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Home My WebLink About2019-07-23; City Council; ; Approval of City Council Policy No. 88 - City Council Board, Commission and Committee Member Application, Interview and Appointment Process~ CITY COUNC I L V Staff Report Meeting Date: To: From: Staff Contact: July 23, 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 fl)__ Subject: Approval 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. At the July 16 City Council meeting, staff presented a draft City Council Policy to formalize the Board, Commission and Committee appointment process. City Council provided direction on specific changes to the proposed Policy and directed staff to return the item for City Council approval on Consent Calendar at a future· meeting. Staff is now recommending that the City Council approve 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 City 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. July 23, 2019 Item #5 Page 1 of 15 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. 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. On July 16 staff presented City Council with a draft City Council Policy to govern the Board, Commission and Committee member application, interview and appointment process. City Council directed staff to make the following changes to the proposed policy and return the item to City Council for approval: • Provide a link on the application form to allow the applying resident to identify their voting district • Provide details on the application relating to the interview and selection process • Simplify the applicant questions and Selection Form • Item 4 of the Policy shall read as follows: If there are more than two 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 two candidates per open position. If there are more than two applicants per opening, the recommending member will select up to two candidates to advance in the process. If there are two or less applicants per opening, all candidates will advance in the process. • Item 5 of the Policy shall read as follows: Staff will send an e-mail to all City Council members that contains the full matrix, highlights the two recommended candidates selected by the recommending City Council member (if more than two applicants per opening) and the applications received by the deadline. The e-mail will also include the language from the Ordinance or Resolution establishing the Board, Commission or Committee and the names, district number and length of service of existing Board, Commission and Committee members. • Item 9 of the Policy shall read as follows: 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 questions by members of the City Council. The City Council will be provided a selection form to identify their recommended appointee. • Item 10 of the Policy shall read as follows: Following the interviews in open session, City Council members will identify their recommended appointee by circling the name on the selection form and submitting the form to the City Clerk for tabulation (regardless of whether or not candidates appeared for an interview). The City Clerk shall announce the names of the applicants and how many nominations they received . The City Council will then discuss the applicants and their nominations. The nominating City Council member will then make a motion to appoint either the applicant with the most nominations or the other applicant. Upon receiving a second, the entire City Council shall vote to confirm or oppose the appointment. July 23, 2019 Item #5 Page 2 of 15 With these changes, as directed by the City Council, 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 n,eeting date. Exhibits 1. City Council Resolution 2. Feb. 26, 2019 City Council Memorandum July 23, 2019 Item #5 Page 3 of 15 RESOLUTION NO. 2019-129 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 23rd day of July, 2019, by the following vote, to wit: AYES: NAYS: ABSENT: Hall, Blackburn, Bhat-Patel, Schumacher, Hamilton. None. None. MA TT HALL, Mayor (Lu. N).f u1:lni~ ~ARBARA ENGLESON, City Clerk (SEAL) ,,11111111111,,,,,,, ,,,,,,~ CA b ,,,,,✓. ~ Q•'(" r,'.I ❖,. ~, ...• ~.n~ ~~ .. •,\J<S\;,:.. tt(·m· I ~~\\t\ ~ \~: j § ~-....~ /~ % ,...· .... _--,.,,-_ ... -· $ ~ '-:.ti ············..1,~;:;.; ~,✓. --,'-IFQO.'\""' ~ "11111 n "'''~ ,,,,,,,,111111111111 July 23, 2019 Item #5 Page 4 of 15 {city of Carlsbad Council Policy Statement Policy No. Date Issued: Effective Date: Resolution No. Cancellation Date: Supersedes No. Attachment A 88 July 23, 2019 July 23, 2019 2019-129 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, City Council 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 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. lhe notice contains the following: • The appointive terms which will be expiring during the next calendar year • The name of the incumbent appointee • The date of appointment and the term expiration date 2. Prior 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 serving 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 two 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 two candidates per open position. If there are more than two applicants per opening, the recommending member will select up to two candidates to advance in the process. If there are two or less applicants per opening, all candidates will advance in the process. Page 1 of 2 July 23, 2019 Item #5 Page 5 of 15 Policy No. 88 5. Staff will send an e-mail to all City Council members that contains the full matrix, highlights the two recommended candidates selected by the recommending City Council member (if more than two 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 and the names, district number and length of service of existing Board, Commission and Committee members. 6. The 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 two 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 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 may be asked questions by members of the City Council. The City Council will be provided a selection form to identify their recommended appointee. 10. Following the interviews in open session, City Council members will identify their recommended appointee by circling the name on the selection form and submitting the form to the City Clerk for tabulation (regardless of whether or not candidates appeared for an interview). The City Clerk shall announce the names of the applicants and how many nominations they received. The City Council will then discuss the applicants and their nominations. The nominating City Council member will then make a motion to appoint either the applicant with the most nominations or the other applicant. 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 selection 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. Applicant Selection Form Page 2 of2 July 23, 2019 Item #5 Page 6 of 15 Boards, Commissions and Committees Information for Applicants Thank you! Thank you for your interest in serving the City of Carlsbad as a member of a board, commission or committee. Members of these appointed bodies are a critical part of our local government, providing insight, expertise and community input. About Boards, Commissions and Committees General information about the role of boards, commissions and committees is available on the city website and from the Office of the City Clerk. To see the specific scopes, requirements and appointment criteria, please review the Carlsbad Municipal Code, starting with section 1.20. The code is also available on the city website and in the Office of the City Clerk, as well as city libraries. Requirements to Serve Although some boards, commissions and committees require specific qualifications, all applicants must be Carlsbad residents and registered to vote in Carlsbad. For some positions, it is preferred that you reside in a particular district. To find your district, please visit our website at Find Your District. We recommend familiarizing yourself with the board, commission or committee(s) that interest you by attending several meetings and speaking with current members regarding time commitment and knowledge required to adequately represent your community. If appointed, you will be required to file a financial disclosure statement and complete two hours of state mandated ethics training upon 30 days of appointment. The ethics training must be completed every two years during the term of appointment. Application Process •The Office of the City Clerk accepts applications throughout the year and will keep them on file until Dec. 31 of the year the application was submitted. •You may resubmit an application every year. •Applications are considered public records, which means members of the public may view or request a copy of any application. •If you are appointed to a board, commission or committee, you will not be considered for additional appointments, even if you indicated interest in more than one on your application. •A list of planned vacancies (when terms expire) is available at city libraries, the Office of the City Clerk and on the city website. •From time to time, the city will have an unplanned vacancy. When this happens, the Office of the City Clerk will issue a press release, promote the vacancy on social media, post a notice inviting applicants to apply and also notify applicants that have an application on file. •Applicants are encouraged to schedule meetings with members of the City Council to discuss their interest and qualifications relating to their desire to serve on a Board, Commission or Committee. In addition, applicants may be invited to attend the City Council meeting where the appointments will take place to provide their qualifications and answer any questions asked by members of the City Council. Attendance by the applicant at the City Council meeting where the appointment will occur is voluntary and not a requirement for appointment. •Appointments require a majority vote of the City Council. Attachment 1 July 23, 2019 Item #5 Page 7 of 15 City of Carlsbad Boards, Commissions and Committees Name Meeting Schedule Staff Liaison Agricultural Mitigation Fee Committee On an as needed basis. See website for dates and times. Associate Planner Arts Commission 1st Thursday of the month, 9 a.m. Cultural Arts Manager Beach Preservation Committee 1st Tuesday of even numbered month, 4 p.m. Park Planner Community Development Block Grant (CDBG) Citizen Advisory Committee* On an as needed basis. See website for dates and times. Community & Economic Development Director Carlsbad Tourism Business Improvement Board On an as needed basis. See website for dates and times. Finance Manager Carlsbad Golf Lodging Business Improvement Board On an as needed basis. See website for dates and times. Finance Manager Historic Preservation Commission** 2nd Monday of odd numbered month, 5 p.m. Deputy Library Director Housing Commission*** 2nd Thursday of the month, 6 p.m. Community & Economic Development Director Library Board of Trustees 4th Wednesday of the month, 4 p.m. Library & Cultural Arts Director Parks and Recreation Commission 3rd Monday of the month, 5:30 p.m. Recreation Services Manager Planning Commission 1st and 3rd Wednesday of the month, 6 p.m. City Planner Senior Commission 4th Thursday of the month, 3 p.m. Recreation Services Manager Traffic Safety Commission 1st Monday of the month, 5 p.m. Deputy Director/ Traffic Engineer *See Community Development Block Grant Citizen Participation Plan for additional information **See Carlsbad Municipal Code 22.04 for special requirements ***See Carlsbad Municipal Code 2.40 for special requirements Carlsbad Tourism Business Improvement District and Carlsbad Golf Lodging Business Improvement District members are appointed from member hotels and organizations. Both meet on an as-needed basis but are required to meet once a year to develop the annual report and expenditure recommendations for the coming fiscal year to Council - usually in May. July 23, 2019 Item #5 Page 8 of 15 Boards, Commissions and Committees Application for Appointment Arts Commission Housing Commission Planning Commission Beach Preservation Committee Library Board of Trustees Senior Commission Historic Preservation Commission Parks and Recreation Commission Traffic Safety Commission Tourism Business Improvement District Golf Lodging Business Improvement District Agricultural Mitigation Fee Committee Community Development Block Grant (CDBG) Advisory Committee If applying for more than one, please indicate order of preference. Personal Information Name Date of Birth: Required for Voter Registration Verification Home Address District Number City ZIP Home Phone Mobile E-mail Occupation Employer Employer Address City ZIP Work Phone Mobile Acknowledgements Yes No I am a resident of the City of Carlsbad. I am a registered voter in Carlsbad. Are you currently or have you ever been an officer of or employed by the City of Carlsbad? If yes, please explain below. Are you currently or have you ever been under contract with the City of Carlsbad? If yes, please explain below. I am a Citizens Academy graduate. I am familiar with the responsibilities of the board/commission/committee(s) on which I wish to serve. I am willing to be interviewed regarding my qualifications for appointment by the City Council or at the request of an individual Council member. I am willing to file financial disclosure statements, if required. I am willing to complete two hours of state mandated ethics training every two years, if required. July 23, 2019 Item #5 Page 9 of 15 Explanations 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 23, 2019 Item #5 Page 10 of 15 Date: -------- City of Carlsbad Interview for Board/Commission/Committee Applicant Selection Form City Council Member: Board, Commission or Committee: Attachment 2 (cityof Carlsbad --------- ------------------------- Mark an "X" next to the Applicant's name you wish to Nominate Applicant Name - July 23, 2019 Item #5 Page 11 of 15 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 Clerkst~ff also posts the notice specific to that vacancy on the City website, at the (;:it){l:ibraries and at the Faraday Administration Building for a period of 30 days. lnaqdi~ion, an e-mail is sent to all residents who have signed up for notification regardi~gupcoming vacancies. The e-mail invites the residents to apply if interested in serving if they have not already done so. 3. Following the close of the 30-day applicatlori period, a matrix wHlbe created containing information that was entered into the applications. 4. If there are more than five applicants per open positi.oo,the City Cler'~~s office will provide the matrix to the recon,111ending Cit{Coµne'ffrnember (Mayor ot District representative) who will be t:aske9wit~ reviewing the applications and interviewing the potential candidates with the gpal of,.re9Qmmendingno more than five candidates per open position. In other words, if:there are rnQre than 'fly;¢·applicants per opening, the recommending,,rilertiberwill selecfl{p to fiv~\:anc!ld~tes to'advance in the process. If there are less th"afl five '~pplicants perbperifr1g;aif c;g,fididates will advance in the . . . , , '). .. . . ' ., -,~ process. ....... ··•·•·•·.. . .. ·••, 5. Staff wiU send an 'k~mail toiiu•~ity Coun~H:.h\embers that contains the full matrix, highlight~i6~Jive rec~:ltrl:T;lended ,andi~ates selected by the recommending City Council ~~~b~·r (iftiiore'than fiveapplicandp~r OP~ning), and includes all applications re¢;~ived by the deadline. the e-mail wilf'also include the language from the Ordinance o~R~s9Jution establi;:~ingthe B.t>ard, Commission or Committee. 6. City Council will have tWo·weeks tfrreview the matrix, the recommendations (if applicable), ~nd applicaf i9n materials. 7. Staff will schet;t~Jethe app.pintment for the City Council meeting that follows the review period. 8. Staff will reach outto 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 23, 2019 Item #5 Page 13 of 15 City of Carlsbad (city of Carlsbad Interview for Board/Commission/Committee Vacancy Date: -------- Applicant: Board, Commission or Committee: ------------~---- QUESTIONS~ 1. How long have you lived in Carlsbad? . 2. What do you hope to contribute by serving on this Board, Commission or Committee? .. 3. What makes you uniquely qualified to serve on this Board, ComrT1ission or Committee? •··· ... ,. ... 4. Are you familiar with the dates, times ant.t:locations .of the meetjng~? Does your schedule allow flexibility so that you can attend all of the re·gularly schedtJled meetings? . ' .•· 5. Have you ever attended any of the meetings of the/Board, Commission or Committee for which you are applying to be appoTrited? -:· ., .-~ ... ,,.•.·: , . . : . •· Notes: Points Citizens Academy graduate (O if No;15 if yes) Resides in preferred district (0 if No;15 if yes) Applicant has education relevant to position (15 pts.) Experience relevant to Board, Commission or Committee for which applying (15 pts.) Prior experience serving on a Board, Commission or Committee (15 pts.) Interview (Maximum 25 pts.) TOTAL (Maximum 100 pts.) i July 23, 2019 Item #5 Page 15 of 15