Good morning. I'm calling to order the special search committee for the city clerk Friday, May 29th, 2026 meeting to order. The clerk will call the role. >> President Tyros, >> present. >> Council, >> present. Council Matt, >> present. >> Announcement of opening meeting recordings. Is anyone recording today's
meeting? Item one, review and approval of meeting minutes. We have no meeting minutes to approve. Item two, review and discussion of résumés to select finalists for the city clerk position. Before we begin
discussing this item, I just want to thank everyone who uh submitted an application into the city of gardener. Thank our HR director Morse uh for you know posting and managing the applicants as they came in uh providing us a fileshare uh with all the applicants
numbered. So, all the applicants, I believe we had um over 40 applicants for this position. Um, and I'd also like to thank Councelor Mack just passed out this um reference sheet for us to use for our ranking and just as done with
the city auditor search. With the city auditor search, uh we will go around and uh I propose starting with our top three and if we need to go to four or five, uh we can uh we can do that. But I have three candidates that I
can begin with. Um let's see if we have any u similarities in who we've chosen and go from there. So applicant number 24,
applicant number two, and applicant number 17 are my three choices. Council me, >> mine is applicant number 17.
applicant number two um and applicant number 43 and 24 was really a close second. They were kind of really close. So I I have a hard time between picking
between those two. >> Okay. Um so mine are really in no particular order. Um, these are my top three, but I'm just going to listen. I have them in numerical order. That's what I do in my head. Okay. So, number two,
applicant number 17 and applicant number 24. >> Okay. Well, okay. So, 217 and 24 were on everybody's list. So,
>> uh, yes, they Yes, they were. 217 and 24. >> Mhm. Okay. Um, so I I do have like a I I did my top five. Those are my >> Yeah, I did top I did top five, too. >> Go ahead and and list them out.
>> Okay. So, I had for the other two, I had um number 43 and number 49. And to be fair, number 49 was a was a me. It was a yes maybe for me. I really found four that I thought
>> we could interview the top three outweighed the last two for me. >> Um >> but I um 49 really wasn't a strong five for me. It was just because we said we're going to bring our top five. So that's what I did.
>> Council Mack, you had listed out. >> Yeah. I had 43 and 23 and 23 was not a strong five. Okay. >> Okay. Gotcha. and and I I did not come uh with a four and five. I did not uh have any candidates meet that that bar for the
initial interview. >> Okay. >> Any other discussions on the top candidates? >> Um so how many are we looking to interview? Seeing councelor Kazinskus and I both had as our fourth both had
43. Should we go for four? >> I think it's worth going for four, hoping that we get at least three interviews. >> I was gonna say for the auditor search, I believe there was five. Five. >> Five. I think there was I think there was six >> and we did three or four. >> And we end up doing I think it was four.
>> Four. I think we did four. >> Four. So So it' be two in no certain order. I'm just doing numerical order. 27 24 and 43. >> 27 24 and >> 43.
All right. And I would entertain a motion to request the HR director uh to schedule interviews with candidates 2, 17, 24, and 43. >> So moved. >> Second. >> Motion made by councelor Mac, second by
councelor Kazinskus to finalize candidates 2, 17, 24, and 43 uh to be scheduled interviews with the HR director. Is there discussion on the motion? All those in favor? I
>> I. All those against? No. Motion passes. So that was the review and discussion of resumes to select finalists. Now uh the next item is to discuss scheduling the interviews. Um looking at my calendar of availability. I think one week from I think we should
select two uh two dates to give flexibility to candidates. Uh, I think next Friday at 8:30 a.m. would be a time that works for me and has worked with the committee. So that could be one. Um, so that would be 8:30 a.m. on Is it already June 5th?
>> June 5th. >> Yeah. So I would suggest giving her a window. So schedule interviews between 8:30 and noon. >> How how how long could people go for interviews? I could I could make till noon. >> I can take off that time to do that.
>> I have the entire day. Do you have retirement goals? >> Yes, I I share those goals. Let me be I like that. Council Kazinskus, let's go 8:30 a.m. to 12:00 p.m. >> And I would suggest that we allow for 1
hour. I would expect the interviews to take about 45 minutes. >> Yes. And some transition time. >> So, I would say if she schedules at 8:30, I would let's let's do it this way. First interview goes at 8:45. So, we're here at 8:30. we get organized all
the things. Um, >> so, so first interview would be at like 8:45 >> and then she schedules the next interview would be at 9:45. You know what I'm saying, >> right? >> Um, and then like 10:45. So, I would give her the just so that she had a
guide to go by specific times to say like you can schedule interviews at any one of you. So if nobody can come in until 10:45 then we don't have to schedule our meeting until 9 you know 9:30 or whatever >> and there might be some flexibility. Yeah. >> Um so but that's a good um I would say
structure we can provide um looking at the calendar for a second date >> uh June >> I would suggest if I can cuz I my availability is Monday June 8th between 4 and 7 p.m. I have >> all the time.
>> I can make Monday June 8th at at uh starting at 4. Yeah. Um >> I just have to calling hours that day. Let me just look and see what time the services are. >> It's 6:30 now. But >> I have Yeah, I think I put on my I just
put a range on my phone between Let me see when the phone are. >> I have 5 to 7 calling hours. So, as long as I can make it during >> I think we can >> we can do that. Um because I have to go pick up my dad. >> You know what? Let's let's start at 4:00
and if we need to >> Why don't we do between 4 and 6? >> Yeah, 4 and 6. >> 4 and 6. That way you'll have an hour for calling hours. That's fine. >> Let's do a 4:15 interview and then a 5:15 interview. >> Yep. And that's Yeah.
>> And then if we if we go over then cuz the 5:15 interview would end at 6, >> right? >> Because we should again we should stick to our 45 minutes as well. Like it's up to us to keep the interview strong and moving. But also I think it's up to us to tell the candidates at the
beginning we expect this interview to be about 45 minutes. So they understand that for each question we're expecting a minute or two, you know, we're expecting >> and we might end up with one. You more people might be able to >> we might have everybody done on Friday. >> Yes. Yeah. That would you know and that and just telling the clerk that our goal
is to get as many on Friday if we need. So let's do let's do 4 to 6 to schedule interviews. So we'll schedule a meeting for 8:30 on Friday and then a meeting for for this committee for 4:00 on Monday with the intent to schedule those
interviews at those times. Yes. >> For HR. >> Yep. It's a motion to schedule interviews uh for uh beginning at 8:30 a.m. on June 5th and beginning at 400 p.m. on June 8th.
>> So moved. >> Second. >> Motion made by councelor Max, second by councelor Kazinskus to schedule the following interviews. Is there discussion? All those in favor? I >> against no. >> Motion passes. All right, interviews are scheduled. Uh the last item on our
agenda is the discussion of remaining steps in the clerk committee process. Uh similar to the auditor search following the same playbook, we'll we'll hold interviews with applicants. Um we will determine, you know, like we just said,
if if we complete the interviews in one day, we'll we'll do it in one day. There'll be a little bit of flexibility, but I think it's important we laid out >> the process for the interview days. We'll also uh meet to I think this is very important our committee's purpose is to provide a recommendation to the council. So we'll have an agenda item to
for an item of a recommendation of a city clerk candidate for election. Uh our committee will come to a consensus and vote. That'll be our job and we will bring that to the full council um for an election to be scheduled um depending on
our current clerk's uh departure date. So >> Okay. So I would um Thank you. So I would suggest um just looking at our calendar um so when we have the interviews for auditor and it doesn't need to be this way for this one
but for auditor we were at the end of the last interview we we recessed just to because we just done a bunch of interviews and then we came back and we were ready to discuss we made it on the agenda we could discuss the applicants if we were ready we were
>> everyone nominated someone we voted and that was our recommendation and that was it. we were good that night. Um I don't know if it's worth scheduling a meeting on Wednesday. Um um that would be the 10th like in the morning for us to meet again if we
needed to. If we don't and we end up making the decision, you know, after our last interview, fine. But at least if we needed a couple days for whatever reason, we could have a couple days and then we could meet again and make that decision. If we don't, we make it that night, we're good. Um because I would
say for the council meeting on the 15th, yes, >> we should have a recommendation and even if um even if our current clerk is um you know leaving on a certain date, our recommendation as we recall from you know previous hirings can be for the
clerk to start as of blah blah blah date. Like we give a date so that election >> starts them on that date. So if it's July 2nd, if it's August, whatever it is, >> um that date is so we just have made the election, it's done, we could get the person moving off, make the offer, make
sure they accept it, all the things. And then in between if someone >> doesn't take the offer, we also have time to go back to the drawing board and do this again before the clerk, you know what I mean? >> Oh, that's a factor. >> We give ourselves some time. Um so that's what I would suggest. And then
also at the other meeting um at the auditor meeting at the end we made the motion so that the chair could approve the minutes on his own after the meeting so we didn't have to meet again to approve minutes and then again do approvement and do all these things of
that last meeting. Um so I just would like that to be sure that gets on that should be on the agenda for these interviews like >> agree >> just do a full agenda. Then we'll go through the full agenda so we have it so we're able to discuss it if we need to. I would do that for both of the interviews dates um depending when they
get scheduled just because again if Monday gets scheduled we don't need it. We cancel it, right? >> But if Friday gets scheduled and and everybody's on there then we're good to go. >> Yeah, I think that's a great suggestion. We'll add to those agendas >> because that worked out very well. >> We had a bigger search committee for
that too. So it worked great. So >> let's let's do that. We we'll have the fifth and the eighth and there'll be an agenda item at the end of those meetings to recommendation and if we don't have one we'll just say more time and you know it goes to the next meeting and for the clerk's purpose we'll also book a
meeting on the 10th just to have it booked can always cancel it but then we're not scrambling to um in fact it would actually be too late >> the 48 hours right because of the agenda and the 48 hours if we were to meet on the 8th and we needed to meet on the 10th we're already within 48 hours these
are the unique constraints that this committee has to work with, but the city clerk position is extremely important and that's why I think we're we're doing well by getting ahead of some of these these issues. Um, any other discussion on remaining steps? I think council businesses thank you for I was going to ask for like if you guys have
>> recommendations that and and I think it's important to the approval of the agenda so we don't we get there on Monday or on Wednesday so we don't have to rec >> close it out >> convene for that >> and and if we have so if we do a meeting on Wednesday the 10th just to schedule if we do need to have discussion about
the applicants then um is everybody good for like 10:00 a.m. >> 10 check >> yes I am. >> Yeah I can make 10 a.m. >> Okay. So, so you have that too. And then the other thing too is I would suggest cuz I didn't look at it, but and maybe talk to counselor journal just
process-wise, but like whatever that last agenda was for our last meeting on February 5th of the auditor committee, just see what that agenda was and those interview agendas because it's pretty much the same >> thing. This this process happens to be in alignment with what that process is. Um, and then my only other thing is for
the HR director when the or for when HR reaches out to the the people we've chosen to offer interviews to, I think it's worth offering to them like, okay, here's the um here's your interview. We're going to schedule your interview. Now, from here on out, just, you know, so you're aware the council does plan on
making a recommendation at their June 15th meeting. That is subject to change, but that is their goal. And so um what that is is that is an election. So you are subject to you know what I mean >> council approval. >> Council approval and also your interview
is public when you are these are recorded interviews that are on the city's YouTube channel they are in public so that they know like if they have a current employer or something that they didn't >> tell or whatever. >> Right. Because as of right now they're a number. >> Yeah. Your name will show on our agenda
as it's public. It's I mean from the applicants we have I think they would know that based off of a lot of their experience but I would every town and city can do this differently but most of them do it this way. However, I would make sure they knew that. >> And then um I would also at that time have the HR director request three a
minimum of three professional references. >> Yeah, we need to get three professional references that and let them know that we will be vetting those. >> Um and those may be other things she kind of already said but we did have to do that for auditor. We had to ask for references and I just clearly usually
people give references that are going to give good references, right? But if we don't do it, it's on us that we never did that. So we have that to me that's a really important piece of it. >> Any other discussion? >> Uh I just think it's prudent that we get to the human resource director today. I believe she's on vacation next week.
>> Yeah. And we have we've connected on next steps as well for her assistant to >> Excellent. Okay. I just want to make sure. >> Absolutely. Yeah. >> So with thank you the committee and with that I'll entertain a motion to adjurnn. >> So moved second. >> Motion made by councelor Mac second by councelor Kazinskus to adjurnn. All
those in favor I. I. All those against no. Motion stands. We stand journ. Thank you.