HomeMy WebLinkAboutMINUTES - 06031997 - C38 39
IOC - 03
TO: BOARD OF SUPERVISORS
�.>�.1. .. Contra
INTERNAL OPERATIONS COMMITTEE ?� Costa
FROM:
County
May 20 1997 f>.
GATE:
q cni.r
SUBJECT: APPLICATION OF THE BOARD'S POLICY ON THE USE OF ALTERNATES
ON ADVISORY BODIES
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATIONS:
1. ADOPT as a general policy of the Board of Supervisors that advisory bodies
which are listed in the "Maddy Book" should have alternates who can sit in
and vote for certain specified members when they are absent and who would
automatically assume a vacancy in any of those specified seats.
2. AGREE that this policy should be applied to seats on advisory bodies in which
there are four or more seats with essentially identical qualifications.
3. APPLY the above policy to the seats on the advisory boards listed on the
chart attached to this report.
4. ABOLISH the Animal Welfare Advisory Committee effective immediately as
it has completed its assigned task.
5. DIRECT the Clerk of the Board of Supervisors to remove from the "Maddy
Book" the entry for Emergency Communications Advisory Board which is no
longer advisory to the Board of Supervisors.
6. DIRECT the Clerk of the Board of Supervisors to remove from the "Maddy
Book" the entry for the Diablo Municipal Advisory Council which consists of
elected representatives. Bodies which have elected representatives are not
generally tracked by the Clerk of the Board and are not entered in the "Maddy
Book."
CONTINUED ON ATTACHMENT: YES SIGNATURE:
RECOMMENDATION OF COUNTY ADMINISTRATOR ---RECOMMENDATION OF BOAR MMITTEE
APPROVE QTRER
_ " A /
JI R E
ON R ER
SIGNATURES
ACTION OF BOARD ON _ APPROVED AS RECOMMENDED X OTHER
VOTE OF SUPERVISORS
1 HEREBY CERTIFY THAITHIS IS A TRUE
X UNANIMOUS(ABSENT — — — ) AND CORRECT COPY OF AN ACTION TAKEN
AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD
- ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN.
AT June 3 , 1997
contact: County Administrator PHIL BATCHELOR.CLERK OF THE BOARD OF
CC: SUPERVISORS AND COUNTY ADMINISTRATOR
BY
DEPUTY
IOC - 03
7. TAKE no further action at this time on advisory bodies listed in the "Maddy
Book" which are not listed on the attachment to this report.
8. In order to keep the "Maddy Book" up to date, DIRECT staff to each of the
advisory bodies to-which this policy applies to notify the Clerk of the Board
when an alternate takes the place of a member who has resigned. These
changes should be placed on the Board's consent calendar solely for the
purpose of noting the vacancy and the fact that the alternate has assumed the
vacant seat.
9. DIRECT the Clerk of the Board of Supervisors to place a copy of this report
in 'each copy of the "Maddy Book" and to update the information sheet for
each of the affected advisory bodies when the information sheet is updated
for any other purpose to indicate whether or not the alternate is to
automatically assume the seat of a member when the seat becomes vacant.
10. DIRECT the County Administrator to notify the department head and staff
person for each of the affected advisory bodies, indicating what action the
Board of Supervisors has taken regarding that advisory body and what actions
by the advisory body or staff are required.
11. LEAVE this subject matter on referral to the Internal Operations Committee
in the event additional recommendations are required.
BACKGROUND:
On December 3, 1996, the Board of Supervisors adopted a report from the 1996
Internal Operations Committee which expressed the intent of the Board to adopt a
policy that certain advisory bodies would have alternates who could sit in to fill in for
an absent member and who would automatically take the seat of a member for
whom they were the alternate when a member resigned. Staff was first asked to
contact each of the advisory bodies and determine what problems such a policy
might create and what feelings the advisory body had about the application of such
a policy to the advisory body.
That has now been done. At our meeting on May 20, 1997, we reviewed the
comments that had been received and determined which seats on which advisory
bodies were appropriate for the application of this policy. The recommendations we
are making to the Board at this time are reflected in the attached chart which lists the
advisory body to which the policy should apply and to which seats the policy should
apply. In some cases the Maddy Book already reflects that there are alternates on
the advisory body. In this case we are simply suggesting that the alternate
automatically assume a vacancy. In other cases, there are no alternates on the
advisory body at this time so we are recommending that an alternate seat be
created.
It will still be necessary to note the fact that an alternate has assumed a vacancy on
an advisory body so that the Maddy Book will be kept up to date.
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