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INFORMATIONAL MEMO <br />Page 2 <br />email is sent to each applicant letting them know the application is under review. Once the <br />background check has been completed, a copy of the application is provided to the Mayor <br />and the staff liaison of the board or commission. The Mayor may ask the staff liaison to <br />conduct an interview with the applicant or may opt to sit in on an interview with the applicant <br />and the current Chair board, commission or committee. When the Mayor has determined the <br />applicant(s) to recommend for appointment, the Executive Assistant will schedule the <br />appointment(s) to go before Council at an upcoming Regular Meeting and prepare a memo to <br />the City Council recommending the appointment(s). Copies of the application(s) (with <br />address, phone number and emails redacted) are attached to the memo, which is then <br />distributed to the Council by email and hard copy. Applicants are invited to attend the <br />Council meeting at which their appointment is scheduled. <br />Reappointment Process <br />When a member's term is coming to an end, a letter is mailed to the individual to notify them <br />of the expiring term and to ask if they are interested in continuing to serve. If the individual <br />would like to continue, the Mayor will consider their request along with any new applications <br />received that have expressed interest in that particular board or commission and then make a <br />recommendation for reappointment or a new appointment, to the City Council via memo and <br />schedule the item at an upcoming Regular Meeting in accordance with the process stated <br />above. <br />Applicants Not Appointed <br />If an applicant applies for a position and the Mayor decides not to recommend the <br />appointment, they receive a letter thanking them for applying, notifying them they were not <br />appointed, providing information on other vacant positions, if applicable, and letting them <br />know that their application will be kept on file for one year. <br />Qualifications, Requirements & Representation <br />Boards and commissions have varying requirements regarding community residency or <br />business affiliation as outlined in the Municipal Code. Every member of an advisory board, <br />commission or committee must sign a Conflict of Interest Disclosure Form and Ethics, OPMA <br />and PRA Training Certification Form within 90 days of appointment or reappointment. <br />RECOMMENDATION <br />When the Committee last discussed this issue, it agreed that a written, predictable <br />appointment process would be beneficial. Committee members also expressed support for <br />certain changes to the process including requiring reapplication for reappointments, <br />receiving appointment memos at least two weeks prior to the potential confirmation date, <br />and applying a stronger equity lens to recruitment. Council staff met with the Mayor's <br />Executive Assistant and the Community Engagement Manager to discuss the Committee's <br />requests and collaborate on improvements. The following suggestions in the areas of <br />recruitment and appointments are proposed for the Committee's review and feedback. <br />2 <br />