Revised 07/2021 APPENDIX 9
Commissions, Boards, and Committees Application Process Council Procedures
Application
Procedures
Anyone interested in serving on a City Commission, Board or Committee must fully complete and submit electronically a City Commissions, Boards, and Committee application. Forms are available online at in theat City Clerk’s Office website. The application should adhere to the stated instructions and should not exceed a total of 4 pages including the two original questions. The responses to each question should be limited to 150 words and submittal of the application should be typed, not handwritten. All handwritten applications will not be considered.
If there is no vacancy for a seat, or the applicant is not selected, the City Clerk will hold the application on file for one (1) year from receipt. It is the responsibility of the applicant to note the date of this one year submission. If there is a vacancy, the City Clerk will notify the applicant(s) of the date, time, and location of the Biannual City Councilspecial council meeting for Board and Commission interviews/appointments.
If there is a vacancy as a result of an incumbent, the application period for that position will be extended an additional 2 weeks for purposes of fully advertising and publicizing the position via all communication and social media channels.
Eligibility Review All applications received by the filing date and cutoff time are will be processed and reviewed by the City Clerk Office for conflict of interests, qualifications, and confirmation of South San Francisco residency as well as reviewed for full completion of the entire application and adhering to instructions specified (word limit, page limit, and typed).
For applications submitted after the deadline and time has passed, the City Clerk shall present the late application for consideration by the City Council but note that the application was submitted after the deadline passed. not accept the application and let the applicant know that they have missed the deadline, however that their application will be kept for a period of (1) year for future openings/consideration.
Other than those City employees who are currently serving on a Commission, Board, or Committee, City employees are generally considered to have a conflict of interest and generally will not be appointed (but may be re-appointed). However, any retired or former City employee is eligible, and prior employment with the City is not considered a conflict of interest.
Commission, Board, and Committee Application Process Page 2 City Council Procedures
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Appointment
Procedures/Criteria
Except for the Conference Center Authority, and the Bicycle and Pedestrian Advisory Committee, and the Youth Commission. Council may consider any Commission, Board, or Committee applicant who is a resident in the City of South San Francisco. For the Public Safety & Equity Commission members may need to reside in a specific geographic/council district region in order to be eligible for appointment.
The Council will receive all qualified candidate application materials for review prior to interviews. The City Clerk and their office will ensure that all answers and documents are legible and able to be reviewed by councilmembers. The City Clerk (or Council subcommittee)A yearly mayor appointed council ad-hoc committee will develop questions for a structured interview process for each of the boards and commissions for that year. Interview appointments will be scheduled and held in person unless there is a declared emergency or circumstance. All councilmembers should attend this special meeting.
The interview/special council meeting will be held at a public venue if council chambers are not available, and candidates will be notified by the City Clerk of the date and time of their interview. Any candidate who does not attend the interview will be immediately disqualified from the current application process. Their application will be held in file for a period of (1) year. No rescheduling of interviews will occur.
During the interview, applicants will be assessed for background information that would make the candidate a good appointee, any continually recurring conflicts of interest, and reasons for wanting to serve the City. Councilmembers will rotate questions created by the council ad-hoc committee and a reasonable amount of time will be given so that each councilmember has the opportunity to ask the candidate questions. Those candidates who demonstrate a vested interest on the board/commission/committee applying will be appointed. Only those candidates who support the Council’s philosophy and who can regularly attend meetings will be appointed.
Reappointment
Process
Three (3) months prior to a term expiring, the Commissioner, Board Member, or Committee Member will be asked by the city clerk or its office designee about their interest in reappointment. If not interested, a letter declining reappointment should be forwarded to the City Clerk Commission, Board, and Committee Application Process Page 3 City Council Procedures
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and shared with the city council stating the reason as to why they are not seeking reappointment.
If the incumbent will not seek reappointment a period of additional (2) weeks of advertising the position will occur. If interested in reappointment, an application must be submitted to the City Clerk by the final filing date, even if the incumbent has held the seat for a number of terms. Not less than sixty (60) days prior to the term ending, the appointment will be advertised to notify other interested persons for an additional period of (2) weeks. The Commissioner, Board Member, or Committee Member who is interested in reappointment, as well as any other qualified persons, who have applied, will be considered in the selection process.
Reappointment
Procedures/Criteria
The Council may not reappoint anyone who has demonstrated nonsupport for the Council’s philosophy, spoken against or criticized the council, who has been absent from more than one-third of the regular meetings within a rolling 12-month period, or who has a continually recurring conflict of interest or who has been absent or not attended onethird of that bodies events during the current year. "Committee and Board members may be removed by a majority vote of the City Council following three excused or two unexcused absences during the course of one fiscal year. An absence is considered excused when a committee or board member notifies the secretary of the intended absence at least twenty-four (24) hours prior to the scheduled meeting time. All other absences are considered unexcused." Term of Office Other than the Library Board, Parking Place Commission, and Cultural Arts Commission, appointments to a specific Commission, Board, or Committee are limited to a maximum of three consecutive terms. For purposes of calculating consecutive terms, service of at least eighteen months plus one day during a term shall be counted as a complete term; all prior continuous service of existing trustees shall be counted.
Orientation Each new Commissioner, Board Member, or Committee Member will have an oath administered by the City Clerk or designee, and orientation by the Department liaison for which the Commission, Board, or Committee has responsibility, by the City Attorney to review legal Commission, Board, and Committee Application Process Page 4 City Council Procedures
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issues, and by the Mayor or designee to communicate council philosophy.