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<br />City of San Leandro Meeting Date: September 4, 2012 Staff Report File Number: 12-431 Agenda Section: ACTION ITEMS Agenda Number: 10.D. TO: City Council FROM: Chris Zapata City Manager
<br />BY: Lianne Marshall Assistant City Manager FINANCE REVIEW: Not Applicable TITLE: Staff Report for City Council District 4 Vacancy, Update on Appointment Process and Preparation for
<br />Special Meeting on September 13, 2012 SUMMARY AND RECOMMENDATIONS Applications have been received from eight individuals interested in appointment to the vacant District 4 City Council
<br />seat. It is recommended that the Council narrow the field of applicants to interview at the September 13, 2012 special City Council meeting. BACKGROUND At the July 16, 2012 City Council
<br />meeting, the City Council approved a process for filling the District 4 Council vacancy created by the resignation of District 4 City Councilmember Joyce Starosciak, declared its intention
<br />to fill the District 4 Council vacancy by appointment and directed staff to provide public notice of the vacancy and application process. Applications for the District 4 City Council
<br />position were made available beginning on August 2, 2012, at City Hall and on the Citys web site. A press release announcing the vacancy and information on the application process
<br />was issued on July 31, 2012, and a City Corner ad was published in the San Leandro Times newspaper on August 2, 2012. The application period closed on August 20, 2012, and eight applications
<br />were received by the deadline. Applications were received from: Dana Chohlis, Christopher Crow, Darlene Daevu, Thomas C. Dlugosh, David Erlich, John Faria, Charles Kane and Benny
<br />Lee. Copies of the applications have been forwarded to the City Council for review and are available for public review in the City Clerks Office. Applicant Review an Screening As
<br />part of the appointment process approved on July 16, 2012, the Council will perform an City of San Leandro Page 1 Printed on 8/28/2012
<br />File Number: 12-431 initial review and screening, and narrow the applicant field, if needed, on September 4, 2012, and hold a special City Council meeting on Thursday, September 13,
<br />2012 to interview applicants and appoint the new District 4 City Councilmember. An ad hoc committee, comprised of Mayor Cassidy and Vice Mayor Gregory, will develop the questions
<br />for the September 13 applicant interviews. Due to the number of applications received, the Council may wish to narrow the field of applicants to interview at the September 13, 2012
<br />special meeting, as proposed in the attached memo from Mayor Cassidy. If the Council chooses to do so, the following process is suggested: · Members are provided with a list containing
<br />all the applicants names in alphabetical order · Members make a mark next to the names of the three individuals they would most like to interview · The City Clerk tallies the choices
<br />using a matrix that will be displayed on the overhead screen · The applicants chosen most often by thhe Council will be invited to attend the September 13, 2012 Special City Council
<br />meeting for an interview with the Council 2007 District 6 Appointment Process Following the November 2006 election, the City Council conducted an appointment process to fill the District
<br />6 vacancy created when Tony Santos was elected Mayor. Twelve individuals applied for the vacant position. The Council had included a process for narrowing the field of applicants
<br />to interview to four or five, in the event more than that number of applications was received. To accomplish this, staff recommended that each Councilmember choose four individuals
<br />they would most like to interview, and the five applicants most often chosen would be invited to be interviewed at a subsequent Special Meeting. After conducting the narrowing process,
<br />the Council chose six applicants to advance to the interviews. The Special Meeting was held on February 13, 2007, in the Helen Lawrence South Offices Conference Room, and was open
<br />to the public. An ad hoc committee, comprised of the Mayor and Vice Mayor, developed a list of eight interview questions, and one question was provided to the applicants in advance.
<br /> Each applicant was given a total of 30 minutes to respond to the questions. Names of the applicants were drawn to determine the order in which they were interviewed. The applicants
<br />waited in another room until their turn to be interviewed. After each applicant was interviewed, they were allowed to remain in the meeting room for the remainder of the process.
<br />Five Councilmembers were present at the meeting. The Council used a balloting process to determine the successful applicant. The City Clerk distributed ballots to the members, and
<br /> each member wrote the name of the applicant s/he selected to be the new District 6 Councilmember. The Clerk collected the ballots and transferred the votes to a spreadsheet that
<br />was displayed on the screen. An applicant needed four votes to be appointed. If no applicant received four votes, anyy applicant receiving no votes was removed from consideration,
<br />and another round of ballots was distributed. After the fourth round of balloting City of San Leandro Page 2 Printed on 8/28/2012
<br />File Number: 12-431 resulted in one applicant with three votes and the other with two, a motion was made to nominate Jim Prola for appointment to the position. Current Agency Policies
<br />Section 250 of the City Charter provides for filling a Council vacancy by appointment of the Council. Previous Actions By Minute Order 2012-030, adopted on July 16, 2012, the City Council
<br />declared its intention to fill the upcoming District 4 Council vacancy by appointment, and directed staff to provide public notice of the vacancy and application process, upon Councilmember
<br />Starosciaks submission of a resignation date. By Minute Order 2012-031, adopted on July 16, 2012, the City Council approved the process and timeline for filling the District 4 City
<br />Council vacancy as outlined in the July 16 staff report, with the following amendments: 1) adjust the application timeline if needed, based on Councilmember Starosciaks resignation
<br />date; 2) perform an initial review and screening, and narrow the applicant field, if needeed, at the City Council regular meeting on September 4, 2012; 3) hold a special City Council
<br />meeting on Thursday, September 13, 2012 to interview applicants and appoint the new District 4 City Councilmember; 4) charge the ad hoc committee, comprised of Mayor Cassidy and Vice
<br />Mayor Gregory, with developing interview questions; and 5) approve no additional screening criteria. Committee Review and Actions The ad hoc committee of Mayor Cassidy and Vice Mayor
<br />Gregory will develop the interview questions and provide them to the Council at the Special City Council meeting on September 13, 2012. Summary of Public Outreach Efforts · A press
<br />release announcing the vacancy and information on the application process was issued on July 31, 2012 · A City Corner ad was published in the San Leandro Times newspaper on August 2,
<br /> 2012 · An announcement and applications for the District 4 City Council position were made available on the Citys web site beginning on August 2, 2012 ATTACHMENTS · August 24, 2012
<br />Memo to CCity Council from Mayor Cassidy re: District 4 City Council Vacancy, Proposal for Determining Subgroup of Applicants to Interview PREPARED BY: Marian Handa, City Clerk, City
<br />Managers Office City of San Leandro Page 3 Printed on 8/28/2012
<br />CITY OF SAN LEANDRO MEMORANDUM Date: August 24, 2012 To: City Council From: Mayor Stephen Cassidy Subject: District 4 City Council Vacancy Proposal for Determining Subgroup of Applicants
<br />to Interview We are fortunate to have received applications from eight individuals interested in appointment to serve out the short-term City Council District 4 vacancy. Due to the number
<br />of applications received and to facilitate the process, the Council may wish to reduce the applicant pool to a smaller number to advance to the interview phase. To accomplish this, as
<br />the presiding officer of Council meetings, I propose the following process when we reach the item on our September 4, 2012, meeting agenda: Councilmembers, having reviewed the applications,
<br />heard public comments, and offering comments themselves, will select the three individuals they would most like to interview for the District 4 position by marking their choices on a
<br />list containing all the applicants’ names. The applicants’ names will be marked with with an “X,” not ranked in order of preference. The choices of the Council will be tallied
<br />and displayed. The applicants receiving the greatest support will be invited to be interviewed by the Council at the special City Council meeting on September 13, 2012. The precise
<br />number of applicants to be interviewed will be decided by the Council on September 4, 2012. Again, this is my proposal for the appointment process. I am not requesting any feedback or
<br />input on this proposal prior to our September 4, 2012. We will discuss the process in open session at our September 4, 2012, meeting. This memo will be placed within the meeting agenda
<br />packet and sent to all District 4 City Council vacancy applicants. cc: Chris Zapata, City Manager Jayne Williams, City Attorney
<br />City of San Leandro Meeting Date: September 4, 2012 Minute Order - Council File Number: 12-434 Agenda Section: ACTION ITEMS Agenda Number: TO: City Council FROM: Chris Zapata City Manager
<br />BY: Lianne Marshall Assistant City Manager FINANCE REVIEW: Not Applicable TITLE: MOTION: Motion Determining the Field of Applicants to Interview to Fill the District 4 City Council
<br />Vacancy City of San Leandro Page 1 Printed on 8/28/2012
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