Slide 1

OFFICE OF THE CITY CLERKMAY 11, 2015PROCESS TO FILL A VACANCYON THE CITY COUNCIL BY APPOINTMENTCITY COUNCIL, DISTRICT 7

Office of the City Clerk

BACKGROUND

•On May 4, 2015, a vacancy occurred on the CityCouncil representing District 7

•Councilmember Terry Tornek’s successful candidacy- Elected as Mayor of Pasadena

Office of the City Clerk

BACKGROUND

Pasadena City Charter, Section 404, VACANCY-APPOINTMENT, states:

"If a vacancy occurs among any other members ofthe City Council, the remaining members shall within75 days after such occurrence appoint a qualifiedresident voter of the unrepresented district who shallhold office until the office is filled at the next generalmunicipal election. If the City Council cannot agreeon one person to fill the vacancy, the replacementshall be chosen by lot."

Office of the City Clerk

MARCH AND APRIL 2017 ELECTIONS

•An elected representative will be voted into office at the2017 March and April Elections:

>Assumes office on May 1, 2017

•The City Council has 75 days to take action and appoint areplacement

•Deadline to appoint is July 17, 2015 or a representative willbe determined by lot

Office of the City Clerk

APPOINTMENT PROCESS

•The City Council is not bound by any process to fill thevacancy and may proceed in whatever fashion it sodetermines, provided that the requirements of CharterSection 404 are met:

>A qualified resident voter of the unrepresented district

>Appointment made within 75 days of the vacancy occurring

•The information provided on the following slides aresuggested as a model for the City Council to consider inregards to an appointment process

Office of the City Clerk

APPOINTMENT PROCESSNOTICE OF INTENTION

•Sample Notice of Intention to Fill a Vacancy forMember of the City Council by Appointment:

>To be published in a newspaper, posted on the City’swebpage, and circulated widely within Council District 7

>Publication of the Notice of Intention coincides with thestart of application filing period

>Provides general information on appointment timeline,process, and interview procedures

Office of the City Clerk

APPOINTMENT PROCESSNOTICE OF INTENTION - DETAILS

1.Publish Notice of Intention: May 14, 2015

2.Length of application filing period: May 14, 2015 to June 1, 2015

3.Length of term for the appointment: Date of appointment toMay 1, 2017

4.Details of the Application Process:

a.How to obtain an application: In person, in the Office of theCity Clerk

b.In order to apply, applicants must be of voting age, and registeredto vote in, and reside within, Council District 7 at the time theapplication is issued by the City Clerk

c.Deadline for application submittal: June 1, 2015 at 5:30 p.m.

d.Location for submittal: Office of the City Clerk

Office of the City Clerk

APPOINTMENT PROCESSAPPLICATION

•Sample Application - Modified version of theCity’s Commissioner Application

•Further modify

•Create new application

•Ad Hoc Committee of the City Council

•Review Applications

•Prepare Questions for Open Session Interviews

Office of the City Clerk

INTERVIEW PROCESSFORMAT

•Interviews conducted in open session as part ofSpecial Meeting of the City Council:

•Select meeting date – June 15, 22, or 29, 2015(potential dates to consider)

•Late afternoon prior to regular City Council meetingor special date and time to be determined by Council

•Location to remain in Council Chamber

•Broadcast live, tape, or no tape

Office of the City Clerk

INTERVIEW PROCESSFORMAT

•Presentations:

•Six (6) minutes provided to each applicant to presentqualifications (based on 2012/13 process)

•Question and answer session with the City Councilfollowing presentations

•All applicants interviewed on the same day

•No applicants permitted in Chamber during interviewsof other applicants (can be present for vote)

•Random draw of names to determine order ofinterviews conducted by City Clerk

Office of the City Clerk

SELECTION PROCESSFORMAT

•The selection process is a decision of the City Council thatwould need to take place in open session, pursuant toGC Section 54953(c)

•Selection could take place after interviews at the samemeeting or take place at a future meeting

•For the recent District 3 Appointment Process, selectionwas accomplished by a motion and second, followed bydeliberation, followed by roll call vote

•Five affirmative votes of the City Council required (CharterSection 506)

Office of the City Clerk

FOLLOWING SELECTION

•The City Clerk administers the Oath of Office to the selectedappointee

•Appointee begins to serve immediately, with full voting rights

•Appointment expires at the start of the new term of office ofthe elected representative, Monday, May 1, 2017

•At present, it is not part of this appointment process toprohibit the appointee from seeking the elected office

Office of the City Clerk

DIRECTIONS TO STAFF

•Determine if application process acceptable:

>City Clerk to Publish Notice of Intention

>Timeline (18 day application period)

>Modified Commission Application

•Determine if interview process acceptable:

>Special Meeting Date, Time, and Location (June 15, 22, or 29, 2015)

>Broadcast live, taped, or no tape

>Six (6) minute presentations per applicant

>Q/A with City Council to follow (ad hoc committee to preparequestions)

•Confirm appointment to be made by motion and second;five affirmative votes of the City Council required

•Appoint Ad Hoc Committee of the City Council to ReviewApplications and Prepare Interview Questions

Office of the City Clerk

RECOMMENDATION

(1)Acknowledge the vacancy created by the resignationof City Councilmember Terry Tornek, representing CityCouncil District 7;

(2)Direct the City Clerk to publish a Notice of Intention toFill the Vacancy on the City Council by Appointment inaccordance with Pasadena City Charter, Section 404; and

(3)Provide direction on the application and interviewprocess, and approve or amend the appointment timeline.

Office of the City Clerk

DIRECTIONS TO STAFF

•Determine if application process acceptable:

>City Clerk to Publish Notice of Intention

>Timeline (18 day application period)

>Modified Commission Application

•Determine if interview process acceptable:

>Special Meeting Date, Time, and Location (June 15, 22, or 29, 2015)

>Broadcast live, taped, or no tape

>Six (6) minute presentations per applicant

>Q/A with City Council to follow (ad hoc committee to preparequestions)

•Confirm appointment to be made by motion and second;five affirmative votes of the City Council required

•Appoint Ad Hoc Committee of the City Council to ReviewApplications and Prepare Interview Questions

Office of the City Clerk

QUESTIONS/COMMENTS