like to call the Monday, November 24th, 2025 meeting of the special special search committee for the city of Otter um to order. Uh the clerk will please call the role. >> Council Law >> present >> present. And announcement of open
meeting recordings. Uh the open meeting recording uh posting is on the wall. Is anyone here other than staff recording? There is none. On to the first item of business, review of the city auditor position.
I would like to start the meeting by reading there. Sorry, the letter that was sent um that was sent to the entire council by council president Tyros. Uh the council received notice on Monday, November 17, 2025. The city auditor has resigned with the last day of December
8th, 2025. Given the critical importance of the city audit position which pursuant to the city charter reports directly to the city council, we must move immediately to secure a qualified successor. Therefore, I have appointed a special search committee for the city auditor composed of me members of the finance committee and appointments
committees to manage the recruitment review and recommendation for a new city auditor. The committee will be co-chared by councelor Dalawitz and councelor heat with members councelor Kazinskus, councelor Mack, and councelor. This collaborative approach ensures that the search process is both thoroughly and
procedurally transparent to the public. By appointing a dedicated committee with members from both standing committees with jurisdiction, we are implementing a robust process that goes above and beyond standard protocol to find a candidate who is fully aligned with the principles of independent oversight mandated by our city charter.
Respectfully, George Tyrros, council president. Um that's set forth what our what our role is, what our job is is the finance city auditor. Part of our packet included here from um the
from HR was the current um job description uh for the position. Everyone had a chance to review it. I know um many individuals uh have further information um that they have provided which um hopefully can be provided to the uh clerk as well and copy to be part
of the minutes. Um however um my first start with thought with no objection would be to start going through the job description u section by section to see if there's any recommendations, comments, updates, changes we want to make, any thoughts or concerns with
that? >> I'd like it. Okay. Um, Council Hegel actually provided a numbered version of this for everyone, which will make this even easier. So, thank you, Council. >> Um, I think we can start in that first
section here. So, lines 1 through 7. Um, we can begin there and see if there's any edits or updates um that any councils like to make. And I open it to discussion. um just be the the position purpose. Um I I also
gave just some things that I looked up and researched. I I do like um it's it's from the city of Worester that the city auditor and the auditing auditing staff act as a watchdog for the city council to whom the auditor is an employee. Um I just think sometimes it's it's it's the
the city audience is required to attend um here it says the weekly meetings of the city council. Um but I just think it's it's important that um in here for at some point when I read through this it says always all of it says direction the mayor and city council but I think
it's it's a good point place in here somehow to put that the auditor actually is an appointment of the council. >> I agree actually. um the Worcester was also the example that I found that I thought was incredibly um helpful in
understanding this is going through it. So I actually I agree with that um on the same with the same example. Um the other one which is just a different phrasing that I found at um in Fitchburg is the city auditor serves as the clerk of the the finance committee
of the city council but it's not but it's uh but I it could be as really as the uh as the clerk of the city council. Um the financial clerk of the city council. Uh the other thing too is I really want to make sure and I underlined this under Fitchburg that
it's clearly stated that the auditor is a member of the retire you know a retirement board and involved in the um insurance commission because of the trust fund and everything and I I don't think it's in the current um job description. I I don't think it's outlined enough.
>> Okay. I know some of that is outlined line 74. I don't realize I'm skipping around too much. Uh but I think 75 somewhere in that area is some of the at least the retirement >> retirement board. But there but I think the insurance the insurance as well should be mentioned in there as well. Just that's just my thing. But getting
back to the beginning I just think we need to just I think update the purpose a little bit. That's just my opinion. >> I mean overall I think this is a good opportunity to be sure to to do a lot of clarification. I I didn't have a ton of changes in this other than
>> it's so it's an understanding of the person holding the position and the understanding of the council and public as to what their job is just because I and I don't think it's completely clear in here even though we all know what the purpose is. So I think those are good clarifying statements that I would agree to add too. Um do you think do we think
they should position purpose or get down the road and wait until maybe after that? I don't I mean >> I guess it depends on what the the phrase was if we're giving an overall high level view of what it is. I think that yes, it could it could it belongs
there. Um that's something we want to entertain adding whatever the phrasing may be whether it's the lockout phrasing specifically or or how we want to word it. Um it's kind of it's up to us. So if this is this is a line that's anyone has that or you want to reread the one that you like the best council
>> Mac? Yeah. the city auditor and the auditing staff but which is the city auditor acts as a watchdog for the city council for whom the auditor is an employee. >> So it might be looking at line six maybe for assisting the city council in municipal fiscal affairs. I think that
could generally encompass like maybe the job description we could flush that out better. But then when your watchdog may be comma and ensures fiscal responsibility or oversight watchdog exactly >> I was say financial oversight financial safeguards
>> and financial reporting I mean those are the responsibilities specifically. Yeah, I would. >> Yeah, I mean I think I like to keep a little bit of general subjectivity these things. We're not limited to everything that they're doing, but I mean we also want to be specific. So I think it kind
of contradicts one or the other. I don't love the word watchdog for a lot of different reasons. So I I just and I I wouldn't want to put that if it were me applying for the job where I'd be like I'm a watchdog. Like I don't know. I I just don't have the best um but I but I
but the oversight is that important. So I would want to emphasize it and I understand that they used it. >> Yeah. So you could you could put uh just take out watchdog and put um acts as an employee >> overseer >> of the the city council and working
closely with the you know the other offices. I mean they work closely with the office of the mayor, the office of the treasurer. >> I mean um >> so can I one of the ones that you gave Judy actually has really good wording. Yeah. >> Um I'm not sure which one
>> the one says. >> Yes. >> Okay. >> That one I think. >> Yeah. And that's where Yeah. I like I kind of like I broke down the ones in the bottom. Insurance, trust fund, and retirement board. But yeah, >> when I >> No, I got this from somewhere else.
>> Okay. >> I actually got that. I think there's a city like an auditor like the recruitment's page that I got it off of. >> I think if you kind of start there and then blend the current position purpose, I think that encompasses almost everything you're looking for.
>> We could say like financial like you said financial oversightes, safeguards, reporting, you can just list all of those things, right? >> Because generally that's what it is and everything that falls in that is what they're doing. you. That's I think it covers like financial oversight including safeguards,
reporting, you know. >> Mhm. >> Maybe that's how we do it. >> And we're putting each of those items after in line six after financial affairs. >> Uh >> yeah, I don't cuz I don't after financial affairs I'm not quite sure. Set up the department short and
long-term range goals and objectives. I mean, >> that's that's just a very general statement. It doesn't I mean, I think you should still get the specific purpose of what the role is. >> I think so, too. I mean, if you think >> I think so, the purpose really should be
a brief summary of what the position does in a whole. So, I do believe if you take, you know, the reporting to the city council and working closely with the mayor's office, city auditor, take that and then kind of finish off with what's in there. I wouldn't start going too ind depth on
on these bullets because those are more job responsibilities than they are an overview of what the position is. >> So then maybe in the my suggestion might be that in the position purpose we just >> we make sure that we put the word oversight in there somewhere. Yes. >> And cover that and then that you're
saying it will get specific as description. I'm okay with that if everyone and the rest of the members feel that >> we could put um the office of the city auditor is responsible for the financial oversight. >> I like that. >> Yep.
>> Yeah, I like that too. >> And then >> um >> cuz that is that is in liquid purples. >> All right. Do you still like that line six just tacking it on at the end of the current list of summary statements? >> So, how would line six read?
>> Um, the city council on municipal fiscal affairs semicolon and providing oversight. >> Financial financial oversight. Yeah. Of all city.
>> Okay. >> Yeah. You just put Yeah. The just yeah that the office of the city auditor is responsible for the financial oversight of the of the entire city. >> Yeah. >> All right. >> Someone with better handwriting taking these down. >> Yeah.
>> Okay. Good. >> I know someone who was a teacher for years handwriting. It's not that guy. >> Okay. So, um we'll you're on that. >> Yes. >> Yes. Um my only thought and if we keep that
next line the setup department short and longterm range I mean I think that's good in just terms of you know managerial responsibility it's minor I think I just would rather establish instead of setup setup as being the most professional >> language
establish department short goals objectives and perform other duties as required >> sort of the catch all state So it rinses out. Um the only other thing I had was possibly the deal line of for
the preparation of annual budgets. Um more word more line would be possibly assistance um providing you know assistance in the preparation of annual budgets >> assistance for >> the just just adding for the preparation of annual budgets assisting in
the mayor's to provide to prepare those budgets the role of the auditors providing these assistance >> assistance information provides reports and things should not be compared >> no they support You want you want to
provide support >> in the preparation of the budgets however you feel but I think just saying they they prepare them is different than the actual role of >> right. >> How about guidance versus >> provides provides guidance >> guidance or provides guidance >> provides guidance
>> I think again my only word even not to be nippy but guidance like it the mayor needs to decide it's really justformational. I don't think like >> the auditor as our check and balance shouldn't be giving the mayor any help >> beyond like provide the necessary information. >> Yeah.
>> To adequately prepare the city budget. >> There you go. >> Okay. So, I got to say it again. That was too good. >> What was the tab before? >> To provide the necessary information to prepare the city budget.
I like that. Before we get too far ahead of ourselves too, how would we can discuss this as well? How we'd like to approve these changes? How we do want to approve them as we go or we would approve our changes at the
very end. Are there any dis any thoughts on how we like to get these updates into the document? >> I would suggest >> I would suggest approving them at the end. As we go, we discuss them. it seems as though we're agreeing on them as we
go because I think the only way to kind of like approve them as a committee is to take a vote even though our vote doesn't >> you know it's not like an official vote or anything other than we are all sure that we are all on the same page and we agree that way that a vote is the only way I I think it's the best way to
approve them and if we do that as we go I'm just going to take a vote after a vote after a vote but I think as we go we should just discuss them and go through it that way and then we can say are we good to move forward with these changes. Is that fair? >> I think that's more than fair. I just want to make sure everyone's comfortable
with that that that route. >> Is there anything further? Uh 1 through seven questions? No. Okay. Think we move on. Um just take the whole supervision chunk 8 through 21 together. Um and then we'll
move into that section. Um feel good. my first I mean obviously talking about getting the supervision received and who was the audit reports to um
just policy direction of the mayor and city council. I don't know if there's how we should we should I think we should change that in some way to reflect it as a city council um appointment or hire. Um not that the individual isn't supposed to be providing assistance to the mayor but
the financial information is needed. Um, but >> working that information, >> I agree with that because the way I looked at that was I think mayors should be taken out for the same reason you said, but also in the grand scheme of things. If if the auditor is like refusing to give the
mayor information as a city counselor, I would go to the president or the you he's going to give you know this the auditor has to give the mayor the info so he can build the budget. You know, I wouldn't I think it's a good check and balance out that way to say like we are doing our oversight of the auditor to be sure that they're providing what they
need to provide cuz then it does put it on us. It is our position. So, but I also think it is very clear that this is a council position. So, I agree with that reasoning, but also it's kind of just like in general, why wouldn't they provide the mayor with the documentation they hold to build the city budget? And if the council is the one to be able to
direct them, then we should be directing that person to do that. I don't know. I hope we don't hire an honor who wouldn't do it, but you know that's kind of my it puts an onuses on us to be doing that supervising. >> No, I think I think for the purposes of supervision I agree just striking the mayor part and then I think in the
job description like you know requires to you know must provide document something like that. Yeah. >> The only thing I cuz I do agree I don't want that in there. The only thing I was trying to figure out was how do you address building policies that the mayor
might implement cuz when I read policy direction at first I thought it should be the city but the mayor sets like the building hours and and things like that. So I don't know if that's why that was in there originally or not >> and I don't I don't like that there. I would just want to add if that's required. Yeah, I would defer to Amanda
maybe on that. But if there is or like the other city policies, sexual harassment, I don't know how to cover those policy directions. >> Let me get you language. There is language in another one. I don't know what off the top of my head, but it says something
along the lines of must adhere to all ordinance. It's something to do with like the ordinance handbook or >> Yeah, >> I'll get you some wording, but yeah, >> I I know what you're where you're >> Yeah, that makes sense to everyone else,
but I I agree with separating out >> the financial policies and and job duties, but that was the only complication we want to run into. My question is is with the uh supervision obviously we're saying um mayor city
council is there a way where it could be more of the finance committee and the council or is that something that in the past the city auditor
would go ahead and you know speak with the finance and as you being the chair >> as who we report to for their supervisor. >> Yeah, for the checks and balances. >> That was kind of my question too. How we
define supervisor, who they report to and how we were going to ask that part as well was the next thing I pointed out in that section at least. >> Well, the week before the council um rules changed, the president of the council was always the finance committee
chair. Um, and then you know that the roles change. So that's that is something else to to think about. I mean I would just think it would go to the council president because >> they also assign the chairs and they kind of direct the chairs
>> on the way things go and to keep things consistent. >> Um because ultimately this position is elected by the council overseen by the council and the president is the head of the council, you know. side. I don't >> I think it's cleaner >> and it's cleaner. Yeah. >> Just a dead city council. Okay.
>> City council president. >> Um >> Yep. >> And I just there's no other chairman that does those like >> does those things and as president you are um there's just there's additional duties as council president and that to
me overseeing someone directly would be one of them. So >> proposing for line 12 works under the policy direction of the city council president. Is that what you were thinking or is that just of the city council? >> That's part of the city council. I was
thinking maybe poss but at least my thought was that the policy that actually city council but the supervisor who like they directly but who they would report to in that in that sense um because it wasn't very clear in any way keeping supervisor informed because it says mayor and city council so they keep
informed. Um so we but that makes sense to um council changing. >> Um >> I think the policy direction in general would be the council's policy. >> Yes. >> But the >> which line the other pardon? >> Uh 15 and 16. >> Oh, thank you. Okay.
>> Oh, keeping supervisor. >> But also on 13 employee functions independently referring to specific problems to supervisor. You could put council president only work clarification interpretation of city policy or procedure. You could put them in there. >> Who is the supervisor in that line?
>> I mean, okay. Yeah. >> On 13. >> Mhm. >> 13 and 15. >> Yeah. >> Adjusting that to >> So 15 would be city council. >> So I was just going to say that what if
you do the first line um policy discretion of the city council president, but then when it goes into supervision below do keeping the city council informed of progress. So it >> so they dep report report directly to the president but they're keeping >> the whole council apprised of any
information that needs to be noted. I think that >> I just for the for the position, I always just want the person in the position to >> know exactly who to go to, when to go to. It's especially when you work in public >> in in in with the public and in in the
public um sector, it's you just you have to know those things because everything is open and you want to be sure that they're they're they're given the opportunity to put their best foot forward to be transparent. And if it's like says that this is who I go to, then I know what I'm doing. If you lift up to them and
they go to a different person, it can be viewed as you're not being transparent. Well, that's who I thought I was supposed to go to. It just doesn't fly in the public eye. So I think um we want to just set them up to know they should have to figure any of this out and we don't want to leave it strategic >> and you don't want too many cooks in the kitchen either.
>> Correct. >> Okay. >> You want to go over what the changes are again here? >> So works under line 12 works under the policy direction of the city council president. Employee functions independently in referring specific problems to the city council president
only where clarification or interpretation of city policy or procedure is required. resolves most problems independently, keeping city council informed of progress, problems, and implications of decisions. >> Yeah. >> Thanks,
we're good there. Um, the only thing I had on the supervision given it two full-time department employees. Um there's currently Oh, I guess there's considering responsibility of I guess the auditor and >> the retirement board admin and the
assistant auditor. >> Okay, that was what I was missing. Okay. >> I was going to ask that too. So, >> okay. So, that's correct. Thank um >> um I just don't like the the statement carries out supervisory responsibilities
in accordance with the organization's policy. Shouldn't it be you know carries out responsibility that adhere to the policies it ordinance ordinances of the city and all mass general law >> that might be too specific. I see what you're saying but I think
>> I just don't like the way >> organization sounds >> organizations what the organizations the cities >> supervisor was in with the city's policies. Yeah. >> Y >> I think that we just change that to make it >> in applicable laws that
>> Okay. Yeah. I just don't like organization. >> Yeah. >> Okay. >> Yep. I agree. >> All right. Anything further than 8 through 21? >> Okay. We'll go down to >> Can I make a suggestion? Line 20. Um
rewarding and disciplining employees. >> I I don't like rewarding. Like why are we rewarding employees? And why would one manager reward? I I don't like the rewarding part of that. >> No one building equity like reward salary chart another. >> And how about appraising performance? Do
they appraise the performance of their >> as of right this moment? No, we're working on that performance appraisal. So I would keep something in here that way when we do come up with >> a performance evaluation process, it's still in there. But I think the wording
of that >> I mean to say >> as of right now nobody does that because it doesn't exist but when it does they expect >> correct to it. >> There isn't a formal process on there could be an appraisal of >> with within department >> within departments but there's not a uniform >> informally they might come to you and say I'm having an issue with a staffer
so >> just removing rewarding end is your recommendation or >> or just removing the entire section because we're appraising performance. Can we put instead of can we use something instead of appraising? Can we use >> right I'm thinking >> evaluating
>> performance >> assessing automating >> um maybe providing performance. See I want to try and be careful because when we do have performance reviews I
want to keep that language in there. directing work and providing performance reviews as determined by the city >> and input >> as needed. >> I don't know. Yeah, >> I'm okay with appraising at the end of the day if that
>> is you said providing performance. Um, you could just say providing performance reviews and that >> yeah that's really what I think a general in general would be but I I wouldn't want to take it out of it because it is going to be there. It is.
I definitely don't want to take it out. I guess maybe just deleting the last rewarding and disciplining in in after performance reviews. >> Mhm. >> Okay. >> You would be deleting disciplining as well. >> Yes, rewarding and disciplining employees or >> I think that that we could put something
under essential functions. um because that that's really a job requirement that you're giving your employees feedback whether it be negative or positive as an employee and a manager is expected to do that.
>> So I think maybe >> so line 20 would then read planning assign and directing work appraising and appraising performance of employees. >> Yeah. Um it says here 8889 just to jump ahead maintains office staff by recruiting selecting orienting training
coaching and disciplining employees planning monitoring and appraising job results. So we're going to get to that >> right here said with the uh updates on 8 through 21. >> Okay. Um, we'll do 22.
We'll go scope through 36 just to do the entire job environment um section. Anyone have any updates or concerns? I haven't had much in that section myself. I was anything
that technical >> that we didn't have in there, but Nothing that stood out to me. >> Unless there's something new in the duties that you are environment >> that seems like a pretty technical section. So, not being in the office day
today, I wouldn't be able to add or subtract too much from that. It seemed pretty standard to me, >> but I don't know what's something that might be added. that there was my assessments. There wasn't much to to change unless we couldn't be informed that something was missing or something
didn't apply any longer. >> And I apologize. I should have asked this before this meeting, but I'm thinking of it now. Do we know when the last time the job description was reviewed? >> June of 25. 25. >> Okay. Okay. Thank you. So, no further. Actually, one quick I just now I'm
looking at it. I hadn't thought of like what is the context for 345 and six? So like if you read it successively you know has access to all financial information confidential bids proposals and then sort of the no precursor errors
are difficult to detect and could result in excessive costs. Are they finding errors? Are they I don't know what the it did not strike me until this one. >> I guess it really if you think about it it's the job environment. What is that?
That's not the environment. And are they looking for errors? Isn't that the audible back on? But that's how it is in the other the version in our packet, too. Just make sure that >> I think it could be like obviously what we're looking for is preventing errors,
>> you know, which could result in, you know, >> I think that's probably the intent, right? >> Yeah, I think that's the intent. >> Um, >> but it doesn't read that. >> Yeah, like seeks error or something. >> Yeah. So it's there >> was editing it
>> close. >> So we're seeks or yeah prevents or >> I don't really know what it's not really an environment stuff either. >> Yeah. >> It's not to your point earlier. Yeah. That to me it feels like a job description.
>> It it it actually to me goes under the function >> function. >> Yeah. I guess unless it's like a an atmospheric sort of language like works in a stressful past face
environment and you know hint your I think you're like the the intent of a TS >> I would remove it from job environment put under essential functions. >> Yeah. or even special requirements. It it
might fit there more than anywhere under knowledge. >> Yeah. You know, the ability to detect >> Mhm. >> So, do you want to move it to the knowledge section? >> Errors that could result in >> Yeah. So, special functions
knowledge. 36. >> So 34 35. >> Yeah. So 35 34 36. >> Um which section thing we want to go into? >> Knowledge. >> Knowledge 107.
>> Yeah. >> Are we going to leave the language as is? >> No. >> Yeah, I do too. So >> to come back with knowledge sticking with that section then do we feel like we do need something about like the
pressures of the job responsibility fast pace and I'm trying to think of job descriptions I've looked at I don't know if there's >> yeah I mean the only thing it said was the the conditions noise level is moderate that really doesn't >> it's determining the noise level
>> has coffee machine I think that's typical the language of any job description. >> I've never seen >> Yeah. Yeah. Noise was moderate. No lifting required. >> Yeah. >> Um >> Okay. >> Indoors mainly. I don't know if there's anything like that we want to add or
>> I think when it says typical office conditions, that pretty much covers everything. Yeah. >> All right. Yep. That's good. >> When I'm sorry, I'm back to this. When this was reviewed in June 25, who reviewed it? Did you review it? So,
these were reviewed prior to the salary study being done. Um, that was part of the salary study is all department heads were to review their own job descriptions and their staff's job descriptions to ensure they were accurate before providing them to the company. >> Um, and then I believe when there were
other conversations about the salary study from that working group, they reviewed them again. Um, so I I believe in the beginning of the year. Um, >> and were they changed at all? Was this changed? There may be a couple edits that each department had made on their
own, but I would have to go back and >> kind of delve into what who changed what. >> Okay, >> thank you. >> Mhm. >> That's an usual practice though for somebody to change their own job description. It was more recommendations of is this inclusive of everything you
do or are there more job duties or functions that you do that your job description is not >> that it's outdated you know like you know >> it doesn't fall under >> when community when like you know computer things have changed and reporting and stuff >> updates. Yeah definitely
>> um so are we keeping this so we're moving this under knowledge? >> Mhm. >> Definitely. And we still want to change the language of it. >> Do we want to change the name language now or do we want to change it when we get to knowledge when we >> now we're here because we'll forget. >> Yeah, that's great.
>> Just know we got to I guess at least go to that go to that section to see what that section says to see how it >> that was the one thing I thought is the context of that actually going to influence how I want to word >> that language. Okay. Maybe we just say keep keep 34 through
35 36 as is an ad at the beginning. um an understanding of errors that are like an understanding of errors that are difficult or a thorough understanding or something like that of errors that are difficult to detect and could result in excessive cost. You know, like
>> just tack it on to the end of it or the >> No, I put at the start of it. Oh, and for knowledge I I put at the end of knowledge because I think that knowledge section is very um >> like it says thorough knowledge and then thorough knowledge a working knowledge
specific knowledge and I would say like um like there's another word for thorough working or specific like it's how about >> clear knowledge or >> the ability to >> the ability to
>> I put the ability to review. Well, that could be under ability. >> Yeah. >> Yeah. The the ability to review and detect errors that could result in and just kept the rest of it the same. >> Maybe. >> Yeah.
>> Could have its own paragraph as detection itself. So you got knowledge ability and have all of this as its own of its own subject special requirements.
>> It could, but I do think it fits better on an ability. Yeah, that's what we're feeling. >> You can put you put an ability in just start it with the >> just put ability to every every section starts with ability to ability to review >> like ability to detect error like review
er like >> review financial documents to detect errors. >> I would just say ability ability to detect errors like whatever whatever way you need to detect it you know. >> Mhm. Keep it very Yeah. Yeah. The
ability to review and detect errors and then just keep going. >> Yeah. >> That's 34 35 36. >> Yeah. >> 32 33 >> That's under job environment. >> So ability to review and detect errors. >> So under job environment.
>> Yeah. I've been keeping that there with job environment. >> Yep. Cuz those are just Yeah, those weren't part of this the error piece, but that's also the Okay. >> It's what they have access to in their job environment. Okay. >> Which is to
really enhance the efficiency. >> I like that. >> Okay. >> Taking 34, 35, 36. >> Mhm. >> Inserting them at the end of currently line 120. They probably become 121. um the ability to
detect errors that are difficult to I don't want to change this to detect uh and could result in excessive costs on it goes as is. >> I really do think that's >> Yep. No, I think that sounds good.
>> What about in the very end we fine with like the semicolon and then errors may have legal ramifications. I think we could change that part too. Like >> it seems kind of awkward. >> Yeah, it is very received for
>> um >> these errors may have a separate sentence >> I would say. >> Yeah. >> Do we like the word deterioration? I would I was going to say could compromise the city's financial position. >> I'm okay either way. Okay.
Deterioration. >> We could just say okay or deterioration of the city's financial position, as errors may have before that. >> Yeah. Okay. >> I like it. >> Does this whole thing make sense now though? That's the question. uh the
ability to detect errors are difficult >> to detect and could result in excessive costs, major financial losses from unauthorized expenditures and perceived funds due or deterioration of the city's financial position as errors may have
legal ramifications. differently. >> So that's into like you said after 120 which after shifting will become 118. >> All right to essential functions >> 38 to 41 is like a disclaimer.
>> Mhm. Let's just bite off. Okay, we'll bite out 38 to um 47 I guess to start with and do this in chunks seeing it's a little way longer. So is it odd that it's in parenthesis? >> That's what I said. Yeah, it's like
>> Oh, it's in all of them. >> Okay, the format different on the actual >> that that is the others other duties as assigned in a different word. >> Gotcha. That makes sense. Yeah,
>> I really >> I went for 42 to 47 there. >> Um can take seeing these single lines a lot. We'll take 48 to the bottom to 65 in our shape. I
>> mean, I found these areas to be essential. So, it's like it's what the job does. I don't >> every little you know, and it's it's very specific. I think for me for 48 reworking coordinates and collaborates with the mayor. Again, I worry that that goes to
the assumption that now the auditor is helping form the budget. It's one thing to provide again information, but to keep elaborating that to me means that the auditor is now playing a role in the formation of the mayor's proposed budget beyond just here's your information. And
if you go to 53, it's what he is doing is just advise >> coordinates and collaborates. I had just assists that changed to assist on the the annual budget. >> Okay. So strike coordinates and collaborates on assists
>> with the annual budget preparation >> with the budget on. Yeah. Assist with the annual budget >> preparation. Assist >> the I think that's much clearer and that's that's what the job is. >> Yeah. Mhm. >> Um and then into
let me see here, excuse me. Um the advises the mayor on various budget issues. I have just to get more clarity around it. I had provides objective financial data analysis to the mayor on various budget issues as needed during
the review of our estimates. So striking really just advises and adding provides objective financial data and analysis to the mayor. >> Mhm. >> For 53. >> That was 53. Yes. >> 53.
>> I'm sorry. Can you repeat that? So >> sure. So striking just the advises. >> Okay. um and and writing um replacing it with provides objective financial data and analysis to the mayor um cross to the the mayor part of that part
stays. So sort of there objective financial data and analysis to them. Um, >> so we're getting rid of where are we putting like it says budget issues should be >> budget issues. No, it's all that's staying there. I'm just moving advises
and adding provides objective financial data >> to demand. Got it. Okay. >> Yeah, that's one. >> No, no, that's circle. Circling back to >> next. Is everyone okay with 53 at the moment? Do you want me to reread it before I go in?
>> I'm I'm good at this. >> Okay. Um so yeah 49 and like 51 assists with the annual budget preparation prepares and distributes revenue and expenditure budget request forms to departments but then if these
now this person right collecting reviewing amending and compiling their estimates that again I feel like the changes we're making yeah that now doesn't fit. I don't know if like again I get the the broader advising but I feel like it should for those
department heads you know if a issue is flagged then the department heads need to fix or change their budgets accordingly or the mayor if the mayor at the mayor's discretion he and in this case he and the department heads um
feels again like the auditors doing the work >> the auditor should be doing it >> and I that's how I feel. So why don't we just strike it? Collects, reviews, amends, and compiles department budget estimates. Just strike it out. I don't think there's anything to replace it with. >> Collects various aspects of the department budgets that would get stricken as well.
>> Okay. >> Prevent sends an amends compilation of the department budget request to the mayor. >> That would take >> again I think because he I know the mayor this current he seems to work pretty directly with the department heads on their budgets anyway. Um it
would just be assists with the annual budget preparation, >> right? Because again, if the mayor needs any information >> and which maybe that's what we would insert as information is needed or requested by department, >> he should be able to get them from he should be able to get information from
auditor to assist in his preparation from each department. So >> we're just shrinking >> striking 4. In >> theory, it would be striking from the end of 48. No, no. So assist with the annual budget preparation >> from end of 49. Yeah.
>> 49 >> through to the end through >> the end. And then at this point we might as well combine it to one paragraph with the the next paragraph we >> assist with the annual budget preparation. Prepares and distributes revenue and expenditure budget requests
forms to departments. Provides objective financial data and analysis to the mayor on various budget issues as needed. >> I think that'd be great. Yeah, agreed. >> Anything up to
55. >> I had It's smaller cuz I'm saying um on line 57, city council should be capitalized. >> Yeah. >> You know, I'm glad you said that cuz actually not to make us go back either, but I I did flag some typos as well on line 20. Um apologies. I had these in a
different order. Um responsibilities include interviewing and training employees, planning, assigning, and directing work. >> I know that. Mhm. So 57, >> can I can I just um on 56, prepare,
analyze, and distribute budget reports to the department and city council as needed cuz it can be more than monthly and sometimes it's not let's just say as requested. >> As requested Yeah. I just don't like the monthly in there. >> Which one? I'm sorry. 56 prepare,
analyze, and distribute monthly. You just put change it. So Judy, you're saying prepare, analyze, and distribute budget reports to departments and city council as requested. >> So we take out the word monthly and we add as requested on the end. >> I don't want to think we have something
similar there. Whether or not we wanted to specifically assign it to finance was what I had in there of something a report like on a cadence as requested by the finance committee and to be part of finance or we want that to be overarching council. um
request. So >> um >> I wouldn't even mind adding it in with you know budget reports too. >> I guess we can do in at or pens and finance committee and do both. So the fil requested as a whole and the finance committee
>> was there you know in there also requested as well >> prepare analyze and distribute but >> trying to go more like the clerk information but they're not the not exactly the same but they're finance comms >> right >> not we already can't but that's part of we do
>> we do but Richard provides those u but just to quantify it in the in the in the job >> in the job description Well, I guess I'm now I think I'm I'm probably just confusing myself, but now 55 is 56. I'm trying to make that make make sense with the rest of 56 and 57 because
>> I would it would be more be removing and replacing. >> Okay. >> The idea was I'm sorry I should have made that clear. >> Okay. So, what would the full >> So, 55 through 57. >> 55 through 57. I mean the update I I had updates the city council via the finance committee on key department departmental
development and statuses on a cadence requested by the finance committee. Um but we can work on editing that if we want you know city council and finance committee or you want to keep a version of some of the information that's in here. Um
>> I I would keep it more towards this is very specific. I feel like what you just said can is is a little gray. Can you can you read what you have one more time? >> Sure. It's a updating city council by the finance committee on key uh department departmental uh developments
and statuses on a cadence requested by the finance committee. >> So I think this also adds in assisting the mayor like if I go to John and I need a department if I need him to help me with my budget departmental wise like he could do that.
So I feel like this kind of is a little more indepth than what you are proposing to change it to. >> Okay. >> Does everyone think we should just add add it to it? >> I think adding would be more beneficial than rewarding that whole one.
>> I'm looking to obviously >> so budget reports to it should be department. >> Yes. >> Um >> comments city council and the fi the finance committee. >> Mhm. and >> ask request >> and um in the city council and finance
committee. >> City council. It should it could it could be the city council as a whole and the finance committee cuz I may you may need something for a separate subcommittee >> or finance committee or city council. >> Just leave the city council. >> Just leave the city council. Just leave the city council >> because that's
the subcommittee on their own is saying they can't. It's just it's led to the finance committee that will have a cadence and request them more often than not. But it doesn't mean that somebody else can't because should it be they'll need it. >> Just I guess we're just adding city council. >> Okay.
>> Prepare, analyze, and distribute budget reports to departments and city council as requested. Does >> that look good? >> Mhm. for 55 and 56. Does that also if it's budget estimates, is that also
already included in what we changed above or adjustments to department budget estimates? >> That's >> if they're estimating, I assume it's at the start of the budget cycle. >> So that would be the preparation.
So if that isn't covered by provides objective financial data and analysis to the mayor during the mayor's review of department estimates for 53 and 54 duplicative
>> yeah it feels a little redundant >> unless I'm missing something Oh yeah cuz the department. That's what you're saying. >> Yeah. Vocal department budget up estimates. >> So strike 55 and 56.
>> Is that what you're saying? >> That was what I was wondering. Yeah. >> I don't It seems like it's duplicated. Amanda, do you have a >> I don't think it covers anything different is what I'm looking at. >> Right. Prepares numerous or provides objective financial data analysis. Prepares numerous financial analyses. To
me, those are the very similar phrasings. >> Um, to assist the mayor or to the mayor on various budget issues as needed during the review of department estimates or in making adjustments to department estimates. >> Yeah,
>> a lot of the words are the same in the two >> lines. Yeah, it seems like it's the same thing over and over again. >> Put that into one that paragraph as well. only have one line that's left with the bears and dam and the the >> and that could move upwards.
>> So if we took out 55 >> in the first three words of 56. >> Yep. >> And then we move up >> 56 and seven. >> Yeah. Yeah. 357. Nothing to eat. >> I think I just have a question. Um, and
I'm sorry I was like I'm not even raising my hand and calling Amanda to be in the chamber or not. >> Is that how it's supposed to be? >> Yeah, this is special, right? Um, okay. So, the only thing I have in the in the
bottom part of this page is um >> it'll be moving down below 57. >> Oh, I'm sorry. I'm Yes. Do >> Okay. No, that's where we are. Yeah, I thought you had more before. Sorry. >> Nope. I'm 58 56. Okay. >> That's what we're >> That is what we want clarity. That's
all. Thank you. >> So, um my question then is like answers questions of various sources regarding the preparation, analysis, financial impact of the annual budget. That's general. If a if a constituent sends him sends the auditor
a question, he then that is public information. It can be answered about the process. So, to me, that's fine. That covers that prepares and presents the city council a complete financial analysis of the revenue and expenditure outlook for the budget year under review. >> I wish that was happening.
>> I right that to me doesn't happen. So to me it is an essential function. I don't I don't know how much it matters but I think these two should be kept together. But that to me just moving forward had kind of jumped out to me being like I unless I've missed something which I don't know how on earth I could have at
this point. But that to me that is that is essential and that's just like a highlighted function of this job because >> I think it gives the whole council an opportunity to um to do it. So I not that anyone's going to take that out but I just want to make sure that it's being
done in the future if it's in the Yeah. >> Yeah. That's what was saying like if No, that is something they should be doing >> to that point. want you to be an individual bolded item instead of a second sentence. >> Sure, let's make it an individual bullet. I'll put that out there. >> Yeah. >> So Brad, we'll make that we'll put a space in between just
>> so answers questions from various sources. So 58 and the first five words of 59 will be one and then prepares starts a new line. >> Yeah. Seems as you pointed out a very >> and they are separate from each other. >> A very essential big piece of this essential functions
that's buried as a second sentence. >> Yeah. Right. Right. This is a on its own item. So, um, >> and they're two very different. >> They are. And they're both as important. I mean, >> if someone reaches out to the auditor and asks a question, a meeting with the current auditor, if they do, he responds
in about 4 seconds. You know, that's that should be expected. But to me, that's >> in a general thing. This is this other this next one is like a function of their job. It's an important one that should be highlighted. Besides that, I have no >> Do you know if the auditor is currently preparing and publishing the published
annual? >> I don't think so. >> Is that okay? >> So, I guess that's after we've all voted, they are signed, everything's done, >> the auditor, then I'm okay with that cuz I think that's the check and balance.
It's right the final eyes on it to make sure everything >> he prepares public he prepares to publish annual budget books for whom? the departments >> for the auditors >> for the state. >> Oh, for the state auditors. Okay. Okay.
All right. Go. >> 65 down or kind of very specific. >> Mhm. >> No. >> No changes. No. Um why those would be >> um so we're on to
And we take on 66 through 74 to start with trying to match to my notes page here. I think the only other minor grammar thing is that 66 like that colon isn't needed. It's very minor but so performs or
coordinates completion of various periodic reconciliations related to >> Yep. It can just be accepted. >> Yeah. Yeah. So, it's going to strip. >> The only thing I'll mention is 72 to 74. I'm not sure the involvement in Ununice
as far as perform um diagnostics and troubleshooting. I I don't believe he does any of that. I think that's something that we would have to ask him how much involvement he has as far as the permissions, the software
troubleshooting. I'm not sure how much involvement there really is with that. >> I was going to ask that. Is that more of an IT department, >> right? >> And diverting attention away from I don't know >> if I can the treasurer collectors here. Do you know um so the lines we're
looking at are maintains MUA software user permissions and access protocols to protect the financial database coordinates and assists in executing annual muse updates create new fund entities in munis needed perform weekly munis diagnostics and troubleshooting I know there's some of that but
>> he knows the permissions >> okay >> he's good at that first one instead of the other um it's should be an IT function but it's more We go to municip >> you go directly to Munis. Okay. So if you
>> but this says like performs weekly munis diagnostics and troubleshooting like I would I would take out that entire >> I don't >> and um like where I would just so if there is an issue with munice >> then how do we find like does munis do
like they do they do they do the diagnostics and the trouble? You know what I'm saying? Like I'd want you know they just kind of like run a report each week. That's what I'm thinking of. I don't know if that's the function >> they they submit electronic files. There's some kind of pass through that
they do and um it goes to it and it imports okay >> those changes. So as far as that diagnostic it's an IT function. >> Okay. Thank you. >> Um so it sounds like no very helpful good catch
but no >> I think it's fine if we leave that and then just remove the last sentence. pull out something. >> Okay. >> Cuz if it's not a function of the job, I guess my follow-up question was just like, is it getting done? Who does it because it must get done because munis is so important. But if we
>> a lot of the times if there's issues like Jen, for example, will put in a ticket with munus directly and then they respond to Jen directly >> and that if that's and if that's the if that works, you know, because we do pay for that and you know, you know what I'm if we're getting the answers that we need, but if it would be more helpful,
it was done in house and that's a different thing to address another time. But for these purposes, if the auditor is not doing it, we just want to take it out of description. I just didn't want to let it flow cuz I thought it was too important. But obviously, you know more about the day-to-day of that than I would. So, thank you. >> Do we need something to that like
coordinates with it and or has needed needs to be spelled out that much or not? No, I think it's I think it's okay the way it is if we remove that last sentence >> as long as the auditor knows what they need to do. So, if they have an issue and they know where to go, that's just what I want to make sure. I don't want them to be like, "Oh, this is my
responsibility." And have someone come to them for something that isn't what they're supposed to do. That's would be like my thinking of taking it out. >> That's why we have an IT department to do that. >> That's as long as what they're supposed to be do or that's what they do. >> It
can remove that. Mhm. >> Um, anything else in that section? >> Well, so Judy, you had brought up earlier. So the so 75 like sax official retirement board. Did we want to add something else about retirement board >> or I'm sorry insurance? >> I think the insurance what's you know
the role with the insurance. I think that's >> um >> we do get regular updates. >> We do get regular updates and that was going to bring me to 76. Okay. >> Um it says attend evening meetings as requested by the city council. I think it should say, you know, yes, they know
the evening meetings as requested, but also and finance committee meetings. >> Just say attends meetings. Yeah, take out evening. >> Okay. I mean, I just think that Yeah, attends meetings as requested by the city council and um finance committee. >> Yeah. Yeah. Evening movements.
>> Or do we just put attends? Yeah. Like you just said, if we just say city council, it covers finance or it does have to go to a different committee. >> I get that. So not admin finance committee. >> No. So just striking is everyone on this page in 76. We're just striking
evenings. >> I just I just think the you know in part. >> Yeah. You know that oversees the insurance the city's health insurance trust fund. >> Do we add a new line? >> Yes. It should be its own line. >> Okay. And so what will So I think after
75 right now we'll call it 75.5. And how do we want it to read? straight up overseas the city health insurance trust fun. >> Yeah. Okay. So overseas health insurance trust fun what you said >> what it is.
>> I feel like that one could get a little more in depth. Um he also like reconciles the balance. He ensures like the payments. The payments are very complicated when it comes to the self insurance. So we we have to put it
simply, we have a set amount that we pay per month in advance and anything above or beyond. So he reconciles it. He makes sure >> um like the stop then you're getting into like the stop loss payments and like >> stop loss >> there. There's a lot more when you start
getting into insurance than just kind of oversees the the trust fund. So I don't know how indepth we want to go on that one. Can we say overseas the city health insurance trust fund and you know then add a more technical function. I mean I don't Jen too thanks for coming.
>> I don't really I don't really know how to word that one but I feel like it should be a little more in depth than just >> I mean just man just >> the beginning like of what the like the manages overseas and manages or like I mean I could make the argument that
overseas is you are in charge of doing all those aspects that you mentioned that like you are overseeing it. You're in charge of it. um like overseas and manages >> all functions >> related to the city
>> because if there's an issue with that I just didn't know how much it went what offices like really your two offices and the auditor I just didn't know what offices it actually like it really would go if there's I mean I guess it falls on where the >> issue went but in ultimately it would go to the auditor's office
>> right cuz well Jen does have a lot to do with the insurance too but I just don't know where you guys are intertwined as far as >> I just make sure I get the payments sent. >> Okay. Um so anything else with those payments is managed by the auditor. It's
fair to say there's nothing else in there that doesn't. Okay. So do we want to just say um I think you know Brad or D over oversees and manages >> all functions of the city's health insurance. >> You think that's fair? I think that
encompasses again. >> And then the next line is 767. >> Yeah. Okay. >> So why don't we just open it up from 77 to 94. Um the rest of the section >> type of 184 >> condition with baud rating.
Any bods >> bundle. I was wondering if you're going to question the lack of >> Yeah, there could be some better comments in there. Um, let's see
for the this goes to you Amanda with the maintains office staff by recruiting, selecting, orientating, training, coaching, disciplining, planning, monitoring, appraising job results. Some of those seem to be things that fall under your purview, but not necessarily. So I would take out recruiting. Yeah. Um
he would select whoever he's hiring under him. So he would orient as far as departmental wise. He would orient, he would train, he would coach, >> discipline, planning on it. >> I guess the rest would >> Yeah, the rest makes sense. I would just take out recruiting. >> Yeah, that goes with what we did earlier
too. So I'm good with that. >> Other than that, that's all I really had. I would question 911. Um so maintains professional and technical knowledge by attending educational workshops that's fine. Establishing personal networks and
participating in professional societies that mandate somebody to join a professional society seems a little >> strange. I've never seen >> say something about professional development. >> Absolutely. Or continuing education. I you know I don't know what he needs to
in order to maintain his >> anything that he has. So that we could reword to say maintain you know that would go into what are the job requirements >> participating in professional development. >> Mhm. >> We could put an or in there or
something. I don't know >> an or an or at the end of the net or or any other something more catchall like >> or any other requirements to maintain professional. >> Right. Exactly. Um something along those lines. >> Well, there's a media requirements to
>> Yeah, require someone to do something. >> We could just strike it all and add a more catch all phrase just what they could, you know, just maintain just just leave maintain professional techn knowledge.
Yeah, like maintain professional technical knowledge and then >> but my my question is if we take it out like I want it to be known like you're in >> you're expected to do professional professional development. Exactly. There's no I think that's that's true of most organizations.
>> I I would leave it in. I just I guess I'm questioning the personal networks and the professional society. >> Strike everyone. I would strike all of them and we can reward that. We attend professional and technical knowledge by attending educational workshops and professional development.
>> I don't know if you can educate me and um >> participating in professional development opportunities. You could say professional development um and or continuing education. >> Yep.
>> Okay. >> Yeah. Yeah. >> So maintains professional and technical knowledge by participating in professional development andor continuing education >> to meet other require. >> No. >> Nope.
>> Or just end it andor continuing education to maintain like licenses. Do we still want that piece as well? >> So just continue education. >> Yeah. >> Period. >> All right. One last time. maintains professional and technical knowledge by participating in
professional development and or continuing education. >> You put opportunities. >> I put opportunities at the end. >> Professional development opportunities. >> And oh, professional and or continuing education opportunities. Sure. Endon opportunities. Yeah. >> Amanda, do you have any is that general
type thing? >> Yep, that one sounds good. >> Anything else anyone sees in the uh section? >> I not that section. I just the first line of 92 contributes to the team effort by accomplishing related results as needed. >> I was going to say I think we could
completely get rid of 92 and 93. Neither one of them make any sense. >> Seems the staff stuff is already >> Yeah, it's covered. >> Both of them. >> Y or it doesn't make sense. >> Yeah. >> Yep. So strike 92 >> and even 94 perform similar or related
work as required. or as situation dictates. Yeah, exactly. I would I would mix that one too. >> This one the old before, >> right? >> Um education trainer recommended qualifications, education,
training and experience. 97 through 101. I have everything here. Recommendations from the director of HR. >> I think those are perfectly fine. >> Yeah. >> Um moving to special requirements. Let's
do down to 11 through knowledge. Um I had had nothing in this session either. I would say the trained in munis financial accounting computer software or other similar financial related
software programs preferred. >> So add confer to the end >> cuz we might train them. It's not a deal breaker. I >> It's not No. And I was going to ask if there wasn't any like if there was something else but I think that covers the sound. >> Exactly. >> Okay.
Just put a coma preferred or put it separate for preferred. >> I would just do combo preferred. >> Okay, just copy preferred. Okay, makes sense to me. Um, this is your >> N.
Uh, let's move down to we had to shifting um into the ability section 34 through 36. Um but is there any >> we reordered that and added that >> reordered that added to the end. Yes. Um so this
>> I think those all sound >> that edit >> fine >> and then in the scale um 122 through 25 seem pretty technical of >> the type of programs being used um and other skills.
>> Mhm. So unless there's any additions um and then to the just the last section physical requirements. So 126 to the end. >> Those all look good on my end. >> This all seemed pretty fairly there like
typos or anything that was maybe needed to be taken out or something. I didn't this isn't something I feel like I could really contribute to back looking back at my notes just back apologize is back into the skills section
software and the requirements is that the current status of birth >> sorry what line >> so it's um I got to correlate with my >> it's 123 skills with Munice, Microsoft Word, Excel, Internet Browsers, Web Editing
Software, Lotus Notes, and other related programs. Yeah, that's >> that's fine. Okay. And then the only I guess I did one quick edit. I wanted to change excellent public speaking skills and decision- making skills. >> Decision making skills isn't >> a sentence.
>> Yeah, good caption. >> Forget about that. I was just decision. That's it. Um, are there any other overarching
recommendations or comments from anyone? >> Does that look like he would appreciate in that last skill section like Microsoft Teams, Outlook? I don't know. >> Um, we could >> specify those things or >> we could just change it to Microsoft Office suite that encompasses
everything. skills with Unice Microsoft Office suite, >> right? >> That way you make it clear that you use Office and not like like Google Suite or something, right? >> Okay. So, striking Microsoft Word, Microsoft Excel and changing to that. >> Mhm.
>> And then Yeah. Up office motion on all our edits made by councelorins seconded by councelor Keith to approve all our updates, changes and edits to the job description for the city of Is there any further discussion? Hearing none. All those in favor say I.
>> I oppose. Um the topic of discussion of the view of the city auditor position. Um I did have one more item. Obviously the timetable here as mentioned the letter. Um the
auditor's current auditor is leaving December 8th. Small time frame. Um, I believe directors has looked into auditing services and may have some further updates of how we may be able to fill a possible gap between having a full-time auditor and our current
leaving. >> Yes. >> So, can you let us know what's happening so far with that? >> Sure. Um, so I can post the job now that the job description is revised. So, I will work on doing that for an internal search in the time being. We did reach
out to the company who the consultant company who was our interim auditor before John came. Um the same person that was actually here is um still with the company. She knows the city. She did have some questions as far as um we're
going to meet with John tomorrow. So she kind of wants to know anticipated number of hours per week. Um what job duties could the assistant auditor potentially take on? um what are our immediate needs? Um and we are going to meet back
with her next week to just kind of go over those items one by one. Um they do have contracts, so they're going to send us um the contracted rates, which weren't anything out of this world. I think it was very fair, especially given she said most municipalities will do
like a day or two. Um it can be on-site or virtual. Um she was very knowledgeable on the city. It's been a while since she's been here, but she was great. Um, she was a city auditor before she went to work for this consulting company, so she's very familiar with
Munice. She knows the programs. Um, so she is willing to come on board if we need in the interim, which I think would be a great, you know, great while we look. Um, I will plan on posting on Indeed. I'm going to post on MM MMA. And
then there was one site that she recommended for auditors specifically that I will post on. Um, so then my questions for you are as candidates come in, how do you want that to look? Um, I can vet them. I can go through and if
you have, you know, qualifying questions, I can pre-screen pre-screen candidates as they come in, I can pass everyone to you if you want to look at them regardless of what their qualifications are. Um, >> I had two ones related to this one is just how we want to make sure and verify
all the changes are accurately done as well. >> I'll happily type submit it to somebody or >> I was going to I was going to suggest for that too is if I didn't know who's going to do it. So if you I think >> you should do it submit submit it to HR and the clerk and I don't you could
email us individually and you know what I'm saying and then we could respond to you individually if there's something that we caught. I think that would be >> within >> um like open meeting law and everything cuz it's just going directly to you and not to any of us. But >> um I think that that's what I would
suggest to do before it got >> Yeah. >> And the job posting won't be the job description. It's it's really an overview of what the job entails. It's not going to list out the job. It'll list out a few major job responsibilities, but it's not going to be like copy and pasted onto the job um
board. So, that'll kind of take out some of the >> So, you're saying you can post the job that that's good. Totally aware of that. >> That being said, do we want to >> do you want to meet to review it? >> That was my other thought. Or we just have another meeting, review the
changes, make sure it's good to go. I mean, if I'm not sure the scheduling right now, but if council meeting, I mean, see it would be quick to do. Hopefully, if we have a copy of it and schedule meeting sometime right before the council meeting if the chamber was open, if everyone's agreeable, >> I think is there a safety committee
meeting at 6? I think there is a safety >> public hearing and safety at 6:30 I believe on an ordinance >> but we could we could always meet in the mayor's conference room >> cuz none of us are on that subcommittee. >> Sure. >> Right.
>> Yeah. >> Okay. So meet before as long as we have the staff to do so um the clerk. Yeah, >> I think so. >> We can manage that. Okay. Um maybe that would be bad especially if it's already if we can post it. >> Yeah. That was my thinking was it needs
to be posted. But like since you're right, you don't >> full as long as you can. >> Yep. Then you don't need to do that when we don't need to do any of that. We can just meet and do it as a group. >> Y >> Yeah. >> Okay. >> And that way too it can be in the packet. It'll be public. I just think
that's important to do. >> Let's do it um let's do it that way. We get another question. >> Uh so it just it was more thinking about the um sort of the next steps and process with this. >> Mhm. Uh I mean I guess this is new for me. I
don't know if there's any other looks but I was going to ask. >> Yeah. So when we had done um the city clerk's search um which is the one that I participate in it was um in 2019. No it was in 2020. Was it 2020 21?
>> 2021 to 2022. >> You started in January 2022. Okay. >> Um seems like a decade ago. Um, so what we did was at the time HR had um posted it and then >> say I think we had like 40 applicants or
something. We did get we each got a copy of all of every single one. Yeah. And then we met. So you would send it out individually and then we met. Um actually I think we came and picked them up because she couldn't email. >> We did it all by Zoom. >> Is that Yeah. Right. No, it was all it was all public but we um we got them
ahead of the meeting I believe. I'm not. But either way, we each of the committee members got them and then we met and we decided together during a public meeting, you know, who was going to go. That's what it was. >> Um or I don't remember. All I know is I
got a I got a packet and it was all of the um I'd have to go back and look. >> Did you discuss names during your meeting? >> I don't recall. There's a language, right, that we can identify the application until a candidate is selected.
>> That part has to be private. >> Number maybe that was what it I apologize. I should have added I should have offered this having better info, but all I what I can say is we definitely got a um packet full of every single person that
applied and then we went through we decided we were all going to like bring your top four, you know, and that was how we did it. But yes, we did not you you have to be very careful about names and all of that. >> And I I've been on on committees like this before. We use numbers. We do not
refer names. Legally >> when we interview everybody has to ask you can ask question but you have to ask every applicant the same questions. >> I would like to have a set. >> I'll give you a list. I have questions. >> Yes. And we we also have done that as well questions
>> and then we had to turn in all the applications and resumes we had to return back. >> Yes. once you have to be pass. Um, so we don't have them bring them all to >> Yeah, we we don't have to go drop them. >> We have to drop them off again. So, it just um but yeah, that's
>> But you would prefer to see every applicant regardless of qualifications. >> Got it. >> Yep. And that way too, it's it's you know, this is I think it's not just because this is a appointment of the council and we have three of them. I think it's just do it that way and not have it on. Do you want me to put in and
sometimes this works, sometimes it doesn't, but I can put out knockout or disqualifying questions. So, I can on Indeed say, "Do you currently have a CPA?" You know, are you a CPA or are you, you know, whatever the other one is, GPA or the government, municipal
>> is it CGA? I think it >> CGA is that. >> So, they if they don't, you just never get it or we don't. So, you can set it up where if they answer no to the knockout questions, you will not receive the resume. Um, so I can set it up where they'll answer the questions and I'll get them regardless. Or I can set them
up where if they answer, you know, no to all of them, it does not forward to me. >> For the other preferred skills, >> but >> but as the bachelor isn't >> I was going to say this minimum. Yeah,
this >> finance or related field. >> And then it also says master's degree in accounting. I didn't think of that earlier. >> Preferred. >> Referred. >> So, I could just put those as qualifying questions. Do you have municipal
accounting experience? Yes or no? Just for your knowledge. It kind of speeds up reviewing them. >> Um, I can put, are you, you know, a CPA? Are you a G uh CGA? I can just put those questions for your own. It'll it'll make it a lot easier when you're reviewing them.
>> Somebody may be a CPA, but in the process of getting Yep. >> Also, when you have to look through multiple applications, it's nice to just have some things that you know that jump out at you. >> Absolutely. I think they're helpful. >> Yep. Yeah. >> You know, if somebody lives in Western and they say they don't have a driver's
license, what's realistically like are you going to be able to get here? >> So, I think they're helpful. >> Anything further? Anything else? Entertain a motion to adjurnn. >> So moved. >> Second. >> Motion made by councelor Max, second by councelor he to adjourn. All those in favor say I.
>> All those opposed. Meeting stands adjourned. Thank you everyone. >> I'll see you posted about that meeting. >> Thank you. >> You're very welcome. >> Very helpful. >> Jen, thanks for coming. >> Thanks. Thank you for hanging. That's why I
>> for the motion. I wasn't sure if I could. >> Thanks. everyone. >> No, thank you. Well done. I can't believe Brad is very >> You say English teacher