Administrative Policy Committee — Columbia, SC
Date: 2024-05-21
Time: 11:00

ADMINISTRATIVE POLICY COMMITTEE MEETING AGENDA
 TUESDAY, MAY 21, 2024


The Columbia Administrative Policy Committee will conduct a meeting on Tuesday, May 21,
2024 at 11:00 a.m. at the Busby Street Community Center, 1735 Busby Street, Columbia, SC
29203. Members of the public may view the meeting online at www.columbiasc.gov. Please
contact the City Clerk’s Office at (803)545-3045 or cityclerk@columbiasc.gov if you have
questions regarding the meeting.

 The Honorable Edward H. McDowell, Jr., Chair
 The Honorable Aditi Bussells, At-Large The Honorable Peter M. Brown, District IV
Prior to entering the meeting please turn all electronic communication devices to the silent, vibrate or off
 position. All presenters are asked to speak directly into the microphone for recording purposes.

CALL TO ORDER
APPROVAL OF MINUTES

1. February 27, 2024 Administrative Policy Committee Meeting Minutes

COMMITTEE DISCUSSION

2. Honorary Namings - The Honorable Edward H. McDowell, Jr.

3. Proposed Memorial Garden at T.S. Martin Park - Mr. Randy Davis, Director of Parks and
 Recreation

4. Proposed Policy Related to the Issuance of Keys to the City and Proclamations - Ms.
 Pamela Benjamin, Assistant City Manager for Administrative Services

ADJOURNMENT




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ADMINISTRATIVE POLICY COMMITTEE MEETING AGENDA
 TUESDAY, MAY 21, 2024


The Columbia Administrative Policy Committee will conduct a meeting on Tuesday, May 21,
2024 at 11:00 a.m. at the Busby Street Community Center, 1735 Busby Street, Columbia, SC
29203. Members of the public may view the meeting online at www.columbiasc.gov. Please
contact the City Clerk’s Office at (803)545-3045 or cityclerk@columbiasc.gov if you have
questions regarding the meeting.

 The Honorable Edward H. McDowell, Jr., Chair
 The Honorable Aditi Bussells, At-Large The Honorable Peter M. Brown, District IV
Prior to entering the meeting please turn all electronic communication devices to the silent, vibrate or off
 position. All presenters are asked to speak directly into the microphone for recording purposes.

CALL TO ORDER
APPROVAL OF MINUTES

1. February 27, 2024 Administrative Policy Committee Meeting Minutes

COMMITTEE DISCUSSION

2. Honorary Namings - The Honorable Edward H. McDowell, Jr.

3. Proposed Memorial Garden at T.S. Martin Park - Mr. Randy Davis, Director of Parks and
 Recreation

4. Proposed Policy Related to the Issuance of Keys to the City and Proclamations - Ms.
 Pamela Benjamin, Assistant City Manager for Administrative Services

ADJOURNMENT




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MEETING DATE: May 21, 2024

DEPARTMENT: City Clerk

FROM: Erika Hammond, City Clerk

SUBJECT: February 27, 2024 Administrative Policy
 Committee Meeting Minutes
FUNDING SOURCE &
ORIGINAL BUDGET:


ATTACHMENTS:
  #a: APC_MN_02272024 (PDF)




Updated: 4/23/2024 2:34 PM Page 1
 Packet Pg. 2
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 ADMINISTRATIVE POLICY COMMITTEE MEETING MINUTES
 TUESDAY, FEBRUARY 27, 2024


CALL TO ORDER

The Columbia Administrative Policy Committee conducted a meeting on Tuesday, February 27,
2024 at City Hall (Mayor's Conference Room), 1737 Main Street, Columbia, South Carolina
29201. The Honorable Edward H. McDowell, Jr., Chair called the meeting to order at 1:00 p.m.

 Attendee Name Title Status
 Edward H. McDowell Chair Remote
 Aditi Bussells Member Present
 Peter M. Brown Member Present

COMMITTEE DISCUSSION

1. Ranked Choice Voting (Instant Runoff) - Ms. Pamela Benjamin, CPM, Assistant City
 Manager for Administrative Services – Received as information

Ms. Pamela Benjamin, CPM, Assistant City Manager for Administrative Services said ranked
choice voting was proposed last year by Councilman Duvall. We wanted to have this discussion
while we weren’t in an election cycle. Currently, we are under a majority vote meaning you must
have more than fifty percent of the votes to win the election or you will have a runoff.

There was discussion about options for voting including majority, ranked choice, or plurality; the
will of the people; ways to potentially eliminate the runoff; and a potential hybrid approach.

Staff was asked to bring back examples of lowered thresholds from other municipalities.

2. Food Truck Policy - The Honorable Aditi Bussells – Received as information

Councilor Bussells said we launched Food Truck Fridays in response to a question I received from
a constituent about why we don’t have food trucks during the legislative session near the State
House. Right now, we are doing an 11:00 a.m. to 3:00 p.m. time span on Bull Street. We have
looked at other locations, but Bull Street has the place with most traffic and not a lot of options.
We did some preliminary research about different food truck policies across South Carolina. Like
Columbia, Greenville does not allow food trucks in public right of ways; however, Charleston
does. Currently, we don’t allow food trucks in public spaces.




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 ADMINISTRATIVE POLICY COMMITTEE MEETING MINUTES
 TUESDAY, FEBRUARY 27, 2024
Mr. Greg Williams, Business Liaison for Economic Development said the Office of Business
Opportunities has started doing four trucks on each Friday. There’s usually three different cuisines
and one dessert truck. This allows a variety of trucks to be out there, even if there is a cancellation.
Each truck must have a Columbia business license and a DHEC permit for safe food. OBO is
sending out periodic surveys to participants to get feedback. The vendors have also expressed an
interest in having the event multiple days.

There was discussion about the possible expansion into evening hours, responses from the brick
and mortar restaurants, expanding the program to the State House, unauthorized food trucks, public
safety concerns, and a possible text amendment.

There was consensus of the committee to continue discussing the food truck policy.

3. Honorary Naming Policy Revisions - Ms. Pamela Benjamin, CPM, Assistant City Manager
 for Administrative Services – Endorse for City Council Consideration

Ms. Pamela Benjamin, CPM, Assistant City Manager for Administrative Services provided the
final copy of the application. I would like to formally move this application out of committee to
be used for anyone who is looking to do an honorary street or facility naming. Chanique used this
form so that we were in compliance with the application for the honorary naming of Zion Baptist
Church Square and Columbia’s Black Business District.

There was discussion about previous honorary namings and the need for a formalized process to
ensure consistency and adherence to the rules.

There was consensus to forward the finalized application that will be used for each honorary street,
facility, room, or site naming request to an upcoming City Council Meeting. The committee will
review a proposed policy and formal process related to the issuance of proclamations and keys to
the city at its next meeting.

ADJOURNMENT

The meeting was adjourned at 1:45 p.m.

Respectfully submitted:



Erika D. Moore Hammond, CMC
City Clerk


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MEETING DATE: May 21, 2024

DEPARTMENT: City Clerk

FROM: Erika Hammond, City Clerk

SUBJECT: Honorary Namings - The Honorable Edward H.
 McDowell, Jr.
FUNDING SOURCE &
ORIGINAL BUDGET:




Updated: 5/17/2024 11:00 AM Page 1
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MEETING DATE: May 21, 2024

DEPARTMENT: City Clerk

FROM: Erika Hammond, City Clerk

SUBJECT: Proposed Memorial Garden at T.S. Martin Park -
 Mr. Randy Davis, Director of Parks and
 Recreation
FUNDING SOURCE &
ORIGINAL BUDGET:




Updated: 5/17/2024 12:28 PM Page 1
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MEETING DATE: May 21, 2024

DEPARTMENT: City Clerk

FROM: Erika Hammond, City Clerk

SUBJECT: Proposed Policy Related to the Issuance of
 Keys to the City and Proclamations - Ms.
 Pamela Benjamin, Assistant City Manager for
 Administrative Services
FUNDING SOURCE &
ORIGINAL BUDGET:




Updated: 5/17/2024 12:35 PM Page 1
 Packet Pg. 7

ADMINISTRATIVE POLICY COMMITTEE MEETING MINUTES
 TUESDAY, MAY 21, 2024

CALL TO ORDER
The Administrative Policy Committee conducted a meeting on Tuesday, May 21, 2024. The
Honorable Edward H. McDowell, Jr., Chair called the meeting to order at 11:26 a.m.
Attendee Name Title Status
Edward H. McDowell Chair Present
Aditi Bussells Member Present
Peter M. Brown Member Present

INVOCATION
The Honorable Peter M. Brown led the invocation.

APPROVAL OF MINUTES

1. February 27, 2024 Administrative Policy Committee Meeting Minutes – Approved

Upon a motion made by Dr. Bussells and seconded by Mr. Brown, the Committee voted
unanimously to approve the February 27, 2024 Administrative Policy Committee Meeting
Minutes.

COMMITTEE DISCUSSION

2. Honorary Namings - The Honorable Edward H. McDowell, Jr. – Endorsed for City
 Council Consideration

Councilor McDowell said we want to tie up any loose ends on the matters of the Leroy Moss
Multipurpose Center, the Sara Nance Cultural Resource Center, and the Virginia Lee Bedford
Center today before we bring this to Council.

Ms. Pamela Benjamin, Assistant City Manager for Administrative Services said we have had
several discussions about street namings, facilities, and buildings and the process in which we do
so. To bring some order to this process, we revisited some of our policies. We’ve reviewed the
application and tweaked it to better line up with the process. In the Honorary Naming Policy, we
added that the application will be completed by an applicant or a sponsoring Council Member. In
the past, we have named rooms after individuals with distinction, so we added “room” to the
policy where appropriate. We have also added language to say if the facility is being named, then
the signage would be on the inside and outside.

There was a consensus of the committee to standardize signage while ensuring consistency
between interior and exterior signage including dates of dedication, names of dignitaries, and



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 ADMINISTRATIVE POLICY COMMITTEE MEETING MINUTES
 TUESDAY, MAY 21, 2024
facility names. Rooms would have signage outside to indicate names, similar to City Hall's
conference room. To maintain consistency, it was agreed to use plaques instead of letters for
outside signage. Next steps include finalizing policy revisions, submitting the revised policy for
approval, and reaching out to potential applicants. Additionally, a future discussion is planned
regarding whether the naming policy should specify deceased or living individuals.

3. Proposed Memorial Garden at T.S. Martin Park - Mr. Randy Davis, Director of Parks and
 Recreation – Received as information

Mr. Randy Davis, Director of Parks and Recreation presented a proposal for a community garden
at T.S Martin Park, which stemmed from Joe Azar's desireto establish such a garden in the 29203
community, as expressed in his living will. The idea was presented by William Ackel, Joe's
cousin, who had discussions with Ed Brogdon and Willa Martin Bailey dating back to 2014.
Bailey, the daughter of T.S Martin, had envisioned a garden as part of her father's park. The
proposal gained momentum after Joe Azar was impressed by a similar garden built by Brogdon
in 2017. The proposed site for the garden is behind the baseball field in the park, featuring
various elements such as raised beds, flower gardens, and educational programs for students
from W.A. Perry Middle School. Funding for the project primarily relies on donors. The city is
expected to contribute approximately $30,000 for perimeter fencing and signage bearing the
name "Joseph S. Azar Community Garden” at TS Martin Neighborhood Park.

There was discussion about the need for the proposal to undergo further review, including
alignment with the city's new branding standards, particularly concerning sign design.

There was consensus of the committee that the proposal would progress through the application
process to establish a memorandum of agreement once approved.

4. Proposed Policy Related to the Issuance of Keys to the City and Proclamations - Ms.
 Pamela Benjamin, Assistant City Manager for Administrative Services

Councilor McDowell said there needs to be a formal policy that indicates how a proclamation
and keys to the city ought to be delivered.

Ms. Pamela Benjamin, Assistant City Manager for Administrative Services shared the draft of
the policy. The policy outlines the process for requesting proclamations and keys, including the
completion of a form similar to an application.

There was discussion regarding distinctions between staff initiated proclamations related to city
work and citizens; keys being the highest honor; symbolic gestures by the Mayor;; and naming a
portion of Gregg Street “Brian Newman Way”, with emphasis on the updated process. Next steps
include bringing back policy with tracking method and communications.


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 ADMINISTRATIVE POLICY COMMITTEE MEETING MINUTES
 TUESDAY, MAY 21, 2024
ADJOURNMENT

The meeting was adjourned at 12:22 p.m.

Respectfully submitted:



Erika D. Moore Hammond, CMC
City Clerk




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