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Searchable Packet Commission Interviews item 10-02-12 Table of Contents Agenda2 Parks & Recreation Commission interviews for unscheduled vacancy A - Interview Schedule3 B - Resolution No. 03-203 Commission Diversity4 C - Applicant Questions6 D - Commission Applications7 E - 2012 Commission Attendance Report26 F - Resolution No. 10-048 2-yr Commissioner Waiting Period28 1 AGENDA 10300 Torre Avenue, City Hall Conference Room A Tuesday, October 2, 2012 5:05 PM COMMISSION INTERVIEWS ITEM ONLY 1.Subject:Parks & Recreation Commission interviews for unscheduled vacancy Recommended Action:Conduct interviews Description: A-Interview Schedule B-Resolution No. 03-203 Commission Diversity C-Applicant Questions D-Commission Applications E-2012 Commission Attendance Report F-Resolution No. 10-048 2-yr Commissioner Waiting Period 2 PARKS AND RECREATION COMMISSION October 2, 2012 1 partial term ending ApproximateCandidate’s other Notes Jan. '16 (counts as interview time (8 choice full)minutes for each) 5:05 Begur, Sahi 5:13 Paulsen, Geoffrey 5:21 Upadhyay, Jatin 5:29 Dean, HeatherPlanning Commission 5:37 Budaraju, Sivakumar 5:45 Darwazeh, Rajai 5:53 Aberg, Fari 6:01 Wilson, Judith Vote for 1 3 RESOLUTION NO. 03-203 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CUPERTINO ESTABLISHING A POLICY EMBRACING THE CITY’S DEMOGRAPHIC DIVERSITY (ADVISORY COMMISSONS AND COMMITTEES) WHEREAS, the City intends to provide efficient, effective and equitable governmental services to all of Cupertino, and WHEREAS, respect for all cultures, and other demographic differences is the foundation of Cupertino’s future, and WHEREAS Cupertino’s residents are its most important resource, their cultural and economic diversity provides the living fabric that binds Cupertino together, and WHEREAS, the involvement and commitment of the entire Cupertino community produces a better quality of life with residents and city government working in partnership, and WHEREAS,it is vital in maintaining a high performing, productive city government in which each resident and each city employee is valued for his or her unique gifts and talents, that the city capitalize on the innovation inherent within the community and within city government, and WHEREAS, the City of Cupertino recognize that diversity includes culture, gender, age and other important demographic differences within the City and that valuing each diversity is fundamental in the way the City provides services to its residents, and WHEREAS, the City believes that diverse city commissions and committees provide advantages offered by a variety of diverse perspectives and in increasing the City’s ability to serve its diverse population. NOW, THEREFORE, IT IS HEREBY RESOLVED AS FOLLOWS: I.Commissions and Committees A.To foster comprehensive representation within advisory commissions and committees, it would be advantageous for new members to represent the community by such factors as culture, gender, age, and location of residency within the city. B.In the conduct of their business, commission and committee members shall pursue the benefit of a variety of perspectives in making decisions. C.Commissions and committees increase the city’s potential, effectiveness and creativity as an organization by offering a wide range of approaches and perspectives to addressing issues and solving problems. 4 Resolution No. 03-203 2 II.Other means of communicating this policy to the general public The City of Cupertino’s embracing of diversity will also be communicated and reflected through such means as festivals and events, recreation and education programs, public art, city publications and media programming. III.Dissemination and enforcement of this policy This policy shall be incorporated into the following: 1)All notices seeking commission and committee applications; 2)Shall be adopted by the City Manager as an administrative procedure, who shall be responsible for the implementation of this policy. From time to time, the City Manager will report the status of such implementation to the City Council; 3)Shall be posted at both the City Clerk’s Office and at the City’s Department of Human Resources. PASSED AND ADOPTED at a regular meeting of the City Council of the City of rd Cupertino this 3day of November 2003, by the following vote: VoteMembersoftheCityCouncil AYES:Chang, James, Lowenthal, Kwok, Sandoval NOES:None ABSENT:None ABSTAIN:None ATTEST:APPROVED: /s/ Kimberly Smith/s/ Michael Chang _____________________________________________ City ClerkMayor, City of Cupertino 5 QUESTIONS FOR PARKS AND RECREATION COMMISSION APPLICANTS 1. Have you attended a meeting of the Parks and Recreation Commission in the last three months? 2. Why do you want to be a Parks and Recreation Commissioner? 3. The Parks and Recreation Commission is advisory to the City Council on matters pertaining to Parks and Recreation. The Commission often takes public comment and considers the input in formulating recommendations to the Council. Have you ever served in a similar capacity? If so, what is the most important lesson you learned from the experience? 4. Based upon your knowledge of the Cupertino parks system, which facility do you feel is most under utilized or which type of recreation facility do you feel is lacking in the community? 5. What is and maintaining parks, open space and recreation facilities and programs? 6. If you could accomplish one thing next year on this commission, what would it be? The Parks and Recreation Commission is subject to the Political Reform Act and members are required to submit Statements of Economic Interest upon appointment and annually thereafter. 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 2012 COMMISSION ATTENDANCE REPORT Parks & Rec JanFebMarAprMayJunJulAugSept OctNovDecTotal Regular Absence % Commission AbsencesMeetings Scheduled Fung, DavidPPPPPPPXP120% 0 Greenstein, David PPPPPPPXP120% 0 Lee, David PPPA1A2PPXA3*1225% 3 Paul, DarcyPPPPA1PPXP128% 1 Marcia St.ClairPPPPPPA1X**128% 1 st Meet 1 Thursday 7:00pm Community Hall. Staff Liaison is Mark Linder -D. Fung appointed 1/24/11 *Warning letter sent that month, **Resigned INSTRUCTIONS AND SAMPLES PLEASE ENTER YOUR ATTENDANCE INFO DIRECTLY IN THIS DOCUMENT - OR EMAIL CITYCLERK@CUPERTINO.ORG OR CALL 777-3225 AND Commission attendance requirements were established by Council resolution. A commissioner shall be considered removed from an advisory body under the following conditions: 1. The commissioner misses more than 25% of the scheduled meetings in a calendar year 2. The commissioner misses more than 3 scheduled consecutive meetings before either of these events occur, and to notify her to send a , whichever comes first. Do not fill in boxes in advance. SAMPLE ROSTER p = present A1 = first absence, A2 = second absence, etc. X = no meeting scheduled or meeting cancelled in advance NQ = no quorum (please also note which commissioners were absent and which present: NQA1, NQp, for example) 26 Commission NameJanFebMarAprMayJuneJulyAugSeptOctNovDecMeetings Regular Annual % AttendedMeetings Scheduled Austin, AnnPA1pA2A3*ppXp Brown, BradPPPppppXp Cooper, CarolPPPppppXp Denton, DennisPPPppppXp Evans, Eric*N/APpppppXp *Clerk was asked to send warning letter to Ann Austin on May 23 *Eric Evans was appointed to the commission in February This sample was filled out as of the end of September, and represents a group that meets 12 times a year. Ann Austin was absent 3 times, and then the liaison asked the Clerk to send a warning letter. If your group adds a meeting, just add a column. Call if you need help! 27 RESOLUTION NO. 10-048 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CUPERTINO RESCINDING RESOLUTION NO. 07-129 AND AMENDING THE RESOLUTION ESTABLISHING RULES GOVERNING RECRUITMENT, ATTENDANCE, APPOINTMENTS, AND VACANCIES ON CITY ADVISORY BODIESTO CHANGE THE MANDATORY WAITING PERIOD TO TWO YEARS BEFORE COMMISSIONERS CAN APPLY FOR THE SAME COMMISSION OR COMMITTEE WHEREAS, the City of Cupertino wishes to establish uniform terms and conditions of office for advisory commissions; and WHEREAS, there are within the City of Cupertino many citizens with talent, expertise and experience who wish to serve the community; and WHEREAS, the City Council believes it is important to provide these citizens the opportunity to contribute to their community; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Cupertino rescinds Resolution No.02-064 and establishes the following rules governing recruitment, appointment and reappointment to City of Cupertino Advisory bodies. A.RECRUITMENT 1.Two months before regular terms expire, or immediately following receipt of a resignation, the City Clerk distributes the vacancy notice as follows: The Cupertino Scene The Cupertino Courier The World Journal The Cupertino City Channel City Hall bulletin board The City Clerk’s Office The Cupertino Library The Cupertino Chamber of Commerce Cupertino City Web site Other organizations as appropriate with respect to the openings All persons with applications on file for that particular commission 2.Two months before regular terms expire, the City Clerk’s Office also mails the vacancy notice to the following individuals: Students and graduates of Cupertino Emergency Response Training Students or graduates of Leadership Cupertino Neighborhood Block Leaders 28 Resolution No. 10-048Page 2 Individuals who have signed up for notification at the Cupertino Town Hall meetings. 3.All vacancy notices and posting shall be done in accordance with the provisions of the Maddy Act, California Government Code 54970. Specifically, vacancy notices shall be posted for a minimum of 10 days. 4.Applications will be retained for a maximum of one year after Council review. After that time, applicants shall submit a new application if they wish to remain on the list for consideration. 5.Those persons with applications on file within one year of Council review are advised of the vacancy by the City Clerk and may activate that application. Upon receipt of the vacancy notice, the applicant must contact the City Clerk’s Office and ask that the application be reactivated. 6.An applicant may file for a maximum of two commissions at any one application period. 7.A member of an advisory body, having completed two consecutive terms, must wait two years after the term would have normally endedbefore being eligible to apply for the same commission or committee. 8.Application forms will be available in the City Clerk’s Office and will be mailed upon request with information about the opening(s). Application forms will also be available on the City’s Web site. 9.No application shall be accepted after the deadline. 10.When the final deadline has passed, the City Clerk’s Office will mail applicants the date, time and location of the interviews along with sample questions to consider. 11.The City Clerk’s Office will copy the applicants’ written material for Council members. The written material will also be available for public review in the City Clerk’s Office. 12.An applicant who is unable to attend the interview may submit a five-minute video presentation in advance of the interview meeting. The tape will be reviewed at the meeting. The video will be made by City staff at the applicant’s request upon the approval of the City Clerk. The City will fund these costs. 29 Resolution No. 10-048Page 3 B. INTERVIEWS AND APPOINTMENTS 1.When Council meets to conduct interviews, it is a public meeting subject to the Brown Act and therefore open to the public. The candidates will be asked by the City Clerk (either in person or by written instructions left in the waiting area) to remain seated in thewaiting area until they are called in for the interview. Candidates will also be asked to return to the waiting area until the announcement of the vote, or to go home and contact the City Clerk’s Office the next day regarding the results. However, all applicants and members of the public have the option of remaining in the room for any or all of the meeting. 2.The order in which interviews are scheduled to take place will be determined by a drawing of names. The City Clerk will do this in advance. 3.Interviews are informal and usually last 5-8 minutes. Council members are looking for: Familiarity with the subject Decision-making ability Commitment to the position for which they have applied 4.Appointments will be made following a vote in public. Ballots will be distributed, and Council members will vote and sign the ballots. The City Clerk will announce the votes. 5.All appointees will be provided with a Certificate of Appointment. C. UNSCHEDULED VACANCIES AND ATTENDANCE 1.If a vacancy occurs for an unexpired term and interviews for appointment to that advisory body have been conducted within the previous ninety days, the unexpired term may be filled from those applications following the required posting of the vacancy. 2.The notice of unscheduled vacancy shall be posted no earlier than 20 days before nor later than 20 days after the vacancy occurs, and at least 10 working days before appointment. The notice of unscheduled vacancy must be posted in the Office of the City Clerk, at the City Hall bulletin board, at the Cupertino Library, and in other places designated by the City Clerk. 3.A member shall be considered removed from an advisory body under the following conditions. A member misses more than three consecutive meetings A membermisses more than 25% of the advisory body’s meetings in a calendar year 30 Resolution No. 10-048Page 4 4.It is the responsibility of the advisory body’s staff liaison to notify the City Clerk of a member’s attendance record to allow sufficient time to send a warning notice if the member has missed three consecutive meetings or 25% of the meetings, and to send a termination notice if the member has missed morethree consecutive meetings or more than 25% of the meetings in a calendar year. 5.A member who has been removed from an advisory body for inadequate attendance may request a waiver of this provision by submitting a letter to the City Council setting forth the reason for the absences and confirming future availability. D.GENERAL PROVISIONS 1.Term limit restrictions listed in this resolution do not apply to temporary appointments for unexpired terms. 2.All provisions of this resolution shall apply unless otherwise decided by the City Council on a case-by-case basis. 3.In the event that any provision of this resolution conflicts with the provisions of any other ordinance or resolution governing a particular advisory body, the provisions governing that advisory body shall prevail. PASSED AND ADOPTED at a regular meeting of the City Council of the City of Cupertino this 16th day of March, 2010, by the following vote: VoteMembers of the City Council AYES:Wang, Wong, Chang, Mahoney, Santoro NOES:None ABSENT:None ABSTAIN:None ATTEST:APPROVED: /s/ Kimberly Smith/s/ Kris Wang ___________________________________________ City ClerkMayor, City of Cupertino 31