All right. With the time now being 5:00 pm, uh, Wednesday, January 28th >> at the Gardener Police Station, um, I'd like to call the appointments committee meeting to order. If the clerk would call the role, >> council, >> present, >> council,
>> present. >> Thank you. All right. Um, we have reading of the minutes of prior meetings. There are none. Interview of the following appointees. Item no 11628 measure confirming the
mayor's appointment of Greg Dumis to the position of conservation commission member for term expiring August 21st, 2028. >> Hope I get the job. I'm a little nervous. Uh report from the mayor. >> Thank you very much, Mr. Chairman. Mr.
Dumis has been serving as the chair of the conservation commission for several years now. He's been on the commission for several years. um honestly someone who can just have a quick candid conversation about what the realities of the situation are, the project that's going on, uh the impacts of the project, not the impacts of the city that I would normally be looking at, but from an
ecological standpoint and everything else in between. Uh he's someone who really cares about the city, someone who really has the city's best interest at heart, especially as a local resident. Um I've been very impressed and blown away, honestly, uh with the conversations that I've had with Mr. Dumis and seeing the videos of the meetings that he's run and overseen. Um,
I couldn't be happier with the job he's done and happy to put him forward for reappoint. >> Awesome. Thank you. U, Mr. Dumis, would you like to introduce yourself? >> Yeah. Gregory Dumis, chair of garden and conservation. I think I think I've been on for 17 18 years and chair of about 15
years. I'm a licensed builder as well. So, it's been been fun to work with the city and the mayor and everybody here. >> Awesome. Awesome. Thank you. Um, Council Haven, >> questions. Thank you. First of all, thank you for all those years of service. It really is invaluable, I
think, to the city, uh, and what we do here. Couple just questions, you know, is there anything in particular you're proud of from your time on the, you know, commission? And then how do you sort of approach, especially being a builder, that line between conservation and economic development?
>> Yeah. Um we've protected a lot of land in the city uh over the years and also um worked with the city on some of the reclaiming some of the lands and um maintaining that you know the lands around the water and the drinking areas
and um the forest and um I think the way we approach things as a conservation commission as a whole uh we have a lot of people with a lot of vast knowledge and we kind of put that together. So sometimes if the project comes in and is presented one way, we try to work with them the best we can to make it work and
that's always, you know, that's probably our biggest challenge and we have strict bylaws and then the city ordinance. So we try to work within that those guidelines and try to make it work and most of the time we do, but there's times that we we can't. >> Thank you so much. That's it for me for now.
>> Thank you uh council consensus. Any questions, comments? >> Thank you. Um thanks also for your service. I I echo the um sentiments of councelor Hegelan and I thought he asked good questions I would have asked uh particularly considering the number of years of uh service you've given and the
experience that you have. Um I've obviously worked in a couple of different capacities since I've been at the city as well. Um, so I really appreciate the work that you've done and um, you know, like you said, the adherence to the bylaws, but I do appreciate I think one of the best practices of our conservation commission
is that you are willing to work with the parties in front of you um, to make things work. we I think have a seems like it's an underlying policy being firm but fair with the commission and also um you you just have rules and regulations that you have to follow and I think it's very evident that the
people who come before you are very clear on what those are and what your responsibility is um and those relationships are just really important when we have things that um come up in regional related situations and regardless of what people's opinions are or what the matter is there are um there
are guidelines that need to be followed and I think you do a great job of upholding that. Um so thank you again for your service. We appreciate those those practices. >> Yeah, that's it's hard to follow those ordinance but it's you know can only quote what's on the ordinance and we do the best we can to maintain that and
sometimes we're challenged and we present as best we can. If we need to bring a a third party engineer in to support and assist, we do so. So try to be fair and listen and work with them as best we can. And and if I may further uh chair in on that too, I think one of the things when someone's coming to do a
project, whether it's strictly conservation related or it's building or whatever, it's it's really important for the community to be welcoming to those kinds of things and for people to know that gardener is willing to work with them. But I think in the end, again, evident by the work that you've done and the the commission, it's very clear that
the party will be very clear on why something could happen, couldn't happen, or what needs to be changed maybe in the future and you can revisit the conversation. Um so really appreciate that practice. Mr. Thank you. >> Um, Mr. Dumas, I just want to go ahead and say uh thank you for everything that
you've done. 16 16 years. >> Yeah, something like that. >> Yeah, you you just >> I think Duncan's got you beat by a few years. >> Um, you know, um, even with 16 years, I I I feel like, you know, like with my job, I've been there 21 years. I I feel
sometimes I feel like I know it all. You know what I mean? I don't need to learn and everything else. So the fact that you're doing ongoing learning things and such like that's that's amazing you know cuz you know today's day and age you have to keep up with what's going on because the switch is every
um whether it's town ordinances technology things and such. So you know I just want to say thank you. Thank you for wanting to say >> happy to do it. >> That is all. So thank you for your time. >> Thank you. >> Thank you. >> Thank you. >> All right. All set and um set.
Good to see everybody. Thanks for coming for the next couple. >> Good to see you. >> Good to see you. >> Just Mr. Chair, too. Just um >> Yes. Just want to clear that. >> Yep. >> All right. So, just um just to let
everyone in the room know, um today is the day that we're going to go ahead. We're going to interview you guys. um all the appointees that were appointed um by the mayor and in which we're going to go ahead we're going to interview you today um on the next appointments committee meeting we'll go ahead and go
look at having a discussion and in which you guys will be added to the next city council full agenda um if recommended. Um so I just want to go ahead and go let you know that's when you'll be sworn in things as such. Um, is there anything that
>> if if you're voted if your appointment's confirmed by the council, then you would get >> if you're recommended um by us to go ahead and go in front of the full council, that's when you'll be voted in um sworn in and would you'd like to go ahead and have your family members in there.
>> All right. So with that being said, our next item 11646, a measure confirming the mayor's appointment of David Or to the position of conservation commission member for term expiring August 21st, 2028.
How are you? All right. Um, report for the mayor. >> Thank you very much, Mr. Chairman. Mr. Or served for just about six or so. >> Oh, man. Okay. Um he got appointed by the previous administration to the uh conservation commission. Um he's got a
very impressive background as a forest ecologist at Harvard University uh holding a PhD in ecology from Pennsylvania State University. Um and I mean when you're dealing with issues of conservation uh in the different projects that we have around the city,
that's a vital perspective that you need to make sure that we're protecting our natural resources. Um I I honestly back from when I worked in my previous role as an executive aid in the mayor's office, I was impressed with the work that he put in with the um uh Amelia property, the Alaska property, and everything else that is now made park um
and working to make sure that that stayed uh conserved and protected in the city as a natural resource that we have. I'll let him talk a little bit more about his background, but I've been very happy with his work on the commission and happy to put him forward for rearton. >> Thank you, Mr. Orwick. If you would like to go ahead and uh introduce yourself.
>> Yeah, sure. Dave Warwick. Um, longtime gardener resident, worked at Harvard Forest for 30 years and so do a lot of work on old growth forest and then pleasure to be on the conservation commission to help guide some of the conservation and also making sure
development's done in an ecologically sensitive way. So I went and looked it's my notes were right here and I just didn't look down quick enough. It's 2014. He was originally appointed. >> Awesome. Um, council questions. Um, council he sure >> again. Thank you for your dedication and
service to our city uh through this role in this capacity. Similar questions uh you know is there anything in particular you're excited about that you've done any projects um that you want to highlight? Any changes you think we should be considering as a city uh based on your your role and experience?
>> Yeah, I mean I'm proud of the um the work we did to on that Amelia property and Alaska's property. Those are big conservation blocks uh in the city to help connect other areas. And then the other thing I'm proud of is just making sure that development's done in the
right way. You know, protect wetlands, protect vernal pools, still can allow for development, but got to be done in the right way. So, I think those are the biggest things that I can think of. >> Great. Thank you. >> Yeah. Thank you, Council Kasinsk. >> Thank you, Chair. He's um same as
question pretty much as Mr. as councelor Hagglin. Um and I share the same sentiment as um with your work on council from um my comments about Mr. for doing this. I think you all do great work. You work well together. Um and I appreciate the service that you've given the city for all these years. Uh it's
it's just wonderful to have people who want to be engaged and involved and bring their professional experience and their own interests um for the best interest of the city. So I really appreciate it. Thank you very much. Glad you're back up for reappoint. >> Yeah. Thank you. Appreciate it. Um thank
you um Mr. Orwig for everything that you do. Um it 12 years. It's a Still more than that, right? 12 years. >> All right. Um, >> again, today's day and age, it's hard to be anywhere for that long. So, um, your
ongoing uh, support of the city um, in this capacity is definitely a great thing. I feel like the whole conservation and uh, as a whole has a lot of experience in it, which is great. Um, so you make our job a little bit easier as well. So, um, that's all
really I have to say. Thank you for everything that you do. >> Yeah. Thanks. Proud to be a part of it for sure. Awesome. >> Thank you. >> Thank you so much. >> Thank you. >> Thank you very much. >> Thank you. It's good to see you. Oops. Sorry.
>> Thank you. Appreciate it. Item 11654, a measure confirming the mayor's appointment of Duncan Burns to the position of conservation committee commission member for a term expiring August 21st, 2028.
>> Saved the best for everybody. >> Good evening. Report from the mayor. >> Thank you very much, Mr. Chairman. Uh, I'm sure we're all familiar with Mr. Burns and his work on the conservation commission. I've been very impressed with it. Um, always attending the different site walks and the different site visits that the commission has
done. Always asking them, you know, questions that make sure someone if they need to be put in the hot seat does get put in the hot seat. The when you're dealing with issues of conservation, you want to make sure it's done in the right way because it's easier to prevent something than to go back and set something back the way it used to be because you just won't get it the same way again. And making sure you ask the
right questions up front, make sure that you avoid those situations. Um, and that's something that, you know, Mr. Burns has always been able to do. He is a former local business owner through his locksmith shop that he used to own here prior to his retirement in Gardener and he's been no stranger to the community. Um he really has gardener at heart and makes sure that we keep doing
things the right way and protect the environment that we have here too. Um I'm happy to put forward his reappoint. I think he really does a good job making sure that we stay in check and make sure we're doing things the right way the way they're supposed to be done. >> God, you're all right. You're my friend. >> Yeah, thank you. >> Mr. Burns, if you'd like to go ahead and
u introduce yourself to those that don't know you. >> Well, my name is Duncan Burns. I've been on the commission for 35 or 40 years. First time was seven years. I was a commission then, a chairman then. Was a lot different than than today, you know, but I've always enjoyed doing it.
Sometimes I uh sometimes we're we're we're the we're the police of of you know and that's not none of us like to do that but sometimes you have to step on people so we try to do it easily and I've always said that when somebody comes before us
we kind of start out with zero you know and we we work from there and but with the with the laws today the way they're written today it's it's it's more to to to advantage of the city than anybody else, but we work with people and we, you know, I think we've got a
good reputation for for working with people, you know. >> Thank you. Um, council questions. >> Thank you. >> Um, no particular questions. Again, just thank you though for everything you've done for the city over those many years. It's good to know that our forests and
wetlands are in good hands. >> Uh, and we really appreciate your service. >> Yeah. Thank you. >> Thank you very much, >> Council Piscus. Thank you, Chair Heath. I echo his sentiments also um what I shared about um the previous two commissioners. I think you've done a
great job. I appreciate all of your time and years of experience. >> I'm not sure how retired you really are. I don't think that's I don't I don't you think of talking birds, I don't think retired because you're very busy. Um but we appreciate your time and the number of years that you have served on this
commission also brings along with it a lot of institutional knowledge. So, like well, you said there's been a lot of change since you started on the commission. >> Um, knowing what that change is and what that timeline is is something that is really valuable to the different council's committees, commissions for the city, as I I'm sure that you know.
Um, and so to have that is it's it's like gold, especially for someone as as committed as you are and who genuinely wants to be, you know, part of doing good things for the city. So, we really really appreciate you still offering your time to do that. >> Well, I appreciate your time. >> Thank you. >> Thank I mean, this the city council has
changed an awful lot over the years and the uh the things you have to deal with. Sometimes you have to say no and that's hard and you know don't want to over >> sometimes saying yes is hard. >> Um so yes um Mr. Burns I just just for clarification and for the record, how
many years have you been? >> Well, I think it's like 35, >> but I'm not sure. The reason why I ask is because in the U report for the mayor, he said many years. He didn't really uh get into a number didn't go back that far. >> Yes.
>> Um you know, so I just want to say thank you. I mean, 34 years doing this and then obviously at the lock before um business and everything else. So, you know, like it's great that you want to be a part of the city still at this capacity. >> And um you know, like you said, policing
the conservation. I can only imagine especially with >> in my word I have a lot of conservation land and I know how that can go ahead and be. So I appreciate everything that you do. Um >> thank you very much >> and um yeah thank you for >> wanting to still go ahead and
>> you know continue to serve us even further. So um I do want to put on the record um and I should have said this before that each of the positions are second positions. Um um I just want to go ahead and say just cuz I'm looking through everything and I I feel like I
should have went ahead and said that. So thank you for everything that you do and um >> You're welcome and I you know thank you for everything you do. >> Thank you. >> Thank you. Thank you. >> Yeah. >> Sometimes one of these days I have to
quit. But I'm only 84, so I know I got I got I got some more time, you know. >> Mr. Chairman, just one quick thing on um on Duncan. >> It doesn't have your signature on it, Mr. Mayor. >> Oh,
>> it's stamped August, but it's missing that. >> Oh, I assume >> I'm assuming we'll need cuz it's also in the packet unsigned. So, I'm guessing we'll need a new one with a new stamp >> and a signature >> for our next meeting. It shouldn't affect the timeline, I don't think. As long as we get it
>> 10 days before the next meeting, but >> I'm happy to go somewhere at the next meeting because we've done the interview given >> he was here and >> yeah, >> good catch. >> Thank you. >> Awesome. Thank you. Um item 11680, a measure confirming the mayor's
appointment of Jim Bilau to the position of zoning board member of appeals member for a term expiring August 22nd, 2028. Report for the mayor. >> Thank you very much, Mr. chairman from the conservation side of things to the building side of things. Uh Mr. Bilo uh
has a unique background as a former uh director for McDonald's in the region. Uh having overseen various different building projects, expansion project, uh business operations projects and things of that nature, which I think is very important insight to have when you're looking at the applications that are
before the zoning board of appeals. If you're in front of the ZBA, you're there for an appeal. it means that something happened with the code that made it so that the project you uh want to do doesn't fully fit what the city zoning code is, but that doesn't mean it's not in the best interest of the city. So, you look at the breath of options that you have available for you under the
different various variants and special permit processes in the general laws that make it so that you can have, you know, your reality happen even though it might not fit the specific letter of what the zoning code is. And having someone who has that business background, that expansion background,
that operations background on that really helps find the nexus between the two of those uh items and how a business can move forward and still fit within the spirit of the zoning code even if it's not to the letter of the zoning code. And I think that um when Mr. Bill reached out and expressed his interest
in the zoning board, um I thought it was a great perspective to bring and I think it'll be a great asset to us here in the city and I'm happy to put him forward for his new appointment. Thank you. Um, Miss Bilo, if you'd like to introduce yourself. >> Yes, thank you very much for having me here and uh the opportunity. Uh, my name
is James Bilo. I go by Jim and uh I've been a lifetime resident of Gardener and uh very excited for this opportunity. >> Awesome. Thank you. Uh questions. Uh council Hegel. >> Thank you. Um I have no questions. I
actually know Mr. Bill very very well. um grew up with his son uh Jimmy as well and um so we go way back. I have no concerns. I think you know I'm glad to see you're interested. I appreciate that we're continuing to find new blood to bring to these commissions and boards and committees. Uh I think your
experience um you know in the corporate world is really going to be beneficial to us and I I think you'll be a huge asset to the zoning board. >> Thank you very much. >> Thank you. >> Uh councilinsus any questions? >> Um I have no questions. I'm very um happy about your qualifications. I'm so
glad you stepped forward and wanted to join the zoning board. So, thank you for stepping up. Uh and just for the public watching too, we do get write up some information from the mayor ahead of time that is on record, too. So, while the mayor does an introduction and the
appointee introduc introduces themselves, um just kind of kick off the year with that out there, I just wanted to put that we do have, you know, information about your background and stuff ahead of time. So, um, with some great experience and obviously a lifelong resident of Gardener, um, it's
I think it's really appropriate that you're a part of the board. So, I don't really have any questions. I think it's very clear how um absolutely qualified and capable you are and I'm looking forward to seeing you work on the board. >> Thank you. >> Well, um, I echo um each of what the
counselors went and said. Um, thank you for even wanting to be a part. Um, obviously this is a new appointment for those that are watching at home. Um, and you know, I I do have to go ahead and apologize because I've had you wait a little while to go ahead and have this
meeting. So, I just want to go ahead and make sure that you know that I apologize for the delay. However, um, you're here in front of us now and um, I'm I'm really excited to see the impact that you bring to this position. So, thank you.
>> Well, thank you very much. >> Appreciate it. appreciate. >> Thank you. >> Thank you very All right. >> Uh resations. >> Uh there are a couple of them, Mr. chairman. And there are a couple openings too that I just want to flag
for your attention. Um, our veterans agent Chris Davis is no longer with the city and reviewing the operations of the department. I've made the decision to on a temporary appointment as a trial period. Uh, but I do think she's doing a good job uh promote assistant veterans director Nikki Lavolet um to the
position of director for the uh veterans service department that we have in Gardener. Uh, I think she's going to do a great job. Um but that is coming as a result of uh former director Davis leaving his position with the city. Um our alternate wiring inspector Shawn Donisy uh is has also resigned um just
because of the extended period that we've had that our um electrical inspector Daryl Sweeney has been out um due to the circumstances that took place last year. Uh Mr. Don thought that the workload was too much as he does have a business on the side um and was doing an alternate inspection really just
supposed to be there when the inspector was out on vacation um and filling in when needed rather than being the full-time inspector which has been the case for a while. Uh so he we are uh looking for a new alternate wiring inspector, but it is posted on an interim basis just because until uh
Inspector Sweeney comes back, we want to make sure that one, Inspector Sweeney stays protected uh in his position as he recovers from the situation he went through last year, but also that we're not delaying any electrical inspections that are there. I will say that we are uh in communications right now with the town of Westminster of almost a mutual
aid agreement in which case this was something that was a um priority of mine for later in the year uh in terms of making sure that we have any building projects that they don't get delayed in terms of if there's an inspection that we have that our electrical inspector can't make, but it's available on the electrical inspectors in Westminster's
calendar that they can come here and we can go there back and forth to make sure that neither of our construction projects are being too delayed because time is money in those projects. But in this case, it would actually help us in a situation like this to help cover here and there when needed as we're dealing with uh the overall
um time frame until Daryl comes back. Um that's still something that's very much preliminary uh you know in conversation realm rather than in actual practice realm at this point. But I wanted you to know that there is at least conversations for a longerterm plan so that we avoid situations like this happening in the future. Um we have two
police officers. Uh uh Detective Robert Allard uh retired last week. Um he had several years of service with the department. Um the detective is a specialty assignment, not an appointment within the position, but uh we have now uh Detective Tony Anthony Webb uh who's
taken over uh and is doing very well in the role so far. He is training with um detective um detective coats who uh has also been promoted. That'll take effect on March 1st to the position of police
sergeant. Um that is uh filling the vacancy that will take place on February 28th uh with the retirement of Sergeant Russell St. Pierre uh who's also been with the city for decades. Um, so with that retirement coming up, we've already uh done the interviews internal with the
department. Uh, and soon to be Sergeant Coats will be filling that role. Uh, and Detective uh, Web will be filling his role in the uh, detectives bureau. We are still short with detective as a result of all of that. So, we're going through that process right now with the chief and deputy chief to figure out who's going to be promoted to that
specialty assignment position, but again, that's not that'll be an internal candidate as that's not a separate appointment. That's a specialty assignment. uh with those uh the other uh couple that come up uh have come up uh Dan Fort is going to be continuing to serve as the city's athletic director
but has decided to resign the position of recreation director for the city. Um so we are working right now with the human resources department and overseeing the transition plan for Mr. Fort with the recreation department. Uh and then uh we had two positions open in the local inspector. Uh that's the basically the other building inspectors
that we have in the building department. Uh Timothy Sto and Allan De Antonio have been appointed on a temporary 60-day um temporary appointment process right now for both of those positions and are in training right now under Commissioner McDonald. That's it I have so far.
>> That's a lot though. >> It is. It is. >> You know, uh Allard retirees, >> you know. >> Allerg, you know, both him and coach. So that's um you know good for him. >> Yeah. >> You know and um great for um coach with
the promotion. >> Yeah. >> So um >> that will come after so how the promotions in the police department work is the promotion is a separate appointment. So he'll receive a 60-day temporary appointment. After that 60 days he'll come before the um appointments committee and council for a
permanent appointment as a sergeant as well too. So it's a bas it's a full new appointment is how it's treated as. and he's doing very well at his um in his position considering the news that just came out with him and his trainee on what just happened. Great job. Um
communications from the mayor. That's it really. All right. Um discussion on appointee appointments committee rules. Um that being said, I actually printed up some of the rules. Um, I'm going to hand them
out. Um, I did use your printer as you can see how small it is. I apologize. >> All right. Um, >> getting better. >> For those that are watching at home, obviously we have to city hall has had their complications. So, the printer at
my house is not the best. So, I don't know what that line is at the bottom. Um, but with that being said, if I could, um, like to go ahead and go on recess as everyone goes ahead and reads the rules. Can we go on recess? All right. Thank you. Um, I'd like to
call the appointment back to order. Um, sorry, we had to take a recess to go ahead and go over the rules that I just handed out. Everyone had ample time to go ahead and go read it. And um with that being said, I think the only way to go ahead and go through this, the only right way to go through it is for me to
go ahead and go read it. For those at home, I'll go ahead and go read line by line so that we're all on the same exact page. So if you have any questions, please don't be afraid to go ahead and ask so we can go ahead and um this. All right. Um so to ensure timely,
orderly and transparent appointments process the following supplement rules have are hereby established. Um one annual organizational review at the start of each calendar year. The committee shall convene to one audit the
current list of municipal appointees. Two identify all existing vacancies. Three, forecast all upcoming terms expirations for the year. Are there any questions? Any statements? Any comments
on those items right there as far as one goes, Mr. Mayor? >> Nope. >> Two, um, documentation and requirements. All right. Number one, deadline compliance. strict adherence to required documentation, submission, and deadlines
is required for an appointee to be considered. So, I'll I'll go with um I'll break it down with three at a time. I'll see if everyone's good. So, I'll go one, two, and three. Um two, reappointment notice. Certificates of reappoint must be filed with the city
clerk between 60 and 90 days prior to the current terms expiration. Three required documentation appointees shall be considered only upon receipt of completed certificate of appointment and
appointment detailed form. So one two and three are there any questions comments? >> I just have clarification. So for number three where it says require documentation like further on in the document it refers to that. So, I feel like anywhere
it says required documentation, it's supposed to be talking about their certificate of appointment and the appointment detail form. Does any everyone else take it that way? Like those are the two like required documents because then it talks about like >> you can also I don't want to skip too far ahead because I know we're not there
yet, but then like >> basically it just says required documentation with a bunch of other spots. To me that's referring to those two things. Does that make sense? >> Okay. I just wanted to make sure that was >> like how I was understanding it because to me like >> below it it cites that but then it
beyond that it just says required documentation >> and doesn't say that and then it says like in like additionally like a resume somewhere like you know what I mean that could be an additional stuff but if anything the minimum is required documentation which is defined as number three is what it's telling me >> correct. So currently right now we get
the certificate of um appointment y >> and then um the mayor has been doing the uh the detail form. Yep. >> That we had like all along. >> Exactly. Yep. >> Yep. >> Um >> I think that's clear. I just wanted to be sure that was clear on that and that I was interpreting it correctly. The only thing I'd point out and I've got no
issues with it is that just know with number two the 60 to 90 days that will change the subsequent renewal date for that appointee because the renew uh the new uh effective date of the new appointment as per the um opinion that we had from the previous and current
city solicitor is that it's based on the filing date. So if someone's appointment is submitted 60 to 90 days before their expiration, that'll bump their next expiration date to whatever that 60 to 90 day filing date is for the next one. >> So if it was 60 days, let's just say um
February 1st was their date, but you're submitting it, it would push it off 60 days from there where it would go to April. >> Yeah. So say I was appointed and my expiration date was >> June 1st. >> June 1st. Thank you. um and I file the
60 to 90 days and so that say I filed in February, my next appointment would expire in February, not on June because it's with the filing date for that. So rather than have a consistent expiration date, it will change that which I don't again I don't have an
issue with. It's just one of those I figured I'd flag that the dates will fluctuate as a result. >> So that was I'm sorry. >> I'm I'm sorry if I if if I may. Um I'm confused with the filing date cuz like I'm going to be honest and I know it's probably in the charter um as far as
that goes like the filing date but like we don't start our position until the start of the new year >> in which I mean we got elected back in November where I feel like these appointments should be active when
they're sworn in from that date to whatever their period is 1 to three year, you know, time frame. Um, I mean, that's just the way I feel. Um, I I mean, I can look further. >> The the opinion that we received, and I don't have it in front of me, so I don't want to quote it directly because and I
I have to say I have to look into it, too. So, I'm going to qualify what I'm about to say with that. >> Um, usually how those types of things are written because the appointments are governed by state law and the charter. Um, so the charter says they'll be appointed this manner, but state law says, you know, department of kids can't
be appointed for longer than 3 years or unless they have a contract with the city, which is an option that we have. And the general laws break out the different ways that someone can be appointed and what that procedure is. I have not read those general laws since the original opinion was requested. So that's why I'm qualifying that. But in
most cases, something like that. Um, but I'll use zoning as an example because that's the one I recently read. There's statements like barring barring a ordinance specifically stating this or a a clause within the city charter this
shall be the interpretation. So if there was an ordinance that said appointees go back to a the original expiration date that they have and go you know a certain number of years from then that might be what it is. I just don't know if it's ordinance level or charter level or what the general laws refer to that as. So
that's why I'm saying we'd have to go back and check, but that's how that's normally been done in the past and that's what that opinion was based off of that we received. >> So I I the example I feel like is um from that I'm giving is from um
is from director Josh >> Cormier >> from his position. This is the last time we visited this question, right? And that's when we got clarification because there was a question as to when he would get it. So, basically, if someone does I'm going to use the June 1st cuz that's what popped in my head when you were
talking. So, when we use the June 1st date, if this is filed um April 1st and we entertain it May 1st, the person is being appointed as of April 1st because that was their certificate filing. So, you're saying
that we may push people back from like their three years in the position, for example. Yeah. >> And give them a couple extra months early. >> Yeah. >> Is what we're saying? Yeah, >> I'm okay with that just because I feel like we can never be on time and we don't want to be late. You know what I'm saying? Like for me it's like you don't
want someone waiting and waiting, but you also we we can't do this six months ahead of time. You know, they have to have a full term of >> showing that they can do the work, they're doing a good job, you know, kind of having that in their in their file quite honestly or not, right, for you to make a fair decision as to whether or
not you're going to file that certificate of appointment. And that way all kind of all the checks and balances are there. That's that's my my reasoning with it as long as we're following all of the guidelines that we're supposed to >> for the dates. So, I'm comfortable with,
you know, at earliest if we entertain an appointment the day you filed it and you filed it 90 days ahead of time. Earliest would be 3 months early, right? So, it's very likely that from the time of filing and all the documentation getting in on
that whatever date it is, it's we're going to probably meet a little bit after that. So, it'll be as close it'll be pretty close to their date assuming everything checks out. >> Yep. >> Is that okay? >> Thank you. >> Nothing for me right now. No, it sounds okay.
>> All right. Uh, we'll continue on. Number four, information disclosures. All submissions must include the employees educational background, professional experience, and any specific skill required by the city charter for the applicable office or position.
Five, term and contract information, appointment term, beginning and expiration dates, and the appointees contact information, phone number, email shall be provided to the chair and maintained by the mayor.
I'll just stop with those two before I go to six because that's a fivepart. Um, any questions, comments? number four. I feel like we already do that, so that's not any new information. I have no more information I would want. I don't know if I I mean, obviously charity pass is
here, but >> to me that's been all fine. >> Um, my other thing was with the contact information. Um, I mean, the merit points them so you would have their information. And then I also think again not trying to skip too
much head clarification but that would be provided to the chair because of this because of our meetings they need to be reached out to which it seems like the clerk clerk's office may be doing that and would need that in that
um information. Um right now as of like tonight as an example when everyone comes to this meeting who who contacts them is my question. I I don't know. It's usually my office. >> It's your office. Okay. >> Um because
so maybe we could talk about that down the road, but that was kind of my question is like >> to me that just reads that the only reason we would need that is because these are our meetings and >> we schedule them. So, >> right. Like that's I think that was what your train of thought probably was.
>> Um so I just kind of want to put that out there now because that's how I'm reading it. Um, I just didn't know what the I really didn't know what the process was before. >> So, I'm gonna be honest with you. Some of these items are covered by the the form. >> Yeah. >> You know what I mean? So, like some of
this is just breaking down what's actually in the form. Um, so yeah, >> I I I this is organized like this to me this is great to have this here. It's a policy. It's a guideline. It should make things really clean from how I understand it at the moment by you know
going through it as we go through it. All right. So, >> the only things I would say with these couple items, and again, I'm not opposed to any of them. I think they're all good. Um, is uh the whole required by the charter, if you wanted the specific language, it's education, training, or experience, and not an and. Um, I think
it's 601 half dozen another in terms of the rules document. Um, but if you choose that, um, whatever you want to do with that one. And I think the contact information is good. It's something that we do uh work on keeping as best we can in the mayor's office, but it also comes helpful after the appointments are
accepted by the city council as a vote so that those who don't go to the meeting to get sworn in at the meeting are then contacted to be able to get sworn in by the >> responsibility of the clerk. So, yep. Okay. >> Um six appointment consideration procedure one. The mayor shall maintain
and regularly update a list of pending and upcoming appointments. The list shall be available for the chair to review regularly and include the current appointment terms expiration date. Two, the mayor shall provide the chair with the required documentations
for all re and new appointments and within the specified time frame for reappoints. A resume or uh relevant supporting documentation may be provided if applicable. All documentation shall be submitted together. Three, once the
mayor has submitted the required documentation, the chair shall assume all documentation for the appointee and has been provided and may schedule the appointee for consideration at a committee meeting.
Four, the clerk shall contact all appointees regarding meeting attendance and shall notify the chair as soon as possible, but no fewer than five business days prior to scheduling a meeting of those appointees attending in person and those
submitting letters. The clerk shall include appointee letters in the meeting packet with all documentation pertaining to their appointment. Five. Meeting agenda notices shall be posted in compliance with the 48 hour posting
requirement. The meeting package shall be posted together with the meeting agenda notice including all required and applicable documentation at the time of posting. All right. So for I'm sorry, clerk, it's not you. It
should be the mayor's office, right? Um >> I disagree. I think it should be the clerk's office from what we just talked about. So with that right there, the clerk shall contact all appointees regarding meeting attendance and shall notify the chair as soon as
possible. So just carry me on this because again I this is the first go out at this but from what we just said to me the system doesn't have to change but it maybe makes sense because the city council like this is a standing
committee in the city council like you as chair schedule meetings with the clerk's office >> then um and it looks like Laura we're going to talk about this too in meeting one and two stuff But sorry. So, organizationally,
the clerk would reach out to them cuz we've scheduled like the meeting on the city council side and say and the mayor would have already talked to this person and they know they're being appointed and say the um like just let them know
what's going on if there isn't something already there saying like there's a meeting that's coming up. You've been appointed the mayor's federal certificate of appointment. um are if you know you'll attend this meeting at this day and time and um be prepared as
the for the committee to interview you or what or or write a letter whatever the option is going to go for that down below but um and that and I guess and then after that communication you've already communicated with them so when it comes down to it you can let them know what the next steps are like we
really manage that piece of it at that point from there on as the council and being the clerk of the council. So then when they do have to come to a like say they go to the first meeting, get interviewed, we have our second meeting, they get recommended, then you say,
"Okay, you contact them." Then again for the city council meeting, they've already had contact with your office. It's already on the city council side of things and they have to come to the meeting to be sworn in anyways. Or they don't. And then at that point, you can work out with them when to come in to get sworn in and what they need to do.
You know what I'm saying? like that way I just feel like it's more fluid. Um so I because I don't know before like you said the mayor's office reaches out to them to come to a standing committee meeting. You know, to me it just doesn't because then and then it >> maybe there was never a problem before,
but I don't see the I don't see there's an issue and just bas basically once you've reached out and you've said you've been, you know, I'm I'm going to appoint you for this position or they whatever, then it makes sense to me that from there it's like, okay, the clerk's
office will be contacting you so they get familiar with what the procedure is, you know, from this side of things because it is it is both branches. >> Yes. >> I'm trying to stop working. So, normally when I go ahead when it goes to the um the appointments, I go ahead and I send
an email, right? And it goes to my um well, I don't necessarily always tag you. Um will copy you um T in it. I usually have Jay in it. Um considering that he's I think he's appointed to the appointments committee. Um, so he's my
contact as far as, you know, so I talk with the assistant clerk, but I agree with everything that you're saying right there because, you know, Jay usually goes ahead and he lets me know what's going on, things such. I don't really talk to I talk to you here and there, but I don't talk to anyone else from the office. Um, you know, um,
>> and I Excuse me. >> Yeah. Go ahead. >> Okay. Um, so on that note too, I feel like again, we're going to talk about meeting one down here, which is like this would be like meeting one, I guess I would call it. >> Y >> like they're they have to come to this meeting, which is a meeting that we
schedule. So I feel like it makes sense for the clerk's office to coordinate that. I just do because it's it's that meeting and then it's like then after that um if so if they can't come to this meeting
then the clerk's office can say okay because you could maybe submit like a letter depending on if they fall into this you know category down here or whatever. if they can't attend and they then they can submit a letter, then you have plenty of time to get, you know, the the
letter has to go to the clerk's office because ultimately the clerk's one who's going to need it to put it in the packet and it's not going, >> you know, the mayor's office told me to contact the clerk. It's like it's one fluid. >> It's going right to the setting up the meeting. >> Yep. >> Great. >> If I'm understanding the letters
correctly. >> Yep. No, you're you're you're right. >> Um my my only question is with the business days. Um because I know it says in number five that the meeting will be posted in uh compliance with the 48 hour posting requirements for business days. And then up above it says five business days prior to the schedule meeting
everyone will be notified. So we're notifying before the meeting's posted. I just want to make sure so my office is correctly prepared for everything that's >> No. So, I put that in with the plans of I'm hoping to go ahead and change the way I
notify where this we're going to look at putting another, >> you know, an upcoming meetings agenda where it's going to have the upcoming, you know, meetings and things and such. So, they'll be it'll be longer than 5 days. It'll be it'll be that window.
>> Oh, I Yeah. Okay, that's good. >> I think we we said the same thing. I think I was just wording it different. I just wanted to make sure I understood it correctly. That's all. >> So, I don't think I followed that, but that's okay. If you guys did, that's okay. Cuz I think cuz the way I'm seeing this as kind of just a breakdown of all
of these is like basically, not to get away from the the two that we're talking about, but from 1 to 5, it looks to me like the mayor keeps this list of pending upcoming appointments. >> Mhm. the list is available for the chair and the mayor. So there's like a folder
that is for the committee anyways, right? That's the list, right? I'm assuming it's would be in there type of a thing. >> And then like number two, the mayor provides the chair with the required documentation. So certificate and appointment detail
>> um for all new and re, you know, renew appointments. Timeline talks about 60 90 days above. We're good to go. and then other documentation or whatever. But that all goes into like another folder that you can both see and I was the clerk's office has access to as well.
>> Yep. >> Okay. And then and all gets submitted at the same time >> and then the mayor so the mayor submits all that documentation. So basically the chair is then also checking that folder.
As soon as the chair sees that the required documents are in there, the certificate and the appointment detail form, he's good to go. That everything's in there. So, if you had other stuff, it's not in there. It's not on him. It's that >> it's not being considered. So,
basically, looks like the mayor shouldn't submit anything unless he's got it all. Put it all in. Y >> that way. >> That way. Then number three basically you it says the chair assumes
all documentation for >> so basically does all that. >> Yeah. So when you see it you just know like this is this is good now two and three >> right. So it's on two. >> Okay. >> Yeah. >> So then it's on the chair to then say okay we're scheduling this person at
this meeting at this date whatever. >> And that just like basically it doesn't have to go back and forth. there's like no more. It's you're good, right? And then number four, um the clerk's office then will obviously
know about the meeting and then can contact the appointees because they have the contact info from the the list of appointments. I'm assuming should just have all their info in there with it, right? So the clerk has access to all the folders you guys, the chair and the mayor do. Okay. Sorry, I have to understand how
this works. >> No, that's why. So, I think this part is the clerk has to contact and confirm attendance >> up to 5 days before the 48 hour filing. >> That's what I was asking. >> Okay. So, Okay. So, maybe So, that was the question here. Got it. Okay. Cuz to
me, it was it was 5 days before the meeting cuz that's what it says. But maybe that should get changed to 40. Like, see, I mean like but no fewer than 5 days prior to a scheduled meeting would mean 5 days before the meeting, which is really 3 days before 48 hour rule. That's what you >> That's what I was asking.
>> I would think we shouldn't post an agenda without confirming their attendance would be my thought. >> Okay. Okay. Y I like I like that idea, too. >> So, to break it down, step one, the mayor has his paperwork. He has his
appointees. Um I'm sorry. Step one, he has his appointees. Step two, he has his paperwork for the appointees. Form for the appointees. Step three, he submits them to me. Step four, I see him. I go ahead and I reach out to go ahead and
set the appointment um with the uh the clerk um in which um >> the meeting. >> Yes, I'm sorry. The meeting with the clerk and um she'll go ahead and contact she or he will go ahead and contact the appointees um which you know again step five that's when the meeting will go
ahead and be posted. >> Okay. So they Okay, we'll talk about the letters after because I got a question on that but I see what you're saying. So then the clerk, we just established from the mayor's question that the clerk will then contact you within 5 days before 48
hours of whatever the meeting date is. And that way we'll know who's going to be here, who's going to submit an a letter if they're eligible to and who's not going to be here, but needs to be here and needs to be rescheduled because they they can't submit a letter based off of what this thing says because it's only certain people like non-stipender
or paid or whatever. >> And then you said number five. So then yeah, number five is what we already do basically. >> Mhm. >> The meeting the meeting is posted with all the required stuff 48 hours before. Okay, got it. So that just gives >> and that's with everything >> laying out the time, right? >> Yep.
>> Okay. Thank you. >> All right. Any other questions? >> Just the part the contact information part and people who submit resumes. I just want to let you know that I do submit their resumes as part of the packet, but I have redacted their personal information like their phone
numbers and emails and >> public >> address because they you know they they're submitting a regular resume with all their information. So I just been told by solicitor to redact that kind of information >> off of the packet. Thank you. >> And I feel like that's the same as like when we get like applications for
>> all that stuff. Yeah. Okay. Yeah, that's fine. Um, so three, it's a two meeting deliberation process. All right. Um, so this right here, this process is kind of like what we just demonstrated today, which obviously,
like I said in the um today's agenda, which I didn't necessarily have the conversation with the with the clerk because you know how that goes. Um, you know, so normally it would be an interview and then the next meeting would be discussion. So with that being said, I'll read it out. General
requirement set by unanimous vote of the members present. All appointments shall fall should shall follow the two meeting deliberation process outlined below unless the committee determines that additional time is necessary.
All right. So meeting one interview and inquiry purpose is direct engagement with the appointee and initial vetting appointments under consideration for part-time or full-time paid positions including paid board committee or department roles are required to are
required to attend this meeting. So if they're getting stipen things they have to go ahead and come to the meeting. Um, appointees under consideration for unpaid positions shall either attend this meeting or submit a letter to the committee for inclusion in
the meeting packet. The committee may conduct follow-up inquiries as needed. And then meeting two, final recommendation. Uh the purpose for that is committee deliberation and formal vote on a
recommendation in which that right there would be to send to the council as a whole. Any questions? >> I think I'm fine with the letter piece of it. I also think like like we have Duncan Burns who's
been here, you know, 40 years in the position. It is a stipended position. Counselors change over the years. I mean, I know Duncan, you know, I mean, like, we've all seen him at work, whatever. But I just think you never and and there could be another this can be
changed at any time, sure, but I just think for us I I would prefer that someone is in front of us even if they've been doing it longer than I've been alive because I may not have seen them in person and also we get a chance to, you know, um, really vet that one a little bit a little bit differently. So,
I I I'm think that's important. But I also would say the letter and and if someone can't be here, but you know, I think it's important to um have the that other line in there where if we do have questions, you know, we want more
information, we can keep their appointment in our committee as long as we need to. If >> we really, you know, want them to come in here or or or if the mayor does too and wants them to meet with us as well. Um so I think that's that's covered
there. Um, you have any questions? >> No. Thank you. >> All right. Um, Mr. Mayor, any questions? >> Clear. So, the one thing about this right here is, um, you just brought up a really
good point. Um, I mean, we had uh Steve Hirens here, skills and, you know, >> measure. >> Yeah. I had no idea who he was >> to, you know, >> you see his name on him at every grocery store, every gas. I mean, he literally >> Well, again, the thing that blew my mind
is is I've been over his house. I know, you know what I mean? Like, I didn't know I knew his name, Steve, but I didn't know his last name, you know? So, then, you know, I called a um was it Skeleton? >> Yeah. Weights and measures. >> Weights and measures guy that I know
locally, and I'm like, "Hey, do you happen to know this guy?" Because he's been here forever. And I was told, "Hey, he's not going to come in." And I was like, "Well, he has to come in because he's at a sip position and everything else." And when I called this gentleman, he's like, "Hey, um, you know that's my
dad, right?" I'm like, "No way. I was just with him yesterday." >> So, um, so I I think that it's great when we have I I I personally think that most of the the employees of the city need to get some facetime behind the
screen so people can recognize them. They do a great job. things and such and those that you know stipened or not should come over and feel good about what they're doing and interview and talk with us and you know cuz that's just me. I like to go ahead and meet people and know people and I don't I
don't know all of the um members and there's a lot. So as we're interviewing them and you guys know them, I'm starting to get to know them which is great cuz I see them all the time and I didn't know that's what they did. So, um I think that this is um a really good good way to go ahead and um try to get
more people in things as such. Um >> I think too sometimes to your point is that sometimes they've never been in front of city council and we do the work that we do, but they do the work that they do and we all need to be doing this stuff for the city. So, I just and to confirm someone's appointment, it's it's
just it's much I just think it speaks more if you have the interview and you have the conversation and it's this is much thorough thoroughly vetted than it has been and I think this was kind of the point of this committee. So, I'm glad that that's included in there. >> Yeah. And they need to know they're
appreciated as much as they are in front of us and you know hopefully again um get to know us as we get to know them. >> Um so, any questions? as well. All right. And then uh last but not least, uh procedural governance. Um in
matters not covered by these supplemental rules, the committee shall follow the rules of the Gardener City Council. These rules supplement the city charter. Appointing authorities are encouraged to submit documentation promptly to avoid gaps in municipal
service. The committee shall review these supplemental rules at the first meeting of each calendar year. Upon approval, they may they remain in effect and may be amended as needed.
Any questions as far as that goes? No. Um, >> so there's no questions as far as at all. And >> if I could just real quick, first and foremost, I thank you for putting this together. This is, I think, really well
documented, really well organized. Uh, I think the conversation today was really good. I appreciate that we're doing this at the start of our term in session, too. I think in my short time on the council, the appointments committee has just been evolving and changing and and growing, and it's nice to take a lot of
these practices. I think we've, you know, implemented as we've been building a ship and sailing it at the same time. It's nice to see it organized in one piece. to the mayor. Thanks for your cooperation and collaboration because it does require even though this is what we're saying we require, it still does take, you know, your willingness to meet
that. So, thank you to you as well. Um, that being said, I don't know if we have an in mind, but I would definitely appreciate just more time just to mull these over my brain and and think about any other changes we may have missed. Um, would be my request.
>> Yeah, I can. I I'm okay to adopt them today. Um and so that we have something to go on for like the next meeting and then we can we can amend them if you're okay with that. I just feel like if we put these in place now, it's solidified so that the process can start to get
followed as soon as possible because we just we do have so many amend so many appointments to catch up on. Um, but I appreciate it is it's it is I totally agree with all of the the council's sentiments because I mean it is a very involved document.
I'm glad we did the line by line. Thank you. Um, and it does take a long mayor and the clerk's office to do all of this. Um, so I I appreciate that. But I >> I think a lot of this is is things that we already do. the appointment kind of
procedure process here is is written down. I mean, it is different. I think it's been done so far, but I think it's it's going to make it a lot smoother and we'll just have what we need so we can just move along here. Um, >> and also I think it makes both of your time much more efficient in this
process. >> Um, so I think all that's clear. So if if you and Council I don't I don't want to, you know, to change it. um you know if because I understand there's a lot here and I I do want to read this again but I think going over it was really
helpful. I would like to just get something in place and then we could amend it at the next meeting. You know what I mean? If I just unless you had you know serious concerns were like no you know if if you felt differently. Um, but I would I'd be open I may have amendments by the next meeting, you
know, like I I but I think we should have something in place so that we can um kind of solidify things we already do and also get this new process started for both the clerks and the mayors and the chairs um a kind of um advantage I guess at this
point to kind of move forward. So I I agree with you. I want time too, but we could just do this now and then entertain um any amendments or anything at the next meeting or maybe put on the agenda for the next meeting to just >> say we're good and review um until we're okay to take it out.
>> All right. >> I think with that I'll move to temporarily adopt these rules uh pending review at our next scheduled meeting. >> Second. >> All right. Um motion made by um council Hegland to
temporarily adopt the rules um until the next meeting. Seconded by councilinsquez. All those in favor say I. >> I. >> I. Um all those against say no. >> Motion pass. Um next item we have is
discussion on appointment detail form. >> Um Mr. Can I start? Um I um went through this the form that we've been using and I have um made a um a
form with just a minor change or a minor addition I guess I would say. Um and I just wanted to pass it out to everyone here. Um, and then I like professor res have a couple minutes to review it just
and just in case. And then also I have I just have the current one that we use as well. Um, just for everyone to use the I know that you know what this looks like but just because I don't have my um, you know, in case you don't have it in front
of you just to kind of All right. Um, we call a um recess so we can >> Thank you. I would like to go ahead and um bring this appointments meeting back to order. Um, we had to just go ahead and take a recess due to the
um council consensus um providing us with a new appointment detail form which I'll give my opinions about at if you like to go ahead and speak for council. >> Thank you. Thank you. Um, so this form is um
very it has the same information from the form that councelor um sorry chair Heath had um presented at prior meetings last year and the mayor's been using. Um a couple of things
it basically just honestly formatting is that I made it it's it's actually a fillable PDF. So, like if we if the mayor used it, um I did a fake one that I filled out to show you, but like this is what it would look like so we could
see what was on here. So, like it would give member and like if there's an amount on it, he puts in the dollars on, you know, stuff like that. But also in these in position summary and in statement qualifications, um the font will shrink. >> So, it's not like you have three lines.
It'll just go and go and go. Um and again I kept it this also was one page. Um but and like all these everything's clickable, everything's fillable. And so basically what the kind of procedure would be again just like kind of technically is
at the bottom part um obviously you put your name and the date in and then you sign it but you'd have to get the signature of the HR director and of your appointee but also shows that they acknowledge it. they know that they were appointed and whatever. Um,
and I had a couple of things I added at the top. I added the um if if reappoint current appointment expiration date, put that in. New expiration date, put that in. And I understand some of this stuff is kind of redundant to um
things are on the certificate, you know, of appointment and um but it's not for anyone looking at this. It's a one pager. It's basically like with the rules we just temporarily adopted. It's like your certificate appointment and then this and then
anything else, you know. And so since we were doing this anyway, I just kind of went through I added that on there. And then also at the bottom it had previously it had said HR director's acknowledgement I'm sorry HR director's certification.
We had kind of taken that off cuz I think we talked about it and we were still wondering if that was a thing. I just changed it to an acknowledgement meaning the HR director acknowledges that this was filed has seen it and that is it. It doesn't I think it kind of takes away any of the uh if there was
any question about um it being a certification of the HR director and I think it also removes the HR director from the piece where they are also an appointee at some point. >> So I would want to be sure obviously and Mr. It's up to you if she's your department head to have her just like review it. But it's really just so that
we're sure on our end when we get it as an overseeing, you know, um body that HR director does is aware of this appointment and on their end knows like, yep, this person's definitely up for appointment. It's a check and balance for you too and that
>> you it basically acknowledges you two had a conversation and we know it, you know, that yep, this person's up and this information is where it needs to be. Um, so I changed that to acknowledgements. I think I hope that kind of just gets rid of all the concern um of any conflict or anything like
that. Um, so those were the those were the changes, but everything else is the same here. And then the only other addition was like in this section here with the HR and policy training stuff. There were some yeses and nos on the other one and there was some like um not
applicable. I just put them for all of them because it is not applicable for there's a case where it may some things are just not applicable for some people and they aren't for others. So I just made that an option. Um and that way too I think it takes it away from the mayor having to like explain that every time I
you know this I can't fill out either of them because blah blah blah. That way if we see it not applicable and we're not sure as to why we just ask you and you tell us you know during this meeting. Um but like I said it is a fillable form. So that was kind of the other piece of it is that
I think it makes sense to because I'm hoping on your side of it to be able to submit it. Everything just gets submitted together. Um but also um the that way it's like savable and it's
just like you take it out and just you're done and you just add and there's no formatting. There's no nothing you need to do. Hopefully if PDFs last forever. So, um I just was kind of thinking about the administrative side of it as well. Um but that was it. That's my my presentation.
>> Counselor questions. Thank you. First and foremost, I think it's really well put together. Um the fact that it's a fillable PDF, it's pretty fancy for us here, the appointments committee. So, I like it. >> Um >> time deficiency is of the utmost importance. >> Yeah, initially I have no I think it it
does embody everything we've we've done historically. I do like the acknowledgements. I mean, obviously, you're meeting probably with these appointes anyway. So, if they're with you and they agree, quick signature and then I think HR director's acknowledgement helps just close that loop. So, they at least maybe know who's
going to be coming from the council, payments, paperwork can all be processed. And we had some minor issues with that before. People just got missed um getting their checks or their stipens. So, >> I have no objections. I like it. Well done. Thank you. >> Thank you, Mr. Mayor. >> I like this a lot. I like really like
this. Um I think the concerns I had with this form that were minor in general are alleviated in this form um by a lot. I was actually going to coming in to suggest that their form be split out into two a full-time employee and a boarding commission appointment, but I think this covers that by adding the not
applicable and because that was really who was not applicable to most of the things like our employee handbook isn't given to a a conservation commissioner or things of that nature. So things of that I think this consolidates that all into a good form and I think having theuh appointees acknowledgement also makes
sure that when they come in inside the form they make sure and let us know that we have the right contact information for the next step of the rules that we just adopted. I >> I have no issues with this. I think this is great. I think this is good. Uh the only thing I I will say that this is just my formatting mind on this one um
is that the name is in the middle of the form. Um, that's the only I I understand why because you have all the stuff up top that's relevant to the actual appointment. Um, I just normally like my brain says you look to see whose it is. You look to the top to see whose name is referenced on it there too. Um, but with both forms, that was the only thing I
was going to say with that. But honestly, I like this when I read it and even more than that, I found out it's a fillable PDF. Um, because that does make things a lot just more efficient. >> Um, so I don't like it at all. Um, it just makes way too much sense. Um, you
know, you took what I did and you just made it a lot more clear. So, I don't like it. I don't like it at all. Um, in the way that you just said, you know, like a lot. It makes it better a lot and it just it hurts. But, we had to start somewhere,
>> right? Well, I was going to say like I was really glad to actually have this and that we've used it so many times because if anything else, the only thing for me is the expiration date that I really thought should just be added here. So, the fact that this was already done made it much easier for me to do this and I was able to learn how to make
fillable forms on >> you with Mr. Chairman. I don't really want to have to edit it because that's going to be a thing. But um thank you for this because I think it was a good jumping off point and also we got feedback from you know all of us doing this along the way. The mayor's the one
filling it out so it seems you know clear. Um but also I think what's really we have to remember too is like we do this all the time but for I always think of it in terms of the public looking at it or the appointee who's new or whatever it is like they just when they come in if they look at their packet
they're going to know >> I mean with your certificate Yeah. And then with with your submission of this, they're going to know exactly what we consider. And conservation comes in this week, but you know, zoning comes in next week, historical comes in the week after. Like we we just aren't always
going to um remember who gets the background check and who gets the handbook. And you know, there's overall stuff like that. But that way, it's like for this person in this position, here's what they understood. And to me, I think that's important just for the record keeping just never know when this stuff can come up. So um and that we are being thoughtful and cognizant about it. It's
like we again we do this all the time but these these people don't so or the public. So we want to help them understand it. But thank you. Thank you. >> The only last thing I'll just say real quick is that for the next item you'll have the full appointment spreadsheet. There's a column that says item already submitted. We took care like I with the
office from the last week or two >> to fill this out for the 40 or so appointees that are currently submitted. Um, so we can certainly go back and change them to this form if you wanted, but these ones have already been submitted for at least that grouping. >> Okay. Um, that's understand. >> I think that's fine with me. No reason
to redo and redouble. >> I appreciate we're willing to do whatever we have to do, but I just I appreciate that. >> If we decide to adopt this, then I will send this to you and the chair, you know, I have it. But, um, totally fine.
>> They were just submitted all last week. So, just one of those things I just that's that's all. >> Great. >> Thank you for that, too. >> Thank you. >> So, I would just like to go ahead and go say thank you. >> All right. Um, you really simplify this and it looks it looks great.
>> Well, and I would say too though, this is also subject to like the rules. We can amend it at any time. So, if you know if you find we want to add something else or you're like, you know, whatever, we can certainly do that. But, thank you. All right. Um >> then if I would like to make a motion,
Mr. Chair, um make a motion to adopt the appointment detail form. >> Second. >> All right. Um motion made by councelor Kazinskis, seconded by councelor Heglin to adopt a motion. All those in favor?
>> I I close say no. I forgot to ask if there's any discussion. >> There was no discussion. Good. All right. All those in favor say I. >> I. >> All right. All those oppos say no. >> All right. Motion passes.
All right. Discussion on the current status of appointments. Um so right now I have the list of the what was submitted. >> Yep. Um
I think it's like 34 30 some somewhere around there of um appointments. I don't know if you guys have seen. Um so I know on my end what I would like to go ahead and go do like I um I alluded to earlier was go ahead and start putting looking
at the time frame on it. That's my only copy I have. Sorry. Um, again, I had to print that home, so I apologize. But, um, I believe I included all three of you on the email when that was sent out to. >> Okay. And um, >> excuse me. Sorry. So, but is that in the
folder that you all have access to? Where does that live? >> The Well, yeah, I am I have access to an additional folder. This live file. >> Yeah. >> Yes. >> Okay. But I so I think again I don't the
logistics I'm not I I'm the chair of the committee so that's not where my brain is at but like in the like there's like the meeting document folder or whatever because now that we have the temporary rules with the appointment detail form as well and your certificate those all need to make
it into a folder that all of the clerk mayor and the chair have access to because you got to put the stuff in the the clerk has to be able to have it to be able to put it in the packet. You have to be able to submit it and you need to be able to review it all to make sure everything's in there before you schedule meeting. >> So you usually that would be in my
assigned to appointments committee file. >> The process that works that's currently in place right now that the council president and I have talked about is I have a shared folder with just the clerk. >> Uh everything I submit is uploaded to that folder. The clerk then notifies the council president that those have been uploaded to those and he assigns those
to the various subcommittees and that's between the clerk and the chair of the subcommittee with the council president. So, I'm not actually in the actual meeting folders themselves. My only shared folder is just with myself and the clerk, which is why uh uh Chairman Heath's saying uh that we have a shared Excel sheet. That's because we don't
have a shared actual document folder. >> So, maybe and this is probably something we talked to council president about just because we should loop him in on this. But I think for what we just talked about the temporary adoption of these rules and the new procedure to me it's there needs to be a folder where you submit things that I thinking of it
quickly now that every all three parties here need to have access to because that way once once it's submitted like the chair just checks it and once he sees that everybody's documentation is in there then he can go okay I'm good to go
or maybe you check something off on the I don't But then the clerk gets the submission. She goes in and she goes finds the person, takes the documents and goes. You know, to me that's >> it just logistically is just the way I'm thinking about it. But whatever works for you guys, but that would be my suggestion is like I don't want to cuz
again I know >> for the EchoDev committee as an example, the folder that I have is between me and the clerk. So as you said, that would be normally how it is, which is fine. >> Um, but I don't think the council president like >> no, >> you know, like this documentation is different. It's it's submission.
>> And that wasn't saying that either. That was just explain. >> I don't think you were. No, I didn't think you were. Yeah. I I I just want to I'm just going like this is a little bit out of the loop, but I would just go with him and see what he thinks it just makes sense for those documents. Anyways, >> so um so basically I know this um like I have a subcommittee folder
>> that's in my appointments folder. So something as such where the finalized versions come to me. I don't have to go look for them. they're in that where I know when that folder that new folder that would pop up. I know those are the ones I can submit, >> right?
Your like appointments folder, there's another folder that like you all have access to and that's where that stuff goes. And then the mayor's just responsible for putting documentation in. You're responsible for checking it, seeing it, and going, "Okay, I got everything, you know, moving on or whatever." But again, I don't know what
the process is now. just paperwork wise is kind of how I'm thinking and for efficiency and communication as well. So you're not just like did you submit it? Nope, just you submit it. I'll check. She takes when I give her the list. So um my only just comment on the status of appointments is here is that there
are a couple of appointees who were in there for um associate members of the Council on Aging by the ordinance code. Those are one-year appointments and they were where they were filed back and we're 6 months into that one-year appointment. So it's just one of those. Um, however you'd like us to proceed for those. If you want me to refile those if
there's something easier for that, I'm happy to do whatever the committee thinks would be best moving forward with that, too. I understand I gave you like 60 appointments at once. Um, and do they just in order to do full due diligence take time to go through everyone? And that's just normal. It just it's harder with the one-year appointments to catch
up to stuff like that >> because they're I think they're the only one-year appointments that we do besides the assistant city solicitor. So, it's just it's it's hard to keep track of those compared to the other ones. Okay. >> Yeah. Okay. And then um >> I mean maybe to get their own call or something.
>> Yeah. Would want to troubleshoot that because >> Yeah. >> doing everything else the way it's supposed to be done and having some disorder is like it doesn't show on all the other work that you have done. You know, I just wouldn't want that to get caught up in there. >> Yeah. Um, but something the mayor just said actually um I probably should have
brought it during the rules but I think it applies now as well is >> um during the rules discussion is um the um so appointments like like those year appointments whatever what about temporary appointments cuz those weren't addressed in the rules. I mean, I guess
they I you probably thought of that just because it's a 60-day thing, but when there's like a temporary appointment, I would assume that you're going to file those because it's temporary and you need to file them to meet, you know what I mean? I just don't I don't know if they maybe that's an amendment to think about is just to acknowledge it. I I
don't know. >> Yeah. The the way that the general laws are written um is and we I only know this because we reviewed this when we did the administrative legislation, >> right? That's where I'm thinking like >> that's that's so the general laws are say that the mayor can appoint a department head up to 60 days, a non-dep department head up to 90 days, uh not
subject to council approval. Um and then two temporary appointments in the city's ordinance code itself. Uh there's an ordinance to say a temporary appointee cannot succeed themselves as a temporary appointee. Basically meaning I can't give two 60-day temporary appointments to the same person without someone else
at least serving in between. >> So I'm going to use the police as an example. we've done that and that has always so it's basically when it gets to us it's permanent anyways so you don't have to worry about that >> and the reason being is that there's no other way for a legal appointee to do a probationary period without that
temporary period that's in there. So for most department heads the the policy procedure that I'd like to do moving forward is do a 60-day temporary appointment a one-year appointment and then followed by the full appointment after that or however much it based on how that full year goes in the end. Um
but that 60-day original probationary period is the only way we can like for instance if we have a non temporary non-appointed position we can do a probationary period of 6 months and see how that person does on the job and at the end of the probationary period you know this isn't really working out or
this is working out type thing and have that conversation >> with an appointed position once that person's appointed they are protected in that position for whatever period that appointment is which is why I like the flexibility of the language of the appointments that has been added into the into the ordinance code. But at the
same time, there's only so much we can do when you you have to set a certain number of days for that appointee that's there. So that's why with the 60-day appointments, I've been giving them out as probationary periods really rather than anything else and going to the full 90 days for the non-EP department heads. That's a lot of the general laws so that
we have that review period of like is this working out? Is this the right fit for you? Those types of conversations. So, so with that being said, so initially you want to go 6090, right? Depending on the person and then one year before the three-year because it's up to 3 years as far as that goes.
>> In between there is there going to be like a HR review things as such. >> Yeah. >> Okay, that's actually great. >> That's the procedure I'd like to do moving forward. It's something new, but we did it with Director Stevens. I did it with Commissioner McDonald's appointment that I've just filed. It's just one of those just that way it sets
the standard of there's a actual probationary period like we do with everyone else. >> Smart. >> So in terms of our committee supplemental rules though I don't think there's anything that we need to add in it because it doesn't change our process. >> I don't think so. But the general laws do require that if I sign a temporary
appointment certificate you I am required to notify you that >> as a notification as a notification. >> But there's no action. >> Correct. So, what's normally done is I file the temporary appointment certificate with the clerk's office and the clerk's office will email the council to say the mayor's filed this temporary appointment certificate, but there's no action that needs to be done. >> We just got police officers, I believe,
a little while ago. >> Yes. >> Y Okay. Thank you. >> Um, any other questions as far as discussions on the uh current status of appointments? >> No, there's no motion for that, right? Am I
right? That's just discussion. Um, there's just some discussion. >> Yeah. >> I don't think we need a motion. >> Um, that being said, I'd like to entertain a motion to adjourn. >> So moved. Second. >> All right. Um, motion made by myself, I guess. Right.
Is it me? No. >> No. >> Motion made by councelor Heglin, second by councelor Kinsquez to adjourn. Um, all those in favor say I. I. >> All those against say no. We say adjourn. Thank you. >> Thank you.