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CCP202 Commission vacanciesCITY OF SAN JUAN CAPISTRANO COUNCIL POLICY Subject: Effective Policy Page Date Number COMMISSION/COMMITTEE AND BOARD APPOINTMENT PROCEDURE 1 of 3 2/5/13 202 1 Paragraph C from Section IV – Planning Commission interviews and appointment process shall take place in an open session meeting of the City Council, including unforeseen vacancies was removed by the City Council at its October 20, 2020, meeting. It is a policy of the City Council that the following procedures shall be used to fill vacancies on City commissions, boards and committees: I. Applications A. Applications for commission, board or committee appointments shall be submitted on forms designated by the City Manager, and made available at City offices. B. Applications shall be submitted to the City Clerk and dated upon receipt. Applications shall be maintained only until the annual review of appointments by the City Council in March of each year. New applications will be required in the event of vacancies or for future year consideration. II. Declaration and Announcement of Vacancy A. Upon receipt of a letter of resignation, the City Manager shall promptly notify the Mayor, and the Mayor shall determine the schedule for Council consideration. B. At a public meeting, the City Council shall declare the office to be vacant, effective at such time as determined by the Council. C. Upon Council's declaration that a vacancy exists, the City Council shall direct the City Clerk to prepare and post appropriate public notices to solicit applications. III. Forwarding of Applications for Council Consideration A. The City Clerk shall immediately forward to the City Council all applications for the commission or board vacancy. Applications shall be received and forwarded to the City Council until an appointment is made, or in the case of interviews, until the cut-off date established by the City Council sub- committee for scheduling the interviews. IV. Council Appointment A. When the appointment is scheduled for Council consideration, one of the following actions may be taken: CITY OF SAN JUAN CAPISTRANO COUNCIL POLICY Subject: Effective Policy Page Date Number COMMISSION/COMMITTEE AND BOARD APPOINTMENT PROCEDURE 2 of 3 2/5/13 202 1 Paragraph C from Section IV – Planning Commission interviews and appointment process shall take place in an open session meeting of the City Council, including unforeseen vacancies was removed by the City Council at its October 20, 2020, meeting. 1. Council may select and appoint an applicant from among applications received during the filing period; or 2. Council may invite selected applicants to appear for interviews before a Council sub-committee and appointment of an individual from among those interviewed; or 3. Council may table the appointment for action at a later date, and solicit further applications. B. All appointments shall require an affirmative vote of not less than three Council members. V. Appointment Notification and Orientation A. Upon appointment of a commission, board or committee member, the City Clerk’s Office shall promptly notify the appointee either by telephone or in person. In addition, the City Clerk shall prepare a formal letter of notification and congratulations for the Mayor's signature. B. The City Clerk shall conduct an orientation meeting with each new appointee. The new appointee shall be provided with a "Handbook for City Commission and Board Members" and other pertinent documents to assist the appointee in the performance of their duties and responsibilities. A similar orientation meeting shall then be conducted by the Secretary of the commission, board or committee to which the appointment was made. C. Prior to officially assuming and performing the duties of the position, the new appointee shall execute and file an Oath of Office and Conflict of Interest Statement, if applicable, with the City Clerk's Office. CITY OF SAN JUAN CAPISTRANO COUNCIL POLICY Subject: Effective Policy Page Date Number COMMISSION/COMMITTEE AND BOARD APPOINTMENT PROCEDURE 3 of 3 2/5/13 202 1 Paragraph C from Section IV – Planning Commission interviews and appointment process shall take place in an open session meeting of the City Council, including unforeseen vacancies was removed by the City Council at its October 20, 2020, meeting. VI. Term of Office and Reappointment A. The term of office for all commission, board and committee members shall expire on March 31 every other year (after each Municipal Election). Except for removals from office at Council discretion, and notwithstanding the expiration of the term of office, all appointees shall continue to serve until such time as the Council appoints a successor. B. If a current appointee wishes to be considered for reappointment, a new application must be filed with the City Clerk’s Office prior to the cut-off date established by the City Council. C. Approximately one month prior to the expiration of the term of office, the City Clerk shall forward for Council consideration and action the applications received for each commission, board and committee. Upon review, Council may then either reappoint a member, or proceed as provided herein. D. The City Clerk shall prepare a formal letter of notification and congratulations for the Mayor's signature. ###