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HomeMy WebLinkAbout2019-07-16; City Council; ; Consideration of City Council Policy No. 88 - City Council Board, Commission and Committee Member Application, Interview and Appointment ProcessJuly 16, 2019 5. CITY COUNCIL BOARD, COMMISSION AND COMMITTEE MEMBER APPLICATION, INTERVIEW AND APPOINTMENT PROCESS-Adoption of a Resolution approving City Council Policy No. 88 -City Council Board, Commission and Committee Member Application, Interview and Appointment Process. {Staff contact: Sheila Cobian, City Clerk Services) THIS ITEM WAS CONTINUED TO A DATE UNCERTAIN (SEE MINUTES FOR DETAILS) ~ CITY COUNCIL ~ Staff Report Meeting Date: To: From: Staff Contact: July 16, 2019 Mayor and City Council Scott Chadwick, City Manager Sheila Cobian, City Clerk Services Manager Sheila .cobian@carlsbadca.gov or 760-434-2917 CA Review ().JV Subject: Consideration of City Council Policy No. 88 . -City Council Board, Commission and .Committee Member Application, Interview and Appointment Process Recommended Action Adopt a Resolution approving City Council Policy No. 88 to formalize the City Council Board, Commission and Committee Member application, interview and appointment process. Executive Summary Carlsbad Municipal Code Section 2.15.050 governs the appointment of members to the City's Boards, Commissions and Committees. At the Feb. 12, 2019 City Council Meeting staff was directed to draft a process that would formalize the City Council application review and interview process. On Feb. 26, staff provided a memorandum to the City Council (Exhibit 2) outlining a proposed draft process for the City Council to follow for the next two appointments. In addition, City Council used the draft process for the appointment of an Arts Commissioner at the April 16 City Council Meeting. Staff is now recommending that the City Council discuss the draft process and consider approval of City Council Policy No. 88 formalizing the application review, interview and appointment process. Discussion At the Jan. 29, 2019 City Council Meeting, Council Member Barbara Hamilton requested that the Council discuss the City's Board, Commission and Committee nomination and appointment process. At that meeting staff was directed to begin preparing matrices containing all application information from each applicant and to invite the applicants for a question and answer session at City Council meetings beginning with the Feb. 12 City Council Meeting. Following the Feb. 12 City Council Meeting, staff was directed to develop a draft process and scoring sheet for use by the City Council members to evaluate all applicants wishing to serve on a Board, Commission or Committee. July 16, 2019 Item #5 Page 1 of 14 On Feb. 26 staff provided a memorandum to City Council outlining a "draft" Boards, Commissions and Committees Application Review and Interview Process (Exhibit 2). Staff requested that the City Council use the draft process for two upcoming appointments. Now that the City Council has had the opportunity to use the draft process, staff is recommending that the City Council adopt a formal procedure via approval of City Council Policy No. 88. City Council Policy No. 1 requires a four-fifths vote for approval of all City Council Policies. Fiscal Analysis None. Next Steps Staff will post the new City Council Policy on the City's website to ensure that all applicants for Board, Commission .or Committee positions are aware of the procedure followed by the City Council when reviewing applications and interviewing applicants. Environmental Evaluation (CEQA) Pursuant to Public Resources Code section 21065, this action does not constitute a "project" within the meaning of CEQA in that it has no potential to cause either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, and therefore does not require environmental review. Public Notification and Outreach This item was noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to scheduled meeting date. Exhibits 1. City Council Resolution 2. Feb. 26, 2019 City Council Memorandum July 16, 2019 Item #5 Page 2 of 14 Exhibit 1 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING CITY COUNCIL POLICY NO. 88 -CITY COUNCIL BOARD, COMMISSION AND COMMITTEE MEMBER APPLICATION, INTERVIEW AND APPOINTMENT PROCESS WHEREAS, the City Council of the City of Carlsbad, California believes that formalizing the Board, Commission and Committee application review, interview and appointment process will ensure transparency and consistency relating to the selection of Board, Commission and Committee Members; and WHEREAS, the City Council desires to approve a policy to help ensure that a consistent procedure is followed for all Board, Commission and Committee Member appointments. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That the City Council hereby approves the new City Council Policy No. 88 entitled Board, Commission and Committee Member Application, Interview and Appointment Process attached hereto as Attachment A. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the __ day of __ ~ 2019, by the following vote, to wit: AYES: NAYS: ABSENT: MATT HALL, Mayor ATTEST: BARBARA ENGLESON, City Clerk (SEAL) July 16, 2019 Item #5 Page 3 of 14 {city of Carlsbad Council Policy Statement Policy No. Date Issued: Effective Date: Resolution No. Cancellation Date: Supersedes No. Attachment A 88 July 16, 2019 July 16, 2019 2019- Category: BOARD, COMMISSION AND COMMITTEE MEMBER APPOINTMENTS Specific Subject: Board, Commission and Committee Member Application, Interview and Appointment Process PURPOSE: To develop a formal process for the City Council to review applications and interview applicants to serve on the City's Boards, Commissions and Committees. BACKGROUND: Staff has found that the need to formalize the application review and interview process for the selection and appointment of residents to serve on the City's Boards, Commissions and Committees. By formalizing the process through a City Council Policy, <2ity Coun~il and public expectations of the process will be clear. POLICY: The Board, Commission and Committee Member Application, Interview and Appointment process shall proceed as follows: 1. In accordancec)NJlh the Maddy Act on or ~Tt~t~pecember~l of each year, the City Clerk's office prepares,.hLocal Appoir)tments Listwhich is published twice in the local newspaper, posted at City HaU, the City libraries, the Faraday Administration Building and on the City's website __ The notice contains the following: • .· T~e appointive terms which will0be exptIT;Jg during the next calendar year • The narri~.of the incur:nbent appoi.tjte~ i ·.. /Yh. ,x),:_';; • · The datedf appointment and the term expiration date 2. Pripr to a scheduled or unscheduled vacancy, City Clerk staff also posts the notice specific to that vacancy on the City website, at the City libraries and at the Faraday Administration Building for a period of 30 days. In addition, an e-mail is sent to all residents who have signed up for notification regarding: upcoming vacancies. The e-mail invites the residents to apply if interested in servlng if they have not already done so. 3. Following the close of the 30-day application period, a matrix will be created containing information that was entered into the applications. 4. If there are more than five applicants per open position, the City Clerk's office will provide the matrix to the recommending City Council member (Mayor or District representative) who is tasked (per Carlsbad Municipal Code) with reviewing the applications and interviewing the potential candidates with the goal of recommending no more than five candidates per open position. If there are more than five applicants per opening, the recommending member will select up to five candidates to advance in the process. If there are less than five applicants per opening, all candidates will advance in the process. - Page 1 of 2 July 16, 2019 Item #5 Page 4 of 14 Policy No. 88 5. Staff will send an e-mail to all City Council members that contains the full matrix, highlights the five recommended candidates selected by the recommending City Council member (if more than five applicants per opening), and the applications received by the deadline. Thee- mail will also include the language from the Ordinance or Resolution establishing the Board, Commission or Committee. 6. City Council will have two weeks to review the matrix, the recommendations (if applicable), and application materials. 7. Staff will schedule the appointment for the City Council meeting that follows the review period. 8. Staff will reach out to each applicant (or five recommended candidates if applicable) notifying them of the Council Meeting date when the appointment will take place and invite and encourage them to attend the meeting and speak for 2-3 minutes regarding their qualifications for serving on the desired Board, Commission or Committee. Staff will also advise the applicants to be prepared to respond to questions that the City Council will ask. 9. The candidates selected to advance in the process will be interviewed by the City Council at a meeting of the City Council. Each candidate will be asked the same questions as shown on the Applicant Questions and Scoring Form. The City Council will be provided a Form for each interviewed applicant. 10. Following the interviews in open session, City Council members will score each of the finalists and submit their forms to the City Clerk for tabulation (regardless of whether or not the candidate appeared for an interview). The City Clerk shall announce the names of the applicants and their scores. The nominating City Council member will then make a motion to appoint either the applicant with the top score or one of the other applicants. Upon receiving a second, the entire City Council shall vote to confirm or oppose the appointment. 11. Upon confirmation, the City Clerk's office will notify the successful candidate(s), administer the oath of office, and provide the necessary materials to perform the duties of the appointment. 12. The scoring form submitted by each City Council member will remain on file in the City Clerk's office as part of the permanent record for that agenda item. ATTACHMENTS: 1. Board, Commission and Committee Member Application Form 2. Board, Commission and Committee Member Applicant Questions and Scoring Form Page 2 of2 July 16, 2019 Item #5 Page 5 of 14 'Explanali ons Please describe your educational background Please describe relevant experience Please describe your current or,past community involvement Please list all service on boards, commissions or committees, private or public agencies, (including non-profit organizations) Additional information or comments Submittal Information Please select the submit button below to electronically submit application. If you prefer to print, please select "print form" button, sign and mail to: City of Carlsbad City Clerk's Office 1200 Carlsbad Village Drive Carlsbad, CA 92008. Signature _____________________ Date ________ _ * Only required to sign if submitting paper form; if submitting electronically your submittal via e-mail is considered acknowledgement. Clear form Print form Submit form July 16, 2019 Item #5 Page 9 of 14 Board, Commission and Committee Application Review and Interview Process 1. In accordance with the Maddy Act on or before December 31 of each year, the City Clerk's office prepares a Local Appointments List which is published twice in the local newspaper, posted at City Hall, the City libraries, the Faraday Administration Building and on the City's website. The notice contains the following: o The appointive terms which will be expiring during the next calendar year o The name of the incumbent appointee o The date of appointment and the term expiration date 2. Prior to a scheduled or unscheduled vacancy, City Clerk st;;iff also posts the notice specific to that vacancy on the City website, at the City libraries and at the Faraday Administration Building for a period of 30 days. In.addition, an e-mail is sent to all residents who have signed up for notification regarding upcoming vacancies. The e-mail - invites the residents to apply if interesteo in serving if they have not already done so. 3. Following the close of the 30-day application period, a matrix will be created contain_ing information that was entered into the applications. 4. If there are more than five applicants per open position, the City Clerk's office will provide the matrix to the recommending City Council member (Mayor or District representative) who will be tasked with reviewing the applications and interviewing the potential candidates with the goal of recommending rio more than five candidates per open position. In other words, if there are more than fiy_e applicants per opening, the recommending member will select up to five candidates to advance in the process. If there are less th;m five applicants per opening, all candidates will advance in the ·; process. 5. Staff will send an e-mail to all City Council members that contains the full matrix, highlights the five recommended candidates selected by the recommending City Council member (if more than five applicants per opening), and includes all applications received by the deadline. The e-mail will also include the language from the Ordinance or R~solution establishing the Board, Commission or Committee. 6. City Cou_ricil will have two weeks to review the matrix, the recommendations (if applicable), and application materials. 7. Staff will schedule the appointment for the City Council meeting that follows the review period. 8. Staff will reach out to each applicant (or five recommended candidates if applicable} notifying them of the Council Meeting date when the appointment will take place and encourage them to attend the meeting and speak for 2-3 minutes regarding their qualifications for serving on the desired Board, Commission or Committee. Staff will also advise the applicant to be prepared to respond to any questions that the City Council may ask. 9. The candidates selected to advance in the process will be interviewed by the City Council at a meeting of the City Council. Each candidate will be asked the same July 16, 2019 Item #5 Page 12 of 14 Consideration of City Council Policy No. 88Board, Commission and Committee Member Application, Interview and Appointment Process Sheila Cobian, City Clerk Services Manager Gary Barberio, Deputy City Manager July 16, 2019 Adopt a Resolution approving City Council Policy No. 88 to formalize the City Council Board, Commission and Committee Member application, interview and appointment process. Feb. 26, 2019 –Developed a “Draft” Board, Commission and Committee Application and Interview Process •CDBG Citizen Advisory Committee Appointments •Palomar Airport Advisory Committee Appointment •Arts Commission Appointment Draft Process•Application Matrix Review •Interviews in Open Session •Applicant Question &Scoring Form •Clerk Announced Scores •Council Vote Thank you Suggested Additions/Revisions to Interview Questions•Why are you interested in serving for the board, commission or committee that you are applying for? •What makes you uniquely qualified to serve on thisboard, commission or committee? •What do you hope you will be able to contribute by serving on this board, commission or committee? Suggested Additions/Revisions to Interview Questions•If you could do one thing differently on the board, commission or committee what would it be and why? •What are three words that describe you?And why? Suggested Additions/Revisions to Interview Questions•What do you think is important or would be helpfultoyou,in supporting your role to communicate withandofferadvicetoCity Council? Recommended Revision –Council Policy No. 88 10.“ . . .The City Clerk shall announce the names of the applicants and their scores.City Council may thendiscussthescoresand their preferred appointees.The nominating City Council member will then make a motion to appoint either the applicant with the top score or one of the other applicants . . .”