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Home My WebLink About14 - Council Policy A-2Agenda Item 14 CITY OF NEWPORT BEACH OFFICE OF THE CITY MANAGER DATE: July 12, 1999 TO: Mayor and Members of the City Council FROM: Peggy Ducey, Deputy City Manager SUBJECT: Proposed Revisions to Council Policy A -2, Board and Commission Appointments At the June 22nd Council meeting, Councilmember Adams requested that staff review Council Policy A -2, Board and Commission Appointments, regarding two separate issues: ♦ Reappointment for more than one consecutive term to Commissions and Boards; and ! ♦ Serving on more than one Board or Commission at the same time. Reappointment for more than one consecutive term to Commissions and Boards: Currently, the Council Policy states "To afford the maximum opportunity for c/lrzen serv/ce, bye City Council, as a genera /po /icy, w111 make appointments with the understanding that they W// not be extended beyond one term. Exceptions may be made when, /n the judgment of the Council, a reappointment wou ld recognize and extend an unusua /contibut /on by the incumbent. In no event wi / /individua / appointments to any one Board or Commission excel two consecutive fu / / terms, exclusive Ofappo/ntment to fi/ /unexpired terms ff Councilmember Adams expressed concern that the City may not be following this policy. Attachment A identifies Commission and Board appointees since 1997 that have been re- appointed to a second term. In recent years, there has been a trend to re- appoint commissioners and boardmembers who wish to serve a second term. Often, the re- appointment occurs after a member has served a partial term of office, due to the early resignation of a seated member. At other times, it is a reappointment following service of a full four year term. At this time, Planning Commissioner Anne Gifford is the only current member that has served more than two terms. Commissioner Gifford's original appointment was to complete the three year term balance for previous Commissioner who resigned early. She was then re- appointed to two full four year terms. Servina on more than one Board or Commission at the same time: The most recent round of appointments concluded with two appointees holding office on more than one Commission and Committee. Patrick Bartolic will serve as both a Library Trustee and a member of EQAC. Don Gregory is also on EQAC and was just appointed to the Arts Commission. This seems to occur on an infrequent basis, but has happened a few times over the past few years. Based on current and past practice, revisions are proposed to Council Policy A -2 that restricts Board and Commission appointments to two consecutive terms and prohibits serving on two standing boards, commissions, or committees at the same time. This restriction would still permit current appointees to serve on short-term ad hoc committees if the Council so chose. Also revised are the voting procedures, based upon the written ballot used at the last Council meeting. Based on previous board and commission voting, the written ballot was an easy and uncomplicated means for the Council to choose new appointees. Attached is an example of the ballot and voting sheets. Approve the proposed revisions to Council Policy A -2, Boards and Commission Appointments. 0 Commission /Board Re- Appointments Since 1997 • AWL Re-eppL Re_Appt• City Arts Commission Roya Fouladi Jun -93 Jun -97 Pat Brubaker Jun -93 Jun -97 Catherine Michaels Jun -95 Jun -99 Civil Service Board Dayna Pettit Jul -90 Jul -96 Clint Hoose Jun -92 Jul -96 Steve Bromberg Sep -93 Jun -97 Paula Godfrey Jun -91 Jun -95 Bob Foster Jul -94 Jun -98 Parks, Beaches, and Recreation Commission Bill Schonlau Jun -92 Jun -94 Phillip Glasgow Jun -91 Jun -95 Patricia Beek Jun -95 Jun -99 Planning Commission Edward Selich Jun -95 Jun -97 Mike Kranzley Jan -95 Jun -97 Anne Gifford Jul -92 Jun -95 Jun -99 Tod Ridgeway Jan -93 Jun -96 Gary Adams Jul -94 Jun -98 Board of Library Trustees Ben Jackson Jun -88 Jun -93 Julie Ryan Jun -95 Jun -99 Patrick Bartolic Jun -98 Jun -99 • A -2 0 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: A. The two -month period prior to the occurrence of a scheduled vacancy, which is established for advertising purposes, may be extended to three months. i s A -2 B. 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. C. 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. U17, II To afford the maximum opportunity for citizen service, no person shall be eligible for appointment to any one City Board or Commission for more than two consecutive four year terms, exclusive of a prior appointment to till an unexpired tern. Appointees shall serve on only one standing City Board, Commission or Committee at any time. 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: A. 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; B. Conduct any necessary interviews with individual applicants; and 0 2 A -2 C. 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 D. Voting shall be by roll Gall vote. A. The Council will vote on all appointments and seats on each Board(Commission simultaneously. The voting will be by paper ballot and the City Clerk will tabulate and announce the results, including the vote tally. B. Each member of the Council will cast the number of votes as indicated on the paper ballot for each seat from the list of the nominees. In order to be appointed, the nominees must receive at least four votes. 3 is • A -2 C. For boards /commissions with two vacancies, if two of the nominees receive four or more votes, they will be automatically appointed. D. If there is a tie vote, ballots will be distributed to the Council Members to vote for the tying candidates only. E. In the event that no one receives four votes, nominees receiving zero or one vote will be dropped and the Council will cast two votes from the list of the remaining nominees and the determination will be made as previously stated. The City Clerk shall also be responsible for the following functions associated with Board and Commission as well as Citizens' Advisory Committee appointments: A. 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. B. Preparation of letters for the Mayor's signature notifying unsuccessful candidates for appointment. C. 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 Amended -June 26, 1978 Amended - March 12, 1979 Amended - July 27, 1981 Formerly A-4 Amended - November 23, 1981 Amended -January 24, 1994 Amended - February 26, 1995 Amended -August 12, 1996 Amended - February 24,1997 Amended - March 22, 1999 4 BOARD AND COMMISSION BALLOT BOARD OF LIBRARY TRUSTEES NOMINEES VOTE FOR TWO Candidate A Candidate B Candidate C CITY ARTS COMMISSION, VOTE FOR Candidate D Candidate E Candidate F CIVIL SERVICE BOARD ",..: VOTE'FOR ONE Candidate G Candidate H PARKS, BEACHES & RECREATION COMMISSION VOTE FOR TWO Candidate I Candidate J Candidate K PLANNING COMMISSIONN "kF ,,, ..=;4 „.: ,. z, ,.'VOTE FOR,TWO" r Candidate L Candidate M Candidate N I* 0 VOTING TALLY SHEET BOARD OF LIBRARY TRUSTEES (Vote for two) CITY ARTS COMMISSION (Vote for two) CIVIL SERVICE BOARD (Vote for one) 9 PARKS, BEACHES & RECREATION COMMISSION (Vote for two) PLANNING COMMISSION (Vote for two) E�W ss.® i. TO BE APPOINTED, NOMINEES MUST RECEIVE AT LEAST FOUR VOTES qffD0wSvmMP\TaVySheet52899.dm District 1 District 2 District 3 District 4 District 8 District 6 District 7 TOTAL idate R INEWIdate Y Ce didatc 2 TOTAL CITY ARTS COMMISSION (Vote for two) CIVIL SERVICE BOARD (Vote for one) 9 PARKS, BEACHES & RECREATION COMMISSION (Vote for two) PLANNING COMMISSION (Vote for two) E�W ss.® i. TO BE APPOINTED, NOMINEES MUST RECEIVE AT LEAST FOUR VOTES qffD0wSvmMP\TaVySheet52899.dm