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HomeMy WebLinkAboutMinutes - Minutes - Government Services Committee - Meeting Date: 4/10/2012Government Services Committee Tuesday, April 10, 2012 Regular Meeting Minutes Council Conference Room 5850 West Glendale Avenue Glendale, AZ Councilmember Joyce Clark called the meeting to order at 10:00 a.m. Present were Councilmember Joyce Clark, Councilmember Phil Lieberman and Councilmember Manny Martinez. Also in attendance were Bob Portillo (upcoming Chair to the Parks & Recreation Advisory Commission), Jonathan Liebman (current Chair to the Parks & Recreation Advisory Commission), Erik Strunk, Kristen Krey and Kriss Carneal. 1 —Approval of Minutes: Councilmember Lieberman made a motion to approve the minutes from the February 7, 2012 GSC meeting. Councilmember Clark seconded the motion. Motion approved. Councilmember Martinez made a motion to approve the minutes from the February 21, 2012 GSC meeting. Councilmember Clark seconded the motion. Motion approved. 2 — Resignations: Paul Dagostino (Sahuaro) from the Arts Commission and Patrick Church (Sahuaro) from the Parks &Recreation Advisory Commission. 3 - Parks & Recreation Advisory Commission — Erik Strunk: Erik Strunk introduced Jonathan Liebman, the out-going Chair, and Bob Portillo, the new in-coming Chair. Erik provided a memo outlining the background and work plan for this commission. Jonathan Liebman and Bob Portillo spoke about this commission. Mr. Liebman advised that he enjoyed his four years on this commission and that the staff did a tremendous job. Mr. Liebman stated that the Parks Department does a good job keeping the parks clean. Mr. Liebman said the commission put in a lot of time on the master plan and received a lot of feedback from the citizens and commission members. One concern that came up while working on the master plan was not completing the parks on the west side in a timely manner. Mr. Liebman would like to see future commissioners be more vocal and express their opinions more. Bob Portillo advised that staff is remarkable and very thorough. Mr. Portillo stated that strategically placing leisure/recreation sites for citizens are very important. Mr. Portillo agreed with Mr. Liebman's statement about commissioners being more vocal and participating more during the meetings. GSC members asked that the staff liaison let them know who is not participating so they may contact that commissioner to make sure they feel comfortable on this board. Mr. Portillo would like to see the city reach out to other organizations to help with possibly opening up new parks. Both commissioners expressed how hard it is when the commission loses key members/staff. Councilmember Clark asked what locations the commission has met at in the past 6 months. Mr. Liebman advised they have met at O'Neil, Foothills, Rose Lane and their last meeting was held at the Glendale Community Center and they received a tour of each facility. Mr. Liebman and Mr. Portillo both expressed that staff did a great job on the presentation and tour of the Glendale Community Center, but the inside of the center needs a face-lift and some paint. It was suggested to let staff know in the future when the commissioners feel a facility needs some work. Erik advised that they will discuss these in future meetings. Mr. Liebman 1 advised that staff updates the commission with the regular maintenance items that are completed. 4 —Citizens Task Force on Water & Sewer Task Force Update: Kristen advised, per an e-mail, that Council will be receiving a memo in a few days on the curriculum for this task force. There will be a meeting April 30th and May 1St 5—Next GSC Meeting: May 1, 2012 6—Request for Motion to Adjourn. At 10:35 a.m. Councilmember Martinez made a motion to adjourn. Councilmember Lieberman seconded the motion to adjourn. Prepared by Kriss Carneal 2 Government Services Committee Tuesday - May 1, 2012 Regular Meeting Minutes Council Conference Room 5850 West Glendale Avenue Glendale, AZ Councilmember Joyce Clark called the meeting to order at 9:35 a.m. Present were Councilmember Joyce Clark and Councilmember Manny Martinez. Also in attendance were Kristen Krey and Kriss Carneal. Councilmember Lieberman was absent. 1 —Approval of Minutes: Councilmember Martinez made a motion to approve the minutes from the April 10, 2012 GSC meeting. Councilmember Clark seconded the motion. Motion approved. 2—Resignations: None. 3—Update on Boards & Commissions Reports—Kristen Krey: Kristen advised that updates were provided for all Boards & Commissions except for the Commission on Persons with Disabilities and the Planning Commission. Matt Cohrs will attend the June GSC meeting to provide an update on the Commission on Persons with Disabilities. Tabitha Perry will attend as well to provide an update on the Planning Commission. Kristen advised that each board/commission will be providing GSC with year-end reports. A year-end report will be provided to GSC as well. 4 — On-Line Training Presentation: Kristen advised that there is a slide show presentation on the Boards and Commissions website that she had done a voice over explaining highlights, positive aspects, challenges and commitment to serving on a Board or Commission. 5—Next GSC Meeting: June 5, 2012. 6—Request for Motion to Adjourn. At 9:40 a.m. Councilmember Martinez made a motion to adjourn. Councilmember Clark seconded the motion to adjourn. Prepared by Kriss Carneal 1 Government Services Committee Tuesday—June 5, 2012 Regular Meeting Minutes Council Conference Room 5850 West Glendale Avenue Glendale, AZ Councilmember Joyce Clark called the meeting to order at 9:30 a.m. Present were Councilmember Joyce Clark, Councilmember Phil Lieberman and Councilmember Manny Martinez. Also in attendance were Tabitha Perry, Kristen Krey and Kriss Carneal. Councilmember Lieberman left the meeting at 9:40 a.m. 1 —Approval of Minutes: Councilmember Lieberman made a motion to approve the minutes from the June 5, 2012 GSC meeting. Councilmember Martinez seconded the motion. Motion approved. 2—Resignations: None 3 — Commission on Persons with Disabilities: Kristen Krey advised that Matt Cohrs is resigning, effective 6-15-12. Kristen provided a little history of this commission; originally it was under Human Resources, then moved to Neighborhood Revitalization and then to Neighborhood Partnership. It is unknown who the new liaison will be for this commission. Councilmember Clark recommends placing this commission back under Human Resources. Kristen will explore this possibility with Jim Brown and Horatio Skeete. 4 — Planning Commission — Tabitha Perry: Tabitha Perry advised that the Planning Commission has had 5 workshops discussing bill-boards. Tabitha advised that the commissioners are very engaging and keep up with what is going on with Planning. The Planning Commission has a training session once a year and does a dinner appreciation event for the commissioners. The GSC would like to know the future plans of this commission, since planning projects have slowed down. Tabitha will provide the Councilmember with a plan. 5 — Annual Report for each Board & Commission & GSC: The GSC was provided with an annual report for each Board and Commission. Councilmember Clark shared details from the GSC year-end report. Councilmember Clark will provide a copy of all the reports to full Council. 6—Next GSC Meeting: August 21, 2012 7—Request for Motion to Adjourn. At 9:40 a.m. Councilmember Martinez made a motion to adjourn. Councilmember Clark seconded the motion. Prepared by Kriss Carneal 1 Government Services Committee Tuesday—August 21, 2012 Regular Meeting Minutes Council Conference Room 5850 West Glendale Avenue Glendale, AZ Councilmember Joyce Clark called the meeting to order at 9:30 a.m. Present were Councilmember Joyce Clark and Councilmember Manny Martinez. Also in attendance were Kristen Krey and Kriss Carneal. Councilmember Lieberman arrived to the meeting late. 1 —Approval of Minutes: Councilmember Martinez made a motion to approve the minutes from the June 5, 2012 GSC meeting. Councilmember Clark seconded the motion. Motion approved. 2 — GSC Selection of Chair 2012-2013: Councilmember Martinez made a motion to nominate Councilmember Joyce Clark as Chair. Councilmember Clark seconded the motion. Both Councilmember Martinez and Councilmember Clark approved this motion. Note: Councilmember Lieberman was not present during this time. 3 — Resignations: Bob Gonzalo (Barrel) and Leslie Sheeler (Ocotillo) from the Water and Sewer Task Force Committee. William Shaffer (Cactus) from the Planning Commission. 4 — Board of Adjustment — Time Change: Kristen shared that the Board of Adjustment is requesting to change their public hearing start time to 4 p.m. in lieu of 6 p.m., due to the low volume of applications, and it would be easier on the commissioners. The board is willing to be flexible and will change the time back to 6 p.m. to ease any burden on the citizens. Councilmember Martinez made a motion to temporarily change the public hearing time to 4 p.m. Councilmember Clark seconded the motion and added that if one complaint comes in, the start time will go back to 6 p.m. Councilmember Clark and Councilmember Martinez voted "aye" and Councilmember Lieberman voted nay."Motion approved. 5 — Update On Commission on Persons with Disabilities — Kristen Krey: Kristen advised that Sam McAllen, acting Neighborhood Partnership & Revit Director, will be the liaison and Jim Brown from Human Resources will attend the first few meetings to help the commission develop a Strategic Plan. Due to staff shortage in Neighborhood Partnership, Kriss Carneal from the Council Office will be the staff support assistant. Councilmember Clark suggested placing this Commission under Parks & Recreation since they do a lot of public outreach and could help create a larger visibility for accommodating our disabled citizens. Kristen Krey will follow up with Horatio Skeete, Sam McAllen, Jim Brown and Erik Strunk about placing this Commission under Parks and Recreation. 1 6 — Public Records Request Boards & Commissions Application Information: Kristen advised that the media requested names and contact information for Board and Commission members that were appointed in the Cholla and Sahuaro districts. Kristen advised that the commissioners have a right to privacy and did not release any personal information, but did provide the other requested information. It was suggested to add a check box on the boards and commissions application regarding releasing this information for future media requests. Councilmember Martinez made a motion to add the check box to the application. Councilmember Lieberman seconded the motion. All Councilmembers voted "aye." Motion approved. Kristen will follow up with the City Attorney on this request. 7 — Proposal Boards & Commissions Recruitment Fair — Kristen Krey: Kristen suggested we do a recruitment fair after January. It was suggested to do the fair in the spring and requested Kristen to provide a budget for this event at that time. Kristen requested some direction and it was suggested to look at doing the event around the amphitheater area, or outside of the Council Chambers and in the Chambers lobby. It was suggested to ask the Councilmembers to attend this event to answer questions. 8—Next GSC Meeting: October 2, 2012 9—Request for Motion to Adjourn. At 10:00 a.m. Councilmember Martinez made a motion to adjourn. Councilmember Clark seconded the motion. Prepared by Kriss Carneal 2 Government Services Committee Tuesday— October 2, 2012 Regular Meeting Minutes Council Conference Room 5850 West Glendale Avenue Glendale, AZ Councilmember Joyce Clark called the meeting to order at 9:40 a.m. Present were Councilmember Joyce Clark, Councilmember Phil Lieberman and Councilmember Manny Martinez. Also in attendance were Kristen Krey and Kriss Carneal. 1 —Approval of Minutes: Councilmember Lieberman made a motion to approve the minutes from the August 21, 2012 GSC meeting. Councilmember Martinez seconded the motion. Motion approved. 2 — Resignations: Joe Cable (Sahuaro) from the Aviation Advisory Commission. Joan Brainard-Pinson (Barrel) from the Commission on Person with Disabilities. Allison Tedford (Teen) from the Parks &Recreation Advisory Commission. 3 — Audit Committee: Kristen advised that recommending an Audit Committee may be discussed at the October 9th Council meeting. It was suggested to start thinking on who will be making the recommendations on who will sit on this committee. It was discussed in the past workshop that two Councilmember's, two citizens (1 from MPC and one with financial background), City Manager Horatio Skeete and Chief Financial Officer Diane Goke will be on this committee. 4 — Commission on Persons with Disabilities: This commission is now officially under Parks and Recreation. Their first meeting was very successful. Kristen advised that there is one commissioner who needs an ASL interpreter and that the Council Office is paying for those services. Councilmember Clark recommended too look for a volunteer from our community to provide these services, which will be looked into. 5 — Library Advisory Board — Change Meeting Day: With a consensus, the Library Board is requesting to change their meeting day to the second Wednesday of each month at 6 p.m. The Government Services Committee approved the day and time change. 6—Basic Training Class on September 19th— Kristen Krey: Kristen advised that the training class was successful and majority of the individuals were experienced. The next training class will be scheduled sometime in the spring. 7—Next GSC Meeting: October 30, 2012 8—Request for Motion to Adjourn. At 9:45 a.m. Councilmember Lieberman made a motion to adjourn. Councilmember Martinez seconded the motion. Prepared by Kriss Carneal 1 Government Services Committee Tuesday— October 30, 2012 Regular Meeting Minutes Council Conference Room 5850 West Glendale Avenue Glendale, AZ Councilmember Joyce Clark called the meeting to order at 9:45 a.m. Present were Councilmember Joyce Clark, Councilmember Phil Lieberman and Councilmember Manny Martinez. Also in attendance were Kristen Krey and Kriss Carneal. 1—Approval of Minutes: Councilmember Martinez made a motion to approve the minutes from the October 2, 2012 GSC meeting. Councilmember Lieberman seconded the motion. Motion approved. 2—Resignations: None 3 —Audit Committee Process: It was discussed to bring up possible recommendations in executive session today, which would consist with one citizen from MPC (Glendale Municipal Property Corporation) and one Glendale citizen with financial background. Councilmember Clark will contact the MPC commissioners and see who would be interested in serving on this committee. Councilmember Lieberman wanted to know who was currently serving on MPC and Kristen Krey provided the names. This committee needs to be formed immediately so the new members can be voted in at the November 13, 2012 Council meeting and be ready to assist with the annual audit that needs to be completed by the end of December. Councilmember Lieberman expressed that this committee needs more citizens on the committee and less city staff Councilmember Clark advised that the new in-coming council will discuss doing a forensic audit. 4—Next GSC Meeting: December 4, 2012 5—Request for Motion to Adjourn. At 9:55 a.m. Councilmember Martinez made a motion to adjourn. Councilmember Lieberman seconded the motion. Prepared by Kriss Carneal 1 Government Services Committee Tuesday—December 4, 2012 Regular Meeting Minutes Council Conference Room 5850 West Glendale Avenue Glendale, AZ Councilmember Joyce Clark called the meeting to order at 9:40 a.m. Present were Councilmember Joyce Clark and Councilmember Manny Martinez. Also in attendance were Kristen Krey and Kriss Carneal. 1 —Approval of Minutes: Councilmember Martinez made a motion to approve the minutes from the October 30, 2012 GSC meeting. Councilmember Clark seconded the motion. Motion approved. 2 — Resignations: Paul Alexander (Yucca) from the Planning Commission. Misty Drake (Mayoral) from the Library Advisory Board. Bill Wilkinson (Barrel) from the Citizens Bicycle Advisory Committee. 3 — Committee Membership & Chair Opening After January 15, 2013: Councilmember Clark and Councilmember Martinez recommend Councilmember Yvonne Knaack and Councilmember Ian Hugh to serve on GSC committee until June 2013 where full Council will decide what committee they would like to serve on. Councilmember Clark recommends Councilmember Martinez to be Chair, since he has served as Chair in the past. Councilmember Martinez advised that he would serve as Chair on a temporary basis. 4—Next GSC Meeting: February 5, 2013, starting with a new time of 10:00 a.m. 5—Request for Motion to Adjourn. At 9:50 a.m. Councilmember Martinez made a motion to adjourn. Councilmember Clark seconded the motion. Prepared by Kriss Carneal 1