Revisions Commission Appointmentstaw x of
VII
X08 CAt S
COUNCIL AGENDA REPORT
DATE: JUNE 9, 2014
TO:
FROM:
MEETING DATE: 06/16/14
ITEM NO: 9
MAYOR AND TOWN COUNCIL
GREG LARSON, TOWN MANAGER
SUBJECT: ADOPT REVISIONS TO TOWN COUNCIL POLICY REGARDING COMMISSION
APPOINTMENTS
RECOMMENDATION:
Adopt revisions to the Town Council Policy regarding Commission Appointments as recommended by
the Council Policy Committee
BACKGROUND:
The Town Council adopted a policy regarding Commission Appointments in 1994 (Attachment 1). This
policy has not been updated since then, although Town Council practices regarding the recruitment and
appointment process have changed over the years. In addition, questions have been raised by Council
periodically regarding issues that are not addressed sufficiently in the policy. For these reasons, the
Council Policy Committee requested that staff to agendize this matter for its consideration.
DISCUSSION:
The Council Policy Committee (Committee) discussed the policy at a meeting on April 8 and gave
direction to staff to make the following revisions to the policy:
Clarify that applicants can only be appointed to one board, commission and
committee, except as allowed in the policy.
Add language to clarify that applicants may apply to multiple commissions, and will
only be considered for those commissions to which they applied. Applicants
applying for more than one commission will only be interviewed once.
Add language to clarify that submission deadlines are mandatory, and no exceptions
are allowed.
PREPARED BY: PAMELA JACOBS 0�
ASSISTANT TOWN MANAGER
Reviewed by: Assistant Town Manager ftlp Town Attorney Finance
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: ADOPT REVISIONS TO TOWN COUNCIL POLICY REGARDING COMMISSION
APPOINTMENTS
JUNE 10, 2014
• Add language to clarify that non - incumbent candidates must be present for interviews
and that applications of those not appearing will be held for the next recruitment.
• Add language to clarify that incumbents who are not available for interviews should
submit a letter stating why they are not available and why they should be reappointed.
The Council as a whole will determine if the incumbent should be considered for
reappointment. Incumbent interviews by telephone may be considered under
extraordinary circumstances.
• Add language regarding the process for appointment of student commissioners.
• Clarify the procedures regarding the notification and advertising of vacancies to be
consistent with current practice.
Staff made the requested changes, as well as several others to align the policy with current practice. One
additional change clarifies that it is Council policy to conduct an annual recruitment, and to only
conduct mid -term recruitments under certain circumstances as defined in the revised policy. Attachment
2 is a version of the revised policy incorporating all the changes. Attachment 3 is a red -lined version of
the current policy.
CONCLUSION:
The Council Policy Committee recommends that the Town Council adopt the proposed revisions to the
Council Policy on Commission Appointments (Attachment 2) to provide consistency with current
practice and to clarify steps in the process.
ENVIRONMENTAL ASSESSMENT:
Is not a project defined under CEQA, and no further action is required.
FISCAL IMPACT:
There is no fiscal impact associated with revisions to the policy regarding Commission Appointments.
Attachments:
1. Current Council Policy on Commission Appointments
2. Draft Revised Council Policy'on Commission Appointments
3. Red -lined Draft of Revised Council Policy on Commission Appointments
TOWN COUNCIL POLICY
TOWN OF LOS GATOS
Subject: Page:
Commission Appointments 1 of 3
Approved: Effective Date:
2/28/90
Section Number:
Revised Date:
6/13/94
To establish a policy to encourage participation by the Town's residents on
Town Boards, Commissions and Committees. Residents will be encouraged
to participate on Town Boards, Commissions and Committees by advertising
vacancies to Boards , Commissions and Committees for at least 30 days,
preparing attractive, easily understood applications, maintaining clear
descriptions of the role of each Commission /Board and Committee and
Commissioners /Committee and Board Members, and conducting public
interviews of all Commission /Board and Committee applicants.
OPE
This policy applies to all applicants
Committee.
P LIC
to a Town Board, Commission and
The Town Council encourages public participation in all decision making. To
be successful in achieving public participation, residents must be assured that
the participation is meaningful and that their input will be valued. The widest
representation from the community can only be achieved if vacancies are well
advertised so that anyone interested will have the opportunity to apply. Public
interviewing of the applicants by the Town Council demonstrates that the
Council values these appointments and that everyone has an equal
opportunity to be appointed.
To ensure the greatest possible participation by the public, it is the Town's
Policy that no person be appointed to two or more Town Boards, Commission
or Committees except in those cases where they are ex- officio members of
other Boards, Commissions and Committees. This policy does not apply to
Boards, Commission and Committee members serving as representatives of
their Boards, Commissions and Committees on joint committees such as the
Conceptual Review Committee and the General Plan Committee.
ATTACHMENTI
PROCEDURES
The following procedures will be followed by the applicant, the Town Clerk
and the Town Council for the appointment of applicants to Town
Commissions, Boards and Committees:
ReWnsi Action
1. Town Clerk a. Notify Town Council of vacancy on Town
Commission , Board or Committee by
submitting an agenda report indicating name
of individual(s), the dates of the term
expiring or being vacated, and the name of
the Commission , Board or Committee.
Include the advertising period (at least 30
days) and indicate the recommended date of
interview.
(1) If the pending vacancy is to fill an
expiring term, the Council report is to
be agendized four regular Council
meetings prior to the vacancy.
(2) if the vacancy is to fill an unexpired
term, the Council report is to be
agendized at the next regular Council
meeting, after the Clerk is notified of
the upcoming vacancy.
b. Advertise the vacancy as approved by the
Town Council.
c. Prepare and maintain attractive, easily
understood application for appointment to
Commissions, Boards and Committees.
Application is to include a statement that:
(1) Prior to initial appointment to any
Commission, Board or Committee the
applicant must be interviewed by the
Town Council.
A.DMndMAN01 A: \COUKCll, \COMMAPPT Rev 6/]3/41)
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2.
(2) If an applicant is requesting
reappointment to a Town Board,
Commission or
will be reintervie
for distribution
the interviews,
why applicant ca
interview.
d. Accept applications
the applications to
the Council packet
for appointment.
Committee, applicant
wed, or submit a letter
to the Council prior to
describing the reason
nnot be present for an
and distribute copies of
the Town Council with
prior to the interviews
e. Notify the applicant by letter as to the date
and time of the interview.
f. After the interviews are completed, notify all
applicants of the Council's action, and
explain Town policy of keeping application
active for two years with notificatio f
subsequent openings
n o
on that commission to
the Interested applicants.
APPLICANT a. Complete and submit to the Town Clerk the
application for appointment to a Town
Commission, Board or Committee.
ADMINMANDI A: \COUNCIL \COMMAPPT Rev 6/13/94)
b. Attend Council meeting to be interviewed
for appointment to the Commission, Board
or Committee.
c. If a Commission, Board or Committee
member is requesting reappointment to a
Town Commission, Board or Committee and
cannot be present for the interview, submit
a letter to the Town Clerk by Friday prior to
the interview, describing why applicant
cannot be present for the interview.
d. If appointed, prior to attending next
Commission, Board or Committee meeting,
see Town Clerk to take "Oath of Office" and
file any documents required by the Fair
Political Practices Commission,
-3-
3. TOWN. COUNCIL
APPROVED AS TO
DWK:pm
ADMINMAN07 A: \COUNCIL \COMMAPPT Rev 6/]3/97)
e. Attend next and subsequent Commission,
Board or Committee meetings.
a. Review applications.
b. interview applicants at a public meeting.
c. If there are. limited applications for any
vacancy to a Town Board, Commission or
Committee, the Mayor, on behalf of the
Council, may request that the Town Clerk
re- advertise the vacancy, reschedule the
interviews, and notify all applicants of the
new inter4ew date.
13
DRAFT
COUNCIL POLICY
TOWN OF LOS GATOS
Subject: Page
Commission Appointments 1 of 3
Approvea: Effective Revised Date:
2/28/90 6/13/94
-- / - -/14
PURPOSE
To establish a policy to encourage participation by the Town's residents on Town Boards,
Commissions and Committees (hereinafter referred to as "Commissions "). The Town will
encourage residents to participate on Commissions by advertising vacancies on Commissions for
at least 30 days, preparing easily understood applications, maintaining clear descriptions of the
role of each Commission and Commissioners /Committee and Board Members (Commission
members), and conducting public interviews of all Commission applicants, except as provided
for in this policy.
SCOPE
This policy applies to all applicants to a Town Boards, Commissions and Committees.
POLICY
The Town Council encourages public participation in all decision making. To be successful in
achieving public participation, residents must be assured that the participation is meaningful and
that their input will be valued. The widest representation from the community can only be
achieved if vacancies are well advertised so that anyone interested will have the opportunity to
apply. Public interviewing of the applicants by the Town Council demonstrates that the Council
values these appointments and that everyone has an equal opportunity to be appointed.
To ensure the greatest possible participation by the public, it is the Town's policy that no person
shall be appointed to more than one Commission except in those cases where they are ex- officio
members of other Boards, Commissions and Committees. This policy does not apply to
Commission members serving as representatives of their Commission on joint committees such
as the Conceptual Development Advisory Committee and the General Plan Committee.
PROCEDURES
The following procedures will be followed by the applicant, the Clerk Administrator and the
Town Council for the appointment of applicants to Town Commissions:
-I-
ATTACHMENT 2
DRAFT
Responsibility and Action: Clerk Administrator
A. Annual Recruitments
Commission members' terms begin on January 1, with the exception of the Student
Commissioners, whose terms begin on September 1. The Clerk Administrator shall perform the
following duties in conducting an annual recruitment for Commission members:
Notify Town Council of vacancies on Commissions indicating the names of the
Commissions, the number of terms expiring or being vacated, names of individual(s) with
expiring terms or vacating seats, advertising period (at least 30 days) and the
recommended date of interview.
2. Advertise the vacancies, including the application deadline and the interview date, which
shall be set for the second Town Council meeting in December.
3. Prepare and maintain easily understood applications for appointment to
Commissions. Applications shall include the following policy information:
a) Prior to initial appointment to any Commission, non- incumbent applicants must
be interviewed by the Town Council. The applications of those not appearing will
be held for the next recruitment.
b) If an incumbent is requesting reappointment to a Town Commission, the
incumbent will be re- interviewed, or must submit a letter for distribution to the
Council prior to the interviews, describing the reason why applicant cannot be
present for an interview and why the applicant should be reappointed to the
Commission. Incumbent interviews by telephone may be considered under
extraordinary circumstances.
c) Submission'deadlines are mandatory; no exceptions are permitted.
d) Applicants may apply to multiple Commissions, and will only be considered for
those Commissions to which they apply. Applicants applying for more than one
Commission will only be interviewed once.
a) For adult applicants — Accept applications, verify eligibility, and distribute copies of
the applications of eligible applicants to the Town Council prior to the interviews for
appointment.
b) For student applicants — Accept applications, verify eligibility, and distribute copies of
the applications of eligible applicants to the Town Council Selection Committee prior
to the interviews for appointment.
5. Notify the applicant by letter or email as to the date and time of the interview.
6. Facilitate the Council voting process by informing Council as to how many votes are
possible on each Commission, calling out applicants' names, and identifying the
applicants receiving sufficient votes for appointment. This process does not apply to
student applicants.
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DRAFT
a) For adult applicants — After the interviews and Council vote are completed, notify all
applicants of the Council's action, and explain Town policy of keeping application
active for one year with notification of subsequent openings on that commission to the
interested applicants.
b) For student applicants — After the interviews are completed, notify all applicants of the
Council Committee's action, and prepare staff report for the Town Council to ratify the
Committee's appointment at an official Town Council meeting.
B. Mid -Term Recruitments
During the year, Commissions may experience vacancies that drop the number of filled seats to a
number of members that is not sufficient to conduct Commission business. The Commission
may request the Town to conduct a mid -term recruitment to fill seats. To the extent possible, the
Clerk Administrator will consolidate mid -term recruitments to minimize the number of
recruitments occurring though the year. In the event of a vacancy on the Planning Commission,
the Town will automatically conduct a mid -term recruitment. Mid -tern recruitments will not be
conducted for student commissioners: The Clerk Administrator shall advertise mid -term
vacancies on Commissions for at least 15 days.
Responsibility and Action: Applicant
1. Complete and submit to the Clerk Administrator the application for appointment to a
Town Commission.
2. Adult applicants attend Council meeting to be interviewed for appointment to the
Commission. Student applicants attend Council Selection Committee interview
session.
3. If a Commission member js requesting reappointment to a Town Commission and
cannot be present for the interview, submit a letter to the Clerk Administrator by
Friday prior to the interview, describing why applicant cannot be present for the
interview and why the applicant should be reappointed to the Commission.
4. If appointed, prior to starting the Commission term, see Clerk Administrator to take
"Oath of Office" and file any documents required by the Fair Political Practices
Commission.
5. Attend Commission meetings once term begins.
6. Read Commissioner Handbook
Responsibility and Action: Town Council
1. Review applications.
2. a) For adult applicants — Interview applicants at a public meeting.
b) For student applicants — Town Council Selection Committee interviews applicants
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DRAFT
Determine if incumbents not in attendance and having submitted a letter pursuant to
this policy should be considered for reappointment.
4. If there are limited applications for any vacancy to a Town Commission, the Mayor,
on behalf of the Council, may request that the Town Clerk re- advertise the vacancy,
reschedule the interviews, and notify all applicants of the new interview date.
APPROVED AS TO FORM:
Robert Schultz, Town Attorney
M1
COUNCIL POLICY
TOWN OF LOS GATOS
Subject: Page
Commission Appointments 1 of 3
Approved: Effective Revised Date:
2/28/90 6/13/94
--/--/14
PURPOSE
To establish a policy to encourage participation by the Town's residents on Town Boards,
Commissions and Committees (hereinafter referred to as Commissions). The Town will
encourage presidents will be eneouraged -to participate on Town Beards, Commissions an
Cawanittees Commissions by advertising vacancies on Commissions W Boards, Coffnnissian
and C-er»mittees for at least 30 days, preparing attraetive, easily understood applications,
maintaining clear descriptions of the role of each Commissio and
Commissioners /Committee and Board Members (Commission members), and conducting public
interviews of all Commission applicants, except as provided
for in this policy.
SCOPE
This policy applies to all applicants to a Town Board, Commission and Committee.
POLICY
The Town Council encourages public participation in all decision making. To be successful in
achieving public participation, residents must be assured that the participation is meaningful and
that their input will be valued. The widest representation from the community can only be
achieved if vacancies are well advertised so that anyone interested will have the opportunity to
apply. Public interviewing of the applicants by the Town Council demonstrates that the Council
values these appointments and that everyone has an equal opportunity to be appointed.
To ensure the greatest possible participation by the public, it is the Town's policy that no person
shall be appointed to more than one 0.ve or- morn T&AM Boards, Commission e
Psmmi#tmkommission except in those cases where they are ex- officio members of other
Boards, Commissions and Committees. This policy does not apply to Beards Commission and
Cornrni#ee members serving as representatives of their Boards, Commissions all
PammitteesCommission on joint committees such as the Conceptual Review- peyelopment
Advisory Committee and the General Plan Committee.
PROCEDURES
The following procedures will be followed by the applicant, the Town Clerk Administrator and
the Town Council for the appointment of applicants to Town Commissions, ae���
Co m3itteesCommissions:
-I-
ATTACHMENT 3
Responsibility and Action: Toms Clerk Administrator
A. a.-Annual Recruitments
Commission members' terms begin on January 1, with the exception of the Student
Commissioners, whose terms begin on September 1. The Clerk Administrator shall perform the
following duties in conducting an annual recruitment for Commission members:
1_Notify Town Council of vacancies on T-o-Am Commission, Board of
ConmWeeCommissions indicating the names of the
Commissions, the number of terms expiring or being vacated, names of individual(s) with
expiring terms or vacating seats, the dates of the term expiring or being vaeated, and the
name of the C..,.,.,.issi,,. Board or Committee. ,..hide h advertising period (at least 30
days) and indieate -the recommended date of interview.
2_b-Advertise the vacancies V m Anduding the application
deadline and the interview date which shall be set for the second Town Council meeting
in December.
3 o.-Prepare and maintain attmetive, easily understood applications for appointment to
— Commissions, Board. and Committee-s. Applications shall is to include the following
policy - astateatentinfbrmation4hat:
a) Prior to initial appointment to any Commission, Board OF Committee non-
incumbent
applicants must be interviewed by the Town Council. The
annlications of those not annearine will be held for the next recruitment.
b) If an incumbent applieant-is requesting reappointment to a Town Beard,
Commission ar Cenm}ittee, the incumbent appliearit -will be re- interviewed, or
must submit a letter for distribution to the Council prior to the interviews,
describing the reason why applicant cannot be present for an interview and why
the applicant should be reappointed to the Commission. Incumbent interviews by
telephone may be considered under extraordinary circumstances.
c) Submission deadlines are mandatory; no exceptions are permitted.
d) Applicants may apply to multiple Commissions, and will only be considered for
those Commissions to which they apply. Applicants applying for more than one
Commission will only be interviewed once.
-2-
4_d: a) For adult applicants -- Accept applications, verify eligibility, and distribute copies of
the applications of eligible applicants to the Town Council with the Council
pack-et-prior to the interviews for appointment.
b) For student applicants -- Accept applications, verify eligibility, and distribute
copies of the applications of eligible applicants to the Town Council Selection
Committee prior to the interviews for appointment.
e5.: Notify the applicant by letter or email as to the date and time of the interview.
6. Facilitate the Council voting process by informing Council as to how many votes are
possible on each Commission, calling out applicants' names, and identifying the
applicants receiving sufficient votes for appointment This process does not apply to
student applicants.
7. a) For adult applicants -- #: After the interviews and Council vote are completed, notify
all applicants of the Council's action, and - explain Town policy of keeping application
active for two -one years with notification of subsequent openings on that commission
to the interested applicants.
b) For student applicants -- After the interviews are completed notify all applicants of
the Council Committee's action, and prepare staff report for the Town Council to ratify
the Committee's appointment at an official Town Council meeting,
B. Mid -Term Recruitments
During the year, Commissions may experience vacancies that drop the number of filled seats to a
number of members that is not sufficient to conduct Commission business. The Commission
may request the Town to conduct a mid -term recruitment to fill seats To the extent possible the
Clerk Administrator will consolidate mid -term recruitments to minimize the number of
recruitments occurring though the year. In the event of a vacancy on the Planning Commission
the Town will automatically conduct a mid -term recruitment. Mid -term recruitments will not be
conducted for student commissioners. The Clerk Administrator shall advertises mid -term
vacancies on Commissions for at least 15 days.
Responsibility and Action: Applicant
1_a: Complete and submit to the Tow Clerk Administrator the application for
appointment to a Town Commission, .
—Adult applicants "attend Council meeting to be interviewed for appointment to the
Commission,- lgeard
2_ or Goniinittee.. Student applicants attend Council Selection Committee interview
session.
3_o.If a Commission, Board or Commi member is requesting reappointment to a
Town ECommission, B8ard OF C^.....,f.. °° and cannot be present for the interview,
submit a letter to the Town -Clerk Administrator by Friday prior to the interview,
describing why applicant - cannot be present for the interview and why the applicant
should be reappointed to the Commission.
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