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 complete and submit electronically a City Commissions, Boards, and Committee application. Forms are available online on the City Clerk’s Office website.
The application should adhere to the stated instructions and should not exceed a total of 4 pages including the four original questions, excluding the Youth Commission application which contains three questions. The responses to each question should be typed, not handwritten. All handwritten applications will not be considered.
If there is no vacancy, 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 submission. If there is a vacancy, the City Clerk will notify the applicant and the applicant will be invited to participate. Interviews will be held at a special meeting of the city council.
Eligibility Review All applications received by the filing date and time will be processed and reviewed by the City Clerk’s Office for conflict of interests, qualifications, and residency verification.
For applications submitted after the deadline, 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.
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.
Appointment
Procedures/Criteria
Except for the Conference Center Authority, the Bicycle and Pedestrian Advisory Committee, and the Youth Commission, Council may consider any advisory body applicant who is a resident in the City of South San Francisco and if applicable, a resident of a specific district.
The Council will receive all qualified candidate application materials for review prior to interviews. The City Clerk (or Council subcommittee) will develop questions for a structured interview process.
Commission, Board, and Committee Application Process Page 2 City Council Procedures
APPENDIX 9
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 candidates will be notified by the City Clerk.
Interview appointments will be scheduled and held in person unless there is a declared emergency or circumstance. All councilmembers should attend this special meeting.
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.
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.
Reappointment
Process
The City Clerk’s office will notify all members at least 30 days prior to their term expiration and those members eligible to continue serving shall express their interest to continue serving to the City Clerk. The City Clerk will share the results with the Council and the Mayor will provide direction on the reappointment process. The default is that currently serving advisory body members will be interviewed for reappointment. However, if it is determined that an advisory body member’s performance is outstanding, or that other factors necessitate keeping them in their role, then an automatic reappointment can occur with a majority vote or majority consensus of the City Council agendized item (Consent Calendar) at a regularly scheduled City Council meeting. If an advisory body member is not reappointed without interview, then the potential appointment will be advertised and recruited for interviews.
Commission, Board, and Committee Application Process Page 3 City Council Procedures
APPENDIX 9
Reappointment
Procedures/Criteria
Advisory body members may be removed by a majority vote of the City Council following three excused or two unexcused absences during a twelve-month period. An absence is considered excused when an advisory body 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 Appointments to a specific Commission, Board, or Committee are limited to a maximum of three consecutive terms, expect for members of the Housing Authority, Library Board, Parking Place Commission, Traffic Safety Commission, and Youth Commission (age limit specified). 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 before attending the first meeting, and orientation by the Department liaison for which the Commission, Board, or Committee has responsibility, by the City Attorney to review legal issues, and by the Mayor or designee to communicate council philosophy.