HomeMy WebLinkAboutREDmarxcarterb3RECEIVE D
NOV 3 0 2010 MEMORANDU MREDFILESLO CITY CLERK MEETING AGENDATo:City Council DATE.42/>/oITEM #From : Jan Marx and Andrew Carte r
Re :Appointment Proces s
Date : December 1, 2010 Special Meeting B 3
To appoint someone to serve out the remaining two years of Jan Marx's unexpired Council Term ,
we would like to propose the following procedural guidelines for your approval .
1.The City Clerk will publish notice of said vacancy December 3, 2010 and open th e
application process .
2.Prospective applicants will fill out an application form and submit a two hundred-wor d
letter of application and a resume between 8 :00 am December 3, 2010 and December 13, 201 0
at 5pm .
3.After the application period closes, staff will confirm that each candidate meets th e
residency and voter registration requirements and will then distribute copies of all vali d
applications and resumes, as well as a list of applicants to Council . Copies of said documents wil l
be considered public documents when submitted .
4.Each council member will individually read and evaluate the application letters an d
resumes . If a council member has a question for one or more candidates, the question(s) shoul d
be addressed to the individual applicant with an understanding that each council member wil l
make a report at the public hearing about the conversations with the applicants (see #6 below).
5.A special meeting of the Council will be called for December 21, 2010, at 7pm with th e
only item on the agenda the Council appointment . There would be no public comment regardin g
items not on the agenda .
6.At the meeting, there will be a brief staff report . Prior to hearing from applicants, counci l
members will be asked to disclose any ex parte communications with individual applicant s
including a general explanation of the substance of any communications . Then, each applicant
will make an oral presentation of no more than five minutes duration . There will be no question s
from council members of applicants, since there will have been ample time for council member s
to have asked in the week between close of application and the meeting . Then, public testimon y
will be heard .
7.After public testimony the matter will be brought back to City Council for deliberation . In a
straw vote, each council member will announce and the City Clerk will record a list of up to thre e
applicants that they can support, in alphabetical order . If 3 or more council members name th e
same applicant and only one applicant receives 3 straw votes, then the Mayor will call for a
motion to appoint that person . If more than one applicant receives 3 or more votes, then thes e
applicants should be further discussed until an appointment is made (either via more straw vote s
of a favored applicant from each council member or consensus from deliberations, the method t o
be determined at the special meeting). If no candidate gets 3 or more votes, then the council ca n
expand the list by engaging in additional rounds of listing applicants . Any applicants identified i n
the first round would continue to be considered if there are two or more straw votes in his or he r
favor . At any time during the straw vote process a council member could change his or her min d
regarding an acceptable applicant and express support for any applicant . Motions could be mad e
in favor of any at any time .
8.If an applicant is voted in by at least three Council Members, then he or she should b e
sworn in and seated immediately after selection by Council .
9.If, on the other hand, council members are unable to agree on appointment, then a
motion would be entertained to hold a special election .
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