TO: HONORABLE MAYOR & CITY COUNCILMEMBERS

FROM: ADMIN. SERVICES DIRECTOR/CITY CLERK

DATE: JANUARY 20, 2004

SUBJECT: APPOINTMENT OF PLANNING COMMISSION, FINANCE ADVISORY COMMITTEE & TRAFFIC COMMITTEE MEMBERS

RECOMMENDATION

Make the following appointments:

Planning Commission: (1) Appoint five members: three for a term of four years; and two for a term of two years. (2) Appoint a chair.

Traffic Committee: Appoint three members for a term of four year.

Finance Advisory Committee: Appoint three members for a term of four years and one member for a term of two years.

INTRODUCTION

Making these appointments will enable these boards to meet and confer as soon as necessary.

BACKGROUND

The recruitment process for advisory board applicants started in early December 2003. Since that time 29 applications have been received and the Council has held two meetings (January 6 and January 7) to interview applicants for the Planning Commission, Finance Advisory Committee and Traffic Committee. At the January 7^th meeting only one person interviewed for the Equestrian Committee and Council briefly discussed the need for continuing this committee: no consensus was arrived at and no decision was made. Subsequent to the January 7^th interviews, one other person submitted an application for appointment to the Equestrian Committee. Arrangements were made for that person to interview at the January 20^th Adjourned Meeting at 6:00 P.M.

Staff has prepared the attached ballots listing all of the applicants interviewed for the Planning Commission, Finance Advisory Committee and the Traffic Committee. Council will note that these ballots indicate if the applicant is an incumbent.

Appointment Process

At the January 31, 2002 meeting, the City Council adopted amended Policy No. 6 (Recruitment and Selection for City Boards), which, in part, governs the selection process for board members:

1. Terms of service on City Boards will be four years for each new appointee. Initially, half (plus one) of the terms will be four years and half (less one) of the terms will be two years. (This provision applied only to the appointments made in 2002 to enable the "staggering" of terms. All subsequent appointments would be made for a period of four years.)

2. Appointments will be made to Boards in even numbered years on a schedule to be established by the City Council and following as soon as possible the seating of a new Council.

3. Terms will be staggered to maintain continuity.

4. Following the appointment of Board members, those appointees indicating an interest in being considered for chair, will be interviewed separately by the City Council specifically for the purpose of selection of the chair.
5. Terms of service for the Chair will normally be one year. Appointments and reappointments will be made annually on a schedule to be established by the City Council.

6. In the event a board meets before a chair is appointed/reappointed,

the Mayor may appoint an interim chair. If the former chair is reappointed to the board, he/she may act as interim chair. If the chair is not reappointed to the board then the vice chair may act as interim chair.

7. The vice chair of each board will be elected by the board members.

Appointment of Chairs

Because several members have left the Planning Commission (Member Tomblin elected to the School Board, Member Long elected to the City Council and the resignation of Member Clara Duran-Reed, combined with the expiration of the terms of Members Frank Lyon and Jon Cartwright), Council may want to consider appointing a chair to the Commission at this meeting.

The appointment of chairs for the remainder of the advisory boards has been scheduled for February 17^th. Those candidates will be interviewed at a 6:00 P.M. adjourned meeting prior to the regular meeting.

CONCLUSION

The Council has completed the recruitment and interview process for applicants for the Planning Commission, Finance Advisory Committee and Traffic Committee and can now make appointments to these boards.

Respectfully submitted,

Jo Purcell

Reviewed:

Les Evans, City Manager

BALLOT TALLY SHEET

PLANNING COMMISSION

Vote for five members: three for four years: two for two years

.

BALLOT TALLY SHEET

FINANCE ADVISORY COMMITTEE

Vote for four members: three for four years: one for two years.

BALLOT TALLY SHEET

TRAFFIC COMMITTEE

Vote for three members for four years.