MINUTES OF MAY 28, 2003 AD HOC COMMITTEE ON CHIEF PROBATION OFFICER SELECTION MEETING of the JUVENILE PROBATION COMMISSION

held at City Hall room 400 1 Dr. Carlton B Goodlett Place San Francisco, CA 94102

The Minutes of this meeting set forth all actions taken by the Commission on the matters stated, but not necessarily the chronological sequence in which the matters were taken up

1.	(ACTION) Roll Call The Chair called the meeting to order at 12:15 pm. All members were present.
2.	Public comment on any matter within the subject matter jurisdiction of the Juvenile Probation Commission There were none.
3	(ACTION) Construction of interview schedule for Chief Probation Officer candidates. Comm Connolly reviewed what they had done up to this meeting and that this meeting would continue to set up the process of reviewing the applicants and making a recommendation to the Mayor. The Ad Hoc Committee members have received copies of materials from the applicants. Comm. Connolly directed that all Commissioners get copies of the materials submitted by applicants so they could review them individually. He noted that notices of meetings for Thursday and Friday evenings had previously ben posted. He recommended that a closed session be held Thursday night for the Personnel Committee to discuss the applications submitted, to assure compliance with minimum job qualifications. If there are any that do not meet the minimum requirements, he would recommend they be excluded from the interview process. Then interview dates will be set. He asked that interview slots be set for Monday June 2, at noon til 1:15pm. Monday evening June 3, 5:30pm til 10 pm. Tuesday, June 3, from noon til 2 pm. And Tuesday evening, June 3, from 5:30 pm til 10 pm. It may not be necessary to use all of those slots. These will be the Personnel Committee meetings. Comm. Hale asked the Chair inquire of the City Attorney, an opinion regarding the allowing committees to conduct business without the restrictions of the full Commission meeting. (ie. 15 day notice requirement for special meeting held off site). He would want to know if the 2 required meetings of the Commission at YGC could be considered a “regular” meeting place, or is it necessarily having language somewhere that says the Commission regularly holds its business at City Hall or YGC. He asked to explore the suggestion that the Personnel Committee should be able to hold its meeting at YGC without the 15 day advance notice (since its regular place of meeting is YGC). Certainly, this has created a barrier at this point. With these comments, Comm. Hale moved to accept the Chair’s recommended timelines. Comm Chuck 2^nd. By voice vote, motion carried 3-0. Comm Connolly reviewed that the Friday meeting will be canceled. Comm. Hale emphasized that these application materials should be treated as confidential, as they are personnel matters. He also stated that these materials are discoverable (meaning liable for disclosure in legal proceedings), so Commissioners should be alert to making comments on the documents. They also should not be discussed outside of the Commission. Comm. Connolly also noted that he asked the Secretary to make such note on the materials. He also commented that the meetings from Thursday on, are closed session meetings. (public comment) There was none.
4	(ACTION) Adjournment There being no further business, the meeting was adjourned at 12:35 pm.

(ACTION) Roll Call

The Chair called the meeting to order at 12:15 pm. All members were present.

Public comment on any matter within the subject matter jurisdiction of the Juvenile Probation Commission

There were none.

(ACTION) Construction of interview schedule for Chief Probation Officer candidates.

Comm Connolly reviewed what they had done up to this meeting and that this meeting would continue to set up the process of reviewing the applicants and making a recommendation to the Mayor.

The Ad Hoc Committee members have received copies of materials from the applicants. Comm. Connolly directed that all Commissioners get copies of the materials submitted by applicants so they could review them individually.

He noted that notices of meetings for Thursday and Friday evenings had previously ben posted. He recommended that a closed session be held Thursday night for the Personnel Committee to discuss the applications submitted, to assure compliance with minimum job qualifications. If there are any that do not meet the minimum requirements, he would recommend they be excluded from the interview process. Then interview dates will be set.

He asked that interview slots be set for Monday June 2, at noon til 1:15pm. Monday evening June 3, 5:30pm til 10 pm. Tuesday, June 3, from noon til 2 pm. And Tuesday evening, June 3, from 5:30 pm til 10 pm. It may not be necessary to use all of those slots. These will be the Personnel Committee meetings.

Comm. Hale asked the Chair inquire of the City Attorney, an opinion regarding the allowing committees to conduct business without the restrictions of the full Commission meeting. (ie. 15 day notice requirement for special meeting held off site). He would want to know if the 2 required meetings of the Commission at YGC could be considered a “regular” meeting place, or is it necessarily having language somewhere that says the Commission regularly holds its business at City Hall or YGC. He asked to explore the suggestion that the Personnel Committee should be able to hold its meeting at YGC without the 15 day advance notice (since its regular place of meeting is YGC). Certainly, this has created a barrier at this point. With these comments, Comm. Hale moved to accept the Chair’s recommended timelines. Comm Chuck 2^nd. By voice vote, motion carried 3-0.

Comm Connolly reviewed that the Friday meeting will be canceled.

Comm. Hale emphasized that these application materials should be treated as confidential, as they are personnel matters. He also stated that these materials are discoverable (meaning liable for disclosure in legal proceedings), so Commissioners should be alert to making comments on the documents. They also should not be discussed outside of the Commission.

Comm. Connolly also noted that he asked the Secretary to make such note on the materials.

He also commented that the meetings from Thursday on, are closed session meetings.

(public comment)

There was none.

(ACTION) Adjournment

There being no further business, the meeting was adjourned at 12:35 pm.

Meeting Information

Full_Commission

MINUTES OF MAY 28, 2003 AD HOC COMMITTEE ON CHIEF PROBATION OFFICER SELECTION MEETING of the JUVENILE PROBATION COMMISSION

(ACTION) Adjournment