Adopt Resolution #16-06-122 to Update the Policy for the Recruitment, Application, and Interview Process for City Board and Commission Members

The purpose of this case is to adopt the updated Policy for the Recruitment, Application and Interview Process of Appointing City Board and Commission Members.  This policy was reviewed by the City Council at a work session on June 14.
 
The policy, slated for adoption this evening, includes three key revisions:  1) to simplify the incumbent reapplication process, 2) to simplify the process to fill unexpected vacancies due to mid-term resignations, and to 3) remove language related to the Charter Commission recruitment process. 

Incumbent Member Letter of Intent/Chair Recommendation Process
The updated policy now allows incumbent members to bypass a somewhat cumbersome process of re-applying and re-interviewing for a seat on the board or commission which they are already serving.   Instead, members are asked to complete and submit a brief letter of intent indicating their desire to continue serving, along with the option for highlighting additional information such as accomplishments, personal contributions to the commission, and ideas for improving the effectiveness of the commission for review by the City Council.   In addition, the chair of each board or commission for which appointments are being considered will be invited to submit written comments to the City Council, making a recommendation regarding reappointment.  The City Council will meet, discuss, and determine whether or not a recommendation for reappointment will be made.  Note:  The trial process has been working very well and staff has received many positive comments, reaffirming the comments made in an earlier survey of  board and commission members, that a simplified process was desired. 

Mid-term Vacancies /New Member Process
Periodically, unexpected vacancies occur on City board and commissions.  When this happens the staff liaison to the commission notifies the Human Resources Manager who would, prior to now, begin a new recruitment to fill the vacancy.   However, the new policy will allow the Human Resources Manager to first attempt to fill the vacancy from the most recent recruitment file, step #1 below; followed by step #2, if necessary. 

1.  Refer back to the most recent recruitment file in an effort to identify a viable candidate that has already successfully passed the City Council interview process.  If a candidate is identified and willing to serve on the given board or commission, the Human Resources Manager will consult with the City Administrator and act according to the City Administrator’s direction; if applicable, a resolution appointing the new member will be presented to the City Council, or
2. Prepare a detailed notice of position availability for publication once in the City newsletter and in the City’s official newspaper, as required by the Charter.

Charter Commission
Charter Commission appointments are made by the Tenth Judicial Judge, not by the City Council and not based on City policy.  Therefore, at the City Council’s direction, the updated Policy for the Recruitment, Application and Interview Process of Appointing City Board and Commission Members no longer references the Charter Commission appointment process. 
 

Not Applicable

Staff recommends adopting resolution # 16-06-122 to update the Policy for the Recruitment, Application, and Interview Process for City Board and Commission Members as  per the attached draft policy.

Motion to adopt resolution # 16-06-122 to Update the Policy for the Recruitment, Application, and Interview Process for City Board and Commission Members.