Bean time I call the special search committee for the city clerk meeting to order. The clerk will call the role. President >> present. >> Present and council >> present. >> Thank you. Announcement of open meeting recordings. Is anyone recording today's meeting?
Item one, review and approval of meeting minutes, 2026. May 12th, 2026. >> I make a motion that we accept the minutes as presented and wave the reading of them. Second. >> Motion made by councelor Max. Second by councelor Kazinskus to wave the reading of the minutes and accept them as
presented. Is there discussion? All those in favor? I >> I answer no. Motion passes. Item two, discussion questions for city clerk interviews. Um in front of us, councelor Mack had provided a copy of questions. I
also uh drafted some questions to consider. >> Council, we come well prepared. All right, let's go through uh councelor Mike's question was first we can just read through there's not a
ton you know 17 I have five councelorins has 10 so yeah let's go through them >> and what I would consider for the committee is >> why don't we read through them and then we can just circle if you'd like one and then we can go back and highlight Right.
>> Yeah. >> So, >> um, do we want are we going to take a few are we going to recess or just take this time now to just do it? >> I don't care either way. It just doesn't matter to me. >> Take five minutes. So, while folks finish reading up the questions, councelor Mac, I think uh I think we'll see themes that Mac
>> Yeah, we do. We all do. >> I'm reading through. >> I'm seeing questions that Yeah, I have a question similar to that. So, maybe it'd be a good idea if we um we keep moving forward through the other questions and then we come back. >> Yep. No, I think um actually this is if
we just take uh yours and council kazinskus'. I think they they cover a lot of these and they're just rephrased. >> Yeah. >> Um >> uh I I I'll go uh council actually I like all of coffee to I like all of
yours. President Harris. I agree. >> Okay. So I think we should keep those five >> on councelor Kazinskis. Uh the only uh I'm trying not I'm trying to make sure that you >> we're not duplicating too much.
>> So I I was going to I was going to delete three in in seven because seven I don't know how much of that actually happens. >> All right. So just going through three. Tell us about a time you had to
interpret or apply complex laws, regulations or policies. What was your process and what was the outcome? >> We don't want to say these out loud. >> You want to say copy three? No, because we're being recorded and watching the meeting and I see the questions. >> So say copy three number three.
>> Correct. Um but you you just said you wanted to get rid of that. >> Remove it. I want to remove that one. >> So that's to remove. >> Okay. And then um I I wasn't sure if on council consensus
number seven how much of that actually >> Well, I think with that one it's just um the part about >> if you if you take out the contracts part I think the other two things >> Okay. All right. That then that's what I Okay, that's fine. >> So just contracts like and in there or
something. >> Um I think same thing with eight. Um if you remove the resident part >> kind of just just the beginning the situational piece and kind of remove the
other because I don't know how it will pertain to people. >> So just stop after involving period or I'm sorry delete the rest of it. >> Yeah, that's a good question. And that was on mine too. So that's great. >> I was going to say there's always so
much overlap. Yeah. >> I think I just tried to come from too if we had a person who whether they had been a city clerk before or assistant city clerk or something like I didn't want to say specifically as a clerk because there might just be other customer service.
>> Yeah. Experience >> or there might be other applicants who worked in a clerk's office or a town you know that >> and I was thinking it applies >> with my questions. I was like, "All right, what about somebody who's like uh a secretary for a board of directors or something like that, >> right? So, >> right, >> something different.
>> Um, your number 10 in coffee 2 on on President Tyrros four are are pretty similar. So, I just wasn't >> Okay, look at four and 10. So, which one we want to go with?
Yeah. I think 10 kind of frames it a little better without >> Okay. >> Um >> I think it's I I like the detail of number four. I just think it's more leading. Not to interrupt. I think it's a little moreing and or it's a little
more intense and I just feel like I want to keep it more like open so they know how to answer the question. I love coffee, too. >> Mhm. Um yeah.
>> Um we were just comparing four and 10, right? So I think they're so similar. Why don't we go with 10? That way we're not kind of double >> asking. Um I think five is important on copy two. >> Yes, I do. >> Um so we'll go with 10.
>> Just underline that. >> So my other question on copy three is number three. I think that one >> I just deleted it. I just don't because it is it's too broad and there's too much involved. You're
>> copy to number three has a little bit of that too. So it's >> I like I like the the Yes. I like the the verbiage very much on that one too. I'm going to circle that one. So copy two number three. >> Yeah. >> Would you agree with that one? >> Yeah. So we have we took out on copy
three number three and we just did some cross outs on seven and eight and on copy two we just took out question four. So that leaves us with 13 questions. >> Like to get that down a little bit. >> Yeah. >> I think we should do like 10 questions or less.
>> Yes. >> I think we're trying to do like a 45 minute to an hour with this person at the absolute most. And so my suggestion would be is there like three or three of these or four of these? There's nothing wrong with doing second interviews and reserving some of these.
>> We can do we can do that if we have like if we come down to two candidates. >> Maybe we can decide better once we go through the applicant pool, you know, like how we want to do it. Let's just let's just maybe pick the questions and then once we talk about applicants then two and two and two are the same.
>> So two and two are pretty similar. So whatever. Yeah. I like the I like the um completeness of of copy 32 because I think the entire >> cycle is from beginning to end is important.
>> I also tried to take words out of the job description that they would have already met. It's like you're expected to already have if you apply for this this is in here and again people with correct experience are going to know but that's kind of I try to match those things. Um, I think one thing, um,
can we actually, um, I'm trying to think if we could combine somewhere six and four on copy three. Copy three. Yeah. We could also make it a two-part question.
>> And I'm I'm questioning number one. It's very specific to those items. And if they don't have experience with those items, that question is going to be null void for most of the applicants. We'll just drop >> straight number. >> So your copy copy to one really
>> well. Yes. I feel like this one is could be open to multiple I think. Yeah. So I I take off copy 31. Um um yeah, it's it is it's too specific. >> And are we uh was it copy two? Sorry, copy three.
Uh two we were keeping on >> keeping on copy three. >> Yeah. And we're taking off copy two too. >> Got it. >> Okay. I just um I'm just trying to find a way we could two on copy three, four, and six.
>> Yeah, >> that would be that would actually be 10 questions. So, if we removed two and four from copy two, that's one. That's three questions there. And then removing one, three,
>> oh, never mind. We kept 10. So, 11. Wait. One, two, three, five, six, seven, eight. >> Oh, I We're on 10. I have 10. >> On copy two, what are we keeping on? >> On Copy two, we're keeping 1, three, and five. >> Yes.
>> Okay. On copy three, we're keeping 2 4 5 6 7 8 9 and 10. >> Okay. So, we can probably combine 5 6 9 10 11. Oh, 11. So, if we can combine So other than that is number seven.
>> I think seven could fold into four without too much. >> See? >> Yeah. Trying to pick out the verbage. >> I think seven is important to touch >> especially at the beginning on what the experience is with that. >> Yeah. >> Um cuz that's a huge part of the role.
>> Oh, I'm sorry. I was reading six. The sorry six could fold. Gotcha. >> Six can fold into four. Okay. >> And I think six might also be covered a bit on copy two's number three if we just add Actually, it's in there. >> It is in there. >> So,
>> so why don't we do I mean >> we could probably just say >> I think we we can just I think we just keep three and >> get rid of six. >> Delete. Yeah. Sorry. We're >> apologies for speaking. I think seven stays. That's a good one.
>> Um, can I just And then can I just take from six? Um, and can we just add some verbiage in here about from the first sentence >> to number three? >> Yep. >> Oh, copy too. >> Yep. >> So, >> yeah. Let's see where that fits the
first sentence. >> Yeah. Just kind of this because it's a statement. >> Mhm. >> Yeah. So, we'll take that. And at the end, I always like to ask time frames. Um, you know, if they're in a current position, how much time would they feel they need to give? Um, what is
what's their timeline? What's our timeline? >> Um, our timeline is more of a statement, but I would like to ask them what's if they were to be offered the position, what's your timeline look like? if you have standard HR questions because I mean it is uh July 2nd is um when
there's a vacancy that occurs. So >> um I think the next meeting is the 5th of the first Monday in July is when is that date? >> The first Monday in July >> is the 6. It's it's like Yeah. >> How close? >> I want to say it's a six.
>> Okay. >> It's fairly close after. So >> it's a six. Fair question of when would you be able to um be available for July 6th. >> That's the first meeting. >> Okay. >> So, >> I would also um what I would say too is I would ask them to submit um anyone
that we ask to bring to an interview. I was to ask them to submit professional references if we don't already have them. I have at least three professional references and I want us to check them. >> I can do that when I set up the interviews with the dates and all of that. >> Yep. I would just make and then also give them which I think we've done in
the past. I think this is what we did with auditor too is like we also make sure they just know what the next steps are like so next you're going to hear this we expect this so like every page you don't want to lose people in between and you don't want them to get conflicting information later on that way we're good. So, >> absolutely. Yeah. >> Yeah. You want them to understand it's
an election, not a offer letter. So, >> yeah. Yeah. It is there. This is all this is all public. >> It's like when they're interviewed, it is recorded. It is public. Um I would expect people to know that who've had public, you know, town experience or whatever. But if they don't or
municipality experience, if they don't, that's fine, too. But, >> um >> I did too. >> Yes. So, I think when I called them to set up interviews, I had a couple pre-screening questions that I said, "Are you aware this is publicly open? It's recorded. It's I I can do the same
thing." >> I would too. Would you would um coun president, would you be okay with that, too? >> Yeah, we should pre-screen. >> It's just um >> so when when we did auditor, it was the question that was the information she gave through the same exact thing. Y >> honestly, that worked out. It was very smooth.
>> Okay. Um, do I mean I'm willing to if you sent me your documents. >> Yeah, I'm willing to do the cut and paste. Yeah. Okay. And the edits. >> Um, but do we do we want to discuss the orders of the questions now or do we
want to wait till I bring that draft at our next meeting when we discuss um applicants? >> Good question. What do you think? I I'm fine with um >> I can I can try to put them in what I would think would be I think a chronological order. Just your discretion just All right. If you both
send them to me, I will I'll do the cut past for you. Okay. >> So, we have just Sorry. One more time. So, we have copy two. We have one three with a line from the copy three number six. So, like the first section is on
top of number three on copy two >> and number five on copy two. Copy three. It is 2 4 5 7 8 9 and 10. >> Right. With seven having >> one word crossed out.
>> Yeah. One word crossed out >> and um having >> ending the sentence after situation and crossing out the remainder. >> Yeah. And keep in keeping the question at the end starting with how. >> Mhm. >> Yep. I'm good with that. >> Okay.
Um Okay. Any other discussion or questions for the interview questions >> would you mind giving an applications update? >> Yes. Um, as of this morning, we have 40
applicants. Um, I shared this morning a link um to the three of you that has all the applicants numbered. Um, and I can leave up the posting and see what comes in or I can remove it. It's up to you. >> Leave it up. >> I would leave it. >> You might as well leave it up. I think
uh 40 applicants is great. Um, I guess we'll be spending our long weekends looking through. Uh, they're numbered for the public to be aware of. We're not allowed to see the names of who submits um an application. It's part of our >> We can see the names. We number them so that in these meetings, we don't say
their names. >> Thank you for that clarification. We um publicly do not say the names. Yes, that's that's right. Um so uh that's just part of the process of why they're numbered so that there's a bit of um protection for anyone applied. Uh if they're selected, we'll obviously um
coordinate next steps towards director Morris and be posting a meeting publicly for uh our choice just like with the auditor search um of narrowing down that pool to uh who we'd like to interview. So >> and have you discussed how many you're
narrowing? So, are you three picking your top five and seeing if there are any that match? Have you discussed what that looks like for you? >> I think we could do that now. >> I I'd like to discuss that now cuz I again I'd like to mirror what the audit auditor search committee did where everybody came.
>> We took five. So, what I would say is um and I'm literally just recapping what we did with auditors. So, councelor Mac and and director Morris, correct me if I'm wrong. Um or if I misremember. Um, so we came here, we all we had access to the folder, we all brought them here and we
were ready to say these are my top five by number and then we decided on those top five basically and then this is what I don't remember is from there you reached out and and we got three like the other two didn't want to interview
or you couldn't get a hold of or they didn't respond to you. Correct. I think we had two that did not respond to the other three responded and those are who came in for interviews. >> Okay. So my question from there then is if we get five are we interviewing five and then narrowing down or do we want to
leave that open to say if we interview five and we know that there's one we're good or do we interview five and say let's narrow down to do a second I want I want the applicants to know to do about a second round. What we did for the auditor is we had we interviewed the top five, but if something happened, we
had like a six and seven, you know what I mean? And but when we into when we did the five, we just went with the three >> and we there was no discussion about doing a second round interview at that stage. But >> I don't think we should totally leave
out a second round. I mean, interview >> option. We can probably plan as much as we could, but we don't know until we get to an interview. So maybe we plan on following the same process where we each come with our top five pick. We pick whatever number that is that because we could have five disperate. We could each
be picking five different people and then we're kind of at an impass and we'd have to figure it out. So um let's do that as the next step. Pick five. Plan on uh selecting a number from our five to an interview. It might be five, it might be three, whatever it is. Um
having director Morse coordinate with interviews will bring those initial round through. And if the interviews go well, we'll recommend someone. And if they don't go well, we'll look at the pool and pick, you know, do the same exercise again because we might get more applicants in that time too,
>> right? >> So, >> I mean, I would say just so that the applicants know though, when we say we're going to have you come in for an interview, I want to be able to tell them we're going to do a second round as well. You know what I'm saying? Like, or or we or we can we don't have to make it definitive. We can say there may be a second round. I just don't I don't if I
were an American, I would I just don't want to I want to have it together. You know what I mean? >> I wouldn't I wouldn't say right off the bat there will be two because if it's very clear if you interview three people and one stands out way above and beyond, why waste everyone's time at the second interview when you know you don't need
one. So I I wouldn't have your head set on on two. >> Some people don't make it to a second interview either. So, >> well, that's what what I'm saying though is like I want to be able to tell them we're doing two round like if so if we have five if we and I'm not trying to complicate it but I just want to make sure I understand. So if we have five people and cuz cuz for auditor we did
have five people but only three of them chose to interview with us cuz they didn't respond to your re outreach. So we kind of just ended up with three where we didn't really need a second round interview. You know there wasn't like two that we were like it was clear to us. So, like I just I don't know how
we just voice to the applicants and we say to them like we you know, you know what I mean? Like um I would like to invite you for an interview and we just leave it at that. >> Yeah, that's we should leave it at that. I think it's if there's I would say if
it's a unanimous decision and everyone agrees this person is who we'd like to, you know, make the offer offer to, um there won't be a need for a second interview. If we are not in agreement, then there's potential for a second interview. >> Because at first, you can't really say it. You just say it.
>> Exactly. Got it. I just needed that clarification. >> I I I think Director Morris can also explain when she calls these applicants, too, that uh it is a it is a kind of a unique weird election process that we could recommend somebody unanimously and they might not get a majority vote of
council. So, it's it's kind of >> right. That's what we do with auditors, too. We are going to get that. >> It's a unique situation >> when we got there. >> Yeah. So >> I and I just want to say with the auditor um when we were working on the questions, we had the first round of applicants and we asked Director Morris
to repost it. >> Mhm. >> Um there were five of us on the committee. The applicant that we all were in favor of was from the second round of the posting, >> you know, and for five of us, it was actually the only thing throughout that
we were all in agreement. So something's just happened, you know, we know what we're all looking for. And I think that you know we we will as a group see it when when we you know notice it when we see it >> and recommend that you know that's the
best person for us. So >> okay so we we will come back with our top five for >> are we going to make the appointment uh the meeting date now to go over the uh applicants? >> We'll schedule that separately just to to look at schedules as a holiday next
week and things like that. So, um, we'll do that next. That'll be our next meeting. That was >> great. Thank you. >> Having our our list of um each of each each bringing our list of our top five. >> All right.
>> And um I and continue to So, if we start over the weekend, if there any other applicants, will we automatically see them or do we have to wait till Tuesday? You will upload again and let us know if there are more. I can certainly check over the weekend.
>> You don't have to do it over the weekend. I'm just saying on Tuesday if you just want to like send us an email. >> Just send us an email that we're in. You know, because if I do all the work over the weekend, I don't want to miss anybody. >> Yeah. Do that. >> Yeah. Oh, there's 10 more. >> Okay. Thank you. Or even make like a se another file, you know what I mean? Like
as of >> whatever, May 22nd, blah blah blah, and then as of then that way you don't have to like decipher. Just get there. Here's another >> do whatever you want. I just I get what you're asking. >> Yeah. Okay. I just don't I don't want to miss anyone. That's why I don't want to
think that I'm done and and there was a whole another >> anything else for the committee. >> No. Make a motion that we adjourn. >> Second. >> Motion made by council me. Second by councelor Kazinskus to adjurnn. All those in favor I. I. All against? No.
>> Motion passes. We stand. Thank you so much.