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HomeMy WebLinkAboutMinutes - Minutes - Government Services Committee - Meeting Date: 5/3/20220 Glendale A R I Z O N A MINUTES GOVERNMENT SERVICES COMMITTEE CITY HALL COUNCIL CONFERENCE ROOM 5850 W. GLENDALE AVE. GLENDALE, ARIZONA 85301 MAY 3, 2022 2:00 P.M. 1. CALL TO ORDER Councilmember Turner called the meeting to order at 2:14 p.m. 2. ROLL CALL Present: Bart Turner, Chair Lauren Tolmachoff, Councilmember Absent: Ian Hugh, Councilmember Also Present: Julie K. Bower, City Clerk Jean Moreno, Community Services Director Patrick Sage, Transportation Planner 3. CITIZEN COMMENTS None 4. APPROVAL OF THE MINUTES 1. Approval of the minutes of the March 1, 2022 Government Services Committee meeting Motioned by Councilmember Lauren Tolmachoff, seconded by Chair Bart Turner to approve the minutes of the March 1, 2022 Government Services Committee Meeting. AYE: Chair Bart Turner Councilmember Lauren Tolmachoff Other: Councilmember Ian Hugh (ABSENT) Passed 5. RESIGNATIONS None 6. NEW BUSINESS 1. Discussion regarding reducing the number of members on the Community Development Advisory Committee and approval of its subcommittees Ms. Moreno said the Community Development Advisory Committee (CDAC) was currently a 12 -member body, and required a tripartite membership across three categories, business (private sector), low-income neighborhoods (low-income sector) and Council appointees (public sector). There had been 3 meetings over the last year that could not proceed due to a lack of quorum, and several that had a late start waiting for a quorum to be present. She proposed reducing the number of members from 12 to 9 which still allowed for a tripartite membership. There was currently one vacancy and two members would not be recommended for reappointment when their terms were up on June 30th due to attendance issues. The remaining 9 members would satisfy the tripartite requirement. Ms. Moreno was also requesting authorization for the use of subcommittees of the CDAC for the following purposes: . Any matter relating to the adopted goals of CDAC which were reviewed and adjusted or reaffirmed annually for the purposes of studying and recommending actions or strategies to the full committee. . To review and rank annual grant applications for Public Services for Vulnerable Populations and make funding recommendations to the broader committee. . To review proposals and participate on panels for the purpose of recommending providers in response to solicitations or interest for the provision of services that have been authorized in accordance with the Council's adoption of the City's Annual Action Plan. . To study and review recommended implementation of action plans associated with the required 5 -Year Consolidated Plan (Community Revitalization), 3 -Year Community Needs Assessment (Community Action Plan), and Annual Agency Plan (Housing). Ms. Moreno said the CDAC had been using subcommittees for two years, and it allowed the subcommittees to take deeper dives into the items listed above and provide guidance to the fully body. Councilmember Turner asked if a reduction in membership would mitigate the need for subcommittees. Ms. Moreno said one of the big reasons why subcommittees were used was because members expressed a desire to get into the weeds on different topics which was easier to facilitate with smaller subcommittees. It was placed on the agenda at a regular meeting and the CDAC self-selected the members for the CDAC. It had increased engagement between staff and the full CDAC. Councilmember Tolmachoff asked if the subcommittee made a recommendation to the full CDAC. Ms. Moreno said that was correct. It was taken back to the full CDAC and each member had the opportunity to weigh-in before making a recommendation to Council. The Government Services Committee (GSC) recommended forwarding both requests to the Government Services Committee Meeting Minutes - May 3, 2022 Page 2 of 5 full Council for consideration in executive session. Ms. Moreno left the meeting. 2. Discussion regarding reducing the number of members on the Citizens Transportation Oversight Commission Ms. Bower said the Citizens Transportation Oversight Commission (CTOC) currently had 11 members, 7 district positions and 4 at -large position. Several meetings had been vacated over the past year due to a lack of quorum. Staff was recommending the elimination of the 4 positions that were currently vacant. The City Attorney's Office had indicated there was no legal reason why the membership could not be reduced to 7. There were currently 3 members appointed at large who would be allowed to finish their terms. When the terms ended, those positions would be converted to district positions, and it would be at the discretion of the affected Councilmembers to either reappoint the current members or appoint new members. Mr. Sage said the large amount of vacancies was the major factor for the quorum issues. Councilmember Tolmachoff said Councilmembers could choose appointments from other districts. Motioned by Chair Bart Turner, seconded by Councilmember Lauren Tolmachoff to forward a recommendation to change the number of CTOC members from 11 to 7 to the full Council. AYE: Chair Bart Turner Councilmember Lauren Tolmachoff Other: Councilmember Ian Hugh (ABSENT) Passed Mr. Sage left the meeting. 3. Discussion regarding membership requirements for boards, commissions and committees Ms. Bower said at its meeting on April 26th, Council requested the GSC to consider the membership requirements for all City boards and commissions. She presented a survey of other cities' membership requirements The GSC discussed the survey. Motioned by Chair Bart Turner, seconded by Councilmember Lauren Tolmachoff to recommend no change to the City's boards and commissions membership requirements. AYE: Chair Bart Turner Councilmember Lauren Tolmachoff Other: Councilmember Ian Hugh (ABSENT) Passed Government Services Committee Meeting Minutes - May 3, 2022 Page 3 of 5 4. Review the results of the annual board and commission member satisfaction survey Ms. Bower presented the results of the annual survey to the GSC. The GSC directed Ms. Bower to forward the survey results to Council. Councilmember Turner suggested exit interviews for departing board and commission members. 7. MOTION TO ENTER INTO EXECUTIVE SESSION Motioned by Councilmember Lauren Tolmachoff, seconded by Chair Bart Turner to hold an executive session. AYE: Chair Bart Turner Councilmember Lauren Tolmachoff Other: Councilmember Ian Hugh (ABSENT) Passed 8. EXECUTIVE SESSION The Government Services Commission met in executive session at 3:01 p.m. for discussion and consideration of appointments and other items relating to various boards and commissions and other bodies pursuant to A.R.S. 38-431.03(A)(1). Motioned by Councilmember Lauren Tolmachoff, seconded by Chair Bart Turner to adjourn the executive session. AYE: Chair Bart Turner Councilmember Lauren Tolmachoff Other: Councilmember Ian Hugh (ABSENT) Passed Councilmember Turner adjourned the executive session at 3:11 p.m. 9. NEXT MEETING Ms. Bower said the next meeting of the Government Services Committee would be held on June 7, 2022 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 Councilmember Lauren Tolmachoff, seconded by Chair Bart Turner to adjourn the meeting. AYE: Chair Bart Turner Councilmember Lauren Tolmachoff Other: Councilmember Ian Hugh (ABSENT) Government Services Committee Meeting Minutes - May 3, 2022 Page 4 of 5 Passed Councilmember Turner adjourned the meeting at 3:11 p.m. The Government Services Committee meeting minutes of May 3, 2022 were submitted and approved this 4th day of October, 2022. J K. Bower, MMC City Clerk Government Services Committee Meeting Minutes - May 3, 2022 Page 5 of 5