25 - Appointments to Boards & CommissionsItem No. 25
TO: Mayor & City Council
Grayson Path, City Manager
FROM: Janice Ellis, City Clerk
SUBJECT: APPOINTMENTS TO BOARDS & COMMISSIONS
DATE: June 22, 2020
BACKGROUND: Policies and Procedures for Boards & Commissions adopted by City Council
require that appointments be made at the second regular City Council meeting in June. At the
June 8, 2020 Council Meeting, the City Council approved a new method of selecting Board and
Commission members to fill vacant positions to be implemented this year. This method for
filling the Board and Commission positions is attached below.
STATUS OF ISSUE: Currently there are board members whose terms are expiring effective
June 30, 2020, as well as several unexpired terms to be filled on various City Boards and
Commissions. The City Clerk has been receiving applications and distributing those applications
to City Council via their I -Pads, once residency and voter registration has been verified. In
addition, paper copies of the applications will be provided to City Council at the meeting.
BUDGET: N/A
RECOMMENDATION: Appoint members to the fill board and commission vacancies.
PROCEDURES FOR APPOINTING MEMBERS TO BOARDS AND COMMISSIONS
1. The first committee to be voted upon will be the PEDC.
2. The second committee will be Planning and Zoning.
3. The order of the rest of the committees will be determined by the number of people
applying. The committee with the most applicants will be voted upon next. This will
progress until all committees have been filled.
4. Any of these rules can be suspended or changed by a simple majority vote of the
council.
5. If any committee has applicants equal to or less than the number of vacancies on that
committee, the council may fill the available positions with a majority vote.
6. Each vote for committee membership will be preceded by a council discussion about
any of the applicants.
7. Any applicant will be permitted to address the council regarding the board position that
he or she is applying to.
8. After all discussion, each council member will rank the applicants in order from one to
the number of applicants for the board being voted upon.
9. Each council member will sign his or her ballot.
10. Each ballot will include a ranking of each candidate from number one down to the total
number of people applying for the board.
11. After the ballots have been submitted, each candidate will be given a numerical ranking
on each ballot based upon adding the point total from all ballots. The number one
person on any ballot will be assigned a number of points equal to the number of
applicants for the position(s).
12. The number two person on each ballot will be given a number of points equal to the
number of applicants minus one.
13. This will continue until the last choice on each ballot will be given one point.
14. The points will be totaled, and the people with the top points will be placed on the
appropriate board.
15. If there is a tie, the two people who tied will be brought back to the council for a public
vote.
16. If the public vote ends in a tie, then the person who obtained the highest votes by
individual council members on the original ballot will be determined the winner.
17. If there is still a tie, the place may be determined by random lot or by a future vote of
the council at the council's discretion.
18. In the event that someone has applied for multiple board positions, every effort will be
made to place the applicant in his or her most preferred board position at the discretion
of the council.
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20. If there are any problems or inconsistencies that arise from the above rules, the council
will amend these rules by a simple majority vote.