Agenda - 03-17-2015 - 6a - Laserfiche WebLink

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12 1 Bonnie Hammersley said she recommended that this stay in the plan, as it is an 2 attachment. She said this is a living document, and the SWOT analysis will be done on an 3 annual basis. Shesaid this can be used as a guide for measuring improvements, and she 4 thinks there is value in keeping it. 5 Commissioner Rich said it is important to understand that this is a living document. She 6 said communications are constantly changing, so there will be changes to this document. She 7 said the SWOT can be taken out later if it is not valuable. 8 Chair McKee said the Board consensus is to follow the manager’s recommendation to 9 include the SWOT. 10 Commissioner Pelissier said, on priority B, she would liketo specifically state that a 11 SWOT analysis should be done as part of the evaluation on an annual basis. 12 Chair McKee noted Board consensus on this proposal. 13 Cheryl Young referred to the third item, which is discussed the establishment ofa 14 protocol forCounty communicators to follow in determining what information warrants relay to 15 the Board of Commissioners. 16 She read the following peer review suggestion from the blue sheet: 17 (Any information that is shared with one Commissioner should be shared with all 18 Commissioners. You may want to reword this one to take the focus off of staff and put it on the 19 Commissioners; i.e. establish an appropriate method for Commissioners to use when 20 contacting individual staff members for information [such as all requestsgo through the County 21 manger, who then contacts the appropriate staff person to get the information and then 22 responds to ALL Commissioners.] You don’t want staff to get in the middle of a policy debate or 23 to be perceived as playing favorites.) 24 25 Chair McKee asked if this means that Commissioners would take it on themselves to 26 communicate with other Commissioners. 27 Bonnie Hammersley saidit is her recommendation not to take this peer review 28 suggestion. She said it is clear to her that the Board should have access to staff and should 29 communicate with staffas needed. She does not feel the Board needs to go through the 30 County manager to determine when to communicate with staff. She said there is a protocol in 31 place that when a Commissioner asks for information, a response is sent to all members of the 32 Board. 33 Commissioner Dorosin asked where this item is located in the actual plan. 34 Cheryl Young said this is shownonpage 34 in the second plan. 35 John Roberts said when hewas hiredhe was given instruction to communicate any 36 question from an individual Commissioner back to all of the Commissioners. 37 Chair McKee said the Board willfollow the manager’s recommendationon this item. 38 39 Cheryl Young said the final provision is regarding the protocol for communications that 40 representindividual Commissioner viewpointsversus those representing the Board as a whole. 41 She said the peer review stated that communications from the County should express the 42 official stance of the County, and any individual opinions should not be expressed using County 43 resources. 44 CherylYoung said the manager’s recommendation was to leave the provision in the 45 plan and allow an opportunity for protocol to be developed during implementation. She said the 46 manager did not want to limit Commissioners from sending a letter to someone because it had 47 not come before the entire Board. She said there are ways to identify communication as 48 coming from the entire Board by use of signatures and the County logo. She said this can be 49 clarified through the development of protocol.