06-23-20 BMRC Adopted MinutesMINUTES
Board Member Review Committee (BMRC)
I Meeting
Tuesday, June 23, 2020 - 6:30 PM
9r
via Videoconference
ROLL CALL:
Present: Brittany Norris, Commissioner/Chair
Sally Clemens, Committee Member
Kenneth Reeves, Committee Member (arrived at 6:46 p.m.)
Pamela White, Committee Member
Also Present: Donna Bartle, City Clerk (CC)
CALL TO ORDER
Commissioner Norris called the meeting to order at 6:30 p.m.
1.APPROVAL OF MINUTES
A. Approve Minutes of the Board Member Review Committee Meeting of May 27,
2020.
MOTION: Accept minutes of the May 27, 2020 Board Member Review Committee
meeting.
Motion: Sally Clemens
Second: Pamela White
Brittany Norris For
Sally Clemens (Moved By) For
Pamela White (Seconded By) For
Motion passed 3 to 0.
2. PUBLIC COMMENT
No one from the public attended or submitted written comments.
3.MISCELLANEOUS BUSINESS
A. Review and discuss feedback from board and committee chairs, members, and
liaisons about ways to better prepare for serving on boards and committees.
The Committee discussed the Board and Committee's feedback, which is included in the
agenda packet. Commissioner Norris explained her goal to create a collection of
resources to provide new members.
Board Member Review Committee(BMRC)
June 23,2020
Discussion ensued regarding the issues and suggestions and the Committee made the
following recommendations. (Kenneth Reeves joined at 6:46 p.m.)
Have introductions on the agenda every time there is a new member and provide
an opportunity to ask questions on scope, attendance, and other requirements.
Provide a guide with information on quorum, Robert's Rules of Order, Sunshine
Laws,who to contact, and Ex Parte Communications.
Recommend to the Commission that training would be mandatory for new
members.
Have board/committee liaisons meet with new members before their first
meeting.
Have a list of required questions for potential member interviews.
Encourage members to express concerns to their staff and Commission liaisons.
Commissioner Norris asked the Committee to research resources for addressing the
issues and to submit them to City Clerk Bartle.
Explain where/how to find meetings/videos on the City's website.
Provide a list of the considerations used when making recommendations to
appoint new members, i.e. availability, taking initiatives such as attending or
viewing meetings.
Sally Clemens asked what this Committee could do better and Commissioner Norris
reported the following suggestions:
Provide better communication, i.e. keeping applicants updated.
Guide chairs to introduce new members.
Clarify member term limits.
Commissioner Norris reiterated her request for the Committee members to submit
resources to City Clerk Bartle.
There was discussion on whether all board/committee members would need mandatory
training or just new ones.Because of the feedback received,they believed training should
be held annually and be mandatory for all board members the initial year, and then
thereafter be mandatory for only new members. Mr. Reeves spoke about the importance
of enforcement. Commissioner Norris suggested that new members not be able to serve
until they have completed the training. Ms. White questioned whether the City would
offer more than one session.Discussion ensued about providing video training resources,
in addition to in-person, and have a way to certify completion of the training.
Board Member Review Committee(BMRC)
June 23,2020
MOTION: Recommend the Commission require mandatory training in early December for
all members for the first year, then only new members thereafter. If they cannot attend, must
certify that they watched the video.
Motion: Sally Clemens
Second: Pamela White
Brittany Norris For
Sally Clemens (Moved By) For
Kenneth Reeves For
Pamela White (Seconded By) For
Motion passed 4 to 0.
There was discussion regarding how the recommendation be placed on the Commission agenda.
Commissioner Norris requested to place it on the agenda as an Ordinance.
B. Schedule Future Meetings
Commissioner Norris asked each Committee members to gather resources based on the
recommendations discussed today and forward the information to CC Bartle.
Commissioner Norris asked CC Bartle to provide a list of the Board/Committee
vacancies.
Discussion ensued regarding interview dates. July 28, August 25, and September 29,
2020 were decided as tentative meeting dates.
ADJOURNMENT
The meeting ended at 7:26 p.m.
Attest:
J
00011/n-a,atatle, yJDonnaL. Bartle, City Clerk Br' a, No s, Commissioner/Chair
Date Approved: `Je ein bet- 22, 24,2()
Board Member Review Committee(BMRC)
June 23,2020