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02-20-19 BMRC Meeting MinutesMINUTES -} Board Member Review Committee Meeting Wednesday, February 20, 2019 - 5:30 I'l�/I1 City Hall, North Conference Room ROLL CALL: Present: Candace Kelly, Commissioner / Chair Sally Clemens, Committee Member Kenneth Reeves, Committee Member Pamela White, Committee Member Also Present: Donna Bartle, City Clerk (CC) CALL TO ORDER Commissioner Kelly called the meeting to order at 5:30 p.m. 1. APPROVAL OF MINUTES Commissioner Kelly asked if there were any corrections or changes to the minutes. A. Approve Minutes of the Board Member Review Committee meeting of January 23, 2019. MOTION. To approve the minutes as submitted. Motion: Pamela White Second. Sally Clemens Sally Clemens (Seconded By) For Kenneth Reeves For Pamela White (Moved By) For Candace Kelly For Motion passed 4 to 0. There was a brief discussion. Commissioner Kelly confirmed the minutes stand as submitted. 2. OTHER BUSINESS Board Member Review Committee February 20, 2019 A. Review the agenda for Professional Development Training. Commissioner Kelly provided a handout of her presentation for the training session on February 27, 2019 and announced the session will be two (2) hours long. She reminded everyone of the recent realignment of committees and boards membership and terms. She explained the issues with some of the committees meeting quorum, therefore, the Commission is strongly encouraging members to show up and be prepared. Another ongoing issue in the past has been members leaving their committee without notifying anyone. Part of the training will be emphasizing the need to communicate with the committee Chair and the city clerk should they need to resign at any point before their term is up. Discussion ensued about the Parking and Pedestrian Safety Advisory Resource Committee's sunset date, the Code Enforcement Board transition to a magistrate, and future ad hoc committees and boards. Commissioner Kelly explained topics being covered such as Quorum Expectations, Code of Ethics, Sunshine Laws, Gift Reporting, Public Records Law, Ex Parte Communications, Conflicts of Interest, Membership, Citizen Involvement, and Member Duties. She spoke about the importance of committee/board members familiarizing themselves with the documents related to their own particular board. Members will be instructed to base decisions on Code and should know their Staff Liaison. Commissioner Kelly stressed the importance for members to understand they cannot task City Staff. If there is a task that needs to be put forth to staff, it should go through the staff liaison and the city manager. Commissioner Kelly pointed out the slides that have too much information and should be split into separate slides. Commissioner Kelly wants to make sure members know, even though they are volunteers, their personal information will be made public, including financial reporting. Discussion ensued about the length of time personal information is available to the public and what types of things constitute 'gifts' (gift reporting). Commissioner Kelly gave an example of what is not acceptable to share on social media. She talked about expectations of chairpersons, quorum, and the process for records of attendance. Discussion ensued about keeping records on and reporting attendance, filling vacancies, reports to the Commission, public comments, and Robert's Rules of Order. Commissioner Kelly reviewed City Staff positions that commissions/boards are likely to interface with. Mr. Reeves suggested using colors more appropriate for color-blind viewers. Commissioner Kelly explained her plan to keep the training to two hours. Board Member Review Committee February 20, 2019 B. Tweak application for volunteer boards and committees. Commissioner Kelly referred to the current application form provided in the agenda packet. Discussion ensued and the following suggestions were made: Commissioner Kelly- Remove "Code Enforcement Board" and "Fax". Ms. Clemens - Add "Precinct/District". Discussion ensued about the lack of volunteers for the Seat 5 District, attracting volunteers, and having a cover letter along with the application forms at community events. Ms. Clemens inquired about having the applicant specify 1) whether or not they are a registered voter in Atlantic Beach; 2) their gender; 3) their ability to serve the 3 years; and 4) their ability to regularly attend meetings. Discussion ensued and the Committee expressed concerns about those questions being added. Mr. Reeves- Strike "or any special qualifications" and "in this field" in the second explanation field. Mr. Reeves spoke about applicants for the Board Member Review Committee going straight to the Commission instead of this Committee and the process not being clear to applicants. Discussed ensued and it was agreed to let City Clerk Bartle come up with some language to add to the summary page under Board Member Review Committee. Commissioner Kelly- Add "Direct appointment by the mayor" to the summary page under Board Member Review Committee. Commissioner Kelly- Remove "in Commission Chambers, 800 Seminole Road" Commissioner Kelly- Add references to the applicable Ordinance or Resolution City Clerk Bartle pointed out the challenges with having multiple resolutions to refer to for some of the committees. She suggesting having just one resolution that replaces all previous versions. Commissioner Kelly indicated she could sponsor that recommendation to the Commission. Commissioner Kelly agreed to work with City Clerk Bartle on how the references should be added. Discussion ensued about having a comparison -type chart of all the boards and committees with details about special requirements. Commissioner Kelly- Replace "Daytime Phone" with "Cell Phone" and "Evening Phone" with "Home Phone". Commissioner Kelly- Add more space for "E -Mail Address" and Add "Precinct" box Board Member Review Committee February 20, 2019 Commissioner Kelly reported she has not yet tasked the Chairs to provide input regarding the application form. Discussion ensued and it was decided this Committee would come up with a new sample form before soliciting input from the Chairs. C. Set future meetings and agendas. Commissioner Kelly explained the need for the Board Member Review Committee to finish the selection process by the first week of December and asked for comments. CC Bartle recommended having the Commission appoint new members in October or early November. Commissioner Kelly suggested doing a survey in August to find out which members now serving on committees wish to be reappointed and then advertise the openings. Discussion ensued about the various ways to advertise the openings. The Committee discussed having the following processes and timelines: 1. Survey — August 2. Advertisement August 3. Interviews —September / October 4. Commission —October / November 5. Training — November / December It was agreed the BMRC will meet again on March 27, 2019 at 5:30 p.m. ADJOURNMENT Meeting adjourned at 7:06 p.m. Attest: Donna Bartle, City Clerk CLWP�� Candace Kelly, Cha Date Approved: 312-711 eI- Board Member Review Committee February 20, 2019