Resolution - 2017 - 17-34 - Establishing A Policy For Appoinment To Boards/Committees/Commissions - 12/12/2017RESOLUTION NO. 17-34
A RESOLUTION OF TIIE 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, Pathways and Recreation Commission;
Planning & Zoning Commission; Library Board of Trustees; and
WHEREAS, pursuant to Eagle City Code §2-4-1, the City Council may from time -to -time
create or abolish Boards. All boards 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, terminating membership 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
the number of members necessary to constitute a quorum a shorter advertising period may be used.
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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; Historic 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.
b. Applications/Submittals:
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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.
e. Termination: It is important for board members to understand that they serve at the
pleasure of the Mayor and Council in an advisory capacity. In essence, they are an
extension of the council to assist the Mayor and Council in their special area of expertise.
Ordinances, laws, policy and procedures must be followed at all times. If a board member
feels that they cannot carry -out the mandates as stated above they are encouraged to resign.
The Mayor with confirmation by the Council may terminate an appointment if a member
is disrespectful, disparaging toward City Officials or cannot meet the attendance
requirements.
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f. Attendance: Board members play an important role in the review and recommendation
process for many City functions. Appointmen t as a board member comes with an
expectation of regular attendance. Members who are absent from three (3) consecutive
regular meetings or 10% or more of all meetings within the calendar year will be
automatically removed.
Board members may be removed from their appointment by the appointing authority due
to excessive absences without "good cause" as determined by the appointing authority, an
inability to participate, or loss of qualification for the seat. Special consideration may be
considered for illness, business commitments and unexpected emergencies. Notice for
absences should be given 15 days in advance to avoid meeting cancellations except in cases
of emergency.
Attendance should be reported to the appointing authority monthly and the clerk for each
board shall prepare an annual written report of attendance, noting the percentage of
absences of members for the preceding calendar year.
This resolution shall be in full force and effect immediately upon its adoption and approval.
ADOPTED by the Eagle City Council, Eagle, Idaho, this /2/k. day of December 2017
APPROVED:
Stan Ridgeway, Mayor
ATTEST:
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Sharon K. Bergmann
City Clerk/Treasurer
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