HomeMy WebLinkAboutStaff Report 2503-4347CITY OF PALO ALTO
Policy & Services Committee
Special Meeting
Tuesday, April 08, 2025
6:00 PM
Agenda Item
4.Establish a City Council Interview Selection Process for Boards, Commissions, and
Committees Presentation
Policy & Services Committee
Staff Report
From: City Clerk
Report Type: ACTION ITEMS
Lead Department: City Clerk
Meeting Date: April 8, 2025
Report #:2503-4347
TITLE
Establish a City Council Interview Selection Process for Boards, Commissions, and Committees
RECOMMENDATION
Staff recommends the Policy & Services Committee review and recommend City Council
approval of a standardized selection process for determining which candidates will be invited
for interviews during Boards, Commissions, and Committees (BCC) recruitments.
BACKGROUND
On March 10, 2025, City Council directed staff to present to Policy and Services Committee
options for an updated interview selection process for the BCC recruitments. The previously
established method, adopted on February 26, 2024, allowed each Councilmember a limited
number of votes (equal to the number of vacancies plus 50%, rounded up), with a minimum of
two votes required for a candidate to qualify for an interview.
However, variations in the number of applicants and adjustments to the recruitment schedule
have led to City Council using different methods in recent recruitments. For example:
•In the Parks and Recreation Special Recruitment, six applicants applied for one vacancy,
and City Council chose to interview all six.1
•In the Planning and Transportation Special Recruitment, nineteen applicants applied for
three vacancies. The previous policy was applied initially, but City Council opted to
interview all candidates who received at least one vote rather than adhering to the
original two-vote threshold.2
1 City Council, October 21, 2024; Agenda Item #1 Summary Minutes,
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=43198
2 City Council, January 25, 2025; Agenda Item #1 Summary Minutes,
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=43228
Given these inconsistencies, Councilmembers have expressed the desire for a clearer and more
structured selection process that allows City Council to review qualified candidates, provides a
reasonable amount of time to conduct the interviews, and lets applicants know what to expect.
Staff is seeking the Committee’s input and direction on methods to approaching vacancies that
receive both a small and large number of applicants.
ANALYSIS
Option 1: Adjusted Voting-Based Selection
•Each Councilmember is allocated a limited number of votes (equal to the number of
vacancies plus 50%, rounded up).
•Candidates must receive at least two votes to qualify for an interview.
•This approach ensures a manageable interview process while allowing each
Councilmember input and maintaining transparency.
Option 2: Automatic Interviews for Small Applicant Pools
•If the total number of applicants is twice the number of vacancies or fewer, all qualified
candidates will be invited for interviews.
•A special meeting may be scheduled to accommodate additional interviews if necessary.
•This method ensures inclusivity in cases with a limited pool of candidates.
Option 3: Lowered Voting Threshold for Large Applicant Pools
•If the number of applicants exceeds twice the number of vacancies, each
Councilmember selects up to two preferred candidates.
•Candidates must receive at least one vote to qualify for an interview.
•This allows for a focused selection process while ensuring fair representation of
Councilmembers’ preferences.
Option 4: Proportional Voting Approaches
•Councilmembers are allocated a specific number of votes equal to half the total number
of applicants. The applicants who receive at least one (1) vote will continue to the
Interview phase.
•This ensures a balanced selection process that scales with the size of the applicant pool,
allowing for fair consideration of all candidates while limiting excessive interviews.
Additional Considerations to Consider for Enhancing the Selection Process
•Scoring System Implementation: Councilmembers could evaluate applicants using a
standardized scoring rubric, assessing factors such as experience, community
involvement, and alignment with BCC goals. The highest-scoring candidates would
proceed to the interview stage.
•Preliminary Screening Panel: A subcommittee or staff panel could review applications
to recommend a shortlist of qualified candidates, which would then be reviewed and
finalized by the full City Council.
•Weighted Voting System: Instead of a fixed number of votes, Councilmembers could
assign weight to their votes (e.g., ranking their top three candidates).
•Hybrid Approach: A combination of methods, such as automatic interviews for smaller
pools and a voting-based system for larger pools, could provide flexibility while
maintaining consistency.
The Committee can also consider an additional provision to be included with the
recommendation that states that in the case that the adopted method yields an anomalous
result, it will be at the discretion of a particular individual or group (e.g., the Mayor, the Policy
and Services Committee, or the City Council) to provide an alternative approach in that
particular scenario.
The recommendations and actions taken in this report will not impact the City of a fiscal basis;
however, they may impact available staff resources to implement the recommended actions.
City Council action on this item is not a project as defined by CEQA because it is an
organizational or administrative activity that will not result in direct or indirect physical changes
in the environment. CEQA Guidelines section 15378(b)(5).
:
Mahealani Ah Yun, City Clerk
BCC Interview Selection Process Options
Presenters:
Mahealani Ah Yun, City Clerk
Francesca Reyes, Deputy City Clerk
April 7, 2025 www.cityofpaloalto.org
April 7, 2025 www.cityofpaloalto.org
Option 1:
Adjusted Voting-Based
Selection
Option 2:
Automatic Interviews for
Small Applicant Pools
Option 3:
Lowered Voting Threshold
for Large Applicant Pools
Option 4:
Proportional Voting
Approach
•Each Councilmember gets
limited votes (# vacancies +
50% rounded up)
•Candidates need at least 2
votes to be interviewed
•Balances input, transparency
and manageable interviews
•If applicants ≤ 2x vacancies,
all qualified are interviewed
•An additional Special Meeting
may be added if needed
•Ensured inclusivity with
smaller candidate pools
•If applicants > 2x vacancies,
each Councilmember selects
up to 2 preferred candidates
•Candidates need at least 1
vote to qualify for an
interview
•Ensures a focused selection
while representing
Councilmembers’ preferences
fairly.
•Councilmembers receive
votes equal to half the total
number of applicants.
•Candidates need at least 1
vote to qualify for an
interview
• Ensures balanced selection,
fair consideration, and limits
excessive interviews
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April 7, 2025 www.cityofpaloalto.org
•Scoring System: Councilmembers evaluate applicants based on experience,
community involvement, and BCC goals. Top scorers proceed to interviews.
•Preliminary Panel: A subcommittee or staff panel recommends a shortlist, finalized
by the full Council.
•Weighted Voting: Councilmembers rank top candidates, assigning vote weight.
•Hybrid Approach: Combines methods, such as automatic interviews for smaller
pools and voting for larger pools.
Additional Considerations