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HomeMy WebLinkAbout09/16/1996 Work Session . . . , .. MINUTES OF THE WORK SESSION MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY, SEPTEMBER 16,1996 The City of Springfield Council met in Work Session in the Jesse Maine Room, 225 Fifth Street, Springfield, Oregon, on Monday, September 16, 1996, at 6:00 p.m., with Mayor Morrisette presiding. ATTENDANCE Present were Mayor Morrisette (6:10), Councilors Ballew (6:05), Beyer, Burge, Dahlquist, Maine and Shaver. Also present were Acting City Manager Gino Grimaldi, City Attorney Tim Harold, City Recorder Eileen Stein, Administrative Aide Julie Wilson and members of the staff. 1. Museum Board Appointments. Museum Coordinator Kathy Jensen explained that the Museum Board of Directors recruited Paula Chan Carpenter, Jack Gischel, Blake Hastings and John Lively in order to fill positions left vacant due to the resignations of Michele Thorp, George Litzenberger, Myrnie Daut and Joan Davis. All members will begin four year terms which will end September 30, 2000. Ms. Jensen explained that according to Article 1, Section 5 of the by-laws of the Springfield Museum Board of Directors, "A candidate for a board vacancy shall be nominated by the board and appointed by Council." Further, Article 1, Section 6 reads, "Board members shall actively recruit members for board vacancies." Ms. Jensen explained that the Museum Board desired applicants with fund raising experience and experience within the community. She stated that Paula Chan Carpenter was associated with Lane Community College and had a wide range of media contacts. She also explained that both Blake Hastings and Jack Gischel were experienced in fundraising. She also recognized the community contacts and experience John Lively had among the community. Councilor Maine recommended approval of all four candidates. All Council members concurred and agreed that they would formalize the appointments during the regular session meeting. Councilor Ballew recognized the staff for the outstanding exhibit in the Museum. 2. City Boards, Commissions, Committees Recruitment Process Review. City Recorder Eileen Stein presented the staff report on this issue. Funding in the amount of $3,000 was included in the 1996-97 budget adoption for the City's advisory boards, commissions and committees to alter the current recruitment process, based on past Council discussion about the need to make people in the community more aware of potential volunteer opportunities. The Process for city board, commission and committees was created based on recent Council decisions and suggestions. The Council's Operating Policies and Procedures, Section IX, Council Boards, Commissions, Committees and Task Forces would also be amended to reflect the adoption of the new recruitment procedures. Additionally, a new administrative regulation was created to further clarify Section IX of Council's Operating Work Session Meeting September 16, 1996 Page 2 . Policies and Procedures and also provide staff liaisons with specific guidelines about the recruitment process. The alternative recruitment process would involve conducting recruitments three times per year only, and utilizing display advertising in the Springfield News and the Register-Guard. Administrative Aide Shari Higgins provided information regardi'ng recommended revisions to the boards, commissions and committees recruitment process. She explained that the process of recruiting during a time certain, three times per year, would allow staff liaisons to be aware of recruiting timelines, advertising and provide an opportunity to recruit applicants. Ms. Higgins explained that the stakeholder interest form would be used for the process. She also explained that the stakeholder interest form was revised and more user friendly. She also explained that a survey was conducted to provide data on when the majority of recruitments occurred. Councilor Burge had recently received an e-mail regarding current board vacancies. He suggested that all Council members receive a copy of this e-mail. Councilor Burge suggested that Council agenda binders be updated to incorporate board, commission and committee information into it. He specifically referenced the need for roster and vacancy information to be placed in the binder. . Mayor Morrisette commented that it would be helpful to have board, commission and committee information available at their home in addition to being placed in the agenda binder. Councilor Beyer commented that the Human Rights Commission by-laws allow for recruiting only once per year. Ms. Stein responded that Council operating policies override by-laws unless otherwise provided for in the operating policies. Ms. Stein noted that the Human Rights Commission may need to update their by-laws. Ms. Higgins commented that allowances would be made for emergency recruitments if needed. Mayor Morrisette asked whether Council could appoint someone without going through an advertising process. The Council responded yes. Ms. Stein stated that if that was the desire of Council, it should be clearly stated because staff would not do so without Council direction. Councilor Burge requested rosters for Springfield School District, Rainbow Water District, Springfield Utility Board and WilIamalane Park and Recreation District. Councilor Shaver supported the proposed policy revisions. He discussed the extension of some terms so all terms ended on one ofthree anniversary dates. Ms. Higgins explained that if a term expired, the incumbent maintained active status until the position was filled. . . Work Session Meeting September 16, 1996 Page 3 . Councilor Shaver expressed a desire to be aware of vacancies with enough advance notice to solicit applicants. Councilor Shaver discussed the application form and requested that language be added requiring the applicant to attend a meeting ofthe referenced committee. He also suggested this question be asked during the interview process. Ms. Higgins explained that the news release would also advertise the next scheduled meeting of the board, committee or commission. Ms. Stein discussed the optional demographic information on application forms. She explained that the optional information needed to be separated from the actual application such as in a tear off form. Councilor Maine asked why interviews were held for the Historic Commission. Ms. Higgins explained that Council interviewed for Planning Commission, Budget Committee, Historic Commission and Human Rights Commission. Ms. Higgins eXplained that the Historic Commission members needed expertise in various areas and reminded Council that members dealt with grant application information along with the requirement of meeting certain state law criteria. Councilor Maine questioned if it was appropriate for Council to conduct the interviews and wondered if staff should verify applicant qualifications first. . Councilor Beyer stated that if there was any question regarding the qualifications of an applicant, by Council being involved it removed the responsibility from staff and placed it with the Council. Mr. Grimaldi eXplained that previous Council members, based on the type of decisions made by the specific board, commission or committee, would determine if Council interviews were necessary. He also explained that the Historic Commission did make quasi-judicial decisions. Councilor Burge commented that Historic Commission members did have a significant impact on the community and he would like to continue to be involved in the interview process. Ms. Stein reviewed the operating policy changes. Councilor Maine referenced Section 3.8(b) regarding each candidate being asked the same set of questions during the interview process. She asked that language to be expanded so that follow-up questions in relation to an interview question or information in the application could be asked. She also discussed Section 3.9 regarding the requirement to be a registered voter. She noted that some committees had student membership. Councilor Burge commented that by asking one interview question, the answer may prompt another question to be asked, which mayor may not be applicable to all other candidates. . Councilor Ballew referenced section 3.1 regarding Council subcommittees and referenced the Streets - Printing and Police Committee. Ms. Stein explained that some committees were established by the Charter. She further explained that the Charter would be modified and . . . ~ .. ,. Work Session Meeting September 16, 1996 Page 4 updated eventually to eliminate reference to these committees which were no longer needed. At this time Printing and Police was still an official Council sub-committee. Ms. Stein discussed other changes made. She also discussed the recruitment process as well as direction Council has given, when interviews should and should not occur and have provided for that in the revised policies. She referenced Section 3.12 and explained that communication with new members could also occur via the staff liaison. Ms. Stein referenced the City's adopted Citizen Involvement Program. Ms. Stein explained that the draft administrative regulation was also included in the staff report for Council review and feedback. Ms. Higgins explained that the new process would be in effect for the December recruitment. Council would be provided with a schedule of advertising dates. Council could provide any feedback or comments. Ms. Stein explained that the final draft of the Council Operating Policies would be included on a future agenda under the Consent Calendar. ADJOURNMENT The meeting was adjourned at 6:45 p.m. Minutes Recorder - Julie Wilson t' A?!) 1 / /. \ J{(Y( ~ il Morri ett Mayor Attest: bu~,-- Eileen Stein . City Recorder