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.
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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.
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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
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