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HomeMy WebLinkAboutMinutes - Minutes - Judicial Selection Advisory Board - Meeting Date: 11/15/2016MINUTES OF THE CITY OF GLENDALE JUDICIAL SELECTION ADVISORY BOARI) TUESDAY, NOVEMBER 15, 2016 Municipal Complex 5850 west,SlT.f:' Avenue B-3 MEMBERS PRESENT: Justin Beresky, Vice Chair Nora Greer. Board Member STAFF PRESENT: GUESTS PRESENT: Michele Tennyson, Board Member Judge Chuck Whitehead, Board Member Judge Elizabeth Finn, Non-Voting Member Jim Brown, HR and Risk Management Director Katie Douglas, HR Business Partrer and JSAB Staff Representative Alyssa Bethel, HR Business Partner and incoming JSAB StaffRepresentative Jim Riggs, Judicial Survey Provider of Research & Information Specialists, Inc. (RIS) MEMBERS ABSENT: Marc Eaton, Board Member Judge Andrew Gould, Board Member I. CALL TO ORDER Vice Chair Justin Beresky called the meeting to order at 6:09 p.m. il. APPROVAL OF MINUTES FROM SEPTEMBER 8.2016 MEETING Board Member Nora Greer moved to approve the minutes as presented and Board Member Chuck Whitehead seconded the motion. It was voted unanimously to approve the Minutes as presented. M. BOARD ORGANIZATION Vice Chair Justin Beresky explained that Chair Dr. Frank Sisti vacated his position on the Board effective November 7,2016. In accordance with JSAB bylaws, current Vice Chair Justin Beresky would fill the seat of Chair for the remainder of the unexpired term. Mr. Beresky's initial term as Chair will expire November 29,2016. He is eligible for two additional one-year terms. Iv.BOARD ORGANIZATION Chair Justin Beresky requested nominations for Chair of the Judicial Selection Advisory Board for the next term. Member Nora Greer nominated Justin Beresky to fill the Chair role. Member Chuck Whitehead seconded the motion and it was voted unanimously to elect Justin Beresky as JSAB Chair. Mr. Beresky's first term as Chair will expire November 29,2017. He is eligible for one additional one-year term. BOARD ORGANIZATION Chair Justin Beresky requested nominations for Vice Chair of the Judicial Selection Advisory Board. Member Michele Tennyson nominated Member Chuck Whitehead to fill the Vice Chair role. MemberNora Greer seconded the motion and it was voted unanimously to elect Chuck Whitehead as JSAB Vice Chair. Mr. Whitehead's initial term as Vice Chair will expire November 29, 2016. His subsequent first term will begin November 30,2016, and will expire November 29,2017. He is eligible for one additional one-year term. PRESENTATION OF CURRENT SURVEY METHOD USED BY JUDICIAL SURVEY PROVIDER JIM RIGGS OF RESEARCH & INFORMATION SPECLALISTS. rNC. (RrS) Mr. Riggs explained how he is implementing the electronic judicial survey process. In the month of November, electonic surveys were provided to appropriate parties with a valid email address as identified by court staff. All others received a mailed survey sent out in the month of October. Board Member Judge Finn asked how court staffreceived the most recent surveys for her and Judge Delgado's reappoinfrnents. StaffRepresentative Katie Douglas explained that due to confidentiality concerns, court staffreceived mailed surveys. She suggested that moving forward, court staff be given the option to receive electonic surveys via their personal or work email address. Jim Riggs confirmed that only IP addresses are tracked, primarily to reject duplicate surveys from the same IP address; respondents' identity is not hacked. Board Member Judge Finn asked how juror surveys were sent. Jim Riggs explained that he had not received names ofjurors for a long time, therefore no juror surveys have been sent. Board Member Judge Finn indicated that the court has internal juror surveys which include questions about the judges as well as the court; she will forward to Alyssa Bethel and Katie Douglas for inclusion in the upcoming reappoinfrnent packets. V. VI. VII. Board Member Judge Finn asked if the surveys sent on Judge Delgado were different than those sent on her. Jim Riggs confirmed that they were, as well as the parties each survey was sent to for each judge (this is also clarified in the "In- house Survey Recipient Data Collection Process" document). He explained that he prefers to work with his clients to create and surveys that meet their needs. Board Member Judge Finn pointed out the categories on the Buckeye survey, indicating that there were less response choices. She suggested that JSAB continue to use the categories on the current Glendale surveys, as they provide 5 options versus 4. The Board discussed previous disconnects, including individuals receiving two surveys during the last reappointment process two years ago. StaffRepresentative Katie Douglas explained that the prior disconnects resulted in the JSAB developing the "In-house Survey Recipient Data Collection Process" document which clarifies the process. Chair Justin Beresky asked how long the survey responses are accepted. Jim Riggs clarified that HR has requested responses by December 15. Chair Beresky asked if Mr. Riggs continued to send surveys through the deadline. Board Member Judge Finn stated that the court is given a deadline to provide the names to H& and individuals are given a deadline to respond. Board Member Michele Tennyson asked how long the survey links stay active; it was clarified that they are open until Jim Riggs closes them, usually until the weekend before the reports are due. Board Member Michele Tennyson asked if the electonic surveys have a deadline on them; Mr. Riggs said no. Board Member Tennyson suggested a deadline be included to encourage timely responses. REVIEW Alrp CONSTpERATTON OF ALTERNATE SURVEY(S) FOR USE IN FUTURE PRESIDING CITY JUDGE SI'RVEYS StaffRepresentative Katie Douglas asked Judge Finn to clariff what PDC was (referenced on the survey used for City of Phoenix). Board Member Judge Finn stated it stood for Pre-Disposition Conference, or the stage between arraignment and trial; jurisdictions use different acronyms for this stage. The Board reviewed the current surveys used for the Presiding Judge as well as altemate surveys provided by the Cities of Phoenix and Buckeye. Board Member Nora Greer suggested any wording used in the surveys be clear and unambiguous. She also pointed out that the current survey for Presiding Judge contained good information, and recommended that careful consideration go into shortening it. The Board agreed that a shorter survey may result in higher yield of responses. It mitted by: x. was reiterated that the surveys have already gone out for the upcoming reappointment of the Presiding Judge; there will not be another reappointment for 2 years. It was also clarified that this would be the first time electonic surveys were used. Mr. Riggs provided data collected so far on the current surveys suggesting that a higher yield is being received electronically. For Judge Finn overall response rate is l2o/o mail and34% online; for Judge Delgado overall response rate is 8% mail 260/o onhne. Chair Beresky suggested tabling the discussion on changing the surveys and voting on this item until the Board had an opportunity to see the yield from the current survey. VM. PUBLIC COMMENT There were no comments from the public. STAFF REPORT StaffMember Alyssa Bethel advised the Board that she was in the process of compiling packets for the reappointments of Judges Finn and Delgado, and that the Board could expect the completed packets for review in the third week of December. She also explained that the Board was provided with hard copies of the most updated copies of the approved JSAB ByJaws and In-house Recipient Data Gathering Process for JSAB Surveys. BOARD COMMENTS There were no Board comments. CALL FOR FUTURE MEETING The Board will meet next on January 12,2017. NEW BUSINESS There was no new business. XM. ADJOURNMENT Chair Beresky adjoumed the meeting at 7:04 p.m. Jim Brown JSAB Board Liaison X. XI. xII.