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BACKGROUND

OFFICE OF THE CITY CLERK JUNE 1, 2015 UPDATE ON PROCESS TO FILL A VACANCY ON THE CITY COUNCIL BY APPOINTMENT CITY COUNCIL, DISTRICT 7. BACKGROUND.

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BACKGROUND

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  1. OFFICE OF THE CITY CLERKJUNE 1, 2015UPDATE ON PROCESS TO FILL A VACANCY ON THE CITY COUNCIL BY APPOINTMENTCITY COUNCIL, DISTRICT 7

  2. BACKGROUND • On May 11, 2015, Mayor Tornek appointed the following individuals to serve as an Ad Hoc Committee members for the Vacancy Process for Council District 7: • Mayor Tornek • Vice Mayor Masuda • Councilmember McAustin • There is a 75 day deadline to make the appointment (July 18, 2015) or a representative for District 7 will be determined by lot • The appointed representative for City Council District 7 will serve for the remainder of the unexpired term until May 1, 2017 • On May 19th, the Ad Hoc Committee reviewed the following issues: • Suggested Date of Special Meeting to Conduct Interviews • Details of Interview Process (e.g. format, time allotment, questions, etc.) • Recommended Format for Appointment Process

  3. BACKGROUNDAPPLICATIONS AND APPLICANTS • City Clerk’s Office published the Notice of Intention to Fill a Vacancy by Appointment: May 14, 2015 • Applications to serve were available during the filing period: May 14, 2015 to June 1, 2015 • The following four applicants submitted the necessary application and petitions by the filing deadline and gathered the requisite 25 qualified petition signatures: • Ciran Hadjian • Don Morgan • Andy Wilson • Margaret York

  4. DATE OF INTERVIEW The Ad Hoc Committee has recommended that a Special Meeting for interviews be set for Monday, June 15, 2015 at 5:00 p.m. City Council confirmation is requested for this date as part of the recommendation

  5. INTERVIEW FORMAT • Recommended Interview Format: • City Clerk to conduct public random draw of applicant names to determine order of interviews • Applicants to be provided up to six (6) minutes to present his/her qualifications and interests in serving • Flexibility allowed for the six minute presentation time, with any reserved time to be used for closing statements (if so desired) • Acceptable to use PowerPoint presentations • All applicants interviewed on the same day • While the meeting is open to the public, no applicants will be permitted in the Chamber during interviews of any other applicants (can be present for vote)

  6. INTERVIEW QUESTIONS • The Ad Hoc Committee reviewed a list of 26 potential interview questions and recommended the following: • Each applicant will be asked the same five questions from the full list of 26 questions, as selected by the Ad Hoc Committee • Applicants will have up to 3 minutes to answer each question • The full list of 26 questions will be distributed prior to the meeting date to all applicants participating in the interviews

  7. SELECTION PROCESS • Following interviews: • Applicants will be invited into the Chamber to view City Council deliberations • Once deliberations are concluded, it is recommended the City Council conduct a paper ballot process, with the City Clerk to announce each Councilmember’s vote • If one applicant receives five votes via paper ballot, the Mayor can ask for a motion and second, followed by a formal vote of the City Council

  8. SELECTION PROCESS CONT. • If less than five votes are cast for any one applicant in the paper ballot round: • It is recommended that the City Council reduce the applicants to two finalists • Any applicant receiving 3 or 4 votes in the paper ballot round becomes a finalist • Those applicants receiving no votes in the paper ballot round would be eliminated

  9. SELECTION PROCESS CONT. • If one or no finalist exists from the initial paper ballot round, then all other applicants receiving at least one vote via paper ballot would be eligible for voting in the next round: • Each subsequent round would be conducted by a show of hands, with the City Clerk verbally reporting the vote for each Councilmember • Each Councilmember can cast one vote for one applicant per round • The applicant receiving the lowest number of votes is eliminated, until one applicant receives at least three votes, with only that applicant to move on as a finalist • In the event of a tie (e.g. three applicants each receive two votes), the applicant with the lowest number of votes is eliminated and additional rounds of voting are conducted until two finalists exist

  10. SELECTION PROCESS CONT. In the final round, the Mayor will ask for a motion to appoint either finalist The City Clerk will conduct a roll call vote on any motion to appoint If no finalist receives the necessary five affirmative votes, the City Council can continue deliberations, or suspend deliberations and continue the meeting to a future date and time certain The City Council can also order that the winner between the two finalists be determined by lot

  11. FOLLOWING THE SELECTION PROCESS The City Clerk will administer the Oath of Office to the selected appointee Appointee begins to serve immediately, with full voting rights Appointment expires at the start of the new term of office of the elected representative on Monday, May 1, 2017

  12. QUESTIONS/COMMENTS

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