HomeMy WebLinkAbout11/14/2006, B7 - ADVISORY BODY RECRUITMENT, INTERVIEW, AND APPOINTMENT PROCESS council Ma ii I w o&
j acEnba Report 57
CITY OF SAN LUIS OBISPO
FROM: Audrey Hooper, City Clerk
SUBJECT: ADVISORY BODY RECRUITMENT, INTERVIEW, AND APPOINTMENT
PROCESS
CAO RECOMMENDATION
1. Modify the City Advisory Body appointment process to improve outreach and simplify the
process, as follows:.
a. Review and approve an expanded outreach program;
b. Include Friday mornings as possible interview times;
c. Conduct make-up interviews only when there are not enough candidates available to fill
the positions at the appointed interview time; and
d. Utilize one Council Agenda Report for .all .appointments made during the annual
recruitment period except for the Downtown Association.
2. Review and discuss added alternatives for simplifying the process and provide staff with
follow-up direction, as appropriate.
REPORT IN BRIEF
The City Clerk's office is committed to ensuring the success of the City's advisory body
recruitment, interview, and appointment process. However, each year it has become increasingly
difficult to attract qualified applicants. Because of increased demands on the schedules of
Council Members, applicants and staff, it has also become more challenging to orchestrate the
interview process and ensure that appointments are made within a condensed time frame.
Staff indicated to Council that we would begin gathering information and suggestions with the
goals of: (1) continuing to broaden our community outreach in an attempt to increase the pool of
qualified applicants; and (2) simplifying and making the interview and appointment process
more effective and efficient for Council Members, applicants, and staff.
This report provides an overview of the information staff has gathered to improve our outreach
efforts and simplify the process, including ideas related to the interview and appointment process
that may merit future consideration. While some of the information staff is presenting relates to
the "hows" of recruitment, the interview and appointment process has been in place for many
years and the "whys" of this process were established by Council. Council Members may want
to consider revisiting some aspects of this process.
Advisory Body Recruit _Aerview and Appointment Prod—) O
Page 2 of 6
DISCUSSION
Advisory Body Outreach: Background
In 2006, the Clerk's office recruited for 27 Advisory Body vacancies with 42 applications
received. As of the end of last month, three of the 2006 vacancies remained unfilled: Jack
House Committee, Mass Transportation Committee and Construction Board of Appeals. In
contrast, in 2005, there were 31 vacancies and 106 applications were received. This does not
take into account the Downtown Association because it recruits its own Board members.
The City Clerk's staff expanded its recruitment efforts in 2005. The expanded outreach included,
in part:
1. An article in the SLO County Journal on the subject of volunteerism.
2. Production and broadcasting of a video on Channel 20 featuring former Mayor Ken
Schwartz.
3. A flier in the Chamber of Commerce's "SLO Fliers" packet.
4. Additional press releases to local media.
5. An interview on the Dave Congelton Show with an advisory body member and staff liaison.
Near the end of the 2005 application period, staff still had not received enough applications to
fill the existing vacancies. As a result, staff contacted the City reporter for the Tribune for
assistance. A full-length article was published in The Tribune the last week of the recruitment
process and generated a flood of applications and enabled Council to fill all vacancies in 2005.
Because of the time and cost of some of the additional efforts in 2005, many of which seemingly
did not generate applications, the video, flier in Chamber's "SLO Fliers" packet, and interview
with the media were not included in the 2006 recruitment efforts. However, staff received
newspaper coverage, updated the advertising, in an attempt to make it "more enticing" to
potential candidates, and continued to take other steps to encourage applications. Nevertheless,
the number of applicants was significantly lower in 2006.
In an effort to determine means of improving the Advisory Body recruitment process staff
conducted a survey, through the League of California Cities ListServ, of City Clerks throughout
the state. The survey (Attachment 1) included a list of questions that incorporated input from
advisory body members and Council members. The questions were intended to develop
information regarding the interview and appointment process used in other cities, and to provide
the City Clerk's staff with ideas for enhancing our recruitment efforts. Thirty-seven responses
were received.
Expanded Outreach: Plans and Recommendations
It is anticipated that thirty-one advisory body vacancies will occur on March 31, 2007. Of these
vacancies, six members are ineligible for reappointment to the same advisory body. Staff will
Advisory Body RecruitL_-ItOterviewand Appointment Proms...., 'J
Page 3 of 6
also be recruiting for two Zone 9 vacancies and one vacancy on the Area Agency on Aging.
Outlined below are several plans and strategies for expanding our outreach efforts.
1. Targeted Outreach. In developing an enhanced recruitment strategy for 2007, the City Clerk's
office solicited suggestions from staff and advisory body members. As a result, suggestions
specific to various committees were developed. For example, it was recommended that
brochures be distributed to local bike shops for Bicycle Advisory Committee vacancies. It was
also suggested that applications and information regarding vacancies for the Tree Committee be
available at the Arbor Day event if timely. The City Clerk's office will be working with staff
liaisons to assist in implementing these recommendations.
2. Speakers Bureau with Council Members and Staff. A suggestion was also made to establish
a speaker's bureau that would include at least one Council Member and Advisory Body member.
It was envisioned that this committee would visit local service clubs and organizations to
promote volunteerism on behalf of the Advisory Bodies. It was noted in one of the surveys that
despite all of the various recruitment efforts, it was the efforts of the individual Council
Members that generated the most applications.
3. New Form and Added Notification. Attachment 2 is an "Advisory Body Notification" form
that staff has implemented and used for unscheduled vacancies this year and which will be used
during the 2007 recruitment. The expanded notification process will now include RSVP (senior
volunteers), United Way internet mailings; Cal Poly student website for volunteers, SLO City
News, and SLO County Journal.
4. Other Steps. Staff also intends to implement the following as expanded outreach in 2007:
a. The City Clerk will attend Advisory Body meetings to discuss the upcoming recruitment
process and encourage advisory body members and staff liaisons to proactively solicit
applications.
b. The City Clerk's office will staff a booth at the Farmers'Market in January at least once.
c. Staff will provide Council with copies of an informational brochure (Attachment 3) that
Council members can conveniently distribute to constituents.
d. The City Clerk's office will contact KSBY in an effort to have vacancies included in
KSBY's "Community Calendar" announcements as well as publishing advertisements in
the SLO County Journal as budget allows.
e. It is recommended that the Mayor continue to announce vacancies at the beginning of
each regular Council meeting:
f. In years where there is no budget survey, staff will include an announcement in the
December and January utility bills.
Simplifying the Process: Recommendations
1. Expanding Interview Days to Include Fridays. The two most challenging components of the
appointment process for Council and staff are: (1) scheduling the interviews for fourteen
advisory bodies involving a different subcommittee for each advisory body; and (2) scheduling
make-up interviews during a period of time when Council schedules are already full.
Advisory Body Recruitme,.y ,_,trview and Appointment Proce.-
Page 4 of 6
Interviews are typically scheduled during the second half of February. In 2007, interviews will
be scheduled from February 5`h through 21st. Because it has been Council's preference in the past
to avoid interviews on Council meeting days, the morning after Council meetings and on Fridays
this has limited the number of days on which interviews may be held to about 10. During these
10 days it is also necessary to accommodate Council's other time commitments as well as search
for times that will enable the most candidates to participate in the interviews. Expanding the
interview schedule to include Friday mornings (9:00 or 9:30 a.m. to noon) may provide the
needed flexibility to accommodate both the Council's and applicants' schedules.
2. Limiting Make-Up Interviews. In reviewing the survey results from other cities, staff found
that only four cities regularly scheduled make-up interviews, twelve did not, and the others
varied. Eliminating make-up interviews except when there are not enough candidates available
to fill the positions at the appointed interview time may also simplify the interview process and
serve to' encourage serious candidates to rearrange their schedules to participate in the
established interview times.
3. One Council Agenda Report In the past, the Council has been presented with fifteen agenda
reports for each individual advisory body's appointments and taken separate action on each one.
The City Clerk's staff recommends reducing the number of Agenda Reports that are brought to
Council for the appointments and, if appropriate, enabling Council to make one motion for all
appointments. Staff has prepared a modified Agenda Report (Attachment 4) that would include
recommendations for all Advisory Bodies except the Downtown Association.
Future Modifications to Consider
In reviewing the results of the survey, and following up with telephone calls to several of the
City Clerks surveyed, it appears that this process may be more intensive for this City than for
many other cities. It is possible the high number of SLO Advisory Bodies is one factor.
However, there are a number of other differences that may also be a factor. Council may want to
explore these differences in more detail and consider further changes to the City's advisory body
recruitment process in the future.
1. Advisory Body Membership —Size. San Luis Obispo committees and commissions consist of
seven members. In the survey, we found that with the exception of the parks & recreation
commissions, the majority of the members on the committees and commissions were limited to
five. The following table reflects the number of members on other cities' advisory bodies that
correspond to San Luis Obispo's advisory bodies.
�y
Advisory Body Recruits,__ Arview and Appointment Prock J
Page 5 of 6
Comi2arison of AdvisoDt Body Membership
Other
Architectural Review Commission 8 1 1 w/9; 2 w/13
Bicycle Advisory Committee 2 2 1 w/11
Board of Appeals 3 1
Cultural Heritage Committee 5 3 1 w/9
Human Relations Commission 2 1 w/9; 1 w/15
Housing Authority 2
Jack House Committee no comparable committees
Joint Use of Recreational Facilities Committee no cam arable committees
Mass Trans ortation Committee 1 1 1 w/6
Parks and Recreation Commission 7 16 1 w/10;4 w/9
Personnel Board 1 1 1 w/3
Planning Commission 23 13
Promotional Coordinating Committee 2
Tree Committee 2 1 w/10
Three of the City's advisory bodies have had vacancies that staff has been unable to fill since the
2006 annual recruitment process: the Board of Appeals, Jack House Committee and Mass
Transportation Committee. With the Board of Appeals a vacancy for a disabled member
remains unfilled. Because this Board meets on an as-needed basis, this vacancy has not yet
posed a problem. Regarding the Jack House Committee, staff has had several inquiries regarding
whether non-residents could serve on this committee. Section 1202 of the City's Charter requires
that members be residents and registered voters within the City.
With the Mass Transportation Committee a vacancy for an alternate member has existed for
nearly a year, and a second alternate position is now vacant. In our City, this is the only
commission or committee for which there are alternate positions. At the time Council added
these positions, attendance issues were occurring on the committee and meetings were cancelled
due to a lack of quorum. This situation seems to have been resolved and no meetings have been
cancelled due to a lack of quorum this past year. Therefore, Council may want to consider
eliminating one, if not both, of the alternate positions. In addition, unlike other committees, this
committee requires that all but one of its regular members have special qualifications. Council
may want to consider reducing those qualifications in the future.
Apart from the particulars noted above, while potentially enhancing citizen participation, seven
person advisory bodies are not in the mainstream and create recruitment and workload
challenges (the more positions to fill, the greater the demands on the recruitment, interview and
appointment processes). Therefore, staff suggests that Council direct staff to further investigate
the possibility of reducing the size of our commissions, and how this might be implemented.
Consultation with advisory body chairs (through the Mayors Quarterly Lunch) should be a part
of this review. It should be noted that of the 37 cities that responded to the survey, 30 had five- .
member Councils, six had seven-member Councils, and one had a nine-member Council. Thus,
our own city council is in the mainstream in terms of size; our advisory bodies are not.
2. Residency Requirement. The question of eliminating the residency requirement has been
raised several times in the past. According to the survey results, only the cities of Emeryville
and Salinas have an exception to the residency requirement. Emeryville allows non-resident
business owners or members of the public who work in that city to participate on advisory
.5
Advisory Body Recruit> y merview.and Appointment Prock
Page 6 of 6
committees, including the Planning Commission. Salinas exempts members of the Board of
Appeals from the residency requirement, but also requires that applicants either be employed
within the City or be business owners. Our residency requirement is contained in the City's
Charter (and in Council Policies and Procedures and the Advisory Body Handbook).
Modification of this requirement would require a Charter amendment approved by the voters. If
Council desires added changes, staff would suggest pursuing the possibility of reducing the size
of advisory bodies before trying to amend the residency requirement.
3. Interviews and Appointments. Interview practices and appointments varied considerably in
the respondent cities. Sixteen cities make appointments biennially, instead of annually. Of
these, seven make appointments concurrent with Council elections. Fifteen cities hold
interviews during a special or regular City Council meeting with all Council Members
participating. Only four cities held interviews that were conducted by a subcommittee of the
Mayor and one or more Council Members. Of those four, the Mayor participated on one
subcommittee annually,but the Council Members rotated each year.
A number of cities contacted held interviews with the entire Council present, although methods
for conducting the interviews differed in some cases (time allocated to make presentations,
formality of questions). In all,cases, the City Clerks indicated that the interview process did not
appear to have an adverse impact on the number of candidates who applied for the vacancies.
Perhaps the most obvious difference in the manner in which this City conducts its interviews is
related to the number of subcommittees. As indicated, only four of the 37 cities that responded
conduct interviews involving subcommittee members. However, none of those four involved all
of the Council members serving on various subcommittees. Council may want to consider
whether it wants to continue requiring each of the Council subcommittee liaisons to conduct
interviews for its own committees, or whether another method may be more feasible.
Staff, however, believes that there are advantages to the present subcommittee approach. These
include more equal participation by council members in an important citizen involvement
process, greater overall accountability for appointments, and an increased opportunity for each
council member to learn more about our advisory bodies and the programs they support. Again,
therefore, if Council desires added changes, staff would suggest pursuing the possibility of
reducing the size of advisory bodies before changing the interview process.
FISCAL IMPACT
The City Clerk's budget contains adequate funding for the proposed advisory body outreach.
ATTACHMENTS
1. City Clerk's Survey
2. Advisory Body Vacancy Notification Form
3. Informational Brochure
4. Draft 2007 Agenda Report-Appointments
GA304 City Advisory Bodies\Advisory Body RecruitmenAl 1-14-06 Agenda Report 2007 Recruitment.doc
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T .ATTACHMENT 4
council M.Uft°ft
j agenba REpom 1�Nmb.
CITY OF SAN LUIS OBISPO
FROM: Audrey Hooper, City Clerk
Elaina Cano,Deputy City Clerk
SUBJECT: 2007 APPOINTMENTS TO CITY ADVISORY BODIES
RECOMMENDATION
By motion,make appointments to the City's advisory bodies effective April 1, 2007, and expiring
in accordance with the recommendations of the Council Subcommittees as indicated below:
DISCUSSION
Recruitment was conducted between the period of xx and xx, 2007, to fill vacancies on the City's
advisory bodies. After the close of the recruitment period, Council Subcommittees for each of
the advisory bodies conducted interviews. The following recommendations are based on those
interviews.
Architectural Review Commission (Subcomittee Members xx and xx)
1. Reappoint xx to serve a four-year term expiring on March 31, 2011. (These will all have
to be adjusted accordingly)
2. Appoint xx to serve a four-year term expiring on March 31, 2011.
(Add any special notes here— and after each AB recommendation - regarding positions that are
still vacant or???)
Bicycle Advisory Committee (Subcommittee Members xx and xx)
1. Reappoint xx to serve a four-year term expiring on March 31,2011.
2. Appoint xx to serve a four-year term and expiring on March 31, 2011.
Construction Board of Appeals (Subcommittee Members xx and xx)
1. Reappoint xx to serve a four-year term expiring on March 31, 2011.
2. Appoint xx to serve a four-year term and expiring on March 31, 2011.
Cultural Heritage Committee (Subcommittee Members xx and xx)
1. Reappoint xx to serve a four-year term expiring on March 31, 2011.
2. Appoint xx to serve a four-year term and expiring on March 31, 2011.
Human Relations Commission
1. Reappoint xx to serve a four-year term expiring on March 31, 2011.
2. Appoint xx to serve a four-year term and expiring on March 31, 2011.
RAFT
CATTACHMENT 4
Council Agenda Report-2007 Appointments to City Advisory Bodies
Page 2
Housing Authority
�
xx U
Jack House Committee
1. Appoint.xx to serve a four-year tern and expiring on March 31, 2011.
The terms for xx, xx, and xx, will expire on March 31, 2007. xx and xx have reapplied and are
eligible to serve four-year terms. xx has served the maximum term limit of eight years and is not
eligible to reapply for this advisory body. The Council Subcommittee interviewed xx applicants.
Joint Use of recreational Facilities Committee
1. Reappoint xx to serve a four-year term expiring on March 31, 2011..
2. Appoint xx to serve a four-year term and expiring on March 31, 2011.
The terms for xx, xx, and xx, will expire on March 31, 2007. xx and xx have reapplied and are
eligible to serve four-year terms. xx has served the maximum term limit of eight years and is not
eligible to reapply for this advisory body. The Council Subcommittee interviewed xx applicants.
Mass Transportation Committee
1. Reappoint xx to serve a four-year term expiring on March 31, 2011.
2. Appoint xx to serve a four-year term and expiring on March 31, 2011.
Parks and Recreation Commission
1. Reappoint xx to serve a four-year term expiring on March 31, 2011.
2. Appoint xx to serve a four-year term and expiring on March 31, 2011.
Personnel Board
1. Reappoint xx to serve a four-year term expiring on March 31, 2011.
2. Appoint xx to serve a four-year term and expiring on March 31,2011.
Planning Commission
1. Reappoint xx to serve a four-year term expiring on March 31, 2011.
2. Appoint xx to serve a four-year term and expiring on March 31, 2011.
Promotional Coordinating Committee
1. Reappoint xx to serve a four-year term expiring on March 31, 2011. DRAFT
2. Appoint.xx to serve a four-year term and expiring on March 31,2011.
r
ATTACHMENT 4
Council Agenda Report-2007 Appointments to City Advisory Bodies
Page 3
Tree Committee _
1. Reappoint xx to serve a four-year term expiring on March 31, 2011.
2. Appoint xx to serve a four-year term and expiring on March 31, 2011.
COUNCIL READING FILE
Copies of all applications have been provided to the City Council under separate cover and are
available for public review in the City Clerk's office.
G:1304 City Advisory Bodies\Advisory Body Recruitment\Agenda Report Template March 2007.doc
DRAFT
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