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Home My WebLink AboutCOW 2015-11-23 Item 4F - Discussion - Council Vacancy ProcessCOUNCIL AGENDA SYNOPSIS Meetin ,g Dale Prepared by IWI!Yorf re xew Council review 11/23/15 LH E] Resolution Al g Date Z Ordinance A/ g Dale F-1 Bid,4),vard Al g Dale [:] Public.1-lexing At g Date ❑ Other Alig Date SPONSOR Z Council ❑ Mayor [:] FIR ❑ DCD ❑ Finance E].Fire [:] IT ❑ P&R [:] Police [:] PfF SPONSOR'S There will be a vacancy on the Council as of January 1, 2016. City and State law provide SUMM'%RY for the remaining Council to appoint a qualified individual to the vacancy. The City Council is invited to review and discuss the proposed application and interview process, and asked to convey approval by consensus. Modifications may be requested during this discussion and application materials will be updated accordingly. RiwiEWt!"D BY ❑ cow mtg. [:] CA&P Cmte ❑ F&S Cmte ❑ Transportation Cmte ❑ Utilities Cmte F-1 Arts Comm. ❑ Parks Comm. ❑ Planning Comm. DATE: COMMITTEE CIJAIR: RECOMMENDATIONS: SPONSOR /ADMIN. Laurel Humphrey COST IMPACT / FUND SOURCE Exi)i-NDITURP" Rf,"QUIMI'M AMOUNT BUDGETED APPROPRIATION REQUIRED I I I I ITEM INFORMATION ITEM NO. 4.F. 261 STAI�t� SPONSOR: LAUREL HUMPHREY IORIGlNj\i...A(1F,,ND,%DATr,: 11/23/15 A(,, FIND,\ PFF"'M TITLI Discussion on a proposed appointment process for the impending Council vacancy. CATEGORY Z DiSCUSSiOn Aft Date 11123115 ❑ Motion All ,g Date E] Resolution Al g Date Z Ordinance A/ g Dale F-1 Bid,4),vard Al g Dale [:] Public.1-lexing At g Date ❑ Other Alig Date SPONSOR Z Council ❑ Mayor [:] FIR ❑ DCD ❑ Finance E].Fire [:] IT ❑ P&R [:] Police [:] PfF SPONSOR'S There will be a vacancy on the Council as of January 1, 2016. City and State law provide SUMM'%RY for the remaining Council to appoint a qualified individual to the vacancy. The City Council is invited to review and discuss the proposed application and interview process, and asked to convey approval by consensus. Modifications may be requested during this discussion and application materials will be updated accordingly. RiwiEWt!"D BY ❑ cow mtg. [:] CA&P Cmte ❑ F&S Cmte ❑ Transportation Cmte ❑ Utilities Cmte F-1 Arts Comm. ❑ Parks Comm. ❑ Planning Comm. DATE: COMMITTEE CIJAIR: RECOMMENDATIONS: SPONSOR /ADMIN. Laurel Humphrey COST IMPACT / FUND SOURCE Exi)i-NDITURP" Rf,"QUIMI'M AMOUNT BUDGETED APPROPRIATION REQUIRED Fund Source: Comments.- MTG. DATE RECORD OF COUNCIL ACTION 11/23/15 MTG. DATE ATTACHMENTS 11/23/15 Informational Memorandum dated 11/18/15 Draft Application Cover Letter Draft Application Draft Candidate Interview Questions Draft Evaluation and Rating Form 261 262 City of Tukwila INFORMATIONAL MEMORANDUM TO: Tukwila City Council FROM: Laurel Humphrey, Council Analyst DATE: November 18, 2015 SUBJECT: Appointment Process for Council Position No. 3 Vacancy ISSUE As a result of the November 3, 2015, General Election there will be a position vacancy on the Tukwila City Council as of January 1, 2016. DISCUSSION It is the Council's responsibility to appoint an individual to serve the remainder of Council Position No. 3 through December 31, 2017. City and State law grant the Council's authority to appoint a qualified individual to the vacant office but do not specify how the process must be conducted. According to TMC 2.04.190: In order to fill the vacancy with the most qualified person available until an election is held, the Council will widely distribute and publish a notice of the vacancy, the procedure and any application form for applying. The Council will draw up an application form, which contains relevant information to answer set questions posed by the Council. The application forms will be used in conjunction with an interview of each candidate to aid the Council selection of the new Councilmember. According to the Revised Code of Washington (RCW 42.12.070): Where one position is vacant, the remaining members of the governing body shall appoint a qualified person to fill the vacant position. Additionally, the Council must appoint a qualified person to fill the vacancy within 90 days of the occurrence of the vacancy, or the authority to appoint will be transferred to King County. It is in the best interest of Tukwila for the Council to conduct a fair, reasonable and transparent process to appoint the most qualified individual to Tukwila City Council Position No. 3. Pursuant to Tukwila Municipal Code 2.04.190, staff recommends an application and interview process similarly employed in 2008 when Council last appointed a vacancy. This memo outlines a proposed framework for this appointment, including timeline, interview process, and application materials. 263 11166 A Timeline Monday, November 23, 2015 — Committee of the Whole • Discussion, modification, and /or approval of proposed appointment process and attached documents Monday, November 30, 2015 • Publication of Official Notice of Intent to Fill Vacancy by Appointment • Widespread distribution of notice and application availability (City website, local news outlets, social media, TukTV, etc) • Applications available at City Hall, on the City website, and by request to citycouncilC@tukwilawa.gov or 206 - 433 -8993 Monday, December 28, 2015 • Applications due to City Hall by close of business (5:00 p.m.) • Applications distributed to Council (by email and hard copies placed in mailboxes) by 6:00 p.m. Wednesday, January 6, 2016 • Qualified candidates invited to participate in interview process Monday, January 11, 2016 — Special Meeting of the Tukwila City Council • Candidate interviews • Possible Executive Session to evaluate candidates' qualifications • Possible nomination and appointment of individual to fill vacancy Wednesday, January 13, 2016 — Special Meeting of the Tukwila City Council (This date held in the event a second meeting is needed) • Continuation of candidate interviews • Possible Executive Session to evaluate candidates' qualifications • Possible nomination and appointment of individual to fill vacancy Tuesday, January 19, 2016 — Tukwila City Council Regular Meeting • Appointed Councilmember sworn into office Interviews Completed applications will be distributed to Councilmembers for review by 6:00 p.m. on Monday, December 28, 2015. All applicants that meet the eligibility requirements and have successfully completed the application in full will be invited to an interview with the City Council. Candidate interviews will be conducted at a special meeting tentatively scheduled for Monday, January 11, 2016. Interviews will be limited to 30 minutes each, including five minutes at the beginning for the candidate to provide a brief introduction and overview of qualifications. The remaining time will be spent on questions. Each Councilmember will ask one question of the applicant in order of seniority. Councilmembers will be given optional rating forms to assist in their individual evaluation of each candidate. 264 W 12015 Info MemoslCounci]Vacancy.docx INFORMATIONAL MEMO Page 3 Executive Session Upon completion of the interviews, the Council may convene into Executive Session to discuss the qualifications of the applicants. However, all deliberations, nominations and votes taken by the Council must be in open session. The Council will reconvene into a Special Meeting for this purpose. Nominations and Deliberation The Mayor will ask for nominations from the Council for the purpose of creating a group of candidates to consider. No second is needed for a nomination. For simplicity, the Council may wish to create a nomination pool that includes all candidates who have been interviewed. The nomination period must be closed by a motion, second and majority vote of the Council. Following the nomination period, Councilmembers may deliberate on the nomination pool, offering comments about the nominees, the factors they used in deciding whom to support, or any other information they wish to share before voting begins. When deliberative comments have concluded, the Mayor will poll Councilmembers to determine if they are ready to proceed with a vote. Voting The Deputy City Clerk will proceed with a roll call vote. Councilmembers will respond by stating the name of the nominee they wish to appoint. Any nominee receiving a majority of four or more votes will be appointed to Position 3. If a majority vote is not reached in the first round, the roll call vote will repeat. Councilmembers may not change their vote until a new round of voting. The Council may choose by consensus to offer the Mayor the opportunity to cast a tie - breaking vote, pursuant to RCW 35A.12.100. If the interview, nomination and appointment process cannot be completed in one evening, the Council may resume the process at a second meeting tentatively scheduled for Wednesday, January 13, 2016. The newly appointed Councilmember will be sworn in at the Regular Meeting on Tuesday, January 19, 2016. A note on public records All materials related to the appointment process are considered public records, including but not limited to applications, notes, evaluations, and all written and electronic correspondence. FINANCIAL IMPACT N/A RECOMMENDATION The City Council is invited to review and discuss the proposed application and interview process, and asked to convey approval by consensus. If any modifications are requested as a result of this discussion, application materials will be updated accordingly prior to publication. ATTACHMENTS Draft Application Cover Letter Draft Application Draft Candidate Interview Questions Draft Candidate Evaluation and Rating Form WA2015 Info Memos\CoundlVacancy.docx 265 266 41LA H,4� z J C1 3908 City of Tukwila 6200 Southcenter Boulevard • Tukwila, Washington 98188 TUKWILA CITY COUNCIL COUNCIL VACANCY • POSITION NO. 3 COUNCILMEMBER by APPOINTMENT APPLICANT PACKET Dear Applicant, Thank you for your interest in serving your community as ,a member of the Tukwila City Council. Tukwila City Council Position No. 3 will be open as of January 1, 2016, and the remaining six Councilmembers will appoint the most qualified individual to complete the remaining two years of the term. The term of office will be from the date of appointment through December 31, 2017. The position will be up for election in November 2017. To be considered for Tukwila City Council Position No. 3, applications . must be fully completed, signed and received no later than 5:00 p.m. ,on Monday, December, 28, _2015. Applications may be typed or neatly handwritten. Signed applications may be hand- delivered or mailed to: Tukwila City Council Attn: Laurel Humphrey,Council Analyst 6200 Southcenter Boulevard Tukwila, WA 98188 Signed applications in PDF format may also be emailed to citycouncil@tul<wilawa.gov. Please use the following in the SUBJECT line of the email: Councilmember Application In addition to a completed application, please submit a letter of interest for the position. Current resumes may also be included but will not serve as an alternative to a completed application. For further information or assistance with special needs, please contact Laurel Humphrey, Council Analyst, at 206 - 433 -8993 or laurel.hUm hre tukwilawa. 7ov. 267 Tukwila City Council Position Description Term of Office From date of appointment to December 31, 2017 Salary $1,250 per month, plus certain medical benefits. General City Councilmembers serve at large, representing the residents of Tukwila in decision - Purpose making about City policy and budget. Requirements The applicant must be a registered voter and a resident of Tukwila for at least one year. Duties As the legislative body, the City Council enacts City ordinances, appropriates funds to conduct City business, and provides policy direction for City staff. Statutory duties of the Council are performed as a whole, and include the power to tax, borrow money, operate and supply utilities, set employee compensation, acquire, improve, maintain or vacate public property, and render local social, cultural or recreational services as they see fit. Council duties in Tukwila include reviewing, studying, discussing and deciding on policy and budget questions. Interaction with members of the community involves public and personal meetings, email or other written correspondence, and phone conversations. Councilmembers should have a working knowledge of the laws that regulate City government. Time All Councilmembers attend Regular Council meetings on the first and third Monday of each month and Committee of the Whole meetings on the second and fourth Monday of each month. Both types of meetings begin at 7:00 p.m. and last between 1 and 4 hours. Every Councilmember (except the annual Council President) serves on two standing committees, each of which meets twice monthly. Committee meetings begin between 5:00 and 5:30 p.m. and average one hour in length, although the duration can vary from 15 minutes to over two hours. Preparation for Council and Committee meetings involves weekly independent study of agenda materials. Special meetings such as work sessions, ad -hoc committees, and joint meetings with other organizations such as the School Board are scheduled throughout the year. A weekend retreat is held annually in January or February. Service on the City Council includes opportunities for travel at various trainings and events both inside and outside the state. Councilmembers typically serve on one or more intergovernmental advisory boards, committees or commissions. 269 INTERVIEW PROCESS FOR COUNCIL POSITION #3 Qualified applicants who have completed the application in full will be invited to an interview, which will take place at a Special Meeting to be held on the evening of Monday, January 11, 2016, in the Council Chamber. If additional time is needed due to a high number of qualified applicants, an additional meeting will be held on Wednesday, January 13, 2016. Interviews will be limited to 30 minutes each, including 5 minutes at the beginning of the interview to provide a brief introduction and overview of qualifications. The remaining 25 minutes will be designated for a predetermined set of questions. The interview questions will be provided in advance in the applicant packet. Candidates will not be permitted to sit in the Council Chamber prior to their interview; however, once interviewed a candidate may remain. NOMINATION AND APPOINTMENT Upon completion of the interviews, Councilmembers may convene into Executive Session to discuss the qualifications of the candidates. Upon conclusion of the Executive Session, the Council will reconvene into a Special Meeting in which the Mayor will call for nominations. At this time deliberation can occur, followed by a roll -call vote if the Council is ready to proceed. IMPORTANT INFORMATION The City Council has scheduled its annual retreat for the evening of January 22 through the morning of January 24, 2016. Please ensure that your calendar allows you to attend should you be appointed to the vacant position. Persons appointed to fill a vacant elective office must file a financial affairs statement with the Public Disclosure Commission detailing certain financial information about themselves, their spouse and any dependent children which then becomes public information for anyone to access. More information can be obtained from the Public Disclosure Commission, P.O. Box 40908, Olympia, WA 98504 -0908 or by calling 1 -877- 601 -2828. This is a State requirement of all appointed and elected officials. Additionally, annual financial reports are required of all city officials. All materials related to the appointment process are considered public records, including but not limited to applications and all written and electronic correspondence. 270 City of Tukwila 6200 Southcenter Boulevard • Tukwila, Washington 98188 Application for Vacancy by Appointment Tukwila City Council Position #3 Applicant Information Full Name Street Address City, State, Zip Phone E -Mail Address Eligibility Requirements, Notification and Signature I understand that Councilmembers for the City of Tukwila must be registered voters in King County, Washington and must have lived in the City of Tukwila for 12 consecutive months prior to being appointed to office. I understand that as an applicant for appointment to public office, the information provided on this application will be available to the public. Signature Date Additional Information Are you a registered voter in King County, WA? YES NO Are you a resident of the; City of Tukwila? YES NO ,. How long have you been a resident of the City of Tukwila? How long have you lived at your current address? If you have lived at your current address for less than 12 months, please list your previous address. Previous address and length of time at address. Do you or any family member residing in your household, have a financial interest in, or are you an employee or officer of any business or agency which conducts business with the City of Tukwila? YES NO I_ _ If yes, please explain. 271 Time Commitment Appointment to the City Council will require your attendance at a number of regularly scheduled and special meetings, which occur at various times including evenings and weekends. Councilmembers also serve on Council committees, regional boards and commissions, and represent the City Council at various community functions. Council activities generally require a minimum time commitment of 10 to 15 hours per week. Are you able to commit this amount of time and can you commit to arrange your schedule to participate fully as a member of the Tukwila City Council? YES NO Have you ever attended a Tukwila City Council meeting? YES NO If yes, please estimate how many Council meetings you have attended in the past year. Supplemental Questions Please respond to the following questions regarding your interest in the position of appointed Councilmember for the City of Tukwila. Why are you interested in serving as a Tukwila City Councilmember? Describe your background in community service, including any volunteer work you have done in or around Tukwila. 272 The position of Councilmember #3 will be up for election in 2017. Are you interested in running for this elected position? Describe why or why not. What do you think are the most important issues facing Tukwila in the next two -four years? Please describe your understanding of the importance of regional collaboration and partnership in city government. 273 Summarize your experiences working collaboratively with others from different backgrounds. Discuss your qualifications relevant to the position of Tukwila City Councilmember. Please provide any additional information or comments you believe will assist the City Council in considering your application. Thank you for your interest in serving the Tukwila community as a member of the Tukwila City Council. 274 City of Tukwila 6200 Southcenter Boulevard - Tukwila, Washington 98188 CANDIDATE INTERVIEW QUESTIONS Listed below are the interview questions that will be asked of each carld.idate. Interviews will be limited to 30 minutes for each candidate and will include a maximu b-5- -" .inute presentation in response to the first statement listed below. 1. Provide a brief introduction and overview of yot►r qualifications r,jhe position of Tukwila City Councilmember. Include your irvolvement within thet,'b'Jilomunity and service on local committees, boards or commissions in Tukwila or other c6dnities. 2. Please describe your vision of the Tukwila comm="un,Lty_ for the next decade. Include comments on quality of life, economic vitality, and community safety. 3. Describe what your top City Council: policy priorities would bWf=you are appointed. 4. Tukwila is a unique community. Regionally ,ih-e °City seen as a small -town with big - city issues. Recentlytik ty has experi6nee -d consider -ble development. How do you think the City M n bet pond to aNd serve our residential community while addressing th`i=r_eds of a CY6wing business.community? 5. Describ,you,r decision rnaki 276 Ci of Tukwila 6200 Southcenter Boulevard • Tukwila, Washington 98188 Candidate Evaluation Form for Council Position #3 Evaluation forms are an optional tool to assist in evaluation of the applicant and are subject to public disclosure. Candidate performance on the oral interview should be scored on the basis of relevant knowledge, skills and abilities. For each element listed below under candidate evaluation, the rater should assign a numerical rating based on the scale below. The rater can express variations in the rating by half -point rankings (i.e. 1.5 or 3.5) for any specific element. CANDIDATE Information Name Numerical Rating Scale: 0 Candidate performance is completely unacceptable for a Council position. 1 Candidate performance clearly falls below the minimum standard for a Council position. 2 Candidate performance is somewhat below the minimum standard for a Council position. 3 Candidate performance meets the minimum standard for a Council position. 4 Candidate performance somewhat exceeds the minimum standard for a Council position. 5 Candidate performance clearly exceeds the minimum standard for a Council position. Candidate Evaluation 0 1 2 3 4 5 Knowledge of City Related Experience Initiative Communication /Listening Skills STRENGTHS WEAKNESSES 277