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2022-039 B&C Appointment ProcessDate: June 24, 2022 Report No. 2022-039 INFORMAL STAFF REPORT TO MAYOR AND CITY COUNCIL SUBJECT: Boards and Commissions 2022 Screening & Appointment Process – Follow Up DISCUSSION: On May 27, 2022, IS 2022-033 was provided detailing the timeline for the upcoming 2022 Board & Commission Appointment Process. In the upcoming weeks, the City Council will consider board and commission nominations for the upcoming 2022-2024 terms There are currently 18 standing boards, commissions, and committees (“boards”). With the exception of the Civil Service Commission, whose members are appointed by the City Manager, and the Denton Housing Authority, whose members are appointed by the Mayor, Council members are responsible for making nominations. Section 2.29(h)(3) of the Council Rules of Procedure details the process for board and commission nominations: a. Individual city council members making nominations for members to citizen boards, commissions, and committees will consider interested persons on a citywide basis. b. The city council will make an effort to be inclusive of all segments of the community in the board, commission, and committee appointment process. City council members will consider ethnicity, gender, socio-economic levels, and other factors to ensure a diverse representation of Denton citizens. c. The city council will take into consideration an individual's qualifications, willingness to serve, and application information in selecting nominations for membership to each board, commission, and committee. d. In an effort to ensure maximum citizen participation, city council members will continue the general practice of nominating new citizens to replace board members who have served three (3) consecutive terms on the same board per the provisions of Denton Code of Ordinances, section 2-65. This provision does not apply to citizen task forces and citizen ad hoc committees. e. Each city council member will be responsible for making nominations for board, committee, and commission places assigned to him or her, which shall correspond to the city council member's place. Individual city council members will make nominations to the full city council for the governing body's approval or disapproval.” Further, by the previous direction of City Council, no City Council member shall nominate more than one at-large/alternate member to the same board. “ Date: June 24, 2022 Report No. 2022-039 The timeline for the appointment process is as follows: • May 18 – Nominations can be made for only those members/applicants that have already been vetted. • June 28 – Work Session detailing the appointment/nomination process. • July 26 – Nominations due to City Secretary • August 2 – Appointments for qualified nominees commence and continue during other duly scheduled meetings until all appointments have been made. Binders will be provided to each Council member at the meeting and include the following information: • Member rosters by board (except Civil Service Commission and Denton Housing Authority) • Listing of members whose terms end June 30 or August 31, arranged by nominating Council member o Information will include termed seats and those qualified for reappointment • An attendance report for existing members • Applications from new applicants and from any existing members seeking reappointment. o All existing members were notified of the need to review their existing member details and resubmit an online application. o Applications will be provided only for qualified individuals. o Weekly updates will be provided as additional applicants are qualified. The City Secretary’s Office worked with the Public Information Office to notify the public of the ability to apply for a board seat. Notification was also sent to all existing members whose terms are set to expire in 2022 requesting they submit an updated application thereby indicating their interest in being reappointed if not to their exiting board, possibly another one. All applicants are vetted to ensure there are no monies owed the City in the areas of court, liens, utilities, library, and taxes. Residency within the City of Denton is also verified. For those board whose members are required to meet certain special qualifications, documentation is obtained from the applicant verifying the special qualification indicated. As you know, in some instances, special qualifications are preferred but not mandated. Member terms are for two years, although the Public Utilities Board per the City Charter are assigned 4-year terms. Currently, there are five (5) members who have served the pre-requisite 2- year terms and must be replaced. These members as well as others who are not reappointed before the term end date hold over until such time as they resign, are appointed to another board, or are replaced. Members may be removed only for cause as noted below, although not all-inclusive. Date: June 24, 2022 Report No. 2022-039 • Missing more than three (3) regularly called/scheduled meetings in any one year or lack of attendance at 50% of the number of regular/scheduled meetings held in a year • Conviction of a felony • In rare cases, public hearing required (PUB) • Other as determined by City Council (consultation with attorney) Special appointment considerations are needed for the following boards. Attached is Exhibit 1 detailing the special qualifications for certain boards/commissions. The Denton Police Department Chief of Police Advisory Board is not included in that exhibit as all member terms do not end until 2023. • Development Code Review Committee • Member Margie Ellis on the Planning & Zoning Commission is termed; a new member will need to be appointed by City Council. Please submit your nominations to the City Secretary’s Office as soon as possible. • Health & Building Standards Commission – Qualifications are “To the extent possible…” • There are 4 existing vacancies • Historic Landmark Commission – Qualifications are mandatory • With 4 members affected this appointment cycle, three will have to meet the special qualifications • Zoning Board of Adjustment – No special qualifications • There are 2 existing vacancies EXHIBIT Exhibit 1 – Special Qualifications List STAFF CONTACT: Rosa Rios, City Secretary 940-349-8309 rosa.rios@cityofdenton.com City of Denton Boards & Commissions Special Qualifications ANIMAL SHELTER ADVISORY COMMITTEE HEALTH & BUILDING STANDARDS COMMISSION HISTORIC LANDMARK COMMISSION INTERNAL AUDIT ADVISORY COMMITTEE SUSTAINABILITY FRAMEWORK ADVISORY COMMITTEE At least 4 of the 7 members must be one of the following:  Licensed veterinarian who has a principal place of business or a residence in the city of Denton  City official  *Person who is employed by City of Denton Animal Shelter – does not have to live in City limits  Representative of an animal welfare organization To the extent that persons are available within the city, members shall consist of the following:  General contractor  Representative from electrical industry  Architect or engineer  Two persons associated with construction, development or real estate  Representative from plumbing industry  Other Denton County Historical Commissioners who are residents of the City of Denton are encouraged where possible for synergy between City and County efforts. At least five (5) members shall be required to represent one of the following memberships, qualifications, or professions:  Architecture;  History;  Architectural History;  Planning;  Prehistoric and Historic Archaeology;  Folklore;  Cultural Anthropology;  Curation;  Conservation; or  Landscape Architecture. Four members shall have academic, professional, occupational, or volunteer knowledge and/or experience in one or more of the Sustainability Framework Focus Areas:  Water  Air Quality/Greenhouse Gas Management  Energy Conservation/Efficiency  Land Use/Open Space  Transportation (alternative transportation/bike/walk)  Education/Community Engagement  Material Management (Solid Waste/Recycling/Waste Diversion)  Resiliency/Public Health Preference is given to individuals in the following professional fields including the teaching of such knowledge:  Auditing  Accounting  Finance  Public Administration  Risk Management 4 Existing Vacancies There are 4 existing members affected this appointment cycle; 3 must meet one of the noted special qualifications. *Must (re)appoint a Person employed by Animal Shelter this appointment cycle. NOTE: The Denton Police Department Chief of Police Advisory Board is not listed as terms do not end until 2023.