BMRC Minutes 1-19-17 vIu 11all a
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
explained the purpose of the meeting was to discuss ways to improve the process of recruitment,
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 3111 St., thanked Commissioner Stinson for having this meeting.
Historical Processes
Commissioner Stinson explained the history of the recruiting process and the challenges with it.
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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.
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• 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.
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
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
difficulties meeting its quorum requirements.
• Charges
1) All board chairs and liaisons were charged with meeting with members to bring
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 Yd 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.
Closin
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
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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.
eslii M9
John M. Stinson
Chairman
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