ORGANIZATION FOR POLICY-MAKING
In keeping with the Town's philosophy of citizen involvement, the Town Council appoints citizens to Committees and Boards to assist in the formulation of Town policy.
The strength and the success of Kittery Town Government is, to a large degree, reflective of the quality of service performed by these volunteers.
Boards and Committees:
There should be a two-way communication so that the Boards and Committees are aware of the long and short-term goals and policies that the Town Council has adopted or may be promoting. The Town Council should know of the work in progress or being planned by the Boards and Committees so that the Council is receptive to new ideas that may be presented to them.
At times the Town Council may not accept the recommendation of Boards and Committees. Recommendations are an important component of Town Council decision-making and will be weighed carefully with other information the Council may receive.
Members of Town Boards/ Committees are appointed by the Town Council.
1. Each member has an obligation to vote his/her conscience and will have to resolve conflicts he/she may have between a personal viewpoint and what is perceived as the public's interest.
2. The members' contact with the Town Council should always be open and never used to circumvent the staff or Committee /Board. Therefore, an individual Committee/Board member should not attempt to persuade the Council to take a position which is contrary to the wishes of the Committee as a whole.
3. Members should not willingly and openly embarrass the Town, Town Council or staff.
4. Members should assist the Town Council in developing public trust in the advisory Committee/Board system.
5. Members should remember to solicit input from the public and forward recommendations to the Town Council. In carrying out this role, Boards and Committees should neither advocate for nor oppose a specific position.
6. Should a controversy arise within a Board or Committee, guidance is available from the Town Manager and staff.
Town Boards and Staff
In most cases, there is one staff person or Town Councilor assigned to serve as a liaison between the Board/Committee, the Council and staff to research and investigate questions raised by the Committee or Board. More than likely, staff will be responsible for letting the Boards and Committees know what is happening in the organization, what issues need Committee/Board direction, and will probably suggest alternatives that the Boards and Committees may consider. Staff or Council liaison suggestions may not be accepted all the time, but it is important that good relationships exist between the Boards and Committees and staff, so that together a reasonable solution can be derived. The following are some ways to avoid misunderstandings and to keep the channels of communication open:
1. Contacts should be with the staff member or Town Council liaison assigned to the Boards and Committees rather than to other staff.
2. Discussions with staff members or Town Council liaison should be related to the Boards and Committees functions.
3. Members of Boards and Committees should not ask for individual reports, favors, or special considerations.
4. Citizen complaints heard by Boards and Committees should be referred directly to the staff person or Town Council liaison assigned to the Boards and Committees or to the Town Manager.
5. Boards and Committees should realize that the assigned staff person or Town Council liaison who works with the Boards and Committees reports directly to a supervisor and may not be able to carry out every recommendation that the Boards and Committees may have.
6. If any Board and Committee desires information or a report, which will require a large amount of staff time, the Boards and Committees should request the Town Manager's or Town Council's permission to pursue the project. Following this procedure will prevent staff being diverted from priority projects.
The staff and Town Council liaison has a responsibility to keep the Boards and Committees informed. Staff does this by making sure that other employees, and all Boards and Committee members know the purpose and goals of the organization. The staff person is also responsible for suggesting methods whereby the Boards and Committees can accomplish these goals by:
1. Initiate suggestions so the Boards and Committees have an idea how to seek out information or resolution of the problem.
2. Promote team spirit, so that all Boards and Committees can participate in a manner that will maximize their satisfaction in the organization. Recognizing Boards' and Committee's contributions and encouraging involvement are two ways to let everyone know that their ideas are welcome.
3. Take the initiative to inform Boards and Committees about activities, projects and work that is taking place elsewhere in the town government and among other Boards / Committees.
Appointment to Boards and Committees
In order to qualify for appointment to Boards and Committees of the Town, applicants must be a resident and registered voter of the Town. Town Boards and Committee's terms vary.
Boards and Committees have a varying number of members appointed by the Town Council for usually a three-year term. The Town Council will interview applicants to the different Boards and Committees, as per its Selection Procedures, either through an individual Councilor interviewing the applicant or for applicants to the Planning Board, Cable Rate Regulation Board and Zoning Board of Appeals, the entire Town Council - or with at least a quorum present - is required to interview the candidate for appointment. Members on Boards and Committees are asked if they wish to be considered for reappointment by the Town Clerk, who sends a letter with a re-appointment form, 60 days prior to the extension of the member's term.
Application forms for seats on all Boards and Committees are available from the Town Clerk or on the town's website (www.kittery.org) and may be completed at any time. The Town Council will normally avoid appointing more than one member of the same family to the same Committee/Board.
From time-to-time a vacancy occurs on a Boards and Committees during a term. When this occurs, the waiting list of available applicants for the vacant board will be used. If there is no waiting list of available applicants, the Town staff will advertise that a seat is available and ask for applications. The Town Council will then appoint a person to complete the vacated term, following the established procedure.
Role of Members Serving on Boards and Committees
Boards and Committees, as well as the Kittery Port Authority, find themselves uniquely situated in the government organization. Appointed volunteers receive no compensation. Members are appointed, not elected, and they may not represent an identifiable constituency. In some cases, they have considerable authority and staff can easily implement their recommendations, while in other areas their function is as advisors to Town Council, without any authority. The Town's Boards and Committees exercise the authority delegated to them by the Town Council as set forth in the Town's ordinances and Charter, with exception of the Kittery Port Authority, which has its authority defined under State statute.
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