You said hit the gav. Um, welcome everybody um to the city commission workshop. It's March 18th, 2026, and I'm calling this meeting to order. Beginning with the invocation from Pastor Malberry and the pledge of
allegiance from Commissioner Campbell. Please stand if you're able. >> Good evening everyone. Father, we give you thanks and praise again for this opportunity to come before you. We thank you for this session on today. God, we pray that your blessing would be upon
the hearts and minds of your people. We thank you for the leadership, God, that you have provided. We pray that you would give them wisdom, God, to lead the city in the direction and the way that you would have it to go. We ask, God, for your divine grace and purpose, Lord,
to move forward in those things that are necessary in the name of Jesus. God bless our city continuously. look on us, give us what we need, and we'll forever give you praise, glory, and honor for
all you do for us. It is in Jesus name we pray. Thank God. Amen. >> Amen. >> Join me in saluting our nation's flagg to the flag of the United States of America and to the republic for which it
stands, one nation under God, indivisible, with liberty and justice for all. Roll call, please. Madame Clerk, >> Commissioner Davis, >> present. >> Commissioner Campbell, >> present. >> Commissioner Jones >> here.
>> Commissioner Borum. >> Mayor Carrera, >> present. Thank you. It's a workshop still. We don't have to be concerned about quorum. So, we'll move on to public comments. Is there anybody here for public comments? Seeing none, we'll close
public comments on to discussion direction develop board governance standards standards rather. Um Miss Jones or is where is Miss Cardi? >> Miss is like she's in her office
but we're in a meeting now. >> Okay. You want to lead the discussion? Hm. >> You lead the discussion. >> Well, I I thought yes, but I mean I thought we were going to um have a little bit of a presentation first, but if we want to just go >> presentation. I mean, what whatever.
>> So, >> yeah. And it might lead right into discussion. >> It may be my fault cuz she was trying to print something that I was trying to get for everybody. >> Okay. Hi, we're on um we're up to discussion direction a develop board governance
standards bring you up to speed. Is there any discussion question? >> I I'm nobody's starting. I'm going start since we're here. >> Go ahead. Go ahead. Stop. >> So So I'm going to start with what was in our package. How about that?
>> Cuz I don't First my first question is who who who created this document? >> I I did. Okay, that's fine. No problem. >> Just a last minute ideas for discussion. >> No, that's not what I was asking. I was asking because the same I just went out
and also um and if we get it together, I'd like to share some information. It's just something to share. What I did is I really just it's not nothing I created. It's a chat GPT and I went to the city manager. One of those initials. Yes. and just ask
for some back best practices. So, what I'd like to for us to consider um is while this is a good start, I was hoping we could kind of start with something a little more comprehensive because this just talks about attendance and I think
there's an opportunity with guidance from um the professional organization that we create a kind of a handbook for our board and committees. Um and I know it sounds like a lot, but it's it's not. is
uh a lot but it's detailed where we talk about roles, form of government, appointment processes, responsibilities, meeting procedures, and on boarding and things like that. Um I'm looking for guidance because obviously boards have
been existing in our city for a long time but with the um responsibility and continued service I think there's an opportunity for us to set guidelines consistent for all not just for attendance but how are they on there
what what does it look like which Miss West in the um in the document we provided um you know the expectations So all of these things I just think there's an opportunity to talk about more than attendance is where I'm going. >> Each board's composition
may be different depending on what they said in the audience as far as designations for seats etc. So that's a little different. I do definitely agree with the onboarding having been on the preservation board for 13 years but when I started nobody gave there was no onboarding and I don't know that there
is now. So I think that's that's an important factor. >> Yeah. So I have it written. I don't want to I'm sorry and I want to pass these out but I have a copy for everybody that and that's appropriate. Is that appropriate? >> It's a workshop. >> Oh, okay. There's a workshop.
>> I'll give you guys a miss. I also um incentivizing people. We're coming up with a lot of things that I think frankly may discourage volunteers. Not that I don't think they're important, but I think we also Why do people do this? What are their
motivation? Why would they continue to stay if the rules get >> overhelmed? So, what I'm giving you addresses all of that. That I agree, mayor. That's what I I mean, at least it that's what I'm trying to attempt for us to do is strike the balance between
making sure our volunteers want to be here and that they understand what we're expecting, what we're expecting. That's that's I think we're saying the same thing cuz we're not trying to run anybody off. And again, this is just very high level. I have more stuff. I
need to apologize because I did not. I was traveling and I didn't get a chance to send it to somebody to get out. Does everyone have one? >> Um, I think so. I don't know if Karen has one. >> Okay. >> So, are there any
share with you? >> Go ahead. One minute. Go ahead, Commissioner Jones. So, is there uh any specifics that we need to address like specifically? Um because I think we all are in
agreeance that yeah, it need be some structure. Uh one of the if if there's something that you're going to address specifically, I would rather for you to go ahead and start, but if not, I do have some things I want to address on these boards and >> the appointments.
>> Okay. Oh, go ahead. >> Go ahead, Commissioner. kind of want to take a step back for a moment and being that this is a workshop and we may have people that are watching um via YouTube or anything like that for
attorney West to kind of give us a quick abstract version of why we are discussing this. I know we've talked about it previously in meetings um with trying to ensure that we have a quorum and all of those kind of things because
it's been a little bit difficult in order for us to have individuals gather for whatever reason. So if you can just kind of give us a brief abstract so that those that may be watching um on other platforms would kind of be a breast of
how we are here right now. >> Sure. Uh so just to go back almost uh a little over a year ago, I was tasked with um reviewing all of the different boards and committees that serve uh the
city of KA. There's a a matrix out there that shows the boards, um the vacancies, the number of members. Um very few of our boards have term limits. Also, our city commission does not have term
limits. Um, Commissioner Davis is correct and and the mayor as well that depending on the board, the substantive criteria to serve on that board can vary uh marketkedly from board to board. And so there have recently been some issues
with establishing quorum for meetings to move forward. That is um not so much an issue with committees. Uh all of these boards and committees serve in an advisory capacity to you. um none of them except for the planning board make
any final decisions. The only final decisions that the planning board makes are with respect to um special use uh exceptions, conditional uses and variances and and the buck stops there with those decisions. It never comes up
to you. Um those are quasi judicial hearings both for the historic preservation board and the planning board and um most of the time they are coming to you with their recommendation of approval or denial and then you make
that final decision. um when they don't have a quorum in the in the context of the planning board and the historic preservation board that does hold up um the business of the city because people are not able to move forward with their
land development proposals and that that has been a bit of an issue. So as a result I believe uh Commissioner Davis uh spearheaded this effort to launch this discussion on this workshop today.
Um, and I was uh under the misimpression that attendance was the only factor and that's why I only worked on that. And that's why I want to I I do want to address uh Commissioner Davis and what she has brought to us because I think it
would be better cuz again when I first joined the planning board there's no onboarding thing and so you just kind of jump in but I do want us to address the attendance and the recommendation for
each board if that's if that's possible and then we can introduce what Commissioner Davis has brought into us so that we can kind of bring it all together as one. >> Yeah. And if I may, may >> go ahead. >> So, let me clarify. So, I'm here for
what the commission asked us to workshop. >> The only reason I was gathering additional information because that's what we're here for. And it's a workshop. I'd like for us to do what we said we're going to do. What I'm trying
to address while we are here together is or what I'm trying to prevent is if we address attendance and then something happens in the near future and we are commenting from the deas that well how
do we replace the person how do we do it and I was just taking this as an opportunity not to shift but to make it complete and so while we're talking about um onboarding that was just one item I used. So if you look at what I
sent I was just saying and the information we >> we are doing some things by practice for anything that I pull together in this one document. I'm just asking is it if appropriate for us to look at those
areas and make sure what's documented is right now our practice and see if there's an opportunity to refine the practice for the benefit of the city those volunteering and the overall board
or committee. So I just want to give that clarification. I'm not redirecting our meeting. I was just trying >> We didn't I don't think anybody took it in that manner. >> I'm just addressing um I didn't know what was meant about what I did. I'm not
directing this meeting. That's not my job. I just want to use it to be comprehensive so that again I have concerns that we peace meal items when there's an opportunity to be complete. >> Okay. And with that said, we're back to the I think again what Commissioner
Kibble was suggesting that we look at the initial issue raised and go from there and then look at Commissioner Davis's suggestions, recommendations. Um, so with that, the first thing that had been raised was the attendance and
lack of quorum, right? particularly for those for all boards, but particularly for those quasi judicial as Miss West just stated um the historic preservation board and the planning board that are crucial for the city to move along and for individuals who apply for permitting
or for COA or for whatever the case may be that holds up their whole process and that can be a money cost and very frustrating. So I think we have to address the absenteeism, the size of each board, um you know, is it unwielding or should we, you know, keep
it at those numbers? And each board, Miss West, for my clarification, the boards have different amounts of board volunteers. They're not all consistent, right? >> So some have what's the highest number? >> The highest number would be our charter
review committee with 12. >> Okay. But that >> that's a committee. That's well this is for boards. >> This is for boards and committees and that is something that's going to come up again right now. Again I don't know if we need 12 or not. I mean but that's the highest and the lowest is five or is
it seven? >> Five. >> Five. Okay. Okay. Go ahead. Commissioner >> I'm sorry. I'm trying to take over. I'm really just trying to get us organized a little bit more. >> While there's attendance I think there are two things. there's attendance and
there's number of members. I think those are two different things and that's what drove me to just kind of put a outline because >> the issue that brought um this item to us was the planning
board in particular >> and the request was not for an attendance requirement when it came to us. It was to reduce the number for quorum. So all I'm saying and that so the two are tied but I want to make sure we don't lose that. Um
>> that's why I stated both items. >> No, I understand stating what So and can I just say something? If I'm speaking in a way that makes someone want to justify, I apologize. That's not my point. I'm just adding additional information, not challenging. And if I'm
coming across that way, I need to change my communication. >> We don't have to keep saying I that's not what I meant. That's not what I meant. So I I do want to make sure I'm not initiating something that I'm not trying to so we get away from the issue at hand.
>> So So we can kind of move along in this process too. Um anybody else want to make any statements, questions, add to what we've gotten to. So I would again want to address the recommendation that
comes from staff uh with regards to the reductions in the numbers so that we can kind of get that off of the checklist and proceed forward. So if we can get those recommendations first, I'd like to kind of proceed forth with that.
>> Okay. Miss Miss West, you could possibly talk a little bit about it because we were looking at it because we had nine members and then routinely I think only five were showing up perhaps, >> right? Um that was just the the planning
board uh which has nine members. So for a quorum you need five. Um, so did you want recommendations for each board and committee or >> I just want us in order for us to maximize the request so it doesn't
necessarily have to come back before us and we have the opportunity to discuss I think if you provide us with the recommendation we can overall just take in consideration. Um, honestly I've served on some of the boards so I know how hard it is to come up with a quorum.
So, I just want to put it out there for uh just complete transparency as we have this discussion. And so, if we put it out there so individuals when they we can refer them back to this, but I just want a recommendation. I'm going to go with the recommendation because I know
how hard it is to establish a quorum. But I also want to make sure that um what are we going to do in the event that we do reduce and those boards say for instance if we do the planning board
we reduce the number what do we do with the extra people do they serve on do we remove them do they serve as uh >> alternates >> alternates like I want all of those kind of things have to be discussed as well >> yeah and I don't know if it across the
board if all the boards it should be a standard number for all the boards or is there a reason why it's varying numbers I guess is the question >> no I mean over the years decades really these ad hoc committees and boards have been established and the the numbers
seem to be from my perspective pretty arbitrary um you do face an issue the most recently revamped board would be um >> well the public art committee but then also the airport advisory board and a lot of thought uh and the airport
manager is here, he can speak to this as well. A lot of thought went into the selection criteria for each of those members. It it certainly would be awkward uh for some of our boards if we were to ask longerving members to uh
essentially step down and function in a alternate capacity or resign altogether. So I'll I'll defer to you on how you want to handle that, but that might be an issue. Madame Mayor, >> go ahead Jones. >> Along the same lines, I would like to
know from your recommendation the boards that we're reviewing the makeup of these boards. Are they made up of local residents, putting them county residents or
a mixture or people that's out of the county that maybe work here but doesn't live here? um and things of that nature. I think that's important because some people may not be able to go get off work and then come back to a meeting at 6:00 or 5:00.
So that could be a reason for why attendance and those things should be considered when we're putting them on boards. Uh the the third thing is are they appointed by the entire commission or just the mayor appointment? Because some appointments are Yeah. like the
housing authority position is appointed by the mayor had been in the past. Um so that position really doesn't come Yeah. because I was on that board as well and the last person was actually appointed by next mayor and I don't know if you had
someone recently but those terms come up those terms do come up I think every four years three maybe three on on on the housing authority board. So those are things that we do need to know before we start talking about the makeup of the board. Um
so I think th that that information is important before making a decision. Um because what if we have a board that consists of three people that actually lives outside the county? You could expect to have challenges with attendance. So we need to be cognizant
of that when we are making these appointments. um look at the the current makeup and I don't think we truthfully since I've been up here we haven't looked at that. We looked at the applicant and just what they have done or what they do the residents and I've I've always had a question of if they
lived here should they be serving on particular boards especially the ones that impact residents the way it does because if they don't live here the vested interest is sort of limited if I got a shop here but I don't actually live here so the consequences of the
action that I take is not really felt by me. I think I think we need to consider that when we start talking about appointing these boards. That's just like if we couldn't be commissioners if we didn't live within the city. >> So, is there anybody on any board that lives outside of the county? I know some don't live in the city, but
>> Go ahead. >> Oh, I'll go. >> I was just a question. >> Wait, >> um I know the airport advisory board has has had has a member that lives outside of the country rather. >> How many? Well, they're going to have to
look that up. >> Go ahead. You go first. >> So, I I'm not I don't have anything to say. I'm offering an approach. >> I just want to offer an approach because that's really what I was trying to prevent because we do
there are some facts. There are facts. One of the facts is that we're not we don't have consistent number a consistent number of board members, right? My feedback on that is I believe each board has to be considered on a
case-byase basis because depending on the nature of the skill set that's required I think that will drive the number of people for example airport needs you know this this and this whereas planning may only need this this and this so planning may be appropriate
with five airport with however many we landed so number one we're not consistent um I think there's an opportunity for that to be looked at to determine if we one have the right skill set for the com um for the board and to Commissioner
Jones's point not only the skill set but then where should that person live based on what they're providing advice for because I think that will also change depending on the board and their
expected um feedback. Secondly, it sounds like to me and I'm looking to be corrected is that we have inherited over time a practice. The third thing I've noticed is that
right now there are no term limits. I believe there's an opportunity for us to talk about if there should be, but not to the extent where we're to uh Commissioner Campbell's point, we don't and the mayor's point, we don't want to,
you know, scare people off that is so rigid. And the other thing is we want to make sure we are appropriate in keeping institutional knowledge on those boards, but preventing stagnation by somebody being on a board for 10 and 12 and 15 years. So, I think that's an
opportunity. Um, and then lastly, we keep talking about it's hard to get a quorum, and I believe that is based on the information I just said and the um the uh commission or whomever else not having the opportunity to fully sit down
and look at this like we're looking to do right now. We're just continuing to move forward. However, not getting a quorum could be just that we don't have policy appropriate policy
or not appropriate updated policies updated expectations updated we need some kind of guideline or standard I believe and lastly what I was would suggest is
and again open for feedback that we decide ide what we'd like to see in a attendance policy. I want to start there because that's why we're here. And then we define that and
then look back to say now with our existing boards, is there an opportunity to either fit them into a proposed policy, which we'll do in the future because we're here just to talk about it, or and there may be instances if
they don't, we may have to look at a transition period that they fit into the policy. And so instead of asking where we are and what we have right now, I believe the first question should be what do we want? What should be what's a
basic attendance requirement for our volunteer citizens to serve on these committees? And when I looked, I did see there is a standard um and and actually Miss West has it in her document that was provided and I
believe it was um >> let me uh >> where is it? The three oh attendance expectations correct attendance threshold first is you know a member who accumulates three consecutive unexcused absences shall be reviewed for removal.
Attendance shall be tracked by staff and reported periodically. Any vacancy declared under this policy shall be document documented in meeting minutes. And so I think we can decide is that the threshold we want and then
we can backtrack and see where we can fit in or trans transition those boards. That's that's my recommendation at this point as to approach because we all have the same questions. Do they live here? Do we have a number? How long they've
been serving? So, we know that's an uh opportunity for us to address. >> Commissioner Jones. >> Well, it's going to be very hard. First of all, how hard it is to get people to volunteer on the board. Number one, and you start saying three unexcusable
absences. Now, >> thank you. >> I want to ask you for mad mayor attorney. You're going to start asking these people to bring a a medical note to you. You're going to start asking these
people a personal questions because you said an excusable absence could be illness, family issues, transportation, those are excusable. And if I say, "Hey, I I had a family matter." I'm I'm just saying how
are we going to enforce? We're going to put some out there that we can't really enforce. Um I the attendant attendance policy um illness, work conflict, family emergency, anytime anyone miss
it could be one of those. >> Can I answer? >> Go ahead. So that's yes, but that I don't think that's the scope of what we're talking about in attendance. That's not what I understand. So when
when I and that's a good point and we need to make sure that's not what we're doing on a board there is a chair. If I cannot come to this meeting I'm going to contact the city clerk and say I cannot come. What whatever my reason
is don't matter. I'm notifying her I can't come. >> That's excused. I don't need to tell her why I can't come. And so that's the scope Commissioner Jones that I'm recommending. not why they're here, but that they notify someone and they're responsible in that. Because what it
offers also is the opportunity for the clerk or whomever to reach out to that committee chair to say, "Hey, two of your people have called or or maybe they're contacting the committee chair." But all I'm saying proactively that gives them time to make a decision. Do
we need to move this meeting to another or whatever the case may be. So, it's not a why, but three unexcused absences is we don't know you're out and you just don't show up is what I'm thinking the scope is. >> And the it says that here in what Miss
West drafted that, you know, notify staff of the chair in advance if unable to attend. >> So, it's clear it's very clear in here and there's no further information requested other than I can't attend. You don't even have to explain why. >> I got that. But you So, I I don't think
you get list of what I just said. the gist of what I said. That will be my I'm just saying if I was a board member, that's going to be my reason every time. And it says it like this. It says I'm just reading what's here in front of me and interpreting. Y'all can tell me if
it's wrong or not. Really? I I I I did ask Miss West, but uh when I said if I'm working late, hey, I can't make it cuz I'm working late. That's a call in. And it says
>> excuse. >> I know. I know it's excuse, but it says without pro notice. You ain't gonna be able to. If I'm tied up at work, I'm telling you 4:45. Hey, I ain't going to make it at 5.
It's not prior. I mean, I'm not I'm not I'm not trying to make it more difficult. I see I see this here. But what I am saying is >> what I'm saying is anytime a person call in is excusable because you can't say you really can't say three unexcused
absences. Now what I would like to know since information is being brought to us we having problems. Can you give us or elaborate what type of absences you have been having to prompt us to this point? Let's get a little bit of background. Is that
appropriate question? >> That that's fine. >> Yeah. So I'm I'm saying so if people just laying off and not coming to the meetings these these are you know the best we understand uh if they're not attending they're just not able to attend
>> but they they're contacting somebody and notifying >> in most cases they have called but you want to elaborate because in most cases they've called >> but it still doesn't create a >> but it's still I I don't think that it's I don't think the problem is whether it's excused or unexcused. I think the
sheer problem is simple. If they are not able to attend, you know, three times, then they're subject to review just as it say to review for removal. It should be simplistic, >> right? Which to the point.
>> It says unexcused absences. >> Oh, does it say that somewhere? I didn't see it. That's exactly what it said. >> Oh, take the word unexcused out. >> Said we needed to find an excuse. That's exactly what I'm >> did not call in before the meeting. We did not know >> you did not call, text or email. Pardon?
>> I just understood that. To me, I don't think it's that complicated. >> It it isn't. But if you making a policy, it need to be clear and concise because >> I agree. >> So that's why I was pointing to legal. >> I think Commissioner Jones's point is that you can even call in three, four,
10 times and you have an excused absence, but it doesn't resolve the quarum issue. >> Exactly. >> Okay. That's all I'm saying. So, if we're going to attack the reason, let's get to the core issue and let's attack the
issue on how can we stop it or what's the problem? And guess what? Whose responsibility is it to contact that board member and say, "Hey, listen. I I I know you've been missing and you've
had some issues. Is it do do we do do you wish to be off the board or some kind of conversation need to commence? Because just coming up here and saying we need a policy, we don't even ask we don't even ask a problem. I'm I I'm going to go a little deeper. I'm going
to go deeper to um personal. All right. I missed a few meetings and I tuck them on Zoom and I tuck them back to back. Not no one, not the mayor, city manager, nobody
asked me, well, is everything okay? You know, nothing to get to the root cause. I mean, that's just uh as colleagues, maybe you might say that. So, it would >> I can't because of sunshine, first of all. >> Sunshine ain't got nothing to do with why you miss me. But at any rate, >> back. I just want to make sure we're not
listen. >> Well, I'm going to say let me let me go back. I'm going to go go back. Just let me finish here >> cuz cuz madam commissioner uh Davis now you take a lot of time in the meeting in the workshop we going to go there because point of order you point of
order >> point of order commissioner Jones. >> So so going back to what I said there should have been some steps. Tell me we we come here to make a make a change on a policy or make a policy. I would like the clarity of like K even asked the
same question. What gets us here? If we're going to make the the policy, let's make it cut and dry. You interpret it. If you miss three meetings, there's that subsequently we the third the third or fourth one, we need to have a conversation. What are we going to do?
What are the steps we going to make as uh a team here? rather it be from the city manager, whether it be from the mayor speaking to to folks saying, "Okay, we're having a problem with the planning board meeting and it's if it's
the same offender, if it's different people, the reason why we're not being quoted, what is it? Y'all haven't told us that at all. Not the back the real background. You told us you read this, but tell us what the problem is." >> Okay. And let then let Commissioner Campbell Can I get the answer? then
we'll get the answer. >> I haven't gotten the answer from when I first asked us. So I think again we are all over the place >> and we need to kind of key back in. >> I asked the original question that I
asked was the recommendation of the boards regardless of if it's excused absence. I don't care about that right now. I want us to identify the boards that you are looking to have reduced in the number of members and then we will
be able to proceed and I'll if we can just get that I think that'll be the again the first check in the box that I've asked for 30 minutes ago. Sure. My only recommendation because of the delays that it causes to
um property owners in the city was the recommendation for the reduction of the number on the planning board. We currently have three vacancies on the planning board. I see. And so that's probably contributing to the quorum issue >> and it's probably the best time to do so
now. >> Right. And then not push back. >> So you won't have to add to those boards essentially. >> Right. Okay. Your document says one vacancy when you have that you posted here Karen on the bottom of that. So I'm just looking >> that's just a typo. There is three. >> Okay. Okay. Go ahead.
>> Go ahead. >> Okay. So we've identified that the planning board and I know we can't take official action but I would make the >> recommendation >> recommendation that we move forth with the reduction of the planning board from
the seven members down to the five. N >> I'm sorry. I'm sorry. I should have known it cuz I was talking for commission. >> Whatever. >> No, I'm not. I'm not talking. >> So, what whatever the recommendation is,
I'm I'm good with um and do we have any other recommendations that come from or we're good with the number of that's on the other boards? So, uh, the recommendation also to follow best practices of other
jurisdictions is to have an alternate backup for both your planning board and your historic preservation board because again of their quasi judicial capacity. >> That's fine. And also with the list that has been provided
um by Miss West, maybe we need to identify because there are some members or there are some boards or there are some names that I see on here of individuals that are no longer alive. >> This is a year old. This is
>> this is from last year. >> This person was deceased before then. >> Oh well. Yes. So, I think there's an opportunity for us to kind of clear up to make sure because that should be a vacancy and I don't see it's one of those boards that don't necessarily meet
often. So, there that could have been a slip between the cracks. >> So, mayor, if I may >> go ahead >> so that we can try to move along. >> So, the recommendation from the decrease in number of planning board review the members that are currently on the board
and I think that addresses one of the real reasons of we're here. Um, and now we're able to move forward to the makeup and attendance issue and
I'll say this while I do have uh issue while I do everyone has addressed their opinion. Um, I think the simple fix to that is to eliminate the excused and just amplify
attendance as far as any if you miss three, have that conversation as suggested by Commissioner Jones because essentially everyone knows even though these are voluntary uh boards, there is still a work that
has to be done. So again it gives us the opportunity at that third mark to say hey what's the issue you know blah blah blah and then proceed from there. So I I would make the recommendation that we ex
exit out excused or unexcused and just leave at the third mark because that's just a standard on any board that you are on. >> Go ahead commissioner Davis. Um, first of all, Commissioner Jones, I want to apologize. I wasn't intending to stop
you. I was just trying to ask. I wasn't clear on what you were saying, but I understand it now. So, let me offer my apologies. Um I do agree with Commissioner Campbell and I'd like to further recommend after speaking with um Lorenzo especi for planning in particular where
we are having the issue is and um as Miss West said best practices now for these planning boards is five um it's common. So I would even like to further recommend that we just go to five if
that >> Well, that's what I was suggesting. But you have the alternate. So now if you reduce it by three. >> I'm going let you finish. >> Go ahead. >> Thank you. Cuz I'm I'm working on myself, too. I know. I'm not saying I'm doing it. I see myself. So that's why I apologize. So, I'm
recommending the five and that we do also have and I believe what came across was was it one alternate, Miss West? Okay, five and one alternate. So, I want to further specify what um Commissioner
Campbell recommended. Um, also I concur with just making it um absences. Don't don't put an adjective in front of absences. and they'll um the chair they'll have that the chair can discuss
and determine whether it comes back to us or what how that moves forward. Thank you. >> Um and that that would alleviate we would no longer have three absences on the planning board because you've just dropped down to six and that would although not one of them is an alternate right now. Correct.
>> Five plus one. >> Yeah. So yeah. >> Yeah. five plus an alternate. >> Plus an alternate, but I'm just saying you now have dropped down from there's three vacancies, but the the issue will
be that there's no current alternates on the board. So, somebody will have to be turned into an alternate. But that's just here. I think also onboarding is important once we get to that point because we need to emphasize to people that are interested in volunteering how
significant their role is and how important is to the operation of the city and I think making incentivizing people that they are really a part of this and then when they do make recommendations we take it seriously which I know we do but I think it's important that we do the onboarding piece too
>> before we do that mayor can I'm with commissioner camp now I'm trying to reel myself back in. Are we done with attendance before we go to something else? >> Oh, I I just want to make sure because we're now introducing on board. I want to make sure.
>> And again, we can't vote on it, but we're fine with this policy overall with that change of just eliminating unexcused. Is there anything else on it that anybody has wants? >> So, what will happen with three excused absence? What will we do?
>> What would be the next step? >> We're not having excused or unexcused. >> No, but he's saying if there are three absences period, what's the next step? What happens from that individual on the board? >> I thought I heard cuz I thought I wrote it down. If a member misses three, have
the the chair needs to have a conversation with that member. Commissioner Campbell actually said or I think >> because I've had to I've been in correct um that >> this conversation generally at the third mark there's a letter that is sent to
the individual stating that the attendance of >> concern >> and it reexpressed the importance of their role on that position and you basically put it back on them asking them if they are willing to continue or
>> if they're willing to or if they're able to continue to do it. However, at that next reach out, they will be up for consideration to be removed from the board. >> Okay. Well, we know that happens now. So, is that what we going to be
recommending? >> Yes. >> Okay. >> I'm fine with that. >> I have a question. Go ahead. a signatory for the letter. >> It's true. >> Yes. Okay. Thank you. >> Or do we I mean
>> is it's appointed it's appointed by that position is appointed by the board >> commission. From the mayor. >> So that should come from her. >> Yeah. So I'd be the signator in this case. >> Yeah. >> Whoever the mayor is at the time. >> We'll prepare it.
>> So are we done with the attendance part? I believe so. >> What about the makeup part? >> The composition. >> Go ahead, commissioner. >> So, we Oh, sorry. We just talked about a t uh the comp the number of members for
planning. So, that's kind of where I was going earlier. In this workshop, are we going to talk about composition which w which leads us to the number of members for
each board because there are a lot of boards. What does that look like? I think because because of the fact that if you look at some of these boards, you have >> people on the same boards which that is I think is a conflict and it's an issue
because we think some people feel very empowered >> to they know conflict of information and they and you start talking about sunshine. It may not be sunshine that they're violating but they are probably sharing information that probably should
not be shared. I mean >> anybody serving on two boards? Yeah, you do. You have a lot. So, look at your list. >> It's not a violation depending on the nature of the board's activities. >> Okay. >> So, but I think since we're work somebody comes to mind,
>> I think we need to address all of this just like uh Commissioner Davis said, she we got the the road map. Let's get on it and let's chart out our course going forward. So
>> so the first to composition do we want to and and I agree with you about the airport and things of that nature when we have people with expertise to get on these boards and I think they should come from the recommendation of the the departments or the chair say for
instance we should lean heavily on the airport manager director on his board because he could do the research he to know what he needs to and talk airport language. Recreation to have somebody to talk recreation language or with the
best interest of that department and if they recommend such people you know they bring the recommendations for but we still approve them. Um and I I just think that is just good for clarity and working relationships.
So with that being said, the but they're different boards. So let me let me let me let me clear this. >> It's using those two boards. I would think that Cutright would need people who are
potentially could be actively involved locally with the programs that goes on at his facilities in around town. That's with community affairs, recreation, everything they got going on.
With you, on the other hand, it it could be regional or national level people that comes in and bring those kind of expertise, subject matter experts in to to shine light on things, uh, needs, trends and and so forth and
so on that they bring value to the board. Not just someone to sit on the board, say ceremonious airport, this what I wish to happen at our airport a wish list, but they actually have around the reason behind it and say it's going to make us better because this is what
my experience we have done in my time at JIA or something and so that would be very good and to get those kind of people with that caliber would be a plus for us here in the community. So that would be my reason for saying that. So, I would I would say that a local
decision board like the planning board, like the uh if we have a recreation board, gas authority, those people are local because it's going to those decisions are going to affect local people in the capacity that they would
actually uh either benefit or participate outside of being just on the board. They could actually volunteer or what have you. That's my reasoning. Yes. >> Do we have a list? I know it's crackling.
>> Okay. >> Yeah. Um, Miss West, and I know we probably do, I guess, in the charter, but is there a comprehensive list of the boards? >> Oh. Oh, we have it in the I'm sorry. >> That's what I was looking at. >> Okay. So, to Commissioner Jones's
Yes. Where's the value? One thing I do want to make sure we clarify and say because the boards I think are advisory and capacity except for what Miss um West >> planning for. >> Yeah. Right. Correct.
Um I guess I guess the question is do do we need to look at how members are recommended for the board? Are there some boards that or is this a committee where the commission
recommends somebody you know each of us or do it is there value in having a standardization like we just talked about these boards perhaps the managers or directors of those departments or I don't know is there value in consistency
is that realistic or are there some where we need to appoint I guess >> well in some of the boards by ordinance specify who you know the the who is the compos who who comprises the board what's what
the seats designations are um Miss West can speak to most of this better than I but I know the historic preservation board for instance has specific composition specific seats however it's pretty loose in some ways as far as who sits in those seats um same for the
airport advisory the public arts advisory Committee 2 also that just happened has by resolution has specific composition requirements for those feats. Um it was attached to this memo that
>> that we just got from Miss West. >> So you can quickly glance through them and see for those those that there are some that are taken care of. Let's put it that way in terms of um the composition and specific seats. Yeah. So, so then my question is going to be as we're scanning down here, is there
opportunity to reduce or any recommendations to reduce any of these other boards that are not um that that have the number of members by ordinance. So, some of the boards were created by
ordinance, others were created by resolution. >> Right. Um, so if you're going to change the number, for example, your public arts committee that you just established, that was established by resolution. If you want to change it, it
just takes a resolution. If you're going to change something that was established by ordinance, we have to change that by ordinance. The city commission does um approve of all the appointments. You'll see the last page of the memo that I
provided contains it's dated but it's the old um board/ committee application. This is the application that is attached to your agenda packet >> and I'm happy that you
always generally bare minimum information. >> Yes. >> So it really does not And that's why um I would call sometime if the applicant was here or was present at the time of
us being making an appointment so that they're able to identify themselves and tell about themselves. So I would definitely want us to allow us to get a little bit more information again.
>> Excuse me. Commissioner Camp, can I interrupt? I think there's a request for us to make sure all of our mics are off. So, um, yeah, if we could get that as a make it because generally it's on the consent agenda and we're back at that. But I
think when we're making these appointments, that's important for us to be able to vet that person prior to us just agreeing to uh appoint them to the board. So, >> so when I say more information, if you
look at some of the applications that have come through it re that that's really a bare that it really does not allow us to dive into uh I mean of course it has professional qualifications but most times the
information that is presented to us is bare is very minimal. So, we don't really necessarily have much to go off of. Um, how what can we how maybe just again recommending that they come before the commission to allow us the
opportunity to ask questions that may be pertinent to the position. Can we cut that? I mean, >> she's trying to find out, >> but how it doesn't have to necessarily be addressed in this meeting, but that's something to take in consideration of
staff. How could we get more information with regards because again if we look at it and we just go back to some of the things that I've heard uh some of these applications may need to be different and they may need to be specific for the
board that they are referencing so that we are able to capture the if there are requirements that we're able to capture those on the application process if that makes sense. So we may have to go to a individualized instead
of a general uh application process. >> Okay. >> Education and qualification would be good to add on here as well. >> And do you serve on any other city board >> or committee?
>> Does it say that you can't serve on I'm just saying if it doesn't stop? >> Well, that's that's not accurate. There's there's is dual office holding, but it really depends on the capacity of the board. So, if you have that blanket statement, that would not be an accurate statement.
>> No, that's not what I meant. That's not what I said. I was just saying on the application, I'd like to know if this applicant serves on any other municipal board or committee. That's just information.
Not saying he can't. That's just information I like to have when I'm considering someone for an appointment. And I do want to recommend to Commissioner Campbell's point that when we get Well, I'm I'm going to hold back.
I was I want to get to what makes sense that you I want to make it a recommendation that we do get to see the person at the meeting where we're considering the appointment. Um, so that goes back to like you said, some things
have been so informal. Um, I know previously when I've been on certain boards, I had to show up to the commission meeting in which they're going to determine if I'm going to be appointed. I'm saying that tongue and cheek because I want to go back to airport. Their person, I don't know if
that's reasonable. If they're going to serve though, they have to come here to a meeting, right? Even if they live somewhere else, I don't know. So that's my concern. I don't want to make a recommendation that's not feasible for certain committees. >> So my statement was and of course as of
now we are you utilizing Zoom or some kind of other uh thing that would allow them but it gives us the opportunity once again to kind of ask those pertinent questions uh versus just consenting >> to um to that.
>> So I'm I want that to be >> Yes ma'am. So I would make that a recommendation. >> So currently none of our boards the attendees attend virtually. They all attended. >> No no no no. We're talking about at the time of the appointment by the commission commission meeting.
>> For the initial appointment initial appointment. I think that's important to start talking about attendance. >> Can I to back up for a minute? When the application when somebody applies to be on a board, how is that that does the city manager
look at that? Did they contact the person and then maybe let them know that that you know request you know something like that? >> Yeah, I think that would be the easier way than too much information.
I have a question. Should there be anything on the application that lends that individual to make somewhat of a commitment? I'm just asking. Say, are you committed to? >> I think that's a part of the onboarding process.
>> Yes, >> agreed. on >> what I'm saying is in these recommendations that we're going to get to that we haven't gotten to. I do have that covered under here and it is where >> so I mean we need to consider it but I have a sample commitment form
>> I had I had to sign one for the COC. >> Yeah. and and it should be on the application because they're signing this application and it says whatever date that the department just like on our um agenda it says when the >> well it doesn't say when the boards meet but it should have when the boards meet
so that they would know >> but I'm not sure what they're signing off >> I'm not sure it should be on the app >> oh but you're right because what if they say I hear I hear what commissioner Jones is saying >> they knowing what they're saying >> well well I do think what should be with
the application is something that tells expected roqu requirements >> expectations. >> Yes, expectations and requ and requirements. Even though you're volunteering, there are some requirements you need to come >> and I think I have a sample in here
somewhere. >> It's the commitment. >> So, you're right. That needs to be with the application. But each board has a different, you know, meets on a different date and a different time. So >> yeah, >> I'm just Yeah, >> but I mean
>> general application right now >> and I think the commitment statement is general as well. >> Yeah. >> To all applicants. >> Yeah. And that you won't get the exact date time meeting, but they will understand that they are committed to this. Yes. I agree. I'm just trying to
keep it general. Make I want to make sure you're not adding a twist to something. I'm not >> I'm not I'm trying to keep it as general as possible to applicable to all. >> All right. So, are we >> Yes.
>> I'm going to agree. >> Member responses. >> We also Yeah. Okay. Have we covered that? >> I'm sorry. Mayor OV have we covered that discussion about adding that to the application as far as
responses responsibility. >> We didn't we did start with the planning board in terms of the number of members and then we kind of went off and didn't address it with the others. So, and that was the that's why I asked the question, what was the board that we
needed to take in consideration? Um, and the follow-up question that I had was that um I think uh Attorney West addressed it that there aren't really necessarily concerns with the other boards uh
that >> but for consistency purposes what we would know if we say five, why can't we do five across the board then then may be where we're falling short. Somebody will be in them and say, "Hey, well, I apply
for this board." Um, if we have seven, maybe we could replace them and put them on another board. >> But desire that brings up the concern that I had earlier if we were to reduce the number of um board members across the board because that was one thing
that I was taking in consideration. What do we do with the individuals who one want to remain on that board because that's the board that they applied for. So they're not interested or would not be interested in going um to another
board. But how would that look? So that's why I said even with the recommendation of the planning board that this is the opportune time to do it because there are so many vacancies, we would not have to put anyone in the position to um
to be uh to step down >> and I agree with that. I was just thinking um maybe to be planful and maybe people right now are grandfathered in so to speak. So the historic preservation board has a full composition
>> and so that's what mayor I think so you're you're making a point and I think that'll be addressed once we talk about term limits. Exactly. Um But if there's anything else >> I I'd like to say I think one of the things we need is when people complete
these application they have to complete the application. I >> can we just get a completed application cuz otherwise incomplete applications would not be considered. Um I I did want to go back to um Miss
West on so I I know you mentioned the date of these and this is current as a I guess as much as we have documented right now. Are the are these the current members? Um Right. Yeah, that's that's the point. Yes. Yeah. So, um getting
back to is it I want to jump the gun. Are we we talked about member responsibilities. I want to just go back because we said potentially that would be with the application.
Did we did we say that? If not, I want to recommend that member responsibilities are with the application so they understand. >> I think it needs to >> Okay. And so, um, the member responsibilities, there are some general responsibilities out there.
Do we need to recommend those now or is that something that staff will I mean, what does that look like, Miss West? Is that something we should come up with some right now? >> I mean, what you're contemplating is um basically a application form different
for each board and we can have boilerplate expectations and commitments on each application. >> So not that's not necessarily what I meant unless we have to. So what I Oh, go ahead.
>> Well, based on um what I'm I'm hearing, it does sound like we're going to have to customize the application for pretty much every >> So how can we I made I let me I made that recommendation because again if we
look at the application that we have it's very generic and if we are looking to enhance or it can be that I don't care but I just want us to be able to identify that it what is say for
instance we have the that is so >> can you can you other people's stuff >> um Can you >> mute that sound? Can you mute it? >> Let them explain. Let explain. either
you're sitting all your mics on. >> We know, >> but they were off before. Oh yeah. So, we were talking about just trying to capture as much information. If they can do that via one application, I'm fine with it. But the customization
of specifics again, what the airport requirements aren't necessarily met or that information isn't on this application. So, each board reflects a different You may be able to
use this for some boards, but when it comes down to the nitty-gritty planning, when it comes down to airport, when it comes down to certain others, that application process needs to be a little bit more different because we're requesting
more information to be provided from that applicant. If it makes sense, >> that makes sense. And I'm wondering if it could be left generic, but then when it's submitted, that person, depending on what board they're interested in, they meet with they meet with Lorenzo,
they meet with whomever is over that board to go into the specifics like an interview. >> Yeah. And I think that might be an easier way to do it than rather than change this whole form and make it too complicated. >> I agree. I think it needs to stay
generic. However, there are we do need to I believe we need to know and again Mr. McNair, this airport advisory is such a great example because you have such um specific skill sets needed. But if we're considering an application
for the airport advisory board and I know that the members um I need a local pilot, you know, somebody put Putham County, we also need to know which role they're filling on that committee, wouldn't we? versus not having two
Putnham County people but no real estate person for example. And so my question is how could we define that in Okay, let me say it this way cuz I I'm a I'm a tech person. I know we keep
talking about these uh paper documents and writing but truthfully if there is a document depending on what you apply for and this is not difficult you know it's if it's electronic and I don't know go with me for the electronic
piece the drop down opens depending on which position if I'm applying for um airport advisory board it opens a drop down to one of these these areas. Airport advisory,
I'm the Putnham County representative or I'm the chamber representative. Um cuz one of the things I wanted to ask is if we could look into having maybe an application hub, whatever that defines
or means, that is not necessarily such a big deal. But we got to get away from these paper applications, too. Um, but I don't want to introduce too much for that right now. >> Well, I think there's some in a quick search. Yes. Cuz I've been over here just looking at different municipalities
around us that there are um and I'll submit to staff so you'll have something to reference, but it hits on the electronic version. And you all know I'm always trying to think of that transition to techn that paperless. But
I'll send to to you and that's that's what like I said I have the the application like I've looked at in Aville I've looked at Palm Coast I've looked at Palm just different municipalities and also
got some good recommendations for Now, going back to member responsibilities, um, and I want to make sure based on, um, what you said earlier, um, Commissioner Campbell, and potentially needing different roles, the
responsibilities I was talking about were generic ones. Um, you know, attending meetings and participating, reviewing materials in advance. um providing input, sunshine law and ethics requirements, you know, just
general is that sufficient to cover all cuz this is these are the basic member responsibilities. >> Also, they have to be willing to submit that financial disclosure and that has that needs to be at the forefront
because a lot of people >> that turns people off. >> Absolutely. >> Yeah. >> Yeah. So, we need to add that. So that those are so all of that should be um >> that's beyond us. >> I appreciate
>> that's beyond us. >> No, that's required. It's a responsibility. It's a requirement. And so that's what's going to clean up some our boards. >> No, we don't. I don't think so. >> They are notified. Okay.
>> So, >> well that's that's right. So, we do need to add that under member responsib do we need to define those is my question. I think that's that's what we did for >> Well, these were these were mine right
here on the number two on this one page workshop discussion that I think you guys have. I I don't know. They're very generic. They're not mine. They're generic. And then add to that not willing to but submit financial disclosure.
>> And which one are you referencing? >> It's it says onepage workshop discussion. Okay. Anyway, I was just referencing number two on this sheet as some generic roles and responsibilities and adding the financial disclosure to it.
That's just a starting point. Currently, uh, our clerk notifies all of our committee and board members of the financial disclosure requirements with the state. They failed to file their financial disclosure with the state and
get in trouble with the state. >> It doesn't affect the eligibility. It's a criteria that the state law requires. Not >> I'm just saying. So >> So essentially what if they don't if they do not submit
>> the is me being honest. I don't if they don't submit it, they're not in compliance. So they shouldn't be able to serve. So I I I am not clear the clerk is notified. better. Don't ask me how it
>> Okay. So the >> thank So the question is going back to if they did not do that do they are they is that caused to for board removal.
That's that's the question I that would be the whole point of financial let >> Okay, that's what I was asking. >> Is that a question on the application? Are you willing to submit a financial disclosure?
>> Because if they say no, yeah, you might we don't say, you know, >> there's that one statement down there that says undo it. It's already on there.
>> Okay. >> So, y'all can I just once we wrap this up, I just want to address that real quick cuz I saw it that we talked about earlier about the multi multiple board. So, one of the questions in a neighboring community um is may I serve
on more than one board at the same time? and Mike uh mayor I'm sorry attorney west it says yes you may serve on two advisory boards or one quasi
judicial and one advisory board >> it's two advisory board one quasi judicial and one advisory board Everybody may we go to term limits >> or is it time we're working our way good
with member responses responsibilities and talk now it's time for us to talk about how they'll be able to serve um just so some of the I'm sorry mayor So some of the recommendations that I've seen in some of the other communities
that are surrounding us um for example we have on so we'll talk about like code enforcement um the term for this community is 3 years and term limit
term limits are two consecutive terms. Um so again what do we have a recommendation from staff on suggestions because again I know this may affect some people that have been serving for quite some time.
>> My recommendation would be that uh you replicate your own term limit policy on the charter. So, if city commissioners are not subject to term limits, then none of your boards should be either. >> I'm sorry, but I I I I disagree with
that. I disagree with that whole time. >> None of none of your boards or committees reflective of the city commission, which does not have term limits. None of your boards and committees have committ. They have terms, but not term limits.
>> Thing is that we are elected still every four years. So, what has happened in the past and you can tell by um some of these folk have been on committee since 2014
and it's 2026. I think as the population changes, times changes, ideas changes, I think those boards need to change. uh because even this makeup of the
commission changes um or at least have the opportunity to change. Um I think the same should go with uh these boards. I agree and that does happen because they do have terms but not term limits.
So they could have a three-year term on the board. They can run, they can apply to be on it endlessly. But again, after that three years, multiple people could apply and it's up to the discretion of this commission to determine whether that person continues or not or somebody new comes in. So that that's already in
place. >> Correct. >> So we've got that >> that we have again that that >> Yeah. So that these com these advisory boards or committees have I don't know
if they all consistently do but I think we could put that into place where they serve for three-year term they can reapply to be on it again. >> Yeah. So let me make it perfectly clear they they have terms they don't automatically roll into their next term.
That is fully within the discretion of the elected officials at the time on whether or not you want to appoint them. So if you have someone that's been serving since 2003 that that is because this elected body keeps reappoint allows it to uh some
that capacity. >> Correct. Or nobody else has applied correct >> for that volunteer for that. >> Right. >> So I have a question. >> That's >> how do I know that >> that they been on it for whatever. >> How do I know who's on a committee? How
long they've been on there? when they were appointed. How do I know? This is the first time I'm seeing this sheet of paper. >> I'm not saying that's your fault. I'm I'm just asking the question,
>> but I think it'll be um as we begin to have people that may reapply that that'll be a part of just say for instance that comes from the staff to inform the commission that this member has been serving since or because you
may have someone who served before, took a break and came back to serve. So, >> right. And it does say on Saturday consent agenda is something that we need to take action because we need we need we need to bring that >> I think it needs to be regular business
>> regular business because consent agenda when we get sometime we get tied up on other things and some things slide in the consent agenda just being honest. I think we all realize that and I think that this is one that is they are important because we're having a
workshop on it. I think we need to bring it as a business and and make appointments as deemed necessary. So let me ask this being that and I think I don't know if this has been a practice but I've heard
it tonight even that the applicant will meet with respective department head. So, do we still think that if the department head is making the
recommendation that we need to how does that look as far as that's a process to go through? So, >> I think that's important. That's why I brought it up. I think it's important for the department involved with the school to interview so
yeah. So, I I think that's an important step. No, >> no, I'm fine with that. I was just making because again if they are or if they need to get past the >> I would accept that recommendation. >> Right. So in that case that would be an
item that is on consent agenda. Um if we are just going with the recommendation but again that's why I want where I want to just identify so that we're having that conversation. I'm fine either way. But I do think that ultimately um if the
commission wants to ask additional question that's where it will fall under regular business instead of from >> well I think if it's our duty and responsibility to appoint people on the board we need to keep that and we don't we don't just because they have a
interview they're saying well I think that fit we can take it into that but we still need to I mean what I have seen is weird. A lot of our responsibility, we kind of like want to push it off. And it's like
we are going to be criticized or praised on if something go good or go bad, I would like the involvement because if if it goes bad, I can take it. I'm going be responsible. If it goes good, the
same thing. But I also give our staff um credit. Okay. take I I like take the blame if it goes bad. I would like to give credit if it goes good to the staff. And so just like we're we're reviewing this now. We can't put this
off on others. This should have been coming to us. We shouldn't see people that's deceased on this list cuz what what I tell you is what we had here has failed because it hadn't been coming to us. There are several people on here that I know for certain that they're deceased. And so how could we say they
reapplied? They didn't reapply. It couldn't. It's not possible that they reapply to be on these boards and they're still listed as board members. So, we haven't been doing any pers or any update. So, who is in charge of that?
Madame Mayor, >> who is it? Hasn't I hasn't been that authority or designation has been given to me. >> No, I'm just asking I'm asking you the question. >> Essentially, it's the clerk. It's the city clerk. >> I believe it's perhaps
Well, the the applications go into you. Yes. >> Go ahead. >> I think this is an opportunity. This is an opportunity. This is what I think we're talking about because we're talking about recruitment.
we know is that there are some um where it needs to come from the department. The question is is that the only place and again when I was looking at approaches because one of the things somebody said was it's hard to get people on the board but I think we need
to update our well we need to establish a recruitment outreach plan. Um, and some of the things I saw obviously because we've asked this from up here. Well, how do we or at least I have and I've heard as well. How do people know there's an opening? How do they know?
How do they know? And so, um, but we know I think we said the city website and then which makes sense and um, but there's opportunity for social media, local media here, um, civic roots and
again it's something that's really U we can advertise across all those channels. Um timeliness of posting them so we can get people when needed. Um and then there's this one I thought was interesting as we were talking about um
digitizing or making it an electronic application process maintaining a whole application form. So we now have people who are interested in waiting and you know we can pull from that and um and all of those I just want to see an
opportunity where we get a more diverse um notification and application you know because we do we have the same we're really not as diverse as I'd like to see in some of our um
um boards. And if we do that then the other outreach would be receiving from director. And so if we receive a recommendation from a director, I think
that would be kind of the high not all of the director, but some maybe application because if they, you know, can't find something maybe someone who's interested or I'm sorry and then maybe that goes
out to that department. I don't know. But I'm just offering that. >> No, I agree. I mean I think if you did like social media through all through all communication options um like a featured so there's a vacancy on historic preservation board you we need
your help and this is what it involves but you feature a specific board and information about that board and highlight that board so we create some interest so we do develop this pool of applicants and there is some people vying in some cities I know certain
boards offer prestige or opportunity maybe to run to office in the future and that's why people get on them, let's be honest. So, I think if we can make it more enticing, more appealing, mock basically, you know, that's why we should be
>> because we do need people involved and we have a lot of people that complain sometimes and rightfully so, maybe not sometimes, but let we need your help there. And I think I guess my question would be to commission to you may would that address
what we talked about definitely getting them from the directors or managers and other avenues. Either way, I do believe it should be um regularly what I'm trying to say.
>> Maybe maybe I'm a little bit confused because it's not getting the recommendation from the directors. The application is a general application process. They'll meet with
>> have an interview kind of. >> Yeah. Interview. So the recommendation the the application process and the promotion will all be done the same P. So it's not like oh we got a recommendation that's coming from the airport advisory. know that person
applied the application went to the they talked to them and then basically like a vetting out process >> because they need to understand >> it's not that cuz I don't want to put that responsibility on them to say >> I used the wrong you're right not but at least need to talk to
>> the yeah >> invented them >> they need to talk to them and even get further understanding what's requiring correct role is >> correct >> okay that's what I'm trying to say >> and I I think in with the promotion and
I think Miss Hall has done a phenomenal job with um putting things out. I think that in order for us to be topnotch and I made this recommendation before um we have to move beyond flyers, we have to move beyond
pictures and we have to tap into the reality of the real world. And I'm not talking about re I'm talking about the re eel which is a social social media. So we may have to um look at different
approaches. And I think mayor said it phenomenally. We need your help. And what better way to put we need your help than to have a representative from that board say hey create a quick video and put that out
instead of relying on a flyer. cuz I'm more likely going to click on that reel versus when I see another P, I'm going to scroll up. And so just just thinking of out out of the box ways. Um because again, if you're talking to a millennial
like me, I'm going to be I I would prefer to see it pop up on my news feed as a real like I'm I'm just speaking. If you want to reach me, the best way to get someone like me is through the technology phase. And it's not necessarily a picture. You know what I'm
saying? It's oh, this just popped up, you know, and then I it's something that can be shared. So, just another opportunity for >> for Gredder to do more work, but I agree. >> It's not it's not necessarily >> I'm teasing. I'm teasing on that. I think it's a great idea and I also think that for the more mature people, you may
have to do some of the other >> which is fine. Like even when I came even when I made the recommendation >> Yeah. Just like when we made the recommendation when we were getting the playground, one of my recommendations was for Joe to do a actual video. I saw
that get spread more than some of the other stuff. So I agree. We have to we have to be diverse in anything that we do. But in order to capture a certain audience, you got to make sure that we think about that audience we're trying to capture. >> I agree. And most people are visual anyway.
>> Correct. Correct. >> Go ahead. >> So just u getting those avenues out are great. You got to get that buy in from the board members to actually be able to participate and to do the videos. A lot of people don't like to do that. >> So that's fine. If it doesn't come from
the board, it can come from I'm be more than happy to Hey, we need your help. We have this board available. This board vacancy, this board consists of blah blah blah. It meets this blah blah blah. It's >> or we can each take turns and take a different board and we can all kind of promote a different board. I mean, >> be creative.
>> Yeah. Be creative. Okay. Are we set? >> We got a recruitment outreach plan. >> Is there anything from staff that we need to address that we haven't addressed before we dive? >> Before we move further and you also have
do you have something to say? >> Well, I forgot what I was going to say. Hold on. >> You wait long enough, you'll forget. So yeah, I guess I want to just the question is up there. Do we have
anything else before we move forward? Because this is a move forward what I'm going to talk about. >> Okay. Um can we talk about level? Um >> I have a >> So generally when a member is brought on to and like I said I've been where I've
had to do these several times within the first 90 days um and we can shorten that time they have to have a new board member orientation and then genu then annually the board in its entirety is
supposed to do an updated um uh workshop training of sorts to address any changes that may have come and to make sure that all board members are apprised of um any changes or things of
that nature. >> Um and I'd like to recommend if it's not too um unreasonable for the first 30 days. >> That's fine. >> Yeah. Oh, I think it has to be. >> No, I mean, I just was thinking the first 30 days for sure.
>> Oh, and then my question would be the orientation on boarding. Who is that? when we were when I joined or Miss West when I was briefly on the committee >> charter >> charter review
that's what we're so miss you were going to say >> it's it's off topic I think that's a very good question um between the clerk and I, we work closely to make sure that that happens. Um, I have a question uh
regarding the recommendation for the department to uh make a recommendation for board members. That's pretty obvious for most of these boards. >> More of an interview. Um, for for example, for firefighter
pension board, would that be the fire chief or the finance director? >> Or would it be the chair of that board? >> That's a question. >> It wouldn't be the chair because the chair is appointed by the body. Consistency
>> and same question. >> Did you have something to say? General Employees Pension Board and Police Pension Board. >> I'm the chair of the police pension board at the moment. So, >> no. >> No, >> that should be done.
>> It's a good idea. And then that's going to reflect what the charter the recommendation that came from the charter review um on >> any elected official they have that background check. So I don't foresee >> Thank you.
>> No nothing consistency. So in terms of the recommendation with the department head for the firefighter pension board, the general employees pension board and the police pension board, should that that connection be with the department
head for fire and police or finance? >> I don't know. >> I don't know about that. That would be a lot >> just need a little >> should be with HR. >> Yeah, those Hi does the pension.
>> That's right. >> That's what I was suggesting. >> And then for the four appointments that you have for the library board, the county library board, who should that be? >> And how do we make that appointment anyway? It's a county board, >> correct? Um the way that it's
structured, it's a Putinham County ordinance. Um the five Putnham County Commissioners each select one member and then the remaining four are recommended by the city of Clark. >> That don't make a lot of sense. We have one library in the city but the rest of
them is in >> our ordinance way over here. >> Yeah. And there's one vacancy currently. >> There's no vac. >> There's no vacancies now. Exactly. >> So, this list is not correct right here.
What we have? >> No, she >> talking about that's on the bottom right here. >> Okay. So, I I'll just need guidance on library board, the black housing authority, TIFFAC,
and the tree committee. According to that ordinance, those all those members are appointed by the mayor. >> So why is that? >> So an ordinance enacted in 1998. I don't know. >> So it's 2026. So are we going to change
that ordinance? >> Well, I I don't know. We could or I could be the mayor could get the person that could come to the lodge, but right now that's what the ordinance says. So until the chart
recommendation from the tribal review committee to discuss that. That was >> that's an ordinance, not the charter. >> That's right. It's an ordinance. >> So, we could if we if the board so desire I'm sorry. >> No, I you we could change it. >> Right. And I think and I'm going to tell
you why I think that is uh very important being on the housing authority board. I'm going to tell you why. Um, just like I just saw you in an event, you see people who are engaged through
the community or from the community in the housing authority either dayto-day or programs that they need or want to see. When we start getting people that really don't have uh interest in what goes on in those communities,
I think it's a disservice. I'm just telling you the honest truth. I think that I remember being u well cuz sometimes you could have meetings and you could talk about specifics and members of the board have no clue of
what you're talking about the disparities and things of that nature. Um so I think that's important. I think that uh I've been removed from that board at least six years, at least five years, and there have been
folks on the board that was there before me. And I don't recall other than they probably submitted they wanted to remain on the board, but they remained just renamed, renamed, renamed. And I just think, like I said prior, I think we
need other folk that in in those positions at times. If not, at least they come up and say, "Hey, I've been on that board and assist that board. This is what happened. This is what taking place." But if it's just stagnant to say I'm on a board, um I think we need to we
need to have other consideration. That's all. >> And not saying nothing bad about anybody on that board. >> No, I'm not just agreeing again. We have need more people. we need to recruit more people because if that's the only person that's submitting the application that's what you've done um and I honestly appointed by the mayor is kind
of use but I just I mean that is what the >> ordinance says I haven't been had a lot of involvement so if I'm told now that that really is my role then I will sit down with an applicant prior to the approval from the commission and discuss with them what the role is and what
their expectation is and I can do that and then it will come to the commission right now. But I think that's an opportunity if we need to do something different because we're trying to also chair
does each year not each year. It's based um it depends but usually it's based on the term. >> Okay. So, I'd like to consider
um the boards to elect a chair each year. >> Can we talk about that and see if that >> Yeah. And how is it defined right now? It's defined by ordinance. I mean, how is it determined which board the term
the board doesn't exist? >> Okay. >> Justice. But is it their prerogative or >> Yes. Okay. That's what I varies from board to board. It's in some cases like HPB it is dictated by well where it's not dictated by
ordinance and I want to just have discussion on this >> creative >> we talk about people becoming staff and just sitting and talking to the same person over and over I just it gives an opportunity now the board maybe there's I don't want to put
anything to say the board cannot >> I just want it to be considered because the board want to be like someone else and I think annually is reasonable and it also I think um gives incentive to
board members and develop leadership because some people want to they just don't have the opportunity to >> No, I agree with that. I just want to talk about >> yeah by ordinance which boards are determined by ordinance >> since it's all if you look at the third
column the legal authorization it will tell you legal authorization. Does this legal authorization or does it also mean in each of these
instances that the ordinance tells? >> No. So, so it's a two-part question. It depends on the board. Some are created by ordinance, some are created by city charter, some are created by resolution. Um, in terms of who serves as chair, it
we would have to pull up each ordinance. The the larger packet that was included with this memo is 63 pages. I didn't read that, but I can get that. >> That's okay. So, what my recommendation is is where it is not dictated by that
board consider um Sorry. >> So, is everybody okay with that recommendation? >> I am, but I just want to say this that one year um I think two-year term would
be better because it takes approximately half of the year to learn that position of chair. And when you going from uh just a board member, a board member to a chair, the responsibility to to learn how to run meetings and stuff,
I think it probably would be a twoyear. Um but I agree with you 100% because you just have you have people that don't >> I agree. You just want some recommendation. So we don't have the same chair unless
the board wants the same opportunity. >> So So and what the sidebar was I want to discuss it. Um when we look when I look I'm going back to the housing authority they and they had a one is a resident
board member and for a resident board member to be on the board for more than 10 years. You can't tell me that there there's not other residents that move in that have ideas that want to move forward and
we're just not allowing that to happen. That's that that was one of my pet peeves when I was on that board is to make mention, hey, listen, you know, uh what is this person doing? What they bring to the table? Not discrediting anyone, but I I like let someone else get a turn back because fresh ideas,
fresh things happening, and then the ability to do things. So, >> right, she's Yeah. somewhat um you know, there's there's challenges >> that um we recommend talked about the chair about the
co-chair and vice chair someone back that will also be with chair and vice chair >> and I think in some instances I remember sometimes when I was on the police I mean I'm sorry the fire pension board
that it was key that they had a chair and a vice chair. Um, so I'm in agreement with the chair and the vice chair. >> I also know that the um newer CEO of the housing authority has been in fact asking what the process is and
>> he would like some new fresh ideas. Not again to downplay the significance of the people that have put a lot of time and years into it, but he's he's basically asking how can we make some changes for the pizza. >> All right. And what about the gas authority when we start talking about
that? Because the gas authority have been an authority that's been the same for a significant amount of time. Um and again we start talking about people who have moved from the area, people who are currently in the area, um people who
serve different boards and I think this is this is one that we can look at. >> Uh significantly more difficult to alter because it's in the city charter. That's why we're doing the charter reviews so we could address it. Right. >> The charter review committee did not
recommend any changes to that provision. >> But their recommendation, we actually oversee that board. Is I'm not right. >> You just had the first reading approving of the ordinance adopting all of their recommendations. So here's an opportunity because you
have the second reading coming up on March 26. If you if you have additional changes, I need to know about that because we'll need to re publish. >> That's the p that's the reason for bringing it up at this time because I mean we didn't have another opportunity
prior. So um so what do you guys board what do you think about what I just mentioned? Um and maybe I ask madam clerk what have been the terms for the people that have been on there? I know you probably can't answer now, but maybe you can give us that information prior to this meeting.
What the terms of the folk that are on this board currently? Because I I see some people Well, there are people on here that's not on the board currently. >> Are we authority? >> Yes, >> I know at least three of them are feeling new at least since I've
>> Yeah. So, I mean, >> so she wouldn't that was praying just because we were asking for information. So I think what I think it falls back >> we need Yeah. >> But I think it falls back to we are the ones that reelecting these individuals.
>> So if we're looking for the change, the change has to start with us. >> And I'm just going to ask >> exactly >> but we don't have a lot of time for the gas specific to the gas authority with the second reading coming up. >> I don't think there needs to be a
change. We just need to be when there we need to advertise. We need to be careful >> if individuals are I mean willing and so when it comes to the point of a seat of vacancy we again >> with the promotion and all that we
talked about we're coming into trying to get uh you know word out to different people that these boards are in need. I think we just have to take a closer look. I don't think it needs to be if the charter review didn't deem it to be
anything that uh I I want to say what 21 recommendations or something like that. Um we just address it from the day is >> I I agree and I just want to make sure we're clear on that because there was some discussion of just suggestion about changing it the charter recommendations
and just because that would be cumbersome. I think it's I agree with you if the uh thoughts. Let me just go ahead and say it because I don't want to miss the opportunity. It may be cumbersome, but that board
have been meeting for some time. We did go through the first reading um and we allowed the presentation and it was a lot of information and at that time it may hadn't you know resonated to us but at
this point we're doing a workshop which brings these things to I think everybody up here have a have had a a oh moment that hey I forgot that let's speak on this and this is mine. So what I'm saying is it hadn't been first reading is just that the first reading is the
second reading if it had to take work to bring it back and maybe I should talk to my representative which was the chair and say hey listen what do you think about this because we hadn't had any conversation prior but this is a concern and uh to u
commissioner Davis point when we're doing a workshop and we we don't have fresh information up here sometimes it's hard to to see exactly what we're we're tweaking or what have you. So, not to point fingers at anybody what happening this way, but when we see it, we still
see it before the action have taken place. And whether it be cumbersome or trying, it's still an opportunity prior to it being set in stone. Um, so that's why I'm saying it. Um, so it is an area
opportunity and we could take care of it if if it was necessary. So going to that that's just I just wanted to I wanted to say it and bring it out in in in the sunshine because there's there's also another board that I had a question about. Go ahead
>> and that is the police pension board. So what happens when the criteria is for a person or four members and one of the people has to be a uh citizen. I
didn't see where it says an elected official. However, on that board it is currently the two required full-time police officer which is the chief and assistant chief. There's a vacant position. Then you may or may
have uh ex elected official that is running for for position that's on that board as well at this point. So that's one two three four five on the
police pension. It has a 16 on it. I thought we were under the assumption, and this is from even when I came in, that if you are running to seek office, you have to vacate your board position. >> Is that um I'll I'll need to look into that. I
think that's a a requirement for state office. Don't I I'll need to research that >> because I had to give up my seat on the planning board um when I sought election. So, on on charter review,
um the committee, it wasn't until after you were elected. I I need to research. I just don't know if it off my >> Yeah, I thought it was after >> just to know it was Anna as the citizen prior to running. We just reappointed
him. reappoint. >> So, do we address those things? >> West. Yeah. Let Miss West research it a bit first before we do anything. >> Can I go back, Commissioner Jones, to your um
questions about the Palaca Gas Authority? >> So, that would need to come on any changes. It would have to go back to a first reading on that ordinance for the referendum. So I I'm just not getting clear
direction on what it is about the charter that uh you're looking to >> Well, you mentioned that you already had the first reading and I know it goes up for vote on the second reading. My question was to address the concerns or at least
you know um have the information of we start talking about term limits and how long people have been on this board and a lot of times it's just give other um community members an opportunity to what we saying recruit and be a part of what's going on in our city. Um that's
it. That's sometimes a new set of eyes and ears. The board looks fine to me. However, again, when we talk about I thought we said consistency. So, that's a board I'm saying let's look at also for consistency. I wouldn't I wouldn't poke at the housing authority board and
wouldn't say anything about the uh and don't say anything about the the gas authority. So the charter for the gas authority appointment and terms of members states that the city commission shall appoint at the first regular meeting of the city commission in
January of each year such members as are necessary to fill expiring terms each appointee to serve a term of three years. What what is it that we're trying to change there? >> No, I first of all I want to confirm the number of years and if there was any
expired no term or limits have been met. Um >> there there are no term limits. Again, it's a term of three years. You you guys >> and then we reappoint, reappoint, reappoint. >> Totally within the discretion of this commission. You don't have to reappoint.
>> And I think we're going back to the same consistent process that we're suggesting now is that in this case, the gas authority director would interview the person submitting an application to be on the board and then we would go from
there. I I do know since I've been in office, which is almost four years now, that three of these people came on after I came into office. So I know three of them are, you know, three up in three year are just meeting their meeting that
three-year limit shortly by January maybe. Um Mr. Lel, Mr. Vickers, and Mr. Screen. So you know, again, I don't think some folks a couple of folks have been on this for a while, but again, they keep getting reappointed. So, we're going to count on the director of the
gas authority to interview them and see if they meet criteria and if there are any other candidates. Again, we're back to promoting and encouraging more people to volunteer to be on the boards >> in a number of ways. >> Right. So, when are when are we This is my last question on that. So, when are
we going to um have Madame Clerk go back through these and give us a current list just so that we would know who's on these boards and and just like this this uh this list here that actually give the term and when they turn out that would
be a great information to have at our disposal so we would know. >> Could we have that >> sometime coming up soon? this up on the screen. >> Yeah, if you can send that. Okay.
>> How long it take you? >> I have to go through those. >> Yeah, some of them are not on any >> just now. All right. >> I am working on it. >> Okay. So, we should have it soon.
>> Is there anything else? >> What other question? Are all of these boards active that we I mean Okay. Okay. Okay. So, when we get that update, I'd just like to know what's not relevant. zoning appeals
>> still there but they don't haven't met in a very long time >> citizens advisory task force that that does not that is >> no longer >> your charter review committee has >> right
>> and when's the last time >> tiffac question when the grant window, >> right? And then tree committee had a meeting. The tree committee, it basically only meets once a year in December in order to ensure that we
continue getting the designation through the Arbor Day Foundation for Tree City USA. We did not have a quorum this last December, but the meeting still went forward to receive that designation. >> Talk about this for two hours.
>> Yeah, I'm done. >> So, sounds like we'll be getting an updated document. Okay. Thank you. >> Thank you. Anything else on hand? >> Okay, we move on to B develop policy staff and elected
official related. >> Is that you, Miss Jones? Okay. Mor commissioners. Okay. So this policy, it was designated to do a workshop on. Um it was a policy um that was put together that I um created
actually at the directions of the city manager because of different things we were getting um in communication with staff. Um this was also discussed um with our tenure employees in our department meeting um to have them look over things that they may know that have
existed or hadn't to get it changed before it was brought to you all. um when it was presented not for adoption but for your review it was decided you all needed more time to look over to be able to dissect what's in it and what needs to come out. So we are here today
and for recommendations from you all now as to how this needs to be changed. >> So who wants to go first >> thoughts because I'm sure I'm just tripping questions. >> Go ahead. So I know that in this chart there's a recommendation that if I'm not
mistaken um regarding information somewhere there's documented about our staff elected official relations is that >> Miss Karen said it does exist. Okay.
Okay. I think it's in the um sunshine. >> Yeah. So my so where wherever it is and we need to find out where that is because what I want to understand is is this necessary. Is it a duplicate of
something that exists as a standard? And if so what are we trying to accomplish and what was the driver again? >> It was basically from my understanding um BCCing to the commissioners from
staff and the city manager was not notified when she received this. It was u my my direction from her to create a policy so that if this behavior continued, it would be something outlined as to the consequences for this.
>> Got it. So then that does give me drive me to another question. You said BCC to the commissioners. Are there instances um of it going who did it go to when the commissioners might have been BCC? Was
it to HR? because obviously it wasn't to the city manager. It sounds like based on your response is that >> I received one I have received I received one that was BCCD. I was BCCD on it too. Um not to
>> was there a two per >> Who was it sent to? >> Who was it sent to? No, >> no one. It was just BCC. >> So but we know who it's coming from. So when when it's I guess here's where I'm going.
An employee there is an employee code coming up and employee knows that who they report to and where they're not. So I'm concerned that we're just creating all these policies instead of a manager handling the business at hand. That's
what I'm concerned about. And I don't see that this is necessary. >> Okay. >> I I think it's just not necessary. I think >> and in short did not actually express this at the meeting. That's why I was hesitant to say because I was going to actually >> I was and I'm happy that you did it, but
I'm going still say what I I'm going to say this is pointless. >> Okay. >> Thank you. Commission hold people accountable for their actions. We have policies. We got laws. We got
>> Okay. Thank you. On to the next item. Public works building. >> It's kind of have to have Why we And I'm going to say this. I know the decision is up to us, but I'm
concerned that nobody from public works is here. >> I was going to ask. >> Oh, yeah. >> They were. >> Wow. >> Is he on the uh Zoom? >> No. >> Okay. I I also do have some information
that I shared briefly with you that I >> Yeah. Let first let them let me let them have the assimilation and then >> Yeah. >> Okay. So, I'm sorry. I'm sorry that public works is not here. Uh we do have community affairs here who does work closely with them.
>> That's not good. >> But it's still not public works, you know. So what I did um I tried to go back and find everything I could concerning public works and the development. Uh what I was able to find
is back in 2019 I think they made a presentation at that time to the uh commissioners I guess to justify getting a new home. And so these are some of the pictures that I found
and uh them explaining why they needed to move. But there was really not I could not find a lot I couldn't find anything too much about what was the intent for the usage of the building after they
move out. I really couldn't find much of that. >> I don't think I don't think that was that was never established. >> Oh, that was never estab. And then finally uh at the last minute I think yesterday evening um cuz I had
heard in the wind that uh there was something about Booker Park uh that the space was going to be utilized for parking lot. I was here. It was I was here during that time and the conversation was to expand the existing
book of park into what you just stated, either another field or parking because currently um even during the season when it is in use, the parking at that is literally you're down the road parking on the side of the road. Okay. And so
the vision was to uh have that be parking for the fields. >> I have a question though that we can't really answer here but it's a question. Is there any concern about a Bramfield site on that? >> That's why Miss
that part I first wanted to put this part out. >> Yeah. Okay. So, uh, today, oh, and then to finish the part I wanted to address is, um, we have had at least three or four companies
express the desire to purchase or rent the facility. Okay. >> We talked about that and we said no. >> What happened? We talked about that and we said no because there's so there's all I know it was brought to us before but the residents in that area did not
want heavy traffic to be coming down that road. So we did say no to that and that was recently that someone um brought that to us and we had that conversation >> and that was one of the justifications for relocating public works was the heavy traffic to residential. So, we
don't want to replicate that with another entity. >> Okay. Now, I learned that, too. And now, Miss West found out more or gave us more info. >> So, uh the site is being monitored uh for a brownfield um spill and cleanup.
Uh there is a FD contractor. I this was just put on my radar recently, so I don't have full information on that. Okay. But in addition to that, there was a grant from 2017 for $750,000 where from FDRP where the funding was
appropriated to develop an approved public outdoor recreation space and it is dedicated in perpetuity as an outdoor recreational site for the use and benefit of the general public. Um, so this this can't be sold for private
interest. uh that would come up in a title search presumably if this was reported properly. >> She just found this. Yeah. >> Like just
>> so anyway um I I just wanted to share the grant criteria um in terms of how a portion of this property must be utilized for public recreation purposes. >> What portion? the portion that we already developed or
I mean because uh >> you had to pitch it up to that part. >> But anyway, um as we talk about Booker Park, um part of Book of Park, not that part, but
the the older area, um Dunham Street, Dunham Street have been vacated. So, but people still uh drive from 10th to 9inth Street in Book of Paul Kerry, right? So, and Commissioner K just hit
on it. Have any talks I guess it's cut right question to create parking in that area due to the fact it's limited. That would be I don't know if you still want to be a thoroughare through there, but every time we have an event, we block it
off. So, what better way to block it off and have a parking lot there. Um, so it's our it's already vacated. So I want to know is that something that y'all you're seeking or something that we can look into doing or if that's an interest
you know what part I'm talking about. Yeah. >> Well, the uh original conversation is on >> Hello. Hello. >> I'm good. Yeah, >> there is a conversation for that park right here. When I first got here in 19 uh the granite already been in place,
but they was going to take the where the washing station at at the uh public works back toward the field would be the extra parking space and the park from the washing station from Radium office radium building forward will be utilized whatever. But the other part would be
for extra parking because like Commissioner Campbell said, when we do our softball d softball season, you have people almost parking all the way up the main street because it's nowhere to park for the for the teams. We never really explored the Dunham Street at that time. But that is a plausible thing to do
because the parking is the main concern when we do our recreation flag football and softball like that because it's not adequate parking to have enough teams to really make it viable because if you have eight teams you can only play two games a night and it they c up the street but I the dun would be a good
idea but I think if we could if if it's plausible to get that raid the washing station toward the field to give us a third field and adequate about 35 to 40 parking plots that will make it a viable complex. >> Okay. What is the total acreage of that
property? Does anybody know off the top of their head? And if not, that's fine. You can research that. >> And I think it's a development opportunity back there. This don't have anything to do with what we're doing. I think there's a developer that's
thinking about developing in that area. So, we talking about So, we talking about traffic. We can't control that because we don't own all of that back there. Correct. So my question would really be are we gonna >> are we going to limit those opportunities to have somebody come and
invest in not the property or whatever percentage that we have to uh >> do they have to right away? They need are we are we yeah how are we looking at that to actually accommodate accommodate because we want people to
come in and develop a property. I I would think so. Uh and I think that's going to be a little what is that east west of that property. >> That's right. And a developer has actually already purchased um significant
tract is all under one ownership and has been working through the process. I don't have a map to show you but it is directly adjacent to the public works facility will all be single family residential. >> Yeah. So, so the traffic is going to come regardless.
>> I don't think it was talking heavy traffic. >> Traction. >> So, what better way not to put it as something if it's going to be houses. But you said we >> I wouldn't even I didn't even chime in on that what you said. >> No, no, no, no. I was I was making an reference because if it's going to be
cuz we can't it has >> it has to be used as a public park or I would think that would be a benefit to that area because it's >> Yeah. to have more. >> Right. Right. >> I I believe that was actually
expectations of the development. >> Right. So that so I I'll tell you I asked the question, what are we going to do with that property because then we didn't I didn't know until I still don't know cuz we I guess now we
say we're going to put an additional field in parking. That's that's where we are. Well, we like the direction if that's what you all have voted on in the past >> about what we can do anyway for that grant that we have to do some of that um
once the brownfields any remediation is dealt with that field I mean is less of an issue but I I think we don't have any other choice from what I understand pretty much for part of it >> is that but that's not the whole possible right >> it it is not and I I literally this
landed on my desk about before this meeting. So, I I do need to look into it. There was also a comment by Chief Straw that it was used as a cemetery. I looked into that as well. >> Apparently, this was the facility for the old pound and so there has been a
significant amount of pet disposal. >> It was a pet cemetery one time. >> Yeah. Let me see. >> Yeah, it's definitely definitely parking cuz parking is horrible. >> And then there was some discussion about the vacated street. >> So when you were gone, we talking about
street cut across the street >> making parking area on deck cuz right now it's a road but it just go from 9th to 10th. So I mean I don't know. I guess that come from plan who made that determination.
Will we say that's what we want to see as >> we want to see parking in a field and we have to figure out how to do that portion of property. >> Okay. >> So I mean I think we will need Mr. Lorenzo's help in terms of the street or Eddie or whoever
>> I just think giving us direction helps us move forward. >> And then my question still is what remains for that property beyond that? How much is there? I don't No, we can't answer that now. I'm just saying for future discussion >> where
where's the water? >> Yeah, I mean I'm sorry >> the splash patter also Booker Park. >> I know, but I was just saying consider that. >> Where is it? Booker Park. >> We're going to take a field trip next week.
>> Yeah, next week. uh Tuesday >> 11:00 >> or have some input. >> I thought we couldn't do that >> individually location. >> If it's if it's >> Yes. If it's publicly noticed, you're all welcome to go together.
>> And we're doing it at what time? >> I don't know anything about that. >> Well, it's 11:00. 11:00. Uh, I'm scheduled to go with a commissioner with public works and the and the projects manager so that we can walk through.
>> Well, I'm going to ask Friday. >> No, it's next Tuesday. >> So, I'm going to ask when there's an opportunity for something that may be relevant to all of us. Publicly, notice it and let us know so we can all that way be on the same page.
>> Okay? and all understand that some of us commissioners do have deja >> just saying the ones that can >> for clarity and transparency I have a standing meeting with the the city manager like everybody else so for that
for for my hour I asked can we go out there don't have my meeting inside but out there so we so I could visually see the concept >> and you can see there absolutely so that's so I want everybody to I'm fine. >> But Commissioner Jones,
>> it's not >> I'm happy to whatever works. >> But to Commissioner, >> but I would like >> But to Commissioner Jones, we want to make sure that everybody's getting the same information >> at the same time.
>> You're exactly right. >> Cuz that's that's important. >> Are we able to do that now with this amount of time? Well, >> so essentially this public works discussion is probably going to have to be further postponed or tabled until we
get some of the information that's uh requested, but more information from staff regarding certain things that are >> taking place. So, so yeah, maybe it's more appropriate to publicly notice a visit for all of us when it makes sense
if you carry on as you are. So, because we we may visualize partisad if that could but I don't we don't want to have that discussion right now but um I would like to have that opportunity to get the layout as well. >> Okay. Thank you.
>> So, I'm I'm going to follow up. You can keep yours and go on your little field trip. >> My little field trip. >> Yes. >> Of course. >> Maybe we can have a
>> public and and and we'll all go together >> cuz I don't want to go. I don't want no information everybody else has. >> I want the information. >> You were headed that way >> because because I was forward thinking. Because I'm forward thinking. That's what I want to see. All right.
>> I'm I'm asking the city clerk to please notice this. So for next Tuesday >> 11 a.m. >> Okay. >> No no no. >> Oh in the future I think what I what I heard what I was >> you can't make it to
>> I work at a school staff is going to get more information about >> Okay. The whole >> the whole what we can do what the plan is. Yeah. So we can look at potential parking. >> Madame Mayor, could I I Well, we had
public works building and we So that was asking what we're going to do with that property once uh is vacated by public works. Um something came up in the meeting and we said we're going to table it. Um so this is a general statement
about purchasing properties and um you know how it should come to us. Is there are there any concerns or any um
direction madame mayor and commission on how we go how we approach that um going forward because I think it was appropriately done in the meeting and it almost like it was >> the church is what I'm talking about and
and I think that you know kind of put our meeting as a halt at at a halt and a standstill. Mhm. >> I thought we said we were going to actually have that on the agenda today to kind of like Was it not >> workshop? It's another workshop. >> Another workshop. >> Okay.
>> Actually, that was rolled to >> tabled it. We tabled it >> 26. >> So, are we going to Yeah, >> it was going to be put on regular business. >> It's a regular business agenda and put on regular business. >> Exactly.
>> Amen. All right. My mind >> So, if I may Oh, I'm sorry. Go ahead. >> Go ahead. >> No, I I think from staff perspective, the understanding we received anything that's like real estate based or anything like that, no matter even though it may be a resolution because
that's what is normally done here at this municipality, but we will still reflect it under regular business. >> Okay. >> So, the resolution have been practiced or that policy? No, it it is it is by resolution because it was a letter of
intent which is why it was put on consent with the expectation that it was going to get pulled for purposes of discussion. >> But that's okay. We changed it. >> Just like we said about that resolution stuff, sometimes it it can slip through
the crack and if we didn't if it wasn't pulled, it would have been it would have went through. So, Yes, it would have. But but >> I was going to get on, you know, board roles and responsibilities. >> Yes, ma'am.
I just have one quick thing beforehead because I >> we I made the request um prior that we have a workshop with regards to the Jenkins Community Center >> um and making sure that uh the intent of
that facility is what it uh needs to be because again there have been several um leader changes from the deis all the way to administration. Um, and Mr. Cutright has been doing a phenomenal job of trying to make sure
that it reflects the intent of what the commission desires, but I just want to bring a little bit more clarity um, so that they're able to really move forward. They are doing a phenomenal job there, but I want to make sure that we have a vast understanding and they have
an understanding of what's desired from the commission. So, he's not just operating off of assumptions. >> Yes. Thank you. >> Um, Commissioner Campbell, I did look into the resign to run law to answer the question that you posed earlier about
whether or not a candidate has to resign. They they normally would, but there are exceptions. It doesn't apply to volunteer advisory boards with no final authority. And so that would be the case with um the candidates that I'm
aware of unless >> so it makes sense for me because I was on the planning board. So that was a decision. >> That's fine. >> Is it judicial? >> Which candidate are my understanding? >> Oh, I see.
>> So I'm asking is that is that the case for those two? >> Um Yes, that would be a certificate of appropriateness. Let me further research that. I believe it probably would be a final position of
authority on that. >> Right. >> I'm sorry. I thought you were talking about James Norwood and his capacity. >> All right. >> He's a candidate on that board when I ran >> that on the board. Well, anyway, just
make sure we're doing >> and we have a motion to adjourn. >> So, move