WEBVTT METADATA Video-Count: 1 Video-1: youtube.com/watch?v=FnLn0J6uR-g NOTE MEETING SECTIONS: Part 1 (Video ID: FnLn0J6uR-g): - 00:00:01: Meeting Call to Order and Process Overview - 00:01:58: Reviewing City Clerk Job Description: Supervision and Environment - 00:04:08: Essential Functions: City Council Meetings & Annual Report - 07:36: Budget Development, Campaign Finance, Legislative Support - 00:14:53: Minimum Qualifications: Education, Voter Status, Notary Public - 00:18:01: Public Records Requests Discussion and Document Reorganization - 00:19:58: Assistant City Clerk: Purpose, Supervision, and Functions - 00:22:08: Assistant Clerk Job Environment and Essential Functions Details - 00:26:36: Minimum Qualifications: Degrees, Notary Public, Clerk Certification - 00:31:15: Job Posting Timeline Discussion and Scheduling Next Meeting Part: 1 1 00:00:01.839 --> 00:00:18.080 Call to order the Tuesday, Thursday, May 7th, special search committee for the city clerk. Uh, clerk will please call the role. >> President Tyrus, >> present. >> Councelor Kazinski, >> present. >> Councelor Mack, >> present. >> Announcement of open meeting recordings. Any person may make a video or audio 2 00:00:18.080 --> 00:00:34.239 recording of an open session of a meeting or may transmit the meeting through any medium subject to reasonable requirements of the chair as to the number, placement, and operations of a court use so as to not interfere with the conduct of the meeting. Any person intending to make such a recording should identify the chair forth with all documents and exhibits used or 3 00:00:34.239 --> 00:00:50.879 referenced during the meeting must be submitted in duplicate to the city clerk and become part of the meeting minutes. Today uh first item time on our agenda item 11823 review and approval of the city clerk job description. Uh before we begin discussion I just want to say this 4 00:00:50.879 --> 00:01:05.040 process that the special search committee will be taken for the city clerk will follow the same process that was followed for the city auditor just a few months ago. Uh this committee will review the job descriptions. We will then uh authorize the HR director to 5 00:01:05.040 --> 00:01:22.240 post the job uh on the city's website. We'll collect uh candidates. We'll go through the standard process that was followed as with the auditor um to review the resumes. We'll bring uh candidates in for interviews and then we'll make a recommendation to the full 6 00:01:22.240 --> 00:01:38.400 council. Uh this is something that is timesensitive because the city clerk is a vital role in our city's uh operations and with the uh current clerk Sarapan giving a notice for July 2nd. Uh we'd like to be prepared for that day when it 7 00:01:38.400 --> 00:01:58.719 comes. Does this committee have any questions on the process we will follow? All right, let's begin with the review of the city clerk's job description. Director Morse, you provided us with uh fresh copies from uh from your 8 00:01:58.719 --> 00:02:15.280 department's files. Uh as my understanding is these these job descriptions are from 2015, >> but have been rebranded in the the standard format that stay here. That's great. Um so that is why the date says April 2026. Uh so with that being said, 9 00:02:15.280 --> 00:02:30.400 the the core of this document came from 2015. I think it's a actually a very thorough and and mature job description. I didn't see any major pieces missing. There were a few parts that I'd like to discuss as a committee. Um, and I think 10 00:02:30.400 --> 00:02:45.599 we could just take a quick run through today, you know, go back, think of any questions, bring back any proposed amendments for our next meeting, uh, which I'm estimating early next week, and that way we can bring this back to the council at their next regular meeting. 11 00:02:45.599 --> 00:03:01.680 >> Excellent. So, uh, no change in reporting structure, no change in purpose or supervision. I think supervision given, um, provide supervision to two full-time employees as well as 60 to 80 uh, poll officials during elections. 12 00:03:01.680 --> 00:03:18.560 Director Morse, do you think that is necessary in a job description? I think >> I would avoid that. So, I would say may provide supervision um, for full-time employees. I wouldn't specify the amount. Same thing for poll officials. So I would say you know supervised pole 13 00:03:18.560 --> 00:03:33.920 workers or pole officials but to put the number I don't see that's necessary. It kind of limits you as to the number. >> Agree. I completely agree. Um any other questions around supervision supervision received or given medic. 14 00:03:33.920 --> 00:03:51.280 >> Excellent. Uh job environment. I believe uh this is pretty um pretty accurate I would say to what the the clerk's office um deals with on a day-to-day basis. It is a uh office frequented by residents, city officials and state staff or 15 00:03:51.280 --> 00:04:08.239 officials. Um I see no discussion or edit points that >> essential function. So, this is um this is pretty detailed. And when I when I think of the city clerk's department, 16 00:04:08.239 --> 00:04:24.400 obviously they're the clerk of the council, uh they manage and run the elections in our city and they're the records management officer. So, that's that's a lot. I think it's it's listed out here in front of us. Um I was just going to jump to what I've highlighted in preparation of this meeting because I 17 00:04:24.400 --> 00:04:39.360 think a lot of this, you know, managing services, that's pretty standard. >> We've all read it too. So, just go for any suggestions that we have. >> Yeah. So I and I attends and records all sessions of the city council and finance committee halfway down uh the page. So I think this is a little bit outdated in 18 00:04:39.360 --> 00:04:56.800 how the the clerk's office runs. I think back in 2015 the the council obviously had less standing committees and a lot more things go through finance appointments um a lot of zoning things. So uh went there first. So, I would propose amending that to uh you know, 19 00:04:56.800 --> 00:05:12.160 something a little more general that they're in charge of the city council meetings. And then when we get to talking about the assistant city clerk position, I think there would be a good division of duties there to see the standing committee, >> right? So, the clerk's the primary for the council and the assistant clerks are 20 00:05:12.160 --> 00:05:28.560 the primary for the standing committee. So, I would just mark that as something that I would propose as a change to bring to our next meeting. Um I so I think as before what we had in there before with like the election officials like that that's 21 00:05:28.560 --> 00:05:44.160 limiting to me. This this is still a little bit limiting where if we take it out completely and we don't mention at all then I don't want it to be I don't want it to seem like the clerk would never be at a committee meeting because they do have to cover if their staff is on vacation or sick or whatever. So, 22 00:05:44.160 --> 00:06:00.320 >> I do want to mention it in there, but I don't want to say that they're the only one who does it cuz that is not true. >> Um, you could say uh and assist in covering um standing committee meetings as needed. >> Yep. Sure. 23 00:06:00.320 --> 00:06:14.560 >> I agree. >> I like that concept like a primary and a secondary. >> Yeah. And we don't even need to label. We need what we need to do is make sure that there's just enough flexibility so the office can do what it needs to, but that there's not an expectation that it's like never happening. >> Yeah. No, I agree. The next uh part I 24 00:06:14.560 --> 00:06:31.199 noted was a few lines down develops the annual report for the city clerk city council and elections and registrations. Um I think that's something that was done in the past. I'm not sure if that's done currently. So I just wanted to note that. >> I think I'd like to visit that in 25 00:06:31.199 --> 00:06:46.639 between just like at the next meeting because we did have reports and I'd like to see what the other the older reports were cuz I remember >> when clerky was here that was something that he had compiled. I just want to I would like to look at it, see how necessary it was. I haven't seen a need 26 00:06:46.639 --> 00:07:02.400 in the last few years, so I'm okay to make changes, but if it is something that would be a benefit, I would want to bring it back. I just also don't want to add something that isn't necessary. Makes no sense either. >> I just I'm not as familiar as I made a few years ago. >> That's what I was thinking of is where 27 00:07:02.400 --> 00:07:19.840 did these get delivered to council vote on? >> Yeah. Well, they were and they were posted they they're posted on the clerk. Well, they were posted on the clerk's website before. or anywhere there's any um it's not forms but files um reports like like where the um like where your 28 00:07:19.840 --> 00:07:36.400 OCPF reports are like that there's like a reports area so I just I just like to not I agree with you but just because we haven't seen it I just don't I don't want to assume it's because we don't need it or >> Oh yeah get back into it right exactly um I agree so few lines down from that 29 00:07:36.400 --> 00:07:52.560 develops and administers the annual annual budget for the city clerk city council and elections and registrations uh forecast is needed. Um I think this is something not just the thirst department but every department needs to work on so I would like the committee to think about 30 00:07:52.560 --> 00:08:08.960 >> that specific uh item and what they would like to see. I think uh for the city council this year I did put forward a >> president's proposal for the city council budget. I think that that we should uh keep doing uh because it certainly opened up my eyes and kind of 31 00:08:08.960 --> 00:08:24.879 pulled back the curtain a little bit of how to put together the budget. But for a city clerk, they elected some registrations, I think that would be something I'd like a new city clerk to be >> well verssed in, be able to forecast and look at staffing and needs for what and 32 00:08:24.879 --> 00:08:41.760 I think there's some critical um >> specialized equipment like that. The seal um and the um >> time recording time, >> I'm sure there's a technical name for it, but I know there's some issues with >> equipment and the embossing on the 33 00:08:41.760 --> 00:08:57.360 seals. Right. Um and that's important, right? Because if we have a document that has a a time stamp, it's important that that's legible. >> It's legible. The other thing, too, is as you say, could it actually could be worded to say uh develops um uh in 34 00:08:57.360 --> 00:09:15.279 collaboration with the council president. >> That's odd. >> Okay. So, that way >> I like that. All right. Yeah, that to me is um because um so the departments all meet with the mayor when they do the budget, which is fair because it's his 35 00:09:15.279 --> 00:09:31.839 submitted budget, but I do think it's kind of the uniqueness of the auditor, the clerk, and the treasur collector is they have like another department head in a way. And so I think it makes sense for them to meet >> with you. And also, I think it's fair game for the mayor to ask you questions about it as well or the council 36 00:09:31.839 --> 00:09:50.640 president, too. So, I think that that language is important. Excellent. >> Uh on the next page, page three, uh three lines down, I'd highlighted administrators campaign and political finance reporting program. I think that's just something we need to uh be cognizant that there's a lot more 37 00:09:50.640 --> 00:10:06.240 requirements and the tools have changed in 10 years of uh you know there's they're moving online for uh uploading our our reports uh that are done by campaigns. So, I just wanted to star that and leave the committee with any thoughts of, you know, do we want to see 38 00:10:06.240 --> 00:10:20.480 that built out a little bit more? It is something that the clerk's responsible for and they should get acknowledged, you know, of their work that they do. >> Um, I think too what they're held to with the reporting is sure they administer the campaign 39 00:10:20.480 --> 00:10:37.279 political finance reporting program. So, and but the details of that is like they have to reach out to the anyone who you know what I and they and they go really above and beyond to say, "Hey, I need your report." Because they have to file those reports. >> Um, 40 00:10:37.279 --> 00:10:53.040 >> and they also have to hold them accountable for it if you don't put in a report. They have to like find a way to charge them for it as by, you know, statute or whatever it is. So, I think a little more detail there would be good because it is a lot of work for them to reach out to people who may or may not be responsive and then to have to follow 41 00:10:53.040 --> 00:11:07.360 up if they're not responsive and charge them the $30 a day or whatever it is. you know, and that's that's to me is is not significant. So, I appreciate that being highlighted. >> A few lines down from that, uh, like we had mentioned earlier, the specific 42 00:11:07.360 --> 00:11:23.920 number of workers we could remove and that's a lot of work to to manage that u that group of temporary workers. I didn't have anything until uh about five items up from the bottom. provides responsible assistance to the mayor, 43 00:11:23.920 --> 00:11:39.680 city council, a lot of department, and other matters of legislative action, the charter, city code, council rules and procedures. I highlighted this because I think this is something the council uh really needs uh going forward uh almost like parliamentarian experience uh to work with because it's not just us 44 00:11:39.680 --> 00:11:55.600 either, it's the mayor and the solicitor also rely on the clerk to be an expert in uh digesting, understanding, and uh opining on legislation both locally and at the state. Well, once you take a vote, they have to follow through with that to make sure the signatures are 45 00:11:55.600 --> 00:12:10.240 there and that everything gets where it needs to be because if if there's something like that um there's like a little petition action an action that needs to go to the state legislature, they they usually it's the mayor has to get that our final vote and get it to 46 00:12:10.240 --> 00:12:26.720 the state, you know, like that's it's that's really and it's timely. So that's just one example, but um that is a that's a very big responsibility >> and I would I don't have to add a sec a sentence or reward this but I would like to say you 47 00:12:26.720 --> 00:12:43.360 know has um is familiarized with the city charter city code and um even go further not council rules but even Robert's rules I mean they have to have some knowledge >> we could put yeah we could say knowledge 48 00:12:43.360 --> 00:12:59.360 knowled and I can't think of the terminology right now, but you're right like knowledge and like execution of or like something that makes it that you're of it and you were able to apply it. >> Um >> it's that's invaluable because then you end up going to the law department or 49 00:12:59.360 --> 00:13:15.680 someone else every time you need that and we that cost money. >> This could also be something where you make a requirement a job requirement that they have experience. So kind of take a lot of this language and put it into your requirements. Yeah, >> I'd agree with that. >> I do agree with you. That's actually a more effective way to do it 50 00:13:15.680 --> 00:13:31.839 >> to have had experience of public policy >> and managing public bodies. Um, >> as you you probably agree as a former council president when you're a lot of cities, the the clerk reads off the items and does more of the meeting, >> but but the president does that. So when 51 00:13:31.839 --> 00:13:47.519 it comes to is this a supermajority, a majority, is this a voice voice vote, is this a roll call, having somebody next to you that really can >> be immediate with that would be huge. >> And they have to understand what the item is and how it works because we can go through and take a whole vote and have a whole debate and do the whole 52 00:13:47.519 --> 00:14:03.680 thing and then it's gone if you don't do it correctly. Um, and some of that is by honestly some of that is by like statute like state statute and some of that is by our own local >> Yeah. >> preference too. So I agree. I think that should be higher too because also 53 00:14:03.680 --> 00:14:20.160 you just have to set the clerk up to be successful. They have a lot of responsibility and the actions that they take, the actions that we take and how they process them are are important. Like they matter. So I wouldn't want them to be in the position where they were just caught in not understanding how actually vital that is to their 54 00:14:20.160 --> 00:14:37.040 role. Um cuz this this job too, even since 2015, this job has evolved a lot. Like it's changed a lot. And I think we've been fortunate here over the last 60 years to have clerks here who took the role very seriously and they probably went more above and beyond than what is on this piece of paper. So we're 55 00:14:37.040 --> 00:14:53.920 just used to that here. Um so >> completely I I agree with that. I think it's a really good pilot. I I didn't have anything between, you know, the top and the bottom either. I think just the reworking of these items is going to be um effective. 56 00:14:53.920 --> 00:15:10.959 >> All right. So that that completes that section. Uh like director Morris was saying the recommended minimum qualifications. Um let's go through. So education experience, bachelor's degree in business, public administration, political science related field. I tend 57 00:15:10.959 --> 00:15:26.720 to like when these job descriptions have uh like the bachelor's degree uh required but then advanced degree preferred just kind of welcome that experience. >> Me too. I wouldn't want someone to think that was something that they do, right? So that'd be my only 58 00:15:26.720 --> 00:15:42.800 >> So change it from associates degree >> uh sorry the bachelor's degree in business page four added degree preferred. >> Yeah. So keeping what's there just adding >> advanced degree preferred would that 59 00:15:42.800 --> 00:15:58.480 >> be okay. >> Um special requirements. >> So this is interesting. Must be a registered voter. I don't think you can force a vote to be a registered voter. >> Yeah. >> And I mean, can you vote? Like, I don't know. What's the question? 60 00:15:58.480 --> 00:16:14.639 >> I would think you can. >> That might be a question for legal as a resident perform. >> I think it's worth asking quite honestly. >> I I I mean, we only want to do what we can legally do, but like I would want them to be a registered voter. It's such a big part of their job. It's honestly 61 00:16:14.639 --> 00:16:30.720 like only taking anything political out of it. It's only because their job is doing that process. It would be nice if they were registered. I don't know. Maybe it's not. >> I think the question is that must be language >> just like city resident preferred other jobs have that too. >> They do. 62 00:16:30.720 --> 00:16:46.880 >> So, um >> would you would you mind if you took that ball from committee >> to follow and it might help with other job listings you have? Um thank you Director Morse. U >> anything else on knowledge ability or skill? I think this is and I had a quick 63 00:16:46.880 --> 00:17:03.440 chat with the clerk. A lot of the systems are still the same. The state obviously has more um >> more requirements, but stuff like the uh vital records and the state census and stuff like that. So >> um I have one recommendation for special requirements and notary public is a huge 64 00:17:03.440 --> 00:17:20.000 part of the job. I would say if not a notary public must be obtained within 90 days or it's not part of the job. >> It must be obtained. You have to have one in the office for sure. >> All right. I like that. >> It actually makes the offices It makes the office work easier if they have 65 00:17:20.000 --> 00:17:45.919 someone in there. >> Should be under the assistant, too. >> Yeah, I think I think I saw I like that. That must be >> so Yeah. Um Yeah. the selection guidelines. Is that standard language that you're hearing? 66 00:17:45.919 --> 00:18:01.360 Okay, so that's good. Um, and then all the standard approved by the council president and all that because these are legislative employees. Uh, so that is the clerk position. Any other comments? >> Uh, can I just I'm sorry. Can I just go back to page two? >> Page two. 67 00:18:01.360 --> 00:18:19.520 >> Uh, yeah. Um, it says uh re records ordinance, you know, just it records all votes. Um, do we need to be more specific about the city clerk um, answers all public records request? 68 00:18:19.520 --> 00:18:35.039 >> So, >> the language because there's really nothing in here addressing the public records request. >> We should have something that says because because the city does designate them as a record access officer, it should be in here because until the city changes that person, this person needs to know that. I think going into it, if 69 00:18:35.039 --> 00:18:51.200 they've worked in a municipality before, they're going to know what that means. If they haven't, they can look it up and figure it out. But it is such a vital role of that job and we have to have somebody assigned to do it transparent that it's you, you know, >> and and if they don't know familiarize themselves with the time frame that they 70 00:18:51.200 --> 00:19:08.720 have very fast because it's >> the committee would like it. I'd almost see this this job description has all the parts but maybe it just needs to be reordered because it kind of jumps from like council requirements to collections requirements. Well, I agree. And I think there's some things that one of my biggest um and I think it could be for 71 00:19:08.720 --> 00:19:22.960 the next meetings and then I could group them after we did this like initial go over is that like we kind of dealt with the auditor search where there was just a few parts that could just be kind of grouped together. >> Exactly. We did do that, you know. >> So I I think we could do that. >> That would help some. >> I'll send you an Excel I mean sorry 72 00:19:22.960 --> 00:19:39.679 Excel. I'll send you a word version. Good luck. >> Um that way you can Yeah. If you want to follow up to this incentive to to the committee that great. >> Yeah. >> All right. That I think those are great. Yeah. Records access officer. Okay. >> I think that's 73 00:19:39.679 --> 00:19:58.799 >> um so that's item 11823. The clerk's uh no objection to the committee will take more time and bring amendments and proposals to our next meeting. So next is the assistant city clerk item 11824. 74 00:19:58.799 --> 00:20:16.080 uh would be an approval of the job description. There's just a typographical error for anyone watching. Uh the job title was copied from the clerk. So it is the assistant city clerk. The position is exempt. It reports to the city clerk. Um and then the date is in 2026. So a typographical 75 00:20:16.080 --> 00:20:32.240 thing will be corrected. But we are now looking at this job description also from 2015. Um just format. So let's let's start at the first two sections. Position purpose. I I don't have any issues with it's it's pretty, you know, pretty much the same except for the 76 00:20:32.240 --> 00:20:48.240 assumption of the role of the city clerk in his or her absence. Now, supervision, I do have uh something highlighted here from my review. Uh supervision given. >> Um right now it says responsible for the supervision of one full-time employee. >> I think it would make a lot of sense and 77 00:20:48.240 --> 00:21:04.240 I'm curious the committee's thoughts. Responsible for the supervision of temporary staff. So basically, you know, if there's an intern or if there's the election workers, >> the pole workers, the PIP, the people that help. >> I might just say responsible for this for staff supervision. Like I was just 78 00:21:04.240 --> 00:21:20.720 maybe call it staff supervision because like um the clerk is the because staff to me means anyone in there who's not a clerk. You know what I'm saying? But I don't know if that is fair to be interpreted that way. Like >> how specific do we get? I like I like 79 00:21:20.720 --> 00:21:36.559 the word temporary. I just don't want it to be too exclusive. >> Yeah. So, I would almost I I don't want to get into too specific, but it may make sense here if they are going to be supervising pole workers to specify that. Maybe responsible for supervision 80 00:21:36.559 --> 00:21:53.520 of, you know, intermittent um and temporary pole workers, administrative staff. Maybe break it down. I don't think we should put numbers to it, but I think we should break it down a little more. Yeah. >> Um I think that makes a lot. 81 00:21:53.520 --> 00:22:08.720 >> Or and then maybe add something or as directed by the city clerk. That way they can dictate who they're going to supervise and it's not going to be an issue. >> I like that. >> Yeah, that's great. >> Okay. Um any other comments on 82 00:22:08.720 --> 00:22:24.400 supervision or job environment before we talk about the functions >> on job refinement? You have automobile highlighted. >> So I highlighted that. Um, I believe T said that there's a system and Jay, you may be able to help with this, but there's a system called auto something. It's not automobile. >> So, 83 00:22:24.400 --> 00:22:38.240 >> I highlighted that cuz I'm like, what's automobile? She's like, oh, I think there's an auto something. >> So, the only thing I can think of would be an auto mark, which is which is election equipment. >> Yes, that's what she said. Auto mark, whatever that is. 84 00:22:38.240 --> 00:22:54.159 >> Mark like my pet marks the page. >> Like it's a machine you put a ballot in. use the screen fill out the ballot for you. >> So, >> yeah, we'll get >> I might just I feel like it doesn't 85 00:22:54.159 --> 00:23:10.640 belong on that section. That's a very specific piece of equipment to put in there. >> Is the automark part of the voter registration system because that's already there. Would you just put election systems? >> I I would say something >> and just take out the name of it. Okay. if it changes 86 00:23:10.640 --> 00:23:26.880 >> like if that's what like um >> we're covering the job that that >> yeah like this got auto corrected from automark I don't think automark really fits there anyways so >> cuz that's just a brand that's not there >> it's that's like a very specific machine itself 87 00:23:26.880 --> 00:23:48.600 >> so it's covering the function if we make it broader >> yeah okay >> good thank you for that >> obviously keeping confidentiality Um I agree with that. >> Okay. To move on to functions. >> Yeah. >> Mhm. 88 00:23:49.280 --> 00:24:06.240 >> So this I again just like the clerk start description. I thought it was very thorough. I would recommend uh one two three four four items down. Periodically compiles agenda items for city council meetings, prepares and distributes agenda packets and summarizes and publishes the agenda. Um 89 00:24:06.240 --> 00:24:22.880 that's one that I would just recommend. we kind of um make that more clear. I think later on it talks about responsible for one uh standing committee. >> Um so just cleaning up that language >> like assist in compiling agenda items and and also you could put in there um 90 00:24:22.880 --> 00:24:40.720 in minutes as well as to >> Yes. >> at the bottom. >> Yes. And that's I even just say take out periodically and I just say compile. >> Yeah. >> Yeah. and just be like because that can just be whenever is needed for it to happen. Maybe it's something that they do all the time with the CL I mean depending. 91 00:24:40.720 --> 00:24:56.320 >> Yeah, I think it's just something that you need to do and you have to know that that's part of >> if it doesn't happen all the time. You can also just remove periodically and then add as needed at the end if it's not a constant job duty. >> That's great. That's a good suggestion >> and and I think it's worked out well 92 00:24:56.320 --> 00:25:12.880 that the the clerk staff has covered standard committees and these ad hoc committees as we see and gives them experience. It gives them visibility to the council. >> It also helps them to cover if someone is gone, but it can just continue and then when the other person's out, it can continue. So that's 93 00:25:12.880 --> 00:25:30.000 >> um the kind of um the training. It's just the training that's very important. >> Okay. And the rest of these items here assist this clerk with elections, notary services, clerk website, uh finances, 94 00:25:30.000 --> 00:25:47.279 oath of office, sensus. Seems pretty >> seems pretty accurate. Um I have no proposed >> uh changes. I think it mirrors the clerks that we just went through. Uh the second up from the bottom of who were recommended qualifications, you can see 95 00:25:47.279 --> 00:26:03.440 provides legislative support to at least one standing committee. So I think that's just an outdated system that was in place to what we have now. I would propose reoing that and adding that language up higher to call it the standing committee support. >> Yeah. And then maybe say provides when 96 00:26:03.440 --> 00:26:19.520 it is combined like provides legislative support to city council standing committees and just leave it at that because it could be multiple committees. It could be one committee but just leave it at that so that they know that that's part of the jobs. >> Yep. and the service that we don't even say serves back up to the clerk for the 97 00:26:19.520 --> 00:26:36.720 front. We can just probably take that part out. We're going to do whatever they're directing the same job. >> Okay, this sounds good. Again, >> something comes to you later in the week, bring it next meeting. Recommend 98 00:26:36.720 --> 00:26:53.440 minimal qualifications, associates degree in BA, government or related fields. Uh again, I wouldn't want to exclude someone. >> And can we so put in bachelor's degree or >> bachelor's degree? >> I say bach degree or preferred. >> Preferred. >> Yeah. Because if you have at least that and you want to apply, then you will do 99 00:26:53.440 --> 00:27:07.919 it. >> Cuz there might, you know, there could be someone with a higher degree, but they want to get into this type of work. So they apply for a job that they need to start looking at. So for this one, and I guess I should ask this question on the other end, too. 100 00:27:07.919 --> 00:27:23.760 It does say or relevant combination of education and experience. Are you willing to accept someone in lie of a degree or do you want a degree required? If they don't meet that requirement, they're automatically excluded from the pool. That's that's important to know. 101 00:27:23.760 --> 00:27:39.600 >> For the clerk's position >> for both ultimately >> cuz the assistant clerk said or equivalent. >> Exactly. I don't believe it says that in the clerk. I was just about to say I think we should look at these two and make sure they they match cuz I notic the assistant says special requirements not to the public. >> Yeah, 102 00:27:39.600 --> 00:27:54.960 >> exactly. >> I was going to that's that was like honestly that was like my one big edit on this one was like these don't make sense to me. Um but just going back to that quickly um before the main um was talking about with the degrees 103 00:27:54.960 --> 00:28:12.880 >> I think that we are still in a world where there could be people who have tons of on the job and it's just a thing and then I also think down the road we're going to get away from people who have degrees and things because of the woo. So I I am like I'm a big experience 104 00:28:12.880 --> 00:28:28.559 person so I'm totally fine with I wouldn't want to deter someone who has really good experience. >> That's totally I don't think it hurts to leave. >> We don't live in like a pl like we're not in you know Boston or New York City where there's millions of people like it's like we are somewhere where we want 105 00:28:28.559 --> 00:28:43.200 to give people a chance who >> so we might want to look at that. Um because if we do it for the clerk we put bachelor's required. So, I guess let's look at the language on both of those. Um, you know, preferred or experience 106 00:28:43.200 --> 00:29:00.960 and education, a combination or however you want to word it, but we should make them consistent across both of them. I do think it's important to have the degrees on there specifically to just show that like this is >> a job that you know someone with a degree of you know whatever level um you 107 00:29:00.960 --> 00:29:16.880 know I mean if you could just look at the description and see all the work that's there but I don't I don't want to >> um I don't want to make either description seem worth more or less than it is >> for the work that's listed there based off of like whatever degree you require because I know that can deter people and I want that to happen 108 00:29:16.880 --> 00:29:33.919 >> right >> so let's do Let's make sure they're consistent and that they're aligned with what we're looking for. We'll add that. >> So, special requirement. >> Yeah. So, notary public possession of a valid driver's license certified usual 109 00:29:33.919 --> 00:29:50.320 clerk preferred >> or or willing to obtain. >> I think we should be the same as the clerk notary public or the ability to obtain within the first 90 days limit something along those lines. I think both positions should be notary. Because if you if you check a lot of these boxes 110 00:29:50.320 --> 00:30:05.919 and you're agree and you're not a public, you know what I mean? Like you you'll probably get it. So let's just not limit ourselves. >> And how many people applying certificate Massachusetts municipal clerk preferred or willing to obtain? >> Yeah. You know, >> yeah, that I would add that to both of 111 00:30:05.919 --> 00:30:23.120 those. Yeah, absolutely. >> Okay. >> I think this is great. I I have a good feeling about where this is headed. Uh knowledge, ability, and skill. Well, I did look at there's some some differences between the clerk and the assistant clerk. I think the clerk focused on oration skills and then the 112 00:30:23.120 --> 00:30:42.159 assistant clerk's like planning, organizing. So, >> that's fair. Uh let's see. >> And then yeah, boiler plate physical requirements and selection guideline. So, >> yeah. And this one just and if you need 113 00:30:42.159 --> 00:30:57.440 me to correct this that's fine but this one reports directly to the city clerk. I didn't know if you want the city council president to sign off on this. I feel like this one >> has to have the department head sign off is >> I think it's appropriate. Okay. 114 00:30:57.440 --> 00:31:14.919 >> My only idea would be approved by the mayor that's um >> reviewed. >> Yeah. Yeah. Acknowledged. I think was the term for the clerk. Um, acknowledged. >> Acknowledged. Yeah, just to be consistent. >> Y, I agree. 115 00:31:15.840 --> 00:31:30.080 >> Well, I think that was pretty thorough. Um, we, um, we'll meet again early next week. I'll coordinate with, uh, the counselors uh, and the clerk's office. I'm estimating early next week. Uh, if there's no objection, we'll take more 116 00:31:30.080 --> 00:31:46.799 time on this item to be needed. if I could bring up um I would highly encourage and I will do whatever you want me to do, but I truly believe we can post these jobs without having a finalized job description. Um a job 117 00:31:46.799 --> 00:32:03.440 posting is really a summary. It's not bullets of responsibilities. I feel like if we can get it posted and save a week and get it posted now, it's it's really in the sense of saving saving time. I think it's important. >> Okay. My only question though is if someone reaches out and they want the full job description, we can't provide 118 00:32:03.440 --> 00:32:19.600 it because we don't have >> we can say we're in the middle of updating it and it will be ready and available within, you know, 2 weeks or whatever the time frame >> cuz I I do think a lot of people I agree a lot of people would apply just from the posting especially if they're looking for a job. They're interested in this kind of a thing. They probably have 119 00:32:19.600 --> 00:32:35.200 an idea. I just >> I don't want to like push somebody away cuz it's I don't know. It's a little unprofessional to me to be like you don't have are you desperate? you know, I was like, well, we are we are on a timeline. You know, I think there's an explanation for it, but that >> to me, I wouldn't want to post it. 120 00:32:35.200 --> 00:32:51.440 >> So, I will say never, >> actually, maybe not never, maybe a handful of times in the 15 years I've been doing HR have an applicant say, "Can you send me the full job description?" >> It very, very, very rarely happens. >> So, it again, it's up to you. I don't want to Whenever you're comfortable 121 00:32:51.440 --> 00:33:06.559 with, >> you'll know. We'll have your contact. So, if it becomes a thing, then we have to remember that. But if you know I'm >> I'm planning on us meeting Monday or Tuesday with the next. >> That's what I'm saying. Today's Thursday. I don't think it's going to hurt for her to post it. By the time we meet again, I mean, you know, Wednesday, 122 00:33:06.559 --> 00:33:22.240 Thursday, we should be have something for her to have. >> And I'm definitely, you know, for let's get like applicants. Let's get it out there. Um >> so that we can have a smooth transition for our department. But um I I have a genuine concern. So just wanted to share 123 00:33:22.240 --> 00:33:38.240 >> when we meet Monday. And uh I I would feel better about if we meet uh Monday, this committee will come forward with the >> amendments and then that way if we say, "Yep, we feel good about this. Let's post before the council officially votes." At least a potential applicant 124 00:33:38.240 --> 00:33:53.840 can see where the changes are being made. So >> does that sound like a compromise? It's a few days. Um let's do that. So >> if there's nothing else, uh the committee will schedule a meeting for early next week and I'll chain motion to adjourn. >> So moved. Oh, sorry. Before we do that, do you want to just pick a time for 125 00:33:53.840 --> 00:34:12.399 Monday since we're all live? Um, let's see. >> This This is what we do at the auto search, but we also have more people there. I'm just thinking like since we're all here, let's just do it. >> Yeah, I feel like I live a quarter mile at a time right now. So, let's see. Um, it would be Monday, May 11th or uh 126 00:34:12.399 --> 00:34:27.919 Tuesday, we have a gauntlet of city council meetings. So, >> I can't do Tuesday. >> It'll be very tight. So Monday um same time 12:30 I can do that. >> Excellent. >> Does it not have to be 48 hour? 127 00:34:27.919 --> 00:34:46.720 >> Today's Thursday. Today's Thursday. >> So how about um do like 4:30 >> do end of day anytime after like 2 probably. >> You tell me. >> Thanks for reminding me. Yeah, I could um 128 00:34:46.720 --> 00:35:03.440 Jeez, I I just I I just can't do Monday. Like I I can do anytime before like 1:00, but I can't do and that's not going to work. Um I I just can't. I'm sorry. >> Tuesday, uh same time. 129 00:35:03.440 --> 00:35:24.000 >> No, I cannot. Tuesday I'm straight out all day long. Like I'm g I mean I could do like I could do like 8:00 in the morning and I could do that at 8 on Tuesday. >> Eight on Tuesday. M >> let's do it on Tuesday. >> I appreciate the committee's flexibility in the first office. Uh Tuesday, I'm 130 00:35:24.000 --> 00:35:40.000 going to have to bring you guys some Dunkin Donuts or something. I will uh with that motion to move to second. >> Motion made by councelor Maxify councelor Kazinskus to adjurnn. All those in favor I. Those against no. Motion passes. Thank you very much. 131 00:35:40.000 --> 00:35:42.400 Thank you.