January 11, 2005

SUBJECT: 2005 BOARDS AND COMMISSIONS RECRUITMENT PLAN

REPORT IN BRIEF

The following report outlines the proposed recruitment plan for 2005 Boards and Commissions vacancies.  Staff recommends the Council approve the proposed plan which includes a year-round recruitment schedule.  Please note Council’s interview dates.

BACKGROUND

Boards and Commissions recruitment is conducted in a two-phase process. Phase I, which is conducted in the spring of the year, begins in March and ends in May. Phase II begins in September and ends in November. Phase I is devoted to recruiting for all vacancies for which completed terms have expired, as well as any prior unfilled vacancies. Phase II is aimed at filling continuing vacancies or mid-term vacancies that may occur because of resignations. There are 19 vacancies expected to be filled during Phase I. Attachment A lists the vacancies and the member whose term will expire in June. Any mid-year vacancies will be filled in November 2005.

EXISTING POLICY

Council Policy 7.2.8 Boards and Commissions Appointment Process, approved by Council on April 12, 1994.  Administrative Policy, Article XV Vacancies, Attendance, Quorums and Minutes, approved by Council in June 1989.

DISCUSSION

Success of the Boards and Commissions recruitment is based on three main objectives: to adequately inform and prepare the community; to conduct a fair selection process; and to proceed on a timely basis with the appointment of candidates.

Applicants will be encouraged to attend a recruitment information meeting that will be offered prior to the application deadline. Applicants are also advised to attend at least two meetings of the Board or Commission for which they intend to apply. Although fewer vacancies is anticipated in the Phase II recruitment, a similar recruitment schedule will be followed.

Staff has tentatively added these dates to the 2005 Tentative Council Meeting Agenda Calendar, subject to your approval. For your convenience, staff has attached excerpts of the Tentative Council Agenda Calendar and Council Activity Calendar for the months of June and December so Council can review what other meetings are scheduled during this timeframe. 

The 2005 Boards and Commissions Recruitment Plan is as follows:

PHASE I

Recruitment Begins                                                    Monday, March 21

General Recruitment Information Meeting                        Thursday, April 7
6:00 p.m.
West Conference Room

Application Deadline for all Boards and                           Friday, May 20

Commissions                                                            5:00 p.m.

Candidates Interview with Council 
Wednesday, June 8
6:00 p.m.
West Conference Room

Candidates Interview with Council
Wednesday, June 15
6:00 p.m.
West Conference Room

Appointments Made by Council                                     Tuesday, June 21

Effective Date of Appointments                                    Friday, July 1

New Members’ Orientation                                            Tuesday, July 26
6:00 p.m.
West Conference Room

PHASE II

Recruitment Begins                                                   Tuesday, September 6

General Recruitment Information Meeting                        Thursday, September 29
6:00 p.m.
West Conference Room

Application Deadline                                                  Friday, November 18
5:00 p.m.

Candidates Interview with Council                                  Monday, December 19
6:00 p.m.
West Conference Room

Appointments Made by Council                                     Tuesday, January 10

Effective Date of Appointments                                    Wednesday, Jan. 11

New Members’ Orientation                                          January 2006 

FISCAL IMPACT

None

CONCLUSION

Staff has reviewed the Council Agenda Calendar and selected dates for interviews and appointments based on Council availability and the needs of Boards and Commissions to fill their vacancies.  Staff recommends Council approve the proposed 2005 Recruitment Plan.

PUBLIC CONTACT

This report was included in the publication and posting of the Council agenda on the City’s official bulletin board, the City’s web page, and the San Jose Mercury News.  This report is also available at the Sunnyvale Public Library and the City Clerk’s Office.

ALTERNATIVES

1. Approve the 2005 Recruitment Plan as submitted.
2. Modify the 2005 Recruitment Plan.

RECOMMENDATION

Staff recommends alternative 1.

Reviewed by:
Susan Ramos, City Clerk

Prepared by: Donna Biles, Deputy City Clerk

Approved by:

Amy Chan

City Manager

Attachments

A. List of Boards and Commissions Seats expiring on June 30, 2005
B. Agenda Calendar for the month of June and December (pdf format)
C. Council Calendar for the month of June and December (pdf format)