Mayor & Commission Meetings

GOVERNMENT OPERATIONS COMMITTEE MEETING MINUTES Monday, October 23, 2023 Committee Members Present: Committee Members Absent: Commissioner Patrick Davenport, Committee Chair Commissioner Mike Hamby Commissioner Dexter Fisher Commissioner Melissa Link Commissioner Tiffany Taylor Staff: Josh Edwards, Assistant Manager Angel Helmly, Operations Analyst Sherrie Hines, Chief Assistant Attorney Sarah George, Assistant to the Manager John Hawkins, Deputy Chief Attorney Jeff Montgomery, Public Information Officer Andrew Saunders, Central Services Director Jean Spratlin, Clerk of Commission Alphonso Daniel, Fire Chinesia Thompson, Recorder Kent Kilpatrick, Leisure Services Director Beth Smith, Facilities Management Administrator Todd Miller, Park Planner Emilie Castillo, Park Planner Dr. Remy Epps, Inclusion Officer Molly Brooks, Inclusion Fellow Nicholas Valadez, Inclusion Fellow Committee Chair Davenport called the meeting to order at 1:00 p.m. A. Approval of Minutes: Commissioner Fisher made the motion to approve the Minutes of the September 18, 2023 meeting. Commissioner Taylor seconded the motion and it passed by unanimous vote. B. Commission Identified Items of Interest: Update Community Benefits Agreement portion of Leasing Policy (Mayor Girtz assigned to GOC on February 7, 2023) Andrew Saunders reviewed a Nonprofit Lease Assessment Tool. This tool included proposed facility maintenance fees for the properties. Within the committee, there was discussion regarding the implications of fees on nonprofit organizations, determining a fair and justifiable pricing structure, and establishing equitable rental rates to ensure the proper upkeep of facilities. Concerns were raised about finding an equitable balance between covering maintenance costs and not overburdening nonprofits that provide valuable services. After weighing the different options, Commissioner Taylor made a motion to approve Option B for the fee structure. Commissioner Fisher seconded the motion. The committee voted unanimously to pass Option B. Recommend updates to BAC procedures as recommended by Manager’s Office, Public Information Office and the Clerk of Commission (Mayor Girtz assigned to GOC on July 19, 2022)  Jean Spratlin reviewed background information on the city's Boards, Authorities, and Commissions (BACs). She suggested the committee look at improving the application process and attendance policy for BAC members. The committee discussed ways to streamline and update BAC procedures. They requested Jeff separate the list of BACs into state versus Mayor & Commission approved ones. The committee deliberated on the application process. Ideas included using a portal or FTP site for applications. They also agreed an updated attendance policy was needed. Overall, the committee decided a new resolution encompassing all BACs policies and procedures should be created. The committee will continue refining recommendations to improve BAC functioning at future meetings. Commissioner Link made a motion to adjourn. Commissioner Taylor seconded the motion and it passed by unanimous vote. The meeting adjourned at 2:12 p.m. Government Operations Committee Meeting Minutes Page 2 10232023