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City Council
Staff Report
From: City Manager
Report Type: SPECIAL ORDERS OF THE DAY
Lead Department: City Clerk
Meeting Date: March 10, 2025
Report #:2502-4136
TITLE
Establish Interview Selection Process, Review Applicants, and Select Candidates to Interview for the Upcoming Board and Commission Vacancies. CEQA Status – Not a project.
RECOMMENDATION
Staff recommends the City Council:
a) Establish a method to select candidates for interviews b) Review the list of applicants and apply the established method to select candidates for interviews to fill the upcoming vacancies on the Architectural Review Board, Human Relations Commission, and Utilities Advisory Commission.
BACKGROUND
On December 2, 2024, the City Council revised the annual recruitment process to occur biannually in April (Spring) and November (Fall). The below boards/commissions are in the Spring Recruitment cycle:
•Architectural Review Board (ARB)
•Historic Resources Board (HRB)
•Planning and Transportation Commission (PTC)
•Utilities Advisory Commission (UAC)
PTC and HRB were not included in this Spring Recruitment cycle. Staff simultaneously recruited for both the expected PTC vacancy and vacancies resulting from the 2024 City Council election.
Recruitment for the expected PTC vacancy was consolidated into a special recruitment and was completed in February, excluding PTC in the Spring Recruitment. HRB was also excluded since no terms are set to expire in 2025.
A Human Relations Commissioner plans to resign on March 31, 2025, resulting in a vacant position with a partial term set to expire on October 31, 2025. Staff included recruitment for this partial term vacancy in the Spring Recruitment cycle.
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The Spring 2025 Board and Commission Recruitment opened on January 16, 2025 and closed on February 26, 2025. A total of 14 applications were received during the recruitment period. The breakdown for each vacancy is listed below:
Board/Commission Seat # Number of Applicants Term Start Term End Architectural Review Board 1, 2, 5 3 (2 incumbents) 4/1/2025 3/31/2029 Human Relations Commission 7 6 4/1/2025 10/31/2025
Utilities Advisory Commission 1, 4 6 (2 incumbents) 4/1/2025 3/31/2029 Staff is requesting the City Council provide direction on how it will select candidates to interview. At its February 26, 2024 meeting1, the City Council voted to allow each Council Member a limited number of votes (equal to the number of vacancies plus 50%, rounded up) to select their preferred candidates to interview, with a threshold of 2 votes needed for an interview. The City Council decided to use alternate methods in subsequent recruitments. For the Parks and Recreation Commission Special Recruitment, City Council chose to interview all qualified candidates, and for the Planning and Transportation Special Recruitment, City Council interviewed candidates who received at least one vote. The City Council has the discretion to determine the candidate selection process for interviews, and staff is seeking guidance on how to proceed.
Membership Requirements
Appointment requirements for each Board and Commission are listed below. •Architectural Review Board – At least three members shall be architects, landscape architects, building designers or other design professionals (PAMC 2.21.0102) This requirement is currently satisfied by Commissioners Mousam Adcock, Kendra Rosenberg, David Hirsch and Yingxi Chen. David Hirsch and Yingxi Chen’s terms are expiring, and their seats are included in this recruitment. All applicants satisfy the requirements.
•Human Relations Commission – Current Palo Alto residency. (PAMC 2.22.010 3) All applicants satisfy the requirements.
1 February 26, 2024 City Council Action Minutes
https://portal.laserfiche.com/Portal/DocView.aspx?id=71414&repo=r-704298fc&searchid=b9959cb0-90f5-4264- 88d3-862bc8a9b126
3 Palo Alto Municipal Code Section 2.22.010, Human Relations Commission. https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0-61312 6 4
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•Utilities Advisory Commission – Each member of the commission shall be a utility customer or the authorized representative of a utility customer. Additionally, Palo Alto residency is required at all times for at least six members of the commission (PAMC
2.23.010 4).
This requirement is currently fulfilled by six Commissioners; Commissioner Meagan Mauter resides outside of Palo Alto. All applicants satisfy the requirements.
STAKEHOLDER ENGAGEMENT
City staff publicized the recruitment through the City’s Uplift Local community e-newsletter, City Clerk’s Office e-newsletters, the City’s website and the City’s social media channels.
Recruitment information was also posted at Palo Alto libraries and City Hall and distributed by email to community-based organizations, businesses, individuals, and City subscription-based notification lists. The recruitment was also advertised in both print and online advertisement in Palo Alto’s local newspapers.
ENVIRONMENTAL REVIEW
Council action on this item is not a project as defined by CEQA because it an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. CEQA Guidelines section 15378(b)(5).
ATTACHMENTS
Attachment A - Architectural Review Board Applications – Redacted Attachment B - Human Relations Commission Applications – Redacted Attachment C - Utilities Advisory Commission – Redacted APPROVED BY:
Mahealani Ah Yun, City Clerk
4 Palo Alto Municipal Code Section 2.23.10, Utilities Advisory Commission, https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0-61350