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RPVCCA_CC_SR_2015_02_17_08_Notification_of_Resignation_IMAC_MemberMEMORANDUM TO: HONORABLE MAYOR & CITY COUNCIL MEMBERS FROM: CARLA MORREALE, CITY CLERK DATE: FEBRUARY 17, 2015 SUBJECT: NOTIFICATION OF RESIGNATION OF A MEMBER OF THE INFRASTRUCTURE MANAGEMENT ADVISORY COMMITTEE REVIEWED: CAROLYNN PETRO, ACTING CITY MANAGE RECOMMENDATION Provide direction to staff regarding the recruitment for a vacancy on the Infrastructure Management Advisory Committee (IMAC). BACKGROUND On February 11, 2015, John Colich notified staff that he was resigning (see attached email) from the IMAC, after meeting with City Attorney Lynch and Director of Public Works Throne, to avoid any conflict of interest issues that may arise since he planned to bid on future public works projects. DISCUSSION Generally, when the City receives notification of a vacancy on a committee or commission, the City Clerk's Office begins a recruitment to fill the position, per City Council Policy No. 6. Per Government Code (GC) Section 54974, "Whenever an unscheduled vacancy occurs in any board, commission, or committee for which the legislative body has the appointing power, whether due to resignation, death, termination, or other causes, a special vacancy notice shall be posted in the office of the clerk of the local agency, the library designated pursuant to Section 54973, and in other places as directed by the legislative body, not earlier than 20 days before or not later than 20 days after the vacancy occurs. Final appointment to the board, commission, or committee shall not be made by the legislative body for at least 10 working days after the posting of the notice in the clerk's office." As the Council recalls, after a recruitment process which began in July 2014, seven residents were appointed to the IMAC in October 2014. There are 9 applicants remaining on the list of IMAC applicants from that time period (attached with strikeout through the names of those who are currently serving on the IMAC). Notification of Resignation - IMAC Page 2 of 2 February 17, 2015 Staff requests direction from the Council regarding which of the following options it would prefer staff utilize to conduct the recruitment: 1) Conduct a full recruitment for a minimum of 30 days, in accordance with City Council Policy No. 6 (attached), which includes placing Press Releases and Notices in the Daily Breeze and Palos Verdes Peninsula Newspapers; or, 2) Conduct a modified recruitment for a minimum of two weeks, with the legally required postings, in accordance with GC Section 54974, at City Hall, Hesse Park, Ladera Linda and the Main Library (Peninsula Center); and reaching out to the applicants on the original IMAC Applicant List to inquire if they are still interested in serving on the Committee. After the recruitment period ends, staff would set a date for the Council to conduct interviews of those residents who have submitted applications for consideration by the stated deadline. Attachment: Resignation Email from John Colich Modified List of IMAC Applicants with strikeouts City Council Policy No. 6 WACarla\City Council Staff Reports\2015 - Staff Reports\20150217 Notification of IMAC Resignation.doc W:\Carla\City Council Staff Reports\2015 - Staff Reports\20150217 Notification of IMAC Resignation.doc 8-2 Carla Morreale From: Michael Throne Sent: Wednesday, February 11, 2015 11:31 AM To: John Cc: Lauren Ramezani; Nicole Jules; Carla Morreale; Carolynn Petru Subject: RE: Conflict of Interest Dear John: Thank you for the message. I will convey it to the Committee and express your interest in being considered a "local subject matter expert" and be available to assist the Committee on technical details, perhaps even touring one of your plants as part of the educational program. Thank you for your service and commitment to the City. Regards, Michael Lauren: please include this as late correspondence. Thank you. -----Original Message ----- From: John [mailto:jmc4usc@gmail.comj Sent: Wednesday, February 11, 2015 11:24 AM To: imac Cc: Michael Throne Subject: Conflict of Interest After meeting with City Attorney Carol Lynch and Michael Throne, Director of Public Works, I am removing myself from the Committee to avoid any conflict of interest issues. I will be bidding future public works projects and open to any help to the Committee if needed. Sincerely, John Colich Sent from my iPad 1 8-3 Infrastructure Management Advisory Committee Applicants (7 seats) Braswell, Troy M. . Gattu, Praveen Johnson, Krista Loheit, Kurt Rodich, Emeric "Mickey" Saadatnejadi Lan Shaw, Peter Span, Jen Taggart, Ionnifor Tucker, Charles "Chuck" Twidwell, Leanne Vanderlip, Kelvin G. Watson, Wendy Wederneyer, Lowell R W:\Carla\City Council Staff Reports\2015 -Staff Reports\20150217 Infrastructure Management Advisory Committee Applicants List-Modified.doc CITY COUNCIL POLICY NUMBER: 6 DATE ADOPTED/AMENDED: 02/04/92 (amended 01/31/02 and 09/16/03) SUBJECT: City Advisory Board Recruitment and Selection POLICY: It shall be the policy of the City Council to fill vacancies on City -appointed Boards as follows: Service Criteria 1. Terms of service on City Boards will be four years for each new appointee. Initially, half (plus one) of the terms will be four years and half (less one) of the terms will be two years. 2. Appointments will be made to Boards in even numbered years on a schedule to be established by the City Council and following as soon as possible the seating of a new Council. 3. Terms will be staggered to maintain continuity. 4. Following the appointment of Board members, those appointees indicating an interest in being considered for chair, will be interviewed separately by the City Council specifically for the purpose of selection of the chair. 5. Terms of service for the Chair will normally be one year. Appointments/re- appointments will be made annually on a schedule to be established by the City Council. 6. In the event a Board meets before a Chair is appointed/reappointed, the Mayor may appoint an interim Chair. If the former Chair is reappointed to the Board, he/she may act as Interim Chair. If the Chair is not reappointed to the Board then the Vice Chair may act as Interim Chair. 7. The Vice Chair of each Board will be elected by the Board members. Recruitment Process 1. Immediately following the regular election of City Council members the City Clerk shall advertise that applications shall be open for the positions that shall be filled following the seating of a new City Council. Applications shall be accepted from the date following the election until mid-December of that year, or such other date, as the City Council shall direct. The newly -seated City Council shall determine the interview schedule. 2. The vacancy shall be advertised in the Palos Verdes, Peninsula News, Daily Breeze and LA Times newspapers. Advertising may take the form of a press release. Additionally, the vacancy shall be posted at the City's regular posting places and be placed on the Government Access Reader Board, The City Clerk shall include a summary of duties in the recruitment flyer, press release and any other recruitment material. A deadline for receipt of applications will be established by the City Council. 3. Interested applicants, including incumbents seeking reappointment, will be required to fill out applications. 4. Applications will be reviewed by the City Council. Each applicant shall be interviewed by the City Council and appointments made at a public meeting. Interview Process Interviews of applicants for Boards will be conducted by the City Council in small groups on a schedule to be established by the Council. 2. The City Clerk will notify applicants of their interview times and advise them of their status during the selection process. 3. The City Clerk will advise successful applicants of the opportunity to be interviewed for Chair if they so desire. The City Clerk will notify applicants for Chair of their interview times and advise them of their status in the selection process. 4. The City Clerk will provide new Board members a copy of the Commission and Committee Handbook and Statement of Economic Interest forms if applicable to their Board appointment. 5. The City Attorney will brief new Board members of their responsibilities under the Brown Act and Conflict of Interest Laws and other legal obligations mandated by their appointment. BACKGROUND: On December 4, 2001, January 12, 2002, January 31, 2002, and September 16, 2003 the City Council considered the process for recruitment and selection of City Commission and Committee members. After discussing various alternatives, the Council agreed on September 16, 2003 to the procedure contained in this policy in order to encourage residents to apply for and serve on O City Boards, to create a procedure that allows the City Council to become familiar with the applicant's qualifications, and to maintain continuity on the various Boards by staggering the terms of service.