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HomeMy WebLinkAbout1991-08-13 - AGENDA REPORTS - APPT TO PLANNING CMSN (2)NEW BUSINESS DATE: SUBJECT: DEPARTMENT: BACKGROUND AGENDA REPORT City Manager Approval Item to be presented A: August 13, 1991 Appointment to Planning Commission City Manager George Caravalho This item is on the agenda for review and discussion of the policy to appoint Planning and Parks and Recreation Commissioners. In October of 1988, the Manual for Commissioners was brought before .the City Council for review. This manual outlined the process for appointment of commissioners. It is stated that when a vacancy occurs, the City Clerk shall advertise in local newspapers and solicit formal applications. Interviews of the applicants are to be set before the full City Council. Voting on the applicants takes place at a regular 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. At this time, commissioners may serve for only two consecutive four year terms. However, 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. No formal policy regarding the appointment of a new member to the commission should one member fail to serve out their full term has been adopted. It is now the.appropriate time to review the present policy on appointments and make any -necessary changes. Options available include: 1. Continue the present method for appointments as described in the Commission Manual. 2. Establish a policy in which the Council Member who is to. make a nomination presents a name .for the full City Council to ratify as suggested in the February 9, 1991 Council/Manager Retreat.. On 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 in ordinances. They may serve a maximum of two consecutive four-year terms. A mamber 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. Appointment 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 office 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 thiLa 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-