CAPM Procedure Manual v0.1 — File 205083

Committee of Appointments and Personnel Matters - Materials and Procedures Category Boards and Commissions Included Materials Requested for New Appointments New appointment: when are documents required CAPM Procedures Materials Requested for Re-appointment New appointment: when are documents required CAPM Procedures Independent decision-making or regulatory authority • Board of Health (incl. Director) • Affordable Housing Trust Fund • Condo Review Board • Conservation Commission • Design Review Committee • Elections Commission • Historic Preservation Commission • Housing Authority Board • Licensing Commission • Planning Board • Redevelopment Authority • Traffic Commission • Zoning Board of Appeals • Municipal Hearing Officer • Resume • Comm/Board Description • Job Description • Statement of Financial Interest Form • Conviction History, inclusive of any current Probation or CWOF • Candidate (and Chair) requested to appear before CAPM committee 72 hrs in advance of BOA meeting when item is proposed by Mayor • Routinely sent to committee • Request Chair of Commission/Board present at CAPM meeting • Committee Chair to inform BOA members of candidates for consideration 1 week in advance of CAPM meeting of which they will appear on the agenda • BOA members may inform chair of specific concerns or request for exec session discussion up to 72 hours in advance of CAPM meeting • In the event of concerns expressed, CAPM Chair may make the meeting a Committee of the Whole to allow any BOA member to participate • Meeting Frequency During Term • Attendance Record During Term • Any Complaint History from HR During Term (inclusive of Code of Conduct, Sexual Harassment Policy, etc) • Resume • Commission/Board Job Description • Statement of Financial Interest Form • Any outstanding Legal complaint (resolved or unresolved) relating to service on this Board/Committee During Term • Conviction History, inclusive of any current Probation or CWOF • Candidate requested to appear before CAPM committee 72 hrs in advance of BOA meeting when item is proposed by Mayor • Routinely sent to committee • Committee Chair to inform BOA members of candidates for consideration 1 week in advance of CAPM meeting of which they will appear on the agenda • BOA members may inform chair of specific concerns or request for exec session discussion up to 72 hours in advance of CAPM meeting • In the event of concerns expressed, CAPM Chair may make the meeting a Committee of the Whole to allow any BOA member to participate Official recommendations subject to BOA approval • Board of Assessors • Chief Assessor • Community Preservation Committee • Resume • Commission/Board Description • Job Description • Statement of Financial Interest Form • Conviction History, inclusive of any current Probation or CWOF • Candidate (and Chair) requested to appear before CAPM committee 72 hrs in advance of BOA meeting when item is proposed by Mayor • Routinely sent to committee • Request Chair of Commission/Board present at CAPM meeting • Committee Chair to inform BOA members of candidates for consideration 1 week in advance of CAPM meeting of which they will appear on the agenda • BOA members may inform chair of specific concerns or request for exec session discussion up to 72 hours in advance of CAPM meeting • In the event of concerns expressed, CAPM Chair may make the meeting a Committee of the Whole to allow any BOA member to participate • Meeting Frequency During Term • Attendance Record During Term • Any Complaint History from HR During Term (inclusive of Code of Conduct, Sexual Harassment Policy, etc) • Resume • Commission/Board Job Description • Statement of Financial Interest Form • Any outstanding Legal complaint (resolved or unresolved) relating to service on this Board/Committee During Term • Conviction History, inclusive of any current Probation or CWOF • Candidate requested to appear before CAPM committee 72 hrs in advance of BOA meeting when item is proposed by Mayor • Routinely sent to committee • Committee Chair to inform BOA members of candidates for consideration 1 week in advance of CAPM meeting of which they will appear on the agenda • BOA members may inform chair of specific concerns or request for exec session discussion up to 72 hours in advance of CAPM meeting • In the event of concerns expressed, CAPM Chair may make the meeting a Committee of the Whole to allow any BOA member to participate Advisory or oversight authority • Commission on Energy Use and Climate Change • Council on Aging • Ethics Commission • Fair Housing Commission • Human Rights Commission • Library Board of Trustees • Multicultural Affairs Commission • Veterans Commission on Monuments, Memorials and Dedications • Women’s Commission • Resume • Commission/Board Job Description • Candidate (and Chair) requested to appear before CAPM committee 72 hrs in advance of BOA meeting when item is proposed by Mayor • Routinely sent to committee • Chair of Commission/Board invited to CAPM meeting • Meeting Frequency During Term • Attendance Record During Term • Positions served on Commission Initiatives Pursued or Completed • Any Complaint History from HR During Term (inclusive of Code of Conduct, Sexual Harassment Policy, etc) • Resume • Commission/Board Job Description • Candidate requested to appear before CAPM committee 72 hrs in advance of BOA meeting when item is proposed by Mayor • Only sent to committee if Chair (or other alderman) has questions or concerns • Routinely approved at initial BOA mtg Department Heads, Asst Dep Heads, Misc. Individual Positions • Includes all appointed department heads, assistant department heads, and superintendents • Treasurer/Collector of Taxes • City Engineer • Elections Commissioner • City Solicitor • Purchasing Agent • Clerk • Constable • Animal Control Officer • Sworn Weigher • Any other mayoral appointed city employee not covered by another category listed • Resume • Job Description • Statement of Financial Interest Form • Conviction History, inclusive of any current Probation or CWOF • Candidate requested to appear before CAPM 72 hrs in advance of BOA meeting when item is proposed by Mayor • Routinely sent to committee • Request administration representative present at CAPM meeting • Committee Chair to inform BOA members of candidates for consideration 1 week in advance of CAPM meeting of which they will appear on the agenda • BOA members may inform chair of specific concerns or request for exec session discussion up to 72 hours in advance of CAPM meeting • In the event of concerns expressed, CAPM Chair may make the meeting a Committee of the Whole to allow any BOA member to participate • HR complaints filed against candidate (inclusive of Code of Conduct, Sexual Harassment Policy, etc) • HR complaints filed against any of candidate's direct or indirect reports • Resume • Job Description • Statement of Financial Interest Form • Any outstanding Legal complaints (resolved or unresolved) • Conviction History, inclusive of any current Probation or CWOF • Candidate requested to appear before CAPM committee 72 hrs in advance of BOA meeting when item is proposed by Mayor • Routinely sent to committee • Committee Chair to inform BOA members of candidates for consideration 1 week in advance of CAPM meeting of which they will appear on the agenda • BOA members may inform chair of specific concerns or request for exec session discussion up to 72 hours in advance of CAPM meeting • In the event of concerns expressed, CAPM Chair may make the meeting a Committee of the Whole to allow any BOA member to participate Public Safety Police or Fire Promotions 
 (Sgt/Lt/Cpt) • Professional Standards Folder • Any Complaint History from HR During Term (inclusive of Code of Conduct, Sexual Harassment Policy Etc) • Resume • Commission/Board Job Description • Candidate requested to appear before CAPM committee • For open public records: 72 hours before item presented to BOA
 • For records appropriate for excutive session: 72 hours before CAPM meeting, for private review under law dept supervision • Routinely sent to committee • Request Chief and HR Director present at CAPM meeting • Committee Chair to inform BOA members of candidates for consideration 1 week in advance of CAPM meeting of which they will appear on the agenda • BOA members may inform chair of specific concerns or request for exec session discussion up to 72 hours in advance of CAPM meeting • In the event of concerns expressed, CAPM Chair may make the meeting a Committee of the Whole to allow any BOA member to participate Police or Fire Promotions (Chief/Dpty Chief) • For Chief or Dpty Chief: • All of the above items • Summary of HR complaint history against direct reports Police or Fire New Hires
 (including Special Police) • Resume • Job Description • Criminal and Background Check Results • Application Packet Materials • Candidate requested to appear before CAPM committee • Any applicable Civil Service Hiring List • HR Director and Dept Head (Chief) requested to appear before CAPM • From HR Director: Justification for Bypass of Candidates appearing above this one on any relevant Civil Service List
 
 FOR FIRE RESERVE APPT to DEPT: Review of updated background check material since appt to reserve list • For open public records: 72 hours before item presented to BOA • For records appropriate for excutive session: 72 hours before CAPM meeting, for private review under law dept supervision • For all candidates: that they be submitted to the BOA for review prior to any medical review by the administration • Routinely sent to committee • Request Chief and HR Director present at CAPM meeting • Committee Chair to inform BOA members of candidates for consideration 1 week in advance of CAPM meeting of which they will appear on the agenda • BOA members may inform chair of specific concerns or request for exec session discussion up to 72 hours in advance of CAPM meeting • In the event of concerns expressed, CAPM Chair may make the meeting a Committee of the Whole to allow any BOA member to participate !1