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Home My WebLink About2019-02-26; Boards, Commissions and Committees Application Review and Interview Process; Chadwick, ScottTo the members of the: CITY COUNCIL / ACM .JL CA ✓ CC Date ·'11:llr'I CM _L COO ✓ February 26, 2019 Council Memorandum To: Honorable Mayor Ha I and From: Sheila Cobian, City Cl Se vice Manager Gary Barberio, Assistant · Via: Scott Chadwick, City Man {city of Carlsbad Re: 1tt s Application Review and Interview Process Staff collaborated with the City Attorney and City Manager and developed the attached process and scoring sheet. To evaluate its' effectiveness, staff is recommending that the City Council utilize the attached process for the upcoming March 19, 2019 Community Development Block Grant {CDBG) Advisory Committee and March 26, 2019 Palomar Airport Advisory Committee (PAAC) application, interview and appointment/nomination process. Following the CDBG and PAAC appointment/nomination process, and based on City Council direction, staff will revise as necessary and then prepare a City Council Policy based on the attached process for City Council consideration. Attachments (2) cc: City Attorney Celia Brewer Chief Operations Officer Elaine Lu key Secretary to the City Council Andrea Dykes City Manager's Office City Hall 1200 Carlsbad Village Drive I Carlsbad, CA 92008 I 760-434-2820 t Memo ID #2019016 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~ff 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 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 app.lications and interviewing the potential candidates with the goal of recommending no more than five candidates per open position. In other words, if there are more than five applicants per opening, the recommend in~ member will select up to five candidates to advance in the process. If there are less th~n 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 aiso 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 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 questions (see evaluation sheet) and each member of the City Council will be provided with a scoring matrix for each interviewed candidate. · 10. Following the interviews in open session, all City Council members will submit their scoring sheets to the City Clerk for tabulation. 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 nec~ssary materials to perform the duties of the appointment. 12. The scoring sheet 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. 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, Commission or Committee? 4. Are you familiar with the dates, times and locations of the meetings? Does your schedule allow flexibility so that you can attend all of the regularly scheduled meetings? 5. Have you ever attended any of the meetings of the Board, Commission or Committee for which you are applying to be appointed? 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.)