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HomeMy WebLinkAboutBoards and Committees Appointment Procedures Town Board Joel Gagnon, Supervisor +1-607-277-4788 | townboard@danby.ny.gov Mary Ann Barr 2021 The Town of Danby, New York 1830 Danby Road, Ithaca, NY 14850 https://danby.ny.gov Appointment Procedures for Boards and Committees of the Town of Danby 1. PURPOSE 1.1. Service on town boards and committees is one of the principal means by which citizens can participate in the conduct of local government. 1.2. The purpose of the Appointment Procedure is to outline a process for the Town Board to follow when making appointments, and to ensure that boards and committees are composed of dependable and effective members. 2. AUTHORITY 2.1. In accordance with State Law, the Town Board has the authority to appoint members and officers of boards and committees and make other citizen appointments for terms prescribed by applicable law noted in section 6.1 herein. 3. APPOINTMENT PROCESS 3.1. Vacancies 3.1.1. The Town Board authorizes the Town Clerk to notify appointed members and the chair of boards and committees when terms are about to expire by October 15th of the year in which the terms expire, by letter or by email if requested, to determine if that appointed member wishes to be considered for reappointment by October 15th of the year in which the terms expire. Incumbents wishing to be reappointed shall submit an application for re- appointment. 3.1.2. In the event of an unexpected vacancy for which the Town Board determines there is an urgent need to fill, the Town Board may choose to fill the vacancy for the remainder of its unexpired term, bypassing steps described above (Town Law §271(5)). 3.1.3. Announcement of any appointment term expiration will be made at each scheduled Town Board meeting in October and November. Any such announcement will be noted in the minutes of the meeting and include the deadline for application submission. Unexpected vacancies will be announced as soon as possible. Town of Danby New York Board/Committee Appointment Procedures Page 2 of 6 3.2. Advertisement 3.2.1. The Town Board authorizes the Town Clerk to advertise or solicit applications to fill any vacancy or expiring term of any town Board, Committee or citizen appointment. Such advertisement shall be posted on the Town Hall’s bulletin board and on the town website for a period of at least 4 weeks. It will state a date by which applications are due. 3.2.2. If the Town Board has decided that specific skills or representation are considered to be a priority, it should be noted in the postings. 3.2.3. Such advertisement shall include a reference to the relevant laws relating to the position, the term length of the appointment, and indicate any oath or training requirements. This advertisement shall also indicate the honoraria paid, if any, subject at all times to the budget allocation by the Town Board. 3.3. Application 3.3.1. Applications are due by the first Town Board meeting in December for expiring terms and as directed for other vacancies. 3.3.2. Residents of the Town of Danby may submit an application form which can be found in section 6.3 herein or submit a letter containing information and answers to the questions that are on the application form. Application forms may be obtained from the Town Clerk’s office or the Town website. 3.3.3. Applications should be addressed to the Town Supervisor. The Supervisor or their designee shall compile the applications, distribute copies to the Town Board, and promptly acknowledge receipt of each application by letter, email or phone call. 3.3.4. All applications received shall be available for public review in the office of the Town Clerk. 3.3.5. Each Board or Committee is expected to: (1) Encourage interested individuals to apply, (2) Suggest to the Town Board qualifications for candidates that would lead toward diversity and enhanced functioning of the Board or Committee, (3) Make suggestions on potential members, and or (4) Encourage candidates to attend meetings to familiarize themselves with the work of the Board or Committee. 3.4. Interview Process 3.4.1. Interviews of selected candidates shall be held at an open meeting, unless a candidate requests that their interview be conducted in executive session. 3.4.2. The Town Clerk or designee will notify relevant Boards or Committees when interviews are scheduled in order that interested members can attend the interviews. 3.5. Review Process The Town Board shall review all applications in executive session. Town of Danby New York Board/Committee Appointment Procedures Page 3 of 6 3.6. Appointment Decision 3.6.1. The decision and vote to select any candidate shall be done during a public meeting of the Town Board. The Town Board may decide not to appoint or reappoint any of the applicants and instead direct the Town Clerk to re- advertise for applications, setting forth a new deadline. 3.6.2. Candidates interviewed by the Town Board will be sent a letter of appreciation by the Town Clerk. 3.6.3. The Town Board may, at its discretion, retain applications for a period of one year for reconsideration for subsequent vacancies. 3.7. Notification 3.7.1. The Supervisor shall promptly notify each appointee by letter. Appointees may be notified by phone or email in addition. Such notification letter shall include a reference to the relevant laws relating to the position, the expiration date of the appointment and indicate any oath or training requirements. This letter shall also indicate the honoraria paid, if any, subject at all times to the budget allocation by the Town Board. 3.7.2. The Supervisor shall promptly notify other applicants that the position has been filled by the Town Board. 4. OATH OF OFFICE 4.1. All officers of the town shall take the required oath of office before entering the duties of such office (Town Law §25). The taking of such oath shall be filed with the office of the Town Clerk, who maintains an Oath Book (Pub. Off. L. §10). Such written filing must occur within 30 days of taking office. 4.2. Town officers are deemed to be any individuals who occupy a position where the functions and duties of such office directly affect the citizens of the Town and the exercise of the powers of the town in such position. This includes members of the Planning Board, Board of Zoning Appeals, and the Board of Assessment Review, for whom the oath of office is required. 5. ETHICS LAW All appointees are subject to and shall adhere to the Code of Ethics adopted by the Town Board. Effective: May 9, 2011 Town Board Res. 59 of 2011 Revised: July 13, 2020 Town Board Res. 70 of 2020 Revised: January 3, 2023 Town Board Res. XX of 2023 6. APPENDICES 6.1. APPOINTMENT POSITIONS These boards, committees, and citizen appointments include (but are not limited to) the positions listed in the chart in section 6.1 herein. Town of Danby New York Board/Committee Appointment Procedures Page 4 of 6 Name of Board/Appointment Term # of Members Legal Reference Conservation Advisory Council (CAC) 2 years 9 members NYS General Municipal Law, Section 239-X and Town of Danby Res. 82 of 2010, and Res. 37 of 2019 Board of Zoning Appeals (BZA) 5 years 5 members NYS Town Law, Section 267 Planning Board (PB) 7 years 7 members NYS Town Law, Section 271 Planning Group (PG) Not Set changing Town of Danby Res. 36 of 2020 Town Historian 1 year 1 person NYS Arts and Cultural Affairs Law, Section 57.07 West Danby Board of Water Commissioners 5 years 5 members Town of Danby Res. 18 of 1968 Town of Danby New York Board/Committee Appointment Procedures Page 5 of 6 6.2. APPOINTMENT CALENDAR October 1 - appointed individuals notified of term expiration - chairs of boards/committees notified of members whose terms are expiring October 1 through October 15 - post advertisement to solicit applications - position vacancies must be listed on the town website All meetings in October and November - announce vacancies at each meeting First Town Board meeting in December - deadline for submitting applications - invite relevant Board or Committee members to second December meeting Second Town Board meeting in December - conduct interviews January Organizational meeting - vote on appointments Town of Danby New York Board/Committee Appointment Procedures Page 6 of 6 6.3. APPLICATION FORM Town of Danby Appointment Application Form Name:___________________________________________________________________ Address:_________________________________________________________________ Mailing address if different ___________________________________________________ Telephone No._____________________________________________________________ Email Address: ____________________________________________________________ Position Applying For: _______________________________________________________ Preferred contact method: ⬜ Mail ⬜ Email ⬜ Phone 1. Please list professional, educational, or other experience that would assist you in serving in this position (use additional sheets as necessary): 2. Please tell why you are interested in this position (use additional sheets as necessary): 3. Please tell us what you hope to accomplish in this position.