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Home My WebLink About1/15/2003 - STAFF REPORTS (19) �� "�`"' SA�•� City of Palm Springs Office of the City Clerk (760) 323-8205 yr FAX (760) 322-8332 rAIcI Foa MEMORANDUM Date: December 18, 2002 To: Mayor & Members of the City Council From: City Clerk Re: Board & Commission process I have requested a study session/workshop to discuss your direction concerning the process of Board & Commission appointments. Currently the process in this_Office starts January 1 with information concerning vacancies being advertised in the media, newspapers and channel 17. Letters are sent to Chambers of Commerce, neighborhood groups and service groups outlining the openings and applications are included. The Council forms subcommittees of one Councilmember and the Mayor. March 31 the application period is closed and copies of the applications are sent to all Members of the Council for short listing. When we receive the short lists, the remaining applicants are called for interviews. At a Council meeting the Mayor nominates and appoints an applicant for the position, the Council then ratifies the appointment. Here are some alternatives that the Council could use: Copies of the applications are sent to the Mayor & Members of the City Council (No short-listing): a) All Members interview the applicants as a group, discuss the recommendation and then vote for the nomination. b) All Members interview each applicant individually, discuss the recommendation and vote. c) One Councilmember or the Mayor interviews applicants for a particular Board/Commission and nominates an individual at a meeting d) Two Members of the Body interview applicants for a particular Board/Commission and nominates an individual at a meeting. e) Chairman is invited to attend interviews Copies of the applications are sent to the Mayor & Members of the City Council, the applications are reviewed and short-listed. A, B, C D or E occurs. AOR RESOLUTION NO. 18804 OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS, CALIFORNIA, ESTABLISHING REQUISITES FOR CONSIDERATION OF APPOINTMENTS TO CITY BOARDS AND COMMISSION, AND PROCEDURES FOR MAKING APPOINTMENTS THERETO. ' BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PALM SPRINGS, AS FOLLOWS: Section 1. Generally. (a) The City's boards and commissions perform a critical role in the governance of. the City and in the relationship between the City Council, the governmental organization, and the citizens of Palm Springs. The boards and commissions serve to assist in making policy, perform administrative functions, are a reservoir of experience and judgment; and assist in the two- way communications between the City and its citizens. To this end, it is the goal of the City Council that the process for recruiting board and commission members be as open as possible and designed to bring forward those persons best suited by interest, character, and experience to assist in these objectives, and who will at the same time represent the diverse interests in the community. (b) Any reference herein to "commission" shall be deemed to apply to all boards, commissions, or committees unless otherwise stated. ' (c) This policy shall apply to boards', commissions, and committees established by ordinance, resolution, or other formal action of the City Council to the extent required by the Brown Act (Government Code Section 54950, et seer") ; and, insofar as is possible, it shall be followed in appointments to other such temporary advisory boards and committees that are otherwise established. The Mayor and City Council may, however, in making such appointments to temporary advisory boards and committees depart from these guidelines if permitted by the Brown Act. (d) Nothing stated in this resolution is intended to diminish or derogate the prerogatives, of the Mayor or of the City Council pertaining to appointments, as contained in Government Code Section 40605. Section 2. Criteria for selection. The City Council will follow the following policies in selecting commission members: (a) Residents. All appointees shall be bonafide ' residents and registered voters of the City of Palm Springs. (b) Experience/education. The Council is seeking applicants who demonstrate that by their background, experience, and education, they will be enthusiastic and knowledgeable 'commissioners who will exercise sound judgement. In F82127G{014084 W0112189721.1 443128f96 -]__ ' 18804 Page 2 (c) Cultural diversity. Appointees should reflect the social, ethnic and cultural diversity of the community. (d) Attendance. Attendance at prior commission meetings during the previous six (6) months will be an important indicator of the applicant's interest in the activities of the commission and will allow , the Council during the interview to determine the applicant's understanding of the function of the commission (e) Conflicts. Commissioners shall comply with appropriate provisions of law relative to disclosure of financial interests. It shall be the policy of the City Council not to appoint or approve appointment of any person to a commission who would have continually recurring conflicts of interest to the extent of impairing their effectiveness as a commissioner. Section 3. Schedule. It shall be the goal of the City Council to undertake the appointment process in accordance with this schedule. The availability of positions shall be noticed annually by March 1. At that time the Mayor shall appoint Cm in l enr,cn-_ ,_- - �UmuuZ�ca��i�ons. Applications will be due DY Lae en '�Tmarcn.M' The applications will be screened by mid-April and an interview schedule established. Interviews will then be conducted so that appointments can be made at the time of the City Council's second meeting in May. Appointees should attend all commission meetings after ' appointment as observers until they tyke office. Terms commence on July 1 or as soon thereafter as the commissioners are appointed and qualified. Section 4, Notice of Availability. (a.) Pursuant to Government Code Section 54972, prior to December 31 each year, the City Clerk is hereby directed to prepare an Appoiutments List of all regular and ongoing commissions which are appointed by the legislative body which shall contain the information required in said section; the Library Center is hereby designated as the Library to receive the Appointment List required by Section 54973 0£ said Code. (Note: Established by Minute Order 8/12/92.) (b) All efforts will be made to provide timely public information relative to vacancies prior to the time for appointment. To insure that members reflect a broad cross section of the community, a strategic recruitment shall be undertaken, at least annually, which may include, but not be limited to, (1) Use of local consumer media such as ' radio, television, and newspaper; - (2) Preparation of flyers for distribution in the community; and through Community organizations and contact persons. (c) Government Code Section 54974 provides that whenever an unscheduled vacancy occurs, a special vacancy notice shall be posted in the office of the F5212741014004-OOD112189921.1 a0326l96 —2— �� R18804 Page 3 City Clerk, and as may otherwise be directed by the City Council, within twenty (20) days after the vacancy occurs; and that final appointment to fill such vacancy shall not be made for at least ten (10) working days after such posting. Notwithstanding such provisions, the Mayor and City Council shall endeavor to fill vacancies on City ' boards and commissions within forty-five (45) days from the date the vacancy occurs. Section 5. Any person desiring to be considered for appointment to any City commission, including incumbent commission members, shall complete an application stating the applicant's name, address, telephone number, the appointment desired, and any other pertinent facts on an application form to he provided by the City Clerk. No person may be appointed who has not timely submitted such an application. Section 6. Applicants may not apply for more than two commissions, nor concurrently serve on more than one. Section 7. It shall be the policy of the City Council that the following basic procedures shall apply in making appointments to commissions created by the City Council- (a) The application shall include, but not be limited to the following information; (1) The number of commission meetings attended in the prior six (6) months; (2) Outline the criteria for selection in Section 2 hereof. (3) The applicant's experience and qualifications for the position. (4) The applicant's education. (5) The applicant's ideas and goals for the commission. 1(b) The Mayor shall appoint Council subcommittees,consisting of the Mayor and one alternatingcilmember, to screen applications to determineified applicants. (c) The City Clerk shall compile and distribute to the City Council a list of all "qualified applicants" (as determined by the subcommittees) . , Any Councilmember may add the name of one other person filing an application to the list by so ' informing the City Clerk. (d) The City Clerk shall schedule interviews with the full City Council of all finalists for a particular coxmmission. The Chairperson of the par- ticular commission, or the Chairperson's commissioner-designee, shall be invited to the interview. FS21276W14084000112189921.1 403/28/96 -3- /�� R188O4 Page 4 L(e) Councilmembers shall indicate their preference r selection, and the Mayor may take such eferences into consideration. Section 8. Appointments to commissions shall be made at a regular, or adjourned regular meeting of the City Council. ' Section 9. Resolution No. 18020 previously establishing guidelines for Council appointments to boards and commissions is hereby superseded and repealed in its entirety. ADOPTED this 3rd day of April 1996. AYES: Members Barnes, Hodges, Oden and Mayor Kleindienst NOES: None ABSENT: Member Spurgin ATTEST: gITY OF PALM SPRI IFORNIA BY City Clerk cify Ma ager REVIEWED & APPROVED F5212761040&1-D00112189921.1 n03123/96 -4-