Recommendation

The Boards and Commissions Workgroup, formed by the Mayor and Council in November 2008, is making the following recommendations for consideration by the Mayor and Council:

Recruitment of members:

#1 Recommend placing persons seeking reappointment to a City Board or Commission into the same pool as people seeking appointment for the first time.

NOTE: Regardless of how an opening becomes available, either by the occurrence of a vacancy or a term ending, the opening should be advertised and applications solicited broadly. If applicable, any member wishing to be reappointed would also be required to submit an application. When an incumbent is interested in being reappointed, that could be noted in the advertisement.

The Workgroup felt that if this recommendation were implemented, it would negate the need for term limits, since the position would be open not only to the person wishing to be appointed, but also to the citizenry-at-large. It would be up to the Mayor, with the advice and consent of the Council, to decide among all of the applicants, judging the merits of the person wishing to be reappointed along with the others.

If this change is approved, a suggested implementation date would be September 1, 2009. This would allow for some transition over the summer.

#2 Recommend that persons seeking reappointment respond to some questions in writing about why they are seeking reappointment

NOTE: Currently, individuals who wish to be appointed to a Board or Commission submit an "Expression of Interest Form," often accompanied by a resume. The Workgroup felt that a similar form should be required for those seeking reappointment. In addition to providing updated information about members, the form would require persons asking to be reappointed to outline their contributions to the Board or Commission, why membership has been important to them, etc.

Appointment Process

#1 Recommend interviewing candidates for the Commissions dictated by State Article 66-B (Planning Commission, Historic District Commission, and the Board of Appeals)

NOTE: If desired, a quorum of the Mayor and Council can meet in Executive Session as a group to interview candidates for any Board or Commission (per the City Attorney's Office)

#2 Recommend providing for some period of time (minimum of three weeks) between notification by the Mayor as to plans to make an appointment so that the other members of the Mayor and Council can have some time to contact applicants (Example: In the beginning of January, the Mayor would notify the other members of the Mayor and Council about the appointments and reappointments planned for February)

NOTE: Currently, the Mayor places the name of the appointee on the agenda for the next meeting. An exception to this is any appointment to the Planning Commission, Board of Appeals, or Historic District Commission, which requires the Mayor to give the other members of the Mayor and Council more advance notice.

Length of terms

Recommend a three-year term for all of the Boards and Commissions with the exception of the following:

• The Planning Commission (5 years as dictated by State Article 66-B)
• Board of Supervisors of Elections (recommend 4 years to correspond with at least two City elections - the term is currently four years)
• Compensation Commission (recommend 4 years to correspond with at least two City elections - the term is currently six years)

Change in Law or Policy
A directive to change the length of terms of a Board or Commission may require amendments to the enabling legislation of that group in the City Code.

Discussion
In November, 2008, the Mayor and Council discussed the need to look into the appointment process and administrative practices relative to the City of Rockville's Boards and Commissions. As a result of the discussion, a workgroup, under the leadership of Councilmember Marcuccio was convened. The workgroup consisted of volunteers solicited by Councilmember Marcuccio. They were drawn from several constituencies, including members and chairs of boards and commissions, former elected officials, and interested citizens. A list of the members is attached. (Attachment B)

The group met on December 10, 2008, and January 21 and February 25, 2009. At the last meeting, the group endorsed the recommendations listed above, with the understanding that Councilmember Marcuccio would present them to the Mayor and Council at a later date.

Mayor and Council History
This is the first time this item has been brought before the Mayor and Council.

Public Notification and Engagement
The meetings of the Boards and Commissions Work Group were open to the public. Articles about the group appeared in the January 2009 Rockville Reports and the Rockville Gazette about the tasks of the group .

Boards and Commissions Review
Several members of the City's Boards and Commissions served officially on the workgroup. Others attended the meetings.

Next Steps
As noted above, some changes to the City Code may need to be enacted if there are changes to the length of membership terms. The "Policies and Procedures Handbook" given to every new member of a City board or commission would have to be revised to take into account any changes. A training session for both members and staff liaisons would also need to be scheduled to apprise everyone of any changes.

Attachments

Department Head:



Claire Funkhouser, City Clerk/Treasurer
Approved on: 05/12/2009