HomeMy WebLinkAbout01. Hold discussion re next steps and finalize the 04-04-23 interview process and schedule for the Division 3 Board Member seat vacancy Page 1 of 4
Item 1.
CENTRALSAN
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CENTRAL CONTRA COSTA SANITARY DISTRICT
March 30, 2023
TO: HONORABLE BOARD OF DIRECTORS
FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT
REVIEWED BY: ROGER S. BAILEY, GENERAL MANAGER
SUBJECT: HOLD DISCUSSION REGARDING NEXT STEPS AND FINALIZE THE
APRIL 4, 2023 INTERVIEW PROCESS AND SCHEDULE FOR THE
DIVISION 3 BOARD MEMBER SEAT VACANCY
At the March 16, 2023 regular meeting, the Board Members selected their preferred interview topic area
of interest and concurred to finalize their subject interview questions with the General Manager. Since that
meeting, a total of 12 applications were received.
Following are areas which staff requests the Board's direction and concurrence on the manner to proceed
for the next special meeting.
Does the Board of Directors desire to:
1. a. Decide whether interviews will be conducted with all applicants on April 4, 2023, or screen the list
of applicants at the March 30 meeting and limit the number of interviews on April 4.
b. Should the Board choose to limit the number of interviews, then the Board would need to
determine a process for screening applications at the March 30 meeting and complete the screening
and ranking.
2. Confirm the number of questions to ask each applicant per Board Member(e.g., two or fewer).
3. Set a time limit for response to each question per candidate (e.g., three-minutes per response).
4. Set a cap to the total length of each interview, regardless of all questions posed (e.g., 30-minutes per
candidate).
5. Determine the order in which the candidates will be scheduled (e.g., order in which application was
received, alphabetical order, or by a random draw).
6. 1 n order to be equitable, decide if all of the candidates need to be in attendance at the start of the
meeting on April 4 and sit in the Multi-Purpose Room with no live-stream option or release the final
interview questions to all interview candidates and allow each candidate to arrive at a suggested time
for their scheduled interview.
March 30, 2023 Special Board Meeting Agenda Packet- Page 3 of 101
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7. If a candidate is unable to make the scheduled interview date/time, determine how to proceed.
8. Determine whether a follow up/second interviews are necessary for the agreed upon top candidates.
9. Decide on whether a forced-ranking grading mechanism for ranking candidates is preferred
(Attachment 1).
10. Determine the process to be taken in case of a tie-vote.
Board Meetings scheduled prior to 60-day appointment requirement:
• April 4, 2023, potential 9:30 a.m. or earlier start time (special meeting)
• April 6, 2023, 2:30 p.m. or potential 1:00 p.m. start time (regular District business meeting)
• April 11, 2023, 9:30 a.m. (special meeting)
• April 20, 2023, 2:30 p.m. (regular District business meeting)
ATTACHMENTS:
1. Forced Ranking System Sheet
March 30, 2023 Special Board Meeting Agenda Packet- Page 4 of 101
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ATTACHMENT 1
FORCED RANKING SYSTEM SAMPLE
The Forced Ranking System may be used by panelists to rank candidates in relation
to each other and to continually reassess rankings as the day progresses. Below is a
sample to indicate how the system works.
1 2 3 4
Blank form above designed to rank a group of 4 candidates; completed sample below.
Ms. Loomis is the first candidate interviewed and is ranked#1.
Mr. Smith is interviewed next, and is ranked #1 and Ms. Loomis is moved to rank#2.
After an interview with Ms. Bell, Smith is ranked #1, Bell #2, and Loomis #3.
The next interview,is with Mr.Hansen who is ranked#1 above the three other candidates.
Rankings are to be assigned at the end of each interview.
After Interview#1 Loomis
After Interview#2 Smith Loomis
After Interview#3 Smith Bell Loomis
After Interview#4 Hansen Smith Bell Loomis
1 2 3 4
Ranking
March 30, 2023 Special Board Meeting Agenda Packet- Page 5 of 101
Central Contra Costa Sanitary District
Forced Ranking System
Interview#1
Interview#2
Interview#3
Interview#4
Interview#5
Interview#6
Interview#7
Interview#8
Interview#9
Interview#10
Interview#11
Interview#12
1 2 3 4 5 6 7 8 9 10 11 12
Candidate Ranking
March 30, 2023 Special Board Meeting Agenda Packet- Page 6 of 101