Loading...
HomeMy WebLinkAbout12/1/2004 Minutes - Special MeetingC! Y OF DIAMOND BAR CITY C UNCIL SPECIAL MEETING ECEMBER 1, 2004 CALL TO ORDER: Mayor Zirbes called the Special Meeting to order at 8:11 a.m. in Conferen a Room B of the South Coast Air Quality Management District/Government Center, 21865 Copley Dr., Diamond Bar, CA. Present: Council Members Chang, O'Connor, Mayor Pro Tem Herrera and Mayor Zirb s. Council Member Huff was excused. Staff Present: Linda Lowry, City Manager; Michael Jenkins, City Attorney; James DeStefano, Deputy City Manager; David Doyle, Deputy City Manager and Tommye Cribbins, ssistant City Clerk. 1. PUBIC COMMENTS: None Offered RESPONSE TO PUBLIC COMMENTS: None CONSIDERATION OF TIE PROCESS FOR APPLICANT INTERVIEWS TO FILL CITY COUNCIL ACANCY. MPT/Herrera felt it was in to interview applicants as different things to differei process and the same sE candidate in the interest c in Conference Room B v room unable to hear the r could objectively evaluat burdensome to interview applications had been 1 applications by Friday. M/Zirbes pointed out that the 21 applications had b MPT/Herrera said that selecting a City Manage ranked each candidate interview. She recommE interview process for th staff list the candidates Council Members shoul staff collate the numbE Council Members would portant for the four remaining Council Members a group rather than one-on-one. Individuals say t people and there should be continuity in the of questions should be used to interview each f fairness. Each individual should be interviewed th the remaining applicants waiting outside the ,sponses. In this way, the four Council Members individual responses. She felt it might be too all applicants on December 7 because 21 ulled and the City could receive even more re might be only 10 applicants since only 6 of submitted to date. ie Council had been through the process of . In that case, Council Members reviewed and with the top 5 candidates being selected for ded that the Council conduct the same type of Council vacancy. She also recommended that ith columns for ranking next to each name. The then rank each applicant individually and have to determine which five candidates the four iterview. DECEMBER 1, 2004 PAGE 2 CC SPECIAL MTG. M/Zirbes felt that the fairest way applicants. For example, 15 ins interviews could be scheduled Members could rank applicants frc five finalists for a more in-depth inti MPT/Herrera agreed that it would C/Chang agreed that it would mo interview all applicants, rank the back for a second interview. in response to C/O'Connor, CAME held in public view. However, the they would not be considered ur Council's request to remain outsid C/O'Connor said that she was not who pulled applications and tf appointments for her beginning individuals prior to interviewing th chose to interview individuals as; applicants be interviewed. Rathei preference, she preferred to pick felt that staff should contact eac application had not been received. MPT/Herrera said that if people v would make the effort to complete not have to chase after individuz own actions or lack thereof. Sh deterred from filling out and sut year. M/Zirues said that the application resume and/or return the applicai would be scheduled for an intervh is explicit about what needs to b Tuesday, December 7, the Counc C/O'Connor felt that 10 minutes to know an individual. Discussion C/Chang felt that each individual MPT/Herrera said she had a individual interviews. to proceed would be to interview all ividuals turned in applications. The 0 minutes apart and then Council Ti the initial interview to determine the courteous to interview all applicants. reasonable for all Council Members to rmlicants and then invite the top five kins stated that the interviews must be ouncil could say to the candidates that ?ss they were willing to abide by the while others were being interviewed. imiliar with about half of the individuals it she had asked staff to set up i Friday so that she could meet the m. It was okay with her if the Council group and felt it was important that all than ranking 1 through 5 in order of ie top five for final interview. She also individual to inquire as to why their •e truly interested in the position they id submit the application. Staff should who should be responsible for their felt that many individuals would be itting Conflict of Interest forms each )rm states that applicants who submit a ,n by 3:30 p.m. on Friday, December 3 r on December 7 and because the form done in order to have an interview on should abide by those statements. an insufficient amount of time to get ould have a 20 -minute interview. em with Council Members conducting DECEMBER 1, 2004 M/Zirbes recapped: Eac interview; the study sessi+ 6:00 P.M. in accordance r each interviewee to give ( told that in order to be co are called into the public it a random basis in accorc provide a list of standard ii CA/Jenkins felt individua asked by Council so it w Everyone understood wt would depend more on C applicants would in all lik believed they should be believed they could contri MPT/Herrera suggested candidate and those f Discussion ensued. PAGE 3 CC SPECIAL MTG. candidate will be granted a 20 -minutes n/interview process will be backed down from ith the number of applicants; staff will contact ach individual a time slot; applicants are to be sidered they must remain in the hall until they erview session; interviews will be scheduled on ante with the applicant's availability; staff will terview questions to each applicant. would not be surprised about the questions ild be feasible to give them a list beforehand. t the job entailed and he felt the evaluation .incil's reactions to individual answers and that ihood, come prepared to respond to why they ;onsidered to fill the vacancy and what they ite to the City. each Council Member pick a preferred be interviewed as the final candidates. CA/Jenkins responded toLC/O'Connor that the rankings could be public without divulging how the Council Members arrived at the list of finalists. DCM/Doyle summarized: On December 7 the Council will hold the collective interviews, develop a rating sheet, present the sheets to staff, staff will go through the sheets and create the final interview list outside of the public arena in City Hall. The finalists will be contacted and invited back on December 14 for a second interview or selection. The December 7 regular meeting agenda would include an item calling for direction to staff for the final interview process. He asked who would be writing the interview questions. MPT/Herrera felt that if would be a conversationc, ask applicants question involvement with the C questions pertaining to s help the City attain the consensus. CA/Jenkins offered 10 interview. CM/Lowry asked for sp information to the applic )ecember 7 was a "get acquainted" session it type of process during which the Council could about their applications, their experiences, y of D.B., etc. The second round could be )ecifics about how the applicant would work to Council's approved goals. There was general questions to staff for the December 7 direction in order to pass along the correct DECEMBER 1, 2004 PAGE 4 CC SPECIAL MTG. M/Zirbes said that on December 7 the first round interviews would be finished by 6:00 p.m. leaving 30 minutes for Council discussion and selection of the final applicants for discussion and direction to staff during the regular meeting. C/O'Connor reiterated her assumption. that on December 14 the finalists would be interviewed prior to the regular meeting with nominations being offered during the regular City Council meeting. C/Chang said the Council should inform each applicant what process would lead to final determination d ring the first interview on December 7. CA/Jenkins assured C/O'Connor that there were a variety of alternatives and there was nothing that would preclude the Council from going back and approaching it in a different manner. If the Council is unable to reach a final decision. The Council could re-agendize the matter for the first January meeting. Some Councils I ke to start by having the Mayor call each Council Member's name to a nounce their top choice and then see if one person garners three votes. The other method would be to nominate each individual one at a time and vote yea or nay. There is no hard and fast rule. He personally liked the first method of calling the roil with each person announcing his/her choice. In fact, the Council could choose an individual who had not applied anc had not gone through the interview process. In short, up to the point of special election, the Council can do whatever it wants in the selection process. DCM/DeStefano asked when the Council intended to start its process on December 14. Four Planning Commissioners have pulled applications and there is a Planning Commission the evening of the 14th, beginning at 7:00 p.m. PUBLIC COMMENTS: Jack T naka asked if the Council had made a decision about whether applican s would be allowed to remain in the public meeting after their intervie . MPT/Herrera felt it would be uncomfortable and intimidating for applicants to remain in the room. C/Chang said it was a public meeting and anyone who wished to remain in the room once they were finished could do so. M/Zirbes agreed. Beatrice Grossman asked how Council. many vacancies there were on the Council Members responded that there is one opening replacing Mr. Huff. DECEMBER 1, 2004 C/Chang reminded positions open. C/Chang indicated to CIC on December 14 or in J serve. M/Zirbes said he intendf balance of the term to a� come to such a determin to remain open-minded 1 the term. PAGE 5 CC SPECIAL MTG. that next November there would be three nnor that he expected the Council to decide ary how long the selected applicant would to look at a selection based on filling out the d the election process. It the Council could not on it could be reduced to one year. He wanted placing the individual for the entire balance of MPT/Herrera agreed and suggested the Council leave all options open to consideration. C/Chang said he would refer to appoint someone for only one year and leave the future choice open to an election by the people. C/O'Connor said that appointment only if it election. However, sh appointment. CM/Lowry asked for con related to this process fo Council so confirmed. CA/Jenkins said it would so that everyone was on she was inclined to confirm a three-year as the next highest vote getter from the last was open to considering the three-year rmation that there would not be an agenda item discussion and direction to staff on December 7. helpful to go through each step of the process same page. DCM/Doyle reiterated: Friday, December 3: 3:30 p.m. deadline for applications. Staff woulc then begin to pull names from a hat (random order) to determine the order of scheduling applicants for interviews 20 minutes apart starting f om 6:00 p.m. working back depending on the number of interviews. If random order does not work staff would have the flexibility to work the scheduling accordingly. This process would create the interview list for the Council as well as start time for the interviews. Prior to the interview, staff will put together a list of questions that would be included in Friday's packet. Those questions would be asked of applicants on Tuesday, December 7 during the initial interview. The Council would be seated in Conference Room B and the applicants would be seated in another room waiting for their interview time. At 6:00 p.m. when the last interview s completed the Council will commence to rank the applicants, how the nomination process will go forward and determine the second round of interviews between 6:00 p.m. and 6:30 p.m. prior to the regular Council meet ng. DECEMBER 1, 2004 PAGE 6 CC SPECIAL MTG. CA/Jenkins asked if the Counc available to the applicants in adv to have the list of questions avail Council would have sufficient tii digest all of the interviews and d the Council already decided th process. DCM/Doyle said his understand interviews the Council would or interview process, decide how m second interview. In addition, at IE the final list. Council will discus process and how Council will CA/Jenkins' recommendations. commencement of the December December 14: Second round of ii meeting with the process being si C/Chang felt that at the end of t Council should be able to select MPT/Herrera suggested the Cou by 5:30 p.m. on December in decision about who would be se or to decide that the Council ne( prior to final selection. Staff shou case the Council needed to cond C/O'Connor said she was more ( since the Council Members woul time. DCN -,/Doyle confirmed that the appointment placed on the ac Council concurred. CA/Jenkins reminded Council M compiling their rankings individL those rankings to staff for collatioi MPT/Herrera said she would wa C/O'Connor wanted to leave certain that she could arrive at wanted staff to make the questions -e of the interview. Council concurred le at City Hall. CA/Jenkins asked if the between 6:00 p.m. and 6:30 p.m. to ermine what would happen next or has the next step would be the ranking ig was that based on the number of December 7 at the conclusion of the ny names they would give staff for the ist two Council Members must agree on how it wants to do the nomination ominate people for actual voting per chis could also be decided prior to 4 regular meeting). �rvlews to conclude prior to the regular ilar to the first round. interview process on December 7'" the final list. cil should have all interviews completed ,der to have sufficient time to make a .cted to participate in the final interview Is to have a second round of interviews I prepare a second round of questions in ct a second interview process. nfortable with MPT/Herrera's scenario be meeting the applicants for the first uncil would not want consideration of an is for the regular December 7 meeting. mbers that they previously considered illy after the first interview and giving and presentation on December 14. to know the outcome on December 7. r options open because she was not final candidates on December 7. DECEMBER 1, 2004 C/Chang said that if December 7 they sho meeting. M/Zirbes asked to have many interviews the Cou the end of the first intervi second interviews. PAGE 7 CC SPECIAL MTG. ncil could not come up with a final list on have a final list prior to the December 14 list by 9:00 a.m. on December 7 to see how it would have that evening and to determine at � whether the Council would need more time for CA/Jenkins reiterated tha Council would not reveal the rankings on the evening of December 7 bit would instead present those rankings to staff by December 10. Should the names be made public on December 10 as part of the packet that gets mailed out for the meeting of December 14? Council Members indicated in the affirmative. CM/Lowry said that by end of business on December 7 the Council would tell staff whether or not to (schedule a second go -round of interviews. CA/Jenkins said as a rr may call Council Memb( other individuals call b conversations during th arriving at their ranking impression that they wen ural part of this process that some individuals s and lobby on their behalf or they may have lobby on their behalf. There will be such period of time when Council Members are iecisions and the Council should not give the sequestered from this type of contact. C/O'Connor advised staffthat she would not be able to start the interview process before 1:00 p.m. on December 7. CA/Jenkins summarized: By the end of the study session on December 7 Council would have a better idea as to what would happen next; there will be no agenda item for the regular December 7 meeting; by December 10 a packet would be sent out for the December 14 meeting that would include names of the "finalists" and whether there would be additional interviews on the 14'h or the time would be devoted strictly to process of deciding on an appointm nt and for what length of time. CM/Lowry advised Council that time permits 13 interviews on December 7. M/Zirbes said there would be no discussion of this subject during the December 215 meeting ecause C/Chang would be out of the country. CM/Lowry asked if Council wanted a question included that addressed the length of time an applicant was willing to serve. Council concurred to old the December 14 meeting in the main auditorium in full public v ew. DECEMBER 1, 2004 PAdE 8 CC SPECIAL MTG. MPT/Herrera asked if staff wou d prepare an analysis sheet for the Council Members that would incl de the name of each applicant so that during the interview process notes could be made for future reference. DCM/Doyle said staff would included them on the analysis M/Zirbes said that Mr. Huff con and City by stealing away I EA/Whitehouse on her great ca her that she would assume a nE and sorry that she would be le take care of him and the other C down the interview questions and ues to create problems for the Council JWhitehouse. M/Zirbes complimented of the City Council and was happy for position. At the same time he was sad ing the City and would not be there to ncil Members. MPT/Herrera said that in the ning years that she has been on the City Council EA/Whitehouse always did an outstanding job in making sure she was always prepared, had everyt ing she needed to do her job and was directed to where she needed to go. C/Chang said in the seven yeas he had been on the Council it was wonderful to work with EA/Whitehouse. Whenever the Council needed something EA/Whitehouse made t happen. ADJOURNMENT: With no furl Council, M/Zirbes adjourned the Special The foregoing minutes are hereby Wen Chang, Mayor business to come before the City Ming at 9:36 a.m. 4Z Ln C. Lowry, �C�l tLgrk this i4th -- day of peeembe , 2004.