Policies & Procedures for Boards, Commissions & Committees

The City of Pinellas Park's Boards, Commissions and Committees provide an invaluable service to the City. Their advice on a wide variety of subjects aids the Mayor and City Council in the decision-making process. It is because of their detailed study and recommendations that many successful City programs exist today.

Boards, Commissions and Committees originate from different sources and historically began by Mayor and City Council action, either in the form of Ordinance or Resolution, stating their purpose and function, which is examined periodically by the Mayor and City Council to determine its effectiveness. The size of each Board, Commission or Committee is determined by its duties and responsibilities. They have been formed and reformed throughout the years, and the adoption of uniform rules of procedure has become necessary to assure maximum productivity.

Our Boards, Commissions and Committees bring together a variety of citizen viewpoints, which might not otherwise be heard. Persons of wide-ranging qualifications who are interested in public service training but not in competing for public office can this way be involved in government. These bodies also serve as a training ground or stepping stone for qualified persons who are interested in seeking public office.

Appointments

Members of all Boards, Commissions and Committees are appointed by the Mayor and City Council Members.

Vacancies are advertised, so that any interested citizen may make application, with the exception that

• the Library Board REQUIRES APPLICANTS TO BE A RESIDENT OF THE CITY OF PINELLAS PARK FOR AT LEAST ONE (1) YEAR PRIOR TO APPOINTMENT, and
• the Board of Adjustment, Civil Trial Commission, Code Enforcement Board, Equestrian Trail Study Commission, Library Board, Planning and Zoning Commission and the Recreation Board, REQUIRES APPLICANTS TO BE RESIDENTS OF THE CITY OF PINELLAS PARK.

Lengths of term vary, but in all cases overlapping terms are intended. This provides for continuity on the various Boards, Commissions and Committees.

Newly appointed members will be notified of their appointments and arrangements will be made to take their Oath in the City Clerks' Office at a convenient time for them. The appointee shall receive a briefing by the appropriate staff regarding duties and responsibilities. This shall include a review of the Sunshine and Conflict of Interest laws.

Members may resign any time their personal circumstances prevent effective service.

Operating Policies

All meetings of Boards, Commissions and Committees are open to the public. When extraordinary circumstances dictate, such as an expected overflowing crowd, the meeting may be moved to a larger facility. Notice of new meeting facilities will be publicized well in advance.

The number of meetings related to business needs of the Board, Commission or Committee may be set by the individual body. Excessive absenteeism, excluding illness or necessary travel, is cause for removal by the Mayor and City Council.

Minutes and voice recordings are kept of all meetings and are forwarded to the City Clerk's Office after each meeting. Any person can purchase a tape recording of a meeting and/or copies of minutes of the meeting. Any person interested in listening to any tape recording can do so at any time. If possible, it would be best to call for an appointment at (727) 541-0706.

All members of advisory bodies should be aware of the need to avoid any instance of Conflict of Interest. Local Public Officers, who are appointed members of a board of any political subdivision (except members of solely advisory bodies), are PROHIBITED FROM VOTING on measures which inures to their special private gain or to that of one by whom they are retained; they must publicly announce the nature of their interest before the vote and must file a memorandum of voting conflict with the recording officer within FIFTEEN (15) days after the vote occurs disclosing the nature of their interest in the matter. The memorandum of voting conflict must be attached to the minutes of the meeting where the conflict occurred, and must be read publicly at the next meeting AFTER the form is filed.

Appointment Procedures

Vacancies on the City Boards, Commissions and Committees occur due to term expiration, resignation or removal by the Mayor and City Council. Letters of resignation or, if none were received, memos from the respective department advising of a vacancy, are to be filed in the City Clerk's Department.

The City Clerk's Department will maintain a list of all Boards, Commissions and Committees and the expiration dates of those serving. Through this listing, departments will be notified prior to term expirations, to allow time to verify if the incumbent would consider reappointment or if recruitment is necessary.

It shall be the responsibility of the respective departments to assist in obtaining candidates for City Boards, Commissions and Committees by issuing a press release. Each notice should contain a description of that particular board and its functions, scheduled meeting times and special requirements. The public service announcements sent to the media will note that applications are available in the City Clerk's Office, or that interested parties may call the City Clerk's Office at (727) 541-0706, and request that an application be mailed to them.

Filing of Application

The original of all applications shall be filed in the City Clerk's Office. Applicants shall be informed that applications will be maintained for a year from the date of receipt. IF AN APPLICATION IS SUBMITTED AND REJECTED BY COUNCIL ON THREE (3) OCCASIONS, AND AFTER ONE INTERVIEW, IT WILL BE REMOVED FROM ANY FURTHER CONSIDERATION, REGARDLESS OF THE TIME FRAME.

Vacancies

Upon notification of a pending vacancy, the effected department is to contact the City Clerk's Office for available applications, ones specifically submitted for a particular Board, Commission or Committee, and all other applications where no particular preference is indicated.

Notice of Consideration

Applicants being considered for appointment are to be notified by the respective department, in writing or by telephone, that their name is being submitted for consideration and that they may be called for an interview by the Board, Commission or Committee for which they applied.

After the interviews, the Board, Commission or Committee shall submit their recommendation on a future City Council Meeting Agenda for approval by the Mayor and City Council.

The respective department shall contact the applicant as to the Mayor and City Council's decision of their appointment.

Notification of Appointment

Applicants appointed by the Mayor and City Council will be notified by letter from the City Clerk's Office, requesting the appointee visit the City Clerk's Office to receive their Oath of Office.

The respective department involved with the vacancy shall notify the other applicants, by letter, that an appointment has been made and that their application will be kept on file for a year from the date of receipt.