#BOSvacancy – The process of creating the 4/13 meeting agenda


Creating an agenda for a public meeting comprised of a three member board is somewhat challenging, but not impossible, because no two members can have a discussion which results in a decision. The current status quo in Linn County is for the Chairperson to set the agenda with input from the other board members. The emails below are a compilation of the only communications that I am aware of that occurred between the board members and the Chair to create the agenda – owl.li/10AyAd – for the 4/13 meeting.

The process was as transparent as practical.

Joel D. Miller – Linn County Auditor

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From: Schmitz, Barbara
Sent: Tuesday, April 12, 2016 11:35 AM
To: McCalmant, Joan; Powell, Lisa; Miller, Joel; BOS Vacancy
Cc: Jarvis, Gary
Subject: RE: Next Wednesday’s agenda

Great – I’ll post this in about an hour.

Barb

Barbara Schmitz – Executive Assistant – Linn County Board of Supervisors

*******************************************************************

From: McCalmant, Joan
Sent: Tuesday, April 12, 2016 10:20 AM
To: Schmitz, Barbara; Powell, Lisa; Miller, Joel; BOS Vacancy
Cc: Jarvis, Gary
Subject: RE: Next Wednesday’s agenda

Barb:

I am fine with leaving Auditor Miller’s suggestions on the agenda. With Lisa Powell’s email, I believe we should be able to quickly move through the agenda items.

Thank you.

Joan

*************************

From: McCalmant, Joan
Sent: Tuesday, April 12, 2016 10:19 AM
To: Powell, Lisa; Miller, Joel; BOS Vacancy
Cc: Jarvis, Gary
Subject: RE: Next Wednesday’s agenda

Mr. Vice Chair:

In your suggested agenda items (Item 4) you imply we should interview those residing in District 2 first. Should we make that decision, I believe we can request that HR set up interviews and distribute the appropriate applications to us as interviews are set up. We will then have ample time to read them over before the interview process. Perhaps your agenda item #1 can be a recap from someone at HR about how many applications have been received and how many have been determined to live in district two. We can then go on to the other agenda items, and get the process moving.

As Lisa is an expert in the hiring process, I believe we should take her suggestions seriously as we move on.

Respectfully submitted,

******************************************************

From: Miller, Joel
Sent: Tuesday, April 12, 2016 9:55 AM
To: Schmitz, Barbara; Powell, Lisa; BOS Vacancy
Cc: Jarvis, Gary
Subject: RE: Next Wednesday’s agenda

Madam Chair,

We have some timing constraints: If we wait to receive all of the apps on the 19th, we and/or HR may not have time to get the applicants scheduled on the 20th – one day notice is short notice to anyone who might be working, volunteering, or committed to something on the 20th. We need to do 4-6 interviews on the 20th and while those could be the applicants residing in D2, we should come to an agreement at our meeting tomorrow.

Waiting to receive all of the apps on the 19th does not give me sufficient time to review them and perform my other duties.

For your consideration,

Joel D Miller, Auditor, CERA, CGAP®(candidate)

*********************************

From: Powell, Lisa
Sent: Monday, April 11, 2016 6:08 PM
To: Miller, Joel <Joel.Miller>; BOS Vacancy <BOSVacancy>
Cc: Jarvis, Gary <Gary.Jarvis>
Subject: RE: Next Wednesday’s agenda

Just a few comments/suggestions in red below regarding the proposed agenda items:

Lisa

********************************

From: Miller, Joel
Sent: Monday, April 11, 2016 3:06 PM
To: BOS Vacancy
Cc: Jarvis, Gary; Powell, Lisa
Subject: RE: Next Wednesday’s agenda

As of a few minutes ago, we have 14 applicants with 4 applicants residing in D2 and 3 out of county applicants. Request for additions to agenda as follows:

1> Review applications received thus far. HR typically doesn’t distribute applications prior to the deadline and we don’t pass on those applications that don’t meet the minimum qualifications. We want to avoid the situation where hiring managers make potential selections before they have the entire qualified pool from which to choose. We can make an exception in this case because this is not a recruitment for an actual employee but still would recommend that the standard procedure is followed. If we did provide them prior to the application deadline, we would simply print them out and give them to you instead of having our system batch the qualified applications into an electronic file.

2> Discuss & decide on time limits for interviews now that we have a preliminary indication of the quantity. I would suggest 45-50 minutes interviews with a 10 minute cushion between scheduled start times in case you get behind. I would recommend scheduling interviews every hour on the hour starting at 2:00 p.m. on April 20th and going as long as you wish to go that day perhaps depending on the number of applications. I think more than 6 would be too much for one day.

3> Discuss & decide on interview schedule for 4/20 and 4/21. Please let HR know the time you wish to start and end interviews on 4/21.

4> Discuss & decide on prioritizing applicant pool, e.g., interview those residing in D2 first. This might be a good way to divide up the interviews.

5> Discuss & decide on criteria to confirm residency in D2. HR has been using the Elections Lookup Tool to verify whether an address is in District 2 or not.

6> Discuss & decide on criteria to confirm residency in D2 if not currently a resident of D2. Up to committee; HR would not have a role here.

Regards,

Joel D Miller, Auditor, CERA, CGAP®(candidate)

*****************************************

From: Schmitz, Barbara
Sent: Friday, April 08, 2016 1:45 PM
To: McCalmant, Joan
Cc: Miller, Joel; Gonzalez, Sharon; Jarvis, Gary
Subject: Next Wednesday’s agenda

I’m attaching a very sparse draft of an agenda for next Wednesday’s meeting – I have to leave early today and will not be here on Monday. I will need to post this before 1:00 on Tuesday.

P.S. Do we need both public comment items?

Barbara Schmitz – Executive Assistant – Linn County Board of Supervisors

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