Are there any uh proposed revisions to the agenda? Um, I just want to add after items three a will have a report, um On legal ramifications of allowing or Negation to the city residency requirement for wars and commissions um That's just an oversight like part b should be discussion Possible changes to allow people from outside the city and then public comment Okay, so um we will Go on with them the update section And I don't know who from the clerk's office can give an update about public comment, but electronic signage. I can do that. Um, So we have created the form shown it to I think most council members And there was a little concern about using the qr code for my ts So we've tried to meet with them a couple of times and that has not worked out But with the recent cyber security training that we had I wonder if a qr code is just not ideal and we should just use it I mean url They're just getting half form. Yeah, and so Everything is ready to go in terms of using an ipad Um, I think that's probably ideal I'm not quite sure looking at the calendar if this wednesday is ideal to use To test it out. So we let go wrong Oh, yes I think my recommendation would be the 27th Um But I guess it's really up to you all we can discuss if we answer any questions I've probably pulled them up to a good one So, um You would be ready to move forward on the 22nd We're ready now But I think there still needs to be some discussion on who is going to be managing calling on the people. Yes, it's Ideally we can set it up and the the chair or president would be the one Kind of queuing up the public commenters We did that a little bit. You might remember during coven when we first went hybrid or actually all virtual um And that tended to work out okay So basically someone would just need to be able to filter that spreadsheet Is the public commenter wanting to speak on something on the agenda? If so, then they would wait until that section if it's not then they would have the opportunity to speak at the first public Comment period over the second So just be managing that side of it And we can have I think Longer discussions on that, too I also did ask, um Facilities or public works if they had an ipad stand which would be kind of nice because then that removes people from Lining up at the podium and taking a lot of time to sign in Um, it's secure. It would be locked. So that's another plus But before we buy one We want to make sure that we're going to use this process and not Continue with like paper. So That's kind of where we are. I am okay with not going down the qr code. So if you all are I think it makes no sense And then we would populate the tiny url in the chat and Really anywhere else we want to but just For those folks who don't want to Type it in they would just hang up to the ipad or computer Great Um, they just say there are two ipads. Yes available So they're the larger ones. So I think that they would be ideal. We also have a computer That could be those so as far as placing that in council chambers you think at the I don't know if it helps to be kind of ironed out I do see this is why I think the stand would be nice because you could put it kind of like Away, so it wouldn't necessarily be where the people were speaking and could be over by our desk by the media desk There's a lot of options but until we got some sort of Stand or secure way and a little hesitant to just put an ipad a city outpad logged in You know, it's tied to the clerk account. So I don't want someone to lock off a bit So we're trying to see if we can borrow an ipad stand that locks basically that's kind of our right now That would be my preference anyway, but we're welcoming any feedback I think it would make sense to wait until the 22nd once we have everything the way it was Especially if it sounds like we're gonna have to get to yeah Um yeah, I think that we'll have to like the thing between the President vice president and parliamentarian have to work out who's going to Monitor it. Yeah, maybe do a test run doesn't say there might just be a small learning curve of how to access that how to filter it I don't think it'll be difficult, but it'd just be a small adjustment. Yeah. Yeah, you know Knowing me I'm sure other people do the same way. It's like oh, yeah, right. I forgot. That's my job All right. I forgot I have to do that I think once I'm going to join Excuse me and see if I can Share my screen just to show you briefly here What it looks like as a reminder because it is a very it's just a sortable spreadsheet. So is it on the agenda? you'd sort it by The nose first because they would really be wanting to speak during the first Session Actually, does anyone have an interest in seeing this Or not I'd like to see over here if you don't mind. Yeah, I have it ready to go Maybe So the form This is what the form would look like More or less, it's always uh changeable but uh, there's a brief very brief intro Name, uh, we want to track the player commenting via zoom There's um other questions, but basically what i'd like to show you is the spreadsheet Is that you will be able to see? So then it'd just be a little prep work ahead of time Um But as you can see this is sorted by Nose first then yeses and then what's nice is over here. It would tell you What item was on the agenda and then the president could sort it that way too. Yeah And as we use it, it could be tweaked a little bit more. So well, what's nice about a google doc Is that even during the meeting if people are still saying you can still still a bit easily And by what you need and it's in a queue because it's time spent And there might be hiccups there might be we call the wrong person first and that can happen And if the president wants to bounce back and forth between zoom and in person as well But what's nice about this from our point of view in the clerk's office is that we have The correct spelling of names A snapshot and I think it'll just make things a little bit Easier in the long run. There's going to be a learning curve I imagine But I think in the end it will be quite useful And other I think other second class cities use similar type of public assignment Systems Oh, yeah, I can share this wrong here I can share this if you all want to Fill it out Anyway, stop shooting So the question of whether or not they're on zoom is if you have to scroll to see that um It's still on the same spreadsheet, okay. Yeah. Yeah Yeah And the other thing sorry the last piece i'll say about the form itself is we don't want to overly complicate it for Maybe non-savvy users of technology Which we encounter often Yeah, but I we can have any kind of follow-up Conversations about it or is it useful if I share the link with folks to fill it out to see what the public sees Council staff included Sure, yeah, okay. I'll send that out Does council staff have any concerns You know as always probably my primary concern is just how the technology Flushes together in practice because already there are Four different computers that we operate during the council meeting We have consistently had issues with the podium timer And at any given time it could be an issue with another computer as well Yeah, so I want to like work out any chance in advance Yeah, and I mean the other pieces we don't need to go to a Format that we can still use paper True But then it brings the issue of when somebody is trying to Make minutes and we're trying to read even though the paper form says Please print logically people. I don't I think people get up there and they they literally sign it and I think they just go And so it's really hard for us To see and if somebody's trying to do meeting minutes and trying to go back and look at the document Then we try to go and we'll have to like fill up a meeting And try to figure out who what when where and on top of that too There's one member of the public who is quite humorous and misspells their name every time So they've not been around lately, but it's been Very funny Well, I think it would be good if Maybe Courtney myself and hopey Did like a whole practice test run and Yes, hopey will Decide which of us is the primary responsible for this I feel comfortable with it. I don't mind. That'd be great being in charge of it because I think it's pretty straightforward I wasn't i'm not likely, you know distracted trying to organize them. Yeah, that's good thing. So that's fine Right But yeah, we can confer with you and maybe do a test Yep All right, any other comments concerns before we go Okay, um Proposal for planning and scheduling deliberation sessions. So that was revised a little bit since last time Um, lisa, do you have anything to Say, I don't know if we need to um, I don't know. Yeah christine can present on this. We have some revised Yeah, there's um, so we included the memo, um with red lines from last time and so basically That's pretty similar from the last google form that we had but we just add some like required folks including um stage Of that specific legislation discussion if there's like any legislation included in that discussion um, so Which we asked which stage of this legislative process they're in and then um also in like what type of meeting and divisions and also What type of like public engagement potentially like the deliberation session we had for last month I believe with like the public and like table discussions So sort of like break up groups things like that. So um, also whether we mean like facilitators, um, that's also an optional field and Also, sorry required fields and optional fields. There's like we added whether or not other cms our council members are actually um sponsoring sponsoring this deliberation section as well and helping with the topic and maybe gathering potential, um Information and documents that packed with materials that we did for that session and I guess, um, that's it. So Uh sam and I worked on this and um, really I've really chatted with um is about about That's so that also if there's anything else we'd like to add on that for Any comments on the form Thank you Um Okay, well, what's the next step we would just send this to all council members Yeah, I really so so um, if this form is ready to go, um, we can set that out maybe in an email and then like Having the document, um, what's shared with council members Well, that sounds great Thank you very much Um Okay, um Then uh, the third thing under updates is revision of code to clarify that reports are not just from city offices um, so that uh Thank you to the staff who created These legislations so that we can enact that Yeah, so for today's meeting we prepared an ordinance with a red line document that shows the change was the addition of the city clerk and city boards and commissions Anybody have any feedback on that so everybody from the phone Good Okay, great, so we can bring that forward You mean that was that was my question would you would you want to uh, Introduce this Um, just as we would any other Legislation or at that meeting would you like? To report on that as the chair Or before having the vote on it? Just hand it over to the other And our first readings like we normally would any any type of legislation Yeah, let's see. Why not? Okay. Yeah, let me be quick. She goes you're awesome steps So for any small change after much discussion about possible other Chairs, often the law is right bad All right, so let's move on to the city residency requirement for service on boards and clinicians And there will be a public comment section for this topic but first was here from Council staff and thank you so much for preparing this of any of all the boards and commissions and what they Do and what? Presidency requirements apply that i'll speak to this initially and then Christine can't provide some additional detail. We spent a significant amount of time reviewing this and Working with the clerk's office as well as an overview Boards and commissions Have been holistically reviewed. I think in the past with respect to Appointments of county residents largely when we went through and examined Each board and each commission it either have Have county representation in some form that many of the boards of commissions do have Appointments or or a county official actually makes the appointment in other situations state statute requires city residency On top of any requirement by the building division And then in other situations we saw where there was an aspect of city finances involved such that there Could be a compelling argument for restricting Appointments to city residents Christine put a lot of time into this so I'll let Her speak to it in more specific detail Well, yeah, and also, thank you jennifer for um working with this So we went through basically all the boards and commissions which is like 40 something that we have in our city And um, so I won't um go into all these details regarding each board or commission Um, but there's like some findings after looking into this research um, so Actually, um, maybe we can just go directly to um the conclusion of this research. We're just in page 72 off my research document, but it's I think it's um page 11 of the packet. No, no, no, I think it was 31 Yeah, 31. Thank you So, um, I think the first thing is after looking into this Um, just like what lisa said the question of like whether county residents Can be included or considered as an application or become like a membership of certain political commission I don't even take them into consideration at some point before So, um, like you can see in several different boards and commission They're already including seats appointed by the county commissioner specifically or they allow like county resident to apply and then going through like Common council be appointed by the council or appointed by the mayor's office and so I think um all those other that are not currently allowing like county residents, um, like potentially are Required by state law specifically, uh limited them to be like city residents or other like focusing specific on city's task or more like responsibility tied indirectly to city fundings, so Maybe that's why that although some of those boards and commissions restricted to specifically city resident only So we believe that maybe a more practical Consideration is that we can see if each board or commission Individually, but for example like our commission that needs um like opening to county residents um, so that's like Sort of due to some of the nature of those boards and commissions. So that's Why? It seems not very workable to have a general rule Adding like in chummy residents to each board and commission And for our commission specifically I talked with Um genfer about this Um, maybe a potential option for that commission is to like adding an advice receipt for chummy resident in that commission specifically and also Another option is to like allow one like county appointment potentially either from mayor or from the council and that kind of purified the issue between like who made that appointment and specifically how that appointment being made and um, the last thing that we identified is that um, the general rule, which is the bfc section 2.08.020 that one the residential requirement. Um, there's like some ambiguity there which currently a provision on the state that The city required a city resident requirements are for only boards commissions and councils But not specifically for advisory committees. So we're thinking that for um clarification maybe like adding advisory committees on that provision will be helpful since um After my talk with jennifer that there might be a need like for certain advisory committees are still like restricted for city resident families since your task and um There's specific city funding regarding that course and commissions. Yeah, I think that's our good thing I was gonna say case in point caps. Yeah caps commission is an advisory committee and Therefore that is only tied to Um city residents being able to be a part of that. Um, and I just wanted to interject and also say like Obviously like this came from the situation where it wasn't ideal and sometimes when there's heartburn there's beauty after Um situations have come about so this has been a long time coming honestly um, but it was necessary for us to kind of dive in and I think we Um when christina and I like worked together on this collaborative we found that there is some cleanup so to speak, um when it comes to this the other thing that I wanted to point out too is um, initially like i'd already created a spreadsheet that showed all of our boards and commissions in the city and if it had a requirement of Um a city resident or can allow minero county residents to be a part of it as well And if there was indiana code that also ties all into this so it was a really fun process and I Appreciate the opportunity to have uh to work with christina on this as well And I do think I an agreement of I think this is definitely a case-by-case basis um, and I think in terms of adding advisory I would maybe even take it a step further since this is coming through the ccp that if you're going to do the take of advisory Then council should be the person to make the advice like should have the advisory seat my personal opinion Take it how you want. Um, but I was just thinking about that and that's not to say that we are adding um to the the typical or to or We're not adding more bodies to the board of commission I think that was something else that we had talked about too is if there is a vacancy you can change that vacancy into An advisory seat and obviously we know and when I send out the appointments to People that are taking advisory roles that are council appointments. We also specify that you do not have a voting Privilege and that this is sheer advisory. So we make that explicitly clear To everybody and also it's updated on board too So when we go in you'll see that it says voting seat and then some of them say advisory kind of like how chla the commission on hispanic and latin affairs as some council seats that are voting and then some seats that are um advisory seats, too so one Yeah, one additional point to add is that um The spreadsheet that we are preparing actually just reflect kind of all the research that is done here And I think that spreadsheet helps to kind of identify like certain boards for commission that currently like living on county resident or like non-county commissioner appointments and also like identify, um all like um boards and commission that are required by the state law so um Because we are still currently updating this spreadsheet. So, um, potentially that could be put on our next voting packet If we're interested in that And then I just thought of it. Well, i'm sorry. Well i'm working. Um, sorry. Not sorry. Um So I think we had I think I mentioned this before to council member clevon smith when we discussed it And I know that christina and I had a conversation about this last week The residential requirement is in a very odd spot in the bmc. So when i'm regular Gijane and I want to go in and I want to take a look at you know, what's happening and in terms of what qualifies me um as a resident and a community member here in willington I would assume that I would go to the code and go click on boards commissions and councils however When you go and do that, it does not specify residency requirements It's in a very weird spot and it is in the executive branch um area under general provisions and that's where somebody can see where Your residency required stuff. So when we had a lot of um A lot of input rather what happened with appointments of the arts commission Um, people did not know where to find this and so it basically left people to the imagination of well I don't see where this requirement is because it's not here and only you know, the nerds that Look in code a lot every single day and know about heart Um know exactly where to find it. So I would also you know recommend too I know it title two is still a work in progress, but this is definitely a blaring thing That should be looked at or so. Thank you Yes If you were to revise that section where the residency requirement currently appears Would you also? um amend that portion of the bmc that includes the removal process would would you Put all of that under boards and permissions in there. Yes, I would agree I think we talked about this earlier this year when it came to some other council appointments because it's not made clear Under that particular part It talks about how you know the person that is an office and the mayor appointment Um can be removed for just cost. However, there's no really wrong reason when it comes to council appointment and there's really not a Not it's not clearly defined in code like the process or that type of thing and I think that's definitely something that could be put in code for Everybody as well. I think the the language even though it's embedded in the executive branch Applies also to to council appointments, I think all appointments the language refers to all appointments um I can you know, I can only speculate that maybe The uh, the city appointments are housed under the executive branch because often uh boards and commissions are associated with the executive branch Yeah, but I I I agree that putting all of those requirements and all of that language under boards and commissions Makes sense. I've not talked about that with the legal department. I love them I don't know if they have a different opinion Um, the problem with that is that not all boards and commissions are in sync with those Are some of them under cfrd? Yes, some of them are Under 212 which says boards and commissions and councils should all be there Anyway, so i'm not sure but see once you clean up one thing because That's not true So when focusing on the residency thing what are some reactions I think the way that christine laid it out made a lot of sense, especially regarding, you know We don't have county seats on boards that are distributing city funds So I do I do understand why that would be the case I'm not completely sold that County residents would not also benefit from having a seat on that but it's specifically on the arts commission and any other commissions that might Distribute money that would support, you know local I don't want to just say artists, but you know Individuals who may have a hard time being supported by other funds, especially given the federal and state Yes, super senses I agree. Yeah I think it makes sense for For some representation obviously in certain areas not I think the um, honestly the affordability issue of the fact that there are a lot a significant number of residents in Monroe County that would live in Bloomington if they could afford to um for me like that is A little bit of a Policy failure that doesn't necessarily like rest on anyone's shoulders, but it is a direct result of you know Bloomington is an expensive place to live there are quite a few people in the county would love the opportunity to be able to Contribute to in a positive way to the city I think my initial appreciate all the research and uh information help us think about this. Um my prior input on it had been that I My gut was to prefer a uniform approach and it seems like that's really not feasible for a variety of reasons Uh, and uh, see if it is like a uniform Approach that would be to like a subset of commissions for which we ultimately decided like this is a good idea Maybe maybe just like five or six but like still taking maybe the same approach with those five or six or whatever it is um, so that's one takeaway, uh, I think y'all Present i'm calling case for my camera each apply under rule um Second, I like I share some of the thoughts we shared by uh, for the great members and I i'm sure that makes mine on this And I think it may be another reason why some case-by-case situation is I do have some hesitancy at times with when we have political units For a reason the same way we don't let an indiana resident serve on an Illinois redistricting commission or something right, which is like that's a different context it's stating much more stark, but like You know, there's always a case to be made for neighbors having employed and and so I guess I do get a little wrapped up in that sometimes okay, you know, it depends a little bit on the subject matter it depends and I think ours is kind of innocuous and The most uh, like not but not to say it's significant but just like that's not an area where I have a lot of concern about county, uh, resident participation also like Some of those concerns are probably mostly in the realm of the euro and not the practical uh, so I might feel bad too, which all of which to say those are kind of my thoughts on it. I I'm curious. Yeah, I think through With me like what what a good next step would be uh to advance this conversation also curious if the decision from the mayor's office is still What I haven't showed last meeting to be sort of a uniform opposition to this um, but It should be around so as a legal matter We didn't see a reason why? and county appointment Could be added on the voteability in part submission. I mean, that's kind of where this started Um, and you have the commission telling you it seems that like the pool within the city isn't big enough To potentially come along with appropriate candidates They say that No, I would say in our experience i'm on the committee that it reads with arts commission They didn't quite the opposite actually like we arts commission is consistently a commission commission with them A lot of high quality applicants have a lot of interest Uh, that's true. Maybe with some other commissions. Um But I think it's about the perspectives. It's my understanding. Okay, but I thought there was a reason why they were supporting Including a county. Yeah, I think some of the well They expressly, um named affordability as a barrier to access for some folks living in the city. So like I think it was about diversifying Uh the pool of potential applicants in the interest of getting more perspectives um but I just wanted to know that's sustained from whether or not we have An adequate number of qualified in interest of that thing. Yeah, I think But if you if you want to add a county involvement to the commission I didn't see anything, you know across that Right, and it doesn't seem like they're handling city funds, for example large amounts What do you mean? Are they the deciding entity or a recommending entity on grants? Uh I don't think that's the same thing, but Again, it's not like public works. Yes um, I was gonna add to I think one of the things that I remember hearing from watching the discussions kind of going back and forth with them is that they're very particular, um, and The voices that are coming in and so they have a niche for somebody who? Um is very good in music They are trying to look for another person who is good in You know different types of arts, so to speak. So they're trying to get like a wide diverse background of all types of um affiliates with the arts community and in particular again their conversation is That because they are doing the arts project with the upcoming Bloomington slash Monroe county convention center expansion Um, they thought that having that kind of input could Be a best practice so to speak um for a person from accounting to give employee And so instead of given, you know that particular individual voting privilege It was thought of as maybe you can add an advisory suite Julie's do you have anything to add from the second half of this? Sure, should I come on? Yeah, thanks. Yeah Uh, hi everyone i'm felix mitchell, uh the mayor obviously a specialist is my title So yeah me I actually didn't know that christy and jennifer were working on this document and it's great I've just been briefed me a little bit but um Yeah, as far as the mayor's opinion, it's I wouldn't say it's a blanket from no one any Uh county it was just I think the idea was Adding a county resident to every single boarding commission seemed a little much but if the council were to take a Looking at each one individual if I don't think there's a blanket no in place as far as something like that um, I can also speak to the The Wilmington art school a little bit because I kind of interviewed for that Vacancy and I said there was there was an abundance actually of really qualified candidates, which is a great problem to have But uh, so it's sort of a shame how many those we had to say How many good Africans we got so that if that's the concern as far as filling vacancies I think the Wilmington art space just had a unique and a big a lot of really qualified people For the people. So that's my take on that given that I've interviewed for those spots. So i'm familiar with that So that's I guess the extended it would be like if we were to look at visa from a from an individual perspective I don't know if the mayor has a I don't know one to say on that But yeah Um You're welcome to stay there And if you have any other questions that i've just forgot some touch on So, um, do you have any I guess i'm going to ask everybody What about this idea of um advisory now so they're not voting but they get to be part of the conversation um That may be a way to approach these bodies like the arts commission that do handle city funds Which is the point of contention with the mayor and maybe some of us I don't know Um, but they can have still have input from people who don't know something else Thoughts Does anyone ever turn down an advisory position? I know when I manage them they have So the commission on Hispanic and not too many fairs Someone did not want to be an advisor in an advisory seat. It was a council appointment This was years ago, but didn't Recently, you know Usually I see the opposite Um, we always see an hdc and chla are two prime examples because those are ones that have advisory seats if a council appointment is starting off advisory If there is a bonus week today immediately we'll try to switch to see it as if I get stuck in the door Yeah, I mean I I see that because I wrote down are there two tiers of service then like somebody's doing The work going on meetings reading packets and everything, but they don't Yeah, that would be my one concern. I just was putting myself in those shoes and thinking How do I feel about something like that? Yeah, I don't know if you're interested to talk to folks who've served in advisory, uh capacity We have a few examples of this including the start preservation commission as well. I'm just getting better opinions about it My guys didn't practice Uh, including experience serving on commissions like it things operate It's rare that like you're having to vote where it's going to be like a six five vote and like somebody not having to vote like Change the outcome like it's much more input discussion consensus base Then the practical aspect of an advisory seat in most cases or in many cases will be Almost indistinguishable. Um And that I do like that, you know, maybe has its safeguards against some of the concerns if there are finances or things like that um And it's not we do have other examples. That's not just on boards of commission, but that conceptually you have you know, we have the The county uh surveyor sits on the planning machine as an advisory no strike. It's nice to see a role I serve on the utility service board, but it's it's a non-voting advisory role in order to have council, you know um lays on essentially an input at times and that kind of thing so it's not Novel you never unique in the In the realm of government, I guess to take this type of approach where there are reasons why Take a member of a political constituency, uh Government being political unit, uh that you know They might take that approach. So my only concern with it is it's a yes that it's a committee a little I don't know. It's unwieldy. It sounds like jennifer you were saying that it's actually pretty Manageable, you know and like clearly communicated so I could see potential for challenges there But people not knowing it or you know, there's lots of stuff that could be communicated and administered Well, I think that's probably yeah fine. I think and I think you're absolutely right Usually when we're reaching out to people And i'm scheduled an interview so people hang their seat and it is this type of seat Um, and so I think that is also gone over again when the committee is interviewing the person And then once again when the person is actually appointed All of my letters that I send out to everybody specifies Is this a voting seat or is this an advisory seat? And if it's a voting seat, you have voting privileges if it's an advisory seat you have Non-voting you know, so we're pretty clear. I would be shocked if anybody was like I didn't know Maybe you weren't listening But at least about two to three different times before we get to that final stage And they're very clear to an individual that this is the seat that you're going for And on that note, you've done a lot of work too with onboard So someone applying would see that the vacancy is a voting non-voting advisory. Correct Yeah, the one thing that this is like the mayor's opinion this is fine just because I work with these boards and commissions a lot is um sometimes the Like that I would assume as if I were to serve on one of these boards and commissions and advisory work rule Now we're seeing a voting seat open up. We would think this is sort of like a pathway to that voting scene Um, and this might just be my brain thinking like what could go wrong? but the idea that you might see that pathway like not explicitly but like sort of Uh, it's sort of implied and then if say this advisor's seat is appointed by council and then they're maybe the mayor does not want to apply to a voting seat I can see like some potential of sort of discontentment there where you would you would assume it's like Clear movement for the advisory of voting, but it might not always be the case. So I just Like the more advisory seats the more potential that this might happen. I would say that it should always serve a purpose You know I have We are pretty explicit in our interview committees about like what it means to even have an advisory seat and how like there's a possibility that they would be bumped up into a voting seat, but that like Our and especially because like there are two different branches that are making appointments that were very explicit like This is the seat that we're like, this is the seat that you're interviewing for The other seat has a completely different process and it doesn't give you a leg up but having the experience might help But it's not a confirmation So we just did that with jerry barrett for the historic preservation commission Everyday, yeah Yeah On which bodies currently have advisory seats the hpc and um the commission on hispanic and latin air bears Just those two This is a section of the code that describes what an advisory seat is that's Jennifer does it make sense? No Because I think I looked at this when I was trying to figure out how All of this council appointment seats for the hpc were advisory seats so And it talks about how we can have like council behind them more than four advisory seats, but it doesn't really go It I think you definitely should explain that which is another update For the hpc, I think it's that way because for state code the mayor appoints them all correct I don't know if that's the only way to get And then for the chla how many seats on We'll think about three let me go back to see we are multiple like that. Yeah, there's more there's multiple seats. However, um, not All of the council seats and going here. We got one two Five five council seats two advisory seats So five voting council or five total seats on that are appointed by the council three that are voting and two that are advising Does anybody know the history of the advisor seats on the hispanic and that's the name first Did you say two voting and three advising I know the other way around so three voting and two advising And I tried to do research on this by looking at um ordinances from years past and I couldn't find it with them like I'm sure obviously there's a wrong reason for somebody to go to something but I couldn't tap into the reason So how would you how would you all like to proceed with with this We could have Two people Work on it and bring up the proposal next time as far as Which missions might might have advisory seats or or we can just put it We can just further discuss it. I don't know how Christine is um Do we already essentially through your research have a subset of the boards of commissions for which this might be a good question That we could kind of you know, yeah Yeah Asked about this, um, maybe uh something like putting it into a spreadsheet or just like Overview of all or some commission and what we identified like Yeah, it seems like we need to have a handle on like is it this is an eight commissions 11 What is it and and once we've got a narrow narrow the set then we can have these figure out Yeah, probably a uniform approach to Engaging them all to ask whether but then form the model we've been thinking and ask them whether Uh, you know their thoughts are about it. Uh, That's going to be the spot that the body state commissions change over time with their makeup Ultimately, it's you know our responsibility to decide which you don't vote but that could help the forum Because there might be unique Vantage is the submissions have to send the arts to machine for wires so that I can go about it. Yeah Yeah, there's several three or four reports and commissions and we identify which potentially without resident department currently and um Maybe like not that city specific or regarding city findings Just very important. Yeah Yeah, or yeah so Not much That's manageable Yeah Yeah From agreement, yeah I like I like I do like the idea of reaching out to those specific Uh boards and commissions to get their feedback up. What's your unique? Perspective So what happens when someone lives in the city and then moves to the county Uh I guess vice versa wouldn't matter as much That's the question I mean I think we should Ten years on yeah, but I would agree in response. Okay, so now I mean Yeah, and and the the Bloomington municipal code says You have to be a city resident And what does it say? Does it address the question of if you move? No, no, no Right Actually code does specify what needs to happen Uh Again murder here. Um, I haven't already pulled up So in that weird wonky spot under executive branch general provisions It does say in the event of a board of a member of a board commission our council no longer resides in the city The member shall resign immediately and notify the appropriate appointed official or by them Um, so it is specified just in that weird spot that we discussed earlier. What number is it in here? Um, it is number it's after the uh residential requirement number three Oh, I see it And this comes up periodically. Oh even in the year that i've been Council attorney and just this year i've communicated today with different board of commission members on this very topic So for next time we could We could just have the list of the three or four Uh where a county And then maybe we could add a proposal to move this this general provisions about board and commission members into um chapter two What 12? We can talk about it to really sure does that sound like a good plan Next time then we can talk about this next time And then you want to be included. Yeah, that's what i'm just about to say like yeah as my role Um with communication outreach i've typically tried to reach out. Well, typically I do um reach out to um Staff liaisons and whatnot. I can take that if there's only three or four and can work with christine um and anybody rather for like to let people know what they What thoughts are in terms of opening? um a particular seat of two and a county advisor You can advise them to or ask me So Okay, so Let's move on to public comment on this item Um That's the next thing Is there any public comment on the topic of city residency requirements for service on doors and caches? Somebody else in the room any hands online All right, well let's move on to city council staff processes and I think um, there was some information in the packet I think the goal is just to have us better understand um all the Work that goes into preparing for meetings and such um So who wants to? Yes, like you wanted to I spoke I referred to this topic when I gave the department's budget presentation to council um, and I referred to it as we Increase requirements for meeting support and meeting preparation So we've prepared this to three biggest big page list of the different steps needed to To organize a meeting and those steps occur before during and after the meeting within the last year These have have increased due to changes in in the loss and also we've added steps to be more transparent in terms of Uh putting presentation materials online before meeting um, or if somebody Handsome to us during the meeting then after the meeting We make those available online so I think these are steps that happen behind the scenes so it Unless you work in the office or in the clerk's office. You're not aware of them um, but I I provide those we provide those in this meeting to to raise awareness about them as I mentioned during my presentation we're starting to Identify possible ways that we can make this more efficient The steps are required whether the meeting lasts 20 minutes or two hours um, and so And we'll probably Uh be speaking in in future meetings potentially about ideas um to perhaps make this work more efficient and effective in an effort to Uh reduce staff time so that we can work in other areas in some respects Um, we've become a victim of our own success in terms of transparency because we do spend a lot of time making materials transparent Which benefits the public? Um, hopefully we can find a way that makes that more efficient than what we're currently doing This this list does not include accessibility Different tasks that we need to perform to make documents accessible And we've started really to work on that in earnest within the last month to five weeks And that's something the accessibility component is something of will explain more about in the future because That will affect council in terms of policies potentially that council might need to adopt regarding um What? Form of documents we receive before meeting whether they're accessible when we receive them Um, I think we'll have to set certain requirements on that Because the law will hold council responsible Uh for it um, and this list doesn't include also The various steps that we go through For the packet preparation Colleagues started a really helpful and informative list of instructions That we use internally and how to make documents out how to prepare a packet And uh, it's what christine may be points. I'm sorry. Yeah around 30 pages pages Um, so you know, it's quite a process Um, and and we do it. It's certainly doable um But it does add to our workflow Is there anything we'd like to Yeah on christine, um, I think we're probably covered everything. Um, just One thing additionally what i'm thinking like is to create templates what the accessibility requirements under are being looking on so Um, and then our second portfolio file is currently preparing like potential um just templates for like agenda or like cleaning the notice or um legislations ordinances or resolutions, so Um, hopefully those were like maybe that's more efficient on varying these meetings And also, um, we are identifying to identify some of the deadlines internally for like maybe submitting um different kind of materials like for example presentation slides and legislation materials and um, maybe other reports or additional Meeting documents from different entities. Yeah, so these are some Possibilities that we've been discussing and but then she was A lot would christy talks about templates. She's speaking about Um a particular time template that in itself in and of itself is accessible Um, and in fact, um, I met with corporation council last week Suggesting that our office make those available to the legal department to use when they prepare an ordinance or a resolution Um, you can also share those with other departments, too Like the planning staff, for example, um, so We're happy to Have other departments benefit from these templates that we're preparing as well. It may say them There are different layers to the accessibility you start out with the template and then You apply different applications When you're actually preparing the specific document Okay So we don't need our any action from the committee at this point simply wanted to Start the the conversation about this process I think We'll put accessibility on the next meeting agenda just to describe What this new law entails? It goes into effect in april in 2026 As a result of that, like I said, I think we'll need to prepare uh some policy proposals For council ultimately to review um And you know, maybe maybe adopt we'll have to think through that Okay um That would then become part of the administrative manual we're envisioning as we move through title two Yes, but you for example Uh, we need I I think council should have a policy in place that would apply to third parties Who want to present materials? um In fairness to council and to the public those should be presented to us in a format that is already accessible So that we are not burdened with doing a remediation for each of those documents And then I ultimately I would foresee Uh, and we've already started this um a section on council one of council's um webpages that identifies various policies Including the accessibility policies, uh, and we've been speaking, um with the office of the mayor with respect to the website um But what are you calling that now to release the website overhaul what Are you talking about this like level c? Yes No, we're working we're working with the office of the mayor to Improve council's website, but I think it's a city-wide Uh project not just with council's office. It's a rebate review. Yes Yeah, I was just going to say like looking at this too, um, the only thing that I would add Um, I would be remiss if I went and say that like the first part of the this document here Definitely has like clerk's office also does a lot of this stuff too. So like case in point today's meeting Um the ccp and then when it comes to the interview committees that's definitely something to consider because I've been trying to brainstorm and thinking I think christine and I talked about this briefly, but we said that's another hurdle for another day, um To think about this when it comes down Uh comes to um the interview process for boards and commissions because that's it. That's I'll be honest that has been the most in the four years i've been doing this. Um This year has been the most challenging year with respect to doing a lot of the interviewing process and scheduling all of that um, it's been time consuming because We've been trying to figure out schedules for every single person um trying to make sure that two people a respond back to you, um, and they actually show up in person But also when we are doing interviews We have to schedule all everybody's schedule um, so that Is a daunting task um, but I think that also could Be healthily revised as well Yeah, I thought of that too when I was looking at um Um after council meetings as the clerk's office definitely plays a role then too, but we don't Yeah, I usually don't think about it. Oh, we got that now. Yeah I'm sure it's all Goes directly to the record of amendments and I will say do appreciate council staff getting that stuff to us Perfectly because it's not necessarily always been the case, but it's worked well with the word and yeah And so maybe you're welcome No, jennifer's right there there are steps at the beginning of this list for um some uh council committees where the clerk's office reserves, so they're all gets the zoom right etc It's a working project Any questions or comments from the committee members? Um All right, thank you for sharing them for all your work you're welcome All right, next item is order of business at regular sections of council allowing discussion of legislation at first reading So in the packet, uh last document that's proposed Provision of 2.04 like 300 To allow discussion at first reading Um, I also Excuse me, uh, I Took a crack at it myself and just Formatted it a little bit differently um so I If you don't mind i'd like to share that it includes all the same language. I think uh See if I can Share Okay, so, um Sorry Okay, um So I was looking at this like, uh a Is for ordinances and b is for resolutions And I think staff is kind of going at that that way too because you combined the old item b And with a because that was all having to do with ordinances. Sure um so instead of uh Starting with a dependent clause. I thought we could start with every ordinance Um shall be given two readings before but maybe taking on this passage unless There's unanimous consent of the members present to proceed to oh I don't know about such a vote Proceed to they vote After first reading in that case the two-thirds Two-thirds vote all elected members is required to pass the blocks So that's I believe that's the same language as in the staff version Oh, sure. I'm sorry. I'm going to take a moment and see if I can make it Does anyone know which is a full string? Yeah That's fine, that's better But the sentence starting with the two-thirds vote that is lifted from the indiana code Um, I don't think there's an issue in changing The the sequence of in the phrasing The indiana code doesn't refer to first readings or second reading um that's something I mean intent is the same but in the indiana code there are references to the date when legislation is introduced which is kind of what Bloomington refers to as first readings and that's not uncommon. There are other Second class cities in particular where you use the term first readings. Yeah Um So then uh Next uh text in black font importance May be debated and amended at its first reading And then I added added future readings just to be clear Um Substituting babies better. Yeah And then that last sentence was just the old item b moved today I I always took um, i'm sorry, please drop it. I always took um The unanimous consent for title synopsis only to be as opposed to reading the ordinance in full Which would be the default Is that that was my like that's just what I was when I assumed that section of code met that like we would Actually read the whole ordinance unless all members said we're gonna do title synopsis on um, I don't know if That has an implication here with some of the edits made me think that wasn't a common understanding Oh my god, so I was curious. Yeah, in fact We asked a similar question Like what is the purpose of unanimous consent the thing that concerned me um was If it has to be it makes it sound like there must be unanimous consent for anything to be introduced Like any one council member potentially that could could block um the introduction of legislation by just voting no Yeah, it's not definitely not that and never has been that and it is It just doesn't actually specify what the alternative is if you don't have the unanimous consent for title and uh synopsis only and my assumption is that it's actually a full reading of the ordinance that's And if somebody really wants it to be read in the record, you know, kind of people to hear what's in this thing, you know Um that like that was always the safeguard any one member could essentially demand with the ordinance be read full Uh exercising that right if you don't It's not in the indiana crowd, yeah, um, we we talked about that internally um as staff So and I wanted to make sure today to point out this concept of unanimous consent and what it means To you as council members Yeah, i've always seen it where we use it, I mean in the same way the chair might um, You know simply Announce something that would normally be a vote for efficiency sake Saying, you know provided their hands consent. I you know, I've already learned debate this way something like that. It's just like You know It facilitates moving process along while protecting the rights of the minority viewpoint essentially And and that's I think like how it's always been used here as well and we do I mean both properties, you know, you know, unanimous consent for that purpose and we've used it in other Conducts for that reason So, I don't know if it's necessarily strictly we could just specify that um Ordnances, you know should be read by title stops us only and that's just how we do it kind of thing. That's Right. Yes um, I guess the Keyword is in the old language is only Read the ordinance by title only provided there's some things in son which then Leads to your interpretation that the alternative is to read all of them But I don't thought that I'm curious if our problem has a perspective on that was how I was trained. Yeah It was not specified terms not solicit was the entire legislation And you know in this discussion kind of leads into a consent agenda also because some municipalities Will use consent agenda for first reading Um So I mean there are many different options I assume they're not um Having any discussion of those items at first reading Is just being used for adoption. I need to go back and look at their procedures But yes, I would assume there would be no discussion and of course, I think generally um One or more council members can take that legislation off of the consent agenda during If there needs to be discussion Right So then I add something here under the next section I don't know if it's necessary to add this but The next section said that a majority vote of members shall be necessary to adopt any resolution order or ordinance and But we just said That you need two-thirds if it's introduced And voted on the same night. So the ordinance is so so that's the state code requirement Yes, right. So I said that here if there's a vote on ordinance on the same day or at the same meeting I just repeated the language that we had in the oh All right, so we did that like two hours ago, so I haven't thought about that. I'm sorry about that. So Um, I don't know if there's uh If we should have staff review My version if you just want to go with the version that's submitted or if we should just put this off I i'd like an opportunity to yes, that's good. Yeah Do other committee members think it's worthwhile for Us to consider them an inversion just as long staff release it first. We'll consider it next time. Yes To I I guess I saw this is just got reaction to the two. I I kind of favor staff's approach of leading with what the state code requirement is Rather than like leading with this idea that we're going to have two readings unless You know I don't know like I feel like the governing thing here is kind of state code and then um The change in practice is really about whether or not we're going to allow ourselves Under what condition we're gonna allow ourselves to um debate the men's things of the street There may be a situation where council really wants to adopt something, right? And it may feel like you have no choice. We've done it. Yeah Sometimes things are really kind of sensitive. It's not controversial like it just had to happen this way for a certain reason just the Looking at it from a lay person's and non-legal perspective just reading this it's like Okay, this is the where i'm looking in code to see how ordinances and resolutions are read and I'm starting out about this exception of two-thirds. Yada. Yada. Yada. It's like, uh, you know it's already Making my head spin before I even get to the main thing like it is That importance Maybe What what if we led with the What if we led with um Then under like m2 readings normally that um of simple majorities were required to like pass Well, that's in this 204 Maybe Flipping the order actually then helps too to be like this is kind of a normal way things are done And here's the special exception Uh, I don't know. That was just my very planning has been related to if you can also send it around Yeah, i'll send and i'll send everybody My version of them we can have Both versions vetted by our legal and then they can talk about it. Yes Is there a part of indiana code that combines those two like why is it separated out? In our local code or is it separated out in indiana code side? Which parts are being versus both required? Like this ic 36-7 i'll say there there there is no mention of readings in indiana probably so That means we need to know We're maintenance. So then could these two sections be combined? Potentially You know to make it simple the resolutions are separated out And I think it's important to like draw attention to each of those separately Um, I mean the yes, the vote could be combined with the readings also um I think we were trying since we're hopefully going to amend all of title two and we were trying to Minimize the amount of changes now, but maybe maybe that's not possible Maybe we need to that helps him and yeah, it's being amended And ma'am, I do have the last room for permission. Okay. Thank you Uh, I I think I'm wrong and part of the intention of this was to cut down on some of the like Like beer discussions, right? It was to like streamline the picture a little bit upon reading this it seems like it's just Uh opens the door for like two discussions in the same item Uh, it seems like this would make a lot of sense to like Go in tandem with the consent agenda. Like you discuss it on the first reading with everyone's in favor Uh things that have ended for the next meeting there's some social to cut that off the study which made the same points I know that that's something that's been considered before but uh, so and I know that one of the like financial and Council with Florida nationals last meeting was that part of the like second the the double reading was that some members of the public would know that Heard it discussed on a note on and so they're gonna Set agenda for next week. It's like something between you know, they were good Does that make sense? That there is interplay between the consent agenda and the number of meetings You still though could end up with discussion and debate Maybe yes, if it's not You have us Can we postpone the rest of these topics for our next meeting and I both have hard stops at 1 45th Yeah, we need to um, we need to go to public comment and then sure Uh, so yes, we will take these up again our next meeting So any member of the public would like to comment? either on discussion of legislation first reading or Any other items? Seeing none Um, yeah, I think uh, is there some Have you had a chance to do research on consent agendas? Yeah, okay. Okay So maybe we'll hear that next time And then consider these two issues in conjunction with each other. Another thing while julius was speaking. I I remember We had talked about limiting the time the first discussion so that we can have like Three hours done two different dates um Contentious issues because the point was to get to our questions and possible amendments earlier um so we can Talk about that further in this time too whether that is a code issue or is a practice issue or But what? um anything any final thoughts I think we already have our next meeting on schedule. Is that right? Maybe it's the second monday That's right, this one was a week early, right? Yeah So somebody had that date well about my number and yes, November 10th, 12 15 in this room Good great. Well, thank you all Thank you so much everyone (orchestral music) (orchestral music) (orchestral music) (orchestral music) (orchestral music) (orchestral music) (orchestral music) (orchestral music) (orchestral music) (orchestral music) (orchestral music) (orchestral music)