06-26-19 Agenda Packet
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MINUTES
Board Member Review Committee Meeting
Wednesday, March 27, 2019 - 5:30 PM
City Hall, North Conference Room
CALL TO ORDER:
Commissioner Kelly called the meeting to order at 5:30 PM.
ROLL CALL:
Present: Candace Kelly, Commissioner - Seat 4
Sally Clemens, Committee Member
Pamela White, Committee Member
Absent: Kenneth Reeves, Committee Member
Also Present: Donna Bartle, City Clerk (CC)
1. APPROVAL OF MINUTES
Approve Minutes of the Board Member Review Committee meeting on March 20,
A.
2019.
B. Approve Minutes of the Board and Committee Training meeting on February 27,
2019.
There were no changes and the minutes stand as submitted.
2. TOPICS
C. Preview the expected vacancies coming up in December
Commissioner Kelly explained the importance of knowing the various expiration dates
for planning purposes. The Committee reviewed the listings of all the City
boards/committees and the member's term expiration dates.
BMRC - no immediate action required
CARAC - currently one vacancy and one member's term to expire 12-31-19
There was a brief discussion about the alternate member filling the vacancy, number of
applicants, multiple absences, and enforcement of policy. It was noted this board seems
to have more vacancies more often.
CDB - currently one vacancy (alternate) and three terms expiring 12-31-19
Board Member Review Committee
March 27, 2019
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Commissioner Kelly stated this board has specific membership requirements -
knowledge of landscaping, construction, real estate, etc. There was discussion about the
role of the alternate member at the time of a vacancy.
City Clerk Bartle retrieved the applications on file and the Committee reviewed them for
consideration for the upcoming vacancies.
Commissioner Kelly explained the plan for CDB as follows:
Take a look at the applications on file; contact Linda Lanier to confirm whether she is
interested in reappointment; contact Mr. Corbin and CDB Chair about the need for
applicants to replace Ms. Paul and Mr. Elmore since they will be termed out at the end
of the year; and contact Brandon Risinger about his expired application and interest in
serving.
There was a discussion about having copies of application forms on hand.
ESC - no immediate action required.
General Employees' Pension Board - one term expiring 12-31-19, civilian, appointed
by Commission.
Commissioner Kelly recommended having the mayor review Bruce Bole's application
to see if he should be contacted about serving on the Pension Board.
Police Employees' Pension Board - two terms expiring 12-31-19, one elected and one
appointed by Commission.
A. Set a timeline for the coming year
Discussion resulted in scheduling meetings at 5:30 p.m. on Wednesday, June 26, 2019
and Wednesday, August 7, 2019.
There was discussion about announcing vacancies and advertising for volunteers through
the City's website, Facebook, and newsletter. There was consensus to make August 31,
2019 the deadline for submitting applications to be considered for interviewing in
September.
For scheduling interviews in September for the applicants it was noted that the Board
Chair also needs to be present. It was suggested to have two nights scheduled which
would be listed on the application so the applicant can pick the date they are available.
CC Bartle will select two dates in September and notify the Chairs and Board Member
Review Committee members for their availability. CC Bartle was asked to send an email
to the expiring members confirming their interest in reappointment prior to August 7,
2019.
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March 27, 2019
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The appointments will be placed on a Commission agenda in October. There was
discussion about needing to hold new member training either in November or December,
but no date was decided.
B. Discuss the Board/Committee member training session
Commissioner Kelly began the discussion about how to improve attendance. It was noted
there was plenty of advertising, follow-up emails, and some feedback from people who
watched via video. The Committee discussed creating a resolution explaining training
requirements for new board/committee appointees. It was also noted there should be
more communication with the Chairs to involve them with scheduling and encouraging
attendance.
D. Plan ways to advertise for candidates
This was discussed earlier to use the City's website, Facebook, and newsletter.
E. Discuss application form
City Clerk Bartle presented a draft of the new application form and explained the fill-in
process.
There was discussion about providing the governing legislation information about
appointments to the various boards/committees. It was decided the information did not
need to be part of the application.
There was a lengthy discussion with several suggestions for editing the application as
follows:
For Community Development Board, include and list the preferred professions
for applicants.
For Pension Boards, include something such as knowledge of investments is
preferred.
Include a reference to the City website should an applicant require further
information about a particular board/committee.
Change first sentence by replacing "that" with "for which" and eliminating "to
serve on".
Eliminate reference to the summary of each board/committee
Include the annual application deadline of August 31st (no year).
In the last paragraph on page one, move the first sentence to page 2, eliminate
the second sentence and keep the third sentence.
On page two, eliminate the last sentence of the last paragraph.
On page one, add a sentence at the bottom stating "I will be available to interview
on ..." and have two interview dates to choose from.
There was discussion about questions allowed during applicant interviews. CC Bartle
explained common practice is to have a list of questions approved in advance for use in
interviews. Ms. Clemens agreed to submit a list of questions to CC Bartle for human
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resources and city attorney approvals two months before the interviews. CC Bartle will
come up with two interview dates in September.
3. OTHER BUSINESS
City Clerk Bartle distributed a draft comparison chart and explained the challenges with having
many different resolutions and ordinances addressing boards and committees and the variations
that still exist. They discussed creating one resolution for each committee to replace all previous
versions.
ADJOURNMENT
There was no further discussion and the meeting was adjourned at 7:19 PM.
Attest:
Donna Bartle, City Clerk Candace Kelly, Commissioner - Chair
Board Member Review Committee
March 27, 2019
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