Work Session

Agenda Item # 4

Meeting Date September 21, 2015

Prepared By Jessie Carpenter City Clerk

Approved By Suzanne Ludlow City Manager

Discussion Item Discussion of the Appointment Process for City Boards, Commissions, and Committees

Background The City Council has established 14 standing boards, commissions, and committees (boards). Members are appointed by Council resolution except in certain cases where the member serves by virtue of his or her position.

Name No. of

Members Terms Expire

TermLength

Arts and Humanities Commission 15 June 30 3

Board of Elections 7 June 30 3

Commemoration Commission 13 March 31 3

Commission on Landlord-Tenant Affairs (COLTA)

12 June 30 3

Committee on the Environment 15 June 30 3

Emergency Preparedness Committee

7 March 31 3

Ethics Commission 7 Sept. 30 2

Facade Advisory Board 7 March 31 3

Grants Review Committee 9 April 30 3

Nuclear-Free Takoma Park Committee

7 March 31 2

Personnel Appeal Board 5 March 31 3

Recreation Committee 15 April 30 2

Safe Roadways Committee 11 June 30 2

Tree Commission 5 Sept. 30 3

To apply for appointment, applicants must submit a written application and certify that they are current on all City taxes and fees (including fines and penalties). Applicants are also requested to provide a statement of qualifications or resume. In 2009, the Council stopped interviewing applicants for appointment or reappointment. Prior to that time, applicants were expected to appear at a City Council meeting for a scheduled interview. The brief interviews were done on camera, usually early on the agenda. The Council’s revised process includes circulation of the applications to Council for

review. Any Councilmember, or the Councilmember representing the ward of the applicant, can reach out to an applicant for additional information or to conduct an informal interview. Often, the applicant is known by one or more members of the Council. In that case, he or she will share information as to whether or not the applicant would be a good fit for the board. The decision on any particular appointment is usually made by consensus. There have been some challenges with this process, particularly when there are multiple applicants for one position. This work session has been scheduled to discuss alternatives. It is also the first of several work sessions to consider the scope and effectiveness of the current complement of boards and other related matters. Suggestions for questions to be addressed in the discussion include: 1. Does the Council wish to reinstitute some type of interview process for committee applicants? If so, should the interviews be conducted during City Council meetings, before meetings or on a separate evening by either the full Council or by a panel of three members? Are there other considerations for interviewing applicants? 2. Should applicants be required to attend a meeting of a board before appointment? 3. Does the Council wish to establish more formal criteria for making appointment decisions? In many cases, the ordinance or resolution establishing a board has guidelines as to qualifications. What weight does the Council place on experience and qualifications, ward of residence, diversity, or other factors? 4. Does the Council wish to take into consideration the recommendation of a board chair? Should this be formalized, for example, by having an application sent to a chair for review with a checkbox for endorsement or an expression of concern? 5. Does the Council wish to take into consideration the recommendation of staff? This could take the form of sharing an application with the staff liaison (if there is one), or with a committee-related department head or the City Manager. Should it be formalized, at least to the extent of a statement of no concern?

Policy Ensure, in partnership with others, the delivery of high quality City service. The City Council and the City need to understand the community’s needs, be responsive to these needs, and to measure its progress in meeting those needs.

Takoma Park Strategic Plan

Fiscal Impact None anticipated.

Attachments Committee Application Form Takoma Park Code Chapter 2.16 Boards and Commissions

Recommendation 1. Discuss the appointment process and provide direction regarding any changes to be implemented immediately. 2. Suggest next steps in the overall review of the boards.

Page 1 of 2

CITY OF TAKOMA PARK, MARYLAND

APPLICATION FOR APPOINTMENT / REAPPOINTMENT TOCITY BOARD, COMMISSION, OR COMMITTEE

Your Name:

Name of Committee:

Application for (check one): Appointment Reappointment

Date of Application:

Briefly explain your interest in serving on this committee:

*Attach resume or statement of qualifications.

If you are applying for an initial appointment to the committee:

1. Have you attended any meetings?

2. Are you available to attend meetings at the scheduled time?

FOR COLTA APPLICATIONS ONLY:

____ Landlord/Agent _____Tenant _____City Homeowner

If you are a landlord or agent, please indicate the number of rental units you operate withinthe city limits of Takoma Park: _____

INSTRUCTIONS

Please submit this form to: City Clerk, City of Takoma Park, 7500 Maple Avenue, TakomaPark, MD 20912; or by e-mail to Clerk@takomagov.org; or by faxto 301-270-8794.

Please answer all questions. After receiving your completed application, a City staff member willcontact you to make arrangements for an interview with the City Council (if an interview is required). Inpreparation for the interview, City Councilmembers, the Committee Chair, and City staff members mayreceive a copy of your application and any attachments. Page 1 of the application (only), will be postedto the City web page.

Note that the information on page 2 and any attachments will NOT be posted to the web.

Page 2 of 2

Your Name:

Home Address (note that many committees require Takoma Park residency):

Mailing Address (if different):

Home Phone Number:

Office Phone Number:

Cell Phone Number:

E-mail Address:

Occupation:

If you are requesting an appointment as a representative of an organization, provide the nameof the organization:

The City Council has directed that applicants for appointment or reappointment to boards,commissions and committees must be current on all City fees and taxes, including propertytaxes, stormwater fees, rental license fees, refuse fees, Takoma Park library fines, and anyother fines and penalties. If after review of your application, you are found to be in arrears, astaff member will contact you to give you the opportunity to pay prior to setting up aninterview.

Are you current on all of the aforementioned taxes and fees? _____Yes _____No

** PLEASE ATTACH A RESUME AND / OR ADDITIONAL STATEMENT OFQUALIFICATIONS.

I certify that the information I have provided is true to the best of my knowledge, information,and belief.

Signature Date

Staff Use Only: (Date Received: ) (Ward )

Referred To:

Library Check: Finance Check: