- Given our time constraints if it's okay, and we have quorum I know one one member is on their way but
- we're just gonna call this meeting to order we have a this is a special session of the Bloomington City
- Council on Wednesday 25th and the time is 5 p.m. Will the who's serving as the wonderful clerk? Okay.
- I'm clerk Bolton. Will you please call the roll? councilmember clarity
- Here Stasberg here Piedmont Smith here Zulek present. I'm sorry here daily. Yes Okay here and Rosenberger
- here, thank you I hope I hope you did. Did you all have time? I know we had very limited Turnaround
- here, but have you all had time to review the draft charge that was that was put
- Online. If you haven't, okay, that's fine. So I'm gonna just ask that we do one small adjustment if
- it's okay with the body to amend the agenda to first go over the charge and then we can make appointments
- to the committee. So changing point A and point B. Is there anybody opposed to doing that? Okay, excellent.
- Just going over the charge.
- We're here for the general public's perspective so that you are.
- read in, we are authorizing a hiring committee to lead and coordinate the council's processes for recruiting
- and recommending candidates to fill, they can counsel legal and administrative roles and to ensure continuity
- of council operations during the transition and advise council on the appropriate long-term structures
- of these positions. And so I wrote up a charge in hopes of
- really outlining what it is that we want this committee to do, how we want them to report back to us
- as a body, and what limits they should have. I think most of these are fairly straightforward. But would
- it be helpful if I read it just to bring everybody up to speed, or would anybody want?
- A summary, okay, so in terms of the summary, the way that I've just drafted this up, but this is up
- for discussion here, is that the scope of the work is obviously to evaluate whether, is to get this
- position posted and eventually to present candidates to the council to vote on and to do all of the
- administrative work that's required between
- between sort of this moment and that outcome. One of the things that I've added that's maybe outside of
- of our sort of standard operating procedures is that the first deliverable of this committee is to consider
- the structure of our council office to make recommendations to the broader body on whether or not we
- should continue with the current structure that we have, which is two attorneys and one legal researcher,
- and whether we should, for example, explore separating the role of attorney and
- council administrator, but then most importantly, figuring out how we might do that. And so I'm recommending
- to the body some options of ways that we might go about doing that so that we all can vote and approve on that.
- And then moving from there, allowing, then starting the process of allowing us all to give comments
- on the job descriptions, then working with HR to get those posted. The second thing that's sort of outside
- maybe of how we were forced to run this process in the past, and I emphasize that we were forced to
- do it this way because the last time that we had a committee,
- during council recess and it was quite difficult, I think, to put everybody together. And our council
- president at the time did a valiant effort then. But the other side of this is sort of creating
- a council-wide engagement structure to make sure that everybody has multiple opportunities to engage
- at each stage here.
- including, for example, opportunities to meet candidates before we present them to a vote. Other than
- that, I think everything's fairly straightforward. Some ideas about record-keeping and documentation.
- Did we have any thoughts or things that we wanted to add? Councilmember Piemont-Smith. Yes, thank you.
- drafting this to get us started. One thing that you didn't mention in your summary was I believe the
- intention to have the committee be the entity that our current employees that will still be in the council
- office would report to the committee which I find problematic for employees to report to a committee
- especially because the committee meetings will be public meetings.
- Agreed agreed with that. What's your suggestion on what we could do instead. Well I suppose I mean I
- don't think there's a really good way of doing it. One idea may not be the best idea is that the committee
- would appoint somebody maybe the chair of the committee maybe somebody else to be the supervisor of
- those employees.
- I say that with the caveat that I think it'd be difficult for any nine of us to be the supervisor of
- employees that we didn't hire or previously supervised, but I don't know what else we would do. Yeah,
- that's under that's under five. It's a it's a point under five if you're looking for that point. Yeah,
- it's five. They should have been lettered, but five B, I guess. That's a great point. I would have no issue
- With actually amending that to be a either a single person just as at least as a liaison like a clear
- liaison line to the rest of council Unless anybody has another idea for that Okay. Okay. Any other any
- other thoughts on on the charge anything else that you'd like to change it, please? Currently the way
- council office is Set up as there is one employee
- Actually reports to counsel as a body and the others all report to that person and the way that it is
- phrased in here multiple times is it's authorizing this Committee to Authorizing this committee to hire
- all of those positions to write the descriptions for all of those positions And I don't think that any
- one of us or as a body
- Actually have the skills necessary to write all of those descriptions in terms of actually knowing what
- all of our staff do and then I think that the structure is problematic already in that we have one person
- who is supervised by nine part-time people and to have any kind of additional Like piling on to that
- is really problematic. So I don't think that this committee should be authorized to hire any more than
- the one person who we want to supervise, all of the other people within the office. So I can appreciate
- the idea of going, okay, if we want to separate out the attorney with the administrator work, but we
- still probably need to be one of those people need to be the supervising person of the rest of them.
- And then that supervising person needs to be the one that council members and as a body do that. So
- I think otherwise where,
- We're taking a problem that at least I think no exists and making it worse. So I think and so tell me
- if you and I'm glad that we're having this conversation if this to me I feel like that's addressed under
- under the bullet points under.
- point one, which is that the task of the committee is to make recommendations for, and ideally present
- some options for what a new structure would look like, and then we can wait for further direction.
- I mean, so I could imagine, as this one example, where we were to say, yes, we want to change, we have
- three lines, we want to change line one to full attorney, line two to an administrator, this is one
- example, I'm not saying this is what we should do, and then we bring that to the council and the council
- says, yes,
- We as a body agree that this is this is the way forward and we can determine at that point whether we
- want to post those those positions I don't think that that takes care of it by the letter of this because
- it authorizes this committee to it just has plurals and multiple times to You know process for recruiting
- and recommending candidates to fill vacant roles To
- Under for a bring forward no fewer than two qualified candidates for each open role to the full council
- so that's I mean, I I absolutely agree in terms of like the changing of the structure and to authorize
- that but that but that even within that change of the structure like I don't think that that we Know
- enough about what our staff actually do to be able to write all of those job descriptions well without
- I mean like I think that that we need to be able to write the one well that we're actually supervising
- Right, but the rest of them we need that person that we're supervising to help us fill in those gaps
- Super helpful. I'm councillor Flaherty You thank you. I think I'm understanding the the main substantive
- issue being discussed here is whether we would hire for two positions at once or more and
- or only one and then kind of let that person sequence the hiring. And I can imagine pros and cons for
- either approach. Also, I guess my read of this that under item three, the sub-bullet for the first bullet
- says to draft and finalize job descriptions subject to council approval. So I think if the full council
- did not support moving forward with the proposed structure,
- including hiring, for which you need a job description. I mean, maybe it could be clarified, but I think
- as I read this document right now, we would not move forward with the position to hire two folks at
- the same time unless the full council supported it. That's exactly how I intended it, yes. Okay.
- So again, maybe an additional bullet could clarify that or something, but I think that is my read of
- the document as well, and I appreciate the substantive issue, and I think it's an important one to consider.
- Yeah, I agree.
- Thank you so much. Other thoughts on these questions here, or any other things within the draft charge?
- I have a thought. Council Member Rosenberger, go ahead. I think that is good so far, all those questions
- and answers. And I think, too, that this process can take so long. I kind of like the idea that potentially
- both could maybe be higher at the same time, but maybe not, or one, and then
- one could come in and help with the other. I don't know, I think there are options that could be good
- depending on what kind of candidates apply for what positions are created or changed or not changed.
- My thought though was kind of a little bigger that this is, I think this is super hard and I think it
- requires honestly like a level of expertise that I don't know that any one of us
- necessarily brings or has time to figure out. And I am wondering if we should hire a consulting firm
- to lead in this process. I mean, we hired a consulting firm to look at council salaries, which to me
- was less complicated than this. Obviously nothing came of that. But I think this is an incredibly daunting
- task. And when I think about being a part of it,
- it does feel really hard and they're like, I don't know. And like, I would need to do a lot of reading
- and like learning to feel like I can bring anything great to the table. I mean, I can do job descriptions.
- But I'm just saying, I think there are people with expertise out there and like, should we consider
- employing them? I think that's a really good point. Then I think we could,
- add this to subpoint one as the immediate charges to also bring what options, what that would look like
- and what that would mean, what implications that would have on timeline. I mean, I think that's a great
- point. I think that should be something that's on the table at some point, especially if it's something
- that we can do in an agile and quick way. My concern would be- Yeah, because I think for me, if I'm
- working on it, I would potentially work faster
- with like an expert in the field for like creating the right structure for like the work that we do,
- which is chaotic and complicated. Okay, thanks. Yeah, totally, totally. Thank you, thank you for that
- point. Okay, other thoughts or reactions to any of that? Any other considerations on this draft charge?
- Please, Councilman Sasseberg. I have another question about
- Councilmember Piedmont Smith was asking about earlier in terms of the day-to-day supervising supervision
- and so your response to that was that the committee would assign somebody to do that or what was your
- re can you clarify what your What your thoughts are related to somebody today? Like as a body like an
- appointment. I think we should take somebody separate from the committee to and
- If possible if we can come to some agreement about that, I think okay I think that that that would be
- a good way forward if we're gonna do If we're gonna pursue it that way I think that like under the authority
- it has that the authority of engaging temporary or external legal support essentially lies solely with
- the committee and I think if there's gonna be a Separate individual being that staff liaison. I think
- that something needs to change about
- That authority to engage that temporary Support and I'm not sure like because I think that it makes
- sense to be able to delegate that because of our
- Being hard for all council look at all together But I also think that you have a single to have a single
- person who and you're right because that single person Yeah, like if there's a single person dealing
- with staff and then the committee which is separate doing that engagement Sure, then that could be a
- challenge So I don't know if the single person could could do that engagement But then all of us as
- a body could approve. Yeah. Yep. I think I think that's a brilliant point Councilmember Zulek and then
- and then have a reflection on that too
- We could just ensure continuity by putting the person who is going to be in charge of our employees
- on the committee Like it's not is that not would that preclude us from? Interacting with legal. I think
- I think I think it's I mean, I'd love counselor Stasberg some thoughts on this So you're saying that
- that you would think that somebody on the committee would also be that person who was a
- I think that that might be a lot of work.
- I mean, I think that the hiring piece and simply dealing with those job descriptions and the stuff with
- HR, like all of those steps to all of that process is gonna be a great deal of work in managing day-to-day
- operations in terms of meetings and committee meetings and all of those pieces and making sure that,
- I mean, what collectively, right now we'll have staff working all of them together more than 40 hours
- a week, not all at the same time. And so I think that that might
- be a lot for somebody who's on the committee to do all the committee responsibilities and do that. Yes,
- thank you. Mindful of time. Curious, I'm Clerk Bolden. If you have any thoughts on this particularly,
- I would welcome them at any time, obviously, throughout the conversation. But do you have any thoughts
- on this question in particular? To clarify the question about managing the work and going through the
- process of the hiring committee? No.
- Of course, anything your thoughts are always welcome on all thoughts. But the question particularly
- about our continuing interns, people who are currently in the office. So at the end of the period of
- our staff attorneys, do you have any thoughts on how to support them? Yes.
- One, I think you're conflating a bunch of issues and a step-by-step process. I think it would be helpful
- to start with your committee appointment, have a rough charge going through and everything else. You're
- going to have to take some steps back in terms of the workload and your expectations for the next few
- months. You've done it before, you can do it again. In terms of supervising your staff, your interns
- and your researcher, I think
- You have options at this point. I'd be happy to help. We did that the last time you had a vacancy we
- helped in terms of supporting council staff. We'd be happy to do so again which I informed council members
- sorry about the other day and we will also be helping and have already had discussions in the office
- about what we can do to make sure that you're actually getting the work of the city done. We don't want to see.
- We don't want to see the work of the council stop in any way. We're all here to support the city. So
- we're going to do what we can to make sure that you keep going. Yes. I hope that is helpful to your
- concerns. Very helpful. If there's something more specific we can talk about it. We've only got 10 minutes
- left in the room. And I think and I think I think to that point I think it also solidifies the idea
- that having having sort of a single point person as the liaison
- between council and the current fellows, that that person can also be the liaison in addition to president.
- I can be helping with that with clerk's office. Please, Council Member Piedmont-Smith, and then we should
- round up this part. Yes, just quickly to clarify, we have two fellows and we have one part-time temporary
- researcher who works about 25 hours. Thank you. Thank you so much. OK, final comments, thoughts on this
- draft charge.
- So pending pending the the amendment of removing the job of overseeing and supervising the work of council
- interns The the element of liaising with external entities that might be our pinch hitters if you will
- Pending those two changes. Are there any it can I have a motion to approve this charge? Please that
- councilmember Stasberg
- I don't know if you guys are going to like this motion. So here's a proposal for the motion kind of
- for now and then maybe think and maybe the meeting next week about something more thorough is to I move
- to authorize the to be delegated ad hoc hiring committee to fulfill the
- Scopes of work as listed in the draft agreement under number one number two number three Number four
- Number six and number seven And seven includes authority and limitations, yes, no that oh I wasn't including
- authority and limitations because The authority at least might be
- And so that's where it's like instant because because I don't think that in the next seven days Will
- in the next seven days that make a difference in terms of rewriting some of the documentation around
- the authority no, but I do think I
- I do think that we want to start. I mean, I think we've started this informally, but I do think that
- it would be good to be able to engage with potential people who may be able to fill in in the short
- term. And I think we don't want to delay on doing that. So that's really all this is saying. At the
- end of the day, it would come to the body, I think, for authorization. Nobody could do that by themselves.
- But we do want to be able, if we find a person, to make a quick decision on that.
- In terms of the temporary yes, like you imagine imagine we want we want somebody outside of city legal
- for yeah, right Sorry, thank you. Thank you. Yeah. Okay. Well, I don't know if she's finished the motion
- I think I had finished the work and number one. Okay. Thank you. Thank you. Good point So is there is
- there a second and I see the clerk for the motion as is Okay
- Was there a second because I know I just want to understand the vote. So is the motion to just basically
- delete number five from the Purview of the committee is that the motion I think to revisit it Yeah,
- it wasn't deleted so much as revisit the ones that I didn't specify so that then the work of the committee
- could start immediately in terms of the pieces that are more in
- eternal of looking at the job descriptions and starting that initial assessment and then it it could
- hopefully get get rewritten with some of those other pieces that need some Amendment for the meeting
- next week. So then there would be a mark final one done next week But I I mean I I agree that that part
- of the work of the committee could be
- Could be I think to your concern looking for that third party consultant And so then I was kind of looking
- through going where like so maybe maybe it's authorizing the committee to complete Items 1 2 3 4 Yeah
- 6 and 7 and be further authorized to research and bring to the full council
- a Recommendation for temporary or external legal support during this time second. Okay, there's a motion
- and a second What we will write that down it's this that there's a motion in a second Can we suspend
- our rules to not have a vote? Individually we can't okay. So in which case can can the clerk please
- call the roll on on that because we have folks online
- Okay, so councilmember Flaherty wait, hold on is there a problem to have substantive discussion? We
- only have seven minutes, but going okay Yes We'll revisit it next week just just so we can get started
- yes Yes, yes. Sorry. Yes, Bailey. Yes rough. Yes, I
- Rosenberger. Yes. Okay. Um, fantastic. So, um, I, I now, sorry. Um, I'm, uh, so that, that was, uh,
- that passes unanimously. Um, um, I'm now going to appoint, um, four people to the committee and I'd
- like also to appoint, um, our, uh, the, the person that will be the liaison. Um, I, I, I,
- I would like to appoint councilmember Piedmont Smith councilmember Zulik myself and councilmember Rallo
- to be on the hiring committee and I would like to appoint Councilmember daily to be our liaison with
- current staff I Thought that we were going to as a body appoint the liaison in the same way that we
- appoint to
- other Boards and commissions and things like that via the four people you mean or how Know that that
- we vote on things like at the organizational meeting where somebody is Nominated or self nominated and
- then as a body we vote on that. That was what I thought Yeah, I'm asking for a vote on on on all of
- the above actually But but we can if you want to wait till next week where you get to appoint the committee
- as president
- Yeah, but I'm open. I'm open for you all to approve it. So it's just is everybody okay with those with
- that with that for as the as the committee Council member Puma Smith. Are you happy to serve on the
- committee? Yes, I will serve on the committee. I don't know if I'm happy but Well, no, if you're not
- happy to I mean we can I mean There we can substitute out so no I I
- I am willing to serve on the committee.
- Council Member Ala, I hope in silence. One thing that, just for the good of the order, I intend to rotate
- the committee a little bit as we get to different stages here. So for example, when we're actually doing
- interviews, I would like Council Member Flaherty or Rosenbarger to be in those interviews. So just for
- awareness here and similarly, if it gets too much work or something, we can rotate out. We'll bring
- next week then to the meeting. Oh, Council Member Rosenbarger, we have two minutes, go ahead.
- I'm sorry, I don't know how to address this and I wish I honestly had time to talk to you before the
- meeting and I don't know if I can even do anything about it right now. I guess we, I feel like we have
- a problem with confidentiality among our council members and the committee, I mean, this is gonna be
- like things that definitely should not get out
- And to the public sometimes, right, when we're talking about like people's resumes and all that stuff,
- I guess I'm just worried about leaks. All right. Thank you. Yeah. Yeah. Yeah. And that is a clear,
- I mean, that's a clear, I mean, FERPA thing. I mean, so we need to, I think we'll take as the first
- issue some training for the committee to make sure that everybody is fully up to date on
- on data protection and the rights of people applying to things. Thank you. Thanks. Critical, yep. Okay,
- so we will bring the question of liaison then in the packet for next week's meeting. Are we all, would
- you like to vote on the committee? Let's do a quick vote, or rather, I have motioned to do it, is there a second?
- Okay, there's a motion and a second clerk. Will you please call the roll and then we can adjourn Stasper.
- Yes. I'm sorry. I didn't hear you. Yes Piedmont Smith. No Zulek. Yes. I'm sorry. Yes daily. Yes Ruff.
- Yes Rosenberger No That
- Yes, that carries six to
- I believe. Yes. All right. Thank you all so much. This meeting is adjourned. We'll continue. And I'll
- reach out. I'm chairing the committee for now. I'll reach out with some next steps and the edits to
- this for our next meeting. Thank you all for meeting at such short notice. We'll also try to schedule
- an executive session for next week. Can I just see while we're here? And we have literally one minute.
- Actually, we still have two.
- Are there any council members who are not able to attend an executive session? That is tentative for
- six o'clock right before our meeting next Wednesday That work for you all It works for me, but I question
- of half our meeting would be enough you think 530 would be better I
- Yes, okay. Okay. So thank you. Thank you council members and barter So I'll just just confirm with all
- the parties make sure that we can notice it correctly I'll work with the clerk and council staff on
- that And we'll confirm hopefully tomorrow that that meeting has been scheduled Thank you all again so
- much for all of the service that you do this city. It's a pleasure working with you all we're done