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    12.    
INTERNAL OPERATIONS COMMITTEE
Meeting Date: 12/10/2018  
Subject:    Advisory Body Application Format
Submitted For: David Twa
Department: County Administrator  
Referral No.: IOC 18/5  
Referral Name: Advisory Body Recruitment
Presenter: Jami Napier Contact: Jami Napier (925) 335-1908
Information
Referral History:
The current application form was approved in 2011 to provide additional detail and professionalism in advisory board and commissions applications.

The current form is offered in two formats: as a PDF form and as an online form through Granicus. Applications can be submitted digitally either online through Granicus or by email to the Clerk of the Board or staff. Applications can also be submitted in paper format to the Clerk of the Board offices in-person, or by mail. The current application appears as four (4) pages in PDF form.

Rationale for Updating the Application:

Informal feedback from members of the public, County staff, and Supervisors indicate that the current application seems like a job application and is off-putting to prospective applicants.

The application is unnecessarily lengthy, and is missing information that the Supervisors and County staff would like to know when reviewing applications. The current application includes detailed job history and education information that is not relevant to the role of an advisory board commissioner. Additionally, the current application is missing information that is helpful in evaluating applications—such as their motivation for serving, and whether or not applicants have attended meetings in the past.
Referral Update:
Process for Update:

Clerk of the Board (COB) staff reviewed applications from the nine Bay Area counties, as well as the pre-2011 application. Based on public feedback and comments, as well as the review of neighboring counties, a draft mock-up of an application has been created for discussion purposes. Clerk of the Board hopes that this draft application will elicit feedback at the Internal Operations meeting to further refine and improve this draft application.

Online and PDF Format:

Beginning in March of 2017, Clerk of the Board has allowed for online applications to be submitted through Granicus as a link on the Boards and Commissions webpage. The online form is intended to have the same fields as the paper copy; however, demand from supervisors has led to the addition of an optional field, requesting that applicants describe why they are interested in serving on the advisory board or commission. Clerk of the Board would like to ensure that the online format and the PDF format should match in order and content.

Contra Costa County is not unique in offering an online form: four of the other nine Bay Area counties offer an online application method as well. However, these counties do not offer a PDF format, and reserve the format for in-person applicants. The remaining four Bay Area counties only offer a PDF (and paper) application format, and do not offer an online method. Contra Costa is the only one that allows and promotes both application methods equally, and sees a nearly-equal number of applications in both formats. Each format has a different set of advantages and disadvantages, and Clerk of the Board plans to continue to offer both methods.

Below is a summary of how our neighboring counties accept advisory board applications.
County Online Form PDF
Napa Primary Method Provided Only As a Paper Copy In Person
Alameda None Primary/Only Method
Solano None Primary/Only Method
San Francisco None Primary/Only Method
Sonoma None Primary/Only Method
Marin Primary Method Provided Only As a Paper Copy In Person
Contra Costa Offered Offered
San Mateo Primary Method Provided Only As a Paper Copy In Person
Santa Clara Primary Method Provided Only As a Paper Copy In Person

Issues to be Addressed by the Internal Operations Committee:
  • Review attachments, including draft form
  • Suggest additional changes to draft form
  • Determine process for form approval, and whether the form should return to the IOC for further discussion before going to the Board of Supervisors for approval.

Attachments for Review:
  • Contra Costa County Current Application
  • Contra Costa County Pre-2011 Application
  • Applications from Other Counties
    • Alameda County
    • Marin County
    • Napa County
    • San Francisco County
    • Santa Clara County
    • Solano County
    • Sonoma County
  • Mock-up of a draft application (for discussion purposes at Internal Operations)

Suggestions: In order to remove the detailed job history and education sections, applicants can instead describe their relevant experience and may choose to enclose an optional resume. The new application should be reduced to two pages—one-page front and back
Recommendation(s)/Next Step(s):
The draft application is enclosed for review and discussion. County Supervisors, County employees, and members of the public will have an opportunity to provide feedback and suggestions on the future application form. Once these comments are incorporated, the form can return to the IOC for additional discussion on a revised version, or can go directly to the full Board of Supervisors (BOS) for approval, depending on the scope of the revisions and the wishes of the IOC.

Upon final approval of the form by the BOS, the COB will distribute and inform county staff and BOS offices. Additionally, the online form (hosted through Granicus) will be updated to match the fields and order of information on the new form. The old form will be retired from circulation.
Attachments
Current Application Form
Pre-2011 Application Form
Alameda County Application Form
Marin County Application Form
Napa County Application Form
San Francisco County Application Form
Santa Clara County Application Form
Solano County Application Form
Sonoma County Application Form
Proposed Application Form

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