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[Pamela Pease <ppease AT paintboxpress.com>]

Steve, the memo you prepared sounds great to me. Pam

On May 22, 2008, at 5:10 PM, Steve Wright wrote:

Dear CHPAC,

 

Attached is the draft memo.

 

-Steve

 

 

---

From: Steve Wright 
Sent: Thursday, May 22, 2008 1:51 PM
To: 'chpac-staff AT lists.ibiblio.org'
Subject: reappointment request

 

Dear CHPAC,

 

Erica asked that I send her letter below to the Commission.  Later this afternoon I will forward to you for comment the draft memo that will be submitted to the Town tomorrow (Friday).

 

- Steve

---

 

Dear CHPAC,

 

Last Monday night the Town Council reviewed and voted on the two Commission members who were up for reappointment: Louise and Frank. We had requested of the Council that they only reappoint Louise and Frank and to hold off on any new reappointments until Jeffrey came on board (see appointment recommendations attached).

 

Due to a series of unfortunate circumstances, Frank's renewal was not approved. 

 

The Executive Committee wants you to know what happened and what we can do to reverse the decision.

 

1) We are attaching the ballot tally that we were given by the Town. You will see that there were six new applicants, bringing the total of eight possible people to vote for. The Council was allowed to vote for six.  Five votes are required for appointment or reappointment - a majority of the nine-person Council.

 

The Commission was not informed of these new applicants, even though there is a procedure in place that stipulates that process. A memo to Steve from the Clerk said, As part of the Council Procedure Manual (link provided below) the Council receives all viable applicants as of the Monday prior to the meeting where the appointment is held.  There is typically a gap in the time between when the advisory boards hold their meeting for which they make their recommendation (April 9) and the Monday cut off for the ballot (May 12).  This is how there are applicants on the Council ballot that the board has not considered.  Upon our request yesterday we have now received the four additional applications not previously shared with the CHPAC (attached).

 

2) As far as we can tell, the Council members received their voting sheet before Monday's meeting, without any supporting documents that would explain our request, and without specific notation of who were incumbents. 

 

3) There were three key Council members absent who did not get to vote: Kleinschmidt, Strom and Ward.

 

 

What we are doing/can do:

 

1) As of this morning, there are phone messages awaiting Roger Stancil and Mark Kleinschmidt (although Mark is out of town until 5/25). Frank, Debbie and Steve are meeting with Roger Friday morning to discuss budget issues and hopefully Roger will be apprised enough before that meeting to be able to have a discussion with them about next steps.

 

2)  A memo is being drafted requesting that the Council hold another vote at the next Council Business Meeting, June 9 and advocating for the reappointment of our Chair.  Memoranda for the June 9 Council Meeting are due to the Clerk’s Office tomorrow (Friday), so we will circulate the draft to the Commission via email this afternoon.  If there are any objections please reply before noon tomorrow so we may meet the Clerk’s deadline.

 

3) We also think that the procedures for voting on Commission and other Advisory committee volunteers should be reexamined by the Council. 

 

 

 

 

 

 

 

 

 

________________________

: Debbie Hepp

: Design & Marketing Consultant

: Ballyhoo Studio

: phone & fax 919.942.9485 

 

Attachment: Appointments recommendation 5-23-08_v1.doc
Description: MS-Word document

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