HomeMy WebLinkAboutCommission On Disability - Minutes - 09/11/2008Commission on Disabilities
Minutes from Working Meeting
September 11, 2008
Members present: Terry Schlicting, Jason Holland, Vivian Armendariz, Bev Hageseth, Mare Franklin-
Gaumer,
Mary Elizabeth Lenahan
Liaison: Jenna Stieben
Excused: Bruce Byrne, Lydia Wiatrowski, Harry Meyer
Facilitator: Ginny Sawyer
Ginny distributed 2 handouts: the Role of Council Liaisons to Boards and Commissions and Excerpts from the
Board
And Commission Handbook regarding effectiveness. She then facilitated discussion about commission
effectiveness and
Our roles and responsibilities. The discussion is summarized as follows.
Roles and Responsibilities
A. Members
► Offer ideas
► Problem solve solutions
► Implement ideas
► Awareness and education
► Work together
► Stay informed
► Help City Council
► Communicate
► Bring information
► Attend Council meetings when relevant items are discussed
P. Follow through on tasks
► Delegate and ask for help when needed
B. Chair
► Keep board informed (emails, meetings, etc.)
P. Facilitate meetings
► Set agendas
► Assist with subcommittees
► Represent the commission (be the point person)
► Be accountable (confirm tasks and deadlines)
► Delegate and ask for help (chair doesn't have to do everything but they need to make sure it's clear who is
doing what and by when.)
C. Liaison
► Be the resource person
P. Serve as liaison to other city staff
P. Handle logistics (copying, mailing, billing, etc.)
► Keep board informed of Council 6 mos calendar and other hot topic items
Ideas and Tools to Increase Effectiveness
► Jason's Flowchart -Notebook idea (keep track, information in one place, better continuity through member
change; Jason shared a sample flowchart)
► A more thorough directory from the Clerk's office
► Computer access for board members (in City Hall?)
► Standard speaking points and materials to be used by members at other board meetings
► Agenda changes (to be included in each month's agenda):
o Timed agenda
o Include "tasks and deadlines' as a standing item
o Include Council 6 month calendar as a standing item Qenna will email/mail prior to meeting)
o Agenda available the first Thursday of the month
* Public Comment (limited time)
► Work plan Overhaul -with a facilitator (Jena will schedule)
► Operating agreements at every meeting, (on monthly agenda) examples:
o Share the Floor
o Respect each person and each idea
o Speak your truth
o Honor the past but focus on the present
o Assume good intent
o Criticize only ideas, not people
o One person speaks at a time
o Be brief, so everyone has a chance to speak
o Keep an open mind, listen constructively
o Be comfortable, take care of your needs
Establish clarity about how correspondence from the COD is generated and distributed.
Thank you, Ginny, for your valuable help!
After the inservice was completed, COD reviewed the August minutes. Two edits were suggested:
1. deleting the label "organization" from Barrier Busters per Vivian s request
2. adding a note about not being permitted to have a closed meeting for our inservice due to
commission guidelines per Mary Elizabeth
Bev moved to approve the August minutes. Mare seconded. Minutes approved unanimously.
Discussion about the remaining meetings for the year, resulted in the decision to use the first meeting in
November for the Work Plan (a longer, lunch meeting 12:00 to 3:00) and Nominations for 2009; and the
December meeting for elections and the appreciation luncheon. COD would like to have a facilitator at
the November 13�h meeting for developing the Work Plan for 2009.
Next COD meeting, October 91*, will be held at Operation Services due to a conflict with the CIC room
schedule.
Meeting adjourned at 2:00.