90-4242 POLICY Citizen BoardsK— Cox Pnn ,g —Salina, Kansas
RESOLUTION NUMBER 90-4242
A RESOLUTION ADOPTING A POLICY REGARDING VOLUNTEER
CITIZEN BOARDS, COMMISSIONS AND COMMITTEES OF THE CITY OF SALINA;
AMENDING SECTION 2 (C) OF RESOLUTION 90-4160 AND REPEALING THE
EXISTING RESOLUTION NUMBER 90-4160.
WHEREAS, volunteer citizen boards serve an important role in
democratic local governments and provide an excellent mechanism for eliciting
constructive citizen input and using the talents of individual citizens; and
WHEREAS, the City of Salina uses numerous citizen boards and
commissions to assist in the provision of services to its citizens; and
WHEREAS, the City Commission has determined it is advisable to adopt
a more formal policy and procedural guide for appointments to, and
administration of, an effective board and committee system; SO NOW,
THEREFORE
BE IT RESOLVED by the Governing Body of the City of Salina,
Kansas:
Section 1. Adoption of Policy. The policies and procedures outlined
hereafter are hereby adopted and placed into effect upon passage of this
Resolution. Said policies and procedures shall generally govern the appointment
and administration of the citizen boards system, unless otherwise waived by the
City Commission. The Commission may revise the policy as necessary from time
to time by Resolution.
Section 2. Appointment procedure. It shall be the policy of the City
Commission to follow the steps outlined hereafter regarding citizen boards,
committees and commissions:
A. Solicitation of interest. Names of persons willing to
serve the City in the capacity of volunteer board,
committee or commission member will be obtained by
both formal and informal advertising designed to reach
as many citizens as possible. Each individual will
complete an Expression of Interest Form and submit
same to the City Clerk. Those presently serving on a
board or commission interested in reappointment shall
also be asked to submit an Expression of Interest Form.
B. Record of interested persons. The City Clerk's Office
will maintain a record of all City boards and
commissions and will notify the City Manager's Office of
any vacancies as they occur. In consultation with the
City Manager's Office, the Clerk's Office will solicit
volunteers for appointment in January and July each
year and notify the City Manager's Office of those
appointments needed to be made in February and
August each year. Vacancies occurring at other than
the normal expiration date of a term (for example, a
resignation for reasons of health) will be filled,
whenever possible, by considering those individuals who
have Expression of Interest Forms on file. The
Expression of Interest Form will include a section in
which the volunteer should indicate how long his or her
application should remain on file (e.g., one year, two
years, indefinitely) .
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C. Manner and time of appointment. It will be the
responsibility of the City Manager's Office to distribute
copies of completed Expression of Interest Forms to City
Commission members so that they may offer written
suggestions to the Mayor on appointments.
Commissioners shall also be notified if any of the
applicants are currently members of the board or
committee and, if so, are eligible for reappointment.
All appointments will be made by Resolution submitted
by the Mayor to the full City Commission for final
approval at the times indicated:
1) The members of the following citizen boards and
commissions will be appointed in February of
appropriate years, with an effective date of
appointment of March 1 of that year: Accessibility
Advisory Board, Building Codes Advisory and
Appeals Board, Heritage Commission, Library
Board, Salina Airport Authority.
2) The members of the following citizen boards and
commissions will be appointed in August of
appropriate years, with an effective date of
appointment of September 1 of that year: Board
of Zoning Appeals, City Planning Commission,
Convention and Tourism Committee, Disciplinary
Advisory Board ( Grievance Committee) , Housing
Authority of the City of Salina, Kansas, Human
Relations Commission, Parks and Recreation
Advisory Board, Salina Arts and Humanities
Commission, Salina Business Improvement District
No. 1 Board of Advisors and Salina Business
Improvement District No. 1 Board of Design
Review.
D. Terms of appointment. An appointee may serve no more
than two full consecutive terms on the same board or
commission. Members who are serving terms beyond
this limit at the time of adoption of this policy shall
serve only until the end of their current term. One
year shall pass before consideration of reappointment to
the same board or commission will be given.
Section 3. Guidelines for operations. It shall be the policy of the
City Commission to follow the guidelines outlined hereafter regarding the
operation of citizen boards, committees and commissions:
A. Participation. Members of citizen boards and
commissions are expected to attend meetings on a
regular basis. Board attendance records will be
monitored by the staff liaison. Whenever a board
member misses three (3) consecutive meetings or his or
her attendance falls below 75% in a twelve-month period,
the board's staff liaison will so notify the Mayor. The
Mayor will formally request, by letter, clarification from
the identified board member of the reason for lack of
attendance. If no attendance improvement plan can be
agreed upon by the Mayor and member, the member may
be asked to consider resignation.
B. Orientation. City staff shall provide an orientation
session and orientation materials for all new board and
commission members. This will include the enabling
legislation for that board or commission, an historical
perspective on the work of that board and any other
material appropriate to the conduct of that board's
duties. The City Manager's Office will provide all
committee members with orientation material applicable to
service on all City boards and commissions.
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C. Compensation. Citizen board, committee and commission
members will receive no compensation for service.
D. "Annual Report." With the assistance of their staff
liaison, each citizen board and committee shall submit a
brief "annual report" to the City Commission no later
than January 31 of each year, indicating
accomplishments in the prior year, goals, needs and
concerns. Such a report is intended to establish a
formal line of communication between the boards and the
City Commission.
Section 4. Relationships of citizen boards, City Commission and
City staff
A. Role definition. During orientation training, definition
of the relationships of citizen boards, the City
Commission and City staff shall be discussed as they
are established by the enabling ordinance or resolution
or by other statements of policy.
B. Ad hoc committees. The City Commission may establish
ad hoc citizen committees as needed to review City
programs, to provide citizen input and recommendations
on City projects and to assist in program review. It is
important to distinguish between the role of an ad hoc
committee and the primary role of the City Commission
in determining City policy on the nature of services and
programs to be provided by the City and the means by
which they shall be provided.
C. Staff responsibilities. It is not appropriate for citizen
boards to give work direction to City staff. City staff
is provided to a board or commission as a resource for
necessary information, not to carry out assignments
from the board nor to perform tasks which may infringe
on or conflict with regular departmental responsibilities.
However, staff will always endeavor to work closely
with boards to enable them to carry out, as efficiently
as possible, their responsibilities in the City
government. It is recognized that some City -appointed
boards, ems, Library Board, have their own appointed
professional staff. Nothing herein is intended to
change the employer-employee relationship established
by law in these cases.
Section 5. Modification of by-laws. Each citizen committee will rectify
any inconsistencies between its current by-laws and this policy.
repealed.
Section 6. That the existing Resolution Number 90-4160 is hereby
Section 7. This Resolution shall be in full force and effect from and
after its adoption.
Adopted by the Board of Commissioners and signed by the Mayor this
22nd day of October, 1990.
[SEAL]
ATTEST:
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Jacqueline Shiever, City Clerk
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Robert E. Frank, M or