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BMRC Agenda Packet 3-1-17 CITY OF ATLANTIC BEACH BOARD MEMBER REVIEW COMMITTEE Commission Chamber March 1, 2017 6:00 p.m. AGENDA Call to Order 1. A. Approval of the minutes of the Board Member Review Committee meeting on November 17, 2016. B. Approval of the minutes of the Board Member Review Committee meeting on January 19, 2017. 2. Courtesy of the Floor to Visitors 3. Discuss the concepts proposed by the board chairs and liaisons to improve board recruitment and retention. Adjournment MINUTES Board Member Review Committee Meeting November 17, 2016 5:00 p.m. Call to order The meeting was called to order at 6:00 p.m. by Commissioner John Stinson. In attendance were Commissioner John Stinson (Chairman), Members Jennifer Lada, Solomon Brotman, Community Development Board Chair Brea Paul, and City Clerk Donna Bartle. Community Development Director Drew DeCandis was also in attendance. 1. Approval of the minutes of the BMRC meeting of October 17, 2016.. Motion: Approve minutes of the Board Member Review Committee meeting of October 17, 2016. Moved by Brotman, seconded by Lada Motion carried unanimously 2. Interview the candidates for consideration to the Community Development Board. A. Brian Joseph Major (Mr. Thomas Hindle was interested, but unable to come in for an interview on November 17, 2016.) The Committee interviewed Mr. Major. An overview of the duties and responsibilities of the Community Development Board and the alternate members were explained. Mr. Major explained his personal accomplishments, experience, goals and interests in the community. The Committee offered the opportunity to ask questions and the Committee responded to those questions. 3. Discuss the current Community Development Board (CDB) members whose terms expire on 12/31/16 and are interested in reappointment, the alternate members interested in regular membership and the current applicants. Current Members:  Kelly Elmore  A. Brea Paul  Sylvia Simmons Current Alternate Members:  Steven Mandelbaum  Judy Workman Applicants:  Brian Joseph Major  Thomas Hindle The Committee discussed the current board members and the two alternates. Ms. Paul spoke about each of the members of the Community Development Board being considered including herself. Mr. Brotman reported a relationship disclosure explaining that his company does business with Ms. Paul’s company and he was unaware of that until tonight. The Committee determined that Mr. Brotman should be allowed to participate and vote. __________________________________ 4. Make recommendations on filling the four upcoming vacancies on the Community Development Board for terms beginning January 1, 2017 and ending December 31, 2018. Motion: Recommend reappointing Kelly Elmore and Sylvia Simmons to serve an additional term as regular members on the Community Development Board for terms ending 12/31/2018. Moved by Brotman, seconded by Lada Motion carried unanimously Motion: Recommend reappointing Brea Paul to serve an additional term as a regular member on the Community Development Board for the term ending 12/31/2018. Moved by Brotman, seconded by Lada Motion carried unanimously (Ms. Paul did not vote.) The Committee discussed moving an alternate member into the regular member vacancy and addressing a new alternate. Motion: Recommend appointing Steven Mandelbaum as a regular member on the Community Development Board for the term beginning January 1, 2017 and ending 12/31/2018. Moved by Lada, seconded by Brotman Motion carried unanimously Chairman Stinson contacted Mr. Hindle for a phone interview with the Committee. An overview of the duties and responsibilities of the Community Development Board and the alternate members were explained. Mr. Hindle explained his personal accomplishments, experience, goals and interests in the community. The Committee offered the opportunity to ask questions and the Committee responded to those questions. The Committee discussed the two new candidates. Motion: Recommend appointing Thomas Hindle as an alternate member on the Community Development Board for the unexpired term beginning January 1, 2017 and ending December 31, 2017. Moved by Lada, seconded by Brotman Motion carried unanimously The Committee agreed that an encouragement letter should be sent to Mr. Major. The Committee discussed how the Code is written regarding alternate members of the Community Development Board. Commissioner Stinson reported on a meeting he would like to have with the Board Member Review Committee and all of the Committee/Board Chairs. Adjournment There being no other business, the meeting adjourned at 7:33 p.m. John M. Stinson Chairman Draft- Minutes of the Board Member Review Committee Meeting on November 17, 2016. Page 2 of 2 explained the purpose of the meeting was to discuss ways to improve the process of recruitment, MINUTES City of Atlantic Beach Board Member Review Committee Meeting Board and Committee Member Quality Assurance January 19, 2017 THOSE IN ATTENDANCE: John Stinson – Chair of the Board Member Review Committee Jennifer Lada – Member of the Board Review Committee Ray Brandstaetter - Chair of the General Employees’ Pension Board of Trustees Grant Healy – Chair of the Cultural Arts and Recreation Advisory Committee. Ben de Luna – Chair of the Code Enforcement Board Brea Paul – Chair of the Community Development Board Staff: Donna Bartle – City Clerk & Non-Voting Member of the Board Member Review Committee Victor Gualillo – Chair of the Police Officers’ Pension Board of Trustees Timothy Johnson – Staff Liaison to the Cultural Arts and Recreation Board Committee. Derek Reeves – Staff Liaison to the Community Development Board Debbie White – Code Enforcement Officer. Dayna Williams – Secretary for the Code Enforcement Board. ABSENT: Solomon Brotman – Member of the Board Member Review Committee Mike Paschall – Member of the Board Member Review Committee Call to Order: Commissioner Stinson called the meeting to order at 6:03 pm thanked everyone for coming and training, and retention of board and committee members serving the City of Atlantic Beach. Courtesy of the Floor Commissioner Stinson opened Courtesy of the Floor. Chris Jorgensen, 92 West 3rd St., thanked Commissioner Stinson for having this meeting. Historical Processes Commissioner Stinson explained the history of the recruiting process and the challenges with it. Minutes of the Board Member Review Committee on January 19, 2017 Page 1 of 4 Commissioner Stinson opened the floor for comments. The following topics were discussed and recommendations were made:  Recruitment 1) Identify the qualifications and requirements necessary for someone to serve as a member on a particular board/committee. 2) Set interview dates in advance, interview for perhaps four weeks in a row. Ensure that reappointment candidates interview prior to reappointment along with any other prospective candidates. 3) Restructure expiration terms so that all openings are appointed for January 1 of every year, but maintain the alternation of expiration to ensure retention of knowledge, experience and leadership of each board and committee. 4) Chairs of the various boards and committees requested that the expiration terms of their board or committee members be made known to them. a) Knowledge of this information would allow the Chair to comment on the upcoming vacancies during regularly scheduled meetings. b) This would allow the individual boards and committees to recruit at regular meetings. 5) To be cautious about requirements and expectations of prospective members because those requirements and expectations could limit the pool of interested applicants. 6) That the City create a campaign drive and marketing materials, scheduled for perhaps Q3 annually to highlight recruitment. a) Host workshops for candidates to meet current members of boards or committees. b) Regular use of the City website and social media to recruit. c) Include in closing comments at regularly scheduled Commission meetings or other City functions such as Arts in the Park, Acoustic Nights, Songwriters, etc. d) Post openings on the marquee in front of the Commission Chamber. e) Include a message in each monthly newsletter.  Training 1) Annual Sunshine Law training. 2) Pension training. 3) Voting conflicts and how to manage them. 4) Ex Parte communications: How to recognize them and when to disclose them. 5) Code Enforcement Conference. 6) Acceptance of gifts 7) Member orientation program. Minutes of the Board Member Review Committee on January 19, 2017 Page 2 of 4 Charges 1) All board chairs and liaisons were charged with meeting with members to bring  Mentoring Program 1) Suggestions were made to have previous board members mentor incoming members once they step down from the board. No specific recommendations were made to be considered. The concept of mentoring seemed to have merit to most attendees and needed further consideration.  Evaluation 1) Video tape, live-stream and post all board and committee meetings online similar to Commission meetings. 1) Member recognition with plaques or certificates at regularly scheduled Commission meetings. 2) Move the Cultural Arts and Recreation Advisory Committee meetings to the Commission Chamber. 3) Expand and normalize the use of alternates for all boards and committees. Significant comments were made about the need to possibly restructure the Cultural Arts and Recreation Advisory Committee due to lack of participation and the Committee’s 2) Ranking of interviewees at the time interviews are conducted that differentiates each candidate. 3) Have each board or committee make an annual presentation to the Commission about the performance of the board/committee.  Retention difficulties meeting its quorum requirements.  back recommendations to the group that would meet an overarching goal to address recruitment, training, mentoring, evaluation and retention that would present some consistency to residents but that also address specific needs and demands of each board/committee. Chris Jorgensen, 92 West 3rd St., spoke about the importance of public announcements of opportunities to serve the City and requested the City consider social gatherings for board and committee members be held semi-annually. Closing The next probable meeting date and time was discussed and the group agreed it would be best to wait until late March 2017 to allow time for each board/committee to meet and Minutes of the Board Member Review Committee on January 19, 2017 Page 3 of 4 _____________________________ obtain feedback to present to the group. The Tentative date would be the week of March 27th. Adjournment There being no further discussion, Commissioner Stinson declared the meeting adjourned at 8:00 p.m. John M. Stinson Chairman Minutes of the Board Member Review Committee on January 19, 2017 Page 4 of 4