DDA Special Board Meeting - May 31, 2023

Detailed briefing

DDA Special Board Meeting — May 31, 2023 ATTENDEES: Jody Eubank, Nikki Law, Cora Smith, Sarah Schubener, Matt Ruggiero, and Dale Brown were recorded present during roll call. • The board announced that Margo submitted her resignation letter on May 25. Margo said the change was unrelated to the position or how she had been treated. Members thanked her for four years of service and said they need to plan a goodbye party. • Members reviewed a revised director job description and discussed hiring a part-time replacement. The discussion described an average schedule of about 25 hours per week, with heavier work during events and project periods. A proposed wage range of $25 to $30 per hour was discussed, with pay dependent on the successful candidate’s experience and available budget. • The board discussed keeping the position located at City Hall rather than initially advertising it as work-from-home. Members said work-from-home flexibility could potentially be considered later. They also agreed in discussion to change proposed wording on weekly office hours from “required” to “encouraged,” while emphasizing public access, meetings, and downtown business outreach. • Mileage reimbursement for use of a personal vehicle for work travel was discussed. The city staff representative said the city provides reimbursement for other employees and described needing documentation confirming the work-related destination or travel. • A hiring process was discussed using a non-quorum interview group that would make a recommendation to the full board. Matt, Jody, and Amy were identified for that group, with Sarah discussed as an alternate. The staff representative said a job posting would be prepared that week; members also discussed a June 30 posting timeline and conducting interviews during July, when the board does not hold a regular meeting. • Members discussed preparing transition materials so the board and a new hire have access to contacts, event responsibilities, calendars, quotes, surveys, and other files. Margo was asked to prepare a year-round calendar of recurring work and priorities. During the transition, members were advised to route questions through Chair Jody before contacting Margo. • Three board terms expire in December. Amy Gillard said she does not plan to seek a second term but would remain involved with promotions. Members said Rachel Morford also does not plan to seek another term. The city’s usual process is to contact expiring members around September, publicly solicit applicants in late September or early October, and have council make appointments in December for January starts. Worth watching: • Whether the DDA posts the director vacancy and attracts applicants for the proposed part-time role. • Completion of transition documentation and the board’s ability to cover work if a replacement is not hired promptly. • A possible future board vote to establish an executive committee. Upcoming: The next board meeting is expected to include a public-information update on the Merchants Walkway; no July board meeting is planned. Why it matters: The DDA is managing a leadership transition while continuing downtown projects, events, and board recruitment.

No open public follow-ups are linked to this meeting yet.