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HomeMy WebLinkAbout1991-09-10 - AGENDA REPORTS - APPT TO COMMITTEES (2)AGENDA REPORT City Manager ApprovaXy Item to be presented NEW BUSINESS George Caravalho DATE: September 10, 1991 SUBJECT: Appointment to Committees DEPARTMENT: City Manager BACKGROUND This item is on the agenda for review and discussion of the policy to appoint members to.various committees. In October of 1988, the Manual for Commissioners was brought before the City Council for review. This manual outlined the process for appointment of committee members. It is stated that when a committee is formed, the staff shall solicit applications which will be presented to the City Council. The City Council will then review applications, interview the candidates and select the members by a formal vote at a -City Council Meeting. However, as a result of the February 9, 1991 City Council/City Manager Retreat, the City Council reached a consensus on an informal policy accepting recommendations and applications for commission appointments. It was further suggested that all Council members must still vote and sustain all appointments as a governing body. The process for appointment in this instance would allow each member whose turn it was to nominate to continue to provide candidates until three votes were received. This process was utilized in the recent appointment of a Planning Commissioner. In reference to subcommittees, the manual states that 'a chair of a Commission may appoint special subcommittees consisting of less than a quorum of the body to work on specific tasks. In regards to both committees and subcommittees, the City Manager may assign staff to provide assistance in carrying out responsibilities. It is now the appropriate time to review the present policy on appointments to committees and make any necessary changes. Options available include: 1. Continue the present method for committee appointments as described in the Commission Manual. 2. Establish a policy, similar to that used for commission appointments in which the Council Members make a nomination and presents a.name for the full City Council to ratify as suggested in the February 9, 1991 Council/Manager Retreat. eV,L&9y Agenda Item: RECOMMENDATION That the City Council discuss options and provide direction to staff. ATTACHMENT Excerpts from Commission Manual MEMBERSHIP ELIGIBILITY Persons appointed to Commissions, Boards and Committees must maintain their principal residence within the City for the duration of their terms, unless otherwise provided by the City Council. if at any time during the term a member moves to a principal residence outside the City, he/she shall become ineligible to continue as a member of that body. APPOINTMENT Members are appointed by the full City Council and serve at the Pleasure of the Council. Terms: 1. Commissioners are appointed in the third month following the general . municipal election for terms set forth ordinances. They may in serve a maximum of two consecutive four-year terms. A member appointed to fill a term of two years or less may be reappointed to the maximum two four-year terms at the conclusion of the unexpired term. 2. Committee Members are appointed for the length of .time the Committee remains active or as established by Council resolution. Committees are.usually created to address a particular issue and are disbanded when the task has been completed or when their one-year term expires. Councilmembers, Commissioners,. or City staff members. may also serve on Committees. �p ntment Process: 1. When a vacancy occurs, the City Clerk places an advertisement in local newspapers` - and processes applications. In the case of Commissions, interviews are scheduled before the entire City Council at a special study session. Formal voting takes place at the end of the meeting or the next regular City Council meeting. 2. Committee applications are to be solicited by staff. These applications - will be presented to the City - Council which will review them and interview the candidates if desired and select the Committee members by a formal vote at a City Council meeting. -6- REAPPOINTMENT Prior to sixty days from completion of the first four-year term, Commissioners who wish to continue in their of.fice must submit letters of intention to the City Council indicating interest in continuing on the Commission for a second four-year term. ATTENDANCE A quorum of the members is necessary to conduct business. Members are expected to attend regularly scheduled.meetings. The Commission and Committees need the benefit, of every member's expertise and judgment in formulating recommendations to the City Council. If a member must miss a meeting because of an extended business trip, vacation, or illness, he/she should so advise the Chair. Any member who absents himself/herself from any three (3) consecutive regular meetings, unless excused from attendance by consent of the majority of the members, or who is absent without such absence being excused of record, from a total of five (5) regular meetings in any six (6) months period, shall thereby automatically forfeit his or her position as a member. In such case the name of such person shall be automatically removed from the membership immediately after the adjournment of any such third consecutive meeting or of any such fifth meeting in any such six (6) months period, as the case may be, at which such person has not appeared. The Chairman or vice -Chairman of the body shall thereupon promptly notify the City Council and any such person so ceasing to be a member, of the fact of such vacancy. RESIGNATION In the event a member is unable to continue serving because of health, business requirements, or personal reasons, a formal letter of resignation must be submitted to the City Council. -7- How are Commission appointments made? Council liked the notion of annual feedback and goal direction by Council with all commissions. General agreement regarding an informal policy to accept rotational recommendations and applications of commission appointments. All Council members must still vote and sustain all appointments as a governing body. Term of Office: After considerable discussion regarding term or length of office, some consensus. appeared to favor a two term limit. ' Each Council member whose turn it is to nomi-ate would continue to provide candidates until three votes were gained. Appointments would be related to term of office. ' Must develop an administrative policy to cover these notions. City Attorney assigned to. analyze and bring forth recommendations. C. Progress and issues related to the General Plan. Council agreed this is the City's A-1 priority. d. Discussion: Rio Vista Road Was this route necessary? Council was generally not favoring the road to Placenta.