 here here yes thank you let me say that this has been a volumous task I'm trying to put all this together I think you have in your hand a copy of what we've done I do want to thank you do want to think Joe Joe did a lot of work on this document the previous document of course was a lot of redlining and of course what we've tried to do is to incorporate some of the things that we talked about at our last meeting and some of the things that he sort of indicated in the document we have before us so I want us to sort of go through this Pam Ashley if you all would we've had an opportunity to talk and want to do some collaborative conversation now about the document yes ma'am absolutely yes sir thank you mayor councilman McDowell and dr. Bussell's for being here today so as you all know we have quite a few boards and commissions we have six council standing committees nine special committees task force commissions five land use boards and 31 external boards and commissions so we've got a lot of activity going on when it comes to boards and commissions so as Reverend McDowell stated one of the tasks was to update the board to commission handbook to include some of the the things the items that this this committee has discussed before the councilman Taylor dr. Bussell's and Reverend McDowell so we we made an attempt to revise the handbook and we also have a few items that are listed in some of the minutes that we'll want to also kind of talk about as we complete this discussion so what's probably gonna be easiest is to look at the actual boards and commission handbook that we've provided to you always try to send it to you in advance so you kind of look at it there's a table of index that's on that the first front page and then it goes into all of the different list of contents or areas so we start with the introduction basic introduction just to kind of outline what the boards and commissions all about the next page page three has a listing of all those boards and commissions just kind of an overview those are that are advisory have community impact funding intergovernmental and land use certainly we can definitely include that we want we will definitely be reaching out for any suggestions of things to put but we'll draft something for you all to review I think that I think the full points that the mayor raised it becomes our document and it's not that somebody else can't use some of it but it becomes our document so the background of the city picture of that I think sort of lends direct that direct that gives us direct ownership of the document so what we can do is once we get to say perhaps the finish line we incorporate this that into this document yeah and I think you know one of the things that and and I don't know if the intent is to do it as well but you know going through it we put a lot around that the rules but we really didn't talk about the description their function their role you know what there's you know how that committee is made up because we have a lot of restrictions on some of them you know certain positions should we include that in the handbook so people clearly know hey we have to have a historian for this or we have to have a lawyer for this or you know adding that to that you know almost a description page for each I know it's a lot but for each one so people understand the makeup you know BPAC is made up of X amount but it doesn't limit people from outside the city on BPAC you know just letting people know the makeup and then the only other thing I saw in there that is we left planning commission off under land uses did we leave that leave that off it it dropped down so we'll add that definitely when when we were trying to get everything fitting on a page so well that was definitely an oversight so we'll add that certainly we can certainly add that information you know we were trying to a lot of that information is provided by the actual boards and commissions when they go through their orientations of the new members and so we didn't put that in this particular document but we certainly can we can look at just doing that description that people because some people may ask for this before they make their final decision you know a lot of people sign up for something and then all of a sudden when they realize what's truly involved especially since I think y'all made a great effort to talk about attendance requirements you know conflicts you know 50% I mean I think this lays it out really well so it's clear so I think understanding what you're committing to and the rules around it all in one document would be nice the only thing I was gonna add was in addition to some of the changes that mayors mentioned I can't recall what we decided on folks kind of signing that they've read this that was something I know Councilman Taylor and I were very much pushing that you know that is your kind of signed oath that you will agree to these terms so I would like for us to consider putting you know a detachable sheet or a fillable thing at the end that says I have read the requirements of being on this border commission you're acknowledging that you read it and you agree to the term yeah yes ma'am and we we definitely did talk about that and kind of went back and forth about that so we will put that in yeah absolutely remember at our last meeting we talked about that and the significance of that because here to four we just had a document that did not have that signage sheet attached to it so that gives us that gives us some segue into making this document real those are great points so we'll add those stock if those things in there so we just we had a you know simple listing will add additional information that talks about the boards and commissions kind of a little snippet about that and some of the requirements for some of the appointees and we had a message from council on four we have on five you all listed as council members six was a page that we kind of talked about in the committee about the residency requirements you all had discussed a desire that the members on the boards and commissions were residents of the city and so we put that language in here we did at a caveat just in case for some odd reason there's some law that requires some statute exactly that person to be outside of city limits then we'd have that provision in there so we did add that language you know one of one of the one of the things that sort of as we looked at the cake as we looked at applications both would live somewhere else but they worked in the city and they use the city address as that anchor in point and I think this sort of gives us an anchor in terms of where we are when we start talking about persons applying for the various board yes sir it certainly does I mean I think in the past the thought was you know maybe that so for some of the boards and commissions there are some really specific requirements like you're an architectural engineer or you're you're have some specific requirements and I think previous councils were having some difficulty finding candidates that were city residents and so I think that was the that was the thought process for expanding that so just a little note just to keep that in mind that you know you all may want to think about that in terms of yeah but I also think with match board and some of the new kind of things that we've pushed forward and the process should hopefully increase exposure so many people just didn't know about the boards and commissions so I like that we're keeping that you should reside within the city because city residents aren't allowed to serve on county boards and commissions so absolutely so it sort of strengthens that whole notion that the mayor just mentioned providing that little snippet about if this is the board what's a little snippet one or two sentences to say exactly what that is not the involvement because that would be too voluminous right but I think I think that would help us in our process absolutely so the next thing that we kind of went into and and mr. Taylor and dr. Bussells and and and Reverend McDowell were very helpful in the application process and on page seven like dr. Bussell stated about match board we were trying to really have a streamlined approach to the posting of the vacancies and then people applying so we try to do that in an on in an odd and even month process we've been doing that since last year and and councilman Taylor was instrumental in suggesting that I don't you know we certainly it's helpful for us to know which ones are going to be posted and in which applications we're looking for so we can compile those for you all or you can look in match board to see which ones are out there we certainly we think that that's working fine we definitely haven't heard anything from you all that that's not so that's what we went through with the process the application process was kind of identifying that it's odd even where we have the the vacancies posted how that screening takes place and how you all are given access to the applications we do know that some council members want printed copies and so we certainly are up for that if that's what people want match board is a very easy to use intuitive software but you know we understand that people like things in different ways so we certainly can can provide copies if if your colleagues or you all want those copies as well let me ask let me ask Ashley a question Ashley the 30-day we need that as is wasn't there some variance in that 30 days it was just that we would alternate to an even in odd months on odd months we would advertise the vacancies for full 30 days and then on even months we would appoint those appointments that had just been advertised so the only variance would be if you all decided that you wanted to advertise a board for a longer period or if you all decided to defer of course it's up to you all but there were no variances in the that that was part of developing the consistency in the schedule so that's worked really well but when someone someone may ask the question of course for an example someone has applied for something because we are in the working mode now in terms of perfecting this document does that mean that they if they applied 30 days ago do they reapply so I see what you're saying administrative policy committee decided or mentioned at the last meeting that instead of to keep the application process fresh and to ensure that we aren't reappointing people that were previously declined we're asking that they apply within the 30 days so some of the older applications that may have been from even February or March of last year if something was deferred we've reached out to them we let them know that the process has changed and that we will reach out to them again when it's time for them to apply for the new application period if they're interested I mean that's for the people that weren't declined and we certainly have a schedule for those appointments but if for some reason you know a committee doesn't have enough people so that they can't function properly and you all we we can add them to be appointed kind of off schedule but we think that this process is is working pretty good yeah yeah I think it was working pretty pretty well and there's a way to there's a way to track the two consecutive terms and match board right it's not something that you'll have to do manually as even this the one about the if someone fills an unexpired term then you know they still get to consecutive terms I just don't want us to lose that in you know this going to somebody else the management of boards and commissions like making it as automated as possible so match board has a function so all of the terms are listed when they expire it even sends reminders and it does really well about showing the history of the appointment when things were sent out so I'm sure that function is incorporated and okay perfect easier and we were able to add in people obviously that came before match board and we're now tracking we were that was actually a part of the initial process when Erica introduced the platform and when we were working with the program administrator we input all the old information you know basically took our paper files and made them electronic the historical significance is that that's valuable information especially when you look at a position and you look back on the history in terms of who has held that position how long gives us that kind of history and that kind of input thank you for doing that yes sir and then for the terms of office have we notified folks that are non-voting an ex-officio that they're no longer we have not at this time we were waiting for this exactly that's a perfect segue Dr. Bussells into that discussion because that is one of the things that we have not done and I think that was pretty much unanimous between the three of us that we wanted to move away from extra people that are not actually part of the process I remember CPAC they requested a restructure with the former counsel and it was essentially to ensure that they had people in the pipeline or maybe even give a place for volunteers that were helping with CPAC at the time they presented it they submitted it to legal it was approved so that's how they were enacted ex-officio members I know you all that discussed you know some of the members have just been around and kept around for historical knowledge and context but I think that was CPAC was it hospitality what else there was another one more yeah so that is something that we will have to do if you all and I guess we should say this as well this is this is a document that you all have as a committee this is not something that we have shared with the entire council so of course we want to make sure that you all are comfortable and then have the opportunity to share with the entire council so that you know they are all on the same page as well with your recommendations for you know the non-voting the ex-officio the you know the the committee's not being more than 11 members you know all the things that we are talking about because it will impact some of the current boards and commissions that we have in place for the vision of the committee of course is to do exactly what we're doing now and that's eventually hopefully not a year not a year takes place that we can prevent eventually perfect this document area to council send it to council and of course have it approved at a council meeting exactly that is the plan okay so the fruit or the low hanging fruit that we have listed here other than when we get through it this what we're doing here today coming back together of course identifying those areas that we need to be in that that's included in this document and moving forward beyond that is that is that where we are yeah I think most of the changes that we've suggested are pretty minor so I would suggest council McDowell that they make those changes some of the aesthetic changes and some of the clarifications and we look at it via email or you know one more time in between a council meeting and I think that we should go ahead and share it with council I'd like to start this year with a clean slate with some of these things if possible okay sounds good do you think that's feasible yes okay maybe like the second meeting in February would give us enough time to get it to council okay but some of the things are very minor and of course adding in those things that the mayor has suggested in addition to elongating some of the sentence some of the framework of the document could move us rather quickly into approving the document itself I would envision us working through those things coming back together as a committee finalizing the perfected document I think we're pretty close I think we're pretty close to the finishing so I'm sorry I'm sorry miss been no no that's good very good discussion so we have attendance requirements listed that was really important to talk about you know making sure people were showing up for the meetings you know not they are just in name but actually participating and of course have a process in which people are notified that they're no longer that they've been I don't want to say terminated but I guess for lack of a better word they've been they've been terminated let go from the been relieved from their committee of their duties so we do have a section on the automatic terminations the failure to take the oath within 30 days failure to meet your eligibility requirements and that's on page 11 absence of two consecutive meetings without notice absence from 50% of the regular meetings in a six month period and then a non-filing of required statement of potential conflicts of interest so that's there hey I'm didn't we decrease didn't we decrease it was I think it traditionally historically it was three days we cut it down to two days right yes sir okay we do have some information about a resignation process the oath of office conflicts of conflicts of interest prohibited on page 12 for you all that just brief statements about that from the prior handbook information about the freedom of information acts on page 13 and then a little code of conduct on page 14 we certainly can add anything to that that you all would like us to and then the last page page 15 was the well the page before Ashley's contact information is about the the state ethics act so we have information about that as well one of the things that we had this I'm sorry before I move forward is anybody having questions comments about any of that so one of the one of the points of discussion we had is about some of the rotation of council and then some of the sunsetting so if we're if we're done with this we'll update it like Reverend McDowell said we'll update it we'll get that ready Dr. Bussos will have that February with the backdrop for the city the goals some more information about that a place to acknowledge acceptance of the the handbook so we'll have that we did want to go back and revisit some of the topics we covered in the committee meeting in November real quick just so we can get clarification so do you all have those minutes so that if I recall this was the discussion about the intergovernmental mostly and how to allow everybody on council an opportunity to represent the city we should have some sort of rotation for things like you know the central midlands transit authority and the cog and things like that right exactly Dr. Bussos on page 2 number 8 and 9 those were some some discussion points that we had on those subjects and so we wanted to just revisit that so on this just so I wasn't part of that discussion so the idea was that y'all are going to put these to merge these two boards on item one oh yes sir so so we can go through the start at item one yes I'm sorry I didn't have enough to date on this so these are some things that we as we're going through to prepare for this meeting we want to make sure we brought these things back to your attention we certainly can discuss them and then you all can some can think about them and we can talk finalize on the next meeting but we want to make sure that we didn't lose these items for discussion so number one and we did check with legal about some of these things as well just to make sure we weren't getting any trouble with any of them and we wanted you all to kind of chime in on them before we really got staffed deeply in Gation because I'm glad Christus here with that number one the point the same people to serve on the members on the building board of adjustments and appeals and the property managed maintenance board of appeals there weren't no there were no legal restrictions but that's something that we was proposed by the committee prior and then a rename it like I said the appeals board so I'm still good with that the short-term rentals number six I know there was a push to try to get a draft on next week's agenda I think is premature at this point so we did have a discussion about that work session we did have a discussion about that in our agenda review sunset of the short-term rentals by April so that gives us a little more time though I mean if he does if it does get put on I'm just gonna motion to defer so yeah but is the April deadline still yeah I mean that's the goal right yeah yeah I don't think he can be fast-tracked is this would you please I think that was the impression the impression that I got at last council meeting was that it was being fast-tracked and I don't know if fast-tracking is the it's the right thing to do at this point I think whether it's and it'd be good to see what Howard what Howard says about this I'm sure he wants to do it quickly but quick being quick is not really the best of objective at this point thank you miss well all right miss Benjamin so the mayor jumped us down to six we're on two on one so we had two now yeah so I'm eliminating the board of zoning appeals form-based codes we'll have to talk to staff about that one but that's certainly one that was mr. Taylor recommended that mr. how does that play into the scheme that of this conversation that is a part of the development agreement that you have with the Hughes development corporation so to achieve that goal you would have to amend your development agreement so we would certainly want to know whether or not that's worth the effort or would you all like to leave that in place provide additional information you know that that is revisited every five years I think we're two years into it now probably maybe about two and a half years more left to go on it we wholeheartedly support that they've never met but we still do need to amend that development agreement so just for we'll need a you know decision point on that if you all want us to proceed with eliminating that or if you want us to well does it sunset in two and a half years anyway so you will have to take it out of the development agreement that it's required but yes I mean at that point in time when we rewrite it we could take it out I mean does that make more sense than that's what I think we should do I mean they're not gonna they haven't met so it's not like there's some big pressing issues or anything right we do our best to not make them yeah I think it was just more so to clean up we had so many boards and commissions that I think it's good to move forward with getting it out of the development we'll put that on the calendar and a ticker for yes sir for us to be aware that that needs to come out there was a suggestion to change the name of the Columbia Tree and Appearance Commission to the Appearance Commission again that would require an ordinance change to do that that was a recommendation that Mr. Taylor made I don't know the majority of what they deal with is appearance I mean it does make sense I mean I mean everything that I've gotten from all those members has to do with power lines and appearance and beautification and streetscapes I mean make sense to me to empower them on that side I mean trees fall within it but I think originally it was it's started off as more trying to build up our canopy which you know we're we're well over 10,000 trees or whatever it is so so we can certainly initiate an ordinance change to do that yes sir I'm number five you all this is really just to effectuate what has already been done the advisory committee of on equality it already you already really sunset that and given them a task to to implement that study that have been done previously here I see yeah okay question it was either the downtown neighborhood coalition or one of them had sent out a memo saying and I couldn't find it online so maybe y'all have a better outlook that these committees we just had lined out on our website but I couldn't find it but they kept bringing it up because they're like why did they get you know why did they get taken off and why did it have a line through it but I never saw it okay well when you get the details I mean yeah I like the ACE is still up on the is it still there if you go to City Council and then special committees all of these are and the committees haven't been updated with the new committee names that we created the equity committee is still there it is an economic and community development committee should be split up so we'll check we'll get what you are and we'll do the website updates and also any changes that we discuss in during this meeting as well number six is still being debated yes sir what are we gonna do with tax modernization oh I'm sorry we um we got the report submitted to us and now we're moving forward as as council as the city is a whole with thing but I mean I don't think the only thing I would if if they if anybody asked yeah we just saw that on there thank you don't work committee member yeah so yeah I think it's fine to sunset that's the other thing like the boards and commissions are listed 10 different ways on the website that needs to be yeah and it makes it look like like environment and infrastructure committee has just been crossed out right but I I mean this page should just have our you know current appointments in the new you know committees I think what what occurred is they linked it back to a minute track and I took the boards out of minute track and so what it is is a broken link and so I'll get with PR and ask them to update the entire page I didn't know that that page was that's helpful and then that page is also different from the special committees drop-down page some of it has the same information yeah it's just maybe just easier to point everyone to the web portal because that's where I update the information let me ask you this Erica which is separate from what Ashley manages so you're gonna you're gonna take care of the way I will work with PR to make sure that the pages are updated as soon as possible to a text on to you okay yes sir all right thank you because you gotta realize how these things are links and linked and some of these things will be updated now these are our council committee oh okay yeah I'm sorry yeah we can update those council committees and some of that stuff that's on the website we can go ahead and do that yes sir we'll take care of that in short order so eight and nine were what we kind of were we're back to talking about those things and we had talked about January 2024 so give us some time to kind of wind down some of that to begin the rotating off of current members who have served more than two years unless the council member has an upcoming leadership position and that was for you all Reverend McDowell that was for you council members it was your rotation so you just need to let us know if you all are good yes more council members it's not the same person on tours and board and everything y'all can't give me a candy cane y'all can't get me a candy cane down a number 10 was appointees can only serve on one committee at a time with exception of the appeals board again that was to get more participation from citizens so we will be making sure that we cross-reference our candidates our board members now and make sure we get that all buttoned up so I think we're good on number eight mayor are you good with the rotation method okay well man that's what we initially talked about if you're good with that we're good with I actually think it's a great idea I don't know why we hadn't done that before because would be great to get people more familiarized especially you know with all the stuff going on at the cog and right now the comment and so like the cog is a great example I think Councilman Brennan's the chair or something for that so he would get to this would not apply to him he would get to to be the chair that's why that language was like that number nine the pointy no appointee can serve on the same committee for another jurisdiction while serving on a city board or commission that's hospitality so we would certainly have to figure out when we want to make that change and if you guys want to make that change we definitely I mean oh just in general is there a way to track that right there was just talking about the conflict of the single you know I off the top of my head I can't think of anything but sometimes it's you know to be collaborative it might be good that somebody is on our committee that's similar to a committee on the county so they can kind of share cross-pollinate some ideas I think that may have been something that was thought of as a good thing prior you guys know what you want to do yeah I think that that was the case where they were saying it it made sense for somebody to be on both the counties and the cities if they were talking about if it was dealing with a similar issue right so someone was there to share perspective and someone see you know how it affects both of right jurisdictions but you know it hasn't really been an issue before except for hospitality right except for yeah I mean that's is there anything to consider in terms of like you know how they take an oath of office and you can't hold two offices there's a constitution there any conflict there not that I'm aware of for you know a board and commission office or committee I think they take an oath of office don't or whatever it's called what is it called oath of yeah and in and here and ours but I don't know that it's to the extent that we're like an elected office yeah I don't know I don't mean to say it but I don't I don't know if it's that serious that's fine I mean I I think it's I think that we start with the same committee and if there's an issue so and then in terms of your question about when it should go into effect I think we need to bless and release once council has at the end of February the same time when that 2023 no ex-issue or non-voting members goes into effect this should go into effect as well and maybe we add that I don't know if that's in this is not and that's one of the things that Ashley and I talked about is drawing that line in the sand where the date where the you know there's some date that we changed because everybody will be here you know five years from now going now when did we change that now what do we change so we can certainly add effective March 1st right yeah and I think we could and actually I think we can put at the bottom here last updated to yeah absolutely that will be great because that will give it some some time stamp 11 sounds weird establish a standard four-year term for boards and commissions without term limits appointees can serve up to two terms that's a little contradictory so I think the the only one we have that and actually was was making me aware of that was the advisory committee for CPD they don't have any term limits that's the only one that doesn't have term limits for that committee so we can just establish that it's two terms figure out how to well that was something that we had added to to the handbook so our handbook language but I don't think we did it for all of our for some of these advisory boards we didn't do it for for those well I think okay we'll check that and and Ashley was just remembering you're right mayor and and then that's what led to the ex officio and the other ones cuz they didn't want right cuz they don't they want those people to be off completely because their terms had ended so you're absolutely right so we'll just um I guess we don't need honestly we don't need this we can take this off but we do need to know you're right we did we established that already so but we'll have to reach out to the citizens advisory but we'll figure that out number 12 we really already talked about that now 11 we we we do need to look at which of these committees have more than 11 members because we do have a few you know food policies one that has be pack has more than 11 I think there's eight and but they have nine vacancies so if council were to decide to fill the nine but put them at 17 it's like not an effective that's way too big and then CPAC CPAC as well nine currently but if we filled their three voting and their three of the three policy is at 10 but then they have some they have three vacancies but really it's two reappointments in one vacancy and that's part of we've been working to curtail their right when it was first established it used to be like 17 and then upwards of a little bit more than that and that was a few years ago I'm fine with the 11 I think that's a good number and you get it you and if people want to do it later that's you know applicants in the pipeline that can apply for the next time there's a vacancy additionally there was affordable housing task force I know that was on the list of potentially like suns a sun sunsetting that committee it was mentioned but that's another committee that has about 20 and they're not meeting as a committee anymore they're meeting in subcommittees of like six or seven people okay so okay yeah okay because she was talking about those things and some other things and we certainly can look at the 11 limit when we're talking about which vacancies we are advertising for because like she said you know the the committees that have nine vacancies you know we just don't fill those vacancies we just keep everybody at 11 so we'll look with the original intent make sure that we did some streamlining yes sir and that we stuck right with the 11 yes sir I think that's a decision that we need to discuss with each council person with the council because I think 11 is gonna be I think that's the magic number I think anything over them that become so so I'm gonna do what they're not gonna do so we'll have we'll update the handbook have those those suggestions that you all made and then we'll have a list of those things that you guys need counsel to I think we said March 1 yeah yeah I think we do I think we give notice I mean a lot of them already have vacancies anyway that haven't been filled and so we just will let them know we won't fill their vacancies and then their number will be capped at 11 that certainly helps us in the management yes sir okay so those are all the items that we had from the prior minutes I don't know if anybody had any other suggestions like this has been extremely helpful to know what's you know how we need to clean up the website how we need to update this document and then those list of things that we need to have make council aware of so we'll be prepared dr. Bussells in February to have these documents ready for you all and then you all be able to disseminate them to the rest of council and then we're gonna do stuff in place and we're going to look at them first yes sir we'll have that for you in February okay yes the goal is that by at least bring a document forward yeah I don't you don't have to vote on this do you just consensus from the consensus Erica it would seem to me that we have to vote on it okay I mean I think it's fine if you know we put it as part of materials for the meeting and how they okay so you're saying vote in this committee to move it to the full council and then vote again and the full council miss Erica oh then resolution for okay for the second meeting in February okay are there any other questions so we will send you all these we'll send it electronic as soon as we get it done so you can have it and then we'll you know we'll do it like we did this prior one so you have it before the meeting sounds good sounds good thank you so much let me just say a word thank you all our staff has really done what you were asked to do and we are appreciative to that for that thank you all so much let's go ahead and perfect this document and be done with it thank y'all move for adjournment second so so voted me thank you