15 - Procedures for Appointment of Board & Commission MembersItem No. 15
TO: Mayor, Mayor Pro -Tem & City Council
Grayson Path, City Manager
FROM: Janice Ellis, City Clerk
SUBJECT: PROCEDURES FOR APPOINTMENT OF
BOARD & COMMISSION MEMBERS
DATE: June 14, 2021
BACKGROUND: Pursuant to policies and procedures, the Paris City Council appoints members
of the Boards and Commission at their second meeting in June.
STATUS OF ISSUE: On June 8, 2020, City Council approved a procedure to select members to
the Boards and Commissions. I have attached to this memo a list similar to those procedures, and
a sample ballot for reference. Prior to June of 2020, the City Council made appointments by
receiving nominations, and voting on the individuals.
We are asking that City Council establish a procedure by which they will make appointments at
the June 28 City Council meeting. There are two options as listed below:
j tion 1: Follow the attached procedures for the appointment of Boards and Commissions.
O tO�r,ion 2: Open the floor, take nominations for appointments and vote on the individuals.
BUDGET: This is a budget neutral item.
RECOMMENDATION: City staff recommends continuing with Option 1, as it proved to be a
successful procedure.
June 14, 2021
Procedures for the Appointment of
Board & Commission Members
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 may 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, the blank ballots will be submitted and each Council Member will
rank the applicants. The number one person on any ballot will be assigned a number of
points equal to the number of applicants for the position(s). Example: If there are d.J: ,'.',,
is � c,antmyou w iff five, your first choice & six"' ()w11 will h,e our���;ond cljoice
" i " points and so forth. This will continue until the last choice on each ballot will be
given one point.
9. Each Council Member will sign his or her ballot.
10. The points will be totaled, and the people with the top points will be announced.
11. The Council will vote on each individual for placement on the board or commission.
12. If there is a tie, the place may be determined by random lot or by a vote of the Council at
the Council's discretion.
13. 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.
14. If there are any problems or inconsistencies that arise from the above rules, the Council
will amend these rules by a simple majority vote.
Council Member:
HISTORIC PRESERVATION COMMISSION BALLOT
Instructions: You will give the person you want to serve on the board, the highest number of points.
Example: There are seven applicants, therefore give your top choice seven points, six points to your
second choice, and so forth. Please assign each applicant points (from seven points to one point).
Applicant Name
Number of Points to be given to Ap
2licant
Timothy Alexander (also applied for PEDC, Housing Authority, Main Street and Planning & Zoning)
2. Matthew Coyle (also applied for Planning & Zoning)
3. Tanner Dobrovolsky (also applied for Main Street Advisory Board)
4. Timothy Hernandez (also applied for PEDC & Main Street)
5. Randy Hider
6. Linda Vandiver
7. Andra "Kim" Walker
THERE ARE FOUR VACANCIES ON THIS COMMISSION