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HomeMy WebLinkAboutCC Measure C 2012 Call for AppsCITY OF Agenda Item No: 3 c. Meeting Date: June 18, 2012 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: City Clerk Prepared by: Esther C. Beirne City Manager Approval: - SUBJECT: CALL FOR APPLICATIONS TO FILL ONE UNEXPIRED FOUR-YEAR TERM ON THE SPECIAL LIBRARY PARCEL TAX OVERSIGHT COMMITTEE, DUE TO RESIGNATION OF NONI GARNER, TO EXPIRE END OF SEPTEMBER 2014 RECOMMENDATION: It is recommended that Council: a) Call for applications to fill one, unexpired four-year term on the Special Library Parcel Tax Oversight Committee to expire the end of September, 2014; b) Set deadline for receipt of applications for Tuesday, July 10, 2012 at 5:00 p.m. in the City Clerk's Office, Room 209, City Hall; and b) Set date for interviews of applicants at a Special City Council meeting tentatively scheduled for Monday, July 16, 2012, commencing at 6:00 PM. SUMMARY BACKGROUND: The four-year term of Noni Garner will expired the end of September, 2014. ACTION: Approve staff recommendation. Enclosures: Vacancy notice Roles, Responsibilities and Duties Ethics Training Information Application FOR CITY CLERK ONLY File No.: q-.2 - Council Meeting: &/ tqAc)t 7, Disposition: 4,qlvoclej Sp. Library Parcel Tax Committee — 06-2012 ONE VACANCY - CITY OF SAN RAFAEL APPLICATIONS to serve on the San Rafael Special Library Parcel Tax Oversight Committee, to fill an unexpired four-year term to the end of September, 2014, may be secured at the City Clerk's Office, City Hall, 1400 Fifth Avenue, Room 209, San Rafael or the City's website at . http://www.citvofsanrafael.org/cityclerk-boards/ The deadline for filing applications is Tuesday, July 10, 2012 at 5:00 p.m. in the City Clerk's Office, Room 209. Members must comply with the City's ethics training requirement of AB 1234. Please see attached information. ONLY RESIDENTS OF THE CITY OF SAN RAFAEL MAY APPLY. Interviews of applicants are tentatively scheduled for a Special Meeting of the San Rafael City Council on Monday, July 16, 2012 commencing at 6:00 p.m. Roles, Responsibilities and Duties are attached. ESTHER C. BEIRNE City Clerk City of San Rafael CITY OF SAN RAFAEL APPLICATION TO SERVE AS MEMBER OF THE SPECIAL LIBRARY PARCEL TAX OVERSIGHT COMMITTEE NAME: HOME ADDRESS: CITY / STATE / ZIP CODE: RESIDENT OF THE CITY OF SAN RAFAEL FOR YEARS PRESENT OCCUPATION: NAME OF BUSINESS: BUSINESS ADDRESS: *HOME & BUSINESS PHONE: *E-MAIL ADDRESS: EDUCATION: PARTICIPATION IN THE FOLLOWING CIVIC AND COMMUNITY ACTIVITIES ORGANIZATIONS: MY REASONS FOR WANTING TO SERVE ARE: DATE: SIGNATURE, - Filing Deadline: Mail or deliver to: City of San Rafael, Dept. of City Clerk Date: Tuesday, July 10, 2012 City Hall, 1400 Fifth Avenue, Room 209 Time: 5:00 p.m. P.O. Box 151560 San Rafael, CA 94915 *This information will be kept confidential, to the extent permitted by law. EXHIBIT "A" SPECIAL LIBRARY PARCEL TAX COMMITTEE I. Roles, Responsibilities and Duties: A. The responsibilities and duties of the Special Library Parcel Tax Committee (Committee) shall be limited as follows: 1. The Committee's sole function shall be to review expenditures of the revenues from the Special Library Services Parcel Tax adopted by Measure C on June 8, 2010 to ensure the monies have been expended in accordance with the authorized purposes of Measure C. 2. The Committee shall take steps to understand the allowable expenditures of the Special Library Services Parcel Tax monies (as identified in Chapter 3.36 of the Municipal Ordinance). 3. The Committee shall take steps to understand municipal revenue collection and distribution from local, state and federal sources. 4. The Committee shall review the upcoming fiscal year budget prior to the City Council budget hearings. (Committee Meeting anticipated in May/June.) 5. The Committee shall prepare and submit to the City Council and the community an annual public report on the expenditures of the Special Library Services Parcel Tax revenues for the previous fiscal year. (Committee Meeting anticipated in November/ December.) B. The Committee shall not have any budgetary decision authority, shall not allocate financial resources, and shall not make budget or service recommendations to the City Council. C. The Committee shall have no authority to direct, nor shall it direct, City staff or officials. H. Committee Structure and Proceedings: A. Appointments The City Council shall make appointments to the Committee consistent with the established manner of appointing various City Commissions and related committee members. The Committee shall be composed of up to seven (7) members, but no less than five (5) members. B. Qualification Standards Members of the Committee shall be at least 18 years of age and reside within the City limits. The Committee may not include any employee or official of the City, or any vendor, contractor or consultant doing business with the City. C. Term Committee members shall serve for a term of up to four years. Member's terms are to be staggered. At the Committee's first meeting, members will draw lots to select three members to serve a three-year term, the remaining members will serve a four year term. Given the duration of this Special Parcel Tax, those Committee terms lasting the initial three year period will be followed by appointments terms that shall be four years in length. Likewise, those Committee terms lasting an initial period of four years will be followed by appointments terms that shall be three years in length. D. Chair and Vice -Chair The Mayor shall appoint the initial Chair. The Chair shall appoint the initial Vice -Chair. Thereafter, the Committee shall annually elect a chair and a Vice -Chair, who shall act as Chair only when the chair is absent. E. Compensation The Committee members shall serve without compensation. F. Meetings 1. The Committee shall conduct at least two regular meetings a year. 2. Special meetings may be called by the Committee's chair. Special meetings may also be called by Committee members if three or more members petition the chair for a special meeting. 3. All meetings shall be noticed and shall be open to the public in accordance with the Ralph M. Brown Act, Government Code Section 54950 et seq. Each member of the Committee will be given a current copy of the Ralph M. Brown Act. 4. A majority of the Committee members shall constitute a quorum for the transaction of any business. G. Vacancies and Removal 1. The City Council shall fill any vacancies on the Committee. 2. The City Council may remove any Committee member for any reason, including but not limited to, failure to attend two consecutive regular Committee meetings. Upon a member's removal, his or her seat shall be automatically deemed vacant. H. City Support The City shall provide to the Committee necessary technical and administrative assistance as follows: 1. Preparation, provision and posting of public notices as required by the Brown Act and in the same manner as noticing City Council meetings. 2. Provision of a meeting room, including any available City audio/visual equipment. 3. Provision of meeting materials, such as agendas, minutes and supporting reports. 4. Retention of Committee records. 5. Properly staff all Committee meetings. 6. Educate committee members on municipal finance. I. Termination of Committee The Committee shall automatically disband six (6) months after the enabling ordinance is repealed, ruled invalid or terminates under the provisions of the ordinance On January 1, 2006, a new law became effective that requires two (2) hours of ethics training of the local legislative bodies by January 1, 2007. This new law defines a local legislative body as a "Brown Act" governing body, whether permanent or temporary, decision-making or advisory, and created by formal action of the City Council. In other words, any person serving on a City Council, Board, Commission, or Committee created by the Council is subject to this ethics training requirement. After this initial class, training will be required every two years. Ethics training can be accomplished by taking a 2 -hour class, self -study, or an on-line class. You may seek reimbursement for taking any authorized ethics class. The city staff member that is assigned to your committee can help you with the reimbursement process. After you have completed the ethics class, the original certificate needs to be given to the City Manager's Office for record-keeping, with a copy kept for your records. AB 1234 (Salinas). Local Agencies: Compensation and Ethics Chapter 700, Statutes of 2005 This law does the following: • Ethics Training, Members of the Brown Act -covered decision-making bodies must take two hours of ethics training every two years, if they receive compensation or are reimbursed expenses. The training can be in-person, on-line, or self -study. For those in office on 1/1/06, the first round of training must be completed by 1/1/07. Expense Reimbursement -- Levels, Local agencies which reimburse expenses of members of their legislative bodies must adopt written expense reimbursement policies specifying the circumstances under which expenses may be reimbursed. The policy may specify rates for meals, lodging, travel, and other expenses (or default to the Internal Revenue Service's (IRS) guidelines). Local agency officials must also take advantage of conference and government rates for transportation and lodging. Expense Reimbursement -- Processes: Local agencies, which reimburse expenses, must also provide expense reporting forms; when submitted, such forms must document how the expense reporting meets the requirements of the agency's expense reimbursement policy. Officials attending meetings at agency expense must report briefly back to the legislative body at its next meeting.