HomeMy WebLinkAbout4-1-20 Draft Procedure for Appointments (joel gagnon) Town of Danby
DRAFT
1830 Danby Road
Ithaca, N.Y. 14850
Appointment Procedure to Boards and Committees
Effective: May 9, 2011 R.59 of 2011 Town Board Meeting
Revised: ________ 2020 R.___of 2020 Town Board Meeting
Service on Town boards and committees is one of the principal means by which citizens can
participate in the conduct of local government. Board and Committee positions become
available at various times throughout the year.
1. Purpose
The purpose of the Appointment Procedure is to outline a preferred process for the Town
Board to follow when making appointments, and to ensure that boards and committees are
composed of capable, dependable and effective members. The Town Board may decide to
waive, vary, or otherwise modify the process outlined in this procedure.
2. Authority
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. These Boards, Committees, and citizen appointments include
(but are not limited to) the following positions:
-Board of Zoning Appeals (BZA) -Recreation Partnership
-Board of Assessment Review -Town Historian
-Conservation Advisory Council -West Danby Board of Water
Commissioners
-Planning Board -Environmental Management Council*
-TC Youth Services Board*
*final appointment decision made by County Legislature
3. Appointment Process
A. Advertisement (between October 1 and October 15 for terms expiring December 31; as
directed for other vacancies)
The Town Board authorizes the Town Clerk to advertise, soliciting applications
to fill any vacancy or expiring term of any Town board, committee or citizen
appointments. 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 and state a
date by which applications are due (first Town Board meeting in December for
expiring terms, and as directed for other vacancies). If the Town Board has
decided that specific skills or representation are considered to be a priority, it
should be noted in the postings.
The Town Board authorizes the Town Clerk to notify the chair of boards and
committees of members whose terms are about to expire.
The Town Board authorizes the Town Clerk to notify individuals when their
terms are about to expire, by letter, to determine if that individual wishes to
be considered for reappointment. Incumbents wishing to be reappointed
shall submit an application for re-appointment.
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.
Announcement of any appointment term expiration will be made at
scheduled Town Board meetings in October and November. Any such
announcement will be noted in minutes of the meeting and include the
deadline for application submission. Unexpected vacancies will be announced
as soon as possible.
1.
B. Application
Citizens of the Town of Danby may submit an application form (included as a
part of this procedure) or submit a letter containing information and answers
to the questions that are on the application form. Applications may be
obtained from the Town Clerk’s office or the Town web site. Applications
should be addressed to the Town Supervisor. The Supervisor or his or her
designee shall compile the applications, distribute copies to the Town Board,
and promptly acknowledge receipt of each application by letter, email or
telephone call.
The duties and requirements for each board, or committee, are available in
the office of the Town Clerk and on the town website.
All applications received shall be available for public review in the office of the
Town Clerk.
Role of board or committee in appointment
Each board/committee is expected to:
Encourage interested individuals to apply.
Suggest to the Town Board qualifications for candidates that
would lead toward diversity and enhanced functioning of the
board /committee.
Make suggestions on potential members.
Encourage candidates to attend meetings to familiarize
themselves with the work of the board/committee.
C. Review Process
The Town Board shall review all applications in executive session. After such
review, the Town Board may select candidates for interviews.
D. Interview Process
Interviews of selected candidates shall be 1). held at open meeting, unless a
candidate requests that his or her interview be conducted in executive
session.
2). conducted in executive session.
The Town Clerk or designee will notify relevant board or committee
membership when interviews are scheduled in order that interested members
can attend the interviews if they wish.
E. Appointment Decision
After interviews are conducted, the Town Board may decide to discuss the
applications in executive session. The decision and vote to select any
candidate shall, however, 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.
Candidates interviewed by the Town Board will be sent a letter of appreciation
by the Town Clerk.
The Town Board may, at its discretion, retain applications for a period of one
year for reconsideration for subsequent vacancies.
Factors typically considered in making a decision about appointment or
reappointment:
Reappointment of current members (it is typical that members who are
performing
satisfactorily be reappointed):
-compliance with training requirements
-attendance at meetings
-civil/respectful dealings with other board members and the public
-preparation for meetings
-adheringadherance to town policies
2.
Appointment of new members (there may be factors pertinent to specific
boards under certain circumstances):
-geographic distribution of group membership
-membership reflective of the town’s diversity
-skills, experience and level of interest needed by board/committee
-strengths that compleiment others already on the board/committee
-ability to devote time and energy to fulfill responsibilities
-new and long-term residentsresidence
Experience may be desirable but is not a requirement for appointment.
F. Notification
The Supervisor shall promptly notify each appointee by 1)letter 2)certified
letter. Such notification letter shall include a copy of 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.
The Supervisor shall also promptly notify other applicants that the position
has been filled by the Town Board.
4. Oath of Office
Section 25 of NYS Town Law requires that all officers of the town take the
required oath of office before entering the duties of such office. Section 10 of
Public Officers Law requires that the taking of such oath be filed with the
office of the Town Clerk, who maintains an Oath Book. Such written filing must
occur within 30 days of taking office.
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, Zoning Board of Appeals, and the Board of
Assessment Review, for whom the oath of office is required.
4. Ethics Law
All appointees are subject to and shall adhere to the Code of Ethics adopted
by the Town Board.
3.
Preferred Time Line
Between Oct 1 and Oct 15
All meetings in Oct and
Nov
First Town Board meeting
in Dec
Second Town Board
Meeting in Dec
January Organizational
meeting
-appointed individuals notified of term expiration
-chairs of boards/committees notified of members
whose terms are expiring
-advertise to solicit applications
-announcement on web site
-deadline for applications
-interviews conducted (invite relevant board or
committee members to meetings)
-vote on appointments
Town of Danby
1830 Danby Road
Ithaca, N.Y. 14850
Application Form
Name:
__________________________________________________________________________________________
Address:
________________________________________________________________________________________
Mailing address if different
_____________________________________________________________________
Telephone No.
__________________________________________________________________________________
Email Address:
_________________________________________________________________________________
Position Applied For:
___________________________________________________________________________
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 what you hope to accomplish in this position.
4.