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HomeMy WebLinkAboutCC Boards, Commissions & Committees Rules and Procedures Update PPTCity Clerk Boards and Commissions Update February 21, 2023 Slide 1 Boards, Commissions and Committees Rules and Procedures & the Appointment Process February 21, 2023 City Clerk Boards and Commissions Update February 21, 2023 Slide 2 Background City Clerk Boards and Commissions Update February 21, 2023 Slide 3 Boards, Commissions and Committees (BCC’s) •2022 changes to BCCs bylaws, membership composition and consolidation •10 Boards and Commissions •10 Staff liaisons •56 Volunteer BCC members •Staff announced an upcoming Rules & Procedures document City Clerk Boards and Commissions Update February 21, 2023 Slide 4 Boards, Commissions, Committees Rules and Procedures City Clerk Boards and Commissions Update February 21, 2023 Slide 5 Boards, Commissions and Committees (BCC’s) Rules & Procedures Section Purpose Chapter 1:Purpose and Overview Chapter 1 defines the purpose of the Rules and Procedures document and determines its applicability to all BCC’s . Chapter 2:Duties Chapter 2 clearly outlines the duties of the chair,Vice Chair,Commissioners and Staff Liaison.It sets forth how Chairs and Vice-Chairs are appointed,as well as defines the terms,removal,and resignation process for Commissioners. Chapter 3:Rules and Decorum Chapter 3 introduces the Rules of decorum and best practices for Commissioners engaging with each other and the public to enhance and enlighten debate courteously. Chapter 4:Meetings Chapter 4 breaks down the different types of meetings and what constitutes a quorum,voting, how the public can participate,the Ralph M.Brown Act,Rosenberg’s Rules of Order,minute- taking practices for the Staff Liaison,how items are added to meeting agendas,and Conflict of Interest Rules. Chapter 5:Communication Chapter 5 provides an overview of communications with the public and among the BCC’s as they relate to public records . Chapter 6:Selection Process Chapter 6 clarifies the appointment process for Commissioners,the management of vacancies, and the interview process. City Clerk Boards and Commissions Update February 21, 2023 Slide 6 Why is this important? •Provides guidance to volunteers and staff liaisons, and makes it easier for our newly appointed volunteers to serve, and easier for new staff liaisons to manage the BCC •Outlines the steps for holding public meetings and the importance of community input •BCCs are moving back in-person in March, and this will assist with that transition City Clerk Boards and Commissions Update February 21, 2023 Slide 7 Appointment Process City Clerk Boards and Commissions Update February 21, 2023 Slide 8 Current Process •Inconsistent term expiration dates –2023 has vacancies in in March, April, June, October, November, and December; not including unscheduled vacancies •Constant flow of recruitment & scheduling –City Clerk’s office is constantly recruiting for seats on different BCCs –Social media fatigue, email fatigue, lack of visibility for our community –Three-week application period –Scheduling 6+ special City Council meetings to hold interviews City Clerk Boards and Commissions Update February 21, 2023 Slide 9 Semi-Annual Appointment Model •Leave application submission open throughout the year –Creates a pool of candidates throughout the year •Recruitment & Social Media push quarterly –Creates more visibility from our community •Hold groups of interviews twice per year –This would replace our 6+ special City Council meetings to hold interviews –Potentially two special meetings to be scheduled per appointment cycle. City Clerk Boards and Commissions Update February 21, 2023 Slide 10 Annual Appointment Model •Leave application submission open throughout the year –Creates a pool of candidates •Recruitment & Social Media push quarterly –Creates more visibility from our community •Hold groups of interviews once per year –This would replace our 6+ special City Council meetings to hold interviews –The volume of applicants needed to be interviewed would be higher, calling for more special meetings to hold interviews. City Clerk Boards and Commissions Update February 21, 2023 Slide 11 Semi-Annual vs. Appointment Model Semi-Annual Annual -Lower volume of applicants to be interviewed each cycle -Unscheduled vacancies could be captured within 6 months of resignation -Higher volume of applicants to be interviewed each cycle -Additional meetings may need to be held to capture unscheduled vacancies City Clerk Boards and Commissions Update February 21, 2023 Slide 12 Current terms •All terms would be extended to accommodate the new appointment model •An effort would be made to have a consistent number of vacancies per cycle for appointments City Clerk Boards and Commissions Update February 21, 2023 Slide 13 Next Steps •Staff to return with BCC Rules & Procedures document for approval, with modifications (if any) •Staff to return with resolution changing the appointment process, and extending terms of BCC members •Staff to return to provide an update on progress after 3 to 4 appointment cycles City Clerk Boards and Commissions Update February 21, 2023 Slide 14 Recommended Action City Clerk Boards and Commissions Update February 21, 2023 Slide 15 Recommended Action •Accept the report and provide feedback on both the Rules and Procedures and the appointment process City Clerk Boards and Commissions Update February 21, 2023 Slide 16 Interested in Serving? Subscribe to be notified of vacancies online! www.cityofsanrafael.org/boards-commissions/ City Clerk Boards and Commissions Update February 21, 2023 Slide 17 Questions? City Clerk Boards and Commissions Update February 21, 2023 Slide 18 Correspondence •Alternate Members –May appointment additional alternates at any time. (Preference to 1 Alternate Member) •Staff appointments –Would never happen. Only the City Council has the authority to make appointments. Reference to staff filling unexpired terms only with regard to recruitment. •Council Liaison –Recommendation remains. The Mayor may act as the Council Liaison for each BCC in the absence of a Councilmember. City Clerk Boards and Commissions Update February 21, 2023 Slide 19 Correspondence •Chair and Vice Chair Selection –Recommendation remains to have this role rotate; however, there may be instances where a member is unavailable that year (due to personal matters) and may reject the nomination. City Clerk Boards and Commissions Update February 21, 2023 Slide 20 Selection Process 6.C.The City Clerk receives the applications for BCC’s (preference is a minimum of three applications sought for each seat) and agendizes a public meeting of the City Council to interview applicants. 6.C.i. If the City Clerk receives a high volume of applications, the City Clerk will provide the Mayor or their designee, and/or the Council Liaison with the applications, and they will select the applicants to be interviewed by the City Council, in collaboration with the Staff Liaison. 6.D.In some circumstances, applicants may be interviewed by the Council Liaison and the Staff Liaison. In this instance, the Liaisons would recommend appointment of an applicant or applicants, and it would be returned to the full body of the City Council for approval. Applicants are appointed by a majority vote of the City Council at a public meeting.