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Home My WebLink AboutCC Mosquito 2017 Call for Apps____________________________________________________________________________________ FOR CITY CLERK ONLY File No.: 9-2-9 Council Meeting: 11/06/2017______________________ Disposition: _Approved staff recommendation__________________________ Agenda Item No: 4.b Meeting Date: November 6, 2017 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: City Clerk Prepared by: Esther Beirne City Manager Approval: __________ File No.: 9-2-9 TOPIC: Marin/Sonoma Mosquito & Vector Control District Board Vacancy SUBJECT: CALL FOR APPLICATIONS TO FILL ONE TWO-YEAR TERM ON THE MARIN/SONOMA MOSQUITO & VECTOR CONTROL DISTRICT BOARD TO THE END OF DECEMBER 2019 DUE TO THE EXPIRATION OF TERM OF PAMELA HARLEM (CC) RECOMMENDATION: It is recommended that Council: a) Call for applications to fill one two-year term on the Marin/Sonoma Mosquito & Vector Control District Board to the end of December 2019 due to the expiration of term of Pamela Harlem b) Set deadline for receipt of applications for Tuesday, November 28, 2017 at 5pm in the City Clerk’s Office, Room 209, City Hall; and c) Set date for interviews of applicants at a Special City Council meeting to be held on a date to be determined. BACKGROUND: The term of Pamela Harlem will expire at the end of December 2017. Applications may be submitted electronically — see https://www.cityofsanrafael.org/boards- commissions/ for all relevant information — and are also available in hard copy format at the City Clerk's Office. Pamela Harlem has indicated her desire to be reappointed. ACTION: Approve staff recommendations. Enclosures: Application material. CITY OF SAN RAFAEL APPLICATION TO SERVE AS MEMBER OF Marin / Sonoma Mosquito and Vector Control District Board (Board or Commission) NAME: _____________________________________________________________________________________________ STREET ADDRESS: _________________________________________________________________________________ CITY/STATE/ZIP CODE: ______________________________________________________________________________ RESIDENT OF THE CITY OF SAN RAFAEL FOR _________________________ YEARS PRESENT POSITION: ________________________________________________________________________________ NAME OF FIRM: _____________________________________________________________________________________ BUSINESS ADDRESS: _______________________________________________________________________________ *HOME & BUSINESS PHONE: __________________________________________________________________________ *E-MAIL ADDRESS __________________________________________________________________________________ EDUCATION: _______________________________________________________________________________________ ___________________________________________________________________________________________________ ___________________________________________________________________________________________________ PARTICIPATION IN THE FOLLOWING CIVIC ACTIVITIES: _________________________________________________ ___________________________________________________________________________________________________ ___________________________________________________________________________________________________ ___________________________________________________________________________________________________ MEMBER OF FOLLOWING CIVIC ORGANIZATIONS: _____________________________________________________ ___________________________________________________________________________________________________ ___________________________________________________________________________________________________ MY REASONS FOR WANTING TO SERVE ARE: _________________________________________________________ ___________________________________________________________________________________________________ ___________________________________________________________________________________________________ DESCRIBE POSSIBLE AREAS IN WHICH YOU MAY HAVE A CONFLICT OF INTEREST WITH THE CITY: ______ ___________________________________________________________________________________________________ ___________________________________________________________________________________________________ DATE: _____________________________ SIGNATURE: __________________________________________ Filing Deadline : Mail or deliver to: Date: Tues., November 28, 2017 City of San Rafael, City Hall, Dept. of City Clerk Time: 5:00 PM 1400 Fifth Avenue, Room 209, San Rafael, CA 94901 *Information kept confidential, to the extent permitted by law. ONE VACANCY - CITY OF SAN RAFAEL MARIN / SONOMA MOSQUITO AND VECTOR CONTROL DISTRICT BOARD APPLICATIONS to serve on the MARIN/SONOMA MOSQUITO AND VECTOR CONTROL DISTRICT BOARD, City of San Rafael, for one two-year term to the end of December 2019 may be obtained online at https://www.cityofsanrafael.org/boards-commissions/ and may be completed and submitted electronically. Hard copies of the application are also available online and in the City Clerk’s Office. Deadline for filing applications: Tuesday, November 28, 2017 at 5:00pm There is no compensation paid to Board Members. Board Members must comply with the City’s reimbursement policy and ethics training requirement of AB 1234. See attached information. ONLY RESIDENTS OF THE CITY OF SAN RAFAEL MAY APPLY. The MARIN/SONOMA MOSQUITO AND VECTOR CONTROL DIS TRICT BOARD regularly meets at 7:00 p.m. on the second Wednesday of each month at 595 Helman Lane, Cotati, CA 94931. Material regarding Marin/Sonoma Mosquito and Vector Control District Board membership, terms of Members, powers and duties, etc. may be obtained at the City Clerk’s Office. Interviews of applicants to be scheduled on a date to be determined. ESTHER BEIRNE City Clerk City of San Rafael Dated: November 7, 2017 REQUIREMENTS OF AN APPOINTEE TO SERVE ON THE BOARD OF TRUSTEES OF THE MARIN/SONOMA MOSQUITO & VECTOR CONTROL DISTRICT The Board of Trustees is the governing body of the District and there are currently 24 seats. The Board sets policy and retains a Manager who oversees the District’s operations. The CA Health and Safety Code is the District’s main governing law and it specifies that each member of the Board appointed by the governing body of a City or Town shall be an elector of the City or Town from wh ich he/she is appointed, and a resident of that portion of the city/town which is in the District. Each member appointed from a County or portion of a County must be an elector of the county and a resident of that portion of the county which is in the District. Each member appointed at large shall be an elector of the District. Trustees are required to file a Statement of Economic Interest with the State of California, Fair Political Practices Commission, within (30) thirty days after assuming office (and each subsequent year). The District assists trustees with the necessary paperwork. Each Trustee is sworn in and he or she signs a Loyalty Oath. Term of Office: The first term of any member shall not exceed two years. Each subsequent reappointment, if any, may be for a term of either two or four years, at the discretion of the appointing power. In the event of the resignation, death, or disability of any member, his/her successor shall be appointed by the governing body, which appointed him/her. Board Meetings: Regular meetings of the Board are held on the second Wednesday of each month, generally at 7:00 p.m., at the District Headquarters 595 Helman Lane Cotati. A light supper and beverages are usually provided just prior to the meeting to assist Trustees who must travel to the meeting during mealtime. Board Policy: The rules contained in “Robert’s Rules of Order, Revised” will govern in all cases, provided that doing so is not inconsistent with established Board Policy. Open Session: All of the Board’s sessions are open to the public, except for very occasional “closed sessions,” which may be held from time to time to discuss certain confidential personnel or legal matters. Expenses: In lieu of itemized expenses, an allowance of $100 (one-hundred) per month per member will be paid for expenses incurred in attending regular meetings not to exceed $100.00 (one-hundred) per month. Payment of $25 per meeting is made to Trustees serving on a Board committee, provided that the $100 maximum is not exceeded in any month. (Minutes 3/09/05) Powers and Responsibilities: The District takes all necessary or proper steps for the control of mosquitoes and other vectors (and in other regions immediately adjacent to the District’s boundaries). The Board as a whole can serve as one of the best and most responsive forms of local government in the interest of the District residents. As a CA Special District independent of the Cities and Counties, the District directly serves the entire population of Marin and Sonoma counties, and maintains close working relationships with other state, federal and local agencies. NOTICE TO BOARD & COMMISSION APPLICANTS REGARDING ETHICS TRAINING 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 or self-study. Currently, only “in-person” classes are available. Self -study classes are being developed and should be available in the next several months. 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, a copy of your certificate needs to be given to the City Clerk for our files. 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, online 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. STAFF REPORT APPROVAL ROUTING SLIP Staff Report Author: Esther Beirne Date of Meeting: 11/06/2017 Department: City Clerk Topic: CALL FOR APPLICATIONS TO FILL ONE TWO-YEAR TERM ON THE MARIN/SONOMA MOSQUITO & VECTOR CONTROL DISTRICT BOARD Subject: CALL FOR APPLICATIONS TO FILL ONE TWO-YEAR TERM ON THE MARIN/SONOMA MOSQUITO & VECTOR CONTROL DISTRICT BOARD Type: (check all that apply) ☒ Consent Calendar ☐ Public Hearing ☐ Discussion Item ☐ Resolution ☐ Ordinance ☐ Professional Services Agreement ☐ Informational Report *If PSA, City Attorney approval is required prior to start of staff report approval process Was agenda item publicly noticed? ☐ Yes ☐No Date noticed: ☐Mailed ☐Site posted ☐Marin IJ Due Date Responsibility Description Completed Date Initial / Comment DEPARTMENT REVIEW FRIDAY noon 10/13 Director Director approves staff report is ready for ACM, City Attorney & Finance review. 10/27/2017 ☒ EB CONTENT REVIEW MONDAY morning 10/16 Assistant City Manager City Attorney Finance ACM, City Attorney & Finance will review items, make edits using track changes and ask questions using comments. Items will be returned to the author by end of day Wednesday. 10/27/2017 10/31/2017 Click here to enter a date. ☒ RW ☒ LG ☐ DEPARTMENT REVISIONS FRIDAY noon 10/20 Author Author revises the report based on comments receives and produces a final version (all track changes and comments removed) by Friday at noon. 10/30/2017 ☒ LL ACM, CITY ATTORNEY, FINANCE FINAL APPROVAL MONDAY morning 10/30 Assistant City Manager City Attorney Finance ACM, City Attorney & Finance will check to see their comments were adequately addressed and sign-off for the City Manager to conduct the final review. Click here to enter a date. 10/31/2017 Click here to enter a date. ☐ ☒ LG ☐ TUES noon 10/31 City Manager Final review and approval 10/31/2017 ☒ JS