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HomeMy WebLinkAboutABCC Policy STATEMENT OF POLICY ON APPOINTMENTS BY ROANOKE CITY COUNCIL TO AUTHORITIES, BOARDS, COMMISSIONS AND COMMITTEES I. POLICY L " With the ever-increasing scope of operations of the Government of Roanoke City, it is obvious that the level and quali~y of service by the city to its people cannot be of the quality and quantity which is both expected and deserv,ed by the people without the active support of many of its qualified and concerned citizens. One of the best ways of involving such persons in the promotion of the best interests of the'Cl;ty of Roanoke and its citizens is to invite them to share some of the responsibilities and opportunities by serving on one or more of ~he several boards, authorities, commissions and committees appointed by Roanoke City Council. In order to obtain the best qualified and dedicated person to serve on such bodies, it is encumbent, upon Council to' maintain a close relationship wi th them and to give careful and thoughtful consideration to advice and recommendations coming to it from such bodies. There is no surer way ,to destroy the effectiveness of such a body than to receive, file with thanks, and neglec~.a recommendation from it. II. COMMITTEES Counqll does hereby establish or re~establish s~ch permanent and ad hoc boards, authorities, commissions and committees as are set forth i~ schedules attached hereto. The membership/, purpose, and terms of membership of these bodies shall be as set out in these schedules, or as from time to time amended by Council. The terms of all members of ad hoc committees, or of permanent committees not stated1,otherwise, shall expire on June 30 following the appointment of such members. These schedules shall also set forth any special requirements, by law or otherwise, 'which are applicable to a,particular body. " " III. REPORTS Each such permanent board, ,authority; commission or committee shall make a written report to Council, at least once in each fiscal year of the City of Roanoke, in' such form as such body selects. r However, such report shall include therein a report on the attendance of its membership at regular or special meetings of such body for th~'12-'mohth pel\iod preceding the date of such report. These reports are to be filed with the City Clerk and forwarded to the members of Council by that office.' Each board, authority, committee or commission is required to file copies of its'minutes with the City Clerk in order fQr said minutes ~o be kep\ on file in that ?ffice: All ad" ~OCI 'comm,ittees Sh~ll mak~, peri~dit reports to Council as to the progress o~ thei,.r, assigned J;~sponsibilities. , . '-. ,oy' -t, 1 , IV. MEETINGS WITH COUNCIL It is expected that, from time to time, it will be beneficial for a number of such permanent boards, authorities, commissions or committees set forth in the attached schedule to meet with Council, in a joint session. Each such board, authority, commission or committee and Council itself may request that there be a joint meeting held of Council and anyone of such organizations. V. MEMBERSHIP Appointments by Council to such boards, authorities, commissions and committees shall be based upon qualifications acquired through experience, training and education, interest, willingness to serve, and dedication to promoting the best interest of all persons in the City and the Roanoke Valley. Membership shall not be restricted by race, creed, color, sex or religion; however, it will be intended to have a membership balance among the various interests in our community. Membership, except where required by law, shall not be restricted to residents of the City of Roanoke. VI. METHOD OF APPOINTMENT Members to such boards, authorities, commissions and committees shall be made by nomination by the Mayor or a member of Council and election by Council upon an affirmative vote by at least four members of Council. In making such a nomination, it shall be stated that the nominee has been consulted and is willing to serve if elected. If so requested by anyone member of Council any such appointment shall be made only after the appointee has been interviewed by Council VII. MEETINGS All boards, authorities, commissions and committees which are established by the Council shall hold public meetings, and shall give at lease twelve hours public notice of all regular or special meetings. Written notice of the time and place of such meetings posted in the City Clerk's Office in the City of Roanoke, and furnished to representatives of the news media theretofore having indicated a desire to receive such notification, shall constitute such public notice; provided, however, that inaccuracy or inadequacy of such notice shall not in any manner affect the validity of any proceedings had or taken by any such board, authority, commission or committee. VIII. REPEAL OF PREVIOUS RULES All previous ordinances, resolutions, or other actions of Council relating to such boards, authorities, commissions or committees which are inconsistent with the Policy herein stated are hereby revoked and all such boards, authorities, committees and commissions not shown on the attached schedules are hereby abolished. ~:, \'" c' " " ) :r1j).'J.-. ' .'.. \It " . , , , IN THE COUNCIL OF THE CITY OF ,ROANOKE, V~RGIN~IA, The 27th day of December"1982 No. 26305 , ' , ': AN. ORDINANCE amending arid reordaining, subsection (b) of ~2-281, Appointment at1d.qualificatigns,of,members, and ~2-28~, ",Repo+"'t$ to council; filing .o~ trifnutt'es, ,of the Code of :the City. "of, Roanoke, (1979), as amended, , and eh4cd.ng new ~ ~2-281.1', Limitation further .am~nding such Code by \" ~"" . . . . " Qnterm~l ~nd2-283.1, Va::,a- . ." . .' . ":,-' ; . . ~"tion, of"office becatiseofabsences, ,theamend~p' and 8r4ded sections . '1'>-;.,:' ,p;*ovidirig, for considerati(;m of i ", " .i ..... . , , , , geographic.represe,~tat.;i.6n i!1,,~'p::' '~p'iJitmerits to permanent bO'1rds, authorities, commissions - and cp~;.. rri;i'~tees, establi~hing.. a' limit'ation: 'On terms;", provid.ing for; v*~a~ .,' (- ' , , tf.6P:'of offic~ becaus~ of certain 'absences and requ:iring ana.:nl)Ual ;~po'tt ; and providing for reyiew' by C~unci'l" ~'f the effectiyenes:;~ , , ' , , ; ~ . . '~." - .' cf; theprocedur'es establiSh.ed by 'thi$ordinance in one ye{i,i!. ~. .~. ,. - J.' . . .' ." ..". ". _. . BE I~' ORDAIN~D by the qotin~:i+ t1t,.the C:it;y .gf....Roan9ke ,~~f~J- ;, lows:;' ,r. " $U~s~ction(h) of,~2?,:281, ~ppointment', an4 ,quali~icatiOl1s. of ni~,~h~rsja~~~2"'2~5, ~ep~;;~.to~?tinCil;"~;ilin.~, of, minutes~, A.l, the,:qod~ of the City of Ro~:m9~Ei ;(1 Q79t;iElS amenCled, are amended i_ "'J ..... . ,,' . and'i:tebtdainedas :follows: .": .. ;';1~':::'- . . . f,~. .): J:;' .' .. "::~~Pl~-281. ,Appointl)1ent anaquallficat:i6n~ of members~' .' :.1 . ~ ..~ ," _ . _.. '-il '. (,.. * ** .~ "" (b),M$tfibership ~n boa,~d~"authorities,' 'commi$si6.ns _~,;~l1:d, '~"~ittees ~ha.ll, , e'Jt'<tept \.there req~~rl?cl fo~a' sp~cifi~ ',' ":Je'a,sptlo~ cap: ::llpusua.l :circtimstance ,Q~'r$'$tricted ti:r'resl..,; ~dents4)f."~he :~:atY'j..Ap,potntriiehts 'by' t1:.i~ ~Council .toa~thori4 '" , 1;te~..' b(ja.;'Q:".,c~~pssiorH~"'ana ,comnli ttee~ ~h~111:>e b.;lsJ~d up~ri' .... , . ,. . '.f ~ . '.~ ~. '" ., :..., qualificatiens acquired through experience, training and education" interest, willingness to serve and dedication ,to, promoting ,the best, interests of the City and its resi- dents. Hembership shall not be restricted by race, creed~ color, : sex or religion . It is the intent of Council to have a membership balance among' the various interests in the, City, and, .it being 'the further intent of Council to achieve balanced representation of the 'various neighbor- hoods and sections of the City on'permanent boards, autherities, cemmissions and committees to which Council rnake~ appointments, Council shall; in making appointments, give due consideratien to the geographic location, of the . proposed appointee ',s, residence and existing geographic representation, en the board, authority;', commission' or cem- mittee fe which appointment isproposed~ ' ~2-285.'Reports to council; filing ,of minutes. , ' '(a) ',Each permanent hoard,. authority, commission' or ,committee established by Council sha11ma~e a wri~ten re- ,port to. the Council within sixty {60), days of the , " cenc1usion of each fiscal year which s~a11 summarize the work ef such board, authority, cemmission or committee'for such fiscal year. Such report shall include therein a're- :port "on attendance of its membership at regular and special meetings,of such bedy fottheprevious,fisca1 year. Such reports shall be filed with the City Clerk and forwarded to the members of Council by that, Office . Each board', autherity, commission orconimittee shall also file copies of its minutes with the City Clerk, and copies of such minutes shall be kept on file in ,that Office for public " inspection. ' ' (b)' Ad hoc committees and commissiens appointed by Council shall make periedic reports to the Council as to the progress of their, assigned duties arid responsibilities. 2. The Code of the City of Roanoke (1979) ,as' amended, ,is amended and reordained by ,theaddition.of the following new sections:' ~2.281.1. Limitatien on terms. After,cemp1etionefthree consecutive complete terms' of office, no memberofa per'manentboard,. authority, commission or cemmittee shall be eligible fer reappoint- mentto the 'same office for the term next succeeding;'pro- vided,however, persons holding membershipona permanent, board, authority, 'commission or cemmittee on the date of adoption of thisoidinance shall be eligible, to serve three . e: ;. , . .. ,;'1.' ,-,j additional consecutive complete terms of office on the same board, authority, commission or committee. " , ~2-283.1. Vacation of office because'of absences. , , Absence 'of any member from three consecutiveregu- ,lar,meetingsof any permanent board, authority, commis-, sion o,r committee. absent exigent circumstances" which shall ,be approved by Council, shall vacate, such member's position on' such board," authority, commission' or commit- tee. 'The chairman of each permanent board, authority, commission or committee or his designee, who may, be a staff person or other non-memb,er of such board,' , authority, commission or committee, shall keep a record , of attendance' of members at each meeting of such perma- nent board, authority, commission or committee, and the chairman shall make a written, report to Council of any absence by a member ,of such permanent board, authority; commission or committee from three consecutive regular meetings together with any statement concerning the ,cir~ , cumstances surrounding such absences as may be obtained from such member. " ' 3~;' The' policies and procedures ,established by this,ordinance " shall'~ be reviewed by Coupcil after this ordinance 'shall have been ,effective fo'r one year, and the City Cle:t:'k is directed to advise Council at the approprIate time for such :review. ATTEST: ' ' City Clerk. RALPH K. SMITH Mayor CITY OF ROANOKE CITY COUNCIL 215 Church Avenue, S.w., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 April 2, 2001 Council Memb'ers: William D. Bestpitch William H. Carder C. Nelson Harris W. Alvin Hudson, Jr, William White, Sr, Linda F. Wyatt The Honorable Mayor and Members ofthe Roanoke City Council Roanoke, Virginia Dear Mayor Smith and Members of Council: ,The committee appointed by Council on January 8, 2001, to review and make recommendations regarding restructuring of the City's authorities, boards, commissions and committees (hereinafter referred to as boards and commissions) has met on several occasions and provided the Members of Council with preliminary recommendations for review. After reviewing your input and/or suggestions, the committee wishes to submit the following for consideration by Council: 'Discontinue the following commissions, committees and task force: Economic Development Commission Revenue Study Commission City Taxes Committee (Has not met for approximately ten years.) Downtown Housing Task Force Metropolitan Transportation Planning District Study Committee Roanoke Valley Cooperative Study Committee City Investment Committee Set-off Debt Collections Board Bid Specifications Committee (Initially appointed to study vehicular equipment purchases; the Virginia Procurement Code satisfactorily addresses such issues; and bid committees to review construction procurement bids will continue to be appointed.) Upper Roanoke River Sub-area Advisory Committee (City representatives) Center in the Square Board of Directors (City representative) Water Resources Committee (City business will be conducted more expeditiously if matters routinely addressed by the committee are forwarded directly to City Council; City real estate t~ansactions will be expedited by approximately 30 days; matters that are routinely addressed by the committee are forwarded to Council for approval; and six members of Council currently serve on the committee.) ;,<~ ,'" - . .,,'~....... \.~ The Honorable Mayor and Members of Roanoke City Council April 2, 2001 Page 2 The procedure for electing Trustees to the Roanoke City School Board as set forth in Chapter 9, Education, Code of the City of Roanoke (1979), as amended, will remain the same, with one exception; i.e.: elimination of the public reception for School Board applicants. Effective July 1, 2001, establish a uniform process for appointing members to the City Planning Commission, Board of Zoning Appeals, Architectural Review Board, Roanoke Redevelopment and Housing Authority and Industrial Development Authority, through a phased in approach beginning with the Architectural Review Board (two vacancies on October 1, 2001), the Industrial Development Authority (two vacancies on October 20, 2001) and the'Board of Zoning Appeals (two vacancies on December 31,2001). The City Clerk will advertise the vacancies 45 days prior to expiration of the term of office, copies of all applications will be forwarded to City Council for review, and Council will select no more than three persons to be interviewed in closed session for each vacancy. Provide a stipend for current members of the City Planning Commission and the Board of Zoning Appeals, upon completion of a certification program. New appointees will be required to attain certification within one year of the date of appointment. A majority of the current members of the City Planning Commission have attained their certification through the Virginia Certified Planning Commissioners Program sponsored by Virginia Tech, and Virginia Tech also offers a Virginia Certified Board of Zoning Appeals Program. Since there is no certification program for School Board Trustees, members should be encouraged to attend Virginia School Board Association activities where they are awarded points based upon participation in various programs and conferences. The City Manager recommends that this stipend be $1200 annually. The committee would like to continue to review the duties and responsibilities of the Board of Zoning Appeals including conducting a survey on boards in other Virginia municipalities to determine if the responsibilities should be modified. Amend Section 36.1-640 of the Code of the City of Roanoke (1979), as amended, relating to the Architectural Review Board to delete that portion which provides, "All members shall have an interest, competency, or knowledge of historic preservation. At least one of the members appointed shall be selected from the membership of the City Planning Commission, at least two members shall be registered architects, and at least one member shall be a person who has demonstrated knowledge of and interest in the history of the City." Council Members, in liaison capacities, serve as a conduit between their respective committees and the Members of Roanoke City Council; therefore, Council Members should not be expected to attend all committee meetings. Committee meetings should be scheduled at times that do not conflict with regularly scheduled City Council meetings in , the event that the presence of the liaison Council Member is needed. 3:1 \..;',/ The Honorable Mayor and Members of Roanoke City Council April 2, 2001 Page 3 All Council-appointed boards and commissions should file written reports with Council within 60 days of the conclusion of each fiscal year which shall summarize the work of the committee for such fiscal year, including a report of the attendance of its membership at regular and special meetings of such body for the previous fiscal year. Such reports should be filed with the City Clerk and forwarded to the Members of Council for review. In addition, each board and commission shall file copies of the minutes with the City Clerk which wi.! I be kept on file in the Clerk's Office for public inspection. Whenever possible, only Roanoke City residents should be appointed to City Council- appointed boards and commissions. The Cultural Services Committee and the Roanoke City Arts Commission should be consolidated. The fifth Monday in April, July, October and December, 2001 and future fifth Mondays from 12:15 p.m. - 5:00 p.m. will be devoted to Council work sessions, at which time the City Manager will schedule appropriate staff briefings; however, the first 90 minutes of the work session will include reports by Council Members in connection with their respective liaison roles to the various boards and commissions. Members of Council are encouraged to attend at least one meeting per year of the School Board, City Planning Commission, Board of Zoning Appeals, Architectural Review Board, Industrial Development Authority and the Roanoke Redevelopment and Housing Authority. Minutes of the meetings are filed in the City Clerk's Office and copy will be provided by the Clerk to any member of Council upon request. Members of the Roanoke City School Board, City Planning Commission and Roanoke Redevelopment and Housing Authority should be advised that there is an option of having their meetings televised on RVTV-Channel 3, and additional funds will be appropriated by the City to the RVTV budget ~o cover the expense should they elect to televise meetings. Monthly meetings should be held by the Industrial Development Authority and staffed by the City's Economic Development Department. City Council will meet with the Roanoke City School Board, Roanoke Redevelopment and Housing Authority, City Planning Commission, Board of Zoning Appeals, Industrial Development Authority and Architectural Review Board annually in a work session for the ::::::) ~.~~; The Honorable Mayor and Members ~ of Roanoke City Council April 2, 2001 Page 4 purpose of planning/goal setting. (Dinner meetings could be scheduled on the third Monday, with the understanding that the Council meeting will convene at 2:00 p.m., rather than 12:15 p.m.) The City of Roanoke Transportation Safety Commission should be represented by the following interests: a member of Council, City Traffic Engineer, Valley Metro General Manager, Transportation Manager of the Roanoke City Schools, neighborhood representative, greenway/bicycle representative, disabled representative, judicial representative, police department representative, railroad representative, and a youth representative. All categories are currently represented, except a person representing the disabled community, a judicial representative and a youth representative. Currently, there is one vacancy on the Transportation Safety Commission and when filling future vacancies, Council is encouraged to take into consideration the need to fill the positions with persons representing those categories that are not presently represented. Meetings of the Greater Roanoke Transit Company Board of Directors will be held on an as needed basis, rather than monthly. It has been our pleasure to review the process for appointing persons to City Council- appointed boards and commissions and to submit recommendations that we believe will streamline and improve the procedure for future appointments. ' &; ~4. Sincerely, tf{~TY William H. Carder Vic Mayor Linda F. Wyatt Council Member Darlene L. Bur City Manager /h~ -/L-- JI- H~ lV~ J\1acKworth City Attorney Mary F. Parker City Clerk mth .:.~ .;.r....) ",.Y~