HomeMy WebLinkAboutABCC Policy
STATEMENT OF POLICY
ON
APPOINTMENTS BY ROANOKE CITY COUNCIL
TO
AUTHORITIES, BOARDS, COMMISSIONS AND COMMITTEES
I. POLICY
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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.
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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. ,
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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.
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, IN THE COUNCIL OF THE CITY OF ,ROANOKE, V~RGIN~IA,
The 27th day of December"1982
No. 26305
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': 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
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Qnterm~l ~nd2-283.1, Va::,a-
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~"tion, of"office becatiseofabsences, ,theamend~p' and 8r4ded sections
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,p;*ovidirig, for considerati(;m of
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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~
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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:;~
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cf; theprocedur'es establiSh.ed by 'thi$ordinance in one ye{i,i!.
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BE I~' ORDAIN~D by the qotin~:i+ t1t,.the C:it;y .gf....Roan9ke ,~~f~J-
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lows:;'
,r. " $U~s~ction(h) of,~2?,:281, ~ppointment', an4 ,quali~icatiOl1s.
of ni~,~h~rsja~~~2"'2~5, ~ep~;;~.to~?tinCil;"~;ilin.~, of, minutes~, A.l,
the,:qod~ of the City of Ro~:m9~Ei ;(1 Q79t;iElS amenCled, are amended
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and'i:tebtdainedas :follows:
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"::~~Pl~-281. ,Appointl)1ent anaquallficat:i6n~ of members~'
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"" (b),M$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'
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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.
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'(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
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additional consecutive complete terms of office on
the same board, authority, commission or committee.
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~2-283.1. Vacation of office because'of absences.
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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.
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3~;' The' policies and procedures ,established by this,ordinance
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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.)
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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.
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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
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The Honorable Mayor and Members
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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. '
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Sincerely,
tf{~TY
William H. Carder
Vic Mayor
Linda F. Wyatt
Council Member
Darlene L. Bur
City Manager
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JI- H~
lV~ J\1acKworth
City Attorney
Mary F. Parker
City Clerk
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