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Full Agenda Packet AGENDA Citizens Advisory Committee on Appointments November 12, 2009 2:30PM Municipal Building, First floor conference room (18 N. Jackson Street) 1. Roll Call 2. Approval of October 5, 2009 meeting minutes 3. Selection of recommended nominees for the following Boards, Commissions, and Committees: a. Ice Skating Center Advisory Committee 4. Action on Possible Changes to Committee Member Application Form 5. Matters Not on the Agenda 6. Adjournment CITY MANAGER’S OFFICE MEMORANDUM October 30, 2009 TO: Citizens Advisory Committee on Appointments FROM: Rebecca Smith, Management Assistant SUBJECT: November 12, 2009 Meeting Please find below a portion of the items comprising the meeting agenda with additional information provided. Approval of October 5, 2009 meeting minutes Please find attached the minutes from the October 5, 2009 meeting for the committee’s review and approval. Selection of recommended nominees and alternate nominee for the following Boards, Commissions and Committees Please find attached a fact sheet for the committee’s vacancies. Also attached are the application forms for the individuals interested in serving. Following any committee discussion, staff asks the committee recommend applicants for nomination for these vacancies. Members may make a motion to nominate an applicant; once a second is received, a vote will be taken. A simple majority is needed (3 of 5 votes). Action on Possible Changes to Committee Member Application Form Recently Ms. Mary Willmer-Sheedy of the Citizen Advisory Committee on Appointments asked staff a few questions regarding the committee appointment process. Please find included with this packet her questions and follow up information from staff. Also included is the current application form and application forms from two peer communities that use a similar process as Janesville. During this meeting, staff will ask the Committee if there are any changes they would like to make to the form to garner more information from applicants. Staff would also be happy to assist with scheduling another meeting if the committee wishes to further discuss if there are goals the committee would like to see to diversify in general to provide a broad spectrum of thought. Record of Citizen Advisory Committee on Appointments October 5, 2009 Page 1 Meeting of the City of Janesville Citizen Advisory Committee on Appointments held in the Municipal Building room # 416 on October 5, 2009 Committee Members Present: Shena Kohler, David Riemer, Larry Squire, Judith Detert- Moriarty, Mary Willmer-Sheedy and Ron Combs (alternate) Staff Present: Rebecca Smith Agenda Items Roll Call The meeting began at approximately 8:35AM with Detert-Moriarty, Kohler, Riemer, Squire, Willmer-Sheedy and Combs present. Approval of March 19, 2009 meeting minutes Combs motioned approval of the minutes. Squire seconded the motion and the vote was 5- 0-0 in favor. Selection of recommended nominees for the following Boards, Commissions and Committees Community Development Authority Following committee discussion, Squire motioned to recommend Heidi Holden as a voting member of the Community Development Authority. Riemer seconded the motion and the vote was 5-0-0 in favor. Library Board Following committee discussion, Kohler motioned to recommend Carole Bennett and Douglas Derby as voting members of the Library Board and James Farrell as an alternate if Bennett or Derby are unable to accept their appointment. Detert-Moriarty seconded the motion and the vote was 5-0-0 in favor. Oakhill Cemetery Ad Hoc Committee Following committee discussion, Willmer-Sheedy motioned to recommend Robert Engstrom as the veteran voting member of the Oakhill Cemetery Ad Hoc Committee. Detert-Moriarty seconded the motion and the vote was 5-0-0 in favor. Following committee discussion, Kohler motioned to recommend William Schneider as the funeral home industry voting member of the Oakhill Cemetery Ad Hoc Committee. Squire seconded the motion and the vote was 5-0-0 in favor. Combs chose to abstain from discussion regarding the at large members of the cemetery committee. Following committee discussion, Willmer-Sheedy motioned to recommend Harold Combs, Craig Gramke and James Rice as at large voting members of the Oakhill Cemetery Ad Hoc Committee. Squire seconded the motion and the vote was 5-0-0 in favor. Record of Citizen Advisory Committee on Appointments October 5, 2009 Page 2 Matters Not on the Agenda Staff asked the Committee to choose a time for an additional meeting to review ice skating November 12 at 2:30PM center advisory committee appointments. The group chose in the Municipal Building first floor conference room. The meeting was adjourned at approximately 9:07AM. These minutes are not official until approved by the Citizen Advisory Committee on Appointments. Rebecca Smith, Management Assistant Page 1 Fact Sheet for Ice Skating Center Advisory Committee Purpose The purpose of this committee is to advise the City Administration and the City Council on issues regarding the City of Janesville Ice Skating Center. They will also review and make recommendations on matters pertaining to the operation, maintenance, marketing, programming, and fee schedule of the Skating Center based upon the community's needs and interests. Vacancies ? 6 vacancies ? One citizen member shall represent Janesville's youth hockey organizations; ? One shall represent Janesville's figure skating clubs; ? One shall represent the NAHL/Wisconsin Hockey Partners organization; ? One shall represent the Janesville School District; and ? Two citizen members shall serve at-large. Eligibility to Serve To be eligible for an appointment to a committee, individuals must be a resident of the City of Janesville and have interest or knowledge in the committee’s subject matter. They should also represent the categories outlined in the vacancy section. Current Members None. Council President William Truman will be appointing Councilmember Yuri Rashkin as the City Council representative following confirmation from the City Council. Volunteers Name Address Occupation Judith Atkinson (At Evanville Manor – Licensed Large) 552 North Chatham Street Practical Nurse Hedberg Public Library – Material D. Maureen Birchfield Processing Supervisor; Bede (At Large) 326 Kellogg Avenue Reflexology - Reflexologist George Collas (At Regal Cutting Tools – Accounting Large) 139 Forest Park Boulevard Manager Bill DeCremer (At Large) 1111 North Lexington Drive Retired Frank Dmuchowski Retired IT Executive at Garden (At Large) 317 Lyndhurst Drive City Group, Inc. Steven Eichman School District of Janesville – (School District rep.) 828 Victoria Place Manager of Purchasing Elise Erdmann (At SPX Corporation – Production Large) 1711 Meadowlark Drive Planner/SAP Superuser Goldstein, Chuck (At Large) 4027 Wilshire Lane Johnson Bank – Insurance Agent Sandy Heidecker (At 1105 Kellogg Avenue; Apt. Creative Community Living Large) A7 Services – Caregiver Page 2 Name Address Occupation Joe Hoppenjan (At Large) 1112 Burbank #208 None Francis James (At Large) 1158 Richardson Street Retired – General Motors Kelley Kaiser (Figure Skating rep.) 2307 Plymouth Avenue Sam’s Club Jeffery Keena (At Large) 1402 South Willard Avenue Rath Gibson Tom Lemmer (At Large) 324 Linn Street Family Dollar Dane Litke Wisconsin Hockey Partners – (NAHL/WHP rep.) 2619 Affirmed Drive Hockey Coach Diane Runde (Youth Janesville School District – Hockey rep.) 3823 Curry Lane Teacher Gary Schmidt (At Large) 3718 Chesapeake Avenue General Motors – Assembler Phil Schram (At Large) 1228 Grace Street SSI Technologies - Engineer Steve Stephenson (At Large) 1062 South Pearl Street Unemployed Terry Thompson (At Large) 1411 Sharon Street General Motors - Retired James Wagman (At Retired Health Care Large) 1529 Dayton Drive Administrator Steve Walker (Youth Mercy Health System – Hockey rep.) 513 Oakland Avenue Purchasing Agent Mardel Wien (Figure 1202 North Washington Unemployed; Counseling/social Skating rep.) Street work The applicants below indicated on their Committee Member Application Form a desire to serve on “Any Committee”. Judith Atkinson Bill DeCremer Sandy Heidecker Joe Hoppenjan Francis James Jeffery Keena Tom Lemmer Gary Schmidt Phil Schram Steve Stephenson James Wagman Citizen Advisory Committee on Appointments Worksheet I c e S k a t i n g A d v i s o r y Name At LargeFigure Skating NAHL/WHPSchool DistrictYouth Hockey Atkinson, Judith (Any Committee) Birchfield, D. Maureen Collas, George DeCremer, Bill (Any Committee) Dmuchowski, Frank Eichman, Steven Erdmann, Elise Goldstein, Chuck Heidecker, Sandy (Any Committee) Hoppenjan, Joe (Any Committee) James, Francis (Any Committee) Kaiser, Kelley Keena, Jeffery (Any Committee) Lemmer, Tom (Any Committee) Litke, Dane Runde, Diane Schmidt, Gary (Any Committee) Schram, Phil (Any Committee) Stephenson, Steve (Any Committee) Thompson, Terry Wagman, James (Any Committee) Walker, Steve Wien, Mardel Recently Ms. Mary Willmer-Sheedy of the Citizen Advisory Committee on Appointments asked staff a few questions regarding the committee appointment process. Please find below the questions in bold and the answers following. -Is there ever any discussion between the City Staff, Admissions Committee or other party to the chair of the committee to see what their perceive their needs are for a committee member? The current process is through a written format between the Appointment Committee and Committee Chairs prior to the annual appointment timeframe. At the February 9, 2009 meeting of the appointment committee, staff was asked to send a letter to the chairs of each committee where there are vacancies informing them of the new appointment process and asking them to respond via letter or through conversation with staff if they have any concerns with members eligible for re-appointment or any attributes they would like to see represented in future committee members. The committee then wanted to review these comments as part of their process when choosing volunteers for nomination. Following that meeting, staff sent letters to all committee chairs with vacancies. For the March 19, 2009 meeting of the committee staff shared, through the agenda memo dated March 3, that no letters were received and no conversations were had. If there had been letters or conversation, staff would have shared that with the appointment committee. Likewise, those letters or comments would be shared at any applicable time throughout the year for mid-term vacancies. -If a committee is looking to add younger members to diversify the committee, how would we (Appointment Committee) know that? If a committee chair desired certain attributes for new members, they would have that opportunity to share their ideas by letter or conversation after receiving the letter from staff encouraging them to comment. The City Manager’s office recommends that at some time the Appointment Committee may want to discuss if there are goals to diversify in general to provide a broad spectrum of thought. Following conversation with the City Attorney’s office, staff strongly cautions the Committee from examining age as a factor of appointment, as the City of Janesville may not discriminate or make decisions based on a person’s age. -Should we consider putting a diversity qualifier on the list - i.e. is it legal to ask that question of ethnicity, and/or is it something we would want to do - again to diversify the city committees? Staff examined committee application forms for two peer cities and found that one had an optional section regarding gender, age and race/ethnic group. The Committee would be able to update the City’s application to add this optional section; however, the Committee may not make decisions based on these factors. While the other peer city application does not include an optional section regarding personal characteristics, there are other questions the committee may wish to add to Janesville’s application if they are interested in obtaining more details about applicants. Staff will add to the November 12 agenda an item regarding possible changes to the application form in case the Committee would wish to discuss this matter. The City Manager’s office would recommend the same thought process here as in the above question. -Does the Council go to the chair of the applicable committee prior to their approval of our recommendations to make sure the person we recommend will fit the needs of that committee? Should they? Staff is uncertain whether Councilmembers touch base with committee chairs or members to hear their thoughts regarding upcoming committee vacancies. There is not a formal process for this concept. City of Janesville Committee Volunteer Form Name:E-Mail: Address:Zip: Home Phone:Cell Phone: Employer:Occupation: Which committee are you interested in serving? Any committee Alcohol License AdvisoryLeisure Services Advisory Cable AdvisoryLibrary Board of Trustees Citizens Board of ReviewPlan Commission Citizen Advisory Committee on AppointmentsPolice & Fire Commission (PFC) Community Development Authority (CDA)Sustainable Janesville Golf Course AdvisoryTransportation Historic CommissionZoning Board of Appeals (ZBA) Ice Skating Center Advisory If applying for the Ice Skating Center Advisory Committee, are you representing: Janesville's Youth Hockey Organization?YesNo Janesville's Figure Skating Club?YesNo The NAHL/Wisconsin Hockey Partners (WHP)?YesNo The Janesville School District?YesNo Are you an alternate applying for a voting member position?YesNo Are you applying for re-appointment to a committee in which you already serve?YesNo Do you have any previous experience (including service on any city or county committee or volunteer experiences) that would be relevant to the committee of your interest? Do you have any special qualifications that would be relevant to the committee of your interest? Do you have any technical training that would be relevant to the committee of your interest? Why do you wish to serve on a committee? Please Return to: City of Janesville, City Manager's Office, P.O. Box 5005, Janesville, WI 53547 For questions, call 755-3177. APPLICATION FOR APPOINTMENT Would You Like to Serve in Beloit’s Municipal Committee System? The Municipal Committee System is a way for citizens to take part in city government and local decision All making. applications will be kept in an active file for 2 years. After that time we encourage you to complete a new application. Please note that by City Ordinance, it is not possible to serve on more than one committee at a time. NAME: ADDRESS [HOME]: PHONE [HOME]:___________________________________E-MAIL: ________________________________________ OCCUPATION:EMPLOYER: WORK PHONE: ADDRESS: ( ) How long have you been a resident of the City of Beloit? ______________ MUNICIPAL COMMITTEE PREFERENCES: (see attached summary of committees) 1st Choice:2nd Choice: 3rd Choice:4th Choice: WORK EXPERIENCE AND EDUCATION: pertaining to choices above. PREVIOUS COMMITTEE EXPERIENCE OR AFFILIATIONS: (City, School, Church and Social clubs) Include dates and a brief description of each. According to the City Ordinances: No person may be appointed to the committee if any member of that person’s family is a municipal employee whose job is affected, directly or indirectly, by the work of the committee. Family is defined as: mother, father, spouse, brother, sister and natural or adopted son or daughter. Therefore, we need to ask the following question: Is any member of your family (as listed above) a City employee? YES __________ (please list below) NO __________ NAMEDEPARTMENT List any additional information you feel is relevant to your application for appointment to the Beloit Municipal Committee System. If you are appointed to serve, please be aware that Wisconsin State Statutes require you to take an Oath of Office and file a Statement of Economic Interest before attending your first meeting. OPTIONAL INFORMATION The City of Beloit is a very diverse community comprised of people from all ages; social, educational and economic levels; racial and ethnic groups; religious faiths; and lifestyles. The Appointment Review Committee seeks to promote greater participation of persons from those segments of the community currently under represented throughout Beloit's Municipal Committee System. In an effort to achieve that goal, the following supplementary information is requested: GENDER: Please Check One RACE/ETHNIC GROUP: Please Check One [ ] Male [ ] Female [ ] White/Caucasian [ ] Black/African-American AGE: [ ] Hispanic/Latino [ ] Asian-American/Pacific Islanders [ ] Native American Indian/Alaskan Native [ ] Other: Thank you very much for taking the time to complete this application for appointment. Your interest in participating in the If you have any question, please contact us at (608) 364-6614 Municipal Committee System is greatly appreciated. . Return application to Appointment Review Committee, c/o City Manager’s Office, 100 State Street, Beloit, WI 53511. rev. 04/2005