TO:
Honorable Mayor and Members of the City Council
THROUGH:
Talyn Mirzakhanian, City Manager
FROM:
Liza Tamura, City Clerk
Martha Alvarez, Assistant City Clerk
Breana Contreras, Deputy City Clerk
SUBJECT:Title
Review and Discussion of the Boards and Commissions Interview Process (No Budget Impact) (City Clerk Tamura).
(Estimated Time: 15 Mins.)
DISCUSS AND PROVIDE DIRECTION
Body
_________________________________________________________
RECOMMENDATION:
It is recommended that the City Council discuss the process options provided herein for the Boards and Commissions interview process and provide direction to staff.
FISCAL IMPLICATIONS:
There are no fiscal implications associated with the recommended action.
BACKGROUND:
At the February 4, 2025, City Council meeting, City Council directed staff to assess and consider modifications to the boards and commissions interview process to improve the effectiveness, efficiency, and overall interview experience for applicants and City Councilmembers.
The City of Manhattan Beach's Boards and Commissions play a critical role in advising the City Council on key policy matters. Annually, the City Clerk presents the list of vacancies to the City Council, followed by advertisements in the Beach Reporter in January, February, March, and April. These advertisements indicate the number of open seats available. Additional outreach includes posting notices on the City bulletin boards and website, along with recruitment advertisements through the City’s GovDelivery notifications and social media channels.
The general application format is consistent for most boards and commissions, though student representatives use an alternative application format. The established application deadline serves as a procedural step to allow time for the City Clerk’s office to compile and distribute applications, verify applicants' qualifications, and meet agenda publishing deadlines.
Currently, interviews are conducted virtually, with candidates given two minutes to provide a brief background and explain why they are a strong candidate before appointments are made at the following City Council meeting. This process has been in place since the COVID-19 pandemic in 2020.
DISCUSSION:
City Council has directed staff to explore alternative procedures for the interview process for the Boards and Commissions. Historically, interviews have been conducted in three different formats. These options are outlined below:
Speed-Style Interviews:
City Council can choose to conduct Speed-Style interviews held at the Police/Fire Conference Room, or an alternate City location if needed. Interviews will be scheduled in 15-minute intervals with groups of five candidates. Each City Councilmember will interview each candidate for two minutes. After all candidates have met with each City Councilmember, the first group will exit, and the next group will begin. Following the interviews, appointments will be made at a Regular City Council meeting.
Interviews at a City Council Meeting:
City Council can request a separate meeting for interviews. Applicants will take turns approaching the podium. Each candidate will be given ten minutes to provide a brief background and explain why they are a strong candidate. Each City Councilmember will have the opportunity to ask a question of their choice or pose the same question to each candidate from a list approved by the Staff Liaison. Following the interviews, appointments will be made at a Regular City Council meeting.
Virtual Interviews:
During the COVID-19 pandemic in 2020, the City Council transitioned to conducting interviews virtually. Each candidate is given two minutes to provide a brief background and explain why they are a strong candidate. Due to the large number of applicants, engagement or follow-up questions are generally not provided. Following the interviews, appointments will be made at a Regular City Council meeting.
In preparation for the City Council’s discussion, staff reached out to the League of California Cities ListServe group for City Clerks to gather insight on how other cities conduct their annual boards and commissions interviews. Eleven municipalities responded, and their feedback has been compiled into a list (see attachment).
CONCLUSION:
Staff recommends that the City Council discuss the proposed changes to the Boards and Commissions interview process and provide direction to staff. By improving the applicant’s experience and streamlining the appointment procedure, these adjustments will further ensure the City attracts and selects qualified individuals for its Boards and Commissions.
PUBLIC OUTREACH:
After analysis, staff determined that public outreach was not required for this issue.
ENVIRONMENTAL REVIEW:
The City has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines the activity is not subject to CEQA. Thus, no environmental review is necessary.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
ATTACHMENTS:
1. Responses From Other Cities Regarding Process
2. 2025 Annual Interview and Appointment Process Schedule