Excerpt from Town Council Minutes of September 22, 2003:

Item 16 - Report on Advisory Boards’ Processes for

Citizen Comments and Applicant Interviews

Mac Clarke commented that the Manager's report had raised more questions than it answered.  He proposed that the Council appoint an ad hoc committee to review issues regarding boards and commissions. Mr. Clarke said that the following issues should be addressed:

• Does the Town have the right number of boards and commissions?
• Why are there so many differences in rules and procedures?
• Should there be only one set, and, if so, what should they be?
• Should boards and commissions interview or not?
• Should they be the filter through which new members are selected?

Summerfield Crossing resident Dr. Harvey Krasny stated that he had made multiple presentations to four different advisory boards over the past six years.  Citizens can help the process if boards and commissions are receptive to citizen input, he said.  Dr. Krasny complained, however, that he had sometimes felt that they viewed citizen input as a necessary part of the process but of little value.  One chairperson had curtailed his presentation during the past year, he said, even though there was no time limit.

Dr. Krasny assured Council members that he understood that unchecked and open-ended citizen presentations would be counterproductive to the process.  But, he argued, there should be some flexibility because boards and commissions are there to collect all relevant facts and to air problems and issues before they offer advice to the Council.  Dr. Krasny acknowledged that some boards and commission were seriously challenged by the packed agenda before them.  But cutting down on citizen input was not the right way to solve their problem of time management, he said.

Council Member Bateman commented that this was the first time in her six years on the Council that she had heard such criticism of the Town's boards and commissions.  She expressed understanding of the speakers' comments but said that she was not clear about what the problem was.

Council Member Strom said that the Council was at a point where it was looking for more input and guidance from boards and commissions and spoke in support of forming a committee to review procedures.  He described this as a fair request and expressed support for a committee comprised of citizens, Council members, staff, and members of the boards and commissions.  This could be a productive conversation for the community to have, said Council Member Strom.

Mayor pro tem Evans pointed out that boards and commissions must sometimes limit citizens' comments in order to accomplish what needs to be done.  She pointed out that citizens' comments are timed at Council meetings, too.  Mayor pro tem Evans remarked that nothing is perfect but that she did not think that anything was broken that needed repair.  She wished there were more applicants for some boards and commissions, she said, adding that the time commitment prevents people from serving.  Mayor pro tem Evans pointed out that this topic comes up periodically.  She suggested waiting until after the upcoming elections, so that new Council members can be included in the decision.

Council Member Bateman asked Town Clerk Joyce Smith why some boards and commissions interview applicants while others do not.  Ms. Smith replied that by not giving that specific direction, the Council had left that choice up to the boards and commissions.  Some choose to interview and some do not, she said, adding that this is largely based on the amount of time they can devote to interviewing.

Council Member Kleinschmidt expressed concern about the inconsistent selection of boards and commissions members, noting that even individual boards sometimes interview and sometimes do not.  He suggested trying to make this consistent, but added that if the choice is to not have them interview then there needs to be some way to get advice on appointments.   Council Member Kleinschmidt remarked that since the Council relies on recommendations it should clarify whether or not those recommendations are meaningful if applicants are not regularly being interviewed.

Council Member Verkerk described the selection process as ad hoc, noting that it had developed organically over the years.  She suggested that even the application might need to be reviewed.

COUNCIL MEMBER VERKERK MOVED, SECONDED BY COUNCIL MEMBER STROM, TO ESTABLISH A COMMITTEE TO REVIEW BOARDS AND COMMISSIONS.  THE MOTION WAS ADOPTED (7-2) WITH MAYOR PRO TEM EVANS AND COUNCIL MEMBER BATEMAN VOTING NAY.

Council Member Wiggins observed that the two who had voted “Nay” were the two who were leaving the Council.  Council Member Bateman replied that she had been consistent over her six years as a Council member.  She would prefer to send it back to the boards and commissions and ask them about their policies, procedures, preferences and ideas before deciding what to do, she said.

Mayor Foy noted that a committee could do what Council Member Bateman had just outlined, and asked Council members how they wanted to appoint the committee.  Mayor Foy suggested that the boards and commissions might want to provide input on what issues would be addressed.

Council Member Ward suggested putting this on the agenda for the Council's planning retreat in January.  Then there will be two or four new Council members, he said.  Council Member Ward remarked that some boards and commissions might not interview because they already know the applicants personally.

THE COUNCIL AGREED BY CONSENSUS TO REFER THIS ISSUE TO THE JANUARY 16, 2004 PLANNING RETREAT.