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HomeMy WebLinkAboutRes 2026-016RESOLUTION NO. 2026-016 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM DESERT, CALIFORNIA, ADOPTING A POLICY FOR THE INTERVIEW AND APPOINTMENT PROCESS FOR THE CITY’S BOARDS, COMMISSIONS, COMMITTEES, TASK FORCES, AND REGIONAL OR EXTERNAL BODIES Whereas, the City Council appoints members of the public to serve on the City’s boards, commissions, committees, task forces, and certain regional or external bodies; and Whereas, the City Council desires to adopt a policy that provides a clear framework for administering recruitment, interviews, ranking, final appointment action, onboarding, and appointment records for the City’s appointed bodies; and Whereas, the City Council appoints members of the public to serve on the City’s boards, commissions, committees, task forces, and certain regional or external bodies; and Whereas, on April 23, 2026, the City Council conducted a Study Session regarding interview and appointment procedures for the City’s boards, commissions, committees, and task forces; and Whereas, on May 5, 2026, the Council Subcommittee on Boards and Commissions reviewed the proposed policy and supported bringing it forward for City Council consideration; and Whereas, the City Council has considered the proposed policy and desires to adopt it. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Palm Desert, California, does hereby resolve as follows: SECTION 1. Recitals. The City Council hereby finds that the foregoing recitals are true and correct and are incorporated into this Resolution by this reference. SECTION 2. Adoption of Policy. The City Council hereby adopts the Policy for the Interview and Appointment Process for the City’s Boards, Commissions, Committees, Task Forces, and Regional or External Bodies, attached hereto as Exhibit A and incorporated herein by this reference . Docusign Envelope ID: B8E13545-8D7F-83F3-8239-18A3D147FFE9 Resolution No. 2026-016 Page 2 SECTION 3. Implementation. The City Clerk is authorized to implement the policy and develop and maintain administrative and evaluation forms, interview materials, onboarding materials, and other documents necessary to carry out the policy. SECTION 4. Supersession of Prior Inconsistent Procedures. Upon the effective date of this Resolution, the policy adopted by this Resolution supersedes any prior City Council procedures or administrative practices that are inconsistent with the policy. SECTION 5. Effective Date. This Resolution shall take effect immediately upon adoption. ADOPTED ON MAY 14, 2026. __________________________ EVAN TRUBEE MAYOR Attest: __________________________ ANTHONY J. MEJIA CITY CLERK Docusign Envelope ID: B8E13545-8D7F-83F3-8239-18A3D147FFE9 Resolution No. 2026-016 Page 3 I, Anthony J. Mejia, City Clerk of the City of Palm Desert, hereby certify that Resolution No. 2026-016 is a full, true and correct copy, and was duly adopted at a regular meeting of the City Council of the City of Palm Desert on May 14, 2026, by the following vote: AYES: HARNIK, MORENO, NESTANDE, PRADETTO, AND TRUBEE NOES: NONE ABSENT: NONE ABSTAIN: NONE RECUSED: NONE IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of Palm Desert, California, on ___________________. __________________________ ANTHONY J. MEJIA CITY CLERK Docusign Envelope ID: B8E13545-8D7F-83F3-8239-18A3D147FFE9 5/15/2026 Resolution No. 2026-016 Page 4 Exhibit A CITY OF PALM DESERT ADMINISTRATIVE PROCEDURES Subject Interview and Appointment Process for the City’s Boards, Commissions, Committees, Task Forces, and Regional or External Bodies Policy No. CLRK-006 Date Issued: Amended: N/A Approved by Resolution No. 2026-016 Authored by City Clerk Department I. Purpose This policy establishes the City’s process for recruiting, interviewing, and appointing members of the public to the City’s boards, commissions, committees, task forces, and to regional or external bodies. II. Annual Recruitment, Applications, and Eligibility Local Appointments List. On or before December 31 of each year, the City Clerk shall prepare and post the Local Appointments List required by the Maddy Act, Government Code Section 54972, as may be amended. Applications and Eligibility. All applicants, including incumbents seeking reappointment, must submit a complete application in the form and manner required by the City Clerk to be considered for appointment or reappointment. Applications do not carry forward from one annual recruitment period to the next. The City Clerk shall determine whether an application is complete and whether the applicant meets the objective eligibility requirements for the seat under consideration. Annual Recruitment Cycle. The annual recruitment period generally opens in the spring. Unless the City Clerk establishes a different deadline, applications close on April 30 each year. Interviews are generally scheduled in May and June for terms beginning July 1. Late Applications. Late applications may be accepted only if the City Clerk determines the interview schedule can accommodate them without extending the interviews or adding another interview date. Multiple Applications. An applicant may not apply for more than two appointed bodies at one time. An applicant who applies for more than one appointed body shall receive one interview slot. Docusign Envelope ID: B8E13545-8D7F-83F3-8239-18A3D147FFE9 Resolution No. 2026-016 Page 5 III. Unscheduled Vacancies Notice of Vacancy. When an unscheduled vacancy occurs, the City Clerk shall post the special vacancy notice required by the Maddy Act, Government Code Section 54974, as may be amended. Final appointment to fill an unscheduled vacancy shall not be made until at least 10 working days after the special vacancy notice is posted. Timing of Recruitment. Unscheduled vacancies shall generally remain unfilled until the annual recruitment cycle, unless the vacancy is needed to address quorum issues or other operational needs. Planning Commission. Planning Commission vacancies should be brought forward for City Council consideration as soon as practicable. Applicant Pool. For an unscheduled vacancy, the applicant pool may include applicants from the most recent recruitment cycle and any new applications received during the vacancy notice period. Alternate Member. If an appointed body includes an alternate member and an unscheduled vacancy occurs in a regular member position, staff shall bring forward the alternate member for City Council consideration for appointment to the regular member position, subject to applicable notice requirements and final City Council action. IV. Interviews General. Applicants shall generally participate in an interview before appointment or reappointment. If an applicant is unable to participate, the applicant may remain under consideration without an interview only if the applicant notifies the City in advance of t he scheduled interview and requests to remain under consideration. Scheduling and Format. To the extent practicable, all applicants for the same appointed body shall be interviewed on the same day. Interviews shall generally be limited to 10 minutes per applicant, unless the Mayor or presiding officer adjusts the time. Interviews are generally conducted in person. An applicant who is unable to appear in person may request to participate remotely. Unable to Participate. The City will not schedule a separate interview date for an applicant who is unable to participate on the date interviews are conducted for the appointed body. Because interviews are conducted by the full City Council, it is not feasible to convene a separate interview for a limited number of applicants outside the regular interview process. Failure to Appear. If an applicant fails to appear for the scheduled interview without notice, the applicant shall not be considered further for that appointment cycle. Docusign Envelope ID: B8E13545-8D7F-83F3-8239-18A3D147FFE9 Resolution No. 2026-016 Page 6 Absent Councilmember. The City Clerk shall strive to schedule interviews when all Councilmembers are available. A Councilmember who is absent from interviews may submit an evaluation form only if the Councilmember reviews the interview recording and submits the evaluation form to the City Clerk within two business days after the interview. Before submitting the evaluation form, the absent Councilmember shall not discuss the applicants, scores, or appointment recommendation with another Councilmember outside a noticed meeting. An evaluation form not submitted within the required time shall not be counted for tabulation purposes. Question Bank. The City shall maintain an interview question bank for appointment and reappointment interviews. The City Clerk, in consultation with the Mayor and Mayor Pro Tem, may update the question bank administratively and may develop questions for newly formed appointed bodies. The City Clerk shall make the current question bank publicly available so applicants have equal access to review the questions before the interview. Interview Questions. Interview questions shall be selected from the City’s approved question bank. The same questions need not be asked of every applicant, but each applicant should be given a substantially similar opportunity to address qualifications, interest, availability, relevant experience, understanding of the appointed body’s role, and ability to serve. Councilmembers may ask follow-up or clarification questions related to those subjects. Questions shall not seek information protected by law or unrelated to appointment qualifications. V. Reappointments and Multiple Appointments Holdover Service. Following expiration of a term, an incumbent shall continue to serve until reappointed or until a successor is appointed and qualified. One Body at a Time. Unless the City Council expressly authorizes concurrent service, a person appointed to a second appointed body shall resign from the first body before assuming the second appointment. Incumbent Materials. For an incumbent seeking reappointment, the interview materials shall include: 1. Term history on the appointed body; 2. Regular meeting attendance report; 3. Ethics training status during the current term, if required; 4. Fiscal training status during the current term, if required; 5. Statements of Economic Interest filing timeliness during the current term; and 6. Whether the incumbent served as chair or vice chair during the current term when eligible, and if the incumbent declined, the stated reason for declining. Docusign Envelope ID: B8E13545-8D7F-83F3-8239-18A3D147FFE9 Resolution No. 2026-016 Page 7 VI. Recommendations and Ranking General. The City Council may discuss applicants during the interview meeting, including between interviews, before completing evaluation forms. Annual Appointment Cycles. For annual appointment cycles, each participating Councilmember shall complete an evaluation form for the applicants under consideration. Each applicant shall be scored on a scale of 0 to 5 in each of the following categories: 1. Qualifications and relevant experience; 2. Interest and commitment to serve; and 3. Communication and judgment. Scoring. The City Clerk shall total the scores assigned by each participating Councilmember and calculate an average score for each applicant based on the number of evaluation forms submitted. The applicants with the highest average scores shall be identified as the recommended appointees. Tabulated results are advisory only. Evaluation Forms and Tabulation. Each evaluation form shall identify the Councilmember who completed it. Secret ballots shall not be used. Councilmembers who attend the interviews must submit their evaluation forms the same day. If the City Clerk determines that an evaluation form contains an error, the City Clerk shall notify the Councilmember and request a corrected evaluation form. A corrected evaluation form must be returned within two business days. If a defective evaluation form is not corrected by that deadline, it shall be excluded from the tabulated results. The City Clerk shall not disclose tabulated results until all evaluation forms have been received and any errors have been resolved. Unscheduled Vacancies. For unscheduled vacancies, the City Council may identify recommended appointees through an evaluation form or discussion. Insufficient Applicant Pool. If there are fewer applicants than available seats, the City Council may interview those applicants, appoint one or more, leave one or more seats vacant, or direct further recruitment. If there are no qualified applicants, or if the City Council declines to appoint any of the interviewed applicants, the seat shall remain vacant unless and until filled through a future recruitment or vacancy process. Recusal. If a Councilmember is recused as to a particular applicant, that Councilmember shall not score, discuss, or otherwise participate in the appointment decision as to that applicant. The City Clerk shall calculate the applicant’s average score based on the Docusign Envelope ID: B8E13545-8D7F-83F3-8239-18A3D147FFE9 Resolution No. 2026-016 Page 8 evaluation forms submitted by the remaining participating Councilmembers for that applicant. Tie Scores. If two or more applicants are tied for the final available seat, the City Council shall resolve the tie in open session. Applicant Notification. The City Clerk may notify applicants of the meeting at which appointments will be considered, but shall not notify applicants of any recommended appointee or preliminary score before final City Council action. Following final City Council action, the City Clerk shall notify applicants of the appointment outcome. VII. Final Appointment and Onboarding Final Appointment. Final appointments are made by the City Council. Onboarding. Following appointment, the City Clerk shall provide the appointee with applicable onboarding materials, including Brown Act guidelines, Public Records Act guidelines, Statements of Economic Interests filing requirements, attendance expectations, enabling ordinances, the meeting schedule, and the Code of Conduct. Biennial Ethics Training Bodies. Members of the Planning Commission, Architectural Review Commission, Finance Committee, and Historic Preservation Committee shall complete ethics training biennially, as required by law. A new appointee to one of these bodies shall complete initial ethics training before taking the oath of office unless the appointee provides proof of current ethics training. Other Appointed Bodies. Members of all other appointed bodies shall complete ethics training upon appointment and reappointment. For a new appointee, ethics training must be completed before taking the oath of office. For a returning incumbent, ethics training must be completed within 60 days after reappointment. The ethics training requirement is deemed satisfied if the appointee or returning incumbent provides proof of completing ethics training within one year before appointment or reappointment. Fiscal Training. Members of the Finance Committee shall complete fiscal training in accordance with applicable law. Oath of Office. A new oath of office shall be administered to each appointee, including a returning incumbent. VIII. Administrative Updates The City Council authorizes the City Clerk to make non -substantive administrative updates to this policy to reflect changes in applicable state or federal law or to conform this policy to City Council-adopted policies, ordinances, or resolutions that affect or supersede its provisions. Docusign Envelope ID: B8E13545-8D7F-83F3-8239-18A3D147FFE9 Resolution No. 2026-016 Page 9 Docusign Envelope ID: B8E13545-8D7F-83F3-8239-18A3D147FFE9 Resolution No. 2026-016 Page 10 EXAMPLE Applicant Evaluation Form Appointed Body: Planning Commission Seat(s) Under Consideration: Two Regular Member Seats Interview Date: May 14, 2026 Councilmember: _______________________________ Scoring Instructions Score each applicant in each category on a scale of 0 to 5, with: • 5 = highest score • 0 = lowest score The maximum total score for each applicant is 15 points. Evaluation Criteria 1. Qualifications and Relevant Experience Does the applicant bring experience, perspective, or subject-matter knowledge that would help the body do its work? 2. Interest and Commitment to Serve Does the applicant appear to understand the role, show genuine interest, and seem likely to serve reliably and thoughtfully? 3. Communication and Judgment Did the applicant communicate clearly, answer questions directly, and demonstrate sound judgment for public service? Applicant Name Qualifications and Relevant Experience (0–5) Interest and Commitment to Serve (0–5) Communication and Judgment (0–5) Total Score (0–15) John Doe _____ _____ _____ _____ Jane Doe _____ _____ _____ _____ John Smith _____ _____ _____ _____ Jane Smith _____ _____ _____ _____ John Roe _____ _____ _____ _____ Jane Roe _____ _____ _____ _____ Please return the completed form to the City Clerk. Docusign Envelope ID: B8E13545-8D7F-83F3-8239-18A3D147FFE9 Resolution No. 2026-016 Page 11 Docusign Envelope ID: B8E13545-8D7F-83F3-8239-18A3D147FFE9