Loading...
HomeMy WebLinkAboutMinutes - Minutes - Government Services Committee - Meeting Date: 6/6/2017age 1 of 4 MINUTES GOVERNMENT SERVICES COMMITTEE CITY HALL COUNCIL CONFERENCE ROOM 5850 W. GLENDALE AVE. GLENDALE, ARIZONA 85301 JUNE 612017 10:00 A.M. Present: Jamie Aldama, Councilmember Ray Malnar, Councilmember Lauren Tolmachoff, Councilmember 1. CALL TO ORDER a. The meeting was called to order at 10:00 a.m. by Councilmember Aldama with the following Councilmembers present: Ray Malnar and Lauren Tolmachoff. Also present: Jenna Goad, Intergovernmental & Council Services Manager and Van Ornelas, Boards and Commissions 2. APPROVAL OF MINUTES a. Government Services Committee Minutes of May 16, 2017. A motion by Councilmember Tolmachoff, second by Councilmember Malnar, to approve the May 16, 2017 meeting minutes. The motion carried unanimously 3. RESIGNATIONS a. No resignations to report. 4. BOARDS & COMMISSIONS APPOINTMENT PROCESS a. Mr. Van Ornelas stated that this item was brought forth by Councilmember Tolmachoffs concern over Board & Commission liaisons overstepping their authority in the selection process of a commissioner. age 2 of 4 Mr. Ornelas explained how this misunderstanding came about when a commissioner's term was ending. He mentioned that he inquired from the commissioner their intentions, and the commissioner indicated that they no longer wish to serve on the Board of Adjustment. As a result of the information provided, Councilmember Tolmachoff began the process to replace this commissioner. Mr. Ornelas further explained that a board liaison enthusiastically asked the same commissioner to possibly stay on if it was allowable and the commissioner agreed. Nonetheless, Mr. Ornelas had to inform the board liaison to notify the commissioner that Councilmember Tolmachoff had already recruited a new person to fill the vacancy. Councilmember Aldama asked for clarification about the commissioner's intentions and how this all came about. Councilmember Tolmachoff indicated that she had others that wanted to serve on this board and felt it would be unfair to hold them up. Councilmember Aldama agreed with Councilmember Tolmachoff regarding allowing others to serve. Mr. Ornelas again detailed the larger issue with the selection process and hopes that the potential new system under the City Clerk's office can help clarify and clean-up some of these issues. Councilmember Aldama mentioned that issues have come up before like this and suggested that new commissioners receive bylaws so that they can better understand their role and function. Councilmember Malnar asked whose responsibility is it to provide this information. Ms. Jenna Goad explained that much of this information comes from the board training that is offered by the City Attorney's office and Boards & Commissions. She also stated that the information provided is more general and hot commission specific. Ms. Goad added that some commissions have detailed criteria for serving, and that there are no specific rules where a commissioner is not allowed to serve on more than one board/commission. Councilmember Aldama asked several questions related to ChairNice-Chair and staff liaison training. Ms. Jenna Goad answered that chairs/vice chairs are supposed to get trained prior to serving as a chair/vice-chair, and that there is no training for staff liaisons. Councilmember Aldama mentioned that this confusion could have been avoided if staff liaisons received some sort of training. Councilmember Tolmachoff agreed and mentioned that the commissioner issue Page 3 of 4 could have been much worse. She also indicated that staff liaisons need to inquire about commission recommendations from Boards and Commissions staff or Government Services Committee. Councilmember Aldama stated that in the past commissioners have asked GSC/Council to do their due diligence when it comes to the selection process with Boards and Commissions. Mr. Ornelas added that the selection process can either be very slow or fast depending on the commission. He also mentioned that revising the term dates could also assist with recruitment and training. Councilmember Aldama asked how we resolve the staff meddling issue with the selection process. He further reiterated that staff liaison training should be implemented. Jenna Goad offered to send a letter to staff liaisons reminding them that they shouldn't get too involved or overstep in the selection process. Councilmember Tolmachoff asked whether Robert's Rules of Order is used in the commission training, or if not, at least hand out copies to commissioners since they are required to follow the rules of order. Councilmember Aldama suggested that individual commissions should offer training to both their commissioners and staff liaisons. He mentioned that other commissions should follow the Planning Commission's meeting process due to their understanding of Robert's Rules of Order. Councilmember Tolmachoff agreed that certain boards and commissions, as well, liaisons could benefit from such training. Councilmember Aldama stated that Parks and Recreation Commissioners didn't feel appreciated or valued if they didn't have any items to vote on and using rules of order assisted in that process. Ms. Jenna Goad mentioned that the rules of order are discussed and commissioners are walked through the process briefly during training. She also suggested that she could ask for volunteers to do a mock meeting during a training session. Councilmember Malnar agreed that many commissioners/chairs don't understand parliamentary procedure well and doing the mock meeting would be very good for commissioners. Both councilmembers Aldama and Tolmachoff asked that staff consider adding these suggestions to commission and staff liaison trainings so that meetings are better organized and roles are better understood. 5. NEXT MEETING Page 4 of 4 a. The next regular meeting of the Government Services Committee will be determined at a later date, in the Council Conference Room of City Hall, located at 5850 W. Glendale Ave, Glendale, Arizona, 85301. 6. ADJOURNMENT a. The meeting was adjourned by consensus at 10:19 A.M. The Gotdriment Services Committee meeting minutes of June 6, 2017 were submitted and app v t 3rd day of August, 2017. Van Ornela Recording Secretary