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CC Resolution No. 8828 RESOLUTION NO. 8828 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CUPERTINO RESCINDING RESOLUTION NO. 8819 AND ESTABLISHING RULES GOVERNING RECRUITMENT, APPOINTMENT AND RE APPOINTMENT TO CITY ADVISORY BODIES WHEREAS, the City Council of the City of Cupertino wishes to establish uniform terms and conditions of office to advisory Committees and Commissions; and WHEREAS, there are within the City of Cupertino many citizens with talent, expertise and experience who wish to serve the community; and WHEREAS, the City Council believes it is important to provide these citizens the opportunity to contribute to their community; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Cupertino establishes the following rules governing recruitment, appointment and re appointment to City of Cupertino advisory bodies. A. RECRlliTMENT 1. Two months before regular terms expire, or immediately following receipt of a resignation, the Public Information Officer publishes notice of vacancies in the Cupertino Scene and newspapers and puts the information on cable TV. 2. Two deadlines are included in the notices. The application period is extended for five days if an incumbent has not applied by the first published deadline. During the extended period only non incumbents may apply. 3. Applications will be kept active for a maximum of one year after Council review. 4. Those persons with applications on file are advised of the vacancy by the City Clerk and may activate that application. The application is not reactivated automatically. Upon receipt of the notice, the applicant must call the City Clerk's Office and state s/he wishes to be considered. RESOLUTION NO. 8828 5. An applicant may file for a maximum of two commissions at anyone application period. 6. A member of an advisory body, having completed two consecutive terms, must wait one year before being eligible to apply for the same commission or committee. 7. Notice of vacancies will be distributed by the City Clerk to the Chamber of Commerce, selVice organizations, and other organizations as appropriate with respect to the openings. 8. Notice of the vacancies will be posted in the City Clerk's office. 9. Application forms will be available in the City Clerk's office and will be mailed with information about the openings upon request. 10. When the final deadline has passed the City Clerk's Office will mail applicants the date, time and location of the intelViews along with sample questions to consider. 11. The City Clerk's Office will copy the applicant's written material for Council members.. The written material will also be available for public review in the City Clerk's Office and the Cupertino Library. 12. An applicant who is unable to attend the intelView may submit a five-minute video presentation in advance of the intelView meeting and may be intelViewed by speakerphone. The tape will be reviewed and the call made at the meeting. The video would be made by City staff at the applicant's request and approved by the City Clerk. These costs will be funded by the City. B. INTERVIEWS AND APPOINTMENTS 1. After review of the applications and other material, any additional questions a Council member wants to have asked will be forwarded to the Mayor prior to the meeting. Follow-up questions may be asked by other Council members during the interviews. 2. All applicants shall be present in the room when the meeting is called to order. The Mayor will then explain the process and ask that they leave the room until it is time for their intelView. This is optional as the meeting is public. After the applicant is interviewed, sIhe may choose to remain in the room. 3. The order in which intelViews are scheduled to take place will be determined by a drawing of names. This will be done in advance by the City Clerk. 2 RESOLUTION NO. 8828 4. Interviews are infonnal and usually last 5-10 minutes. Council members are looking for: (a) familiarity with the subject; (b) decision-making ability; (c) commitment to the position applied for. 5. Appointment will be made following a vote in public. Ballots will be distributed, the Council members will vote and sign the ballots. Vote will be announced by the City Clerk. The number of ballots will be detennined by the number of applicants and vacancies. (Guidelines for detennining the number of ballots is attached Exhibit "A".) 6. Following appointments, all applicants will be sent a letter and applications will be kept for one year. 7. Presentation of Certificate of Appointment will be scheduled for the next Council meeting. C. GENERAL PROVISIONS 1. If a vacancy occurs for an unexpired tenn and interviews for appointment to that advisory body have been conducted within the previous ninety days, the unexpired tenn may be filled from those applications following the required posting of the vacancy. 2. Restrictions listed in this resolution do not apply to temporary appointments for unexpired tenns. 3. A member shall be considered removed from an advisory body under the following conditions. (a) A member misses more than three consecutive meetings. (b) A member misses 25% of the body's meetings in a calendar year. 4. No application shall be accepted after the deadline. 5. All provisions of this resolution shall apply unless otherwise decided by the City Council on a case by case basis. 3 RESOLUTION NO. 8828 PASSED AND ADOPTED at a regular meeting of the City Council of the City of Cupertino this 1st day of February , 1993 by the following vote: Vote Members of the City Council A)'ES: Dean, Goldman, Koppel, Sorensen, Szabo NOES: None ABSENT: None ABSTAIN None ATTEST: APPROVED: /s/ Dorothy Cornelius City Clerk /s/ Nick Szabo Mayor, City of Cupertino 4 RESOLUTION NO. 8828 Exhibit "A" GUIDELINES FOR APPOINTMENTS TO ADVISORY COMMITTEES 1 Aoolicants Ballots 1-5 1 6-10 2 more than 10 3 1-7 1 8-12 2 more than 12 3 1-9 1 10-14 2 more than 14 3 Vacancies 2 3 5