Resolution - 2014 - 14-19 - Establish A Policy For Appointment Procedures For Boards/Committees/Commissions In City - 11/10/2014 RESOLUTION NO. 14-19
A RESOLUTION OF THE CITY OF EAGLE, IDAHO, ESTABLISHING A POLICY FOR
APPOINTMENT PROCEDURES FOR BOARDS/COMMITTEES/COMMISSIONS WITHIN
AND BY THE CITY; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the Mayor and City Council of the City of Eagle, Idaho ("City") have
established by ordinance or resolution the following boards, commissions and committees, all of
which serve in an advisory capacity to the Mayor and City Council (collectively referred to
herein as "Boards"): Design Review Board; Development Impact Fee Advisory Committee;
Eagle Arts Commission; Historic Preservation Commission; Parks and Pathways Development
Commission; Planning & Zoning Commission; Transportation Committee; Library Board of
Trustees; and
WHEREAS, pursuant to Eagle City Code §2-4-1, the City Council may from time to time
create other boards, commissions or committees to serve in an advisory capacity to the City
Council; and
WHEREAS, the Mayor and City Council of the City desire to establish standard
operating procedures for filling vacancies and processing applications for appointments to its
various Boards; and
WHEREAS, the Mayor and City Council wish to provide-clear direction to staff and the
public regarding the process for appointments; and
WHEREAS, the Mayor and City Council rely on appointed volunteers to serve on City
Boards and recognize that these individuals devote time and utilize professional expertise to
apply Eagle City Code and provide recommendations to the Council regarding everything from
land use applications and park development to public art projects and historic preservation; and
WHEREAS, the Mayor and City Council believe it is imperative that individuals seeking
appointment to a City Board desire to serve the greater good of the Eagle community and in all
instances consider all viewpoints when serving on such Boards; and
WHEREAS, the City may require that applicants hold specific professional certifications
to assist in adhering to and applying industry standards in compliance with Eagle City Code.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL
OF THE CITY OF EAGLE, Ada County, Idaho, as follows:
SECTION 1: Vacancies: Except as provided in Section 3(d) herein, when a vacancy occurs on a
Board, a news release announcing the opportunity to serve shall be distributed by the
Communication Specialist. The announcement shall indicate the required application process,
deadline for submittal, area of professional expertise (if applicable) and contact information for
inquiries. All vacancies shall be left open for a minimum period of forty-five (45) days to allow
for advertisement of the vacancy or vacancies. In cases where the vacancy causes a reduction in
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the number of members necessary to constitute a quorum a shorter advertising period may be
used.
SECTION 2: Selection Criteria: The City hereby establishes the following policy regarding
selection of Board members:
a. Priority shall be given to appointing qualified Eagle residents to City Boards.
b. The appointment, membership and qualifications criteria established by ordinance or
resolution of the City and/or state law shall apply to the following: Design Review
Board; Development Impact Fee Advisory Committee; Library Board; Historical
Preservation Commission; and Planning and Zoning Commission. The application
process for such Boards shall be as set forth herein.
c. Except as otherwise provided in Eagle City Code §2-1-2 relating to appointment,
membership and qualifications of the Planning & Zoning Commission, and except as
provided by Idaho Code §33-2604 relating to qualifications of Library Board trustees
(who must be city residents), for each Board, one (1) qualified representative from the
Eagle Area of Impact or an Eagle business owner who does not reside within Eagle City
limits shall be appointed to fill vacancies. Eagle business owners or their designee may
write a letter allowing a non-Eagle resident who is an employee of such business to be
considered on their behalf. Eagle business owners shall not have more than one (1)
member on a Board.
d. To ensure equal representation and avoid the potential for conflicts of interest across
Boards, no business or organization shall have more than one (1) individual on each
Board.
e. In instances where the criteria of Sections 2(a) and 2(c) cannot be fulfilled, qualified non-
residents may be considered for appointment.
SECTION 3: Application Process: Eagle City Code provides that City Board members shall be
appointed by the Mayor and confirmed by the City Council. The purpose of this section is to
establish the applicant review process.
a. Submittal requirements: All parties interested in serving on a Board shall complete the
following:
1. A request for consideration application
2. A questionnaire form
3. A letter of interest
4. A resume or curriculum vitae (strongly encouraged)
5. An acknowledgment that the applicant will follow all applicable ethics, conflicts
of interest and code of conduct laws, rules and policies of the City of Eagle and
the State of Idaho.
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b. Applications/Submittals:
1. Applications shall be submitted in accordance with the advertised timelines and
submittal instructions to the City Clerk's office.
2. Submittals will be available at City Hall should Council members desire to
examine them.
3. Appointment letters will be sent upon Council confirmation of appointment.
4. Letters of declination will be sent should the applicant not be selected/appointed.
5. Submittals will be retained on file at the City for the period of one (1) year in
accordance with the Record Retention Manual. Should subsequent vacancies
occur for the Board/Committee/Commission of interest, those applications will be
reviewed again.
c. Interviews: The Mayor shall conduct the interviews with invitations to the following
individuals to participate in the process.
1. Current Board members: No more than one (1) may participate in the interviews.
2. City Council members: No more than one (1) may participate in the interviews.
3. A Department Head or designated City Staff member may participate in the
interviews.
At the conclusion of the interview process, the Mayor may discuss the applicants with the
other members of the interview panel. It remains the Mayor's decision whom to bring
forward to Council for confirmation at a duly noticed City Council meeting.
d. Re-appointments: Individuals who wish to serve a second term (or consecutive term)
may be considered for re-appointment. They must indicate their desire in writing. A
news release is not required for second term reappointments. However, once an
individual has served two (2) consecutive terms, a news release announcing the potential
vacancy shall be required at the expiration of the second term of service.
This resolution shall be in full force and effect immediately upon its adoption and
approval.
ADOPTED by the Eagle City Council, Eagle, Idaho, this /a1 day of November,
2014.
APPROVED:
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/.ice-•ames D. Reynold ,�yor
ATTEST:
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Sharon K. Bergmann ;* Z sE pL
city Clerk/Treasurer %, •••.�rr,Rn„�,.0%09 0,•'
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