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HomeMy WebLinkAboutR-12-38 - Board ProceduresRESOLUTION NO. R-12-38 A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, PERTAINING TO ADVISORY BOARDS, COMMITTEES AND COMMISSIONS; PROVIDING FOR UNIFORM APPLICATION, APPOINTMENT, FINANCIAL DISCLOSURE, AND RESIGNATION PROCEDURES; PROVIDING FOR APPOINTMENT OF CHAIR AND VICE CHAIR; PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the Home Rule Charter of the City of Sebastian and the Code of Ordinances enacted pursuant to its authority allow the creation of appointive boards to assist and advise the City Council in the performance of its duties; and WHEREAS, Chapter 2 of the Code of Ordinances sets out general provisions for boards and committees, including announcement, application, appointment, and removal procedures and qualification, term, residency, and attendance requirements. WHEREAS, to make the process more efficient and standardize the method by which board and committee members are selected, this resolution sets out detailed procedures. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, that: SECTION 1. ADVERTISEMENT, APPLICATION, APPOINTMENT AND FINANCIAL DISCLOSURE PROCEDURES. a. The City Clerk shall keep and maintain a list of the names, addresses, and telephone numbers of all members of appointive boards, commissions, and committees; their date of appointment, reappointment, and term expiration in a City Board Handbook and distribute updates to all board secretaries, staff and Council. b. Approximately one month prior to the expiration of the term of any member of an appointive board, commission, or committee, or in the event of any vacancy on any such appointive board, commission or committee, the City Clerk shall publicly advertise the position for a period of at least ten days in a local newspaper in accordance with Section 2-169 of the Code of Ordinances, in the form of a press release, and by posting on the City website, COS-TV and the City Hall lobby board. The press release shall include a deadline date for submittal of applications for such advertised opening, the residency requirement, unless not applicable for specific boards or committees, and a statement that City Council may, at the same meeting, fill vacancies in an alternate position if a board or committee alternate is appointed to a regular member position. All applications on file for membership on such board, commission or committee which were submitted within a one year period prior to the advertisement deadline date for such opening will be submitted to the City Council for consideration, even if the incumbent member or a board alternate intends to seek appointment. In the event that no applications are received in response to the vacancy notice, the press release will be repeated until applications are received. c. A uniform application shall be provided by the City Clerk's office to each applicant seeking membership to any City board, commission or committee, and such application shall be completed, signed and notarized, attesting to the truthfulness of the appiication and submitted to the City Clerk's office. Any preference of an applicant to serve on a particular board or committee shail be so stated on the application form. d. Each member of an appointive board, commission, or committee who seeks reappointment should submit a new application or renew by initialing and dating a previously submitted application on file if the application has been on file for more than one year. e. In the event an individual is appointed to fill an unexpired term with three months or less remaining in the term, the individual may, at Council's discretion, at the time of the appointment, be appointed to serve the succeeding three year term. f. City Council, at its discretion, if moving a currently sitting alternate to a regular member position on the same board, may fill the vacancy created by moving the alternate to regular ember at the same meeting, if there are other qualified applications submitted for the regular member position. g. The City Clerk shall provide each new appointee with a copy of the publication A Florida Commission on Ethics Guide for Political Officers and Employees, pertinent excerpts of the City Board Handbook; and, if applicable, a financial disclosure form with instructions to mail the form to the Supervisor of Elections of the County in which the member resides and information relative to the requirement to file final financial disclosure upon leaving the position. g. The City Clerk shall, in accordance with Florida law, submit a list of individuals required to file financial disclosure as of December 31 of each year to the Florida Commission on Ethics in January. Supervisors of Election will be notified by email within a reasonable time when a committee member is appointed to a board which requires financial disclosure. �� SECTION 2. RESIGNATION, FINAL FINANCIAL DISCLOSURE, AND RECOGNITION PROCEDURES. a. Any member of any appointive board, commission, or committee who does not intend to seek reappointment shall notify, through their board secretary, the City Clerk's office and the chairperson of such board, commission or committee at least one month in advance of the expiration date of his or her term of office. L7 c. If applicable, members of any appointive board, commission, or committee who were required to file financial disclosure will be provided with a Form 1 F final financial disclosure form for mailing to the Supervisor of Elections of the County in which they reside. The City Clerk shall schedule presentation of Certificates of Appreciation by the Mayor at a Regular City Council meeting for all former members of boards, commissions, or committees, and notify them accordingly. SECTION 3. SELECTION OF CHAIRPERSONS AND VICE CHAIRPERSONS. Unless otherwise provided in the Code of Ordinances for individual boards or committees, and whenever possible, the individual selected as the chairperson and vice chairperson of an appointive board, commission or committee, shall have served two (2) years as a regular member of such appointive board, commission or committee, and shall have attended at least ninety percent (90%) of the meetings of such appointive board, commission or committee, which such memberwas not otherwise excused from attending by the individual serving as the chairperson of such appointive board, commission or committee at such meeting or meetings. SECTION 4. All Resolutions or parts of Resolutions in conflict herewith to include R-02-46 are hereby repealed to the extent of such conflict. SECTION 5. This Resolution shall become effective immediately upon adoption. The foregoing Resolution was moved for adoption by Councilmember Hill . The motion was seconded by Councilmember Coy and, upon being put into a vote, the vote was as follows: Mayor Bob McPartlan Vice-Mayor pon Wright Councilmember Jerome Adams Councilmember Andrea Coy Councilmember Jim Hill 3 aye aye aye aye aye The Mayor thereupon declared the Resolution dully passed and adopted this 12 th day of December ,2012. ATTE : �� � Sally A. Maio, C City Clerk Approved as to Form and Content: ��� � Robert A. Ginsburg City Attorney CITY OF SEBASTIAN, FLORIDA B�� �� �«��! � Mayor Bob McPartlan 0