Oversight Committee for Enterprise Funds

Overview

City Boards, Commissions, and Committees

The City Council appoints members to various boards, committees, and commissions, including:

• Planning Commission
• Design Review Board
• Public Arts Committee
• Other Miscellaneous Boards/Committees/Commissions as Approved by the City Council

This application is for appointment to the Standing Committee (following Brown Act Regulations for Open Meetings) for the Oversight Committee for Enterprise Funds.

Composition and Qualifications

The Committee shall be composed of no more than six (6) members who are at least 18 years of age, reside or have a business in Sebastopol, and have one of the following qualifications:

• One member of the City Council
• At least one person who owns or is a representative of a business in the City of Sebastopol City limits
• At least two people who are residents of the City of Sebastopol and actively engaged in City governance (such as active engagement with the Council)
• At least one person who is a resident of the City of Sebastopol and who has expertise in accounting, auditing, or another financial field (please include details of qualifications)

Duties

The Committee shall act in an advisory capacity to the City Council. No express authority or power to act on behalf of the City is hereby delegated. To carry out its stated purpose, the Committee shall perform the following duties:

• Reviewing Annual Budgets and Financial Reports: The Committee will analyze the financial health of the Enterprise Funds, ensuring that budgets and financial statements reflect accurate and sustainable practices.
• Analyzing Rate Studies and Rate Adjustment Proposals: The Committee will evaluate proposed rate changes, including providing recommendations on cost allocation methods to ensure fairness and financial viability.
• Evaluating Long-Term Financial Planning and Capital Improvement Needs: The Committee will assess capital improvement plans (CIP), master plans, and long-term financial forecasts related to Enterprise Fund operations, ensuring that projects are properly prioritized and funded and that master planning efforts align with Enterprise Fund financial sustainability.
• Engage with the public and other stakeholders to ensure that the community’s interests and concerns are reflected in the Committee’s recommendations.
• Such other duties as assigned by the City Council.
• Shall submit an annual report to the Council in early June before the next fiscal year budget is adopted.

The bodies are comprised of community members who volunteer for service and are appointed by the City Council. All committee members serve at the pleasure of the City Council. The primary responsibility of the committees is to implement adopted City policy and advise and make recommendations to the City Council. The adoption of policies, the issuance of proclamations, and the approval of agreements and other official acts of the City are the responsibility of the City Council.

The City Manager designates the official staff liaison to each committee. For this committee, the Public Works Director will be the lead staff department and will provide staffing support. The Administrative Services Director will also provide support to the committee.

Application Process

When a vacancy on a board, committee, or commission occurs, City Staff prepares a press release that is distributed to local media, including the Press Democrat. The vacancy is also announced at City Hall and on the City of Sebastopol’s website.

Applications for vacancies are obtained from the Responsible Department’s office (for this Committee; the responsible Department is the Public Works Department and support from the Administrative Services Department). Completed applications are submitted to the Responsible Department’s office. Typically three to four weeks after the vacancy announcement deadline, the completed applications are forwarded to the City Council in a regular agenda packet for public review and interviews and/or appointments. The City Council interviews all applicants at a meeting open to the public. The official appointment of Commission, Board, or Committee members is made at a City Council meeting.

Terms of Office

Board, commission, and committee members generally serve two, three, or four-year overlapping terms. There is no monetary compensation or benefits for board, commission, or committee members.

The City Council may reappoint incumbent members or fill vacancies with new appointees. Some bodies limit the number of consecutive terms an individual may serve.

For this committee, the term shall be two-year terms, expiring on January 31st, with the ability to renew for an additional two years. Notwithstanding the foregoing, the City Council may designate half of the initial members of the Committee to serve an initial one-year term to enable staggering of the terms. Members shall serve at the pleasure of the City Council.

Members are expected to serve their full terms of office; however, when a member must resign, due to personal or professional circumstances, he/she should send a letter to the City Council stating the effective date of the resignation. A member shall be removed from office upon three affirmative votes of the City Council, based on one of the following grounds:

• At the pleasure of the City Council, without cause.
• If he/she is absent from three consecutive meetings, unless permission by a majority vote of the board, committee, or commission had been granted as reflected in the official minutes of the body.
• If he/she is convicted of a crime of moral turpitude.
• If he/she ceases to be a qualified board, commission, or committee member per the City of Sebastopol Municipal Code.

General Responsibilities of Boards, Commissions, and Committees

City boards, commissions, and committees shall have the following general powers, duties, and responsibilities in addition to those set forth in the Sebastopol Municipal Code and various Resolutions:

• To establish rules and regulations governing the election of their officers, the holding of meetings, and the conduct of business for these meetings.
• To use all appropriate techniques in crystallizing and testing public sentiment on major public issues in their respective fields.
• To hold official hearings as required by law or requested by the City Council.
• To advise and recommend on City policies and procedures pertinent to their respective activities and functions.
• To support and adhere to all City policies promulgated by the City Council and to establish needed interim policies in the absence of the same.
• To provide information and promote good public relations between the City and the general public.
• To perform such other related functions as may be assigned to them by the City Council.

Desirable Characteristics in Applicants

While membership on City boards, committees, and commissions requires no specific qualifications, unless explicitly spelled out in the Board, Commission, or Committee creation, there are desirable characteristics for which the Council will be looking as they review applications:

• Familiarity with Community: The Council would require appointees to be familiar with the physical, social, and economic make-up of the City. Applicants should have demonstrated an active interest and involvement in the community.
• Familiarity with Major Issues: While it will be assumed that applicants are familiar with the specific issues that are being addressed by the board, committee, or commission for which they are applying, it is also expected that applicants be aware of issues that will impact all sectors of City programs and services.
• Knowledge of the Board, Commission, or Committee: During the application process, applicants should become familiar with the responsibilities and role in the City’s policy-making structure of the board, committee, or commission for which they are applying.
• Commitment to Serve: When appointed, members are expected to serve their term of office. While personal or professional circumstances might prompt an unexpected resignation, applicants who are aware of any reasons why they may not be able to complete a full term or attend regularly scheduled meetings should indicate this on the application. While time commitments will vary depending upon schedules and workload, members are expected to attend all scheduled meetings. In addition to attending scheduled meetings, members may be expected to participate in study sessions or serve on subcommittees.
• Relationship with the Community: As a member of a City board, committee, or commission, your actions will reflect on the City of Sebastopol, and you are required to relate to the community with impartiality and courtesy.
• Commitment to City Policy: The City Council has adopted ordinances and policies following an appropriate public process. As an appointed board, committee, or commission member, your duty is to abide by such policies rather than implement personal preferences.

Tips for Applying for a City Board, Commission, or Committee

• Type or neatly print your application. Due to the quantity of applications the Council must review, a neat application is appreciated.
• Answer all questions on the application. The Council reviews your application to gain an understanding of your background and experience, and what skills and talents you believe you could bring to a particular board, committee, or commission. Don’t forget to sign and date your application.
• Attend one or two meetings of the board, committee, or commission for which you are applying. Find out what the current issues are, and what issues may be coming in the future. Review the minutes of past meetings, available on the City website or at City Hall depending on the appointment being applied for. (As this is a new committee, it would be beneficial to review former budget committee meetings for reference to enterprise funds).
• Talk to a current member. (As this is a new committee, it would be beneficial to talk to the budget committee members or city staff for reference to enterprise funds). Current members can share their experience with you, give you an estimate of the time commitment involved, and discuss what they see as current and future issues for the City.
• If you have questions about the function and role of members, talk with the City staff liaison to the board, committee, or commission you are applying for. The City Clerk can provide contact information for City staff members who are assigned to work with the boards, committees, and commissions. It is important to note that City staff members cannot and do not recommend or lobby for any applicant.
• Find out City Council’s priorities and interests. Attend City Council meetings and review meeting minutes. Council meeting videos are archived on the City’s website.
• Review the Code of Ethics for Appointed and Elected Officials, and the Brown Act, available by request from the City Clerk’s Office and understand that if you are appointed to a board, committee, or commission, you will be required to complete two hours of Ethics Training (online training).
• Statements of Economic Interest: Applicants may be required to fill out a Fair Political Practices Commission (FPPC) Form 700 – Statement of Economic Interest.
• Prepare for the interview. Although we do not know what specific questions the Council will ask, we suggest that you clarify for yourself why you are applying for a specific board, committee, or commission, understand its role and function, and be familiar with the current issues it is examining.
• Treat the interview with the City Council as a business or job interview. Understand that the City Council is not only considering what experience, skills, and talents you bring; they are interested in how you will represent the City.