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HomeMy WebLinkAboutEditing Draft - Appointment Procedure 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. 1. Purpose 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 of capable, dependable and effective members. The Town Board may decide to waive, vary, or otherwise modify the process outlined in this procedure by a majority vote. 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 -Town Historian -Conservation Advisory Council-West Danby Board of Water Commissioners -Planning Board-Environmental Management Council* -TC Youth Services Board* - Planning Group - Code Enforcement Officer - Town Planner - other special districts (sewer, drainage, park, ambulance, public parking, lighting, sidewalk, snow removal, refuse and garbage.) leadership for all Boards and Commitees *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 or solicit 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. It will 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 by October 15th of the year in which the terms 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 by October 15th of the year in which the terms expire. 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. The Board will inform the public of the procedures they will use for the process. 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. 1. B. Application Citizens of the Town of Danby may submit an application form (included as a part of this document) 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 website. 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(s) or committee(s) 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. 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 or 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. Example Factors typically considered in making a decision about appointment or reappointment: Reappointment of current members ): -compliance with training requirements -attendance at meetings -civil/respectful dealings with other board members and the public -preparation for meetings -adherance to town policies 2. Appointment of new members (there may be factors pertinent to specific boards under certain circumstances): encouragement of resident participation in Town Government- geographic distribution of group membership -membership reflective of the town’s diversity -skills, experience and level of interest needed by board/committee -strengths that complement others already on the board/committee -ability to devote time and energy to fulfill responsibilities Experience is desirable but is not a requirement for appointment. F. Notification The Supervisor shall promptly notify each appointee by 1)letter or 2)certified letter. Appointees may be notified by phone or email, but must also be notified in the way previously described. 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. 5. Ethics Law All appointees are subject to and shall adhere to the Code of Ethics adopted by the Town Board. 3. Time Line Oct 1 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 -position vacancies must be listed on the town website -announcement of vacancies at each meeting -deadline for submitting 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: ___________________________________________________________________________ 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. 4.