Plain City’s organizational structure will shift slightly if its citizens approve a proposed charter in the March 9 special election. Under the current Mayor-Council form of government, council members are responsible for the hiring of administrative officers. The charter would provide this authority to the Administrator, who will also supervise them.
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Plain City officials are preparing for the changes that will need to be made in the case the proposed charter passes next month.
Village Administrator Nathan Cahall said staff reviewed the municipal code to determine what would need to be amended if the charter is enacted.
“There’s really, at least from staff’s perspective, only about a half dozen or so big ticket items that I think staff will have to make a decision on,” Cahall said.
He noted that nothing would be officially changed at the work session, but he wanted to “raise awareness” among council regarding decisions that will be made in the future.
Cahall started the discussion with potential changes to council.
Beginning in November 2023, three individuals will be elected at large to serve four-year terms.
This fall, four council members’ seats are up for election. Of those seats, one elected individual will get a two-year “transitional term” to establish the new schedule.
Council agreed that the lowest vote-getter of the four will get the shorter term.
Solicitor Paul Lafayette also clarified that council members will still be able to serve on village boards and commissions, aside from the Planning and Zoning Commission because the charter prohibits it and instead appoints the mayor.
The charter dictates that council members cannot hold other elected positions, with a “few notable exceptions,” Cahall said.
Even so, Lafayette said the Ohio Revised Code specifies that council members cannot hold other positions “filled by an election.”
He said council members who serve on village commissions are “basically appointed, not elected,” so he did not feel there was a conflict but would investigate further to be sure.
The most prominent legislative change would be a shortened process to pass ordinances or resolutions.
Rather than three readings, the charter would require only two readings of legislation before a vote.
Cahall said the administrative changes would be “clarifying the reporting structure more than anything.”
The charter would establish three administrative officers – finance director, law director and police chief – that are appointed by the village administrator with the consent of council.
Under the charter, the administrator will supervise the administrative officers and oversee the day-to-day operations of Plain City.
The currently established fiscal officer position would transition to the title of finance director, while maintaining the same responsibilities of auditor and treasurer for Plain City.
Lafayette recommended that a section is added to split off responsibilities that are now delegated to an administrative assistant, such as record keeping and acting as clerk of council.
The solicitor would act as the law director, for whom the charter dictates two-year terms.
Cahall said the charter is written so that he or she may be an employee of Plain City, or in a contracted position. Lafayette clarified that this essentially allows council to ensure the rate of legal services is locked in, but they can release or replace the individual at any time.
Cahall said Police Chief Dale McKee is currently reviewing the police chief role laid out by the charter to see if there are any “minor changes” to its language.
Most currently established Plain City boards and commissions would operate similarly under the charter.
The charter would require the establishment of one new body – the Personnel Appeals Board.
Under the village’s current personnel policies and the Ohio Revised Code, Cahall said employees have a grievance process through which they can “escalate” an appeal beyond their direct supervisor.
If the charter is passed, the Personnel Appeals Board would hear those cases rather than council.
Lafayette recommended council members do not sit on this board, as it is “quasi-judicial.” He said he views the other boards and commissions as administrative, while the Personnel Appeals Board “adjudicates employment decisions.”
Cahall said staff is currently compiling a list of classified and unclassified positions that will dictate who can go before the Personnel Appeals Board.
If the charter is passed, he said there will need to be “some amplification of language” in the personnel policy manual to ensure everything is aligned.
Lastly, Cahall noted that the charter leaves the threshold for bidding a project the same, at $50,000.
As of now, council must pass an ordinance before the village can advertise bids for any project.
Council members agreed to add language that would allow the administrator to solicit bids without an ordinance, as he or she would still bring them back to council before awarding a contract.
The special election to vote on the charter will be held March 9.
Jonathan Alder High School will be the Election Day polling location for Madison County residents, while Union County residents of Plain City will vote at the Pleasant Valley Fire Department. Polls will be open from 6:30 a.m. until 7:30 p.m.
Residents may vote early until Election Day at the Board of Elections for their respective county.
Both the Union County and Madison County Board of Elections will be open for early voting from 8 a.m.-5 p.m., Monday through Friday until Feb. 26; from 8 a.m-7 p.m. March 1 through 5; 8 a.m.-4 p.m. March 6; 1-5 p.m. March 7 and 8 a.m.-2 p.m. March 8.
Offices will be closed on Presidents’ Day, February 15.
The Village of Plain City recently mailed a physical copy of the charter to every registered voter. It is also accessible online at www.plain-city.com.