before a group for their guiding discussion and clarifying voting. The basic steps of making a motion, amending it and voting are listed below and should cover most situations. When a major controversy is to be put before your board, commission, or committee, or if there is a fairly complicated or divisive matter on your agenda, or if you suspect that someone present is likely to call you on a point of order, you may wish to request that the township provide legal assistance for that meeting.
The Motion:
When Robert's Rules of Order are being used, a motion is required to bring an item before the group for consideration. Motions usually come about as a result of a general discussion about an issue. As the group's thoughts coalesce and a direction becomes clear, one member will say; “I move that ........”
Restatement:
The chairperson should restate the motion to be sure that everyone has a common understanding of what action is being proposed. He/she says, “We have a motion before us to [state motion], do we have a second?”
The Second:
To be certain that the motion is of interest to more than one person, a second is necessary in order to begin debate on the motion. If there is no second, the motion dies. Since it is not "on the table", no further discussion about it should occur. It is not a good idea to second a motion just to be nice to a fellow member. The rule of requiring a second is intended to ensure that time is not spent on items that are not of interest to the group or are simply poor ideas.
Discussion, Clarification, Debate:
Only one main motion may be under consideration at any one time. Once the motion has been seconded, the chairperson will say, “The floor is open for discussion”. Members then discuss the merit of the proposal and state their positions.
Amendment to The Original Motion:
During the course of the discussion and debate, someone may suggest that the original wording needs to be changed to more accurately express what the majority wants it to say or to reflect a point made during the discussion. The chairperson should ask this person to offer specific wording for the amended motion. Amendments must relate to and/or clarify the subject of the motion under discussion. They should not introduce a different issue or topic.
If there is no objection to the amendment:
The chair may ask the persons who made and seconded the original motion if they accept the proposed amendment. If they do, and if no one else objects, the chair may suspend a formal vote on the amendment. He/she would restate the motion as amended and proceed to a discussion of the now amended motion.
If someone objects to the amendment:
If anyone objects to the amendment, the chairperson would restate the amendment and call for a second to the amendment. Discussion, clarification, debate and ultimately a vote are then taken on the amendment. An amendment cannot be separated from the motion it amends and may not -by itself - be referred to a committee or postponed to another time.
Motion to Amend an Amendment:
A motion to amend an amendment can be made but there can only be one such motion on the table at any given time. This is to avoid people getting hopelessly confused about what they are -or are not - voting on. There would be debate and a vote first on the motion to amend the amendment. After that discussion and vote on the amendment (in its original form or as amended).
Debate on the Original Motion:
Once a vote on any amendment has been taken, debate returns to consideration of the original motion or on the original motion as amended.
Motion to Limit Debate:
This motion permits the group to set limits on the time allowable for discussion before voting. The motion to limit debate is not debatable. That is, if there is a second to the motion, the chair must call for a vote. Since the motion to limit debate may infringe on the basic principle of freedom of discussion, a vote of two-thirds of those present is required. If the motion to limit debate is passed, the chairperson must keep track of time, announce when the limit has been exhausted, and call for a vote on the motion under discussion. If discussion is not complete when the time limit has been exhausted, any member may move to table the motion which has been under discussion.
ORDER OF BUSINESS
- Call to Order
The ______________________ (Board, Commission, or Committee) meeting of Genoa Township of _____________________ (Date) will come to order at __________________ a.m. or p.m.. - Roll Call
The Chairperson will ask the Secretary to read the roll. - Approval of Minutes of (date)
Ask whether there are any corrections to the minutes. If not, ask for a motion to approve the minutes. - New Business
All proposed items should be presented under this section of the Agenda. - Old Business
All items that are pending or tabled from previous meetings should be listed under this section of the Agenda. - Comments from Board or Commission Members
- Comments from the Audience
- Secretary's Report
- Adjournment
PUBLIC MEETINGS
You Have an Audience
Unlike other meetings you may have participated in, meetings of the township’s boards, commissions, and committees are public meetings. That is, any member of the public or the media may attend and ask to participate or comment on the proceedings. The public's presence may at first be unnerving, but public participation is necessary if the public is to trust and have confidence in the decisions of appointed boards, commissions, and committees. Because the business of the township’s boards, commissions, and committees is public business, there must be adequate public notice of meetings. Laws requiring public notice of elected or appointed government bodies are commonly called "Sunshine Laws." These laws also require that meeting locations be open and accessible to all people.
Proper notification of the public is usually overseen by the secretary of the board, commission or committee or a township staff member. Any person may, in fact, submit a written request to be notified of all or a specified subset of boards, commission, and committee meetings with the township staff. In addition, any person may visit or phone the township Fiscal Office during regular business hours to receive information about scheduled meetings of any board, commission or committee. Notice of public meetings is posted on the bulletin board in the lobby of the township building and on the township website.
It is important that the Township Administrator or staff be notified of meeting dates and locations and any changes made to a meeting schedule. To ensure that this happens, each board, commission, and committee is required to designate a member or agent to be responsible for notifying the Township Administrator or staff in a timely manner of meeting dates and, to the
degree it is known, the subject matter to be discussed. The most common forms of public information are listed below.
Public Notification
Oral Notification:
Oral notification can be delivered either in person or by telephone. It may be delivered directly to the person or by leaving a message for a person. Oral notification is a very personal way to let people know of your meetings and is one of the best ways to encourage participation of people you specifically want to hear from.
Written Notification:
Written notification may be mailed, emailed, faxed or hand delivered. If notification is required and is mailed, it should be mailed first-class no later than two days preceding the day of the meeting.
Posted Notification:
Posted notice of many meetings is made in areas accessible to the public during normal business hours at the township administration building or on the township website. It is a requirement that such notice be posted at least twenty-four hours before the time of the meeting.
Published Notification:
Published notice of meetings refers to notice in a newspaper of general circulation within Genoa Township. This usually means the Delaware Gazette or The Columbus Dispatch. The Township requires any news media that desires to be given advanced notice of meetings of boards, commissions or committees to file a specific request with the board, commission, and committee secretary.
EXECUTIVE SESSION
The conditions under which a board, commission, or committee may meet in Executive Session are restricted. It is rare that an appointed board, commission, or committee has the need to adjourn to executive session. The following is provided as general information. If you anticipate the need for an Executive Session, you should check with the assigned staff member or Township Administrator for further guidance. Executive Sessions can be held only after a majority of members have determined by a roll call vote to hold such a session. Executive Sessions are defined in the Ohio Revised Code 121.22 Public meetings – exceptions:
(G) Except as provided in divisions (G)(8) and (J) of this section, the members of a public body may hold an executive session only after a majority of a quorum of the public body determines, by a roll call vote, to hold an executive session and only at a regular or special meeting for the sole purpose of the consideration of any of the following matters:
(1) To consider the appointment, employment, dismissal, discipline, promotion, demotion, or compensation of a public employee or official, or the investigation of charges or complaints against a public employee, official, licensee, or regulated individual, unless the public employee, official, licensee, or regulated individual requests a public hearing. Except as otherwise provided by law, no public body shall hold an executive session for the discipline of an elected official for conduct
related to the performance of the elected official's official duties or for the elected official's removal from office. If a public body holds an executive session pursuant to division (G)(1) of this section, the motion and vote to hold that executive session shall state which one or more of the approved purposes listed in division (G)(1) of this section are the purposes for which the executive session is to be held, but need not include the name of any person to be considered at the meeting.
(2) To consider the purchase of property for public purposes, or for the sale of property at competitive bidding, if premature disclosure of information would give an unfair competitive or bargaining advantage to a person whose personal, private interest is adverse to the general public interest. No member of a public body shall use division (G)(2) of this section as a subterfuge for providing covert information to prospective buyers or sellers. A purchase or sale of public property is void if the seller or buyer of the public property has received covert information from a member of a public body that has not been disclosed to the general public in sufficient time for other prospective buyers and sellers to prepare and submit offers.
(3) Conferences with an attorney for the public body concerning disputes involving the public body that are the subject of pending or imminent court action;
(4) Preparing for, conducting, or reviewing negotiations or bargaining sessions with public employees concerning their compensation or other terms and conditions of their employment;
(5) Matters required to be kept confidential by federal law or regulations or state statutes;
(6) Details relative to the security arrangements and emergency response protocols for a public body or a public office, if disclosure of the matters discussed could reasonably be expected to jeopardize the security of the public body or public office;
(8) To consider confidential information related to the marketing plans, specific business strategy, production techniques, trade secrets, or personal financial statements of an applicant for economic development assistance, or to negotiations with other political subdivisions respecting requests for economic development assistance, provided that both of the following conditions apply:
(1) The information is directly related to a request for economic development assistance that is to be provided or administered under any provision of Chapter 715., 725., 1724., or 1728. or sections 701.07, 3735.67 to 3735.70, 5709.40 to 5709.43, 5709.61 to 5709.69, 5709.73 to 5709.75, or 5709.77 to 5709.81 of the Revised Code, or that involves public infrastructure improvements or the extension of utility services that are directly related to an economic development project.
(2) A unanimous quorum of the public body determines, by a roll call vote, that the executive session is necessary to protect the interests of the applicant or the possible investment or expenditure of public funds to be made in connection with the economic development project.
If a public body holds an executive session to consider any of the matters listed in divisions (G)(2) to (8) of this section, the motion and vote to hold that executive session shall state which one or more of the approved matters listed in those divisions are to be considered at the executive session.
VOTING
Should I Vote?
Public law generally prohibits public officials from engaging in activities in which their private interests conflict with their public duty. Those serving on an appointed board, commission, and committee are not required to sign a conflict of interest statement but are encouraged to act in the best interest of the general public and to exercise the powers conferred on him/her with disinterested skill and diligence.
A conflict of interest occurs when loyalties must be confronted. That is, when a member could personally benefit, or when someone with whom he/she has personal or business ties stands to benefit, from a decision of the board, commission, or committee on which he/she serves.
The result of ignoring actual or potential conflicts of interest can range from public distrust to prosecution.
To avoid charges of conflict of interest, you should make any potential conflicts known to your fellow members and absent yourself from any actions which could influence decision-making. This means that you would definitely not vote on any issues in which there is an actual, perceived or potential conflict of interest. To be on the safe side, you should also remove yourself from any and all related discussions and request that your absence be reflected in the minutes.