RESOLUTION NO. 10-068
REPEALING AND RESCINDING RESOLUTION NO. 09-013 AND ESTABLISHING
PROCEDURES GOVERNING APPOINTMENTS TO CITY COUNCIL ADVISORY
BODIES AND REGIONAL COMMITTEES AND BOARDS
WHEREAS, due to the difficulty in recruiting community members to serve on the various City Council Advisory Bodies, Regional Committees and Boards, on January 13, 2009, the City Council adopted Resolution 09-013 establishing new procedures for appointment; and WHEREAS, the new procedures provided for individual City Council Members to make certain appointments to the Planning and Community and Library Services Commissions; and WHEREAS, no difficulty was experienced with the implementation of the new procedures in April 2009, as all incumbents were re-appointed; and WHEREAS, implementation of these procedures for the 2010 appointments proved to be more challenging as four incumbents of the Community and Library Services Commission chose not to seek reappointment; and
WHEREAS, Council and staff have determined that new procedures for appointments are needed to alleviate the difficulty of recruitment and to provide additional oversight of appointed candidates; and
WHEREAS, the policy has been revised to address the issues identified by the City Council.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Hercules that the Council hereby repeals and rescinds Resolution No. 09-013 and establishes the following procedures governing appointments to City Council Advisory Bodies and Regional Committees and Boards:
A. NOTICE OF EXPIRING TERMS AND VACANCIES
1. All vacancy notices and postings shall be done in accordance with the provisions of California Government Code Section 54972. On or before December 31 of each year, the City Council shall have prepared a list of all appointive terms which will expire the pleasure of the City Council and the necessary qualifications for each position.
2. The City Clerk shall cause the appointment list to be distributed for posting and/or publishing as follows:
• West County Times
• Office of the City Clerk
• Hercules Library
City Website
Hercules Cable Channel
City Hall Bulletin Board
Community Center Bulletin Board
• Ohlone Community Center Bulletin Board
• Creekside Center Post Office Bulletin Board
• Such other places directed by the City Council
B. APPLICATION PROCESS
1. During the posting of the notice of vacancy as outlined in Section A above, the City Clerk shall provide a Volunteer Application and Supplemental Questionnaire to those persons wishing to be considered for appointment. Application packets shall also be made available through the City website.
2. An applicant may not submit applications for appointment to more than two commissions, committees or boards during any recruitment period.
3. Completed applications by eligible candidates shall be kept on file in the City Clerk's Office and will remain active for one year.
4. A deadline for submitting applications for commission, committee or board appointment shall be established. No application shall be accepted or considered after the established deadline.
C. INTERVIEW AND APPOINTMENT
1. Once the final application deadline has passed, the City Clerk's Office will provide a status report to the City Council at which time the dates and times of interviews of candidates eligible for appointment to fill a commission, committee or board vacancy will be set.
2. A special meeting of the City Council shall be scheduled for the purpose of conducting interviews of candidates eligible for appointment to a commission, committee or board.
Such meetings shall be open to the public.
3. Incumbents with expiring terms may apply for re-appointment but may, at the City Council's discretion, not be required to participate in the interview process.
4. All other individuals eligible for appointment shall participate in an interview before the City Council prior to being considered for appointment.
5. The City Clerk's Office will contact all eligible applicants and schedule for interview.
6. The City Clerk's Office will copy the applicants' written material for Council members.
The written materials will also be available for public review in the City Clerk's Office.
7. Interviews are informal and usually last 15-20 minutes. Council members are looking • Familiarity with the subject
• Decision making ability
• Commitment to the position for which they have applied
8. Candidates eligible for appointment to a commission, committee or board will remain in the waiting area until they are called in for their interview and must leave the meeting once their interview is concluded. Members of the public who have not applied for appointment to a commission may attend the entire meeting.
9. Appointments will be made by public vote of the City Council at the City Council's second meeting in March or as soon thereafter as the City Council determines to make the appointments.
10. Commission, committee and board appointments become effective upon administration of the Oath of Office. All adult persons appointed by the City Council must successfully complete the Live Scan process prior to receiving the Oath of Office and assuming their position on the commission, committee or board to which they are appointed.
D. UNSCHEDULED VACANCIES
1. Whenever an unscheduled commission, committee or board vacancy occurs due to resignation, death, termination, removal, disqualitication or other cause, a special vacancy notice shall be and posted in the locations identified in Section A.2 of this Resolution, as amended from time to time, in accordance with the provisions of California Government Code 54974(a). Special vacancy notices shall be posted not earlier than twenty (20) days before or not later than twenty (20) days after the vacancy occurs. Final appointment to fill the unscheduled vacancy shall not be made for at least 10 working days after the posting of the special vacancy notice.
2. If an unscheduled vacancy occurs within ninety days after interviews for appointment to that commission, committee or board have been conducted, the unscheduled vacancy may be filled by appointment of one of the individuals interviewed following the required posting of the unscheduled vacancy.
3. If an unscheduled vacancy occurs within one year after an individual is appointed to a commission, committee or board, the City Clerk shall advise candidates who filed application for appointment to that commission, committee or board within that year of the unscheduled vacancy. Those persons with applications on file within that year may re-activate their application by contacting the City Clerk's Office and asking that the application be reactivated.
4. Appointments to fill unscheduled vacancies become effective upon administration of the Oath of Office. All adult persons appointed by the City Council to fill an unscheduled vacancy must complete a City of Hercules Volunteer application, a supplemental questionnaire and the Live Scan process prior to receiving the Oath of Office and assuming their position on the commission, committee or board to which E. ATTENDANCE
1. A board er shal be monsider is ause to re 3) rings conti a on, con mine period.
2. It is the responsibility of the commission, committee or board's staff liaison to notify the City Clerk of a member's attendance record to allow sufficient time to send a warning notice if the member has already missed two meetings within a twelve month period and to send a termination notice if the member has missed three meetings within a twelve month period.
3. A member who has been removed from an advisory body for inadequate attendance may request a waiver of this provision by submitting a letter to the City Council setting forth the reason for the absences and confirming future availability.
F. DESIGNATED LIAISONS
The Mayor will appoint two Council Members each to serve as liaisons to the Planning Commission and Community and Library Services Commission. Said appointments shall be made at the Council's first meeting in January as part of the Mayor's appointments to regional committees and City subcommittees.
G. GENERAL PROVISIONS
1. All provisions of this resolution shall apply unless otherwise directed by the City Council on a case-by-case basis.
2. In the event that any provision of this resolution conflicts with the provisions of any other ordinance or resolution governing a particular advisory body, the provisions governing that advisory body shall prevail.
The foregoing Resolution was duly and regularly adopted at a regular meeting of the City Council of the City of Hercules held on the 11th day of May 2010 by the following vote of the Council:
AYES: Balico, Kuehne, McDonald, Ward, Valstad
NOES: None
ABSENT: None
OF HERCU,
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egen Mrathews, City Clefle
NTRA DEC 15, 1905
COSTA COUNTY, CALIM