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2. Special Presentation — Arturo Torres, Purchasing and Risk Manager • Purchasing and Risk Manager Arturo Torres provided the Board with a PowerPoint presentation overview of the Request for Proposal Process (RFP). Mr. Torres outlined the Purchasing Department's responsibility in properly soliciting and securing proposals for the City. • Mr. Torres informed the Board of the procurement thresholds and dollar amounts associated with the RFP process. Mr. Torres also discussed the various procurement methods available to client departments. • Purchasing and Risk Manager Arturo Torres informed the Board that all RFP proposals are not immediately designated as a public record. Mr. Torres indicated that the RFP becomes a public record once the recommendation to award a contract is placed on the City Council Agenda. Mr. Torres indicated that if the price of an RFP is under 50k, it is not required to go to City Council for approval. • Board Member Lawrence Conn inquired as to how many employees work in the Purchasing Department. Purchasing and Risk Manager Arturo Torres responded and indicated that there are currently five (5) employees including the employee assigned to Risk Management. • Board Member Norman Powell inquired as to how the department deals with ethnic diversity with such a small group of employees. Mr. Torres responded and gave the Board an ethnic breakdown of staff within the department. 3. Threat Assessment Team Presentation — Jenna Combs, Principal Human Resources Analyst • Principal Human Resources Analyst Jenna Combs provided the Board with an internal document that is utilized to define the Threat Assessment Team (TAT). • Mrs. Combs indicated that in 2012 the City hired Dr. Michael Corcoran and his company to assess high -risk concerns and provide the TAT with Workplace Violence and Threat Assessment Training. • Board Member Norman Powell inquired as to who serves on the TAT. Mrs. Combs responded and indicated that the Human Resources Director and City Attorney are the individuals who select the TAT depending on the circumstances of the case. • Human Resources Director Brenda Diederichs indicated that anytime a situation is reported, the City has to take the matter seriously. Ms. Diederichs indicated that there are several measures that happen behind the scene which involves collecting information from the department, employees and the Police Department. • Board Member Rafael Elizalde inquired as to what the timeline is from the time an employee reports a potential threat. Human Resources Director Brenda Diederichs responded and indicated that the employee is immediately placed on paid administrative leave if the situation is deemed vulnerable. • Rachele Sterling, a member of the public inquired as to what system the Police Department accesses to retrieve information regarding the potential threat. Principal Human Resources Analyst Jenna Combs responded and indicated that she was unsure of which database the Police Department utilizes to retrieve such information. 4. Human Resources Board Presentation to City Council — Sonya Dew, Chairperson • Human Resources Director Brenda Diederichs presented the Board with a copy of the draft PowerPoint presentation that will be presented to the City Council. • Board Member Norman Powell requested that the term "minority" be removed from slide nine (9). Human Resources Director Brenda Diederichs indicated that the term minority is a definition code that is utilized by DFEH and EEOC. • Human Resources Director Brenda Diederichs indicated that if the Board was not ready to present the PowerPoint presentation to City Council she could ask the City Clerk to postpone the presentation to a future date. Board Member Art Butler motioned to postpone the presentation with a second by Board Member Norman Powell. The motion passed unanimously. • Chair Sonya Dew informed the Board that there was no need to postpone the presentation to City Council and she would present it on March 24, 2015 at 6:00 p.m. 5. Human Resources Board Ad -Hoc Committee Report — Alysia Webb • At the direction of Vice -Chair Alysia Webb, agenda item number eight (8) was tabled and will be revisited at the April 2015 meeting. 6. Protocols Regarding Questions from the Public — Brenda Diederichs, Human Resources Director • Human Resources Director Brenda Diederichs presented the Board with several options regarding responding to the public's questions during the public comment period of the agenda. Ms. Diederichs Page 2 of 3