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COUNTY OF SAN MATEOInter-Departmental Correspondence |
Office of County Counsel |
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DATE: |
January 2, 2002 |
BOARD MEETING DATE: |
January 15, 2002 |
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TO: |
Honorable Board of Supervisors |
FROM: |
Thomas F. Casey III, County Counsel |
SUBJECT: |
Boards and Commissions |
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Recommendation |
1. |
Adopt a resolution setting forth the revised standing rules for all county boards, commissions and advisory committees. |
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2. |
Approve a "template resolution" to be used for creation of new boards, commissions and advisory committees, and for making changes to existing boards, commissions and advisory committees. |
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3. |
Adopt resolutions for four existing boards, commissions and advisory committees: the Commission on Aging, the Colma Creek Advisory Committee, the Drug and Alcohol Advisory Board and the Youth Commission, that have been prepared according to the new template resolution. |
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Discussion |
In November, 2001, we provided your board with a report on our review of the 33 county boards, commissions and advisory committees to which your Board appoints citizen members. As a follow-up to that report, we have prepared a resolution setting forth revised standing rules that apply to all boards, commissions and advisory committees. |
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In March 1999, your Board adopted Resolution No. 62607, which set forth the "standing rules for boards and commissions." We have prepared an updated resolution to include several new provisions. The new provisions were either mentioned in our report of November, 2001 or suggested by members of the Board of Supervisors. Items 1 through 10 of the proposed resolution on standing rules are restatements of the rules adopted by the Board of Supervisors in 1999, and items 11 through 21 contain the new provisions. |
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In addition to the former standing rules, the proposed resolution on revised standing rules contains the following new items: |
1. |
It synchronizes the starting and ending dates for all terms to begin on Jan. 1, Apr. 1, July 1, and Oct. 1, so that all vacancies arise regularly, and the Board of Supervisors can make appointments on a quarterly basis. As we prepare updated resolutions, we will attempt to distribute the vacancies evenly throughout the year. |
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It clarifies that the term limit is 12 years, which is more suitable than the "three term limit," because some terms are four years long and others are only three years long. |
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The resolution specifies that unless specified elsewhere, the length of a "standard term" is four years. |
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The standing rules clarify the role of the youth members that were deployed to various commissions in 1999, and specifies that they are to be voting members wherever possible. |
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The resolution requires the personal administration of an oath of office by the clerk of the board of supervisors or a deputy. |
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The resolution requires that the groups develop standing rules for the conduct of their meetings, and submit them to the County Counsel for approval and to the Clerk of the Board of Supervisors for filing. |
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The resolution provides that members of boards, commissions and advisory committees are to be designated as "voting" or "non-voting" members, in order to avoid the confusion and various meanings that result from the use of the term "ex officio member." |
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The resolution requires boards, commissions and advisory committees to select a Chair and a Vice-Chair from among their membership. |
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The resolution permits boards, commissions and advisory committees to establish sub-committees as needed, which include persons who are not members of the Board. |
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The resolution requires each board, commission and advisory committee to develop an annual work plan, and submit an annual report to the Board of Supervisors. |
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Finally, the Clerk of the Board of Supervisors will distribute the standing rules to each board, commission or advisory committee, as several of the groups reported that they were unaware of the existence of the standing rules. |
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The template can be used to create new boards, commissions and advisory committees, and to make changes to existing bodies. The four resolutions for the existing groups-- Commission on Aging, the Colma Creek Advisory Committee, the Drug and Alcohol Advisory Board and the Youth Commission- have been prepared using the new template resolution. In preparing those resolutions, we have solicited and incorporated the input of county employees who serve as liaisons to the affected groups. |
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The Commission on Aging has requested that the terms of their members be three years rather than four, in light of the demographics of that commission. |
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The Youth Commission has requested that its members be exempt from complying with the disclosure requirements of the Political Reform Act of 1974. As well, because its activities are tied to the school year, the Youth Commission has requested that its members' terms start on July 1 and end upon graduation from high school. |
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The Drug and Alcohol Advisory Board has requested that the requirement of an annual work plan may be met by reviewing and submitting input into the Human Services Agency's Drug and Alcohol plan, as long as said plan is submitted to this board for its review and approval. |
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We expect that the template, tailored to the needs of individual boards and commissions, will achieve a degree of standardization while recognizing the unique functions of each of the boards, commissions and advisory committees. |
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_________________________________ |
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Thomas F. Casey III, County Counsel |
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cc: |
John L. Maltbie, County Manager |
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Department Heads |
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B&CBdMemo |