SR-11-E (15)
...
, CleL:'k:AMS:dms
City Council Meetin~ 2/28/84
3/13/84
to(P-OOO-O!
Santa ~cal Californla
Z /1 .-,
- -<-1 '"---'
,/
.' Tl c>-11 - b.
J1-B
TO:
Mayor and councilmember~L-
FEB 2 8 1984
MAR 1 3 1984
FROM:
Ci ty Staff
SUBJECT:
Revised Board/Comm1ssion Appllcation
Resolution Amending Procedures
Form
and
In troduc tion
This
report
presents
for
Council
review
a
revised
BoardjCommisslon application form and a resolution amending
Resolution No. 4883 (CCS)
(which sets forth procedures) to
provide for public review of applications as well as providing
for establishment of quarterly appointments.
Backc;rround
The City Council, at its meeting of August 23, 1983, directed the
City Attorney to draft for Council consideration an amendment to
Resolution No. 4883 (CCS) which would make Board/Commission
applications (or a portion of the applicatlon) open to public
review, provided that advert1sing and the application itself so
indicates.
Council directed the City Clerk to redesign the
application form to permit pUblic review of the applicant's
expertise
and
statement
of
purpose
while
retaining
confidentiality of address, telephone number and other personal
informatlon.
Since that time, Council has reviewed several
sample application forms. Revisions were requested at meetings
of November 22, 1983, January 10, 1984, and February 14, 1984.
11-8
At the latter meetlng, Council tabled the matter to February 28,
1984, at which time staff was requested to return with a revised
MAR 1 3 1984
1
1\ - E
fER 2 0 \~$4
.......
, Clerk:AMS:dms
City touncll Meetin~ 2/28/84
3/13/84
Santa ~ca, California
application form and a resolution for consideration, amended to
include
making appointments on a quarterly bas1s to fill
unscheduled vacancies. Attached for your convenience is a copy
of an information report sent previously in regard to quarterly
appointments to fill vacancies.
Budgetary/Financial Impact
There is no budget or financ1al impact related to the revised
application form.
It is estlmated that there would be an annual
savings of $360 if vacancies are filled on a quarterly bas1s.
Recornmendat1on
It is recommended that City Council approve the attached Board/
Cornmiss1on applicat~on form and adopt a resolution permitting
public
review
of the appropriate portion of applications
submitted
in
the
future
and/or providlng for quarterly
appointments to fill unscheduled vacancies.
.,
'1)-; ~"CJJ~
Prepared by: Ann M. Shore
Ci ty Clerk
./
(- ~'---> '-
Attachments: Staff report regarding quarterly appointments
Revised Board/Cornmiss1on application form
Resolution
2
~
.
.
INFORMATION
DATE: December 2, 1983
TO: Mayor and Councilmembers
FROM: Clty Clerk
SUBJECT: QUARTERLY APPOINTMENT DEADLINES TO FILL CITY BOARD AND
COMMISSION VACANCIES
At the City Councll meetlng of September 20th, City Councll revlewed
a staff report prepared by Deputy City Manager Barrette and
Comrnunlty Llaison Rothsteln regarding coordlnatlon of board ane
comrnlSSlon procedures. The Council moved to conUnue portlons of
the staff recommendatlon In order to refer those matters to com-
mlSSlons for their 1nput. One of the contlnued matters In that
report was the suggestlon that investlgatlon be made of establlsh-
ment of quarterly appolntment deadllnes to reduce the work related
to filling commission vacanCles. The following 1nformation is
presented In thlS regard.
In 1983, twenty notices were publlshed to fill twenty lndividual
vacanCles. In addltion to these lndlvldual vacanCles, other speclal
notlces were publlshed for newly-formed commlssions and the annual
June 30th vacanCles caused by explred terms. The twenty indlvldual
notlces cost $660 and the annual notice to flll June 30th vacancies
cost $100, for a total annual expense of $760. If resignations
were held for publlcatlon of a quarterly notlce, the cost of four
large ads during the year would be approximately $400. The annual
savlngs therefore would be $360.
The current workload In the Clty Clerk's offlce related to board and
commlSSlon vacanCles involves the following tasks In connection wlth
each vacancy.
1. prepare vacancy notlce for publlcatlon
2. Dellver notlce to newspaper and dlstrlbute to staff,
Ilbrarles, etc.
3. Collect appllcations recelved and enter lnto log
4. Copy applications for Council reVlew
5. Prepare memorandum to Council requestlng nomlnatlons,
includlng names of last two years of applicants and current
board make-up
6. Collect nominations from Councilmembers
7. Prepare report for Councll agenda regarding nomlnations
8. Recelve appolntments at Council meetings
9. Send approprlate letters to notlfy new members of appoint-
ment, Mayor's Office, staff lialson, etc.
- 1 -
.
.
10. Provide oath of offlce and ldentlflcatlon card for new
member
11. Provide new members w~th Form 730 or 721 (Statement of
EconomlC Interest) and follow-up regardlng flllng of same
12. Prepare revislon to enter new member in Board/Commlsslon
dlrectory
13. Notify Mayor's Offlce of resignatlon, order plaque for
outgo~ng member and arrange for presentatlon at Counc~l
meetlng
In either mode of f~lling vacanc1es--continuous or quarterly--the
City Clerk's off1ce would handle the same number of applicat10n
forms and wrlte the same number of letters to new members. Other
of the above Jobs would be performed four t1mes a year rather
than twenty times as occurred In 1983. Staff tlme would be saved
1n perform1ng the work functions four times a year. There would
also be the small cost sav~ngs of $360 a year 1n publishing fewer
notlces. A board or cornrn~SSlon could, however, be lacklng a member
for three months lf resignations are fllled quarterly. Thls offlce
has not heard from Council members in regard to preference for con-
tlnuous or quarterly processing of appl1cations.
The above inforrnat1on 1S sent for your review prlor to the December
6th J01nt Counc~l/Commlssion/Board meetlng in the event tDe subJect
lS mentloned.
AMS/GP
/-. \/J . A;;
L L..--,-'---v1 1}1 N1l cL 0~
CC: Lynne Barrette, Deputy Clty Manager
Vlvlan Rothstein, Communlty Lialson
- 2 -
. CClerk:AMS:JJ .
City Councll Meeting: 12/13/83
.
Santa Monica, California
RESOLUTION NO. 6842(CC5)
(City Council Series)
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF SANTA MONICA SETTING
FORTH PROCEDURES FOR MAKING APPOINT-
MENTS TO PUBLIC BOARDS AND CO}WISSIONS
THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES
RESOLVE AS FOLLOWS'
SECTION 1. The procedure for making appointments to
City Boards and Commissions shall henceforth be as follows,
except as otherwise provlded by motion of the City Council:
(a). When a vacancy appears on any board or
commisslon, the City Clerk shall publish at least once in the
Santa Monlca Evening Outlook,a newspaper of general circulatlon,
a public notice of such vacancy. Publication shall be made not
less than thlrty (30) days prior to the date a vacancy is to
occur in those cases where the vacancy occurs as a result of
the expiratlon of the term of appointment, and where practical,
llke notice shall be published where a vacancy otherwise occurs.
The notice shall request any interested party to submit his or
her name and quallfications to the City Clerk and shall also
specify the positlon for which a vacancy has occurred, the term
of offlce for which the position will be filled and a reasonable
date by which lnterested parties must submit applicatlons for the
Fosltion. The date for submisslon shall not be less than fifteen
(15) days prlor to the vacancy unless the appolntment lS to
fl11 an unexpired term. Where the appointment is to fl11 an
unexpired term, the notice shall be fifteen (15) days prlor
to the contemplated date of appointment where practical.
(b). Appllcations for the posltlon shall be
made ln writlng to the City Clerk on forms supplied by the City
Clerk. Appllcatlons shall be public records except for such
-1-
.
.
port~on of the application which is specifically described as
confidential.
(c). The City Clerk shall compile such written
applications as are received by the deadline date and shall
thereafter cause the matter of filling the vacancy to be placed
upon the City Councll agenda and, in connection therewith, shall
transmit to the City Council copies of all written applications
which have been received.
(d). All nominations shall be submitted to the
City Clerk no later than twelve o'clock noon the Wednesday
preceding the City Council meeting when the appointment is
to be made and shall be listed on the agenda. No Councilmember
shall submit the name of more than one applicant to fill each
vacancy. Prior to submitting the name of his or her nominee
to flll such vacancy, each Councllmember shall determine that
the person nominated will serve if appolnted. Thereafter,
the City Council shall conslder the applicants for each
respective vacancy at a public hearing.
(e). Following consideration of the various
applicants for each vacancy, the City Council shall take a
vote in an open meeting to determine who shall be appointed
to the respective Boards and Commissions.
SECTION 2. Resolution Number 4883(CC5) is repealed.
SECTIO~ 3. The City Clerk shall certlfy to the
adoptlon of this Resolution, and thenceforth and thereafter
the same shall be in full force and effect.
APPROVED AS TO FORM:
rw-1>---J't "-. \
ROBERT ~1. MYERS
C~ty Attorney
o
- 2-
'"
.
-
ADOPTED AND APPROVED THIS
13th
DAY
o ,t"
J'.larch
1984.
c;:J c;;PJ
MAYOR
I HEREBY CERTIFY THAT THE FOREGOING RESOLUTION
NO. b842(CCS).WAS DULY ADOPTED BY THE CITY COUNCIL OF THE
C:TY OF SANTA MONICA ftT A MEETING THEREOF HELD ON
\larcl, 13
, 1984 BY THE FOLLOWING COUNCIL VOTE:
AYES:
COUNCILMEMBERS: Conn, Jenn~ngs, Press and :ane
NOES:
COUNCILMEMBERS: Epstein and Mavor Idwards
ABSENT:
COUNCILMEMBERS: Reed
ABSTAIN:
COUNCILMEMBERS: ~one
ATTEST:
~ ti- -,' ./ -; 7,i~::(:i { "-
CITY CLERK