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HomeMy WebLinkAbout2023-04-11; Council Policy No. 88 - Board, Commission and Committee Member Application, Interview and Appointment Process{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