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HomeMy WebLinkAboutMinutes - Minutes - Government Services Committee - Meeting Date: 4/2/2019 MINUTES GOVERNMENT SERVICES COMMITTEE CITY HALL COUNCIL CONFERENCE ROOM 5850 W. GLENDALE AVE. GLENDALE, ARIZONA 85301 APRIL 2, 2019 2:00 P.M. 1. CALL TO ORDER Councilmember Turner called the meeting to order at 2:15 p.m. 2. ROLL CALL Present: Joyce Clark, Vice Mayor Ian Hugh, Councilmember Bart Turner, Councilmember Also Present: Julie K. Bower, City Clerk 3. CITIZEN COMMENTS None 4. APPROVAL OF THE MINUTES Approval of the minutes of the March 5, 2019 Government Services Committee meeting Motioned by Vice Mayor Joyce Clark, seconded by Councilmember Ian Hugh to approved the minutes of the March 5, 2019 Government Services Committee. AYE: Vice Mayor Joyce Clark Councilmember Ian Hugh Councilmember Bart Turner Passed 5. RESIGNATIONS Ms. Bower said the following resignations had been received: Denise Flynn, Ocotillo District Human Relations Commission Resignation effective March 11, 2019 Carl Dietzman, Ocotillo District Board of Adjustment Resignation effective March 11, 2019 Barbi Thomas, Sahuaro District Citizen Active Transportation Advisory Committee Resignation effective March 25, 2019 6. MOTION TO ENTER INTO EXECUTIVE SESSION Motioned by Vice Mayor Joyce Clark, seconded by Councilmember Ian Hugh to enter into executive session. AYE: Vice Mayor Joyce Clark Councilmember Ian Hugh Councilmember Bart Turner Passed The Committee entered into executive session at 2:19 p.m. 7. EXECUTIVE SESSION Discussion on consideration of appointments to the following boards and commissions and other bodies (A.R.S. 38-431.03(A)(1)):: 1. Arts Commission 2. Aviation Advisory Commission 3. Board of Adjustment 4. Business Council Committee (Temporary) 5. Citizens Bicycle Advisory Committee 6. Citizens Transportation Oversight Commission 7. Citizens Utility Advisory Commission 8. City Code Review Council Committee (Temporary) 9. Community Development Advisory Committee 10. Glendale Municipal Property Corporation 11. Historic Preservation Commission 12. Human Relations Commission 13. Industrial Development Authority 14. Judicial Selection Advisory Board 15. Library Advisory Board 16. Parks and Recreation Advisory Commission 17. Personnel Board 18. Planning Commission 19. Public Safety Personnel Retirement Board - Local Fire 8, Police Boards 20. Risk Management/Workers' Compensation Trust Fund Board Motioned by Councilmember Ian Hugh, seconded by Vice Mayor Joyce Clark to adjourn the executive session. AYE: Vice Mayor Joyce Clark Councilmember Ian Hugh Councilmember Bart Turner Passed Councilmember Turner adjourned the executive session at 2:24 p.m. 8. NEW BUSINESS 1. PROCESS FOR SELECTION OF CHAIR AND VICE CHAIR Councilmember Turner had received a request from a member of Council to discuss the process for the selection of board and commission chairs and vice chairs. Ms. Bower said there was no written policy and the selection process varied. For some boards/commissions, the recommendation was made by the staff liaisons and for others, the board or commission made the recommendation. Vice Mayor Clark relied on the expertise of the staff liaisons to make the recommendation. Councilmember Turner had served previously on the Parks and Recreation Advisory Commission. The Commission made the recommendation for chair and vice chair to Council. It was the method he supported. The board or commission should make the recommendation. Vice Mayor Clark was concerned that it could turn into a popularity contest. Councilmember Hugh thought it should be left up to the members to choose who would be recommended. The consensus was to draft a policy for Council consideration that would require the members of each board or commission to choose which member would be recommended as chair and vice chair. Ms. Bower would work out the timeline for when the recommendations would be due. The Government Services Committee would review the recommendations and forward approved recommendations for Council consideration. 2. BOARD & COMMISSION MEMBER SATISFACTION SURVEY Ms. Bower provided copies of the draft survey results. The survey had been sent out to 117 members and 78 members completed the survey. The response rate was 67%. The average response rate for an online survey was 42% Vice Mayor Clark said there seemed to be common themes in the comments such as members wanted more interaction with Council. She said the GSC should encourage Councilmembers to attend meetings and interact with board and commission members. Councilmember Turner said Councilmembers could leave prior to the business part of the meeting. Vice Mayor Clark asked that Council be provided with a listing of the dates, times and locations of the board and commission meetings. Vice Mayor Clark said another common theme was that agendas were staff-driven and members wanted more input on the agenda. She suggested that members have an annual goal-setting discussion to identify issues or items the board or commission wanted to pursue. Vice Mayor Clark said the other common theme was that members wanted more board/commission-specific training. She asked that the GSC be provided with information on the training provided to board and commission members. Ms. Bower was directed to forward the survey results to the other members of Council as well as the suggestions to address the common themes expressed in the comments. 9. NEXT MEETING The next regular meeting of the Government Services Committee will be held on May 7, 2019 at 2:00 p.m., in the Council Conference Room of City Hall, located at 5850 W. Glendale Ave, Glendale, Arizona, 85301. 10. ADJOURNMENT Motioned by Vice Mayor Joyce Clark, seconded by Councilmember Ian Hugh to adjourn the meeting. AYE: Vice Mayor Joyce Clark Councilmember Ian Hugh Councilmember Bart Turner Passed Councilmember Turner adjourned the meeting at 2:47 p.m. The Government Services Committee meeting minutes of April 2, 2019 were submitted and approved this 7th day of May, 2019. .1- e K. Bower, MMC City Clerk