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HomeMy WebLinkAbout07 - NB-3 - Appointments to Various Council-Appointe - 4/6/2010CITY COUNCIL AGENDA REPORT MEETING DATE: APRIL 6, 2010 ITEM NUMBER: SUBJECT: APPOINTMENTS TO VARIOUS COUNCIL -APPOINTED COMMITTEES DATE: MARCH 22, 2010 FROM: CITY MANAGER'S OFFICE PRESENTATION BY: THOMAS R. HATCH, ASSISTANT CITY MANAGER FOR FURTHER INFORMATION CAROL C. PROCTOR AT (714) 754-5688 CONTACT: RECOMMENDATION: That the City Council make appointments and reappointments to fill vacancies on the following: • Child Care and Youth Services Committee; • Cultural Arts Committee; • Historical Preservation Committee; • Investment Oversight Committee; and • Redevelopment and Residential Rehabilitation (3R) Committee BACKGROUND: Council Policy 000-2 (attached) pertaining to Council appointed committees, notes that expiration of all committee terms shall be tied to one of two time periods annually: April or October. Currently, there are vacancies on the above committees, due to either term expirations or resignations. New members have been solicited for all committees having vacant positions through press releases and by word-of-mouth through Committee members and liaisons. City Council last made appointments and reappointments to various Committees at their October 6, 2009 meeting. For this period, there are a total of sixteen (16) vacancies, consisting of regular and alternate vacancy positions on five Committees. Those appointed and reappointed will serve until April 2012. As a side note, a press release was issued in March for vacancies on the Costa Mesa Senior Corporation Board. Recreation Division staff will be providing City Council with a separate report on the recruitment and appointments to the Board in the near future, pending City Council approval of a new Agreement between the City and the Board. ANALYSIS: Staff has received 13 applications for this recruitment for the five Committees having vacancies. This is a lower number of responses received as compared to the last 1 recruitment, in which 17 interest forms were submitted for four Committees. Six of the applications are requests for reappointments. Two applications are requests by Alternate Committee Members to be reappointed as a Regular Members. No applications were received for the Child Care & Youth Services Committee, and none were received for the Fall 2009 appointments. Currently this Ad Hoc Committee only has three members, and efforts have been made by staff to retain and recruit members. Two press releases were distributed: on February 24, and March 18, 2010, and information was posted on the City's website and CMTV. Attachment 1 provides a list of all committees and the applicants who have requested appointments or reappointment to each, as well as the number of vacancies (expired terms and resignations). Supporting documents (Attachment 2) include current rosters for each committee and Committee Interest Forms. As noted in the Background section, Council Policy 000-2 (Attachment 3), provides additional information on the recruitment and appointment process. ALTERNATIVES CONSIDERED: None. FISCAL REVIEW: No fiscal review is required for this item. LEGAL REVIEW: No legal review is required for this item. CONCLUSION: City Council needs to make appointment and reappointment selections to the respective Committees. All appointments and reappointments are to expire April of 2012, in accordance with Council Policy 000-2. CAROL C. PROCTOR Management Analyst DISTRIBUTION: ATTACHMENTS THOMAS R. HATCH Assistant City Manager Staff Liaisons to Applicable Council -Appointed Committees (email) 1 2 3 List of Committees and Applicants Committee Rosters and Interest Forms Council Policy 000-2 Spring 2010 Comm Vacancies Report 3-2010 10:10 AM ATTACHMENT 1 COMMITTEE AND APPLICANT INFORMATION as of March 24, 2010 Child Care & Youth Services Committee Membership: 7 Members & 2 Alternates (Ad Hoc Committee as of April 3, 2007) (4 regular & 1 alternate member vacancies) Council Liaison(s): Katrina Foley 1. None submitted Cultural Arts Committee Council Liaisons(s): Katrina Foley Membership: 11 Members & 3 Alternates (3 regular member vacancies) 1. Jessica Brunner (Current Alternate Member requesting appointment as Regular Member) 2. Irene Engard (Current Regular Member requesting reappointment as Regular Member) 3. Debora Wondercheck 4. Leonard Filmer (requested to serve on this Committee as third choice) 5. Scott Moore (requested to serve on this Committee as second choice) 6. Ryan Baron (Current Regular Member requesting reappointment as Regular Member)* Note: At their Oct 7, 2008 meeting, City Council appointed all applicants to the Cultural Arts Committee, including 3 additional Alternate Members. Three of the five Alternates are now Regular Members, due to resignations. There are currently two Alternate Members. Historical Preservation Committee Council Liaison(s): Wendy Leece Membership: 11 Members & 1 Alternate (5 regular member vacancies) 1. Mary Ellen Goddard (Current Regular Member requesting reappointment as Regular Member) 2. Margaret Johnston (Current Regular Member requesting reappointment as Regular Member) 3. Melinda Lowry 4. Leonard Filmer (requested to serve on this Committee as first choice) 5. Scott Moore (requested to serve on this Committee as first choice) 6. Garrett Peterson (Current Regular Member requesting reappointment as Regular Member)* Note: At their Oct 7, 2008 meeting, City Council appointed all applicants to the Historical Preservation Committee, including 1 additional Alternate Member. Investment Oversight Committee Membership: 3 Members & 1 Alternate Council Liaison(s): Allan Mansoor, Wendy Leece (Alt.) (2 regular member vacancies) 1. Thomas Lightvoet (Current Regular Member requesting reappointment as Regular Member) 2. Pete Peterson (Current Regular Member requesting reappointment as Regular Member) 3. Robert Juneman 3R Committee Membership: 11 Members & 5 Alternates Council Liaisons: Allan Mansoor, Gary Monahan (Alt.) (1 alternate member vacancy) 1. Leonard Filmer (request to serve on this Committee as second choice) Note: At their Oct 7, 2008 meeting, City Council appointed applicants to the 3R Committee, including 2 additional Alternate Members for a total of 7 Alternates. The Alternates may be considered for Regular Member status when vacancies occur, with the Alternate membership to revert to a total of 5. * Late application Attachment 3 CITY OF COSTA MESA, CALIFORNIA COUNCIL POLICY SUBJECT POLICY EFFECTIVE PAGE NUMBER DATE 000-2 2/1/99 COMMITTEES AND BOARDS 1 of 3 REV: 3/3/03 1:7eG3.(�3Zi11LI7 The last revision to this Policy occurred in December, 2002. Since that time, City Council opted to modify the recruitment and selection of Planning and Parks & Recreation Commissioners. Council Policy 000-2.5 was subsequently established to provide the specific procedures for recruitment and selection process for both Commissions. Council Policy 000-2 has been changed to cover only the City's appointed committees and boards. PURPOSE To provide clear and cohesive policies which assist appointed committee and board members in performing their duties, and procedures for new committee and board formation. POLICY 1. Bring community attitudes and needs into focus by providing valuable communication links between the community and the government of the City. 2. Facilitate recommendations from the community, which aid City Council in making sound decisions concerning policy formulation and resource allocation. 3. Establish and maintain a streamlined mechanism to facilitate committee and board formation; membership, interaction, work programs, and evaluations. PRACTICES AND PROCEDURES 1. Formation and Membership a. Based upon the need for citizen input on matters of importance to the community, requests to form a committee or board may be made by individual Council Members, local organizations, or residents. "Committee Formation Application Forms" and "Committee Interest Forms" shall be made available to all interested parties. b. Upon review of the Formation Request Form, City Council may constitute a new committee or board by formal action. Such action will establish the purpose of the committee or board and the number of members. c. Individuals may apply to serve concurrently on more than one committee or board assuming there is no conflict in regular meeting schedules. d. The City Council will appoint members to various committees and boards with staggered terms. A4a c� rr)4�) + 3 - Po v I. CITY OF COSTA MESA, CALIFORNIA COUNCIL POLICY SUBJECT POLICY EFFECTIVE PAGE NUMBER DATE 000-2 2/1/99 COMMITTEES AND BOARDS 2 of 3 REV: 3/3/03 9 3. e. The Mayor shall designate at least one member of City Council to serve as a non-voting liaison to each committee or board. The primary focus of this liaison relationship will be with the committee chairperson. Membership Terms a. Committee and board members shall be appointed or reappointed for a term of two (2) years (staggered) unless otherwise specified by City Council. b. Upon the formation of new committees and boards, staggered two-year membership terms shall be established by City Council. The expiration of all committee and board terms shall be tied to one of two time periods: 1. April 2. October c. To vacate a position on a committee or board, the person shall file a written resignation with the City Clerk's Office. Vacancies may be filled immediately or held open until a regular appointment time period occurs. d. The City Council, at any time, may request the resignation of or terminate membership of any committee or board member. e. Alternates shall automatically fill vacancies left by the departure of full members. The staff liaison shall ensure that alternate appointments to regular member status are made in a timely manner, as described in the Commissions/Committees/Boards Handbook. Work Program/Committee Review Process a. Each February, all committees and boards shall prepare and submit a Work Program for City Council review. The Work Program shall include: Evaluation of the previous years' progress; Delineation of the upcoming year's program, goals and objectives; and Proposed budget requests. b. The City Council shall conduct a Committee Review Process once a year in February to review the role and progress of committees and boards to determine their effectiveness. In doing so, City Council reserves the right to revise the status of various committees and boards based upon their need and benefit to the community. 4. General Information and Procedures Aq D— CITY OF COSTA MESA, CALIFORNIA COUNCIL POLICY SUBJECT POLICY EFFECTIVE PAGE NUMBER DATE 000-2 2/1/99 COMMITTEES AND BOARDS 3 of 3 REV: 3/3/03 Except as provided in this policy all committees and boards shall be guided by the policies set forth in the Commissions/Committees/Boards Handbook. In case of any inconsistencies between this policy and the Handbook, the provisions in this policy shall govern these committees and boards. The Handbook includes material on such items as: • Agenda/Minutes • Attendance Requirements • Brown Act Requirements • Compensation • Conflict of Interest • Formal Communication with City Council • Legislative Activity • Oath of Allegiance • Staff Liaison Roles • Travel and Expense Policy 5. Quorum Due to Vacancies a. Where there are no vacancies by resignation of members, the quorum for a committee or board formed by City Council shall be a majority of the members of such body. Where the membership on a committee or board is reduced to less than a majority of the members of such a body due to vacancies by resignation of its members, the quorum shall be a majority of the remaining members of such body until the vacancies are filled by City Council; provided, however, that under no circumstances would the quorum be lowered to less than three (3) committee or board members. (For example, a committee formed by City Council, which has seven members, would need four members to be present for the committee to take formal action on a matter on the agenda for the meeting. If vacancies occur due to resignations of the members, the quorum would be adjusted to require a minimum of three members to be present for the committee to take formal action on a matter on the agenda while the vacancies have not been filled by City Council. Once the vacancies are filled, the quorum would return to the requirement of four members.)