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HomeMy WebLinkAbout(1981, 07/27) - A-4 - AmendedA-4 BOARD AND COMMISSION APPOINTMENTS Service on City Boards and Commissions is one of the principal means by which citizens can participate in the conduct of City government. The number of citizens qualified for such service always exceeds the number of appointments that periodically can be made by the Council. On or before December 31, of each year, the City Clerk shall prepare a list of all appointive terms of Boards, Commissions and Committees which will expire during the next calendar year, with the name of the incumbent appointee, the date of appointment, the date the term expires, and the necessary qualifications for the position. Also, the City Clerk shall list all Boards, Commissions and Committees whose members serve at the pleasure of the legislative body, and the necessary qualifications for each position. The City Clerk shall further maintain a List of Qualified Candidates for Board and Commission appointments, which shall be purged every year by the City Clerk to insure that applicants on the List are still available for appointment. Two months prior to the occurrence of a scheduled vacancy, the City Clerk shall prepare and submit to the various newspapers, information relating to the vacancy including meeting dates and times, Board or Commission functions, and the method of obtaining and submitting applications and establishing the third Thursday -prior to June 1 as the last date to submit applications. The City Clerk shall inform �a�:EP applicant of the receipt of their application through a postcard of acknowledgment. Whenever an unscheduled vacancy occurs on the Local Appointive List, a special vacancy notice is to be posted in the City Clerk's office, and in other places as directed by Council, within 20 days after the vacancy occurs. Within 20 days following such a vacancy, the City Clerk shall prepare and submit to the various newspapers information relating to the vacancy includ- ing meeting dates and times, Board or Commission functions, and the method of obtaining and submitting applications. The City Clerk shall inform each applicant of the receipt of their application through a postcard of acknowl- edgment. Final appointment (other than an emergency situation) shall not be made for at least 10 working days after the posting of notice. Periodically, situations may arise wherein due to the occurrence of a number of simultaneously scheduled Board or Commission vacancies, it may be appro- priate to make certain adjustments in the advertising and recruitment procedures, which are regularly utilized to fill these vacancies. In these cases, the City Council may make the following adjustments by majority vote at a regular public meeting: 1. The two-month period prior to the occurrence of a scheduled vacancy, which is established for advertising purposes, may be extended to three months. A -4 BOARD AND COMMISSION APPOINTMENTS - Page 2 0,?7_o 2. The last date to submit applications for a vacancy may be changed from the third Thursday prior to .Tune 1, to no sooner than the third Thursday prior to May 1st. 3. The period established for the Appointments Committee's recommendation to the Council of candidates, may be extended from at least two weeks, to at least four weeks prior to the date of appointment. When vacancies occur, the City Council shall make every effort to appoint the best qualified persons available to serve the interests of the City as a whole. As a secondary consideration, geographic representation from throughout the City shall be taken into account. To afford the maximum opportunity for citizen service, the City Council, as a general policy, will make appointments with the understanding that they will not be extended beyond one term. Exceptions may be made when, in the judgment of the Council, a reappointment would recognize and extend an unusual contribution by the incumbent. In no event will individual appointments to any one Board or Commission exceed two consecutive full terms, exclusive of appointments to fill un- expired terms. The City Council by Resolution has established an Appointments Committee composed of three Councilmen. The Appointments Committee is charged with the duty to: 1. Review all applications for position to City Boards and Commissions. Answers to all questions contained in the application will be considered by the Appointments Committee; and 2. Conduct any necessary interviews with individual appli- cants; and 3. At least two weeks prior to the date of appointment, recommend to the full City Council at a regular public meeting, two or more candidates for each Board or Commission vacancy. Members of the Council may wish to interview the recommended candidates further prior to final selection by the Council. l-15y reQ I no two or more candidates for each vacancy, it is the intent of the City Council that at least two separate individuals should be considered for each vacancy, i.e., if there are two vacancies, at least four separate individuals will be considered. f A -4 1 -ate BOARD AND COMMISSION APPOINTMENTS - Page 3 The Appointments Committee, in conducting their review of applications and interviews with the individual applicants, shall attempt to determine if there exists a potential conflict of interest which might interfere with the performance of the applicant's duties in an impartial manner free from bias. It is generally recognized that from time to time it is possible for any individual to have a conflict on any one given issue. The Appointments Committee, however, shall endeavor to avoid recommending appointments of applicants with a substantial conflict of interest which would require repeated disqualification from voting on issues that are likely to come before the Board or Commission. The City Clerk shall also be responsible for the following functions associa- ted with Board and Commission as well as Citizens' Advisory Committee appoint- ments. 1. Preparation of letters for the Mayor's signature notifying successful candidates of their appointment, and preparation of formal Certificates of Appointment to accompany the aforementioned letters. 2. Preparation of letters for the Mayor's signature notifying unsuccessful candidates for appointment. 3. Preparation of letters for the Mayor's signature thanking outgoing members for their service and coordination with the Purchasing Agent in the preparation of formal Certificates of Appreciation. Adopted - June 28, 1965 Amended - November 28, 1977 Amended - August 15, 1966 Amended - December 19, 1977 Amended - September 26, 1966 Amended - June 26, 197,$_,.6 _/Z,;r ' Amended - June 10, 1968 Amended - July 27, 1981 Amended July 12, 1976 Amended - September 12, 1977 u