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Boards and Commission Application Amendment Copyrighted December4, 2017 City of Dubuque Consent Items # 7. ITEM TITLE: Boards and Commission Application Amendment SUMMARY: City Manager recommending approval of a revised application for the Boards and Commissions program that includes a page for tracking demographics information. SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve ATTACHMENTS: Description Type Boards and Commission Application and New City Manager Memo Demographics Page-NNM Memo Staff Memo Staff Memo Application Supporting Documentation Demographics Page Supporting Documentation THE CITY OF Dubuque � AIFA�erlwGh UB E '�� III► Masterpiece on the Mississippi Z°°'�w'2 7A13 2017 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Boards and Commission Application and New Demographics Page DATE: November28, 2017 City Clerk Kevin Firnstahl recommends City Council approval of the revised Boards and Commissions application with the addition of a new demographics information page. The applicant responses on the demographics page will provide valuable data to the City Clerk's Office in tracking whether it is reaching a diverse audience through vacancy notifications and help identify marketing opportunities for the boards and commission program. The City Clerk's Office will report this information through its Performance Measures and Outcomes during the annual budget process with the City Council. The demographics data received will not be attached to applicants' names or used in the City Council's membership selection purposes. Completing the demographics information page is optional and confidential. The demographics information page is removed from the application, data is compiled separately and housed independent of applications. Information identifying the applicant is not included on the demographics page. By broadly seeking out and appointing qualified board and commission members with diverse perspectives and life experiences, the City Council can appoint individuals that represent the Dubuque community consistent with the City's goals and priorities. I concur with the recommendation and respectfully request Mayor and City Council approval. �L;� 1��, ����.� Mic ael C. Van Milligen �� � MCVM:jh Attachment cc: Crenna Brumwell, City Attorney Kevin Firnstahl, City Clerk Teri Goodmann, Assistant City Manager Cori Burbach, Assistant City Manager 2 THE CITY OF Dubuque �" uFMerica L�y UB E '� III► Masterpiece on the Mississippi 2°°'�w'2 2013•2017 DATE: October 30, 2017 TO: Michael C. Van Milligen, City Manager FROM: Kevin Firnstahl, City Clerk RE: Boards and Commissions Application and New Demographics Page PURPOSE The purpose of this memorandum is to request City Council review and approval of the attached revised Boards and Commissions application with the addition of a new demographics information page. BACKGROUND As City departments move to Socrata Open Data to better inform their departmental outcomes, the City Clerk' s Office partnered with the Human Rights Department, City Attorney's Office and the Public Information Office on the creation of a revised Boards Commissions application and demographics information page. DISCUSSION City staff worked to create an application process that would provide a more robust membership profile through additional questions and the collection of demographics data. Applicants are now asked to identify experiences that qualify them to serve on a specific board or commission beyond traditional education. Applicants now have a chance to describe their ideas, interests, and soft skills that they can bring to a specific board or commission. Soft skills are defined as the cluster of personality traits, social graces, communication, language, personal habits, interpersonal skills, managing people, leadership, etc. that characterize relationships. The applicant responses on the demographics page will provide valuable data to the City Clerk's Office in tracking whether it is reaching a diverse audience through vacancy notifications and help identify marketing opportunities for the boards and commission program. The City Clerk's Office will report this information through its Performance Measures and Outcomes during the annual budget process with the City Council. The demographics data received will not be attached to applicants' names or used in the City Council's membership selection purposes. Completing the demographics information page is optional and confidential. The demographics information page is removed from the application, data is compiled separately and housed independent of applications. Information identifying the applicant is not included on the demographics page. By broadly seeking out and appointing qualified board and commission members with diverse perspectives and life experiences, the City Council can appoint individuals that represent the Dubuque community consistent with the City's goals and priorities. ACTION REQUESTED The requested action is for the City Council to review, edit and/or approve the revised Boards and Commissions Application and Demographics Information page. KF/tlg cc: Crenna Brumwell, City Attorney Kelly Larson, Human Rights Director Randy Gehl, Public Information Officer THH CITY OF DUUULiUe � DT 7� � 111-1lmericaCBv Masterp ece on td�e Missiseippi � � � � �u� CITY OF DUBUQUE, IOWA ����.����.���.��� BOARDICOMMISSION APPLICATION Individuals serving on Boards and Commissions play an important role in advising the City Council on matters of interest to our community and its future. The City Clerk's Office, City Hall, 50 West 13�h Street, Dubuque, IA. accepts applications for any Board and/or Commission at any time. Applications stay active for one year from the date of receipt in the Clerk's Office. Application to multiple vacancies and/or reappointment requests requires separate applications. DATE: ADVISORY BOARD/COMMISSION APPLYING FOR: SOME BOARDS/COMMISSIONS HAVE SPECIAL REQUIREMENTS (e.g. economic representation, years of experience, residency, education, certifications or membership on another board or commission) I MEET SUCH REQUIREMENTS: YES NO PLEASE LIST SUCH REQUIREMENTS: GENDER (choose all that apply): ❑ Man ❑ Woman ❑ Trans or transgender (please specify): ❑ Another identity (please specify): Note: Some City Boards/Commissions are subject to the gender balance requirement in lowa Code Section 69.16A: NAME: STREET ADDRESS: CITY, STATE and ZIP: (City of Dubuque residency required) HOME PHONE: (_) - CELL PHONE: (_) - E-MAIL ADDRESS(ES): BUSINESS NAME: BUSINESS ADDRESS: CITY, STATE and ZIP: BUSINESS PHONE: (_) - OCCUPATION: POSITION WITH COMPANY: You may attach additional pages if necessary. EXPERIENCE, EDUCATION WHICH QUALIFIES YOU FOR THIS BOARD/COMMISSION: WHAT CONTRIBUTIONS CAN YOU MAKE OR STATE REASON FOR APPLYING: DESCRIBE YOUR EXPERIENCE WORKING IN DIVERSE ENVIRONMENTS: DESCRIBE YOUR EXPERIENCE ENGAGING OTHER COMMUNITY MEMBERS TO GATHER THEIR INPUT AND OPINIONS: Are you currently serving on a City Board or Commission: YES NO ? If yes, which? Have you served on a City Board or Commission before: YES NO ? If yes, which? Have you participated in the City Life Program: YES NO ? If so when? Have you participated in an Intercultural Competency Workshop: YES NO ? If so when? LIST TWO REFERENCES: NAME: PHONE NUMBER: NAME: PHONE NUMBER: This application is a public document and as such can be reproduced and distributed for the public. Each application for reappointment to a City Board or Commission will be considered without regard to incumbency. Misrepresentations on this application will constitute just cause for removal of an appointee. Specific attention should be directed to possible conflict of interest. For further clarification, if a situation arises, contact the City Clerk's Office or the City Attorney's Office. SIGNATURE: INTRODUCING YOURSELF TO THE CITY COUNCIL: Your application will be reviewed by the City Council at two if iYs meetings. The City Council stronqlv encourages you to attend the initial meeting to introduce yourself and be available for any questions regarding your application. The City Clerk's Office will inform you of the meeting dates via email. During the Boards and Commissions section on the agenda, the Mayor will ask if there is anyone present to speak to the application to the board or commission you applied for. You will step to the podium, state your name and address and then tell the Council a little bit about yourself and why you would like to serve on that board or commission. Please keep your comments to less than 5 minutes. City Council meetings begin at 6:00 p.m. in the second-floor Council Chambers of the Historic Federal Building, 350 W. 6�h Street. If you are not able to attend the meeting to introduce yourself, please consider sending the City Council an email regarding your introduction at http://www.cityofdubuque.orq/213/Contact-the- Council Fill in the required sections and select "City Council" as the department. Your message will be received by each of the council members. The City Clerk's Office will notify you if you are/aren't chosen to serve on the board or commission for which you applied. Please contact the City Clerk's Office, City Hall, 50 W. 13�h St., Dubuque, IA 52001 ; 563-589-4120; ctvclerk(c�citvofdubuque.orq if you have questions. Thank you for your interest in the City of Dubuque Boards and Commissions. THE CITY OF Demographic Information ]�UB E OPTIONAL Macterpiece on Nie Mississippi Completing the following information is optional. It is considered confidential and will not be associated with individual applicant information nor used in the selection process. When your application is received, this sheet will be removed. Do Not include your name anywhere on this page. This information is used to assist staff in fulfilling City Council goals related to equity and diversity. Gender(choose all that apply): ❑ Man ❑Woman ❑ Trans or transgender (please specify): ❑ Another identity (please specify): Age category.� 0 18-21 ❑ 22-30 ❑ 31-40 ❑ 41-50 ❑ 51-60 ❑ 61 & over Please specify your race and/or ethnicity(please check all that apply): ❑ American Indian/Alaskan native ❑ Asian ❑ Black/African American ❑ Hispanic/Latino ❑ Native Hawaiian/Other Pacific Islander ❑ White ❑ Multi-racial (fill in the blank) ❑ (fill in the blank) Person with a disability.� ❑ yes ❑ no Formal education completed: ❑ Did not complete high school ❑ High school graduate ❑ College graduate ❑ M.A. degree or equivalent level graduate degree ❑ M.D., Ph.D. degree or equivalent level graduate degree ❑ (fill in the blank) How long have you lived in Dubuque? (fill in the blank) How long has your family lived in the United States? ❑ First generation American ❑ Second generation American ❑ Third generation American ❑ (fill in the blank) Household/ncome: ❑ Less than $10,000 ❑ $10,000 to $49,999 ❑ $50,000 to $149,999 ❑ $150,000 or more Federal law prohibits discrimination on the basis of race, co/or, religion, disability, sex, or national origin, as well as discrimination on the basis of age against persons over the age of 40. Some state and city legislation prohibits discrimination on the basis of age, marital status, sexual preference, race, co/or, religion, sex, national origin, or any other basis prohibited by law.