Boards and Commissions Boards and Commissions Boards and - - PDF document

Boards and Commissions Boards and Commissions Boards and Commissions Boards and Commissions Training f aining for r Training f aining for r Training f aining for r Training f aining for r County Depar County Departments ments County Depar County Departments ments

April 1 April 16, 20 , 2010 April 1 April 16, 20 , 2010

1

Boards and Commissions Boards and Commissions Boards and Commissions Boards and Commissions Handbook Handbook Handbook Handbook

Role of the Commissions:

• Commissions serve a vital role in

Commissions serve a vital role in County government by gathering and analyzing public input and recommending options to the Board of recommending options to the Board of

• Supervisors. The guiding principle of

any commission recommendation to the Board of Supervisors is that of the Board of Supervisors is that of addressing the overall public benefit.

• Some commissions are authorized by

So e co ss o s a e aut o ed by the Board of Supervisors to take independent action (i.e. Planning Commission Personnel Board Commission, Personnel Board, Assessment Appeals Board, etc.).

2

Boards and Commissions Boards and Commissions Boards and Commissions Boards and Commissions Handbook Handbook Handbook Handbook

• Commissions do not make policy

p y decisions, manage or direct programs, commit County resources or take an official resources, or take an official position that has not been approved by the Board of Supervisors.

3

Boards and Commissions Boards and Commissions Boards and Commissions Boards and Commissions Boards and Commissions Boards and Commissions Boards and Commissions Boards and Commissions Handbook Handbook Handbook Handbook

Qualifications to Serve on a Commission: The Board of Supervisors looks for: The Board of Supervisors looks for:

• committed, honest County

residents free from motives of personal gain willing to serve in the personal gain, willing to serve in the interest of the public, with high moral and ethical character.

• Members must have a genuine

Members must have a genuine interest in the work of the commission.

• A fair and open mind is important to

p p

• bjectively analyze issues and make

meaningful recommendations to the Board of Supervisors.

4

Boards and Commissions Boards and Commissions Boards and Commissions Boards and Commissions Boards and Commissions Boards and Commissions Boards and Commissions Boards and Commissions Handbook Handbook Handbook Handbook

Role and Responsibility of a Commissioner: Commissioner:

• Reviewing meeting materials in

d di i advance, attending meetings on time.

• Notifying the support staff and their

Chairperson if they cannot attend a meeting and volunteering for sub- meeting, and volunteering for sub committees.

5

Boards and Commissions Boards and Commissions Boards and Commissions Boards and Commissions Handbook Handbook Handbook Handbook

Commissioner Attendance Requirements: Requirements:

• Most commissions by ordinance

i h h ll b require that a vacancy shall be declared by the Board if a member misses three consecutive meetings or workshops.

• It is required that the
• It is required that the

commissioner call the clerk and the commission Chairperson if h / h

d

he/she cannot attend.

6

County Char County Charter County r County County Char County Charter County r County County Char County Charter County r County County Char County Charter County r County Char Charter Section r Section Char Charter Section r Section 506. 506. 506. 506.

• Members shall be residents of the

county If any member ceases to

• county. If any member ceases to

be a resident of the county, or fails to maintain qualifications for the

• ffice, the office shall become

vacant and the Board of Supervisors shall so declare. Supervisors shall so declare.

• Members of boards and

commissions appointed by the Board of Supervisors shall be subject to removal by the Board for willful or corrupt misconduct in willful or corrupt misconduct in

• ffice.

7

County Char County Charter County r County County Char County Charter County r County County Char County Charter County r County County Char County Charter County r County Char Charter Section r Section Char Charter Section r Section 506. 506. 506. 506.

• As soon as practicable, following

the first day of July of every year the first day of July of every year, each board and commission shall

• rganize by electing a chairperson

and vice-chairperson to serve at the pleasure of such board or commission. commission.

8

County Char County Charter County r County County Char County Charter County r County County Char County Charter County r County County Char County Charter County r County Char Charter Section r Section Char Charter Section r Section 506. 506. 506. 506.

• Each board or commission shall

hold regular meetings as are hold regular meetings as are required by ordinance and such special meetings as it may require.

• Each board and commission shall

adopt rules of procedure subject to adopt rules of procedure subject to approval by the Board of Supervisors.

9

County Char County Charter County r County County Char County Charter County r County County Char County Charter County r County County Char County Charter County r County Char Charter Section r Section Char Charter Section r Section 506. 506. 506. 506.

• A majority of the members of a

board or commission shall board or commission shall constitute a quorum for the transaction of business

• No act of a board or commission

shall be valid unless at least a shall be valid unless at least a majority of the entire membership concurs therein.

• All meetings shall be open to the

public.

10

Rules of the Board of les of the Board of Rules of the Board of les of the Board of Rules of the Board of les of the Board of Rules of the Board of les of the Board of Super Supervisor isors Super Supervisor isors

CHAPTER VII Committ CHAPTER VII Committees ees CHAPTER VII Committ CHAPTER VII Committees – ees – – Sec. 33

• ec. 33
• Sec. 33
• Sec. 33

Board Policy Committee Structure. There are five major policy j p y committees of the Board of Supervisors.

(a) Health and Hospital (b) Children, Seniors and Families (c) Housing Land Use Environment and (c) Housing, Land Use, Environment and Transportation (d) Public Safety and Justice (e) Finance and Government Operations (e) Finance and Government Operations In addition, the Legislative Committee of the Board, as described in Section 35 of , the rules, reviews legislation.

11

C i C i i i i C i C i i i i Comm

• mmiss

ssion

• n repor

reporting ng structure structure Comm

• mmiss

ssion

• n repor

reporting ng structure structure to Board of Super Board of Supervisor isors’ s’ to Board of Super Board of Supervisor isors’ s’ Committ Committees ees Committ Committees ees Committ Committees ees Committ Committees ees

Children, Seniors and Families Committee Committee

Commission on the Status of Women Human Relations Commission Senior Care Commission Senior Care Commission Social Services Advisory Commission

Fi d G t O ti Finance and Government Operations Committee

National Guard and Veterans' Affairs Commission

Health and Hospital Committee

Health Advisory Commission

12

Commission repor Commission reporting structure ing structure Commission repor Commission reporting structure ing structure Commission repor Commission reporting structure ing structure Commission repor Commission reporting structure ing structure to Board of Super Board of Supervisor isors’ s’ to Board of Super Board of Supervisor isors’ s’ Committ Committees ees Committ Committees ees

Housing, Land Use, and Environment Committee Environment Committee

Airport Land Use Commission Animal Advisory Commission Historical Heritage Commission Historical Heritage Commission

Public Safety and Justice Committee

C Domestic Violence Council

13

Rules of the Board of les of the Board of Rules of the Board of les of the Board of Rules of the Board of les of the Board of Rules of the Board of les of the Board of Super Supervisor isors Super Supervisor isors

CHAPTER VII Committ CHAPTER VII Committees ees CHAPTER VII Committ CHAPTER VII Committees – ees – – Sec. 33

• ec. 33
• Sec. 33
• Sec. 33
• Committee purpose: to evaluate and

make recommendations to the full make recommendations to the full Board on all items of significant importance, both fiscal and policy.

• Consistent with this mandate,

referrals shall be made directly to the itt b th C t E ti committees by the County Executive, County Boards and Commissions or individual Board members on the following matters: a) Issues which would implicate new

• r changed policy for the Board.

14

Rules of the Board of les of the Board of Rules of the Board of les of the Board of Rules of the Board of les of the Board of Rules of the Board of les of the Board of Super Supervisor isors Super Supervisor isors

CHAPTER VII Committ CHAPTER VII Committees ees CHAPTER VII Committ CHAPTER VII Committees – ees – – Sec. 33

• ec. 33
• Sec. 33
• Sec. 33

(b) Issues which would have an (b) Issues which would have an impact of $100,000 or more on the budget of the County. (c) Issues which, in the opinion of the County Executive or a member f th B d b f

• f the Board, may be of a

controversial nature and/or would benefit from a preliminary review by committee.

15

Board of Super Board of Supervisor isors s Policy licy Board of Super Board of Supervisor isors s Policy licy Manual Manual Manual Manual

CHAPTER VIII CHAPTER VIII CHAP CHAPTER VIII - TER VIII -

• 3.

3.1 1 POLIC POLICIES GO GOVERNING AD VERNING ADVISOR VISORY 3. 3.1 1 POLIC POLICIES GO GOVERNING AD VERNING ADVISOR VISORY BO BOAR ARDS AND DS AND COMMISSIONS R MMISSIONS REGARDING ING L LEGISLA SLATIVE IVE BO BOAR ARDS AND DS AND COMMISSIONS R MMISSIONS REGARDING ING L LEGISLA SLATIVE IVE AC ACTIVITIES AC ACTIVITIES

• Commissions or Advisory Boards

f S to the Board of Supervisors are authorized to recommend positions on public policy or p p p y legislative issues to the Board of Supervisors

• Can advocate or take a position on

local, state, national, or i i l bli li international public policy or legislative issues, if the Board of Supervisors has authorized them to do so.

16

Board of Super Board of Supervisor isors s Policy licy Board of Super Board of Supervisor isors s Policy licy Manual Manual Manual Manual

CHAPTER VIII CHAPTER VIII CHAP CHAPTER VIII - TER VIII -

• 3.

3.1 1 POLIC POLICIES GO GOVERNING AD VERNING ADVISOR VISORY 3. 3.1 1 POLIC POLICIES GO GOVERNING AD VERNING ADVISOR VISORY BO BOAR ARDS AND DS AND COMMISSIONS R MMISSIONS REGARDING ING L LEGISLA SLATIVE IVE BO BOAR ARDS AND DS AND COMMISSIONS R MMISSIONS REGARDING ING L LEGISLA SLATIVE IVE AC ACTIVITIES AC ACTIVITIES

• When any Commission or Advisory

f S Board to the Board of Supervisors recommends positions on local, state, national, or international public policy or legislative issues, the Legislative Committee of the Board of Supervisors will review Board of Supervisors, will review the Commission or Advisory Board’s proposed position and d i h i f determine the appropriateness of the position.

17

Board of Su Board of Super ervisor visors Polic licy Board of Su Board of Super ervisor visors Polic licy p y p y p y p y Manual Manual Manual Manual

CHAPTER VIII CHAPTER VIII CHAP CHAPTER VIII - TER VIII -

• 3.

3.1 1 POLIC POLICIES GO GOVERNING AD VERNING ADVISOR VISORY 3. 3.1 1 POLIC POLICIES GO GOVERNING AD VERNING ADVISOR VISORY BO BOAR ARDS AND DS AND COMMISSIONS R MMISSIONS REGARDING ING L LEGISLA SLATIVE IVE BO BOAR ARDS AND DS AND COMMISSIONS R MMISSIONS REGARDING ING L LEGISLA SLATIVE IVE AC ACTIVITIES AC ACTIVITIES

All items for the Legislative C

AC ACTIVITIES AC ACTIVITIES

Committee should be directed to the attention of the Deputy County Executive for Intergovernmental g Relations, copies to:

• Members of the Legislative Comm
• Members of the Legislative Comm.
• Board of Supervisors
• Legislative Director.

18

Board of Super Board of Supervisor isors s Policy licy Board of Super Board of Supervisor isors s Policy licy Manual Manual Manual Manual

CHAPTER VIII CHAPTER VIII CHAP CHAPTER VIII - TER VIII -

• 3.

3.1 1 POLIC POLICIES GO GOVERNING AD VERNING ADVISOR VISORY 3. 3.1 1 POLIC POLICIES GO GOVERNING AD VERNING ADVISOR VISORY BO BOAR ARDS AND DS AND COMMISSIONS R MMISSIONS REGARDING ING L LEGISLA SLATIVE IVE BO BOAR ARDS AND DS AND COMMISSIONS R MMISSIONS REGARDING ING L LEGISLA SLATIVE IVE AC ACTIVITIES AC ACTIVITIES

• When the Legislative Committee

considers a request or recommendation proposed by a Commission or Advisory Board for a y position on local, state, national, or international public policy or legislative issues the consideration legislative issues, the consideration and any recommendation is reported to the Board of S i l i h h l Supervisors along with the regular Legislative Committee Report.

19

Board of Super Board of Supervisor isors s Policy licy Board of Super Board of Supervisor isors s Policy licy Manual Manual Manual Manual

CHAPTER VIII CHAPTER VIII CHAP CHAPTER VIII - TER VIII -

• 3.

3.1 1 POLIC POLICIES GO GOVERNING AD VERNING ADVISOR VISORY 3. 3.1 1 POLIC POLICIES GO GOVERNING AD VERNING ADVISOR VISORY BO BOAR ARDS AND DS AND COMMISSIONS R MMISSIONS REGARDING ING L LEGISLA SLATIVE IVE BO BOAR ARDS AND DS AND COMMISSIONS R MMISSIONS REGARDING ING L LEGISLA SLATIVE IVE AC ACTIVITIES AC ACTIVITIES

• Commissions or Advisory Boards to

f S the Board of Supervisors should incorporate their legislative issues into the County’s Legislative y g Policies and Priorities document to facilitate coordination with the legislative cycle legislative cycle.

20

Board of Super Board of Supervisor isors s Policy licy Board of Super Board of Supervisor isors s Policy licy Manual Manual Manual Manual

CHAPTER VIII CHAPTER VIII CHAP CHAPTER VIII - TER VIII -

• 3.

3.1 1 POLIC POLICIES GO GOVERNING AD VERNING ADVISOR VISORY 3. 3.1 1 POLIC POLICIES GO GOVERNING AD VERNING ADVISOR VISORY BO BOAR ARDS AND DS AND COMMISSIONS R MMISSIONS REGARDING ING L LEGISLA SLATIVE IVE BO BOAR ARDS AND DS AND COMMISSIONS R MMISSIONS REGARDING ING L LEGISLA SLATIVE IVE AC ACTIVITIES AC ACTIVITIES

• Commissions and Advisory Boards

f should advise the members of the Legislative Committee and the Deputy County Executive for p y y intergovernmental Relations of local, state, national, or international public policy or international public policy or legislative issues that are under study, particularly, if they are to be h d l d f f l h scheduled for referral to the Legislative Committee.

21

Board of Super Board of Supervisor isors s Policy licy Board of Super Board of Supervisor isors s Policy licy Board of Super Board of Supervisor isors s Policy licy Board of Super Board of Supervisor isors s Policy licy Manual Manual Manual Manual

CHAPTER VIII CHAPTER VIII CHAPTER VIII - CHAPTER VIII -

• 3.2 OFF

3.2 OFF 3.2 OFF 3.2 OFF-

• SITE MEETINGS OF AD
• SITE MEETINGS OF ADVISO

VISORY SITE MEETINGS OF AD SITE MEETINGS OF ADVISO VISORY BOARDS A ARDS AND C D COMM MMISSIONS ISSIONS BOARDS A ARDS AND C D COMM MMISSIONS ISSIONS

Pursuant to Government Code S 4961 Section 54961: A legislative body may not conduct g y y any meeting or function in any facility where racial or other discrimination is practiced or which is inaccessible to practiced, or which is inaccessible to disabled persons, or where members

• f the public must pay to attend the

i meeting.

22

Board of Super Board of Supervisor isors s Policy licy Board of Super Board of Supervisor isors s Policy licy Manual Manual Manual Manual

CHAPTER VIII CHAPTER VIII CHAPTER VIII - CHAPTER VIII -

• 3.3

3.3 BUDGETS F BUDGETS FOR R COMMISSION BUSINESS COMMISSION BUSINESS 3.3 3.3 BUDGETS F BUDGETS FOR R COMMISSION BUSINESS COMMISSION BUSINESS

• Miscellaneous Commission

f expenses for mileage, child care, and meals shall be reimbursed…

• Approval to expend additional funds

for travel, fixed assets, and other necessary Commission business necessary Commission business shall be approved in advance by the Board of Supervisors.

23

Board of Super Board of Supervisor isors s Policy licy Board of Super Board of Supervisor isors s Policy licy Manual Manual Manual Manual

CHAPTER VIII CHAPTER VIII CHAPTER VIII - CHAPTER VIII -

• 3.27

3.27 POLICY REGARDING POLICY REGARDING COUNTY COUN COUNTY COUNSE SEL L REVIEW OF REVIEW OF 3.27 3.27 POLICY REGARDING POLICY REGARDING COUNTY COUN COUNTY COUNSE SEL L REVIEW OF REVIEW OF DOCUME DOCUMENTS AND S AND TRANSACTION TRANSACTIONS DOCUME DOCUMENTS AND S AND TRANSACTION TRANSACTIONS

• All legal documents (such as
• rdinances, and resolutions) being
• rdinances, and resolutions) being

presented to the Board for approval must be first reviewed by the Office of the County Counsel the County Counsel.

• Before placement on the BOS agenda

County Counsel must be provided with County Counsel must be provided with all relevant material sufficiently in advance of the Board meeting to allow th gh l g l i d thorough legal review and modifications or clarification where required.

24

Board of Super Board of Supervisor isors s Policy licy Board of Super Board of Supervisor isors s Policy licy Manual Manual Manual Manual

CHAPTER VIII CHAPTER VIII CHAPTER VIII - CHAPTER VIII -

• 3.27

3.27 POLICY REGARDING POLICY REGARDING COUNTY COUN COUNTY COUNSE SEL L REVIEW OF REVIEW OF 3.27 3.27 POLICY REGARDING POLICY REGARDING COUNTY COUN COUNTY COUNSE SEL L REVIEW OF REVIEW OF DOCUME DOCUMENTS AND S AND TRANSACTION TRANSACTIONS DOCUME DOCUMENTS AND S AND TRANSACTION TRANSACTIONS

• All "relevant material” includes the

legal document all exhibits and/or legal document, all exhibits and/or attachments, a copy of the draft transmittal, and information di h d f B d regarding the target date for Board consideration.

• All transmittals to the Board which

raise potential legal issues should first be reviewed by the Office of the first be reviewed by the Office of the County Counsel.

25

Board of Super Board of Supervisor isors s Policy licy Board of Super Board of Supervisor isors s Policy licy Manual Manual Manual Manual

CHAPTER VIII CHAPTER VIII CHAPTER VIII - CHAPTER VIII -

• 3.27.2

3.27.2 POLICY POLICY REGARDING REGARDING COUNTY COUNSEL COUNTY COUNSEL REVIEW OF REVIEW OF 3.27.2 3.27.2 POLICY POLICY REGARDING REGARDING COUNTY COUNSEL COUNTY COUNSEL REVIEW OF REVIEW OF DOCUME DOCUMENTS AND S AND TRANSACTION TRANSACTIONS DOCUME DOCUMENTS AND S AND TRANSACTION TRANSACTIONS -

• Timing

Timing of

• f Review

Review Timing of Timing of Review Review

• Materials should be provided to

County Counsel no later than 3 County Counsel no later than 3 weeks prior to the desired Board meeting which is approximately k i h d i f

• ne week prior to the date items for

that meeting must be submitted to the County Executive’s Agenda Review Committee.

26

Clerical Suppor Clerical Support f for Boards r Boards Clerical Suppor Clerical Support f for Boards r Boards and Commissions and Commissions and Commissions and Commissions

Agenda Preparation: Ag d ith Ch i

• Agenda - prepare with Chairperson,

finalize, and distribute.

• Prepare and distribute agendas at
• Prepare and distribute agendas at

least 7 days prior to the scheduled meeting date, this gives the Commissioners ample time for review. Items ma come from the

• Items may come from the

commissioners, public, prior meetings and County Departments.

27

Clerical Suppor Clerical Support f for Boards r Boards Clerical Suppor Clerical Support f for Boards r Boards and Commissions and Commissions and Commissions and Commissions

• Email commissioners and public

regarding agendas on the web. g g g

• Notification sent vial email to

commissioners and members of the public regarding publishing the agenda

• n the web.
• Hard copies are provided to

commissioners without web access and/or upon special request. (Department staff may need to provide sight-impaired commissioners with large font format copies of agenda packet).

28

Clerical Suppor Clerical Support f for Boards r Boards Clerical Suppor Clerical Support f for Boards r Boards and Commissions and Commissions and Commissions and Commissions

• Controversial items should be

discussed with County Counsel (i.e. discussed with County Counsel (i.e. if the public could perceive the commission is speaking on behalf of the County or if an item could the County or if an item could expose the County to any legal issues, etc.).

• Publish agendas with supporting

documents to web to provide the p public with access to the agenda.

29

Clerical Suppor Clerical Support f for Boards r Boards Clerical Suppor Clerical Support f for Boards r Boards and Commissions and Commissions and Commissions and Commissions

• Post agenda in a publicly accessible

area area.

• Regular meeting agendas must

be posted no later than 72 hours prior to the meeting.

• Special meeting agenda must be

posted no later than 24 hours posted no later than 24 hours prior to the meeting.

• Polling for a quorum.
• Attend meetings and prepare

minutes for regular business meetings meetings.

30

Clerical Suppor Clerical Support f for Boards r Boards Clerical Suppor Clerical Support f for Boards r Boards and Commissions and Commissions and Commissions and Commissions

Minutes Writing:

• Minutes are prepared for business

meetings only and are included on the next agenda for approval. COB does not e t age da o app o a CO does ot distribute the minutes to the public prior to the agenda distribution.

• In Keyboard the agenda language is

automatically captured in the minutes document document.

• The COB staff does not write verbatim or

extensive discussion

31

extensive discussion.

Clerical Suppor Clerical Support f for Boards r Boards Clerical Suppor Clerical Support f for Boards r Boards and Commissions and Commissions and Commissions and Commissions

• Minutes only reflect actions taken by

the Commissions the Commissions.

• Minutes are written in past tense.
• The name of the Commissioners in

attendance are captured under the p roll call heading. Late arrivals are also noted in the minutes.

• Public speakers and affiliation are

identified.

32

Clerical Suppor Clerical Support f for Boards r Boards Clerical Suppor Clerical Support f for Boards r Boards and Commissions and Commissions and Commissions and Commissions

• Always reflect the name of the

C i i h d th Commissioner who made the motion and who seconded.

• A motion that is not seconded

cannot be voted on – indicated in the minutes that “the motion failed the minutes that the motion failed for lack of a second.” Doc ment is ritten in s mmar

• Document is written in summary

action format.

33

Clerical Suppor Clerical Support f for Boards r Boards Clerical Suppor Clerical Support f for Boards r Boards and Commissions and Commissions and Commissions and Commissions

• The COB reflects the name of the

Commissioner who voted “no” and Commissioner who voted no and who abstained, but does not list who voted yes.

34

Clerical Suppor Clerical Support f for Boards r Boards Clerical Suppor Clerical Support f for Boards r Boards and Commissions and Commissions and Commissions and Commissions

Transmittals:

• Include the name of the commission in

Include the name of the commission in the Recommended Action language.

• Placement on BOS agendas should be

d th B d d C i i under the Boards and Commissions header (not regular department heading).

• Effective January 2010 Resolutions for

y adoption are placed on the consent Calendar.

• If a Resolution is to be adopted and

presented the Department must obtain authorization from the Board President for placement on the agenda as a 1:30 time certain item.

35

Clerical Suppor Clerical Support f for Boards r Boards Clerical Suppor Clerical Support f for Boards r Boards and Commissions and Commissions and Commissions and Commissions

Clerking the Meetings:

• Note the start time and end time of
• Note the start time and end time of

meeting; if they take a recess, note that time also).

• Note who’s present, who’s absent, and if
• thers arrive late note the time.
• Meeting cannot start until a quorum is

present (quorum is one half of number of positions plus one, so any absences and p p , y abstentions from voting do not help achieve a quorum or a passing vote on an item.

36

Clerical Suppor Clerical Support f for Boards r Boards Clerical Suppor Clerical Support f for Boards r Boards and Commissions and Commissions and Commissions and Commissions

• In order to reconsider a vote, a

member who voted on the prevailing side has to make a motion to reconsider, and there must be a , second, and then must be voted on and passed. Then a separate vote is made on the matter itself. made on the matter itself.

• Need to verify that members have
• aths of office on file before they are
• aths of office on file before they are

allowed to vote including reappointed members.

37

Clerical Suppor Clerical Support f for Boards r Boards Clerical Suppor Clerical Support f for Boards r Boards and Commissions and Commissions and Commissions and Commissions

• Meeting Preparation:

A i ti Li t i g D i Assistive Listening Device Attendance Sheet Business Card Request forms Calendar (Commission BOS and Calendar (Commission, BOS, and Committees) Correspondence County Charter County Charter Gavel Guest Sign-In form Handbook Handbook Night meeting schedule for MAC Room Nameplates Note Pad

38

Clerical Suppor Clerical Support f for Boards r Boards Clerical Suppor Clerical Support f for Boards r Boards and Commissions and Commissions and Commissions and Commissions

Oaths Pens Polling form Recording device (digital and/or CD) Records Request forms Request for Business Card forms Request for Parking Permit forms Request-to-Speak forms Robert’s Rule of Order Room set-up needed? Roster of Members

39

Clerical Suppor Clerical Support f for Boards r Boards Clerical Suppor Clerical Support f for Boards r Boards and Commissions and Commissions and Commissions and Commissions

Other Clerical Responsibilities: Other Clerical Responsibilities:

• Departments may make travel

f i i arrangements for commissioner as needed. Must maintain audio files

• Must maintain audio files.
• Maintain commission websites.

40

Clerical Suppor Clerical Support f for Boards r Boards Clerical Suppor Clerical Support f for Boards r Boards and Commissions and Commissions and Commissions and Commissions

• Annual Work Plan:
• Agendize for Commission Approval by

g pp y January

• Chair can establish an Ad Hoc

committee to develop the Plan.

• Administrative staff may prepare a

draft Plan for the commission.

• Submit to the Clerk of the Board by

April 1.

• The Clerk of the Board Submits to the

BOS Committees in May. C C

• Chair or Commissions representative

should attend the Committee and Board meeting to address any issues.

41

Clerical Suppor Clerical Support f for Boards r Boards Clerical Suppor Clerical Support f for Boards r Boards and Commissions and Commissions and Commissions and Commissions

• Current Commissioner Roster

Information Information

• Contact information is not for

public distribution.

• Current commissioners

information and Agenda Distribution list will be provided to Affected Departments electronically electronically.

42

Pr Processes R

• cesses Remaining with

maining with Pr Processes R

• cesses Remaining with

maining with The Clerk of the Board The Clerk of the Board The Clerk of the Board The Clerk of the Board

• Receive, distribute appointment

applications to BOS and file applications to BOS and file.

• Provide commissioner appointment

d d i f i data and contact information to departments.

43

Pr Processes R

• cesses Remaining with

maining with Pr Processes R

• cesses Remaining with

maining with The Clerk of the Board The Clerk of the Board The Clerk of the Board The Clerk of the Board

Oath of Office:

• Department al Commission clerks

will be deputized to administer oath

• f Office
• f Office.
• Provide “appointment packets” to

appointees (including Brown Act and Statement of Economic Interest etc.) etc.)

• Administer A-Permit parking

process.

44

Pr Processes R

• cesses Remaining with

maining with Pr Processes R

• cesses Remaining with

maining with The Clerk of the Board The Clerk of the Board The Clerk of the Board The Clerk of the Board

• Continue to staff Support the

remaining 27 Commissions remaining 27 Commissions.

• Coordinate with County Counsel to

provide trainings on Ethics, Brown p g , Act, and Statement of Economic Interest .

• Maintain COB commissioner
• database. (Departments must have

their own contacts information ) their own contacts information.)

• Provide letters to commissioners

upon expiration of terms. p p

• Process resignations/vacation of

positions.

45

Pr Processes R

• cesses Remaining with

maining with Pr Processes R

• cesses Remaining with

maining with The Clerk of the Board The Clerk of the Board The Clerk of the Board The Clerk of the Board

Please continue to coordinate with the Clerk of the Board’s Office regarding: Clerk of the Board s Office regarding:

• Changes in membership
• Vacancies

Vacancies

• Expirations
• Resignations
• Contact information changes

(address, phone, email, etc.)

• Departmental Staff Changes

46