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Minutes for the Nominating and Rules Committee meeting on July 29, 2003.
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City of Jonesboro
Minutes of
Nominating and Rules Committee
July 29, 2003
Blue Cross Blue Shield Building
The meeting was called to order at 12:00 noon by Alderman McCall. Members present were: Aldermen Tim McCall, Chris Moore and Alec Farmer. Members absent were: Alderman Paul Copeland. Also present were Mayor’s Assistant Larry Johnson, Alderman Province, Parks Director Jason Wilkie, City Attorney Crego and City Clerk Donna Jackson. Others present were: Mr. Bill Ebbert and Mr. Keith Inman of the Jonesboro Sun.
SPECIAL CALLED MEETINGS - QUORUM
Discussion was held regarding the Parks Subcommittee calling so many special meetings. The first issue was the fact that Councilman Province and Councilman McCall had informed Chairman Young that they would be unable to attend, but meetings were called anyway. The other issue was that special meetings were being called for items that could be addressed at the regularly scheduled Public Services committee meeting. Councilman Farmer stated when calling a Special Called meeting the Chair needs to make sure they have a quorum. Discussion followed regarding what constitutes a quorum. Parks Director, Jason Wilkie stated Chairman Young did not know if he counted toward a quorum. Councilman Farmer referred to a booklet provided by the Arkansas Municipal League in which it explains that the Chair constitutes a quorum and a majority of a committee is a quorum. For clarification purposes, Councilman Farmer moved, seconded by Councilman Moore to recognize the Chair as a voting member of each committee and a quorum is a majority of committee members including the Chair. All voted aye.
PARKS
Mr. Jason Wilkie, Parks Director presented the following items as previously reviewed by the Parks Subcommittee of Public Services: RESP Contract for E. Boone Watson Center; 2 Pepsi Contracts for Allen Park and Parker Park; Agreement of Understanding with Arkansas State Highway and Transportation Department, Job # 0100571 for the development of ATV recreational facilities and Craighead Forest Park. Following discussion regarding the items being recommended by the Mayor, and reviewed by the City Attorney and the Parks Committee, the decision was made to place the items on the agenda for consideration by the full council. Mr. Wilkie was asked to have his Chairman, Dave Young to sponsor the items, with Councilman McCall agreeing to sponsor the items as well. It was explained that anyone could place an item on the agenda as long as it was provided to the City Clerk by 10:00 a.m.
The committee discussed the establishment of a records management policy that would address the proper handling of contracts and other city records. City Clerk Jackson was asked to provide a sample records management policy that would be reviewed by several different committees in a collaborative effort to address the different records within the city.
ALDERMAN VACANCY
Councilman Farmer provided a purposed resolution establishing a procedure for filling the unexpired term of Alderman, Ward 5, Position 2. After making amendments to the resolution and reviewing the procedure with the City Attorney, Councilman Moore moved, seconded by Councilman Farmer to recommend the resolution to the full council. All voted aye.
ADJOURNMENT
With no further business, Councilman Farmer moved, seconded by Councilman McCall to adjourn. All voted aye.