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Medford council adopts amended hiring process for city clerk, appoints three designees for interviews
Summary
The Medford City Council approved an amended recruitment process for the city clerk that sends all applications to councilors, limits interview executive sessions to a subcommittee of three designees, and requires HR/DEI-developed rubrics and confidentiality for interview lists.
The Medford City Council voted to adopt an amended recruitment and hiring process for the city clerk that preserves council oversight while allowing a three-member screening committee to conduct preliminary interviews and, when appropriate, enter executive session.
The measure, offered as Resolution 25,149, passed after debate about two options for review. "My personal preference would be for us all to receive resumes and express our preference that way," Councilor Rosario said, arguing that letting all councilors view applications before narrowing the field "seems like the most democratic way to go about it." Councilor Scarpelli and others supported appointing three designees to finalize interview lists, with documentation kept on file by Human Resources.
The council discussed guidance from the solicitor and the Attorney General's Division of Open Government that a preliminary screening committee may be formed if it consists of fewer than a quorum and may meet in executive session under purpose 8 to interview applicants when the chair declares that an open meeting could have a detrimental effect on obtaining qualified applicants. The adopted language requires that all applications be sent to councilors for review, that councilors submit names of candidates they want interviewed to HR, that the city council appoint three designees to participate in the interview process, and that names of candidates selected for interview be kept confidential.
Under the procedure the council approved, initial interviews will be conducted by city staff and council designees; the DEI director will help formulate a rubric and standard questions for use in interviews; HR will schedule interviews and retain documentation; the top three candidates will be submitted to the full council for public consideration.
Councilor Callaghan moved to adopt the amended process and Vice President Collins seconded. The council approved adoption and then approved the full resolution as amended by roll call. Recorded yes votes included Councilor Callaghan, Vice President Collins, Councilor Lazaro, Councilor Lemming, Councilor Scott Pelley, Councilor Hussain and President Beers; there were no recorded no votes.
Looking ahead, the council's action sets a council-led search with confidentiality protections and standardized interview questions prepared by HR and DEI. The resolution requires further administrative steps by HR to implement scheduling and documentation procedures.
