HomeMy WebLinkAboutStaff Report 2504-4537CITY OF PALO ALTO
CITY COUNCIL
Monday, May 05, 2025
Council Chambers & Hybrid
5:30 PM
Agenda Item
11.Approval of Boards, Commissions, and Committees Interview Process as recommended
by Policy and Services Committee Supplemental Report added
City Council
Staff Report
Report Type: CONSENT CALENDAR
Lead Department: City Clerk
Meeting Date: May 5, 2025
Report #:2504-4537
TITLE
Approval of Boards, Commissions, and Committees Interview Process as recommended by
Policy and Services Committee
RECOMMENDATION
The Policy and Services Committee recommends that City Council adopt the following
procedure to select Boards, Commissions, and Committees (BCC) candidates to interview.
BACKGROUND
On February 26, 2024, the City Council set an interview selection method for the Boards,
Commissions, and Committees (BCC) that allowed each Councilmember to cast a number of
votes equal to the number of vacancies plus 50%, rounded up. A minimum of two votes was
required for a candidate to advance to the interview stage. While this approach provided a
structured process, feedback from City Council has indicated a desire to revisit the method.
On March 10, 2025, the City Council directed staff to return to the Policy and Services
Committee with options to revise the interview selection process for BCC Recruitments. At the
April 8, 2025 Policy and Services Committee Special Meeting1, staff presented a range of
options for consideration, including:
•Adjusted Voting-Based Selection
•Automatic Interviews for Small Applicant Pools
•Lowered Voting Threshold for Large Applicant Pools
•Proportional Voting Approach
Additional concepts were presented for potential integration into the process include a Scoring
System, a Preliminary Review Panel, Weighted Voting, and a Hybrid Approach that combines
multiple elements to meet the needs of various applicant pool.
1 April 8, 2025 Policy & Services Committee Meeting, Item 4 -
https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=16030
ANALYSIS
At the April 8, 2025 Policy and Services Committee meeting, the Committee considered several
options to ensure that candidates are given a fair and equitable opportunity to be selected for
the BCC interview phase. The Committee recommendation is that each Councilmember will
receive twice the number of votes as there are vacancies. Candidates with the highest number
of votes will be selected for interviews. The number of candidates interviewed will be based on
the number of vacancies, as follows:
•For 6 or fewer applicants, all will be interviewed.
•For 1-2 vacancies, up to 6 candidates will be interviewed.
•For 3 vacancies, up to 8 candidates will be interviewed.
•For 4 vacancies, up to 10 candidates will be interviewed.
These proposed revisions are intended to create a balanced selection process that upholds the
City’s values of transparency, inclusion, and civic participation. By refining the current method,
City Council can help ensure that all qualified applicants have equitable access to serve their
community. The proposed method would recognize and respect the time, effort, and
commitment that applicants invest in the process, while also supporting Councilmembers in
making informed decisions.
The recommended process will be reflected in the BCC Handbook, which is available publicly
and to BCC members. This provides transparency and clear communication regarding this step
of the BCC recruitment cycle.
FISCAL/RESOURCE IMPACT
The recommendations and actions taken in this report will not impact the City on a fiscal basis.
STAKEHOLDER ENGAGEMENT
The item was presented to the Policy and Services Committee on April 8, 2025. Public
notification was completed through the agenda posting procedure in print and digital.
ENVIRONMENTAL REVIEW
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).
APPROVED BY:
Mahealani Ah Yun, City Clerk