HomeMy WebLinkAbout(1997, 02/24) - A-2 - AmendedA -2
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 City Council, and the
necessary qualifications of each position.
The City Clerk shall further maintain a file of Candidates for Board and
Commission appointments, which shall be reviewed each year by the City Clerk
to insure that those applicants are still available for appointment. Applications
shall be retained in the active file for two (2) full years; thereafter they will be
destroyed.
Two months prior to 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 Wednesday
prior to June 1 as the last date to submit applications. The City Clerk shall notify
each applicant of the receipt of their application.
Within twenty days after an unscheduled vacancy occurs on a Board or
Commission, a special vacancy notice shall be posted in the City Clerk's office,
and other locations as directed by City Council. Additionally the City Clerk shall
prepare and submit to the various newspapers information relating to the
vacancy including meeting dates and times, and Board or Commission
application procedure. Final appointment (other than emergency appointments)
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
appropriate 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:
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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.
2. The last date to submit applications for a vacancy may be changed
from the third Thursday prior to June, to no sooner than the third
Thursday prior to May 1.
3. The period established for the ad -hoc 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 person to serve the interest of Newport Beach. The City Council
shall only appoint persons who have filed an application for appointment with
the City Clerk no later than five (5) days prior to the date on which the City
Council nominates candidates for positions. The application shall serve as a
basis for determining if the person is a qualified elector of the City, has no
conflict of interest that would prevent the applicant from serving, and otherwise
satisfies the criteria for appointment specified in the City Charter and any
relevant ordinance or Council policy. The City Council prefers that members of
Boards and Commissions represent different geographical areas of the City, but
residence is a consideration only when applicants are otherwise equally
qualified.
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 appointment to fill unexpired
terms.
At such time when an appointment to a Board or Commission is necessary, the
Mayor will establish an ad -hoc Appointments Committee composed of three
Councilmembers. The Committee's duties are as follows:
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1. Review all applications for position to City Boards and
Commissions. The ad -hoc Appointments Committee will review
applicant answers to all questions contained in the application;
2. Conduct any necessary interviews with individual applicants; 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. By requiring 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.
The ad -hoc 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 ad -hoc 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.
PROCEDURE FOR VOTING ON APPOINTMENTS TO CITY
COMMISSIONS, BOARDS AND COMMITTEES:
1. Each Council Member casts one or more votes with not more than
one vote per nominee.
2. Eliminate any nominee who receives zero or one vote.
3. Each Council Member casts one vote for any remaining nominee. If
any nominee receives four votes, he /she is appointed. If no one
receives four votes, eliminate any nominee who receives zero or
one vote and repeat step 3.
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I*4. Voting shall be by roll call vote.
The City Clerk shall also be responsible for the following functions associated
with Board and Commission as well as Citizens' Advisory Committee
appointments:
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.
Once the final appointments are made by the City Council, the ad -hoc
Appointments Committee will be dissolved.
Adopted - June 28, 1965
Amended - August 15, 1966
Amended - September 26,1966
Amended - June 10, 1968
Amended -July 12, 1976
Amended - September 12,1977
Amended - November 28, 1977
Amended - December 19, 1977
Formerly A -4
Amended -June 26, 1978
Amended - March 12,1979
Amended - July 27, 1981
Amended - November 23, 1981
Amended - January 24, 1994
Amended - February 26,1995
Amended - August 12, 1996
Amended - February 24,1997
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